The URL can be used to link to this page

Home My WebLink AboutCITCOM, INC. 1C -2006 e -- A-2006-301 11\) SU RA.(J t \ L f. VV\.i:.:;h hULLED lJr~ I:L ii~:"JrU\iiCE EXPIRES ".__~ 2. 3.0 2.-. CLt.Rf\ OF COUNCil /. DATE: /I... ~ e..(J~ THIRD AMENDMENT TO CONSULTANT AGREEMENT THIS THIRD AMENDMENT TO CONSULTANT AGREEMENT is entered into on November 20,2006, by and between Cit Com, Inc. a Nevada corporation ("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 Agreement A-2004-180, dated September 7,2004, (hereinafter "said Agreement") by which Consultant has provided Information Technology and grant management and technology services to the City's Police and Fire Departments. B. Due to project delays, the costs of implementing the Jail Management and CAD systems for the Police Department have increased. C. The Fire Department has requested additional technology consulting services regarding Computer-Aided-Dispatch and implementation of a Geographic Information System. D. In accordance with the terms and conditions of said Agreement, the parties wish to increase compensation to pay for the additional services required by City to complete the projects. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this Third Amendment to Consultant Agreement, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, will be amended to read in full as follows: "Consultant shall provide consulting services implementing technology initiatives to upgrade the Computer-Aided-Dispatch, Jail Management and Mobile Booking systems for the Police Department as set forth in Exhibit A to said Agreement; implementing technology initiatives including mobile data computing, personnel accountability and Computer-Aided-Dispatch systems for the Fire Department as set forth in Exhibit A-I to the First Amendment to Agreement and A-2, attached hereto and incorporated by reference; and evaluate alternative wireless infrastructures and deployment options for the City Manager. All services not set forth in Exhibits A, A-I and A-2, will be performed on a project basis upon the submission of a written Proposal by Consultant and written authorization of the Department Head requesting said services." 2. Section 2.a, COMPENSA nON, shall be amended to increase the compensation by $100,000.00 for a total not to exceed amount of$375,000.00 -..L e -- 3. Except as herein amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Third Amendment to Consultant Agreement on the date and year first written above. ATTEST: ~ ~:;J!v-~~~ PATRICIA E. HEAL Y ~ DAVID N. RE Clerk of the Council City Manager CITY OF SANTA ANA APPROVED AS TO FORM: JOSEPH W. FLETCHER City Attorney CIT COM, INC. WIL~SBURG Vice President e -- EXHIBIT A-2 FINALIZE TRITECH AGREEMENT The TriTech Agreement was not predicted in Cit Com's current scope of services, and has required 225 hours to date, and will require an additional 40 hours through September 1, 2006. IMPLEMENTATION ASSISTANCE The following outlines tasks which Cit Com will assist the City during systems implementation. Develop Detailed Project Implementation Schedule The TriTech contract contains a "preliminary timeline", which identifies major tasks and milestones, but falls short of identifying specific dates and times when such events will Occur. Once the agreement is signed, both TriTech and the City are in a better position to identify actual start dates, and begin populating the timeline with detailed, specific information. Therefore, as an initial implementation task, we will work with City personnel and the selected TriTech personnel to develop a comprehensive project schedule that would include, at a minimum, the following: · Application Development · Physical Site Planning · Networking and Interface Development · Training · Operational Planning · Systems Testing and Control Procedures · Conversion and Implementation · Operational Documentation · Acceptance Testing 9 Contract Management-Related Tasks (meetings, presentations, etc.) We would identify various tasks and subtasks within each of these sections. Target dates for the completion of each task and subtask would be established, and responsibilities for the successful attainment of these dates would be assigned. The purpose of a detailed project schedule is to provide an effective method of . -- monitoring the progress of this complex project on an ongoing basis. In this manner, decisions to expedite the implementation program can be made on a timely basis rather than "after the fact," when the steps taken are likely to be too late or inadequate. General Project Management We would assist the City in managing the systems implementation. Our assistance would include the following: Serve on the Steering Committee - The purpose of the Steering Committee is to ensure that project activities are prioritized based on the overall needs of the City. This Committee would also address issues that may impact policies and procedures. We would document Steering Committee discussions, and ensure that policy issues are addressed and coordinated. Serve on the Implementation Project Team - The purpose of the Implementation Project Team is to adopt the detailed project schedule and manage the implementation activities on a daily basis for conformance with the established schedule; and recommend revised priorities and system modifications as may be necessary. Included on the Project Team should be TriTech project manager. Maintain Project Schedule and Task Lists - We would maintain the detailed project schedule and task lists by indicating when tasks have been successfully completed and the dates of their completion. We will revise tasks and estimate completion dates and responsibilities as required. When a task is rescheduled, we will consider what impact the rescheduling will have on related tasks and revise the schedule as necessary. Create a Project Website - Fire personnel clearly operate on a 24x7 basis, and therefore; readily accessible information about the project is vital. Therefore, Cit Com, Inc provides each client with a Microsoft SharePoint website for use in managing project communications. Commonly used elements of the project site include meeting notification, document postings, electronic message boards, and detailed task assignments based upon the project's time line (if Microsoft Project is . -- the preferred medium for managing the timeline, we populate the work breakdown structure directly into pre-assigned tasks on the website). Administer TriTech Contract - We would ensure that TriTech adheres to the contract terms and conditions. We would review and advise the City on potential out-of-scope issues; assist the City in addressing potential contractual conflicts; assist in the review and approval of deliverables and payment milestones; and prepare correspondence on behalf of the City, as appropriate. Establish Conversion Control Procedures - Prior to converting any relevant records to the new system, we would develop procedures specifying how any converted records are to be checked and balanced before the system goes "live." In this manner, we would ensure that no shortcuts are taken in the testing process in order to expedite implementation. Quality Assurance Often times, clients possess strict standards for ensuring quality assurance related to technology initiatives. Recognizing that our scope of services would need to be aligned closely with such requirements, the following list describes key elements that are common to most quality assurance approaches, and which are provided by Cit Com, Inc as part of a monthly quality assurance review and subsequent report: 9 SAFD and TriTech Expectations - Act as the intermediary to assist in the resolution of conflicts and realistic expectations regarding the delivery and timing of project components. 9 Project Scope - Facilitate the minimization of project scope changes, assist in the identification of out-of-scope items, and facilitate a review of project change requests. 9 Project Cost - Assist in monitoring project budget, actual expenditures in current period, actual expenditures for project, estimates to complete project, and actual cost projections in comparison to project budget; Review costs associated with any project change requests to determine fairness and assist in negotiations. 9 Project Timeframe - Assist in the monitoring of project activities and their progress in relation to project baseline. 9 Project Risk - Assist in the identification of risk areas which may impact project timeframe, project budget, system functionality, implementation, etc. . -- 9 Contract Terms and Conditions - Monitor TriTech performance in relation to contracted terms and conditions and the agreed upon statement of work. 9 Project Issues - Review of communication programs, project perceptions, project position relative to schedule and budget, change requests, problems, etc. 9 Project Organization - Review of organization structure, customer staffing, TriTech staffing, project plan, detailed work program, project timeline, milestones, deliverab/es. 9 Project Administration - Review of status reporting, formal change control process, the project office, project documentation, issue management, time and expense reporting, work program updates, physical workspace, availability of tools and facilitates, personnel issues, work program agreement with contract and statement of work, project expenditures. 9 Installation Activities - Monitor the delivery of the application, product configuration, interfaces, conversion, reporting, business environment, training, documentation, testing, installation, desktop environment, server environment, network environment, etc. Preparation of System Test and Acceptance Plan We would assist the City and TriTech in the preparation of a detailed system test and acceptance plan. Our assistance would include the following: Develop Testing Overview - In conjunction with TriTech, we would prepare a comprehensive Test Plan for the new systems. Based on the unique capabilities of the system, the order and precedence of system testing would be defined. An overall schedule and estimate of time required to complete system testing would be developed. Relationships between tests would be identified (Le., which tests must be successfully completed in order to continue testing). Develop Acceptance Plan - Based on the RFP requirements, TriTech responses, system capabilities, and contractual performance requirements, a detailed Acceptance Plan would be developed identifying the steps and coordination necessary to accomplish system acceptance. The Acceptance Plan would include the following information for each recommended test: 9 Test Description 9 Source Requirements or Specification 9 Required Test Data, Equipment and Personnel . e 9 System Configuration for Test 9 Test Schedule and Time Requirements 9 Special Requirements for Testing 9 Expected Results 9 Range of Acceptable Limits for Results 9 Forms for Logging Results 9 Certification of Completion Review TriTech Documentation - We would review TriTech documentation for completeness and identification of test points. We would identify additional documentation required for the City to repeat testing or verify measurements on a periodic basis. Verify Testing Configuration - We would coordinate with TriTech to identify necessary or proprietary test equipment for system testing and arrange for equipment availability. TriTech would be required to provide procedures to perform system loading for statistically based tests. Observe Testing Procedures - We would observe the testing of critical components of the system and observe a sampling of testing procedures. We would validate participant understanding of test procedures and ensure test documentation is completed accurately. Review Completed Test Logs - On a scheduled basis, we would review testing progress and completed field test reports. Areas of concern would be identified and discussed with the City's Project Manager. Coordinate Corrections and Re- Test - When required corrections to system components have been identified, we would work with TriTech to schedule corrections and retesting. We would assist City representatives and TriTech personnel to continue testing where appropriate. Coordinate System Final Design and Installation - After completion and approval of the functional design document, the focus of the project team would then be on ensuring that all components of the system are coordinated and installed according to the final system design. We would coordinate system installation activities with the City and TriTech including, data conversion, site preparation, and equipment installation. We would document operational and control procedures, as needed, and coordinate the resolution of design and installation issues. e - Report Findings Although, as independent consultants, we cannot warrant TriTech's work, prior to the City's acceptance of each application or final acceptance, we would formally report our findings regarding acceptance in writing. Professional Fees Cit Com's fees are based on its experience with similar projects and its understanding of the environment. Cit Com assumes a 7 month project: Work Description/Hour Calculation Hours Cost Conclude TriTech Agreement 40 $ 8,000 $29,400 Project Management (Avg 21 hours/month) 147 Monthly Status Meetings 8 hours per report (includes on site meeting) 56 $11,200 Quality Assurance 70 $14,000 Total 273 $62,600 Travel and Reimbursable Costs None. ACORDTM Policy Number: CERTIFICATE OF LIABILITY INSURANCE Date Entered: 7/23/2007 PRODUCER ATADERO INSURANCE AGENCY STEPHEN D. ATADERO 9835 SIERRA AVENUE FONTANA, CA 92335 (909)355-6677 9734376 CIT.COM, INC. WILLIAM ROMESBURG PO BOX 890513 TEMECULA, CA 92592 INSURED COVERAGES A, 0200b~ 301 DATE (MMlDDIYYYY) 7/23/2007 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR AL TER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE INSURERA:CNA/ VALLEY FORGE INSURANCE CO. INSURER B: INSURER C: INSURER D: INSURER E: NAIC# THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. -- ---_._-------_.._~--------_.-._.__. ~... I,N~: I~~~'~ TVDCO nco POLICY NUMBER POLICY EFFECTIVE P~J.lTq,Y EXPIRATION LIMITS GENERAL LIABILITY EACH OCCURRENCE $1,000,000 A Z COMMERCIAL GENERAL LIABILITY B2084395271 7/23/2007 7/23/2008 ~~~~l?~~~~~nce\ $ 50,000 f-- =:J CLAIMS MADE [ZJ OCCUR MED EXP (Anyone person) $ 5,000 f-- PERSONAL & ADV INJURY $1,000,000 GENERAL AGGREGATE $ 2,000,000 ~'L AGGREnE LIMIT APn PER: PRODUCTS. COMP/OP AGG $2,000,000 POLICY ~~R,: LOC ~TOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) - - ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) - f-- HIRED AUTOS BODILY INJURY $ NON.OWNED AUTOS (Per accident) f-- PROPERTY DAMAGE $ (Per accident) ~RAGE LIABILITY AUTO ONLY - EA ACCIDENT $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ ~ESS/UMBRELLA LIABILITY EACH OCCURRENCE $ OCCUR D CLAIMS MADE AGGREGATE $ ~ DEDUCTIBLE $ --~---_."-- $ ..---..----.----.- . .. . . , - .,. i RETENTION $ , $ WORKERS COMPENSATION AND -1t1~ -<(/ r T~g~m~;, I IOJ~- EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE EL. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? .- ( EL. DISEASE. EA EMPLOYEE $ If yes, describe under SPECIAL PROVISIONS below - -.' " \ ~ EL. DISEASE - POLICY LIMIT $ OTHER DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS THE CERTIFICATE HOLDER IS NAMED AS ADDITIONAL INSURED AS RESPECTS TO THE OPERATIONS OF THE NAMED INSURED. CERTIFICATE HOLDER SANTA ANA POLICE DEPARTMENT PO BOX 1988 - IVl 7, SANTA ANA, CA 92702 ACORD 25 (2001/08) Produced using Forms Boss Plus software. www.FormsBoss.com; Impressive Publishing 800.208.1977 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION ENDEAVOR TO MAlL ~ DAYS WRITTEN o TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION 0 REPRESENTATIVES. AUTHORIZED REPRESENTATI ANY KIND UPON THE INSURER, ITS AGENTS OR @ACORD CORPORATION 1988