HomeMy WebLinkAbout146-15 RESOLUTIONRESOLUTION NO.146-15
A RESOLUTION TO AUTHORIZE A CONTRACT WITH NEW WORLD
SYSTEMS CORPORATION IN THE AMOUNT OF $1,184,576.00 TO
UPGRADE THE CITY'S PUBLIC SAFETY SOFTWARE FOR POLICE, FIRE
AND AFTER HOURS CITY-WIDE SERVICES, TO APPROVE A FIVE (5)
YEAR MAINTENANCE AGREEMENT IN THE AMOUNT OF $846,675.00, TO
APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $160,000.00,
AND TO APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a contract
with New World Systems Corporation in the amount of $1,184,576.00 to upgrade the City's Public
Safety Software for police, fire and after hours city-wide services, approves a five (5) year
maintenance agreement in the amount of $846,675.00, and further approves a project contingency
in the amount of $160,000.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
PASSED and APPROVED this 18t' day of August, 2015.
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E. SMITH, City Clerk Treasurer
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2015-0353
Agenda Date: 8/18/2015 Version: 1 Status: Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 2
NEW WORLD SYSTEMS CORPORATION
A RESOLUTION TO AUTHORIZE A CONTRACT WITH NEW WORLD SYSTEMS
CORPORATION IN THE AMOUNT OF $1,184,576.00 TO UPGRADE THE CITY'S PUBLIC
SAFETY SOFTWARE FOR POLICE, - FIRE AND AFTER HOURS CITY-WIDE SERVICES, TO
APPROVE A FIVE (5) YEAR MAINTENANCE AGREEMENT IN THE AMOUNT OF $846,675.00,
TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $160,000.00, AND TO
APPROVE A BUDGET ADJUSTMENT
HE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a contract with
New World Systems Corporation in the amount of $1,184,576.00 to upgrade the City's Public Safety
Software for police, fire and after hours city-wide services, approves a five (5) year maintenance
agreement in the amount of $846,675.00, and further approves a project contingency in the amount of
$160,000.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
City of Fayetteville, Arkansas Page 1 Printed an M012016
City of Fayetteville Staff Review Form
2015-03S3
Legistar File ID
8/18/201S
City Council Meeting Date - Agenda Item Only
��__
N/A for Non -Agenda Item
Greg Tabor b4 7/31/2015 Police /
Police Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Request a resolution to approve the software upgrade and extend the maintenance agreement with New World
Systems; approval of a budget adjustment. The agreement, in the amount of $1,184,576, with a project
contingency of $160,000, will upgrade public safety software for police, fire and after hours city-wide services.
The agreement includes a five (5) year Standard Software Maintenance Agreement in the amount of $846,675,
implementation services, data conversion and project management services to fully implement the upgraded
Records Management System, Computer Aided Dispatch, and expand the mobile vehicle computer system.
Budget Impact:
4470.9470.5801.00
Sales Tax Capital Improvement
Fund
Account Number
14009
Public Safety Records Management System
Project Title
Project Number
Budgeted Item? Yes
Current Budget
$ 624,000.00
Funds Obligated
$ -
Current Balance
$ 624,000.00
Does item have a cost? Yes
Item Cost
$ 1,184,576.00
Budget Adjustment Attached? Yes
Budget Adjustment
$ 622,000.00
Remaining Budget $ 61,424.00
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Approval Date: b
RESOLUTI
ON NO. J
A RESOLUTION TO AUTHORIZE A CONTRACT WITH NEW WORLD SYSTEMS
CORPORATION IN THE AMOUNT OF $1,184,576.00 TO UPGRADE THE CITY'S PUBLIC
SAFETY SOFTWARE FOR POLICE, FIRE AND AFTER HOURS CITY-WIDE SERVICES,
TO APPROVE A FIVE (5) YEAR MAINTENANCE AGREEMENT IN THE AMOUNT OF
$846,675.00, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF
$160,000.00, AND TO APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes a contract
with New World Systems Corporation in the amount of $1,184,576.00 to upgrade the City's Public
Safety Software for police, fire and after hours city-wide services, approves a five (5) year
maintenance agreement in the amount of $846,675.00, and further approves a project contingency
in the amount of $160,000.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
PASSED and APPROVED this 18'h day of August, 2015.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor
SONDRA E. SMITH, City Clerk/Treasurer
CITY OF
e
ARKANSAS
MEETING OF AUGUST 18, 2015
TO: Mayor and City Council
FROM: Greg Tabor, Chief of Police
DATE: July 31, 2015
CITY COUNCIL AGENDA MEMO
SUBJECT: Request a Resolution to Approve the Software Upgrade and Extend the
Maintenance Agreement with New World Systems, and Approve a Budget
Adjustment
RECOMMENDATION:
Staff recommends a resolution to approve the software upgrade and extend the
maintenance agreement with: New World Systems and approval of a budget adjustment. The
agreement, in the amount of $1,184,576, with a project contingency of $160,000, will upgrade
public safety software for police, fire and after hours city-wide services. The agreement
includes a five (5) year Standard Software Maintenance Agreement (SSMA) in the amount of
$846,675, implementation services, data conversion and project management services to fully
implement the upgraded Records Management System (RMS), Computer Aided Dispatch
(CAD) and expand the mobile vehicle computer system.
BACKGROUND:
Our current Records Management System, Computer Aided Dispatch and mobile
vehicle computer system, provided by New World Systems, operate on an AS400/RS6000
platform that was purchased in 1997. Our public safety software supports our core operations
including fire, police and city-wide dispatching, police and fire records, and police and fire
mobile vehicle access. We utilize the software for tracking and maintenance of records
including: tickets, warrants, accidents and incidents, etc. The City has performed updates to the
system over the years, but it has not upgraded the system to keep pace with major technology
advances. Our current system performs most basic functions, but New World is no longer
developing the product. It is difficult to integrate with other systems, and it does not provide
adequate reporting.
DISCUSSION:
New World Systems is a top tier system that provides software for public safety,
including police and fire. The City has examined other software companies, both through
demonstrations and by attending user conferences, but it has not found another company that
provides the total software solution offered by New World Systems. By upgrading with New
World Systems, the City can continue to benefit from our existing regional information sharing
project with local agencies that also use New World Systems. New World continues to utilize the
same terminology with their old and new software, making the transition for our employees less
difficult and more seamless. The City will be able to easily convert historical data to the new
system. This historical data is invaluable to the continued safety of police and fire personnel.
Mailing Address:
113 W. Mountain Street www.fayettev'slle-argov
Fayetteville, AR 72701
For example, existing records include arrest histories, officer safety alerts and mug shots on
subjects known to be threats to police officers, firefighters, and the general public. Staff is
recommending approval of an extension to the City's existing agreement with New World
Systems. State purchasing laws do not require competitive bidding of software upgrades.
BUDGETISTAFF IMPACT:
There is currently $624,000 budgeted in the 2015 Capital Improvement Plan (CIP) for
this project. A budget adjustment of $622,000 is requested to be approved moving funds from
the ERP Upgrade/Replacement, Geographic Information System, and AS1400 Computer
Upgrade projects to meet the items contained within this agreement.
In addition, the project contingency part of this agreement is the only part of the project
that will be funded from the 2016 CIP. Future annual standard software maintenance
agreements, starting on January 1, 2016, will be funded from the appropriate fiscal year
operating budgets.
Attachments:
SRF- Public Safety RMS 2015
BA
PO
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division: Police Adjustment Number
2015 Dept.: Police
Requestor: Jamie Fields
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
$622,000 is requested in the Police Records Management System project for the contract with New World Systems.
The funding will come from the ERP Upgrade/Replacement ($531,336), Geographic Information Systems ($1,733),
AS/400 Upgrades ($12,423), and Fire Department Information Technology Improvements ($76,508) projects.
RESOLUTION/ORDINANCE
COUNCIL DATE: 8/18/2015
LEGISTAR FILE ID#: 2015-0353
KeA/t vv Spy'
7/31/20X5 4:35 PM
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
v.20150402
TOTAL
- -
increase / (Decrease)
Project.Sub#
Account Number
Expense Revenue
Project
Sub
AT
Account Name
4470.9470.5801.00
622,000 -
14009
2000
EX
Fixed Assets
4470.9470.5801.00
(531,336) -
13008
1
EX
Fixed Assets
4470.9470.5209.00
(1,733) -
02055
1
EX
Software
4470.9470.5801.00
(12,423) -
04027
1
EX
Fixed Assets
4470.9470.5801.00
(76,508) -
10017
1501
EX
Fixed Assets
C:\Users\dmccoy\AppData\Roaming\L5\Temp\48e278ec-e4eb-47fM994-6330aId9bdd4 1 of 1
City of Fayetteville - Purchase Order Request (PO)
Requisition o.:
e
712012015
(Not a PJrdISM6 ardW y
P.O Number.
All PO Requests shall be scanned to the Purchasing wmall. Purchasing@fayetterllle-ar.gov.
Purebase shall not be made until an actual PO has been issued.
Vendor
Vendor
Mail
Leglstar4.
xss
#:
New World Systems
Name:
Larrs ❑ ka
2015-0353
FOB Point:
axab
Address: 08e W Big Bearer Ste 600
❑ m n
Expected DHirery Date:
Tip Code:
Ship [o code:
Ruoles Attached
City: Troy
Stale: MI
48084
0 rEs ❑ wo
Requester's Employee #:
Extension:
Requester: Jamie Fields
303
3600
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Number
Project.Sub#
Inventory#
Fixed Asset 0
Base Software (AEGIS)
1
EA
012,396.00
$612,396.UU
44TO.9470.5601.00
14009.2000
rI
Implementation Services (AEGIS)
1
EA
416,400.00
$416,400.00
44TO.94TO.6601.00
14009.2109
3rd Party Products and Services
1
EA
65,780.00
$65,700.00
"70.9470.5801.00
14009.220D
(AEGIS)
4
Travel (AEGIS)
1
EA
90,100.00
$10,000.00
4470.9470.5601.00
14009.2300
5
$0.00
6
$D.ttD
7
S0A0
8
$9.00
9
$O.DD
10
$O.00
ShippinglHandling
Lot
PeG ns ns:
Software upgrade la existing New World software which is excluded from State of Arkansas competitive bidding requirements. Subtotal: $1,144a79,00
Tax: $0.00
Total: $1,1&t,576.00
Approvals:
Mayor. Department Director Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilitees Manager: Other:
New World SiNlein.
11ee 1'atblir �i�r7�u,Sr, flira�rr co��rprrur
Document Number: 0743-15A 1 L
ADDITIONAL SOFTWARE LICENSE AGREEMENT
For an Aegis 400 to Aegis .NET / MSP Upgrade and Additional Modules
July 31, 2015
New World Systems is pleased to license you additional software per your request.
The attached Exhibits and Appendix are to be reviewed and approved by you and/or your authorized representative.
They describe the additional software and services you have requested along with the related fees.
The attached Exhibits and Appendix include:
Exhibit AA ....................
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
Exhibit A .......................
LICENSED STANDARD SOFTWARE AND FEES
Exhibit B .......................
IMPLEMENTATION AND TRAINING SUPPORT SERVICES
Exhibit C .......................
STANDARD SOFTWARE MAINTENANCE AGREEMENT
Exhibit D .......................
NON -DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
Exhibit E .......................
DEMONSTRATION SITE DISCOUNT
Exhibit F .......................
DATA FILE CONVERSION ASSISTANCE
Exhibit G.......................
CITY REQUESTED STANDARD SOFTWARE ENHANCEMENTS /
MODIFICATIONS AND / OR CUSTOM SOFTWARE
Exhibit H.......................
DECISION SUPPORT SYSTEMS (DSS) IMPLEMENTATION SERVICES
Exhibit I ........................
ACCEPTANCE TESTING
Exhibit J........................
INCORPORATION BY REFERENCE OF NEW WORLD'S SOFTWARE
SPECIFICATION TEMPLATE AND BAFO
Exhibit K.......................
TRAVEL POLICY
Exhibit L ....................... INITIAL IMPLEMENTATION PLAN
Exhibit M...................... FINALIZED THIRD PARTY HARDWARE ENVIRONMENT
Exhibit 0....................... SOFTWARE PERFORMANCE TEST CRITERIA
Appendix 1.................... AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD
PARTY PRODUCTS AND SERVICES
Appendix 2.................... STATEMENT OF WORK
The General Terms and Conditions from our Logos License Agreement dated July 31, 2015 are incorporated and
will apply. Any taxes or fees imposed from the course of this Agreement are the responsibility of the City.
We thank you for your continued business with New World Systems. We look forward to working on this project
with you.
ACKNOWLEDGED AND AGREED TO BY:
(City) ",// C
rry D. Leinweber, President A
ATTES
By:�
Smith, City Clerk/Treasurer
Date: 40 L3l —Ir Date: 1 Ls
Each individual signing above represents that (s)he has the requisite authority to execute this Agreement on
behalf of the organization for which (s)he represents and that all the necessary formalities have been met.
The "Effective Date" of this Agreement is the latter of the two dates in the above signature block.
Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 •248-269-1000 • www.newworldsystems.com
0743-15AIL 0731 U2W L4L & AddI (5yr Std) (15A1M 0730)
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
I. Total Cost ,Summary: Licensed Standard Software, Implementation Services, And Third Party Products
DESCRIPTION OF COST COST
A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $612,396
1. Licensed Standard Software $1,020,825
2. Less Customer Loyalty Software Credit (113,157)
3. Less Customer Loyalty Software Discount (Additional Modules) (140,648)
4. Less Demonstration Site Discount (48,924)
5. Less Additional BAFO Discount (105,700)
B. IMPLEMENTATION SERVICES 416,400
1. PROJECT MANAGEMENT as fiirther described in Exhibit B
2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B
3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B
4. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B
5. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F
6. DECISION SUPPORT SOFTWARE SERVICES as further described in Exhibit H
C. '11-ARD PARCH' PRODUCTS AND SERVICES 65,780
1. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix 1
D. TRAVEL EXPENSES (Estimate) —billed as incurred $90,000
ONE TIME PROJECT COST:
E. STANDARD SOFTWARE MAINTENANCE SERVICES — the services are further detailed in Exhibit C.
PRICING ASSUMES CONTRACT EXECUTION BYAUGUST 28 2015.
City of Fayetteville, AR Page 2 of 54
0743-15AIL 0731 U2W L4L & Add'l (5yr Std)
Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE
II. Payments for .Licensed Standard Software, Implementation Services, and Third Party„ Products
DESCRIPTION OF PAYMENT PAYMENT
A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $612,396
1. Amount invoiced upon Effective Date (25%) $153,099
2. Amount invoiced 153,099
90 Days After Effective Date (25%)
3. Amount invoiced 180 Days After Effective Date (25%)
$153,099
4_ Amount invoiced 270 Days After Effective Date (25%)
153,099
B. IMPLEMENTATION SERVICES
416,400
1. Amount invoiced upon completion of Step 1 in SOW -
$62,460
Conduct Start up Activity
2. Amount invoiced upon completion of Step 3 in SOW --
62,460
Approve Project Plan
3. Amount invoiced upon completion of Step 4 in SOW -
62,460
Install the Standard Solution
4. Amount invoiced upon completion of Step 7 in SOW -
83,280
Conduct End User Training
5. Amount invoiced upon completion of Step 9 in SOW -
83,280
Conduct Go -Live
6. Amount invoice upon completion of Step 10 in SOW —
62,460
Close the Project
C. THIRD PARTY PRODUCTS AND SERVICES 65,780
1. Amount invoiced upon the Effective Date (501/6) $32,890
2. Amount invoiced upon Delivery of Third Party 32,890
Products and Services (50%)
D. TRAVEL EXPENSES (Estimate) $90s 000*
(These expenses are billed as incurred)
1. 45 trips are anticipated.
*Estimate
ONE TIME PAYMENTS:1 4 5
E. STANDARD SOFTWARE MAINTENANCE SERVICES — as further detailed in Exhibit C
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
Billings are applied ratably to each deliverable included under the total one-time cost: If any deliverable is subject
to sales tax, the tax will be calculated and added as applicable to each billing.
City of Fayetteville, AR Page 3 of 54
0743-15AIL 0731 U2W L4L & Add'1(5yr Std)
EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES
License Fee for Licensed Standard Software And Documentation Selected By the Ci :
Application Package 1,2,1,1
EXISTING AEGIS iSERIES (AS/400) STANDARD SOFTWARE TO BE REPLACED BY THE
AEGIS.NETIMSP STANDARD SOFTWARE
CAD
1. Aegis/400 Combined Multi -Jurisdiction LE/Fire/EMS CAD
- Call Scheduling - Call Stacking
- Geo-File Verification
- Hazard and Location Alerts
- Hydrant Inventory
- Access to Aegis/400 LE Records
- Access to Aegis1400 Fire/EMS Records
- Note Pads
- Rip-N-Run'
- Run Cards
- Tone Alerts
- Unit Recommendations
- Unit Status Monitors
- Fire/EMS Recommendations
2. Additional Aegis*1400 Software for Computer Aided Dispatch
- CAD Mapping (ESRI based)
- CAD Redundancy
- Service Vehicle Rotation (Wrecker, Ambulance)
LAW ENFORCEMENT RECORDS
3. Aegis/400 Single Jurisdiction Base Law Enforcement Records
- Accidents
- Arrest
- Business Registry
- Case Processing
- Computer Aided Investigations
- Federal Reports (UCR/IBR)
- Geo-File Verification
- Impounded Vehicles
- Incident Tracking
- Jacket Processing
- Personnel/Education
- Properly
- Traffic Tickets and Citations
- Wants and Warrants
Cost
City of Fayetteville, AR Page 4 of 54
0743-15A1L 0731 U2W 1,41, & Add'l (Syr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
4. Aegis/400 Federal and State Compliance Reporting for LE Records
- Federal UCR/IBR
5. Additional Aegis/400 Software for Law Enforcement Records
- Activity Reporting and Scheduling
- Case Management
- Field Investigations
- GEO File Verification
- Hazardous Materials
- Paperless Automated Case Entry (PACE)
- Property Room Bar Coding
6. Aegis/400 Third Party LE Records Interface Software
- Ticket Writer Interface
FIRE/EMS RECORDS
7. Aegis/400 Fire Records Software Base Package
- Activity Reporting and Scheduling
- Investigations
- Hazardous Materials
- Hose Inventory and Maintenance
- Hydrant Inventory and Inspections
- Incident Tracking
- Inspection Tracking
- Personnel/Education
- Pre -plans
8. Aegis/400 Federal and State Compliance Reporting for Fire Records
- State/NFIRS 5.0 Electronic Reporting
ADDITIONAL PUBLIC SAFETY SOFTWARE
9. Aegis/400 Public Safety State/NCIC Interface Software
- Aegis/400 State/NCIC Interface
- On -Line CAD Interface to StateMCIC
City of Fayetteville, AR Page 5 of 54
0743-15A1L 0731 U2W L4L & Add'l (5yr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
10. Aegis/400 Imaging Software
Server Software
- Public Safety Line Ups/Mug Shots
Client Software
- Image CaptureNiew
- Licenses (12 units)
11. Aegis/400 Data Management and Retrieval Tools
-Microsoft Word® Interface
- Data Analysis/Crime Mapping
SUB -TOTAL DELETED AS/400 MODULES (S113,157)
EXISTING AEGIS .NETIMSP STANDARD SOFTWARE TO REMAIN UNCHANGED
AEGIS DATA SHARING
12. Data Connector to NWS DB - Agency 1
13. Data Consacctor to NWS 911 - A gertr5; 1
14. Web Consolidated Search
- Web Query
SUB -TOTAL AEGIS LINK SOFTWARE MODULES N/A
City of Fayetteville, AR Page 6 of 54
0743-15AIL 0731 U2W 1,41, & Add'] (5yr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
EXISTING AEGIS MOBILE STANDARD SOFTWARE AT FAYETTEVILLE POLICE DEPT.
TO BE RECONFIGURED TO BE COMPATIBLE WITH THE AEGIS. NETIMSP STANDARD
SOFTWARE
MOBILE SOFTWARE
MOBILE SOFTWARE ON THE RS/6000
15. Base Message Switch to State/NCIC (1-30 users)
- Base Message Switch for MDT/MCT
- State/NCIC Interface
16. Additional Aegis Software for RS/6000 Message Switch
- New World CAD Interface for Aegis 400 (1-30 users)
- AVL Interface (1-30 devices)
MOBILE SOFTWARE ON THE iSERIES 400
17. Aegis/400 Mobile Integration Software
- MDT/MCT Base CAD/RMS Interface (1-30 users)
- AVL CAD Interface (1-30 users)
MOBILE MANAGEMENT SERVER
18. Aegis Mobile Management Server Software (1-30 units)
- Base CAD/NCIC/Messaging
- AVL Mapping Server
CLIENT SOFTWARE
19. Aegis® Law Enforcement Mobile Unit Software
Mobile Mess„agin�
LE State/NCIC via Switch (27 units)
LE CAD via Switch (29 units)
In -Car Mapping (2 units)
Field -Based Renortiu2
MCT Ticket Writer interface (1 unit)
SUB -TOTAL MOBILE SOFTWARE MODULES (POLICE) /A
City of Fayetteville, AR Page 7 of 54
0743-15AIL 0731 U2W L4L & Add'1(5yr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
EXISTING AEGIS MOBILE STANDARD SOFTWARE AT FAYETTEVILLE FIRE DEPT. TO
BE RECONFIGURED TO BE COMPATIBLE WITH THE AEGIS .NETIMSP STANDARD
SOFTWARE
MOBILE SOFTWARE
MOBILE SOFTWARE ON THE RS/6000
20. Base Message Switch to State/NCIC (Upgrade from 30 to 50 users)
- Base Message Switch for MDT/MCT
- State/NCIC Interface
21. Additional Aegis Software for RS/6000 Message Switch
- New World CAD Interface for Aegis 400 (Upgrade from 30 to 50 users)
- AVL Interface (Upgrade from 30 to 50 devices)
MOBILE SOFTWARE ON THE !SERIES 400
22. Aegis/400 Mobile Integration Software
- MDT/MCT Base CAD/RMS Interface (Upgrade from 30 to 50 users)
- AVL CAD Interface (Upgrade from 30 to 50 users)
MOBILE MANAGEMENT SERVER
23. Aegis Mobile Management Server Software
- Base CAD/NCIC/Messaging (Upgrade from 30 to 50 Users)
CLIENT SOFTWARE
24. AeL60 Fire Mobile Unit Software (20 Units)
Fire CAD via Switch
In -Car Mapping
New World AVL
SUB -TOTAL MOBILE ,SOFTWARE MODULES (FIRE) N/A
City of Fayetteville, AR Page S of 54
0743-15AIL 0731 U2W 1,41, & Add7 (Syr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
AEGIS .NET/MSP ,STANDARD SOFTWARE TO UPGRADE THE EXISTING AEGIS iSERIES
(AS/400) STANDARD SOFTWARE
CAD
25. Aegis Enterprise Combined LE/Fire/EMS CAD $119,000
- CAD Mapping
- Call Entry
- Call Control Panel
- Unit Recommendations
- Unit Status and Control Panel
- Call Stacking
- CAD Messaging
- CalI Scheduling
- Dispatch Questionnaire
- Fire Equipment Search/Fire Equipment Move
- GIS/Geo-File Verification
- Hazard and Location Alerts
- Hazmat Search
- Hydrant Inventory
- Access to Aegis/MSP LE Records
- Access to Aegis/MSP Fire Records
- Note Pads
- Proximity Dispatch (Requires CAD AVL and Mobile)
- Rip-N-Run Remote Printing
- Run Cards/Response Plans
26. Additional Aegis Enterprise Software for Computer Aided Dispatch s
- Service Vehicle Rotation (Wrecker, Ambulance) 11,000
27. Aegis Enterprise Third Party Interface Software'
- Aegis State/NCIC Interface' 17,000
Includes state -specific standard forms
On -Line Modules'
- On -Line CAD Interface to State/NCIC 11,000
Includes state -speck standard forms
City of Fayetteville, AR Page 9 of 54
0743-15A1L 0731 U2W UL & Add'] (Syr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
LAW ENFORCEMENT RECORDS
28. Aegis/MSP Single Jurisdiction Base Law Enforcement Records 66,000
- Accidents
- Activity Time Tracking
- Arrest
- Business Registry
- Case Processing
- Computer Aided Investigations
- Federal Reports (UCR/IBR)
- GIS/Geo-File Verification
- Impounded Vehicles
- Incident Tracking
- Jacket Processing
- Personnel/Education
- Property
- Traffic Tickets and Citations
- Wants and Warrants
29. Aegis/MSP Federal and State Compliance Reporting for LE Records
- Federal UCR/IBR9 20,000
- State Accidents1° 20,000
30. Additional Aegis/MSP Software for Law Enforcement Records
- Activity Reporting and Scheduling 10,000
- Case Management 10,000
-Data Analysis/Crime Mapping/Management Reporting' 20,000
- Field Investigations 10,000
- hazardous kfaterials 10.000
- Property Room Bar Coding' 10,000
31. Aegis/MSP Third Party LE Records Interface Software'
- Ticket Writer Interface 25,000
32. Aegis/MSP Imaging ,Software
- Public Safety Lineups/Mug Shots " 29,000
City of Fayetteville, AR Page 10 of 54
0743-15AIL 0731 U2W 1,41, & Add9 (5yr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
FIRE RECORDS
33. Aegis/MSP Fire Records Software Base Package 54,000
- Activity Reporting and Scheduling
- Investigations
- Business Registry
- Hazardous Materials
- GIS/Geo-File Verification
- Hydrant Inventory and Inspections
- Incident Tracking
- Inspection Tracking
- Personnel/Education
- Pre -plans
- Station Activity Log
- BLS/ALS
34. Federal Compliance Reporting for Fire Records
- NFIRS 5.0 Electronic Reporting 22,000
35. Additional Aegis/MSP Software for Fire Records
- Data Analysis/Management Reporting 15,000
AEGIS. NETIMSP STANDARD SOFTWARE TO BE ADDED
CAD
36. Additional Aegis Laterprise Software for Computer Aided Dispatch
- CAD Auto Routing
11,000
- CAD AVL
11,000
- Web CAD Monitor
30,000
37. Aegis Enterprise Third Party Interface Software s
- CAD Paging Interface 11,000
Supports SNPP, SMTP, Standard TAP, WCTP
- E-91 I Interface 7 11,000
City of Fayetteville, AR Page 11 of 54
0743-15AIL 0731 U2W 1,41. & Add'i (5yr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
LAW ENFORCEMENT RECORDS
38. Additional Aegis/MSP Software for Law Enforcement Records
- Career Criminal Registry (parolee, sex offender) 10,000
- Equipment Tracking 15,000
- Inventory 15,000
- Narcotics Management/Intelligence 15,000
- Permits 15,000
- Vehicle Tracking and Maintenance 15,000
39. Aegis/MSP Third Party LE Records Interface Software s
- Citizen Reporting Interface 18,000
Supports CopLogic
On -Line Modules'
Includes state -speck standard forms
- On -Line Global Subjects Interface to State/NCIC 11,000
- On -Line Property Checks Interface to State/NCIC 11,000
- On -Line Wants and Warrants Interface to State/NCIC 11,000
FIRE RECORDS
40. Additional Aegis/MSP Software for Fire Records
- Equipment Tracking and Maintenance 15,000
- Fire Permits 15,000
- Inventory 15,000
DECISION SUPPORT SOFTWARE 6,11,18
41. Law Enforcement Management Data Mart (CAD, RMS)
- Includes 10+ users 20,000
Dashboards for Law Enforcement 16,000
42. Fire Management Data Mart (CAD, RMS)
- Includes 10+ users 20,000
Dashboards for Fire Management 16,000
City of Fayetteville, AR Page 12 of 54
0743-15AIL 0731 U2W 1,41. & Add'I (Syr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
MOBILE SOFTWARE
MOBILE SOFTWARE ON THE RS/6000 r2
43. Base Message Switch to State/NCIC (Upgrade from 50 to 100 units) 8,000
- Base Message Switch for MDT/MCT
- State/NCIC Interface
44. Additional Aegis® Software for RS/6000 Message Switch
- New World CAD Interface for Aegis MSP (Upgrade from 50 to 100 units) 3,000
-Mobile Upload Software (1-100 units) 35,000
- AVL Interface (Upgrade from 50 to 100 units) Is 3,000
MOBILE SOFTWARE ON THE MSP Server
- MDT/MCT Base CAD/RMS Interface (Upgrade from 50 to 100 units) 1,000
- AVL CAD Interface (Upgrade from 50 to 100 units) 13 3,000
MOBILE MANAGEMENT SERVER
45. Aegis Mobile Management Server Software
- Base CAD/NCIC/Messaging (Upgrade from 50 to 100 units) No Charge
- Field Reporting (1-100 units) 13,000
- Field Reporting Data Merge (1-100 units) 3,500
CLIENT SOFTWARE
46. Aegis® Law Enforcement Mobile Unit Software
Mobile Messaging
LE Stale,'NCIC via Switch'(11 units)
5500 ea.
S5,ti00
LE CAD via Switch (9 unit)
$750 ea.
$6,750
Mugshot Image Download (38 units)
$200 ea.
$7,600
State Photo Download (38 units)
$200 ea.
$7,600
In -Car Mapping (36 units)
$400 ea.
$14,400
In -Car Routing (38 units)
$300 ea.
$11,400
New World AVL (38 units)
$300 ea.
$11,400
Field -Based Reporting (38 Units)
LE Accident Field Reporting (38 units) $1,000 ea. $38,000
The following New World Report is included:
- Accident (1 form)
LEE Accident Field Reporting Compliance (38 units) $300 ea. $11,400
Mobile Upload of Field Reports (38 units) $600 ea. $22,800
City of Fayetteville, AR Page 13 of 54
0743-15AIL 0731 U2W L4L & Add'] (5yr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
47. In -Station -Based Renortinsr
LE Field Reporting (Federal Standards) (26 units) $1,000 ea. $26,000
The following 5 New World Reports are included:
- Incident (1 form)
- Case (I form)
- Arrest (1 form)
- Supplement (1 form)
- Impound Vehicle (I form)
LE Field Reporting Compliance (26units) $200 ea. $5,200
Mobile Upload of Field Reports (26 units) $600 ea. $15,600
48. AesisO Fire Mobile Unit Software
In -Car Routing (20 units) $300 ea. $6,000
Fire Inspections (2 units) $500 ea. $1,000
Subtotal $7,150 ea.
Less Laptop Software Volume Discount of 50%
TOTAL LAPTOP SOFTWARE
49. Workstation License for up to 200 Workstations19
NEW WORLD STANDARD SOFTWARE LICENSE FEE
LESS CUSTOMER LOYALTY SOFTWARE CREDIT
LESS CUSTOMER LOYALTY SOFTWARE DISCOUNT 15
LESS DEMONSTRATION SITE DISCOUNT
LESS ADDITIONAL BAFO DISCOUNT
$190,650
($95,325)
95,325
50,000
$1,020,825
(113,157)
(140,648)
(48,924)
(105,700)
TOTAL SOFTWARE LICENSE FEE 16,'' S612.3965
Note: Other than for Mobile Software, a Workstation License for up to 200 users is
included for the Exhibit A Licensed Standard Software, The Workstation License
includes the following agencies as authorized users:
- Fayetteville Police Department, AR
- Fayetteville Fire Department, AR
City of Fayetteville, AR Page 14 of 54
0743-15A1L 0731 U2W L4L & Add'l (Syr Std)
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
ENDNOTES
I Personal Computers must meet the minimum hardware requirements for New World Systems' Aegis
products. Microsoft Windows 718 or later is required for all client machines. Windows 200812012
Server and SQL Server 200812012 are required for the Application and Database Server(s).
2 New World Systems' Aegis product requires Microsoft Windows 200812012 Server and SQL Server
200812012 including required Client Access Licenses (CALs) for applicable Microsoft products.
Servers must meet minimum hardware requirements provided by New World Systems.
3 New World Systems' Aegis product requires Microsoft Excel or Windows Search 4.0 for document
searching functionality; Microsoft Word is required on the application server for report formatting.
A New World recommends a 100/1000M6 (GB) Ethernet network for the local area network. Wide area
network requirements vary based on system configuration, New World will provide further
consultation for this environment.
5 Does not include any required 3rd party hardware or software unless specified in Section C of this
proposal. The City is responsible for any 3rd party support.
6 Application may require a separate Server.
7 Requires Lantronix UDS 1100 included in Appendix 1 of this Agreement.
8 The City is responsible for obtaining the necessary State approval and any non -New World hardware
and software. Includes state -specific standard forms developed by New World. Additional forms can be
provided for an additional fee.
9 Federal UCR/IBR includes edits, reports and electronic submission.
10 State Accidents includes logic, reports and electronic submission, where applicable.
11 Camera must meet product specifications and be procured through New World
12 Configuration and end user training to occur after the City has been live for 3 months or longer on an
application.
13 Currently supporting Commercial 3G/4G Broadband Wireless, 802.11, NetMotion and Radio IP VPN
solutions.
14 Requires 3rd parry GPS hardware.
15 Discount only available in conjunction with upgrading Aegis AS1400 to Aegis MSP Windows,
16 Prices assume that all software is licensed
17 Licensed Software, and third party software embedded therein, if any, will be delivered in a machine
readable form to City via an agreed upon network connection. Any taxes or fees imposed are the
responsibility of the purchaser and will be remitted when imposed
18 With decision support software, 10+ shall mean unlimited users.
19 Additional Workstations may be added to the Site License at a 25% discount for up to two (2) years
after the Effective Date of this Agreement.
City of Fayetteville, AR Page 15 of 54
0743-15AIL 0731 U2W UL & Add'I (5yr Std)
EXHIBIT B
PROJECT MANAGEMENT, IMPLEMENTATION AND
TRAINING SUPPORT SERVICES
1. Project Management Services
New World shall act as Project Manager to assist City's management in implementing the Exhibit A software. This
responsibility will include documenting, coordinating and managing the overall Implementation Plan with City's
management and the City Liaison. Project Management Services include:
a) a summary level Implementation Plan;
b) a detail level hmplementation Plan;
c) revised Implementation Plans (if required);
d) monthly project status reports; and
e) project status meetings
• a project review (kickoff) meeting at City's location
• progress status meeting(s) will occur during implementation via telephone conference or at
City's location; and
• a project close-out meeting at City's location to conclude the project.
f) New World consultation with other vendors or third parties.
The implementation services fees described in Exhibit AA include Project Management fees for a period up to 18
months after the Effective Date,
Project Schedule and Acceptance.
New World will develop a detailed project schedule that details both New World and City's responsibilities,
timeline for project activities, phases, milestones, and deliverables ("Implementation Plan") in connection with New
World's performance of the services described in the Statement of Work. The Implementation Plan should be in
sufficient detail to specify the deliverables, conversion, training, testing, acceptance, configuration, modification,
integration, and live operation activities. Both New World and City agree that a mutually agreeable Implementation
Plan will be submitted and approved by City within thirty (30) days of the date the Agreement is signed by both
parties ("Effective Date"). In the event New World is unable to provide the Implementation Plan within thirty (30)
days, City will have at its option, the ability to terminate the Agreement and obtain all fees paid to New World. The
Implementation Plan will also include the criteria by which the software will be tested and accepted by City.
The Project Managers appointed pursuant to this Agreement will meet periodically to review the Implementation
Plan. Changes to the scope of the project including additional Licensed Software and Services may be proposed by
either party, and if accepted by the parties, the proposed changes shall be. reduced to a written document, inclusive
of any applicable pricing changes ("Change Order"). Written approval signed by a duly authorized representative of
each of the parties of such Change Order must be obtained prior to the provision of any products or services related
to such Change Order.
New World shall provide to Client a written quotation for any changes in this Agreement, including Software,
Services, Customizations, etc. Each Change Order shall be reviewed and approved by the City, and shall be subject
to the requirements in the section.
2. Implementation and Training Sunnort Services
Based on the Licensed Standard Software listed and scope of services presented on Exhibit A, New World shall
provide the City with such work at the price listed in Exhibit AA for up to 145 working days of New World
implementation and training support services. Excess days requested shall be billed at the Daily Rate. Avoiding or
minimizing custom or modified features will aid in keeping the support costs to the amount allocated. The City
agrees to reimburse New World for support trips canceled by the City less than ten (10) days before the scheduled
start date to cover New World's out-of-pocket costs. The recommended implementation and training support
services ("Services") include:
City of Fayetteville, AR Page 16 of 54
0743-15AIL 0731 U2W UL & Add'] (Syr Std)
Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
a) implementation of each package of Licensed Standard Software;
b) City training and/or assistance in testing for each package of Licensed Standard Software;
c) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff.
The project management, implementation and training support services provided by New World may be performed
at City's premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project
management are performed in Troy).
3. Enterprise Mobile Upgrade Services
Mobile Upgrade includes the following applications:
a) Messaging
b) Fire Messaging
c) Mapping
d) AVL
Note: Enterprise Mobile Upgrade Services includes upgrading both the Fayetteville Police Department and the
Fayetteville Fire Department mobile units.
4. Mobile Form(s) Enhancements
The following mobile forms will be upgraded to add Multiples and/or Dynamic Print (no additional form changes
included):
a) Case Report (Entry and Print)
b) Case Supplement (Entry and Print)
c) Arrest Report (Entry and Print)
d) Incident /Supplement (Entry and Print)
5. Interface Installation Service
New World shall provide interface installation services as described in this paragraph below. These services do not
include hardware and/or third party product costs which shall be the City's responsibility, if required. Whenever
possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on -site
installation and training is required, the City will be responsible for the actual Travel Expenses and Time. The
services include the following interfaces.
a) Web CAD Monitor
b) CAD Pager Interface
c) 911Interface
d) State/NCIC Interface
e) On -Line CAD Interface to State/NCIC
f) Ticket Writer Interface
g) Citizen Reporting Interface
h) On -Line Global Subjects Interface to State/NCIC
i) On -Line Property Checks interface to State/NCIC
j) On -Line Wants & Warrants Interface to State/NCIC
k) New World Mug Shots/Imaging
1) Web Query/Data Sharing Reconfiguration
m) Windows System Assurance
n) GIS Implementation
City of Fayetteville, AR Page 17 of 54
0743-15AIL 0731 U2W L41, & Add'] (5yr Std)
Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
New World's GIS implementation services are to assist the City in preparing the New World required GIS data for
use with the Licensed Aegis Software. Depending upon the Licensed Software the City at a minimum will be
required to provide an accurate street centerline layer and the appropriate polygon layers needed for Unit
Recommendations and Run Cards in an industry standard ESRI file format (Personal Geodatabase, File
Geodatabase, Shape Files). City is responsible for having clearly defined boundaries for Police Beats and Fire
Quadrants. If necessary New World will assist the City in creating the necessary polygon layers (Police Beats and
Fire Quadrants) for Unit Recommendations and Run Cards. New World is not responsible for the accuracy of or
any ongoing maintenance of the GIS data used within the Licensed Aegis Software.
6. Hardware Ouality Assurance Service
New World shall provide Hardware Systems Assurance of City's Aegis .NET/MSP server(s). These services do
not include hardware and/or third party product costs which shall be City's responsibility, if required. Whenever
possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on -site
installation is required, the City will be responsible for the actual travel expenses and time.
a) Hardware Quality Assurance Services High Availability Environment:
Hardware Systems Assurance and Software Installation:
- Assist with High Level System Design/Layout
- Validate Hardware Configuration and System Specifications
- Validate Network Requirements, including Windows Domain
- Physical Installation of New World Application Servers
- Install Operating System and Apply Updates
- Install SQL Server and Apply Updates
- Install New World Applications Software and Apply Updates
- Establish Base SQL Database Structure
- Install Anti -Virus Software and Configure Exclusions
- Install Automated Backup Software and Configure Backup Routines
- Configure System for Electronic Customer Support (i.e. NetMeeting)
- Tune System Performance Including Operating System and SQL Resources
- Test High Availability/Disaster Recovery Scenarios (if applicable)
- Provide Basic System Administrator Training and Knowledge Transfer
- Document Installation Process and System Configuration
7. Message Switch Operating System Assurance Service
New World shall provide Message Switch Operating System Assurance. These services do not include hardware
and/or third party product costs which shall be the City's responsibility, if required. On -site installation is required.
The City will be responsible for the actual travel expenses and time.
a) Message Switch Operating System Assurance Services:
Operating System Assurance and Software Installation Services:
- Unpack and assemble hardware
- Verify core hardware functionality (network/video/storage devices/usb)
- Install and update AIX Operating System
- Install and update applicable system manual pages
- Set AIX environment variables
- Build system user -ids and applicable authorizations
- Install and stage message handler and compilers
- Verify and allocate disk space
City of Fayetteville, AR Page 1S of 54
0743-15A1L 0731 U2W L4L & Add'I (5yr Std)
Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
- Mirror hard drives and boot sequencing
- Migrate all Message Switch data from the old server to the new server
- Configure devices on the new server (Ethernet cards, print queues, tty's, etc.)
- Verify all scripts are adjusted for new machine
- Migrate all source code from old machine to the new machine
- Compile New World Message Switch programs
- Assure Message Switch operation in the live environment
- Adjust any tables as needed during the assurance phase
- Setup automatic "crop" jobs
- Complete full system and log backups
- Perform any necessary administrator training
8. Sunuort Services
Up to 5 days have been allocated to provide CAD/Mobile NCIC Parsing. Actual usage may be higher or lower
based on the City's requirements and use of these support services.
Support services are typically performed at the City's premises but may be provided at New World national
headquarters in Troy, Michigan. The City agrees to reimburse New World for support trips canceled by the City
less than ten (10) days before the scheduled start date to cover New World's out of pocket costs.
9. Additional Services Available
Other New World services may be required or requested for the following:
a) additional software training;
b) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff;
c) New World consultation with other vendors or third parties;
d) modifying the Licensed Standard Software;
e) designing and programming Licensed Custom Software; and
f) maintaining modified Licensed Standard Software and/or custom software.
The City may request these additional services in writing using New World's Request For Service (RFS) procedure
(or other appropriate procedures mutually agreed upon by the City and New World and will be provided at the
Daily Rate).
10. CJIS Compliance
New World understands and agrees to the provision that all New World personnel with physical, virtual, or
network access to the System will be required to submit to a fingerprint -based criminal background check and
successfully complete the CJIS Security Awareness Training and Test prior to beginning work on the System. New
World is responsible for maintaining and providing a signed and completed CJIS Security Addendum.
City of Fayetteville, AR Page 19 of 54
0743-15A1L 0731 U2W L4L & Add'] (5yr Std)
EXHIBIT C
STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA
This Standard Software Maintenance Agreement (SSMA) between New World and the City sets forth the standard
software maintenance support services provided by New World.
1. Service Period
This SSMA shall remain in effect for a term of five (5) years (the SSMA term), with an option to renew for
additional five year terms. The initial term shall begin on 1/1/16 ("Start Date") and ending on the same calendar
date at the conclusion of the SSMA term. Maintenance is identified and agreed upon for the first five (5) years.
2. Services Included
New World shall provide the following services during the SSMA term.
a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed
Standard Software application packages are supported no longer than nine (9) months after a new
release is announced by New World);
b) temporary fixes to Licensed Standard Software (see paragraph 6 below);
c) revisions to Licensed Documentation;
d) reasonable telephone support for Licensed Standard Software on Monday through Friday from
8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and
e) invitation to and participation in user group meetings.
f) Emergency 24-hour per day telephone support, for Aegis CAD only, seven (7) days per week for
Licensed Standard Software. Normal service is available from 8:00 a.m. to 8:00 p.m. (Eastern
Time Zone). After 8:00 p.m., the Aegis CAD phone support will be provided via pager and a New
World support representative will respond to CAD service calls within 30 minutes of call
initiation.
g) Includes integration of the embedded software that is a component of the Exhibit A Licensed
Standard Software.
h) A no -charge, one time upgrade to the New World Enterprise Records software currently under
development, to include the following:
i. A like -for -like Enterprise Records software license for the existing LERMS Licensed
Standard Software licensed by the City at the time of the upgrade.
ii. iii. Additional implementation, training, hardware, travel costs and scope outside a standard
upgrade are not included, and are costs the City agrees to bear.
i) Registration for three (3) City participants to the 2016 through 2020 New World Systems'
Executive Customer Conference to include two (2) nights stay at the Conference Hotel on
specified conference dates, conference registration and meals. Participation does not include
City's travel cost, local transportation cost or any other miscellaneous expense incurred by the
City. These fees are non-refundable and may not be used toward a conference other than those
specified in payment terms.
Items a, b, and c above will be distributed to the City by electronic means.
Additional support services are available as requested by the City at the Daily Rate.
City of Fayetteville, AR page 20 of 54
0743-15AIL 0731 U2W L4L & Add9 (5yr Std)
Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
3. Maintenance for Modified Licensed Standard Software and Custom Software
The City is advised that if it requests or makes changes or modifications to the Licensed Standard Software,
these changes or modifications (no matter who makes them) make the modified Licensed Standard Software
more difficult to maintain. If New World agrees to provide maintenance support for Custom Software or
Licensed Standard Software modified at the City's request, or for prior releases of New World's software, then the
additional New World maintenance or support services provided shall be billed at the Daily Rate.
4. Billing
Maintenance costs will be billed annually.
5. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety (90) days after
delivery. Costs for the maintenance for the additional software will be billed to the City on a pro rata basis for the
remainder of the maintenance year and on a full year basis thereafter.
5. Requests for Software Correction on Licensed Standard Software in Production
If, after the City has cutover to live production use of the Licensed Standard Software, The City believes that the
Licensed Standard Software does not conform to the current specifications set forth in this Agreement and the then -
current New World user manuals, the City shall notify New World by phone, in writing, by email, or through the
New World support website, that there is a claimed defect and specify what it believes to be defective.
Documented examples of the claimed defect must accompany each notice. New World shall review the
documented notice and when system operation, a feature or report, or any other feature or function of the Licensed
Standard Software does not conform to the published specifications, New World shall provide software correction
service at no charge. (See Section 4.0 ("Warranties and Representations") of the Agreement for the New World
warranties provided). A custom request for change to Licensed Standard Software to include functionality which is
not part of the software design, is handled as a billable Request For Service (RFS) (see Exhibit B — Project
Management, Installation and Training Support Services and Fees, pw-agraph 5).
The City may submit software enhancement suggestions for New World to consider. If New World, at its
discretion, decides to add a software feature as a result of the City's software enhancement suggestion, the feature
will be added as Licensed Standard Software and there will be no additional charge.
During the term of this SSMA, and only after the City has cutover to live production use of the Licensed Standard
Software, New World shall furnish error, defect, fault, performance degradation, operation or malfunction
correction in accordance with the Priority Categories below, based on the City's determination of the severity of the
error defect, fault, performance, operation or malfunction and New World's reasonable analysis of the priority of
the Error, defect, fault, performance degradation, operation or malfunction.
City of Fayetteville, AR Page 21 of 54
0743-15AIL 0731 U2W 1,41, & Add'I (5yr Std)
Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
(a) Priority 1: An Error, defect, fault, performance degradation, operation or malunetion which renders
the Licensed Standard Software inoperative; or causes the Licensed Standard Software to fail
catastrophically.
After initial assessment of the Priority 1 Error, defect, fault, performance degradation, operation or
malfunction by a New World Call Center analyst, if required, New World shall assign a qualified
product technical specialist(s) within one (1) hour, to diagnose and correct the Error, defect, fault,
performance degradation, operation or maIfunction. New World shall work continuously to make the
correction, and shall provide ongoing communication to the City concerning the status of the
correction until the Licensed Standard Software is restored to operational status and confirmed as such
by the City. Immediately after notification of the Priority 1 event by the City, New World shall offer
to the City workaround solutions, including patches, configuration changes, and operational
adjustments and reverting to prior version of New World's software.
The goal for correcting a Priority 1 event is 24 hours or less.
(b) Priority 2: An Error, defect, fault, performance degradation, operation or may'Unction which
substantially degrades the performance of the Software, but does not prohibit the City Is use of the
Licensed Standard Software.
New World shall assign a qualified product technical specialist(s) within four (4) hours, to diagnose
and correct the Error, defect, fault, performance degradation, operation or malfunction. New World
shall work diligently to make the correction, and shall provide ongoing communication to the City
concerning the status of the correction until the Licensed Standard Software is restored to operational
status and confirmed as such by the City. Immediately after notification of the Priority 2 event by the
City, New World shall offer to the City workaround solutions, including patches, configuration
changes, and operational adjustments and reverting to prior version of New World's software.
The goal for correcting a Priority 2 event is to include a correction in the next Licensed Standard
Software release.
(c) Priority 3: An Error, defect, fault performance degradation, operation or ma'Unction which causes
only a minor impact on the use of the Licensed Standard Software,
New World may include a coereoiioi} ij� subsuquent Licensed Standard Solzware releases.
The City may contact the following New World resources for management level issue resolution escalation:
Vice President of Professional Services, Sandra Viselli
Vice President of Product Support, Erin Miller
Vice President of Product Vision, Brian Leary
The no -charge software correction service does not apply to any of the following:
a) situations where the Licensed Standard Software has been changed by any party other than New
World;
b) situations where the City's use or operations error causes incorrect, operation, performance,
information or reports to be generated; and
c) requests that go beyond the scope of the Specifications set forth in this Agreement and the then -
current User Manuals.
City of Fayetteville, AR. page 22 of 54
0743-15A1L 0731 U2W L4L & Add'] (Syr Std)
Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
7. Maintenance Costs for Licensed Standard Software Packages Covered for .NET / MSP Servers
New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard
Software packages described in Exhibit A
Annual Maintenance Cost f5-Year Plan. Billed annuall
Year 1
for period
01/01/16
—12/31/16
$169,335*
Year 2
for period
01/01/17
—12/31/17
$169,335*
Year 3
for period
01/01/18—12/31/18
$169,335*
Year 4
for period
01/01/19-12/31/19
$169,335*
Year 5
for period
01/01/20—12/31/20
$169,335*
*Includes one-time fee for Executive Conference 2016 through 2020 — three people at $2,000 each per year. See
description in Section 2, Item i of this Exhibit.
Note: City may renew their Standard Software Maintenance Agreement for an additional 5-year term including an
SSMA increase of 2.25% per year. Subsequent years of Software Maintenance may be added at a negotiated rate
mutually acceptable by both the City and New World. Added Licensed Standard Software as described in Exhibit A
shall be covered under a no cost warranty through 12/31/15. Maintenance Costs above includes both the
Fayetteville Police and Fire Departments.
City of Fayetteville, AR Page 23 of 54
0743-15AIL 0731 U2W 1,41, & Add'] (5yr Std)
EXHIBIT D
NEW WORLD SYSTEMS CORPORATION
NON -DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
This Agreement, when accepted and executed by New World, grants the undersigned the permission to use and/or have limited
access to certain New World Systems® Corporation (New World) proprietary and/or confidential information.
Installed At: City of Fayetteville
City Name
Authorized Signature of City:
Name (Please Print or Type)
Title
Located At: 113 West Mountain Street
Fayetteville, AR 72701
Signature
In exchange for the permission to use or have access to New World proprietary and/or confidential information, including
without limitation, New World software and/or documentation, the organization and individual whose names appear below,
agree to the following:
1. No copies in any form will be made of New World proprietary or confidential information without the expressed written
consent of New World's President, including without limitation, the following:
a) Program Libraries, whether source code or object code;
b) Operating Control Language;
c) Test or Sample Files;
d) Program Listings;
e) Record Layouts;
f) All written confidential or proprietary information originating from New World including without
limitation, documentation, such as user manuals and/or system manuals; and/or
g) All New World Product Bulletins and/or other New World Product related materials.
2. New World software, New World documentation, or other proprietary or confidential information shall not be used for
any purpose other than processing the records of the City identified above as permitted in the City's Standard Software
License and Services Agreement with New World.
3. The undersigned agree(s) that this Agreement may be enforced by injunction in addition to any other appropriate
remedies available to New World. If it is determined that the money damages caused by the undersigned's failure to
comply with the foregoing* terms are difficult to ascertain. they arc hereby estimated at liquidated dar.Inges of no lcsc than
three times the then -current License Fees for the License Software provided to the City under the Standard Software
License and Service Agreement between the City and New World.
Agreed and Accepted by Third Party (Organization)
Organization:
By:
Agreed and Accepted by Third Party (Individual)
Individual:
By:
Title: Title:
Date: Date:
Accepted and Approved by New World Systems Corp.
By:
Title:
Date:
City of Fayetteville, AR Page 24 of 54
0743-15A1L 0731 U2W UL & Add'] (5yr Std)
EXHIBIT E
DEMONSTRATION SITE DISCOUNT
New World has provided the City a significant discount in exchange for the privilege of using the City's site for
demonstration purposes. Accordingly, after the Licensed Software has been delivered and installed, the City agrees
to act as a demonstration site for prospective New World customers. The City also agrees to serve as a reference or
remote demonstration site on the telephone for prospective New World customers. By agreeing to be a
demonstration site, the City is not necessarily endorsing the New World software and the City will not actively
participate in any type of marketing and advertising campaign for or on behalf of New World.
Demonstrations will be coordinated at mutually agreeable times with the appropriate City personnel and will be
scheduled to minimize the interruption to the City's operations. New World will provide the City reasonable notice
for preparation.
City of Fayetteville, AR Page 25 of 54
0743-15AIL 0731 U2W L4L & Add'[ (5yr Std)
EXHIBIT F
DATA FILE CONVERSION ASSISTANCE
New World will provide conversion assistance to the City to help convert the existing data files specified below. If
additional files are identified after contract execution, estimates will be provided to the City prior to New World
beginning work on those newly identified files.
General
1. A data conversion analysis and assessment to verify the scope of effort for the project will be conducted.
A revised cost estimate for the data conversion may be provided at the conclusion of the assessment. The
City may elect to cancel or proceed with the conversion effort based on the revised estimate.
2. This conversion effort includes data coming from one unique database or source on the AS/400 and the
Drug Trak Database, not multiple sources.
3. No data cleansing, consolidation of records, or editing of data will be part of the data conversion effort.
Any data cleansing, removal of duplicate records, or editing must take place by the City prior to
providing the data to New World.
New World Responsibilities
1. New World will create and provide the City with a conversion design document for signoff prior to
beginning development work on the data conversion. No conversion programming by New World will
commence until the City approves this document.
2. New World will provide the data conversion programs to convert the City's data from a single data
source to the New World Licensed Standard Software for the specified files. This conversion effort
includes data coming from one unique database or source on the AS/400 and the Drug Trak Database,
not multiple sources.
3. As provided in the approved project plan for conversions, New World will schedule on -site trips to the
City location in order to conduct the following:
a. Conversion Analysis
b. Assistance for Mapping and Testing
c. Conversion Go-Uve in►piciuentaliou and Support
The City will be responsible for actual Travel Expenses for these trips.
4. New World will provide the City up to five (5) test iterations of converted data. One test iteration consists
of
a. Running a conversion test in the City's test environment
b. City reviewing a conversion test and responding in writing to New World (see City
responsibilities paragraph 3 below)
c. New World correcting or otherwise responding to issues discovered and reported by the City.
d. New World conducting internal testing to verify corrections
e. New World and City planning for the next test iteration and/or the live
implementation.
5. New World will provide warranty coverage for any conversion -related issue reported by the City to
New World within 30 days after the conversion is run in the live database.
City of Fayetteville, AR Page 26 of 54
0743-15AIL 0731 U2W 1,41, & Add'] (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
City Responsibilities
1. Data files from the City's current AS400 database are included in this conversion. This conversion effort
includes data coming from one unique database or source on the AS/400 and the Drug Trak Database,
not multiple sources.
2. The City will respond to each test iteration in writing, on a form provided by New World, either:
a. Indicating acceptance that the Data Conversion Process is ready for the final conversion, or
b. Indicating a list of changes that need to be applied to the Data Conversion Process for the next
test iteration.
Up to five (5) test iterations and one (1) final are provided as part of the Data Conversion Process. The
City will promptly review each test iteration when delivered by New World. Prompt City review will
reduce the likelihood that a need for additional test iteration(s) may arise due to an extended delay
between delivery of a test iteration and its review.
3. As provided in the project plan for conversions, the City will provide a dedicated resource in each
application area to focus on conversion mapping and testing. This includes dedicating a support
person(s) whenever New World staff is on site regarding conversions. Roughly a one to one ratio exists
for City commitment and the New World commitment. The City understands that thorough and timely
testing of the converted data by City personnel is a key part of a successful data conversion.
4. The City agrees to promptly review and signoff on both the conversion design document, and on the
final conversions after appropriate review.
City of Fayetteville, AR Page 27 of 54
0743-15A1L 0731 U2W L41, & Add'l (5yr Std)
Exhibit F I DATA FILE CONVERSION ASSISTANCE
The following files will be converted from the Aegis 400 System:
MASTER FILES
PSGADR
Addresses
PSINBR
Jacket ID Numbers
PSGADR
Global Addresses
PSJBUS
Jacket School / Business Information
PSAJCK
Jacket Master
PSPADR
Jacket Previous Address
PSALIS
Alias Master
PSPHON
Jacket Additional Contacts
PSASSC
Known Associates
PSSMTH
Jacket Scars / Marks / Tattoos / Handicaps
PSBUSN
Business Additional Characteristics
PLFSBJ
Field Investigation Subjects (if applicable)
PSCHAR
Jacket Additional Characteristics
FRSUBJ
Fire Records Investigation Subjects (if
applicable)
PSCRIM
Jacket Criminal Characteristics
OPSUBJ
Orders Of Protection Subjects (if
a licable
PSFPRT
Person Fingerprints
PLPROP Property I PLOWNR Owner Information
PSPITM PropertyItem I PSPITM Jacket Associated Items
PSGUNS I Global Guns
PSJGUN I Jacket Associated Guns
PSVHCL I Vehicles I PSJVHL I Jacket Associated Vehicles
PLCRIM I Crime Codes
PSSTAT I Statutes
City of Fayetteville, AR Page 28 of 54
0743-15A1L 0731 U2W 1,41, & Add'i (5yr Std)
Exhibit F I DATA FILE CONVERSION ASSISTANCE
COMPUTER AIDED DISPATCH
CDPLAT
I CAD - Plate Information
IPLQDSP
Cleared Dispositions
CDPLOG
CAD - Personnel History Log
PLQUIK
Incidents
CDULOG
CAD - Unit History Log
PLSPVM
Suspect Vehicle
PLIDSP
Cleared Dispositions
PSDOCI
Document Processing Document Index
PLINCD
Incidents
PSFDOC
Document Processing Free Form
Documents
PLNADR
Incident Additional Name/Address
CEHIST
E911 History
CDHOUS
I CAD —House Watch
GORCRD GEO - Run Card Master I GOQUAD I GEO -Quad. Exceptions
GORCAM GEO - Run Card Assignments
CAAACT
Alarm Account History
CAINVH
Alarm Invoice History
CAAMST
Alarms Master
CASUBJ
Alarms Subject
CREDIT
Alarm Transaction Edits
CATRAN
Alarm Transaction History
CDPLAT ! Plate Information PPLSPVM Suspect Vehicle
PLIDSP Cleared Dispositions PSREVU Generic Review Date Master
PLINCD Incidents PLINDX Index Cards
PLNADR Incident Additional Name/Address
City of Fayetteville, AR Page 29 of 54
0743-15AIL 0731 U2W L4L & Add'l (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
LAW ENFORCEMENT RECORDS
PLOWNR
Owner Information
PLEOKA
Officer Killed/Assaulted file
PLPDSP
Property Disposition
PLMISS
Missing Persons
PLSHST
Police Case Property History
PLOFNS
Case Offense
PLPLAB
Property Lab/Evidence
PLOSMO
Offender/Suspect MO
PLPLOC
Property Location
PLSHST
Case Status History
PLPROP
Property
PLSPVM
Suspect Vehicle
PLPTRN
Property Custody Transaction
PLSREL
Case Subject Related Offenses
PLASOC
Associated Cases
PLSVOR
Victim Offender Relationship
PLCASE
Police Cases
PLSVWM
Case Subjects
PLCSAS
Officer Case Assignments
PSREVU
Generic Review Date Master
PLSOLV
Case Solvability Factors
BKSCHG
Bookings / Courts Supplemental Charges
PLACIN
Arrest Court records
PLAARM
Adult Arrests
PLAARM
Juvenile Arrests
PLABCF
Global Charges
PLSCHG
Case/Arrest Supplemental Charges
PLABCF
Global Charges
TKSCHG
Ticket Supplemental Charges
TKCORT
Ticket Charges
TKTCKT
Ticket
TICISSiT,
Issued Tickets
TKVOil)
Tickets Voidcrd
TKNYST
New York State Ticket Supplement
*PLACCC
State Accidents
SCTABE
Table Entries Master (Used for reference
only)
PLACCM
State Accident Unit
PSVHCL
Vehicles
PLACCN
State Accident Unit Names
PSGADR
Addresses
PLACCT
State Accident Tickets
PLACCMNY
State Accident Unit - New York (if
applicable)
PLACCV
State Accident Vehicles
PLACCVNY
State Accident Vehicles - New York (if
City of Fayetteville, AR Page 30 of 54
0743-1SAIL 0731 U2W 1,41. & Add'[ (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
l PLFEW LField Investigations I PLFIAC I Field Investigations Associated Cases
PLFSBJ Field Investigations Subjects
I PLGUNP I Gun Permits
PLGUNR I Gun Registrations
I BYMAST I Bicycle Registration
I PSROLO I Card File Master I PSROLC I Card File Contacts
PSWANT I Wants and Warrants Issued I PSWCHG I Wants and Warrants Charges
f PLOEDC I Officer Education
j PLOINV I Officer Equipjnz--nt issued j
PLOWNR IOwner
Information
PLPLOC
Property Location
PLPAWN
Pawn Transactions
PLPPRP
Pawn Shop Transaction
PLPDSP
Property Disposition
PLPROP
Property
PLPHST
Police Case Property History
PLPTRN
Property Custody Transaction
PLPLAB
Property Lab/Evidence
City of Fayetteville, AR Page 31 of 54
0743-15A1L 0731 U2W UL & Add'[ (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
City of Fayetteville, AR Page 32 of 54
0743-15AIL 0731 U2W L4L & Add'I (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
FIRE RECORDS
I FPBLDG I Fire Records Building Master
FPBSRC I Fire Records Building Suppression Sources
FRSUBJ Fire Records Investigation Subject FPGACT Fire Records PrePlan Activity
FPBEXT Fire Records Building Auto FPHZRD Fire Records PrePlan Hazardous Materials
Extinguishment
FPBSPK Fire Records Building Sprinkler FRTABE Table Entries Master (Used for reference
only)
FNMAST Fire Records Inspection Master FRFDOC Document Processing Free Form
Documents
FNVIOL Fire Records Inspection Violation FRVIOL Fire Violation Code Master
FRDOCI Document Processing Document Index
FRINCD
Fire Records Incident
FRINCP
Fire Records Incident - PersonneI
FRINCA
Fire Records Incident Arson
FRINCR
Fire Records Incident - Hazmat Release
FRADTL
Fire Records - Arson Subject Detail Info
FRINCS
Fire Records Incident — EMS Info
FRCASF
Fire Records Incident - Fire Service
FRINCU
Fire Records Incident - Units
FRCASN
Fire Records Incident - Civilian Casualty
FRSUBJ
Fire Records Investigation Subject
FREMSP
Fire Records Incident - EMS Patient Info
FRDOCI
Document Processing Document Index
FRINCH
Fire Records Incident - Haz Mat Response
FRFDOC
Document Processing Free Form
Documents
FRINCM
Fire Records Incident - Mobile / Equip
Involved
FRTABE
Table Entries Master (Used for reference
only)
FIEVID
Fire Records Investigation Evidence
7FRSBFire
Records Investigation Subject
FINVST
Fire Records Investigation Master
Table Entries Master (Used for reference
only)
City of Fayetteville, AR Page 33 of 54
0743-15AIL 0731 U2W 1,41, & Add'] (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
FRDOCI J Document Processing Document Index
FRFDOC I Document Processing Free Form
Documents
HMCAS# I Hazardous Materials CAS Number HMMAST Hazardous Materials Master File
HMDOCI Document Processing Document Index HMNAME Hazardous Materials Chemical Names
HMFDOC Document Processing Free Form HMPROT Hazardous Materials Protection Rates
Documents
City of Fayetteville, AR Page 34 of 54
0743-15A1L 0731 U2W L4L & Add'l (5yr Std)
Exhibit F / DATA FILE CONVERSION ASSISTANCE
Only one data source for each of the following files to be converted:
Data File Conversion from 31 Party Source (DrugTrak)
LERMS Application Database
Additional LERMS Modules (from 3rd party)
- Narcotics
City of Fayetteville, AR Page 35 of 54
0743-15AIL 0731 U2W L4L & Add'[ (5yr Std)
EXHIBIT G
CITY REQUESTED STANDARD SOFTWARE ENHANCEMENTS / MODIFICATIONS AND / OR
CUSTOM SOFTWARE
1. Definition of Proieet
New World will provide the City requested Standard Software Enhancements and/or Custom Software as discussed
below to address the City's requirements. City agrees to cooperate in not making modifications and enhancements
too extensive as defined in the 2(b)(1) procedure below.
An analysis and assessment to verify the scope of effort for the project will be conducted. A revised estimate for the
modifications/interfaces may be provided at the conclusion of the assessment. The City may elect to cancel or
proceed with the modifications/interfaces based on the revised estimate.
Capabilities included in the initial scope:
a) Custom Software/Interfaces
(1) Custom Time Analysis Report:
• Create a custom report using the following data from Aegis Enterprise CAD
o Date Range of Calls
o Priority of Call
o Type of Call
o Calls by Particular Unit
(2) Custom Code Zero Report:
• Create a custom report from Aegis Enterprise CAD to capture calls received where
no officer was immediately available
(3) Custom Narrative Query:
• TBD
2. Methodology to Provide Enhancements and/or Custom Software
a) Definition of New World's Responsibility
This project includes the following activities to be performed by New World.
(1) Review of required features with City. Only items identified in Paragraph 1 above will be
provided in this implementation plan.
(2) Preparation of Requirements Document (RD) to include:
• Detailed description of the required feature
• menu samples
• screen samples
• report samples
(3) Programming and programming test.
City of Fayetteville, AR Page 36 of 54
0743-15AIL 0731 U2W 1,41. & Add'] (5yr Std)
Exhibit G / CITY REQUESTED STANDARD SOFTWARE ENHANCEMENTS / MODIFICATIONS AND I
OR CUSTOM SOFTWARE
(4) Training, testing and/or other support services at the Daily Rate. Whenever possible, these
services will be done remotely, resulting in savings in Travel Expenses and Tirane. If on -site
installation and training is required, the City will be responsible for the actual Travel Expenses
and Time.
For modification requiring over seven (7) days of work, New World utilizes a design document
procedure [see 2(b)(I) below]. For smaller modifications, New World uses a Request For Service
(RFS) procedure. Both procedures are reviewed with the City at a pre -installation planning meeting.
The RFS procedure utilizes a form with a narrative description and supporting documentation if
applicable to define the work to be done.
b) Implementation Schedule
ActiVit7V Tareeted Time Period
(1) Complete Design Review with City Staff. The City agrees to be To be determined
reasonable and flexible in not attempting to design the
modifications to be more extensive than called for in the scope
(cost and schedule) of this project.
(2) New World submits completed RD to the City. To be determined
(3) RD is accepted and signed off by City (no programming will be To be determined
done by New World until the formal sign -off and City's
authorization to proceed in writing).
(4) New World completes programming from RD and provides To be determined
modified software to the City.
(S) Software Modification Acceptance Test based on RD. To be determined
c) City's Responsibility
All City requested changes after RD sign -off must be documented by City and authorized in writing
including potential costs, if any. Additional changes will most likely delay the schedule and may
increase the cost.
City of Fayetteville, AR Page 37 of 54
0743-15A1L 0731 U2W 1,41, & Add'l (5yr Std)
EXHIBIT H
DECISION SUPPORT SYSTEMS (DSS) IMPLEMENTATION SERVICES
New World will provide the City with implementation of licensed DSS software modules. The implementation will
include installation, training, and configuration of DSS modules. The recommended implementation and training
shall include:
a) One or more consultative session(s) (onsite) with executive command staff to discuss data needs and
information requirements for decision making. The City is responsible for ensuring that appropriate
command level personnel/decision makers are available for this session.
b) Solution design and review sessions to document and collaboratively design reporting cubes and
dashboards to assist with data needs and decision making as discussed during the consultative session(s).
City sign off will be required on agreed upon requirements of reporting cubes and dashboards.
c) Installation and configuration of DSS software.
d) Training session(s) to provide an overview of using each DSS licensed module including basic reporting
and dashboard creation and other standard features.
Installation of City specific reporting cube(s) and dashboard(s) as agreed upon during solution design and review.
This enhanced package includes up to 12 reporting cube(s) or dashboard(s).
City of Fayetteville, AR Page 38 of 54
0743-ISAIL 0731 U2W UL & Add1(5yr Std)
EXHIBIT I
ACCEPTANCE TESTING
Each application of Licensed Software shall be deemed to have been accepted upon the successful completion of
either Criteria 1 or Criteria 2 (listed below) whichever occurs first. Acceptance Testing is successful under either
Criteria I or Criteria 2 unless the Licensed Software application contains a warranty defect which substantially
impairs the value and City's use of the Licensed Software. Any claimed defects must be documented in writing as
set forth in Exhibit C.
Criteria 1:
Using Exhibit B support services, New World shall assist the City in conducting the following software Acceptance
Test.
Following published specifications and user manuals using established procedures and controls, the test criteria
includes:
I. the successful entering and editing of a representative sample of transactions;
2. the successful processing of a representative sample of file maintenance transactions for the
master file transactions; and
3. the successful generation of standard output reports.
Testing under Criteria 1 may be completed before the City has gone "live" on the application. If Criteria 1 is used,
the City agrees to provide the requisite resources to timely complete the Acceptance Test procedure. If the City
unreasonably delays the start of the Criteria 1 test procedure for more than fourteen (14) calendar days beyond the
designated test date, then City agrees to work with New World to timely test to obtain Acceptance.
Criteria 2:
Successful acceptance of each application of Licensed Software delivered shall be deemed to have occurred at the
time the City begins using the application of Licensed Software to produce data or output which is distributed for
actual use and/or otherwise used as "live data".
City of Fayetteville, AR Page 39 of 54
0743-15AIL 0731 U2W L4L & Add'l (5yr Std)
EXHIBIT J
INCORPORATION BY REFERENCE OF NEW WORLD'S SOFTWARE SPECIFICATION TEMPLATE
AND BAFO
For the applications licensed on Exhibit A, the New World Software Specification Template is incorporated in this
Agreement by reference.
All items in the New World Software Specification Template will be provided to City through currently existing
Exhibit A software capabilities, City's use of 3'd Party software, and/or future enhancements to Exhibit A software
provided under Exhibit C.
If City has not licensed the software on Exhibit A to meet a software specification, then that specification shall not
apply in any acceptance test and/or to fulfill the above criteria.
City of Fayetteville, AR Page 40 of 54
0743-15AIL 0731 U2W UL & Add'] (5yr Std)
EXHIBIT K
TRAVEL POLICY
REIMBURSEMENT OF EMPLOYEE BUSINESS EXPENSES
In order to comply with IRS and company policies, all expense reports must be properly documented. "Properly
documented" means providing valid receipts, explanations and other information required by company policy.
Expenses that are not properly documented will not be reimbursed. This policy is subject to change at New World's
discretion without notice.
1. Receipts
In general: Original detailed receipts from third parties are required for all expenditures except mileage and per diem
allowance. (Photocopies of receipts are not acceptable.) Examples of original receipts include. hotel bills, rental car
receipts, receipts attached to airline tickets and cash register receipts. Where expenses have been charged to a credit
card, the original credit card voucher must be attached as well (Photocopies of vouchers are not acceptable.) A
credit card voucher or statement alone is not sufficient for expense report purposes.
For air travel: Boarding passes, ticket stubs and travel agent itineraries must be submitted. For E-tickets: although
there is no ticket stub to turn in, employee will submit itineraries and all other documentation provided by the travel
agent and airline.
For rental cars: The final rental contract receipt and credit card voucher will be submitted.
All receipts will clearly indicate: Seller's name/location, date, amount, method of payment, and a detailed
description of charges. In those rare cases where a receipt is lost or did not get one, provide the above information
along with an explanation of why there is no receipt. If explanations are required, make them on a separate sheet or
in a blank space on the receipt. Illegible or altered receipts will not be accepted.
2. Business Purpose
Every reimbursable expenditure must have a business purpose associated with it. For travel related expenses, the
nature of the trip will be clearly described on the expense report. All other reimbursable expenses require an
explanation of the business purpose or benefit of the expenditure.
City of Fayetteville, AR Page 41 of 54
0743-15AIL 0731 UZW UL & Add'] (5yr Std)
Exhibit K / TRAVEL .POLICY
Reimbursable Expenses
The following types of expenses are generally considered reimbursable:
1. Mileage
The City shall reimburse for the daily business use of personal vehicle.
The mileage reimbursement covers all variable vehicle expenses, including, but not limited to: gas, oil, tires,
insurance, maintenance, licenses, depreciation, wear -and -tear, damage, deductibles, interest, loan or lease payments,
replacement rental, liability, etc.
Employees are required to keep accurate records of their business mileage in accordance with IRS regulations.
Those records must be made available to the company upon request.
Mileage Reimbursement Rates The costs of driving a vehicle vary depending on the number of miles driven and
other factors. Certain costs, like fuel, depreciation, etc., increase with each additional mile driven. Other costs, like
insurance, car payments, etc., stay about the same regardless of the number of miles driven and are personal costs, in
large part. To address this, New World has two reimbursement mileage rates:
I. Under 400 Miles Per Week: For weeks where your reimbursable mileage is 400 miles or less, you will be
reimbursed at the standard rate of $.43 per mile, or
2. Over 400 Miles Per Week: For weeks where your reimbursable mileage is more than 400 miles, you will be
reimbursed at the standard rate of $.43 per mile for the first 400 miles; All miles driven in excess of 400 miles per
week will be reimbursed at the high mileage rate of $.33 per mile.
2. Parking, Tolls, etc.
The City shall reimburse for parking, tolls, and certain other fees associated with vehicle business travel that are not
otherwise covered by the mileage reimbursement.
3. Airfare
The authorized mode of air travel for company business in the United States is coach economy class. The company
does not pay any premium or additional charge for first class or other upgraded service.
Air travel reservations must be booked through a company -approved travel agent who will bill New World directly
for the expense. In certain rare cases reservations may be made directly with the carrier as a result of flight
cancellations and necessary last minute changes in travel plans. In cases where you directly pay for air fare yourself
you must obtain a detailed receipt and submit it for reimbursement along with your credit card voucher or other
proof of payment, boarding passes and any ticket stubs.
City of Fayetteville, AR Page 42 of 54
0743-15A1L 0731 U2W L4L & Add'l (5yr Std)
Exhibit K / TRAVEL POLICY
4. Rental Cars
Compact cars should normally be rented. Full-size vehicles and vans may only be rented if groups exceeding 4
people or oversize packages must be transported and it is more economical to rent a larger vehicle. Every effort
should be made to share rental cars when attending common events with other New World employees.
New World will be reimbursed for normally -priced gasoline we put into rental cars.
National Car Rental (NCR) To save money and better control expenses, the company maintains a corporate
account with National Car Rental. We must use National unless they do not have a rental car available at that
location. The collision damage waiver and personal accident insurance should be declined on all business rentals
made under our regular NCR corporate plan. When renting your vehicle, verify that they are charging you the
correct rate, which is usually stated on the itinerary from our travel agent.
5. Ground Transportation
When renting a car is not more economical, the company will be reimbursed by City for the costs of ground
transportation, including taxi cabs, shuttle services, bus fares, etc. including up to a 15% tip where appropriate.
Cabs in many large cities/airports can provide a detailed machine printed receipt.
6. Per Diem Allowances
Standard Per Diem for Overnight Travel: A standard per diem is paid for each evening we stay overnight on
business. The standard per diem amount is $52 for travel within the 48 continental U.S. states and $62 outside the
continental U.S. The standard per diem is intended to cover all meals, tips of all kinds, and other incidental
expenses for that evening and the next day.
New World may claim an additional $26 per diem on the day of return if we arrive home after 7:00 p.m. (i.e., flight
must arrive after 6:30 p.m.) You may claim an additional full per diem on the day of your return if you arrive home
after midnight (i.e., flight must arrive after 11:30 p.m.)
Standard Per Diem for One -Day Trips: On one -day trips we may depart and return the same day and not spend an
evening out of town. In those cases, a $26 per diem may be claimed if we spend 12 hours or more away from home
on company business and travel more than 50 miles away from your office.
7. Lodging
We stay in economy hotels/motels when traveling on company business (examples: Comfort Inns, many Holiday
Inns, Hampton Inns, Hilton Garden Inns, and other clean newer motel chains, etc.) Lodging at higher priced luxury
or resort hotels will not be reimbursed unless approved by the President, or Vice President—1`inance. Many hotels
have government rates or special rates available to Microsoft Business Partners or guests of the city/county. We
should always attempt to receive any reduced rate.
Only room charges and taxes will be reimbursed for the days that official company business is conducted. Charges
for personal purchases like health club fees, room service, movies, snack bars, restaurant meals, bar charges,
personal items, etc. are not reimbursable. On extended trips, a laundry/dry cleaning allowance of$10 per week will
be reimbursed for travelers on extended trips who have not returned home for over 7 consecutive days.
City of Fayetteville, AR Page 43 of 54
0743-15AIL 0731 U2W L4L & Add4 (5yr Std)
EXHIBIT L
INITIAL IMPLEMENTATION PLAN
New World uses Microsoft Project 2010 as its project management tool for managing tasks, schedules and
resources. A initial Microsoft Project Gantt Chart and a initial Project Plan (including Work Breakdown Structure
and Resource Groups) are attached. The dates included in the initial Gantt chart and Project PIan are for illustrative
purposes only.
The initial Project Plan dates are calculated based on generic assumptions about typical time frames for completing
the tasks included in the plan. The actual Project Schedule could differ significantly from the Initial Plan. The dates
included in the initial Project Plan are for illustrative purposes only.
An actual project plan with the appropriate tasks and schedule will be determined upon contract signing and more
detailed discussions about the project can take place between the City and New World staff. The availability of
City resources to perform tasks, final determination of the overall task list, City schedule constraints (seasonal peak
workloads, vacations, holidays, commitments of resources needed to support local events, etc.) and the actual
project start date must be determined. A typical implementation project of this size and scope usually spans 18-24
months from contract signing through go live. Based on unique City circumstances and/or City resource
constraints, the actual project schedule could differ significantly.
Insert INITIAL PROJECTSCHEDULE
City of Fayetteville, AR Page 44 of 54
0743-15AIL 0731 U2W UL & Add'] (5yr Std)
: AUK&
_9111 M,
City of Fayetteville, AR
Sample Project Gantt Chart
And Project Plan
Suite of Aegis Public Safety Software
July 15, 2015
f
New World Sysvetns
Project schedule
New World uses Microsoft Project Server as its project management tool for managing tasks, schedules
and resources. A sample Microsoft Project Gantt Chart and a sample Project Plan (including Work
Breakdown Structure and Resource Groups) are attached. The dates included in the sample Gantt Chart
and Project Plan are for illustrative purposes only.
A more precise schedule and WBS with the appropriate tasks and schedule will be determined upon
contract award. The availability of resources to perform tasks, final determination of the overall task list,
schedule constraints (seasonal peak workloads, vacations, holidays, commitments of resources needed
to support local events, etc.) and the actual project start date must be determined. A typical
implementation project of this size and scope usually spans 12-18 months from contract signing through
go live.
This sample plan assumes a project start date of August 24, 2015 to stagger a month after the start of
the Logos Public Administration ERP project. Here is a summary of the sample project schedule:
1
2
3
10
11
48
57
58
126
175
190
191
217
242
270
271
279
280
291
292
297
303
307
300
316
327
333
Fayetteville Police Department, AR
Aegis Public Safety Sample Gantt Chart
task Name 3rd Quarter 4th Quarter 1st Quarter end Quarter 3rd
Jul ; Aug . Sep Oct Nov : Dec . Jan r M Augrter 4th Quarter
Feb I Mar A
p May : lust Jul Aug � Sep .Oct Nov Dec
Fayetteville Police Department, AR - public Safety Solution
Initiation Phase 1r1
1- Conduct Start -tip Activities tW Step 1
Planning Phase
2 - Han the project
3 - Approve the Project Plan Step 3
Construction Phase
4 - Install the Standard Solution Step 4
S - build Out Standard Solution steps
6 - Validate Configuration W--i! Step 6
Transition Phase
7- Conduct End User Training •"�� Step7
9 - Go-Ilve W--f Step a
9 -complete and Implement Remaining ndiverahles
^-------- W step 9
Closing Phase p.a
10 - close the Project pa* step 10
Standard Interfaces
NCIC
Aegis Third Party CAD Interface Software
CAD Niger Interface ^a�
911 Interface ^W
web CAD Monitor
Aegis Third Party LE Records interface software
Ticket Writer Interface ^I
COPLOGIC Citizen Reporting Interface �w
Standard Interface Related Milestones
Data Cowverslon
ID
1
2
3
4
5
fi
9
1D
11
12
15
17
20
21
22
28
30
31
32
33
34
35
36
38
40
43
44
45
46
41
48
49
50
51
52
53
56
57
so
59
fig
61
62
Fayetteville Police Department, AR
Aegis Public Safety Sample Project Plan
Task Name
ouration
Start Finish
Resource Names
'Fayetteville Police Department, AR - Public Safety Solution
297 days
Man 8/24/15 .Mon 10/17/16
Initiation Phase
11 days
Mon 0/24115 'Tue 9/g/15
1- Conduct Start-up Activities
11 days
Mon 8/24/15 Tue 918115
Execute Agreement
0 days
Mon 8124115 'Mon 8124/15
Deliver licensed Standard Software
1 day
Tue 9/8115 Tue 9/8/16
Aegls Project Manager
Complete Start-up Communication
9 days
Wad 8/26/15 Tue 918115
Step 1 Complete
0 days
Tue 9/8115 'Tue 91BIl5
Planning Phase
80 days
Thu 919125 Mon 12/28/15
2 - Plan the Project
49 days
Thu 9/3/15 Wed 11/11/25
Perform DISeWery
2 days
Wed 9/9/15 Thu 9►10115
. Establish Executive Relationship and Expectatlons
0.13 days
Thu 9/24115 Thu 9/24/15
Establish Project Method,, Acceptance Criteria, and Governance
14 days
Thu 913115 Wed 9/23/15
. Draft and Present the Project Plan
44 days
Thu 9/10115 Wed 11/11/15
Train and Assist Customer to bulId Data Collection Workbook
0.5 days
Thu 9/24/1S Thu 9/24/15
Aegls MSP Prof Svc
Conduct Planning Calls
1 day
Thu 9/Z4115 Thu 9124AS
Plan for Compliance Submission(s)
2 days
Thu 9/24/13 Fri 9/25/15
Draft Supporting Plans
18.78 days Thu 9/24/15 Tue ID/20/15
Draft Technical Se rylces Can Rgu ration Plan
1 day
Thu 9/24/15 Fry 9/2S/15
Aegis System Assurance
Draft GI5 Plan
1 day
Thu 9/24/15 Fri 9/25/15
Aegis System Assurance (GIS)
Draft Initial Data Conversion Plan
1 day
Tue 10/20/15 Tue 10/20/1S
Aegis Conv Lead
Draft Requirements Definitions (if required)
4 wks
Fri 9/11/15 Thu 10/8/15
Aegis Solution Consulting (Custom)
Gather Specific Forms Requirements
a days
Thu 9/10/15 Thu 9110/15
Property Notification letter (Standard with LERM5 Property Room)
0 days
Thu 9110/15 Thu 9/10/15
Victim Notification Letters (Standard with LERMS Case Management] a days
Thu 9/10115 Thu 9/10115
Provide functional Specification Review <4f Acceptance Testing service 2 days
Thu 9/74/15 Fri 9/25/15
Ora it the Project Plan [MPP)
2 wks
Wed 10/21/15 Tue 11/3/15
Aegis Project Manager
Obtaln NWS Senior Management Approval of Draft Projecr Plan
5 days
Wed 1114/15 Tue 11/10/15
Aegis Project Manager
Present Requirements Definitions (if required)
1 day
Frl 1019115 Fri 10/9/15
Aegis Project Manager
Present Project Plans (including all supporting plans)
I day
Wed II/11/15 Wed IV11/15
Aegls Project Manager,Aegls Customer
Step 2 Complete
0 days
Wed 11/11/15 Wed 21/12/25
3 - Approve the Project Plan
45 days
Thu 10/22/15 Mon 12125/15
Review and Approve Requirements Deli nitions Complete Of requ Ired)
0 days
Thu 10/22/15 Thu 10/22/15
Aegls Project Manager,Aegis Customer
Estimate Release Timing for Custom Enhancements Complete (if required)
0 days
Thu 11/19/15 Thu 11/19/15
Aegls Project Manager
Review and Approval of InitlaI Data Conversion Analysis and Plan
2 wks
Thu 21/12/2.5 Wed 11/25/1S
Aegis Customer
Finalize the Project Plan
2 Wks
Fri il/27/1S Thu 12/10/15
Aegis Project Manager
Review and Approve Project Plan (MPP)
11 days
Fri 12/11/15 Man 12/28/15
Step 3 complete
0 days
Mon 12/28/15 Mon 12/28/15
Construction Phase
190 days
Fri 9/4115 Thu 6/2/16
4 - Install the Standard Solution
9&25 days Fri 9/4/15 Wed 1/27/16
Complete Technical System Setup and Training
98.25 days Fr1914/15 Wed 1/27/16
Complete Aegis Suite Technical System Setup and Training
71.25 days Wed 919/15 'Fri 12/I8/1S
Prepare initial Database
26.63 days Wed 919115 'Thu 10/IS/15
State Compliance
0.5 days
Wed 9/91L5 Wed 9/911S
Pape t
Task Name
Fayetteville Police Department, AR
Aegis Public Safety Sample Project Plan
Duration Start Finish Resource Names
64 State Statutes
68 Customer Data
71 Conduct GIs Setup and Training
72 Provide Required GIS Data to New World
73 Preliminary Review of GIS Data
74 Update GIS Data
75 Primary Review of GIS Data
76 Customer to Update GIS Data - hmsed upon Preliminary Review
77 Provide Required GIS Data to New World
78 Install and Test GIs Data
79 Provide Overview of GIS within Aegis and Update Process
80 Procure and Install ArcEditor
83 Complete Aegis Technical SysWm setup
97 Complete Mobile Technical System Setup
98 Mobile Preparation
102 Mobile Messaging
117 Corn pleteMessaging for NCFC SystemSetup
123 Aegis Tech nicai Services Complete
124 Mobl le Technical Services Complete
125 Step 4 complete
126 5 - Build Out Standard Solution
127 Build Out the ApplicatIons
128 CAD
129 Review and Bulld Out - Week 1- CAD
130 Review and Build Out - Project Manager
131 Complete Build Tasks, Application Testing & Internal P-ocess
132 Review and Build Out - Week 2 - CAD
133 Complete Build Tasks, Application Testing & internal Fi ocess
134 LERM5
135 Review and Build out - Week 1- LERMS
136 Review and guild Out - Project Manager
137 Complete Bu I Id Tasks. Application Testing & Intemal F•ocess
138 Review and Build Out - Week 2 - LE RMS
139 Complete Build Tasks, Application Testing & Internal Process
140 Field Reporting
141 Build & Deploy Field Reporting Forms las necessary]
142 Build Incident Ski pplement tern p late
143 Build State Case & Case Supplement templates
144 Build State Arrmst template
145 Build Impound Vehicle template
146 Build Field I nvestigations tem pl ate
147 Deploy Field Reporting Farms
142 Dep joy Acci dent Field Reports
2.23 days Wed 9/9/Is FN gh-2115
10.13 days Thu 10/1/13 Thu 10/15/L5
46 days
Wed 919/15 Wed 11/31/15
20 days
Wed 9/9115 Tue 10/6115
Aegis Customer
1 day
Wed 10/7/15 Wed 10/7/15
Aegis System Assurance (GIS)
10 days
Thu 10/8115 Wed 20/21/15
Aegis Customer
5 days
Thu 10/22/15 Wed 10/28/15
Aegis System Assurance (GIS)
7 days
Thu 10/29/15 Fri 11/6115
Aegis customer
1 day
Man 3.119/15 Mon 10/15
Aegis Customer
1 day
Tue 11/10/15 Tue 11/10/15
Aegis System Assurance (615)
1 day
Wed 11/11/15 Wed 11/11/15
Aegis System Assurance (GIS)
12 days
Man 10/12/15=Wed 10128/IS
Go days
Thu 9/24115 :Fri 12/18/15
98.25 days rue 9/8115 Wed 1/27/16
56.5 days Wed 9/9/15 'Fri 11/27/15
98.25 days Tue 918/15 Wed 1/27/16
73.25 days Fri 9/4/15 Mon W21125
0 days
Fri 11/20/15 Fri 11/20/1S
D days
Wed 1/27/15 Wed 1127/16
0 days
Wed 1/27/16 Wed L/27/16
95days
Tue12/29/15 Tue5/10126
95days
Tue12/29/25 TueS/1e/16
90days
Tue12129/15 Tue$13116
5 days
Tue 12/29/15 Tue 1/5/16
Aegis Custorner,Aegis MSP Profsvc
2 days
Tue 12/29/3.5 Wed 12/30/15
Aegis Project Manager
8 Wks
Wed 1/6/16 Tue 311116
Aegis Customer
5 days
Wed 3/2/16 Tue 318/16
Aegis Custamer,Aegls MSP Prof svc
8 Wks
Wed 3/9/16 Tue 5/3/16
Aegis Customer
50 days
Wed 116/16 Tue 3/15/16
5 days
Wed V6116 Tue 1112116
Aegls Customer,Aegls MSP Prof Svc
2 days
Wed 1/6/16 Thu 1/7/16
Aegis Project Manager
4 Wks
Wed 1113116 Tue 2/9/16
Aegis Customer
5 days
Wed 2/10/16 Tue 2/16/16
Aegis Customer,Aegis MSP Prof Svc
4 Wks
Wed 2117/16 Tue 3/15/16
Aegis Customer
74,75 days Wed 1/27/16 Tue 5/10/16
5 days
Wed L/27/16 ;Wed 2/3/16
0.5 days
Wed 1127/16 Wed 1/27116
Aegis Solution Consulting (State Compliance]
2 days
Wed 1/27/16 .Fri 1129/16
Aegis Solution Consulting (State Compliance)
1 day
Fri 1/29/16 Mon 2/1/16
Aegis Solution Consulting (State Compliance)
1 day
Mon 2/1/16 Tue 2/2/16
Aegis Solution Consulting (State Compliance)
0.5 days
Tue 2/2116 Wed 2/3/16
Aegis Solution Consulting IState Compliance)
5 days
Wed 2/17/15 Tue 2/23116
Aegis Mobile prof Svc
5 days
Wed 2/24116 rue 311116
Aegis Mobile Prof Svc
Task Name
149
150
151
152
153
154
155
156
157
158
159
1so
161
152
163
164
165
166
167
169
169
170
171
172
173
174
175
176
160
183
184
188
199
190
101
192
193
194
195
196
197
198
199 '
Fayetteville Police Department, AR
Aegis Public Safety Sample Project Plan
Duration (start Finish Resource Names
Review and Form Adjust - Field Reporting
S days
Wed 3/9116 Tue 3/15116
Aegis Customer,Aegis Mobile Prof Svc
Review and Form Adjust - plaid Re Porting - Project Mager
1 day
Wed 319A6 Wed 3/9/16
Aegis Project Manager
Application Testing & mite rnal Process Development - =field Reporting
8 wks
Wed 3/16116 Tue 5/10116
Aegis Customer
Mobile Messaging
25 days
Wed 312/16 Tue 4/5/16
Deploy Mobile- NCIC Forcing
5 days
Wed 3/2/16 Tue 3/8/16
Aegis Mobile Prof Svc
Application Testing & Internal Process Development - Mobile Messaginl4 wks
Wed 3/9/16 Tue 4/5/16
Aegis Customer
Fire RIMS
20 days
Wed 1/11116 Tue 2/9/16
Review and Build Out - Fire Records
5 days
Wed 1/13/16 Tue 1/19116
Aegis Customcr,Aegis MSP Prof Svc
romPlate Bulld Tasks, Application Testing & Internal Process
5 days
Wed 1/20/16 Tue 1126/I6
Aegis Customer
Review and Build Out - Week 2 - Fire Retards
5 days
Wed 1/21/16 'Tue 212116
Aegis Customer,Aegis MSP Prof Svc
Complete Build Tosks,Applicatlon Testing & Internal Process
S days
Wed2/3/16 Tue2/9/16
Aegis Customer
Final System Configuration Review
5 days
Wed 5/4116 ;Tue 5/10116
Aegis MSP Prof Svc,Acgls Customer
Build Out Specific Modules and Standard Interfaces
79 days
Wed 1/13/16 !Man 512/16
Property Notification Letter Itandard with TERMS P-op" Room}
0.5 days
Wed 1/13/16 :Wed 1/13116
Configure and Dellrer Property Notification Letter
4 hrs
Wed 1/13/16 Wed 1113116
Aegis MSP Prof We
Victim Notification letters (Standard with TERMS Case Management) 0.5 days
Wed 1/13/16 'Wed 1/13116
Configure and Dellver Victim Notification letter
4 hrs
Wed 1/15/16 -Wed IJ13/16
Aegis MSP Prof Svc
Property Room Bar Code - TERMS
25 days
Wed 1/20/16 Tue 2/23/16
Authorize Ordering of Property Room Barcode Kit
0 days
Wed V20/16 Wed 1/20/16
Aegis Project Manager
Install and Setup wireless Infrastructure, Handheld Devices - charge 5 days
Wed 2/3/16 Tue 2/9/16
Aegis Customer
Install and Configure property Room gar Code Software
1 day
Tue 2/16/16 Tue 2/16/16
Aegls MSP ProFSvc
Complete Property Data Entry and Label Generation
5 days
Wed 2/17/16 Tue 2/23/16
Aegis Customer
Pu blfc Safety Lineups/Mug Shots - LERMS
0.5 days
Wed 2117/16 Wed 2117/26
Install & Configure Mug Shot Interface
0.5 days
Wed 2/17/16 Wed 2117116
Aegis MSP Prof Svc
Standard Interfaces Configuration Complete
0 days
Mon 512/16 Mon 5/2/16
Step 5 Complete
D days
Tue 5/10/16 Tue 5/10/16
6 - Validate Configuration
17 days
Wed 5/11/16 Thu 6/2/16
Conduct Functional Test
3 days
Wed 5/11/16 Fri 5/13126
Update Configuration Settings and Workflows
5 days.
Mon 5/WIS Fri S/26/16
Final Data Conversion Test Run and Final Testing Complete
0 days
Thu S/19/16 Thu 5/19/16
Prepare Go -Live Plan
9 days
Mon 5123/16 Thu 6/2116
Finalize Training Plans
2 days
Mon 5/23116 Tue 5/14116
Aegis Project Manager,Aegls Customer
Step 6 romplete
0 days
Thu 6/2116 Thu 6/2/16
Transition Phase
91 days
Fri 5/27/16 Fri 5/30/16
7 -Conduct End User Training
25 days
Fri 5/27/16 Thu 6130/16
Trainer Preparation
1 day
Fit 5127116 Fri 5/27116
Prepare Aegis Suite Trainers
I day
Frl 5/27/16 Fri SY27116
Aegis MSP Prnf Svc
LERMS Training Delivered by New World
5 days
Fri 6/3116 The 619116
Train tine Trainers - LERMS
S days
Fri 6/3/16 Thu 6/9116
Aegis MSP Prof Svc,Aegis Customer
LERMS Training Delivered by Customer
10 days
Fri 6/10/16 The $123/16
Train the End Users - LERMS week 1
5 days
Fri 6/10/16 Thu 6116/16
Aegis Customer
Train the End Users - LERMS week 2 {Depending Upon Size and Number of 5 days
Fri 6/17/16 Thu 6/23115
Aegis Customer
Fire Training Delivered by New World
5 days
Fri 6/3/16 Thu 619116
Pape 3
200
201
202
203
204
205
206
207
208
209
210
211
212
213
214
215
216
717
218
219
220
221
222
223
224
225
226
227
230
235
237
239
240
241
242
243
244
245
246
247
248
249
251
Fayetteville Police Department, AR
Aegis Public Safety Sample Project Plan
Task Name Duration Start Finish R N
r
esourcc ames
Train the Trainers -Fire RMS
5 days
Fri 6/3116
Thu 519/16
Aegis MSP Prof Svc,Aegls Customer
fire Training Delivered by Cusmmer
5 days
Fri 6/10/16
'Thu 6/16/16
Train the End Users - Fire RMS week 1
2.5 days
Fri 6/10/16
:Tue 6/14/16
Aegis Customer
Train the End users - Fire RMS week 2 IDepending upon Sire and Number
2.5 days
Tue 6/14/16
'Thu 6/16/16
Aegis Customer
Mobile Training Delivered by Now World
SO days
Fri 613/16
Thu 6/16/26
Train the Trainers - Mobile Law Enforcement+ Prep and Solution
5 days
Fri 6/3/16
Thu 619116
Aegis Custonrer,Aegis Mobile Prof Svc
Train the Trainers - Mobile Fire+ Prep and Soution Assurance
S days
Fri 6110116
Thu 6/16/16
Aegis Customer, Aegis Mobile Prof Svc
Mobile Training Delivered by CusWmar
15 days
Fri 6110/16
Thu 6/30126
Train the End Users - Mobile Law Enforcement
10 days
Fri 6/10116
:Thu 5/23/16
Aegis Customer
Train the End Users - Mobile Fire
10 days
Frl 6/17116
Thu 6130116
Aegis Customer
CAD Tm Irking Delivered by New World
10 days
Fri 613116
'Thu 6/16/16
Train the End Users - CAD week 1
5 days
Fri 6/3/16
-Thu 6/9116
Aegis MSP Prof Svc,Aegis Customer
Train the End Users -CAD week 2 [Depending Upon Size and Number of
S days
Fri 6/10/16
'Thu 6/16/16
Aegis Customar,Aegis MSP Prof Svc
Post Go -Live Training Plan R.ennemem
5.13 days
Fri 613/16
'Fri 6/10/16
Assess areas that need further tra i ning
1 hr
Fri 6/3116
'Fri 6/3116
Aegis Cu stomer�Aegis Project Ma rtager,Aegls MSP Prof Svc
Develop Past Go -Live Training Plan
5 days
Fri 6/3/16
Fri 6110116
Aegis Project Ma nager,Aegis Customer
Step 7 Complete
0 days
Thu 6/30/16
;Thu 6/30/16
6 - Go-uve
15,5 days
Thu 6/16/16
;Thu 7/7/16
Execute Go -thee Preparation
73 days
Thu 6/1611.6
71re 612g116
Conduct Pre -Go -Live Readiness Assessment - SA
0.5 days
Thu 6116/16
Fri 6/17/16
Aegis System Assurance
Respond to Issues FD and in SA Pre -Go -Live Readiness As+rssment (if
1 day
Fri 6/17/16
Fri 6/17116
Aegis System Assurance
Execute the Pre -Go -Live Checklist
2 days
Fri 6/24116
Tue 6/28/16
Aegis Project Manager
Perform GO -Live Data Conversions (when applicable)
0 days
Fri 7/1116
;Fri 711116
Go -Live
S days
Fri 7/1/16
'.Thu 7/7/16
Execute Go -Live Plan
1 day
Fri 7/1/16
Fri 7/1/16
Aegis Project Manager
Complete Go -Live Checklist
4 days
Mon 714/16
Thu 7/7/16
Aegis Project Manager
Support and Control Go -Live
5 days
Fri 7/1/16
Thu 7/7/16
CAD Lire Support
5 days
Fri 7/1/18
Thu 717/16
LE RMS Live Support
5 days
Fri 7/1/16
Thu 717116
Mobile Live Support
5 days
Fri 7/1116
Thu 717116
Fire RMS Live Support
5 days
Fri 7/1/16
Thu 717/16
Provide Onsite Live Support -Standard Interfaces
5 days
Fri 7/1116
Thu 7/7/16
Aegis Standard Interfaces
Turnover Support from Project Team to New Word Cust,)mer Support
1 hr
Thu 7/7/IS
Thu 7/7115
Aegis ProjecL Manager,Aegis Support
Step 8 Compete
0 days
Thu 7/7116
Thu 7/7/16
9 - Complete and Impiemerd Remaining Deirverables
61 days
Thu 717/16
Fri 9/30/36
Perform Past -Go -Live Data Conversions
0 days
Thu 7/7116
Thu 7/7126
RemainingConversions Complete
0 days
Thu 7/7/16
Thu 7/7116
Provide Post Go -Live Training & Support
5 days
Fri 7/8/16
Thu 7114116
Post Go -live on skte support - Aegis
5 days
Fri 7/8/16
Thu 7/14/15
Aegis MSP Prof Svc
Past Go -live on site support - Mobile
5 days
Fr1719/16
Thu 7114/16
Aegis Mobile Prof Svc
Complete State Cum plian ce Enhancements and Submission
IS days
Thu 7/7/16
Thu 7/28126
Execute Compliance Submission[sj Plan
3 days
Mon 7/25/16
Wed 7127/16
Mobile Acddents Deplaymvm
15 days
Thu 7/7/16
Thu 7/2$/16
Fayetteville Police Department, AR
Aegis Public Safety Sample Project Plan
D
Task Name
Duratian
Start IFinish
iliesourceNames
i
756
Complete O55 and DA&M and System Setup and Training
11 days
Fri 9116/16 �Frl9/30/16
257
Data Analysit/Cri me Mapping/Management Reporting Training
0.5 days
Man 9126/16 'Mon 9126/16
258
CAD DA&M Training
0.5 days
Mon 9126/16 Man 3126/16
Aegis MSP Prof Svc
259
- LERMS - DA&M Training
C-5 days
Mon 9126/16 Man 9126/16
Aegis MSP Prof Svc
260
Fire - DA&M Training
O.5 days
Mon 9/26/16 Man 9/26115
Aegis MSP Prof Svc
261
- Dedislon Support Software Training
11 days
Fri 9/16/16 Fri 9/30116
262
- Conduct Decision Support Requirernems Gathering / Training Planning 1 hr
Fri 9116/16 FrI911611G
Aegis Standard Interfaces
263
Law Enforcement Management Data Mart Training
1 day
Mon 9/26/16 Man 9/26/16
Aegis Standard Interfaces
264
Dashboards For Law Enforcement Training
0-5 days
Tue 9/27/16 Tue 5/27116
Aegis Standard Interfaces
265
Law Enforcement DSS Enhanced Lab Training <remove if not sold the
i day
rue 9/27/16 Wed 9/28/16
Aegis Standard Interfaces
266
fire Management Data Mart Training
1 day
Wed 9128/16 Thu 9/29/16
Aegis Standard Interfaces
267
Dashboards for Flre Management Training
C-5 days
Thu 9129/16 Thu 9/29/15
Aegis Standard Interfaces
268
Fire Management DSS Enhanced Lab Training <remcve if not said the
1 day
Fri 9/30/16 Fri 9130116
Aegis Standard Interfaces
269
Step 9 complete
O days
Thu 9/29/15 Thu 9129/16
270
Closing Phase
12 days
Fri 5/30/16 Mon 11F/17/16
271
10 - Close the Project
12 days
Fri 9/30/16 Mon 20/27/16
272
Verify All Contracted Items are Dalivared and Payments are collected
5 days
Fri 9/30/16 Thu SD/6/16
275
Transition from Project Team to Ongoing A=rit Team Me in ben
7 days
Fri 1017/16 Mon 1.0/17/16
273
Step 10 Complete
0 days
Mari 10/17/16 Man 10/17/16
279
Standard Interfaces
155 days
Wed 9/23/15 Mon SIV16
280
NCIC
$0.25 days Thu 9124/15 Tue 2/29/16
281
Setup NCIC Install & Training Plan Conference Cali
1 hr
Thu 9/24115 Thu 9/24115
Aegls Project Manager
282
Conduct NCIC Install & Training Plan Conference Call
1 hr
Thu 9/24/25 Thu 91Z4/15
Aegis 3rd Party Software Vendor,Aegis Standard I merfaces, Aegis Custc
283
Confirm dates with Customer for NCIC Interface Install
3 days
Tue 11/17/15 Fri 11/20/15
Aegls Project Manager
284
NCIC Base Interface Install
4 days
Men 12/21/15 Man 12/28/15
Aegis Standard Interfaces
285
On Line CAD Interface Install
1 day
Mon 17/28/15;Tue 12/29/15
Aegis Standard Interfaces
226
On -Li neGlobal5ubiects Install
3days
Tue 12/29/15 ;Mon 1/4/16
Aegls Standard Interfaces
287
On -Line Wants and Warrants Install
3 days
Mon 1/4/16 Thu 1/7/16
Aegis Standard Interfaces
229
On -Line Property Install
5 days
Thu 1/7/16 Thu 1/14/I45
Aegis Standard Interfaces
289
On Site NCIC Interface Training
3 days
Thu 1114/16 .Tue 1/19/16
Aegis Cu stomer,Aegls Standard Interfaces
290
NCIC Interface Slgn Off
0 days
Tue 1/19/16 Tue 1/19/16
Aegis Customer,Aegis Standard Interfaces
291
Aegis Third Party CAD Interface Software
43 days
Thu 9/24115 :Mon 11/23/15
292
CAD Paw Interface
43 days
Thu 9124/15 :Mon 11/23/25
297
911 Interface
10 days
Tue 20/27/15 Mon 11/29/SS
303
Web CAD Monitor
24 days
Wed 10/21/15:Mon 1112a/ls
307
Aegis Third Party LE Retards Interface Software
155 days
Thu 9/24/15 Mon 5/2116
308
Ticket Writer Interface
43 days
Thu 9124115 Mon 11/23/15
316
COPLOGiC ClUmn Reporting Interface
54 days
Wed 2117116 Mon 512/I6
327
Standard Interface Related Milestones
155 days
Wed 9/23/3.5 Mon 5/2/16
333
Data Conversion
176 days
Thu 10/15/15 Tue 6121116
Pape 5
EXHIBIT M
THIRD PARTY HARDWARE ENVIRONMENT
SERVERS
Host Servers
(2) Dell PowerEdge 630 (1 U) Rack Server (Or Similar)
- (2) Intel Xeon E5-2650 2.3GHz, 2133MHz, 10C Processors
- 128GB 2133MHz RDIMMs (Memory)
- Internal Dual SD Module with 8GB SD Card
- Embedded SATA Controller
- (1) Broadcom 5720 Quad Port 1GB NIC (Integrated)
- (1) Broadcom 5719 Quad Port 1 G B NIC (PCle)
- Redundant 75OW Hot Swappable Power Supplies
- DVD/ROM, SATA, Internal
- 3 Year ProSupport and Mission Critical 24X7X4 Hour Onsite
Storage Array (SAN)
(1) Dell EqualLogic PS4100XV 2U iSCSI SAN (Or Similar)
- (12) 60OGB 15K-RPM 3.5" SAS Hot Swap Disk Drives (7.2TB RAW)
- Dual Controllers with 4GB Battery Backed Cache Memory
- Supports RAID 5, RAID 6, RAID 10, RAID 50
- 2 GB Ethernet Network Interfaces Per Controller (4 Total)
- Redundant Hot Swappable Controllers, Power Supplies, Cooling Fans
- Includes EqualLogic Array, Host, and Management Software
- 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite
SYSTEM SOFTWARE
Most Servers
(2) Windows Server 2012 (R2) - Datacenter Edition, 2 Processors
(100) Microsoft Windows Server 2012 - User/Device CALs (Estimated)
(4) SQL Server 2014 - Standard Core Edition (8 vCPUs Total)
(1) VMware Essentials Plus 6 - Includes vSphere & vCenter for 3 Hosts, 1 Yr.
SNS
(2) Microsoft Word 2010 (Production and Test)
(2) Microsoft Excel 2010 (Production and Test)
City of Fayetteville, AR Page 45 of 54
0743-15A1L 0731 U2W UL & Add'l (5yr Std)
EXHIBIT M / THIRD PARTY HARDWARE ENVIRONMENT
SPECIFICATIONS
CAD Enterprise Server
- 4 vCPUs
- 16GB Memory
- 104GB Virtual Disk (OS)
- Windows Server 2012 (112) - Standard Edition, 64-Bit
Aegis Application Server
- 4 vCPUs
- 8GB Memory
- 100GB Virtual Disk (OS)
- 504GB Virtual Disk (Estimate - File Storage)
- Windows Server 2012 (112) - Standard Edition, 64-Bit
Database Server
- 4 vCPUs
- 16GB Memory
- 100GB Virtual Disk (OS)
- 250GB Virtual Disk (SQL)
Windows Server 2012 (R2) - Standard Edition, 64-Bit
- SQL Server 2012 - Standard Edition, 64-Bit
Decision Support Server
- 4 vCPUs
- 8GB Memory
- I OOCYB Virtual Disk (OS)
- 100GB Virtual Disk (SQL)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
- SQL Server 2012 - Standard Edition, 64-Bit
GIS Server
- 4 vCPUs
- 16GB Memory
- IOOGB Virtual Disk (OS)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
Enterprise Security Server
- 2 vCPUs
-4GB Memory
- IOOGB Virtual Disk (OS)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
City of Fayetteville, AR Page 46 of 54
0743-15A1L 0731 U2W 1,41, & Add'[ (5yr Std)
EXHIBIT M / THIRD PARTY HARDWARE ENVIRONMENT
Mobile Server
- 2 vCPUs
-4GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
Aegis Link Server
- 2 vCPUs
-8GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
CAD Enterprise Test/Training Server
- 2 vCPUs
-8GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
Aegis Test/Training Server
- 2 vCPUs
-4GB Memory
- 100GB Virtual Disk (OS)
- 500GB Virtual Disk (File Storage)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
Mobile Test/Training Server
2 vCPUs
-4GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 (R2) - Standard Edition, 64-Bit
VMware vCenter Management Server
- 4 vCPUs
-8GB Memory
- 100GB Virtual Disk (OS)
- Windows Server 2012 (112) - Standard Edition, 64-Bit
City of Fayetteville, AR Page 47 of 54
0743-15A1L 0731 U2W L44L & Add'l (5yr Std)
EXHIBIT M / THIRD PARTY HARDWARE ENVIRONMENT
SYSTEM HARDWARE
IBM POWER 7 Model 710 Express 8231-EID
- (2) RDX 320GB Removable Disk Drives (System Backup)
- USB Internal Docking Station for Removable RDX Disk Drives
- PCle2 LP 4-Port I GbE Adapter
- (2) 146GB 15K-RPM SFF SAS Disk Drives
- Primary OS - AIX
- 8GB System Memory
- Power GXT145 Graphics Adapter
- (2) 1725W AC Power Supplies (Primary & Redundant)
- SATA Slimline DVD-RAM
- (2) 6' Power Cords, 125V, 15A - Plug Type 44
- Chassis with One Processor Planar
- 4 Core 3.6GHz POWER 7 Processor Module
- (2) Factory Deconfiguration of 1-Core
- Language Group Specify - US English
SYSTEM SOFTWARE
IBM POWER 7 Model 710 Express 8231-EID
- IBM AIX Standard Edition Ver. 7.1
- Per Processor Activation, 2 Core
- DVD Process Charge
IBM SERVICES
113M POWER 7 Model 710 Express 8231-EID
- 3 Year HW/SW Maintenance, 24X7X4 WSU
City of Fayetteville, AR Page 48 of 54
0743-15A1L 0731 U2W 1,41, & Add'1(5yr Std)
EXHIBIT M / THIRD PARTY HARDWARE ENVIRONMENT
DESCRIPTION
Call Taker/Dispatcher Workstation
- Intel Core i7 Processor
- Windows 7 Professional / Windows 8.1 Professional
- 8GB System Memory
- Keyboard, Mouse, DVD-ROM
- 25GB Available Hard Drive Space
- Integrated GB Ethernet
- Integrated Audio w/Extemal Speakers (Audible Alerts)
- (3) 19" / 21"Flat Panel Color Monitors - DVI/DP
- Dual/Quad Port Graphics with 2GB Memory and Shader Model Graphics
RMS/JMS Workstation
- Intel Core i5/i7 Processor
- Windows 7 Professional / Windows 8.1 Professional
- 4GB System Memory
- Keyboard, Mouse, DVD-ROM
- 25GB Available Hard Drive Space
- Integrated GB Ethernet
- (1) 19" / 21" Flat Panel Color Monitor - DVI/DP
- Standard/Integrated Graphics Adapter
Mobile Data Computer
- Intel Core i5/i7 Processor
- Windows 7 Professional / Windows S.I Professional
- 4GB System Memory
- 25GB Available Hard Drive Space
- 13.3" LCD Display (Touchscreen Optional)
- Backlit Keyboard, DVD-ROM
- Optional Integrated 4G/LTE Mobile Broadband w/GPS
Windows Tablet
- Intel Core i5 Processor
- Windows 8.1 Professional
- 4GB System Memory
- 64GB Storage Capacity (SD/Micro SD)
- 10. V 1920 X 1200 LED Display
- WiFi 802.1Ia/b/g/n
- Optional Integrated 4G/LTE Mobile Broadband w/GPS
City of Fayetteville, AR Page 49 of 54
0743-15AIL 0731 I12W UL & Add'I (5yr Std)
EXHIBIT O
SOFTWARE PERFORMANCE TEST CRITERIA
The Exhibit A Licensed Standard Software will provide satisfactory performance to satisfy the current processing
requirements of the City based upon certain conditions. This statement is conditioned on current master file sizes up
to 200% of current transaction volumes, and reasonable history retention requirements including AS/400 data. It is
also conditioned upon the City's agreement not to add other applications, other than system administrative software
such as anti -virus or back-up software, in addition to those listed on Exhibit A, and not to use any third party
software products or hardware in a way that impacts software performance. This statement is further conditioned
upon the City balancing the computer system properly, including but not limited to, backups, file purges, tuning the
system as required, and/or any other items that may impact performance.
CAD Software Satisfactory Performance is defined as response time of one (1) second or less in over 90% of the
input or inquiry transactions during any measured one (1) hour period; plus an average response time of three (3)
seconds or less in 98% or more of the input or inquiry transactions during any measured one (1) hour period.
LERMS and Field Reporting Software Satisfactory Performance is defined as response time of one (1) second or
less in over 80% of the input or inquiry transactions during any measured one (1) hour period; plus a response time
of three (3) seconds or less in 90% or more of the input or inquiry transactions during any measured one (1) hour
period.
Satisfactory performance measurements exclude factors outside of New World's control include responses from
external systems such as State/NCIC and latency of commercial wireless provides, i.e. Verizon, AT&T.
Given the above definition, should the Exhibit A software not perform satisfactorily, then the City shall notify New
World in writing and New World shall have ten (10) days to determine if the unsatisfactory performance is related to
New World products or is related to other factors not part of the New World software (see examples above). New
World shall have reasonable access to the City during the ten (10) day correction period and shall be able to make
any adjustments necessary to improve system performance. These adjustments may include making changes to the
Licensed Software to improve system performance. New World shall document adjustments made and notify the
City in writing of the adjustments. If requested by the City, and using Exhibit B support services, New World shall
train the City on how to make adjustments. After ten (10) days, if the system performance has not improved, and
should the unsatisfactory performance be attributable solely to the New World Software, then New World shall
provide additional computer capacities (memory, disk storage) at New World's cost to improve the performance.
The additional computer capacities will be added within thirty (30) days of the thirty (30) day correction period
ending.
For purposes of this software performance section, any New World time involved in selecting equipment,
interfacing software or hardware, tuning or balancing the system, resolving City problems, and/or other activities
performed on the City's behalf to initially start up or improve hardware or software performance will be performed
using Exhibit B support service guidelines and fees. As defined above, given written notice of software
performance deficiencies by the City, the New World time spent during the 30-day correction period to evaluate the
alleged deficiencies will not be billable to the City unless New World can document and demonstrate that the
alleged deficiencies are not due to deficiencies of the Exhibit A software, in which case the time spent by New
World during the 30-day correction period would be billed to the City.
The software performance statement set forth in this Exhibit expires six months from the date the Computer Aided
Dispatch and Mobile Messaging applications have gone into "Iive use", at which time the priority levels in Exhibit C
shall control.
City of Fayetteville, AR Page 50 of 54
0743-ISAIL 0731 U2W UL & Add'l (Syr Std)
New World Systems
the PaRBIIeScelos'Sn�r�-rrrcr G'otir�rnrl'
APPENDIX 1
AGREEMENT AND AUTHORIZATION FOR PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
The attached configuration (Exhibit 1) describes the Third Party products and services that New World will obtain
for the City. By execution of this Agreement, the City authorizes New World to order the Exhibit I products for
delivery to:
Fayetteville Police Department
Attn: Chief Greg Tabor
100 West Rock Street
Fayetteville, AR 72701
The payments for Appendix 1 Services are covered under the Cost Summary and Payment Schedule in Exhibit AA.
The City is responsible for the site preparation and related costs to install the Exhibit I Third Party products. The
City is responsible for any returned product charges, including re -stocking and shipping fees, for all Third Party
products ordered by New World on the City's behalf. Travel Expenses incurred by New World are in addition to
the Exhibit 1 cost and will be billed weekly as incurred.
The Exhibit 1 components and cost may only be changed by mutual agreement of the parties. If a change order in
the configuration requires additional costs, New World shall notify the City of the additional costs and with the
City's approval these costs shall be borne by the City. Without such approval, the change order will not be
processed.
The City shall or may be required to execute selected agreements with vendors and New World shall not confirm
the ordering of any Exhibit 1 products without City's authorized signature on said Agreements. The City shall
receive the benefit of all warranties, services, etc. provided for in the Agreements.
City of Fayetteville, AR Page 51 of 54
0743-15AIL 0731 U2W UL & AdO (Syr Std)
Exhibit I
CONFIGURATION
1. THIRD PARTY PRODUCTS AND SERVICES
THIRD PARTY SOFTWARE
a. Embedded Third Party Software
(includes all Third Parry executable components)
b. GIS Software 21
CAD
- CAD Workstations using ArcGIS Engine Runtime (11 workstations)
Mobile
- Mobile In -Car Mapping and Routing (36 units)
- Upgrade Mobile In -Car Mapping to In -Car Routing (22 units)
c. Diagramming Software (Scene PD) (includes 1st yr maintenance)
38 units
THIRD PARTY HARDWARE
d. Hardware, System Software & Services
Message Switch (3 year warranty)
Lantronix UDS-I 100 - 2 unit(s)
TOTAL THIRD PARTY PRODUCTS AND SERVICES $65,780
ESRI Notes
1) The City will restrict use of the ESRI Software to executable code (used with the Aegis Licensed Standard
Software).
2) The City will prohibit (a) transfer of the ESRI Software except for temporary transfer in the event of
computer malfunction; (b) assignment, time-sharing, lend or lease, or rental of the ESRI Software or use for
commercial network services or interactive cable or remote processing services; and (c) title to the ESRI
Software from passing to any other party.
3) The City will prohibit the reverse engineering, disassembly, or decompilation of the ESRI Software and
prohibit duplication of the ESRI Software except for a single archival copy; reasonable Sublicensee backup
copies are permitted.
4) The City will disclaim, to the extent permitted by applicable law, ESRI's liability for any damages, or loss
of any kind, whether special, direct, indirect, incidental, or consequential, arising from the use of the ESRI
Software.
5) At the termination of their Agreement (Sublicense) with New World, the City will certify in writing to
New World that it has discontinued use and has destroyed or will return to New World all copies of the
ESRI Software and documentation.
City of Fayetteville, AR Page 52 of 54
0743-15AIL 0731 U2W L4L & Add'l (5yr Std)
6) The City will comply fully with all relevant export laws and regulations of the United States to assure that
the ESRI Software, or any direct product thereof, is not exported, directly or indirectly, in violation of
United States law.
7) The City will prohibit the removal or obscuring of any copyright, trademark notice, or restrictive legend.
8) If.New World grants a Sublicense to the United States Government, the ESRI Software shall be provided
with "Restricted Rights".
9) All Aegis .NET/MSP Customers are required to use ESRI's ArcGIS suite of products to maintain GIS data.
All maintenance, training and on -going support of this product will be contracted with and conducted by
ESRI. Maintenance for ESRI's ArcGIS suite of products that are used for maintaining the Ctiy's GIS data
will be contracted by the City separately with ESRI.
10) The on -going New World SSMA cost is required for any Aegis software changes related to integration with
ESRI software.
11) If a new release of ESRI software is incorporated into the Aegis software, an associated upgrade fee may be
required for the new ESRI software, depending on the potential cost from ESRI, and/or on the scope of
effort required to integrate the new ESRI release with Aegis software.
City of Fayetteville, AR Page 53 of 54
0743-15A1L 0731 UZW UL & Add'l (5yr Std)
APPENDIX 2
STATEMENT OF WORK
PLACEHOLDER
City of Fayetteville, AR Page 54 of 54
0743-15AIL 0731 U2W UL & Add'l (5yr Std)
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City of Fayetteville, AR
Statement of Work
Suite of Aegis Public Safety Software
July 28, 2015
Ilk New World Systen-is
AEGIS STATEMENT OF WORK (SOW)
Table of Contents
A. PROJECTOVERVIEW......................................................................................................................................4
A.1 OBJECTIVES ......................................................................................................................................................4
A.2 SCHEDULE........................................................................................................................................................5
A.3 SCOPE AND DELIVERABLES..................................................................................................................................6
B. PROJECT ORGANIZATION & DECISION MAKING............................................................................................7
B.1 CITY PROJECT ORGANIZATION.............................................................................................................................7
8.2 NEW WORLD PROJECT ORGANIZATION...............................................................................................................12
B.2.1 NEW WORLD PROJECT TEAM ASSIGNMENTS........................................................................................................12
B.3 PROJECT DECISION MAKING PROCESS.................................................................................................................17
C. PROJECT RESPONSIBILITY & RISK SUMMARY...............................................................................................18
C.1
PROJECT OWNERSHIP AND SUCCESS...................................................................................................................18
C.2
CITY EXECUTIVE SPONSOR RESPONSIBILITIES.........................................................................................................18
C.3
MANAGING CHANGE WITHIN CITYORGANIZATION.................................................................................................18
CA
PROVIDE A STABLE ENVIRONMENT AND SUFFICIENT INFRASTRUCTURE.......................................................................19
C.5
NEW WORLD SYSTEMS ESCALATION POLICY.........................................................................................................19
C.6
EXPECTATIONS FOR PROJECT IMPLEMENTATION....................................................................................................19
C.7
SOFTWARE & WARRANTY EXPECTATIONS............................................................................................................19
C.8
TOP ERP IMPLEMENTATION RISKS: WHAT CAN ENDANGER PROJECT SUCCESS?..........................................................20
D. PROJECT MANAGEMENT RESPONSIBILITIES................................................................................................21
D.1
NEW WORLD'S PROJECT MANAGEMENT RESPONSIBILITIES.....................................................................................22
D.2
CITY'S PROJECT MANAGEMENT RESPONSIBILITIES.................................................................................................23
D.3
MANAGING PROJECT SCOPE —USE OF CONTRACT ADDENDUMS AND CHANGE ORDERS................................................24
DA
PROJECT COMMUNICAi ION AND PLANNING TDOLS...............................................................................................25
D.5
PROJECT STATUS REPORTS................................................................................................................................26
D.6
FORMAL CITY NOTIFICATIONS............................................................................................................................27
E. 5 PHASE PROJECT IMPLEMENTATION METHODOLOGY(PIM) ......................................................................28
E.1 MILESTONE SUMMARY ............. ........................................................................................................................ 30
E.2 FORMAL NOTIFICATIONS SUMMARY...................................................................................................................31
E.3 WORK BREAKDOWN STRUCTURE(WBS).............................................................................................................32
EAINITIATION PHASE...........................................................................................................................................34
E.4.1 Step 1: Conduct Start-up Activities.........................................................................................................35
E.5 PLANNING PHASE............................................................................................................................................38
E.5.1 Step Z: Plan the Project..........................................................................................................................39
E.5.2 Step 3: Approve the Project Plan............................................................................................................57
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AEGIS STATEMENT OF WORK (SOW)
E.6
CONSTRUCTION PHASE.....................................................................................................................................62
E.6.1
Step 4: Install the Standard Solution......................................................................................................63
E.6.2
Step 5: Build Out the Standard Solution.................................................................................................72
E.6.3
Step 6: Validate Configuration...............................................................................................................81
E.7
TRANSITION PHASE..........................................................................................................................................87
E.7.1
Step 7: Conduct End User Training.........................................................................................................88
E.7.2
Step 8: Conduct Go-Live.........................................................................................................................92
E.7.3
Step 9: Complete and Implement Remaining Contract Deliverables.....................................................97
E.8
CLOSING PHASE............................................................................................................................................105
E.8.1
Step 10: Close the Project....................................................................................................................106
The terms and conditions governing this project are specified in the Agreement between the parties. In the event
statements in this Aegis Public Safety Software Suite Statement of Work (SOW) conflict with the terms and conditions
in the Agreement (including all of its Exhibits, Attachments and Addendums), the Agreement shall take precedence
over this SOW.
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AEGIS STATEMENT OF WORK (SOW)
A. PROJECT OVERVIEW
This Statement of Work (SOW) defines the principal activities and responsibilities of City and New
World for the implementation of an integrated Public Safety system consisting of the following primary
software applications:
AEGIS .NET/MSP Modules and Functions
Computer Aided Dispatch
Records Management for Law Enforcement
Records Management for Fire
Data Sharing
Mobile Management
Interfaces to Third Parties
Federal/Sate Compliance
Decision Support Analytics & Reporting
A. I Objectives
The project will provide an integrated Public Safety system as described in the Agreement to assist and
support City staff in the delivery of services and activities, take advantage of best practices, and
significantly improve the efficiency and effectiveness of City operations.
Below is a summary of the planned objectives for the project:
a) Upgrade the City's AS/400-based software and certain other related business systems and
shadow systems.
b) Provide better front-end services by improving the City's back -end services and systems.
c) Incorporate fully integrated "best business practices".
d) Develop a system that is user-friendly and empowers core City Public Safety users and other
City stakeholders to improve their fina«cial processes.
e) Improve quality and accessibility of information for decision support.
f) Utilize data to create informative reports on Public Safety activity.
g) Reduce paper -based workflow processes and forms.
h) Reduce redundant "shadow systems", data entry, storage, and paper processing.
i) Improve operational effectiveness and productivity.
j) Reduce the number of systems the City owns and supports and their related costs by retiring
existing legacy and back office "systems" and tools.
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New World Systems
PROJECT OVERVIEW
A.2 Schedule
This project is targeted to be completed and the project closed within 18 months of Agreement signing as
identified in the Agreement and detailed Project Plan, to be completed after signing of Agreement.
Many factors will impact the ability of the New World and City project teams to meet this target.
The New World and City Project Managers will work together, along with New World and City senior
management, to develop a project plan that itemizes the specific tasks, resources, dependencies and
schedules. New World will work hard to help build a project plan to meet the targeted timeline.
However, unforeseen City dependencies, unexpected City circumstances or changes to City requirements
may cause the New World and City Project Managers to build a project plan that does not meet the
targeted project completion timeline.
When the planning activity is completed and the Project Plan is approved by New World and City senior
management, then the actual scheduled completion date will be determined for this project.
Developing the Project Plan and approving the Project Plan are specific steps called out in the New
World Project Implementation Methodology (P1M) outlined in later sections of this SOW.
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PROJECT OVERVIEW
A.3 Scope and Deliverables
The success of the project is dependent upon all of the organizations identified below to participate fully
in this project and to fulfill all of their assigned tasks with quality and on schedule.
The scope of this project includes three types of deliverables from New World:
1. Licensed Standard Software Deliverables
2. New World Service Deliverables
3. Third Party Hardware, Software, Service Deliverables
The scope and deliverables proposed for this project are outlined in the Agreement.
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AEGIS STATEMENT OF WORK (SOW)
B. PROJECT ORGANIZATION & DECISION MAKING
B. 9 City Project Organization
The City project organization, roles and assigned individuals are shown below:
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PROJECT ORGANIZATION & DECISION MAKING
B.1.1 City Project Team Assignments
Here are the City Project Roles and Assignments:
1
Project Role
Governing Group Chair
Functional Organization
and Role Name
2
Governing Group Member
3
Executive Sponsor
4
Project Manager
5
CAD Subject Matter Expert
6
Mobile Subject Matter Expert
7
LERMS Subject Matter Expert
8
Fire RMS Subject Matter
Expert
9
Technology Leader
The City Project Manager will maintain a current version of the Project Team Assignments in the Project
Management Workbook.
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PROJECT ORGANIZATION & DECISION MAKING
B.1.2 City Project Team Roles & Responsibilities
Here are the City Project Roles and Responsibilities:
B.1.2.1 City Governing Group Chair
• Serves as leader of the Governing Group.
• Controls the agenda for Governing Group meetings and presides over meeting proceedings.
• Governing Group Chair is (appointed/elected) and serves a defined term.
• Governing Group oversees project outcomes and contract compliance.
* Governing Group (approves/recommends approval) for project funding requests.
B.1.2.2 City Governing Group Members
• Serve on the Governing Group.
• Governing Group members are (appointed/elected) and serve a defined term.
• Attend Governing Group meetings and vote on resolutions presented.
+ Governing Group oversees project outcomes and contract compliance.
• Governing Group (approves/recommends approval) for project funding requests.
• Governing Group makes final top level project decisions.
+ Governing Group is accountable for project results and outcomes.
B.1.2.3 City Executive Sponsor
• Provides executive level oversight of the project conduct and outcomes on behalf of the
City.
• Executive Sponsor is appointed by (the Governing Group/some other entity) and serves for
the duration of the project.
• Executive Sponsor (is/is not) a Governing Group member.
• Executive Sponsor attends Governing Group meetings and (votes/does not vote) on
resolutions presented.
• Executive Sponsor is accountable to the Governing Group for project conduct and outcomes.
• Executive Sponsor reports project status to the Governing Group.
• Executive Sponsor monitors contract and budget compliance.
• Executive Sponsor presents and recommends approval of project funding requests to the
Governing Group.
• Executive Sponsor presents and recommends final top level project decisions to the
Governing Group.
• Executive Sponsor makes executive project decisions that do not require Governing Group
approval.
• Executive Sponsor is accountable for project results and outcomes.
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B.1.2.4 City Project Manager
• Project Manager or designee provides day-to-day oversight of the project conduct and
outcomes on behalf of the City.
• Project Manager or designee is appointed by (the Governing Group/Executive Sponsor/some
other entity) and serves for the duration of the project.
• Project Manager or designee (is/is not) a Governing Group member.
• Project Manager or designee attends Governing Group meetings (upon invitation/regularly)
to address specific meeting agenda items.
• Project Manager or designee is accountable to the Executive Sponsor for project conduct and
outcomes.
• Project Manager or designee reports project status to the Executive Sponsor and the
Governing Group.
• Project Manager or designee monitors contract and budget compliance.
• Project Manager presents and recommends approval of project funding requests to the
Executive Sponsor.
• Project Manager or designee presents and recommends executive level project decisions to
the Executive Sponsor.
• Project Manager or designee makes and/or coordinates with project constituents to make
daily project decisions that do not require Executive Sponsor approval.
• Project Manager or designee is accountable for project results and outcomes.
B.1.2.5 City Subject Matter Experts (SMEs)
• SMEs represent functional senior managers and users for the functional areas engaged in the
project. The functional areas include:
o Dispatch, CAD
o Law Enforcement Patrol, Mobile
o Law Enforcement Records, LERMS
o Fire Records. Fire
o Decision Support Analysis and Reporting
• SMEs provide day-to-day oversight and coordination of the project tasks and outcomes on
behalf of the assigned functional areas on behalf of the City.
• SMEs make and/or coordinate with functional constituents to make daily project decisions
that do not require Project Manager approval.
• SMEs are appointed by (the functional senior managers/some other entity) and serve for the
duration of the project.
• SMEs train end users.
• SMEs (are/are not) members of the Governing Group.
• SMEs (attend/do not attend) Governing Group meetings.
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• SMEs are accountable to the Project Manager and their functional senior managers for project
conduct and outcomes.
• SMEs report project status to the Project Manager and their functional senior managers.
• SMEs are accountable for the results and outcomes of project activities in their functional
areas.
B.1.2.6 City Technology Leader
• Technology Leader represents technology senior managers for project.
• Technology Leader provides day-to-day oversight and coordination of the technology tasks
and outcomes on the project.
• Technology Leader is appointed by (the technology senior managers/some other entity) and
serves for the duration of the project.
• Technology Leader (is/is not) a member of the Governing Group.
• TechnoIogy Leader (attends/does not attend) Governing Group meetings.
• Technology Leader is accountable to the Project Manager and their technology senior
managers for technology task conduct and outcomes for the project.
• Technology Leader reports status to the Project Manager and their technology senior
manager.
• Technology Leader makes and/or coordinates with technology constituents to make daily
technology decisions that do not require Project Manager approval.
• Technology Leader is accountable for the results and outcomes of technology activities of the
project.
B.1.2.7 City Build Teams
• Build teams are representatives from the functional areas engaged in the project. The
functional areas include:
o Dispatch, CAD
o Law Enforcement Patrol, Mobile
o Law Enforcement Records, LERMS
o Fire Records, Fire
o Decision Support Analysis and Reporting
• Build Teams complete project tasks to configure and setup their assigned functional areas of
the product suite.
• Build Teams are appointed by the (SME/Functional senior managers/some other entity) and
serve for the duration of the project.
• Build Teams are accountable for the results and outcomes of the project activities in their
functional areas.
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B.2 New World Project Organization
The New World project organization, roles and assigned individuals are described in B.2.1, below:
B.2.9 New World Project Team Assignments
Project Role
Functional Role
Name(s)
1
Group VP
1 Vice President of Customer
Mike Aloe
Care
2
Account Manager
Customer Care Manager
Vesta Broady
3
Executive Sponsor
Vice President of
Sandro Viselli
Professional Services
4
Project Manager
Project Manager
Doraine Fitzgerald
5
CAD Application Specialist
CAD Application
Jonathan Cook
Specialist(s)
6
Mobile Application Specialist
Mobile Application
David Wright
Specialist(s)
7
LERMS Application Specialist
LERMS Application
Tiara Oger
Specialist(s)
8
Fire Records Application
Fire Application.
Alan Moravansky
Specialist
Specialist(s)
9
Technical Services Specialist
Technical Services
Anita Jones
Specialist(s)
10
Data Conversion Lead
Data Analyst
Todd Townley
11
GIS Specialist
GIS Consultant
Britt Wollenweber
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The New World Project Manager will maintain a current version of the Project
Team Assignments in the Project Management Workbook B.2.2 New World
Project Team Roles & Responsibilities
Here are the New World Project Roles and Responsibilities:
B.2.2.1 New World Group VP
• Served as the New World leader of the procurement process.
• Serves as a source of information about discussions and expectations formed during the
procurement process.
• Responsible to help complete additional procurements if any required for the project.
• Available to meet with the City and New World senior managers during the project for
project discussions if requested by Project Managers.
• Available to help make contract adjustments if requested.
B.2.2.2 New World Account Manager
• Served as the New World sales representative during the procurement process.
• Serves as a source of information about discussions and expectations formed during the
procurement process.
• Responsible to help complete additional procurements if any required in order to complete
the project.
• Available to meet with City and New World managers during the project for project
discussions if requested by Project Managers.
• Available to help make contract adjustments if requested.
B.2.2.3 New World Executive Sponsor
• Executive Sponsor is assigned at the project initiation and serves for the duration of the
project.
• Provides executive level oversight of the project conduct and outcomes on behalf of New
World.
• Executive Sponsor is accountable to New World executives for project conduct and
outcomes.
• Executive Sponsor monitors contract and budget compliance.
• Executive Sponsor makes executive project decisions, or facilitates obtaining decisions for
New World.
• Executive Sponsor meets with and reviews status with City Executive Sponsor.
+ Executive Sponsor is accountable for project results and outcomes.
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B.2.2.4 New World Project Manager
• Project Manager is appointed at project initiation and serves for the duration of the project.
• Project Manager provides day-to-day oversight of the project conduct and outcomes on
behalf of New World.
• Project Manager is responsible for project planning
• Project Manager is responsible for New World resource management.
• Project Manager is accountable to the Executive Sponsor and New World executive
managers for project conduct and outcomes.
• Project Manager reports project status to the New World Executive Sponsor.
• Project Manager reports project status to the City Project Manager.
• Project Manager monitors contract and budget compliance.
• Project Manager presents and recommends approval of project funding requests to the New
World Executive Sponsor.
• Project Manager presents and recommends executive level project decisions to the New
World Executive Sponsor.
• Project Manager makes and/or coordinates with New World project constituents to make
daily project decisions that do not require New World Executive Sponsor approval.
• Project Manager is accountable for project results and outcomes.
B.2.2.5 New World Application Specialist
• Application Specialists serve as the product experts for their assigned functional areas of the
Aegis product suite. The functional areas include:
o Dispatch, CAD
o Law Enforcement Patrol, Mobile
o Law Enforcement Records, LERMS
o fire Records, Fire
o Decision Support Analysis and Reporting
• Application Specialists provide training and knowledge transfer to City functional experts to
enable City staff to set up and configure each application area of the product suite.
• Application Specialists provide support to City functional experts to help them make project
decisions.
• Application Specialists provide training to City trainers to enable them to train end users.
• Application Specialists provide training to City trainers to end users.
• Application Specialists are assigned by New World resource managers and serve for the
specific tasks as assigned during the project.
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PROJECT ORGANIZATION & DECISION MAKING
• Application Specialists are accountable to the New World Project Manager and their
resource managers for project conduct and outcomes.
• Application Specialists s report project status to the Project Manager and their resource
managers.
• Application Specialists are accountable for the results and outcomes of project activities in
their functional areas.
B.2.2.6 New World Technical Services Specialist
• Technical Services Specialist provides hardware, system software and network infrastructure
services.
• Technical Services Specialist reports status to the Project Manager and their technical
services resource manager.
• Technical Services Specialist makes and/or coordinates with City technology constituents to
project technology decisions that do not require Project Manager approval.
• Technical Services Specialist reports technical issues and resolution recommendations to the
New World Project Manager.
• Technical Services Specialist is accountable to the Project Manager and their New World
technical services resource manager for the technical services outcomes and results during the
project.
B.2.2.7 New World Data Conversion Lead
• Data Conversion Lead manages the New World data conversion activities and resources for
the project.
• Data Conversion Lead works with assigned City data conversion staff during the project.
• Data Conversion Lead is assigned early in the project and serves for the duration of the data
conversion activities.
• Data Conversion Lead is accountable to the New World Project Ivlaaager and their data
conversion senior managers for data conversion task conduct and outcomes for the project.
• Data Conversion Lead reports status to the New World Project Manager and their data
conversion senior manager.
• Data Conversion Lead is accountable for the results and outcomes of data conversion
activities of the project.
B.2.2.8 New World GIS Specialist
• GIS Specialist manages the New World GIS activities and resources for the project.
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• GIS Specialist works with assigned City GIS staff during the project.
• GIS Specialist is assigned early in the project and serves for the duration of the GIS activities.
• GIS Specialist is accountable to the New World Project Manager and their GIS senior
managers for GIS task conduct and outcomes for the project.
• GIS Specialist reports status to the New World Project Manager and their GIS senior
manager.
• GIS Specialist is accountable for the results and outcomes of GIS activities of the project.
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PROJECT ORGANIZATION & DECISION MAKING
B.3 Project Decision Making Process
Decisions will be made at multiple organization levels at the City and New World in order to deliver the
desired project results. Many decisions need to be made during the project. Many people are involved in
the project. If decision making is not appropriately defined, the risks increase that undesirable project
outcomes could occur. In setting up the decision making process for the project, the following are
desired:
1. It is desirable that decisions are made in a timely fashion and in accordance with the appropriate
level of authority required to establish policies and procedures, to authorize/approve plans and
resources, and/or to resolve issues.
2. It is desirable to enable decision -making authority to be granted to managers who are as close to
the daily project activities as possible to avoid delays or bottlenecks yet to also attain quality
results for the project.
Here are the decision -making levels at the City and New World. If collaboration and communication
between the individuals on the same level (in the hierarchy shown below) at the City and New World fail
to result in a timely decision or issue resolution as required to keep the project on track, then the
individuals must escalate the decision or issue resolution one level up as shown below.
Collaborate
Communicate
Collaborate
Communicate
Collaborate
Communicate
Collaborate
Communicate
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AEGIS STATEMENT OF WORK (SOW)
C. PROJECT RESPONSIBILITY & RISK SUMMARY
New World's objective for every project is to fulfill all contracted obligations successfully, on time and
on budget.
In order to complete a successful project, both New World and City team must be engaged fully in the
project and support is required in a number of areas. To aid in completing a successful project, the
following responsibilities must be fulfilled and the risks must be mitigated.
C.1 Project Ownership and Success
1. Project ownership is shared between City and New World teams.
2. Executive sponsors from City team and New World need to collaborate to manage through
strategic issues, help drive change management and maintain consistent communication
throughout the project.
C.2 City Executive Sponsor Responsibilities
1. Provide leadership and clear direction to City project team throughout the project.
2. Allocate sufficient and qualified resources to ensure a successful project.
3. Confirm achievement of all milestones and contract deliverables after each phase of the project.
4. Track progress and resolve issues during executive milestone reviews.
5. Ensure the assigned resources adhere to timeframes and schedules.
6. Partner with the New World Executive Sponsor to resolve any disputes that may arise.
7. Work as a team with New World to drive and promote change, and take advantage of best
practices.
C.3 Managing Change within City Organization
1. City is responsible for managing change within their organization.
2. Limit the scope of changes that may delay implementation or increase the cost of the project_
3. Users will need consistent coaching and reassurance from the leadership team.
4. Team should expect to provide extra effort during the implementation period.
5. Users need to understand the differences and overall benefits of the new system.
6. Do not allow individual desires or agendas to overshadow the needs of the many.
7. City management needs to explain the differences and benefits of the new solution.
a. Workflow may be slower at first, but there is more information and long-term organization
value
b. More data integration is available which contributes to the overall solution value
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C.4 Provide a Stable Environment and Sufficient Infrastructure
1. Adhere to New World specifications for hardware, software and infrastructure.
2. Manage and maintain the necessary network bandwidth and stability.
3. Adhere to industry -standard practices when managing security, network and database resources.
4. Establish organization -wide policies and procedures to govern use of hardware, software and
networks.
C.5 New World Systems Escalation Policy
L City identifies an issue and categorizes it as a product, project or business issue.
2. City contacts the New World Project Manager and provides detailed documentation of the issue.
3. If New World Project Manager is unavailable, City contacts Customer Account Manager
(Regional Territory Manager or Customer Care Representative assigned to the City).
4. If the City is unable to resolve the issue or not satisfied with the issue resolution, the City
escalates to New World Executive Sponsor for the project.
C.6 Expectations for Project Implementation
I. Project execution will follow the New World Project Implementation Methodology as described
in later sections of this SOW.
2. City and New World Project Managers shall identify key timeframes and requirements early in
the project.
a. Project start dates
b. Milestone dates
c. City blackout dates
d. Non-standard contract deliverables required for go -live (generally delivered after go -live)
3. Resource scheduling will be planned and agreed to by both City and New World.
a. Scheduled resource assignments will be held for a 90-day lock period
b. Schedule changes within iho lock period are costly, and can pzit the project plan ai risk
C.7 Software & Warranty Expectations
1, Large-scale ERP software solutions typically have some open warranty issues.
2. Software issues may arise as a normal part of any project implementation.
3. Any issue with the software system should be documented using New World's standard
methodology.
4. As with all projects, this is a partnership between City and New World, and the parties need to
work together to quickly diagnose and resolve any potential issues.
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C.8 Top ERP Implementation Risks: What Can Endanger Project Success?
1. City Senior Leadership Not Engaged
a. Without sustained executive support and leadership, project delays and failure may occur
2. Increasing Project Scope
a. Changing or adding requirements mid -project may delay project and increase costs
b. Delayed approvals on non-standard contract deliverables may delay project and increase costs
c. Adding non-standard features increases the project complexity and risk of successful
implementation. Simplifying the go -live requirements early in the project plan and
minimizing requirements changes during project implementation mitigates risk
3. Change Management
a. Failure to manage process change in City organization increases risk
b. Effective communication is imperative during the entire implementation process
4. Third Party Contract Deliverables
a. Document and obtain approvals on requirements involving third parties early in the project
b. Set and manage expectations with all participants
Environment, Infrastructure and System Administration
a. Adhere to New World specifications for hardware, software and infrastructure
b. Manage and maintain the necessary network bandwidth requirements
c. Managing City environment during and after the project requires one or more skilled system
administrators to manage the technical resources
6. Data Conversion
a. Only submit data to New World after thoroughly reviewing City data mappings
b. Analyze all converted data closely, including controls, before resubmitting
c. Continue to stress user review and accuracy
City and New World Executive Sponsors and Project Managers are expected to work with each other
throughout the project to ensure mutual understanding of the responsibilities and risks described above.
Both parties must work together to fulfill their respective responsibilities, mitigate the risks and help
ensure successful project completion.
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AEGIS STATEMENT OF WORK (SOW)
D. PROJECT MANAGEMENT RESPONSIBILITIES
New World and City Project Managers will use the PIM to manage the implementation of the New
World technology and to transition the City from its existing technologies and operation to the
technology provided and described in the Agreement. In addition to using the PIM, the following
guidelines shall be followed:
1. Work will be performed at the Customer's location and New World's offices. Work will be
performed on business days during Customer's normal business hours except when both parties
agree otherwise.
2. A project consists of the delivery, installation, configuration, testing, training and go -live of the
licensed software that provides the functionality and operation described in the Agreement.
3. Additional work activities and software functionality not described in the Agreement and/or the
SOW will be considered a change to a project and will be authorized by the City using the Project
Change Order document. Depending on the nature of the change, a cost adjustment may result
which shall be managed according to the Agreement.
4. The City and New World expect and agree that the Agreement and/or the SOW may be
modified from time to time, especially after New World gains a more complete understanding of
Customer's existing technologies, business practices and operations.
5. Training will take place during normal business hours, which is typically from 8:00 am - 5:00 pm,
and will not exceed eight (8) hours per 24-hour period. Nonstandard training hours may be
accommodated upon mutual agreement. Training arrangements for observers may be made upon
mutual agreement.
6. The City is responsible for the WAN/LAN infrastructure.
7. The operation and availability of the external systems or third party software is the responsibility
of the City and necessary for the success of the project.
8. The City is responsible for maintaining in good working order the third party systems that it
operates and that interface with New World software as part of this project.
9. With the City's prior approval, the New World Implementation teams must have access to all
servers and workstations that are applicable to the project. This includes having a domain Iogin
with local administrative privileges to remove/install software, access to registries, the ability to set
scheduled tasks and remote access to applicable desktops.
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D. 9 New World's Project Management Responsibilities
Detailed Project Management responsibilities are outlined in each step of the PIM. Overall, New World
responsibilities include the following:
1. Managing the efforts of New World's staff and coordinating New World activities with City
Proj ect Manager.
2. Providing project status reports to the City.
3. Documenting, coordinating and managing the overall Implementation Plan (both summary and
detail level) with the City's management and the City Project Manager.
4. Conducting a project review (kick-off) meeting at the Customer's location.
5. Managing the efforts of the New World staff and coordinating New World's activities with the
City's Project Manager.
6. Coordinating delivery of contracted services throughout the project.
7. Providing New World consultation with the City and its other vendors or third parties when
necessary.
8. Maintaining a record of all project communications.
9. Conducting regular project review meetings with the City's Project Manager via telephone
conference calls,
10. Preparing and submitting regular status reports to the City and to New World management.
11. Responding to issues if any rose by the City's Project Manager throughout the project.
12. Preparing and submitting project Change Orders to the City's Project Manager (or designee) as
necessary and gaining New World and City approvals before implementing the requested
changes.
13. Conducting a project close-out meeting at the City's location to conclude the project.
Project Management Responsibilities are executed by the New World Project Manager (PM), or
representative of the PM, if the PM is not available.
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D.2 Customer's Project Management Responsibilities
Detailed Project Management responsibilities are outlined in each step of the PIM. Overall, City
responsibilities include the following:
I . Assigning a competent Project Manager with authority to make project decisions and
commitments on behalf of the City including:
a. provide timely answers to New World's requests for information
b. coordinate a mutually agreeable implementation and training schedule
c. have authority to sign for and obligate the City to any matters relating to service requests,
design documents, test documents and/or delivery and service schedules
d. In situations where City participation is required, provide timely input for systems definition,
detail design, and use of the software system
2. Managing the efforts of the City's staff and coordinating City activities with the New World
Project Manager.
3. Providing status reports to New World on City tasks.
4. Providing overall status reports to City managers and teams.
5. Maintaining project communications with the New World Project Manager.
6. Providing input to New World for creation of the regular status reports.
7. Ensuring that City personnel have ample time, resources and expertise to carry out their
respective tasks and responsibilities.
8. Participating in the status gathering and sharing activities with the New World Project Manager
as required for determining project status.
9. Providing responses to issues raised by the New World Project Manager in a timely manner.
10. Serving as liaison with all City provided third -party vendors and associated systems.
11. Ensuring that acceptable Change Orders are approved in a timely fashion by authorized
signature(s).
12. Providing workspace for New World personnel as reasonably requested.
13. Ensuring New World personnel have access to server and network equipment and work areas
with pre -authorization for off -hours.
14. Ensuring timely payment of invoices.
Project Management Responsibilities are executed by the City Project Manager (PM), or representative of
the PM, if the PM is not available.
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D.3 Managing Project Scope - Use of Contract Addendums and Change Orders
During the course of this project, it may become necessary to make adjustments to the scope of the
project. If such a situation arises, a formal process shall be used to document requests and solicit
approvals to change the scope. Contract Addendums or Change Orders will be used to request and
approve changes to project scope.
Changes to project scope include alterations, deletions, additions, deviations and omissions to the
products and services identified in the Agreement. The standard method of documenting and executing a
change to the Agreement are shown below:
• Exhibit A (Licensed Standard Software and Fees) — Contract Addendum
• Exhibit B (Implementation and Training Support Services) — Change Order
• Exhibit F (Data Conversions) — Change Order
• Exhibit G (Custom Interfaces) — Change Order
• Appendix I (Third Parry Products and Services) — Contract Addendum
• The Aegis Statement of Work — Change Order
Note that the terms and conditions governing this project are specified in the Agreement between the
parties. In the event statements in this Aegis SOW conflict with the terms and conditions in the
Agreement (including all of its Exhibits, Attachments and Addendums), the Agreement shall take
precedence over this SOW.
Requests for changes that require Contract Addendums and/or Change Orders are typically initiated by
the City. However, the New World Project Manager may offer proposals to City Project Manager for
consideration.
City approval of a New World -initiated Contract Addendum and/or Change Order will be indicated
through execution (signature) of the Contract Addendum and/or Chaage Order documents by duly
authorized City representatives before any additional work is performed.
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DA Project Communication and Planning Tools
During the course of this project, it is necessary to communicate information between the City and New
World and vice versa. New World will provide project information to the City in various formats
appropriate to each type of information that is communicated. Key communication and planning tools to
be used include:
Project Plan Project Communication and Planning Tools
• Project Tasks
• Project Scheduling
• Resource Assignments
• Payment Milestones
• Key Milestones
• Contract Deliverables (Services and Software)
• Gantt Chart
Project Management Workbook
• Project Methodology Overview
• Monthly Project Status Report
• Project Schedule City Blackout Dates
• Contact Information
• Roles and Responsibilities
• Communication Plan
• Risk Management Plan
• Action Items
• Issues
• Change Control Definition, Register and Forms
• Pre Go -Live Readiness Checklist
• Pre Go -Live Systems Assurance Readiness Checklist
• Go -Live Checklist
• Post Go -Live Checklist
Data Conversion Plan
GIS Plan
Technical Services Plan
Requirements Definitions (Custom Enhancements, Custom Interfaces)
Pre -Trip Reports
Post -Trip Reports
Build Plans
Training Plans
LQuality Assurance and Test Plan
Additional tools will be used by the Project Managers as appropriate to communicate activity specific
information throughout the project.
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D.5 Project Status Reports
During the course of this project, the New World Project Manager will prepare and provide to the City
monthly written status reports. In addition, regular status review meetings and/or conference calls will be
used at the discretion of the Project Managers to further ensure appropriate status information is
exchanged. These review meetings and calls will also be used to identify and/or resolve issues where
possible, coordinate action items and schedule activities as appropriate.
The City is responsible to provide New World with updated status regarding City tasks and activities.
The Project Managers shall collaborate to determine the best format and process for communicating City
status to New World.
In addition, the New World and City Executive Sponsors will meet periodically to review project status.
The initial meeting will take place during project initiation. At that meeting, a schedule will be agreed
upon for status meetings between the Executive Sponsors for the remainder of the project duration. The
City will host the meetings at their location and is responsible to attend as planned.
Communication between the senior managers at the City and New World is essential to ensure project
success and these meetings are a key activity to ensure project success.
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D.6 Formal City Notifications
During the course of this project, it is necessary to formally notify the City of completion of key events or
fulfillment of key project obligations. The New World Project Manager will notify the City in writing of
the completion of these key events and obligations. The reasons for formal notification include:
1. Bring City attention to the New World position that a key event has occurred or a key project
obligation has been fulfilled.
2. Establish "for the record" that the City has been duly notified.
3. Provide a specified time period for the City to take exception or dispute the New World position,
if so desired.
4. To bring clear closure for the project teams that key events did occur and fulfillment of key
project obligations were made.
When notified by New World, the City may:
1. Sign and return the notification as acknowledgement and approval of the completion of the key
event or fulfillment of the key project obligation.
2. Provide written notice to New World within the specified time period (typically 15 days) that
City does not agree that of the completion of the key event or fulfillment of the key project
obligation occurred and why.
3. Do nothing within the specified time period (typically 15 days), in which case the completion of
the key event or fulfillment of the key project obligation is deemed approved by the City.
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AEGIS STATEMENT OF WORK (SOW)
E. 5 PHASE PROJECT IMPLEMENTATION METHODOLOGY (PIM)
®Customer Agreement Signed
®Go Live
a Cotrdy�#tart up z Plantheproje'ct y =; i�istallie
7. Conduct so- CosehePKoert `.
Rrtivrt�r , Standard
End User"rainrng
3. Approve Solution'
ArojedPian
E. Conduct Go -Live
5: BuildOut
Standard 5orution
g_ Complete and
Implement
G. Validate
Remaining
Configuration
Deliverables
5 Phase Project Implementation Methodology (PIM)
Since its inception, New World has successfully completed thousands of implementation projects. New
World has developed this standard project implementation methodology to be predictable, repeatable,
lower risk and maximize project success. This standard approach is based upon a blend of Project
Management Institute (PMI) Project Management Book of Knowledge (PMBOK) guidelines and
knowledge obtained from years of successful New World project management activity deploying public
sector solutions.
Projects are divided into five distinct phases during implementation:
1. Initiation — Engage project management, establish initial communication channels and begin
planning.
2. Planning — Create and approve the Project Plan.
3. Construction — Execute the Project Plan to build, configure, test and review the system to verify
system readiness.
4. Transition — Train users, perform data conversion (if required), execute go -live, complete post
go -live activities, finalize City application customizations, optimize implementations (if
applicable) and complete final acceptance of the operating system.
5. Closing— Review and approve the project closure, disengage project management and formally
transfer City to New World Account Management team.
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5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
Each phase consists of one or more steps. Each step includes:
1. New World Responsibilities — Tasks New World staff is responsible to complete.
2. City Responsibilities — Tasks City staff is responsible to complete.
3. Product and Service Deliverables —Contract items that are delivered during the step.
4. Standard Payment Milestones — Events when completed trigger standard payments.
5. Key Milestones — Events that are key to monitoring the status and health of the project.
6. Completion Criteria - requirements in order to consider the step complete.
The Phases, Steps, Milestones, Product and Service Deliverables and Work Breakdown Structure (WBS)
that comprise the PIM are summarized in the matrix on the following pages. Each step and project
deliverable are described in detail in the sections following this matrix. Although the PIM steps are
shown in diagrams as sequential, steps will overlap based on individual project needs and circumstances.
Also note, the Phases, Steps, Milestones, Product and Service Deliverables and WBS used in conjunction
with this methodology are embedded in the Project Plan.
Note, the Construction Phase (Steps 5 and 6) and the Transition Phase (Steps 7through 9) are
repeated for each application if the project contains staged go -live events.
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5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.1 Milestone Summary
These are the payment milestones specified for this project per the Agreement terms and conditions,
along with the Key Project Milestones that will be used to help monitor project status.
Phases
Steps
Key Project Milestones
1- Conduct Start-up
Execute City Agreement
Initiation
Activity
2 - Plan the Project
Complete Executive Summary Project Plan
Planning
Draft Project Plan
3 - Approve the Project
Approve Project Plan
Plan
4 - Install the Standard
Deliver Technical Services Specification Document
Solution
Construction
5 - Build Out Standard
Complete Build of Configuration for Functional Test
Solution
6 - Validate
Approve Final Configuration for Training and Go -Live
Configuration
7 - Conduct End User
Complete Pre -Go -Live User Training
Training
8 - Conduct Go -Live
Go -Live
Transition
9 - Complete and
Complete Development and Implementation of Remaining
Implement
Deliverables
Remaining
Deliverables
Closing
10 - Close the Project
Project Complete
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Ink New World Svstems
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.2 Formal Notifications Summary
Certain communications are so important during the course of a project they cannot be left to verbal
conversation or email messages alone. Formal notifications will be used to help manage expectations,
ensure senior managers are informed, cause City and New World decisions to be made in a timely
fashion, and help the Project Managers adhere to project timelines.
Here are the required formal notifications that the New World Project Manager will use in managing this
implementation project.
Phases
Steps
1 Conduct Start-up
Formal Communications
Citv Notifications
Notification that Payment Milestone is Complete
Initiation
Activity
— Deliver Licensed Standard Software
Notification of Start of warranty Period
z - Plan the Project
Notification that Milestone is Complete
- Complete Executive Summary Project Plan
Planning
3 - Approve the Project
Notification that Payment Milestone is Complete
Plan
— Approve Project Plan
4 - Install the Standard
Notification that Payment Milestone is Complete
Solution
— Deliver Technical Services Specification Document
Notification that Project Deliverable is Complete
— Deliver 3rd Party Hardware; Deliver 3rd Party Software
s - Build Out Standard
Notification that Project Deliverable is Complete
Construction
Solution
— Deliver Licensed Custom Software Enhancements
- Deliver Licensed Custom Interfaces
Notification that Milestone is Complete
- Complete Build Out of Configuration for Functional Test
6 - Validate
Notification of Data Conversion Pre -Go -Live Approval
Configuration
Notification that Milestone is Complete
— Approve Final Configuration for Training and Go -Live
7 - Conduct End User
Notification that Payment Milestone is Complete
Training
—Completc Pic-Go-T ve User Tiniiling
s - Conduct Go -Live
Notification of Data Conversion Pre -Go -Live Approval
Notification that Payment Milestone is Complete
— Go -Live
9 - Complete and
Notification that Milestone is Complete
Transition
Implement
—Complete Development and Implementation of
Remaining
Remaining Deliverables
Deliverables
Notification that Project Deliverable is Complete
— Deliver Remaining Licensed Standard Software
— Deliver Remaining Licensed Custom Software Enhancements
— Deliver Remaining Licensed Custom Interfaces
is - Close the Project
Notification that Milestone is Complete
Closing
— Close Project
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"M
New World Svsleins'
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.3 Work Breakdown Structure (WBS)
Shown on the following page is the Work Breakdown Structure for this implementation project.
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Aegis Pmject Implementation Methudodagy `PIM)
Work Breakdown structure ]wasp
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C1New World S1�stenzs-
E.4 Initiation Phase
♦Customer Agreement Signed
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
Lnd
®Go Live
Purpose: Deliver standard licensed software, engage project management, establish initial
communication channels and begin planning.
Description of Phase: The Initiation Phase initiates with the Agreement being signed by both parties.
This phase consists of one step:
• Step I : Conduct Start-up Activities
New World will deliver the standard licensed software. Also, the initial communication takes place
between New World and the City, the Project Managers are assigned and the New World Sales
representative initiates the formal transition of the project to the New World Operations team. The
Operations team (when completely formed) includes Executive Sponsorship, Project Management and
Professional Services Application Specialists.
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New World Systems
INITIATION PHASE — STEP 1A
E.4.1 Step 1: Conduct Start-up Activities
Step 1A - Deliver Licensed Software
Overview. When the Agreement is signed, New World will deliver to the City the standard licensed
software in the Agreement. This delivery excludes any custom software enhancements or custom
interfaces (which will be delivered later in the project once completed).
1. Deliver the standard licensed software
electronically by posting the software to the New
World Customer Portal for download.
2. If posted to the New World Customer Portal for
download, New World will notify City that the
software is available and is considered "delivered."
1. Download the standard licensed software from the
New World Customer Portal.
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1"M New W%rld Systens`
INITIATION PHASE - STEP 1A
1. Execute City Agreement
2. Deliver Licensed Standard Software
1. Notification of Delivery of Licensed Standard Software
Completion Criteria: This step shall be complete upon delivery of the standard licensed software.
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New World Systems`
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
Step 1B - Complete Start -Up Communication
Overview: The New World Project Manager will complete one or more conference calls with the City.
The objectives for this communication are:
1. Describe key teams/groups and identify their roles and responsibilities during the project.
2. Discuss expectations of City and New World.
a. Notify City their senior leadership will be required for executive project reviews and signing
approval documents.
b. Discuss Project timefiames
3. Discuss Account Management Planning meeting agenda and objectives.
4. Review Account Management slide deck, adjust as necessary.
5. Set date for onsite Account Management Planning meeting and discuss site preparation.
6. Discuss keys to project success.
7. Request topology diagram of City's network.
1. Schedule New World staff to participate in the
start-up call(s).
2. Clearly define the objectives for each of the start-
up call(s).
3. Request topology diagram of the City's network.
4. Request a copy of City's Organization Chart.
5. Review City Competency Matrix.
6. Complete Internal Contract Review
1. Schedule City resources to participate in the start-
up call(s).
2. Participate in the call and discuss agenda items
during the start-up call(s).
3. Provide the topology diagram of the City's
network.
4. Provide a copy of the City's Organization Chart,
Completion Criteria: This step shall be complete at the conclusion of the Start -Up Conference Call(s).
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i New World Systems
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.5 Planning Phase
® Customer Agreement Signed
z. Plan the Project
3. Approve
Project Plan
Purpose: Create and approve the Project Plan.
Description of Phase: The Planning Phase consists of two steps:
• Step 2: Plan the Project
• Step 3: Approve the Project Plan
®Go Live
During this Phase, the New World and City Project Managers organize the project, establish project
teams, confirm requirements, develop the Executive Summary Project Plan, develop the Project Plan,
develop the Data Conversion Plan, establish acceptance criteria and obtain senior management approval
for these plans.
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New World Systems
PLANNING PHASE — STEP 2A
E.5.1 Step 2: Plan the Project
Step 2A — Perform Discovery
Overview: New World and City Project Managers will review City's business practices, environment
and workflow. Key events include:
1. In-depth review of City operations and policies to establish an understanding of City's environment.
2. Review of contracted RDs for Custom Software Enhancements and/or Custom Interfaces.
Key participants include:
1. New Account Sales or Customer Care Account Manager
2. New World Project Manager
3. New World Application Specialists
4. City Proiect Manager
5. City Subject Matter Experts SMEs
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IM New World Svstems
1. Review City workflow requirements.
2. Document workflows and requirements reviewed.
3. Review any and all documents detailing discovery
activity completed during the sales process
including:
a. Discovery Document (Demonstration
Team)
b. Best Process Review (Demonstration
Team)
c. Turnover Document
PLANNING PHASE — STEP 2A
1. Coordinate with City participants to be available
as necessary including supervisors, SMEs and
others to discuss all contracted applications,
modules and functions.
Completion. Criteria: This step shall be complete upon review of City's operations, workflows and
policies.
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New World Svsteins
PLANNING PHASE — STEP 2B
Step 2B - Establish Executive Relationship and Expectations
Overview: The assigned New World Executive Sponsor will meet with City Senior Manager(s) to
establish a business relationship between New World and City executives. During this meeting, these
key topics will be reviewed:
1. Executive overview with Executive Management and identification of City Executive Sponsor(s).
2. Review of project scope (Agreement, project implementation methodology) with City Senior
Management.
3. Discuss initial Project Schedule and resource management policy.
4. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success.
Key participants include:
1. Senior/Executive Sponsor
2. Vice President of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. City Senior Management/Executive Sponsor
6. City Project Manager
This meeting is commonly referred to as the Executive Sponsor Meeting.
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New World S) sfefns,
Executive Sponsor will meet with City senior
managers to discuss topics listed above. Once
complete, the Executive Sponsor (and/or designee) will
document and distribute the information to the
appropriate members of the project teams. The New
World Executive Sponsor responsibilities include:
1. Review summary of project
2. Establish framework for future senior manager
meeting agendas and schedule, roles and
responsibilities of New World and City senior
managers
3. Discuss City initial senior input for Project
Schedule
1. Complete Executive Summary Project Plan
1. Project Deliverable Completion Notification —
PLANNING PHASE -- STEP 2B
1. Schedule appropriate senior managers participate
in the meeting.
2. Reach agreement with New World on senior
management status reporting, meeting agendas and
schedules.
3. Accept responsibility for prescribed expectations
of City senior management team.
Executive Summary Project Plan
Completion Criteria: This step shall be complete upon completion of the initial Executive Sponsor
meeting.
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RINew World Systems`
PLANNING PHASE -•- STEP 2C
Step 2C W Establish Project Methods, Acceptance Criteria and Governance
Overview: The assigned New World Project Manager will coordinate a series of onsite meetings with
key City staff associated with project planning, development and implementation. In this series of
meetings, New World and the City will establish project methods, acceptance criteria and governance.
Key topics include:
1. Review of project scope (Agreement, project implementation methodology) with City Project
Manager.
2. Discuss initial Project Schedule and resource management policy.
3. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success.
Key participants include:
1. Vice President of Professional Services
2. New Account Sales or Customer Care Account Manager
3. New World Project Manager
4. City Project Manager
5. City project planning staff as appropriate
These meetings are commonly called the Kick -Off and Account Management Planning meetings.
Project Manager will meet with City staff to discuss 1.
topics listed above. Once complete, the Project Manager
(and/or designee) will document and distribute the
information to the appropriate members of the project 2.
teams. The New World Project Manager responsibilities
include:
3.
1. kcview project raechodoiogy
2. Establish framework for account management, roles
and responsibilities of New World and City
3. Establish initial Project Management Workbook
(PMW) with City
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Initial issues/concerns
4. Discuss City input for initial Project Schedule.
Once compiled, documents will be provided to City for
review.
Discuss with New World and help outline a
document describing the project methods,
acceptance criteria and governance topics.
Provide written list of any specific issues found by
City with the project documentation prepared
through this process.
Reach agreement with New World on adjusting
ducutncias to reflect issues idemified.
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ki New World systeMs=
PLANNING PHASE — STEP 2C
Completion Criteria: This step shall be complete upon delivery of the initial Project Management
Workbook documents to the City.
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New World Sy stems`
PLANNING PHASE —STEP 2❑
Step 2D — Plan implementation Activities
Overview: The assigned New World Project Manager will coordinate a series of internal meetings with
key New World staff associated with project planning, development and implementation. In this series
of meetings, New World will refine project methods, scope and requirements for functional teams who
will provide project deliverables.
Key topics include:
1. Review of project scope (City Agreement, project implementation methodology, Discovery
Review)
2. Discuss initial Project Schedule and resource assignments
Key participants include:
1. New World Executive Management
2. New Account Sales or Customer Care Account Manager
3. New World Project Manager
4. New World Functional Team Managers
Project Manager will meet with New World staff to None
review information documented during Perform
Discovery and City meetings to Establish Project
Methods, Acceptance Criteria and Governance
activities.
The New World Project Manager responsibilities
include:
1. Provide functional managers with a refined scope
of project, City's project expectations and project
information.
2. Review any required or possible future changes to
the contract.
3. Develop an overall implementation strategy to
meet the City's needs by identifying:
a. Schedule
b. Resource assignment
c. Work assignments
d. Project workflow
4. Complete executive project requirements review
5. Complete second Internal Contract Review
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New World Systems
PLANNING PHASE — STEP 2D
Completion Criteria: This step shall be complete upon presentation to the City of the draft Project Plan.
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ElNew World Systen is'
PLANNING PHASE — STEP 2E
Step 2E - Draft the Project Plan
Overview: In parallel to the Establish Executive Relationship and Expectations step above, the assigned
New World and City Project Managers will review of Customer's business practices, environment and
workflow to examine the fit into the New World software product. Following this assessment, New
World and the City will create the initial draft of the Notification that Payment Milestone is Complete —
Approve Project Plan. Key topics include:
1. High level review of City workflows and policies to establish the foundation to facilitate
discussions related to a proposed timeline, custom requirements and an initial training schedule.
2. Address go -live requirement for custom interfaces, custom software modules and/or data
conversions.
3. Development of the initial draft of the Project Plan.
The initial draft of the Project PIan can be either the Microsoft Project Plan (MPP) or it can be the Project
Schedule from the PMW. At this time, the draft plan is based on the future availability of New World
and City resources, the successful completion of project tasks over time, and the mitigation of potential
project delays. It is a baseline project plan that may require alterations due to changes in the project as
the plan is executed.
Key participants include:
1. Senior/Executive Sponsor
2. Vice President of Professional Services
New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. City Senior Management/Executive Sponsor
6. City Project Manager
7. City SMEs
1. Review City workflow requirements.
2. Document the workflows and requirements
reviewed.
3. Distribute the documents to the appropriate
members of project team.
4. Develop initial draft of Project Plan.
1. Identify any City schedule dependencies,
constraints, conflicts and requirements.
2. Work with New World Project Manager on
developing the initial draft of the Project Plan.
3. Provide written list of any specific issues found by
City with the project documentation prepared
through this process.
4. Complete Data Collection Workbook.
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New World Systems
PLANNING PHASE — STEP 2E
Completion Criteria: This step shall be complete upon presentation to the City of the draft Project Plan.
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New World Systeins
PLANNING PHASE -- STEP 2F
Step 2F - Draft the Technical Services Configuration Plan
Overview: In parallel to the Establish Project Methods, Acceptance Criteria and Governance and Draft
and Present the Project Plan steps above, the Technical Services team will work with the Project
Manager to coordinate and facilitate a set of conference calls with the City to address the Technical
Services activities required to deploy application servers and software at City location. The key objective
of the conference calls is to ensure all parties understand what is required for each component the
Technical Services team will deploy, infrastructure requirements for deployment and environmental
factors that could affect deployment.
1. Technical Service Lead facilitates conference call 1.
with City and New World technical resources to
address the initial Technical Services planning and 2.
analysis.
2. Document City site technical information.
3. Develop a Technical Services Plan (incorporated
within the Project Plan) detailing the tasks required
to execute the Technical Services activities for
deployment (Technical System Stet -up, Mobile
Messaging Installation and Field Reporting
Deployment).
Identify any City schedule dependencies,
constraints, conflicts and requirements.
Work with New World Project Manager on
developing the initial draft of the Technical
Services Plan.
Completion Criteria: This step shall be completed upon delivery of the draft Technical Services Plan.
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New World Systems`
PLANNING PHASE — STEP 2G
Step 2G - Draft the GIS Plan
Overview: In parallel to the Establish Project Methods, Acceptance Criteria and Governance and Draft
and Present the Project Plan steps above, the GIS Lead will work with the Project Manager to coordinate
and facilitate a conference call with Customer to address GIS analysis. The key objective of this
conference call is to ensure Customer understands what information is needed for the GIS
implementation process to be successful and to establish an agreed upon timeline for this information.
A key topic of this call will be the development of the GIS data for use with New World applications.
New World will introduce the parameters for the required GIS layers by providing the City with a GIS
Implementation Packet and conducting an initial review of City -provided GIS data for compatibility with
the New World application.
1. GIS Lead facilitates conference call with City and 1.
New World technical resources to address the
initial Technical Services planning and analysis.
2. Distribute and explain GIS implementation packet
that needs to be completed by City. 2.
Appoint a GIS Implementation Specialist to
resolve any issues regarding delivery, mapping or
functionality of GIS data with the New World
application.
Carefully review the comments and/or requested
changes from the New World GIS
Implementation Specialists related to the
compatibility of City's GIS data with the New
World application after the required GIS layers
have been reviewed by New World.
Completion Criteria: This step shall be completed upon delivery of the draft GIS Plan.
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New World Sy,slenis'
PLANNING PHASE -- STEP 2H
Step 2H - Draft the Data Conversion Plan (ifpurchased)
Overview: In parallel to the Establish Project Methods, Acceptance Criteria and Governance and Draft
and Present the Project Plan steps above, New World will provide conversion assistance to the City to
help convert the existing data files defined in the Agreement. If additional files are identified after
execution of the Agreement, estimates will be provided to the City prior to New World beginning work
on those newly identified files.
Based on the Agreement, the City and New World will conduct the data conversion and migration. New
World will analyze City source data, develop and deliver a Data Conversion/Migration Plan. This
conversion effort includes data coming from one unique database or source, not multiple sources. No data
cleansing, consolidation of records, or editing of data will be part of the data conversion effort. Any data
cleansing, removal of duplicate records or editing must take place by the City prior to providing the data
to New World.
A data conversion analysis and assessment to verify the scope of effort for the project will be conducted
onsite at City location. The City will be responsible for actual travel expenses for this trip.
The scope specification shall include identification of City files to be converted, the number of records to
be converted and the number of data drops provided to the City. The standard number of data drops is
five (5) test and one (1) final production data drop.
Should the City require a change in scope, a revised cost estimate for the data conversion may be
provided at the conclusion of the assessment. The City may elect to cancel or proceed with the conversion
effort based on the revised estimate.
1. Data Conversion Lead facilitates conference call
with the City and New World participants to
address the data conversion process and initial
requirements.
2. Document City's preliminary conversion
requirements.
3. Develop a Data Conversion Plan (incorporated
within the Project Plan) detailing the tasks required
to execute the data conversion activities.
4. Distribute and explain the Data File Conversion
Implementation Guide.
1. City will provide data in standard conversion
record layouts as required by New World with an
accurate count of records contained in the files.
2. Appoint key contact regarding delivery and
loading of conversion data.
3. As provided in the project plan for conversions,
City will provide a dedicated resource in each
application area to focus on conversion mapping
and testing.
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EDNew World Systems
PLANNING PHASE — STEP 2H
Completion Criteria: This step shall be complete upon creation of the draft Data Conversion flan.
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New World Sy>steins
PLANNING PHASE — STEP 21
Step 2I - Draft Requirements Definitions (RDs) (for additonal custom software or modifications)
Overview: In parallel to the Establish Project Methods, Acceptance Criteria and Governance and Draft
and Present the Project Plan steps above, the New World Proj ect Manager will coordinate a series of
discussions with key City SMEs associated with requested scope changes/additions to the contracted
Custom Software Enhancements and/or Custom Interfaces. Working with the City, New World will
develop the additional Requirements Definition (RDs) to support contract changes associated with the
additional development activity.
�nnKl
1. The Project Manager will meet onsite or via
conference calls with City staff and review
requirements for additional Custom Software
Enhancements and/or Custom Interface
development.
2. Once the process of requirements definition
gathering is complete, the Project Manager
working with City will review the draft
Requirements Definition documents and distribute
them to the appropriate members of the Project
Team for validation.
3. Submit approved Requirements Definitions to
New World Sales Administration team to generate
a contract addendum to add the additional RDs to
the scope of the project.
r
1. Meet with New World Project Manager and
review requirements for additional Custom
Software Enhancements and/or Custom Interfaces.
2. Review and validate the draft Requirements
Definitions (RDs) as documented.
3. Provide written list of any specific issues found by
City with the Requirements Definitions prepared
through this process.
Completion Criteria: This step shall be complete upon delivery of the draft Requirements Definition
Documents.
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1"M New World Systems
PLANNING PHASE — STEP 2J
Step 2J - Provide Functional Specification Review
Overview: The New World Project Manager will meet onsite with the City and review the functional
specifications for the licensed software.
1. The Project Manager and an appropriate number of
New World Application Specialist working with
City will review the functional specifications for
the licensed software.
2. Approve validation of the functional specifications
on behalf of New World.
1. City working with New World Project Manager
and SMEs will review the functional specifications
for the licensed software.
2. Approve validation of the functional specifications
on behalf of City.
Completion Criteria: This step shall be complete upon completion of the onsite review meeting(s) of the
functional specifications.
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0 New World Systems`
PLANNING PHASE — STEP 2K
Step 2K — Approval of Draft Project Plan (internal)
Overview: The last activity in the Plan the Project step of the implementation is internal New World
management approval of the draft project plan for presentation to the City. Management approval is an
acknowledgement of project plan variance, acceptance of the planned deployment strategy for the project
and an endorsement of the proposed schedule of events for execution of the plan.
One major goal of the approval process is to acknowledge project variances during the project planning
process and document a plan to address these variances before any detailed project plan is presented to
the City.
By obtaining management approval to present a draft project plan to the City, New World provides
project managers with acknowledgment of plan variance and the corporation's commitment to executing
the approved draft project plan.
Key participants include:
1. Senior/Executive Sponsor
2. Director of Professional Services
3. New World Project Manager
1, Review Project Plan with New World management None
to confirm the selected project deployment strategy
is in -line with stakeholder's understanding of
City's needs and requirements.
2. Identify and address variances between project
plan and City's requirements.
3. Obtain New World management approval to
present project plan to City.
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Ilk New World Svsten7s�
PLANNING PHASE — STEP 2K
Completion Criteria: This step shall be complete upon New World management team's approval of the
draft project plan and a meeting date for presentation of the plan has been scheduled.
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Ilk New World Systems'
PLANNING PHASE STEP 3A
E.5.2 Step 3: Approve the Project Plan
Step 3A — Present Project Plan
Overview: The initial draft of the Project Plan can be either the Microsoft Project Plan (MPP) or it can be
the Project Schedule from the PMW. At this time, the draft plan is based on the future availability of
New World and City resources, the successful completion of project tasks over time, and the mitigation
of potential project delays. It is a baseline project plan that may require alterations due to changes in the
project as the plan is executed.
Key participants include:
1. Senior/Executive Sponsor
2. Vice President of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. City Senior Management/Executive Sponsor
6. City Project Manager
1. Review draft Project Plan with City.
2. Ensure there is a clear alignment of the Project
Plan and the Supporting Plans (Technical Services
Configuration Plan, GIS Plan, Data Conversion
Plan and Requirements Definitions for custom
software/interfaces) to the implementation of the
standard application solution in the City's live
environment.
3. Distribute the documents to the appropriate
members of project team.
Review draft Project Plan with New World.
Provide written list of any specific issues found by
City with the project documentation prepared
through this process.
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PLANNING PHASE — STEP 3A
1. Present draft Project Plan
Completion Criteria: This step shall be complete upon the presentation of the draft Project Plan to the
City.
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10 New World Systems -
PLANNING PHASE — STEP 3B
Step 3B — Review and Approve the Project Plan
Overview: The objective of this step is to approve the Project Plan based upon the planning completed in
reviewing the City work processes discovered during the Establish Project Methods, Acceptance Criteria
and Governance steps. The resulting document defines the specific project tasks, timelines for completion
and ownership of each activity throughout the remainder of the project.
The approved project plan can be the Microsoft Project Plan (MPP) or it can be the Project Schedule from
the PMW as drafted during the Draft and Present Project Plan step above. At the time of approval, the
plan is based on the future availability of resources, the successful completion of project tasks over time
and the mitigation of potential project delays. It is a baseline project plan that may require alterations due
to changes in the plan as the project is completed.
Ensure there is a clear alignment of the Project
Plan and the Supporting Plans (Systems Assurance
Configuration Plan, Data Conversion Plan and
Requirements Definitions for custom
software/interfaces) to the implementation of the
standard application solution in City's live
environment.
2. Review resources confirmed in the project
schedule. Ensure New World resources can be
locked into the schedule with sufficient
notification of assignment prior to deployment of
service deliveries.
3. Review the draft Project Plan with City staff.
4. Approve the Project Plan on behalf of New
World.
5. Upon mutual approval of the Project Plan,
establish the document as the baseline for the
project.
1. Ensure there is a clear alignment of the Project
Plan and the Supporting Plans (Systems Assurance
Configuration Plan, Data Conversion Plan and
Requirements Definitions for custom
software/interfaces) to the implementation of the
standard application solution in City's live
environment.
2. Review resources confirmed in the project
schedule. Ensure New World resources can be
locked into the schedule with sufficient
notification of assignment prior to deployment of
service deliveries.
3. Review the draft Project Plan with City staff.
4. Approve the Project Plan on behalf of the City.
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PLANNING PHASE — STEP 3B
1. Approve Project Plan
1. Notification that Pavment Milestone is Complete — Approve Project Plan
The Approve Project Plan step must be completed prior to executing any activities outlined in the Build
Out the Standard Solution step below.
Completion Criteria: This step shall be complete upon City's acceptance of the plan.
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"M
New World Systems'
PLANNING PHASE - STEP 3C
Step X - Review and Approve Supporting Plans
Overview: The objective of this step is to approve the Supporting Plans: GIS Plan, Data Conversion Plan
and Requirements Definitions.
nonsitr
rr r r a o
1. Ensure there is a clear alignment of the Project
Plan and the Supporting Plans (Technical Services
Configuration Plan, Data Conversion Plan and
Requirements Definitions (for additional custom
software or modifications) to the implementation
of the standard application solution in the City's
live environment.
2. Review the draft supporting plans with City staff.
3. Approve the Supporting Plans on behalf of New
World.
e
1. Review the draft supporting plans.
2. Document any specific deficiencies found with the
Supporting Plans and provide to New World
within fifteen (15) days of receipt.
3. Approve the Supporting Plans on behalf of City,
by:
a. Signing off on the Supporting Plans by City
Project Manager and Executive Manager.
Completion Criteria: This step shall be complete upon City's acceptance of the last of the Supporting
Plans delivered.
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ink New Wbrld Systems
E.6 Construction Phase
VCustomer Agreement Signed
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
y. Install the
Standard
Solution
5. Build Out
Standard Solution
6. Validate
Configuration
®Go Live
Purpose: Execute the Project Plan to install, setup, build, review, finalize configuration and verify
system readiness for training and go -live.
Description of Phase: The Construction Phase consists of three steps.
Step 4 — Install the Standard Solution
• Step 5 — Build Out Standard Solution
• Step 6 — Validate Configuration
During this Phase, the New World and City Project Managers lead the project, coordinate project team
activities, communicate direction, report on project progress and mwiitor resources. The team's focus
during this Phase is to execute the Project Plan. The City and New World project teams install the
system, implement the database, review the configuration, apply final application configuration
requirements and lay the groundwork to migrate to the New World application. Success requires
commitment from New World and the City to include necessary leadership and governance by both
parties over their respective teams.
The methodology diagram indicates each step of the Construction Phase follows the previous step, but
occasionally steps may occur concurrently.
Steps 5 and 6 of the Construction Phase are repeated for each event if the project contains staged go -
live events
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New World Systems -
CONSTRUCTION PHASE - STEP 4A
E.6.1 Step 4: Install the Standard Solution
Step 4A — Prepare GIS Data
Overview: During this step, New World prepares, validates and finalizes the City's GIS data for use in
the software implementation. This process requires New World to test the data through a preliminary and
primary data review process to insure the City's GIS data is compatible with the New World software.
1.
2.
3.
4.
Receive from the City the required GIS data
containing address point layer (optional) and street
centerline layer geo-codable by the systems
proposed geo-coding service.
Receive from the City all appropriate required
polygon boundary layers.
Complete a preliminary review of data to validate
GIS data structure.
Complete a primary review of G15 data Lo validaic
GIS database for compatibility with New World
software.
1. Carefully review the comments and/or requested
changes from the New World GIS Implementation
Specialists related to the compatibility of the
City's GIS data with the New World application
after the required GIS layers have been reviewed
by New World.
2. Provide New World with the required GIS data
containing address point layer (optional) and street
cciltcrlitIC layer gco-codable by dic systems
proposed.
3. Provide New World all appropriate required
polygon boundary layers.
4. Provide any other GIS data requested by New
World for use within the New World software at
the time of the initial import/load into the New
World enterprise geo-database.
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CONSTRUCTION PHASE -- STEP 4A
Completion Criteria: This step shall be completed when the GIS data is prepared for delivery as part of
Technical Services setup.
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New World S1 stems'
CONSTRUCTION PHASE — STEP 4B
Step 4B - Complete Technical Services Setup and Administrative Training
Overview: During this step, New World validates and finalizes City's hardware configuration, software
requirements and implementation. The result of this effort is documented in the Technical Services
Specification Flan.
New World will install the licensed standard software and standard database on City supplied servers and
configure the system to meet application specifications.
These services do not include hardware and/or third party product costs which shall be City's
responsibility. Whenever possible, these services will be provided remotely, resulting in savings in travel
expenses and time. If onsite installation is required, the City will be responsible for the actual travel
expenses and time.
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New World Systems'
1. Configure the system as required and provide
knowledge transfer to City System Administrator.
2. Complete basic functionality test to verify
hardware, system software and application
software installation is complete and the system is
operational.
3. Verify with City personnel the computer
processor(s), operating system software, third
party software, associated workstation
requirements, printers, network communications
and other related components supplied by City.
4. Document the required site resources (e.g., facility,
power, network, cooling, etc.) necessary to operate
the application; as part of the review, New World
will make recommendations for necessary site
modifications to meet minimum operating
requirements for the application.
5. Review with City the minimum requirements for
workstations and mobile data devices as identified
in the Agreement, as applicable to the application.
6. Train City to install client workstations, administer
servers, manage disaster recovery systems and
review any other items of concern related to
hardware and software configuration.
7. Review ongoing City management expectations of
how system will be managed by City.
8. Identify role of New World vs. City post system
setup.
9. Provide City with a Technical Services
Specification Document that includes the
following:
a. Identification of any special space
requirements.
b. Functional system diagram, showing a high
level view of the New World standard
software subsystems and their associated
hardware
CONSTRUCTION PHASE — STEP 4B
Provide City technology staff to assist New
World with executing the Technical Services
Setup Plan.
Provide in writing, information on existing
hardware and operating system software
components and terminal networks, as well as
projected utilization statistics (i.e. number of
users, number of concurrent users, number of
transactions, database sizes) and other information
reasonably required to validate final hardware
requirements.
3. Review and approve the final hardware and
operating system configuration with the New
World project team.
4. Review New World's recommendations regarding
any existing communications networks and
workstations and make any modifications
identified by New World to ensure compatibility
with the equipment and system to be installed.
5. Ensure hardware is ordered, delivered and
installed prior to scheduling New World's
Technical Services visit onsite.
6. Provide information technology support staff
onsite and accessible via phone or email for
knowledge transfer and to help address any
concerns encountered during the system
installation.
7. Provide approval indicating completion of system
set-up and administration training.
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New World S),Nte ns`
1. Third Party Hardware
2. Third Party Software
1. Deliver Technical Services Specification document
CONSTRUCTION PHASE -- STEP 4B
1. Prepare Initial Aegis Databases
2. Setup City Environment(s)
3. Install Applications on City Servers
4. Install Initial Databases
5, Train City Staff on Server Administration &
Maintenance
6. Install Aegis Client on 1-2 Computers
7. Train City Staff to install Aegis Application on
Client Computers
1. Notification that Payment Milestone is Complete — Deliver Technical Services Specification Document
2. Proiect Deliverable Completion Notification — Deliver Third Party Hardware; Deliver Third Party Software
Completion Criteria: This step shall be complete upon the delivery of the Technical Services
Specification Document.
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CONSTRUCTION PHASE — STEP 4C
Step 4C - Complete Mobile Messaging Installation and Administrative Training
Overview: During this step, New World will install the licensed standard Mobile Messaging software,
Message Switch and configure the system to meet application specifications.
These services do not include hardware and/or third party product costs which shall be City's
responsibility. These services are provided onsite. The City will be responsible for the actual travel
expenses and time.
1. Configure the system as required and provide
knowledge transfer to City System Administrator.
2. Complete basic functionality test to verify
hardware, system software and application
software installation is complete and the system is
operational.
3. Verify with City personnel the computer
processor(s), operating system software, third
party software, associated workstation
requirements, printers, network communications
and other related components supplied by City.
4. Review with Customer the minimum
requirements for workstations and mobile data
devices as identified in the Agreement, as
applicable to the application.
5. Train Cityto install client workstations, administer
servers, manage disaster recovery systems and
review arty other items of concern related to
hardware and software configuration.
6. Review ongoing City management expectations of
how system will be managed by City.
7. Identify role of New World vs. City post system
setup.
1. Provide City technology staff to assist New
World with executing the Technical Services
Configuration Plan.
2. Provide in writing, information on existing
hardware and operating system software
components and terminal networks, as well as
projected utilization statistics (i.e. number of
users, number of concurrent users, number of
transactions, database sizes) and other information
reasonably required to validate final hardware
requirements.
3. Review and approve the final hardware and
operating system configuration with the New
World project team.
4. Review New World's recommendations regarding
any existing communication networks and
workstations. Make any modifications identified
by New World to ensure compatibility with the
equipment and system to be installed.
5. Ensure hardware is ordered, delivered and
installed prior to the scheduled New World's
Technical Services visit onsite.
6. Provide information technology support staff
onsite and accessible via phone or email for
knowledge transfer and to help address any
concerns encountered during the system
installation.
7. Provide approval indicating completion of system
set-up and administration training.
8. Install and configure the mobile software on
additional mobile client computers. (New World
will install mobile on a maximum of 5 clients.)
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New World Spstems`
1. Third Party Hardware
2. Third Parry Software
CONSTRUCTION PHASE — STEP 4C
I. Prepare & Install City Mobile Server Hardware
2. Install and Configure Mobile Applications on City
Servers
3. Configure and Connect City Servers to State
Network
4. Install Mobile Applications on up to 5 Client
Computers
5. Train City Staff to Install Mobile Applications on
addition Client Computers
Completion Criteria: This step shall be complete upon the delivery of the Technical Services
Specification Document.
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nkNew World Sy ste-ins
CONSTRUCTION PHASE — STEP 4❑
Step 4D - Conduct GIS Setup and Training
Overview: New World and the City will execute the GIS Plan approved in the Review and Approve
Supporting Plans step above. As part of executing the GIS Plan, New World will recommend
procedures to support the loading of City -supplied GIS data for use in the New World software and assist
the City with the initial load of GIS data.
During this step, New World will provide a GIS overview of GIS components, where they are installed
and discuss a plan for updating the GIS data within the New World software. The City is responsible for
continuous updates of the GIS data used in the New World software.
The City will need to have the appropriate versions of ESRI desktop software in order to conduct the
initial GIS data load and ongoing maintenance of the data. The ESRI software must be available for use
by the New World Customer Support Center to assist the City with GIS data support.
I . Assist City (via the GIS Implementation
Specialist) in loading/importing their GIS data into
the New World enterprise geo-database within the
New World software.
2. Conduct a GIS Overview for City.
1. Develop initial GIS data and maintain GIS data
ongoing.
2. Identify and make available the City GIS point of
contact responsible for ongoing GIS maintenance.
3. Provide all software licenses for ESRI Desktop
software ArcEditor/Arclnfo and any associated
systems software and workstation equipment
necessary for the initial import/load of the GIS
data into the New World enterprise geo-database.
4. Provide trained staff to make GIS data changes or
corrections in support of GIS implementation.
5. Be solely responsible for the content and accuracy
of the supplied GIS data.
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CONSTRUCTION PHASE — STEP 4D
Completion Criteria: This step shall be complete upon delivery of GIS Overview Training.
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Ilk New World Svsteins`
CONSTRUCTION PHASE —STEP SA
E.6.2 Step 6: Build Out the Standard Solution
Steps 5 through 9 are repeated for each Application if the project contains multiple go -live events.
Step 5A — Provide Integration Overview
Overview: New World and City Build Teams will meet for one or two days to review the Aegis
application in its entirety to generate a solid understanding of how each of the application components
functions, how components are integrated, and how data is managed throughout the system.
This Provide Integration Overview step focuses on developing an end -to -end perspective across all
applications for City's Build Team on how data management and construction decisions in one area of
the Aegis suite can impact other areas.
Key participants include:
1. New World Project Manager
2. New World Application Specialist
3. City Project Manager
4. City Build Team Members
5. City Subject Matter Experts
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New World Systeins"
1. To provide appropriate Application Specialists
onsite to assist with Integration introduction.
2. To guide City through the application integration
and operational specifications of the licensed
components.
CONSTRUCTION PHASE — STEP 5A
1. Coordinate with City participants to be available as
necessary.
2. Provide and schedule necessary facilities for
session.
3. Assign, schedule and ensure attendance and
of appropriate staff for session.
Completion Criteria: This step shall be complete upon delivery of the integration Overview.
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b"] New World SvsteilU
CONSTRUCTION PHASE — STEP 5B
Step 5B - Build Out the Applications
Overview: This Build Out of the Applications step includes reviewing the available functionality of each
application and module and assisting/training City SMEs to:
1. Define City workflows
2. Build out validation sets
3. Make application configuration settings
4. Set up standard forms as required for each application and module purchased
To define City workflows, a hands-on Build Review of each application is completed in a class room
with computer workstations with access to the application software. Build Reviews are facilitated by New
World Application Specialists for each application area. City operations staff expert(s) on the
application area attend the reviews to learn how to set up, configure, and maintain the software.
The Build Reviews are conducted by walking through each function within each application from the
user/administrator point -of -view and examining every project construction element as it relates to a
particular process. During the review, decisions are made regarding the construction elements and the
system is setup accordingly on -the -spot where possible. In addition, homework is assigned to City
operations staff to complete additional tasks outside of the review sessions regarding definition of
workflows and/or set up of the system configuration. The homework results are reviewed in subsequent
review sessions with the full group.
At the conclusion of each application's Build Review, the application is properly configured with all
related system variables fully defined and set-up.
The Build Reviews include:
Reviewing the various City work processes and the functional relationship to the software.
Review of any applicable Requirements Definition documentation for Custom Enhancements
and/or Interfaces regarding impacts on City workflows.
Tdentification and docunienfation of airy desired configuration modifications to the Maildard
software solution (not previously contracted).
a. Standard software applications
b. Standard Interfaces
c. State reporting requirements (e.g. IBR, UCR, Accident)
4. Validation of any custom modification decisions related to implementation of the standard
software solution and the post -live custom requirements.
a. Custom software modifications
b. Custom interfaces
5. Identification of any Agency -specific reports (internal management reports, public inquiries, etc.).
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aNew World S�Yslein s
1. Provide access to up-to-date user manuals for
workshop participants.
2. New World's Project Manager and Application
Specialist(s) will act as facilitators to lead the walk
through of the New World standard software
solution with the City staff and train City Staff on
how to configure and set up each application.
3. The New World Project Manager will assist City
Project Manager to prepare the City team for the
Build Reviews.
4. The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
review.
5. The New World Application Specialist will present
the configured applications and facilitate an
interactive exchange with the City to review
workflow and usability of the configured
applications with the City.
6. A New World Executive Manager may participate
in the Build Reviews, as well as in a project review
meeting with Customer's senior staff.
7. The New World Project Manager will work with
CityProject Manager to finalize the content of the
User Training Plans as part of the Build Reviews.
CONSTRUCTION PHASE — STEP 5B
1. The City Project Manager is responsible for
preparing the City team for the Build Reviews,
ensuring all necessary City team members attend
the reviews, configure the system and complete
homework assignments.
2. City is responsible to make decisions regarding
configuration and set up and to apply those
decisions to the configuration and set up of the
application software.
3. Once initial Build Out is complete for each
application area, City team leaders and SMEs will
walk the review group through City workflow and
policy to validate the set up and usability in the
configured New World applications.
4. During the walk through, City will determine any
additional workflow modifications and/or minor
software configuration changes required and will
document in writing the list of any additional
configuration changes required.
5. City is responsible for ensuring the implementation
of any workflow changes prior to rollout and
training to its end -user community.
6. Provide in writing a list of any required non-
standard New World reports not yet identified or
included in the Agreement.
7. The City Project Manager will work with New
World Project Manager to finalize the content of
the User Training Plans.
8. Presentation of the final configuration and set up to
City staff: "Here's how the system has been
constructed."
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"M New World Systems`
None
CONSTRUCTION PHASE — STEP 5B
1. Train and Assist City to Build Out Each
Application Purchased (Configuration and Setup)
2. Train City Staff on Application System
Administration
3. Install any remaining go -live contract deliverables
(Custom Interfaces, Custom Enhancements)
j 1. Complete Build Out of the Configuration for Functional Test
Formal Notifications
1. Notification that Payment Milestone is Complete — Complete Build Out of Configuration for Functional Test
Completion Criteria: This step shall be complete upon notification from New World the standard
solution build is ready for Functional Test.
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FIN
New World Systems'
CONSTRUCTION PHASE — STEP 5C
Step 5C — Configure Standard Interfaces
Overview: Configure contracted standard interfaces in the City environment.
1. Work with City to define the desired application
workflow.
2. Configure the contracted standard interfaces in City
environment.
3. Assist City with interface integration testing.
1. Work with New World to define the desired
application workflow.
2. Coordinate access to third parties as requested by
New World to install and test the interfaces.
3. Complete integration testing for each installed
interface.
Completion Criteria: This step shall be complete upon completion of the tests of the standard interfaces
configuration.
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New World Systems`
CONSTRUCTION PHASE — STEP 5E
Step 5D - Perform Initial Data Conversion Development, Mapping and Testing
Overview: In parallel to the Build Out the Applications step, New World and the City will perform the
initial data conversion development, mapping and testing to convert the existing data files defined in the
Agreement. if additional files are identified after execution of the Agreement, estimates will be
provided to the City prior to New World beginning work on those newly identified files.
Based on the Data Conversion Plan, the City and New World will conduct the initial data conversion
tasks. Note, no data cleansing, consolidation of records, or editing of data will be part of the data
conversion effort. Any data cleansing, removal of duplicate records or editing must take place by the
City prior to providing the data to New World.
1. Program the data conversion tools per the Data
Conversion Plan.
2. Test the data conversion tools to validate they
correctly follow the mappings.
3. Provide converted test data files to City for
testing.
1. Cleanse the data to be converted as required prior
to providing to New World.
2. Map the data fields for the files to be converted so
they align to the New World data base fields.
3. Provide New World with the data files to be
converted by extracting live data from the legacy
system and submitting to New World.
4. Assist New World in analyzing the source data
extracted as requested.
5. Correct any data issues in the source identified by
New World when necessary.
6. When provided with a converted test data set, test
the conversion to validate for accuracy and
completeness.
7. Identify any concerns within fifteen (15) days of
receiving the data conversion test files.
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New World Systems'
1"M I
CONSTRUCTION PHASE -- STEP 5E
Completion Criteria: This step shall be complete at the conclusion of the next to last delivery of test
data conversion files.
............
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lNew World Sysletns`
CONSTRUCTION PHASE — STEP 5F
Step 5E - Complete Pre -Go -Live Custom Software Enhancements (ifany)
Overview: During this step, working with the City, New World will complete development and
installation of any Custom Software Enhancements, Custom Interfaces and/or State Compliance
Enhancements in City environment required for go -live. The results of this step are a completed system
ready for go -live.
1. Complete development tasks for Custom
Enhancements, Custom Interfaces and/or State
Compliance Enhancements.
2. Working with City, implement the Custom
Enhancements, Custom Interfaces and/or State
Compliance Enhancements as required for go -live.
1. Provide liaison to participating City agency staff
and third party vendors as required supporting
installation and test of interfaces to third party
systems.
2. "Pest the Custom Enhancements, Custom Interfaces
and/or State Compliance Enhancements.
3. Notify New World within 15 days of installation
of custom software of any issues discovered
during test.
1. Project Deliverable Completion Notification — Deliver Licensed Custom Software Enhancements and
Custom Interfaces
Completion Criteria: This step shall be complete upon the City's acceptance of the custom interfaces.
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New World Svstems
CONSTRUCTION PHASE — STEP GA
E.6.3 Step 6: Validate Configuration
Step 6A — Conduct Functional Test
Overview: The functional test is a determination if the standard solution is ready for user training and go -
live. It can be performed by the Customer, or if Functional Test Services are contracted from New
World, the functional test can be performed jointly by New World and the City. The functional test is
intended to validate the licensed software satisfies the functional specifications included in the
Agreement and/or RFP response from New World. If no functional specifications were provided in the
Agreement or RFP response, then the functional test is simply a final review of readiness to begin User
Training.
Functional Test Services shall:
a. To provide appropriate Application Specialists
onsite to assist with functional test
b. To guide City through the functional
specifications one at a time, and
demonstrate/verify the specification is
satisfied by the software
c. To assist City to record the results of each
functional test
d. To assist City to tally the test results
e. To confirm pass/fail of the functional test per
the test criteria
1. City has purchased Functional Test Service,
therefore City shall:
a. Walk through functional specifications one at
a time to witness, observe and verify the
specification is satisfied by the software
b. Assist New World to record the results of
each functional test
c. Assist New World to tally the test results
2. City has purchased Functional Test Services, City
shall:
a. Verify the software meets the specifications
defined in the Functional Test Checklist for
licensed software
b. Document concerns identified during the
review of the Functional Test Checklist using
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I] New World Systems
CONSTRUCTION PHASE — STEP 6A
the standard notification process provided by
New World
Completion Criteria: This step shall be complete upon delivery of the functional test results to the City.
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MNew World Svstems
CONSTRUCTION PHASE -- STEP 6B
Step 6B - Update Configuration Settings and Workflows
Overview: During this step, City updates the Workflows, Validation Sets, Configuration Settings and
Standard Forms based on the results of the functional test.
Completion Criteria: This step shall be complete upon commencement of User Training.
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1"M New World Systems
CONSTRUCTION PHASE - STEP 6C
Step 6C - Perform Final Data Conversion Test Ran and Final Testing (Per Exhibit H in the
Agreement)
Overview: In parallel to the Update Configuration Settings and Workflows step, New World and the
City will perform the final data conversion test run and testing of the converted data files defined in the
Agreement.
1. Notification of Data Conversion Pre -Go -Live
Completion Criteria: This step shall be complete when the City provides data conversion pre -go -live
approval to New World.
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0 New World Systenzs
CONSTRUCTION PHASE - STEP 6D
Step 6D — Confirm Ready for Transition Phase
Overview: Review the overall project status to ensure all requirements for the go -live event have been
completed and the go -live event can occur with minimal disruption or risk. Document all related issues
and concerns and jointly agree, in writing, to move forward with training and transition to the live
environment.
1.
New World Project Manager will review the
Project Management Workbook with the Cityto
ensure all applicable issues and action items were
addressed.
New World will assist City to prepare the Pre -Go -
Live Checklist.
Develop Conversion Cutover Plan (as part of the
Go -Live Plan).
Final verification New World resources are
scheduled to conduct City go -live activities.
Review Training Plans with City.
1. Working with New World, review the Project
Management Workbook to ensure all applicable
issues and action items have been addressed to
move forward with training and transition to the
live environment.
2. Ensure its team is fully committed to the go -live
event and the proper governance and leadership is
in place to guide the City through a successful go -
live event.
3. Assist New World to prepare the Go -Live
Checklist.
4. Plan, schedule, communicate and coordinate all
user planning, preparation and go -live tasks and
events.
5. Ensure requirements for training sessions have
been met and attendees have been notified of their
required participation.
6. Working with New World, review the Training
Plans to ensure training will meet the needs of the
user base.
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ki New World Sy tems`
CONSTRUCTION PHASE - STEP 6D
1. Approve Final Configuration for Training and Go -Live
1. Notification that Milestone is Complete - Approve Final Configuration for Training and Go -Live
Completion Criteria: This step shall be complete upon delivery to the City of completed Pre -Go -Live
Readiness Checklist.
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ink New World SVstems
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.7 Transition Phase
®Customer Agreement Signed
cl!vi St=r: ar_
®Go Live
7- Conduct
End UserTraining
8, Conduct Go -Live
g. Complete and
Implement
Remaining
Deliverables
Purpose: Train users, perform data conversion, execute go -live, complete post go -live activities, finalize
City application customizations and optimize implementation.
Description of Phase: The Transition Phase consists of three steps.
• Step 7 - Conduct End User Training
• Step 8 - Conduct Go -Live
• Step 9 - Complete and Implement Remaining Contract Deliverables
During this Phasc, New "Norld and Citg' prOiOCI lear,Os train users, cut over fi•onz legac}' SySterns and
complete post go -live requirements.
The Transition Phase is repeated for each application if the project contains staged go -live events
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0 New World Systeiizs
TRANSITION PHASE -- STEP 7A
E.7.1 Step 7: Conduct End User Training
Steps 5 through 9 are repeated for each application if the project contains staged go -live events.
Step 7A — Train the Trainers
Overview: New World's Application Specialist(s) provide user training to City staff.
I
3
4.
The New World Project Manager will assist
CityProject Manager to prepare the City team for
Train -the Trainer Training.
The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
course.
The New World Application Specialist will
present the configured applications in a manner
that facilitate an interactive exchange with City
staff to:
a. Understand the functional use of the
application
b. Establish that attendees have the knowledge to
successfully train others
c. Develop training techniques and lesson plans
to successfully train end users
d. Resolve common training problems to
minimize disruption and delays during the end
user training process
Monitor training course attendance and ensure all
appropriate users receive training.
l . Assign, schedule and ensure attendance and
participation of appropriate staff for training
sessions.
2. Provide and schedule necessary facilities for
training sessions.
3. Ensure training facilities are set up and configured
with all requisite hardwarefsoftware.
4. If a Train -the -Trainer approach is used, select the
City trainers and receive the Train -the -Trainer
training from New World.
5. If a Train -the -Trainer approach is used, Citymust
provide end user training.
6. Monitor training course attendance and ensure all
appropriate users receive training.
7. Identify in writing any issues regarding training
delivery.
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INew World Systetns'
TRANSITION PHASE — STEP 7A
5. Identify in writing any issues regarding training
delivery.
6. Provide a recap of the training activities related to
each application.
1. Complete Pre -Go -Live User Training
1. Notification that Milestone is Complete — Complete Pre -Go -Live User
Completion Criteria: This step shall be complete at the conclusion of all New World Delivered Train
the Trainer sessions.
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0 New World Systems
TRANSITION PHASE — STEP 7B
Step 7B — Train the End Users (if applicable)
Overview: New World's Application Specialist(s) provide user training to City staff.
1. None, unless City has purchased End User
Training Services from New World.
2. If City has purchased End User Training Service,
then:
a. The New World Project Manager will assist
City Project Manager to prepare the City
team for the End User Training
b. The New World Project Manager and/or
Application Specialist will provide additional
applicable documentation required during the
course
c. The New World Application Specialist will
present the configured applications in a
manner that facilitate an interactive exchange
with City staff to understand the functional
use of the application
d. Monitor training course attendance and ensure
all appropriate users receive training.
e. Identify in writing any issues regarding
training delivery
f. Provide a recap of the training activities
related to each application
CAD End User Training is delivered by New World as
part of the standard delivery model.
I . Assign, schedule and ensure attendance and
participation of appropriate staff for training
sessions.
2. Provide and schedule necessary facilities for
training sessions.
3. Ensure training facilities are setup and configured
with all requisite hardware/software.
4. If a Train -the -Trainer approach has been selected
and the City is providing End User Training, the
City must do the following:
a. Train all users.
b. Monitor training course attendance and ensure
all appropriate users receive training.
c. Identify in writing any issues regarding
training delivery
d. Provide New World with a recap of the
training activities related to each application
5. Test operational performance of the system in
conjunction with End User Training to reconfirm
solution's readiness for go -live.
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New World Svstems`
TRANSITION PHASE — STEP 7B
1. Complete Pre -Go -Live User Training
1. Notification that Payment Milestone is Complete — Complete Pre -Go -Live User Training
(If End User Training provided by New World)
Completion Criteria: This step shall be complete at the conclusion of all New World delivered End
User Training session(s).
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New World Si stems"
TRANSITION PHASE — STEP 8A
E.7.2 Step 8: Conduct Go -Live
Steps 5 through 9 are repeated for each application if the project contains staged go -live events
Step SA - Execute Go -Live Preparation
Overview: During and immediately after User Training, New World and the City work together to
prepare for go -live as documented in the PMW.
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CINew World Systems`
1
2.
3
4.
I:
Working with City, execute the Pre -Go -Live
Readiness Checklist.
In preparation for go -live, New World will assist
City to verify the operational readiness of the
production environment. This activity may be
managed by the Project Manager. The key areas to
be reviewed (when applicable) and New World
team members that will assist in the review are:
a. Infrastructure and related operational
environment (Technical Services team)
b. Application configuration, compliance
adherence and custom software modifications
(Application Specialists)
c. Standard and Custom Interfaces (Interface
Team/Application Specialists)
d. Custom forms (Form Development team)
e. Data Conversion (Data Conversion team)
New World assists City in preparing production
server for go-Iive including:
a. Run SQL go -live script
b. Set counters
c. Other maintenance tasks
Provide final updates, when applicable, to the
following:
a. Standard software
b. Custom software
c. Hardware
d. Interfaces
e. State reporting
f. Data conversion
g. GIS
In preparation for go-Iive New World will
coordinate an internal Pre -Live Leadership
Meeting with resources assign to provide go -live
services for Citv.
TRANSITION PHASE — STEP SA
I. Verify the operational readiness of the production
environment. (New World will assist.)
2. Prepare production server for go -live (New World
will assist) including:
a. Run SQL go -live script
b. Set counters
c. Other maintenance tasks
3. Schedule, communicate and coordinate all user
planning, preparation and go -live tasks and events.
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New World Systepns
TRANSITION PHASE — STEP 8A
Completion Criteria: This step shall be complete on the day City cuts over to live production use of the
software
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New World Svstetns
TRANSITION PHASE — STEP 8B
Step 8B - Perform Go -Live Data Conversion
Overview: In parallel to the Execute Go -Live Preparation step, New World and the City will perform
the go -live data conversion.
1. Execute the go -live data conversion per the Data 1
Conversion Plan. (Typically move tested data
conversion from Test Environment into Production 2
Environment.)
3.
i. Notificatioix otDatF Co.1Vei;,ioii Pre -Go -Live A.
Assist New World as requested in executing the
Go -Live Conversion Plan.
When provided with the go -live data set, test the
conversion in the Production Environment to
validate for accuracy and completeness.
Identify any concerns as soon as possible, but no
later than fifteen (15) days of New World
applying the go -live data conversion files to the
Production environment.
Completion Criteria: This step shall be complete when the City provides Data Conversion Pre -Go -Live
Approval to New World.
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New World Sylstems`.
TRANSITION PHASE — STEP 8C
Step SC - Go -Live
Overview: With assistance from New World, the City goes live on all applications, modules and
interfaces identified in the Agreement and as documented in the PMW.
1.
2.
3
Execute the Go -Live Checklist.
New World conducts City turnover to Customer
Support.
New World receives clearance for onsite staff to
depart City site.
1. Provide SME staff to assist with go -live for each
of the applications to serve as the first line of
support during the go -live period.
2. Place the software into production and begin
operational use in consultation with New World
and in accordance with the PMW.
3. Provide a detailed list of questions and issues that
require explanation or resolution by New World
at the end of each day during go -live period.
2. Notification that Payment Milestone is Complete — Go -Live Complete
Completion Criteria: This step shall be complete on the day the New World go -live team leave's the
City site.
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New World Svsten is'
TRANSITION PHASE — STEP 9A
E.7.3 Step 9: Complete and Implement Remaining Contract Deliverables
Steps 5 through 9 are repeated for each application i. f the project contains staged go -live events.
Step 9A - Perform Post Go -Live Data Conversion
Overview: New World and the City will perform the post go -live (and final) data conversion.
l . Execute the post go -live data conversion per the
Data Conversion Plan.
l . Assist New World as requested in executing the
Post Go -Live Conversion Plan,
2. When provided with the post go -live data set, test
the conversion in the Production Environment to
validate for accuracy and completeness.
3. Identify any concerns as soon as possible, but no
later than fifteen (15) days of New World
applying the post go -live data conversion files to
the production environment.
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New World Systems
TRANSITION PHASE — STEP 9A
I. Notification of Data Conversion Post Go -Live
Completion Criteria: This step shall be complete when the City provides Data Conversion Post Go -
Live Approval to New World.
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a.New World System§
TRANSITION PHASE — STEP 9B
Step 9B - Complete Post Go -Live Custom Enhancements (if any)
Overview: New World will provide the City remaining contracted Custom Software Enhancements
and/or Custom Interfaces and Installation Services per the Agreement.
2.
3
4.
Complete development and deliver Custom
Software Enhancements and Custom Interfaces to
City.
Assist City to implement Custom Software
Enhancements and/or Custom Interfaces as
appropriate.
Provide training for Custom Software
Enhancements and/or Custom Interfaces as
appropriate.
Perform Final Acceptance Testing Services
working with City (if applicable).
of
1. Provide resources and work with New World to
support the installation of software upgrades when
enhancements and/or custom software are
available, including interfaces and state reporting.
2. Coordinate access to third parties as requested by
New World to install and test the interfaces.
3. Test the Custom Software Enhancements and
Custom Interfaces.
4. Provide timely approval (within 15 days of
delivery) of each Custom Software Enhancement
and/or Custom Interface as meeting the
requirements of each appropriate Requirements
Definition Document.
S. Perform Final Acceptance Testing working with
New World. (if applicable)
Deliverables
1. Notification that Milestone is Complete — Complete Development and Implementation of Remaining
Deliverables
2. Notification that Project Deliverable is Complete -
- Deliver Retraining Licensed Standard Software
- Deliver Custom Software Enhancements
- Deliver Custom Interfaces
Completion Criteria: This step shall be complete when the City provides approval to New World for
each of the custom contract deliverables or within fifteen (15) days of delivery, whichever comes first.
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V 1
ki New World S) stems'
TRANSITION PHASE - STEP 9C
Step 9C — Provide Post Live Training and Support (if required)
Overview: if required and planned in the Project Plan, New World will provide the City with Training
and Support Services post go -live to ensure successful transition from the City previous systems to the
New World software.
0
Provide remotely or onsite Training as specified in
the Project Plan.
Provide additional support services remotely or
onsite as specified in the Project Plan including
reviewing:
a. Infrastructure and related operational
environment
b. Application configuration, compliance
adherence and custom software
modifications
c. Standard and custom interfaces;
d. Custom forms
e. Data conversion
f. Release pathing/open item review
1. City staff to attend training as specified in the
Project Plan.
2. Provide access and staff support as necessary to
support the Post go -live activities.
3. Identify in writing areas of concern regarding
workflows, system responsiveness, data inputs,
configuration and setup.
4. Implement New World recommendations as soon
as possible following delivery of
recommendations.
None
Completion Criteria: This step shall be complete upon completion of the Post -Live Training and
Support for City Staff.
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ki New World Systems'
TRANSITION PHASE -y STEP 9®
Step 9D - Complete State Compliance Enhancements and Submission
Overview: As part of normal operations, agencies are required to submit crime statistic reports to the
state (113R, UCR, NIBRS, etc.) on a monthly basis. During the transition to a new system, state agencies
will work with local law enforcement agencies to develop a plan to allow the system to adopt the new
technology in their environment and submit reports after a period of operation.
During the Construction Phase of the project, New World works with the agency to implement state
reporting rules. The first full test of these rules occurs 3 to 4 weeks after go -live to ensure the City has
accumulated sufficient data for submission to the state. State reporting and editing can be a significant
challenge and to assist the City with this event, New World schedules and assigns an Application
Specialist to assist the City with their first submission process post go -live.
Assist City to submit initial reports (1BR, UCR,
NIBRS, etc.) from the New World system to the
State.
I. Identify primary and secondary staff responsible
for submission and correction of state reports.
2
2. Provide consultation, guidance and/or support on
issues resulting from initial submission attempts:
a. Review infrastructure and related operational
environment when there are submission 3.
issues, and provide City with an explanation
that pinpoints the source of the issue when it is
unclear whether the issue is software or
environmentally related
b. Provide application configuration
modifications to assist City as determined to
optimize operational workflow and support
compliance reporting requirements
C. klOdify OL16LO11I furors based oti review of G(y
workflows after City has worked with the
forms in a production environment
d. Provide spot training to City personnel if
needed
Identify state contact and state testing procedures
to ensure the state is prepared to assist with the
analysis and evaluation of report submissions in
order to expedite returns and error reporting.
Verify infrastructure and related operational
environment. (Assistance provided by New
World Technical Services team.)
4. Verify application configuration, compliance
adherence and custom software modifications.
(Assistance provided by New World Technical
Services team.)
5. Build compliance test plan.
6. Test all forms and compliance submissions.
7. Doc:um:at all test results.
8. Identify in writing any suspected failures,
prioritize and notify New World.
9. Provide access and staff support as necessary to
support the New World activities.
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New World Sys tenzs`
TRANSITION PHASE — STEP 9D
Completion Criteria: This step shall be complete upon the submission of one report of each required
type (IBR, UCR, NIBRS, etc.) within accepted error rate guidelines.
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"M
New World S.ysterns'
TRANSITION PHASE — STEP 9E
Step 9E - Complete Decision Support Software and Data Analysis & Mapping (DA&M) Setup and
Training
Overview: New World will provide the City with implementation of licensed Decision Support Software
and Data Analysis & Mapping modules and related training services.
I. Facilitate one or more consultative session(s)
(onsite) with executive command staff to discuss
data needs and information requirements for
decision making.
2. Lead solution design and review sessions to
document and collaboratively design reporting
cubes and dashboards to assist with data needs
and decision making as discussed during the
consultative session(s).
3. Configure and train on DSS software.
4. Configure and train on DA&M software.
5. Provide training session(s) to provide an
overview of using each DSS and DA&M licensed
module including basic reporting and dashboard
creation and other standard features.
6. Build City specific reporting cube(s) and
dashboard(s) as agreed upon during solution
design and review.
1. Ensure appropriate command level
personnel/decision makers are available for the
consultative sessions to discuss data needs and
information requirements for decision making.
2. Ensure infrastructure is in place to support DSS
and DA&M implementation. (Generally setup in
Step 4 of Construction phase.)
3. Approve agreed upon requirements of reporting
cubes and dashboards.
4. Assign, schedule and ensure attendance and
participation of appropriate staff for training
sessions.
5. Provide and schedule necessary facilities for
training sessions.
6. Ensure training facilities are set up and
configured with all requisite hardware/software.
7. Monitor training course attendance and ensure all
appropriate users receive training.
8. Identify any issues in writing.
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New World Systems
TRANSITION PHASE — STEP 9E
None 1. Install Decision Support Software (post go -live)
a. City Specific Reporting Cubes and
Dashboards
b. Installation services of City specific
Reporting Cube(s) and Dashboard(s).
c. Training services for City staff
2. Install Data Analysis & Mapping software (post
Completion Criteria: This step shall be complete upon completion of the DSS and DA&M Training
Services for City Staff.
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"M
New World Systefns
E.8 Closing Phase
®Customer Agreement Signed
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
End
VGo Live
Purpose: Review the project, approve closure, disengage project management and transition City to the
Account Management Team.
Description of Phase: The Closing Phase consists of one step.
• Step 10 —Close the Project
During this Phase, the New World Project Manager reviews the project with Executive Management,
closes out all remaining documentation tasks and disengages from the project. The Account Management
Team assumes all responsibilities for ongoing support of the system and the City.
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New World Systems
CLOSING PHASE -- STEP 10A
E.8.1 Step 10: Close the Project
Step 10A — Verify All Contract Items Delivered and Payments are Collected
Overview: New World and the City will review the Agreement and Project Plan to confirm all
deliverables and services have been deployed per the terms of the Agreement. The Project Manager will
confirm all payments have been collected related to contact terms and conditions.
Completion Criteria: This step shall be complete upon delivery of the Project Closure Letter and
agreement from the City.
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New World Systems'
APPENDIX A
Step 10B — Transition from Project Team to Account Team and Close Project
Overview: New World Project Manager will schedule a formal turnover with the City to the New World
Account Management Team. The New World Account Management team includes the Executive
Sponsor, Customer Support and Customer Care. The managers of Customer Care and Customer Support
will introduce their organization structure and review the services each team provides.
Project Closure will be formally communicated to the City, ensuring the City and the New World
Customer Support team members are aware the deployment of the New World software and services has
been completed.
From this point forward, the City and New World shall operate in a support relationship as provided for
in the Software Support Maintenance Agreement (Exhibit C) of the Agreement.
Responsibilities
New World City
1. The New World Project Manager will coordinate 1. Provide appropriate personnel for the Customer
a meeting, either via teleconference or onsite, to Support turnover meeting.
review the project status and transition ongoing 2. Provide a location with a conference phone for the
communications with City to the assigned Account support turnover meeting.
Team.
2. Prepare the Project Closure Letter.
3. Managers of New World Customer Support
participate in the meeting with City.
4. The Project Manager will deliver the Project
Closure Letter to City.
1. Notification that Payment Milestone is Complete — Close Protect
Completion Criteria: This step shall be complete upon delivery of the Project Closure Letter and
agreement from the City.
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107
Keith Macedo
Submitted By
tv oaOM SysWrv�S
`l�n4 D& 141➢ ICJ
City of Fayetteville Staff Review Form
2015-0448
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/23/2015 Information Technology /
_ Finance & Internal Services Department
Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached no cost change order, dated September 15, 2015, to add conversion
details related to the implementation of the New World Systems Community Development Module.
4470,9470.5301.00
Account Number
13008.1
Project Number
Budgeted Item? Yes
Budget Impact:
CIP
Fund
ERP Upgrade/Replacement
Project Title
Current Budget
Funds Obligated
Current Balance
Does item have a cost? No Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
$ 1,056,611.00
$ 207,238.50
$ 849,372.50
$ 849,372.50
2120�.!.►l ffl#��
i�
CITY OF
14 •
a e Vlle
ARKANSAS
TO: Mayor Jordan
THRU: Don Marr, Chief of Staff
FROM: Keith Macedo, Information Technology Director k ✓ M
STAFF, MEMO
DATE: September 22, 2015
SUBJECT: No cost change order for New World Systems Corporation to add conversion.
services to the Community Development module implementation within our
Enterprise Resource Planning (ERP) system contract.
RECOMMENDATION:
Staff recommends authorizing the attached no cost change order, dated September 15, 2015, to
add conversion details related to the implementation of the New World Systems Community
Development Module.
BACKGROUND:
On August 18, 2015 City Council approved a resolution awarding RFP14-11 to New World
Systems Corporation for the upgrade of our Enterprise Resource Planning (ERP) system. As
part of the ERP system, we purchased a Community Development module that will replace our
existing Hansen software, Used by our Development Services staff. The contract, and
associated statement of work detailed the purchase of the Community Development. module but
did not define the conversion of our existing Hansen data into the new system.
DISCUSSION:
The attached change order adds conversion services related to importing our existing Hansen
data into the new Community Development module, Our Development Services historical data
within Hansen is essential to our business operations and must be converted into our new
Community Development module. The change order clarifies this conversion process and adds
the appropriate language to our New World Systems Corporation contract.
BUDGET/STAFF IMPACT:
The attached change order does not change the cost of the original contract.
Attachments:
Staff Review Form
Staff Review Memo
New World Systems Corporation change order dated 9115/2015
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
New World Sys tems°
Fayetteville, AR 09/15/2015
Brad Reed 09/15/2015
Clarification on files to be converted in CD from Hanson. Included in original pricing but the files were not detailed in EX F.
DELETE:
N/A
ADD:
Parcel Conversion
Business Licensing Conversion
Permits and Inspections Conversion
Requests for Service Conversion
Code Enforcement Conversion
There is no change in cost relative to this CO.
None.
Acknowledged and Agreed to by: (New World)
FINANCE OPERATIONS
Name/7itle: Name/Title: Mark Dvorak, Vice President CC
Date: Date: 9-23-15
Signature: Signature:
CFO Initials:
CONFIDENTIAL -1- Fayetteville Change Order 9 17 15
888 West Big Beaver Road • Suite 600 + Troy + Michigan 48084-4749 • 248-269.1000 • www.neww6rldsystems.com
Tyler Technologies, Inc.
City of Fayetteville Staff Review Form
2020-0445
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Mike Reynolds 5/27/2020 POLICE (200)
Submitted By Submitted Date Division / Department
Action Recommendation:
Approval of contract amendments with Tyler Technologies, Inc. to close out existing contract for additional
software license agreement via Resolution #146-15 executed on August 18, 2015.
Budget Impact:
4470.200.8200-5315.00 Sales Tax Capital Improvments
Account Number
Fund
14009-1
Police Records Management System
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 139,558.00
Funds Obligated
$ -
Current Balance
$ 139,558.00
Does item have a cost? Yes
Item Cost
$ 17,500.00
Budget Adjustment Attached? NA
Budget Adjustment
Remaining Budget $ 122,058.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution # 146-15
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Lioneld Jordan, Mayor /& ;��&
FROM: Mike Reynolds, Chief of Police
DATE: May 27, 2020
STAFF MEMO
SUBJECT: Amendments to Close Out Contract with Tyler Technologies, Inc.
RECOMMENDATION:
Approval of contract amendments with Tyler Technologies, Inc. to close out existing
contract for additional software license agreement via Resolution #146-15 executed on August
18, 2015.
BACKGROUND:
The City of Fayetteville entered into a contract with Tyler Technologies, Inc. (formerly
New World Systems) for additional software license agreement via Resolution #146-15 on
August 18, 2015. This agreement provided for the upgrade and expansion to the Microsoft
Supplier Program (MSP) Platform of Police and Fire's Public Safety Software. Police and Fire
went live with new public safety software in February 2017. Since that date, staff has performed
compliance testing, system upgrades, hot -fixes and one -offs to meet all specifications within the
original agreement.
DISCUSSION:
In consideration of not meeting all specifications originally agreed upon, Tyler
Technologies, Inc. has proposed waiving the final payment of $62,460 for close of the final
project milestone. Furthermore, Tyler Technologies, Inc. will waive the purchase price for Law
Enforcement Mobile, Fire Mobile and Field Reporting to Site License status, and provide an
online impounds interface with Arkansas Crime Information Center with a total value of
$129,177. These additional licenses and interface will be added to our associated maintenance
and support fees, prorated FY2020 will be approximately $17,500, and all maintenance and
support fees will then be constant with no annual increase for a period of five years.
BUDGET/STAFF IMPACT:
All existing encumbered funds within Police Records Management System project will be
released and approximately $17,500 will be used to pay prorated FY2020 maintenance and
support fees related to site licenses and impound 'interface. There is no impact on staffing
related to this closeout amendment.
Attachments:
Tyler Technologies, Inc. contract amendments
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
AMENDMENT
This amendment ("Amendment") is effective as of the date of signature of the last party to sign as indicated below
("Amendment Effective Date"), by and between Tyler Technologies, Inc., a Delaware corporation with offices at 840
West Long Lake Road, Troy, MI 48098 ("Tyler") and the City of Fayetteville, with offices at 100 W Rock St, Fayetteville,
AR 72701 ("Client").
WHEREAS, Tyler and the Client are parties to an original License Agreement with an effective date of June 1, 1997 (the
"Agreement");
WHEREAS, Tyler and the Client are parties to an Additional Software License Agreement with an effective date of August
18, 2015 ("MSP Upgrade Amendment");
WHEREAS, Tyler and Client now desire to amend the Agreement;
NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and the Client agree as follows:
1. In the MSP Upgrade Amendment, Exhibit AA, Section B, Item 6, the amount to be invoiced upon completion of
Step 10 in the SOW — Close the Project — in the amount of $62,460 is hereby waived, removed from the MSP
Upgrade Amendment and no longer due. The parties hereby agree that the milestone payments in Exhibit AA,
Section B are considered complete and the project is closed in accordance with the MSP Upgrade Amendment.
2. The software and/or services set forth in Exhibit 1 and 2 and associated services as noted in Schedule 1 to this
Amendment are hereby added to the Agreement.
3. The following payment terms, as applicable, shall apply:
a. Associated maintenance and support fees will be invoiced on a pro rata basis beginning on the first day
of the month following the Amendment Effective Date, and thereafter in a lump sum amount together
with Client's then -current maintenance and support fees for previously licensed software.
b. Hosting Fees: Hosting Fees for the Tyler Software identified on the Investment Summary are invoiced
annually in advance on the Effective Date and will renew automatically for additional one (1) year terms
at our then -current Hosting Services fee, unless terminated in writing by either party at least thirty (30)
days prior to the end of the then -current term.
4. This Amendment shall be governed by and construed in accordance with the terms and conditions of the
Agreement.
S. All other terms and conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Amendment as of the date of
signature of the last party to sign as indicated below.
[SIGNATURES ON NEXT PAGE]
Tyler Technologies, Inc,
By:
Name: Bryan Proctor
Title: President, Public Safety Division
Date: 5 Z' 2J
Title: Mayor, City of Fayetteville
•���y t ler
.,,. .
Exhibit 1
Amendment Investment Summary
The following Amendment Investment Summary details the software, products, and services to be delivered by us to
you under the Agreement. This Amendment Investment Summary is effective as of the Amendment Effective Date
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
••:: new world Date
Quote E iration
•16 Quote Name:
Quote Number:
Quote Description
Sales Quotation For
City of Fayetteville
100 W Rock St
Fayetteville, AR 12701-6057
Phone +1 (479) 587-3581
3/1712U20
9/ 1212020
Fayetteville PD_Mobility Site Licenses and Online
Impounds"
2020-30827-2
Licensing
un-Une impounas Interrace to State/NUIU 59,000 0 $0 S9,000 $1,890
Law Enfoicement Mobile, Fire Mobile, and Feld Reporting Site License
5120.177
0
SO
$120,177
525,237
ShieldForce LE Dispatch with Advanced Mapping
$0
0
SO
SO
$0
LF DispatchitMessaging/StatelNCIC (includes State Photo Download)
SO
0
$0
$0
SO
- Drivers License Mag Stripe ReaderBarcode Reader Interface
SO
0
$0
$0
$0
Mugshot Image Download
SO
0
SO
$0
SO
In -Car MappincYAVL
SO
0
$0
$0
$0
In -Car Routing
SO
0
SO
$0
$0
CrewForce - Fire Dispatch
$0
0
$0
$0
$0
Fire Dispatch/Messaging
SO
0
SO
$0
$0
Fire In -Car Mapping/AVL
$0
0
SO
$0
So
Fire In -Car Routing
$0
0
$0
$0
80
MCT Ticket Writer Interface
SO
0
$0
$0
$0
LE Field Reporting (Federal Standard)
$0
0
$0
$0
$0
Demographic Profiling Questionnaire
SO
0
$0
$0
$0
LE Accident Field Reporting
S0
0
K
50
SO
Field Investigation Field Reporting (1 form)
$0
0
$0
$0
SO
Sub -Total: $129,177 $129177 - $27,127
Le sQmmmt_ 129, f 77
TOTAL: $0 0 $0 $0 $27,127
AnnuaVSaaS
Mobility Hosting Annual Fee 1 $3,000 $0 $3.000
TOTAL: $3.000
Summary
Total Tyler Software
Total Annual Fees
Total Tyler Services
Total Other Costs
Total Third Party Hardware, Software and Services
Travel and Living Expenses
Summary Total
Discount Detail
Law Enforcement Records Management System
On -Line Impounds Interface to State/NCIC
Mobile
Law Enforaernent Motile, Fire Mobile, and Feld Reporting Site License
- ShieldForce LE Dispatch with Advanced Mapping
- LE Dispatch/Messaging/State/NCIC (includes State Photo Download)
- Drivers License Mag Stripe ReaderBarcode Reader Interface
Mugshot Image Download
- In -Car MappingfAVL
- In -Car Routing
CrewForce - Fire Dispatch
Fire Dispatch/Messaging
Fire In -Car MappirWAVL
Fire In -Car Routing
One Time Fees
Recurring Fees
$0
$27,127
$3,000
so
$0
$0
$0
$0
$0
$30,127
$9.000
$0
$9,000
$1,890
$120,177
$0
$120,177
$25,237
$0
$0
$0
$0
$o
$0
$0
$0
$0
$o
$0
$0
$0
$0
$0
$0
$o
$o
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$0
$o
$0
$o
MCT Ticket Writer Interface
- LE Field Reporting (Federal Standard)
Demographic Profiling Questionnaire
LE Accident Field Reporting
Field Investigation Field Reporting (1 form)
Other Software
$0
$0
$0
$0
S0
$0
$0
so
$0
50
$0
$0
$0
$0
$0
50
$0
$0
$0
$0
Sub -Total $129,177
$0
$129,177
$27127
Less Discount $0
$129, 177
-5129 177
Total: $129.177
$129,177
$0
527.127
Assumptions
Personal Computers must meet the minimum hardware requirements for New World products. Microsoft Windows 718.1110 32/64 bit or later is required for all
client machines. Windows Server 2012/2016 and SQL Server 2012/2014/2016 are required for the Application and Database Server(s),
New World product requires Microsoft Windows Server 2012/2016 and SQL Server 201212016, including required Client Access Licenses (CALs) for applicabie
Microsoft products. Servers must meet minimum hardware requirements provided by Tyler. The supported Microsoft operating system and SQL versions are
specific to Tyler's release versions.
New World product requires Microsoft Excel or Windows Search 4.0 for document searching functionality, Microsoft Word is required on the application server for
report formatting.
Tyler recommends a 100/1000MB (GB) Ethernet network for the local area network. Wide area network requirements vary based on system configuration, Tyler
will provide further consultation for this environment.
Does not include servers, workstations, or any required third -party hardware or software unless specked in this Investment Summary. Client is responsible for any
third -party support.
Licensed Software, and third -party software embedded therein, if any, will be delivered in a machine readable form to Client via an agreed upon network
connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed.
Tyler's GIS implementation services are to assist the Client in preparing the required GIS data for use with the Licensed New World Software. Depending upon the
Licensed Software the Client at a minimum will be required to provide an accurate street centerline layer and the appropriate polygon layers needed for Unit
Recommendations and Run Cards in an industry standard Esn file format (Personal Geodatabase, File Geodatabase, Shape Files). Client is responsible for
having clearly defined boundaries for Police Beats, EMS Districts and Fire Quadrants_ If necessary Tyler will assist Client in creating the necessary polygon layers
(Police Beats, EMS Districts and Fire Quadrants) for Unit Recommendations and Run Cards. Tyler is not responsible for the accuracy of or any ongoing
maintenance of the GIS data used within the Licensed New World Software -
Client is responsible for any ongoing annual maintenance on third -party products, and is advised to contact the third -party vendor to ensure understanding of and
compliance with all maintenance requirements
All Tyler Clients are required to use Esri's ArcGIS Suite to maintain GIS data. All maintenance, training and ongoing support of this product will be contracted with
and conducted by Esri. Maintenance for Esri's ArcGIS suite of products that are used for maintaining Client's GIS data will be contracted by Client separately with
Esri.
When Custom interface is included, Custom interface will be operational with existing third -party software. Any subsequent changes to third -party applications may
require additional services.
When State/NCIC is included, Client is responsible far obtaining the necessary State approval and any non -Tyler hardware and software Includes state -specific
standard forms developed try Tyler_ Additional forms can be provided for an additional fee.
Additional Training, Services, Third Party Software and Hardware may be required depending on modules and units deployed.
••"41 tyler
Exhibit 2
Additional Terms for New World Public Safety Hosted Components
We will provide you with the New World Public Safety hosted components of Tyler Software indicated in the Investment
Summary of this License and Services Agreement. The terms and conditions contained in this document only apply to
our provision of those applications. Capitalized terms not otherwise defined will have the meaning assigned to such
terms in your License and Services Agreement.
1. Additional Definitions. The following definitions shall apply to this Exhibit:
1.1. "New World Public Safety Components" means the New World Public Safety hosted components of Tyler Software
identified in the Investment Summary.
1.2. "Hosting Services" means the hosting services Tyler will provide for the New World Public Safety Components for
the fees set forth in the Investment Summary. Terms and Conditions for the Hosting Services are set forth in this
exhibit.
1.3. "SLA" means the service level agreement applicable to the Hosting Services for the New World Public Safety
Components. A copy of Tyler's current SLA is attached hereto as Schedule 1 to this exhibit.
1.4. "Third Party Services" means the services provided by third parties, if any, identified in the Investment Summary.
2. Hostine Terms for New World Public Safety Components.
2.1. We will either host or engage Third Party Services in order to host the New World Public Safety Components set
forth in the Investment Summary for the fees set forth therein. You agree to pay those fees according to the terms
of the Invoicing and Payment Policy. In exchange for those fees, we agree to provide the Hosting Services according
to the terms and conditions set forth in this Exhibit, and the other applicable terms of the Agreement. If you fail to
pay those fees, we reserve the right to suspend delivery of the applicable Hosting Services after advance written
notice to you of our intention to do so.
2.2. In our sole discretion, we may elect to migrate the Hosting Services to a replacement system (including our own)
and will undertake reasonable efforts to complete such transfer during maintenance windows as set forth in the
SLA. We will undertake reasonable efforts to provide you with advance written notice of any such transfer. You
agree to provide all reasonable assistance and access in connection with any such transfer. In the event the New
World Public Safety Components are transferred to our data center and we provide hosting services directly to you,
the terms of the SLA will also apply.
2.3. The initial term for the Hosting Services is one (1) year. Thereafter, the term will renew automatically for additional
one (1) year terms, unless terminated by either party at least thirty (30) days in advance of the upcoming renewal
date.
2.4. Where applicable, we will perform or cause to have performed upgrades of the applications, hardware, and
operating systems that support the Hosting Services. These upgrades are performed in commercially reasonable
timeframes and in coordination with third -party releases and certifications. We will make available information on
industry -standard minimum requirements and supported browsers for accessing the Hosting Services.
rr�
•�04,tyler
Exhibit 2
Schedule 1
Service Level Agreement
Agreement Overview
This SLA outlines the information technology service levels that we will provide to you to ensure the availability of the
Hosting Services that you have requested us to provide. All other support services are documented in the applicable
Support Call Process. All defined terms not defined below have the meaning set forth in the Agreement.
Definitions
Attainment: The percentage of time a service is available during a billing cycle, with percentages rounded to the nearest
whole number,
Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or the acts or
omissions of any of your service users or third -party providers over whom we exercise no control.
Downtime: Those minutes during which the applicable software products are materially unavailable for your use.
Downtime does not include those instances in which only a Defect is present.
Service Availability: The total number of minutes in a billing cycle that a given service is capable of receiving, processing,
and responding to requests, excluding maintenance windows, Client Error Incidents and Force Majeure.
Service Availability
The Service Availability of the applicable software products is intended to be 24/7/365. We set Service Availability goals
and measures whether we have met those goals by tracking Attainment.
Client Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined in the
applicable Support Call Process exhibit. You may escalate through the hosting hotline. You will receive a support incident
number. Any Downtime is measured from the time we intake your support incident.
To track attainment, you must document, in writing, all Downtime that you have experienced during a billing cycle. For
purposes of this Service Level Agreement, billing cycle shall be based on each calendar quarter. You must deliver such
documentation to Tyler within thirty (30) days of a billing cycle's end.
The documentation you provide must substantiate the Downtime. It must include, for example, the support incident
number(s) and the date, time and duration of the Downtime(s).
Tyler Responsibilities
When our support team receives a call from you that a Downtime has occurred or is occurring, we will work with you to
identify the cause of the Downtime (including whether it may be the result of a Client Error Incident or Force Majeure).
We will also work with you to resume normal operations.
Upon timely receipt of your Downtime report, outlined above, we will compare that report to our own outage logs and
support tickets to confirm that a Downtime for which Tyler was responsible indeed occurred.
We will respond to your Downtime report within thirty (30) days of receipt. To the extent we have confirmed
Downtime for which we are responsible, we will provide you with the relief set forth below.
Client Relief
When a Service Availability goal is not met due to your confirmed Downtime, we will provide you with relief that
corresponds to the percentage amount by which that goal was not achieved, as set forth in the Client Relief Schedule
below.
Notwithstanding the above, the total amount of all relief that would be due under this SLA will not exceed 5% of the fee
for any one billing cycle. Issuing of such credit does not relieve us of our obligations under the Agreement to correct the
problem which created the service interruption. A correction may occur in the billing cycle following the service
interruption. In that circumstance, if service levels do not meet the corresponding goal for that later billing cycle, your
total credits will be doubled, with equal relief being provided in that later billing cycle.
Client Relief Schedule
Targeted Attainment
Actual Attainment
Client Relief
100%
8-99%
Remedial action will be taken at no
additional cost to you.
100%
5-97%
Remedial action will be taken at no
additional cost to you. 4% credit of
fee for affected billing cycle will be
posted to next billing cycle
100%
95%
Remedial action will be taken at no
additional cost to you. 5% credit of
fee for affected billing cycle will be
osted to next billing cycle
You may request a report from us that documents the preceding billing cycle's Service Availability, Downtime, any
remedial actions that have been/will be taken, and any credits that may be issued. That report is available by contacting
the hosting hotline through the support portal(s).
Applicability
The commitments set forth in this SLA do not apply during maintenance windows, Client Error Incidents, and Force
M aje ure.
We perform maintenance during limited windows that are historically known to be reliably low -traffic times. If and when
maintenance is predicted to occur during periods of higher traffic, we will provide advance notice of those windows and
will coordinate to the greatest extent possible with you. When maintenance is scheduled to occur, we will provide
approximately two (2) weeks' advance written notice to the contact information that you supply on your notification
form. When emergency maintenance is scheduled, you will receive an email at that same contact point.
Force Majeure
You will not hold us responsible for meeting service levels outlined in this SLA to the extent any failure to do so is caused by
Force Majeure. In the event of Force Majeure, we will file with you a signed request that said failure be excused. That writing
will include the details and circumstances supporting our request for relief with clear and convincing evidence pursuant to this
provision. You will not unreasonably withhold your acceptance of such a request.
•
•�� tyler
Support Agreement
This Support Agreement is made, as of the date set forth below (the "Effective Date") by and between Tyler
Technologies, Inc. with offices at 840 West long Lake Road, Troy, MI48098 ('?yler") and the client identified below
("Client").
WHEREAS, New World Systems Corporation ("New World") and Client are parties to an original agreement
("Agreement") under which Client licensed the New World software itemized therein; and
WHEREAS, Tyler and New World merged effective November 16, 2015, with Tyler as the surviving entity; and
WHEREAS, Tyler and Client desire to update the applicable maintenance and support services terms;
NOW THEREFORE, in consideration of the mutual promises hereinafter contained, Tyler and Client agree as follows:
1. The New World software Client licensed under the Agreement, and on which Client has paid maintenance
and support fees through the Effective Date, shall mean the "Tyler Software" for purposes of this Support
Amendment.
2. Tyler shall provide maintenance and support services on the Tyler Software according to the terms of Exhibit
1 to this Support Amendment.
3. For the term specified in the applicable invoice, Client shall remit to Tyler maintenance fees in the amount
set forth therein. Payment is due within thirty (30) days of the invoice date.
4. This Support Agreement shall be governed by and construed in accordance with the terms and conditions of
the Agreement.
5. All other terms and conditions of the Agreement shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Support Agreement as of the dates set forth below.
Tyler Technologies, Inc.
By:
Name: Bryan Proctor
Title: President, Public Safety Division Title: Mayor, City of Fayetteville
Date: S (Z ?� Date:_ i1
•�� y
t ler
•❖
Exhibit 1
Maintenance and Support Agreement
Tyler ("we") will provide Client ("you") with the following maintenance and support services for the Tyler Software.
Capitalized terms not otherwise defined will have the meaning assigned to such terms in the Support Agreement.
Term. We provide maintenance and support services on an annual basis. The initial term commences on January
1, 2021 and remains in effect for one (1) year. The term will renew automatically for additional one (1) year
terms unless terminated in writing by either party at least ninety (90) days prior to the end of the then -current
term.
2. Maintenance and Support Fees. Your maintenance and support fees for the initial term for the Tyler Software
will be listed in the applicable invoice. Beginning with the initial term, we will not increase your maintenance and
support fees over the prior year for five (5) consecutive years. Your fees for each subsequent term will be at our
then -current rates. We reserve the right to suspend maintenance and support services if you fail to pay
undisputed maintenance and support fees within thirty (30) days of our written notice. We will reinstate
maintenance and support services only if you pay all past due maintenance and support fees, including all fees
for the periods during which services were suspended.
3. Maintenance and Support Services. As long as you are not using the Help Desk as a substitute for our training
services on the Tyler Software, and you timely pay your maintenance and support fees, we will, consistent with
our then -current Support Call Process:
3.1 perform our maintenance and support obligations in a professional, good, and workmanlike manner,
consistent with industry standards, to resolve Defects, as defined in the Agreement, in the Tyler Software
(limited to the then -current version and the immediately prior version); provided, however, that if you
modify the Tyler Software without our consent, our obligation to provide maintenance and support services
on and warrant the Tyler Software will be void;
3.2 a) provide telephone support during our established support hours, currently Monday through Friday from
8:00 a.m. to 9:00 p.m. (Eastern Time Zone).
b) emergency 24-hour per day telephone support, for New World CAD only, seven (7) days per week for
Licensed Standard Software. Normal service is available from 8:00 a.m. to 9:00 p.m. (Eastern Time Zone).
After 8:00 p.m., the New World CAD phone support will be provided via pager and a support representative
will respond to CAD service calls within 30 minutes of call initiation.
3.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and third party
software, if any, in order to provide maintenance and support services;
3.4 provide you with a copy of all major and minor releases to the Tyler Software (including updates and
enhancements) that we make generally available without additional charge to customers who have a
maintenance and support agreement in effect; and
3.5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with our then-
current release life cycle policy.
4. Client Responsibilities. We will use all reasonable efforts to perform any maintenance and support services
remotely. Currently, we use a third -party secure unattended connectivity tool called Bomgar, as well as
GotoAssist by Citrix. Therefore, you agree to maintain a high-speed internet connection capable of connecting us
to your PCs and server(s). You agree to provide us with a login account and local administrative privileges as we
may reasonably require to perform remote services. We will, at our option, use the secure connection to assist
with proper diagnosis and resolution, subject to any reasonably applicable security protocols. If we cannot
resolve a support issue remotely, we may be required to provide onsite services. In such event, we will be
responsible for our travel expenses, unless it is determined that the reason onsite support was required was a
reason outside our control. Either way, you agree to provide us with full and free access to the Tyler Software,
working space, adequate facilities within a reasonable distance from the equipment, and use of machines,
attachments, features, or other equipment reasonably necessary for us to provide the maintenance and support
services, all at no charge to us. We strongly recommend that you also maintain a VPN for backup connectivity
purposes.
5. Hardware and Other Systems. If in the process of diagnosing a software support issue it is discovered that one of
your peripheral systems or other software is the cause of the issue, we will notify you so that you may contact
the support agency for that peripheral system. We cannot support or maintain third party products except as
expressly set forth in the Agreement.
In order for us to provide the highest level of software support, you bear the following responsibility related to
hardware and software:
(a) All infrastructure executing Tyler Software shall be managed by you;
(b) You will maintain support contracts for all non -Tyler software associated with Tyler Software (including
operating systems and database management systems, but excluding Third -Party Software, if any); and
(c) You will perform daily database backups and verify that those backups are successful.
6. Other Excluded Services. Maintenance and support fees do not include fees for the following services: (a) initial
installation or implementation of the Tyler Software; (b) onsite maintenance and support (unless Tyler cannot
remotely correct a Defect in the Tyler Software, as set forth above); (c) application design; (d) other consulting
services; (e) maintenance and support of an operating system or hardware; (f) support outside our established
support hours; or (g) installation, training services, or third party product costs related to a new release.
Requested maintenance and support services such as those outlined in this section will be billed to you on a time
and materials basis at our then current rates. You must request those services with at least one (1) weeks'
advance notice.
7. Current Support Call Process. Our current Support Call Process for the Tyler Software is provided Schedule A to
Exhibit 1.
• 0�� tyler•❖�
Exhibit 1
Schedule A
Support Call Process
If, after you have cut over to live production use of the Tyler Software, you believe that the Tyler Software is
Defective, as "Defect" is defined in the Agreement, then you will notify us by phone, in writing, by email, or through
the support website. Please reference the applicable Customer Support page at www.tylertech.com/client-support
for information on how to use these various means of contact.
Documented examples of the claimed Defect must accompany each notice. We will review the documented notice
and when there is a Defect, we shall resolve it at no additional cost to you beyond your then -current maintenance
and support fees.
In receiving and responding to Defect notices and other support calls, we will follow the priority categorizations
below. These categories are assigned based on your determination of the severity of the Defect and our reasonable
analysis. If you believe a priority categorization needs to be updated, you may contact us again, via the same
methods outlined above, to request the change.
In each instance of a Priority 1 or 2 Defect, prior to final Defect correction, the support team may offer you
workaround solutions, including patches, configuration changes, and operational adjustments, or may recommend
that you revert back to the prior version the Tyler Software pending Defect correction.
(a) Priority 1: A Defect that renders the Tyler Software inoperative; or causes the Tyler Software to fail
catastrophically.
After initial assessment of the Priority 1 Defect, if required, we shall assign a qualified product technical
specialist(s) within one business (1) hour. The technical specialist(s) will then work to diagnose the
Defect and to correct the Defect, providing ongoing communication to you concerning the status of the
correction until the Tyler Software is operational without Priority 1 defect.
The goal for correcting a Priority 1 Defect is 24 hours or less.
(b) Priority 2: A Defect that substantially degrades the performance of the Tyler Software, but does not
prohibit your use of the Tyler Software.
We shall assign a qualified product technical specialist(s) within four (4) business hours of our receipt of
your notice. The product technical specialist will then work to diagnose and correct the Defect. We shall
work diligently to make the correction, and shall provide ongoing communication to you concerning the
status of the correction until the Tyler Software is operational without Priority 2 Defect.
The goal for correcting a Priority 2 event is to include a correction in the next Tyler Software release.
(c) Priority 3: A Defect which causes only a minor impact on the use of the Tyler Software.
We may include a correction in subsequent Tyler Software releases.
Tyler Technologies Inc.
New World Public Safety software
City of Fayetteville Staff Review Form
2022-0308
Legistar File IC
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Keith Macedo 4/1/2022 INFORMATION TECHNOLOGY (170)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends authorizing the attached sales quote to authorize the City to purchase contract services with
Tyler Technologies Inc. to migrate New World Public Safety software to new servers.
Budget Impact:
4470.170.8170-5315.00
CI P
Account Number
Fund
13008.4000
ERP Upgrade/Replacement
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 17,400.00
Funds Obligated
$ -
Current Balance
17,970,00
Does item have a cost? Yes
Item Cost
$ 17,400.00
Budget Adjustment Attached? No
Budget Adjustment
$ -
Remaining Budget
570.00
V20210527
Purchase Order Number:
Previous Ordinance or Resolution # 146-15
Change Order Number:
Approval Date:
4-5-22
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Jordan
THRU: Susan Norton, Chief of Staff
FROM: Keith Macedo, Information Technology Director
DATE: April 1, 2022
STAFF MEMO
SUBJECT: Staff recommends authorizing the attached sales quote to authorize the City to
purchase contract services with Tyler Technologies Inc. to migrate New World
Public Safety software to new servers.
RECOMMENDATION:
Staff recommends authorizing the attached sales quote to authorize the City to purchase
contract services with Tyler Technologies Inc. to migrate New World Public Safety software to
new servers.
BACKGROUND:
City Council approved an agreement on August 18, 2015 for the purchase and implementation
of Tyler New World's Public Safety software for Police, Fire, and Central Dispatch. The new
software went live in February 2017 and has been upgraded several times to keep up with Tyler
software updates.
DISCUSSION:
The current Tyler New World's Public Safety servers are running on Windows 2012R2 server
operating systems which are scheduled for end of support in October 2023. Due to this the City
is purchasing the latest Windows operating systems for all Tyler New World's Public Safety
servers. Due to the number of servers involved, the complexity of the server configuration, and
the mission critical nature of our public safety software, we have obtained a quote from Tyler to
migrate the servers to the new windows operating systems. At this time Tyler's server migration
team is approximately 9 months backed up, and they require a signed quote to be placed on
their work schedule. The attached quote will approve Tyler to perform the windows server
migration with an implementation date of January 2023. Staff reviewed the Tyler annual
maintenance agreement and confirmed this work is not included as part of annual maintenance
services.
BUDGET/STAFF IMPACT:
The attached document requires a signature to approve the server migration in the amount of
$17,400. This is a one-time expense budgeted within the ERP contingency Sales Tax Capital
CIP project and will not affect future Tyler software maintenance costs.
Attachments: Staff review form, Staff review memo, Tyler Sales Quotation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
•
•••'•• t y e r
.,..
• technologies
INVESTMENT SUMMARY
Tyler Software
Services
Third -Party Products
Travel
Total One -Time Cost
Annual Recurring Fees/SaaS
Tyler Software Maintenance
2021-279430-P1Y5S1
$0
$ 17,400
$0
$0
$ 17,400
$0
$0
Quoted By:
��� • Quote Expiration:
tyler
Quote Name:
Sales Quotation For:
Fayetteville Police Department
100 W Rock St
Fayetteville AR 72701-6057
Phone: +1 (479) 587-3581
Services
Enterprise Server Migration 1 $ 17,400
TOTAL
Summary One Time Fees Recurring Fees
Total Tyler Software $ 0 $ 0
Total Annual $ 0 $ 0
Total Tyler Services $ 17,400 $ 0
Total Third -Party Hardware, Software, Services $ 0 $ 0
2021-279430-P1Y5S1
Dawn Brown
8/6/22
Fayetteville PD Enterprise Server
Migration
$ 0 $ 17,400 $ 0
$ 17,400 $ 0
Page 1
Summary Total
Contract Total
Unless otherwise indicated in the Antract
For six (6) months from the Quo date o,
Customer Approval:
Lio6eld
Print Name:
$ 17,400 $ 0
$ 17,400
ndment yhereto, pricing for optional items will be held
!ctive D e of the Contract, whichever is later.
an
Date:
P.O.#:
4-5-22
The Software, Maintenance, Services and Third -Party Products, as applicable, that are itemized above, are hereby added to your existing agreement with
Tyler. Fees for Software, if applicable, will be invoiced to you in full upon receipt of your signed quote. Unless otherwise stated in the Assumptions,
associated maintenance and support fees, and thereafter in a lump sum amount together with your then -current maintenance and support fees for
previously licensed software. Fees for Services. Third -Party Products and/or travel, as applicable, will be invoiced as rendered or delivered. The terms and
conditions of your agreement will otherwise control.
Assumptions
Personal Computers must meet the minimum hardware requirements for New World products. Microsoft Windows 7 64-bit with Extended Security
Updates and Windows 10 64-bit is required for all client machines. Windows Server 2012/2012 R2/2016/2019 and SQL Server 2012 SP4/2014
SP2/2016 SP2/2017/2019 are required for the Application and Database Server(s).
New World product requires Microsoft Windows Server 2012/2012 R2/2016/2019 and SQL Server 2012 SP4/2014 SP2/2016 SP2/2017/2019, including
required User or Device Client Access Licenses (CALs) for applicable Microsoft products. Servers must meet minimum hardware requirements
provided by Tyler. The supported Microsoft operating system and SQL versions are specific to Tyler's release versions.
New World product requires Microsoft Excel or Windows Search 4.0 for document searching functionality; Microsoft Word is required on the
application server for report formatting.
Tyler recommends a 100 Mbps/1 Gbps Ethernet network for the local area network. Wide area network requirements vary based on system
configuration, Tyler will provide further consultation for this environment.
2021-279430-P1Y5S1 Page 2
Does not include servers, workstations, or any required third -party hardware or software unless specified in this Investment Summary. Client is
responsible for any third -party support.
Licensed Software, and third -party software embedded therein, if any, will be delivered in a machine readable form to Client via an agreed upon
network connection. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed.
Tyler's GIS implementation services are to assist the Client in preparing the required GIS data for use with the Licensed New World Software.
Depending upon the Licensed Software the Client at a minimum will be required to provide an accurate street centerline layer and the appropriate
polygon layers needed for Unit Recommendations and Run Cards in an industry standard Esri file format (Personal Geodatabase, File Geodatabase,
Shape Files). Client is responsible for having clearly defined boundaries for Police Beats, EMS Districts and Fire Quadrants. If necessary Tyler will assist
Client in creating the necessary polygon layers (Police Beats, EMS Districts and Fire Quadrants) for Unit Recommendations and Run Cards. Tyler is not
responsible for the accuracy of or any ongoing maintenance of the GIS data used within the Licensed New World Software.
Client is responsible for any ongoing annual maintenance on third -party products, and is advised to contact the third -party vendor to ensure
understanding of and compliance with all maintenance requirements.
All Tyler Clients are required to use Esri's ArcGIS Suite to maintain GIS data. All maintenance, training and ongoing support of this product will be
contracted with and conducted by Esri. Maintenance for Esri's ArcGIS suite of products that are used for maintaining Client's GIS data will be
contracted by Client separately with Esri.
When Custom interface is included, Custom interface will be operational with existing third -party software. Any subsequent changes to third -party
applications may require additional services.
When State/NCIC is included, Client is responsible for obtaining the necessary State approval and any non -Tyler hardware and software. Includes
state -specific standard forms developed by Tyler. Additional forms can be provided for an additional fee.
2021-279430-P1Y5S1 Page 3