HomeMy WebLinkAbout25D - AGMT - PD SOFTWARE SYSTEMREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
CLERK OF COUNCIL USE ONLY:
MAY 5, 2015
TITLE:
APPROVED
AGREEMENT AMENDMENT WITH
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As Recommended
CIT COM FOR TECHNOLOGY
❑
El
Amended
O Or 1st Reading
rdinance on
CONSULTING SERVICES RELATED
❑
Ordinance on 2nd Reading
TO THE POLICE DEPARTMENT'S
❑
Implementing Resolution
INTEGRATED SOFTWARE SYSTEM
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Set Public Hearing For
(STRATEGIC PLAN NO. 1, 2A)
CONTINUED TO
FILE NUMBER
CITY 2NAGER
RECOMMENCED ACTION
Authorize the City Manager and Clerk of the Council to execute an agreement amendment with
Cit Com, Inc. for consulting services in an amount not to exceed $40,600, subject to non -
substantive changes approved by the City Manager and City Attorney.
DISCUSSION
On June 1, 2012, the City entered into an agreement with Cit Com, Inc. to provide consulting
services for the selection and procurement of a new integrated Computer Aided Dispatch (CAD) /
Records Management System (RMS) in an amount not to exceed $25,000. On November 18,
2013, Council approved an amendment to the agreement expanding the scope of services to
include an Information Technology staffing study for the Police Department as well as additional
consulting hours for the integrated CAD /RMS project, thereby raising the maximum amount of the
agreement to $61,700.
The Santa Ana Police Department wishes to amend the agreement, raising the maximum amount
by $40,600, for a total not to exceed agreement amount of $102,300. After completing an
exhaustive comparative analysis, the Police Department has selected TriTech Software Systems
as its preferred vendor for its new CAD /RMS solution. Having selected TriTech, the Police
Department will have Cit Com complete a comprehensive Fit and Gap analysis, comparing the
Department's specific needs with the now known offerings by TriTech. This will enable the Police
Department to negotiate a complete and accurate contract with TriTech for the specific services it
will need. This service will also include change management recommendations for the Police
Department related to its needs and the new system's capabilities. Finally, this amendment will
provide sufficient service hours for Cit Com to utilize their experience in CAD /RMS contract
development to the City's benefit during the upcoming agreement negotiation process with
TriTech.
2513-1
Cit Com Agreement Amendment
May 5, 2015
Page 2
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #1 Community Safety, Objective #2 (Broaden
communications, information sharing, and community awareness of public safety activities),
Strategy A (Purchase and implement a new integrated software system for the Police Department
to improve productivity and increase efficiencies and transparency).
FISCAL IMPACT
Funds for this agreement are available in Police Department's Information Services contract
services account (no. 01114425 - 62300).
Carlos Rojas
Chief of Police
Santa Ana Police Department
Exhibit: Agreement
APPROVED AS TO FUNDS AND ACCOUNT:
Francisco Gutierrez
Executive Director c
Finance and Mgmt. Services Agency
25D -2
SECOND AMENDMENT TO AGREEMENT FOR
PUBLIC SAFE'T'Y CONSULTING SERVICES
This SECOND AMENDMENT TO AGREEMENT for Public Safety Consulting
Services is entered into this 5th day of May, 2015, by and between Cit Corn, Inc., a Nevada
Corporation ( "Cit Corn "), 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 June 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 parties amended the original agreement on November 18, 2013 Agreement A -2013-
174 to increase the total agreement amount from $25,000 to $61,700 to cover work under
the original agreement that had not yet been completed and 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.
C. The parties desire to expand the scope of the agreement to allow the consultant to
perform a comprehensive Fit and Gap analysis, comparing the City's specific needs with
the known offerings of the selected vendor, Tri Tech Software Systems and assist in
drafting a workable scope of services with a timeline that is comprehensive and
attainable. The parties also desire to increase the total amount of the agreement by an
additional $40,600 to pay for the expanded scope of work.
NOW, THEREFORE, in consideration of the mutual and respective promises, and subject to all
the terns and conditions of said Agreement, except as herein modified, the parties agree as
follows;
Section 1, SERVICES TO BE PERFORMED, shall be amended to revise subsection 4 to
read "Assist with Contract Development, including performing a comprehensive Fit and
Gap analysis, comparing the Department's specific needs with the known offerings by
Tri Tech Software Systems to enable the City and Police Department to negotiate a
complete and accurate contract with Tri Tech for the specific services as outlined in
Exhibit "C" attached hereto and incorporated by reference as if incorporated fully
herein."
25D -3
2. Section 3, COMPENSATION AND PAYMENT, shall be amended to increase
compensation from an amount not to exceed $54,000 by an additional $40,600 for a total
amount not to exceed $102,300 to pay for the expanded scope of work.
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 Second Amendment to
Agreement the day and year first above written.
ATTEST:
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
CITY OF SANTA ANA
DAVID CAVAZOS
City Manager
CIT COM, INC.
Laura A. Rossini William Romesburg
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL:
CARLOSROJAS
Police Chief
25D -4
EXHIBIT "C"
25D -5
Cit Corn Services
Fit /Gap and Contract Support
f'iaas; I: tit atnd Gals Sup11oI't
1 -1: Comparative Analysis interviews (24 hours)
Now that SAPID has chosen a vendor (TriTech), it's appropriate to develop a "Fit and Gap'
document prior to contract development. Based on the process, SAPID can determine which
specific gaps should be closed through business process changes or modifications to the TriTech
solution (either configuration changes, or customization).
In 2012, our firm assisted with the analysis of the current environment, with a focus on
identifying the areas within SAPID that suffer from technology weaknesses. Specifically, we
focused on the following: Lack of Integration /Disparate Systems, Redundant Data Entry, Inability
to Retrieve Data /Information (including ad hoc reporting challenges), Security Challenges,
Interface Barriers, Laser Fiche Limitations, Multiple Standalone Applications, Field Reporting
Limitations, and Citation Issuance /Processing Limitations. During the Fit and Gap process, our
team would revisit the areas impacted by the preceding topics, with a focus on identifying the
following:
• TriTech Solutions: Technical and functional options afforded by TriTech's Inform solution.
• Opportunities for Improvement: Based on the known TriTech solution, areas where
significant opportunities exist for improving the current limitations.
• Policy and Procedure Changes: Often times, the introduction of technology can only be
leveraged through accompanying policy and procedural changes.
• Technical Barriers /Gaps: There may be areas where the TriTech solution cannot be
leveraged without closing technical gaps (i.e., infrastructure, hardware, software,
interface limitations).
• Implementation and Sustainment Resources: Identifying the technical resources (types of
positions, quantity, and estimated workload) necessary for a successful implementation
and long -term product sustainment.
2: Review TriTech's Solution (16 hours)
Cit Com would interview SAPD stakeholders, and TriTech representatives (as necessary) to
validate the Business Case assumptions, and develop a list of prioritized gaps. Specifically, we
would review TriTech's proposed Inform solution to identify any technical or business objective
gaps.
1 -3: Meet with TriTech Representative (S hours)
Cit Com would meet with TriTech representative(s) to review the prioritized gaps (seeking to
confirm or reject them), and document any previously - unidentified gaps which TriTech may have
Cit Corn Services
Fit /Gap and Contract Support
identified during the evaluation and selection process (independent of the Business Case
findings).
1.4: Prepare Comparative Analysis (12 hours)
Identify RMS modules that may need to be developed by SAPID IT personnel (i.e., Personnel
Management, Background and Training, Select CAD Features, etc.), and consolidate all Phase 1
findings in a Comparative Analysis.
Cit Com would triage all identified gaps, and develop closure recommendations for each.
Specifically, Cit Com would:
• Triage all gaps in a Comparative Analysis to prioritize those which may impact the
implementation time, cost, quality, or scope.
• Prioritize all gaps identified in the SAPID Business Case.
• Review each priority gap with Boris (and anyone else associated with reviewing the gaps).
• Review each priority gap with TriTech to identify how their solution could fully, or
partially, close each one.
a. Review the potential gap closure approach with the SAPID personnel impacted by
the gap closure. The employees would be asked to develop a recommended
closure for each gap (Close with technology, close with business process change,
close with a combination of both; or, accept the gapl). Where applicable, Cit Com
will elicit the following:
1. How will SAPD's policies and procedures be impacted by the
recommended closure?
1. Cit Com could draft recommended Policy and Procedure language
associated with any gap closure, in concert with the standard
Lexipol format and content.
ii. Which specific individuals are accountable for closing each gap (including
technology closures)?
1 Gaps are typically "closed" in one of the following four approaches: 1) Close the Gap with Technology: This option
identifies the specific technology modifications, or enhancements, that are necessary to affect change. Beyond
literal software applications, this category often includes a training component (when product functionality is
resident in the current applications, but is unknown to the end user) as well as an application workaround (using
alternative product features to close a gap); 2) Close the Gap with Business Change: This option modifies the existing
business practices to conform to the design, and workflow, of the technology; 3) Close the Gap with a Combination,
or; 4) Accept the Gap: This least -used option is applied when closure is deemed by the organization to be impractical
or untenable.
0
Cit Com Services
Fit /Gap and Contract Support
iii. Collateral ideas or benefits from employee participants that could
positively close, or impact, other gaps.
1 -5: Prepare Write Gap Closure Recommendations (12 hours)
Cit Com would prepare a Gap Closure Recommendation, and facilitate a change management
meeting (comprised of SAPID decision makers), to discuss each recommendation and obtain
formal change management authorization. Following the meeting, Cit Com would prepare a Final
Change Management Report, providing the organization with a controlled and proactive
approach for changing technology and business practices to address the identifiable business
and technical gaps.
Phase 2 contract sa.tp{_mj t
2 -1: Prepare baseline Draft Agreernent (16 hours)
The initial task would be to prepare a baseline draft agreement for the city attorney and
TriTech's contract administrator to review. The contract would be based on the previous
contracts we wrote for the city's police and fire departments, infused with our knowledge of
TriTech conditions (from both the Santa Ana Fire CAD initiative, as well as the recent BART Police
CAD /RMS initiative).
2 -2: Collect (initial) Input frown City Attorney and TriTech (24. hours)
We would collect edits from the respective parties, and rebuild the agreement to represent the
umbrella agreement for exhibit - development. We envision a full -day meeting with both the City
Attorney and TriTech, followed by a day of incorporating changes into a revised baseline.
2 -3a Statement of Work (SOW) /Exhibits Development (16 hours)
The umbrella agreement includes several exhibits which govern the actual project activities. The
most important exhibit is the Statement of Work. Cit Com 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 includes the following for each application (or
technology):
• Project Kickoff
• Requirements Validation
• Hardware Review
• Project Schedule Delivery
• Hardware Installation
• Base Software Installation
• Software Tailoring
Interface Development and Testing
• Geofile Building
• Documentation Delivery
• Training
• Interface Testing
• Production Cutover
• Functional Testing
• Reliability Testing
• Performance Testing
Product Certification
• Refresher Training
Cit Com Services
Fit /Gap and Contract Support
Each task includes a task description, roles and responsibilities of both parties, prerequisites (as
required), and completion criteria that are directly linked to the project's payment milestones. In
addition to the SOW, Cit Com would also develop the following exhibits:
• Comprehensive Training Plan • Software License Agreement
• Detailed Project Deliverables • Agreement for Extended Services
• Payment Schedule • Warranty Coverage
• Project Timeline ! Relevant Subcontracts
• Geofile Construction Document • Acceptance Test Plans
• Interface Control Document
2 -4: Conduct Contract Negotiation Sessions (64 hours)
Cit Com would work with SAPID and TnTech 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 city.
The most effective means of developing a beneficial agreement is through the use of onsite
meetings (held at both city and vendor locations). We've estimated a maximum of eight days of
negotiation (which includes teleconferences and gotomeeting sessions for ease of coordination).
During the contract development process, Cit Com will incorporated the fit and gap findings
which pertain to leveraging contractor -based technical resources during implementation (for
configuration, developing modules, solutions, and interfaces on behalf of the department).
2 -5: Develop Final Agreement (48 hours)
Cit Com will assemble the complete contract based on the output from the preceding four tasks,
producing a final draft agreement for review /amendment by the City Attorney and TriTech's
contract administrator. After incorporating final negotiated edits, Cit Com will produce a final
agreement for signatures.
Cit Corn Services
Fit /Gap and Contract Support
T USk SUri rnarV and COSt
Phase 1 Total 72
Phase 2 Total 168
Combined Total 2.40
Contract Carryover -37
Grand Total 203
Cit Corn
continue to honor the 2004 composite rate of $200 /hour (which includes all travel
and expenses). With a total of 203 hours, the maximum value Is $40,600.
Estimated
Task Description Duration
Task 1 -1: Comparative analysis Interviews with SAPID personnel (two 24
consultants for two days).
Task 1 -2: Review TriTech's Inform solution to identify any technical or 16
business objective gaps.
Task 1 -3: Meet with TriTech representatives) to review prioritized gaps, 8
and document any previously - unidentified gaps.
Task 1 -4: Consolidate findings in a Comparative Analysis,
Task 2 -1:
Prepare baseline draft agreement for City Attorney and TriTech.
16
Task 2 -2:
Collect input (from City Attorney and TriTech) and revise
agreement:
24
Task 2 -3:
Develop draft Statement of Work (SOW).
16
Task 2 -4:
Conduct eight (8) day -long negotiation sessions with TriTech.
64
Task 2 -5:
Develop final agreement.
48
12
Task 1 -5:
Prepare written Gap Closure Recommendations.
12
Task 2 -1:
Prepare baseline draft agreement for City Attorney and TriTech.
16
Task 2 -2:
Collect input (from City Attorney and TriTech) and revise
agreement:
24
Task 2 -3:
Develop draft Statement of Work (SOW).
16
Task 2 -4:
Conduct eight (8) day -long negotiation sessions with TriTech.
64
Task 2 -5:
Develop final agreement.
48