HomeMy WebLinkAbout2004-06-21 City Council (4)TO:
FROM:
City of Palo Alto
City Manager’s Report
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: POLICE
4
DATE:JUNE 21, 2004 CMR:314:04
SUBJECT:APPROVAL OF CONTRACT AMENDMENT BETWEEN THE
CITY OF PALO ALTO AND PUBLIC SAFETY SYSTEMS, INC.
FOR SOFTWARE APPLICATIONS AND ENHANCEMENTS OF
PUBLIC SAFETY COMPUTER SYSTEMS
RECOMMENDATION
Staff recommends that Council approve a contract amendment with Public Safety Systems,
Inc. (PSSI) to extend the term of the existing contract through April 30, 2005 for installation
and integration of a new mobile data software application and software enhancements of the
Police Department’s Mobile Data Computer (MDC), Computer Aided Dispatch (CAD) and
Records Management systems (RMS).
BACKGROUND
On August 4, 2003, Council approved a Budget Amendment Ordinance (BAO) and contract
amendment with PSSI to complete Phases 2 and 3 of a multi-year, phased public safety
computer system problem. At that time, a contract totaling $255,250 was approved (CMR
383:03, August 4, 2003) to complete the software enhancements of the Police and Fire
Departments’ Mobile Data Computer (MDC) project and integrate the existing Computer
Aided Dispatch (CAD) system with the City’s Geographic Information System (GIS).
DISCUSSION
Staff has worked closely with PSSI to implement improvements and modifications outlined
in the scope of services for the contract. Staff now has the technical and operational
expertise to determine what changes are required to optimize the efficiency of these
systems.
CMR:314:04 Page 1 of 3
During the past fiscal year, the Police Department has implemented a number of the planned
system enhancements, as outlined in the Attachment Updated Exhibit B. Because of the
number of competing priorities and the limited availability of needed technical staff within
the City, the Police Department opted to defer implementation of one of the key milestones
until sufficient resources could be allocated to ensure a smooth transition. In addition,
delays by wireless services providers in meeting deadlines to make technical improvements
to the Wireless 9-1-1 system also contributed to the delayed schedule. However, the delay
has actually turned out to be a benefit to Palo Alto, as the Police Department can now take
advantage of a later version release of the software and will receive, at no additional cost,
system enhancements that were made available (and paid for) by another jurisdiction that
brought the system online.
The only change being proposed to the project through this Council action is the extension
of the term of the agreement. Allowing sufficient time to complete the milestone
deliverables and bring the new systems and applications on-line in accordance with the
existing terms and conditions of the contract. No changes in scope of work or costs are
being proposed or planned.
By completing the final phase of work as defined in this new agreement and by completing
the software enhancements and application installations in this project, the Police
Department will have effectively streamlined and optimized all of its public safety computer
systems. Public safety technology will now operate at its optimum efficiency and can be
leveraged for future years as a quality law enforcement tool and a repository for secure
public safety and public information.
RESOURCE IMPACT
The contract in the amount of $255,250 has sufficient funding. No new monies are
required.
POLICY IMPLICATIONS
This agreement is consistent with existing City policy.
CMR:314:04 Page 2 of 3
ENVIRONMENTAL REQUIRED
This is not a project under the California
environmental review is not required.
Environmental Quality Act (CEQA)and
ATTACHMENTS
Attachment A: CMR:383:03, August 4, 2003
Attachment B: Proposed Contract Amendment and Exhibits
PREPARED BY:
DEPARTMENT HEAD:
SHERYL A. CONTOIS
Coord~. tor, P~ice ~hnical Services
Police Chief
EMILY~SO’~ -
Assistant City Manager
CMR:314:04 Page 3 of 3
TO:
FROM:
City
City Manager’s
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT: POLICE
DATE:
SUBJECT:
AUGUST 4, 2003 CMR: 383:03
APPROVAL OF A BUDGET AMENDMENT
ORDINANCE IN TI-IE AMOUNT OF $88,596 FROM
TH:E CITIZENS FOR PUBLIC SAFETY (COPS) FUND
INTO CIP PD-02017 -PUBLIC SAFETY MOBILE
DATA COMPUTER PROJECT AND THE APPROVAL
OF A CONTRACT BETWEEN THE CITY OF PALO
ALTO AND PUBLIC SAFETY SYSTEMS, INC. IN THE
AMOUNT OF $255,250 FOR SOFTWARE
APPLICATIONS AND ENHANCEMENTS OF PUBLIC
SAFETY COMPUTER SYSTEMS
RECOMMENDATION
Staff recommends that Council execute a contract with Public Safety Systems, Inc.
(PSSI) in an amount not to exceed $255,250 for installation and integration of a
new mobile data software application and software enhancements of the Police
Departments Mobile Data Computer (MDC), Computer Aided Dispatch (CAD)
and Records Management systems (RMS).
BACKGROUND
As part of the FY 2000-01 budget process, Council approved $250,000 for CIP
PD-99013, Police Records Management and a contract agreement was issued to
PSSI for Phase 1 of a multi-year, phased RMS project. A total of $63,200 of that
CIP was used for the purchase and installation of.the basic software application.
The remaining funds ($186,800) were carried over and added to Citizens for
Public Safety (COPS) funds in the amount of $276,435 that were received from
the State for Phase 2 of the project. In October 2002, City Council authorized the
Police Department (CMR 379:02) to execute a contract (#C3148962) with PSSI to
complete Phase 2 of the project which included procurement of new hardware, an
CMR: 383:03 Page I of 5
upgrade to a new Win2000 operating system and software enhancements to
improve the functionality of Police and Fire’s CAD and RMS.
Phase 3, consisting of the implementation of essential features critical to the
integration of internal and external law enforcement systems and databases, was
anticipated but not included in the original agreement because the complete scope
of work for the final phase had not yet been fully developed. The City did retain
the right in the initial and Phase 2 contract to proceed with Phase 3 upon mutual
agreement with PSSI on the scope of work, functionality requirements, design
specifications and corresponding costs.
Last fiscal year, the Police Department received $25,000 from the California Law
Enforcement Equipment Program (CLEEP) for professional services to develop
the ability to electronically display, in real time, critical incidents and deployed
resources on a map utilizing integrated data from the City’s 9-1-1 system, CAD
and the Geographical Information System (GIS). This work will be completed by
PSSI as part of the Tier 2 upgrade to the CAD Geo-Server. These funds, and
funds already approved in CIP’s PD-99013, FD-93012 and monies received from
the State of California 9~1-1 Program will be utilized to fund Phase 3. No new
monies are required. (See Resource Impact Section for funding matrix). If
approved by Council, this contract amendment will complete the final phase in a
multi-phased public safety computer system project.
DISCUSSION
Staff has worked closely with PSSI during the past several years to make
improvements and modifications that would maximize the overall efficiency of
both the CAD and RMS systems. As experienced users of these applications, staff
now has the technical and operational expertise to determine what changes are
required to optimize the efficiency of these systems. As an off-the-shelf product,
modifications made to the system must benefit all public safety agencies using
PSSI’s CAD and!0r RMS systems. Although the software does make some
provision for custom enhancements, staff has decided to limit those
customizations to only those that are critical to emergency operations such as
¯ communication with local law enforcement databases. By doing this, the City.
avoids the high cost associated with upgrading the system and can take advantage
of new innovations or refinements to the original software without incurring the
cost of redoing all the programming. With this approach, the valuable life of these
critical public safety systems can besignificantly extended. The Police
Department anticipates retaining both the CAD and RMS systems well beyond the
otherwise traditional three to five year replacement life of computer technology.
CMR: 383:03 Page 2 of 5
Through integration of the City’s GIS and CAD systems, the final phase of this
project, the City will be able to provide a map display in the Dispatch Center to
assist dispatchers in locating a wireless 9-1-1 caller when the Center beans
accepting these calls later this year. Additionally, a visual map display of all
committed resources during an emergency will be available for supervisors in the
field and/or in the Emergency Operations Center (EOC) during a local or regional
disaster. Other noteworthy additions included in this upgrade are the automation
of the demographic data collection efforts, automated report writing of police
reports in the field by police officers and improved access to all public safety
systems and databases with the installation of new PSSI mobile, data software
applications.
Also included as part of Phase 3 of the project, is replacement of the Police
Department Traffic Master MDC software application. A software product that is
more than 10 years old and because of limitations in the software, it no longer
meets the needs of public safety. Planned changes include the acquisition of new
MDC software applications: PSSI’s In-Field software that will provide field
access to confidential and critical CAD and RMS information, track resources,
provide law enforcement database access and messaging capabilities for police
officers while on patrol.
By completing the final phase of work as defined in this new agreement and by
procuring both the Tier 2 Geo-Serve and MDC application and software
enhancements, the Police Department will have effectively streamlined and
optimized all of its public safety computer systems. By leveraNng these systems,
public safety technology will now operate at its optimum efficiency and can be
leveraged for furore years as a quality law enforcement tool and a repository for
secure public safety and public information.
Sole Source
Sole source justification for this work has been provided in Exhibit A2B of the
contract.
The individual tasks and responsibilities for each of the Phase 3 objectives of the
CAD projects are also detailed in Exhibit A2B of the contract. The tasks and
responsibilities for work completed in Phase 2 of the project have been provided
in Exhibit A2A of the proposed contract for reference.
RESOURCE IMPACT
The attached BAO requests an appropriation of expenses in the amount of $88,596
to CIP Project PD-02017, Public Safer3’ Mobile Data Computer Replacement.
CMR: 383:03 Page 3 of 5
This BAO has no impact on the Budget Stabilization Reserve and no future year
General Fund ongoing costs are anticipated.
The following is a break down of the funding for the entire project:
Phase Year Amount Source of Funds
Phase 1 FY 2000-0I $63,200 CIP PD-99013 -Police
Records Management
Phase 2 ......FY 2002-03 .........
Phase 3 FY 2003’04
Total
$186,800
$276,435
$75,000
$23,166
$25,000
$88,596
$44,123
$755,320
System
CIP PD-99013
COPS
CIP PD-02017
CIP FD-93012
CLEEP
COPS
REAPPROPRIATION
TO CIP PD-02017
State 9-1-1 Wireless
Progam
POLICY IMPLICATIONS
This agreement is consistent with existing City policy.
ENVIRONMENTAL REQUIRED
This is not a project under the California Environmental Quality Act (CEQA) and
environmental review is not required.
Attachments
Attachment A:
Attachment B:
Attachment C:
Attachment D:
Sole Source Justification
Budget Amendment Ordinance
Proposed Contract and Exhibits
Original Contract #C3148962, November 27, 2002
CM.R: 383:03 Page 4 of 5
PREPARED BY:
DEPARTMENT HEAD:
SHERYL A. CONTOIS
Coordinator, Police Technical Services
Chief of Police
CITY MANAGER APPROVALS"
EMILY HARRISON
Assistant City Manager
CMR: 383:03 Page 5 of 5
Attachment A
SOLE SOLACE JUSTIFICATION
The Palo Alto Police Department currently utilizes Public Safety Systems, Inc. (PSSI) for
its critical public safety computer systems - Computer Aided Dispatch (CAD) and
Records Management System (RMS) systems. The original purchase of the CAD system
in 1998 was done following a national search and a competitive bid process. Upon
successful completion of that process, the contract (C8099680) was approved by City
Council (CMR 186:98) and awarded to PSSI. On October 21, 2002, the City Council
approved Phase 2 of the project; the contract (C3148962) was awarded on November 27,
2002.
The City of Palo Alto, under a sole source purchase in 1999, acquired PSSI’s ICIS RMS
application software and associated custom interfaces to various law enforcement
database systems from PSSI. After thorough research and careful evaluation by City
Staff, PSSI’s RMS product most closely met the needs of the department. The vendor
provided competitive pricing and by purchasing the RMS software from PSSI, the City
was able to ensure the systems were compatible and would easily share information and
communicate with each other without having to pay the high costs for custom interfaces
between a third party RMS vendor and PSSI’s CAD software to make the systems work
in tandem. The RMS contract (C9113077) was awarded to PSSI. The sole source
justification is part of Contract No. C9113077.
The City of Palo Alto staff have worked closely with PSSI to evaluate the current system
and make adjustments and request quotations for enhancements critical to the system’s
operation. The enhancements and acquisition of new software being proposed as part of
this project completed the final phase of the project, leverages the existing public safety
technology and ensures efficient and effective communication links are in-place for
public safety personnel for years to come. The software covered under these agreements
is covered under proprietary license; no other vendors can make modifications or
additions to the software. All links (interfaces) with third-party software applications are
accomplished utilizing custom interfaces provided by PSSI.
Based on these reasons, sole source purchase is justified and is in the best interest of the
City from a financial and operational perspective.
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 2003 -04 TO
PROVIDE AN ADDITIONAL APPROPRIATION IN THE AMOUNT OF
$88,596 TO CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT PD
02017, PUBLIC SAFETY MOBILE DATA COMPUTER SYSTEM, TO
REALLOCATE $88,596 OF FUNDS FROM CITIZENS FOR PUBLIC
SAFETY (COPS)
SECTION !. The City Council of the City of Palo Alto
finds and determines as follows:
A. Pursuant to the provisions of Section 12 of Article III of
the Charter of the City of Pa!o Alto, the Council on June 16, 2003
did adopt a budget for fiscal year 2003-04; and
B. In fiscal years 1999-00, 2000-01, and 2001-02, the Police
Department received allocations totaling $88,596 from the State of
California COPS program for use in purchasing technology to enhance
its public safety operations and to provide a foundation for sharing
information with other law enforcement agencies as part of a data
integration/interoperability efforts; and
C. The monies will be used for software applications,
enhancements of the Police Departments Computer Aided Dispatch
(CAD), Police Records Management (RMS) and Mobile Data Computer
(MDC) Systems; and
D. The budget needs to be amended to transfer $88,596 from the
Law Enforcement Services Fund to CIP P~02017, Public Safety Mobile
Data Computer Project; and
E. This transfer of previously appropriated funds is a o~ime
event and no future year General Fund ongoing costs are anticipated;
and
F. City Counci! authorization is needed to amend the 2003-04
budget as hereinafter set forth.
SECTION 2 . The sum of Eighty -Eight Thousand Five Hundred
Ninety-Six Dollars ($88,596) is hereby appropriated to Capital
Improvement Project Number PD-02017.
SECTION 3. The above transaction wi!l have no impact on the
Genera! Fund Budget Stabilization Reserve.
SECTION 4. As specified in Section 2.28.080(a) of the Pa!o Alto
Municipal Code, a twethirds vote of the City Council is required to
adopt this ordinance.
SECTION 5. The Council of the City of Palo Alto hereby finds
that this is not a project under the California Environmenta!
Quality Act and, therefore, no environmental impact assessment is
necessary.
SECTION 6. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordnance shal! become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:
City Manager
City Attorney
Director of Administrative
Services
Director of Police
ATTACHMENT C
AMENDMENT NO. ONE TO AGREEMENT NO.
BETWEEN THE CITY OF PALO ALTO AND
PUBLIC SAFETY SYSTEMS, INC.
This Amendment No. One to Agreement No.
(~Agreement") is entered into , by and between the
CITY OF PALO ALTO (~CITY"), and PUBLIC SAFETY SYSTEMS, INC., a duly
organized Virginia corporation, with offices at 4401 Nico!e Drive,
Lanham, Maryland 20706 ("PSSi").
RECITALS:
WHEREAS, the Agreement was entered into between the
parties for purchase of licensed software and support services for
the City’s automated law enforcement records management program
("the 1999 Agreement"). The Agreement contemplated that nhe
services would be performed in three phases. The 1999 Agreement
covered services in Phase I; and
WHEREAS, because the 1999 Agreement had expired, the
entered ~ ~=n~o a second Agreement in October, 2002 (the "2002
Agreem~..t ) 9o~ Phase 2 services; and
WHEBZAS, the pattie@ wish to amend the 2002 Ag__em_nu to
include software enhancement services under Phase 2 and to add
Phase 3 services;
NOW, THEP~FOPd~, in consideration of the covenants, terms,
conditions, and provisions of th~s ~menctment, the parties ag~:
Ss~T=ON Section 3 =~÷~=~ "~vm<~7ON" is hereby
amended, co read as follows:
Phase 2: in consideration of the ful!
performance of the installazion, modification
and upgrade s=~v~c=~ ..... and =mm:~-__ ~’C=~= ...... salts tax
for Phase 2 as set for:h in exhibits "A2A",
CiTY w~]~ pay PSSI a nozai sum not zo = ~==~
Two Hundred Forty-Nine Thousand Eight Hundred
Dollars (S249,800.00) which shal! include all
programming, services and ~-~=~~ ~, ~.=v~ and expenses
incurred by PSSI under this agreement.
Phase _~ : in consideration of the full
m--_=~-~.-~-m=n~" -= of the ins:aliation, modification
and upgrade_ _ s~.7.=-~--~_~_s-= and applicable sales ~ax
for Phase 3 as set forth in exhibit "A2B"
0307]4 sd! 00~329
(Phase 3), CITY wil! pay PSSi a tota! sum not
to exceed Two Hundred Fifty-Five Thousand Two
Hundred Fifty Dollars ($255,250.00) which
shall include all programming, services, and
trave! and expenses incurred by PSSI under
this agreement.
Total compensation for both Phases 2 and 3
shall not exceed Five Hundred
Five Thousand Fifty dollars ($505,050.00).
The amount of compensation for Phases 2 and 3
will be calculated on a per task basis in
accordance with the Exhibits "A2A" and "A2B",
up to the maximum amount set forth in this
Section. The fees of any consultants, who
have direct contractua! relationships with
PSSI, will be approved, in advance, by CITY.
CITY reserves une right to refuse payment of
such fees, if such prior approva! is not
obtained by PSSI.
Payment wil! be due and payable within 30 days
of acceptance of each task set forth in
Exhibits "A2A" and "A2B" for Phases 2 and 3 in
accordance with Section 5 of this Agreement.
CITY shall be responsible for remitting any
applicable sales and use taxes to the
appropriate local and tax authorities.
~nu:u=~d "Term; _Amendment=" isSECTION 3. Section 8 = ~=_
hereby amended to read as follows:
"8 I The term of this Agreement._
commence on the date of ......=x=~±on of this
. ~=t _ CITY,"Ag~emen_ by and snail terminate on June
30, 2004.The par~ies may, by mutual
ac~=em=~r, =nt~into subseJuen~ agreements
for extended maintenance of the Product.
8 2 The parties may, by mu:u-~
agreement, amen@ tnms A~_~m~n~ to orovi~e for
additional ~ -~" ~-~=ftware,or ’n~w~,So services
030714 sd] 0044329
SECTION 4. Section 19. entitled ~Notices" is hereby
amended to add that copies of al! notices shal! be sent to nhe
Coordinator, Police Technica! Services instead of the Coordinator,
Communications Services.
SECTION 5. The following exhibits are hereby amended to
read as fol!ows:
Exhibit ~A2A" includes the Statement of Work for Phase 2,
a copy of which is attached hereto and incorporated herein; and
Exhibit "A2B, includes the Statement of Work and Costs
for Phase 3, a copy of which is attached hereto and inco~orated in
ful! by this reference.
SECTION 6. Exhibit "B" is hereby amended to include the
implementation Schedules for Phase 3, a copy of which is attached
hereto and incorporated herein by reference.
SECTION 7. Except as herein modified, al! other
provisions of nhe Agreement, including any exhibits and subsequent
amendmenzs thereto, shal! remain in full force and effect.
//
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030714 sdl 0044329
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORH:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
:recto_ of A~minisnra~ive
Services
Police Chief
Mayor
PUBLIC SAFETY SYSTEMS, INC.
Name: Lo~ F._ g~nn~k~
Title: President
Name : Judy M_ N~nn~k~
Title : gecretarv
Taxpayer Identification No.
54-1302472
(Compliance with Corp. Code _6 313 is
re~_aired if =he entity on whose behalf
this con~racz is signed is a co~ora:ion.
in the=:~=~n=~_-" .....~v=_, a certified cormoraze
r~soiu:ion a:tes:ing zo :he signatory
authority of the individuals simnin= in
_=~p .... ve capacities ~s acceptable)
Attachments:
EXHIBIT "A2A": Statement of Work (Phase 2)
EXHIBIT "A2B": Statement of Work (Phase 3)
EXHIBIT "B": implementation Schedule Phase 3)
030714 sd} 0044329
COUNTY OF
)
)
On ~M!.~ 2d, ~0~ , before me, the undersigned, a
notary public in and for said County, personally appeared
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person(s) whose name(s) is/are
subscribed to the within instrument, and acknowledged to me that
he/she/they executed the same in his/her/their authorized
capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
Signature of Nota.y Pub~Y~c
030714 sdl 00Z4329
CERTIFICATION OF NONDISCRIMINATION SECTION 410
Certification of Nondiscrimination
As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed below
hereby certify:
a)that they are currently in compliance with all federal and state of California laws
covedng nondiscrimination in employment; and
b) that, if awarded the contract, the proposer will not discriminate in employment of any.
person under the contract because of race, color, national odgin or ancestry, religion,
disability, gender or marital status of such person.
THE INFORMATION HEREIN IS CERTIFIED CORRECT BY SIGNATURE(S) BELOW.
Firm: Public Safety Systems Incorporated
Signature:
Name: Louis E. Henneke
(PRINT OR TYPE NAME)
Name:Judy M. Henneke
(PRINT OR TYPE NAME)
Note:Califomia Corporations Code Section 313 requires two corporate officers to execute
contracts.
*The signature of First Officer* must be one of the foflowing: Chairman of the
Board; President; or Vice President.
**The signature of the Second Officer** must be one of the following: Secretary;
Assistant Secretary; Chief Financial Officer, or Assistant Treasurer.
(In the alternative, a certified corporate resolution attesting to the signatory
authority of the individuals signing in their respective capacities is acceptable)
PSSI Contract PAGE 1 OF 1
Exhibit A2A
CAD/RMS Software Enhancements
SCOPE OF WORK
PSSI and the City have completed sessions, which evaluated the specific needs of this Phase (2) of the
project. These discussions included dispatch algorithms, flag settings and other issues that are specific to
the external interface requirements.
PSSI.technical staff assigned to the project will be~n preparation of custom (as required) software and/or
modifications to the base software application necessary to implement the external interfaces as defined in
the design review sessions.
Much of the software preparation will be conducted in the PSSI home office. As required, PSSI technical
personnel will be present on site at the City of Palo Alto to perform the modifications necessary to
implement the functionality defined during the design review sessions. This phase of the project includes.
pro~amming modifications for the RESPONSE CAD and/or ICIS RMS systems.
Dependent upon the actual project implementation schedule, some work may run in parallel or back-to-
back as part of a phased-implementation approach.
At the conclusion of this phase of the project, the new interfaces, enhanced or modified software will be
ready for testing and training. All work conducted on site in the City of Palo Alto will be tested to ensure
functionality while PSSI technical staff are available.
Each of the enhancements, modifications and/or software changes to either the RESPONSE CAD and/or
ICIS systems are detailed below.
Phase 2A Enhancements - Task Description
TASK 1: PSSI will make modifications to RESPONSE CAD system and software to
provide a standard interface to the Zetron Model 6/26 Fire Station Alerting System.
Project work to be timed with installation of new alerting system.
TASK 2: PSSI will make CAD RESPONSE system modifications to allow for
GEOFILE update conversion processes that the City could run on a reoccurring basis.
This modification will allow for bulk update to the RESPONSE CAD Geo-file from
City provided GIS data files. PSSI provided City with file formats in which the GIS
data is to be provided.
TASK 3: PSSI will make system modifications to its RESPONSE CAD that will
up~ade the existing telecommunications/SLETS interface. PSSI will install a TCP/~P
interface to SLETS. Timing for this project will be based on a TCP/IP upgrade at the
Santa Clara County Sheriff’s Office (that project is currently underway). PSSI has been
provided all technical documentation regarding this protocol change.
TASK 4: PSSI to make modifications and customizations to ICIS RMS Case
Management Module - design review for functionality requirements include changes in
pre-agreed upon fields, flag settings, automatic update capability, and protected field.
Fixed Pricing
$29,000
$6,000
$22,000
$7,500
Scope of Work/Tasks
Page 1 of 2
TASK 5: PSSI will make customizations and modifications to the existing ICIS RMS
Warrant Module to allow for direct filing of WPS (Wanted Persons System) filings and,
as required, other law enforcement telecommunications databases and make other
customizations to the software that automate this process and eliminate redundant data
entry by police staff.
$20,000
Scope of Work/Tasks
Page 2 of 2
Phase 2
SCOPE OEWORK
UPGRADE TO NEW NT/WIN2000 OPERATING SYSTEM
TIER 1 GEO-SERVER SYSTEM
Exhibit A2A
PSSI and the City has completed discussions and evaluated the specific needs for an upgrade from the
current MPE operating environment to an NT/Win2000 based operating system. The City reviewed, in
detail, the quotation submitted by PSSI and discussed implementation issues and/or modifications that will
be required. Conversion to this new operating system will streamline administrative and maintenance
functions and will provide enhance the overall effectiveness of the CAD and RMS systems.
The City will purchase and make available to PSSI three (3) Hewlett Packard LC2000r Servers. They will
be configured by City staff under consultation with PSSI and in accordance with PSSI specifications. The
City will ensure that the Server’s meet the minimum specifications provided by PSSI. The City will ship
the 3 configured LC2000r Servers to PSSI for preparation - shipping charges to be paid by City.
PSSI technical personnel will be present on site at the City of Palo Alto to install the new NT/Win2000
operating system and will work in tandem with the City to test the new operating system to ensure that the
system performance of both the RESPONSE CAD and ICIS RiMS systems is not degraded.
At the conclusion of this phase of the operating system upgrade, all custom interfaces, enhanced or
modified software will be tested testing and training. All work conducted on site in the City of Palo Alto
wilt be tested to ensure functionality whilePSSI technical staff are available.
Operating System and Tier 1 Geo-Server Upgrade ~I Fixed PricingWin2000/NT
|
TASK 1 - Hardware (to be provided by PSSI): Server Staging, Configuration and
Testing; Interface Server w/8 serial port expansion board, Upgraded Redundancy Fail $21,800
Over Switch ....I
Response NT Software: RESPONSE NT/2000 License Upgrade; SLETS PIC, C.~d3
TCP/IP interface upgrade; CAD to ICIS transfer Interface Upgrade (ODBC Version);
CAD to EMBRS transfer Interface Upgrade (ODBC Version); Fire Station Printers
Subsystem NT Upgrade; SunPro PIC CAD TCP/IP Interface Upgrade
Software Services: CAD Data Conversion; Project Management, Travel, Installation
and Training of City Staff
TASK 2 - Tier 1 Geo-Server System - PSSI to provide geo-server system to
support a mapping environment in the CAD RESPONSE system. Project include:
RESPONSE GeoServer Software, Address Verification, Open API, ICIS V2.3 and
future version integration, data conversion, project installation, management, travel and
expenses.
Total Phase 2A Costs
$65,000
$33,600
$44,900
$165,300
Phase A2A Scope of Work/Tasks
Page 1 of 1
Exhibit A2A
Public Safety Systems, Inc.
Phases 2A and 2B
Project Schedule
PRO~CT PHASE/TASK
Phase 2A NT Upgrade/Geo-Server
City to Ship Configured Servers to PSSI for Preparation
Server StaNng, Preparation and Configuration (PSS1)
N-T/Software Enhancements Loaded V2.4 (PSSI)
Installation and Services of NT System
Final Testing / Cutover
Phase 2A Tier 1 Geo-Server System
Meetings with City/’PSSI (onsite) GIS requirements
Installation and Testing (PSSI onsite)
Phase
DATE
10/30/02
11-12//02
12/02--01/03
01/03-02/03
02-03/03
12/02-1/03
2/03-3/03
2B Software Enhancements (PSSI Onsite)
Task 1 - Zetron 6/26 Station Alerting
Task 4 - ICIS Version 2.4 Installation /
Case Management Module Changes 02-03/03
Task 2 - Geo-File Conversion Process 03-04/03
Task 3 - SLETS TCP/IP Upgrade 03-04/03
Task 5 - Warrants Module 05-06/03
12/30/02
Any schedule changes for Project/Task Start!End dates are subject to change based on a Phased
Implementation Strategy. Based on the availability of PSSI technical personnel, some project tasks may be
completed earlier than the dates listed above. ,N1 schedule changes will be made by verbal agreement
between the City and PSSI.
Exhibit A2B
GeoServer Tier 2
Upgrade
Public Safety Systems Incorporated
ResponseTM GeoServer Sub-System Software
1
0
1
i S -.
Tier 1 - Address Verification Open AP!,
ICIS V2.3 integration
iOptions: I
Tier 2 - Verification time resolution of Reporting Districts via $
Active Mapping layers
Tier 3 - Mapping Maintenance Software $
Geographic Maintenance of Street Centedine,
Intersections, Landmarks (commonplace),
and Reporting District (Police & Fire) layers
’Project Management]lnstallatiorv’Trainino (Tier 2 Upgrade)$
HP3000 to SQLServer Database conversion (Tier 1 )$
;Tier 2 or Tier 3 data conversion from GIS data $
(Repetitive Import Utility)
Total GeoServer Software
i GeoServer (Annual Costs)
30,000.00
17,500.00
22,500.00
5,000.00
2,400.00
10,000.00
17,500.00
¯ 5,000.00
10,000.00
32,500.00
Tier 1 $6,500.00
Tier 2 (Includes Tier 1 )S 8,000.00
Tier 3 (Includes Tires 1 &2)S 10,000.00
API application development support*$6,500.00
"API support consists of telephone / email support
Mon - Fr~ between the hours 6f 9-5 EST/EDT
GeoServer Pricing
EXttIBIT A2B
STATEMENT OF WORK
Palo Alto Police Department
Mobile Data Software Project
e
2.1.
2.1.1.
2.1.2.
2.1.3.
2.1.6.
2.1.7.
Introduction
This Statement of Work outlines the materials and services that PSSI will provide to the
Palo Alto Police Department as part of the mobile data communications system.
PSSI’s Responsibilities
PttASE I - IN FIELD MESSAGING MOBILE DATA SOFTWARE
Install Mobile Communications software to enhance current Palo Alto Mobile Data
Computer (M])C) functionality over a combined Radio Frequency (RF) and Cellular
DiNtal Packet Data (CDPD) or other wireless communications network. This Mobile
CAD Messaging Client Software is referred to as In-Field.
All systems will function as defined in design sessions conducted with Palo Alto Staff
and other PSSI user’s during previously scheduled sessions and has been mutually
agreed upon.
Coordinate and participate in a Project Kick-Off meeting and subsequent status
meetings and/or conference calls as needed with the City of Palo Alto and, as required,
Padcom.
Provide an electronic format of all documentation for In’Field software.
Provide User training in "Train the Trainer" format for the Police Department on the
use of the In-Field Mobile Communications software - including Administrative
functionality.
PSSI will work with PADCOM to ensure seamless operation of its Mobile Data
software over both the RF network and wireless CDPD network.
Provide documentation and any training of any required maintenance activities, such as
system backup.
TESTING ANrD VERIFICATION
Verify the mobile communications software performs all existing Palo Alto CAD
functions during an on-site visit. This includes, but is not limited to, status changes,
forms, and car-to-car messaging.
Mobile Data Computer Project Statement of Work
Page 1 of 4
EXHIBIT A2B.
2.2.2.
2.2.5.
2.3.
2.3.1.
2.3.2.
3.1.
3.1.1.
Perform an Acceptance Test on a single Panasonic CF-27 and CF-28 mobile computer
terminal with a Sierra Wireless MP200 series modem pre-programmed to operate on the
City of Palo Alto’s CDPD network.
Participate in joint testing with hardware and software vendors (Padcom)
Verify the operation of the system via on-site testing of:
2.2.4.1.
2.2.4.2.
2.2.4.3.
Inbound/outbound messaging
Connection to PSSI CAD systems
Message-based interface to a Palo Alto server
PARTICnaATE IN
EQUIPMENT AND MATERIALS
Provide a documentation package for the customer system. For the Mobile Data In-
Field software, this package will include User’s Documentation and any supporting
documentation.
Provide the following hardware and software (attached quotation):
2.3.2.1.
2.3.2.2.
2.3.2.3.
2.3.2.4.
2.3.2.5.
2.3.2.6.
2.3.2.7.
2.3.2.8.
Mobile Message Switch Hardware
Mobile Data Computer Message Switch Software TCP/IP (75 licenses)
RESPONSE CAD Interface Mobile to Mobile
ICIS RMS Interface Module to Mobile
Parallel Interface Option (PSSI Mobile w/WDC Interface)
Custom Software Enhancements
RESPONSE In-Field CAD/NCIC Software (50 licenses)
RESPONSE In-Field Fire CAD Client Software (15 licenses)
TRAINING
Provide four hours of training at the Customer’s location on the Mobile Data System.
Training will be in a "Train the Trainer" format and will include hands-on hardware
training. The following subjects will be covered during classroom training:
2.4.1.1.
2.4.1.2.
2.4.1.3.
2.4.1.4.
System Hardware Overview
System Operation Overview
System Setup, Operation, and Maintenance
Trouble Shooting
City’s Responsibilities
PHASE 1
Provide system documentation of current mobile radio/CAD system including:
Mobile Data Computer Project Statement of Work
Page 2 of 4
EXHIBIT A2B
3.1.2.
3.1.3.
3.2.
3.1.1.1.
3.1.1.2.
3.1.1.3.
System diagrams
Component descriptions, e.g., CDPD Frame Relay
Documentation of existing systems as required by PSSI
Provide on-site support for networking and other questions related to current
functionality of the customer’s existing system.
Participate in a thorough specification and design session for the In-Field phase (Phase
1I) of the project. Provide final specifications of functionality, field-by-field as defined
by the City’s Police and Fire Departments. Provide specifications of desired output
forms.
EQUIPMENT AND MATERIALS
3.2.1.1.Provide the following server site hardware:
HP Net Server LC2000r - P3 866 133FSB M1
HP 256MB RAM 133MHz ECC SDRAM DIMM
HP NetRAID-3Si Disk Array Controller
3 I-[P 9.1GB Hot swap Wide Ultra2 SCSI Disk
HP Sure Store DLT40i 40GB Internal DLT
Veritas Backup Exec Server with IDR and SQL agents
Windows 2000 Server
SQL 2000 Server
3.2.1.2.
3.2.1.3.
3.2.1.4.
Pre-configured CDPD (wireless Router)
PADCOM Hardware / Software
Mobile Client Generic Devices with minimum Pentium [I & Windows
2000, 128 MB RAM, 2+ G HD, CD-ROM, Padcom Connectivity
Suite supported Wireless Network Interface Card
3.3.
3.3.1.
3.3.2.
3.3.3.
3.3.4.
CUSTOMER SITE PREPARATION
Provide PSSI with valid IP address assigned to the CDPD router.
Procure a CDPD account through City’s preferred vendor.
Provide a baseline functionality checklist for the In-Field system, including forms and
status commands. This will be the basis for acceptance after cut over to the new Mobile
Data system.
The City shall not alter or make additions to today’s CAD functionality as it relates to
this project during the implementation process unless coordinated with PSSI staff. Any
altercations may delay the project cut over date.
Mobile Data Computer Project Statement of Work
Page 3 of 4
3.3.5.
EXHIBIT A2B
Provide personnel for the distribution of software to the vehicle fleet for any software
releases.
Provide a suitable instruction area for the training classes equipped with an overhead
projector and a dry-erase whiteboard for the duration of the training.
Provide access to the Communications Equipment Room during the training sessions.
Provide access to the required number of Panasonic CF-27 or 28 MDC systems.
By:
Ed Kossa
Director of Operations
PSSI
By:.
Sheryl A. Contois
Coordinator, Police Technical Ser~,ices
Palo Alto Police Department
Mobile Data Computer Project Statement of Work
Page 4 of 4
Exhibit A2B
PSSI RESPONSE Mobile IN-Field
Public Safer), Systems Incorporated
ResponseM0bile IN,FIELD
Mobile Data/Field Reporting Software Sewer Applications~nterfaces/Software
1
1
0
1
0
1
0
1
1
Mobile Data Computer Message Switch Software (PSSI)
*TCP/IP Communications (25 Unit License)
Upgrade to 100 Users
Upgrade to 200 Users
I RESPONSETM CAD Interface Module to Mobile
CAD Mobile I/F Upgrade Discount i
ICISTM RMS Interface Module to Mobile ~ $
PSSI User Group Discount l
’.Parallel Interface Option (PSSI Mobile w/WDC I/F)i $
I Custom Software Modifications S
~,Project Management/Installation ~. $
~Mobile Message Switch Hardware $
Application Software Subtotal l
30,000.00
15,000.00
15,000.00
15,000.00
15,000.00
10,500.00
12,750.00
7,800.00
$
$
30,000.00
15,000.00
15,000.00
(15,000.00)
(6,750.00
$10,500.00
$
$12,750.00
$7,800.00
$69,300.00
50 i RESPONSETM IN-FIELD CAD/NCIC Client Software*
0 ’,RESPONSETM IN-FIELD Client Mapping Software
0 !ICISTM IN-FORM Mobile Field Reporting Client Software*
"Mobile Client Pricing includes all current discounts
(calculated unit cost based on volume)
CAD Client (1-25 Licenses) - $1000/unit
(26-50 Licenses) - $600/unit
(51-100 Licenses) - $400/unit
(101+ Licenses)- $200/unit
ICIS/FR Client (1-25 Licenses) - $1250/unit
(26-50 Licenses) - $850/unit
(51-100 Licenses) - $500iunit
(101+ Licenses) - $200/unit
$800.00 $40,000.00
PSSI User Group Discount
300.00
1,050.00
$
$
(6,000.00)
Police Client Software Subtotal s 34,000.00
Response In-Field Pricing
Exhibit A2B
PSS! RESPONSE Mobile IN-Field
1,000.00 i$15,000.00
300.00 $
1,250.00 $
15 i RESPONSETM IN-FIELD Fire CAD Client Software*
0 i Mapping Client Software
0 t EMBRSTM Mobile Field Reporting Client Software
PS$1 User Group Discount $(2,250.00
Fire Client Software Subtotal S 12,750.00
Total Mobile Base System Price s 116,o5o.oo
Response In-Field Pricing
Exhibit A2B
PSSI RESPONSE Mobile IN-Form
Public Safety Systems Incorporated
Response IVIobile IN-FORM Upgrade
Mobile Data/Field Reporting Software Server Applications/Interfaces/Software
0 Mobile Data Computer Message Switch Software (P$SI)
*TCP/IP Communications (25 Unit License)
0 i Upgrade to 100 Users
0 !Upgrade to 200 Users
0 !RESPONSETM CAD Interface Module to Mobile
1
1
1
$
$
CAD Mobile I/F Upgrade Discount’~
i lCISTM RMS Interface Module to Mobile I $
PSSI User Group Discounti
:Custom Software Modifications (by Mutual Agreement)i $
i Project Management/Installation ’. $
Application Software Subtotali
30,000.00 i$
15,000.00 i $
15,000.00 i$
15,000.00!$
=$
15,0oo.oo15
~$
20,000.00 iS
12,750.00 i $
15,000.00
(2,250.00)
20,000.00
12,750.00
45,500.00
0 iRESPONSETM IN-FIELD CAD/NCIC Client Software*
0 RESPONSETM IN-FIELD Client Mapping Software
5______0 !ICI~STM IN-FORM Mobile Field Reporting Client Software*
*Mobile Client Pricing includes all current discounts
(calculated unit cost based on volume)
CAD Client (1-25 Licenses) - $1000/unit
(26-50 Ucenses) - $600/unit
(51-100 Licenses) - $400/unit
(101+ Licenses) - $200/unit
ICIS/FR Client (1-25 Licenses) - $1250/unit
(26°50 Licenses) - $850/unit
(51o100 Licenses) - $500/unit
(101+ Licenses) - $200/unit
PSSI User Group Discounti
Police Client Software Subtotal
$
$
$
800.00
300.00
1,050.00 52,500°00
(7,875.00
44,625.00
Response I~FORM Pricing
Exhibit A2B
PSSI RESPONSE Mobile IN-Form
0 I RESPONSETM IN-FIELD Fire CAD Client Software*
0 ’,Mapping Cl!ent Software
0 !EMBRSTM Mobile Field Reporting Client Software
$
$
$
1,000.00
300.00
1,250.00
$
$
S
PSSI User Group Discounti
Fire Client Software Subtotal l
Total Mobile Base System Price
$
$
90,125.00
Response IN-FORM Pricing
Exhibit B
Public Safety Systems, Inc.
Project Schedule
PRO~ECT PHASE/TASK DATE
Phase 2A NT Upgrade/Geo-Server
City to Ship Configured Servers to PSSI for Preparation
Server Sta~ng, Preparation and Configuration (PSSI)
NT/Software Enhancements Loaded V2.4 (PSSI)
Installation and Services of NT System
Final Testing / Cutover
Completed
Completed
Completed
Completed
Completed
Phase 2A Tier 1 Geo-Server System
Meetings with City/PSSI (onsite) GIS requirements
Installation and Testing (PSSI onsite)
Completed
Completed
Phase 2B Software Enhancements (PSSI Onsite)
Task 1 - Zetron 6/26 Station Alerting
Task 4 - ICIS Version 2.4 Installation /
Case Management Module Changes Completed
Task 2 - Geo-File Conversion Process 09/2003
Task 3 - SLETS TCP/IP Upgrade 10/2003
Task 5 - Warrants Module 12/2003
Completed
Phase 3A - Geo Server Upgrade from Tier 1 to Tier 2
~ Meetings with City/PSSI (onsite) GIS requirements 07-09/2003
)- Installation and Services 09/2003
~ Final Testing / Cutover (PSSI Onsite)09/2003
Phase 3B - Mobile Data Software
> Pre-testing of In-Field Mobile Data Application 07-08/2003
PSSI Onsite Load In-Field Application 09/30/2003
> Testing Interface with Padcom and City of Palo Alto 09/30/2003
,- Final Testing of Product 09/30/2003
~ Parallel Systems Running 09/30/2003
~-- Cutover to New System !0/2003
> Final Design Discussions w/PSSI & Other In-Form Users 4/2004
> Preliminary testing of In-Form Mobile Data Application 5/2004
~ ICIS Integration Testing 5/2004
~ Cutover 6/2004
Any schedule changes for Project/Task Start!End dates are subject to change based on a Phased
Implementation Strategy. Based on the availability of PSSI technical personnel, some project tasks may be
completed earlier than the dates listed above. All schedule changes will be made by verbal agreement
between the City and PSSI.
AGREEMENT BET~EENTHE CITY OF PALOALTO
AND PUBLIC SAFETY SYSTEMS, INC.
FOR PURCHASE OF LICENSED SOFT~ARE
AND SUPPORT SERVICES
THIS AGREEMENT is made and entered into on the~’rda~o~
0~T~4~£.,~- 2002, by and between the CITY OF PALO _ALTO, a chart~__ed~°
municipal corporation of the State of California ("CITY"),~an~
PUBLIC SAFETY SYSTEMS, INC. a duly organized Virginia corporat~°on~
with offices at ~01__ Nicole Drive, La~_ham, Maryland 20706, T~ I~"
Number 54-1302472 ("PSSI"). >
RECITALS:
A. On April 15, 1999 CITY ~nd PSSI entered into an
agreement for purchase of licensed software and support services
for the City’s automated law enforcement records management program
("the 1999 Agreement"). The 1999 Agreement provided that the work
would be completed in three phases, however, the 1999 Agreement
specifically stated that Phases 2 and 3 would not be accomplished
as part of that agreement. City retained the right to add Phases
2 and 3 to the contract subject to PSSI’s compliance with Phase !
and the City’s acceptance thereof and a mutua! agreement to
complete Phases 2 and 3.
B. PSS! has completed Phase ! and the City has now
accepted the work performed under the 1999 Agreement.
C. CITY wishes to have PSSI ~;perform., and PSSI wishes to
merform. , the further services described as Phase 2. Cop_~_~=~ of the
scopes of services for Phase 2 are attached hereto as Exhibits
:~ =. and Exhibit "A2B".
NOW,Tv<~mmo~v.in cons{d=~t~e~of ~ :<.......... , ..........~he=.mutua!
the marries hereto agre= as ~o_:ows:
SECT!ON !. m~E PRODUCT
cTmv shal! purchase from PSSI hardware, licensed
so::ware ~ntegrat!on upgrade modifi~, ’’ ,,c=u~on and support services
as described on E~nibits "A2A"and ..z= , a~t=c_.ed hereto and
incorporated_ herein by ,~e_~nce~== ~=(the "PRODUCT").To ~he extent of
_ =~"== sionsany conflict b~n :his ’~== ~ ’A~_~emen~ ~nd ~ny ex~.ibit, the provz
of this Agreement shall apply.
SECTION 2. DEL!YEP~
CITY shall pay for all delivery charges. Delivery will
be made by standard ground transportarion charges unless CITY
agrees in writing to a different method of transportation. PSSI
wil! handle al! shipping, h~nd!ing ~nd installation of the Product,
and shal! coordinate with CITY as to the schedule of de!ive~-_v so as
021024 sdl 0044176
1
tO cause the least possible disruption to CITY’s operations. CITY
will be responsible for installing hardware and equipment it is
purchasing from sources outside of this agreement.
SECTION 3. COMPENSATION
Phase 2: In consideration of the full performance of the
installation, modification and upgrade services and applicable
sales tax for Phase 2 as set forth in exhibits "A2A" ~nd "A2B",
CITY will pay PSSI a total sum not to exceed Two Hundred Forty-Nine
Thousand Eight Hundred Dollars ($249,800.00) which shall include
all programming, services, and travel and expenses incurred by PSSI
under this agreement.
The amount of compensation for Phase 2 will be calculated
on a per task basis in accordance with the~.~_~h~m~-~u~ "A2A"--and
"A2B", up to the maximum amount set forth in this Section. The
fees of any consultants, who have direct contractua! relationships
w~_uh ~SST, wi!] be approved, in advance, by C_,TY C±__~ reserves
the right to refuse payment of such fees, if such prior approva! is
not obtained by PSSI.
Payment will be due and payable within 30 days of
acceptance of each task set forth in Exhibits ’~A2A" and "A2B" in
accordance with Section 5 of this Agreement.
CITY shall be responsible for r~mitting any applicable
sales and use taxes to the appropriate !ocal and tax authorities.
SECTION 4.SOFT~L~ LICENSE
4.1 PSSi grants to CITY a non-exclusive, non-
transferrable license for the software during the te~-m., of this
Agreement plus the terms of any agreements for extended maintenance
of the =~- =.so:uwar~ CITY shall not sell or transfer any of the
software or copies thereof to others. CITY agrees to secure and
protect the software and copies thereof from transfer to third
parties, and agrees to take appropriate action through instruction
with its emp!oyees who are permitted access to each software system
or copies thereof, to satisfy its obligations under this Agreement.
The license under this Agreement al!ows CITY to:
a Use the licensed = ....=¯so:u~a.~ on the e~aipment
specifically to designated parties;
Copy or translate the licensed software in machine
readable or printed form no provide sufficient
copies to support CITY’s use of the licensed
software, provided PSSI’s proprietary legend is
C o ~=~=~ the licensed -: .............. =o:~=_e to a back-up CPU to
be used when a designated CPU is temporarfly
inoperable;
021024 sdl 0044176
do Modify any customized licensed software program to
form an updated work for CITY’s use, provided that:
CITY supplies PSSI with b~itten notification
of the modification; and
ii.The modification is made according to PSSI’s
conventions or re_cg!irements.
4.2 CITY will not use or operate the licensed software
improperly, carelessly, or in a m~nner contrary to that authorized
by this license.
SECTION 5.INSTALLATION ~!kID ACCEPTANCE
5.1 Implementation Schedule. General timelines for
implementation are described in Exhibit "B" A detailed schedule
of tasks ~nd deliverable items, which outlines the time ~nd mam~er
in which the transactions contemplated by this Agreement are to be
performed, shal! be discussed with CITY in separate meetings and
committed to a written document ("Implementation Schedule"), which
shal! be inco_~porated as part of this Agreement. PSSI agrees to
adhere to the requirements of the agreed upon Implementation
Schedule in all respects. If PSSI fails to a~here to the
Implementation Schedule, .provided such failure is not caused b~
CITY, CITY shall have the options set forth as follows, subject to
the notice and other requirements thereof:
The delivery of the software and installation,
modification and upgrade services shal! be perfo_~med ~nd completed
in accordance with the agreed upon Implementation Schedule and the
-_ns~a!!=~lon date orprovisions of this Agreement. T~ a scheduled
milestone as set forth in such schedule, or, in any subsequent
Implementation Schedule, developed by the parties or otherwise
agreed to by_ the par~e=~" -, sha]~__ be incapable of being met, PSSI
shal! give at least seven (7) days nozice prior thereto, unless
PSSI shal! not ~now that a delay will occur, then immediately upon
obtaining such ~now!edme, to CITY of ~h_~.e existence of such delay,
and the proposed actual performance date. Upon receipt of such
notice and provided the delay is not caused by CITY, CITY may
counter-notify PSSI that unless such delay is cured and scheduled
installation made within twenty-one (21) days after such counter
notice, C!TY may exercise the options afforded it as described in
Subsection 5.3 be!ow.
5.2 Acceptance Test. The parties agree that acceptance
of the sofZware and any modifications or upgrades made pursuant to
E~nibits ~A2B" and "A2B" shall be a demonstration, to the CITY’s
satisfaction, that the Products perfo._~m_, individually and as a
~ino!e, in accordance wi:h their published specifications,
including, but not limited to, specifications as referenced in
~_ibits "A2A" ~nd ~A2B", and are able to perfo_~m substantially the
function for which they are intended. (The "Acceptance Cri=eria")
021024 sdl 0044176
Said demonstration shall be completed within ten (i0) business days
of completion of each task..
5.3 Acceptance or Rejection. Acceptance shall not occur
until each task described on Exhibits ~A2A" and ~A2B" has
adequately passed the acceptance test set forth in the preceding
subsection 5.2 and CITY ~has received al! of the de!iverables
associated with this purchase and license. CITY shall notify PSSI
in writing iramediately upon completion of the final software
acceptance test. The payment associated with each task acceptance
due from CITY will be due and payable as set forth in Section 3
upon satisfactory completion of the acceptance test and receipt of
all deliverables.
If PSSI fails to provide software or other deliverabies
meeting City re_quirements within the time lines set forth in this
Agreement, or, if the software or modifications or upgrades do not
f~nction in a manner that is acceptable to CITY in the no_~ma! daily
operating environment within the acceptance test period, CITY shal!
have the option, upon notice to PSSI, to:
a. Cancel this Agreement, whereupon, PSSI shall return
to CITY al! sums heretofore paid by CITY and CITY shall have no
further obligations thereunder, in which event PSSI shall be
entitled to return of any software and any documentation therefore
delivered to CITY; or
or
bo Accept the Product at its then level of performance;
c. Permit the acceptance phase to be extended for such
period as agreed upon by CITY in writing; or
d. Accept those portions of the Product which pass the
acceptance criteria and require PSSI to correct the remaining
portions, in which event CITY shall not be liable for an?- pa_vments
for such remaining portions until they have passed the acceptance
tests; or
e. Pursue such remedies as may be available to CITY at
law or in equity.
Acceptance of the Pro~act by the CiTY wil! not release
PSSI from the requirements of correcting software defects in
accordance wi~h the te_~ms of the warranties and maintenance
requirements set ~o~h herein.
6.1 PSSi warrants that it has the right to grant the
software__~-:~ens=_ ~ described in ~ ’~:~_~s _.__~c~e=m=n~_ .... and ~a._~ the software
is delivered and installed free of any claim of pa:ent, trademark
sha== defend, at ~ ~s ezcp_ense, anyor copyright infringe-ment. PSSI ~ ~_
action brought against CITY to the exten~ based on a claim that the
use of the Product, w~-tnmn the scope o: ~s Ag~me~_,~,
021024 sdl 0044176
any United States patent, trade secret or copyright or any
intellectual property right granted by the State of California, and
PSSI shall indemnify CITY from any costs, damages and fees finally
awarded against CITY in such action which are attributable to such
claim; provided that CITY notifies PSSI promptly in writing of the
claim, permits PSSI to defend or settle the claim and provides al!
available information, reasonable assistance and authority to
enable PSSI to do so, provided PSSI reimburses CITY for such
activity. CITY shal! have no authority to settle any claim on
behalf of PSSI. PSSI shall have no liability for any claim of
patent, trade secret or copyright infringement based on the (i) use
of other than the then-latest version of the Product from PSSI, if
such infringement could have been avoided by the use of the latest
version made available to CITY, but CITY, with knowledge of actual
or possible infringement, chose to retain the prior version; or
(if) use or combination of the equipment with software, hardware,
or other materials not provided by PSSI, unless such use has been
agreed to by PSSI and then only to the extent that such liability
is based on the Products supplied by PSSI and not for any such
liability as may relate to such other products.
PSSI warrants that during the warranty period, for a
period of one year from CITY’s acceptance, the Product wil! operate
according to the Acceptance Criteria. If it is determined that the
Product does not operate according to such specifications, PSSI
shal!, without further charge or cost to CITY, provide such
additional or substitute Product or modification of whatever kind
as is necessary to the Product in order to meet the Acceptance
Criteria, or CITY may exercise whatever options are set forth in
Section 5 (within the acceptance period), at CITY’s sole option.
6.2 PSSI warrants that the Product shall meet or exceed
the Acceptance Criteria during the warranty period, and agrees to
replace or repair al! defects at no charge during said period,
provided it shal! have received reasonable notice of such defects,
and provided the damage shal! not have been caused by willfu! act
or negligence of CITY’s agents or emp!oyees.
.=m± represents and warrants accuracy in the
processing of date and date related data (including, but not
limited to, calculating, comparing, and sequencing) by al!
hardware, software, and firmware products or o<her time sensitive
or r=lian~ .... products delivered under u_~s contract or ag.e~m~_.~
individually and in combination, upon installation or use. Fault-
uhls data - ’~free includes the manipulation of -" w~uh dates prior to,
through, and beyond January !, 2000, including leap year
calculations), and shal! be transparen~ to the user.
6.4 PSSI w=~.=:_~s-~-~ than its _mersom-ne! assigned_ to
function during the term of this Agreement shal! be qualified to
perforsm PSSI’s support obligations under this Agre=_ment. All
me~so~=] (and any substitutes therefor) assigned to the
performance of this Agreement shal! be subject to approva! of the
CITY. Personnel whose conduc~ is incompetent, inefficient, or
021024 sdl 0044176
otherwise unsatisfactory to the CITY shall be replaced forthwith
upon request.
6.5 In the event that CITY makes any changes or
modifications to the licensed software, CITY agrees that such
changes and modifications shal! be the property of PSSI, unless
PSSI shall have given its prior written consent to the contrary.
Furthermore, any changes or modifications made by CITY to the
licensed software, except in accordance with Section 4.!.b, wil!
mean that the foregoing limited warranty of PSSI with respect to
such licensed software shall no longer apply, and PSSI shall have
the right to charge CITY for additional support services the rate
set forth in Exhibit ~B"; however, PSSI shal! have no obligation to
provide such services.
6.6 EXCEPT AS SET FORTH .ABOVE, NO OTHER WARP_ANTIES,
~ETHER EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE
I~PLIED WARB_ANTIES OF MERCHANTABILITY ~!gD FITneSS FOR A P~TICUL.~
PURPOSE, A_RE ~aADE BY PSSI AND PSSI ~AKES NO WAB_RANT_IES WITH RESPECT
TO HARDWARE EQUIPMENT OR WITH THE LICENSED SOFTWARE OR FOR THE
INSTALLATION THEREOF. IN NO EVENT WILL PSSI BE LI~LE TO CITY OR
.ANY_ OTHER PARTY FOR _ANY LOSS, INCLUDING TIME, MONEY, GOODWILL
CONSEQUENTIAL D~_MAGES, WHICH _NLAY ARISE FROM THE USE, OPERATION OR
MODIFICATION OF THE HA_RDWA_RE OR SOFTW~_~LE.
5.7 The foregoing limitations of paragraph 5.5 shall not
limit PSSI’s liability for damages for persona! injury, including
death, or tangible property damage, as set forth in Section !0.
Further, nothing contained in this Agreement shall limit any cause
of action arising between the parties which is based upon wrongful
acts that are independent of this Agreement.
SECTION 7.SOURCE CODE
The Product shall include the software source code,
object code, and am_y associated files, tables, or programs re~ired
to recompiie, ~÷ necessary.
8.1 The term of this Agreement shall commence on the
date of execution of this Agreement by CITY, ~nd shal! te_rminate on
June 30, 2003. The parties may, by mutua! agreement, enter into
subsequent agreements for extended.maintenance of the Product.
8.2 The parties may, by mutua! agreement, ~mend this
Agreement to provide for additiona! hardware, software, or services
related hereto.
SECTION 9. TERMINATION
9.1 This Agreement may be te_~minated by either party
upon thirty (30) days prior wri:ten notice if the other party has
mau~.=_ly breached the provisions of the= Agreement and has no~
cured such breach within such notice period.
021024 sdl 0044176
9.2 This Agreement may also be terminated by CITY prior
to acceptance of the Product, in accordance with the provisions of
Section 5.
9.3 Upon termination, ~ either party may pursue such
remedies at law or in equity as may be available to it.
SECTION !0.INDEMNITY
PSSI agrees to protect, indemnify, defend and hold
harmless CITY, its Council members, officers, employees ~nd agents
from any and all d~mands, claims, or liability for injury or death
of amy person, or property damage caused by or arising out of
PSSI’s, its officers’, agents’, subcontractors’ or employees’
negligent acts or omissions, or willful misconduct in the
performance of its obligations under this Agreement.
SECTION II. INSURANCE
!I.!PSSI, at its sole cost and expense, shall
obtain and maintain, in full force and effect during the term of
this Agreement, the insurance coverage described in Exhibit "C",
insuring not only PSSI, but also, with the exception of workers’
compensation, and emp!oyer’s liability insurance, naming CITY_ as an
additional insured concerning PSSi’s performance under this
Agreement.
11.2 Al! insurance coverage required hereunder wil!
be provided through carriers with Best’s Key Ratinm Guide ratings
of A:VII or higher which are admitted to transact insurance
business in the State of California. 9m_y and all contractors of
PSSI retained to perform Services under this Agreement wil! obtain
and maintain, in ful! force and effect during the te_~-m of this
Agreement, identical insurance coverage, naming CITY as an
additiona! insured under such policies as required above.
11.3 Certificates of such insurance shal! be filed
with CITY concurrently with the execution of this Agreement. The
c__=~:~_:-c=~s-~= will be subject to the approva! of C~Z<~ ’s risk manager
and wil! contain an endorsement stating that the insurance
~_~_rim~- ::vs~a~c-~:~ wi!l not be cam.ce!ed or altered by ~he insurer
except after filing with CITY’s City Clerk thirty (30) days’ prior
written notice of such cancellation or alteration, and that the
City of Pa!o Alto is named as an additiona! insured except in
policies of workers’ com_mensation and emp!oyer’s liability
insurance. Current certificates of such insurance wil! be kept on
file at all times during the term of this Agreement with the City
Clerk.
11.4 The procuring of such re_cuired policy or
policies of insurance will not be construed to limit PSS!’s
!iabi!iuy hereunder nor to fulfil! the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of
insurance, PSSI wil! be obligated for the ful! and tota! ~mount of
021024 sdl 0044176
7
any damage, injury, or loss caused by or directly arising as a
result of the Services performed under this Agreement, including
such damage, injury, or !oss arising after the Agreement is
terminated or the te_~m has expired.
11.5 PSSI, by executing this Agreement, certifies
that it is aware of the provisions of the Labor Code of the State
of California which require 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 perforTnance of its obligations under the Agreement.
SECTION 12. WORKERS’ COMPENSATION
PSSI, by executing this Agreement, certifies that it is
aware of the provisions of the Labor Code of the State of Califor-
nia which require every employer to be insured against liability
for workers’ compensation or to undertake self-insurance in
accordance with the provisions of that Code, and certifies that it
wil! comply with such provisions, as applicable, before commencing
the performance of its obligations under the Agreement.
SECTION 13. ASSIGNMENT
PSSI shall not assign or subcontract the services to be
provided by it under this Agreement, and no assignment of this
Agreement or subcontracting of the services to be provided under
this Agreement or any right or interest therein by PSSI shal! be
effective, without the prior written consent by CITY of such
assigr~ent or subcontract, "which consent will not be unreasonably
witlnhe!d. The performance of the Agreement by PSSI is of the
essence of the Agreement. In the event of any assigm_ment or
subcontract, PSSI shall remain primarily liable for al! of its
obligations under this Agreement. Notwithstanding the foregoing,
it is the intent and understanding of the parties that the
hardware provided by PSSI under this Agreement will be manufactured
by other entities, for which PSSI will function as reseller.
SECTION 14. WAIVER
NO waiver of any b=_acn of any term or condition of this
Agreement shal! be construed to waive any subsequent breach of the
s~me or any other term or condition of this Agreement.
¯SECTION 15. CONFLICT OF INTEREST
15.1 In accepting this Agreement, PSSI covenants
that it presently has no interest, and will not acquire any
interest, direct or indirect, financia! or othe~ise, which would
conflict in any mam~_er or degree with the perfo_~mance of the
Services.
15.2 PSSI further covenants that, in the perfo~-m, ance
of this Agreement,it will not employ any contractor or person
021024 sdl 0044176
having such an interest. PSSI certifies that no person who has or
will have any financia! interest under this Agreement is an officer
or employee of CITY; this provision will be interpreted in
accordance with the applicable provisions of the Palo Alto
Municipa! Code and the Goverrament Code of the State of California.
SECTION 16. NONDISCRIMINATION
16.1 As set forth in the Palo Alto Municipal Code,
no discrimination will_be made in the em_m!oyment of any person
under this Agreement because of the age, race, color, nationa!
origin, ancest,~q~, religion, disability, sexua! preference or gender
of that person, if the value of this Agreement is, or may be, five
thousand dollars ($5,000) or more, PSSI agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
fo_~un furnished by CITY and set forth in Exhibit "D"
16.2 PSSI agrees that each agreement for services
with an independent provider will contain a provision substantially
as follows:
"[Name of Provider] will provide PSSI with a
certificate stating that [Name of Provider] is
currently in com_mliance with all Federal and
State of California laws covering
nondiscrimination in emp!oyment; and that
[Name of Provider] wil! not discriminate in
the employment of any person under this
agreement because of the age, race, co!or,
nationa! origin, ancestry, religion,
disability, sexua! preference or gender of
such person."
16.3 If PSS! is found in violation of the
nondiscrimination provisions of the State of California Fair
~D!oyment Practices Act or similar provisions of Federal law or
executive order in the performance of this Agreement, it will be in
default of this Agreement. Thereupon, CiTY will have the power to
cancel or suspend this Agreement, in ~no!e or in part, or to deduct
the sum of twenty-five dollars (825) for each person for each
calendar day during which such person was subjected to acts of
~!sc~!m~nau!on, as damages for breach of agreement, or both Only
a finding of the State of California Fair ~p!oyment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach of this Agreement.
021024 sdl 0044176
9
SECTION 17. FORCE M_AJEURE
The parties will exercise every reasonable effort to meet
their respective obligations hereunder, but either party shall be
excused from the performance of any of its covenants or agreements
hereunder and such party’s nonperformance shall not be a default or
grounds for termination of this Agreement for any period to the
extent that such party is prevented, hindered or delayed for any
period not in excess of thirty (30) days from performing any of its
covenants or agreements, in whole or in part, as a result of an act
of God, war, civil disturbance, court order, labor dispute or other
cause beyond that party’s reasonable contro!, including without
limitation, any denial of access to the CITY’s facilities. The
parties hereby agree to use their reasonable efforts to remedy the
effect caused by the occurrence of the event giving rise to a
party’s nonperformance of its covenants or agreements under this
section. The parties agree to provide prompt notice to the other
party to the extent that either party is relying on the provisions
of this Section for its failure to perform any of its covenants or
agreements hereunder.
SECTION 18.CONF!DE_NTIALITY
18.1.The parties acknowledge that in the course of
perfo_~ming the responsibilities under this Agreement, they each may
be exposed to or acquire information that is proprietary to or
confidential to the other party or its affiliated companies or
their clients. 9~.y ~nd al! information of one party in any form
obtained by the other party or its employees, agents or
representatives in the performance of this Agreement shall be
deemed to be confidential and proprietar-_v information of such
party. The parties agree to hold such information in strict
confidence and not to copy, reproduce, sel!, assign, license,
market, transfer, give or otherwise disc!ose such information to
third parties or to use such information for any purp_oses
whatsoever, without the express written pe_r~_Lission of the other
party, other than for the provision of services under this
Agreemenr. The parties agree to advise each of their employees,
agents, and representatives of their obligations to keep such
info~_~mation confidential. Al! such confidentia! and proprietary
information described herein and any deliverable provided
hereunder, in ~fnatever form, are hereinafter collectively referred
to as "Confidentia! information." The parties shal! use their
reasonable efforts to assist each other in identifying and
preventing any unauthorized use or disclosure of any Confidentia!
information. Without limitation of the foregoing, the parties
shall use reasonable efforts to advise each other immediately in
the evenn Zhat either learns or has reason to believe that any
person who has had access to Confidentia! information has violated
or intends to violate the terms of this Agreement, and wil!
reasonably cooperate in seeking relief agains~ any such person.
18.2 Notwithstanding the obligations set forth in
Section 18.1, the confidentiality obligations of the parties shall
021024 sdl 0044176
!0
not extend to information that: is, -as of the time of its
disclosure, or thereafter becomes part of the public domain through
a source other than receiving party; was known to the receiving
party as of the time of its disclosure; or is independently
developed by the receiving party; or is subsequently learned from
a third party not under a confidentiality obligation to the
providing party; or is required to be disc!osed pursuant to court
order or government whereupon the receiving party shall provide
notice to the other party prior to such disclosure.
SECTION 19. NOTICES
All notices hereunder wi!l be given in writing and
mailed, postage prepaid, by certified mail, addressed as follows:
To CITY:Office of the City Clerk
City of Pa!o Alto
Post Office Box 10250
Palo Alto, CA 94303
with copies
to:Coordinator, Communications Services
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To PSSi:4401 Nico!e Drive
Lanham, MD 20706
ATTN: Ed Kossa, Director of Operations
SECTION 20.M!SCELL_~AIEOUS PROVISIONS
20.1 PSS! represents and warrants that it has
Knowledge of the re_cmirements of the ~ericans with Disabilities
Act of 1990, ~nd the Government Code and the Health ~nd Safety Code
of the State of California, relating to access to public buildings
&nd accommodations for disabled persons, ~nd relating to facilities
for disabled persons. PSSI wil! com_mly with or ensure by its
advice that compliance with such provisions will be effected in the
performance of this Agreement.
20.2 This Agreement will be governed by the laws of
the State of California, excluding its conflicts of law.
20.3 In the event that an action is brought, the
parties agree that trial of such action will be vested exclusively
in the state courts of California or in the United States District
Court for the Norzhern District of California in the County of
Santa Clara, State of California.
20.4 The prevailing party in any action brought to
enforce the provisions of this Agreement may recover its reasonable
costs and attorneys’ fees expended in connection with that action.
021024 sdl 0044176
20.5 If a court of competent jurisdiction finds or
rules that any provision of this Agreement or any amendment thereto
is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force am_d
effect.
20.6 All exhibits referred to in this Agreement and
any addenda, appendices, attachments, and schedules ~nich, from
time to time, may be referred to in any duly executed amendment
hereto are by such reference inco_~porated in this Agreement and
will be deemed to be a part of this Agreement.
20.7 This Agreement may be executed in any number of
counterparts, each of which will be an origina!, but all of which
together wil! constitute one and the s~me instrument.
20.8 This document represents the entire and
integrated agreement between the parties and supersedes all prior
negotiations, representations, and contracts, either written or
oral. If CITY is required to sign an order form or other
preprinted document~from PSSI, the parties understand and agree
that to the extent of ~ny conflict ~between such other form or
document and this document, this document shall prevai!. This
document may be amended only by a written instrument, which is
signed by the parties.
20.9 This Contract is subject to the fiscal provisions
of the Charter of the City of Palo Alto and the Palo Alto Municipa!
Code. This Contract wil! te_~ninate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated
for the following fisca! year, or (b) at any time within a fisca!
year in the event that funds are only appropriated for a portion of
the fisca! year and funds for this Contract are no !onger
available. This Section 20.9 shal! take precedence in the event of
a conflict with any other covenant, te_~m, condition, or provision
of this Contract.
//
//
021024 sdl 0044176
IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives executed this Agreement on the date
first above written.
Clerk
CITY OF PALO ALT~D
Mayor
APPROVED AS TO FORM:
Senio~itorney
APPROVED:
ant City Manager
Zn~ura~nc=~ Review
PUBLIC SAFETY SYSTEMS, !NC.
Its: President
Its : Secretary/Treasurer
Attachments:
EXHIBIT "A2A" and ~A2B": Scope of Work
Specifications
Product
EXH_~B_~T "B" :
EXH_~BIT "C" :
EXHZBIT "D" :
implementation Schedule
Insurance Requirements
Nondiscrimination Compliance Form
021016 sd10044176
CERTIFICATE OF ACKNOWLEDGEMENT
(Civil Code ~ 1189)
STATE OF )
) SSo
COUNTY OF )
On ~vember 19 , 2002, before me, Jeane~te.a S Derry
a Notary Public in and for said County and State, personally
appeared Judy Henneke, personally known to me
or proved to me on the basis of satisfactory evidence to be the
person(s) whose name(s) is/are subscribed to the within instrument
and acknowledged to me that he/she/they executed the same in
his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon
behalf of which the person(s) acted, executed the instrument.
WITNESS my hand and official seal.
ry
JEANET~ S. I~R~v
NOTARY PUBLIC STATE d}F ’ ""LAND
Net Commi~ion Expire, Jul>. ,., 2005
JEANETTE S.
My Commission ~:xp~r~ ~, ~ ,
021016 sd] 0044176
14
CERTIFICATE OF ACKNOWLEDGEMENT
(Civil Code ~ 1189)
STATE OF )
COUNTY OF )
On ...October 21~t , 2002, before me, Jeanette S Derry
, a Notary Public in and for said County and State, personally
appeared Louis E Henneke, personally known to me
or proved to me on the basis of ’ = ~ ~sat!s=acuo_y 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.
ire ?ub i i c
021024 sdl 0044176
15
Exhibit A
Phase 2A
SCOPE OF WORK
UPGRADE TO NEW NT/WIN2000 OPERATING SYSTEM
AND
TIER 1 GEO-SERVER SYSTEM
PSSI and the City has completed discussions and evaluated the specific needs for an upgrade from the
current MPE operating environment to an NT/Win2000 based operating system. The City reviewed, in
detail, the quotation submitted by PSSI and discussed implementation issues and!or modifications that will
be required. Conversion to this new operating system will streamline administrative and maintenance
functions and will provide enhance the overall effectiveness of the CAD and RMS systems.
The City will purchase and make available to PSSI three (3) Hewlett Packard LC2000r Servers. They will
be configured by City staff under consultation with PSSI and in accordance with PSSI specifications. The
City will ensure that the Server’s meet the minimum specifications provided by PSSI. The City will ship
the 3 configured LC2000r Servers to PSSI for preparation - shipping charges to be paid by City.
PSS! technical personnel will be present on site at the City of Palo Alto to install the new NT/Win2000
operating system and will work in tandem with the City,. to test the new operating system to ensure that the
system performance of both the RESPONSE CAD and ICIS RMS systems is not degraded.
At the conclusion of this phase of the operating system upgrade, all custom interfaces, enhanced or
modified software will be tested testing and training. All work conducted on site in the City of Palo Alto
will be tested to ensure functionality, while PSSI technical staff are available.
Response NT Software: RESPONSE NT/2000 License Upgrade; SLETS PtC, CAD
TCP/IP interface upgrade; CAD to ICIS transfer Interface.Upgrade (ODBC Version);
CAD t.o EMBRS transfer Interface Upgrade (ODBC Version); Fire Station Printers
Subsystem NT Up=~-ade; SunPro PIC CAD TCP/IP Interface Upgrade
$65,000
Software Services: CAD Data Conversion; Project Management, Travel, Installation
and Training of City Staff
TASK 2 - Tier 1 Geo-Server System - PSSI to provide geo-server system to [support a mapping environment in the CAD RESPONSE system. Project ~c~lude:
RESPONSE GeoServer Software, Address Verification, Open API, ICIS V-,.~ and
future version integration, data conversion, project installation, manazement, travel and
expenses. I
$33,600
$44,900
Phase 2A Scope of WorLrgasks
Page i of I
Phase 2B
CAD/RMS Software Enhancements
SCOPE OF WORK
Exhibit A
PSSI and the City have completed sessions, which evaluated the specific needs of this Phase (2) of the
project. These discussions included dispatch algorithms, flag settings and other issues that are specific to
the external interface requirements.
PSSI technical staff assigned to the project will begin preparation of custom (as required) software and/or
modifications to the base software application necessary to implement the external interfaces as defined in
the design review sessions.
Much of the software preparation will be conducted in the PSSI home office. As required, PSSI technical
personnel will be present on site at the City of Pa!o Alto to perform the modifications necessary to
implement the functionality defined during the design review sessions. This phase of the project includes
programming modifications for the RESPONSE CAD and/or ICIS RMS systems.
Dependent upon the actual project implementation schedule, some work may run in parallel or back-to-
back as part of a phased-implementation approach.
At the conclusion of this phase of the project, the new interfaces, enhanced or modified software will be
ready for testing and training. All work conducted on site in the City of Palo Alto will be tested to ensure
functionality while PSSI technical staff are available.
Each of the enhancements, modifications and!or software changes to either the RESPONSE CAD and/or
ICIS systems are detailed below.
TASK 1: PSSI will make modifications to RESPONSE CAD system and soft~vare to
provide a standard interface to the Zetron Model 6/26 Fire Station Alerting System.
Project work to be timed with installation of new alerting system.
TASK 2: PSSI will make CAD RESPONSE system modifi’~ations to allow for
GEOFII, E update conversion processes that the City, could run on a reoccurring basis.
This modification will allow for bulk update to the RESPONSE CAD Geo-file from
City provided GIS data files. PSSI provided Cit3’ with file formats in which the GtS
data is to be provided.
TASK 3: PSSI will make system modifications to its RESPONSE CAD fl{at will
upgrade the existing telecommunications/SLETS interface. PSSI will install a TCP/IP
interface to SLETS. Timing for this project will be based on a TCP/IP upgrade at the
Santa Clara Count?., Sheriff’s Office (that project is currently underway). PSSI has been
provided all technical documentation regarding this protocol change.
TASK 4: PSSI to make modifications and customizations to ICIS RMS Case
Management Module - design review for functionality requirements include changes in
pre-a_qreed upon fields, fla~, settino.s, automatic update capability, and protected gel&
$29,000
56,000
$22,000
Phase 2B Scope of WorfCl’asks
Page l of 2
TASK 5: PSSI will make customizations and modifications to the existing ICIS RMS
Warrant Module to allow for direct filing of WPS (Wanted Persons System) filings and,
as required, other law enforcement telecommunications databases and make other
customizations to the software that automate this process and eliminate redundant data
entry by police staff.
$20,000
Phase 2B Scope of WorkrFasks
Page 2 of 2
Public Safety. Systems, Inc.
Phases 2A and 2B
Project Schedule
EXHIBIT B
PROJECT PHASE/TASK
Phase 2A NT Upgrade/Geo-Server
City to Ship Configxtred Servers to PSSI for Preparation
Server Staging, Preparation and Configuration (PSSI)
NT/Software Enhancements Loaded V2.4 (PSSI)
Installation and Services of NT System
Finn Testing / Cutover
Phase 2A Tier I Geo-Server System
> Meetings with City/PSSI (onsite) GIS requirements
>" Installation and Testing (PSSI onsite)
Phase 2B Software Enhancements (PSSI Onsite)
> Task 1 - Zetron 6/26 Station Alerting
)- Task 4 - ICIS Version 2.4 Installation /
Case Management Module Changes
.-~ Task 2 - Geo-File Conversion Process
.- Task 3 - SLETS TCP/IP Upgrade
r Task 5 - Warrants Module
DATE
10/30/02
11-12//02
12/02-01/03
01/03-02/03
02-03/03
12/02-1/03
12/30/02
02-03/03
03-04/03
03 -04/03
05-06/03
Any schedule changes for Projec~,ri’ask Start!End dates are subject to change based on a Phased
Implementation Strategy. Based on the availabili~, of PSSI technical personnel, some project tasks may be
completed earlier than the dates listed above. All schedule changes will be made bv verbal ageement
be~’een the Ciu’ and PSSI.
NOU 28 2802 15:13 FR FPI~. RND G DEEPT 301 459 9387 TO 304 "~919E~?P. 02/02
i A CORD
( zo 1 )
4401 Ni=al~ Drive
THIS C~.HHF1CATE IS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON TH~ CER~CATE
HO~E~ ~lS C~FICATE DOES NOT AM~, EX~ND OR
AL~R THE COVERAGE AFFORD~ BY T~ POLICIES BELOW.
COMPANIES AFFORDING COVERAGE
A
COk~PANY
D
TH1SI$ TO CF-RTIFY THATTHEPOLICI--’S OF INSURANCELIS’TED BELOWHAVE BEENISSUSD TO THEINSUR~D NAMED ABOVEFOR THEPOLICYP_=RiOD
CERTIF|CA TE MAY BE ISSUED OR MAY PERT,&IN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ~,LL THE
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN M.e,Y HAVE BEEN RF--J~UcED BY PAID CLAIi~$.
FIR~ D~M~ (An~ =~ fire) [ S 10~.000
B~DILY INJURY
[~OOtLY INJURY
Sel fl-Re~o~on
~D~S~S~.eOL~C~ LI~T
L ~S~ASE~A EMPLOYEE
~er~;ficsSe H=lder i= Additional Insured.
TOTAL PAGE. 02 ~
CERTIFICATION OF NONDISCRIMINATION SECTION 410
Certification of Nondiscrimination
As suppliers of goods or services to the City of Palo Alto, the firm and individuals listed’below
hereby certify:
a)that they are currently in compliance with all federal and state of California laws
covering nondiscrimination in employment; and
b)that, if awarded the contract, the proposer will not discriminate in employment of any
person under the contract because of race, color, national origin or ancestry, religion,
disability, gender or marital status of such person.
THE INFORMATION HEREIN IS CERTIFIED CORRECT BY SIGNATURE(S) BELOW.
Firm: Public Safety
Signature:
Name: Louis E Henneke
Signature:
Name: Judy M Henneke
Note:
Systems Incorporated
(PRINT OR TYPE NAME)
(PRINT OR TYPE NAME)
California Corporations Code Section 313 requires two corporate officers to execute
contracts.
*The signature of First Officer* must be one of the following: Chairman of the
Board.." President.." or Vice President.
**The signature of the Second Officer** must be one of the foflowing: Secretary;
Assistant Secretary; Chief Financial Officer; or Assistant Treasurer.
(In the alternative, a certified corporate resolution attesting to the signatory
authority of the individuals signing in their respective capacities is acceptable)
PSSI Contract PAGE 1 OF 1
AMENDMENT NO. TWO TO AGREEMENT NO.
BETWEEN THE CITY OF PALO ALTO AND
PUBLIC SAFETY SYSTEMS, INC.
This .Amendment No. Two to Agreement No. C0410296!
(~Agreement") is entered into , by and between the
CITY OF PALO ALTO ("CITY"), and PUBLIC SAFETY SYSTEMS, INC., a duly
organized Virginia corporation, with offices at 4401 Nicole Drive,
Lanham, Maryland 20706 ("PSSI").
RECITALS:
WHEREAS, the Agreement was entered into between the
parties for purchase of licensed software and support services for
the City’s automated law enforcement records management program
(~the 1999 Agreement"). The Agreement contemplated that the
services would be performed in three phases. The 1999 Agreement
covered services in Phase !; and
WHEREAS, because the 1999 Agreement had expired, the
parties entered into a second Agreement in October, 2002 (the ~2002
Agreement") for Phase 2 services; and
WHEREAS, the parties amended the 2002 Agreement to
include software enhancement services under Phase 2 and to add
Phase 3 services;
WHEREAS, the parties wish to update the project schedule
for Phase 2 and Phase 3 services and to extend the term to Apri!
30, 2005;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION i. Section 8 entitled ~Term; Amendments" is
hereby amended to read as follows:
~8.1 The term of this Agreement shall
commence on the date of execution of this
Agreement by CITY, and shall terminate on
Apri! 30, 2005. The parties may, by mutual
agreement, enter into subsequent agreements
for extended maintenance of the Product.
8.2 The parties may, by mutual
agreement, amend this Agreement to provide for
additional hardware, software, or services
related hereto."
040~07 d 004439~
SECTION 2. Exhibit "B" is hereby amended to include the
Implementation Schedule for Tasks 2 and 3, a copy of which is
attached hereto and incorporated herein by reference.
SECTION 3. Except as herein modified, all other
provisions of the Agreement, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Administrative
Services
Police Chief
insurance Review
Mayor
PUBLIC SAFETY SYSTEMS, INC.
\
Title: %e<~ ~9
Ta~ayer Identification No.
54-1302472
(Co~DIi~ce with Co~. Code ~ 313 is
re~ired if the entity on whose behalf
this contract is si~ed is a corporation.
In the alternative, a certified co.orate
resolution attesting to the signato~
authority of the individuals signing in
their respective capacities is acceptable)
Attachments:
EXHIBIT "B"-Implementation Schedule for Tasks 2 and 3
040607 cl 0044392
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
COUNTY OF
)
)
)
On S~an~d o~r00~, before me, the undersigned, ano ta.ry public in / f said County, personally appeared
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person(s) whose name(s) is/are
subscribed to the within instrument, and acknowledged to me that
he/she/they executed the same in his/her/their authorized
capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
Public
040607 cl 0044392
CERTIFICATE OF ACKNOWLEDGemENT
(Civil Code § 1189)
STATE OF
COUNTY OF
notary public
)
)
)
the undersigned,
in and ]for said Councy, personally appeared
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person(s) whose name(s) is/are
subscribed to the within instrument, and acknowledged to me that
he/she/they executed the same in his/her/their authorized
capacity(ies), and that by his/her/their signature(s) on the
instrument the person(s), or the entity upon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
NOTARY PUBLIC
ANNE AI~JNDEL COLIN]Y
040607 cl 0044392
Public Safety Systems, Inc.
Updated EXHIBIT B
Project Schedule
PRO~ECT PHASE/TASK DATE
Phase 2A NT Upgrade/Geo-Server
City to Ship Configured Servers to PSSI for Preparation
Server Staging, Preparation and Configuration (PSSI)
NT/Software Enhancements Loaded V2.4 (PSSI)
Installation and Services of NT System
Final Testing / Cutover
Completed
Completed
Completed
Completed
Completed
Phase 2A Tier 1 Geo-Server System
Meetings with City/PSSI (onsite) GIS requirements
Installation and Testing (PSSI onsite)
Completed
9/2004
Phase 2B Software Enhancements (PSSI Onsite)
Task 1 - Zetron 6/26 Station Alerting
Task
Case
Task
Task
Task
4 - ICIS Version 2.4 Installation /
Management Module Changes
2 - Geo-File Conversion Process
3 - SLETS TCP/IP Upgrade
5 - Warrants Module
Completed
Completed
Completed
Completed
9/2004
Phase 3A - Geo Server Upgrad4e from Tier 1 to Tier 2
~ Meetings with City/PSSI (onsite) GIS requirements
~ Installation and Services
~ Installation and Testing (PSSI onsite)
Completed
9/2004
9/2004
Phase 3B - Mobile Data Software
Pre-Testing of In-Field Mobile Data Application
PSSI Onsite Load In-Field Application
Testing Interface with Padcom and City of Palo Alto
Final Testing of Product
Parallel System Running
Cutover to New MDC System
Final Design Discussions w~SSI & Other In Form Users
Preliminary testing of In-Form Mobile Data Application
ICIS Inte~ation Testing
Cutover
Completed
Completed
Completed
Completed
Completed
Completed
9/2004
1/2005 (or earlier)
2/2005 (or earlier)
3/2005 (or earlier)
Any schedule changes for Project/Task Start/End dates are subject to change based on a Phased
Implementation Strategy. Based on the availability of PSSI technical personnel, some project tasks may be
completed earlier than the dates listed above. All schedule changes Will be made by w~itten ageement
between the City and PSSI.
ACORD.CERTIFICATE OF LIABILITY INSURANCE
Franey Muha Alliant/MD
9901 Business Pk~y - Suite
La~ham MD 20706
Phone:301-4sg-005S,~ .......................INSURERS AFFORDING COVERAGE
INSURER A: ~
INSURER B:
INSU~R C
OPID ~
FUBLI-I
Public Safetv Sv~te~s, ~nc.4401 Niccle DriOeLanham MD 20706-0000
COVERAGES
THIS CERTIFICATE iS ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
A,LTER THE COVERAGE AF,F~RDED BY THE POLIC|ES BELOW.
NAIC #
0~/,~olo4,,
TH~ POtICIE~ O~ INSUPJ~NCE LISI~D BELOW HAVE B~J~! I~-’SU~D TO ~ INSURED NA~D A~lOV~ FO~ TH~ POLICY P~RIOO INDICATED. NOTWIIHSTANDING
ANY R.mQ~II:~NT, T~RM OR COI#DITION O~ ~IY C~I~CT OR OT~R ~CUM~NT WITH I~SI~CT TO VVHICH THIS £F_RTIFICAT~ M~Y I~ ISSUED OR
MAY PERTAJN, E INS:LI:~::E AFI~Q,R£~D BY Tf-E POLICIES D~SCRt~D HEREIN I~ SUbJeCT TO ALL TH~ TERMS, EXCLUSIONS AN~ COND|TIONS OF EH
POLICIES. AG¢..RFGATE LIMITS SHOWN MAY HAVlE HEN REDUCED BY PAID CLAIMS,
,, , "r~g OF
GENERAL LU~J~LrTY
A X ~ CQMME.RC~L ~ LI~IL)TY
~I jc~ ~c~
~ A~GA~ LIMIT ~PLIES
A~MO~ L~IL~
A
~~t O~D
SCHEMED
HIRED
~O~D
~Y
~~DU~IBLE
A ~Y P~~C~VE
SPECI~ PROVfS~
POLICY NUMBER
BI043992746
BI043992732
2066266187
o2/oz!o4 o2/oz/os
02/01/04 02/01/05
02/01/04
02/01/04 02/01/05WC14489421~
~S~RIPTION OF O#’E~T~ONS I LOCAT]n’N*"/"VEHICLES I ~XCLUSION~ ADDED BY ENDQRS~I SPECIAL PROVISIONS
:ertificate Holder i~ named a~ additional in~ured.
E L. DISF_.AS1E - POLICY L~MFr $ $00000
F~RTIFICATE HOLDER
PALOALT
Palo Al~o Police Departmen~
275 Forre~ Avenue
Palo Alto ~A 94301
:ORO 25 (2001/OB)
CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIED POLICIES BE CANI:;ELLEE) BEFORE 7H~ ~XPIRATION
DATE THEREQF, TH~ ISSUING INSURER tN1LL F=:NDEAVOR TO MAIL 30 DAYS WRITTr::N
NOTH:E TO THE CER’rlFICATEE HOLDER NAMED TO THE LEFT, BUT FA.(LUR~ TO
~OS~ NO ~LIGA~QN OR t~ ~ A~ ~ ~ON ~ INS~E~ ~ AGE~ OR
-~fR~s~ ............................
"~@ ACORD ~ORPORA~ON 1