1995-121-Execute Agreement With Roger Lee For The Development And Purchase Of Query Automation Software For The Police DepartmentRESOLUTION 1995 - 121
RESOLUTION OF THE TOWN OF LOS GATOS
AUTHORIZING THE TOWN MANAGER TO EXECUTE
AGREEMENT WITH ROGER LEE FOR THE DEVELOPMENT AND
PURCHASE OF QUERY AUTOMATION SOFTWARE
FOR THE POLICE DEPARTMENT
WHEREAS, the current agreement with OCS Technologies was amended because
it was determined that it was more economical to not purchase its SLETS interface software; and,
and,
WHEREAS, OCS SLETS interface software included query automation software;
WHEREAS, query automation software can be developed by and purchased from
Roger Lee at considerable savings to the Town;
NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of
Los Gatos, County of Santa Clara, State of California, that the Town Manager is authorized, and
is hereby directed, to execute an agreement with Roger Lee for the development and purchase of
SLETS interface software, attached as Exhibit A, in the name and on behalf of the Town of Los
Gatos.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 5th day of September, 1995 by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Linda Lubeck,
Mayor Patrick O'Laughlin.
NAYS: None
ABSENT: None
ABSTAIN: None
SIGNED:
MAYOR OF THE TOWN F LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS dATOS
LOS GATOS, CALIFORNIA
AGREEMENT TO PROVIDE
QUERY AUTOMATION SOFTWARE
TO THE TOWN OF LOS GATOS
ru.yy
CLERK
.4
IHH:
RE
THIS AGREEMENT is made and entered into in the Town of Los Gatos, County of
Santa Clara, State of California, by and between the TOWN OF LOS GATOS, a municipal
corporation [hereinafter Town], and ROGER LEE [hereinafter Contractor], as of the day
199.
RECITALS
(A)Contractor represents that it is a qualified and competent supplier of the items to be
purchased under this Agreement.
IT IS AGREED AS FOLLOWS:
1. Terms. Contractor hereby agrees to perform the services and deliver the software
described in Attachment 1 pursuant to the terms contained therein as modified as follows:
a. Price. Town shall pay Contractor on the basis of hours actually devoted to this
Agreement in work or travel as specified in Attachment 1, but not to exceed a total amount of
$6,000. Town shall pay Contractor his actual travel expenses incurred in performing his services
under this Agreement as provided in Attachment 1, but not to exceed a total amount of $800.
b. Inclusion. The system to be delivered by Contractor is described in the Query
Automation Proposal CAD System, dated August 15, 1995, that is attached to this Agreement as
Attachment 2 and made a part hereof.
2. Time of the Essence. Prompt delivery of the items and materials is essential to
this Agreement.
3. Notices. All notices to be given with respect to this Agreement shall be addressed
as follows:
To Town: Chief of Police
Los Gatos Police Department
Town of Los Gatos
P.O. Box 949
Los Gatos, CA 95021
To Contractor: Roger Lee
RML Associates
5398 Cattail Way
Boise, ID 83703
5. Waivers. Waiver of a breach or default under this Agreement shall not constitute
a continuing 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 Contractor.
7. Severability. 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. Governing Law. This Agreement, regardless of where executed, shall be governed
by and construed according to the laws of the State of California. Venue for any action regarding
this Agreement shall be in the Superior or Municipal Court of either the County of Santa Clara
or the County of San Mateo.
9. Entire Agreement. This Agreement sets forth the entire understanding between the
parties.
IN WITNESS WHEREOF, the Town and the Contractor have executed this Agreement
on the date above written.
ROGER LEE TOWN OF LOS GATOS
IN
TOWN MANAGER
APPROVED AS TO FORM: ATTEST:
Town Clerk
TOWN ATTORNEY
N AMASTER \CONTRACI\MATERIAL.CON
Revised 1/5/94 2
RML ASSOCIATES
9040 5398, Cattail Way, Boise ID 83703
Statement of Work
Query Automation - Los Gatos Police Department
Project Schedule
(a) Commencement Date:
(b) Anticipated Duration:
(c)
(d)
(e)
(d)
(e)
Name of Client Project Managers:
Project Description:
August 15, 1995
45 - 60 days
Bonnie Eckert
• PC workstation software as Reflection 1 command language client
scripts to capture and parse the CAD "Quick" commands described
in Table 1 of the proposal.
• PC workstation software as Reflection 8 command language server
scripts to process and perform the queries as described in
Table 1 of the proposal.
• Two copies of user -level documentation describing the operation
of the software in 1 and 2, including: workstation
configuration and startup, command operation, error indications
and recovery.
• Onsite installation and user training, anticipated to be one
trip from Boise of three days duration
Project Cost:
Progress Billings Schedule
September 1
TBD
Consultant's Hourly Rate:
Travel Hourly Rate:
CLIENT:
Los Gatos Police Department
Larry Todd
Chief of Police
110 E. Main St.
Los Gatos, CA 95032
TOTAL $6000 plus
travel expenses
$1500
$4500 plus incurred
travel expenses
$125 / hour
$50 / hour
CONSULTANT:
Roger M. Lee
Consultant
5398 Cattail Way
Boise, ID 83703
ATTACHMENT !
voice 208 853 3055 / fax 208 853 3056 / email rlee @primenet.com
Query Automation Proposal
CAD System
Prepared for:
Los Gatos Police Department
Prepared by:
Roger Lee
RML Associates
5398 Cattail Way
Boise, ID 83703
August 15, 1995
ATTACHMENT 2
OVERVIEW
This proposal develops and provides an integrated capability for the Los Gatos Police
Department to have automated, on -line access to the external criminal justice systems
and databases from the in -house CAD and RIMS systems terminal windows. This
capability can be available to any authorized personnel at the department to facilitate
their use of external systems.
Without this proposed capability, a dispatcher needing the results, for example, of a
license plate check would need to (i) leave the CAD system and switch to the SLETS
terminal session on the workstation; (ii) determine the correct mask (REG -US or REG-
CA) to use and (iii) enter the license information in the correct and required fields for
SLETS. With this capability, a dispatcher enters the plate number and, optionally the
state for out of state plates, on the CAD command line as the CAD command manual
describes: QL, 2MMDO48. The dispatcher is notified when responses from SLETS are
received.
Initial software will provide access to SLETS information via the networked PCs used by
CAD dispatchers on the OCS CAD system. The project will deliver software for two
dispatcher workstations which will
• Capture the pre- defined query data entered by the dispatcher on the OCS CAD
system command line
• Reformat the data for use as a SLETS query in the SLETS session window
provided by WRQ Reflection 8 terminal software working with the Memorex/Telex
6544 Cluster controller
• Perform the query on the SLETS host by transmitting the data and control
information as required
• Return the query results in the SLETS session window and notify the dispatch of
the receipt of a SLETS response
The capability to be delivered will initially be configured to support only the CAD
dispatchers and their use of the SLETS system. Additional users, and additional
systems can be readily configured in future as required.
Previous efforts to date have determined the feasibility of the planned approach. These
efforts have demonstrated:
1. Operation of the simultaneous, multiple terminal sessions on workstations
using the LAN.
2. Suitability of the Reflection 1 scripting language
3. DDE operation of Reflection 1 terminal software on the planned workstation
configuration.
OPERATIONAL DESCRIPTION
The diagram below provides an overview of the CAD /RMS system installed at the Los
Gatos Police Department.
Novell LAN
CAD Dispatchers Other Workstations
I
His 3000
�c
6 irexlex OCS AppliCatiOn HOSY HP Vectra 486
s Computer Aided Dispatch Windows 3.1 HP Vectra 486
Records Management Windows 3.1
I'
a
SLETS ....._...._.__ CJIc. ... ._...
Figure 1 System Diagram
A dispatcher at one of the workstations has access to the OCS CAD and RMS
applications operating on the HP 3000 via the Microsoft Windows -based terminal
emulator (Reflection 1) program. The same user has access to the external databases,
SLETS and CJIC, via a Microsoft Windows -based terminal emulator, Reflection 8. The
two terminal emulation programs operate simultaneously on the dispatcher's PC
workstation. Each displays a window for its access simultaneously to the dispatcher. A
workstation display would typically appear as shown below.
OCS CAD System
____
Unit 1 On call
Unit 2 On scene
Unit 3 Out of service
command:
Qv 2M D048
SLETS
SLETS>
Figure 2 Typical Workstation Screen
3
This proposal supplies software which will capture query commands from the command
line of the CAD session window and automate the user's task of using the same data to
query SLETS (and other external systems via SLETS, see Table 1 below) via the SLETS
session window. The query command data to be captured is limited to specific fields on
the application screens relating to Vehicle ID, Vehicle License, and Person Name and
Drivers License number. As the dispatcher enters the command, which can be selected
from a subset of the OCS CAD "quick" commands, and data to be queried is captured,
reformatted for use in the external database session, and sent to the SLETS external
database as a query. The result(s) of the SLETS query will be available to the
dispatcher in the SLETS session window when a response is received from the external
system, as if the user had manually performed the query. The dispatcher will be notified
as responses are received from SLETS
In the example below, the VIN entered on the command line of the CAD screen is used
to build a VIN query for SLETS in its session window.
Figure 3 Query Automation Example
The software will be developed using the script command language capabilities of the
previously mentioned terminal emulation software, Reflection 1 and Reflection 8. In
order to provide the user with predictable operations, and notification of error conditions,
Microsoft Windows' DDE capabilities will be used as the communication channel
between to the terminal sessions. The Reflection 1 CAD session will operate as a client
to the DDE server operations of the Reflection 8 SLETS sessions.
Initial commands to be supported by the Query Automation software are described in
Table 1 below. These commands:
• Have been reviewed and confirmed by department personnel
• Are a subset of OCS CAD "Quick' commands
• May be expanded to include other OCS system functions in future
(NOTE: similar extensions of this capability are possible for users of the
Records Management system)
The command list has been finalized as a result of the earlier feasibility efforts which has
shown the efficacy of the planned approach. Additional commands and /or screens can
be considered for future addition as desired. These are based on current SLETS query
masks that are available through the Santa Clara County message switch. If a different
combination of transactions would produce more useful information, the SCCMS'
commands and masks combinations in use can be changed in future.
'Santa Clara County Message Switch
Vehicle License Plate
Query License (QL)
REG: CA license plate
— DMV Parking Citation
check
— DMV Registration
— CA Stolen Vehicle
System
— PIN Re istration
Query License( L)
REG -US: out of state
— NLETS Vehicle
Registration
— CA Stolen Vehicle
System
— PIN Registration
Vehicle ID Number
Query Vehicle ID #
REG: CA license plate
— DMV Parking Citation
(VIN)
(QV)
— DMV Registration
— CA Stolen Vehicle
System
— PIN Re istration
Query Vehicle ID #
REG -US: out of state
— NLETS Vehicle
(QV)
license
Registration
— CA Stolen Vehicle
System
— PIN Registration
Operators License
Query Operator
DRIVER: CA license
— DMV
Number
License Number QO
Query Operator
DRV -US: out of state I
— NLETS
Name check Query Name (QN) PERSON — CA DOJ Wanted
Persons System
— CA DOJ Restraining
Order System
NCIC
— PIN
SRF
(Not all systems are
queried depending on
input information
cllnnli �
Table 1 Commands Selected for Query Automation
The command structure and syntax for the "Q "uick commands used by the
dispatcher is shown in Table 2 - Quick Commands. Fields in (..) are optional.
Their presence or absence affects the actual systems accessed by the SLETS
mask processing.
'Ref. OCS CAD System Users Guide, Version 3.2, October 1993
2Ref. Santa Clara County Message Switch Transactions - 8/24/92 or Alameda County PIN User Manual -
3/1/87
0
Vehicle
QL,LLC, (STATE) , (YR) , (TYPE)
- DMV Parking Citation
License Plate
- DMV Registration
check
- CA Stolen Vehicle System
- PIN Registration
- NLETS Vehicle Registration fonly
if state is not CA
Vehicle ID
QV,VLN, (MAKE) , (YR) , (STATE)
- DMV Parking Citation
Number (VIN)
- DMV Registration
- CA Stolen Vehicle System
- PIN Registration
- NLETS Vehicle Registration fonly
f state is not CA
Operators
QO,OPERATOR #, (STATE)
- DMV
License
- NLETS [only if state is not CA]
Name check QPN,LAST,FLRST,SE%, (nos) , (OPERATOR# - CA DOJ Wanted Persons System
- CA DOJ Restraining Order System
- CA -DOJ SRF
- CA DMV
NCIC
PIN
(Not all systems are queried
depending on input information
supplied: CA DMV, NCIC, PIN
required DOB ent
(...) fields are optional), all -
others are required; Some fields
require specific valid codes be
entered - e.g STATE.
Table 2 - Quick Commands
Deliverables
1. Reflection 1 command language client scripts to capture and parse the
CAD "Quick" commands in Table 1.
2. Reflection 8 command language server scripts to process and perform the
queries as described in Table 1.
3. User level documentation describing the operation of the software in 1
and 2, including: workstation configuration and startup, command
operation, error indications and recovery.
4. Onsite installation and user training.
The sofware to be delivered is supplied under a use license. Software
maintenance is available at the expiration of a ninety (90) day support period that
begins on installation of the sortware. Examples of typical software license and
'Ref. OCS CAD System Users Guide, Version 3.2, October 1993
'Ref. Santa Clara County Message Switch Transactions - 8/24/92 or Alameda County PIN User Manual -
3/1/87
7
maintenance agreements are included for you review. At the time of software
installation, a license agreement must be signed by the Los Gatos Police
Department. Software maintenance is at the option of the department.
Assumptions
This proposal makes the following assumptions.
1. Access to the installed systems, CAD and RMS, will be available during
development of the automation software.
2. Access to a PC workstation will be available for pre - installation checkout
and installation of the automation software.
3. The delivery and installation schedule of this software will be coordinated
with Bonnie Eckert with other system operations schedules in the
department.
From: Roger Lee To: Capt. Jeff Miller Date: 8128186 Time: 15:43:26
ATTACHMENT A
SOFTWARE LICENSE AGREEMENT
ENS E' '. L-ENSOR
Lcs Gatos P'vj C e fep ,r_neat Rcaer M. Lee
110 E. Main St. 5393 Cattail Way
9b[032 tCl��e, 1D 43103
1. Agreement
This License z+q__ement made this day 19^4, is by and
tet.:een t'r:e above -isted Licensor and Licensee.
2. Software
Page 2 of 3
-_ -rsee is L enZina in .source code format only _. _-t portion of censor's
software library lls *_ed in the Statement of 'work, the licensed eortion
r:ereinalter being referred t_o, with two (2) copies of user docume n. *_atie n,
as the "Software ".
3. Demonstration
Licensee is familiar with the applications and uses of the Software as it
may be related to Licensee's operations, and Licensee asserts a good faith
belief that the Software is adequ37e to Licensee's needs and that
Licensee's employees and agents are competent to fulfill their duu es and
responsibilities hereunder.
4. Terms and Conditions
The Software to be provided to Licensee by Licensor under this Agreement 4
subiect to thc- foiiowinq: .
4.1 L7CcNSE AGREEMENT. The parties agree that payment hereunder conveys to
Liceraee a license, on a nonexclusive and nontransferable basis, to use the
Software, and any Changes, modifications, additions, or enhancements
thereto, "AS -IS ", in perpetuity.
4.2 OWNERSHIP. Licensee acknowledges and agrees that all right, title, and
interest in and to the Software and its source codes, and any changes,
modifications, additions, of enhancements to the Software, are Licensor's
sole and exclusive property, subject only to the license.
4.3 LOCATION. The license granted under this Agreement authorizes Licensee
to use the Software on a up to twenty (20) personal ccmputer(s) only at the
Licensee's address above unless otherwise agreed to by Licensor in writing_
4.4 LIMITATIONS CN USE. The license is non - assignable and non - transferable,
and is granted to Licensee solely for Licensee's use as a law enforcement
agency.
5. Payments
5.1 LICENSE. In consideration of the grant of the proprietary software
license for the use of the Software, Licensee shall pay Licensor according_
to the Statement of Work annexed hereto.
5.2 ADDITIONAL CHARGES FOR SOFTWARE CHANGES. The charges set forth in
Paragraph 4 are for the Software as described above in the appropriate
schedule(s), and do not include any charges for changes to the Software
that may be requested by Licensee from time to time hereafter. All changes
From: Roger lee To: Capt. Jeff Wier Dale: 8rVM Time: 15:44:45 Page 3 of 3
to the Software must be requested in writing to Licensor. Licensee rLav be
charged therefore by Licenser az Licensor's rates then in effect. Licensor
shall quote Licensee a fee ;lased a completed lob or Licenser's nour:.y
rate.
6. Warranty
,.sor wa rr,,.. to ' . _ t; e S twcr _ �...._.. be re : c nab i; f u f program
cnd.�-,g p a5 '- _i`ier_ -ed a n i I Y,.aP. it will. per form Substant_.iall'_V 111
acccrdance with the acco.".pany_ng written proposai under normal USE and
service. In the event coding errors are discovered after delivery,
--censor will supply corrections a� no fuether c:aarge, for _ period _�
ninety !R.Ji days from delivery of the Software. After this ,ninety 010 day
peeled,
al cc,rr-c-llons will be charged as spec:iiied in an aoplicable
maintenance contract, if one is in effect; otherwise Licensee snail be
charged at Licensor's then current hourly rate. This warranty is void if
any changes, modifications, additions, or enhancements are made to the
Software without Licensor' written authorization.
NO LIABILITY FOR. CONSEQUENTIAL D mlAGES:
THE FOREGOING G,ARRANTY IS IN LIEU OF ALL G_r.ER WARRANTIES, EXPRESSED OR
IMPLIED, iNChUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF
MERCHANITABiLITY kND, FITNESS E'OR A PARTICULAR PURPOSE, iN NO EVENT WILL
LICENSOR BE LIABLE FOR SPECIAL, INCLDEI,7AL, OR CONSEQUENTIAL DIUnCES EVEN
IF LJEDISCR HAS BE EiI ADVIS F.D OF THE POSSIBILITY OF SUCH CFN_AGES.
Licensee acknowledges that Licensee has read this Agreement, understands
it, and agrees to be bound by its terns and conditions.
IN .vI TiJ F.SS 'siHER.EO F, the part,es nave executed this Agreement_ as of the date
first =.��_tten above:
LICENSEE:
marry Todd
Chief. of Police
110 E. Main. St.
Los Gatos, CA 95032
LICENSOR:
Roger M. Lee
Licensor
5398 Cattail Way
Boise, ID 83703
Software License Agreement 2
From: Roger Lee To: Capt. Jeff Miller Dale: 8(28 85 Time: 13:11:05 page p of 3
SOFTWARE MAINTENANCE AGREEMENT
This agreement is made at this day of 1995, by and between
Roger M. Lee (Consultant) and the Los Gatos Police Department (Client).
1. Maintenance
The first three months of maintenance after delivery of the software is
free of charge. Client agrees to pay Consultant for maintenance service
with respect to the Software the sum of $100 per month, which Amount shall
be due on the first day of each month. The fee may be increased each year
by an amount not to exceed TEN (100) PERCENT.
Maintenance service will provide Client with:
1.1 WARRANTY. Continuing warranty of the Software, and any approved
charges, modifications, additions, or enhancements thereto, made by
Consultant, as follows:
Consultant warrants that the Software, as described in the Statement of
Work, and any approved changes, modifications, or additions thereto, shall
be reasonably free from program coding errors as delivered. In the event
coding errors are discovered after the initial delivery, for a period of
three (3) months Consultant will supply corrections at no further charge.
After this three (3) month period, all corrections will be charged at $50
per hour if the maintenance contract is in effect, otherwise Client shall
be charged at consultant's then current rate. This warranty is void if
any changes, modifications, additions, or enhancements are made to the
Software without consultant's written authorization.
Client will allow Consultant reasonable access to and use of client's
hardware and software systems as may be necessary to diagnose or repair any
defect. The warranty shall not apply to defects which are the result of
improper handling or use, or in the event that any changes, modifications,
additions, or enhancements to the Software are made not in conformity with
this Agreement.
1.2 CONSULTATION AND ASSISTANCE. Appropriate consultation and assistance in
the event of a software malfunction.
(1) Consultant will usually respond via telephone to inquiries from Client
within four (4) hours.
(2) On -site visits, if required, will usually be made within three (3)
business days.
(3) Maintenance service will be provided by Consultant from Monday through
Friday, excluding holidays, from 9:00 a.m. to 5:00 p.m. Mountain Time.
(4) Consultant reserves the right to make additional charges for time at
consultant's normal rates and expenses for the correction of
malfunctions directly traceable to errors by client's staff.
1.3 ENHANCEMENTS. Consult with and make recommendations to Client
regarding enhancement of client's systems, uses and operations relating to
the Software.
NO LIABILITY FOR CONSEQUENTIAL DAMAGES:
THE FOREGOING WARRANTY IS IN LIEU OF ALL OTHER WARRANTIES, EXPRESSED OR
IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT WILL
CONSULTANT BE LIABLE FOR SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES EVEN
IF CONSULTANT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
From: Roger Lee To Capt. Jeff Miller Dale: W28195 Time: 13:12:34 Page 3 of 3
3. Term
The term of this Agreement snail be one (i) year. Ic . snal.1 then be renewed
a tomaati.cal ly from year to _year., Unless 'lent shall give Consultant
written notice requesting termination of training and maintenance services
at '_east three (3) months prior to the end of the original or any renewed
term.
4. Client Responsibilities
4.1 PROJECT MANAGER. Client shall designate a Project Manager with whom
Consultant shall deal directly on all matters concerning the Software.
Project manager is authorized to approve all work undertaken by Consultant
I
he Client's direction under the terms of this agreement.
4.2 SliPERVISICN. Client shall be exclusively responsible for the
supervision, management, and control of client's use of the Software.
4.3 SITE PREPARATION. Client is responsible for physical site preparation
and for maintenance of the hardware, all peripheral equipment and all
software from other suppliers installed on the Software.
5. General Provisions
5.1 TAXES. Client agrees to pay and be responsible for any sales and /or use
taxes.
5.2 PLAN OF PAYMENT. All payments shall be due in accordance with the terms
and conditions hereof and shall be made directly to Consultant at the
address herein specified.
Client acknowiedaes that Client has read this Agreement, understands it,
and agrees to be bound by its terms and conditions.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date
first above written:
CLIENT CONSULTANT
Los Gatos Police Department
Larry Todd
Chief of Police
110 E. ;lain St.
Los Gatos, CA 95032
M. Lee
Consultant
5398 Cattail way
Boise, ID 83703
Software Maintenance Agreement page 2