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City of Palo Alto
City l\-lanager's Report
HONORABLE CITY COUNCIL
AGENDA DATE: AprilJO, 1995 CMR: 194: 95
SUBJECT:
V.9tlfSI
CONTRACT WITH (''DB INFOTEK TO DEVELOP,
IMPLEMENT A!'ID MAINT..uN DOCUMENT IMAGING
APPUc::ATIONS FOR FIRE AND UTILITIES, AND TO MODIFY
AND MAINTAIN THE POLICE AND n.ANNlNGIBUD..DING
INSPECTION APPLICATIONS.
This report requests Cotmcil', approval of a contract with COB InfOld: (COB) 10 develop
two comprehellSive documenI imaging solutions for the Fire Department and the Utilities
-c-DepoutmentlWder.(Jas-WIS!c Water Divirlon and modify the existing two imaging solutions
for !he Fo5ce and the Planning DepartmellllBuilding Inspection, including !he necessary
bardwarc 10 imp1emcDt and maintain the solutions for an four applications IS spe.,"ified in
Bxhibit A.
1!rolMMENPATIONS
Staff rec:ommends thal Council authorize !he Mayor 10 ex"",.!c the cootract with COB 10
develop. mocIi.fy, implement and main!aiD documen! imaging applications roc Fire, Utilities,
Potice and PlanninglBuildillg Inspection in the amount of S174,OOO.
POUCY IMPUCATIONS
This report does no( propooc auy change 10 existing Cily polley_
TOOP!TIVE SJ1MMAItY
On February 24 1992, Council approved • contract wilh Hewlett Pacbrd (HP) for the
developmeDr of a Cilywidc op!icaJ =ords 'rul!illgemelll system, including hardware and
software 10 implement departmental document imaging systems in Police and Planning{
Buikfmg Inspection with e<panSion 10 oIbet depsrtmenrs in the future. The Police system
,.,tIS implemem.d in July 1992, and the Planning,'Bwlding Inspection ~cation WIS
implemented iR 0cI0bet 1992. Custom applications for the departments were developed by
HP programmen using Illformix database and Plexus programming i00i0.
CMR:IM:J5 he. 1 of 2
In 0cI0bcr 1993, HP IJUIO\Incod dill iI would no Jonp support or develop custom imaging
appficatioos, but use value-added rosellen. The City's account ..,as lranSferred 10 Plexus
for supp<rt. Plexus lIu since been purchased by Recognitioo. lnlcrnational Inc.
(Recognition) wI><> will support the Plexus programming Ioob but I!OI the aIStom .
appIicaIiocIs, excep« on a time and msterWs basis, and will oot develop additional
appIicaIiocIs.
iii FY 1994-9S. the City began working with COB 10 support the existing Police and
BuiIdin& InspccIi<)nIl'\ appIica!ions. COB is an 1III!horiz.ed HP and Recognitioc value
added parII>U. and is experienced in working willi stale, COOI!Iy and local governments 10
automalc and ~ re<Xl<\f keeping and documen\ston.ge, UBi"g c¢eal imaging ,.,ld
oIber technologies. CDB is l:nowIedgeable ()( the City'. existing appIicalioo code and is
quAlified 10 develop oddi!ional applications, whlcll leveraae the investment in the existing
appIicatioos and equipmcnl.
FISCAl. IMPACT
COB proJl<lOeS » provide development, modificatioD, implementation, aI'd maintenance
SC<Yice<I foe Fire, Utilities, Police and PlanninglBuilding Inspec60D including !be 1lai"cN..,.,
DeOOSSuy 10 implement the soIuliolls fOl' $174,000. Funding is avsilable in CIP 19011,
Records Management.
A1TACHMENTS
Coo!ract with CDB Infoltk
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SVSTEMS DEVELOPMENT AGREEMElII,
This SYSTEMS DEVELOPMENT AGREEMENT r Agreement") is
entered mto .. of the _ <lay of t~:i \ . 1995 b) mid between I.'>e Cit)
of Palo Alto, Calif<>mja ("City") and B lnfoIek, a Ca!ifurnia corporation with
principal offices at Six Huttoo Centre, Santa Ana, CA 92 707 ("CDB"). with
reference to \he following facts.
WHEREAS. CDB is experknced in public·private partners. .... ps pursuant
to whkh it assists siate and local governments with the automation and
computer'.zation of =<>cd keeping and ocher governmental ~.IIlctioo5; and
WHEREAS. City is in'.erestcd in implementing four comprebensive
document imaging soIutioos for its tire, utJlily, polk< and builamg departments
(each. 'Sys!em' and IOge1her, the 'Systems'); and
WHEREAS, COB desires 10 woo with City, and City wishes to make use
cftbe expenise of COB, in ooIer to deve1cp such Systems 00 \he terms and
subject.1O the oonditioos set !Onh herein.
NOW, THEREfORE, for varuable coosideratioo, the te<.Cipt and
sufli<:ienc-f o(which is hereby acknowledged, and inlending 10 be legally bound
bereby, CDB and City agree as fo!Iows:
I. Systm l)eydQpmecI City hereby retains COB, and COB agrees
10 provide ..,mees .. an inclependem contrac\or 10 City, in order 10 implemen!
the document imaging Systems (which shall coosisI 0( all =sazy hardware
and software components) fix Cily's fire, utJlity, police and building departments
according 10 !he specifications tberefor set forth on Exhibit· A' attached bereto.
2. fees for Seryjces In fuIi payment for \he equipment and scMces
provided by COB to City to estaI>rlSh lb. ~ Systems, City agrees to pay
10 CDB the sum of one hundre<! seventy four thousand doIlan ($174,000.00) (!he
'CooIrBc! Price"). l"1!y shall make payments 10 COB "l'gr<gafulg soch sum
according to the schedule set forth on Exhibit "B" attacbed hereto.
3. gi~bt$IoHa;dware and Softwm:. Upon completion oflhe
Systems by COB and acceptance of delivery thereoC by City, City shall become
!he owner of all hardware and ol all ",ftware object code delivered by CDB
bm:urnler, subject ooly k> such rights of !bird parties 10 ownership or object code .
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ti..-. disclcscd by COB 10 City prior 10 completion oflhe Systems. Upon
«>mp!ttioo ofins1al1.tion of !be Systems and """"J>Wl"e thereof by !he City,
CDB shall deliver a se'*<l cootainer 10 City in ",hicb a ~piete ropy of tlJe
Systems' soorc. cod. shall be depcsited. If CDS or its successors 10 this
Agr'.>emenI shlJ1 c= overdlion of its bus;""'. for any reason, lb. source rode
in such cootUne: sbaJl immediately be<0!De!be property of City and City shall
have !he penrumenl, !IOIlCxclusive right 10 owne:shlp and use of such sou.-oe
rode. During the period during whicb such sour"" code container shan be on
depo<iI with City, CDS shaII.havc the right 10 inspecI.uclt source rode a! all
reasonab~ time upon notice 10 City.
4. MnimrnAON: From and after !be date of completion, de!ivety, and
~ of!he Systems by City, CDS .ball uudMake, either d"1tealy or
l!ldirectIy Ibroogh ~ qualified subcon!raclor or subcontrac!oB, for live successive
one year periods subj ... -r to reru:wal by !he City ninety day. prior 10 tbe cud of
each suclI ODe year period, to maintain t'>e Systems, and Cq shall pay each
annual invoice of CDS Jbr such mainteoan<:e within thirty days 0( receipt
1hereol, pt"Q'ided that !he loW of all s'Jch invokes during "",,11 ""0 year period
shall !lO! exceed filleen percent (l S%) oftb. loW paid by City to COB kr the
a>Il"lpo!IcnCs of !he Systcnts installed by CDS, provided, however, I!lat ifCDB
shall certif'ythat the fair market vaJue of.ud! services exceeds such invoice
lOla!. City undertakes 10 refonn this Agreement 10 the extent necessary for CII)'
10 pay fair market value Jbr such sen-ie... Maintenance services 10 be Jl<O'ided
by or Ibroogh CDS shall include delivery of Systems documentation and
operatiooaI updates, and phooe·in consultation services during nonnal COB
business hours (l>-'.ooday through Friday BAM 10 6PM PacifIC Tune. exclucfUlg
holidays), willi oonnaI response time 10 be within ii>ur boors and resporu.c time
as 10 Drgenl mailers 10 be genezally within thirty minutes.
S. Umjt;;tjgp ofWarxantvrDamaiCO. COB shaJl undertake to <feveicp
and implernent Ibe Systems pursuant !o!he specifications set forth 00
ExIu"bn "A" here<>!. Except as ofuero.is< 0xpre$1)1 set fonl> herein, COB and
City agn:e that CDS makes 00 warranty whatsoever, expre .. or implied, with
respect 10 !he Systems, !heir operation or COB's design, installation, mainlenance
or coostru<::tK>n IhereoC, Including, w;thout funi1atloo, an)' wammty of
merchantability or fitness of auy System Jbr any particular purpose. COB and
City agree furtber that COO shall nO! be responsihle 10 City Jbr any failu.", cf any
software or hardware not designed and conslrU<:led by, and proprie1ary 10, <-'DB
that comprlse5 a portion oflhe Systems, and City expressly undertakes to pursue
ill remedies related 10 rallure thereof with !be original manufacturer and/or
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distr~ Iherwf and not with COB. COB undertzk .. to osslst Clty in all
reasonable n:spec:I3 with pursuit of any such claims. A.! a conditioo 10 COB's
a<UpIaDce oflhis Agreement, and as a material inducemenllo COB 10 enter into
l!>h Asr-ncnt. Cit)' agrees, 10 the extent not conlIal) 10 publk policies or
app1kable law as c!etennined by a coort of appropriate jurisdiction.lhat it ,ball
never pursue or ro1IecI frOm CDB, and hereby Irrevocably waives 10 !be exlenl
permitled by law. As righl '" collect from CDB damages in exces. of the
Coa!nlcl Price t."l be paid by Cit)' hereunder for any failure by CDS 10 pcrfurm
its ob6gatioos 10 Cit)' pursuant 10 this Agreen=! or foe any defect in the
Systems.
6. MlqDanCQlls•
(0) Nor.>ithstanding any oftbe previsions oflhis
Agreement, !be relationsilip of CDB 10 City shan be that of independent
conIrBc".or. No provisioo hereof shall be construed 10 imply !he forma1ion of a
joint venture, parblerShip, agency rel.tioosI:ip or Imy oIber joint rela6onshlp. and
neith ... party shall have the righl, power or authority \0 create any obligation.
express or implied, 00 behalf of the oIber wilhoot its expm;:; prior 90Titten
pennissioo.
~) This Agreement may be executed in ooe Ci more
C<lI.IIIleIpIIr each ofwhich shall be deemed an criginal, but all ofwhlch
Iogecber shall coosti!U!e one and !be same doCument.
(c) AH notices and otller communications given or made
pursuant hereto .ba11 be in writing and shall be deemed 10 bave been given or
made when delivered personally ()[ three business days aftet havlng been sent by
registered or C<:n.ified man (postage prepaid, retum receipt requested) or one
busmes, day after havIDg be"" sent by federal Express or oIber comparable
natlooalJy rec<'gr\izcd overnight courier serviu (receipt ~ lIS fo\lQws:
Iflo City, to:
Ditec10r of Infurm.tion Resou.rces
City of Palo Alto
2 SO Hamilton Avenue
Palo Alto, CA 9430 I
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If\<) COB., to:
COBlnfolet
Six Hutton Centre
San<.a An .. CA 92701
Attn: CbarIcs Rleokhoff
With a copy 10:
COB Infolek
Six Hulk", Centre
Santa Ana. CalilOrnia 92107
Ann: Paul X. Toll;'" Esq.
General Cctmsel
Iii or to such O!bcr per.iOIlS or al such O!bcr addresses as either party shall have
desiJ!llatcd by like noti<:e in writing 10 1M ot.'>er party.
(01) If any provisiOO oflhis Agreemenl shall be de.olared by
any coort of oompeIenI jurisdktioo 10 be illegal. void IlC unenforceable. all O!bcr
provisfuos of this Agreement shall not be affected and shaH remain in fun me
and effect . The beadings contained in this Agreemena are inserted for
convenience only and dQ not COIb"tirutc • part of Illis Agreemer.t. This
Agreement [m<:Juding Exhibits) coostilU!eS the entire agreement among the
parties hereto and S1.-persede all oIher prior and contemporaneous agreements and
un.lersW!dings. both written and oral, between the parties hereto. with respect 10
1M subj«:( mailer hereot:
(.) This Agre=e!l1 shall inure 10 1M benefii of and be
binding upon the parties h<:te1o and !he'd respective successors and assigns.
Neither this Agreement OOlany of the parties'righls, interests or obligatio ....
hereunder shall be assignable by elther party hereto without the prior ",,,!ten
c:oosent of:be o:ber party h<:telO. Any attempted assignment of this Agreement
in breack of this provision shall be void and of ll<l effect.
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IN WITNESS WHEREOf,1M parties hereto, by their duly alrthoriud
rq>r""""latives, hay. executed lhis Agreement as of the day and year first above
written.
City or Polo Alto, CllirOl'Dio CDBl.fot~k
By., ________________ __
Nmne:, ________________ _
l1t1e: Mayor
Approved:
Br.~ ________ ~--
Name:
Its: City Manager.
B;~ ______ __
Name:' __________ _
lis: DirecIor ofInfonnatioo Resources
Approved as 10 Form:
Br.~ ____________ __
Senior Assistant City Attorney
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Proposal
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City of Palo Alto
Optical Imaging Records
Management Project
Executive Summary
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TIU ptOpOHI between the City of Palo Alto and COS lnfotek Inco<po<aled ( ..
C6IIfomIa based ~) ""'I provide • comp!ehenslve soIutlon 10 the needs
d four city departments In the area of cIoc:ument imaging and 1'$eOfd$
IIIIIl'!agament The project as propoHd wlll ptOvlde KaMlng, s!onoge, viewing
ancf pMtIng of eleWonIe Images for 11M by city staff and the public as defIn<KI
for each 01 the depaltments. TheM ayslems wtD replace the current IT\IIIWal
filing and reccrda IIlIIM98mant systems In the fino and UtiliIIN departments.
They win a1~ utilize aome 01 the .mting 58 ........ and network hllRlwara and
aonwar. CiMTeIICIy used bY the Police and SUDding Tnapec:tion departmenls. As
part 01 the pro~ egrMment the PC software IeChnoIogy UMd for the .Jdsting
Ponce and SUlldlng department syslems wtn be augmented. The prc>ject's
aystemI' cSeveIopmenI apeclficalloM {&hIblt AJ 10 contained In the documen!lhat
loIIowI'thIs aumnwy. The pooject Is to be comp~ within Ihe next ~x months
upon ~ ecceptanc& of the $yBtems development aur--Il. COB Infotel<
will wor!c. wtth .taff Wf'I c10aeIy In developing appIk:at!oa prototypes UMdln
fullilllng It'e obIIgalions 10 the city.
The city refaInII the right 10 purchase the hardware .. specified on It'. own as
long as It r. compliant with the systems development speciflc&tlons. The I.bor
for lnilial documoInt load, for the newly on..fma deparlmGnts will be borne by
thoH individual departments.
Background
eun.ntIy, the lmagfng and record management $yBtems running In the PoIiee and
8uDcIIng Inspeclion Departments utilize equipment and eoftware ptOvidad by
mu/tlple vendors. SGme of the software r. maintained at • high cost ""th minimal
8Upport and VfW'1liflfe ftexlbi6ty from one of the primary vendors. All cosls lor
enhancements and correctiona are bOrne enllraly by the city.
Olher problematic Iesu .. with the curran! version of the system Include open
~ about long term support and continuing problems with !he speed of
the pt1nIIng .wsystem.
Btntf!t!
The propo8Od IMW SOIUClon will provide .. common pf&U'onn for all four Rty
departments kwoIwd In the project, ut!1~ up-to-date and _t effec1Ive
Con'Iputii( tecMoIogy. The cIty will have one primary and vary commlUe<l8lXKCe
(coa) to <hal wfth wIten NppO(t and malntImUICe '""" erf .. ,
Add'r1Ionai 8entfIta lnc:Iude:
AdCIItionaI mtlne not available In tile C\Kt'8<It .,.stem Intl<Jdl~ II
sptem wide fu: c.pabIllty Integratecllnlo 1M pr\maJy ~ 1« Clach
<feparfmtnt
1n1piO~ In 1M ~ of Ule prlntlnv .ubsyelem.
Beller cI ... teI' _very support.
The po«enUai 1« outsotRlng If UI. city fIn<Ia It -.fv1flltage8.
e.ttw CcnIrot over product fulurN.
0InIcI-. to 1M development fNmfor problem ~
AbIlIty to provide remote access 10 tile system.
Enhllllcelll8Cll of c:umJI1t eecurity feaIunIs wn-fuslbI ..
AblIlty to utJlIU some of 1M ."'stlng Rty hardwanr ( HP 9000 da\abeH ___ f«~).
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EXHIBITJJ
FEI!S FOR SERVICES
10% Upon <:O<>tA<lI1WI1lf
5% Upon II!e<ipI oi~
S% Upon ~ aldie PoIi<:c dep&_ app1k!ltion
1$% Upoo ~ oim. BWding !mpoc!ion departme!It applltAtion
I s% l1poa aocq>IIIICe oldie Fire 4epartment tpplicatioft
33% Upon ~aldle UIilitleo deparIinet.I appli<:ation
IS% Upoa pro;cot c<>ml>1eDoa'
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fFBATICIeI aF tIE lWEI! 1-..., .. AS 'IE!I maEn MY 1Pfi'UI •
... tATi ICJfIG: OF tMCELL.A.Tlar HZ _ .lnerT ,. PI8INt.
ary a' PI<UJ AI. TO
AnN: DWIAH NEFF
2!C ...... lONhE
PALOAl.TO CA _I
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