HomeMy WebLinkAbout7/7/2010 - STAFF REPORTS - 2.K. AGREEMENT FOR CONSULTANT SERVICES
This Agreement, entered into this day of ,2010, by and between the
CITY OF PALM SPRINGS (hereinafter referred to as "City") and Crossroads Software
Inc., a California Corporation, (hereinafter referred to as "Consultant").
RECITALS
WHEREAS, City desires to obtain the services of a private consultant to provide
a Handheld Traffic Citation and Collision Reporting System; and
WHEREAS, Consultant is a(n) Computer Software consultant and has
represented that Consultant possesses the necessary qualifications to provide such
services; and
WHEREAS, City has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1. Scope of Services.
Consultant shall provide services as described in Exhibit "A" and Exhibit
"B" entitled "Scope of Work" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
City shall compensate Consultant a not-to-exceed fee of $64,160.47, for
tasks including, not but not limited to, Project Organization, Database Software which
includes data input, data verification, reports and queries, collision diagrams, a traffic
counts management program, and traffic citation statistics, GIS Collision Mapping
Software and Implementation, Handheld Traffic Report Writing System, and Training
and Support. Consultant shall submit invoices no more frequently than monthly.
Invoices shall include a summary of work performed for the period being billed,
percentage of work completed for each task, and overall percentage of work completed
for services as identified in the Scope of Work. All work completed under this agreement
must be invoiced no later than September 30, 2010.
3. Term of Agreement.
This Agreement shall be effective from the period commencing
, 2010 and ending September 30, 2010 unless sooner terminated by
City as provided in the section of this Agreement entitled "Termination." Upon
expiration or termination of this Agreement, Consultant shall return to City any and all
equipment, documents or materials and all copies made thereof which Consultant
received from City or produced for City for the purposes of this Agreement.
5. Termination.
This Agreement may be terminated with or without cause by City.
Termination without cause shall be effective only upon 15-day written notice to
Consultant. During said 15-day period Consultant shall perform all consulting services in
accordance with this Agreement. This Agreement may be terminated by City for cause
in the event of a material breach of this Agreement, misrepresentation by Consultant in
connection with the formation of this Agreement or the performance of services, or the
failure to perform services as directed by City. Termination for cause shall be effected
by delivery of written notice of termination to Consultant. Such termination shall be
effective upon delivery of said notice.
G. Confidential Relationship.
City may from time to time communicate to Consultant certain information
to enable Consultant to effectively perform the services. Consultant shall treat all such
information as confidential, whether or not so identified, and shall not disclose any part
thereof without the prior written consent of the City. Consultant shall limit the use and
circulation of such information, even within its own organization, to the extent necessary
to perform the services. The foregoing obligation of this Paragraph 5, however, shall
not apply to any part of the information that (1) has been disclosed in publicly available
sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in
publicly available sources of information; (iii) is now in the possession of Consultant
without any obligation of confidentiality; or (iv) has been or is hereafter rightfully
disclosed to Consultant by a third party, but only to the extent that the use or disclosure
thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the City. In its performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
In the event of termination of this Agreement, Consultant agrees that it
shall return any confidential information which was provided by City, in the event such
information is in a format that makes it feasible to return same to City, or destroy such
material if not returnable.
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7. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents
prepared or obtained under the terms of this Agreement shall be the property of City
and shall be delivered to City by Consultant upon demand.
8. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its
sole cost and expense.
9. Covenant Against Contingent_Fees.
Consultant declares that it has not employed or retained any company or
person, other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, City shall have the right to annul this Agreement
without liability, or, at its sole discretion, to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee
10. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant
or perform services of any kind for any person or entity whose interests conflict in any
way with those of the City. Consultant shall at all times comply with the terms of the
Political Reform Act and the local conflict of interest ordinance. Consultant shall
immediately disqualify itself and shall not use its official position to influence in any way
any matter coming before the City in which the Consultant has a financial interest as
defined in Government Code Section 87103. Consultant represents that it has no
knowledge of any financial interests which would require it to disqualify itself from any
matter on which it might perform services for the City.
Consultant shall comply with all of the reporting requirements of the Political Reform Act
and local ordinance. Specifically, Consultant shall file Statements of Economic Interest
with the City Clerk of the City in a timely manner on forms which Consultant shall obtain
from the City Clerk.
11. No Assignments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which City, in its
sole discretion, consents to in advance thereof in writing. Any assignment or
subcontracting in violation of this provision shall be void.
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12. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred and shall
make such materials available at its office at all reasonable times during the contract
period and for three (3) years from the date of final payment under this Agreement, for
inspection by City and copies thereof shall be furnished, if requested.
13. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City. City shall have the
right to control Consultant only insofar as the results of Consultant's services rendered
pursuant to this Agreement; however, City shall not have the right to control the means
by which Consultant accomplishes such services.
14. Licenses, Permits, Etc.
Consultant represents and declares to City that it has all licenses, permits,
qualifications, and approvals of whatever nature that is legally required to practice its
profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect at all times during the term of this Agreement, any
license, permit, or approval which is legally required for Consultant to practice its
profession.
15. Consultant's Insurance.
1. Policies:
Consultant shall obtain and maintain during the entire term of this
Agreement the following insurance policies from companies authorized to issue
insurance in the State of California:
(a). Comprehensive General Liabilit including premises-
operations, products/completed, broad form property damage, bodily injury, and
blanket contractual liability with the following coverage's:
General Liability $1,000,000 per person per occurrence;
$1,000,000 annual aggregate combined;
$1,000,000 property damage or bodily injury
per occurrence;
Cross-liability exclusions prohibited
(b). Automobile Liability, including owned, hired, and non-owned
vehicles with the following insurance coverage's:
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Auto Liability $1,000,000 per person per occurrence;
$1,000,000 annual aggregate combined;
$1,000,000 property damage or bodily injury
per occurrence;
Cross-liability exclusions prohibited
(c) Workers' Compensation insurance in amounts in accordance
with statutory requirements.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following provisions:
(a) Additional Insured. (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
(b) Notice.
"Said policy shall not terminate, nor shall it be canceled or reduced
in coverage, without thirty (30) days' written notice to the City of Palm Springs."
(c) Prima Covers e.
"The policy provides primary coverage to to the City of Palm
Springs and its elected and appointed boards, officers, agents, and employees. It is not
secondary or in any way subordinate to any other insurance or coverage maintained by
the City of Palm Springs."
16. Insurance Certificates:
Consultant shall provide with certificates of insurance and accompanying
endorsements showing the insurance coverage's described in the paragraphs above, in
a form and content approved by the City, prior to beginning work under this Agreement
17. Liability.
Notwithstanding any other provision contained in this Agreement,
Consultant shall be responsible for all injuries to persons and for all damage to real or
personal property of City or others, to the extent caused by or resulting from the
wrongful act or negligent acts, errors, or omissions of itself, its employees, or its agents
during the progress of, or in connection with, the rendition of services hereunder.
Consultant shall hold harmless and indemnify City, the Palm Springs Redevelopment
Agency and their elected and appointed boards, officers, agents and employees from all
costs and claims for damages to real or personal property, or personal injury to any third
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party, including reasonable attorney fees resulting from the negligent performance of
Consultant, its employees, or its agents, under this Agreement.
18. Consultant Not an A ent.
Except as City may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind City to any obligation whatsoever.
19. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The City shall have the right to review and disapprove personnel
for assignment to City Projects.
City shall have the unrestricted right to order the removal of any person(s)
assigned by Consultant by giving oral or written notice to Consultant to such effect.
Consultant's personnel shall at all times comply with City's drug and
alcohol policies then in effect.
20. Notices.
All notices, billings and payments which are required or permitted to be
made hereunder shall be in writing and shall be sent by personal delivery; first-class
mail, return receipt requested; overnight or express mail service; or facsimile. Notices
shall be deemed to have been received: upon delivery if personally delivered; seventy-
two (72) hours after deposit in the U.S. Mail; on the day of transmission via facsimile
unless sent after business hours and in that event, on the next business day. Notices
may be sent to the following addresses; the parties may deliver notice of change of
address or delivery information in the manner outlined in this Section E.
City (original):
City of Palm Springs
Attn: Purchasing Manager
200 South Civic Drive
Palm Springs, CA. 92262
(760) xxx-xxxx
City (copy):
Palm Springs Police Department
200 South Civic Drive
Palm Springs, CA 92262
(760) xxx-xxxx
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Consultant:
Crossroads Software, Inc.
201 W. Birch Street
Suite #207
Brea, CA 92821
Attn: Jeff Cullen
(714) 990-6433
Facsimile: (714) 990-5628
20. Conflict Resolution.
In the event of a dispute between City and Consultant concerning the
terms of this Agreement or its performance, the parties agree to submit such dispute to
arbitration before the American Arbitration Association or other mutually acceptable
arbitrator. In the event that the subject of such arbitration is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 15-day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each
party shall bear its awn attorneys' fees and costs incurred.
21. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant" shall mean the
individual or corporate consultant and any and all employees of consultant providing
services hereunder.
22. Exhibits.
All Exhibits referenced in this Agreement, and each of them, are
incorporated into this document as though set forth in full at this point.
23. Entire Agreement.
This Agreement shall constitute the entire understanding between
Consultant and City relating to the terms and conditions of the services to be performed
by Consultant.
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IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement
on the date first above written.
CROSSROADS SOFTWARE, INC.
(signature)
(title)
APPROVED AS TO FORM
City Attorney
CITY OF PALM SPRINGS
ATTEST: City Manager
City Clerk
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Exhibit A
Cost Proposals
Crossroads Software, Inc.
for a
Handheld Traffic Citation and Collision Report Writing System
for the
City of Palm Springs
Cost Proposal Crossroads Software
210 W. Birch Street, suite 207
For: Brea, CA 92821
Palm Springs Police Department
Number: CP 09-15
Item No Item Description Quantity Price Taxable Amount
1 Citation Software for Handheld 1 $15,000.00 No $15,000.00
2 Collision Report Software for Handheld 1 $15,000.00 No $15,000.00
3 Sync Software and Export Software 1 $1,200.00 No $1,200.00
4 Court Transmission Software 1 $2,200.00 No $2,200.00
5 Interface to Output Records to RMS System 1 $1,500.00 No $1,500.00
(Cyrun Alliance RMS)
6 Symbol MC75A Handheld w/Aircard (2D 6 $2,350.00 Yes $14,100.00
Barcode/Camera,WLAN QWERTY, Bluetooth)
7 Symbol MC75A Mag Stripe Reader 6 $190.00 Yes $1,140.00
8 Symbol MC75A Charger/Cradle Kit 6 $155.00 Yes $930.00
9 Zebra RW 420 Bluetooth Printer WO Mag Stripe 6 $725.00 Yes $4,350.00
Reader
10 Zebra Printer Wall Charger 6 $85.00 Yes $510.00
11 Printer Paper per roll (50 cites/roll) (36 144 $4.00 Yes $576.00
rolls/case)
12 Training and Installation (two training sessions 1 $1,200.00 No $1,200.00
-four hours each)
13 Two Years Maintenance and Support 1 $2,000.00 No $2,000.00
Item No Item Description Quantity Price Taxable Amount
14 Agency Discount 1 ($12,216.06) No ($12,216.06)
Sub Total 47$ ,489.94
Sales Tax 8.75% on $21,606.00 $1,890.52
Total $49,380.47
Cost Proposal Crossroads Software
210 W. Birch Street, Suite 207
.For: Brea, CA 92821
Palm Springs Police Department
Number: CP 09-14
Item No Item Description Quantity Price Taxable Amount
1 Collision Database System (Second Site 1 $5,340.00 No $5,340.00
License for Police Department)
2 GIS Collision Mapping Module(Second Site 1 $2,940.00 No $2,940.00
License for Police Department)
3 Review and edit a GIS centerline map of the 1 $1,800.00 No $1,800.00
City
4 Upgrade to Latest Version of Collision 1 $2,900.00 No $2,900.00
Database System for Traffic Eng. Dept.
(including conversion and verification of 5
5 Laptop (555 Collision Form) input module 1 $0.00 No $0.00
6 Training and Installation (two training sessions 1 $1,800.00 No $1,800.00
-six hours each)
Sub Total $14,780.00
Sales Tax 8.75% on $0.00 $0.00
Total $14,780.00
Exhibit B
Scope of Services
Crossroads Software, Inc.
for a
Handheld Traffic Citation and Collision Report Writing
System
for the
City of Palm Springs
Table of Contents
Page Number
1.1 Project Overview 3
1.2 Project Deliverables 3
1.3 Software License Provisions 4
1.3.1 Crossroads Software, Inc. 4
1.3.2 Term of the License 4
1.4 Project Management and Implementation Services 4
1.4.1 Responsibilities of the City 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 9
1.5.1 Software Warranty and Maintenance Plan 9
1.5.2 Maintenance Plan 9
1.6 Training 9
1.6.1 Handheld Citations & Syncing— End User Training 9
1.6.4 System Maintenance and Administration Training 9
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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 Palm Springs hereinafter called
"City," and Crossroads Software, Inc., hereinafter called "Consultant" with a fully
operational automated mobile handheld traffic citation and traffic collision report
writing and analysis system. The Consultant will provide software that allows the
transmission of traffic citation data to the police records management 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
Crossroads Software Inc. is supplying the following and they will provide the most
recent version of software at the time of delivery.
Figure 1: Project Deliverables
rabies
Pctl�y
a M kN t 11 C FQUI
Citation Software for Handheld 1 slte''' nse
Collision Re'portin Software for Handheld 1 site licor>se
WCo "r rrst '11$' are ,.s, X, E, ,R .,R, 1 site license
RMS Transmission Sr�fuarp 1 site license
Sync &Export Software 1 site License
Collision Database System 1 site license
Installation
Training 2 sessions
Handheld Hardware:
Motorola S mbol MC75A 6 devices
Motorola MC75A Cradle & Charger 6 devices
Motorola Mag Stripe Reader for MC75A 6 devices
Zebra RW 420 Bluetooth Printer and char er 6 devices ea
3
Printer Paper 144 rolls
Crossroads Software, Inc. will provide a complete Automated Mobile Handheld
Traffic Citation Writing and Collision Reporting System to the City of Palm
Springs. 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 magnetic stripe reading; and have a modular
design to allow for future upgrades and modification.
1.3 Software License Provisions
1..3.1 Crossroads Software, Inc.
Crossroads Software, Inc. hereby grants to the City one (1) site license for
handheld citation software, (1) Collision Database System site license and one (1)
court transmission software license. 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
LICENSED SOFTWARE AGREEMENT (Exhibit D), Crossroads Software, Inc.
must give thirty days notice to the City that they have failed to comply with any
provisions of the LICENSED SOFTWARE AGREEMENT. Upon termination of
the LICENSED SOFTWARE AGREEMENT the non-compliant LICENSEE
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 Palm Springs
Handheld Traffic Citation. System is Sgt. Abe Tokier, Palm Springs Police
Department. The City's project manager shall be responsible for review, analysis,
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and acceptance of Crossroad Software, Inc.'s perfonnance 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 Crossroads
Software, Inc.'s project activities to include project management, installation,
implementation, support services, software development and SYSTEM setup.
Crossroads Software will have 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 Palm Springs
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 or `Logmein' 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 Riverside County
Superior Court's database system.
1.4.1.8 Provide a training facility.
1.4.2 Responsibilitiev of Crossroads Software, Inc.
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 Crossroads Software, Inc.'s software at the
participating agency sites. The specific duties of the Crossroads Software, Inc. in
the implementation of the Palm Springs 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
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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 the City's RMS vendor and receive the compatible exchange
file format for transferring data from the Crossroads Software system to
the RMS system.
1.4.2.2.1 Develop and test exchange file and data transfer from the
Citation module exported to the RMS system.
1.4.2.2.2 Provide data interface training and documentation
1.4.2.3 Contact California Superior Court— Riverside 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.
1.4.2.3.1. Develop and test exchange file and data transfer from Citation
module exported to the court's data base system.
1.4.2.3.2 Provide data interface training and documentation
7.4.3 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 Crossroads Software, Inc.'s price or completion schedule is
affected, the contract 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. In the event that any dispute cannot be so settled, it shall be
settled by arbitration administered by the American Arbitration Association. The
decision in writing of the Arbitrator appointed by the American Arbitration
Association shall not be binding on the parties.
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 data transfer and integration from Crossroads Software
handheld citation module exported to the RMS system
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• 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 and Collision Software
After installing each system software module (handheld citation) and
performing appropriate diagnostic tests, Crossroads Software, Inc., will
certify to the City of Palm Springs that automated mobile traffic report
system is functioning correctly. The City of Palm Springs will request
specific demonstrations of the mobile traffic system 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 RMS
Upon completion of traffic data integration with the RMS System, and
training of participating personnel, the Consultant will certify that the
traffic data integration to the RMS database is ready for acceptance. The
Consultant will be required to demonstrate all system functions to the City
of Palm Springs's satisfaction. 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 by the City shall include exporting
Crossroads Software modules to the RMS both in a test and live
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environment. Any problems found during this demonstration will be
immediately corrected by the Consultant after which time the City of Palm
Springs will verify the corrections have been made and accept the data
integration phase.
1.4.5.3 Functional Testing— Data. Integration to California Superior Court—
Riverside County Database Management System
The Consultant will create an export file for the traffic citation data
integration with the California Superior Court—Riverside 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 of Palm
Springs that the data integration to the court is completed. California
Superior Court— Riverside County project personnel will test the interface
for fourteen (14) days to determine if the traffic records are being exported
and delivered as defined.
1.4.5.4 Final System Performance Testing
The Consultant and City will then perform final system performance
testing. Crossroads Software, Inc. 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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1.5 Warranty, Maintenance, and System Support
1.S.1 Software Warranty and Maintenance Plan
Crossroads Software, Inc., 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 upgradcs for each additional year beyond the first year
are $1,500 per year.
1.6 Training
The following training is provided by Crossroads Software, Inc. as part of the
purchase of the SYSTEM.
.1.6.1 Handheld Citations & Syncing—End User Training
Crossroads Software, Inc., will provide the City with four hours of training per
class. This session will deal with the use of handheld units and the writing of
citations. One training sessions will be conducted at the Palm Springs Police
Department.
1.6.2 Handheld Collision Report Writing—End User Training
Crossroads Software, Inc., will provide the City with four hours of training per
class. This session will deal with the use of handheld units and the writing of
collision reports, along with training for analysis (queries and reports) of collision
and citation data.. One training sessions will be conducted at the Palm Springs
Police Department.
1.6.3 System Maintenance and Administration .Training
Crossroads Software, Inc., will provide administration and system maintenance
training to a designated group of system support staff assigned to the project at
Palm Springs Police Department.
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Exhibit C
Crossroads Software Handheld Citation and Collision Project for
The City of Palm Springs
Project Schedule
Project Start 0 Weeks
Delivery, Installation and Training of the
Handheld Citation and Collision System 4 Weeks
Court Transmission Software 4 Weeks
Interface to RMS 6 Weeks
Crossroads 210 W. Birch Street, Suite 207,Brea, CA 92821 (714) 990-6433
Software
Exhibit D
Crossroads Software
Software License Agreement
The software accompanying this License, whether on disk, in read only memory, or on any
other media (the "Software") and related documentation are licensed by Crossroads
Software, Incorporated. You own the disk on which the Software is recorded and Crossroads
Software retains title to the software and related documentation. This License allows you to
use the Software on multiple computers located in a single office or department within a
contiguous site (or multiple offices, departments and sites) as further described in your
purchase agreement, purchase order and/or contract. it also entitles the holder one copy of
the Software in machine-readable form for backup purposes only. You must reproduce a
copy the Crossroads Software copyright notice and any other proprietary legends that were
on the original copies of the Software. You may also transfer all your license rights in the
Software to another party, provided the other party reads and agrees to accept the terms and
conditions of this license.
The Software contains copyrighted material, trade secrets and other proprietary material and.
in order to protect them you may not decompile, reverse engineer, disassemble or otherwise
reduce the Software to human-perceivable fonm. You may not modify, rent, lease, loan,
distribute or create derivative works based upon the Software in whole or in part.
This license is effective until terminated. You may terminate this license at any time by
destroying the Software and related documentation and all copies thereof. This license will
terminate immediately without notice from Crossroads Software if you fail to comply with
any provisions of this license. Upon termination you must destroy the Software and related
documentation and all copies thereof.
This Software is protected by United States Copyright Law and international treaty
provisions. This license agreement shall be construed, interpreted and governed by the laws
of the State of California.
(Copyright 1992-2010)
A.
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4 PPATEP
Cg41FOR City Council Staff Report
DATE: JULY 7, 2010 CONSENT AGENDA
SUBJECT: APPROVE THE PURCHASE OF CITATION ISSUING EQUIPMENT,
CROSSROADS COLLISION REPORTING SOFTWARE, AND
INTERFACE WITH EXISTING CYRUN REPORT MANGEMENT SYSTEM
FUNDED THROUGH A TRAFFIC SAFETY GRANT (AL1021-$236,521)
FROM THE CALIFORNIA OFFICE OF TRAFFIC SAFETY (OTS) USED
TO ANALYZE COLLISION DATA AND DEPLOY RESOURCES IN
CONJUNCTION WITH OUR COMPUTER STATISTICS CRIME
REDUCTION PHILOSOPHY.
FROM: David H. Ready, City Manager
BY: Palm Springs Police Department
SUMMARY
On October, 1, 2009, the City of Palm Springs received a $236,521 traffic safety grant
from the California Office of Traffic Safety (OTS) / Grant AL1021. As part of this grant,
OTS approved the purchase of new citation issuing equipment, Crossroads Collision
Reporting Software, and the software interface with our existing CYRUN Report
Management Software (RMS) not to exceed $84,661. Funding for this purchase was
previously accepted by Council. This purchase will not be paid for by any City of Palm
Springs General Funds.
This action would authorize the purchase of six Motorola MC75A citation issuing
handheld devices and listed attachments, Crossroads Software applications for the
Police Department and Traffic Engineering Department, end-user training, and interface
with our current CYRUN RMS and the County of Riverside Traffic Court to automatically
upload our issued citation data. This purchase includes two-years of maintenance and
support fees.
Crossroads is a unique software solution that interfaces with CYRUN RMS our existing
report management system so we are requesting to waive the competitive requirements
of the Municipal Code and award a single source purchase.
ITEM N0.
City Council Staff Report
July 7, 2010 -- Page 2
Traffic Collision and Citation Reporting System
RECOMMENDATION:
1) Waive the competitive requirements of the municipal code pursuant to Section
7.07.020 and award a single source purchase of six Motorola MC75A citation issuing
handheld devices and listed attachments, Crossroads Software applications, end user
training, interface with our current CYRUN RMS and the County of Riverside Traffic
Court, two-years of maintenance and support from Crossroads Software of Brea, CA in
the amount of$64,160.47.
2) Approve the purchase and installation and interface between Crossroads
Software and our current RMS from CYRUN, Santa Cruz, CA. in the amount of
$17,000, includes two-years of maintenance and support from CYRUN.
3) All documents to be in a format approved as to form by the City Attorney, and
authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
The Police Department has been working with OTS for several years to secure funding
to purchase this equipment. Our goal is to obtain real-time collision location data for
analysis to better deploy and overlay our field personnel to areas of high collision and
crime frequency. This is part of our Department COMSTAT (computer statistics) crime
analysis and deployment philosophy. As a result, a total of $84,661 in OTS grant
funding has been secured during the 2009-2010 OTS grant cycle for the purchase of
this equipment and software.
There is a nation-wide movement to focus the deployment of traffic enforcement officers
into the same areas which are affected by crimes. This method is called Data-Driven
Approaches to Crime and Traffic Safety (DDACTS). DDACTS integrates location-based
crime and traffic data to establish effective and efficient methods for deploying law
enforcement and other resources. Using geo-mapping to identify areas that have high
incidences of crime and collisions, DDACTS uses traffic enforcement strategies that
play a dual role in fighting crime and reducing collisions and traffic violations. Drawing
on the deterrent effect of highly visible traffic enforcement and the knowledge that
crimes often involve the use of motor vehicles, the goal of DDACTS is to reduce the
incidence of crime, collision, and traffic violations within the City of Palm Springs. The
City of Palm Springs was fortunate enough to be one of only two California cities which
received OTS funding for this DDACTS program.
Staff reviewed selecting a software solution that would interface with our current
CYRUN Report Management system (RMS), and analyze our collision index in
conjunction with our Public Works Department. Additionally, it had to assist us in our
crime statistics philosophy, and collect collision data in a format required for our grant
reporting needs. We determined that Crossroads Software has been used in the City of
re
City Council Staff Report
July 7, 2010 -- Page 3
Traffic Collision and Citation Reporting System
Palm Springs Public Works Traffic Management Center since 1994. Selecting
Crossroads would synchronize collision data information sharing between the Traffic
Management Center and the Police Department. It is being used in several other
California cities such as Brea, and Watsonville, CA. which also use CYRUN as their
RMS systems. According to staff at these agencies, the interface is functioning between
the two software solutions. Crossroads is a unique software solution which collects
collision data and formats this data into 96 different report parameters which are in the
same format as the required traffic grant schedules required by our current traffic safety
grants from OTS. This software is very user friendly, looks just like the collision forms
designed by the California Highway Patrol, has error check, and data entry is easily
completed.
Staff is requesting that a single source purchase be approved as this software solution
has unique features which suit our specific needs, and it is already in use with our City
of Palm Springs Public Works Department which will allow for shared cross-department
collision analysis and review.
FISCAL IMPACT:
None, for the initial two-year period. No General Fund money will be utilized for the
acquisition of this equipment. This is a reimbursable cost grant program. No matching
funds are required to obtain this additional grant funding and procure this equipment.
In years to follow, there may be a cost associated with the maintenance and support of
the software applications if we elect to purchase it. This maintenance and support is not
mandatory.
Funding for this equipment has been previously secured from OTS for the Police
Department and is available in account number 170-3215-50015. There currently is an
allocated balance available of $84,661 in this designated account.
David G. Domingy9z, Ch f of Police David H. Ready, C' er
Attachments:
1. CYRUN /ALLIANCE API Interface Quote $17,000
2. Crossroads Citation Module Quote $49,380.47
3. Crossroads Collision Database Quote $14,780
4. Crossroads Scope of Services Agreement (B)
5. Crossroads Project Time-line Sheet (C)
6. Crossroads Collision Software License Agreement (D)
7. Crossroads Agreement for Consultant Services
8. PSPD single source Staff Report
(Total=$81,160.47)
Cyrun P-O.No. 052609-PSPD
C Y R U N 125 water street,Suite A2
Santa Cruz,CA 95060
(831)458-0949 fax(831)459-9406
Quote Mille
Customer
Name Palm Spdngs Pollce_D_ept.......... Date 5/26/2009
Address Order No.
City State ZIP Rep
Phone FOB
List Unit
Qty Model Description Price TOTAL
_ Software
Alliance External API for CrossRoads Traffic Collision,which
imports CrossRoads Traffic Collision data into Alliance's Case
1 Ext-1-API Reports module creating a traffic report. $7,500.00 $7.500.00
Functional Specifications:
The External Date API will consist of:
A System Selling to turn on External Data API and to specify the directory where the External Data TXT flies will be found.
Allow venders such as CrossRoads to export their data to Alliance using the Alliance External Data Structure.Specifically for
CrassRoads,they will use standardize Alliance offense codes.
The Client will be able to export the Alliance Operating Data Lists for the vendor to reference.
Print the imported date from Alliance in a report similar to the CR1
The Distribution Form will check this directory for files
When a file is found:
A new case record will be created,if it doesn't already exist,using the Case#indicated Inside of the.ixt file
A new report will be created and populated with all of the information found in the file
The report will have a unique name to indicate that the report is from imported data.
Alliance will only be enabled to import data on the first two tabpages of the Case Reports Form.
Each person added from the file to the Persons Table will have a new field,"Needs Merge Review,".Alliance w it
matches merges a person who is already in Alliance if the Last Name,First Name,DOB and government I.D.
match.Alliance will also flag the person as being merged with the date&time of the merge.
For persons not auto-merged,Alliance will flag the name on the Person Merge form.The Persons Merge Form
will have a new tool,"show Flagged"or something like that,which will enable users to view the names In the
Persons Table which are flagged for Merge Review enabling them to be merged or to Just clear their flag.
Rules
Alliance will only accept Offense codes including hierarchy and VCR's that match what Alliance is using.
Alliance will provide a switch to enable Auto-Approve of the Imported report.
Alllance External API for CrossRoads Traffic Citations data into
1 Ext-2-API Alliance's Case Reports module creating a traffic report. $2,000.00 $2.000.00
Alliance External API for CopLogic Citizen Reporting,which
imports CrossRoads Traffic Collision data into Alliance's Case
1 Ext-2-API Reports module creating a traffic report. $2,000,00 $2,000-00
.. ..... ...... ......
Total Software $11,500.00
_
Maintenance&Support
Maintenance&Support for Alliance External API for CrossRoads
1 Ext-1-API-MT Traffic Collision,$2.000.00 per year.Starting July 1,2009 $2.000.00 $2.000.00
Maintenance&Support for Alliance External API for CrossRoads
1 Ext-2-API-MT Traffic Citations,$2,000.00 per year.Starting July 1,2009 $500,00 $600.00
Maintenance&Support for Alliance External API for CopLogic
1 Ext-2-API-MT Citizen Reporting,$2,000.00 per year.Starting July 1,2009 $500,00 $500.00
Total Maintenance&Support $3,000.00
Subtotal $14,500.00
TERMS:30 day .-----......
'Tax
Please FedEx this payment with Cynin's account#1850.0335.1 for security.Thank you, TOTAL r $14,500.00
We agree to pay this Invoice within 30 days: Office Use Only --
Captain Stars
Cyru n P.Q.No. 062609-PSPD
G Y R U N 125 Water Street,Suite A2
Santa Cruz,CA 95060
(831)458-0949 fax(831)459-9406
Quote —
Customer
Name Palm Springs Police Dept Date 5/26/2009
Address Order No.
City State ZIP Rep
Phone FOB
List Unit
oty Model Description Price TOTAL
Software -__.....
Alliance External API for CrossRoads Traffic Citations data into
1 Ext-2-API Alliance's Case Reports module creating a traffic report. $2,000.00 $2,000.00
Functional Specifications:
The External Data API will consist of:
A System Setting to turn on External Data API and to specify the directory where the External Data TxT files will be found.
Allow vendors such as CrossRoads to export their data to Alliance using the Alliance External Data Structure.Specifically for
CrossRoads,they will use standardize Alliance offense codes.
The Client will be able to export the Alliance Operating Data Lists for the vendor to reference.
Print the imported data from Alliance in similar to the Citation print out
The Distribution Form will check this directory for files
When a file is found:
A new case record will be created,if it doesn't already exist,using the Citation#indicated inside of the.bd file
A new citation will be created and populated with all of the information found in the file
The citation will have a unique name to indicate that the citation is from imported data.
Alliance will only be enabled to Import data into existing citation fields of the Citation Form.
Each person added from the file to the Persons Table will have a new field,"Needs Merge Review,'.Alliance will
matchestmerges a person who is already in Alliance if the Last Name,First Name,DOB and government I.D.
match.Alliance will also gag the person as being merged with the date&time of the merge.
For persons not auto-merged,Alliance will flag the name on the Person Merge form.The Persons Merge Form
will have a new tool,"Show Flagged"or something like that,which will enable users to view the names In the
Persons Table which are gagged for Merge Review enabling them to be merged or to just clear their flag.
Rules
Alliance will only accept Offense codes including hierarchy and UCR's that match what Alliance is using.
Alliance will provide a switch to enable Auto-Approve of the imported report.
Total Software $2,000.00
Maintenance&Support
Maintenance&Support for Alliance External API for CrossRoads
1 Ext-2-API-MT Traffic Citations,$2,000.00 per year.Starting July 1,2009 $500.00 $500.00
Total Maintenance&Su rt $500.00
Subtotal $2,500.00
TERMS:30 day Tax
S2 500.00
Please FedEx this payment with Cyrun's account#1950-0335-1 for security.Thank you. TOTAL
We agree to pay this invoice within 30 days: Office use Only
Captain$tarns
5
Cost Pro osaI Crossroads Software
210 W. Birch Street, Suite 207
For: Brea, CA 92821
Palm Springs Police Department
Number: CP 09,15
Item No Item Description Quantity Price Taxable Amount
1 Citation Software for Handheld 1 $16,000.00 No $15,000.00
2 Collision Report Software for Handheld 1 $15,000.00 No $15,000.00
3 Sync Software and Export Software 1 $1,200.00 No $1,200.00
4 Court Transmission Software 1 $2,200.00 No $2,200.00
5 Interface to Output Records to RMS System 1 $1,500.00 No $1,500.00
(Cyrun Alliance RMS)
6 Symbol MC75A Handheld w/Aircard (213 6 $2,350.00 Yes $14,100.00
Barcode/Camera,WLAN QWERTY, Bluetooth)
7 Symbol MC75A Mag Stripe Reader 6 $190.00 Yes $1,140.00
8 Symbol MC75A Charger/Cradle Kit 6 $155.00 Yes $930.00
9 Zebra RW 420 Bluetooth Printer WO Mag Stripe 6 $725.00 Yes $4,350.00
Reader
10 Zebra Printer Wall Charger 6 $85.00 Yes $510.00
11 Printer Paper per roll (50 cites/roll) (36 144 $4.00 Yes $576.00
rolls/case)
12 Training and Installation (two training sessions 1 $1,200.00 No $1,200.00
-four hours each)
13 Two Years Maintenance and Support 1 $2,000.00 No $2,000.00
Tuesday,September 08,2009 Page 1 of'2
Item No Item Description Quantity Price Taxahle Amount
14 Agency Discount 1 ($12,216.06) No ($12,216.06)
Suh Total $47,489.94
Sales Tax 8.75% on $21,606.00 $1,890.52
Total $49_ 80.47
Hardware cost per additional handheld setup(including tax): $3,811.69
Tuesday,September 08,2009 Page 2 of 2
r7
Cost Proposal Crossroads Software
210 W. Birch Street, Suite 207
For: Brea, CA 92821
Palm Springs Police Department
Number: CP 09-14
Item No Item Description Quantity Price Taxable Amount
1 Collision Database System (Second Site 1 $5,340.00 No $5,340.00
License for Police Department)
2 GIS Collision Mapping Module(Second Site 1 $2,940.00 No $2,940.00
License for Police Department)
3 Review and edit a GIS centerline map of the 1 $1,800.00 No $1,800.00
City
4 Upgrade to Latest Version of Collision 1 $2,900.00 No $2,900.00
Database System for Traffic Eng. Dept.
(including conversion and verification of 5
5 Laptop (555 Collision Form) input module 1 $0.00 No $0.00
6 Training and Installation (two training sessions 1 $1,800.00 No $1,800.00
-six hours each)
Sub Total $14,780.00
Sales Tax 7.75% on $0.00 (/•00
Total S14,780.00
Monday,January 19,2009 Page I of 1
Exhibit B
Scope of Services
Crossroads Software, Inc.
for a
Handheld Traffic Citation and Collision Report Writing
System
for the
City of Palm Springs
J
Table of Contents
Page Number
1.1 Project Overview 3
1.2 Project Deliverables 3
1.3 Software License Provisions 4
1.3.1 Crossroads Software, Inc. 4
1.3.2 Term of the License 4
1.4 Project Management and Implementation Services 4
1.4.1 Responsibilities of the City 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 9
1.5.1 Software Warranty and Maintenance Plan 9
1.5.2 Maintenance Plan 9
1.6 Training 9
1.6.1 Handheld Citations& Syncing--End User Training 9
1.6.4 System Maintenance and Administration Training 9
1 � -
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 Palm Springs hereinafter called
"City," and Crossroads Software, Inc., hereinafter called"Consultant" with a fully
operational automated mobile handheld traffic citation and traffic collision report
writing system. The Consultant will provide software that allows the transmission
of traffic citation data to the police records management 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
Crossroads Software Inc. is supplying the following and they will provide the most
recent version of software at the time of delivery.
Figure 1: Project Deliverables
("i-o,s,st,otitly Sorftware.frxc•. I'm ecrt Deliverables
Description Quantin
Citation Software for Handheld 1 site license
Collision Reporting Software for Handheld 1 site license
Court Transmission Software 1 site license
RMS Transmission Software 1 site license
Sync & Export Software 1 site license
Installation
Training 1 session
Handheld Hardware:
Motorola Symbol MC75A 6 devices
Motorola MC75A Cradle & Char er 6 devices
Motorola Mag Stripe Reader for MC75A 6 devices
Zebra RW 420 Bluetooth Printer and charger 6 devices ea
Printer Pa er 144 rolls
3 1�
Crossroads Software, Inc. will provide a complete Automated Mobile Handheld
Traffic Citation Writing and Collision Reporting System to the City of Palm
Springs. 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 magnetic stripe reading; and have a modular
design to allow for future upgrades and modification.
1.3 Software License Provisions
1.3.1 Crossroads Software,Inc.
Crossroads Software, Inc. hereby grants to the City one (1) site license for
handheld citation software and one(1) court transmission software license. 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
LICENSED SOFTWARE AGREEMENT(Exhibit D), Crossroads Software, Inc.
must give thirty days notice to the City that they have failed to comply with any
provisions of the LICENSED SOFTWARE AGREEMENT.Upon termination of
the LICENSED SOFTWARE AGREEMENT the non-compliant LICENSEE
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 Palm Springs
Handheld Traffic Citation System is Sgt. Abe Tokier, Palm Springs 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
. 12
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 Crossroads
Software, Inc.'s project activities to include project management, installation,
implementation, support services, software development and SYSTEM setup.
Crossroads Software will have 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 Palm Springs
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 or `Logmein' 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 Riverside County
Superior Court's database system.
1.4.1.8 Provide a training facility.
.1.4.2 Responsibilities of Crossroads Software, Inc.
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 Crossroads Software, Inc.'s software at the
participating agency sites. The specific duties of the Crossroads Software, Inc. in
the implementation of the Palm Springs 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
13
1.4.2.1.3 Provide citation training and deliver module documentation.
1.4.2.2 Contact the City's RMS vendor and receive the compatible exchange
file format for transferring data from the Crossroads Software system to
the RMS system.
1.4.2.2.1 Develop and test exchange file and data transfer from the
Citation module exported to the RMS system.
1.4.2.2.2 Provide data interface training and documentation
1.4.2.3 Contact California Superior Court--Riverside 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.
1.4.2.3.1 Develop and test exchange file and data transfer from Citation
module exported to the court's data base system.
1.4.2.3.2 Provide data interface training and documentation
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 Crossroads Software, Inc.'s price or completion schedule is
affected,the contract 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. In the event that any dispute cannot be so settled, it shall be
settled by arbitration administered by the American Arbitration Association. The
decision in writing of the Arbitrator appointed by the American Arbitration
Association shall not be binding on the parties.
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 data transfer and integration from Crossroads Software
handheld citation module exported to the RMS system
14
• 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 and Collision Software
After installing each system software module (handheld citation) and
performing appropriate diagnostic tests, Crossroads Software, Inc.,will
certify to the City of Palm Springs that automated mobile traffic report
system is functioning correctly. The City of Palm Springs will request
specific demonstrations of the mobile traffic system 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 RMS
Upon completion of traffic data integration with the RMS System, and
training of participating personnel,the Consultant will certify that the
traffic data integration to the RMS database is ready for acceptance. The
Consultant will be required to demonstrate all system functions to the City
of Palm Springs's satisfaction. 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 by the City shall include exporting
Crossroads Software modules to the RMS both in a test and live
15
environment. Any problems found during this demonstration will be
immediately corrected by the Consultant after which time the City of Palm
Springs will verify the corrections have been made and accept the data
integration phase.
1.4.5.3 Functional Testing—Data Integration to California Superior Court—
Riverside County Database Management System
The Consultant will create an export file for!the traffic citation data
integration with the California Superior Court—Riverside 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 of Palm
Springs that the data integration to the court is completed. California
Superior Court—Riverside County project personnel will test the interface
for fourteen(14) days to determine if the traffic records are being exported
and delivered as defined.
1.4.5.4 Final System Performance Testing
The Consultant and City will then perform final system performance
testing. Crossroads Software, Inc. 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.
lE
1.5 Warranty, Maintenance, and System Support
1.5.1 Software Warranty and Maintenance Plan
Crossroads Software, Inc., 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 $1,500 per year.
1.6 Training
The following training is provided by Crossroads Software, Inc. as part of the
purchase of the SYSTEM.
1.6.1 Handheld Citations & Syncing—End User Training
Crossroads Software, Inc., will provide the City with four hours of training per
class. This session will deal with the use of handheld units and the writing of
citations. One training sessions will be conducted at the Palm Springs Police
Department.
1.6.2 Handheld Collision Report Writing—End User Training
Crossroads Software, Inc., will provide the City with four hours of training per
class. This session will deal with the use of handheld units and the writing of
collision reports. One training sessions will be conducted at the Palm Springs
Police Department.
1.6.3 System Maintenance and Administration Training
Crossroads Software, Inc., will provide administration and system maintenance
training to a designated group of system support staff assigned to the project at
Palm Springs Police Department.
17
Exhibit C
Crossroads Software Handheld Citation and Collision Project for
The City of Palm Springs
Project Schedule
Project Start 0 Weeks
Delivery, Installation and Training of the
Handheld Citation and Collision System 4 Weeks
Court Transmission Software 4 Weeks
Interface to RMS 6 Weeks
18
Crossroads 210 W.Birch Street,Suite 207,Brea,CA 92821 (714) 990-6433
Software
Exhibit D
Crossroads Software
Software License Agreement
The software accompanying this License, whether on disk, in read only memory, or on any
other media (the "Software") and related documentation are licensed by Crossroads
Software, Incorporated. You own the disk on which the Software is recorded and Crossroads
Software retains title to the software and related documentation. This License allows you to
use the Software on multiple computers located in a single office or department within a
contiguous site (or multiple offices, departments and sites) as further described in your
purchase agreement, purchase order and/or contract. It also entitles the holder one copy of
the Software in machine-readable form for backup purposes'only. You must reproduce a
copy the Crossroads Software copyright notice and any other proprietary legends that were
on the original copies of the Software. You may also transfer all your license rights in the
Software to another party, provided the other party reads and agrees to accept the terms and
conditions of this license.
The Software contains copyrighted material, trade secrets and other proprietary material and
in order to protect them you may not decompile, reverse engineer, disassemble or otherwise
reduce the Software to human-perceivable form. You may not modify, rent, lease, loan,
distribute or create derivative works based upon the Software in whole or in part.
This license is effective until terminated. You may terminate this license at any time by
destroying the Software and related documentation and all copies thereof. This license will
terminate immediately without notice from Crossroads Software if you fail to comply with
any provisions of this license. Upon termination you must destroy the Software and related
documentation and all copies thereof.
This Software is protected by United States Copyright Law and international treaty
provisions. This license agreement shall be construed, interpreted and governed by the laws
of the State of California.
(Copyright 1992-2010)
19
AGREEMENT FOR CONSULTANT SERVICES
This Agreement, entered into this day of ,2010, by and between the
CITY OF PALM SPRINGS (hereinafter referred to as "City") and Crossroads Software,
Inc., a California Corporation, (hereinafter referred to as "Consultant").
RECITALS
WHEREAS, City desires to obtain the services of a private consultant to provide
a Handheld Traffic Citation and Collision Reporting System; and
WHEREAS, Consultant is a(n) Computer Software _ consultant and has
represented that Consultant possesses the necessary qualifications to provide such
services; and
WHEREAS, City has authorized the preparation of an agreement to retain the
services of Consultant as hereinafter set forth.
NOW, THEREFORE, IT IS MUTUALLY AGREED THAT CITY DOES HEREBY
RETAIN CONSULTANT ON THE FOLLOWING TERMS AND CONDITIONS:
1. Scope of Services.
Consultant shall provide services as described in Exhibit "A" and Exhibit
"B" entitled "Scope of Work" attached hereto and made a part hereof.
2. Compensation and Reimbursement.
City shall compensate Consultant a not-to-exceed fee of 49 380.47, for
tasks including, not but not limited to, Project Organization, Database Software which
includes data input, data verification, reports and queries, collision diagrams, a traffic
counts management program, and traffic citation statistics, GIS Collision Mapping
Software and Implementation, Handheld Traffic Report Writing System, and Training
and Support. Consultant shall submit invoices no more frequently than monthly.
Invoices shall include a summary of work performed for the period being billed,
percentage of work completed for each task, and overall percentage of work completed
for services as identified in the Scope of Work. All work completed under this agreement
must be invoiced no later than September 30, 2010.
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3. Term of Agreement.
This Agreement shall be effective from the period commencing
2010 and ending September 30, 2010 unless sooner terminated by City as provided in
the section of this Agreement entitled "Termination." Upon expiration or termination of
this Agreement, Consultant shall return to City any and all equipment, documents or
materials and all copies made thereof which Consultant received from City or produced
for City for the purposes of this Agreement.
5. Termination.
This Agreement may be terminated with or without cause by City.
Termination without cause shall be effective only upon 15-day written notice to
Consultant. During said 15-day period Consultant shall perform all consulting services in
accordance with this Agreement. This Agreement may be terminated by City for cause
in the event of a material breach of this Agreement, misrepresentation by Consultant in
connection with the formation of this Agreement or the performance of services, or the
failure to perform services as directed by City. Termination for cause shall be effected
by delivery of written notice of termination to Consultant. Such termination shall be
effective upon delivery of said notice.
6. Confidential Relationship.
City may from time to time communicate to Consultant certain information
to enable Consultant to effectively perform the services. Consultant shall treat all such
information as confidential, whether or not so identified, and shall not disclose any part
thereof without the prior written consent of the City. Consultant shall limit the use and
circulation of such information, even within its own organization, to the extent necessary
to perform the services. The foregoing obligation of this Paragraph 5, however, shall
not apply to any part of the information that (1) has been disclosed in publicly available
sources of information; (ii) is, through no fault of Consultant, hereafter disclosed in
publicly available sources of information; (iii) is now in the possession of Consultant
without any obligation of confidentiality; or (iv) has been or is hereafter rightfully
disclosed to Consultant by a third party, but only to the extent that the use or disclosure
thereof has been or is rightfully authorized by that third party.
Consultant shall not disclose any reports, recommendations, conclusions
or other results of the services or the existence of the subject matter of this contract
without the prior written consent of the City. In its performance hereunder, Consultant
shall comply with all legal obligations it may now or hereafter have respecting the
information or other property of any other person, firm or corporation.
In the event of termination of this Agreement, Consultant agrees that it
shall return any confidential information which was provided by City, in the event such
information is in a format that makes it feasible to return same to City, or destroy such
material if not returnable.
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7. Ownership of Documents.
All memoranda, reports, plans, specifications, maps and other documents
prepared or obtained under the terms of this Agreement shall be the property of City
and shall be delivered to City by Consultant upon demand.
8. Office Space and Clerical Support.
Consultant shall provide its own office space and clerical support at its
sole cost and expense.
9. Covenant Against Contingent Fees.
Consultant declares that it has not employed or retained any company or
person, other than a bona fide employee working for Consultant, to solicit or secure this
Agreement, that it has not paid or agreed to pay any company or person, other than a
bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other
consideration, contingent upon or resulting from the award or making of the Agreement.
For breach of violation of this warranty, City shall have the right to annul this Agreement
without liability, or, at its sole discretion, to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such fee, commission,
percentage, brokerage fee, gift or contingent fee
10. Conflict of Interest and Political Reform Act Obligations.
During the term of this Agreement Consultant shall not act as consultant
or perform services of any kind for any person or entity whose interests conflict in any
way with those of the City. Consultant shall at all times comply with the terms of the
Political Reform Act and the local conflict of interest ordinance. Consultant shall
immediately disqualify itself and shall not use its official position to influence in any way
any matter coming before the City in which the Consultant has a financial interest as
defined in Government Code Section 87103. Consultant represents that it has no
knowledge of any financial interests which would require it to disqualify itself from any
matter on which it might perform services for the City.
Consultant shall comply with all of the reporting requirements of the Political Reform Act
and local ordinance. Specifically, Consultant shall file Statements of Economic Interest
with the City Clerk of the City in a timely manner on forms which Consultant shall obtain
from the City Clerk.
11. No Assignments.
Neither any part nor all of this Agreement may be assigned or
subcontracted, except as otherwise specifically provided herein, or to which City, in its
sole discretion, consents to in advance thereof in writing. Any assignment or
subcontracting in violation of this provision shall be void.
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12. Maintenance of Records.
Consultant shall maintain all books, documents, papers, employee time
sheets, accounting records, and other evidence pertaining to costs incurred and shall
make such materials available at its office at all reasonable times during the contract
period and for three (3) years from the date of final payment under this Agreement, for
inspection by City and copies thereof shall be furnished, if requested.
13. Independent Contractor.
At all times during the term of this Agreement, Consultant shall be an
independent contractor and shall not be an employee of the City. City shall have the
right to control Consultant only insofar as the results of Consultant's services rendered
pursuant to this Agreement; however, City shall not have the right to control the means
by which Consultant accomplishes such services.
14. Licenses Permits Etc.
Consultant represents and declares to City that it has all licenses, permits,
qualifications, and approvals of whatever nature that is legally required to practice its
profession. Consultant represents and warrants to City that Consultant shall, at its sole
cost and expense, keep in effect at all times during the term of this Agreement, any
license, permit, or approval which is legally required for Consultant to practice its
profession.
15. Consultant's Insurance.
1. Policies:
Consultant shall obtain and maintain during the entire term of this
Agreement the following insurance policies from companies authorized to issue
insurance in the State of California:
(a). Comprehensive General Liability, including premises-
operations, products/completed, broad form property damage, bodily injury, and
blanket contractual liability with the following coverage's:
General Liability $1,000,000 per person per occurrence;
$1,000,000 annual aggregate combined;
$1,000,000 property damage or bodily injury
per occurrence;
Cross-liability exclusions prohibited
(b). Automobile Liability, including owned, hired, and non-owned
vehicles with the following insurance coverage's:
Auto Liability $1,000,000 per person per occurrence;
-4- 2.a
$1,000,000 annual aggregate combined;
$1,000,000 property damage or bodily injury
per occurrence;
Cross-liability exclusions prohibited
(c) Workers' Compensation insurance in amounts in accordance
with statutory requirements.
2. Endorsements:
Endorsements shall be obtained so that each policy contains the
following provisions:
(a) Additional Insured. (Not required for Professional Errors and
Omissions Liability Insurance or Workers' Compensation.)
(b) Notice.
"Said policy shall not terminate, nor shall it be canceled or reduced
in coverage, without thirty (30) days' written notice to the City of Palm Springs."
(c) Primary Coverage.
"The policy provides primary coverage to to the City of Palm
Springs and its elected and appointed boards, officers, agents, and employees. It is not
secondary or in any way subordinate to any other insurance or coverage maintained by
the City of Palm Springs."
16. Insurance Certificates:
Consultant shall provide with certificates of insurance and accompanying
endorsements showing the insurance coverage's described in the paragraphs above, in
a form and content approved by the City, prior to beginning work under this Agreement
1.7. LiabiI ty.
Notwithstanding any other provision contained in this Agreement,
Consultant shall be responsible for all injuries to persons and for all damage to real or
personal property of City or others, to the extent caused by or resulting from the
wrongful act or negligent acts, errors, or omissions of itself, its employees, or its agents
during the progress of, or in connection with, the rendition of services hereunder.
Consultant shall hold harmless and indemnify City, the Palm Springs Redevelopment
Agency and their elected and appointed boards, officers, agents and employees from all
costs and claims for damages to real or personal property, or personal injury to any third
party, including reasonable attorney fees resulting from the negligent performance of
Consultant, its employees, or its agents, under this Agreement.
-5- 2 4
18. Consultant Not an Agent.
Except as City may specify in writing, Consultant shall have no authority,
expressed or implied, to act on behalf of City in any capacity whatsoever as an agent.
Consultant shall have no authority, expressed or implied, pursuant to this Agreement to
bind City to any obligation whatsoever.
19. Personnel.
Consultant shall assign qualified and certified personnel to perform
requested services. The City shall have the right to review and disapprove personnel
for assignment to City Projects.
City shall have the unrestricted right to order the removal of any person(s)
assigned by Consultant by giving oral or written notice to Consultant to such effect.
Consultant's personnel shall at all times comply with City's drug and
alcohol policies then in effect.
20. Notices.
All notices, billings and payments which are required or permitted to be
made hereunder shall be in writing and shall be sent by personal delivery; first-class
mail, return receipt requested; overnight or express mail service; or facsimile. Notices
shall be deemed to have been received: upon delivery if personally delivered; seventy-
two (72) hours after deposit in the U.S. Mail; on the day of transmission via facsimile
unless sent after business hours and in that event, on the next business day. Notices
may be sent to the following addresses; the parties may deliver notice of change of
address or delivery information in the manner outlined in this Section E.
City (original):
City of Palm Springs
Attn: Purchasing Manager
200 South Civic Drive
Palm Springs, CA. 92262
(760) xxx-xxxx
City (copy):
Palm Springs Police Department
200 South Civic Drive
Palm Springs, CA 92262
(760) xxx-xxxx
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Consultant:
Crossroads Software, Inc.
201 W. Birch Street
Suite #207
Brea, CA 92821
Attn: Jeff Cullen
(714) 990-6433
Facsimile: (714) 990-5628
20. Conflict Resolution.
In the event of a dispute between City and Consultant concerning the
terms of this Agreement or its performance, the parties agree to submit such dispute to
arbitration before the American Arbitration Association or other mutually acceptable
arbitrator. In the event that the subject of such arbitration is compensation claimed by
Consultant in the event of termination, Consultant's damages shall be limited to
compensation for the 15-day period for which Consultant would have been entitled to
receive compensation if terminated without cause. In the event of arbitration, each
party shall bear its own attorneys' fees and costs incurred.
21. Gender.
Whether referred to in the masculine, feminine, or as "it," "Consultant" shall mean the
individual or corporate consultant and any and all employees of consultant providing
services hereunder.
22. Exhibits.
All Exhibits referenced in this Agreement, and each of them, are
incorporated into this document as though set forth in full at this point.
23. Entire Agreement.
This Agreement shall constitute the entire understanding between
Consultant and City relating to the terms and conditions of the services to be performed
by Consultant.
-7- 2
IN WITNESS WHEREOF, the parties hereto have duly executed this Agreement
on the date first above written.
CONSULTANT
By-
A(n)
APPROVED AS TO FORM
By:
City Attorney
Printed Name:
Title:
Approved By City Manager
Contract Approval Date
27
-s-
MEM RAND M
DATE: June 12, 2010
TO: Craig Gladders - Procurement Department Director
FROM: Lieutenant Abraham Tokier
SUBJECT: Single Source Procurement Request of Crossroads Software Equipment
and CYRUN Alliance Interface
Crossroads Software Handheld Citation and Collision Reporting
System Unique Features
The products offered by Crossroads Software, including their Collision Database
System and other software products are available exclusively from Crossroads
Software. Crossroads Software does not distribute their software through other vendors
so that they may maintain control over the quality of installation, training, and support
that they provide with their software systems.
The Collision Database software application includes many unique capabilities and
features not offered by other companies. The following list summarizes the key features
exclusive to the Crossroads Collision Database Software which is unavailable in
competing systems. This is why we believe that Crossroads Software is uniquely
qualified to meet the City's collision database and handheld traffic reporting needs.
Staff Evaluation which supports a single source purchase in this
project.
1. Since 1994, our Public Works Traffic Engineering Department has used Crossroads
Software. By selecting this software solution we will be able to upgrade and build
upon our existing Traffic Management System and synchronize this collision location
data information sharing between the Traffic Engineering Department and the Police
Department.
2. Crossroads / CYRUN interfaces are already in place with several other California
cities which use CYRUN and it functions properly with few issues. I contacted Brea
and Watsonville Police Departments and they indicated that it functions with minimal
operational issues.
3. We currently have CYRUN as our Police Department Report Management System.
This is why we should use them to interface with the requested Crossroads
Software.
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6/12/2010
Page 2 of 4
4. Citation and Collision report information can be displayed automatically on a
computerized GIS map of the City using the information provided with each citation
and collision report; primary road name, secondary road name, distance and
direction. No other system automatically geo-codes individual locations using just
these inputs readily available from every citation and collision report.
5. Citation and Collision reports can be displayed on aerial photos automatically in
Google Earth Mapping.
6. The software runs on a selection of industry standard handheld hardware available
from a wide variety of vendors, instead of relying on proprietary hardware. Because
the hardware is not proprietary, the department can purchase hardware on a more
cost competitive basis, and more easily purchase, repair, and deploy additional
handheld units.
7. The handheld system works with the existing Crossroads Software Collision
Database System to do statistics, queries, reports, and GIS mapping already in
place as the standard in our Public Works Department Traffic Management Center.
8. Officers can enter information on citations and collision reports using their custom
on-screen context dependent keyboards for accurately producing citations and
collisions. This eliminates data entry errors and wasted employee hours later
correcting these errors.
9. Magnetic Strip Readers are used to automatically read Drivers License data to help
eliminate entry errors and to more efficiently fill out traffic citations and collision
reports. This is also more time efficient resulting in increase field productivity.
10.The Collision Database System is based on a Street Layout Table. The Layout
Table is a computerized "network model" of every street in the City of Palm Springs
that holds the name of each street, the name of each intersecting cross street, the
distance and direction between all cross streets and the order that they cross. This
structure allows the collision database system to perform many key functions that
other systems cannot, such as a mid-block collision analysis query.
11.The Collision Database System is already in use by the City of Palm Springs Traffic
Engineering Department. The proposed system to be provided to the Palm Springs
Police Department is fully compatible with the system already in place at Traffic
Engineering.
12.The street name and directional information for each collision record is automatically
compared to the street layout table to verify and, when necessary, correct the street
names and confirm that the indicated streets intersect. This allows for unparalleled
accuracy in query results.
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6/12/2010
Page 3 of 4
13.The Street Layout Table has universal application as the basis for all types of
engineering / resource management inventories such as Traffic Control Devices,
Pavement and Signal Inventories, speed limit information and traffic volume data.
14.Collision file types including the California State Wide Integrated Traffic Reporting
System (SWITRS) and custom file formats can be electronically "read" into the
System while improving on the accuracy of the data provided from these sources
through a series of automatic error checks.
15.Collision report information can be displayed automatically on a computerized GIS
map of the City using the information that is always provided with each collision
report; primary road name, secondary road name, distance and direction. No other
system automatically geo-codes individual collision locations using just these inputs
readily available from every collision report.
16.GIS mapping provided with the project will be reviewed against the most up-to-date
hard copy map available and edited accordingly so that collision records can be
geographically referenced with the highest degree of accuracy.
17.There is no limit to the number of intersection or mid-block locations that can be
queried. Also no limits exist on the number of parties or victims for each collision
record.
18.The Crossroads package features a presentation quality color collision diagram
generator. You may specify the parameters for the collision diagram query in the
same way you define any of the queries. Collision diagrams may be printed to any
Windows compatible printer or plotter.
19.The system performs mid-block queries for collisions by allowing the user to select a
street and any two cross streets along that street.
20.The System provides the flexibility for the user to define `intersection distance'
parameters for queries and collision diagrams so that additional collisions can be
identified as required to best depict collision patterns and trends.
21.A traffic volume database system is included with the package. This system stores
all types of traffic incident count information. The count data is also referenced to the
Street Layout Table and is accessed by the Collision Database System to
automatically calculate collision rates for both intersections and mid-block locations.
The system can also automatically produce a "traffic flow" map using Arc-View.
22.The System provides a fully configurable data input module that allows the user to
input all the information captured by the State of California Traffic Collision (555)
report, the defacto standard reporting form for all public agencies in the State. When
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Page 4 of 4
printed, the 555 form is replicated and can serve as the "hard copy" report that all
agencies must forward to the California Highway Patrol. The data input module also
can be configured to allow varying levels of data input, so that the data stored can
be matched to available staffing and resources.
23.A Traffic Citation database module is included with the package, which stores the
necessary information to track and analyze police traffic enforcement activities,
calculating enforcement indices as well as providing a full array of reports and
statistics. The citation information can also be plotted automatically on the GIS map
and cross-referenced against high collision locations to assist in deploying directed
enforcement.
24.Collision and citation data is verified and checked for errors prior to allowing the
officer to submit reports or citations. This will help eliminate the frequent corrections
required in these submitted reports.
25.The citation data transfer interface from crossroads to the Riverside County Traffic
Court is already established and we would just become a part of an existing system
and not have to develop protocol with the courts for data transfer.
Respectfully Submitted,
braham Tokier
Lieutenant
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