Subject: UPDATE ON THE AIS PROJECT
Adoption of a resolution authorizing the City Manager to execute a third amendment to the agreement with TRW, Inc. for the purchase and installation of a Police Automated Information System (AIS), extending the term of the agreement from June 30, 2001 to December 31, 2001, at no additional cost.
BACKGROUND
On October 21, 1997, the City Council approved the implementation of the Police Department’s Automated Information System (AIS) in the amount of $11,694,853.00. On October 28, 1998, the City Council approved an additional appropriation of $1,000,000.00, bringing the total of the AIS project to $12,694,853.00. On December 15, 1998, the City Council authorized the City Manager to negotiate and execute an agreement with Tiburon, Inc. (Tiburon) for the AIS records management system (RMS) warranty services in an amount not to exceed $358,545.00. Once the AIS has gone “live” and is accepted, Tiburon will be the contractor providing the on-going maintenance and warranty services on the RMS.
On December 14, 1999, the City Council adopted a resolution authorizing a contingency for change orders, approved by the City Manager, with any of the AIS contractors. On March 30, 2000, a first amendment was executed with Tiburon for an increase in the cost of the warranty services in an amount not to exceed $386,583.00.
The Police Department is in the process of implementing the AIS, which is a state of the art, comprehensive records and department management tools that will increase the accuracy and speed of information provided to the Police Department. TRW is the City’s overall systems integrator on the AIS Project, and TRW is responsible for its contract with Tiburon to build the RMS component of the AIS.
ANALYSIS
Factory acceptance testing (FAT) of the records management systems (RMS) software has taken significantly longer than anticipated. The original schedule established by Tiburon and TRW estimated the effort at ten (10) days, and so far the testing has taken almost 8 months. The testing is part of the City-TRW contract and has been extremely beneficial to the project because the City has been able to fully test and evaluate the software prior to taking delivery. The defects discovered during testing will be fixed by the contractor (Tiburon Inc) before delivery of the software to the City. Additional on-site testing (SAT) will take place upon actual delivery of the software to the City.
Given that FAT has taken so long, the City and TRW have mutually agreed to move the final acceptance date of the project. Therefore, the term of the agreement with TRW needs to be changed to accommodate the revised implementation timeline. Staff proposes that the term of the agreement be changed from June 30, 2001 to December 31, 2001 to allow for this and any other project schedule changes. City staff is working very closely with TRW staff and management to ensure that Tiburon’s current project schedule is receiving the level of support from Tiburon management that will help avoid any further need for contract extensions. This amendment will not result in any change to the maximum compensation to TRW. It should be noted that although the circumstances under which liquidated damages are due will not change, by changing the project schedule the first date at which liquidated damages would be extended.
With this proposed change in vendors and software, the revisions to the implementation timeline are shown below:
Milestone Projected Date Revised Date
Complete factory acceptance testing November 2000 May 2001
Complete site acceptance testing November 2000 June 2001
“Go live” and commence full
operational testing January 2001 September 2001
Final system acceptance February 2001 October 2001
“Go live” on mobile data and
report writing software integration
with records management system April/May 2001 April, 2002 (estimate)
It should be noted that one important component of the overall AIS project, the Automated Reporting System (ARS), has also been delayed as a result of the City’s recent termination of its contract with the vendor originally selected to design and integrate this portion of the project. ARS will allow officers to complete and submit their reports in the field by using the computers in their patrol vehicles. The ARS portion of the overall project is not part of the City’s contract with TRW; rather, the plan was to have a separate company design and integrate ARS into AIS as AIS was being developed. The lack of timely performance by the original ARS vendor led to the cancellation of the contract, and the City is currently in negotiations directly with Tiburon to provide an ARS that will integrate with AIS. City staff is taking the necessary steps in the ARS planning with Tiburon to avoid schedule delays experienced with the AIS project. Because Tiburon will be integrating its own ARS into the AIS system, the ARS project will be completed sooner than if another company was selected. However, it still will be at least will be at least six months from the time the City completes contract negotiations with Tiburon before ARS is designed, developed and integrated into AIS.
The Police Department has been actively communicating to officers and the San Jose Peace Officers’ Association the reasons for the delay in the implementation of the AIS and ARS, and the response has been positive given the long-term benefits they will experience with the software products which will eventually come as a result of the exhaustive designing and testing being performed.
Not applicable.
This memorandum has been coordinated with the City Attorney’s Office and the Information Technology Department.
WILLIAM M. LANSDOWNE
Chief of Police