HomeMy WebLinkAbout1998-04-06 City Council (35)City of Palo Alto
City,Manager’s Report
TO:HONORABLE CITY COUNCIL
FINANCE COMMITTEE
FROM: CITY MANAGER DEPARTMENT: POLICE
DATE:
SUBJECT:
APRIL 6, 1998 ¯CMR:186:98
REQUEST FOR APPROVAL OF BUDGET AMENDMENT
ORDINANCE IN THE AMOUNT OF $325,000 AND APPROVAL OF
AGREEMENT WITH PUBLIC SAFETY SYSTEMS, INC. FOR A
’COMPUTER AIDED DISPATCH SYSTEM
REPORT IN BRIEF
This report provides the results of the Request for Proposal (RFP) process for the purchase
of a Computer Aided Dispatch system (CAD), information about the project, the vendor
selection process, the agreement with Public Safety Systems, Incorporated (PSSI), and
system cost comparisons with other cities. Staff is requesting a Budget Amendment
Ordinance (BAO) in the amount of $325,000 that would be added to the current balance of
$243,986 in the Capital Improvement Programs. Additional funding of $66,449 will be used
for PC work stations for dispatchers, $50,000 for upgrades to existing mobile data
communications system, and $46,000 for contingencies. Additionally, staff is requesting
approval of the agreement with PSSI in the amount of $406,537 for the purchase and
installation of the CAD system.
CMR:186:98 Page I of 9
RECOMMENDATION
Staff recommends that Council:
Approve a Budget Amendment Ordinance in the amount of $325,000. These funds
would be added to the balance of $216,486 in Capital Improvement Program (CIP)
19109 for the purchase and installation of a CAD system, to purchase personal
computer work stations needed for the system, and to upgrade the existing mobile
data channel infrastructure.
o Authorize the Mayor to execute the attached agreement with PSSI, in the amount of
$406,537 for the purchase and installation of a CAD system.
o Authorize the City Manager or her designee to negotiate and execute one or more
change orders, if needed, to the agreement with PSSI for related, unforeseen
additional work, which may develop during the project, in the amount not to exceed
$46,000.
BACKGROUND
In June 1~97, the Abbey Group Public Safety Consultants completed a study that compared
the feasibility and cost of in-house development of a CAD system to the purchase of a
system from a vendor. The consultants and staff concluded that in-house development of a
CAD system would be cost prohibitive and recommended the reissuance of an RFP for the
acquisition and installation of a system, from a vendor. After Council approved staff’s
recommendation, the process was initiated to identify a vendor.
DISCUSSION
Project Description
The CAD project is a CIP project for the purchase and installation of a CAD system with
modifications to provide for interface with enhanced 9-1-1; telecommunications device for
the deaf; Sheriff’s Law Enforcement Teletype System; mobile data computers; fire alerting
system; and police and fire records management systems. It also provides for upgrades to
the current mobile data communications system to allow adequate area coverage and use of
the enhanced integrated features of CAD. The enhanced features of CAD include use of the
CMR:186:98 Page 2 of 9
mobile data computers’ function keys for unit status changes, vehicle stops, officer queries
of local and state databases, and provides a tool for greater officer safety in emergency
situations. The upgrades include addition of receivers in various parts of the City and all
associated ancillary equipment. The current mobile data system has experienced some
"dead" spots in certain areas of the City. The receivers and ancillary equipment allow the
system to select the best possible radio signal and route that signal and accompanying data
into the mobile data controlling software.
A CAD system automates many manual dispatching activities. Event information for police,
fire, and utility calls that are currently tracked manually on dispatch cards would be entered
into the computer as the events occur. Benefits of on-line dispatching include: 1) faster
initiation of fire station alerting and subsequent reduction of dispatch times; 2) improved
tracking and reporting capability of incident activity for retrieval and analysis needed to meet
the City’s and the public’s information requests; 3) reduced radio traffic during peak activity
times; and 4) elimination of redundant data entry from manually completed dispatch cards.
When integrated with public safety applications, such as mobile data computers in patrol and
fire vehicles, records management systems, and other local databases, CAD provides
additional benefits, including faster retrieval and increased information regarding previous
calls for service to specific addresses and hazardous materials storage location information
for field units; improved deployment of available resources, such as the dynamic allocation
or reallocation of fire apparatus during large scale incidents; and tracking of personnel and
apparatus in order to maintain information about potential exposure to chemicals and
communicable diseases.
A CAD system will also enhance communications during disaster situations. Workstations
at the Police and Fire positions in the City’s Emergency Operations Center (EOC) will allow
for a more efficient and effective information flow between the Communications Center,
EOC, and public safety field units. All users of the CAD system will be able to monitor the
types and numbers of events working at any given time, as well as view the availability of
and/or location of assigned resources. These capabilities will enhance decision making for
incident commanders, deployment of personnel and situation management.
Although not a part of the initial implementation, full integration of the CAD system with
the City’s Geographical Information System (GIS) is anticipated within two years. This will
allow mapping information to be displayed at each user terminal and will help distribute the
flow of information relating to street closures, routes of travel and visual displays of both
real-time incident monitoring and post-incident analysis. Cost for this ftmetion is estimated
to be an additional $50,000.
CMR:186:98 Page 3 of 9
Selection Process
A Request for Proposal was issued to 21 firms on August 6, 1997. The proposal response
period was 42 days. A non-mandatory, pre-proposal conference was held on August 14,
1997. Three fn’rns attended the meeting and submitted proposals.
Proposals ranged from $187,500 (excluding hardware costs) to $459,437. Those firms who
did not respond indicated that they did notsubmit a proposal_ because they were involved
with other implementations or their products were not anywhere dose to being delivered in
a Windows NT environment.
A selection committee consisting of Police, Fire.and Information Technology staff reviewed
the proposals. Two of the three fn’ms were invited to participate in oral interviews and
product demonstrations on December 11 and 12, 1997. Scenarios of the types of incidents
Communications staff handle were prepared and sent to the vendors in order to evaluate the
functioning of their products in-an environment that would simulate the actual working
environment. A Communications Dispatcher actually tested the system to determine the ease
of use and to assess the available functions.
Staff evaluated each firm’s qualifications and submittal based upon the following criteria:
proposal completeness, corporate background, experience, resources, project organization,
staff qualifications, technical approach and work plan including approach to programming,
documentation, testing, implementation, training, and cost.
Public Safety Systems, Incorporated of Lanham, Maryland was selected because: 1) its core
product provides the greatest level of overall function, especially for requirements associated
with the dispatching of fire units; 2) it possesses the. corporate resources to deliver and
maintain a stable product that will provide a long term useful life supporting multi-agency,
multi-jurisdictional dispatching; and 3) its business philosophy of controlled growth and
excellent customer service have a proven track record with customers across the country.
PSSI has over 14 years experience in providing public safety agencies with CAD, Police and
Fire records management systems, and other crime analysis tools. The older version of its
product runs on an HP3000 and connects to the dispatcher workstation using a DOS-based
interface. The newest upgrades to this product includes a shitt to the Windows NT operating
environment.
PSSI’s product provides a Windows NT front end graphical user interface. This facilitates
the use of the system for dispatchers. PSSI has approached the industry movement towards
Windows NT in a conservative, but progressive way. The recommended installation utilizes
Hewlett-Packard servers as the central processors. PSSI has converted its front end
CMR: 186:98 Page4of 9
(dispatcher) software to run in the Windows NT operating system and is developing the
database and application central processors in the Windows NT environment. This
development is underway and is expected to be completed later this year. PSSI’s business
philosophy is to complete development and test the product extensively prior to distributing
it to its client base. Unlike other vendors who approach this process as a beginning, PSSI
approaches it as a conversion of its proven and stable CAD product to another platform.
Checks with users of PSSI installations across the country yield consistent information that
the system is very functional and reliable, the company’s staff was helpful and
knowledgeable, and provides excellent support services.
The final agreement pricing for the CAD system is $406,537. This is lower than their
original proposal estimates. This is due to staff’s desire to upgrade to standard Hewlett-
Packard PC and to purchase the proposed dispatcher workstation hardware directly. This
will allow the workstations to be updated on a routine basis through the City’s computer
replacement fund. The competing vendors’ proposals were lower in cost, but their products
were judged to lack the overall functions, the resources to adequately support their product,
or were based on operating platforms that could not be adequately supported by the City’s
Information Technology Services.
Cost Comparisons With Other Agencies
In July 1996, based upon information obtained by the Abbey Group Consultants, staff
provided a cost range for a CAD system of $200,000 to $625,000 based upon the amount of
modifications necessary to meet the requirements of the City. Staff’s recommendation was
to purchase an off-the-shelf version of a product with minimal modifications. The estimated
cost of this type of system ranged between $200,000 and $400,000. The final PSSI
agreement is on the high end of this range. There are additional costs added to the overall
project costs to include an upgrade of dispatcher workstation hardware. This is due to the
City’s desire to stay with a standard HP PC platform, and is not due to modifications to the
core product.
It should be noted that on-going maintenance costs were estimated by the Abbey Group to
be 15 percent of the original purchase cost. PSSI’s support costs will begin in the second
year and are $21,000 or slightly under 4 percent of the total system cost.
The following table provides some cost comparisons of CAD automation system budgets or
expenditures by other cities.
CMR: 186 : 98 Page 5 of 9
Agency
Campbell,
Milpitas
Mt. View
Redwood City
San Jose
San Mateo
Santa Cruz County
Santa Clara
Sunnyvale
Year
Purchased
1990
1992
1989
1993
1989
1989
1996
1993
1994
Original Cost
$35,000
$600,000
$414,000
$90,000
$1.6Million
$350,000
$1Mill~n
$635,000
$299,000
Recently Budgeted to
Upgrade/Replace
$1.3 Million
$1.3 Million
$800,000
$250,000
RESOURCE IMPACT
Available Funding: A balance of $216,486 remains in Police Information Systems Master
Plan Capital Improvement Program (Project 19109). Additional funds of $15,000 for
integration of CAD to the proposed new Fire alerting system and $12,500 for integration of
CAD to the proposed new Fire records-management system are available in the
Fire/Communications Computer System Capital Improvement Program (Project 19312). The
total balance of previously budgeted funds is $243,986.
Budget Amendment Ordinance: A BAO in the amount of $325,000 is requested for the
additional funds necessary to complete this project. Funds will come from the General Fund
(73 percent), Enterprise Funds (11 percent) and reimbursement from Stanford University (16
percent). Funds not to exceed $46,000 are necessary to cover any unexpected costs during
the project. Funds in the amount of $50,000 are needed for mobile data channel upgrades
to provide adequate radio coverage throughout the City and to utilize the enhanced features
of CAD. Mobile data computers (MDC) in Police and Fire units will be linked to the CAD
system, which will allow field units to query the CAD system, makes status changes via the
MDC’s, and query a variety of local and national databases.
CMR:186 : 98 Page 6 of 9
The total project costs are as follows:
Project Costs
PSSI Agreement for Software, Hardware $406,537
& Project Management Services
HP PC Workstations $ 66,449
Subtotal $472,986
Contingency Funds $46,000
Data Channel Upgrades $50,000
Total $568,986
Available Funding
Available Funds (CIP 19109)$216,486
Available Funds (CIP 19312)$27,500
Total $243,986
Amount of BAO
Total Project Costs $568,986
Available Funding $243,986
Total BAO Amount $325,000
Workload Impact: Police, Fire and Administrative Services staff will be required to work
closely with PSSI representatives in the preparation of hardware configurations, software
design and review, geographical file development, training and testing of the product. This
is expected to be in addition to, not in place of, existing job duties.
Maintenance Requirements: After successful completion of the software testing and
acceptance period, the 12-month software warranty period will commence. After the first
year, the City would enter into an annual software support agreement with PSSI. The costs
will be approximately $21,000 in year two and will increase by approximately 5 percent per
year for four years. Funds for this on-going commitment would be included in the Police
Department’s future operating budget requests.
CMR: 186 : 98 Page 7 of 9
Future Budget Implications: CAD systems have useful life expectancies of a minimum of
seven years. Systems usually have to be upgraded or completely replaced after that time.
During the life of the system, additional changes in the system may be needed to
accommodate changes in other ancillary operating systems such as the California Department
of Justice files, Santa Clara County Sheriff’s Law Enforcement Teletype System, Mobile
Data Computer controllers or other local databases. Costs for these changes and the interface
to the City’s GIS system would have to be negotiated with PSSI at a later time.
Cost Recovery Issues: The current contract with Stanford University for communications
services stipulates that it will reimburse the City for 16 percent of any CIP project for which
it will benefit. It is estimated that $83,000 will be reimbursed to the City as a result.
POLICY IMPLICATIONS
This report does not represent any change to existing City policies.
TIMELINE
Pending Council approval of the BAO
anticipated timeline:
and agreement with PSSI the following is the
Hardware/Software Design/Review -
Software Preparation -
Training
Hardware/Software Installation -
CAD Software/Interface Testing
Reliability/Acceptance Testing -
CAD System Live Operation
5/98
6/98- 10/98
9/98 - 11/98
-9/98- 10/98
9/98- 11/98
11/98
’ 12/98
ENVIRONMENTAL REVIEW.
This is not a project under the California Environmental Quality Act (CEQA).
CMR: 186 : 98 Page 8 of 9
ATTACHMENTS
Budget Amendment Ordinance
Agreement with PSSI
PREPARED BY:John Bush, Coordinator - Communications Services
Lynne Johnson,
DEPARTMENT HEAD:
CITY MANAGER APPROVAL:
City
ClVIR: 186 : 98 Page 9 of 9
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1997-98 TO
PROVIDE AN ADDITIONAL $325,000APPROPRIATION TO INCREASE
THE POLICE INFORMATION SYSTEMSMASTER PLAN CIP PROJECT
NUMBER 19109
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June
23, 1997 did adopt a budget for fiscal year 1997-98; and
WHEREAS, on July i, 1997, Council gave staff approval to go
forward with a Request for Proposal for the purchase of a Computer
Aided Dispatch (CAD) System, as part of the Police Information
Systems Master Plan CIP Project, 19109; and
WHEREAS, staff has selected a vendor to supply the CAD system,
which wil! cost $325,000 more than is currently budgeted in the
Police Information Systems Master Plan CIP Project, 19109; and
WHEREAS, City of Palo Alto Enterprise Funds and Stanford
University will be paying for a portion of the new CAD system; and
WHEREAS, the remaining funds needed will come from the Budget
Stabilization Reserve; and
WHEREAS, City Council authorization is needed to amend the
1997-98 budget as hereinafter set forth.
NOW, THEREFORE, the Council. of the City of Palo Alto ,does
ORDAIN as follows:
SECTION i. The total sum of Two Hundred Seventy-Three Thousand
($273,000) is hereby transferred to the Capital Fund from the
following reserve funds:
Budget Stabilization Reserve (General
IFund)$237~,250
Electric Rate Stabilization Reserve $i0,010Gas Rate Stabilization Reserve $10,368~Refuse Rate Stabilization Reserve $715iWastewater Collection Rate Stabilizltion
’Reserve I $5,362.Water Rate Stabilization Reserve $9,295
SECTION 2. The appropriation transfers approved by Section 1
will reduce the Budget Stabilization Reserve from $17,298,399 to
$17,061,149, and reduce the following Rate Stabilization Reserves
(RSR):
From:To:
Electric BSR $18,941,000 $18,930,990
Gas BSR $11,334,500 $11,324,132
Refuse BSR $4,793,000 $4,792,285
Wastewater Collection BSR $8,566,000 $8,560,638
Water BSR $5,997,900 $5,988,605
SECTION 3. Revenues in the Capital Improvement Fund will be
increased by Fifty-Two Thousand Dollars ($52,000) to reflect the
reimbursement from Stanford University.
SECTION 4. The amount of $325,000 is hereby appropriated to
CIP 19109 in the Capital Improvement Fund.
SECTION 5. As specified in Section 2.28o080(a) of the Palo
Alto~ Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
SECTION 6. The Council of the City of Palo Alto hereby finds
that this is not a project under the California Environmental
Quality Act and, therefore, no environmental impact assessment is
necessary.
SECTION 7. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:City Manager
Senior Asst. City Attorney Acting Director, Administrative
Services Department
Police Chief
AGREEMENT BETWEEN THE CITY OF PALO ALTO
AND PUBLIC SAFETY SYSTEMS, INC.
FOR PURCHASE OF LICENSED SOFTWARE
AND SUPPORT ~SERVICES AND ASSOCIATED HARDWARE
THIS AGREEMENT is made and entered into on the __ day of
1998, by and between the CITY OF PALO ALTO, a chartered
municipal corporation of the Siate of California ("CITY"), and
PUBLIC SAFETY SYSTEMS, INC. a duly organized Virginia corporation,
with offices at 4401 Nicole Drive, Lanham, Maryland 20706, Tax ID
Number 54-1302472 ("PSSI").
RECITALS:
A. CITY desires~to purchase an automated computer aided
dispatch system that utilizes the latest technology and provide for
rapid handling of multiple agency, multi-jurisdictional law
enforcement, fire, EMS and utilities systems; that is capable of
being fully integrated with EglI, external law enforcement data
bases, local police and fire records management systems, mobile
data terminals, and a message switch; and that is easy to use.
B. PSSI has submitted a proposal in response to CITY’s
Request for Proposal No. 99680, "Computer Aided Dispatch System"
("RFP"), and represents that its licensed software will meet CITY’s
objectives.
NOW, THEREFORE, in consideration of their mutual
covenants, the parties hereto agree as follows:
SECTION I. THE PRODUCT
CITY shall purchase from PSSI certain hardware, licensed
software, and support services (the "Product"). The Product is
described in the "Scope of Work" attached hereto as Exhibit "A" and
incorporated herein by reference. A list of the hardware to be
purchased from PSSI is found in Exhibit "B" attached hereto and
incorporated herein by reference. CITY will purchase additional
hardware, including individual workstation PC’s, separately.
PSSI’s Proposal in response to RFP No. 99680 (the "Proposal") sets
forth CITY’s objectives for the Product and is attached hereto as
Exhibit "C" and incorporated herein by reference, except to the
extent specifically modified by Exhibits "A" and/or "B" To the
extent of any conflict between this Agreement and any exhibit, the
provisions of this Agreement shall apply.
SECTION 2. DELIVERY
CITY shall pay for all delivery charges. Delivery will
be made by standard ground transportation charges unless CITY
agrees in writing to a different method of transportation. PSSI
will handle all shipping, handling and installation of the Product,
1
980402 lac 0031955
and shall coordinate with CITY as to the schedule of delivery so as
to cause the least possible disruption to CITY’s operations. CITY
will be responsible for installing hardware and equipment it is
purchasing from sources outside of this agreement.
SECTION 3.COMPENSATION
CITY shall pay to PSSI a total fixed amount of Four
Hundred Six Thousand Five Hundred Thirty-Seven Dollars ($406,537),
plus applicable sales tax, for the Product which shall include all
programming, services, and travel and expenses incurred by PSSI
under this agreement. Total compensation is detailed in Exhibit
"B".
CITY shall be responsible for remitting any applicable
sales and use taxes to the appropriate local and tax authorities.
SECTION 4.SOFTWARE LICENSE
4.1 PSSI grants to CITY a non-exclusive, n~n-
transferrable license for the software during the term of this
Agreement plus the terms of any agreements for extended maintenance
of the software. CITY shall not sell or transfer any of the
software or copies~thereof to others; provided, however, that the
license hereby granted shall apply to the extent necessary for CITY
to fulfill its contractua! obligations to serve Stanford
University. CITY agrees to secure and protect the software and
copies thereof from transfer to third parties, and agrees to take
appropriate action through instruction with its employees who are
permitted access to each software system or copies thereof, to
satisfy its obligations under this Agreement. The license under
this Agreement allows CITY to:
Use the licensed software on the equipment
specifically so designated by the parties;
Copy or translate the licensed software in machine
readable or printed form to provide sufficient
copies to support CITY’s use of the licensed
software, provided PSSI’s proprietary legend is
included;
Transfer the licensed software to a back-up CPU to
be used when a designated CPU is temporarily
inoperable;
Modify any cus£omized licensed software program to
form an updated work for CITY’s use, provided that:
CITY supplies PSSI with written notification
of the modification; and
ii.The modification is made according to PSSI’s
conventions or requirements.
980402 lac 0031955
4.2 CITY will~not use or operate thelicensed software
improperly, carelessly, or in a manner contrary to that authorized
by this license.
SECTION 5.INSTALLATION AND ACCEPTANCE
5.1 Implementation Schedule. General timelines for
implementation are described in Exhibit "A". A detailed schedule
of tasks and deliverable items, which outlines the time and manner
in which the transactions contemplated by this Agreement are to be
performed, shall be discussed with CITY in separate meeting and
committed to a written document ("Implementation Schedule"), which
shall be incorporated as part of this Agreement. PSSI agrees to
adhere to the requirements of the agreed upon Implementation
Schedule in all respects. If PSSI fails to adhere to the
Implementation Schedule, ~provided such failure is not caused by
CITY, CITY shall have the options set forth as follows, subject to
the notice and other requirements thereof:
The delivery of the hardware and software shall be
performed and completed in accordance with the agreed upon
Implementation Schedule and the provisions of this Agreement. If
a scheduled installation date or milestone as set forth in such
schedule, or, in any subsequent Implementation Schedule, developed
by the parties orotherwise agreed to by the parties, shall be
incapable of being met, PSSI shall~give at least seven (7) days
notice prior thereto, unless PSSI shall not know that a delay will
occur, then immediately upon obtaining such knowledge, to CITY of
the existence of such delay, and the proposed actual performance
date. Upon receipt of such notice and provided the delay is not
caused by CITY, CITY may counter-notify PSSI that unless such delay
is cured and scheduled installation made within twenty-one (21)
days after such counter notice, CITY may exercise the options
afforded it as described in Subsection 5.3 below.
5.2 Acceptance Test. The parties~agree that acceptance
of the software shall be a demonstration, to the CITY’s
satisfaction, that the Products perform, individually and as a
whole, in accordance with their published specifications,
including, but not limited to, specifications for speed of various
operations, as referenced in paragraph 1.2.3 of Exhibit "A", and
able.to perform substantially the function for which they are
intended. (the "Acceptance Criteria") Said demonstration shall be
completed within 30 days of installation.
5.3 Acceptance orRejection. Acceptance shall not occur
until the software has adequately passed the acceptance test set
forth in the preceding sUbsection 5.2 and CITY has received all of
the deliverables associated with this purchase and license. CITY
shall notify PSSI in writing immediately upon completion of the
final software acceptance test. The payment associated with
software acceptance due from CITY will due and payable as set forth
in Section 3 upon satisfactory Completion of the acceptance test
and receipt of all deliverables.
980402 lac 0031955
~3
If PSSI fails to provide software or other deliverables
meeting City requirements within the time lines set forth in this
Agreement, or, if the software does not function in a manner that
is acceptable to CITY in the normal daily operating environment
within the acceptance test p~riod, CITY shall have the option, upon
notice to PSSI, to:
a. Cancel this Agreement, whereupon, PSSI shall return
to CITY all sums heretofore paid by CITY and CITY shall have no
further obligations hereunder, in which event PSSI shall be
entitled to return of any hardware, software and any documentation
theretofore delivered to CITY; or
or
Accept the Product at its then level of performance;
c. Permit the acceptance phase to be extended for such
period as agreed upon by CITY in writing; or
d. Accept those portions of the Product which pass the
acceptance criteria and require PSSI to correct the remaining
portions, in which event CITY shall not be liable for any payments
for such remaining portions until they have passed the acceptance
tests; or
e. Pursue such remedies as may be available to CITY at
law or in equity.
Acceptance of the Product by the CITY will not release
PSSI from the requirements of correcting software defects in
accordance with the terms of the warranties and maintenance
requirements set forth herein.
SECTION 6.WARRANTY
6.i PSSI warrants that it has the right to grant the
software license described in this Agreement and that the software
is delivered and installed free of any claim of patent, trademark
or copyright infringement. PSSI shall defend, at its expense, any
action brought against CITY to the extent based on a claim that the
use of the Product, within the scope of this.Agreement, infringes
any United States patent, trade secret or copyright .or any
intellectual property right granted by the State of California, and
PSSI shall indemnify CITY from any costs, damages and fees finally
awarded against CITY in such action which are attributable to such
claim; provided that CITY notifies PSSI promptly in writing of the
claim, permits PSSI to defend or settle the claim and provides all
available information, reasonable assistance and authority to
enable PSSI to do so, provided PSSI reimburses CITY for such
activity. CITY shall have no authority to settle any claim on
behalf of PSSI. PSSI shall have no liability for~ any claim of
patent, trade secret or copyright infringement based on the (i) use
of other than the then-latest version of the Product from PSSI, if
such infringement could have been avoided by the use of the latest
version made available to CITY, but CITY, with knowledge of actual
980402 lac 0031955
or possible infringement, chose to retain the prior version; or
(ii) use or combination of the equipment with software, hardware,
or other materials not provided by PSSI, unless such use has been
agreed to by PSSI and then only to the extent that such liability
is based on the Products supplied by PSSI and not for any such
liability as may relate to such other products.
PSSI warrants that during the warranty period, for a
period of one year from CITY’s acceptance, the Product will operate
according to the Acceptance Criteria. If it is determined that the
Product does not operate according to such specifications, PSSI
shall, without further charge or cost to CITY, provide such
additional or substitute Product or modification of whatever kind
as is necessary to the Product in order to meet the Acceptance
Criteria, or CITY may exercise whatever options are set forth in
Section 5 (within the acceptance period), at CITY’s sole option.
6.2 PSSI warrants that the Product shall meet or exceed
the.Acceptance Criteria during the warranty period, and agrees to
replace or repair all defects at no charge during said period,
provided it shall have received reasonable notice of such’ defects,
and provided the damage shall not have been caused by willful act
or negligence of CITY’s agents or employees.
6.3 PSSI warrants that the Product will be Year 2000
compliant.
6.4 PSSI warrants that its personnel assigned to
function during the term of this Agreement shall be qualified to
perform PSSI’s support obligations under this Agreement. All
personnel (and any substitutes therefor) assigned to the
performance of this Agreement shall be subject to approval of the
CITY. Personnel whose conduct is incompetent, inefficient, or
otherwise unsatisfactory to the CITY shall be replaced forthwith
upon request.
6.5 In the event that CITY makes any changes or
modifications to the licensed software, CITY agrees that such
changes and modifications shall be the-property of PSSI, unless
PSSI shall have given its prior written consent to the contrary.
Furthermore, any changes or modifications made by CITY to the
licensed software, except in accordance with Section 4.l.b, will
mean that the foregoing limited warranty of PSSI with respect to
such licensed software shall no longer apply, and PSSI shall have
the right to charge CITY for additional support services at PSSI’s
then prevailing service rate; however, PSSI shall have no
obligation to provide such services.
6.6 EXCEPT AS SET FORTH ABOVE., NO OTHER WARRANTIES,
WHETHER EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE
IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR
PURPOSE, ARE MADE BY PSSI AND PSSI MAKES NO WARRANTIES WITH RESPECT
TO HARDWARE EQUIPMENT OR WITH THE LICENSED SOFTWARE OR FOR THE
INSTALLATION THEREOF.IN NO EVENT WILL PSSI BE LIABLE TO CITY OR
ANY OTHER PARTY FOR ANY LOSS, INCLUDING TIME, MONEY, GOODWILL AND
980402 lac 0031955
5
CONSEQUENTIAL DAMAGES, WHICH MAY ARISE FROM THE USE, OPERATION OR
MODIFICATION OF THE HARDWARE OR SOFTWARE.
6.7 The foregoing limitations of paragraph 6.6 shall not
limit PSSI’s liability for damages for personal injury, including
death, or tangible property damage, as set forth in Section I0.
Further, nothing contained in this Agreement shall limit any cause
of action arising between the parties which is based upon wrongful
acts that are independent of this Agreement.
SECTION 7.SOURCE CODE
The Product shall include the software source code,
object code, and any associated files, tables, or programs required
to recompile, if necessary.
SECTION 8.TERM; AMENDMENTS
8.1 The initial term of this Agreement shall commence on
the date of execution of this Agreement by CITY, and shall con£inue
for one year following the date of final acceptance by CITY of the
Product. The parties may, by mutual agreement, enter into
subsequent agreements for extended maintenance of the Product.
8.2 The parties may, by mutual agreement, amend this
Agreement to provide for additional hardware, software,~ or services
related hereto.
SECTION 9.TERMINATION
9.1 This Agreement~ may be terminated by either party
upon thirty (30) days prior written notice if the other party has
materially breached the provisioDs of this Agreement and has not
cured such breach within such notice period.
9.2 This Agreement may also be terminated by CITY prior
to acceptance of the Product, in accordance with the provisions of
Section 5.
9.3 Upon termination, either party may pursue such
remedies at law or in equity as may be available to it.
SECTION I0. INDEMNITY
PSSI agrees to protect, indemnify, defend and hold
harmless CITY, its Council members, officers, employees and agents
from any and all demands, claims, or liability for injury or death
of any person, or property damage caused by or arising out of
PSSI’s, its officers’,, agents’, subcontractors’ or employees’
negligent acts or omissions, or willful misconduct in the
performance of its obligations under this Agreement.
SECTION ii. INSURANCE
980402 lac 0031955
6
Ii.I PSSI, at its sole cost and expense, shall
obtain and maintain, in full force and effect during the term of
this Agreement, the insurance coverage described in Exhibit "D",
insuring not only PSSI, but also, with the exception of workers’
compensation, employer’s liability, and professional liability
insurance, naming CITY as an additional insured concerning PSSI’s
performance under this Agreement.
11.2 All insurance coverage required hereunder will
be provided through carriers with B@sD.’s. Key Rating Guide ratings
of A:X or higher which are admitted to transact insurance business
in the State of California. Any and all contractors of PSSI
retained to perform Services under this Agreement will obtain and
maintain, in full force and effect during the term of this
Agreement, identical insurance coverage, naming CITY as an
additional insured under such policies as required above.
11.3 Certificates of such insurance shall be filed
with CITY concurrently with the execution of this Agreement. The
certificates will be subject to the approval of CITY’s risk manager
and will contain an endorsement stating that the insurance is
primary coverage and will not be canceled or altered by the insurer
except after filing with CITY’s City Clerk thirty (30) days’ prior
written notice of such cancellation or alteration, and that the
City of Palo Alto is named as an additional insured except in
policies, of workers’ compensation, employer’s liability, and
professional liability insurance. Current certificates of such
insurance will be kept on file at>all times during the term of this
Agreement with the City Clerk.
111.4 The procuring of such required policy or
policies of insurance will not be construed to limit PSSI’s
liability hereunder nor to fulfill the indemnification provisions
Of this Agreement. Notwithstanding the policy or policies of
insurance, PSSI will be obligated for the full and total amount of
any damage, injury, or loss caused by ~r directly arising as a
result of the Services performed under this Agreement, including
such damage, injury, or loss arising after the Agreement is
terminated or the term has expired.
11.5~ PSSI, by executing this Agreement, certifies
that it is aware of the provisions of the Labor Code of the State
of California which require evgry employer to be insured against
liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifies that
it will comply with such provisions, as applicable, before
commencing the performance of its obligations under the Agreement.
SECTION 12.WORKERS’ COMPENSATION
PSSI, by executing this Agreement, certifies that it is
aware of the provisions of the Labor Code of the State of Califor-
nia which require every employer to be insured against liability
for workers’ compensation or to undertake self-insurance in
accordance~with the provisions of that Code, and certifies that it
will comply with such provisions, as applicable, before commencing
the performance of its obligations under the Agreement.
SECTION 13. ASSIGNMENT
PSSI shall not assign or subcontract the services to be
provided by it under this Agreement, and no assignment.of this
Agreement or subcontracting of the services to be provided under
this Agreement or any right or interest therein by PSSI shall be
effective, without the prior written consent by CITY of such
assignment or subcontract, which consent will not be unreasonably
withheld. The performance of the Agreement by PSSI is of the
essence of the Agreement. In the event of any assignment or
subcontract, PSSI shall remain primarily liable for all of its
obligations under this Agreement. Notwithstanding the foregoing,
it is the intent and understanding of the parties that the hardware
provided by PSSI under this Agreement will be manufactured by other
entities, for which PSSI will function as reseller.
SECTION 14. WAIVER
No Waiver of any breach of any term or condition of this
Agreement shall be construed to waive any subsequent breach of the
same or any other term or condition of this Agreement.
SECTION 15. CONFLICT OF INTEREST
15.1 In accepting this Agreement, PSSI~ covenants
that it presently has .no interest, and will not acquire any
interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with .the performance of the
Services.
15.2 PSSI further covenants that, in the performance°
of this Agreement, it will not employ any contractor or person
having such an interest. PSSI certifies that no person who has or.
will have any financial interest under this Agreement is an officer
or employee of CITY; this provision, will be interpreted in
accordance with the applicable provisions of the Palo Alto
Municipal Code and the Government Code of the State of California.
SECTION 16. NONDISCRIMINATION
16.1 As set forth in the Palo Alto Municipal Code,
no discrimination will be made in the employment of any person
under this Agreement because of the age, race, color, national
origin, ancestry, religion, disability, sexual preference or gender
of that person. If the value of this Agreement is, or may be, five
thousand dollars ($5,000) or more, PSSI agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit "E".
8
980402 lae 0031955
16.2 PSSI agrees that each agreement for services
with an independent provider will contain a provision substantially
as follows:
"[Name of Provider] will provide PSSI with a
certificate stating that [Name of Provider] is
currently in compliance with all Federa! and
State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
agreement because of the age, race, color,
national origin, ancestry, religion,
disability, sexual preference or gender of
such person."
16.3 If PSSI is found in. violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federal law or
executive order in the performance of this Agreement, it will be in
default of this Agreement. Thereupon, CITY will have the power to
cancel or suspend this Agreement, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day during which such person was subjected to acts of
discrimination, as damages for breach of agreement, or both. Only
a finding of the State of California Fair Employment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach ofthis Agreement.
16.4 If PSSI is in default of the nondiscrimination
provisions of this Agreement, PSSI will be found in material breach
of this Agreement. Thereupon, CITY will have the power to cancel
or suspend this Agreement, in whole or in part, or to deduct from
the amount payable to PSSI the sum.of two hundred~fifty dollars
($250) for each calendar day during which PSSI is not in compliance
with this provision as~damages for breach of agreement, or both.
SECTION 17. FORCE MAJEURE
The parties will exercise every reasonable effort to meet
their respective obligations hereunder, but either party shall be
excused from the performance of any of its covenants or agreements
hereunder and such party’s nonperformance shall not be a default or
grounds for termination of this Agreement for any period to the
extent that such party is prevented, hindered or delayed for any
period not in excess of thirty (30) days from performing any of its
covenants or agreements, in whole or in part, as a result of an act
of God, war, civil disturbance, court order, labor dispute or other
cause beyond that party’s reasonable control, including without
limitation, any denial of access to the CITY’s facilities. The
parties hereby agree to use their reasonable efforts to remedy the
effect caused by the occurrence of the event giving rise to a
party’s nonperformance of its covenants or agreements under this
section. The parties agree to provide prompt notice to the other
party to the extent that either party is relying on the provisions
9
980402 lac 0031955
of this Section for its failure to perform any of its covenants or
agreements hereunder.
SECTION 18.CONFIDENTIALITY
18.1.The parties acknowledge that in the course of
performing the responsibilities under this Agreement, they each may
be exposed to or acquire information that is proprietary to or
confidential to the other party or its affiliated companies or
their clients. Any and all information of one party in any form
obtained by the other party or its employees, agents or
representatives in the performance of this Agreement shall be
deemed to be confidential and proprietary information of such
party. The parties agree to hold such information oin strict
confidence and not to copy, reproduce, sell, assign, license,
market, transfer, give or otherwise disclose such information to
third parties or to use such information for any purposes
whatsoever, without the express written permission of the other
party, other than for the provision of services under this
Agreement. The parties agree to advise each of their employees,
agents, and representatives of their obligations to keep such
information confidential. All such confidential and proprietary
information described herein and any deliverable provided
hereunder, in whatever form, are hereinafter collectively referred
to as "Confidential Information." The parties shall use their
reasonable efforts to assist each other in identifying and ~
preventing any unauthorized use or disclosure of any Confidential
Information. Without limitation of the foregoing, the parties
shall use reasonable efforts to advise each other immediately in
the event that either learns or has reason to believe that any
person who has had access to Confidential Information has violated
or intends to violate the terms of this Agreement, and will
reasonably cooperate in seeking relief against any such person.
18.2 Notwithstanding the obligations set forth in
Section 18.1, the confidentiality obligations of the parties shall
not extend to information that: is,. as of the time of its
disclosure, or thereafter becomes part of the public domainthrough
a source other than receiving party; was known to the receiving
party as of the time of its disclosure; or is independently
developed by the receiving party; or is subsequently learned from
a third party not under a confidentiality obligation to the
providing party; or is required to be disclosed pursuant to court
order or government whereupon the receiving party shall provide
notice to the other party prior to such disclosure.
SECTION 19. NOTICES
All notices hereunder will be given in writing and
mailed, postage prepaid, by certified mail, addressed as follows:
To CITY:Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
9~0402 lac 0031955
10
with copies
to:
and to:
To PSSI:
Coordinator, Communications Services
City of Palo Alto
Post Office Box 10250
palo Alto, CA 94303
Manager of Information Technology Services
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
4401 Nicole Drive
Lanham, MD 20706
ATTN: Howard Robertson, Marketing Director
SECTION 20.MISCELLANEOUS PROVISIONS
20.1 PSSI represents and warrants that it has
knowledge of the requirements of the Americans with Disabilities
Act of 1990, and the Government Code andthe Health and Safety Code
of the State of California, relating to access to public buildings
and accommodations for disabled persons, and relating to facilities
for disabled persons. PSSI will comply with or ensure by its
advice that compliance with such provisions will be effected in the
performance of this Agreement.
20.2 This Agreement will be governed by the laws of
the State of California, excluding its conflicts of law.
20.3 In the event that an action is brought, the
parties agree that trial of such action will be vested exclusively
in the state courts of California or in the United States District
Court for the Northern District of California in the County of
Santa Clara, State of California.
20.4 The prevailing party in any action brought to
enforce the provisions of this Agreement may recover its reasonable
costs and attorneys’ fees expended in connection with that action.
20.5 If a court Of competent jurisdiction finds or
rules that any provision of this Agreement or any amendment thereto
is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and
effect.
20.6 All. exhibits referred to in this Agreement and
any addenda, appendices, attachments, and schedules which,, from
time to time, may be referred to in any duly executed amendment
hereto are by such reference incorporated in this Agreement and
will be deemed.to be a part of this Agreement.
20.7 This Agreement may be executed in any numbe~ of
counterparts, each of which will be an original, but all of which
together will constitute one and the same instrument.
9~0402 lac 0031955
ii
20.8 This document represents the entire ’and
integrated agreement between the parties and supersedes all prior
negotiations, representations, and contracts, either written or
oral. If CITY is required to sign an order form or other
preprinted document from PSSI, the parties understand and agree
that to the extent of any conflict between such other form or
document and this document, this document shall prevail. This
document may be amended only by a written instrument, which is
~igned by the parties.
IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives executed this Agreement on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk Mayor
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
PUBLIC SAFETY SYSTEMS, INC.
By: .....
Its:
Acting Director of
Administrative Services
Insurance Review
Attachments:
EXHIBIT "A" :
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT "D" :
EXHIBIT "E" :
Scope of Work
Special Provisions and Pricing Schedule
RFP No. 99680
Insurance Requirements
Nondiscrimination Compliance Form
9~0402 lac 0031955
12
CERTIFICATE OF ACKNOWLEDGEMENT
(Civil Code ~ 1189)
STATE OF )
) ss.
COUNTY OF )
On ,1998, before me,,
a Notary Public in and for said County and State, personally
appeared , personally known to me
or proved to me on the basis of satisfactory evidence to be the
person(s) whose name(s) is/are subscribed to the within instrument
and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
Signature of Notary Public
980402 lac 0031955
13
EXHIBIT "A"
SCOPE OF WORK
SCOPE OF WORK
1. 0 Computer Aided Dispatch Functional Requirements
1.1 Overview
PSSI will install the RESPONSE NT CAD system, which will support the multi-agency and
multi-jurisdictional dispatching needs of the City of Palo Alto. PSSI recognizes the City’s
preference for Windows applications and a full-featured system, which is easy to use. This
project includes 6 workstations that will be configured to support both call taking and
dispatching operations. One of these positions may also perform supei’visory fimctions as
established by the security setup.
PSSI will work closely with the City to provide Project Management, application software,
custom modifications, interface software, testing, training, documentation, data conversion
(geofile conversion is included in base price) and any other service necessary to provide the.
City with a state of the art public safety system software solution.
L2 CAD General Features
1.2.1 Complete System
RESPONSE is a full-featured multiple agency and multiple jurisdiction CAD system.
Although the system supports separate incidents numbers for the Police incidents and
FireiEMS incidents, the system provides the capability of assigning a secondary number,
which can be assigned to police, fire, EMS, utility, animal services, etc. This number will
allow for a sequential number for each of these services based upon the type of call or it can
be automatically assigned at time of dispatch based upon the type of unit responding. This
implementation has been implemented in the multiple agency and multiple jurisdictional
communities supported by PSSI.
1.2. 2. State-of-the-Art
PSSI will install a system running on the Windows NT operating system and utilizing PC’s
as workstations at the client end: Two servers will be configured in a redundant fashion to
provide fail-over in the event of a main server failure.
1.2.3 Speed
Many critical dispatch operations such as status changes will be performed in sub-second
times, however other functions such as queries, location verification, etc. will take slightly
longer.
1.2. 4 Open System
The system operates on a Windows NT operating system.
Page 1
1.2.5 Continuous Processing
The system has been designed in a redundant configuration, which provides fail-over in the
event of a server failure. Critical data is also stored on the backup processor so that this data
is available upon operations offofthe backup processor. This provides a very high degree
of refiability for the mi_ssion critical CAD software.
1.2. 6 Windows
The client workstations will be running Windows NT applications for the workstation and
status monitor functionality. Therefore, it will be possible for the operator to switch easily
between any other Windows-based application.
The system provides the operator with the choice of using the keyboard to enter commands
on the command line, use the mouse to perform some functions or use predefined function
keys to recall commonly used forms or perform certain functions. Any function that can be
performed by using the mouse may also be perforlmd by using the command line in the event
that the operator is not comfortable with the use of a mouse.
The RESPONSE system has also been designed to be table-based and utilizes user-defined
parameters to provide functionality and define user-codes. This eliminates the necessity of
the City to contact PSSI to perform any programming changes should any of these code
values change, (i.e. dispositions, fire stations, unit IDs, unit types, etc.). The system will
also utilize a list box for choices of call types that can be entered into the call entry form.
The user may scroll through the choices with the keyboard or point and click on the desired
code with the mouse to have the system automatically fill the call type field.
The RESPONSE CAD system includes a Help on Commands function that will allow the
operator to request Help information on any or all CAD commands on the system. This
display will show the CAD command, the format of the command and any associated
parameters that may be used and a description of the command. In addition, a Ready
Reference file is available which will allow the City to enter and store text information in a
hierarchical fashion, which can store operational procedures, and any other on-line help that
they wish to store 0n various subjects. However, the system does not provide field-level help
on fields of the forms.
1.2. 7 System Availability During Backup
The system may need to be taken out-of-service for a minimal time while backups are’
performed.
L3 CAD Integration
1.3.1 Records Management - Police and Fire
PSSI will supply a records transfer to the local RMS systems as described in Section 2. This
transfer will send CAD data in a fixed-format ASCII data stream.
Page 2
1.3.2 E911/ANI/ALI
PSSI will provide an interface to the existing ANI/ALI controller to automatically pre-fill the
call takers call entry screen with the data received from the phone company. This will
eliminate the need to re-key the callers name, phone number, location or any other data
supplied by the controller.
This ANUALI data will be automatically displayed to the operator when the call is answered.
The operator may then use a single keystroke to transfer this information, which is displayed
in a pop-up window, into the call entry form. At this point, only the event type code will need
to be entered in order to get the emergency call into the system and transferred to the
dispatcher.
1.3.3 NCIC and SLETS Databases
PSSI will provide an interface to the NCIC database via the local SLETS system. This
interface has been priced as a direct link to SLETS. This interface will allow for NCIC
transactions to be run directly from the CAD screen and have the responses returned to the
requesting user in their message queue.
1.3.4 TDD Device Interface
PSSI will provide a TDD interface with the existing Plant MAARS equipment. The TDD
interface will capture both the E911 operator and callers response and the two-way
conversation will be displayed in a pop-up window. This conversation will then be appended
to the call history and will be date/time stamped.
1.3.5 MDT/Laptop Interface
The system is capable of supporting MDC’s and providing access to the CAD system to
mobile units and officers in the field. PSSI has worked with Western Data Com and has
determined that the Traffic Master controller will allow the PSSI CAD system to perform
normal MDT functions.
With a mobile interface in place, this will allow the field units to log onto the MDC and
appear on the dispatchers status monitor. From that point,on the MDC user will also receive
dispatch information directly from the CAD system upon dispatch and will have the ability to
change their status directly from the unit and have the status immediately reflected on the
associated dispatch status monitor.
MDC operators will also have the ability to query NCIC/SLETS databases, message to other
MDC’s and/or workstations and perform other CAD functions as allowed by their individual
security allocation. NCIC/SLETS license plate queries and other requested information will
be routed back to the mobile units message queue to be retrieved by the officer. If a NCIC
query results in a "hit" then PSSI can route this message to others designated in the system,
however it will be a requirement that the return have a flag or data element in a fixed position
that will signify the return as such a "hit".
The MDC unit will also have the capab’~ to "self-initiate" themselves on events or functions
Page 3
such as vehicle stops, lunch, court, etc. These events and the associated infommtion (unit Id,
location, type of calL etc.) will be automatically displayed on the dispatchers status monitor.
If the existing mobile units support the use of an emergency key, then this activation of such-
a key will send a message to the CAD system and RESPONSE will alert all dispatchers by
displaying a pop-up window with the units last known location, incident currently on, and any
other pertinent information. This display will be accompanied with an audible tone and an
emergency message. All MDC equipped units may also be sent this emergency broadcast
information upon activation of an emergency key.
1.3.6 Message Switch
This interface will not be necessary. PSSI will implement the interfaces to the other systems
and technologies with interfaces directly from the CAD system.
1.3. 7 Tone. Encoder Interface
PSSI will implement a fire station alerting interface for the City of Palo Alto using the Zetron
equipment currently in place or being purchased by the City. This interface will eliminate the
need for the operator to manually tone the stations upon dispatch. The CAD system will
automatically alert the station of the units that are dispatched. Therefore, the dispatcher is
only concerned with assigning the equipment and dispatching the event.
PSSI will also provide the ability to print the dispatch message on a fire station printer upon
assignment of a unit. This dispatch message will include all information entered by the call
taker and any additional information such as premise, hazard or directions that may be in the
system for the location of the call.
PSSI will ensure that additional fields such as map number and pre-plan survey numbers are
included in the geofile so that if this information is available for the location it will also be part
of the dispatch message to be sent to the fire station.
1.3.8 Time Synchronization
PSSI will supply a Netclock II to provide the time synchronization of the CAD system to the
WWVB National Standard Time. This will be transparent to the users
L4 CAD Working CRT Screen Arrangement
PSSI has proposed 6 positions for the City of Palo Alto to support call taking and dispatching
functions. Each of these positions will have 2 monitors so that a working screen as well as
a status monitor may be displayed at each position at all times. This will allow for each
position to function as a call taker, dispatcher or combined call taker/dispatcher at any time.
This configuration will provide ample space for the critical resource and incident information
to be displayed at all times.
The RESPONSE CAD system utilizes Windows NT workstations at the client end running
windows-based application sot~ware developed using Microsoft Visual Basic in order to
Page 4
provide a very user fi’iendly Graphical User Interface (GUI). The status monitor consists of
multiple display windows for pending incidents, available units, active units, etc. Each of
these window displays may be sized, positioned and configured by the individual operator.
The status monitor will be dynamically updated and displayed at all times.
The working screen will be used to perform call entry, the dispatching and all other inquiry
and CAD related functions. All messages and other responses to inquiries will also be
returned to the operators working screerL Paging and scrolling functions are always provided
in the event that the returned data is not contained in the window displayed.
1.5 Call Taking
A single call entry screen is used to enter calls for any agency. The agency will default based
upon the event type and certain event types may be configured to require a multiple agency.
response. In this event, the system will automatically create 2 separate events and route them
to the correct police and/or fire/EMS dispatcher based upon the areas of assignment. The
dispatcher will easily be able to view the related incident numbers.
The system also supports the ability to enter calls t~om a Telephone Reporting Unit or other
site.
The call entry screen is displayed by pressing a function key and the operator may easily move
between fields by using the mouse or tabbing through the fields. Once the location is entered
and verified, the operator will be provided with the appropriate flags, which will signify that
associated information is available for the incident location. The RESPONSE system utilizes
the implementation of multiple information files that can contain information such as premise
information, hazard, directions, off-duty ot~icer information and temporary situation
information. An indicator is available for each type of information and the operator will be
able to easily view this information by using a function key or the mouse to click on the
indicator.
Once the call type is entered into the call entry form, the system will automatically pre-fill the
information which is defaulted based upon the call type. This will include the English
translation of the call type in the event that codes are used, the priority of the call and the
necessary response level. The priority of the call is determined by the user and is stored in
a table that is maintained by the City. Although this default information is displayed, the call
taker always has the option to override this information.
Once the call is entered into the system by the call taker it will be placed in the dispatchers
pending queue based upon the priority of the call and the time that it was entered. Any
changes, additions or modifications to the incident will be time stamped and noted in the
incident history.
1.5.1 Location Entry
The call taker may enter locations in the following formats: premise address, intersection,
common place name, directly from ALI, alias street names or true street names with the
premise address or by using an alarm number to pre-fill stored information. The system will
allow for partial street names to be used to start the location verification process. The system
Page 5
will perform a partial key search on the street name and a Soundex search. If an exact match
is not found, the system will display alternative choices to the operator. The operator may use
the mouse to click on the desired value or may use the arrow keys to scroll through the
choices. If a common place name is entered that is in the geofile multiple times, i.e.
McDonalds, the operator will also be shown a display of the possible alternatives with some
associated information (i.e. area of the City) so that they may chose the correct location. The
operator may chose one of these choices or may chose to override the verification process.
All events that have an overridden address will be flagged as such so they may be printed out
for review.
In addition to the location formats described above, PSSI allows for additional information
to be appended to the location by using a ";" as a delimiter. This information will not be
verified, but will be appended to the verified location and displayed on the status monitor as
part of the location. This eliminates the need to search the remarks field for associated
remarks, such as "in law apartment at back of house, etc." In addition, the system allows for
apartment, building or suite numbers to be input.
Once the location is successfully verified, the system will automatically fill in the related
geographic data as taken from the geofile. This will include the reporting district, beat,
command area, cross-streets, etc. Additional information such as map number, municipality,
etc. can also be displayed upon successful geofile verification in the event that this information
has been entered into the geofile.
1.5.2 Hot Calls
The system provides an emergency function key, which will allow for the quick entry of high
priority calls. The call taker need only enter the location and call type and press this function
key in order to enter the incident into the system and have it routed to the appropriate
dispatcher. After this point, the call taker may continue to enter call information and remarks.
As new information is entered into the system, the dispatcher will be notified that new
information exists.
1.5.3 HoM Calls
The system allows for 3 calls to be in progress at the call taker position at one time. This
provides the call taker with the ability to suspend operations on one call in order to process
a call of a higher priority. The call taker will use the "next working screen" function key to
go to another blank call entry screen in order to process the emergency call. Upon
completion of this call, the operator will be presented with the suspended call and not data
will be lost. The call taker may use this function key to toggle between the suspended calls
that are in the different available working screens.
1.5. 4 Duplicate Incident Detection
As the calltaker attempts to enter the call into the system, the system will perform duplicate
detection processing and will present the calltaker with a list of possible duplicates of
incidents that are in the area of the call being processed. The calltaker has the option to
request a display of one of the choices, to cancel the current call entry process, supplement
one of the existing calls with’the information entered for the new call or to accept the new call
Page 6
into the system.
1.5. 5 lncident Updates
The system provides the ability to modify or update the incident at any time. All changes to
the incident will be time stamped and will be noted in the history record with the operator id.
All changes will be noted in this fashion including call type changes, location changes etc. If
the original call information is modified the history record will show the initial and changed
data value. The associated dispatcher will be alerted when any new information or
modifications have been performed against a call currently under their control
The system provides the ability to cancel a pending call or to clear a call already dispatched.
1.5. 6 Flags
The system includes 5 separate data files that may be used to store and display information
pertaining to a particular address. This information will be signified to the operator by the
display of one of these corresponding indicators (DHOTP). The system allows for
information to be stored for Hazards (H), Temporary Situations (T), Directions (D), Off-duty
officer (O) and Premise (P) information. The premise file may be set to automatically contain
a list of the last 13 incidents that have occurred at that address. The required information
(standard operating procedures, notifications, etc,) may be placed in one of these files as free-
form text.
1.5. 7 Non-Emergency Calls
Calls may be entered into the system as ’Tale only" which do not require a dispatch. They will
be noted in the database but will not be displayed on the dispatchers status monitor.
1.5.8 Referral Phone Listing
The RESPONSE CAD system includes a Help on Phones function, which can be used to
store phone numbers or information on certain categories to be accessed by keyword by the
operator. This will allow the operator to request a list by using the HC command or the
display of a particular record by using the keyword (i.e. HC Captains)
1.5.9 Bulletin lnquiry
The system will allow for LOOKOUT information to be entered into a defined form. The
operator entering this information may type in the workstations that should receive a copy of
this information. The City may use this function to store this type of bulletin information or
may send a message to users of a particular position type. For example, a message may be
sent to all fire dispatchers, all police dispatchers, all calltakers, etc.
1.5.10 Comments
Calltakers may enter an unlimited amount ofremarks for a call. The system will automatically
time stamp each entry with the operators id and add it to the incident history record.
Page 7
The operator will have separate commands to display the history in reverse or forward
chronological order.
1.5.11 Narrative
As noted above, an unlirm’ted amount of remarks may be appended to an incident. PSSI is
currently developing the functionality to be able to cut and paste from other Windows
applications.
1.6 Dispatch Functions
1.6.1 Routing
Once the location and call type are entered for a call, the system will automatically display the
geographic data, such as command area, which is related to the location in the geofile. The
command area is the largest geographical area in the system and is the component that has
its own resources and incidents assigned to it. The system will automatically route the
incident to the dispatcher that has control over the command area. These command areas may
be different for each agency (i.e. police and fire).
As with other default values, the calltaker has the ability to override the command area and
route the incident to another dispatcher.
Each position is signed on as a particular position type (i.e. police dispatcher, fire dispatcher,
etc.) The operator will be able to sign on as a different position type. However, a dispatcher
may dispatch for both police and fire from the same position at any time, although only the
status monitor for the type of position they have signed on as will be dynamically displayed
on the status monitor.
At the time of call entry, the system will assign a unique incident number based on the agency
of the incident type (i.e. police or fire/EMS or sheriff). From this point, the system or the
operator may assign a secondary number (case number) which may be a sequential number
for each different agency or jurisdiction.
The system will allow the calltaker to enter the information for a call only once but create
multiple calls if the call type requires a multiple agency response. Duplicate incidents will be
created and will be routed to the dispatcher controlling the associated command area. These
incidents will be linked to each other and the associated incident number will be displayed in
both incident history records. This is an easy way to see the associated incidents by simply
viewing the incident history display.
The system will also supply the ability to duplicate an existing incident for another agency.
After the incident is created the dispatcher will have the ability to assign resources. As these
resources are assigned they will appear on the status monitor with the unit id, elapsed time
in the current status and incident information. PSSI will display the unit type and a
disposition, if any is currently applied to the incident, as a modification to the status monitor
software.
Page 8
1.6. 2 Case Numbers
A secondary number may be assigned to incidents and may be referred to as a case number.
The system will support the year 2000 and beyond.
1.6.3 Redirection and Multiple Response
As described previously, the system will provide for multiple incidents to be created for a
single call entry form, dependant upon the call type. However, PSSI will provide the
capability to duplicate an incident or transfer an incident to another dispatcher and link an
incident to another agency’s incident.
The incidents created for a multiple agency response will be routed to different dispatchers
and will appear in the associated police and fire/EMS dispatchers pending queue.
1.6.4 Dispatching
The dispatcher will use a single function key to request the display of an incident for dispatch.
This display will show the recommended units to be assigned. The operator may dispatch the
recommended units by using a single function key or may override the recommendation by
typing in the unit ids to be dispatched.
The dispatch information will be automatically sent to the appropriate fire station of the
equipment being dispatched. This will include the original call entry information as well as
any associated information such as hazards, directions, temporary situations, premise
information, etc.
1.6.5 Queuing/Timers
The entered call will be added to the appropriate dispatchers pending queue. The supervisor
may display a pending queue for all command areas for an agency. Timers are assigned to
the calls according to the priority of the call. These timer values are assigned default values
by the City through tables. The dispatcher will be provided with a visual indicator when this
timer value has been exceeded. If the dispatcher wishes, they may wish to defer the call by
placing k on hold. This will place the call at the bottom of the pending queue and it will be
distinguished visually from the other incidents. This will allow the held call to be skipped
over when the function key is used to automatically display the next call in the pending queue
to the dispatcher.
As described previously, the system has administrative tables, which will allow the City to
assign values such as those associated with call types. This will include the amount of time
the incident type may be left in an on scene status (officer safety timer) and the default priority
and response to be required for that call type (the number and types of units to respond). A
pending timer, dispatch timer and enroute timer is based on the priority of the call, the on
scene timer is based on the actual event type.
The dispatcher has various functions available to reset the officer safety timer, to set the timer
to a specified value or to turn offthe timer completely.
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1.6. 6 lncident Message Changes
The responsible dispatcher will be automatically notified if any new information has been
added to a call or if the incident has been modified. The dispatcher may then wish to request
to view the incident history.
1.6. 7 Unit Recommendation
The RESPONSE system has a flexible unit recommendation strategy, which meets the needs
of various police and fire agencies throughout the country.
As descn’bed previously, the system will automatically display a list of the recommended units
once the dispatcher requests a display of the incident by using the Next Call function key.
The operator may use a single function key to dispatch the recommended units or may type
in other units that they wish to send. The unit recommendation is based upon the call type,
the units status, geographic location of the call, alarm level. The City may decide during
implementation whether they would like the system to display currently unavailable units as
part of the recommended units list or only those units that are available at that time.
The unit id will be displayed in the current status color.
The system does allow for the City to assign the desired response based upon the call type.
The operator will have the ability to override the recommended units and type in the units that
they wish to send. In addition, for fire/EMS dispatch, the system supports different dispatch
algorithms, which will allow the City to determine whether they would like the system to
dispatch individual pieces of equipment or whether to initially dispatch the entire fire station.
In the event that the station is dispatched, the station identifier will be shown on the status
monitor until individual pieces of equipment are then placed enroute to the call and their unit
id’s will then be shown on the status monitor.
The operator has the ability to update the alarm level of an incident, which will cause the
system to recommend the additional units required. In addition to raising the alarm of an
incident, the system also provides the ability to request backups, the preempt units, assign
backup units, switch the assignment of two units and various other dispatching functions.
The command areas associated with a workstation can be changed at any time to change
control of the City dynamically. For example, during the day a police dispatcher may control
multiple command areas, however on Saturday night, they may be responsible for only one
command area.
1.6.8 Freeing Resources
The system provides the ability to preempt or clear a unit from a call. The system will change
the primary unit to the last unit on the call if that is desired by the City. In addition, the
system will allow for the City to determine whether the freeing of the last unit will clear the
incident or return it to the pending queue.
Currently two personnel ID’s are contained for a police unit and four for a fire/EMS type
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1.6. 9 Final Incident Type Code Recorded
The system will document any changes to the incident history in the incident history record.
Each change will be time stamped and will be recorded with the operator id.
1.6.10 Self-Initiated Incidents
The system allows for self-initiated calls to be entered in two different ways. A self-initiated
form is provided which is similar to the call entry form except that it contains a line to enter
the units to be assigned. This call entry will follow all normal call entry functions such as
location verification and duplicate incident processing. Upon successful entry of the incident,
the system will place the designated unit on scene on the call. The second way is to use the
self-initiate command fi:om the command line or ~om the MDC, which will allow the operator
to specify the unit id, the location, type of call, and license plate to be automatically run
through NCIC.. Once the incident is created, the unit will be place on scene on the call
automatically and the dispatcher may assign backup or additional units to the call. The
operator must follow the specified self-initiated command format when entering the required
data. When using the command format, the system will not verify the location.
1.6.11 Unit Reassignment
The system will allow for the exchange of units between assignments.
1.6.12 Cancellation of Incident
The system provides the ability to cancel a pending call or to clear an active call. In either
case, a history ofthe call is recorded in the system and the incident number that was assigned
to the call will not be reused.
1.6.13 Miscellaneous Status
The system will allow for the City to use different type codes that can be used when a unit is
placed out on this type of activity. The system will document this activity as a call for service
as other calls are handled.
RESPONSE includes a variety of status codes as part of the base system package. PSSI will
review these status codes with the City of Palo Alto to determine if additional status codes
are necessary. IF they are, PSSI will add these new status codes to the system.
L 7 Status Monitors
All affected status monitors will be dynamically updated with any incident or unit status
change. As described previously, the status monitor display includes multiple display
windows for each agency’s status monitor screen. This includes a pending incident queue,
available units queue, active incidents queue. Each of these windows may be sized and
positioned by the individual operator. If the information to be displayed in that window will
not fit, then scroll bars will appear that may be used to view the additional information. The
Page 11
number of incidents may be shown in the top line of each monitor window and a time clock
may be sized and positioned on the status monitor fi~om Windows.
The information on the status monitor will be color coded and grouped to be logically
displayed to the operators. In addition to color, other visual indicators are used to indicate
the expiration of a timer, primary units, MDT-equipped units, etc. Color codes are used for
the different incident priorities, different unit and incident statuses. Incidents not yet reviewed
by the dispatcher are in the pending queue but are otherwise not visually different from other
pending incidents, also incidents with associated premise data are not shown on the status
monitor (the indicator is displayed on the working screen when display is requested), alarm
level upgrades are also not shown on the. monitor however, PSSI can add the current alarm
level to the current display.
1.7.1 Law Enforcement Status Monitoring
The pending incident display shows priority, incident number, incident type, location, time.
Available units are shown in the available units status window and are shown in different color
codes to distinguish whether they are currently in service or out of service and whether they
are uncontrolled or controlled units.
Agency type, area of responsibility, resource type, station and miscellaneous comments are
not currently shown on the available’units monitor. PSSI will further discuss this request to
determine which pieces of data may be shown on the monitor. At this time, PSSI does not
feel that adding this information to the display will help the dispatcher because the dispatcher
has the ability to click on the unit id to view additional information on the unit including the
trait type, etc. without cluttering the status monitor display.
Active units are shown in alphabetical order with related information for the call that is
currently on. This includes the incident type, location, elapsed time in status, incident
number, and priority. The unit will be shown in their associated status color on the monitor.
Once again, PSSI will further discuss the status monitor display and the ability to add other
pieces of data if the City desires. Upon viewing the base system display and discussing the
data elements that may be displayed while preserving the concise and uncluttered layout of
the status monitor, PSSI and the City can determine any modifications that may be necessary
in this area.
1.7.2 Fire, Rescue and EMS Status Monitoring
The Fire/EMS dispatchers status monitor will show pending incidents, available units listed
under their station id and in their status color, and active incidents with each assigned unit
shown underneath. The ftre/EMS status monitor also includes an out-of-service status
monitor window, which will show units in different statuses such as move-ups, available on
radio, etc.~ Once again, this status monitor display may be reviewed with the City to
determine if any modifications are desired by the City.
The system also provides an enroute to hospital status and arrived at hospital status codes,
which can be tracked in the system. Some existing customers will enter hospitals as station
ids so that they will show on the status monitor. PSSI can then provide the City with a means
Page 12
to place this hospital "out of service" or unavailable to show that they are full or some other
status associated.
The operator may also use the status.monitor to perform certain functions. For example, the
operator may click on the status monitor to request a display of an incident or unit record.
The mouse may also be used to change the status of units or dispatch units directly ~om the
status monitor.
1.7. 3 Other Status Monitor Features
The system currently allows the individual operator to determine what command area they
would like to have associated incidents and units shown for on their display. These command
areas will be corresponding to geographic area and agency. PSSI can disable this selection
process if that is desired by the City and have the dispatcher display default to only the
command areas, which they have responsibility for.
Dispatchers will have the ability to dispatch for other areas, ’and supervisors can have the
ability to view all command areas for an agency on their status monitor.
1.8 Supervisor Functions
The supervisor position will have the ability to perform full calltaker and dispatcher functions
based upon their individual security as defined in the system.
The supervisor may also display all command areas for a particular agency on their status
monitor in order to see the total number of pending incidents or the overall activity for the
units. In addition, the supervisor and other authorized users have the ability to use CAD
commands to query incident and unit information and unit status information. These queries
will pro~de a snapshot of activity in a particular area.
At this time, System errors, such as failures in communications line are logged on the system
console.
L9 Geographic Database Functions
PSSI will perform the conversion and loading of geographic data provided in an ASCII
format.
1.10 System Inquiry
1.10.1 Generalized File Retrieval and Update Capability
The user will have a variety of query functions to query and display information ~om the
CAD system. However, a separate records server has been proposed where the CAD incident
information will be transferred in real time and down loaded into a relational database. This
will be the Microsoft SQL Server database. The City will then have complete access to this
data for reporting and querying. PSSI will provide a group of standard reports as part of the
proposed package. These Calls for Service reports will provide statistical analysis against the
CAD data. In addition, an ad-hoc report writing tool will be provided which will allow the
Page 13
City to easily create and store ad-hoc queries and reports.
1.10.2 Unit HiStory Inquiry
The system will maintain a detailed unit history record for each unit in the system that is
active. Each action taken against the unit will be time stamped and appended to the history
log with the operator id. This unit history record may be requested via the unit history query
command. This function, as well as other CAD functions, can be performed by any
authorized user based upon the security that is assigned to their individual operator ID and
workstation ID. This is the case for local andremote operators and workstations.
Operators will also have the ability to print CAD information.
1.10.3 Premise History Inquiry
The system supports multiple data files to hold premise information for a location. As
described previously separate files are provided for Temporary Situations, premise
information, off-duty officer data, hazard information and directions. The premise file will
automatic display the last 13 incidents that have occurred at a location.. The summary display
will be shown to the calltaker or dispatcher when the icon is displayed and the information
is requested. The other files will hold See form text information which may include whatever
the City wishes to input. The temporary situations file has a purge data where the operator
may designate the date when the information is no longer pertinent, if any. Then a purge
process is provided to purge out the expired information. This information may be entered
for an exact address. However, hazard information may be displayed for addresses in a larger
range (block) because the fire personnel may wish to be notified of hazardous materials that
are next door to their incident location.
1.10. 4 Miscellaneous Inquiries
An inquiry capability is available to show a smmmry of pending incidents. In addition, the
operator may view the unit history to see the personnel assigned to the unit.
1.10. 5 Ad Hoc Inquiry
The system will utilize the Microsoft SQL Server database and as described previously, an
ad-hoc report writer will be provided to aid in the query and report writing by the City.
PSSI will also supply a module of standard Calls for Service statistical reports. The operator
will have the option to print these reports or view on the screen.
L ll Other Functional Requirements
1.11.1 Security Control
Security on the CAD system is based upon individual operator ID and workstation ID. Each
command in the CAD system is assigned to a command group. These command groups will
contain multiple commands of a certain type. Individual operators are then granted access
to certain command groups or workstations can be denied access to these command areas.
Page 14
Each individual operator will have an associated password in order to sign onto the CAD
system. At this time, the security for that operator and workstation will be provided to the
operator upon successful sign on. Therefore, restriction to supervisor functions can be
provided by placing them in a separate command group and only granting access to this group
to certain individuals or to certain workstations. In addition, certain stations may be denied
access by denying access to certain command groups to these workstations.
The base system does not provide periodic security checks (half-hour), account expiration
dates, log in time restrictions or a user defined number of incorrect login attempts. The
system does support the ability to change their password, required passwords restricting
actions by station (workstation), auditing of user login and logout to the system history file
and limiting the user sign on to one terminal concurrently.
The security is maintained in the Administrative Subsystem of the CAD system, which
requires separate access by authorized operators.
1.11.2 Dynamic Beat Pattern Support
The proposed system will support the ability to redefine the distribution of dispatchers and
areas of responsibility by changing the command areas to be assigned to a particular
workstation.
1.11.3 On-line Update for Unit Recommendation Table
The unit recommendation tables may be updated and maintained through the Adminigtrative
subsystem of the CAD system and may be performed by any authorized personnel. This
subsystem will support multiple levels of access for each module in the subsystem. For
example, the geographic module and unit recommendation module may be granted separate
levels of access (read only, no access, etc.) for different operators.
1.11.4 Hydrant Location File
The system will support a hydrant file where out of service hydrants may be noted with
associated hydrant inquiry commands. The hydrant search command will show the out of
service hydrants for the entered date range. IF this functionality does not meet the current
needs of the City, PSSI will further discuss the functionality to design modifications that may
be necessary.
1.11.5 Hazardous Location File
As described previously, the proposed system supports multiple files to store premise related
information. One of these files is a hazards file. When the incident location is entered by the
calltaker and verified and when the dispatcher displays the call for dispatch, the associated
indicators will be displayed. An ’H’ will be displayed if hazards are entered for a location.
The proposed system uses Windows NT at the client end, supporting windows-based
applications at that end. Therefore, any other windows-based applications may run
concurrently with the CAD application software.
Page 15
1.11.6 Personnel File
This function was eliminated during the negotiations meetings. PSSI does not need to
provide this element.
1.11.7 Backfill Event Processing
The system providesthe ability to enter catch-up calls in the event that the system has been
down for any reason~ This information will be input manually by the City operators who are
authorized to perform this function.
1.12 Reports
1.12.1 Special Report Generating Capability
As described previously, PSSI has proposed a report writing tool, which can be used to
access the data, which has been transferred to the records server. This data will be stored in
a SQL Server database and will be available for access via SQL queries.
1.12.2 Incident Hot Log
The system does not routinely print each step of a calls life cycle (logging printer) because this
is not necessary in the event of a system failure. Since the proposed system operates in a
client-server environment with distributed processing, all unit and incident histories are loaded
on the client end. Therefore, in the event of a server failure, the operator will be able to click
on the status monitor to see the latest unit and incident information and there is no need for
a logging printer to tear the hardcopy off.
1.12.3 Resource Status Update Log
See 1.12.2 above
1.12.4 Fire Run Tickets
The system will automatically print the dispatch information on the fire station printer with
associated premise information (hazards, premise, etc.)
1.12.5 Resource Schedule Report
The system supports a squad activation file, which will show the units for a shift and their
assigned information such as personnel, equipment, etc.
2.0 Support Services
PSSI will provide software support for the CAD application software. After the warranty
period (1 year l~om acceptance) PSSI assumes that the City will enter into a maintenance
agreement with PSSI.
Page 16
Hardware
The Hewlett-Packard hardware would be quoted with a 12-month warranty from the date of
installation. We propose I-[P’s SuccessLine Priority Plus Support providing support 24 hours
a day, 7 days a week, with a response time of 4 hours or less.
The City has opted to purchase it’s own workstation hardware through it’s government
contracts. Normal hardware warranties will apply.
Software
PSSI’s warranty agreement provides unlirm’ted applications software/interface software
support for 12 months following system acceptance. PSSI will provide the correction of
reproducible software errors and enhancements released during the warranty period. Upon
the expiration ofthe warranty period, PSSI expects that the City of Palo Alto will enter into
a support agreement directly with PSSI for on going CAD system maintenance.
PSSI will ensure that adequate support is provided during software upgrades, or similar
situations. PSSI provides support for CAD users on a 24-hour basis, 7 days a week, 365 days
a year. Unlimited telephone and dial up modem support is provided, and PSSI will be on-site
as necessary.
A modem is proposed for remote diagnostics. It is PSSI’s intention ~hat the modem will be
located at Palo Alto, and PSSI will perform the remote diagnostics from their office in
Lanham, Maryland.
User Group
PSSI is activelyinvolved with its nationwide User Group. The group meets at least once a
year to discuss system enhancements, modifications, suggestions and public safety issues, in
general. PSSI’s User Group plays a key role in determining what enhancements and software
modifications will be included in new releases. In addition, the Group provides input to PSSI
about new products and technologies that they would like to see offered by the Company.
PSSI is dedicated to providing open communications with its customer base. In addition to
continual phone support, we also keep our customers informed by inviting them to trade
shows and by distributing a quarterly newsletter.
2.2 Source Code
The source code for the system will be delivered to the City as part of the base package. This
source code is proprietary in nature and the City should understand that it is to be used solely
by the City and is not to be reproduced or distributed in any way.
2.3 Program Product Update Releases
As part of the standard maintenance contract, PSSI will provide releases of the CAD
software to all users free of charge. These new versions of software will be updated and
installed on a periodic basis and will help keep all of our customers running on the same
software and greatly facilitates the software support function.
Page 17
2.4 Information Services
PSSI will act as prime contractor to supply the software, hardware and services to implement
the public safety software solution to the City of Palo Alto. As part of this project, PSSI will
perform the functions necessary to provide this functionality outlined. PSSI will convert the
geofile data as supplied by the City in an ASCII format as part of the base system price. PSSI
will also assist the City with other project-related duties as they affect the successful
implementation of this system.
3.0 Training
PSSI will provide two weeks of end user training for a total of twenty (20) people for the
CAD system. CAD manuals will be provided for the City prior to the training period.
Public Safety Systems Incorporated has a prime track record in the public safety community
of providing solid, proven systems as well as complete customer training (and follow-up
training, if required) along with on-going customer support. Our Training Coordinator will
work with the City of Palo Alto to outline a training schedule tailored for the individual site-
specific needs. The following is a general description of the training methodology utilized by
PSSI and an example outline of the training classes that are provided as part of the system
implementation.
The following is the methodology to be followed during the Training Phase of the project
outlined in our General Project Implementation Plan. These options will be discussed and an
actual training plan will be provided to Palo Alto.
The PSSI Training Coordinator will be responsible for ensuring that all documentation and
training needs of the customer are met per the specifications outlined in the proposal. The
Training Coordinator will work with the City of Palo Alto to outline a training schedule that
will be tailored to meet each customer’s environment. Hardware Training, System
Administrative Training, and End-User Training for CAD will be provided as required.
Training for RMS will also be provided, should the City purchase this system. The proposed
training program is designed to provide complete familiarization with the systems
functionality. Operators will receive both formal classroom training and "hands on" lab
experience where scenarios are used and a CAD system tutorial simulates radio dispatch
situations. PSSI stresses the "hands-on" approach and a limit of participants in each training
session in order to guarantee each operator with the experience necessary to become both
familiar and comfortable with the software. Operators who attend the End-User Training will
also be provided with functional documentation.
In addition to meeting the initial training needs, PSSI meets the City ofPalo Alto’s future
needs by providing a separate "Training System." This system is a duplication of the
production CAD system and will be resident on the backup CPU. Training workstations may
be setup to access this training system and therefore provide the operators with a ’Seal-life"
environment tailored to their unique site without conflicting with operations of the production
system. The Palo Alto trainers may utilize this system for future training needs of new
employees or follow-up training for current employees. PSSI also offers follow-up training
if this is desired. If the City of Palo Alto requires additional training than what is provided
as part of the proposed price, PSSI will provide the associated cost.
Page 18
CAD END-USER TRAINING
WHO:The City of Palo Alto will designate a select group of individuals who
attend the training for the Palo Alto staff.
Because of the "hands on" experience, which is necessary to become
fully familiar with the software functionality, this session should be
limited to the maximum of workstations available.
WHEN:
WHERE:
LENGTH:
The CAD End-User training will be scheduled after the completion of
the file building process. This will allow all operators to be trained
using familiar data.
The PSSI Training Coordinator will be onsite to perform all End-User
application software training.
The City will be responsible for providing a "training room" where
PSSI will be able to setup training workstations to be used by the
operators.
Approximately 5 days/40 hours for combined Calltaking/Dispatching
functions.
The PSSI Project Manager will alter this training plan during the
project design phase if that is necessary.
DESCRIPTION:The PSSI Training Coordinator will cover all aspects of the systems
functionality in depth .to ensure complete familiarization with the
features provided by the software. The City ofPalo Alto’s trainers
will be trained on bothcall-taking and dispatching functions.
Formal classroom training will be complimented with "hands-on" experience. PSSI also
utilizes a CAD system tutorial, which simulates radio dispatch operations and "tests" the
operator on the familiarization of the commands necessary to perform the requested action.
This unique approach to training will provide the Palo Alto personnel with a more accurate
portrayal of the environment in which the system will be operated and will instill a higher level
ofcontidence in the users.
Each participant in the training class will receive a CAD functionality manual providing an in-
depth description of all of the features contained in the system
Page 19
ICIS RMS END-USER TRAINING
WHO:The City of Palo Alto will designate a select group of individuals who
will be responsible for the training of the overall Palo Alto staff.
However, if the number of RMS users is relatively small, the City of
Palo Alto may prefer that PSSI train all end-users.
Because of the "hands on" experience, which is necessary to become
fully familiar with the software functionality, this session should be
limited to the maximum number of workstations available.
WHEN:The RMS End-User training will be scheduled after the completion of
any data conversion requirements. This will allow all operators to
train using familiar data. If no data was converted, the PSSI Trainer
will have "sample" data loaded for training purposes.
WHERE:The PSSI RMS Trainer will be onsite to perform all End-User
application software training.
The City of Palo Alto will be responsible for providing a "training
room," where PSSI will be able to setup training workstations to be
used by the operators.
LENGTH:Approximately 3 days for functions if all modules are implemented.
DESCRIPTION:The PSSI Training Coordinator will cover all aspects of the systems
functionality in depth to ensure complete familiarization to the
features provided by the software. The Palo Alto personnel will be
trainedon data emry, editing and inquiry capabilities.
Formal classroom training will be complimented with "hands-oN’ experience. Each
participant in the training class will receive a RMS manual providing an in-depth description
of all of the functionality contained in the system.
Page 20
CAD ADMINISTRATIVE TRAINING
WHO:The City of Palo Alto will designate a select group of individuals who
will be responsible for the administrative/supervisory functions and
maintenance of the CAD system.
Because of the "hands on" experience, which is necessary to become
fully familiar with the software functionality, this session should be
limited to the number of workstations available.
WHEN:
WHERE:
LENGTH:
DESCRIPTION:
The CAD administrative traini~.g will be scheduled after the
completion of Hardware/Software Installation Phase outlined in the
General Implementation Plan.
The PSSI Administrative Trainer will be onsite to perform the CAD
Admires" trative application software training.
The City of Palo Alto will be responsible for providing a "training
room," where PSSI will be able to setup training workstations to be
used by .the operators.
Approximately 2-3 days.
A technical staff member assigned to the project will conduct the
CAD Administrative Training. This trainer will cover all aspects of the
administrative systems functionality in depth to ensure complete
familiarization to the features provided in the administrative subsystem
of the CAD system. The personnel attending this training class will
learn how to enter and maintain the critical tables and flag setting
which drive CAD functionality in addition to other administrative
features such as security, validating Geobase information, and
inputting data such as premise, hazards, etc.
Formal classroom training will be eomplirfiented with "hands-on"
experience.
Each participant in the training class will receive a CAD functionality
manual providing an in-depth description of all of the features
contained in the system.
Page 21
RMS ADMINISTRATIVE TRAINING
WHO:
WHEN:
WHERE:
LENGTH:
DESCRIPTION:
The City of Palo Alto will designate a select group of individuals who
will be responsible for the administrative/supervisory functions and
maintenance of the RMS system.
The RMS Administrative training will be scheduled after the
completion Hardware/Software Installation Phase outlined in the
Project Plan. This training may be done in parallel to or subsequent
to RMS End-User Training dependent upon the participants involved
in each.
The PSSI Administrative Trainer will be,onsite to perform the CAD
Administrative application software training.
The City of Palo Alto will be responsible for providing a "training
room," where PSSI will be.able to setup training workstations to be
used by the operators.
Approximately 1-2 days.
A technical staff member assigned to the project will conduct the
RMS Administrative Training. This trainer will cover all aspects of the
systems functionality in depth to ensure complete familiarization with
the administrative tables and functions of the RMS system.
Administrative functions, such as security, etc. will be covered in this
session. In addition, both the standard reports and the ad-hoc report-
writer tool will be covered so that the operators will be able to
customize reports to meet the City’s individual and future needs.
Formal classroom training will be complimented with "hands-on"
experience.
Each participant in the training class will receive a CAD functionality
manual providing an in-depth description of all of the features
contained in the system.
Page 22
HARDWARE/SYSTEM SOFTWARE TRAINING
WHO:
WHEN:
WHERE:
The City of Palo Alto will designate a select group of individuals who
wi~ be respons~le for the maintenance of the CAD system. Hewlett-
Packard recommends that one person be trained as system operator
and another as system manager.
The Hardware/System Software Training will be scheduled after the
completion Hardware/Software Installation Phase outlined in the
General Implementation Plan.
The individuals selected for the Hardware/System Software training
class will travel to .the nearest Hewlett-Packard office offering the
proposed class.
LENGTH:System Manager Training - 3 -4 days
Operator Training - 3-4 days
DESCRIPTION:A Hewlett-Packard representative will conduct the
Hardware/Software Training class. The purpose of this class is to
familianz" e the individuals with the operation of the proposed
hardware. In addition to the hardware features, the personnel will be
trained on the proposed operating system basic functions. Some of
the topics covered include:
Creating text fies
Introduction to file structure
Using system peripherals
System failure and recovery
System startup and shutdown
Disc management
System backup and data recovery_
File management
Troubleshooting and system recovery
Data communication
Documentation pertaining to the hardware and proposed operating
system will be included when the equipment is delivered to the City of
Palo Alto.
Page 23
4. 0 Documentation
PSSI will provide copies of the RESPONSE CAD User Manual to each participant in the
training class. This manual contains a description of all available CAD functions and features
and a description of each of the position types available to the users.
The source code provided to the City will include program documentation throughout
code.
5.0 Installation and Implementation
PSSI’s past experience in the design, implementation and support of Computer Aided
Dispatch (CAD) and Records Management Systems (RMS) has established an outline for
project implementation which includes the org .anizing of project tasks and responsibilities into
several steps or phases. The following is an outline of these phases along with some of the
tasks and/or responsibilities associated with them:
Contract Award/Sign Phase
PSSI considers this the beginning of the project and the first phase in~ the project
implementation plan. Upon the award of the contract, PSSI will enter into contract
negotiations with the City of Palo Alto. This phase includes all activity necessary by both
parties to conclude with a signed contract. The length of this phase of the project will vary
depending on the amount of negotiations required and the schedules of the City ofPalo Alto’s
resources.
Contract signing will be considered the beginning of the project schedule, and therefore, all
time estimates and ranges are based upon the contract sign date.
Hardware/Software Design and Review Phase-
Upon contract signing, PSSI management will make the appropriate personnel assignments
to the project, starting with the Project Manager. The Project Manager will be the primary
contact and leader throughout the project. The project team will then begin taking the steps
towards project implementation by following the remaimn" g phases of this project
implementation plan.
This phase of the project includes the activities necessary to realize several key milestones:
Hardware Configuration Review
Prior to placing the hardware order, PSSI and the City of Palo Alto will review the
configuration details. This is to react to changes in the industry that may result in
modifications to the hardware/software outlined in the proposal.
Software Design Review
PSSI and the City will conduct a session to evaluate the specific needs of the project.
Both parties will review, in detail, the proposal submitted by PSSI and discuss the
Page 24
implememation issues and/or modifications required. Once the PSSI base product
functionality and modifications that were specified in the proposal are reviewed, other
issues will be addressed. These include such items as dispatch algorithms, color
definitions and various flag settings that should be implemented to best suit the
individual site’s needs and preferences. Other issues to be addressed include specific
external interface requirements, etc.
PSSI technical personnel will be present on site at the City of Palo Alto to conduct this review
session. This design review will be a minimum of 3 - 5 days, however the actual length will
vary based upon the amount of modification necessary for the specific implementation and the
number and complexity of external interfaces required.
After the hardware and software review sessiom, several functions will be performed. Palo
Alto will place the hardware order through PSSI. The hardware will arrive approximately 12
- 16 weeks after the order has been placed. In addition, the PSSI Project Manager will adjust
the proposed project implementation plan and schedule if that is necessary. PSSI will then
present a final project plan and schedule to the City of Palo Alto.
Software Preparation Phase
This phase of the project includes the following ongoing tasks:
CAD/RMS Software Preparation
During this phase, the dedicated PSSI technical staffwill perform the modifications
necessary to implement the functionality as outlined during the design review sessions.
This phase of the project includes programming modifications for the RESPONSE
CAD and/or FIRES records systems. Dependent on the actual project implementation
schedule for the particular site, these efforts may run in parallel or back-to-back (in
the event of a phased implementation approach.)
Interface Software Preparation
The PSSI technical staff assigned to the project will begin preparation of custom (if
required) software and/or modifications to base software necessary to implement the
external interfaces as defined in the design review Sessions. The City will be required
to provide the specifications and support necessary to the technical staff to implement
the required interfaces, including transport protocol, record formats, etc.
Once again, dependent on the specific project implementation schedule for the
particular site, these efforts may run in parallel or back-to-back to the CAD and/or
RMS software preparation in the event of a phased implementation approach.
George Preparation/Conversion
Approximately three weeks before hardware delivery, PSSI will perform-conversion
of data supplied by or purchased by the City for the CAD Geofile. This data must be
provided in a standard ASCII fixed-length record format and include a copy of the
record layout or a mutually agreed upon format.
Page 25
Although PSSI will convert such supplied data, PSSI is not responsible for the
integrity and/or content of the data. If data is supplied that is not utilized by the PSSI
CAD Geofile then it will not be converted. Conversely, if data is required by the PSSI
CAD Geofile that is not included in this source, ,then it is the responsibility of the City
of Pal0 Alto to manually enter or otherwise supply such information.
At the conclusion of this phase of the project, the proposed software will be ready for
installation, testing and training. The majority of the software preparation will be conducted
in the PSSI home office, however PSSI technical personnel will require assistance and
information from Palo Alto personnel to ensure the desired functionality.
The length of this phase of the project will vary substantially dependent on the products to
be implemented, the amount of software modifications to be performed, the number and
complexity of external interfaces to be implemented and the integrity of the Geofile data
supplied. The proposed project implementation schedule for the City of Palo Alto will
provide a more detailed time frame for this phase.
Hardware/Software Installation Phase
Upon the successful completion of the design and modification phases, the PSSI project team
will be ready to install the hardware and software to be tested. Hewlett-Packard will perform
the official site preparation assuring that the computer room is ready for the hardware delivery
and setup. If the site is not acceptable, additional time may be required for any site
preparation to be performed by the City of Palo Alto. Once the site is acceptable, tasks will
be performed in the following steps:
Hardware Installation
The hardware and HP software will be completed by Hewlett-Packard technical
personnel. Hardware diagnostics will--be performed to verify the functioning of the
system. CAD and!or RMS workstations may be installed at this time and on an on-
going basis.
Software Installation
PSSI technical personnel assigned to the project will install the application software.
This will include the CAD and/or RMS software. The Administrative Training (as
described in the Training Phase below) and Administrative File building will be
performed at this time.
The software necessary, to implement the external interfaces (if required) will be
prepared at this time and will be installed prior to End User t~’aining.
The hardware and software installation will last at least one week and PSSI personnel will be
on site to perform these functions. Additional time may be required dependent on the
software requirements for the particular implementation.
Page 26
Testing Phase
This phase of the project entails a variety of tasks that will occur over various time ~ames.
These include: ,
Application Software Testing
Upon completion of administration table building, PSSI will install and test the PSSI
application software. This is to certify the correct functioning of all-base software
and site-specific modifications that were performed. Application software testing on
the CAD/RMS systems will be performed prior to the End-User training.
Interface Software Testing
In addition to the CAD and RMS software, the software necessary to implement
external interfaces will be installed and tested at this time. All external data links must
be in place prior to PSSI coming on site to perform system interface testing.
The time dedicated to software testing will vary ~om site to site dependent upon the number
of external interfaces to be implemented.
Training Phase
The PSSI Training Coordinator will be responsible for ensuring that all documentation and
tr, aining needs of the City of Palo Alto are met per the specifications outlined. The training
phase may overlap several of the other implementation phases because training is needed on
different pieces of the total system at different times. However, this phase will include the
following training:
Hardware/System Software Training
The City will designate two or three individuals to attend the proposed system
software training classes. These will be conducted at the closest Hewlett-Packard
office offering the classes proposed.
This training will be performed upon successful installation of the hardware.
Administrative Trainin~
PSSI will conduct administrative training for Palo Alto personnel designated to set up
the administrative sub-systems of the CAD and/or RMS systems. During this session,
PSSI will provide detailed training on building call types and code tables, validating
Geobase information and inputting of data such as premise information, hazard
information, etc.
This training will last approximately 3 days and will be conducted by a technical staff
member assigned to the project.
At the conclusion of the administrative training, Palo Alto personnel should begin the
Page 27
inputting of data as outlined during this phase. The length oft~e dedicated to this
task will be dependent upon the number of City personnel allo~,~,~ed to the input of
this data. This data should be input before the End-User training commences so that
the operators may train using familiar data.
At the conclusion of this file building process, PSSI recommends that the City back
up the table data and send it to the PSSI office. At this time, the technical personnel
assigned to the project will review the table data and perform a table/Geobase check.
After successful completion of this table/Geobase check, the PSSI Training
Coordinator will then work with the City to schedule the End User training.
End-User Training
PSSI will provide two weeks of end user training for a total of twenty (20) people for
the CAD system. CAD manuals will be provided for the City prior to the training
period.
The PSSI training program is designed to provide complete familiarization with the
systems functionality. Operators will receive both formal classroom training and
"hands-on" lab experience where "real-life" scenarios are used and a CAD system
tutorial simulates radio dispatch operations. In addition to the initial training provided
with the proposal and implementation of the system, PSSI offers follow-up training
for the City’s future needs.
PSSI’s Training Coordinator will work with the City to outline a training schedule
tailored for Palo Alto’s environment and based upon the specifications outlined in the
proposal. The PSSI Training Coordinator will be on site to perform all end-user
application software training.
In addition to meeting the training needs of Palo Alto, this phase of the project will also
include the development of the necessary training documentation. Each operator attending
the training will receive a training manual (i.e. CAD functionality manual). Additional copies
may also be purchased.
The time necessary to conduct this phase of the project will vary greatly dependent upon the
actual training and documentation requirements of the specific agency.
System Cut-over and Acceptance Phase
The successful completion of this testing phase will signify the availability of the system to
"go live." The City of Palo Alto and PSSI will target a mutually agreed upon date and time
of low activity to place the system into "live" operation. This cutover should take place
immediately after the completion of End-User training so that the operators will be freshly
trained and best prepared for the transition. PSSI personnel will be present on site to help the
City during this transition phase.
Upon the system being placed into "live" operation; the System acceptance period will begin.
The purpose of this period is to demonstrate the operation of the system for an agreed upon
time frame (generally 30 days) and meeting pre-defined system availability requirements.
Page 28
Upon successful completion of this acceptance period, PSSI will consider the system accepted
and final payment will be expected.
Warranty and Maintenance Phase
The original technical personnel assigned to the project will support the system until the
successful completion of the system acceptance period. At this time, when all project.
requirements have been fulfilled by PSSI, customer service personnel will take over
maintenance of the system.
After successful completion of the software acceptance period, the 12-month software
warranty period will commence. During this time frame, PSSI will provide support for the
RESPONSE CAD system including: 24-hour phone line, unliml"ted phone consultation, bug
fixes free of charge and upgrades to new PSSI application software versions that are released.
Records Management System users are provided support during normal business hours.
6.0 Acceptance Testing Criteria
6.1 Module Acceptance
PSSI will conduct software testing on each software package and additional functionality as
it is installed. Upon installation of the system software and End-User Training, PSSI technical
personnel will correct any reported software bugs. At that point, PSSI and the City will
jointly target a "live" date on which the system will begin to be used in a live operational
environment. The following 30 days will be considered an Acceptance test period for
successful operation of the system and demonstrated system reliability. The system will be
considered as accepted after this period and final payment will be expected.
6.2 Hardware Acceptance
As the hardware is installed and diagnostics are performed, PSSI will demonstrate the
successful operation to the City and the City will accept the hardware at that point. Hardware
warranty will then begin.
6.3 Final Acceptance
PSSI proposes that Final Acceptance be granted after the 30 day acceptance period as
outlined in section 6.1.
7.0 System Environment
7.1 Hardware
The proposed system utilizes PC’s as workstations. These client workstations will be running
the Windows NT operating system and will be connected to the Windows NT server via a
LAN.
PSSI has proposed 2 17" monitors for each position. This will allow for a working screen
and a status monitor to be at each position. The City will be able to use each position for
Page 29
calltaking, dispatching or as a combined calltaking/dispatch position. Although PSSI has
proposed 6 workstations for the calltaking/dispatch/supervisor operations, the system is easily
expandable to meet the growing needs of the City.
PSSI will provide an UPS for backup power for the CAD servers.
7.2 Local Area Network
The system will use a LAN configuration. The proposed system will also utilize the
Microsoft SQL Server relational database. An ad-hoc report writer will be provided as well
as a set of standard Calls for Service Statistical reports (for the price noted in the cost section)
to meet the reporting needs of the City.
7.3 Windows
PSSI recognizes the market trend towards Windows-based applications and the City’s
preference for such. Since the workstations are running Windows NT at the workstation
level, the operator will have the ability to run other windows-based applications on this
workstation and switch easily between them.
8.0 Community Policing
The proposed CAD system does allow for multi-jurisdictional and multi-agency dispatch as
well as the handling of telephone reports or file-only type non-emergency call, flexible
resource recommendation strategy that is maintained by the user, comprehensive information
provided to the officers in the field (via MDC, all related premise information, etc.), and
statistical reports to track the time for each status of the incident process. All of these
features will help the City with their Community policy strategy and procedures.
Page 30
EXHIBIT "B"
PAYMENT SCHEDULE
EXHIBIT "B"
page 1
pa,yment Schedule for Polo Alto, California
Hardware
1
1
l
1
I
Dcscdt~tioa
Records Server
Redundancy Switch
Netclock
Network/LAN Hardware
UPS for CAD Se~’er and PCs
Cabling and hookup of workstations
PHce
5;’2_8,242.00
$9,500.00
$3,575.00
5;I 0,000.00
$3,000.OO
$3,000.00
Sof~,vare
Contract Signing (10%)
This payment is due upon contra~t signing and covers any
in[tia~ costs that are associated vdt, h the project.
$29,050.00
Sofnvare Installation (10%)
This payment is due upon completion of the installation of
the CAD software, PSSI will ensure successfully in~tallatlon
and operation of the software.
$29~050.00
Admin Training (10%)
This payment is due upon ompletidn of tile System Administrator
training. The Admin trairdng will. provide the Cit3"s System
Administrator with all the tools to operate the PSSI CAD system.
$29,050,00
User Training (15%)
This payment is due upon completion of the two-week end user
training session. The end user training will instruct all twenty (20)
users on the funclionality of the system. The PSSI trainer will be
hand to instruct the users and answer all questions regarding the
system.
Functionality Test Approval (15%)
This payment is due upon City sign-offofthe functionality test.
PSSI will be on-site to implement the test and ensttre that the
system is fully operable.
5;43,575.00
$43,575.00
EXHIBIT "B"
page 2
Live Date (10%)
This payment is due on the date that
the system is put in "live" or real
time operation. Several PSSI repre-
sentatives will be on site to provide
instruction and support to the City
during this time.
Final Acceptance (30%)
This payment is due within thirty (30)
days from the date of final acceptance.
$29,050.00
$87,150.00
EXHIBIT "C"
RFP No. 99680
POLICE DEPARTMENT
COMMUNICATIONS DIVISION
COMPUTER AIDED DISPATCH SYSTEM
REQUEST FOR PROPOSAL (RFP) # 99680
RFP CLOSES 3:00 P.M. TUESDAY, SEPTEMBER 16, 1997
-ISSUED AUGUST 6, 1997-
PART I -TITLE PAGE
CITY of PALO ALTO
Administrative Services Department
Contract Administration
First Floor, Civic Center
250 Hamilton Avenue
Palo Alto. CA 94301
P.O. Box 10250
Palo Alto, CA 94303
REQUEST FOR PROPOSAL (RFP)
I DATE: August 6, 1997 RFP NUMBER:99680 I
The City of Palo Alto, Contract Administration, request a proposal in the behalf of Police
Department, Communications Division for:
TITLE:COMPUTER AIDED DISPATCH SYSTEM
,DESCRIPTION of PROJECT:
Automated computer aided dispatch system, including all incidental and
related work and services as required by the Scope. of Work under PART II
herein.
The SCOPE OF WORK OR SERVICES herein describes the scope of the project, the
results expected, and the requirements of the Proposer or Contractor.
DEPARTMENT REQUESTING:
Police Department
Communications Division
Project Manager:
Phone:
John Bush
(415) 329-2498
PROPOSAL OPENING:
3:00 P.M., TUESDAY,= SEPTEMBER 16, 1997
CiTY of PALO ALTO: RFP 99680 RFP SECTION 1- Page
PART I - RFP COVER LETTER CITY OF PALO ALTO
PRE-PROPOSAL CONFERENCE INFORMATION:
Under PART III, I. Instructions, section B. PRE-PROPOSAL CONFERENCE
INFORMATION, A NON MANDATORY PRE-PROPOSAL CONFERENCE IS
SCHEDULED for this project. The conference will be held Thursday, August 14, 1997,
from 9:00 AM. To 12:00 Noon, in the Council Chambers, City Hall, 250 Hamilton Avenue,
Palo Alto, CA.
PROPOSAL DOCUMENTS AVAILABLE:
Purchasing & Contract Administration
1st Floor, Civic Center
250 Hamilton Avenue
Palo Alto, CA 94301
PROPOSAL REQUIREMENTS:
The Proposer shall respond to all requirements in accordance with the terms& conditions,
detailed information regarding the scope of project requirements, description and all
schedules of PARTS I, II, & III herein.
The Proposer shall be required to:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
agree with terms and conditions of the Agreement;
provide reports, plans, designs, and costs in accordance with the Proposal
documents;
be licensed with the State of California as required (or if required) by this
Project;
give experience and financial qualifications;
sign Proposal;
be knowledgeable of applicable California and federal laws and regulations
and local ordinances;
be able to meet insurance requiremer~ts, if required;
and meet any other requirements as specified.
OTHER REQUIREMENTS:
Proposers responding to this RFP are required to submit with their RFP all of the
requirements included in the Scope of Work orServices and those of Part III, Instructions,
and Specia/Conditions herein.
CITY of PALO ALTO: RFP 99680 RFP SECTION 1- Page 2
PART I - RFP COVER LETTER CITY OF PALO ALTO
THE PROPOSAL AND ANY ACCOMPANYING DOCUMENTS SHALL BE SUBMITTED
IN A SEALED ENVELOPE MARKED AS FOLLOWS:
"PROPOSAL
TITLE" COMPUTER AIDED DISPATCH SYSTEM - RFP # 99680
COMPANY NAME (address must appear on outside of envelope)"
PROPOSALS TO BE DELIVERED TO:
CITY OF PALO ALTO
Contract Administration
Civic Center, First Floor
250 Hamilton Avenue
Palo Alto, CA 94301
or P.O. Box 10:250
Palo Alto, 94303
TABLE OF CONTENTS:
PART I -Cover Letter - Table of Contents - Directory
PART II -Sco.,pe of Work or, Services
Computer Aided Dispatch System
PART III -RFP Instructions and Form Requirements
Instructions
A.
B.
C.
D.
Instructions to Proposers
Pre-proposal Conference Info.rmation
Submittal Requirements
Proposer Selection Process
Special Conditions
Form Requirements
305
310
410
420
650
Signature Pages
Acknowledgment of Addendum
Certification of Non-Discrimination
Experience and Financial Qualifications
Insurance Certificate Requirements
CITY of PALO ALTO: RFP 99680 RFP SECTION 1- Page 3
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP ~
CITY CONTACTS:
Project Manager:
Phone:
John Bush
(415) 329-2498
ADDRESS FOR PROPOSAL OR WORK RELATED INFORMATION:
Purchasing & Contract Administration
1st Floor, Civic Center
250 Hamilton Avenue
P.O. Box 10250
Palo Alto, CA 94303
ISSUED BY AND CONTACT FOR PROCEDURAL INFORMATION:
Fernando Velez
Contract Administration
City of Palo Alto Civic Center, First Floor
Phone:415.329-2460
Fax:415-329-2468
Award and execution of the Contract shall be as described in the Request for Proposal
documents.
THE SELECTION CRITERIA as determined by the Project Manager and as described
herein will be the basis for determining the "lowest responsible proposer".
Prices and total shall include all applicable taxes. If errors in extensions and totals
exist, the written unit rate with corrected extension and total shall prevail and will be
considered as the actual base bid proposal amount.
PROPOSER’S SIGNATURE IN PART III, SECTION 305 (HEREIN) CONSTITUTESAN AGREEMENTTO THE
TERMS AND CONDITIONS OF THIS SECTION (PART II, SECTION 300)
END OF SECTION
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 1
POLICE DEPARTMENT
COMMUNICATIONS DIVISION
COMPUTER AIDED DISPATCH SYSTEM-
REQUEST FOR PROPOSAL (RFP) # 99680
PART II
SCOPE of WORK or SERVICES
CITY OF PALO ALTO
PART II - SCOPE OF WORK OR SERVICES
REQUEST FOR PROPOSAL
FOR A
COMPUTER AIDED DISPATCH SYSTEM
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
TECHNICAL SPECIFICATIONS .............................................1
COMPUTER AIDED DISPATCH FUNCTIONAL REQUIREMENTS .........1
1.1 Overview ......................................................
1.2 CAD General Features ............................................1
1.2.1 Complete System ..........................................1
1.2.2 State-of-the-An .........i ..........." ......................2
1.2.3 Speed ...................................................2
1.2.4 Open System .............................................2
1.2.5 Continuous Processing ......................................2
1.2.6 Windows ...................... ...........’ ................2
1.2.7 System Availability During Backup ............................3
1.3 CAD Integration ................................................3
1.3.1 Records Management ........: ..............................3
1.3.2 E911/ANI/ALI ............................................3
1.3.3 National Crime Information Center (NCIC) Interface & County (SLETS)
Databases ................................................3
1.3.4 TDD Device Interface ......................................4
1.3.5 MDC/Laptops Interface .....................................4
1.3.6 Message Switch ...........................................6
1.3.7 Tone Encoder Interface .....................................6
1.3.8 Time Synchronization ................................. .......7
1.4 CAD Working CRT Screen Arrangement .............................7
1.5 Call Taking .....................: ...............................7
1.5.1 Location Entry ............................................8
1.5:2 Hot Calls ...............................................10
1.5.4 Duplicate Incident Detection ................................10
1.5.5 Incident Updates ..........................................10
1.5.6 Flags ...................................................11
1.5.7 Non-Emergency Calls ............¯ ......................:... 11
1.5.8 - Referral Phone Listing .....................................11
1.5.9 Bulletin Inquiry ............" ..............................12
1.5.10 Comments ...............................................12
1.5.11 Narrative ...............................................12
1.6 Dispatch .....................................................12
1.6.1 Routing .................................................12
1.6.2 Case Numbers ...........................................14
1.6.3 Redirection and Multiple Response ..........." .................14
1.6.4 Dispatching .............................................14
~:ITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
2.0
1.7
1.8
1.9
1.10
l.ll
1.12
1.6.5
1.6.6
1.6.7
1.6.8
1.6.9
1.6.10
1.6.11
1.6.12
Queuing/Timers ..........................................14
Incident Message Changes ..................................15
Unit Recommendation .....................................15
Freeing Resources ........................................17
Final Incident Type Code Recorded ...........................17
Self-initiated Incidents .....................................17
Unit Reassignment ........................................18
Cancellation of Incident .....................................18
1.6.13 Miscellaneous Status .. : ...................................18
Status Monitors ................................................18
1.7.1 Law Enforcement Status Monitoring ..........................19
1.7.2 Fire, Rescue, & EMS Status Monitoring ........................20
1.7.3 Other Status Monitor Features .’ ..............................21
Supervisor Functions .............................................21
Geographic Database Functions ....................................22
System Inquiry .. ................................................22
1.10.1 Generalized File Retrieval and Update Capability .................22
1.10.2 Unit History Inquiry ..........." .........." ..................22
1.10.3 Premise History Inquiry .....................................23
1.10.4 Miscellaneous Inquiries ....................................23
1.10.5 Ad Hoc Inquiry ..........................................23
Other Functional Requirements ....................................24
1.11.1 Security Control .......... ..................................24
1.11.2 Dynamic Beat Pattern Support ...............................25
1.11.3 On-line Update for Unit Recommendation Table .................25
1.11.4 Hydrant Location File ......................................25
1.11.5 Hazardous Location File ....................................25
1.11.6 Personnel File .................................: ..........25
1.11.7 Backfill Event Processing ...................................26
Reports .......................................................26
1.12.1
1.12.2
1.12.3
1.12.4
1.12.5
Special Report Generating Capability ..........................26
Incid.ent Hot Log .........................................26
Resource Status Update Log .................................26
Fire Run Tickets ..........................................27
Resource Schedule Report ................" ..................27
SUPPORT SERVICES ...............................................27
2.1 Hardware and Software Support ....................................27
2.2 Source Code ...................................................27
2.3 Program Product Update Releases ..................................27
2.4 Information Services ............................................28
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TRAINING ........................................................28
4.0 DOCUMENTATION ’" ’28
5.0 INSTALLATION AND IMPLEMENTATION ............................29
6.0 ACCEPTANCE TESTING CRITERIA ......................... ...........30
6.1 Module Acceptance .............................................30
6.2 Hardware Acceptance ...........................................30
6.3 Final Acceptance ...............................................30
7.0 SYSTEM ENVIRONMENT ............................................31
7.1 Hardware ..........................................." ..........31
7.2 Local Area Network ...................................~ .........31
7.3 Windows .....................................................31
8.0 COMMUNITY POLICING .............................................32
PROPOSAL QUESTIONNAIRE .............................................33
CITY OF PALO ALTO: RFP 99680
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CITY OF PALO ALTO
TECHNICAL SPECIFICATIONS
1.0
1.1
COMPUTER AIDED DISPATCH FUNCTIONAL REQUIREMENTS
Overview
The City of Palo Alto is seeking a new automated computer aided dispatch system. The system
should utilize the latest technology and provide for rapid handling of multiple agency, multi-
jurisdictional Law Enforcement, Fire, EMS, and Utilities systems. The system should be capable
of being fully integrated with E9-1-1, external lawenforcement databases, local police and fire
records management systems, mobile data terminals, and a message switch.
There currently are five (5) dispatcher positions in the Communications Center. Each position
should be able to be configured for both call taker/dispatch functions, with one position having
additional supervisory functions. An additional training position should also be considered.
Police, Fire, Medical, Utilities and Animal Services responses are dispatched from the
Communications Center.
The agency is interested in obtaining the latest, state-of-the-art equipment, which is easy to use.
They recognize the current market trend towards Windows applications and open systems.
They will also require various professional services from the software provider to assist them in
all aspects of implementing a new system, including planning, data conversion, custom
modification, interfaces, installation, training, documentation, and support. Project management
and public safety expertise will be necessary in order to ensure a smooth transition to a new
system.
1.2 CAD General Features
¯ 1.2.1 Complete System
The agency requires a fully featured, multiple agency and multiple jurisdiction Law
Enforcement, Fire, Emergency Medical Services, and Utilities CAD System. Each agency type
must maintain separate incident numbers and dispatchers need only view the resources under
their control.
1.2.2 State-of-the-Art
The agency is interested in the latest state-of-the-ar~ products that runs on workstations in a
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Windows NT environment. This configuration would require total redundancy for fault tolerant
purposes. Independent file servers without the need for a host platform is essential.
1.2.3 Speed
Sub-second response time is required for time-sensitive Call Taker and Dispatcher activities on
the network.
1.2.4 Open System
The agency desires a completely "Open System" environment with a totally native operating
system that is vendor independent. This provides an easy connection to external systems that are
in use in the agency. This open technology would allow for easy addition of workstations,
including laptops, if they are desired.
1.2.5 Continuous Processing
The system must have no single point of failure.
1.2.6 Windows
The functions and features of a 32 bit Windows platform product is required in order to support
concurrent system processing. Windows would provide the ability to switch between
applications easily.
The user must be able to switch among any workstation based application which the user may
require.
The system must be flexible. Code tables must be user-defined with help easily aeeessibie.
The system must utilize list boxes for users to select information. If more selections exist than
can be displayed wi .fffin the borders of the box, scroll bars must provide scrolling capability.
Operators must have the ability to use a mouse, button or hot key combinations to move around
the application. Pre-programmed function keys must be available on selected screens to conduct
functions most often used. The system must be easy to use with minimal keystrokes.
Every field, screen, and operation in the system must have associated on-line help information
and the ability to easily search this on-line help and to display additional information about any
subject. In addition, the vendor must provide both hard copy and on-line documentation on the
system.
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A function key should display a listing of valid codes for any coded field in the system. These
codes should display in .a list box that the user can scroll through and select the desired code to
have it automatically entered in the field on the screen.
The ability to cut and paste to/from other Windows applications is desirable.
1.2.7 System Availability During Backup
The system must perform database backups while the system is operating. Operations must
continue regardless of the system maintenance that is being performed simultaneously. There
should be no scheduled down time for system maintenance.
1.3 CAD Integration
1.3.1 Records Management - Police & Fire
The CAD system must be capable of being fully integrated with a contemporary network based
Police and Fire Records Management Systems. Documentation must be provided which
articulates the methodology used by the vendor for external records system integration.
1.3.2 E911/ANI/ALI
The CAD system must be integrated with an E9-1-1 system which provides ANI/ALI
information and prefills the Call Taker screen with this information.
The E911 interface must eliminate the need to manually enter the caller’s telephone number,
location, etc. or the need to manually request the data to be displayed through a command or
function key.
The system must support a fully integrated E911 which captures the caller’s location information
at the moment the call is answered and displays a complaint processing window with the
information pre-formatted .into the screen.
The E911 operator must only enter a call-for-service/nature code for the call to be ready for
routing and dispatch. The operator must also be able to enter comments and additional
information pertaining to the call.
1.3.3 National Crime Information Center (NCIC) Interface & County (SLETS) Databases
The system must allow users to make inquiries into known persons, warrant, property, and
vehicle information databases through Santa Clara County’s SLETS system. This must be done
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through the CAD application and notrequire the dispatcher to hot-key between applications
running on the same workstation. The SLETS system requires bi-synch protocol for exchange of
data with the CAD application.
Certain updates made in the CAD system must update the NCIC database. The system must
have the ability to have NCIC information be displayed at the CAD workstation.
Users must also have the ability to print the information.
An appropriate audit trail must be maintained at all times with relationship to external database
inquiries.
1.3.4 TDD Device Interface
The system should interface with the Plant Equipment, Inc. MAARS TDD. The system should
capture both the caller’s ASCII or baudot messages and the Egl 1 operator’s response to the caller.
This two way conversation should display in a pop-up window. The date and time-stamped
TDD conversation should be logged by the system and associated with the complaint/event
number automatically. This logging and event association provides an important link between
the two and eliminates the need to retain hard-copy records of the conversation and redundant
data entry.
1.3.5 MDC)Laptops Interface
The system must be capable of supporting MDC’s controlled by TrafficMaster software provided
by Western Data Com, using lapt0p computers in the police vehicles.
The system must provide the CAD operators with a conversational link to the mobile data
terminals logged onto the CAD system.
When an officer logs the unit into the CAD system, the unit’s identity will appear on the
Avatlable Resource" status monitor.dispatchers " "
When units are dispatched to an incident, all information abo~t the incident is formatted by the
system and passed to the MDC’s for delivery to each of the dispatched units.
Upon receipt of the dispatch assignment, the officer will acknowledge it by pressing a designated
function key. MDCs Will route this action back to CAD where the units status will be posted and
time stamped. The dispatcher’s monitor will now reflect the units new status (Enroute) and time.
When the unit arrives at the assigned location, the officer will press the designated function key
indicating unit arrived on scene. MDCs will route this action back to CAD where the units status
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will be posted and time stamped. The dispatcher’s monitor will reflect an arrived status and time.
Upon completing the event, the officer will type the appropriate clearing codes/remarks and the
designated function key to clear the incident and place the unit in "available" status. The units
current status will be displayed on the dispatcher’s status monitor and the incident will be
completed.
At any time before, during, or after an incident assignment, any unit logged into the system may
send and receive free form messages to or from any dispatcher or IVIDC operator who is also
logged into the system.
A number of CAD database inquiry capabilities must exist, which will allow MDC units to
retrieve resource information. Resource activity history, unit status, and incident status
information can be readily displayed and allow Supervisory monitoring of status of field units "
and incidents.
The system should provide the ability for MDC units to dispatch themselves through the
following functions:
Miscellaneous Status - Used to place unit out of service for specific reasons such as meetings,
court appearances, lunch, etc.
Vehicle stop - Creates vehicle stop event and alerts dispatcher of potentially dangerous
situations. Initiates automatic license plate and wanted person checks. Any "hits" must be
routed to the patrol car and a copy sent to the dispatcher’responsible for that unit.
Resource initiated - Resource initiated is used to create an event when a unit becomes ’aware of a
situation requiring attention (accident, prowler, etc.).
Emergency status - This is a special function key which when pressed places the unit in an
emergency status. The units emergency status will be displayed on all status monitors in user
specified blinking color and information about the units last known activity/location will. be
broadcast to all MD equipped units. Supervisor intervention will be required to clear the
emergency status.
These unit initiated events must appear on the dispatcher’s status .monitor automatically. The
system will track these incidents in the same manner as any incident entered and dispatched by a
dispatcher..
The system access security control is a table driven feature which can be displayed or modified
only by authorized persons. The table parameters determine which users have access to the State
and National network and the CAD system.
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1.3.6 Message Switch
The system must be fully capable of passing inquiries, requests and responses to/from a message
switch. The Department is currently using a message switch provided by Eclipse Systems of San
Jose; CA. This system is capable of using either asynchronous or network communications. The
vendor, should consider the cost effectiveness of integrating with this message switch versus
replacement.
1.3.7 Tone Encoder Interface
The system must provide a completely integrated tone encoding capability which eliminates the
need for an operator to manually determine the code sequence(s) to dispatch a resource and enter
them on the keypad.
The system should instead, evaluate the signal code, call routing and unit dispatch~ information to
obtain tone encoding information from user definable tables and then pass this information to the
alerting system, initiating the’proper tone dispatch sequence without operator intervention. The
dispatcher should only need to be concerned with assigning equipment and dispatching the event.
The Palo Alto Fire Department is currently working with a consultant to provide design
specifications for installation of the Zetron 6/26 station alerting package. Current practice is to
recite incident location details over the voice radio channel. The dispatch center may also utilize
a telephone ring-down line as a back up to it’s current system.
New public safety automation systems for the City of Palo Alto should allow for enhancements
to current fire alerting procedures. As the initial call for service is entered into the CAD system,
the computer should automatically verify the address and recommend units to respond.
The first notification method to the fire station will be over the Zetron system with the ability to
print a dispatch message on a station printer, control lights and stove, enable the public address
system, and activate the tone generator alerting device. Positive receipt of the alarm at the_ fire
station is via the same..line u.sing an acknowledgment button.
The Department currently uses detailed station run cards for the City. The run cards provide
graphic street, hydrant and landmark information for responding units. Additional site plans are
filed providing detailed pre-fire and premise information for certain target locations. These maps
are kept in files within each Fire Station. The geofile of proposed CAD systems should be able to
provide map numbers and pre-plan survey numbers in conjunction with an incident dispatch. It
should be noted that, in the new system, vendors are required to propose a fire alerting approach
that provides for the general capabilities described above and the following specific
requirements. The system proposed should include modems, terminals, incident printers and an
’CITY OF PALO ALTO: RFP 99680
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acknowledgment button system.
1.3.8 Time Synchronization
The vendor will supply a Net Clock II or similar interface to synchronize the system timers with
WWVB National Standard time. This software will reside on the file server and will reset the
clock on the LAN and then broadcast to all workstations. This synchronization will occur Once
per minute and will be transparent to the users.
1.4 CAD Working CRT Screen Arrangement
The Dispatcher window/screen and the Resource/Incident Status Monitor window/screen should
be displayed on high resolution monitors.
There must be interchangeability of call taker and dispatcher so that a dispatcher can display the
Call Taker Window to enter calls during those times when personnel distribution mandates this -
configuration.
Dispatchers must be able to easily view critical resource and incident information in order to
prevent a possible situation of missing an alert or an emergency condition. User defined colors
should aid in displaying resource or incident information based on priority, system timers or
other determined criteria.
Dispatchers must be able to easily view resource/unit recommendation and the system must
provide dispatchers with the interaction between the incident and the unit recommendation.
Database inquiries, such as listing valid codes, must be displayed to the call taker or dispatcher in
the working area, with the ability to scroll through the entire list, select from the list, and have it
pre-filled in the field. It is desirable to have the ability to search for a topic or type code by
keyword or phrase. This provides a paging or scrolling capability in addition to an interaction
with the entry formats.
1.5 Call Taking
There must be a single format for entry of in’formation about an incident for all agency types.
The agency type(s) will default based on the incident type and the operator can override this
when creating the incident. The system must create separate incidents for each agency type.
These incidents must be linked together. If a dispatcher reviews an incident for a particular
agency type, then only information relevant to that incident should display. Operators must have
the ability to easily view a list of related incidents..
CITY OF PALo ALTO: RFP 99680 7 .........
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T_he system must have the capability of allowing call or telephone report entry from sites other
than the dispatch center. Other areas might include but not be limited to: Police Front Desk,
Animal Services, Utilities Service Center and Stanford University.
Thee Call Taker Window shall be displayed by pressing a function key or have it automatically "
displayed when the call taker answers the phone, if using E9-1-1.
The system mustprovide hot keys, so that an operator can move to a field easily by pressing a
hot key combination.
The system must automatically provide the call taker and dispatcher With additional information
based on the location and/or the call for service, such as flags for premise history, current
problems, hazardous materials, etc. For complete system requirements on flags, see section
1.5.6.
Field headers shall be abbreviated and operators shall easily differentiate between field headers
and data in fields.
Incidents must be prioritized based on the nature of the call for service. The priority should
default based upon the incident type. The call taker and dispatcher must be able to override this
priority. If the call for service is changed during the call, the priority must automatically change.
Priorities must be user-defined.
The system must document changes made to the incident type or location.
1.5.1 Location Entry
The system must allow a call taker to enter the following types of location:
Premise address
Intersection
Common place name
ALI information
Street names
Alias street names
The system must pr0vide.the call taker with the ability to perform partial and misspelled street
searches. If a call taker enters an invalid address, the system must display a list of alternatives.
Address verification should occur as soon as the location is entered. This verification should
allow for an override capability to easily create incidents at non-verified addresses.
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The system must handle common place names as part of the geofile. This information should not
reside in a separate file from the geofile. The system must prefill the address in the location field
when a common place name is entered. Intersections must be entered in either street order. The
system must provide a location ID field in the geofile to handle special locations situations.
The system must provide the ability to enter additional location information, such as directional
information and apartment number. ,
The call taker must also be able to enter other/alias street names in the location field when
entering an incident. It must not be required for the call taker to know in advance if a street name
is an alias.
Operators must be notified if address validation fails then be provided with a list of alternatives.
The operator shall be able to select from this list and have it pre-filled in the location field. At
any point during the validation, the operator shall have the ability to override the validation and
create the incident at an non-verified address.
If an operator enters a non-unique common place name, such as McDonald’s, and many
McDonald’s exist, the system will display a list of McDonald’s with sufficient information to
assist the operator in identifying the appropriate one. Upon selection, the appropriate common
place shall be pre-filled on the Call Taker Window.
If an operator enters an incorrect street prefix or suffix, the system shall treat this as a misspelling
and must display a list of possible alternates.
The system must allow an agency to maintain alias street names as pan of the geofile. The
operator shall enter an alias street name in the location field on the Call Taker Window.
The system must determine the correct beat/zone/runcard for the entered address whether
manually typed, derived from the common place name, or from ALI data. The system must
determine if the location exists and if an entered location is unique.
At the time of Geofiie veri~cation, the system must add the following related data which
displays on the Call Taker and Dispatcher Windows:
Cross streets
Location identifier
Judsdicti0n code
Municipality code
Keymap
Hazardous Situations
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1.5.2 Hot Calls
The system must provide a Hot Call feature that allows a call to be routed to the dispatcher upon
entry of only a location and call for service type. The Call Taker Window should be redisplayed
with the incident information, allowing the call taker to continue with the call.
The Dispatcher Window should indicate that additional information is yet to be displayed. As
soon as additional information is added to the incident, the Status Monitors should indicate this.
1.5.3 Hold Calls
Call takers must be able to place calls on hold and retain the information already entered, while
clearing the screen for entering more critical calls. A facility must be provided to retrieve held
calls. The Call Taker Window must have a field which displays the total number of calls on hold
at all times. A warning message must display automatically to the call taker and the supervisor
to alert them that a call on hold has exceeded a user-defined period of time.
The system must provide a facility for prohibiting the hold call feature for specific calls for
service.
1.5.4 Duplicate IncidentDetection
The system must provide automatic duplicate call checking as soon as the call taker enters the
location and call for service. Duplicate calls are determined based upon the call for service
category and location. If the system detects a possible duplicate call situation, a list must be
displayed to the call taker for review. The call taker must then be provided with the options of
either updating the call information, canceling thecall, or creating a new call.
1.5.5 Incident Updates
The system must provide the ability for the dispatcher to change any information related to an
incident.
The system must provide a capability for canceling pending incidents.
All transactions involving an incident or a resource must be recorded. The system must have the
ability to print an incident log as an audit of incident occurrences.
If a call for service code is changed, the system must track changes, and record the time of each
change and the code it was changed to..If the location is changed then the system should ¯
automatically create a comment as part of the incident record. This comment must be date and
CITY OF PALO ALTO: RFP 99680
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time stamped.
If a call taker updates incident information, the appropriate dispatcher must be alerted that
additional information exists.
1.5.6 Flags
The system must provide the following flags that displays information to the operators pertaining
to the incident:
24 Hour Activity at the Location
Geographical Information
Standard Operating Procedures
Notification
Location Information, including hazardous conditions
Premise History
Current Problems
Hazardous Materials
Medical Data
Water Sources and Hydrant Information
With an interface to a Records Management System:
Fire Services Out
Building Inspection Information
Burn Permits Issued
Flags must appear automatically based on system activities.
1.5.7 Non-Emergency Calls
The system must allow users to classify a call as a telephone report only. The
call must not be routed to a dispatcher or display on the status monitor.
A database record must be created for the call to support premise history and call tracking.
1.5.8 Referral Phone Listing
A referral telephone number listing must be available which overlays the call
taker window. The list must display in alphabetical order. The call taker must
CITY OF PALO ALTO: RFP 99680 11
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halve the ability to enter a category code (or’select one from a list) to display only
the entries for that category type. The call taker must also have the ability to
enter a partial name to begin the display with that entry. The information must include
miscellaneous information (such as hours of operation), contact, address, and two phone
numbers.
1.5.9 Bulletin Inquiry
Users must have the ability to create, send, and display general bulletins by agency and by
division within agency. Users will be notified that a bulletin has been entered and will continue
to be notified until the bulletin is displayed.
1.5.10 Comments
Call takers must have the ability to enter an unlimited amount of comments to supplement those
entered in the Call Taker or Dispatcher window. Existing comments must display in a listing.
The system must automatically create a date and time stamp for each comment line. The system
must create comments automatically to reflect incident and resource activity. For example, when
a resource is dispatched, a comment to the incident should automatically be added.
The system must allow for the option of having comment displayed in chronological or reverse
chronological order.
The system must not allow comments to be changed after an entry has been processed.
1.5.11 Narrative
The system must allow for the entry, revision, and display of extended, unlimited narrative for an
incident. This narrative must include a word wrap and insert capability. This narrative must
include an ability to cut and paste information from other Windows applications.
1.6 Dispatch Functions
1.6.1 Routing
The system must provide an automatic routing feature such that based on the location and the
current distribution of personnel (i.e. number of dispatchers), the incident will automatically be
routed to the correct agency type and dispatcher. The call taker must be able to override this
automatic routing at any time. The ability must exist for any incident to be routed to multiple
dispatchers in the instance of multiple event creation.
CITY OF PALO ALTo: RFP 99680 "’1~’- "
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A~dispatcher must be able todispatch for any particular agency, agency type, or any
combination. A facility to easily change this must be provided (for example, the ability to change
from a police to a fire dispatcher.)
At the time of routing, the system must automatically assign the incident number, time of
routing, the date and visually and audibly alert the dispatcher of high priority incidents or other
updated information...
The system should utilize an incident number specific for each agency type, with the agency type
as the prefix for the incident number. ,
Case number assignment must be user-defined. The system must be able to automatically assign
a case number to incidents depending upon the call for service. Incidents can have a case
number assigned for each agency assigned at the time of route or on demand if a report is
required.
The system must be a fully multiple agency dispatching system. It must allow call takers to enter
incident information only once and yet create incidents for many different agency types. The
¯ system must provide the following functions:
Link incidents - to link incidents assigned to different agency types together.
Transfer incident - to transfer incident responsibility to another agency type.
Reproduce incident - to reproduce all incident information and create a duplicate incident
for another agency type without retyping the information.
Apply agency to incident
List associated incidents using a single keystroke
After units are dispat.ched, .the system must display all resources assigned to an incident. The
information must be displayed for each assigned resource:
Resource type
Resource number
Status
Elapsed time
Disposition
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1.6.2 Case Numbers
The system must maintain a separate sequential list of case numbers.for each agency. Case
numbers must be assigned automatically based on call for servic~ or as an option, assigned
manually by the dispatcher. Case number, if assigned, must display on the incident format. The
format must be Y~NNNNNNN for each agency code. The system must accommodate the year
2000 and beyond.
1.6.3 Redirection and Multiple Response
The system must provide the capability of redirecting an incident ~from one dispatcher to another.
The system must provide a function to define incident types (call for service) and determine the
required agency types: police, fire, EMS, and/or other. The system must automatically create
multiple incidents for multiple agency type, as necessary:
The system must also provide the functionality to perform this manually using:
Reproduce incident
Transfer incident
Link incidents
These multiple incidents must be able to be routed to different operators.
Operators must have the capability to first dispatch Fire, EMS, or Law Enforcement personnel
and then dispatch the other agencies.
1.6.4 Dispatching
Dispatching a unit, units, or group,must be via function key, mouse selection or command
syntax.
Pun Tickets must aut0mati~ally print at each station when Fire or EMS units are dispatched. All
flags and hazard conditions should be included in this run ticket including the status of the
nearest water sources.
1.6.5 Queuing/Timers
Incidents routed to a dispatcher must be listed in a pending queue of unassigned incidents. There
must be a summary list of unassigned incidents available to the supervisor.
CITY OF PALO ALTO: RFP 99680
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The dispatcher must be alerted of incidents that remain in a pending queue over a user-specified
amount of time. The system must provide dispatchers and supervisors with a visual indication
that a timer has been exceeded. The dispatcher must be allowed to place a pending incident in a
deferred status for a specified amount of time. When this time elapses, or when the dispatcher
indicates, the incident should return to its original status.
Different incident types must have different default priorities. Calls must be queued based on the
priority and then time order. Highest priority calls must disp!ay first. The system must provide
the ability to easily distinguish high priority calls in the pending queue. The priority code table
must be user-defined.
The system must provide the following timers:
Pending queue - how long an incident has remained unassigned.
Dispatch - how long an incident has been in dispatch state.
Dispatch Acknowledge 7 how long a resource has acknowledged dispatch but not
changed its status.
Enroute - how long a resource has been. enroute
Arrive - how long a resource has been on-scene
Once a dispatcher performs the appropriate action against the unit, such as change the resource
status, then the timer must be automatically turned off.
The dispatcher must be able to turn off or reset the amount of time set on a status timer for a
specific incident or a specific resource.
1.6.6 lncideht Message Changes
The system must automatically indicate if information is changed or added to a
pending/unassigned incident. Dispatchers must have the ability to view the added or updated
information automatically. "The system must permit an operator to cancel pending incidents.
1.6.7 Unit Recommendation
The system must provide an extensive and flexible unit recommendation strategy. It must be
flexible enough so that different types of units can utilize different features.
The system must display a list of recommended units for dispatching. The operator must have
the ability to scroll through the list and to select those resources to be dispatched. Recommended
units and assigned units must display in different areas on the incident message display. If a call
for service is changed or an alarm level upgraded, the system should automatically recalculate
CITY OF PALO ALTO: RFP 99680 "
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the additional recommended resources.
The recommended response shall be based on any or all of the following components:
¯Geographic plan
¯Required resource or equipment type
¯Location
¯Geofile modifier
¯Call-for-Service
¯Alarm level
¯Zone or grid
The system must provide an option for the dispatcher to display recommended resources for
ePdaer the available recommended resources only or all recommended resources, which includes
both available resources and assigned resources. In this way, additional resources appropriate for
the incident can be dispatched as they become available or assigned resources can be freed and
reassigned if necessary.
The recommended resources must be displayed in a list box that permits scrolling through the
entire list so that the dispatcher can select those resources to dispatch.
The following data must display for each recommended resource:
¯Resource type
¯Resource number
¯Current status
¯Call-for-service code, if assigned
¯Incident number, if assigned
¯Location, if assigned
The system must allow an agency to define required response types based on the call for service.
The dispatcher must be able to change the resource type of any resource for a particular incident.
The resources that represent the required response types must be highlighted. The dispatcher
must be alerted to which resources the agency requires for the type of incident.
The dispatcher must be able to override any resource recommendation and dispatch any other
available resource. The system must provide a resource recommendation strategy that assists
dispatchers, but also provide the flexibility to ignore the recommendation.
The system must also provide a facility for assigning resources to a group, and recommending
CITY OF PALO ALTO: RFP 99680 16
PART II - SCOPE OF WORK OR SERVICES
an_d dispatching groups of resources, in order to dispatch an entire fire station or precinct.
The system must support the use of geographic area planning that allows an agency to redefine
their personnel distribution of dispatchers and call takers at different times of the day or week. It
must not be necessary to change the geofile to change unit response zone.
The system must accommodate a large number of units participating in an incident and all will
be recorded as part of the incident history. The system must have the ability to dispatch backup .
resources to an incident. "
As alarm levels are upgraded, the system must retain the original recommendation tables and
recalculate the unit recommendation based on the upgraded alarm level.
The system must have the ability to perform a resource fill in, which temporarily replaces a
resource with another resource whenever the original resource appears as a recommended
resource.
1.6.8 Freeing Resources
The system must provide the capability to free a resource from an incident. If the primary
resdurce is freed then the first remaining backup resource must become the primary resource.
If no resources are left assigned to an incident after the resources are freed, then the incident must
be returned to the unassigned incidents monitor.
The system must have the ability to document up to eight persons to a resource.
1.6.9 Final Incident Type Code Recorded
The system must allow a call taker or dispatcher to change the call for service at any point during
the call. The system, must track the final code changes during the call as part of the incident
record. The system must also track the time that the call for service is changed.
1.6.10 Self-initiated Incidents
The system must provide the capability to initiate an incident for on-view incidents and vehicle
stops. By default, the incident should be automatically assigned to the originating resource, but
the dispatcher must beable to assign a resource other than the initiating resource to the call.
Dispatchers should be able to enter information in any order, for example, location then plate or
visa versa. Related database inquiries will automatically be created upon creation of an incident,
such as a vehicle stop.
CITY OF PALO ALTO: RFP 99680 17
PART II - SCOPE OF WORK OR SERVICES
1.6.11 Unit Reassignment
The system must provide a facility for switching unit assignments, in order for dispatchers to
document units that switch assignments.
1.6.12 Cancellation of Incident
The system must provide the capability to cancel an incident at any time. If an incidentis
canceled prior to routing, a copy of the incident must be maintained. This is for historical
purposes, assisting in detecting system or software failure and to reflect on communications
center activity without regard to the commitment of resources. If canceled after routing, the
system must maintain the incident number. Incident numbers must not be reused.
1.6.13 Miscellaneous Status
The system must provide for the ability for a unit on a user-defined miscellaneous status, such as ’
meal break, directed patrol, to be either available or unavailable for dispatching.
The system should document the location and the elapsed time spent on each activity. The
agency should be able to define an unlimited number of status codes.
1.7 Status Monitors
All monitors must be updated as the status of incidents or resources change.
The top line of each status monitor must show a running system clock and the codes for the areas
of responsibility being monitored. The number of incidents or resources for each monitor must
also be displayed at the top of each monitor.
If a status monitor window is full, scroll bars must be available to display the additional data.
Each monitor display area must be sizable.
Certain information on eacl~ monitor must be emphasized to attract the dispatcher’s attention to a
critical situation or incident information that has been updated.
Status monitors must display at all times and work interactively with the dispatch area or
independently. The dispatcher should be able to perform dispatch functions from the Status
monitor.
The system must provide for Up to four different status monitor windows: unassigned incidents,
unassigned resources, assigned incidents/resources, and assigned/unassigned resources.
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
Different monitor emphasis must be able to indicate the following:
High. priority incidents
Incidents exceeding time in pending parameter
Incidents not yet reviewed by the dispatcher
Incidents modified since routing occurred
Resource status
Resources manned by multiple personnel
MDC resources
Whether an unassigned resource is available or unavailable
Resources exceeding status timer parameters
Emergencies
Alarm level upgrades
Incidents with a location that has premise history data
1.7.1 Law Enforcement Status Monitoring
The following data must be displayed for unassigned incidents:
Priority
Time received
Elapsed time
Call for service or incident type
Incident number
Zone
Location
The following data must be displayed for unassigned resources:
Agency type
Area of responsibility
Resource typ.e.
Resource number
Status
Station
Reason, if on miscellaneous status
The following data must be displayed for each assigned incident/resource:
Agency
Agency type
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
Station
Resource type
Resource number
Status
Elapsed time
Call for service, if assigned
Alarm level, if assigned
Incident number, if assigned
Zone
Location or place
Plate and state, if assigned
Number of personnel
The following data must be displayed for each assigned/unassigned resource:
Agency
Agency type
Station
Resource type
Resource number
Status
Elapsed time
Call for service or incident type
Alarm level
Incident number
Zone
Location
1.7.2 Fire, Rescue, & EMS Status Monitoring
Status monitors must include:
~Station resources
~Active incidents
~Indication of multiple person resources
The system must accommodate various EMS and Fire unit status conditions. These include but
are not limited to:
Dispatch ¯
Dispatch to staging
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
Dispatch Acknowledge
Enroute to scene
Enroute to hospital
Enroute to another place
Enroute to station
Enroute to staging
Arrive at scene
Arrive at hospital
Arrive at another location
Arrive at station
Arrive at staging
Return to scene
Finish/Clear
Containment time
In Station
Miscellaneous status which can indicate that a unit is either unavailable or available.
The systemmust also track hospital codes and hospital status to assist dispatchers in identifying
available hospitals for various trauma capabilities.
1.7.3 Other Status Monitor Features
The system must allow an operator to define up to 9 areas of responsibility for each Status
window. An area of responsibility can be a geographic zone, agency, or agency type. Areas of
responsibility must display on each monitor and must be user-defined.
The supervisor position m~ist be able to monitor all resources while an individual dispatch
position must be able to only monitor those resources for which it has responsibility.
Dispatchers must have the ability to perform dispatch functions for other areas.
Status monitor equipment must be capable of being operated remotely across the network and in
real time. This will permit other users, Such as the Watch Commanders Office, Police Front
Desk or Fire Chiefs Office to set upa status monitor for supervisory purposes.
1.8 Supervisor Functions
The communications supervisor position should have full call taker and dispatcher capabilities. The
supervisor may monitor all activity within the system through the use of the following summary
display dialogs:
CITY OF PALO ALTO: RFP 99680 21
PART II - SCOPE OF WORK OR SERVICES
Current activity of resources
Status of incidents
Status of incidents and resources in designated dispatch areas
Total activity in the system at any given time
Also, there should be several utility functions that allow the supervisor to set geographic area plans
for resource allocation and initialize incident and case numbers. The supervisor must be able to
check personnel status.
All system errors must be displayed at the supervisors and system administrators terminals and be
written to a disk file "log" for later analysis and problem resolution.
1.9 Geographic Database Functions
The vendor must provide a conversion of a geographic database based on either City GIS data or
other ASCII, comma delimited data records. Costs associatedwith this conversion must be
included in the proposal at a fixed price.
The geofile must be essentially a file of block faces, intersections, alias street names and
common place names.
The vendor must provide reports which list the data in the geofile, including exception reports for
records that are incomplete or are in conflict with other data.
The geofile database must be in a format which is accessible via common "off the shelf’
reporting tools and utilities.
1.10 System Inquiry
1.10.1 Generalized File Retrieval and Update Capability
Authorized users must have the ability to easily build new databases and access existing
databases to perform searches and reports that may fall outside of the basic system specifications.
Operators must be able to perform queries and view information utilizing separate windows, or
dialogs, while maintaining the dispatcher window on the screen.
1.10.2 Unit History Inquiry
The system must maintain a detailed unit history file. The system must provide the ability to
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
scroll through this information on-line. This function must be available to authorized users from
remote terminals throughout the agency(s) either through direct, local area network or modem
connection.
Unit history must include out,of-service time.
Users must have the ability to print information from this detailed unit history file.
1.10.3 Premise History Inquiry
The system’s premise history file must allow for multiple records per address. A flag must
display to alert users that premise history exists. The system must allow users to view detailed
information about premise history.
The type of information displayed on a premise history inquiry must include:
¯Date
¯Call for service
¯Agency
¯Agency type
~Resource
¯Resource type
¯Incident number
¯Case number
¯Disposition
Premise history must match the exact address or block face of the incident location. The system
must also display a separate flag to alert users that 24 hour premise history exists.
1.10.4 Miscellaneous Inquiries
The system must provide a .query listing all of the personnel assigned to a particular resource.
An inquiry capability must exist to display a summary of all pending incidents.
1.10.5 Ad iqoc Inquiry
The system must utilize a non-proprietary database capable of using SQL to permit user-
generated inquiries. The system must be able to easily interface with existing Windows
applications for ad hoe inquiry.
Users must also have the ability to print the information.
CITY OF PALO ALTO: RFP99680
PART II - SCOPE OF WORK OR SERVICES
1.11 Other Functional Requirements
1.11.1 Security Control
The system must include a set of features to prevent unauthorized access to the system which
includes:
Access restri’ction by User ID and password.
Restriction to Supervisor functions
Additional security features must include:
Access restriction by station
User inclusiveness and exclusiveness
Other desirable features are as follows:
Half-hour security checks - check user accounts and force user to log -
out if user account is disabled, or expired or log in time has elapsed.
Enable and disable user account
Specify account expiration dates
Limit concurrent user connections - user can only be logged in on a
specified number of terminals
Required passwords
Password changeability - can specify for which accounts the system
administrator can change the password
Forced periodic password changes -
Required unique passwords
Encrypted passwords
Log in time restrictions
Station restrictions
Auditing of user log in and log out
User-defined number of incorrect log in attempts during a.specified
length of time
Disk resource limitation
The System Administrator must have the ability to implement these features at his or her own
discretion.
The system must log incident and resource activity and print logs automatically.
CITY OF PALO ALTO: RFP 99680 ...... 24 ’ "
PART II - SCOPE OF WORK OR SERVICES
1.11.2 Dynamic Beat Pattern Support
The system must support the use of Geographic Area Planning that allows an agency to redefine
their personnel distribution of dispatchers and call takers at different times of the day or week.
Supervisors must be able to override pre-established plans by agency. The system must
accommodate up to 999 plans for each agency.
1.11.3 On-line Update for Unit Recommendation Table
All Law Enforcement, Fire, and EMS unit recommendation information must be Updatable on-
line by a supervisor or system technician.
1.11.4 Hydrant Location File
The system must provide a hydrant/water source file that includes the status of hydrants. This
information must not only appear as a flag to a dispatcher but must print on run tickets at the
remote fire stations.
1.11.5 Hazardous Location File
The system must provide a hazardous materials flag that displays free form text related to the
hazardous materials at any location. This flag must be displayed to the dispatcher automatically.
The system must have the ability to display a Windows compatible hazardous materials
application on the same monitor as the CAD system.
1.11.6 Personnel File
The system must provide a personnel file that includes the following information for each
person:
Id number
Name
Social Security Number
Agency
Agency type
Badge number
Hire dates
Termination date
Special skill codes
Home address
¯ CITY OF PALO ALTO: RFP 99680 25
PART II - SCOPE OF WORK OR SERVICES
Home phone number
Contact person
Contact address
Contact phone
Who makes emergency contact
Blood type
Medic alen
Hospital preference
Doctor
The system must provide a query for displaying those officers with a particular special skill.
The supervisor must have the ability to easily query an officer to determine the resource to which
they are assigned.
1.11.7 Backfill Event Processing
If the system is shut down for any reason, the incidents that were processed manually during the
shut down must be easily entered into the system once it is operating live. All number sequences
must remain intact and all data bases brought up to date.
1.12 Reports
1.12.1 Special Report Generating Capability
Authorized users must be able to easily build new databases and accessexisting data bases for
searches and reports which may fall outside of the basic system specifications. This Ad Hoe
reporting capability must utilize SQL. This would include reports such as an officers daily
activity or false alarms response report.
The system must easily interface to existing Windows Report Walter applications. The Ad Hoc
reporting capability must utilize Windows and a mouse for end user ease of use.
1.12.2 Incident Hot Log
The system must provide an Incident Hot Log that automatically prints as each associated step
used to process a call or dispatch resources is completed.
1.12.3 ResOurce Status Update Log
The sys.tem must provide a Resource Status Update Log that automatically prints whenever the
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
status of a resource is updated.
1.12.4 Fire Run Tickets
The system must provide fire run tickets that automatically print on remote printers located at the
agency fire stations when resources have been dispatched to an incident. Run tickets must be
printed in multiple copies for multiple resources being dispatched from a single agency.
Run tickets must provide the following types of’information:
Incident location information
Hydrant and water source information
Flag synopsis information
1.12.5 Resource Schedule Report
The system must provide a report that will list the resources scheduled for work during a
particular shift.
2.0 SUPPORT SERVICES
2.1 Hardware and Software Support
The vendor shall be prepared to provide software support equal to 7X24 coverage of all system
software and hardware.
The system must be equipped with a modem that can be used to perform remote diagnostics and
program upgrades via standard telephone lines. There shall be security protection to prevent
unauthorized access to local or remote data base files through this modem.
2.2 Source Code
The vendor must be willing to escrow or provide the agency with software source code.
2.3 Program Product Update Releases
Major updates to program products must be performed and, if necessary, configured by the
vendor as pan of any maintenance agreement. Copies of updated versions must be placed in
escrow if applicable.
cITY OF PALO ALTO: RFP 99680 27
PART II - SCOPE OF WORK OR SERVICES
2.4. Information Services
The selected vendor must offer consulting, software design, and coding, as required for the
following reasons:
Assistance in conversions
Software modifications
Database design
Data communications
System optimization
3.0 TRAINING
The selected vendor must provide all classes on-site.
The selected vendor must allow for the agency’s participation in the development of the training
schedule.
At least two individuals will be designated as system administrators or, supervisors. Training
will be provided for system administrators, at least two internal staff trainers and all end users.
Classes must utilize a "hands-on" approach to learning.
Courses should be separated into classroom lecture and discussion and hands-on labs
for problem solving.
Agency supervisors must be trained in the planning, implementation, and operations of
the software.
Months or years after the system is installed, the vendor must provide in-service training
or refresher courses.
Ability to provide simulated incidents for dispatcher training that do not affect live operations:
(1)
(2)
o)
Simulated incidents queue only to training position
Training activity does not increment incident numbering
Training activity does not change actual unit status on active monitors
4.0 DOCUMENTATION
Documentation is an essential tool to address issues such as user acceptance, support
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
requirements, trouble shooting problems and easy software modification for future upgrade of
the system. Complete documentation in areas such as programming, system, operational and
user is expected.
Program documentation is defined as that information written within the source code by the
programmers. This will aid in maintaining the system in the event the programmers are no
longer available. The vendor must be prepared to provide this documentation.
The system manual must provide training instructions and reference information for the CAD
system. This document must contain a system overview, listing design features and defining
terms and techniques. Each subsequent section must contain a learning sequence covering the
functions related to the section, illustrations, access information, a description and a procedure
for each window or dialog included in the section. This manual must be both a training and
reference tool for call takers and dispatchers who are responsible for operations in the
Communications Center, as well as for administrators who are responsible for supervising the
operation of the system.
Documentation materials must also be provided on magnetic media with authorization to copy so
the contents can be "cut and pasted" within other Department procedural material or instructions.
5.0 INSTALLATION AND IMPLEMENTATION
The selected vendor must be staffed with professional service consultants with prior
public safety service credentials.
Services should include but not be limited to the following tasks:
Confirm all required documentation is provided.
Confirm correct levels of required software are provided.
Review and confirm the training and installation plan.
Set time frames and assign personnel to all tasks.
Ensure name(s) of agency-appointed System Administrator.
Discuss data conversion/installation.
The selected vendor must provide on-site installation services after classes are completed.
Vendor Responsibilities
To provide equipment at established purchase charges with an option of the agency
purchasing their own equipment.
To provide technical assistance and guidance in the physical installation and
CITY OF PALO ALTO: RFP 99680 29
PART II - SCOPE OF WORK OR SERVICES
planning of the system.
To provide education.
To provide operating system, environmental, and application software and necessary
support at established program prices.
To provide programming and technical assistance if necessary.
To continually provide the agency with information on new developments in
system techniques and equipment which may apply to or enhance operations.
Agency Responsibilities
To validate plans proposed by the vendor, including equipment configurations,
systems design, system installation, migration, procedures, and forms.
To provide the physical site preparation for installation and operation of the
equipment.
To provide personnel, supervision, and management sufficient to obtain the
desired results.
6.0 ACCEPTANCE TESTING CRITERIA
6.1 Module Acceptance
The City expects .the vendor to allow an acceptance test period of up to 30 days for each module
installed. Failure to successfully complete an acceptance test will require a plan by the vendor
within three days of notice of failure. The plan should identify the process for correction.
6.2 Hardware Acceptance
If hardware is supplied by the vendor, the City expects that acceptance will be based on a series
of mutually agreeable criteria to simulate the traffic load at peak hours. Vendor supplied data for
preliminary testing will not be used as a determining factor for final acceptance. Actual
conditions must be the final determinant. Warranty periods should not begin until acceptance.
6.3 Final Acceptance
Once all hardware, software, installation and training are completed, the City expects the vendor
to allow a total system acceptance test period of 90 days under normal operational conditions
using real time data. Users must be able to fully assess the functionality of the system in an
operational environmer~t.
Upon notice of failures during this testing phase, the testing period will be canceled and the
vendor will immediately correct the deficiencies of the system. The test will begin again from
~31TY’OF PALO ALTO: RFP 99680 30
PART II - SCOPE OF WORK OR SERVICES
the beginning after all identified problems are resolved. If problems resurface, the process will
be repeated.
If the vendor is not successful at repairing all problems to the satisfaction of the City, the City
will continue the use the product until problems are resolved. Such use will not be viewed as a
final acceptance of the product.
Once the City is satisfied that all terms and agr6e.ments have been met, final acceptance can be
executed. Software warranty and maintenance will not begin until that time. Vendors should
consider potential delays caused by this process during installation and ensure that cost estimates
accurately reflect true costs.
7.0 SYSTEM ENVIRONMENT
7.1 Hardware
The network must consist of personal computers as workstations.
High resolution monitors must be utilized for the dispatcher workstations.
The CAD system hardware must be connected to an Uninterruptable Power Supply (UPS) for
backup power. The vendor must specify if their proposal includes pricing for UPS equipment. If
vendor’s intention is to use the Department’s existing UPS, proposed system equipment load and
capacity specifications must be provided.
The system must be flexible enough to be easily expanded with minimal disruption to operations.
The agency must be given the option of purchasing their own hardware.
7.2 Local Area Network
The system must operate in.a Local Area Network configuration. The proposed system should
utilize a non-proprietary database capable of using SQL for report generation.
7.3 Windows
¯The system must utilize an open, industry standard tool set. It is desirable that functions and
features of a 32bit Windows platform be available in the system.
The user must have the ability to easily switch between applications. This includes switching
among any workstation-based application the user may require (i.e., word processing,
CITY OF PALO ALTO: RFP 99680 1
PART II - SCOPE OF WORK OR SERVICES
spreadsheets, graphics, etc.)
8.0 COMMUNITY POLICING
The system must facilitate community policing procedures. In order to address these special
requirements the CAD system must provide:
Multi-jurisdictional dispatch
Special non-emergency call handling
Flexible, multi-agency resource recommendation strategy
Provide comprehensive information to the officer including ~tandard problem solving
procedures and available community resources
Ability to document the time spent and the location of non-incident activity
END OF 8.0 COMMUNITY POLICING
CITY OF PALO ALTO: RFP 99680
PART II - SCOPE OF WORK OR SERVICES
PROPOSAL QUESTIONNAIRE
Please read this questionnaire and complete it as a part of the response to the Request For Proposal.
questionnaire will be used for evaluation along with the responses to the Request For Proposal.
Date To CITY OF PALO ALTO
Company:
Software Proposed:
Version Proposed:
Date Released:
This
CRITERIA RESPONSE
CUSTOMER BASE:
Total Installed Base
Total Users
Number of Users of Version Proposed
Total Sites
Number of Sites Proposed Version
Implemented
Contract Dollars - Largest, Smallest
REFERENCES:
At least three
Recent experience
Duration of relationship
QUALIFICATIONS OF PKINCIPALS AND
STAFF:
Years experience in industry
Public & Stock Exchange / Private
Staff Size - Management
Staff Size - Sales
Staff Size - Analysts
~taff Size - Programining / Testing
Staff Size - Training
Subcontracting Scope
¯ Experience in comparable organizations /
How many
Proximity to City and availability during
project
Organizational chart of project team
Resumes
CITY OF PALO ALTO: RFP 99680 33 ’"
PART II - SCOPE OF WORK OR SERVICES
FAMILIARITY WITH CITY:
Prior work with this or other City
departments
Most recent experience
FINANCIAL STABILITY
Annual Financial Report
Durra and Bradstreet Report
Credit Report
PRICE SUMMARY:
Software
Hardware
Implementation
Training
Maintenance
SCHEDULE:
Duration - Elapsed time
Major Milestones - Attach
Resources
USER COMMUNICATIONS: ’
User Group Meetings
Web Site
Newsletter
APPLICATION SOURCE CODE:
Included in Price
Language(s)
Company resources to complete
enhancements
DATABASE MANAGEMENT SYSTEMS:
Specify
License Included in Price / Additional
NETWORK OPERATING S~’STEM/S:
COMMUNICATIONS PROTOCOLS:
CITY OF PALO ALTO: RFP 99680 "’ 34 .........
PART II - SCOPE OF WORK OR SERVICES
INTERNET/INTRANET:
CLIENT CONFIGURATIONS:
SERVER CONFIGURATIONS:
APPLICATION PERFORMANCE
BENCHMARKS:
IMPORT/EXPORT CAPABILITY
REPORT WRITER:
END OF SECTION
CITY OF PALO ALTO: RFP 99680
POLICE DEPARTMENT
COMMUNICATIONS DIVISION
COMPUTER AIDED DISPATCH SYSTEM
REQUEST FOR PROPOSAL (RFP) # 99680
PART III - CONTRACT ADMINISTRATION
INSTRUCTIONS & FORMS
CITY OF PALO ALTO
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP
I. ~INSTRUCTIONS
A.INSTRUCTIONS TO PROPOSERS:
Proposal Format: Proposals shall be submitted in accordance with the following Instructions to
Proposers and the Scope of Work or Services - Specifications and Requirements (PAR. T III, herein) to.
receive consideration:
1.0 Unless otherwise called for, six (6) coDies of the Proposal, typewritten, shall be
submitted.
2.0 Proposals shall not. contain any modification of the work or services to be done under
the scope of the project. Alternative proposals are acceptable when called for. Exceptions to
requirements must be clearly identified in writing with full explanations.
2.1 When requested, the Proposer shall furnish a statement of financial
responsibility and experience in the Proposal.
2.2 Before submitting a Proposal, the Proposer shall examine and read the enclosed
documents, visit the site of the services to be provided if applicable, and be informed
as to all existing conditions and limitations.
3.0 This RFP shall not commit the City to award a contract, to pay any costs incurred in
the preparation of proposal made ~n response to this RFP, or to procure or contract for services.
InterDretati0n: If any person contemplating the submittal of a proposal for the Project is in doubt as
to the proposal procedures, such proposer should contact the City Manager of Purchasing/Contracting
If he is in doubt as to the true meaning of any part of the requirements, work, or other proposed
agreement documents, he should request that the City Project Manager pro.vide a written interpretation
or correction thereof. The proposer submitting the request will be responsible for its prompt delivery.
Any interpretation or correction of this RFP will be made only by addendum sent to those who have
received an RFP. City will not I~e responsible for any other explanations or interpretations of the RFP.
Withdrawal of Proposal: Any proposer may withdPaw a proposal, either personally or by telegraphic
or written request, at any time prior to the scheduled closing time for receipt of the proposals in
response to this RFP. No proposer may withdraw a proposal for a period of sixty (60) days after the
time and date set for opening thereof.
ProPosers Interested in More Than One Prooos6!; No person, firm or corporation shall be allowed to
file or be interested in multiple proposals for the same work or services unless alternative proposals are
requested.
Addendum: Any addendum issued during this RFP process shall be indicated in the RFP response
(PART II. ,"Acknowledgment") and shall be made a part of the agreement between the City and the
selected Proposer.
Prooosal List: Unless receipt of this RFP is acknowledged, in the form of a letter or a "no response,"
the Proposer’s name may be removed from the applicable mailing list. Mailing lists are maintained
solely as an accommodation to proposers. A "No Response" response may be submitted on company
letterhead or via FAX. Purchasing’s FAX: (415) 329-2468.
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 1
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP
ODenina of Prooosals: All proposals, regardless of any irregularities or informalities, will be opened and
only the name of the Proposer publicly read aloud at the time and place set forth herein. Late
(delivered) proposals may be rejected.
1.0 In cases where only one proposal is received, such proposal will be publicly opened and
the name of the Proposer read aloud. Proposers, or their representatives and other interested
persons, may be present at the opening of the responses to the RFP.
Disputes: In case of discrepancy between words and figures when evaluating the proposals, the words
shall prevail; provided, however, that the City reserves the right to construe any proposal according
to its true intent where it contains a patent mistake.
Decision to Reje~l;: The City reserves the unfettered right to reject all. proposals for any reason or for
no reason, to re-advertise a proposal, or to cancel a proposal listing and elect to perform the Project
and Work itself. The City reserves the right to reject as non-responsive any proposal which is
incomplete, modified, unsigned, or illegible or which is not otherwise submitted in accordance with the
requirements of this Request For Proposal.
Scope of Work orServiCe~: Proposer shall be deemed an independent contractor and not an agent,
subcontractor or employee of the City. Proposer shall not enter into a subcontract agreement without
City’s prior consent. The Services and Work required are attached hereto as PART II and incorporated
herein by this reference.
Reference to Cost or C0s’~s: Any reference to "cost" or "costs" throughout this document is done so
purely on the basis of discovering the relationship of the overall estimated costs to budget available.
The City shall select these services on the basis of demonstrated competence and on the professional
qualifications necessary for the satisfactory performance of the services and work required.
Invoicina and Verification of Costs;
1.0 Proposer shall submit invoices, monthly, in triplicate for tl~e cost of services provided
during periods or as may be required in PART II as specified. Such costs shall be identified as
defined in the Proposal project tasks and requirements from PART II of this RFP, with sufficient
detail to provide verification of the invoiced amount. Invoices shall include all applicable
supporting documentation and shall group charges by fee (where applicable), payroll costs
billed and other expenses.
1.1 . Invoipes with proper documentation, and references, as outlined herein shall be
submitted to the:
CITY of PALO ALTO
P.O. Box 10250
Palo Alto, CA 94303
Attention: John Bush. Pro!ect Manaaer
2°0 Consultant shall maintain books and records supporting all reimbursable costs for
services provided under the agreement. City shall have access (within normal business hours)
to such books and to all other records of the Proposer as required to verify any and all
reimbursable costs invoiced.
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 2
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP
B." .PRE-PROPOSAL CONFERENCE INFORMATION
A pre-proposal conference IS SCHEDULED for this project. Please see information on date,
time, and location in Part I herein.
C.SUBMITTAL REQUIREMENTS
As a minimum, interested Proposers shall provide the following:
4.
5.
6.
7.
A brief statement of the Proposer’s overall understanding of the nature of the project
and the services to be provided under this RFP.
A detailed description of the approach proposed for completion of the Project, in
accordance with the specifications or scope of work outlined in this RFP.
A brief description of the background and capabilities of the Proposer, and any sub
Proposers, and a statement of direct relevant experience with similar projects.
Completeness of the Proposal submitted.
Names of specific individuals, of both Proposer and any sub Proposer firms proposed
for this project, including their role and relevant exp.erience with similar projects.
The proposal shall include a detailed breakdown of costs by product.and, as may be
applicable, an itemization of the hourly rate(s)of the Proposer and any sub Proposer(s).
Five references including contact name, address and phone number.
PROPOSER SELECTION PROCESS
As a minimum, the evaluation of the proposals and selection of the-Proposer, including any
proposed sub Proposers~ will be based on the following as well as the criteria listed in PART
Ih
o
Qualifications and experience of proposed project manager and key staff;
Similar experience and expertise in the type of work required;
The response to this RFP, including the Proposer’s .approach and methodology
proposed; and,
The proposed fee relative to the services to be provided.
The City may conduct interviews with the finalists candidates prior to selecting a Proposer.
The interviews may be scheduled by the Project Manager. Finalists will be notified of the time
and place of the interviews. Proposer will be selected based on the evaluation of proposals and
interviews.
END of SECTION
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 3
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP
II.~ SPECIAL CONDITIONS
Certification of Desion Documents: When applicable, all designs and construction drawings,
specifications, reports and related design or construction documents or any other documents under the
Project shall, if required by federal or California law or regulation, be certified by a registered
professional engineer licensed to practice within the State of California.
Conflict of Interest: The selected Proposer and any sub Proposer may be required to comply with
City’s conflict of interest code by filing a financial disclosure form entitle.d "SYatement of Economic
Interest, Form 730." This will depend on whether the Proposer or sub Proposer is a Proposer so
defined under the California Political Reform Act and whether the range of duties and the services to
be provided under the agreement entails the making or participation in the making of decisions by the
Proposer or sub Proposer which may foreseeably have a material effect on any financial interest of the
Proposer or sub Proposer with respect to the agreement and the nature of the services to be rendered
will not be limited in scope nor primarily ministerial in nature.
Force Ma!~ure. Performance of the agreement by each party shall be pursued with due diligence in all
requirements hereof; however, neither party shall be liable for any delay or nonperformance due to
causes not reasonably within its control. In the event of any delay resulting from such causes the time
for performance and payment hereunder shall be extended for a period of time reasonably necessary
to overcome the effect of such delays. In the event of any delay or nonperformance caused by such
uncontrollable forces, the party affected shall promptly notify the other in writing of the nature, cause,
date of commencement thereof and the anticipated extent of such delay, and shall indicate whether
it is anticipated that the completion dates would be affected thereby.
Insurance: The selected Proposer must provide a certificate of insurance in a form acceptable to City’s
Risk Management prior .to entering into the agreement. The certificate shall evidence the Proposer’s
insurance coverage in the forms and amounts set forth in Exhibit "A" or SECTION 00650 to this RFP.
The Proposer shall maintain such insurance as will cover and include the entire obligation assumed in
the agreement as well as such insurance as will protect the Proposer from claims and liability under
Worker’s Compensation Acts~ personal liability, property damage, and all other claims for damages,
including personal injury, and death, which may arise from operations under the agreement. For
additional information contact Purchasing, (415) 329-2178.
Ownershio: All drawings, plans, reports, specifications, calculations, and other documents prepared
by the Proposer under the agreement shall become the property of City. In addition, any advertising,
Iogos, graphics or other similar items developed at City’s expense shall become the property of City.
At City’s request through .Purchasing or the Project Manager, such documents or items shall be
delivered to City upon completion of Proposer’s services under the agreement; however, the Proposer
may retain and use copies thereof. All non-final drafts, notes and working documents prepared by the
Proposer during the term of the agreement, shall be retained by the Proposer for a period of three
years, and shall be available to the City for review and copying upon 48 hours written notice.
Records and Audits: Proposer shall maintainaccurate and complete records specifically relating to the
Services provided under the agreement. Proposer shall also keep records and books of account showing
all charges, disbursements, or expenses made or incurred by Proposer in the performance of the service
herein. Records shall be created which are relevant in determining whether Proposer is complying with
its obligations hereunder. City shall have the right to inspect and audit the books, records, and other
items relating to this Agreement. Proposer shall provide security and retain such records and items for
a period of three years from date of final payment under this agreement.
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 4
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP ,’
Security of Data: The Proposer agrees that any data provided by the City shall:
1.0 Be kept in confidence and not disclosed to third parties without the prior written
approval of City; and
2.O Not be used in the production, or design of any article or material, report or press
release, without City’s prior written consent.
These obligations shall survive the termination of the agreement. The Proposer shall return and
deliver all data to City upon City’s request, and in any event upon the completion or termination of all
work hereunder, whichever first occurs, and the Proposer shall be fully responsible for the care and
protection of data until such delivery.
Scheduling: Proposer shall develop and maintain a detailed schedule for the work required under the
agreement. Proposer shall submit progress data as required by the Project Manager which shall include
the percentage complete and actual start date and actual finish dat~ for all activities worked on by
Proposer under the Project as required by the Project Manager.
Subcons~lting: Should any proposer contemplate sub consulting any part of the work or services under
the Scope of Project, it shall submit with its proposal a description of the work or service to be done
under such subcontracts together with the name of the proposed sub Proposers who shall perform any
part of the Project.
Taxes.’ Except where specifically provided, the proposal fee(s) shall include all federal, state, and local
sales, use, excise, transportation, privilege, occupational, and other taxes applicable to service,
¯ materials or equipment furnished under the agreement or by the Proposer’s payroll. The Proposer agrees
to indemnify and save City harmless from and against any liability for any such taxes, or payroll
premiums and contributions.
Chana~: The agreement shall not be assigned or transferred without the.written consent of City. No
changes or variations of any kind are authorized without a written and signed amendment to the
agreement.
Standard of Perforn!~n(~:
1.O The selected Proposer shall be required to unconditionally warrant that it shall use
sound and professional principles and practices in accordance with the highest degree of skill
and care as those qbserved by national firms of established good reputation as well as the
current normally accepted industry standards, in the performance of services required herein.
The performance of the Proposer’s personnel .shall also reflect their best professional
knowledge, skill and judgement.
2.0 If any failure to meet the foregoing warranty appears during the term of the agreement
the City may terminate the agreement and require reimbursement of all expenses necessary to
replace or restore such services.
Jndemnitv: The selected Proposer hereby agrees to protect, indemnify, defend and hold harmless City,
its officers, agents, and employees from any and all demands, claims or liability of any nature, including
wrongful death, caused by or arising out of the Proposer’s, its officers’, agents’ or employees’
negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law may impose
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP
strict liability on the Proposer in the performance or nonperformance of the agreement.
Affirmative Action Reouirement: The Proposer shall be required to comply with all laws concerning
non-discrimination and affirmative action in employment, and shall be subject to all penalties, including
penalties set forth in the Palo Alto Municipal Code, in the event of a violation of this provision. City’s
affirmative action guidelines and compliance report forms are available, when required, at the office
of the Purchasing Manager in addition to those included herein.
ADA Information: Persons with disabilities who require auxiliary aids or services in Using City facilities,
services or programs; or who require this document be provided in other accessible formats; or who
would like information on.the City of Palo Alto’s compliance with the Americans with Disabilities Act
(ADA) of 1990 should contact the ADA Director for the City of Palo Alto at (415) 329-2550.
Interest of ProPoser: At all times the Proposer shall bedeemed to be an independent contractor-and
the proposer shall not be authorized to bind City to any contract or other obligation. Under the
agreement, the Proposer shall certify that no one who has or will have any financial interest under the
agreement is an officer or employee of City.
Entire Aqreem~nl;: The agreement between City and the selected Proposer will constitute the entire
agreement of the parties hereto, and will supersede any previous agreement or understandings. The
agreement may not be modified except in writing and executed by both parties.
i~ The laws of the State of California shall govern this RFP process and the agreement.
All services provided to City shall comply with all policies, rules and regulations which may be in effect
during the term of the agreement, as well as all federal, California and local statutes, ordinances, and
regulations.
.~ The City desires a license to use any Software (Software) required by/in the computer
aided dispatch system specified herein.
1.0 Software License Option 1: The price of a nonexclusive annual license, with a fixed
annual maintenance fee for each of the first five years following installation shall be
proposed.
2.0 Software License Option 2: The price for a nonexclusive perpetual license shall be
separately proposed.
Standards for the Svstem: "l:he System shall be completed in accordance with the specifications of
City as described in PART II of this RFP. The System shall pass an "acceptance testing" as required
by the specifications and performance requirements herein.
Acceptance Test: During the on-site installation and training phase of the System, City with Proposer’s
cooperation, shall perform a test of the System as required in PART II of this RFP or as a minimum the
Acceptance Test shall be performed to determine whether:
1.O the System meets the specifications, performs the functions and operates in
accordance with Proposer’s warranties and the specifications and performance
requirements herein;
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 6
PART III - INSTRUCTIONS AND FORMS CITY OF PALO ALTO - RFP ~
2.0 the system is capable of running on a repetitive basis; and
3.0 the System will operate within the full capabilities given command documentation as
described in PART II of this RFP.
4.0 Each major hardware system and subsystem shall be tested to operate within criteria
set forth in PART II of this RFP.
5.0 The system shall meet site plan in in,stallation environment specifications, including
necessary site modifications for environment adequacy.
In performing the Acceptance Test, data will be prepared by City to exercise the System’s abilities
under all possible conditions. The results of the Acceptance Test will be analyzed by the City’s Project
Manager to determine the accuracy, completeness and acceptability of the System.
Additional Warranties and Limitation of Liability; The following warranties and limitations will be
considered a part of any contract or agreement as a result of this RFP.
1.0 The Proposer shall warrant that it is the true and lawful owner of the hardware and or
software and other deliverablesto the City. Proposer (Licensor) shall warrant that it has
the full right, power and authority to grant to City (Licensee) a license for the use of
all software.
2.0 Proposer shall warrant to City that upon Acceptance, the System will function in
accordance with PART II of this RFP.
End of Instructions Section
CITY OF PALO ALTO - RFP 99680 INSTRUCTIONS PAGE 7
PART III - BIDDER’S SIGNATURE PAGE SECTION 305
The undersigned hereby certifies that, directly or indirectly, they or their representatives and
agents have not colluded with other parties interested in this Invitation For Bid.
Bidder is a:
D California Corporation, or a [] California Limited Liability Company, or a
[~ Corporation organized under the laws of the State of
with head offices located at
and offices in California at
(Attach addendum if necessary)
[] Sole Proprietorship including any fictitious business names (i.e., "dba"), or a
~ Partnership (list names of partners; state which partner or partners are managing partner(s).
(Attach addendum).
[] Other (Attach addendum specifying details).
Dated 19
Company Name of Bidder:
Title:
Address #1:Address #2:
City:State, Zip:
Fax No:Telephone:
Contractor License #/Type:IRS #:
Name of Contact Person:Telephone:
Must be same signature as will appear on Contract.
Signature of Officer/Owner:
Printed Name of Signatory:
End of Section
CITY OF PALO ALTO: BIDDER’S SIGNATURE PAGE RFP 99680 SECTION 305
PART III - ACKNOWLEDGMENT OF ADDENDA SECTION 310 ’-
During the Bid process there may be changes to the Bid documents which would
require an issuance of an Addendum or Addenda. To assure that all Bidders
receive the update or change Addendum, the following acknowledgment and
sign-off is required.
NOTE: Failure to execute the following may be considered as an
irregularity in the Bid. Receipt of the following Addendum is acknowledged. The
Bidder acknowledges that the information contained in the addendum has been
considered in the preparation of this Bid.
Addendum No. (None__), (1__), (2__), (3__), (4__), (5__)
(Check appropriate space/number above)
Signature of Bidder
Company
If required, a copy of the contractor’s license as described in SECTION 300 shall
be attached to the Signature Page, (SECTION 305) of the IFB.
END OF SECTION
CITY OF PALO ALTO: ACKNOWLEDGMENT OF ADDENDA RFP 99680 "’ SECTION 310
PART III - SUPPLEMENTAL FORMS SECTION 420
CITY of PALO ALTO
¯ EXPERIENCE AND F/NANCIAL QUALIFICATIONS
The following information concerning the experience and financial qualifications of the Contractor or
Consultant (Proposer) are a required part of the Proposal. This information may be included in the
Proposer’s proposal format; this format is provided for information required only. The information may
be used in the Proposal’s evaluation and is certified correct by your signature herein.
PROJECT NAME:
Name of Company:
Name of Insurance Carrier:
Phone Number:Policy Number:
1.How many years have you (or your firm) done business under the name listed above?
How many years experience have you (or your firm) had which is similar in nature to the work
covered in the Proposal?
Please provide (in your proposal) relevant references to contracts satisfactorily completed in
the last three (3) years. The ,information should include: Year; Type Of services;
Company/Agency name and location; and Contract amount.
3.1 Have you (or yourfirm) previously worked for the City of-Palo Alto? r--I Yes 1"3 No
If yes, please include the information in your proposal.’
Please provide (in your proposal) a list of the Project’s management staff of the proposer who
will manage the proposed work as may be required by the Scope of Work or Services listed
herein. The information should include; Name; Years of Experience; Field of Expertise/
Capabilities.
State location (in your proposal) of information requested under items 1 - 4 above:
1.2.3.4.
Proposer (Company Name)
(Name/Title)(Date)
END OF SECTION
CITY OF PALO ALTO: EXPERIENCE/FINANCIAL RFP 99680 SECTION 420
PART III - CERTIFICATION of NONDISCRIMINATION SECTION 410
Certification of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto,-
the firm and individuals listed below certify that they do not discriminate in employment with regards
to age, race, color, religion, sex, national origin, ancestry, disability, or sexual preference; that they
are in compliance with all Federal, State and local directives and executive orders regarding
nondiscrimination in employment; and that they agree to demonstrate positively and aggressively
the principle of equal opportunity in employment.
The Bidder agrees specifically:
1.0 To establish or observe employment policies which affirmatively promote
opportunities for minority persons at all job levels.
2.0 To communicate this policy to all persons concerned, including all employees,
outside recruiting services, especially those serving minority communities, and to
the minority communities at large.
3.0 To take affirmative action steps to hire minority employees within the organization.
4.0 To be knowledgeable of the local, state, and federal laws and regulations
concerning affirmative action policies and provide opportunities .for employees.
Firm:DATE: ........
Title of Officer Signing:.
Signature ...
Please include any additional information available regar~ling equal opportunity employment
programs now in effect within your company.
(Please attach additional pages if necessaq/)
END OF SECTION
CITY OF PALO ALTO: NON-DISCRIMINATION RFP 99680 "SECTION 410
EXHIBIT "E"
NONDISCRIMINATION
COMPLIANCE FORM
PART III - CERTIFICATION of NONDISCRIMINATION SECTION 410
Certification of Nondiscrimination: As suppliers of goods or services to the City of Paio Alto,
the firm and individuals listed below certify that they do not discriminate in employmentwith regards
to age, race, color, religion, sex, national origin, ancestry, disability, or sexual preference; that they
are in compliance with all ’Federal, State and local directives and executive orders regarding
nondiscrimination in employment; and that they agree to demonstrate positively and aggressively
the principle of equal opportunity in employment.
The Bidder agrees specifically:
1.0 To establish or observe employment policies which affirmatively promote
opportunities for minority persons at all job levels.
2.0 To communicate this policy to all persons concerned, including all employees,
outside recruiting services, especially those serving minority communities, and to
the minority communities at large.
3.0 To take affirmative action steps to hire minodty employees within the organization:
4.0 To be knowledgeable of the local, state, and federal laws and regulations
concerning affirmative action policies and provide .opportunities for employees.
Firm: Public Safety Systems Inc DATE: 9/16/97
Title of Officer Signing: President
Signature ~ ~::~,,~
Please include any additional information available regarding equal opportunity employment
programs now in effect within your company.
(Please attach additional pages if necessary)
END OF SECTION
~31TY OF PALO AL’rO: NON.DISCRiMINATION RFP 99680 .....SECTION 410
City of Palo Alto RFP #99680
AFFIRMATIVE A CTION PLAN
Equal and fair treatment will be provided to all employees regardless of race,
color, religion, national origin, gender, age or disability.
A complete up-to-date workforee profile which records employees by race or
ethnicity, gender and job classification, will be maintained.
All employees will be advised at time of employment that the firm is an Equal
Opportunity/Reasonable Accommodation Employer and that hiring, promotion or
demotion is based only on the individual’s qualifications and ability to perform
the work.
The firm will cooperate with and Support apprenticeship training programs based
on strict non-discrimination.
The firm has appointed Louis E. Henneke to serve as the Equal Employment
Officer who is authorized to supply reports and represent this firm in all matters
regarding this affirmative action plan.
The name, address and telephone number of the Equal Employment Officer will
be posted in a conspicuous place or places. This Officer will be responsible for:
a. Seeking to utilize minorities, females and disabled individuals to the same
degree as all others, based on the following factors.
(1) Percentage of minorities, females and disabled individuals in the
company’s workforce as compared with the labor market area.
(2) Local availability of minorities, females and disabled individuals having
the skill to employ.
(3) Availability ofpromotable minorities, females and disabled individuals in
our company.
(4) Existence of training institutions to train minorities, females and disabled
individuals.
(5)The internal skills training our company offers for minorities, females and
disabled individuals.
b. Supervision of periodic audits of employment practices including: (1)
applicant flow (2) promotion (3) training.
c. Contacts with recruitment sources for qualified minorities, females and
disabled individuals. Notification to employees regarding promotions or
vacancies to ensure equal opportunity.
d. Instruction of all supervisory personnel regarding their responsibility for equal
employment opportunity and non-discrimination requirements.
e. Periodic reviews with all supervisory personnel to ensure that the program is
being implemented at all levels.
EXHIBIT "D"
INSURANCE REQUIREMENTS
PART III - INSURANCE REQUIREMENTS SECTION-650
Insurance Requirements for Contractors
CONTRACTOR:
PROJECT MANAGER:
CONTRACT NAME:
Public Safety Systems Inc
To,Be Determined
COMPUTER AIDED DISPATCH SYSTEM
GENERAL TERMS AND INSTRUCTIONS
TH~S INSTRUCT!ON SHEET SHOULD BE GIVEN TO YOUR INSURANCE AGENT/BROKER.
CONTRACTORS TO THE CITY OF PALO ALTO, AT THEIR SOLE EXPENSE SHALL OBTAIN AND MAINTAIN INSURANCE FOR THE TERM OF THE CONTRACT. CONTRACTORS
WILL BE REQUIRED TO PROVIDE A CERTIFICATE EVIDENCING THE INSURANCE AND NAMING THE CITYAS AN ADDITIONAL INSURED, ALL INSURANCE COVERAGE
REQUIRED SHALL BE PROVIDED THROUGH CARRIERS WITH A ’BEST RATING OF A: X OR HIGHER THAT ARE ADMF~’ED TO DO BUSINESS IN THE STATE OF CALIFORNIA.THE CERTIFICATE OF INSURANCE MUST BE COMPLETED AND EXECUTED BY AN AUTHORLZED REPRESENTATIVE OF THE COMPANY PROVIDING INSURANCE, FILED ~I"H
THE CITY, AND APPROVED BY THE CRY BEFORE CONTRACT WILL BE CONSIDERED COMPLETE AS RESPECTS INSURANCE.
RETURN THE COMPLETED CERTIFICATE TO THE CITY OF PALO ALTO, PURCHASING & CONTRACT
ADMINISTRATION, 250 HAMILTON AVENUE, PALO ALTO 94301.
D.
E.
F.
THE INSURANCE REQUIREMENTS CHECKED BELOW ARE REQUIRED FOR THIS CONTRACT.
TYPE OF COVERAGE REQUIREMENT
[~Worker’s Compensation "Statutory
__~.Comprehensive Gene~l Liabili~:BODILY INJURY $I,~,~PROPER~ D~GE $I ,~,~INCLUDING:
* PERSO~ INJURY
" BRO~ FORM PROPER~ D~GE BODILY INJURY & PROPER~
*B~ CO~CTU~D~GE COMBINED $I ,~,~
*FIRE LEG~ LI~ILITY
~ ,Comprehensive Automobile Liablli~:BODILY INJURY (Ea~ P~)$I~,~
INCLUDING:BODILY.INJURY (E=~ ~)
PROPER~ D~GE" O~ED BODILY INJURY & PROPER~
" HIRED D~GE COMBINED $I
" NON-O~ED
~ Profe~ional Llablll~:
INCLUDING:
*ERRORS ~D OMISSIONS ALL DA~GES $I,000,0~
,, * N~GLIGE~PERFOR~CE . , ,,
~THE CI~ OF PALO ALTO IS TO BE NAMED AS AN ADDITIO~L INSURED
LONG FORM (Mi.nimum Umits)
AGGRI=GAI~
$1,~,~
$1 ,~,~
The City of PaiD Alto, its officers, agents and employees are named as additional insured, but only as to work performed under contract.
Said coverage as to the City of Paid Alto, etc., shall be pdmaw coverage, without offset against City’s existing insurance and any otherinsurance carded by the City being excess insurance only.
Where the work involves grading, paving, excavating, ddlling or other underground work, the policy includes destruction of wires, conduits,
pipes, mains, or other similar property or any apparatus in connection therewith below the surface of the ground whether owned by third
parties or the City of Paid Alto.
Where the work involves excavating, collapse coverage is provided in the amounts above.
The policy includes a "Severabitity of Interest" provision.
Deductibles over $5,000 must be indicated and are subject to approval.
If such policies are canceled or changed during the period of coverage as stated herein, in such a manner as to affect the Certificate, thirty
(30) days written notice will be mailed to the City of Paid Alto, Contract Administration, P.O. Box 10250, 94303
The liability insurance pclicy includes a contractual liability endorsement providing insurance coverage for Contractor’s agreement to
indemnify the City.
The coverage afforded under the policies is sut~ject to all terms of the policies designated herein and meets all of the provisions called
for herein.
DATE: /~" ~, ~7 CONTRACT
Femando ~
END OF SECTION
(415) 329-2460
CITY OF PALO ALTO: INSURANCE REQUIREMENTS RFP 99680 SECTION 00650