HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9185788 (2)Maintenance and Support Contract – Poudre Fire Authority
Deccan International Page 1 of 7
Maintenance and Support Contract
for
Poudre Fire Authority
ADAM
By Deccan International December 10, 2018
5935 Cornerstone Court West, Suite 230 San Diego, CA 92121
Phone: (858) 764-8400 Fax: (858) 764-8401 www.deccanintl.com
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Maintenance and Support Contract – Poudre Fire Authority
Deccan International Page 2 of 7
1. Purpose of Maintenance and Support Contract
This maintenance and support contract has been prepared for clarifying the work to be
performed by Deccan International (“Deccan”) for Poudre Fire Authority towards
maintaining the Deccan application ADAM.
Section 2 provides an overview of the application. Section 3 describes the upgrades and
updates Deccan will provide as a part of maintenance. Occasionally, Poudre Fire
Authority might require additional tasks on top of what is offered as part of the regular
applications. These additional tasks will require additional costs, as noted throughout
the section.
2. Deccan’s Application Overview
2.1 CAD Analyst
CAD Analyst is an analytical tool designed to work with historical incident data from a
Computer Aided Dispatch (CAD) system. The applications measure critical
performance criteria as it relates to workload distribution and response time
performance. Using CAD Analyst a decision maker can within minutes look at, for
example, last year’s performance during weekday morning rush hour for first-in ALS
providers or ALS ambulances on medical aid incidents.
CAD Analyst has the following features:
• A Workload and Response Performance calculator that lets a user specify the
specific days-of-the-week, times-of-the-day, seasons of the year, and incident
type groups of interest. CAD Analyst then extracts the incidents during that time
period and of that type and displays their density thematically in a map.
• Average performance buttons that let a user look at specific response type
performances such as average response times for first unit, first EMT, first
paramedic on scene. The performances are thematically displayed in a color-
coded map where green means acceptable performance and red indicates
unsatisfactory performance.
• Percentage performance button that thematically displays the percentage of
incidents meeting performance targets.
• Zoom button that lets a user zoom into a particular area of interest and view all
the incidents in that area. Each incident is color coded with a symbol. The user
can click on the symbol to get all details on that incident including incident
number, date of incident, location, etc.
• User can print screens or save screens to be used for presentations or
documentation.
2.2 ADAM
ADAM (Apparatus Deployment Analysis Module) is a modeling tool utilized by a chief
officer for purposes of modeling future Fire/EMS or Fire/EMS station locations and/or
resource placements. With ADAM the chief officer has the analytical tools needed to
provide objective data for backing up recommendations to government administrators,
public groups, etc.
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ADAM has the following features:
• Enables the user to create alternate Fire/EMS or Fire/EMS apparatus location
scenarios by simply “dragging” apparatus with the mouse from one location to
another.
• Recalculates and graphically displays response performance for each scenario
created.
• Calibrates software so that response performance projections for the current
location scenario closely match actual recorded performance.
• Color-codes the service area according to hazard type and whether response time
goals are being met.
• Estimates response travel distance based on the street system and not “as the
crow flies.”
• Estimates call-to-scene times for new location scenarios based on past history
only, not on assumptions about related items such as travel speed.
• Estimates apparatus run-loads and apparatus availability under new location
scenarios based on historical distribution of incidents.
• Provides region-by-region data such as Workloads, Response order, Response
Performance, and Hazard classification.
• Calculates both average and percentile response performance to various zones
within the service area. An example of percentile performance is “Percentage of
incidents with response times less than 8 minutes.”
• Displays response performances for both Fire/EMS and medical incidents.
• Enables user to delete, save and retrieve different analysis scenarios.
3. Annual Maintenance and Support
Annual Maintenance and Support for ADAM begins immediately after the installation of
ADAM. The services provided as part of the Annual Maintenance and Support Plan for
ADAM are below.
3.1 Services offered As a Part of Regular Maintenance
and Support
3.1.1 Bi-Annual Data Refreshes
1. CAD Data Updated: ADAM requires CAD data to be updated. As such, the
currency of all applications is dependent on how current the CAD data on which
they are based is. To keep the applications current, they would have to be
regularly updated with CAD data built up since the last update. This task
involves, among others, identifying new units, incident types, and unit types in
the new CAD data and updating the code tables to reflect them. Towards this
end, Poudre Fire Authority is responsible for providing to Deccan the most
recent CAD data that is available, as well as feedback regarding any new units
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and/or incident types that are identified in the new CAD data. Deccan is
responsible for updating the applications with this information.
2.Incident Tables Updated: For CAD Analyst, new incident table rows would
be created from the new CAD data and appended to the existing Incident tables.
By doing so, the CAD Analyst data would be cumulative and the user would be
able to analyze and compare performance and workloads from the starting date
of CAD Analyst to the current.
3.Recalibration: In ADAM, time-distance and probability-distances
relationships would be updated using the new CAD data. Using these, ADAM
would be recalibrated to reflect current workloads and performance. Deccan is
responsible for recalibrating ADAM during each maintenance update.
4.Changing Code Tables to Reflect Operational Changes: Code tables for the
ADAM application reflects the current perceptions of Poudre Fire Authority
operations and response criteria. As such, if the department operations change
such as when new response protocols are implemented, or if new response
criteria have to be added, dropped, or changed, both the CAD Analyst and
ADAM components of the application for that particular department would have
to be updated to reflect these changes. As part of the bi-annual updates, we will
update the application to reflect changes in their code tables. However, please
note that for a particular department, the CAD Analyst component can support a
maximum of 42 response criteria and ADAM can support a maximum of 21
response criteria. Any additional criteria beyond the maximum allowed in the
application will be of additional cost to Poudre Fire Authority. If this occurs
outside of the scheduled bi-annual update period, Deccan will either move up
the bi-annual update or provide the update at cost to be negotiated with Poudre
Fire Authority.
5.Changing Time Targets: As part of the Annual Maintenance and Support
Plan, Poudre Fire Authority can decide to change the time targets for ADAM
twice during the year. If Poudre Fire Authority decides to change the time
targets for ADAM more than twice during the course of one-year maintenance,
there will be additional cost.
6.Updating Alternate Streets: Deccan will build scenarios with a maximum of
1 alternate street network per year if required as part of regular maintenance.
However, Deccan encourages Poudre Fire Authority to build scenarios using
alternate street networks. Deccan will provide material and guidance for the
same.
7.Special Presentations: Occasionally it may be necessary to update the
applications for a special situation. If this is necessary Deccan will either move
up the bi-annual update or provide the update at cost to be determined on case-
by-case bases.
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3.1.2 Ongoing Technical Support for ADAM
As part of the Annual Maintenance and Support Plan, Deccan will provide technical
support via phone during normal business hours 0900 to 1700 Pacific Time Monday
thru Friday with the exception of Deccan-observed holidays. Deccan-observed
holidays include New Year’s Day, Martin Luther King Jr. Day, President’s Day,
Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day, the
Day after Thanksgiving, Christmas Eve Day, and Christmas Day.
3.1.3 Application Upgrades for ADAM
Deccan, as part of its goal to ensure that the application continues to meet client
needs, adds features to ADAM on a continual basis. As part of the Annual
Maintenance and Support Plan, Deccan will offer these feature updates at no
additional cost to Poudre Fire Authority, as and when they are completed.
3.1.4 Specific Feature Updates Needed by the Department for
ADAM
Poudre Fire Authority may, on occasions, need a special feature that is not currently
present so as to make productive use of ADAM. In that case, as part of the Annual
Maintenance and Support Plan, as long as the work needed to provide by the
features is not excessive, Deccan will work with Poudre Fire Authority on a
mutually acceptable date for delivery of the critically needed feature within reason.
If the feature requires a great amount of research and development, Deccan will
provide the feature at cost to be negotiated with Poudre Fire Authority.
3.1.5 Project Manager for ADAM
Deccan will appoint one project manager for ADAM to serve as the primary point of
contact and coordinate all project-associated tasks for Poudre Fire Authority.
3.1.6 Training Services for ADAM
Additional training courses for ADAM can be scheduled upon Poudre Fire
Authority’s request. All training is conducted remotely using the web using an
online meeting tool such as JoinMe.
As part of the Annual Maintenance and Support Plan, these tasks will be
performed bi-annually by Deccan.
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3.2 Annual Maintenance and Support Plan Term and Fees
The initial terms for this Annual Maintenance and Support Plan shall be for one (1) year
(“Initial Term”) from the date of delivery of the software. At the sole option of the
Poudre Fire Authority this Annual Maintenance and Support Plan may be renewed for up
to four (4) additional one (1) year terms (each a “Renewal Term”) with written notice 30
days prior to the end of the then current term.
Below are the Annual Maintenance and Support Plan Fees for ADAM:
3.3 Payment Terms
All payments shall be due Net 30 days from the date of invoice. Deccan International will
invoice Poudre Fire Authority annually approximately 45 days before the new Annual
Maintenance and Support Plan period begins. If payments are not received by this due
date, Deccan International may cease providing maintenance and support services to the
software applications as otherwise required by this Agreement. The late penalty of 8.0%
per annum is applicable when payment is not received within the above payment terms.
In the event this Agreement is terminated by Poudre Fire Authority without cause, Poudre
Fire Authority shall not receive a refund of any amounts paid to Deccan International prior
to the date this Agreement is terminated. If this Agreement is terminated by Deccan
International, or terminated by Poudre Fire Authority for breach of the Annual
Maintenance and Support Plan, Poudre Fire Authority shall receive a refund equal to a
pro-rata share of the Annual Maintenance and Support Plan fees on the paid amounts to
Deccan International. The pro-rata share of fees to be refunded shall equal the fraction for
which the numerator is the number of months or partial months during which Deccan
International did not provide services during the year and the denominator is 12 multiplied
by the annual fees assessed pursuant to section 3.2.
Price
ADAM (Year One) $25,020
ADAM (Year Two) $25,770
ADAM (Year Three) $26,543
ADAM (Year Four) $27,340
ADAM (Year Five) $28,160
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Maintenance and Support Contract – Poudre Fire Authority
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IN WITNESS WHEREOF, the parties have hereunto set their hands as set forth below.
Poudre Fire Authority Deccan International
By: By: ________________________
Name: Tom DeMint Name: Latha Nagaraj
Title: Fire Chief Title: President & CEO
Date: ____________________ Date: ________________________
City of Fort Collins, Colorado
By:
Name: Gerry Paul
Title: Purchasing Director
Date: ____________________
Attest:
__________________
City Clerk
Approved As To Form:
____________________
Assistant City Attorney II
DocuSign Envelope ID: A86493EA-2F36-4AE3-9AB1-76327EC7E515
12/12/2018 12/11/2018
12/12/2018