HomeMy WebLinkAbout2008-127
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RESOLUTION NO. 2008-127
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 A VRIO CORPORATION, OF EL SEGUNDO,
CALIFORNIA.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That the Mayor and Common Council approve sole source justification
for the vendor Avrio Corporation, of EI Segundo, California (Vendor) because the City
operates it's existing Police Department FileNET document imaging system with electronic
workflow software developed by and licensed from this vendor pursuant to section 3.04.010
B.3 of the Municipal Code.
SECTION 2. That the City enter into the Vendor Service Agreement in the form
attached hereto as Exhibit A, in total amount of $39,000.00.
SECTION 3. That the Mayor and Common Council authorize the purchasing manager
to issue a purchase order to Avrio Corporation not to exceed $39,000.00 for an upgrade to the
Police Department's FileNET document imaging system as outlined in Avrio Corporation's
quote dated March 18, 2008. The purchase order shall read "Implementation of FileNET
System Upgrade. Not to exceed $39,000.00".
SECTION 4. That the Mayor and Common Council authorize the City Manager to
sign the services agreement between A vrio Corporation and the City of San Bernardino.
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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 A VRIO CORPORATION, OF EL SEGUNDO,
CALIFORNIA.
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a joint regulalffieeting thereof, held
, 2008, by the following vote, to wit:
on the 21st day of April
Council Members: AYES
ESTRADA X
BAXTER x
X
BRINKER
DERRY x
KELLEY x
JOHNSON x
MCCAMMACK X
NAYS
ABSTAIN ABSENT
~,
!J:eAJ J..~_ 12 U-4/J_
Rachel G. Clark, City Clerk
The foregoing resolution is hereby approved this d3-JfJ day of ApT; 1
20 2008.
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Approved as to
Form:
(
IJ~'
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JAMES F. NMAN,
27 City Attorney
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2008-127
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VENDOR SERVICE AGREEMENT
This Vendor Service Agreement is entered into this 21 st day of April 2008,
by and between A vrio 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 A vrio Corporation of EI 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
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.
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2008-127
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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.
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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
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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:
A vrio Corporation
222 North Sepulveda Boulevard Suite 2140
EI 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
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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.
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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.
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15 Dated Upvt.. 6<1, 2008
.
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Approved as to Form:
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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: 1'(0/ IS
Avn. ~oration
By: _ ~7J
, 2008
Its: ~FiCc>cey M V~~
By:
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2008-127
Proposal for Enhancements to SBPD
Criminal Case Workflow March 18, 2008
Attachment A
(Description of Services and Milestones)
Document Capture Improvements
A vrio 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, A vrio 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
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
Quantity Description Unit Price Extension
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
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2008-127
Proposal for Enhancements to SBPD
Criminal Case Workflow March 18, 2008
Attachment A
(Description of Services and Milestones)
. .
Trigger Documents and Routing Rule Modifications
A vrio 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
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avno
corporation
2008-127
Proposal for Enhancements to SBPD
Criminal Case Workflow March 18, 2008
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 UA T 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
Quantity Description Unit Extension
Price
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
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avno
corporation
2008-127
Proposal for Enhancements to SBPD
Criminal Case Workflow March 18, 2008
Attachment A
(Description of Services and Milestones)
Milestone and Payments Schedule
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
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