HomeMy WebLinkAboutStaff Report 1482City of Palo Alto (ID # 1482)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/11/2011
April 11, 2011 Page 1 of 3
(ID # 1482)
Summary Title: Approval of Maintenance Contract w/ PSSI
Title: Approval of an Additional Authority of $98,877 of the Consolidated
Maintenance Contract between the City of Palo Alto and Public Safety Systems,
Inc. For Computer Aided Dispatch, Police Records Management, Fire Records
Management, Mobile Data, and Geovalidation
From:City Manager
Lead Department: Police
Recommendation
Staff recommends that Council authorize an additional authority of $98,877 for the 2011
maintenance contract with Public Safety Systems, Inc. (PSSI) for the not-to-exceed amount of
$296,025 for the current contract that ends on December 31, 2011.
Background
In 1999, the City signed a contract with PSSI for the purchase and installation of Computer
Aided Dispatch (CAD). In subsequent years, the City has contracted for other critical public
safety systems with PSSI, and PSSI provides maintenance and support for these systems. The
systems include: Police Records Management (ICIS); Computer Aided Dispatch (CAD); a
component of Fire Records Management (EMBRS); a GIS-based location validation application
(GeoServer); and mobile data software for the police mobile data computers (Mobile). In 2009,
the City consolidated the five separate maintenance contracts into one contract and invoice. In
2009, staff anticipated implementing a replacement regional enterprise-wide system in 2010.
As the planned system is not fully integrated, the additional maintenance cost of $98,877 is
required to maintain the existing public safety systems.
Discussion
April 11, 2011 Page 2 of 3
(ID # 1482)
The City is currently in the final contract negotiation process for a new CAD vendor in
partnership with the cities of Mountain View and Los Altos. Vendor selection and contract
negotiations have taken longer than originally anticipated and implementation that was
expected to occur this year will not be completed until 2012. Once a vendor is selected, project
development and implementation will take approximately one calendar year. The maintenance
contract with PSSI will need to be renewed,at a minimum, for the first six months of 2012 for
CAD and potentially longer on a month-to-month basis depending on the implementation
schedule for the replacement CAD system. The other legacy systems covered under this
contract may require maintenance for an additional period as well, depending on which
systems are replaced in conjunction with CAD.
Resource Impact
The annual cost for system maintenance is covered in Information Technology’s existing
application maintenance fund. Agreements for subsequent years’ maintenance are subject to a
future decision on the new joint agency CAD System. It is anticipated that Palo Alto will
continue to require maintenance for these systems into 2012
Policy Implications
The recommendations in this report do not represent a change in City policies.
Environmental Review
The recommendations in this report do not constitute a project requiring review under the
California Environmental Quality Act (CEQA).
Attachment
A: Software support agreement between the City of Palo Alto and PSSI
Attachments:
·PSSI 2011 Maint Contract (PDF)
April 11, 2011 Page 3 of 3
(ID # 1482)
Prepared By:Charles Cullen, TSD Coordinator
Department Head:Dennis Burns, Police Chief
City Manager Approval: James Keene, City Manager
Public Safety Systems Incorporated
SOFTWARE SUPPORT AGREEMENT
This Software Support Agreement is made by and between Public Safety
Systems Incorporated, a Corporation, hereinafter referred to as PSSI, and
the City of Palo Alto, California, hereinafter referred to as CUSTOMER.
This agreement, together with all appendices or other attachments
referenced herein, constitutes the entire agreement between PSSI and
CUSTOMER and supersedes all proposals, oral or written, between the
parties on this subject.
1. SERVICES TO BE PROVIDED.
a. Telephone assistance for reproducible software problems will be
provided between the hours of 9:00 AM and 6:00 PM, Eastern time,
Monday through Friday, exclusive of PSSI's holidays, at those
numbers as provided by PSSI. A reasonable degree of preliminary
evaluation by appropriate CUSTOMER personnel is expected prior to
calling for telephone assistance. Emergency after hour telephone
support for RESPONSE (Computer Aided Dispatch) will be provided
on a 24 hour a day basis for the term of this Agreement. After hour
emergency support should only be used for critical problems.
b. Periodic updates of the software that may incorporate (A) corrections
of substantial defects, (B) fIxes of minor bugs, and (C) at the sole
discretion of PSSI, enhancements to the software, will be developed
and coordinated between PSSI and all users that have a current
support Agreement. These periodic updates will be distributed via
new releases.
2. MAINTENANCE FEE.
a. Software to be covered by the Agreement and compensation for it.
ICIS
EMBRS
CAD
Mobile
GeoServer
$10,710.00
$3,225.00
$54,830.00
$24,060.00
$10,710.00
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b. CUSTOMER understands that if CUSTOMER discontinues and then
resumes purchase of Software Support, CUSTOMER will be required
to pay PSSI the entire Maintenance Fees for the period of
discontinuance, plus the Maintenance Fee for the term set forth in
the invoice for the services.
3. TERM OF AGREEMENT. The term of this Agreement is for a period of
one year and shall commence on the 1st day of January 2011, and
terminate on the 31 st day of December 2011. This Agreement may be
renewed by mutual consent of PSSI and CUSTOMER. The new term
will be stated on the renewal notice and shall become a part of this
Agreement.
4. PAYMENT. The compensation, as outlined in this Agreement, is due on
the commencement date as defined in Paragraph 3 above and will be
paid within thirty (30) days thereafter.
5. CUSTOMER OBLIGATIONS.
a. CUSTOMER shall notify PSSI of CUSTOMER's designated contact.
To the maximum extent practicable, CUSTOMER's communication
with PSSI will be through this contact.
b. CUSTOMER agrees to install all corrections of substantial defects,
minor bug fixes, and any enhancements, for the software in
accordance with the instructions and in order of receipt from PSSI.
c. CUSTOMER agrees to grant PSSI access to CUSTOMER's facilities
and personnel concerned with the operation of the software to
enable PSSI to provide services.
d. CUSTOMER agrees not to modify, enhance, or otherwise alter the
software, unless and only to the extent specifically authorized in
writing by PSSI.
e. Upon detection on any error in the software, CUSTOMER, as
requested by PSSI, agrees to provide PSSI a listing of output and
any other data, including databases and backup systems, that PSSI
reasonably may request in order to reproduce operating conditions
similar to those present when the error occurred.
6. PROPRIETARY SERVICE. The software and services provided under
this Agreement are proprietary to PSSI, and CUSTOMER acknowledges
that it is for their exclusive use only. CUSTOMER agrees to not give the
service or software to any person or entity unless it is specifically
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allowed by PSSI in writing. CUSTOMER further agrees to reasonably
safeguard the above to prevent any unauthorized taking of it.
7. WARRANTIES. Other than specified herein, PSSI provides this
software and service without any warranties and conditions either
expressed or implied, including without limitation, any implied
warranties of fitness for a particular purpose. PSSI disclaims any and
all liability for incidental or consequential damages arising out of the
use or operation of the software, except for damages caused by the
negligence or other fault of PSSI.
8. JURISDICTION. This Agreement shall be subject to the laws of the
state of Maryland.
9. NOTICES. All notices under this Agreement are to be sent by registered
mail to the address below or to any other address as the party may
designate:
PSSI
Attn: Lou Henneke
10001 Derekwood Ln, Ste#204
Lanham, MD 20706
City of Palo Alto, California
Attn: ________________ __
IN WITNESS WHEREOF the parties have caused this Agreement to be
executed by their duly authorized representatives.
PSSI CUSTOMER
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:
ATTEST:
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