2005-138 - Authorizing The Expenditure From Compudyne Public Safety And Justice, Inc. For The Purchase Of Software Associated With The Computer Systems Upgrade At The Police Department In The Amount Of $31,514.00RESOLUTION 2005 - 138
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE EXPENDITURE FROM
COMPUDYNE PUBLIC SAFETY AND JUSTICE, INC.
FOR THE PURCHASE OF SOFTWARE ASSOCIATED WITH
THE COMPUTER SYSTEMS UPGRADE AT THE POLICE DEPARTMENT
IN THE AMOUNT OF $31,514.00
WHEREAS, The CIP Budget provides for the purchase of the Computer
Systems Upgrade; and
WHEREAS, staff recommends the purchase of the software for the Computer Systems
Upgrade from Compudyne Public Safety and Justice, Inc.; and
WHEREAS, staff prepared a request for quote and has an existing agreement with
Compudyne Public Safety and Justice, Inc.; and
NOW, THEREFORE, BE IT RESOLVED by the Town Council of Los Gatos, County
of Santa Clara, State of California, that Compudyne Public Safety and Justice, Inc. is declared to
be the satisfactory vendor for the purchase of the software for the Computer Systems Upgrade;
and
BE IT FURTHER RESOLVED that the Town Manager is hereby authorized and
directed to approve expenditure (Exhibit A) for the purchase of the software for the
Computer Systems Upgrade on behalf of the Town in the amount of $31,514.00.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 19' day of December, 2005 by the following vote:
COUNCIL MEMBERS:
AYES: Steve Glickman, Joe Pirzynski, Barbara Spector, Mike Wasserman,
Mayor Diane McNutt
NAYS: None
ABSENT: None
ABSTAIN: None I a;i+ �L
SIGNED: �a � MGIV
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CL RIB AD ' IN 'STRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
Public Safety
a Justice
November 2, 2005
Sgt, Joe DePrima
Los Gatos Police Department
110 East Main Street
Los Gatos, CA 95031
CminpuDyne - Public `;safety & Justice, Inc.
39350 C n is C suer Drive
(tEm>nt 0').1:38
1 51() -79 2103
[: 51(} -79? 2397
Subject: Enhancement Proposal (EP)- 151931 D: Version Management Program Upgrade (VMPL
Services Only
Reference: Agreement for Extended Service between the Town of Los Gatos and Tiburon, Inc. Effective
Date September 21, 2000
Dear Sgt. DePrima:
CompuDyne — Public Safety & Justice, Inc., formerly known as Tiburon, is pleased to submit this
Enhancement Proposal for a Version Management Program (VMP) Upgrade. This proposal, EP-
151931D, is for technical and project management services to complete the VMP to version 7.4.1. All
necessary hardware for the VMP will be provided by the Town of Los Gatos.
This Enhancement Proposal includes the basic services required to upgrade the Department's CAD /2000,
RMS /2000 and ARS applications from version 7.2 to 7.4.1. The majority of the costs for the VMP
upgrade are included in the annual maintenance fee.
Be aware that other 3' party products in use may require upgrades as well, and Oracle, Crystal and
Microfocus Cobol software upgrades are not included in this proposal. Please carefully review all
hardware and software ancillary to your CompuDyne- provided systems for items that may require
upgrades for specific operations.
Scope Description for Version Management Program Upgrade
Please note that these tasks may or may not occur in this order and that some tasks may overlap.
1) Upgrade Initiation Meeting
An upgrade initiation meeting will be scheduled on a mutually agreed -to date and conducted by
CompuDyne at the Los Gatos Police Department. The objectives of this event include:
• Los Gatos and CompuDyne personnel introductions;
• Review Los Gatos and CompuDyne roles, responsibilities and expectations;
• Establish a clear chain of communication and authority;
• Review upgrade scope and objectives;
• Review the upgrade process; and
• Determine an initial upgrade schedule.
2) System Installation
EXHIBIT A
Sgt. Joe DePrima
Town of Los Gatos
Enhancement Proposal (EP)- 151931D: Version Management Program Upgrade (VMP) — Services Only
November 2, 2005
Page 2 of 6
CompuDyne, with the Department's assistance as required, will remotely perform the System
Installation on the Department's hardware as follows:
• Verify existing installed system against baseline source code for current version level.
• Create directory structure, file systems, user accounts, and databases for upgrade system(s) on
the CAD /2000 and RMS /2000 servers.
Note that the upgrade training system may be setup after recapture of existing training system's
resources, or that the existing training system may need to be reconfigured at the onset of the project
for sufficient resources to be available for the upgrade.
• Install Baseline Version 7.4.1 software for CAD /2000, RMS /2000 and ARS.
• Migrate identified tailoring to baseline system installed.
• Create Graphical User Interface client build using identified tailoring from existing GUI
build. Setup distribution paths for upgrade system:
• Create ARS /LAN build
• Create ARS /Mobile build
• Provide MDS build and configuration guide
• Assist client in determining database connectivity settings to connect to the upgrade system.
3) Geographic File
There are no changes to the formatting of the .tgf files or underlying ARC shape files required for the
upgrade. Geographic file maintenance and the responsibility for accuracy continue to reside with the
client. However, changes made to address verify processing, as well as directory structure changes,
will require remote CompuDyne support during the upgrade, to include:
• Installation of current `tibtools' on the server. The upgrade `tibtools' must reside in hnntl —
therefore will replace the existing `tibtools' early in the project.
• Modify the Geographic Conversion Process (GCP) as required.
• Remotely assist client with any changes required for placement of the .tgf files for the
geographic file building process (ftp points /accounts or GCT settings, as applicable)
4) System Interfaces
The following non - custom interfaces will be integrated within the upgraded system. The current
baseline interface will be installed, replacing any prior site interface work done on -site:
• E9 -1 -1
• AT &T Wireless
In many cases interfaces are available in a production mode only. During implementation, individual
interfaces may be required to be taken off -line (production) for verification in the upgrade
environment. CompuDyne will work closely with the Department in scheduling these interruptions to
live operation.
5) Documentation
Representative baseline documentation for version 7.4.1 will be provided prior to upgrade initiation.
Site - specific documents based on tailoring items migrated to the baseline documentation will be
Sgt, Joe DePrima
Town of Los Gatos
Enhancement Proposal (EP)- 151931D; Version Management Program Upgrade (VMP) — Services Only
November 2, 2005
Page 3 of 6
prepared and provided for each system installed, Updated Interface Control Documents will also be
provided if any changes apply.
6) Functional Testing
CompuDyne will perform initial testing of the system to confirm operational status and functionality,
Detailed functional testing of each system and module installed shall be performed by the
Department, documenting any problems found using the Technical Service Request reporting through
the CompuDyne Customer Support system, A new TCS account specific to the upgrade will be
created for the Town of Los Gatos.
7) Functional Overview of New Functionality - Demonstration /Training
CompuDyne will provide up to one business day of on -site training, focusing specifically on the
additional functionality provided by the upgrade version, In conjunction with the documentation
provided, the primary intent of this training is to assist and enable the client to determine the internal
training requirements and plan for their agency.
■ Client must provide suitable classroom and workstation setups
A maximum of eight personnel may attend, provided each has an individual workstation,
8) System Integration
Prior to cutover, it is essential that each interface is tested in the upgrade system, CompuDyne will
remotely assist the client with this testing, working closely in scheduling to minimize the necessary
interruption to the existing live operations, Any problems found shall be reported using the Technical
Service Request reporting through the CompuDyne Customer Support system with the upgrade TCS
account.
9) Data Conversion
CompuDyne will perform conversion of the following CAD /2000 files;
Existing File Maintenance maintained tables will be migrated to the upgrade system prior to
the training overview. CompuDyne will work closely with the Department in identifying
tables and files that may require dual maintenance from the time of initial conversion.
Database maintained files will be migrated to the upgrade system prior to the training
overview. Many of these files are shared among installed systems (DOPR/DSEC for
example). CompuDyne will work closely with the Department in identifying tables and files
that may require dual maintenance from the time of initial conversion.
CAD History files will be converted during the cutover to the upgrade system,
CompuDyne will perform conversion of the following RMS /2000 files;
■ CompuDyne will need access to a data conversion workstation, either a laptop or PC, to be
installed on the client's network, for the duration of the project. CompuDyne will work with
the client regarding hardware and network connections.
PC Anywhere will be utilized for data conversion operations.
VPN network access is required.
■ An initial data conversion will be performed.
Timing estimations will be made to determine how long the system must be placed in inquiry
only mode (SALT) for the final data conversion,
Sgt. Joe DePrima
Town of Los Gatos
Enhancement Proposal (EP)- 151931D: Version Management Program Upgrade (VMP) — Services Only
November 2, 2005
Page 4 of 6
Client will be responsible for testing the conversion of the data in the upgrade database,
identifying additional exceptions and documenting corrections to be made for the final data
conversion.
■ A final data conversion will be performed just prior to cutover.
The existing system must be in inquiry only mode during the final conversion.
Identified corrections from the initial conversion will be applied.
10) System Cutover
Immediately following any final data conversion, CompuDyne will notify the Department that
CAD /2000, RMS /2000 and ARS is ready for production use:
■ A cutover schedule and plan will be jointly developed.
■ CompuDyne will have staff on -site to assist with the cutover for one business day.
■ CompuDyne will provide two additional business days of remote cutover support, answering
operational questions and providing immediate assistance.
Price Descrintion
• System Integration Fees for Hardware Replacement $9,000
• SSG Services to Install & Configure Replacement Servers $12,150
• Project Management Services to Cover Additional Cost Items $2,703
• Migration of SLETS Interface $7,661
Total: $31,514
1) The CompuDyne Annual Maintenance amount will not increase due to this VMP.
2) This quote does not include taxes levied by any government agency for technical services. Taxes for
technical services, if applicable, are the responsibility of the Client.
CompuDyne and Client Responsibilities
1) The system upgrade project will require that CompuDyne and the Client fulfill their respective
responsibilities, complete all tasks, and meet the task completion criteria as determined at the
Upgrade Initiation Meeting.
CompuDyne ponsibilities
1) Upgrade the software version and provide the services per the "Scope Description for Version
Management Program Upgrade."
Client Responsibilities
1) Designate a person to be the principal point of contact for all technical questions and administrative
arrangements relating to this VMP and described in the "Scope Description for Version Management
Program Upgrade."
2) Provide VPN access to CompuDyne personnel.
Sgt. Joe DePrima
Town of Los Gatos
Enhancement Proposal (EP)- 15193ID: Version Management Program Upgrade (VMP) — Services Only
November 2, 2005
Page 5 of 6
Completion Criteria
The VMP upgrade will be considered complete upon cutover of the CAD /2000, RMS /2000 and ARS
applications to production operation.
Terms and Conditions
1) The work described above will be scheduled to commence at a mutually agreeable date after the
Client's acceptance of this Enhancement Proposal.
2) All necessary hardware and third -party products will be provided by the Town of Los Gatos in
accordance with CompuDyne's specifications.
3) Payment Schedule;
50% Upon receipt of the signed acceptance of this Enhancement Proposal.
50% Upon achievement of the Completion Criteria,
4) By the Client's acceptance of the Enhancement Proposal in the signature blocks provided below, the
Client is authorizing CompuDyne to proceed with the work described herein and confirms additional
funding will be obligated. Any requisite contractual documents required by the Client's purchasing
procedures are the responsibility of the Client.
5) Except as described herein above, all terms and conditions of the referenced agreement remain
unchanged and in full force and effect.
6) This fixed price Enhancement Proposal is valid unless modified by CompuDyne in writing prior to
Client acceptance of the Enhancement Proposal; otherwise, this Enhancement Proposal will expire on
December 31, 2005.
Upon review and acceptance of this Enhancement Proposal, please sign below and return the signed copy
of the Enhancement Proposal to Margaret Kiser in CompuDyne's Fremont office. Or, you can fax a copy
of this letter to Margaret at 510- 217 -6466. If you have any questions or require further information,
please contact Kim Anderson, 510- 792 -2108 extension 2141, at your convenience.
Sincerely,
r `",�,'
D. Kenneth Peters
Vice President of Sales
cc; Kim Anderson, Account Manager, Western Region
Sgt. Joe DePrima
Town of Los Gatos
Enhancement Proposal (EP)- 151931D: Version Management Program Upgrade (VMP) — Services Only
November 2, 2005
Page 6 of 6
By this signature, the Town of Los Gatos accepts EP- 151931D;
Signature
Date
Printed Name / Title