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HomeMy WebLinkAbout25P - EQUIP SOFTWARE AND TRAINING SRVCSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 1, 2008 TITLE: AGREEMENT WITH GEOSPATIAL TECHNOLOGIES, INC. FOR EQUIPMENT, SOFTWARE, & TRAINING SERVICES ~, ~ ~ ~~ CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ^ As Recommended ^ As Amended ^ Ordinance on 151 Reading ^ Ordinance on 2"d Reading ^ Implementing Resolution ^ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Geospatial Technologies, Inc., to provide an Automated Vehicle Locator system with training in an amount not to exceed $324,115.88 subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The United States Department of Homeland Security, Office of Grants and Training has developed the Urban Areas Security Initiative (UASI) funding program. UASI provides funds to local emergency first responders to enhance security and overall preparedness to prevent, respond to, and recover from acts of terrorism. The grant specifically provides funding for anti-terrorism equipment, planning, training, and exercises. Santa Ana has been designated as an Urban Area Core City for the fifth year. The City of Santa Ana has fiscal responsibility for the FY07 UASI grant for the Santa Ana / Anaheim Urban Area which encompasses the 34 jurisdictions in Orange County. The Santa Ana Police Department requests to enter into a sole source agreement with Geospatial Technologies, Inc. for an Automated Vehicle Locator (AVL) system due to their proprietary technology and current number of implemented systems throughout the Orange County Operational Area COCOA). Several cities and counties outside of the OCOA also currently deploy this exact system. AVL uses GPS technology to track vehicle location. The data is instantly transmitted to status boards located in dispatch centers and Emergency Operations Centers. The system has numerous benefits including an increased efficiency in dispatching calls for service, an increase to first responder safety and response capabilities, and an enhancement to interoperability between jurisdictions within the OCOA as well as other regions. The system will be installed in all of the marked emergency response vehicles at the Santa Ana Police Department. 25P-1 Agreement with Geospatial Technologies, Inc. December 1, 2008 Page 2 FISCAL IMPACT Funds are available in the FY 2007 UASI Grant fund account (no.125-337- 6641-37112). APPROVED AS TO FUNDS AND ACCOUNTS: ~) \ 1 n~ ~ Paul M. Walters Chief of Police Police Department Francisco Gutierrez ~~ Executive Director Finance & Mgmt. Services Agency 25P-2 PURCHASE CONTRACT FOR AN AUTOMATIC VEHICLE LOCATION AND MOBILE MAPPING SYSTEM THIS CONTRACT is made and entered into this day of December, 2008, by and between the CITY OF SANTA ANA, CALIFORNIA, hereinafter referred to as "CITY", and. GeoSpatial Technologies, Inc. (GST), located at 3130 S. Harbor Blvd. Suite 430, Santa Ana, CA 92704, hereinafter referred to as "CONTRACTOR". PURPOSE CONTRACTOR is in the business of providing computer hardware, vehicle GPS hardware, computer software, and professional services of vehicle GPS hardware installation, computer software implementation, CAD interface and integration, training, and technical support in Automatic Vehicle Location (AVL) and Mobile Mapping Systems. CITY hereby purchases from CONTRACTOR its latest AVL and Mobile Mapping System according to the term and conditions specified in this contract. TERM AND CONDITIONS 1. PURCHASE ITEMS The following items are included in this PURCHASE CONTRACT: (1) Computer Server Hardware One GST Tracker Server computer and one GST Database Server computer with MS SQL Server. Specifications of the computer server hardware are included in "EXHIBIT A, Specifications of GST Tracker Computer Hardware". (2) Vehicle GPS Devices One hundred fifty (150) sets of vehicle GPS devices including Sierra Wireless AirLink Pinpoint X GPS modems for AT&T network, single-band GPS antenna, power cable, GPS-MDC connecting cable, and lock box. (3) Vehicle GPS Hardware Installation Service Installation of 150 sets of vehicles GPS devices onto CITY Police Department vehicles, including installation of all the pieces specified in item (2), Vehicle GPS Devices, and field testing for each installed unit. (4) CAD interface and System Integration Service Build the interface with CITY Police Department's existing ComputerAided Dispatch (CAD) system for GST Tracker to feed AVL data to CAD and to receive incident data from CAD. (5) Computer Software and Software Implementation Purchase of one license of GST Tracker Server software, one license of GST Wireless Host Server software for up to 200 vehicles, unlimited site license of GST Viewer software CT Edition license for CITY Police Department, one license of GST InterOp Bridge software, and unlimited site license of GST Mapper MDC software for CITY Police Department. Software End User License Agreement is included in "EXHIBIT C". CONTRACTOR shall install and test all the server software onto server computers. Installation of GST Viewer on workstations and GST Mapper MDC on vehicle Mobile Data Computers will be handled by CITY Police Department. (6) Software Annual Maintenan25~ Tgchnical Support 3 1 This purchase includes GST Software Annual Maintenance for two years. Technical support through a-mail and telephone between 9 am and 6 pm, Monday through Friday except holidays, is included in Software Annual Maintenance. Details of GST Software Annual Maintenance Program are described in "EXHIBIT D, Software Annual Maintenance Agreement". (7) Training CONTRACTOR shall provide five days of training of GST software at no cost to CITY. Additional training requested by CITY will be quoted according to CONTRACTOR's standard training fee for customers under Software Annual Maintenance program. 2. PRICING Price for the purchase items listed in this contract shall be in accordance with "EXHIBIT B: Quote for Santa Ana Police Department" provided by CONTRACTOR dated November 3, 2008, and in accordance with the required specifications set forth in Item (1). CITY shall pay no other compensation to CONTRACTOR unless an Amendment has been agreed upon in writing and signed by both parties. 3. MILESTONES AND PAYMENT SCHEDULE CITY shall pay CONTRACOTR for the specified percentage of total purchase price at each milestone according to the project milestones specified below. (1) Contract signing and project kick-off (0%) Within 15 days from contract signing or by December 15th, 2008, CONTRACTOR project team shall meet with representatives of CITY to kick-off the project, go over the project scope, and present CONTRACTOR's implementation plan. The meeting shall set the schedule for hardware installation, CAD interface, software implementation, and training. CONTRACTOR and CITY may make mutually agreeable adjustments of the acceptance criteria listed in EXHIBIT E, Acceptance Criteria. CITY shall review and approve the revised Acceptance Criteria to be used as the basis of project acceptance. (2) Identification of computer hardware and vehicle GPS devices (10%) Within 15 days from contract signing or by December 15th, 2008, CONTRACTOR shall present detailed specifications of server computers to CITY and CITY shall determine the location to place the server hardware. CITY shall coordinate IT support for networking and firewall configuration. CONTRACTOR shall present a complete set of vehicle GPS device to CITY, including AirLink Pinpoint X GPS modem for AT&T network, single-band GPS antenna, power cable, connecting cable, and lock box. CITY shall determine how the GPS hardware should be installed in the vehicle. CITY shall pay CONTRACTOR 10% of the total purchase price. (3) Purchase of computer hardware (20%) Within 30 days from contract signing or by December 31st, 2008, CONTRACTOR shall deliver and install both server computers for GST Tracker Server and GST Database Server to CITY. 25P-4 2 CITY shall pay CONTRACTOR 20% of the total purchase price. (4) Purchase of GPS devices (20%) By February 15th, 2009, CONTRACTOR shall deliver one hundred fifty (150) sets of vehicle GPS devices to CITY. CITY shall pay CONTRACTOR 20% of the total purchase price. (5) Integration Service/CAD interface (20%) By February 28th, 2009, CONTRACTOR shall build its CAD interface with the current CAD vendor of CITY Police Department. CITY shall coordinate with its CAD vendor to work with CONTRACTOR to support the CAD interface. CITY shall pay CONTRACTOR 20% of the total purchase price. (6) Installation of computer software (10%) By February 28th, 2009, CONTRACTOR shall install GST Tracker Server software and GST Wireless Host Server software onto GST Tracker server computer, and install GST Database Server software with MS SQL Server onto GST Database Server computer. CONTRACTOR shall install one copy of GST Viewer software onto one desktop workstation that CITY provides. CONTRACTOR shall install one copy of GST Mapper MDC software onto one Mobile Data Computer that CITY provides. CITY shall have its IT personnel support CONTRACTOR's software installation. CITY shall arrange its designated technical person to learn from CONTRACTOR the installation of additional copies of GST Viewer software and GST Mapper MDC software for additional units. CITY shall provide GST with remote access to server computers for implementation, system upgrades, and technical support. CITY shall pay CONTRACTOR 10% of the total purchase price. (7) Installation of GPS devices on vehicles (10%) By March 31St, 2009, CONTRACTOR shall bring its vehicle hardware installation team to install vehicle GPS devices at CITY designated facility. CONTRACTOR shall conduct field testing upon completion of each installation. CITY shall set the installation schedule and coordinate the vehicle installation with CONTRACTOR. CITY shall pay CONTRACTOR 10% of the total purchase price. (8) Project sign-off (10%) By March 31St, 2009, and upon completion of the project based on Acceptance Criteria set during the kick-off meeting, CITY shall pay CONTRACTOR the remaining balance which is 10% of the total project cost. 4. INDEPENDENT CONTRACTOR CONTRACTOR shall be considered an independent contractor and neither CONTRACTOR, its employees, nor anyone working under CONTRACTOR shall be considered an agent or an employee of CITY. Neither CONTRACTOR, its employees, nor anyone working under 25P-5 CONTRACTOR shall qualify for workers' compensation or other fringe benefits of any kind through CITY. 5. WARRANTY CONTRACTOR expressly warrants that the goods/services covered by this contract are 1) free of liens and encumbrances, 2) merchantable and good for the ordinary purposes for which they are used, and 3) fit for the particular purpose for which they are intended. 6. COPYRIGHT INFRINGEMENT CONTRACTOR shall, at its cost, defend or, at its sole option, settle any claim or suit brought against CITY on the issue that any software program provided by CONTRACTOR through this contract infringes a United States copyright, provided that CITY (a) notifies CONTRACTOR promptly in writing of any such claim or suit; (b) gives CONTRACTOR full information and assistance in settling and/or defending the suit; and (c) gives CONTRACTOR full authority and control of the defense and/or settlement of any such action. CONTRACTOR shall not be liable for any costs or expenses incurred (a) by CITY without CONTRACTOR's prior written authorization; (b) for any claim based on the use or combination of the software with any other software not provided by CONTRACTOR; (c) for any claim based on CITY's modification of the software; (d) from use of other than the latest available version of the software; or (e) any transaction entered into by CITY relating to the software without CONTRACTOR's priorwritten consent. If a software program becomes subject to a claim of infringement for which CONTRACTOR may become liable, CONTRACTOR may at its option (a) obtain the right to continue using the software program; (b) replace or modify the software program to make it non-infringing so long as the replacement or modification meets substantially similar specifications; or (c) terminate the licenses and refund the license fees paid. In such case that CONTRACTOR terminates the licenses, CITY, in its sole discretion, may elect to return the hardware required to implement this system, including the GST Tracker Server, GST Database Server and the 150 GPS mobile devices for a full refund from CONTRACTOR. EXCEPT FOR THESE REMEDIES, CONTRACTOR SHALL HAVE NO LIABILITY TO CITY FOR COPYRIGHT INFRINGEMENT, AND SHALL IN NO INSTANCE HAVE ANY LIABILITY TO CITY FOR DIRECT, INDIRECT OR CONSEQUENTIAL DAMAGES FROM INFRINGEMENT. 7. INSURANCE CONTRACTOR shall procure and maintain at CONTRACTOR'S expense for the duration of this CONTRACT the following insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the service by the CONTRACTOR, its agents, employees or subcontractors: (1) Comprehensive General Liability insurance with limits of not less than the following: General Aggregate: Each Occurrence Auto liability (2) Workers' Compensation $2,000,000 $1,000,000 $1, 000, 000 Each Accident $1,000,000 Disease -policy limit $1,000,000 Disease -each employee $1,000,000 25P-6 4 8. COMPLIANCE WITH LAWS CONTRACTOR represents and warrants that services to be provided under this CONTRACT shall fully comply, at CONTRACTOR'S expense, with all standards, laws, statutes, restrictions, ordinances, requirements, and regulations (collectively "laws"), including, but not limited to those issued by CITY in its governmental capacity and all other laws applicable to the services are provided to and accepted by CITY. 9. CONFIDENTIALITY CONTRACTOR agrees to maintain the confidentiality of all CITY and CITY-related records and information pursuant to all statutory laws relating to privacy and confidentiality that currently exist or exist at any time during the term of this CONTRACT. All such records and information shall be considered confidential and kept confidential by CONTRACTOR and CONTRACTOR'S agents and employees. 10. INDEMNIFICATION CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its officers, agents and employees against any and all liability, claims, actions, causes of action or demands, arising from or related to the services, products or other performance provided by CONTRACTOR pursuant to this CONTRACT whether or not caused in part by a party indemnified hereunder, except for CITY's sole active negligence or willful misconduct. 11. CHANGE OF OWNERSHIP CONTRACTOR agrees that if there is a change or transfer in ownership of CONTRACTOR'S business prior to completion of this CONTRACT, the new owners shall be required under terms of sale or other transfer to assume CONTRACTOR'S duties and obligations contained in this CONTRACT and complete them to the satisfaction of CITY. 12. FORCE MAJEURE CONTRACTOR shall not be assessed with liquidated damages or unsatisfactory performance penalties during any delay beyond the time named for the performance of this CONTRACT caused by any act of God, war, civil disorder, employment strike or other reasonable control, provided CONTRACTOR gives written notice of the cause of the delay to CITY within 36 hours of the start of the delay and CONTRACTOR avails himself of any available remedies. IN WITNESS WHEREOF, the parties hereto have caused this CONTRACT to be executed the day and year first above-written. CITY OF SANTA ANA ("CITY") GEOSPATIAL TECHNOLOGIES, INC. ("CONTRACTOR") APPROVED AS TO CONTENT: By BY. 25P-7 PRINT NAME AND TITLE Department: Police Department Hong Chou, Chief Technology Officer 3130 S. Harbor Blvd., #430, Santa Ana, CA 92704 (Address) COUNTERSIGNED: By: (714) 434-9936 (714) 434-9937 (Phone Number) (Facsimile Number) SRAP97-731950 95-478331-5 License Number Tax ID 25P-8 ~GST EXHIBIT D: Software Annual Maintenance Agreement GeoSpatial Technologies, Inc. Software Annual Maintenance Agreement GeoSpatial Technologies, Inc. (hereinafter referred to as GST) shall provide maintenance and support services under this Software Annual Maintenance Agreement (hereinafter referred to as Agreement) for -Santa Ana Police Department _ (hereinafter referred to as Customer) during the period approximately , 2008 through ~ , 2009, with options to extend for addition 4 years, upon payment of the annual maintenance fee for the products and support level indicated in Section I, Products Covered. I. PRODUCTS COVERED GST maintenance and support services are provided only for those products listed in the Purchase Contract. The costs for such services are listed in EXHIBIT_B, Quote for Santa Ana Police Department. II. MAINTENANCE AND SUPPORT GST shall provide maintenance and support services to the End User. Maintenance and support services shall include, but not limited to: (a) Telephone and E-mail Support: GST will provide telephone and e-mail assistance. You must provide GST with remote access through the Internet to the computers installed with GST software. By calling the GST technical support number, you will reach a trained support analyst of whom you may ask questions or seek advice relating to the use of GST software. The analyst will assist you in utilizing your GST software, and in identifying and providing a work around, if possible, for any software problems found with GST software. GST support services do not include hardware, network, operating systems, or third party software. Support will be provided weekdays from 9:00 a. m. to 6:00 p.m. Pacific Standard Time, excluding weekends and holidays. (b) Response Times: In the event that the End User experiences a critical system failure, which shall be deemed to have occurred if the system is down or inoperable, meaning that the End User cannot use the System and/or the System is off-line, for longer than 'h hour, GST shall respond and look into correcting the problem immediately upon receipt of a call for service and following the receipt of notification and relevant documentation of the problem. For all other non-critical failures, GST shall respond and attempt to correct the problem within four (4) hours upon receipt of a call for service and following the receipt of notification and relevant documentation of the problem. if problems cannot be resolved within four (4) hours, the problem will be automatically escalated to Application Technical Lead or the VP of Product Management for resolution. After consultation between the VP of Product Management and support staff, GST will provide a plan of action for resolution to the End User. Santa Ana Police Department 25P-9 (GST (c) Bug-fixes and Upgrades: GST will provide bug-fixes and upgrades to the GST software when they are available at no additional charge during the term of the maintenance program. (d) Corrective Maintenance: GST will provide corrections to the supported software using Internet connections, provided you have ahigh-speed Internet connection on your system allowing GST remote access, during standard support hours. (e) GST Training: The End User under software annual maintenance program receives 50% discounts for all training programs held at GST's facility. (f) Software Customization and Enhancement: The End User under the software annual maintenance program receives a 20% discount for any software customization services. End User requested enhancements or modifications of GST software are not included in the support plan price. GST agrees to review requests from the End User and to provide a quote for the requested enhancement based on time and cost anticipated. (g) Excluded Service: The maintenance and support described herein does not include the correction of software failures due to causes beyond the control of GST and occurring without the fault or negligence of GST such as, but not limited to acts of God, catastrophe, fault, or negligence of the End User, operator error, manipulation of the object or source code (unless approved by GST in writing prior to such manipulation), improper use or misuse of the system or any part thereof. Any such excluded service, whether on-site or off-site, will be provided at the request of the End User at GST per call rates and terms then in effect. (h) Support of Old Software: Users are required to install all updated software and any bug fixes in a timely manner, including operating system software. If you fail to keep your system current, GST may no longer support your system. GST will support old releases of a product for two years after new releases become available. For subsequent years after new releases becomes available, if requested by End User, GST may continue to support such old releases for an annual increase in support fee of 40%. (i) Lapsed Support: If the End User intends to renew maintenance after the previous maintenance program has expired for over two (2) months, a supplemental fee of 50% of the annual maintenance shall be due GST for the first year of maintenance following your need for maintenance again, in addition to the maintenance fee already due herein. (k) On-site support: On-site support is not covered by the standard software maintenance support. Per End User's request, GST will provide on-site support if GST determines that such support is required to resolve the reported problem. In this case, GST will dispatch one or more members of its support staff to your site who will attempt to recreate and resolve the problem(s) reported. During this time it is expected that members of your staff will be available to answer questions and provide information regarding your system, if required. On-site support will be charged at $55 per hour with a minimum of two (2) hours, plus travel and per diem for GST staff sent on-site. Santa Ana Police Department 25P-10 ~GST III. SYSTEM MODIFICATION (a) GST-generated modifications: Changes or replacement of the computer equipment, operating system and its related software, or other third party software may require GST software support and/or software modification to allow GST products to work with the new equipment, operating system, and/or third party software. These support and/or modification services will be provided by GST at the End User's request at our then quoted prices. (b) End User-generated modifications: GST will not be responsible for any damage to your GST software or data caused by upgrades to the operating system or replacement of hardware without GST's prior written concurrence that said upgrade would function properly. Services required as a result of modifications to GST's systems made by the End User are not considered normal maintenance and are not provided as part of GST's Software Maintenance Program. (c) External Stem Modifications: In the event any external system is modified beyond that anticipated by the terms of GST End User License Agreement, the End User shall notify GST of such changes immediately upon receipt of not cation from the respective entity/entities and request that GST prepare a proposal to include a time and cost estimate, for the work to be performed which constitutes a change from the originally agreed upon configuration and work description as presented in GST End User License Agreement. GST shall, within thirty (30) days after receiving said notice, furnish a written proposal to the End User provided the required modifications are commercially, technically and practically feasible. Upon receipt of GST's proposal, the End User shall determine whether it desires the work to be performed, and if so shall issue a Notice to Proceed within ten (10) days, at which time GST will perform the necessary modifications for the additional mutually agreed upon compensation. IV. END USER RESPONSIBILITIES (a) Software Problems and Reporting: The End User agrees to limit use of GST maintenance service to occasions when GST system software fails to operate in accordance with the specifications as defined in EXHIBIT F: GST AVL Functional Specifications. To facilitate the problem solving process, the End User agrees to assist GST in their efforts to duplicate the software problem by providing a written problem report. Additionally, GST may ask that you furnish a listing of software problems rather than calling on each individual item over a short period of time so that our support team can better assist you. (b) Payment: The End User is responsible for ensuring that all amounts payable under the software annual maintenance program are received by GST on or before the commencement of the maintenance program. The End User's failure to remit payment to GST for such maintenance services provided or to be provided shall entitle GST to deny further maintenance services to the End User. (c) Updates: The End User and all users of GST software are responsible for installing all updates to software, hardware, and fixes in a timely manner. Failure to keep your system updated can, at GST's sole discretion, result in the immediate discontinuation of maintenance support. Santa Ana Police Department 25P-11 ~GST (d) System Administration: The End User is responsible for identifying a System Administrator, as well as a back-up System Administrator, who will function as GST's primary and secondary contact for any maintenance services to be provided under the software maintenance program. Such System Administrator, or, in the absence of the Systems Administrator, the back up, shall be GST's sole contact for technical assistance. The System Administrator and backup System Administrator must be trained in the administration of computer hardware, operating system, networking, and database. GST support staff will assist you in identifying system problems as a function of maintenance support. However, if a problem is identified as a system administration responsibility, further assistance from GST support staff is billed at our then current hourly rates and terms. V. WARRANTIES (a) Limited Warranty for Services Any services being provided to the End User in accordance with the software maintenance program are offered on abest-efforts basis only, GST may not be able to resolve every service request made. Although GST will attempt to provide some guidance and direction, GST is not responsible for resolving issues related to networks, operating systems, back- end databases or hardware. It is the End User's responsibility to keep adequate data backups. GST will not be responsible for any lost data. ALL OTHER WARRANTIES EXPRESS, IMPLIED OR STATUTORY, INCLUDING ANY WARRANTY OF MERCHANTABILITY OR FITNESS FOR PARTICULAR PURPOSE, ARE HEREBY EXCLUDED. VI. LIMITATION OF LIABILITY The End User's sole and exclusive remedies for any damage or loss in any way connected with any software or services furnished by GST, after acceptance of the GST software system, whether by GST's breach of warranty, negligence, or any other breach of any other duty, shall be, at GST option, replacement of the software or re-performance of service or return or credit of an appropriate portion of any payments made, or to be made, to GST with respect to such software or services. Under no circumstances shall GST be liable to you or any other person for any special, incidental, indirect or consequential damages of any character, including, without limitation, damages for loss of good will, work stoppage, computer failure or malfunction, or any and all other commercial damages or losses, even if GST has been advised of the possibility of such potential loss or damage. VILCHOICE OF LAW Interpretation of this Agreement shall be governed by the laws of the State of California. VIII. STATUTE OF LIMITATIONS No action or claim relating to or arising out of the software annual maintenance program may be instituted more than one (1) year after the event giving rise to such action or claim. IX.DESIGNATED SYSTEM ADMINISTRATOR (& BACK-UP): Santa Ana Police Department 25P-12 (GST PRIMARY BACKUP Name: Name: Title: Title: Address: Address: Phone: Phone: FAX. FAX. E-Mail: E-Mail: By: CUSTOMER By: GeoSpatial Technologies, Inc. (Authorized Signature) (Authorized Signature) Name: Name: Wilbur Hu Title: Title: Vice President Date: Date: Santa Ana Police Department 25P-13 ~GST Attachment A MAINTENANCE PROBLEM REPORT TO: GST CUSTOMER SUPPORT DATE: FAX: or EMAIL @ .com AGENCY/COMPANY NAME: CONTACT NAME: PHONE & FAX: EMAIL: APPLICATION NAME: MODULE with problem PROBLEM DESCRIPTION Location: Form: Tab: Field: FUNCTION being performed at time of problem (adding, modifying, deleting): OTHER SYSTEM ACTIVITY being performed at time of roblem • backup, running reports, ad- hoc searches? • print outs, screen dumps or error messa es? • adding disks, terminals, communication chan es? STATEMENT OF PROBLEM: FOR GST USE ONLY: MAINTENANCE PLAN Please circle 9x6 24x7 Under warrant RESOLUTION OF PROBLEM DATE RESOLUTION ACCEPTED BY CUSTOMER Santa Ana Police Department 25P-14 EXHIBIT E. GST AVL ACCEPTANCE CRITERIA Copyright 2008 GeoSpatial Technologies, Inc. 3130 S. Harbor Blvd. Suite 430 Santa Ana, CA 92704 Tracking • Does the system support real-time tracking of different devices, including GPS hardmount devices, MDC with GPS and broadband wireless card, GPS phones, GPS BlackBerry handsets, and show their current locations on the same map? • Does the system allow for GPS devices to be transmitted through different wireless communication networks of different carriers? • Does the system allow for different units to transmit GPS at a different time interval? • Does the system allow for user to change the GPS transmission rate for different units? • Does the system allow the user to change the refresh rate of GPS data on the map? • Does the system allow for the agency to host its own server within the agency's firewall? • Does the system provide both a table view of unit status and a map view of unit locations? Mapping • Can the software use the GIS map data that the agency provides, including street centerline and any other GIS map layers? • Can the software let the user configure each map layer and determine at which scale will the map layer be displayed and its features be labeled? • Can the software show units using aerial photo as background? • Can the map identify and show the closest units when the user enters an address or cross streets? • Can the map display the current locations of any set of selected units when the user clicks on one or more units on the vehicle list? • Can the map display the time, date, speed, and direction of the GPS data associated with any unit? • Can the user delineate a circle, a rectangle, or a polygon on the map and identify all the units within the delineated shape? • Does the software allow for display of images such as plot plans, building floor plans, pictures, and others that are associated with a location on the map? • Does the software allow for display of documentation in common PDF format associated with any location on the map? 25P-15 Grouping Does the system allow the user to define multiple groups and assign different units to different groups? Does the system allow for multiple sub-groups to be defined for each group, and assign different symbols to different sub-groups? Does the system allow the user to select one, more, or all groups to view their status on both the table view and the map view? Reporting • Does the software allow the user to select any unit and generate a detailed activity history of the unit during the user specified date/time range? • Can the user playback the history of any unit on the map point by point? • Can the user display the history of any unit on the map as a breadcrumb trail? • Can the system generate a report showing all the units that have not reported GPS data over an extended period of time? Routing • Can the software generate the fastest route from any location to any other location on the map? • Can the software generate the fastest route from any address or cross streets to any other address or cross streets? • When a route is generated, can the software show the turn-by-turn directions if the user choose to? • When the interface with the agency's CAD is built, can the mapping software installed on the MDC generate a route in real-time from the vehicle's current location to the incident automatically? Reverse 911 • If the agency provides address point layer or parcel map with addresses, can the system identify and create text files of all the addresses within a user- defined shape, such as a rectangle, a circle, or a polygon to support reverse 911 notification? • Can the system generate multiple concentric rings of varying distance from any user-specified location and create text files listing the addresses within those rings? 2 25P-16 EXHIBIT F: GST AVL FUNCTIONAL SPECIFICATIONS GST AVL Functional Specifications Copyright 2008 GeoSpatial Technologies, Inc. 3130 S. Harbor Blvd. Suite 430 Santa Ana, CA 92704 Tel: (714) 434-9936 Fax: (714) 434-9937 www.geospatialtech.com A. TRACKING -GST TRACKER WITH GST VIEWER • Variable Mobile Assets: Real-time tracking of multiple types of moving assets simultaneously, including vehicles with a GPS device, handsets, and Blackberries. • Constant Poll: Set a proper time interval to receive reports of any unit constantly. • GPS Status Display: The Status console shows each vehicle's latest GPS data including location in terms of street information, closest landmark if the landmark data is available, speed, date and time of the latest GPS data, and vehicle status if the CAD interface is available. • Maintenance Report: Shows units that have not reported for apre-set period of time, usually 7 days. • Group Selection: The user may divide vehicles and/or handsets into groups and select any one or more groups to monitor. Different symbols or colors can be assigned to different groups. • Near-Unit Identification: Display and identify mobile units close to any location on the map. • History Report: Generate a report of detailed driving history of any selected unit for any specific time period. • History Playback: Playback the driving history of any selected unit on the map, either point by point or in a breadcrumb trail. • Advanced Mapping: Support common GIS map data with unlimited number of layers. Mapping functions include address finding, vehicle-to-incident routing, aerial photography, geo-referenced image display in a separate window, reverse 911 notification, annotation, measurement, and other features. Copvrfght GeoSpntial Tecknologies, Lnc. 25P-17 B. MAPPING -GST MAPPER 1. Map Data ESRI Compatibility: GST Mappers is ESRI compatible. All GIS data in ESRI shapefile format can be incorporated into the system without conversion. However, since shapefile does not contain network topology, the street centerline shapefile does not support routing functions unless the shapefile is processed to generate additional files for network topology. If routing is desired, street centerline is the only shapefile that needs to be processed into a proper format. Multiple Data Layers: GST Mapper® supports any number of data layers as long as enough disk space is available on the hard drive. Multiple Data Types: GST Mapper® supports multiple types of GIS and image data, including standard street centerline, point features, line features, polygon features, aerial photography in ECW format, images in commonly used format such as JPG, and documents in pdf format (Acrobat reader required to read pd fl. Coordinate System: For GPS real-time tracking, GST Mapper© supports standard GPS native coordinates in Lat/Long NAD83 format. 2. Mapping Functions Standard Mapping Features: GST Mapper® provides standard mapping tools including zoom-in, zoom-out, pan, center map by clicking on any position of the map, and center map by entering Lat/Long coordinates. The zoom-in tool allows the user to click and draw a rectangle to zoom in to the defined box. The user may pan the map by pressing direction keys or dragging the mouse in any direction. Scale Control by Layer: GST Mapper© allows each map layer to be set at a different scale for display and labeling. At any user-set scale, each layer can be automatically turned on/off. The user may change the setting at any time. Scale Indicator: The map scale is displayed at the bottom ofthe map window. Cursor Coordinates: At any time, the Lat/Long coordinates of the cursor position are displayed at the bottom of the map window. As the cursor moves, the Lat/Long coordinates change automatically. Attribute Display: A button allows the user to click on a selected feature to display its attribute information. Map Annotation: GST Mapper® provides a set of annotation tools to allow the user to draw points, lines, polygons, and add text to the map. The annotations can be saved in a file for future use or be shared with other users. The user may open Copyright GeoSpatial Technologies, lnc. 2 25P-18 a previously saved annotation file to display on the map, or change the color, thickness, and size of the annotation. Measuring Tool: A measuring tool lets the user measure distance or perimeter and area by drawing lines or shapes around the map. The user may change the type of measurement units. Concentric Rings: GST MapperC~~ provides a tool to generate multiple concentric rings of different distances from any position on the map. Three rings of different user-specified distances from the center location will be generated. These rings can be customized in color, size, and distance. Automatic Street Labeling: GST Mapper© allows the user to set scale ranges for streets to be automatically labeled without any need to manually label streets. Address Geocoding: The user may enter either a street address or cross streets, and GST Mapper® will find the location and center the map automatically. Multiple Address Matches: Ifthere exist multiple matches of an address, GST Mapper® will list all the multiple matches for the user to choose from. Similar Name Search: When the user enters an incorrect street name, GST Mapper® provides a list of similar street names for the user to choose from. Address Range Search: If a house number does not exist in the database while there are different house numbers of that street, the user may enter an approximation range to find the closest house number of the street. DaylNight View: GST Mapper® has a button to switch between day view and night view. The day view shows map features in the standard colors. The night view shows key features such as streets, vehicles, and incidents against a dark background to reduce glare. District Pointer: GST Mapper® has an option to add buttons of District Pointer representing different districts within the jurisdiction. Clicking on a button will automatically pan the map to the designated district. 3. Mobile AVL GPS Support: GST Mapper® can read GPS data from any GPS device as long as the device generates the industry standard NMEA output through the standard serial connection. Vehicle Location: The current GPS position ofthe vehicle is displayed on the map if a GPS device is connected. GST Mapper® can display the vehicle's speed, time, and date from the GPS output. Copyright GeoSpntial Technologies, [nc. 3 25P-19 Travel History: As an option, if the user chooses to save travel history, the detailed history ofthe vehicle can be saved in a file and played back on the map later. GPS Detection: GST Mapper® offers a signal indicating whether or not valid GPS data is received from the GPS device. The signal informs the user when the software is not receiving valid GPS from the device. Wireless Communication: Provided that a broadband wireless communication is available, GST Mapper® may send the valid GPS data to an Automatic Vehicle Location System (AVL) through the MDC's wireless communication. Mobile AVL: GST Mapper® can show the current locations of other mobile units ofthe same group through the AVL system, provided that broadband wireless communication is available. Search Unit: With Mobile AVL, the user may click on any vehicle to find its location, and the map is automatically centered at the selected vehicle's location. Search Multiple Units: If the user selects more than one vehicle, GST Mapper® shows all the selected vehicles and the map automatically changes its scale to show all the selected vehicles. View Selected Units: The user may choose to view only those selected units and remove other units from display, or to view all units. Closest Units: The user may enter an address or cross streets, and GST Mapper® will center the map at that location and show the closest vehicles around that location. A separate window lists the closest units and their distances from the specified location. 4. CAD Incident Mapping Open Interface with CAD: GST Mapper® provides an open interface with any Computer Aided Dispatch System (CAD) to receive incidents from the CAD, provided that proper wireless communication between the CAD server and the MDC is available. Incident Mapping: With the CAD interface in place, GST Mapper® will show the location of the incident assigned to each specific vehicle in real time. A button is provided to allow the user to center the map to its assigned incident at any time. Incident Closing: At any time the user is able to click a button to close the currently assigned incident. Copyright GeoSpatial Technologies, Inc. 4 25P-20 5. Routing Capability Dynamic Navigation: With both a GPS device available and CAD Interface in place, GST Mapper® can generate the shortest or quickest route from the vehicle GPS location to the incident location whenever the CAD sends an incident to the MDC. The route is based on the street network rather than astraight-line solution. The route following street segments is highlighted on the map automatically. Driving Directions: GST MapperC~ provides turn-by-turn directions of the route if the user chooses this function. When the route has changed, the driving directions are automatically calculated to show the directions ofthe new route. Automatic Rerouting: At any moment, the route may be changed due to the movement of the vehicle or when a new assignment is received from the CAD. GST Mapper® recalculates the route based on auser-specified time interval. Address Routing: The user may enter any address and generate the route from the vehicle to that address, or from any address to any other address. Landmark Routing: The user may choose from a list of landmarks or known locations to generate the route from the vehicle to the selected location. On-Map Routing: The user may click on the map to determine the origin and destination, and GST Mapper® will automatically generate the route on the streets. The user may choose to show driving directions by clicking a button. 6. Image/PDF Display Aerial Photo: GST Mapper® allows the user to switch between the regular GIS map and aerial photo image. When the aerial imagery is selected as the background, key features including vehicles and incidents are displayed on top of the aerial photo. The user may use the standard mapping tools to zoom-in, zoom- out, and pan the aerial photo. Scanned Map Image: GST Mapper® allows the user to switch between the regular GIS map and any scanned, geo-referenced map image provided in standard JPG format. When a scanned map image is used as the background, key features including vehicles and incidents are displayed on top of the scanned map image. ImagelPDF Viewing: GST Mapper® provides a separate image window to simultaneously display the map and the image, i.e., it can show the map and an image associated with a specific location on the map. The scanned images include building floor plans, drawings ofapartment complexes, pictures ofa building, scanned parcel map, etc. The images can be of any commonly used image formats including JPG, GIF, TIFF, and also the standard PDF files. Copyright GeoSpatial Technologies, [nc. 25P-21 7. Reverse-911 Notification Radius Search: Ifthe layer of address points is available, the user may click on anywhere on the map, and drag the mouse to define the radius, and GST Mapper®will show a text file listing all the addresses that are inside the circle. Rectangle Search: The user may click and drag a rectangle on the map and GST Mapper® shows a text file listing all the addresses within the rectangle. Polygon Search: The user may draw a polygon of any shape on the map, and GST Mapper® will show a text file listing all the addresses within the polygon. Multiple-ring Search: The user may click on the map, and GST Mapper® will show multiple files listing the addresses within multiple rings of difference distances from that location. For instance, if the distances of the multiple rings are set as 1 mile, 3 miles, and 5 miles, there will be three files listing all the addresses within the respective distances from the location. Copvrigh[GeoSpatial Teclanologies, Inc. 25P-22 CITY OF SANTA ANA _ FINANCE & MANAGEMENT SERVICES AGENCY PURCHASING DIVISION 20 CIVIC C1-:NTER PLAZA M-lb P.O. E30X 198A SAN'I~A ANA, CALIFORNIA 92702 REQUEST FOR EXCEPTION TO COMPETITIVE BIDDING PROCESS Requests for exceptions to the competitive bidding process require detailed justification. This form must accompany your requisition whenever an exception to the competitive bidding process is requested. Such a request should not be made unless supported by factual statements that will pass an independent audit. Failure to respond fully to any of the questions could result in delay or rejection of your request due to inadequate justification. The Buyer or F&MS Agency Administrative Services Manager will determine whether the justification is appropriate. 1. Describe the product or service you wish to procure. Use enough detail to clearly describe what you are procuring to someone not familiar with the process. The City of Santa Ana is the reci ient affY20071/rhan Area Security /nitiative (UAS/ Grant funds funds from thisgrant wi//be used for an ,4utnmatic Yehic% Locating (AFL) system. Such s stems are a/ready im /emented in severs/pa/ice and fire departments thraughvut the Orange County Operatiana/Area. AFL wi// enah/e ~v/ice Department andQCity managers to more efficient/y track and dep/vy.(in rea/time) critics/resources during a catastrophic or terrorist event by using G/nha/Pasitiomng Sate//ite (GPS) techna/vgy and Gevspatia//nfarmatian Systems (G/S) data. 2. What are the unique performance factors of the requested product or service that cannot be met by another vendor? The cvnfiguratian, sohware, and system requested has a/readybeen purchased from this vender, Geaspatia/Techna/agies, and imp/emented by I4 pa/ice/fire agencies within Orange County. 7Cauntywide agencies from Las,4nge%s, Riverside, and Ventura Counties have a/so imp/emented the exactsamesystem. /n order tv maintain cansistencyand ensure interaperahi/ity, the exact same system mustbe procuredand imp/emented. This wi//accamp/ish the eventua/gas/af/inking each agency's system and tracking Operatiana/andRegiana/ area-wide resources during a catastrophic event. A sing/e, common operating picture wi//he passib/e. I HEREBY CERTIFY THAT to the best of my knowledge, after having reviewed all pertinent information available to me at this time, the followi g vendor is the so a source of supply for the required product or service indicated .~ l ~ /~ G.-'- --- - REQUESTO}j~" --~--~ ~! ~~'~ ~~ -~ DATE: ~~ / ~~ /~~ DEPT./DIV. HEAD: Vim-- DATE: ~/ l2~ BSc' REQUISITION #: 25P-23 25P-24