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.
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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;
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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
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“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,
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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
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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
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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.
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f.
h.
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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.
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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
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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.
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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.
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