HomeMy WebLinkAboutReso 1988-13421 RESOLUTION NO. 13421
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA
VISTA APPROVING AGREEMENT BETWEEN THE CITY OF CHULA
VISTA AND RAPID ACTION ASSOCIATES TO DEVELOP A DATA
PROCESSING MASTER PLAN FOR THE PUBLIC SAFETY SERVICES
AND AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT
The City Council of the City of Chula Vista does hereby
resolve as follows:
NOW, THEREFORE, BE IT RESOLVED by the City Council of
the City of Chula Vista that that certain agreement between THE
CITY OF CHULA VISTA, a municipal corporation, and RAPID ACTION
ASSOCIATES to develop a Data Processing Master Plan for the Public
Safety Services
dated the 19th day Of January , 198 8, a copy of which is
attached hereto and incorporated herein, the same as though fully
set forth herein be, and the same is hereby approved.
BE IT FURTHER RESOLVED that the Mayor of the City of
Chula Vista be, and he is hereby authorized and directed to
execute said agreement for and on behalf of the City of Chula
Vista.
Presented by Approved as to form by
.J. irector Th~H~arr~J, City
o u lc e y Attorney
0374a
ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
b. ,JLA VISTA, CALIFORNIA, this 19th day Of January
19 88 , by the following vote, to-wit:
AYES; Councilmembers McCandliss, Nader, Malcolm, Cox, Moore
NAYES: Councilmembers Hone
ABSTAIN: Councilmembers None
ABSENT: Councilmembers Hone
~ ~ City of Chula Vista
ATTEST L
' City tierS'
' 'E OF CALIFORNIA )
COUNTY OF SAN DIEGO ) ss.
CITY OF CHULA VISTA )
I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California,
DO HEREBY CERTIFY thor the obove and foregoing is 0 full, true and correct copy of
RESOLUTION N0. 13421 ,ond that the some has not been amended or repealed
DATED
City Clerk
OF
CHUtA VISTA
CC-660
AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND
RAPID ACTION ASSOCIATES TO DEVELOP A DATA
PROCESSING MASTER PLAN FOR THE PUBLIC SAFETY SERVICES
WHEREAS, the City of Chula Vista (hereinafter "City" )
desires to contract for professional services for the purpose of
developing a data processing master plan for the public safety
services in Chula Vista, and
WHEREAS, Rapid Action Associates (hereinafter
"Consultant" ) is an experienced consultant in preparing public
safety information systems for agencies throughout California.
WITNESSETH :
City and Consultant do hereby agree as follows:
DUTIES OF CONSULTANT
1. Consultant shall develop a data processing master
plan which addresses:
A. The types of operational issues and costs which
would be involved with processing the records,
management/management information system on the
City's Burroughs system.
B. The technical issues and costs involved with
interfacing the CAD computer and software system
and City Burroughs based records management/
management information system.
C. The cost effectiveness of processing the records
management/management information system on a
separate computer other than the City's Burroughs
system.
D. The effectiveness of managing and possibly reducing
the total public safety data processing cost by
combining the Cad and records management/management
information system into a single procurement.
2. The scope and objectives of the Data Processing
Master Plan to be prepared by Consultant:
A. Determine needed modifications and improvements to
present procedures and identify potential records
management computer applications.
-1-
B. Conduct a comprehensive needs assessment to define
the applications which would satisfy the present
and future records management and management
information system requirements of the Chula Vista
Public Safety Departments These applications
should facilitate the collection of information as
close to the point of origin as possible.
C. Determine the implementation priority of each
computer application.
D. Consider the feasibility of integrating and/or
coordinating a records management geofile with the
CAD geofile.
E. Determine the best approach for minimizing the
duplicate input of data between the records
management and ARJIS systems.
F. Develop alternative records management information
system approaches including the identification of
options for centralized, decentralized and
distributed data processing and the hardware and
software necessary to support each approach.
G. Prepare a cost/benefit analysis for each of the
various alternative approaches and consider the
advantages and disadvantages of each alternative.
H. Specifically recommend that data processing
hardware and software approach which best satisfies
the needs of the Chula Vista Public Safety
Departments.
I. Determine the most appropriate organizational
approach including staffing requirements for the
on-going support of the records management
information system.
J. Develop recommendations relating to administering
and managing the implementation of the Public
Safety Data Processing Master Plan.
K. Prepare the Public Safety Data Processing Master
Plan which will be the guide to the City of Chula
Vista for the implementation of a comprehensive
information processing system.
3. The methodology and approach of Consultant in
preparing the Data Processing Master Plan will include nine steps
which will be as follows:
Ao Determine Public Safety Department's Records
Management Data Processing Needs Initially,
review relevant sections of the Baseline and Master
Plan reports with Public Safety Department and Data
Processing personnel to ensure reliance on the
information being up to date and correct.
Through fact-finding interviews, collect additional
information related to records management
automation from the various sections of the Police
and Fire Departments. Particular emphasis would be
placed on those sections not covered in the
Baseline reports such as the Crime Analysis Unit
and Crime Investigation Section. Consultant will
identify those applications adaptable to automation.
This step will address task one and identify
automated applications for task two in the City's
RFP work plan.
B. Define Records Management Functional Application
Requirements Based upon Consultant's interviews,
fact-findin~ and review of existing systems and
reports as well as experience with comparable
agencies, Consultant will define Chula Vista's
public safety records management functional
application requirements.
For each application identified in step one,
Consultant will document, in requirements outline
form, the following:
- Present and future transaction and file volume
activity statistics.
- Processing features and capabilities.
- Output report requirements.
- Interfaces to/from other applications including
CAD.
This step will address the application module
definition activities in tasks two, four and six of
the City's RFP work plan. Consultant recommends
that City defer the conceptual and detailed design
activities specified in tasks two and six (data
dictionary design indicating file structures, data
items, field lengths, coding and display/report
format design) until completion of the master
planning process. Should the master planning
process determine that custom developed software is
required, this information could be developed by
Data Processing for either incorporation into an
RFP to select a custom systems developer or to have
Data Processing continue with applications
development.
-3-
C. Define External System Interfaces - From
Consultant's interviews with City Data Processing
~ and ARJIS/SUN personnel, Consultant will define the
communications software, protocol and hardware
requirements necessary to interface the records
management system with ARJIS, SUN, CLETS and
NCIC/DOJ.
Through studying transaction volumes, Consultant
will identify the best approach for interfacing
records management with ARJIS to minimize the
duplicate input of data between these two systems.
Also, Consultant will identify an approach to
minimize data input errors to ARJIS.
This step will address the external interface
requirements of task two and all of task three in
City's RFP work plan.
D. Identify Alternative Approaches Using the
information gathered in the preceding steps,
Consultant will identify alternative approaches for
implementing the records management/management
information system. Some of the alternative
approaches could include:
-Adopting centralized or distributed processing.
- Installing a separate computer to process the
records management/management information system or
using the City Burroughs system.
- Procuring packaged software or custom developing
the applications.
- Joint procurement/development of CAD and records
management software.
For each alternative identified, Consultant will
determine the hardware/software configuration
required and document the advantages and
disadvantages°
This step will address the hardware and software
configuration issues of task five of the City's RFP
work plan.
E. Consider Impact Upon Organizational Structure and
Staffing - Based upon the alternative approaches
identified, Consultant will evaluate the impact of
each approach upon the Data Processing and Public
Safety Departments present organizational
structure. This would include identifying
suggested policies and procedures for administering
the public safety data processing function, as well
as revised staffing and/or responsibilities for
existing personnel as may be appropriate.
-4-
This step will address the procedural issues in
task seven of the City's RFP work plan.
F. Perform Cost/Benefit Analysis In conjunction with
identifying alternative approaches, Consultant will
perform a cost/benefit analysis on each alternative
identified in step four. Consultant will estimate,
in conservative ranges, the developmental and ten
year operational costs resulting from the various
approaches. At the conclusion of this step,
Consultant will develop a recommendation for the
best alternative approach for implementing the
records management/management information system.
This step will address the cost analysis issues in
task five of the City's RFP work plan.
G. Determine Data File Conversion and Retention
(Purging) Requirements - Consultant will identify
existing manual and automated files to be converted
to the new records management system and recommend
the best conversion method for each. Also,
Consultant will develop a list of manual files
excluded from automation and relate them back to
the records management system. Finally, Consultant
will develop a schedule of files recommending data
retention periods both on-line and off-line for
automated files and records retention for manual
files.
This step will address the manual file and file
purge issues in task two of the City's RFP work
plan.
H. Identify Training Requirements and Prepare
Implementation Timetable - Consultant will prepare
a general training outline for the new records
management system to address the requirements of
the Public Safety and Data Processing Departments.
Also, Consultant will prepare a phased timetable
for the development and implementation of each
records management application. Consultant would
recommend the priority sequence with respect to
each application area. In developing the plan,
consideration would be given to department
priorities, ease of conversion, effect upon current
operations and related factors.
This step will address the training needs of task
seven and schedule for records automation in task
eight of the City's RFP work plan.
-5-
I. Prepare Public Safety Data Processing Master Plan -
After the preceding work is completed, Consultant
~ will prepare the Public Safety Data Processing
Master Plan outlining the design and approach to
the recommended systems.
The Plan would incorporate all of Consultant's
prior work, findings and recommendations and would
include the estimated time required to implement
each portion of the proposed system. The financial
information previously prepared would be projected
to coincide with the Plan since costs and benefits
are dependent on the implementation timetable.
This step will address task nine of the City's RFP
work plan.
4. Consultant will include the CAD requirements,
hardware/software configuration and costs being prepared by ACSI
in the final Public Safety Data Processing Master Plan.
Consultant's duty to perform this task is contingent upon City
providing the information resulting from ACSI'S work prior to
Consultant commencing step four of the project work plan.
5. Consultant agrees to assign only principals and
senior level consultants to this project. The personnel who will
work on this project for Consultant are described in Exhibit "A".
6. CITY'S DUTIES.
Consultant's fees are based upon the amount of time
required to complete an assignment as set forth below. City
agrees to pay Consultant's fee up to $20,000. Consultant's fees
are based on an hourly rate of ~75. In no event, shall
Consultant's fees exceed ~20,000 including out-of-pocket
expenses. Consultant's estimated work time is 200 to 250 hours
with Mr. Savitz performing 160 to 200 hours and Mr. Dexter 40 to
50 hours of the work. If less time than estimated is required,
City shall be billed for the lower amount. City agrees to make
monthly payments subject to submittal of invoices by Consultant.
7. TERM. The term of this contract will commence on
the signing date of this agreement and terminate four (4) months
thereafter.
8. CONSULTANT IS AN INDEPENDENT CONTRACTOR. Consultant
is and shall be an independent contractor and not an agent of
city hereunder. Any provision in this agreement that may appear
to give City right to direct Consultant as to the details of
doing the work or to exercise control over the work means that
Consultant shall follow the wishes of the City as to the results
of the work only.
-6-
9. CHANGES TO AGREEMENT. City may, from time to time,
require changes in scope and/or schedule of the services to be
~l~erformed by Consultant hereunder. Any such change, including an
increase or decrease in the amount of Consultant's compensation
which are mutually agreed upon by City and Consultant, shall be
incorporated in written amendments to the consulting agreement.
10. DELAY. Consultant shall not be liable for delay
resulting from causes beyond its reasonable control. In the
event of such delay, the date of performance will be postponed by
such length of time as may be reasonably necessary to compensate
for the delay.
11o HOLD HARMLESS. Consultant warrants to the City
that any equipment, information, software and services of
Consultant supplied by it, pursuant to this agreement, do not
infringe on any patent, copyright, or trade secret. In the event
any legal proceedings are brought against the City, claiming that
equipment, any information, software and services of Consultant
constitute an infringement of patent, copyright or trade secret,
Consultant agrees to defend, at its own expense, any such legal
proceedings relating to such claim or claims, and to hold the
City harmless from any damages incurred or awarded as the result
of settlement or judgment against the City provided the City
gives Consultant prompt written notice, within thirty (30) days,
of any such claims against it, and further cooperates completely
with Consultant in providing all necessary authority, information
and reasonable assistance to enable Consultant at its option to
settle or defend such claims. If the use of any such equipment,
information, software or services is enjoined, Consultant agrees
to either provide an equivalent substitute or procure the right
of use for the City, any additional costs resulting therefrom to
be borne solely by Consultant.
12. INSURANCE. Consultant shall carry and maintain in
force comprehensive general liability insurance providing at
least five hundred thousand US dollars (4500,000) coverage for
all persons injured or killed or for loss or damage to property
resulting from any one occurrence; Comprehensive Automobile
Liability insurance covering owned, nonowned and hired automotive
equipment providing at least five hundred thousand US dollars
(4500,000) coverage for injury, death or property damage
occurring from any one occurrence; and professional liability
insurance providing at least five hundred thousand US dollars
(4500,000) in any one calendar year.
If requested by the City, Consultant shall have its
insurance carrier(s) furnish to the City insurance certificates
specifying the types and amounts of each policy, and a statement
that no insurance will be cancelled or materially changed during
the term of this agreement without thirty (30) days prior written
notice to the City. The City may examine the original insurance
policies or, at the City's option, Consultant will furnish a copy
properly certified by carrier(s).
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13. ATTORNEY'S FEES. In the event that suit is brought
upon this agreement to enforce the terms hereof, City shall be
tentitled to a reasonable sum as attorney's fees.
14. ASSIGNABILITY. Consultant shall not subcontract or
assign any of the work to be performed under the terms of this
agreement without prior written approval of the Director of
Public Safety.
15. OWNERSHIP OF DOCUMENTS. All finished or unfinished
documents, data, studies, surveys, reports and other materials
prepared by the Consultant under this agreement shall become
property of the City.
16. TERMINATION FOR CAUSE. If for any cause Consultant
shall fail to fulfill in a timely and proper manner its
obligations under this agreement, City shall thereupon have the
right to terminate this agreement by giving written notice to
Consultant of such termination, specifying the effective date
thereon at least five (5) days before the effective date of such
termination. In such event all finished or unfinished documents,
data, studies, surveys and reports or other material prepared by
Consultant under this agreement shall become the property of the
City, and Consultant shall be entitled to receive just and
equitable compensation for any satisfactory work completed on
such documents and other materials.
17. TERMINATION FOR CONVENIENCE. City may terminate
this agreement at any time by giving written notice to Consultant
of such termination and specifying the effective date thereof at
least fifteen (15) days before the effective date of
termination. In such event all finished and unfinished documents
and other materials as described in "Termination for Cause",
Paragraph 16 above, shall become the property of the City. If
the agreement is terminated by the City as provided herein,
Consultant shall be paid for the work performed up to the date of
termination in accordance wit the terms of the consulting
agreement.
1988 by and between the parties hereto.
THE CITY OF CHULA VISTA RAPID ACTION ASSOCIATES
Mayor ~/FZ/~/~ ula Vista
ATTES~ ~ City Cler~/~//~/
Approved as to form by
3764a
EXHIBIT
PROPOSED PERSONNEL
AND REFERENCES
Due to the importance we place on this project, only
principals with senior level consulting experience would perform
the work. Our normal practice ie to include references within
the contents of the consultant's resume. We believe the
consultants representing our firm to a client are the firm
itself. This way our clients are better able to evaluate our
past performance. We encourage you to contact our references in
order to assess our consultants' capabilities and work styles.
The following personnel are proposed for this project:
· Mr. James B~ Savitz
Mr. Savitz is a Principal with Rapid Action A~sociates
and would function as project manager/primary
consultant and be responsible for the work performed on
this project. He has over ten years of data processing
technical and management experience and specializes in
performing public safety consulting projects
encompassing both data processing and radio
communications systems. Mr. Savitz's recent public
safety information systems consulting experience
includes requirements definition, systems design,
development of information systems master plans,
hardware and software selection, contract negotiation,
project and implementation management, systems
integration and acceptance testing. His communicattoDs
experience includes communications systems design, MDT
and dispatch console specification development and
layout, and communications center facility design.
Savitz's public safety application systems expertise
includes Police/Fire/EMS CAD, Police/Fire RMS and
microcomputer-based crime analysis applications.
Currently Mr. Savitz is participating in the following
public safety systems projects:
Assisted the City of West Covina Police Department
with development and implementation of a Police and
Fire CAD/RMS system on Hewlett/Packard hardware.
Command Data Systems (CDS) was contracted to perform
the software development. In exchange for the
Police Department's funding of the project, CDS pays
the Department royalties on future systems sold up
to the development cost. This system incorporates
sophisticated data management software which
enhances the information retrieval capabilities of
the RMS system. Also incorporated voice input data
entry into the RMS system. Mr. Savitz is continuing
to assist the Agency with project management and
final system acceptance.
Project contacts: Mr. James Dillon
10/85 to Present Lieutenant
(818) 814-8501
Prior to rounding Rapid Action Associates, Mr. Savltz
was a Manager with The Warner Group, a management
consulting firm, and functioned as the firm's
specialist/technical advisor on public safety systems
consulting projects. In this capacity he
trained/advised the firm's project managers and
consultants on various aspects of public safety
information systems and related technologies. Mr.
Savitz participated in over fifteen public safety
systems prOjeCtS. Some of these projects included:
Assisted the City of Sacramento on a combined Police
and Fire Public Safety Systems Project to upgrade
the existing CAD/Message Switching System to handle
mobile data terminals (MDTs) and records management
systems (RMS). Developed requirements document for
system upgrade and detailed implementation plans.
Expanded existing request for proposal (RFP) for
Police MDT acquisition to include Fire. Was
instrumental in facilitating a teamwork approach
between Police and Fire personnel. Developed a
second phase capital improvement program budget for
Police and Fire information systems of approximately
$2 million. The final system configuration will
consist of over 200 MDTs on three radio channels and
150 on-line users utilizing terminals and
microcomputers serving the Police and Fire
departments. The software vendor was PRC/PMS with
DEC hardware.
Project contacts: Ms. Marie Voege
11/86 - 5/87 Manager, Police Data Services
(916) 449-5675
Mr. Dennis Smith
Deputy Chief, Fire Department
(916) 449-5266
Assisted the City of Long Beach Fire Department in
alternative analysis to colocate the Fire dispatch
operation in the city communications center. Issues
addressed included Fire and Police personnel
interaction/working relationships, communications
systems reconfiguration (data, radio, telephone and
Fire Department cable plant), communications center
facility design and conversion of Fire dispatch to
computer-aided-dispatch. The software vendor was
PRC/PMS with DEC hardware.
Project contacts: Mr. Robert Guyett
5/86 - 5/87 Deputy Chief, Fire Department
(213) 591-4230
Assisted the City of Montebello Police Department
with the upgrade of the existing CAD system and
acquisition of Police RMS. Performed contract
negotiations. The new hardware configuration
enables the department to have full redundancy in
the CAD system and external system interfaces to E-
911, the County Data Switch (JDIC), CLETS and NCIC.
The software vendor was CDS with DEC hardware,
Project contacts: Mr. Ralph Brown
12/85 - 5/87 Captain
Mr. Steve Taratula
Planner
(213) 724~9500
Assisted the City of Gilroy Police and Fire
Departments to implement a Police and Fire RMS
system. Conducted detailed system design review and
monitored implementation. Networked Police and Fire
microcomputers to connect with both the City Unisys
and Public Safety Digital Equipment computers.
Remote communications included connections to the
County Data Switch (SLETS), CLETS and NCIC. The
software vendor was CDS.
Project contacts: Mr. Greg Cowart
12/85 5/87 Chief of Police
Mr. B. J. McCuiston
Commander
(408) 842-6456
Assisted the City of Alameda Police and Fire
Departments to implement a Police and Fire CAD/RMS
system. Conducted detailed system design review,
developed implementation plans and configured data
communications to connect the system to the County
Data Switch (PINS), CLETS, NCIC, E-911 system and
remote Fire Stations. Negotiated inclusion of a
microcomputer based Crime Analysis graphics system
as part of the final configuration. The software
vendor was Planning Research Corporation
(PRC)/Public Management Systems (PMS) with Digital
Equipment Corporation (DEC) hardware.
Project contacts: Mr. Robert M. Shiells
8/85 2/87 Chief of Police
Mr. David J. Guarnieri
Sergeant
(415) 522-1221
In addition to his public safety consulting experience,
Mr. Savitz was the Information Systems Executive with a
major media company having operations in daily
newspapers, cable/broadcast television and energy
exploration. In this position he was responsible for
all corporate-wide data processing activities. Major
accomplishments included starting-up an IBM mainframe
data center, implementing a nationwide minicomputer
network and selecting and implementing several
application system packages. Mr. Savitz has held
various other positions in data processing and
consulting. He received a Bachelor of Science Degree
in Business Administration from California State
Polytechnic University at Pomona, holds the Certificate
in Data Processing (CDP) and is an active member of the
Southern California Chapter of the Society for
Information Management.
· Mr.. Greq Dexter
Mr. Dexter will participate on this project as
technical advisor/consultant and serve as back-up to
Mr. Savitz. - He is President of Greg Dexter &
Associates, a management consulting firm, and has over
twenty-one years of data processing systems experience
with over sixteen years of designing and implementing
criminal justice and public safety systems. Mr. Dexter
has implemented public safety systems in both
minicomputer and mainframe environments supporting
large telecommunications networks. Prior to founding
Greg Dexter & Associates, he was Vice President and
Manager, Southwestern Operations for PRC/FMS. While
with PRC/PMS Mr. Dexter managed the development and
implementation of CAD and message switching systems for
the following agencies:
City of Brea Police/Fire/EMS.
City of Garden Grove Police.
- Tri-Cities of Pasadena, Glendale and Burbank
Fire/EMS.
County of San Diego Sheriff/Volunteer Fire/EMS.
Net 4 Joint Powers Authority of Anaheim, Orange,
Garden Grove and Stanton Fire/EMS.
City of Los Angeles Police.
State of Montana Law Enforcement Telecommunications
System.
County of Santa Cruz Sheriff.
- City of Long Beach Police.
State of Texas Law Enforcement Telecommunications
Network.
City of New York Police.
Mr. Dexter has held many other positions during his
career including consultant, project manager and profit
center manager. Mr. Dexter will be employed as a
subcontractor to Rapid Action Associates.
Currently Mr. Dexter is participating in the following
public safety systems projects:
Additional client references for Mr. Dexter can be
provided upon request for work performed while with
FRC/PMS.
Should it become necessary to change project personnel
either before commencing or during the project we will secure the
Agencies' approval before proceeding.
Assisting the City of Los Angeles Police Department
(LAPD) to procure and implement the Emergency
Command Control and Communications System (ECCCS).
Reviewed and evaluated vendor proposals from
original RFP. Verified and updated ECCCS budget.
Currently updating RFP for reprocurement and
developing rebid strategy including education plan
to educate potential third party software vendors on
LAPD operations and requirements. Will complete
addendum for RFP, solicit rebids, evaluate new
proposals and select/recommend a vendor.
Project Contacts: Mr. A1Dandurand
1/87 to Present Department of Information
Services
(213) 485-3389
Ms. Linda Bunker
Program Manager
Mr. Jerry Jones Sergeant
LAPD Automation Division
(213) 485-4452
Assisting the City of Los Angeles Fire Department to
develop a fire communications network (FIRENET),
define application system requirements and prepare a
request for proposal to acquire a computer-aided-
dispatch system with mobile data terminals (MDTs).
Project Contacts: Mr. Don Albrecht
9/86 to Present Battalion Chief
Mr. Tony Ennts
Battalion Chief
Mr. Merlin Rudd
Assistant Chief
(213) 485-2772
Mr. Dal Howard
Assistant Chief
(213) 485-6009