HomeMy WebLinkAbout5556 RESOLUTION NO 5,556
A RESOLUTION AUTHORIZING AN INTERGOVERNMENTAL
COMPACT WITH PULASKI COUNTY, ARKANSAS TO PRO-
VIDE A PROSECUTOR' S MANAGEMENT INFORMATION
SYSTEM THROUGH USE OF THE CITY' S COMPUTER
SYSTEM; AUTHORIZING THE PURCHASE OF CERTAIN
COMPUTER EQUIPMENT; WAIVING COMPETITIVE
BIDDING; AND FOR OTHER PURPOSES
BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF
LITTLE ROCK, ARKANSAS .
SECTION 1 . The Mayor and City Clerk, acting for and on
behalf of the City of Little Rock are hereby authorized to
execute an Intergovernmental Compact with Pulaski County,
Arkansas for implementation of a Prosecutor' s Management Infor-
mation System, which Compact is in form and substance as the
attached Exhibit "A" . The City' s computer system would be used
in this project to provide a ready means of data collection and
organization and thus greatly assist in promoting the orderly
prosecution of cases through the judicial process , for which
the City would be paid a fee of $72 ,222 . 00 , which fee will be
paid by LEAA funds . Of that said fee of $72 ,222 . 00 , the sum of
$49 ,537 . 00 is to be used for the purchase of certain hardware
and operating software, all as itemized on the attached Exhi-
bit "B" . Said equipment is hereby authorized to be purchased
from Varian Data, Inc. , who is the only source of supply of said
equipment, therefore, competitive bidding is hereby waived.
SECTION 2 . Application for the LEAA funds set out in
Section 1 hereof have been made by the Sixth Judicial District,
under the direction of Prosecuting Attorney, Lee Munson. The
actions authorized and approved in this Resolution are contingent
upon approval by LEAA of the grant required to fund said project.
SECTION 3. This Resolution shall be in full force and
effect from and after its adoption.
ADOPTED: July 6, 1976
ATTEST: Q/12Qi APPROVED: AL
ity Clerk May
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: EXHIBIT "A"
INTERGOVERNMENTAL COMPACT
THE STATE OF ARKANSAS
CITY OF LIFILE ROCK
WHEREAS, Pulaski County, a county corporation situated in Pulaski
County, Arkansas, hereinafter termed "County", desires to obtain profes-
sional services for the modification, implementation, and operation of
the "Prosecutor's Management Information System" called "PROMIS" as developed
by the Institute for Law and Social Research, hereinafter termed "Institute"
for use by the Prosecuting Attorney of the Sixth Judicial District, herein-
after termed "Prosecutor" and desires to enter into a compact with The
City of Little Rock, a municipal corporation situated in Pulaski County,
Arkansas, hereinafter termed "City".
NOW THEREFORE, THE PROSECUTOR AND CITY HEREBY CONTRACT AND AGREE
AS FOLLOWS, to wit:
I. PROFESSIONAL SERVICES INCLUDED
The Prosecutor agrees that the services to be provided by the City
will be to modify and install PROMIS as an integral component of
the Law Enforcement System operated for the Little Rock Police Depart-
ment. The guidelines for this implementation are as follow:
A. The basis for the implementation will be the six volunes
entitled PROMIS, released by the Institute under contract from
LEAA. The most current dated publication preceding the execution
date of this contract shall pertain for purposes of this Section.
B. The implementation will provide for online access and updating
of the data files in accordance with terminal procedures utilized
on the current City Law Enforcement System.
C. The City will obtain an ANSI COBOL compiler to operate on the
City's Varian computers,
D. All applicable PROMIS print programs will be utilized as received
from the Institute except that, where required changes to this
software are substantial, the prerogative will be retained to
either modify the existing COBOL program or to rewrite the
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the application utilizing the programming techniques of the City.
E. A program will be written to extract data from the online data
base and output a file in the general format of the PROMIS master
file. This file will be compatible with requirements of existing
PROMIS batch programs and shall be in a form accessible by future
programs written in ANSI COBOL.
F. Insofar as is practical, the online formats for PROMIS as provided
""' by the Institute will be utilized. Where changes are required
to match the capabilities of the City online software, reasonable
effort shall be made and the Prosecutor consulted to assure format
designs meet the needs of the Prosecutor.
G. Software generated will be documented according to standard City
of Little Rock practices.
II. SCHEDULE
The following sets forth the major milestones of the development and
implementation schedule. The City agrees to make reasonable effort
to meet these milestones. However, the milestones are herein stated
as estimates only.
7/1/76 - Compact Start Date - Assumes agreement by LEAA to grant
modification.
8/2/76 - Consultant, being retained by Prosecutor for systems,
procedures, and training, to be available for coordination.
11/1/76 - Basic online software to be available for testing and
training.
1/1/77 - Basic System Operational.
6/30/77 - Complete system to be operational.
III. PAYMENT FOR SERVICES
The County agrees to pay and the City agrees to accept for its said
professional services a sum of seventy-two thousand, two hundred,
twenty-two and no/100 dollars ($72,222.00) . Progress payments shall
be made as follows:
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7/31/76 $ 5,000
8/31/76 10,000
9/30/76 10,000
10/31/76 10,000
11/30/76 10,000
12/31/76 1.0,000
3/31/77 10,000
6/30/77 7,222
IV. CONTINUED OPERATION
The City shall operate the computer system developed under this
compact through June 30, 1978 at no charge to the County. It
is herein agreed that enhancements or modifications to the system
as operational on June 30, 1977, will be negotiated separately
from this compact and thus are not covered in this agreement to
operate. Prior to June 30, 1978, an operating charge for the
final six months of calendar 1978 will be negotiated, giving
...• consideration to operating history, to cover the projected incre-
mental cost to the City of operating the PROMIS System plus a
reasonable overhead percentage. This charge will be billed
quarterly in advance and will be subject to renegotiation prior
to each subsequent calendar year. The City shall maintain cost
records to facilitate this negotiation.
V. ITEMLS TO BE SUPPLIED BY PROSECUTOR
In order to facilitate the performance of this compact, the
Prosecutor shall provide the following:
A. Equipment
1. Video Computer Terminal capable of operation without
modification to the existing City telecommunication
software.
2. Printers as required capable of use with the above
terminals.
3. Telephone lines and modems for terminals located
externally to the Pulaski County Courthouse.
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B. Support - The Prosecutor shall retain the service of an
external consultant, familiar with PROWS, to aid in the
implementation. Both the consultant and Prosecutor's
staff assistance shall be made available to the City to
meet milestones on the schedule in Paragraph II of this
compact.
C. Maintenance - The Prosecutor shall be responsible for
providing maintenance on that equipment in Subparagraph A
of this Section.
D. Special Forms - The Prosecutor shall be responsible for
providing all special forms required to operate the
system. For the purpose of this paragraph a "special
form" shall be defined as any form or paper not normally
used by the City for its computer operations,
VI, CONTROL OF DATA
Control of all data unique to the PROMIS System shall rest with
the Prosecuting Attorney. Online applications shall be designed
to provide access to this data as directed and all batch reports
on such data will be generated only at his request. Additionally,
the Prosecutor shall be solely responsible for the accuracy of
this data.
VII. AVAILABILITY OF SOFTWARE FOR FUTURE TRANSFERS
All software developed or modified will be made available for transfer
under LEAA guidelines. The City will not, however, make the data base
software directly available to other than governmental agencies or
their representatives. Additionally, any cost involved in the transfer
must be born by the receiving agency. Note ° VORTEX II, VTAM, and
Varian COBOL are proprietary products of Varian Data Machines and
would have to be obtained from the vendor.
VIII. USE OF SUBCONTRACTORS
Prior approval from the Prosecutor will be required before a sub-
contractor can be used by the City to perform any portion of the
tasks presented in the compact.
IX. BEGINNING THE WORK
The City agrees to commence performance of its services under this
Compact upon notification from the Prosecutor and to perform the
services set out in Paragraph I within eighteen months from date of
commencement of performance.
X. TERMINATION OF CONTRACT WITHOUT CAUSE
The Prosecutor may terminate this Compact with the City by giving a
30 day notice to the City. Upon termination, unless the notice
directs otherwise, the City shall immediately discontinue all services
in connection with the performance of the Compact and shall proceed
to cancel promptly any and all existing orders and contracts insofar
as such orders and contracts attach to deliverables under this Compact.
As soon as practical after receipt of the termination notice, the City
shall submit a statement showing in detail the services performed in
work tasks agreed upon beforehand under this agreement through the
date of termination and which have not previously been paid by the
Prosecutor, and the Prosecutor shall then promptly pay to the City
the fees which shall be due based upon the work actually performed
and the costs incurred.
IX. EXAMINATION OF RECORDS
A. The City agrees that the Prosecutor and L.E.A.A. auditor or any
of their duly authorized representatives shall, until the expiration
or six (6) years after final payment under this Compact, have access
to and the right to examine any directly pertinent books, documents,
papers, and records of the City involving transactions related to
this compact unless the Prosecutor and L.E.A.A. authorizes their
prior disposition.
B. Nothing in the Compact shall be deemed to preclude an audit by
the United States General Accounting Office of any transaction
under this Compact.
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XII. DRAWINGS, DESIGNS AND SPECIFICATIONS
All drawings, sketches, design data, specifications, notebooks,
technical and scientific data, and all photographs, negatives,
reports, findings, recommendations, data, memoranda, and programs
provided by the Institute as modified, pertaining to deliverables
hereunder, shall be subject to inspection by the Prosecutor or
his duly authorized representatives at all reasonable times, shall
be the property of the Prosecutor and may be used by the Prosecutor
for any purpose whatsoever without any claim on the part of the
City or vendors for additional compensation. Nothing herein shall
preclude the City from retaining copies of above referred documen-
tations.
XIII. DISCRIMINATION PROHIBITED
The City agrees that no person shall, on the grounds of race, creed,
color or national origin, be excluded from participation in, be
refused the benefits of work efforts or deliverables pursuant to
this agreement, or be otherwise subjected to discrimination. The
City recognizes funds involved are, in part, to be furnished by the
Federal Law Enforcement Assistance Administration, necessitating
strict compliance with Title VI of the Civil Rights Act of 1964
and regulations issued by the Department of Justice thereunder.
Nothing hereunder shall be interpreted to require the imposition of
any percentage ratio, quota system, or other program to achieve
racial balance or eliminate racial imbalance in a law enforcement
agency.
Assurance of Compliance with Civil Rights Act of 1964. The County
hereby assures that it will comply with and will insure compliance
by its subgrantees and contractors with Title VI of the Civil
Rights Act of 1964 and all requirements imposed by or pursuant to
regulations of the Department of Justice (28. c.f.r. Part 42) issued
pursuant to that title, to the end that no person shall, on the
grounds of race, color, or national origin, be excluded from parti-
cipation in, be denied the benefits of, or be otherwise subjected
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to discrimination under program or activity for which the applicant
receives Federal financial assistance from the Department of Justice.
The County further will comply with and insure compliance by its
subgrantees and contractors with Justice Department equal employment
regulations in Federally assisted programs (28 c.f.r. Part 42, sub-
part D) to the end that employment discrimination in such programs
on the grounds of race, color, creed or national origin shall be
eliminated. The County recognizes the right of the United States to
seek judicial enforcement of the foregoing covenants against dis-
crimination and does hereby include a convenant assuring the right
of the United States to seek judicial enforcement in its subgrants
or contracts.
XIV. TERMINATION OF CONTRACT FOR CAUSE
If, through any cause, the City shall fail to fulfill, in timely
and proper manner, its obligations under this Compact, or if the
City shall violate any of the convenants, agreements, or stipulations
of the Compact, the Prosecutor shall notify the City of such failure
or violation, shall require that same be cured within ten (10) days
from date of receipt of such notice. Should the City fail to cure
such failure or violation within the period stated, the Prosecutor
shall thereupon have the right to terminate this Compact by giving
written notice to the City of such termination and specifying the
effective date thereof, at least five (5) days before the effective
date of such termination. In the event of such termination, all
finished or unfinished documents, data, studies, surveys, and reports
prepared by the City under this Compact shall become the property of
the Prosecutor, and the City shall be entitled to receive just and
equitable compensation for all costs incurred through the date of
termination.
XV. CHANGES
The Prosecutor from time to time, may request changes in the Scope
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of Services of the City to be performed hereunder. Such changes,
including any increase or decrease in the amount of the City compen-
sation, which are mutually agreed upon by and between the Prosecutor
and the City shall be incorporated in written amendments to the
Compact.
XVI. ASSIGNABILITY
The City or the County shall not assign any interest in the Compact,
and shall not transfer any interest in the same (whether by assign-
ment or novation) , without the prior written consent of the other
party.
XVII. OFFICIAL NOT TO BENEFIT
No members of or delegated to the Congress of the United States of
America and no local or other public official, shall be admitted to
receive for personal benefit any share or or part hereof.
XVIII. RESPONSIBLE PROJECT OFFICIALS
The responsible project official for the County in the performance
of this Compact shall be the Prosecutor who is hereby designated
the Project Director. The responsible project official for the
City in the performance of this Compact shall be the Director or
the Office of Management Support under the overall direction of the
City Manager. Should information be disseminated to, or inquiries
and/or questions be presented by, other City officials or any
other interested party (such as the press, vendors, other govern-
ment agencies, etc.) about the project, the Prosecuting Attorney
is to be the source by which such information, inquiries, questions, etc.
shall be channeled, except as otherwise authorized by the Project Director.
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Executed in duplicate original this day of , 1976.
MI EST CITY OF LITTLE ROCK
City Clerk City Manager
PULASKI COUNTY, ARKANSAS
County Judge
—4 Prosecuting Attorney
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EXHIBIT "B"
ATTACHMENT B
COMPUTER SYSTEM UPGRADE
Item Model Description Q� Unit $ Total $
1 70-9509 COBOL Software 1 $5000 $5000
2 73-3075 Extended Instruction Set 2 1500 3000
3 70-4003 1024 Word WCS 1 4000 4000
4 76-2506 64K Memory with Parity 4 9900 39600
5 76-3200 Data Save 2 500 1000
cur 6 76-3301 MEGAMAP
2 1900 3800
7 70-4080 CPU Power Supply 2 1600 3200
8 70-5302 RS232 Line Adapter 2 750 1500
9 Installation 3000
$64100
10 Less Trade-in on Memories 16200
$47900
Tax 1437
Shipping 200
$49,537
Notes:
A) Items 2, 3, 4, 5, 6, and 7 are required to support item 1.
B) Item 4 adds parity to all memory to improve error detection and
reliability.
C) Item 8 provides the additional communications lines required by the
Prosecutor.
D) Items 4 and 10. Each system currently has 48K words of memory with-
out parity. After this upgrade each system will have 128K words
with parity. Item 10 is the allowance for return of the existing
memory.
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