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This is an HTML version of an attachment to the Freedom of Information request 'Cost and contracts for my.cleveland crime map'.
 
 
 
 
AGREEMENT FOR WEB BASED 
GEOGRAPHICAL INFORMATION SYSTEM 
Ref: - CPC-0000978 
 
 
CLEVELAND POLICE  
POLICE HEADQUARTERS 
PO BOX 70 
LADGATE LANE 
MIDDLESBROUGH  
TS8 9EH 
Content 
 
Section 1. 
The Agreement 
 
Section 2. 
Contract Terms  
 
Section 3. 
The Specification 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
SECTION ONE 
 
 
 
 
 
 
 
 
 
THE AGREEMENT 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
SECTION ONE 
 
THE AGREEMENT 
 
Date 
        2008 
 
The Authority 
Cleveland Police Authority, Police Headquarters, PO Box 70, 
Ladgate Lane, Middlesbrough, TS8 9EH 
 
The Contractor 
Astun Technology Limited, Cadogan House, 4-6 High Street, 
Epsom. Surrey, KT19 8AD 
 
BACKGROUND 
 
1. 
The Authority has invited tenders for the Supply of Web Based 
Geographical Information System 
 
2. 
The Contractor has submitted a tender, which has been accepted by the 
Authority for the Service. 
 
THE AGREEMENT 
 
1. 
The following documents are incorporated into this Agreement: 
 
(i) 
The Completed responses to Section 2 of this tender document. 
 
(ii) 
The Tender accepted by the Authority (including all the documents 
referred to in the Tender.) 
 
(iii) 
The Contract Conditions. 
 
(iv) The 
Specification. 
 
2. 
The documents in paragraph 1 above are termed ‘the Contract 
Documents’. 
 
3. 
In consideration of the amounts to be paid for the Service by the Authority 
in accordance with the Contract Documents the Contractor agrees with 
the Authority to provide the Service to the Authority’s satisfaction in 
accordance with the Contract Documents. 
 
Signed by duly authorised signatories of the Authority and the Contractor 
respectively. 
 
……………………………………….   â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦â€¦. 
for the Authority  
 
 
 
 
for the Contractor 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
SECTION TWO 
 
 
 
 
 
 
 
 
 
 
 
CONTRACT CONDITIONS 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
SECTION TWO 
 
CONTRACT CONDITIONS 
 
RECITAL: 
The Contractor has agreed to deliver to the Authority and install on the 
Authority’s computer certain computer programs to grant to the Authority a non-
exclusive licence to use such programs and their associated documentation and 
to provide support and maintenance upon the terms and conditions hereinafter 
contained. 
 
NOW IT IS HEREBY AGREED as follows: 
1.  Definitions 
In this Agreement, unless the context otherwise requires, the following 
expressions have the following meanings: 
‘the Licence’ means the licence granted by the Contractor pursuant to clause 
8(1); 
 â€˜the Solution’ means the systems, applications, computer programs and 
hardware of the Contractor specified in the Specification; 
‘the Specification’ means the specification of the Solution describing the 
facilities and functions thereof, a copy of which is annexed hereto; 
‘the Program Documentation’ means the operating manuals, user instructions, 
technical literature and all other related materials in eye-readable form supplied 
to the Authority by the Contractor for aiding the use and application of the 
Solution; 
‘the Media’ means the media on which the Solution and the Program 
Documentation are recorded or printed as provided to the Authority by the 
Contractor; 
‘the Solution Materials’ means the Software, hardware, the Program 
Documentation and the Media; 
‘Use the Solution’ means to read all or any part of the Solution from magnetic or 
other storage media into the Authority’s equipment for the storage and running of 
the Solution; 
‘Use the Solution Materials’ means to Use the Solution, to read and possess 
the Program Documentation in conjunction with the use of the Solution and to 
possess the Media; 
‘the Licence Fee’ means the fee for the Licence and the services to be provided 
under this Agreement as specified in the Specification; 
‘the Delivery Date’ means the delivery date specified in the Specification or such 
extended date as may be granted pursuant to clause 25; 
‘the Location’ means the Authority’s premises where the Authority’s equipment 
is installed as specified in the Specification; 
‘the Acceptance Date’ means the date on which the Solution is accepted (or 
deemed to be accepted) by the Authority pursuant to clause 6; 
‘Release’ means any improved version of the Solution made available to the 
Authority by the Contractor pursuant to clause 10(2); 
‘the Current Release’ means the Release from time to time accepted by the 
Authority under this Agreement or if no Release has been accepted the Solution; 
‘the Program Documentation’ means the operating manuals, user instructions, 
technical literature and all other related materials in printer form supplied by the 
Contractor to the Authority for aiding the use and application of the Current 
Release; 
‘the Maintenance Services’ means the maintenance services to be provided by 
the Contractor; 
‘the Maintenance Charge’ means the periodic charge for the Maintenance 
Services specified in the Specification as increased from time to time pursuant to 
clause 3; 
‘the Commencement Date’ means the date on which this Agreement shall 
become effective as specified in the Specification; 
‘the Initial Period’ means the initial period of this Agreement as specified in the 
Specification or 3 months from the Acceptance Date 
 
The masculine includes the feminine and the neuter. 
 
The singular includes the plural and vice versa. 
 
A reference to any statute, enactment, order, regulation or other similar 
instrument shall be construed as a reference to the statute, enactment, order, 
regulation or instrument or as contained in any subsequent re-enactment thereof. 
 
Headings are included for ease of reference only and shall not affect the 
interpretation or construction of this Agreement. 
 
 
 
 
 
 
2.  PRODUCTS AND SERVICES TO BE PROVIDED 
The Contractor hereby agrees to: 
2.1  grant to the Authority a perpetual, irrevocable, non-exclusive and non-
transferable licence to Use the Solution Materials on the Authority’s 
equipment; 
2.2  deliver the Solution to the Authority and to install the same on the 
Authority’s equipment; 
2.3  provide training and operating manuals to the Authority; 
2.4  provide the Maintenance Services for the Authority; 
2.5  provide the other services hereinafter described upon the terms and 
conditions hereinafter contained. 
 
3.  PAYMENT 
 
3.1 
The Authority agrees to pay the Contractor at the following rates and 
timescales: 
 
 
Software 
Costs: 
     Â£17,013 
 
Installation 
& 
Set 
up 
Costs 
    £8,500 
 
Licence 
Charge 
     Â£13,945 
 
Maintenance 
(Yr1) 
     Â£3,068 
 
Remote Support & Escrow (Yr1)   
 
 
£2,000 
 
Total Cost for Solution (Yr1) 
 
 
 
£27,513 
 
Maintenance 
(Yr2-5)     £3,068 
 
Remote Support & Escrow (Yr2-5) 
 
 
£2,000 
 
Total Annual Maintenance & Support (Yr2-5)  
£5,068 
 
Daily Consultancy Cost 
£900  inclusive of standard £150 travel 
and expenses 
 
3.2 
Payment will normally be made no later than the 28th day following the 
date of the VAT invoice for each Service provided. 
 
 
3.3 
All payments shall be invoiced and paid pounds sterling (£).  Should the 
Government adopt an alternative national currency during the period of 
the contract (e.g. the Euro), invoicing and payments may be transferred to 
such currency in compliance with appropriate legislation at that time. 
 
4 
AUDIT 
 
4.2 
The Contractor shall keep and maintain until two years after the Contract 
has been completed, records to the satisfaction of the Authority of all 
expenditures which are reimbursable by the Authority and of the hours 
worked and costs incurred in connection with any employees of the 
Contractor, paid for by the Authority, or the Authorities representatives, 
such as access to those records as may be required by the Authority in 
connection with the contract. 
 
5. CONTRACTORS 
PERSONNEL 
 
5.1 
The Contractor must employ sufficient persons with sufficient experience, 
skills, abilities and qualifications to ensure that the Service is provided to 
the Contract Standard at all times including periods of absence through 
staff holidays, illness or otherwise. 
 
5.2 
Where the Authority agrees to the use of sub-contractors, the Contractor 
will ensure that they employ sufficient persons with sufficient experience, 
skills, abilities and qualifications to supervise them and ensure that they 
provide the services required to the performance levels required in this 
Contract. 
 
5.3 
The Contractor shall, at all times ensure that its employees are given 
sufficient training to ensure their familiarity with and competence in latest 
legal and technical developments needed in the performance of their 
duties under this Contract. 
 
5.4 
The Contractor will ensure that all staff and approved sub-contractors are   
aware of the terms and conditions of this Contract and their obligations 
under it. 
 
5.5 
If and when requested by the Authority, the Contractor shall provide a list 
of all names, addresses, dates of birth and national insurance numbers of 
all persons who may be involved in this contract, to enable security checks 
to be carried out. 
 
5.6       Failure by the contractor to comply with 5.5 within 10 Business Days will 
entitle the Authority to refuse admission to its premises to any person 
whose details have not been notified to the Authority. 
 
5.7       The Authority will inform the Contractor when security checks have been 
carried out. The Contractor shall inform the individuals that security 
checks have been carried out.  Once taken up they will be destroyed. 
 
5.8       The Authority reserves the right to refuse to admit to, or remove from, any 
premises occupied by or on behalf of it any person employed by the 
Contractor, or by its subcontractors, whose admission or presence would, 
in the reasonable opinion of the Authority, be undesirable. The reasonable 
exclusion of an individual shall not relieve the Contractor of his contractual 
obligations. However, the Authority will indemnify the Contractor for failure 
to carry out its obligations if such refusal is unreasonable. 
 
6. 
HEALTH AND SAFETY 
 
6.1  The Contractor will agree to follow any specific health and safety 
regulations in force, which have been laid down by the Authority. In 
general it will conduct its operations in such a way as not to contravene 
any statutory obligations under the Health and Safety Acts ruling at the 
time. 
 
6.2  The Contractor or its agents will agree to adhere to all local site 
regulations in operation of the Contract. 
 
7. 
SUPPLY OF GOODS 
 
7.1 
The Contractor shall supply to the Authority, or to whom the Authority may 
direct, and deliver at the place specified by the Authority all or any of the 
goods named in the Contract and those goods to be of the quality, price 
and quantity set out in the Contract and/or purchase order. No additional 
charges for carriage and packing shall be made. 
 
8. 
COMPLIANCE WITH STANDARDS 
 
8.1 
All goods shall be of the quality or kind mentioned in the Specification of 
the Contract. 
 
8.2  Where the Contractor is unable to deliver the quality specified the 
Authority will have the right to obtain the goods from another source. If the 
costs of obtaining the goods from another source exceed those specified 
in the Contract the Contractor will be required to meet the difference. 
 
8.3 
The goods shall conform in all respects with the requirements of any 
statutes, orders, regulations or bye-laws from time to time in force. 
 
 
 
8.4 
The goods shall be fit and sufficient for the purpose for which such goods 
are ordinarily used and for any particular purpose made known to the 
Contractor by the Authority and the Authority relies on the skill and 
judgement of the Contractor in the supply of the Goods and the execution 
of the Contract. 
 
9. 
PROPERTY AND RISK 
 
9.1 
Property and risk in the goods shall without prejudice to any other rights or 
remedies of the Authority (including the Authority’s rights and remedies 
under clause 5) pass to the Authority at the time of acceptance. 
 
10. 
REMOVAL OF REJECTED GOODS OR MATERIALS 
 
10.1  Goods or materials rejected by the Authority shall be removed by and at 
the expense of the Contractor within a reasonable time after notice has 
been given to them. If not removed when agreed the Authority may 
remove the goods and charge the Contractor with all expenses incurred in 
such removal. 
 
11. 
DELIVERY AND INSTALLATION 
 
11.1  The Solution is to be delivered and installed at reasonable times and on 
the day and the place specified in the Contract and/or purchase order. 
Delivery shall be free of charge to the Authority and at the Contractor’s 
risk. Delivery of the Solution to a carrier shall not be deemed to be delivery 
of the Solution to the Authority. The Contractor shall be responsible for the 
provision of any necessary labour for the off loading of goods on delivery. 
 
12.  
RISK 
 
12.1  Risk in the Media shall pass to the Authority on delivery.  If any part of the 
Media shall thereafter be lost, destroyed or damaged the Contractor shall 
promptly replace the same (embodying the relevant part of the Solution or 
Program Documentation) subject to the Authority paying the cost of such 
replacement.  The Contractor shall not make any further or additional 
charge for such replacement. 
 
 
 
 
 
13.    TESTING AND ACCEPTANCE 
 
13.1  The Authority shall supply to the Contractor immediately after installation 
of the Solution test data which in the reasonable opinion of the Authority is 
suitable to test whether the Solution are in accordance with the 
Specification together with the results expected to be achieved by 
processing such test data using the Solution.  The Contractor shall not be 
entitled to object to such test data or expected results unless the 
Contractor can demonstrate to the Authority that they are not suitable for 
testing the Solution as aforesaid, in which event the Authority shall make 
any reasonable amendments to such test data and expected results as 
the Contractor may request.  Subject to the receipt of such test data and 
expected results, the Contractor shall process such data, in the presence 
of the Authority or its authorised representative, on the Authority’s 
equipment using the Solution by way of acceptance testing within seven 
days after such receipt at a time mutually convenient to both parties. 
 
13.2  The Authority shall accept the Solution immediately after the Contractor 
has demonstrated that the Solution has correctly processed the test data 
by achieving the expected results.  The Authority shall, if required by the 
Contractor, sign an acceptance certificate in the form annexed hereto 
acknowledging such acceptance. 
 
13.3  If the Authority shall not supply any test data as aforesaid or shall fail to 
make itself available to attend acceptance tests within the said period of 
seven days then the Authority shall be deemed to have accepted the 
Solution. 
 
13.4  The Solution shall not be deemed to have incorrectly processed such test 
data by reason of any failure to provide any facility or function not 
specified in the Specification. 
 
14.    WARRANTY 
14.1  The Contractor warrants that the Solution will after acceptance by the 
Authority provide the facilities and functions set out in the Specification 
when properly used on the Authority’s equipment and that the Program 
Documentation will provide adequate instructions to enable the Authority 
to make proper use of such facilities and functions. 
 
 
14.2  If the Contractor receives written notice from the Authority after the 
Acceptance Date of any breach of the said warranty then the Contractor 
shall at its own expense and within a reasonable time after receiving such 
notice remedy the defect or error in question provided that the Contractor 
shall have no liability or obligations under the said warranty unless it has 
received written notice of the defect or error in question no later than the 
expiry of 12 months after the Acceptance Date. 
 
14.3  The said warranty shall be subject to the Authority complying with its 
obligations hereunder and to there having been made no alterations to the 
Solution by any person other than the Contractor.  When notifying a defect 
or error the Authority shall (so far as it is able) provide the Contractor with 
a documented example of such defect or error. 
 
14.4  The Contractor shall have no liability or obligations under the said 
warranty other than to remedy breaches thereof by the provision of 
materials and services within a reasonable time to the Authority.  If the 
Contractor shall fail to comply with such obligations its liability for such 
failure shall be limited to a sum equal to the Licence Fee.  The foregoing 
states the entire liability of the Contractor, whether in contract or tort, for 
the defects and errors in the Solution Materials which are notified to the 
Contractor after the Acceptance Date. 
 
14.5   The Authority acknowledges that it is the responsibility of the Authority to 
ensure that the facilities and functions described in the Specification meet 
its requirements.  The Contractor shall not be liable for any failure of the 
Solution to provide any facility or function not specified in the 
Specification. 
 
14.6   The Authority acknowledges that Solution in general is not error free and 
agrees that the existence of such errors shall not constitute a breach of 
this Licence. 
 
14.7   Except  as  expressly provided in this Agreement no warranty, condition, 
undertaking or term, express or implied, statutory or otherwise, as to the 
condition, quality, performance, merchantability or fitness for purpose of 
the Solution Materials is given or assumed by the Contractor and all such 
warranties, conditions, undertakings and terms are hereby excluded. 
 
 
 
15.  
 LICENSE 
 
15.1   The Contractor hereby grants to the Authority a non-exclusive licence to 
Use the Solution Materials to the terms and conditions of this Contract. 
 
15.2   The Authority shall Use the Solution Materials for processing its own data 
for its own internal business purposes only.  The Authority shall not permit 
any third party to use the Solution Materials nor use the Solution Materials 
on behalf of or for the benefit of any third party (in any way whatsoever). 
 
15.3   The use of the Solution Materials is restricted to use on the Authority’s 
equipment and in conjunction with the Authority’s equipment save that: 
 
15.4   If the Solution Materials cannot be used with the Authority’s equipment 
because it is inoperable for any reason then the Licence shall be 
temporarily extended without additional charge to use with any other 
equipment until such failure has been remedied provided that such 
equipment is under the direct control of the Authority.  The Authority shall 
promptly notify the Contractor of such temporary use and of the 
commencement and cessation thereof; 
 
15.5  The Authority may with the prior written consent of the Contractor (such 
consent not to be unreasonably withheld) Use the Solution Materials on 
and in conjunction with any replacement equipment (to be specified by 
type and serial number) if the Use of the Solution Materials on and in 
conjunction with the Authority’s equipment is permanently discontinued.  
Upon such consent being given the replacement equipment shall become 
the Authority’s equipment for the purposes of the Licence. 
 
The Use of the Solution Materials on and in conjunction with such 
temporary or replacement equipment shall be at the sole risk and 
responsibility of the Authority who shall indemnify the Contractor against 
any loss or damage sustained or incurred by the Contractor as a result.  
Without prejudice to the generality of the foregoing the Contractor shall not 
(unless otherwise agreed in writing by the Contractor) have any liability 
under clauses 8 and 12 hereof in connection with such use. 
 
 
 
 
15.6   The Authority shall not without the prior written consent of the Contractor 
Use the Solution Materials in any location except the Location. 
 
15.7   The Licence shall not be deemed to extend to any programs or materials 
of the Contractor other than the Solution Materials unless specifically 
agreed to in writing by the Contractor. 
 
15.8   The Authority hereby acknowledges that it is licensed to Use the Solution 
Materials only in accordance with the express terms of this Agreement 
and not further or otherwise. 
 
16.    DURATION OF LICENSE SUPPORT AND MAINTENENCE 
16.1   The Licence shall commence on the Acceptance Date and shall continue 
until terminated in accordance with any of the provisions of clause 23 or 
any other clause of this Agreement. 
 
16.2   The Support and Maintenance shall commence on the date of acceptance 
and shall continue for the Initial Period and shall remain in force thereafter 
unless or until determined by any one of the parties giving to the others 
not less than one month’s notice in writing expiring on the last day of the 
Initial Period or at any time thereafter which shall be subject to earlier 
termination as provided elsewhere in this Agreement. 
 
17.  
MAINTENANCE SERVICES 
  During the continuance of this Agreement the Contractor shall provide the 
  Authority with the following maintenance services: 
(1) Error 
Correction 
(a)  If the Authority shall discover that the Current Release fails to 
perform in accordance with the Program Documentation then the 
Authority shall within 14 days after such discovery notify the 
Contractor in writing of the defect or error in question and provide 
the Contractor (so far as the Authority is able) with a documented 
example of such defect or error. 
(b)  The Contractor shall thereupon use its reasonable endeavours to 
correct promptly such defect or error.  Forthwith upon such 
correction being completed the Contractor shall deliver to the 
Authority the corrected version of the object code of the Current 
Release in machine readable form together with the appropriate 
amendments (if any) to the Program Documentation specifying 
the nature of the correction and providing instructions for the 
proper use of the corrected version of the Current Release.  The 
Contractor shall provide the Authority with all assistance 
reasonably required by the Authority to enable the Authority to 
implement the use of the corrected version of the Current 
Release. 
(c)  The foregoing error correction service shall not include service in 
respect of: 
(i) 
defects or errors resulting from any modifications of the 
Current Release made by any person other than the 
Contractor; 
(ii)  any version of the Solution other than the Current Release 
or the immediate Current Release; 
(iii)  incorrect use of the Current Release or operator error; 
(iv)  any fault in the Authority’s equipment or in any programs 
used in conjunction with the Current Release; 
 
(v)  defects or errors caused by the use of the Current Release 
on or with Authority’s equipment (other than the Authority’s 
equipment) or programs not supplied by or approved in 
writing by the Contractor provided that for this purpose any 
programs designated for use with the Current Release in 
the Specification shall be deemed to have the written 
approval of the Contractor; 
(d)  The Contractor shall make an additional charge in accordance 
with its standard scale of charges for the time being in force for 
any services provided by the Contractor; 
(i)  at the request of the Authority but which do not qualify 
under the aforesaid error correction service by virtue of any 
of the exclusions referred to in paragraph (c) above; or 
(ii)  at the request of the Authority but which the Contractor 
finds are not necessary. 
 
For the avoidance of doubt nothing in this paragraph shall 
impose any obligation on the Contractor to provide services 
in respect of any of the exclusions referred to in paragraph 
(c). 
 
 
 
 
 
(2) Releases 
(a)  The Contractor shall promptly notify the Authority of any 
improved version of the Solution which the Contractor shall from 
time to time make. 
(b)  Upon receipt of such notification the Contractor shall deliver to 
the Authority as soon as reasonably practicable (having regard to 
the number of other users requiring the new Release) the object 
code of the new Release in machine-readable form together with 
the Program Documentation. 
(c)  If required by the Authority the Contractor shall provide training 
for the Authority’s staff in the use of the new Release at the 
Contractor’s standard scale of charges for the time being in force 
as soon as reasonably practicable after  the delivery of the New 
Release. 
(d)  The new Release shall thereby become the Current Release and 
the provisions of this Agreement shall apply accordingly. 
(3) Advice 
The Contractor will provide the Authority with such technical advice by 
telephone telex facsimile transmission or mail as shall be necessary to 
resolve the Authority’s difficulties and queries in using the Current 
Release. 
 
(4)  Changes in Law 
The Contractor will from time to time make such modifications to the 
Current Release as shall ensure that the Current Release conforms 
to any change of legislation or new legal requirements which affect 
the application of any function or facility described in the Program 
Documentation.   
  The Contractor shall promptly notify the Authority in writing of all such 
changes and new requirements and shall implement the 
modifications to the Current Release (and all consequential 
amendments to the Program Documentation which may be 
necessary to enable proper use of such modifications) as soon as 
reasonably practicable thereafter. 
 
18.  SUPPORT 
Support provided shall include: 
(a)  Hotline Support.  For an urgent problem, the Authority can telephone 
or fax the Contractor’s Hotline which is available [to be agreed on 
award of the contract] An urgent problem is degradation or failure of 
the System, defective Solution distribution media or Solution 
performance inconsistent with documentation. 
 
Problems which do not delay or inhibit system operation will be 
handled by written reports. 
 
Authority must submit sufficient material and information to enable the 
Contractor’s support staff to duplicate the problem. 
 
The Contractor’s support staff will attempt to solve a problem 
immediately, or as soon thereafter as possible.  When appropriate, the 
Contractor will endeavour to give an estimate of how long a problem 
may take to resolve.  The Contractor will keep the Authority informed 
of the progress of problem resolution. 
(b)  On-site support will be provided by the Contractor if specified in the 
specification and where appropriate in the event telephone support 
does not resolve a Solution problem. 
(c)  Modem support.  The Contractor shall, where specified in the 
specification, supply on loan a modem for on-line problem resolution. 
(d)  Out-of-hours support shall, where specified in the specification, be 
provided by the Contractor. 
(e)  Correction of critical errors or assistance to overcome specific Solution 
problems.  The Contractor may, in its sole discretion, correct errors by 
‘patch’ or by new version. 
(f) 
Information on availability of new versions of Solution 
(g)  Consultancy advice on Solution development, enhancements and 
modifications, together with estimates for the same. 
 
19.  AUTHORITYS OBLIGATIONS 
During the continuance of this Agreement the Authority shall: 
(1)  use only the Current Release; 
(2)  ensure that the Current Release and the Authority’s equipment are 
used in a proper manner by competent trained employees only or by 
persons under their supervision; 
(3)  keep full security copies of the Current Release and of the Authority’s 
databases and computer records in accordance with best computing 
practice; 
(4)  not to alter or modify the Current Release or the Program 
Documentation in any way whatever nor permit the Current Release to 
be combined with any other programs to form a combined work; 
 
 
(5)  not request, permit or authorise anyone other than the Contractor to 
provide any maintenance services in respect of the Current Release or 
the Program Documentation; 
(6)  co-operate fully with the Contractor’s personnel in the diagnosis of any 
error or defect in the Current Release or the Program Documentation; 
(7)  make available to the Contractor free of charge all information facilities 
and services reasonably required by the Contractor to enable the 
Contractor to perform the Maintenance Services including without 
limitation computer runs, core dumps, data preparation, office 
accommodation, typing and photocopying; 
(8)  provide such telecommunication facilities as are reasonably required 
by the Contractor for testing and diagnostic purposes at the Authority’s 
expense; 
(9)  ensure in the interests of health and safety that the Contractor’s 
personnel while on the Authority’s premises for the purposes of this 
Agreement are at all times accompanied by a member of the 
Authority’s staff familiar with the Authority’s premises and safety 
procedures. 
 
20.  
 PROPRIETOR RIGHTS 
20.1   The Solution Materials and the copyright and other intellectual property 
rights of whatever nature in the Solution Materials are and shall remain the 
property of the Contractor and the Contractor reserves the right to grant 
licences to use the Solution Materials to any other party or parties. 
 
20.2  The Authority shall notify the Contractor immediately if the Authority 
becomes aware of any unauthorised use of the whole or any part of the 
Solution Materials by any person. 
 
20.3  The Authority will permit the Contractor to check the use of the Solution 
Materials by the Authority at any reasonable times and for that purpose 
the Contractor shall be entitled to enter any of the Authority’s premises 
with prior consent, consent will not be unreasonably withheld. 
 
20.4  The Current Release (and all corrected versions thereof and all other 
Releases) and the Program Documentation and all parts thereof and the 
copyright and all other intellectual property rights of whatever nature 
therein are and shall remain the property of the Contractor. 
 
 
20.5  The provisions of the Licence shall apply to the Current Release and the 
Program Documentation as such provisions are expressed to apply to the 
Solution Materials referred to in the Licence mutatis mutandis and the 
parties hereby undertake to be bound by and comply with the terms of the 
Licence accordingly. 
 
21.    INTELLECTUAL PROPERTY RIGHTS INDEMINITY 
 
21.1  The Contractor shall indemnify the Authority against all claims, damages, 
costs and expenses claimed or incurred by reason of the infringement of 
letters of patent, designs or copyright by the Authority’s use or possession. 
 
22.  
CONFIDENTIALITY 
 
22.1    The Contractor will not divulge or communicate to any person, firm or 
company any confidential information however acquired which refers to 
the Authority without first obtaining the written consent of the Authority.   
The Contractor shall ensure that all its employees and sub-contractors are 
bound by the provisions of this clause. 
 
22.2   The Contractor shall not, without prior written consent of the Authority, 
advertise or publicly announce that it is undertaking work for the Authority. 
 
 
22.3  The Contractor shall comply with the Official Secrets Acts 1911 and 1989 
in connection with the performance of this Contract and shall take all 
reasonable steps to ensure compliance by its employees, agents, 
consultants and sub-contractors. In particular, and without prejudice to the 
generality of the foregoing, the Contractor shall take all reasonable steps 
to ensure that all persons engaged on any work in connection with this 
Contract have notice that these statutory provisions apply to them and will 
continue so to apply after the expiry or termination of this Contract. 
 
22.4   From 01 January 2005, all information relating to the provision and 
performance   of contracts with Cleveland Police Authority falls under the 
terms of the Freedom of Information Act 2000 and as such may be 
disclosed to third parties upon request in accordance with the terms of the 
Act.   
 
22.5  Contractors should ensure they are aware of the full implications of the 
Act, which is fully retrospective. The full terms of the Act, along with 
specific guidance for public Authorities on the implications for third party 
contracts, can be found in the Lord Chancellor's web-site 
(www.lcd.gov.uk).' 
 
22.6  The Authority hereby acknowledges that all information disclosed by the 
Contractor arising out of or in connection with this Tender and/or this 
Contract is considered by the Contractor to be either information provided 
in confidence in accordance with the exemption set out in section 41 of the 
Freedom of Information Act 2000 ("FOI Act") or information that is in the 
commercial interests of the Contractor pursuant to the exemption set out 
in section 43 of the FOI Act.  As soon as it is practicable to do so, the 
Authority shall inform the Contractor of the full details of any request for 
the disclosure of any information of the Contractor under the FOI Act. 
 
22.7   Unless prohibited to do so by any court or statutory authority, the 
Authority shall give the Contractor the opportunity to make representations 
prior to its disclosure to any third party, which in the opinion of the 
Contractor exposes the Contractor to commercial risk. 
 
23.    COPYING 
23.1   Subject to the Copyright (Computer Program) Regulations 1992 the 
Authority may make only so many copies of the Solution as are 
reasonably necessary for operational security and use.  Such copies and 
the media on which they are stored shall be the property of the Contractor 
and the Authority shall ensure that all such copies bear the Contractor’s 
proprietary notice. The Licence shall apply to all such copies as it applies 
to the Solution. 
23.2    No copies may be made of the Program Documentation without the prior 
written consent of the Contractor. 
 
24.    SECURITY AND CONTROL 
The Authority shall during the continuance of the Licence: 
24.1  Effect and maintain adequate security measures to safeguard the Solution 
Materials from access or use by any unauthorised person. 
24.2  Retain the Solution Materials and all copies thereof under the Authority’s 
effective control. 
24.3  Maintain a full and accurate record of the Authority’s copying and 
disclosure of the Solution Materials and shall produce such record to the 
Contractor on request from time to time. 
 
 
 
 
 
25.    ALTERATIONS 
 
25.1  The Authority hereby undertakes not to alter or modify the whole or any 
part of the Solution Materials in any way whatever nor to permit the whole 
or any part of the Solution to be combined with or become incorporated in 
any other programs without prior written consent from the Contractor. 
 
26.    DATA PROTECTION 
 
26.1  Both parties warrant that they will duly observe all their obligations under 
the Data Protection Act 1984, the Data Protection Act 1998 and any 
subordinate legislation relating thereto which arise in connection with the 
contract. 
 
27. OPERATING 
MANUALS 
 
27.1  The Contractor shall provide the Authority with a set of operating manuals 
containing sufficient information to enable proper use of all the facilities 
and functions set out in the Specification.  If the Authority requires further 
copies of such operating manuals then these may be obtained under 
licence from the Contractor in accordance with its standard scale of 
charges from time to time in force. 
28.    TRAINING 
 
28.1  The Contractor undertakes to provide training in the use of the Solution for 
the staff of the Authority as set out in the Specification. 
28.2  Any additional training required by the Authority shall be provided by the 
Contractor in accordance with its standard scale of charges from time to 
time in force. 
 
29.    TERMINATION 
 
29.1  The Authority may terminate the Licence at any time by giving at least 30 
days’ prior written notice to the Contractor. 
 
 
 
 
 
 
30. 
BREACH OF CONTRACT 
 
30.1  If the Contractor: - 
 
 
(a)  has offered any gift or consideration of any kind as an inducement or 
disincentive for doing anything in respect of this contract or any other 
contract with the Authority; or 
 
 
(b)  has committed an offence under the Prevention of Corruption Acts 
1889 to 1916; or 
 
 
 
(c)  becomes bankrupt; or 
 
 
(d)  has a receiving order made against it; or 
 
 
(e)  presents its petition in bankruptcy; or 
 
 
(f) 
is subject to a winding up order; or 
 
 
(g)  has a receiver appointed; or 
 
 
(h)  is in persistent and/or material breach of contract (by failure to 
achieve the Contract Standards or otherwise); then- 
 
 
the Authority will terminate the Contract immediately and recover all losses 
resulting from such termination. 
 
30.2  Forthwith upon the termination of the Licence the Authority shall return to 
the Contractor the Solution Materials and all copies of the whole or any 
part thereof or, if requested by the Contractor, shall destroy the same (in 
the case of the Solution by erasing them from the magnetic media on 
which they are stored) and certify in writing to the Contractor that they 
have been destroyed. 
 
30.3  Any termination of the Licence or this Agreement (howsoever occasioned) 
shall not affect any accrued rights or liabilities of either party, nor shall it 
effect the coming into force or the continuance in force of any provision 
hereof which is expressly or by implication intended to come into or 
continue in force on or after such termination. 
 
 
 
 
 
 
31. ESCROW 
 
31.1  The Contractor, at its own expense, will lodge a copy of the product 
source code with the National Computer Centre Ltd (NNC) to hold in 
escrow, with specific instructions to release a copy to users of the 
application in the event of the Contractor being unable to fulfil it’s 
contractual commitments. 
 
32. DISPUTE 
RESOLUTION 
 
32.1  In the event of dispute of difference arising between the Authority and the 
Contractor relating to this contract both parties shall use all reasonable 
endeavours to resolve the dispute and to this end shall meet as soon as 
possible with a view to discussing and resolving the matter. 
 
32.2  The complaints or mediation procedures of either party may be used to 
channel disputes as appropriate. 
 
32.3  This clause will not operate to prejudice any rights of either party against 
the  other whether through litigation or otherwise. 
 
32.4  Any dispute not resolved shall be referred to arbitration. The arbitration 
shall be governed by the Arbitration Act 1996. 
 
32.5    The party initiating the arbitration shall give notice to the other stating: 
 
i) 
the Dispute that is referred to arbitration, 
ii) 
details of the issues to be resolved’ and 
iii) 
details of an arbitrator that they propose shall be appointed. 
 
32.6  Where an arbitrator has given a decision in respect of the dispute it shall 
be final and binding on both parties. 
 
33. ASSIGNMENT 
 
33.1  The Contractor shall not assign or sub-contract the contract or any part of 
it without the Authority's prior written consent.  This consent shall not be 
unreasonably withheld. 
 
34. 
MISTAKES IN INFORMATION 
 
34.1  The Authority and the Contractor are bound by any mistakes in the 
information given to the other and where it is not corrected and advised to 
the other party before it has been acted upon or irrevocably committed to 
then the party will be liable for any claims for incurred actual loss. 
 
34.2   The Authority and the Contractor will make every attempt to bring 
mistakes to the attention of the other as soon as the mistake is 
discovered. 
 
 
35. 
INDEMNITY AND INSURANCE 
 
35.1   The Contractor agrees to indemnify the Authority against all actions, 
claims and costs relating to injury (including death) or loss of or damage to 
property which arises out of the Contractor's failure to provide the Service 
to the Contract Standard except where attributable to the Authority's own 
negligence or that of its servants or agents. 
 
35.2   The Contractor shall give immediate notice to the Authority in the event of 
any accident or damage likely to form the subject of any claim under the 
Authority’s insurance and shall provide all information and assistance in 
respect thereof as the Authority shall require.  
 
35.3  The Contractor shall maintain adequate insurance to cover the potential 
liability in 9.1. 
 
35.4  The Contractor shall also take out and maintain in force with a reputable 
insurance company all appropriate insurance policies against loss and 
damages arising from the fault or negligence of the Contractor or any sub-
contractors in the provision of the Service. 
 
35.5 Upon the Authority's written request, the Contractor shall provide the 
Authority with a copy of the certificate of insurance. 
35.6  The Contractor shall not be responsible for the maintenance, accuracy or 
good running of any version of the Solution except the Current Release 
and the one immediately prior to it. 
 
35.7  The Authority shall indemnify the Contractor and keep the Contractor fully 
and effectively indemnified against any loss of or damage to any property 
or injury to or death of any person caused by any negligent act or omission 
or wilful misconduct of the Authority, its employees, agents or sub-
contractors. 
35.8   The Contractor shall not be liable for any loss or damage sustained or 
incurred by the Authority or any third party (including without limitation any 
loss of use of the Current Release or loss of or spoiling of the Authority’s 
data) resulting from any defect or error in the Current Release or the 
Program Documentation except to the extent that such loss or damage 
arises from any unreasonable delay by the Contractor in providing the 
Maintenance Services. 
 
36.    WAIVER 
 
36.1  No failure, delay, relaxation or indulgence on the part of the Authority in 
exercising any power or right conferred upon it by the Contract or order 
shall operate as a waiver with such power or right nor shall any single or 
partial exercise have any such power or right preclude any other offered 
exercise thereof for the subsequent exercise of any power or right 
thereunder. 
 
 
37. 
YEAR 2000 CONFORMITY 
 
37.1  The Contractor warrants that the computer Authority’s equipment, 
products and data embedded goods or services supplied by them and 
used in the provision of the Service have Year 2000 conformity as defined 
in the British Standards Institute definition of Year 2000 conformity 
requirements. Also that the computer Authority’s equipment and date logic 
embedded goods or services supplied by them have general integrity and 
data integrity as specified in Rules 1 and 2 of such definition. The 
Contractor undertakes to fully indemnify the Authority against all losses, 
costs and expense and damages and expenses (including legal fees on 
an indemnity basis) arising from any breach of this warranty. 
 
38. HUMAN 
RIGHTS 
 
38.1  The Contractor will ensure that any work carried out on behalf of the 
Authority under this Agreement will be compliant with the Human Rights 
Act 1998. 
 
 
39. 
THIRD PARY RIGHTS 
 
39.1  A person who is not a party to the Contract shall not derive the right to 
enforce any of the terms of the Contract by virtue of the Contracts (Rights 
of Third Parties) Act 1999 (The Third Party Rights Act). Any right or 
remedy of a third party, which existed or is available apart from the Third 
Party Rights Act, is not affected. 
 
40. DISCRIMINATION 
 
40.1  The Contractor shall not unlawfully discriminate within the meaning and 
scope of the Race Relations Act 1976, the Sex Discrimination Act 1975, 
the Disability Discrimination Act 1995, or any statutory modification or re-
enactment thereof relating to discrimination in employment. 
 
40.2  The Contractor shall take all reasonable steps to ensure the observance of 
the above by all employees, agents and consultants of the Contractor and 
all sub-contractors. 
 
41. SEVERABILITY 
 
41.1  The invalidity or enforceability of any provision of this Contract shall not 
affect the validity or enforceability of any other provision of this Contract 
that shall continue in force and effect except for any such invalid and un-
enforceable provision. 
 
42. EXCLUSIVITY 
 
42.1  The Contract is not exclusive to the Contractor and the Authority reserves 
the right to enter in to any other Contract for the same type of services it 
considers necessary for the efficiency of its operation. 
 
43       COMPETITION CLAUSE 
 
43.1   Cleveland Police reserves the right to continually test the market in order 
to ensure that the contract prices are competitive within the marketplace. 
In the event of the Force obtaining a lower bona fide offer from another 
supplier for the same material, the Contractor will be given the opportunity 
of revising its terms accordingly. Should the Contractor be unable to match 
the new offer then Cleveland Police reserves the right to accept the new 
offer and procure the goods from the other supplier. 
 
 
44. BENCHMARKING 
 
44.1  At the commencement of the Contract the Authority and the Contractor will 
agree at what intervals benchmarking will take place to ensure value for 
money. 
 
45. IMPROVEMENT 
AND INNOVATION 
 
45.1   The Contractor agrees to work with the Authority in order to achieve 
continuous improvement and innovation to the Service provided. 
 
46. BEST 
VALUE 
 
46.1  The Authority and the Contractor will meet every six months in order to 
discuss the performance of the Contract and agree Best Value 
improvements. 
 
 
47.      PERFORMANCE MONITORING 
 
47.1  The Contractor is required to produce the results of their own Key 
Performance Indicators (KPI) relating to this contract on a quarterly basis.  
The KPI’s will be reviewed and where necessary the subject of the 
indicators will be changed to meet the requirements of the Authority. 
 
 
48.  
GENERAL 
 
48.1  This Agreement is governed by English law. 
 
48.2   The Contractor shall not be liable for any default in the provision of the 
Service caused by any relevant factor beyond the Contractor's control 
(e.g. Act of God, strikes, Act of Government, Force Majeure, etc.). 
 
48.3   Any notice to be served on the Contractor or the Authority shall be sent 
by recorded delivery to their respective addresses referred to in this 
Agreement. 
 
48.4  This Agreement represents the complete agreement between the 
Authority and the Contractor and supersedes all other undertakings, 
statements and agreements relating to the Service. 
 
49. TERM 
 
49.1  The Contract shall commence on the 1st January 2008 and continue for 1 
year (subject to extension under 49.2 below).  
 
49.2  One month before the end of the Contract term the Authority may notify 
the Contractor that the Contract Term shall be extended for a further year 
for a period of up to four years.  The maximum term of this contract will be 
five years. 
 
49.3  The Authority may terminate the Agreement by giving 1 month written 
notice. 
 
 
 
 
 
 
 
 
 
 
ACCEPTANCE CERTIFICATE 
TO: 
FROM:  
DATE:                   
Dear Sirs 
We refer to the Agreement between our respective Companies dated [  ] day of   
[  ] [  ] (‘the Agreement’) relating to the installation and licensing of certain 
computer programs (‘the Solution’) and confirm the following: 
1. We have today accepted the Solution. 
2. We have inspected the Solution and confirm that the same conform to the 
description contained in the Agreement and that the same have been installed on 
the Authority’s equipment (as defined in the Agreement) to our satisfaction. 
3. The Solution have correctly processed the test data referred to in clause 6 of 
the Agreement.  Copies of such data and the results of such tests are annexed 
hereto and signed by us for the purpose of identification. 
 
SIGNED for and on behalf of [               ] 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
SECTION FIVE 
 
 
 
 
 
 
 
 
 
 
THE 
SPECIFICATION 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
SECTION FIVE 
 
THE SPECIFICATION 
 
Introduction. 
 
Cleveland Police wish to implement a web based geographical information 
system (GIS). The application is to be used as a business support tool 
primarily for Officers within the Force’s LAN/WAN infrastructure in order to 
display and interrogate spatially referenced data. The GIS software will 
utilise Ordnance Survey data and in-house relational databases systems.  
A proposal and quotation is required for the supply and installation of a 
web based geographical information system. 
 
Current Environment 
 
Cleveland Police currently host a population of some 120 servers and 
1500 desktop computers serving a user population of 2500 police officers 
and support staff.  The user base consists primarily of Windows XP Pc’s.  
The majority of network servers operate in a windows network domain. 
 
Requirements 
 
Key features required of the GIS software: 
 
•  Delivery by a browser based application. 
 
•  Full compatibility with Microsoft Windows operating systems and Microsoft 
Office software.  
 
•  Full connectivity with ODBC compliant databases.  
 
•  Connectivity with common relational databases including SQL Server, 
Oracle and Access.  
 
•  Conform to Open GIS standards. 
 
•  Minimal user training requirements. 
 
• Simple 
interfaces. 
 
•  Pan and zoom functionality. 
 
•  Provide full compatibility with a wide range of GIS data formats and in 
particular MapInfo Tab and Mr SID. 
•  Support raster and vector maps; especially those covered by the current 
Mapping Service Agreement – Mastermap, 10k/50k/250k raster, 
StreetView etc. 
 
•  Support various objects: symbols, images, texts, polylines, polygons etc. 
 
•  Support hyperlinks for all kinds of map objects. 
 
•  Facility to manage and control user access rights. 
 
•  Unlimited switchable map layers.  
 
•  Simple graphical and attribute querying tools.  
 
•  Tools for the graphical representation of data.  
 
•  Facility to interrogate data objects.  
 
•  Ability to export information/reports in generic formats. 
 
•  Location search facility: address, street, postcode, intersection etc. 
 
•  Hardcopy map generation on predefined templates with copyright 
acknowledgements. 
 
•  Scalability to enable future development. 
 
•  Customizable without the need for specialist skills. 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Document Outline