CONTRACT 5163 CLOSEDAgreement No. 5163
SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
CROSSROADS SOFTWARE, INC.
This AGREEMENT is entered into this J I day of May, 2016, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and
CROSSROADS SOFTWARE, INC., a California Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed Twenty Thousand and One Hundred Dollars ($21,100) for
CONSULTANT's services. CITY may modify this amount as set forth below.
Unless otherwise specified by written amendment to this Agreement, CITY will
pay this sum as specified in the attached Exhibit "A," which is incorporated by
reference.
2. SCOPE OF SERVICES. CONSULTANT will perform services listed in the attached
Exhibit "B", within the time frame set forth in the project schedule listed in the attached Exhibit
"C," both of which are incorporated by reference.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted standards of practice existing at the time of
performance utilized by persons engaged in providing similar services. CITY will continuously
monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and
CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to
CITY's satisfaction. Costs associated with curing the deficiencies will be borne by
CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
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5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services -are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work ") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $3,900 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will end on December 31, 2016, unless sooner
terminated. Unless otherwise determined by written amendment between the parties, this
Agreement will terminate in the following instances:
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Agreement No. 5163
A. Completion of the work specified in Exhibit "B ";
B. Termination as stated in Section 15.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such services are at CONSULTANT's own risk.
10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: Cost Proposal;
B. Exhibit B: Scope of Services; and
C. Exhibit C: Project Schedule.
11. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
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other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
15. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time upon thirty (30) days'
written notice.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT's own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D, Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
18. INDEMNIFICATION.
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A. CONSULTANT agrees to the following:
i. CONSULTANT indemnifies and holds CITY harmless from and
against any claim, action, damages, costs (including, without
limitation, attorney's fees), injuries, or liability, arising out of this
Agreement, or its performance, except for such loss or damage arising
from CITY's sole negligence or willful misconduct. Should CITY be
named in any suit, or should any claim be brought against it by suit or
otherwise, whether the same be groundless or not, arising out of this
Agreement, or its performance, CONSULTANT will defend CITY (at
CITY's request and with counsel satisfactory to CITY) and will
indemnify CITY for any judgment rendered against it or any sums
paid out in settlement or otherwise.
ii. Intellectual Property Infringement. Notwithstanding any provision to
the contrary, CONSULTANT will, at its own expense, indemnify and
defend CITY against any claim that CONSULTANT's services or
work product furnished under this Agreement infringes a patent or
copyright in the United States or Puerto Rico. In such event,
CONSULTANT will pay all costs damages and attorney's fees that a
court finally awards as a result of such claim. To qualify for such
defense and payment, CITY must (a) give CONSULTANT prompt
written notice of any such claim; and (b) allow CONSULTANT to
control, and fully cooperate with CONSULTANT in the defense and
all related settlement negotiations. CITY agrees that if the use of
CONSULTANT's services or work product becomes, or
CONSULTANT believes is likely to become, the subject of such an
intellectual property claim, CITY will permit CONSULTANT, at its
option and expense, either to secure the right for CITY to continue
using CONSULTANT's services and work product or to replace it
with comparable services and work product.
B. For purposes of this section "CITY" includes CITY's elected and appointed
officials, officers, employees, and volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 22, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
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19. ASSIGNABILITY. This Agreement is for CONSULTANT's services. CONSULTANT's
attempts to assign the benefits or burdens of this Agreement without CITY's written approval are
prohibited and will be null and void.
20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
22. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of I nsurance Limits
Commercial general liability: $1,000,000
Business automobile liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
ISO -CGL Form No. CG 00 01 11 85 or 88. The amount of insurance set forth
above will be a combined single limit per occurrence for bodily injury, personal
injury, and property damage for the policy coverage. Liability policies will be
endorsed to name CITY, its officials, and employees as "additional insureds"
under said insurance coverage and to state that such insurance will be deemed
"primary" such that any other insurance that may be carried by CITY will be
excess thereto. Such insurance will be on an "occurrence," not a "claims made,"
basis and will not be cancelable or subject to reduction except upon thirty (30)
days prior written notice to CITY.
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C. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 0106 92, including symbol 1 (Any Auto).
D. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
E. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 15.
23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation. The consultants listed
in Exhibit `B" are hereby approved.
24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
25. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Crossroads Software, Inc.
210 W. Birch Street, Suite 207
Brea, CA 92821
Attention: Jeff Cullen, project manager
If to CITY:
City of El Segundo Police Dept.
348 Main Street
El Segundo, CA 90245
Attention: Lt. Jeff Leyman
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
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to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
29. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
31. ENTIRE AGREEMENT. This Agreement and its Exhibits set forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are three (3) Exhibits to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
34. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
35. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
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37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
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Agreement No. 5163
IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and
year first hereinabove written.
ATTEST:
lj�l ) V L"D AS TO FORM:
'PA
-k D. Hensley,
City Attorney
U
CROSSROADS SOFTWARE, INC.
Naive N
Title
Name
Title
Taxpayer ID: 0 -2-
Agreement No. 5163
Exhibit A
Cost Proposals
Crossroads Software, Inc.
for a
Handheld Traffic Citation Writing System
for the
City of El Segundo
Agreement No. 5163
Cost Proposal Crossroads Software
210 W. Birch Street, Suite 207
For: Brea, CA 92821
El Segundo Police Department
Number: CP 16 -11
Item No Item Descri tion Quantity Price Taxable Amount
1 Update Collision Database System to Access 1 $2,900.00 No $2,900.00
2013 version. Includes translation of data to
new format, runtime Access 2013 and
installation files.
2 Crossroads Report Writer for Collision 1 $9,800.00 No $9,800.00
Reporting
3 Produce Street Model (Labor)
4 Electronic Input and Verification of SWITRS
traffic collision data for five years
5 Training and Installation (one training
sessions - two hours)
6 Agency Discount
1 $1,900.00 No $1,900.00
1 $2,100.00 No $2,100.00
1 $500.00 No $500.00
1 ($10,000.00) No ($10,000.00)
Sub Total EMU
Sales Tax 9.00% on $0.00 $0.00
Total $7.200,0 l
Tuesday, February 02, 2016 Page 1 of 1
Agreement No. 5163
Cast P11. . Crossroads Software
210 W. Birch Street, Suite 207
For: Brea, CA 92821
El Segundo Police Department
Number: CP 16 -13
Item No Item Descrf Lion uantit Price Taxable Amount
1 Update to Tablet -Based Citation System 1 $9,700.00 No $9,700.00
2 Sync Software and Export Software 1 $1,200.00 No $1,200.00
4 Training and Installation (one training 1 $500.00 No $500.00
session - On Site)
10 One Year Maintenance and Support 1 $1,500.00 No $1,500.00
Sub Total , L400
Sales Tax 9.00% on $0.00 0.00
Total 1
Tuesday, February 09, 2016 Page I of l
Agreement No. 5163
Exhibit B
Scope of Services
Crossroads Software, Inc.
for a
Handheld Traffic Citation Writing System
And
Collision Reporting and Analytics System
for the
City of El Segundo
Table of Contents
Agreement No. 5163
Page Number
1.1 Project Overview 3
1.2 Project Deliverables 3
1.3 Software License Provisions 4
1.3.1 Crossroads Software, Inc.
1.3.2 Term of the License 4
1.4 Project Management and Implementation Services 4
1.4.1 Responsibilities of the Citymmmmmmmm 5
1.4.2 Responsibilities of Crossroads Software, Inc. ....................................... 5
1.4.3 Change Orders ............................... 6
1.4.4 Resolution of Disputes . . ............................ 6
1.4.5 System Acceptance .......................... 6
1.5 Warranty, Maintenance, and System Support 8
1.5.1 Software Warranty and Maintenance Plan 8
1.5.2 Maintenance Plan 8
1.6 Training 8
1.6.1 Handheld Citations & Syncing — End User Training . . . .............. . 8
1.6.4 System Maintenance and Administration Training . . .......... . - .. . ....... -- 8
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1.1 Project Overview
The scope of this Statement of Work is to set out the milestones, deliverables and
responsibilities required to provide to the City of El Segundo hereinafter called
"City," and Crossroads Software, Inc., hereinafter called "Consultant" with a fully
operational automated mobile handheld traffic writing system. The Consultant will
provide software that permits the transmission of citation data to the Traffic Court
System.
Data will have the ability to be off loaded via cradle sync connection to the
Crossroads Database system. The software shall meet all current State of California
legislative mandates related to traffic citations and California Court Systems
electronic filings and data integration standards as well as being upgradeable to
meet future mandates within the timeframe allowed by the governing bodies.
1.2 Project Deliverables
Consultant is supplying the following and they will provide the most recent version
of software at the time of delivery.
Figure 1: Project Deliverables
Consultant will provide a complete Automated Mobile Handheld Traffic Citation
Writing System to the City. This system will include software for electronic
citations that offers efficient input of violation and violator data among other
information; electronic signature capture; driver license bar code reading; and have
a modular design to allow for future upgrades and modification.
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1.3 Software License Provisions
1.3.1 Crossroads Software, Inc.
Consultant hereby grants to the City one (1) site license for handheld citation
software, one (1) court transmission software license, and one site license for the
Reporting and Analytics System. The LICENSED SOFTWARE allows the City
to use the software on multiple computers located in a single office or department
within a contiguous site, or multiple offices, departments and sites. The
LICENSED SOFTWARE entitles the City to one copy of the software in
machine - readable form for backup purposes only.
1.3.2 Term of the License
This license is effective until terminated. The City may terminate this license at
any time by destroying the LICENSED SOFTWARE and related documentation
and all copies thereof. If the City fails to comply with any provisions of the
Services Agreement entered into by the parties (hereafter, "Agreement "),
Consultant must give thirty days' notice to the City pursuant to Section 15 of the
Agreement. Upon termination of the Agreement, the City must destroy the
software and related documentation and all copies thereof.
1.4 Project Management and Implementation Services
The City's project manager for the implementation of the City of El Segundo
Handheld Traffic Citation System is Lt Jeff Leyman, El Segundo Police
Department. The City's project manager shall be responsible for review, analysis,
and acceptance of Crossroad Software, Inc.'s performance and the coordination of
project personnel, equipment, vehicles and facilities and may issue all consents,
approvals, directives and agreement on behalf of the City called for by this
agreement except as otherwise expressly provided. Jeff Cullen, Crossroads
Software Inc. is the project manager for Crossroads Software, Inc. He will be
directly responsible for the administration and technical direction of Consultant's
project activities to include project management, installation, implementation,
support services, software development and system setup. Consultant will have
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Agreement No. 5163
access to communicate with the City project manager to coordinate the execution
of the project.
1.4.1 Responsibilities of the City
The specific duties of the City in the implementation of the El Segundo Handheld
Traffic Reporting System are:
1.4.1.1 Provide the Consultant with access to the City for installation
1.4.1.2 Provide traffic citation, documents and sample forms
1.4.1.3 Provide court information such as name, addresses, schedules, etc.
1.4.1.4 Establish a workstation with a VPN connection, with network access to
the data server
1.4.1.5 Review and approve screen layouts and forms
1.4.1.6 Review, evaluate and field test each installed module prior to
acceptance
1.4.1.7 Facilitate the implementation of the interface with the Los Angeles
County Superior Court's database system.
1.4.1.8 Provide a training facility.
1.4.2 Rc.s artttsibiditica, o trtsstctcttls vo t are /tie.
The responsibilities of the project manager will include acting as a primary
contact for departmental personnel, scheduling for installation and training,
overseeing installation and training, troubleshooting, and any other functions
requiring implementing the Consultant's software at the participating agency
sites. The specific duties of the Consultant in the implementation of the El
Segundo Handheld Traffic Citation System are:
1.4.2.1 Create handheld citation forms customized to the department
1.4.2.1.1 Develop and test citation sync module
1.4.2.1.2 Create and install citation handheld software package
1.4.2.1.3 Provide citation training and deliver module documentation.
1.4.2.2 Contact California Superior Court — Los Angeles County court
database vendor and receive the compatible exchange file format for
transferring data from the Crossroads Software system to the court's
database management system.
1.4.2.2.1 Develop and test exchange file and data transfer from Citation
module exported to the court's data base system.
1.4.2.2.2 Provide data interface training and documentation
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1.4.3 Change Orders
Either party may request changes to the Statement of Work at any time. Since a
change could affect price, schedule or other terms, the project managers must
mutually agree in writing to approve each change before amending this Statement
of Work. When Consultant's price or completion schedule is affected, the
Agreement shall be amended accordingly in writing with a CHANGE ORDER
and incorporated into the Statement of Work.
1.4.4 Resolution of Disputes
The City and Consultant will exercise their best efforts to promptly negotiate and
settle any controversy or claim arising out of or in connection with the
Agreement. The parties agree to first to meet in a timely manner in order to reach
a resolution.
1.4.5 System Acceptance
System acceptance will occur in the following phases after training and functional
system tests:
• Certification of handheld citation system.
• Certification of output of a citation data exchange file from the Crossroads
Software system for input into the court's database management system
• Final Total System Acceptance
Each functional attribute of the software, including system software, operating
system, utilities, interfaces, system administration procedures will be tested. The
Consultant will verify that all transactions with external systems are performing
as specified. Within fourteen (14) days after completion of functional systems
testing, the Consultant shall provide a written report to document completion of
the test and to indicate test results, problems, solutions and a schedule to
implement such solutions.
1.4.5.1 Functional Testing — Handheld Citation Software
After installing each system software module (handheld citation) and
performing appropriate diagnostic tests, Consultant will certify to the City
that automated mobile traffic report system is functioning correctly. The
City will request specific demonstrations of the mobile traffic system
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Agreement No. 5163
readiness. Functional testing by the end users will start after the users have
been trained and the software is in a live environment. The testing period
will be fourteen (14) days for each software module. Functional testing
will include field- testing, syncing by cradle in field printing, and printing
at the desktop.
1.4.5.2 Functional Testing — Data Integration to California Superior Court —
Los Angeles County Database Management System
The Consultant will create an export file for the traffic citation data
integration with the California Superior Court — Los Angeles County, case
management system. Upon completion of the traffic data integration with
the court's system, performing appropriate tests and upon training the
court staff on its use, the Consultant will certify to the City that the data
integration to the court is completed. California Superior Court — Los
Angeles County project personnel will test the interface for fourteen (14)
days to determine if the traffic records are being exported and delivered as
defined.
1.4.5.3 Final System Performance Testing
The Consultant and City will then perform final system performance
testing. Consultant will perform a functionality test that will ensure the
functional operation of the software, the handheld units, printers, and other
equipment and the syncing and data transfer interfaces. Upon completion
of the final total system testing, the consultant will certify that the
SYSTEM has passed the final system test criteria. Final system test
criteria include:
• Functionality System Test (software, hardware, and interfaces)
• Reliability Test (system "uptime ")
• Performance Test (data input, searches, report generation, response
time)
The Consultant shall provide written certification to the City's project
manager that the installation, training, and testing phase of the contract has
been fully completed and all requirements have been met.
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Agreement No. 5163
1.5 Warranty, Maintenance, and System Support
1.5.1 Software Warranty and Maintenance Plan
Consultant will provide the City and participating agencies receiving the
LICENSED SOFTWARE technical support, maintenance and upgrades at no
additional charge for one year from the date of final system acceptance as defined
herein. Standard technical support consists of telephone, email and online support
from 08:00 A.M. to 5:00 P.M, Monday through Friday PST.
1.5.2 Maintenance Plan
Support, maintenance and upgrades for each additional year beyond the first year
are $1,900 per year.
1.6 Training
The following training is provided by Consultant as part of the purchase of the
SYSTEM.
1.6.1 Handheld Citations, Reporting and Analytics —End User Training
Consultant will provide the City with four hours of training. This session will
deal with the use of handheld units and the writing of citations. One training
session will be conducted at the El Segundo Police Department.
Consultant will provide 2 hours of training in the user of the Report Writing and
Analytics System.
1.6.2 System Maintenance and Administration Training
Consultant will provide administration and system maintenance training to a
designated group of system support staff assigned to the project at El Segundo
Police Department.
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Agreement No. 5163
Exhibit C
Crossroads Software Handheld Citation System for
The City of El Segundo
Project Schedule
Project Start
0 Weeks
Delivery, Installation and Training of the
Handheld Citation System 4 Weeks
Delivery, Installation and Training of the
Collision Reporting and Analytics System 4 Weeks