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HomeMy WebLinkAbout2011-04-26; City Council; 20516; AMENDMENT NO. 3 TIBURON INC COMPUTER SERVICESCITY OF CARLSBAD - AGENDA BILL 8 AB# MTG. DEPT. 20,516 4/26/1 1 POLICE APPROVAL OF AMENDMENT NO. 3 TO THE AGREEMENT BETWEEN THE CITY OF CARLSBAD AND TIBURON, INC. FOR COMPUTER AUTOMATEDSUPPORT SERVICES DEPT. HEAD-*^M^ CITY ATTY./^ CITYMGR. . ,u> — RECOMMENDED ACTION: Adopt resolution No. 2011-071 to approve and authorize execution of Amendment No. 3 to professional services agreement with Tiburon Inc. for support services related to the Police Computer Aided Dispatch and Mobile System. ITEM EXPLANATION: The Police Computer Aided Dispatch (CAD) and Mobile system maintains a database of all messages sent between computer terminals. Currently the CAD database contains all messages that have been collected since the system was installed in May of 2005. According to the City of Carlsbad Records Retention Schedule (0670-13), these messages should be retained for three years. With this amendment the City is purchasing additional support services from Tiburon, our CAD vendor, to remove all messages that are more than three years old and to create an automatic process that ensures that only three years of messages are stored in the database in the future. FISCAL IMPACT: On May 19, 2009, the City and Tiburon, Inc. executed an agreement totaling $34,161 for four months of support services for the Police CAD and Mobile system. The support services agreement was renewed through Amendment No. 1 for an additional year in 2009 for $94,861. The agreement was renewed again through Amendment No. 2 in 2010 for $99,604 to cover support services during Fiscal Year 2010-11. With this Amendment Number No. 3 for $8,944, the agreement total for the current fiscal year will be $108,548. Based on the Purchasing Policy of the City of Carlsbad, an agreement over 100,000 dollars must be approved by the City Council. Therefore the third amendment requires City Council approval. Savings in annual maintenance charges to Police for their software have been realized by Information Technology. As such, sufficient funds are available in the Information Technology Department Fund to cover this contract amendment. DEPARTMENT CONTACT: Maria Callander 931-2176 maria.callander@carlsbadca.gov FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED * D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D Page 2 ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code section 21065 and CEQA Guidelines section 15738, this action does not constitute a "project" within the meaning of CEQA and therefore, does not require additional environmental review. EXHIBITS: 1. Resolution No. 2011-071 approving Amendment No. 3 to Agreement for between the city of Carlsbad and Tiburon, Inc. for computer automated support services. 2. Amendment No. 3 to Agreement for Computer Automated Support Services. 1 RESOLUTION NO. 2011-071 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AMENDMENT NO. 3 TO 3 EXISTING AGREEMENT WITH TIBURON, INC. FOR COMPUTER 4 AUTOMATED SERVICES 5 WHEREAS, On May 19, 2009, the entered into an Agreement with Tiburon Inc. 6 [Tiburon], in an amount of $34,161, for support services that was effective February 19, 7 2009 relating to a computer automated system previously developed and implemented8 9 by Tiburon; and 10 WHEREAS, on July 27, 2009, the Parties executed a ratification of Amendment 1 1 Number 1 , in an amount of $94,861 , which was effective July 1 , 2009, that extended the 12 Agreement for one (1 ) additional year to June 30, 201 0; and 13 WHEREAS, on August 1 9, 201 0, the Parties executed a ratification of 14 Amendment Number 2, in an amount of $99,604, which was effective July 1 , 201 0, that extended the Agreement for one (1) additional year to June 30 2011; and 16 WHEREAS, the Parties desire to alter the Agreement's scope of work to add 17 additional services for deleting old messages in the CAD Message switch; and 18 WHEREAS, this Amendment Number 3 is for an amount of $8,944; and 2Q WHEREAS, with this Amendment Number 3, the total amount of the Agreement 21 for this agreement year will be $108,548; and 22 WHEREAS, the Purchasing Ordinance (CMC Chapter 3.28) requires City Council 23 approval for all contracts in an amount of $1 00,000 or more per agreement year; and 24 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 25 Carlsbad, California, as follows: 26 1 . That the above recitations are true and correct. 27 28 2. That the City Council of the City of Carlsbad approves and authorizes the Mayor to execute Amendment Number 3 to the existing Agreement with Tiburon for Computer Automated Support services. 4 5 6 7 8 '" 9 /// 10 /// 11 /// 12 /// 13 /// 14 /// 15 16 17 18 19 '" 20 /// 21 /// 22 /// 23 /// 24 /// 25 26 27 28 1 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council 2 of the City of Carlsbad on the 26th day of April, 2011, by the following vote to wit: 3 .. AYES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. 4 5 NOES: None. 6 ABSENT: None. s" 9 10 11 MATTMALLTMayor 12 ATTEST: 13 14 15 LORRAINE M. WOOD, City Clerk 16 17 18 19 20 21 22 23 24 25 26 27 28 r !•- *•>•-"L,. >'•*'<. *_: AMENDMENT NO. 3 TO AMEND AGREEMENT FOR COMPUTER AUTOMATED SYSTEM SUPPORT SERVICES TIBURON, INC. <yL<>This Amendment No. 3 is entered into and effective as of the <y<> _ day of <C _ , 2011, amending the agreement May 19, 2009 that was effective as of February 19, 2009 (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Tiburon, Inc., a Virginia corporation, having its primary place of business at 6200 Stoneridge Mall Road, Suite 400, Pleasanton, California 94588, (Contractor) (collectively, the "Parties") RECITALS A. On May 19, 2009, the Parties executed an Agreement for support services that was effective February 19, 2009 relating to a computer automated system previously developed and implemented by Contractor; and B. On July 27, 2009, the Parties executed a ratification of amendment number 1 that was effective July 1 , 2009 to extend the Agreement for one (1) additional year to June 30, 2010; and C. On August 19, 2010, the Parties executed a ratification of amendment number 2 that was effective July 1, 2010 to extend the Agreement for one (1) additional year to June 30 2011; and D. The Parties desire to alter the Agreement's scope of work to add services for deleting old messages in the CAD Message switch; and E. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated by this reference as Exhibit "A", Scope of Services and Fee. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1 . In addition to those services contained in the Agreement, as may have been amended from time to time, Contractor will provide those services described in the attached Exhibit "A". 2. City will pay Contractor for all work associated with those services described in Exhibit "A" a fixed price of eight thousand nine hundred and forty four dollars ($8,944). 3. Contractor will complete all work described in the attached Exhibit "A" within nine (9) months of signing this amendment. 4. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. City Attorney Approved Version #05.22.01 5. All requisite insurance policies to be maintained by Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment No. 3. 6. 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 *By: fcM (print naflWtitle) (e-mail address) *By: (sign here) (print name/title) (e-mail address) CITY OF CARLSBAD, a municipal corporation of the State of California City Manager or Mayor ATTEST: ->/ -7*—/xj*ftxW^j LORRAINE M. WOOD /I City Clerk (J 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 Vice-President *Group B. Secretary, Assistant Secretary, 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..ttorney City Attorney City Attorney Approved Version #05.22.01 EXHIBIT "A" SCOPE OF SERVICES AND FEE Scope Description Tiburon will delete old messages from the MSLOGGING, MSMESSAGE, and the MSLOGGING tables in the Message Switch (MSS/Ti). Once the cleanup is completed, Tiburon will develop a stored procedure and will schedule its weekly execution. Each run of the procedure will delete about one week of data thus keeping data for only the last 1095 days (three years). When this step is completed there will only be message switch records for the last three years in the database plus permanently stored records (referenced in CAD). The work described herein will be scheduled to commence at a mutually agreeable date and will be completed within nine months of the date of this Amendment No. 3. Tiburon Responsibilities 1. Prepare Project Plan and Schedule and submit to City for approval. 2. Prepare internal design documents. 3. Delete old messages from the MSLOGGING, MSMESSAGE, and the MSLOGGING tables in the Message Switch (MSS/Ti). 4. Develop a stored procedure and schedule its weekly execution that will delete one week of data thus keeping data for only the last 1095 days (three years). 5. Install the stored procedure in the client's test environment. 6. Assist the City in testing the stored procedure. 7. Correct any discrepancies in operation found during testing. 8. Install the stored procedure in the City's production environment. 9. One week after installation in the production environment, Tiburon will assist the City in verifying that the stored procedure has run correctly in the production environment. 10. If the stored procedure does not run correctly, Tiburon will correct any discrepancies found during testing and the procedure will be tested again after one week has elapsed. This will continue until the stored procedure has been verified to run correctly per the "Scope Description". Carlsbad Responsibilities 1. Designate a person to be the principal point of contact for all technical questions and administrative arrangements relating to this Enhancement Proposal. 2. Provide VPN access to Tiburon development personnel. 3. Test the database and stored procedure for conformance with the "Scope Description." City Attorney Approved Version # 05.22.01 Fee and Payment Schedule The fixed price fee for all services to be provided pursuant to this Amendment No. 3 is $8,944. The Tiburon Annual Maintenance Fee will not increase as a result of the services provided or the new stored procedure. City will pay Tiburon 50% or $4,472 upon assignment of a Tiburon Project Manager. City will pay Tiburon the remaining 50%, or $4,472, upon the achievement of the completion criteria listed herein. Completion Criteria This work will be considered complete when the database and the stored procedure have been verified to run correctly per the "Scope Description". Tiburon will provide the City with written notification that the stored procedure has been verified to run correctly in the production environment and the old messages from the MSLOGGING, MSMESSAGE, and the MSLOGGING tables in the Message Switch (MSS/Ti) have been deleted. If the City does not confirm completion with a sign off letter presented by the Tiburon project manager within ten (10) days of submittal of such letter, or otherwise notifies Tiburon in writing why completion sign-off has not been provided, any final invoice(s) will be issued and will be payable in accordance with the payment terms of this Amendment. City Attorney Approved Version # 05.22.01 <7