Loading...
HomeMy WebLinkAbout25M - COMPUTER AIDED DISPATCH SYSTEM MAINTREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 8, 2009 TITLE: AMEND THE AGREEMENT FOR COMPUTER AIDED DISPATCH SYSTEM MAINTENANCE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 1S' Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to approve the attached amendment to the agreement with TriTech Software Systems for enhancements to the Fire Department's computer aided dispatch system in an additional amount not to exceed $49,475, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION On June 1St, Council approved an agreement with TriTech Software Systems for annual maintenance of the Fire Department's Computer Aided Dispatch (CAD) system. The CAD system dispatches emergency vehicles and transfers pertinent information to mobile data computers (MDC) located in the vehicle. This amendment provides the Fire Department with the capability for the CAD system to automatically assign the closest available vehicle to an incident, which provides for a faster emergency response time. The Fire Department recommends amending the agreement with TriTech Software Systems to install this enhancement to their CAD system. FISCAL IMPACT Funds are available in the Fire Department's Information Technology, Contractual Services - Professional account (acct. no. 0111534062300) in an additional amount not to exceed $49,475 (aggregate amount $174,056). APPROVED AS TO FUNDS AND ACCOUNTS: W "cw~l L i.(,~l,Gt Marc Martin Fire Chief Fire Department C~~L~ b` i1 '~L Francisco Gutierrez Executive Director Finance & Management Services Agency ~,° ..~ 25M-1 25M-2 SECOND AI~TENDMENT TO AGREEMENT THIS SECOND AMENI}ME3~1T TO AGREEI',tfENT, is entered into this day of , 2009, by and between TriTech Software Systems ("Consultant'`) and the City of Santa Ana, a charter city and municipal corporation of the State of California ('`City"). RECITALS A. The parties entered into that certain. agreement entitled, "Software Support Agreement," numbered A-200$-331 {hereinafter "said Agreement") by which Consultant has provided to the City computer software support for the TriTech Software referenced in said Agreement. $. 4n May 4, 2049, the parties entered into a Renewal of Software Support Agreement Amendment to said Agreement, numbered A-2009-OS7 thereinafter "First Amendment'"), which extended the term of said Agreement for an additional one-year term through May 3 i, 2010, and increased compensatip pay for services during the extended term. C. In accordance with the terms and conditions of said Agreement, the parties wish to amend the Scope of Services to include product upgrades, additional services, support and maintenance,. and to increase Compensation to pay for such products and services. WHERFO:RE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement and First Amendment, except those amended in this Second Amendment to Agreement, the parties agree as follows: l . The Scope of Services is amended to include the TriTech Proposal, attached hereto and as Exhibit A, and Statement of W'ark, attached hereto and as Exhibit B. 2. The Compensation term of said Agreement is amended to increase the compensation by a total amount not to exceed ~49,47~.00. 3. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. // // 25M-3 Ill WI"1'v~ESS WHEREQF; the parties hereto have executed this Second amendment to Agreement an the date and year Iirst written aba~-e. r~TTEST: PATRIC 1: ~ E. H EALY Clerk of the Council APPROVELI AS TO FOR1vI; Jt}SEPH W. FLETCHER City Attorney By: Teresa Judd Deputy City Attorney RECOiYINIENDED FOR APPROVAL ---.~ MARC MARTIti, Fire Chief CITY OF S.aiitiTA ANA DAVID N. RE~'vl City Manager CONTRACT{3R TriTech Software Systems Employer ID# 25M-4 o~.2aos i i C~-Cnt #`~nC: t ~ .58rita Mi ~ System • , CAb kiodvles Santa. Ana Fhe Depastenetst Sates order ~ TBD C#ient Purctsase Orc#er ~ ( d3S s Bsoacfway Santa Ma, CA 927'07 Cftent Purdsase Order Date; CtEent Cmstacti Dave Turner ~_ Contact Phsxse:l 714 Bd7 57'!7 Sb9p to: ContaQ ErrtaS Address:; dturn .sasstaanacaus __.._.._____ _..__...._..._,_._..____._.__~_. _._..._ [ Sarrse Csexiit Tames: ~ Net 30 from date of im0#ce Client Account ., Kees Sctrulte Project tdarsager~ ., oty Saina Category a loam tTnlt Pr#ce S f F~tend~3 Price i # _ i CAD ;unit tlfo~le zs+a0.oo 2,io0.0o ~ 2,SOO,00 ! i CAD iAuto Dis ch fstodtefe Zs,iw4.#io 25,000.00 zS,tioo.~ t 1 ! Sss ions Yeas Support & iiRaitsteesance 6,#}50.00 '- 8,050.00 ' 8,050.00 ~ i 1 Services ;Standard YtsiCAD Kapp Gonversipn Services i 14,000.00 id,00o.00 ! 14,000.00 1 Servicrs ;PwjectServices t,S25.00 t,S25.Q0I 1,925.00 I I Tatai: 3 49,d75.0o i i } TriTech CAD Soitwara 27,500.00 ! !TriTects interface Software ' 1TrsTech (Mobile Software ____ M-_ `-- i !E11Ailssd PtY SW - ~ 1.Support tfWYWi3sd Ply SW :Serbcoeetract _ i iTriTech Services ~ i5,S2s.00 ._____._.L-_ _, !TrtTecfiAmsualSupportdlMaintersarrce.~.__,~_-..___ --------i ~ _~_.___.--- ......i.....__._.~...._......_._..~_ ---~__..__.._,___ 050.00 6r ~ ! Subtotal; $ 49,475.00 $ aEstimated Sales Tax (State: CA ai 7.75°tij Taxable sales; 0.00 Sales tax rate: 7.75°.6 5 ! 'Estimated Shipping _ s Tatai: ; 49,475.00 ~ sox i Due on order ~ ~ ; ~ i 24 737.50 5056 i Due ors delivery of rtev+t GIS Conversion data set S 2d_7~7.se Total ~rl~t~~ 25M-5 _~~~-~ al av j ~!'~ , ( ~ at ~ "^R'~""' O~G YM~tl A 40R/ir trrlQll ~. For C'ORII ~ fRVt ~,3: ~ ~ ,~ y ~ CdllpOftlQ21 G A! CO~OCi~Ld Wll~l L1YQ OCq! lx.Ras ~ iT .....w.~.^.J +i~ l'! TrfT~Cl! $ ~IlYM1~EE i O (Y ~ . ltiLafl~ fl(OG65SM C~iC3Lp. ~31MQ CO[rAPOf[l11~'i CWI ~ CO~IQCiLlA Qn ~1 wig, ~ ~y~ ~~a~ ~ ~}~{ . xr~ ~M. O~Q~i al'.Tl'V~.~ ~ { ~ ~ ~ ~GiG.lj SQnfdtsi III' (~LL~'Ld. w11id1 `r!~ b! Nd4iCCi ~ liEfltEl CO17~JIi'~Cli Md tes~ig CflirgCJ. ies rni ri ech. .~ TriTech Software stems t3uotation issued ty: j tCenrteiti Schuke Phorra: ! 72© 374 39{30 PC# t3ax #k 67l~3 Daggs. TX 7526'{-t392 Emait: 1 ' ken.sch corn i i . . ~ i This t2uoiatimr is valid for 60 {sixt#/} Jaya and is sub~eQ to tha terms otyour TriTech 5ys~em F'urrisase Agtt. The.suitviare GCensu>4# Euass of the .System Purchase Agreement between TriTeCh and Cfiettt sha4 govern the additional TnTech sosttivare fic;errses pur#~ased here under. Support wiN be provided in accordance with ~e Software SuppoR Agreement between Tn'Tedi and the Ctief#. The quofsiEion infonnatlon is psnprietary and may not be copied ~' released other than iar the express purpose of selection and purchasel6cense. Any estimated sates arxtlot use tax has been calCUlafexi as of the date ~ qucstation and is provided as a Conveniesicx for budgetary purposes.. TnTeCh reserves the right to adjust and CdEect sales andior use tax ai the aduai date of invoicing. If your orgar~zation is tax exerrr~ ar pays state takes directly, then error to invoicing, your ~~ nwst provide TnTeCh with a copy ofi a rxxrer:t tax exerr~rtion Certificate issued by your state's taxing authority for the given jurisdiction. Travel and out-o~podcet expenses wfil lie invoiced as incurred, at actual Cost, Mess speCificafiy iterr~zed in the quotation. By signing below, you are Eradicating that you are auttron"aed to abiigate funds for your organtra<ion. To activate your order, check the appropriate box below and, either, {i} attach a ~oPY of ibis quotation to your purchase order v+diert h is ramitted to TriTech, oq {iii H no addPtlonai attthortzing paperwork is required for your orgarsization to accept and pay an invoice, sign bebw and fax this quotation to 858-799-7t1t5 or amaii to salesadmin~tritech.eom to IndicaRe yot~ a Purchase Orzier required and attached, reierenc~ P~ on invoice W4 PufChaSe C7rLfeF t0 invoice 4 Please check one of the f _ i ree to a sales tax. I am tax exam .Please Contact me it TriTech does not have rxrsent exam ksfonnation on file. ., ., i i C9ierst en Hama PrIM Name 'Title + i Chant Aufhortzed Represrnta!!vs [ ~ 1 ~ ? ~ ~ Signature Date ~ j !ClientAuthoriYed Representative ~- i i ~ ~ 25M-6 ~~~ ~€ ~~ ~~ ~' TnTech Software 5'ysberris C~a Modu~~ - Aid On Unit Swap Module Auto Dispatch Module Standard VisiCAD Mapping Conversion Servtces City of Santa Ana July 30, 2009 Statement of Work Copyright ~ 2009 TnTech Sotiware Systems Unpublished: Rights reserved under the copyright Iaw of the United States. ~~~ ^ [~ocumeri«t Cuntroi iMajQr Prajed Sta~ne~rt of wc~ic Date Version t7etaiis/Changes Aut~t~r ?/3fljtl9 V1.0 Draft #Vorm Craven 7/3Qj09 V2.(l Draft N~ Copyright tr? 2009 TriTech Software Systems -Based on SOW Template March 2009 Unpublished: Rights reserved under the copyright law of the United States. Confidential 25M-8 Document Control ..........................................................................................................................................2 Table of Contents .............................................................................................................3 1.1 Statement of Work ..........................................................................................................................4 1.2 Project Management Defnitions .....................................................................................................4 1.3 General Client Responsibilities .......................................................................................................4 1.4 Project F_xclusi~ns ...........................................................................................................................5 2 Overview of Project Deliverables ............................................................................................................6 2.1 {1}Unit Swap Module .....................................................................................................................6 2.2 (1) Auto Dispa#ch Module ...............................................................................................................8 2.3 Standard VisiCAl~ Mapping Conversion Services ............................_.._......_..........._..................7 2,4 Project Management Services ........................................................................................................7 2.5 One year Support and Maintenance ................................. ..............7 3 Change Management Process ...............................................................................................................7 3.1 Task Completion Reports ...............................................................................................................$ Copyright ~i 2409 TriTech Software Systems Unpublished: Rights reserved under the copyright law ofi the United States. Confidential 3 25M-9 1 C'ht~rview 1.1 Statement of Work In accordance with the terms and conditiaris of TriTech Software Systems {TriTech} System Purchase Agreement (the "Agreement"), this Statement of Work {50W) defines the Services and Deliverables that will be directly provided by TriTech Software Systems to-the City of Santa Ana hereinafter referred to as "Client". The .project will provide {1} Unit Swap Module, (1) Auto Dispatch Module and Standard VisiC,4D Mapping Conversion Services. This project description indudes the Services and Deliverables specified in sales order ~ TBD. This SOW will be the controlling document for the "Project". In some cases, the framework of Deliverables documented by this 50W for this Project is further defined through additional documents such as: VisiCAD Command Admin and User guides. 1,2 Project Management Definitions The following project management terms are used in this document. Since these terms may be used differently in other settings, these definitions are provided for clarity. a) Project Schedule means the schedule providing dates and timeframes for completion of tasks and Deliverables during the course of this Project. The Project Schedule is subject to change at the mutual agreement of TriTech and the Client as further discussed in this SOW. b) Project Management Plan means collectively the Communications Management Pian; Risk Management Plan; and Change Management Plan that provide the criteria for managing those tasks within the Project. 1.3 Genera! Client Responsibilities In addition to those Client responsibilities stated elsewhere in this SOW, the Client is responsible far: a} Electrical facilities (e.g., outlets, generator and other electrical infrastructure facilities) required far this project, including necessary maintenance. b} Cabling {e.g., power, network, interface and other electrica! and data transmission lines) required for this project, including necessary maintenance, c) Network/communications connections. {e.g., LAN/WAN, commercial wireless, telephone, VPN, and other voice/data connections), or ongoing networkJcammunications charges associated with installation, operation or support of the proposed system including the establishment and maintenance of security accounts. d) Configuration and/or programming of network routers, switches and bridges -this includes providing information to TriTech staff an any >irewalls within the overall network that the system will operate and necessary port access for the system to operate in accordance with TriTech documentation. e) Unless specified as a defined service to be delivered by TriTech, the installation, configuration, maintenance (including patch management and upgrades of Microsoft software required by the System. Copyright C~ 2UO9 TriTech Software Systems -Based on SOW Template March 21)09 Unpublished: Rights reserved under the copyright law of the United States. Confidential 4 25M-10 f) Unless specified as a defined service to be delivered by TriTech, the installation of servers into racks and the connection of such servers to network switches. g) Unless specified as a defined service to be delivered by TriTech, the configuration of machine names and FP addresses for servers to be utilized by the System. This includes joining the servers to the network and the assignment of security accounts as specified by TriTech documentation. h) Any hardware and third party software necessary for Implementing the system other than the hardware. and third party software listed in the Tr'Tech price sheet (Deliverables, Price and Payment) for the Contract. This will include workstations for the CAD system, network equipment, TDD equipment, performance test software, and the like;. i) Third Party Systems that the Client operates and which will be interfaced with as a part of this project. The Client Is responsible for maintaining and supporting these systems in good working order. j) The Client is responsible for managing the development by the third party vendor, which will be based on the TriTech's Application Programming Interface (API) documentation. The level of Integration between the two systems wilt be defined by TrlTech's API. The Client is also responsible for any cost associated with the development, or configuration of the Vendor side of the Interfaces. k) Consoles, furniture or fixtures as well as any modifications to install equipment used. for Systems or Subsystems specified by the Agreement into existing consoles, furniture, vehicles or existing facilities. Installation of Workstations into consoles, furniture, vehicles or like items, is the responsibility of the Client; 1) The timely review and approval Acceptance Test Procedures {ATP), ,Task Completion Reports (TCR) and/or other project documentation as further defined in this SOW. 1.r4 PCO]$C~ EXCIUSiQtI1S Work, software, services, hardware, Systems, Subsysterrts, product/software modifications or any other deliverables riot explidtly stated in the Agreement will not be included In the Project. The number and type of software licenses, products, or services provided by TriTech or its subcontractors are specifically listed In the Agreement and any reference within this document as well as Subcontractors' SOWS (if applicable) does not imply or convey a software, license, ar services that are not explicitly listed in the Agreement. Changes in scope will only be executed through a mutually agreed upon Change Management Process, as described in the Project Management Plan. Copyright ~ 2009 7rtTech Software Systems Unpubfrshed: Rights reserved under the copyright law of the United States. Confidential 25M-11 ~ Qverview of Project t~ve~°ables This project will provide the following Products and Services. 2.1 {1) Unit Swap Module Unit Swap Recommendation provides additional vehicle recommendations to the dispatcher when units become available after the initial dispatch. Far example, the dispatcher may assign an engine that is ten minutes away using initia! assign, Five minutes Later, a significantly closer unit becomes available and provides significant response. time savings. The system will alert the dispatcher that the newly available unit might be closer than the already dispatched unit,. 2.2 {1) Auto Uispatc~ Module Auto Dispatch can allow VisiCAD to determine the optimum units to be dispatched to an incident and dispatch those units automatically without user Intervention. Please note that Unit Swap & Auto Dispatch operate with aserver-based architecture. For Command 4.4 and earlier, these components cannot be co-located with the other interfaces. These functions are running constantly and require significant processor capacity, These components can be co-located an teh VisNet LV'eb Server. Qtherwise a dedicated server{s) are required, which will be subject to server configuration and testing charges. If these components are installed on new hardware, it is the client`s responsibility to perform basic server preparation for the CAD Modules. Basic server preparation includes placing the servers in the racks, joining them to the existing domain, with the Domain Controller in place, and establishing remote connectivity capability {VPfiJ and Remote Desktop) for authorized TriTech personnel to perform configuration. These activities will be coordinated between TriTech and the Client IT staff and assistance will be provided by TriTech's IS team as required. If the Client is not willing to complete the basic server preparation, this task may be performed by TriTech or TriTech's subcontractors at additional cost. a. TriTech Responsibilities i, Remotely enable Unit Swap Module 'si. Remotely enable Auto Dispatch Module.. iii. Provide VisiCAD Command Administrative and User guides. b. Client Responsibilities i. Perform site preparation, as specified in TriTech`s Platform Planning Document. {if necessary) ii. Provide TriTech with all necessary configuration documentation which includes machine name, FP address, Administrator Account Information, naming convention, and connectivity as prescribed. Copyright G 2049 TriTech Software Systems -Based on SOW Template March 2409 Unpubrished: Rights reserved under the copyright law of the United States. Confideniiar 6 25M-12 2.3 Standard 1/is~CAl(~ Mapping Conversion Services TriTech will perform a Standard Mapping Data Import that provides maps for VisiCAD Command and VisiNet Mobile Systems. a. TriTech Responsibilities: i. Perform a GIS Conversion and installation of the mapping data into the system. b. Client Responsibilities: i. Provide data in the required format, and per Project Schedule. This data must include: 1) Centerline data; 2) response areas; 3) viewableJcosmetic layers. ii. Make needed changes to mapping data to allow the resulting 6I5 data to supported applicable licensed Software functions. iii. After initsal GIS conversion, assume responsibility for updating the data using TriTech provided GIS toots to ensure that data is up to date for Go Live. 2.4 Project Management Services TriTech will appoint a TriTech Project Manager as tfie principal TriTech contact who will be responsible for managing the implementation and Configuration of the project deliverables within the framework of the Agreement and this SOW.. The Project Manager is involved in the Project beginning with the SOW development and continuing through Project completion. The Project Manager will organize Project status calls with the Client`s Project Manager as needed to report on the progress of the project deliverables. The Project manager will engage other technical resources such as a GIS Analyst, and Technical Services staff in the project as necessaty. 2.5 one year Support and Maintenance 3 Change Management Process The purpose of the Change Management Process is to manage any significant changes to the Project as described in this SOW or related documents as referenced within the SOW, These changes may include, but are not limited to a modification to Project scope, Standard or Custom products' functionality, TriTech and Client's identified roles and responsibilities, Project payment terms, and modifications to the scope or delivery location of services within the Project. All significant changes must be documented through the Change Management Process. The type of documentation needed will depend on the nature and significance of the change. Changes that do not affect Project effort or do not incur additional cost may only require a Change Control Document. Additional deliverables or Project deletions in terms of Software and services will require a mutually agreed upon Change Order. Copyright ~ 2009 TriTech Software Systems Unpublished: Rights reserved under the copyright law of the United States. Confidential 25M-13 a. TriTech Responsibilities i. Change Orders will be prepared for submission to the Client when material changes to the SOW are required. ii. Where Project changes require Engineering-level modifications, TriTech will perform requirements capture necessary to prepare required documentation including a HLEE or an OSD for Client review and approval. iii. Where Project changes require Engineering-level modifications, Client wiN be informed of the delivery mechanism (version and schedule). b. Client Responsibilities i. When applicable, the Client will identify the services or deliverables that will be subject to a Change Order, per the Agreement between Bath patties. ii. When applicable, the Client will identify changes to features or functionality related to CAD, Mobile, Interface or any other Subsystem that will require a change order. This process may also include participation with the requirements process. i1i. Client will approve and process Change Orders as in a timely manner. 3.1 Task Completion Re~rts As part of the Project controlling process, upon completion of significant milestones and or tasks, TriTech will submit a Task Completion Report ("TCR"~ to the Client The TCR serves as a forma) tool for the purpose of verifying with the Client that work has been completed according to the requirements specified within the SOW andJor related documents. TCRs are presented to the Client by Trt-l`ech's Project Manager far signature. Some TCRs may trigger a Project payment, in accordance with the payment teens within the Agreement. Upon execution of a TCR that is tied to a Project payment milestone, the Client will receive an invoice from TriTech's accounting department which must be paid based an the terms and cartditians of the Agreement. a. TriTech Responsibilities i. TriTech will prepare and sut}mit TCRs for Client's signature upon completion of the applicable task. b. Client Responsibilities i. Client wild process TCRs within a five (S) business day period from the time of receipt less any challenges to the validity of the report. ii. In the event that Client disagrees with a TCR, Client shall submit to TriTech a written explanation detailing why the Client believes that the subject of the TCR andJar tasks have eat been completed in accordance with the Agreement or this SOW. Such notification from the Client shall be provided to the TriTech Project Manager within five (S) business days of receipt of the TCR. Copyright ©2449 TriTech Softrware Systems -Basest on SOUV Template March 2449 Unpublished; Rights reserved under the copyright law of the United States. Confideniiat 8 25M-14