Resolution No. 93521
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
WE
RESOLUTION NO. 9352
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF A
CONTRACT FOR SOFTWARE DEVELOPMENT BY AND BETWEEN
THE CITY OF VERNON AND ANGEL CITY DATA, LLC FOR
DATABASE TRACKING SYSTEM FOR THE FIRE DEPARTMENT
WHEREAS, the Fire Department desires the services of a
vendor to assist in the development and implementation of a customized
database tracking system that will consolidate its data that is
currently in various FileMaker software programs into one
comprehensive FileMaker program to increase productivity and
efficiency by eliminating separate data entry and maintenance of
11information and increase reporting capabilities (the "Database
Tracking System"); and
WHEREAS, the Fire Department has determined that Angel City
Data, LLC ("Angel City") is an expert in the development and
implementation of FileMaker data systems; and
WHEREAS, the City and Angel City desire to enter into a
software development contract setting forth the terms and conditions of
the services to be performed for the creation, installation, testing,
training and conversion of the new Database Tracking System; and
WHEREAS, Angel City is proposing that the Database Tracking
System be built in three phases with the first phase being the building
of the FileMaker Pro foundation, the second phase being the automation
of the system and the third phase taking the system to the web; and
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (a) of
Section 2.27 of the Vernon City Code, it is in the public interest and
1 necessity to enter into a contract with Angel City for the purchase of
2 the Database Tracking System to enhance services provided to the Vernon
3 community.
4 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
5 CITY OF VERNON AS FOLLOWS:
6 SECTION 1: The City Council of the City of Vernon hereby
7 finds and determines that the recitals contained hereinabove are true
8 and correct.
9 SECTION 3: The City Council of the City of Vernon hereby
10 approves the Contract for Software Development with Angel City, in
11 substantially the same form as the copy which is attached hereto as
12 Exhibit A and incorporated by reference.
13 SECTION 4: The City Council of the City of Vernon hereby
14 authorizes the Mayor or Mayor Pro-Tem to execute the Contract with
15 Angel City for, and on behalf of, the City of Vernon and the City
16 Clerk is hereby authorized to attest thereto.
17 SECTION 5: The City Council of the City of Vernon hereby
18 directs the City Clerk, or her designee, to give one fully executed
19 Contract to:
20 Angel City Data, LLC
Attn. David Knight
21 150 E. Olive Avenue, Suite 213
22 Burbank, CA 91502
23 SECTION 6: The City Council of the City of Vernon hereby
24 authorizes the City Administrator, or his designee, to make whatever
25 nonsubstantive, administrative and/or text changes, upon advice of
26 counsel, to the Contract.
27
28
2 _
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
SECTION 7: The City Clerk of the City of Vernon shall
certify to the passage of this resolution, and thereupon and
thereafter the same shall be in full force and effect.
APPROVED AND ADOPTED this 25th day of June, 2007.
AT EST:
M NUELA GIR ity Clerk
�— Leonis C. Name: Malburg
Title: Mayor /,
- 3 -
1 STATE OF CALIFORNIA )
ss
2 COUNTY OF LOS ANGELES )
3
4 I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby
5 certify that the foregoing Resolution, being Resolution No. 9352, was
6 duly adopted by the City Council of the City of Vernon at a special
7 meeting of the City Council duly held on Monday, June 25, 2007, and
8 thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of!
9 Vernon.
10
11
MANUELA IR N, City Clerk
12
13 (SEAL)
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
4 -
EXHIBIT
0
CONTRACT FOR SOFTWARE DEVELOPMENT
This is a contract to develop database and/or web software between Angel City Data, LLC (vendor) and
Vernon Fire Dept (client).
Project Scope
The attached document, Project Estimate VFDO02-5 (estimate) establishes the functional and structural
requirements for designing and building a FileMaker Pro database system (the system) for managing many
facets of client's operation. For a full list of all functions comprised by this system, please refer to the
aforementioned estimate.
Justification
The system will provide the tools necessary for increasing productivity, minimizing redundant data entry,
and presenting data and reporting capabilities that previously required manual assembly. The system will
provide management with tools for verifying accountability and follow through of various staff members.
The system will feature several automated routines that previously required manual execution. The
system design will also provide extensive scalability, allowing the system to grow considerably without
special handling or additional programming. The new system will potentially provide a much higher level
of security than current systems and will provide opportunities for future integration with other client
systems.
Exclusions from Functionality
It is understood that no printed documentation will accompany the system. Please note that this can be
arranged separately at anytime, subject to hourly charges. Please also note that many verbally discussed
or previously documented items will not be included in this initial phase of development but may be added
at a later time. Migration of existing data is also excluded from this initial phase but can be done by VFD
staff or through vendor (additional charges apply).
Security
The system will provide specific levels of security as detailed in the estimate.
System Platform
The system will be designed primarily for both Windows XP, Vista and Mac OS X Operating system use.
The FileMaker Pro system will work across the client's existing network. Client will provide an approved
environment (computers and network) for running FileMaker Pro software over. Vendor will make
recommendations to the client to achieve the above environment. Please note that system will utilize
FileMaker Pro version 8.5 and therefore requires that all computers be running compatible operating
systems.
The Estimate
Vendor represents that all requirements stated in the Project Estimate are those that the Client has
deemed necessary and complete. Vendor is confident that the estimates provided herein are sound.
Therefore, the total estimated amount of 385 hours of work shall not be exceeded without prior written
justification and subsequent consent by an authorized representative of the Client.
Omissions
It is the Client's responsibility to ensure that all requirements are properly documented and accounted for
in the Project Estimate. Any errors in or omissions from the signed Project Estimate and Contract are the
sole responsibility of the client once the project has begun. Vendor will schedule review calls or meetings
with primary client contacts to update progress of project and approvals for necessary processes to move
forward.
Payment Schedule
30% of the estimated project cost is due and payable upon execution of this agreement and must be
received before the project can begin. An additional 50% of the total will be due at the project midpoint.
Remaining 20% will be due upon successful delivery and acceptance by client. Any items subject to actual
billing ("rough estimate" or "to be determined" or third party software items) will be billed as they occur
during normal billing cycles (1st and 15th of each month).
Changes to scope of work u%i`'
Client requested changes to the scope of work set forth in the Project Estimate will be handled by4hange
orders and are subject to additional charges at $150/hr rate. Each change order will be estimated and
approved by client signature prior to being implemented.
Client Acceptance
Upon installation of the completed work, it is the responsibility of the Client to verify that the work
accurately represents what is stated in the Project Estimate and other related documents. Client will be
asked to sign a Document of Delivery upon acceptance of the work product. Should there be any issues
or discrepancies, the Client must present them in writing to vendor within 30 business days. Vendor
agrees to resolve any issues in a timely manner.
Client approval of all completed requirements constitutes compliance by Vendor, entitles Vendor to any
remaining compensation and removes Vendor from any liability for specifications not listed in any
supporting project documentation.
Please note that upon system installation and final payment, vendor will provide client with master
password to software, and full ownership of the software will be transferred to client to do with it as they
see fit. Client will be under no obligation to vendor from that day forward.
Technical Support
Vendor will provide 90 days free technical support on all systems developed or purchased under this
contract. Vendor warrants that the system will function properly and according to specifications stated in
the Project Estimate and related documents for a period of 90 days upon completion date of the project so
long as the database structure, layouts & scripts remain untouched by the Client's employees or agents
(anyone other than Vendor personnel). Any system problems that occur as a result of faulty hardware, 3rd
party software conflicts or any deviations from the conditions specified are not covered under this
warranty.
Example of Work
Vendor reserves the right to include the system/database developed for Client in its portfolio as an
example of work to potential clients and/or professional trade organizations. Vendor will obtai cli nt a;RIT rA-1
approval of system and database documentation used prior to presenting. Vendor understands the
sensitivity of client information and therefore promises to use only sample (mock) data in the portfolio.
Limits of Liability
Except in the event of gross negligence on the part of the vendor, the vendor shall not be liable towards
the Client for any fault or any direct or indirect damage resulting there from, and the Client shall
indemnify the Vendor and hold it harmless from and against all claims, including all claims under a
warranty, in any of the following cases:
-Modifications made to the System or its components by a person other than the Vendor or a person
reporting to the Vendor;
-Hardware or software modifications or additions made to the computer equipment which affect the proper
operation of the System or its components;
-The introduction of a computer virus into the computer equipment which affects the proper operation of
the System or its components;
-The migration of the System and its components to a different hardware or software environment;
-The loss of business opportunities or income relating to the operation or failure to operate of the System.
or its components; and
-Unlawful or unauthorized third party hacking into the computer equipment.
UNLESS OTHERWISE PROVIDED FOR IN THIS AGREEMENT, UNDER NO CIRCUMSTANCES WILL
THE VENDOR (INCLUDING, IF APPLICABLE, ITS SUBSIDIARIES AND PARENT COMPANY, AND ITS
SHAREHOLDERS, DIRECTORS, OFFICERS, EXECUTIVES, EMPLOYEES, ASSOCIATES AND
VENDORS) BE HELD LIABLE TOWARDS THE CLIENT OR ANY THIRD PARTY FOR ANY INDIRECT,
CONSEQUENTIAL, SPECIAL, PUNITIVE OR EXEMPLARY DAMAGES, INCLUDING, WITHOUT
LIMITATION, ANY LOSS OF PROFITS OR OTHER ECONOMIC LOSS (RESULTING FROM A
CONTRACTUAL OR EXTRA -CONTRACTUAL FAULT OR FROM NEGLIGENCE), EVEN IF THE VENDOR
HAS BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES. CERTAIN JURISDICTIONS
PROHIBIT THE EXCLUSION OR LIMITATION OF LIABILITY FOR INDIRECT OR CONSEQUENTIAL
DAMAGES, AND IT IS POSSIBLE THAT ONE OR MORE OF THE AFOREMENTIONED EXCLUSIONS
OR LIMITATIONS WILL NOT APPLY. IT IS ALSO POSSIBLE THAT THE CLIENT MAY HAVE OTHER
RIGHTS, WHICH RIGHTS MAY VARY FROM ONE PLACE TO ANOTHER. UNDER NO
CIRCUMSTANCES WILL THE VENDOR'S TOTAL LIABILITY TOWARDS THE CLIENT EXCEED THE
VALUE OF THE SERVICES RENDERED TO THE CLIENT AND PAID FOR BY IT. THE CLIENT
EXPRESSLY RELEASES THE VENDOR FROM ANY LIABILITY EXCEEDING THE SAID LIMIT.
Duration
The terms and pricing of this Requirements Specification and Project Estimate are deemed time -sensitive
and must be executed within 60 days (until 6/3/2007). If this contract is not executed prior to or on this
date, this contract and all the terms within are null and void and related pricing and terms are subject to
change.
Project Estimate Project Estimate VFD002-5 & above contract:
Agreed to by Vendor: Agreed to by Client:
Sign & Date
David A. Knight
President
Angel City Data LLC
Sign & Date
Name Printed
Title
SUPPORTING
DOCUMENTS
CONTRACT FOR SOFTWARE DEVELOPMENT
This is a contract to develop database and/or web software between Angel City Data, LLC (vendor) and
Vernon Fire Dept (client).
Project Scope
The attached document, Project Estimate VFDO02-5 (estimate) establishes the functional and structural
requirements for designing and building a FileMaker Pro database system (the system) for managing many
facets of client's operation. For a full list of all functions comprised by this system, please refer to the
aforementioned estimate.
Justification
The system will provide the tools necessary for increasing productivity, minimizing redundant data entry,
and presenting data and reporting capabilities that previously required manual assembly. The system will
provide management with tools for verifying accountability and follow through of various staff members.
The system will feature several automated routines that previously required manual execution. The
system design will also provide extensive scalability, allowing the system to grow considerably without
special handling or additional programming. The new system will potentially provide a much higher level
of security than current systems and will provide opportunities for future integration with other client
systems.
Exclusions from Functionality
It is understood that no printed documentation will accompany the system. Please note that this can be
arranged separately at anytime, subject to hourly charges. Please also note that many verbally discussed
or previously documented items will not be included in this initial phase of development but may be added
at a later time. Migration of existing data is also excluded from this initial phase but can be done by VFD
staff or through vendor (additional charges apply).
Security
The system will provide specific levels of security as detailed in the estimate.
System Platform
The system will be designed primarily for both Windows XP, Vista and Mac OS X Operating system use.
The FileMaker Pro system will work across the client's existing network. Client will provide an approved
environment (computers and network) for running FileMaker Pro software over. Vendor will make
recommendations to the client to achieve the above environment. Please note that system will utilize
FileMaker Pro version 8.5 and therefore requires that all computers be running compatible operating
systems.
The Estimate
Vendor represents that all requirements stated in the Project Estimate are those that the Client has
deemed necessary and complete. Vendor is confident that the estimates provided herein are sound.
Therefore, the total estimated amount of 385 hours of work shall not be exceeded without prior written
justification and subsequent written consent by an authorized representative of the Client.
Omissions
It is the Client's responsibility to ensure that all requirements are properly documented and accounted for
in the Project Estimate. Any errors in or omissions from the signed Project Estimate and Contract are the
sole responsibility of the client once the project has begun. Vendor will schedule review calls or meetings
with primary client contacts to update progress of project and approvals for necessary processes to move
forward.
Payment Schedule
30% of the estimated project cost is due and payable upon execution of this agreement and must be
received before the project can begin. An additional 50% of the total will be due at the project midpoint.
Remaining 20% will be due upon successful delivery and acceptance by client. Any items subject to actual
billing ("rough estimate" or "to be determined" or third party software items) will be billed as they occur
during normal billing cycles (1st and 15t" of each month).
Changes to scope of work
Client requested changes to the scope of work set forth in the Project Estimate will be handled by written
change orders and are subject to additional charges at $150/hr rate. Each change order will be estimated
and approved by client signature prior to being implemented.
Client Acceptance
Upon installation of the completed work, it is the responsibility of the Client to verify that the work
accurately represents what is stated in the Project Estimate and other related documents. Client will be
asked to sign a Document of Delivery upon acceptance of the work product. Should there be any issues
or discrepancies, the Client must present them in writing to vendor within 30 business days. Vendor
agrees to resolve any issues in a timely manner.
Client approval of all completed requirements constitutes compliance by Vendor, entitles Vendor to any
remaining compensation and removes Vendor from any liability for specifications not listed in any
supporting project documentation.
Please note that upon system installation and final payment, vendor will provide client with master
password to software, and full ownership of the software will be transferred to client to do with it as they
see fit. Client will be under no obligation to vendor from that day forward.
Technical Support
Vendor will provide 90 days free technical support on all systems developed or purchased under this
contract. Vendor warrants that the system will function properly and according to specifications stated in
the Project Estimate and related documents for a period of 90 days upon completion date of the project so
long as the database structure, layouts & scripts remain untouched by the Client's employees or agents
(anyone other than Vendor personnel). Any system problems that occur as a result of faulty hardware, 3rd
party software conflicts or any deviations from the conditions specified are not covered under this
warranty.
Example of Work
Vendor reserves the right to include the system/database developed for Client in its portfolio as an
example of work to potential clients and/or professional trade organizations. Vendor will obtain written
client approval of system and database documentation used prior to presenting. Vendor understands the
sensitivity of client information and therefore promises to use only sample (mock) data in the portfolio.
�L
Limits of Liability
Except in the event of gross negligence on the part of the vendor, the vendor shall not be liable towards
the Client for any fault or any direct or indirect damage resulting there from, and the Client shall
indemnify the Vendor and hold it harmless from and against all claims, including all claims under a
warranty, in any of the following cases:
-Modifications made to the System or its components by a person other than the Vendor or a person
reporting to the Vendor;
-Hardware or software modifications or additions made to the computer equipment which affect the proper
operation of the System or its components;
-The introduction of a computer virus into the computer equipment which affects the proper operation of
the System or its components;
-The migration of the System and its components to a different hardware or software environment;
-The loss of business opportunities or income relating to the operation or failure to operate of the System
or its components; and
-Unlawful or unauthorized third party hacking into the computer equipment.
UNLESS OTHERWISE PROVIDED FOR IN THIS AGREEMENT, UNDER NO CIRCUMSTANCES WILL
THE VENDOR (INCLUDING, IF APPLICABLE, ITS SUBSIDIARIES AND PARENT COMPANY, AND ITS
SHAREHOLDERS, DIRECTORS, OFFICERS, EXECUTIVES, EMPLOYEES, ASSOCIATES AND
VENDORS) BE HELD LIABLE TOWARDS THE CLIENT OR ANY THIRD PARTY FOR ANY INDIRECT,
CONSEQUENTIAL, SPECIAL, PUNITIVE OR EXEMPLARY DAMAGES, INCLUDING, WITHOUT
LIMITATION, ANY LOSS OF PROFITS OR OTHER ECONOMIC LOSS (RESULTING FROM A
CONTRACTUAL OR EXTRA -CONTRACTUAL FAULT OR FROM NEGLIGENCE), EVEN IF THE VENDOR
HAS BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES. CERTAIN JURISDICTIONS
PROHIBIT THE EXCLUSION OR LIMITATION OF LIABILITY FOR INDIRECT OR CONSEQUENTIAL
DAMAGES, AND IT IS POSSIBLE THAT ONE OR MORE OF THE AFOREMENTIONED EXCLUSIONS
OR LIMITATIONS WILL NOT APPLY. IT IS ALSO POSSIBLE THAT THE CLIENT MAY HAVE OTHER
RIGHTS, WHICH RIGHTS MAY VARY FROM ONE PLACE TO ANOTHER. UNDER NO
CIRCUMSTANCES WILL THE VENDOR'S TOTAL LIABILITY TOWARDS THE CLIENT EXCEED THE
VALUE OF THE SERVICES RENDERED TO THE CLIENT AND PAID FOR BY IT. THE CLIENT
EXPRESSLY RELEASES THE VENDOR FROM ANY LIABILITY EXCEEDING THE SAID LIMIT.
Duration
The terms and pricing of this Requirements Specification and Project Estimate are deemed time -sensitive
and must be executed within 60 days (until 6/3/2007). If this contract is not executed prior to or on this
date, this contract and all the terms within are null and void and related pricing and terms are subject to
change.
Project Estimate Project Estimate VFDO02-5 & above contract:
Agreed to by Vendor:
gLL62
_aw -1 1 - , V Sign & Date
David A. Knight
President
Angel City Data LLC
Agreed to by Client:
(SEE ATTACHED SIGNATURE PAGE)
CITY OF VERNON
By:
Leonis C. Malburg
Name:
Title: Mayor / n
Date: t71i?/,Q l
A EST:
r `
M UELA GIR , City Clerk
APPROVED ASATO FORM:
JEJ41P,j. HA\41ISON, City Attorney
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
• 4 +
100 Overview
This Database System is being designed to significantly improve the tracking of:
Fire Personnel Contact Information
Staff Qualifications/Certifications
Staff Training
Shift Scheduling
PTO Management
Overtime
Shift Trades
Reporting
Vernon Fire Dept.
Database Tracking System
VFDO02-5
System should improve data and information access, establish consistent procedures, automate many repetitive tasks, eliminate a
number of paper -based processes and provide powerful reports that currently must be hand assembled.
Phase 1 Summary (This Phase): Simple scheduling needs, training/qualifications tracking and extensive PTO tracking/automation.
Phase 2 Summary (future) to include extensive scheduling enhancements, constant staffing capabilities and additional automation.
Phase 3 Summary (future) to include web access to all staff.
System to be designed for 1024 x 768 screen resolution for Mac OS X and Windows XP computers. System is designed to run on
EileMaker Pro 8.5 or higher and HeMaker Server 8 or higher ONLY. These need to be purchased by customer. Remote access to
system is possible with this system, but may require network configuration assistance. Contact Angel City Data and we can help
advise you on the software needed and where it can be purchased.
Element Description_...._. Est Hours/Price
_...... _ ....
...... _.__
Mandatory Analysis
Requirement Estimated Cost (0 hrs):
110 Main Module
Users will be provided with a main module that will contain all navigation for the system, plus a preferences area for storing
organization address, logo, popup list values, and other administrative settings.
RankingElement Description Est Hours'Pr. c
_ _...
.. _ _ .... _.._.......... ....... _.... _.._.... .... _...._..
Mandatory Screens Main navigation screen with buttons 8,Q0 hrs
00 hrs
8
Mandatory Functional System prefs and admin. screens with settings and value list administration
Requirement Estimated Cost (16 hrs): $2,400.00
120 Printout Menu
The system will have a small "Printouts and Reports" popup window for users to select and run desired printouts. This area will act
as the starting point for most print and report wizards. System will easily accommodate future report buttons with no screen redesign
required.
System will also feature an output wizard, allowing users to choose print, pdf or Excel output for most reports.
Ranking Element Description Est Hours, -Price
Mandatory Screens Printouts and Reports menu 4,00 hrs
Optional Functional Output wizard. Ability to print, pdf, or export the current report. 4,00 hrs
..............
Requirement Estimated Cost (8 hrs); $1,200.00
Ranking Key:
Page 1 Mandatory (Item needed to Will requirement), optional = client option, Future = (Possible future item -does not affect the estimate total) �% b2 2v^0�
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Preliminary Project Estimate
Vernon Fire Dept.
Database Tracking System
VFD002-5
130 System Security
The levels of security have not been fully determined yet, however we feel it likely to have 3 privilege set levels initially:
Developer: Can modify system programming
Administrator: Can see/edit any data, can also modify system -wide settings like popup lists and company logo (Chiefs)
User: Can view most data (Firefighters) and edit some data
VFD admin staff will be responsible for creating the t 75 accounts and passwords used by the staff for accessing the system. ACID
to instruct staff on how this process is done.
Ranking Element Description ___ _ _ _.... Est Hours;'Price
_..
__.
00
Mandatory Security Basic System Security 12' hrs
Requirement Estimated Cost (12 hrs): $1,800.00
140 Date & Time Tracking
All records in the database will have system entered fields for additional tracking:
Creation date
Date record was created
Creation time
Time record was created
Creator name
Who created the record
Modification date
Date record was modified
Modification time
Time record was modified
Modifier name
Who created the record
Ranking __.. Element _... Description .... Est HaursiFrice
_..._
Mandatory Fields Tracking fields to all tables 200 hrs,
Requirement Estimated Cost (2 hrs): $300.00
150 Location & Apparatus Tracking
System will have an invisible "Location" record for each station and city hall. Each location will also link to default apparatus assigned
to it (i.e. Truck, Engines, etc.). These will be used in future functionality and also for generating popup lists and header apparatus
records for the daily schedule screen.
Ranking .Element ......... . Description Est Hours/Price
. ........ __.. _.
Mandatory Table Location & Apparatus Tables & Data entry screen 5.00 hrs
Requirement Estimated Cost (5 hrs): $750.00
160 Automation Module
This module will automatically perform tasks at specific times that were formerly done manually, such as auto -assignment of PTO at
regular intervals. This will result in far fewer admin hours spent on reoccurring tasks.
The specific tasks are listed elsewhere in this doc but require this control module to be in place in order for admin users to activate and
adjust the various scheduled tasks. The automation module will require:
-An unused computer or "Robot" running FileMaker Pro. VFD to acquire this ... not included in this spec.
-Third-party plug-in software. Approx. cost is $150. ACD to acquire this software for VFD.
-An automation control screen that manages all scheduled items in the que.
Ranking Element Description Est Hours/price
Mandatory $150.00
Screens Automation module and control screen 0 n
rs
Mandatory Other Software Automation plug in
Requirement Estimated Cost (8 hrs): $1,350.00
page 5; i2`2047
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Vernon Fire Dept.
Database Tracking System
VFW02-5
170 Staff Module
System will have a module for tracking all dept. staff. Module will feature a list and data entry screen for staff. Every staff record
will have the following fields:
Status
First name
Last name
Employee ID
Spouse name
Children names
Address
City
State
Zip
Phone
Cell
Fax
Email
Rank
Station
Platoon
DOB
DOH
Date Of Appt
Years
Seniority In Class
Promotion Seniority
Compliment #
Notes
FM Account
Popup list. [Active, Inactive, Retired, Deceased, etc.]
2 lines for street
Popup list. [Fire Chief, Assistant Chief, Battalion Chief, Captain, Admin. Captain, Engineer, Firefighter]
Popup list [Station 1-4, City Hall] indicates default location
Popup list [A, B, C, Admin]
Date of Birth. Date Field w/ Calendar picker.
Date of Hire. Date Feld w/ Calendar picker
Date promoted to current rank. Used for breaking seniority ties.
Calculation. Years and Months since DOH.
Popup list [1-13]. Indicates position in graduating class. Used for breaking seniority ties.
Indicates how person did on last promotion test. Used for breaking seniority ties
Set by system when "Seniority by Compliment' Report is run. (report not included in this phase)
Hidden. Used by system for login
A number of other fields will also be needed that the system will generate like full name (Brad Miller), and last/fi (Miller, B). All users
will be able to update address and phone information.
Rankine _ Element Description _ ..-_._ ._._ Est
.., _ HOUfS/PrIE£
Mandatory Table staff tracking table & fields w/ popup lists 18.00 nrs
4
Mandatory Screens Main data entry screen w/ navigation buttons .00 nr
Mandatory Screens List view with column header sort buttons 4 Q0 nrs
Requirement Estimated Cost (24 hrs): $3,600.00
180 Staff Search Console
System will feature a search console that helps quickly find lists of staff by name, rank, platoon, acting rank, station, etc. This will
make it easy to locate a single contact or group of contacts. This feature will also let management assemble groups for specific tasks
(add training to all Engineers, schedule meeting with All BC s, etc.). See elsewhere in this document for other references to this
Search Console,
Rankine Element Descrip tion Est Hours/Price
__ _
Mandatory Functional Search Console. 5.00 nrs
[Dev note: Needs to default with "active" staff selected.]
[Dev Note: Options: spawn hybrid or list view (maintain found sets. Have variable button at bottom that
displays "Schedule..", "Adjust PTO...", "Add Training..." or "Done" depending on which screen they came
from.]
Requirement Estimated Cost (8 hrs): $1,200.00
Page 3
512/20fj7
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 23"172
Preliminary Project Estimate
Vernon Fire Dept.
Database Tracking System
VFD002-5
190 System Emails
Button on staff detail screen that allows user to quickly create an email for the current person. Note HeMaker is compatible with Mac
OS X Mail, Microsoft Entourage or Microsoft Outlook to send email.
Future: Could optionally have an email routine that let's you send one email to a specific set of staff allowing users to easily retrieve
all staff in a list (all captains) and then send one email.
Ranking Element Description __ Est Hour5,Pr'ice
Mandatory Functional Email current contact _ 1'00 �r
Requirement Estimated Cost (1 hrs): $150.00
200 Personnel Reports & Routines
System will initially come witho any contact -related reports (personnel lists, org reports, seniority by compliment, recall report,
etc.). These will be added as needed by staff or Angel City Data (additional cost).
Ranking Element Description .... ..
Est Hours/Price
Optional Printouts No reports selected _. _ 0•00 IT
Requirement Estimated Cost (0 hrs):
TotalStaffing -r f • 1 II
Page 4 5 1 111, 200"
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Vernon Fire Dept.
Database Tracking System
VFDO02-5
e
210 Qualification &Training Module
Current system has simple checkboxes for a few qualifications but has limitations: 1) Cant easily add new qualifications. 2) Can't
easily report on expirations. 3) Cant effectively track training 4) Doesn't track acting rank (needed for scheduling requirements). New
system can provide the ability to log unlimited qualifications/certifications/training for each user. Fields to include:
Entry Date Auto -entered. Creation date of entry.
Type Popup list [Qualification, Certification, CDL, Medical, Acting Rank, Training]
Description Popup list [Class B, Medical, USAR, Captain, Engineer, Haz Mat, Computers, PIO, etc.]
Number Any number or other related info
Expiration Date. Applies to above with renewal dates.
By using the above fields, we can store multiple designations for each person. For Example:
Paul Johnson
Type
Description
Number Expiration Date
CDL
Class B
C2705446 9/5/2009
Medical
8/5/2007
Certification
Haz Mat
Certification
USAR
Acting Rank
Captain
Training
Hose Hanging
5/15/2007
System will include a wizard that allows management to add a single entry (Training Class) across a group of staff using the "Search
Console" listed earlier. This will takes seconds to do and will save the time of manually updating each personnel record.
System will include a Qualification Report. Can be run for for any group of contacts (using Search Console). Can be run for one
qualification type or all. Can also be filtered by Rank. Filters will allow this report to be used for amny purposes: a) Show all
qualifications for the current staff person. b) Show all personnel with USAR certification. c) Show all engineers with Haz Mat
certification. These are just a few examples.
Also includes Expiration Date Report. Allows management to specify a range of dates and a certificate type. Report will display or
print all personnel whose qualifications expire in that time period. This report can provide examples: a) All certifications that are
expiring next month. b) All staff that's had Hose Hanging training in the last year. These are just a few examples.
System will use "Robot" automation to automatically send monthly emails to staff with expiring certification or training, insuring
expirations arena overlooked.
Ranking
Element
Description _. ..
Est Hours/Price
Mandatory
Table
Qualifications table & fields with pulldown lists. Fitter qualifications by type (Certification, Acting Rank,
6.00 hrs
Training, etc.). Will also need an abbreviation feature that changes lists of certifications and ranks into
small comma -separated strings for scheduling lists (i.e. Haz Mat, USAR)
Mandatory
Screens
Qualifications detail screen for data entry
4.00 hrs
Mandatory
Functional
Acting Rank Tracking. Needed to filter staff schedules and OT by acting rank.
4.00 hrs
[Dev Note. The acting rank info will also need to be indexed in the staff table for scheduling purposes.]
Optional
Functional
Icons for Haz Mat, USAR, etc. Used to indicate Haz Mat qualification on schedule reports, etc.
ZOO hrs
Optional
Functional
Wizard that adds a new entry (training) to a group of staff.
4.00 hrs
Optional
Report
Qualification Report
8,00 hrs
Optional
Report
Expiration Date Report
4.00 hrs
Optional
Functional
Expiration Email Automation. Runs automatically each month alerting staff of expiring certifications.
6,00 hrs
Requirement Estimated Cost (38 hrs):
$5,700.00
OPINION
Page S 5i 12i 2007
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Vernon Fire Dept.
Database Tracking System
VFW02-5
f
220 PTO Module
System will track all Personal Time Off (PTO) accounts for each staff member. Table will be constructed so that each "Account" has
its own record and provides conversions that can be expressed in either days or hours. For example:
Staff Member: BC Andy Guth
Ac out
a s
Hrs
Vacation
4
96
Sick
5
120
In Lieu
.5
12
Comp
.5
12
Totals
10
240
Accounts with totals will be visible from each staff person's screen. Clicking on an account will show account detail screen that
displays a scrolling list of credits/debits linked to that account. Staff can use filters to view credits, debits or "all" transactions. Can
also filter by start date and end date. This screen will also allow management to manually make adjustments to the account balance
or add new account types.
System will also provide a PTO wizard that will make it easy for management to manually add PTO to a group of staff. For
instance management could use the "Staff Search Console" to gather all Battalion Chiefs and then use the PTO Wizard to add 2 hrs of
comp time to each BC.
PTO Report will also be included with filtering by dates and type (credit/debit/all), which will allow Luz or management to see things
like S/Os, vacation credits after January 1st, etc.
Ranking. Element
Mandatory Table
Mandatory Screens
Optional Screens
Mandatory Table
Mandatory Screens
Mandatory Functional
Optional Functional
Optional Report
............................................... _._.
Description Est Houm/Piice
. .
Accounts table and fields 800 hrs
[Dev Note: Need flag field to indicate "shift" vs "adjustment" record.]
Account detail screen
Personnel account list with totals (visible on staff screen)
Credits/Debits table. [Dev note: Account transactions (credits/debits) will all be records in another table.
Note that a single shift off can have 1 or more accounts related to it. Need flag field to indicate "shift" vs
"adjustment" record.]
Credits/Debits screen
Functionality to auto -update account totals when new PTO is added or subtracted.
PTO Wizard for adding to a group of contacts. (Comp, In Lieu)
PTO Report. Used to see credits/debits for staff accounts. _.... _....
Requirement Estimated Cost (39 hrs):
4.00 hrs
2.00 hrs
6.00 hrs
4.00 hrs
6.00 hrs
4,iO hrs
5.00 hrs
$5,850.00
Page 6
Angel city Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Preliminary Project Estimate
Vernon Fire Dept.
Database Tracking System
VFDO02-5
230 PTO Automation
System will also be programmed to use the "Automation Module" to perform the the following PTO tasks:
1) Add 13.85 hours added to all staff vacation accounts at Midnight every second Thursday.
2) Add X hours to all staff "sick' accounts at Midnight every second Thursday.
3) Eliminate any "In Lieu" balances every July ist.
4) Adjust "Sick' balances over 672 hours to this number every January 1st.
5) Adjust "Vacation" balances every January 1st as follows:
(<10 yrs seniority) Vacation time over 312 hrs adjusted to this number
(10-25 yrs seniority) Vacation time over 360 hrs adjusted to this number
(>=25 yrs seniority) Vacation time over 384 hrs adjusted to this number
Ail adjustments will generate an adjustment entry making it easy to audit or report these changes using the PTO Report.
Ranking,
Element
Descri ion
Est Hours; prke
Optional
Automation
Automation programming to auto -add vacation and sick time.
5•00 hrs
Optional
Automation
Automation to auto -adjust vacation and sick times to maximum amounts.
8.00 hrs
Optional
Automation
Automation to auto -remove "In Lieu" account balances
200 hrs
Requirement Estimated Cost (16 hrs): $2,400.00
PTO Total Estimated Cost: $8,250.00
Page 7 5112i2007
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
240 Schedule Module
Personnel screen will feature a panel showing list of shifts. User can filter shift list by:
Person Popup list [Me, Everyone]
Type Popup list [on, off, shift off]
Date Start/End Used to select a range of dates to display
Vernon Fire Dept.
Database Tracking System
VFDO02-5
Using the above a user can quickly view shifts (on or off) for the current contact or for everyone. Clicking on a shift in the list will
take the user to the shift detail screen. The shift detail screen shows all info for a shift:
Staff
Displays staff member's name
Date
Date of shift
Start Time
Typically 7a. Could be different for split shifts or for non -shift personnel at city hall
End Time
Typically 7a. Could be different for split shifts or for non -shift personnel at city hall
Status
Radio Button [on/off]
Reason
Popup [Assigned, Trade, PTO, OT, Obligation]
Station
Assigned station. Uses defaults for person but can be changed
Platoon
Assigned platoon. Uses defaults for person but can be changed
Apparatus
Assigned apparatus. Uses defaults for person but can be changed
Rank
Default rank. Can be changed when staff is in an active rank
Notes
Brief notes
Note personnel screen will also show "Last Obligation" and "Last 07 that will be derived from shifts of these types.
System will need to have visual indications when:
-Staff is scheduled "On" with OT selected
-Staff is scheduled as "acting rank' different than their true rank
-Staff is scheduled for "shift off"
-Schedule is a "Trade"
-Position is split between two partial shifts (i.e. 2 Engineers on Truck 1 splitting the shift).
When admin users makes changes to a shift, system will give option of "Change just this shift or also include any subsequent shifts for
this person?" This will make it easy to change the apparatus or station assignment for a person after a schedule has already been
scheduled. Note shift off days must be done manually.
Automation "Robot" will also have a nightly routine that will lock shift detail records after they have occurred. Locked records can only
be changed by admin users.
Ranking
_Element
Description
Mandatory
Table
Staff Day Table & fields
Mandatory
Screens
Shift detail screen
Mandatory
Screens
Filtered shift views on contact screen with navigation, last obligation and last OT summaries
Optional
Functional
Visual indications for OT, S/O, Splits, Acting Rank, Trades
Optional
Functional
Ability to change all subsequent shifts for the current person.
[Dev Note: May want to identify changes. "Really change all 20 future shifts with Paul Johnson from
station 1 to station 2?"
Optional
Automation
Robot to auto -lock shifts after they occur.
Requirement Estimated Cast (29 hrs):
Est Hours; Price
8.00 hrs
4.00 hrs
4,()0 hrs
4.00 hrs
7.00 hrs
2 00 hrs
$4,350.00
Page 8
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Preliminary Project Estimate
Vernon Fire Dept.
Database Tracking System
VFDOO2-5
250 Shift Off
System will have capability to handle shift off requests. The shift detail screen will have a "Shift Off" button where staff can elect to
"shift off" for that day. Screen will present them with area to select one or more PTO accounts to use to "pay" for shift off (i.e. could
use 12 hrs comp time and 12 hrs sick time to cover a single shift off.) System will verify that adequate PTO is used to pay. When
executed, shift off will auto -debit associated PTO accounts and recalculate remaining totals.
Users will not be able to change shift off records that have already passed.
Ranking Element Description _ _ _ _ _ .. _ Est Hours/price
Mandatory Functional Shift Off screen with list of accounts, payment mechanism and validation. 8DD hrs
Requirement Estimated Cost (8 hrs); $1,200.00
260 Shift Trade
System will have capability to handle shift trades. The shift detail screen will have a "Trade" button that takes staff to another screen
where they can select another person from a list to trade with. List will only show staff with same rank that are marked as 'off".
The selected "tradee" will be assigned "on" to the station/apparatus for that day. The original "trader" will be set to 'off" for that
day. Both staff will be set to have their shift types changed to 'Trade" and visual indicators will show they're trades.
Users will not be able to change trades that have already occurred.
Ranking Element Description Est Hours Price
Mandatory Screens Trade screen and selection list 6.00 hrs
[Dev Note: Use hybrid form/list screen for trades]
Mandatory Functional Linking both shifts and preserving original shift types. 4.00 hrs
[Dev Note: will need to link trade records so that clearing one will clear the other. Might need to preserve
original "type" so when undoing a trade the original type is reset. Provide an "Undo" button to reverse
trade.] Might want to script all status and reason choices so trades and other processes can properly
update (credits/debits ......_
i.e. PTO dits/debits delete, etc.)] -
... ......... ....._ .... _....__ . _ _ ........_ _._ _ .....
Requirement Estimated Cost (10 hrs): $1,500.00
270 Overtime Submission
System will allow users to create overtime submission records for specific days. The shift detail screen will have a "Submit OT"
button that changes an 'off/assigned" shift to an "off/OT" shift, making it a submission for OT.
System will show a scrolling list of OT submissions that user can filter by date and rank. This will allow users to see who has already
submitted OT entries for any date. List will always sort by as follows: 1st: Sort by rank, 2nd: Sort by lowest amount of OT for
current year. 3rd: Sort by Acting Rank, The following list is an example where highest on list is most likely to get OT for an engineer
slot and lowest on list is least likely.
Rank
Name
2007 OT Hrs
Engineer
B Miller
48
Engineer
P Johnson
72
Firefighter (Acting Rank. Engineer)
A Castro
24
Firefighter (Acting Rank: Engineer)
T Shook
120
This scrolling list will exist in 2 places: 1) On the staff screen so staff can see/submit from there. 2) On the Daily Schedule Screen, so
Captains/BC s can see who's available to cover a shift off.
Ranking
Element
Description
Est Hours.Trice
Mandatory
Screens
Overtime submission button
ZOO hrs
Optional
Screens
Filtered list of OT submissions (staff screen)
3.00 hrs
Optional
Screens
Filtered list of OT submissions (Daily schedule screen)
3.00 hrs
Requirement Estimated Cost (8 hrs): $1,200.00
Page 9 5?12, 2CO7
Angel city Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
Preliminary Project Estimate
Vernon Fire Dept.
Database Tracking System
VFDO02-5
280 Batch Schedule Wizard
System will provide ability to schedule one or more people for a recurring schedule (i.e. schedule Platoon C for the entire year). This
could include batch scheduling of non -shift personnel (Asst. Chief, Admin. Captain, etc.) as well as shift personnel (Platoon A, B, Q.
Wizard will be broken into 5 tasks:
1) Batch Name. What the user wants to call the batch. (i.e. "weekly staff meeting", "Platoon A schedule", "Admin. Captain
Schedule", etc.)
2) Assemble people. Using "Staff Search Console" user will be able to assemble a list of personnel to schedule.
3) Start and End Dates used for batch
4) Duration. User will select a start time and duration (hours) or end time. Changing end time or duration will change the other.
5) Frequency. User can select
5a) Repeat Daily. Allows batch to repeat every x number of days
5b) Repeat Weekly. Repeat every x weeks. Can also individually specify day(s) (i.e. M, T, W, Th, etc.)
System will also feature a wizard screen for retrieving past batches (by batch name, date range, staff name, etc.). System will also
let management batch delete shift records, though safety measures will be put in to warn users before deleting shifts that have
already happened, are shift off records or OT submissions.
Ranking..
Element
Description
Est Hours'Price
_._ our
Mandatory
Table
Batch Table, fields and data entry screen
12.00 hrs
Mandatory
Functional
Specify hours function w/ 24 hr shift accommodation
4.00 hrs
Mandatory
Functional
5a) Repeat daily screen with automation
8.00 '-
Optional
Functional
5b) Repeat weekly screens with automation
f2.00 nrs
Mandatory
Functional
Batching function to create shift records
8.00 nrs
Optional
Functional
Search Waard to allow management to retrieve batches of schedule records
5•00 hrs
Optional
Functional
Batch delete with safety checking re s/o, OT and past (locked) shifts.
5.00 hrs
Requirement Estimated Cost (54 hrs):
$8,1D0.00
290 Daily Schedule Screen
System will feature a very powerful daily schedule screen to be used by staff. From this screen, the user will be able to:
-Navigate to any date
-See all personnel scheduled for the day. Screen will show total of all personnel assigned (i.e. 24) and battalion chief name at top.
Screen will show 4 separate columns, 1 for each station. Each personnel row will sort below the apparatus they've been assigned to.
Each personnel row will show rank, personnel name and apparatus. System may use tooltip balloons or other visual indicators to
show details for each person (i.e. haz mat, trade, ot, split, etc.). This screen will help admin users see when they are short a crew
member for any apparatus.
-User can click on any assignment to see details and/or change assignment to another station/apparatus
At the bottom of screen, users will also see a number of folder tabs:
City Hall Tab shows list of Admin staff scheduled at city hall that day.
Off Tab shows all 'off" personnel. filter by rank. Makes it easy to see who is off and why.
0 T Tab shows all personnel submitting OT. Can filter by rank. See "Overtime Submission" requirement for details.
Daily Staffing Report for Luz can run this for any date. Broken out by assignment status. Shows 'on" statuses and indicates any
trades, OT or acting rank indicators. Also shows off" status with any s/o distinctions and methods of "payment".
Ranking
Element
Description _ _ _ _ .. _ __
Est Fiours;'Price
Mandatory
Table
_
Day Table
4.00 hrs
Mandatory
Screens
Daily Schedule Screen
10.00 hrs
Mandatory
Functional
Folder tabs for City Hall, Off and OT personnel.
b.� hrs
Mandatory
Data Mgt.
Populating station lists with default apparatus. Includes apparatus shift screen.
4.00 hrs
Page 10 5;14"; 2w,
r
Angel City Data
Vernon Fire Dept.
150 E. Olive Ave, Suite 213
Burbank, CA 91502 Database Tracking System
(818) 238-0172 VFDO02-5
Mandatory Report Daily Apparatus Report, simplified version showing apparatus and staffing with haz mat/USAR icons. Splits 6.00 his
will also be shown.
Optional Report Daily Staffing Report. For Luz. Well customize per Luz's needs as system nears completion. 5•00 hrs
Requirement Estimated Cast (35 hrs): $5,250.00
eduling Total Estimated Cast: $21,600.(X
Page 11 5;12,'2007
Angel City Data Vernon Fire Dept.
150 E. Olive Ave, Suite 213
Burbank, CA 91502 Database Tracking System
(818) 238-0172 VFDO02-5
300 Testing
Typically, this is 10% of the development time. Testing includes populating the database with a realistic amount of data and testing
the functionality of all buttons, navigation, calculations, etc. for both accuracy and performance (speed). Client's network
environment will be approximated at Angel City Data's offices for best results.
Ranking Element Description Est Hours,`Prlce
Mandatory Testing ADD 10% OF DEVELOPMENT TOTAL 3 hrs
Requirement Estimated Cost (32 hrs). $4,800.00
310 Data Conversion
Data conversion of contacts from old systems (excel, outlook, old RleMaker files, etc.).
Ranking Element Description Est Hours.00
0� tT
Mandatory Data Mgt. UNDETERMINED
Requirement Estimated Cost (0 hrs):
320 Staff Training
User and administrator training of key staff.
Ranking. Element Description Est Hours/Price
_.._ _ ... _..
__.._
Mandatory Training Free 16 hr. of onsite training. ($2,400 value) 0' 0
Requirement Estimated Cost (0 hrs):
330 Project Management
Calls and email between client and Angel City; Q & A; notes taking; redesign time; prototyping; record keeping, milestone meetings,
etc. Typically add 10% of development time for this number.
Ranking Element Description Est Hours/Price
_.__ ___
__ _ _.
MandatoryProject Mgt ADD 1 % OF DEVELOPMENT TOTAL 3 hrs
Requirement Estimated Cost (32 hrs): $4,800.00
.11 11
Total Estimate (385.00 hrs): $57,900.00
Note: There may be options in this spec that are not reflected in this total
Please hand check items for accurate total
Page 12
July 19, 2007
Mr. David Knight
Angel City Data, LLC
150 E. Olive Avenue, Suite 213
Burbank, CA 91502
Re: Software Development Contract
Dear Mr. Knight:
Transmitted herewith is a copy of the fully executed agreement, as
referenced above, approved by City Council on June 25, 2007, through
Resolution No. 9352.
If you have any questions regarding this matter, please call Mr. Mark
Whitworth, at (323) 583-8811 ext. 280.
ery truly yours,
&-'
Nell
r
City Clerk
NG:dr
c: Mark Whitworth
Dolores Jaunzemis
Resolution No. 9352
Agreement File No. 07-065
FVcfusivefy Industriaf