HomeMy WebLinkAboutAdden 2• CAG-98-022, Adden #1-06
New World Systems® The Public Sector SoftU'are Company November 9, 2006
ADDITIONAL SOFTWARE LICENSE AGREEMENT
Ms. Debbie Scott
City of Renton
FIS - 1st Floor, Suite 110
1055 South Grady Way
Renton, WA 98057
Dear Ms. Scott:
New World Systems is pleased to license you additional software per your request.
The attached forms (Exhibits AA, A, B, C, D, E, F, G, H and Appendix 1) are to be reviewed and
approved by the City. They describe the additional software and services the City has requested along
with the related fees.
Other than for the purposes of internal review, we ask that you treat our fees as confidential information.
This is due to the competitive nature of our business.
The General Terms and Conditions from our original License Agreement with the City of Renton,
Washington (Customer) are incorporated and continue to apply. When conflicts occur, this Agreement
supersedes the original Agreement. Hereafter, the definition of COMPUTER from the (March 5, 1998)
Agreement will be the MSP Server in use, and not the IBM AS/400.
Please acknowledge the change and our understanding on the services by the appropriate signature below.
ACKNOWLEDGED AND AGREED TO BY:
NE ® ORATION CITY OF RENTON, WASIDNGTON
(Customer)
By: � /M-ke-, Kathy�er,Mayor Date
���est= � ·v. W� 1£-19-Jt1tJb
Bonnie I. Walton, City Clerk Date
Date: /2-()1-IJ k'J ________________ ....... _____Date: / :l -19-Pl C}() 0_ _ __:, __ _;_ __ __::_-=---------
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.
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Page 1 of 25 City of Renton, WA
Adden #2-06
. / • • EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
Payments for Licensed Standard Software, Implementation Services, and Third Party Products
A.
B.
C.
D.
E.
F.
DESCRIPTION OF COST
LICENSED STANDARD SOFTWARE as further detailed in Exhibit A
1.Amount due upon delivery of each Licensed Standard $15,500
Software (25%)
2.Amount due upon installation of Licensed Standard 31,000
Software on Customer's computer (50%)
3.Amount due upon acceptance of Licensed Standard Software 15,500
Package by Customer as defined in Exhibit F (25%)
PROJECT MANAGEMENT as further described in Exhibit B
1.Amount due upon delivery of Licensed Standard Software
2.Amount due upon installation of Licensed Standard Software
3.Amount due upon final acceptance as defined in Exhibit F,
or 365 days after Agreement signed, whichever comes first
INTERFACE INSTALLATION SERVICES as further described in Exhibit B
1.Amount due upon delivery of Licensed Standard Software
2.Amount due upon completion of interface installation
3.Amount due upon final acceptance as defined in Exhibit F,
Or 365 days after Agreement signed, whichever comes first
$3,250
6,500
3,250
$5,750
11,500
5,750
INSTALLATION AND TRAINING SERVICES as further described in Exhibit B
1.400 hours billed as used
DATA FILE CONVERSION ASSISTANCE Services as further described
in Exhibit D
1.Amount due upon delivery of conversion design document
to Customer
2.Amount due upon delivery of data file conversion
3.Amount due upon acceptance of data file conversion
CUSTOM SOFTWARE INTERFACE Services as further described
in Exhibit E
1.Amount due upon delivery of design document
2.Amount due upon delivery of custom enhancements
3.Amount due upon acceptance of enhancements and/or
custom software as defined in Criteria 2 of Exhibit F
$6,250
6,250
12,500
$6,125
12,250
6,125
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Page 2 of25
COST
$62,000
13,000
23,000
56,000
25,000
24,500
City of Renton, WA
• • Exhibit AA/ COST SUMMARY AND PAYMENT SCHEDULE
G.
H.
THIRD PARTY SERVICES as further described in Appendix 1
l . Amount due upon delivery of third party products
OTHER COSTS
1.Source Code Escrow Setup Fee -due upon delivery of
Licensed Standard Software
$6,150
$3,000
ONE TIME PROJECT COST:
6,150
3,000
$212.650
I.STANDARD SOFTWARE MAINTENANCE SERVICES-the services are further detailed in Exhibit C.
1.Warranty Period
2.Year One of Standard Software Maintenance
3.Year Two of Standard Software Maintenance
4. Year Three of Standard Software Maintenance
5.Year Four of Standard Software Maintenance
6.Year Five of Standard Software Maintenance
SOURCE CODE ESCROW MAINTENANCE (Annual)
thru 9/1/2007
$83,348
$85,348
$87,348
$89,348
$91,348
$1,000
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE
PRICING VALID THROUGH DECEMBER 151 2006.
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Page 3 of 25 City of Renton, WA
• EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES 1.License Fee for Licensed Standard Software And Documentation Selected By Customer:
Application Package
T ANDA RD APPLICATION SOFT\\/ ARE t.n
�ESCRIPTION
Cost
LAW ENFORCEMENT RECORDS 5 (Users included in LE Records Base -24)
1.
2.
3.
4.
Aegis/MSP Multi-Jurisdictional 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
-Property
-Traffic Tickets and Citations
-Wants and Warrants
Aegis/MSP Federal and State Compliance Reporting for LE Records
-Federal UCR/IBR
Additional Aegis/MSP Software for Law Enforcement Records
-Case Management
-Field Investigations
-Index Cards
-Pawn Shops
-Property Room Bar Coding
Aegis/MSP Third Party LE Records Interface Software7
-IdentixNisionics (DBI) Interface
SUB-TOTAL RECORDS MODULES 98.000
$48,000
12,000
6,000
6,000
6,000
6,000
6,000
8,000
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Page 4 of25 City of Renton, WA
• Exhibit A/ LICENSED STANDARD SOFTWARE AND FEES
CORRECTIONS 5 (Users included in Corrections Base -14)8
5.Aegis/MSP Corrections Management Software Base Package
-Aegis/MSP LE Records Interface
-Bookings
-Custody Tracking
-Inmate Classification
-Inmate Property Tracking
-Inmate Tracking and Processing
6.Aegis/MSP Federal & State Compliance Reporting for Corrections
-Federal and State Corrections Reporting
-FBI Fingerprint Card (cut form)
-State Fingerprint Card
SUB-TOTAL CORRECTIONS MODULES 47,000
ADDITIONAL PUBLIC SAFETY SOFTWARE
7.Aegis/MSP Public Safety State/NCIC Interface Software9
-Aegis/MSP State/NCIC Interface
-On-Line Global Subjects Interface to State/NCIC
-On-Line Property Checks Interface to State/NCIC
8• Aegis/MSP Data Analysis/Crime Mapping/Management Reporting
-Base with One Application (Law Enforcement Records)
9.Aegis/MSP Imaging Software
-Public Safety Line Ups/Mug Shots 1 0
-Digital Imaging 1 1
-ID Badges 7'12
SUB-TOTAL ADDITIONAL PUBLIC SAFETY SOFTWARE MODULES 58.000
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Page 5 of25 City of Renton, WA
35,000
12,000
11,000
7,000
7,000
16,000
13,000
4,000
• Exhibit A/ LICENSED STANDARD SOFTWARE AND FEES
MOBILE SOFTWARE13
MOBILE SOFTWARE ON THE RS/6000
10.Base Message Switch to State/NCIC (31-50 users)
-Base Message Switch for MDT/MCT
-State/NCIC Interface
11.Additional Aegis® Software for RS/6000 Message Switch
-Non-New World CAD Interface (31-50 users) 14
-Mobile Upload Software (16-30 users) 15
MOBILE MANAGEMENT SERVER
12. Aegis/MSP Mobile Management Server Software (31-50 users)
-Base CAD/NCIC/Messaging
-Field Reporting
-Field Reporting Data Merge*
CLIENT SOFTWARE
13.Aegis® Law Enforcement Mobile Unit Software (50 Units)
LE State/NCIC via Switch 9
LE CAD via Switch
LE Field Reporting (Federal Standards) *
The following 4 New World Reports are included:
-Incident (1 form)
-Case (1 form)
-Arrest (1 form)
-Supplement (1 form)
LE Field Reporting Compliance
Mobile Upload of Field Reports (25 Units)*
Mugshot Image Download (29 Units)
Subtotal
Less Laptop Software Volume Discount of 15%
TOTAL LAPTOP SOFTWARE
$500 ea.
$750 ea.
$1,000 ea.
$200 ea.
$600 ea.
$200 ea.
$3,250 ea.
$25,000
37,500
50,000
10,000
15,000
5,800
143,300
-21,495SUB-TOTAL MOBILE MODULES 211,305
*Mobile/Field Reporting Version 3.X will operate with MSP.
46,000
15,000
16,000
N/C
10,000
2,500
121,805
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Page 6 of25 City of Renton, WA
• Exhibit A/ LICENSED STANDARD SOFTWARE AND FEES
2.License Fee Payment Schedule for Licensed Standard Software and Documentation
The payments for Licensed Standard Software are covered under the Cost Summary and Payment Schedule in
Exhibit AA.
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE
PRICING VALID THROUGH DECEMBER 15, 2006.
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Page 9 of 25 City of Renton, WA
• • EXHIBIT B
PROJECT MANAGEMENT, INSTALLATION AND
TRAINING SUPPORT SERVICES AND FEES
Project Management Services
New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A
software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan
with Customer's management and the Customer Liaison. Project Management Services include:
a)a summary level Implementation Plan;
b)a detail level Implementation Plan;
c)revised Implementation Plans (ifrequired);
d)monthly project status reports; and
e)project status meetings
• a project review (kickoff) meeting at Customer's location
•progress status meeting(s) will occur during implementation via telephone conference or at
Customer's location; and
• a project close-out meeting at Customer's location to conclude the project.
t)New World consultation with other vendors or third parties.
To implement the Exhibit A applications, the project management fee will be $13,000
2.Installation and Training Support Hours Recommended
Allocating adequate support service hours for each application of Licensed Standard Software listed on Exhibit A is
not only recommended but is also critical for a successful installation of and training on each application package.
Based on the Licensed Standard Software listed on Exhibit A, 400 hours of New World installation and training
support services have been allocated. Avoiding or minimizing custom or modified features will aid in keeping the
support costs to the amount allocated. Customer agrees to reimburse New World for support trips canceled by
Customer less than ten (10) days before the scheduled start date to cover New World's out-of-pocket costs and lost
revenues. The recommended installation and training support services include:
a)installation of each package of Licensed Standard Software;
b)Customer training and/or assistance in testing for each package of Licensed Standard Software;
and
c)tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff.
The project management, installation and training support services are performed at Customer's premises and/or at
New World national headquarters in Troy, Michigan (e.g., portions of project management are performed in Troy).
3.Interface Installation Service Fees
A flat rate fee is charged for the installation of selected interfaces on Exhibit A. This fee does not include hardware
and/or third party product costs. Whenever possible, this work will be done remotely, resulting in savings in travel
costs. If on-site installation and training is required, Customer will be responsible for the actual travel costs.
Installation includes the following interfaces with these corresponding fees.
a)
b)
c)
d)
e)
Visionics (DBI)/Identix/Comnetix Interface
State/NCIC Interface
New World Mug Shots/Imaging Interface
Windows Operating System Assurance
GEO File Implementation
$4,000
6,000
4,000
3,000
6,000
TOTAL INTERFACE INSTALLATION SERVICE FEES .......................................... $�
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Page 10 of25 City of Renton, WA
,. r • • Exhibit B / PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES
New World's implementation services are to assist and train Customers in preparing the Geo-files for use with the
MSP software. The Customer is responsible to provide at the very least a centerline street file with specific data
requirements. (The required street data can be found in the MSP Mapping Requirements document.) If Customer
has other map layers, New World will review and assist in making these files compatible. If Customer does not
provide other map layers, New World will work with Customer to create these layers. Customer is responsible for
having clear boundaries laid out for map layers.
4.Support Service Fees Estimate
The 400 hours of installation and training support services cost has been calculated using a rate of $140 per hour.
Additional services are also available at the rate of$140 per hour. This rate is protected for one year from the date
New World executes this Agreement. After one year, Customer shall pay the then-current hourly rate for all
Exhibit B support services rendered.
Based on the services suggested above, the Project Management, Installation and Training Support Services, Interface Installation Services and Quality Assurance Services costs will be a total of $92,000. (Plus all actual and
reasonable travel expenses incurred by New World divided proportionately between all New World customers
visited on a single trip and actual employee travel time for Installation and Training up to but not exceeding four (4)
hours per Customer visit.) Additional support hours required must have prior written approval from Customer.
5.Additional Services Available
Other New World services may be required or requested for the following:
a)additional software training;
b)tailoring ofLicensed 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 custom software; and
f)maintaining modified Licensed Standard Software and/or custom software.
Customer may request these additional services in writing using New World's Request For Service (RFS)
procedure (or other appropriate procedures mutually agreed upon by Customer and New World).
6.Payments for Project Management Services
The payments for Project Management Services are covered under the Cost Summary and Payment Schedule in
Exhibit AA.
7.Payments for Interface Installation Services
The payments for Interface Installation Services are covered under the Cost Summary and Payment Schedule in
Exhibit AA.
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Page 11 of25 City of Renton, WA
• • Exhibit B / PROJECT MANAGEMENT, INSTALLATION AND TRAINING SUPPORT SERVICES AND FEES
8.Payments for Installation and Training Support Services and Travel Costs
All hours for installation and training support services and all travel costs will be billed monthly for services
provided in the previous calendar week.
Customer will approve all travel and living expenses prior to New World purchasing tickets or making
reservations.
Prior to each on-site trip, New World will submit a pre-plan report identifying activities to be performed and New
World personnel. Customer may request changes to personnel with at least 7 days notice prior to the scheduled
trip.
Note: Any taxes imposed from the course of this Agreement are the responsibility of the Customer and Customer
agrees to remit when imposed. If an exemption is claimed by the Customer, an exemption certificate must be
submitted to New World.
9. Personnel Security Requirements
In accordance with the FBI's CJIS policy, all New World employees that may access the Customer's system will
be required to comply with the personnel security screening requirements set forth in the policy. That screening may
include, but is not limited to, a state of residency fingerprint check and additional screening as deemed appropriate
by the Customer. All screening will be done prior to access to the Customer's system, either from New World
headquarters, or at the Customer's site. Should New World send an employee that has either not been screened, or
fails the security screening, for any reason, all travel costs will be the responsibility of New World.
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
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Page 12 of25 Renton PD, WA
l
• EXHIBIT C
STANDARD SOFTWARE MAINTENANCE AGREEMENT
This Standard Software Maintenance Agreement (SSMA) between New World Systems Corporation (New
World) and City of Renton, Washington (Customer) sets forth the standard software maintenance support
services provided by New World.
1.Warranty Period and Service Period
The current Customer's SSMA shall remain in effect until September I, 2007. This SSMA shall take effect and
replace the current SSMA on September I, 2007 (the start date) and shall remain in effect for a period of five (5)
years and end on the same calendar date five ( 5) years after the start date (September I, 2012).
2.Services Included
The following services or features are available under this SSMA:
a)upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed
Standard Software application packages are supported no longer than twelve (12) 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)remote capability will be maintained by New World to access Customer's system via WebEx or
other commercial tools in accordance with mutually agreeable technical standards and security
requirements. Customer shall grant explicit permission at its discretion prior to each access by
New World and only for purposes directly related to supporting the Licensed Software.
Items a, b, and c above will be distributed to Customer on magnetic media or other means, as appropriate.
Additional support services are available as requested by Customer using the then-current hourly rates or applicable
fees. Exhibit B has a description of support services available.
3.Maintenance for Modified Licensed Standard Software and Custom Software
Customer 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 Customer's request, or for prior releases of New World's software, then
the additional New World maintenance or support services provided shalJ be billed at the then-current Exhibit B
hourly fees plus reasonable expenses.
4.Billing
Maintenance costs will be billed according to the schedule in #7.
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Page 13 of25 Renton PD, WA
• • Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
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
it is installed at Customer's location. Costs for the maintenance for the additional software will be billed to
Customer on a pro rata basis for the remainder of the maintenance year and on a full year basis thereafter.
6.Requests for Software Correction on Licensed Standard Software
At any time during the warranty period or during the SSMA period, if Customer believes that the Licensed
Standard Software does not conform to the current specifications set forth in the user manuals, Customer must
notify New World in writing that there is a claimed defect and specify which feature and/or report it believes to be
defective. Before any notice is sent to New World, it must be reviewed and approved by the Customer Liaison.
Documented examples of the claimed defect must accompany each notice. New World will review the documented
notice and when a feature or report does not conform to the published specifications, New World will provide
software correction service at no charge. (See paragraph 4.0 of the General Terms and Conditions of this Agreement
for the New World warranties provided). A non-warranty request is handled as a billable Request for Service (RFS)
(see Exhibit B).
During the term of this Standard Software Maintenance Agreement, New World will furnish Error, Defect or
Malfunction correction in accordance with the Priority Categories listed below, based on the Customer's
determination of the severity of the Error, Defect or Malfunction and New World's reasonable analysis of the
priority of the Error, Defect or Malfunction.
(a)Priority 1: An Error, Defect or Malfunction which renders the CAD Licensed Standard Software
inoperative; or causes the Software to fail catastrophically.
After initial assessment of the Error, Defect or Malfunction by a New World Call Center analyst, if
required, New World will assign a qualified product technical specialist(s) with 3 hours, to diagnose
and correct the Error, Defect or Malfunction. New World will provide ongoing efforts and
communication about the status of the correction.
(b)Priority 2: An Error, Defect or Malfunction which substantially degrades the performance of the
Software, but does not prohibit the Customer's use of the Licensed Standard Software.
New World will exercise all commercially reasonable efforts to include a Fix or patch for the Error,
Defect or Malfunction in the next Software maintenance release, which are normally provided every
30-60 days.
(c)Priority 3: An Error, Defect or Malfunction which causes only a minor impact on the use of the
Licensed Standard Software.
New World may include a Fix or Patch in the next Licensed Standard Software major release.
Customer may contact the following New World resources for management level issue resolution escalation:
Aegis Product Manager, currently Erin Fleming
General Manager of Aegis Development, currently Sandro Viselli.
Vice President of Aegis Operations, currently Mark Dvorak
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 anyone other than New World
personnel;
(b)situations where Customer's use or operations error causes incorrect information or reports to be
generated; and
(c)requests that go beyond the scope of the specifications set forth in the current User Manuals.
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Page 14 of25 Renton PD, WA
• • Exhibit C / ST AND ARD SOFTWARE MAINTENANCE AGREEMENT
7.Maintenance Costs for Licensed Standard Software Packages Covered for MSP Servers
New World agrees to provide software maintenance at the costs listed below for the following New World
Licensed Standard Software packages installed at Customer's location:
Application Packages
a)Aegis/MSP Multi-Jurisdictional Base Law Enforcement Records
b)Aegis/MSP Federal & State Compliance Reporting for LE Records
c)Additional Aegis/MSP Software for Law Enforcement Records
d)Aegis/MSP Third Party LE Records Interface Software
e)Aegis/MSP Corrections Management Software Base Package
f)Aegis/MSP Federal & State Compliance Reporting for Corrections
g)Additional Aegis/MSP Software for Corrections Management
h)Aegis/MSP Public Safety State/NCIC Interface Software
i)Aegis/MSP Data Analysis/Crime Mapping/Management Reporting
j)Aegis/MSP Imaging Software
k)Base Message Switch to State/NCIC
1)Additional Aegis® Software for RS/6000 Message Switch
m)Aegis/MSP Mobile Management Server Software
n)Aegis ® Law Enforcement Mobile Unit Software
NEW WORLD LICENSED ST AND ARD SOFTWARE LIST COST
Annual Maintenance Cost (5-Year Plan, Billed Annually)
Year 1 $83 ,348
Year2 $85,348
Year3 $87 ,348
Year4 $89,348
Year 5 $91,348
Price increases at end of year five Agreement will not exceed 10% in year one renewal.
8.Non-Funding Provision
Number of Modules
14
1
5 1 6 3
1
3 1 3
2 2 3
NA
$414,305
Assuming all Exhibit A and B products and services have been paid for, and after year one of the SSMA has been
paid for and completed, in the event Customer does not appropriate funds to complete payments due under this
SSMA, the amount due for the fiscal year not appropriated shall be terminated; provided, however, the Customer
shall have given New World ninety (90) days written notice prior to the anniversary date that they are exercising the
non-funding provision, and further provided that any other payments due to New World are fully paid, and further
provided that New World's obligations and services under this SSMA shall also be terminated. Without
Customer's fulfillment of the above provisions, Customer's obligation to pay New World the annual SSMA
payments remains in effect through the expiration date of this SSMA Agreement.
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE
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Page 15 of25 Renton PD, WA
• • EXHIBIT D
DATA FILE CONVERSION ASSISTANCE
New World will provide conversion assistance to Customer to help convert the existing data files specified below.
If additional files are identified after contract execution, estimates will be provided to Customer prior to New
World beginning work on those newly identified files.
General
I.This conversion effort includes data coming from Customer's existing Aegis 400 system and evidence
data from one Excel spreadsheet.
2.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 Customer prior to
providing the data to New World.
New World Responsibilities
I.New World will provide the data conversion programs to convert Customers data from Customer's
existing 400 system and evidence data from one (I) Excel spreadsheet to the New World Licensed
Standard Software for the specified files that contain 500 or more records.
2.New World will provide Customer up to 3 runs of the converted data. Additional runs requested
may/will require additional conversion costs.
3.As provided in the approved project plan for conversions, New World will schedule a conversion
analysis conference call or trip and a separate data conversion testing trip to Customer's location. The
conversion testing trip will be part of delivering the conversion programs to Customer.
4.New World will create and provide Customer 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 Customer approves this document.
5."Go live" will be scheduled to coincide or follow completion of the data conversion.
Customer Responsibilities
I.Up to 14 discrete data files (listed in #6 below) from Customer's current database are included in this
conversion.
2.Data will be submitted to New World from the Aegis 400 data base and the Evidence Excel spreadsheet.
3.Data files submitted must include an accurate count of records contained in the file. Customer
understands that files or tables containing less than 500 records or table entries will not be converted.
4.A data dictionary (data descriptors) containing all data elements must be provided to New World for the
Evidence Excel spreadsheet.
5.As provided in the project plan for conversions, Customer 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 Customer commitment and the New World commitment. Customer understands that thorough and
timely testing of the converted data by Customer personnel is a key part of a successful data conversion.
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• • Exhibit D /DATA FILE CONVERSION ASSISTANCE
6.Customer agrees to promptly review and signoff on both the conversion design document, and on the
final conversions after appropriate review.
Files to be converted:
Master Files (From a single source)
-Master Name (Jackets)
-Master Property
-Master Gun
-Master Vehicle
-Statutes
Police CAD / Records Management System:
-Cases
-Arrests
-Tickets/Citations
-Narrative
Corrections:
-Bookings
-Housing
-Classifications
-Activity
Evidence
Customer Investment
(Estimated Record Count)
375,000
130,000
1,000
100,000
1,000
(Estimated Record Count)
250,000
25,000
100,000
1,000,000
(Estimated Record Count)
30,000
36,000
1,500
125,000
(Estimated Record Count)
13,000
The payments for Data File Conversion Services are covered under the Cost Summary and Payment Schedule in
Exhibit AA.
Note: Where applicable, travel costs for New World employees to complete the tasks for Exhibit D services are
billed under the provisions of Exhibit B services. All travel to be mutually agreed upon by Customer and
New World.
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
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L___ --
•
EXHIBIT E
CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS I MODIFICATIONS AND/ OR
CUSTOM SOFTWARE
1.Definition of Project
New World will provide the Customer requested Standard Software Enhancements and/or Custom Software as
discussed below to address the Customer's requirements. Customer agrees to cooperate in not making
modifications and enhancements too extensive as defined in the 2(b)(J) procedure below.
Capabilities included in Fixed Cost under 3(a) and 3(b) below:
a)Enhancements / Modifications to Exhibit A Software
(1) PAWN Slip Import ($8,000).
(2)A field for case disposal/destruction date. This date would be default based on the statute(s)
in the case. Different statutes require records to be maintained for a certain length of time.
If multiple statutes are involved, this should default to the date with the longest statute
retention requirement. (Thought this is how it should default, it should also have the ability
to manually override.) (Provided as an enhancement to software, late 2007.)
(3)Evidence disposal/destruction date should default based on case statute. Different statutes
require evidence to be maintained for different lengths of time. If multiple statutes are
involved, this defaulted date should calculate based on the statutes with the longest
retention requirements. It should also have the ability to manually override the default.
(Provided as an enhancement to software, late 2007.)
(4)In addition to setting the evidence disposal/destruction date through a calendar pop-up, you
should also be able to pick a retention period (such as 180 days) and the date auto calculates
rather than manually calculating it (which can result in human error). (Provided as an
enhancement to software, late 2007.)
(5)When printing a case report, have the option and ability to also select and print other
associated documents such as pictures or PDF attachments. (Provided as an enhancement to
software, late 2007.)
(6)Custom report/template that auto populates the fields of King County required "Superform"
(suspect data, offense data, property data and arresting officer) ($6,000).
b)Custom Software/Interfaces
With New World providing consultation, Customer is responsible for obtaining technical
contacts and/or technical specifications from the third parties involved.
(1)Interface with PRC CAD dispatch (ValleyCom) and the LE Records System ($10,500).
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CONFIDENTIAL
Page 18 of25 Renton PD, WA
• •
Exhibit E/ CUSTOMER REQUE STE D STANDARD SOFTWARE ENHANCEMENTS/ MO DIFICA TIONS
AND/ OR CUSTOM SOFTWARE
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.
(]) Review of required features with Customer. Only items identified in Paragraph 1 above will be
provided in this implementation plan.
(2)Preparation of Software Specifications Design Document (SSDD) to include:
•menu samples
•screen samples
•report samples
(3)Programming and programming test.
(4)On-site training, testing and/or other support services using Exhibit B rates and fees.
For modification requiring over fifty (50) hours of work, New World utilizes a design document
procedure [see 2(b)(l) below]. For smaller modifications, New World uses a Request For Service
(RFS) procedure. Both procedures are reviewed with Customer 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
Activity
(]) Complete Design Review or RFS Procedure with Customer
Staff. Customer agrees to be 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 first draft of SSDD or RFS.
(3)SSDD or RFS acceptance and sign-off by Customer (no
programming will be done by New World until the formal sign
off and Customer's authorization to proceed in writing).
(4)New World completes programming from SSDD or RFS and
provides modified software to Customer.
(5)Software Modification Acceptance Test
c)Customer's Responsibility
Targeted Time Period
To be determined
To be determined
To be determined
To be determined
To be determined
Customer's responsibilities are additionally defined in Section II, Paragraph 6.0 of the General Terms
and Conditions of this Agreement. All Customer requested changes after design sign-off must be
documented by Customer and authorized in writing including potential costs, if any. Additional
changes will most likely delay the schedule and may increase the cost.
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CONFIDENTIAL
Page 19 of25 Renton PD, WA
Exhibit E/CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/MODIFICATIONS
AND/OR CUSTOM SOFTWARE
3. Cost and Payment for Modifications
The payments for Custom Software Enhancements/Modification Services are covered under the Cost Summary and
Payment Schedule in Exhibit AA.
Note: Where applicable,travel costs for New World employees to complete the tasks for Exhibit E services are
billed under the provisions of Exhibit B services. All travel to be mutually agreed upon by Customer and
New World.
ALL PAYMENTS ARE DUE WITHIN THIRTY(30)DAYS FROM RECEIPT OF INVOICE.
CONFIDENTIAL
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• EXHIBIT F
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 1 or Criteria 2 unless the Licensed Software application contains a warranty defect which substantially
impairs the value and Customer'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 service hours, New World shall assist Customer in conducting the following software
Acceptance Test.
Following published specifications using established procedures and controls, the test criteria includes:
1.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 Customer has gone "live" on the application. If Criteria 1 is
used, Customer agrees to provide the requisite resources to timely complete the Acceptance Test procedure. If
Customer unreasonably delays the start of the Criteria 1 test procedure for more than twenty-nine (29) calendar
days beyond the designated test date, then successful software acceptance shall be deemed to have occurred for that
application of Licensed Software on the thirtieth (30th) day after the designated test date.
Criteria 2:
Successful acceptance of each application of Licensed Software delivered shall be deemed to have occurred at the
time Customer 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".
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CONFIDENTIAL
Page 21 of25 Renton PD, WA
• • New World Systems®
17;e Public Sector ,5oflwarc C:ompa,�r
APPENDIX 1
AGREEMENT AND AUTHORIZATION FOR PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
November 9, 2006 This agreement (Agreement) between City of Renton, Washington (Customer) and New World Systems® Corporation,
(New World) is to cover the procurement of Third Party products and services by New World for Customer. The attached configuration (Exhibit I) describes the Third Party products and services that Customer will be obtaining through New World. By their written approval below, Customer authorizes New World to order the Exhibit I products for delivery to: Ms. Debbie Scott
City of Renton
1055 South Grady Way, Suite 1 JO
(FIS- ]st Floor)
Renton, WA 98057 The payments for Appendix I Services are covered under the Cost Summary and Payment Schedule in Exhibit AA. Customer is responsible for the site preparation and related costs to install the Exhibit I products. Customer is responsible for any returned product charges, including re-stocking and shipping fees, for all Third Party products ordered by New World on the Customer's behalf. Actual and reasonable travel expenses incurred by New World and actual employee travel time up to but not to exceed four (4) hours per Customer visit, are in addition to the Exhibit I cost and will be billed weekly as incurred. Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer and Customer agrees to remit when imposed. If an exemption is claimed by the Customer, an exemption certificate must be submitted to New World. After execution of this Agreement, the Exhibit I components and cost may be changed by mutual agreement of both parties. If a change order in the configuration requires additional costs, New World shall notify Customer of the additional costs and with Customer's approval these costs shall be borne by Customer. Without such approval, the change order will not be processed. Customer shall or may be required to execute selected Agreements with vendors and New World shall not confirm the ordering of any Exhibit I products without Customer's authorized signature on the Agreements. Customer shall receive the benefit of all warranties, services, etc. provided for in the Agreements. ACKNOWLEDGED AND AGREED TO BY:
CITY OF RENTON, WASHINGTON
(Customer)
By: 1\� � /J-/1-.!lOO/,;,
Kathy Keo I M3yor Date
Attest
By: �-J&�
. Bonnie Walton, City Clerk Date
Date: __ /_2-0�7_-ll-------=h�-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. (1 ctnadd 400 to msp thru 121506 r4-rah.doc)
CONFIDENTIAL
Page 24 of25 Renton PD, WA
• • AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD PARTY PRODUCTS AND SERVICES
November 9, 2006
EXHIBIT 1 CONFIGURATION
t.GIS Software (ESRI)
Law Enforcement RMS
Corrections
24 units
14 units
150/ea.
150/ea.
3,600
2,100
Data Analysis/Mapping/Management Reporting
-RMS 3 units 150/ea. 450
TOTAL THIRD PARTY COSTS $6,150
ESRINotes
!) All Aegis/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 Customer's GIS data will be contracted by Customer separately
with ESRI.
2)The on-going New World SSMA cost is required for any Aegis software changes related to integration with ESRI
software.
3)If a new release of ArcGIS 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.
4)Customer will restrict use of the ESRI Software to executable code (used with the Aegis Licensed Standard Software).
5)Customer 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.
6)Customer 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.
7)Customer will disclaim, to the extent permitted by applicable law, ESRJ'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.
8)At the termination of their Agreement (Sublicense) with New World, Customer 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.
9)Customer 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.
I 0) Customer will prohibit the removal or obscuring of any copyright, trademark notice, or restrictive legend.
11)If New World grants a Sublicense to the United States Government, the ESRI Software shall be provided with
"Restricted Rights".
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CONFIDENTIAL Page 25 of25 Renton PD, WA