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HomeMy WebLinkAboutReso 1972-6659r RESOLUTION N0. 6659 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA APPROVING REVISED AGREEMENT BETL~TEEN THE CITY OF CHULA VISTA AND STANFORD L. OPTNER & ASSOCIATES, INC. FOR CONSULTANT SERVICES FOR THE DESIGN AND IMPLEMENTATION OF A TRAFFIC ACCIDENT INFORMATION SYSTEM, 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 that that certain revised agreement between THE CITY OF CHULA VISTA, a municipal corporation, and STANFORD L. OPTNER & ASSOCIATES, INC., for consultant services for the design and implementation of a traffic accident information system, dated the 14th day of November , 1972 , a copy of which is attached hereto and incorporated erein, t e 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 revised agreement for and on behalf of the City of Chula Vista. Presented by .: ~' - ~. Line` F. Cole, Director-of Public Works Approved as to form by ,, /~ ~~~' ~ ~ George Lindberg, City Atto ey ADOPTED AND APPROVED by the CITY COUNCIL of the CITY OF CHULA VISTA, CALIFORNIA, this 14th day of November , 1972, by the following vote, to-wit: AYES : Councilmen Hobel , Hamilton, Hyde , Egdahl , Scott NAYES: Councilmen None ABSENT: Councilmen NnnP ATTES D STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) ss. CITY OF CHULA VISTA ) I, , City Clerk of the City of Chula Vista, California, DO HEREBY CERTIFY that the above is a full, true and correct copy of Resolution No. , and that the same has not been amended or repealed. DATED City Clerk AG REEM~NT FOB ~..ONSULTANr!' S~:R~ ICF~':• Fi ~R THF: IMk'LEMENTATION ~?F' A Z'I~°~F'~'IC. A~Ci`~EN`' TNFGRMATIGN SYSTEM BE'i'WF;Ety STANFO~:i') L. OP`i'wFR & F_SSOCIATES , INC . , %iT~1D "1'HI CITY OF CHL'LA V~_ST11 THIS AGREEMF~:NT, made and entered into this _ 14th_ ~=ia`~ or_ ~tove~abcr 1972 at Chula Vist~__ County of San Dig,=o _ State of Cali forr~i_~., ~.~~~ ~~nd %~etwF=en t}ze CitY of Chula Vista Y----_---- trar~~u~'. its ~~~:,':_ elected car appointed, qualified and acting _,_.__._____._________._ ____.-__-._- __ I-Savor , :~e~r~ inafter ca?.1.ed t ~ ~ ~r~M1.uIti1':~~e.~JF?, Title of Officer and the firm of Stanford L. Optr.er & Associates, Inc, , ha~~>°in~? '. ~i~_~ office a:zd principal place of businass at 1.1.661 San ~JicE~~~.t. T3oulevard, Suite ~Ol, Los AngelE~s, ~alifa~'nis 9Gu49, i~c~rEin-~~t~-'-~ called CONTRACTOfi. WITNESSETH: That the CONTk2ACTOF. for <:~rld in ~:,r,:;id.~?~•t~.cn c; the covenants, conditions, agreements, and stipulation f t}i~. ADPdINISTRATOR herein expressed, does r,ereby agrr:e ,-o fu~z~ish tc> the ArJMINISTRATOR services ar.d matE?-vials, as fol_luws: Article I - Statement of Work CONTRACTOR agrees to do and p~"=form the. worn as desc~ri>ed ~ << his proposal, at~aci~.~~- Exhibit °A.° (a; ~~.pare at his sole cos'.. ~d expense, :rid wi.ti~o~i} c a -g~: to CITY, ull plans, spec_ifieations or other doc•uzr~en~.s made necessary by reason of any error ar substantial orl.ission of t}•~ CONTRAC'?'OR.. __ , ... ~~ ~ ~' ~~~'C_ (b) Report the progress and status of the project periodically indicating the date an activity was started, the remaining estimated duration time for completion of the activity or the completion date of the activity. Article II - Costs The CZTY hereby agrees to pay the CONTRACTOR, as full compensation for his services as such CONTRACTOR upon tY~is project, a fixed fee of Nine Thousand Dollars ($9,000). Article III - Cost Limitation Total expenditures made under this ~~~antract shall not exceed the sum of Nine Thousand Dollars ($9,000). Article IV - Payment The basic fee shall become due and payable as follo~tis: (a) One single payment of Seven Thousand Five Hundred Fifty Dollars ($7,550) upon completion of System Implemeraation (,E~rer.t 3) . (b) The balance of said fee skull be due and payable thirty (30) days after completion by the CUNTRAC`I'OR of all.. duties under this contract, final approval of the project. by the City Engineer and by the California Office of Traffic Safety and the delivery to the City Engineer of all material and documents defined as property of the CITY by Article XI below. Article V - Subcontracting CONTRACTOR shall not be permitted. to subcontract ant-° portion of this contract, except keypunching and computer rentaa, without the express written consent of the ADMINISTRATOR. -2- -- ~ -,~ ~ . ~> Article VI - Completion Date All services required by this contract shall be satisfactorily completed within one hundred twenty (120) calendar days after the CONTRACTOR receives written authorization from the City Engineer to proceed with the work and in accordance with the following schedule: Week Week Event Description Start Comp. 1 Analyze Existing System 1 1 2 Convert Existing Data Files 2 11 3 System Implementation 12 1_; TOTAL ELAPSED WEEKS 15 Any delay occasioned by causes beyond the control of the CONTRACTOR shall be the reason for the granting of an extension of time for the completion of the aforesaid work. when such delay occurs, the CONTRACTOR shall immediately notify the ~'ity Engineer in writing of the cause and of the extent of the delay whereupon the City Engineer shall ascertain the facts and the extent of the delay and grant an extension of time for the completion of the work when, in his judgment, his findings of fact justify such an extension of time. The City Engineer's findings of fact shall be final and conclusive to the parties hereto. This contract shall terminate on June 30, 1973. Article VII - Reports A final report shall be prepared by CONTRACTOR and provided to the ADMINISTRATOR and to the Office of Traffic Safety prior to -3- ~---- i ~,'~ t ~ ~. contract termination for review, recommendations and approval by both parties. Final report is due thirty (30) days after project completion. Article VIII - Publication (a) CONTRACTOR shall not be authorized to copyright the final report without written approval from the ADMINISTRATOR and the Office of Traffic Safety. CONTRACTOR stall. also be prohibited during the term of the contract from copyrighting any papers, interim reports, forms, or other material which is a part of the work under the contract. (b) Publication rights to any documents produced are to be reserved to the ADMINISTRATOR and tree Office of Traffic Safety. (c) All reports published by the CONTRACTOR shall contain the following statement on the credit sheet: "The opinions, findings, and conclusions expressed in this publication are those of the authors and not necessarily those of the Office of Traffic Safety, the National Highway Traffic Safety Administration or the Federal Highway Administration." (d) Both written and oral releases are considered to be within the context of publication. However, there is no intention to limit discussion of the project with small technical groups or lectures to employees or students. Lectures to other groups which describe the project but disclose neither data nor results are permissible without advance approval. -4- ~ -_ / l (e) All reports shall contain the following credit line: "In cooperation with State of California, Business and Transportation Agency, Office of Traffic Safety, the National Highway Traffic Safety Administration and the U.S. Department of Transportation, Federal Highway Administration." Article IX - Project Inspection The Office of Traffic Safety, the National Highway Traffic Safety Administration, the Federal Highway Administration, and the ADMINISTRATOR may review and inspect the C~?NTF.ACTOR'S activities during the progress of the program. Article X - Accounting Records CONTRACTOR must maintain accounting records and other evidence pertaining to costs incurred which records and documents shall be kept available at the CONTRACTOR'S California office during the contract period and thereafter for three (3) years from the date of final payment of Federal funds hereunder. Article XI - Ownership of Data All data, maps, flow charts, report formats, specifications, and other material collected or prepared under the contract shall become the joint property of the ADMINISTRATOR and the Office of Traffic Safety. Article XII - Assignability CONTRACTOR shall not assign or transfer interest in this contract without the prior written consent of the ADMINISTRATOR and the Office of Traffic Safety. -5- Jf _ t ~ r7 ~, Article XIII - Amendment It is mutually understood and agreed that no alteration or variation of the terms of this contract, or any subcontract requiring the approval of the ADP?INISTRATOR and/or the Office of Traffic Safety, shall be valid unless made in writing, signed by the parties hereto, and approved by all necessary parties. Article XIV - Nonsolicitation Clause The CONTRACTOR warrants that he has not employed or retained any company or persons, other than a bona fide employee working solely for the consultant, to solicit or secure this contract and that he has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the consultant, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, the State shall have the rigr~t to annul this contract without liability, or, in its discretion to deduct from the contract price or consideration, or otherwise recover, the full amount of such fee, commission, percentage brokerage fee, gift, or contingent fee. Article XV - Equal Opportunity Assurance During the performance of this contract, the CONTRACTOR agrees as follows: (a) The CONTRACTOR will not discriminate against any em~:ioyee or applicant for employment because of race, creed, color or national origin. The CONTRACTOR will take affirmative action to -6- ,- _ _ / /j ~~i ! / 1 ~~~ ~ ensure that applicants are employed, and that employees are treated during employment without regard to their race, creed, color or national origin. Such action shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoffs or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. (b) The CONTRACTOR will, in all solicitations or advertisements for employees placed by or on behalf of the CONTRACTOR, state that all qualified applicants will receive consideration for employment without regard to race, creed, color or national origin. (c) The CONTRACTOR will send to each labor union or representative of workers with which he has a collective bargaining agreement or contract or understanding, a notice advising the labor union or worker's representative of the CONTRACTOR'S commitments under this nondiscrimination clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (d) The CONTRACTOR will permit access to his books, records and accounts by the applicant agency, the State and the Federal Highway Administration for purposes of investigation to ascertain compliance with this nondiscrimination clause. -7- 0 (e) In the event of the CONTRACTOR'S noncompliance with the nondiscrimination clauses of this AGREEMENT, the AGREEMENT may be canceled, terminated or suspended in whole or in part. IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed, the date first above written. STANFORD L. OPTNER & ASSOCIATES, INC. / ~ v By ~~" CITY OF C~iLLA VISTA ~- ~ /~ -~-_ , _ ~ , ; ~ ~y,~=- u By APPROVAL RECOMMENDED. By City Engineer -8- ___ , f ,; - -, ,- BTANFDRD L. OPTNER 6 AgSDCIATEB, INC. EXHIBIT "A" PROPOSAL TO CITY OF CHULA VISTA FOR A TRAFFIC ACCIDENT INFORrSATION SYSTENZ --, t` ~,~, ~~~ r. r~ STANFORD L. OPTNER ~& A8.90CIATEH, INC. TABLE OF CONTENTS •Letter of Transmittal •Table of Contents I. INTRODUCTION II. SCOPE OF THE PROJECT III. PROJECT WORK PROGRAM IV. CONTRACTOR'S QUALIFICATIONS V. SCHEDULE AND COSTS ~S~ ~. r r., sTANFORO L. OPTNER do ASSOCIATEB,INC. I. INTRODUCTIOPd The San Diego County Engineer's Department has offered the City of Chula Vista use of its computerized Traffic Accident Information System. Our understanding is that this offer includes, not only the use of computer software (computer programs), but also the ongoing use of the County Engineer computer, including operational support. The City of Chula Vista must provide all system input in a form compatible with the County Engineer's System. This includes collision report data, historical collision data and street. characteristics data. we propose to provide those services required to convert the City of Chula Vista existing records to a computer- readable form which is compatible with the County's system, to provide training in the use of the system and to act as liaison between the City of Chula Vista and the County Engineer's Department during the implementation phase. of tl~~_= the project. ,} ~ sTANFORO L. OPTNER 14 ASSOCIATES, INC. II. SCOPE OF THE PROJECT The project will be comprised of three work tasks. Although the tasks, as described below, will overlap to some extent, they will be executed in the indicated sequential order. •Analz,ze the existing system: This task will consist of an examination of all current records, procedures and document flow. Also during this phase, a system familiarization class will be conducted for City personnel. -Convert existin4 data files: This task will be the major undertaking of the project. It will result in the creation of all of the computer-readable data files required for compatibility with the County Engineer's system. •Sustem Implementation: Frequently, the most difficult task is the system startup. During this phase of the project, we will provide training and training materials to City personnel who will be the system users. Ode will set up an effective liaison between the County Engineer and the City. Further details of this task are discussed in the next section. ~~ ~- ~ -~ / • STANFDRD L. OPTNER b ASSOrIATE9,INC. III. PROJECT WORK PROGRAM This section of the proposal describes the work pro ,ram which we would employ. Each of the tasks, as identifies. in the previous section, is discussed in detail. TASK l: ANALYZE THE EXISTING SYSTEM This initial phase of the project. will consist of t?:~~ following activities: • Interview City personnel who will be directly in~•~ ~1•_~t~ci with the project. •Study the content, flow and disposition of all currc_nt traffic-related documents and reports. •Present one or more lectures as required to familiarizE- City personnel with the operation and functions of tr: County's traffic records system which will. :,e implement~~c. •Provide liaison to establish City!County nersonr.el contacts. TASK 2: CONVERT EXISTING DATA FILES Existing records currently maintained by the City of Chula Vista must be converted to computer-readable magnetic tape files. The three files w:~ich must be created during this phase of the project are the following: •Road Register Master File •Geocoding Reference File •Collision History Master File The above files will be created in the order in ~at:ich t,e,y are listed. A discussion of each follows. Road Register Master File This file will contain physical characteristics data for every street, road, etc. (excepting alleys) witt:i.n tr~t> City limits. Data gathered for each street ~~,~ill include, Lo r. example, number of lanes, width of road;~ed, widtl: of traveled ~~ /i /~ ~~ 5 ~~~~ III-2. STANFORD L. OPTNER Sc A860CIATES,INC. way, type of surface, etc. The file will contain a seNarate record for each segment of each street. Each record will also contain the street name and length in feet of the segment. As much as possible, data for input to this file will be taken from the City's Department of Public 6•Jor}:s' records. We will provide field work as necessary to gather any other missing data. Geocoding Reference File The Geocoding Reference File is used by the system to establish the geographic linkage between all intersections within the City. The file also is used to supply street names for the system's output reports. This file will be a byproduct of the Road Register Master File creation computer program. As the file is created, a unique five-position number will be assigned t~ every intersection within the City. This will also includ~:~ the intersection of City streets with other City limits. Collision History A~aster File This file will contain traffic collision report data as prepared by the City of Chula vista police officers. All 4 historical collision reports from January 1., 1971 to January 31, 1973 will be converted. These historical reports will be converted into a format which equates to the ne~:~ _ State of California Traffic Collision Report (Form. 555). We will encode the location codes (five-position numbers) to each historical collision report using the same intersect:ion ~ codes assigned during the creation of the Geocoding Deference File. We will also generate the reauired keypunch instructions to be used for data conversion. Functions to be Performed • As applicable to each of the tr ee file establishment subtasks, we will perform the following functions: •Design the necessary input form(s) for trar,scribincx the data into a format suitable for keypuncl:inq. f •Transcribe the required data elements onto the ab~~,~, mentioned forms. s III'-3. STANFORD L. OPTNER & A980CIATE®, INC. •Keypunch and verify all input forms generated., incurring all costs for the work which will Le performed by an outside service bureau selected by us. •Execute computer programs as required to create the magnetic tape files from the punched card input data, incurring all costs for computer runs which will be executed at an outside service bureau selectee by us. The City will supply the required reels of magnetic computer tape. TASK 3: SYSTEM IMPLEMENTATION The first and probably most important service to b~• performed during this task will be to conduct trai_nina sessions for City personnel on the uses and off--oration o` the system. Training sessions will be structured tc pro~~~ide training at differing levels of detail or. a "need t.o know" basis. We will conduct between one and three classes for management-level personnel. These classes will bF designed to teach the mechanics of requesting special or.~~-t~_me inquiry reports, and to thoroughly familiar_izr~ attt~ndc~es with the regular monthly reports. Some details c; f. the soi:rce of system input will be covered. For those who are most directly connected wit}i the ongoing operation of the system, we will conduct a single session which will cover approximately 3 days. Phis training session will cover all of the operational. aspects of tr,e system: •Preparation of input data •Control of input data •Identification of all subsystems and discussor, of their respective features and functions •Master file maintenance procedures •Error correction procedures •Scheduling of computer runs In addition to these subjects, we will pres~_~nt a bric_~ "Introduction to Computer Data Pry>cessing" talk. '~h:is tai' will be aimed particularly at user personnel unc~ n,~ve ::a~; no previous data processing experience. The primar~~~ qc.~l this undertaking will be to familiarize personnel w.itr~, da•a processing terminology. It s important for comx~u*_er sysr -~?~ users to understand the environment in which they t,~ill k:~ working. ;~, ITI-4, :TANrORQ L. OPTNER ~ A880CIATEB,INC. Another service to be performed during tri.s task ..ill be the establishment of personal contacts between City system users and County data processing personnel. P7e will arrange meetings as necessary to discuss important points such as the regular operational schedule, procedures for submitting data, special report requests, file maintenar.c~ run_~, e.tc. As part of this task, we will prepare a users Instruction Manual which will incorporate extracts from ti~.e County's Leers DZanual and those procedures unique to tie Cit;~~ of Chula Vista. We will submit four copies of this manual. We will stand by to monitor the first run to assurt_ tl:e City that the system is functioning In a srr~oot`~ and or.derl~;- manner, and that the City's personnel knoc~ tlietr jabs. We will evaluate the output, and if any tc~ch~ucal ~:rc~l:ier~~s should arise, we will offer solutions to the C'i*,, and County data processing personnel for immediate rectification. Additional monitoring will be provided if suk~sequenr runs are executed within the time limits of our contract. We will conduct group review sessions to assure t=}<<it the user personnel have no misinterpretations of the s,:~stem's output. -----~ STANFORD L. OPTNER & ASSOCIATES,INC. IV. CONTRACTOR'S QUALIFICATIONS PRIOR PERTINENT EXPERIENCE Our firm has specialized in the provision of system design and programming services to local governments for the past 13 years. During the last 4 years, N:e have executed six contracts relating to the design and implementation of traffic records systems and are in the process of_ ~~.ompletinq the seventh such contract. In the following paragraphs, we describe- ;cur qualifications to perform the services described in this proposal. •Fxz~erien~~e in deyeZor~n~ ~%~~,r'__ ;'~_ _ r '_-" __ re:~^rds s~ stems : We designed acrd are, implF~mentinq the traffic records system for the City of Long Beactl. The Los Angeles traffic records and 'traffic ec:forcement system was also designed and implemented by our firm, and has been used by other cities and counties of California as their model. A~ ~; n,: Both thew County of San Diego and t~Le City Long~Beach are utilizing the State's new accident form. We are fully informed on the interface requirements between the city and State systems. ~~~r; ~Qi'2 t~ ~~~ ~~_ ~'~----~~ ' F"--- __~. _ _.~-_ !'.'t'.;l .YCe 'r YCj QYIC: Z' ~ %PvCiY' c'!~f=S In ;JOth ~:iF' City of Los Angeles and the City of Long F~e~c.h, ~~~e defined and implemented the reauir.ements of traffic and police professionals. In the former instance, ~:'e developed the first. automated central. traffic record: data rase and associated files fer use ir. a coeNer_ative system. In the latter case, we developed a scaler.-down syst~_~m satisfying the less complex needs of a small~_r jurisdiction. Our firm has a comprehensive, warkin~'- level knowledge of the i.nforr,~ational r.equirF_ments c- both traffic engineer~.na and traffic law enfc~rcemt:~nt, /~~ "~ -~~ IV-2 . •TANFORO L. OPTNER & ABBOCIATE6, INC. ~n-house system design ar gear:zmmny ~~~;; ~ __ ' z~: Seven of our personnel have been directly in~~olved with the design, proaramr.?ing and implementation of traffic records systems. We would assign experienced personnel to the City of Chula Vista project to obtain ';~i~•~- quality results. ~'~' ~ cIE~L'8~~rlF'»j O` t;rE' ~C fir l .i ., " GYM ZYi s ~_ -- - ~ ~- r~~~'ic Acc?--'~er* Irformrxt_ion u,~t.t ~: Our firm designed and documented the County of San Diego traff_~.c records system, and has successfully completed its r_c,; •_ra:~ tua l responsibility to the County. 'I he knowl~~dg~~ .~f t~:e system details, ar,d the working r.eiatinr,sl:ips wit', County personnel ~~aill ~arilitate a trout.it -free implementation for the City of Chula ~~i~ta. Cur familiarity with the details of the Co•,a~:ty -,~ist:~m ~.~.ill minimize the time to acti~.~ate computer ,.roc?: _rle fc~r tie use of tree City of Chula Vista. -~. ~ ~ ~~ ~ ~ `-~ `. .; E4TANFOQp ~. OPTNER & ,~,~gOC1ATE6, INC. V . SCAEDUL)/ .'~?.: COS`:; PROJECT SCHEL`L-LE. The work program. as descr:~bed in Sect:i_or~ i~II o~ this proposal will be performed ovEr ar. elapsed F~, ioa ;f 15 weeks. Tf, because of unforeseen everts, t;~ ~,~t~ect should extend Leyond that pE:riod, ti~~e City would not :rye c;tarueci for any add itior;al- time. We ~~il_l be preparf-'d to i~egin ti?is project as early ?s Januar}y 8, 197 and ar_ the. convenience O{ `:.t,e ~:lt.y Of LY?ula V1Sta. ~'iiE' t0.1~0'v.'a.nq S•^_:1~'.~?lil° ,. .. t,3SkS will apply: r'ASK llESChIFTTCii Analyze the. Exist_ir:g ~~;~sterr Convert Existing Data FilE~s S;: step. Impiementat.ic~;~ S i ~.R.'i' is ~; D i 1 1 PRO~~ ECT COST "ibis is a fixed pric~:~ ~ropasal. Any ovr~: ... ~.~~i L? 1,~~ absorbed t:~y our company. `t" ~e rates auc~±~ec i,~~r~ ~ n Grc; ti~os~: which have.. been employed with -: ,r; ~iozl, cou~:t1.• ancy. `.~-r~~ governmental ~urisdi.ctions. T1~_c~se ratE~s have also ~:.~~~t~!~~ .ased in prior grants for similar apl~iicaticr.s. ,omputat:ior.s a.re ;_~ascd upon an 8-r.our man day. Cost qtr roan hour iS ~2 the cast per n~an week: is ~1,OO;., DESCRIF' ~ IOP~ 7 man wee~.s _ $ L, GUC~ i~eypuncY_irg services and computer cos ~~. C`:,T ~~- ;, -;n 2,C)U~ 1'O1'AL C~~S' ;~~a, UQ~ The abGVE: COStS 1nCl lade tra\'E= i d`.':CI pE'Y '~ . r~rr Ll': IC;i1j7 t . rG`.~l.ilTeC~. TiE'y alSCi 1.i,C1Ude SUfT"LC'..P_?it '~1mE tC) +'~'F-F~• cir:d r' -• duplicate the users Manual (four copies) and tr7~_• .~ -. na1 Re~~or_t (original_ plus two ~opi~~si . ~---~ ~ ;~ ~~ l