HomeMy WebLinkAbout23-Police Department ORIGINAL
CITY OF SAN BE RNARDINO - REQUEST FOR COUNCIL ACTION
From: Michael A. Billdt, Chief of Police Subject: Resolution of the City of San
Bernardino authorizing the execution of a
Dept: Police Department services agreement and issuance of a purchase
order to update the Police Department's
Date: April 15, 2008 FileNET Document Imaging System from
Avrio Corporation, of El Segundo, California.
M/CC DATE: April 21, 2008
Synopsis of Previous Council Action
Resolution#2002-053 - dated February 19, 2002, authorizing the purchase of a replacement
Document Imaging System for the Police Department.
Recommended Motion:
Adopt Resolution.
MICHAEL A. BILLDT, CHIEF OF POLICE
Contact person: Captain Theodis Henson Phone: 384-5609
Supporting data attached: Yes Staff Report/Resolution Ward: All
FUNDING REQUIREMENTS: Amount: $ 39,000.00
Source: $ 36,750.00 - Professional/Cont Services,
Account# 123-788-5502 (2005 COPS Tech)
$ 603.00 - Professional/Cont Services,
Account# 123-587-5502 (High Technology)
$ 1,647.00- Professional/Cont Services,
Account# 123-765-5702 (2002 COPS Tech)
Finance
Council Notes:
Agenda Item No._ a,3
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subiect
Resolution of the City of San Bernardino authorizing the execution of a services agreement and
issuance of a purchase order to update the Police Department's FileNET Document Imaging
System from Avrio Corporation, of El Segundo, California.
Background
In February of 2002, the Police Department replaced their existing "VisiFLOW" electronic
document imaging system with a new "FileNET" document imaging system. The transition to
FileNET provided the Police Department with a document imaging platform with many new
features. FileNET Corporation, of Irvine, California was the provider of the core document
imaging system that replaced the existing "VisiFLOW" system. DPS Technologies, of
Pasadena, California was the integration vendor selected to install the FileNET core system and
provide customized electronic document routing rules (workflows) for the system.
In 2005, DPS Technologies merged with a business partner (Avrio Corporation of El Segundo,
California). FileNET Corporation, of Irvine California, was purchased by IBM Corporation of
Boca Raton Florida in 2007 and continues to operate under the business name of "FileNET."
Since their merger, Avrio Corporation has provided maintenance support for the customized
workflows, the document imaging system's scanning module, and the core FileNET document
imaging system.
In 2007, Avrio Corporation presented options to the Police Department to provide a major
enhancement to the Police Department's document scanning module. The new technology
associated with this enhancement will reduce the time needed to prepare documents for the
scanning possess by about 20 percent (first step in the document imaging workflow process).
The enhancements will enable the software to auto-detect many of the document types while
they are scanned instead of having to preprocess them.
In addition to the scanning module enhancements, this upgrade will add technology to the
electronic workflow process that allow the Police Department to add new workflow items to the
document imaging system. These enhancements will include workflow/routing training for
Information Technology staff that will enable the Police Department to store more documents in
the system without seeking vendor services.
Avrio Corporation is the developer of the custom routing/workflow software used by the Police
Department. To allow another vendor to have access to this system would require the new
vendor to rewrite the software. Therefore, it is recommended that the City Council approve a
sole source purchase for this proprietary software under San Bernardino Municipal Code Section
3.4.010.B.3 (Purchases approved by the Mayor and Common Council).
Financial Impact
The total cost for the professional services for this project is $39,000.00. A total of$36,750.00
from the 2005 COPS Technology Grant (Account #123-788-5502) will be utilized for this
purchase. A total of $603.00 from the High Technology Grant (Account #123-587-5502) and
$1,647.00 from the 2002 COPS Technology Grant (Account #123-765-5502) will be used for
this purchase. There is no match requirement.
Recommendation
1. Adopt Resolution.
MEL-
Fedor Ma
From: Humphrey_Ly
Sent: Tuesday, April 22, 2008 10:35 AM
To: Fedor Ma
Cc: Eckley_Mi; Jensen_Ju
Subject: 4-21-08 COUNCIL ITEM
Margaret,
Item #23 - Avrio Corporation - Resolution 2008-127
Please send signed resolution to my attention as I will be handling the Technology Purchase Request
for this order.
Thanks,
Lyn Humphrey
IT Division
384-5947
1
F
I
i
oMD
1 RESOLUTION NO.
2
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
3 EXECUTION OF A SERVICES AGREEMENT AND ISSUANCE OF A PURCHASE
4 ORDER TO UPDATE THE POLICE DEPARTMENT'S FILENET DOCUMENT
IMAGING SYSTEM FROM AVRIO CORPORATION, OF EL SEGUNDO,
5 CALIFORNIA.
6
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. That the Mayor and Common Council approve sole source justification
10 for the vendor Avrio Corporation, of El Segundo, California (Vendor) because the City
11 operates it's existing Police Department FileNET document imaging system with electronic
12 workflow software developed by and licensed from this vendor pursuant to section 3.04.010
13
B.3 of the Municipal Code.
14
15 SECTION 2. That the City enter into the Vendor Service Agreement in the form
16 attached hereto as Exhibit A, in total amount of$39,000.00.
17 SECTION 3. That the Mayor and Common Council authorize the purchasing manager
18 to issue a purchase order to Avrio Corporation not to exceed $39,000.00 for an upgrade to the
19 police Department's FileNET document imaging system as outlined in Avrio Corporation's
20
quote dated March 18, 2008. The purchase order shall read "Implementation of FileNET
21
22 System Upgrade. Not to exceed $39,000.00".
23 SECTION 4. That the Mayor and Common Council authorize the City Manager to
24 sign the services agreement between Avrio Corporation and the City of San Bernardino.
25
26 ///
27
28 3
I RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
2 EXECUTION OF A SERVICES AGREEMENT AND ISSUANCE OF A PURCHASE
ORDER TO UPDATE THE POLICE DEPARTMENT'S FILENET DOCUMENT
3 IMAGING SYSTEM FROM AVRIO CORPORATION, OF EL SEGUNDO,
4 CALIFORNIA.
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6 and Common Council of the City of San Bernardino at a meeting thereof, held
7 on the day of , 2008,by the following vote, to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9
ESTRADA
10
BAXTER
11
12 BRINKER
13 DERRY
14 KELLEY
15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of
20 2008.
21
Patrick J. Morris, Mayor
22 City of San Bernardino
23 Approved as to
24 Form:
25
26 JAMES F. NMAN,
27 City Attorney
28
EXHIBIT A
VENDOR SERVICE AGREEMENT
This Vendor Service Agreement is entered into this 21s' day of April 2008,
by and between Avrio Corporation ("VENDOR") and the City of San Bernardino ("CITY"or
"San Bernardino").
WITNESSETH:
WHEREAS, THE Mayor and Common Council has determined that it is advantageous
and in the best interest of the CITY to hire VENDOR to update the Police Department's
FileNET Document Imaging System from Avrio Corporation of El Segundo, California; and
WHEREAS,the Project is exempt from the purchasing requirements of Chapter 3.04 of
the San Bernardino Municipal Code pursuant to Section 3.04.010 B.3 of said Code which
authorizes the CITY to acquire the services of VENDOR without complying with the bidding
s
and other acquisition requirements of Chapter 3.04.
NOW, THEREFORE, the parties hereto agree as follows:
1. SCOPE OF SERVICES.
For the remuneration stipulated, San Bernardino herby engages the services of
VENDOR to provide those services as set forth in Attachment "A", attached hereto, and
incorporated herein by this reference.
2. COMPENSATION AND EXPENSES.
a. For the services delineated above, the CITY, upon presentation of an invoice, shall
pay the VENDOR an amount not to exceed $39,000.
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
1
I
3. TERM.
The services set forth in Attachment "A" shall be completed, to the satisfaction of the
CITY as set forth in the Scope of Services.
This Agreement may be terminated at any time by thirty (30) days written notice by
either party.
4. INDEMNITY.
CITY agrees to indemnify and hold harmless VENDOR, its officers, agents, employees
and volunteers from any and all claims, actions, losses, damages and/or liability resulting from
CITY's negligent acts or omissions arising from the CITY's performance of its obligations
under the Agreement.
VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents,
employees and volunteers from any and all claim, actions, losses, damages and/or liability
resulting from CITY's negligent acts or omissions arising from the CITY's performance of its
obligations under the Agreement.
VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and
volunteers from any and all claims, actions, or losses, damages and/or liability resulting from
VENDOR's negligent acts or omissions arising from the VENDOR's performance of its
obligations under the Agreement.
In the event the CITY and/or the VENDOR is found to be comparatively at fault for any
claim, action, loss, or damage which results from their respective obligations under the
Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of its
comparative fault.
2
5. INSURANCE.
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general, and automobile
liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
additional named insured in each policy of insurance provided hereunder. The Certificate of
Insurance furnished to the CITY shall require the insurer to notify CITY of any change or
termination in the policy.
6. NON-DISCRIMINATION.
In the performance of this Agreement and in the hiring and recruitment of employees,
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin,
ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
sexual orientation, or any other status protected by law, except as permitted pursuant to Section
12940 of the California Government Code.
7. INDEPENDENT CONTRACTOR
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
purposes VENDOR shall be an independent contractor and not an agent or employee of the
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
Compensation, and other payroll deductions for VENDOR and its officers, agents, and
3
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
VENDOR warrants that it possesses, or shall obtain and maintain, a business
registration certificate pursuant to Title 5, Chapter 5.04 of the San Bernardino Municipal Code,
and any other license, permits, qualifications, insurance and approval of whatever nature that
are legally required of VENDOR to practice its business or profession.
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service,postage prepaid and addressed as follows:
TO THE CITY: City Manager
300 North"D" Street
City of San Bernardino, CA 92418
Telephone: (909) 384-5242
TO THE VENDOR: Avrio Corporation
222 North Sepulveda Boulevard Suite 2140
El Segundo, CA 90245
Telephone: (310) 364-5280
greg.kaut @avriocorp.com
10. ATTORNEYS' FEES.
In the event that litigation is brought by any party in connection with this Agreement,
the prevailing party shall be entitled to recover from the opposing party all costs and expenses,
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of
its rights or remedies hereunder or the enforcement of any of the terms, conditions or
provisions hereof. The costs, salary and expenses of the City Attorney and members of his
4
office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys'
fees" for the purposes of this paragraph.
11. ASSIGNMENT.
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this
Agreement. Regardless of CITY's consent, no subletting or assignment shall release VENDOR
of VENDOR's obligation to perform all other obligations to be performed by VENDOR
hereunder for the term of this Agreement.
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Central District of California,
Riverside Division. The aforementioned choice of venue is intended by the parties to be the
mandatory and not permissive in nature.
13. GOVERNING LAW.
This Agreement shall be governed by the laws of the State of California.
14. SUCCESSORS AND ASSIGNS.
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs,representatives, successors, and assigns.
5
15. HEADINGS.
The subject headings of the sections of this Agreement are included for the purposes of
convenience only and shall not affect the construction or the interpretation of any of its
provisions.
16. SEVERABILITY.
If any provision of this Agreement is determined by a court of competent jurisdiction to
be invalid or unenforceable for any reason, such determination shall not affect the validity or
enforceability of the remaining terms and provisions hereof or of the offending provision in any
other circumstance, and the remaining provisions of this Agreement shall remain in full force
and effect.
6
17. ENTIRE AGREEMENT; MODIFICATION.
This Agreement constitutes the entire agreement and the understanding between the
parties, and supersedes any prior agreements and understandings relating to the subject manner
of this Agreement. This Agreement may be modified or amended only by a written instrument
executed by all parties to this Agreement.
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
and date set forth below.
Dated: , 2008 Avrio Corporation
By:
Its:
Dated , 2008 CITY OF SAN BERNARDINO
By:
Fred Wilson, City Manager
Approved as to Form:
By:
James F. Perunan, City Attorney
7
Proposal for Enhancements to SBPD
avri0 Criminal Case Workflow March 18, 2008
corponcion Attachment A
(Description of Services and Milestones)
Document Capture Improvements
Avrio will work with SBPD to simplify the capture process and reduce the need to bar-
code documents, as much as possible. As part of this implementation, Avrio will also:
• implement index carry forward. Here, when a case comes up the first time, the
user indexes the elements that classify a batch (i.e. DR, Not Call, Arrest,
Confidentiality, Follow-up, Officer ID, and, when the system does not do so
automatically, the Document Type). On subsequent documents with the same
report number, the values will carry forward and the user can make
modifications. For instance, the DR and Nat Call flags will usually remain the
same in a batch with only the Document Type and Officer ID changing.
• integrate the Crime SQL DB rOffenses table to provide the user with a list of valid
Offense codes and descriptions during indexing.
Estimate
e+utinfity i - -
nslon
3 Ascent Capture- Full Station License $3,000 $9,000
1 Ascent Capture Upgrade Assurance $1,620 $1,620
32 Software Development Services-Custom $165 $5,280
OCX-Quick List- Provides control value list
(CVL) for offense codes and descriptions
against the Crimes SQL DB rOffenses table.
16 Deploy and Training $165 $2,640
Total $18,540
.r
1
Proposal for Enhancements to SBPD
lavrio Criminal Case Workflow March 18, 2008
corporaTion Attachment A
(Description of Services and Milestones)
Trigger Documents and Routing Rule Modifications
Avrio proposes modifications to the document triggering and workflow launch
processes so SBPD can define any number of documents as a trigger document.
Trigger documents can then be defined at a general level and, when needed, at a
granular level, down to the offense code. So, for any given offense code, one or more
document types can be identified as workflow triggers.
Another benefit of this feature is that SBPD will be able to configure the workflow(s) that
launch for any given combination of data elements, including, document type,
offense code, investigative category, CAU status, etc. This will dramatically improve
the flexibility available to SBPD to configure any number of unique workflow processes
based on the document content arriving into the content repository and set the stage
for future workflow implementations.
To implement these changes, requires the following activities:
1. Configure and test changes to the capture process to deposit documents into a
CS Folder(s) on committal.
2. Design, code and test changes to eDataMap to support configuration of any
number of possible trigger documents. Modifications will include:
• Add rules table to Crimes SQL DB for registering the folder(s) that documents
are filed into during the capture/commit process.
• Supplement the Crimes SQL DB to include registration of trigger documents
by type and offense code. Will also include the name of the workflow that is
to be launched so that, in the future, SBPD could configure other workflows
beyond those that have been implemented.
• Process each document filed into a registered CS folder to determine
whether it is configured as a trigger document and launch the appropriate
workflow.
3. Modify the existing workflow map to:
• factor the revised eDataMap process, and
2
i
Proposal for Enhancements to SBPD
C)avrio Criminal Case Workflow March 18, 2008
corpora ion Attachment A
(Description of Services and Milestones)
• add two new queues for Child Protective Services cases and for Homicidal
Threat cases, each of which are currently get blended into the Specialized
Crimes queue, increasing the burden on SBPD to manage that queue.
4. Install and support SBPD UAT testing.
5. Support production rollout.
6. Provide administrative training on the process of configuring the Crimes SQL DB,
setting up new trigger documents, and on the changes made to the capture
processes and workflows.
Estimate
Price
:r t -
12 Configure and test capture changes $165 $ 1,980
56 Design, code and test eDataMap changes $165 $ 9,240
16 Modify existing workflow maps $165 $ 2,640
16 Install and conduct on-site integration tests $165 $ 2,640
8 Conduct administrative training for configuration, $165 $1,320
setup, and review of new workflows.
8 Support SBPD during UAT $165 $ 1,320
8 Support Production rollout $165 $ 1,320
Total $20,460
3
I
Proposal for Enhancements to SBPD
C)avrio Criminal Case Workflow March 18, 2008
corporation Attachment A
(Description of Services and Milestones)
Milestone and Payments Schedule
Target Date
Milestone (in business days Amount Due
Contract Signed-50% due on signature $19,500
Project Kickoff Meeting - review requirements 0 $0
and plan rollout
Develop and unit test Scanning/Capture 10 $0
Improvements
Install and Integration Testing of 12 $3,960
Scanning/Capture Improvements
Conduct Administrative and User Training for 13 $3,960
Scanning/Capture Improvements
Develop and unit test Trigger Doc and Routing
20 $1,830
Rule Improvements
Install and Integration Testing of Trigger Doc
22 $4,875
and Routing Rule Improvements
Conduct Administrative and User Training for 23 $4,875
Trigger Doc and Routing Rule Improvements
TOTAL. $39,000
4
1 VENDOR SERVICE AGREEMENT
2
This Vendor Service Agreement is entered into this 21" day of April 2008,
3
4 by and between Avrio Corporation ("VENDOR") and the City of San Bernardino ("CITY"or
5 "San Bernardino").
6 WITNESSETH:
7 WHEREAS, THE Mayor and Common Council has determined that it is advantageous
8 and in the best interest of the CITY to hire VENDOR to update the Police Department's
9 FileNET Document Imaging System from Avrio Corporation of El Segundo, California; and
10
WHEREAS, the Project is exempt from the purchasing requirements of Chapter 3.04 of
11
12 the San Bernardino Municipal Code pursuant to Section 3.04.010 B.3 of said Code which
13 authorizes the CITY to acquire the services of VENDOR without complying with the bidding
14 and other acquisition requirements of Chapter 3.04.
15 NOW, THEREFORE, the parties hereto agree as follows:
16 1. SCOPE OF SERVICES.
17
For the remuneration stipulated, San Bernardino herby engages the services of
18
19 VENDOR to provide those services as set forth in Attachment "A", attached hereto, and
20 incorporated herein by this reference.
21 2. COMPENSATION AND EXPENSES.
22 a. For the services delineated above, the CITY, upon presentation of an invoice, shall
23 pay the VENDOR an amount not to exceed $39,000.
24 b. No other expenditures made by VENDOR shall be reimbursed by CITY.
25
26
27
28 1
1 3. TERM.
2
The services set forth in Attachment "A" shall be completed, to the satisfaction of the
3
CITY as set forth in the Scope of Services.
4
5 This Agreement may be terminated at any time by thirty (30) days written notice by
6 either party.
7 4. INDEMNITY.
8 CITY agrees to indemnify and hold harmless VENDOR, its officers, agents, employees
9 and volunteers from any and all claims, actions, losses, damages and/or liability resulting from
10
CITY's negligent acts or omissions arising from the CITY's performance of its obligations
11
12 under the Agreement.
13 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents,
14 employees and volunteers from any and all claim, actions, losses, damages and/or liability
15 resulting from CITY's negligent acts or omissions arising from the CITY's performance of its
16 obligations under the Agreement.
17 VENDOR agrees to indemnify and hold harmless the CITY, its officers, agents, and
18
19 volunteers from any and all claims, actions, or losses, damages and/or liability resulting from
20 VENDOR's negligent acts or omissions arising from the VENDOR's performance of its
21 obligations under the Agreement.
22 In the event the CITY and/or the VENDOR is found to be comparatively at fault for any
23 claim, action, loss, or damage which results from their respective obligations under the
24 Agreement, the CITY and/or VENDOR shall indemnify the other to the extent of its
25
comparative fault.
26
27
28 2
1 5. INSURANCE.
2
While not restricting or limiting the foregoing, during the term of this Agreement,
3
4 VENDOR shall maintain in effect policies of comprehensive public, general, and automobile
5 liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory
6 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk
7 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an
8 additional named insured in each policy of insurance provided hereunder. The Certificate of
9 Insurance furnished to the CITY shall require the insurer to notify CITY of any change or
10
termination in the policy.
11
12 6. NON-DISCRIMINATION.
13 In the performance of this Agreement and in the hiring and recruitment of employees,
14 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
15 discrimination in employment of persons because of their race, religion, color, national origin,
16 ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or
17
18 sexual orientation, or any other status protected by law, except as permitted pursuant to Section
12940 of the California Government Code.
19
20 7. INDEPENDENT CONTRACTOR.
21 VENDOR shall perform work tasks provided by this Agreement, but for all intents and
22 purposes VENDOR shall be an independent contractor and not an agent or employee of the
23 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of
24 Income Tax, Social Security, State Disability Insurance Compensation, Unemployment
25
26 Compensation, and other payroll deductions for VENDOR and its officers, agents, and
27
28 3
1
2 employees, and all business license, if any are required, in connection with the services to be
3
performed hereunder.
4
5 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS.
6 VENDOR warrants that it possesses, or shall obtain and maintain, a business
7 registration certificate pursuant to Title 5, Chapter 5.04 of the San Bernardino Municipal Code,
8 and any other license, permits, qualifications, insurance and approval of whatever nature that
9 are legally required of VENDOR to practice its business or profession.
10
9. NOTICES.
11
12 Any notices to be given pursuant to this Agreement shall be deposited with the United
13 States Postal Service, postage prepaid and addressed as follows:
14 TO THE CITY: City Manager
300 North "D" Street
15 City of San Bernardino, CA 92418
16 Telephone: (909) 384-5242
17 TO THE VENDOR: Avrio Corporation
18 222 North Sepulveda Boulevard Suite 2140
El Segundo, CA 90245
19 Telephone: (310) 364-5280
20 greg.kaut @avriocorp.com
21 10. ATTORNEYS' FEES.
22 In the event that litigation is brought by any party in connection with this Agreement,
23 the prevailing party shall be entitled to recover from the opposing party all costs and expenses,
24 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of
25
26 its rights or remedies hereunder or the enforcement of any of the terms, conditions or
provisions hereof. The costs, salary and expenses of the City Attorney and members of his
27
28
4
1
2 office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys'
3
fees" for the purposes of this paragraph.
4
11. ASSIGNMENT.
5
6 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or
7 encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
8 written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
9 and shall constitute a breach of this Agreement and cause for the termination of this
10 Agreement. Regardless of CITY's consent, no subletting
g or assignment shall release VENDOR
11
12 of VENDOR's obligation to perform all other obligations to be performed by VENDOR
13 hereunder for the term of this Agreement.
14 12. VENUE.
15 The parties hereto agree that all actions or proceedings arising in connection with this
16 Agreement shall be tried and litigated either in the State courts located in the County of San
17 Bernardino, State of California or the U.S. District Court for the Central District of California,
18
19 Riverside Division. The aforementioned choice of venue is intended by the parties to be the
20 mandatory and not permissive in nature.
21 13. GOVERNING LAW.
22 This Agreement shall be governed by the laws of the State of California.
23 14. SUCCESSORS AND ASSIGNS.
24 This Agreement shall be binding on and inure to the benefit of the parties to this
25 Agreement and their respective heirs, representatives, successors, and assigns.
26
27
28
5
1
2
15. HEADINGS.
3
The subject headings of the sections of this Agreement are included for the purposes of
4
5 convenience only and shall not affect the construction or the interpretation of any of its
6 provisions.
7 16. SEVERABILITY.
8 If any provision of this Agreement is determined by a court of competent jurisdiction to
9 be invalid or unenforceable for any reason, such determination shall not affect the validity or
10
enforceability of the remaining terms and provisions hereof or of the offending provision in any
11
12 other circumstance, and the remaining provisions of this Agreement shall remain in full force
13 and effect.
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
6
1
2
17. ENTIRE AGREEMENT; MODIFICATION.
3
This Agreement constitutes the entire agreement and the understanding between the
4
5 parties, and supersedes any prior agreements and understandings relating to the subject manner
6 of this Agreement. This Agreement may be modified or amended only by a written instrument
7 executed by all parties to this Agreement.
8 IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day
9 and date set forth below.
10
Dated: , 2008 Avrio Corporation
11
12 By.
13 Its:
14
15 Dated 52008 CITY OF SAN BERNARDINO
16 By:
17 Fred Wilson, City Manager
Approved as to Form:
18
1s By: G
20 James F. Pe an, City Attorney
21
22
23
24
25
26
27
28
7
Proposal for Enhancements to SBPD
W)avfio Criminal Case Workflow March 18, 2008
corporation Attachment A
(Description of Services and Milestones)
Document Capture Improvements
Avrio will work with SBPD to simplify the capture process and reduce the need to bar-
code documents, as much as possible. As part of this implementation, Avrio will also:
• implement index carry forward. Here, when a case comes up the first time, the
user indexes the elements that classify a batch (i.e. DR, Nat Call, Arrest,
Confidentiality, Follow-up, Officer ID, and, when the system does not do so
automatically, the Document Type). On subsequent documents with the same
report number, the values will carry forward and the user can make
modifications. For instance, the DR and Nat Call flags will usually remain the
some in a batch with only the Document Type and Officer ID changing.
• integrate the Crime SQL DB rOffenses table to provide the user with a list of valid
Offense codes and descriptions during indexing.
Estimate
Quantity D- ension
3 Ascent Capture- Full Station License $3,000 $9,000
1 Ascent Capture Upgrade Assurance $1,620 $1,620
32 Software Development Services- Custom $165 $5,280
OCX-Quick List- Provides control value list
(CVL) for offense codes and descriptions
against the Crimes SQL DB rOffenses table.
16 Deploy and Training $165 $2,640
Total $18,540
1
Proposal for Enhancements to SBPD
IaV)r10 Criminal Case Workflow March 18, 2008
corporation Attachment A
(Description of Services and Milestones)
Trigger Documents and Routing Rule Modifications
Avrio proposes modifications to the document triggering and workflow launch
processes so SBPD can define any number of documents as a trigger document.
Trigger documents can then be defined at a general level and, when needed, at a
granular level, down to the offense code. So, for any given offense code, one or more
document types can be identified as workflow triggers.
Another benefit of this feature is that SBPD will be able to configure the workflow(s) that
launch for any given combination of data elements, including, document type,
offense code, investigative category, CAU status, etc. This will dramatically improve
the flexibility available to SBPD to configure any number of unique workflow processes
based on the document content arriving into the content repository and set the stage
for future workflow implementations.
To implement these changes, requires the following activities:
1 . Configure and test changes to the capture process to deposit documents into a
CS Folder(s) on committal.
2. Design, code and test changes to eDataMap to support configuration of any
number of possible trigger documents. Modifications will include:
• Add rules table to Crimes SQL DB for registering the folder(s) that documents
are filed into during the capture/commit process.
• Supplement the Crimes SQL DB to include registration of trigger documents
by type and offense code. Will also include the name of the workflow that is
to be launched so that, in the future, SBPD could configure other workflows
beyond those that have been implemented.
• Process each document filed into a registered CS folder to determine
whether it is configured as a trigger document and launch the appropriate
workflow.
3. Modify the existing workflow map to:
• factor the revised eDataMap process, and
2
Proposal for Enhancements to SBPD
avrio Criminal Case Workflow March 18, 2008
corporation
Attachment A
(Description of Services and Milestones)
• add two new queues for Child Protective Services cases and for Homicidal
Threat cases, each of which are currently get blended into the Specialized
Crimes queue, increasing the burden on SBPD to manage that queue.
4. Install and support SBPD UAT testing.
5. Support production rollout.
6. Provide administrative training on the process of configuring the Crimes SQL DB,
setting up new trigger documents, and on the changes made to the capture
processes and workflows.
Estimate
on
Price
ci .
12 Configure and test capture changes $165 $ 1,980
56 Design, code and test eDataMap changes $165 $ 9,240
16 Modify existing workflow maps $165 $ 2,640
16 Install and conduct on-site integration tests $165 $ 2,640
8 Conduct administrative training for configuration, $165 $1,320
setup, and review of new workflows.
8 Support SBPD during UAT $165 $ 1,320
8 Support Production rollout $165 $ 1,320
Total $20,460
3
Proposal for Enhancements to SBPD
Criminal Case Workflow
K)avrio March 18, 2008
corpomi— Attachment A
(Description of Services and Milestones)
Milestone and Payments Schedule
To 6t rg
Date
Milestone - . .Project
Contract Signed -50% due on signature $19,500
Project Kickoff Meeting - review requirements
and plan rollout 0 $0
Develop and unit test Scanning/Capture
Improvements 10 $0
Install and Integration Testing of
Scanning/Capture Improvements 12 $3,960
Conduct Administrative and User Training for
Scanning/Capture Improvements 13 $3,960
Develop and unit test Trigger Doc and Routing
Rule Improvements 20 $1,830
Install and Integration Testing of Trigger Doc
and Routing Rule Improvements 22 $4,875
Conduct Administrative and User Training for
23 4,875
Trigger Doc and Routing Rule Improvements $
TOTAL $39,000
4