Resolution No. 9776RESOLUTION NO. 9776
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3 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF A
4 PROJECT AGREEMENT BY AND BETWEEN THE CITY OF VERNON
AND GEOCOMM INC. REGARDING GIS MAPPING FOR THE
5 POLICE DEPARTMENT UTILIZING BUFFER ZONE PROTECTION
6 GRANT FUNDS
7 WHEREAS, on August 4, 2008, the City Council of the City of
8 Vernon approved the City's participation in the 2006 Chemical Buffer
9 Zone Protection Program grant (2006 BZPP Grant) under which all
10 purchases must be completed by the City by January 30, 2009 in order
11 to be reimbursed; and
12 WHEREAS, the Vernon Police Department desires to upgrade its
13 Geographic Information Systems ("GIS") software in order to integrate
14 new features and enhance map layers by utilizing the 2006 BZPP Grant
15 funds for said upgrade; and
16 WHEREAS, the Vernon Police Department on or about
17 October 30, 2008, received clearance by the State for sole -source
18 vendors on the orders for GIS software from Visionair, Inc. and
19 development of the GIS mapping solution from GeoComm Inc. ("GeoComm")
20 for a fully functional GeoLynx 9-1-1 dispatch GIS; and
21 WHEREAS, the Vernon Police Department desires to purchase
22 the necessary equipment, licensing, parts, accessories, -,hardware,
23 cabling for the development of integrated GIS mapping functions into
24 its computer -aided dispatch system (collectively, the "Equipment") as
25�1 well as the necessary services relating -to the Equipment; and
26 WHEREAS, the purchase of the Equipment will improve the
27 Police Department's response time, improve the effectiveness of the
28 Police Department's operation and services provided to citizens,
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residents and businesses within the Vernon community; and
WHEREAS, the City Council of the.City of Vernon has
determined that, pursuant to theprovisions of subsection (a) of
Section 2.27 of the Vernon City Code, it is in the public interest and
necessity to enter into an Agreement with GeoComm.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
Ifinds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves the Project Agreement with GeoComm, in substantially the same
form as the copy which is attached hereto as Exhibit A and
incorporated by reference.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Mayor or Mayor Pro-Tem to execute said Agreement for,
and on behalf of, the City of Vernon and the City Clerk or Deputy City
Clerk is hereby authorized to attest thereto.
SECTION 4: The City Council of the City hereby authorizes
the City Administrator, or his designee, to make whatever non -
substantive, administrative and/or text changes, upon advice of
counself to the Agreement.
SECTION 5: The City Council of the City of Vernon hereby
authorizes the City Administrator, or his designee, to take any action
deemed necessary to carry out or to perform such other acts and deeds
as may be necessary or convenient to effect the purposes of this
Resolution and the transactions herein authorized.
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SECTION 6: The City Council of the City of Vernon hereby
directs the City Clerk, or her designee, to send a fully executed
Agreement to:
GeoComm Inc.
Attn.: Nate Ekdahl, Assistant Geographic Services Manager
601 West St. Germain Street
St. Cloud, MN 56301
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 24 th day of November, 2008.
Name: Leonis�-C. Malburg
Title: Mayor / *&y-e-r-- Pre--q-effr-
ATTEST:
M,:MUELA GIROZNC�ty Clerk-
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STATE OF CALIFORNIA
) ss
COUNTY OF LOS ANGELES
I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. 9776, was
duly adopted by the City Council of the City of Vernon at a regular
meeting of the City Council duly held on Monday, November 24, 2008, and
thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of
Vernon.
(SEAL)
MANUELA G1'1t0N/,XCi&tvy Clerk
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EXHIBIT A
Project Agreement
This Project Agreement is made by and between the City of Vernon organized under the laws of the
state of California and GeoComm Inc., a Minnesota corporation with its principal offices at 601 West
St. Germain Street, St. Cloud, MN, 56301.
In this agreement the party who is contracting to receive the professional services shall be referred to
as "the Customer" and the party who will be providing the services shall be referred to as
"GeoComm."
GeoComm has an established background in communications engineering, geographic information
systems development, cartography, software development, and professional project management and
is willing to provide those services to the Customer based on this background.
The Customer desires to have services provided by GeoComm. Therefore, the parties agree as
follows:
Section 1 - Description of Service
Beginning upon contract signing GeoComm will provide the following goods and services (collectively
the Services): Refer to the itemized Exhibits herein and made part of this agreement:
N GIS Data Enhancements
Section 2 - Payment
The Customer will pay a fee to GeoComm of $75,987.51 for services including sales tax as described
in this agreement and provided under this agreement by GeoComm. The Customer agrees to pay
GeoComm on the following schedule:
$ 75,987.51 Invoice and issue payment by 12-31-08
Section 3 - Late Payment Fee
All invoices issued under this contract shall be submitted to the Customer net 45 days. A 1.5%
service charge shall be assessed to all invoices not paid within 45 calendar days from date of invoice.
Section 4 - Expense Reimbursement
GeoComm shall pay all "out-of-pocket" expenses and shall not be entitled to reimbursement from the
Customer except by mutual prior agreement.
Section 5 - Performance of Services
GeoComm will work as ) many hours as is necessary to fulfill its obligations under this agreement.
Section 6 - Standards of Work
GeoComm agrees that the performance of work described in this Agreement and pursuant to this
Agreement shall be done in a professional manner and shall conform to employ the care and skill
ordinarily used by members of GeoComm's profession. GeoComm warrants that all equipment
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Contract #1108 VPDCA
and/or software provided under this Agreement shall be new and in good working condition. All
packaging and packing shall be in accordance with good commercial practice.
Section 7 - Statement of Work
GeoComm shall furnish all the hardware and software as outlined in the Scope of Services exhibit and
provide such tools, supplies, labor, and supervision necessary for installation of those items.
The Customer shall, in addition to responsibilities described elsewhere in this Agreement, perform the
following coincident with the performance of this Agreement:
1 Designate a Project Coordinator and reserve the right to change this appointment.
2. Provide access to Customer facilities and/or sites as requested by GeoComm and have
such facilities available for installation of the system to be installed.
3. Provide adequate telephone lines for the operation of the equipment.
4. Provide a designated work area with adequate heat and light, and a secure storage area
for the system delivered to the Customer. The Customer shall be solely liable for loss or
damage to equipment following installation.
Section 8 - Changes in the Work
The Customer may, at any time by written order, make changes within the general scope of the work
including but not limited to, revisions of, additions to, or subtractions from, portions of the work, or
changes in method of shipment or packaging and place of delivery.
If any change order causes an increase or decrease in the cost of or time required for the
performance of any part of the work under this Agreement, an adjustment based on the exhibits', --shall
be made in the Agreement price or delivery schedule, or both, and the Agreement shall be modified in
writing accordingly.
Section 9 - Sites
This agreement is predicated on the utilization of communications center sites, radio transmission
sites, and site configurations which have been selected by the Customer. Should GeoComm and the
Customer determine during the course of performance of this Agreement that the sites or
configuration selected are no longer available or desired, new or replacement sites or configurations
will be selected and approved by both GeoComm and the Customer. If any price adjustments are
necessary as a result of these new or replacement sites, such price adjustments will be made to this
Agreement by change order in accordance with the exhibits.
Section 10 - Excusable Delays
Neither GeoComm nor the Customer shall be responsible for delays or lack of performance resulting
from acts beyond the reasonable control of the party or parties.
Such delays may cause an impact on the Installation Schedule stated in this agreement. Such delays
will be subject to an Agreement Addendum.
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Contract #1108 VPDCA
Section 11 - Taxes
The Customer as a taxing authority may be excluded from paying Federal, State, or Local excises,
sales, lease, gross income, service, rental, use, property, occupation, or similar taxes. If GeoComm is
required to pay taxes of the Customer, the Customer shall pay to GeoComm the amount of such
taxes no later than thirty (30) days after receipt of an invoice.
Section 12 - Shipping, Title, and Risk of Loss
GeoComm reserves the right to make deliveries in installments. Title to the equipment shall pass to
the Customer upon delivery of said equipment. After delivery and installation, risk of loss and damage
to the articles shall be borne by the Customer.
Section 13 - Limitation of Liability
Except for personal injury or death, the Customer's total liability under this contract, including but not
limited to breach of contract, negligence, warranty, strict liability in tort, or otherwise is limited to the
difference between the market price at the time and place for tender of the goods and the unpaid
sales price less expenses saved in consequence of the breach by GeoComm. In no event shall the
Customer be liable for GeoComm's incidental or consequential damages to the full extent such may
be disclaime-0 by law.
Section 14 - Disclaimer of Patent License
Nothing contained in this Agreement shall be deemed to grant, either directly or by implication,
estoppels or otherwise, any license under any patents or patent applications of GeoComm. Except,
the Customer shall have the normal non-exclusive royalty -free license to use that is implied or
otherwise arises by operation of law in the sale of a product.
Section 16 -Termination
Either party, upon thirty (30) days written notice to the other party, may terminate this Agreement for
violation of the material terms of this Agreement and failure to cure any deficiency within a reasonable
time after notice thereof. In the event of termination for just cause by the Customer, GeoComm shall
refund all amounts received to that point. In the event of termination for just cause by GeoComm, the
Customer shall forfeit any funds paid and return any software and hardware received.
Section 16 - Relationship of Parties
The parties understand that GeoComm is an independent contractor and not an employee of the
Customer. The Customer will not provide fringe benefits, including health insurance benefits, paid
vacation, or any other employee benefit for the benefit of GeoComm as a function of this agreement.
Section 17 - Disclosure
GeoComm is required to disclose any outside activities or interests, including ownership or
participation in the development of prior inventions, that conflict or may conflict with the best interests
of the Customer. Prompt disclosure is required under this paragraph if the activity or interest is
related, directly or indirectly, to any activity that GeoComm may be involved with or on behalf of the
Customer.
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Contract #1108 VPDCA
Section 18 - Employees
GeoComm's employees and agents, if any, who perform services for the Customer under this
Agreement shall also be bound by the provisions of this agreement.
Section 19 - Injuries
GeoComm acknowledges its obligation to obtain appropriate insurance coverage for the benefit of
GeoComm and its employees. GeoComm waives any rights to recover damages from the Customer
for any injuries that GeoComm and/or its employees may sustain while performing services under this
agreement and that are in any way a result of the negligence of GeoComm o'r its employees or
agents.
Section 20 - Indemnification
GeoComm shall indemnify and hold harmless the Customer against and from all liability, claims,
damages, and costs including attorney's fees of every kind and nature and attributable to bodily injury,
sickness, disease or death, or to damage or destruction of property resulting from or in any manner
arising out of or in connection with the project and the performance of the work under the contract.
Section 21 - Insurance
GeoComm shall obtain liability insurance for both personal injury and property damage. Any policy
obtained and maintained under this clause shall provide that it shall not be cancelled, materially
changed, or not renewed without thirty days prior notice thereof to the Customer.
Minimum limits for GeoComm liability insurance shall be in the amount of $1,000,000.00 for any
number of claims arising out of a single occurrence under a single limit or combined limit or excess
umbrella general liability insurance policy. GeoComm shall additionally obtain Worker's
Compensation Insurance extending coverage to all its employees.
Section 22 - Data Confidentiality
GeoComm agrees to review, examine, inspect, or obtain Customer data only for the purposes
described in this agreement and to at all times hold such information confidential. The obligation to
protect the confidentiality of confidential information disclosed to the other party shall extend for a
period of five (5) years following disclosure and shall survive early termination of this Agreement.
Section 23 - Records Retention and Availability
GeoComm agrees that the Customer, the State Auditor, or any of their duly authorized
representatives at any time during normal business hours and as often as they may reasonably deem
necessary shall have access to and the right to examine, audit, excerpt, and transcribe any books,
documents, papers, records, etc., which are pertinent to the accounting practices and procedures of
GeoComm and involve transactions relating to this Agreement.
GeoComm agrees to maintain these records for a period of three (3) years from the date of
termination of this Agreement.
Section 24 — Ownership
It is agreed by and between the parties that all products created as a result of this contract will be the
sole property of the Customer. With the exception of the GeoComm's proprietary software products,
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Contract #1108 VPDCA
all products created and delivered under this agreement may be used, altered, and distributed at the
Customer's discretion.
Section 25 — Nondiscrimination
During the performance of this contract, GeoComm agrees as follows:
a) GeoComm shall not discriminate against any employee or applicant for employment because
of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state
law relating to discrimination in employment, except where there is a bona fide occupational
qualification reasonably necessary to the normal operation of the contractor. GeoComm
agrees to post in conspicuous places, available to employees and applicants for employment,
notices setting the provisions of this nondiscrimination clause.
b) GeoComm, in all solicitations or advertisements for employees placed by or on behalf of
GeoComm, shall state that such contractor is an equal opportunity employer.
c) Notices, advertisements, and solicitations placed in accordance with federal law, rule, or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this
section.
d) GeoComm shall include the provisions of the foregoing paragraphs of this section in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon
each subcontractor or vendor.
Section 26 - Drug -Free Workplace to be maintained by the Contractor
During the performance of this contract, GeoComm agrees as follows:
a) GeoComm shall provide a drug -free workplace for all of their employees. GeoComm agrees
to post in conspicuous places, available to employees and applicants for employment, a
statement notifying employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the workplace and
specify the actions that will be taken against employees for violations of this prohibition.
b) GeoComm, in all solicitations or advertisements for employees placed by or on behalf of
GeoComm, shall state that such contractor maintains a drug -free workplace.
c) Notices, advertisements, and solicitations placed in accordance with federal law, rule, or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this
section.
GeoComm shall include the provisions of the foregoing paragraphs of this section in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
Section 27 — Assignment
GeoComm's obligations under this Agreement may not be assigned or transferred to any other
person, firm, or corporation without the prior written consent of the Customer.
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Section 28 - Notices
All notices required or permitted under this agreement shall be in writing and shall be deemed
delivered in person or deposited in the United States mail, postage prepaid, addressed as follows.
Vernon Police Department
Captain James P. Rodino
4305 South Santa Fe Avenue
Vernon, CA 90058
Phone (323) 587-5171 ext. 115
Cell (323) 353-2037
E-mail irodinoCa)-cowd.org
GeoComm
Nate Ekdahl, Assistant Geographic Services Manager
601 West St. Germain Street, St. Cloud, MN 56301
Phone (320) 240-0040 Fax (320) 240-2389 E-mail nekdahl@geo-comm.com
Either party may change such address from time to time by providing written notice to the other in the
manner set forth above.
Section 29- Entire Agreement
This Agreement contains the entire agreement of the parties and there are no other promises or
conditions in any other agreement whether oral or written. This agreement supersedes any prior
written or oral agreements between the parties.
Section 30 - Amendment
This Agreement may not be modified or amended unless the amendment is made in writing and is
signed by both parties.
Section 31 - Severability
If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the
remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of
this agreement is invalid or unenforceable, but that by limiting such provision it becomes valid and
enforceable, then such provision shall be deemed to be written, construed, and enforced as so
limited.
Section 32 - Waiver of Contractual Right
The failure of either party to enforce any provision of this Agreement shall not be construed as a
waiver or limitation of that party's right to subsequently enforce and compel strict compliance with
every provision of this Agreement.
Section 33 - Laws to be Observed
GeoComm shall keep fully informed of all Federal and state laws, all regulations pertaining to the
Occupational and Safety Hazards Act (OSHA), all local laws, ordinances and regulations, and all
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Contract #1108 VPDCA
orders and decrees of bodies and tribunals having any jurisdiction or authority, which in any manner
affect the conduct of work.
Section 34 - Applicable Law
If there is any dispute concerning this agreement, the laws of the State of California shall apply.
Proper venue and jurisdiction for all lawsuits, claims, disputes, and other matters in questions
between the parties to this agreement or any breach thereof shall be in the state of California.
For City of Vernon
By:
Signature/Title
ATTEST:
By:
I Manuela Giron, City Clerk
APPROVED AS TO FORM:
Jeff A. Harrison, City attorney
For GeoComrn
By:
Janet Grones/Treasurer
Date:
Date:
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Contract #1108 VPDCA
Exhibit - A Contract Pricing for Vernon, California Police Department
Itemized listing of products and services to be provided under this agreement:
GIS Data Maintenance Workflow Review and Recommendations
$14,900.00
GIS Map Data Update Services
$5,200.00
MSAG and CAD GeoFile Update Recommendations
$5,200.00
Surrounding Map Data Addition
$1,040.00
Researching Possible GIS Data Enhancement Layers
$3,900.00
Annual GIS Data and MSAG Maintenance Services (First Two Years)
$7,800.00
Quarterly Addition of Surrounding Map Data (First Two Years)
$4,160.00
Annual GIS Data and MSAG Maintenance Services (Years Three, Four, and Five)
$12,909.00
Quarterly Addition of Surrounding Map Data (Years Three, Four, and Five)
$6,885.00
Image Catalog Development and Incorporation into GeoLynx 9- 1 -1
$1,040.00
Road Centerline Adjustments to New Aerials
$2,080.00
Address Centroid Layer Development
$2,080.00
Project Management
$3,250.00
Sales Tax — 8.25%
$5,543.51
Cost Proposal Total:
GeoComm
Contract #1108 VPDCA
$75,987.51
Page 8 of 13
Exhibit - B Scope of Services for Vernon, California Police Department
GeoComm's consulting and GIS services will assist Vernon PD in meeting the overall project goals of
having a fully functional and visually appealing GeoLynx 9-1 -1 dispatch GIS.
One of the most crucial elements in mapping 9-1-1 calls is GIS data. The importance of accurate GIS
data in a public safety environment cannot be underestimated. GeoComm provides full scale 9-1-1
GIS services to meet the needs of the Vernon Police Department.
The project team will be lead by GeoComm's GIS Consultant, Kathy LiIjequist, GISP. Kathy will be
responsible for coordinating the collection of information on -site, development of data model, project
management, workflow consulting, etc. in Vernon PID during the project.
Proposed Services
GeoComm will provide the following services:
GIS Data Maintenance Workflow Review and Recommendations
GIS Map Data Update Services
MSAG and CAD GeoFile Update Recommendations
Surrounding Map Data Addition
Researching Possible GIS Data Enhancement Layers
Annual GIS Data and MSAG Maintenance Services
Quarterly Addition of Surrounding Map Data
Image Catalog Development and Incorporation into GeoLynx 9-1-1
Road Centerline Adjustments to New Aerials
Address Centroid Layer Development
Project Management
GIS Data Maintenance Workflow Review and Recommendations
GeoComm will complete a GIS data maintenance workflow review and offer recommendations to
Vernon PD. Kathy Liljequist, GIS Consultant and Project Manager, will attend two one -day on -site
meetings at the city of Vernon to review the following elements:
MSAG maintenance workflows
Address assignment workflows/9-1-1 ALI database
Data flow to GeoComm for update and back to Vernon for update into mapping system
GeoFile update workflows
GeoLynx User Review: Determine what data is important or useful while dispatching
After the review is complete Kathy will provide Vernon PD a recommendations report outlining the
data workflows determined during the on -site meetings.
In addition Kathy will provide project management throughout the GIS update portions of this project.
GIS Map Data Update Services
GeoComrn will update existing key map data layers for the city of Vernon. The foundation for this
project will be the existing GIS data layers, MSAG, and CAD Geofile. Multiple tasks will be performed
on provided key GI S data layers for accurate 9-1 -1 call plotting.
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Contract #1108 VPDCA
Depending on the direction of the project, Vernon PD may be required to provide one or more
updated MSAGs and CAD Geofiles. If updates have not been made to the GIS data, MSAG, and
CAD Geofile, GeoComrn will use the original analysis fallout lists and GIS data from January 2007 as
the basis for the initial GIS data updates. However, if Vernon PD has made updates to any since the
initial analysis, newer versions must be provided. If so, GeoComm would compare the updated
MSAG and CAD Geofile to the GIS data and would use the resulting fallout lists as the basis for initial
GIS data updates.
The road centerline GIS data layer provided by Vernon PD will be updated as part of this service.
This includes updating only road centerlines within the city limits of Vernon. In addition, GeoComm
will develop a community boundary layer which will include the city of Vernon's municipal boundary
and up to 10 miles of surrounding area community boundaries. GeoComm will develop this layer
based on publicly available GIS data.
MSAG and CAD GeoFile Update Recommendations
After GIS data updates are complete, GeoComm will review the remaining errors in the city of
Vernon's MSAG and CAD Geofile. GeoComm will determine any needed updates to both the MSAG
and CAD Geofile to increase the synchronization rate of the map data to each and enhance the
overall wireline call plotting rate in GeoLynx 9-1-1.
Surrounding Map Data Addition
GeoComm will remove existing GIS road centerline features surrounding the city of Vernon in the
current road centerline. GeoComm will replace this existing surrounding road centerline buffer area
with up to 10 miles of Vernon PD provided current road centerlines.
Researching Possible GIS Data Enhancement Layers
GeoComrn will research possible existing GIS data available to enhance the overall GeoLynx 9-1-1
GIS data display. Specifically, GeoComrn will research available GIS data layers containing
miscellaneous features such as area landmarks, city hall, libraries, Helo pads, railroads, parcels, etc.
After research is complete, GeoComm will provide the Vernon PD with a report which will include:
a list of recommended GIS data layers to be added
where to obtain the GIS data layer
cost, if applicable of obtaining the GIS data layers
GeoComm will then work with Vernon PD to determine which layers are desired and a process for
obtaining the GIS data layers. Vernon PD will be responsible for all costs for obtaining GIS data
layers from outside agencies.
Once it has been determined which GIS data layers are desired, GeoComm will work Vernon PD to
acquire these layers for incorporation into the GIS data setup in GeoLynx 9-1-1.
Annual GIS Data and MSAG Maintenance Services
GeoComm will provide Vernon PD with GIS data maintenance for the city of Vernon road centerline
layer.
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Contract #1108 VPDCA
GeoComm believes that proactively eliminating errors in the GIS data is a crucial step in GIS data
maintenance to enhance wireline 9-1 -1 call plotting accuracy. Therefore, GeoComm will actively
research possible call plotting issues as it relates to the GIS data. GeoComm will periodically
compare the city of Vernon MSAG and CAD Geofile to the road centerline layer and also review
provided error reports to determine possible wireline call plotting issues. GIS data issues determined
by either review will be discussed with the Vernon PD contact.to ensure proper updates are made.
In addition, GeoComm proposes to use provided hard copy or digital resources to update the GIS
data layers for plotting wireline 9-1 -1 calls. ,
As needed, GeoComm will:
Update the road centerline layer in the city of Vernon with additions, deletions, and corrections
Update the city of Vernon community boundaries with any necessary updates
Update water features layer(s) with any additions, deletions, and/or corrections
Update existing additional layer(s)
In addition, GeoComm will provide Vernon PD with two maps, no larger than 36" x 36" quarterly.
GeoComm will also update the MSAG based on hard copy or digital resources provided by Vernon
PD. As needed, GeoComm will:
Update the MSAG when new roads are added, ESZs are changed, and/or roads are extended
Provide deletions to the MSAG, when necessary
Review any MSAG problems, as provided by the database provider (overlaps with other
MSAG entries)
Provide technical assistance with MSAG discrepancies
Geocode the MSAG to the map data and provide a findings report to Vernon PD
Work with Vernon PD on fallout from the geocoding process to ensure the map data and
MSAG are current
Quarterly Addition of Surrounding Map Data
Quarterly, GeoCoMm proposes to replace existing the 10 mile surrounding road centerline with an
updated road centerline provided by Vernon PD. This service will require removing the existing
surrounding road centerline, adding the new road centerline, and edge matching the updated road
centerline to the city of Vernon's road centerline.
Image Catalog Development and Incorporation into GeoLynx 9-1-1
GeoComm proposes to develop an image catalog utilizing aerial images provided by Vernon PD.
Once developed, GeoComm will add this image catalog to Vernon PD's GeolLynx 9-1-1 dispatch GIS
system.
GeoComm will not make any modifications to the imagery provided by Vernon PD.
Road Centerline Adjustments to New Aerials
GeoComm will align the city of Vernon's existing road centerline layer to the provided aerial images.
GeoComm's GIS Specialists will adjust the centerlines to spatially correspond to the aerial images at
a zoom scale of 1:386 feet. The final positional accuracy of the road centerline layer will be primarily
dependent on the aerial images.
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Contract #1108 VPDCA
Address Centroid Layer Development
GeoComm will develop an address centroid layer based on a Vernon PD provided parcel layer. The
layer developed will be a point layer with a point placed in the center of each parcel in the city of
Vernon. GeoComm will add any attributes present in the parcel layer that are desired by the city of
Vernon in the address centroid layer. This centroid layer will, at a minimum, contain addresses as in
the provided parcel layer. If a parcel layer is not available, GeoComrn can offer other services to
develop an address point layer for an additional fee, if desired.
Project Management
Project management starts at GeoComm on day one with the development of a project team. This
team is made up of individuals from different areas of expertise, each specializing in different aspects
of the project. The project team will be introduced to the scope of the project at an internal project
meeting. This ensures everyone understands any nuances in the scope, the overall schedule, and
their individual responsibilities during the project.
Immediately following GeoComm's internal project team meeting, the project team will schedule a
conference call with the Vernon PID project team. At the meeting, the overall schedule and project
scope will be discussed. Upon completion of this meeting, GeoComrn will. schedule monthly status
conference calls with Vernon PD. The communication during these calls is necessary to ensure
timely completion of the project.
During this project, GeoComm's GIS professionals will prepare and send formal monthly status
reports outlining the following:
Tasks completed
Tasks in progress
Anticipated tasks
Outstanding project issues
Schedule review
During the monthly conference calls, these items as well as any other project elements, will be
discussed. GeoComm will communicate frequently with the Vernon PD contact to ensure awareness
of the status of the project and to maintain on -going communication among project team members.
One of the key elements to having a successful project is the quality of the resources provided.
GeoComm will provide the contact with a list of required resources at the start of the project and will
track the status of the delivery of these resources during the project.
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Contract #1108 VPDCA
Exhibit - C Vernon Police Department Responsibilities
General
Provide a local project coordinator.
2. Provide access to any pertinent customer offices and records
3. Assist in the clarification of any questions that may occur
GeoComm Page 13 of 13
Contract #1108 VPDCA
OFFICE OF THE CITY ATTORNEY
Jeff A. Harrison, City Attorney
4305 Santa Fe Avenue, Vernon, California 90058
Telephone (323) 583-8811 Fax (323) 826-1438
November 24, 2008
VIA FEDERAL EXPRESS
Nate Ekdahl, Assistant Geographic Services Manager
c/o Shirley Simon, Assistant Operations Manager
GeoComm Inc.
601 West St. German Street
St. Cloud, MN 56301
Re: Project Agreement - Contract No. 1108 VPDCA
Dear Nate:
Enclosed for your records please find an originally executed
Agreement regarding the above -reference matter.
If you have any questions, please contact me.
Very truly yours,
AoHarrison
City Attorney
JH: em
Enclosure
CC: Ms. Nelly Giron, City Clerk (Resolution No. 9776)
Captain James Rodino (w/ copy)
Ms. Dolores Jaunzemis (w/ copy)
E7,-cfusivefy industfiaf
Project Agreement
This Project Agreement is made by and between the City of Vernon organized under the laws of the
state of California and GeoComm Inc., a Minnesota corporation with its principal offices at 601 West
St. Germain Street, St. Cloud, MN, 56301.
In this agreement the party who is contracting to receive the professional services shall be referred to
as "the Customer" and the party who will be providing the services shall be referred to as
"GeoComm."
GeoComm has an established background in communications engineering, geographic information
systems development, cartography, software development, and professional project management and
is willing to provide those services to the Customer based on this background.
The Customer desires to have services provided by GeoComm. Therefore, the parties agree as
follows:
Section I - Description of Service
Beginning upon contract signing GeoComm will provide the following goods and services (collectively
the Services): Refer to the itemized Exhibits herein and made part of this agreement:
0 GIS Data Enhancements
Section 2 - Payment
The Customer will pay a fee to GeoComm of $75,987.51 for services including sales tax as described
in this agreement and provided under this agreement by GeoComm. The Customer agrees to pay
GeoComm on the following schedule:
$ 75,987.51 Invoice and issue payment by 12-31-08
Section 3 - Late Payment Fee
All invoices issued under this contract shall be submitted to the Customer net 45 days. A 1.5%
service charge shall be assessed to all invoices not paid within 45 calendar days from date of invoice.
Section 4 - Expense Reimbursement
GeoComm shall pay all "out-of-pocket" expenses and shall not be entitled to reimbursement from the
Customer except by mutual prior agreement.
Section 5 - Performance of Services
GeoComm will work as many hours as is necessary to fulfill its obligations under this agreement.
Section 6 - Standards of Work
GeoComm agrees that the performance of work described in this Agreement and pursuant to this
Agreement shall be done in a professional manner and shall conform to employ the care and skill
ordinarily used by members of GeoComm's profession. GeoComm warrants that all equipment
Page 1 of 13
Contract #1108 VPDCA
and/or software provided under this Agreement shall be new and in good working condition. All
packaging and packing shall be in accordance with good commercial practice.
Section 7 - Statement of Work
GeoComm shall furnish all the hardware and software as outlined in the Scope of Services exhibit and
provide such tools, supplies, labor, and supervision necessary for installation of those items.
The Customer shall, in addition to responsibilities described elsewhere in this Agreement, perform the
following coincident with the performance of this Agreement:
1 . Designate a Project Coordinator and reserve the right to change this appointment.
2. Provide access to Customer facilities and/or sites as requested by GeoComm and have
such facilities available for installation of the system to be installed.
3. Provide adequate telephone lines for the operation of the equipment.
4. Provide a designated work area with adequate heat and light, and a secure storage area
for the system delivered to the Customer. The Customer shall be solely liable for loss or
damage to equipment following installation.
Section 8 - Changes in the Work
The Customer may, at any time by written order, make changes within the general scope of the work
including but not limited to, revisions of, additions to, or subtractions from, portions of the work, or
changes in method of shipment or packaging and place of delivery.
If any change order causes an increase or decrease in the cost of or time required for the
performance of any part of the work under this Agreement, an adjustment based on the exhibits, shall
be made in the Agreement price or delivery schedule, or both, and the Agreement shall be modified in
writing accordingly.
Section 9 - Sites
This agreement is predicated on the utilization of communications center sites, radio transmission
sites, and site configurations which have been selected by the Customer. Should GeoComm and the
Customer determine during the course of performance of this Agreement that the sites or
configuration selected are no longer available or desired, new or replacement sites or configurations
will be selected and approved by both GeoComm and the Customer. If any price adjustments are
necessary as a result of these new or replacement sites, such price adjustments will be made to this
Agreement by change order in accordance with the exhibits.
Section 10 - Excusable Delays
Neither GeoComm nor the Customer shall be responsible for delays or lack of performance resulting
from acts beyond the reasonable control of the party or parties.
Such delays may cause an impact on the Installation Schedule stated in this agreement. Such delays
will be subject to an Agreement Addendum.
Cx C-- C> 4C C> rn r" Page 2 of 13
Contract #1108 VPDCA
Section 11 -Taxes
The Customer as a taxing authority may be excluded from paying Federal, State, or Local excises,
sales, lease, gross income, service, rental, use, property, occupation, or similar taxes. If GeoComm is
required to pay taxes of the Customer, the Customer shall pay to GeoComrn the amount of such
taxes no later than thirty (30) days after receipt of an invoice.
Section 12 - Shipping, Title, and Risk of Loss
GeoComrn reserves the right to make deliveries in installments. Title to the equipment shall pass to
the Customer upon delivery of said equipment. After delivery and installation, risk of loss and damage
to the articles shall be borne by the Customer.
Section 13 - Limitation of Liability
Except for personal injury or death, the Customer's total liability under this contract, including but not
limited to breach of contract, negligence, warranty, strict liability in tort, or otherwise is limited to the
difference between the market price at the time and place for tender of the goods and the unpaid
sales price less expenses saved in consequence of the breach by GeoComm. In no event shall the
Customer be liable for GeoComm's incidental or consequential damages to the full extent such may
be disclaimed by law.
Section 14 - Disclaimer of Patent License
Nothing contained in this Agreement shall be deemed to grant, either directly or by implication,
estoppels or otherwise, any license under any patents or patent applications of GeoComm. Except,
the Customer shall have the normal non-exclusive royalty -free license to use that is implied or
otherwise arises by operation of law in the sale of a product.
Section 15 - Termination
Either party, upon thirty (30) days written notice to the other party, may terminate this Agreement for
violation of the material terms of this Agreement and failure to cure any deficiency within a reasonable
time after notice thereof. In the event of termination for just cause by the Customer, GeoComm shall
refund all amounts received to that point. In the event of termination for just cause by GeoComm, the
Customer shall forfeit any funds paid and return any software and hardware received.
Section 16 - Relationship of Parties
The parties understand that GeoComm is an independent contractor and not an employee of the
Customer. The Customer will not provide fringe benefits, including health insurance benefits, paid
vacation, or any other employee benefit for the benefit of GeoComm as a function of this agreement.
Section 17 - Disclosure
GeoComrn is required to disclose any outside activities or interests, including ownership or
participation in the development of prior inventions, that conflict or may conflict with the best interests
of the Customer. Prompt disclosure is required under this paragraph if the activity or interest is
related, directly or indirectly, to any activity that GeoComm may be involved with or on behalf of the
Customer.
4G*_-C>CC>r"1-n Page 3 of 13
Contract #1108 VPDCA
Section 18 - Employees
GeoComm's employees and agents, if any, who perform services for the Customer under this
Agreement shall also be bound by the provisions of this agreement.
Section 19 - Injuries
GeoComm acknowledges its obligation to obtain appropriate insurance coverage for the benefit of
GeoComm and its employees. GeoComm waives any rights to recover damages from the Customer
for any injuries that GeoComm and/or its employees may sustain while performing services under this
agreement and that are in any way a result of the negligence of GeoComm or its employees or
agents.
Section 20 - Indemnification
GeoComm shall indemnify and hold harmless the Customer against and from all liability, claims,
damages, and costs including attorney's fees of every kind and nature and attributable to bodily injury,
sickness, disease or death, or to damage or destruction of property resulting from or in any manner
arising out of or in connection with the project and the performance of the work under the contract.
Section 21 - Insurance
GeoComm shall obtain liability insurance for both personal injury and property damage. Any policy
obtained and maintained under this clause shall provide that it shall not be cancelled, materially
changed, or not renewed without thirty days prior notice thereof to the Customer.
Minimum limits for GeoComm liability insurance shall be in the amount of $1,000,000.00 for any
number of claims arising out of a single occurrence under a single limit or combined limit or excess
umbrella general liability insurance policy. GeoComm shall additionally obtain Worker's
Compensation Insurance extending coverage to all its employees.
Section 22 - Data Confidentiality
GeoComm agrees to review, examine, inspect, or obtain Customer data only for the purposes
described in this agreement and to at all times hold such information confidential. The obligation to
protect the confidentiality of confidential information disclosed to the other party shall extend for a
period of five (5) years following disclosure and shall survive early termination of this Agreement.
Section 23 - Records Retention and Availability
GeoComm agrees that the Customer, the State Auditor, or any of their duly authorized
representatives at any time during normal business hours and as often as they may reasonably deem
necessary shall have access to and the right to examine, audit, excerpt, and transcribe any books,
documents, papers, records, etc., which are pertinent to the accounting practices and procedures of
GeoComm and involve transactions relating to this Agreement.
GeoComm agrees to maintain these records for a period of three (3) years from the date of
termination of this Agreement.
Section 24 — Ownership
It is agreed by and between the parties that all products created as a result of this contract will be the
sole property of the Customer. With the exception of the GeoComm's proprietary software products,
Page 4 of 13
Contract *1108 VPDCA
all products created and delivered under this agreement may be used, altered, and distributed at the
Customer's discretion.
Section 25 — Nondiscrimination
During the performance of this contract, GeoComm agrees as follows:
a) GeoComm shall not discriminate against any employee or applicant for employment because
of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state
law relating to discrimination in employment, except where there is a bona fide occupational
qualification reasonably necessary to the normal operation of the contractor. GeoComm
agrees to post in conspicuous places, available to employees and applicants for employment,
notices setting the provisions of this nondiscrimination clause.
b) GeoComm, in all solicitations or advertisements for employees placed by or on behalf of
GeoComm, shall state that such contractor is an equal opportunity employer.
c) Notices, advertisements, and solicitations placed in accordance with federal law, rule, or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this
section.
d) GeoComm shall include the provisions of the foregoing paragraphs of this section in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon
each subcontractor or vendor.
Section 26 - Drug -Free Workplace to be maintained by the Contractor
During the performance of this contract, GeoComm agrees as follows:
a) GeoComm shall provide a drug -free workplace for all of their employees. GeoComm agrees
to post in conspicuous places, available to employees and applicants for employment, a
statement notifying employees that the unlawful manufacture, sale, distribution, dispensation,
possession, or use of a controlled substance or marijuana is prohibited in the workplace and
specify the actions that will be taken against employees for violations of this prohibition.
b) GeoComm, in all solicitations or advertisements for employees placed by or on behalf of
GeoComm, shall state that such contractor maintains a drug -free workplace.
c) Notices, advertisements, and solicitations placed in accordance with federal law, rule, or
regulation shall be deemed sufficient for the purpose of meeting the requirements of this
section.
GeoComm shall include the provisions of the foregoing paragraphs of this section in every
subcontract or purchase order of over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.
Section 27 —Assignment
GeoComm's obligations under this Agreement may not be assigned or transferred to any other
person, firm, or corporation without the prior written consent of the Customer.
C!4eC>CC>VnVn Page 5 of 13
Contract #1108 VPDCA
Section 28 - Notices
All notices required or permitted under this agreement shall be in writing and shall be deemed
delivered in person or deposited in the United States mail, postage prepaid, addressed as follows
City of Vernon
Captain James P. Rodino
Vernon Police Department
4305 South Santa Fe Avenue
Vernon, CA 90058
Phone (323) 587-5171 ext. 115
Cell (323) 353-2037
E-mail
GeoComm
Nate Ekdahl, Assistant Geographic Services Manager
601 West St. Germain Street, St. Cloud, MN 56301
Phone (320) 240-0040 Fax (320) 240-2389 E-mail nekdahl@geo-comm.com
Either party may change such address from time to time by providing written notice to the other in the
manner set forth above.
Section 29- Entire Agreement
This Agreement contains the entire agreement of the parties and there are no other promises or
conditions in any other agreement whether oral or written. This agreement supersedes any prior
written or oral agreements between the parties.
Section 30 - Amendment
This Agreement may not be modified or amended unless the amendment is made in writing and is
signed by both parties.
Section 31 - Severability
If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the
remaining provisions shall continue to be valid and enforceable. If a court finds that any provision of
this agreement is invalid or unenforceable, but that by limiting such provision it becomes valid and
enforceable, then such provision shall be deemed to be written, construed, and enforced as so
limited.
Section 32 - Waiver of Contractual Right
The failure of either party to enforce any provision of this Agreement shall not be construed as a
waiver or limitation of that party's right to subsequently enforce and compel strict compliance with
every provision of this Agreement.
Section 33 - Laws to be Observed
GeoComm shall keep fully informed of all Federal and state laws, all regulations pertaining to the
Occupational and Safety Hazards Act (OSHA), all local laws, ordinances and regulations, and all
4G c-_ c3 C ci, ir" un Page 6 of 13
Co ntract # 1108 VP D CA
orders and decrees of bodies and tribunals having any jurisdiction or authority, which in any manner
affect the conduct of work.
Section 34 - Applicable Law
If there is any dispute concerning this agreement, the laws of the State of California shall apply.
Proper venue and jurisdiction for all lawsuits, claims, disputes, and other matters in questions
between the parties to this agreement or any breach thereof shall be in the state of California.
FOR VERNON POLIGE DEPARTMENT — CITY OF VERNON:
By: x 11 L-f,2 V
61gnAture/Title
Leonis C. Malburg, Mayor
ATTES �o
By: danuela Giron, CTt�Clerk
APPRO)(.�D AS FORM:
By: WZ97
J 40U.1
. Hrfr, ison, City Attorney
FOR GEO-COMM:
By:
JaneiGrones/Treasurer
Date: a W�o 2
Date: /( 6�410 5�
Date: It 4- -41vY
Date: 1 0 ?
4G 4e co 4C C31 r" r"
Contract #1108 VPDCA
Page 7 of 13
Exhibit - A Contract Pricing for the City of Vernon
Itemized listing of products and services to be provided under this agreement:
Description
GIS Data Maintenance Work -flow Review and Recommendations
Total Price
$14,900.00
GIS Map Data Update Services
$5,200.00
MSAG and CAD GeoFile Update Recommendations
$5,200.00
Surrounding Map Data Addition
$1,040.00
Researching Possible GIS Data Enhancement Layers
$3,900.00
Annual GIS Data and MSAG Maintenance Services (First Two Years)
$7,800.00
Quarterly Addition of Surrounding Map Data (First Two Years)
$4,160.00
Annual GIS Data and MSAG Maintenance Services (Years Three, Four, and Five)
$12,909.00
Quarterly Addition of Surrounding Map Data (Years Three, Four, and Five)
$6,885.00
Image Catalog Development and Incorporation into GeoLynx 9- 1 -1
$1,040.00
Road Centerline Adjustments to New Aerials
$2,080.00
Address Centroid Layer Development
$2,080.00
Project Management
$3,250.00
Sales Tax — 8.25%
$5,543.51
Cost Proposal Total: $75,987.51
4G4e4DC"I"T" Page 8 of 13
Co ntract # 1108 VP D CA
Exhibit - B Scope of Services for Vernon, California Police Department
GeoComm's consulting and GIS services will assist the City of Vernon in meeting the overall project
goals of having a fully functional and visually appealing GeoLynx 9-1-1 dispatch GIS.
One of the most crucial elements in mapping 9-1-1 calls is GIS data. The importance of accurate GIS
data in a public safety environment cannot be underestimated. GeoComm provides full scale 9-1-1
GIS services to meet the needs of the Vernon Police Department.
The project team will be lead by GeoComm's GIS Consultant, Kathy LiIjequist, GISP. Kathy will be
responsible for coordinating the collection of information on -site, development of data model, project
management, workflow consulting, etc. in Vernon PD during the project.
Proposed Services
GeoComm will provide the following services:
* GIS Data Maintenance Work -flow Review and Recommendations
* GIS Map Data Update Services
* MSAG and CAD GeoFile Update Recommendations
* Surrounding Map Data Addition
* Researching Possible GIS Data Enhancement Layers
H1 Annual GIS Data and MSAG Maintenance Services
Quarterly Addition of Surrounding Map Data
Image Catalog Development and Incorporation into GeoLynx 9-1-1
Road Centerline Adjustments to New Aerials
Address Centroid Layer Development
Project Management
GIS Data Maintenance Workflow Review and Recommendations
GeoComm will complete a GIS data maintenance workflow review and offer recommendations to
Vernon PD. Kathy LiIjequist, GIS Consultant and Project Manager, will attend two one -day on -site
meetings at the city of Vernon to review the following elements:
MSAG maintenance workflows
Address assignment workflows/9-1 -1 ALI database
Data flow to GeoComm for update and back to Vernon for update into mapping system
01 GeoFile update workflows
02 GeoLynx User Review: Determine what data is important or useful while dispatching
After the review is complete Kathy will provide Vernon PD a recommendations report outlining the
data workflows determined during the on -site meetings.
In addition Kathy will provide project management throughout the GIS update portions of this project.
GIS Map Data Update Services
GeoComm will update existing key map data layers for the city of Vernon. The foundation for this
project will be the existing GIS data layers, MSAG, and CAD Geofile. Multiple tasks will be performed
on provided key GIS data layers for accurate 9-1-1 call plotting.
Cff 4e ci, C c> ir" i-ri Page 9 of 13
Contract #1108 VPDCA
Depending on the direction of the project, Vernon PD may be required to provide one or more
updated MSAGs and CAD Geofiles. If updates have not been made to the GIS data, MSAG, and
CAD Geofile, GeoComm will use the original analysis fallout lists and GIS data from January 2007 as
the basis for the initial GIS data updates. However, if Vernon PD has made updates to any since the
initial analysis, newer versions must be provided. If so, GeoComm would compare the updated
MSAG and CAD Geofile to the GIS data and would use the resulting fallout lists as the basis for initial
GIS data updates.
The road centerline GIS data layer provided by Vernon PD will be updated as part of this service.
This includes updating only road centerlines within the city limits of Vernon. In addition, GeoComm
will develop a community boundary layer which will include the city of Vernon's municipal boundary
and up to 10 miles of surrounding area community boundaries. GeoComm will develop this layer
based on publicly available GIS data.
MSAG and CAD GeolFile Update Recommendations
After GIS data updates are complete, GeoComm will review the remaining errors in the city of
Vernon's MSAG and CAD Geofile. GeoComm will determine any needed updates to both the MSAG
and CAD Geofile to increase the synchronization rate of the map data to each and enhance the
overall wireline call plotting rate in GeoLynx 9-1-1.
Surrounding Map Data Addition
GeoComm will remove existing GIS road centerline features surrounding the city of Vernon in the
current road centerline. GeoComm will replace this existing surrounding road centerline buffer area
with up to 10 miles of Vernon PD provided current road centerlines.
Researching Possible GIS Data Enhancement Layers
GeoComm will research possible existing GIS data available to enhance the overall GeoLynx 9-1-1
GIS data display. Specifically, GeoComm will research available GIS data layers containing
miscellaneous features such as area landmarks, city hall, libraries, Helo pads, railroads, parcels, etc.
After research is complete, GeoComm will provide the Vernon PD with a report which will include:
[a a list of recommended GIS data layers to be added
where to obtain the GIS data layer
cost, if applicable of obtaining the GIS data layers
GeoComm will then work with Vernon PD to determine which layers are desired and a process for
obtaining the GIS data layers. Vernon PD will be responsible for all costs for obtaining GIS data
layers from outside agencies.
Once it has been determined which GIS data layers are desired, GeoComm will work Vernon PD to
acquire these layers for incorporation into the GIS data setup in GeoLynx 9-1-1.
Annual GIS Data and MSAG Maintenance Services
GeoComm will provide Vernon PD with GIS data maintenance for the city of Vernon road centerline
layer.
4G �e cl, C C)o r" r" Page 10 of 13
Contract #1108 VPDCA
GeoComm believes that proactively eliminating errors in the GIS data is a crucial step in GIS data
maintenance to enhance wireline 9-1 -1 call plotting accuracy. Therefore, GeoComm will actively
research possible call plotting issues as it relates to the GIS data. GeoComm will periodically
compare the city of Vernon MSAG and CAD Geofile to the road centerline layer and also review
provided error reports to determine possible wireline call plotting issues. GIS data issues determined
by either review will be discussed with the Vernon PD contact to ensure proper updates are made.
In addition, GeoComm proposes to use provided hard copy or digital resources to update the GIS
data layers for plotting wireline 9-1 -1 calls.
As needed, GeoComrn will:
Update the road centerline layer in the city of Vernon with additions, deletions, and corrections
Update the city of Vernon community boundaries with any necessary updates
Update water features layer(s) with any additions, deletions, and/or corrections
Update existing additional layer(s)
In addition, GeoComm will provide Vernon PD with two maps, no larger than 36" x 36" quarterly.
GeoComm will also update the MSAG based on hard copy or digital resources provided by Vernon
PD. As needed, GeoComm will:
Update the MSAG when new roads are added, ESZs are changed, and/or roads are extended
Provide deletions to the MSAG, when necessary
Review any MSAG problems, as provided by the database provider (overlaps with other
MSAG entries)
Provide technical assistance with MSAG discrepancies
Geocode the MSAG to the map data and provide a findings report to Vernon PD
Work with Vernon PD on fallout from the geocoding process to ensure the map data and
MSAG are current
Quarterly Addition of Surrounding Map Data
Quarterly, GeoComm proposes to replace existing the 10 mile surrounding road centerline with an
updated road centerline provided by Vernon PD. This service will require removing the existing
surrounding road centerline, adding the new road centerline, and edge matching the updated road
centerline to the city of Vernon's road centerline.
Image Catalog Development and Incorporation into GeoLynx 9-1-1
GeoComrn proposes to develop an image catalog utilizing aerial images provided by Vernon PD.
Once developed, GeoComm will add this image catalog to Vernon PD's GeoLynx 9-1-1 dispatch GIS
system.
GeoComm will not make any modifications to the imagery provided by Vernon PD
Road Centerline Adjustments to New Aerials
GeoComrn will align the city of Vernon's existing road centerline layer to the provided aerial images.
GeoComm's GIS Specialists will adjust the centerlines to spatially correspond to the aerial images at
a zoom scale of 1:386 feet. The final positional accuracy of the road centerline layer will be primarily
dependent on the aerial images.
Page 11 of 13
Contract #1108 VPDCA
Address Centroid Layer Development
GeoComm will develop an address centroid layer based on a Vernon PD provided parcel layer. The
layer developed will be a point layer with a point placed in the center of each parcel in the city of
Vernon. GeoComm will add any attributes present in the parcel layer that are desired by the city of
Vernon in the address centroid layer. This centroid layer will, at a minimum, contain addresses as in
the provided parcel layer. If a parcel layer is not available, GeoComm can offer other services to
develop an address point layer for an additional fee, if desired.
Project Management
Project management starts at GeoComm on day one with the development of a project team. This
team is made up of individuals from different areas of expertise, each specializing in different aspects
of the project. The project team will be introduced to the scope of the project at an internal project
meeting. This ensures everyone understands any nuances in the scope, the overall schedule, and
their individual responsibilities during the project.
Immediately following GeoComm's internal project team meeting, the project team will schedule a
conference call with the Vernon PD project team. At the meeting, the overall schedule and project
scope will be discussed. Upon completion of this meeting, GeoComm will schedule monthly status
conference calls with Vernon PD. The communication during these calls is necessary to ensure
timely completion of the project.
During this project, GeoComm's GIS professionals will prepare and send formal monthly status
reports outlining the following:
* Tasks completed
* Tasks in progress
* Anticipated tasks
Outstanding project issues
Schedule review
During the monthly conference calls, these items as well as any other project elements, will be
discussed. GeoComm will communicate frequently with the Vernon PD contact to ensure awareness
of the status of the project and to maintain on -going communication among project team members.
One of the key elements to having a successful project is the quality of the resources provided.
GeoComm will provide the contact with a list of required resources at the start of the project and will
track the status of the delivery of these resources during the project.
C3 Page 12 of 13
Contract #1108 VPDCA
Exhibit - C Vernon Police Department Responsibilities
General
Provide a local project coordinator.
2. Provide access to any pertinent customer offices and records
3. Assist in the clarification of any questions that may occur
C3 -e 42), C C> I" 1-n Page 13 of 13
Contract #1108 VPDCA
APPROVED NOV 2 4 '08 CITY COUNCIL
CITY CLERK DISTRIBUTION
IV '21 ov Juh
Me-m- o RECEIVED
4H OCT 2 1 2008
TO: Martha Valenzuela, Purchasing Agent CITY CLERK'S OFFICE
From: Dolores Jaunzemis, Purchasing Assistant
Date: October 21, 2008
Re: GIS Mapping Enhancement
Attached for your approval is requisition #0003255. The Police Department is requesting to
upgrade their GIS (Geographic Information Systems) Mapping software by upgrading
the GIS software and development of the GIS mapping solution. The upgrades will again
entail the collaboration between Visionair and its partner GeoComm.
GeoComni provides enhanced mapping data which is used by the Police Dept for dispatching,
tactical operation, community policing and emergency planning. This is also a vital tool used
to support search and rescue operation and provide criminal geographic data. With the updated
service Police officers out on patrol will have access to interactive mapping and geographic
information alongside calls and dispatching information. The new features will provide
improved service delivery, response time and first responder situational awareness (see
attached memo for ftirther explanation).
The above mapping technology is integrated into CAD (Computer Aided Dispatch) System
which runs on Visionair CAD software. Visionair will supply the GIS software. The
approximate cost for the upgraded software is $64,826.00 plus any applicable sales tax. This
includes� software, support/maintenance (I year), license setup, training, hardware, setup and
configuration and training.
Geocomm will provide the development of the GIS mapping solution. The cost for the GIS
mapping is $70,444.00 plus any applicable sales tax. This includes review and
recommendations, update services, map data addition, research, maintenance service (2 years),
quarterly additions of map data, project management and imagery improvements.
Total cost for both projects is $135,271.00. Funding of this project will come from the
Department of Homeland Security's Buffer Zone Protection Grant. The City will be
reimbursed upon proof of payment.
0 Page 1
Page: I
I'ReqMstr' Requisition Master Report
10/9/2008 10:06:07AM CITY OF VERNON
Document #:
Requisition #:
4151
0003255
Date: 10/08/2008 Year:
2,009
Description:
GIS MAPPING ENHANCEMENT
Requestor:
ROBERTSON, DANITA
Requested for:
RODINO, JAMES
Apprvi Queue:
Current Aprv:
police
JAUNZEMIS, DOLORES
Group: drobertson Combine:
Lvl: 3
N
PO Type:
reg
Prev: TOWLES, STEVEN
Confirming: N PO #:
Blanket exp:
$1-irnit - PO- Tran:
Contact:
Text Code:
DOLORES
Phone: (323) 583-8811 xi 10
Restock: N
Department:
1031
Order Placement: Purchasing
W-0- "In AN,
i ype tem Code
rlyl_�unt
s
Tax cd:
Comm cd:
1099 box: 7M FA? N
14,900.00
GIS Data Maintenance Workflow Review
and Recommendations
Account(s)
Projec t Account(s) Acct %
Amount
E 011. 1031.850000
E 096001.6050,6130 -
100.00
14,900.00
RFQ:
N
Encumber: Y
Vendor:
000409
VISIONAIR, INC.
Selected:
Y
Order from:
order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC
28429
FOB Point:
DESTINATION
Desired:
Required:
Bill to:
01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to:
city
4305 SANTA FE AVE. VERNON,. CA 90058
Ship -via:
Instructs:
Lype item Code
'W c
Amount
s
Tax cd:
Comm cd: 1099 box: 7M FA? N
5,200.00
GIS Map Data
Update Services
Account(s)
Project Account(s) Acct %
Amount
E 011. 1031.850000
E 096001.6050,6130 100.00'
5,200.00
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD, PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058,
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
Page: I
ReqMstr Requisition Master Report Page: 2
10/9/2008 10:06:07AM CITY OF VERNON
Document #: 4,151 (Continued)
Requisition #: 0003255
-10. 1 Will
Type tem Code
S
Tax cd: Comm cd: 1099 box: 7M FA? N 5,200.00
MSAG and CAD GeoFile Update
Recommendations
Account(s)
E 011. 1031.850000
Project Account(s)
E. 096001.6050.6130
Acct % Amount
100.00 5,200.00
RFQ:
N
Encumber: Y
Vendor:
000409
VISIONAIR, INC.
Selected:
Y
Order from:
order
6601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC
28429
FOB Point:
DESTINATION
Desired:
Required:
Bill to:
01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to:
city
4305 SANTA FE AVE. VERNON, CA 90058
ShIpwia:
Instructs:
Lype !tem Code
unt
S
1,040.00
Tax cd:
Comm cd: 1099 box: 7M FA? N
Surrounding Map Data
Addition
Account(s)
Project Account(s) Acct %
Amount
E 0 11. 1031.850000
E 096001.6050.6130 100.00
1,040.00
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
Type Item Code Amount
S
Tax cd: Comm cd: 1099 box: 7M
Researching Possible GIS Data
Enhancement Layers
Account(s) Project Account(s)
E 011. 1031.85.0000 E 096001.6050.6130
3,900.00
FA? N
Acct % Amount
100.00 3,900.00
Page: 2
ikeqMitr Requisition Master Report Page: 3
1019/2008 10:06:07AM CITY OF VERNON
Document 4,151 (Continued)
Requisition 0003255
RFQ: N
Encumber: Y
Vendor: 000409
VISIONAIR, INC.
Selected: Y
Order from: order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE,
NC 28429
FOB Point: DESTINATION
Desired:
Required:
Bill to: 01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city
4305 SANTA FE AVE. VERNON, CA 90058
.Ship -via:
Instructs:
Mn'ype Wode
Ltem
unt
s
Tax cd:
7,800.00
Comm cd: 1099 box: 7M FA? N
Annual GIS Data and MSAG Maintenance
Services (First Two Years)
Account(s)
Project Account(s) Acct % Amount
E 011. 1031.850000
E 096001.6050.6130 100.00 7,800.00
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
��te�Code
unt
S 4,160.00
Tax cd: Comm cd: 1099 box: 7M FA? N
Quarterly Addition of Surrounding Map
Data (First Two Years)
Account(s) Project Account(s) Acct % Amount
E 011. 1031.850000 E 096001.6050.6130 100.00 4,160.00
Page: 3
keqMstr Requisition Master Report Page: 4
10/9/2008 10:06:07AM CITY OF VERNON
Document #: 4,151 (Continued)
Requisition #: 0003255
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS �BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
!y
Tpe�iem Wode
unt
s
12,909.00
I ax cu: Comm cd: 1099 box: 7M
Annual GIS Data and MSAG Maintenance
Services (Years Three, Four, and Five)
Account(s) Project Account(s)
E 0 11. 1031.850000
E 096001-6050.6130
FA? N
Acct % Amount
100.00 12,909.00
RFQ: N
Encumber: Y
Vendor: 000409
VISIONAIR, INC.
Selected: Y
Order from: order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired:
Required:
Bill to: 01
ATTN: TREASURY DEPARTMENT 4306 SANTA FE AVE VERNON, CA 90058
Ship to: city
4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
_ �W
iy Ltem Code
unt
s
6,885.00
Tax cd:
Comm cd: 1099 box: 7M FA? N
Quarterly Addition of Surrounding
Map
Data (Years Three, Four, and Five)
Account(s)
Project Account(s) Acct % Amount
E 011.1031.850000
E 096001.6050.6130 100.00 6,885.00
Page: 4
ReqMstr Requisition Master Report Page: 5
1019/2008 10:06:07AM CITY OF VERNON
Document #: 4,151 (Continued)
Requisition #: 0003255
RFQ: N
Encumber: Y
Vendor: 000409
VISIONAIR, INC.
Selected: Y
Order from: order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired:
Required:
Bill to: 01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city
4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
Type Item Code
Am ount
S
1,040,00
Tax cd:
Comm cd: 1099 box: 7M FA? N
Image Catalog Development
and
Incorporation into GeoLynx 9-1 -1
Account(s) Project Account(s)
E 011. 1031.850000
E 096001.6050.6130
S
Tax cd: Comm cd:
Road Centerline Adjustments to New
Aerials
Account(s) Project Account(s)
E 0 11. 1031.850000
Acct % Amount
100.00 1,040.00
1099 box: 7M FA? N
E 096001.6050.6130
Acct %
100.00
2,080.00
Amount
2,080.00
Page: 5
ReqMstr Requisition Master Report Page: 6
1019/2008 10:06:07AM CITY OF VERNON
Document #: 4,151 (Continued)
Requisition #: 0003255
s 2,080.00
Tax cd: Comm cd: 1099 box: 7M FA? N
Address Centroid Layer Development
Account(s) Project Account(s)
Acct % Amount
E 0 11. 1031.850000 E 096001.6050.6130 100.00 2,080.00
s
Tax cd: Comm cd:
Project Management
Account(s)
E 0 11. 1031.850000
RFQ:
Vendor:
Selected:
Order from:
Pay to:
FOB Point:
Desired:
Bill to:
Ship to:
Ship -via:
Instructs:
1099 box: 7M
Project Account(s)
E 096001.6050.6130
3,250.00
FA? N
Acct % Amount
100.00 3,260.00
N Encumber: Y
000409 VISIONAIR, INC.
Y
order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
DESTINATION
Required:
01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
city 4305 SANTA FE AVE. VERNON, CA 90058
Page: 6
ReqMstr Requisition Master Report Page: 7
10/912008 10:06:07AM CITY OF VERNON
Account(s) Project Account(s)
E 0 11. 1031.850000
s
Tax cd: Comm cd:
9-1-1 Call Locations (Viewing Module)
Account(s)
E 011. 1031.850000
E 096001.6050.6130
1099 box: 7M
Project Account(s)
E 096001.6050.6130
s
Tax cd: Comm cd:
Automatic Vehicle Locations (Viewing
Module)
Account(s) Project Account(s)
E 0 11. 1031.850000
Alcct % Amount
100.00 1,600.00
1,500.00
FA? N
Acct % Amount
100.00 1,500.00
1099 box: 7M FA? N
E 096001.6050.6130
Acct %
100.00
1,500.00
Amount
1,500.00
Page: 7
ReqMstr Requisition Master Report Page: 8
10/9/2008 10:06:07AM CITY OF VERNON
Document#: 4,151 (Continued)
Requisition #: 0003255
s
Tax cd: Comm cd: 1099 box: 7M
CAD Incident Locations (Viewing Module)
Account(s) Project Account(s)
1,500.00
FA? N
Acct % Amount
E 0 11. 1031.850000 E 096001.6050.6130 100.00 1,500.00
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
qui$lyph-, e
S
Type Item Code Amount
s 8,552.00
Tax cd: Comm cd: 1099 box: 7M FA? N
EOC Support/Maintenance
Account(s) Project Account(s) Acct % Amount
E 0 11. 1031.850000
RFQ:
Vendor:
Selected:
Order from:
Pay to:
FOB Point:
Desired:
Bill to:
Ship to:
Ship -via:
Instructs:
E 096001.6050.6130
100.00 8,552.00
N Encumber: Y
000409 VISIONAIR, INC.
Y
order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
DESTINATION
Required:
01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
city 4305 SANTA FE AVE. VERNON, CA 90058
Page: 8
Reqmstr Requisition Master Report Page: 9
10/9/2008 10:06:07AM CITY OF VERNON
Document #: 4,151 (Continued)
Requisition #: 0003255
tion ��.c
Type Item Code Amo u " n t ,
s
Tax cd: Comm cd: 1099 box: 7M
Part Number GEOSFT023: GeoCornrn GeoLynx
MO to GeoLynx G7 Software per License
Upgrade Client -
(Quantity: 4)
Account(s) Project Account(s)
E 0 11. 1031.850000
E 096001.6050.6130
FA? N
Acct %
100.00
3,900.00
Amount
3,900.00
s 2,000.00
Tax cd: Comm cd: 1099 box: 7M FA? N
Part Number GEOSRV007: GeoCornrn GeoLynx
Onsite Install Training to V7 1 Day
(MO&AO) Inc Travel
Account(s) Project Account(s) Acct % Amount
E 0 11. 1031.850000 E 096001.6050.6130 100.00 2,000.00
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
Page: 9
ReqMstr Requisition Master Report Page: 10
10/9/2008 10:06:07AM CITY OF VERNON
Document #: 4,151 (Continued)
Requisition #: 0003255
Account(s)
E 011. 1031.850000
Project Account(s)
E 096001.6050.6130
Acct %
100.00
Amount
1,950.00
RFQ:
N
Encumber: Y
Vendor:
000409
VISIONAIR, INC.
Selected:
Y
Order from:
order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point:
DESTINATION
Desired:
Required:
Bill to:
01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to:
city
4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
eqyh�it*' S C
Type Item Code
A I mount
S
3,500.00
Tax cd:
Comm cd: 1099 box: 7M FA? N
GeoLynx EOC Install/Training
Account(s)
Project Account(s) Acct % Amount
E 011. 1031.850000
E 096001.6050.6130
100.00
3,500.00
RFQ:
N
Encumber: Y
Vendor:
000409
VISIONAIR, INC.
Selected:
Y
Order from:
order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point:
DESTINATION
Desired:
Required:
Bill to:
01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to:
city
4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
eqy Oy
Type Item Code
, Am I ount
S
23,500.00
Tax cd:
Comm cd: 1099 box: 7M FA? N
GeoLynx EOC Software
Account(s)
E 0 11. 1031.850000
Project Account(s)
E 096001.6050.6130
Acct % Amount
100.00 23,500.00
Page: 10
ReqMstr Requisition Master Report Page: 11
10/9/2008 10:06:07AM CITY OF VERNON
Document #: 41151 (Continued)
Requisition #: 0003255
RFQ:
N
Encumber: Y
Vendor:
000409
VISIONAIR, INC.
Selected:
Y
Order from:
order
5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to:
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point:
DESTINATION
Desired:
Required:
Bill to:
01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to:
city
4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
Type Item Code
Amount
s
2,125.00
Tax cd:
Comm cd: 1099 box: 7M FA? N
MobiLynx7 Upgrade
Account(s) Project Account(s)
E 0 11. 1031.850000
E 096001.6050.6130
s
Tax cd: Comm cd: 1099 box: 7M
MobiLynx7 Upgrade Install/Training
(Quantity: 17)
Account(s) Project Account(s)
E 011. 1031.850000
RFQ:
Vendor:
Selected:
Order from:
Pay to:
FOB Point:
Desired:
Bill to:
Ship to:
Ship -via:
Instructs:
E 096001.6050.6130
Acct %
100.00
FA? N
Amount
2,125.00
�1,400.00
Acct % Amount
100.00 1,400.00
N Encumber: Y
000409 VISIONAIR, INC.
Y
order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
DESTINATION
Required:
01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
city 4305 SANTA FE AVE. VERNON, CA 90058
Page: I I
ReqMstr Requisition Master Report Page: 12
1019/2008 10:06:07AM CITY OF VERNON
Allow partial: N
Server Hardware (rack mount, no monitor)
Account(s)
E 0 11. 1031.850000
S
Tax cd: Comm cd:
Set up and Configuration
Account(s)
E 0 11. 1031.850000
Allow backorder: N
Project Account(s) Acct % Amount
E 096001.6050.6130 100.00 9,330.00
1099 box: 7M FA? N
Project Account(s)
E 096001.6050.6130
2,470.00
Acct % Amount
100.00 2,470.00
RFQ: N Encumber: Y
Vendor: 000409 VISIONAIR, INC.
Selected: Y
Order from: order 5601 BARBADOS BLVD. PO BOX 9000 CASTLE HAYNE, NC 28429
Pay to: 5601 BARBADOS BLVD. ATTN: ACCOUNTS RECEIVABLE CASTLE HAYNE, NC 28429
FOB Point: DESTINATION
Desired: Required:
Bill to: 01 ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to: city 4305 SANTA FE AVE. VERNON, CA 90058
Ship -via:
Instructs:
Total: 135,271.00
Page: 12
Page I of I
Jaunzemis, Dolores
From: Calleros, Daniel [DCalleros@covpd;org)
Sent: Tuesday, October 14, 2008 9:03 AM
To: Jaunzemis, Dolores
Cc: Winegar, Jerry; Rodino, James
Subject: Purchase Order for Requisition #0003255
Dolores, as we discussed, the police department has received grant funding through the FY06 Chemical
Buffer Zone Protection Program. Under this grant all purchases must be completed by January 30,
2009. Last week we submitted purchase requisition #00.03255 for the purchase of a GIS Mapping
Enhancement. This purchase will be made with two vendors. Visionair will supply the GIS software
totaling $64,827.00. GeoComm will provide development of the GIS mapping solution totaling
$70,444.00.
Since we are using sole -source vendors for this purchase, we have submitted sole source approval from
the grant office. Because this has been a lengthy process and to avoid further delay due to the short
purchasing timeline, we submitted the purchase requisition to begin our internal purchase process and
contract agreements. This will save us time while we wait for the sole source approval from the state.
As of Thursday of last week we were given a verbal approval for this sole source, but we were asked to
wait for the state letter before we submit for purchase with the vendor. We expect to receive the letter
within a week or so. Please do not submit the purchase order or contracts to the two listed vendors until
we advise you to proceed further with the purchase order. Thanks for your assistance in this matter. We
will keep you posted.
Daniel Calleros
Captain, Administrative Services
Vernon Police Department
4305 Santa Fe Ave
Vernon, California 90058
323-587-5171, ext. 116
323-826-1484 fax
dcalleros@coypd.orp,
10/21/2008
Mera
To. Chief Towles
From: Capt. James Rodino
Date: October 8, 2008
Re: GIS Mapping Enhancement
PU
The purpose of this memorandum is to request the authorization to fund an upgrade to our
GIS (Geographic Information Systems) Mapping software for the police department
ER _Ct I
In October 2006, ' the Vernon Police Department was one of the first police agencies in the
area to adopt and deploy GIS mapping. The mapping solution offered at the time was
collaboration between Visionair and Ks partner Geocomm. GeoComm's GIS mapping
solution was the only product that was and is compatible with the Visionair CAD and mobile
software.
GIS has become a core information infrastructure for the Vernon Police Department. GIS
is used to support many aspects of policing including criminal investigations, -police
dispatch, tactical operations, community policing, and emergency planning. The Vernon
Police Department Crime Analysis Unit is using mapping as a tool to analyze crime data
and disseminate information to assist police operations and investigations. The unit has
progressed in its efforts to use maps and spatial data to generate analytical inferences
and intelligence necessary to support police efforts in crime suppression, management,
and prevention. As part of this initiative, Vernon Police Department Is implementing the
Omega Group's CrimeView technology to leverage the existing use of ArcGIS
technology.
In Vernon, mapping technology has been used to support search and rescue operations,
facilitate response to emergency calls, understand spatial distribution of criminal events,
conduct predictive mapping of criminal events, perform radius mapping of offenders,
geographic profiles of serial crimes, present evidence in court, conduct target
vulnerability assessment, map critical infrastructure, redistrict police patrol zones, and
identify persistent and recurring neighborhood safety concerns.
By using mapping technology in its operabqns, Vernon Police Department seeks to
apply robust crime mapping techniques to understand crime attributes. GeoComm's GIS
technology is the main mapping technology utilized by Vernon Police Department.
The Vernon Police Department integrated mapping functions into its computer aided
dispatch system (CAD). The CAD application used by dispatch runs on Visionair CAD
software. This CAD technology is currently integrated with the mapping module provided
0 Page 1
by GeoComm. GeoComm's mapping solution is used to perform the conversion and
administration of the geographic data used in the CAD system. This initiative has
facilitated the process of dispatching police officers to Incidence locations. The goal is to
improve service delivery and reduce officer's response time to police calls for service.
Presently, the organization is making the mapping functions available in its mobile data
units in police cars so that officers can have access to interactive mapping and
geographic information alongside calls and dispatching information. The availability of
mapping software. in the police units is designed to assist with crucial decision making
during the early dispatch and response of a major incidents. The incidents include
armed suspects, bomb threats, chemical spills, biochemical incidents, and any event
that requires extraordinary deployment. This GIS data contains mapping layers that
display information relating to:
• Improved first responder situational awareness
• Access to a complete, easily shared common operating picture
• Accurate routing to incidents
• Immediate access to historical calls for the same address
• Access to extensive premise data (photos, preplans, floor plans, and hazmat issues)
• Ability to identify resource locations
• Automatic geocoding of data captured in the field
Project Goals
The purpose of this request is to enhance our GeoComm software in order to integrate
the new features and enhanced map layers. One now feature is GeoLynx EOC. This
is a situational awareness web mapping solution for public safety, emergency
operations, and homeland security built on ESRI's ArcGIS Server. GeoLynx EOC
displays your own custom and highly detailed GIS information in a Web browser along
with tools and capabilities that support all facets of tactical emergency management.
Using just a web browser, users cap view and interact with dynamic information from
multiple sources including localized custom GIS data sets, real-time feeds from E9-1-1,
automatic vehicle location (AVIL), and computer aided dispatch (CAD) systems, as well
as GeoRSS and Web map services.
Emergency personnel can collaborate across jurisdictions, agencies, and groups by
creating shared views and markups on the map depicting dynamic conditions on the
ground that change over the course Of an event.
By combining localized custom GIS data sets with real time feeds and emergency
management tools enabling individual users to bring content up to the Web, GeoLynx
EOC provides a Common Operating Picture (COP) that creates situational awareness
for all users of the system. Some of the featues of GeoLynx EOC Include:
Creates situational awareness by providing a single common operating picture:
one detailed GIS Web map interface for incident management
0 Operates across offices and agencies in remote and separate locations
0 Page 2
• Users only need a Web browser and no other special software pre -installed on
client computers
• Enables users to share critical information from remote locations
• Reduces need for paper maps and plotters for EOC and mobile command post
Staging
• Provides common language and visualization for Incident management
Another addition to the software is GeoLynx 9-1-1. GeoLynx 9-1-1 Dispatch GIS is a fulk
featured, professional -level desktop mapping package specifically tailored for 9-1-1
emergencies, This software features instantaneous call plotting of wireline, wireless Phase I
and Phase 11 calls, and Voice over Internet Protocol (VoIP) calls on a digital map.
When a 9-1-1 call is placed, our software automatically captures the address, cell site and
sector information, or coordinates from the ALI stream and instantly plots a marker at the
caller's location on a GIS base map. GeoLynx 9-1-1 displays the caller's, location on the map
clearly showing caller name, address, and responding agency data, along with additional
information extracted from the map such as property access points and physical structure
locations. This geographic information dramatically enhances the ability of dispatchers to
quickly and efficlently dispatch emergency response personnel.
Mapping Enhancement
When we first purchased the GeoComm software in October 2006, we did not have a GIS
department or provider and, consequently, the collection and/or creation of mapping layers
was left to myself. As a result, the mapping display in the dispatch is very rudimentary.
For this project GeoComm will be the source for GIS data collection and implementation.
GeoComm prides itself on using sophisticated techniques to create accurate and cost-
effective GIS data. With a strong foundation of technical resources, project management
infrastructure and a structured quality assurance curriculum, GeoComrn builds base
maps and delivers projects nationwide,
GeoComm has developed and implemented a structured quality assurance curriculum
as well as a variety of tools to a ' ssist In the quailty control process. These processes are
monitored by our GIS project teams and occur throughout the GIS map data
development project. Created for implementation in a PSAP for 9-1-1 call plotting, our
map data is fine tuned to correspond to the master street address guide (MSAG) and
automatic location information (ALI) database in order to ensure the highest rate of call
plotting possible.
All geographic positioning systems data collected for the mapping system will exceed
national map accuracy specifications for 1:24,000 scale mapping.
Funding
The funding for this project will be through the Department of Homeland Security's
Buffer Zone Protection Grant, This is a reimbursement grant, thus, initial funding will be
from the police department's budget. The account number to be used for this purchase
will be E096001.6050.6130. For this project two vendors will be utilized.
* Page 3
Visionair will be supplying us the GIS software. The cost for software, installation, and
training is $64,827.00. Refer to the attached quote for an itemizadon of software and
service.
GeoComm will be providing us the development of the GIS mapping solution. The cost
for enhancing our GIS mapping is $70,444. Refer to the attached quote for an
itemization of software and service.
The total cost for this project is $135,271.
a Page 4
Page I of 2
Jaunzemis, Dolores
From: Rodino, James [JRodino@covpd.org]
Sent: Thursday, October 09, 2008 9:19 AM
To: Jaunzemis, Dolores
Subject: Visionair—GeoComm Quotes
Attachments: Visonair GeoComm Quotes.pdf
Dolores,
Requisition #0003255 for the funding of GIS Mapping Enhancements currently shows only one vendor for this
project when in reality it should be two different vendors. Visionair is our source for the GIS software and
GeoComm is the service provider for the creation of our GIS maps. I have attached each vendor's quotes for
reference purposes.
Visionair's portion of this project is $64,827.
GeoComm's portion of this project is $70,444.
GeoComm's business information is as follows:
GeoComm Inc.
601 W. Saint Germain St., Saint Cloud, MN 56301
Office: 320.230.2924 ly U
Please let me know if you require any further information.
Sorry for the confusion.
Captain James P. Rodino
Vernon Police Department
Patrol & Investigative Commander
323-587-5171 ext. 115
323-353-2037 (Cei/)
jrodino@covpd.org
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GeoComm's experience in Geographic Information Systems (GIs) and consulting is demonstrated by our
customer, base In 500 counties across 36 states, Utilizing this experience, GeoComm is prepared to assist
you in achieving your 9- 1 -1 GIs goals. GeoComm's consulting and GIs services will assist Vernon PD in
meeting the overall project goals of having a fully functional and visually appealing GeoLynx 9- 1 -1 dispatch
GIs.
One of the most crucial elements in mapping 9-1 -1 calls Is GIs data. The importance of accurate GIs data
in a public safety environment cannot be underestimated. GeoComm provides full scale 9- 1 -1 GIs services
to meet the needs of our customers. GeoComm's experience includes working with muitt-jurisdictional
areas, synthesizing GIs data sets from counties, metropolitan areas, and cities and towns of all sizes. As
well as working with numerous other agencies such as post offices and ALI database providers for mission -
critical environments.
GeoComm has the necessary staff with years of experience in enhancing GIs data sets for 9- 1 -1
jurisdictions throughout the United States. As an industry leader in the evolution of public safety since the
introduction of GIs call plotting over a decade ago, GeoComm has built on its streng ths as a GIs data,
consulting, and software development company, specifically for 9-1-1. Add to these strengths our
fundamental understanding of data development along with our technical experience in project
implementation management throughout the United States and it should come as no surprise that
GeoComm has been the company of choice to assist local and regional governments with the services and
solutions similar to those outlined below.
The project teamwill be lead by GeoComm's GIs Consultant, Kathy Llljequist, GISP, GeoComm believes
Kathy is the logical choice for this project with her past project experience specific to public safety and GIs.
Kathy is very knowledgeable about the nuances of 9- 1 - 1, an expert at Integrating GIs in public safety, and is
familiar with the goals of Vernon PD.
Kathy Llljequist will be responsible for coordinating the collection of information on -site, development of
data model, project management, workflow consulting, etc. in Vernon PD during the project.
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Geocomm proposes:
GIS Data Maintenance Workflow Review and Recommendations
GIS Map Data Update Services
MSAG and CAD GeoFile Update Recommendations
Surrounding Map Data Addition
Researching Possible GIS Data Enhancement Layers
Annual GIS Data and MSAG Maintenance Services
Quarterly Addition of Surrounding Map Data
image Catalog Development and Incorporation into GeoLynx 9- 1 -1
Road Centerline Adjustments to New Aerials
Address Centrold Layer Development
ak Project Management
Following are brief descriptions of each of the services proposed including Vernon PD's project
responsibilities. A complete scope of work for each of the servicescan be provided upon request.
GIS Data Maintenance Workflow Review and Recommendations
GeoComrn proposes to complete a GI,S data maintenance workflow review and offer recommendations to
Vernon PD, Kathy Llljequist, GIS Consultant and Project Manager, will attend two one -day on -site
meetings at the city of Vernon to review the following elements:
MSAG maintenance wordows
Address assignment workflows/9. 1 -1 ALI database
Data flow to GeoComm for update,and back to Vernon for update into mapping system
GeoF!lc update workflows
GeoLynx User Review: Determine what data is important or useful while dispatching
After the review is complete Kathy will provide Vernon PD a recommendations report outlining the data
workflows determined during the on -site meetings.
In addition Kathy will provide project management throughout the GIS update portions of this project.
..... . ....... . ............... .... . .... . .... I ............
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GIS Map Data Update Services
GeoComrn proposes to update existing key map data layers for the city of Vernon. The foundation for this
project will be the existing GIS data layers, MSAG, and CAD Geofile. Multiple tasks will be performed on
provided key GIS data layers for accurate 9- 1 -1 call plotting.
Depending on the direction of the project, Vernon PD may be required to provide one or more updated
MSAGs and CAD Geofiles. If updates have not been made to the GIS data, MSAG, and CAD Geofile,
GeoComrn will use the'original analysis fallout lists and GIS data from January 2007 as the basis for the
initial GIS data updates, However, if Vernon PD has made updates to any since the initial analysis, newer
versions must be provided, If so, GeoComm would compare the updated MSAG and CAD Geofile to the
GIS data and would use the resulting fallout lists as the basis for initial GIS data updates.
The road centerline GIS data layer provided by Vernon PD will be updated as part of this service. This
includes updating only road centerlines within the city limits of Vernon. In addition, GeoComm will
develop a community boundary layer which will include the city of Vernon's municipal boundary and up to
10 miles of surrounding area community boundaries. GeoComm will develop this layer based on publicly
available GIS data.
MSAG and CAD GeoFille Update Recommendations
After GIS data updates are complete, GeoComm Vill review the remaining errors in the city of Vernon's
MSAG and CAD Geofile. GeoComrn will determine any needed updates to both the MSAG and CAD
Geofile to increase the synchronization rate of the map data to each and enhance the overall wireline call
plotting rate in GeoLynx 9- 1 - 1.
Su�rounding Map Data Addition
GeoComm proposes to remove existing GIS road centerline features surrounding the city of Vernon in the
current road centerline. GeoComm will replace this existing surrounding road centerline buffer area with
up to 10 miles of Vernon PD provided current road centerlines.
Researching Possible GIS Data Enhancement Layers
GeoComm proposes to research possible existing GIS data available to enhance the overall GeoLynx 9-1 -1
GIS data display, Specifically, GeoComm proposes to research available GIS data layers containing
miscellaneous features such as area landmarks, city hall, libraries, Help pads, rallrbads, parcels, etc.
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After research is complete, GeoComm will provide the Vernon PD with a report which Will include:
a list of recommended GIS data layers to be added
where to obtain the GIS data layer
cost, If applicable of obtaining the GIS data layers
GeoComm will then work with Vernon PD to determine which layers are desired and a process for
obtaining the GIS data layers. Vernon PD will be responsible for all costs for obtaining GIS data layers from
outside agencies.
Once it has been determined which GIS data layers are desired, GeoComm will work Vernon PD to
acquire these layers for incorporation into the GIS data setup In GeoLynx 9- 1 - 1.
Annual GIS Data and MSAG Maintenance Services
GeoComm proposes to provide Vernon PD with GIS data maintenance for the city of Vernon road
centerline layer.
GeoComm believes that proactively eliminating errors in the GIS data is a crucial step in GIS data
maintenance to enhance wireline 9- 1 -1 call plotting accuracy. Therefore, GeoComm proposes to actively
research possible call plotting Issues as it relates to the GIS data. GeoCQmm will periodically compare the
city of Vernon MSAG and CAD Geofile to the road centerline layer and also review provided error reports
to determine possible wireline call plotting issues. GIS data issues determined by either review will be
discussed with the Vernon PD contact to ensure proper updates are made.
In addition, GeoComm proposes to use provided hard copy or digital resources to update the GIS data
layers for plotting wilrellne 9-1 -1 calls.
As needed, GeoComm will;
Update the. road centerline layer in the city of Vernon with additions, deletions, and corrections
Update the city of Vernon community boundaries with any necessary updates
Update water features layer(s) with any additions, deletions, and/or corrections
Update existing additional layer(s)
In addition, GeoComm will provide Vernon PD with two maps, no larger than 36" x 36" quarterly.
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GeoComm will also update the MSAG based on hard copy or digital resources provided by Vernon PD. As
needed, GeoComm will:
Update the MSAG when new roads are added, ESZs are changed, and/or roads are extended
Provide deletions to the MSAG, when necessary
Review any MSAG problems, as provided by the database provider (overlaps with other MSAG
entri es)
Provide technical assistance with MSAG discrepancies
Geocode the MSAG to the -rnap data and provide a findings report to Vernon PD
Work with Vernon PD on fallout from the geocoding process to ensure the map data and MSAG
are current
Quarterly Addition of Surrounding Map Data
Quarterly, GeoComm proposes to replace existing the 10 mile surrounding road centerline with an
updated road centerline provided by Vernon PD, This service will require removing the existing
surrounding road centerline, adding the new road centerline, and edge matching the updated road
centerline to the city of Vernon's road centerline.
Image Catalog Development and Incorporation into GeoLynx 9-1-1
GeoComm proposes to develop an image catalog utilizing aerial images provided by Vernon PD.
Once developed, GeoComm Vill add this image catalog to Vernon PD's GeoLynx 9- 1 -1 dispatch GIS
system,
GeoComm will not make any modifications to the Imagery provided by Vernon PD.
Road Centerline Adjustments to New Aerials
GeoComm will align the city of Vernon's existing road centerline layer to the provided aerial images.
GeoComm's GIS Specialists will adjust the centerlines to spatially correspond to the aerial images at a
zoom scale of 1:386 feet. The final positional accuracy of the road centerline layer will be primarily
dependent on the aerial Images.
Address Centroid Layer Development
GeoComm proposes to develop an address centroid layer based on a Vernon PD provided parcel layer.
The layer developed will be a point layer with a point placed in the center of each parcel in the city of
Vernon. GeoComm will add any attributes present in the parcel layer that are desired by the city of
Vernon in the address centroid layer. This cenzroid layer will, at a minimum, contain addresses as present
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in the provided parcel layer, If a parcel layer is not available, GeoComrn can offer other services to
develop an address point layer for an additional fee, if desired.
Project Management
GeoComm's experience creating and successfully implementing over 380 GIS-related projects from the
"ground tip" over the last 13 years has provided us with the tools, procedures, and knowledge necessary to
provide you with a well -managed project. GeoComm pledges to work closely with the local staff for the
duration of the project.
Project management starts at GeoComm on day one with the development of a
project team. This team is made up of individuals from different areas of expertise,
each specializing in different aspects of the project. The project team will be
introduced to the scope of the project at an internal project meeting. This ensure$
everyone understands any, nuances In the scope, the overall schedule, and their
individual responsibilities during the project
Immediately following GeoComm's internal project team meeting, the project team
will schedule a conference call with the Vernon PID project team. At the meeting, the
overall schedule and project scope will be discussed. Upon completion of this meeting,
GeoComrn will schedule monthly status conference calls with Vernon PD. The communication during
these calls Is necessary to ensure timely completion of the project
During this project, GeoComm's GIS professionals will prepare and send formal monthly status reports
outlining the following:
M.
Tasks completed
�i Tasks in progress
Anticipated tasks
Outstanding project issues
Schedule review
During the monthly conference calls, these items, as well as any other project elements, will be discussed.
GeoComm will communicate frequently with the Vernon PD contact to ensure awareness of the status of
the project and to maintain on -going communication among project team members.
One of the key elements to,having a successful project is the quality of the resources provided. GeoComm
will provide the contact with a list of required resources at the start of the project and will track the status
of the delivery of these resources during the project.
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Prices valid for 90 days.
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GIS Data Maintenance Workflow Review and Recommendations
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$14,900
GIS Map Data Update Services
$5,200
MSAG and CAD GeoFile Update Recommendations
$5,200
Surrounding Map Data Addition.
$1.040
Researching Possible GIS Data Enhancement Layers
$3,900
Annual GIS Data and MSAG Maintenance Services (First Two Years)
$7,800
Quarterly Addition of Surrounding Map Data (First TWo Years)
$4,160
Annual GIS Data and MSAG Maintenance Services (Years Three, Four, and Five)
$12,909
Quarterly Addition of Surrounding Map Data (Years Three, Four, and Five)
$6,885
Image Catalog Development and Incorporation Into GeoLynx 9- 1 -1
$1,040
Road Centerline Adjustments to Now Aerials
$2,080
Address Centroid Layer Development
$2,080
Project Management
$3,250
Cost Proposal Total: $70i4441
Notes., Support and maintenance costs are quoted for multiple years (up to five years). Pricing proposed for three additional
years after the first two years increases by only five percent per year if the services Is not paid in full at contract signing,
but rather Is paid over the life of the contract,
Additional support and maintenance following the first year can be purchased at the current list price at the time of
future purchase if not purchased as part of the original agreement. The current list price at the time of future purchase
may be slightly different than the prices quoted in this proposal,