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Home My WebLink Aboutresolution.council.070-08RESOLUTION #~ (Series of 2008) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, APPROVING A CONTRACT BETWEEN THE CITY OF ASPEN, COLORADO, AND GENETEC, INC. SETTING FORTH THE TERMS AND CONDITIONS REGARDING THE PURCHASE OF LICENSE PLATE RECOGNITION SYSTEM AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS, there has been submitted to the City Council a contract between the City of Aspen, Colorado, and Genetec, Inc., a copy of which contract is annexed hereto and made a part thereof. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO: Section 1 That the City Council of the City of Aspen hereby approves that contract between the City of Aspen, Colorado, and Genetec, Inc. regarding a License Plate Recognition System, a copy of which is annexed hereto and incorporated herein, and does hereby authorize the City Manager of the City of Aspen to execute said contract on behalf of the City of Aspen. Dated: ~ ~ ~ ~~ 1Glicliael C. Irela~Id, Mayor I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting held July 28th, 2008. Kat n S. Koch, City Clerk SUPPLY PROCUREMENT AGREEMENT THIS AGREEMENT, made and entered into, this 21st day of July 2008 between the City of Aspen, Colorado, herein after referred to as the "City" and Genetec, Inc. hereinafter referred to as the "Vendor". WITNESSETH, that whereas the City wishes to purchase a Mobile License Plate Reader System hereinafter called the UNIT(S) being more fully described and attached herewith as `Exhibit A', in accordance with the terms and conditions outlined in the Contract Documents and any associated Specifications, and Vendor wishes to sell said UNIT to the City as specified in its Bid. NOW, THEREFORE, the City and the Vendor, for the considerations hereinafter set forth agree as follows: Purchase. Vendor agrees to sell and City agrees to purchase the UNIT(S) as described in the Contract Document and more specifically in Vendor's Bid for the sum of Ninety Eight Thousand Six Hundred Twenty Seven Dollars ($98,627.00). 2. Delivery. (FOB 540 EAST MAIN STREET, ASPEN, CO) 3. Contract Documents. This Agreement shall include all Contract Documents as the same are listed in the Invitation to Bid ahd said Contract Document are hereby made a part of this Agreement as if fully set out at length herein. 4. Warranties. Warranties are specified in Exhibit A. 5. Successors and Asians. This Agreement and all of the covenants hereof shall inure to the benefit of and be binding upon the City and the Vendor respectively and their agents, representatives, employee, successors, assigns and legal representatives. Neither the City nor the Vendor shall have the right to assign, transfer or sublet its interest or obligations hereunder without the written consent of the other party. 6. Third Parties. This Agreement does not and shall not be deemed or construed to confer upon or grant to any third party or parties, except to parties to whom Vendor or City may assign this Agreement in accordance with the specific written permission, any right to claim damages or to bring any suit, action or other proceeding against either the City or Vendor because of any breach hereof or because of any of the terms, covenants, agreements or conditions herein contained. 7. Waivers. No waiver of default by either party of any of the terms, covenants or conditions hereof to be performed, kept and observed by the other party shall be construed, or operate as, a waiver of any subsequent default of any of the terms, covenants or conditions herein contained, to be performed, kept and observed by the other party. 8. Agreement Made in Colorado. The parties agree that this Agreement was made in accordance with the laws of the State of Colorado and shall be so construed. Venue is agreed to be exclusively in the courts of Pitkin County, Colorado. 9. Attornev's Fees. In the event that legal action is necessary to enforce any of the provisions of this Agreement, the prevailing party shall be entitled to its costs and reasonable attorney's fees. 10. Waiver of Presumption. This Agreement was negotiated and reviewed through the mutual efforts of the parties hereto and the parties agree that no construction shall be made or presumption shall arise for or against either party based on any alleged unequal status of the parties in the negotiation, review or drafting of the Agreement. 11.Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion. Vendor certifies, by acceptance of this Agreement, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in any transaction with a Federal or State department or agency. It further certifies that prior to submitting its Bid that it did include this clause without modification in all lower tier transactions, solicitations, proposals, contracts and subcontracts. In the event that Vendor or any lower tier participant was unable to certify to the statement, an explanation was attached to the Bid and was determined by the City to be satisfactory to the City. 12. Warranties Against Contingent Fees, Gratuities, Kickbacks and Conflicts of Interest. Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Vendor for the purpose of securing business. Vendor agrees not to give any employee of the City a gratuity or any offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering advice, investigation, auditing, or in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to this Agreement, or to any solicitation or proposal therefore. Vendor represents that no official, officer, employee or representative of the City during the term of this Agreement has or one (1) year thereafter shall have any interest, direct or indirect, in this Agreement or the proceeds thereof, except those that may have been disclosed at the time City Council approved the execution of this Agreement. In addition to other remedies it may have for breach of the prohibitions against contingent fees, gratuities, kickbacks and conflict of interest, the City shall have the right to: 1. Cancel this Purchase Agreement without any liability by the City; 2. Debar or suspend the offending parties from being a vendor, contractor or subcontractor under City contracts; 3. Deduct from the contract price or consideration, or otherwise recover, the value of anything transferred or received by the Vendor; and 4. Recover such value from the offending parties. 13.Termination for Default or for Convenience of Citv. The sale contemplated by this Agreement may be canceled by the City prior to acceptance by the City whenever for any reason and in its sole discretion the City shall determine that such cancellation is in its best interests and convenience. 14. Fund Availability. Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. If this Agreement contemplates the City utilizing state or federal funds to meet its obligations herein, this Agreement shall be contingent upon the availability of those funds for payment pursuant to the terms of this Agreement. 15.City Council Approval. If this Agreement requires the City to pay an amount of money in excess of $25,000.00 it shall not be deemed valid until it has been approved by the City Council of the City of Aspen. 1 b.Non-Discrimination. No discrimination because of race, color, creed, sex, marital status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap, or religion shall be made in the employment of persons to perform under this Agreement. Vendor agrees to meet all of the requirements of City's municipal code, section 13-98, pertaining to nondiscrimination in employment. Vendor further agrees to comply with the letter and the spirit of the Colorado Antidiscrimination Act of 1957, as amended, and other applicable state and federal laws respecting discrimination and unfair employment practices. 17.Integration and Modification. This written Agreement along with all Contract Documents shall constitute the contract between the parties and supersedes or incorporates any prior written and oral agreements of the parties. In addition, vendor understands that no City official or employee, other than the Mayor and City Council acting as a body at a council meeting, has authority to enter into an Agreement or to modify the terms of the Agreement on behalf of the City. Any such Agreement or modification to this Agreement must be in writing and be executed by the parties hereto. 18.Authorized Representative. The undersigned representative of Vendor, as an inducement to the City to execute this Agreement, represents that he/she is an authorized representative of Vendor for the purposes of executing this Agreement and that he/she has full and complete authority to enter into this Agreement for the terms and conditions specified herein. IN WITNESS WHEREOF, The City and the Vendor, respectively have caused this Agreement to be duly executed the day and year first herein written in three (3) copies, all of which, to all intents and purposes, shall be considered as the original. FOR THE CITY OF ASPEN: City anager ATTEST: City Clerk VEND R: By: Rla,~, CE~12 Title GENETFC Section 1: License Plate Reading System A. Hardware The AutoVu Parking Enforcement system combines high resolution dual-camera sensors with a ruggedized, high-performance vehicle-mounted computer known as the Integrated Control Unit (ICU). License plate images are captured for reading with high-resolution monochrome cameras, while awide-angle camera simultaneously captures colour overview images of the vehicle of interest, allowing identification of vehicle location, colour and model. Processing of license plate images is performed in the ICU, where plate reads are combined with GPS and inertial navigation information to facilitate data mining. In addition, the ICU controls camera exposure and illumination power. Users interact with the ICU via a graphic user interface running on the police mobile data terminal (MDT) or via adash-mountable touch screen. ~ ,.- -ta Z Figure 1: AutoPatrol System Components: touch screen, camera modules and rugged computer 7 GENETEC Communications options AutoVu Parking Enforcement supports both real-time and off-line hotlist updates via the following technologies: • 802.11b Wireless Ethemet • ixRTT / EvDO • GPRS/EDGE • In-vehicle LAN connectivity 10/100 base-T Ethernet • USB flash memory stick Up to two types of wireless technologies may be combined in the same application. Security options AutoVu Parking Enforcement supports a diversity of solutions for securing wireless and memory-stick hotlist update methods, depending customer requirements. Users typically specify 128 blt WEP, PEAP and/or WPA for 802.iib connections, whereas cellular wireless connections are often secured using a VPN or using SSH. Data stored on USB flash memory devices can be encrypted using Blowfish file encryption. Physical specifications, installation & mounting options The ICU, camera modules and cabling are designed spedfically for installation in police vehicles. Electrical power to the system is supplied via a direct connection to the vehide battery or power distribution centre. On-board power relays ensure that zero current is drawn when the vehide is powered off, preverrting battery discharge during storage. Signals for ignition, reverse and odometer (VSS) are connected to the vehicle eled~ical system and used for inertial navigation and power switching. The ICU is designed to be mounted in the trunk or cargo space of a police vehicle and is shock- mounted to ensure long life in demanding police environments. Dimensions are shown in Fgure 2; weight is 16 lbs. Since the ICU contains no moving parts other than its rugged hard disk, it is virtually silent during operation. Dimensions for the AutoVu Parking Enforcement camera housings are given in Fgure 3. Weight is 1.1 lbs. 8 i 4.38 ~~ ~ , ® ~ 0 CV Figure 2: Integrated Control Unit (ICU) physical dimensions (all dimensions in inches). Weight is 18 Ibs In addition to its two primary camera inputs, the ICU provides four auxiliary NTSCJPAL video inputs. These may be to fadlitate license plate recognition from additional sources, such as forward faang in-car video cameras. For users who do not wish t0 integrate AutoPatro) with their existing mobile data terminal (MDT), Genetec, Inc. supplies stand-alone 7" touch screens. These screens may be either mounted in a standard DIN radio bay or bolted to the dashboard facia, depending on user requirements. 9 GENETEC e o ~. h 2.72 3.88 e a $. ~~ 1 6. ~~~ Figure 3: AutoPatrol camera module dimensions. Maintenance Requirements The ICU and camera housings are sealed, maintenance-free units designed for reliable operation in the most demanding environments. To facilitate maintenance, the ICU is removable via four easily- accessible bolts and the camera housings may be removed via two mounting screws. Regular cleaning of the camera module front is required to maintain accurate reading. Camera Specifications AutoVu Parking Enforcement's water-proof, vibration-resistant camera module Includes high- resolution (1024x768) infrared (IR) sensitive cameras for long range license plate capture, IR 111umination and colour overview imaging cameras (640x480). Camera modules are bolted through vehicle roof using special sealed mounting plates to ensure a rugged, waterproof mounting. 10 GENETEC B. Software Back-Office Management and Reporting System A complete Back-Office Management Reporting System is provided. See Appendix B for sample sereenshots. Through the back-office system, management personnel are able to access all of the data collected throughout each shift and analyze it. The back-office software package permits users to search by license plate number, generate reports on performance, violation vehicles; those not enforced and provides an hour by hour breakdown of the systems usage including the number of plate reads. Record Information At the end of each patrol shift the AutoVu mobile unit connects with the central server and off load all information from that day's activity. - Complete record information including license plate number and images of each scofflaw vehicle found. - Complete record information including license plate number and images of each vehicle found in violation of overtime parking ordinances. - Complete record information including license plate number and images of vehicles found in violation of parking permit zones. - Mapped locations and map images of each vehicle found. - Images of tires for each vehicle found in violation of overtime parking ordinances (if the system is so equipped) - System usage, route management data, and statistical information. Evidence Review For all parking-enforcement violations (either enforced or rejected), a supervisor can review all pertinent data (including images), and print out a summary that can be used as evidence to substantiate an infraction. Route Management The system is also be outfitted with an accompanying route management package that enables management to replay the actual route the patrol vehicle was driven during each shift. This information thus enables management to optimize deployment such that performance is maximized. it GENETEC Reports: The system automatically provides management and performance reports. Specifically the system generates in Excel format the following information that is displayed on a daily or monthly basis: - The type and number of citations issued in each overtime and parking permit zones. - The number of license plate reads on a hourly basis - The number of matches to databases for scofflaw and permit vehicles. - The number of rejects and false positives for each application. - The ability to provide a route management function. - All reports including route management are printable. The system shall be provided with a comprehensive back-end management reporting system. Reports shall be compiled automatically in Excel format providing the following required information for each vehicle: A. Usage statistics B. Total number of plates scanned by hour per day. C. Daily record of scofflaws enforced and not enforced. D. Daily Records of overtime parking infractions E. Daily Records of parking permit infractions F. Summary reports listing the following: i. Total hits ii. Days used iii. Average hits per day iv. Average reads per hit v. Average hours per hit vi. Number of plates read per hour vii. Number of plates read per day viii. Hours of operation per day ix. System utilization for the period reporting 12 GENETEC C. Warranty This provides highlights of Genetec's Warranties, Software Maintenance Agreements and Hardware Extended Warranties. For further information, please refer to the full Product Description, Revision 2.1, February 2008. References herein refer to the Product Description. 1. Standard Warranty / One year warranty on hardware and software / Genetec's Standard Support Hours -Monday through Friday from 9h00 to 17h00 local time' / Hardware repaired on a return and repair basis (up to 20 business days) / Software updates (patches): available / Software upgrades: not available / Trouble ticket allowance: 2 tickets z Product description: - Back-Office Software: Section 3.4 - Mobile Unit: Section 3.5 2. Software Maintenance Agreement (Section 4) / Support hours: - Standard: Genetec's Standard Support Hours '+ Customer's business hours Monday through Friday from 9h00 to 17h00 local time a - Premium: 7 x 24 ; / Software updates (patches): available / Software upgrades: available / Trouble ticket allowance: unlimited 3. Hardware Fartended Warranties Return and Repair with Standard Support (Section S.1) / Support hours: Genetec's Standard Support Hours ' + Customer's business hours Monday through Friday from 9h00 to 17h00 local time $ / Hardware repaired on a return and repair basis (up to 20 business days) / Software updates (patches): available / Software upgrades: available / Trouble ticket allowance: unlimited ' The Genetec Technical Assistance Center is closed on Canadian statutory holidays. ' A ticket will not count towards this total if the issue is caused by a software defect/problem for which Genetec is respons(ble or for a defect with the product resulting in hardware being returned for repair. ' Done via pager if outside Monday through Friday from 8h30-19h00 EST 13 C~ GENETEC Advanced Replacement with Standard Support (Section 5.2) / Support hours: Genetec's Standard Support Hours ' + Customer's business hours Monday through Friday from 9h00 to 17h00 local time 9 / A replacement hardware product ° will be shipped by Genetec via Air Express courier service within 1 business day of RMA issuance s / Software updates (patches): available / Software upgrades: available / Trouble ticket allowance: unlimited Advanced Replacement with Premium Support (Section 5.3) / Support hours: 7 x 24 a / A replacement hardware product ^ will be shipped by Genetec via Air Express courier service within 1 business day of RMA issuance ^ / Software updates (patches): available / Software upgrades: available / Trouble ticket allowance: unlimited 4. Pricing (Section 7) / Annual or multi-year agreements are available up to 5 years from year from date of installation. / Maintenance agreement fees are payable up-front. / The fees for the warranty year are discounted by SO%. Back-Office Software i year 2 years 3 years 4 years 5 years Standard SMA Premium SMA 18% 25% 15% 22% 13% 20% 11% 18% 9% 16% Mobile LPR Unit 1 year 2 years 3 years 4 years 5 years Return & Repair with g% 7% 6.5% 6% 5.5% Standard Support Advanced Replacement 7 5% 13% 12% i 1% 10% with Standard Support Advanced Replacement 20% 78% 16% 14% 13% with Premium Suppott The Genetec Technical Assistance Center is closed on Canadian statutory holidays. A ticket will not count towards this total if the issue is caused by a software defett/problem for which Genetec is responsible or for a defect with the product resulting in hardware being returned for repair. 3 Done via pager if outside Monday through Friday from Sh30-19h00 EST "Product may be replaced by a fully functional refurbished product Customer must obtain Return Material Authorization (RMA) from Genetec 14 GENETEC 5. Genetec Technical Support Service Levels (Section 6) Response time is based on the severity of the problem. Severity Description _ J Critical Product is not functioning or functionality is significantly impaired. High Major feature of product is not functioning or functionality is significantly impaired. Medium Minor feature of product is not functioning or functionality is significantly impaired. low General question on functionality. First Response: Genetec Technical Support will respond to all new calls placed to Technical Support within the following times: Call Entry Point Response Time Phone call 15 minutes' Email 1 business day Web Re uest 1 business day ' Phone calls placed outside the scope of the wstomers support agreement will be returned first thing on the next Genetec Business day. Resource commitment: Genetec cannot guarantee a resolution time for issues but can guarantee resources committed to fixing the problem. Severity Resource Commitment Critical Fulitime resource around the clock High Fulitime resource within business hours Medium based on availability with a priority over "Low' Low Without commitment 6. On-Site Support / On-site support is available at a rate of $1,500 per day plus airfare. The minimum fee charged is 4 hours. / A surcharge will apply if the service is given overnight (50% surcharge) or on a weekend (10090 surcharge). 7. Outside Warranty Technical Support / The price per support ticket is $250. 15 y GENETEC D. Interfaces Genetec, Inc. has worked regularly with DCA International and their ticketing interface for parking enforcement systems. This system allows for tickets to be automatically generated and printed when an infraction is detected by the LPR system. We are in the process of integrating our system with other handheld operations (ACS, T2 Systems, Duncan Solutions) and expect this to be forthcoming in our next software release-4.2, July 2008. Section 2: Delivery, Training, and Support Timeframes A. Delivery From time product is ordered there is a maximum of 60 days for delivery, training and implementation. B. Training and Support Onsite training is offered as a part of standard installation. End users have the choice of training multiple users or opting fora "train the trainer" method. Training the trainer allows for detailed training with a few Individuals who will in-turn train other users of the system. Additional training is offered at $1,500.00 per day plus airfare. Ongoing support is detailed in the warranty agreements above in Section 1-C "Warranty". Response time for trouble shooting over the phone and necessary site visits are detailed in the warranty agreement above in Section 1-C "Warranty". Section 3: References 1. City of Sacramento The City of Sacramento is a customer since 2004 and has 7 units in service for parking enforcement. Four additional units will be deployed in January 2008. Contact: Howard Chan Parking Services Manager Department of Transportation 921 10th Street, Suite 300 Sacramento, CA 95814 Telephone: (916) 808-]488 Cell: (916) 806-6252 Email: hchan@citvofsacramento.orq 2. City of Tampa The City of Tampa is a customer since Feb 2004 and has one unit in service for parking enforcement. Contact: Carlos Aguiar ~o,-r~ v 16 ~`~-~ Q~a2 ~~ ~ l~ Sec4ion 4: Cos4s Quote ID. Date Issued By Phone Currency Comments Project Name City of Aspen Company City of Aspen CITYOF-Jun-02-2008-1621 Contact Rebecca Hodgson Jun-04-2~8 Phone DJ Holden Email Rebeccah a~lci.asoen.co.us 133aj 667-as~a Quote Valid for 80 days Terms 30 days SUS 3 ICS-B-MUNB2-10 AutoFindeackOffice 7,000.00 1 7,000.00 4 °SMA-STD-1Y StandardSMA-1Yr 785.00 1 795:00 AutoVu Mobile basic onsite 5 SVC-AMINST-BAS installatbn-perunK.lndudeshalf 5,000.00 1 5,000.00 day of training. 6 N/A Shipping Charges 200.00 1 200.00 7 N/A Additional Discount available for cash -13,000.00 1 -13,000.00 purchase Totals: 47,627.00 .. - .. i D ~o_s ~. .. ... _ _ ...-_ ..- pti! . _ .. -.. .. - . 4 HEW-ARS-1Y Advanced Replacement with Standard Support -1Yr 3,435.00 1 3,438.00 6 SVC-FIELD Additional half day of training 750.00 1 750.00 Prices do not indude applicable taxes. Prices may change without notice. Back offtce system includes mapping. Genetec reserves the right to deliver an updatetl version of this package at the same cost with the unff !n a reengineerad design form. 18 Two camera overtime parking 1 ICS-B-MUNP-10 enforcement unit. Hard mount, 45,800.00 1 45,800.00 Panasonic touch screen, wheel imaging, GPS+maps+inertial, 802.11 Return and Repair Standard Support - 2 HEW-RRS•1Y 1Yr< 1,832.00 1 1.832.00 GENETEC Specifications Ci of As en -Bid Matrix Genetec, Inc. -Compliance Answers • Equipment mttst~be mountable to a "GO - 4 Yes -Specification is met Interceptor Enforcement Vehicle". • Equipment must function without failure in Yes -Specification is met wind, rain, snow and temperatures above 100 deg. F and below -10 deg. F. • All system components that are mounted on the outside of the vehicle must be secured in locked compartments with exception of the cameras and antennas. These compartments will be provided by the vendor. • System must be able to retrieve inforrr from and update information to T2 Flex. Yes -Specification is met, Genetec will provide a O/T Parking Tool Kit installation package. System can retrieve information from T2 Fiex upon deployment (within 60 days of order). It will require a phase 2 implementation in order t send information updates to the T2 Flex. This will take about i ZO days from when the order is • Bidder must provide all equipment, software Yes- Specification is met and can be delivered and programming to download data from T2 within 60 days of order. ~Q ~•~ner-~ ~Q Flex into the LPR svstem database. Bidder _ 19 pncv;Mfa- I1pir'1_ __~ hey-"' sn~_ ,~~u .~~a__, - Security Through ~ Innovation- years or innovation' must also provide training and support for the database download system for one year. • Must be able'to, reatl license plates that are Yes -Specification is; met perpendicular nr parallel to the LPR vehicle and all an les n.between. • Must be able to read license plates as close Yes -Specification is met as five feet from the camera or as far as l i~ ~ Q~~} Clo! l twenty feet from the camera. ! ,^~ tnv~-- ^A'^ i a '1 / • The LPR system must have the ability to store 10,000 vehicle images. Yes -Specification is met ~_. *..;:a • LPR system software must be able to Yes - plnpoint vehicle locations and record this information with the vehicle images. This information must be retrievable for citation appeals and research. is met • All mounting hardware for the LPR system Yes -Specification is met must be provided by the vendor. • LPR system must have the ability to store, Yes monitor and enforce multiple zones in a shift is met 20