PURCHASE AGREEMENT FOR CLEARWATER POLICE DEPT.
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This Agreement is made and entered into thi~~day of , 1999, by and between Decision
Management Company, Inc. (hereinafter referred to as "DMC"), a California corporation having its offices
at 23361 Madero, Suite 150, Mission Viejo, CA 92691-2715, and the City of Clearwater, a political
subdivision of the State of Florida, (hereinafter referred to as "CITY"), as represented by the CITY Police
Department's Office, having its office at 645 Pierce Street, Clearwater, FL 33756. The term "DMC" shall
refer to the company, its agents, and its sub-contractors, if any.
RECITALS
WHEREAS, the CITY Police Department has time and labor intensive requirements for accumulating,
compiling, storing and tracking documents; and
WHEREAS, CITY has investigated various document imaging systems in order to ascertain which would
best serve its need to automate many of the record storage functions of the Department and has determined
that the DMC system best meets the imaging needs of the Police Department; and
WHEREAS, CITY desires to contract with DMC to obtain certain hardware, licenses to the Software,
software and hardware maintenance and other services described in this Agreement and DMC desires to
contract with CITY to provide said licenses to the Software, software maintenance, hardware maintenance,
and those services described in Riders to this Agreement;
NOW THEREFORE, in consideration of the mutual covenants, promises and undertakings contained
herein, the parties agree as follows:
. PART I - AGREEMENT FOR ACQUISITION
1.1 Agreement. DMC hereby agrees to sell the hardware, provide the operating software, license the
software, and provide related services to and for the CITY
CITY hereby agrees to purchase the hardware, license the software, and procure related services
from DMC, all upon the terms, conditions and provisions of this Agreement.
1.2 System Price. The scope of work included in the Agreement is included herewith in Exhibit A. The
purchase price for all hardware, operating software, initial license fees for software, and fees for all
related services within the scope of work is $132,597.00 and is payable as provided in Part IV of
this Agreement. The Price includes all initial costs and license fees for software, hardware and
related services for the period of one year from final System acceptance by City of Clearwater. The
City will incur additional maintenance and support fees after the first year at prices not to exceed
those listed in DMC's proposal.
1.3 Price Change. If DMC's established purchase price for any item of equipment or software delivered
hereunder shall be less on the date of installation thereof than the price for such equipment as
specified herein, this contract shall be deemed to stipulate such lower price; if such price shall be
higher, the prices set forth herein shall prevail.
1.4
Scope of Work. The Work includes the provision of all hardware, software and related services
required to provide the System described by the functional specifications contained in City of
Clearwater's RFP.
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1.5 Order of Precedence. The parties' entire agreement concerning the System consists of: (1) this
Agreement, (2) the RFP, and (3) the exhibits to this Agreement. The parties' agreement
concerning the System shall be interpreted by taking all documents as being cumulative and
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reading them together, hereinafter referred to as the Agreement. Any contradictions between
DMC's proposal and purchase maintenance agreements shall be resolved by giving the City
contract controlling interest. Any contradiction between or among the documents shall be
resolved by giving the City RFP and corresponding response in DMC's proposal controlling
interest in matters related to system functional specifications or performance requirements.
PART II - ACQUISITION OF SYSTEM
2.1 Order and Delivery. All hardware and software shall be delivered by DMC in time to comply
with the requirements of the Implementation Schedule presented in DMC's Proposal. The risk of
loss to the hardware shall remain with DMC until Final System Acceptance by CITY. Timely
acquisition of the hardware is the sole responsibility of DMC. All expense of delivery of the
hardware and software to CITY shall be borne by DMC.
2.2 Equipment Condition and Availability. Equipment specified as manufactured by DMC must
be furnished as state-of the-art, new, still in production, reliable, thoroughly tested in field use,
and conservatively rated to perform the automated functions required without approaching the
design limits of the system.
The type of equipment, features, and attachments DMC furnishes CITY must be installed and
operational in an actual site in the United States, outside DMC's related facilities for a minimum
of six (6) months.
2.3
Site Preparation. CITY shall prepare at its own expense its installation site(s) in accordance
with the requirements of DMC's Proposal. With these requirements, DMC represents that the
minimum and maximum electrical requirements set forth in the proposal, as well as all other
permitted ranges of environmental variations are satisfactory for operation of the system. DMC
will be responsible for visiting the City site and for gaining the information to determine what is
necessary to fully prepare the site. DMC shall inspect following CITY's completion of site
preparation and when the site is prepared in accordance with the Proposal Standards, DMC shall
so indicate in writing to the City.
The cost of any physical or environmental alteration or modification required for the successful
installation, operation, and/or maintenance of the system (either by DMC or CITY) that can be
attributed to incomplete or erroneous site specifications provided by DMC shall be borne by
DMC at no cost to CITY.
2.4 Acceptance. The City's acceptance of the System shall be as provided in Part IV of this
Agreement.
2.5 Proprietary Rights in Hardware and Manufacturer's Software. CITY acknowledges that
title to, ownership of and all applicable patents, copyrights and trade secrets in the
Manufacturer's Software and all other proprietary information pertaining to the design,
engineering and use of the hardware are in the various manufacturers of the hardware and shall
not pass to CITY. However, DMC shall have two options with regard to source code as follows:
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A. DMC agrees to place the source code in an escrow account for the duration of the
agreement. The Escrow Agreement is included herewith as Exhibit B.
B
DMC agrees to maintain and update the source code as changes or modifications are
made; and
PART III - WARRANTIES
3.1
DMC Commitments, Warranties and Representations. Any written commitment by DMC
within the scope of this Agreement including all Exhibits shall be binding upon DMC. Failure
of DMC to fulfill any such commitment shall render DMC liable for liquidated or other
damages due to the City. Such written commitments include 1 ) any warranty or representation
made by DMC in the Proposal as to equipment or software performance, total System
performance, or other physical or functioning characteristics of a machine or software system; 2)
any warranty or representation made by DMC concerning the characteristics of the items
described in 1) above, made in any publications, drawings, or specifications accompanying or
referred to in the Proposal; and 3) any written notification of or affirmation or representation as
to the above which is made by DMC in or during the course of negotiations and which is
incorporated into a formal amendment to the Proposal.
3.2
Maintenance. DMC agrees to provide all parts, labor and support necessary to keep the System
in good operating condition in accordance with the provisions contained in this Agreement.
Software maintenance shall include all modifications made by DMC including upgrades,
revisions, and new releases at no additional costs above the base price. Before installation of a
release of operating system software, DMC shall prepare an installation schedule to help
minimize disruption due to the upgrade process. DMC shall coordinate all upgrades and provide
written notice to the System Administrator(s) of the System in advance.
Single Call Problem Resolution. The System Administrator(s) or designated alternate may
contact DMC's Support Center to ask questions, seek advice, or obtain diagnostic analysis
relating to the use of the System using a toll free number provided by DMC. Trained and
competent DMC Support Center personnel shall answer inquiries and assist the System
Administrator(s) or designated alternate in utilizing the System, provide advice, analyze
problems, provide workarounds, if and where possible, and correct or remedy any problems
encountered with the System.
DMC will open a trouble ticket with the DMC Support Center immediately upon contact from
the System Administrator(s) and will coordinate any problem referral.
3.4 Continuing Standards of Performance. DMC agrees that subsequent to completion of the
successful performance period and acceptance of the System by CITY, the availability,
performance requirements and criteria established in Section 3.2, in this section, and further
referenced in the Exhibits will be met throughout the full term of the agreement.
3.3
3.4.1 Response Time. This is defined as the interval that elapses from the moment the user presses
the "enter" key to the moment the last character of the computer's reply is received and control is
handed back to the user. The City expects the document must appear within 8 seconds at the
Headquarters Building. The 14 seconds response time is subject to the ability of City's cable or
telephone wiring ability to provide requisite speed and bandwidth.
3.4.2 Remedies for Failure to Perform. In the event DMC breaches a warranty or fails to perform
within the requirements and criteria established in Section 3.4 and further referenced in the
Exhibits, CITY shall be entitled to a credit adjustment equal to a portion of the then current
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monthly charge for products and servIces under this Agreement. Calculation of the credit
adjustment shall be as follows:
(i)
Class 1 Hardware and Software Problem: Three and one-third percent (3.33%) of
the monthly charge for each twenty-four (24) hour period. (Class 1 problems shall be
any failure which prevents the System from operating or impedes the delivery of critical
functions).
(ii) Class 2 Hardware and Software Problem: Two percent (1 %) of the monthly charge
for each twenty-four (24) hour period. (Class 2 problems shall be any failure which
prevents other functions from operating, other than class 1 problems; failure of the
system to perform to the maximum response time standards established in the CITY
Standard Information Agreement; or an effectiveness level of less than 98 % for any
thirty (30) day period.)
Class 1 and 2 problems include only the problems caused by DMC's software products.
3.4.3 Remedies for False Problems. In the event DMC determines that class 1 or 2 problems
alleged by the City were not caused by DMC software products but by improper use of the
system, operator's errors or similar causes, DMC shall be entitled to a credit adjustment equal to
the number of work-hours spent on diagnosing and correcting the problem times DMC's
standard billing rates.
3.5
Need for Equipment Due to Emergency. DMC shall make every reasonable effort to assist
CITY in procuring use of equipment compatible with that provided under this Agreement to
meet emergencies such a major breakdown or unforeseen peak loads.
3.6 Documentation. DMC shall provide current, accurate hardware and software documentation for
the System as prescribed in City's RFP.
3.7 Enhancements. Enhancements, modifications, upgrades, and reVlSlons to the DMC-
manufactured software provided under this Agreement will be provided as part of Warranty and
Maintenance Services under this Agreement. Enhancements of this agreement refers to all
maintenance modifications and major upgrades, new releases, and "fixes" released relating to
operating systems and applications software. Updated documentation shall be made available
before enhancements are loaded.
3.8 Price of Maintenance Services. DMC agrees to provide the maintenance services as defined in
this contract for as long as the system is installed and after the initial maintenance period as
defined in Section 3.2. Such services shall be provided at prices in effect from time to time, but
shall not exceed current prices plus 7% per year for each year after acceptance, excepting any
year in which the U.S. Consumer Price Index (CPI) exceeds 7%, in which case the price
increase shall not exceed the U.S. consumer price index increase percentage.
3.9
Connection to Other Equipment. City of Clearwater shall have the right to connect the
equipment herein contracted for, to any equipment manufactured or supplied by others including
telecommunications equipment, terminal devices and the like. CITY shall notify DMC at least
ten days prior to any such connection; and if both parties shall deem it necessary for proper
maintenance of equipment, DMC shall make or supervise the interconnection, at City's expense,
and supply any interface devices required as described in published DMC manuals at published
prices, less any governmental discount.
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PART IV - IMPLEMENTATION, PAYMENT SCHEDULE AND REI.A'I'ED SERVICES
4.1
Implementation Schedule. Implementation of the Work and the delivery and installation of
Hardware and Software shall be completed in accordance with the schedule provided in DMC's
Proposal.
4.2 Delivery and Installation. DMC shall deliver, unpack, and uncrate all hardware and software to
CITY sites. Following installation of the hardware, DMC shall test all hardware in accordance
with the manufacturer's standard installation diagnostic procedures, if any. DMC shall provide
CITY's Data Processing Manager, or his designee, with at least three days notice of when the
hardware installation diagnostic tests and procedures will be performed. DMC shall install and
configure all hardware and software at CITY sites in accordance with the Specifications.
4.3 DMC Certification. When the System is delivered, installed, operational and finally tested by
DMC in accordance with all requirements of the Specifications, then DMC shall certify that fact
to CITY in writing ("DMC Certification"). DMC Certification shall include DMC's statement
that no mechanic's or other liens are of record upon the hardware for work, any subcontractor, or
their employees, and that no claim or demand exists in favor of materials and/or labor furnished
or supplied in the performance of the Work. DMC Certification must be in writing and signed
by an officer of DMC. Thereafter, a two-step acceptance test shall be performed by the City,
assisted by DMC, in accordance with procedures set forth in Sections 4.4 and 4.5 of this
Agreement.
4.4
Functional Acceptance. Within twenty (20) business days of DMC's gIvmg of DMC
Certification, City of Clearwater shall run the functional and benchmark tests CITY deems
necessary to determine that the functions of the System match those of the Specifications
contained in Exhibit A of this Agreement.
CITY's determination that the System operation and functionality substantially matches the
Specifications shall be deemed Functional Acceptance of the System. Functional Acceptance
shall not prejudice CITY's right to accept or reject the System under Section 4.5 of this
Agreement.
4.5 Final System Acceptance. Acceptance of the System and other portions of the Work shall be as
provided in this Section 4.5, the completion of which shall be deemed Final System Acceptance.
4.5.1 Final System Acceptance Procedures. Immediately upon completing Functional Acceptance,
CITY shall begin the process to accept or reject the System by operating the system in
accordance with its normal operating practices over a 30 business day period to determine if the
System meets the Specifications and the reliability standards set forth in Exhibit A of this
Agreement. CITY's acceptance, conditional acceptance or rejection shall be by written notice
given within forty-five (45) business days of the Functional Acceptance being completed and, if
a conditional acceptance or rejection is made, CITY's notice shall set forth in reasonable detail
the basis for its position. DMC shall have ten (10) business days to cure, or if cure within that
time is not possible, to begin and diligently pursue the cure of, the defects noted by CITY by
either (a) modifying or adjusting the System to meet the Specifications (b) replacing o~...adding
such components as may be necessary to make the system meet the Specifications; or m:::::: at the
option of CITY, reducing the price by an amount to be mutually agreed; if no reduction can be
agreed to within five (5) days after the City requested re-negotiation, then DMC shall perform
under either clause (a) or (b) above. After any adjustment, modification, repair or replacement
by DMC under the Section, any relevant portions of the tests described in the Section 4.5 shall
be run again for CITY to determine its acceptance or rejection of the System. If after again
running any relevant portion of the tests described in Section 4.5 of this Agreement, the System
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still fails to meet the Specifications, then CITY shall have the right to cancel this Agreement,
obtain a full refund, and obtain the damages provided for in this Agreement.
. 4.5.2 Reliability Standards. If the System does not perform within the response time frames and
Reliability Standards required by Exhibit A, the City shall have the option of either requesting a
re-negotiation of the agreement price or canceling the agreement and requiring a full refund of
all amounts paid under the agreement and obtaining the damages provided for in this
Agreement.
4.6 Payment Terms.
4.6.1 Installments. Payment of the System price shall be made in installments in the following
percentages ofthe System price based on CITY's Acceptance ofDMC's following work steps:
1. With Purchase Order 25%
2. Acceptance or successful completion
of Prototype system 25%
3. Completion of Training 25% 40%
4. System Acceptance 10%
4.7 Training. Training shall be in compliance with the RFP and Exhibit A. Subsequent training
courses shall remain available to CITY from DMC as long as the System to be delivered
hereunder remains installed and in use by the City. Training courses shall be billed at no more
than the then current rate for training as offered to other customers ofDMC.
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4.8
Non-Exclusiveness of Remedies. Any right or remedy on behalf of CITY on behalf of any
other entity possessing the right or permission to buy under these specifications) provided for in
any part of these specifications, including, but not limited to any guaranty or warranty or any
remedy for DMC's non-performance, shall be in addition to, and not a limitation of, any right or
remedy otherwise available by law, equity, or statute.
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PART V - INSTALLATION DEPENDENCIES AND DELAYS
5.1 Delays by DMC or Delays by City. A mutually agreed upon delivery and implementation
schedule shall be established between DMC and City. In the event that either party expects or
experiences a delay in the established schedule, they are to notify the other party within 48 hours of
the delay. Should the delay by either party be deemed reasonable, the schedule shall be revised
accordingly. Should the delay be deemed unreasonable, either party may employ the remedies as
provided for in Part VI, Section 6.7 - 6.7.1.4 ofthis Agreement.
PART VI - ADDITIONAL TERMS AND CONDITIONS
6.1 Storage of Materials; Cleaning Up. It shall be DMC's responsibility for storage of any
materials and CITY will not be responsible for loss of, or damage to, materials, tools, appliances
or work arising from acts of theft, vandalism, malicious mischief or other causes. DMC shall
keep the installation site in a clean and orderly condition and shall remove all debris arising
from the Work daily and upon completion of the Work.
6.2 Extra Work. No claims for extra work will be allowed unless the same shall have been
previously ordered by CITY in a written change order.
6.3
Change Orders. Design, development and implementation work on change orders will be
performed at the personnel and other billing rates specified in DMC's proposal and incorporated
into the contract. DMC and City shall negotiate in good faith and in a timely manner as to the
price of change orders. If the parties reach an agreement, the contract terms shall be modified
accordingly.
If the parties are unable to reach an agreement within thirty (30) days of DMC's receipt of a
change order, the City shall make a determination of the revised price, and DMC shall proceed
with the work according to a schedule approved by CITY, subject to DMC's right to appeal the
City's determination of the price.
6.4 Reports. DMC shall submit written monthly reports on the status of the Work so that CITY is
kept fully informed of its progress. CITY may designate, from time to time, its project director
or other representative to whom required reports shall be directed.
6.5 Independent DMC. DMC is acting as an independent and not as an agent, distributor or
representative of the City for any purpose.
6.6 Assignment. Neither party shall have the right to assign all or any portion of its rights and
licenses granted or delegate any obligations assumed under this Agreement, and any attempted
assignment or delegation shall be null and void; provided, however, DMC shall have the right to
delegate matters to such subcontractors as are approved by CITY.
6.7 Termination. This Agreement will terminate or may be terminated as provided in this Section
6.7.
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6.7.1 Termination by City. This Agreement may terminate or may be terminated by CITY for any or
all of the following reasons:
(i) For any default by DMC,
(ii) For the convenience of CITY,
(iii) In the event of the insolvency of, or declaration of bankruptcy by, DMC, or
(iv) In the event sufficient appropriated, otherwise un-obligated funds no longer exist for the
payment of CITY's future obligations hereunder, as each of these is described in the
following subsections.
6.7.1.1 Termination for Default. The failure ofDMC to comply substantially with any material term,
condition, or provision of this Agreement shall constitute a default. In the event of default,
CITY shall notify DMC of the specific act or omission by DMC which constitutes default. DMC
shall have ten (10) business days from the date of receipt of such notification to cure such
default or, if such default is not capable of being cured within ten (10) business days, to begin
and diligently pursue such cure. In the event of default, and during the above specified grace
period, performance under this Agreement shall continue as though the default had never
occurred. In the event the default is not cured within the above specified grace period, then
CITY may, at its sole option, terminate this Agreement for default. Such termination shall be
accomplished by written notice of termination and shall be effective at the close of business on
the date specified in the notice.
6.7.1.2 Termination for Convenience. CITY may terminate performance of work under the agreement
in whole or in part whenever for any reason CITY shall determine that such termination is in the
best interest of CITY. In the event that CITY elects to terminate the agreement pursuant to this
provision, it shall so notify DMC and the termination shall be effective as of the date specified
in the notice. The agreement shall terminate without further obligation of CITY as of that
moment, except DMC shall be paid for all work performed to the effective date of termination.
6.7.1.3 Termination for Bankruptcy or Insolvency. In the event that DMC shall cease conducting
business in the normal course, become insolvent, make a general assignment for the benefit of
creditors suffer or permit the appointment of a receiver for its business or its assets or shall avail
itself of, or become subject to, any proceeding under the Federal Bankruptcy Act or any other
statute of any state relating to insolvency or the protection of the rights of creditors, CITY will
have access to the source code for the sole purpose of maintaining and updating the System to
avoid cessation of service or loss to the City. CITY may, at its option, terminate this Agreement.
In the event CITY elects to terminate this Agreement under this provision, it shall do so by
sending notice of termination to DMC and the date of termination shall be deemed to be the date
such notice is mailed to DMC, unless otherwise specified.
6.7.1.4 Termination for Unavailability of Funds. Notwithstanding any other prOVISIOn of this
Agreement, the parties hereto agree that the charges hereunder are payable by CITY solely from
funds received by CITY from normal operations. In the event such funds are determined in the sole
discretion of the CITY Council to no longer exist or to be insufficient with respect to the charges
payable hereunder, this Agreement shall terminate without further obligation of CITY as of that
moment, except DMC shall be paid for all Work performed to the effective date of termination. In
such event, the City Council shall certify to DMC the occurrence thereof, and such certification shall
be conclusive.
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6.7.1.5 Procedure on Termination. Upon termination of this Agreement by the City as provided by this
subsection 7.3.1, DMC shall:
(i)
Stop work under the agreement on the date and to the extent specified in the notice of
termination.
(ii) Place no further orders or subcontract for materials. services or facilities. except as may
be necessary for completion of such portion of the work under the agreement as is not
terminated.
(iii) Terminate all orders and subcontracts to the extent that they relate to the performance of
work terminated by the notice of termination,
(iv) Assign to CITY in the manner and to the extent directed by the City all of DMC's right,
title, and interest under the orders or subcontracts so terminated, in which case CITY
shall have the right, in its discretion, to settle or pay any or all claims arising out of the
termination of such orders and subcontracts,
(v) With the approval of CITY, settle all outstanding liabilities and all claims arising out of
such termination of orders and subcontracts, the cost of which would be reimbursable in
whole or in part, in accordance with the provisions of the agreement,
(vi) Take such action as may be necessary, or as CITY may direct, for the protection and
preservation of any and all property or information related to the agreement which is in
the possession ofDMC and in which CITY has or may acquire an interest, and
(vii) Within ten (10) business days from the effective date of the termination, DMC shall
deliver to CITY all drawings, computer programs, computer input and output, analyses,
plans, tests, maps, and written materials necessary to the continued performance of the
System as specified by CITY. All materials shall be licensed by DMC to CITY under
the terms of Part III of this Agreement.
7.3.1.6 Payment on Termination for Convenience. If this Agreement is terminated for the
convenience of CITY under the provisions of subsection 7.3.1.2 of this Agreement, then the
City shall pay DMC for services rendered by DMC up to the date of termination as mutually
agreed upon by DMC and CITY.
6.7 Laws to be Observed. DMC shall perform the Work in compliance with all federal and state
laws and local ordinances which in any manner affect those engaged or employed in the Work
or which in any manner affect the conduct of the Work.
6.9 Governing Laws. The validity, interpretation, performance, and enforcement of this agreement
shall be governed by the laws of California. The proper venue shall be Riverside CITY.
6.10 Permits and Licenses. Except with respect to permits, licenses, fees and notices imposed or
required by CITY's site preparation to be completed by CITY as required by this Agreement,
DMC shall procure all permits and licenses, pay all charges and fees and give all notices
necessary and incidental to the due and lawful prosecution of the Work.
6.11 Taxes, Insurance and Miscellaneous Expenses. All statements of prices, fees and charges
payable to DMC are net to CITY, including sales tax, delivery, transit insurance and other
expenses of delivery.
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6.12 Limitation of Liability.
6.12.1 Force Majeure. Neither party shall be responsible for delays resulting from causes beyond the
control of the party including, but not limited to, delays resulting from governmental action,
inability to obtain services, power failures, acts of God and the failure of any product or service
not manufactured or provided by the party.
6.12.2 No Third Party Beneficiaries. This Agreement is not intended to create any right in or for the
public, or any member of the public, any subcontractor, supplier or any other third party, or to
authorize anyone not a party to this Agreement to maintain a suit to enforce or take advantage of
its terms. The duties, obligations and responsibilities of the parties to this Agreement with
respect to third parties shall remain as imposed by law.
6.12.3 City Responsibility. The equipment shall be under City's exclusive management and control.
The City agrees that DMC shall not be liable for any damages caused by the City's failure to
fulfill any City responsibilities of assuring the proper use, management, and supervision of the
machines and programs, audit controls, operating methods, and office procedures, and for
establishing all proper checkpoints necessary for the City's intended use of the machines.
6.12.4 Consequential Damages. In no event will either DMC or the City be liable for consequential
damages even if notification has been given as to the possibility of such damages.
6.13
Nondiscrimination Standards. DMC will not discriminate against employees or applicants for
employment because of physical or mental disability in regard to any position for which the
employee or applicant for employment is qualified. DMC agrees to take affirmative action to
employ, advance in employment and otherwise treat qualified disabled individuals without
discrimination based upon their physical or mental disability in all employment practices such
as the following: employment, upgrading, demotion or transfer, recruitment, advertising, layoff
or termination, rates of payor other forms of compensation and selection for training, including
apprenticeship.
6.14 Conflict of Interest. DMC hereby certifies that no officer, agent or employee of CITY who may
have a pecuniary interest in this Agreement has participated in the contract negotiations on the
part of CITY, that the Proposal was submitted in good faith without fraud, collusion or
connection of any kind with any other service provider for the same call for proposals and DMC
has competed solely in its own behalf without obligation to any undisclosed person or firm.
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6.15 Notices. Notices shall be in writing and deemed given when personally delivered or when
deposited in the United States mail, first class postage prepaid, return receipt requested,
addressed to the person to whom notice is given at the addresses set forth below or at any other
address designated by notice by a party:
If to the City:
Deputy Chief William O. Baird
645 Pierce Street
Clearwater, FL 33756
Telephone: (727)562-4187
Tax: (727) 562-4198
If to DMC:
Vojin Hadzi-Pavlovic
President
Decision Management Company, Inc.
22261 Madero, Suite 150
Mission Viejo, CA 92691-2715
Telephone: (949) 855-6885
FAX: (949) 458-6004
6.16 Insurance. DMC shall file with the City, a certificate of insurance, in companies acceptable to
the City, with a Best's Rating of no less than A: VII showing (or better).
6.16.1 Workers' Compensation Insurance. Workers' Compensation Insurance shall be provided as
required by any applicable law or regulation. Employers liability insurance shall be provided in
amounts not less than $500,000 each accident for bodily injury by accident, $500,000 policy
limit for bodily injury by disease, and $500,000 each employee for bodily injury by disease.
If there is an exposure of injury to DMC's employees under the U. S. Longshoremen and Harbor
Workers' Compensation Act, the Jones Act or under laws, regulations or statutes applicable to
maritime employees, coverage shall be included for such injuries or claims.
Each Workers' Compensation policy shall be endorsed with the following specific language:
(i) Cancellation Notice. This policy shall not be canceled or materially changed without first
giving thirty (30) days' prior written notice to the CITY.
(ii) Waiver of subrogation. The insurance company agrees to waive all rights of subrogation
against the CITY, its officers, agents, employees, or volunteers, for losses paid under the
terms of this policy which arise from work performed by the named insured for the CITY.
6.16.2 General Liability Insurance.
(i) Comprehensive General Liability or Commercial General Liability Insurance covering all
operations by or on behalf of DMC, providing insurance for bodily injury and property
damage liability for the limits ofliability in the amount of$I,OOO,OOO each occurrence,
$1,000,000 in the aggregate in one of the following forms: 1) Comprehensive General
Liability, 2) Commercial General Liability (Occurrence), or 3) Commercial General
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Liability (Claims Made). If the policy does not have an endorsement providing that the
General Aggregate Limit applies separately, or if defense costs are included in the aggregate
limits, then the required limits shall be $2,000,000.
(ii) Endorsements. Each comprehensive or Commercial General Liability policy shall be
endorsed with the following specific language:
A. The City of Clearwater, its officers, agents, employees, and volunteers are to be covered
as insured for all liability arising out of the operations by or on behalf of the named
insured in the performance of this Agreement.
B. The insurance provided is primary coverage to the CITY with respect to any insurance or
self insurance programs maintained by the CITY, and no insurance held or owned by the
CITY shall be called upon to contribute to a loss.
C. This policy shall not be canceled or materially changed without first giving thirty (30)
days' prior written notice to the CITY.
6.16.3 Automobile Insurance. Automobile Liability Insurance covering bodily injury and property
damage in an amount no less than $1,000,000 combined single limit for each occurrence.
6.17 Miscellaneous Provisions.
6.17.1 Modifications. This Agreement may be modified only by mutual agreement by both parties.
6.17.2 Waiver. No term or condition of this Agreement shall be deemed to have been waived, nor shall
there be an estoppel against the enforcement of any provision, except by written instrument of
the party charged with such waiver or estoppel. No such written waiver shall be deemed a
continuing waiver unless specifically stated therein and each such waiver shall operate only as to
the specific term or condition waived and shall not constitute a waiver of such term or condition
for the future or as to any act other than that specifically waived.
6.17.3 Headings. The headings of parts, sections and subsections used in this Agreement are included
solely for convenience of reference and shall not control the meaning or interpretation of any of
the provisions of the agreement.
6.17.4 Number and Gender. Whenever applicable within this Agreement, the singular shall include
the plural and the plural shall include the singular and a pronoun of one gender shall refer to any
appropriate gender.
6.17.5 Severability. Unless expressly provided otherwise, the prOVISIOns of this Agreement are
severable, and the un-enforceability of any provision shall not affect the enforceability of any
other provision of this Agreement.
6.17.6 Inurements. The terms ofthis Agreement shall inure to the benefit ofthe parties, including their
successors and permissible assigns, if any.
6.17.7 Counterparts. This Agreement may be executed simultaneously or concurrently in one or more
counterparts, each of which shall be deemed a duplicate original but all of which together shall
constitute one and the same agreement.
6.17.8 Entire Agreement. The making, execution and delivery of this Agreement has been induced by
no representations, statements, warranties or other agreements except as expressed by the
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written terms of this Agreement and all exhibits, including the City's RFP. The City
acknowledges that no employee, agent or representative of DMC has the authority to bind DMC
to any representation not expressly contained in a written agreement signed by an executive
officer of DMC. This Agreement embodies the entire understanding of the parties and
supersedes all prior or contemporaneous proposals, purchase orders, understandings,
representations, conditions, warranties, covenants and other telecommunications between the
parties, whether oral or written, relating to the subject of the agreement unless expressly set
forth or referred to in the agreement. The parties agree that this Agreement may not in any way
be contradicted by a prior or existing course of dealing between them or by any usage of trade or
custom. Further, as expressed in Item 1.5 of this Agreement, any contradiction between this
Agreement and DMC's sublicense agreements shall be resolved by giving the City contract
controlling interest.
6.17.9
Hold Harmless. DMC agrees to save harmless and to indemnify the City from every claim or
demand which may be made for any injury or death, or damage to property including Employers
Liability for injured workers caused by DMC during the term ofthis Agreement. Such duty shall
be irrespective of the date upon which the claim or demand is asserted.
If any judgment is rendered against the City for any injury, death or damage cause by DMC
during the terms of this Agreement, DMC shall, at its own expense, satisfy and discharge any
judgment.
Neither of the foregoing paragraphs shall be applicable if the injury, death or damage is caused
by the City's negligence.
As used above, the term CITY or City means CITY, or its officers, agents, employees, or
volunteers.
6.17.10 General Indemnity. DMC agrees to indemnify, defend and save harmless the City, its officers,
agents and employees from any and all claims and losses, with the exception of consequential
damages occurring or resulting to any other person, firm or corporation furnishing or supplying
work, services, materials or supplies in connection with the performance of this contract, and
from any and all claims and losses occurring or resulting to any person, firm or corporation
which may be injured or damaged by DMC in the performance of this contract which are
attributable to the negligence or intentionally tortious acts of DMC provided that DMC is
notified in writing within thirty (30) days that the City has knowledge of such claims.
6.17.11 DMC's Power and Authority. DMC warrants that it has full power and authority to grant the
rights herein granted and will hold CITY hereunder harmless from and against any loss, cost,
liability, and expense (including reasonable attorney fees) arising out of any breach of this
warranty. Further, DMC agrees that it will not enter into any arrangement with any third party
which might abridge any rights of CITY under this Agreement.
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Exhibit A - Scope of Work
Please refer to Exhibit C, DMC's Proposal, Cost Summary and Project Scope.
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EXHIBIT B - ESCROW AGREEMENT FOR THE BENEFIT
OF CLIENTS OF DECISION MANAGEMENT COMPANY, INC.
Decision Management Company. Inco:r:porated, having its principal place of business at 23361
Madero, Suite 150, Mission Viejo, CA 92691 hereinafter referred to as "DMC, INC."
AND
Thomas Apke. Esquire, 29156 Mira Vista, Leguna Niguel, California, 92677,.
NOW, THEREFORE, in consideration of the mutual covenant s and promises set forth herein, it is
agreed between the parties hereto as follows:
WITNESSETH:
1. The purpose of the within Agreement is to provide the fundamental assurance to any and all
organizations that have purchased software systems manufactured by DMC, INe., hereinafter
referred to as "CLIENT" or "CLIENTS", of the long term viability of these software systems in
the event that DMC, INe. is unable or unwilling to give future support to said system during any
periods any individual CLIENT is covered by a technical support agreement and full
consideration has been paid therefore by CLIENT to DMC, INe.
2.
The AGENT will regard as CLIENT of DMC, INC. any and all organizations and individuals
who produce an Affidavit of Purchase hereinafter referred to as "AFFIDAVIT" signed by an
officer of DMC, Inc. and sealed by DMC, INC. Corporate seal, and whose name is shown on
such AFFIDAVIT. A sample AFFIDAVIT is attached hereto and a sample seal is affixed to right
margin of this paragraph 2. DMC will endeavor to provide an updated lists of clients to AGENT
at least quarterly.
3. There is hereby lodged with AGENT, DMC, Inc.'s tapes or diskettes, supporting documentation,
including source language programs, data base schema and related proprietary information
(hereinafter referred to as RETAINED MATERIAL) sufficient to insure on-going maintenance
and repairs of DMC, INe. supplied software. DMC will demonstrate that RETAINED
MATERIAL can be compiled into executable code and used as described in supporting
documentation. RETAINED MATERIAL will then be placed in a sealed envelope or a sealed
container and provided to AGENT. RETAINED MATERIAL shall remain sealed and may be
opened and used by A CLIENT only under the terms and conditions hereof.
4. DMC, INe. covenants to regularly update RET AlNED MATERIAL so that they will contain the
latest released information (on a yearly basis, and when a major release to the Source Codes are
implemented) relating to system program documentation.
5. CLIENT acknowledges that the development of RETAINED MATERIAL has resulted in a large
expense and effort on the part of DMC, INe., and that unauthorized release of this information,
in whole or in part, or in any manner whatsoever, to any party would cause great financial harm
to DMC, INe. CLIENT covenants to take any and all measures necessary to prevent
unauthorized release or use of RETAINED MATERIAL.
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6. If CLIENT becomes of the OpInIOn that DMC, INC., is unable or unwilling to maintain the
RETAINED MATERIAL purchased by CLIENT, for any reason whatsoever, CLIENT shall give 30
days written notice of such fact to DMC, INC. This notice, as well as any other notice given by CLIENT
to DMC, INe. or by DMC, INe. to CLIENT will be deemed given when received by addressee via
certified or registered mail, return receipt requested, or via private courier service, such as Federal
Express or UPS. In the event that any such notice is returned undeliverable because DMC, INC. or
CLIENT has moved and left no forwarding address, the notice shall be deemed as if it were delivered.
7. Upon receipt of the written notice, DMC, INe. shall have thirty (30) days to present, in writing,
its objections to CLIENT, or to remedy problems alleged by CLIENT and inform CLIENT that it
has remedied them successfully.
8. If DMC, INC. cannot be contacted, does not respond to the notice as provided in Article 5, or if
CLIENT is of the opinion that the problem has not been not successfully resolved or that DMC,
INe. has been unresponsive, CLIENT shall give a fifteen (15) day written notice to DMC, INe.
and the AGENT stating its intent to apply to AGENT for the release of RETAINED
MATERIAL.
9. DMC, INC. will have the right to disagree with CLIENT concerning the existence of problems,
the adequacy of the resolution, or both. In case of such a disagreement, DMC, INe. will state its
position to CLIENT and AGENT in writing, and the matter will either be resolved in a meeting
among the parties hereof, or brought for resolution before the American Arbitration Association.
10.
CLIENT will have the right to apply to AGENT for the release of RETAINED MATERIAL only
if (i) DMC, INe. fails to notify CLIENT as provided in Article 7 and 9 hereof, or (ii) as
determined by the Arbitrator or (iii) if DMC, INC. is in Chapter 7 Bankruptcy, or is out of
business.
.
11. Upon AGENT'S receipt of a request complying with Article 10 for release of RETAINED
MATERIALS and upon passage of 30 days following notice to DMC, INe. and to CLIENT it
shall be the duty of AGENT to release a copy of said RETAINED MATERIAL subject to the
restrictions, requirements and limitations set forth herein, obtaining from CLIENT a receipt in a
form provided by DMC, INC. containing an acknowledgment by CLIENT of its potential
liability for disclosure or actions in violation of the Agreement.
12. It is hereby acknowledged by CLIENT that all materials released under this Agreement shall
continue to be protected under the existing License Agreement in perpetuity and are for exclusive
use by CLIENT, and shall not be divulged to any other party or utilized for any other purpose
whatsoever. CLIENT further covenants to cause any and all individuals that will be given access
to RET AlNED MATERIAL to agree in writing to accept and uphold all provisions of this
Article.
13. The current version of the specific system programs and documentation shall be released only to
CLIENTS that have executed License Agreements, and produced AFFIDAVIT to the AGENT.
Any CLIENT not current with an annual software license contract may have access only to the
version of RETAINED MATERIAL they have purchased.
14.
DMC, INe. shall defend, indemnify and hold AGENT harmless against any and all claims
(except criminal charges) arising directly or indirectly from, as a result of, or in connection with
this Agreement, and shall pay all costs (including, without limitation, attorneys' and accountants'
fees) incurred by AGENT in defending against them, promptly upon AGENT'S request therefor.
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15.
CLIENT covenants not to sue AGENT for damages it suffers which arise directly or indirectly
from, as a result of, or in connection with this Agreement, unless Escrow Agent is legally at
fault.
16.
All notices required or permitted hereunder shall be directed to the person(s) and addressed as set
forth where executed on behalf of the partners or at such other address as may be provided to all
parties in the manner provided for notices hereunder.
17. This Agreement takes effect upon its acceptance and execution by DMC, INe. and shall be
interpreted and construed under the laws of the State of California, which laws shall prevail in
the event of any conflict oflaw.
IN WITNESS WHEREOF, we have hereto set our hands and seals the day first above written.
Attest:
City of Clearwater, Florida
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A . ~ I .t1l4. {1:. ~
jJvC~' Goudeau' '" ~
o City Clerk . . . . .
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Mich~el J. Roberto
City Manager
Approved as to form:
Countersigned:
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City Attorney
f} '-"- ~ ~
Brian~t pI=--
Mayor-Commissioner
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Decision Management Company, Inc.
~71dr.d4
Witness
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AFFIDAVIT OF PURCHASE
This Affidavit certifies that The City of Clearwater Police Department with the principal place of
business at 645 Pierce Street, Clearwater, FL 33756, hereinafter referred to as "CLIENT", has
purchased and fully paid for Decision Management Company, Inc. products, and that said products
are subject to provisions of a document entitled "ESCROW AGREEMENT FOR THE BENEFIT OF
CLIENTS OF DECISION MANAGEMENT COMPANY, INC.". Client has been informed that the
Escrow Agent is the corporate attorney for DMC, Inc. and hereby consents that said attorney acts as
Escrow Agent.
DMC further certifies that CLIENT is entitled to any and all benefits under said ESCROW
AGREEMENT under the terms and conditions of ESCROW AGREEMENT.
For Decision Management Company, Inc.
'. ~~ ?-2~91
Date
F or CLIENT
_t
lIlfiqCZ
I te
Title:
tU;~~2
.dJ
i
PROPOSAL TO PROVIDE
A POLICE
IMAGING PROJECT
FOR THE
CITY OF CLEARWATER
POLICE DEPARTMENT
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Submitted by
Decision Management Company, Inc.
23151 Verdugo Drive, Suite 115
Laguna Hills, CA 92653-1340
(949) 855-6885
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April 7, 1999
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TABLE OF CONTENTS
Section
Page No.
1 Proposal Forms 1
2. System Description 10
2.A Software 10
2.B Hardware 15
2.C Services 17
3 System Requirements Questionnaire
21
4 DMC's Resume
36
5. Experience and Qualifications
5.1 Experience
5.2 Qualifications
40
40
51
APPENDIX A:
APPENDIX B:
APPENDIX C:
Sample Contracts
Bid Bond
Financial Statement
Copyrigllt@ 1993-1999, Decision Management Company. Inc.
All rigbts reserved.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Section 1 - Proposal Forms
I.A Company Identification
Vendor Information: If multiple system solutions are proposed, please photocopy this section and type on
the top of each page the name of the respective firm for which the answers are included.
I. SYSTEMS INTEGRATOR and SUB CONTRACTORS:
GENERAL:
NAME OF PRIME COMPANY
CONTRACTOR
Decision Management Company, Inc.
NAME OF PRIME CONTRACTOR
PROJECT MANAGER
Gary Hendrickson
NAME OF MAINTENANCE
CONTACT
Gary Hendrickson
Page I Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
1.B CUSTOMER CONTACTS
Customer Name:
Kern County Sheriffs Department
Address:
Kevin Fisher
Kern County Sheriffs Department
1350 Norris Road
Bakersfield, CA 93308
Telephone
Fax
(661) 733-8640
(661) 391-7515
Customer Name:
Metro Nashville Police Department
Address:
Ms. Lori Smiley
Metro Nashville Police Department
200 James Robertson Parkway
Nashville, TN 3720l
Telephone
Fax
(615) 862-7440
(615) 862-7848
Customer Name:
City of Columbia, SC
Address:
Pam Ferst
City of Columbia
l737 Main Street
Columbia, SC 2920 I
Telephone
Fax
(803) 733-8640
(803) 733-8317
Customer Name:
City of California City
Address:
Ms. Helen Dennis
City of California City
21000 Hacienda Boulevard
California City, CA 93505
Telephone:
Fax:
(760) 373-866l
(760) 373-2674
Page 2 Copyright (Q 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
2.A SYSTEMS INTEGRATOR INFORMATION
BUSINESS EXPIERIENCE
Years in business: 1980
Total number of systems installed: Over lOO
EMPLOYEES of the Firm (only)
National: l6
Local (within 150 miles of Clearwater): 2
Local (within 30 miles of Clearwater): 2
Total full time employees: 16
Total part time employees: 0
Proposed Project Manager:
Gary A. Hendrickson
[Y]
[0]
Financial Statements Enclosed (YIN)
Number of lawsuits filed against the firm in the past five years
Description/Status of lawsuits:
None pending
Page 3 Copyright te.> 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
GENERAL QUESTIONS
YES/NO
Have you included all requested products and services in your proposal?
YES
If not, explain:
How long have the proposed principal products been on the market?
Hardware: Over 10 years
Software: Over 10 years
Please indicate the location and maintenance staffing, from which support will be provided.
Hardware: Local staff within 30 miles from Clearwater
Headquarters staff in Laguna Hills, CA
Software: Local staff within 30 miles from Clearwater
Headquarters staff in Laguna Hills, CA
How many copies will you provide ofthe following documentation?
Hardware
As Built Drawings
Paper Magnetic
1 0
10 1
What training do you propose to offer to customer personnel upon installation?
A. General User Training: Four (4) hour seminar
B. Operator Training: Course A plus 20 hours workshop
C. Equipment Maintenance: Courses A, Band C plus eight (8) hours
D. System Administration: Courses A, Band C plus eight (8) hours
DMC will not place any limits on the number of staff that will be trained.
Will prices be firm for 150 days from date of submission?
YES
Upon being selected as one of the finalists, will vendor provide
a Dun and Bradstreet Report at its expense?
YES
Copies of the standard contracts must be included with this bid.
Indicate that sample contracts are attached.
Please see Appendix A
Page 4 Copyright 01999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
COST SUMMARY
Name of Company /Prime Vendor: Decision Management Company, Inc.
Component Name and Model: Questys Text & Image Management System
The following is our proposal for the equipment, applicable software, and services requested in the
Clearwater Police Department's Request for Proposal dated April 7, 1999.
HARDWARE
ITEM QTY UNIT COST PURCHASE ANNUAL MONTHL Y I
TOTAL MAINTENANCE LEASE I
Deliver Server 1 $13,952.00 $13,952.00 $1,680.00 N/A I
Deliver Scanning Workstation 1 $2,967.00 $2,967.00 $360.00 N/A ,
Deliver 3097DG scanner 1 $4,850.00 $5,850.00 $1,200.00 N/A
Deliver 600C scanner I $1,250.00 $1,250.00 $250.00 N/A
Deliver WORM drive/media I $4,700.00 $4,700.00 $500.00 N/A
Total hardware cost $28,719.00 $3,990.00
SOFTWARE
ITEM QTY UNIT COST PURCHASE ANNUAL MONTHL Y
TOTAL MAINTENANCE LEASE
Questys Server 1 $7,995.00 $7,995.00 $1,600.00 N/A
Questys Scanning Station 1 $1,695.00 $l,695.00 $330.50 N/A
Questys Retrieval Stations 10 $695.00 $6,950.00 $1,355.00 N/A
NT Server (l 0 users) 1 $775.00 $775.00 $lOO.OO N/A
Windows 95 1 $lOO.OO $lOO.OO $lO.OO N/A i
MS SQL (10 users) 1 $2,525.00 $2,525.00 $300.00 N/A
Norton AntiVirus 2 $35.00 $70.00 $0.00 N/A
Total software cost $20, II 0.00 $3,695.50
Page 5 Copyright <<) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
COST SUMMARY (Continued)
OTHER CHARGES
ITEM
COST
Equipment Installation
$13,792.00
Software Installation
Included
Cabling Installation (equipment to the wall only)
Included
Delivery and Handling
Included
Training - Hardware
$6,200.00
Training - Applicable Software System
Included
Performance Bond
$4,600.00
Initial Supplies:
Included
Other (Specify):
CustomizationlIntegration with RMS
$34,856.00
Project Management
$24,320.00
$83,768.00
Subtotal
Total other charges
$48,829.00
$132,597.00
Total
Travel expenses will be billed at cost.
Page 6 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
COST SUMMARY (Continued)
EQUIPMENT MAINTENANCE
Please describe the equipment maintenance options for period (monthly, annual, multiple years, etc.) as
well as for coverage time (8-5:00 M-F; 24 hours, 7 days; etc.). Be specific regarding pricing for proposed
systems. Also indicate the hourly labor cost for repairs and projected costs for the next five years.
Finally, provide a definitive statement about the response time that can be provided (8 - 5:00 M-F; 24
hours, 7 days, etc.):
DMC's warranty applies to DMC software, system software and DMC-provided hardware. These
components will carry the following warranties:
a. Overall system (hardware and software): One year remote/on-site diagnostics 8:00 AM to 8:00
PMET
b. Server: Dell BusinessCare Three years same day 4 hour response 7x24 with DirectLine NOS
support
c. Workstation: Three years same day 4 hour response service; 7x24
d. Scanners: One year Fujitsu second business day on site
e. WORM drive: One year Ten-X in-depot
In addition, DMC offers to the Police Department the following optional services:
f. Weekly system maintenance and backup (208 hours) for a fee of$26,000.00 per annum
g. 24 hours, 7 days for a fee of $24,000.00 per annum
h. Unscheduled services for a fee of $4,000.00 per prepaid 40 hours service package
The warranty period will begin on the date of system acceptance by the City. Following the warranty
period, DMC is prepared to enter into an annual software maintenance agreement with City. During the
warranty period, DMC may obtain the repair and maintenance of hardware and third-party software from
responsible vendors.
DMC will be responsible for system diagnostics and repair without charge for all errors in DMC software
and errors in system software and DMC-provided hardware caused by activities of DMC's staff
(installation, testing, etc.). DMC will not be responsible for repair of errors caused by bugs in third-party
software or hardware, and for errors caused by improper operation and use of the system.
Page 7 Copyright <<) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Variance Description
Please describe any variance from the specifications, term and conditions of this RFP. No variations or
exceptions by the prospective Vendor will be deemed part of the proposal unless such variance or
exceptions are listed and contained in the proposal documents and referenced in the space provided below.
If no statement is contained in the space below it is hereby implied that your proposal complies with the
full scope of this RFP.
DMC's Professional LiabilitylMalpracticelErrors & Omissions insurance limit is $500,000 per
occurrence. This amount, combined with the 100% Performance Bond, is more than adequate for
the size of project proposed herein. However, DMC will purchase additional insurance for purposes
of this project at City's expense if directed by the City of Clearwater.
Page 8 Copyright te> 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
PROPOSAL SIGNATURE
In further description of this proposal, we submit information identified as follows:
BIDDING UNDER THE NAME OF:
Decision Management Company, Inc.
(Purchase Order will be issued and payment will be made only in the name above)
ADDRESS:
23151 Verdugo Drive, Suite 115, Laguna Hills, CA 92653
PAYMENT ADDRESS:
(if different than above)
Same as above
FEDERAL EMPLOYER
IDENTIFICATION NUMBER:
95-3683752
Check One:
[x] CORPORATION, Incorporated under the laws of the State of: California
PARTNERSHIP, Consisting of (list partners):
ASSUMED NAME, Register#:
INDIVIDUAL
AUTHORIZED SIGNATURE
I hereby certify that we have read the Request for Proposal in its entirety, that we understand fully what
is required of us, and we agree to abide by all elements of the Request for Proposal except as
specifically noted on Form 2c, Systems Integrator Exceptions.
Signed:
~A~'- ~~
Printed:
Title:
Vojin Hadzi-Pavlovic
President
Date:
April 7, 1999
Phone:
(949) 855-6885
Page 9 Copyright @ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Section 2 - System Description
A. Software
During the first quarter of 1999 DMC completed the development of the latest version of Questys@
Text and Image Management System, Version 2000. The new system was designed to be highly
customizable and to allow system modifications using Rapid Application Development techniques.
Questys 2000 is currently being implemented at the Metro Nashville Police Department (MNPD) as
LERIS, the Law Enforcement Records Imaging System. The implementation project entails
customization of user interface screens and integration of LERIS with MNPD's CAD and other in-
house developed applications. DMC recommends that the Clearwater Police Department imaging
system be implemented through modification of LERIS and its integration with Logisys RMS.
Figure 2-1: LERIS Screen
Page 10 Copyright <0 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Following pages include a brief description of LERIS.
uLen!
8 o Incldert Repofts
etCll999
WF~
, ~fl1rectory tree
::J 011'Mr1999
::::J 01nw 1999
...,) 03mer,m
MaiQ:rumers
:::JOl-14891
-::J01.14892
'oJ 01-14893
Pana1:t::Ranel 2
CJ 01-14896
U 01.14897
i.:t 01-14898
~ 01.14899
::.:J 01.14900
':'01-14901
..:J 04marl999
..j 05mer 1999
:.:J 06mer 1999
am;J!abs
Figure 2-2: Components ofLERIS Screen
Figure 2-3: Panel 2 - Directory of Folders
As indicated in Figure 2-2, the system screen consists
of a menu bar, toolbar and three panels. Panel I
contains Group Tabs and Main Folders; Panel 2
displays a directory of electronic folders depicting
case outlines and Panel 3 includes Function Tabs,
data elements and command buttons.
Group tabs provide a means of selecting the
appropriate of three document categories of interest to
MNPD: Incident, Accident and Arrest Reports and
miscellaneous documents. When a Group Tab is
activated, the system will display the Main Folders
associated with that module. For example, the Main
Folders associated with Incident Reports display the
LERlS modules: DMC's imaging system and various
applications developed by the MNPD staff.
When a Main Folder is selected by the user, the
system will display the appropriate directory tree in
Panel 2. For example, the Subdivisions folder are
further subdivided into years, months, days and
reports filed on that date. The directory tree is user-
definable. The primary rules governing the behavior
ofthat object include the following:
:> The number of nestled folders in any branch of a
directory is unlimited.
:> Folders at any level of hierarchy can contain sub-
folders and documents
:> Documents contained in folders can contain:
· Scanned images (monochrome, gray scale and
color)
· PC-based electronic files (word processing
documents, spreadsheets, database tables, etc.)
· Mainframe or mini computer-based spool files
· Electronic Sound files
. Electronic movie clips
· Any other type of electronic object
Page II Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
(i
Ulens
:~, a Irr:ujelt RIIpOrt5
;-<-;:'lW9
:.::JFetltuery
w_
::.: ~Marctl
:.:J Qlrnarl99g
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..:J 0Jmer1999
.:J 01.14889
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.:.. Ot.14891
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'::'01.'41893
.:J 01-14894
.:J 01- 14895
..:J 01.14896
:.:J 1,)1-14891
.:.:J 01- 14898
..) Ot.14899
:.:. 01_14900
:J 01-14g()1
o 04mer1999
:J 05mer1999
::.:J 06m8r, 999
:.:J07rner1999
CJ 08mer, 999
..:aCl9rnl!lrl999
Figure 2-4: Document Selection
.
::JLens
B ::J oodert Reoons
;=;01999
::."-
~~
"".iJMardl
':J 01marl999
D 02rner1999
"'Y U 03m8r1999
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:) 01.14893
.:J01-14894
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:.::. 01-14899
~Ol-14900
'':''01-14901
::.:J ()4nw1999
U 05ma'1999
I~ lJ6mao1999
W 07mar1999
W 0I!mar1999
::J 09nwlr 1999
:':"*;:"::
Figure 2-5: Document Preview
.__~-- ..;-. Ittr..~
r~.~-; ~~.
'";- ~.~:.~
- ':V':, _,~.
-l.~ :::.::. ~i:!: :~_-c
, :' if;,:,: I~ I J.rr
.; ; r~,- ;~j-[f
I I ('" iI III r ~~ LJ
.......- ,.,
't-'?~~B",?';:T> ~~-'''."''::1'tf" _;".-~
~1j~
"'~a
"
~::. ".. ~-._.
~::-t1
--....-...,-
: _ ~'~.7. '-"'-,
f-::~- ._'~
~V_-
~~~i.f~~~, 7-
--<~~
:-:.....~:...~"::i.'- ~
~
~-- -~::-=-:::-=
" . , ~"::f&:
F=-~ ~c..~..., ..--
. Figure 2-6: Image of an Engineering Drawing
If a user selects a folder or a document, the system
will display the data elements associated with that
object in the active Function Tab in panel 3. The
example shown in Figure 2-4 presents incident
summary information for the incident No. 99-004791
and a list of documents stored in that folder.
As indicated in the Incident Library frame, the
functions available in the Data Acquisition tab
include data acquisition (scanning, OCR, file import
and indexing), editing and system configuration.
A user can display the selected document by double-
clicking the left mouse button on one of the files
listed in the Case Library frame, or by clicking on the
right mouse button and selecting the Preview option.
In either case, LERlS will determine the type of
selected file and display it within an appropriate
VIewer.
As indicated in Figure 2-5, other options available
include page deletion, printing and e-mail.
Figure 2-6 presents an image of a large engineering
drawing stored in the case library. As indicated
therein, LERlS features a variety of tools including
zoom-in, zoom-out, rotation (both clockwise and
counterclockwise), highlighter, "sticky notes", image
annotation and many others.
Page 12 Copyright @ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
G~'
.
.
.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
. I
, ,F ~ ..w~7~T ~-;- f4'= 1,7
',. ......-:~ ~ um.--lr-r- _
e=~~ l~ -~,
liE
", - .......
'/11\1II._
l
";"-
~==-.wr ~~
... ... -. -- g:
1tr..._
HOT WAlElI HEA'lER
Figure 2-7: Image Annotation
Figure 2-8: Use of e-mail
Figure 2-9: LERIS Retrieval Screen
~:
(~
A user can magnify a portion of an . image, highlight
areas of interest, attach notes to a co-worker and use
other annotation tools. In the event that the displayed
file is a document developed in a word processor or
another application, LERIS will display it in its native
environment and facilitate annotation and other
functions using the native tools.
iN
x^,,'
~~:
s~
A user can select one or more documents as described
adjacent to Figure 2-5, and e-mail the same to one or
more recipients. The system can be set up to inform
the sender as to when the message was delivered and
opened by each recipient.
The Search Function Tab features a versatile and
robust retrieval engine. The system can search either
one or more of the selected folders or the entire
document library containing millions of pages. The
search specification can include database fields, one
or more words of free text, or the combination of
fields and full text. In the case of a full text search,
LERIS will fmd all documents meeting the search
specification in a fraction of a second. The results
of a search can be viewed on a screen, printed, faxed,
e-mailed or displayed in a courtroom via data
projector.
Page 13 Copyright cg 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
i
Figure 2-10: LERIS Security Manager Screen
.
Figure 2-ll: User Group Definition Screen
.'
Figure 2-l2: LERIS System Security Manager
LERIS features a powerful security manager which
facilitates the use of the same database and case
libraries by the Court, District Attorney, Public
Defender, outside law firms and other organizations.
As shown in Figure 2-9, the system provides for the
management of user groups and users, definition of
system security profiles and assignment of security
levels to electronic folders and document categories.
The Security Administrator's screen shown in Figure
2-l0 illustrates the process of assigning users and
document categories to a User Group.
The LERIS System Security Manager can be set to
provide the degree of security required by the user.
As indicated in Figure 2-11, the system can be set to
control user access to any system function, screen and
data element down to each individual keystroke or
mouse click.
In summary, LERIS is a powerful new tool custom
designed to assist the Police Department and other
City agencies involved with record management in
performing their functions, controlling document
libraries, annotating drawings and images,
retrieving information on both "keyword" and
"any word" basis virtually instantaneously,
displaying/manipulating/printing/ faxing/e-mailing
documents and images and much, much more. As
a result, the City management and staff will have
precise, focused information virtually
instantaneously. Information that helps enhance
performance and provide better service to all City
Departments and its residents.
The City of Clearwater should note that LERIS is
not a mere document imaging and storage system
but a complete solution to the needs of the Police
Department. DMC is convinced these facts will be
taken in account in the proposal evaluation
process, and that the City will conclude that
LERIS is the best solution to its requirements.
Page 14 Copyright \0 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
.
.
Ie
j
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
B. Hardware
The configuration of the proposed system is shown in Figure 2-13. As indicated therein, the system
consists of the following components:
. Windows NT Server
. 45 GB RAID Storage Unit
. Optical Disk Drive for permanent archive back-up to WORM
. One (l) Scanning workstation
. One (l) document scanner
. One (l) color scanner (optional)
. Requisite software and services
Fujitsu 3097DG
Optional Fujitsu
Scan Partner 600C
Figure 2-13: System Configuration
The proposed system will allow the Police Department to scan, OCR, index and store business documents up
to II"x l7". The images containing text can be optically recognized to acquire ASCII files. Documents may
also be annotated from a keyboard to input the index fields defined by the City. The text files created through
the OCR process and image annotation, as well as the files created by text editors and other applications, will
be indexed into two databases automatically by the system. The bibliographic information for each document
will be stored into a pseudo-relational database, and the words, codes and numbers contained in OCR-ed
documents into a full text database. At this point in time, the system will be ready for search and retrieval.
Documents will be retrievable both on a keyword and any-word basis, and Questys will complete all search
requests in a fraction of a second. The retrieved documents can be viewed on a CRT, printed on a printer,
imported into other applications, or exported to a remote site via facsimile.
Page 15 Copyright (Q 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Application Server:
r:o" .
'.
.
Scanning Stations
.
Option 1: Hewlett-Packard
· HP NetServer LH 3
· 128MB 100MHz ECC SDRAM with memory scrubbing
· Integrated dual-channel HP NetRAID Controller,
· 10/1 OOtx NIC
· CD-ROM, FDD
· Hot-swap power supplies and fans
· Integrated HP Remote assistant
· HP Toptools for servers
· HP OpenView ManageX/SSCD (upgradable to dual processors)
· 12MB 100MHz ECC SDRAM
· Five 9.1GB UltralWide SCSI disk drives (7200rpm)
· Internal HP SureStore DL T 40i DL T 4000
· HP 50 15" Color Monitor
· 3-year onsite warranty next business day (no additional cost)
Option 2: Dell
· Dell PowerEdge 4300 Server
· One (1) Intel 400 MHz Pentium processors with 512 Kb cache (expandable to 2)
· 512 MB RAM
· Dual Channel Expandable RAID w/32 MB cache
· RAID 5 with three (3) 18 GB Ultra-2 L VD SCSI 7200 RPM hard drives
· Intel Pro 100+ Ethernet adapter
· 24/40 GB Internal DL T4000 Tape Backup
· Dell Remote Assistant Card (v2) with 56 Kb modem
· Ultrascan 1000HD 17" monitor
· 12/32 SCSI CD-ROM drive
· 3 1/2",1.44 Mb floppy drive
· Windows spacesaver keyboard
· APC 1000 XL SmartUPS with battery & drivers
· Logitech mouse
· Tower case
· NT Server, Seagate Backup Exec Norton AntiVirus and PCAnywhere
· BusinessCare 3 Year 4 hour 7x24 with DirectLine NOS support
Option 1: Hewlett-Packard
. HP Vectra VE8 workstation
. PH 400MHz Processor, 5I2KB cache
. Mini tower case
. 64MB l00MHz ECC SD RAM
. 604GB IDE hard disk
. 32X CD-ROM drive
. Keyboard and mouse
. 10/1 OOBase tx-RJ45 network adapter
. Matrox 4MB Video Adapter
. Integrated Audio
. Windows 95
. Studio Works 21" Goldstar Monitor
. HP 21" Monitor
. 64MB I OOMHz ECC memory upgrade
Page 16 Copyright ~ 1999, DMC. Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
(--,
.
.
.'
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Scanning Stations
Option 1: Dell
· Dell OptiPlex GXI Mini Tower
· Intel 400 MHz Pentium processor with 512K cache
. l28 Mb RAM
· lO GB IDE hard disk
. 14/32 x CD-ROM drive
. Ethernet adapter
· 3 1/2", 1.44 Mb floppy drive
. 56 K fax/modem
. Mid tower case
. Windows 95 keyboard
. Dell MIllO 21" monitor
· Video controller with 4 Mb RAM
. 3C Fast E-Link XLI 011 00 network adapter
. Logitech mouse
· Windows 98, Norton AntiVirus and PCAnywhere
· 3 Years Same day 4 hour response service; 7x24
The scanning workstations will run Windows 95/98, Questys Text & Image
Management System and the office productivity applications selected by the
City. These units will be used for scanning, optical character recognition
and file archiving into the optical library.
Scanners
Fujitsu 3097DG with SCSI controller
Fujitsu ScanPartner 600C
Storage Device
5.2 GB Sony WORM drive and Ten-X OCU controller and
Five (5) 5.2 GB Worm Optical Disks
Page 17 Copyright (t:) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
i
.
.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
c. Services
Table I identifies the specific tasks and deliverable products comprising the proposed project. These tasks
will be accomplished in accordance with the Project Milestone Schedule shown in Figure 2-14. The cost
of each individual task is included in Table 2.
Table 1: Project Scope of Work and Deliverable Products
No. Task Description Discussion
1 Authorization to Proceed Upon a receipt of the Authorization to Proceed, DMC will meet with the
2 Review Logisys RMS Client to review Logisys RMS and discuss Client's requirements. The
3 Develop database schema infonnation and decisions reached at the meeting will be used as a basis for
modification of database schema, GUl screens and system operation
4 Develop primary GUI screens description. These documents will be reviewed with the Client and
5 Prepare system operations description modified to incorporate Client's comments. DMC system architects will
6 Conduct Project Review No. 1 then prepare a prototype LERIS application and review the same with cpo.
7 Develop prototype LERIS application This prototype will be a fully functional application and it will allow CPO
8 Conduct Project Review No.2 to assess its adequacy for day-to-day operations. Upon a receipt of CPO's
approval, OMC will finalize LERIS, modify Users Manual and install it
9 Finalize LERIS application along with Questys engines on assembled hardware (Task 19).
10 Revise system manual
11 Issue pas These tasks entail procurement and inspection of components, integration
12 Deliver Server of hardware and software into a system and in-factory system testing.
13 Deliver Scanning Workstation
14 Deliver 3097DG scanner
15 Deliver 600C scanner
16 Oeliver WORM drive and media
17 Deliver system software
18 Integrate & test system
19 Install Questys and LERIS
20 Conduct in-factory tests
21 Make required adjustments
22 Ship system to CPD These tasks entail system installation, on-site testing and training of the
23 Install and test system Clearwater Police Department staff.
24 Develop training program
25 Train CPO staff
26 Manage LERIS project This task entails project planning, control and direction.
Page 18 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Table 2: Project Cost Estimate
No. Task Description Unit Cost Quantity Total Cost
I Authorization to Proceed $0.00 0 $0.00
2 Review Logisys RMS $140.00 16 $2,240.00
3 Develop database schema $128.00 12 $1,536.00
4 Develop primary GUI screens $128.00 12 $1,536.00
5 Prepare system operations description $140.00 8 $1,120.00
6 Conduct Project Review No. I $134.00 16 $2,144.00
7 Develop prototype LERIS application $115.20 70 $8,064.00
8 Conduct Project Review No.2 $128.00 8 $1,024.00
9 Finalize LERIS application $116.00 112 $12,992.00
10 Revise system manual $100.00 42 $4,200.00
11 Issue pas $0.00 0 $0.00
12 Deliver Server $13,952.00 1 $13,952.00
13 Deliver Scanning Workstation $2,967.00 1 $2,967.00
14 Deliver 3097DG scanner $5,850.00 I $5,850.00
15 Deliver 600C scanner $1,250.00 I $1,250.00
16 Deliver WORM drive and media $4,700.00 I $4,700.00
17 Deliver system software $3,470.00 1 $3,470.00
18 Integrate & test system $104.00 60 $6,240.00
19 Install Questys and LERIS $112.00 8 $896.00
20 Conduct in-factory tests $112.00 16 $1,792.00
21 Make required adjustments $112.00 16 $1,792.00
22 Ship system to CPD $80.00 4.8 $384.00
23 Install and test system $112.00 24 $2,688.00
24 Develop training program $100.00 30 $3,000.00
25 Train CPD staff $80.00 40 $3,200.00
26 Manage LERIS project $128.00 190 $24,320.00
27 Scheduled completion date 0 $0.00
28 Questys Server $7,995.00 I $7,995.00
29 Questys Scanning Station $1,695.00 I $1,695.00
30 Questys Retrieval Stations (10) $6,950.00 I $6,950.00
Hardware, Software and Services $127,997.00
Performance Bond $4,600.00
Total One Time Cost $132,597.00
Page 20 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Section 3 - System Requirements Questionnaire
A. Century Compliance
Clearwater Police Department Requirements RC DMC Responses
1. The new Imaging system must be century compliant and must Yes The proposed system meets this requirement.
accept, store, process, calculate, and display dates from
01/0 I /2000 and beyond.
2. All date values must be accepted and represented as the fonnat Yes The proposed system meets this requirement.
MM/DD/CCYY, where MM represents the month value, DO
represents the day of month value, CC represents the century
value (19 or 20), and YY represents the year of the century.
3. The system software must have no unreasonable limitation to Yes The proposed system meets this requirement.
dates entered where acceptable limits will be (low) 01/01/0001
and (high) 12/31/9999.
4. Century values, stored in the database and displayed on the Yes The proposed system meets this requirement.
screen, will be needed for the sorting fields that are prefixed by a
year value. Example: Police Report #-01-14889 must have a
century value of twenty (20) so that a report or selection list can
sort them in the proper order.
Page 21 Copyright ~ 1999, OMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
it
2.
.
3.
4.
5.
6.
7.
8.
9.
.
B. User Interface
Clearwater Police Department Requirements RC
I. All screens used in the Police Imaging Project must be designed Yes
with the following concepts: Use a GUI with efficient navigation,
informative help messages, field editing, data entry automation,
and ergonomic design.
uleris
_""' '..J InCldert Reports
,.,:;.;.:1 1999
CJF_
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_::-:JjMwch
,.j 01marl999
U 02merl999
,:" ;"j 03marl999
J.::J 01- 14889
001-14890
CJ 01-14891
[.:J 01.14892
a 01-14893
001-14894
Q 01.14895
001-14896
a 01-14897
. CJ 0'- 14898
CJ 01.14899
U 01_14900
001.14901
Q 04mar1999
CJ 05mar1999
Cl 06mar1999
D 07marl999
W 08mar1999
D 09mar1999
DMC Responses
The proposed system meets this requirement.
Figure 3-1 presents the imaging system screen
developed for the Nashville Metro Police
Department. As indicated therein, the system
is designed ergonomically and it facilitates
efficient navigation, field editing and data entry
automation.
Figure 3-1: Graphical User Interface
All entry fields, where appropriate, must otTer default values Yes The proposed system meets this requirement.
when a screen is first displayed for entry, or when the user passes
the field without entering any value.
All entry fields that receive date and time values must perform Yes The proposed system meets this requirement.
edits and must only accept valid entry.
Any group of fields involved in a calculation must employ group Yes The proposed system meets this requirement.
editing, where all fields needed for a particular calculation
receive a proper value.
All fields, where appropriate, must provide intelligent edits. Yes The proposed system meets this requirement.
Example: The number of pages for a recorded document must
always be greater than zero (0).
All user screens must provide help screen and help field windows Yes The proposed system meets this requirement.
that offer efficient, informative, and instructional information.
All entry fields that have validation from a code table must Yes The proposed system meets this requirement.
produce, upon user request, a pick list of code table values, where
the user can select the proper value for the field.
Application software screens must produce messages informing Yes The proposed system meets this requirement.
the users of required fields that must receive a value before a
screen can be accepted.
All screens must display progress update messages when the Yes The proposed system meets this requirement.
system is executing a process which results in the user screen
being disabled.
Page 22 Copyright (!,) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
C. Disaster Recovery
Clearwater Police Department Requirements RC DMC Responses
1. The vendor must develop a plan for system recovery, including Yes The proposed system meets this requirement.
hardware, software, and other materials, after a disaster (total It stores database indexes and library files
system failure, hurricane, flood, etc.) occurs, which has (images, word processing files, etc.) on hard
completely or partially disabled the system and/or destroyed on- disk and optical disks. Duplicate copy of
line data. optical disks should stored off site. In the case
of a natural or man made disaster, system
equipment would be rebuilt and data restored
from the off-site optical disks.
2. The Recovery plan must include all steps needed to get the Yes The time required for full system restoration
system operational for user access, and full data restore timing consists of equipment delivery lead time plus
estimates must also be provided. one week. If the Department desires a shorter
recovery period, DMC is prepared to maintain
a redundant system at its premises.
3. The Recovery plan must include hardware replacement and Yes Please refer to responses I and 2.
availability in accordance with a time-sensitive situation. Any
damaged equipment must be easily replaced or repaired within a
reasonable time.
4. The Recovery plan must contain a full and complete system Yes The list system hardware, including model
hardware list, including model numbers and manufacturer contact numbers and manufacturer contact infonnation
infonnation. is included in Section 2B.
5. The Recovery plan must contain a full and complete system Yes The list system software, including model
software list, including version numbers and manufacturer numbers and manufacturer contact infonnation
contact infonnation. is included in Section 2A.
6. The Recovery plan must include involvement of the vendor Yes DMC wiII provide services associated with
immediately bye-mail, phone, fax, or on site visit. system recovery.
D. Efficient Backup Method For All On-line Disk Drives
Clearwater Police Department Requirements RC DMC Responses
1. The new system must provide for a digital tape storage system Yes The proposed system meets this requirement.
for system data and optical disk backup. Department's Hewlett Packard 70GB DL T tape
drive wiII be used for backup of system and
database files. Library files will be stored on
optical disks.
2. The use of the Department's Hewlett Packard 70GB DL T tape Yes Please refer to response I.
drive is preferred, however, another tape storage method wiII be
considered if it proves to be more efficient. If a tape drive of
another manufacturer is suggested, it must be able to perform
data compression through the hardware mechanism.
3. Digital tapes used in other proposed tape system backups must Yes Please refer to response I.
have a capacity of at least forty (40) GB.
4. A full system backup test must be perfonned during the full Yes This item is included in the proposal.
system testing phase of the project. This backup must be
representative in that the amount of data stored must be as close
as possible to a fully converted and functional system.
5. A full system restore test must be perfonned during the full Yes This item is included in the proposal.
system testing phase of the project. This restore of all system data
must prove that, upon completion, the system's disk arrays and
optical disks are accurately re-populated with the data that was
present prior to the backup/restore.
Page 23 Copyright <e> 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
E. Decision Support Capabilities
Clearwater Police Department Requirements RC DMC Responses
I. The new imaging system must provide appropriate statistical and Yes The proposed system meets this requirement.
summary infonnation to be used for decisions by management
personnel. Areas of decision support include database statistics
related to application transactions and system resource usage.
2. System resource usage (CPU, disk, memory) statistics must be Yes The proposed system meets this requirement.
provided by the operating systems or by third party software
utilities.
3. Database statistics (data record totals, table capacities, etc.) must Yes The proposed system meets this requirement.
be provided by the database management software or by third
party software utilities.
4. All software structures designed or provided by the vendor must Yes The proposed system meets this requirement.
contain data and utilities that afford supervisory personnel
decision support capabilities.
F. System Documentation
The vendor shall des~ribe all forms of documentation and on-line help included with the system proposed,
including supporting screen dumps and examples of each. Include examples of all hard copy system,
operations, and other manuals developed for the system. The vendor shall state any copyright restriction
to their documentation.
Clearwater Police Department Requirements RC DMC Responses
l. Technical and operations manuals wiII be provided. Yes The proposed system meets this requirement.
2. Documentation wiII include data element dictionary. Yes The proposed system meets this requirement.
3. On-line help text wiII be provided. Yes The proposed system meets this requirement.
4. Documentation must include record and file specifications. Yes The proposed system meets this requirement.
5. Documentation must include batch process operating instructions Yes The proposed system meets this requirement.
6. Documentation must include explanations of functions and Yes The proposed system meets this requirement.
elements.
7. Documentation must include diagrams for data flow and program Yes The proposed system meets this requirement.
flow.
8. Documentation must include System backup and recovery Yes The proposed system meets this requirement.
procedures.
G. Logisys Records Management System Interface
Clearwater Police Department Requirements RC DMC Responses
1. The Vendor-created Middle-Ware must automatically insert the Yes The proposed system meets this requirement
icon into the correct record in the Logisys RMS. and it wiII be integrated with Logisys RMS.
2. The icon will be created as soon as the document is scanned and Yes
indexed.
3. Double clicking the icon within the Logisys RMS will execute Yes
the document viewer software and display the correct image
requested.
4. The image must be displayed within the time limits specified Yes The proposed system meets this requirement.
elsewhere in this RFP.
Page 24 Copyright ({;) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
H. On-line Help Screens
Clearwater Police Department Requirements RC DMC Responses
I. The system must provide on-line help for all screens and menus, Yes The proposed system meets this requirement.
including topic searches.
2. On-line help must assist in general navigation of the screens. Yes The proposed system meets this requirement.
3. The help function must be context sensitive and index driven for Yes The proposed system meets this requirement.
all screens and menus.
4. The system must provide the capability for user-written, index Yes The proposed system meets this requirement.
driven help that may be added to the core product.
I. Application User Documentation
Clearwater Police Department Requirements RC DMC Responses
I. User manuals (on-line and hard copy) must be provided for each Yes The proposed system meets this requirement.
application.
W.komII to 0... Tm & ......t.......... ~
.........Io~ _-.--.... yau_...... _.....~~ ""11I'-'-,,_ "'.........
-~,-"''--Io''''''______''-.D__'''''''' V...........lllh_"................._.
....~?
fhD -..............,.. .....................~ ..-~at~.pnaeq......._.......................1lC ....-
.......................... tfT _'iI .....-..-.............-.............-.._................. ..........._............_
r.~__SlI:I.. ........--...__....... .....,.._...-.............____......__ ...__
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CIDRItnd:n,..........-...-... ......_........ ___ ~
..........~ .......'
I/yuo.o......to~ _-.., oaa-t_ ....._ ..._.....s""~....,.,.............._..___.......
. ."'_.~"'lI..II-.._..__...-.dI_~."'.....,_".._....__._~ "'_.IDal."-'-
booIl.&rJ:\_"_.....Io.........____~
. ....-.~----........._~....---........._._..v__..__..._..._.~.
~__CJII"___ -..-....~__n............_
. -
. ---........~
. n.....,. "'-
. .... -.. ----....... _...,.... c...-.___ _.......... ---._..~..... .... ........ ..,.-._.........
OV'yooI_.-....--.,I_ ...._...~__.._....... ...............".......... .....-.-......,.
.................~ 't'llu........_.....__~........................................___
Y..w......._____.~T
I/_-........-...-.._.~._.._.- ~............___..~_
Figure 3-2: On-Line Users Manual
2. The system must provide for user-defined on-line documentation. Yes The proposed system meets this requirement.
3. The vendor will provide printed user manuals that are easy to Yes The proposed system meets this requirement.
use, easy to read, non- technical, and include screen illustrations,
data entry requirements, and use of function/command keys.
Page 25 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
J. Flexibility
Clearwater Police Department Requirements RC DMC Responses
I. Database software used in the production of the new Imaging Yes The proposed system uses Microsoft SQL and
system must be an open systems compatible product, capable of it meets this requirement.
running on many different platforms or be a self duplicating
system, which when a copy of the database is created a copy of
aU software needed to view the database is copied at the same
time.
2. The system must permit changes in database structure without Yes The proposed system meets this requirement.
requiring recompilation of programs not directly impacted by the
changes.
3. AU software products used in the system must have user license Yes The proposed system meets this requirement.
agreements that can be upgraded when the need arises, to add
more users.
4. Application Servers and File Servers (PCs or Minis) must have Yes The proposed system meets this requirement.
the capability to access different disk drive systems, including
RAID, DVD and Optical Jukeboxes.
5. The system wiU have the ability to function with printers from Yes The proposed system meets this requirement
different manufacturers. and works with aU Windows-compatible
printers.
6. The system will have the ability to function with digital scanners Yes The proposed system meets this requirement.
from different manufacturers.
7. System architecture wiU be designed to anticipate additional Yes The proposed system meets this requirement.
workstations.
8. All application software modules will use code tables in place of Yes The proposed system meets this requirement.
hard-coded values where possible.
K. Capacity
Clearwater Police Department Requirements RC DMC Responses
1. The Image server must be able to store at least twelve (12) Yes The proposed system exceeds this requirement
months of images on magnetic media for rapid access, the and it provides space for the on-line storage of
equivalent being one hundred thousand (100,000) document some 250,000 images.
pages.
2. The Optical Disk technology must be able to store ten million Yes The proposed system meets this requirement.
(10,000,000) document pages.
3. The Image system database must be designed with the capacity to Yes The proposed system meets this requirement.
index one million (1,000,000) report numbers.
4. The Image system database must be designed with the capacity to Yes The proposed system meets this requirement.
hold two million (2,000,000) data records for recorded
documents.
5. The vendor must outline . procedures related to the migration of Yes The proposed system meets this requirement.
image files from disk arrays to optical disks, and then to archival
storage.
6. Workstations must be configured with appropriate CPU speed, Yes The proposed system will operate efficiently on
RAM, and fixed disk capacity, in order to efficiently execute any workstation capable of running Windows
application programs and functions. Please specify requirement. 95/98/NT.
7. File server( s) used in the system must contain appropriate Yes The proposed system meets this requirement.
amounts of CPU speed and memory in order to handle operating
systems (program execution) and database access (storage and
retrieval).
Page 26 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
L. Controlled Data Entry
The new Imaging system must place controls on data entry in all appropriate areas. Software and hardware technology will be
used to replace manual entry methods, thereby improving data integrity and minimizing data entry errors.
Clearwater Police Department Requirements RC DMC Responses
1. If possible, given software limitations, Optical Character Yes The proposed system includes an OCR engine
Recognition (OCR), and Windows Copy/Paste functions will be and supports Windows Copy/Paste, DraglDrop
used to assimilate data from physical documents or digital and other functions.
images.
2. On all data entry screens of the new system, field edits must be Yes The proposed system meets this requirement.
employed, such as proper dates, times, numeric values, etc.
3. On all data entry screens of the new system, certain fields will be Yes The proposed system meets this requirement.
required entry. In the Recording/Indexing application, required
entry of certain fields will be conditional based on the document
(instrument) type being recorded.
4. On all data entry screens of the new system. code table value lists Yes The proposed system meets this requirement.
must be utilized, where appropriate, so that only a value from that
field's code table will be acceptable entry.
5. On all data entry screens of the new system, default values will Yes The proposed system meets this requirement.
be used, where acceptable, to aid users in data entry
M. System Security
I.
Clearwater Police Department Requirements RC
The system database must be password protected with aYes
password that allows read-only capability, and a password,
known only by the vendor and the Police Imaging System
Administrator, that gives read/write access to all database files.
DMC Responses
The proposed system meets this requirement.
It features a powerful security manager which
facilitates the use of the same database and case
libraries by a variety of users. As shown in
Figure 3-3, the system provides for the
management of user groups and users, the
definition of system security profiles and the
assignment of security levels to electronic
folders and document categories.
2.
3.
4.
5.
. 6.
Figure 3-3 System Security Manager Screen
All users of the new system must have a log-on password, which
establishes a particular user's Security Profile.
Maintenance software must be restricted to certain personnel
only.
Operating systems used on file servers must contain a full set of
system security. Third party security packages will be
considered, if the vendor is familiar with a particular package.
Only Police Computer Operations and Imaging System
Administration personnel will be given access to any operating
system commands.
Any Windows NT servers used must have all software folders
restricted to System Administration personnel only. Users must
be given a folder/sub-folder area for storage of user-created files.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement
through Windows NT Server.
Yes The proposed system meets this requirement.
Page 27 Copyright iO 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
N. Document Imaging
Clearwater Police Department Requirements
I. The imaging software must be a widely used, industry-accepted
package from an experienced manufacturer.
2. Imaging software proposed by the vendor must be a software
package that is integrated with customized applications and fuIly
supported by the vendor. The imaging software must be a
package that the vendor has successfuIly installed and utilized in
other imaging application systems.
3. The imaging software must be a 32 bit PC-based and support
stand-alone and network versions
4. The imaging software must support digital scanners from
multiple manufacturers, and must be able to utilize all features of
a particular digital scanner.
5. The imaging software must control use of the scanner through the
software screens, and must display to the user all messages
communicated by the scanner, including error conditions.
6. The imaging software must support multiple objects, such as
images, COLD objects, and OLE objects.
7. The image file objects must be compressed and decompressed
through software.
9. The imaging software must provide desktop utilities that can
enhance and process images, including zoom capabilities, reverse
video, transposed image, and clockwise and counter-clockwise
rotation.
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.--.---_.
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'..,' ..-.~.'.~:'~<;~.:. . !II!'
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- . - ".. .--,-
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r ~' i& [(
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~
F=~
-~:.:..-::.":"::-.=-. .-
.'.--'. .-----
\ .
I i
:1
:""-' ,
Figure 3-4: Image Manipulation Tools
RC DMC Responses
Yes The proposed system meets this requirement.
DMC is one of the true imaging industry
pioneers and it released the first imaging
system operating on a PC in February 1986.
Yes The proposed system is instaIled at hundreds of
sites including several law enforcement
agencies.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Figure 3-4 presents an image of a large
engineering drawing stored in the case library.
As indicated therein, LERlS features a variety
of tools including zoom-in, zoom-out, rotation
(clockwise and counterclockwise), highlighter,
"sticky notes", image annotation and many
others.
Page 28 Copyright ~ 1999, DMC, Inc. AIl rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Clearwater Police Department Requirements
10. The imaging software must include an image viewing utility that
allows the user, by keyboard or mouse control, to navigate a
rectangular box over the image and simultaneously have the
boxed area of the image displayed in an enlarged window on
another part of the display screen.
lI,
-
-
a_
---
"'-'"..,.. 1'lII1.....
, II ftb. OCHI
L
lIIa__
-.'C. ... .... s
..... 'IWl .....1IIt .._
11" us ClllG{
HOT WAn HEAlER
..-..
Figure 3-5: Image Magnification
10. The imaging software will allow for objects to be stored and
retrieved as standard files from magnetic, DL T, and CD-ROM
subsystems.
11. The imaging software must support a variety of storage methods
including SCSI, optical WORM drives and jukeboxes, DL T
drives and jukeboxes, and CD-ROM drives and jukeboxes and
DVD drives.
12. The imaging software interface must support the ability to create
and/or add objects through a scanner, file importation facility, fax
queue, clipboard, or OLE application.
13. The imaging software must support the ability to print and fax
any object on existing Windows print or fax device.
14. The imaging software must support bi-tonal, gray scale, and color
scanners.
15. The imaging software must support a variety of OCR packages.
16. The imaging software must accept data from other databases and
any object file such as TIFF of all types, lPG, Bitmap , PCX,
ASClII, MS Office files and Adobe PDF files.
RC DMC Responses
MR The proposed system meets this requirement
partially. It includes an image viewing utility
that allows the user to navigate a rectangular
box using a keyboard or mouse over the image
and view a magnified image. Simultaneous
display of image/enlarged image will be
provided if directed by the Client.
Yes The proposed system meets this requirement
and it supports magnetic, DL T, and CD-ROM
subsystems.
Yes The proposed system meets this requirement
and it supports a variety of storage methods
including SCSI, optical WORM drives and
'ukeboxes, DL T drives and jukeboxes, and CD-
ROM drives and jukeboxes and DVD drives.
Yes The proposed system meets this requirement
and it supports all desired data acquisition
methods.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Page 29 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
O. Acceptable Operating Systems
The preferred operating systems used by the Department are IBM AIX and Windows NT/95/98. However, other operating
systems may be acceptable.
Clearwater Police Department Requirements RC DMC Responses
1. Operating systems/environments acceptable for use in the new Yes The proposed system operates under Windows
Imaging system must be open systems compatible, including NT/95/98 and it features open systems
network and communication areas. architecture.
2. Operating systems/environments acceptable for use in the new Yes The proposed system meets this requirement.
imaging system must work with varied peripheral hardware.
3. Operating systems/environments acceptable for use in the new Yes The proposed system meets this requirement.
Imaging system must be capable of accommodating industry
acceptable multi-user database management systems.
4. Operating systems/environments acceptable for use in the new Yes The proposed system meets this requirement.
Imaging system must contain on-line diagnostic tools that are
useful to Systems Operations personnel.
5. Operating systems/environments acceptable for use in the new Yes The proposed system meets this requirement.
Imaging system must have a file system/command structure that
is easy to use, or must have an administrative layer which makes
the file system/command structure easy to use.
P. Document Scanner
The system must have one (1) scanning station with one (1) duplex scanner with multiple-sheet feeder
capability.
Clearwater Police Department Requirements RC DMC Responses
Yes
1. Digital Scanner used in this system must scan with a resolution of Yes The proposed scanner offers resolutions of 200
150 dpi to 600 dpi. dpi, 240 dpi, 300 dpi and 400 dpi. If desired,
DMC will include into the system an additional
scanner, Fujitsu ScanPartner 600C for color
scanning at resolutions from 200 to 600 dpi.
2. Scanning speed for the highest resolution must be in the range of Yes The proposed Fujitsu 3097DG duplex scanner
twenty (20) to forty (40) pages per minute. is rated at 39 pages per minute/60 images per
minute, with sheet feeder capacity of 100
pages.
3. Digital Scanner must have a flat bed scanning capability for Yes The proposed system meets this requirement.
documents that do not confonn to a standard page size, or for
documents that have several pages together, front and back, on
one long sheet.
4. Digital Scanners must connect to a PC using the SCSI-II Yes The proposed scanner supports SCSI-II.
Interface.
5. Digital Scanners must function with controlling software Yes The proposed system meets this requirement.
operational under Windows 95/98/NT.
6. Digital Scanner must have automatic paper size detection. No The proposed scanner does not support this
requirement. If desired by the Client, it can be
replaced with another model.
7. Digital Scanner must use compression techniques that create Yes The proposed scanner meets this requirement.
industry standard image files.
8. Digital scanner must have the ability to scan 3"x5" to II"xI7" Yes The proposed scanner meets this requirement.
paper sizes.
Page 30 Copyright @ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Q. Recording & Indexing
Clearwater Police Department Requirements
I. The user must have the ability to execute the RecordinglIndexing
application software from a menu system and/or desktop icon.
7.
8.
9.
10.
II.
~ 12.
Figure 3-6: System Functions
All date fields on the RecordinglIndexing application screens
must be century compliant, accepting date values from the Year
2000 and beyond.
The search screen used to create a select list of existing
Recording/Indexing records must have the capability to locate
records by report number, officer, victim, suspect, date or report
type.
All fields in all Recording/Indexing application screens that have
a finite, user-defined set of values must receive their values from
user-defined code tables.
All documents relating to Police Department Reports will be
imaged, indexed and linked to the Logisys RMS.
:J lens
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2.
3.
4.
5.
6.
A Document Type code table must exist that includes all
document types recorded. A system supervisor must have the
ability to add codes to this table. The Document Type code table
must also contain Yes/No flags that instruct the Recording screen
to require entry to certain fields.
Documents must be linked by direct reference to a Report
number, officer, victim suspect, date or document type.
The software must have a security flag to allow the users to
update data on the Official Records Index for the current year.
The software must have a security flag to allow the users to
update the Official Records Index for prior years.
Remote access (Substation) to a document's information and
image must be provided.
Users must have the ability to print a report, on a daily basis, that
lists the number of new records added to the database, as well as
those records that have been modified,
When printing reports, users must be able to select the type of
output, the printer, number of copies, and have the option to
cancel the print request.
RC DMC Responses
Yes The proposed system meets this requirement.
As indicated in the adjacent Figure, it provides
a means to scan, OCR., scan/OCR, edit, import
files and index/store documents.
Yes The proposed system meets this requirement.
Yes The proposed system will be customized to
meet the exact requirements of the Police
Department.
Yes The proposed system meets this requirement.
Yes The proposed system will be integrated with
Logisys RMS. in accordance with the schedule
included on Page 19.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
This requirement is unclear.
This requirement is unclear.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Yes The proposed system meets this requirement.
Page 31 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
R. Document Retrieval
Clearwater Police Department Requirements RC DMC Responses
1. The system must provide an efficient means of document Yes The proposed system will find a record in a full
retrieval and rapid transition from page to page. text database in less than one second. Images
are usually displayed in less than a second.
2. The system must allow a scanned document to be rotated, Yes The proposed system meets this requirement.
cropped, moved on the screen, scrolled page by page, and Please refer to Figure 3-4.
displayed in reverse video.
3. The system must provide the user with the ability to enlarge a Yes The proposed system meets this requirement.
section of the scanned document. Please refer to Figure 3-5.
4. The system must have the ability to handle multiple, Yes The proposed system meets this requirement.
simultaneous requests for an imaged document, and for multiple
imaged documents.
5. The user must have the ability to scroll through a displayed Yes The proposed system meets this requirement.
image that is too large to fit on the workstation monitor.
6. The users must have access to search and select lists. Yes The proposed system meets this requirement.
7. Users must have the ability to access each index in the system Yes The proposed system meets this requirement.
allowed by their security level.
8. System must allow 60 concurrent users to retrieve documents Yes The proposed system meets this requirement.
9. Document must appear within 8 seconds at the Headquarters Yes Document at the Headquarters Building will
Building and 14 seconds at the substations from the time the appear within 8 seconds. Document display at
image is requested. the substations will depend on the perfonnance
of the telephone link.
S. Document Copying
Clearwater Police Department Requirements RC DMC Responses
1. Users must be able to reproduce documents on a LaserJet printer. Yes The proposed system meets this requirement.
2. The document copies must be equivalent in appearance to the Yes The proposed system meets this requirement.
digital images displayed on the screen.
3. Users must be able to select multiple documents for copying, and Yes The proposed system meets this requirement.
queue them on a printer.
4. The system must create a dissemination log for all printed Yes The proposed system meets this requirement.
documents.
T. Verification
Clearwater Police Department Requirements RC I DMC Responses
1. Users need the ability to pick a document from the work queue Yes rThe proposed system meets this requirement.
that needs to be verified.
2. Users must have a 'verified flag' to change the status of the Yes !The proposed system meets this requirement.
document in the work queue.
3. Users must have access to an Index Verification Report, which : This requirement is unclear.
will be viewed on-line and compared to the document images.
4. Users must be able to perfonn re-key verification of the report Yes . The proposed system meets this requirement.
numbers of the documents.
5. Any modifications to fields, other than report number, must be Yes The proposed system meets this requirement.
made by a system supervisor. i
6. A system supervisor must have the ability to modify a user's Yes . The proposed system meets this requirement.
security profile to allow for making corrections on documents. i
7. The verifying screen must look the same as the indexing screen. Yes i The proposed system meets this requirement.
8. If a re-keyed field does not match the corresponding indexed Yes ; The proposed system meets this requirement.
field, the user must have the ability to select one and delete the I
!
other.
Page 32 Copyright <<;> 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
u. Security
Clearwater Police Department Requirements
Each user will have a unique logon name and unique password.
2.
Figure 3-7: Login Screen
Each user must be required to change their logon password every MR
ninety (90) days, and the security software must not allow use of
the same password for twelve (12) iterations.
RC DMC Responses
Yes The proposed system meets this requirement.
This capability will be provided with a slight
modification of the system (addition of a
UserlPassword history table). when integrated
with Logisys RMS in accordance with the
schedule included on Page 19..
Figure 3-8: User Password Management Screen
3. At least the first five (5) characters of the new password must be MR This capability will be provided.
different from the prior password.
4. Only alphabetic and numeric characters are acceptable for Yes The proposed system meets this requirement.
passwords.
Page 33 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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.
7.
8.
9.
10.
II.
12.
13.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
5.
Clearwater Police Department Requirements RC
Each user will have a security profile which controls access Yes
throughout the entire Imaging system, including all applications.
DMC Responses
The proposed system meets this requirement.
As indicated in Figure 3-9, users are assigned
to User Groups, and User Groups are given
rights to work with certain categories of
documents.
6.
Figure 3-9: User Group Management Screen
Add, Modify, and Delete capabilities will be configurable for Yes
each screen that uses database records.
The proposed system meets this requirement.
As indicated in Figure 3-10, the system can
control virtually every field, button, keystroke
and mouse click.
Figure 3-10: System Function management Screen
The addition, modification, and deletion of application data Yes The proposed system meets this requirement.
records will be configurable in the user security profiles.
The system security must allow for an Inquiry user profile to be Yes The proposed system meets this requirement.
created. This user would only have the capability to view records.
The Security application must provide a set of screens that allow Yes The proposed system meets this requirement.
the supervisors to add, modify, and delete user security profiles.
The user security profile for the system supervisor can never be Yes The proposed system meets this requirement.
deleted, and is automatically created when no user security
profiles exist.
A default user security profile template must exist and will be Yes The proposed system meets this requirement.
available for use when each new user profile is added to the
system.
The Security application must give the supervisor the ability to Yes The proposed system meets this requirement.
clone a user security profile when the need to add the same or
similar profile arises.
The Security application must provide a report that lists all user Yes The proposed system meets this requirement.
security profiles in the system.
Page 34 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
V. Code Tables
Clearwater Police Department Requirements RC DMC Responses
I. On all screens in the new system, any field with a Yes The proposed system meets this requirement.
finite, user-defmed set of values wiII be able to
receive its value from a preset code table file.
2. Code table values for all fields wiII be presented in Yes The proposed system meets this requirement.
a drop down, pick list from which the user will
select the value desired.
3. Users will be able to add as many code table entries Yes The proposed system meets this requirement.
as needed.
4. For historical data purposes, no code table entry can Yes The proposed system meets this requirement.
be deleted.
5. Code table entries no longer desired wiII be expired Yes The proposed system meets this requirement.
(logically deleted) by the system supervisor.
6. Expired code table entries can be reinstated by the Yes The proposed system meets this requirement.
system supervisor.
7. Expired code table entries will not show up on the Yes The proposed system meets this requirement.
help field pick list of values.
8. All screens will display the code table descriptions Yes The proposed system meets this requirement.
wherever possible.
9. No two code table entries, from the same table, with Yes The proposed system meets this requirement.
the same value, can be in effect at the same time.
10. Users always have the option of updating the Yes The proposed system meets this requirement.
textual description for any code table entry.
II. The users will have the ability to create a full Yes The proposed system meets this requirement.
system code table report that lists all active code
table values, grouped and sorted by table type.
W. Addendum 1
Clearwater Police Department Requirements
I. Florida law requirements
RC DMC Responses
Yes The proposed system meets all requirements listed in
Addendum 1 to Scope of Work. Specifically:
· It does provide adequate access for the public
· Is supports ASCII file import and export and it uses
industry standard databases
· It permits easy, accurate record retrieval
· It maintains records in usable, industry standard formats
· It uses optical disks manufactured by Sony and H-P with
minimum 10 guarantee
· It supports resolutions mandated by the State
· It Supports Group 4 compression for TIFF files
· It does not use floppy disks for data storage
· It uses industry standard hardware, operating systems,
databases and file formats, which eliminates the
possibility of data loss due to changing technology
· It provides a means for thorough backups and restores
The proposed system does not use image file encryption, but
industry standard image file formats, such as TIFF, JPEG
and CALS II. It will provide a hierarchical storage from a
central location for departments located in the same facility
and in remote facilities. The system transmits files to
servers, workstations and printers in a compressed format,
which will minimize impact on the CPO network.
Page 35 Copyright <0 1999, OMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Section 4 - DMC Resume
The Proposer
This proposal is submitted by Decision Management Company, Inc. (DMC), a
multi-disciplined consulting firm headquartered at 23151 Verdugo Drive, Suite
115, Laguna Hills, CA 92653-1340.
Its charter
DMC specializes in the fields of management consulting and information
technology. Its charter and areas of expertise include:
· information management
. office automation
· electronic imaging
. workflow
· expert systems
· process re-engineering
· project management
· records management
· engineering/construction
. litigation support
In the field of management consulting, DMC's charter includes system surveys and
diagnostic evaluations; business process re-engineering studies; and the design of
electronic imaging, workflow and office productivity systems. In the field of
information technology, the Company's focus is on the development of electronic
imaging, workflow, documentlrecor'ds management and project management systems.
Its philosophy Since its inception, DMC has been a market-driven service company providing
consulting expertise and office productivity solutions to corporate entities and
governmental agencies. In the course of performing its work, the Company has sought
to achieve five primary goals:
I Provide unexcelled products and services in interrelated disciplines responsive to all
client requirements in those areas.
2 Work with clients in partnership whenever possible and advisable to achieve
technology transfer to the extent possible, and to "work itself out of the job".
3 Maintain on a continuous basis a pool of professional talent, on both the principal
and associate level, of sufficient depth and currency to deliver effective products and
services to the client, whenever required by the client.
4 Develop and maintain integrated systems at state-of-the-art levels in support of
services delivered to the client; and
5 Expand the scope of economic endeavor so as to achieve the dual ends of prudent
growth and stabilized financial cycles.
These goals were and are central to DMC's operations. They reflect the Company's
preoccupation with the needs of its clients, and they run as a continuous thread through
the fabric ofDMC's past history, present operations and future plans.
Page 36 Copyright ({;) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
i
Representative
Clients
Decision Management Company's products and services are provided to dealers,
V ARs, integrators and end users worldwide. During the past years, DMC has
developed applications for and provided services to numerous organizations within the
private sector and the government. The following organizations are representative of
DMC's clients:
. Alascom, Inc. . Bay Area Teleport
. Boeing Corporation . Bonneville Power Administration
. Central Power & Light . City of Alamogordo, NM
. City of Broken Arrow, OK . City of Columbia, SC
. City of Escondido, CA . City of Fort Pierce, FL
. City of Glendora, CA . City of Hemet, CA
. City of Industry, CA . City of Kissimmee, FL
. City of Loveland, CO . City of Miami, FL
. City of Naples, FL . City of Missouri City, TX
. City of Pasadena, CA . City of San Gabriel, CA
. City of Tallahassee, FL . City of Upland, CA
. City of Ventura, CA . County of Butte, CA
. County of Contra Costa, CA . County of Eldorado, CA
. County of Orange, FL . County of Kern, CA
. Commonwealth Edison Co. . Dresdner Bank, Gennany
. Earnst & Young . Euroatom, Gennany
. Georgia Power Company . Houston Lighting & Power
. Kaiser Pennanente . Louisiana Public Service Commission
. . Northwest Alaskan Pipeline . Metro Government of Nashville
. Southern California Edison . State of Florida
. U.S. Department of Energy . US District Court, District of Puerto Rico
Products
.
DMC provides a wide range of productivity enhancement systems on a turnkey
and custom-design basis. Its products embody a variety of technologies including
image digitization and enhancement, OCR/ICR, structured and unstructured database
management, WORM and MO storage, and client-server/peer-to-peer networking. The
Company integrates these technologies with quality third-party products into advanced
image and information management systems for the 21 st Century.
Ouestvs@
DMC's lead imaging product is the award-winning Questys@Text & Image
Management System. Questys is an advanced electronic image management engine
capable of processing, storing, and retrieving millions of documents on a PC. The
system operates under Windows 3.ll, Windows 95/98 and Windows NT, and is
available in single-station and multi-user configurations. Because of its open
architecture and adherence to industry standards, it can be installed on standard PC
equipment and integrated with any in-house and off-the-shelf system.
The performance and quality of Questys is evident in the following facts: (1) its
users have won numerous prestigious awards for excellence in records
management and, (2) DMC offers a money-back guarantee that the software will
find a record in a database with any number of records in less than one second.
Page 37 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Products
(continued)
Services
In addition to Questys, DMC has developed several office productivity solutions for
agencies of municipal government.
Thoueht4WordTMffhoue:ht4WordPerfectTM offer a full spectrum of imaging functions
directly from MS Word and renders it a powerful desktop publisher.
W orkStream 1M is an all purpose business process re-engineering, workflow and project
management system featuring organizational modeling; workflow and a full spectrum of
project management functions.
LeeisStream 1M is a specialized workflow package designed to automate the legislative
agenda management process and elevate the development and processing of Agendas,
Agenda Packets and associated documents to an unprecedented level of effectiveness.
PRIMeS™ is a system designed to assist the processes of planning, permitting, inspection
and property assessment.
ARMSTM is a customized version of Questys designed to assist in the management of
arrest records.
CRIMeS™ is a system supporting the management of trial records
DMC is currently in the process of developing integrated solutions for several other
functions of municipal government.
Over the past two decades, DMC has specialized in finding practical solutions to client
problems and needs. We have offered to our clients a wide spectrum of consulting services,
and our contracts have ranged from $25,000 to $2,500,000.
Records Management
DMC helps its clients input, catalog, store, retrieve and manage their records.
and scope of services include:
· Data base formulation
· Scanning & character recognition
· Document conversion
· Laser (optical) media data storage
· Unstructured text query & retrieval
Its expertise
.
Text & image database management
Microfilm digitization
Magnetic media data storage
Keyword-based data retrieval
.
.
.
Information Management
We provide assistance with the enhancement of management information systems and with
the automation of information processing activities. Specific services offered include:
· Information requirements survey . Existing systems assessment
· Automation studies . System development planning
· System functional specifications . System analysis and design
· System documentation . Hardware/software specifications
· Application development . System implementation
· Operational support . User training
Page 38 Copyright (Q 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Services
(continued) Business Process Re-Engineering
DMC assists clients in information, high technology and capital intensive process
improvements. Its expertise and experience in Business Process Re-Engineering include:
. Existing process analysis . Benchmarking
. Functional analysis . Organizational analysis
. Volumetric analysis . Workflow analysis
. Process improvement design . Multi-functional flow integration
. Application design . Training
Project Management
DMC assists clients in information, high technology and capital intensive systems
management. Its expertise and experience encompass many project management
disciplines including:
· Project scope definition
· Schedule and cost planning
· Performance measurement
· Performance reporting
· Change control
· Subcontract management
.
Work Breakdown Structuring
Integrated project planning
Project performance analysis
Quality Assurance
Team building
Project close-out
.
.
.
.
.
Litigation Support
DMC provides its clients with expert solutions to numerous problems that plague major
programs and projects -- the resolution of outstanding disputes and the placing of capital
expenditures in the rate base. DMC professionals are also experienced in the settlement
negotiations and in providing expert witness testimony before courts, arbitration boards and
regulatory commissions. DMC offers the following services in this area:
. Exposure assessment . Opposition assessment
. Issue analysis and trending . Audit/case strategy counseling
. Audit/case policies and plans . Case document organization
. Schedule reconciliation . Cost reconciliation
. Calculation of estimated damages . Settlement negotiations support
. Chronologies of events . Industry comparisons
. Discovery assistance . Data request management
. Retrospective audits . Special studies and programs
. Witness identification . Affirmative case preparation
. Expert witness testimony . Analysis of opposition's case
. Rebuttal case preparation . Hearing/litigation assistance
Page 39 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Section 5 - Experience and Qualifications
5.1 - Experience
DMC is eminently qualified to assist the City of Clearwater Police Department in this effort. During the
past twelve years, the company has completed many engagements whose objectives and scope are virtually
identical to those outlined in this proposal. Each engagement was completed on time, within budget and to the
client's full satisfaction. DMC has developed systems for and provided services to numerous organizations
from the private sector and the government. These systems and services are benefiting financial and medical
institutions, utility companies, law firms, architects/engineers/constructors and agencies of federal, state and
local government. DMC's clients include organizations such as Alascom, Inc., Bahamas Electricity
Corporation, Baker & Botts, Bay Area Teleport, Boeing Corporation, Bonneville Power Administration,
Central Power & Light, the cities of Alamogordo, Alhambra, Barstow, Bell Gardens, Camarillo,
Carpinteria, Cocoa, Industry, Glendora, Kissimmee, Los Angeles, Moorpark, Murrieta, Palm Springs,
Pasadena, Pico Rivera, Tallahassee, Ukiah, Upland, and Ventura, Commonwealth Edison Company, the
counties of Butte, CA, Contra Costa, CA, Eldorado, CA, Kern, CA, Mendocino, CA, Orange, FL, and
Tehama, CA, the State of Florida, the Dresdner Bank, Earnst & Young, Georgia Power Company, Houston
Lighting & Power, Kaiser Permanente, Louisiana Public Service Commission, Northwest Alaskan Pipeline
Company, Parsons Engineering Corporation, Public Utility Commission of Texas, Redford, Wray &
Woolsey, Steams & Roger, Inc., Troutman, Sanders, Lockerman and Ashmore and US District Court for the
District of Puerto Rico.
DMC's involvement with imaging began in 1985. During the summer of that year, the Company was
retained by a major law firm in the Southeastern United States to provide consulting assistance in conjunction
with a major legal case. In addition to DMC, our client's legal team involved over twenty firms specializing in
the different disciplines necessary for the litigation.
One of the initial tasks assigned to DMC was to perform an assessment of the team's ability to manage the case
database which included several million documents. The capabilities required for the system included the
management of bibliographic records, full text documents and images. Following a review of the records
management capabilities available at the team's offices, as well as PC-based products available in the
marketplace, DMC concluded that the case requirements could not be met by existing solutions. The
Company was then commissioned to develop and implement the system. The initial version of the system was
released and implemented in the February of 1986.
In mid-1988, DMC decided to develop a new, enhanced version of its records management software. The
Company's goals were to develop an integrated text and image document management system capable of
organizing and storing large quantities of information into an intelligent database. DMC intended to use
advanced data acquisition processes to capture images from hard copy documents, microfilm and electronic
files, and store these files on mass media devices. Images were then to be optically recognized, and standard
ASCII text files created. Text files were to be processed through an automatic indexing system and entered
into the database. DMC intended the database to be searchable on both a "keyword" and an "any word" basis,
and for text and image files to be retrievable in seconds. Finally, the system had to be able to display/output
images without degradation of quality. Questys was completed in mid-1990. The extent to which the system
met the stated objectives is illustrated by the prestigious awards for excellence in records management
won by its users and by the testimonials of DMC's clients.
DMC has completed numerous projects whose scope and objectives reflect those described in the RFP
NO. 50-99. The projects presented herein were selected to highlight the depth and breadth of DMC's
experience and to demonstrate the actual accomplishments achieved on similar endeavors. The Police
Department is encouraged to verify DMC's qualification with any and all of its clients.
Page 40 Copyright (Q 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
5.1.1 Project No.1 - LegisStream: An Automated Legislative Agenda Management System
This project valued at $328,000 was completed for the Office of the Clerk of the Board of
Supervisors of the County of Kern, California. The quality of products and services delivered to
the Client may be verified with Tracy Cody (805/868-3585).
The project began in January 1997 with a survey of the existing agenda management process. The survey
addressed the agenda development tasks and responsibilities, the volume of work and the quantity of
documents involved. The information gained was documented in interview notes and used to finalize the
Existing Process Flow (see Figure 5-1).
Tuesday
lAM 5P
Thursday
DC Order Sub-AlflIdu aD
backup metenal
Place Sub--Agead. ite..
08 AgeDd. for:
DC a. MOD 1:00 P" .11
b. T"" 10:00 a. .11
c. Toe 1:00 p. "II
Coll.1e! c:orapeadeecc
retcrvm dariD. prrriMIs
DC ft'ttk" pIKe 8ft
A~nda or append l.
.ppropriat.c eamcta items.
Supervisors
dministrator
he Board
epartments
Jerk
public
Figure 5-1: Existing Process Flow
The information gained during the survey was used to develop a system design. The design consisted of a
schematic diagram (see Figure 5-2), a description of key hardware and software components and their
functions, and a technical specification. Where possible, an effort was made to make use of existing
hardware.
Page 41 Copyright (!;) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Figure 5-2: System Configuration Diagram
In parallel with the system design, DMC consultants analyzed the existing process flow in the light of
scanning, OCR, e-mail, optical storage and other relevant technologies and prepared are-engineered
process flowchart. At a minimum, the flowchart included the following information:
· Description of activities comprising the process
· Activity duration and budgets
· Precedence relationships, and
· Responsibilities for performance of work
Figure 5-3 presents the re-engineered agenda process flow.
Page 42 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
~
F~
LEGEND:
SO &o.d of SupervIsoR
CA County Administrator
CB Clerk of the &o.d
CD County Departments
DC Deputy Clerk
GP General public:
Figure 5-3: Re-Engineered Process Flow
Upon completion of the overall system design and process re-engineering, DMC developed user interface
screens and proceeded to customize its imaging and workflow system to address the specific needs of the
Office of the Clerk of the Board. The result of this effort was LegisStream, an Automated Legislative
Agenda Management System designed to elevate the business of developing and processing of
Board/Council Agendas, Agenda Packets, Actions and associated documents to unprecedented levels of
effectiveness through the creation of a paperless or near-paperless Agenda process.
At present the staff of the Clerk of the Board manage legislative records as follows:
1 LegisStream maintains Agendas, Agenda Packets, actions
and associated documents in a hierarchical system of
electronic file folders. To initiate a new set of folders for an
upcoming meeti~f the Board/Council, the Administrator
will activate the. button on the LegisStream' s toolbar and
the system will display a listing of scheduled meetings and a
calendar. The Administrator will then select the date of the
meeting and click on the Add button.
Figure 5-4
Page 43 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
co,
-
.
Figure 5-7
.
2 Departmental staff responsible for the preparation of
agenda material will create agenda reports, resolutions and
other documents using MS- Word or WordPerfect, scan
back-up material and e-mail documents to the Clerk of the
Board using GroupWise, MS-Mail or a similar product.
3 Deputy Clerks will import e-mailed files into the
appropriate agenda folders and, if necessary, scan and
optically recognize additional documents.
In the event LegisStream is fully integrated with a Client's
word processor and e-mail package, the system will
automatically read all relevant information from e-mailed
documents and fill in the fields in the Agenda Process
Workflow screen shown in the adjacent figure.
4 Deputy Clerks will be able to display the status of the
Agenda for any meeting, reorder and sort Agenda Items,
and delete items from one meeting and defer them to
another meeting date.
5 In the event a Deputy Clerk wishes to review documents
associated with an Agenda Item, he/she would activate the
Show Documents button, and a list of documents and a list
of pages associated with the active (highlighted) document
will be displayed.
Page 44 Copyright (!;) 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Figure 5-9
Figure 5-10
6 In the event a Deputy Clerk wishes to view the images of
pages of a document associated with an Agenda Item,
he/she would activate the Preview button, and an image of
the active (highlighted) page will be displayed.
7 When all Agenda Packets are complete, the Clerk will
activate the Create button, and the system will
automatically generate the Agenda in the appropriate word
processing system.
5.1.2 Project No.2-ARMS: Kern County Sheriff's Arrest Records Management System
This project valued at $370,000 was completed for the Office of Kern County's Sheriff between
July, 1997 and March, 1998. The quality of products and services delivered to the Client may he
verified with Kevin Fisher, Manager of Special Projects (805/391-7567).
In the past, the arrest records at the Kern County Sheriff's Office were managed by a mainframe-based
Criminal Records Management System (CnS), and fingerprints and mug shots by two other products.
Field Arrest reports, fingerprint cards, photographs and other documents were managed manually in paper
form or on microfilm. The objective of the new Arrest Records Management System (ARMS), was to act
as the integrator of the three existing systems and a repository of images of documents, photographs and
fingerprints.
The project began with a survey of the existing arrest records management process. The survey consisted
of the observation of booking operations at the County's detention facility, observation of the records
management operation at the Central Records and interviews with the Client's personnel to ascertain a
clear understanding of the process, the volume of work and the quantity of documents involved.
Information collected included descriptions of various tasks and responsibilities therefore, the volume of
work and the quantity of documents involved. The information gained was documented in interview notes
and used to finalize the Existing Process Flow (see Figure 5-ll).
Page 45 Copyright @ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Arresting Officer takes suspect in custody and A Arrest Records statT review Booking Report,
I transports him/her to the Central Detention 0 , IS search ClIS for information. AR
Facilitv.
! !
AO completes Field Arrest Data (FAD) and, if A Arrest Records statTenters LAR#, CII#, FBI#
2 necessary, Misdemeanor Incarceration (MI) 0 16 etc. into cns; LAR folder formed/updated. AR
form.
! r-
Suspect and FAD/MU forms delivered to A N
3 - Is inmate to be released? 14
Receiving Officer (RO). 0 -r
1 Tv L-
4 Suspect placed into holding cell. RO 17 Forward folder to Classification Office. CS
. !
RO enters suspect's name and DOB into cns
5 and Record Number and Booking Number RO 18 Review folder; if release is in order, forward CO
(BNo) are generated. LAR is somethimes linked folder to Receiving Office.
at this point. J,
'<1/
6 Suspect and FAD taken to Data Entry Operator RO 19 Process inmate; obtain signatures on property CS
(DEO). card and inmate's funds receipt; release inmate.
! !
7 DEO enters suspect's drivers license No., SSN, DE 20 Bring folder to Classification Office. CS
etc. in cns. 0
! .l.
DEO requests print; cns outputs Booking DE Enter summary into CJIS; clean folder; fonnl
8 --- 21 update LAR folder; forward documents to CS
Report at Lerdo and Arrest Records. 0 Arrest Records.
1 1
Suspect is fingerprinted and mug shots are Arrest Records statT enters booking release
r- 9 taken. At Save, fingerprints and mug shot RO - 22 information and the folder is updated. AR
images are sent to Arrest Records.
!
10 Inmate is housed. RO
Property bag, FAD, Booking Sheet, DE
..... II Misdemeanor Arrest form, etc. forwarded to 0
Clerical Section (CS).
!
Property bag stored; documents reviewed,
12 placed into a folder and forwarded to the CS
Classification Office (CO).
!
Documents are reviewed for accuracy and
13 completeness; history is reviewed; folder is sent CO
to the Clerical Section.
1 Inmate requests, subpoenas, Crime Reports, bail bonds,
14 Folder is filed and maintai,ned until inmate is CS etc. (Bonds are often posted at Central Records or other
released. .... agencies and faxed to Lerdo.)
-- -
Figure 5-11: Existing Process Flow
Page 46 Copyright <0 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
The information gained during the survey was used to develop the final design of the system. The design
was documented in a schematic diagram, a description of key hardware and software components and
their functions, and a technical specification. Wherever possible, the system configuration was designed
to include existing components.
Figure 5-12 presents the configuration of the system for the Kern County's Sheriff.
Central Records
Detention Facility
~.I
.
Sunning workstation
~
Document scanner
Scanning workstation
.
.
.
.
.
.
.
.
..
High speed links
.
.
.
.
.
.
.
..
Sanning workstation
..
~.I
Document scanner
Document scanner
Scanning workstation
III
.
.
.
.
.
.
.
.
.
.
.
.
.
Optical jukebox
Image file server
Document scanner
Fire Department
Optical jukebox
Image file server
10/100 Mbs hubs
A.~............<..............:..
W
{~
Application server
Application server
Existing printen
Figure 5-l2 - System Configuration
In parallel with the system design, the existing process flow was analyzed in the light of scanning, OCR,
e-mail, optical storage and other relevant technologies and a re-engineered process flowchart was
prepared. This flowchart (see Figure 5-13) included the description of activities comprising the process,
activity duration and budgets, precedence relationships and responsibilities for performance of work.
Page 47 Copyright <0 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
-, ------..-.------,------ --------"---~
ArrestiDt: Officer takes suspect in custody and AO
Innsports himlher 10 LenIo.
Inmale requests. subpoenas. Crime Reports.
17 bail bonds. etc. are added to Ihe folder throughout
inmate's incarceration.
..--------1--..-
I' . !M)cOiDiikiesFiCld Arrest D8ta (FAD) form
2 i and, if aecessary. Misdemeanor lnbcarceration AO
I (MI) fonn.
~-------:=T
1~'-suspecl~--;::;:DlMI forms.... delivered to AO
i I Receiving Officer (RO).
+
ARICS sans documents into ARMS
CJISDA T A\NEW ARlArrestRecordNolii
directo .
AR
CS
4
S..pect is placed into holding cell.
RO
.--==------=- "I
y
AR enten .....king inCo into CJIS. CJIS
outputs n... booking record to CJISDA T AI
20 NEW ARlArrestRecordNolBkNo.dal. AR
ARMS c....tes CJISDA T A \NEW ARI
ArrestRecordNolii diractory; updates
records in Bookin s table; deletes BkNo.dat.
21 AR indexes Arrest Record documentation AR
into ARMS WIP database. CS
N
Y
AR inputs release order into CJIS.
CJIS outputs release.ng file
23 to CjisDatalArrestRecordNo dir. AR
ARMS updates NotificationFlags table;
dektes release. ng file.
ARMS notifies Classification Office.
24 CO revi.... records; enten approval into CO
ARMS. IC release is approved, ARMS
notifies Clerical Section.
CS sends the Property bag
to the Releasing Office.
I
I
26
271 CS sans tbr property card and immate'. CS
I Cunds receipt.
CO inputs .....king release inCormation inlo
28 CJIS. CJIS creates file RELEASE.DA Tin CO
CJISDA T A IArrestRecordNo directory.
ARMS updates Arrest Records table.
AR purges temporary files in CJISDATAI
29 ArrestRecordNo directory; archives AR
permanent Arrest Record files in ARMS
optical library.
30 ARISC purges physical documents Crom the
Arrest Record Colder and c1o.es the Colder,
, RO enlen suspect's name and DOB into CJIS;
I Record Number and Booking Number ....
, generated. LAR is somethimes linked at this
point. This practice will soon be stopped.
~-----
RO
I', 6 i Suspect and FAD report .... taken to Data Entry
, Operator (DEOI.
RO
~~~-----------+--_.
! 7
DO enten suspect's driven license number.
SSN, etc. into CJIS
IDEO'
E
DEO requests print; ClIS oulpUts Booking
Repolt (BkR) at Lerdo 8< Arrest Records.
cns ereates file ArrestRecordNo.Bkg at
CJISDA T AINEW AR. ARMS makes dir'tory
CJISDA T AINEW ARlArrestRecordNolOO;
writes data Crom ..BKG into ArrestRecord.
table and Bookings table; deletes. .Bkg.
+
Suspect is fingerprinted and photograpbed.
9 , AI Save images.... sent to Arrest Records and
. __~ISDA T A INEW ARlArrestRecordNolOO.
--___---------.:t
AR reviews BR. mug shots and fingerprints.
10 search CJIS Cor infonnation and identify the
suspect. (""hars the new process wlFBI sys?)
==-------*
LAR#. CII#, FBI#, etc. .... input (imported?)
into CJIS. eJIS outputs upelated record to
II CjisData\lllewARlArrestRecordNo.LAR.
ARMS .peIates record. in tbe ArrestRecord.
table and Bookings table; deletes. .LAR.
----- -
I
'DEOI
RO
AR
AR
; 12
Inmate is housed.
RO
The property bag, FAD. Booking Sheet.
13 Misdemeanor Arrest form, etc. .... forwarded 10 DEO
the Clerical Section.
.._-----~~-
, Documents are scanned into ARMS
2504: 14 I CJISDATAINEWARlArrestRecordNolOO
directory. Inmate's property and signature
cards are placed in a Property bag and stored.
-~----~
15 - Is Arrest Record
documentation complete?
j
-------*-~
16
Indn Arrest Record documentation
into ARMS WIP database.
AR.17
Figure 5-13: Re-Engineered Process Flow
Page 48 Copyright <0 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Upon the completion of the overall system design and process re-engineering, DMC developed user
interface screens and proceeded to customize its imaging and workflow system to address the specific
needs of the Office of the Kern County Sheriff. Two sample system screens are outlined below.
Arrest
3(;.) 036??oo
':i~:........
~, (ij 0360001
'" ::J 0360054
.~...<:J 0361050
LJ
ELECfRONlC
. FOLDERS
11
DOCUMENTIMAGES
AND 011IER nus
Figure 5-14
Figure 5-15
The system will interchange data with cns and the
Fingerprint and Mugshot systems and generate
database records automatically. It will allow Records
personnel to scan images of arrest records, recognize
text automatically, index information into the
database and store images of documents, fingerprints
and mugshots in the optica1library.
The system can be operated from the Menu bar, the
Toolbar or Document Category Tabs, Electronic
Folder Structure and files (see Figure 5-14).
Authorized personnel will be able to search for
records using one or more fields shown in Figure 5-
15, view records on the screen or print them on a
printer.
Page 49 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
5.1.3 Project No.3 - Bahamas Electricity Corporation Information System
This project was valued at 52,500,000 and completed jointly with UTE, Inc. in November, 1998.
The quality of products and services delivered to the Bahamas Electricity Corporation may be
verified with William Young, Information Systems Advisor 242/305-1313.
In late 1996, the Bahamas Electricity Corporation (BEC) decided to enhance its information management
capabilities on a corporate-wide basis and retained Mr. William Young to direct this effort. Following a
thorough evaluation of competitive bids and presentations by vendors, BEC selected HTE, Inc. to provide
the solution. The scope of work associated with this project is shown in Figure 5-16 in the form of a
Work Breakdown Structure (WBS). The scope of WBS element C, Imaging System, which is of special
interest to this proposal, is presented in greater detail.
BEe Information Systems Project WBS
BEC Information Systems Project
A . Customer Info
B - Financial
C -Imaging System
o . Facilities Mgmg
E - Purchasing
2 . Workststions
3 . Peripheral components
4 . Overall System
35 Optical jukebox
11 Primary domain controller
21 Scanning workstation 1
31 Scanner 1
41 System integration
12 Backup domain controller
22 Scanning workstation 2
32 Scanner 2
42Test program
13 Application server
23 Scanning workstation 3
33 Scanner 3
43 Training
14 Optical library serwr
24 Scanning workstation 4
34 Scanner 4
44 Project management
25 General use workstations
36 Stand-alone optical drive
37 Network printers
Figure 5-l6: Project Work Breakdown Structure
The system was designed to include an IBM AS 400 server, four NT servers, four scanning workstations
and scanners, an IBM optical library jukebox, a stand-alone WORM drive, and seventy-five new
workstations. The imaging system and Windows desktop applications operate on NT servers and HTE's
Customer Information, Financial, Facilities Management and Purchasing applications run on an AS/400
platform. All systems are fully integrated and their interface is transparent on user workstations.
Because of the keen interest of BEC management in imaging technology, the implementation of the
imaging system was accelerated by over two months. The system was installed and tested in accordance
with the accelerated schedule, and BEC staff received the first round of training. The continuation of user
training is awaiting the completion of activities in the non-imaging portion of the project.
Page 50 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
5.2 - Qualifications
This section presents briefbibliographical sketches ofDMC's key personnel.
V oj in Hadzi-Pavlovic, President and Founder of DMC, has over 25 years of experience in the fields
of records management, project management, engineering, procurement, construction, licensing,
quality assurance and information systems. He has designed and implemented over one hundred
enterprise-wide imaging and information management systems at numerous cities, counties, banks,
engineering firms, utility companies and other organizations. Mr. Hadzi-Pavlovic is widely regarded as
one of the leading experts in the fields of records management, imaging and business process
reengineering. He has lectured on these subjects at several symposia of municipal government agencies in
California and Florida, and published numerous articles in professional journals and industry magazines.
He has also spoken on the subjects of business process reengineering, records management, project
management and office productivity at symposia of many professional and business associations in the
North America, Europe and Asia.
Mr. Hadzi-Pavlovic has participated in the engineering and construction of over twenty major projects;
directed numerous management studies and reviews; evaluated management systems, methods and
techniques at government agencies, utility companies and engineering/construction firms; developed and
implemented information management systems in the fields of project management, nuclear licensing,
records management, litigation support and transactions processing; and testified before regulatory
commissions, legislative bodies and judicial proceedings.
He is certified as a Document Imaging Architect (CDIA), Project Management Professional (PMP),
Registered Structural Engineer and Registered Professional Engineer. He is a fellow of the American
Society of Civil Engineers and a member of the Association for Image and Information Management. He
has been awarded the AIIM Laureate of Information Technologies in Electronic Document and Image
Management, the AIIM Laureate of Information Technologies in Workflow and the AlIM Master of
Information Technologies by the Association for Image and Information Management. These
qualifications and extensive experience are indicative of Mr. Hadzi-Pavlovic's ability to direct the
proposed effort and accomplish the objectives of the Court and the participating law enforcement
agenCIes.
Dr. Alberto Castro, VP of Technology, has over 15 years of experience in the fields of system design,
systems programming, applications programming and systems analysis. He has designed,
developed and implemented dozens of systems for numerous clients such as the cities of
Alamogordo, Alhambra, Atlantic Beach, Barstow, Camarillo, Cape Coral, Carpinteria, Cocoa,
Corona, Escondido, Fort Pierce, Glendora, Industry, Kissimmee, Missouri City, Naples, Ocala,
Pasadena, San Gabriel, Ukiah, Upland, Ventura, Wilson, the counties of Contra Costa, Eldorado,
Butte, Tehama, Kern, Orange and many others.
Dr. Castro has held supervisory, management and executive level positions on numerous development
projects in the fields of information systems; office/laboratory automation systems; and computer network
design/installation. He has extensive experience on many classes of machines, ranging from the Apple 11+
and Macintosh, the IBM PC, XT, AT and 80386/80486/PentiurnlSMP architecture computers, Digital
Equipment Corporation's Alpha servers, Micro V AX workstations and 8600-8800 series mainframes. He
is proficient in several programming languages. He is also well versed in the DOS, Windows, Windows
NT, Novell, UNIX and V AX VMS operating systems, as well as a variety of W AN/LAN systems.
Page 51 Copyright ~ 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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CITY OF CLEARWATER POLICE DEPARTMENT IMAGING PROJECT PROPOSAL
Mr. Radivoj Rakic, Principal Applications Architect, has over ten years of experience in the fields of
business process re-engineering, system design, systems programming, applications programming,
systems analysis, engineering and construction. He is the principal developer of PRIMeS, ARMS,
LERIS, CRIMeS, ThoughtForWord, ThoughtForWordPerfect, WorkStream, LegisStream and
several other DMC's software products. He implemented these products at several clients including
systems at the City of Columbia, Metropolitan Government of Nashville and Davidson County,
Tennessee State Courts, City of Wilson, City of Chula Vista, City of Corona, City of Upland,
County of Kern and numerous other agencies of metropolitan government.
Mr. Rakic is proficient in several computer languages including several programming languages,
including Visual Basic, Word Basic, Visual C, Access. He is also well versed in the DOS, Windows,
Windows 95 and Windows NT operating systems. He is a Graduate Structural Engineer and a Microsoft
Certified Professional.
Ms. Charlene Webber, Director of Client Education, has over twenty years of experience in the field
of election management and five years in the fields of records management and imaging technology.
She has participated in the sales, customer liaison, procurement, integration and installation of high
technology systems on numerous projects, trained the personnel of city and county government agencies
nationwide, as well as participating in the system operation.
Ms. Webber has spoken on the subject of Records Management, Imaging and Office Productivity at several symposia of
government agencies in California.
Gary A. Hendrickson, Manager, Eastern Operations, has over 22 years of experience in the fields of
Systems Analysis, organizational development, project management, information systems and both
Military and Industrial Intelligence. He has been instrumental in the planning and implementation of
numerous departmental and enterprise-wide imaging and information management systems at numerous
cities, counties, foreign governments, utility companies, medical facilities and other organizations. Mr.
Hendrickson is recognized for his public speaking engagements, experience in the fields of business
process development; document imaging, character recognition, forms processing and business process
reengineering. He has also spoken on the subjects of Document Imaging, administrative medical office
processes, electronic insurance claims submission, project management and information gathering
techniques throughout North America and the Caribbean. He is certified as a Document Imaging
Architect (CDIA).
Mr. Hendrickson has participated in numerous projects involving the implementation of new technology
and integration with legacy mini and mainframe computers situated in government entities at all levels
from installation and training through future planning and enhancement of both system and manual
procedures. He is a member of the Association for Image and Information Management and has applied
for certification as AIIM Master of Information Technologies. These qualifications and extensive
experience are indicative of capabilities Mr. Hendrickson brings to this project.
Mr. Richard Shannon, Principal Systems Integrator, has over fifteen years of overall experience in
the field of systems integration, and ten years of experience with integration of imaging systems. He
has integrated, tested and installed systems at numerous clients, including the most recent installations at
the Kern County Sheriff s Department, the Bahamas Electricity Corporation, the Kern County Board of
Supervisors, the City of Columbia, SC and many other agencies of municipal government in California.
Mr. Shannon is thoroughly familiar with DOS, Windows, Windows NT, Windows 95 and Novell
operating systems, as well as a variety of W AN/LAN systems. He also has in-depth knowledge of PC
servers and workstations, document and drawing scanners, optical storage devices and a variety of other
imaging system components.
Page 52 Copyright <<;> 1999, DMC, Inc. All rights reserved. This document may not be reproduced in any manner whatsoever.
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APPENDIX A
Sample Contracts
.
~
.
.
PURCHASE AGREEMENT
This Agreement is made and entered into this _day of , 1999, by and between Decision Management
Company, Inc. (hereinafter referred to as "DMCI"), a California corporation having its offices at 23151 Verdugo
Drive, Suite 115, Laguna Hills, CA 92653-1340, and the City of Clearwater, a political subdivision of the State
of Florida, (hereinafter referred to as "CITY"), as represented by the CITY Police Department's Office, having
its office at 100 S. Myrtle Avenue, Clearwater, FL 33756. The term "DMCI" shall refer to the company, its
agents, and its sub-contractors, if any.
RECITALS
WHEREAS, the CITY Police Department has time and labor intensive requirements for accumulating,
compiling, storing and tracking documents; and
WHEREAS, CITY has investigated various document imaging systems in order to ascertain which would best
serve its need to automate many of the record storage functions of the Department and has determined that the
DMCI system best meets the imaging needs of the Police Department; and
WHEREAS, CITY desires to contract with DMCI to obtain certain hardware, licenses to the Software, software
and hardware maintenance and other services described in this Agreement and DMCI desires to contract with
CITY to provide said licenses to the Software, software maintenance, hardware maintenance, and those services
described in Riders to this Agreement;
NOW THEREFORE, in consideration of the mutual covenants, promises and undertakings contained herein,
the parties agree as follows:
PART I - AGREEMENT FOR ACQUISITION
1.1
Agreement. DMCI hereby agrees to sell the hardware, provide the operating software, license
the software, and provide related services to and for the CITY
CITY hereby agrees to purchase the hardware, license the software, and procure related services
from DMCI, all upon the terms, conditions and provisions of this Agreement.
1.2 System Price. The scope of work included in the Agreement is included herewith in Exhibit A.
The purchase price for all hardware, operating software, initial license fees for software, and
fees for all related services within the scope of work is $ and is payable as
provided in Part IV of this Agreement. The Price includes all initial costs and license fees for
software, hardware and related services for the period of one year from final System acceptance
by City of Clearwater. The City will incur additional maintenance and support fees after the first
year at prices not to exceed those listed in DMCI's proposal.
1.3 Price Change. If the DMCI's established purchase price for any item of equipment or software
delivered hereunder shall be less on the date of installation thereof than the price for such
equipment as specified herein, this contract shall be deemed to stipulate such lower price; if
such price shall be higher, the prices set forth herein shall prevail.
1.4
Scope of Work. The Work includes the provision of all hardware, software and related services
required to provide the System described by the functional specifications contained in City of
Clearwater's RFP.
.
.
.
1.5
Order of Precedence. The parties' entire agreement concerning the System consists of: (I) this
Agreement, (2) the exhibits to this Agreement. The parties' agreement concerning the System
shall be interpreted by taking all documents as being cumulative and reading them together,
hereinafter referred to as the Agreement. Any contradictions between the DMCl's proposal and
purchase maintenance agreements shall be resolved by giving the City contract controlling
interest. Any contradiction between or among the documents shall be resolved by giving the
City RFP and corresponding response in the DMCl's proposal controlling interest in matters
related to system functional specifications or performance requirements.
P ART II - ACQUISITION OF SYSTEM
2.1 Order and Delivery. All hardware and software shall be delivered by the DMCI in time to
comply with the requirements of the Implementation Schedule presented in the DMCl's
Proposal. The risk of loss to the hardware shall remain with the DMCI until Final System
Acceptance by CITY. Timely acquisition of the hardware is the sole responsibility of the DMCI.
All expense of delivery of the hardware and software to CITY shall be borne by the DMCI.
2.2 Equipment Condition and Availability. Equipment specified as manufactured by DMCI must
be furnished as state-of the-art, new, still in production, reliable, thoroughly tested in field use,
and conservatively rated to perform the automated functions required without approaching the
design limits of the system.
The type of equipment, features, and attachments DMCI furnishes CITY must be installed and
operational in an actual site in the United States, outside the DMCl's related facilities for a
minimum of six (6) months.
2.3
Site Preparation. CITY shall prepare at its own expense its installation site(s) in accordance
with the requirements of the DMCl's Proposal. With these requirements, DMCI represents that
the minimum and maximum electrical requirements set forth in the proposal, as well as all other
permitted ranges of environmental variations are satisfactory for operation of the system. DMCI
will be responsible for visiting the City site and for gaining the information to determine what is
necessary to fully prepare the site. DMCI shall inspect following CITY's completion of site
preparation and when the site is prepared in accordance with the Proposal Standards, DMCI
shall so indicate in writing to the City.
The cost of any physical or environmental alteration or modification required for the successful
installation, operation, and/or maintenance of the system (either by DMCI or CITY) that can be
attributed to incomplete or erroneous site specifications provided by the DMCI shall be borne by
the DMCI at no cost to CITY.
2.4 Acceptance. The City's acceptance of the System shall be as provided in Part IV of this
Agreement.
2.5
Proprietary Rights in Hardware and Manufacturer's Software. CITY acknowledges that
title to, ownership of and all applicable patents, copyrights and trade secrets in the
Manufacturer's Software and all other proprietary information pertaining to the design,
engineering and use of the hardware are in the various manufacturers of the hardware and shall
not pass to CITY. However, DMCI shall have two options with regard to source code as
follows:
.
.
.
A. DMCI agrees to place the source code in an escrow account for the duration of the
agreement. The Escrow Agreement is included herewith as Exhibit B.
B
DMCI agrees to maintain and update the source code as changes or modifications are
made; and
P ART III - WARRANTIES
3.1
DMCI Commitments, Warranties and Representations. Any written commitment by the
DMCI within the scope of this Agreement including all Exhibits shall be binding upon the
DMCI. Failure of the DMCI to fulfill any such commitment shall render the DMCI liable for
liquidated or other damages due to the City. Such written commitments include l) any warranty
or representation made by the DMCI in the Proposal as to equipment or software performance,
total System performance, or other physical or functioning characteristics of a machine or
software system; 2) any warranty or representation made by the DMCI concerning the
characteristics of the items described in l) above, made in any publications, drawings, or
specifications accompanying or referred to in the Proposal; and 3) any written notification of or
affirmation or representation as to the above which is made by the DMCI in or during the course
of negotiations and which is incorporated into a formal amendment to the Proposal.
3.2
Maintenance. DMCI agrees to provide all parts, labor and support necessary to keep the System
in good operating condition in accordance with the provisions contained in this Agreement.
Software maintenance shall include all modifications made by the DMCI including upgrades,
revisions, and new releases at no additional costs above the base price. Before installation of a
release of operating system software, the DMCI shall prepare an installation schedule to help
minimize disruption due to the upgrade process. DMCI shall coordinate all upgrades and
provide written notice to the System Administrator(s) of the System in advance.
3.3
Single Call Problem Resolution. The System Administrator(s) or designated alternate may
contact the DMCl's Support Center to ask questions, seek advice, or obtain diagnostic analysis
relating to the use of the System using a toll free number provided by the DMCI. Trained and
competent DMCI Support Center personnel shall answer inquiries and assist the System
Administrator(s) or designated alternate in utilizing the System, provide advice, analyze
problems, provide workarounds, if and where possible, and correct or remedy any problems
encountered with the System.
DMCI will open a trouble ticket with the DMCI Support Center immediately upon contact from
the System Administrator(s) and will coordinate any problem referral.
3.4 Continuing Standards of Performance. The DMCI agrees that subsequent to completion of
the successful performance period and acceptance of the System by CITY, the availability,
performance requirements and criteria established in Section 3.2, in this section, and further
referenced in the Exhibits will be met throughout the full term of the agreement.
3.4.1 Response Time. This is defined as the interval that elapses from the moment the user presses
the "enter" key to the moment the last character ofthe computer's reply is received and control is
handed back to the user. The City expects the document must appear within 8 seconds at the
Headquarters Building and 14 seconds at the substations from the time the image is requested.
The l4 seconds response time is subject to the ability of City's cable or telephone wiring's
ability to provide requisite speed and bandwidth.
3.4.2 Remedies (or Failure to Perform. In the event DMCI breaches a warranty or fails to perform
within the requirements and criteria established in Section 3.4 and further referenced in the
Exhibits, CITY shall be entitled to a credit adjustment equal to a portion of the then current
.0", monthly charge for products and services under this Agreement. Calculation of the credit
adjustment shall be as follows:
(i) Class 1 Hardware and Software Problem: Three and one-third percent (3.33%) of
the monthly charge for each twenty-four (24) hour period. (Class 1 problems shall be
any failure which prevents the System from operating or impedes the delivery of critical
functions ).
(ii) Class 2 Hardware and Software Problem: Two percent (I %) of the monthly charge
for each twenty-four (24) hour period. (Class 2 problems shall be any failure which
prevents other functions from operating, other than class 1 problems; failure of the
system to perform to the maximum response time standards established in the CITY
Standard Information Agreement; or an effectiveness level of less than 98 % for any
thirty (30) day period.)
Class 1 and 2 problems include only the problems caused by DMC's software products.
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3.4.3 Remedies (or False Problems. In the event DMC determines that class I or 2 problems
alleged by the City were not caused by DMC software products but by improper use of the
system, operator's errors or similar causes, DMC shall be entitled to a credit adjustment equal to
the number of work-hours spent on diagnosing and correcting the problem times DMC's
standard billing rates.
3.5 Need (or Equipment Due to Emergency. The DMCI shall make every reasonable effort to
assist CITY in procuring use of equipment compatible with that provided under this Agreement
to meet emergencies such a major breakdown or unforeseen peak loads.
3.6 Documentation. DMCI shall provide current, accurate hardware and software documentation
for the System as proscribed in City's RFP.
3.7 Enhancements. Enhancements, modifications, upgrades, and reVISIOns to the DMC-
manufactured software provided under this Agreement will be provided as part of Warranty and
Maintenance Services under this Agreement. Enhancements of this agreement refers to all
maintenance modifications and major upgrades, new releases, and "fixes" released relating to
operating systems and applications software. Updated documentation shall be made available
before enhancements are loaded.
The only extra cost for software will be the expansion of the licenses for additional users and for
third-party software products which are or may be integrated with DMC-manufactured software.
3.8
Price of Maintenance Services. The DMCI agrees to provide the maintenance services as
defined in this contract for as long as the system is installed and after the initial maintenance
period as defined in Section 3.2. Such services shall be provided at prices in effect from time to
time, but shall not exceed current prices plus 7% per year for each year after acceptance,
excepting any year in which the U.S. Consumer Price Index (CPI) exceeds 7%, in which case
the price increase shall not exceed the U.S. consumer price index increase percentage.
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3.9
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Connection to Other Equipment. City of Clearwater shall have the right to connect the
equipment herein contracted for, to any equipment manufactured or supplied by others including
telecommunications equipment, terminal devices and the like. CITY shall notify DMCI at least
ten days prior to any such connection; and if both parties shall deem it necessary for proper
maintenance of equipment, the DMCI shall make or supervise the interconnection, at City's
expense, and supply any interface devices required as described in published DMCI manuals at
published prices, less any governmental discount.
PART IV - IMPLEMENTATION, PAYMENT SCHEDULE AND REI.A'I'ED SERVICES
4.1 Implementation Schedule. Implementation of the Work and the delivery and installation of
Hardware and Software shall be completed in accordance with the schedule provided in DMCl's
Proposal.
4.2 Delivery and Installation. The DMCI shall deliver, unpack, and uncrate all hardware and
software to CITY sites. Following installation of the hardware, DMCI shall test all hardware in
accordance with the manufacturer's standard installation diagnostic procedures, if any. The
DMCI shall provide CITY's Data Processing Manager, or his designee, with at least three days
notice of when the hardware installation diagnostic tests and procedures will be performed. The
DMCI shall install and configure all hardware and software at CITY sites in accordance with the
Specifications.
4.3
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DMCI Certifcation. When the System is delivered, installed, operational and finally tested by
the DMCI in accordance with all requirements of the Specifications, then the DMCI shall certify
that fact to CITY in writing ("DMCI Certification"). DMCI Certification shall include the
DMCl's statement that no mechanic's or other liens are of record upon the hardware for work,
any subcontractor, or their employees, and that no claim or demand exists in favor of materials
and/or labor furnished or supplied in the performance of the Work. DMCI Certification must be
in writing and signed by an officer of the DMCI. Thereafter, a two-step acceptance test shall be
performed by the City, assisted by the DMCI, in accordance with procedures set forth in
Sections 4A and 4.5 of this Agreement.
4.4 Functional Acceptance. Within twenty (20) business days of DMCl's gIvmg of DMCI
Certification, City of Clearwater shall run the functional and benchmark tests CITY deems
necessary to determine that the functions of the System match those of the Specifications
contained in Exhibit A of this Agreement.
CITY's determination that the System operation and functionality substantially matches the
Specifications shall be deemed Functional Acceptance of the System. Functional Acceptance
shall not prejudice CITY's right to accept or reject the System under Section 4.5 of this
Agreement.
4.5 Final System Acceptance. Acceptance of the System and other portions of the Work shall be as
provided in this Section 4.5, the completion of which shall be deemed Final System Acceptance.
4.5.1 Final System Acceptance Procedures. Immediately upon completing Functional Acceptance,
CITY shall begin the process to accept or reject the System by operating the system in
accordance with its normal operating practices over a 30 business day period to determine if the
System meets the Specifications and the reliability standards set forth in Exhibit A of this
Agreement. CITY's acceptance, conditional acceptance or rejection shall be by written notice
given within forty-five (45) business days of the Functional Acceptance being completed and, if
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a conditional acceptance or rejection is made, CITY's notice shall set forth in reasonable detail
the basis for its position. The DMCI shall have ten (10) business days to cure, or if cure within
that time is not possible, to begin and diligently pursue the cure of, the defects noted by CITY
by either (a) modifying or adjusting the System to meet the Specifications (b) replacing ?~
adding such components as may be necessary to make the system meet the Specifications; or :~i
at the option of CITY, reducing the price by an amount to be mutually agreed; if no reduction
can be agreed to within five (5) days after the City requested re-negotiation, then the DMCI
shall perform under either clause (a) or (b) above. After any adjustment, modification, repair or
replacement by the DMCI under the Section, any relevant portions of the tests described in the
Section 4.5 shall be run again for CITY to determine its acceptance or rejection of the System.
If after again running any relevant portion of the tests described in Section 4.5 of this
Agreement, the System still fails to meet the Specifications, then CITY shall have the right to
cancel this Agreement, obtain a full refund, and obtain the damages provided for in this
Agreement.
4.5.2
Reliability Standards. If the System does not perform within the response time frames and
Reliability Standards required by Exhibit A, the City shall have the option of either requesting a
re-negotiation of the agreement price or canceling the agreement and requiring a full refund of
all amounts paid under the agreement and obtaining the damages provided for in this
Agreement.
4.6
Payment Terms.
4.6.1 Installments. Payment of the System price shall be made in installments in the following
percentages of the System price based on CITY's Acceptance of the DMCl's following work
steps:
1. With Purchase Order 25%
2. Completion of Prototype system 25%
3. Completion of Training 25% 40%
4. System Acceptance 10%
4.7 Training. Training courses shall remain available to CITY from the DMCI as long as the
System to be delivered hereunder remains installed and in use by the City. Training courses
shall be billed at no more than the then current rate for training as offered to other customers of
the DMCI.
4.8 Non-Exclusiveness of Remedies. Any right or remedy on behalf of CITY on behalf of any
other entity possessing the right or permission to buy under these specifications) provided for in
any part of these specifications, including, but not limited to any guaranty or warranty or any
remedy for DMCl's non-performance, shall be in addition to, and not a limitation of, any right or
remedy otherwise available by law, equity, or statute.
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P ART V - INST ALLA TION DEPENDENCIES AND DELAYS
5.1
Delays by DMCI. Time is of the essence. Strict adherence to the scheduled delivery and
installation dates is vitally important. If the DMCI does not install the system and make it
available to CITY on or before the contracted installation date then the DMCI shall pay as fixed
and agreed liquidated damages the sum of five hundred dollars ($-----> for each available
calendar day's delay as defined by CITY, beginning with the installation date.
5.2 Delays by CITY. For delays by CITY in performing its obligations under this Agreement, the
City will pay to DMCI a sum of five hundred dollars ($-----> for each available calendar day's
delay, and the DMCI shall be excused from timely performance of its own obligations, to the
extent its own performance is delayed. Each day of delay by CITY in performing its obligations
under this Agreement shall extend the time for the DMCl's performance under this Agreement
by one day.
PART VI - ADDITIONAL TERMS AND CONDITIONS
6.1 Storage of Materials; Cleaning Up. It shall be the DMCl's responsibility for storage of any
materials and CITY will not be responsible for loss of, or damage to, materials, tools, appliances
or work arising from acts of theft, vandalism, malicious mischief or other causes. The DMCI
shall keep the installation site in a clean and orderly condition and shall remove all debris
arising from the Work daily and upon completion of the Work.
6.2 Extra Work. No claims for extra work will be allowed unless the same shall have been
previously ordered by CITY in a written change order.
6.3
Change Orders. Design, development and implementation work on change orders will be
performed at the personnel and other billing rates specified in the DMCl's proposal and
incorporated into the contract. The DMCI and City shall negotiate in good faith and in a timely
manner as to the price of change orders. If the parties reach an agreement, the contract terms
shall be modified accordingly.
If the parties are unable to reach an agreement within thirty (30) days of the DMCl's receipt of a
change order, the City shall make a determination of the revised price, and the DMCI shall
proceed with the work according to a schedule approved by CITY, subject to the DMCl's right
to appeal the City's determination of the price.
6.4 Reports. The DMCI shall submit written monthly reports on the status of the Work so that
CITY is kept fully informed of its progress. CITY may designate, from time to time, its project
director or other representative to whom required reports shall be directed.
6.5 Independent DMCI. The DMCI is acting as an independent and not as an agent, distributor or
representative of the City for any purpose.
6.6
Assignment. Neither party shall have the right to assign all or any portion of its rights and
licenses granted or delegate any obligations assumed under this Agreement, and any attempted
assignment or delegation shall be null and void; provided, however, the DMCI shall have the
right to delegate matters to such subcontractors as are approved by CITY.
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6.7 Termination. This Agreement will terminate or may be terminated as provided in this Section
6.7.
6.7.1 Termination by City. This Agreement may terminate or may be terminated by CITY for any or
all of the following reasons:
(i) For any default by DMCI,
(ii) For the convenience of CITY,
(iii) In the event of the insolvency of, or declaration of bankruptcy by, the DMCI, or
(iv) In the event sufficient appropriated, otherwise un-obligated funds no longer exist for the
payment of CITY's future obligations hereunder, as each of these is described in the
following subsections.
6.7.1.1 Termination for Default. The failure of the DMCI to comply substantially with any material
term, condition, or provision of this Agreement shall constitute a default. In the event of default,
CITY shall notify the DMCI of the specific act or omission by DMCI which constitutes default.
The DMCI shall have ten (10) business days from the date of receipt of such notification to cure
such default or, if such default is not capable of being cured within ten (10) business days, to
begin and diligently pursue such cure. In the event of default, and during the above specified
grace period, performance under this Agreement shall continue as though the default had never
occurred. In the event the default is not cured within the above specified grace period, then
CITY may, at its sole option, terminate this Agreement for default. Such termination shall be
accomplished by written notice of termination and shall be effective at the close of business on
the date specified in the notice.
6.7.1.2 Termination for Convenience. CITY may terminate performance of work under the agreement
in whole or in part whenever for any reason CITY shall determine that such termination is in the
best interest of CITY. In the event that CITY elects to terminate the agreement pursuant to this
provision, it shall so notify the DMCI and the termination shall be effective as of the date
specified in the notice. The agreement shall terminate without further obligation of CITY as of
that moment, except the DMCI shall be paid for all work performed to the effective date of
termination.
6.7.1.3 Termination for Bankruptcy or Insolvency. In the event that the DMCI shall cease
conducting business in the normal course, become insolvent, make a general assignment for the
benefit of creditors suffer or permit the appointment of a receiver for its business or its assets or
shall avail itself of, or become subject to, any proceeding under the Federal Bankruptcy Act or
any other statute of any state relating to insolvency or the protection of the rights of creditors,
CITY will have access to the source code for the sole purpose of maintaining and updating the
System to avoid cessation of service or loss to the City. CITY may, at its option, terminate this
Agreement. In the event CITY elects to terminate this Agreement under this provision. it shall
do so by sending notice of termination to the DMCI and the date of termination shall be deemed
to be the date such notice is mailed to the DMCI, unless otherwise specified.
6.7.1.4 Termination for Unavailability of Funds. Notwithstanding any other prOVISIon of this
Agreement, the parties hereto agree that the charges hereunder are payable by CITY solely from
funds received by CITY from normal operations. In the event such funds are determined in the
sole discretion of the CITY City Council to no longer exist or to be insufficient with respect to
the charges payable hereunder, this Agreement shall terminate without further obligation of
CITY as of that moment, except the DMCI shall be paid for all Work performed to the effective
date of termination. In such event, the City Council shall certify to the DMCI the occurrence
thereof, and such certification shall be conclusive.
6.7.1.5 Procedure on Termination. Upon termination of this Agreement by the City as provided by this
subsection 7.3.1, the DMCI shall:
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(i)
Stop work under the agreement on the date and to the extent specified in the notice of
termination.
(ii) Place no further orders or subcontract for materials. services or facilities. except as may
be necessary for completion of such portion of the work under the allreement as is not
terminated.
(iii) Terminate all orders and subcontracts to the extent that they relate to the performance of
work terminated by the notice of termination,
(iv) Assign to CITY in the manner and to the extent directed by the City all of the DMCl's
right, title, and interest under the orders or subcontracts so terminated, in which case
CITY shall have the right, in its discretion, to settle or pay any or all claims arising out
of the termination of such orders and subcontracts,
(v) With the approval of CITY, settle all outstanding liabilities and all claims arising out of
such termination of orders and subcontracts, the cost of which would be reimbursable in
whole or in part, in accordance with the provisions of the agreement,
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(vi) Take such action as may be necessary, or as CITY may direct, for the protection and
preservation of any and all property or information related to the agreement which is in
the possession of the DMCI and in which CITY has or may acquire an interest, and
(vii) Within ten (10) business days from the effective date of the termination, the DMCI shall
deliver to CITY all drawings, computer programs, computer input and output, analyses,
plans, tests, maps, and written materials necessary to the continued performance of the
System as specified by CITY. All materials shall be licensed by the DMCI to CITY
under the terms of Part III of this Agreement.
7.3.1.6 Payment on Termination for Convenience. If this Agreement is terminated for the
convenience of CITY under the provisions of subsection 7.3.l.2 of this Agreement, then the
City shall pay the DMCI for services rendered by the DMCI up to the date of termination as
mutually agreed upon by the DMCI and CITY.
6.7 Laws to be Observed. The DMCI shall perform the Work in compliance with all federal and
state laws and local ordinances which in any manner affect those engaged or employed in the
Work or which in any manner affect the conduct of the Work.
6.9 Governing Laws. The validity, interpretation, performance, and enforcement of this agreement
shall be governed by the laws of California. The proper venue shall be Riverside CITY.
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6.10 Permits and Licenses. Except with respect to permits, licenses, fees and notices imposed or
required by CITY's site preparation to be completed by CITY as required by this Agreement,
the DMCI shall procure all permits and licenses, pay all charges and fees and give all notices
necessary and incidental to the due and lawful prosecution of the Work.
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6.11 Tages, Insurance and Miscellaneous Expenses. All statements of prices, fees and charges
payable to the DMCI are net to CITY, including sales tax, delivery, transit insurance and other
expenses of delivery.
6.12
Limitation of Liability.
6.12.1 Force Majeure. Neither party shall be responsible for delays resulting from causes beyond the
control of the party including, but not limited to, delays resulting from governmental action,
inability to obtain services, power failures, acts of God and the failure of any product or service
not manufactured or provided by the party.
6.12.2 No Third Party Beneficiaries. This Agreement is not intended to create any right in or for the
public, or any member of the public, any subcontractor, supplier or any other third party, or to
authorize anyone not a party to this Agreement to maintain a suit to enforce or take advantage of
its terms. The duties, obligations and responsibilities of the parties to this Agreement with
respect to third parties shall remain as imposed by law.
6.12.3 City Responsibility. The equipment shall be under City's exclusive management and control.
The City agrees that the DMCI shall not be liable for any damages caused by the City's failure to
fulfill any City responsibilities of assuring the proper use, management, and supervision of the
machines and programs, audit controls, operating methods, and office procedures, and for
establishing all proper checkpoints necessary for the City's intended use of the machines.
6.12.4 Consequential Damages. In no event will either the DMCI or the City be liable for
consequential damages even if notification has been given as to the possibility of such damages,
6.13 Nondiscrimination Standards. The DMCI will not discriminate against employees or
applicants for employment because of physical or mental disability in regard to any position for
which the employee or applicant for employment is qualified. The DMCI agrees to take
affirmative action to employ, advance in employment and otherwise treat qualified disabled
individuals without discrimination based upon their physical or mental disability in all
employment practices such as the following: employment, upgrading, demotion or transfer,
recruitment, advertising, layoff or termination, rates of payor other forms of compensation and
selection for training, including apprenticeship.
6.14 Conflict of Interest. The DMCI hereby certifies that no officer, agent or employee of CITY
who may have a pecuniary interest in this Agreement has participated in the contract
negotiations on the part of CITY, that the Proposal was submitted in good faith without fraud,
collusion or connection of any kind with any other service provider for the same call for
proposals and the DMCI has competed solely in its own behalf without obligation to any
undisclosed person or firm.
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6.15 Notices. Notices shall be in writing and deemed given when personally delivered or when
deposited in the United States mail, first class postage prepaid, return receipt requested,
addressed to the person to whom notice is given at the addresses set forth below or at any other
address designated by notice by a party:
If to the City:
If to DMCI:
Vojin Hadzi-Pavlovic
President
Decision Management Company, Inc.
23151 Verdugo Drive, Suite ll5
Laguna Hills, CA 92653-l340
Telephone: (7l4) 855-6885
FAX: (714) 458-6004
6.16 Insurance. The DMCI shall file with the City, a certificate of insurance, in companies
acceptable to the City, with a Best's Rating of no less than A: VII showing (or better).
6.16.1 Workers' Compensation Insurance. Workers' Compensation Insurance shall be provided as
required by any applicable law or regulation. Employers liability insurance shall be provided in
amounts not less than $500,000 each accident for bodily injury by accident, $500,000 policy
limit for bodily injury by disease, and $500,000 each employee for bodily injury by disease.
If there is an exposure of injury to DMCI's employees under the U. S. Longshoremen and
Harbor Workers' Compensation Act, the Jones Act or under laws, regulations or statutes
applicable to maritime employees, coverage shall be included for such injuries or claims.
Each Workers' Compensation policy shall be endorsed with the following specific language:
(i) Cancellation Notice. This policy shall not be canceled or materially changed without first
giving thirty (30) days' prior written notice to the CITY.
(ii) Waiver of subrogation. The insurance company agrees to waive all rights of subrogation
against the CITY, its officers, agents, employees, or volunteers, for losses paid under the
terms of this policy which arise from work performed by the named insured for the CITY.
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6.16.2 General Liability Insurance.
(i) Comprehensive General Liability or Commercial General Liability Insurance covering all
operations by or on behalf of DMCI, providing insurance for bodily injury and property
damage liability for the limits of liability in the amount of $l ,000,000 each occurrence,
$1,000,000 in the aggregate in one of the following forms: 1) Comprehensive General
Liability, 2) Commercial General Liability (Occurrence), or 3) Commercial General
Liability (Claims Made). If the policy does not have an endorsement providing that the
General Aggregate Limit applies separately, or if defense costs are included in the aggregate
limits, then the required limits shall be $2,000,000.
(ii) Provider shall not provide a Commercial General Liability (Claims Made) policy without
the express prior written consent of City, which consent, if given, shall be subject to the
following conditions:
The insurance coverage provided by DMCI shall contain language providing coverage up to
six (6) months following the completion of the contract in order to provide insurance
coverage for the hold harmless provisions herein if the policy is a claims made policy.
(iii) Endorsements. Each comprehensive or Commercial General Liability policy shall be
endorsed with the following specific language:
A. The City of Corona, its officers, agents, employees, and volunteers are to be covered as
insured for all liability arising out of the operations by or on behalf of the named insured
in the performance of this Agreement.
B. The insurance provided is primary coverage to the CITY with respect to any insurance or
self insurance programs maintained by the CITY, and no insurance held or owned by the
CITY shall be called upon to contribute to a loss.
C. This policy shall not be canceled or materially changed without first giving thirty (30)
days' prior written notice to the CITY.
6.16.3 Automobile Insurance. Automobile Liability Insurance covering bodily injury and property
damage in an amount no less than $l ,000,000 combined single limit for each occurrence.
6.17 Miscellaneous Provisions.
6.17.1 Modifications. This Agreement may be modified only by mutual agreement by both parties.
6.17.2 Waiver. No term or condition of this Agreement shall be deemed to have been waived, nor shall
there be an estoppel against the enforcement of any provision, except by written instrument of
the party charged with such waiver or estoppel. No such written waiver shall be deemed a
continuing waiver unless specifically stated therein and each such waiver shall operate only as to
the specific term or condition waived and shall not constitute a waiver of such term or condition
for the future or as to any act other than that specifically waived.
6.17.3 Headings. The headings of parts, sections and subsections used in this Agreement are included
solely for convenience of reference and shall not control the meaning or interpretation of any of
the provisions of the agreement.
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6.17.4 Number and Gender. Whenever applicable within this Agreement, the singular shall include
the plural and the plural shall include the singular and a pronoun of one gender shall refer to any
appropriate gender.
6.17.5 Severability. Unless expressly provided otherwise, the provIsIons of this Agreement are
severable, and the un-enforceability of any provision shall not affect the enforceability of any
other provision of this Agreement.
6.17.6 Inurements. The terms of this Agreement shall inure to the benefit of the parties, including their
successors and permissible assigns, if any.
6.17.7 Counterparts. This Agreement may be executed simultaneously or concurrently in one or more
counterparts, each of which shall be deemed a duplicate original but all of which together shall
constitute one and the same agreement.
6.17.8 Entire Agreement. The making, execution and delivery of this Agreement has been induced by
no representations, statements, warranties or other agreements except as expressed by the
written terms of this Agreement. The City acknowledges that no employee, agent or
representative of the DMCI has the authority to bind the DMCI to any representation not
expressly contained in a written agreement signed by an executive officer of the DMCI. This
Agreement embodies the entire understanding of the parties and supersedes all prior or
contemporaneous proposals, purchase orders, understandings, representations, conditions,
warranties, covenants and other telecommunications between the parties, whether oral or
written, relating to the subject of the agreement unless expressly set forth or referred to in the
agreement. The parties agree that this Agreement may not in any way be contradicted by a prior
or existing course of dealing between them or by any usage of trade or custom. Further, as
expressed in Item 1.5 of this Agreement, any contradiction between this Agreement and the
DMCl's sublicense agreements shall be resolved by giving the City contract controlling interest.
6.17.9 Hold Harmless. DMCI agrees to save harmless and to indemnify the City from every claim or
demand which may be made for any injury or death, or damage to property including Employers
Liability for injured workers caused by DMCI during the term of this Agreement. Such duty
shall be irrespective of the date upon which the claim or demand is asserted.
If any judgement is rendered against the City for any injury, death or damage cause by DMCI
during the terms of this Agreement, DMCI shall, at its own expense, satisfy and discharge any
judgment.
Neither of the foregoing paragraphs shall be applicable if the injury, death or damage is caused
by the City's negligence.
As used above, the term CITY or City means CITY, or its officers, agents, employees, or
volunteers.
6.17.10 General Indemnity. The DMCI agrees to indemnify, defend and save harmless the City, its
officers, agents and employees from any and all claims and losses, with the exception of
consequential damages occurring or resulting to any other person, firm or corporation furnishing
r:;- or supplying work, services, materials or supplies in connection with the performance of this
.. contract, and from any and all claims and losses occurring or resulting to any person, firm or
corporation which may be injured or damaged by the DMCI in the performance of this contract
which are attributable to the negligence or intentionally tortious acts of the DMCI provided that
the DMCI is notified in writing within thirty (30) days that the City has knowledge of such
claims.
6.17.11 DMCl's Power and Authority. The DMCI warrants that it has full power and authority to
grant the rights herein granted and will hold CITY hereunder harmless from and against any
loss, cost, liability, and expense (including reasonable attorney fees) arising out of any breach of
this warranty. Further, DMCI agrees that it will not enter into any arrangement with any third
party which might abridge any rights of CITY under this Agreement.
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Ehxibit A - Scope of Work
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EXHIBIT B - ESCROW AGREEMENT FOR THE BENEFIT
OF CLIENTS OF DECISION MANAGEMENT COMPANY, INC.
Decision Management Companv. Inco:r:porated, having its principal place of business at 23151
Verdugo Drive, Suite 115, Laguna Hills, CA 92653, hereinafter referred to as "DMC, INC."
AND
Richards, Watson & Gershon "AGENT", with offices at Number 1, Civic Center Circle, P.O. Box
1059, Brea, CA 92622-1059.
NOW, THEREFORE, in consideration of the mutual covenants and promises set forth herein, it is
agreed between the parties hereto as follows:
WITNESSETH:
l. The purpose of the within Agreement is to provide the fundamental assurance to any and all
organizations that have purchased software systems manufactured by DMC, INC., hereinafter
referred to as "CLIENT" or "CLIENTS", of the long term viability of these software systems in
the event that DMC, INC. is unable or unwilling to give future support to said system during any
periods any individual CLIENT is covered by a technical support agreement and full
consideration has been paid therefore by CLIENT to DMC, INC.
2.
The AGENT will regard as CLIENT of DMC, INC. any and all organizations and individuals
who produce an Affidavit of Purchase hereinafter referred to as "AFFIDAVIT" signed by an
officer of DMC, Inc. and sealed by DMC, INC. Corporate seal, and whose name is shown on
such AFFIDAVIT. A sample AFFIDAVIT is attached hereto and a sample seal is affixed to right
margin of this paragraph 2. DMC will endeavor to provide an updated lists of clients to AGENT
at least quarterly.
3. There is hereby lodged with AGENT, DMC, Inc.'s tapes or diskettes, supporting documentation,
including source language programs, data base schema and related proprietary information
(hereinafter referred to as RETAINED MATERIAL) sufficient to insure on-going maintenance
and repairs of DMC, INC. supplied software. DMC will demonstrate that RETAINED
MATERIAL can be compiled into executable code and used as described in supporting
documentation. RETAINED MATERIAL will then be placed in a sealed envelope or a sealed
container and provided to AGENT. RETAINED MATERIAL shall remain sealed and may be
opened and used by A CLIENT only under the terms and conditions hereof.
4. DMC, INC. covenants to regularly update RETAINED MATERIAL so that they will contain the
latest released information (on a yearly basis, and when a major release to the Source Codes are
implemented) relating to system program documentation.
5.
CLIENT acknowledges that the development of RETAINED MATERIAL has resulted in a large
expense and effort on the part of DMC, INe., and that unauthorized release of this information,
in whole or in part, or in any manner whatsoever, to any party would cause great financial harm
to DMC, INe. CLIENT covenants to take any and all measures necessary to prevent
unauthorized release or use of RETAINED MATERIAL.
If CLIENT becomes of the opinion that DMC, INe., is unable or unwilling to maintain the
RETAINED MATERIAL purchased by CLIENT, for any reason whatsoever, CLIENT shall give
30 days written notice of such fact to DMC, INe. This notice, as well as any other notice given
6.
~
Wi
.
.
9.
by CLIENT to DMC, INC. or by DMC, INC. to CLIENT will be deemed given when received
by addressee via certified or registered mail, return receipt requested, or via private courier
service, such as Federal Express or UPS. In the event that any such notice is returned
undeliverable because DMC, INC. or CLIENT has moved and left no forwarding address, the
notice shall be deemed as if it were delivered.
7.
Upon receipt of the written notice, DMC, INC. shall have thirty (30) days to present, in writing,
its objections to CLIENT, or to remedy problems alleged by CLIENT and inform CLIENT that it
has remedied them successfully.
8.
If DMC, INe. cannot be contacted, does not respond to the notice as provided in Article 5, or if
CLIENT is of the opinion that the problem has not been not successfully resolved or that DMC,
INe. has been unresponsive, CLIENT shall give a fifteen (15) day written notice to DMC, INC.
and the AGENT stating its intent to apply to AGENT for the release of RETAINED
MA TERIAL.
DMC, INe. will have the right to disagree with CLIENT concerning the existence of problems,
the adequacy of the resolution, or both. In case of such a disagreement, DMC, INe. will state its
position to CLIENT and AGENT in writing, and the matter will either be resolved in a meeting
among the parties hereof, or brought for resolution before the American Arbitration Association.
10.
CLIENT will have the right to apply to AGENT for the release of RETAINED MATERIAL only
if (i) DMC, INe. fails to notify CLIENT as provided in Article 7 and 9 hereof, or (ii) as
determined by the Arbitrator or (iii) if DMC, INC. is in Chapter 7 Bankruptcy, or is out of
business.
11.
Upon AGENT'S receipt of a request complying with Article lO for release of RETAINED
MATERIALS and upon passage of 30 days following notice to DMC, INC. and to CLIENT it
shall be the duty of AGENT to release a copy of said RETAINED MATERIAL subject to the
restrictions, requirements and limitations set forth herein, obtaining from CLIENT a receipt in a
form provided by DMC, INe. containing an acknowledgment by CLIENT of its potential
liability for disclosure or actions in violation of the Agreement.
l2. It is hereby acknowledged by CLIENT that all materials released under this Agreement shall
continue to be protected under the existing License Agreement in perpetuity and are for exclusive
use by CLIENT, and shall not be divulged to any other party or utilized for any other purpose
whatsoever. CLIENT further covenants to cause any and all individuals that will be given access
to RETAINED MA TERlAL to agree in writing to accept and uphold all provisions of this
Article.
l3.
l4.
The current version of the specific system programs and documentation shall be released only to
CLIENTS that have executed License Agreements, and produced AFFIDAVIT to the AGENT.
Any CLIENT not current with an annual software license contract may have access only to the
version of RETAINED MA TERlAL they have purchased.
DMC, INC. shall defend, indemnify and hold AGENT harmless against any and all claims
(except criminal charges) arising directly or indirectly from, as a result of, or in connection with
this Agreement, and shall pay all costs (including, without limitation, attorneys' and accountants'
fees) incurred by AGENT in defending against them, promptly upon AGENT'S request therefor.
.
.
.
15. CLIENT covenants not to sue AGENT for damages it suffers which arise directly or indirectly
from, as a result of, or in connection with this Agreement, unless Escrow Agent is legally at
fault.
l6.
All notices required or permitted hereunder shall be directed to the person(s) and addressed as set
forth where executed on behalf of the partners or at such other address as may be provided to all
parties in the manner provided for notices hereunder.
17. This Agreement takes effect upon its acceptance and execution by DMC, INC. and shall be
interpreted and construed under the laws of the State of California, which laws shall prevail in
the event of any conflict of law.
IN WITNESS WHEREOF, we have hereto set our hands and seals the day first above written.
Vojin Hadzi-Pavlovic, President
Decision Management Company, Inc.
23151 Verdugo Drive, Suite 115
Laguna Hills, CA 92653
James L. Markman, Agent
Richards, Watson & Gershon
P. O. Box 1059
Number One, Civic Center Circle
Brea, CA 92622-1059
i
.
APPENDIX B
Bid Bond
.
ROCK Hill. NEW YORK 12775-8000
(A Slock Company)
Bond NOSD0005b529-01
BID BONO
AlA Document No. A31 0 (February, 1970 Edition)
KNOW ALL MEN BY THESE PRESENTS. that we Decision ~lanagement Company, Inc.
as Principal, and Frontier Insurance Company, Rock Hill, New York 12775, a corporation duly organized under the
laws of the State of New York as Surety, are held and firmly bound unto
City of Clearwater
as Obligee, in the sum of **TEN THOUSAND AHD NO/lUOTHS DOLLARS****
Dollars ($:tO ,000.00 ),
for the payment of which sum well and truly to be made. the said Principal and the said Surety, bind ourselves, our
heirs, executors. administrators, successors and assigns. jointly and severally, firmly by these presents.
WHEREAS, the Principal has submitted a bid for
Police Imaging Project - Install a turnkey document imaging system.
gj
NOW, THEREFORE, if the Obligee shall accept the bid of the Principal and the Principal shall enter into a Contract
with the Obligee in accordance with the terms of such bid. and give such bond or bonds as may be specified in the
bidding or Contract Documents with good and sufficient surety for the faithful performance of such Contract and for
the prompt payment of labor and material furnished in the prosecution thereof, or in the event of the failure of the
Principal to enter such Contract and give such bond or bonds. if the Principal shall pay to the Obligee the difference
not to exceed the penalty thereof between the amount specified in said bid and such larger amount for which the
Obligee may in good faith contract with another party to perform the Work covered by said bid, then this obligation
shall be null and void. otherwise to remain in full force and effect.
'g
e
'G
I
~
,-
~
@
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G
Signed and sealed this
day of March 1999
~~-~
~ (Principal)
f/~~/~/n~
(Title)
30th
(SEAL)
FRONTIER INSURANCE COM;:'ANY
Surely)..
(S EA II
J\ltorney-In-F act
FM 19-'187171951
:J.: ]~:.l-o.;. .~..'
I
...n. uu ,,~.. ..". ..I,..... "I....u ,1..',1'. ..". ..1.. ,t.. "'. AU au u'.... .t. ,If..' ".,"\, 't'rl\I"l""iI"''Xtti'" .......,
't" . "'\. I "t .
w
(0 Stock Company)
POWER OF ATTORNEY
~noU) cAff C}lten <!\,y ~ijese ~resents: That FRONTIER INSURANCE COMPANY, a New York Corporation, having its principal office in Rock
Hill, New York, pursuant to the following resolution, adopted by the Board of Directors of the Corporation on the 4th day of November, 1985.
"RESOLVED, that the Chairman of the Board, the President, or any Vice President be, and hereby is, authorized to appoint Attomeys-in-
Fact to represent and act for and on behalf of the Company to execute bonds, undertakings, recognizances and other contracts of indemnity
and writings obligatory in the nature thereof, and to attach thereto the corporate seal of the Company, in the transaction of its surety business;
"RESOLVED, that the signatures and attestations of such officers and the seal of the Company may be affixed to any such Power of Attorney or
to any certificate relating thereto by facsimile, and any such Power of Attorney or certificate bearing such facsimile signatures or facsimile seal
shall be valid and binding upon the Company when so affixed with respect to any bond, undertaking, recognizance or other contract of indemnity
or writing obligatory in the nature thereof;
"RESOLVED, that any such Attorney-in-Fact delivering a secretarial certifICation that the foregoing resolutions still be in effect may insert in such
certification the date thereof, said date to be not later than the date of delivery thereof by such Attorney-in-Fact:
This Power of Attorney is signed and sealed in facsimile under and by ,the autho~ty of the above Resolution.
DENISE DAVIS ROSANA NEWMAN
DOES HEREBY MAKE, CONSTITUTE AND APPOINT:
of La Jolla . in the State of California ,
its true and lawful Attomey(s)-in-Fact with full power and authority hereby conferred in its name, place and stead to sign, execute, acknowledge and deliver
in its behalf, and as its act and deed, without power of redelegation, as follows:
Bonds guaranteeing the fidelity of persons holding places of public or private trust, guaranteeing the perfonnance of contracts other than
insurance policies; and executing or guaranteeing bonds and undertakings required or pennitted in an actions or proceedings or by law allowed;
IN AN AMOUNT NOT TO EXCEED SIX HUNDRED FIFTY THOUSAND ($650,000.00) DOLLARS; and to bind FRONTIER INSURANCE
COMPANY thereby as fully and to the same extent as if such bond or undertaking was signed by the duly authorized officers of FRONTIER
. INS~RANCE COMPANY, and all the acts of said Attorney(s)-in-Fact pursuant to the authority herein given are hereby ratified and confirmed.
an iIDltlless iIDfjereof. FRONTIER INSURANCE COMPANY of Rock Hill, New York, has caused this Power of Attorney to be signed by its VICe
President and its Corporate seal to be affixed this 12th day of October ,19 98 .
FRONTIER INSURANCE COMPANY
STATE OF NEW YORK)
COUNTY OF SULLIVAN)
......";u'R.;;;.....
./,'i' # ....
/~.. 0.'0"'..,. "\"\
(t:~))
~q~
BY:
DAVID E. CAMPBELL, Vice President
ss:
On this 12th day of October . , 19 98 ,before me, N. Ortiz, Notary Public, personally appeared
David E. Campbell of FRONTIER INSURANCE COMPANY, personally known to me to be the individual and officer described herein, and who executed the
preceding instrument, and acknowledged the execution of the same, and being by me duly sworn, deposed and said, that he is the officer of the Company
aforesaid, and that the seal affixed to the preceding instrument is the Corporate Seal of the Company, and the Corporate Seal and signature as an
officerwere duly affixed and subscribed to the said instrument by the authority and direction of the Corporation, and that the resolution of the Company.
referred to in the preceding instrumant, is now in force.
all ~estinton.!l iIDfjereof, I have hereunto set my hand, and affixed my official seal at La Jolla, California, the day and year above written.
r--.:l!~;.1
-e CoJ.~~l9DD
, ~",*-~J"
t San DIego CcuIIy -
j - - - ~~~~~~I
'--'Y\ .
CERTIFICATION
Signature of Notary Public
Corporation Acknowledgement
I, JOSEPH P. LOUGHLIN, Secretary of FRONTIER INSURANCE COMPANY of Rock Hill, New York, do hereby certify that the foregoing Reso-
.J... lution adopted by the Board of Directors of this Corporation and the Powers of Attomey issued pursuant thereto, are true and correct, and that both the
. Resolution and the Powers of Attorney are in full force and effect.
3n 'IDitne.. 'IDfje1<or. I he... he,",,,,,, ... my ""'" ond affixed 1ha IacsimiIa .... 01 ~
MARCH 30 ,19 99 ./~>.. ~ / ~
'I,:;" 0..0.... ~\ ~
... (,!SEAL~ .i
i~ .., :i
\~ .'. '0.+ j' JOSEPH P. LOUGHLIN, Secretary
day of
....,. . ~ ,"'\1'''1 n /11 '()Q',
.
.
.
STATE OF CALIFORNIA}
}ss
COUNTY OF SAN DIEGO}
ON 03/30/1999 . before me, N. Ortiz, personally appeared
Denise Davis, personally known to me (or proved to me on the basis of satisfactory evidence) to
be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to
me that he/she/they executed the same in hislher/their authorized capacity(ies), and that by
hislher/their signature( s) on the instrument the person( s), or the entity upon behalf of which the
person( s) acted, executed the instrument.
WIlNESS my hand and official seal.
J~ -- - ---N.~~ -- -- f
~ Commission # 11923)2
~ N6 . -- Notay Public - Califanla j
J -aego~ E
... ... ... ~-~~~:~
Signature
~..V'l. ~~JJ=--~,
\ '\
\. "
........~'
..............................................................................
(THE BALANCE OF TIllS PAGE IS INTENTIONALLY LEFT BLANK)
i
APPENDIXC
.
Financial Statement
.
{.:;'
.
DECISION MANAGEMENT COMPANY
FINANCIAL STATEMENTS
FOR THE
YEARS
ENDED
DECEMBER 31, 1996 and 1997
WITH
ACCOUNTANT'S
COMPILATION
REPORT
.
~
..
.
.
GEORGE W. TEATS .ra.
CERTIFIED PUBLIC ACCOUNTANT, A PROFESSIONAL CORPORATION
To the Stockholder
Decision Management Company
Laguna Hills, California
I have compiled the accompanying balance sheet of Decision
Management Company, Inc (an "S" Corporation) as of December 31,
1998 and 1997 and the related statements of income and retained
earnings, cash flows and schedule 1 for the years then ended, in
accordance with standards established by the American Institute
of Certified Public Accountants.
A compilation is limited to presenting in the form of financial
statements information that is the representation of management.
I have not audited or reviewed the accompanying financial
statements and, accordingly, do not express an opinion or any
other form of assurance on them.
540 NORTH GOLDEN CIRCLE. SUITE 104 . SANTA ANA, CA 92705 . (714) 835-3327
~
.
.;
DECISION MANAGEMENT COMPANY
BALANCE SHEET
DECEMBER 31, 1998 and 1997
ASSETS
CURRENT ASSETS
1998 1997
$ 4,541 $ 24,150
381,781 252,627
9,709 7,709
59,952 109,972
455,983 394,458
Cash
Accounts Receivable
Notes Receivables
Loans to Officers
Inventory
Investments
Total Current Assets
PROPERTY AND EQUIPMENT
Net Property and Equiprnent(Note 2)
3.514
6.334
Total Assets
$
459.517 $ 400.792
See accompanying notes and Accountant's compilation report.
-3-
.
.
.
DECISION MANAGEMENT COMPANY
BALANCE SHEET
DECEMBER 31, 1998 and 1997
LIABILITIES AND STOCKHOLDERS' EQUITY
CURRENT LIABILITIES
Accounts Payable
Accrued expenses
Accrued California franchise tax
Sales Tax Payable
Current Portion of Notes Payable
Total Current Liabilities
LONG-TERM LIABILITIES
Notes Payable(Note 3)
Less Current Portion
Total Long-Term Liabilities
Total Liabilities
STOCKHOLDERS' EQUITY
Common Stock
Retained earnings
Total Stockholders' Equity
1998
$ 65,317
1,283
104.644
171,244
104,644
(104.644)
271,244
62,133
226,140
288.273
Total Liabilities and Stockholders'
Equity $ 459.517
"
1997
$
21,602
72,447
4,021
59.000
157,070
123,433
( 59,000)
64,433
221,503
62,133
117,156
179,289
$
400.792
See accompanying notes and Accountant's compilation report.
-4-
~
.
,.
"
DECISION MANAGEMENT COMPANY
STATEMENT OF INCOME AND
RETAINED EARNINGS
FOR THE YEARS ENDED DECEMBER 31,1998 and 1997
1998
1997
REVENUES
Product and Service revenue
Interest Income
Total Revenue
$ 1,270,719
462
1,271,181
$ 1,359,764
1,359,764
Cost of goods sold
287,296
983,885
467.457
Gross Profit
892,307
OPERATING EXPENSES
Schedule 1
698,365
716,949
INCOME FROM OPERATIONS BEFORE
COMPENSATION OF OFFICER
285,520
175,358
OFFICER COMPENSATION
Salary
174,960
150,000
INCOME BEFORE INCOME TAXES
110,560
25,358
Provision for Income Taxes
1. 576
1. 738
NET INCOME
108,984
23,620
BEGINNING RETAINED EARNINGS
117.156
93,536
ENDING RETAINED EARNINGS
$ 226,140
$
117.156
.
See accompanying notes and Accountant's compilation report.
-5-
.
.
.
"
DECISION MANAGEMENT COMPANY
STATEMENT OF CASH FLOWS
FOR THE YEARS ENDED DECEMBER 31, 1998 and 1997
1998
1997
CASH FLOWS FROM OPERATING ACTIVITIES:
Collections from customers
PaYments for operating activities
PaYments for cost of goods sold
$ 1,142,027
(870,525)
(270,322)
$ 1,308,633
( 698,579)
( 540,099)
Net Cash Provided by Operating
Activities
1. 180
69,955
CASH FLOWS USED BY INVESTING ACTIVITIES:
Purchase of Plant & Equipment
Net Cash Flow Used for Investing
Activities
CASH FLOWS FROM FINANCING ACTIVITIES:
Monies lent on Officer Loan ( 2,000) 5,934)
Borrowings on line of credit 37,000
Principal PaYments on Notes Payable (55,789) 53,000)
Net Cash Flow Used by Financing
Activities (20.789) 58.934)
NET CHANGE IN CASH (19,609) 11,021
Cash Beginning 24,150 13,129
Cash Ending $ 4,541 $ 24,150
See accompanying notes and Accountant's compilation report.
-6-
.
.
.
"
DECISION MANAGEMENT COMPANY
STATEMENT OF CASH FLOWS FROM OPERATING ACTIVITIES
FOR THE YEARS ENDED DECEMBER 31, 1998 and 1997
1998
1997
Net Income
$ 108.984
$ 23,620
Adjustments to net income to
reconcile cash flows
Add:
Depreciation and Amortization
Expense
Decrease in Notes receivable
Decrease in Inventory
Increase in Accounts payable
Increase in Accrued expenses
Increase in Sales tax payable
2,800
2,800
78,677
16,000
11,029
72,447
50,020
43,715
1,283
97.818
180,953
Deduct:
Increase in Accounts Receivable
Decrease in Accrued taxes
Decrease in Accrued expenses
129,154
4,021
72,447
205,622
50,270
84,348
134,618
Net Cash Provided From Operations
$
1.180
$ 69,9.25
See accompanying notes and Accountant's Compilation report.
-7-
i
.
I.
"
DECISION MANAGEMENT COMPANY
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 1998 and 1997
NOTE 1 - SUMMARY OF SIGNIFICA~7 ACCOUNTING POLICIES
This summary of accounting policies of Decision Management
Company (Company) is presented to assist in understanding the
company's financial statements. The accounting policies conform
to generally accepted accounting principles and have been
consistently applied in the preparation of the financial
statements.
- The Company incorporated on August 24, 1981. The Company is
a consulting firm specializing in the industry of image
processing.
- The Company utilizes the direct write-off method for bad
debts. No allowance for bad debts has been provided as no
material write-offs are expected for receivables as of
December 31, 1997.
- Property and equipment are stated at cost and are being de-
preciated on the straight line method over their estimated
useful lives for financial reporting purposes and State
income tax purposes and Accelerated Cost Recovery System
and the Modified Accelerated Cost Recovery System methods
for Federal income tax purposes. Repairs and maintenance
are expensed when incurred while additions or
improvements which increase usefulness or extend the life
of the asset are capitalized and depreciated over the new
useful life.
- The Company elected to be a subchapter "S" corporation which
means that they will be taxed in a similar nature as a
partnership where the stockholder receives a K-1 and will
pick up their share of the income on their tax return.
Hence, the Company does not provide a provision for
federal income taxes, only a provision for the California
minimum franchise tax.
- The Company values it I S inventory on a first-.in, first-out
basis, which 'is similar to an actual cost basis, where the
cost of the item matches the flow of goods.
- The Company values it's investments on a lower of cost or
market basis.
-8-
it
.
.
DECISION MANAGEMENT COMPANY
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 1998 and 1997
NOTE 2 - PROPERTY AND EOUIPMENT
1998
1997
$ 150,533
8.782
159,315
(152,981)
$ 6.334
Furniture and Equipment $ 150,533
Automobile 8,782
Total 159,315
Accumulated Depreciation (155,781)
Net Property and Equipment $ 3,534
NOTE 3 - NOTES PAYABLE
Notes payable at December 31, 1998 consist of the following:
Line of Credit with a Financial Institution,
with a borrowing capacity of $ 100,000 and
an interest rate of bank's reference rate
plus 3.775 percent. The line of credit has
a remaining balance for working capital purposes
of $ 63,000.
$
37,000
Note payable to a Financial Institution
for a small business administration loan,
plus interest at prime plus 2%, payable
$ 5,808.00 monthly through December 1999
67,644
Total Notes Payable
$ 104.644
The aggregate amount of future principle paYments on the
outstanding notes are as follows:
Years ending December 31, 1999
$ 104,644
$ 104.644
Total
NOTE 4 - RELATED PARTY TRANSACTION
The Officer has a note receivable from the Company in the amount
of $ 9,709.00, this note is non-interest bearing and due upon
demand of the company.
-9-
(;."
'.
.
~
DECISION MANAGEMENT COMPANY
NOTES TO FINANCIAL STATEMENTS
DECEMBER 31, 1998
NOTE 5 - PRIOR PERIOD ADJUSTMENT
The Company had been recording the entire contract amount as
accounts receivable when the contract was received, instead of as
the contract was earned. The adjustment decreases the accounts
receivable to the actual amount that was earned on the contract.
-10-
.
.
.
DECISION MANAGEMENT COMPANY
SCHEDULE 1 - OPERATING EXPENSES
FOR THE YEARS ENDED DECEMBER 31, 1998 and 1997
1998
Employee Salaries and Payroll Taxes
Advertising
Automobile
Bad debt note receivable
Bad debt consignment inventory
Bank fees
Commission
Depreciation and Amortization
Dues and Subscriptions
Education
Gifts
Insurance
Interest
Meals
Miscellaneous
Office
Outside Services
Postage
Printing expense
Rent
Repairs and Maintenance
Royalty expense
Sales expenses
Software
Subcontractor
Shipping
Taxes and Licenses
Telephone
Travel
Utilities
Total Operating Expenses
$ 356,021
2,404
2,368
825
5,602
2,800
2,693
23,323
34,282
1,471
17,678
67,114
1,700
1,316
28,254
3,184
9,250
12,571
8,424
5,998
10,131
14,575
73,112
13.269
$ 698,365
See accompanying notes and lioccountant I s Compilation report.
-11-
$
$
1997
256,941
5,313
78,000
16,000
8,778
2,800
1,572
28,985
42,113
19,201
76,551
1,859
23,710
1,853
14,742
12,639
18,276
11,522
854
14,887
69,073
11. 280
716,949
.
CITY OF CLEAR\VATER
REQUEST FOR PROPOSAL 50-99
FOR
POLICE IMAGI:\G PROJECT
PRE-BID CONFERE:\"CE
9:00 AM MARCH 31, 1999
CLEARWATER POLICE DEPT.
645 PIERCE STREET
.
OPENI~G DATE: APRIL7.1999
TIME: 4:00 P.'I.
AT
CITY OF CL'"EAR\VA TER PLRCHASING DEPT.
100 SO. MYRTLE.A VE1"l'E. 3RD. FLOOR
,
CLEAR\\"A TER, FLORIDA 33756
.
.
CITY OF CLEARWATER
CITY COMMISSION
Ms. Rita Garvey, Mayor
Mr. Ed Hooper, Vice Mayor
Mr. Bob Clark
Mr. J. B. Johnson
CITY MANAGER
Mr. Michael J. Roberto
.
CLEARWATER POLICE DEPARTMENT ADMINISTRATION
Chief Sid Klein
Deputy Chief Bill Baird
Deputy Chief Dewey Williams
.
11
.
Police Imaging Project Team
Deputy Chief William Baird
Captain Donn Githens
Lt Patrick Adamson
Ms, Jill Divens
Mr. Jim Albright
Ms. Susan Stephenson
.
.
U1
.
.
.
TABLE OF CONTENTS
Section Pace
I. Background Information 1-1
II. Proposal Guidelines II - 1
III. Functional Requirements III - 1
IV, Proposal Forms IV - 1
V. Appendix A - Sample Forms, PC Inventory, Acceptance Testing
1\'
.
I. BACKGROUND INFORMA nON
A. City Environments
Clearwater
The City of Clearwater comprises approximately 27 square miles of land and 8.5
square miles of waterways and lakes. Clearwater is part of a larger metropolitan area
that includes St. Petersburg and other smaller cities in Pinellas County, as well as
Tampa, across the bay in Hillsborough County. Clearwater serves as county seat for
Pinellas County.
Clearwater has a Commission-Manager form of government. Four Commissioners and
a Mayor-Commissioner are elected at large to serve overlapping two-year terms. They
appoint the City Manager and the City Attorney, All other administrative and
professional positions, estimated to be filled by 1600 employees, are appointed by the
City Manager in accordance with the City's Civil Service System.
Generally, City staff anticipates that the current estimated population of 100,000 will not
grow significantly in the near future,
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B. Law Enforcement Environment
Clearwater Police Department
The Clearwater Police Department (Department) employs 478 people, including 258
police officers, who provide patrol, law enforcement, crime prevention and other
services to this west-central Florida city. Clearwater and its permanent population of
100,000 is also home to a transient, largely winter population many times that size.
Organizationally, the Department is divided by basic function into the Office of the
Chief and four major divisions: Patrol, Investigations, Services, and Communications.
In addition to these four large divisions, the Department has many smaller units,
created over the years to fill specific needs. Each of these units is assigned
organizationally to one of the divisions or to the Office of the Chief.
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The Department presently has an Ethernet - TCP/IP based Wide Area Network
installed. There are approximately 216 Dell Pentium PC's connected to the network.
The main headquarters building is running in a Switched Ethernet environment with a
100 mhz backbone and 10mhz to the workstations. All headquarters servers are
connected to the 100mhz backbone. The Department's 6 (six) sub-stations are
connected to the headquarters building via GTE supplied Frame Relay Service through
a Bay Networks BLN router. The Beach and Countryside sub-stations are connected at
T-1 speed and the others are connected at 256K The PVC's are between the
individual sub-stations and the headquarters building only. The Department network
includes a mixture of Hewlett Packard Laser Printers (5p, 5si, 4v) and Hewlett Packard
Deskjet Printers (560, 660, 870, 890 and 1120)
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C, Proiect Obiective
The principal objectives for this Police Imaging Project are to:
1. Provide the City of Clearwater Police Department with a fully functional and secure
Document Imaging System for use in archiving Police Reporting and of Police
Personnel Records. Samples of these documents can be found in Appendix A.
2. Provide a link (inserted icon) from the Police Imaging System to the Logisys
Records Management System (RMS), which when double clicked will execute the
graphical viewer of the Document Imaging system for any related document image
and display the image.
3. Meet all State of Florida requirements relating to Record Storage and Retrieval.
(Florida Archival Law)
4. (Optional) Provide for the imaging software to insert into the Police Department
RMS output from an Optical Character Recognition (OCR) engine.
D. Proiect Scope
The project's principal goal is to install a turnkey Document Imaging System with a
customized database, incJuding related hardware, imaging and OCR software;
hardware and software support; middle-ware to link the Imaging Software to the Police
Department's Logisys RMS; and associated administrative services for the following
location:
Clearwater Police Department
645 Pierce St.
Clearwater, F133756
The prospective Vendor shall have complete responsibility for all work contained in the
RFP specification, AU components and services proposed shall be the explicit
responsibility of the Vendor(s) submitting and signing this proposal, including sub-
contractors' portions of work, if applicable. Prospective Vendors may suggest
departures from stated requirements where a revised approach would better meet the
City's intent as reflected in the RFP. Any such variance shall be clearly explained and
justified in the RFP response and noted in the Variance section on the Proposal
Signature Page.
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It is required that Vendors propose all elements of the RFP unless the element is
identified as optional. It is the intent of the City to select a sinole vendor who will act as
Prime Contractor, and assume responsibility for all aspects of the project. We
anticipate that the selected vendor may subcontract with other complimentary vendors
who can supply products and/or services the Prime Contractor does not normally offer.
F. Vendor Reauirements
A complete Uturn-key" system is required so that nothing remains to be purchased or be
supplied by the city other than exceptions as indicated in the Vendor's proposal.
Contracts shall be made only with responsible Vendors who possess the potential
ability to perform successfully under the terms and conditions of this proposed
procurement. Consideration shall be given to such matters as Vendor integrity, record
of past performance, financial and technical resources and/or accessibility to other
necessary resources.
The included specifications set forth mlOlmum functional standards required for
satisfying the Police Imaging Project requirements. Cost will be a definite
consideration; however, overall quality and the capability to provide a long-lasting
solution will be preeminent in vendor selection,
Each firm submitting a proposal must have established a state and/or national
reputation for the planning, supplying, installing and maintaining of their systems.
Supply parts and equipment maintenance must be available within 24 hours of need.
It will be up to the vendor to contact Logisys and make arrangements to acquire the
specifications needed for the link to the Logisys Records Management System, The
contact at Logisys is:
Karen Rising
Logistic Systems Inc.
3000 Palmer St.
Missoula Mt 59802
( 800)564-4797
The Vendor shall provide source code to the Police Department as part of
implementation, or as a minimum, the Vendor shall provide for Escrow of the source
code for the licensed software provided under this Contract. If the Vendor becomes
insolvent or incapable of support, the source code shall be made available to the Police
Department for full rights to use, maintain, support, and modify the software for use by
the Police Department. The source code held in Escrow shall be maintained current,
and shall be accompanied by its full doaJmentation. Software licenses provided under
this Agreement shall not be interfered with by the Vendor.
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G. Proiect Questions
Vendors with questions or desiring information relative to the Request for Proposal may
contact:
CLEARWATER PURCHASING MANAGER
Mr. George McKibben
100 S. Myrtle Avenue
Clearwater, FL 33756
727/5624634 or 727/5624630
Written questions to be responded to at the Pre-Proposal Conference are due by:
March 29, 1999.
H. Important Notice
The City shall not be responsible for oral interpretations given by any City employee,
representative, or others. The issuance of a written addendum is the only official
method whereby interpretation, clarification, or additional information can be given. If
any addenda are issued to this RFP, the City will attempt to notify all prospective
Vendors who have secured same. However, it shall be the responsibility of each
Vendor, prior to submitting the competitive proposal, to contact the City of Clearwater's
Purchasing Manager (727/562-4634) to determine if addenda were issued and to make
such addenda a part of the competitive proposal.
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II. PROPOSAL GUIDELINES
To facilitate evaluation and comparison of Vendor proposals, we require that each Vendor
prepare a proposal to conform with the guidelines set forth below.
1. PROPOSAL DEADLINE
Ten (10) copies of the sealed proposal, marked "Police Imaging Project" should be submitted
and received by the date of April 7, 1999 at 16:00 to the following address:
CLEARWATER PURCHASING DEPARTMENT
Mr. George McKibben, Manager
100 S Myrtle Avenue
Clearwater, FL 33756
Phone: 727/562-4634
Proposals will be opened at the above place and time. No proposal may be withdrawn for a
period of 150 days after the date of opening. Proposals may be withdrawn prior to
the proposal opening, Late proposals will not be opened.
. 2. VENDOR'S CONFERENCE/QUESTIONS
A Pre-Proposal conference to answer Vendor questions will be conducted on March 31, 1999
at 0900 hours in the Clearwater Police Department Headquarters Building, 645 Pierce St,
Clearwater, FL 33756. Responses to written questions will be provided at that time, along
with a tour of the facility, Verbal responses will not be considered binding until officially
answered in writing by the City. Additional questions will be responded to up until ten (10)
days before proposal due date. Addenda, if required, will be sent to all known Vendors.
3. CALENDAR OF EVENTS
Release date of this RFP
Written Questions Due
Pre-Bid Conference
Proposal Opening
Selection of Top Candidates
Vendor Demonstrations/Site Visits
Agenda Item to Clearwater City PurchaSing
City Commission Action
Contract Initiation
Work Begins
Completion Date
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Week of March 22, 1999
March 29, 1999
March 31, 1999
April 7, 1999
Week of April 21 , 1999
Week of April 26, 1999
Week of May 10, 1999
June 3, 1999
Week f June 14. 1999
Week of June 21, 1999
Week of November 15, 1999
The preceding schedule may be changed solely at the City's discretion.
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this RFP, shall be handled as public records in compliance with Chapters 119 and 286,
. Florida Statutes,
The City gives no assurance as to the confidentiality of any portion of any proposal once
submitted, Meetings with the City Commissions are conducted -in the Sunshine- pursuant to
Chapter 286, Florida Statutes.
9. LEGAL NAME
Competitive proposals shall clearly indicate the legal name, address, and telephone number
of the Vendor, and shall indicate whether the Vendor is a corporation, general partnership,
limited partnership, individual, or other business entity. Competitive proposals shall be signed
above the typed or printed name and title of the signer. The signer shall have the authority to
bind the Vendor to the submitted competitive proposal.
10. INFORMALITY WAIVING/BID REJECTION
All competitive proposals shall be prepared and submitted in accordance with the provisions
of the RFP. However, the City may waive any informalities, irregularities, or variances,
whether technical or substantial in nature, or reject any and all competitive proposals at its
discretion.
11. GENERAL TERMS
· The City of Clearwater reserves the right to refuse all proposals in their entirety.
Contracts shall be awarded to the responsible Vendor best meeting the evaluation criteria.
The purchaser may at their discretion, reject any and all bids, or accept any which in their
opinion, best serves the City's needs.
Vendors will stipulate the delivery dates, and a proposed installation completion date.
Vendors may submit bids for all items listed on the RFP forms,
The purchaser reserves the right to delete specific items from a bid, if to his financial
advantage. Additional bid items may be purchased, at the bid price by the City for at least six
months after the bid expires.
Additional work, if any, requested by the City during the term of the contract will be paid for on
a time and material basis utilizing rates quoted in the proposal. Change Orders must be
approved by the City Manager. Changes may Involve deletions (credits) as well as additions.
The specifications are a combination of functional and technical requirements. They are
intended to be of a non-restrictive nature, that will provide open and free competition among
Vendors. Only high quality, current design, electronic equipment with a proven performance
. will be acceptable for use in this project.
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The majority of the equipment to be purchased and installed can be supplied by two or more
. Vendors. Some equipment and/or modifications may require purchase from Vendors capable
of supplying items that are compatible with existing equipment.
Even though certain details may have been omitted in this document, it will be the
responsibility of the Vendor to verify the completeness of the material lists and the suitability
of the electronic devices to meet the intent of the specifications and the project. Any
additional equipment or services required, even if not specifically mentioned herein, shall be
provided by the Vendor without claim for additional payment, unless noted as exceptions in
their bid.
Any exceptions to the specifications must be stated on the Section V forms. Options for all
components may be offered, and will be accepted if deemed advantageous to the City
12. PERFORMANCE & ACCEPTANCE TESTS
Performance and Acceptance Tests are described in Appendix A. These acceptance criteria
will be in effect unless the Vendor proposes another acceptable plan to the City. A plan for
conducting acceptance testing is required in the Vendor's response.
13, DESIGN REVIEW
Any proposed custom design specifications must be approved in writing by the City's Project
. Manager before work commences.
14. DOCUMENTATION
Up-to-date industry standard system and user documentation must be provided with each
component or module before acceptance testing commences.
The Vendor will furnish to the City's Project Manager, prior to the final testing of systems,
complete instruction manuals if applicable. These shall include the latest revisions to the
equipment and any changes that have occurred during the installation and testing.
As-built drawings for cabling and as-assembled hardware configurations are required.
15. PAYMENT TERMS
Payment terms will be as follows:
. 25% down payment
. 65% upon completion of work.
· 10% retainage for hardware. software. and services, except for expenses, until final
acceptance .
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. Vendor penalties will ~-:., effect as follows: 2.5% of total contract amount per month for
missing the completiifj"cfate, and for each successive 3O-day delay. The completion date is
November 15, 1999." delays exceed three months, the City reserves the right to, by written
notice to the Vendor's Project Manager, terminate the project and obtain liquidated damages
from the Vendor. Additional work, if any, requested by the City during the term of the contract
will be paid for on a time and material basis utilizing rates quoted in the proposal. Sales tax
shall not be collected from the City of Clearwater, which is tax-exempt.
16. MAINTENANCE PRICE LIMITATIONS
Hardware Maintenance: It is understood and agreed that hardware maintenance annual prices
quoted in the proposal shall be firm for five years from date of installation of each unit.
It is expected that there will be no first year hardware maintenance costs because of
warranties. Any such cost that the Vendor feels is necessary must be separately identified
and the costs thereof must be identified in the total proposal price.
Repair Costs: An hourly labor cost must be submitted for the first year of the contract. In
anticipation that labor costs will rise, a percentage increase must be submitted for subsequent
years.
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Response Time: A definitive statement as to the vendor's response time to a malfunction of
the Police Imaging System must accompany the proposal.
17. WARRANTY
Hardware supplied in the proposal shall be new hardware. The City shall not accept used or
remanufactured hardware. The hardware warranty shall include on-site maintenance for all
equipment. All hardware is warranted and without any maintenance charge for one full year
from the date of installation at the City. If a particular component carries a manufacturer's
warranty in excess of one year, the extended warranty will apply.
18. EVALUATION AND AWARD PROCESS
1. Proposals will be first examined. If the due date and time are satisfied, compliance
with all the requirements in Section II will be evaluated. Non-Compliant Proposals
wi II not be considered.
2 Proposals will then be objectively evaluated by a qualified team. The review team
will select several high ranking Vendor Proposals to conduct a follow-up study.
3 Oral presentations, written questions, or further clarification may be required.
4 Sconng will be based on a pre-defined method. The proposal with the highest
score and successful demonstration of the system will be selected for award.
pending final contract negotiation.
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5, Project cost may be utilized to differentiate among several proposals which
substantially satisfy the RFP requirements, but differ significantly in cost to the City.
6. We will notify all Vendors in writing when we make our final selection. Contract
negotiations with the selected Vendor will begin immediately.
7. Vendor selection is subject to the approval of the Clearwater City Commission,
8. Specific proposal weighting to be utilized in the evaluation will be as follows:
Company Background
References
Design
Functionality
Cost
10%
20%
15%
25%
30%
19. ALTERNATIVES
Where deviations from the specifications may result in lower cost and/or improved
performance, Vendors are encouraged to describe, in writing, equipment or software
alternatives that are in full agreement with the specification, in sufficient detail to permit
evaluation. Vendors shall explain why the alternate configuration will provide equivalent or
improved performance and/or lower cost.
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20. COMPLIANCE WITH THE LAW
The Vendor shall adhere to all applicable Federal, State, and local laws, ordinances and
regulations while rendering services pursuant to this Agreement.
21. INDEMNIFICATION
The Vendor, at its own expense, shall protect, defend, indemnify, and hold harmless the
Clearwater Police Department, and the City of Clearwater, the elected or appointed officers,
employees, or agents from and against any and all claims, causes of action, demands,
liabilities. losses, damages, costs, and expenses, which any of them may sustain or incur by
reason of any acts, omissions, or negligence by the Vendor that may arise out of this
Agreement.
22 PATENT AND COPYRIGHT INDEMNITY
The Vendor shall indemnify the City of Clearwater and save them harmless from and against
any and all judgements, suits, costs, and expenses resulting from any alleged infringement of
any patent or copyright arising from the licensing of Vendor software or purchase or use of
Vendor hardware.
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23. LICENSES, PERMITS. AND APPROVALS
4t-rhe Vendor shall obtain and pay for all permits, licenses, and approvals necessary for the
execution of the contract. The firm shall comply with all of the laws, ordinances, rules, orders,
and regulations relating to performance of work.
24. SHIPMENT OF EQUIPMENT
The Vendor shall assume all risk and bear all costs for all equipment until it has been
delivered to, installed, and accepted by the City of Clearwater. Note: The warranty will not
begin until the equipment is installed.
25, SUCCESSORS & ASSIGNMENT OF CONTRACTUAL RIGHTS
The rights and obligations of the Vendor in connection with this project shall be binding upon
its heirs, and successors, except that the City reserves the right to terminate the contract if the
Vendor company, in whole or in significant part, is acquired by another entity during the term
of this contract. It is agreed that the successful Vendor shall not assign, transfer, convey, or
otherwise dispose of the contract or its right, title or interest in to any part thereof, without
previous written consent of the City's Project Manager. AU subcontractors must be approved
by the City's Project Manager.
26. INSURANCE
.The following insurance requirements apply to the Prime Contractor and any and all
subcontractors; no on-site work may proceed until such proof of insurance has been submitted
to the City Project Manager.
The successful respondent shall furnish proof of worker's compensation, public liability, and
property damage, and automobile insurance within ten (10) days from the issuance of the
notice of the award.
General Liability - The Vendor shall procure and maintain, for the life of the contract, general
liability insurance. This coverage shall be on an .occurrence- basis and shall include:
premises and operations; independent Vendors; products and complete operations and
contractual liability. Certificate of Insurance shall indicate applicable deductible or self-
insurance retention (S.I.R), if any. Coverage shall be no more restrictive than the latest
edition of the Commercial General Liability policies of the Insurance Services Office,
This policy shall provide coverage for death, bodily injury, personal injury or property damage
that could arise directly or indirectly from the performance of the contract. The minimum limits
of coverage shall be $1.000,000 per occurrence combined single limit for bodily injury liability
and property damage liability.
Business Automobile Liability - The Vendor shall procure and maintain, for the life of the
epurchase order, business automobile liability insurance. The minimum limits of coverage shall
be $500,000 per occurrence. Combined single limit for bodily injury liability and property
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damage liability. This coverage shall be an -any auto. type policy. Coverage shall be no
. more restrictive than the latest edition of the Business Automobile Policies of the Insurance
Services Office,
Worker's Compensation - Worker's Compensation Insurance for all workers as required in
Florida Statute 440 is required. The City shall be included and identified as an additional
insured under the policy/certificate of insurance. Additionally, the Prime Contractor shall
furnish proof of Professional Liability (Errors and Omissions) coverage on an occurrence or
claims made form, with a retroactive date of inception of contract with the City, or earlier. The
minimum limits of coverage shall be $500,000 per occurrence, with deductible or self-
insurance (S.I.R.) indicated.
Professional LiabilitylMalpractice/Errors or Omissions insurance, as appropriate for the type of
business engaged in by the vendor, shall be purchased and maintained by the Vendor with
minimum limits of $1,000,000 per occurrence.
27. INDEPENDENT VENDOR STATUS
It is expressly understood and agreed that the Vendor is an independent Vendor at all times
and for all purposes hereunder, Officers, employees, or representatives of the Vendor shall
not be deemed in any way to be and shall not hold themselves out as employees, servants,
representatives, or agents of the City and shall not be entitled to any fringe benefits of the
City, such as, but not limited to, health and accident insurance, life insurance, longevity,
. economic increases, or paid sick or vacation leave. Solely the Vendor shall be responsible for
paying payroll wages, for the withholding and payment of all income and social security taxes
to the proper Federal, State, and local governments, and for providing worker's compensation
and unemployment insurance of the Vendor.
29. RIGHT TO PROTEST
Any actual or prospective Vendor who is aggrieved in connection with the solicitation or award
of a contract may seek resolution of its complaints by contacting the Purchasing Manager.
31. APPROPRIATIONS CLAUSE
.32. BID BOND REQUIREMENTS
Each competitive proposal must be accompanied by a bid bond in the form of a certified check
or surety bond in the amount of not less than twenty-five hundred dollars ($2,500). Checks or
bonds will be returned promptly after the City and the Vendor have executed the contract; or if
no Vendor's proposal is accepted, upon demand of the Vendor at any time thereafter, so long
as it has not been notified of the acceptance of its proposal.
Certified checks shall be drawn on a solvent commercial bank or trust company to the order of
the City of Clearwater. Surety on the security bond shall be a duly authorized surety company
authorized to do business in the State of Florida; any such bond shall be issued or
countersigned by an agent who is a resident of the State of Florida. Satisfactory evidence of
the execution authority of person or persons executing such bond shall be submitted with the
bond.
If a Vendor withdraws its competitive proposal, fails to negotiate in good faith with the City of
Clearwater. or fails to sign an Agreement after the City and the Vendor have reached agreed
terms, the full amount of the bond shall be forfeited and retained by the City not as a penalty,
but as liquidated damages. It shall be agreed that said sum is a fair estimate of the amount of
damages that the City will sustain in the event one of the foregoing circumstances occurs. No
plea of mistake in the competitive proposal or misunderstanding of the conditions of forfeiture
shall be available to the Vendor for the recovery of the deposit or as a defense to any action
. based upon the neglect or refusal to execute an Agreement after agreed terms have been
reached.
33. PERFORMANCE AND PAYMENT BOND
Performance and Payment (Labor and Material) Bonds in the amount of 100% of the contract
price, payable to the City of Clearwater will be required before any work on the contract can
be performed. A surety company used shall be authorized to do work in the State in Florida.
Should any disputes arise with respect to this contract, Vendor and the City agree to act
immediately to resolve any such disputes. Time is of the essence in the resolution of disputes,
Vendor agrees that the existence of a dispute notwithstanding, it will continue without delay to
carry out all its responsibilities under this Agreement in the accomplishment of all non-
disputed work: any additional costs incurred by Vendor as a result of such failure to proceed
shall be borne by Vendor, and Vendor shall make no claim against the City for such costs.
If Vendor and the City, via the designated representative and Vendor's Representative,
cannot resolve a dispute within thirty (30) days following notification in writing by either party
of the existence of said dispute, then the following procedure shall apply Contract disputes
will be referred in writing to the City's Purchasing Manager.
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. City can withhold in an escrow account any fees due Vendor as a guarantee to resolve said
disputes. During this period, Vendor cannot withhold support, maintenance. or hot line
access.
Performance and Payment Bonds will not be released until the project is 100% complete, all
acceptance tests have been passed. and the Vendor has presented substantive evidence to
the City that all subcontractors have been paid in full.
34. VENUE
This agreement shall be governed, interpreted, and construed in accordance with the laws of
the State of Florida,
35. ERRORS AND OMISSIONS
Once a competitive proposal is submitted, the City shall not accept any request by any Vendor
to correct errors or omissions in any calculations or competitive proposal price submitted.
35. RETENTION AND DISPOSAL OF PROPOSALS
The City reserves the right to retain all submitted competitive proposals for public record
purposes. The City also reserves the right to dispose of any or all copies of competitive
. proposals in whatever manner it deems appropriate. No copies of any competitive proposal
will be returned to the Vendor.
36, COLLUSION
By offering a submission to this RFP, the Vendor certifies the Vendor has not divulged to,
discussed or compared its competitive proposal with other Vendors and has not colluded with
any other Vendors or parties to this competitive proposal whatsoever. Also, the Vendor
certifies, and in the case of a joint competitive proposal each party thereto certifies as to its
own organization, that in connection with the competitive proposal:
a. all prices and cost data submitted have been arrived at independently, without
consultation, communication, or agreement. for the purpose of restricting
competition, as to any matter relating to such prices and/or cost data, with any other
Vendor or with any competitor;
b. no prices or cost data have been knowingly disclosed and will not knowingly be
disclosed by the Vendor, directly or indirectly, to any other Vendor or to any
competitor, prior to the scheduled opening;
c. no attempt has been made or will be made by the Vendor to induce any other
person or firm to submit or not to submit a competitive proposal for the purpose of
restricting competition;
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d, all persons interested in this competitive proposal, principal, or principals are
named therein, and no other person has any interest in this competitive proposal or
in the agreement to be entered into;
e. no person or agency has been employed or retained to solicit or secure this
Agreement upon an agreement or understanding for a commission, percentage,
brokerage, or contingent fee, excepting bona fide employees or established
commercial agencies maintained by the Proper for the purpose of doing business.
37. SCHEDULE REQUIREMENTS
After award of a contract, technical, scheduling and status meetings will be held. These
meetings will be for the purpose of, but not limited to:
. Establishment of project schedule. The Vendor shall deliver a detailed draft of a project
schedule for review by the City's Project Manager within fourteen (14) calendar days after the
contract is executed and a notice to proceed is issued.
. Establishing functional details of the system and networking design.
. Delivery, installation and maintenance of hardware and software. The Vendor shall deliver
to the Project Manager a complete set of space preparation details for all hardware
components to be installed (following schedule guidelines) within ten (10) days after the
contract is executed. This documentation shall include electrical voltages and power and
receptacle types and cooling requirements for each item of hardware and user manuals for the
software,
. 38. CONTRACT TERM
The term of the contract will be from the date of contract award until acceptance of the system.
39. COMPLIANCE WITH REGULATIONS AND STANDARDS
All Vendors, during their work, construction, and equipment installation must meet or exceed
current standards of organizations listed below:
. Federal Communications Commission (FCC)
. Electronic Industries Association (EIA)
. Institute of Electrical and Electronic Engineers, Inc (IEEE)
. The Environmental Protection Agency (EPA)
. Vendor Work Hours and Safety Standards Act
. Equal Opportunity Act
. State of Flonda Department of State. Division of Libraryllnformation Services
Administrative Rule/Procedure Chapter 18-26
40. DEFAULT BY THE VENDOR
Events of Default: Anyone of the following events shall constitute an Event of Default
. hereunder:
. Failure to proved any contract Bond or Insurance Certificates;
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. . The abandonment by the Vendor of its implementation of the System in accordance with
this Contract for any period of time;
. The repeated failure (defined for this purpose at least three (3) such failures within any
consecutive six-month period) to keep, observe or perform any of the other covenants or
agreements herein;
. The discovery by the City that any material statement of fact furnished to the City by the
Vendor in connection with its proposal for the privilege awarded hereunder is false or
materially misleading;
. Commencement of any insolvency or bankruptcy proceeding (including, without limitation,
a proceeding for liquidation, reorganization or adjustment or indebtedness) against the
Vendor or any guarantor or surety of this Contract.
. Insolvency of the Vendor or any guarantor or surety of this Contract, or if the Vendor of any
guarantor or surety of this Contract is generally unable to pay its debt as they become due;
. The making by the Vendor or by any guarantor or surety of this Contract of an assignment
for the benefit of its creditors or the filing of a petition for or the entering into of an
arrangement with its creditors;
. The appointment or sufferance of a receiver, trustee or custodian to take possession of all
or substantially all of the property of the Vendor or of any guarantor or surety of this Contract,
whether or not judicial proceedings are instituted in connection with such appointment or
sufferance;
. The placement of any lien or levy upon property used by the Vendor in its operations of the
. System which is not discharged of record within thirty (30) days, or any levy under any such
lien.
Upon the occurrence of any Event of Default, as defined above, the City, besides any other
rights or remedies it may have, shall have the right to terminate this Contract forthwith, and
recover immediately from the Vendor all damages proximately caused by the Vendor's default,
including without limitation court costs, reasonable expert's fees and reasonable attorneys'
fees. No action by the City pursuant to this Section, however, shall be deemed to terminate
this Contract unless written notice of termination is given by the City to the Vendor.
Regardless of whether the City has elected to exercise its rights to terminate this contract, if
any Event of Default shall occur, the Vendor shall pay upon demand all of the City's costs,
charges and expenses, including fees of counsel, agents and others retained by the City
incurred in connection with the recovery of sums due under this Contract, or because of the
breach of any covenant or agreement of City contained in this Contract of or any other relief
against the Vendor.
41. MISCELLANEOUS REQUIREMENTS
Vendors Resoonsibilitv
It is understood and agreed that Vendor shall furnish to the Police Department a complete,
. fully operational Police Imaging System installed per the proposal.
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In the event that Vendor's proposal includes equipment developed by another Vendor,
.manufacturer or supplier, Vendor shall assume responsibility for such items offered as part of
said proposal. Vendor shall be responsible for carrying out its obligation and responsibilities
pursuant to this Agreement, and shall be the only entity to receive payment for same from the
City.
City'S Resoonsibilitv
The Police Department will fully cooperate with and assist Vendor in the performance of its
responsibility under this Agreement. As part of Police Department responsibilities, it will make
available to Vendor a qualified staff member who, as the Police Department's representative,
will have authority to ad for City and provide operations and adivities, and assume
responsibility for the computer facility at all reasonable times, and have the authority to
enforce implementation decisions which are mutually agreed to by the Police Department and
Vendor. The Police Department will also provide all needed network connections required by
the system, electrical requirements, and coordination with the RMS software vendor.
Time of Performance
It is expressly understood and agreed that time is of the essence in this Agreement. Vendor
shall commence performance of this Agreement within fourteen (14) business days of the date
of execution of this Agreement by City, and shall furnish the professional services, software,
hardware and materials set forth in this Agreement, within the time periods set forth in this
section.
. RFP and Vendors ProDOsal are Part of Contract: Conflict
The contract for the Police Imaging System will consist of:
1. The Contracts for the Police Imaging System:
2. The City's RFP; and
3. The Vendor's Response Proposal
In the event of any conflict, discrepancy. or inconsistency among any terms, provisions, or
conditions contained in this document, the conflict or discrepancy shall be resolved by
applying the above order.
.
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III. FUNCTIONAL REQUIREMENTS
7,0 LISTING OF SYSTEM COMPONENTS
7.1 All wiring is to be concealed and properly wrapped behind computer system (s).
Existing wiring may be used if feasible.
7.2 If vendor supplied software runs on an Intel platform, the minimum hardware
proposed must be as listed below. Otherwise, the latest technology for the
needed platform must be provided:
. Industry recognized Intel based Pentium 450mz mmx or higher tower based
computer system.
. 12 GIG 10ms IDE Hard Disk Drive
. 128 MB EDO Enhanced Memory
. 32 Bit PCI Graphics Accelerator
. 40x CD ROM Drive or DVO
. 3.5 Diskette Drive
. 101 Keyboard and MS Mouse 2.0
. 19 inch Color Video Monitor
. PCI Ethernet Adapter
7.3 Other Components
· Industry Standard High Resolution Duplexing Scanner with Sheet Feeder for
automated scanning
. Imaging, Indexing and OCR software
. Interface with logistic System's Records Management System
. Installation of complete system
. Remote administration modem.
. Any other equipment necessary to provide equipment and features as
described below.
. As-Built drawings
. Instruction and Training Manuals
. Administrator and User "Train the Trainer" Training
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8.0 System Requirements
Introduction
The following is a list of the desired functional items the City would like the
system to provide. We believe that the majority of the requirements identified for
this system can be met by existing software packages with little or no
modification with the exception of the Logisys Interface, Vendor responses to
the following specifications must be incorporated into the Vendor Proposals.
Responses must reflect software as it actually exists today, as vendors may be
asked to demonstrate features during presentations and demonstrations. The
coding is as follows:
Yes - System offers this feature today
No - System does not offer this feature and incorporation is not planned
MR - Modification Required. Modification to present system to provide this
feature will be done and the cost and completion date is shown (adjacent to the
specification in the MR column) If this feature is planned for a future system
release and will be available to the City at no additional cost or under a support
contract, please show the planned date of release of the upgrade,
A. Century Compliance
Requirement
Response
Code
1, The new Imaging system must be century compliant and must accept, store, process,
calculate, and di a dates from 0110112000 and be ond.
2. All date values must be accepted and represented as the fonnat MMlDD/CCVY,
where MM represents the month value, DO represents the day of month value, CC
re sents the centu value 19 or 20 , and VY re sents the ear of the centu .
3. The system software must have no unreasonable limitation to dates entered where
acce able limits will be low 01/01/0001 and . h 12/31/9999.
4. Century values, stored in the database and displayed on the screen. will be needed
for the sorting fields that are prefIXed by a year value. Example: Police Report #-
01-14889 must have a century value of twenty (20) so that a report or selection list
can sort them in the ro r order.t
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1.
2.
3.
4.
5.
6,
7.
8.
9.
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B. User Interface
Requirement
All screens used in the Police Imaging Project must be designed with the following
concepts: Use a GUI with efficient navigation, informative help messages, field
editi data ent automation, and e nomic de . n.
All entry fields, where appropriate, must offer default values when a saeen is first
di a ed for ent ,or when the user the field without enteri an value.
All entry fields that receive date and time values must perform edits and must only
aeee valid ent .
Any group of fields involved in a calculation must employ group editing, where all
fields needed for a rticular calculation receive a r value.
All fields, where appropriate, must provide intelligent edits. Example: The number of
es for a recorded document must alwa s be reater than zero 0 .
All user screens must provide help screen and help field windows that offer efficient,
informative, and instructional information.
All entry fields that have validation from a code table must produce, upon user
request, a pick list of code table values, where the user can select the proper value
for the field.
Application software screens must produce messages informing the users of required
fields that must receive a value before a screen can be aeee ed.
All screens must display progress update messages when the system is executing a
cess which results in the user screen bei disabled.
C. Disaster Recovery
Requirement
1, The vendor must develop a plan for system recovery, including hardware, software,
and other materials, after a disaster (total system failure, hurricane, flood, etc.)
occurs, which has completely or partially disabled the system and/or destroyed on-
line data.
2. The Recovery plan must include all steps needed to get the system operational for
user access, and full data restore timi estimates must also be vided.
3. The Recovery plan must include hardware replacement and availability in
accordance with a time-sensitive situation. Any damaged equipment must be easily
re aced or re ired within a reasonable time.
4. The Recovery plan must contain a full and complete system hardware list, including
model numbers and manufacturer contact information.
5. The Recovery plan must contain a full and complete system software list, including
version numbers and manufacturer contact information.
6. The Recovery plan must include involvement of the vendor immediately bye-mail,
hone, fax, or on site visit.
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Response
Code
Response
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D. Efficient Backup Method For All On-line Disk Drives
Requirement
1 . The new system must provide for a digital tape storage system for system data and
o ical disk backu ,
2. The use of the Department's Hewlett Packard 70gb DL T tape dove is preferred,
however, another tape storage method will be considered if it proves to be more
efficient. If a tape dove of another manufacturer is suggested, it must be able to
rform data com ssion thro h the hardware mechanism.
3. Digital tapes used in other proposed tape system backups must have a capacity of at
least fo 40 GB.
4. A full system backup test must be perfonned duong the full system testing phase of
the project. This backup must be representative in that the amount of data stored
must be as close as ssible to a full converted and functional s em.
5. A full system restore test must be performed duong the full system testing phase of
the project. This restore of all system data must prove that. upon completion, the
system's disk arrays and optical disks are accurately re-populated with the data that
was resent . or to the backu restore.
E. Decision Support Capabilities
Requirement
1 . The new imaging system must provide appropriate statistical and summary
information to be used for decisions by management personnel. Areas of decision
support include database statistics related to application transactions, and system
resource u e.
2. System resource usage (CPU, disk, memory) statistics must be provided by the
o rati s ems or b third rt software utilities,
3. Database statistics (data record totals, table capacities. etc.) must be provided by the
database man ement software or b third rt software utilities.
4. All software structures designed or provided by the vendor must contain data and
utilities that afford su rviso rsonnel decision su rt ca bilities.
F. System Documentation
Response
Code
Response
Code
The vendor shall describe all forms of documentation and on-line help included with the system
proposed. including supporting screen dumps and examples of each. Include examples of all hard copy
system. operations, and other manuals developed for the system The vendor shall state any copyright
restoction to their documentation.
Requirement
1.
2.
3.
4.
. lcations.
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Response
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5.
6. Documentation must include e
7. Documentation must include di
8, Documentation must include s
G. Logisys Records Management System Interface
Requirement
1.
2.
3.
4.
H. On-line Help Screens
Requirement
5. The system must provide on-line help for all screens and menus, including topic
searches.
6. On-line hel must assist in eneral nav' ation of the screens.
7. The help function must be context sensitive and index driven for all screens and
menus.
8, The system must provide the capability for user-written, index driven help that may
be added to the core roduct.
I. Application User Documentation
Response
Code
Response
Code
Requirement Response
Code
1 . vided for each a lication.
2.
3.
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J. Flexibility
Requirement
1 . Database software used in the production of the new Imaging system must be an
open systems compatible product, capable of running on many different platfonns or
be a self duplicating system, which when a copy of the database is created a copy of
all software needed to view the database is co 'ed at the same time,
2. The system must pennit changes in database structure without requiring
recom 'Iation of rams not directl im cted b the cha es.
3, All software products used in the system must have user license agreements that can
be u raded when the need arises. to add more users.
4. Application Servers and File Servers (Pes or Minis) must have the capability to
access different disk drive s ems, includi RAID DVO and 0 ical Jukeboxes.
5. The s stem will have the abir to function with 'nters from different manufacturers,
6. The system will have the ability to function with digital scanners from different
manufacturers,
7. S stem architecture will be desi ned to antid te additional wor1(stations,
8. All application software modules will use code tables in place of hard-coded values
where ssible.
K. Capacity
Requirement
. 1.
2,
3.
4.
5.
6.
7,
.
The Image server must be able to store at least twelve (12) months of images on
magnetic media for rapid access, the equivalent being one hundred thousand
100,000 document es.
The Optical Disk technology must be able to store ten million (10,000,000) document
es,
The Image system database must be designed with the capacity to index one million
1,000.000 re rt numbers.
The Image system database must be designed with the capacity to hold two million
2,000.000 data records for recorded documents.
The vendor must outline procedures related to the migration of image files from disk
arra s to 0 tical disks, and then to archival 51 e.
Wo!1(stations must be configured with appropriate CPU speed. RAM, and fixed disk
capacity, in order to efficiently execute application programs and functions. Please
s ci r uirement.
File server(s) used in the system must contain appropriate amounts of CPU speed
and memory in order to handle operating systems (program execution) and database
access stora e and retrieval .
m~
Response
Code
Response
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L. Controlled Data Entry
The new Imaging system must place controls on data entry in all appropriate areas. Software and
hardware technology will be used to replace manual entry methods, thereby improving data integrity and
minimizing data entry errors.
Requirement
1, If possible, given software limitations, Optical Character Recognition (OCR), and
Windows CopylPaste functions will be used to assimilate data from physical
documents or di ital im
2. On all data entry screens of the new system, field edits must be employed, such as
ro r dates, times, numeric values, etc.
3, On all data entry screens of the new system, certain fields will be required entry. In
the Recordingllndexing application, required entry of certain fields will be conditional
based on the document Instrument bei recorded.
4, On all data entry screens of the new system, code table value lists must be utilized,
where appropriate, so that only a value from that field's code tabfe will be acceptabfe
ent .
5. On all data entry screens of the new system, default values will be used, where
acce table, to aid users in data ent .
M. System Security
Requirement
1 . The system database must be password protected with a password that allows read-
only capability, and a password, known only by the vendor and the Police Imaging
S stem Administrator, that ives readlwrite access to all database files.
2. All users of the new system must have a log-on password. which estabfishes a
rticular user's Secu' Profile.
3. Maintenance software must be restricted to certain nnelonl .
4. Operating systems used on file servers must contain a full set of system security.
Third party security packages will be considered. if the vendor is familiar with a
articular acka e.
5, Only Police Computer Operations and Imaging System Administration personnel will
be iven access to an 0 rati s em commands,
6. Any Windows NT servers used must have all software folders restricted to System
Administration personnel only. Users must be given a folder/sub-folder area for
stora e of user-created files.
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Response
Code
Response
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N. Document Imaging
Requirement
Response
Code
1. The imaging software must be a widely used, industry accepted package from an
e rienced manufacturer.
2. Imaging software proposed by the vendor must be a software package that is
integrated with customized applications and fully supported by the vendor. The
imaging software must be a package that the vendor has successfully installed and
utilized in other im i a ication ems.
3. The imaging software must be a 32 bit PC-based and support stand-alone and
network versions.
4. The imaging software must support digital scanners from multiple manufacturers, and
must be able to utilize all features of a . lar d' ital scanner.
5. The imaging software must control use of the scanner through the software screens,
and must display to the user all messages communicated by the scanner, including
error conditions.
6. The imaging software must support multiple objects, such as images, COLD objects,
and OLE 0 'ects.
7. The im e file 0 'ects must be com ssed and decom ressed th h software.
8. The imaging software must provide desktop utilities that can enhance and process
images, including zoom capabilities, reverse video, transposed image, and clockwise
and counter- clockwise rotation.
9. The imaging software must include an image viewing utility that allows the user, by
keyboard or mouse control, to navigate a rectangular box over the image and
simultaneously have the boxed area of the image displayed in an enlarged window on
another rt of the dis a screen.
10, The imaging software will allow for objects to be stored and retrieved as standard
files from m netic, DL T, and CD-ROM subs ems.
11. The imaging software must support a variety of storage methods including SCSI,
optical WORM drives and jukeboxes, DL T drives and jukeboxes, and CD-ROM
drives and 'ukeboxes and DVD drives.
12, The imaging software interface must support the ability to create and/or add objects
thro h a scanner, file im rtation facir ,fax ueue, cli rd, or OLE a ication.
13. The imaging software must support the ability to print and fax any object on existing
Windows . nt or fax device.
14. The im i software must su
15. The im i software must su a v of OCR s.
16, The imaging software must accept data from other databases and any object file such
as TIFF of all t s, JPG. Bitma . pcx. ASCIII. MS Office files and Adobe PDF files.
O. Acceptable Operating Systems
The preferred operating systems used by the Department are IBM AIX and Windows NT/9S/98.
However, other operating systems may be acceptable.
Requirement
Response
Code
1 . Operating systems/environments acceptable for use in the new Imaging system must
be 0 n s ems com ible, includi network and communication areas.
2. Operating systems/environments ac:ceptable for use in the new Imaging system must
work with varied ri eral hardware.
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3. Operating systems/environments acceptable for use in the new Imaging system must
be capable of accommodating industry acceptable multi-user database management
s stems.
4. Operating systems/environments acceptable for use in the new Imaging system must
contain on-line dia nostic tools that are useful to S ems rations rsonnel.
5. Operating systems/environments acceptable for use in the new Imaging system must
have a file system/command structure that is easy to use, or must have an
administrative la er which makes the file em/command structure eas to use.
P. Document Scanner
The system must have one (1) scanning station with one (1) duplex scanner with multiple-sheet feeder
capability.
Requirement
1.
2,
3.
4.
. 5.
6.
7,
8.
Di ital Scanner used in this s em must scan with a resolution of 150 d . to 600 d i.
Scanning speed for the highest resolution must be in the range of twenty (20) to forty
40 es r minute.
Digital Scanner must have a flat bed scanning capability for documents that do not
conform to a standard page size, or for documents that have several pages together,
front and back, on one sheet.
0' ital Scanners must connect to a PC usi the SCSI-II Interface.
Digital Scanners must function with controlling software operational under Windows
95198/NT .
0' ital Scanner must have automatic r size detection.
Digital Scanner must use compression techniques that create industry standard
im e files.
Oi ital scanner must have the abilit to scan 3.x5. to 11.x17. r sizes
Q. Recording & Indexing
Requirement
The user must have the ability to execute the Recording/Indexing application software
from a menu s stem and/or deskto icon.
All date fields on the Recording/Indexing application screens must be century
com liant. acce i date values from the Year 2000 and be ond.
The search screen used to create a select list of existing Recording/Indexing records
must have the capability to locate records by report number, officer. victim. suspect,
date or re rt t
All fields in all Recording/Indexing application screens that have a finite, user-defined
set of values must receive their values from user-defined code tabfes.
All documents relating to Police Department Reports will be imaged, indexed and
linked to the L' RMS.
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Response
Code
Response
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6. A Document Type code table must exist that includes all document types recorded. A
system supervisor must have the ability to add codes to this table. The Document
Type code table must also contain YesINo flags that instrud the Recording screen to
uire ent to certain fiek:ts.
7. Documents must be linked by dired reference to a Report number, officer, vidim,
su d, date or document t
8. The software must have a security flag to allow the users to update data on the Official
Records Index for the current ear.
9. The software must have a security flag to allow the users to update the Official
Records Index for .or ars.
10. Remote access (Sub-station) to a document's information and image must be
rovided.
11. Users must have the ability to print a report. on a daily basis. that lists the number of
new records added to the database, as well as those records that have been modified,
12. When printing reports, users must be able to select the type of output, the printer,
number of co ies, and have the 0 ion to cancel the 'nt uest.
R. Document Retrieval
Requirement
1.
2.
. 3.
4.
5.
6.
7,
8.
9.
The system must provide an efficient means of document retrieval and rapid
transition from e to e,
The system must allow a scanned document to be rotated, cropped, moved on the
screen, scrolled e e. and di a ed in reverse video.
The system must provide the user with the ability to enlarge a sedion of the scanned
document.
The system must have the ability to handle multipie, simultaneous requests for an
ima eel document, and for multi e im ed documents,
The user must have the ability to scroll through a displayed image that is too large to
frt on the worXstation monitor.
The users must have access to search and select lists.
Users must have the ability to access each index in the system allowed by their
securit level.
S em must allow 60 concurrent users to retrieve documents
Document must appear within 8 seconds at the Headquarters Building and 14
seconds at the Sub-Stations from the time the im e is uesled.
.
S. Document Copying
Requirement
1. Users must be able to re roduce documents on a lase 'et rinter.
2. The document copies must be equivalent in appearance to the digital images
dis la eel on the screen.
3. Users must be able to select multiple documents for copying, and queue them on a
.nter.
4. The s stem must create a dissemination I
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Response
Code
Response
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T. Verification
Requirement Response
Code
1, Users need the ability to pick a document from the work queue that needs to be
verified.
2. Users must have a 'verified flag' to change the status of the document in the worX
Queue.
3. Users must have access to an Index Verification Report, which will be viewed on-line
and compared to the document imaaes.
4. Users must be able to perform re-key verification of the report numbers of the
documents.
5. Any modifications to fields, other than report number, must be made by a system
suoervisor,
6. A system supervisor must have the ability to modify a user's security profile to allow
for makina corrections on documents.
7. The verifying screen must look the same as the indexina screen.
8. lf a re-keyed field does not match the corresponding indexed field, the user must
have the ability to select one and delete the other.
U. Security
Requirement
Response
Code
1. Each user will have a uni ue I on name and un' ue ssword.
2, Each user must be required to change their logon password every ninety (90) days,
and the security software must not allow use of the same password for twelve (12)
iterations.
3. At least the first five (5) characters of the new password must be different from the
rior assword,
4. Onl al habetic and numeric characters are acce able for sswords.
5. Each user will have a security profile which controls access throughout the entire
1m i s em, includi all a ications.
6. Add, Modify, and Delete capabilities will be conflQurable for each screen that uses
database records,
7, The addition, modification, and deletion of appfication data records will be
confi urable in the user securit files.
8. The system security must allow for an Inquiry user profile to be created. This user
would onl have the ca bir to view records.
9. The Security application must provide a set of screens that allow the supervisors to
add. modi ,and delete user secu . rofiles
10. The user security profile for the system supervisor can never be deleted, and is
automaticall created when no user securit files exist.
11. A default user security profile template must exist and will be available for use when
each new user rofile is added to the s em.
12. The Security application must give the supervisor the ability to clone a user security
rofile when the need to add the same or similar rofile arises.
13, The Security application must provide a report that lists all user security profiles in
the s stem.
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V. Code Tables
Requirement
1. On all screens in the new system, any field with a finite, user-defined set of values
will be able to receive its value from a set code table file.
2. Code table values for all fields will be presented in a drop down. pick list from which
the user will select the value desired.
3. Users will be able to add as man code table entries as needed.
4. For historical data ses no code table ent can be deleted.
5. Code table entries no longer desired will be expired (logically deleted) by the system
su rvisor.
6. 'red code table entries can be reinstated b the s em su rvisor.
7, 'red code table entries will not show u on the hel field 'ck list of values.
8. All screens will dis a the code table descri ions wherever ssible.
9. No two code table entries, from the same table, with the same value, can be in effect
at the same time.
10, Users always have the option of updating the textual description for any code table
ent .
11. The users will have the ability to create a full system code table report that lists all
active code table values, rou and sorted b table
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Response
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9.0 System Training Requirements
Training proposals must provide for software, equipment maintenance and system
administration, primarily through on-site training. Additional cJassroom training may be
proposed as long as it is itemized and an explanation of need is incJuded.
The following training requirements have been identified in connedion with each
proposed system.
9.1
Number Trained
4
3
4
Subiect
Application Software- Train the Trainer
Equipment Maintenance
System Administration
Technical Specifications
All respondents must state, in writing, any other information pertinent to the overall
design and installation of the contract as requested in this RFP. This will help avoid a
misunderstanding between the city and the Contrador and alleviate a possible dispute
prior to the completion of the contract. Any deviation of the installation methods being
required may result in removal from consideration of the contract.
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IV. Proposal Fonns
1.A COMPANY IDENTIFICATION
Vendor Information: If multiple system solutions are proposed, please photocopy this
section and type on the top of each page the name of the respective firm for which the
answers are included.
1. SYSTEMS INTEGRATOR and SUB CONTRACTORS:
GENERAL:
NAME OF PRIME COMPANY
CONTRACTOR
NAME OF PRIME CONTRACTOR
PROJECT MANAGER
NAME OF MAINTENANCE
CONTACT
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1.8 CUSTOMER CONTACTS
Customer Name:
Address:
Telephone
Customer Name:
Address:
Fax
Telephone
Customer Name:
Address:
Fax
Telephone
Fax
IV-2
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2.A SYSTEMS INTEGRATOR INFORMATION
BUSINESS EXPERIENCE
Years in business
Total number of systems installed
EMPLOYEES of the Firm (only):
National
Local (within 150 miles of Clearwater)
Local (within 30 miles of Clearwater)
Total full time employees
Total part time employees
[] Proposed Project Manager:
[] Financial Statements Enclosed ( Y IN)
[] Number of lawsuits filed against the firm in the past five years
Description/Status of lawsuits:
IV-3
GENERAl QUESTIONS
. Have you included all requested products and services in
your proposal?
YES I NO
If not, explain:
How long have the proposed principal products been on the market?
Hardware:
Software:
Please indicate the location and maintenance staffing, from which support will be
provided.
Hardware:
Software:
.
How many copies will you provide of the following documentation?
Hardware
As Built Drawings
Paoer
Maonetic
What training do you propose to offer to customer personnel upon installation?
Will prices be firm for 150 days from date of submission?
Upon being selected as one of the finalists, will vendor provide
a Dun and Bradstreet Report at its expense?
Copies of the standard contracts must be included with thiS bid.
Indicate that sample contracts are attached.
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COST SUMMARY
All item costs should be NET DISCOUNTED costs by individual item. We do not want
a discount applied to a lump sum price, The City reserves the right to delete individual
items or to change the requested quantities free of any procurement penalties.
If a vendor has more than one configuration or more than one combination of vendor
solutions, it is fully permitted to photocopy this RFP and submit as many alternatives
as one may wish.
All prices quoted are assumed to be for a fully functional system inclusive of
computer(s), cables, converters, software, and racks where indicated on the approved
proposal.
IV-5
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COST SUMMARY
Name of Company I Prime Vendor:
Component Name and Model:
The following is our proposal for the equipment, applicable software, and services
requested in the Clearwater Police Department's Request for Proposal dated April 7,
1999.
HARDWARE
ITEM
UNIT
COST
PURCHASE ANNUAL MONTHLY
TOTAL MAINTENANCE LEASE
QTY
$
$
$
$
1\"-6
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ITEM
UNIT
COST
QTY
SOFTWARE
PURCHASE ANNUAL MONTHLY
TOTAL MAINTENANCE LEASE
$
$
$
$
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ITEM
COST SUMMARY (Continued)
OTHER CHARGES
COST
Equipment Installation
$
Software Installation
Cabling Installation
Delivery and Handling
Training - Hardware
Training - Applicable Software System
Performance Bond
Initial Supplies:
Other (Specify):
Subtotal:
Total other charges:
TOTAL:
IV-8
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COST SUMMARY (Continued)
EQUIPMENT MAINTENANCE
Please describe the equipment maintenance options for period (monthly, annual,
multiple years, etc.) as well as for coverage time (8-5:00 M-F; 24 hours, 7 days; etc.),
Be specific regarding pricing for proposed systems. Also indicate the hourly labor cost
for repairs and projected costs for the next five years. Finally, provide a definitive
statement about the response time that can be provided (8 - 5:00 M-F; 24 hours, 7
days, etc.):
IV-9
Variance Description
. Please describe any variance from the specifications, term and conditions of this RFP,
No variations or exceptions by the prospective Vendor will be deemed part of the
proposal unless such variance or exceptions are listed and contained in the proposal
documents and referenced in the space provided below. If no statement is contained in
the space below it is hereby implied that your proposal complies with the full scope of
this RFP.
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IV -10
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t.
PROPOSAL SIGNATURE
In further description of this proposal, we submit information identified as follows:
BIDDING UNDER THE NAME OF:
(Purchase Order will be issued and payment will be made only in the name above)
ADDRESS:
(zip code)
PAYMENT ADDRESS:
(if different than above)
(zip code)
FEDERAL EMPLOYER
IDENTIFICATION NUMBER:
Check One:
[ ]
[ ]
CORPORATION, Incorporate under the laws of the State of:
PARTNERSHIP, Consisting of (list partners):
[] ASSUMED NAME. Register #:
[] INDIVIDUAL
AUTHORIZED SIGNATURE
I hereby certify that we have read the Request for Proposal in its entirety that we understand fully what
is required of us, and we agree to abide by all elements of the Request for Proposal except as
specifically noted on Form 2C. Systems Integrator Exceptions.
Signed
Date:
Printed:
Phone:
Title:
IV-ll