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HomeMy WebLinkAboutCIT COM INC. 2A -2013INSURANCE ON FIIJ WORK MAY PROCEEt? UNTIL INSURANCE EXPIRES CLERK OF COUNCIL DALE: tom -Ll 1 q FIRST AMENDMENT TO AGREEMENT FOR PUBLIC SAFETY CONSULTING SERVICES A -2013 -174 This FIRST AMENDMENT TO AGREEMENT for Public Safety Consulting Services is entered into this 18th day of November, 2013, by and between Cit Com, Inc.,, a Nevada Corporation ( "Cit Com "), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ( "City "). RECITALS: A. The parties entered into Agreement N- 2012 -089 dated ,Tune 1, 2012, (hereinafter "said Agreement ") by which Cit Com agreed to provide consulting services for developing a Request for Proposal (RFP) for modernizing the police department's existing computer aided dispatch (CAD), records management system (RMS), mobile system, and associated interfaces (Police Integrated Information Technology System); assist with vendor evaluation and selection; and assist with contract development. B. The fanding for the initial Agreement has been exhausted. However, the vendor evaluation, selection and contract development remain to be completed due to performance of other project related tasks not specified in the original agreement including in- person meetings at the Police Department, preparation time for those meetings, and public presentations. C. The City also desires to expand the terms of the original Agreement to allow the consultant to review the police department's current IT staffing and determine if the current staff can implement the Integrated Information. Technology System once selected. NOW, THEREFORE, in consideration of the mutual and respective promises, and subject to all the terms and conditions of said Agreement, except as herein modified, the parties agree as follows: 1. Section 1, SERVICES TO BE PERFORMED, shall be amended as follows: A. To replace: "The City hereby retains Consultant, and Consultant hereby accepts such engagement, provide technological information and advice to support the Information Technology Integration Project, as set forth in Exhibit A, attached hereto and incorporated by reference. Consultant's duties and responsibilities shall include, but not be limited to the following:" with the following: "The City hereby retains Consultant, and Consultant hereby accepts such engagement, provide technological information and advice to support the Information Technology Integration Project, as set forth in Exhibit A and Exhibit B, attached hereto incorporated by reference. Consultant's duties and responsibilities shall include, but not be limited to the following:" B. To add subsection 5. to read "Identify any gaps between necessary technical services and existing resources, redundant knowledge, skills, and abilities amongst existing personnel, and the short and long term organizational value associated with the performance of current technical tasks and assignments as set forth in Exhibit "C" incorporated herein by reference," Section 3, COMPENSATION AND PAYMENT, shall be amended as follows: A. Add an additional $24,000.00 for vendor evaluation, selection and contract development as specified in Exhibit "B" to pay for completion of the services set forth in the original Agreement N- 2012 -089; B. Add an additional $7,700.00 for IT staffing analysis as set forth in Exhibit 11C; 11 C. Add an additional $5,000 for unanticipated work; and D. Replace "not to exceed $25,000" with "not to exceed $61,700." 3. Except as hereinabove modified, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement the day and year first above written. ATTEST: MARIA D. HUIZAR�- Clerk of the Council CITY OF SANTA ANA DAVID CAVAZOS City Manager APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: d�5Gi. - &- A-L li- Laura A. Rossini Senior Assistant City Attorney RECD �vIENDED FOR APPROV CARLOSROJAS Acting Police Chief CIT COM, INC. William Ro esburg i Consulting Proposal A Proposal to Provide Law Enforcement Technology Modernization Consulting Services for the City of Santa Ana Contents FIRM QU A I IFICATIONS, Evi- ,RIIiNCE AND REFERENCES .......................... ..............................2 CIT COM QUALIFICATIONS AND EXPERIENCE .................................. ..............................2 CLIENT SERVICES ................................................................... ..............................2 GRANT WRIYINC AND MANAGEMENT ............................................ ..............................2 THOUGHTLEADERSHIP ............................................................ ..............................2 Rr.:Fr• R ENCEs ................................................... ............................... . ........................ 3 SEATTLE POLICE DEPARTMENT, WASHINGTON (2002 — 2010) .............. ..............................3 PORTLAND POLICE AND FIRE DEPARTMENTS (2008 — CURRENT) ............ ..............................3 ALAMEDA COUNTY SHERIFF'S OFFICE, CALIFORNIA (2004— CURRENT) ... ..............................4 MAKIN COUNTY CONSORTIUM, CALIFORNIA (2011 — CURRENT) ........... ..............................4 NAPA COUNTY POLICE AND RRL CONSORTIUM, CALIFORNIA (2005 — 2008 ) ...........................5 TRI- CITIES CONSORTIUM, CALIFORNIA (2007 -2009) ........................ ..............................5 YOLO COLINTY SHERIFF'S DEPARTMENT, CALIFORNIA (2005 -- 2007) ...... ..............................5 ADDITIONAL REFERENCES ............................. ............................... ....................... 6 ORGANIZATION, PLIISONNELANDS- I' AIFING ....................................... ..............................7 PRIMARY CONSULTANT: WILLIAM ("Bu ROMESRURG ...................... ..............................7 SECONDARY CONSULTANT: SUSAN MCDONALD ............................... ..............................7 TECHNICAL CONSULTANT: DREW LINDE ........................................ ..............................7 ASSOCIATE. CONSULTANT: NICHOLASLOVL .................................... ..............................5 FINANCIAL CONSULTANT: NANCY LEA CII ....................................... ..............................5 PROPOSEDWORK PLAN ...... ........................................................ ..............................9 PHASE 1, TECHNOLOGY ACQUISr1 1ON .................................. ..............................9 TASK 1.1: PROJECT INITIATION ................................................ ..............................9 TASK 1 -2o NEEDS ANALYSIS .................................................. ............................... 10 TASK 1.3i TECHNOLOGY ACQUISITION .................................. ........................— ...... I 1 TASK 14: PROCUREMENT SUPPORT. . ................................................. ......... .... — 12 TASK J -S: CONTRACTING SUPPORT.......................................... ............................. 14 '. PROPOSEDCOST .................................................................... ............................... 16 _ TIMELINE........................................................................... ............................... 17 m 0 a a a` no c 4 U AMJ Firm Qualifications, Experience and References Cit Corn Qualifications and Experience For the past 17 years, Cit Cam has established itself as a unique consulting firm specializing in police and fire technology strategic planning, procurement and implementation. Our team of professionals is focused on three core competencies: Client Services, Grant Writing and Managameat, and 'thought Leadership. Client Services Cit Cam is dedicated toward providing quality consulting services to municipal, county, regional, state and federal clients at affordable rates. We are privileged to have served dozens of police and fire agencies throughout the United States, Specifically, Cit Cam assists with planning, procuring, implementing and financing computer aided dispatch (CAA), records management systems (RMS), Jail management systems OMS), mobile technologies (including automated field reporting) and integrated Justice solutions. Beyond those core technologies, we also have a wide base of knowledge in collateral areas that impact the acquisition and implementation of technology, Including: geographic information systems (GIS), wireless connectivity, justice integration (courts, district attorney, probation), and others. Grant Writing and Management Cit Cam continuously monitors potential funding sources while managing existing cheat grants. With contacts and staff in Washington, DC, we work hard to secure funds for our clients, while helping justice afficiAls develop fiuure funding strategies. Having worked with federal funding authorities since 1996, we are very keenly aware of the relationship between our work products (such a» project plans or business cases) and grant requirements. And, we are very proud to employ Ms. Nancy Leach, the former Deputy Director of the Office of Community Oriented Policing Services (COPS), Thought Leadership ® Since 1999, Cit Cam's Managing Partner (hfil Romesburg) has been the principal ,,,,„„.,„ -- speaker at more than 100 national conferences, and has written numerous white papers r' ^ and books on the topic of implementing public safety technology. Most notably, Bill is the author of the Law Enforcement "Tech Guide "', which has become the most widely requested publications in the history of the Department of justice. Cit Cam contributes time and labor toward industry nonprofit groups, like SEARCH (Tire National Consortium or justice Information and Statistics), helping our firm maintain an awareness of emerging priorities and trends in the public safety technology arena. 'The Tech Gaide may be downloaded far free at: www ro <p r +Aoj,apy /1'Ir. /dri publ',vUnr x /louv.•gl'�rro,mntterhi, Idn �odfp Five complimentary hard eopied are available by calling the DOJ Response Center at 1.800-421.6770 7 `m S? a oa s: U References Cit Com has Assisted law enforcement agencies with their technology acquisition efforts for the past 17 years, With dozens of local, regional, state and federal clients, the firm is proud to have established a record of success with a diverse range law enforcement agencies, including municipalities, counties, state agencies, and regional partnerships. In addition to our prior experience with the Santa Ana Police Department (SAPD), we would also like to present the following similar public safety technology references for your consideration: Seattle Police Department, Washington (2002 - 2010) Project Manager: Randy Kyburx, Project Manager Telephone: (206) 233-5113 Email; Randy, Kyburzt'anseattle.aov Project Scope: Police and Fire CAD /RM5 Needs Analysis, Acquisition, implementation Quality Assurance Agency Employees: 1,350 Sworn, 500 Non -Sworn Project Status: Seattle chose Versaterm as their CAD /RMS and mobile provider, and went live In 2009. Portland Police and Fire Departments (2008 - current) Project Manager: Use Vasquez, Project Office Manager Telephone: (503) 720-4725 Email: lisa,vasouez 0a u nisys.com Project Scope: Police and Fire CAD, RMS, AFR Independent Quality Assurance, Contract Development Assistance, CAD Lessons Learned Report Agency Employeesr, 3,095 Sworn, 1,610 Non -Sworn Project Status: Versaterm CAD went live on April 14, 2011. (this space is intenriunully blank) `m u, a a 0 a w c 0 CJ ' Please note that Portland's RMS Is used by 36 agencies in addition to the Portland Police Bureau 0, Alameda County Sheriff's Office, California (2004 - Current) Project Managers: Lieutenant Jeff Bromstead (for CAD /RMS engagement) Captain Garrett Holmes (forJMS engagement) Telephone: Lt Bromstead: (510) 667.3643 Captain Holmes (925) 551 -6553 Email: ibromsteaclMneov.org aholmesPacaoy.ora Project Scope: From 2004 - 2006, we assisted ACSO with their CAD, RMS, APR Project Planning, Business Case, Procurement Assistance, Contract Negotiations and Implementation Assistance. ACSO retained CR Com in 2011 to assist with replacingtheir existing JMS system. Agency Employees: 1,000 Sworn, 500 Non -Sworn Project Status: The Alameda Consortium selected Intergraph In 2005, and is currently live on all systems. In March, 2012, ACSO selected ATIMS as theirJMS provider. Contract development will begin In April, 2012. Marin County Consortium, California (2011 - Current) Project Manager: Lee Ann Magoski, Communications Manager Telephone: (415) 473 -4123 Email: ImagoskiP marinsheriff.org Project Scope: CAD and Mobile CAD Project Planning (current phase), Business Case, Procurement Assistance, Contract Negotiations and Implementation Assistance Agency Employees a: 500 Sworn, 200 Non -Sworn Project Status: Morin currently uses a Northrop Grumman (PRO) CAD system. Currently, we are preparing the project plan, and developing a formal written relationship amongst the consortium participants for CAD replacement (and ongoing operational costs). (this spare is intentionally 61dnk) ' Pleaso note that Marin Providos dispatch serviccs to nine agenoiea in addition to the Sherllf's Office r i Fi6e C�, ;i , f i �e ao c 3 �c a U Napa County Police and Fire Consortium, California (2008 - 2008) Project Manager: Shirley Perkins, Project Manager Telephone: (707)257.8284 Email: sperkinsL6)citvofnaoa,org Project Scope: Police and Fire CAD /RMS Needs Analysis, Acquisition, Implementation Communications Center Consolidation Study Agency Employees°: 450 Sworn, 220 Naa•Sworn Project Status: The Consortium chose Intergraph in 2006. The City of Napa continued to Agency Employees': provide consolidated dispatch services forseveral nearby cities and the Project Status: County Sheriff. Tri- Cities Consortium, California (2007 - 2009) Project Manager: Elizabeth Putrino, Project Manager Telephone: (562)$67.9151 Email: e[)utriLig@cltyofwhittler.org Project Scope: Police and Fire CAD /RMS Needs Analysis, Acquisition, Implementation Communications Center Consolidation Study for three Los Angeles County Cities: Montebello, Monterey Park and Whittier. The Consortla agencies replaced Tiburon CAA /2000 (and RMS) products. Agency Employees': 360 Sworn, 80 Non -Sworn Project Status: The Consortium acquired, and implemented, New World Systems. All systems are live and operational. Yolo County Sheriff's Department, California (2008 - 2007) Project Manager: Pam Choquette, Communications Manager Telephone: (530) 668-5232 Email: oam.choouette@volocounty.or¢ Project Scope: Sheriff's Police CAD, RMS and JMS Business Case, Requirements Development, Acquisition, Contract Development, Implementation Assistance Agency Employees: 125 Sworn, 50 Non -Sworn Project Status: The project concluded In 2007, with the successful Implementation of Tiburon's CAD, RMS and JMS (TI suite). a Pismo note that Napa provides dispatch services to five agendes In addlk(on to the Sheriff's Department ' Please note that Napa provide% dispatch services to five agencies inadditlon to the Sheriff's Deportment n a cw e e 0 v (i Additional References The preceding references were selected to comply with the RFP requirements (similar clients within the past live years). In addition, we have assisted the following agencies with related projects: Date Client Name Contact Services 06/02 — Albuquerque Police & Fire Captain Dave Depies Police and Fire CAD, 06/06 400 Roma Ave NW # 1 505- 768.2435 Police RIMS Business Albuquerque, NM 87102 DDeniesQcabu.eov Case, Requirements Development, Acquisition, Contract Development, Implementation, quality Assurance. O6 /01 - San Diego County Sheriff Chuck Brown Police RMS Business 01 /04 9621 Ridgehaven Court Project Manager Case, Requirements San Diego, CA 92123 BSS- 694 -2333 Development, CChuck,Brown,0sdi(tar(ff.grg Acquisition. 2007 — Sonoma County Sheriff Sabrina Doss Sheriffs IMS Needs 2008 2615 Paulin Drive Project Manager Analysis and Business Santa Rasa, CA 9540 (707) 565 -3454 Case Development, s dossiMsonoma- county,grg 2002— Wake County Sheriff Raymond Boutwell Sheriff's Police RMS and 2004 Post Office Box 550 Project Manager JMS Business Case, Raleigh, NC 27602 (919) 856 -5483 Requirements rboutwell2co.ly_6emc.us Development. 2006- State of California Debbie Rayner Police CAD and RMS 2010 Department of Parks and Project Manager Business Case, tEISTC Recreation Police (916) 798 -7978 Requirements 14169th street dehravner0comcast.net Development, Sacramento, CA 95814 Acquisition. C7 � m 0 ou c U Organization, Personnel and Staffing As year trusted advisor, a consultant must have the ability to effectively communicate with employees at all levels within the organization, and provide unique insight into the complexities of evaluating and procuring new public safety technology. A key facet of our successful consulting methodology is our assignment of senior, experienced people who bring real- world, hands-on experience to each engagement. For this reason, Cit Coco is pleased to offer Mr. William Romesburg, our Managing Partner, as the Primary Consultant to the engagement, supported by an exceptional team of professionals, including: Mrs. Susan McDonald (Secondary Consultant), hit. Drew Linde (Technical Consultant), Mr. Nicholas Lore (Associate Consultant) and Mrs. Nancy Leach (Financial Consultant). Primary Consultant. William ( 08111 ") Romesburg With over twenty years ofpublic safety experience, and dozens of successful consulting engagements, we believe that Nit. Romesburg offers the SAPD an exceptional range of relavant expertise. Having aimed his public safety career as a records technician In 1986, William affords a diverse background, which Includes full time employment as a records technician, police and lire dispatcher, sworn police officer, assistant to the city manager and public safety consultant to numerous police and fire agencies throughout the country. Bill is a nationally recognized expert in public safety strategic planning and has assisted hundreds of public safety agencies in employing practical and effective strategic planning principles. During the past decade, Bill has been the primary speaker at over one hundred national conferences spoitsoettl by the Us Department of justice (DO)), the Bureau of justice Assistance and SEARCH (Mc National Consortium of Justice Information and Statistics), Secondary Consultant: Susan McDonald Susan has been assisting public safety agencies for nearly 2S years, Her exceptional record of achievement includes the provision of public safety technology strategic planning, procurement, installation and quality assurance to dozens of clients throughout the United States, Canada and Great Britain. Susan recently completed a seven year engagement,. as Project Manager for the Seattle Police and Fire Department's CAD, RMS, and mobile technologies. Technical Consultant; Drew Linde Drew joined CA Coin in 2003 after having served the City al' Livermore, CA, Police Department as their Information Technology Director, in addition to possessing a unique depth of technical knowledge, Drew has unique insight into the vendor community, after working for a Tier I CAD/ RMS vendor for nearly two years. Since that time, Drew has managed some of Cit Coin's largest and most complex initiatives, including the County of Alameda's CAD, RMS, and mobile replacement. More recently, Drew has managed the Bay Area Rapid Transit (BART) District's construction of a new seismically retrofitted dispatch center and the modernization of the District's aging CAD, RMS and mobile technologies. 5 U 3` 1, � Y, � i �,t Associate Consultant: Nicholas Love Mr. Love joined Cit Cum in early 2011, as an Associate Consultant. Nicholas is completing his degree in Public Administration and History, and has served the Riverside County Sheriffs Department since 2009. lie has assisted the City of Portland in their Police and Fire technology acquisition, and is currently developing an agreement between AnNIS and the County orAlameda, Financial Consultant: Nancy Leach After a decade with the US Department or Justice COPS Office, Mrs. Leach joined Cit Com, wherein she provides grant and financlal management services For our clientele. For the SAPD Initiative, Nancy would initially be evaluating grant opportunities and preparing any grant reporting instruments requested by the participating agencies. 8 a e:q c H c 0 G Proposed Work Plan Cit Com, Inc has previously assisted SAPD, and has recently participated in several onsite discussions regarding the organFaation's preferred approach to modernlring technology. Based on our discussions, past work, and experience, we have developed the following two-phase work plan (subject to collaborative review and approval), PHASE I: "TECHNOLOGY ACQUISITION (task I.1: praietet initiation Upon a notice to proceed, Cit Com would assemble the assigned project team, onsite, to conduct a formal Project Kick- 01meetiag, Typically, the initiation entails a full day of activity, and is intended to achieve the following: • Personally introduce the key Cit Com and agency project participants. • Enable the key project stakeholders an opportunity to describe their vision, goals, and expectations or both Cit Com, as well as the ultimate vendor. • identify facility location($), and access controls. • Review high -level plans, and seek/obtain clarification, • Discuss and understand pre - existing governance structures. Following the Project Kick -Olf meeting (which typically occurs in the morning), Cit Com persomiel would conduct facilitated meetings with the SAPD Project Manager, the project team, and identified representatives, to begin work an the Project Plan, which governs the manner and conditions that guide the project from beginning to end, serving as "the project's blueprint ', Cit Com would create a comprehensive Project Plan, specific to the nuances of the initiative, including the following elements: • identification of key project stakeholders who are affected by the current and Future public safety information technologies. • Define the project's scope, objectives, plans, and requirements, • Develop change order procedures. • Establish a Microsoft SharePoint project website (cptional). • Discuss general procurement guidelines and agencyrequired parameters. • Determine various agencies and users' level of participation, rates and responsibilities. • Discuss existing project budget estimates and start gathering infonnatton necessary to prepare a preliminary budget. • Identify relevant grant reporting requirements and intervals (irapplicable). • Prepare plans, calendars, and milestones including: Ust of tasks, deliverables and meeting schedules , a SLIv duled progress meetings t Method of updating general persennel of project status to Specific deliverables for this task would include: r ,. ,��0ayt ,gl?u, ,h • Project Plan, including: — Project Governance (Steering Committee) — Project Team Organization Chart (with roles /responsibilities) — Project Methodology (tasks) — Change Management Plan — Risk Management Plan — Project Escalation Procedures — Communications Plan — Preliminary Budget — Project Work Plan (Microsoft Project 2007 GANTT chart) • Initial and Recurring Reporting Tools: — Monthly Project Status Reports — Project SharePoint Website (optional) Task 1.2: /Needs Analms one or the key tasks in project planning is to educate current, future and other potential stakeholders about the benefits and payoffs of modcrnivgd public safety technology, Even when stakeholders seem to support the idea, it is still critical to articulate the aced and state the benefits, particularly when multiple alternatives exist for stakeholder consideration. Therefore, Cit Cont would prepare a Needs Analysts to describe the potential benefits to the organisation and the public that would emerge from the selected approach. The Business Case would include a summary of the Analysis of Alternatives, as well as a recommended alternative with supporting documentation related to the analysis (including estimated proposed alternative and avoidance costs). The Needs Analysis would highlight the Following: a Potential improvements that are likely to be achieved through the introduction of contemporary dispatch technology, Including: Reduction of redundant data entry and paper documents — Data accuracy and speed of retrieval Single point of data entry thus eliminating duplicate data entry and reducing the amount of errors and conflicts contained within standalone systems — Better decision making by field personnel, police investigators, and management in allocating resources Reduced to -kind costs associated with each benefit • Potential opportunities that will stern from the introduction ornew technology, W including: c n U — Economies of scale in terms of financial investments (both initial and recurring support /maintenance) — Ability to share information with pubiic safety partners: regionally, statewide, and nationally — More complete, accurate, timely, and accessible information will improve reporting and trend analvsls, streamline data processing and workflow, and wilt ultimately enhance public and personnel safety • Potential risks associated with failing to modernize the existing technology, including: — Financial (support, replacement and other recurring costs) — Operatlonal (reliability and accuracy of existing systems) — Anecdotal (loss and tragedy attributable to the absence or failure of required technology) TLisk 1 -3: Tet;hnology Acquisition The initial step in compiling the procurement documents involves the documentation of the new systems design, approach, Features and capabilities. Whenever possible, consideration would be given to expansion capacity for the next five to ten years. The request for proposal (RFP) design and configuration would include the following: • Identification of Required Modules • Interface Requirements • Security and Access Controls • Speed and Accuracy Requirements • Mobile Accessibility and Reporting Requirements • GIS /Mapping integration Requirements • NCIC /CLETS /DMV interface Requirements • Internal and External Reporting Requirements Additionally, we would document user requirements Including, but not limited to: • Reliability Requirements • Peripheral Requirements • Documentation and Training Requirements • Security and Access Controls • Performance, Response Tune, Implementation and Timeframe Requirements • Adherence to standards, including; the Global Justice XML, NIEM, NextGen 911 m Following the inclusion of systemic requirements, we would prepare and include the following RFP o chapters: c 1. Project Background, Purpose and Goals 2. Current Environment 0 3. Current and Estunated Volumes L) t4 4. Vendor Response Forms (including the evaluation and selection approach) S. Functional Specifications Cit Corn was a primary author of the Law Enforcement Information Technology Standards Council's (LEPTSC) national CAD and RMS functional standards. Therefore, we possess the "source" material from which those documents were crafted, and provide our clients with detailed (technical and functional) requirements in a succinct medltnn for use in RFP documents. The SAPD RFP documentation would fully describe the criteria to be used In evaluating the proposals as well as set forth the plan to be followed In conducting the evaluation. Cit Cone would make recommendations for the most appropriate method for evaluating the responses. The RFP would be submitted in draft form to project team members for review and amendment. Following Steering Committee approval, a final copy would be delivered to the City for release. Cit Com would release the RFP to a list of qualified vendors (prepared cooperatively with SAPD), as well as to any vendor responding to the open bid (in concurrence with city requirements). A pre proposal conference would be conducted for prospective vendors, addressing questions and issues and Cit Com would be In attendance. Specific deliverables of this task would Include: — Draft and Final Specification Documents — Draft and Final SAPD RFP Task 1 -4 Procurewent Support. Cit Core, acting as a member of the evaluation team, would review each proposal response to determine which systems are best able to meet the requirements. Each proposal would also be reviewed by members of the project team for completeness and to ensure that they properly address the functionality requirements of the RFP. During this portion of the project, the evaluation and selection criteria methodology would be applied, thus eliminating vendors who fail to meet the requirements. Using the evaluation criteria as a guide, qualified proposals would be evaluated in depth based upon (at a minimum) the following criteria: • Adherence of the proposal to die format. • Completeness of the proposal. • Quality and depth of references. • Previously demonstrated ability to successfully install police technology applications. • Level of service and responsiveness that the vendor commits to providing to the City. • Financial stability and resources of the vendor. • Experience and technical expertise of stall', • Design, capability, and functionality of system and application software as determined by $ the evaluation team. n. • Current availability and ability to demonstrate installation of the proposed software applications required by the City, G U a Level of integration between applications and demonstrated Interfaces with external systems /devices. • Capability, design, reliability, warranty and expandability of proposed hardware e Economic feasibility and Justification of all costs. a Vendor willingness and ability to negotiate a contract acceptable to the City. Feasibility, timeliness and quality of software Implementation schedule and conversion Plans (if data conversion Is required). • Level of assistance to be provided to the City by the vendor during the implementation process as part of the contract. • The number of hours and extent of user training. 0 Quality and extent of the documentation to be provided. Additionally, information pertaining to each major area of the specifications would be summarized, evaluated and ranked. The sample illustration, below, Is one of approximately 100 such charts produced by our proprietary RFP scoring tool, Cit Cam provides all clients with these illustrations to provide graphic displays of vendor responses in each proposed module; enabling a visible presentation of vendor contrasts: Information pertaining to each major area of the specifications would be summarized, evaluated and ranked. Additional information and clarification would be obtained from responding vendors as required. Finally, the list of vendors would be narrowed to two seml- fmalist vendors who would be further evaluated though vendor demonstrations, operational site visits, reference checks and oral interviews. Based upon the proposal and subsequent analysis, Cit Cam would recommend the company whose system(s) and equipment best meet the overall requirements of the City in a Finalist Recommendation Report, The Finalist Recommendation Report would be submitted both in N � t°t writing and orally to the project governance structure, allowing an opportunity to discuss the content of the report. Specific deliverables ofthis task would include: — initial Proposal Analysis — Finalist Recommendation Report — Analyzing proposals, and preparing easy -to -read summaries of the content — Conducting oral and on site reference checks on the bidding vendors — Facilitating on site presentations from finalist vendors — Preparing a written and oral finalist recommendation for the City cask 1 -5: Contracting Support Cit Cons works with the agency and their selected veodor(s) to aid in the development and negotiation of a "best and final" contract in order to obtain the most favorable provisions and stipulations for the agency. The resulting agreement includes a primary, or umbrella, agreement which defines the legal terms and conditions of the relationship between the City and the vendor. The umbrella agreement includes several exhibits which govern the actual project activities. The most important exhibit is the Statement of Work. Cit Cam would prepare the initial Statement of Work (SOW) which would serve as the blueprint for the implementation, The SOW defines each task involved In the entire project, which usually, includes the following for each application (or technology), • Project Kickoff • Documentation Delivery • Requirements Validation • Training • Hardware Review • Interface Testing • Project Schedule Delivery • Production Cutover • Hardware Installation • Functional Testing • Base Software Installation • Reliability Testing • Software Tailoring • Performance Testing • Interface Development and 'testing • Product Certification • GeoGlc Building • Refresher Training n 0 ago n a N G U L] f + J in addition to the Statement of Work, Cit Corn would also assist in developing the following exhibits: • Comprehensive Tralning Plan • Detailed Project Deliverables • Payment Schedule • Project Timeline • Ceotile Construction Document • Interface Control Document • Software License Agreement • Agreement for Extended Services • Warranty Coverage • Relevant Subcontracts • Acceptance Tcat Plans I 0 a m c w I Lau q J Proposed Cost Our professional fees are based upon our axperiencc with similar projects, our prior work with SAPD, and upon our understanding of the initial requirements. Based on this information, we estimate the following number of hours to be required; Task Description orwork i I —I Prolert lnit[ation �,.,I —Z NeedsAnalysis I— 3 Technology RcgdsRlnn I -4 1 Procurement 5uppart I — .i Contracting Support Hours Required Preliminary Coot Fatimate j (future) (future) Cit Cam is confidently able to forecast the level of effort required for the first four tasks. By contrast, Contracting Support (Task 1.5) is difficult to accurately determine, When clients select vendors that we have worked with in the past, we arc able to provide substantially lower contracting support fees (because we have pre - existing agreements with such vendors). 'T'herefore, we have forecast hours and pricing only for the first four tasks at this time, The total number of hours required for the first four tasks is 125 hours. Cit Cam's current hourly composite rate is S 250 /hour. However, our firm's previous relationship with the City has significantly reduced the "learning curve" associated with this initiative, and the associated costs. Consequently, we are proposing professional services at our 2006 hourly composite rate of S 200 /hour, for an aggregate total of $25,000. Cif Cam would be rehnbursed for direct expenses at a rats: not to exceed federal government standards, and at the approval of the Project Manager. R Q, a m N Gp U S Timeline Cit Cons la ready to begin work upon receipt of a notice to proceed (as agreements often require several weeks or months orpreparatlon). The following dates reflect our forecast for milestone eompleeton: Teak Description of Work StartEnd I — 1 Project tnit0tion 1 -2 i Needs analysis 1 -3 Terhnoingy .4cqulsWon 1 -4 Procurement Support 1 —5 Contracting Support June 15, 2M2 June 29, 2012 - June 29, 2012 July 16, 2012 July 16, 2012 September 17, 2012 ( gg Ru F Dote sDue on 11121121 u esi RtP Ae ewe on A i I , November 2, 2012 December 31, 2012 January 4,2017 May 1, 2013 Konrraa De,okponane Foncort to Require a Monrht) 0 4 ns c 0 U , trr J EXHIBIT "B" Law Enforcement Technology Consulting Services for the City of Santa Ana Police Department :rte UPDATEDPROPOSAL .................................................................................. ..............................2 MAY, 2012 CONTRACT ..............................„„.,,,..........,..........,....,..,,...... ........................,.....2 TASK 1-4: PROCUREMENT SUPPORT ........................................................ ..............................2 TASK 1-5: CONTRACTING SUPPORT ......................................................... ..............................3 PROPOSEDCOST ........................................... ............................... ............ .................. .......5 ro h 0 a to oc y b W J Updated Proposal May, 2012 Contract In May, 2012, Cit Com was retained by the City of Santa Ana Police Department (SAPD) to provide professional assistance with modernizing the agency's legacy dispatch, records, mobile and jail infrastructure. The project was divided into the following tasks: 1. Project Initiation 2. Needs Analysis 3. Technology Acquisition 4. Procurement Support 5. Contracting Support The second task, Needs Analysis, was originally conceived as a 30 -hour task. However, Cit Cam and SAPID mutually agreed that the task was more complex than originally envisioned, requiring a project cost justification that lasted several months, Although the budget was exhausted, Cit Com continued to work with SAPD well beyond Task 2, by participating in onsite meetings (to discuss the Business Case and "next steps "), and writing the Department's Computer Aided Dispatch (CAD), Records Management System (RMS), Jail Management System (1MS), and mobile technology Request for Proposal (RFP). Tasks 1— 3 were completed, while Tasks 4 and 5 were not. With the RFP in near - final form, the City is ready to release the RFP to the vendor community. Cit Com has prepared this proposal to complete the remaining two tasks: Task 1.4i Procurement 5uasnort Cit Com, acting as a member of the evaluation team, would review each proposal response to determine which systems are best able to meet the requirements. Each proposal would also be reviewed by members of the project team for completeness and to ensure that they properly address the functionality requirements of the RFP. During this portion of the project, the evaluation and selection criteria methodology would be applied, thus eliminating vendors who fail to meet the requirements. Using the evaluation criteria as a guide, qualified proposals would be evaluated in depth based upon (at a minimum) the following criteria: • Adherence of the proposal to the format • Completeness of the proposal. • Quality and depth of references. a • Previously demonstrated ability to successfully install police technology a applications. • Level of service and responsiveness that the vendor commits to providing to the City. o • Financial stability and resources of the vendor. • Experience and technical expertise of staff. • Design, capability, and functionality of system and application software as determined by the evaluation team. • Current availability and ability to demonstrate installation of the proposed soft- ware applications required by the City. • Level of integration between applications and demonstrated interfaces with external systems /devices. • Capability, design, reliability, warranty and expandability of proposed hardware, • Economic feasibility and justification of all costs. • Vendor willingness and ability to negotiate a contract acceptable to the City. • Feasibility, timeliness and quality of software implementation schedule and conversion plans (if data conversion is required). • Level of assistance to be provided to the City by the vendor during the Implementation process as part of the contract. • The number of hours and extent of user training. • Quality and extent of the documentation to be provided, Additionally, information pertaining to each major area of the specifications would be summarized, evaluated and ranked. Additional information and clarification would be obtained from responding vendors as required, Finally, the list of vendors would be narrowed to two semi - finalist vendors who would be further evaluated though vendor demonstrations, operational site visits, reference checks and oral interviews. Based upon the proposal and subsequent analysis, Cit Com would recommend the company whose system(s) and equipment best meet the overall requirements of the City in a Finalist Recommendation Report. The Finalist Recommendation Report would be submitted both in writing and orally to the project governance structure, allowing an opportunity to discuss the content of the report. Specific deliverables of this task would include: — Initial Proposal Analysis — Finalist Recommendation Report — Analyzing proposals, and preparing easy -to -read summaries of the content — Conducting oral and on site reference checks on the bidding vendors — Facilitating on site presentations from finalist vendors -- Preparing a written and oral finalist recommendation for the City Task Y -S: Contracting Support Cit Com would work with SAPD and their selected vendor(s) to aid in the development and negotiation of a "best and final' contract in order to obtain the most favorable provisions and stipulations for the agency. The resulting agreement includes a primary, or umbrella, agreement which defines the legal terms and conditions of the relationship 1- n a 0 U J between the City and the vendor. The umbrella agreement includes several exhibits which govern the actual project activities, The most important exhibit is the Statement of Work. Cit Corn would prepare the initial Statement of Work (SOW) which would serve as the blueprint for the implementation. The SOW defines each task involved in the entire project, which usually includes the following for each application (or technology), • Project Kickoff • Documentation Delivery • Requirements Validation • Training • Hardware Review • Interface Testing • Project Schedule Delivery • Production Cutover • Hardware Installation • Functional Testing • Base Software installation • Reliability Testing • Software Tailoring • Performance Testing • Interface Development and • Product Certification Testing • Refresher Training • Geofile Building In addition to the Statement of Work, Cit Com would also assist In developing the following exhibits: • Comprehensive Training Plan • Detailed Project Deliverables • Payment Schedule • Project Timeline • Geofile Construction Document • Interface Control Document • Software License Agreement • Agreement for Extended Services • Warranty Coverage • Relevant Subcontracts • Acceptance Test Plans e� nn :f? a a ca 0 F2 . [I. d. our professional fees are based upon our experience with similar projects, our prior work with SAPD, and upon our understanding of the initial requirements, Based on this information, we estimate the following number of hours to be required: Cit Com is confidently able to forecast the level of effort required for Task 1 -4. By contrast, Contracting Support (Task 1 -5) is difficult to accurately determine. When clients select vendors that we have worked with in the past (we have worked with 8 of the 10 Tier -1 vendors), we are able to provide substantially lower contracting support fees (because we have pre- existing agreements with such vendors). Therefore, we have forecast 80 hours for Task 1 -5 under the assumption that SAPID will acquire a Tier -1 law enforcement technology vendor with whom we have previously worked, Should a unique vendor be selected, we would evaluate the additional effort and inform SAPD prior to undertaking any contract assistance tasks, The total number of hours required for the remaining two tasks is 120. Cit Corn's current hourly composite rate is $250 /hour. However, our firm's previous relationship with the City has significantly reduced the "learning curve" associated with this initiative, and the associated costs. Consequently, we are proposing the continuation of our professional services at an hourly composite rate of $200 /hour, for an aggregate total of $24,000. a a a H ra, tJ! C N C 0 L'J Hours Preliminary Taak Description oFWork gequired Cost Estimate 1 -4 Procurement Su ort 40 $8,000 I -5 Contractin Support 80 � $16,000 1 Cit Com is confidently able to forecast the level of effort required for Task 1 -4. By contrast, Contracting Support (Task 1 -5) is difficult to accurately determine. When clients select vendors that we have worked with in the past (we have worked with 8 of the 10 Tier -1 vendors), we are able to provide substantially lower contracting support fees (because we have pre- existing agreements with such vendors). Therefore, we have forecast 80 hours for Task 1 -5 under the assumption that SAPID will acquire a Tier -1 law enforcement technology vendor with whom we have previously worked, Should a unique vendor be selected, we would evaluate the additional effort and inform SAPD prior to undertaking any contract assistance tasks, The total number of hours required for the remaining two tasks is 120. Cit Corn's current hourly composite rate is $250 /hour. However, our firm's previous relationship with the City has significantly reduced the "learning curve" associated with this initiative, and the associated costs. Consequently, we are proposing the continuation of our professional services at an hourly composite rate of $200 /hour, for an aggregate total of $24,000. a a a H ra, tJ! C N C 0 L'J EXHIBIT "C" Cit Com Technical Resource Alignment Proposal Cit Com reviewed the existing contract with the City to determine whether changes were permissible. The contract was executed on June 1, 2012, and has no pre- determined expiration date (eliminating one hurdle). More importantly, the contract can be amended by both parties, subject to mutual agreement (See Section 12). Therefore, we are proposing the following: Aligning Technology Resources with the Department's Integrated Solution Environment Today, the Department relies on a blend of full -time, part -time, and contract staff to provide information technology support services. Recognizing that the Department has an array of disparate technologies (i.e., Tiburon CAD, In -house RMS, ATIMS JMS, etc.), It's understandable that unique skill -sets are required to support and maintain them. Recently, the Department completed a Business Case and subsequent Request for Proposals (RFP) for an integrated law enforcement solution that would replace the existing disparate systems with a single, vendor - provided package. The Department recognizes the importance of aligning the mission of existing technical support staff with the near -term acquisition and implementation of an integrated law enforcement solution. Step 1: inventory of Existing Technical Resources The first step is to conduct an inventory of the existing knowledge, skills, and abilities (KSA) of the existing technical support resources. We envision the inventory occurring in two parts: Step 1) A written pre- interview assessment would be provided to each technical resource, requesting the following: a) A description of formalized technical education, b) A summary of certifications or unique product /environmental qualifications, c) A description of on- the -job training that is currently leveraged (in the SAPD environment), d) A complete list of existing tasks, assignments, and responsibilities and their association with existing City hardware, software, infrastructure, interfaces, or services; Part 2) Using the pre- interview assessment as a guide, personal interviews would be conducted to obtain clarification, and better characterize each individual's skill -set and area of responsibility. RESOURCES: CIT COM STAFF DEVELOPS SAPD - SPECIFIC INVENTORY (6 HOURS) ROMESBURG /PARKER CONDUCT ONS[TE 1.25 HOUR INTERVIEWS WITH SIX INDIVIDUALS (& HOURS) STEP 140URS: 14 Step 2 Development of a "Future State" Following the implementation of an integrated law enforcement solution, the Department's reliance on technical support personnel will change. Most visibly, the Department will rely on the chosen - vendor for support and maintenance of the application software (which will be defined in a comprehensive master support agreement). Hardware, infrastructure, database, and help -desk services will continue to be provided by Department personnel. However, the specific roles and responsibilities have not yet been contemplated. Therefore, the second alignment step is the creation of a "future state" of SAPID technology staffing, based on industry September 16, 2013 Cit Com Technical Resource Alignment standards and best - practices (as deployed in similar -sized American law enforcement agencies with integrated law enforcement technology). RESOURCES: RomESBURG /LINDE PREPARE SAPD "FUTURE STATE" (814OURS) STEP 11OURS: 8 Steyr I Overlaying Existing Resources with Future Requirements The third, and final, step in the alignment is to overlay existing technical resource skills and capabilities with "future state" requirements. The overlay is intended to identify the following: 1) Gaps between necessary technical services and existing resources, 2) Redundant knowledge, skills, and abilities amongst existing personnel, 3) Opportunities for bridging gaps, 4) The short and long term organizational value associated with the performance of current technical tasks and assignments (as an example; If a contractor currently spends 20 hours per week maintaining an application scheduled for replacement, the overlay would assess the impact of continued maintenance versus discontinuation). RESOURCES: ROM ES3 U RG/PARKER/LINDE PREPARE OVERLAY AND RESULTING WRITTEN FINDINGS (16.5 HOURS) STEP HOURS: 16,5 Based on the outlined approach, we propose the following: Step Quantity Contract Timeframe (Assumes September 30 start date) of Hours Rate 1: Inventory 14 $2,800 September 30 - October 18 Inventory prepared and released within one week. Technical staff would be given at least five business days to complete the inventory. Onsite interviews would occur one week after receiving (and validating) inventory responses. 2: Future State 8 $1,600 September 30 - October 4 Future State would be developed concurrent with Step 1. 3: Overlay 16.5 $3,300 October 21- October 30 Overlay exercise would occur during the week following the interviews, with analysis and written recommendations requiring an additional 2 -4 business days to complete. Total 38.5 $7,700 (One month total) We have applied a September 30 start date for illustrative purposes only (although, if approval was granted, we'd be ready to start on September 30). September 16, 2013 07% HISCOX HISCOX INSURANCE COMPANY INC. (A Stock Company) 233 North Michigan Avenue, Suite 1840 Chicago Illinois 60601 Certificate of Commercial General Liability Insurance This certificate is Issued for informational purposes only. It certifies that the policies listed In this document have been issued to the Named Insured. It does not grant any rights to any party nor can it be used, in any way, to modify coverage provided by such policies. Alteration of this certificate does not change the terms, exclusions or conditions of such policies. Coverage is subject to the provisions of the policies, including any exclusions or conditions, regardless of the provisions of any other contract, such as between the certificate holder and the Named Insured. The limits shown below are the limits provided at the policy inception. Subsequent paid claims may reduce these limits. Named Insured: Insurer Name: Policy Number: Type of Coverage: Policy Effective Date: Limits of Insurance Each Occurrence: Cit Con Hiscox Insurance Company Inc. UDC - 1377817- CGL -13 Occurrence September 15, 2013 Damage to Premises Rented to You: Medical Expense: Personal & Advertising Injury: General Aggregate: Products /Completed Operations Aggregate: General Aggregate Limit applies per: Policy Expiration Date: I September 15, 2014 $ 1,000,000 $ 100,000 Any one premises $ 5,000 Any one person $ 1,000,000 $ 2,000,000 Products- completed operations are subject to the General Aggregate [Until Policy Description of Endorsements /Special Provisions Not applicable Aaartionai insurea status Certificate holder maintains Additional Insured Status if this boxed checked. This certificate does not grant any coverage or rights to the certificate holder. If this certificate indicates that the certificate holder is an additional Insured, the policy(ies) must either be endorsed or contain spe -cific language providing the certificate holder with additional insured status. The certificate holder is an additional insured only to the extent indicated in such policy language or endorsement. Cancellation In the event of cancellation of any policy described above, the Insurer will attempt to mail 10 days written notice to the certificate holder prior to the effective date of cancellation. However, failure to do so will not impose army du�yi.,qgr �pilly upon the insurer, Its agents or representatives, nor will it delay cancellation. At'1(3NE Fat9P9 N f�VI I aura A. Rossini CG DS 0101 10 Includes copyrighted material of Insurance Services Office, In A"Ili'tant City AttOrfiffe 2 its permission. 0 ISO Properties, Inc., 2000 40 HISCOX The City of Santa Ana Certificate Holder '. Authorized Representative HISCOX INSURANCE COMPANY INC. (A Stock Company) 233 North Michigan Avenue, Suite 1840 Chicago Illinois 60601 September 23, 2013 Date September 23, 2013 Date CG DS 0101 10 Includes copyrighted material of Insurance Services Office, Inc., with Page 3 Its permission. © ISO Properties, Inc., 2000 nto H I SGOX. Policy Number: UDC - 1377617- CGL -13 Named Insured: Cit Com Endorsement Number: 16 Endorsement Effective: September 23, 2013 Hiscox Insurance Company Inc. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. This endorsement modifies Insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE The City of Santa Ana 20 Civic Center Plaza Santa Ana,CA 92701 APPROVEb AN TO 'OR p I! Laura A. Rr. r Assistant r. Section If — Who Is An Insured is amended to in- clude as an additional insured the person(s) or organi- zation(s) shown in the Schedule, but only with respect to liability for "bodily injury" "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omis- sions of those acting on your behalf: A. In the performance of your ongoing operations; or B. In connection with your premises owned by or rented to you. CG 20 26 07 04 © ISO Properties, Inc,., 2004 Page 1 of 1 410 HISCOX INSURANCE COMPANY INC. (A Stock Company) I" I I SCOX 233 North Michigan Avenue Suite 1840 Chicago Illinois 60601 A- 20 i3 -1 -7q Certificate of Commercial General Liability Insurance This certificate is issued for informational purposes only. It certifies that the policies listed in this document have been issued to the Named Insured. It does not grant any rights to any party nor can it be used in any way to modify coverage provided by such policies. Alteration of this certificate does not change the terms, exclusions or conditions of such policies. Coverage is subject to the provisions of the policies, including any exclusions or conditions, . regardless of the provisions of any other contract. such as between the certificate holder and the Named Insured. The limits shown below are the limits provided at the policy inception. Subsequent paid claims may reduce these limits. Named Insured. Insurer Name. Policy Number. Type of Coverage Policy Effective Date Limits of Insurance Each Occurrence Cit Com Hiscox Insurance Company Inc. I UDC - 1377817- CGL -14 Occurrence September 15, 2014 Damage to Premises Rented to You Medical Expense: Personal & Advertising Injury General Aggregate. Products /Completed Operations Aggregate: General Aggregate Limit applies per Policy Expiration Date. I September 15. 2015 $ 1.000,000 F$100 .000 Any one premises $ 5,000 Any one person I$ 1,000,000 $ 1000.000 Products- completetl operations are subject to the General Aggregate Limit Policy Description of Endorsements /Special Provisions Not applicable Additional Insured Status I Certificate holder maintains Additional Insured Status if this boxed checked. This certificate does not grant any coverage or rights to the certificate holder. If this certificate indicates that the certificate holder is an additional insured.. the policy(ies) must either be endorsed or contain spe -cific language providing the certificate holder with additional insured status. The certificate holder is an additional insured only to the extent indicated in such policy language or endorsement. Cancellation In the event of cancellation of any policy described above . the insurer will attempt to mail 10 days written notice to the certificate holder prior to the effective date of cancellation. However . failure to do so will not impose any duty or liability upon the insurer, its agents or representatives, nor will it delay cancellation. CG DS 0101 10 Includes copyrighted material of Insurance Services Office, Inc... with Page 2 its permission. C ISO Properties. Inc... 2000 � �� )/)`1G L V hI10 H I SCOX HISCOX INSURANCE COMPANY INC. (A Stock Company) /� 233 North Michigan Avenue, Suite 1840 Chicago Illinois 60601 The City of Santa Ana August 01, 2014 Certificate Holder Date Authorized Representative August 01, 2014 Date CG DS 0101 10 Includes copyrighted material of Insurance Services Office , Inc., with Page 3 its permission. ® ISO Properties, Inc.. 2000 f$0 HISCOX Policy Number. Named Insured: Endorsement Number: Endorsement Effective: UDC - 1377817- CGL -14 Cit Corn 16 September 15, 2014 Hiscox Insurance Company Inc. THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Persons Or Organization(s) The City of Santa Ana 20 Civic Center Plaza Santa Ana,CA 92701 I Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Section II — Who Is An Insured is amended to in- clude as an additional insured the person(s) or organi- zation(s) shown in the Schedule, but only with respect to liability for "bodily injury ".. "property damage" or "personal and advertising injury" caused, in whole or in part.. by your acts or omissions or the acts or omis- sions of those acting on your behalf: A. In the performance of your ongoing operations; or E. In connection with your premises owned by or rented to you CG 20 26 07 04 Oc ISO Properties. Inc., 2004 P �V wA", `L Page 1 of 1