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HomeMy WebLinkAboutReso 1973-6985 Form No. 342 Rev. 9-71 RESOLUTION NO. 6985 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA, APPROVING AGREEMENT BETWEEN THE CITY OF CHULA VISTA AND STANFORD L. OPTNER & ASSOCIATES, INC., CONSULTANT FOR INTEGRATED TRAFFIC RECORDS SYSTEM, FOR FISCAL YEAR 1973-74 AND AUTHORIZTNG 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 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 an integrated traffic record system for fiscal year 1973-74, dated the 21st da of which is attached hereto and incorporated herein, the3same aspthou h g 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 z, ~ Lane F. Cole, Director of Public George Lindberg, City Atto ey Works ADOPTED AND APPROVED by the CITY COUNCIL of the CITY OF CHULA VISTA, CALIFORNIA, this 21st day of the following vote, to-wit: AuQU 1973 ~ by AYES: Councilmen ob 1 Hamilton Hvd Scntt NAPES: Councilmen None ABSENT: Councilmen E dahl Mayor of the City of Chula Vista ATTEST City Cler STATE OF CALIFORNIA ) COUNTY OF SAN DIEGO ) ss. CITY OF CHULA VISTA I, Chula Vista, California, DO HEREBY CERTIFY that theyabovekisfatfull,ttrue and correct copy of Resolution No. been amended or repealed. DATED ~ and that the same has not City Clerk AGREEMENT FOR CONSULTANT SERVICES FOR THE IMPLEMENTATION OF A TRAFFIC ACCIDENT INFORMATION SYSTEM BETWEEN STANFORD L. OPTNER & ASSOCIATES, INC., AND THE CITY OF CHULA VISTA THIS AGREEMENT, made and entered into this Zlst day of August , 19 73 , at Chula Vista r County of San Diego State of California, by and between the City of Chula Vista through its duly elected or appointed, qualified and acting MAYOR , hereinafter called the ADMINISTRATOR, Title of Officer and the firm of Stanford L. Optner & Associates, Inc., having its office and principal place of business at 11661 San Vicente Boulevard, Suite 501, Los Angeles, California 90049, hereinafter called CONTRACTOR. WITNESSETH: That the CONTRACTOR for and in consideration of the covenants, conditions, agreements, and stipulations of the ADMINISTRATOR herein expressed, does hereby agree to furnish to the ADMINISTRATOR services and materials, as follows': Article I - Statement of Work CONTRACTOR agrees to do and perform the work as described in his proposal, attached as Exhibit "A." (a) Prepare at his sole cost and expense, and without charge to CITY, all plans, specifications or other documents made necessary by reason of any error or substantial omission of the CONTRACTOR. -1- y f 1 (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 CITY hereby agrees to pay the CONTRACTOR, as full compensation for his services as such CONTRACTOR upon this project, a fixed fee of nine thousand dollars ($9,000). Article III - Cost Limitation Total expenditures made under this contract shall not exceed the sum of nine thousand dollars ($9,000). Article IV - Payment The basic fee shall become due and payable as follows: (a) One single payment of seven thousand five hundred fifty dollars ($7,550) upon completion of System Implementation (Event 3). (b) The balance of said fee shall be due and payable thirty (30) days after completion by the CONTRACTOR 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 any portion of this contract,. except keypunching and computer rental, 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 eighty (180) 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 3 2 Convert Existing Data Files 4 20 3 System Implementation 21 26 TOTAL ELAPSED WEEKS 26 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 City 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. Article VII - Re orts A final report shall be prepared by CONTRACTOR and provided to the ADMINISTRATOR and to the Office of Traffic Safety prior to -3- ~,C~~~ ~ ~, 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 shall 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 the Office of Traffic Safety. Cc) 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 Administr~.tion." (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- _____. C.~~ (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 CONTRACTOR'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- ~;~~~~. 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 ADPZINISTRATOR 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 right 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 employee or applicant for employment because of race, creed, color or national origin. The CONTRACTOR will take affirmative action to -6- ~~~~ j 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- ~__. I.( ~" ~~ ' ~~~ (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 & ASSOCIATE5, iNC. r ,, ,; _.. -. z. ac..; i,. ., By ,j y ~~ J .. ~ 1 CITY OF CHULA VISTA APPROVAL RECOMMENDED: City ngineer -8- -~~S BTANFDRD L. OPTNER & ASSOGIMTES,INC. EXHIBIT "A" PROPOSAL TO CITY OF CHULA VISTA FOR A TRAFFIC ACCIDENT INFORMATION SYSTEM --~ r-. =~~. C ~~~ STANFORD L. OPTNER & ASSOCIATES, INC. fiP,BLE OF CONTENTS •Table of Contents I. INTRODUCTION II. SCOPE OF THE PROJECT III. PROJECT WORK PROGRAM IV. CONTRACTOR'S QUALIFICATIONS V. SCHEDULE AND COSTS 9TANFORO L. OPTNER & ABBOCIATEB~ INC. I. INTRODUCTION 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 .the the project. ~, ~:~~C~C~~ BTANFORD L. OPTNER & ABSOCIATEB,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. •AnaZz~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. •Conyert existing 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. •Sz~stem 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. We will set up an effective liaison between the County Engineer and the City. Further details of this task are discussed in the next section. __~ BTAN~ORD L. OPTNER & AS80CIA'~ES,INC. III. PROJECT WORK PROGRAM This section of the proposal describes the work program which we would employ. Each of the tasks, as identified in the previous section, is discussed in detail. TA5K 1: ANALYZE THE EXISTING SYSTEM This initial phase of the project will consist of the following activities: •Interview City personnel who will be directly involved with the project. •Study the content, flow and disposition of all current traffic-related documents and reports. •Present one or more lectures as required to familiarize City personnel with the operation and functions of the County`s traffic records system which will be implemented. •Provide liaison to establish City/County personnel 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 which 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 which they 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) within the City limits. Data gathered for each street will include, for example, number of lanes, width of roadbed, width of traveled III-2 BTANFORD L. OPTNER & ABSOCIATEB~ INC. way, type of surface, etc. The file will contain a separate 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 Works' 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 to every intersection within the City. This will also include the intersection of City streets with other City limits. Collision History Master File This file will contain traffic collision report data as prepared by the City of Chula Vista police officers. All historical collision reports from September 1, 1971 to September 30, 1973. will be converted. These historical reports will be converted into a format which equates to the new 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 intersection codes assigned during the creation of the Geocoding Reference File. We will also generate the required keypunch instructions to be used for data conversion. Functions to be Performed As applicable to each of the three file establishment subtasks, we will perform the following functions: •Design the necessary input form(s) for transcribing the data into a format suitable for keypunching. •Transcribe the required data elements onto the above- mentioned forms. III-3. STANFORD L. OPTNER & A980CIATEH~ INC. •Keypunch and verify all input forms generated, incurring all costs for the work which will be 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 selected 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 be performed during this task will be to conduct training sessions for City personnel on the uses and operation of the system. Training sessions will be structured to provide training at differing levels of detail on a "need to know" basis. We will conduct between one and three classes for management-level personnel. These classes will be designed to teach the mechanics of requesting special one-time inquiry reports, and to thoroughly familiarize attendees with the regular monthly reports. Some details of the source of~system input will be covered. For those who are most directly connected with the ongoing operation, of the system, we will conduct a single session which will cover approximately 3 days. This training session will cover all of the operational aspects of the system: •Preparation of input data •Control of input data •Identification o~f all subsystems and discussion of their respective features and functions •Master file maintenance procedures •Error correction procedures •5cheduling of computer runs In addition to these subjects, we will present a brief "Introduction to Computer Data Processing" talk. This talk will be aimed particularly at user personnel who have had no previous data processing experience. The primary goal of this undertaking will be to familiarize personnel with data processing terminology. It is important for computer system users to understand the environment in which they will be working. ----~ s ~_~ -~.~~„ ,~ III-4. STANFORD L. OPTNER & ASSOCIATEB,INC. Another service to be performed during this task will be the establishment of personal contacts between City system users and County data processing personnel. We will arrange meetings as necessary to discuss important points such as the regular operational schedule, procedures for submitting data, special report requests, file maintenance runs, etc. As part of this task, we will prepare a Users Instruction Manual which will incorporate extracts from the County's Users Manual and those procedures unique to the City of Chula Vista. We will submit four copies of this manual. We will stand by to monitor the first run to assure the City that the system is functioning In a smooth and orderly manner, and that the City`s personnel know their jobs. We will evaluate the output, and if any technical problems should arise, we will offer solutions to the City and County data processing personnel for immediate rectification. Additional monitoring will be provided if subsequent runs are executed within the time limits of our contract. We will conduct group review sessions to assure that the user personnel have no misinterpretations of the system's output. STANFORD L. OPTNER & ASHOCIATE9,INC. IV. CONTRACTOR'S QUAhIFICATIONS 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, we have executed six contracts relating to the design and implementation of traffic records systems and are in the process of completing the seventh such contract. In the following paragraphs, we describe our qualifications to perform the services described in this proposal. -Experience in developing other computerized traffic records systems: We designed and are implementing the traffic records system for the City of Long Beach. The Los Angeles traffic records and traffic enforcement system was also designed and implemented by our firm, and has been used by other cities and counties of California as their model. •Understandin.g of how a ZocaZ traffic records sz~stem should integrate with the Statewide traffic records s stem: Both the County of San Diego and the City of Long Beach are utilizing the State's new accident form. We are fully informed on the interface requirements between the city and State systems. •FamiZiaritz~ z~ith the information needs of Traffic En~ineerin,q and Police Departments: In both the City of Los Angeles and the City of Long Beach, we defined and implemented the requirements of traffic and police professionals. In the former instance, we developed the first automated central traffic records data base and associated files for use in a cooperative system. In the latter case, we developed a scaled-down system satisfying the less complex needs of a smaller jurisdiction. Our firm has a comprehensive, working- level knowledge of the informational requirements of both traffic engineering and traffic law enforcement. (, C_. ~~'_.; IV-2. 8TANFORD L. OPTNER & ABSOCIATE8~ INC. In-house sz~stem design and programming capabiZitz,L: Seven of our personnel have been directly involved with the design, programming and implementation of traffic records systems. We would assign experienced personnel to the City of Chula Vista project to obtain high quality results. •Design and development of the County of San Diego Traffze Acezc~ent In ormation System: Our firm designed and documented the County of San Diego traffic records system, and has successfully completed its contractual responsibility to the County. The knowledge of the system details, and the working relationships with County personnel will facilitate a trouble-free implementation for the City of Chula Vista. Our familiarity with the details of the County system will minimize the time to activate computer programs for the use of the City of Chula Vista. ~. ~~~~~~ BTANFORD L. OPTNER & ABSOCIATEB~INC. V. SCHEDULE AND COSTS PROJECT SCHEDULE The work program as described in Section III of this proposal will be performed over an elapsed period of 26 weeks. If, because of unforeseen events, the project should extend beyond that period, the City would not be charged for any additional time. We will be prepared to begin this project at mutual convenience. The following schedule of tasks will apply: START END TASK DESCRIPTION WEEK WEEK Analyze the Existing System 1 3 Convert Existing Data Files 4 20 System Implementation 21 26 PROJECT COST This is a fixed price proposal. Any overrun will be absorbed by our company. The rates quoted herein are those which have been employed with municipal, county and State governmental jurisdictions. These rates have also been used in prior grants for similar applications. Computations are based upon an 8-hour man day. Cost per man hour is $25; the cost per man week is $1,000. DESCRIPTION COST 7 man weeks @ $1,000 $7,000 Keypunching services and computer costs 2,000 TOTAL COST $9,000 The above costs include travel and per diem as may be required. They also include sufficient time to type and duplicate the Users Manual (four copies) and the Final Report (original plus two copies).