Item 9ACity of Southlake, Texas
MEMORANDUM
January 14, 2004
TO: Billy Campbell, City Manager
FROM: Gary Gregg, Technical Services Manager (Ext. 2150)
SUBJECT: Resolution No. 04-007, Authorizing the City Manager to enter into a Contract
with Crossroads Software, a California Corporation, for the purchase of 20
Handheld Citation Issuance Devices and the provision of software to interface
those devices with the Municipal Court Data Management System.
Action Requested: City Council approval of a Resolution 04-007
Background
Information: The Municipal Court currently must manually enter all citation data into the
Court computer system. Police Officers hand write citations on citation forms
and handwriting interpretation can sometimes be difficult. Data entry errors
also compound the problem of accurate data entry and make warrant service
more difficult.
Recent innovations in the development of handheld citation devices allow
officers to reduce both time and data errors by swiping the offender's driver's
license through a magnetic stripe reader, using the data to fill in the critical
portions of the citation, then complete the citation using pull down menus with
a minimum of hand data entry. The citation is then printed on a portable
printer and the data is automatically downloaded into the Municipal Court's
Computer at the end of the day.
Police Services Division is requesting purchase of twenty of these devices over
a period of two years, ten each year. The software is prepared and installed by
Crossroads Software. Acquisition of this equipment will:
1. Reduce the time necessary to issue a citation thereby increasing the
safety of the officer while on the side of the roadway,
2. Reduce significantly the number of data entry errors, and
3. Reduce Municipal Court Staff workload.
Bids were solicited for this high tech procurement and only two bids were
received. Crossroads Software was the low bidder and has extensive
experience in the handheld citation issuance system design and operation.
Billy Campbell
January 14, 2004
Page 2
Financial
Considerations: Total cost of the system is $61,950 over a two year period. $1,000 will be paid
on acceptance of the contract; $35,000 paid on delivery on the 2004 hardware
and software; $7,050 upon acceptance by the City, and $18,900 upon receipt of
the 2005 hardware. This includes $2,000 for the second year maintenance on
the software. Funding is available in the Municipal Court Technology Fund
for purchase, future maintenance, and annual wireless access charges.
Financial Impact: Future financial impact is $2,000 per year for the software maintenance
agreement and approximately $500 for printing supplies. There is also a
separate $12,000 per year charge for wireless access of 10 of these devices to
our computer systems which will allow motor officers access to wanted person
files, state motor vehicle files, stolen vehicle files, and other computer files
increasing their safety in the field.
Citizen Input/
Board Review: No citizen input has been received. Not subject to any Board review.
Legal Review: This contract has been reviewed and approved by City Attorney Debra
Drayovitch.
Alternatives: Continued operation using current method of citation issuance.
Supporting
Documents: Resolution No. 04-007
Contract including request for bid and response.
Staff
Recommendation: Place the proposed Resolution on the January 20, 2004 City Council meeting
agenda for approval.
RB/mrp
RESOLUTION NO. 04-007
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SOUTHLAKE, TEXAS,
AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH
CROSSROADS SOFTWARE, A CALIFORNIA CORPORATION, TO PROVIDE THE
DEPARTMENT OF PUBLIC SAFETY WITH HARDWARE AND SOFTWARE FOR A
HANDHELD AUTOMATED CITATION ISSUANCE SYSTEM.
WHEREAS, the City Council of the City of Southlake deems it advisable and necessary to properly
and efficiently enforce the traffic laws in the City of Southlake for purposes of reducing accidents and the
resulting injuries; and
WHEREAS, the current system of traffic citation issuance is labor intensive and occasionally leads
to inadvertent errors in data entry by both officers and clerical staff, and the City of Southlake has
determined that an electronic handheld citation issuance system will provide improved safety for officers and
improved accuracy in the input of data, thereby reducing errors in critical court documents and improving the
ability to hold offenders accountable; and
WHEREAS, the City issued a request for high technology proposals, to which Crossroads Software,
a California Corporation with extensive experience in this technology, was the low bidder;
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS THAT:
Section 1. The City Manager is authorized to enter into a contract with Crossroads Software, a California
Corporation, to provide hardware, software, training, maintenance, and supplies for an automated citation
issuance system consisting of twenty (20) handheld units and software to be delivered over a two year period
for a cost of $61,950.
Section 2. This Resolution shall become effective immediately upon its passage and approval.
PASSED AND APPROVED THIS DAY OF , 2004.
Andy Wambsganss, Mayor
ATTEST:
Lori Farwell, City Secretary
CONTRACT WITH CROSSROADS SOFTWARE
THIS CONTRACT is between the City of Southlake, Texas, a municipal corporation
(City), and CROSSROADS SOFTWARE, Inc. (Consultant), a California corporation.
Exhibits attached to this Contract and which are incorporated into this Contract for all
purposes are:
Exhibit A: Proposal to City of Southlake, Texas, from CROSSROADS SOFTWARE
(Proposal), consisting of 41pages.
Exhibit B: City of Southlake Citation Insurance System Specifications dated
December 15, 2002, consisting of 27 pages.
1. PURCHASE, INSTALLATION, AND SUPPORT OF APPLICATION
SOFTWARE.
(a) Consultant agrees to sell and City agrees to accept from Consultant the software
described in Exhibit A (software).
(b) Consultant agrees to provide to City the software, products, installation, and other
services described in Exhibits A and B. If there is any conflict between this Contract and the
Exhibit, this Contract controls.
(c) Consultant will provide the software and perform the services in accordance with
the following Project schedule:
Delivery of hardware (10 handheld devices with January 30, 2004
wireless cards) and installation of software
Training of Staff January 30, 2004
Delivery of hardware (10 Handheld devices without January 30, 2005
Wireless cards) and installation
(d) Consultant agrees to provide City, at no additional charge if currently on annual
maintenance, with updates and enhancements that Consultant may make generally available
during the Contract period. If an update replaces a prior version of the software, City agrees to
destroy the prior version upon installing the update. Updates will provide full data compatibility
with prior versions or will include programs or utilities to automatically convert prior data files
to structures required by updates.
(e) Support services shall be provided by Consultant as set forth in Exhibit A.
2. USE OF SOFTWARE PRIOR TO FINAL PAYMENT.
(a) City is permitted to make two back-up copies on magnetic media of each
application of the software and one back-up copy of the related documentation. These copies
may be stored at an off -site location secured from unauthorized use.
(b) Upon written request by City, and with written permission by Consultant,
additional copies may be made for City's internal use only.
W:\Southlake\Agreements\Crossroads Software. 102203.doc Page 1
(c) City will reproduce all confidentiality and proprietary notices on each of the back-
up copies and maintain an accurate record of the location of each copy. City will not otherwise
attempt to copy, translate, decompile, disassemble, or reverse engineer the software.
3. TERM.
This Contract shall be perpetual and non-exclusive.
4. PAYMENT.
(a) In payment for the license, hardware, installation, and application support
provided by Consultant, City shall pay the following total amounts over a two year period:
System Components Total
Software
Citation Software for Handheld $15,000.00
Court Transmission Software $3,000.00
Sync Software and Export Software $1,500.00
Hardware
Handheld Compaq IPAQ 3950 $10,200.00
Compaq Dual Expansion Pack $4,000.00
w/ 2PCMIA Slots for PDA Model 3950
Seiko DPU 3445 Printer $10,200.00
Semtek Iswipe Magnetic Card Reader Model H3800 $5,000.00
Sierra Wireless GPRS Air Card Model 750 GSM-GPRS $4,300.00
64 MB Secure Digital Memory Card $900.00
HP Photosmart Camera $3,500.00
SD Card Reader $50.00
System Support
One Year Unlimited Telephone Support $0.00
Maintenance and Support 2"a Year for software $2,000.00
100 Rolls Thermal Paper $300.00
Subtotal $57,650.00
Training
On -Site Training (8 hours) Year 1 $2,000.00
Total $61,950.00
(b) The license, hardware, installation, and application support fees shall be payable
as follows:
W:\Southlake\Agreements\Crossroads Software.102203.doc Page 2
P-11
$1,000 upon execution of this Contract.
$35,000 upon receipt of 2004 hardware, software, and completion of training.
$7,050 upon acceptance by the City.
$18,900 upon receipt and acceptance of 2005 hardware.
(c) The first year of system support is included at no additional cost to the City. The
second year of system support will commence 365 days after the City's acceptance.
5. WARRANTY
(a) Consultant warrants that the software, documentation, and updates shall
substantially conform to Consultant's published functional specifications in effect on the date of
delivery.
(b) Consultant warrants that the software shall be free from defects in material,
content, and workmanship for a period of one year from the date of acceptance. For purposes of
this Contract, "acceptance" means the date that City begins to utilize Consultant's software
applications and the software is functioning in conformance with Consultant published
functional specifications.
(c) If within 365 days after acceptance of the software by City, it is discovered that
the software is defective or otherwise does not perform as represented, Consultant shall either
replace or repair the defective or nonperforming software, or refund the amount paid for the
software if Consultant is unable to remedy the defect.
(d) Consultant warrants that Consultant has the right to license the Licensed Software
and to sell the Equipment, and other products which are described in Exhibit A-
(e) Consultant warrants that the Licensed Software delivered will perform the functions
defined by the user manuals, and Exhibit A, and that each module shall be free from defects in
material, content and workmanship for a period of 365 days from the date of acceptance.
(f) Consultant warrants that all of the Equipment described in Exhibit A will be delivered
new and not as "used" Equipment unless the fact that Equipment has been used has been disclosed
to and approved in writing by the City. Consultant warrants that it shall provide the
manufacturer's warranties to the City which shall commence upon the delivery date to the City of
Southlake.
6. INDEMNITY
(a) Consultant agrees to indemnify and save City harmless from and against any and
all judgments, suits, costs, and expenses resulting from any alleged infringement of any patent or
copyright arising from the use of the software pursuant to this Contract.
(b) If action is brought against City claiming that the software infringes a patent,
copyright, or trade secret within the United States, Consultant will defend City at Consultant's
expense and pay the damages and costs finally awarded against Consultant or City in the
infringement action. This indemnity is valid only on the following conditions: (i) City notifies
Consultant promptly upon learning that the claim might be asserted; (ii) Consultant has sole
W:\Southlake\Agreements\Crossroads Software.102203.doc Page 3 ^
control over the defense of the claim and any negotiation for its settlement or compromise; and
(iii) City takes no action that, in Consultant's judgment, is contrary to Consultant's interest.
(c) If a claim described in Paragraph 6(b) may be or has been asserted, City will
permit Consultant, at Consultant's option and expense to (i) procure the right to continue using
the software, (ii) replace or modify the software to eliminate the infringement while providing
functionally equivalent performance, or (iii) accept the return of the software and refund to City
the amount actually paid to Consultant for the software, installation, training, and conversion,
and a pro-rata share of any maintenance fees that City actually paid to Consultant for the period
that the software was not usable.
(d) Consultant shall have no indemnity obligations to City for consequential, indirect,
special, punitive, or incidental damages, whether foreseeable or unforeseeable, based on City's
claims, including, but not limited to claims for loss of data, goodwill, or use of money.
(e) Consultant agrees to defend, indemnify and hold City, its officers, agents,
employees, and elected officials harmless against any and all claims for damages, costs and
expenses for any personal injury or property damage that may arise out of, or be occasioned by,
or from any negligent act, or omission of Contractor, or any agent, servant or employee of
Contractor in the execution of performance of this contract, without regard to whether such
persons are under the direction of City agents or employees.
7. TERMINATION
(a) Consultant may terminate this Contract after 30 days' written notice, upon the
occurrence of refusal by City to make any payments when due.
(b) City may terminate this Contract if Consultant fails to provide the software or
hardware as warranted in accordance with the terms of this Contract. To initiate termination,
City shall deliver 30 days' written notice to Consultant as follows:
(1) Notice shall provide a detailed description (with examples) of any
warranty defects claimed;
(2) Consultant shall have 30 days from receipt of the notice to correct any
warranty defects in order to satisfy the terms of this Contract;
(3) At the end of 30 days, unless the termination has been revoked in writing
by City, the Contract terminates.
8. OWNERSHIP
(a) All trademarks, service marks, patents, copyrights, trade secrets and other
proprietary rights in or related to the software are and will remain the exclusive property of
Consultant, whether or not specifically recognized or perfected under applicable law, until final
acceptance of the custom software by the City and final payment by the City to Consultant.
Upon such acceptance and final payment, City shall obtain all rights, title, and interest in the
software by virtue of this Contract. Prior to final acceptance and final payment by the City, City
will not take any action that jeopardizes Consultant's proprietary rights or acquire any right in
the software, except the right to use the software specified in Paragraph 2.
(b) Consultant warrants that Consultant has exclusive ownership of the software.
W:\Southlake\Agreements\Crossroads Sotware.102203.doc Page 4
(c) After final acceptance and final payment to the Consultant, Consultant shall
provide the source code for the software to the City.
9. RIGHT TO INSPECTION
Consultant or its representative may, upon prior written notice to City, inspect the files,
computer processors, equipment and facilities of City during normal working hours to verify
City's compliance with this Contract.
10. NOTICES AND CORRESPONDENCE
Any notice or correspondence required under this Contract shall be sent by certified mail,
return receipt requested, and shall be effective upon receipt, if addressed to the party receiving
the notice or correspondence at the following address:
If to Consultant: Crossroads Software
Attn: Jeff Cullen
210 W. Birch Street, Suite 207
Brea, CA 92821
If to City: Gary Gregg
Director of Technical Services
1400 Main Street, Suite 420
Southlake, Texas 76092
11. RISK OF LOSS
(a) Consultant is responsible for all risks of loss or damage to Hardware or Software
furnished under this Agreement until delivery is made inside the DPS or Municipal Court
premises. Thereafter, the City will be responsible for risks of loss or damage, except for loss or
damage caused by Consultant in the process of installation.
(b) Title to the Hardware shall pass from Consultant to the City upon delivery and the
Equipment is installed and the successful completion of the Hardware Functionality Test, a test
performed by Consultant, to the City's reasonable satisfaction, to determine that the Hardware is
staged and operational.
12. MISCELLANEOUS
(a) Consultant shall not assign, delegate, or otherwise transfer this Contract or any of
its rights or obligations under this Contract without the prior written consent of City, which
consent shall not be unreasonably withheld.
(b) Consultant shall comply with the insurance requirements set forth in Exhibit C.
(c) Consultant shall operate as an independent contractor, and Consultant's
employees shall not be considered agents or employees of the City.
(d) This Contract constitutes the entire statement of all conditions and representations
of the agreement between the Consultant and City with respect to its subject matter.
W:\Southlake\Agreements\Crossroads Software.102203.doc Page 5
(e) This Contract may be amended or modified only in writing agreed to by both
parties.
(f) Source code for the licensed software will be resident on City's hardware system
during the term of this Contract.
(g) This Contract shall be governed by the laws of the State of Texas and venue in
any proceeding relating to this Contract shall lie in Tarrant County, Texas.
(h) No failure or delay on the part of either party in exercising any right hereunder
will operate as a waiver thereof.
(i) All warranties, representations, terms and covenants given herein shall survive
and not merge on the delivery of any of the equipment or software described in this Contract.
0) In the event suit or action is instituted to enforce any of the terms of this Contract,
the prevailing party shall be entitled to recover from the other party such sums as the court may
adjudge reasonable as attorney fees, and court costs, for trial or on appeal, in addition to all other
sums provided by law.
EXECUTED this the day of , 2003.
SOUTHLAKE, TEXAS
Billy Campbell
Its:
Date:
CONSULTANT
CROSSROADS SOFTWARE, INC.
By.
Its: (-E o
Date:
W:\Soudilake\Agreenents\Crossroads Software.102203.doc Page 6
EXHIBIT "A"
PROPOSAL
W:\SoutMake\Agreements\Crossroads Software.102203.doc Page 7
Citation Issuance System
CROSSROADS SOFTWARE
210 W. Birch Street, Suite 207
Brea, CA 92821
(714) 990-6433
Fax: (714) 990-5628
www.crossroodssoftware.com
March 1, 2003
Crossroads 210 W. Birch Street, Suite 207, Brea, CA 92821 (714) 990-6433
TIF Software
March 1, 2003
Office of the City Secretary
1400 Main Street
Southlake, Texas 76092
Dear City Secretary,
Crossroads Software submits this proposal for a Citation Issuance System for the City of
Southlake. This proposal includes details about our Citation Issuance System, qualifications, and
experience.
Crossroads Software is devoted exclusively to developing software solutions for traffic safety
professionals. Over the past eleven years, our firm has led the industry in Windows and GIS-
based collision and citation records systems. We have also developed a full -featured handheld
citation writing system that offers electronic writing and printing of traffic citations in the field.
Based on our experience, we feel that we are uniquely qualified for the City of Southlake's
Citation Issuance System project. We introduced the first electronic handheld citation system in
the State of Nevada (to Washoe County). We have also developed, customized, and collision
and citation systems to over 200 agencies.
For the City of Southlake, Crossroads Software will provide a full -featured, thoroughly tested
handheld citation system that runs on Microsoft Windows Pocket PC and that uses Compaq Ipaq
PDAs, portable, wireless Seiko printers, and mag-stripe readers. In addition, the system will
offer wireless access to federal, national, and regional online databases. The system can output
all collected citation data into a wide variety of electronic formats that can then be imported into
database management and court software.
The Crossroads Software system makes data input easy (using drop -down lists, automated dates
and times, required information checking, and more), helps reduce errors, offers unique features
such as electronic signature capture, and provides both "hard -copy" printing on preformatted
citations and "soft -copy" citation data for offloading to a records management system. Our
citation program also offers configurable data fields and overall flexibility for future changes.
The strengths of the Crossroads Software project team will ensure that the citation system
provided to the City of Southlake meets or exceeds the City's electronic citation needs.
In this proposal, we discuss the details of the software and hardware, the specifics of our work
program, and the experience of the Crossroads Software team with similar projects. We would
be happy to explain further and demonstrate our approach, capabilities, and proposed system to
you in a formal interview or on an informal basis.
This proposal will remain valid for one hundred and twenty (120) days.
We would like to thank you for inviting us to respond to your RFP, and we look forward to an
opportunity to work with you and your staff on this project.
Sincerely,
Jeff Cullen
Director of Software Development
10
Table of Contents
Executive Summary ......................................................................... 1
Scopeof Services............................................................................. 2
Qualifications................................................................................. 7
Key Project Personnel....................................................................... 9
Project Team Organization.................................................................. 11
operational Site References............................................................... 12
ProjectSchedule............................................................................. 13
CostProposal................................................................................. 14
Appendices
Appendix A: Sample Input Screens, Available Hardware
Appendix B: Resumes
Appendix C: List of Firms and Agencies Using Crossroads Software
Appendix D: Software License Agreement
Crossroads Software
Proposal for Citation Issuance System
City of Southlake
Executive Summary
Crossroads Software is proposing a complete Citation Issuance System for the City of
Southlake's Public Safety Department. The System will include: electronic handheld citation
issuance devices providing efficient input (include drop -down lists and mag-stripe readers) of
violator, vehicle, location, violation, and other data; portable printers for printing citations in the
field; software for wireless access to NCIC, TCIC, and regional wants, warrants, and Motor
Vehicle Division information; electronic output of citation records; a modular design to allow for
future modifications, when necessary; and additional features.
Crossroads Software's proposed citation system is an automated, user-friendly system that will
improve citation issuance in the City, expedite data entry and record management, help the City
use its resources more efficiently, and provide capability for integration between public safety
and the courts.
Crossroads Software will be providing not only the handheld citation software, but all hardware
as well as support. The software involves a single site -license purchase, while the hardware
units are priced individually. Additional costs include training, support, and wireless access. A
detailed, itemized costs proposal is included. Overall, the site license (citation program, court
transmission, sync and export software) is $19,500 (no limit on number of units that software can
be installed on). All hardware components amount to $1,995 per unit. Wireless access is $50
per month, per device.
The City of Southlake has requested two costs estimates, one for 12 units and software, another
for 8 units. For 12, the total is $50,640.00. For 8, the total is $20,760. Additional costs include:
training ($2,000), printer paper ($3.00 per roll), and support ($2,000 annually; first year free).
Please see the enclosed cost proposal for full details.
EA
City of Southlake
Citation Issuance System
Scope of Services
I. Introduction
Crossroads Software will provide a complete Citation Issuance System for the City of
Southlake's Public Safety Department. The System will include: electronic handheld citation
issuance devices providing efficient input of violator and violation data; portable printers for
printing citations in the field; software for wireless access to NCIC, TCIC, and regional wants,
warrants, and Motor Vehicle Division information; electronic output of citation records; a
modular design to allow for future modifications, when necessary; and additional features.
Crossroads Software is particularly committed to providing an automated, user-friendly system
that will improve citation issuance in the City, expedite data entry and record management, help
the City use its resources more efficiently, and provide capability for integration between public
safety and the courts.
II. Citation Issuance System Functional Description
The Crossroads Software Citation Issuance System provides the ability to write an electronic
citation, easily input violator information, run wants and warrants, capture signatures, print
citations, offload completed citations in an electronic format readable by most database
management systems, in addition to other features. The program replaces traditional citation -
writing methods with a more efficient system for writing, printing, reporting, and analyzing
citations.
Automated Data Entry
Officers' names and identification numbers are contained with the System. When the officers
write citations, they can sign on by entering a secure PIN number, and their names and ID
numbers will appear on the electronic and printed citations. The citations themselves are
sequentially numbered on the handheld device with assigned numbers in the program. The date
and time also display automatically.
In addition, the System can be automated to check user -specified required data fields.
Data Input
The Citation Issuance System works on any handheld device running Microsoft Windows Pocket
PC. Each citation is efficiently organized into screens that are accessible with the touch of a
button: Location, Person, Vehicle, Violations, Notes, and so on. The input fields on each screen
consist of text fields for direct input and, more important, of drop -down menus containing all
relevant (and, in some cases, configurable) data. These drop -down menus expedite citation
writing while reducing error.
l�)
Transcriber
In addition to drop -down menus, the Citation System also includes a "Transcriber" for data
entry. The Transcriber allows conventional handwriting, both printed and cursive, anywhere on
the screen. The writing is then instantaneously converted into electronic text in the proper data
field.
Mag-Stripe Reader
The Citation Issuance System allows officers to swipe the mag-stripe of a violator's driver
license. All of the driver license information contained within the mag-stripe is automatically
placed in the appropriate input fields. The officer then continues inputting additional violation,
location, and vehicle information.
Electronic Signature Capture
Once the officer has completed the citation, the violator can sign the citation on the handheld.
The signature is electronically captured within the software and will appear on the printed copy
of the citation. The signature field is not a write -once field. If necessary, the field can be cleared
for another signature.
Wireless Data Submission
One of the most significant features of the Crossroads Software Citation Issuance System is
wireless submission of person and vehicle data to federal, national, and regional wanted persons
and criminal history databases. Using either CDPD or GPRS wireless technology, officers can
submit the following data: person, property, license plates, firearms, and Vehicle Identification
Numbers. That data is checked against all available NCIC, TCIC, and regional databases that
offer online access.
Officers will not need a separate system for the wireless data submission. Using a wireless
connection PC card, the officers can connect with the federal, national, and regional databases
using the same electronic handheld device.
The wireless data submission component of the Citation Issuance System requires monthly
service charges for database access and for the wireless connection.
Violation Codes and Descriptions
The Citation Issuance System contains a complete codes section that provides violation codes
and titles that are selected from drop -down menus. This selection process makes the citation
writing incredibly efficient. In addition, officers have the ability to input multiple codes and
violation titles (up to four).
Iq
3
Printing Citations
The Citation Issuance System features a mobile printing system so that officers can print
completed citations in the field. The handheld device connects to the printer via infrared,
transporting all citation data in a matter of seconds. Officers can preview the printed version of
the citation before they print it.
The hard -copy citations will be preformatted to conform to the City of Southlake's citation form
and data element requirements. The System prints not only the citation number, officer name
and ID, person, license, location, vehicle, violation information, and all other citation data, but
the violator's signature as well.
III. Citation Issuance System Technical Description
Handheld Devices, Printers, and Peripherals
The Crossroads Software Citation Issuance System operates on electronic handheld computers,
also known as Personal Digital Assistants (PDAs) and portable printers. All the hardware
components, including printer paper, wireless connection cards, memory cards, and mag-stripe
readers will be supplied by Crossroads Software.
For the Citation Issuance System, Crossroads Software will provide the Compaq Ipaq handheld
computer, model 3950 or later. Each Ipaq will have a minimum of 64 MB of RAM, 32 MB of
ROM, an infrared port, and a memory card slot for a 64MB Secure Digital (SD) card. A
Compaq Ipaq Dual Expansion Pack provides additional battery power and a PC card slot.
For the printer, Crossroads Software will provide the Seiko DPU-3445 Micro Printer, which
weighs only 13 ounces (with battery), is 6 inches wide and 6.5 inches long, has a high printing
resolution of 200dpi, connects via infrared or cable connection, and prints the 4.4-inch wide
paper at 1.96 inches per second.
Additional hardware includes the Semtek Iswipe Magnetic Card Reader and a Compact Flash
Wireless Aircard for wireless connection. The wireless connection requires local wireless carver
capability.
Battery Life
The Compaq Ipaq uses a lithium -ion battery. With the battery fully charged, an officer can write
up to 1,000 citations on a single charge. The Ipaq can easily be charged overnight (actual charge
time is two to three hours).
System Requirements for Desktop Syncing/Database Management
For database management purposes and integration with court software, the System employs a
handheld syncing interface program. This program requires a desktop workstation running p
1�
4
Microsoft Windows 98, NT, 2000, or XP. Minimum system requirements are a 500 MB hard
drive, 128MB of RAM, 600 MHz processor or better, and a CD-ROM drive.
In addition, the Department should have an internal server (Windows NT, 2000) capable of
running Microsoft IIS.
IV. Database Management/Municipal Court Software Integration
At the end of a shift, officers simply sync the handheld device to a desktop station to offload the
citation records. The system will export all collected data into a wide variety of electronic
formats. The City of Southlake Municipal Courts will be responsible for modifying current court
software to read in the exported citation data. Crossroads Software can be very flexible in the
format of the citation file outputted to the courts.
The Handheld Sync Software is web -based with a user-friendly browser interface that makes it
easy for department staff to offload citations to a central server. This software requires an
internal server running Microsoft IIS (it will run on Windows NT and 2000 servers).
Security, Backup, Tracking, and Emergencies
The Citation Issuance System is secured using authenticated password protection. System
administrators will have complete control over administering user access and managing
passwords. Backup of citation records is done by any conventional method of backing up data
on the department's server. Finally, for tracking voided citations and errors, the System can
produce a report detailing explanations, dates, errors, and solutions.
In the event of a data emergency, the Public Safety Department and the Municipal Court can
contact Crossroads Software by phone or email.
City Responsibilities During Installation and On -Going Operation
The Citation Issuance System is especially designed to require minimal City resources for
operation. A police department representative will need to be available to Crossroads Software
to provide Crossroads Software staff with information such as violation codes, citation format
samples, etc. For on -going management, all that is required is a single staff person who can add,
replace, and manage data files.
Crossroads Software will need to be assigned a temporary username and password with full
access to a single folder on the server, or an administrator for the system must be present for
installations.
Modular Citation and Database Design
Crossroads Software develops "modular" systems that allow for changes in forms, interfaces,
and output when the need arises. The Citation Issuance System can be updated when there are
changes in State Laws. In addition, the standard System is flexible to allow for immediate
changes. To add new violations, for example, users simply import the new codes and titles into
the System and then sync with the handheld devices to update the violation tables in the
handheld.
V. Training, Support, and Reports
Crossroads Software will provide the City of Southlake with a full day (eight hours) of training
in the use of the handheld devices, the writing and printing of citations, and syncing with
Municipal Court databases. We will also provide five copies of a details user's manual.
Crossroads Software offers technical support, maintenance, and upgrades at no additional charge
for one year from the date of installation. Support, maintenance, and upgrades for each
additional year are available for an annual fee.
After meeting with the City of Southlake to determine the frequency of progress reports,
Crossroads Software will produce reports to describe the achievements, problems, and effects of
the Citation Issuance System.
1l
Crossroads Software
Project Team Qualifications
Crossroads Software specializes in developing and providing computer software solutions to the
traffic safety and engineering professions. From offices located in California, Crossroads
Software has designed and implemented software packages for traffic collision and citation
database systems, GIS mapping systems, traffic signal and signing/striping design, radar speed
study analysis, traffic counts management, web -based traffic collision analysis, and electronic
handheld citation -writing and reporting systems. These software applications are being used by
both public and private agencies. In addition to software development, Crossroads Software has
also provided in-depth training programs in the use of Crossroads applications, CAD packages,
GIS systems, network software, and other software within the Microsoft Windows environment.
The Crossroads Software Traffic Collision Database System is being used more than 200
agencies in California, Nevada, Washington, New Jersey, Florida, and Arizona and has been
customized to suit the individuals needs of many of these agencies. The Crossroads Software
Handheld Citation System is being used by police departments in several police departments in
California and has been adopted by the Nevada Highway Patrol, as well as all ten Nevada police
agencies.
The following briefly describes Crossroads Software's experience with electronic handheld
citation systems and/or traffic collision systems.
Washoe County, NV — Crossroads Software provided a complete handheld traffic citation and
collision system to the Washoe County Sheriff s Department. This was the first agency in
Nevada to implement a handheld citation system. Washoe County wanted a more effective and
efficient method of writing traffic citations and collision reports in the field using easily portable
handheld devices and printers. They also needed to improve upon their manual records
management and analysis system. Crossroads Software therefore provided Washoe County with
a full statistical, web -based citation and collision analysis system. Washoe County officers use
the Compaq Ipaq handheld devices with integrated barcode readers to write citations and
collision reports in the field. The citation and collision forms offer quick, easy data input with
drop -down lists, automatic checking of required fields, and a transcriber for easy handwriting.
Then the officers print the citations on portable thermal Seiko printers that quickly print a full,
preformatted citation in a matter of seconds. The citations and collision reports are safely stored
on small, digital SD cards. At the end of their shifts, the officers offload the citation and
collision data into the Collision and Citation Database System on the Sheriffs Department PCs.
The citations are sent electronically to the Washoe County courts. In addition, all collision and
citation records are available for analysis and reports. The entire system, from citation writing in
the field to analysis, allows Washoe County to write, print, manage, and analyze traffic citation
and collision records, reduce errors, and provide valuable and effective information that assists
them in safety evaluations and enforcement.
Petaluma, CA — When the Petaluma Police Department decided it wanted to replace its
traditional method for DUI arrests with an electronic handheld DUI solution, Crossroads
Software developed a full -featured handheld DUI arrest system. The system is complete,
7
providing electronic forms for: DUI interview; walk and turn, one -leg stand, Romberg balance,
and similar tests; PASD test; violator and vehicle information; event and location information;
witnesses; and more. Officers perform the tests on the handheld and then print DUI forms on a
Windows -compatible printer from a desktop computer at the station. The handhelds sync with
the Petaluma Police Department computers, allowing the DUI data to be offloaded and made
available for reports, tracking, and analysis. The DUI module conforms to NHTSA standards.
Santa Ana, CA — Crossroads Software provided a complete electronic handheld citation,
collision, and DUI system to the Santa Ana Police Department in an effort to help Santa Ana
streamline and improve traffic safety and enforcement through efficient reporting and effective
information analysis. Using Compaq Ipaq handheld computers, Seiko printers, integrated mag-
stripe readers, thumbprint -capture cards, and digital cameras, Santa Ana officers write and print
citations, take collision reports, and perform DUI tests. This Handheld Report Writing System
provides Santa Ana officers with easily portable, lightweight, fully integrated devices that reduce
the amount of time necessary to write a citation or collision report and help mitigate errors. With
a more efficient and accurate system, Santa Ana can manage and analyze traffic collision
patterns, DUI problems, and moving violations far more productively than ever, allowing for
improvements in safety enforcement, analysis, and records management.
8
Crossroads Software
KEY PROJECT PERSONNEL
Jeff Cullen has more than ten years of experience in the transportation engineering and traffic
safety fields. Mr. Cullen has been one of the Principals and the Director of Software
Development at Crossroads Software for the past nine years. He has designed, developed and
implemented software packages for traffic collision database systems, traffic signal design, radar
speed study and analysis, traffic signal timing and coordination, vehicle license plate matching
and traffic counts management. He has also designed Traffic Collision Database Systems for
more than 160 agencies including the Cities of Oakland, Huntington Beach, Berkeley, Santa
Ana, Monterey, Costa Mesa, Petaluma, Stockton, Hollister, Rancho Cucamonga, Walnut Creek,
Garden Grove, and the Counties of Santa Clara and Kern. He is currently designing systems for
the Cities of San Jose, Santa Rosa, Bell, and the Los Angeles County Sheriff's Department. Mr.
Cullen will be directly responsible for software development and system setup.
Tom Leogrande has nearly ten years of experience in information services and virtually every
aspect of information technology. He has applied his related experience to the development of
productive, user-friendly software and his testing experience to the production of software that is
free of anomalies and intuitive to use. Mr. Leogrande has served as the lead programmer on the
Crossroads Software Handheld Citation and Report Writing System, in addition to developing
complaint/request management software and a graffiti -tracking application. He has relied on his
extensive knowledge of networking and leading -edge technology in producing highly advanced
applications, including software for handheld computers, advanced databases that link
seamlessly to GIS mapping software, and web -based analysis and querying systems.
Michael KSalberg completed the Networking Technology Program at UEI. He is the company's
main technical support representative, providing telephone, email, and online support for
Crossroads Software's systems. Mr. Kalberg also provides training to clients and performs on -
site software installation. In addition to these responsibilities, he is also a software programmer,
helping to develop many of the elements (standard and custom) for the database management
systems offered by the company.
Dr. Michael Smith is Crossroads Software's technical writer, web master and leads much of
the company's web -based programming. He developed the company's web site from conception
to implementation. He also developed and wrote all the user's manuals for the company's
products, including the Traffic Collision Database, the Crime Analysis Database, the Laptop
Module for the Traffic Collision Database, and the 555 Report for the Palm Operating System.
And he has designed and written guides for installing and upgrading Crossroads Software
products as well as product brochures and marketing handouts. H e has extensive experience
with web design software; existing and emerging web languages, web graphics and print
publishing. In addition, Dr. Smith has experience with bibliographic information systems and
holds a Ph.D. in history.
Memduh Gorkem has more than twelve years of experience in software programming,
developing systems in ASP, Visual Basic, Microsoft .Net and SQL Server applications, �O
9
VBScript, and JavaScript. He has developed functional, reliable applications in a variety of
industries and brings his extensive knowledge to Crossroads Software's traffic safety
applications, helping the company develop web -based data management and analysis systems,
and user-friendly software and syncing interfaces. In addition, Mr. Gorkem works with
Crossroad's handheld, networking, and server -based applications.
Additional Crossroads Software staff that will be involved in the project and their respective
roles are identified in the "Project Team Organization" chart found on the next page.
10
a1
(Crossroads 210 W. Birch Street, Suite 207, Brea, CA 92821 (714) 990-6433
Software
Crossroads Software citation systems are currently being used by agencies in California and Nevada. We
encourage you to call these references for more information on their satisfaction and experience with our
products.
Contacts: Washoe County
City of Santa Ana
Sheriffs Department
Police Department
911 E. Parr Blvd.
60 Civic Center Plaza
Reno, CA 89502
Santa Ana, California 92702
Contact: Deputy Peggy Stahl
Contact: Lt. Tony Levatino
(775)328-8739
(714)245-8213
Contacts: City of Elk Grove
City of Petaluma
Police Department
Police Department
9250 Bond Road
969 Petaluma Road North
Contact: Lt. Ed Kelly
Petaluma, CA 94952
(916) 875-0501
Contact: Sgt. Ken Savano
(707) 7784455
Contacts: City of Eureka
Police Department
604 C Street
Eureka, CA 95501
Contact: Lt. Ron Waters
(707) 441-4390
a�
12
City of Southlake
Citation Issuance System
PROJECT SCHEDULE
Weeks from notice to proceed:
ProjectInitiation............................................................................. 0 Weeks
Citation System Installation............................................................... 16 Weeks
TrainingSession............................................................................. 16 Weeks
Final Software Refinements................................................................ 16 Weeks
Total Project Duration: 16 Weeks
13
Cost Proposal
1. Hardware
Compaq Ipaq Handheld PDA Model # 3950 Price $510 each
Compaq Dual Expansion Pack W/ 2 PCMIA Slots for
PDA Model # 3950 Price $200 each
Seiko DPU-3445 Portable Printer
Price $510 each
Semtek Iswipe Magnetic Card Reader Model H3800 Price $250 each
Sierra Wireless GPRS Wireless Air Card Model 750
GSM-GPRS Price $430 each
64 MB Secure Digital Memory Card
2. Software
Price $ 45 each
Total Price Per Unit $1, 995 each
Electronic Citation Issuance Program for handheld
PDA (Site License) Price $15,000
Court Transmission Software (Site License) Price $ 3,000
Sync and Export Software (Site License) Price $ 1,500
3. Other System Components and recurring costs
Installation of system and application software Price (Included)
Training Costs Price $ 2,000
(One 8 Hour Training Class) /
14
Upgrade, Maintenance & Tech Support (Annual) Price $ 2,000 Annually
(Upgrade, Maintenance & Support for first year is included in purchase price)
Premium Thermal Printer Paper for Sieko DPU-3445
portable printer rolls. (Program prints approximately
100-120 citations per roll) Price $ 3 (ea roll)
Program user manuals
Price $ (Incl)
Wireless Access to Federal/State/Local informational
database systems where available. Price is monthly per
device Price $ 50 Monthly
Total Costs for software and 12 complete units (PDA + Printer)
Hardware total (12 Units) $ 23,940
Software total $ 19,500
Wireless Query Access
(12 mos —12 units) $ 7,200
12 Unit Total $ 50,640
Total Costs for additional 8 units in year two (PDA+printer)
Hardware total (8 Units) $ 15,960
Software total
$ (Incl)
Wireless Query Access
(12 mos — 8 units) $ 4,800
8 Unit Total $ 20,760
(Note: There are no additional costs associated with adding additional units to the
program other than the cost of the hardware itself. The software program is priced for
site licensing of a single department of small to medium size) n
15
Total Costs for 20 complete units in year one (PDA+Printer)
Hardware total (20 Units) $ 39,900
Software total $ 19,500
Wireless Query Access
(12 mos — 20 units) $12,000
20 Unit Total $ 71,400
(Note: Totals DO NOT include user negotiated monthly price with the cellular
provider of choice. Due to the wide variety of cellular service plans available,
Crossroads is unable to accurately predict the monthly costs associated with cellular
service of the user's choice. Crossroads IS NOT a reseller of cellular service.)
4. Payment Schedule
Plan 1 - 12 Units 1't Year
Upon award of bid and placement of order $ 24,000
30 Days after installation and training completion $ 19,440
Total $ 43,440
8 additional Units 2nd Year
Upon placement of order $ 7,980
30 Days after delivery $ 8,480
Total $ 15,460
16
Plan 2 - 20 Units 15t Year
Upon award of bid and placement of order $ 40,000
30 days after installation and training completion $ 19,400
Total $ 59,400
(Note: Monthly wireless access service of $50 per device HAVE NOT
been included in the above figures. User can choose to pre -pay the
service for one year or be billed monthly, quarterly or bi-annually.
Additionally, monthly cellular service fees payable to service provider
of the user's choice HAVE NOT been included in these figures.)
E
17
Appendix A
Sample Input Screens
R"
varsan tvan I I)TZJ
I'Vame
F 3dame
m blame
Address
City State
Zip
Type crf Address
SS#
Person artzDr j tI=z.a �
Defpndant7ype Other Explain
Race Sex Ht w?,, Bair: Eyes
0IN ST CD : r .KISS
9oLN Exp. pate: Endorsements; • mas -
VD
Drinkgp Test? 7estResvlts
DruT suspected
vacation;mart 3 �>?�
in the justiceftft ideal Court of
Direction of travel Fiile marker
1-'Cumber Dir Street or Highway
'Cross Street,
'Violation Date EkT1me
r.TJ 1 Ic1 11
Issue Date a Time
1 1 11
Jehicle (Part 1 of 3) .
Com, vehicle? +® us
x4T#
'Vehicle
YR mmke _
model
=
mkx;
style BMW
1
Buell Motor Co,
c S7 1.3
-
ultaco
'VIN
VeHide He, Proof ofinsurance?
Im., Card Esp. Date:
._3 .{s -
Crossroads Software
Sample Citation Input Screens (Continued)
Sample Sync Screen
Q-4 4 4 fA%%
Handheld SYNC
Check Sm;x Cexd _�
le
Crossroads Software
Citation Hardware
Appendix B
Resumes
3f
Crossroads
Software
JEFF CULLEN
Education
210 W. Birch St. #207 Brea, CA 92821 (714) 990-6433
California State University, Fullerton
B.S. Computer Science
January 1986
Employment History
1992 - Present Crossroads Software / Director of Software Development
1988 -1992 Transtech Engineers, Inc. / Design Engineer
Professional Experience
With more than nine years of experience in the traffic/transportation field, and over eleven years
in the area of computer applications and software development, Mr. Cullen brings to each project
the unique capability of developing powerful but practical programming/hardware solutions for
his clients. Some of his accomplishments in the area of computer applications for transportation
engineering include:
Designed, developed and implemented software packages for specialized traffic collision
databases, traffic signal design, graphics and mapping, radar speed study analysis and summary,
license plate matching, traffic signal timing and coordination and transportation planning.
Customized CAD software to increase engineering productivity and to automate the time
consuming and labor intensive aspects of traffic engineering design processes. Currently holds
AutoCAD Third Party Developer status through AutoDesk.
Using the Microsoft Windows based Crossroads Software Collision Database package, designed
and implemented "special feature" database systems for more than 160 agencies, including the
Cities of Concord, Oceanside, La Mesa, Palm Springs, Santa Ana, Monterey, Costa Mesa, Long
Beach, and the County of Santa Clara. He is currently designing systems for the Cities of
Whittier, West Covina, Redding, Millbrae, Montebello, Glendale, Hollister, and Burbank.
Developed a full -featured Traffic Control Device Inventory System using Microsoft Access
complete with GIS mapping and work order tracking capabilities.
Utilized his extensive hardware/software knowledge and background to assess the needs of a
three -office Civil/Transportation engineering firm, and developed an action plan and detailed
program to upgrade and expand the company's computer capabilities. As a follow on, Mr. Cullen
35
supervised all hardware/software acquisitions, installation, testing of the software and integration
of a multiple workstation network.
Supplementing Mr. Cullen's experience in computer systems and software development is hands-
on involvement analyzing and summarizing data (utilizing Crossroads Software systems) and
preparing traffic signal, preliminary engineering and final design plans for numerous projects
utilizing AutoCAD. Recent design projects that are representative of capabilities include:
Supervised and prepared traffic signal installation and traffic signal modification plans at eight
locations for the City of Pomona.
Prepared traffic signal modification plans at fourteen locations for the City of Montebello.
Developed final engineering plans for TSM improvements in the City of Glendale. The project
included traffic signal modification plans and signing and striping plans to implement TSM
improvement recommendations for twenty-five locations throughout downtown Glendale.
Prepared traffic signal modification plans and system detail sheets for approximately 250
locations for the installation of a radio corrected time base coordination system along six major
arterials for the County of Los Angeles.
Developed optimized traffic signal timing plans for the Fuel Efficient Traffic Signal
Management (FETSIM) projects at fifty-one signalized intersections for the Cities of Glendale
and Montebello utilizing the TRANSYT, CHAOS, and PASSER computer programs.
Prepared various elements of radar speed studies for the Cities of Alhambra, Long Beach and San
Marino.
Additional projects include traffic signal design plans for CALTRANS and the cities of Industry,
Walnut, Fullerton, Irvine, Alhambra, Hanford, Newport Beach and Pismo Beach.
3�
Crossroads
lff-s-o ftware
TOM LEOGRANDE
210 W. Birch Street, #207 Brea, CA 92821 (714) 990-6433
Education
Cal Lutheran University, Thousand Oaks, 1992 B.S. (Computer Science)
Employment History
1999 — Present Crossroads Software, Lead Software Developer — Database and
Handheld Applications
1998 - 1999 City of Fontana, Senior Information Services Specialist
1996 —1998 XXCAL, Inc., Project Leader
1995 - 1996 Shared Medical Systems, Network Administrator
1992 - 1995 Professional Football
Professional Experience
With experience in nearly every aspect of information technology, Tom Leogrande has
been able to apply his related experience to develop productive easy to use software.
Applying his testing experience to development aids in producing software that is both
anomaly free and intuitive to use. The networking and leading edge technology experience
assists in producing highly advanced features including software for Handheld PCs,
advanced databases that link seamlessly to GIS and web -based analysis and query systems.
Information Services — Designed, maintained and managed the City of Fontana's network
operating systems, hardware, and software and network infrastructure. Provided support for
Novell Netware 4.11 & 3.12, SCO UNIX, Windows NT Server 4.0 & 3.51, Windows 95/98
workstations, Windows NT 4.0 Workstations and Sun Solaris Workstations. Assisted in the
designed the City's website, designed and implemented the city's infrastructure from 10
mega -bit Ethernet to Switched Ethernet utilizing VLAN's at 100 Mega -bit. Participated in
the pre -planning, s election and final implementation o f the P olice D epartment's Records
Management System.
Project Management — As project leader for XXCAL, Inc. in West Los Angeles designed
and implemented testing scenarios for many major IT companies, including Microsoft,
Dell, Sony, Compaq, HP, 3COM, Intel, and AMD. Managed a testing lab with a staff of 10
engineers under extremely tough deadlines testing software, hardware and network
technology. Generally, this technology was yet to be released on the market.
Network Administrator — Designed and implemented client server networks for many
hospitals throughout the Midwestern United States. Networks included LAN/WAN(s)
utilizing T CP/IP, I PX/SPX and o ther p rotocols o n Ethernet and Token Ring Topologies.
Installed and configured both unmanaged and managed hubs, routers and switches.
Professional Football — Played Professional Arena Football for the Cleveland
Thunderbolts and the Connecticut Coyotes. Also worked various computer jobs during
31
these years including building PCs from the component level, designing and installation of
LAN/WAN(s) and writing custom programs for small to medium sized businesses.
016
Crossroads 210 W. Birch Street, #207 Brea, CA 92821(714) 990-6433
[Software
MICHAEL S. SMITH
Education
University of California, Riverside, 1999
Ph.D., History
University of California, Riverside, 1995
M.A., History
California State Polytechnic University, Pomona
B.A., English, 1993
Employment History
2000 - Present Crossroads Software. Technical writer and web master.
1993 - 2000 Center for Bibliographical Studies and Research, UC Riverside.
Bibliographic Database Assistant.
Other employment:
1999 — 2000 Lecturer in History, University of California, Riverside
2001 Lecturer in History, California State Polytechnic University, Pomona
Professional Experience
Technical Writer and Web Master — Crossroads Software
Designed, developed, and implemented the company web site from the ground up. Special features
include: product information pages; company information; online manuals and guides for viewing
and downloading; and product support that enables clients to access and download software
upgrades across the internet.. Lead web design for a web -based collision records and analysis
system for Gainesville, Florida.
Developed and wrote detailed user's manuals for the Traffic Collision Database, the Crime
Analysis Database, the 555 Report for the Palm Operating System, the Traffic Collision Database
Laptop Module, and the Traffic Control Device Inventory System. Also developed and wrote
user's guides covering installation of the Traffic Collision and Crime Analysis Databases,
upgrading the Traffic Collision Database, and GIS mapping.
60
Additional duties include: working with the software developers to help produce complete and
easily understandable software; software testing; researching web languages, internet technologies,
and developments in standard and mobile computer platforms; working with the software
developers and the marketing director in the design and publication of training materials, product
brochures, and handouts; and assisting in proposal writing.
Relevant knowledge and experience:
• technical understanding of Crossroads Software's database systems
• knowledge of and experience with HTML, JavaScript, Cascading Style Sheets, DHTML, Flash
actionscripting, web graphics formats and issues; specific software proficiency includes
Macromedia Dreamweaver, Macromedia Fireworks, Macromedia Flash, Microsoft FrontPage,
and Allaire Homesite
• knowledge of cross -browser issues, cross -platform issues, emerging web languages, and
changes and developments in HTML, CSS, and other languages
• knowledge of layout and publication software and printing techniques; experience with specific
programs include Corel Draw and PhotoPaint, Adobe Pagemaker, Adobe Illustrator and
Photoshop, and Adobe Acrobat
• understanding of Portable Document Format (PDF)
• proficiency in Microsoft Windows and Windows -based programs and office suites
Bibliographic Database Assistant — Center for Bibliographical Studies and Research, U C
Riverside
Helped maintain and augment the largest bibliographic database of its kind in the world through
data entry, correction and maintenance of records, and testing. Worked with the development and
management team in improving the bibliographic database, not only from an in-house technical
perspective but also from an external, public perspective (increasing exposure and the size of the
user base). Additionally, collaborated with libraries and universities in the United States and the
United Kingdom in providing records for the database; with such institutions as the Research
Libraries Group, the National Endowment for the Humanities, the Research Libraries Information
Network, the University of California, and the British Library to maintain the database; and with
academic, private, and public agencies to support and finance the entire project.
Lecturer in History — UC Riverside and Cal Poly Pomona
Taught u pper-division a nd 1 ower-division c ourses i n h istory, w hich i ncluded d eveloping course,
lecture, and exam material, running lectures and group discussions, working with students on
quarter -long research projects.
40
Appendix C
List of Firms and Agencies Using Crossroads Software
Firms and Agencies using the
Crossroads Software Collision Database System
PUBLIC woRKS/TRANSPORTATION
City of Hemet
220 North Carmelita
Hemet, California 92543
Software: Collision Database System
Contact: Mr. Juan Perez
(909)765-2360
City of Gardena
1717 West 162nd Street
Gardena, California 90247
Software: Collision Database System
Contact: Mr. Sherwood Natsuhara, P.E.
(310) 217-9529
City of Long Beach
333 West Ocean Boulevard
Long Beach, California 90802
Software: Collision Database System
Contact: Mr. Edward K. Shikada, P.E.
(562) 570-6778
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Software used: Traffic Design Package,
Collision Database System
Contact: Mr. Tom Brohard, P.E.
(714) 536-5523
City of Pleasant Hill
100 Gregory Lane
Pleasant Hill, California 94523-3323
Software: Collision Database System
Contact: Todd Teachout
(925) 671-5261
City of Monterey
City Hall
Monterey, California 93940
Software: Collision Database System
Contact: Mr. Richard Deal, P.E.
(408) 646-3920
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, CA 91729
Software: Collision Database System,
Traffic Control Device Inventory
Contact: Mr. Jon Gillespie, P.E.
(909) 477-2740 ext. 4051
City of San Leandro
835 East 14th Street
San Leandro, California 94577
Software: Collision Database System
Contact: Mr. Ray Davis P.E.
(510) 577-3438
City of Ontario
303 East `B" Street
Ontario, CA. 91764
Software: Collision Database System
Contact: Mr. Bruce Smith
(909) 986-1151
City of Garden Grove
11222 Acacia Parkway
Garden Grove, California 92642
Software: Collision Database System
Mr. George Allen, P.E.
(714) 741-5578
��L
Firms and Agencies Using the Crossroads Software
Collision Database System (cons)
County of Santa Clara
1505 Schallenberger Road
San Jose, California 95131
Software: Collision Database System
Contact: Mr. Ananth Prasad
(408) 494-1342
Kimley-Horn and Associates
2100 West Orangewood Ave, Suite 140
Orange, California 92668
Software: Traffic Design Package,
Collision Database System
Contact: Mr. Jean Fares
(714)939-1030
City of Orange
300 E. Chapman Avenue
Orange, California 92666
Software: Collision Database System
Contact: Mr. Hamid Bahadouri, P.E.
(714) 744-5536
Cities of Bellflower, Paramount
and Bell Gardens (Joint Project)
16400 Colorado Avenue Paramount,
California 90723
Software: Collision Database System
Contact: Mr. Bill Pagett, P.E., Mr. Lew
Gluesing - City of Paramount
(562) 908-6200
City of Corona
815 West 6th Street
Corona, Califomia 91720
Software: Collision Database System
Contact: Mr. Rusty Beardsley, P.E.
(909) 736-2467
City of El Monte
11333 Valley Boulevard
El Monte, California 91731
Software: Collision Database System
Contact: Mr. Richard Garner
(818) 580-2060
City of Vernon
4305 S. Santa Fe Avenue
Vernon, California 90058
Software: Collision Database System
Contact: Mr. Jim Persons, P.E.
(213) 583-8811
City of Poway
13325 Civic Center Drive
Poway, California 92074-0789
Software: Collision Database System
Contact: Mr. Mike Robinson P.E.
(619) 679-7438
City of Chino
13220 Central Avenue
Chino, California 91710
Software: Traffic Design Package,
Collision Database System
Contact: Mr. Tom Dana, P.E
(909) 627-7577
Kern County
2700 "M" Street, Suite 400
Bakersfield, CA 93301
Software: Collision Database System
Contact: Mr. Gus Pivetti, P.E.
(805)862-8875
y3
Firms and Agencies Using the Crossroads Software
Collision Database System (cont)
City of El Cajon
City of Costa Mesa
200 E. Main Street
77 Fair Drive
El Cajon, CA 92020
Costa Mesa, California 92628-1200
Software: Collision Database System,
Software: Traffic Design Package,
Traffic Control Device Inventory
Collision Database System
Contact: Mr. E. C. Krulikowski, P.E.
Contact: Mr. Armando Rutledge
(619) 441-1653
(714) 754-5634
City of Santa Clarita City of Moreno Valley
23920 Valencia Blvd. 14114 Business Center Dr.
Santa Clarita, CA 91355-21996 Moreno Valley, CA 91355-21996
Software: Traffic Design Package, Software: Collision Database System
Collision Database System Contact: Ms. Jane Williams
Contact: Mr. Andrew Yi (909) 413-3140
(805)255-4326
City of Watsonville
City of Seaside
250 Main Street
440 Harcourt Avenue
Watsonville, CA 95077-5000
Seaside, CA 93955
Software: Collision Database System
Software: Collision Database System
Contact: Ms. Marcela Tavantzis
Contact: Ms. Diana Agar Ingersoll
(408)728-6095
(408)899-8230
City of Palm Springs
City of Santa Ana
P.O. Box 2743
101 West Fourth Street
Palm Springs, CA 92263-2743
Santa Ana, California 92702
Software: Collision Database System
Software: Traffic Control Device
Contact: Mr. Richard Jenkins
Inventory System, Collision Database
(619) 322-8325
Contact: Mr. Vinh Nguyen
(714) 647-5606
City of Pasadena
— City of Fullerton
Mr. Steven Wright, P.E.
303 W. Commonwealth Ave.
100 N. Garfield
Fullerton, California 92632
Pasadena, California 91109
Software: Collision Database System
Software: Collision Database System
Contact: Mr. Dave Langsaff
Contact: Mr. Steven Wright, P.E.
(714) 738-3115
(818) 405-4262
, q�
Firms and Agencies Using the Crossroads Software
Collision Database System (cont.)
LAW ENFORCEMENT AGENCIES
City of Petaluma, City of Huntington Beach,
Police Department Police Department
969 Petaluma Boulevard North 2000 Main Street
Petaluma, California 94952 Huntington Beach, CA 92648
Software: Collision Database System Software: Collision Database System
Contact: Supervising Sgt. Ken Savano Contact: Lt. Bill Peterson
(707) 778-4455 (714) 536-5523
City of Oceanside Los Angeles County Sheriffs Department
Police Department 18300-F Gridley Road
3855 Mission Avenue Artesia, CA 90701
Oceanside, California 92054 Software: Collision Database System
Software: Collision Database System Contact: Sgt. Steven Gonzalez
Contact: Senior Traffic Officer (562) 866-9061
Randy Judd, (760) 435-4900
City of Eureka,
City of Santa Ana,
Police Department
Police Department
604 C Street
60 Civic Center Plaza
Eureka, CA 95501
Santa Ana, California 92702
Software: Collision Database System
Software: Collision Database System
Contact: Sgt. Ron Waters
Contact: Sgt. Bill Ehart
(707) 441-4390
(714) 245-8040
City of West Sacramento
City of Seaside,
Police Department
Police Department
550 Jefferson Boulevard
440 Harcourt Avenue
West Sacramento, California 95605
Seaside, CA 93955
Software: Collision Database System
Software: Collision Database System
Contact: Sergeant Dan Ruden
Contact: Ms. Diana Agar Ingersoll
(916) 372-2461
(408) 899-8230
City of Santa Maria,
Cities of Bellflower, Paramount
Police Department
and Bell (Joint Project)
222 E. Cook Street
5130 Clark Avenue
Santa Maria, CA 93955
Lakewood, CA 90712
Software: Collision Database System
Software: Collision Database System
Contact: Sergeant Paul Bonaventure
Contact: Mr. Mike Fields
(805) 928-3781
Lakewood Sheriffs (562) 908-6200
4
Firms and Agencies Using the Crossroads Software
Collision Database System (cons)
City of Moreno Valley,
Police Department
14114 Business Center Dr.
Moreno Valley, CA 92556
Software: Collision Database System
Contact: Ms. Claudia Perez
(909) 697-8230
City of Poway
Police Department
13325 Civic Center Drive
Poway, California 92074-0789
Software: Collision Database System
Contact: Mr. Mike Petrofsky
(619) 679-7438
City of Costa Mesa,
Police Department
99 Fair Drive
Costa Mesa, CA 92628
Software: Collision Database System
Contact: Stan Borek
(714) 754-5348
City of Modesto,
Police Department
601 11th Street
Modesto, CA 95353
Software: Collision Database System
Contact: Sgt. Burl Condit
(209) 572-9592
Crossroads Software has ongoing projects with, or has been selected to provide the Collision
Database Systems to, the following agencies:
City of Alameda
City of Artesia
City of Calabasas
City of Cerritos
City of Temecula
City of Vancouver, WA
City of Redmond, WA
City of Everett, WA
City of Issaquah, WA
City of Fontana (Traffic Engineering and Police)
City of National City
City of Upland (Traffic Engineering and Police)
City of Berkeley
City of Stockton (Traffic Engineering and Police)
City of Napa (Traffic Engineering and Police)
City of Placentia (Traffic Engineering and Police)
City of Redmond, WA
City of Riverside (Traffic Engineering and Police)
City of San Jose
City of Gilroy
City of Santa Cruz
City of Walnut Creek
City of West Sacramento
Woodbridge Township, NJ (Police Department)
County of Orange
County of Ventura
County of Alameda
County of Sacramento
County of San Benito
County of Stanislaus
County of Sutter
Contra Costa County
Alameda County
Tehama County
Amador County
Yuma Metropolitan Planning Organization
City of Millbrae (Traffic Engineering and Police)
City of Pacifica
City of Westminster (Traffic Engineering and
Police)
City of Whittier (Traffic Engineering and Police)
City of San Gabriel
City of Montebello (Traffic Engineering and Police)
City of Redding (Traffic Engineering and Police)
City of Hollister (Traffic Engineering and Police)
City of Santa Clarita
City of Vista (Traffic and the Sheriffs Department)
University of California Irvine - Safety
Communities Coalition
City of Fountain Valley (Traffic Engineering and
Police)
Crossroads 210 W. Birch Street, Suite 207, Brea, CA 92821 (714) 990-6433
Software
Crossroads Collision Database
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. 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 2001-2002)
EXHIBIT "B"
SPECIFICATIONS
t4
W:\Southlake\Agreements\Crossroads Software.102203.doc Page 8
City of Southlake
Department of Public Safety
Request for Proposal
Automated Citation Issuance System
Released December 15, 2002
Notice of Intent to Submit Proposal Due January 1, 2003
Pre -proposal Vendor Meeting January 15, 2003
Proposals Due March 1, 2003
REQUEST FOR SEALED PROPOSALS FOR HIGH TECHNOLOGY PROCUREMENT
The City of Southlake is soliciting sealed proposals for the purchase and installation of a fully integrated Citation Issuance System
asset forth in the attached specifications. Completed proposals will be received in the Office oftlee City Secretary,1400 Main Street;
Southlake, Texas 76092, until the closing time and date as stated below. Proposals received after the closing time and date will be
returned to the sender unopened and will not be considered. Proposals and pricing will be evaluated for meeting the needs of the City
of Southlake and contract negotiations will follow selection of a product and vendor.
Designate on the front, lower left hand comer of the envelope the following:
Subject: Purchase and installation of a fully integrated Citation Issuance System
Proposal Closing Time and Date: March 1, 2003 at 5:00 p.m
If you do not wish to submit a proposal at this time, but wish to remain on the City's list ofpotential proposers, please advise the City,
in writing, by the same time and date at the same location as stated for submitting proposals. If you wish to be removed from the list,
or changed to the list for another commodity, please advise us in writing.
INSTRUCTIONS TO PROPOSERS
I . BID BONDS: No bid bonds are required for this Proposal. If the proposal becomes a contract, aperformance bond may
be required.
2. SIGNATURES: All proposals are required to be signed by an authorized representative of the entity submitting the
proposal, Proposals received unsigned will not be considered.
3. TAXES: The City is exempt from Federal Excise and State Sales Tax; therefore, tax must not be included in the proposal
price.
4. ALTERING PROPOSALS: Proposals cannot be altered or amended by the proposer after the opening deadline. ,Any
interlineation, alteration, or erasure made before this deadline, must be initialed by the signer of the proposal, guaranteeing
authenticity.
5. PROPOSAL WITHDRAWAL OR REJECTION: The City reserves the right to withdraw the request for proposal for
any reason or to reject any or all proposals or parts of all or any specific proposal or proposals. The City further reserves
the right to accept part or all of any specific proposals or proposal. The City reserves the right to select the best value for
the City of Southlake based upon the evaluation factors set forth herein.
6_ PUBLIC INSPECTION: Proposals are not available for public inspection until after the contract award. Ifthe proposal
contains trade secrets and confidential information, then the proposal is not open to public review even after the proposal
award, provided that the proposer has notified the City, in writing, that the proposal contains trade secrets and confidential
information.
7. PROPOSALS RECEIVED LATE: The City of Southlake is not responsible for lateness or non -delivery of mail, carrier,
etc. to the City, and the time and date recorded in the City Secretary's Office shall be the official time of receipt.
S. PRICES HELD FIRM: All prices quoted by the proposer will remain firm for a minimum of 120 days from the date of
the proposal unless otherwise specified by the City or proposer.
9. PACKING, CRATING AND CARTAGE: The cost of all special packing, boxing, crating, or cartage shall be included in
the pricing specified on the response unless otherwise specifically stated in the City's request.
10. DESTINATION CHARGES: All products offered shall be proposed prepaid to the final destination as noted elsewhere in
the request, with all delivery charges to be prepaid by the proposer. The City does not accept C.O.D. or collect shipments.
TITLEIRISK OF LOSS: The title and risk of loss of the goods shall not pass to the City until the City actually receives
takes possession and accepts the goods at the point of delivery.
12. NEGOTIATIONS: The City reserves the right to negotiate all elements which comprise the proposal in accordance with
the provisions of Chapter 252, Texas Local Government Code and to accept or reject part or all of any proposal.
13. DELIVERY OR CONTRACT COMPLETION DATE: A delivery or contract completion date will be negotiated should
this proposal become a contract. This date may, where time is of the essence, determine the contract award. Liquidated
damages may be assessed beginning on the first day following the maximum delivery or completion time as stated in the
contract documents.
14. DEVIATION FROM SPECIFICATIONS: Any deviations from specifications and alternate proposals must be clearly
shown with complete information provided by the proposer. They may or may not be considered by the City.
15. UNIT PRICES AND EXTENSIONS: If unit prices and their extensions do not coincide, the City may accept the lesser
amount.
16. TERMINATION OF CONTRACT: The City reserves the right to terminate the contract upon ten (10) days written
notice if the proposer fails to perform in a manner deemed acceptable to the City. If the City chooses to terminate the
contract, another proposer may be given an opportunity to complete the contract
17. PRICE DECLINE: Should there be a decline in the market price of the commodities provided during this contract, then
the City shall have the benefit of such decline.
is. ASSIGNMENT: Should the proposal lead to a contract, the successful proposer's rights and duties awarded by the
contract may not be assigned to another without written consent of the City signed by the City's authorized agent. Such
consent shall not relieve the assigner of liability in the event of default by the assignee.
19. PROPOSAL AMBIGUITY: Any ambiguity in the proposal as a result of omission, error, lack of clarity or non-
compliance by the proposer with specifications, instructions and all conditions shall be construed in the favor of the City.
20. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or
specifications stated in the resulting contract. All change orders to the contract will be made in writing and shall not be
effective unless signed by an authorized representative of the City.
21. MODIFICATIONS AND AMENDMENTS: The City shall have the right to modify this order subject to an adjustment
in the price in accordance with the applicable provisions of the Purchase Order, if any, or pursuant to mutual agreements.
No agreement or understanding to modify this order shall be binding on the City unless it is in writing and signed by an
authorized representative of the City.
22. LIENS: The successful proposer agrees to and shall indemnify and save harmless the City against any and all liens and
encumbrances for all labor, goods and services which may be provided under the City's request, by seller or seller's
vendor(s) and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be
delivered to the City.
23. PATENT INDEMNITY: The successful proposes hereby warrants that the use or sale of the products and materials
delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark, covering such materials
and the successful proposer agrees to indemnify and hold harmless the City for any and all costs; expenses, judgements and
damages which the City may have to pay or incur.
24. GRATUITIESBRIBES: The City may, by written notice to the successful proposer, cancel this contract without liability
to the proposer if it is determined by the City that gratuities or bribes in the form of entertainment, gifts, or otherwise, were
offered or given by the successful proposer, or its agent or representative to any City officer, employee or elected
representative with respect to the performance of the contract In addition, the successful proposer may be subject to
penalties stated in Title 8 of the Texas Penal Code.
5'�'
(2)
CITY OF SOUTHLAKE
Citation Issuance System
SPECIFICATIONS
1.0 Scope and Intent
1.1 The City of Southlake will receive sealed proposals from qualified firms to provide
and install a fully integrated Citation Issuance System as set forth in the following
specifications.
1.2 The City is seeking a qualified Contractor (Vendor) who will be responsible for the
complete system proposed. The details herein are provided as minimum project
requirements. The Contractor shall provide a "Turnkey" system. The omission of
specific reference to any software, hardware, training, materials, or labor necessary
for such a complete system shall not be interpreted as relieving the Contractor from
furnishing such software, hardware, training materials or labor under the proposal
quoted project price.
1.3 This request for proposal (RFP) is classified as high technology under Texas State
Purchasing Law. As such, proposals are not available for public inspection until after
the contract award. If the proposal contains trade secrets and confidential
information, then the proposal is not open to public review even after the proposal
award, provided that respondent has notified the City, in writing, that the proposal
contains trade secrets and confidential information.
1.4 This system shall be utilized by the Public Safety Department and Municipal Court to
manage and operate the electronic citation issuance program for the City of
Southlake.
1.5 'The Southlake Municipal Court is a fully certified Court of Record and is located at
1400 Main Street, Southlake, Texas.
Members of the Southlake Department of Public Safety, Police Services Division,
issue approximately 1,000 to 1,500 traffic and non -traffic citations each month. (See
Attachment A) These citations are submitted, reviewed by a supervisor, forwarded to
the Court and entered manually into the Court's software program. The Municipal
Court currently uses InCode InVision software for internal processing of citations.
(Attachment B contains detailed information regarding this software.)
The Department of Public Safety is seeking a system of handheld electronic citation
issuance devices which have capabilities for (1) barcode and/or magnetic stripe
reading and data insertion into preformatted forms designed by the proposer, (2)
wireless checking of NCIC, TCIC, and Regional wanted person databases and Motor
Vehicle Division files, (3) easy data entry for violation type and location such as pull
down menus, (4) automated checking for required information (5) attached, wired, or
(3) 53
wireless connection to a portable printer capable ofprinting a citation in the field, and
(6) seamless wired (end of shift) or wireless (immediate) integration and updating of
Municipal Court database using the existing Municipal Court software program.
Proposer will be responsible for development of data integration process, software,
and hardware required.
Proposal should provide two pricing models, one for the implementation with twelve
(12) handheld devices and printers the first year and an additional eight (8) the
second year; and a second pricing model for a turnkey system with all twenty (20)
devices and printers.
An annual maintenance cost should also be quoted to maintain the devices and
printers after the system is accepted and after the warranty period has expired.
Supply costs should also be quoted separately.
1.6 The City invites proposals from any qualified Contractors to insure the City the best
available system. Upon receipt of a Notice of Intent, vendors who intend to submit a
proposal shall be invited to a meeting in Southlake on January 15, 2002, to allow
questions and responses from the city. Failure to submit a Notice of Intent by
January 1, 2003, will render the Vendor ineligible to submit a proposal for this
request.
1.7 The Calendar of Implementation for this project is as follows:
December 15, 2002 ..........
January 1, 2003 ..............
January 15, 2003 ...........
March 1, 2003 .. .......... .
April 1, 2003.............
May 1, 2003 .............
July - August, 2003.............
August 30, 2003 ................
2.0 Requirements
Request for Proposals Released
Notice of Intent deadline
Pre -Proposal Vendor Meeting
Request for Proposals Due
Evaluation Completed
Contract Negotiations/Award of Bid
Hardware and Software Installed
Staff Training Completed .
2.1 Each proposal must be accompanied by sufficient descriptive and/or graphic
literature and instructions to properly evaluate the system proposed
2.2 In the event that special tools are required to operate or maintain the equipment the
successful respondent shall identify and include these tools in the proposal.
2.3 Proposer will be responsible for initial installation and training.
2.4 The successful respondent shall provide on -site (or classroom, if applicable)
instruction to the designated City employee(s) as required to operate the equipment
(4) J
purchased. (This will require training of approximately 8 Court Staff' and
approximately 40 Police Officers.)
3.0 Bonds
3.1 The successful respondent as part of the resulting contract, shall furnish performance
and payment bonds with the appropriate powers of attorney in the amount of 100% of
the contract price from any approved corporate surety company licensed in the State
and acceptable to the City of Southlake.
NOTE: No bonds are required for contracts $25,006 or less.
4.0 Insurance
4.1 Should the proposal lead to a contract, contractor shall be required to meet the
minimum insurance requirements as defined by Attachment C. This information
does not need to be submitted with the proposal but is provided for proposer's
information.
5.0 Indemnity
5.1 Contractor agrees to defend, indemnify and hold City and all of its officers, agents,
employees, and elected officials harmless against any and all claims for damages,
costs and expenses for any personal injury or property damage that may arise out of,
or be occasioned by, or from any negligent act, or omission of Contractor, or any
agent, servant or employee of Contractor in the execution of performance of this
contract, without regard to whether such persons are under the direction of City
agents or employees.
6.0 INQUIRIES FROM RESPONDENTS
6.1 Questions related to this RFP must be directed to:
(Automations system requirements and operations)
Marlin R. Price
Chief of Police
City of Southlake
667 N. Carroll Ave.
Southlake, TX 76092
(817) 481-2538
or
(Computer hardware/software questions)
Gary Gregg
Information Services
(5)
City of Southlake
1400 Main Street
Southlake, Texas 76092
(817) 481-2150
Pertinent questions and responses will be distributed to all respondents who have
submitted a Notice of Intent.
7.0 NOTIFICATION OF INTENT
7.1 It is requested that the respondent return the enclosed "Notification of Intent" form
(Attachment E) to City Secretary's Office, C/O Marlin Price, Chief of Police, 667 N.
Carroll Ave., Southlake, Texas 76092, prior to January 1, 2003.
8.0 ADDENDA
8.1 Any interpretations, corrections or changes to this RFP will be made by addenda.
Sole issuing authority of this addenda shall be vested in the City's Department of
Public Safety. Addenda will be mailed to all who are known to have received a copy
of this Request For Proposal. Offerers shall acknowledge receipt of all addenda.
9.0 COSTS INCURRED IN RESPONDING
9.1 All costs directly or indirectly related to preparation of a response to this RFP, any
oral presentations required to supplement and/or clarify a proposal, and/or reasonable
system demonstrations which may be, at its discretion, required by the City shall be
the sole responsibility of and shall be borne completely by the Respondent.
10.0 SALES TAX
10.1 The City is by Statute exempt from the State Sales Tax and Federal Excise Tax;
therefore, the prices quoted shall not include taxes.
11.0 ASSIGNMENT
11.1 The Contractor shall not sell, assign, transfer or convey any contract resulting from
this proposal, in whole or in part, without the prior written consent from the City.
12.0 INSTALLATION CHARGES
12.1 All delivery charges, freight, etc., and installation charges are to be included in the
proposal price. The Vendor maintains ownership and liability for all equipment until
it is installed and operating properly. No maintenance'charges will accrue until after
system is installed and operating.
13.0 DELIVERY/INSTALLATION
�6) 5lp
13.1 Proposal must show estimated installation calendar of events from contract award to
completion.
13.2 All deliveries are to be made to the following address:
Southlake Municipal Court
City of Southlake
1400 Main Street
Southlake, Texas 76092
The Contractor shall notify the City at (817) 481-2538, 24 hours prior to delivery of
equipment or commencing of work.
14.0 PURCHASE ORDER
14.1 A purchase order will be generated by the City to the Contractor for the equipment
ordered. The purchase order number must appear on all delivery and/or billing
documents.
15.0 PROPRIETARY INFORMATION
15.1 If the Contractor does not desire proprietary information in the proposal to be
disclosed, the Contractor is to advise, in writing, and clearly mark those pages
considered proprietary. The Contractor, in submitting this proposal, agrees that any
parts of the proposal not so designated will be deemed public information.
16.0 RESPONSE INSTRUCTIONS
16.1 Three (3) copies of your proposal shall be returned in a sealed envelope bearing the
name and address of the respondent, Subject, and Proposal Closing Time and Date as
shown on the first page of this proposal. Your proposal may be mailed or hand
delivered to the City. Facsimile transmissions are not acceptable.
17.0 PROPOSAL ACCEPTANCE PERIOD
17.1 All proposals must include a statement that they are valid for a minimum period of
one hundred twenty (120) days subsequent to the RFP closing date.
18.0 COMPETITIVE SELECTION/EVALUATION FACTORS
18.1 This procurement will comply with applicable City of Southlake Policy. The
successful Contractor will be selected on a rational basis. Evaluation factors outlined
below shall be applied to all eligible, responsive Contractors in comparing proposals
and selecting the successful contrator. Award of a contract may be made without
discussion with Contractors after proposals are received. Proposals should, therefore,
(7) 6q
be submitted on the most favorable terms. The City reserves the right to contract
with the next best respondent in the event a contract has not been signed between the
city and the best respondent within forty-five (45) days of Council authorization to
enter into a contract.
18.2 Proposal evaluation factors include:
A. 20 % Responsiveness of the proposed system and solution to City
requirements. (Grasp of problem and its solution(s), responsiveness
to terms and conditions, completeness and thoroughness of the
technical data and documentation).
B. 10% Demonstrated applicable experience in similar systems installed and
operating elsewhere.
C. 10% Quality of the proposed hardware and equipment.
D. 10% Evidence of good organization and management practices and
personnel qualifications.
E. 30% Total evaluated cost.
F. 10% Demonstration at a user site. Respondent must demonstrate the
ability to run actual or similar systems in the configuration proposed.
G. 10% Extent to which goods and services meet City's needs.
19.0 REVIEW COMMITTEE
19.1 A response to this RFP will be reviewed and evaluated by City staff from the
following departments:
Department of Public Safety
Municipal Court
City Manager's Office
20.0 ADDITIONAL INFORMATION
20.1 The City reserves the right to require additional technical and pricing information
during the evaluation/demonstration period.
20.2 Each proposal must designate individual(s) who will be responsible for answering
technical and contractual questions.
21.0 NEGOTIATIONS
21.1 The City reserves the right to negotiate all elements which comprise the Contractor's
(8)
proposal to ensure that the best possible consideration be afforded to all concerned.
21.2 - The City reserves the right to reject any or all proposals and to re -solicit for proposals
in such an event.
21.3 The City reserves the right to accept all or part of any proposal.
22.0 RELEASE OF INFORMATION
22.1 Information submitted by the Contractor shall not be released by the City during the
proposal evaluation process or prior to contract award.
23.0 CONTRACT INCORPORATION
23.1 Contractor should be aware that the contents of the successful proposal will become a
part of any subsequent contractual document which may arise from this RFP. Failure
of Contractor to accept this obligation may result in the cancellation of any award.
24.0 RIGHTS AND REMEDIES
24.1 The rights and remedies of the City provided herein shall not be exclusive and are in
addition to any other rights and remedies provided by law or under any subsequent
contract.
25.0 CONTRACT PAYMENT
25.1 The contract shall be prepared under the direction ofthe City and shall incorporate all
applicable provisions. A firm fixed -price or not -to -exceed contract is desired, with
progress payments as mutually determined to be appropriate. These payments shall be
based upon project milestones and deliverables as proposed in the contract.
26.0 PROGRESS REPORTS
26.1 The Contractor shall submit monthly and quarterly, or as otherwise agreed upon by
the City and Contractor, progress reports to the Contract Administrator appointed by
the City. The reports shall describe significant achievements and problems which
have potential effect on the City. They should be sufficiently detailed to assure that
directions being pursued are in compliance with established and/or projected systems.
27.0 PUBLICITY
27.1 Any publicity, news releases, and/or advertising pertaining to this RFP and/or the
awarding of any contract relating to the RFP may not be made without prior written
approval of the City.
(9)
28.0 PROPOSAL FORMAT
28.1 REQUIRED SECTIONS
A. Proposals must be submitted containing the following sections:
- Cover letter
- Executive Summary
- Table of Contents
- Firm Background, Principal Officers, and Prior Experience
- System Function Description
- System Technical Description
- Training
- Cost Proposal and Cost Schedule
- Proposed Schedule
- Operational Site Reference
- Other References
- Concluding Remarks
28.2 COVER LETTER
A. This section must contain the name of the proposing firm, the address of the
proposing office, and contact individuals authorized to answer technical,
price, and/or contract questions together with their telephone number, email
address and mailing address. The cover letter must also be signed by an
officer authorized to bind the company.
28.3 EXECUTIVE SUMMARY
A. Prefacing the proposal, an executive summary of two (2) pages or less should
be provided which gives in brief, concise terms, a summation of the proposal
including price information.
28.4 TABLE OF CONTENTS
A. The Table of Contents shall include an index of the proposal contents and
attachments.
28.5 FIRM BACKGROUND, PRINCIPAL OFFICERS, AND PRIOR EXPERIENCE
A. This section should state the full name and address of the respondents
organization and identify the parent company if the respondent is a
subsidiary. Specify the branch office or other subordinate element which will
perform, or assist in performing this work. Indicate whether the respondent
operates as a corporation, partnership, or individual. Include the State in
which the respondent is incorporated and/or licensed to operate, the date of
incorporation or licensing.
B. Provide a listing of the principal officers of the company and those members
of the company who will lead the project team, to include name, title, and
length of experience with the respondent organization.
C. This section should also describe the proposed project organization and the
position that the project personnel will occupy within the organization. It
should identify project personnel by name and provide a detailed resume
outlining his/her appropriate experience on other similar projects.
28.6. SYSTEM FUNCTIONAL DESCRIPTION
A. This section shall be used by the respondent to describe the functionality of
the proposed system outlining in detail the system features, options, and/or
alternatives. The proposal shall briefly address in a point -by -point manner
how the proposed system will accomplish the requirements within Section
29.0 or how it is intended to modify the system to meet the requirements.
�1
B. This section should describe how the system will allow for changes in the
Court Software such as the addition of new violations.
28.7 SYSTEM TECHNICAL DESCRIPTION
A. This section shall be used by the respondent to describe the technical aspects
and operation of the proposed system. At a minimum this section must
contain a discussion of the hardware requirements of the proposed operating
system and any required software and interface software.
B. Respondents should utilize this section to describe the technical aspects and
capabilities of the hardware proposed.
28.8 TRAINING
This section will describe the training to be presented to both Court and Police
Personnel in both content and number of hours.
28.9 COST PROPOSAL
A. The cost proposal must be laid out in distinct and separate sections:
1. HARDWARE
- Description, Model Number, Unit Bid Price and Total Bid
Price for each component of the product system.
Q
2. SOFTWARE
- Software development fees for receiving data from the
handheld units and integrating the data into the current
Municipal Court database.
- Software license fees for Operating and Utility Software
proposed if required.
- Respondent must indicate whether the license fees are annual
or one time fees.
- Fees for software for handheld units if any.
3. Cost for system components required to comprise a complete system.
- Detail costs for all other equipment proposed.
- Respondent must indicate whether equipment is required or
optional.
4. Cost for Installation of system equipment, system software and
application software modules.
5. Cost for Project Management of the Project.
6. Cost for On -Site Training of Southlake personnel.
Respondent shall coordinate the training schedule with DPS
and Court administrative staff.
- Respondent must indicate days and charges for application
software training. Indicate class limit if applicable.
- Respondent must indicate days and charges for system
administrator training.
7. Cost for Maintenance and Updates with projections for increases for
five (5) years.
Indicate maintenance cost for each component of the system
proposed.
Indicate maintenance cost for each software module proposed.
Indicate all costs associated with receiving new releases and
software enhancements.
- Indicate which components may be maintained by a third
party.
B. Cost options should be presented for the system development and purchase of
12 handheld units and printers the first year and eight additional units the
second year as well as the total cost for the entire system (20) in the first year.
C. All operating system software, utility software, interface software, installation
services, training, manuals, publications, supplies, and maintenance items
shall be priced individually and as a total for the entire group and system.
D. Estimated costs for travel expenses for site preparation, installation and
training should be included.
E. The respondent shall also outline in this section a schedule of required
progress payments together with specific system deliverables against which
these payments are to be made.
(13)
28.10 PROPOSED SCHEDULE
A. This section shall include preliminary schedules and milestones and shall be
presented in the form of a chart or equivalent display. Tasks shall be clearly
identified as to whether they are the responsibility of the respondent or the
City.
B. Site preparation requirements must be provided with vendor and customer
responsibilities described.
28.11 OPERATIONAL SITE REFERENCES
A. This section shall be used by the respondent to list reference sites. At least
one of the reference sites should be comparable systems where the system is
operational. The respondent should include the following minimum
information for each system referenced:
- Using Agency
- Contact Individual
- System Description
- Major differences between operational system and proposed system
- System Hardware and Software configuration
- List functional modules installed
- Date of system installation
28.12 OTHER REFERENCES
A. This section shall be used by the respondent to list other appropriate
references which can be utilized by the City to evaluate the respondent's
capabilities.
B. A complete client list is preferred.
28.13 CONCLUDING REMARKS
A. This section shall contain any respondent elaboration regarding software
philosophy, hardware architecture, or other items of information which the
respondent feels important to a clear understanding of the proposed system
and/or the respondent's capabilities.
29.0 SYSTEM SPECIFICATIONS
The requirements contained herein are minimum project requirements. Variations and
exceptions should be and will be considered, if respondent will provide sufficient
information and documentation of more efficient and optimal design specifications.
(14) Y
All hardware requirements, system software, and application software requirements must be
documented in full. This includes, but is not limited to, disk storage required for system
software, accompanying utility software, memory requirements per user, etc.
A. System Administrator Responsibilities
Describe fully the procedures required for Municipal Court staff for the following
daily functions:
1. Startup/shutdown procedures
2. Backup procedures
3. File Maintenance requirements
4. Security and password issues
5. Transaction assurance processing
6. Recovery procedures
7. Tracking of Voided Citations and errors made in the field
8. Vendor's procedures for handling emergencies and problems
B. City Responsibilities During Installation
1. Indicate the responsibilities and expectations of City staff required by vendor
for both installation and on -going operation.
29.1 ENVIRONMENT/PLATFORM
A. The City of Southlake operates in a networked Windows NT 4.0 SP6
networked environment. Approximately 90 of the city's 150 personal
computers utilize the Windows 2000 operating system. The City will
upgrade the remaining personal computer to Windows 2000 in approximately
one year.
The networked server platforms will migrate to Windows 2000 server in
approximately 18 months.
B. The system proposed must be fully described as to operating systems,
language, databases, client server environment, and capabilities of application
software in this environment.
C. The system proposed must provide services for a minimum of five years
without need for additional hardware and software. The proposal should
address how the system would handle progression to another Windows
Platform such as XP. See Section 29.3 for projected five year growth.
29.2 HARDWARE SPECIFICATIONS
In addition to cost, respondent must provide brands, models, specification documents
(15) ��
and warranties on all hardware listed below. Provide information on all options
available.
A. File Server if needed
Provide minimum recommended configuration plus available upgrades
B. Connections/User License
Allow for 20 simultaneous user license for application software and operating
software if necessary.
C. Handheld PDA or similar devices
Must have barcode and/or magnetic stripe reader capability
D. Uninterruptible Power Supply if required for file server
Individual PC and server UPS' required to be true online with audible
alarm and 20 minutes operation time on battery. Include automatic
shutdown software.
E. Portable printer devices
(If not attached to the PDAs.)
F. Wireless receiver equipment if necessary or Wired connections for
handheld downloads.
G. Cabling
H. Any other hardware devices needed for proper operation of system.
29.3 STATISTICAL SPECIFICATIONS
Current Projected 5 year growth
A. Number of Users N/A 30
B. Annual Number of Citations 15,000 18,000
29.4 CONVERSION SPECIFICATIONS
A. IMPLEMENTATION PLAN.
The respondent must indicate number of days projected for installation and
full implementation.
29.5 SOFTWARE SPECIFICATIONS
(16) �r„
A. GENERAL REQUIREMENTS
Describe security features within the software specific to user passwords and
terminal security.
Describe menu control options, indicate if user definable.
Document the online capabilities and the batch processes that are a part ofthe
application software.
B. CITATION REQUIREMENTS
1. The system shall allow officers to complete a citation containing the
following information on the handheld device using the barcode reader,
magnetic stripe reader, pull down menus, and minimal hand data entry.
Appendix A contains a list of data elements currently captured on the citation
form. In addition to the items currently listed, the following items will also
need to be captured.
Searched (Y or N)
Consent Requested (Y or N)
2. The system shall allow the officer to swipe the person's Texas driver's
license (or read the license barcode) and conduct a wireless submission of the
individuals name, race, sex, and date of birth in the format necessary for
checking the NCIC, TCIC, and Regional wanted person databases and
reporting the results back to the handheld unit.
3. The system shall then allow the officer to transfer all the information from the
driver's license to a prefonnatted citation form.
4. The system must allow for some form of sequential numbering of citations
whether by wireless submission and assignment of a number or prior
assignment of a number by the handheld unit.
5. Utilizing pull down menus or other means, the device will allow the
completion of the citation with a minimum of external data entry.
6. The system will then allow for the printing of a citation in the field by using
either an attached printer or wireless transfer printer.
7. Capture of the violator's signature on the handheld device where it would
print on the paper copy would be a benefit but not required. %_
% `�
8. The system should allow officers to sign on the system with a secure pin
number when picking it up and have it automatically insert the officer's name
and identification number when printing the citation. Date and time should
also be inserted automatically.
9. The system should then allow the integration of the citation data into the
Court database via download at the end of shift or via wireless immediate
integration.
10. Handheld units should have sufficient battery life to allow issuance of 30
citations over a twelve hour period with quick recharge capability.
Ruggedized units are a plus but not required.
6.90
11. Handheld units should hold up to269Uour digit violation codes and titles in
the "offense" pull down menu.
12. The system must allow for up to three violations to be listed on each citation
form and up to three separate and complete entries made into the Court
software program when integrated.
13. System must be easily modified to add fields and data elements when
required by changes in State Law. (Please indicate whether modifications can
be made by the city or vendor.)
29.6 SUPPLIES
Proposal should also characterize the quality, limitations, and cost of paper
and any other supplies needed for operation of the system.
30.0 Authority
30.1 I agree to meet the stated minimum requirements asset forth in these specifications
and any documents attached for the total price of:
In compliance with Texas House Bill 1H.B.11, the charges are to be separated in the
following manner:
Materials: S
Labor: $
TOTAL PRICE: $
Equipment Brands:
Model Numbers (if applicable):
Bidder/Company:
Authorized Representative:
Signed:
Title:
Address:
City, State & Zip:
Telephone #:
Date:
(19)
ON
Copy of Current Citation:
Office Use
Only
ATTACHMENT A
City,
CITATION iff
320596
ADDRESS
CITY STATE ZIP
BUSINESS ?"E
ADDRESS
Momh
1011
Day
Year
Race
Sex
Atte
J
H6&
weiedt
Hair
Y�
W.r=
ucan
:
Comm. D.Ln
Vehicle:
Color:
Year: Make:
Model:
$fere
YW
ucensa
N
E 9 w
W.
E
E
I7rorNe�
Z. N
E i
1. Vio. Code /
Specify f
8 Accident
016eaLe
L Vio. Code /
SPW*
a
3. Vio. Code I
Specify
Violation Locadon
hatniectift Street
y
Tatraat
Rader
l�rer
MPH i.
Zorc
Pasted
Sc)nol Zone
Canmudicn mm Worirero wmro presad what 9m otenn was eonurdtrd.
)1 Speaft
)5 Failed to Ymh1 R.O.W. MOW
X Ron Stay Sign
)7 Ran Red L Wd
)9 Changed Lane WMn Lhm b
19 Disregard No Passing Zone
W OmW Pass an Right
t1 Failed to S(aP for Sdwd Bus
m crossiry Rwdw Barrier
rt No SW Bet - Driver
L3 No Sam Bet Pa"Witter
54 Child (4.14) Not Secured by Sally Bet
s9 No maw Vehicle Uffib" tneraar"
59 Disregard Official Tra1Bc Camel Device
Bt Cut Across Driveway to Make Tam
M DIM Carder Wm (not Wmarp NO)
B9 Failed to Signal Turn
03 No Driver's License
3100 Ywlala D.L lode Restriction (SPedy)
=5 Moles VlYdde Inspection Vbleton
(Wdy Wood, scgBoue. etc.)
3259 Expired Driver's License
32U Failed to DiW* DL.
3254 Failed to Report Chanos of Address
W11 EmesdveAccelerotlon
350 Parked In a Prd**W Area
3M Display Expired Rmplatre5on
35M Mhwr In Possessim of Alcohol
BB03 Minor h. Consumption of Alcohol
5026 Possessim d Drug Paraphemaifa
5027 Pulse V40*011on
Wall Possession, Purdmw. Consumption. of
Cigarates or Tobacco Products by a Mhwr
am So9dtlnp wnlwut a Permit
6015 Truck Routs Ordirwas Vidallon
I
agree to appear at The Municipal Court, Southlake, Texas within 11 business days
Crow today s clue, to enter a Plea m the above charge. If you fail to appear in court
as provided by law or fail to pay a fine imposed for the violation, a warruit may be
issued and you may not be permitted to register your vehicle in this state.
READ INSTRUCTIONS ON BACK OF CITATION AND ON INSTRUCTION
SHEETS CAREFULLY!
-?D
J�
ATTACHMENT C
INSURANCE
SECTION A. Prior to the approval of this contract by CITY, CONTRACTOR shall furnish a
completed Insurance Certificate to CITY, which shall be completed by an agent authorized to bind
the named underwriter(s) to the coverages, limits, and termination provisions shown thereon, and
which shall furnish and contain all required information referenced or indicated thereon. CITY
SHALL HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH
CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY, and no officer or employee of
the City shall have authority to waive this requirement.
INSURANCE COVERAGE REQUIRED
The Contractor will carry Workmen's Compensation Insurance,. Public Liability and Property
Damage Insurance, and Automobile Insurance sufficient to provide adequate protection against
damage claims which may arise from operations under this Contract in compliance with the
following:
Contractors Insurance: Without limiting any of the other obligations or liabilities of the
Contractor, during the term of the contract, the Contractor and each subcontractor, at their
own expense, shall purchase and maintain the herein stipulated minimum insurance with
companies duly approved to do business in the State of Texas and satisfactory to the Owner.
Certificates of each policy shall be delivered to the Owner before any work is started, along
with a written statement from the issuing company stating that said policy shall not be
canceled, non -renewed or materially changed without 30 days advance written notice being
given to the Owner. Prior to the effective date of cancellation, Contractor must deliver to the
Owner a replacement certificate of insurance or proof of reinstatement. A model Certificate
of Insurance is illustrated herein. Coverage shall be of the following types and not less than
the specified amounts:
(a) workers' compensation as required by Texas law, with the policy endorsed to
provide a waiver of subrogation as to the Owner; employer's liability
insurance of not less than $100,000 for each accident, $100,000 disease --each
employee, $500,000 disease -policy limit.
(b) commercial general liability insurance, including independent contractor's
liability, completed operations and contractual liability covering, but not
limited to, the liability assumed under the indemnification provisions of this
contract, fully insuring Contractor's (or subcontractor's) liability for injury to
or death of Owner's employees and third parties, extended to include personal
injury liability coverage with damage to property of third parties, with
minimum limits as set forth below:
General Aggregate
$1,000,000
Products --Components/
Operations Aggregate
- $1,000,000
Personal and Advertising Injury
$600,000
Each Occurrence
$600,000
Fire Damage (any one fire)
$50,000
Medical Expense (any one person)
$5,000
(22)
(c) comprehensive automobile and truck liability insurance, covering owned,
hired and non -owned vehicles, with a combined bodily injury and property
damage minimum limit of $600,000 per occurrence; or separate limits of
$250,000 for bodily injury (per person), $500,000 bodily injury (per accident)
and $100,000 for property damage. Such insurance shall include coverage
for loading and unloading hazards.
Owner's Protective Liability Insurance: Contractor shall obtain, pay for and maintain at all
times during the prosecution of the work under this contract, an Owner's protective liability
insurance policy naming the Owner as insured for property damage and bodily injury, which
may arise in the prosecution of the work or Contractor's operations under this contract.
Coverage shall be on an "occurrence" basis, and the policy shall be issued by the same
insurance company that carries the Contractor's liability insurance with a combined bodily
injury and property damage minimum limit of $600,000 per occurrence and $1,000,000
aggregate.
"Umbrella" Liability Insurance: The Contractor shall obtain, pay for and maintain
umbrella liability insurance during the contract term, insuring Contractor for an
amount of not less than $1,000,000 per occurrence combined limit for bodily injury
and property damage that follows form and applies in excess of the primary liability
coverages required herein above. The policy shall provide "drop down" coverage
where underlying primary insurance coverage limits are insufficient or exhausted.
Owner shall be named as additional insured.
Policy Endorsements and Special Conditions:
(a) Each insurance policy to be fiimished by Contractor shall include the
following conditions by endorsement to the policy:
(1) name the Owner as an additional insured as to all applicable
coverage;
(2) each policy shall require that 30 days prior to the cancellation,
non -renewal or any material change in coverage, a notice
thereof shall be given to Owner by certified mail;
(3) the term Owner" shall include all authorities, boards, bureaus,
commissions, divisions, departments and offices ofthe Owner
and individual members, employees and agents thereof in
their official capacities, and/or while acting on behalf of the
Owner;
(4) the policy phrase "other insurance" shall not apply to the
Owner where the Owner is an additional insured on the
policy; and
(5) all provisions of the contract concerning liability, duty and
standard of care together with the indemnification provision,
shall be underwritten by contractual liability coverage
sufficient to include such obligations within applicable
policies.
(b) Insurance furnished by the Contractor shall be in accordance with the
(23) '�
following requirements:
(1) any policy submitted shall not be subject to limitations,
conditions or restrictions deemed inconsistent with the intent
of the insurance requirements to be fulfilled by Contractor.
The Owner's decision thereon shall be final;
(2) all policies are to be written through companies duly licensed
to transact that class of insurance in the State of Texas; and
(3) all liability policies required herein shall be written with an
"occurrence" basis coverage trigger.
(c) Contractor agrees to the following:
(1) Contractor hereby waives subrogation rights for loss or
damage to the extent same are covered by insurance. Insurers
shall have no right of recovery or subrogation against the
Owner, it being the intention that the insurance policies shall
protect all parties to the contract and be primary coverage for
all losses covered by the policies;
(2) companies issuing the insurance policies and Contractor shall
have no recourse against the Owner for payment of any
premiums or assessments for any deductibles, as all such
premiums and deductibles are the sole responsibility and risk
of the Contractor;
(3) approval, disapproval or failure to act by the Owner regarding
any insurance supplied by the Contractor (or any
subcontractors) shall not relieve the Contractor of full
responsibility or liability for damages and accidents as set
forth in the contract documents. Neither shall the bankruptcy,
insolvency or denial of liability by the insurance company
exonerate the Contractor from liability; and
(4) no special payments shall be made for any insurance that the
Contractor and subcontractors are required to carry, all are
included in the contract price and the contract unit prices.
Any of such insurance policies required under this section
may be written in combination with any of the others, where
legally permitted, but none of the specified limits may be
lowered thereby.
The Contractor shall furnish the Owner with satisfactory proofthat he has provided adequate
insurance coverage in amounts and by approved carriers as required by these contract
documents.
NOTICES
CONTRACTOR shall notify CITY in the event of any change in coverage and shall give such
notices not less than 30 days prior to the change, which notice must be accompanied by a
replacement CERTIFICATE OF INSURANCE.
t24I
All notices shall be given to CITY at the following two addresses:
Department of Public Safety
Attn. Marlin Price, chief of Police
667 North Carroll Ave.
Southlake, TX 76092
Southlake City Secretary
Attn. Kim Bush
1400 Main Street
Southlake, TX 76092
SECTION D. Approval, disapproval, or failure to act by CITY regarding any insurance supplied by
CONTRACTOR shall not relieve CONTRACTOR of full responsibility or liability for damages and
accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial
of liability by the insurance company exonerate CONTRACTOR from liability.
(25)
�5
ATTACHMENT D
CERTIFICATE OF INSURANCE
TO: Date
owner
Address
THIS IS TO CERTIFY THAT
Project.Automated Citation Issuance
Type of
Project
(Name and addms offaeaco
is, at the date of this certificate, insured by this Company with respect to the business operations
hereinafter described, for the types of Insurance and in accordance with the provisions of the
standard policies used by this ompany, and further hereinafter described. Exceptions to
standard policy noted on reverse side hereof.
TYPE OF TNCTTR ANCR
Policy No.
Effective
ExPoes
LmritsofLiabtlity
orkmen hon
Public '
I Person i
1 a'
�t
1 Person S
'dent
DamagePropeM
Builder's Risk
Autcambile
other
The foregoing Policies (do) (do not) cover all sub -contractors.
Locations Covered:
Descriptions of Operations Covered:
The above policies either in the body thereof or by appropriate endorsement provide that they
may not be changed or canceled by the insurer in less than thirty days after the insured has
received written notice of such change or cancellation.
Where applicable local laws or regulations require more than five days actual notice of change or
cancellation to the assured, the above policies contain such special requirements, either in the
body thereof or by appropriate endorsement thereto attached.
(Name of Insurer)
By:
Title J
(26) e7 '`j✓l
ATTACHMENT E
NOTIFICATION OF INTENT
The City of Southlake is soliciting proposals from qualified and experienced firms for the purchase,
installation, and training, for an automated citation issuance system software and hardware as set
forth in the attached specifications. Completed proposals will be received in the office of the City
Secretary,1400 Main Street., Southlake, Texas 76092, until the closing time and date stated.
Please indicate whether or not your firm intends to submit a response to this Request for Proposal.
Please return this NOTIFICATION OF INTENT form no later than January 1, 2003 to:
City of Southlake
City Secretary's Office
C/O Marlin Price
667 N. Carroll Ave.
Southlake, Texas 76092
Subject: Purchase and installation of Automated Citation Issuance System
Proposal Closing Time and Date: 5:00 p.m., March 1, 2003.
❑ Yes, We will submit a proposal.
❑ No, We will not submit a proposal
Respondent/Company:
Authorized Representative:
Signed:
Title:
Address:
City, State & Zip:
Phone Number: ( )
Date:
Name of Contact Person and e-mail address:
Fax Number: ( )
(2'7)
EXHIBIT "C"
INSURANCE REQUIREMENTS
W:\SouthWce\Agroemmts\Crossroads Software.102203.doc
Page 9