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HomeMy WebLinkAbout296701 TIBURON / COMPUDYNE - CONTRACT - PURCHASE ORDER - 9116546TIBUR N0 September 12, 2011 Ms. Susan Neiman Fort Collins Police Services 2221 Timberline Road Fort Collins. CO 80525 Subject: Enhancement Proposal (EP) — 1272 UNIX to Windows Migration Tiburon, Inc. 6200 Stoneridge Mall Road Suite 400 Pleasanton, CA 94588 USA T: 925.621,2700 F: 925.621.2799 w v.tiburoninc.com Reference: Contract executed between Tiburon, Inc. and the City of Fort Collins and Larimer County, Public Safety CAD/RMS/CMS System Implementation Agreement, dated June 30, 2003. Dear Ms. Neiman: Tiburon, Inc. is pleased to present the City of Fort Collins and Larimer County (hereinafter, "Client') with this Enhancement Proposal for a System migration from the Tiburon UNIX platform to the Tiburon TotalCOMMAND Windows platform (hereinafter, referred to as the "Proposal"). Scope Description and Responsibilities The attached Exhibit 1, Statement of Work ("SOW") describes the project tasks, responsibilities of each party and defined completion criteria. Price Description 1) Proposal firm fixed price: $1,021,174 2) The Tiburon Annual Maintenance Fee will not increase as a result of this Proposal. 3) Warranty is not included. Client shall continue to pay for on -going maintenance and support services throughout the implementation of this Proposal. 4) Training and Documentation is included as set forth in the SOW. 5) Travel and on -site time is included as set forth in the SOW. 6) Data Conversion is included as set forth in the SOW.. All data, including but not limited to geo-data, shall be owned by Client. As owner of such data, it is Client's responsibility to ensure the integrity, accuracy and completeness of such data. Tiburon shall have no liability of any kind related to any error, loss of, issue, defect, or cause of action arising out of or related to such data. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 10 of 30 TASK 3 FINALIZE HARDWARE REQUIREMENTS Task Description: Tiburon and the Client will validate the system hardware configuration list. The Client will utilize the list to procure the system hardware and third -party software components according to the contract. All such items shall be procured to support the project schedule. Tiburon Responsibilities: a. Deliver a final list of all hardware, third -party software, and third -party services required for this project that will be provided by the Client. Client Responsibilities: a. Upon request, provide information on existing hardware/system software components and terminal networks, as well as projected utilization statistics and other information as may be reasonably required to validate final hardware requirements. b. Ensure that all equipment can be physically installed in equipment room(s). c. Review and approve the final hardware configuration document within ten (10) business days. Completion Criteria: This task is complete when the Client has approved the final hardware configuration document. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. Procurement of the hardware/software is not required for task completion. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Mi rae tion Page 11 of 30 TASK 4 DATA FILE CONVERSION PLANNING Task Description: Analyze source data, generate field mapping documents, and deliver the data conversion plan. Data Conversion is included for CARS to Datawarehouse, LawRECORDS and JailRECORDS only. Tiburon Responsibilities: a. Meet with the Client to review and generate the data mapping worksheets. b. Receive and review source data. c. Generate a data conversion plan and provide recommendations based upon the source data information. Client Responsibilities: a. Designate a knowledgeable person to work with the Tiburon Data Conversion Team to map the fields. b. Prior to the conversion process, purge unnecessary data to ensure that the database or data provided to Tiburon contains only the data that the Client intends Tiburon to convert. c. Provide Tiburon access to the data to be converted by delivering a copy of the data in ASCII format or providing ODBC access to the data. d. Tiburon requires Data Dictionary and ERD data definition (record layouts or definitions)' documentation for the source data. Tiburon encourages clients to submit all accurate, available documentation to help our engineers understand the source system. e. Review and approve the data conversion plan within ten (10) business days. Completion Criteria: This task is complete when the data analysis has been completed, and Tiburon has delivered the data conversion plan. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 12 of 30 TASKS PROJECT SCHEDULE Task Description: Finalize the project schedule and define the priorities and inter -dependencies among tasks. Upon the Client's approval, the project schedule will supersede the initial project schedule. Following the approval of the project schedule, any changes to the cutover date must follow the change proposal process. Tiburon Responsibilities: a. Work with Client to finalize the project schedule. b. Confirm that all Tiburon tasks in the project schedule can be met. c. Deliver the project schedule document for the Client's review and approval. Client Responsibilities: a. Work with Tiburon to develop the project schedule. b. Confirm that all Client tasks in the project schedule can be met. c. Review and approve the project schedule within ten (10) business days. Completion Criteria: This task is complete upon the Client's written approval of the project schedule. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 13 of 30 TASK 6 GEO-DATA FOR COMMANDCAD Task Description: Tiburon will implement procedures to support the loading of Client -Supplier Geo-data in the LVS format and will perform the initial conversion and loading. Tiburon will also provide training and documentation on the conversion and loading process. The Client will be responsible for ongoing conversions and loading of updated information using the Tiburon documented procedures. Tiburon Responsibilities: a. Obtain from the Client a standard ESRI ArcView shapefile containing the street centerline segments to be supported by the systems proposed. The minimum essential street data for each record include a StreetName field (or fields containing directional prefix, street name, street type, and directional suffix). The street centerline file must also contain, for each segment record in the street centerline file, appropriate ranges for low and high addresses, on both left and right sides, each in its own respective field (Example: From —Left, To —Left; From_Right, To —Right). All map layers must have the same geographic projection. Note: Each required map layer, and some optional layers, must contain certain required data elements. Other data may be classified as recommended or optional. The usage and benefits of the various data elements is explained in more detail in the accompanying document titled MAVERICK LV-Map Content Requirements. b. Obtain from Client all polygon boundary ArcView shapefiles for each service to be dispatched plus a City Boundary Layer. Common response boundary layers are: Police and/or Fire and/or EMS, reporting districts (RDs, grids, or atoms). Each service must be contained in a separate map layer which should be drawn as accurately as possible. Each layer must contain the following information, each in its own respective field: ServiceID, Agency, Dispatch Group, Area/Name ID (RD), Response Modifier (if any), and (Community). The City Boundary Layer must contain the City Name and three -letter City Coide. All map layers must have the same geographic projection. Note: Each required map layer, and some optional layers, must contain certain required data elements. Other data may be classified as recommended or optional. The usage and benefits of the various data elements is explained in more detail in the accompanying document titled MAVERICK LV-Map Content Requirements. c. Use MaverickLVS to convert the collected map layers for system use. d. Provide the Client with documentation of the conversion/loading process. e. Provide the Client with information regarding the types of data exceptions that may be detected during data conversion and loading operations that require correction in the Client -provided source data. I. Provide training to the Client on the use of Maverick MapSetup which is used for the conversion, configuration and distribution of map layers. The Client is responsible for both initial geo-data development and ongoing data maintenance. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 14 of 30 Client Responsibilities: a. Provide ESRI ArcView shapefile for each required layer as described in Paragraphs A and B of Tiburon Responsibilities section above. Layer content requirements are further detailed in the accompanying document titled MAVERICK LV-Map Content Requirements Note: Each required naap layer, and some optional layers, must contain certain required data elements. Other data may be classified as recommended or optional. The usage and benefits of the various data elements is explained in more detail in the accompanying document titled MAVERICK LV-Map Content Requirements. b. Assume responsibility for both initial geo-data development and ongoing data maintenance. c. Provide a Map Administrator to act as the point of contact regarding conversion and loading issues. d. Provide the above -specified ESRI ArcView shapefiles for import into the system via network connection, by compatible tape drive or CD-ROM media. e. Review the provided documentation to ensure an understanding of the data requirements and usage. f. Provide all ESRI and associated systems software licenses and workstation equipment necessary for the entry and maintenance of the base geographic information. g. Provide trained staff to make data additions, deletions, or corrections as necessary in support of geo-data conversion and loading for on-line operations and for continuing geo-data maintenance. It. Be solely responsible for the content and accuracy of the source map layers and all related data. Completion Criteria: This task is complete when the data has been successfully loaded into the system. Data errors in the Client -provided source will not prevent task completion. Task completion will be confirmed by the Client's signature on the task completion letter prepared by Tiburon. Task completion is required before Tiburon will proceed with any Code Table/ System File Training. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 15 of 30 TASK 7 GEOFILE - LAWRECORDS Task Description: Tiburon will implement procedures to support loading the Client -supplied geofile data in Tiburon format into Tiburon application software system files, and will support the Client in conducting an initial geofile conversion and loading process. Tiburon will also provide documentation and a workshop on the geofile conversion and loading processes. The Client will be responsible for ongoing conversions and loading using the Tiburon -documented procedures. Tiburon Responsibilities: a. Obtain from the Client a standard ESRI ArcView shapefile containing the street centerline segments to be supported by the proposed applications. The minimum essential street data for each record must include a unique numeric record identifier, directional prefix, street name, street type, directional suffix, and city code. The street centerline file must also contain appropriate ranges for low and high addresses, on both left and right sides, for each segment record in the street centerline file. All of this data must reside in their own respective fields within the attribute table. The street centerline data must be resolved to latitude/longitude reference coordinates projected as GCS_North_American— 1983, or GCS_ North_American_1983_HARN. b. Obtain from the Client all polygon boundary ArcView shapefiles representing police and/or fire and/or EMS reporting districts (RDs, grids, or atoms). Within each polygon boundary shapefile, all polygons representing RDs, grids, or atoms must include a polygon identifier or tag. The polygon identifiers must be unique in each respective polygon boundary shapefile. The polygon boundary data must be resolved to latitude/longitude reference coordinates projected as GCS North American 1983, or GCS North American 1983 HARN. c. Use the Tiburon Geographic Data Optimization (GDO) tool to convert the data into the Tiburon format in preparation for loading into CommandCAD or LawRECORDS. d. Provide the Client with GDO documentation. e. Provide the Client with information regarding the types of data exceptions that may be detected during data conversion and loading operations that require correction in the Client -provided source data. f. Using the point -in -polygon (PIP) functionality of GDO, attach the appropriate reporting district (polygon tag) data to the respective street centerline segment records. g. Provide a training workshop to the Client on the use of GDO. The Client is responsible for both initial geofile development and ongoing geofile data maintenance. Client Responsibilities: a. Provide a standard ESRI ArcView shapefile containing the street centerline segments to be supported by the Tiburon applications. The minimum street data for each record must include a unique numeric record identifier, directional prefix, street name, street type, directional suffix, and city code. The street centerline file must also contain appropriate ranges for low and high addresses, on both left and right street sides, for each segment record in the street centerline file. All of this data must reside in their own respective fields within the attribute table. The street City of Fort Collins Police Services ' Proposal (EP) — 1272 UNIX to Windows Mi¢ration Page 16 of 30 centerline data must be resolved to latitude/longitude reference coordinates projected as GCS North Ameri can 1983, or GCS North American 1983 HARN. b. Provide all polygon boundary Arc View shapefiles representing police and/or fire reporting districts. Within each polygon boundary shapefile, all polygons representing Reporting Districts must include a polygon identifier or tag. The polygon identifiers must be unique in each respective polygon boundary shapefile. The polygon boundary data must be resolved to latitude/longitude reference coordinates projected as GCS—North—American-1983, or GCS North American 1983 HARN. c. Assume responsibility for both initial geofile development and ongoing geofile data maintenance. d. Provide a geofile coordinator to act as the point of contact regarding geofile conversion and loading issues. e. Provide the above specified ESRI Arc View shapefiles for import into the GDO system via network connection, by compatible tape drive or CD-ROM media. f. Review the Tiburon -provided GDO documentation and other provided geofile development documents to ensure an understanding of the geofile data requirements and usage. g. Provide other polygon and polypoint shapefiles, and any other data files as necessary for the timely and accurate development of essential geofile data in support of the systems proposed. h. Provide all ESRI and associated systems software licenses and workstation equipment necessary for the entry and maintenance of the base geographic information. i. Provide trained staff to make data additions, deletions, or corrections as necessary in support of geofile conversion and loading for on line operations and for continuing geofile data maintenance. j. Be solely responsible for the content and accuracy of the geofile and all related data. Completion Criteria: This task is complete when the Tiburon application database has been successfully loaded. Loading initial geofile data is sufficient for task completion; data errors in the Client -provided source data will not prevent task completion. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. Task completion is required before Tiburon will proceed with any code table/system file training. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 17 of 30 TASK 8 INITIAL SYSTEM INSTALLATION Task Description: Install system hardware and software required on servers to support software tailoring and demonstration of Tiburon applications. Tiburon Responsibilities: a. Install system hardware and software required on servers to support software tailoring and demonstration of Tiburon applications. b. Deliver the site plan that identifies system characteristics such as network information, system architecture information, and hardware information. c. Install primary database software. Client Responsibilities: a. The Client will procure, inventory, and install the Client -procured hardware configuration and operating systems. The equipment to be installed will be sufficient to support initial software installation, application program tailoring, initial interface development, and testing activities. b. Provide Tiburon with the server and third -party information necessary for the Tiburon support files. c. Provide a site adequate for the installation, operation, and maintenance of all computer and workstation equipment. d. Provide all communication lines, modems, hubs, routers, cabling, and other components necessary for system operation and maintenance that are not provided by Tiburon. e. Assume responsibility for modifications to furniture as required for workstation operation and maintenance. f. Assist with the installation and verify operation of interfaces to any Client -provided networks. g. Provide TCP/IP communications support for any existing networks, workstations, and printers that access Tiburon applications. h. Install and lest all remote workstations and communications equipment. Completion Criteria: This task is complete when the initial system installation is completed. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 18 of 30 TASK 9 APPLICATION SOFTWARE TAILORING The Tiburon application software will be tailored in accordance with the ATD. Tiburon Responsibilities: a. Tailor the Tiburon application software in accordance with the ATD. Client Responsibilities: a. Respond to all questions that arise during system tailoring within ten (10) business days to avoid impacting the overall project schedule. Completion Criteria: This task is complete when the tailored Tiburon applications are installed. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon application. City of Fort Collins Police Services ' Proposal (EP) — 1272 UNIX to Windows Mieration Page 19 of 30 TASK 10 INITIAL DATA CONVERSION Task Description: This task involves the extract, conversion, loading, and testing of specified legacy application data into the new application database(s), based upon the approved data conversion plan. Data Conversion is included for CARS to Datawarehouse, LawRECORDS and JailRECORDS only. Tiburon Responsibilities: a. Prepare the required conversion software to accept the files from the Client's legacy system and create the necessary Tiburon application data files. b. Perform the data conversion process to load the test files. c. Document any problems, and collaborate with the Client on a plan for corrective action. Client Responsibilities: a. Deliver the data to be converted to Tiburon (if different from the data provided in the data conversion planning task). b. Conduct testing on the initial conversion to review functionality and data results. c. Review resulting test files, document any problems, and collaborate with Tiburon on a plan for corrective action within ten (10) business days. Completion Criteria: This task is complete.when Tiburon has converted the initial data. Data correction is not a requirement for completion of this task. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 2 of 30 7) Proposal does not include customizations. This quote is for the implementation of the baseline applications that have been designated as general availability. 8) This Proposal does not include any taxes levied by a government agency. Taxes, if applicable are the sole responsibility of the Client. Effective Date and Payment Schedule 1) The work described herein will be scheduled to commence at a mutually agreeable date after Client's acceptance of this Proposal. 2) Payment Schedule: 30% Upon Tiburon receipt of the signed acceptance of this Proposal. 20% Upon completion of Task 5 "Project Schedule" of the SOW 20% Upon completion of Task 8 "Initial System Installation" of the SOW 10% Upon completion of Task 9 "Applications Software Tailoring" of the SOW 10% Upon completion of Task 14 "Application Software Functional Demonstration" of the SOW 10% Upon completion of Task 18 "Cutover" of the SOW Note: No scheduling of resources will occur until after the first payment milestone is paid. This Proposal may be cancelled at Tiburon's discretion upon written notice to Client if the first payment milestone is not paid when due. 3) Client's acceptance of this Proposal in the signature block provided below, authorizes Tiburon to proceed with the work described herein and confirms funding will be obligated. Any requisite contractual documents required by Client's purchasing procedures are the responsibility of the Client. 4) The terms and conditions of the above referenced Agreement, and this Proposal prevail regardless of any conflicting or additional terms and conditions on any Purchase Order or other correspondence. Any contingencies or additional terms obtained on any Purchase Order are not binding upon Tiburon. All Purchase Orders are subject to approval and acceptance by Tiburon. 5) This Proposal is valid through October 31, 2011. The Remainder of this Page Intentionally Left Blank City of Fort Collins Police Services Proposal (EP)— 1272 UNIX to Windows Migration Page 20 of 30 TASK 11 SYSTEM INTERFACES Task Description: Install and test the following interfaces as defined in the ICD. • Fire Alerting • Alpha Paging • Ext State CCIC • Citation interface • Victim Notify • FileNet • Commissary • CopLogic • Imaging • Full Court • Tiburon Barcoding • Tiburon Mugshots • Tiburon RMS to the State Tiburon Responsibilities: a. Install and test interfaces to demonstrate conformance with the ATD and the ICD(s). Client Responsibilities: a. Assume responsibility for any hardware, software licenses, modifications, or additions to any systems not supplied, installed, tested, or licensed by Tiburon. b. Act as the liaison between the agencies and third -party vendors required to support the interfaces. c. Provide Tiburon with the physical connections for each interface, to allow Tiburon to test the functionality of each interface in an appropriate environment. d. If the interfaces are currently in operation, it is the Client's responsibility to disconnect each of the interfaces from the operational environment to facilitate interface testing. Testing may be required more than once during the project to ensure operational readiness. Completion Criteria: This task is complete when all interfaces have been demonstrated to function in accordance with the ICD. Delays or unavailability of external systems and/or interfaces not made available to Tiburon shall not delay completion of this task. In those cases where demonstration is delayed through no fault of either the Client or Tiburon, the Client shall authorize the demonstration of the interface function at a later date. Such rescheduling of interface demonstrations shall not delay the scheduled go -live or any subsequent tasks. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon Interface. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 21 of 30 i TASK 12 CODE TABLE AND SYSTEM FILE TRAINING Task Description: Tiburon will provide a sample set of test/training files and deliver production data tables. This training will not be scheduled until the geofile has been successfully completed by the Client and is loaded into the application. Tiburon will then train Client staff in the entry of agency -specific data. All training courses will be conducted Monday through Friday between the hours of O800 and 1700. Tiburon Responsibilities: a. Provide a sample set of test/training files and deliver production data tables. b. Training will be planned for session duration hours as listed below. If the Client releases the Tiburon trainer prior to the end of the scheduled session. the training shall be considered complete. c. Provide one (1) electronic copy of all training materials for this task no less than ten (10) days prior to training. d. Conduct training courses as outlined below: CommandCAD File and Table Maintenance 1 40 II LawRECORDS Code Tables 1 24 1 6 1 1 II 11 Jai1RECORDS Code Tables 1 24 1 6 1 1 11 Client Responsibilities: For each of the training courses described above, the Client will: a. Complete entry of agency -specific data (i.e., code tables and parameters). b. Assign personnel with basic Windows software skills to receive training. The number of course attendees shall not exceed the class sizes listed in the tables above. c. Provide a suitable classroom facility with computer workstation equipment for each participant in the training session and the instructor. The room must be able to be darkened and include a Client -provided projector as well as a whiteboard or equivalent. d. Provide one (1) set of training materials for each student; either hard copy or CD. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 22 of 30 Completion Criteria: This task is complete when Tiburon has conducted the training courses described above. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon application. City of Fort Collins Police Services Proposal (EP)— 1272 UNIX to Windows Migration Page 23 of 30 TASK 13 WORKSTATION INSTALLATION Task Description: Implement Tiburon's client software on a pilot set of three (3) client workstations or mobiles. Provide the Client with the software and training to complete installation of all remaining client workstations or mobiles. Description: Tiburon will install the client software on a pilot set of desktop workstations or mobiles. The workstations will be tested for connectivity and communication. The Client is then responsible for the installation of the applicable software on the remainink workstations. Tiburon Responsibilities: a. Install and test client software on workstations or mobiles at the Client's location. b. With the Client's assistance, install Tiburon's client software on up to three (3) computer desktop workstations or mobiles. c. During installation, train Client participants on the installation procedures. Client Responsibilities: a. Install and configure the Tiburon -provided client software on all remaining workstations. b. Prior to use, comply with the setting requirements for the software. c. Test each workstation to ensure operation by logging in, launching the application, and completing a query, entry, and modification. Completion Criteria: This task is complete when Tiburon certifies that the three pilot workstations or mobiles have been installed with attendance of Client staff. The installation, testing, and demonstration of client software operating on more than three (3) is not required for task completion. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 24 of 30 TASK 14 APPLICATION SOFTWARE FUNCTIONAL DEMONSTRATION Task Description: Tiburon will demonstrate Tiburon application software functionality in accordance with the ATD(s). Tiburon Responsibilities: a. Conduct a functional demonstration of the Tiburon application(s) at the Client facility. Client Responsibilities: a. Provide workstations to support Tiburon's functional demonstration(s). b. Witness the functional demonstration(s). c. Ensure workstations running Tiburon application(s) are located at each workspace and have access to the following: • Client's system • Print services Completion Criteria: This task is complete when Tiburon application software functions have been demonstrated to operate in accordance with the ATD(s). Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon application. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 25 of 30 TASK 15 TIBURON APPLICATION TRAINING Task Description: Training will be conducted at a Client facility. All training courses will be conducted Monday through Friday between the hours of 0800 and 1700. Training on the Tiburon applications will not commence until the application software functional demonstration is complete. Train the TrainerTraining Sessions CommandCAD System Administration Session Duration (Hours,) 8 Maximum Participants 6 Number of Sessions 1 CommandCAD Calltaker/Dispatcher Train the Trainer 40 10 1 Command CAD Supervisor Train the Trainer 8 6 1 MobileCOM Train the Trainer 8 10 1 MobileCOM Administration 16 6 1 ReformatDESIGNER 16 6 1 LawRECORDS Administration 8 6 1 LawRECORDS Train the Trainer 16 10 1 JailRECORDS Train the Trainer 16 10 1 JailRECORDS Administration 8 6 1 Tiburon Responsibilities: For each of the training courses described above, Tiburon will: a. Provide training in accordance with a mutually agreed to schedule. b. Training will be planned for session duration hours as listed above. If the Client releases the Tiburon trainer prior to the end of the scheduled session, the training shall be considered complete. c. Provide one (1) electronic copy of all training materials for this task no less than ten (10) days prior to training. Client Responsibilities: For each of the training courses described above, the Client will: a. Assign personnel with basic Windows software skills to receive training. Number of course attendees shall not exceed the class sizes listed in the above tables. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 26 of 30 b. Provide a suitable classroom facility with computer workstation equipment for each participant in the training session and for the instructor. The room must be able to be darkened and include a Client -provided projector as well as a whiteboard or equivalent. c. Provide one (1) set of training materials for each student. d. Provide end -user training for all remaining Client personnel in accordance with the project schedule. Completion Criteria: This task is complete when Tiburon has provided all of the scheduled training. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon application. City of Fort Collins Police Services Proposal (EP)— 1272 UNIX to Windows Migration Page 27 of 30 I TASK 16 SYSTEM INTEGRATION DEMONSTRATION Task Description: Demonstrate system interoperability. Tiburon Responsibilities: a. Demonstrate system interoperability. b. Resolve any discrepancies discovered during the demonstration. Client Responsibilities: a. Conduct testing and verify system interoperability. b. Document any discrepancy in system interoperability discovered during the demonstration. Completion Criteria: This task is complete when Tiburon has conducted the interoperability demonstration. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 28 of 30 TASK 17 FINAL DATA CONVERSION Task Description: Final conversion of the Client's data files will be accomplished in accordance with the data conversion plan. Data Conversion is included for CARS to Datawarehouse, LawRECORDS and JailRECORDS only. Tiburon Responsibilities: a. Receive the Client's final data files and execute the conversion programs in accordance with the approved data conversion plan. b. Immediately following final data conversion, Tiburon will notify the Client that the Tiburon application(s) is ready for cutover. c. Document any problems, and collaborate with the Client on a plan for corrective action. Client Responsibilities: a. Correct any problems identified during the initial data conversion task. b. Provide Tiburon with the complete set of final data files to be convened. c.. Review resulting files, document any problems, and collaborate with Tiburon on a plan for corrective action. Completion Criteria: This task is complete after Tiburon has delivered the final converted data. In case of errors, this task will be complete upon the Client's approval of a corrective action plan. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon application for which data is converted. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 29 of 30 TASK 18 CUTOVER Task Description: Tiburon will assist the Client in placing the Tiburon applications) in operational status and support the Client with onsite staff as follows: CommandCAD 3 days, 8 hours per day onsite, after hours support is remote. MobileCOM 2 days, 8 hours per day onsite, after hours support is remote. LawRECORDS 3 days, 8 hours per day onsite, after hours support is remote. JailRECORDS 3 days, 8 hours per day onsite, after hours support is remote. The Client may wish to delay the cutover of specific subsystems or modules, but such delays will not prevent Tiburon from proceeding with subsequent tasks. Tiburon will support the cutover of those subsystems via remote access. Tiburon Responsibilities: a. Notify the Client when the Tiburon applications) is ready for live production status. b. Monitor the operation of the Tiburon application(s) for up to the above contracted consecutive days. If the Client elects to delay cutover of specific subsystems or modules, Tiburon will support the cutover of those subsystems or modules via remote access. c. Assist Client staff in utilizing and supporting the system(s). Client Responsibilities: a. Begin operational use of the system(s). Completion Criteria: This task is complete when the Tiburon application(s) is placed in live production operation. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be generated for each Tiburon application. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 3 of 30 Upon review and acceptance of this Proposal, please sign below and return the signed copy of the Proposal to Karin Vallery via e-mail at Karin.Vallery@Tiburoninc.com or fax 1-925-621-2799. If you have any questions or require further information, please contact Karin at 925-621-2560 at your convenience. Sincerely. Mila Garcia VP of Contracts and Procurement Attachments: Exhibit 1: Statement of Work By this signature. Client accepts this Proposal SIFjature A A'nes3 D& r�rLL EL Printed Name /Title ��— �5 tc,✓�-t � � v ze l Date City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 30 of 30 ATTACHMENT A.1: INTERFACE DELIVERABLE LIST Only the following interfaces are included as part of the Project: a. Fire Alerting b. Alpha Paging c. Ext State CCIC d. Citation interface e. Victim Notify f. FileNet g. Commissary h. CopLogic i. Imaging j. Full Court k. Tiburon Barcoding I. Tiburon Mugshots m. Tiburon RMS to the State The following interfaces are not included as part of this Project. Tiburon will work with the Client to determine which interfaces would be required in a migration from the UNIX platform. a. Maverick Mapping b. Phase 2 wireless c. ProQA d. TDD e. E91 I f. Time Synch g. AVL h. Cellular Ext i. SunPro j. RMS to Court k. Coplink Triggers 1. APS Interface -Fort Collins m. APS Interface — Latimer County n. Pictometry o. VINE p. Swanson q. Jichecks r. Fingerprint City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 4 of 30 Exhibit 1 Statement of Work (SOW) City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 5 of 30 INTRODUCTION This Statement of Work (SOW) defines the principle activities and responsibilities of the Client and Tiburon, Inc. (Tiburon) for the implementation of Tiburon applications (the "Project") defined below. The Tiburon applications described below will be deployed in a Microsoft Windows environment. The Statement of Work tasks are not always completed sequentially and some tasks may be concurrent. The completion and acceptance of any task is not necessarily contingent upon completion of the preceding task. The Tiburon applications to be deployed in accordance with this Statement of Work include: CommandCAD LawRECORDS- including Mobile Reports JailRECORDS MobileCOM Development and approval of Client -specific application -related documentation will occur as follows: • Tiburon will deliver a baseline specification document for each Tiburon application that will be delivered under this project prior to the development of Client -specific tailoring and configuration parameters. • As part of the Business Practice Review (BPR) task, Tiburon and the Client will review Client - specific parameters and field tailoring, which Tiburon will document in an Application. Tailoring Document (ATD). Tiburon will prepare and deliver the ATD to the Client for review and approval. • The baseline specification document(s) together with the approved ATD(s) will become the blueprint for configuring the Tiburon applications for delivery under this Statement of Work. Attachment A.I is an Interface Deliverable List. Tiburon will deliver a Client -specific version describing the interfaces developed during the Interface BPR and thereafter referred to as the Interface Control Document (ICD). The ICD will be used for a system integration demonstration of the Tiburon applications. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Mi rae tion Page 6 of 30 PROJECT MANAGEMENT COMMITMENT The Client and Tiburon shall each designate a project manager to oversee the project and support the following: Tiburon Responsibilities: a. Maintain project communications with the Client's Project Manager. b. Schedule all Tiburon staff and subcontractor support to ensure project progress and completion in accordance with the project schedule. c. Conduct status meetings with the Client's Project Manager as required. d. Provide responses to Client inquiries within ten (10) business days. e. Prepare and submit a monthly project status report that identifies the activities of the previous month, as well as activities planned for the current month. Tiburon will deliver these reports no later than the tenth ( I0th) calendar day of each month. Client Responsibilities: a. Maintain project communications with Tiburon's Project Manager. b. Coordinate and facilitate all Client staff and third -party (vendors and/or agencies) support to ensure project progress and completion in accordance with the project schedule. c. Participate in status meetings with Tiburon's Project Manager. A. Provide written responses to Tiburon inquiries, task completion letters, and document submittals within ten (10) business days. e. Ensure Tiburon (Cisco) VPN remote access including dedicated high speed (TI (1.544mb/s) or greater bandwidth). Access to Client servers on Client site(s) must be interactive, including but not limited to PC Anywhere, Remote Desktop, VNC, telnet, secure shell (SSH), and application - level TCP/IP socket connectivity as determined necessary by Tiburon. Access provided to Tiburon must include local administrative control of all servers involved in the Tiburon implementation. In addition, Tiburon requires the ability to dynamically upload/download files to the server(s) without third -party intervention. f. Ensure workspace is available at the Client's project site for Tiburon's Project Manager. This space should include desks. chairs, and electrical connections. g. Ensure telephones are located at each of the workspaces and adjacent to the central processor for the duration of the project. Tiburon will be responsible for all Tiburon -initiated long-distance charges while on site. City of Fort Collins Police Services i Proposal (EP) — 1272 UNIX to Windows Migration Page 7 of 30 TASK 1 PROJECT INITIATION MEETING Task Description: A project initiation meeting will be scheduled on a mutually agreed to date and conducted by Tiburon via teleconference. The objectives of this event include: • Client and Tiburon personnel introductions; • Review project scope; • Review Client and Tiburon roles and responsibilities; • Establish a clear chain of communication and authority; • Review the initial project schedule; and • Review the process, agenda, and the resource and scheduling requirements for the BPR. Tiburon Responsibilities: a. Coordinate with the Client's Project Manager to establish a schedule and agenda for the meeting. b. Conduct the project initiation meeting teleconference. c. Deliver one (1) complete set of baseline specification documents for each Tiburon application listed above. Client Responsibilities: a. Coordinate with Tiburon's Project Manager to establish a schedule and agenda for the meeting. b. Ensure that all appropriate Client personnel attend and actively participate in the project initiation meeting. Completion Criteria: This task is considered complete when: • The project initiation meeting has been held; and Baseline specification documentation for each Tiburon application has been delivered. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. City of Fort Collins Police Services Proposal (EP)— 1272 UNIX to Windows Migration Page 8 of 30 TASK 2 BUSINESS PRACTICE REVIEW(S) Task Description: The BPR is a process of evaluating the Client's existing business practices in conjunction with Tiburon application functionality. The Client and Tiburon will meet to review the baseline specification documentation for Tiburon applications. The key objectives of this meeting are to promote understanding of system functionality, identify product tailoring requirements, and evaluate the integration of existing external interfaces. Application tailoring for database products includes adding an existing or new code table behind an existing field (no processing can be included). This process will allow the Client to identify any existing operating policies and/or procedures that may be modified to accommodate Tiburon application functionality. BPR sessions are conducted for CommandCAD. LawRECORDS and Jai1RECORDS only. Tiburon and the Client will identify and document all tailoring for each Tiburon application. Application tailoring includes the renaming of agency -specific data elements and the reformatting of existing data entry screens, as well as defining site -specific parameters (such as the lengths of certain fields, and field formats). Application tailoring does not include modifications such as to the software source code, database layouts, report output column headers or formatting, or interfaces to internal or external databases or systems. Any such modifications are considered "customization" and, unless specifically identified as "included customizations," are not included in the scope of this project. The BPR is a set-up and configuration activity. During this and the implementation phases, the Tiburon Project Manager will work with the Client to identify data sources that can be used to optimize the set up and configuration process. During the project, Tiburon will provide the Client with packets of Excel workbooks that can be used for data import. The Client's Project Team will convert existing data sources into a corresponding Excel workbook called the Application Configuration Document. Tiburon will summarize the information gathered during the BPR regarding Tiburon application tailoring requirements and site specific parameters in an ATD. The ATD will define how the Tiburon application(s) will be tailored for deployment at the Client site. As a part of the BPR, Tiburon and the Client will review and define the parameters for all system interfaces. Those_ interface parameters will be described in the ICD. Tiburon Responsibilities: a. Utilize the baseline specification documents as a guide for demonstration of Tiburon application functionality. b. Utilize the ICD as a guide for discussion of interface functionality and update 1CD if necessary. c. Document and deliver the ATD(s). Client Responsibilities: j I a. Ensure participation of Client start with operational, policy, and procedure expertise, and decision -making authority, to analyze business practices in relation to Tiburon application functionality. b. Provide pertinent information, data, record layouts, documents, and make tailoring decisions for Tiburon applications. City of Fort Collins Police Services Proposal (EP) — 1272 UNIX to Windows Migration Page 9 of 30 c. Provide pertinent information, record layouts, documents, and connectivity necessary to establish interfaces with all local and remote systems. d. Review the ATD submitted by Tiburon and identify in writing any specific issues found within ten (10) business days. Completion Criteria: This task is complete when the Client has approved the ATD. Task completion will be confirmed by the Client's signature on the task completion letter provided by Tiburon. A separate task completion letter may be presented for the BPR as each Tiburon application is completed. Completion of this task is required before Tiburon will proceed with any further project work.