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R-00-07-25-13A1 - 7/25/2000Ganner Associates Proposal to City of Round Rock FOR A CONSULTANT To perform PLANNING and IMPLEMENTATION SERVICES for a NEW COMPUTER AIDED DISPATCH and RECORDS • MANAGEMENT SYSTEM April 26, 2000 Wireless Communications Solutions Planning and Implementation Services for the City of Round Rock TABLE OF CONTENTS L BACKGROUND AND APPROACH 3 UNDERSTANDING 3 ' R _ ' ' _ _ u • T. 3 EL 3 APPROACH 4 • WORK PLAN 4 MANAGEMENT OF THE POLICE. DEPARTMENT'S USER GROUP 4 CONTRACT NEGOTIATION 5 DFVFI OPMENT AND MAINTENANCE OF PROJECT PI AN 5 PROJECT MANAGEMENT 5 POST - IMPLEMENTATION REVIEW 5 • METHODOLOGY — ACCOMPLISHING SERVICE EXPECTATIONS 6 PROJECT MANAGEMENT PHASES 6 PHASE I: DEFINE AND ORGANIZE THF. PROJECT 6 PHASE II' PLAN THE PROJECT 7 PHASE. III: TRACK AND MANAGE THE PROJECT 7 4, PROJECT ORGANIZATION AND STAFFING 8 PROJECT STAFFING 8 EXPERIENC 8 PI UM IC SAFETY 011AI.IEICATIONS 9 WIRELESS COMMI INICATIONS 01 IALIFICATIONS 9 OTHER QUALIFICATIONS 10 OTHER RES011RCE$ 13 VENDOR RELATIONSHIPS 13 u t Is Y•k::P C. I.T ' • • A • PRICING 13 Ganner Associates 2 April 26, 2000 Planning and Implementation Services for the City of Round Rock 1. Background and Approach Understanding The City of Round Rock, Texas is in the process of implementing new radio dispatch, computer, and information systems. The implementation process will be broken into two projects: Project 1: Requirements Definition and Cost Estimates The project will include: • Define, document, and approve system and end -user requirements. • Develop a project plan and project schedule. • Work with the Police Department's User Group to develop end -user requirements and obtain user buy -in and commitment. • Develop and distribute a Request for Information (RFI) that will solicit technical, functional, and budgetary information from the vendor community. • Assist the Police Department in the development of a management report to secure funding for the procurement and implementation of the systems. Project 11: Procurement and Implementation The specific tasks associated with the procurement and implementation of the system will be defined as part of Project I: Requirements Definition and Cost Estimates. At a minimum, Project II will include the development of a Request for Proposals (RFP) and a technical review of proposals submitted. Depending on the City's need, this project also may include management of the implementation process — i.e., working with vendors to ensure compliance with RFP schedules and requirements. Ganner Associates Profile Ganner Associates consists of engineering, project management, and consulting professionals who have the combined expertise required to successfully manage the project from conception to project completion. Ganner Associates provides consulting, engineering, system integration and development services, and training and documentation services to public safety agencies who are integrating existing and/or new computer and mobile technologies. From requirement definition, project planning, technology evaluation and selection, to post implementation support, Ganner Associates provides assistance with all phases of a system life cycle. Ganner Associates has the skills required to insure a successful implementation of the Computer Aided Dispatch and Records Management System project, wirelessly enabled for the field officer. The City of Round Rock will find no other organization with this Ganner Associates 3 April 26, 2000 Planning and Implementation Services for the City of Round Rock experience and expertise focused on computer technology and wireless communications for public safety users. Ganner Associates was founded in 1997 to provide wireless communications solutions for public -safety and transportation markets. Mr. Garner, along with other consultants and corporations provides specialized solutions to organizations such as the City of Round Rock. Approach Ganner Associates proposes to address the City of Round Rock's requirements for consulting services with expertise in the pertinent core disciplines. The following sections outline specific activities and methodologies through which Ganner Associates proposes to apply its expertise to the benefit of the City of Round Rock. 2. Work Plan The City of Round Rock is seeking a consultant to assist the City in the planning and implementation of a new Computer Aided Dispatch and Records Management System using CDPD and with auto - vehicle locator, laptop computer, and wireless data transfer features. Ganner Associates recognizes that the City of Round Rock may have fully completed or partially completed some of the tasks described in this work plan. In that event, Garner Associates can review and validate completed tasks as deemed necessary by the City. Due to the nature of the work being done, the tasks listed in the work plan are not necessarily in sequential order and many of the tasks described can be completed in parallel. Ganner Associates will complete a project timeline after reviewing the current status of project deliverables, evaluating the effort required to complete remaining tasks, and understanding the resources available to staff the project. Management of the Police Department's User Group Ganner Associates will work with the Police Department's User Group to: • Determine end -user requirements for CAD, RMS, auto - vehicle locators, and laptop computers. • Evaluate software in the following areas: technology, CAD workflow, interfaces /integration, imaging/links, RMS standard reporting, RMS records Management, RMS Booking, RMS Workflow, Automated Reporting System, Property and Evidence, and Crime Analysis. • Select a software vendor that best meets the needs of the City. • Identify what software alterations are necessary for the project. Ganner Associates 4 April 26, 2000 Planning and Implementation Services for the City of Round Rock Contract Negotiation Ganner Associates will provide consulting services to ensure: • The system design is defined, documented, and complete. • The data communications design is defined, documented, and complete. • The system performance criteria are defined, documented, and complete. • The acceptance terms and conditions of the contract are defined, documented, and complete. • The installation responsibilities are defined, documented, and complete. • The milestones and payment schedules are defined, measurable, documented, and complete. Development and Maintenance of Project Plan Garner Associates will develop and maintain a project plan. This plan will include: • Creating an implementation schedule that identifies project milestones. • Developing a work breakdown structure and establishing effort estimates. • Evaluating whether adequate resources are available to staff the project. • Identifying the critical path, dependencies, and risks of the project. • Developing contingency plans for high- impact, high -risk areas as required. • Ensuring the project plan is current and up -to -date. • Identifying necessary course corrections if the project schedule is at risk. • Identifying project review and assessment points. Project Management Ganner Associates will: • Coordinate activities with the Police Department, other agencies, and vendor representatives. • Prepare the design specifications with the vendors. • Complete an assessment of needed equipment. • Oversee the installation and testing of the new systems. • Provide technical expertise and objective analysis as required. • Prepare monthly project reports to the City's Project Manager. These reports will include: • a summary of the work completed during the previous month • a discussion of any significant problems or issues encountered during the project and their current status • Provide oral briefings and summaries of project findings and recommendations to the City's Project Manager. • Attend meetings as required with the City's Project Manager. • Perform other services as defined by the City's Project Manager. Post - implementation Review Ganner Associates will perform a post - implementation review to ensure the system satisfies specified requirements. Garner Associates 5 April 26, 2000 Planning and Implementation Services for the City of Round Rock 3. Methodology — Accomplishing Service Expectations To assist the City in achieving its goals and executing the work plan, Ganner Associates proposes the methodology defined in the subsequent sections. Ganner Associates recognizes that the City of Round Rock has extensive experience in the procurement and implementation of CAD and RMS systems and that some of the tasks described below may already have been completed. In that event, Garner Associates can review and validate tasks completed to date as deemed appropriate by the City. Project Management Phases Project management is a discipline. Technical knowledge and native intelligence are not enough to insure the success of a project. Projects must be planned, staffed, and completed with precision and diligence. Ganner Associates has developed a project management methodology that improves project execution by providing a systematic framework to increase teamwork, gain commitment, and make informed time and cost tradeoffs. A typical project is broken into three phases, each with specific objectives, tasks, and deliverables. The three phases are: Phase I: Define and Organize the Project Phase II: Plan the Project Phase III: Track and Manage the Project Note: While theses phases are depicted in a waterfall model, in practice phase activities will overlap and in some cases may be iterative. Phase 1: Define and organize the project The objectives of this phase are to obtain buy -in of end users, develop accountability and ownership for project deliverables, and to gather and document project requirements. Some of the tasks associated with this phase are: • Defining, documenting, and verifying the requirements for the new Computer Aided Dispatch and Records Management System. • Forming functional working groups to staff the project. • Establishing the methods and frequency of communications between project stakeholders during all phases of the project. • Securing the approval of all phase deliverables with City of Round Rock Police Department before entering the planning phase of the project. Ganner Associates 6 April 26, 2000 Planning and Implementation Services for the City of Round Rock Deliverables from this phase may include a project file and requirements documents. Phase I!: Plan the project The objectives of this phase are to develop, review, and approve the project tasks. Planning documents are developed, including the project plan, project timeline, test plans, and process re- engineering plans. Some of the tasks associated with this phase are: • Developing a work breakdown structure and establishing effort estimates. • Ensuring adequate resources are available to staff the project. • Identifying the critical path, dependencies, and risks. Developing contingency plans for high - impact, high -risk areas. • Defining milestones and project review points. • Securing the approval of all phase deliverables with City of Round Rock Police Department before entering the tracking and managing phase of the project. Deliverables from this phase may include: a project plan, a project schedule (including assigned resources), system design specifications, system performance criteria, test plans, implementation plans, a system integration plan, a risk management plan, a disaster recovery plan, a documentation plan, and a training plan. Phase !!l: Track and manage the project This is the implementation phase of the project. From a project management perspective, the objectives of this phase are to monitor the project, analyze variances from plan, make course corrections when required, and to collect quantitative and qualitative project data. Some of the tasks associated with this phase are: • Conducting project reviews at regular intervals to insure performance to plan. • Tracking and monitoring the closure of action items, problem reports, and changes to plan. • Providing reports to Police Department management and end users on project status. • Identifying when to invoke risk management plans. • Performing a post - implementation review to ensure the new CAD and RMS system satisfies specified requirements. • Securing the approval of all phase deliverables with City of Round Rock Police Department before completion of the project. Deliverables from this phase may include project reports, management reports, and audit reports. Few projects fail due to technology issues, but many succumb to poor project management and a lack of ownership. The implementation of a new CAD and RMS system will succeed as a result of the project management team obtaining buy -in of the users and ultimately the user becoming the owner of the project. Ganner Associates 7 April 26, 2000 Planning and Implementation Services for the City of Round Rock 4. Project Organization and Staffing Project Staffing PROJECT MANAGER: Ray Garner Mr. Ganner is the principle of Ganner Associates, a communications engineering consulting firm in Huntington Beach, California. The firm provides strategic planning, design, and implementation support services for organizations attempting to leverage wireless technology. Mr. Ganner is a manager and engineer with over 25 years of experience in the communications industry. He has extensive experience with public safety communication systems. This experience ranges from concept to execution. Mr. Ganner is actively involved with industry associations addressing the new and proposed Federal Communications Commission (FCC) regulations and their impact on users of the land mobile radio spectrum. He has served as President of the Land Mobile Communications Council representing all FCC Certified Frequency Coordinator Associations. Mr. Ganner holds an MS in Computing Science from Texas A &M University and a BS in Mathematics from Portland State University. He has served as an instructor for the California Police Officer Service Training program and is a member of the Association of Public- Safety Communications Officials (APCO). Experience As the Manager of Wireless Communications for Consolidated Freightways Inc., Mr. Ganner was responsible for the strategic development of wireless data communications and the management of all wireless services for Consolidated Freightways and its operating companies. He managed a $10 million operating budget for wireless communications services supporting 20,000 wireless communications devices. He has evaluated, qualified and deployed wireless data devices on private data systems, radio packet data networks, shared mobile radio systems, geostationary orbit satellites, cellular systems, and paging services. As Vice President of Technical Development for SuperShuttle International, Mr. Ganner was responsible for the operation of mission critical telephone, computer, and wireless systems for the largest national airport van and taxi service. He formed an information technology group that designed and implemented a nationwide computerized reservation system and dispatch system using mobile digital technologies. He deployed a large metropolitan, multiple site, single frequency wireless data system supporting 600 mobile digital terminals. He defined the operating requirements of a data terminal built by Motorola and used by the largest taxi fleets in the United States. As Vice President of Technical Development for Command Data Systems, Mr. Garner was responsible for the development of software products for the public safety market. Major product offerings included computer aided dispatch, mobile digital, records and networking software operating on Hewlett Packard (HP) and Digital Equipment Ganner Associates 8 April 26, 2000 Planning and Implementation Services for the City of Round Rock Corporation (DEC) hardware platforms. The company became industry leader in three years and was recognized within the public safety community as the premier software provider. As Vice President of Customer Support for Command Data Systems, Mr. Garner was responsible for the development of a national customer support organization for a start-up software company serving the public safety community. As Project Manager for Motorola's Mobile Data Group, Mr. Garner was responsible for systems in the mass transit, utility and public safety markets. Customers included Chicago Police Department, Huntington Beach Fire and Police Department, Atlanta Transit, DC Transit, and Buckeye Power. He implemented the first multiple frequency wireless data system in the United States at Chicago Police Department. As Project Manager for Kustom Data Communications, Mr. Garner was responsible for the definition of Kustom's computer aided dispatch software offering. The first Kustom computer aided dispatch system was installed in Seattle Police Department. Public Safety Qualifications Mr. Ganner's experience in the public safety environment includes the design and development of software products, and managing the implementation of systems in police and fire departments. Mr. Ganner was the architect for the computer aided dispatch systems for Kustom Data Communications and Command Data Systems. He was instrumental in the design of the mobile data functionality for the Motorola Computer Aided Dispatch systems and message switches. Mr. Ganner has installed Computer Aided Dispatch, Records Management, and Mobile Data Systems in police and fire departments ranging in size from Chicago, IL to Redondo Beach, CA. In addition to Computer Aided Dispatch, he installed records management and crime analyst systems in numerous police and sheriff departments. Wireless Communications Qualifications Mr. Ganner was among the first to install mobile data systems in police and fire departments on private radio systems. Early mobile data systems were installed in radio environments considered unacceptable by today's user. These environments included shared voice and data on VHF and UHF frequencies. With the release of the 800 MHz spectrum the radio environment improved and the number of police and fire mobile data systems expanded rapidly. Mr. Ganner was involved with some of the first public safety agencies to implement mobile data terminals: In Orange County, CA with a countywide mobile printer and status message system for all public safety agencies. The printer and status message system operated on VHF and UHF radio channels. Ganner Associates 9 April 26, 2000 Planning and Implementation Services for the City of Round Rock In Kern County, CA; Virginia Beach, VI; Las Vegas, NV; and others, installed 2 -way mobile data terminals on UHF channels. In some instances, voice and data shared the same channel. In Huntington Beach, CA; Mesa, AZ; and others, installed 2 -way mobile data terminals on 800 MHz private radio channels. In Phoenix, AZ installed a simulcast mobile data system on an 800 MHz private radio channel. In Chicago, IL implemented the first multiple frequency police department mobile data system in the United States on three radio channels. This system was a predecessor to trunked radio systems. The mobile data application and mobile data terminal controlled the frequency the radio operated on. In the private sector, Mr. Ganner constructed wireless data systems on private and commercial radio systems. In Los Angeles, deployed a large metropolitan, multiple site, single frequency wireless data system. With frequency reuse and seven antenna sites, the system was capable of . handling 10,000 messages per hour and provided coverage for the greater Los Angeles Basin. The system supported 600 mobile digital terminals, and was second in size only to the IBM field service data system. In multiple locations, deployed mobile voice and data systems on 800/900 MHz private radio, trunked, and packet network systems. Other Qualifications Mr. Ganner as manager of a software company developing products for police and fire departments, was responsible for the development of computer -aided dispatch and records management systems installed in more than 100 agencies nationwide. The systems were available on either Hewlett Packard (HP) or Digital Equipment Corporation (DEC) hardware platforms. Each system interfaced to one or more municipal, county or state law enforcement message switches, NCIC, and records management systems. As no two local records management systems and message switches were alike, software tools were created to reduce the time and cost to interface to new systems. These software tools were the forerunners of ` middleware' software products. Recently, Mr. Ganner has implemented wireless data systems with middleware software products provided by Motorola and Racotek. Mr. Ganner, as manager of a software company developing products for police and fire departments, was responsible for the project management team handling system installation and user training nationwide. Mr. Ganner was responsible for the development of training programs for computer -aided dispatch, police, and fire records management, crime analysis, and mobile data products. Ganner Associates 10 April 26, 2000 Planning and Implementation Services for the City of Round Rock For a taxi and van service company, Mr. Ganner developed a mobile data module to provide training for 25 new drivers hired each week. The mobile data - training module was designed such that an instructor was not required. Ganner Associates 11 April 26, 2000 Planning and Implementation Services for the City of Round Rock Recent Clients Client: City of Los Angeles Police Department Project Scope: Provide system integration consultation on IOC and FOC projects Contact: Mr. Roger Ham, Chief Information Officer, Commanding Officer of Information and Communications Services Bureau Address: 250 E. 1" St., Room 424, Los Angeles, CA 90012 Telephone: 213- 847 -3836 Date: 1999- present Client: City of Tulsa Police Department Project Scope: Project Manager for the implementation of 725 laptop computers in police cars providing CAD, query and report writing capabilities to the officers. Contact: Dale LeStourgeon, Director Telecommunications Address: City of Tulsa, 911 Civic Center, Suite 100, Tulsa, OK 74103 Telephone: 918 -596 -7778 Date: 1997- present Client: South Bay Regional Public Communications Authority Project Scope: Review short and intermediate communications requirements with respect to long term Strategic /Action Plan. Contact: Lt. Don Pedersen, Executive Director Address: 12227 South Hawthorne Way, Hawthorne, CA 90250 Telephone: 310- 973 -1802 Date: 1998 Client: City of Eugene Police Department Project Scope: Review, analyze and provide recommendations on communication systems for new dispatch center supporting multiple police and fire agencies. Contact Lynn Reeves, Technical Services Division Manager (9 -1 -1 & Records) Address: 777 Pearl St., Eugene, OR 97401 Telephone: 541- 682 -5168 Date: 1999- present Client: King County, Metro Transit Division, Accessible Services Project Scope: Perform business analysis and develop technical specifications for paratransit mobile date terminal with vehicle location. Contact: Janey Elliott, Transportation Analyst Address: 821 Second Ave., Seattle, WA 98104 Telephone: 206 - 689 -3115 Date: 1997 -1998 Ganner Associates 12 April 26, 2000 Planning and Implementation Services for the City of Round Rock Other Resources Ganner Associates does not anticipate the need for other resources for this project. However, if required by the City of Round Rock, Ganner Associates may complement its consulting and systems experience with additional industry expertise to specifically meet the requirements of this project. Vendor Relationships Ganner Associates is a vendor - neutral solutions provider. In this role, Ganner Associates does not receive any incentives, bonuses, or finder fees when recommending or implementing technologies. 5. PRICING The hourly rate for engineering and project management services is $125.00. Ganner Associates is able to offer the City of Round Rock other pricing options to reduce the project costs of the communications study, detail design and project management services. Based on discussions with the City, Ganner Associates estimate the engineering and project management time required to complete for phase I to be between 200 and 300 hours and five (5) trips to Round Rock. Ganner Associates 13 April 26, 2000 Company Name/Location Expertise Geographic Scope of Activities Other Comments Intertech Associates Inc. 77 -55 Schanck Rd. Suite B -9 Freehold, NJ 07728 Primarily in radio and CAD systems. A significant portion of their business is fire and alarm systems for colleges and the pharmaceutical industry, cable networks. They have no stated expertise in wireless data/field reporting systems. The only contract they seem to have outside of New Jersey is with the City of New York. Their current projects include an access/control/security systems for three police/justice buildings; a police radio system; and CAD for the City of New York. Communications Systems Inc. 6680 Pokagon Hwy. Berrien Center, MI 49104 Primarily (based on reviewing current projects) centers around developing countywide 911 systems. They've also got a project to upgrade a radio station's broadcasting system. Primarily Michigan and one city in Ohio. They are a small firm with two principals. Dorsey -Pages LLC P.O. Box 760397 Lathrop Village, MI 48076 Generally, they designing & planning of systems and networks. They also do training, serve as expert witnesses, evaluate RFPs. They do CAD, mobile data computer terminals, and records management systems. A majority of their work is in the public sector, and projects are split between general municipal and public safety. Their public sector activities are generally East Cost and include Charlotte- Mecklenburg, N.C. CAD and laptop for the P.D. and F.D. This is a management consulting company formed by the merger of separate Detroit and Miami firms. RCC Consultants Inc. 100 Woodbridge Ctr. Dr. Woodbridge, NJ 07095 Radio frequency engineenng, telecommunications system design, facilities and communications system design, geographic information systems (GIS), project management. They've been retained by LAPD for a MDT and CAD project, they did some work for Atlanta in advance of the Olympics; also in Columbia, Mo. The LAPD contract appears to be the first in which they're doing any type of wireless data transfer component. Public Safety Consultants Inc. 903 E. Main Street, Suite 205 Auburn, WA 98002 Management and technical consulting, as well as integration. Includes planning, RFP development and evaluation, project management and implementation. All of their reference accounts are West Coast. They don't list specific projects, though their staff resumes are good. Their top staff used to be GTE employees. Ganner Associates 410 8 Street Huntington Beach, CA 92648 Strategic planning, design, and implementation support services for organizations attempting to use wireless technology. CAD, wireless data, RMS expertise. CAD & RMS in police and fire departments from Chicago, IL to Redondo Beach, CA. Wireless data systems in Nevada, Va., Calif., Ariz., Ill., Okla. Three references (Hawthorne, Calif.; LAPD; Tulsa, Okla., PD) checked all were quite positive. Summary of Review of Consulting Firms for the Round Rock Police Department CAD and RMS Upgrade Acronyms: CAD — Computer Aided Dispatch LAPD — Los Angeles Police Department RFP — Request for Proposal FD — Fire Department MDT — Mobile Display Terminal RMS — Records Management System GIS — Geographic Information Systems PD — Police Department Mayor Robert A. Sauka, Jr. Mayor Pro -tem Ear! M. Hairston Council Members Tam Nielson Carrie Pitt Ear! Palmer Isabel Callahan Jaamy Joseph City Manager Robert L Bennet; Jr. City Attorney Stephan L Sheets October 2, 2000 Mr. Ray Ganner Ganner Associates 2210 SW Kings Ct. Portland, Oregon 97205 Dear Mr. Ganner: 221 East Main Street Round Rock Texas 78664 512- 218 -5400 The Round Rock City Council approved Resolution No. R- 00- 07- 25 -13A1 at their regularly scheduled meeting on September 28, 2000. This resolution approves the professional consulting services agreement for the planning and implementation of a new computer -aided dispatch and records management system for the Police Department. Enclosed is a copy of the resolution and agreement for your files. If you have any questions, please do not hesitate to contact Rick White at 218 -5524. Sincerely, Christine Martinez Assistant City Secretary Enclosures Fax: 512-218-7097 1-800-735-2989 TDD 1-800-735-2988 Voice www.ci.round -rock tx.us RESOLUTION NO. R- 00- 07- 25 -13A1 WHEREAS, the City of Round Rock desires to retain professional consulting services for the planning and implementation of a new computer -aided dispatch and records management system for the Police Department, and WHEREAS, Ganner Associates has submitted a contract to provide said services, and WHEREAS, the City Council desires to enter into said contract with Ganner Associates, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City a contract with Ganner Associates for professional consulting services for the planning and implementation of a new computer -aided dispatch and records management system for the Police Department, a copy of said contract being attached hereto and incorporated herein for all purposes. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended, and the Act. K \ WPOOCS \RRSOLUTI \R00725A1.WP0 /ec ATTE _ : RESOLVED this 25th day of July, 2000. /nib ciAtzt, JO LAND, City Secretary 2 RO A. STLUKA, JR./ Mayor City of Round Rock, Texas CITY OF ROUND ROCK AGREEMENT FOR CONSULTING SERVICES WITH GANNER ASSOCIATES etan THIS AGREEMENT is made and entered into on this the O day of the month of , 2000 by and between the City of Round Rock, a Texas home -rule municipal co oratioK, whose offices are located at 221 East Main Street, Round Rock, Texas 78664 -5299 (hereinafter referred to as "City ") and Ganner Associates, whose offices are located at 2210 SW Kings Court, Portland, Oregon 97205 (hereinafter referred to as "Consultant "). RECITALS: WHEREAS, City desires to contract for Consultant's assistance in planning, procuring, and implementing a new Computer Aided Dispatch and Records Management System using Cellular Digital Packet Data (CDPD) with auto - vehicle locator, laptop computer and wireless data transfer features for the Police Department; and WHEREAS, City may elect to add the planning, procurement and implementation of a 311 system to compliment the existing 911 system, but such election by City shall be with Consultant's concurrence and at additional negotiated costs; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH that for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.01 EFFECTIVE DATE AND DURATION This Agreement shall be effective on the date this Agreement has been signed by every party hereto, and shall remain in full force and effect unless and until it expires by operation of the term indicated herein, or is terminated or extended as provided herein. 1.02 PAYMENT In consideration for the services to be performed by Consultant, City agrees to pay Consultant at the rate of $125.00 per hour. Consultant's total compensation shall not exceed, without City's written consent, the following: 1 . Phase I: Requirements Definition and Cost Estimates $37,500 C: \I CLIENT \ROUND ROCK\OANNERCONTRACT. DOC /,'Rg 1 2. Phase II: Procurement and Contract Negotiation $70,000 3. Phase III: Implementation, Management and Testing [Should Phase III be required or desired at the sole option of City, then and in that event Phase III shall be negotiated as a separate agreement by and between these parties] City reserves the right to review the project at any time, including at the end of any deliverable or phase, and elect to terminate the project with or without cause or elect to continue with the next deliverable or phase. 1.03 TERMS OF PAYMENT To receive payment, Consultant shall prepare and submit to City a series of monthly invoices. Each invoice shall state and detail the deliverable(s) accomplished, along with documentation for each deliverable, and shall state the percent completion of the work accomplished during that particular billing period. 1.04 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Consultant will be made within thirty (30) days of the day on which City receives the performance and /or deliverables, or within thirty (30) days of the day on which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Consultant may charge a late fee (fee shall not be greater than that which is permitted by Texas law) for payments not made in accordance with this prompt payment policy; however, this policy does not apply to payments made by City in the event: 1. there is a bona fide dispute between City and Consultant conceming the services performed that causes the payment to be late; or 2. the terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or 3. there is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier concerning the services performed which causes the payment to be late; or 4. the invoice is not mailed to City in strict accordance with instructions, if any, on any purchase order, or this Agreement or other such contractual agreement. 1.05 EXPENSES 2 City shall reimburse Consultant at actual cost for expenses described in Exhibit B that are directly attributable to work performed under this Agreement. Consultant shall submit an itemized invoice of Consultant's expenses, with appropriate documentation attached. City shall endeavor to pay Consultant in accordance with the prompt payment policy described above. 1.06 DELIVERABLES Phase I shall include but shall not be limited to the following: a. Define, document, and approve end -user requirements; b. Work with end - users to obtain user buy - in and commitment; c. Develop and distribute a Request for Information (RFI) to solicit technical information, functional, and budgetary information from the vendor community; d. Develop a project plan and project schedule; e. Assist the Police Department in the development of a management report to secure funding for the procurement and implementation of the systems. 2. Phase II shall include but shall not be limited to the following: a. Develop a Request for Proposal (RFP) and assist in the distribution of the RFP; b. Perform a review of RFPs received to determine which best meets the needs of City as described in the RFP; c. Assist City in contract negotiations with the selected vendor. 3. Phase III shall include but shall not be limited to the following: a. Assist in the development of an implementation schedule and plan with the successful vendor; b. Manage the implementation of the system(s) to assure installation in accordance with plans, schedules, specifications, and the recommendations of manufacturers and/or developers; c. Assist in the acceptance testing of the system(s). 1.07 NON - APPROPRIATION This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Consultant a written notice of termination at the end of its then current fiscal year. 1.08 MATERIALS 3 City shall make available to Consultant, at City's expense, office space, desk, chair, computer, telephone and other supplies as are deemed necessary by City to complete this Agreement. 1.09 TERMINATION City may terminate or suspend performance of this Agreement for City's convenience upon written notice to Consultant. Consultant shall terminate or suspend performance of the Services on a schedule acceptable to City. If termination or suspension is for City's convenience, City shall pay Consultant for all uncontested services performed to date of notice of termination. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non- performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit a plan for cure acceptable to the other party. The non - defaulting party shall be entitled to receive just and equitable compensation for all services completed and all legal fees incurred by this action. 1.10 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, not City's employee. Consultant's employees or subcontractors are not City's employees. This Agreement does not create a partnership relationship. Neither party has authority to enter into contracts as agent for the other party. Consultant and City agree to the following rights consistent with an independent contractor relationship: 1. Consultant has the right to perform services for others during the term of this Agreement. 2. Consultant has the sole right to control and direct the means, manner and method by which services required by this Agreement will be performed. 3. Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. 4. Consultant or Consultant's employees or subcontractors shall perform the services required by this Agreement. City shall not hire, supervise, or pay any assistants to help Consultant. 5. Neither Consultant nor Consultant's employees or subcontractors shall receive any training from City in the skills necessary to perform the services required by this Agreement. 6. City shall not require Consultant or Consultant's employees or subcontractors to devote full time to performing the services required by this Agreement. 7. Neither Consultant nor Consultant's employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of City. 4 1.11 CONFIDENTIALITY Consultant will hold all secret or confidential information, data, or policies obtained by Consultant during the term of this Agreement in a fiduciary capacity for the benefit of City. 1.12 INTELLECTUAL PROPERTY OWNERSHIP Consultant brings his procedures and processes to the scope of work addressed by this Agreement. Nothing herein shall limit Consultant's right to copyrights, patent rights, and other intellectual property rights held by Consultant and utilized in performing the services hereunder. All documents and reports prepared by Consultant as part of the services shall become the exclusive property of City. 1.13 WARRANTIES Consultant warrants that all services performed under this Agreement shall be performed consistent with generally prevailing professional or industry standards. City must report any deficiencies in Consultant's services to Consultant in writing within 120 days of performance to receive warranty remedies. City's exclusive remedy for breach of the above warranty shall be the re- performance of Consultant's services or as otherwise provided for herein. THIS WARRANTY IS EXCLUSIVE AND IN LIEU OF ALL OTHER WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE AND ANY ORAL OR WRI11 EN REPRESENTATIONS, PROPOSALS OR STATEMENTS MADE PRIOR TO THIS AGREEMENT. 1.14 LIMITED LIABILITY Consultant's total liability to City under this Agreement for damages, costs and expenses, regardless of cause, shall not exceed the compensation received by Consultant under this Agreement. In no event shall Consultant be liable for City's Lost profits or special, incidental or consequential damages even if Consultant has been advised of the possibility of such damages. 1.15 INDEMNIFICATION Consultant agrees to hold harmless, defend, and indemnify City for and from all losses, damages, and claims arising as a result of actions by Consultant and its agents and subcontractors during its performance pursuant to this Agreement. 1.16 ASSIGNMENT AND DELEGATION 5 Neither party may assign any rights or delegate any duties under this Agreement without the other party's prior written approval. 1.17 INSURANCE Consultant shall maintain in full force and effect during the entire term of this Agreement, and at its sole expense, public liability insurance against claims for bodily injury, death and property damage in an amount not less than $100,000 for injury to any one person with an aggregate per accident of $1,000,000, Workers Compensation coverage and Employee's Liability insurance as required by City and by Texas law. Insurance shall be carried with an insurer acceptable to City and qualified and licensed to do business in Texas. Prior to execution of this Agreement, Consultant shall provide City with a certificate of insurance evidencing compliance. 1.18 LOCAL, STATE AND FEDERAL TAXES Notice to City: Garner Associates Attention: Ray Ganner 2210 SW Kings Ct. Portland, Oregon 97205 6 Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. City will not do the following: 1. Withhold FICA from Consultant's payments or make FICA payments on Consultant's behalf; 2. Make state or federal unemployment compensation contributions on Consultant's behalf; or 3. Withhold state or federal income tax from Consultant's payments. 1.19 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 1. When delivered personally to the recipients address as stated in this Agreement. 2. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Consultant: City of Round Rock Attention: Assistant City 221 E. Main Street Round Rock, Texas 78664 AND TO: City of Round Rock Attention: City Attorney 309 East Main Street Round Rock, Texas 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of City and Consultant. 1.20 APPLICABLE LAW The laws of the State of Texas shall govern this Agreement. Venue shall lie in Williamson County, Texas. 1.21 EXCLUSIVE AGREEMENT This is the entire Agreement between Consultant and City. 1.22 DISPUTE RESOLUTION If a dispute arises under this Agreement, the parties agree to first try to resolve the dispute with the help of a mutually selected mediator. If the parties cannot agree on a mediator, each party shall select a mediator and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney fees, associated with the mediation shall be shared equally by the parties. City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1 -14) or any applicable state arbitration statute. 1.23 AMERICANS WITH DISABILITIES ACT Consultant shall take the necessary actions to ensure its facilities and employment practices are in compliance with the requirements of the Americans with Disabilities Act. Any cost of such compliance will be the sole responsibility of Consultant. 1.24 SEVERABILITY 7 The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity of enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. IN WITNESS WHEREOF, City and Consultant have executed this Agreement on the dates indicated below. CITY OF ROUND ROCK, TEXAS diet . Ste L A. Stluka, Jr., Mayor Date Signed: "1 -a5 -00 GANNER ASSOCIATES B Ray Ganner, Principal Date Signed: 7 ». 8 ATTEST: JF e Land, City Secretary Signed: 7-01 •O() Exhibit A WORK PLAN Phase I: Requirements Definition and Cost Estimates During Phase I, Ganner Associates will perform the following work: • Work with end -users to obtain user buy -in and commitment. • Define, document, and gain approval of end -user requirements. • Evaluate software in the following areas: Technology, CAD Workflow, Interfaces/Integration, Imaging/Links, RMS Standard Reporting, RMS Records Management, RMS Booking, RMS Workflow, Automated Reporting System, Property and Evidence, and Crime Analysis. • Develop and distribute a Request For Information (RFI) to solicit technical information, functional, and budgetary information from the vendor community. • Review RFI responses and assist the City in preparing cost estimates for system procurement. • Develop a project plan and project schedule. • Assist the Police Department in the development of a management report to secure funding for the procurement and implementation of the systems to be purchased. Phase II: Procurement and Contract Negotiation During Phase II, Ganner Associates will perform the following work: • Define and document functional requirements. • Define and document data communications requirements. • Define and document system performance criteria. • Define and document contract acceptance terms and conditions. • Define and document installation responsibilities. • Develop a Request For Proposal (RFP) and assist in the distribution of the RFP. • Review proposals received to determine which vendor best meets the needs of the City as described in the RFP. • Attend RFP vendor conferences and respond to vendor questions. • Review all proposals submitted to the City. • Attend vendor demonstrations as required. • Identify any alterations of vendors baseline software product(s) necessary to satisfy the end -user requirements. • Assist the City with vendor selection. • Assist the City in contract negotiations with the selected vendor. 9 Phase III: Implementation, Management, and Testing During Phase III, Ganner Associates will perform the following work (may be further defined at the completion of Phase II at the election of City): Work with the selected vendor(s) to develop an implementation schedule and plan. This will include: • • • • • Manage the implementation of the system(s) to assure installation in accordance with plans, schedules, specifications, and manufacturers and/or developers recommendations. This will include: • • • • • • Developing a work breakdown structure, including project milestones and effort estimates. Evaluating staffmg requirements for the project. Identifying the critical path, dependencies, and risks of the project. Developing contingency plans for high- impact, high -risk areas as required. Identifying project review and assessment points. Coordinating activities with the Police Department, other agencies, and vendor(s) representatives. Preparing design specifications with the selected vendor(s). Overseeing the installation of the new system(s). Identifying necessary course corrections if the project schedule is at risk. Providing technical expertise and objective analysis as required. Providing oral briefings and summaries of project findings and recommendations to the City's Project Manager. Assist in the acceptance testing of the system(s). Perform a post - implementation review to ensure the system satisfies specified requirements. Perform other services as defined by the City's Project Manager. 10 Exhibit B Expenses City shall reimburse Consultant at actual cost for the following expenses that are directly attributable to authorized work performed under this Agreement: Travel expenses other than normal commuting, including airfares, rental vehicles, and highway mileage in company or personal vehicles at $0.31 cents per mile. All travel must be approved by the City prior to the Consultant incurring travel expenses. Meals, not to exceed City's travel per diem. Lodging. Telephone, fax, online and telegraph charges. Postage and courier services. Printing and reproduction. Computer services. 11 DATE: July 20, 2000 SUBJECT: City Council Meeting — July 25, 2000 ITEM: 13.A.1. Consider a resolution authorizing the Mayor to execute a contract with Ganner Associates to provide consulting services to the Police Department. The consultant will assist the Police Department in the planning and implementation of a new Computer Aided Dispatch and Records Management System with auto - vehicle locator, laptop computer, and wireless data transfer features. Staff Resource Person: Paul Conner, Chief of Police.