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Karch 21, 1991
THE HONORABLE CITY COUNCIL
Palo Alto, California
CQNSIUtTANT AGRBE;JfD.."1 WITH THE WARNER GROUP -PREPARATION OF h LAW
ENfORCEMENT AND CONSOLIDATED PISPATCHING INFORMATION MANAGEMEtl_~
fL!lH
Members ot the Council:
RepOrt in Brief
This report requests that the council authorize the Mayor to
execute an agreement .ith The warner Group in the amount of $49$680
to provide consultant &ervices for the development of a law
enforcement and. consolidated dispatchlnq information management
plan. FUnding is included in fiscal year ~990-91 capital
Improva.ent Program (19109}.
Background
The public safety function is an information-intensive. environment.
CUrrent technology allows for access and tiJaely retrieval of
information from a variety of s~~ces to assist police officers~
fire fighters, dispatchers, investigators. and managers in
providing quick, responsive service to the public.
The Police Department's current automated system is approximately
seven years Old. Obtained through a qrant recei-"ed from the.
California Office of Criminal Justice Planninq's Career Criminal
Apprehension Program. tbe system was successful in meeting the
immediate goals of the Department. The software, when initially
purchased in 1983 was the only one available 'Which operated on
Hewlett-Packard computer equipment. 1~e current law enforcement
system utilizes three separate, non-integrated software packages
resultinq in unacceptable data retrieval times. limited manaqement
reports, restricted crime analysis and investigative management
capabilities, lack of property and evidence inventory tracking
controls, and the unavailability of a computer aided dispatching
capability fot' Police, Fire, Utilities and Stanford University. In
addition, the system does not allow access to criminal information
froa local, county, and state computer sys~ems airectly from patrol
vehicles.
usa of COD$ultant
DUe to the complexity of the project, consultant services are
needed to review and identify current police. Fire, Utilities,
PUblic Works and Stanford dispatching and police records management
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practices; define current and future informational requirements;
identify alternatives that ~eet the requirements; and prepare a
cost/benefit analysis on current and provert technoloqies av~ilable
that meet tti£Se. alternatives. The goal of the project is to
provide tbe City Council I m6nagers, and users with adequate
technical information to analyze ~nd evaluate the varied approaches
for improving police and dispatching information management
processes and to assist in determination of whether or not to
i~plemp~t system options.
The consultant will be required to perform thQ following tasks:
la Prepare a detailed project plan b>ased on preliminary
discussions ~ith staff and a preparatory analysis of the
current automation systeJll4 This plan shall address
orqanizatiol'lal objectives and needs as they relate to
City ~nd departmental goals.
2. Identify current and anticipated informational require
ments and needs in the Police department.. cliispatching
requirements in the Fire, utilities, Public Works
Departments and Stanford University and prepare a
requirements definitiGn report.
3. Assist staff in determining and prioritizing the Police
Department's information management and dispatchinq
needs, develop eValuation criteria, and review available
and proven technologies and products.
4. Conduct a .feasibility study to provide the City with
ad~~ate technical inform~tion to analyz~ and evaluate
altarnative solutions for improving police and dis
patching information management and dispatching
processes~
5. Prepare a cost. berlefit analysis report th~t identifies
the costs and benefits cf the feasible options.
This project viII provide the City with sUfficient information to
determine the potential of implementing a law enforcement and
consolidated dispatching info~ation system. All phases of this
project vill be reviewed by the Information Resources Department to
ensure consistency with the City's informational goals.
Upon completion of the first phase described above, and pending
approval of fundinq for subsequent years as outlined in eIP 19109,
staff wili negotiate vith The Warner Group to assist the Department
with other anticipated phases of the project and will return to
council for final authoriz.ation. These additional phases may
inclUde the preparation and issuance of a request for proposal
(RFP) for software and equipment based on detailed requirements and
contract neqotiations with selected vendors.
CMR: 196:91
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Page Three
rhis project was included on the list o~ 1990-91 consultant ~ork
suhmitted to the Pinance and Public Works {Y.PW} Commltt~e in July
1990. The Committee did not select the project for further F*PW
review.
Rre Propes.
In conformance vith the City's consultant selection process.,
requests .for proposals were sent to fifteen firms. Five firms
responded and were revieWed in accordance with the City's selection
procedure for professional consultants. The ~ive firms included:
The Consulting Group, Redvood city
Far West Consulting, Los Altos
Hewlett-Packard l Mountain View
XPMG Peat Harwick, Sacramento
The Warner Group, Woodland Hills
Based. on the written proposals, interviews were conducted~ The
Warner Group ViliS selected a5 the most capable consultant to
complete the City's requirements for thia project~ Their selection
was based on the rating as detailec:l in the UP. The criteria
included costs, an understandinq ot the project~ pr~vious
experi£oce with computers and needs analysis of law enforcement and
consolidated dispatching systems, and the ability to cOmplete the
project within the city's ti_e oonstraints~
Recommend@:tion
Staff recommends that council approve and authorize the Mayor to
execute the attached agreement, in the amount of $49 .. 680, with The
Warner Group to provide consultant services for the development of
a Law Enforceaent and Consolidated Dispatching In:tormation
Management Plan.
CMR:196:91
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AGREEMENT BY AND BETWEEN THE CITr OF PALO ALTO
AND THE ~~ GROUV
~OR LAW ENFORCEMENT AND CONSOLIDATED ~ISPATCBING
UtFORHAUOlf KJ.>lAGEnn PLAlI
THIS AGREEMENT is made and entered into this ____ day of =:-:-...-..". 1.991., by and between the CITY OF PAl..O J\LTC, a
municipal corporation of California, hereinafter referred to as
·CITY,· and THE WARNER CROUP (Taxpayer Identification Number 95-
3645727}, a Cali.fornia corporation, \lith offices at 5950 Canoga
Avenue, Suite 600, 'Woodland Rills, CA 9136'1, hereinafter referred
to as .. CONTRACTOR" ;
~ N E S S ! T N,
WHEREAS, CITY' desires certain services in conjunction
with obtaining a laW' enforcement and consolidated dispatching
information management plan; and
'ir."HEREAS, CI'l'Y desires to engage CON'I'R}.CTOR to proviQe
these services by reason of its qualifications and expe~ience for
per.forming such services, and CONTRACTOR has offered to provide the
requlred services on the terms and in toe manner set forth berein;
NOW 1 THEREFORE I in consideration of their mutual
covenants I the parties hereto agree as fallows:
SECTION 1 -DEFIN~TrONS
1.1 ~ity
The term "City· as used in this Agreement shall mean and
include all the territory lying vithin the municipal boundaries of
the City of palo Alto, California~ as presently existing, plus all
territory ltI'hich may be added thereto during the term of this
Agreement by a~~exation cr otherwise.
1.2 Citv Manager
'l'he tenn ·~ity Manager tt shall :mean the duly appointed
City Manager of th~ City ~f Palo Alto california l or his
designated representative.
1.3 city Attq~
The term ·City Attorney~ shall mean the duly appointed
City Attorney of the City of Palo Ai to, California, or his
designated representative.
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The term ·city Clerk-shall mean the duly appointed City
Clerk ot the city of Palo Alto, Califor-nia l or her designated
representative ..
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1.5 Risk Manager
The term "Risk Manager" stlall Irlean the duly appointed
Risk Manager of the City of Palo Alto, California, or his
designated representative.
i.E project
The term ·Project~ means the services described in
Exhibit ·A~ entitled ·Scope o{ Project·~ attached hereto and made
a po.rt hereof by this reference.
SECTION 2 -PROJ~CT COORDINATION
2.1 ~ity
The city Manager sh~11 be representative of CITY for all
purposes under this Agreement. PETE HAZARIA..li is designated as the
PROJECT MANAGER fot' the City Manager, and he shall supervise the
progress and execution of this Agreement.
2.2 contractor
CONTRACTOR sha.l.l assign a single PROJECT DIRECTOR to have
overall responsibility for the progress and execution of this
Agreement for CO~nnRACTOR~ DAYID N. BOWEN hereby is designated as
the PRWEC'l' DIRECTOR for CONTRACTOR. Should ciz-cumstances cr
conditions subsequent to the execution of this Agreement require a
substitute PROJECT DIRECTOR for any reason, the PROJECT DIRECTOR
designee shall be subject to the prior written approval of the
PROJECT MANAGER.
SECTION" 3 -DUTIES OF CQN'rRACTOR
3.1 Serv lc-e.s to be FurnisnJ!.d.
CONTRACTOR shall provide all specified services as
set forth in Exhibit -AB.
J.:2 Laws to .pjL..9bseryed
CONTRACTOR sha 11:
3.2.1 Procure all permits and li<:"enses~ pay all
charyes and fees~ and give all notices ~hich may be necessary and
incident to the due and ]awful prosecution of the services to be
performed by CONTRACTOR under this Agreement;
J. 2.2 l<eep itself fully informed of all existing
ann future federal~ state, and local laws, ordinances~ regulations:
orders~ and decrees 'Which may affect those engagoed or employed
under this Agreement, any materials used in CONTRACTOR's perform
ance under this Agreem.ent" or th~ code of the se.:.-vices under this
Agreement~
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3~243 At all times ob$erve and comply with, and
cause all of its subcontractors and employees, if any, to observe
and comply with, all of 5aid laws, ordin~nce$, regulations, orders
and decrees mentioned above; a~d
).2." Immediately report to the PROJECT ~AGER
in vriting any discrepancy or inconsistency it discovers in said
lavs, ordinances, requlations, orders, and decrees mentioned above
in relation to any plans, drawings, specifications, reports,
computerized or hard copy files and records, or prc~isions of this
A9r~ement~
3.3 Release of ReRQrts and InfOrmation
Any re~rts, information, data or other material given
to, or prepared or assembled by, CONTRACTOR or its subcontractors,
if any, under this Agreement ~hall be the property of CIT¥ and
shall not be made available to any individual or organization by
CONTRACTOR or its subcontractors, if any, without the prior written
approval .of the city Manager.
3.4 Copies of Reoorts and ):nformati~
If CI'l~Y" requests additional copies of any repcrts 1
studies, records or any other material which CONTRACTOR is required
to furnish in limited quantities as part of the services under this
Agreenent, CONTRACTOR shail provide such additional copies as are
requested and CITY shall compensate CONTRACTOR for the 'costs of
duplicating of such copies at CONTRACTOR's cost.
3.5 Final Report
CONTRACTOR shall provide CITY with five {5) copi<!s of the
final Law Enforcement and Consolidated Dispatching Master Plan
report requi~ed under this Agreement upon ccmpletion and acceptance
of the report by CITY.
).6 ~_~tions of Contxactor
CONTRACTOR represents that it is qualified to furniSh the
services described under-this Agreement. As evidence thereof,
CONTRACTOR warrant.s that one or more members of employees o:f t.he
~irm are licensed ~y the State of California and that the services
~o be provided under this Agreement will be performed by them or
under their supervision.
SECTrON .( -COMPENSI\T.l.9.N
For-the full performance of the services described herein
by CONTRACTOR, CITY shall pay CONTRACTOR a total su~ not to ~xceed
Forty-Nine Thousand Six Hundred Eighty Dollars ($49,680.00j,
payable within thirty (30) days of submission by CONTRACTOR of its
Itemized billings in triplicate, in accordance with the attached
Fee SChedule J marked Exhibit ·8-and ~ade a part hereof by this
reference.
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~~ 5 -DUTIES OF CITY
CITY shall pro .... ide all specifio?C! S'ervices or facilities
as set forth below:
5.1 While CONTRACTOR provides services at CITyr S police
department in conjunction -with the Agreement, facilities and
equipment, including office furniture, telephone and access to a
facsi:aile machine and copier, that 'Will allow' CONTRACTOR to perfcnn
the services required under this Agreement in an efficient and
timely manner.
5.2 Necessary access on a timely basis to personnel in
various CITY departments for intervie~s. questions, consultati0n,
document revie~ and other forms of partici~tion in the Project.
S.3 Prompt notice to the CONTRACTOR whenever the CITY
observes or otherwise becomes aware of any defect in the services
or deliverables provided under the terms of this Agreement~
S E'CT.I ON 6 -'l'ER'"
The services to be perfo~ed hereunder shall commence on
Karch 18, 1991 .. and shall be completed b1t June 28, 1991. in
accordance with the Project Schedule set forth in Exhibit ~A~~
SECTION 1 -'l'E!1YORARY SUSPENSION
The city Manager shall l".ave the aut.hority to suspend thi~
Agreement, wholly or in part, for such period as he de~ms necessary
due to unfavorable conditions or due to the failure on the part of
the CONTRACTOR to perform any provision of this Agreement~
.S.~JON 8 -EXTENSION Q.E.._':I'.~R7.{
In the event t.hat the Eervices called for under this
AgreeI!1.ent are not cOIr.pleted within the time specified above, the
City Ma~ager shall have the option to extend the time for comple
tion. This paragraph dooas not preclude the recover:)' of damages for
delay by either party .
.s_~CTION 9 -TER1UJ"IATJON OR SUSPENSION Q:LnA.g.REEMENT
9.1 BJ.ght to Suspend nQ __ r_T.enninate
Tne city ¥.anager may suspend or terminate this Agreement
'Without cause by giving thirty PO) days I '.rritten notice to
CON~RACTOR. Upon receipt of such notice~ CONTRACTOR shall
immediately discontinu~ his performance under this Agreement.
CONTRACTOR lr.ay terminate this Agreement or suspend 'Wark
on the project upon thirty (30) days' ~ritt~n notice to CITY, but
only in the event of substantial failure of perfonnance by CITE" or
in the event CITY abandons or indefinitely postpones the Project •
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Upon such suspension or termination by CITY. CONTRACTOR
shall be paid tor all services actually rendered to CITY to the
date ot such suspension or termination; provided, ho~ever$ if this
Aqreement is suspended or terminated for' .fault of CONTPJ\CTOR, CITY
shall be obliqated. to cc:mpetl:$ate CONTRACTOR or.1y for that. portion
of CONTRACTOR's services ~hich are of benefit to CITY~
Upon such suspension or-tenlination, CONTRACTOR shall
tUrn over to the City Manager immediately any and all copies of
studies, computer tapes., sketches., drawings, comput2.tions, and
other data .. whether or not completed, prepared by CONTR.b.CTCR or it.s
subcontractors, if anYr or given to CONTRACTOR or its subcontrac
tors, if any, in connection ~ith tbis Agreement. Such ~aterials
shall become the permanent property of CITY.
9 .. 4 Delays
CONTRACTOR shall not ~e held liable for delays in th~
Project caused sole~y by CITY's failure to perform its obligations
under this Agreement in a timely manner. In the event that the
Project Schedule is delayed by ~cr~ than thirty {30} days, caUSed
solely by CITY's failure to perform its cbllqations in a timely
manner, CONTRACTOR shall have the right to request a revie~ of the
Project Schedule and the scope of the services under this Agree
ment. Such review shall be conducted. with the. Project Manager and
other necessary CITY officials and ~ay result, if mutually agreed
upon in writing, in a formal revision of the Project Schedule~
~ECTION 10 -INDEPENDEb~ JUDGMENT
Failure of CITY to agree with CONTRACTOR's independent
findings, conclusions, or recomm~ndations, if the same are called
for under this Agreement, on the basis of differences in matters of
judgment shall not be const-rued as failure on the part of CON'fP.AC
TOR to meet the requirements Of this Agreement.
SECTION u.....-ASSIGNMEN'Tj SUBC0tlTRACTQRSj EMPI.OYE~,:Q.
1~~ 1 Assigrun_~nt
Both parties shall give their personal attention to the
faithful performance of this Agreement and shall not assign,
~ransfer. convey, O~ otherwise dispose of this Agreement or any
riqbt, title or interest in or to the same or any part thereof
without the prior .Titten consent of the other party. and then only
subject to such terms and cot'lditions as the other party may
require~ A consent to one assignment shall not be deemed to be a
t'"..onsent to any subsequent assiqnments~ Any assigrunent without such
approval shall be void and. at the option of the other party, shall
terminate this Agreement and any license or privilege granted
herein. This Agreement and any interest herein shall net be
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ass.i9n~ble by operation of law without the prior 'Written consent of
the other part 'i ..
11. 2 Subcontract.Q.!:'i
It is agreed that this Agreement is for the perscnal
services o£ CONTRACTOR and cannot be performed by any other person
or or9aniz::ation~
11.3 Subcontractors: Emp19ye~_~
CObi"'l"P.ACTOR shall be resPQnsible for employing: or engaging
all persons necessQcy to perform the services of CONTRACTOR
hereunder. No subcontractor of CONTRACTOR ~ill be recognized by
CITY as such; rather, all subcontractors are deemed to be employees
of CONTRACTOR, and it agrees to be responsible for their perform
ance4 CONTRAC'I'OR shall give its personal attention to the
fulfillment of the provisions of this Agreement by all of its
employees a~ sUbcontractors, if any, and shall keep che work under
its control. If any employee or subcontractor of CONTRACTOR fails
or refUses to carry out the provisi·-:>":'J.s of this Agreement or appears
to be incompetent or to act in a disorderly or improper manner, he
shall be discharged immediately from the work under this Agree~ent
on demand of the PRO.JEC1' MANAGER.
SECTTotl 12 __ -NOTICES
A~l notices nereunder shall be given in writing and
mailed, postage prepaid, by certified mail, addressed as .fol1ofols:
To CITY: Office of the City Clerk
250 RaII'.il ton AVenue
Palo Alto, CA 94301
To CONTRACTOR: Attention of the PROJECT DIRECTOR
at the address of CONTRACTOR :ceocited above
In accepting this Agreement, CONTRACTOR covenan~s that it
presel':.tly-has no interest, and shall not acquire any interest,
direct or indirect, financial or c;thervise, 'Which would ccnflict in
any manner or degree ~ith the performance of the services here
under. COliTAACrOR further covenants that, in tn.e perfonnance of
this Agreement, no subcontra~tor or person having such an interest
shall be employed. CONTRACTOR certifies that no or.e who has or
will have any financial interest under this Agre~rnent is an officer
or employee of CITY. It is expressly agreed that in the perform
ance of the professional sEr.rices required under this Agreem.ent
CONTRftCTOR~ and any of its s~bconsultants or employees, shall at
all times be considered independent contractors and not agents or
employees of CITY.
§,,&.QIJON 14 -T.NDEMliIIT'l
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CONTRACTOR agrees to indemnify. defene! and hold narmless
CITY, its otficers~ agents and eftlployees from .any al.d all demands,
claims, or liability of any nature, including death or injury to
anY' person, property daIraage or any other loss, caused by or arising
out of CONTRACTOR'sr its officers'. agents', sl..:.b::ontractors' or
employees' negligent acts, errors, or omissions, or villful
misconduct, or conduct ~or ~hich the law imposes 5t~ict liability
on CONTRACTOR in the performance or failure to perform this
Agreement.
SECTIO~ 15 -WORI<t:RS' COMPENSATION
CONTRACTOR, by executing this Agreement, certifies that
it is aware of the provisions of the I~bor Code of the state of
California '-lhich require. every employer to be insured against
liability far workers· compensation or to undertake self-insurance
in accord~nce with the provisions of that Coda, and ~ertifies that
it will comply with such provisions befcre commencing the perform
ance of the work of this Agreement.
SECTION 16 -INSURANCE
16.1 Insur~nce cpverage
OONTPACTOR, ~t its sole CDst end expense, shall obtain
and maintain, in full force and effect throuqhout the entire term
of this ~greement, the iJ"lsuran-ce coverage describe.d in Exhibit "C",
attached hereto, insuring not only CONTRACTOR and its subcontrac
tors, if any, but also, vith the exception of ~ork~rs' compensation
and employer's liability insurance, CITY, its officers, ,gents and
,employees, and each of them, with respect to activities and
services performed by CONTRACTOR for or en behal f of CITY under-the
provisions of tbis Agreement~
16.2 certific~te§ of rn~urance
Certificates of such insurance, preferably on the fo~s
provided by CI'l'Y", shall be filed 'iorith CITY concurrently "-ith the
execution of this Agreement OL# .ith CITY's approval, within ten
(10) working days thereaft~r~ Said certificates shall he subject
to the approval of the CITY Risk Manager and shall contain an
endorsement stating that said insurance is primary coverage and
will not be canceled or altered by the insu~er except after filing
with the city Clerk thirty (30) days' prior vritten notice of such
cancellation or alteration~ and that the city of Palo Alto is named
as an additiol'l_3l insured (except in policies of professional
liabili ty insurance). Current certificates of su-ch insurance shall
be kept on file at all times during the term of this Agreement with
the city Clerk.
SECTION 17 -"'YQrTS
CONTRACTOR agrees to penr,it CITY to audit, at any
reasonable tiae during the term of this Agreement and for three (l}
years thereafter, CONTRACTOR'~ records pertaining to matters
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covered by this Aqreelt1.ent.
such records for at least
Agreement.
CCNTRAC'l'OR f·J.rther ag-rees to maintain
three (3) years after the term of this
SECTION 18 -AGREEMENT J3INDING
The terms, covenants, and conditions of t~is Agre€~ent
shall apply to, and shall bind, the heirs, successors, executors,
adl!inistrators, assigns., and subcontractors of both parties.
SECTION 19 -WAlVE...B_~
The waiver by either pa~ty of any creach or violation of
any term, covanant, or condition of this }.greernent or of any
provisio~, ordinance, or law shall not be deemed to be a waiver cf
any other term," covenant, condition, ordinance,. or law or of any
subsequ~nt breach or violation of the same or of any other teTro,
covenant, condition, ordinance, or law 4 The subsequent acceptance
by either party of any fee or other tilOney which lnay become due
hereunder shall not :be deem.ed to be a Vlaiver of any preceding
breach or violation by the other party of any term. cQvenant.. or
condition of this Agreement or of any applicable laW" or ordinance.
The prevailing party in any action brought t.o enforce the.
tenus of this A9reement or arising out of this }o.greement JI'Iay
recover its reasonable costs and attorney fee5 expended in
cormect.ion with such an action from the other partY4
SECTION 21 -):,"0 IMPLIED WAIVER
No payment, partial paynlent, acceptance, or partial
acceptance by CITY sball operate as a waiver on the part of CITY of
any of its rights under this Agreement4
No discrimination shall be cade in the employment of
pe:s~ns under th.ts Agree"I!'.ent because of the race~ color, natiol"lal
orlgln, ancestry, religion 0::-sex of such person. If the value of
this Agreement is. or may b2. Five Thousand Dollars ($5,000) or
more, CONTPA~rOR agrees to meet all requirements of the Palo Alto
Municipal Code pertaining to nondiscrimi'1ation in employment and to
complete and submit the "Co:t:lpliance Report--Nondiscrimination
Provisions of City of palo Alto Contracts· on the form furnished by
CIT¥.
If CONTRACTOR is found in violation of the nondiscrimina
tion provisions of the st~te of California Fair Employment
Practice.s Act or similar pro·.risions of federal law or executive
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order in the performance of this Agreement, it shall thereby be
found in material breach of this Agreement. Th~reupon~ CITY shall
have the power to cancel or suspend this Agreement, in ~hole or in
part, or to deduct from the amount payable to CONTRACTOR the sum of
Twenty-Five Dollars ($25) for each person for each calendar day
during which such person ~a5 discriminated against, as damages for
said breach ef contract, or both. Only a finding of the state of
California Fair Employment Practices commission or the equivalent
federal agency or officer shall constitute evidence of a violation
of contract under this section~
If CONTRACTOR is tour.d in violation of the :lcndis
crimination provls~ons of this Agreement or the applicable
affirmative action guidelines pertaining to this Agreement,
CONTRACTOR shall be found in material breach of this Agreement.
Thereupon, CITY shall have the power to cancel or suspend this
Aqreement J in whole or in part, or to ded.uct fro'!lll the amounl
payable to CONTRAC'l'OR the SUll1 of TWo Hund~ed Fifty Dollars ($250)
for each calendar day durinq vhich CONTRACTOR is found to have been
in such noncompliance as damages for said breach of contract, or
both.
SECTION 23 -AGREEMRll'l' CONTAINS ALL
UNDERSTANDINGS' A!gNDHEIIT
This document represents the entire and integrated
aqreement. between CITY and CCz..'TRACTOR and 5upersedes all prior
negotiations, representations, and agreements. either written or
oral. This document may be amend.ed only by written instrument,
signed by both CITY and CON'l'AACTOR_
SECTION 2.4 -GOVERNING LAW
This Agreement shall be qoverned by tbe laws of the state
of California ..
IN WITNESS WHEREOF, the parties hereto have executed this
Agreement the day and year first above written~
ATTEST:
City clerk
APPROVED AS TO FORM:
Assistant City Attorney
APPROVED:
Assistant City Manager
9
CITY OF PAW ALTO
Mayor
Taxpaye~ Identification
Number 95-3645727
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Diractor ot Finance
RisJt Kanaqer
APPROVED AS TO CONTElIT:
Police Chief
Attacr.lllents:
EXHIBIT -A"':
EXHIBIT "8":
EXHiBIT Ire"':
SCOPE OF PROJEC'r
FEE S CHE DULE
INSURANCE
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EXHIBITA
SCOPE OF PROJECT
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The public safety function is an information·intensive environment. Curren[
technology allows for access and timely retrieval of info..-mation from a variety of
sources to assist police officers, fire fighters, dispatchers. investigators, and managers
in providing quid<, responsive service to the public. The objectives of this projetl
are to review and identify current police, fire, utilities, public works and Stanford
dispatching and police rerords management pt"3c:tkes, define current and future
informational requL..-unents, klentify alternatives that meet the requirements, and
prepare a cost/benefit analysis of the curren, and proven technologies avaHahle to
meet these alternatives.
Contractor shall pedorm the following services under this scope of wo<k:
TASK J • IDENT1F!CA770lV OF SCOPE AND PROfEC1' TASKS
CJW«;tipr
• Prepare a detailed project plan for the srudy and develop guidelines to
administer the project
Conduct a detailed planning' session with the project team and key
individuals to verify project'. scope, organizational goals and objectives,
and to dis<:uss interviews, staff resoun:es, timeframes, logistics and
support requirements
Prepare • project plan and timeline
Hold a kickoff meeting with appropriate Departmental personnel to
introduce The Warner Group and project team and provide an overview
of the project
• Develop an agreed-upon format fo< bi-weekly status reports
• Hold hi·weekly meetings to r",iew the status of the project and discus.
issues, ideas3 alternatives and next steps
Identify functional are .. to address
• Identify key i."dividuals, groups to interview in preparation for Task 2
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DooIjrrrphlq
Detailed project plan
• Project schedule
• Departmental interview list by name and functional area
Project kkkoff meeting
Wrinen bi-we-...kly starus reports
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TASK 1 • REQUIREMENTS DEiFlNmON
• Identify current and future needs in 1M (onowing areas:
Dispatching foe Police, Fire, Utilities, Public Works departments and
StanfunI University
Infonr.ation nee<ls of t~ Police Department
• Rmew eJdsting documentation including policy and procedure manuals,
G.O. manuals, .te. to obtain background information on the CWTeI1t
systems and procedures
Conduct intf'rviews, task observations and administer questionnaires as
required throughout the user community to obtain a t.':Iorough under·
slaDding of procedures and woddlows as well as CWTeIlt and future n.e<ls
and requirements. Interview no more than 7S individuals in up to 20
interview sessions.
• Identify problem areas where paperwoek "bottIenect<s" occur or where
htiormational needs are not being met
• Conduct a Technology Seminar at an appropriate point in the study to
discuss the current state-of·the-art and applications 'Of public safety
teclmology
Review the pr=t equipment and software and assess the future role or
potential replacement of each major component
• Identify Interlaces needed to existing City systems
• Analyze potutial changes in woddlow and probable impacts on depart·
mental work groups
Review and discuss application priorities with tM project team and
document the results
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TASK 2 -REQUIREMENTS D13FINffIQN (~
Draft a user requirements doanr..en1 that mdudes the folk>wing applica
tion areas:
Computer-aided di>-patclt for police, fire, utilities, public works, and
Stanl'ordUnivernty
Polke =O<ds management
Polk. administration of penonneJ and training records
Polke office automation. incl~ work processing, graphics, <lesk·
top publishing, e1e<:tronic mail, report completion, report approval,
report tracking, report processing, report !toni", and report retrieval
Police integrated directed patrol
Police integrated crime analysis
Police mobile data communications
Police integrated vi&<> imaging, storage, and transmission
Interview 7S people;" 20 interview sesnons
• Teclmology Seminar presentation and handout
Requirements Definition ~ that includes the fonowing:
Assessment of present equipment and software
Major data flows and processes
User application needs -major features, capabilities and reportS
Peripheral equipment needs
Workflow cltanges impacted by automation
Interfaces
Time-phased application priorities
Interview guide and DOtes
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TASK 3 -EYALll"770N OF HdRDlfAJlE .iNP SOF7lf.1l<1\
Identify potential vendors who would be eligible (" r""eive a Request for
Proposal
• Develop, on a joint basis with the City project team, the criteria to be
used in evaluating potential vendors. Such factors as wUque Depart
mental requirements, siu of equipment, location of support, refere:nees,
and records of prior SU<XeSS in similar environments would be consU!ered
Resean:h the latest product and software offerings in the public safety
marketplaee
Discuss with City leam each potential vendor and prepare a list derailing
the mI5On5 for inclusion
Report containing the suggested vendor list and supporting detail
•
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rASlC 4 -EEASIB/LlTYS1VPY AND CQSTIBENEflTANdLYSIS
• Evaluate the various alternative approaches and re<:ommend, with appro
priate j\lstifieation, the best 2PProa<h to meeting the Department's needs.
Define the benefits, advantages and disadvantages of each viable alterna·
tive. Petfonn an economic analysis of ..... -11 viable alterr.ative.
Maior Sub-t4tb
Consider various alternative tec:hnical approaciles including:
Centnlized versus distnbuted processing
Use of redundam or fault tolerant computers
Pacbge JOftware YeJSUS custom development
Interfaces with external systems such as enG, CLETS, PIN, E9·1·1
and other agencir.s
Int"!<l-tion with MDTs and/or laptop ckYic ..
Personal computer versus minicODlp1!ter-based applications
~tion with other City HP systems
Data storage options, including opti<:aI disk and microfiche
1Iideo imaging 'e<hnologies for documents and photos
Evaluate each potential altematM! in view of the Department's require
ments; available technology; and time, reso= and budgetazy con·
$traln!s
Identify areas of information management processing which could be
improved with minor changes in procedures or organiz.ation
Develop a re<:ommended general design foe fr", proposed new systems,
including optional systems in order of Departme!1lal priority
• Develop a plan for the organizational a"d staffing support needed to
implement and maintain the recon-.mend systems
Prepare a cost/benefit analysis that will allow management to make
informed decisions regarding the costs and expected benefits, including
non.quantifiable benefits, of the recommended approach
•
TASK 4 • FWIBlLI1YSlVDY AND roS11BENElUANALYSlS (ConJimud)
• ~ • c:omprehensive final uport incorporating all 0{ Contractor's
fi:Idings and ar.alysi5 as Jisred ab<we, including the requirements defini
tion, evaluation 0{ bnrdware and software, and feasibility study/cost
benefit analysis
• Discuss and incorporate City staff. review CO!11llleI\ts int" the final report
~t to City and Depanm.ental management and to the City Council as
directed by L'Ie I'1'Oject Mana~
Eecnomic analysis worksheetS 0{ viable alternatives
Five copies 0{ the draft version 0{ the Law Enl"=ement and Consolidated
Dispatching Master Plan for City staff to review and comment
FiV<! copies of the final version 0{ the Law Enf01<ement and Consolidated
Dispatcbing Master Plan which incorporates staff comments from draft
version
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Consultant shall perform its services under
this agreement in accordance with the
following work schedule:
Week Beginning
MdjorTasks
'" 4/' "" "" "" 3/f SIU "'" 5IU &'J .."
Takl:
JdDdifiaztiDrl Of Scope
ANI Prajer:t Tasks
Tak2:
kquirements Definition
Tak3:
EtlflllUJtion Of HArdware
ANlSoftwctn
Tak4:
ft»tJiln1ity StJdy Ami
(Atl Bemfit An4Iysis
Firud Acuptima Of
MIIsItt plJDl (By 6{25/91)
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MASTER PUN PA.YMENT SCHEDULE
I
EFlriPiJ8
FEE SCfff.LULE
Milestone Professional
Payment Delivernble< Fees
Taskl Proj""1 Plan and Schedule
Depa, .. rnell1>ll Interview List $ S,.OOO
Project Kkkcff Meeting
Task 2 IUoquirements Definition Report 12,900
Task 3 Vendor Evaluation IUoport 6,000
Task 4 Delivery at draft Master Plan 10,000
[mcludes tust1>11ity study
and costlbenefit analysis)
Task" Final acceptance of Master Plan 4,500
• • ActuaJ. out-<>f-pocl<el e>:pecses
not 10 eXceed: 8200
TOTAL i12~
fees foe e.adl nilleslone are payable upon accep~e of eaclltask delivetllb!e and
submission by «>ntJaClot of itemized billings in triplicate
• ktual out-of-pocket expeIISeS to include """",nable mvel. lodging, telephone,
copying (Of: 6'1< dlaft Master I'lan reports and five final reports, and report produc
tion.
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CERTtACA TDJF INSURANCE 1/1" /'11 "\,1
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TH" cunlf'lCAn IS ISSl)fD AS A .... lTE. OIIHFORIII'''T'ION ONi.;, ANti
, CONFERS ... O APQHTS UPON THIS t:IERlIF ICAn; ).,-olDUt, THIS CERtlt'CATIE
; DOE'S NOT AMEND, IU'flEND OR ALtE:FI THE CO'w'E'RAGf AFfOA{)E.c 8'" 11'1£
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COMPAHIES AFFOADfNG COVERAGE
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CEflTlflCJltE MCH.D£ft CANCELLATION
(;11-, t1f 1'410 Aha roJ let' OfoI'~rt"('lIt
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PLEA.9E nEil!.> IT c"nErULlY .
ADDlnONAl INSURED-OWNERS, LESSEES on
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