HomeMy WebLinkAboutContracts & Agreements_150-2001UNIVERSITY OF REDLANDS
TASK ORDER
The University of Redlands Master Services Provider Agreement
Effective On and After October 16, 2001
Attached Hereto
Is Incorporated by This Reference
Task Order #121178-13
In accordance with the terms and conditions of the above -referenced Agreement and this Task Order (collectively, the "Contract")
between The University of Redlands, ("University") and the City of Redlands ("Purchaser"), this Task Order authorizes performance of
the Tasks described below.
1 . Description of tasks to be performed:
See Exhibit A
2. Contract type ❑x Time and Materials:
Based on budget contained in Exhibit A, Table 1, not to exceed $64,500.
❑ Firm Fixed Price: $
3. Schedule: October 17, 2001 through March 31, 2002
4. Location where task is performed: Redlands, California
5. Description of resources to be provided by University and Purchaser, inclusive of subcontractors: See Exhibit A
0 This Contract may be terminated by either party upon completion of a Task, without cause, upon fifteen (15) business days written
notice.
6. Notices hereunder shall be given to the person indicated at the address described for each.
0 University of Redlands, Director of Environmental Programs: Monty Hempel
0 University of Redlands, Redlands Institute, Project Manager: Karen Kemp
❑x University of Redlands Contract Administrator: Beth Eiland
0 Purchaser's Project Manager: Jim Bueermann
x❑ University of Redlands' Vice President for Finance and Administration: Phillip L. Doolittle
ACCEP 1ED AND AGREED:
Printed Name: Pat Gilbreath
Title: Mayor
Date: October 16, 2001
ATTES
University
By:
Printed Name:
04t /Jee/
Title: h/112 C E
Date: /0/Z/ D
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Deputy City Clerk
UNIVERSITY OF REDLANDS
MASTER SERVICES PROVIDER AGREEMENT
EFFECTIVE ON AND AFTER
OCTOBER 16, 2001
This Agreement is made by and between The University of Redlands ("University") and the person or entity identified as
"Purchaser" in the "Task Order" attached and into which this Agreement is incorporated by reference, and with reference to the
following:
WHEREAS, the Purchaser desires to purchase the services described in the Task Order; and
WHEREAS, University has the expertise necessary to perform the services as specified in the Task Order; and
WHEREAS, these parties desire to contract as described herein and in the Task Order;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises herein set forth, it is agreed
between the parties hereto, as follows:
ARTICLE 1— TASKS, AUTHORIZED PERSONS AND THE CONTRACT
"Tasks" as used herein shall mean University's services described in the attached properly executed Task Order.
University shall perform, as described herein, Tasks as specified in the properly executed Task Order, to which this Agreement
is attached and by reference made a part thereof. No changes shall be made to the terms of this Agreement. This Agreement and the
properly executed Task Order to which it is attached are collectively referred to herein as the "Contract".
Contract performance will follow the schedule in the attached Task Order.
Each party shall identify its Project Manager who shall be empowered to act for it in accordance with this Contract in all
matters. The University's Director of Environmental Programs or the University's Vice President for Finance and Administration are
authorized to agree on and sign Task Orders under this Agreement.
University is an independent contractor and any payments made to University are compensation solely for Tasks University
performs in carrying out the Contract. In performing the Tasks, University shall follow practices consistent with the pertinent
professional and technical standards.
ARTICLE 2-COOPERATION OF PURCHASER
Purchaser agrees that its officers and employees will cooperate with University in its performance under the Contract and will be
available for consultation with University at such reasonable times as do not conflict with their other responsibilities.
Purchaser, without charge, will furnish or make available for examination or use by University, as it may request, any pertinent data
that Purchaser may have available, including, but not limited to, (1) copies of previously prepared reports, maps, plans and surveys; (2)
copies of ordinances, codes and regulations; and (3) copies of information prepared by Purchaser, or other consultants to Purchaser,
which are related to the Tasks specified by this Contract. Purchaser shall aid University in obtaining data from public offices or
agencies whenever, in the opinion of University, such data are necessary for the completion of the Tasks specified by this Contract.
It is understood among the parties that University may rely upon records, maps and other information already in existence and
available through public record sources, or Purchaser, with which to perform the Contract.
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2.1 Acceptance
A. For Time -and -Materials Task Orders:
The Tasks are understood and agreed to be consulting hours and creation of supporting materials, if any. University shall provide
Purchaser with a price quote if requested from time to time for any Tasks described to which no fixed price pertains. Acceptance shall
be deemed to have occurred if Purchaser fails to express in writing an objection, based upon a material failure to perform, within forty-
five (45) business days of University's written notice of completion of a Task otherwise then compensable.
B. For Firm Fixed Price Task Orders:
Purchaser shall have the number of business days indicated on the attached Task Order to complete the acceptance testing and
evaluation of the Tasks completed under that Task Order. Purchaser.. agrees it shall not use applications, databases, or any of
University's work in process being developed hereunder in its general operations until acceptance occurs. If Purchaser does not provide
written notice to the contrary during this time, or if University's work in progress is implemented in Purchaser's general operations, that
work in progress shall have been deemed to have been accepted as of the date of implementation or lapse of time.
All acceptance testing and evaluation of a Task will be performed upon the University's written notice of completion of the Task
otherwise then compensable. Purchaser reserves the right to return for correction, or rejection, within the applicable review periods any
and all Tasks in error or which have not been prepared within the Contract. Unless Purchaser otherwise notifies University in writing,
corrections will be incorporated in another Task Order.
Correction or rejection of Tasks will be categorized by Purchaser as follows for firm fixed price effort only. Only "Work Accepted"
is compensable.
i. "WORK ACCEPTED" are Tasks meeting evaluation specifications in the Task Order, with no more than minor and/or isolated
nonconformities for which University will take responsibility for correction.
ii. "WORK ACCEPTED WITH REWORK" are Tasks meeting a substantial number of the specifications in the Task Order, but
having material isolated nonconformities, pending correction by University. University shall correct the Task for the identified
nonconformities and resubmit within thirty (30) business days. Purchaser will perform another acceptance review within ten
(10) business days for the nonconformities detected in the initial review and then discoverable and will reclassify the Task as
either WORK ACCEPTED or WORK REJECTED,
iii, "WORK REJECTED" are Tasks that substantially fail to meet specifications in the Task Order or which indicates that
substantial improvements are needed to conform with the Task Order. University shall correct the Task, including all quality
checks, and resubmit to Purchaser within thirty (30) business days, at which time Purchaser again performs its acceptance
review within the applicable initial review period as specified in the Task Order and Purchaser will reclassify the Task as
either WORK ACCEPTED or WORK REJECTED.
The correction procedures of University may affect the overall production schedule. Once acceptance is given on any Task, any
further corrections requested of University shall be made as then mutually agreed.
ARTICLE 3 - OWNERSHIP OF TANGIBLE PROPERTY
Except as described in Article 12 Software Rights, Copyrights, and Rights in Data, University hereby grants to Purchaser and
Purchaser hereby accepts, the entire right, title, and interest in and to all tangible property produced by University for Purchaser under
this Contract. The rights granted hereunder to Purchaser shall be effective as of the date of Purchaser's acceptance, provided
compensation is received as described herein.
ARTICLE 4-CHANGES TO SCOPE OF WORK
Either party may, in writing, request changes in the Tasks to be performed within the general scope of this Contract. If such
changes cause a material change in the cost of , or time required for, performance of University's Task, a mutually agreed adjustment
shall be made in the University's compensation and timeline, and the Task Order shall be modified accordingly. Any claim of
University for adjustment under this Article must be asserted in writing within forty five (45) business days after receipt by University
of the written request for change.
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ARTICLE 5-COMPENSATION; INVOICES
A. For Time -and -Materials Effort (T&M):
University shall prepare and submit to Purchaser, in writing, invoices showing the requested compensation for Tasks •performed in
accordance with the Contract. Said invoices shall be calculated on the basis of hours expended during the invoice period multiplied by
the rate as defined in the Task Order, plus incurred costs allowable under the Task Order. Purchaser will give written notice to
University to stop work in order to avoid exceeding a compensation and cost maximum described in the Task Order.
B. For Firm Fixed Price (FFP) Efforts:
University shall prepare and submit to Purchaser, in writing, invoices showing requested compensation for Tasks performed in
accordance with the Contract. Said invoices shall be calculated on the basis of Task completion. This payment in no way abrogates
University's responsibility to correct nonconformities as provided herein. The amount which University may be paid for each Task shall
be as specified in each Task Order.
C. Payment:
Purchaser shall make payment to University within thirty (30) business days of presentation of an allowable T&M invoice.
Purchaser shall make payment to University for "Work Accepted" upon presentation of invoice thereafter.
ARTICLE 6-INSURANCE; INDEMNIFICATION
During performance hereunder, University shall maintain Commercial General Liability insurance of at least $1,000,000 aggregate.
University shall also maintain auto liability insurance of at least $300,000 per occurrence/$100,000 per person for bodily injury and
$50,000 for property damage. University shall be named as additional insured on these policies. Further, University agrees to maintain
worker's compensation insurance coverage for its employees. At Purchaser's request, University will provide certificates of insurance to
Purchaser during University's performance thereunder.
Regardless of coverage provided by any insurance, University shall indemnify, defend, and hold Purchaser harmless from claims,
demands, actions, attorneys' fees, costs, and expenses based upon, or arising out of, the acts or inaction of University, its employees,
subcontractors, or other agents while performing services under this Contract unless such action or inaction was at the direction of
Purchaser.
Regardless of coverage provided by any insurance, Purchaser shall indemnify, defend, and hold University harmless from claims,
demands, actions, attorneys' fees, costs, and expenses based upon, or arising out of, the acts or inaction of Purchaser, its employees,
subcontractors, or other agents while performing services under this Contract unless such action or inaction was at the direction of
University.
ARTICLE 7-SUBCONTRACTORS
University must receive approval in writing from Purchaser prior to utilization of any subcontractor other than the parties listed in
the attached Task Order.
ARTICLE 8-TERM AND TERMINATION
This Contract will become effective on the date both parties have duly executed the attached Task Order.
This Contract may be terminated by Purchaser upon three or more "Work Rejected" notices under the Task Order, consecutive or
nonconsecutive, same or different Tasks. Otherwise, this Contract may be terminated in writing by either party in the event of
substantial failure by the other party to fulfill its obligations under this Contract through no fault of the terminating party, provided that
no such termination may be effected unless the other party is given: (1) not less than fifteen (15) business days written notice of
termination, and (2) failure to correct any such default prior to termination.
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Upon termination, University shall (1) promptly discontinue all services affected (unless the notice directs otherwise or to correct a
default), and (2) deliver or otherwise make available to Purchaser all of Purchaser's finished or unfinished work and all Purchaser's
Trade Secrets or Confidential Commercial/Financial Information that have been accumulated, developed, or prepared by University in
performing the services under this Contract unless this Contract specifies otherwise.
ARTICLE 9-DISPUTE RESOLUTION
Upon completion of all other applicable processes of resolution described herein, controversies, disputes or claims (including those
based upon statute, tort or public policy and those brought against individuals or other entities) arising out of or relating to this
Contract, the Tasks to be performed under it, or the breach thereof (hereinafter "dispute") shall be determined by arbitration to be
conducted in the City of Redlands, County of San Bernardino, State of California, in accordance with the arbitration procedures
established below.
Arbitration must be initiated by a party providing the other party with a written demand to arbitrate and notice of selection of one
arbitrator.
Within five (5) business days of receipt of the written demand to arbitrate, the second party shall select one arbitrator and give
notice of its choice to the first party. The two arbitrators so selected shall be unrelated to and unaffiliated in any way with either of the
parties. The two arbitrators so selected will together choose a third arbitrator within five (5) business days after notice of the selection
of the second, In the event that the two are unable to agree upon a third arbitrator, either party may petition the presiding judge of the
Superior Court of San Bernardino County, for the appointment of the third arbitrator.
Within five (5) business days after the selection or appointment of the third arbitrator, each party shall submit a proposed decision
to the arbitrators with appropriate findings of fact and conclusions of law to support the proposed decision. A copy of the proposed
decision shall be given to the other party and to all arbitrators.
Within seven (7) business days after the submission of the two proposed decisions, the arbitrators will hold a hearing in Redlands,
California, at which the parties to the dispute may submit evidence and examine witnesses. The arbitrators, if necessary, may issue
subpoenas upon the request of the parties to compel the testimony of third parties and the production of documents as provided in
Section 1282,6 of the California Code of Civil Procedure, There shall be no pre -hearing discovery, except for the foregoing.
Testimony shall be taken under oath and the parties may be represented by legal counsel,
The arbitrators, by majority decision, shall issue a written decision with seven (7) business days after the conclusion of the hearing.
The decision of the arbitrators shall be final and binding upon the parties and may be entered as a judgment in a court of competent
jurisdiction. The arbitrators shall not have the authority to amend, modify or delete any provision of this Contract.
The costs of the arbitrators shall be split equally between the parties. Each party shall bear its own cost of arbitration, including
fees of its counsel.
The parties shall continue to discharge in good faith all their obligations, duties, and responsibilities set forth in this Contract
during any arbitration proceedings contemplated in this Article unless otherwise agreed to by the parties in writing.
Neither party nor the arbitrators may disclose the existence, content, or results of any arbitration hereunder without the prior written
consent of both parties. The disclosure of any confidential, proprietary, or trade secret information is also prohibited of the parties and
the arbitrators.
ARTICLE 10-FORCE MAJEURE
Neither party shall be considered in default in the performance of one or more of its obligations hereunder, to the extent that
performance of such obligations is prevented, made commercially impracticable, or delayed by any cause, existing or future, that is
beyond the reasonable control of such party. Examples of causes beyond the control of a party include, but are not limited to, natural
hazards such as fires, floods, hurricanes, tornadoes, earthquakes, and other acts of God, labor disputes, civil unrest, and other events
such as power outages. Any delays beyond the control of either party shall automatically extend the time schedules as set forth in this
Contract by the period of any such delay.
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ARTICLE 11-SOFTWARE RIGHTS, COPYRIGHTS, AND RIGHTS IN DATA
University reserves the right to use, for any purpose, any programming methods, skills, and techniques acquired or used by
University in the performance of the Tasks. There shall be no restraint to University, its employees, agents, or subcontractors in the use
of the techniques and skills of computer programming and design that may be acquired in the course of performance of Tasks or
providing Purchaser with any rights in University proprietary or confidential techniques in which Purchaser's programs may be written.
Purchaser may modify, add to, or customize the applications provided and may claim copyright in all such changes and/or additions
made by Purchaser.
ARTICLE 12-NOTICE
Any notice required or permitted under this Contract will be given in writing either by personal delivery or by U.S. Express mail
delivery, postage prepaid, addressed as described in the Task Order, For purposes of determining compliance with any time limit in this
Agreement, a notice will be deemed to have been duly given and received (a) on the date of delivery, if delivered personally to the party
to whom notice is to be given, or (b) on the second business day after mailing, if mailed to the party to whom the notice is given in the
manner provided in this Section.
ARTICLE 13-TAXES
Compensation for Tasks under this Contract is quoted exclusive of all state, local, and other taxes or other charges. In the event
such taxes and/or charges become applicable to University's Tasks, other than University's unrelated business income, payroll or related
taxes, Purchaser shall pay any such applicable tax upon receipt of written notice that such tax(es) is/are due. University shall assign to
Purchaser the right to contest the application of such taxes paid by Purchaser and cooperate in such contest.
ARTICLE 14-CHOICE OF LAW AND FORUM PROVISION
All questions as to the execution, validity, interpretation, construction, and performance of this Contract shall be governed by the
laws of the State of California. Furthermore, the parties hereto agree that any legal action that is brought on the basis of this Contract
shall be filed in the courts of the County of San Bernardino, the State of California.
ARTICLE 15-SEVERABILITY
If any provision of this Contract shall be held to be invalid, illegal, or unenforceable by a court or other tribunal of competent
jurisdiction, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired thereby.
The parties shall use their best efforts to replace the respective provision(s) of the Contract with legal terms and conditions
approximating the original intent of the parties.
ARTICLE 16-INTEGRATION
In entering into this Contract, each party affirms that it has not relied on any representations or statements not specifically
mentioned in or incorporated by reference into the Contract. This Contract represents the entire understanding of the parties as to the
subject matter herein.
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EXHIBIT A
UNIVERSITY OF REDLANDS
EAST VALLEY COMPASS PROJECT SUPPORT
1.0 Introduction
The following is a proposal by the University of Redlands, Redlands Institute, to assist
the City of Redlands Police Department in planning, design and implementation of a
spatial data infrastructure for the East Valley area. The purpose of this infrastructure is to
support integrated, multi -agency community public safety intervention, as part of the City
of Redlands East Valley COMPASS Initiative.
2.0 Scope of Work
The Redlands Institute will provide staff and facility support to carry out the following
tasks, in cooperation with City of Redlands and other designated staff:
• Task 1 — Gather Background Information
• Task 2 — Co -organize Orientation Seminar
• Task 3 - Prepare and Disseminate Questionnaire
• Task 4 — Co -organize Issues Workshop
• Task 5 - Prepare Requirements Analysis
• Task 6 - Prepare Data Inventory and Evaluation
• Task 7 - Prepare Data Infrastructure Design and Implementation Strategy
• Task 8 - Support Implementation Process
The following provides a summary description of each task and the associated
deliverables.
Task 1— Gather Background Information
In the first task, the Information System (IS) team will participate in a series of initial
meetings with key stakeholder representatives and collect and review existing documents
about each participating group. This background information will help the COMPASS
team develop an understanding of the range of mandates and interests that comprise the
stakeholder community and begin the process of establishing a dialog with each
department, group or institution. The types of material that will be collected include:
• Organizational charts and descriptions of departmental mandates and duties;
• Annual reports;
• Newsletters;
• Related reports or other background material.
Following the first meeting, a schedule and responsibilities for collection of all relevant
materials and information will be established. Finally, the information collected will be
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summarized by the IS team in a short abstract describing each organization and their
interests as they relate to the proposed spatial data infrastructure.
Task 2 — Co -organize Orientation Seminar
In cooperation with the Research Partners and the COMPASS team, the IS team will
participate in an orientation seminar held to present the Stakeholder Group with relevant
aspects of GIS technology, its application to criminal justice, the process to be
undertaken in this project and what will be expected from their participation.
The seminar will be structured to last three to four hours. It will consist of two parts. The
first part will focus on GIS concepts and technology and how spatial analysis and data
management capabilities of a GIS can be used for a variety of applications, including
crime analysis, geocoding of social indicator information, data query, spatial analysis and
visualization. The second part of the seminar will focus on explaining the data collection
and information systems design steps to be followed in carrying out the project, including
the overall process, purpose and objectives of each task, and what will be expected of the
stakeholder group in subsequent activities. The questionnaire undertaken in the next task
will also be explained and disseminated to participants. A seminar workbook will be
provided to each participant for reference during and following the presentation.
Stakeholders who cannot make the meeting will be provided with a workshop book and
questionnaire by mail, upon request.
Task 3 - Prepare and Disseminate Questionnaire
The IS team will prepare a questionnaire and distribute it to all the stakeholders to solicit
and compile more detailed information concerning each organization's interests and
information as it might relate to the proposed spatial data infrastructure. The
questionnaire will include information about the specific programs and activities of each
organization that might benefit from a data infrastructure, and the specific information
sources that are used now to support those activities. Participants will also be asked to
include samples of their source data with their questionnaire, including:
• Existing social and criminal justice -related activities conducted now or in the
future;
• Existing data used and/or generated;
• Existing maps and/or reports and other products used or generated;
• List of other organizations that each group coordinates with at present;
• Issues concerning data access, privacy, and security;
• Existing computing infrastructure and staff technical capacities;
• Other challenges or opportunities concerning data distribution, coordinated
intervention and other areas of concern.
The results of the,questionnaire process will be compiled and summarized to a document
that can be used as a common reference by the IS team, the Research Partners and other
COMPASS team members.
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Task 4 — Co -organize Issues Workshop
In cooperation with the Research Partners, the IS team will participate in a workshop to
identify what community policing and related social issues can be addressed through an
integrated spatial data infrastructure. Information collected from the questionnaires in the
previous task will be used in the design the workshop around specific topical areas. It is
expected that the workshop will address, but not be limited to the following:
Research Partner themes
• Identification of classes of crime, policing, and social issues that have some
correlation to places;
• Identification of social indicators that can be used to understand issues and where
they occur;
• Location and characterization of social facilities, programs and services;
• Population characterization and assessment;
• Identification of coordinated data analysis approaches the might be used to locate
and characterize related problem domains;
• Identification of coordinated intervention approaches that might be used to more
effectively address social and criminal justice issues;
Information Systems team themes
• Identification of informational topics needed to support data query, analysis and
visualization needs;
• Identification of software functional requirements for conducting analyses;
• Identification of data sharing issues related to privacy and security;
• Methods and tools for data access and dissemination;
• Capacity building needs within participating organizations;
The IS team will compile the IS -relevant outcomes of this Workshop in a draft document
to be used as input to the next task.
Task 5 - Prepare Requirements Analysis
The information from all the previous tasks will be synthesized to a requirements
analysis. The analysis will outline the framework of social issues to be addressed by the
data infrastructure, and the data, computing infrastructure, technical capacity building,
administrative relationships, procedural integration, and other issues that will need to be
addressed.
Task 6 - Prepare Data Inventory and Evaluation
During Task 3, samples of geographic or geographic -related data generated or used by
the various groups will be collected and compiled to an organized data sample archive. In
this task, the information will be analyzed to evaluate the range of data required, and
potential issues regarding data integration, automation and access. Characteristics of the
data sources such as street address structure, map accuracy and resolution, map scale and
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geographic extent, currency and quality, subject matter presented, and possible
automation problems will be considered. Redundancy of data collection by different
agencies, as well as inconsistencies between data sources of the same data theme will be
evaluated.
This part of the work will focus on developing a comprehensive inventory of the
"fundamental" geographic data to be considered in the conceptual design of the spatial
data infrastructure. Existing and planned systems for the management and manipulation
of these data will also be inventoried. The inventory of the geographic data will include
map and tabular (attribute) data as well as other forms and formats of data including
drawings, text and graphics. Data sample information sheets will be prepared for each
data sample obtained during the interviews. Emphasis will be placed on characteristics of
the data, and how they are used in support of the proposed spatial data infrastructure.
Task 7 - Prepare Data Infrastructure Design and Implementation Strategy
A conceptual system design will be developed to articulate the "big picture" for the
development of the East Valley spatial data infrastructure over time. The design
addresses all the five major components of a "system" including the data, hardware,
software, people, and procedures. It also addresses organizational priorities by identifying
what components should be implemented first, and what this might imply in terms of an
evolutionary process by which an initial foundation system can be further expanded and
refined over time.
The information collected in the previous tasks will be further analyzed and used to
identify the GIS data and applications that will be needed to support the primary social
and criminal justice applications. This will then be used to develop a "framework"
conceptual design for the East Valley spatial data infrastructure that will outline the basic
structure and interrelationships between the needed applications, the databases to be
maintained on the system, computing infrastructure (hardware, software and
communications network systems) requirements, a multi -leveled training program for
stakeholder staff, and potential alternative administrative structures for managing the
system. It will also include an implementation strategy that clearly identifies and
articulates database and application priorities and the incremental steps that will be
needed to implement the priority components of the overall system.
The Conceptual Design for the East Valley spatial data infrastructure will be divided into
the following six major components:
Administrative Framework. There are various administrative approaches that the
stakeholder community may wish to consider for managing the East Valley spatial data
infrastructure. It is likely that some special multi -organization Memoranda of
Understanding (MOU) or other administrative agreements will need to be established to
facilitate data sharing. Also, clear use and distribution restrictions will need to be
articulated and reflected in any agreements. The need to establish administrative
agreements and procedures for periodic data updating will also need to be addressed.
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Computing Infrastructure Framework Many of the stakeholder organizations have
already established some level of digital data management, in GIS and other forms. It will
likely be necessary to build on, integrate with, expand and refine this existing capacity,
and to build new components to optimize the benefits of an East Valley spatial data
infrastructure,
Application Software Framework. An application framework will be outlined to
articulate the functional application software modules that will be needed to support the
priority activities of each type of user. These will be mostly organized around the existing
interests and mandates of the individual organizations, and any potential coordinated
intervention strategies that might be identified.
Data Framework. A conceptual design for the East Valley spatial database infrastructure
will be developed. This will focus on those "fundamental" data layers that are most
needed by the stakeholders for carrying out their mission and other potential coordinated
intervention strategies. The conceptual data framework design will summarize the
content and form of the database, including the definition of graphic layers and non -
graphic tabular data stores. The framework will be structured around appropriate
geographic scales of concern needed to support the various functions. Database
conceptual design issues that will be addressed at a minimum include:
• Compilation scales. It is expected that two or three levels of data accuracy and
resolution may be needed to address all the most important applications;
• Geographic data layers. The thematic spatial data layers that will need to be
included in the system will be identified;
• Related tabular data files. Tabular files that may contain descriptive information,
maintenance histories and other such data will be identified;
• Other related data. Other data that may need to be related to the geographic files
will also be identified. These can include orthophotography, site photographs, and
other such references;
• Supported applications;
• Sources and/or methods for initial data conversion;
• Basic data content and structure;
• Relationships and integration dependencies with other graphic layers;
• Relate key relationships to tabular data stores;
• Implementation implications (support for priority applications, potential to reduce
data redundancy through integration of related themes, incremental
implementation, dependencies with other data stores and applications and other
issues);
• Implementation costs (where data do not yet exist in an appropriate form).
Metadata Framework. As GIS technology becomes more popular, the task of managing
the information becomes more difficult. Metadata is information about a dataset, or a
portion of it, such as a layer, an attribute, or specific features. Metadata tells what the
database contains, how accurate the data is, and its intended uses, among other items. It
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tells where the data came from, who worked on it, and what was done to it. Metadata is
anything that most users would need to know about the data in order to determine its
appropriateness for use in their applications and decision -making processes. Metadata
should be viewed as a component of the spatial data infrastructure that provides
information supporting the use and application of the data set.
Staff Training Program. Some stakeholders for the East Valley spatial data
infrastructure are already familiar with GIS principles and practices and the use of
specific software. Others have no GIS experience, and the development of a valley -wide
implementation will inevitably require that a range of skills be developed among the -
organizations that will be the primary users of the infrastructure. Also, it is important to
consider that learning is an incremental process and any training program must take into
account that information must be provided in a logical sequence, over a reasonable period
of time. Several different training curricula will likely be needed for different levels of
users, depending on their need.
All the above information will be structured to a Conceptual System Design that will be
submitted to the stakeholder community in draft form. The Information Systems team
will work with all other COMPASS members to compile any comments or suggestions
that should be considered in the preparation of a final design.
Task 8 - Support Implementation Process
While it is expected that the stakeholders will carry out the implementation of the East
Valley spatial data infrastructure as a coordinated effort, the Information Systems team at
the University of Redlands; Redlands Institute will be available to provide necessary
technical support during the implementation process.
3.0 Time Schedule
The work program outlined above will be carried out between October 17, 2001 and
March 31, 2002. This schedule may be adjusted to accommodate the City's final project
schedule, once that has been established.
4.0 Cost
Table 1 presents a detailed cost breakdown for labor and material costs associated with
the University's contribution to the project.
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Task 3 - Prepare and Disseminate Questionnaire
Labor
16
200
60
Other Direct Costs
TABLE 1
EAST VALLEY COMPASS PROJECT SUPPORT
BUDGET
# Units
Task 1- Gather Background Information
Labor
4 Hrs
60 Hrs
20 Hrs
Other Direct Costs
1
100
EA.
Miles
0 Days
Units
Hrs
Hrs
Hrs
1 EA.
100 Miles
0 Days
Units
Hrs
Hrs
Hrs
1 EA.
400 Miles
0 Days
Task 2 - Co -Organize Orientation Seminar
Labor
12
40
24
Other Direct Costs
Resource
Faculty Researcher
GIS Researcher
Student Interns
Reproduction and Mailing
Auto Mileage
Per Diem
Resource
Rate Total
$85 $340
$55 $3,300
$18 $360
Total Labor $4,000
$100 $100
$0.35 $35.00
$120 $0
Total ODC's $135
Task Total $4,135
Rate Total
Faculty Researcher
GIS Researcher
Student Interns
Reproduction and Mailing
Auto Mileage
Per Diem
$85
$55
$18
Total Labor
$400
$0.35
$120
Total ODC's
Task Total
Resource Rate
$1,020
$2,200
$432
$3,652
$400
$35
$0
$435
$4,087
Total
Faculty Researcher $85 $1,360
GIS Researcher $55 $11,000
Student Interns $18 $1,080
Total Labor $13,440
Reproduction and Mailing $400 $400
Auto Mileage $0.35 $140
Per Diem $120 $0
Total ODC's $540
Task Total $13,980
1 of 3
TABLE 1
EAST VALLEY COMPASS PROJECT SUPPORT
BUDGET
# Units Resource Rate Total
Task 4 - Co -Organize Issues Workshop
Labor
16 Hrs Faculty Researcher $85 . $1,360
120 Hrs GIS Researcher $55 $6,600
24 Hrs Student Interns $18 $432
Other Direct Costs Total Labor $8,392
1 EA. Reproduction and Mailing $200 $200
100 Miles Auto Mileage $0 $35
0 Days Per Diem $120 $0
Total ODC's $235
Task Total $8,627
# Units Resource Rate Total
Task 5 - Prepare Requirements Analysis
Labor
24 Hrs Faculty Researcher $85 $2,040
120 Hrs GIS Researcher $55 $6,600
40 Hrs Student Interns $18 $720
Other Direct Costs Total Labor $9,360
1 EA. Reproduction and Mailing $250 $250
100 Miles Auto Mileage $0.35 $35
0 Days Per Diem $120 $0
Total ODC's $285
Task Total $9,645
# Units Resource Rate Total
Task 6 - Prepare Data Inventory and Evaluation
Labor
8 Hrs Faculty Researcher $85 $680
40 Hrs GIS Researcher $55 $2,200
40 Hrs GIS Analyst II $50 $2,000
80 Hrs GIS Technician $35 $2,800
24 Hrs Student Interns $18 $432
Other Direct Costs Total Labor $8,112
1 EA. Reproduction and Mailing $150 $150
150 Miles Auto Mileage $0.35 $53
0 Days Per Diem $120 $0
Total ODC's $203
Task Total $8,315
2 of 3
TABLE 1
EAST VALLEY COMPASS PROJECT SUPPORT
BUDGET
# Units Resource Rate Total
Task 7 - Prepare Data Infrastructure Design and Implementation Strategy
Labor
16 Hrs Faculty Researcher $85 $1,360
80 Hrs GIS Researcher $55 $4,400
8 Hrs Senior GIS Researcher $90 $720
8 Hrs Senior Technical $78 $624
8 Hrs Senior Systems Admin $75 $600
16 Hrs Senior GIS Analyst $65 $1,040
40 Hrs Student Interns $18 $720
Other Direct Costs Total Labor $9,464
1 EA. Reproduction and Mailing $350 $350
100 Miles Auto Mileage $0.35 $35
0 Days Per Diem $120 $0
TotalODC's $385
Task 8 - Support Implementation Process*
* To Be Determined
Task Total $9,849
Total of All Tasks $58,638
General Management and Administrative Labor (10%) $5,863
Grand Total $64,500
3 of 3
Contract - University of Redlands - On motion of Councilmember George,
seconded by Councilmember Freedman, the City Council unanimously
approved a contract with the University of Redlands to provide consulting
services to the Police Department pursuant to the Department's COMPASS
grant.
Community Crime Prevention Grant Program - On motion of Councilmember
George, seconded by Councilmember Freedman, the City Council unanimously
authorized the Police Department to implement the Community Prevention
Grant Program.
Agreement - 1109 Herald Street - On motion of Councilmember George,
seconded by Councilmember Freedman, the City Council unanimously
approved an agreement for purchase and sale and escrow instructions with
Michael L. Taylor for property located at 1109 Herald Street, and authorized the
Mayor and City Clerk to sign the documents on behalf of the City.
Resolution No. 5971 - Disability Retirement - On motion of Councilmember
George, seconded by Councilmember Freedman, the City Council unanimously
adopted Resolution No. 5971, a resolution of the City Council of the City of
Redlands authorizing the disability retirement of Police Investigator Claude
Upshaw.
Resolution No. 5972 - Salary - On motion of Councilmember George, seconded
by Councilmember Freedman, the City Council unanimously adopted
Resolution No. 5972, a resolution of the City Council of the City of Redlands
establishing a salary schedule and compensation plan for City employees to add
grant positions for the Police Department and A. K. Smiley Public Library and
rescinding Resolution No. 5948.
NEW BUSINESS - LATE BREAKING ITEM
Noting the need to take action was immediate, Councilmember George moved
to add the following item to the agenda which arose subsequent to the agenda
being posted: "Discussion and possible action - Amendment to the Sign Code
pertaining to freeway -oriented signs." Motion seconded by Councilmember
Peppler and carried unanimously.
Discussion and possible action - Amendment to the Sign Code pertaining to
freeway -oriented signs - The Automobile Club of Southern California is
considering relocating to the previous location of Vince's Spaghetti Restaurant
within the Tri-City Center. The Auto Club is interested in utilizing the current
freeway -oriented sign which advertises the restaurant. The Redlands Municipal
Code limits pole -mounted signs advertising for motorist -serving businesses (i.e.,
food, lodging or motor vehicle fuel, and open to the public a minimum of twelve
hours per day, seven days per week). The Sign Code Committee, Planning
Commission and City Council evaluated amending the definition for freeway -
October 16, 2001
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