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HomeMy WebLinkAbout08 - GIS Based Traffic Collision Database• CITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 8 January 27, 2004 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Richard Edmonston, Transportation and Development Services Manager 949 - 644 -3311 red monston @city.newport- beach.ca. us SUBJECT: GIS BASED TRAFFIC COLLISION DATABASE — APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH CROSSROADS SOFTWARE, INC. RECOMMENDATIONS: 1. Approve a Professional Services Agreement with Crossroads Software, Inc. of Brea, California for development and implementation of a GIS Based Traffic • Collision Database at a contract price of $50,000 and authorize the Mayor and City Clerk to execute the Agreement. 2. Approve a Budget Amendment increasing revenue estimates by $50,000 in Fund 250 -4862, appropriate $50,000 in the Contributions Fund 250, and establish expenditure Account No. 7251- C5200743 with a $50,000 balance. DISCUSSION: In 1995 the City solicited proposals for a computerized Traffic Records System (TRS) and received only two responses. One of the goals was to have the TRS interface with the City's GIS system, which at that time was a proprietary system. Only one of the firms was interested in writing the specialized software that was required. The resultant TRS never fully performed to our expectations. A couple of years ago our GIS platform was changed to the family of software offered by ESRI which is much more widely used for GIS applications of many types. Crossroads Software, Inc. is the leading company in the field of GIS Based Traffic Collision databases. Other local cities using this software include Costa Mesa, Huntington Beach, Santa Ana, Dana Point, and Anaheim. Staff has spoken with representatives of most of these cities and they are uniformly satisfied with the finished product. The scope of Crossroads Software, Inc.'s professional services will include the development and implementation of a GIS based automated collision database system SUBJECT: GIs Based Tratf c Collision Database - Approval of Professional Services Agreement with Crossroads Software, Inc. January 27, 2004 Page 2 that will be accessible by both the Public Works and Police Departments. Training of multiple staff members on the new system is also included. The new database system will allow timely assessment of accident trends and identification of locations where additional enforcement or engineering evaluations are needed. This will provide for efficient deployment of staff resources with the goal of reducing accidents. Funding Availability: The City has received a grant from the California Office of Traffic Safety in the amount of $50,000 for this project. All project expenditures up to this amount will be reimbursed by the State. A Budget Amendment is required to establish the account and to pay the consultant prior to the reimbursement from the State. Upon approval of the recommended Budget Amendment, sufficient funds are available in the following account for the project: Account Description GIS Collision Database Environmental Review: Not applicable for this project. Prepared by: Richard Edmonston, P.E. Transportation and Development Services Manager Attachment: Professional Services Agreement Account Number Amount 7251- C5200743 $50,000.00 Submitted by: repne'n''/u - tfaaum ublic yvorks Director 0 PROFESSIONAL SERVICES AGREEMENT WITH • CROSSROADS SOFTWARE, INC. FOR GIS BASED TRAFFIC COLLISION DATABASE THIS AGREEMENT is made and entered into as of this _ day of 2004, by and between the CITY OF NEWPORT BEACH, a Municipal Corporation ( "City "), and CROSSROADS SOFTWARE, INC. a corporation whose address is 210 West Birch Street, Brea, California, 92821 ( "Consultant'), and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City is planning to implement a Geographic Information System (GIS) based traffic collision database. C. City desires to engage Consultant to develop, install, and test the GIS based traffic collision database for use by the Public Works and Police Departments. Additionally, Consultant shall provide training to both departments. D. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. E. The principal member[s] of Consultant for purposes of Project shall be Jeff Cullen. F. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the list day of February, 2004, and shall terminate on the 30th day of April, 2004, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED • Consultant shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference. The 3. 4. City. may elect to delete certain tasks of the Scope of Services at its sole discretion. TIME OF PERFORMANCE Time is of the essence in the performance of services under this Agreement and Consultant shall perform the services in accordance with the schedule included in Exhibit B. The failure by Consultant to strictly adhere to the schedule may result in termination of this Agreement by City. Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.2 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by either telephone, fax, hand - delivery or mail. COMPENSATION TO CONSULTANT City shall pay Consultant for the services on a time and expense not -to- exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. In no event shall Consultant's compensation exceed Forty -Six Thousand Five Hundred Dollars and no /100 ($46,500.00) without additional authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.1 Consultant shall submit monthly invoices to City describing the work performed the preceding month. Consultant's bills shall include the name of the person who performed the work, a brief description of the services performed and /or the specific task in the Scope of Services to which it relates, the date the services were performed, the number of hours spent on all work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) days after approval of the monthly invoice by City staff. 4.2 City shall reimburse Consultant only for those costs or expenses specifically approved in this Agreement, or specifically approved in 2 0 0 advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Consultant: A. The actual costs of subconsultants for performance of any of the services that Consultant agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. B. Approved reproduction charges. C. Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Consultant in the performance of this Agreement. 4.3 Consultant shall not receive any compensation for Extra Work without the prior written authorization of City. As used herein, "Extra Work" means any work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Jeff Cullen to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of services upon written request of City. Consultant warrants that it will continuously fumish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Public Works Department. Richard Edmonston shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the services to be rendered pursuant to this Agreement. E 7. CITY'S RESPONSIBILITIES In order to assist Consultant in the execution of its responsibilities under this Agreement, City agrees to, where applicable: A. Provide access to, and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's work schedule. B. Provide blueprinting and other services through City's reproduction company for bid documents. Consultant will be required to coordinate the required bid documents with City's reproduction company. All other reproduction will be the responsibility of Consultant and as defined above. C. Provide usable life of facilities criteria and information with regards to new facilities or facilities to be rehabilitated. 8. STANDARD OF CARE 8.1 All of the services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the services required by this Agreement, and that it will perform all services in a manner commensurate with community professional standards. All services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. 8.2 Consultant represents and warrants to City that it has or shall obtain all licenses, permits, qualifications, insurance and approvals of whatsoever nature that are legally required of Consultant to practice its profession. Consultant further represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any and all licenses, permits, insurance and other approvals that are legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents and employees (collectively, the "Indemnified Parties) from and against any and all claims (including, without limitation, claims for bodily injury, death or damage 0 to property), demands, obligations, damages, actions, causes of action, suits, • losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to any work negligently performed or services provided under this Agreement (including, without limitation, defects in workmanship or materials and /or design defects [if the design originated with Consultant]) or Consultant's presence or activities conducted on the Project (including the negligent and /or willful acts, errors and /or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the active negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Consultant. 10. INDEPENDENT CONTRACTOR . It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the services. 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points . in order to ensure the Project proceeds in a manner consistent with City goals and policies. 5 13. PROGRESS Consultant is responsible for keeping the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of work. Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, a policy or policies of liability insurance of the type and amounts described below and in a form satisfactory to City. A. Certificates of Insurance. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Insurance certificates must be approved by City's Risk Manager prior to commencement of performance or issuance of any permit. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. B. Signature. A person authorized by the insurer to bind coverage on its behalf shall sign certification of all required policies. C. Acceptable Insurers. All insurance policies shall be issued by an • insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. D. Coverage Requirements. i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his or her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City. . 0 ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury, and property damage, including without limitation, contractual liability. If commercial general liability insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement, or the general aggregate limit shall be at least twice the required occurrence limit. iii. Automobile Liability Coverage. Consultant shall maintain automobile insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each occurrence. E. Endorsements. Each general liability and automobile liability insurance policy shall be endorsed with the following specific language: i. The City, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant. ii. This policy shall be considered primary insurance as respects to City, its elected or appointed officers, officials, employees, agents and volunteers as respects to all claims, losses, or liability arising directly or indirectly from the Consultant's operations or services provided to City. Any insurance maintained by City, including any self- insured retention City may have, shall be considered excess insurance only and not contributory with the insurance provided hereunder. iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company. iv. The insurer waives all rights of subrogation against City, its elected or appointed officers, officials, employees, agents and volunteers. V. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to City, its elected or appointed officers, officials, employees, agents or volunteers. • vi. The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits, by either party 7 except after thirty (30) calendar days written notice has been received by City. 0 F. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claim made or suit instituted arising out of or resulting from Consultant's performance under this Agreement. G. Additional Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Consultant is a partnership or joint- venture or syndicate or cotenancy, which shall result in changing the control of Consultant. Control means fifty percent (50 %) or more of the voting power, or twenty -five percent (25 %) or more of the assets of the corporation, partnership or joint- venture. • 16. SUBCONTRACTING The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express written consent of City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the prior written authorization of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents'), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents to City upon prior written request. Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents • for other projects and any use of incomplete Documents without specific written 9 authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 18. COMPUTER DELIVERABLES CADD data delivered to City shall include the professional stamp of the engineer or architect in charge of or responsible for the work. City agrees that Consultant shall not be liable for claims, liabilities or losses arising out of, or connected with (a) the modification or misuse by City, or anyone authorized by City, of CADD data; (b) the decline of accuracy or readability of CADD data due to inappropriate storage conditions or duration; or (c) any use by City, or anyone authorized by City, of CADD data for additions to this Project, for the completion of this Project by others, or for any other Project, excepting only such use as is authorized, in writing, by Consultant. By acceptance of CADD data, City agrees to indemnify Consultant for damages and liability resulting from the modification or misuse of such CADD data. All original drawings shall be submitted to City in the version of AutoCAD used by City in ".dwg" file format on a CD, and should comply with the City's digital submission requirements for Improvement Plans. The City will provide AutoCAD file of City Title Sheets. All written documents shall be transmitted to City in the City's latest adopted version of Microsoft Word and Excel. • 19. CONFIDENTIALITY f J All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. 20. OPINION OF COST Any opinion of the construction cost prepared by Consultant represents his /her judgment as a design professional and is supplied for the general guidance of City. Since Consultant has no control over the cost of labor and material, or over competitive bidding or market conditions, Consultant does not guarantee the accuracy of such opinions as compared to contractor bids or actual cost to City. 21. INTELLECTUAL PROPERTY INDEMNITY The Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Consultant's drawings and specifications provided under this Agreement 9 22. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 23. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or his /her designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 24. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the work accomplished by Consultant, the additional design, construction and /or restoration expense shall be borne by Consultant. Nothing in this paragraph is intended to limit City's rights under any other sections of this Agreement. 25. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 26. CONFLICTS OF INTEREST The Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 10 If subject to the Act, Consultant shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 27. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, to City by Consultant and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Richard Edmonston Public Works Department City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92663 Phone: 949 - 644 -3345 Fax: 949 - 644 -3318 Email: rdmonston@city.newport-beach.ca.us All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attn: Jeff Cullen Crossroads Software, Inc. 210 West Birch Street Brea, CA 92821 Phone: 714- 990 -6433 Fax: 714 - 990 -5628 28. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving 11 seven (7) calendar days prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 29. COMPLIANCE WITH ALL LAWS Consultant shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 30. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 31. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 32. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 33. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 34. SEVERABILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 12 0 9 E 35. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to A and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 36. EQUAL OPPORTUNITY EMPLOYMENT Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the day and year first written above. APPROVED AS TO FORM: Robin Clauson, Assistant City Attorney for the City of Newport Beach ATTEST: LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH, A Municipal Corporation 0 Tod W. Ridgeway, Mayor for the City of Newport Beach CROSSROADS SOFTWARE, INC.: By: Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates f: \users\pbw\shared\agreements \fy 03- 04\crossroad"is traffic collision.doc 13 City of Newport Beach 0 GIS -Based Collision Database and Analysis System SCOPE OF SERVICES I. Traffic Collision Database Software Crossroads Software will work directly with the City of Newport Beach's Traffic Engineering and Police Departments to determine the optimal sources of traffic collision records and the best methods for inputting and maintaining those records in our proposed Traffic Collision Database System. Options will likely include a combination of State -Wide Integrated Traffic Reporting System ( SWITRS) data, existing police department records, and/or direct data input. The Crossroads Software team will work closely with the City of Newport Beach's staff to define a streamlined approach to maintain an automated collision records system. For example, the City might want to use a combination of limited data inputted directly from the collision reports with more detailed information available quarterly from SWITRS. This approach provides access to updated information when necessary but minimizes the resources that are needed to maintain the database system. Crossroads Software will provide the Traffic Collision Database System to fulfill the City of Newport Beach's traffic collision, citation, and GIS analysis and records management requirements. The Collision Database has an intuitive design and is user - friendly, making it easy to learn and intuitive to use. Users don't need to be computer systems analysts to get fast, accurate information from the Database. The complete software package is a full- featured relational database management system running under Microsoft Windows that offers inputting, editing, storing, retrieving, and analyzing of collision record and citation data. With its records management, querying, and reporting capabilities, the Traffic Collision Database can provide the type of accurate, analytical information necessary in helping traffic engineering and police departments to understand collisions and collision patterns in their city. Data Input Data input into the Collision Database System can be accomplished by any of several methods. SWITRS records can be automatically read in at the touch of a button. Because SWITRS records are only available quarterly, the System provides other methods for data input. Collision records can be inputted using on- screen forms that utilize drop -down lists, enabling the user to pick entries from configured lists. This helps to expedite entry and to reduce errors. The Collision Database System also provides a "short form" input in which the user enters only the most relevant data, including date, time, location, cause, extent of injury, party types, directions of travel, and movements preceding collision. This information can be entered quickly without sacrificing the requisite amount of data to do the most effective queries and collision diagrams. The Crossroads Software team will make recommendations on the preferred data sources to use for this project. E MBIT A This system will easily hold three years of collision data for the City of Newport Beach. The system can also archive and delete collision records as additional years of data are added. Data Verification The biggest single challenge in producing an accurate traffic collision records system is the ability to verify the street name information for each collision record. This is essential because database management programs are very exacting in the execution of queries, hence the street names used to store the location information must be perfectly accurate. Officers reporting a collision will, however, use a variety of spellings or abbreviations for street names and will often use the incorrect "family name" (i.e. Street, Road, Avenue, etc.) or no family name at all, which causes the results of queries to be inaccurate. One of the strongest features of the Crossroads Software Collision Database System is its ability to resolve conflicts in the reporting of street names. The system keeps a table of all actual street names in the city along with a street layout table that defines the relationship of streets in the system by storing the distance and direction between adjacent intersections. One additional table, the Street Alias Table, is used to store common misspellings and abbreviations used by reporting officers. The Collision Database System uses these tables to verify and correct all collision location information for each collision record. The first time the data is loaded for the City of Newport Beach, it should take the user of this system approximately one hour to verify location . information for an entire year's worth of data. As the Street Alias Table is expanded, the time required to verify street names become substantially reduced. Once the street names have been verified, queries can be run on both intersection and mid -block queries with near perfect accuracy. Collision Diagrams The Crossroads Software Collision Database features a presentation - quality color collision diagram generator. Users can manually specify the data parameters for the collision diagram, including or excluding various types of collision data. These easy -to -read diagrams, which display individual collisions along with specific collision information, can be printed on any Windows - compatible printer. Reports and Queries The Crossroads Software Collision Database provides a variety of substantive, informative queries and collision reports that offer maximum flexibility for selecting just the collision information the user needs. Standard reports include: • High Incidence Location Report. This query lets the user select any number of top locations to report on. This query will rank the top twenty locations (or any number the user 2 chooses) by collision frequency or collision rate. Users may rank mid -block segments just as • they would intersections. • Intersection Historical Report. This query outputs a report of the collision history and collision rate information at any selected intersection for a specified period of time. Collision diagrams are also produced with the same query now. • Mid -block Historical Report. The report generated from this query yields the collision history and collision rate information for any selected mid -block segment. Segments are selected on the query screen by choosing the arterial and then picking two limiting cross streets. This allows the users to select any segment length they want. In addition to selecting varying segment lengths, users may also define mid -block collisions. The user simply specifies a distance from an intersection that qualifies a collision as mid - block. Different distances may be specified for both rear -end and non rear -end collisions. Another unique feature is the option to use the direction of travel and movement - preceding - collision of each vehicle to ascertain that at least one vehicle was traveling on or turning onto the arterial. This allows users to weed out data such as rear -end collisions on cross streets that have no direct relationship to the selected arterial. Users are then assured of identifying only the collisions on the roadway being analyzed. • General Query. This powerful, general - purpose query allows the user to query all collision data in the system by selecting a wide variety of search parameters to limit or expand the • reported information. Not only can users run the query by collision, party, victim, and conditions information, but they can also set very specific search values, including distance, direction, collision type, degree of injury, vehicle information, movement preceding collision, weather conditions, road conditions, and much more. All reports and queries allow users to specify the resulting information by selecting date and time periods, distances, primary collision factors, degree of injury, hit and run status, collision type, party involved with, pedestrian action, lighting, and other relevant fields. These queries can also be limited by other factors including road type or traffic volume characteristics. Users also have the flexibility to define what constitutes an intersection collision by specifying limiting distances for both rear -end and non rear -end collisions. One could, for example, define an intersection collision as all collisions within 50 feet of an intersection and within 150 feet of an intersection for any collision with a collision type of "rear- end." This allows users to secure the most relevant data for their traffic engineering needs. Color -coded bar graphs and pie charts are available to graphically represent the results of these summary reports. Summary Reports Reports showing a breakdown of collision factors, collision types, vehicles involved with, movements preceding collision, among other collision record parameters are available at the click of a button for any date range requested. Bar graphs and pie charts are available to graphically represent the results of these summary reports. • 3 E Custom Reports The Crossroads Software Collision Database System has a modular design, allowing custom designed reports and queries to be easily added to the system. Traffic Counts Management Program A separate database for storing and managing traffic count information will be provided with the Collision Database Package. The Counts Management system allows input of 24 -hour and turning movement counts by manual input using on- screen forms. A query module produces reports for locations whose counts are older than a specified date, locations with specified average daily traffic volumes, or certain count characteristics. This system also provides the traffic count information needed by the collision database to calculate collisions rates. Traffic Citation Statistics The Collision Database System includes a module to maintain a database of Traffic Citation Information. Reports that are output by this system include a Citation Log, a breakdown of monthly collision factors vs. citations, enforcement index calculation, Bicycle Collision • Summary Report, Pedestrian Collision Summary Report, a Traffic Collision Log and a DUI Log. The system stores officer information, which allows the user to do queries based on officer duty type (i.e. Traffic Bureau vs. Patrol). Laptop Input Module The Crossroads Software package includes a laptop computer input module that allows inputting and editing of collision records and the generating of reports locally on a laptop computer or a stand -alone desktop computer (not connected to a network). The records and reports in the input module can be electronically transferred to the main Collision Database System. The output from the module replicates the State of California Traffic Collision Report (CHP 555) form. II. Computer Hardware Specifications Generally, the Collision Database System should be run on a computer that meets these minimal requirements: Pentium 600Mhz or faster 60 MB free hard drive space 32MB of RAM CD -ROM drive • Windows, any version Windows- compatible printer III. Geographic Information System (GIS) Mapping Software The Crossroads Software Collision Database System produces electronic, printable GIS maps displaying graphical summaries of collision information and patterns. These GIS maps not only tell traffic engineering and police departments where collisions are occurring; they also help department personnel understand collision patterns so that they can take measures to prevent collisions. Users can select specific collisions from the electronic GIS map and view collision report information directly. They can also highlight high -rate or high- frequency collision intersections and mid -block segments along with citation data to determine if relationships exist between the collisions and enforcement activities. Using existing GIS maps available from the City of Newport Beach, Crossroads Software will edit the map so that the most accurate updated roadway information is available to the Collision Database System. These map enhancements are necessary for accurately tracking and displaying collisions. V. Implement the Traffic Collision and GIS Mapping Software System The Crossroads Software Traffic Collision Database System allows users to import SWITRS files and input all the data needed to verify street names and calculate collision rates. In order to deliver a fully operational GIS -Based Traffic Collision Database System to the City of Newport Beach, the following items will be completed: • A master table of all street names in the City. • A street layout table consisting of all roadway segments with distances between cross - streets and compass orientation for use with the Collision Database System. • The most current twenty-four hour traffic count information available from the City of Newport Beach entered into the Counts Management Program module. • Three years of SWITRS collision records or existing police department records electronically imported into the Collision Database System and corrected for location and street name discrepancies using the master list of street names. • Edit the GIS map of Newport Beach to ensure the accuracy of the information mapped by the System. • Licensed version of the Collision Database and GIS module setup, fully integrated and • installed in the Traffic Engineering Department offices and the Police Department. 0 VI. Training and Support u J Crossroads Software will provide two days of training emphasizing "hands -on" use of the Collision Database System. Each day's training session will be approximately six hours. In addition to training, Crossroads Software will also provide a detailed user manual (three copies). The City of Newport Beach will receive continuous telephone and online support to answer technical questions and to upgrade the software as the need arises. 0 City Of Newport Beach Collision Database Project Project Schedule Key milestones for deliverables are noted below. Weeks from Notice to Proceed Project Kickoff :............ ................. ............................... 0 Weeks Initial Windows based Collision Database System * .... ............................... 6 Weeks Final Windows based Collision Database System* ..... ............................... 8 Weeks Installation of the GIS based Collision and Mapping System * ................ 6 Weeks First training session ................................................... ............................... 6 Weeks Follow -up training session .......................................... ............................... 8 Weeks Total Project Duration : 8 Weeks 13 is • Cost Proposal For: City of Newport Beach Item No Item Description 1 Collision Database System (Master License) 2 GIS Collision Mapping Module (Master License) 3 Collision Database System (Second Site License for Police Department) 4 GIS Collision Mapping Module (Second Site License for Police Department) 5 Review and edit a GIS centerline map of the City 6 Electronic Input and Verification of SWITRS traffic collision data for three years 7 Input current traffic volume information 8 Street Layout Table (Labor) 9 ArcView License 10 Laptop (555 Collision Form) input module 11 Training and Installation (two training sessions - six hours each) Item No Item Description 0 Crossroads Software 210 W Birch Street, Suite 207 Brea, CA 92821 Number: CP 04 -5 Quantity Price Taxable Amount 1 $8,900.00 Yes $8,900.00 1 $4,900.00 Yes $4,900.00 1 $5,340.00 Yes $5,340.00 1 $2,940.00 Yes $2,940.00 1 $4,200.00 No $4,200.00 1 $3,800.00 No $3,800.00 1 $2,950.00 No $2,950.00 1 $4,600.00 No $4,600.00 2 $1,995.00 Yes $3,990.00 1 $950.00 Yes $950.00 1 $1,800.00 No $1,800.00 Quantity Price Taxable . Amount Sub Total 544.370.00 Sales Tax 7.75% on 5'17,010.00 52.094.05 Total 5'46,464.05 ffiIBIT B City of Newport Beach BUDGETAMENDMENT 2003 -04 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: NO. BA- 027 AMOUNT:1 $50,000.00 0 Increase in Budgetary Fund Balance AND Decrease in Budgetary Fund Balance PX No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase revenue estimates and expenditure appropriations related to receipt of an OTS Grant for a GIS based Traffic Collision Database. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Amount Fund Account Description Debit Credit i • REVENUE ESTIMATES (3601) Fund /Division Account Description 250 4862 Contributions - OTS $50,000.00 EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7251 Contributions Account Number C5200743 GIS Collision Database $50,000.00 Division Number Account Number Division Number Account Number Division Number Account Number Automatic System Entry. Signed: Financial Approval: Admimstrati Services Director Date Signed: �� V D Administrative App val: City Manager Date Signed: City Council Approval: City Clerk Date City of Newport Seas ' b BUDGET AMENDMENT 2003 -04 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates X Increase Expenditure Appropriations Transfer Budget Appropriations SOURCE: from existing budget appropriations X from additional estimated revenues from unappropriated fund balance EXPLANATION: AMOUNT: X50,000,00 Increase in Budgetary Fund Balance AND Decrease in Budgetary Fund Balance X No effect on Budgetary Fund Balance This budget amendment is requested to provide for the following: To increase revenue estimates and expenditure appropriations related to receipt of an OTS Grant for a GIB based Traffic Collision Database. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account Description REVENUE ESTIMATES (3601) Fund /Division Account Description 250 4862 Contributions - OTS EXPENDITURE APPROPRIATIONS (3603) Description Division Number 7251 Contributions Account Number C5200743 GIB Collision Database Division Number Account Number Division Number Account Number Division Number Account Number Signed: /✓ C � R , Financial Approval: Administrate e Services Director Signed: Q) r'w�c�/ /. Signed City Council Approval: City Clerk Amount Debit Credit $50,000.00 Automatic $50,000.00 Date Da {{ / te // Date