Resolution No. 098652
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RESOLUTION NO. 9865
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF A
CONTRACT FOR SOFTWARE DEVELOPMENT BY AND BETWEEN
THE CITY OF VERNON AND ANGEL CITY DATA, LLC FOR
PHASE 3 OF THE DATABASE TRACKING SYSTEM FOR THE
FIRE DEPARTMENT
WHEREAS, on June 25, 2007, the City Council of the City of
Vernon adopted Resolution No. 9352 approving an agreement with Angel
City Data, LLC ("Angel City"") for Phase 1 of the development and
implementation of a customized database tracking system for the Fire
Department that will consolidate its data that is currently in various
FileMaker software programs into one comprehensive FileMaker program
'to increase productivity and efficiency by eliminating separate data
entry and maintenance of information and increase reporting
capabilities (the "Database Tracking System"); and
WHEREAS, on June 2, 2008, the City Council of the City of
Vernon adopted Resolution No. 9630 approving an agreement to implement
Phase 2 of the creation, installation, testing, training and
conversion of the Database Tracking System; and
WHEREAS, Angel City proposed -that the Database Tracking
System be built in three phases with the first phase being the building
of the FileMaker Pro foundation, which has been completed, the second
phase being the automation of the system, which has been completed, and
the third phase being taking the system to the web; and
WHEREAS, the Fire Department is ready to implement Phase 3 of
the Database Tracking System with Angel City for an estimated cost of
Fifty -Four Thousand Four Hundred Fifty Dollars and No Cents
28 ll($54,450.00) (includes software, installation and sales taxes), with
1 thirty percent (30%) due with the issuance of the Purchase Order; and
2 WHEREAS, the City Council of the City of Vernon has
3 determined that, pursuant to the provisions of subsection (a) of
4 Section 2.27 of the Vernon City Code, it is in the public interest and
5 necessity to enter into a contract with Angel City for Phase 3 of the
6 Database Tracking System to enhance services provided to the Vernon
7 community.
8 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE:
9 CITY OF VERNON AS FOLLOWS:
10 SECTION 1: The City Council of the City of Vernon hereby
11 finds and determines that the recitals contained hereinabove are true
12 and correct.
13 SECTION 2: The City Council of the City of Vernon hereby
14 approves the Contract for Software Development with Angel City, in
15 substantially the same form as the copy which is attached hereto as
16 Exhibit A and incorporated by reference.
17 SECTION 3: The City Council of the City of Vernon hereby
18 authorizes the. Mayor or Mayor Pro-Tem to execute said Contract for,
19 and on behalf of, the City of Vernon and the City Clerk or Deputy City
20 Clerk is hereby authorized to attest thereto.
21 SECTION 4: The City Council of the City of Vernon hereby
22 directs the City Clerk, or her designee, to send one fully executed
23 Agreement to:
24 Angel City Data, LLC
25 Attn.: David A. Knight, President
150 E. Olive Avenue, Suite 213
26 Burbank, CA 91502
27 SECTION 5: The City Council of the City of Vernon hereby
28 authorizes the City Administrator, or his designee, to make whatever
2
1 nonsubstantive, administrative and/or text changes, upon advice of
2 counsel, to the Contract.
3 SECTION 6: The City Clerk of the City of Vernon shall
4 certify to the passage of this resolution, and thereupon and
5 thereafter the same shall be in full force and effect.
6 APPROVED AND ADOPTED this 23 rd day of February, 2009.
7
8
9 Name: Leonis C. Malburg
10
Title: Mayor k4ayer Prt) Tt--rrL
11 ATTEST:
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MANUELA GIRON-,--Ci,+-y 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. 9865, was
duly adopted by the City Council of the City of Vernon at a regular
meeting of the City Council duly held on Monday, February 23, 2009, and
thereafter was duly signed by the Mayor or Mayor Pro-Tem of the City of
Vernon.
(SEAL)
-L'4,z'x � a xx"..z
MANUELA GIROM- C�ity Cle�-k
- 4 -
EXHIBIT A
CONTRACT FOR SOFTWARE DEVELOPMENT
This is a contract to develop database and/or web software between Angel City Data, LLC (vendor) and
Vernon Fire Dept (client).
Vernon Fire Department System Design Specification Schedule System Phase 3
ProjectScope dated 1/27/09 attached hereto as Exhibit A. and,� incorporated by reference
Lestimate) establishes the functional and structural
requirements for designing and building a FileMaker Pro database system (the system) for managing
many facets of client's operation. For a full list of all functions comprised by this system, please refer to
the aforementioned estimate.
Justification
The system will provide the tools necessary for Increasing productivity, minimizing redundant data entry,
and presenting data and reporting capabilities that previously required manual assembly. The system will
provide management with tools for verifying accountability and follow through of various staff members.
The system will feature several automated routines that previously required manual execution, The
system design will also provide extensive scalability, allowing the system to grow considerably without
special handling or additional programming. The new system will potentially provide a much higher level
of security than current systems and will provide opportunities for future integration with other cli I ent
systems.
Exclusions from Functionality
It Is understood that no printed documentation will accompany the system. Please note that this can be
arranged separately at anytime, subject to hourly charges. Please also note that many verbally discussed
or previously documented items will not be included in this initial phase of development but may be added
at a later time. Migration of existing data is also excluded from this initial phase but can be done by VFD
staff or through vendor (additional charges apply).
Security
The system will provide specific levels of security as detailed In the estimate.
Systent Platform
The system will be designed primarily for both Windows XP, Vista and Mac OS X Operating system use.
The FileMaker Pro system will work across the client's existing network, Client will provide an approved
environment (computers and network) for running FileMaker Pro software over, Vendor will make
recommendations to the client to achieve the above environment. Please note that system will utilize
FileMaker Pro version 9.0 or higher and therefore requires that all computers be running compatible
operating systems.
The Estimate
Vendor represents that all requirements stated in the Project Estimate are those that the Client has
deemed necessary and complete, Vendor Is confident that the estimates provided herein are sound.
Therefore, the total estimated amount of 330 hours of work shall not be exceeded without prior written
justification and subsequent written consent by an authorized representative of the Client.
Omissions
It is the Client's responsibility to ensure that all requirements are properly documented and accounted for
in the Project Estimate. Any errors,in or omissions from the signed Project Estimate and Contract are the
sole responsibility of the client once the project has begun. Vendor will schedule review calls or meetings
with primary client contacts to update progress of project and approvals for necessary processes to move
forward.
Payment Sche.dule
30% of the estimated project cost is due and payable upon execution of this agreement and must be
received before the project can begin, An additional 50% of the total will be due at the project midpoint.
Remaining 20% will be due upon successful delivery and acceptance by client.- Any Items subject to actual
billing ("rough estimate" or "to be determined" or third party software items) will be billed as they occur
during normal billing cycles (Is� and 15th of each month). Billing rate for all services is $165/hour,
Changes to scope of work
Client requested changes to the scope of work set forth in the Project Estimate will be handled by written
change orders and are subject to additional charges at $165/hr rate. Each change order will be estimated
and approved by client signature prior to being implemented.
Client Acceptance
Upon installation of the completed work, It is the responsibility of the Client to verify that the work
accurately represents what is stated in the Project Estimate and other related documents, Client will be
asked to 'sign a Document of Delivery upon acceptance of the work product. Should theie be any issues
or discrepancies, the Client must present them in writing to vendor within 30 business days. Vendor
agrees to resolve any issues in a timely manner,
Client approval of all completed requirements constitutes compliance by Vendor, entitles Vendor to any
remaining compensation and removes Vendor from any liability for specifications not listed In any
supporting project documentation,
Please note that upon system installation and final payment, vendor will provide client with master
password to software, and full ownership of the software will be transferred to client to do with it as they
see fit. Client will be under no obligation to vendor from that day forward.
Technical Support
Vendor will provide 90 days free technical support on all systems developed or purchased under this
contract. Vendor warrants that the system will function properly and according to specifications stated in
the Project Estimate and related documents for a period of 90 days upon completion date of the project so
long as the database structure, layouts & scripts remain untouched by the Client's employees or agents
(anyone other than Vendor personnel). Any system problems that occur as a result of faulty hardware, 3rd
party software conflicts or any deviations from the conditions specified are not covered under this
warranty.
Example of Work
Vendor reserves the right to Include the system/database developed for Client in Its portfolio as an
example of work to potential clients and/or professional trade organizations. Vendor will obtain written
client approval of system and database documentation used prior to presenting. Vendor understands the
sensitivity of client Information and therefore promises to use only sample (mock) data in the portfolio,
Limits of Liability
Except in the event of gross negligence on the part of the vendor, the vendor shall not be liable towards
the Client for any fault or any direct or indirect damage resulting there from, and the Client shall
Indemnify the Vendor and hold it harmless from and against all claims, including all claims under a
warranty, in any of the following cases:
-Modifications made to the System or Its components by a person other than the Vendor or a person
reporting to the Vendor;
-Hardware or software modifications or additions made to the computer equipment which affect the proper
operation of the System or its components;
-The Introduction of a computer virus Into the computer equipment which affects the proper operation of
the System or its components;
-The migration of the System and its components to a different hardware or software environment;
-The loss of business opportunities or income relating to the operation or failure to operate of the System
or its components; and
-Unlawful or unauthorized third party hacking into the computer equipment.
UNLESS OTHERWISE PROVIDED FOR IN THIS AGREEMENT, UNDER NO CIRCUMSTANCES WILL
THE VENDOR (INCLUDING, IF APPLICABLE, ITS SUBSIDIARIES AND PARENT COMPANY, AND ITS
SHAREHOLDERS, DIRECTORS, OFFICERS, EXECUTIVES, EMPLOYEES, ASSOCIATES AND
VENDORS) BE HELD LIABLE TOWARDS THE CLIENT OR ANY THIRD PARTY FOR ANY INDIRECT,
CONSEQUENTIAL, SPECIAL, PUNITIVE OR EXEMPLARY DAMAGES, INCLUDING, WITHOUT
LIMITATION, ANY LOSS OF PROFITS OR OTHER ECONOMIC LOSS (RESULTING FROM A
CONTRACTUAL OR EXTRA -CONTRACTUAL FAULT'OR FROM NEGLIGENCE), EVEN IF THE VENDOR
HAS BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES. CERTAIN JURISDICTIONS
PROHIBIT THE EXCLUSION OR LIMITATION OF LIABILITY FOR INDIRECT OR CONSEQUENTIAL
DAMAGES, AND IT IS POSSIBLE THAT ONE OR MORE OF THE AFOREMENTIONED EXCLUSIONS
OR LIMITATIONS WILL NOT APPLY. IT IS ALSO POSSIBLE THAT THE CLIENT MAY HAVE OTHER
RIGHTS, WHICH RIGHTS MAY VARY FROM ONE PLACE TO ANOTHER, UNDER NO
CIRCUMSTANCES WILL THE VENDOR'S TOTAL LIABILITY TOWARDS THE CLIENT EXCEED THE
VALUE OF THE SERVICES RENDERED TO THE CLIENT AND PAID FOR BY IT. THE CLIENT
EXPRESSLY RELEASES THE VENDOR FROM ANY LIABILITY EXCEEDING THE SAID LIMIT.
Duration
The terms and pricing of this Requirements Specification and Project Estimate are deemed time -sensitive
and must be executed within 60 days (until 4/10/2009). If this contract is not executed prior to or on this
date, this contract and all the terms within are null and void and related pricing and terms are subject to
change.
Project Estimate VFDO04—Design Spec_v2 & above contract:
Agreed to by Vendor:
Aqreed to by Client:
City of Vernon
Sign & Date Sign & Date
David A. Knight Name Printed
President
Angel City Data LLC Mayor / Mayor Pro-Tem
ATTEST: Title
By: APPROVED AS TO FORM:
Manuela Giron, City Clerk
Jeff A. Harrison, City Attorney
EXHIBIT A
Angel City Data
150 E. Olive Ave, Suit, 213
Burbank, CA 91502
(818) 238-0172
System Design Specification
Vernon Fire Department
Schedule System Phase 3
VFDOD4-v2
Ranking Key:
Page 1 Mandatory (Item needed to fulfill requirement), Optional = Cilentoption, Future = (Possiblefuture item -does not affectthe estimate total) 112712009
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
System Design Specification
Vernon Fire Department
Schedule System Phase 3
VFfXj04-v2
100 Overview
This Database System is being enhanced to allow staff to connect to the database using a web browser, and to be able to perform
many key functions.
Additionally many enhancements will be made to the database including:
NFIRS database integration
Strike Team enhancements
Training Module enhancements
Additional enhancements
System is designed to run on FileMaker 10 or higher and FileMaker Server 10 or higher ONLY. This has already been purchased by
$0�00
Page 2 1121ZQ009
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
System Design Specification
Vernon Fire Department
Schedule System Phase 3
VF1,004 Q
200 Web Accessibility
Staff will be given the ability to access certain database functions via a web browser. Specifically, staff will be able to request OT,
PTO, and trades using a web browser. They will also be given read-only access to both the daily schedule and the daily bulletin
board. Automatic emalls will be sent out to both parties when a trade is requested or canceled. Please note, programming will be done
using FileMaker's "Instant Web Publishing." The client will need to upgrade their server software to FileMaker Server
Advanced.
. . . . . . . . . . .
Mandatory
Development
FileMaker programming support
121.00 hrs
Mandatory
Development
General Navigation / User Interface
&QO hrs
Mandatory
Development
Server Configuration
32,0() hrs
Mandatory
Development
View Only Bulletin Board
8,00 hrs
Mandatory
Development
View Only Schedule
8,00 hrs
Mandatory
Development
Email functionality on trades
8,()() hrs
Mandatory
Testing
Testing of web functionality
................
40,00 hrs
............... I 1 11.111-
E,,'Arpa'tco Cczsl' 1�1""'�5 $37,125�00
300 NFIRS database
Functionality will be added to provide integration with NFIRS database. When scheduler goes into NFIRS database, creates a new
incident, specifies a date and an apparatus, the NFIRS database will go to the new database and capture the staff members who are
on that apparatus on that day. The NFIRS database will then create personnel records for each of those staff members. In the case of
split shifts, If a staff member needs to be removed, they can then remove them manually just as they can do today. The RDI Staff
database will still be maintained simultaneously to the regular staff database that ACD built.
E
............. . .......
Mandatory Functional Integration with NFIRS database 8,00 hrs
Ppge 3 11?2;12009
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
System Design Specification
Vernon Fire Department
Schedule System Phase 3
vH)(@q V
400 Strike Team Enhancements
The schedule module will be modifed to track staff and apparatus when a strike team is called. The following new functionaility will
be put into place:
Need a way on the schedule for schedulers to indicate which of the day's staff are available for a strike team.
2. Need a way on the schedule to visually see which of the day's staff are available for a strike team.
3. Need a NEW SCREEN to be able to schedule the strike team should one be needed. This would be apparatus centric. It
would show all available apparatus, and then the positions on that apparatus, and allow schedulers to assign available staff to the
various slots.
4. A printout needs to be generated every morning with strike team assignments and availability should it be needed.
5. If a strike team is needed, we need the ability to move staff off their normal assignments and on to the strike team. This
also means one or more apparatus might be assigned to a strike team.
6. Need the ability to place into service another piece of apparatus to replace the one out on the strike team. This would have
to be visible on the schedule screen.
7. Once staff and apparatus are placed on a strike team, they should stay on the strike team until a scheduler indicates that
they have returned.
8. Need ability to take apparatus and staff off of strike team.
9. If someone comes off the schedule due to illness, etc., they should also come off the strike team.
...........................
Mandatory Functional Schedulers need to be able to indicate which staff is available
Mandatory Screens Visual way to see which of the staff are available for strike team.
Mandatory Screens NEW SCREEN to be able to schedule the strike team
Mandatory Printouts Printout needs to be generated every morning with strike team assignments and availability.
Mandatory Functional Ability to move staff off their normal assignments and on to the strike team. This also means one or
more apparatus might be assigned to a strike team.
Mandatory Functional Ability to place into service another piece of apparatus to replace the one out on the strike team. This
would have to be visible on the schedule screen.
Mandatory Functional Once staff and apparatus are placed on a strike team, they should stay on the strike team until a
scheduler indicates that they have returned.
Mandatory Functional Need ability to take apparatus and staff off of strike team.
Mandatory Functional If a staff member comes off the schedule due to illness, etc., they should also come off the strike team.
'Co�A ('57
Est 1H-,ur-'VPdr
3,L)o hrs
2.00 hrs
2�,(X) hrs
8�(X) hrs
Un hrs
UO hrs
1,()0 hrs
3,00 hrs
1,00 IT
$9,405.00
Page 4 f /,?�4?009
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
500 Training Module Enhancements
The training module will be enhanced with the following capabilities:
1. Change start and end time to # of hours. No need for exact times.
2. New Training Type Table
3. New Training Type admin screen.
System Design Specification
Vernon Fire Department
Schedule System Phase 3
V11111*11-112.
4. New Training Wizard Screen
We'd like to have checkboxes for every staff member at that station for that day. These staff members will be in the same sort order
as on the schedule. (This could be a portal - perhaps) Scheduler can choose which staff members did the training. Probably should
check all by default.
The top trainings would be presented, and scheduler can indicate how many hours for each training.
Then the Bottom trainings would be presented as checkboxes, and schedulers can choose.
Then click okay, and database would create these individual training records.
NOTE: The bottom trainings are children of the top trainings - but right now that relationship does not exist, Client has inidcated that
this parent/child relationship does not need to be implemented.
......
............
Mandatory
Functional
............. ...... ..
Change start and end time to number of hours.
2,()() hrs
Mandatory
Table
New Training Type Table
4,00 hrs
Mandatory
Screens
New Training Type Admin Screen
4,00 hrs
Mandatory
Screens
New Training Wizard Screen
12.00 hrs
Mandatory
Functional
Automatic creation of individual training records
................. ....... .......................
18,00 hrs
...........
4 �$6,600.00
C,0611. 0
Grand Total Estimate (330.00 hrs): $54,450.00
Note: There may be options in this spec that are not reflected in this total
Please hand check items for accurate total
Page 5
4305 Santa Fe Avenue, Vernon, California 90058
Telephone (32,,8),583-8811
April 1, 2009
Mr. David Knight
President
Angel City Data, LLC
150 E. Olive Avenue, Suite 213
Burbank, CA 91502
Re: Software Development Contract- Phase 3 Database Tracking
System for the Fire Department
Dear Mr. Knight:
Transmitted herewith is a copy of the fully executed agreement,
as referenced above, approved by City Council on February 23,
2009, through Resolution No. 9865.
If you have any questions regarding this matter, please call Mr.
Mark Whitworth, at (323) 583-8811 ext. 280.
ry truly yours,
e 11 - AGil'
City Clerk
NG: dj
c: Mark Whitworth
Purchasing
Resolution No. 9865
Agreement File No. 09-033
Er,cfusivefy Industriaf
CONTRACT FOR SOFTWARE DEVELOPMENT
This is a contract to develop database and/or web software between Angel City Data, LLC (vendor) and
Vernon Fire Dept (client).
Project Scope
Vernon Fire Department System Design Specification Schedule System Phase 3 dated 1/27/09
(VFDO04—Design Spec—v2) attached hereto as Exhibit A and incorporated by reference (estimate)
establishes the functional and structural requirements for designing and building a FileMaker Pro database
system (the system) for managing many facets of client's operation. For a full list of all functions
comprised by this system, please refer to the aforementioned estimate.
Justification
The system will provide the tools necessary for increasing productivity, minimizing redundant data entry,
and presenting data and reporting capabilities that previously required manual assembly. The system will
provide management with tools for verifying accountability and follow through of various staff members.
The system will feature several automated routines that previously required manual execution. The
system design will also provide extensive scalability, allowing the system to grow considerably without
special handling or additional programming. The new system will potentially provide a much higher level
of security than current systems and will provide opportunities for future integration with other client
systems.
Exclusions from Functionality
It is understood that no printed documentation will accompany the system. Please note that this can be
arranged separately at anytime, subject to hourly charges, Please also note that many verbally discussed
or previously documented items will not be included in this initial phase of development but may be added
at a later time. Migration of existing data is also excluded from this initial phase but can be done by VFD
staff or through vendor (additional charges apply).
Security
The system will provide specific levels of security as detailed in the estimate.
System Platform
The system will be designed primarily for both Windows XP, Vista and Mac OS X Operating system use,
The FileMaker Pro system will work across the client's existing network. Client will provide an approved
environment (computers and network) for running FileMaker Pro software over. Vendor will make
recommendations to the client to achieve the above environment. Please note that system will utilize
FileMaker Pro version 9.0 or higher and therefore requires that all computers be running compatible
operating systems.
The Estimate
Vendor represents that all requirements stated in the Project Estimate are those that the Client has
deemed necessary and complete. Vendor is confident that the estimates provided herein are sound,
Therefore, the total estimated amount of 330 hours of work shall not be exceeded without prior written
justification and subsequent written consent by an authorized representative of the Client.
Omissions
It is the Client's responsibility to ensure that all requirements are properly documented and accounted for
in the Project Estimate. Any errors in or omissions from the signed Project Estimate and Contract are the
sole responsibility of the client once the project has begun. Vendor will schedule review calls or meetings
with primary client contacts to update progress of project and approvals for necessary processes to move
fo rw a rd.
NL---
Payment Schedule
30% of the estimated project cost is due and payable upon execution of this agreement and must be
received before the project can begin. An additional 50% of the total will be due at the project midpoint,
Remaining 20% will be due upon successful delivery and acceptance by client. Any items subject to actual
billing ("rough estimate" or "to be determined" or third party software items) will be billed as they occur
during normal billing cycles (1st and 15th of each month). Billing rate for all services is $165/hour.
Changes to scope of work
Client requested changes to the scope of work set forth in the Project Estimate will be handled by written
change orders and are subject to additional charges at $165/hr rate. Each change order will be estimated
and approved by client signature prior to being implemented.
Client Acceptance
Upon installation of the completed work, it is the responsibility of the Client to verify that the work
accurately represents what is stated in the Project Estimate and other related documents. Client will be
asked to sign a Document of Delivery upon acceptance of the work product. Should there be any issues
or discrepancies, the Client must present them in writing to vendor within 30 business days. Vendor
agrees to resolve any issues in a timely manner.
Client approval of all completed requirements constitutes compliance by Vendor, entitles Vendor to any
remaining compensation and removes Vendor from any liability for specifications not listed in any
supporting project documentation.
Please note that upon system installation and final payment, vendor will provide client with master
password to software, and full ownership of the software will be transferred to client to do with it as they
see fit. Client will be under no obligation to vendor from that day forward.
Technical Support
Vendor will provide 90 days free technical support on all systems developed or purchased under this
contract. Vendor warrants that the system will function properly and according to specifications stated in
the Project Estimate and related documents for a period of 90 days upon completion date of the project so
long as the database structure, layouts & scripts remain untouched by the Client's employees or agents
(anyone other than Vendor personnel). Any system problems that occur as a result of faulty hardware, 3rd
party software conflicts or any deviations from the conditions specified are not covered under this
warranty.
Example of Work
Vendor reserves the right to include the system/database developed for Client in its portfolio as an
example of work to potential clients and/or professional trade organizations. Vendor will obtain written
client approval of system and database documentation used prior to presenting. Vendor understands the
sensitivity of client information and therefore promises to use only sample (mock) data in the portfolio.
N�--
Limits of Liability
Except in the event of gross negligence on the part of the vendor, the vendor shall not be liable towards
the Client for any fault or any direct or indirect damage resulting there from, and the Client shall
indemnify the Vendor and hold it harmless from and against all claims, including all claims under a
warranty, in any of the following cases:
-Modifications made to the System or its components by a person other than the Vendor or a person
reporting to the Vendor;
-Hardware or software modifications or additions made to the computer equipment which affect the proper
operation of the System or its components;
-The introduction of a computer virus into the computer equipment which affects the proper operation of
the System or its components;
-The migration of the System and its components to a different hardware or software environment;
-The loss of business opportunities or income relating to the operation or failure to operate of the System
or its components; and
-Unlawful or unauthorized third party hacking into the computer equipment.
UNLESS OTHERWISE PROVIDED FOR IN THIS AGREEMENT, UNDER NO CIRCUMSTANCES WILL
THE VENDOR (INCLUDING, IF APPLICABLE, ITS SUBSIDIARIES AND PARENT COMPANY, AND ITS
SHAREHOLDERS, DIRECTORS, OFFICERS, EXECUTIVES, EMPLOYEES, ASSOCIATES AND
VENDORS) BE HELD LIABLE TOWARDS THE CLIENT OR ANY THIRD PARTY FOR ANY INDIRECT,
CONSEQUENTIAL, SPECIAL, PUNITIVE OR EXEMPLARY DAMAGES, INCLUDING, WITHOUT
LIMITATION, ANY LOSS OF PROFITS OR OTHER ECONOMIC LOSS (RESULTING FROM A
CONTRACTUAL OR EXTRA -CONTRACTUAL FAULT OR FROM NEGLIGENCE), EVEN IF THE VENDOR
HAS BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES. CERTAIN JURISDICTIONS
PROHIBIT THE EXCLUSION OR LIMITATION OF LIABILITY FOR INDIRECT OR CONSEQUENTIAL
DAMAGES, AND IT IS POSSIBLE THAT ONE OR MORE OF THE AFOREMENTIONED EXCLUSIONS
OR LIMITATIONS WILL NOT APPLY. IT IS ALSO POSSIBLE THAT THE CLIENT MAY HAVE OTHER
RIGHTS, WHICH RIGHTS MAY VARY FROM ONE PLACE TO ANOTHER. UNDER NO
CIRCUMSTANCES WILL THE VENDOR'S TOTAL LIABILITY TOWARDS THE CLIENT EXCEED THE
VALUE OF THE SERVICES RENDERED TO THE CLIENT AND PAID FOR BY IT. THE CLIENT
EXPRESSLY RELEASES THE VENDOR FROM ANY LIABILITY EXCEEDING THE SAID LIMIT.
Duration
The terms and pricing of this Requirements Specification and Project Estimate are deemed time -sensitive
and must be executed within 60 days (until 4/10/2009). If this contract is not executed prior to or on this
date, this contract and all the terms within are null and void and related pricing and terms are subject to
change.
Project Estimate (exhibit A) VFDO04—Design Spec_v2 & above contract:
Agreed to by Vendor:
I—
David A. Knight
President
Angel City Data LLC
ATTES) Z�
By:
Manuela Giron,Ci Clerk
Leonis C. Malburg
Agreed to by Client:
Printed
Mayor Title
APARO ED S TO FORM:
ult a_�!
J �fA. 7rrison, City Attorney
I
EXHIBIT
A
System Design Specification
Angel City Data
150 E. Olive Ave, Suiie 213 Vernon Fire Department
Burbank, CA 91502 Schedule System Phase 3
(818) 238-0172 VFD00+v2
Ranking Key:
PC)ge 1 Mandatory (Item needed to fulfill requirement), Optional = Client option, Future = (Possible future item -does not affect the estimate total) 311812009
Angel City Data System Design Specification,
150 E. Olive Ave, Suite 213 Vernon Fire Department
Burbank, CA 91502 Schedule System Phase 3
(818) 238-0172 VFDO04-v2
System is designed to run on FileMaker 10 or higher and FileMaker Server 10 or higher ONLY. This has already been purchased by
customer. I
Ranking Element Description Est Hours/Prii
-------------------- --- - ------------------------ ----- — ------------------------- I - --- - - ------------ -- -- ------ - -
Mandatory 0.00
................. . ---- — .... -------------- - -------------------------- - ---- ----------------------- - ----------------- -- --------------- - - ---- ----------------- - -
Requirement Estimated Cost (0 lirs): $0.
T
KOM
Page 2 311812009
Angel City Data System Design Specification
150 E. Olive Ave, Suite 213 Vernon Fire Department
Burbank, CA 91502 Schedule System Phase 3
(818) 238-0172 VFDO04-v2
200 Web Accessibility
Staff will be given the ability to access certain database functions via a web browser. Specifically, staff will be able to request OT,
PTO, and trades using a web browser. They will also be given read-only access to both the daily schedule and the daily bulletin
board. Automatic emails will be sent out to both parties when a trade is requested or canceled. Please note, programming will be done
using FileMaker's "Instant Web Publishing." The client will need to upgrade their server software to FileMaker Server
Advanced.
Ranking Element Descrip n Est Hours/Price
I ---- I __ ____ . �19_1 -- ------ 1 .................. ------- --------------------------------- ------------- ------------- ----------------------------- ........ ------- ------------------------
Mandatory Development FileMaker programming / support 121.00 hrs
Mandatory Development General Navigation / User Interface 8,00 hrs
Mandatory Development Server Configuration 32.00 hrs
Mandatory Development View Only Bulletin Board 8.00 hrs
Mandatory Development View Only Schedule 8.00 hrs
Mandatory Development Email functionality on trades 8,00 hrs
Mandatory Testing Testing of web functionality 40.00 hrs
Requirement Estimated Cost (225 hrs): $37,125.00
300 NFIRS database
Functionality will be added to provide integration with NFIRS database. When scheduler goes into NFIRS database, creates a new
incident, specifies a date and an apparatus, the NFIRS database will go to the new database and capture the staff members who are
on that apparatus on that day. The NFIRS database will then create personnel records for each of those staff members. In the case of
split shifts, If a staff member needs to be removed, they can then remove them manually just as they can do today. The RDI Staff
database will still be maintained simultaneously to the regular staff database that ACD built.
Ranking Element Description Est Hours/Price
Mandatory Functional Integration with NFIRS database 8.00 hrs
..................... .. ................................... .. - -- ---- ............ ........ 1.11.1111 ..
Requirement Estimated Cost (8 hrs): $1,320.00
Page 3 311812009
Angel City Data System Design Specification,
150 E. Olive Ave, Suite 213 Vernon Fire Department
Burbank, CA 91502 Schedule System Phase 3
(818) 238-0172 VFDO04-v2
400 Strike Team Enhancements
The schedule module will be modifed to track staff and apparatus when a strike team is called. The following new functionaility will
be put into place:
1. Need a way on the schedule for schedulers to indicate which of the day's staff are available for a strike team.
2. Need a way on the schedule to visually see which of the day's staff are available for a strike team.
3. Need a NEW SCREEN to be able to schedule the strike team should one be needed. This would be apparatus centric. It
would show all available apparatus, and then the positions on that apparatus, and allow schedulers to assign available staff to the
various slots.
4. A printout needs to be generated every morning with strike team assignments and availability should it be needed.
5. If a strike team is needed, we need the ability to move staff off their normal assignments and on to the strike team. This
also means one or more apparatus might be assigned to a strike team.
6. Need the ability to place into service another piece of apparatus to replace the one out on the strike team. This would have
to be visible on the schedule screen.
7. Once staff and apparatus are placed on a strike team, they should stay on the strike team until a scheduler indicates that
they have returned.
8. Need ability to take apparatus and staff off of strike team.
9. If someone comes off the schedule due to illness, etc., they should also come off the strike team.
Ranking
Element
Description
............. I .... ..... ......................... . ............ ..........
Est Hours/Nice
Mandatory
Functional
Schedulers need to be able to indicate which staff is available
3.00 hrs
Mandatory
Screens
Visual way to see which of the staff are available for strike team.
2.00 hrs
Mandatory
Screens
NEW SCREEN to be able to schedule the strike team
24.00 hrs
MW�datory
Printouts
Printout needs to be generated every morning with strike team assignments and availability,
8.00 hrs
Mandatory
Functional
Ability to move staff off their normal assignments and on to the strike team. This also means one or
8.00 hrs
more apparatus might be assigned to a strike team.
Mandatory
Functional
Ability to place into service another piece of apparatus to replace the one out on the strike team. This
4,00 hrs
would have to be visible on the schedule screen.
Mandatory
Functional
Once staff and apparatus are placed on a strike team, they should stay on the strike team until a
4,00 hrs
scheduler indicates that they have returned.
Mandatory
Functional
Need ability to take apparatus and staff off of strike team.
3,00 hrs
Mandatory
---- ------ -----
Functional
-------------------------------
If a staff member comes off the schedule due to illness, etc., they should also come off the strike team.
---------- .................. — --------------------------- -------------------------- ----------------- --------------- 1-1 ... I ........
1.00 hr
Requirement Estimated Cost (57 lirs):
$9,405.00
Page 4 311812009
Angel City Data
150 E. Olive Ave, Suite 213
Burbank, CA 91502
(818) 238-0172
System Design Specification
Vernon Fire Department
Schedule System Phase 3
VFDO04-v2
�g,
p�
- ........ ..
500 Training Module Enhancements
The training module will be enhanced with the following capabilities:
1. Change start and end time to # of hours. No need for exact times.
2. New Training Type Table
3. New Training Type admin screen.
4. New Training Wizard Screen
We'd like to have checkboxes for every staff member at that station for that day. These staff members will be in the same sort order
as on the schedule. (This could be a portal - perhaps) Scheduler can choose which staff members did the training. Probably should
check all by default.
The top trainings would be presented, and scheduler can indicate how many hours for each training.
Then the Bottom trainings would be presented as checkboxes, and schedulers; can choose.
Then click okay, and database would create these individual training records.
NOTE: The bottom trainings are children of the top trainings - but right now that relationship does not exist. Client has inidcated that
this parent/child relationship does not need to be implemented.
Ranking
Element
Description
---- ------ --------------------------------- ----------- ------ I ---------------------
Est Hours/Price
-------------------------------------------------- -- ---------------------------- I-- ................ - — ---
Mandatory
Functional
Change start and end time to number of hours.
2.00 hrs
Mandatory
Table
New Training Type Table
4.00 hrs
Mandatory
Screens
New Training Type Admin Screen
4.00 hrs
Mandatory
Screens
New Training Wizard Screen
12.00 hrs
Mandatory
Functional
Automatic creation of individual training records
........... .................. . .............. .... ....
18.00 hrs
I........., .. .... ..... I..., .. ......... .............................. ---- --
Requirement Estimated Cost (40 hrs): $6,600.00
L-tv
Grand Total Estimate (330.00 hrs): $54,450.00
Note: There may be options in this spec that are not reflected in this total
Please hand check items for accurate total
Page 5 311812009
10-1
VWC r Y CU1011 N, C i 1.
0 2 �5 '0 9
APPROVED FE
OL g
Memoimd= RECEIVEID
FEB 2009
TO: MARTHA VALENZUELA, PURCHAr7ENT
Ali rom: DEBBY NICKENS, PURCHASING
Date: 2/09/2009
Re: FIRE DEPARTMENT REQUISITION #0003772
CITY CLERK'S OFFICE
�4
gh� kl� /01
Attached for your approval is requisition #0003772. The Fire Department is
requesting to purchase Phase 3 of the Angel City Database Tracking System for
their department. The system will provide internal data management compiled
by the department. In a memo to Purchasing dated January 26, 2009 Battalion
Chief Andy Guth advised Purchasing that "Phase 3 (2009) will take the system to
the Web, enabling personnel and staff access to the databasefor scheduling and
other needs. "
The Web accessibility will allow Fire department personnel to view their work
schedule and department bulletins. Requests for over time, PTO*, and shift trades
canble requested via the Web. When these shift changes are requested, automatic
e7ffiails�4te sent to the personnel affected. Also during this phase, the NFIRS
dat'ab"', ill be integrated into the data system. Battalion Chief Andy Guth
ase wi
adv li�scd' Purchasing this software identifies what firefighter is assigned to a specific
apparatus. When the department responds to a fire incident, this software quickly
provides information as to who is responding to the incident, which is important
when drafting the incident report. Another addition to this data base, will provide
personnel availability and incident tracking for strike team members and their
apparatus' called into service. Finally, training modules can be established and
tracked. This data would indicate who provided training, the duration of the
training session, and other related data for record keeping purposes.
The selected vendor for this purchase is Angel City Data, As previously advised
last year, this system is a custom developed system for the Vernon Fire Department.
The vendor will perform the installation of this software. The vendor has a
Contract for Software Development (copy attached), which will be signed by Mr.
David Knight, President and mailed via Federal Express to Legal. Purchasing has
confirmed with Risk Management that this vendor has approved insurance,
C1 Y L RK DigRIBUTION
IN .9
February 10, 2009
The approximate cost for Phase 3 is $54,450.00 (cost includes software, installation
and sales taxes). Funds were specifically budgeted for this expenditure and are
available,
*NFIRS — National Fire Incident Reporting System
* *PTO — Personal Time Off
ReqMstr
Requisition Master Report Page: 1
214/2009 12:52:06PM
CITY OF VERNON
Document #:
4771
Date: 01/28/2009 Year: 2009
Requisition #:
0003772
Description:
SYSTEM PHASE 3
Requestor:
ALVAREZ, DAVID
Requested for:
ALVAREZ, DAVID
Apprvi Queue:
fi re
Group: dalvarez Combine: N
Current Aprv:
JAUNZEMIS, DOLORES
LvI: 3 Prev: WHITWORTH, MARK
PO Type:
reg
Confirming: N PO #:
Blanket exp:
$Limit - PO: Tran:
Contact:
DEBBY NICKENS
Phone: (323) 583-8811 x281
Text Code:
Restock: N
Department:
1033
Order Placement: Purchasing
Requisition'$6 ce
Type Item Code
Amount
s
Tax cd: Comm cd:
100 Overview
Account(s)
Project Account(s)
200 Web Accessibility
Account(s) Project Account(s)
E 0 11. 1033.850000
MM
1099 box: 7M FA? N
Acct % Amount
Acct % Amount
100.00 37,125.00
RFQ: N Encumber: Y
Vendor: 000314 ANGEL CITY DATA, L.L.C.
Selected: Y
Order from: 150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
Pay to: 150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
FOB Point: DESTINATION A��
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:
cZ3 9--
w
Page: 1
ReqMstr Requisition Master Report Page: 2
2/4/2009 12:52:06PM CITY OF VERNON
300 NFIRS database
Account(s)
E 011. 1033.850000
Project Account(s)
Acct % Amount
100.00 1,320.00
RFQ:
N
Encumber: Y
Vendor:
000314
ANGEL CITY DATA, L.L.C.
Selected:
Y
Order from:
150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
Pay to:
150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
FOB Point:
DESTINATION
Desired:
Required:
Bill to:
01
ATTN: TREASURY DEPARTMENT 4305 SANTA FE AVE VERNON, CA 90058
Ship to:
city
4305 SANTA FIE AVE. VERNON, CA 90058
Ship -via:
Instructs:
disition Ite
Type Item Code
Whse Quantity Units Unit Cost Extension
9
1.00 ea 9,405.00000 9,405.00
Tax cd:
Comm cd: 1099 box: FA? N Fund Typ:
Allow partial: N
400 Strike Team Enhancements
Account(s)
E 011. 1033.850000
Allow backorder: N
Project Account(s)
Acct % Amount
100.00 9,405.00
RFQ: N Encumber: Y
Vendor: 000314 ANGEL CITY DATA, L.L.C.
Selected: Y
Order from: 150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
Pay to: 150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
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:
Requisition*
em
Type Item Code Whse Quantity Units Unit Cost Extension
9 1.00 ea 6,600.00000 6,600.00
Tax cd: Comm cd: 1099 box: FA? N Fund Typ:
Allow partial: N Allow backorder: N
500 Training Module Enhancements
Account(s)
E 0 11. 1033.850000
Project Account(s)
Acct %
100.00
Amount
Page: 2
ReqMstr Requisition Master Report Page: 3
21412009 12:52:06PM CITY OF VERNON
Document #: 4,771 (Continued)
Requisition #: 0003772
RFQ:
N
Encumber: Y
Vendor:
000314
ANGEL CITY DATA, L.L.C.
Selected:
Y
Order from:
150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
Pay to:
150 E. OLIVE AVENUE SUITE 213 BURBANK, CA 91502
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: 54,450.00
R isit" I History
eqv , iom, pprova,
Approver: DAVID ALVAREZ LvI: I In: 1/28/2009 1:07:14PM Out: 1/28/2009 1:08:05PM
Action: app
Approver: MARK WHITWORTH
Action: app
LvI: 2 In: 1/28/2009 1:08:05PM
Out: 2/3/2009 5:19:40PM
Page: 3
V ernon
Fire
Department
Memo
, F6: Purchasing
From: Bat(alion Chiel'Guth
CC:
Date� 1/2-6/2009
Re: New F'ire Department Data base
Attached is the Desion Specification firom Angel City Data fbr phase 3 of our ne�v Rre
LI
department, database pro ' ject, �Fhe need for the project was derived firoin the intlbility, of our
oornputer system to meet and keel) tip witb (lie needs ofour propye,"ive fire dopal-ti-nQ11t, Our
original systeno was created in'ternally in early versions ofUileniakcj- Pro and has progressed
throuLlb 1.11,1111CRYLIS upgrades of' the program lbr the past twelve years, "I'Tic systern was rilade
up of twinerous flat or non -relational liles that were incapable or cornmunicilling with eziell
other and limiting the aniount of data to be drawn fior staff analysis and automation. 'I'lie
bollorn line is that. we Just outgrew our SyStelll ',111d did not litive the CNPCI-tiSC to create a
system R.)r the f1iture, needs ofthe dopartnic
'I'hQ new system is to be bUill ill OWN phaSQS Min,, Filornaker Pro 10.0 as the platromi.
.In phase 1, we completed (lie foundation for tile syStem that included an internal database, shill
scheduling, qualffleations tracking, vacation/siek tracking. In phase 22 we will be adding
extensive autornation, which will enable tile departi-noilt lo complete (asks quickly and
efficiently by tying nurnerous databases togetherand allow its to go virtually paperless, Phase
2 will, also include a department calendar. tire apparatus status and it training d, atabase. I'llase 3
(2009) will take the systen) to the Weh, enablinc, personnel and stall'access to tile database for
scheduling and other needs,
At the coalpletion ol'cach phase we will be placing tile system in service in order to
iron out any bttg.`� prior to file star( ofthe next phase,, A tinijule roi, the prcliect completion was
set at 24 months,
0 Pap 1
Angel City Data System Design Specification
ISO E, Ofive Ave, Suite. 213 Vernon Fire Department
Burbank, CA 91502 Schedule System Phase 3
(818) 238-0172
Ranking key!
nmu'd Ir, 41RA ofxiurl' 1"11"w, Mw,bk� A'hm� &fe(l tho, mmw��t�
"MW m
. . . . . . . . . .
NO- ON`
BE, sum
�'wow '� WAV!
Mandatory
Development
HeMaker prograrnnning / support
121 DO 1-,
Mandatory
Developmert
General Navigation / User I nLorface
8,00 1), �
Mandatory
Development
Server Configuration
32,M N,
Mandatory
DevelOPMOni,
View Only Bulletin Board
8�(k) hi,
Mandatoty
Development
View Only Schedule
H Of)
Mandatory
Development
Ernail functionality on bades
4,(�)
Mandatory
'resting
Testing of web functionality
40A) h!
$37,125.00
300 NFIRS database
Functionality will be added to provide integration with NFIRS database, When scheduier goes into NFIRS database, creates a new
incident, specifies a date and an apparatus, the NFIRS database will go to the new database and capture the staf I members who are
on that apparatus on that clay� The NFIRS database will then cre�ate personnel records, for each of those staff members, it) the case of
split shifts, If a staff member needs to be rem I oved, they can then remove them manually just as they can ao today, The, RDJ Staff
database will still be maintained simultaneously to the regular staff database that ACD built.
Mandatory Functional Integration with NFIRS database Wxb h�%
Angel City Data System Design Specification
190 E, Olive Ave, 13olte 213 Vernon Fire Department
F.Wrtionk, CA 91502, Schedule System Phase 3
(81$) 238-0172 WW "'t
400 Strike Team Enhancements
The schedule module will be modifed to track staff and apparatus when a stiike tearn is called. The following new I'Linctionaility will
be put into place:
I , Need a way on the schedule for schedulers to indicate which of the day's staff are available for a strike team.
2. Need a way on the schedule to VISUallysee which of the day's staff are, available for a strike team.
3, Need a NEW SCREEN to be able to schedule the strike [.earn should one be needed. This would be appara! us centric. it
would $[,low all available apparotus, and then the positions on that apparaftls, and allow schedulers to assign available staff to the,
Various $lots.
4� A printout needs to be generated every morning with strike V.-am assignMents and availability should it be nieecled�
5. If a strike team is needed, we need the ability to move staff off their normal assignments and on to the strike team. This
also means one or more apparatus might be assigned to a strike Leam.
6� Need the ability to place into service another plece of apparatus to replace the one out on the strike team, This would have
to be visible on the schedule screen,
7. Once staff and apparatus are placed on a strike Leam, they should stay on the strike team until a scheduler indicates that
they have returned.
B. Need atillity to take apparattis and staff off of strike team,
91 If someone conies off the schedule due, to illness, otc., they should also come off the strike tean),
Mandatory
Fundionai
Schedulens, needl to be able to indicate oilhich staff is Ovallable
301)
Man,datory
Scraens,
Vistial way to see which of the staff are available f,,.tr strike tvarn.
2,("() tim
Mandatory
Scre.ens
NEW SCREEN to be, able to, soiedule the strike tearn
2�;,171(1 lif�
Mandatory
Printouts
PrinLout needs to be gerieratt,'M every morning wiLh Mrike Learn assigrinrents and availability.
81)(1 lit "
MandiLory
Functional
Ability to move staff off their normal assignments and of, to the strike team, Th(q also of 1 -0, 0, s o n e, o r
fj�o() lit,
more apparatus might be msignod to a strike team,
M�indatory
Functional
Ability to plOce into sQrvice another plKe of apparatus, to replace the. one out on the strike toarn. This
4'(0 lirs
would havia to he visil,)Io on the st'hodule s(reon.
Mandatoiy
Fun(tinnal
Orwo staff and apparolus are placed on a strike toarti, LhOy should Stay on the, ctrike teary) until a
(,X'j llf�.
,�cheduler indicatc-, Lh�it they have r(Jurrie.d.
Mandatory
Functional
Need ability to take apparatus and s4iff off of strike tearn,
Mandatory
Functional
1,; a staff tylember comes of� the schedule dijc� to illnessi etc, fficy should also come off the strike tem,
'J'a) [Y
$9,40S.00
9
1. Change start and end Urne to 11 of hours. No need for exact Urnes
2. New Training Type Table
3, New.Tralring Typo admih scre0n.
4. New Training Wizard Screen
We'd like to have checkboxes for every staff member at that station for that day. The�3(,,, staff mernbers will be in the same sort order
as on the schedule. (This could be a portal - perhaps) Scheduler (.an choose which staff, members did the training. Probably should
check all by default.
'The top trainings Would be PICsenLed, and schodulei can indicatc- how many hours for each training,
Then the Bottom Lrainings would be presented as checkboxes, and schedUlers can choose,
I'lien click okay, and dal.aba�A� would create thes(,� individual training record��."',
NoTE.: The bottom trainings are children of the top trainings - but right now that reladonship does not exist. Client has iniccated that
this parent/child relationship does not need to be iMPINTIOnted,
MO,
M
Mandatory
Functional
Change �,Lart and ond I ime to numlx�r or, hours.
21,K) nti
Mandatory
Table
New'fraining Type'lable
'Vri') 1-
Mandatory
Screnns
-Now Training Type Adrnin Screen
A'�'Y j
Mandatory
Screens
Nom Training Wizard _qcre4"M
Q-00
Mandatory
Fundionai
Autonnatic, creation of individual training records
$6,600.00
Grand Total Estimate (330.00 hrs): $54,450.00
Note: There may be options in this spec that are not reflected in this total
Please hand check items for accurate total
Page I of I
Nickens, Debby
From: Barcia, Ana
Sent: Monday, February 09, 2009 2:40 PM
To: Nickens, Debby
Subject: RE: ANGEL CITY DATA INSURANCE STATUS
Hi Debby,
Current insurance on file.
Ana Barcia
From: Nickens, Debby
Sent: Monday, February 09, 2009 1:28 PM
To: Barcia, Ana
Subject: ANGEL CITY DATA INSURANCE STATUS
MY. A n a;
What is the current status regarding insurancefor this vendor?
-q1eA*.1Vk&w
Sz. ffdmhz. ffjj11YawAtw&#
(323) SN3-NY11. &d. M3
2/9/2009
System Requirements Specification &
. Project Contract
Client: Vernon Fire Department
Project Name: Database Tracking System
Date: February 10, 2009
Project Lead:
David Knight
Client Project Lead: Battalion Chief Andy Guth
CONTRACT FOR SOFTWARE DEVELOPMENT
This is a contract to develop database and/or web software between Angel City Data, LLC (vendor) and
Vernon Fire Dept (client).
Project Scope
The attached document, VFDO04—Design Spec—v2 �estimate) establishes the functional and structural
requirements for designing and building a FileMaker Pro database system (the system) for managing
many facets of client's operation. For a full list of all functions comprised by this system, please refer to
the aforementioned estimate.
Justification
The system will provide the tools necessary for increasing productivity, minimizing redundant data entry,
and presenting data and reporting capabilities that previously required manual assembly. The system will
provide management with tools for verifying accountability and follow through of various staff members.
The system will feature several automated routines that previously required manual execution. The
system design will also provide extensive scalability, allowing the system to grow considerably without
special handling or additional programming. The new system will potentially provide a much higher level
of security than current systems and will provide opportunities for future integration with other client
systems.
Exclusions from Functionality
It is understood that no printed documentation will accompany the system. Please note that this can be
arranged separately at anytime, subject to hourly charges. Please also note that many verbally discussed
or previously documented items will not be included in this initial phase of development but may be added
at a later time. Migration of existing data is also excluded from this initial phase but can be done by VFD
staff or through vendor (additional charges apply).
Security
The system will provide specific levels of security as detailed in the estimate.
System Platform
The system will be designed primarily for both Windows XP, Vista and Mac OS X Operating system use.
The FileMaker Pro system will work across the client's existing network. Client will provide an approved
environment (computers and network) for running FileMaker Pro software over, Vendor will make
recommendations to the client to achieve the above environment. Please note that system will utilize
FileMaker Pro version 9.0 or higher and therefore requires that all computers be running compatible
operating systems.
The Estimate
Vendor represents that all requirements stated in the Project Estimate are those that the Client has
deemed necessary and complete. Vendor is confident that the estimates provided herein are sound.
Therefore, the total estimated amount of 330 hours of work shall not be exceeded without prior written
justification and subsequent w.ritten consent by an authorized representative of the Client;,
Omissions
It is the Client's responsibility to ensure that all requirements are properly documented and accounted for
in the Project Estimate. Any errors in or omissions from the signed Project Estimate and Contract are the
sole responsibility of the client once the project has begun. Vendor will schedule review calls or meetings
with primary client contacts to update progress of project and approvals for necessary processes to move
forward.
Payment Schedule
30% of the estimated project cost is due and payable upon execution of this agreement and must be
received before the project can begin. An additional 50% of the total will be due at the project midpoint.
Remaining 20% will be due upon successful delivery and acceptance by client. Any items subject to actual
billing ("rough estimate" or "to be determined" or third party software items) will be billed as they occur
during normal billing cycles (1't and I 5th of each month). Billing rate for all services is $165/hour.
Changes to scope of work
Client requested changes to the scope of work set forth in the Project Estimate will be handled by written
change orders and are subject to additional charges at $165/hr rate. Each change order will be estimated
and approved by client signature prior to being implemented.
Client Acceptance
Upon installation of the completed work, it is the responsibility of the Client to verify that the work
accurately represents what is stated in the Project Estimate and other related documents. Client will be
asked to sign a Document of Delivery upon acceptance of the work product. Should there be any issues
or discrepancies, the Client must present them in writing to vendor within 30 business days, Vendor
agrees to resolve any issues in a timely manner.
Client approval of all completed requirements constitutes compliance by Vendor, entitles Vendor to any
remaining compensation and removes Vendor from any liability for specifications not listed in any
supporting project documentation.
Please note that upon system installation and final payment, vendor will provide client with master
password to software, and full ownership of the software will be transferred to client to do with it as they
see fit. Client will be under no obligation to vendor from that day forward.
Technical Support
Vendor will provide 90 days free technical support on all systems developed or purchased under this
contract. Vendor warrants that the system will function properly and according to specifications stated in
the Project Estimate and related documents for a period of 90 days upon completion date of the project so
long as the database structure, layouts & scripts remain untouched by the Client's employees or agents
(anyone other than Vendor personnel). Any system problems that occur as a result of faulty hardware, 3rd
party software conflicts or any deviations from the conditions specified are not covered under this
warranty.
Example of Work
Vendor reserves the right to include the system/database developed for Client in its portfolio as an
example of work to potential clients and/or professional trade organizations. Vendor will obtain written
client approval of system and database documentation used prior to presenting. Vendor understands the
sensitivity of client information and therefore promises to use only sample (mock) data in the portfolio.
Limits of Liability
Except in the event of gross negligence on the part of the vendor, the vendor shall not be liable towards
the Client for any fault or any direct or indirect damage resulting there from, and the Client shall
indemnify the Vendor and hold it harmless from and against all claims, including all claims under a
warranty, in any of the following cases:
-Modifications made to the System or its components by a person other than the Vendor or a person
reporting to the Vendor;
-Hardware or software modifications or additions made to the computer equipment which affect the proper
operation of the System or its components;
-The introduction of a computer virus into the computer equipment which affects the proper operation of
the System or its components;
-The migration of the System and its components to a different hardware or software environment;
-The loss of business opportunities or income relating to the operation or failure to operate of the System
or its components; and
-Unlawful or unauthorized third party hacking into the computer equipment.
UNLESS OTHERWISE PROVIDED FOR IN THIS AGREEMENT, UNDER NO CIRCUMSTANCES WILL
THE VENDOR (INCLUDING, IF APPLICABLE, ITS SUBSIDIARIES AND PARENT COMPANY, AND ITS
SHAREHOLDERS, DIRECTORS, OFFICERS, EXECUTIVES, EMPLOYEES, ASSOCIATES AND
VENDORS) BE HELD LIABLE TOWARDS THE CLIENT OR ANY THIRD PARTY FOR ANY INDIRECT,
CONSEQUENTIAL, SPECIAL, PUNITIVE OR EXEMPLARY DAMAGES, INCLUDING, WITHOUT
LIMITATION, ANY LOSS;, OF PROFITS OR OTHER ECONOMIC LOSS (RESULTING FROM A
CONTRACTUAL OR EXTRA -CONTRACTUAL FAULT OR FROM NEGLIGENCE), EVEN IF THE VENDOR
HAS BEEN NOTIFIED OF THE POSSIBILITY OF SUCH DAMAGES. CERTAIN JURISDICTIONS
PROHIBIT THE EXCLUSION OR LIMITATION OF LIABILITY FOR INDIRECT OR CONSEQUENTIAL
DAMAGES, AND IT IS POSSIBLE THAT ONE OR MORE OF THE AFOREMENTIONED EXCLUSIONS
OR LIMITATIONS WILL NOT APPLY. IT IS ALSO POSSIBLE THAT THE CLIENT MAY HAVE OTHER
RIGHTS, WHICH RIGHTS MAY VARY FROM ONE PLACE TO ANOTHER. UNDER NO
CIRCUMSTANCES WILL THE VENDOR'S TOTAL LIABILITY TOWARDS THE CLIENT EXCEED THE
VALUE OF THE SERVICES RENDERED TO THE CLIENT AND PAID FOR BY IT. THE CLIENT
EXPRESSLY RELEASES THE VENDOR FROM ANY LIABILITY EXCEEDING THE SAID LIMIT.
Duration
The terms and pricing of this Requirements Specification and Project Estimate are deemed time -sensitive
and must be executed within 60 days (until 4/10/2009). If this contract is not executed prior to or on this
date, this contract and all the terms within are null and void and related pricing and terms are subject to
change.
Project Estimate VFDO04—Design Spec_v2 & above contract:
Agreed to by Vendor:
Sign & Date
David A. Knight
President
Angel City Data LLC
Agreed to by Client:
Sign & Date
Name Printed
Title