97-164 Resolution No. 97-164
RESOLUTION
AUTHORIZING EXECUTION OF AGREEMENT AMENDMENT 01
WITH AMERICAN MANAGEMENT SYSTEMS, INCORPORATED
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,
ILLINOIS, that Robert O. Malm, Interim City Manager, and
Dolonna Mecum, City Clerk, be and are hereby authorized and
directed to execute Agreement Amendment 01 on behalf of the
City of Elgin with American Management Systems, Incorporated
for the transfer of license for Illinois crash reporting to the
Illinois Department of Transportation, a copy of which is
attached hereto and made a part hereof by reference.
s/ Kevin Kelly
Kevin Kelly, Mayor
Presented: June 25, 1997
Adopted: June 25, 1997
Omnibus Vote: Yeas 7 Nays 0
Attest:
s/ Dolonna Mecum
Dolonna Mecum, City Clerk
AGREEMENT AMENDMENT 01
This Amendment ("01") is to the AGREEMENT (dated the 15th day of March, 1996) by and between American
Management Systems, Incorporated, a Virginia corporation, (hereinafter referred to as "AMS") and the City of
Elgin, Illinois, a municipal corporation, (hereinafter referred to as "Elgin").
The terms expressed in the original agreement are applicable to this amendment except where noted in this
amendment.
SECTION 1.3. SCOPE OF SERVICES., Services are to be provided in accordance with Attachment 1,
Statement of Work for Enhancements to the Officer Information Manager Software, resulting in the OM
Software enhanced to include additional functionality within the MDCR and Report Manager components.
SECTION 1.6. LICENSE. It is mutually agreed and understood as follows:
(a) Upon acceptance of the services and system enhancements listed in Section 1.3 of this Amendment and
upon payment of all amounts due hereunder, the perpetual statewide license granted to Illinois pursuant to the
Software License and Maintenance Agreement under the original AGREEMENT shall include use of the system
enhancements by public agencies and users within the State of Illinois and designated by Illinois without any
further license costs.
(b) The base maintenance fee, as described in the Software License and Maintenance Agreement between
AMS and the Illinois Department of Transportation, includes maintenance support for the system enhancements
listed in Section 1.3 of this Amendment.
1
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 up to the sum of $255,000 under this Amendment upon completion of the software
enhancements described in Section 1.3 of this Amendment. Payment will be made within 30 days of approval
of an 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. The payment for the Software Enhancements will be made
according to the deliverables listed in Attachment 1 and described below:
Requirements Paper, Revised Design Document and OIM Enhancements Prototype Software -
$125,000 upon completion by AMS of a Requirements Paper detailing the specific requirements for
each requested enhancement; and upon completion by AMS of the necessary revisions to the OIM
Design Document to accommodate the software enhancements as well as delivery by AMS of the
first set of software enhancements in a prototype version. Proposed delivery within 20 business days
from the effective date of this Amendment.
OIM Software with Enhancements and Revised User Manual - $50,000 upon completion by AMS of
the development for the first set of OIM Software Enhancements and a Revised User Manual.
Proposed delivery within 40 business days from the effective date of this Amendment.
User Training for Enhancements - $13,400 upon completion by AMS of user training for the
software enhancements. Proposed delivery within 50 business days from the effective date of this
Amendment.
OIM Software with Additional Enhancements - Up to $66,000 upon completion by AMS of
additional enhancements to the MDCR component as requested by the pilot project agency users and
as listed in draft form in Attachment 1. Final actual cost will be determined based upon the final list
of enhancements agreed upon by AMS and the Illinois Department of Transportation and provided to
2
•
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
OIM ENHANCEMENTS PROJECT SCOPE
American Management Systems, Inc. (AMS) will provide services to design and develop
requested enhancements to the Officer Information Manager(OIM) system Mobile Data Crash
Reporting (MDCR) and Report Manager components.
This Enhancements Project will focus on designing and developing enhancements suggested
by the Illinois DOT and the participating MDCR Pilot Project agencies (Illinois State Police, Elgin
Police Department and Sangamon County Sheriff's Office). The implementation will be in two
phases, with Phase 1 including enhancements described in numbers 1, 2 and 3 below and
Phase 2 including enhancements described in number 4 below. The enhancements include:
1. Office OIM- Incorporation of a new front-end user interface that is designed for data
entry purposes. This "office" version of OIM-MDCR will be utilized by users at state
and local agencies who will enter crash data into the system directly from paper
reports. The Office OIM software will include:
✓ data entry forms that follow the layout of the paper report;
✓ complete validation and data communications (i.e., transmission to IDOT)
functions that are provided in the current Mobile OIM system;
✓ a function to export OIM data to the report manager component prior to or in
conjunction with transmission; and
✓ a function to scan the diagram and signature from the paper report and store the
image in TIFF format.
2. Customizable Local Use-Addition of customizable Local Use fields in the OIM MDCR
component. This will function as a system administrator utility that allows up to a
certain number of fields to be defined within an agency. The number of fields will not
exceed fifty (50). Users will have the capability to define these local use fields through
field name, data type, and field length. There will be a function to download this
customized form to each field unit. Printing of these fields will be contained on a
separate report page, there will be no unique validations for these fields, and the data
in these fields will not be transmitted to IDOT unless otherwise specified. Finally, the
data for these fields will be exported to the Report Manager component.
3. Report Manager Component- Includes the following enhancements:
✓ addition of statistical data to Ad Hoc query results, including sub-totals by a specified
column, and possibly percentages;
✓ integration of location data (via a pre-defined ASCII text file generated by IDOT) into
the Report Manager database via IDOT Control Number; and
✓ generation of an ASCII data file containing ad hoc query results for use in external
software, such as ArcView or Mapinfo.
4. Additional MDCR Enhancements - This second phase of the Enhancements Project
includes implementation of additional enhancements as requested by users during the
pilot project training and testing period. Please refer to the attached table for a detailed
listing of these enhancements. This is a draft list of enhancements and will be finalized
between AMS and IDOT as part of the first step (defining requirements) of this project.
This proposal includes data that shall not be duplicates', used or disclosed - in whole or in part - to any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
AMS will provide consulting and project management services to continue our role in project
coordination, implementation and evaluation. In addition, AMS will perform the following tasks:
> System Requirements and Design - includes detailed requirements definition for each
enhancement provided in a Requirements Paper, user-assisted design of the
enhancements where appropriate, and an updated OIM Design Document to reflect the
system changes resulting from implementation of the enhancements
➢ System Development - includes development of the OIM enhancements, including
prototypes where appropriate to obtain feedback from users, and testing of the system
changes so that the new OIM version is ready for use in a production environment
> Installation and Training - includes training for identified users of the enhancements in
the MDCR pilot project agencies, delivery of a revised OIM User Manual and System
Administrator's Manual, and installation of the updated OIM version on existing field and
agency hardware where appropriate
> Acceptance Test Period - provides pilot users with a 90-day period to test the
enhancements in a production environment, prior to roll-out to agencies/users statewide
This proposal includes data that shall not be duplicated, used or disclosed - in whole or in part - to any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
ASSUMPTIONS
The following assumptions were made in completing this cost estimate:
1. The hardware in place for the MDCR system or other existing hardware will be utilized
for the enhancements. This includes personal computers, scanners, and printers. This
cost estimate does not include the purchase of any additional hardware.
2. An initial set of users will be identified as a User Group for participating in the design of
the OIM enhancements. These users will be from the existing MDCR pilot project
agencies.
3. The enhancements requirements described in the previous section of this Statement of
Work will be refined and detailed as the first step of this project. Any significant
changes in the scope of these enhancements may affect cost and schedule and can be
negotiated on an as-needed basis.
4. The Statewide License Fee for the MDCR component, once paid by the State, includes
use and distribution of these enhancements.
5. Maintenance and Support services will be provided during the 90 calendar-day
acceptance test period. The level of support includes software defect resolution.
Annual maintenance services for these enhancements will be provided but are not
included in this cost estimate. Maintenance services for the enhancements are included
in the OIM annual maintenance agreement currently in negotiation between AMS and
I DOT.
This proposal includes data that shall not be duplicated, used or disclosed - in whole or in part - to any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
PROJECT TIMELINE AND DELIVERABLES
AMS will provide the following deliverables for the OIM Enhancements:
➢ Requirements Paper;
➢ Revised OIM System Design Document;
➢ OIM Enhancements Phase 1 Prototype - to include the Office OIM user interface design,
as well as other user interface changes required for implementation of the
enhancements, integrated with the existing crash reporting and report manager
components of OIM;
➢ Acceptance Test Plan; and
➢ Revised OIM-MDCR User Manual, Report Manager Manual, and System Administrator
Manual.
➢ OIM Enhancements Phase 1 Final Version - to include the final version of Office OIM,
the Local Use Utility, and Report Manager enhancements.
➢ OIM Enhancements Phase 2 Final Version - to include a new release of OIM/MDCR with
the additional enhancements as specified in the attached table.
The following table depicts the proposed project timeline for the completion of the
enhancements described in previous sections:
TASK WORK TIMEFRAME
DAYS
Refine Requirements and Prepare Requirements 10 Weeks 1-2
Paper
Design User Interface Changes for Phase 1 20 Weeks 3-6
Deliver Phase 1 Prototype for Office OIM, Local NA Week 6
Use, and Report Manager enhancements
Deliver Revised Design Document NA Week 6
Develop&Test Phase 1 Enhancements 20 Weeks 7-10
Deliver Final OIM Enhancements for Phase 1 NA Week 11
Deliver Revised User Manual NA Week 11
Training for Office OIM 3 Week 11
Acceptance Testing for Office OIM 90 calendar days Weeks 12-24
Develop&Test Phase 2 OIM Enhancements 30 Weeks 12-18
This proposal includes data that shall not be duplicated, used or disclosed - in whole or in part - t any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
•
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
COST ESTIMATE
The cost estimate for the completion of the Phase 1 OIM Enhancements Project (including
Office OIM, Local Use, and Report Manager) is provided below. This estimate is based upon
the scope and assumptions listed in the previous sections. Changes in scope may affect the
final price and will be negotiated on an as-needed basis.
Staff Name Role Hours Cost
Christina Marrone Project Manager 390
Allison Page Business Analyst 552
Mark Krofchik Lead Programmer 640
Katianne Trainor Programmer 640
Mike Fitzurka Senior Programmer 80
Total AMS Labor 2302 $168,800.00
Other Expenses $19,600.00
TOTAL FIXED COST $188,400.00
The cost estimate for the completion of the Phase 2 OIM Additional Enhancements (including
enhancements listed in the attached table) is provided below. This estimate is based upon the
scope and assumptions listed in the previous sections. Changes in the final scope may affect
the final price and will be negotiated if needed.
OIM Additional Enhancements
Labor Category Rate Hours Cost
Programmer/Analyst $95 384 $36,480
Programmer $75 216 $16,200
Business Analyst $115 64 $7,360
Total Labor 664 $60,040
Misc Expenses $350
Total Estimated Cost $60,390
This proposal includes data that shall not be duplicated, used or disclosed - in whole or in part - to any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
Additional OIM Enhancements to be implemented in Phase 2 of this Enhancements Project are
listed and described in the following table:
Reporting Description Detailed Response (if applicable)
Agency
ISP - District 9 1. Add ability for agency/user to Users would be able to draw (via the Ink
add customized intersection tool) their own intersection and then
icons. "Save" this intersection as a file for later
import into other diagrams.
ISP - District 2 2. Add ability to jack-knife a truck Users would be able to place a truck unit
or overturn a unit or put it on icon in the diagram and then choose a
its side. menu option to "jack-knife" the truck,
which would replace the icon with a jack-
knifed truck icon; overturning a car or
putting a car on its side will not be
included.
ISP - District 9 3. If more sophisticated HOLD (with this functionality already
diagramming tools cannot be added for Office OIM, AMS can make
added, add the option/ability to changes to the Mobile OIM diagram tab
scan in hand drawn diagrams. to allow users to choose either entry of a
diagram via the tool or via a scanner.)
IDOT 1. Add a validation to require at
least one "event"on the unit
form.
Elgin PD 1. Print the Agency Case
Number on the back of the
police report, in addition to the
IDOT Control Number.
ISP -District 2 1. Add date/time flag to indicate The Receive Window would have a new
when cases were sent and column for Date/Time sent; it would not
received. be permanently stored with the crash
resort.
Elgin PD 2. For a Workstation Send, show The Send Window would provide Badge
only badge numbers that have Numbers in the Filter (appropriate for
cases to be sent. Su a ervisor users onl for users who
This proposal includes data that shall not be duplicateo, used or disclosed - in whole or in part - to any third party Ems
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
have cases in the active OIM database.
ISP 1. Add County data to Standard This will allow users to choose a County
Report Setup (like date range from a pick list by which to limit the query
is current! . for a standard re•ort.
Elgin PD 2. Include a method to generate HOLD (this type of standard report query
reports for the "Top 10 is feasible; however, users should be
Intersections". aware that the processing time may
become extensive when the database
becomes larger; in addition, since Street
Names are not necessarily standardized,
the results could be misleading if users
enter street names in different formats or
with different spelling (e.g., "Main Street"
versus"Main St"). An option is to do this
report using LARS codes and provide the
report only to those agencies that enter
LARS codes.
ISP 3. Allow user to print a police Based on the results of the query, the
report from within the Report user would be able to select a case (if
Manager for a Case Number more than one case is found) and choose
found as a result of an ad hoc to Print the Police Report.
•ue .
IDOT 1. Add ability to double-tap on a
choice in the DataBar and
have that choice entered and
move you on to the next field.
Elgin PD 2. Allow operation of OIM in the See below this Table for further
Windows NT operating explanation of this request.
s stem.
ISP 3. Allow entry of punctuation in
agency-defined Pick List
descriptions (e.g., dashes,
a•ostro•hes .
ISP - District 9 4. Add hot keys to each button
within OIM Event Mana•er.
Elgin PD 5. Allow multi-selection on the
Badge Number filter in the
Event Mana•er.
ISP 6. Add additional defaults when These will be implemented, except for
entering a new case: default the Traffic Control Device and Condition
Involved ID to the correct unit request which will not be implemented.
number for Drivers, default
Seat Position for Drivers to
Front-Left, default Number of
This proposal Includes data that shall not be duplicated, used oidisclosed - in whole or in part - to any third party aims
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
Lanes to zero if At Intersection
is Yes, default Traffic Control
Device Condition to No
Controls if Traffic Device
Control is No Controls.
AMS 7. Add ability to indicate which This will be implemented as a new option
filter (Event or MDCR), the for"User Preferences" at the Reporter
Event Manager will use. Access Level. Other user preference
options will also be added at this time.
AMS 8. Add a menu option in the
Event Manager for switching
between user access levels (in
addition to the drop-down list
in lower right-hand corner).
Elgin PD 9. Add ability to assign users to This is a System Administrator function
more than 1 Supervisor. and will ease the burden on Supervisors
will trying to filter cases in the Event
Manager
Elgin PD 10.Allow entry of 2 ranges for This will eliminate the risk of officers
Control Number by System running out of Control Numbers while on
Administrator. duty in the field.
ISP 11. Add numeric buttons pad to Although an alphanumeric field (for
the zip code field DataBar. Canadian/Mexican zip codes), users will
primarily be using numbers and would
like the buttons pad as in other numeric
DataBar editors).
ISP 12. Add the following exceptions Will un-gray out the Arrest fields for
to the graying out rules: If the Vehicle Owner only individuals; other
Ped/PedaVEquest is at fault, exceptions will not be implemented based
some of the grayed out fields on extensive discussions with IDOT
are needed. If the Prop Traffic Safety and the rules/purpose of
Owner's insurance will be Safety Responsibility laws.
covering the cost, some of the
grayed out fields, such as
insurance company, are
needed. If the vehicle owner
allows an underage driver to
drive, some of the grayed out
fields are needed if the owner
is Arrested. If the vehicle
owner has no insurance but
the driver does, some of the
grayed out fields are needed.
Sangamon 13. Cannot use keyboard to select will be implemented as the
County SO the (Double click for unlisted SHIFT+ENTER keys
value) value.
ISP - District 2 14.The Event Manager should list This request will be implemented in two
the cases in order by case ways: (1) Add a Filter which would
number instead of date and default to "All" case numbers or allow
time. users to choose to enter a specific case
This proposal includes data that shall not be duplicated'. used or disclosed - in whole or in part - to any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
STATEMENT OF WORK FOR OIM ENHANCEMENTS MARCH 27, 1997
number to view (2) Add a Menu Option to
allow users to Sort the Event Manager by
Case Number or by Date.
• IDOT 15. Maintain a Transmission Log This will allow System Administrators to
of each Batch sent by an view a log of all transmissions in order to
agency and which cases (by locate a specific case for re-transmitting.
case number) are in each
batch.
ISP - District 2 16. Allow printing of only certain This will allow users, on the Print Setup
pages in a report. dialog, to specify a specific page, or
range of pages, to be printed (e.g., so
that officers can re-print only one page of
a report).
ISP - District 9 17. Allow entry of a decimal point
in the Distance DataBar.
AMS/IDOT 18. Due to implementation of This will involve replacing the current
Citations component, which DataBar in the Individual Tab for Section
will allow more than 7 Number to be that used in Citations; it
characters for the will also require stripping out punctuation
violation/section number, re- and cutting off extra characters if more
format this field in MDCR but than 7 in length; however, once IDOT is
continue to only transmit up to able to accept more than 7 characters,
7 characters. this can be changed to transmit all
_ characters entered.
OIM for Windows NT Enhancement Request:
In order to operate OIM on a Windows NT agency workstation (and field units if desired),
several changes will need to be made to the existing software. However, we have already
made progress. With OIM-MDCR Version 1.4, we have replaced the use of Microsoft Ink
(which uses the MS Pen Controls) for Ink Officer Notes and the Signature field with our own Ink
controls which are currently used in the OIM Diagram Tool. This Ink will operate in a Windows
NT, Windows 95 or Windows 3.1 environment. However, Text DataBars within the OIM data
entry Tabs as well as Text fields within the System Administrator Setup Forms still use MS Ink
controls when officers use the pen to enter data.' In order to operate under Windows NT, these
• DataBars and fields will need to be replaced with regular text (no Handwriting recognition would
be provided and users could not use a Pen for text entry within the application). This will entail
maintaining two different sets of program code for these areas and compiling two different
program executables. Depending upon the Operating System, the OIM Installation routine
would install the appropriate program executable. Again, with the Windows NT program
executable, users will no longer have the capability of utilizing the pen for handwriting
recognition when entering data. The pen will still function as a mouse, however.
This proposal includes data that shall not be duplicated, used or disclosed - in whole or in part - to any third party ams
or for any purpose other than to evaluate it. The data subject to this restriction are contained on all pages of this
document.
Elgin upon such agreement. Proposed delivery within 40 business days from the effective date of
this Amendment.
IN WITNESS WHEREOF, the parties hereto have made this Amendment effective the date of final
execution of both parties, as set forth hereunder.
ITY 1 F ' LG
By: dtA A,
City M. .ger
A
t
City Clerk
DATED: 7, (? ?? 7
AMERICAN MANAGEMENT SYSTEMS,
INCORPO TED
By: �i�t
y'
Ross Kory, Vice President
DATED: 7 /c1
3
``4% OF fk,,,,
° °
—City of Elgin Agenda Item No
ow, June 2, 1997
TO: Mayor and Members of the City Council
FROM: Robert 0. Malm, Interim City Manager
SUBJECT: Transfer of License for Illinois
Crash Report to IDOT
PURPOSE
The purpose of this memorandum is to provide the Mayor and
members of the City Council with information to consider
Approval of Amendment #1 to the State-wide Crash Reporting
license and transferring the State-wide Crash Reporting li-
cense to the Illinois Department of Transportation.
BACKGROUND
ri. The City of Elgin purchased a state-wide license for the new
computerized crash reporting software with grant money from
the Illinois Department of Transportation (IDOT) , in March of
1996 . The Illinois Department of Transportation has formally
requested a transfer of the license to them and acceptance of
Amendment #1 with American Management Systems, as allowed by
the contract.
The Elgin Police Department has been working with the Illinois
Department of Transportation for the last four years on the
development of an in-car computerized crash reporting project.
The Elgin Police Department now has ten vehicles equipped with
this technology and crash reports are being taken on lap top
computers installed in squads . The entire project was fully
funded through a grant from IDOT. In addition to equipment,
the City of Elgin became the holder of the State-wide license
from American Management Systems for this technology. IDOT now
wishes to have this license transferred to them, thereby
assuming the responsibility for maintenance and updating the
program.
The transfer of the license is beneficial to the City of Elgin
because it relieves the City of the maintenance and update
functions and places the obligation for state-wide roll out on
IDOT. IDOT has also asked that we approve Amendment 01 and
approve paying the $254,400 for the upgrade as part of the
100% grant. This amendment will significantly improve the
user interface for this product and deliver a desk-top version
of the software for use in the station. This upgrade will
also address various operating systems that are used through-
Transfer of License
June 2, 1997
elk Page 2
out the State to allow a manageable roll-out . This amendment
was requested by IDOT and has been developed at their request
and written agreement.
IDOT has authorized the increase in the grant of $255, 000 for
a new total of $1, 100,000 . The City of Elgin has been reim-
bursed for all costs by IDOT on a timely basis .
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
IDOT has been working with the City of Elgin, Sangamon County
Sheriff and Illinois State Police on this project.
FINANCIAL IMPACT
,112‘:- Funds will be expended from account number
010-2305-731 . 92-85, Capital Additions - New Mechanical Equip-
ment, -project number 232240, and will be fully reimbursed by
IDOT.
LEGAL IMPACT
The transfer has been reviewed and is allowed under terms of
this contract .
tow ALTERNATIVES
The City Council may choose not to transfer the license,
effectively stopping the project.
RECOMMENDATION
The staff recommends that the City Manager be authorized to
execute. Agreement Amendment 1 and transfer the license to IDOT
as authorized by the contract.
Respectfully submitted,
ateAatAtit(A)
Charles A.Gruber
ief of Police doet___.
Rosert 0. Malm
Interim City Manager
JB/jb
em
Illinois Department of Transportation
Division of Traffic Safety
3215 Executive Park Drive/ P.O. Box 19245/Springfield, Illinois/62794-9245
March 13, 1997
Mr. James L. Burns
Deputy Chief for Administration
Elgin Police Department
150 Dexter Court
•
Elgin, IL 60120-5555
Dear Chief Burns:
The purpose of this letter is to request that the Elgin Police Department
formally transfer by letter, the Mobile Data Crash Reporting (MDCR) software
license to the Illinois Department of Transportation. Please send the transfer
letter to Ms. Christina Marrone at American Management Systems. If you
have any questions please contact Mr. Greg Piland of my staff.
Since/y,
?.71/14—
/Larry F. Wort, Chief
Bureau of Safety Programs
ct: Christina Marrone
GDP/slb
S:\GEN\WPDOCS\PILAND WMSLICS.DOC
-- Illinois Department of Transportation
Division of Traffic Safety
3215 Executive Park Drive/ P.O. Box 19245/Springfield, Illinois/62794-9245
March 18, 1997
Mr. James L. Burns
Deputy Chief for Administration
Elgin Police Department
150 Dexter Court
Elgin, IL 60120-5555
Dear Chief Burns:
The purpose of this letter is to inform you that Highway Safety Project
TR5-1720-141 is being extended and the project budget is being increased.
The reason for these changes is so the Mobile Data Crash Reporting (MDCR)
software enhancements and statewide license may be purchased. The
revised project expiration date is September 30, 1997.
Total project costs have been increased by $395,000. This amount provides
$140,000 to purchase the MDCR statewide license and up to $255,000 for
purchase of enhancements. Revised budget pages are attached for your
review. If you have any questions please call Mr. Greg Piland at
217/524-4170.
Sincerely,
Larry F. Wort, Chief
Bureau of Safety Programs
cc: Larry Parr
Gladys Hajek
Jan Spurgeon
Project No: TR5-1720-141
Revision No: FOUR
Date: March 18, 1997
5G
•
Project Budget Federal Local Total
Personal Services
Fringe Benefits
Social Security
Travel 1,000 1,000
Contractual Services 684,000 684,000
Printing
Commodities
Equipment 425,000 425,000
Oper/AutolEquipment
TOTALS $1,110,000 $1,110,000
INCREASE:
Contractual Services -$395,000
LGPhfik
S:\GEN\WPDOCSUCLOKKENG\PARRl9$ELGIN 95REVBUD.DOC
April 29, 1997
MEMORANDUM
TO: James Burns, Deputy Chief, Police Department
FROM: Michael R. Gehrman, Assistant Corporation Counsel
SUBJECT: Crash Reporting License Transfer
Section 1 .5 of the software license agreement provides that
the city may transfer its interest in the agreement to any
Pilot Project Agency upon written notice to AMS. The Illinois
Department of Transportation is a Pilot Project Agency as
defined by the agreement.
Effective notice to AMS must be delivered by certified mail to
the attention of Dean C. Merrill, Vice-President, 4000 Legato
Rd. , Fairfax, VA, 22033 . The notice may be in letter form,
simply advising AMS that the city of Elgin is transferring its
interest in the agreement to the Illinois Department of
Transportation pursuant to section 1 .5 of the agreement. The
letter notice should be executed by the city manager. Council
approval is required.
�/=.f----
MRG
cc: William A. Cogley
Richard G /Y €zal
Approved: i"
E in\ ; Jentsch
(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, without the prior written consent of Elgin which consent shall not be
unreasonably withheld or delayed, 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, wherein the prior written consent of Elgin shall
not be required.
Elgin may assign, sell, transfer or otherwise convey its interest under this Agreement to any one (1) of
the Pilot Project Agencies upon written notice to AMS. Any other assignment, sale, transfer or conveyance
shall require AIMS' prior written consent, which consent shall not be unreasonably withheld or delayed.
SECTION 1.6. LICENSE. It is mutually agreed and understood as follows:
(a) Upon acceptance of the systems and services listed in Section 1.3 and upon payment of all amounts due
hereunder, a perpetual pilot license granted to Elgin pursuant to the License Agreement which is Attachment 4 and
is made a part hereof as if fully included in the text, for use of the system by the Pilot Project users without any
further license costs shall;become effective and in the event of any conflict between the terms of this Agreement
and the terms of the License Agreement, the terms of the License Agreement shall prevail insofar as the issue
falls within the subject matter of the License Agreement.
(b) Upon the initiation of optional services listed in Section 1.3 for statewide roll-out and implementation
and upon payment of the statewide license fee as specified in the License Agreement, a perpetual statewide license
granted to Elgin pursuant to the License Agreement for use of the system by any additional users or public agency
within the State of Illinois and designated by Illinois without any further license costs shall become effective and in
the event of any conflict between the terms of this Agreement and the terms of the License Agreement, the
3
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=4f #.2 b )
Office of the Mayor
150 DEXTER COURT
ELGIN, ILLINOIS 60120
Kevin Kelly 847/931-5595
MAYOR August 5, 1997 Fax 847/931-5610
Dean C . Merrill, Vice-President
American Management Systems
400 Legato Road
Fairfax, VA 22033
Re: Mobile Data Crash Reporting License
Dear Mr. Merrill :
By this letter I authorize American Management
Systems to transfer the license for the Illinois Mobile
Data Crash Report to the Illinois Department of
Transportation per the assignment provisions of Section
1 . 5 of our agreement.
Sincerely,
J;r/ . , //
Kevin Kelly
dkm