95-134 Resolution No. 95-134
RESOLUTION
AUTHORIZING EXECUTION OF AN AGREEMENT WITH
AMERICAN MANAGEMENT SYSTEMS, INCORPORATED
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Richard B. Helwig, City Manager, and Dolonna
Mecum, City Clerk, be and are hereby authorized and directed
to execute an agreement on behalf of the City of Elgin with
American Management Systems for consulting services for the
Mobile Data Crash Reporting Pilot Project, a copy of which is
attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: June 28, 1995
Adopted: June 28, 1995
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
ams
American Management Systems, Inc.
July 20, 1995
Deputy Chief James Burns
Elgin Police Department
150 Dexter Court
Elgin, IL 60120-5555
Dear Jim:
Enclosed please find one(1) signed copy of the Professional Services Agreement between
American Management Systems Inc. and the City of Elgin for the MDCR Project. We look
forward to continuing our work with Elgin and the State on this initiative.
If you have any questions regarding the enclosed documents, please call me at(703)267-7014.
Sincerely,
1...
/j:/
Gregg Rosann
Principal
Public Safety and Transportation
Enclosures
AGREEMENT
HIS AGREEMENT is made and entered into on this alga day
of L4 4. , 1995, by and between American Management Systems,
Incoriora 'ed, a Virginia corporation, (hereinafter referred to
as "AMS" and the City of Elgin, Illinois, a municipal
corporation, (hereinafter referred to as "Elgin" ) .
WITNESSETH
WHEREAS, Elgin desires to obtain the services of a
consultant for the project manager/coordinator for the Mobile
Data Crash Reporting Pilot Project for the Elgin Police
Department, Sangamon County Sheriff 's Office, Illinois State
Police, and the Illinois Department of Transportation; and
WHEREAS, AMS has offered to provide project management
support for such a project for Elgin; and
WHEREAS, AMS represents that it has the experience,
qualifications, resources and capabilities to provide these
services and conduct tasks as required for this project; and
WHEREAS, Elgin has selected AMS to provide the project
management/coordinator support and other services as more
fully described in Attachments 1, 2 and 3 which are attached
hereto and made a part hereof as if fully included in the text;
NOW, THEREFORE, for and in consideration of the mutual
promises and covenants contained herein, the sufficiency of
which is hereby acknowledged, the parties hereto agree as
follows :
ARTICLE I
SECTION 1 . 1 . COMPLIANCE. AMS and Elgin agree to
comply with all agreement provisions attached hereto and made
a part hereof.
SECTION 1 .2 . PERFORMANCE PERIOD. Unless sooner
terminated as provided herein, the project management support
shall continue in full force and effect from the date of
execution through the date of the Project Review and Delivery
task listed in Section 2 . 1 .
SECTION 1 . 3 . SCOPE OF SERVICES. Services are to be
provided in accordance with Attachment 2 and in a manner and
work product acceptable to Elgin, based on the specifications
of Attachment 1 . The project schedule dates listed in the
"Schedule" contained in Attachment 2 are superseded by the
business day time frames established in Section 2 . 1 .
SECTION 1 .4 . RELATION OF THE PARTIES. It is mutually
agreed and understood as follows:
(a) AMS agrees to perform as an independent contractor
and not as an agent or employee of Elgin, all of the services
set forth in the agreement to the satisfaction of Elgin.
(b) The employees or agents of one party shall not be
deemed to be employees or agents of the other for any purpose
under any federal or state Unemployment Insurance Law, Old Age
Benefits Law or Social Security Law, Workers ' Compensation
Law, or under Internal Revenue or War Tax Legislation, or
under any industrial law or otherwise.
(c) Neither party shall have any right, power or
authority to create any obligation, express or implied, on
behalf of the other except to the extent provided herein.
SECTION 1 .5 ASSIGNMENT. It is understood and agreed
that the services to be rendered by AMS are unique and that
AMS shall not assign, transfer, subcontract or otherwise
dispose of its rights or duties hereunder, in whole or in
part, to any other person, firm or corporation, except for an
assignment or delegation that may occur or be deemed to occur
as a result of a merger, sale of business assets, or other
business combination in which the successor assumes AMS '
obligations. Further, neither party shall assign, sell,
transfer, or in any way encumber its interest under this
agreement without first obtaining the consent of the other
party hereto except as otherwise provided herein.
ARTICLE II
PAYMENT OF SERVICES
SECTION 2 . 1 . TERMS OF PAYMENT. In full and complete
consideration of AMS performance hereunder, Elgin agrees to
pay AMS the sum of $60,000 in accordance with the following
schedule: Payment will be made within 30 days of approval of
the invoice by Elgin and no later than 45 days after Elgin
receives an invoice acceptable to Elgin. All amounts will be
paid within three months of completion of the project period
established in Section 2 . 1, or within 30 days of final Elgin
audit, whichever is earlier.
For the purposes of this section, the business days shall
be computed from the effective date of this agreement.
SECTION 2 .2 . PAYMENT AT TERMINATION. In the event of
termination by Elgin for reasons other than a breach of this
agreement by AMS, AMS shall receive final payment based on
actual time spent at the AMS Schedule of rates (attached 3)
plus extraordinary costs incurred since the last scheduled
(phase) payment, but not to exceed the remaining balance on
the task in process at termination.
SECTION 2 . 3 . RECORDS AVAILABILITY. AMS shall allow
inspection of all records or other documents in its possession
-2-
related to the performance of this agreement upon reasonable
notice by Elgin.
ARTICLE III
SECTION 3 . 1 . TERMINATION. It is understood and agreed
that Elgin may terminate this agreement upon fifteen ( 15) days
written notice by certified mail addressed to AMS at the
address indicated herein, or such other address as AMS may
designate in writing, subject to AMS' right to cure during the
fifteen ( 15) day period, whenever Elgin determines, in its
sole discretion, that the performance terms of the agreement
are not being met by AMS. It is further agreed that
termination shall take place: (a) Upon mutual agreement of
the parties; or (b) upon completion of the period of
performance as provided in Section 1 . 2 .
ARTICLE IV
MISCELLANEOUS
SECTION 4 . 1 . FORCE MAJEURE. Neither party shall be
liable to the other for any loss, claim or damage as a result
of any delay or failure in the performance of any obligation
hereunder, directly or indirectly caused by or resulting
from: acts of the other party; acts of the government; acts
of God; acts of third persons; strikes, embargoes, delays in
the mail, transportation and delivery; power failures and
shortages; fires; floods; epidemics and unusually severe
weather conditions; or other causes beyond the control of such
party.
SECTION 4 .2 . COMPLIANCE. Each party shall comply with
all applicable federal, state or local laws, regulations or
ordinances in effect or hereafter adopted.
SECTION 4 . 3 . LAWS GOVERNING. This agreement shall be
construed in accordance with and is subject to the laws of the
State of Illinois .
SECTION 4 .4 . ENTIRE AGREEMENT. The agreement shall
become effective upon final execution and shall be binding
upon the parties hereto and their respective assigns . This
agreement represents the entire agreement and no other
understandings which modify the terms hereof will be binding
unless made in writing executed by the parties hereto.
SECTION 4 .5 . SECTION HEADINGS. Section headings are
for reference only and in no way define, limit or describe the
scope or intent thereof or in any way affect this agreement.
SECTION 4 . 6 . WRITTEN NOTICE. All communications
regarding this agreement are to be sent to AMS at the address
specified in this agreement, unless notified to the contrary.
All communications regarding Elgin are to be addressed to the
-3-
Deputy Chief for Administration, Elgin Police Department, 150
Dexter Court, Elgin, Illinois 60120-5555 . Any written notice
hereunder shall become effective as of the date of mailing by
certified mail and shall be deemed sufficiently given if sent
to the address stated in this agreement or such address as may
hereinafter be specified by notice in writing.
SECTION 4 . 7 . WAIVER, ALTERATION OR MODIFICATION. No
waiver, alteration or modification of any of the provisions of
this agreement shall be binding unless in writing and signed
by duly authorized representatives of both parties .
IN WITNESS WHEREOF, the parties have made this agreement
effective the date of final execution of both parties, as set
forth hereunder.
CITY OF ELGIN
By !�.
City Manager
Attest:
City Clerk
DATED: 97A.,-*._ 3 0�
AMERICAN MANAGEMENT SYSTEMS,
INCORP ED
By �--
Ross Kory, Vice esident
DATED: _ (3
-4-
ATTACHMENTS:
1 . Illinois State Police, Division of Administration,
Telecopy, February 3, 1995, CRASH Project Consultant
Requirements .
2 . Illinois MDCR Statement of Work ofr AMS, May 16, 1995 .
3 . AMS Schedule of Rates .
-5-
CRASH Project - Consultant Requirements
I History
The collection of traffic safety information,especially crash data,is essential to reducing fatalities
and serious injuries on our highways. The information is critical to enforeemeat agencies,
highway engineers and others in the traffic safety community. In Illinois, problems associated
with the collection, timely entry and retrieval of crash bona are manifested on several
levels. First, the sheer volume of crashes,over 500,000 annually,makes the task challenging at
rimvua All 1,142 police agencies in the state send their crash reports to the Illinois
Department of Transportation(TOOT). Data entry personnel enter crash information into MOTs
mainframe computer. There is a significant time gap between crash occurrence and availability
of data from IDOT. This has a subsequent impact on mwnpowet allocation deployment and can
exacerbate accident occurrence/severity. Faster data availability can assist police agencies in
better planning and deployment strategies.
The police officer provides a critically important, and often unrecognized, service in recording
the events of a traffic crash. This service has traditionally been done by filling out a report form
after the crash. The steps described above to disseminate the information attion have not changed
appreciably since the process was started. However, the advent of computer technology has
provided an excellent opportunity to examine this paradigm, and innprwe this process through
some significant modifications. That is, replace the traditional "paper and pen' crash h reporting
process with a simpler, automated process that also provides the end users with better quality
information.
Officers we beginning to use computers to complete accident reports around the nation,e.g.,San
Toes, California,West Palm Beach,Florida and Mobile, Alabama. Data collected in ears
can be downloaded into an agency's mainframe computer by floppy disk,through telephone lines
or over radio wanes. The latter method is simnitnieonsty the most challenging and, in many
cases,the most desirable. In rural and large geographic jurisdictions,officers may not routinely
travel to headquarters where the data can be downloaded from the laptop.
IL Current Project
Elgin Police Department, Sangamon County Sheriff's Old and the IIiinois State Police in
cooperation with the Illinois Department of Transportation are receiving federal funding to
implement a Mobile Data Crash Reporting pilot project These agencies have agreed to pursue
implementing a pen-based hardware and software solution using radio frequencies, if feasible,
to collect and transfer crash data to IDOT.
Today, several software vendors provide solutions to the Illinois Crash Reporting form_ The
National Highway Safety Council has already contracted for a software design. The pilot project
will include interfacing crash system software with Graphical Position Systems/Graphical
Information Systems/mapping, Computer Aided Dispatch, and mobile data systems. The
objectives of this pilot project include:
013-3 r.U,23
- To Y..-:' a and:psi to-car WW2 reporting system software.
• To xst in—ca:computers and phut rs(printers would be used to provide motorist
exchange information.
•To to ire=ors to complete crash reports and load the data into databases
via diskettes/modems/or possibly radio des. Ultimately,the data would be sent
electronically to MOT.
-To gather pre- and post-implementation data to evaluate the use of this technology.
Areas examined would include accuracy of crash information,rmation,time required to prepare
accident reports. accessibility of accident information, etc.
• To identify unanticipated issues and challenges related to in-car computerized crash
reporting and necessary interfacing.
- To provide information about the pilot to the pant funding source,the Illinois Traffic
Safety Information Systems Conned members and other police agencies is the interest
of mpg what is learned from project successes and failures.
III. Consed t Role& Requirements
D'oe to lack of available resources,the Mobile Data Crash Reporting Committee composed of all
involved agencies has decided to comract with a consultant to preform the following tasks in
relation to this project
- To functions as the project managerkovrdina or. This includes interviewing
agencies for needs analysis, meeting with softwareehardware vendors,completing a
systems design,and documenting conclusions and recommendations. In addition,
the consultant will be responsible for developing a detail project plan,conducting
meetings, and project mane ntent
- To complete an RFP to peocere software and hardware for the pilot project and
participate in the evaluation of R P proposals-
,To develop,design,and write evaluation criteria for the project so that performance can
be quantified and measured.
Experience in the following technologies s would be helpful, but not necessary: computerized
field-based reporting,mobile data laptop computing,pen-based software applications,Computer-
Aided Dispatch Systems, (iPS/(IISIMapping,RMS/MIS data systems, and project management
methodology. The consultant chosen for this project must have available resources to dedicate
to this project, provide references, and be able to prove project malt experience.
When these tasks are completed, contract may be extended to include implementation.
TOTAL P-03
TOTAL P.03
ILLINOIS MDCR STATEMENT OF WORK FOR AMS
Understanding the Business Problem
This phase is the most critical in determining the success of the project. AMS will help Illinois establish
Pioneer Groups-these groups serve as the owners and sponsors of the project. The intent is to define a set
of reasonable goals and critical success factors for the project. It will also help AMS and each participant
•
understand individual expectations,as well as establish points-of-contact at each functional level.
Tasks: Project Kickoff Meetings-MDCR Committee,DOT,State Police,Elgin PD,Sangamon County,
In-car analysis with user group participants
Goals/Deliverables: Identify business problems at each level of the process,Understand critical success
factors,Set goals for a successful project,Establish pioneer User Group participants at all levels of the
process,Review format for system concept and project plan
•
Prototype User Interface
This phase involves developing a prototype user interface intended to provide a focal point for the officers
and help them to visualize a complete mobile data collection system. It is not intended to be a complete
system,nor is it the only interface option for the completed system. Rather,it will serve as a catalyst that
stimulates discussion of the problems with crash data collection from the officer's perspective. In addition,
it will aid in the officer's"buy-in"to the project. This is a critical step,as a system could be a complete
technical success yet still fail should the officers in the field not accept it as their own.
Tasks: Rapid prototype of the Illinois Crash Report,Evaluation of prototype by participating Pioneer
members
Goals/Deliverables: Crash data collection prototype,Understand the business problem from the officer's
perspective,Identify critical success factors for successful deployment in the field
Hardware and Communications System Analysis
This phase evaluates the practical application of hardware and communications systems that will support
the entire project. Understanding the dynamics of the marketplace and"separating the wheat from the
chaff'is critical. State-of-the-art hardware today may be obsolete in 6-12 months-to achieve success,the
team must identify vendors willing to commit to the long-term success of the project.
Tasks: Evaluation of mobile hardware platforms,in-car communication infrastructures,physical
interfaces with local agency systems,agency-to-state communications,physical interfaces with state
systems,and advanced technologies for accident location and dispatch(i.e.,GPS/GIS/CAD interfaces).
Goals/Deliverables: Understand the existing and future hardware needs of the agencies,Match these
needs with the best hardware and communications platforms,Establish"buy-in"with specific vendors
committed to the success of the project
Field Data Model Design and Analysis
Understanding the structure of the data collected in the field,as well as ensuring that the data is valid,is
another critical step in this project. This field data model design serves as the basis for all future software
development.
Tasks: Determine the definitions of all crash data elements,Identify the criteria for data validation in the
field,match data requirements/formats of participating agencies and resolve differences
Goals/Deliverables: Develop a comprehensive field data model specification,Develop a data validation
specification
Develop Business System Concept and Project Plan
The first of two deliverables for the project is the Business System Concept and Project Plan.Its intent is to
be a summary of the findings in each phase and how these findings fit the business model.
Tasks: Understand the business process,Define the project concept,Identify issues and assumptions,
Define the system architecture,Provide a detailed project plan
Goals/Deliverables: Business System Concept and Project Plan
Develop System Specifications and Requirements
The second deliverable for the project is the System Specifications and Requirements. This document will
consist of the software and hardware specifications required to meet the business goals established at the
outset of the project. These specifications will serve as an outline for a Statement of Work(SOW)and will
ensure successful system development and deployment.
Tasks: Define software specifications,Define hardware specifications,Define communications
requirements
Goals/Deliverables: System Specifications and Requirements Document
Periodic Project Review Meetings
AMS will conduct project review meetings in 2-3 week intervals to insure that the project participants are
kept up-to-date on the project's progress.
Tasks: Review project schedule,Take corrective actions for unanticipated delays,Present draft findings
and deliverables
Goals/Deliverables: Continued review of project progress,Ensure that expectations at all levels are met
Project Review and Delivery
The project will conclude with a formal presentation to the Pioneer Groups. AMS will present conclusions
and recommendations,as well as the final versions of the Business System Concept,Project Plan,and
System Specifications. The goal is to establish closure on the first phase of the Mobile Data Crash
Reporting project,and set the stage for continued system development and deployment.
Project Schedule
ID Task Name 1Dur 1 Start 1 Finish 4128 513 518 5/13 I 5/18 5123 5/28 6/2 6/7 6112 6/17 6122 6/27 712 717 7112--
1 Understanding the Business Problem 4d 511195 5/4/95
2 Project kickoff-MDCR Committee 1 5/1/95 5/1/95 ,
3 Project Kickoff-State Police 1 5/2/95 5/2/95
4 Project Kickoff-Elgin PD 1 5/3/95 5/3/95
5 Project Kickoff-Sangamon County 1 5/4/95 5/4/95
6 Prototype User Interface 30 518195 6116195
7 Develop Prototype 10 5/8/95 5/19/95
8 Pioneer User Feedback 20 5/22/9 6/16/95
9 Hardware and Communications Analysis 40 5/5/95 6/29/95
10 Database Design and Analysis .' 40 5/5/95 6/29/95
11 Develop Business System Concept and P 52 5/5/95 7/17/95
12 Develop System Specifications and Requi 52 5/5/95 7/17/95
13 Project Review Meeting , 1 5/16/9 5/16/95
14 Project Review Meeting 2 6/12/9 6113/95
15 Project Review Meeting , 2 7/6/95 7/7/95
il
16 Project Review and Delivery 1 7/17/9 7/17/95 1
17
18
19 •
20
21
22
23
24.
25
WWI Nor
EWE
30LLON if1OHJIM 3ONYH0 01103fef1S S3011:1d
4661'1 Alflf 3A1103AA3
00'S£$ • ;;e}s antleilsiutuzpV
00'SL$ iauzuzel oid
00.06$ lsAieud/iauzuzeiSoad
00'SOt$ ;sAjeud/.zauzuzeBoid iotuas
00'9£3 ia$eueyAi 4uauzdojanaQ
00.90t$ isicieud
00'0Z3 istieiJads 2utute1 L
00.0Zt$ lueiinsuoJ
00.093 isiietJads iepcutpal
00'06t$ 4stjeDads ieptuypal lotuas
00'0St$ ;ue;jnsuoj swalsXs luauzuia‘o0
00'06t$ 4ue4jnsuoJ luauJuiano J iotuas
00'06t$ iaSeum not}ewauzaiduzj
00'StZ$ .zopauQ 4Dafosd
00'SSZ$ luapisa1d aa'A
31V!!AlanoH
31f103H3S 3OIdd a3111v13a
saoiiue Jo!saW I prepue;s
(sW3D) swajsAs 4uawa6euew uogeonP3 pue iuewuienop
• ,
•
Agenda Item No.
June 8, 1995
TO: Mayor and Members of the City Council
FROM: Richard B. Helwig, City Manager
SUBJECT: Contract Approval from American Management Systems
through the Illinois Department of Transportation
Grant with the City of Elgin
PURPOSE
The purpose of this memorandum is to authorize the approval
of a contract with American Management Systems to act as
consultants for the Illinois Department of Transportation
Crash Reporting Project.
BACKGROUND
The Illinois Department of Transportation (IDOT) has approved
a $450,000 grant for the City of Elgin and Sangamon County to
pilot new technologies for the collection of crash data. The
project is a joint venture with the City of Elgin, Sangamon
County, the Illinois State Police and the Illinois Department
of Transportation. To facilitate an orderly payment and
reimbursement for project funds, the City of Elgin was named
the lead agency. As such, all contacts necessary for the
project must be approved and paid by the City of Elgin and
reimbursed by IDOT. The City of Elgin enjoys a long standing
relationship with the IDOT and has developed an efficient and
timely method for processing payments and reimbursements .
The Mobile Data Crash Reporting Committee, established by
IDOT to oversee the project, interviewed numerous prospective
consultants for the management of the project. After careful
review by all participants, American Management Systems (AMS)
was selected as the best firm for this project. A fee sched-
ule was negotiated and is reflected in the attached con-
tract. The contract and Statement of Work was reviewed and
approved by the full committee on May 31, 1995 in Spring-
field, Illinois. AMS will be responsible for the coordina-
tion, design and implementation of this project.
Contract Approval from AMS
June 8, 1995
Page 2
As lead agency, it is necessary that the City of Elgin enter
in to this contract and make the required payments to AMS.
IDOT will reimburse the City any payments made to AMS within
30 days.
COMMrIUNITY GROUPS/INTERESTED PERSONS CONTACTED
The project has involved representatives from the City of
Elgin, Sangamon County, the Illinois State Police, the Illi-
nois Department of Transportation and the Federal Highway
Administration. Numerous meetings have been held and funding
approved for this project.
FINANCIAL IMPACT
This project is funded at 100% by the Illinois Department of
Transportation with no local match.
LEGAL IMPACT
None.
RECOMMENDATION
It is recommended that the City enter into the attached agree-
ment with American Management Systems.
Respectfully submitted,
CitaA f9-41-14 j
Charles A. Gruber
Chief of Police
1)t , 1d_C ,
Richard B. Helwig
City Manager
JB/jb
r