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Overview of the The City of Oakland seeks a vendor to replace the Oakland
Opportunity: Police Departments current Early Warning System, the
Internal Personnel Assessment System (IPAS), with a new
Early Warning System (IPAS2). The scope of the opportunity
is:
Provide a complete business intelligence solution utilizing
a Microsoft platform to report on early warning activities as
defined by this RFP.
Provide a data capture solution utilizing a Microsoft
Platform, that will:
Replace 7 existing MS Access databases used to capture
source system data.
Replace existing data capture functionality in the current
IPAS Solution
Provide stability and scalability for source data, with the
ability to add new data sources over time.
Support workflows and notification requirements.
Provide implementation activities that include:
Data Conversion from source systems.
Unit Testing and System Testing
Technical Documentation
End User Training and Documentation
Solution Implementation
Warranty and Support Services.
MANDATORY Pre- Tuesday, January 7, 2014 at 10:00 AM, Hearing Room 3,
proposal Meeting: City Hall at 1 Frank Ogawa Plaza, 1st Floor, Oakland, CA
94612. Dial in information will be available upon request
Inquiries Deadline: Friday, January 10, 2014 at 4:00pm
Closing Time: Friday, January 31, 2014, by 2:00pm
Closing Location: Office of the City Administrator,
Contracts and Compliance Division
250 Frank Ogawa Plaza, 3rd Floor, Suite 3341
Oakland, CA 94612
Phone: (510) 238-3190
Proposals must be received and stamped by Contracts and
Compliance Staff No Later Than 2:00pm
The City of Oakland will be soliciting proposals for the Early Warning System. Effective
December 6, 2013, we are implementing a Cone of Silence whereby all inquiries and
conversations regarding the RFP must be directed to Ahsan Baig, IT Director, and
Process Coordinator only.
All prospective respondents must communicate with the City only through the
designated Process Coordinator identified in this RFP. Prospective respondents shall
not communicate with City staff, City agents, and elected officials and instead will refer
any inquires to the designated Process Coordinator.
The Contractor shall be required to comply with all applicable City programs and
policies. Details are presented in the project documents and will be discussed at the
pre-proposal meeting i.e. Equal Benefits Campaign Contribution Post-project
Contractor Evaluation Prompt Payment Arizona Boycott and 50% L/SLBE (not
applicable, but L/SLBE participation is strongly encouraged) Dispute Disclosure. In
addition, descriptions and policies are available online at
(http://www2.oaklandnet.com/Government/o/CityAdministration/d/CP/s/policies/index.ht
m)
Contractors that wish to participate in the RFP process are required to register in
iSupplier in order to receive payments or notification of contracting opportunities.
Without proper registration, your firm may not receive notification from iSupplier
regarding contracting opportunities. We recommend updating your firms primary email
contact regularly and confirming that the Products and Services section of your profile
is correctly filled out. If you have any questions, please email
isupplier@oaklandnet.com. For further information and detailed iSupplier registration
instructions, please visit the following link
http://www2.oaklandnet.com/oakca1/groups/contracting/documents/webcontent/dowd02
1639.pdf.
Free copies of the RFP documents and Addenda are available in iSupplier. Hard copies
will NOT be available for purchase from the City. Consult the City website for the Plan
Holder list.
iSupplier Registration/Login:
http://www2.oaklandnet.com/Government/o/CityAdministration/d/CP/index.htm. New
registrants can email isupplier@oaklandnet.com for registration instructions. Allow 3
working days for approval to access bid documents through iSupplier
iSupplier Plan Holders List:
http://www2.oaklandnet.com/Government/o/CityAdministration/d/CP/s/PlanHoldersList/i
ndex.htm
Table of Contents
Summary of Key Information ................................................................................................... i
Table of Contents .....................................................................................................................iv
Glossary of Terms ................................................................................................................... x
1 Introduction ........................................................................................................................ 1
1.1 Scope of Services ..................................................................................................... 1
1.2 Procurement Timeline ............................................................................................... 3
1.3 The Contract ............................................................................................................. 3
1.4 Project Timeline ........................................................................................................ 3
2 IPAS Overview .................................................................................................................... 5
2.1 IPAS Definition ......................................................................................................... 5
2.2 Current IPAS Solution ............................................................................................... 5
2.3 System Context ........................................................................................................ 6
2.3.1 Data Context ................................................................................................. 7
2.3.2 IPAS Data Model Screen .............................................................................10
2.3.3 IPAS Reports ...............................................................................................11
2.3.4 Ad-Hoc Queries............................................................................................11
2.3.5 IPAS Superviewer ........................................................................................11
2.3.6 Outlier Identification .....................................................................................12
2.3.7 Threshold Reports........................................................................................12
2.3.8 PAS Activity Reviews ...................................................................................12
2.4 IPAS Technical Descriptions ....................................................................................12
2.4.1 Use of Force ................................................................................................12
2.4.2 Internal Affairs Database (IAD).....................................................................13
2.4.3 CER (Case Evaluation Report).....................................................................13
2.4.4 OC Checkout ...............................................................................................13
2.4.5 Canine Deployment ......................................................................................13
2.4.6 Vehicle Pursuit .............................................................................................14
2.4.7 Personnel (PDB) ..........................................................................................14
2.4.8 Training (TMS) .............................................................................................14
2.4.9 Training (Power DMS) ..................................................................................15
2.4.10 Law Records Management System (LRMS) .................................................15
2.4.11 Oracle Personnel .........................................................................................15
2.4.12 Vehicle Collision ...........................................................................................15
2.4.13 IPAS.............................................................................................................16
2.5 PAS Program Functional Description .......................................................................16
2.5.1 PAS Users ...................................................................................................16
2.6 PAS Workflows ........................................................................................................17
2.6.1 Peer Group Identification..............................................................................17
2.6.2 Outlier Identification Workflow ......................................................................19
2.6.3 Threshold Response Workflow.....................................................................20
2.6.4 Supervisory Monitoring/Intervention Workflow ..............................................21
2.6.5 Supervisory Notes Workflow ........................................................................22
2.6.6 Audit Process Workflow ...............................................................................23
Term Description
Ad Hoc Report An Ad Hoc Report is the ability to create a completely new report
from the business subject area (s). They are professionally
formatted and include prompting and are meant for mass
distribution.
AOI Adjudication of Investigations
Bar A histogram which graphically illustrates the Key Performance
Indicator (KPI) percentage ranking for the incumbent or employee
as compared to his/her peer group
BIQUERY Software toolset for generating reports from databases and create
data models (Hummingbird)
BI Portal A BI Portal is the end users point of entry into the BI system. The
BI Portal is in essence a web page with a series of tabs providing
the highest level of organization and assistance for the myriad of
information products typically contained in the BI system.
Business A Business Intelligence (BI) System is a purpose built system
Intelligence whose main role is to organize data from a business perspective,
Solution automate workflows, and facilitate end user reporting and analysis
in an intuitive and user friendly manner. A BI System consists of
three layers:
1) Source System Layer
2) Data Warehouse Layer, including Workflow Engine
3) Reporting & Presentation Layer
CER Case Evaluation Report
City City of Oakland
COTS Commercial Off The Shelf
CRT Crime Reduction Team
City of Oakland
IPSS 2009 Network Overview
IAD
Sprint EVDO
EOC 150 Frank
1605 MLK 1GB
Ogawa Plz
DS3
1GB
Eastmont
1GB
DS3
911
Police
Municipal
Administration
Service Center Microwave
IPASDB
I-PAS Backbone
IPASAPPS
IAD DB
IPASTEST
IAD Network
IAD
Firewall
I-PAS
Firewall
I-PAS Network
OPD Network
Document
Server
OPD Backbone
Oakland
City
OPD Supervisors
Firewall LRMS
(Web Client)
Oakland
City Network I-PAS Admin
BISERVER
(Web and BI Client)
Oracle
E-Business
Active
IPSS Backup
Directory
Use of Force
Internal Affairs
(IAD)
Case Evaluation
Report (CER)
OC Checkout
Canine
Deployment
Vehicle SSIS
I-PAS
Pursuit ETL
Personnel
(PDB)
Training (TMS)
Training
(Power DMS)
LRMS
Collision
Line of Duty
Injuries
SSIS Personnel
ETL (PDB)
Oracle
E-Business Suite
2.4.4 OC Checkout
User Interface Technology Microsoft Access 2003
Database Technology Microsoft SQL Server 2000
Approximate Number of Users 5
Approximate Number of Tables and Fields 1 table
Extracted to IPAS 6 fields
Approximate Number of Records Extracted to 2,500
IPAS
2.4.13 IPAS
User Interface Technology ASP.NET 2.0, C#
Database Technology Microsoft SQL Server 2008 R2
Approximate Number of Users 1000
Phase 1
Individual
Assignment to
Personnel System
Start
Organization/ranik/
Civilian and Sworn Categories based
etc.
on organization and rank. Peer
(PDB)
Peer Group
Assignment based
on Business Rules
Change of Outlier
NO
Assignment Identification
Validate Data is
PAS Admin Unit
uploading correctly
from source systems
YES
Review Peer Group
Identify Outliers at
Assignment over 18
95th Percentile
months
Manual Comparison
with Prior Peer
Generate Histogram Groups
System
Source System
Events to create
Histogram
Histogram generated using
Archon (every 8 weeks)
Phase 1
Peer Group
Exclusion
Assignment
Warranted?
Process PAS Threshold
Response Sub-
Process
Assessment based on documented NO
business rules (12 different exclusion
YES
PAS Admin Unit
criterion)
Threshold percentile
Spreadsheet
group and
thresholds created
Figure 7:
Following the Outlier identification, and the manual peer group assignment process, the
PAS Admin Unit will apply elimination criteria to employees who have met or exceeded
the 95% cut-off within their assigned or adjusted peer groups. Criteria include
individuals already on the IPAS Program. This information is external to the IPAS
System; therefore reporting on this data is completely manual.
Outlier Identification is manually tracked for auditing and reporting purposes.
Phase 1
Review Panel
PAS Activity
PAS Threshold
Notification
Memorandum sent
Chain of Command
Notification
Notification Created
Updated/Closed
Monthly Report
PAS Activity
Supervisory
Variety of tracking Decision entered Monitoring/
spreadsheets updated into spreadsheet Intervention
Sub-Process
Figure 8:
There are three mechanisms for triggering a PAS Activity Review and Report. These
are:
Outcome of the Outlier Identification Process
A Single Event Threshold has been met
A referral from Chain of Command for a Review.
The Outlier Identification Process is run by the PAS Admin Unit every 8 weeks.
Additionally, they will manually run a weekly query in IPAS to check for Single Event
Thresholds. The Single Event Thresholds are a subset of events identified as high
risk and when an individual has even just one of them, a PAS Activity Review is
required.
The Chain of Command can request a PAS Activity Review and Report at any time.
The PAS Activity Review and Report is conducted by the PAS Admin Unit with input
from the immediate supervisor of the individual. The PAS Review and Report is
completed on paper and goes through a variety of review cycles which are tracked
using paper processes and recorded in spreadsheets. Notifications are sent by the
PAS Admin Unit to the Chain of Command manually using email systems and tracked in
Phase 1
Date/Time/Location,
Attendees, Summary,
Description of at-risk behavior Within 7 Days. Type of Strategy, Start Date, Location,
Threshold being addressed/response/ Completion Date, Progress, Changes, Description of At-Risk
Response Plan/Timelines Behavior being addressed/ Affect of strategy
Process
PAS Strategy
Create PAS Strategy Hold follow-meetings Final Follow up
Supervisor
Extend Program
Extensions in 3
month increments
additional follow up
required.
Command
Chain of
Audit Disposition follow up Audit PAS Intervention Strategy NO Send Overdue Notice for
Archive PAS
Report (content assessment/ Archive Review Report (content assessment/ Reports that have not
Set Schedule for Intervention
policy compliance/NSA Disposition Reqport policy compliance/NSA been received by due
Meetings Strategy Report
Compliance) Compliance) date
PAS Review
Review PAS
Review Disposition
Panel
Intervention
Follow-up Report Release?
Strategy Report
End
PAS Notification Db
Figure 9:
The Supervisory Monitoring/Intervention Process is arranged and tracked by the PAS
Admin Unit and executed by the employees supervisor.
Essentially, the supervisor must arrange a series of tasks (which will include recurring
meetings), and document the ongoing meetings and task progress. This information is
sent to the PAS Admin Unit who will document it all into a series of spreadsheets (and
the Notifications Access database) for tracking and follow-up purposes.
Supervisory Notes
Phase
NO
Timelines for Annual Review
Add supporting
Documentation to
paper SNF file
Supervisory
Create/Update IPAS
Update Supervisory Update Corrective
Notes
Supervisory Notes
Observations Action
File
Review Record
Figure 10:
Currently, the Supervisory Notes are entered directly into the IPAS System using the
Superviewer functionality. There are policy requirements around what should be
entered when and each entry is categorized and typed for reporting purposes. Users
are required to access the system to review Supervisory Notes regarding an employee
in the course of regular business workflows (e.g. proposed transfers), and they must
record that they have reviewed the information.
Limitations of the Superviewer are that it does not provide search or filtering
functionality, which means that there can be multiple pages of information that the user
will need to scroll through to find what they are looking for. Performance speed is also
an issue.
history all of Dimensions Single Event Weekly Backlog Custodian of Record Civil Suits received
(Date Validation) on Officer) LMRS Arrest Audit CRIMS Arrest Audit IPAS Usage
Threshold Audity Report (Dates of last Single Event Audit from City Attorneys
report entered) Office
NO
Notify DIT of any YES
Discrepancies
Threshold
Response
Workflow Blank Field and
Unknown Person IPAS Full Access Unsaved Supervisory Custodian of Record
Reason Audit Incorrect Dates Key Word Search
Audit Audit Notes Cross Audit
Audit
Threshold
Event Found?
SuperViewer
Daily Audits
Spreadsheet
Arrest/NSA Arrest/
Audit
Training History
results entered in
Spreadsheet
PAS Discrepancy
Database
Update
Discrepancies
DIT Error Log
Update Errors
Notification and
Request Log
Unresolved
Bi-weekly report to
PAS Unit Chain of
Command YES
Custodian of
Record Unit
Demotion, 10 day
Provide data for
suspension or
Custodian of Record
reinstatement after
Cross-Audit
termination
Figure 11:
The PAS Admin Unit does a tremendous amount of manual data validation and auditing
which is tracked in a series of audit spreadsheets and logs. These spreadsheets and
logs are made available to the Monitor in accordance with the Negotiated Settlement
Agreement.
3.1 Evaluation
The evaluation of proposals will be conducted by an Evaluation Committee. The
Evaluation Committee will evaluate the Bidders based on the committees view of the
Bidders capability to provide the fabric compilation and complete Early Warning
Intervention system solution in order to fulfill the requirements identified in Appendix A,
B, C and D through the following evaluation stages: Proposal Content, Presentations
and Reference checks. The overall scoring allocation will be as follows:
Proposal Content 65%
Presentation 25%
Reference Checks 10%
Total 100%
3.3.3.2 Sub-Contractor(s)
Sub-Consultants (if used): list addresses, telephone numbers and areas of
expertise of each. Briefly describe project responsibility of each team member.
Identify which contractors are MBE, WBE, Local Business Enterprises (LBE) and
Small Local Business Enterprises (SLBE). Additionally, for LBEs/SLBEs submit a
copy of current business license and date established in Oakland.
The proposal must include a resume for each key resource. Resumes should be
provided in a table format and should not exceed 3 pages per resume. Tables
should contain the following:
Resource Name
Resource Role Please provide details of the resources role on the project
team.
Areas of Knowledge Please provide details of the skills and abilities the
individual has that are relevant to this project.
Resource Capability Please provide details of projects, role and experience
and Experience that are relevant to this project.
3.3.9 References
Provide corporate references from similar projects using table format provided. Use
one table per reference project containing the following information:
Project Name
Dates of Project
Total Project Budget
Identify any resources
proposed for IPAS2
Project who were
assigned to the
reference project and
their roles
Description of services
provided (200 words
max)
Contact
Client Contact Phone e-mail
Name
Information:
4.3 Hold-Back
The City will withhold the final 10% of contract amount pending successful completion of
work.
5.18 Responses
All responses to the RFP become the property of the City.
5.19 Limitations
The RFP does not commit the City to award a contract or to pay any cost incurred in the
preparation of the proposal.
END OF RFP
1. Functional Requirements
1.1 Purpose of Document
This document describes the functional requirements for the Second Generation Early
Warning System (EWS) for the Oakland Police Department. The EWS project will
replace the current Internal Personnel Assessment System (IPAS) with a new solution
(IPAS2). The new IPAS2 solution will be used across the entire Oakland Police
Department (OPD) to evaluate thresholds and personnel history based on events.
The document provides definitions of how thresholds will be defined and measured and
the response to a threshold activity.
2.2 Objectives
The objectives of this solution will be to provide a robust, reliable and scalable reporting
and analysis system for the Oakland Police Department
2.3 Scope
This document provides the requirements for the IPAS2 System and related reporting
and analysis capability. These requirements do not contain the data collection
requirements for the existing source systems which are also in scope for the IPAS2
project.
The requirements for the following source systems are included in Appendix D of this
RFP. Replacement of this functionality with a new data capture solution will allow the
Microsoft Access programs that currently provide this functionality, to be
decommissioned:
1. Canine Deployment
2. Internal Affairs Division (IAD)
3. Use of Force
4. Case Evaluation Report (CER)
5. OC Checkout
6. Vehicle Pursuit
7. Collision
2.4 Assumptions
The IPAS2 solution will meet the constraints of the technology requirements identified in
Appendix B. The solution will provide a new data warehouse, ETL processes and
reporting and analysis tools.
Personnel Database
(PDB)
Field Based
Reporting System
Assignments/Roles, etc
Views Presentation
ETL Data Warehouse
Layer
Document
Management
Notifications Source Data
Solution
Figure 12:
Note: The scope of these requirements is the IPAS2 Data Warehouse, ETL, and
presentation layer. The IPAS2 Data Collection Solution requirements are identified in
Appendix D IPAS2 Source System Requirements. The Field Based Reporting
System will provide source system data in IPAS2 that is not available in the current
IPAS Solution. Implementation of a new Document Management Solution is out of
scope for this project.
IPAS2
Figure 13:
Phase 1
PAS Admin
Unit
Figure 14:
The Define Peer Group process requires the ability to configure the rules that cause an
employee to be assigned to a peer group based on user-supplied criteria and ranking.
Phase 1
Personnel
Individual
System
(PDB)
Assignment to
Start
Organization/rank/
etc.
Peer Group
System
IPAS2
Assignment based
on Business Rules
Figure 15:
IPAS2 will manage the Assign Employees to Peer Group process based on a series of
business rules. This will eliminate a tremendous amount of manual process from the
PAS Admin Unit and also provide peer group data for analysis purposes.
Phase 1
PAS Admin Unit
Event Dimension
Source Systems
Figure 16:
It is anticipated that the event source data will be organized into event dimensions. A
user-defined process to further classify the data into, threshold events and single
threshold events is required. Additionally, a user-defined process to set exclusion
criteria for outliers is required.
Phase 1
PAS Admin Unit
(DW)
Figure 17:
When source system data is uploaded, the system will validate the data against the
threshold classification to see if a single event threshold has been met. This will be a
nightly process that will run after the source system ETL processes have completed
If the threshold has been met, a notification is sent to the PAS Admin Unit.
The PAS Admin Unit will complete the PAS Review and Report in the IPAS2 Data
Collection Solution see Appendix D IPAS2 Source Data Collection Requirements.
Phase 1
PAS Admin
YES
NO YES
End
Supervisor
Notification PAS
Review Required
Figure 18:
The PAS Admin Unit will define the sample period and the reporting schedule for the
Outlier Identification Process. IPAS2 will allow the scheduling of the Identify Outliers
process on a recurring basis (possibly monthly), and will also provide the ability to run
ad hoc Identify Outliers process runs as required.
The process will assign individuals to peer groups, get event data for each individual
and compare event data within the peer group to identify outliers within the peer group.
The exclusion sub-process will determine who will be referred to the PAS program
based on the application of business rules.
When an individual is identified for referral to the PAS Program, a notification is sent to
the PAS Admin Unit. It is requirement that the notification process will use a work
queue tool to identify individuals requiring a PAS review and report.
The PAS Admin Unit will complete the PAS Review and Report in the IPAS2 Data
Collection Solution see Appendix D IPAS2 Source Data Collection Requirements.
The PAS Review and Report data will be source data for PAS reporting and analysis on
referrals, reports and outcomes.
Chain of Command
Start
Create PAS Program
Referal
Identify Single
Execute Scheduled
Event
Processes
Threshold Met
IPAS2
Figure 19:
The Refer to PAS Program process provides the ability for the chain of command to
refer an individual for a PAS Referral based on activities or observations that may be
outside the threshold and outlier evaluation processes. All referrals to the program will
be routed to a work queue tool that will be provided in the solution. The PAS Admin
Unit will complete the report in the IPAS2 Data Collection Solution and data regarding
the report and outcomes will be provided back to IPAS2 through the Data Warehouse
for Analysis and Reporting.
In the example above, Assignment 1 would be selected as the peer group for the
sample employee during the sample period because that is where the employee was
assigned for the majority of the sample period.
However, the assignment type may influence the sample if the employee was in an
assignment at any point over the 18 month period where an increased number of events
are acceptable (i.e. the Critical Response Team). If the employee had a high number of
events due to this assignment, it would skew the data for the peer group upwards and
potentially identify the individual as an outlier. To avoid this, it is necessary to rank
assignment types, so that the employee would be evaluated against others in the
Critical Response Team peer group instead. The system should be able to track the
percentage of time within each group as indicated in requirement F-5 below.
Some officers have desk assignments or other assignments that could also influence
the peer group sample. This may mean that an employee is assign to Patrol C for the
18 month period but was on desk assignment for the duration. In this case, the officer
may be assigned to a peer group with other officers on desk assignments for
comparison.
Additionally, data problems or specialty assignments (rifle officer, SWAT, field training
officer) may result in one officer being assigned to 3 different assignments over the
same time period.
Currently peer group assignments are categorized as sworn and civilian, however the
thresholds are the same for both categories. Being able to specify different event
thresholds for each category would make more sense.
4.4 Thresholds
The main objective for this functionality is to automate the function to provide
accurate and predictable results based on the threshold definition and the
exclusion criteria used to eliminate employees for referral for a PAS Activity
Review.
Threshold identification will become a new data source in IPAS2 that will provide
data for analysis and reporting regarding thresholds met, exclusions granted,
exclusions by type, PAS reviews, etc.
4.5 Outliers
The main objective for this functionality is to automate the function to provide
accurate and predictable results based on the outlier definition and the exclusion
criteria used to eliminate employees for referral for a PAS Activity Review.
Outlier identification will also become a new data source in IPAS2 that will
provide data for analysis and reporting regarding threshold events, outliers
identified, exclusions granted, exclusions by type, PAS review, etc.
5. Data Requirements
The objectives of this section are to define & describe the data requirements to
be supported.
6. Non-Functional Requirements
The objectives of this section are to List and describe each individual non-
functional requirement that must be supported by the system. The non-functional
requirements for a system are typically constraints on the functional requirements
that is, not what the system does, but how it is being done (how quickly, how
efficiently, how easily from the users perspective, etc.). Other non-functional
requirements may be required characteristics that are not part of the systems
functionality, e.g. conformance with legal requirements, scalability,
interoperability.
1. Technical Requirements
This section describes the technical requirements for IPAS2.
1.2 Security
Since much of the information in the IPAS system is sensitive in nature, a chain of
command model has been implemented to allow access to data based on the users
assignment within OPD. This chain of command is modeled within the PDB application,
and the IPAS2 solution will adhere to this authorization model with some minor changes
as described below. The following diagram shows how the IPAS system currently
implements data visibility based on assignment.
1.3 General
The IPAS2 solution will:
No. Requirement
E-1 Utilize the most recent release of Microsoft technologies including
SharePoint, InfoPath, SQL Server, SQL Server Integration Services,
SQL Server Analysis Services, and SQL Server Reporting Services.
E-2 Follow City-provided graphic and design standards.
E-3 Provide the ability to maintain multiple operating environments for
development, test, training and production.
2. Interface Requirements
2.1 Machine Interfaces
This application requires machine interfaces for:
IPAS2 Source Data Collection Solution
An object repository for file storage (new case management solution to be
determined)
Standalone Source Systems as previously identified.
1. Implementation Requirements
1.1 Overview
Vendors are required to present their concept of the project approach and organization
required for this project, indicating their understanding of the critical project elements
and the IPAS 2 objectives. Additionally, vendors are required to describe the
methodology and tools that will be used to complete identified project components. The
implementation requirements will identify what the City considers necessary to support
a single implementation of the IPAS2 solution. It is anticipated that vendors will use this
information to assist in the development of their response, and as input to the
development of the project schedule
These requirements are explicitly different from the Functional and Technical
Requirements and are related to the Project Management and Implementation activities
related to those requirements. It is anticipated that the Project Management and
Implementation Requirements will be considered in the Approach in the Bidders RFP
response, but the actual requirements will be addressed during the Project.
Figure 22:
Specific requirements related to Project Management are captured in the requirements
tables below. The Project Manager for the City will be the primary point of contact for
the Vendor Project Manager. Sierra Systems will lead the City Project Team and will be
responsible for the overall Project Management of the IPAS2 Project
1.3.2 Communication
No. Requirement
G-11 Vendor will prepare a Communication Plan which identifies activities
for the Implementation Phase
G-12 During development of the Communication Plan, the Vendor will
identify the communication mechanisms
1.3.3 Training
No. Requirement
G-13 Vendor will deliver one Train the Trainer session for IPAS2 Users
G-14 Vendor will deliver one Train the Trainer session for System
Administrators
G-15 Vendor will provide a Training Strategy that supports a train-the-
trainer model of training delivery for both system administrators and
end users. The training strategy must also outline the approach to
knowledge transfer for DIT employees required to support the IPAS2
solution. The Training Strategy must outline:
The type and number of sessions provided
The length of each session
Subject Matter to be covered in training
Tools and technology requirements for training
G-16 Vendor will conduct Knowledge Transfer activities in accordance with
the approved Training Strategy
1. Introduction
1.1 Purpose of Document
The purpose of this document is to describe completely, accurately and unambiguously
the detailed business information requirements of the Oakland Police Department
(OPD), with particular attention to those that are to be supported by the IPAS2 Data
Collection Solution.
2.2 Objectives
The objectives of this solution will be to decommission the current Microsoft Access
systems, eliminate reliance on manual forms and processes by allowing direct data
entry into the solution rather than capturing data on paper forms and retyping into the
solution, and to provide better data collection and reporting in the IPAS2 Solution.
The IPAS2 Data Collection solution will also provide a stable platform to expand the
capacity of data collection beyond the currently collected data and will support the
addition of other data sources and source system replacement over time.
The reliability, scalability and stability of the data provided by the system will assist the
PAS Program to report accurate data to the OPD to meet departmental requirements.
2.3 Scope
The IPAS2 Data Capture Solution will provide a system that will support data entry of
the workflows and data needs currently managed in the in-scope systems identified
below.
The scope of the IPAS2 Data Collection Solution includes the following:
2.4 Assumptions
The IPAS2 data capture solution will meet the constraints of the technology
requirements identified in Appendix B.
Case Evaluation
Vehicle Canine
Report (CER)
Requests/Deployment
Pursuits/Collisions
Reports
Incidents
Use of Force
Creates
Referrals
Supervisory Notes
Internal Affairs
Complaints
Division (IAD)
Summary Info.
IPAS2 Data Collection Solution
PAS Activity Report
Report Request
and Monitoring
OC Checkout Inventory
Views
Document
Management IPAS2 Data
Data Extract
Solution Warehouse
Figure 23:
Record Case Record Vehicle Request Canine Record Use of Receive Create Record OC Create PAS
Evaluation Pursuit Deployment Force Complaint Supervisory Note Checkout Report
Review
Record Vehicle Monitor PAS
Supervisory
Collision Activity
Notes
Figure 24:
Phase 1
Arrest Suspect,
Arresting
Start
Officer
Notified of CER
Decision
Receives Case
Investigator
Information
Reviews and
END
Approves Report
NO
IPAS2 Data
Collection
Solution
Create Case
Evaluation Report Update CER Send Notications IAD Concern? YES Referral sent to IAD
Figure 25:
Start
Officer
Vehicle Pursuit
Notified of Outcome
Occurs
No
Supervisor
Review Board
Creates Pursuit Supervisor Reviews
Required? (level
Record and enters finding
2&3)
YES
Department
Coordinator
Safety
YES
Figure 26:
Start
Employee
YES
No
Responding
Officer
Information entered
into FBR
Investigator
Traffic
Investigates
Collision signs off
Department
Coordinator
Safety
Reviews Collision
Information and Chief Signs Off
Finding NO
IPAS2 Data
Collection
Solution
IAD Complaint
Collision Record Finding Record Results Entered Discipline? Process
Created Created
YES
Figure 27:
Start Available?
Dispatch)
Request Handler
External to No End
Dept?
Canine Handler
Canine Handler
Canine Handler and
enters Details of Dog Bite? No End
Canine Deployed
Deployment
YES
Coordinator
Canine
Request
Information
Provided.
Supervisor
Canine
Use Of Force
YES Notified of Dog Bite Use of Force? Yes
Process
IPAS2 Data
Collection
Solution
Records Request
and Deployment Dog Bite? No End No
Information
Figure 28:
Start
Sergeant on Scene
NO
Notification
End
regarding outcome
Comm Centre
YES
Use of Force Log
Entry Made
NO
Use of Force
Coordinator
Reviews Use of
Use of Force Extension
Extension Granted YES Extension Granted Force Finding &
Notification Requested
Enters assessment
NO YES
IPAS2 Data
Collection
Solution
Use of Force Record Level 1 Use of Use of Force Record Supervisor Section Captains Section Use of Force Discipline? NO End
Completed Final Outcome
Initiated Force? Created Completed Review Board?
NO
YES
Internal Affairs
YES
Division
IAD Receive
IAD Complaint
Complaint
Process
Process
Figure 29:
Start
IAD Staff
Refer to
Receive Complaint
Receive Receive Notice Service appropriate
by Phone, Fax, YES End
Electronic of Level 1 Use of Complaint? division for
Mail, other
Referral Force response
Investigator
Traiining or
Further
IAD
Investigate No Discipline
Create Finding Action?
Complaint Required?
NO
No
Command
Chain of
NO
Enter Reason
Referral Not End
Accepted
Figure 30:
Start
Supervisor
Observes or
receives Reviews Employee Addendum
information No End
Feedback Created?
regarding staff.
YES
Employee
Provides
Notified of Entry NO End
Feedback?
YES
IPAS2 Data
Collection
Solution
Search for Enter Reason for Creates Supervisory Entry Created that
Employee accessing Records Notes Record relates to original
Entry
Figure 31:
To Supplemental
Documents
Review Supervisory Notes Process
Start
Supervisor
Generate entries to
Search Supervisory Enter Reason for Tracks and Records
Select Employee review based on End
Notes Review Access
search criteria
Solution
Figure 32:
YES
Start
Officer
Supervisor Reviews
and Approves YES
Request
Property Unit
Equipment return
requested due to Yes Provide
expiry, retirement, Receives Old OC Request return of Receives Old
replacement
medical Canister OC Canister Canister
canister
IPAS2 Data Collection Solution
Supervisor
Canister Request Record Canister Record Canister
Approval NO End
Created Data data
Required?
Request return of
OC Canister
Figure 33:
Phase 1
IPAS2 Data Collection
Start
PAS Admin Unit
Review Report,
Confirm/ Notification of Appeal
Notification of
Recommend Disposition Submitted?
NO Disposition
Disposition
YES
Chain Of
Review Report,
Referral for PAS Confirm/ Notification of
Review Recommend Disposition
Disposition
Chief Of
Police
Figure 34:
Phase 1
IPAS2 Data Collection Solution
Start
No
Command
Chain of
YES
Immediate &
Second Line
Supervisors
NO
Figure 35:
Supplemental None
Documents
Phase 1
Administrator
Request
IPAS 2 Data
Collection
System
Figure 36:
<<extends>>
Create IAD
IPAS2 System
Referral
<<extends>>
<<uses>>
Send
<<extends>>
Record Notification
Responding Vehicle <<extends>>
Officer Collision
OPD Supervisor
<<extends>>
Record
Traffic Pursuit Route Record
Investigator to Another
<<Uses>> User
Record
Canine
Information
Department <<Uses>> Canine Coordinator
Safety Officer
Record
Canine
Request
Figure 37:
<<uses>>
Record UOF
Distribution
& Form Links
Figure 38:
Receive IAD
Complaint
<<Uses>> Retrieve
Employee
Information
<<extends>>
Create IAD
Complaint Send
<<extends>> Notification
<<uses>>
<<extends>>
Record IAD
Complaint Create
IAD Investigator Chronological
Finding
Log
<<extends>>
Figure 39:
Request OC
Checkout <<extends>>
Route Record
OPD Staff to Another
User
Record OC
Checkout
OPD Supervisor
Request PAS
Report Chain of
Command
IPAS2 System
Create PAS
Report
PAS Review
Create PAS Panel
PAS Admin Unit
Disposition
Strategy <<extends>>
<<extends>>
Record PAS
<<extends>>
Meeting
Send
<<extends>>
Notification
<<extends>>
End PAS
Monitoring
Figure 40:
Figure 41:
Search
Record
OPD Staff
<<extends>>
Print Record
Figure 42:
System
Retrieve
Employee
Information
OPD Staff
Figure 43:
Record Case
Evaluation
OPD
Investigator <<Uses>> Supervisor
<<extends>> Retrieve
Employee
Information
Send
Notification
<<extends>>
Route Record
to Another
User
Figure 44:
System
Create IAD
Referral
IPAS2 System
Figure 45:
Send
Notification
Record
Pursuit
<<Uses>> Department
<<Uses>> Safety
OPD Coordinator
Supervisor
Send Retrieve
Notification Employee
Information
<<Uses>>
<<Uses>>
Route Record
to Another
Create IAD User
Referral
Figure 46:
Record
Collision
Department
Responding <<Uses>> <<Uses>> Safety
Officer Coordinator
Send Retrieve
Notification Employee
Information
Traffic
Investigator
<<Uses>>
<<uses>>
Route Record
to Another
User
Create IAD
Referral
System
Record
Canine
Information
Canine
Coordinator <<Uses>>
Retrieve
Employee
Information
Figure 47:
Issues/Notes:
4.2.10.2 Use Case Activity Diagram
System
Record
Canine
Request Canine
Handler
Canine
Coordinator <<Uses>>
Retrieve
Employee
Information
Figure 48:
System
Record Use
of Force
<<Uses>>
Comm Centre
<<uses>> Retrieve
Employee
Information
Send
Notification
<<uses>>
Create IAD
Referral
Figure 49:
Investigate
Use of Force
<<Uses>>
OPD
Supervisor
<<uses>> Retrieve
Employee
Information
Send
Notification
<<uses>>
Create IAD
Referral
Figure 50:
Approve Use
of Force
Investigation
UOF
Coordinator
<<Uses>>
Division
Commander
<<uses>> Retrieve
Employee
Information
Send
Notification
<<uses>>
Create IAD
Referral
System
Record UOF
Distribution
& Form Links
UOF
Coordinator
Figure 51:
Issues/Notes:
System
Request UOF
Investigation
Extension Division
Commander
OPD
Supervisor <<Uses>>
<<Extends>>
Figure 52:
System
Track Use of
Force
Investigation
UOF
Coordinator
IPAS2
Figure 53:
Create
Chronological
Log
IPAS2 System
OPD Staff
Figure 54:
Search IAD
Complaint
IAD Staff
System
Receive IAD
Complaint
IAD Staff
Create IAD
Complaint
<<Uses>>
<<extends>>
Create
Chronological
Log
Figure 56:
System
Record IAD
Complaint
Finding <<Uses>>
<<extends>>
Create
Chronological
Log
Figure 57:
System
Create
Supervisory
Note
OPD Staff
<<extends>>
Send
Notification
Figure 58:
System
Review/
Append
Supervisory
Note
<<Extends>> OPD
OPD Staff
<<Uses>> Supervisor
Search
Send Record
Notification
Figure 59:
Issues/Notes:
4.2.24.2 Use Case Activity Diagram
System
Create OC
Inventory
Property Unit
Figure 60:
System
Request OC
Checkout
<<Uses>>
Send
Notification
Route Record
to Another
User
Figure 61:
System
Record OC
Checkout
OPD
OPD Officer Supervisor
Property Unit
Figure 62:
System
Request PAS
Report
Figure 63:
Create PAS
Report
Chain of
PAS Admin <<Uses>> Command
Unit
Send
Notification
PAS Review
Panel
Figure 64:
System
Create PAS
Disposition
Strategy
OPD
Supervisor
<<extends>>
Send
Notification
Record PAS
Meeting
Chain of
OPD <<Uses>> Command
Supervisor <<Uses>>
PAS Admin
Unit
Figure 65:
End PAS
Monitoring
PAS Review
OPD <<Uses>> Panel
Supervisor <<Uses>>
PAS Admin
Unit
Figure 66:
Route Record
to Another
User
Record
Form Creator Recipient
Figure 67:
Update Code
Tables
System
Administrator
Figure 68:
Audit User
Activity
System
Administrator
Print Record
OPD Staff
Figure 69:
PROFESSIONAL SERVICES
AGREEMENT
BETWEEN THE CITY OF OAKLAND
AND ________________________________________
1. Definitions
2. Priority of Documents
3. Conditions Precedent
4. Statement of Work
5. Initial Term
6. City Requirements and Project Deliverables
7. Contractor Warranty and Indemnification of Services
8. Payment
9. Acceptance
10. Proprietary or Confidential Information of the City
11. Ownership of Results
12. Change Notices
13. Liquidated Damages for Contractors Unexcused, Untimely Performance
14 Limitation on Liability
15. Performance Bond)
16. Indemnification
17 Termination
18. Dispute Resolution
19 Commencement, Completion and Close-out
20. Bankruptcy
21, Assignment
22. Agents/Brokers
23. Publicity
24. Conflict of Interest
25. Validity of Contracts
26. Governing Law
27. Headings
28. Construction
29. Waiver
30. Independent Contractor
31. Attorneys Fees
32. Counterparts
33. Remedies Cumulative
34. Severability/Partial Invalidity
35. Access
36. Entire Agreement of the Parties
37. Modification
38. Notices
39 Right to Offset
40 No Third Party Beneficiary
41. Survival
42. Time is of the Essence
EXHIBITS
This Agreement to provide Professional Services and Related Products as applicable and
as set for with specificity herein [Agreement] is entered into as of the date when fully
executed below between___________________________, a
______________________corporation (Contractor) and the City of Oakland (City), a
municipal corporation, One Frank H. Ogawa Plaza, Oakland, California 94612, who agree
as follows:
RECITALS
This Agreement is made with reference to the following facts and objectives:
A. WHEREAS, the City Council has authorized the City Administrator to enter into
contracts for professional or specialized services if the mandates of Oakland City
Charter Section 902(e) have been met; and
B. WHEREAS, Contractor is the developer or distributor of software products, hardware
and provides related professional services [Services]; and
C. WHEREAS, City is part of and provides information technology services to the various
City departments, offices, and programs; and
D. WHEREAS, City wishes to acquire Contractors Services as specifically set forth in this
Agreement, including the Statement of Work [SOW] attached hereto and
E. WHEREAS, the following Exhibits and Schedules are attached to and incorporated by
reference into this Agreement:
Exhibit 1 Statement of Work
Exhibit 2 Bill of Materials
Exhibit 3 Maintenance Agreement
Exhibit 4 Performance Bond
Exhibit 5 Contractors RFP Proposal and Project Proposal Presentation
Exhibit 6 Contract Compliance Provisions
Exhibit 7 City Schedules
2. Priority of Documents
In the event of conflicting provisions as between the following documents, except
as otherwise expressly stated, the provisions shall govern in the following order:
the Amendments to this Agreement, Change Notices (as defined in Section
[INSERT] of this Agreement) in reverse chronological order of adoption, this
Agreement and its Exhibits. The Exhibits shall govern in numerical order as set
out in this Agreement.
3. Conditions Precedent
a Contractor must provide City with the following before the Agreement will
become effective:
(1). A copy of Contractors City of Oakland Business Tax License which
must be kept current for the duration of the Agreement and shall be
attached to this Agreement as part of Exhibit 5
;
4. Statement of Work
Contactor agrees to perform the services (Services) and provide the
deliverables (Deliverables) specified in EXHIBIT 1 the Statement of Work,
which is attached to this Agreement and incorporated herein by this reference.
5. Initial Term
The Initial Term of this Agreement shall start when it is executed in full by all
Parties and end upon the satisfactory completion of all tasks set forth in the
SOW, and the provision of all Services called for hereunder, unless extended by
the written Agreement of the Parties or sooner terminated as provided herein.
8. Payments.
a. Upon performance of the Services (as defined in Section 6 of this Agreement and
in the Statement of Work) and the completion of each Deliverable (as defined in
Section 6 of this Agreement and in the Statement of Work) which City has
previously Authorized (as defined in Section 8(c) of this Agreement), and Citys
Acceptance (as defined in Section 8(c) of this Agreement) of that Deliverable,
Contractor will invoice City for the Services and Deliverable. The invoice must be
accompanied by an Acceptance Certificate (as defined in Section 9.3(b) of this
Agreement) for the Services or Deliverable being invoiced. City will pay
Contractors invoice within thirty (30) days of Citys receipt of Contractors
invoice. All such payments from the City shall be in immediately available funds
and in U.S. dollars. Any amounts invoiced for Deliverables for which City has
provided its Acceptance which City has not paid within 30 days of Citys receipt
of Contractors invoice shall accrue interest at the rate of six percent (6%) per
annum until paid in full.
b. For the purposes of this Agreement:
(i) Authorized shall mean that the City has reviewed the proposed project
plan [Project Plan] with Contractor during the bi-weekly meetings
between the Parties as set out in the Statement of Work attached to this
Agreement as Exhibit 1 (SOW) and has provided written approval to
Contractor to continue providing the Services and Deliverables
contemplated under the Project Plan.
(ii) Acceptance or Accepted shall mean that the City has reviewed the
Authorized Services or Deliverables upon Contractors completion of same
and accepted them, in writing, in accordance with Section 14 of this
Agreement and as provided in the SOW.
c. Contractor acknowledges and agrees that City shall have no obligation
whatsoever to pay Contractor for any Services or Deliverables performed which
have not been Authorized by the City as contemplated herein. Contractor further
acknowledges and agrees that City shall have no obligation whatsoever to pay
Contractor for any Services or Deliverables it has not Accepted as provided
herein (Acceptance, Section 14).
(b) For each Deliverable, when corrective action is required by the Citys
written notice of deficiencies, Contractor shall have five (5) Business
Days, or such longer period of time as the Parties may agree upon, to
correct the deficiencies City has identified as provided herein [Corrective
Action Period];
(c) For each Deliverable, Contractor shall be given at least two opportunities
to correct the deficiencies identified by the City, unless the Parties
otherwise mutually agree;
(d) Contractor shall correct any deficient Deliverables for which the City has
delivered written notice to Contractor as set out in subsection 14.1(b)
above such that the Deliverable complies with the requirements set out
under this Agreement,
(f) Changes to Deliverables for which the City has provided Acceptance will
be handled through the Change Notice process set out at Section 11 of
this Agreement and Contractor will start no work on any change until the
Parties have approved and executed any applicable Change Notice.
9.2 Upon delivery by Contractor of any Deliverable and within the Acceptance
Period, the City shall review such Deliverable to determine if such Deliverable
meets the applicable Acceptance Criteria as set out in the SOW, and
(c) if the City fails to provide written notice rejecting the Deliverable, or fails to
respond to Contractor in writing by the end of the Acceptance Period, then
the City will be deemed to have Accepted such Deliverable.
(d) Once the City Accepts a Deliverable under the terms of this Section 14,
including its subparts, City will issue Contractor an Acceptance Certificate
which must accompany Contractors invoice to City for that Deliverable.
9.3 For the purposes of this Agreement:
a. Acceptance Criteria means reasonable and objective criteria jointly established
and agreed to in writing by the City and Contractor describing the criteria for the
completion and acceptability of Deliverables all as more particularly set out in the
SOW;
b. Acceptance Certificate means a certificate authorized and signed by the City indicating
that the City has Accepted the specific Deliverable or Service to which the Acceptance
Certificate relates,
16. Indemnification
(a) General Indemnification. Contractor shall indemnify, hold harmless, and (at
Citys request with Counsel acceptable to City), defend City, its Council
members, directors, officers, employees, agents, servants, and independent
contractors (each of which persons and entities are collectively referred to herein
as Indemnitees) from any and all actions, causes of actions, claims, injuries
(including, without limitation, injury to or death of an employee of Contractor or
any of its structures), liabilities (of every kind, nature and description), losses,
demands, debts, liens, obligations, judgments, administrative fines, damages,
(incidental or consequential) costs, expenses, and attorneys fees (collectively
referred to herein as Actions) caused by or arising out of:
(1) any grossly negligent (passive or active) or willful acts or omissions in the
course of performance by Contractor under this Agreement,
(2) any claim for personal injury (including death) or property damage to the
extent based on the strict liability or caused by any negligent act, error or
omission of Contractor;
(b) Proprietary Rights Indemnity. Contractor shall indemnify, defend, save and hold
harmless Indemnitees from any and all Actions arising out of claims that the
Software, infringes upon or violates the Intellectual Property Rights of others. If
the Software will become the subject of an Action or claim of infringement or
violation of the Intellectual Property Rights of a third party, City, at its option shall
require Contractor, at Contractors sole expense to: (1) procure for City the right
to continue using the Software; or (2) replace or modify the Software so that no
infringement or other violation of Intellectual Property Rights occurs, if City
determines that: (A) such replaced or modified Software will operate in all
material respects in conformity with the then-current specifications for the
Software; and (B) Citys use of the Software is not impaired thereby.
Contractors obligations under this Agreement will continue uninterrupted with
respect to the replaced or modified Software as if it were the original Software.
(c) For the purposes of the indemnification obligations set forth herein, the term
Contractor includes, without limitation, Contractor, its officers, directors,
employees, representatives, agents, servants, sub consultants, and
subcontractors.
(d) Contractor acknowledges and agrees that it has an immediate and independent
obligation to indemnify and defend Indemnitees from any Action which potentially
falls within this indemnification provision, which obligation shall arise at the time
an Action is tendered to Contractor by City and continues at all times thereafter,
17. Termination
(a) Termination for Breach. If Contractor breaches any material obligation under this
Agreement and fails to cure the breach within 30 days of receipt of written notice
from City of said breach, City may terminate the Agreement and, at its option: (i)
subject to the Limitation on Liability (Section 14), recover all direct damages it
incurs as a result of Contractors breach; (ii) require that Contractor repay City all
monies City has paid Contractor under this Agreement or (iii) retain the portion
of Contractors Deliverables that the City has accepted and paid Contractor for
and complete performance of the Agreement with another vendor. In the event
City elects to complete performance of the Agreement with another vendor,
Contractor shall remain liable for any increase in costs to City of completing the
Agreement in excess of the price City would have paid Contractor for completing
the Agreement.
(b) Contractor may terminate this Agreement if City breaches a material provision of
the Agreement and does not cure the breach within 30 days of written notice
from Contractor of said breach. In such event, Contractor will be entitled to
payment for Deliverables which City has accepted in accordance with the Testing
and Acceptance provisions of this Agreement.
(c) Bankruptcy. Either party may immediately terminate this Agreement if (i) the
other party files a petition for bankruptcy or has filed against it an involuntary
petition for bankruptcy which is not dismissed within 60 days of its filing, (ii) a
21. Assignment
Contractor shall not assign or otherwise transfer any rights, duties, obligations or
interest in this Agreement or arising hereunder to any person, persons, entity or
entities whatsoever without the prior written consent of the City and any attempt to
assign or transfer without such prior written consent shall be void. Consent to any
single assignment or transfer shall not constitute consent to any further assignment
or transfer. In the event that Contractor assigns this Agreement in compliance with
this provision, this Agreement and all of its provisions shall inure to the benefit of
and become binding upon the parties and the successors and permitted assigns
of the respective parties.
22. Agents/Brokers
Contractor warrants that Contractor has not employed or retained any
subcontractor, agent, company or person other than bona fide, full-time
employees of Contractor working solely for Contractor, to solicit or secure this
Agreement, and that Contractor has not paid or agreed to pay any subcontractor,
agent, company or persons other than bona fide employees any fee,
commission, percentage, gifts or any other consideration, contingent upon or
resulting from the award of this Agreement. For breach or violation of this
warranty, the City shall have the right to rescind this Agreement without liability
or, in its discretion, to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage or gift.
23. Publicity
Any publicity generated by Contractor for the project funded pursuant to this
Agreement, during the term of this Agreement or for one year thereafter, will make
reference to the contribution of the City of Oakland in making the project possible.
The words City of Oakland will be explicitly stated in all pieces of publicity,
including but not limited to flyers, press releases, posters, brochures, public service
announcements, interviews and newspaper articles.
27. Headings
Headings and captions used to introduce Sections and paragraphs of this
Agreement are for convenience, only, and have no legal significance.
28. Construction
(b) The language in all parts of this Agreement and any Purchase Order,
Change Order, or Change Notice, shall in all cases be construed in whole,
according to its fair meaning, and not strictly for or against, either
Contractor, City regardless of the drafter of such part.
29. Waiver
No covenant, term, or condition of this Agreement may be waived except by written
consent of the party against whom the waiver is claimed and the waiver of any term,
covenant or condition of this Agreement shall not be deemed a waiver of any
32. Counterparts
This Agreement may be executed in any number of identical counterparts, any
set of which signed by both parties shall be deemed to constitute a complete,
executed original for all purposes.
37. Modification
Any modification of this Agreement will be effective only if it is in a writing signed
by all parties to this Agreement.
cc: (name)
Deputy City Attorney
1 Frank Ogawa Plaza, 6th Fl.
Oakland, CA 94612
(Contractor) _________________________
_________________________
_________________________
_________________________
Any party to this Agreement may change the name or address of representatives
for purpose of this Notice paragraph by providing written notice to all other
parties ten (10) business days before the change is effective.
All claims for money or to become due from City shall be subject to deduction or
offset by City from any monies due Contractor by reason of any claim or
counterclaim arising out of this Agreement or any Purchase Order, Change
Order, or Change Notice or any other transaction with Contractor. To the extent
that there are amounts due to the City and to a state or federal funding agency,
and the amount of the offset is insufficient to pay such amount in full, the amount
of the offset shall be prorated between the City and such state or federal funding
agency in proportion to the amounts due them.
41. Survival
Sections (2, 7, 8, 9, 10, 14, 15, 17, 26 and 40) of this Agreement, along with any
other provisions which by their terms survive, shall survive the expiration or
termination of this Agreement.
43. Authority
Each individual executing this Agreement or any Purchase Order, Change Order
or Change Notice, hereby represents and warrants that he or she has the full
power and authority to execute this Agreement or such Purchase Order, Change
Order or Change Notice, on behalf of the named party such individual purports to
bind.
SO AGREED:
_________________________________ ________________________________
(City Administrators Office) (Date) (Signature)
(Date)
_________________________________ _________________________________
(Department Head Signature) (Date) Business Tax Certificate No.
____________________________________
(City Attorneys Office Signature) (Date)
INSURANCE REQUIREMENTS
PROFESSIONAL AND SPECIALIZED SERVICES AGREEMENTS
(Revised 08/01/11)
a. General Liability, Automobile, Workers Compensation and Professional Liability
Consultant shall procure, prior to commencement of service, and keep in force for
the term of this contract, at Consultant's own cost and expense, the following
policies of insurance or certificates or binders as necessary to represent that
coverage as specified below is in place with companies doing business in California
and acceptable to the City. If requested, Consultant shall provide the City with
copies of all insurance policies. The insurance shall at a minimum include:
i. Commercial General Liability insurance shall cover bodily injury, property
damage and personal injury liability arising from premises operations,
independent Consultants, products-completed operations personal &
advertising injury and contractual liability. Coverage shall be at least as broad
as Insurance Services Office Commercial General Liability coverage
(occurrence Form CG 00 01)
A. Coverage afforded on behalf of the City, Councilmembers, directors,
officers, agents and employees and volunteers shall be primary
insurance. Any other insurance available to the City
Councilmembers, directors, officers, agents and employees and
volunteers under any other policies shall be excess insurance (over
the insurance required by this Agreement).
B. Limits of liability: Consultant shall maintain commercial general
liability (CGL) and, if necessary, commercial umbrella insurance
with a limit of not less than $2,000,000 each occurrence. If such
CGL insurance contains a general aggregate limit, either the
general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the
required occurrence limit.
ii. Automobile Liability Insurance. Consultant shall maintain automobile
liability insurance for bodily injury and property damage liability with a limit of
not less than $1,000,000 each accident. Such insurance shall cover liability
arising out of any auto (including owned, hired, and non-owned autos).
Coverage shall be at least as broad as Insurance Services Office Form
Number CA 0001. .
This is an ___ Original ___ Revised form (check one). If Original, complete all that
applies. If Revised, complete Contractor name and any changed data.
Type of Submission (check one) ___ Bid ___Proposal ___ Qualification ___ Amendment
Majority Owner (if any). A majority owner is a person or entity who owns more than
50% of the contracting firm or entity.
The Oakland Campaign Reform Act limits campaign contributions and prohibits
contributions from contractors doing business with the City of Oakland and the Oakland
Redevelopment Agency during specified time periods. Violators are subject to civil and
criminal penalties.
Signature Date
By
________________________________
Date Received by City: ____/____/____ _____
Severity Levels
For the purpose of this RFP, Severity Levels (1 through 4) are defined as:
1. Critical: System feature or function does not work or performance is
unacceptable and a significant part of the user population cannot perform their
duties.
2. Serious: System feature or function does not work or performance is
unacceptable and there is no known or established work-around that permits the
System to work during remediation.
3. Moderate: System feature or function does not work or performance is
unacceptable and there is a known or established work-around that permits the
System to work during remediation.
4. Minor: No disruption of operation or performance.
Service Levels for Deficiency Remediation for IPAS2 and Source Systems