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HomeMy WebLinkAbout2001-10-23; City Council; 16399; Public Safety Computer System Contract Amendment. Page I o; Agenda Bill No. 1 b 13q 9 a- CITY OF CARLSBAD -AGENDA BILL AB# /lo! Aqc( TITLE: MTG. lo -a 3 0 1 RATIFICATION, AMENDMENT AND EXTENSION TO CONSULTING CONTRACT TO DEPT. 39 /ET ASSIST WITH REPLACEMENT OF PUBLIC SAFETY COMPUTER SYSTEM DEPT. HO. CITY ATTY. CITY MGR. q RECOMMENDED ACTION: Adopt Resolution No. am\- 3 a 2 ratifying, amending and extending a contract with Innovative Technologies Ltd., to provide consulting services to assist with the replacement of the City’s Public Safety Computer System. ITEM EXPLANATION: The City is in the process of replacing the existing computer system for Safety Services. In January of 2000, the City Council adopted Resolution No. 2000-20 awarding a contract for consulting services to Innovative Technologies Ltd. (“ITL”) for $200,000. The original scope of the contract was for a Computer Aided Dispatch System and Fire Records Management System and included the preparation of the RFP, assistance in selecting the appropriate system and the preparation of a draft contract pending vendor selection. That process is complete and the Public Safety Technology Plan Management Team has identified qualified system vendors and is prepared to begin contract negotiations. In addition, during the process it became clear that the City would benefit by amending the scope of the project to include a mobile data system, a Police Records Management System, field reporting, mapping, and a wireless infrastructure to support the mobile system rather than dealing with those additional projects separately due to integration issues. Therefore, the consultant’s work on the original contract included the expanded scope. In order to continue, staff wishes to ratify the additional services provided by the consultant and amend the contract with ITL to include the expanded scope as well as project management services for the implementation of the Public Safety Technology Plan. FISCAL IMPACT: The OO/Ol CIP budget currently has $1,795,428 for a new Public Safety Computer System. The cost for this amendment is $599,000 plus expenses, for a total cost not to exceed $658,900. EXHIBITS 1. Resolution No. &00 I- 32 & , ratifying, amending and extending the contract with Innovative Technologies Ltd. 2. Copy of original contract with Innovative Technologies, Ltd. 3. Amendment and Extension to original contract with Innovative Technologies, Ltd. 8 9 IO 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2001-322 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE RATIFICATION, AMENDMENT AND EXTENSION TO THE CONTRACT WITH INNOVATIVE TECHNOLOGIES LTD. WHEREAS, the current Public Safety Computer System needs to be replaced; and WHEREAS, the use of a professional consultant is required in order to facilitate this replacement; and WHEREAS, an agreement with Innovative Technologies Ltd. (“ITL”) was approved by Council on January 24, 2000, for professional services to assist with the replacement of the City’s Computer Aided Dispatch System and for a Fire Records Management System; and WHEREAS, during the process, the consultant and the Public Safety Technology Plan Management Team agreed that the City would benefit by expanding the scope of the project and the consultant services to include consideration of a mobile data system, a Police Records Management System, field reporting, mapping, and a wireless infrastructure to support the mobile system rather than dealing with the additional projects separately due to integration issues; and WHEREAS, ITL has performed their responsibilities satisfactorily to this point; and WHEREAS, ITL provided the services based on the expanded scope of work; and WHEREAS, the City desires to have the continued assistance of ITL with the contract negotiations, and project management services during implementation of the system; 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 23 24 25 26 27 28 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, as follows: 1. That the above recitations are true and correct. 2. That the Mayor is authorized to execute the Ratification, Amendment and Extension of the Professional Services Agreement with ITL in amount not to exceed six hundred and fifty-eight thousand nine-hundred dollars ($658,900), for consulting and project management services during the implementation of the Public Safety Technology Plan. t PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Council of the City of Carlsbad, California, held on the 23rd day of OCTOBER , 2001, by the following vote, to wit: AYES: Council Members Lewis, Kulchin, Finnila, Nygaard, Hall NOES: None ABSENT: None RESOLUTION NO. 2001-322 RATIFICATION OF AMENDMENT NO. 2 TO AMEND AND EXTEND THE AGREEMENT FOR PUBLIC SAFETY COMPUTER SYSTEM CONSULTING SERVICES WITH INNOVATIVE TECHNOLOGIES, LTD. This Amendment No. 2 is entered into the 3/g day of 6cB .AQ&LJ L’, ~200l-, but effective as of the 1st day of 2001 , ratifying the amendment of the agreement dated January 24, 2000 (the “Agreement”) by and between the City of Carlsbad, a municipal corporation, (“City”), and Innovative Technoloqies. Ltd. , (“Contractor”) (collectively, the “Parties”). RECITALS A. On October 24, 2000, the Parties executed Amendment No. 1 the Agreement to extend the term of the Agreement to October 24,200l; and to B. The Parties desire to alter the scope of work of the Agreement to include consulting services for the procurement and installation of a mobile data system, a Police Records Management System, and a wireless infrastructure to support the mobile data system. Some of these services have already been performed by the contractor without the benefit of an Agreement; and C. The Parties also desire to extend the term of this Agreement to April 30, 2004. D. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule which is attached to and incorporated in this reference as Exhibit “A” Scope of Services and Fee. E. The Parties desire to ratify any amended scope of work already performed by the Contractor without the benefit of this Amendment. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. The retroactive amendment of the Agreement is ratified. 2. In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor has provided, or will provide, those services described in Exhibit “A”. 3. City will pay Contractor for all work associated with those services described in Exhibit “A” in accordance with the payment schedule contained in Exhibit 1 City Attorney Approved Version #05.22.01 “A” in an amount not to exceed Five-hundred nine&-nine thousand dollars ($599,000). City will also reimburse Contractor for approved expenses in an amount not to exceed Fifty-nine thousand nine hundred dollars ($59,900). 4. Contractor will use his or her best efforts to complete all work described in Exhibit “A” by April 30, 2004. 5. All other provisions of the Agreement, as may have been amended from time.to time, will remain in full force and effect. 6. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. 7. The individuals executing this Amendment and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Amendment. CONTRACTOR (print name/title) ’ **By: CITY OF CARLSBAD, a municipal / . corpora6 of the State of G&ornia ATTEST: (sign here) (print name/title) City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a Corporation, Agreement must be signed by one corporate officer from each of the following two groups, *Group A. Chairman, President, or a ,’ , *(. r’ **Group B. Secretary, Assistant Secretary, City Attorney Approved Version #05.22.01 2 Vice-President CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney By: Deputy City Attorney City Attorney Approved Version #05.22.01 EXHIBIT “A” SCOPE OF SERVICES AND FEE 1. 2. Scope of the project is expanded to include a mobile data system (car-to-car, car-to-CLETS type transactions), a Police Records Management System (RMS), field reporting (report taking via a mobile computer installed in field vehicles), mapping (including mobile) and a wireless infrastructure to support the mobile system. The project will be implemented in phases. If negotiations with the vendor are unsuccessful, and the city does not proceed with the project using a replacement vendor, the city may terminate this Agreement upon tendering thirty (30) days written notice to contractor. Contractor will be paid for work performed to the termination date. If, after the completion of the Functional System Design Process, the city elects not to proceed with the project, this Agreement may be terminated with thirty (30) days written notice to contractor. If during any subsequent phase the City terminates the contract with the selected vendor and does not proceed with the project using a replacement vendor, the City may terminate this Agreement with sixty (60) days written notice to Contractor. The city may also terminate this agreement under the terms and conditions specified in the original agreement. In the event of termination of this contract, payments due consultant shall be pro-rated based on the project/payment schedule below. Section 1, Contractor’s Obligations and Project Assumptions shall be modified to include the following: a. Contractor’s obligations under the original contract were limited in scope to a CAD system and a Fire Records Management System. During the process, contractor and the Public Safety Technology Plan Management Team agreed on a change in the scope of work to include a CAD/RMS/Mobile data system as described in item #l above and contractor continued working under the expanded scope of work. b. Contractor’s obligations regarding contract development under Section 1 of the original Agreement were limited to assisting in the development of a draft 4 City Attorney Approved Version #05.22.01 contract for acquisition of a CAD system and a Fire Records Management System. Contractor’s obligations under this Amendment and Extension will be expanded to include assisting in the development of a draft contract for acquisition of a CAD/RMS/Mobile data system as described in item #l above. Additionally, contractor will assist the City in the reevaluation of other vendors, if requested. c. Contractor’s obligations regarding contract negotiations were limited to assisting in the negotiations process for the acquisition of a CAD system and a Fire Records Management System. Contractor’s obligations under this Amendment and Extension will be expanded to assisting in the negotiations process for the acquisition of a CAD/RMS/Mobile data system as described in item #1 above. d. Parties anticipate that the number of hours required from contractor to complete each phase will be as shown on the Fee and Payment Schedule in Exhibit “A.” Contractor shall provide a monthly accounting of services rendered, including hours spent performing the services, with each invoice submitted. When 80% of the time, per phase, has been reached, Contractor shall notify the City and shall then provide the City with weekly updates and accounting of services. If required by the City, Contractor will meet with the City to discuss whether any changes need to be made in Contractor’s allocation of services. If, in any two consecutive phases, Contractor exceeds the anticipated hours by more than 10% (not including time spent by Contractor’s support staff), then the parties will meet to discuss whether further amendments to this agreement are necessary. e. Supervise and assist as needed during the Functional System Design Process. City Attorney Approved Version #05.22.01 5 f. h. i. L k. I. Assist in the review of the vendor’s project deliverables as requested by the City. Assist in the review of invoices submitted by vendor to determine compliance with contract requirements and applicability for payment. Organize and facilitate project review meetings on a monthly basis. Assist in the review and monitoring of contract provisions and the change order process. Measure and evaluate project progress against the Project Plan on a continuing basis. Conduct an independent review of the vendor’s project plan and identify potentially problematic areas; provide suggested alternatives as appropriate. Maintain up-to-date project plan on Microsoft Project with associated tasks, subtasks, resource requirements, due dates, subordinate task identifiers, etc. m. Assist in the development of system test and acceptance plans. n. 0. P* 9. r. S. t. U. Assist the City and vendor(s) in project related activities as directed by the City. Coordinate liaison activities with vendors involved in the project. Coordinate/Facilitate inter- and intra- agency information sharing and cooperation of management and user groups. Define and monitor the support resources required for the project. Provide ongoing orientation for new Project Team personnel as requested by the City. Maintain project communications with members of the joint team. Interface with and assist the vendor’s software development team in the understanding of City needs, requirements and expectations. Monitor, manage and help all parties control “scope creep” throughout the life of the project. (Scope creep is defined as the unintentional expansion of the 6 City Attorney Approved Version #05.22.01 scope of work for the vendor selected including hardware, software and services). v. Assist in the Acceptance Review Sessions on project deliverables, w. Document deviations of the original plan and discuss with appropriate management personnel. x. Provide management supervision/overview of the appropriate sub- committees (i.e., conversion, interfaces, application design teams, QA teams, etc.). y. Assist in the coordination/supervision of installation activities (i.e., wiring, hardware, communication equipment, field unit equipment, third-party hardware, software and services, hubs and routers, etc.). z. Provide on-site assistance during the testing and go-live process. 3. All other provisions of the original Agreement shall remain in effect. City Attorney Approved Version #05.22.01 . FEES AND PAYMENTS The total fixed price fee for this Ratification, Amendment and Extension shall be $599,000.00 exclusive of expenses. Expenses shall not exceed $59,900, and shall be billed on a monthly basis as they occur. Payments due Contractor under this Amendment and Extension will be due and payable within 30 days of receipt of invoices as listed below: Phase Consultant Amount Event Hours 1 N/A $60,000 Upon Council approval of contract for services already provided on expanded scope. 2 216 $53,900 Completion of Draft Vendor Contract (including Scope of Work). 3 323 $80,850 Completion of contract negotiations with vendor. 4 431 5 216 6 323 7 216 8 216 9 216 $107,800 Completion of the Functional Specification Design Process. $53,900 Completion of installation and testing of the CAD System. $80,850 Completion of installation and testing of the Wireless LAN and Mobile System. $53,900 Completion of installation and testing of the Police RMS. $53,900 Completion of installation and testing of th.e Field Reporting System. $53,900 Final acceptance of entire CAD/RMS/ Mobile 1 Data System. City Attorney Approved Version #05.22.01 8