HomeMy WebLinkAbout2002-10-21 City CouncilTO:
City of Palo Alto
City Nla ager’s Report
HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: POLICE
DATE:
SUBJECT:
OCTOBER 21, 2002 CMR: 379:02
APPROVAL OF A BUDGET AMENDMENT
ORDINANCE IN THE AMOUNT OF $276,435,
TRANSFERRING $276,435 FROM THE CITIZENS
FOR PUBLIC SAFETY (COPS) FUND INTO CIP 19913
POLICE RECORDS MANAGEMENT SYSTEMS
PROJECT AND A CONTRACT BETWEEN THE CITY
OF PALO ALTO AND PUBLIC SAFETY SYSTEMS,
INC. IN AN AMOUNT NOT TO EXCEED $249,800 FOR
SOFTWARE ENHANCEMENTS AND HARDWARE
UPGRADE OF PUBLIC SAFETY COMPUTER
SYSTEMS
RECOMMENDATION
Staff recommends that Council: 1) authorize a Budget Amendment Ordinance
(BAO) reallocating $276,435 in Citizens for Public Safety (COPS) monies into
Capital Improvement Project (CIP) 19913 - Police Records Management; and 2)
authorize the City Manager to execute a contract with Public Safety Systems, Inc.
(PSSI) in an amount not to exceed $249,800 for software enhancements and
hardware upgrade of the Police Departments Computer Aided Dispatch (CAD)
and Records Management systems.
BACKGROUND
In April 1999, the Police Department executed a contract with PSSI to purchase
and implement an automated law enforcement Records Management System
(RMS). As part of the FY 2000-01 budget process, Council approved $250,000
for CIP 19913 - Police Records Management and a contract agreement was issued
to PSSI for Phase 1 of a multi-year phased RMS project. That contract was for the
purchase and installation of the basic software application at a cost of $63,200.
Phase 2 (implementation of essential features to the system), and Phase 3
CMR: 379:02 Page 1 of 5
(implementation of desired features integral to. the integration of internal and
external law enforcement systems and databases) were anticipated but not
included in the original agreement, because the complete scope of work for the
final two phases had not yet been fully developed. The City did retain the right in
the original contract to proceed with Phases 2 and 3 upon mutual agreement with
PSSI on the scope of work, functionality requirements, design specifications and
corresponding costs. In November 1999, the Police Department successfully
began implementation of the law enforcement RMS base application as part of
Phase 1 of CIP 19913.
In Fiscal Years 1999-00, 2000-01, and 2001-02, the Police Department received
allocations totaling $ 276,435 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
data integration!interoperability efforts.
DISCUSSION
Staff will work with PSSI to upgrade the hardware from the HP3000 equipment
(hardware that is no longer available or being supported by Hewlett Packard) to a
more industry-standard NT/Win2000 environment, an operating system consistent
with other City operating systems. Transition to this new operating system is vital
to ensure the public safety computer systems remain reliable and perform at
optimum levels at all times. Although the software application is supported by
PSSI under a proprietary software licensing agreement, the City’s Information
Technology (IT) staff has responsibility for the hardware maintenance and
archiving and storage requirements. By moving to this new environment, and by
purchasing hardware that can be fully supported, the administrative
responsibilities for the systems will be greatly streamlined. This type of operating
system was originally defined in the specifications for the relatively new CAD
system; however, the vendor has only recently achieved the reliability and speed
requirements necessary in a public safety environment for an agency of the City’s
size.
Staff has worked closely with PSSI 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/or 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
CMR: 379:02 Page 2 of 5
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 programmir~g. With
this approach, the valuable life of these critical public safety systems can be
significantly extended. The Police Department anticipates retaining both the CAD
and RMS systems well beyond the otherwise traditional replacement life of
computer technology, approximately three to five years.
Since implementation of the RMS system, staff has spent a considerable amount
of time validating the data in the system (as data from an old records management
system was converted to this new system), bringing other modules for the base
application online, changing business practices and developing internal policies
for assist its employees in more effectively using the system and leveraging all
aspects of the technology. The benefits from a phased approach to bringing these
modules onlinehave been significant. Of particular note was the implementation
of the False Alarm module for RMS, a module brought online to support the new
ordinance adopted by Council ~for charging responsible parties for multiple false
alarm calls necessitating a police response. By taldng advantage of this new
module, the Department was able to fully automate the processes associated with
tracking these alarms. Other noteworthy additions include the automation of the
demographic data collection efforts, an internal tracking system for known
criminal offenders (sexual assault and drug registrants) and enhancements to the
crime data reporting and crime trending tools for analyzing police activity. The
Department can now publish data on the website, display trends on maps and
perform a multitude of other tasks that improve the overall efficiency of the
organization and help to ensure the safety of the public and public safety
personnel.
Scope of Work
The hardware/operating systems upgrade and enhancements to the software are
being implemented in a phased approach to minimize the impact on users and to
ensure the systems reliability is maintained. The individual tasks and
responsibilities for each of the Phase 2 objectives of the CAD and RMS projects
have been detailed in Exhibit A of the contract. These changes include an
operating system upgrade (as defined earlier in this report); the acquisition of new
modules that were not available when the base system was purchased;
modifications to existing modules to effectively streamline internal operations and
improve the overall efficiency of the system; and the development of robust
interfaces between Police RMS system and the public safety CAD system and the
Fire Department’s SunPro records management system, a non-PSSI product that
was selected to more closely meet the specialized needs of Fire Department
CMR: 379:02 Page 3 of 5
operations. The Sole Source justification for this work has been provided in
Attachment A. The total cost for Phases 2A and 2B is $249,800.
By completing the final phase of work as defined in this new agreement and by
procuring both the operating system upgrade and new software interfaces and
application enhancements, the Police Department will have effectively streamlined
and optimized all of its punic safety computer systems. By leveraging these
systems, punic 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 project will be funded as follows:
Source of Funds
CIP 19913 - Police Records
Management
COPS Program
FY 99-00
FY 00-01
COPS REALLOCATION TO CIP
19913
Revised CIP 19913
TOTAL PROJECT BUDGET
Original
Funds
$250,000
$140,374
$138,827
Spent
To
Date
$228,7
17
$2,766
-0-
Funds
Release
d
Available
Contract
Funds
$21,283
$137,608
$138,827
$276,435
$297,718
$297,718
In addition to the $249,800, the remaining $47,918 allocated for this project will
be spent on hardware, software and services from other vendors unrelated to the
PSSI contract.
The attached BAO requests an appropriation of expenses, in the amount of
$276,435, to CIP Project 19913, Police Records Management. Funds for this
appropriation will be derived from the Law Enforcement Services Fund. This
BAO will have no impact on the Budget Stabilization Reserve and no future year
General Fund ongoing costs are anticipated.
POLICY IMPLICATIONS
This agreement is consistent with existing City policy.
CMR: 379:02 Page 4 of 5
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
Original RMS Contract #C9113077 -April 15, 1999
PREPARED BY:
DEPARTMENT HEAD:
SHERYL A.
Coordinator,
CONTOIS
Services
PATRICK
Chief of Police
CITY MANAGER
~SON
Assistant City Manager
CMR: 379:02 Page 5 of 5
Attachment A
SOLE SOURCE JUSTIFICATION
The Palo Alto Police Department currently utilizes Public Safety Systems, Inc. (PSSI) for
its critical ~ublic 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.
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. These enhancements and additional modules were not available at the time of
the original contract. As this software is covered under proprietary license, no other
vendors can make medications or additions to the software. All links with third-party
software applications are accomplished via 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 2002-03 TO
PROVIDE AN ADDITIONAL APPROPRIATION IN THE AMOUNT OF
$276,435 TO CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT
19913, POLICE RECORDS MANAGEMENT SYSTEMS,TO REALLOCATE
$276,435 OF FUNDS FROM CITIZENS FOR PUBLIC SAFETY (COPS)
WHEREAS, pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June 17,
2002 did adopt a budget for fiscal year 2002-03; and
WHEREAS, in fiscal years 1999-00, 2000-01, and 2001-02, the
Police Department received allocations totaling $276,435 from the
State of California COPS p~ogram 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
WHEREAS, the monies will be used for software enhancements and
hardware upgrade of the Police Departments Computer Aided Dispatch
(CAD) and Records Management Systems; and
WHEREAS, the budget needs to be amended to transfer $276,435
from the Law Enforcement Services Fund to CIP 19913, Police Records
Management; and
WHEREAS, this transfer of previously appropriated funds is a
one-time event and no future .year General Fund ongoing cgsts are
anticipated; and
WHEREAS, City Council authorization is needed to amend the
2002-03 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
SECTION i. Revenue in Capital Improvement Project Number 19913
is increased by Two Hundred Seventy-Six Thousand Four Hundred
Thirty-Five Dollars ($276,435) for a transfer from the Law
Enforcement Services Fund.
SECTION 2. The sum of Two Hundred Seventy-Six Thousand Four
Hundred Thirty-Five Dollars ($276,435) is hereby appropriated to
Capital Improvement Project Number 19913.
SECTION 3. The transactions above will have no impact on the
General Fund Budget Stabilization Reserve.
SECTION 4. As specified in Section 2.28.080(a) of the Palo Alto
Municipal Code, a two-thirds 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 Environmental
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 ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:APPROVED:
City Clerk Mayor
APPROVED AS TO FORM:
City Manager
Senior Asst. City Attorney
Director of
Services
Administrative
Director of Police
AGREEMENT BETWEEN THE CITY OF PALO ALTO
AND PUBLIC SAFETY SYSTEMS, INC.
FOR PURCHASE OF LICENSED SOFTWARE
AND SUPPORT SERVICES
THIS AGREEMENT is made and entered into on the day of
2002, by and between the CITY OF PALO ALTO, a chartered
municipal corporation of the State of California ("CITY"), and
PUBLIC SAFETY SYSTEMS, INC. a duly organized Virginia corporation,
with offices at 4401 Nicole Drive, Lanham, Maryland 20706, Tax ID
Number 54-1302472 ("PSSI").
RECITALS:
A. On April 15, 1999 CITY and 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 complet~ed in t~}ee 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 1
and the City’s acceptance thereof and a mutual agreement to
complete Phases 2 and 3.
B. PSSI has completed Phase 1 and the City has now
accepted the work performed under the 1999 Agreement.
C. CITY wishes to have PSSI perform, and PSSI wishes to
perform, the further services described as Phase 2. Copies of the
scopes of services for Phase 2 are attached hereto as Exhibits
"A2A" and Exhibit "A2B".
NOW, THEREFORE, in consideration of their mutual
covenants, the parties hereto agree as follows:
SECTION I. THE PRODUCT
CITY shall purchase from PSSI hardware, licensed
software, integration, upgrade, modification and support services
as described on Exhibits ~A2A" and ~A2B", attached hereto and
incorporated herein by reference (the "PRODUCT"). To the extent of
any conflict between this Agreement and any exhibit, the provisions
of this Agreement shall apply.
SECTION 2.DELIVERY
CITY shall pay for all delivery charges. Delivery will
be made by standard ground transportation charges unless CITY
agrees in writing to a different method of transportation. PSSI
will handle all shipping, handling and installation of the Product,
and shall coordinate with CITY as to the schedule of delivery so as
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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" and "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 Exhibits "A2A" and
"A2B", up to the maximum amount set forth in this Section. The
fees of any consultan%s, who have direct contractual relationships
with PSSI, will be approved, in advance, by CITY. CITY reserves
the right to refuse payment of such fees, if such prior approval is
not obtained by 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 remitting any applicable
sales and use taxes to the appropriate local and tax authorities.
SECTION 4.SOFTWARE LICENSE
4.1 PSSI grants to CITY a non-exclusive, non-
transferrable license for the software during the term of this
Agreement plus the terms of any agreements for extended maintenance
of the software. CITY shall not sell or transfer any of the
software or copies thereof to others. CITY agrees to secure and
protect the software and copies thereof from transfer to third
parties, and agrees to take appropriate action through instruction
with its employees who are permitted access to each software system
or copies thereof, to satisfy its obligations under this Agreement.
The license under this Agreement allows CITY to:
a.Use the licensed software on the equipment
specifically to designated parties;
bo Copy or translate the licensed software in machine
readable or printed form to provide sufficient
copies to support CITY’s use of the licensed
software, provided PSSI’s proprietary legend is
included;
C ¯Transfer the licensed software to a back-up CPU to
be used when a designated CPU is temporarily
inoperable;
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do Modify any customized licensed software program to
form an updated work for CITY’s use, provided that:
CITY supplies PSSI with written notification
of the modification; and
ii.The modification is made according to PSSI’s
conventions or requirements.
4.2 CITY will not use or operate the licensed software
improperly, carelessly, or in a manner contrary to that authorized
by this license.
SECTION 5.INSTALLATION AND ACCEPTANCE
5.1 Implementation Schedule. General timelines, for
implementation are described in Exhibit ~’B". A detailed schedule
of tasks and deliverable items, which outlines the time and manner
in which the transactions contemplated by this Agreement are to be
performed, shall be discdssed with CITY in separate meetings and
committed to a written document ("Implementation Schedule"), which
shall be incorporated as part of this Agreement. PSSI agrees to
adhere to the requirements of the agreed upon Implementation
Schedule in all respects. If PSSI fails to adhere to the
Implementation Schedule, provided such failure is not caused by
CITY, CITY shall have the options set forth as follows, subject to
the notice and other requirements thereof:
The delivery of the software and installation,
modification and upgrade services shall be performed and completed
in accordance with the agreed upon Implementation Schedule and the
provisions of this Agreement. If a scheduled installation date or
milestone as set forth in such schedule, or, in any subsequent
Implementation Schedule, developed by the parties or otherwise
agreed to by the parties, shall be incapable of being met, PSSI
shall give at least seven (7) days notice prior thereto, unless
PSSI shall not know that a delay will occur, then immediately upon
obtaining such knowledge, to CITY of the existence of such delay,
and the proposed actual performance date. Upon receipt of such
notice and provided the delay is not caused by CITY, CITY may
counter-notify PSSI that unless such delay is cured and scheduled
installation made within twenty-one (21) days after such counter
notice, CITY may exercise the options afforded it as described in
Subsection 5.3 below.
5.2 Acceptance Test. The parties agree that acceptance
of the software and any modifications or upgrades made pursuant to
Exhibits "A2B" and "A2B" shall be a demonstration, to the CITY’s
satisfaction, that the Products perform, individually and as a
whole, in accordance with their published specifications,
including, but not limited to, specifications as referenced in
Exhibits "A2A" and "A2B", and are able to perform substantially the
function for which they are intended. (The "Acceptance Criteria")
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Said demonstration shall be completed within ten (i0) business days
of completion of each task.
5.3 Acceptance or Rejection. Acceptance shall not occur
unti! 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 all of the deliverables
associated with this purchase and license. CITY shall notify PSSI
in writing immediately upon completion of the final software
acceptance test. The payment associated with 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 softwareor other delive~ables
meeting City requirements within the time lines set forth in this
Agreement, or, if the software or modifications or upgrades do not
function in a manner that is acceptable to CITY in the normal daily
operating environment within the acceptance test period, CITY shall
have the option, upon non.ice to PSSI, to:
a. Cancel this Agreement, whereupon, PSSI shall return
to CITY all sums heretofore paid by CITY and CITY shall have no
further obligations 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 any payments
for such remaining portions until they have passed the acceptance
tests; or
e. Pursue such remedies as may be available to CITY at
law or in equity.
Acceptance of the Product by the CITY will not release
PSSI from the requirements of correcting software defects in
accordance with the terms of the warranties and maintenance
requirements set forth herein.
SECTION 6. WARRANTY
6.1 PSSI warrants that it has the right to grant the
software license described in this Agreement and that the software
is delivered and installed free of any claim of patent, trademark
or copyright infringement. PSSI shall defend, at its expense, any
action brought against CITY to the extent based on a claim that the
use of the Product, within the scope of this Agreement, infringes
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any United States patent, trade secret or copyright or any
intellectual property right granted by the State of California, and
PSSI shall indemnify CITY from any costs, damages and fees finally
awarded against CITY in such action which are attributable to such
claim; provided that CITY notifies PSSI promptly in writing of the
claim, permits PSSI to defend or settle the claim and provides all
available information, reasonable assistance and authority to
enable PSSI to do so, provided PSSI reimburses CITY for such
activity. CITY shall have no authority to settle any claim on
behalf of PSSI. PSSI shall have no liability for any claim of
patent, trade secret or copyright infringement based on the (i) use
of other than the then-latest version of the Product from PSSI, if
such infringement could have been avoided by the use of the latest
version made available to CITY, but CITY, with knowledge of actual
or possible infringement, chose to retain the prior version; or
(ii) use or combination of the equipment with software, hardware,
or other materials not provided by PSSI, unless such use has been
agreed to by PSSI and then only to the extent that such liability
is based on the Products supplied by PSSI and not for any such
liability as may relate t~ such other products.
PSSI warrants that during the warranty period, for a
period of one year from CITY’s acceptance, the Product will operate
according to the Acceptance Criteria. If it is determined that the
Product does not operate according to such specifications, PSSI
shall, without further charge or cost to CITY, provide such
additional or substitute Product or modification of whatever kind
as is necessary to the Product in order to meet the Acceptance
Criteria, or CITY may exercise whatever options are set forth in
Section 5 (within the acceptance period), at CITY’s sole option.
6.2 PSSI warrants that the Product shall meet or exceed
the Acceptance Criteria during the warranty period, and agrees to
replace or repair all defects at no charge during said period,
provided it shall have received reasonable notice of such defects,
and provided the damage shall not have been caused by willfu! act
or negligence of CITY’s agents or employees.
6.3 PSSI represents and warrants accuracy in the
processing of date and date related data (including, but not
limited to, calculating, comparing, and sequencing) by all
hardware, software, and firmware products or other time sensitive
or reliant products delivered under this contract or agreement,
individually and in combination, upon installation or use. Fault-
free includes the manipulation of this data with dates prior to,
through, and beyond January i, 2000, including leap year
calculations), and shall be transparent to the user.
6.4 PSSI warrants that its personnel assigned to
function during the term of this Agreement shall be qualified to
perform PSSI’s support obligations under this Agreement. All
personnel (and any substitutes therefor) assigned to the
performance of this Agreement shall be subject to approval of the
CITY. Personnel whose conduct is incompetent, inefficient, or
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otherwise unsatisfactory to the CITY shall be replaced forthwith
upon request.
6.5 In the event that CITY makes any changes or
modifications to the licensed software, CITY agrees that such
changes and modifications shall be the property of PSSI, unless
PSSI shall have given its prior written consent to the contrary.
Furthermore, any changes or modifications made by CITY to the
licensed software, except in accordance with Section 4.l.b, will
mean that the foregoing limited warranty of PSSI with respect to
such licensed software shall no longer apply, and PSSI shall have
the right to charge CITY for additional support services the rate
set forth in Exhibit ~B"; however, PSSI shall have no obligation to
provide such services.
6.6 EXCEPT AS SET FORTH ABOVE, NO OTHER WARRANTIES,
WHETHER EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE
IMPLIED WARRANTIES OF MERCHAIqTABILITY /~ND FITNESS FOR A PARTICULAR
PURPOSE, ARE MADE .BY PSSI ~ PSSI MAKES NO WARRANTIES WITH RESPECT
TO HARDWARE EQUIPMENT OR WITH THE LICENSED SOFTWARE OR FOR THE
INSTALLATION THEREOF.I~NO EVENT WILL PSSI BE LIABLE TO CITY OR
ANY OTHER PARTY FOR ANY LOSS, INCLUDING TIME,MONEY,GOODWILL AND
CONSEQUENTIAL DAMAGES, WHICH MAY ARISE FROM THE USE,OPERATION OR
MODIFICATION OF THE HARDWARE OR SOFTWARE.
6.7 The foregoing limitations of paragraph 6.6 shall not
limit PSSI’s liability for damages for personal injury, including
death, or tangible property damage, as set forth in Section i0.
Further, nothing contained in this Agreement shall limit any cause
of action arising between the parties which is based upon wrongful
acts that are independent of this Agreement.
SECTION 7.SOURCE CODE
The Product shall include the software source code,
object code, and any associated files, tables, or programs required
to recompile, if necessary.
SECTION 8.TERM; AMENDMENTS
8.1 The term of this Agreement shall commence on the
date of execution of this Agreement by CITY, and shall terminate on
June 30, 2003. The parties may, by mutual agreement, enter into
subsequent agreements for extended maintenance of the Product.
8.2 The parties may, by mutual agreement, amend this
Agreement to provide for additional hardware, software, or services
related hereto.
SECTION 9.TERMINATION
9.1 This Agreement may be terminated by either party
upon thirty (30) days prior written notice if the other party has
materially breached the provisions of this Agreement and has not
cured such breach within such notice period.
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9.2 This Agreement may also be terminated by CITY prior
to acceptance of the Product, in accordance with the provisions of
Section 5.
9.3 Upon termination, either party may pursue such
remedies at law or in equity as may be available to it.
SECTION i0. INDEMNITY
PSSI agrees to protect, indemnify, defend and hold
harmless CITY, its Council members, officers, employees and agents
from any and all demands, claims, or liability for injury or death
of any person, or property damage caused by or arising out of
PSSI’s, its officers’, agents’, subcontractors’ or employees’
negligent acts or omissions, or willful misconduct in the
performance of its obligations under this Agreement.
SECTION ii.INSURANCE
ii.i PSSI]"~ at its sole cost and expense, shall
obtain and maintain, in full force and effect during the term of
this Agreement, the insurance coverage described in Exhibit "C",
insuring not only PSSI, but also, with the exception of workers’
compensation, and employer’s liability insurance, naming CITY as an
additional insured concerning PSSI’s performance under this
Agreement.
11.2 All insurance coverage required hereunder will
be provided through carriers with Best’s Key Ratinq Guide ratings
of A:VII or higher which are admitted to transact insurance
business in the State of California. Any and all contractors of
PSSI retained to perform Services under this Agreement will obtain
and maintain, in full force and effect during the term of this
Agreement, identical insurance coverage, naming CITY as an
additional insured under such policies as required above.
11.3 Certificates of~such insurance shall be.f!led
with CITY concurrently with the execution of this Agreement. The
certificates will be subject to the approval of CITY’s risk manager
and will contain an endorsement stating that the insurance is
primary coverage and will not be canceled or altered by the insurer
except after filing with CITY’s City Clerk thirty (30) days’ prior
written notice of such cancellation or alteration, and that the
City of Palo Alto is named as an additional insured except in
policies of workers’ compensation and employer’s liability
insurance. Current certificates of such insurance will be kept on
file at all times during the term of this Agreement with the City
Clerk.
11.4 The procuring of such required policy or
policies of insurance will not be construed to limit PSSI’s
liability hereunder nor to fulfill the indemnification provisions
of this Agreement. Notwithstanding the policy or policies of
insurance, PSSI will be obligated for the full and total amount of
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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 loss arising after the Agreement is
terminated or the term has expired.
11.5 PSSI, by executing this Agreement, certifies
that it is aware of the provisions of the Labor Code of the State
of California which require every employer to be insured against
liability for workers’ compensation or to undertake self-insurance
in accordance with the provisions of that Code, and certifies that
it will comply with such provisions, as applicable, before
commencing the performance of its obligations under the Agreement.
SECTION 12. WORKERS’ COMPENSATION
PSSI, by executing this Agreement, certifies that it is
aware of the-provisions of the Labor Code of the Staie of Califor-
nia which require every employer to be insured against liability
for workers’ compensation or to undertake self-insurance in
accordance with the provisions of that Code, and certifies that it
will comply with such pr6Qisions, as applicable, before commencing
the performance of its obligations under the Agreement.
SECTION 13. ASSIGNMENT
PSSI shall not assign or subcontract the services to be
provided by it under this Agreement, and no assignment of this
Agreement or subcontracting of the services to be provided under
this Agreement or any right or interest therein by PSSI shall be
effective, without the prior written consent by CITY of such
assignment or subcontract, which consent will not be unreasonably
withheld. The performance of the Agreement by PSSI is of the
essence of the Agreement. In the event of any assignment or
subcontract, PSSI shall remain primarily liable for all of its
obligations under this Agreement. Notwithstanding the foregoing,
it is the intent and understanding of the parties that the
hardware providedby PSSI under this Agreement will be manufactured
by other entities, for which PSSI will function as reseller.
SECTION 14. WAIVER
No waiver of any breach of any term or condition of this
Agreement shall be construed to waive any subsequent breach of the
same or any other term or condition of this Agreement.
SECTION 15. CONFLICT OF INTEREST
15.1 In accepting this Agreement, PSSI covenants
that it presently has no interest, and will not acquire any
interest, direct or indirect, financial or otherwise, which would
conflict in any manner or degree with the performance of the
Services.
15.2 PSSI further covenants that, in the performance
of this Agreement,it will not employ any contractor or person
021016 sdl 0044176
having such an interest. PSSI certifies that no person who has or
will have any financial interest under this Agreement is an officer
or employee of CITY; this provision will be interpreted in
accordance with the applicable provisions of the Palo Alto
Municipal Code and the Government Code of the State of California.
SECTION 16. NONDISCRIMINATION
16.1 As set forth in the Palo Alto Municipal Code,
no discrimination will be made in the employment of any person
under this Agreement because of the age, race, color, national
origin, ancestry, religion, disability, sexual preference or gender
of that person. If the value of this Agreement is, or may be, five
thousand dollars ($5,000) or more, PSSI agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to
nondiscrimination in employment, including completing the requisite
form furnished by CITY and set forth in Exhibit "D".
16.2 PSSI agrees that each agreement for services
with an independent prov!.der will contain a provision substantially
as follows:
"[Name of Provider] will provide PSSI with a
certificate stating that [Name of Provider] is
currently in compliance with all Federal and
State of California laws covering
nondiscrimination in employment; and that
[Name of Provider] will not discriminate in
the employment of any person under this
agreement because of the age, race, color,
national origin, ancestry, religion,
disability, sexua! preference or gender of
such person."
16.3 If PSSI is found in violation of the
nondiscrimination provisions of the State of California Fair
Employment Practices Act or similar provisions of Federal law or
executive order in the performance of this Agreement, it will be in
defaul[ of this Agreement. Thereupon, CITY will have the power to
cancel or suspend this Agreement, in whole or in part, or to deduct
the sum of twenty-five dollars ($25) for each person for each
calendar day during which such person was subjected to acts of
discrimination, as damages for breach of agreement, or both. Only
a finding of the State of California Fair Employment Practices
Commission or the equivalent federal agency or officer will
constitute evidence of a breach of this Agreement.
9
021016 sdl 0044176
SECTION 17. FORCE MAJEURE
The parties will exercise every reasonable effort to meet
their respective obligations hereunder, but either party shall be
excused from the performance of any of its covenants or agreements
hereunder and such party’s nonperformance shall not be a default or
grounds for termination of this Agreement for any period to the
extent that such party is prevented, hindered or delayed for any
period not in excess of thirty (30) days from performing any of its
covenants or agreements, in whole or in part, as a result of an act
of God, war, civil disturbance, court order, labor dispute or other
cause beyond that party’s reasonable control, including without
limitation, any denial of access to the CITY’s facilities. The
parties hereby agree to use their reasonable efforts to remedy the
effect caused by the occurrence of the event giving rise to a
party’s nonperformance of its covenants or agreements under this
section. The parties~ agree to provide prompt notice to the other
party to the extent that either party is relying on the provisions
of this Section for its failure to perform any of its covenants or
agreements hereunder.
SECTION 18.CONFIDENTIALITY
18.1.The parties acknowledge that in the course of
performing the responsibilities under this Agreement, they each may
be exposed to or acquire information that is proprietary to or
confidential to the other party or its affiliated companies or
their clients. Any and all information of one party in any form
obtained by the other party or its employees, agents or
representatives in the performance of this Agreement shall be
deemed to be confidential and proprietary information of such
party. The parties agree to hold such information in strict
confidence and not to copy, reproduce, sell, assign, license,
market, transfer, give or otherwise disclose such information to
third parties or to use such information for any purposes
whatsoever, without the express written permission of the other
party, other than for the provision of services under this
Agreement. The parties agree to advise each of their employees,
agents, and representatives of thei~ obligations to keep such
information confidential. All such confidential and proprietary
information described herein and any deliverable provided
hereunder, in whatever form, are hereinafter collectively referred
to as "Confidential Information." The parties shall use their
reasonable efforts to assist each other in identifying and
preventing any unauthorized use or disclosure of any Confidential
Information. Without limitation of the foregoing, the parties
shall use reasonable efforts to advise each other immediately in
the event that either learns or has reason to believe that any
person who has had access to Confidential Information has violated
or intends to violate the terms of this Agreement, and will
reasonably cooperate in seeking relief against any such person.
18.2 Notwithstanding the obligations set forth in
Section 18.i, the confidentiality obligations of the parties shall
021016 sdl 0044176
10
18.2 Notwithstanding the obligations set forth in
Section 18.1, the confidentiality obligations of the parties shall
not extend to information that: is, as of the time of its
disclosure, or thereafter becomes part of the public 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 disclosed pursuant to court
order or government whereupon the receiving party shall provide
notice to the other party prior to such disclosure.
SECTION 19. NOTICES
All notices hereunder wil2 be given in writing and
mailed, postage prepaid, by certified mail, addressed as follows:
To CITY:Office of the City Clerk
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
with copies
to:Coordinator, Communications Services
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To PSSI:4401 Nicole Drive
Lanham, MD 20706
ATTN: Ed Kossa, Director of Operations
SECTION 20.MISCELLANEOUS PROVISIONS
20.1 PSSI represents and warrants that it has
knowledge of the requirements of the Americans with Disabilities
Act of 1990, and the Government Code and the Health and Safety Code
of the State of California, relating to access to public buildings
and accommodations for disabled persons, and relating to facilities
for disabled persons. PSSI will comply with or ensure by its
advice that compliance with such provisions will be effected in the
performance of this Agreement.
20.2 This Agreement will be governed by the laws of
the State of California, excluding its conflicts of law.
20.3 In the event that an action is brought, the
parties agree that trial of such action will be vested exclusively
in the state courts of California or in the United States District
Court for the Northern District of California in the County of
Santa Clara, State of California.
021017 sdl 0044176
11
20.5 If a court of competent jurisdiction finds or
rules that any provision of this Agreement or any amendment thereto
is void or unenforceable, the unaffected provisions of this
Agreement and any amendments thereto will remain in full force and
effect.
20.6 All exhibits referred to in this Agreement and
any addenda, appendices, attachments, and schedules which, from
time to time, may be referred to in any duly executed amendment
hereto are by such reference incorporated in this Agreement and
will be deemed to be a part of this Agreement.
20.7 This Agreement may be executed in any number of
counterparts, each of which will be an original, but all of which
together will constitute one and the same 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 req~ired to sign an order form or other
preprinted document from PSSI, the parties understand and agree
that to the extent of any conflict between such other form or
document and this document, this document shall prevail. This
document may be amended only by a written instrument, which is
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 Municipal
Code. This Contract will terminate without any penalty (a) at the
end of any fiscal year in the event that funds are not appropriated
for the following fiscal year, or (b) at any time within a fiscal
year in the event that funds are only appropriated for a portion of
the fiscal year and funds for this Contract are no longer
available. This Section 20.9 shall take precedence in the event of
a conflict with any other covenant, term, condition, or provision
of this Contract.
//
//
021016 sdl 0044176
12
10/17/02 THU 16:29 FAX 301 459 1987 PSSI
IN WITNESS WHEREOF, the parties hereto have by their duly
authorized representatives executed this Agreement on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk Mayor
APPROVED AS TO FOR~:
Senior Asst. City Attorney
APPROVED:
Assistanh City Manager
Director of
Administrative Services Its : P~$20~n~
Chief of Police
Insurance Review
Attachments:
EXHIBIT "A2A" and "A2B": Scope of Work
Specifications
Product
EXHIBIT "B" :
EXHIBIT "C" :
EXHIBIT "D" :
Implementation Schedule
Insurance Requirements
Nondiscrimination Compliance Form
021016 sdl 0044176
13
Phase 2A
SCOPE OF WORK
UPGRADE TO NEW NT/WIN2000 OPERATING SYSTEM
AND
TIER 1 GEO-SERVER SYSTEM
Exhibit A
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 presem 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 o.perating system upgrade, all custom interfaces, enhanced or
modified software will be tested testing and training. All work conducted on site in the City of Pa!o Alto
will be tested to ensure functionality while PSSI technical staff are available.
~in2000/NT operating System and Tier i G~o-Ser~er Upgrade - :~:i ~i: :~. Fixed Pridng
TASK 1 - Hardware (to be provided by PSSI): Server S}aging, Configuration and
Testing; Interface Server w/8 serial port expansion board, ’Upgraded Redundancy Fail $21,800
Over Switch
Response NT Software: RESPONSE NT/2000 License Upgrade; SLETS PIC, CAD
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; Sun_Pro 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 ~o 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.
$65,000
$33,600
$44,900
Phase 2A Scope of Work/Tasks
Page 1 of 1
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 Palo 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.
Phase2AEnhan~em~tS 2TfiskDesiripti;n .-,ii .:, ;-, :~: - :~- ’ ’:’, F,i~;d Pricing
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.$29,000
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 mn on a reoccurring basis.
This modification will allow for bulk update to the RESPONSE CAD Geo-file from $6,000
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
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 $22,000
Santa Clara County Sheriffs 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 $7,500
pre-agreed upon fields, flag settings, automatic update capability, and protected field.
Phase 2B 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 redffndant data
entry by police staff.
$20,000
tal Pha e 2B ’
Phase 2B Scope of Work/Tasks
Page 2 of 2
EXHIBIT B
Public Safety Systems, Inc.
Phases 2A and 2B
Project Schedule
PROJECT PHASE/TASK DATE
Phase
Phase
Phase
2A NT Upgrade/Geo-Server
City to Ship Configured Servers to PSSI for Preparation
Server Staging, Preparation and Configuration (PSSI)
NT/SotIware Enhancements Loaded V2.4 (PSSI)
Installation and Services of NT System
Final T~esting / Cutover
2A Tier 1 Geo-Server System
Meetings with City/PSSI (onsite) GIS requirements
Installation and Testing (PSSI onsite)
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 Sta’ategy. Based on the availability of PSSI technical persolmel, 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.
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 Safet~f ~ y,,t~.m~ Incorporated
Signature:
Name: Louis E Henneke (PRINT OR TYPE NAME)
Signature:
Name: Judy Henneke
(PRINT OR TYPE NAME)
Note: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 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)
PAGE t OF 1
PSSI Contract
ATTACHHENT D
¯ AGREEMENT BETWEEN THE CITY OF PALO ALTO
AND PUBLIC SAFETY SYSTEM, INC.
FOR PURCHASE OF LICENSED SOFTWARE AND SUPPORT SERVICES
THIS AGREEMENT is made and entered into on the//.~__~_ day of ~
1999, by and between the CITY OF PALO ALTO, a chartered municipal corporgtion of the State
of California ("CITY"), and PUBLIC SAFETY SYSTEMS, INC. a duly organized Virginia
corporation, with offices at 4401 Nicole Drive, Lanham, Maryland 20706, Tax ID Number 54-
1302472 ("PSSI").
RECITALS:
A. CITY desires to purchase and implement an automated law enfor’cement
records management program that utilizes the latest technology to replace the existing records
management sof~vare, services to .cgnvert existing data files, and create automated interfaces to
external state and county law enforcement databases; that is capable of being fi.llIy integrated with
the computer aided dispatch system currently being implemented and mobile data computers.
B. PSSI has agreed to providesuch program in response to.CITY ~, sole source
request, as per Exhibit "C" attached.
NOW, THEREFORE, in consideration of their inumal covenants, the .partied here~.o
agree as follows:
SECTION l. THE PRO--DUCT.
CITY shall purchase from PSSI license~i software, integration and support services
.(The "PRODUCT"). The Product is described.in tk~ "Scope of!~, ork attached he:,.’etba~’Ex:tSbit
’:A" and incorporated herein by reference. TO the..ex, t~nt of any conflict between this Agree.rfient: and.
any exhibit, the provisions of this Agreement sliall apply.
It is hereby mutually agreed upon ~at~hases 2 and 3 made referenc.e ~o in ~he
of Work (Exhibit "A") and the Timeline (Exhibit "D") is not and will not be.. a.c¢6"mpl.ishg’d as p~irt
of this contract. City retains the right to ~idd Phaseg 2 imd 3 to the
®
®
®
’
PSSrs compliance with Phasc 1 and;the City’s acceptance tt~.~reof, ,
a mutual agreement to complete Phases 2 and 3,
no damages resulting’should, the City decide not to proceed xtrith i~ha~es 2 an~t 3, arid
monetary appropriations.
SECTION 2, DELIVERY.
CITY shall pay for all delivery charges. Delivery .will be made by standard ground
transportation charges unless CITY agrees in writing to a different method of transportation. PSSI
will handle all shipping, handling and installation of the Product, and shall coordinate with CITY
as to the schedule of delivery so as to cause the least possible disruption to CITY’s operations. CITY
will be responsible for installing hardware and equipment it is purchasing from sources outside of
this Agreement.
3,COMPENSATION
CITY shall pay to PSSI a total fixed amount of-Sixty Three Thousand and Two
Hundred Dollars ($63,200) plus applicable sales tax, for the Product which shall include all
programming, services, and travel and expenses incurred by PSSI under this Agreement. The
Special Provisions and Pricing Schedule is detailed in Exhibit "B".
CITY shall be resp0q..sible for remitting any applicable sales and use tax to the
¯ appropriate local and tax authorities.
4.SOFTWARE LICENSE
,4. l PSSI grants to CrI’Y a non-exclusive, non-transfen:able license for the so,rare
during the term of this Agreement plus the terms of any agreements ibr extended maintenance ofthe
~oftware. C!TY shall not sell or transfer any of the software or copies thereof to others. CITY
agrees to secure and protect the Sot~are and copies ihereof from transfer to third parties, and agrees
to take appropriate action through instruction with its employees who are permitted access to each
soil-ware system or copies theredf, Io satisfy its obligations under this Agreement. The license under
this Agreement allows CITY to:
Use the licensed software on the equipinent specifically to designated parties;
Copy or translate the licensed so,ware in machine readable or printed form
to provide sufficient copies to support CITY’s use of the licensed software,
provided PSSI’s proprietary legend is included;
¯ Transfer the licensed software to a back-up CPU to be used when a
designated CPU is temporarily inoperable;
Modify any customized licensed software program to form an updated work
for CITY’s use, provided that:
i.CITY supplies PSSI with written notification of the modification; and
ii.The modification is made according to PSSI’s conventions or
requirements.
4.2 CITY will not use or operate the licensed soi~ware improperly, carelessly, or
2
in a manner contrary to that authorized by this license.
SECTION 5. INSTALLATION AND ACCEPTANCE
5.1 Implementation Schedule. General time lines for implementation are
described in Exhibit ’2)". A detailed schedule of tasks and deliverable items, which outlines the time
and manner in which the transactions contemplated by this Agreement axe to be performed, shall be
discussed with CITY in separate meetings, and committed to a written document ("Implementation
Schedule"), which shall be incorporated as part of this Agreement. PSSI agrees to adhere to the
requirements of the agreed upon Implementation Schedule in all respects. If PSSI faiIs to adhere to
the Imp!ementation Schedule, provided such failure is not caused by CITY, CITY shall have the
options set forth as follows, subj ect to the notice and other requirements thereof:
The delivery of software and services shall be performed and completed in
accordance with the agreed upon Implementation Schedule and the provisions of this Agreement.
If a scheduled installation date or milestone as set forth in such schedule, or, in any subsequent
Implemefitation Schedule, developed by the parties or otherwise agreed to by the parties, shall be
incapable of being met, PSSI shall gi~’e at least seven (7) days notice prior thereto, unless PSSI shall
not know that a delay will occur, then immediately upon obtaining such knowledge to CITY of the
existence of such delay, and the proposed actual performance date. Upon receipt of such notice and
provided the delay is not caused by CITY, CITY may counter-notify PSSI that unless such delay is
cured and scheduled installation made within twenty-one (21) days after such counter notice, CITY
¯ may exercise the options afforded it as described in Subsection 5.3 below.
5.2 Acceptance Test. The.parties agree that acceptance of the software shall be
a demonstration, to the CITY’s satisfaction,.that the Products perform, individually and as a whole,.
in accordance with their published specifications, including but not limited to, specifications as
referenced in Exhibit "A", and able to perform substantially the function for which t.hey are intended
(The "Acceptance Criteria".) Said demonstration shall be completed within 30 days of installation.
5.3 Acceptance or Rejection. Acceptance shall not .occur until the software has
adequately passed the acceptance test set forth in the preceding subs’ection 5.2 and CITY has
received all of the deliverable associated with this purchase and license. CITY shall notify PSSI in
writing immediately upon completion of the final sofhvare acceptance test. The payment associated
with sof’cware acceptance due form CITY will be due and payable as set forth in Section 3 upon
satisfa..ctory completion of the acceptance test and receipt of all deliverables.
If PSSI fails to provide software or other deliverables meeting CITY requirements
within the time lines set forth in this Agreement, or, if the sofhvare does not function in a manner
that is acceptable to CITY in the normal daily operating environment within the acceptance test ’
period, CITY shall have the option, upon notice to PSSI, to:
Cancel this Agreemen[, whereupon, PSSI shall return to CITY all sums
heretofore paid by CITY and CITY shall have no further obligations
thereunder, in which event PSSI shall be entitled to return any software and
any documentation therefore delivered to CITY; or
Accept the Product at its then level of performance; or
Permit the a~ceptance phase to be extended for such period as agreed upon
by CITY in writing; or
do Accept those portions of the Product which pass the acceptance criteria and
require PSSI to correct the remaining portions, in which event CITY shall not
be liable for any payments for such remaining portions until they have passed
the acceptance tests; or
e.Pursue such remedies as may be available to CITY at law or in equity.
Acceptance of the Pr(~duct by the CITY will not release PSSI from the requirements
of correcting software defects in accordance with the terms of the warranties and maintenance set
forth herein.
SECTION 6. WARRANTY
6. l PSSI warrants that it has the right to grant the software license as described
in this Aga’eement and that the so.rare is delivered and installed free of any claim of patent,
trademark or copyright infringement. PSSI shall defend, at its expense, any action brought against
CITY to the extent based on a claim that the use of the Product, within the scope of this Agreement,
infringes any United States patent, trade secret or copyright or any intellectual property right granted
by the State of California, and PSSI shall indemnify CITY from any costs, damages and fees finally
awm’ded against CITY in such action which are attributable to such claim; provided that CITY
notifies PSSI promptly in writing of the.claim, permits PSSI to defend or settle the claim and
provides all available information, reasonable assistance and authority to enable PSSI to do so,
provided PSSI reimburses CITY for such activity,. CITY shall have no authority to settle any claim
on behalf of PSSI. PSSI shall have no liability for any claim of patent, trade ~ecret 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
(it) use or combination of equipment with sofb,vare, hardware or other materials not provided by
PSSI, unless such use has been agreed t(~ 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 f~om CITY’s
acceptance, the Product will operate according to the Acceptance Criteria. If it is determined that
the Product does not operate according to such specifications, PSSI shall, without further dharge or
dost to CITY, provide such additional or substitute Product or modification of whatever kind as is
necessary to the Product in order to meet the Acceptance Criteria, or CITY may exercise whatever
options are set forth in Section 5 (within the acceptance period), at CITY’s sole option.
6.2 PSSI warrants that the Product shall meet or exceed the Acceptance Criteria
during the warranty period, and agrees to replace or repair all defects at ho charge during said period,
provided it shall have received reasonable notice of such defects, and provided the damage shal! not
have been caused by willful act or negligence of CITY’s agents or employees.
6.3 PSSI represents and warrants accuracy in the processing of date and date
related data (including, but not limited to, calculating, comparing, and sequencing) by all hardware,
software, and firmware products or other time sensitive or reliant products delivered under this
contract or agreement, individually and in combination, upon installation or use. Fault-free includes
the manipulation of this data with dates prior to, through, and beyond January 1, 2000, (including
leap year calculations), and shall befi-ansparent to the user.
.6.4 PSSI warrants that its personnel assigned to fmaction during the term of this
Agreement shall be qualified to perform PSSrs support obligations under this Agreement. All
personnel (and any substitutes therefor) assigned to the performance of this Agreement shall be
subject to approval of the CITY. Personnel whose conduct is incompetent, inefficient, or otherwise
mmatisfactory to the CITY shall be replaced forthwith upon request.
6.5 In the event that CITY makes any changes or modifications to the licensed
sofb~vare, CITY agrees, that such changes and modifications shall be the property of PSSI, unless
PSSI shall have given its prior written consent to th~ contrary. Furthermore, any changes or
modifications made by CITY to the licensed sofhvare, except in accordance with Section 4.1.b. will
mean that the foregoing limited warranty of PSSI with respect to such licensed software shall no
longer apply, and PSSI shall have the right to charge CITY for additional support services at PSSrs
then prevailing service rate; however, PSSI shall have no obligation to provide such services.
6.6 EXCEPT AS SET FORTH ABOVE, NO OTHER WARRANTIES, WHETHER
EXPRESS OR IMPLIED, INCLUDING, WITHOUT LIMITATION, THE IMPLIED
WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE,
ARE MADE BY PSSI AND PSSI MAKES NO WARRANTIES WITH RESPECT TO
HARDWARE EQUIPMENT OR WITH THE LICENSED. SOFTWARE OR FOR THE
INSTALLATION THEREOF. IN NO EVENT WILL PSSI BE LIABLE TO CITY OR ANY
OTHER PARTY FOR ANY LOSS, INCLUDING TIME, MONEY, GOODWILL AND
CONSEQUENTLAL DAMAGES, WHICH MAY ARISE FROM THE USE, OPERATION OR
MODFICATION OF THE HARDWARE OR SOFTWARE.
6.7 The foregoing limitations of paragraph 6.6 shall not limit PSSI’s liability for
damages for personal injury, including death, or tangible property damage, as set forth in Section 10.
Further, nothing contained in this. Agreement shall limit any cause of action arising between the
parties which is based upon wrongful acts that are independent of this Agreement.
SECTION 7.SOURCE CODE
The Product shall include the software source code, object code, and any associated
’ files, tables, or programs required to recompile, if necessary.
SECTION 8.TERM; AMENDMENTS
8.1 The initial term of this Agreement shall commence on the date of execution of
this Agreement by CITY, and shall continue for one year following the date of final acceptance by
CITY of the Product. The parties may, by mutual agreement, enter into subsequent agreements for
extended maintenance of the Product.
8.2 The parties may, by mutual agreement, amend this Agreement to provide for
additional hardware, software, or services related hereto.
SECTION 9.TERMINATION
9.1 This Agreement may be terminated by either party upon thirty (30) days prior written
notice if the other party has materially breached the provisions of this Agreement and has not cured
stich breach within such notice period.
9.2 This Agreement may also be terminated by CITY prior to acceptance of the Product,
in accordance with the provisions of-Section 5.
9.3 Upon termination, either party may pursue such remedies at law or in equity as may
be available to it.
SECTION 10. INDEMNITY
PSSI agrees to protect, indemnify, defend and hold harmless CITY, its Council members,
officers, employees and agents from any and all demands, claims, or liability for injury or death of
any-person, or property damage, caused by or arising out of PSSrs, its officers’, agents’,
subcontractors’ or employees’ negligent acts or omissions, or willful misconduct in the performance
of its. obligations under this Agreement.
6
SECTION 11 INSUKANCE
11.1 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 "E" insuring not only
PSSI, but also, with the exception of workers’ compensation, and employer’s liability insurance,
naming CITY as an additional insured concerning PSSI’s performance under this Agreement.
11.2 All insurance coverage required hereunder .will be provided through carriers
with Best’s Key Rating Guide ratings of A:X or higher which are admitted to transact insurance
business in the State of California. Any and all contractors of PSSI retained to perform Services
under this Agreement will obtain and maintain, in full force and effect during the term of this
Agreement, identical insurance coverage, naming CITY as an additional insured under such policies
as required above.
, 11.3 Certificates of such,insurance shall be filed with CITY concurrentb, with the
execution of this Agreement. The certificates will be subject to the approval of CITY’s risk manager
and will contain an endorsement sta.ting that the insurance is primary, coverage and will not be
canceled or altered by the insurer except after filing with CITY’s City Clerk thirty (30) days’ prior
written notice of such cancellation or alteration, and that the City of Palo Alto is named as an
additional insured except in policies of workers’ compensation and employer’s liability insurance.
Current certificates of such insurance will be kept on file at all times during the term of this
Agreement with the City Clerk.
11.4 The procuring of such required policy or policies of insurance will not be
construed to limit PSSrs liability hereunder nor to fulfill the indemnification provisions of this
Agreement. Notwithstai~ding the policy or policies Of insurance, PSSI will be obligated for the full
and total amount of any damage, injury, or loss caused by or directly arising as a result of the
Services performed under this Agreement, including such damage, injury, or loss arising after the
Agreement is terminated or the term has expired.
11.5 PSSI, by executing this Agreement, cer[ifies that it is aware of the provisions of
the Labor Code of the State of California which require every empldyer to be insured against liability
for workers’ compensation or to undertake self-insurance in accordance with the provisions of t~hat
Code, and certifies that it will comply with such provisions, as applicable, before commencing the
performance of its obligations under the Agreement.
.SECTION 12. WORKERS’ COMPENSATION
PSSI, by executing this Agreement, certifies that it is aware of the provisions of the
Labor Code of the State of California which require every employer to be insured against liability
for workers’ compensation or to undertake self-insurance in accordance with the provisions of that
Code, and certifies that it will comply with such provisions, as’ applicable, before commencing the
, performance of its obligations under the Agreement.
7
SECTION 13. ASSIGNMENT
PSSI shall not assign or subcontract the services to be provided by it under this
Agreement, and no assignment of this Agreement or subcontracting .of the services to be provided
under this Agreement or any right or interest therein by PSSI shall be effective, without the prior
written consent by CITY of such assignment or subcontract, which consent will not be unreasonably
withheld. The performance of the Agreement by PSSI is of the essence of the Agreement. In the
¯ event of any assigmaent or subcontract, PSSI shall remain primarily liable for all of its obligations
under this Agreement. Notwithstanding the foregoing, it is the intent and understanding of the parties
that [he hardware provided by PSSI under this Agreement will be manufactured by other entities, for
which PSSI will function as reseller.
SECTION 14. WAIVER
No waiver of any breach of any term or condition of this Agreement shall be
construed to waive any subsequent breach of the same or any other term or condition of this
Agreement. ..~ ~
SECTION 15. CONFLICT OF INTEREST
15.1 In accepting this Agreement, PSSI covenants that it presently has no interest,
and will not acquire any interest, direct or indirect, financial or otherwise, which woald conflict in
any manner or degree with the performance of the Services.
15.2 PSSI further covenants that, in the performance of this Agreement, it .will not
employ any contractor or person having such an interest. PSSI certifies that no person, who has or
wiI1 have any financial interest under this Agreement is an officer or employee of CITY; this
provision will be interpreted in accordance with the applicable provisions of the Palo Alto Municipal
Code and the Government Code of the ’State of California.
SECTION ! 6.NONDISCRIMINATION
16.1 As set forth in the Palo Alto Municipal Code, no discrimination will be made
in the employment of any person under this Agreement because of the age, race, Color, national
origin, ancestry, religion, disability, sexual preference or gender of that person. If the value of this
Agreement is, or may be; five thousand dollars ($5,000) or more, PSSI agrees to meet all
requirements of the Palo Alto Municipal Code pertaining to nondiscrimination in employment,
including completing the requisite form furnished by CITY and set forth in Exhibit "F".
16.2 PSSI agrees that each agreement for services with an independent provider will
contain a provision substantially as foliows:
[Name of Provider) will provide PSSI with a certificate stating that [Name
of Provider] is currently in compliance with all Federal and State of
California laws covering nondiscrimination in employment; and that
[Name of Provider) will not discriminate in the employment of any person
under this agreement because of the age, race, - color, national origin,
ancestry religion, disability, sexual preference or gender of such person."
16.3 If P SSI is found in violation of the nondiscrimination provisions of the State
of California Fair Employment Practices’Act or similar provisions of Federal law or executive order
in the performance of this Agreement, it will be in default of this Agreement. Thereupon, CITY will
have the power to cancel or suspend this Agreement, in whole or in part, or to deduct the sum of
twenty-five dollars ($25) for each person for each calendar day during_which such person was
subjected to acts of discrimination, as damages for breach of agreement, or both. Only a finding of
the State of California Fair Employrn.ent Practices Commission or the equivalent federal agency or
officer will constitute evidence of a breachof this Agreement.
16.4 IfPSSI is in default of the nondiscrimination provisions of this Agreement, PSSI
will be found in material breach of this Agreement. Thereupon, CITY will have the power to cancel ’
or suspend this Agreement, in wholeor in part, or to deduct from the amount payable to Pssi the
sum of two hundred fifty dollars. ($250) for each calendar day during which PSSI is not in
compliance with this provision as damages for breach of agreement, or both.
SECTION 17.FORCE MIAJEUR_E
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 stich 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 part~s reasonable control, including without limitation, any denial
of access to the CITY’s facilities. The parties hereby agree to use their reasonable efforts to remedy
the effect caused by the occurrence of the event giving rise to a party’s nonperformance of its
covenants or agreements under this section. Ttie 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. CONFIDENTIALITY
18. I. The parties acknowledge that in the course of performing the responsibilities
under this Agreement, they each may be exposed to or acquire information that is proprietary to or
confidential to the other party or its affiliated compardes or their clients. Any and all information of
one party in any form obtained by the other party, or its employees, age.nts or representatives in the
performance of this Agreement shall be deemed to be confidential and proprietary information of
such party. The parties agree to hold such information in strict confidence and not to copy,
reproduce, sell, assign, license, market, transfer, give or otherwise disclose such information to third
parties or to use such information for any purposes whatsoever, without the express written
permission of the other party, other than for the provision of services under this Agreement. The
parties agree to advise each of their employees, agents, and representatives of their obligations to
keep such information Confidential. All such confidential and proprietary information described
herein and any deliverable provided hereunder, in whatever form, are hereinafler collectively referred
to as "Confidential Information." The parties sh~ll use their reasonable efforts to assist each other
in identifying and preventing any unauthorized use or disclosure of any Confidential Information.
Without limitation of the foregoing, the parties shall use reasonable efforts to advise each other
immediately in the event that either "learns or has reason to believe that any person who has had
access to Confidential Information has violated or intends to violate the terms of this Agreement, and
will reasonably cooperate in ~eeking relief against any such person.
18.2 Notwithstanding the obligations set forth in S ectionlS.1, the confidentiality
obligations of the parties shall not extend to information that: is, as of the time of its disclosure, or
thereafter becomes part of the public 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 disclosed pursuant to court order or government whereupon the
receiving party shall provide notice to the other party prior to such disclosure.
SECTION 19. NOTICES
All notices hereunder will be given in writing and mailed, postage prepaid, by
certified mail, addressed as follows:
To CITY:Office of the Clerk
City of Palo Alto
Post’Office Box 10250
Palo Alto, CA 94303
With copies To:Business Analyst
Palo Alto Police Department
Post Office Box 10250
Palo Alto, CA 94303
10
and to:Manager of Information Technology
City of Palo Alto
Post Office Box 10250
Palo Alto, CA 94303
To PSSI:4401 Nicole Drive
Lanham, MD 20706
ATTN: Howard Robertson, Marketing Director
SECTION 20.MISCELLANEOUS PROVISIONS
20.1 PSSI represents and warrants that it has knowledge of the requirements of the
Americans with Disabilities Act of 1990, and the Governrnent Code and the Health and Safety Code
of the State of California, relating to access to public buildings and accommodations for disabled
per.sons, and relating to facilities for disabled persons. PSSI will comply with or ensure by its advice
that compliance with such provisions will be effected in the performance of this Agreement.
20.2 This Agreement will be governed by the laws of the State of California,
excluding its conflicts of law.
20.3 In the event that an action is brought, the parties agree that trial of such action
will be vested exclusively in the state courts of California or in the United States District Courtfor
¯ the Northern District of California in the County of Santa .Clara, State of California.
20.4 The prevailing party in any action brought to enforce the provisions of this
Agreement may recover its reasonable costs and attorneys’ fees expended in connection with that
action.
20.5 If a court of competent jurisdiction finds or rules that any provision of this
Agreement or any amendment thereto is void or unenforceable, the unaffected provisions .of this
Agreement and any amendments thereto will remain in full force and effect.
20.6 All exhibits referred to in this Agreement and any addenda, appendices,
attachments, and schedules which, from time to time, may be referred to in any duly executed
amendment hereto are by such reference incorporated in this Agreement and will be deemed to
be a part of this Agreement.
20.7 This Agreement may be executed in any number of counterparts, each of which
will be an original, but all of which together will constitute one and the same instrument..
11
20.8 This document represents the entire and integrated agreement between the
parties and supersedes all prior riegotiations, representations, and contracts, either written or oral.
If CITY is required to sign an order form or other preprinted document from PSSI, the parties
understand and agree that to the extent of any conflict between such other form or document and this
document, this document shall prevail. This document may be amended only by a written instrument,
which is signed by the parties.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
Senior Asst. Ci~A~ey \
OVED
!Police
Director of Admirffstrative Serv~,~s
Insurance Review ,,:~’~
CITY OF PALO ALTO
Assi City Manager
PUBLIC SAFETY SYSTEMS, INC.
Its: ~~
Taxpayer’s I.D. No. _54-1302472.
12
SCOPE OF WORK
1/20/99
K:kRMSkP S SI-FINAL~COPE3 .DOC P1 01120/99
Contents:
1.0 Records Managemdnt Functional Requirements
1.1 Overview
1.2 RMS General Features
1.3 Database Functions
1,4 Workgroup Functions
1.5 Mobile Computing
¯1.6 Infon-nation Retrieval
1,7 Data extraction and Reporting
2. 0 Integration and Inter, aces
3.0 Data Conversion
4. 0 Support Services
5.0 Training
6. 0 Documentation
7. 0 _Roles and Responsibilities
8.0 Installation and fmplementation
9. 0 Acceptance Criteria
Appendix A - Sample of Police Report Forms
, Appendix B - Data Item Records
K:kRMSkPSSI-FINAL~SCOPE3,DOC P2 01/20/99
Exhibit "A"
SCOPE OF WORK
1.0 Records Management Functional Requirements,"
1.1 Overview
PSSI will install ICIS, a comprehensive automated Records Management and Information
system (RMS) to support the Department’s need for collecting, analyzing, storing and.
disseminating police records information. ICIS will be integrated with PSSI’s Computer Aided
Dispatch (CAD) system and tightly coupled with other .existing applications as detailed in this
document. This project is comprised of three, timed phases as identified t~oughout this scope of
work:
Phase 1: Implementation of the basic ICIS application, including data conversion of
existing data, to be completed by July1, 1999.
Phase 2: Implemeniation of essential features required, t.o be completed by December 31,
1999. Essential features include a mobile application, which will be offered as part of the
PSSI soiL,care suite.
Phase 3: Implementation of desired features, to be completed by July 1, 2000. Desired
features include the integration of internal and external law enforcement and related data-
b~ses.
PSSI will work closely with the City to provide Project Management, application sof~zvvare,
custom modification, integration and interface sotLvare; testing, training, documentation, data
conversion, setup of the records server (included in CAD scope of work) and any other services
necessary to provide the City with a state of the art public safety system soLware solution.
1.2 ICIS General Features
NOTE: The features described below are Phase 1 requirements unless specifically excluded
and rephased.
1.2.1 Complete System
ICIS will be a comprehensive and complete, easy to use, multi-user, network ready sot’cware
application containing the following integrated modules:
offense,
K:LRMS’5’SSI-FINALkSCOPE3.DOC P3 01/20/99
traf~c accidents,
citations,
master
master vehicle,
EITCStS,
involved p~ies,
master location,
su;pects,
field contacts,
w~ts ~d w~ts,
booing,
prope~,
veNcle,
~o~ offender,
case m~agement,.
m~cipal corns, _
perso~el,
a~iNs~ative,
repots, ~d
calls for se~ice.
1.2.2. State-@the-Art/Open System
PSSI will instaI1 a system running on the Windows NT operating system and utilizing existing
PCs as workstations at the client end. The server software will be written in Visual Basic
utilizing Microsoft SQL Server relational database processing program.
1.2. 3 Ease of Use- General Features
PSSI’s ICIS program wil! utilize the following Window’s standards and features:
1.2.3.1 Customization
The syst.em will make use of extensive configuration options and code
table references to enhance accuracy and allow the Department to modify
data elements to meet the Depar~ent’s needs.
1.2.3.2 Flexibility
Although the system’s rnodules will currently not allow for the use of
multiple document interface to permit the user to display multiple copies
of forms at the same time, the Department has requested this feature to be
added to the ICIS enhancement list as a top priority. PSSI will keep the
Department informed of a projected upgrade date for this feature.
K:~aMS~ S SI-FINAL\SCOPE3 .DOC P4 01/20/99
1.2.3.4 Ease of use
The system will provide context sensitive help and operational
"Definition" windows to help clarify the intent of a ~ser field.
Documentation will be available on-line.. Fields that appear in different
modules on different forms will appear in the same format in all modules.
Buttons, floating button bars and other graphical aids will be likewise
consistent between the different modules. The system will adhere to
standard Windows update conventions, and functions may be performed
by using the keyboard, shortcut keys or a mouse. (Ex: pressing the enter
key will provoke the same action as using the mouse and clicking on
"add,") The system will employ a "quick-fill". feature (using the f2 key)
in the table selection list to speed up data entry. This quick fill feature,
taken f~om existing data, should be modifiable in the event that some of
the information is no longer current in the new record.
The system will also automatically pre-fill and default such data elements
as "CA" in address fields and license number information fields,-
(modifiable) to redude data entry on standard fields. All "State" fields
throughout the Department’s version of ICIS will be defaulted to.CA. In
the Offense module, the "City" field will default to Palo Alto, but can be
overwritten by the operator.
1.2.3.5 Spell checker
The system will provide the operator with the ability to spell check their
work in the narrative sections bfthe system. A customizable dictionary is
~ also available so that common abbreviations and law enforcement specific
terms can be properly validated.
1.2.3.6 Query,reporting and exporting of data
The system will have an easy to use query form to search for, recall and
produce hard copy reports. The system will have the ability to
export/import data into/~om common file formats; the City standard for
word processing is WordPerfect and for.spreadsheets is Lotus 123, "
however, a change to Microsoft’s Office Suite is anticipated.
1.2.3,7 Faxing (Phase 3)
The system will have the ability to fax police reports directly from the
database after having been review.ed; it will log the report number, the
number and pages faxed, the recipient a~d the staffperson performing the
faxing.
1.2.3.8 Ability to "redact" (Phase 3)
K:hRIvISkPS SI-FINAL~S COPE3 .DOC P5 01/20/99
The system will have the ability to "redact" or black out/remove specific
information prior to printing or faxing a report by using a pen-tool. It will
keep an audit list of the report number and person having redacted
information.
1.2.3.9 Sealings
The system will have’ the ability to seal (delete) specific records and police
reports wheri so directed by court orders.
1.2.3.10 Purging
The system Wil! allow for easy purging of all associated records when the
time parameters (purge codes) as defined by the Department indicate such
purging is necessary. A report is required to identify all records to be
purged and can be sorted in a variety of ways. Purging jobs should not
require the system to be down.
1.3 Database Functions
1.3.1 Master name index (MNI)
The Master Name Index will be a master reference for a person and provide the user with
the ability to capture basic ider~tifying information about a person; permit the ability to
track a person’s address and telephone number history and any alias names that the
person has been known to use. It will also.utilize a Known Offender concept where
specific traits and characteristics about a subject can be maintained and allow for the
storage and retrieva! of multiple photos of the subject referenced by date. An
involvement table, showing the involvements and date of involvement, maintains a
linkage to each source document that created the involvement connected to each master
name record. Names can also be entered through the following modules: Involved
Parties, Arrests, Suspects, Known Offenders, Field Contacts, Booking, Wants/Warrants,.
Municipal Courts and Citation. When names are entered through these modules, an
examination process will be performed which enables the operator to. review same or
similar sounding names (using a soundex routine) to determine if the name already exists
in the MNI, and then either link the incident to an existing name or create a new MNI
record. Further., the MN-I will include the ability to track such tt~.’ngs as address changes,
date of birth changes, physical descriptions, and Method of Operation characteristics. It
will provide the ability to manually attach "flags" (up to 5) to provide specific
¯ information when reviewing a name. Names flagged, will be differentiated in some
m ~armer upon review (bIinking, different color) to alert the user. Names in the master file
index will be differentiated as being a person or a business name. The system also will
have the ability to differentiate subjects as adults or juveniles and calculate the
designation from the subject’s DOB.
The system will have the ability to merge master name records online, real-time, as even
K:LRMS~P SSI-FINAL~SCOP E3 .DOC P6 01/20/~9
1.3.2
in the best managed systems, and due to incomplete information, several records for the
same person might be entered at any time.
Pt~ase 3: The sygtem will be able to cross-reference other databases. The MNI should
provide the operator the opportunity to search external databases when
conducting a name search. The following are databases that a MNI search
should be capable of accessing: ,
"4 CLETS/NCIC
.4 CJ-IC-II/SLETS
.4 AFIS
.4 TFP booking photo system
Specific integration issues are detailed in section 2.0 - Integration and Interfaces.
Master Vehicle Index
The Master Vehicle Index will function similarly to the MNI and provide a chronological
view of all references to a specific vetficle regardless of the activity that created it, and
link to specific detail records. Once a vehicle is entered, all future involvements must be
linked to this record without creating a new record. Vehicle information can be captured
from the following modules Arrests, Booking, Citations, Vehicle, Field Contacts, Known
Offender, Wants/Warrants, Involved Parties,, Suspects, and is linked to the Accident
module.
In Phase 3, the system will also be able to cross reference other databases, and will give
the operator the oppommity, when coffduction a vehicle search, to search external
databases as well as the local vehicle database. The following are the databases the
Vehicle Master Index will be capable of accessing:
"4 CLETS/DMV
"4 CJIC-E/SLETS
"4 parking Citation System
Specific integration issues are detailed in section 2.0 - Integration and Interfaces.
1.3.3 Master Location Index
The Master Location Index will be custom programmed for the Department and be
delivered in Phase 1, as part of the base package implementation.
It will provide in a chronological view all references to a specific location regardless of
the activity or occurrence that created it, and link to specific detail records. The premise
or location index will function in the same manner as the Master Name Index and the
Master Vehicle Index. The index will allowthe user to attach activities to a specific
location or address. Retrieval will be for specific addresses, block ranges, and by date
and date range.
Address information can be captured from a number of modules and will be linked to the
following: accidents, citations, arrest, suspects, field contacts, master name, offense,
[~Ellmaster vehicle, calls for service. Information will be entered in two ways:
(1) Automatically when information is entered into one of the above listed
K:KRMSkPS SI-FINALkSCOPE3 .DOC P7 01/20/99
(2)
modules (i.e. any and all modules containing location information.)
Manually when a need arises to place information into the system
.p~rtaining to a specific address.
1,3.4 Calls for Service (CFS)
The system will be able to obtain calls for service information from the PSSI CAD
system automatically as soon as an incident is closed in CAD. Information captured will
include location, type of event, event number, date and time, priority level, geographic
coverage information, caller information, related agency information, incident time
information (Egl 1 call receive, unit dispatch, arrive, etc.) responding offiger information
and disposition. The CFS module will provide a direct link to the entire system to aid iri
the completion of the reports related to the events. [zz2l The operator will be abIe to easily
move between the above modules with information being shared between all and absent
of any redundant data entry.
1.3.5 Off eBs e
This module will capture all information.pe~aining to a police incident.
The system will be able to allow for the entry, processing, storage, and review of all
incidents whether called in, collected in the station or by officers in the field. Simiiar to
other modules, all related people, vehicles, and prope~-y will be linked directly ~o that
associations are maintained. This module will be dkectly linked to the PropeY~y, Vehicle,
~volved Parties, and Arrest. Modus operandi information (MO) can be captured in the
Known Offender and Suspect modules. The incident information can also’ be used in the
Case Management module to utilize a solvability rating system. The Offense module
allows for the multiple input of suspect and suspect vehicle information, and missing
persons’ specific information.
The system will require access and linki to other modules including Master Name Index,
Master Location Ndex, Property, Arrests, Vehicle, Field Contact, Citations, and Involved
Parties.
1.3.6 Traffic Accidents
The system must have the ability to. capture basic information found on the Department’s
accident form, including basic data concerning the location, weather, road, and traffic
conditions, unlimited number of associated vehicles and persons, and their roles in the
accident. User-defined code tables as well as user-defined fields for specific dated
collection of information must be available for consistency and accuracy.
(In Phase 2, the Department’s vehicle computers are loaded with the California Highway
Patrol’s Forms 555 and 556. This information will be uploadable into the RMS.) The
module will require the linkages to the citations, Vehicle and Involved Parties modules.
The operator will be able to easily move between the above modules with information
being shared between all and absent of any redundant data entry. For example, entry of a
traffic, accident report will p.rovide links to the vehicle index; if the vehicle was
K:kRMSkPSSI-FINAL’,SCOPE3,DOC P8 01/20/99
previously entered, it will require updates to the Master Vehicle Index with the latest
involvement information." This is also true for name information. Additionally, if the
accident resulted in ~itations being issued common data from the accident module wiI1 be
automatically available when the citation is entered. ,.
The accident module will have the ability and provide for the attaching of sketches of the
accident via third party sot~ware to be determined. Graphical representatioh of accident
locations will be downloaded from the City’s GIS when available.
In Phase 2, the accident module will also be able to access and cross reference external
systems for information. The f.ollowing is a listing of the external database access
required:
~ CLETS/DMVfNCIC
"~ CJIC-II/SLETS
Specific integration issues are detailed in section 2.0 - Integration and Interfaces.
1.3.7 Arrests
The arrest module must capture basic information about arrested subjects, location and
reason for arrest. The information entered must be sufficient to satisfy State and Fedei:al
reporting requirements for UCR/BCS, Arrest and Citation register.. The Arrest module.
will be Used as’ an investigative tool by providing information pertaining to the specific
individual and the method of operation (MO). It must alIow for input of multiple charges
and the ability to input drunk driving specific information. The system requires linkages
to other modules including-the Master Name Index, Master Location Index,Wants and
Warrants, Master Vehicle Index, and, Offense. In Phase 2, the system will give th’e
operator the opportunity to cross reference and access external databases, including:
~] CLETS/NClC
~ CJ-IC-II/SLETS
Specific integration issues are detailed in section 2.0 - Integration and Interfaces.
1.3.8 Property
The Department is currently investigating the use of bar coding in the property and
evidence room and has identified QueTel as the most appropriate system to fit the
Department’s needs. Integration with QueTel’s system will be achieved by QueTel.
The Property module will provide a comprehensive mechanism for identifying, tracking "
and viewing of property and all movement of property handled by the Department. The
~ystem will include the capability to use bar codes to track items upon receipt into the
property and evidence room and throughout its existence. It must have the ability to
employ code tables to categorize items as well as uniquely describe them, including a
value given at time of receipt. Additionally, extensive, automated reporting will be
required to identify property ready for destruction, disposal, auction, etc.
The system will require linkages to the Master Name and Master Location modules.
Integration of PSSI’s property module will be contracted to QueTel.
In Phase 2, the system will be able to cross reference to external databases including:
K:kRMSkPSS I-FINALkS COPE3 .DOC P9 01/20/99
1.3.9
.4 CLETS/NCIC
"4 CJIC-II/SLETS
Specific integration issues are detailed in section 2.0 --Int.egration and Interfaces.
Field Contacts (Field Interviews)
The Field Contact module (FC) will capture and index information collected at various
in-field contacts. The FC module will be linked to the Master Name Index, Vehicle
Index, Master Location Index, etc; it will allow for input of information relating to the
date, time and location of the contact as weI1 as who was contacted, vehicles associated
v~ith the contact and why the contact was made. It will provide for the entry of multiple
persons associated with a single FC. In Phase 2, the FC module will be able of accessing
additional externa! databas.es:
..4 CLETS/NCIC
"4 CJIC-II/SLETS
Specific integration issues are detailed in section 2.0 - Integration and Interfaces.
1.3.10 Citations
The Citation module must capture information and index the information found on the
.Department’s traffic citation form. The module will be linked to the arrest module, since
in many cases the Department, will use "arrest and cite" rather than book a subject.
Information relating to persons, vehicles, locations and offenses/violations will be
captured. The system will be linked to the Master Name Index, Master Vehicle Index
and the Master Location Index. In Phase 2, it will also be able of accessing external
databases:
.4 CLETS/NCIC
.4 CJIC-WSLETS
Specific integration issues are detailed in section 2.0 - Integration and Interfaces.
1.3.11 Wants/Warrants
The Wants/Warrants module will track the various types of arrests and bench wan:ants
issued by the court. This module wilI track warrant document information as well as the
name, address and description of the person for whichkthe warrant has been issued. It will
contain the ability to enter related service attempts for due diligence support. In Phase 2,
once input into ICIS, the operator will have the choice to forward the data to AWS and
CJIC. The system will further allow fo~ the automatic generation of a warrant letter as
soon as a warrant is processed.
The module wil! be linked to the Master Name Index, Master Vehicle Index, and Master
Location Index. In Phase 2, this module will be able to access, cross-reference, and
search external databases, including:
.4 CLETS/NCIC
.4 CJIC-WSLETS
Specific integration issues are detailed in section 2.0 .- Integration and Interfaces.
K:kRMS~SSI-FINAL~COPE3,DOC P10 01/20/99
1.3.12 Known Offenders/Registrants
This module will be used to track and maintain a file of known sex offenders, narcotic
and arson registrants. The Department will. provide PSSI with specific fields required for
such tracking. An ad hoc report, can be developed to provide reports.to identify,
registrants who have failed to register as required. Entries will be linked to the Master
Name Index, Master Vehicle Index, Master Location Index. In Phase 2, this module will
allow for linkage to the following external databases:
.4 CLETS/NCIC
"4 CJIC-II/SLETS
Specific integration issues are detailed in section 2.0 -. Integration and Interfaces.
1.3.13 Community Policing (Phase3)
This module will be used to track and maintain a file of known problems and situations
that may or may not relate to criminal activity. Each problem or situation wi!l be
identified by a common name and tracked from the date it was originally identified. The
module will detail the exact definition of the problem, identify the coordinator and a
specific sti:ategy to be implemented, as wellas track each activity performed in
conjunction with the defined strategy.
1.3.14 Igorkgroup applications
1.3.14.1 Case management
The system will provide the ability and tools for assigning of cases to
multiple officers and detectives and track the status and progress for each
assigned officer and/or detective. It will include reports that meas6re the
status and completion of cases, actions taken blandliug a case, and other
relevant information for the management of the investigative process.
1.3.14.2 Municipal Court
The system will provide automated support for the capturing of basic
municipal court information that will be associated with police records
management. This includes information regarding associated fines, trial-
related activity and location, individual information, associated vehicle,
employment and military history. This module will be .automatically
associated with the Master Name and Master Vehicle modules. The
operator can. query this module at any time and use the captured
information to generate management reports. If desired, PSSI can
interface this module to a local court database at a future date and cost.
1.3.15 Mobile computing (Phase 2)
The Department has duplicated most of its reports on Delrina Formflow and installed
them on the computers in patrol vehicles and on desk-top computers in the station. After
K:kRMS~SSI-FINALkSCOPE3.DOC PI 1 01/20/99
being completed, the report is ~aved on a floppy disk and printed in the station.
ICIS will have a ~’mobile" version that allows for report generation in the field in the
appropriate format for uploading into ~he RIVIS and subsequent printout in the current
p.olice report format if necessary.
t.3.14.1 General Requirements:
CAD data will automatically pre-fill the appropriate rep6rt information
when the report/incident number is selected
data validation/edit on appropriate fields, including dates and numeric
fields
extensive use of drop down lists and automatic entry upon selection or
direct entry of item with the appropriate validation
data will not have to be re-entered on multiple screens related to a single
repprt
standard use of windows interface protocols including the use of function
keys, layout, and .drop down lists, radio buttons, etc.
~run on Win95 or NT
¯application should have understandable errormessages with guidelines for
corrective action
word processing capabilities including spell checking, word wrap,
character and line insertions and deletions, cut and paste, basic formatting
and the ability to import graphics
the application will provide for sufficient security measures to prevent
unauthorized access.
1.3.15.2 Specific Requirements
1.3.15.2.1 Incident reporting
The incident reporting software shall allow the officer to completeiy
enter an incident report containing all of’the information to be captured
in the Department’s incident reporting system. This application will
handle the collection of data required to support the UCR and NIBRS
reporting systems, and will perform all conditional edits and
validations required.
1.3.15.2.2 Accident reporting
The system will have the ability to capture all data required by the
state accident reporting system. It will have the ability to incorporate
narrative text. Drawings andTor graphic flies can be attached with the
use of external software.
1.3.15.2.3 Field contact
The system will have the ability to record data collected during a field
K:’tRMS~PS SI-FINALkSCOPE3 .DOC P12 01/20/99 ,I
interview, including the ability to embed graphic images.
1.3.15.3 Report transfer capabilities
The vendor will provide the Department with the capability to transfer in-
field genera.ted reports to a temporary review database in two manners:
1. Officers save in-field generated reports on a floppy disk’ and upon
returning to the station or pre-determined work stations on the
local area network, upload the data via vendor supplied sofb~vare.
2.Officers transfer reports from their vehicles to the temporary
database via a mobile upload program.
The system wii1 have the ability for a supervisor to retrieve newly
received reports from the temporary database and upon approval,
digitally sign them. Until approved, officers will have the ability
to retrieve their own reports from the temporary database to make
amendments, corrections and to print. Once approved, data entry
shall have the responsibility to finalize the editing, validation and
final transfer process into the RMS databases.
1.3.16 Information retrieval
This section defines the requirements of the Department’s ability to turn data contained in
the RMS into useful information. The ability to extract, operate on, and present
information is a critical need for all organizational units of the Department. The RMS
will support a variety of forms of data extraction and analysis to fully meet the
operational objectives of the Department. The output required is defined in the following
paragraphs.
1.3.16.1 Retrieval of information/records
All incident, accident, arrest records and others will be contained in the RMN and
retrievabIe for viewing and printing, if needed into the appropriate Palo Alto PD
report form formats. See Appendix A, for sample departmental report forms.
In addition to the capability to view and print cases, it is desirable that selected
work stations/staff are able to fax reports in the appropriate format to external
organizations.
Minimum search parameters leading to a selection of cases to view or print would
include:
- Any name associated with the case or event, including victim, suspect,
witness, complainant, reporting officer, related business name, alias, or
street name.
-Strong soundex capability
o Date and time ranges for when the event occurred or was reported
-Vehicles associated
-Specific addresses or address ranges
K:~RMS~P SSI-FINAL\SCOPE3.DOC P13 01./20199
-Other-geographical boundaries such as beat or community neighborhood
-Selected characteristics of the event, including crime type
-Other agency deft_ned fields.
-By officer id
1.3.16.2 Reports, summary and data
1,.3.16.2.1 State and Federally Mandated Reports
The system will automatically generate Uniform Crime Reports (UCR) in
the format designated by the State of California Bureau of Criminal
Statistics., The system will also be able to capture the data necessary to
support the National Incident-B ased Reporting System (NIBRS)
developed by the FBI and must be capable of modification in order to
support future California additions to NIBRS.~
Until such time that California implements NIBRS, the
following reports must be available for UCR reporting:
[]Arrest and Citation Register Adult.
[]Arrest and Citation Register Juvenile
[]Return A - Monthly Return of Offenses
[] ....Return A- Property Stolen by Classification
[]Return A - Additional Analysis of Larceny and Auto Theft
[]Supplement to Return A - Property by Type and Value
[]Monthly Return of Arson Offenses
[]Domestic Violenee Related Calls for Assistance
[]Number of Violent Crimes Committed Against Senior
Citizens
[]Supplementary Homicide Report
[]Law Enforcement Officers Killed or Assaulted
[]Arson Offenses Known to Law Enforcement
[]Comparative Crime Statistics, this year vs. last
[]Hate Crime Statistical reports
1.3.16.2.2 Management Reports
The system will provide a set ofpre-defined management
reports that can be modified by the user and printed on
demand. In Phase 3, reports will be sorted and data exported to
the City’s GIS maps. Refer to Section 2.0 for integration
requirements. Reports will be routeable to and printable at any
LaserJet printer in the Department.
The system will also be able to produce detail and summary
reports for accident, citation, incident, warrant, property, and
administrative and productivity reports (incidents entered but
, K:kR.MSkPSSI-FINAL~S COPE3 .DOC P14 01/20199
riot signed off, etc.)
! .3.16.2.3 Ad-hoc reports
The system will be able to generate ad hoc reports that cover al!
data contained in the databases to satisfy one-time and periodic
report requirements. Once a specific ad hoc report has been
generated, .the user wili have the ability to save the reporting
parameters for future use or modification.
1.3.17
1.3.18
Downloading (Data extraction)
Police staffwill be able to have access to portions of ICIS information in such a
way as to allow further analysis of data and the presentation in statistical or
graphical format. Selected portions of the database can be downloaded and
automatically load data inserted in to analysis tools such as Microsof~ Excel,
Lotus, or other analysis and graphing tools. The downloading process.will be
easy and not require prior knowledge of any particular .syntax to execute.
Particularly important is the ability to export the information to the City’s GIS to
perform pin mapping and geographical analysis,
Geofile
In Phase 3, ICIS will have the ability to verify addresses and location information.
Whenever an address is entered it will be verified against a Geofile to ensure the
accuracy of the data. With the inclusion of the mapping capabilities a Geofile is
critical. The Department is currently in the process of establishing a Geofile
during the implementation of the CAD system. TO eliminate dual data
maintenance, the CAD Geofile wil! be used in validating RMS locations and
addresses.
2. 0 Integration and Interfaces
2. O. 1 Internal Police Systems
The system will interface with the following Police systems as described below:
2.0.1.1 PSSI’s "RESPONSE" CAD system to be implemented FY 98/99.
2.0.1.2 Property and Evidence Barcode System
Vendor: QueTel (http://www,quetel.com)
’Contact:Lyrme Black ~
Western Region Sales
1401 Shasta St.
Suisun, CA 94585
707-426-3673
The Department is currently investigating the acquisition of a Barcode
K:kRMS~P SSI-FINALL~COPE3 .DOC P 15 01/20/99
Evidence and Property Tracking System to facilitate the tracking of
evidence and property items. The proposed networked system by QueTel,
(NT) will be integrated with ICIS to avoid duplication of data entry yet
allow for the proper preparat.ion ofUCRs. QueTel will be responsible for
data transfer to ICIS.
2.0.1.3 CUFFS - Computerized Up-to-Date-Fast-File-System -
Vendor:CDB I.nfotech
Contact:Michael Hancock (mhancock@cdb.com)
Six Hutton Centre
Santa Ana, CA 92~/07
714.708.2000 x674
The, Del~artment, in a public-private partnership with Hewlett-Packard
implemented an optical imaging system in 1993. All police reports are
scanned onto optical disk and are retrievable bydate or case number on
police work stations,
The interface will provide the user with the following capabilities:
when reviewing a case in ICIS, ICIS will automatically search the
CLIFFS database for the case number
and display a flag (blinking button?) when the case numbers match
and entries exist in CUFFS
allow the user to click on the flag whereby a new, separate window
opens which displays the case folders and items available for
review from CUFFS.
2.0,2 External Police databases
2.0.2.1 SLETS - Santa Clara Law Enforcement Telecommunications System
Contact: Gil Villapana
Santa Clara County Data Processing
408.299.3196
The SLETS system is a criminal justice information message switch
provided by Santa Clara County. This message switch provides access .to
CLETS (California Law Enforcement Telecommunications System),
NCIC (National Crime Information Center), and other law enforcement
computers. SLETS is maintained by Planning Research Corporation
(PRC). The message switch operates on a Digital Equipment Corporation
(DEC) VAX cluster computers operating under the VMS operating
system. The switch is located on Younger Avenue in San Jose. ¯
Department staffusing ICIS will have the option to connect, review and
update databases available through SLETS without performing redundant
K:kRMSkPSSI-FINAL\S COPE3 .DOC P16 01/20/99
2,0.2.2
data entry.
CJIC-II - Santa Clara County Criminal Justice InformationControl
The CJIC-II system is a Criminal Justice information system provided by
Santa Clara County. The system operates on an IBM mainframe computer
that is provided for and maintained by Santa Clara County personnel. The
system is located at the County’s Berger Drive facility. The Department,
in addition to severaldirect connect terminals, has installed a 3270
emulation program on 10 of its workstations to access CYlC information.
Department staffusing ICIS will have the option to Connect, review and
update databases available through SLETS without performing redundant
data entry.
2.0.2.3
2.0.2.4
TFP - Booking Photo System
Vendor and Support: Printrak International Inc, Anaheim, CA.
Contact: Becky Houston
864-286-8889
The Department accesses the Santa Clara County Department of
Correction’s (DOC) booking photo data base via a dial up modem line to
San Jose to perform searches and photo line ups. One PC, runrdng NT3.5
is dedicated to this purpose.
Department staff using ICIS will have the option to connect, select and
review booking photos from their work stations.
PIN/AWS - Police Information Network/Automated Warrant System
The Alameda County PIN system is a Bay Area wants and warrants
tracking system administered by the Alameda County Sheriff’s Office.
The system will be replaced by AWS in late 1998. Integration for Santa
Clara County agencies will be the responsibility of the Santa Clara County
Data Processing Center.
2.0.2.5AFIS - Automated Fingerprint Identification System (Printrak, Int.) See
contact information above.
Santa Clara County is in the process of installing fingerprint workstations in each"
Police Department to allow for access to and entry into the County’s fingerprint.
Department staffusing ICIS will have the option to connect and review AFIS
information without performing redundant data entry.
(Scope to be determined)
2.1.0 City Systems
2.1.1.1 GIS-.Geographic Information System
Vendor: Graphic Design Systems, Englewood, CO
Contact: Dave Matson
K:kR.MS~SS IoFINAL~S COPE3 .DOC PI7 ,01120/99
City of Palo Alto Information Technology
650-329-2296
The City has implemented a GIS system to’ support rapid access to a wide
variety of City data and maps. Located on a DEC Alpha server running
open VMS the system will connect to an Oracle database.
Department staffusing ICIS will have the option to connect with GIS and
load information captured in ICIS to GIS to provide geographical statistics
for management and punic reporting, without performing redundant data
3.0 Data conversion requirements
The Department’s existing RMS contains invaluable data concerning police incidents,
information, which must be converted. See AppendixB for approximate data item record
numbers. PSSI will utilize data conversion programs to transfer existing information to ICIS. A
test run will be performed prior to final conversion to identify any potential problems with either
the hardware or software. Final data.conversion will occur just prior to switchover to ICIS.
4. 0 Training
The PSSI Training Coordinator will be responsible for ensuring that all documentation and
training needs of the City are met per the specifications outlined in this SOW. The training
phase may overlap several of the other implementation phases because training is needed on
different pieces of the total system at different times. However, this phase will include the
following training:
Administrative Training
PSSI will conduct administrative training for City personnel designated to set up the
administrative sub-systems of the P_MS systems. Prior to administrative training, existing
departmental data will be converted and available for training.
At the conclusion of this file building process, PSSI recommends that the City back up
the table data and send it to the PSSI office. At this time, the teclmical personnel assigned
to the’ project will review the table data and perform a table check. After successful
completion of this table check, the PSSI Training Coordinator will then work with the
City to schedule the End User training.
End-User TrainingS_Train the Trainer
The Department will select a group of individuals who will be responsible for the training
of the overall staff. The PSSI training program is designed to provide complete
familiarization with the systems functionality. Personnel will be trained on data entry,
K:LRMSkP S SI-FINAL\SC~3PE3 .DOC 01/20/99
editing, and inquiry capabilities. Formal classroom instruction will be complemented
with hands-on experience. Each participant will receive a manual providing an in-depth
description of all of the functionality contained in the system.
Training will be scheduled after the successful test of data conversion and prior to
implementation and will last approximately three days. The ICIS trainer will be on site to
perform all application training. The Department will be responsible fo# providing a
training room with computers for hands-on training,
In addition to the initial training provided with the proposal and implementation of the
system, PSSI offers follow-up training for the City’s future needs.
Support Services
PSSI will provide software support for the ICIS application software. After the warranty period
(1 year from acceptance) the City will enter into a maintenance agreement with PSSI.
5.1 Hardware Support
The City has contracted with PSSI to purchase, install, and maintain a records server as part of
the CAD project. This existing CAD contract wi11 cover maintenance for this server. The initial
warranty costs are included in proposed cost of the server. Any additional warranty costs will be
covered by the City. Once the warranty expires, the City will be responsible for renewing the
warranty, if desired.
5.2 Software Support
PSSI’s warranty agreement provides unlimited application sof’cware/interface software support
for 12 montt:~ following system acceptance. PSSI will provide the correction of reproducible
sofavare errors and enhancements released during the warranty period. Upon expiration of the
warranty period, the City of Palo Alto expects to enter into a support agreement directly with
PSSI for ongoing ICIS system maintenance.
PSSI will ensure that adequate support is provided during software upgrades, or similar
situations. PSSI will provide support to ICIS users during normal business hours (Eastern Time
8:30 a.m. to 6:00 p.m.) Monday through Friday, except holidays. Unlimited telephone and dial
up modem support will be provided, and PSSI will be onsite as necessary.
A modem located in Palo Alto will be available for remote diagnostics so that PSSI may perform
such diagnostics from their offices.
.5.2.1 Source Code
The source code for the system will be delivered to the City as part of the base
package. This source code is proprietary in nature and will be solely used by the
City. It will not reproduced or distributed by the City.
5.2.2 Program Product Update Releases
As part of the standard maintenance contract, PSSI will provide releases of the
.K:kRMS~PSSI-FINAL~SCOPE3.DOC P 1’9 01/20/99
ICIS software to the City free of charge. These new versions of sof’cware will be
updated and installed on a periodic basis and will help keep the Cii-y running on
the software as other customers.
5.3 Information Services
PSSI will act as the prime contractor to supply the software and services to implement ICIS and
perform the functions necessary to provide the functionality as outlined in this scope of~vork.
PSSI will further act as the prime in!egrator for internal City applications and external law
enforcement database access through ICI$, with the exception of QueTel’s Property and
Evidence system, which will be integrated by QueTel and any Other third party program as
deemed by the Department to enhance data collection and processing.
5.4 Users Group
The City expects to be actively involved with PSSI’s nationwide users group as the users group
plays a key role in determining what enhancements and software modifications will be included
in new releases. In addition, the group provides inputto PSSI about new products and
technologies they would like to see offered by the company. The group meets at least once a year
to discuss systemenhancements, modifications, suggestions, and public safety issues, in general.
6. 0 Documentation
PSSI will provide copies of the ICIS user manual to each participant in the training class. The
manual will contain a description of available, standard records management functions and
features with particular emphasis on the sections of retrieval and report generation.
Documentation wi!l also be available on-line for instant recall by the user.
7, 0 Roles and Responsibilities
The project will be planned for and maintained from the PSSI headquarters in Lanham,
Maryland. This office contains the technical, managerial .and customer support personnel that
will be assigned to this project.
P SSI will dedicate personnel to the project b eginrfing with the assignment of a Project Manager.
The Project Manager will be the City’s primary contact and will be responsible for the overall
implementation of the project. In addition to the Project Manager, the appropriate number of
Sog-ware Engineers, including those specializing in interfaces (if required), and a Training
Coordinator will be responsible for different aspects of the overall project plan. Below is a
general description of the personnel types assigned to the project and their associated
responsibilities:
7.1 Project Manager
This individual will be responsiblefor the total coordination of the project tasks and ensuring
that. all technical aspects of the project are executed both in a timely manner and according to
specifications. The Project Manager will be the primary contact for the City and will handle the
K:’uRMS~P S SI-FINAL~COPE3 ,DOC P20 0’1/20/99
daily activities associated with such responsibility. He Will oversee the project team, coordinate
the technical personnel assigned to the project, subcontractors, training personnel and any others
necessary to install the hardware and provide the necessary documents, training and sofhvare
functionality, as per the requirements.
7.2 Sofhvare Engineer
This individual, or group of individuals, will work under direction of the Project Manager and
wil! be responsible for the design, development or modification and the installation of the
application sofhvare proposed. These individuals will incorporate the user requirements into a
design document and will then implement these requirements.
7.3 Senior Systems Engineer/Analyst
This individual, or individuals, will be responsible for the advanced technical tasks associated
with the project. These responsibilities include the sofb,vare necessary to implement the
proposed interfaces.
7,4 Training Coordinator
PSSI’s Training Coordinator possesses the background necessary to understand and comply with
City’s documentation and training needs during the project implementation as well as coordinate
future needs. This individual will work with the Project Manager and the appropriate City
personnel to establish training schedules, produce training documentation and perform the
training as per the established requirements. The Training Coordinator will perform ICIS End-
User and administrative training. The Training Coordinator will also work with the City to meet
subsequent needs should they request additional documentation and!or follow-up training.
7.5 Software Engineer/Customer Support Specialist
This individual will be the primary contact after the system acceptance period of the project and
is responsible for the ongoing needs of the City by providing support during the maintenance
period. In addition, this individual wiil provide the City with any information and/or pricing
requested for enhancements and/or upgrades to the proposed system. This individual will work
with the Project Manager and technical staffthat was assigned to the project as well as PSSI’s
marketing peisonnel and Training Coordinator to provide this level of support.
8. 0 Installation and Implementation
The installation and implementation of ICIS is divided into project tasks and responsibilitie.s.
The following is the outline along with some of the tasks and/or responsibilities associated with
them.
8.1 Hardware Review
Insofar as the proposed ICIS server has been contracted for as part of the CAD project, PSSI and
the City will review the proposed configuration details prior to installation. This is to react to
changes in the industry that may result in modifications to the hardware as well as to insure the
K:hRMS~PSSI-FINAL~COPE3.DOC P21 01/20/99
City’s requirements for ICIS processing will be met,
After the hardware and software review sessions, PSSI will adjust the proposed implementation
schedule and plan if it is necessary and then present a final project plan and schedule the City.
8.2 Software Review
PSSI will provide the City with a copy of the ICIS sofbvare and a sample database for City’s use
by December 31, 1998. This initial software package will allow the City to become accustomed
to the application and provide PSSI with any concerns that may occur prior to the delivery of the
base package. PSSI will be present on site at least on two more occasions prior to base package
installation to allow PSSI to fully under.stand the City’s requirements, implementation issues,
and!or modifications required. Requirements documented after the meetings can also be
transmitted to PSSI via telephone and e-mails.
8.3 Software Preparation -.
During this phase, the dedicated PSSI technical staffwill perform the modifications necessary to
implement the functionality as outlined during the design review sessions. This phase of the
project, includes programming modifications for ICIS.
At the’ conclusion of this phase of the project, the proposed sol, are will be ready for
installation, testing and training. The majority of the sol, are preparation will be conducted in
the PSSI home office, however PSSI technical personnel will work closely with City personnel
to ensure the desired functionality is achieved.
8.4 Hardware/Software Installation
Upon the successfu! completion of the design and modification phases, PSSI technical personne!
assigned to the project will install the application sofb, vare. The sofb,vare installation may last at
least one week and PSSI personnel will be on site to perform these functions. Additional time
may be required dependent on the sofb, vare requirements requested by the Department.
8.5 Testing ,
This phase of the project entails a variety of tasks that will occur over various time frames.
These include:
8.5.1 Application Sof~are Testing
Upon completion of administration table building, PSSI will install and test the PSSI application
soft,rare. This is to certify the correct functioning of all base software and site-specific
modifications that were performed. Application software testing on the RMS systems will be
performed prior to the End-User training.
8.6 Data Conversion
The Department requires its existing data to be converted to the new format and databases. PSSI
will perform as many preliminary test conversions as required to identify possible problems and
conversion issues prior to a final data conversion at the time of system cut-over. PSSI will
’ K:~MS~PSSI-FINAL~COPE3.DOC P22 01/20/99
identify and notify the Department of the method of transferring existing data to be converted.
PSSI will work with the Depa~ment to map the data element by element from VT-PRISM to
ICIS and perform data’loads until the application process is satisfactory, data integrity is met and
a minimum of 95% of data is cleanly converted. ..
8.7 System Cut-over and Acceptance
The successful completion of this testing phase will si’gnify the availability of the system to "go
live." The City and PSSI will target a mutually agreed upon date and time of low activity to
pIace the system into "live" operation. This cutover should take place immediately after the
completion of End-User training so that the operators will be freshly trained and best prepared
for the transition. PSSI personnel wiI1 be present on site to help the City during this transition
phase.
Upon the system being placed into "live" operation; the System acceptance period will begin.
The purpose of this period is to demonstrate the operation, of the system for an agreed upon time
frame (generally 30 days) and meeting pre-defined system availability requirements. Upon
successful completion of this acceptance period, PSSI will consider the system accepted and final
payment will be expected. - .-
8.8 Warranty and Maintenance
The original technical personnel assigned to the project will support the system until the
successful completion of the system acceptance period. At this time, when all project
requirements have been fulfilled by PSSI, customer service personnel will take over maintenance
of the system.
9.0 Acceptance Criteria
Acceptance criteria for Phase I, ending July 1, 1999 will be coordinated by the City and PSSI
and agreed upon prior to software installation. PSSI will provide a formal agreement to the
acceptance criteria prior to installation.
K:~RMSkP S SI-FINALkS COP E3 .DOC P23 01/20/99