HomeMy WebLinkAbout1996-09-09 City CouncilTO:
of Palo Alto
Manager’s Report
HONORABLE CITY COUNCIL
3
FROM:CITY MANAGER DEPARTMENT: POLICE
AGENDA DATE:
SUBJECT:
September 9, 1996 CMR: 372:96
Approval of Agreement with The Abbey Group Public Safety
Consultants for Computer Aided Dispatch Consultant Services
REQUEST
This report requests that Council authorize the Mayor to execute the attached agreement in the
amount of $39,500 with The Abbey Group Public Safety Consultants for consulting services.
On March 18, 1996, the Council approved staffs request to reject a proposal for a Computer
Aided Dispatch System (CAD) from the Unisys Corporation. Additionally, Council approved
the expenditure of Capital Improvement Project #19109 funds to hire a consultant to: 1) update
the original needs analysis completed in 1991; 2) conduct in-depth research into available
systems, and 3) provide information regarding the feasibility and cost effectiveness of in-house
development of a CAD system versus the purchase of a system from a vendor. Funds for this
agreement are included in CIP Project # 19109.
RECOMMENDATIONS
Staff recommends that Council approve the attached agreement with The Abbey Group Public
Safety Consultants to provide consulting services for a Computer Aided Dispatch System.
POLICY IMPLICATIONS
The approval of this agreement is consistent with existing policies. Based upon the
recommendations developed by the consultant, staffwill retum to Council with information and
specific recommendations regarding a CAD system.
CMR:372:96 Page 1 of 3
EXECUTIVE SUMMARY
Summary. of Project
As part of the Capital Improvement Project # 19109, staff sent out a Request For Proposal (RFP)
for the purchase of a CAD system. After the normal City selection process, the Unisys
Corporation was chosen as the vendor. After several months of negotiations with Unisys
Corporation, during which obstacles in reaching an agreement became apparent, staff returned
to Council on March 18, 1996 and received approval to reject the proposal, (CMR:.143-96). At
the same time, Council approved staffs request to utilize project funds to hire a consultant to
update the needs assessment that was completed over five years ago, to ensure that the system
needs identified at that time are still accurate; to conduct an extensive survey of existing off-the-
shelf CAD systems, their cost, system compatibility, and support factors; and to .complete a cost
and feasibility assessment of developing, an in-house CAD system in comparison to the
purchase of a packaged product. The final objective is.for the consultant to deliver a report
recommending the approach that will best meet the needs of the City while minimizing the
costs. Upon completion of the consultant’s work, staff would return to Council with the
information and recommendations. It should be noted that staff received Council approval not
to return to the Finance Committee for the purpose of scoping the agreement, in order to avoid
any time delay.
Selection Process
On May 10, 1996, a formal RFP was distributed to 25 consulting firms. The closing date for
responses was June 11, 1996. Four firms responded with proposals. Staff has been able to
determine that a number of the firms did not respond, because they were involved in other
projects and did not feel that they could adequately take on more work at this time or because
this project was not within the scope of their expertise. A selection committee, consisting of
the Assistant Police Chief, the Manager of Information Technology, the Coordinator of
Communications Services, the Police Administrator, the Police Computer. Systems Manager,
the Fire Department’s Emergency Medical Services Chief and a Fire Captain, reviewed the four
proposals. All four vendors were invited to participate in interviews. The committee reviewed
each vendor’s proposal and interview responses using the following criteria: the consultant’s
understanding of the project objectives, proposed development of a work plan, previous
experience of the firm, previous experience of the consultant staff, references, costs and
expected assistance from City staff. After careful consideration, the Committee selected The
Abbey Group Public Safety Consultants of Nevada City, California. The Abbey Group was
selected because of their: 1) experience in planning and managing public safety systems; 2)
experience in implementation of innovative software solutions designed to enhance the ability
CMR:372:96 Page 2 of 3
to serve the community; 3) overall understanding of the project; 4) objective of providing a
clear picture of present and future CAD needs for public safety, in relationship to the
community as well as other City departments; and 5) commitment to meet or exceed the
requirements set forth in fhe RFP.
FISCAL IMPACT
Funds for this agreement, in the amount of $39,500, are included in the CIP 19109 budget.
ENVIRONMENTAL ASSESSMENT
This project is not a project for purposes of CEQA.
ATTACHMENTS
Copy of Final Agreement
Copy of RFP
CMR:143.96
PREPARED BY:Lynne Johnson, Assistant Police Chief
John Bush, Communications Coordinator
DEPARTMENT HEAD REVIEW:
Police Chief
CITY MANAGER APPROVAL:
FLEMING,
CMR:372:96 Page 3 of 3
CONTRACT NO.
BETWEEN THE CITY OF PALO ALTO AND
ABBEY GROUP CONSULTANTS
FOR CONSULTING SERVICES
This Contract No. is entered into ,
by and between the CITY OF PALO ALTO, a chartered city and a
municipal corporation of the State of California ("CITY"), and
ABBEY GROUP CONSULTANTSr a California partnership, located at 206
Sacramento Street, Suite 210, Nevada City, CA 95959 ("CONSULTANT").
RECITALS:
WHEREAS, CITY desires certain professional consulting
services ("Services") and the preparation and delivery of, without
limitation, one or more sets of documents, drawings, maps, plans,
designs, data, calculations, surveys, specifications, schedules or
other writings ("Deliverables") (Services and Deliverables are,
collectively, the "Project"), as more fully described in Exhibit "~’;
and
WHEREAS, CITY desires to engage CONSULTANT, including its
employees, if any, in providing the Services by reason of its
qualifications and experience in performing the Services, and
CONSULTANT has offered to complete the Project on the terms and in
the manner set forth herein;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Contract, the parties agree:
SECTION i. TERM
i.i This Contract will commence on the date of its
execution by CITY, and will terminate upon the completion of the
Project, unless this Contract is earlier terminated by CITY. Upon
the receipt of CITY’s notice to proceed, CONSULTANT will commence
work on the initial and subsequent Project tasks in accordance with
the time schedule set forth in Exhibit "A". Time is of the essence
of this Contract. In the event that the Project is not completed
within the time required through any fault of CONSULTANT, CITY’s
city manager will have the option of extending the time schedule
for any period of time. This provision will not preclude the
recovery of damages for delay caused by CONSULTANT.
SECTION 2.SCOPE OF PROJECT;CHANGES & CORRECTIONS
2.1 The scope of Services andDeliverables constituting
the Project will be performed, delivered or executed by CONSULTANT
under the phases of the Basic Services as described below.
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2.2 CITY may order substantial changes in the scope or
character of the Basic Services, the Deliverables, or the Project,
either decreasing or increasing the amount of work required of
CONSULTANT. In the event that such changes are ordered, subject to
the approval of CITY’s City Council, as may be required, CONSULTANT
will be entitled to full compensation for all work performed prior
to CONSULTANT’s receipt of the notice of change and further will be
entitled to an extension of the time schedule. Any increase in
compensation for substantial changes will be determined in
accordance with the provisions of this Contract. CITY will not be
liable for the cost or payment of any change in work, unless the
amount of additional compensation attributable to the change in
work is agreed to, in writing, by CITY before CONSULTANT commences
the performance of any such change in work.
2.3 Where the Project entails the drafting and
submission of Deliverables, for example, construction plans,
drawings, and specifications, any and all errors, omissions, or
ambiguities in the Deliverables, which are discovered by CITY
before invitations to bid on a construction project (for which the.
Deliverables are required) are distributed by CITY, will be
corrected by CONSULTANT at no cost to CITY, provided CITY gives
notice to CONSULTANT.
2°4 Any and all errors, omissions, or ambiguities in the
Deliverables, which are discovered by CITY after the construction
contract is awarded by CITY, will be performed by CONSULTANT, as
follows: (a) at no cost to CITY insofar as those Services,
including the Basic -Services or the Additional Services, as
described below, or both, will result in minor or nonbeneficial
changes in the construction work required of the construction
CONSULTANT; or (b) at CITY’s cost insofar as those Services,
including the Basic Services or the Additional Services, or both,
will add a direct and substantial benefit to the construction work
required of the construction CONSULTANT. The project manager in
the reasonable exercise of his or her discretion will determine
whether the Basic Services or the Additional Services, or both,
will contribute minor or substantial benefit to the construction
work.
SECTION 3.
CONSULTANT
QUALIFICATIONS,STATUS,AND DUTIES OF
3.1 CONSULTANT represents and warrants that it has the
expertise and professional qualifications to furnish or cause to be
furnished the Services and Deliverableso CONSULTANT further
represents and warrants that the project director and every
individual, including any consultant (including CONSULTANTs),
charged with the performance of the Services are duly licensed or
certified by the State of California, to the extent such licensing
or certification is required by law to perform the Services, and
that the Project will be executed by them or under their
supervision. CONSULTANT will furnish to CITY for approval, prior
960730 syn 0042644
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to execution of this Contract, a list of all individuals and the
names of their employers or principals to be employed as
consultants.
3.2 In reliance on the representations and warranties
set forth in this Contract, CITY hires CONSULTANT to execute, and
CONSULTANT covenants and agrees that it will execute or cause to be
executed, the Project.
3.3 CONSULTANT will assign JOHN ABBEY as the project
director to have supervisory responsibility for the performance,
progress, and execution of the Project. ALEC GAGNE will be
assigned as the project coordinator who will represent CONSULTANT
during the day-to-day work on the Project. If circumstances or
conditions subsequent to the execution of this Contract cause the
substitution of the project director or project coordinator for any
reason, the appointment of a substitute project director or
substitute project coordinator will be subject to the prior written
approval of the project manager.
3.4 CONSULTANT represents and warrants that it will:
3.4.1 Procure all permits and licenses, pay all
charges and fees, and give all notices which may be necessary and
incident to the due and lawful prosecution of the Project;
3.4.2 Keep itself fully informed of all existing and
future Federal, State of California, and local laws, ordinances,
regulations, orders, and decrees which may affect those engaged or
employed under this Contract and anymaterials used in CONSULTANT’s
performance of the Services;
3.4.3 At all times observe and comply with, and cause
its employees and consultants, if any, who are assigned to the
performance of this Contract to observe and comply with, the laws,
ordinances, regulations, orders and decrees mentioned above; and
3.4.4 Will report immediately to the project manager,
in writing, any discrepancy or inconsistency it discovers in the
laws, ordinances, regulations, orders, and decrees mentioned above
in relation to the Deliverables.
3.5 Any Deliverables given to, or prepared or assembled
by, CONSULTANT or its consultants, if any, under this Contract will
become the property of CITY and will not be made available to any
individual or organization by CONSULTANT or its consultants, if
any, without the prior written approval of the city manager.
3.6 CONSULTANT will provide CITY with ten (I0) copies of
any documents which are a part of the Deliverables upon their
completion and acceptance by CITYo
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3.7 If CITY requests additional copies of any documents
which are a part of the Deliverables, CONSULTANT will provide such
additional copies and CITY will compensate CONSULTANT for its
duplicating costs.
3.8 CONSULTANT will be responsible for employing or
engaging all persons necessary to execute the Project. All
consultants-of CONSULTANT will be deemed to be directly controlled
and supervised by CONSULTANT, which will be responsible for their
performance. If any employee or consultant of CONSULTANT fails or
refuses to carry out the provisions of this Contract or appears to
be incompetent or to act in a disorderly or improper manner, the
employee or consultant will be discharged immediately from further
performance under this Contrac£ on demand of the project manager.
3.9 In the execution of the Project, CONSULTANT and its
consultants, if any, will at all times be considered independent
contractors and not agents or employees of CITY.
3.10 CONSULTANT will perform or obtain or cause to be
performed or obtained any and all of the following Additional
Services, not included under the Basic Services, if so authorized,
in writing, by CITY:
3.10.1 Providing services as an expert witness in
connection with any public hearing or meeting, arbitration
proceeding,or proceeding of a court of record;
3.10.2 Incurring travel and subsistence expenses for
CONSULTANT and its staff beyond those normally required under the
Basic Services;
3.10.3 Performing any other Additional Services that
may be agreed upon by the parties subsequent to the execution of
this Contract; and
3.10.4 Other Additional Services now or hereafter
described in an exhibit to this Contract.
3.11 CONSULTANT will be responsible for employing all
consultants deemed necessary to assist CONSULTANT in the
performance of the Services. The appointment of consultants must
be approved, in advance, by CITY, in writing, and must remain
acceptable to CITY during the term of this Contract°
SECTION 4. DUTIES OF CITY
4.1 CITY will furnish or cause to be furnished the
services listed in Exhibit "A" and-such information regarding its
requirements applicable to the Project as may be reasonably
requested by CONSULTANT.
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4.2 CITY will review and approve, as necessary, in a
timely manner the Deliverables and each phase of work performed by
CONSULTANT. CITY’s estimated time of review and approval.will be
furnished to CONSULTANT at the time of submission of each phase of
work. CONSULTANT acknowledges and understands that the
interrelated exchange of information among CITY’s various
departments makes it extremely difficult for CITY to firmly
establish the time of each review and approval task. CITY’s failure
to review and approve within the estimated time schedule will not
constitute a default under this Contract.
4.3 The city manager will represent CITY for all
purposes under this Contract. JOHN BUSH is designated as the
project manager for the city manager. The project manager will
supervise the performance, progress, and execution of the Project,
and will be assisted by PETE HAZARIAN, the police administrator.
4.4 If CITY observes or otherwise becomes aware of any
default in the performance of CONSULTANT, CITY will use reasonable
efforts to give written notice thereof to CONSULTANT in a timely
manner.
SECTION 5.COMPENSATION
5.1 CITY will compensate CONSULTANT for the following
services and work:
5.1.1 In consideration of the full performance of the
Basic Services, including any authorized reimbursable expenses,
CITY will pay CONSULTANT a fee not to exceed Thirty-Nine Thousand
Five Hundred Dollars ($39,500). The amount of compensation will be
calculated in accordance with the hourly rate schedule set forth in
Exhibit "B", on a time and materials basis, up to the maximum
amount set forth in this Section. The fees of the consultants, who
have direct contractual relationships with CONSULTANT, will be
approved, in advance, by CITY. CITY reserves the right to refuse
payment of such fees, if such prior approval is not obtained by
CONSULTANT.
5.1.2 In consideration of the full performance of
Additional Services, the amount of compensation set forth in
Exhibit "B" will not exceed N/A dollars ($ N/A ). An
employee’s time will be computed at a multiple of N/A times the
employee’s direct personnel expense described below. The rate
schedules may be updated by CONSULTANT only once each calendar
year, and the rate schedules will not become effective for purposes
of this Contract, unless and until CONSULTANT gives CITY thirty
(30) days’ prior written notice of the effective date of any revised
rate schedule.
5.1.3 The full payment of charges for extra work or
changes, or both, in the execution of the Project will be made,
provided such request for payment is initiated by CONSULTANT and
authorized, in writing, by the project manager. Payment will be
made within thirty (30) days of submission by CONSULTANT of a
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statement, in triplicate, of itemized costs covering such work or
changes, or both. Prior to commencing such extra work or changes,
or both, the parties will agree upon an estimated maximum cost for
such extra work or changes. CONSULTANT will not be paid for extra
work or changes, including, without limitation, any design work or
change order preparation, which is made necessary on account of
CONSULTANT’s errors, omissions, or oversights.
5.1.4 Direct personnel expense of employees assigned
to the execution of the Project by CONSULTANT will include only the
work of architects, engineers, designers, job captains,
draftspersons, specification writers and typists, in consultation,
research and design, work in producing drawings, specifications and
other documents pertaining to the Project, and in services rendered
during construction at the site, to the extent such services are
expressly contemplated under this Contract. Included in the cost
of direct personnel expense of these employees are salaries and
mandatory and customary benefits such as statutory employee
benefits, insurance, sick leave, holidays and vacations, pensions
and similar benefits.
5.2 The schedule of payments will be made as follows:
5.2.1 Payment of the Basic Services will be made in
monthly progress payments in proportion to the quantum of services
performed, or in accordance with any other schedule of payment
mutually agreed upon by the parties, as set forth in Exhibit "B",
or within thirty (30) days of submission, in triplicate, of such
requests if a schedule of payment is not specified. Final payment
will be made by CITY after CONSULTANT has submitted all
Deliverables, including, without limitation, reports which have
been approved by the project manager.
5.2.2 Payment of the Additional Services will be
made in monthly progress payments for services rendered, within
thirty (30) days of submission, in triplicate, of such requests.
5.2.3 No deductions will be made from cONSULTANT’s
compensation on account of penalties, liquidated damages, or other
sums withheld by CITY from payments to general contractors.
SECTION 6. ACCOUNTING, AUDITS, OWNERSHIP OF RECORDS
6.1 Records of the direct personnel expenses and
expenses incurred in connection with the performance of Basic
Services and Additional Services pertaining to the Project will be
prepared, maintained, and retained by CONSULTANT in accordance with
generally accepted accounting principles and will be made available
to CITY for auditing purposes at mutually convenient times during
the term of this Contract and for three (3) years following the
expiration or earlier termination of this Contract.
6.2 The originals of the Deliverables prepared by or
under the direction of CONSULTANT in the performance of this
Contract will become the property of CITY irrespective of whether
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the Project is completed upon CITY’s payment of the amounts
required to be paid to CONSULTANT. These originals will be
delivered to CITY without additional compensation. CITY will have
the right to utilize any final and incomplete drawings, estimates,
specifications, and any other documents prepared hereunder by
CONSULTANT, but CONSULTANT disclaims any responsibility or
liability for any alterations or modifications of such documents°
SECTION 7. INDEMNITY
7.1 CONSULTANT agrees to protect, indemnify, defend and
hold harmless CITY, its Council members, officers, employees and
agents, from any and all demands, claims, or liability of any
nature, including death or injury to any person, property damage or
any other loss, caused by or arising out of CONSULTANT’s, its
officers’, agents’, consultants’ or employees’ negligent acts,
errors, or omissions, or willful misconduct, or conduct for which
applicable law may impose strict liability on CONSULTANT in the
performance of or failure to perform its obligations under this
Contract.
SECTION 8. WAIVERS
8.1 The waiver by either party of any breach or
violation of any covenant, term, condition or provision of this
Contract or of the provisions of any ordinance or law will not be
deemed to. be a waiver of any such covenant, term, condition,
provision, ordinance, or law or of any subsequent breach or
violation of the same or of any other covenant, term, condition,
provision, ordinance or law. The subsequent acceptance by either
party of any fee or other money which may become due hereunder will
not be deemed to be a waiver of any preceding breach or violation
by the other party of any covenant, term, condition or provision of
this Contract or of any applicable law or ordinance.
8.2 No payment, partial payment, acceptance, or partial
acceptance by CITY will operate as a waiver on the part of CITY of
any of its rights .under this Contract.
SECTION 9.INSURANCE
9.1 CONSULTANT, at its sole cost and expense, will
obtain and maintain, in full force and effect during the term of
this Contract, the insurance coverage described in Exhibit "C",
insuring not only CONSULTANT and its consultants, if any, but also,
with the exception of workers’ compensation, employer’s liability
and professional liability insurance, naming CITY as an additional
insured concerning CONSULTANT’s performance under this Contract.
9°2 All insurance coverage required hereunder will be
provided through carriers with Best’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 consultants of CONSULTANT
retained to perform Services under this Contract will obtain and
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maintain, in full force and effect during the term of this
Contract, identical insurance coverage, naming CITY as an
additional insured under such policies as required above.
9.3 Certificates of such insurance, preferably on the
forms provided by CITY, will be filed with CITY concurrently with
the execution of this Contract. 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
the 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 Contract with the city
clerk.
9.4 The procuring of such required policy or policies
of insurance will not be construed to limit CONSULTANT’s liability
hereunder nor to fulfili the indemnification provisions of this
Contract. Notwithstanding the policy or policies of insurance,
CONSULTANT will be obligated for the full and total amount of any
damage, injury, or loss caused by or directly arising as a result
of the Services performed under this Contract, including such
damage, injury, or loss arising after the Contract is terminated or
the term has expired.
SECTION i0.WORKERS’ COMPENSATION
i0.i CONSULTANT, by executing this Contract, certifies
that it is aware of the provisions of the Labor Code of the State
of California 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 the Project°
PROJECT
SECTION ii TERMINATION OR SUSPENSION OF CONTRACT OR
ii.I The city manager may suspend the execution of the
Project, in whole or in part, or terminate this Contract, with or
without cause, by giving thirty (30) days’ prior written notice
thereof to CONSULTANT, or immediately after submission to CITY by
CONSULTANT of any completed item of Basic Services. Upon receipt
of such notice, CONSULTANT will immediately discontinue its
performance under this Contract.
11.2 CONSULTANT may terminate this Contract or suspend
its execution of the Project by giving thirty (30) days’ prior
written notice thereof to CITY, but only in the event of a
substantial failure of performance by CITY or in the event CITY
indefinitely withholds or withdraws its request for the initiation
or con£inuation of Basic Services or the execution of the Project.
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11.3 Upon
CONSULTANT will be
Additional Services
such suspens ion or t e rminat ion by CITY,
compensated for the Basic Services and
performed and Deliverables received and
approved prior to receipt of written notice from CITY of such
suspension or abandonment, together with authorized additional and
reimbursable expenses then due. If the Project is resumed after it
has been suspended for more than 180 days, any change in
CONSULTANT’s compensation will be subject to renegotiation and, if
necessary, approval of CITY’s City Council° If this Contract is
suspended or terminated on account of a default by CONSULTANT, CITY
will be obligated to compensate CONSULTANT only for that portion of
CONSULTANT’s services which are of direct and immediate benefit to
CITY, as such determination may be made by the city manager in the
reasonable exercise of her discretion.
11.4 In the event of termination of this Contract or
suspension of work on the Project by CITY where CONSULTANT is not
in default, CONSULTANT will receive compensation as follows:
11.4.1 For approved items of services, CONSULTANT will
be compensated for each item of service fully performed in the
amounts authorized under this Contract.
11.4.2 For approved items of services on which a
notice to proceed is issued by CITY, but which are not fully
performed, CONSULTANT will be compensated for each item of service
in an amount which bears the same ratio to the total fee otherwise
payable for the performance of the service as the quantum of
service actually rendered bears to the services necessary for-the
full performance of that item of service.
11.4.3 The total compensation payable under the
preceding paragraphs of this Section will not exceed the payment
specified under Section 5 for the respective items of service to be
furnished by CONSULTANT.
11.5 Upon such suspension or termination, CONSULTANT
will deliver to the city manager immediately any and all copies~of
the Deliverables, whether or not completed, prepared by CONSULTANT
or its consultants, if any, or given to .CONSULTANT or its
consultants, if any, in connection with this Contract. Such
materials will become the property of CITY.
11.6 The failure of CITY to agree with CONSULTANT’s
independent findings, conclusions, or recommendations, if the same
are called for under this Contract, on the basis of differences in
matters of judgment, will not be construed as a failure on the part
of CONSULTANT to fulfill its obligations under this Contract.
SECTION 12o ASSIGNMENT
12.1 This Contract is for the personal services of
CONSULTANT, therefore, CONSULTANT will not assign, transfer,
convey, or otherwise dispose of this Contract or any right, title
or interest in or to the same or any part thereof without the prior
960730 syn 0042644
written consent of CITYo A consent to one assignment will not be
deemed to be a consent to any subsequent assignment. Any
assignment made without the approval of CITY will be void and, at
the option of the city manager, this Contract may be terminated.
This Contract will not be assignable by operation of law.
SECTION 13.NOTICES
13.1 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
To CONSULTANT: Attention of the project director
at the address of CONSULTANT recited above
SECTION 14.CONFLICT OF INTEREST
14.1 In accepting this Contract, CONSULTANT 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.
14.2 CONSULTANT further covenants that, in the
performance of this Contract, it will .not employ contractors or
persons having such an interest mentioned above. CONSULTANT
certifies that no one who has or will have any financial interest
under this Contract is an officer or employee of CITY; this
provision will be interpreted in-accordance with the applicable
provisions of the PaloAlto Municipal Code and the Government Code
of the State of California.
SECTION i5.NONDISCRIMINATION
15.1 As set forth in the Palo Alto Municipal Code, no
discrimination will be made in the employment of persons under this
Contract because of the age, race, color, national origin,
ancestry, religion, disability, sexual preference or gender of such
person. If the value of this Contract is, or may be, five thousand
dollars ($5,000) or more, CONSULTANT .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 "D".
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15.2 CONSULTANT agrees that each contract for services
from independent providers will contain a provision substantially
as follows:
"[Name of Provider] will provide CONSULTANT
with a certificate stating that [Name of
Provider] is currently in compliance with all
Federal and State of California laws covering
nondiscrimination in employment; that [Name of
Provider] will pursue an affirmative course of
action as required by the Affirmative Action
Guidelines of the City of Palo Alto; and that
[Name of Provider] will not discriminate in
the employment of any person under this
contract because of the age, race, color,
national origin, ancestry, religion,
disability, sexual preference or gender of
such person."
15.3 If CONSULTANT 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 Contract, it will be in
default of this Contract. Thereupon, CITY will have the power to
cancel or-suspend this Contract, 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
discrimination, as damages for breach of contract, or both. 0nly
a finding of the State of California Fair Employment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach of this Contract.
15.4 if CONSULTANT is found in default of the
nondiscrimination provisions of this Contract or the applicable
Affirmative Action Guidelines pertaining to this Contract,
CONSULTANT will be found in material breach of this Contract.
Thereupon, CITY will have the power to cancel or suspend this
Contract, in whole or in part, or to deduct from the amount payable
to CONSULTANT the sum of two hundred fifty dollars ($250) for each
calendar day during which CONSULTANT is not in compliance with this
provision as damages for breach of contract, or both.
SECTION 16. MISCELLANEOUS PROVISIONS
16.1 CONSULTANT represents and warrants that it has
knowledge of the requirements of the federal Americans with
Disabilities Act of 1990, and the Government Code and the 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. CONSULTANT will
comply with or ensure by its advice that compliance with such
provisions will be effected pursuant to the terms of this Contract.
960730 syn 0042644
11
16.2 Upon the agreement of the parties, any controversy
or claim arising out of or relating to this Contract may be settled
by arbitration in accordance with the Rules of the American
Arbitration Association, and judgment upon the award rendered by
the Arbitrators may be entered in any court having jurisdiction
thereof.
16.3 This Contract will be governed by the laws of the
State of California, excluding its conflicts of law.
16.4 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.
16.5 The prevailing party in any action brought to
enforce the terms of this Contract or arising out of this Contract
may recover its reasonable costs and attorneys’ fees expended in
connection with that action.
16.6 This document represents the entire and integrated
Contract between the parties and supersedes all prior negotiations,
representations, and contracts, either written or oral. This
document may be amended only by a written instrument, which is
signed by the’parties.
16.7 All provisions of this Contract, whether covenants
or conditions, will be deemed to be both covenants and conditions.
16.8 The covenants, terms, conditions and provisions of
this Contract will apply to, and will bind, the heirs, successors,
executors, administrators, assignees, and consultants, as the case
may be, of the parties.
16.9 If a court of competent jurisdiction finds or rules
that any provision of this Contract or any amendment thereto is
void or unenforceable, the unaffected provisions of this Contract
and any amendments thereto will remain in full force and effect.
16.10 All exhibits referred to in this Contract 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 Contract and will be
deemed to be a part of this Contract.
16.11 This Contract may be executed in any number of
counterparts, each of which will be an original, but all of which
together will constitute one and the same instrument.
16.12 This Contract is subject to the fiscal provisions
of the Charter of the City of Palo Alto and the Palo Alto Municipal
Code. This Contract will terminate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated
for the following fiscal year, or (b) at any time within a fiscal
960730 syn 0042644
12
year in the event that funds are only appropriated for a portion of
the fiscal year and funds for this Contract are no longer
available° This Section 16.12 will take precedence in the event of
a conflict with any other covenant, term, condition, or provision
of this Contract.
IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives executed this Contract on the date first
above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Mayor
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Police Chief
By
~ULTANTS
.yer’s I.D. No. 77-0138954
Director of Admin. Services
Risk Manager
Attachments:
EXHIBIT "A" :
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT "D" :
SCOPE OF PROJECT &TIME SCHEDULE
RATE SCHEDULE
INSURANCE
NONDISCRIMINATION COMPLIANCE FORM
960730 syn 0042644
13
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
COUNTY OF ~r~
)) ss.
)
On ~><~~.~ .~ , 1996, before me, .~;~/,’~2 ~-~. L~ ,
a Notary Publi’c in and for said County and State, personally
appeared ~A~ D. ~~/ , personally known to me
or proved to me on the Dasis 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
960730 ~y. 0042644
14
EXHIBIT A
SCOPE OF PROJECT
SCOPE OF PROJECT AND PROJECT DELIVERABLES
The public Safety function is an information-intensive environment. Current technology allows for
access and timely retrieval of information from a variety of sources to assist police officers, fire
fighters, dispatchers, investigators, and managers in proving quick, responsive service to the public.
The objectives of this project are to review and identify current police, fire, utilities, public works and
Stanford dispatching and police records management practices, define current and future
informational requirements, identify alternatives that meet the requirements, and prepare a cost/
benefit analysis of the current and proven technologies available to meet these alternatives.
Consultant shall perform the following services under this scope of work:
Task 1 -Identification of Scope and Project Tasks; Facilitated Wor "kshop.
Objective
Prepare a detailed project plan for the study and develop guidelines to administer the
project.
M;~jor Sub-tasks
o
o
Conduct a facilitated workshop with the project team and key individuals to verify
project’s scope, organizational goals and objectives, and to discuss interviews, staff
resources, time frames, logistics and support requirements.
Prepare a project plan and time line.
Hold a k~ck-offmeet~n= with appropriate Departmental personnel to introduce the
Consultants project team and provide an overview of the project.
Develop an agreed-upon format for bi-weekly status reports.
Hold bi-weekly meetings to review the status of the project and discuss issues, ideas,
alternatives and future steps.
Identify functional areas to address.
Identify key individuals, groups to interview in preparation for Task 2.
Deliverables
o
o
o
Detailed project plan.
Project schedule.
Departmental interview list by name and functional area.
Project kickoff meeting/facilitated workshop.
Written bi-weekly status reports.
PROPOSAL TO TIlE CITY OF PAL 0 A L TO 9 A BBE Y GROUP CO.\SUL TA.VTS ~ 1996
Task 2 -Requirement Definition; Develop and analyze user data.
Objective
Review and update current and future needs in the following areas:
¯ Dispatching for Police, Fire, Utilities, Public Works departments and Stanford
University.
¯Field Computing (data communication) needs for above.
¯Information System needs of the Police and Fire departments.
Major Sub-tasks
Obtain and review existing City specifications for information systems and other
affected areas.
Obtain and review any existing technology plans for the City departments and
Stanford University
Review and identify general data requirements for the operation of the Police, Fire,
Utilities, Public Works departments of the City of Palo Alto and Stanford University.
Review and identify field unit data requirements for Police, Fire, Utilities, Public
Works departments of the City of Palo Alto and Stanford University.
Review and identify CAD requirements for Police, Fire, Utilities, Public Works
departments of the City of Palo Alto and Stanford University.
Review and identify Communications/network interface requirements for City and
Public Safety function of Stanford University.
Review and identify office system data requirements the Police and Fire departments
(in conjunction with Information System needs.
Develop design and data flow charts to reflect the present and future collection,
retrieval and dissemination of information within the affected public safety
departments.
Analyze potential changes in workflow and probable impacts on departmental work
groups.
Review and discuss application priorities wiih the project team and document results.
Draft a user requirements document that includes the items listed in Work Plan Task
2 and above areas.
Delivcrables
Interview key individuals and groups as identified in Task 1.
Requirements Definition Section of project report, including:
¯Review of existing system.
o Data flow diagrams.
¯Detailed user application needs (updated from existing RFP).
PROPOSAL TO TIlE CITY OF PALO ALTO 10 ABBEY GROUP CO.VSULTA.~TS o 1996
¯Peripheral equipment needs.
¯Anticipated/recommended workflow changes.
¯Interview summary.
Written bi-weekly status reports.
PROPOSAL TO TIlE CITY OF PALO ALTO 11 ABBEY GROUP COASULTA.~TS o 1996
Task 3 -Evaluation of System/Software options.
Ob,iective
Review recent Palo Alto C.A.D. Request-for-Proposal (RFP) respondents solutions
and identify viable solutions, solution providers, and other options for the following
areas:
Dispatching for Police, Fire, Utilities, Public Works departments and Stanford
University.
Field Computing (data communication) needs for above.
Information System needs of the Police and Fifedepartments.
lVla_i or Sub-tasks
Obtain and review existing City C.A.D. RFP documents and responses.
Reseaich the latest product and software offerings in the public safety marketplace.
Identify and evaluate viable C.A.D. solutions for Police, Fire, Utilities, Public Works
departments of the City of Palo Alto and Stanford University.
Identify and evaluate viable overall Information System solutions for Police and Fire,
departments of the City of Palo Alto and Stanford University public safety functions.
Identify and evaluate viable Communications/network interface solutions for City and
Public Safety function of Stanford University.
Identify and evaluate viable field unit data solutions for Police, Fire, Utilities, Public
Works departments of the City of Palo Alto and Stanford University.
Conduct reference checks on potential vendors.
Discuss with City teams each potential option/vendor and select those for testing.
Develop testing criteria and conduct performance testing of selected options.
Prepare performance review and recommendations.
,Deliverable~
System/Software Options Section of project report, including:
¯Review of each system considered.
¯Performance and suitability criteria evaluation.
¯Correlation with detailed user application needs (updated from existing RFP).
¯Reference check summary.
¯Testing criteria and results.
¯Performance review and recommendations.
Written hi-weekly status reports.
PROPOSAL TO TIlE CITY OF PALO ALTO 12 ABBEY GROUP CO.VSULTA.~TS ~ 1996
Task 4 -Feasibility and Cost Analysis.
Objective
Evaluate the various alternatives and recommend, with appropriate justification, the
best approach to meeting the City’s and Universities needs. Define the benefits,
advantages, and disadvantages of each viable alternative. Perform an economic
analysis of each viable alternative.
Major Sub-tasks
D¢liverables
Consider various alternative technical approaches identified in potential solutions.
Develop Feasibility and Cost/Benefit Comparison Matrices, including:
¯Compare each alternative in relation to articulated needs.
¯Compare each alternative in relation to performance characteristics.
¯Compare each alternative in relation to installation timing and availability.
°Compare each alternative in relation to hardware and network requirements.
¯Compare each alternative in relation to generation of programming language,
database approach, and other technical considerations.
Compare each alternative in relation to connectivity and inter-connection
capabilities (open-systems).
¯Compare each alternative for availability of off-the-shelf, complementary office
automation and other sol, ware/hardware products.
¯Compare each alternative for.ease and cost ofcustomization and revision,
,Prepare a cast/benefit analysis that will allow management to make informed
decisions regarding the costs and expected benefits, including non-quantifiable
benefits of the recommended approach.
Feasibility and Cost Analysis Section of project report, including:
¯Functional Comparison Matrix.
¯Technology Comparison Matrix.
¯Available off-the-shelf enhancements/complimentary products.
-Hardware requirement comparison.
o Cost analysis.
¯Consultant’s recommendation Of ranked options.
Written bi-weekly status reports.
PROPOSAL TO TIlE CITY OF PALO ALTO 13 ABBEY GROUP COASULTAATS o 1996
Task 5 -Reporting and Development of Strategic and Change Plans
Objective
Pro,Ade a comprehensive Strategic Implementation and Change Management Plan to
implement the recommended option/s.
Major Sub-tasks
o
o
o
Develop draft implementation plan for recommended solution, including:
-Acquisition of solution.
¯Installation plan and time line.
-Needed resources and funding.
.Anticipated outcomes
Develop Change Management Plan for 9rganizational transition, including:
~"Anticipated organizational change requirements.
¯Change responsibility charting
¯Training needs.
o Change time line and milestones.
Facilitate group planning.
Review project outcomes.
Submit draft plans for City staff review and Final Plan development.
Provide Final Report and presentation, as requested.
Deliverabl¢~;
Strategic Implementation and Change Management Section of
project report:
¯Draft for City Staff review and comments.
-Final for Council presentation.
Written bi-weekly status reports.
The Consultants work product will be compiled and submitted to the client in a Project Report,
including a Management Executive Summary for budget, presentation and media use.
PROPOSAL 7"0 7YIE CITY OF PALO ALTO 14 ABBEY GROUP CO.VSULTA.S, TS o 1996
PROJECT ~;CHEDULES
Commencement upon approval.
Task 1 -
Task 2 -
Task 3 -
Project Initiation (8 Consultant Hours), on-site in Palo Alto.
Review System Requirements/Conceptual and Data-flow
(108 Consultant Hours),
Offsite - onsite as required.
System/Software Option Review (126 Consultant Hours),
off.site.
Week 1-2
Weeks 3-7
Weeks 8-10
Task 4 -
Task 5 -
Feasibility and Cost Analysis (18 Consultant Hours),
Off.site - onsite as required
Strategic and Change Management Plan,
(52 Consultant Hours), on-site.
TOTAL ESTIMATED PROJECT TIME
Weeks 11-12
Weeks 11 - 12
12 Weeks
PROPOSAL TO TIlE CITY OF PALO ALTO 15,ABBEY GROUP COA’SULTA,’~’IS ~ 1996
EXHIBIT B
MASTER PLAN PAYMENT SCHEDULE
Exhibit B
FEE SCHEDULE
Payment
Milestone
Task 1
Task 2
Task 3
Task 4
Task 5
Deliverables
Kickoff Meeting
Department Interviewee List
Project Plan/Schedule
Requirements Definition Report
Hardware/Sol, ware Options Report
Feasibility/Cost Analysis Report
Strategic/Change Management Plan
Final Report
TOTAL **
Professional
Fees
$7,176
$8,970
$8,970
$14,352
$39,468
Fees at each milestone are payable upon acceptance of each task deliverable and
submission by contractor of itemized billings in triplicate.
** Includes travel, lodging and per diem, telephone and report production costs not
to exceed $3,588.-All travel costs shall be approved in advance by the project
manager and will be calculated from Nevada City, CA. to Palo Alto, CA. round-trip.
EXHIBIT C
CERTIFICATE OF INSURANCE
DOUG VERNON INS "BROKER
401 SPRING STREET
NEVADA CITY, CA 95959
INSUR£D
ABBEY GROUP CONSULTANTS
206 SACRAMENTO STREET
NEVADA CITY, CA 95959
THIS CERTIFICATE IS ISSUED AS A MATI’ER OF INFORMATION ONLY AND
CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.~ THIS CERTIFICATE
DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE
POUCIES BELOW.
COMPANIES AFFORDING COVERAGE
LErrERCOMPANYA NEW HAMPSHIRE INS CO
co~P~r~ B TIG INSURANCE COLETTER
C(M4PANY D
LETTER
COMPANY ELETI’ER
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOO
INDICATED, NOTWITHSTANDING ANY REQUIREk~NT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFOFI~ED BY THE POLICIES D£SCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
DATE (u~x~r~)U~TS
B
COMMERCtN. GENERAL UASLrTY
OWNERS & CONTRAC3"OR~ PRO~
OTHER
CAP208695800
CAP208695800
TBD
3/19/96
3/19/96
8/05/96
3/19/97
3/19/97
8/05/97
GENERAL AGGREGATE
PERSONAL & ADq.
EACH OCCURRENCE
FIRE DAMAG~
, MED. EXPENSE (Any o~ p~m~
COMBINEDu~IT 8H~31.~$ 2 ,000,000
I BOOLY ~JURY(P,(I~,-<~)s
BODLY g4JUl~’
PROPERTY ~
EACH OCCURRENC~
AGGREGATE
~2,000,000
$i,000,000
sl,O00,000
sl,O00,000
300,0’00
5,000
$
$
s
X I STATUTORY L~ITS
DLSEASE--EACH EMR.OY~E $
OE~,~nON~OW~A’nONS~.~AT~:mS~,EH~-LES, S~C~.~.S IT IS AGGRED THAT THE BELOW NAMED CRETIFICATE
HOLDER IS INCLUDED AS AN ADDITIONAL INSURED, BUT ONLY INSOFAR AS THE NAMED
INSUREDS OPERATIONS
THE CITY OF PALO ALTO
250 HAHILTON
PALO ALTO, CA 94301
ATT: CONTRACT ADDMINASTRATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 33-E
EXPIRATION DATE THEREOF. THE ISSUING COMPANY ?~qLL ENDEAVOR TO
MAIL 3__.2.0 DAYS WRITrEN NOTICE TO THE CERTIFICATE HOLDER N,MR~D TO THE
LEFT. BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR
LIABILITY OF KIND UPON TI~,E COMPANY/,~ AGENTS OR REPRESENTATIVES.
EXHIBIT D
CERTIFICATE OF NONDISCRIMINATION
CERTIFICATION of NONDISCRIMINATION SECTION 410
..Certification of NqndiscrirninatiorK As suppliers of goods or services to the City of Palo Alto, the
firm and individuals listed below certifies that they do not discriminate in employment with regards
to age, race, color, religion, sex, national odgin, 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 levers.
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.
DATE: ~ ~ //- ~ ~
Title of Officer Sig~4:_j ~/~ ~ +’~ ~ ~ ~’U~
Please inclu~dv~ny additional info~on a~ailable regarding equal oppodunity employment
programs now In effect within your company.
(Please attach additional pages if necessary)
CITY of PALO ALTO: Non-discrimination (6194)
END OF SECTION
SECT, ION 410-1
Police Department
COMMUNICATIONS CENTER
CONSULTING SERVICES:
COMPUTER AIDED DISPATCH
REQUEST FOR PROPOSAL (RFP)
RFPCLOSES: June 11, 1996 ISSUED: May 10, 1996
PART I - TITLE PAGE
CITY of PALO ALTO
Adminis~atiw See’vice= 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)
The City of Palo Alto, Contract Administration, request a proposal in the behalf of the
Police Department, Communications Center for:
PROJECT TITLE:
CONSULTANT SERVICES:
COMPUTER AIDED DISPATCH
DESCRIPTION of PROJECT:
The consultant shall review, update and identify Palo Alto police, fire, utilities,
public works, and Stanford University dispatching needs and current/future
informational requirements consistent with organizational goals and objectives;
prepare a cost-benefit analysis of current and proven technologies available to
meet requirements and prepare a cost-benefit analysis of development of an in-
house system including all incidental and related work as required by the Scope
of Work under PART II herein.
The SCOPE OF WORK OR SERVICES - SPECIFICATION8 AND
.REQUIREMENTS, herein describes the scope of the project, the results
expected, and the requirements of the Consultant.
P_I~_Q_.~.~=_D_.P_~N I N G_:
’0.3_L0_g..p.m, - Tuesday. June 11, 1996
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 1
PART I - RFP
DEPARTMENT REQUESTING_:
Police Department: Communications Center
Project Manager: John Bush
City of Palo Alto
=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 docume.nts;
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 requirements, if required;
and meet any other requirements as specified.
OTHER REQUIREMENTS:
The Proposal and any accompanying, documents shall be submitted in a sealed
envelope marked as follows:
Title of Proposal:
C ERVICE : C MP TER ~PATCH = RFP # 87898
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 2
PART I - RFP City of Palo Alto
PROPOSALS TO BE DELIVERED TO:
CITY OF PALO ALTO, Purchasing/Contracting
Civic Center, First Floor
250 Hamilton Ave., P.O. Box 10250
Palo Alto, CA 94303
PART I -ove Letter = Table of Content~ - Directory_
PART II-ScoDe of Work or Service~
Consulting Services: Computer Aided Dispatch
Section 1
Section 2
Section 3
Section 4
Section 5
Project Purpose
Project Tasks & Requirements
Project Administration & Completion Dates
Proposal Content & Format
Evaluation & Selection Criteria
PART III-RFP Instructions and Form ReQuirements
Instructions
A.
B.
C.
D.
Ins.tructions to Proposers
Pre-proposal Conference Information
Submittal Requirements
Consultant Selection Process
Special Conditions
Form Requirements
3O5
310
410
42O
650
Signature Pages
Acknowledgment of Addendum
Certification of Non-Discrimination
Experience and Financial Qualifications
Insuranc.e Certificate Requirements
~~AL CONFERENCE INFORMATION:
Under PART III, L Instructions, section B. PRE-PROPOSAL CONFERENCE
INFORMATION, a pre proposal conference is NOT SCHEDULED for this project.
In addition to the above, see PART III, L Instructions, C. SUBMITTAL
REQUIREMENTS, for additional information.
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 3
PART I - RFP city of Pa/o Alto
~ITY CO~
Project Manager:
Phone:
Fax:
John Bush
(415) 329-2498
(415) 321-3067
Address For Proposal or Work related information:
Contract Administration
Ken M. Haskins, Manager
1st Floor, Civic Center
250 Hamilton Avenue
P.O. Box 10250
Palo Alto,. CA 94303
Issued by and contact for procedural information:
Ken M. Haskins OR Debbie Park
Purchasing/Contract Administration
City of Palo Alto Civic.Center, First Floor
Phone: 415/329-2391
END of SECTION
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 4
PART il o SCOPE of.WORK or SERVICES
SECTION 300
Cite/of Palo Alto
In response to the Request for Proposal, the undersigned, as Proposer declares
that the only persons or parties interested in this RFP as principals are those
named herein, that this RFP is made without collusion with any other person, firm
or corporation; that the Proposer has carefully examined the location of the
proposed Work and the plans and specifications herein referred to; and the
Proposer proposes and agrees, if this RFP is accepted, that the Proposer will
contract with the City of Palo Alto, to provide all necessary materials, equipment,
tools, apparatus and other means of transport services, and to do all the work and
furnish all the specified requirements in the Contract, in the manner and time
therein prescribed and at the prices stated in the following RFP:
Project Title:
PROPOSAL ~.,stimated) SCHEDULE
CONSULTANT’s PROPOSAL COST WORKSHEET
"....’ ESTIMATED."- :.-. i:"i .
Identification of project tasks PER
SPECIFICATION SECTION OF PART II HEREIN
(Rate/Fee Applied)
Requirement definition study PER
SPECIFICATION SECTION OF PART II HEREIN.
(Rate/Fee Applied)
Evaluation of hardware and software PER
SPECIFICATION SECTION OF PART II HEREIN.
(Rate/Fee Applied)
Feasibility study and cost benefit analysis PER
SPECIFICATION SECTION OF PART II HEREIN.
..PROPOSED.’ COSTS
(Rate/Fee Applied)
CITY of PAL¯ ALTO: RFP (rev.12/95)RFP SECTION 1- Page 5
PART il - SCOPE of WORK or SERVICES Cite/of P.alo Alto
...:PROPOSED COSTS
= "" ": -. ":" ":’.-, i,..:.:-:..-’:- "-"
PROPOSAL COST WORKSHEET
Reports preparation PER SPECIFICATION
SECTION OF PART II HEREIN.
(Rate/Fee Applied)
Grand Total of Estimated Cost of Proposal*=
Notes and Requirements Proposers.
Award and execution of the Contract shall be as described in the Request for
Proposal documents.
.*THE SELECTION CF~IT~ as determined by the Project Manager will be the
basis for determining the "lowest responsible proposer". The "Proposal Cost
Worksheet" provided above is for budgetary purposes only and the final fees and
costs will be negotiated by the Project Manager after the selection of the
Consultant is made.
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) CONSTITUTES AN AGREEMENT TO
THE TERMS AND CONDITIONS OF THIS SECTION (PART II; SECTION 300)
END OF SECTION 00001
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 6
Police Department
COMMUNICATION$ CENTER
CONSULTING SERVICES:
COMPUTER AIDED DISPATCH
REQUEST FOR PROPOSAL (RFP)
PART II
SCOPE of WORK or SERVICES
CITY of PALO ALTO: RFP (8/95)
PART II - SCOPE of WORK or SERVICES City of Palo Alto
REQUEST FOR PROPOSAL (RFP)
CONSULTING SERVICES: COMPUTER AIDED DISPATCH
SECTION 1 - PROJECT PURPOSE
The public safety function is an information-intensive environment. As technology
allows for access into multiple computer systems and faster retrieval of data from
those systems, the need for timely information is paramount.
The City of Palo Alto requires a consultant to review, update and identify police,
fire, utilities, public works and Stanford dispatching needs and current or future
informational requirements consistent with organizational goals and objectives;
prepare a cost/benefit analysis of current and proven technologies available to
meet these requirements and prepare a cost/benefit analysis of development of an
in-house system and identify feaSible alternatives which have the potential to meet
the objectives and requirements.
BA~Gt~UND
The City of Palo Alto has undertaken a multi-year project to provide solutions
designed to effectively manage the Police Department’s current and future
informational requirements. A commitment to the project was made in the
1990-91 Capital Improvement Plan when the City Council approved funds to
develop a Law Enforcement and Consolidated Information Management Plan. An
initial part of that plan included a consultants review of systems in use within the
Department and Communications Center. To date, optical imaging, mobile data
computers, upgrades to records management system and message switching
portions of the plan have been implemented.
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 7
PART II - SCOPE of WORK or SERVICES City of Palo Alto
The City of Palo Alto is a charter city of approximately 57,000 people, located 35
miles south of San Francisco in Santa Clara County. High technology industry, due
in part to the closeness of Stanford University, increases Palo Alto’s day-time
population to more than 125,000 people. The city is unique in its operation of city-
owned utilities such as gas, water and electrical services.
POLICE DEPARTMENT BACKGROUND
The Palo Alto Police Department consists of ninety-five (95} sworn officers and
seventy-two (72) civilian personnel. The Communications Center provides radio
dispatching services for Police, Fire, Paramedics, Utilities and Public Works for the
City of Palo Alto and Stanford University. Approximately 50,000 Palo Alto Police
calls-for-service, 10,500 Stanford Police calls, 31,000 9-1-1 calls, 7,000
Fire/Paramedic calls and 19,000 Utility calls are dispatched annually. The Center is
staffed 24 hours a day by a total of 16 Dispatchers and 4 Chief Dispatchers.
~J.T_J~MJ~T_~2_~ Y s T E M BACKG B_0_UE~
The police department’s current law enforcement system utilizes two separate
software solutions. The department’s records management system (RMS) operates
on Tiburon’s V’F-PRISM which they recently purchased from OCS. Dispatched
calls-for-service utilizes ACES, an unsupported software package from Vision
Technology. These software packages operate on an HP-3000/947 with more
than 75 work stations connected to it throughout the department. It is important
to note that for the purposes of this project, the City is not confined to solutions
that operate in the Hewlett Packard environment. The department has
implemented on-line access of multiple computer systems from patrol vehicles and
has recently conducted an unsuccessful search for a vendor to provide a
Computer Aided Dispatch system.
The Fire Department utilizes an in-house records management system which
allows access of some record information to the Communications Center.
Currently residing on an HP3000/949 computer system are several custom
software programs which provide dispatchers access to fire incident reporting
information (UFIRS), inspection and occupancy files containing information on
hazardous materials at Iocat!ons, and on-duty personnel rosters.
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 8
PART II - SCOPE of WORK or SERVICES City of Palo Alto
As a part of the multi-year project, the Police Department has implemented the
following solutions to needs identified in the 1990 needs analysis report:
Optical Imaging -The department implemented an Optical Imaging system in
1992. All police reports are scanned, indexed and retrieved from optical
disks within seconds on the department’s PC’s.
Mobile Data Computers In Police Cars - The department utilizes Compaq
laptop computers in patrol vehicles, communicating through a radio modem
and Motorola Spectra radio over an 800MHz dedicated data channel. The
software controlling this communications process is Traffic Master II
provided by Western DataCom which is connected to outside databases
through a message switch.
Records Management System - As part of the multi-year plan,
enhancements and upgrades were made to the current VT-PRISM modules
to bring them to the .most up-to-date version. These applications are
running on an HP3000/947.
Message Switch - The department is connected to a variety of internal and
external databases utilizing a message switch from Eclipse Software. This
system interfaces with the Traffic Master MDC controller software as well
as the HP3000/947. This enables over 75 PC workstations and notebook
computers in patrol vehicles access to internal VT-PRISM and external local
and state law enforcement database systems.
CITY of PALO ALTO: RFP (rev.12195)RFP SECTION 1- Page 9
PART II - SCOPE of WORK or SERVICES.
=~,~JO.J~L~- PROJECT TASKS AND REQUIREMENTS
Cite/of Palo Alto
The consultant shall, through discussions and analysis, identify the current and
future needs for a Computer Aided Dispatching system for the City of Palo Alto.
The consultant shall address organizational objectives and needs as they relate to
the department’s dispatching goals; determine departmental resources including
City staff assistance and access to information; and provide a schedule of tasks to
be performed to complete the project.
B., Reauirements Definition Study
The purpose of the requirements definition study is to validate information related
to CAD as identified below, and identify any current and anticipated informational
requirements and needs in the dispatching function. The 1990 report identified
the following needs and requirements for a computer aided dispatch system:
Ability to access external databases such as SLETS, CLETS, and NClC
through a single query to speed up field access of critical information.
Ability to transfer CAD incident information to RMS in order to avoid
manually re-entering CAD data and provide more timely access to CAD
information.
On-line access to other City information including Fire.
Ability to automatically dispatch field units to calls without radio broadcast
of the information.
Automated tracking of unit status so that all Communication Center position
can simultaneously monitor calls.
Ability to maintain hazard information on the CAD system by location
address.
System should automatically check and validate incident addresses.
Capability of automatically selecting and alerting Correct fire station based
on incident location.
Ability to provide first responder information for emergency medical
dispatch.
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 10
PARTII o SCOPE of WORK or SERVICES Cit}, of Palo Alto
Capability of separating call taking and dispatching functioris, with the
transfer of call information performed easily.
Provide automatic transfer of E-9-1-1 ANI/ALI information to CAD system to
reduce data entry requirements.
Need to automatically synchronize CAD timing with logging recorder.
Capability of storing pending calls for service, separated by dispatcher
function.
Need to provide user friendly formats for data entry and retrieval. Systems
should have complete "help" instructions available on-line.
System should have automated access to telephone paging for individual
and group call-out.
System should be capable of supporting CAD and RMS for multiple
agencies.
The consultant shall perform personnel interviews and personnel job/task
observations; identify problem areas; perform all the necessary analysis to develop
and provide recommendations for significant improvement in police and
dispatching information management processes in the identified problem areas;
develop recommendations for each problem area including necessary integration
with any existing system; cost estimates; justifications; and a description of
probable impacts on the work group.
The City of Palo Alto’s computer environment currently consists of:
HP9000 UNIX based Servers.
Informix and Oracle Data Base, Management Software.
In-house application development is performed using PowerBuilder.
Workstations (Personal Computers) communicate to the UNIX servers over
an Ethernet network using Walker, Richer and Quinn’s Reflection Network
Series for Windows software.
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1o Page 11
PART II - SCOPE of WORK or SERVICES City of Palo Alto
Transmission Control Protocol over Internet Protocol (TCP/IP) is also
supported to connect Personal Computers to the HP UNIX servers.
The City has an Internet presence, consisting of the City’s Home Page and
a Firewall for network security.
Personal Computers are running Windows for Work Groups and moving
towards the NT operating system.
The Personal Computers are connected via LAN Manager network operating
system and moving towards the NT network operating system.
The Personal Computer servers are Pentium processors operating under NT.
The servers provide file/data, print, and application sharing.
The consultant shall develop a recommended list of technologies which would
meet the City’s requirements. Hardware and software evaluations will be
performed to support decision making and for matching groups of products to the
city’s requirements.
Feasibility study and cost benefit analysis
The objective of the analysis/feasibility study is to provide the City Council and
City staff with adequate information to analyze and evaluate the alternative
approaches for improving the dispatching information management processes and
to assist in the decision process associated with system alternatives
recommendations.
The consultant shall review the organization’s requirements end the proposed
solutions and evaluate each proposed solution on the basis of the technology
available and proven in the current environment.
The results of the cost benefit analysis will provide the City Council and City staff
with adequate cost and benefit information to determine the benefits versus cost
of available "off-the-shelf" products and in-house development of a customized
computer aided dispatch system. The results of this analysis, in conjunction with
the feasibility study results, should provide the information for the decision making
process relative to the merits of the development of a dispatching information
management system. The consultant shall evaluate the feasibility of an in-house
development approach for reasonably achieving the department’s objectives and
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 12
PART II - SCOPE of WORK or SERVICES City of Palo Alto
shall identify and propose a recommended approach.
The consultant shall prepare a report that details the results, analyzes the
information gathered, and identifies the costs and benefits of the feasible
alternatives. The cost benefit analysis report shall describe in detail the scope and
methods used in the analysis. The report shall list all benefits, including those
benefits that are not quantifiable. The report shall rank the optional systems in
ascending order of cost and descending order of benefits (e.g., lowest cost most
benefits, next lowest cost most benefits, etc.).
In addition to the report, the consultant would be expected .to participate in any
public hearings and/or City Council meetings on the topic.
SECTION 3 -pROJECT ADMINISTRATION & COMPLETION DATES
pROJECT ADMINISTRATION
The contract will be administered by John Bush, Project Manager, Police
Department. All questions and matters related to the project shall be brought to
the attention of the Project Manager. Any procedural information may be obtained
through the Contract Administration Manager.
The overall study shall be completed and delivered to the Project Manager no later
than October 1, 1996
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 13
PART II = SCOPE ot~ WORK or SERVICES City of Palo Alto
The following will be considered the minimum contents of the proposal:
A cover letter with signature including a restatement of the objectives
to show or demonstrate the responder’s view of the nature of the
project and ability to meet target dates.
So An outline of the responder’s background, references and experience
in performing this type of study with particular emphasis on local and
state government work for the areas of computers, networking,
records management and police and fire CAD systems. Identification
of consultant personnel assigned to conduct this project and detail
their training and experience. Provide a minimum of three (3)
references for both the firm and the personnel who will be assigned
to this project. All references will be for work performed within the
last three years. No change in consultant personnel assigned to this
project will be permitted without the approval of the Project Manager.
Co A detailed cost. and work plan which will identify the major tasks to
be accomplished and be used as a scheduling and management tool
as well as a basis for invoicing.
A sample copy of previous work performed that best meets the
requirements of this proposal.
Eo A matrix identifying the level of participation and hours required in the
project by City.of Palo Alto employees.
F. A time line identifying the completion points of the scope of work.
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 14
PART II - SCOPE of WORK or SERVICES City of Pal. Alto
The criteria upon which the proposals may be reviewed are listed below. Rating of
criteria will be on a scale of 1 - 10~, with 10 being the highest. The top three
highest total scores will be invited for an interview. The combined score of the
rating and interview will determine who receives the award of proposal.
1.Restatement of objectives 10 X
Work plan submitted (show ability
to provide final reports by October
1, 1996)10 x
Previous experience of firm in
computers, needs analysis of law
enforcement and consolidated
dispatch systems, technologies
and experience in working with
governments 13 X
Previous experience of consultant
staff assigned to this study
References of consultants
(minimum of three (3) references
8 X
5 X
Costs
Financial stability of firm (attach
annual report or other indicator of
financial stability
Vendors explanation of
anticipated assistance from the
City of Pal. Alto employees
5
2 X
2 X
Grand
Total
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 15
PART II - SCOPE of WORK or SERVICES City of Palo Alto
The reviewer will analyze each criteria and use the following input to determine
tl~e 1-10 points to be awarded:
quality and content of response 40%
readability and understanding 40%
format 20%
End of Section
CITY of PALO ALTO: RFP (rev.12/95)RFP SECTION 1- Page 16
Police Department
COMMUNICATIONS CENTER
SERVICES:
COMPUTER AIDED DISPATCH
REQUEST FOR PROPOSAL (RFP)
PART III - CONTRACT ADMINISTRATION
INSTRUCTIONS & FORMS
CITY of PALO ALTO: RFP (4/96)
PART I!1 - INSTRUCTIONS and FORMS City of Palo Alto - RFP
A. INSTRUCTIONS TO PROPOSERS:
~ Proposals shall be submitted in accordance with the following Instructions to
Proposers and the Scope of Work or Services - Specifications and Requirements (PART III, herein) to
receive consideration:
1.0 Unless otherwise called for,~ 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 Consultant shall furnish a statement of financial
responsibility and experience in the Proposal.
2.2 Before submitting a Proposal, the Consultant 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 in response to this RFP, or to procure or contract for services.
~ If any person contemplating the submittal of a proposal for the Project is in doubt asto
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 provide 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 be responsible for any other explanations or
interpretations of the RFP.
’ Any proposer may withdraw 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.
’ 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.
~ Any addendum issued during this RFP process shall be indicated in the RFP response
(PART I1. "Acknowledgement~) and shall be made a part of the agreement between the City and the
selected consultant.
~ Unless receipt of this RFP is acknowledged, in the form of a letter or a "no response,"
the Consultant’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
CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 1
PART I!1 - INSTRUCTIONS and FORMS City of Palo Alto - RFP
letterhead or via FAX. Purchasing’s FAX: (415) 329-2468.
¯ All proposals, regardless of any irregularities or informalities, will be opened and
only the ~ of the consultant 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 consultant read aloud. Proposers, or their representatives and other interested
persons, may be present at the opening of the responses to the RFP.
~ 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.
D~=J,~J:I_t~I_J~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.
" ’ 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.
~to Cost or Cost~; 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.
1.0 Consultant shall submit invoices, monthly, in triplicate for the cost of services provided
during periods or a~ 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 Invoices 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
CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 2
PART III - INSTRUCTIONS and FORMS City of Palo Alto = RFP
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 ~uch books and to all other records of the consultant as required to verify any and all
reimbursable costs invoiced.
PREopROPOSAL CONFERENCE INFORMATION
A pre-proposal conference IS (NOT) SCHEDULED for this project.
D=
SUBMI’I~AL REQUIREMENTS
As a minimum, interested consultants shall provide the following:
4.
5.
6.
A brief statement of the consultant’s overall understanding of the nature of the project
and the services to be provided under thi~ 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. In addition,
the Project Manager will evaluate and select the proposal indicating the best
methodology used in related computer aided dispatch services, analysis and studies.
A brief description of the background and capabilities of the consultant, and any
subconsultants, and a statement of direct relevant experience with similar projects.
Completeness of the Proposal submitted.
Names of specific individuals, of both consultant and any subconsultant firms proposed
for this project, including their role and relevant experience with similar projects.
Estimated cost of overall project, selection criteria, and cost of fees. The proposal shall
include a detailed breakdown of costs by product and hourly rate of the consultant and
any subconsultants.
Three references including contact name, address and phone number for both firm and
project personnel.
CONSULTANT SELECTION PROCESS
As a minimum, the evaluation of the proposals and selection of the consultant, including any
proposed subconsultants, will be based on the following as well as the criteria listed in PART I1:
o
Qualifications and experience of proposed project manager and key staff;
Similar experience and expertise in the type of work required;
Demonstrated experience and methodology used in performing analysis and studies
associated with computer aided dispatch projects;
The response to this RFP, including the consultant’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 consultant.
The interviews may be scheduled by the Project Manager. Finalists will be notified of the time
and place of the interviews. Consultant will be selected based on the evaluation of proposals
and interviews.
END of SECTION
CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 3
PART III - INSTRUCTIONS and FORMS City of Palo Alto - RFP
’ 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.
’ The selected consultant and any subconsultant may be required to comply with
City’s conflict of interest code by filing a financial disclosure form entitled "Statement of Economic
Interest, Form 730." This will depend on whether the consultant or subconsultant is a consultant 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 b~i the
consultant or subconsultant which may foreseeably have a material effect on any financial interest of
the consultant or subconsultant 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 Maieure. 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 for 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.
Jl3~tr.~:bT,~ The selected consultant 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
consultant’s insurance coverage in the forms and amounts set forth in Exhibit "A" or SECTION 00650
to this RFP. The consultant 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 consultant 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.
Ownershiq~ All drawings, plans, reports, specifications, calculations, and other documents prepared by
the consultant 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 consultant’s services under the agreement; however, the
consultant may retain and use copies thereof. All non-final drafts, notes and working documents
prepared by the consultant during the term of the agreement, shall be retained by the consultant for a
period of three years, and shall be available to the City for review and copying upon 48 hours written
notice.
’ ’ Consultant shall maintain accurate and complete records specifically relating to
the Services provided under the agreement. Consultant shall also keep records and books of account
showing all charges, disbursements, or expenses made or incurred by consultant in the performance of
the service herein. Records shall be created which are relevant in determining whether consultant 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. Consultant shall provide security and retain such
CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 4
PART I!1 o INSTRUCTIONS and FORMS City of Palo Alto - RFP
records and items for a period of three years from date qf final payment under this agreement.
The Consultant 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
2.0 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 consultant 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 consultant shall be fully responsible for the care
and protection of data until such delivery.
~,,J3t, d~i£K~ Consultant shall develop and maintain’a detailed schedule for the work required under the
agreement. Consultant shall submit progress data as required by the Project Manager which shall
include the percentage complete and actual start date and actual finish date for all activities worked on
by consultant under the Project as required by the Project Manager.
~ Should any proposer contemplate subconsulting 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 subconsultants who shall perform any
part of the Project.
~ Except where specifically provided, the proposal fee(s) shall include all federal, state, and local
sale~, use, excise, transportation, privilege, occupational, and other taxes applicable to service,
materials or equipment furnished under the agreement or by the consultant’s payroll. The consultant
agrees to indemnify and save City harmless from and against any liability for any such taxes, or payroll
premiums and contributions.
~ 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.
~tand~rd of Performance:
1 .O The selected consultant 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 observed 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 consultant’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.
~ The selected consultant I~ereby 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,
CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page 5 "
PART !11 - iNSTRUCTIONS and FORMS Cit~, of Palo Alto - RFP
including wrongful death, caused by or arising out of the Consultant’s, its officers’, agents’ or
employees’ negligent acts, errors, or omissions, or willful misconduct, or conduct for which the law
may impose strict liability on the Proposer in the performance or nonperformance of the agreement.
Affirmative Action Reouirement; The Consultant 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.
~ 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 width Disabilities Act
(ADA) of 1990 should contact the ADA Director for the City of Palo Alto at (415) 329-2550.
~ At all times the consultant shall be deemed 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 consultant shall certify that no one who has or will have any financial interest under the
agreement is an officer or employee of City.
~ The agreement between City and the selected consultant 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.
~ 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.
End of Instructions Section
CITY OF PALO ALTO - RFP (Rev.9/94)Instructions Page
PART III o PROPOSAL FORMS
SIGNATURE PAGE
SECTION 305
~SERVICES: COMPUTER AIDED DISPATCH - RFP #87898
The undersigned hereby certifies that, directly or indirectly, they or their representatives and
agents have not colluded with other parties interested in this Proposal..
Consultant OR Contractor is a:
rl California Corporation, or a [] California Limited Liability Company, or a
E] Corporation organized under the laws of the State of.
head offices located at
with
and offices in California at
(Attach addendum if necessary)
rl S01e Proprietorship including any fictitious business name (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 1 9B
Name of Consultant:Signature of Officer/Owner:
Title:Printed Name of Signatory:
Address #1:Address #2:
City:
Fax No:
State, Zip:
Telephone:
IRS #:
Name of Contact Person:Telephone:
CITY of PALO ALTO: Signature Page - (12/95)SECTION 305-1
PART III = PROPOSAL FORMS SECTION 310
CONSULTANT’S SPECIAL LICENSE REQUIREMENTS
When applicable, and subject to verification of good standing, the Consultant shall submit a
copy of its current professional license as issued by the State of California under Chapter 9
of Division III of the California Business and Professions Code (Sections 7000 P.,t_s~). The
copy of the license shall be attached to the Signature Page herein.
ACKNOWLEDGEMENT OF ADDENDUM(S)
During the RFPprocess there may be changes to the documents which would require an
issuance of an Addendum or Addenda. To assure that all Consultants receive the update or
change Addendum, the following acknowledgement and sign-off is required.
NOTE: Failure to execute the following may be considered as an irregularity in the request
for proposal process. Receipt of the following Addendum is acknowledged. The Consultant
acknowledges that the information contained in the addendum has been considered in the
preparation of this RFP.
Addendum No. (Nones), (1~), (2m), (3~), (4_..._), (5~)
(Check appropriate space/number above)
Signature of Consultant
Company
END OF SECTION
CITY of PALO ALTO: Acknowledgement - (8-95)SECTION 300-2
CERTIFICATION of NONDISCRIMINATION SECTION 410
’Certificatiorl Of Nondiscrimination: As suppliers of goods or services to the City of Palo Alto, the
firm and individuals listed below certifies that they do not discriminate in employment with regards
to age, race, color, religion, sex, national odgin, 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
opportunities for minodty persons at all job levels.
which affirmatively promote
2.0 To communicate this policy to all persons concemed, including all employees,
outside recruiting services, especially those serving minodty 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 conceming
affirmative action policies and provide opportunities for employees.
Firm:DATE:
Title of Officer Signing:
Signature,
Please include any additional information available regarding equal opportunity employment
programs now in effect within your company.
(Pleas~ attach additional pages if necessary)
END OF SECTION
CITY of PALO ALTO: Non-discrimination (6/94)SECTION 410-1
PART III -SUPPLEMENTAL FORMS SECTION 420
CITY of PALO ALTO
EXPERIENCE AND FINANCIAL QUALIFICATiONS
The following information concerning the experience and financial qualifications of
the Consultant 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:Services: Computer Aided J3_LsJ:l~ch
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?
.3.
How many years experience have you (or your firm) had which is slmilar 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 your firm) previously worked for the City of Palo Alto? [] Yes [] No If
yes, please include the information in your proposal.
Rease 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.
Consultant (Company Name)
(Name/’ritle)(Date)
END OF SECTION
CITY of PALO ALTO: Experience/Financial (4/94) SECTION 420
PART III o INSURANCE R,; JIREMENTS Lon9 Form City o ~1o Alto:SECTION 650(~)
CONTRACTOR:
PROJECT MANAGER:
CONTRACT NAME:
Insurance Requirements for Contractors
John Bush, Police-Communications Center
Services: Computer Aided Dispatch
GENERAL TERMS AND INSTRUCTIONS
THIS INSTRUCTION SHEET SHOULD BE GIVEN TO YOUR INSURANCE AGENT/BROKER.
THE INSURANCE REQUIREMENTS CHECKED BELOW ARE REQUIRED FOR THIS CONTRACT,
TYPE OF COVERAGE REQUIREMENT LONG FORM (Minimum Um~) J
IWorker’s Compensation Statutory
ii~i~i~ :i!i !iii~~iAutomobile Llabillt~
¯ Comprehensive General Liability:
INCLUDING:
¯PERSONAL INJURY
¯BROAD FORM PROPERTY DAMAGE
¯ RRE LEGAL UA~UTY
,Comprehensive Automobile Uability:
INCLUDING:
’~ HIRED
Profeuional Uabllity:
INCLUDING:
¯ERRORS AND OMIS,SK)NS
¯ MALPRACTICE (ff Applical~e)
° NEGLIGENT PERFORMANCE
BOOILY INJURY
PROPERTY DAMAGE
BOO~LY INJURY & PROPER’rY
DAMAGE COM~NED
INJURY
ALL DAMAGES
~ ,THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED
A.
D.
E.
F.
The City of Palo 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 Pato Alto, etc., shall be pdmary coverage, without offset against City’s existing insurance and any other insurance 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 o0~er s~Twlar ~ or any apparatus in connection therewith below the surface o1’ the ground whether owned by third parties or the Clt’/
of Palo Alto.
Where the work Involves excavating, collapse coverage is provided tn the amounts above.
The policy Includes a "Severabllity of Interest" provision.
Deductibles over $5,000 must be indicated and are subject to approval.
If such policies are canceled or changed dudng the padod of coverage as stated herein, in such a manner as to affect the Cedificate, thirty (30)
days twitten notice will be mailed to the C~ of Paic Alto, Contract Administration, P.O. Box 10250, 94303
The ~ab~ ~ pd’~’y includes a contractual liabllib/endorsement providing insurance coverage for Contractor’s agreement to indemnify the
The coverage afforded under the policies is subject to all terms of the policies designated herein and meets all of the provisions called
END OF SECTION
CITY OF PALO ALTO: Insurance Requirements (REV,6/94)SECTION 00650-1
City of Palo Alto
City Manager’s Report
TO:HONORABLE CITY COUNCIL
ATTENTION: FINANCE COMMITTEE
FROM:CITY MANAGER DEPARTMENT: POLICE
AGENDA DATE:
SUBJECT:
February 13, 1996 CMR:143:96
Rejection of Proposals for Computer Aided Dispatch System and
Approval for Consultant Assistance
REQUEST
In September 1995, the Finance Committee approved additional funding for the Police
Information Systems Master Plan Capital Improvement Project associated with the purchase and
installation of a Computer Aided Dispatch System (CAD). The additional funding had been
requested after staff had identified Unisys Corporation through an RFP process as the vendor
from which the system would be purchased. Since then, during negotiations with Unisys, staff
has met with several significant obstacles and has obtained information that has led to the
determination that it would not be in the City’s best interest to continue negotiations with
Unisys. Therefore, staff requests that Council authorize staff to reject the proposal..Based
upon this recent experience and due to the fact that five years have elapsed since the original
needs analysis was completed regarding CAD, staff also requests authorization to use existing
.Capital Improvement Project (CIP) funds to hire a consultant to update the analysis, conduct
in-depth research into available systems, and to provide information regarding the feasibility
and cost effectiveness of in-house deve!opment of a CAD system versus the purchase of a
system from a vendor.
RECOMMENDATIONS
Staff recommends rejection of all original proposals for a CAD system and recommends
Council provide authorization to contract with a consultant to update the needs assessment, to
provide more extensive information about current CAD systems, and develop recommendations
regarding in-house development versus purchase of a CAD system. After approval of the
Finance Committee and Council, staffwould follow the City’s request for proposal procedures
for consultant selection and return to Council for approval of an agreement with a consultant.
CMR:143:96 Page 1 of 5
POLICY IMPLICATIONS
There are no policy implications associated with the recommendations contained in this report.
Pending Council approval and the recommendations developed by the consultant, a policy
decision regarding the decision of in-house development or purchase of a CAD system would
probably have associated policy implications.
EXECUTIVE SUMMARY
Summary of Project
Information regarding the history of the CAD. project is contained in the attached CMR:
404:95. Preliminary negotiations with Unisys began in June 1995. Based on those discussions,
staff returned to the Finance Committee on September 11, 1995 and received approval for an
additional appropriation of $82,000 for CAD and $48,000 for the Fire CIP for the fire alerting
system. At that time, staffwas fairly comfortable with proceeding with Unisys, based upon the
information received through site visits, discussions with other agencies, and information from
other vendors.
Since that time, negotiations with Unisys have occurred in order to provide more detailed
specifications of the system’s capabilities and customization.During these negotiations,
however, several significant concerns surfaced.
Concerns
Staff learned that a Unisys CAD implementation in Pierce County, Washington, was not
proceeding well. Of the four major components, Unisys was late delivering all of them and
three did not work correctly. Although they are trying very hard, problems were still being
encountered. This experience has created concern regarding Unisys’ ability to deliver a
workable product on time.
Very recently, Unisys Corporation announced a $676.8 million dollar fourth-quarter loss and
as a result is expected to lay off7,900 workers. While Unisys is a Fortune 500 corporation .and
is not in jeopardy of going out of business, this development, together with the uncortftrmed
information that they are considering eliminating their project to develop a police records
management system, raises considerable doubt about the Company’s continued involvement in
public sector systems development, sales and support.
CMR:143:96 Page-2 of 5
Additional concerns raised during meetings with Unisys centered on their software’s ability to
function on the City’s preferred hardware and network systems. The City’s computer
architecture is Hewlett Packard for computer hardware (mini and personal computers) and
installation of Windows NT as its network operating system. Unisys stated that their
application was compatible with the City’s computer environment software and provided cost
estimates to that effect as part of their proposal. However, during discussions it became evident
that Unisys was not willing to agree to the original cost estimates and that costs would
significantly increase. Unisys representatives also indicated that they could not guarantee that
the product would perform as expected if it were on a platform other than Unisys proprietary
hardware. Although Unisys has not provided exact figures, staff estimates the increase to range
between $37,000 and $50,000. Due to these concerns about system capability, staff believes
it is not in the best interest of the City to continue negotiations with Urfisys.
Staff has learned that a number of companies that heretofore had manufactured CAD systems
are getting out of the public sector arena. CAD, fire and police records management systems
usually are highly customized to meet the needs of individual agencies. Therefore, such
systems are labor intensive and, consequently, it is not cost effective to develop software
programs requiring that level of customization. One of the largest manufacturers of CAD
systems, and one that has been considered the most stable by experts in the industry, has
recently sold their public sector division to another company. Another CAD provider is also
in danger of going out of business. Additionally, one of the companies that submitted a
proposal has since actually gone out of business. As a result, staff is concerned that the
instability of the industry may have negative impacts and subsequent cost increases on the
implementation of a CAD system.
Alternative Options
From the beginning of the project, staffhas taken a very cautious approach. As a result of this
approach the experience of other agencies, who rushed into the purchase of CAD systems only
to run into cost overnms, system incompatibilities, and/or failure of the systems to meet their
needs, has been averted. Staffhas considered several alternative courses of action.
One option would be to select another vendor from those that originally submitted proposals.
This option has been rejected for several reasons. Some of the proposals were submitted with
associated costs well over $500,000, while other proposals did not appear to meet the needs of
the City.
One option staff considered was to initiate another RFP process. Staff is not confident that this
would be a productive use oftirne, because only seven vendors submitted proposals originally;
CMR:143:96 Page 3 of 5
and some of those vendors, as previously mentioned, have subsequently gotten out of the CAD
business.
Staff’has considered the alternative of developing an in-house system. Based upon the City’s
recent experience with the Utility Customer Information System and the lessons learned from
that experience, staff is very mindful of not pursuing this alternative without substantial
research and thought. As a result, staff is proposing to hire a consultant to assist in the
development of recommendations. Specifically, the consultant would update the needs
assessment that was completed over five years ago, to ensure that the system needs that were
identified then are still accurate. The consultant would also’conduct an extensive survey of
existing off-the-shelf systems, their cost, system compatibility, and support factors.
Additionally, the consultant would assist in determining the cost and feasibility of developing
an in-house CAD system.
Upon completion of the consultant’s work, staffwould return to Council with the information
and recommendation. After Council’s approval of using CIP funds to hire a consultant, staff
would follow the City’s RFP process in consultant selection and return to Council for approval
of the consultant agreement.
It is important to point out that this approach is not likely to result in cost savings. However,
stafffeels strongly that it is consistent with the cautious approach that has been followed to date
that has prevented the waste of considerable dollars.
Fire Alerting System
In September, staff provided information (CMR:404:95) regarding the deterioration of the
current fire alerting system and requested additional funding to cover the costs of interfacing
the proposed system to the Unisys system. With the requested rejection of the Unisys proposal,
an interface is not needed at this time. However, staff believes it is important to proceed with
the purchase of the ftre alerting system, using funds available in the Fire Department’s CIP
budget. The new system would be operated manually until a CAD system is implemented and
an automated interface is developed. One of the requirements for a CAD system would be
compatibility with the fire alerting system.
FISCAL IMPACT
Originally, $230,000 of CIP funds were earmarked for a CAD system. Council approved an
additional $82,000 for a total of $312,000 for the Police Department’s CIP plus $48,000 from
the Fire Department’s C~, which was to cover the cost of software to interface the fire alerting
CMR:143:96 Page-4 of 5
system, for a total of $360,000. Staff proposes to use CIP funds to contract with a consultant,
thus reducing the available dollars for the actual purchase or development of a CAD system.
The anticipated cost for a consultant is $35,000. Funds for the ftre alerting system in the Fire
Department’s CIP are $60,000.
ENVIRONMENTAL ASSESSMENT
This project is not a project for purposes of CEQA.
ATTACHMENTS
CMR:404:95
PREPARED BY:Lynne Johnson, Assistant Police Chief
John Bush, Communications Coordinator
DEPARTMENT HEAD REVIEW:
CITY MANAGER APPROVAL:
CHRIS DURKIN, Police ~2~ef
CMR:143:96 Page 5 of 5
City of Palo Alto
City Manager’s Report
TO:
ATTENTION:
FROM:
HONORABLE CITY COUNCIL
FINANCE COlVlM!TTEE
CITY MANAGER DEPARTMENT:POLICE
2
AGENDA DATE: September 11, 1995 CMR:404:95
SUBJECT:Request for Additional Appropriation of Funds for
Computer Aided Dispatch and Fire Alerting Systems
REQUEST
This report requests that Council appropriate additional funds for the Police Information
Systems Master Plan Capital Improvement Project (CIP 19109) for the purchase of a computer
aided dispatch (CAD) system and the Fire/Communications Computer System Capital
Improvement Project (19312). The purchase of a CAD system represents the fourth and final
phase ofa CIP for a state-of-the-art integrated police records management CAD. system, which
was originally approved by Council in 1990-91 for $855,000. A CAD system was originally
projected to cost approximately $230,000. Staff’s original projected costs, based on consultant
estimates, did not include professional support.
However, in the last five years, significant changes in technology have occurred that have
necessitated the rethinking of solutions to a CAD system and architecture. This rethinking has
resulted in staff’s strong belief that this professional support is required. Therefore, staff is
requesting approval of an additional appropriation of $82,000 for a CAD system.
As part of the Fire CIP, $60,000 was originally earmarked for the replacement of the Fire
Station Alerting System. After a careful analysis of the existing system and an examination of
new technologies, staff has concluded that the system needs to be replaced soon due to its
deterioration. Staff has determined that the price for such a system is actually $108,000.
Therefore, staff is requesting an additional appropriation of $48,000 for the Fire CIP.
RECOMMENDATIONS
Staff’recommends that Council refer this report to the Finance Committee to discuss approval
of an additional appropriation of $82,000 for the Police Information Systems Master Plan CIP
for the purchase and installation of a CAD system and an additional $48,000 for the Fire Station
Alerting System. Pending the approval of the Finance Committee, staff would return to the
CMR:404:95 Page 1 of 8
Council with a Budget Amendment Ordinance for the additional
agreement for the purchase and installations of the systems.
costs together with an
POLICY IMPLICATIONS
The approval of additional funds does not represent any change to existing policies.
EXECUTIVE SUMMARY
Summary of~9_jeet to Date:
As part of the FY 1990-91 CIP budget, Council approved a four-phase project that was intended
to provide a state-of-the-art integratedpolice records management and CAD system. The first
phase ($55,000) consisted of the completion of a needs analysis,.proposed system design, and
cost estimates by a consultant. As part of the needs analysis, five priorities were identified in
the areas of information collection, storage, and retrieval. The top five priorities identified were
1) case management, 2) integrated single point access to law enforcement databases, 3)
integrated records management systems, 4) portable computing, and 5) CAD. With these needs
in mind, the consultant’s report recommended the acquisition and/or implementation of an
optical document imaging system; a message switch that would allow a single inquiry to access
multiple databases (federal, state, local); a combined police records management system; stand
alone laptop computers for use by officers to enhance report writing capabilities in the field;
a network that.would allow inquiries through the message switch from computers in vehicles
and provide car-to-car and car-to-station communications; and a computer aided dispatch
system that would increase the speed in which fire, police, and medical calls would be
dispatched.
At the time of the study, the consultant estimated the cost Of the entire project to be as much as
$1.7 million. Staff believed, however, that by using internal expertise and assuming project
management responsibilities, significant cost savings could be achieved. Additionally, staff
decided that, based upon the experiences of other agencies who had previously ventured into
this area of information technology with a "bleeding edge" approach which resulted in very
expensive failures, as well as development of personal computer technologies, a cautious
approach was warranted.
It is important to note that due to the complexity of the individual phases of this project, actual
cost per phase does not precisely correspond to the phases outlined in the CIP budget.
Therefore, during the second phase of the project ($150,000), staff concentrated on the
CMR:404:95 Page’2 of 8
acquisition and installation of a Message Switching System which allows officers to access over
12 law enforcement databases with a single inquiry. Additionally, some notebook computers
were purchased for in-field report writing, resulting in a time savings of about 20-30 minutes
per officer per report and an increase in the overall quality, legibility and acceptability of each
report. Also during the second phase, in conjunction with Information Resources CIP (19011),
an optical imaging system for case management, tracking, and storage was implemented.
During the third phase ($420,000), an upgrade of the Police Department’s records management
computer hardware, an integration of all of the available modules of the records management
system and installation of a mobile communications network was completed. The installation
~ofthe remaining notebook computers in patrol vehicles was initiated for database inquiry and
car-to-car communications.
.Proposed Computer Aided Dispatch (CAD) System
The fourth and last phases of the project involves the purchase and implementation of a CAD
system. Currently, dispatchers record all the pertinent information associated with all calls for
service for Police and Fire on 3x5 cards. At a later time, the information from these cards is
entered into a separate fire and police records management computer system. This process is
time-consuming, inefficient, redundant and creates delays in the dispatch of units.
During the needs analysis study, the consultant identified additional significant issues in the
Communications Center operation that would be alleviated by the implementation of a CAD
system. These issues included the unavailability of immediate geographic information that
would be helpful to responding units, the high level of radio traffic on police channels, the
unavailability in a timely and automated manner of hazardous material information, the
relatively slow dispatch, process for fire emergency calls, and the redundancy associated with
manual dispatching operations.
The proposed CAD system would address each of these issues. Calls for service information
would be entered into a computer system as the events occur. The status of pending and active
calls, as well as unit status changes, would be easily tracked. Geographical information would
automatically provide location history, site details, and hazardous materials/situations
information. The proposed system would have the capability of incorporating multiple
interfaces into one software application and would include the ability to send/receive messages
from mobile data. computers in police cars and fire apparatus. Additionally, the system would
automatically validate "9-I-I" data and provide recommendations for fn’e/police unit response.
Staff estimates that the time required to dispatch fire emergency calls will be reduced by as
much as up to one minute.
CMR:404:95 P~e 3 of 8
It should be noted that Palo Alto is the only agency in Santa Clara County that does not have
a CAD system, and all but three agencies in San Mateo County have operational CAD systems.
Vendor Selection Process
Police, Fire and Information Technology s~d£prepared a request for proposal (P, FP) for a CAD
system, atter a considerable amount of research was conducted into different types of systems
and after site visits to agencies with operational systems. The RFP was developed to address
the current and future needs of dispatchers, as well as the officers and firefighters, in their
efforts to enhance the level of public safety service to the community.
A list of 20 potential vendors was compiled. In December 1994, RFPs were sent to those 20
vendors. Proposals were originally requested to be submitted within a four-week period. Due
to the scope of work involved and the number of requests staff received for extensions, the
proposal submittal deadline was extended for an additional two weeks for all vendors. No pre-
proposal conferences were held.
Proposals from seven vendors were received. Staff believes that the low response was due to
the fact that many vendors do not have a "Windows" based product that was specified in the
RFP as being highly desirable.
Attachment A summarizes the fist of 20 vendors, the seven responses and the associated
estimated costs for each proposal submitted. Estimated costs ranged from $161,300 to
$589,000. The range of costs was associated with the size of the company, the company’s
resources available to support the system, the functionality of the company’s system and its
ability to integrate with other systems, and user friendliness.
A CAD project team consisting of the Coordinator of Communications, a Dispatcher, the Police
Department Executive Assistant and Computer Systems Manager, a Police Officer, a Fire
Captain and Emergency Medical Services Chief, reviewed the seven proposals. Reviews and
discussions with representatives from the Administrative Services and Public Works
Departments were also conducted. Team members rated the proposals based upon the systems’
ability to perform specific .tasks; user friendliness; ability to integrate with other law
enforcement, fire and other software databases; the type of hardware platform (client-serve
versus main frame and programming language); cost; and the abiiity of the company to provide
adequate maintenance support and customer service.
Four of the seven companies (Tiburon, Inc., RAM/BSE System Development, Inc.; HiTeeh
Systems, Inc. and Public Safety Systems, Inc.) were removed from consideration, based upon
CMR:404:95 Page ~ of 8
their inability to meet the specification requirements presented in the RFP. Interviews were
held with the remaining three vendors. On-site demonstrations of the individual systems and
reference checks were conducted as well. Based upon the informationobtained during this
process, staff determined that two companies, Executive Information Systems and Unisys
Corporation, may possibly meet the City’s needs. Upon further review, however, staff
determined that while Executive Information Systems appeared to have a viable product and a
lower cost, the system they were proposing was still under development and would not be ready
for beta testing until December 1995 or early 1996. While the delay was of concern, the issues
related to being a beta site were even more troublesome. Staff consulted with other agencies
who have been beta sites for similar systems and determined that there were usually
significantly higher, hidden costs (e.g., internal staff resource time), testing and conversion
problems, and extended implementation timelines associated with them. With this information,
staffbelieves that the potential system cost savings associated with the Executive Information
Systems’ system could not be justified.
Staf~ therefore, selected Unisys Corporation as the vendor for their CAD system. Police and
Fire Department representatives made a site visit in April 1995 to Columbia, South Carolina,
one of the first users of the Unisys system. They were able to interview management, line staff
and support personnel about the system and observe its real life operation. After the site visit,
staff determined that the system would meet the City’s needs in the areas of functionality,
reliability, user friendliness, expansion capabilities and customer support. Staff firmly believes
this system represents the technology that will increase the efficiency of the dispatching
operations and bring the City in line with surrounding agencies. Additionally, the system
allows for expansion (potential Fire Department consolidation) and future interfaces with
additional records management systems.
Pending approval for additional funds, staff would return to Council in October with the actual
purchase agreement with Unisys Corporation.
Summary of Fire Project to Date
The City Council apploved a phased Fire/Communications Computer System project beginning
in 1991-92. The first phase was to conduct a data needs analysis and an evaluation.of software
and hardware needs. At the conclusion of the study, the Police and Fire Departments opted to
work together on the.CAD portion of the Information Management Plan.
The Fire Department’s Information Management Plan consisted of three phases. The first phase
($108,750) was originally intended to consist of implementation of a communications address
CMR:404:95 Pag~ 5 of 8
find system, an ineid .ent reporting system to comply with state requirements and field efficiency
system.
In the second phase ($191,000), the intent was to replace the fire alerting system and to
implement a fire prevention!hazardous materials reporting system.
The third and final phase ($108,550) was to cover costs associated with administrative
management and scheduling modules of a records management system and for Mobile Data
Computer purchase and installation for fire apparatus needed for a CAD system.
Fire Department personnel researched the available fire records management systems in
operation at other agencies and determined that there was currently not a vendor who could
provide a system that would meet future needs. The Fire Department is currently developing
specifications for software needs to be met by custom designed systems which are compatible
with other Citywide systems.
As a result, Fire Department staff has also taken the cautious approach similar to that taken by
the Police Deparmaent and has not yet determined the best and most cost effective course of
action.
The current Station Notification System (SNS), which alerts firefighters to the incoming alarms
at each station, is over 20 years old and is currently being maintained through the use of spare
parts inventory that is’nearing depletion.
The procedure for fire dispatching using SNS is as follows: After a dispatcher receives a "9-1-
1" call, a manual search of a street map "tub" is conducted. The information from the map
provides data to the dispatcher about which fire-station and which fire apparatus is the most
appropriate to respond. Associated with each type of response is a code that the dispatcher
enters in to the SNS board. The code allows for a tone to be transmitted to the specific station,
which results in the activation of bells and lights at the station alerting the firefighters.
Additionally, a signal is sent over the normal radio frequency and the City’s cable system to
ensure notification. The firefighters respond by pushing a button which alerts the dispatcher
that they are ready to receive the information about the call.
At the time the Fire/Communications CIP was originally proposed, it was apparent that the
system would have to be eventually replaced. Based upon the condition of the system at that
time, $60,000 was budgeted for replacement during the fourth phase of the project. It was not
until staff took a closer look at the system, relative to a proposed CAD connection, that the level
of system deterioration was realized. Replacement parts and other equipment are no longer
manufactured and, thus, system failure is a real possibility. A failure of the system would result
in an increase in the dispatch and Fire Department response times. Staff, therefore, believes the
immediate replacement of the fire station alerting system is critical to the public safety of the
co~=zity.
.Proposed Fire Alerting System
As staff reviewed the CAD proposals that were submitted, it became apparent that due to its
age, SNS would not be capable of interfacing with any CAD system. Additional research into
current fire alerting systems was conducted. Preliminary finds demonstrated that only one
vendor could supply hardware that provided the three requirements of the Fire Department.
Those requirements include the following: I) soft alert capability: this feature starts off with a
soft tone and gets progressively louder and wakes firefighters more gradually rather than with
a single, harsh tone which lowers stress levels and minimizes physiological impacts; 2) printed
copy capability: this feature sends a printed copyof~e call to the specific station, as well as
simultaneously providing the same notification on the notebook computers in the fire
apparatus; and 3) status change capability: this feature allows for user friendly and timely
apparatus status changes that can be entered by fh’efighters. The cost for the associated
hardware is estimated to be approximately $50,000.
As part of the proposal submitted by Unisys, software needed to interface with the hardware
would cost $58,000.
With the proposed system, the procedure for dispatching fire units would be a s follows: After
receiving a "9-1-1" call, the address and telephone number of the reporting party automatically
appears on the dispatchers screen. The dispatcher enters a call-type (medical aid, fire, etc.)
code and a response priority. The system is connected with the geo-file, which automatically
validates the location and provides an immediate appropriate fire station response based upon
the available equipment. The system activates the station alerting system, which tamas on the
fire station lights and opens the doors. As the firefighters are preparing for their response, a
copy of the call is sent to each station, alleviating the need for firefighters to write down the
available details (e.g., hazardous material information, available water resources, location
history, etc.). As stated earlier, staff believes this system would reduce the dispatch time and,
thus, the response time for Fire calls by as much as a minute.
Pending Council approval for additional appropriation of funds for the fire alerting system, staff
would follow the City’s formal bid process to actually determine the vendor for the hardware
and return to Council with the actual purchase agreement.
CMR:404:95 Page 7 of 8
FISCAL IMPACT
Originally, $230,000 of CIP funds were earmarked for a CAD system. The Unisys systems
costs $312,000; thus, an additional $82,000 is needed to cover the costs of the system.
For comparison purposes, other cities in the County have recently spent over $500,000 for
similar systems.
As mentioned earlier, $60,000 was originally budgeted for the replacement of the Fire Alerting
System. Based on recent cost estimates, staff believes that both the software and hardware
needed to replace the current system with a state-of-the art system would not exceed $108,000.
Attachment B relects Stanford University and Enterprise Fund reimbursement figures for both
the proposed CAD and Fire Alerting systems.
ENVIRONMENTAL ASSESSMENT
This project is categorically exempt and no environmental assessment is needed.
ATTACHMENTS
Attachment A: RFP Submittals
Attachment B: Reimbursements
PREPARED BY:John Bush, Coordinator, Communications Services
Lynne Johnson, Assistant Police Chief
DEPARTMENT HEAD REVIEW:
Chief
CITY MANAGER APPROVAL:
CHRIS DURKIN, Police Chief
~anager
CMR:404:95 Page ~ of 8
ATTACHMENT B
312,000
49,000> (a)
34,320> (b)
$227,760
Total Cost
Stanford Reimbursement (16%)
Enterprise Funds (11%)
Fire Alerting System
$108,000
<27,000> (c)
$ 81,000
Stanford Reimbursement (25%)
(a)
(b)
(c)
$33,600 already reflected in 1992-1997 CIP budget
$23,100 already reflected in 1992-1997 CIP budget
$15,000 already reflected in 1992-1997 C~ budget