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HomeMy WebLinkAboutSPECTRA CORPORATION - CONTRACT - RFP - AUTOMATED PARKING TICKET MANAGEMENT SYSTEMv PROFESSIONAL SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and SPECTRA CORPORATION, a corporation, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of six (6) pages, and incorporated herein by this reference. 2. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within fifteen (15) days following execution of this Agreement. Services shall be completed no later than thirty (30) days. Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in writing by the parties hereto. 3. Early Termination by Citv. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. PSA 10/97 .• desirable to have the ability to add comments about telephone or direct conversations to a record. The system should also allow the staff to make adjustments to specified fields. ► System is required to cease noticing once a payment is posted. ► System should provide for the application of Adjudication. The system should have the ability to track a ticket through the adjudication process. The system should also allow for the notification of FTA's ( Failure to Appear), and application of Administrative fees. ► In order to manage any parking program effectively, the City of Fort Collins Parking Services needs to have the ability to obtain information from the system in a comprehensive, timely and user friendly manner. While a large volume of information should be presented, via -on-line inquires, there is a need to generate management reports for review and analysis by staff. It is required that the system have the capacity to generate reports on a daily weekly, monthly, yearly and ad hoc basis. Optionally, the system should allow staff to created customized reports based upon predefined system parameters. Programmers need to work with the City of Fort Collins Parking Services staff to incorporate any present report into the new system, as well as design specific programming at request. The implementation of a new application will provide the City of Fort Collins with a new parking enforcement management system, new technology and the ability to perform more efficient business processes. These changes will have an impact on the skills and tasks of our staff. To ensure a smooth transition to the new system, training should be structured to help the parking management staff understand how to use the system. Training sessions should include, but should not be limited to the following: • Minor Repair and trouble shooting of equipment • Introduction to the application • Application process training • Training on the Handheld Ticket Writing units • Report Writing ONGOING SUPPORT AND MAINTENANCE Agree to provide annual software maintenance for 5 years at $4,700.00 for a total cost of $23,500.00. Provide hardware maintenance for 4 years ( to begin on year 2) at $5,200.00 for a total cost of $20,800.00. Hardware warranty for the first year is at no cost. However, the software agreement begins at the time of installation. Agree to provide on line support during the operating hours of the City of Fort Collins Parking Services, 8:00 a.m. to 5:00 p.m. Mountain Standard Time, Monday through Friday. 0 Vi TWIM Item 1. Violation, fines, and escalations - list of 2. Officer Names, badge numbers Password for Handhelds 3. Citation Computer File Structure Layout 4. Copy of current citation 5. Citation Format Approved by City Format Returned to Spectra 6. Citation Proof to City 6.a. Citation Proof Approved 7. Citation Format to Printer for Proof 8. Locations of Service and PC s Floor plan 9. Points of Contacts for - Computer Network Installation - Parking Enforcement Supervisor - Parking Administration Supervisor 10. Points of Contacts for - Project Leader - Installation Lead - Training Lead 11. Citation format for Norand HHU for the Cities Review 12. Server Specifications Development Responsible Due date Party Fort Collins September 9, 1999 Fort Collins September 9, 1999 Fort Collins September 2, 1999 Fort Collins September 2, 1999 Fort Collins September 9, 1999 Spectra October 25, 1999 Fort Collins October 27, 1999 Spectra October 28, 1999 Fort Collins September 9, 1999 Fort Collins September 9, 1999 Spectra October 25, 1999 Spectra October 25 1999 FTC/Spectra On-going/completed 5 Item Responsible Due date Party 13. Order/Ship Server to Spectra for FTC October 25, 1999 software Installation testing 14. Data Conversion Issues Spectra October 20, 1999 15. Final specifications to City Spectra October 29, 1999 16. Contract Awarded Fort Collins October 20, 1999 17. Citations Ordered Spectra November 15, 1999 18. Final Work Schedule Agreement FTC/Spectra October 25 1999 19. Data Conversion Spectra Oct. 22, Nov. 3, 1999 20. Handhelds Ordered Spectra November 15, 1999 21. Server Software Installed - Tested Spectra Oct. 29, Nov. 26, 1999 22. Handhelds Tested Spectra November 22-26, 1999 23. Server and Handhelds Shipped to Spectra November 29, 1999 City via UPS Ground 24. Server and Handhelds Received Fort Collins December 3, 1999 by City 25. Installation FTC/Spectra December 6-7, 1999 26. Training FTC/Spectra December 7-8, 1999 Administrator Training Citation Writer Training 27. Contract Sign -Off FTC/Spectra December 12, 1999 C.1 EXHIBIT "B" P-712 Automated Parking Ticket Management System PRICING SCHEDULE DESCRIPTION UNIT PRICE TOTAL 2 Installation days 1,100 $2,200 2 Training days 1,100 $2,200 29 Citation conversion programming Hours* 125 $3.625 8 Norand 6100 Computer Handheld Citation Writers 2100 $16,800 8 Norand 6806 3-inch Printers 1276 $10,208 1 Norand 6100 8-Bay Communications Dock 1596 $ 1,596 1 Comminicaitons Black Box 356 $ 356 8 Norand Carrying Cases 94 $ 755.20 1 Shipping & Handling 218 $ 218 Part Two Sub Total $29,933.20 1 Spectrum 2000 Prkg & Citation Management 5User Pak 26,950 $26,950 5 Years Annual Software Maintenance** 4,700 $23,500 4 Years Annual Hardware Maintenance ** (Starts with year 2) 5,200 $20.800 Part Three Sub Total $71,250 Part One will be paid after installation, training and conversion programming has been completed and approved by the City. * Hours are approximate and will be paid according to # of actual hours needed to complete the conversion. Any increase in hours listed above must be approved in writing by the City. Part Two will be paid after receipt of all items listed in part two have been delivered to the City. Part Three will be paid after Final acceptance of the work by the City per Section 5 of this agreement. ** The Annual Software and Hardware Maintenance will be paid up front, however should the City Terminate this agreement per Section 3, Spectra will refund the unused unit prices to the City upon receipt of the notice of termination of this agreement. EXHIBIT C YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1. Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are "Year 2000 Compliant", except as otherwise expressly described in Section 2, below. "Year 2000 Compliant" shall mean that information resources meet the following criteria: a. Data structures (e.g., databases, data files) provide 4-digit date century recognition. For example, "1996" provides date century recognition; "96" does not. b. Stored data contains date century recognition, including (but not limited to) data stored in databases and hardware/device internal system dates. C. Calculations and programs logic accommodate both same century and multi -century formulas and date values. Calculations and logic include (but are not limited to) sort algorithms, calendar generation, event recognition, and all processing actions that use or produce date values. d. Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system. e. User interfaces (i.e., screens; reports; etc.) accurately show 4 digit years. f. Year 2000 is correctly treated as a leap year within all calculation and calendar logic. Section 2. Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the performance of the Agreement, including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the course of its performance of the Agreement. Section 3. Contractor agrees to permit examination, by the City or agents thereof, of any and all information resources and systems in use in connection with this Agreement, and related Year 2000 Compliance implementation plans, in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement. Section 4. The Contractor shall indemnify and hold harmless the City, and its officers, agents and employees, from and against all claims, damages, losses, and expenses, including attorneys fees, arising out of or resulting from the Contractor's information resources or systems that are not Year 2000 Compliant. 2 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Professional City of Fort Collins With Copy to Michael D. Bartholf Natalie Anderson Carl Yost, Buyer Spectra Corporation City of Fort Collins City of Fort Collins 2911 N Harrison Street Transportation Services Purchasing Division STE 204 P. O. Box 580 P. O. Box 580 Arlington, VA 22207 Fort Collins, CO 80522 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 4. Design Project Indemnity and Insurance Res onsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of $1,000,000. PSA 10/97 2 5. Compensation. In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional per pricing schedule, Exhibit "B", consisting of one (1) page and incorporated herein by this reference. Parts two and three are contingent on passing City Council approval with final approval on November 26, 1999. All such fees and costs shall not exceed One -Hundred -Nine -Thousand -Two -Hundred -Eight Dollars and twenty cents. ($109,208.20). Monthly partial payments based upon the Professional's billings and itemized statements are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 7. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 8. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the PSA 10/97 3 payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 9. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 10. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 11. Default. Each and every term and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. 12. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (10) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 13. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, PSA 10/97 4 agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 14. Law/Severabilb. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 15. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of one (1) page, attached hereto and incorporated herein by this reference. PSA 10/97 5 TO FORM' Assistant City. am4� 06 ATTEST: Corporate Secretary PSA 10/97 THE CITY OF FORT COLLINS, COLORADO Johi . Fischbach City Manager By: s B. O'Neill II, CPPO DirectCa o Purchasing & Risk Management DATE: �' CI�{ SPECTRA CORPORATION] By: MICHAEL D. BARTHOLF Title: PRESIDENT CORPORATE PRESIDENT OR VICE PRESIDENT Date: NOVEMBER 8, 1999 . FA EXHIBIT "A" CITY OF FORT COLLINS PARKING SERVICES AUTOMATED PARKING TICKET MANAGEMENT SYSTEM SCOPE OF SERVICES I. GENERAL REQUIREMENTS To provide the software and equipment infrastructure for the City of Fort Collins Parking Services parking management and citation tracking operations related to the following: 1. Data Entry 2. Account Information for individuals, vehicles and permits 3. Noticing 4. Cashiering 5. Accounts Receivable (collection of monies owed as a result of unpaid citations) 6. Adjudication 7. Reporting 8. Transmitting data to and receiving data from other systems, such as the Department of Motor Vehicles for all open citations with no current DMV information. 9. Handheld Ticket Writing devices and all such necessary equipment and supplies. 10. Provide general maintenance training on Handheld ticket writing devices 11. Provide PC support for trouble shooting software problems 12. Provide software updates. The vendor is required to: ► Implement application program modifications for the City of Fort Collins Parking Services as determined by changes in policies and regulations. ► Work with the City of Fort Collins Parking Services staff to develop hardware, software and network infrastructure to support the business functions and processes as previously described. ► Place all necessary equipment for operation in the space available at the City of Fort Collins Parking Services Office. I. Provide all necessary interfacing with any and all external systems. Provide support for the minimum of two administrative users, and one workstation used, and any and all handheld ticket writers and docking unit. 11. SYSTEM CAPABILITIES CITATION TRACKING ► System must allow for the manual entry of hand held written citations and citation numbers not issued by the system. ► Once citation has been issued, tickets must be matched through the software to any existing account and/or vehicle ownership information. (This should be the same for any hand written citation that needs to be manually entered). ► Software must be able to account for all payments, modifications, all citations appealed, and any other associated actions that must be managed throughout the citation tracking including daily posting transactions and adjudication hearings. OWNERSHIP INFORMATION ► System must allow for the retrieval of ownership information from various Departments of Motor Vehicles on any open citation. This must be in the form of an electronic data interchange transaction or batch with a citation processing company with whom the vendor has a contract or non -disclosure agreement -business partnership. (Currently the City of Fort Collins Parking Services processes any and all outstanding violations). Ownership information for out-of-state plates can be obtained at a later date. ► System will have the ability to identify the vehicle owner for parking citations via a search of the system's database for vehicle matches against existing records or allow other vendors to obtain registration information. ► System must provide the flexibility of generating notices at a frequency specified by the City of Fort Collins Parking Services for citations issued against an individual with registered owner information contained in the system. For citations that are reassigned to an active status, the system must be able to restate the noticing process and apply the appropriate penalties. This will also be necessary for cases where the citation ownership is reestablished. ► System must be capable of incorporating 1 n notices, Partial Paid Notices, Failure to Appear, and Delinquent Promissory Notice. ► The system will allow cashiers the ability to accept and apply payments against any parking citation. In addition to walk-in payments, cashiers must be able to post mailed -in payments and payments received at the City of Fort Collins Utility Billing Office and City of Fort Collins 2 Municipal Court. ► The system must be able to accept payments for tickets not yet in the systems database. This type of payment is commonly refereed to as a skeleton payment. Skeleton payments must be accepted and held in the system until the actual ticket is added to system's database. At such a time, the skeleton payment transaction is merged with the actual ticket to create one ticket record showing the activities relating to the skeleton payment as well as activities against the actual ticket. ► The system must allow for off-line cashiering activities in the event of a database or network failure. This feature will allow cashiers to continue accepting payments and perform other cashiering functions while the database is disabled. These transactions will be applied to the database at a later time when the communication is reestablished. The cashiering system is required to support the following functions: • Accept payment for individual citations. • Control cash drawer. • Print customer receipts. • Validate documents (checks, money orders & receipts). • Maintain cumulative totals for payment by type, clerk and account numbers. • Perform daily cash balancing. • Provide end -of -day transaction reporting. • Perform real-time updates of payment transactions to the system. • Accept cash, check or money order tender types. • Allow cashiers the ability to remove citation penalties. • Provide lookup information by citation number, plate, date, date range, citation range, or last name of registered owner. • Allow payment of Monthly parking permits. • Allow payment of coin and cash received from honor box and metered parking. MONTHLY PARKING PERMIT TRANSACTION ► The system shall have the capacity to design or have already in place a permit system that can be adaptable to the City's current permit system. The City of Fort Collins Parking Services currently issues permits to 5 surface lots and 1 Parking Structure. In mid - November our second parking structure will go on line. ► System should allow staff the ability to invoice current permit holders on a quarterly, semiannual or annual basis. CUSTOMER SERVICE ► The system must provide the ability to allow comments to be added to elements of the system. (Individual records, vehicle records, citation records, history records, etc.) ► System must allow for on-line queries via ticket number, last name, or plate number. It is 3