07 Staff Report - Dispatch System Upgrade Project~pW N 0~
COUNCIL AGENDA REPORT
!ps G4
DATE: DECEMBER 7, 2005
MEETING DATE: 12/19/05
ITEM NO.
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: POLICE RECORDS AND DISPATCH SYSTEM UPGRADE PROJECT
A. ADOPT RESOLUTION AUTHORIZING TOWN MANAGER TO
EXECUTE AN AGREEMENT WITH JESKELL, INC. FOR THE
PURCHASE OF POLICE CAD AND RMS HARDWARE IN THE
AMOUNT OF $52,196.22 FROM ACCOUNT NO. 400-0612-77436
B. ADOPT RESOLUTION APPROVING EXPENDITURE WITH
COMPUDYNE PUBLIC SAFETY AND JUSTICE, INC. FOR VERSION
MANAGEMENT PROGRAM TECHNICAL SERVICES IN THE AMOUNT
OF $31,514.00 FROM ACCOUNT NO. 400-0612-77436
RECOMMENDATION:
1. Adopt Resolution authorizing Town Manager to execute an agreement with Jeskell, Inc. for
the purchase of Police CAD and RMS hardware in the amount of $52,196.22 from account no.
400-0612-77436
2. Adopt Resolution approving expenditure with Compudyne Public Safety and Justice, Inc. for
Version Management Program technical services in the amount of $31,514.00 from account no.
400-0612-77436
BACKGROUND:
In 1999, Council approved the purchase of the Police Department's current Computer Aided
Dispatch (CAD) and Records Management System (RMS) computer hardware and software
systems. Compudyne Public Safety and Justice, Inc. (Compudyne) provided the CAD and RMS
software. Compudyne has a requirement that their software be within two releases of their latest
product, in order for them to provide support. The Town is two releases behind their latest
product and the hardware is not adequate to upgrade the software to the current version.
PREPARED BY: SCOTT SEAMAN
Chief of Polices ~
O:\INFOSYS\Council-reports\Police Records & Dispatch System3.wpd
Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator
,~`~Finance Community Development Revised: 12/15/05 2:58 pm
Reformatted: 5/30/02
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE RECORDS AND DISPATCH SYSTEM UPGRADE PROJECT
DECEMBER 7, 2005
DISCUSSION:
The Police Department uses CAD/RMS for dispatching officers, creating incidents, and writing
and storing reports. In addition to not being able to support the current version of software, the
servers are old, slow, and low on memory and disk space. When Compudyne releases version
7.50 in June 2006, the Town will be charged an additional fee for service as the Town will then
be three versions behind the latest version. To resolve this problem, Compudyne will need to
upgrade the system software to its latest CAD and RMS version 7.41, allowing the Town to
continue to receive cost effective support under the current agreement with Compudyne. The
Town's servers need to be replaced to accommodate the updated version of the software. All
other PCs and printers are compatible with this upgrade and will not be replaced.
Benefits of the upgrade include:
• Police staff currently must wait 5 minutes on average to access a RMS report. The new
system will be many times faster, increasing staff productivity.
• Staff often need to run "queries" to lookup statistics. With the underpowered old servers
now being used by the Town, this often causes other users to be disconnected from the
system. The new system will resolve this issue.
• Other miscellaneous operations in CAD and RMS will be much faster and more efficient.
• The new version of software offers several efficiency improvements.
• The new hardware will be able to handle future upgrades made available from
Compudyne for several years, keeping the Town compliant with the Compudyne
Extended Service Agreement.
The purchases involved in the upgrade are broken into two parts:
Hardware:
Quotes were solicited for the purchase of the specialized server hardware. Four quotes were
received and Jeskell of Sunnyvale submitted the lowest quote. Jeskell, Inc. has supplied many
IBM servers for government. Other California cities report good working relationships with
Jeskell. The contract with Jeskell, Inc. (Exhibit A to Attachment 1) will be in the amount of
$52,196.22.
Software:
The Town has an existing service agreement with Compudyne, the providers of the CAD and
RMS software system and upgrade software. This agreement covers the cost of licensing the
software, and specifies that additional payment is required to install, configure, test, and train
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: POLICE RECORDS AND DISPATCH SYSTEM UPGRADE PROJECT
DECEMBER 7, 2005
users on the new software. The cost of the software enhancement services with Compudyne
(Exhibit A to Attachment 2) will not exceed $31,514.00.
Compudyne is the largest public safety software company in the world with over 200 public
safety agencies under contract.
ENVIRONMENTAL ASSESSMENTS:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Town Council approved a budget adjustment for Police CAD and RMS in October of 2005.
Funding will be allocated from account number 400-0612-77436 and will not exceed $130,000.
Attachments:
1. Resolution authorizing (Exhibit A) Hardware Purchase Agreement
2. Resolution approving (Exhibit A) Software Purchase
Distribution:
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH
JESKELL, INC.
FOR THE PURCHASE OF EQUIPMENT ASSOCIATED WITH
THE COMPUTER SYSTEMS UPGRADE AT THE POLICE DEPARTMENT
IN THE AMOUNT OF $52,196.22
WHEREAS, The CIP Budget provides for the purchase of the Computer
Systems Upgrade; and
WHEREAS, staff recommends the purchase of the hardware for the Computer Systems
Upgrade from Jeskell, Inc.; and
WHEREAS, staff prepared a request for quote and solicited from four hardware
suppliers; and
NOW, THEREFORE, BE IT RESOLVED by the Town Council of Los Gatos, County
of Santa Clara, State of California, that Jeskell, Inc. is declared to be the satisfactory vendor for
the purchase of the hardware for the Computer Systems Upgrade; and
BE IT FURTHER RESOLVED that the Town Manager is hereby authorized and
directed to execute an agreement (Exhibit A) for the purchase of the hardware for the
Computer Systems Upgrade on behalf of the Town in the amount of $52,196.22.
PASSED AND ADOPTED at a
of Los Gatos, California, held on the
meeting of the Town Council of the Town
day of , 200 by the
following vote:
ATTACHMENT 1
COUNCIL MEMBERS:
AYES:
NAYS :
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
Dec 15 2005 12:34 JESKLLL INC 4U€ 744UbU:3 P. e
AGREEMENT BETWEEN THE TOWN OF LOS. GATOS AND
JESKELL, INC.
FOR THE PURCHASE OF THE
POLICE S'Y'STEM SERVER HARDWARE UPGRADE
THIS AGREEMENT is made and entered into in the Town of Las Gatos, County of Santa
Clara, State of California, by and between the TOWN OF LOS GATOS, a municipal corporation
[hereinafter Town], and Jeskell, Inc. [hereinafter Vendor], as of the day ,
2005.
RECITALS
(A) Quotations were sought by the Town for the purchase described in this Agreement,
and Vendor was found to be the lowest responsible supplier for this purchase.
(B) Vendor represents that it is a qualified and competent supplier of the items to be
purchased under this Agreement.
IT IS AGREED AS FOLLOWS:
1. Supplies and Terms. Vendor hereby agrees to deliver to Town at 110 East Main
Street, Los Gatos, CA 95030 the items and materials described in Exhibit A hereto.
The terms and conditions are as follows:
1. rice. Town shall pay Vendor the amounts defined in Exhibit A, F.Q.B., and'
which include sales tax and delivery chap pes. Payment shall be net 30 days
from delivery.
2. Delivery. The delivery of the items and materials shall be no later than
March 1, 2006. Delivery shall be made between 8:00 a.m. and 4:30 p.m. on
weekdays that are not Town holidays,
3. Warranty Purchase of items and materials will include both a software and
hardware maintenance agreement with IBM for a period of 3 years.
2. Time of the Essence. Prompt delivery ofthe items and materials is essential to this
Agreement.
3. Dual Employment Ounorturiity. Vendor warrants that it is an Equal Opportunity
Employer and shall comply with applicable regulations regarding equal employment opportunity.
Vendor shall not discriminate in the employment of any person because of race, color, national
origin, ancestry, mental or physical disability, rnedical condition, marital status, sex, age, or sexual
preference, unless based upon a bona fide occupational qualification pursuant to the California Fair
Employment and Housing Act.
EXHIBIT A
Dec 15 2005 12:34 JESKELL INC 4U874qusua P. J
4. Notices. All notices to be given with respect to this Agreement shall be addressed
as follows:
To Town: To Vendor:
Town of Los Gatos Jeskell, Inc
P.O, Box 949 155-A Moffett Park Dr., Suite ##104
Los Gatos, CA 95021 Sunnyvale, CA 94089
5. Waivers. Waiver of a breach or default under this Agreement shall not constitute
a coatinWng waiver or a waiver of a subsequent breach of the same or any other provision of the
Agreement,
6. Modifications. No modification, waiver, termination, or amendment to this
Agreement is effective unless made in writing signed by the Town and the Vendor.
7. Severabil If any term of this Agreement is held invalid by a court of competent
jurisdiction, the remainder of this Agreement shall remain in effect.
8. Entire Agreement. This Agreement sets forth the entire understanding between
the parties.
Vendor shall supply equipment per quotation Dated December 15, 2005 Referenced in Exhibit A.
IN WITNESS WHEREOF, the Town and the Vendor have executed this Agreement on the
date above written-
Town of Los Gatos, by.,
Debra J. Figone, Town Manager
Recommend by.
Vendor, by:
Si911aturlIe
Print Name
Department Head / Title
Attest:
Town of T.os (Gatos, Los Gatos, California
Approved as to zomi:
Orry P. Korb, Town Attorney
Marlyn Rasmussen, Clerk Administrator
2
Jeskell inc.
155A Moffett Park Drive, Suite #104
Sunnyvale, CA 94089
Quoted By. Rick Hartley - Jeskell Inc.
(408) 744-0102 x210 or email rhartley@jeskell.com
Jeskell 'IBM pSeries 510 CAD & 520+ RMS Proposed Solution'
Customer: Los Gatos /
MS Police Dept.
Name: John Zore
Phone: 408-761-4524
Proposal JSK-7329-BQ
12/15/2005
IBM Ext.
Jeskell
Part# Description
Qty List
Ext. Bid
System 1
9110-510 CAD:9110 Model 510
1
$50
$36.40
2640 IDE Slimline DVD-ROM Drive
1
$378
$275.18
2849 POWER GXT135P Graphics Accelerator with Digital Support
1
$381
$277.37
2943 8-Port Asynchronous Adapter EIA-232/RS-422, PCI bus
1
$1,162
$845.94
3274 73.4 GB 10,000 RPM Ultra320 SCSI Disk Drive Assembly
4
$1,756
$1,278.37
4444 1024MB (4x256MB) DIMMs, 208-pin, 266 MHz DDR SDRAM
1
$1,100
$800.80
5005 Software Preinstall
1 N/C
N/C
5712 PCI-X Dual Ultra320 SCSI Ctrl
1
$658
$479.02
6458 Power Cable Drawer to IBM PDU, 14-foot, 250V/1 OA
2
$28
$20.38
7166 IBM/OEM Rack-mount Drawer Rail Kit
1
$150
$109.20
7609 1-way 1.5 GHz POWER5 Processor Card, no L3 Cache
1
$1,979
$1,440.71
7989 AC Power Supply, 700 W
2
$750
$546.00
7998 IBM Rack-mount Drawer Bezel and Hardware
1
$25
$18.20
8642 Zero-priced Value Pak Processor Entitlement for # 7609
1 N/C
N/C
9169 Factory Integration Specify
1 N/C
N/C
9300 Language Group Specify - US English
1 N/C
N/C
9110-510 Price
$8,417
$6,127.58
7206-VX2 80 GB Ext. Tape Drive
1
$2,295
$1,438.97
5060 Rack Power Cord, Single
1
$29
$18.18
8723 Rack Mounting Kit
1
$120
$75.24
9300 English Manuals
1 N/C
N/C
9764 4.5m VHDCI/HD68 SCSI cable
1 N/C
N/C
9797 LVD/SE Terminator
1 N/C
N/C
9800 9 FT 125V 15A Power Cord
1 N/C
N/C
9860 Rack Power Cord, Single
1 N/C
N/C
7206-VX2 Price
$2,444
$1,532.39
9910-P30 Peripheral 1:UPS 9910 P30 (2100 Watts), Rack/Tower
1
$3,082
$2,407.04
2934 PW WEB/SNMP Card (P30,P33,P64,P65,P93,P95)
1
$335
$261.64
2975 UPS Input Power Cord 30A (2.4M 1-6-30 Plug) for P33, P30
1
$130
$101.53
6630 Rail Kit for P33,P30,P64, 6607, 6640 and 6641
1
$150
$117.15
9010 Rack Factory Install Indicator(M15,M30,P30,P33,P64,P65 with p5 servers)
1 N/C
-
N/C
9910-P30 Price
-
-
-
$3,697
$2,887.36
5692-A5L System Software
1 N/C
N/C
0947 MEDIA 5765-E62 AIX 5L V5.2
1 N/C
N/C
0949 Expansion pack
1 N/C
N/C
EXHIBIT A
0965 AIX 5L V5.2 Update CD
1 N/C
N/C
0975 Microcode Upd Files and Disc Tool CD
1 N/C
N/C
0976 Mozilla for AIX CD
1 N/C
N/C
1004 CD-ROM Process Charge
1
$50
$50.00
1432 Preinstall Tivoli Security Agent
1 N/C
N/C
2924 English Language
1 N/C
N/C
3410 CD-ROM
1 N/C
N/C
3506 Suppress Single Pallet Delivery
1 N/C
N/C
5005 Preinstall
1 N/C
N/C
5924 English U/L SBCS Secondary Language
1 N/C
N/C
5692-A5L OTC
$50
$50.00
5733-M52 C FOR AIX 3 YR SW MA
1 N/C
N/C
3125 5733-M52 SW MAINT 3Y Reg per Users
1
$433
$357.23
5733-M52 OTC
$433
$357.23
5765-E62 AIX 5L V5.2
1 N/C
N/C
0040 Value Pak Per Processor D5 AIX V5.2
1
$150
$123.75
5765-E62 OTC
$150
$123.75
5765-F57 IBM C for AIX V6.0
1 N/C
N/C
0001 1 Userw 1 YR SW Maint
1
$1,080
$891.00
3483 Preinstall - Single Pallet Delivery
1 N/C
N/C
5809 CD-ROM
1 N/C
N/C
5765-F57 OTC
$1,080
$891.00
5773-SM3 Software Maintenance for AIX, 3 Year
1 N/C
N/C
0458 D5 3 Yr SWMA for AIX per Processor Reg/Ren
1
$807
$677.88
5773-SM3 OTC
$807
$677.88
....x..W.x.
GRAND TOTALS
Hardware Price
$14,558 $10,547.32
Software Price
$2,520
$2,099.86
Tax
-
$1,217.54
$884.49
System Total
-
$18,296
$13,531.66
Jeskell / IBM pSeries 510 CAD Solution Total
$13,531.66
System 2
9131-52A Server 1:9131 Model 52A
1
$1,100
$887.04
1931 2048MB (2x1024MB) DIMMs, 276-pin, 533 MHz DDR-2 SDRAM
2
$3,400
$2,741.76
1968 73.4 GB 10,000 RPM Ultra320 SCSI Disk Drive Assembly
8
$3,512
$2,832.08
1974 PCI-X Dual Channel Ultra320 SCSI Adapter
2
$1,316
$1,061.22
1980 POWER GXT135P Graphics Accelerator With Digital Support
1
$381
$307.24
1994 IDE Slimline DVD-ROM Drive
1
$378
$304.82
4267 SCSI Cable, PC] Adapter to Hot-Swap Disks
1
$50
$40.32
5005 Software Preinstall
1 N/C
N/C
5159 AC Power Supply, 850 W
2
$834
$672.54
6458 Power Cable Drawer to IBM PDU, 14-foot, 250V/1 OA
2
$28
$22.58
6574 Ultra320 SCSI 4-Pack
1
$244
$196.76
6594 Ultra320 SCSI 4-Pack for Disk Mirroring
1
$250
$201.60
7160 IBM Rack-mount Drawer Rail Kit
1
$75
$60.48
7190 IBM Rack-mount Drawer Bezel and Hardware 1 $75 $60.48
7320 One Processor Entitlement for Processor Feature # 8330 1 $1,720 $1,387.01
7877 Media Backplane Card 1 $120 $96.77
8330 2-way 1.9 GHz POWER5 Processor Card,36MB L3 Cache 1 $4,675 $3,769.92
8410 Zero-priced Express Product Offering Processor Entitlement for #8330 1 N/C N/C
9300 Language Group Specify - US English 1 N/C N/C
9131-52A Price $18,158 $13,715.25
3580-1-23 Ultrium 2 Tape Drive
1
$5,200
$4,576.00
8002 1-Cleaning Cartridge
1
$103
$90.64
8101 1-Ultrium 200GB Data Cartridge
1
$47
$41.36
8723 Rack Mounting Kit
1
$141
$124.08
9600 Attached to pSeries or RS/6000
1 N/C
N/C
9703 2.5m VHDCI/HD68 SCSI cable
1 N/C
N/C
9800 2.7m 125V 15A Power Cord US/Canada
1 N/C
N/C
3580-1-23 Price $5,491 $4,832.08
7316-TF3 IBM 7316-TF3 Rack-Mounted Flat Panel Console Kit
1
$3,000
$2,046.00
4202 Keyboard/Video/Mouse (LCM) Switch
1
$1,665
$1,135.53
4268 Cable, Keyboard/Video/Mouse Conversion Option
1
$765
$521.73
8880 Space Saver 2 Keyboard, US English
1
$150
$102.30
9300 Language Group Specify - US English
1 N/C
N/C
9911 Power Cord (4M) All (Standard Cord)
1 N/C
N/C
7316-TF3 Price $5,580 $3,805.56
9910-P30 Peripheral 2:UPS 9910 P30 (2100 Watts), Rack/Tower
1
$3,082
$2,407.04
2934 PW WEB/SNMP Card - (P30,P33,P64,P65,P93,P95)
1
$335
$261.64
2975 UPS Input Power Cord 30A (2.4M 1-6-30 Plug) for P33, P30
1
$130
$101.53
6630 Rail Kit for P33,P30,P64, 6607, 6640 and 6641
1
$150
$117.15
9010 Rack Factory Install Indicator(M15,M30,P30,P33,P64,P65 with p5 servers)
1 N/C
N/C
9910-P30 Price $3,697 $2,887.36
7014-T42 Rack 1:Rack Model T42
1
$3,970
$2,489.19
0229 Rack Content Specify: 9111/520 - 4EIA
1 N/C
N/C
0255 Rack Content Specify: 9110/510 Squad B70 - 2EIA
1 N/C
N/C
6069 Front door (Black) for High Perforation (2m racks)
1
$550
$344.85
6098 Side Panel (Black)
2
$300
$188.10
6654 PDU to Wall Powercord 14', 200-240V/24A, UTG0247, PT#12
2
$480
$300.96
9188 Power Distrib Unit Specify - Base/Side Mount, Universal UTG0247 Connec
1 N/C
N/C
9300 Language Group Specify - US English
1 N/C
N/C
7014-T42 Price
$5,300
$3,323.10
5692-A5L System Software
1 N/C
N/C
0947 MEDIA 5765-E62 AIX 5L V5.2
1 N/C
N/C
0949 Expansion pack
1 N/C
N/C
0965 AIX 5L V5.2 Update CD
1 N/C
N/C
0975 Microcode Upd Files and Disc Tool CD
1 N/C
N/C
0976 Mozilla for AIX CD
1 N/C
N/C
1004 CD-ROM Process Charge
1
$50
$50.00
1432 Preinstall Tivoli Security Agent
1 N/C
N/C
2924 English Language
1 N/C
N/C
3410 CD-ROM
1 N/C
N/C
3506 Suppress Single Pallet Delivery
1 N/C
N/C
5005 Preinstall
1 N/C
N/C
5924 English U/L SBCS Secondary Language
1 N/C
N/C
5692-A5L OTC
$50
$50.00
5733-M52 C FOR AIX 3 YR SW MA
1 N/C
N/C
3125 5733-M52 SW MAINT 3Y Reg per Users
1 $433
$357.23
5733-M52 OTC
$433
$357.23
5765-E62 AIX 5L V5.2
1 N/C
N/C
0040 Value Pak Per Processor D5 AIX V5.2
2 $300
$247.50
5765-E62 OTC
$300
$247.50
5765-F57 IBM C for AIX V6.0
1 N/C
N/C
0001 1 Userw 1 YR SW Maint
1 $1,080
$891.00
3483 Preinstall - Single Pallet Delivery
1 N/C
N/C
5809 CD-ROM
1 N/C
N/C
5765-F57 OTC
$1,080
$891.00
5773-SM3 Software Maintenance for AIX, 3 Year
1 N/C
N/C
0458 D5 3 Yr SWMA for AIX per Processor Reg/Ren
2 $1,614
$1,355.76
5773-SM3 OTC
$1,614
$1,355.76
.....w.,.* GRAND TOTALS..,.,,,
Hardware Price
$38,226
$28,563.35
Software Price
$3,477
$2,901.49
Tax
$3,182.52
$2,381.02
System Total
$44,885.52
$33,845.86
Jeskell / IBM pSeries 520+ RMS Solution Total
$33,845.86
p510 & p520+ Total Solution
$58,781
$44,112.01
Total Maintenance
$5,689.14
$4,818.70
Total Tax
$4,400.06
$3,265.51
Grand Total $68,870 $52,196.22
Jeskell / IBM pSeries 510 CAD & 520+ RMS Solution Total $52,196.22
Tin 770404935
Cage Code 05DE1
DUNs 786823575
Jeskell has a GSA Schedule which is still Certified (Small, Disadvantaged, Minority Owned Company).
If buying off of Credit Card, please add an additional 3% processing fee.
RESOLUTION
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
of Los Gatos, California, held on the
meeting of the Town Council of the Town
day of , 200 by the
following vote:
ATTACHMENT 2
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
November 2, 2005
Sgt. Joe DePrima
Los Gatos Police Department
110 East Main Street
Los Gatos, CA 95031
CompuDyne - Public Safety & Justice, Inc.
39350 Civic Center Drive
Fremont. CA 94533
T: 510-792-21.03
P:510-797-2397
Subject: Enhancement Proposal (EP)-15193 ID: Version Management Program Upgrade (VMP) -
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 3rd 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)-15193 ID: 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 /mntl -
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)-15193 ID: 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 (SACT) for the final data conversion.
Sgt. Joe DePrima
Town of Los Gatos
Enhancement Proposal (EP)-15193 ID: 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 Description
■ 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 Responsibilities
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)-15193 ID: 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,
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