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10-121
Resolution No.10-121 RESOLUTION AUTHORIZING EXECUTION OF A STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT WITH NEW WORLD SYSTEMS CORPORATION FOR A PUBLIC SAFETY INFORMATION SYSTEM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN,ILLINOIS,that Sean R.Stegall,City Manager,and Diane Robertson,City Clerk,be and are hereby authorized and directed to execute a standard software license and services agreement with New World Systems Corporation on behalf of the City of Elgin for a public safety information system and the related hardware and third-party applications,a copy of which is attached hereto and made a part hereof by reference. s/Ed Schock Ed Schock,Mayor Presented:June 23,2010 Adopted:June 23,2010 Omnibus Vote: Yeas: 6 Nays: 0 Attest: s/Diane Robertson Diane Robertson,City Clerk New World '.,slems theJ a71i,5'ector 5 j r Co>r jxt r,l STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT May 24,2010 This Standard Software License and Services Agreement which includes the attached Exhibits("this Agreement")is between New World Systems®Corporation("New World"),a Michigan Corporation and City of Elgin,Illinois, a municipal corporation("Customer"). This Agreement sets forth the terms and conditions under which New World will furnish the Licensed Products and will provide certain services described herein to Customer. The attached Exhibits 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...................... CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/ MODIFICATIONS AND/OR CUSTOM SOFTWARE Exhibit 11...................... ACCEPTANCE TESTING Exhibit I....................... INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO CUSTOMER'S RFP SOFTWARE SPECIFICATIONS Exhibit J....................... ESCROW OF SOFTWARE SOURCE CODE Exhibit K INTENTIONALLY LEFT BLANK Exhibit L...................... STATEMENT OF WORK Exhibit M..................... INTERFACE CONTROL DOCUMENTS Appendix 1................... AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD PARTY PRODUCTS AND SERVICES By signing below,each of us agrees to the terms and conditions of this Agreement together with the attached Exhibits. This Agreement contains the complete and exclusive statement of the agreement between us relating to the matters referenced herein and replaces any prior oral or written representations or communications between us. Each individual signing below 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. ACKNOWLEDGED AND AGREED TO BY: NEW WORLD SYSTEMS®CORPORATION CITY OF ELGIN,ILLINOIS (N o ) � (Customer , By: Q' � Cit Mana er > arry D.Leinweber,President thorize Signature Se R. Stegal. Title N!! By: City Clerk Authorized Signatur Diane Robertson Title Date: Date: June 23, 2010 The"Effective Date"of this Agreement is fire 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.corn L DEFINITIONS The following terms as defined below are used throughout this Agreement 1. "Authorized Copies": Except as provided in Section 11,subparagraph 1.3,the only authorized copies of the Licensed Software and Licensed Documentation are the copies of each application software package defined in this Paragraph.They are: (i) the single copy of the Licensed Software and the related Licensed Documentation delivered by New World undo this Agreement;and (ii) any additional copies made by Customer as authorized in Section R,subparagraph 1.2. 2, `ton Authorized User/Workstation": Subject to the number of users specified in Exhibit A,any PC workstation that is connected to access the Licensed Software resident on Compute and that may be logged on to access the programs,interfaces,data,or files created and/or maintained by the Licensed Software. 3. "Computer".- The Computer":The MSP Server{,)to be located at: City afEfght 151 Douglas Avenue Elgin,2160120-5503 Customer shall identify in writing the serial number of the Computer within ten(10)days of receipt of the Computer or within ten (10)days of the Effective Date,whichever is later. If the Computer is to be relocated,Customer shall notify New World of the new location in writing prior to the relocation. 4, "Confidential lnforman'on": Information disclosed or obtained by one party in connection with,and during the tens of,this Agreement and designated as "Confidential"by the party claiming confidentiality at the tune of disclosure. Confidential Information does not include any information which was previously known to the other party without obligation of confidence or without breach of this Agreement,is publicly disclosed either prior or subsequent to the other party's receipt ofsuch information,or is rightfully received by the other party from a thnd party without obligation of confidence. 5. "Castomer Liaison": A Customer employee assigned to act as liaison between Customer and New World for the duration of this Agreement.Within ten (10)days ofthe Effective Date,Customer shall notify New World ofthe name ofthe Customer Liaison. 6. "Delivery rflicensed Standard Software": I.,icersed Standard Software will be delivered in a machine readable form to Customer via an agreed upon network connection,or on appropriate media if requested,as soon as the software is available after the Effective Date. 7. "Development Salovare": Standard application software currently under development by New World which,if applicable,will be completed and delivered to Customer as Licensed Standard Software when available. 8. "HomdyRate": As described in this Agreement,New World shall provide services w Customer at the rate of S 130/hour.The hourly rate is protected for twenty-four(24)months after the Effective])are,at which tune the homily rate sball be the then-cmrem New World hourly one. 9. "Installation of Licensed Standard Solbeare": Installation ofthe Licensed Standard Software shall be deemed to occur,for all billings or other events described herein: (a)ninety(90)days atter delivery ofthe Licensed Standard Software. 10. "Lleensed Custom S fare": Any software(programs or portions of programs)developed by New World specifically for Customer's own use. 11. `Licensed Documentation": New World User Manuals which includes the current specifications for the Licensed Standard Software and other written instructions relating to the Licensed Software(such as Product Bulletins,installation instructions,and homing materials). 12. "Licensed Products": The Licensed Software,the related Licensed Documentation,and the Authorized Copies ofthe foregoing. 13. "Licensed Software": The Licensed Standard Software,Development Software,Upgrades,and Licensed Custom Software provided under this Agreement. 14. "Licensed Standard Software". "Phe current version of New World standard and development application software package(s)(in machine readable code)listed in Exhibit A. 15. "SSMA": The New World Standard Software Maintenance Agreement as set forth in Exhibit C. 16. "Travel Expenses": All actual and reasonable travel expenses incurred by New World tea trips relating to this project,including rufare,rental car, lodging,mileage,and daily per diem expenses. 17. "Travel Time": Actual New World employee travel time billed at the Hourly Rate up to,but not exceeding,four(4)hours per each trip relating to this Project. 18. "Upgrades": Any enhanced and/or improved versions ofthe Licensed Standard Software provided as Licensed Standard Software under Exhibit C ofthis Agreement and released after Bre execution of this Agreement. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 2 of 52 City of Elgin,IL I1. GENERAL TERMS AND CONDITIONS 1.0 SINGLE USE LICENSE 1.1 New World grants Customer a nontransferable,nonexclusive,and non-assignable license to use the Licensed Software only on the Computer and only for its internal processing needs. Customer shall have the right and license to use,enhance,or modify the Licensed Software only for Customer's own use and only on the Computer and only on an authorized workstation. New World will deliver to Customer one copy of each application of the Licensed Software (in machine readable form compatible with the specified operating environment) and one copy of the related Licensed Documentation, If Customer fails to pay all license fees specified in Exhibit A and the applicable custom software fees,if any,Customer shall forfeit the right and license to use the Licensed Products and shall return them to New World. 1.2 In order to assist Customer in the event of an emergency,Customer is permitted to make up to two (2)back-up copies on magnetic media of each application of the Licensed Software and one back-up copy of the related Licensed Documentation. These Authorized Copies may be stored as defined above so long as they are kept in a location secure from unauthorized use. Customer or anyone obtaining access through Customer shall not copy,distribute,disseminate,or otherwise disclose to any third party the Licensed Products or copies thereof in whole or in part,in any form or media. This restriction on making and distributing the Licensed Products or copies of any Licensed Product, includes without limitation,copies of the following: (i) Program libraries,either source or object code; (ii) Operating control language; (iii) Test data,sample files,or file layouts; (iv) Program listings;and (v) Licensed Documentation. 1.3 Upon written request by Customer, and with written permission by New World, additional Authorized Copies may be made for Customer's internal use only. 1.4 New World hereby certifies that it is not barred from contracting with any unit of state or local government for a violation of either Section 33E-3 or 33-E-4 of 720 ILCS 5/33. 2.0 OWNERSHIP 2.1 The Licensed Products and all copyright,trade secrets and other proprietary rights,title and interest therein,remain the sole property of New World or its licensors,and Customer shall obtain no right, title or interest in the Licensed Products by virtue of this Agreement other than the nonexclusive, nontransferable,non-assignable license to use the Licensed Products as restricted herein. 2.2 The license to use any Licensed Custom Software provided under this Agreement,if any,is included in this license. New World shall have the right to use any data processing ideas,techniques,concepts, and/or know-how acquired by it in the performance of services under this Agreement including the development of Licensed Custom Software for the advancement of its own technical expertise and the performance of other Software License and Service Agreements or any other applicable agreements. New World shall have,without restriction,the right to use all programs,procedures,information,and techniques that are publicly available, obtained or obtainable from third parties and/or developed independently by New World without specific reference to Customer's organization. 3.0 CORRECTION AND SOFTWARE MAINTENANCE ON STANDARD SOFTWARE 3.1 New World provides software correction service and maintenance for the Licensed Standard Software during the term of Customer's SSMA. See Exhibit C for a description of the SSMA start date and term,the services available and the applicable fees and procedures. 4.0 WARRANTIES 4.1 New World warrants,for Customer's benefit only,that the Licensed Standard Sofi'ware will perform as specified in its user manuals based on the then-current release of the Licensed Standard Software. 4.2 New World warrants,for Customer's benefit only,that it possesses the necessary intellectual rights to license to Customer the Licensed Standard Software provided hereunder. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 3 of 52 City of Elgin,IL 4.3 New World warrants that all services shall be performed in a competent and satisfactory manner in accordance with Professional Standards prevalent in the industry. 4.4 New World warrants that the Licensed Standard Software will provide the capabilities described in New World's Response to the Customer's Software Specifications as described in Exhibit I. 4.5 Warranties for any third party products purchased through New World will pass through to the benefit of Customer. The foregoing warranties do not apply if the Licensed Product(s)have been modified by any party other than New World. New World does not warrant that the features or functions of the Licensed Software will meet Customer's requirements or in any combination or use Customer selects. EXCEPT AS SPECIFICALLY PROVIDED IN THIS PARAGRAPH 4.0, AND ITS SUBSECTIONS, NEW WORLD EXPRESSLY DISCLAIMS ANY EXPRESS OR IMPLIED WARRANTIES WITH RESPECT TO THE LICENSED PRODUCTS, INCLUDING BUT NOT LIMITED TO, THE LICENSED PRODUCTS` CONDITION, MERCHANTABILITY,FITNESS FOR A PARTICULAR PURPOSE,OR ANY IMPLIED WARRANTY ARISING FROM COURSE OF PERFORMANCE,COURSE OF DEALING OR USAGE OF TRADE. 5.0 INSTALL,ATION AND TRAINING SUPPORT SERVICES 5.1 As provided for in Exhibit B and concurrent with timely payments,New World shall make available to Customer qualified representative(s)who will provide installation and training support services for each application of the Licensed Software delivered. See Exhibit B for a description of the services provided and the applicable fees and procedures. 6.0 CUSTOMER I.IAISONANDCUSTOMER RESPONSIBILITIES The successful implementation of the Licensed Products into Customer's environment requires Customer's commitment to and cooperation in the implementation process. Accordingly,Customer hereby agrees to the following: 6.1 Customer understands that the Licensed Software is designed to run in a specified operating environment which includes hardware,software and related equipment not provided by New World. The required appropriate hardware and system software has been specified by New World and is described in Exhibit 1.Statement of Work-Attachment C. Customer is responsible for assuring that the appropriate hardware equipment,related components and all cabling are installed timely and are suitable for the successful installation of the Licensed Software, 6.2 Customer agrees to provide the management interface and support necessary to successfully complete the implementation of the Licensed Software. This support includes upper level management priority setting and timely involvement during and after a change in Customer's organization,Customer's operations and/or after changes in Customer's internal policies or procedures which directly affect the software implementation. 6.3 Customer shall assign an upper level employee to serve as the Customer Liaison for die duration of the Licensed Software implementation. If Customer must replace the Customer Liaison for reasons beyond its control,Customer will assign a new Customer Liaison as soon as reasonably possible. New World is not responsible for any delay caused directly or indirectly by the reassignment of the Customer Liaison. In addition to other duties and responsibilities,the Customer Liaison shall: (i) provide timely answers to New World's requests for information; (ii) coordinate a mutually agreeable implementation and training schedule; (iii) have authority to sign for and obligate Customer to any matters relating to service requests, design documents,performance test documents and/or delivery and service dates; (iv) in situations where Customer participation is required, provide timely input for systems definition,detail design,and use of the software system. 6.4 Customer is responsible for creating and maintaining its master files, tables and the like which includes accurate data entry,accurate file editing and overall file control to assure successful systems performance. 6.5 Customer shall provide qualified personnel with sufficient backup to be trained to use the Licensed Software and to interpret the output. Applying the output information in Customer's environment is Customer's sole responsibility. 6.6 New World represents that it has, or will secure at its own expense, all personnel required in performing all of the services required ofNew World under this Agreement CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 4 of 52 City of Elgin,IL 6.7 New World shall assign such person or persons(Project Personnel or Key Personnel),as it deems appropriate to perforin the Services required by the Statement of Work.Customer shall have the right to approve or reject Project Personnel proposed by New World. 6.8 Customer shall have the right to require removal of any Project Personnel and/or Key Personnel from New World's Project team upon delivery of written notice thereof to New World.New World will replace such Project Personnel with other qualified Project Personnel as soon as practical. 6.9 New World agrees that any employee agent, subcontractor or consultant having access to any installation site or to any records or information relating,pertaining to or included in the Software shall be required to provide his or her name,date of birth and driver's license number and,at Customer's expense, shall submit to fingerprinting and an automated fingerprint identification system (AFIS) search in order to verify the person's status and fitness to perform under this Agreement.Customer shall have sole discretion as to Project Manager will have sole discretion on whether to approve or disapprove any New World employee. 7.0 BILLING AND ADDITIONAL AUTHORIZED WORKSTATION CHARGES 7.1 The attached Exhibits set forth the manner in which fees and payments shall be allocated and made under this Agreement. Past due amounts are subject to a service charge of.75%per month,which charge Customer agrees to pay. To the extent Customer imposes additional requirements on New World for services other than those expressly provided in this Agreement,New World retains the right to make additional price adjustments and/or any other adjustments that may be necessitated. Before performing these additional services,New World will notify Customer that the services are subject to additional charge(s). 7.2 If Customer wishes to add additional authorized workstations or Licensed Standard Software, Customer agrees to pay the additional License fees,at the prices described in this Agreement for a period of twenty-four(24)months and thereafter at the then current software prices in effect. SSMA fees shall be increased according to the additional Licensed Standard Software fees on the next annual billing date after the additional workstations and/or Licensed Standard software is added, or as specified in the future contract. With said payments,the license provided in Section II,Paragraph 1.0 permits Customer's use of the Licensed Software for the specified workstations. 7.3 Customer shall notify New World if additional authorized workstations need to be added to access the Licensed Software and will pay the additional authorized workstation fees promptly when invoiced. 7.4 Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer and Customer agrees to remit when imposed;provided,however,that Customer shall not be liable for any taxes related to or based on New World's revenues or income. If an exemption is claimed by the Customer,an exemption certificate must be submitted to New World. 8.0 NON-RECRUITMENT OF PERSONNEL 8.1 During,and for a period of twenty-four(24)months after the expiration of,the Standard Software Maintenance Agreement and/or any renewal maintenance agreement,each party agrees not to solicit or hire current or former employees of flee other without the other's prior written consent. 9.0 CONFIDENTIAL INFORMATIONI NON DL4CLOSURE AGREEMENT 9.1 Subject to the requirements of the Freedom of Information Act(FOIA) and/or other comparable applicable state law,each party shall hold all Confidential Information in trust and confidence for the party claiming confidentiality and not use such Confidential Information absent express written consent by the party claiming confidentiality. The other party agrees not to disclose any such Confidential Information,by publication or otherwise,to any other person or organization.Customer agrees to timely notify New World of any request(s)made for disclosure of confidential information. 9.2 Customer hereby acknowledges and agrees that all Licensed Products are Confidential Information and proprietary to New World. In addition to the other restrictions set forth elsewhere in this Agreement or otherwise agreed to in writing,Customer agrees to implement all reasonable measures to safeguard New World's proprietary rights in the Licensed Products,including without limitation the following measures: CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 5 of 52 City of Elgin,IL (i) Customer shall only permit access to the Licensed Products to those employees who require access and only to the extent necessary to perform Customer's internal processing needs. (ii) With respect to agents or third parties, Customer may permit access to the Licensed Products to any law enforcement personnel in the performance of their duties;and shall permit access to the Licensed Products to other agents or third parties only after New World has received,approved and returned a fully executed Non-Disclosure Agreement to Customer(see Exhibit D). New World reserves the right to reasonably refuse access to a third party after it has evaluated the request. Customer agrees to provide information reasonably requested by New World to assist New World in evaluating Customer's request to permit third party access to the Licensed Products. In addition to any other remedies, New World may recover from Customer compensatory damages only, and excluding Legal fees incurred in the enforcement; (iii) Customer shall cooperate with New World in the enforcement of the conditions set forth in the attached Non-Disclosure Agreement or any other reasonable restrictions New World may specify in writing in order to permit access; (iv) Customer shall not permit removal of copyright or confidentiality labels or notifications from its proprietary materials;and (v) Customer shall not attempt to disassemble,decompile or reverse engineer the Licensed Software. 9.3 Customer agrees that in addition to any other remedies that may be available at law, equity or otherwise,New World shall be entitled to seek and obtain a temporary restraining order,injunctive relief, or other equitable relief against the continuance of a breach or threatened breach of this paragraph 9.0 on Confidentiality and Non-Disclosure without the requirement of posting a bond or proof of injury as a condition for the relief sought. 10.0 LIMITATION OFLIABILITYAND RECOVERABLE DAMAGES New World's entire liability and Customer's exclusive remedies are set forth below: 10.1 For any claim relating to the non-conformance or imperfection of any licensed software provided under this Agreement,New World will correct the defect so that it conforms to the warranties set forth in Section II,subparagraph 4.1;or if after repeated attempts to correct the non-conformity,New World is unable to correct the non-conformity,then Customer may recover its actual damages subject to the limits set forth in subparagraph 10.2 below. For any other claim arising under or in connection with this Agreement,Customer may recover its actual damages subject to the limits set forth in subparagraph 10.2 below. 10.2 New World's total liability to Customer for all claims relating to the Licensed Products and this Agreement,including any action based upon contract,tort,strict liability,or other legal theory,shall be limited to Customer's actual damages and in no event shall New World's liability exceed the Exhibit A Licensed Standard Software fees paid to New World. 10.3 New World shall not be liable for any special, indirect, incidental, punitive, exemplary, or consequential damages,including loss ofprofits or costs of cover,arising from or related to a breach of this Agreement or any order or the operation or use of the Licensed Products including such damages, without limitation,as damages arising from loss of data or programming,loss of revenue or profits, failure to realize savings or other benefits,damage to equipment,and claims against Customer by any third person,even if New World has been advised of the possibility of such damages. New World's liability for any form of action shall only apply after any and all appropriate insurance coverage has been exhausted. 10.4 If it is determined that a limitation of liability or a remedy contained herein fails of its essential purpose, then the parties agree that the exclusion of incidental, consequential, special, indirect, punitive,and/or exemplary damages is still effective. 11.0 INTEGRATION WITH U.S.COPYRIGHTACT 11.1 In addition to all other provisions provided under this Agreement,Customer agrees to be bound by and to comply with any and all provisions of the U.S.Copyright Act(The Copyright Act of 1976, US.0 Sections 101-810 (1976)as amended). If a provision of the U.S. Copyright Act and this CONFIDENTIAL Agreement 052410- Elgin executable.doe Page 6 of 52 City of Elgin,IL Agreement conflict,the more restrictive of the two applies. if it cannot be determined which is the more restrictive,then the provision within this Agreement shall apply. 12.0 INDEPENDENT CONTRACTOR 12.1 New World is an independent contractor. The personnel of one party shall not in any way be considered agents or employees of the other. To the extent provided for by law,each party shall be responsible for the acts of its own employees. 12.2 Each party shall be responsible for Workers'Compensation coverage for its own personnel. 13.0 INSURANCE REQUIREMENTS New World shall not commence work under this Agreement until it has obtained the insurance required under this paragraph. 13.1 Workers'Compensation Insurance: New World shall procure and maintain during the tern of this Agreement,Workers'Compensation Insurance for all of its employees who engage in the work to be performed. 13.2 Liability and Property Insurance—Comprehensive Form:New World shall procure and maintain during the term of this Agreement,Liability and Property Damage Insurance in an amount not less than$1,000,000 on account for each accident;and in an amount not less than$1,000,000 for each accident for damage to property. 13.3 Automobile Liability Insurance: New World shall procure and maintain during the term of this Agreement;Hired and Non-Ownership Motor Vehicle Bodily Injury and Property Damage Insurance in an amount not less than$1,000,000 for injuries,including accidental death,to each person;and, subject to the same limit for each person,in an amount not less than$1,000,000 for each accident;and in an amount not less than$1,000,000 on account for each accident for damage to property,provided however that the combined single limit for all automotive related claims shall not exceed$1,000,000. 13.4 New World shall name Customer as an additional insured on the policies specified in this Section prior to beginning work order this project. 14.0 DISPUTE RESOLUTION PROCEDURE 14,1 Any dispute or controversy arising out of or relating to this Agreement,or breach thereof,shall be settled by the following procedure. Level 1: Before entering into Level 2 or Level 3 of this Dispute Resolution Procedure(DRP),New World and Customer shall enter into a series of management meetings for the purpose of resolving the dispute or controversy through normal business management practices. The series of meetings,consisting of not less than three face-to-face meetings,must be held between upper-level managers of both Customer and New World. Both parties agree to put forth their best efforts in these meetings. The first meeting shall be held at Customer's offices and subsequent meetings will alternate between New World and Customer's offices. The Level I period shall begin when one party gives notice to the other by certified mail that it is entering into this Level I procedure to resolve the dispute. Level 2: Only after the parties have completed Level 1 of the DRP without resolving the dispute or controversy and before entering into Level 3 of the DRP,Customer and New World shall enter into a mediation process. Each party shall bear its own costs in preparing for and conducting mediation,except that the joint costs,if any,of the actual mediation proceeding shall be shared equally by the parties.The mediation process is defined as follows: The parties shall select a mutually agreeable mediator to aid the parties in resolving the dispute or controversy. The mediator shall not be an employee or former employee of either party. The mediation shall be held at a location chosen by New World. Level 3: Only after the completion of both Levels I and 2 above without a satisfactory resolution of the dispute or controversy,either party may bring suit in the United States District Court for the Northern District of Illinois,so long as subject matter jurisdiction is met. In the event subject matter jurisdiction is not met,either party may bring suit in the Kane County Circuit Court In the event that a party initiates a Level 3 action,the parties hereby unconditionally waive their respective rights to a jury trial. Each party shall bear the cost of their own legal expenses if Level 3 is used. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 7 of 52 City of Elgin,IL, 1 S.0 TERMINATION 15.1 By Customer:If New World fails to provide the Licensed Software as warranted in accordance with the terms of this Agreement, or otherwise fails to meet its obligations under this Agreement, Customer may at its option terminate this Agreement with ninety(90)days written notice as follows: (i) The termination notice shall provide a detailed description(with examples)of any warranty defects claimed; (ii) New World shall have sixty(60)days from receipt of said notice to correct any warranty defects in order to satisfy the terms of this Agreement; (iii) During the sixty(60) clay cure period,Customer shall apply sound management practices and use its best efforts to resolve any issues or obstacles—including cooperating with New World and reassigning personnel if necessary to improve the working relationship; (iv) At the end of sixty (60) days unless the termination has been revoked in writing by Customer,the Agreement terminates. 15.2 By New World: If Customer fails to make prompt payments to New World when invoiced,or if Customer fails to fulfill its responsibilities under this Agreement,including but not limited to those outlined in Section II,Paragraph 6.0,then New World may at its option terminate this Agreement with written notice as follows: (i) The termination notice shall define the reason for termination; (ij) If the cited reason for termination is Customer's failure to make prompt payment,Customer shall have ten(10)days from receipt of said notice to make payment in full for all outstanding invoiced payments due; (iii) If the cited reason for termination is Customer's failure to fulfill its responsibilities, Customer shall have ninety(90) days from receipt of said notice to correct any actual deficiencies in order to satisfy the terms of this Agreement; (iv) During the applicable cure period,New World will use sound management practices and its best efforts to resolve any issues or obstacles—including the reassignment of personnel if necessary to improve the working relationship; (v) At the end of the applicable cure period,unless the termination has been revoked in writing by New World,the Agreement terminates. 15.3 In the event of termination by either party,unless otherwise agreed to by the parties,New World shall continue to provide its services, as previously scheduled, through the termination date and the Customer shall continue to pay all fees and charges incurred through the termination date as provided in the attached Exhibits. 15.4 Upon termination of the license agreement, Customer shall return to New World all Licensed Products,including any copies provided to or created by Customer under this Agreement. 15.5 Nothing in this paragraph on termination is intended to imply,and shall not be construed so that either party has or does not have a claim for damages. 15.6 The Terms and Conditions relating to ownership, warranties, non-recruitment of personnel, confidentiality and non-disclosure, limitation of liability and recoverable damages, Copyright Act, dispute resolution and the General provisions(18.0),survive termination. 16.0 PATENTANDTRADEMARKINDEMNIFICATION New World agrees to indemnify and save the Customer harmless from and against any and all judgments, suits, costs, and expenses subject to the limits set forth in this Agreement resulting from any alleged infringement of any patent or copyright arising from the licensing of the Licensed Standard Software pursuant to this Agreement,provided that Customer has notified New World in writing of such allegation within thirty(30)days of the date upon which the Customer first receives notice thereof. New World's obligation to indemnify and save Customer harmless under this paragraph is void if the claim of infringement arises out of or in connection with any modification made to the Licensed Standard Software or any use of the Licensed Standard Software not specifically authorized in writing by New World. 17.0 NOTICES 17.1 Notices to Customer shall be deemed effective when sent by Registered or Certified U.S.Mail to the business address of file Customer. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 8 of 52 City of Elgin,IL 17.2 Notices to New World shall be deemed effective when sertby Registered or Certified U.S.Mail to the following address(or to any other address so specified by New World): New World Systems Corporation 888 West Big Beaver,Suite 600 Troy,Michigan 48084 Attention: President 18.0 GENERAL 18.1 This Agreement is the entire agreement between the parries superseding all other communications, written or oral,between the parties relating to the subject matter of this Agreement.This Agreement is the only agreement between the parties hereto regarding the subject matter hereof. There are no other agreements,either oral or implied between the parties hereto regarding the subject matter hereof. This Agreement may be amended or modified only in writing signed by both parties. 18.2 This Agreement is governed by the laws of the State of Illinois and it shall be binding on the successors and assigns of the parties. 18.3 No delay or omission in the exercise of any right or remedy by a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.A parry's consent to or approval of any act by the other parry requiring the party's consent or approval shall not be deemed to waive or render unnecessary the other parry's consent to or approval of any subsequent act.Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 18.4 No action,regardless of form,arising out of the services performed or Licensed Products delivered hereunder,may be brought by either party more than two (2) years after the cause of action has accrued. 18.5 The paragraph headings which appear herein are included solely for convenience and shall not be used in the interpretation of this Agreement. Any provision of this Agreement determined to be invalid or otherwise unenforceable shall not affect the other provisions,which other provisions remain in full force and effect. 18.6 This Agreement is entered into solely for the benefit of New World and Customer. No third party shall have the right to make any claim or assert any right under it,and no third party shall be deemed a beneficiary of this Agreement. 18.8 Notwithstanding any other provision of this Agreement it is expressly agreed and understood that in connection with the performance of this Agreement that New World shall comply with all applicable Federal, State, City and other requirements of law, including, but not limited to, any applicable requirements regarding prevailing wages, minimum wage, workplace safety and legal status of employees. Without limiting the foregoing,New World hereby certifies,represents and warrants to the Customer that all New World's employees and/or agents who will be providing products and/or services with respect to this Agreement shall be legal residents of the United States. New World shall also at its expense secure all permits and licenses,pay all charges and fees and give all notices necessary and incident to the due and lawful prosecution of the work,and/or the products and/or services to be provided for in this Agreement. Customer shall have the right to audit any records in the possession or control of New World to determine New World's compliance with the provisions of this section. In the event Customer proceeds with such an audit,New World shall make available to Customer New World's relevant records at no cost to Customer. New World shall pay any and all costs associated with any such audit. 18.9 It is expressly understood that the experience,knowledge,capability,and reputation of New World's principal(s)were a substantial inducement for Customer to enter into the Agreement Therefore,New World shall not subcontract or assign this Agreement or any portion thereof without the prior written consent of Customer,which consent shall be at the sole discretion of Customer.Any work or services subcontracted hereunder shall be specified by written contract or agreement and shall be subject to each provision of this Agreement 18.10 This Agreement and the parties'action under this Agreement shall comply with all applicable federal, state and local laws,rules,regulations,court orders,and governmental agency orders.The terms of this Agreement shall not be construed for or against either party by reason of the authorship of the Agreement. If a provision of this Agreement is terminated or held to be invalid, illegal or CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 9 of 52 City of Elgin,IL unenforceable,the validity,legality and enforceability of the remaining provisions shall be in noway be affected or impaired thereby. 18.11 Unless exempt under the rules and regulations of the U.S.Secretary of Labor or other proper authority, this Agreement is subject to all applicable executive,federal,state and municipal regulations,laws, orders,or ordinances relating to equal opportunity and nondiscrimination in employment.New World expressly agrees not to discriminate in its employment practices against any person by reason of race, religion,color,age,gender,sexual preference,sexual identify,national origin or ancestry,physical handicap,or disability and agrees to comply with the provisions of such laws and orders,as well as laws and orders relating to the employment of the handicapped,the employment of veterans,or the employment of women and minority business enterprises. 18.12 In performing this Agreement,New World agrees to meet all the requirements of the Americans with Disability Act of 1990 (the"ADA"), and all applicable rules and regulations which are imposed directly on New World or which would be imposed on the Customer as a public entity. 18.13 New World warrants that no person or selling agency has been employed or retained to solicit or secure this Agreement upon an agreement or understanding for a commission, brokerage, or contingent fee, excepting as bona fide employees or bona fide established commercial or selling agencies maintained by New World for the purpose of security business. 18.14 No officer, elected official, employee, agent, representative, or volunteer of Customer shall be personally liable to New World,or any successor in interest,in the event of any default or breach by Customer for any amount that may become due to New World or its successor,or for breach of any obligation of the terms of the Agreement. 18.15 The time period specified in this Agreement for performance of services shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Customer or New World, including, but not restricted to, acts of god or of the public enemy, unusually severe weather,fires,earthquakes,floods,epidemics,quarantine restrictions,riots,strikes, freight embargoes,wars,litigation,and/or acts of any governmental agency,including Customer,if the delaying party shall within ten(10)working days of the commencement of such delay notify the other party in writing of the causes of the delay. 18.16 In the event of a disaster or accident that impairs operation of the Software,New World shall use its best efforts to help Customer resume the project or restore operations as soon as possible. Said services,if they exceed those included in this Agreement,will be provided at New World's prevailing rates. 18.18 New World shall make every reasonable effort to assist Customer in procuring use of equipment compatible with that provided under this Agreement to meet emergencies such as major breakdown, natural disasters or unforeseen peak loads. 18.19 All change orders shall be in compliance with Illinois statues regarding change orders and change order procedures. 18.20 New World agrees to provide a limited indemnification for the acts of its employees, but not indemnification for its Licensed Products,except as the Licensed Products are indemnified under the provisions of Paragraph 16.0. The limited indemnification for New World employees shall only apply in those situations where New World's insurance coverage in Paragraph 13 does not cover a claim.If the insurance does not cover a claim,then subject to a recovery limitation of direct damages up to the Exhibit A Licensed Standard Software fees paid to New World,the following shall apply. New World assumes the liability for all tosses, claims, damages (including loss of use), expense demands,claims,damages and judgments in connection with or arising out of any injury or damage to property,sustained in connection with,or to have arisen out of the performance of,New World,and New World's agents,subcontractors,servants and employees,including losses,expenses or damages sustained by the Customer and losses, expenses or damages to New World or New World's subcontractor's vehicles or property.New World hereby undertakes and agrees to indemnify,defend and hold harmless the Customer,individually or collectively,and the officers,agents,servants and employees of the Customer,from any and all such losses expenses,damages(including loss of use, judgments,demands and claims),and shall defend any suit or action brought against them,or any of them,based on any alleged injury(including death)or damage(including loss of use)and shall pay all CONFIDENTIAL Agreement 052410-Elgin exeeutable.doe Page 10 of 52 City of Elgin,IL damages,judgments,costs and expenses,including attorney's fees,in connection with said damages and claims resulting therefrom. The foregoing assumption, indenmification, hold harmless and undertaking of defense shall not apply to any loss,damage,expenses,demand,claim or cause of action arising out of,or caused by the sole negligence of the Customer,individually or collectively,or the officers,agents or employees of said Customer. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 11 of 52 City of Elgin,IL 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 $550,000 B. IMPLEMENTATION AND THIRD PARTY PRODUCTS AND SERVICES 647,250 1. PROJECT MANAGEMENT as further 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. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix 1 6. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F 7. CUSTOM SOFTWARE/MODIFICATION SERVICES as further described in Exhibit G C. OTHER COSTS(Escrow) 3,000 ONE TIME PROJECT COST: 1.2 D. TRAVEL EXPENSES(Estimate)—billed as incurred $28,000 E. STANDARD SOFTWARE MAINTENANCE SERVICES—the services are further detailed in Exhibit C. PRICING ASSUMES CONTRACT EXECUTION BY JUNE 30,2010. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 12 of 52 City of Elgin,IL Exhibit AA 1 COST SUMMARY AND PAYMENT SCHEDULE II.Payments for Licensed Standard Software-hnplementadon Services.and Third Par[y Products DESCRIPTION OF PAYMENT PAYMENT A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $550,000 1. Amount invoiced upon Effective Date(50%) $275,000 2. Amount invoiced upon delivery of each Licensed Standard 275,000 Software(50%) B. IMPLEMENTATION AND THIRD PARTY PRODUCTS AND SERVICES 647,250 1. Amount invoiced upon completion of Step 5 from SOW 129,450 (Conduct Formal Kickoff Meeting) 2. Amount invoiced upon completion of Step 9 from SOW 129,450 (Review and Approve Project Plan) 3. Amount invoiced upon completion of Step 13 from SOW 129,450 (Conduct Master File Workshops) 4. Amount invoiced upon completion Step 24 from SOW 129,450 (Conduct Go-Live)so long as Customer does not materially delay Go-Live.Should Customer materially delay Go-live, this payment shall be invoiced 365 days after Effective Date. 5. Amount invoiced upon completion of Final System 129,450 Acceptance as described in Exhibit IT,so long as Customer does not materially delay Final System Acceptance.Should Customer materially delay Final System Acceptance,this payment shall be invoiced 540 days after Effective Date. C. OTHER COSTS 3,000 1. Escrow One-time set-up fee-invoiced upon Effective Date 3,000 ONE TIME PAYMENTS: D. TRAVEL EXPENSES(Estimate) $28,000* (These expenses are billed as incurred) 1. 30 trips are anticipated. 2. Travel Time for the estimated 30 trips is not included in this estimate and will be billed as incurred. *Estimate CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 13 of 52 City of Elgin,IL E. STANDARD SOFTWARE MAINTENANCE SERVICES—as further detailed in Exhibit C F. SOURCE CODE ESCROW FEES 1. Annual Administrative Fee—first year invoiced upon Effective Date $1,000 ALL PAYMENTS ARE DUE WITHIN THIRTY(30)DAYS FROM RECEIPT OF INVOICE. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 14 of 52 City of Elgin,IL EXHIBIT A LICENSED STANDARD SOFTWARE AND FEES 1. License Fee for Licensed Standard Software And Documentation Selected By Customer: Application Packa¢e'�'3'4 Cost CAD 1. Aegis/MSP Combined LE/Fire/EMS CAD $144,000 Call Entry -Call Control Panel -Unit Recommendations -Unit Status and Control Panel Call Stacking -CAD Messaging Call Scheduling -Dispatch Questionnaire GIS/Geo-File Verification -Hazard and Location Alerts Hydrant Inventory -Access to Aegis/MSP LE Records -Access to Aegis/MSP Fire Records Note Pads -Rip-N-Run Remote Printing Run Cards -Tone Alerts 2. Additional Aegis/MSP Software for Computer Aided Dispatch' CAD Mapping 13,000 -Data Analysis/Crime Management/Management Reporting 14,000 -Service Vehicle Rotation(Wrecker,Ambulance) 13,000 CAD AVL 15,000 3. Aegis/MSP Third Party CAD Interface Software s E-911 Interlace 6 13,000 On-Line CAD Interface to State/NCIC' 17,000 CAD Pager Interface 13,000 -Pre-An-ival Questionnaire Interface(1 questionnaire(s)) 13,000 (supports available release) -Encoder Interface 13,000 TDD Interface 13,000 Reverse 911 13,000 CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 15 of 52 City of Elgin,IL Exhibit A/LICENSED STANDARD SOFTWARE AND FEES Fire Records Interface 28,000 (one-way interface;CAD closed incidents) 1 UOMts ouillo LAW ENFORCEMENT RECORDS 4. Aegis/MSP Multi-Jurisdictional Base Law Enforcement Records $140,000 Accidents Arrest -Business Registry -Case Processing -Computer Aided Investigations Federal Reports(UCPIIBR) -GIS/Geo-File Verification -Impounded Vehicles -Incident Tracking -Jacket Processing -Personnel/Education Property -Traffic Tickets and Citations -Wants and Warrants S. Aegis/MSPFederal and State Compliance Reportingfor LE Records 24,000 -Federal UCRJBRs 6. Additional Aegis/MSP Software for Law Enforcement Records Briefing Notes(includes BOLOS) 12,000 Career Criminal Registry (parolee,sex offender) 12,000 Case Management 12,000 Civil Paper Tracking and Receipting 18,000 Field Investigations 12,000 Gang Tracking 18,000 Narcotics Management 18,000 -Orders of Protection 18,000 Property Room Bar Codings 12,000 Index Cards 12,000 CONFIDENTIAL Agreement 052410- Elgin executable.doe Page 16 of 52 City of Elgin,IL Exhibit A 1 LICENSED STANDARD SOFTWARE AND FEES 7. Aegis/MSP Third Party LE Records Interface Software e Ticket Writer Interface 35,000 -Citizen Reporting Interface(supports Coplogic) 23,000 SUB-TOTAL1' 1 /1 11 CORRECTIONS 8. Aegis/MSP Corrections Management Software Base Package 102,000 -Aegis/MSP LE Records Interface Bookings -Incident Tracking -Inmate Property Tracking Inmate Classification -Inmate Housing Mass Move -Inmate Scheduling and Tracking -Inmate Contacts(visitor,mail,phone,emergency) -Inmate Programs(courses) -Inmate Activity Log Trustee -Case Management -Corrections 9f Log -Finance Management(inmate,facility) -Jacket Processing -Business Registry PersonnellEdueation GLS/Geo-File Verification 9. Aegis/MSP Federal&State Compliance Reporting for Corrections 26,000 Includes up to 4 reports -Federal and State Corrections Reporting 10. Aegis/MSP Third Party Corrections Interface Software' Livescan Interface 14,000 VINE interface 14,000 CORRECTIONSII CONFIDENTIAL Agreement 052410-Elgin execatable.doe Page 17 of 52 City of Elgin,IL Exhibit A/LICENSED STANDARD SOFTWARE AND FEES ADDITIONAL PUBLIC SAFETY SOFTWARE 12. Aegis/MSP Public Safety State/NCIC Interface Software' -Aegis/MSP State/NCIC Interface 31,000 Includes 12-15 screens On-Line Modules-Includes 4 state inquiry screens On-Line Global Subjects Interface to StateNClC 17,000 -On-Line Orders of Protection Interface to State/NCIC 17,000 On-Line Property Checks Interface to State/NCIC 17,000 On-Line Wants and Warrants Interface to State/NCIC 17,000 13. Aegis/MSPData Analysi&lCrimeMapping/ManagementReporting -Base with Two Applications 52,000 14. AegiVMSP Imaging Software Public Safety Lineups/Mug Shots' 45,000 -Digital Imaging/Electronic Signature Capture 10 ADDITIONAL 196000 SIODULES AEGIS LINK SOFTWARE 15. Web Consolidated Search Web Query 20,000 -Data Connector to each additional New World Database(3 sites) 45,000 16. Web Applications Web CAD Monitor 15-000 Web Briefing Notes(includes BOLOs) 13,000 $U�TOTAL AEGIS LINK S0FTWW"VLt$ I CONFIDENTIAL Agreement 052410- Elgin executable.doc Page 18 of 52 City of Elgin,IL Exhibit A/LICENSED STANDARD SOFTWARE AND FEES MOBILE SOFTWARE MOBILE SOFTWARE ON TI3E RS/6000" 16. 70,000 Base Message Switch to State/NCIC(101-150 units) Base Message Switch for MDT/MCT State/NCIC Interface 17. Additional Aegis%Software for RS/6000 Communications Server New World CAD Interface for Aegis MSP(101-150 units) 16,000 Mobile Upload Software(51-100 units) 75,000 AVL Interface(101-150 units)' 17,000 MOBILE SOFTWARE ON THE MSP Server 18. Aegis®Mobile Integration Software MDT/MCT Base CAD/RMS Interface(101-150 units) 13,000 AVL CAD Interface(101-150 units) 17,000 MOBILE MANAGEMENT SERVER 19. Aegis/MSP Mobile Management Server Software(151-200 units) Base CAD/NCIC/Messaging N/C Field Reporting 20,000 Field Reporting Data Merge 5,000 CLIENT SOFTWARE 20. Aegis Law Enforcement Mobile Unit Software Mobile Messaging(80 Units) LE State/NCIC via Switch $500 ea. $40,000 LF CAD via Switch $750 ea. 60,000 Drivers License Mag Strip Reader/Barcode Reader Interface'3 $200 ea. 16,000 Mugshot Image Download $200 ea. 16,000 In-Car Mapping $400 ea. 32,000 New World AVL $300 ea. 24,000 CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 19 of 52 City of Elgin,IL Exhibit A/LICENSED STA=NDARD SOFTWARE AND FEES Mobile Feld-Based Reporting(80 Units) LE Field Reporting(Federal Standards) $1,000 ea. 80,000 The following 4 New World Reports are included: -Incident(1 form) Case(1 form) -Arrest(I form) -Supplement(1 form) LE Field Reporting Compliance $200 ea. 16,000 LE Accident Field Reporting $1,000 ea. 80,000 The following New World Report is included: -Accident(1 form) LE Accident Field Reporting Compliance $300 ea. 24,000 Mobile Upload of Field Reports $600 ea. 48,000 Field Investigation Field Reporting(2 Forms) $300 ea. 24,000 MCT Ticket Writer Interface $150 ea. 12,000 21. Aegis"Fire Mobile Unit Software(30 Units) Fire CAD via Switch $750 ea. $22,500 In-Car Mapping $400 ea. $12,000 New World AVL $300 ea. $9,000 Subtotal $7,350 ea. 515,500 Less Laptop Software Volume Discount of 25% 128 875 TOTAL LAPTOP SOFTWARE 386,625 22. In-Station Reporting LE Field Reporting(Federal Standards)(100 units) $1,000 ea. 100,000 The following 4 New World Reports are included: -Incident(1 form) Case(I form) -Arrest(1 form) -Supplement(1 form) LE Field Reporting Compliance(100 units) $200 ea. 20,000 CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 20 of 52 City of Elgin,IL Exhibit /LICENSED STANDARD SOFTWARE AND FEES LE Accident Field Reporting(16 units) $1,000 ea. 16,000 The following New World Report is included: -Accident(1 form) LE Accident Field Reporting Compliance(16 units) $300 ea. 4,800 Subtotal $2,500 ea. 140,800 Less Laptop Software Volume Discount of 25% -35,200 TOTAL LAPTOP SOFTWARE 105,600 SUB-TOTAL MOBILE MODULE$ 7155,W 23. Additional Workstation License* NEW WORLD STANDARD SOFTWARE LICENSE FEE 1,858,225 LESS HANE COUNTY SITE LICENSE CONSIDERATION (708,000) ELIMINATION OF MOTOROLA CAD INTERFACES (45,000) LESS DEMONSTRATION SITE DISCOUNT (115,023) LESS BAFO DISCOUNT (440,203) II Note:Other than for Mobile Software,an Additional Workstation License ofap 400 workstations is included for the Exhibit A Licensed Standard Software.The Workstation License includes the fallowing agencies as authorized users: -Elgin Police Department *The software prices shown in italics are provided at no license fee cost to Elgin water the enterprise software site license in place at Kane County. CONFIDENTIAL Agreement 052410- Elgin execntable.doe Page 21 of 52 City of Elgin,IL Exhibit A/LICENSED STANDARD SOFTWARE AND FEES ENDNOTES 1 Personal Computers must meet the minimum hardware requirements for New World Systems'MSP product. Microsoft Windows 2000 or XP is the required operating system for all client machines.Windows 200312008Server and SQL Server 200512008 are required,for the Application and Database Server(s). Z New World Systems'MSPproduct requires Microsoft Windows 2003 Server and SQL Server 200312008 including required Client Access Licenses(CAL,5),for applicable Microsoft products.Servers must meet minimum hardware requirements provided by New World Systems. 3 New World Systems'M.SPproduct requires Microsoft Word and Excel. 4 Suggested minimum.J00MB F,thernet Network,LOMB CATS Ethernet Network may have less than adequate response time.Further consultation would be required to assess your network. 5 Does not include any required 3rd party hardware or software unless specified in Appendix I of this Agreement Customer is responsible for any 3rd party support. 6 Requires Lantronix USC 1100 included in Section B of this proposal. Customer is responsible for obtaining the necessary State approval and any non-New World hardware and software. a Federal UCR/IBR includes edits,reports and electronic submission. v Camera must meet product specifications and be procured through New World. 10 Requires Pentium PC,Twain 32 Compliant flatbed scanner supplied by Customer. 11 Currently supporting Motorola,Data Radio(DMP&IP),CDPD,EDACS,CDMA,CPRS,802.11 and Electrocom Mobile Communication solutions only. 12 Requires 3rd party GPS hardware. 13 Customer must provide magnetic stripe encodingformat.Also,pricing does not include required 3rd party equipment or hardware. 14 Prices assume that all software is licensed. 15 Any taxes orfees imposed are the responsibility of the purchaser and will be remitted when imposed. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 22 of 52 City of Elgin,IL Exhibit A/OPTIONAL LICENSED STANDARD SOFTWARE AND FEES 3. Optional Licensed Standard Software Pricing Customer may license the following software modules at the indicated current list prices for up to one(1)year from the date of execution of this Agreement. OPTIONAL SOFTWARE MODULES 1. Additional Aegis/MSP Software for Law Enforcement Records -Activity Reporting and Scheduling 12,000 Bicycle Registration 12,000 -Demographic Profiling Reporting* 18,000 Alarm Tracking and Billing 18,000 -Animal Licensings 18,000 Pawn Shops 12,000 2. Additional Aegis/MSP Software for Corrections Management -Officer Equipment Tracking 18,000 CLIENT SOFTWARE 3. Aegis Law Enforcement Mobile Unit Software Field-Based Reporting(80 Units) Demographic Profiling Questionnaire* $100 ea. 8,000 Includes 1 New World Report State Photo Download $200 ea. $16,000 Subtotal $300 ea. 24,000 Less Laptop Software Volume Discount of 25% -6 000 TOTAL LAPTOP SOFTWARE 18,000 TOTAL SOFTWARE LICENSE FEE 12 Note: Training and Support Services cost as well as Maintenance(SSMA)costs for these optional modules are not included. *If Customer elects to license the Demographic Profiling modules for both Law Enforcement Records and Mobile, New World will provide the DOT electronic submission of Demographic Profiling as a Custom Interface at no additional cost. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 23 of 52 City of Elgin,IL EXHIBIT B PROJECT MANAGEMENT IMPLEMENTATION AND TRAINING SUPPORT SERVICES 1. 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. 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. 2. Implementation and Training Support Hours Recommended It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit A to insure successful implementation of and training on each application package.Based on the Licensed Standard Software listed on Exhibit A,up to 1,260 hours of New World implementation and training support services have been allocated for this project.Excess hours requested shall be billed at the Hourly Rate. 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 implementation and training support services include: a) implementation 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,implementation and training support services provided by New World may be 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 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 Customer'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,Customer will be responsible for the actual Travel Expenses and Time. The services include the following interfaces. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 24 of 52 City of Elgin,IL Exhibit B/PROJECT MANAGEMENT,IMPLEMENTATION AND TRAINING SUPPORT SERVICES a) VINE,Interface b) Livescan Interface c) State/NCIC d) On-line Global Subjects Interface to State/NCIC e) On-Line Orders of Protection Interface to State/NCIC t) On-Line Property Checks Interface to State/NCIC g) On-Line Wants and Warrants Interface to State/NCIC h) New World Mug Shots/Imaging if Ticket Writer Interface j) Web Briefing Notes(includes BOLOS) k) 911 Interface 1) On-Line CAD Interface to State/NCIC m) CAD Pager Interface n) Pre-Arrival Questionnaire Interface o) Encoder Interface p) TDD Interface q) Reverse 911 Interface r) Fire Records Interface s) Web CAD Monitor t) Citizen Reporting Interface u) Web Query v) Data Connector to each additional New World Database w) Software System Testing x) Geo-File Implementation New World's GIS implementation services are to assist and train Customer in preparing their GIS mapping data for use with the Licensed Standard Software. Customer must provide an accurate GIS street centerline layer in an industry standard file format(ESRI Shape Files).Customer is responsible for having clearly defined boundaries for Police Beats,EMS Districts and Fire Quadrants.New World will assist Customer to create and/or import map layers representing the Police/EMS/Fire boundaries. New World is not responsible for GIS data corrections, cleansing or accuracy. 3. Hardware Quality Assurance Service New World shall provide Hardware Systems Assurance of Customer's Aegis/MSP server(s). These services do not include hardware and/or third party product costs which shall be Customer'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,Customer 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 CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 25 of 52 City of Elgin,IL Exhibit B/PROJECT MANAGEMENT,IMPLEMENTATION AND TRAINING SUPPORT SERVICES - Configure System for Electronic Customer Support(i.e.NeNeeting) - 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 4. 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, e) 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. 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 and will be provided at the Hourly Rate). CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 26 of 52 City of Elgin,IL EXHIBIT C STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA) This Standard Software Maintenance Agreement (SSMA) between New World and Customer sets forth the standard software maintenance support services provided by New World. 1. SSMA Period This SSMA shall remain in effect for a tern of five(5)years(the SSMA term)beginning on the installation of Licensed Standard Software("Start Date")as described on page 2 of this Agreement and ending on the same calendar date at the conclusion of the SSMA term.New World shall provide Customer no-cliarge SSMA for a period of 365 days from the Start Date. 2. Services Included New World shall provide the following services during the SSMA term. a) upgrades,including new releases,compliance with Federal and State UCR/NIBRS and NCIC requirements 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-bour per day telephone support,for all Aegis CAD only,seven(7)days per week for Licensed Standard Software. Normal service is available fi-orn 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. Items a,b,and c above will be distributed to Customer by electronic means. Additional support services are available as requested by Customer at the Hourly Rate. 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.New World agrees to provide maintenance support for Custom software described in Exhibit G Section 1.(a). 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 shall be billed at the Hourly Rate. 4. Billine Maintenance costs will be billed annually. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 27 of 52 City of Elgin,IL Exhibit C 1 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 delivery. 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 this Agreement and the then-current New World user manuals,Customer shall notify New World in writing,email,or through the New World support website,that there is a claimed defect and specify what it believes to be defective. New World shall only accept notices of defect and requests for software correction from the Customer Liaison,unless the Customer Liaison is not available or the defect or software correction is believed by Customer to be so critical that immediate notification to New World is required. 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,paragraph 5).Customer may submit software enhancement suggestions for New World to consider.IfNew World,at its discretion,decides to add a software feature as a result of Customer'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,New World shall furnish error,defect,fault,performance degradation,operation or malfunction correction in accordance with the Priority Categories below,based on Customer'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. (a) Priority 1:An Error,defect,fault,performance degradation,operation or mahanetion 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 malfunction.New World shall work continuously to make the correction, and shall provide ongoing communication to Customer concerning the status of the correction until the Licensed Standard Software is restored to operational status and confirmed as such by Customer. Immediately after notification of the Priority 1 event by Customer,New World shall offer to Customer 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,perfonnance degradation,operation or malfunction which substantially degrades the performance of the Software,but does not prohibit Customer's use of the Licensed Standard Software. CONFIDENTIAL Agreement 052410-Elgin executabie.doe Page 28 of 52 City of Elgin,IL Exhibit C/STANDARD SOFTWARE MAINTENANCE AGREEMENT 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 Customer concerning the status of the correction until the Licensed Standard Software is restored to operational status and confirmed as such by Customer. Immediately after notification of the Priority 2 event by Customer, New World shall offer to Customer 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 five(5)Business Days,or less. (c) Priority 3:An Error,defect,fault,performance degradation,operation or malfunction which causes only a minor-impact on the use of the Licensed Standard Software. New World may include a correction in subsequent Licensed Standard Software releases. Customer may contact the following New World resources for management level issue resolution escalation: Aegis Product Manager,currently Tom Wydra Vice President of Aegis Solution Consulting,currently Sandro Viselli Vice President of Aegis Professional Services,currently Nino DiCosmo 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 Customer'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. 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 New World Licensed Standard Software packages described in Exhibit A. Annual Maintenance Cost(including Emergency 24(7 CAD only Support) Standard Year 1 No charge Year $131,250 Year 3 185,000 Year 4 195,000 Year 5 204,000 CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 29 of 52 City of Elgin,IL Exhibit C/STANDARD SOFTWARE MAINTENANCE AGREEMENT Approximate Annual SSMA Breakdown by Suite Field CAD RMS Corr Mobile Reporting TOTAL Year 1 No charge No charge No charge No charge No charge No charge Year $31,500 $38,063 $10,500 $21,000 $30,188 $131,250 Year 44,400 $53,650 $14,800 $29,600 $42,550 185,000 Year 46,800 $56,550 $15,600 $31,200 $44,850 195,000 Year 5 48,960 $59,160 $16,320 $32,640 $46,920 204,000 8. Non-Funding Provision 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. Optional Emergency 24/7 Support 24/7 Support Year I No charge Year 2 $30,375 Year 3 40,500 Year 4 40,500 Year 5 40,500 CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 30 of 52 City of Elgin,IL 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 Elgin Located At: 151 Douglas Avenue Customer Name Elgin,IL 60120-5503 Authorized Signature of Customer: Name(Please Print or Type) Title 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; I) 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 Customer identified above as permitted in the Customer'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. Agreed and Accepted by Third Party(Organization) Agreed and Accepted by Third Party(Individual) Organization: Individual: By: _ By: Title: Title: Date: Date: Accepted and Approved by New World Systems Corp. By: Title: Date: CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 31 of 52 City of Elgin,IL EXHIBIT E DEMONSTRATION SITE DISCOUNT New World has provided Customer a significant discount in exchange for the privilege of using Customer's site for demonstration purposes. Accordingly,after the Licensed Software has been delivered and installed,Customer agrees to act as a demonstration site for prospective New World customers. Customer 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,Customer is not necessarily endorsing the New World software and Customer will not actively participate in any type of marketing and advertising campaign for or on behalf of New World. Demonstrations will be coordinated with the appropriate Customer personnel and will be scheduled to minimize the interruption to Customer's operations. New World will provide Customer reasonable notice for preparation. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 32 of 52 City of Elgin,IL EXHIBIT F 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 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. Customer 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,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 Customer prior to providing the data to New World. New World Responsibilities I. New World will create and provide Customer with a conversion design document for signoffprior to beginning development work on the data conversion. No conversionprogramming by New World will commence until Customer approves this document. 2. New World will provide the data conversion programs to convert Customers data from a single data source to the New World Licensed Standard Software for the specified files that contain 500 or more records. 3. As provided in the approved project plan for conversions, New World will schedule a conversion analysis 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 provide Customer up to 2 test sets of the converted data. Additional test sets requested may/will require additional conversion costs. 5. New World will provide warranty coverage for any conversion-related issue reported by Customer to New World within 30 days after the conversion is run in the live database. Customer Responsibilities 1. Up to 18 discrete data file/modules from Customer's current database are included in this conversion. Customer will provide a list of discrete data files with descriptions of fields or data elements in each file. 2. Data will be submitted to New World in one or more of the following formats:AS/400 files,Microsoft SQL Server database, Microsoft Access database, Microsoft Excel spreadsheet, or an ASCII-format delimited text file.Data may be delivered using any common media or data-delivery format such as inch tape(AS/400),CD,DVD,USB device,hard drive,or FTP server. 3. Customer understands that files or tables containing less than 500 records or table entries will not be converted. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 33 of 52 City of Elgin,IL Exhibit F/DATA FILE CONVERSION ASSISTANCE 4. A data dictionary(data descriptors)containing all data elements must be provided to New World for each file submitted with the media. 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. 'Flus includes dedicating a support persons)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. 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 data source) •Master Name(Jackets)—includes conversion from 4 sources •Master Prauerty CAD/POLICE RMS(From a single data source) •Incidents(fron Printrak) •Cases •Arrests(i(data available from ICLEAR) •Warrants(from Naviline) •Narrative •Mug Shots(f data available from ICLEAR) •Gangs Fire CAD •Buildings and Businesses Index Card Conversions •Base Name and Address Conversion—Five files (includes name,address,SSN,DOB) CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 34 of 52 City of Elgin,IL EXHIBIT G CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/MODIFICATIONS AND/OR CUSTOM SOFTWARE 1. Definition of Project At Customer's written request,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)(I)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.Customer may elect to cancel or proceed with the modifications/interfaces based on the revised estimate. Capabilities included in the initial scope: a) Enhancements/Modifications to Exhibit A Software (1) 229-233($1,600): Ability to provide system generated message to system administrator or supervisor when an agency-defined number of unsuccessful sign-on attempts have occurred.The message must include,at a minimum: Workstation ID Date and Time User ID Number of attempts (2) 392($2,400): Ability to track flags by Flag Creator (3) 1535/1536($4,000): Ability to maintain the following information for each sex offender: Date updated Date review needed(one month prior to date registered/updated and one month later) 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) Aegis Justice Link Interoperability Engine($20,000) (2) Illinois Department of Transportation—Submittal($20,000): (3) NavaLine—Query($15,000): (4) Parking Ticket System($19,000) (5) CAD Call For Service Export($0)in standard data format for use by Customer to import to existing LERMS application as a temporary interface pending Aegis/MSP LERMS go-live. 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. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 35 of 52 City of Elgin,1L (1) Review of required features with Customer, 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. (4) On-site training,testing and/or other support services at the hourly Rate. For modification requiring over fifty(50)hours of work,New World utilizes a design document procedure[see 2(b)(1)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 Activi Targeted Time Period (1) Complete Design Review with Customer Staff. Customer To be determined 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 completed RD to Customer. To be determined (3) RD is accepted and signed off by Customer(no programming To be determined 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 RD and provides To be determined modified software to Customer. (S) Software Modification Acceptance Test based on RD. To be determined c) Customer's Responsibility All Customer requested changes alter RD sign-offmust 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. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 36 of 52 City of Elgin,IL EXHIBIT H ACCEPTANCE TESTING The objective of Acceptance Testing is to verify that the Licensed Software provided by New World meets the agreed upon specifications as provided for in this Agreement. Customer's project manager and the New World project manager shall jointly plan,coordinate and manage the testing processes. Customer agrees to conduct acceptance testing in a timely manner following notice by New World that a testing phase is ready to be started. Acceptance Testing will include the following Licensed Software components: • Licensed Standard Software • Licensed Standard Software Interfaces • Licensed Custom Software Interfaces • Licensed Software Enhancement As scheduled in the Implementation Plan and using New World's Exhibit B services,three phases of Acceptance Testing may take place.Each test is intended to occur sequentially unless otherwise agreed to by both parties. • Functional Testing • Interface Testing • Reliability&Final Acceptance Testing. Reliability and Final Acceptance Testing shall not proceed until either(a)Functional and Interface testing are complete or(b)Customer waives,in writing,the Functional and Interface testing requirement.Payment milestones associated with Functional and/or Interface Testing,if any,shall be considered due if Customer waives these tests. Should Customer identify a defect that substantially impairs Customer's value of the Licensed Software,Customer shall immediately provide a written notice to New World that acceptance is declined by Customer.Such defect(s),if any,shall he resolved in accordance with New World's obligations as defined in Exhibit C. 1. Functional Testing of Licensed Software Prior to beginning functional testing,New World shall provide a test plan for review and approval by Customer. On completion of testing,Customer may approve or reject the entire Functional Test,or any elements of the Functional Test.If functional test is rejected by Customer,test may be repeated after corrections are provided by New World.Once started,the Functional Test shall be repeated at intervals not to exceed 30 days.The parties,by mutual,written agreement,may elect to proceed with the next phase of testing or Final Acceptance even if all specifications in the Functional Test are not met. Functional Test Guidelines All items coded"Yes"(as qualified)in the New World detail response to Customer's RFP shall be provided to Customer through Exhibit A software capabilities,Customer's use of 3`s Party software,Licensed Custom Software provided by New World and/or future enhancements to Exhibit A Licensed Standard Software provided under Exhibit C. After Customer's request to New World,and New World's written proposal and cost to provide the service using Exhibit B support services hours at the then current hourly rates,Functional Testing shall be demonstrated to Customer by New World. If Customer has not licensed the software on to meet an RFP requirement,then that specification shall not apply in any acceptance test CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 37 of 52 City of Elgin,IL Exhibit H/ACCEPTANCE TESTING 2. Interface Testing of Licensed Software Prior to beginning Interface Testing,New World shall provide a test plan for review and approval by Customer. On completion of testing Customer may approve or reject the entire Interface Test,or any elements of the Interface Test.Once started,the Interface Test shall be repeated at intervals not to exceed 30 days.The parties, by mutual,written agreement,may elect to proceed with the next phase of testing or Final Acceptance even if all specifications in the Interface Test are not met New World shall develop test plans and provide them to Customer for review and approval.Interface Testing shall not begin until written approval of New World's submitted test plan has been accepted by Customer. Following approval of the Interface Test Plan,New World will demonstrate to Customer that the Licensed Software,Standard Interfaces,and Custom Interfaces,have been installed,are operational and provide the intended functionality as described in the Exhibit J Interface Control Documents. 3. Final Acceptance by means of Reliability Test of the Licensed Software Upon placing the Licensed Software into production live use,the Licensed Software shall undergo a thirty(30) day reliability test.The purpose of this test is to demonstrate that the New World Licensed Software as delivered can perform under live operational conditions and continue to perform at a level consistent with specifications as set forth in this Agreement.If,during the first fifteen(15)days of the Reliability Test,the Licensed Software experiences a Major Failure,then the thirty(30)day period will start over from day one and continue for the full thirty(30)days.For purposes of this Agreement,a Major Failure is defined as the inability to perform the function for which the Licensed Software was designed and commissioned.If the Licensed Software fails on or after day sixteen(16),Customer may elect for the test will start over from day sixteen(16) and go for the remaining fifteen(15)day period or start over from day one and continue for the full thirty(30) days.. If the Licensed Software experiences a Major Failure as a result of a deficiency in the Customer's computing environment(network outage,server failure,operator error,planned downtime,etc),the reliability test will not be restarted but will continue from the point in time that such failure occurs and until the thirty(30)day test is completed unless a Major Failure occurs after the Licensed Software is restarted which is not attributed to the Customer's environment.Under such conditions the terms outlined above will govern the appropriate action to be followed. Licensed Software shall be deemed accepted upon the successful completion of the 30 day Reliability Test as defined in above.Final Acceptance and corresponding payment(s),if any,for each component identified may occur independently after successful completion of the Reliability Test for each component.(i.e.CAD,RMS, Mobile) 4. Final Acceptance by means of Beneficial Use of the Licensed Software Notwithstanding anything above,the Licensed Software shall be deemed accepted ninety(90)days after Customer has had beneficial use of the Licensed Software without occurrence of a Major Failure through its use in a production environment(`live use")that supports Customer operations. Final Acceptance shall not be withheld due to minor or moderate errors. CONFIDENTIAL Agreement 052410-Elgin ezecutable.doe Page 38 of 52 City of Elgin,IL EXHIBIT I INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO CUSTOMER'S RFP SOFTWARE SPECIFICATIONS For the applications licensed on Exhibit A, the New World Detail Response to the software specifications of Customer's RFP and New World's response to Customer's request for clarification as described in Summary Clarifications dated May 15,2010 are incorporated in this Agreement by reference. All items coded"Yes"(as qualified)in the New World Detail Response to Customer's RFP Questionnaire will be provided to Customer through currently existing Exhibit A software capabilities,Customer's use of 3rd Party software,custom programming provided by New World and/or future enhancements to Exhibit A software provided under Exhibit C. Items that are qualified,or coded as requiring modification,may be provided using Exhibit B support services hours at the then current hourly rates. If the terms and conditions of the New World Detail Response to the specifications of the RFP and this Agreement are in conflict,the governing terms and conditions shall be this Agreement. If Customer 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. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 39 of 52 City of Elgin,IL EXHIBIT J ESCROW OF SOFTWARE SOURCE CODE So long as Customer pays the applicable fees as described in Exhibit AA,New World stipulates that the source code for the Licensed Standard Sofiware,together with the related Documentation as it is or becomes available,will be deposited in an escrow account maintained at a suitable Agent pursuant to an agreement between the Agent and New World(the"Escrow Agreement"). New World will from time to time deposit into the escrow account copies of source code for Releases and Versions of the Licensed Standard Software and related Documentation. New World or New World's trustee in bankruptcy shall authorize the Agent to make and release a copy of the applicable deposited materials to Customer upon the occurrence of any of the following events: (i)The existence of any one or more of the following circumstances uncorrected for more than thirty(30)days:entry of an order for relief under Title 11 of the United States Code;the making by New World of a general assignment for the benefit of creditors;or action by New World under any state insolvency or similar law for the purpose of its bankruptcy, reorganization,or liquidation;unless within the specified thirty(30)day period,New World provides to Customer adequate assurances, reasonably acceptable to Customer of its continuing ability and willingness to fulfill its maintenance obligations under this Agreement,(ii)New World or its successor or assigns has ceased its on-going business operations or that portion of its business operations relating to the sale,licensing and maintenance of the Software. In the event of release under this Agreement,Customer agrees that it will treat and preserve the deposited materials as a trade secret of New World in accordance with generally accepted standards utilized to safeguard trade secrets against unauthorized use and disclosure.This means their use is for internal processing needs only and no additional copies will be provided to any third parties. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 40 of 52 City of Elgin,IL EXHIBIT K INTENTIONALLY LEFT BLANK CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 41 of 52 City of Elgin,IL EXHIBIT L STATEMENT OF WORK Placeholder for Statement of Work CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 42 of 52 City of Elgin,IL EXHIBIT M—INTERFACE CONTROL DOCUMENTS This Exhibit summarizes the interfaces to the Standard Software and includes an Interface Control Document for each Interface. Standard Interfaces I. CAD Pager Interface 2. E-911 Interface 3. Pre-Arrival Questionnaire Interface 4. Encoder Interface 5. TDD Interface 6. Reverse 911 7. Fire Records Interface 8. Livescan Interface 9. VINE Interface 10. Ticket Writer Interface 11. Citizen Reporting Interface 12. State/NCIC Interface 13. On-line CAD to State/NCIC Interface 14. On-line Global Subjects to State/NCIC Interface 15. On-line Orders of Protection to State/NCIC Interface 16. On-line Property Checks to State/NCIC Interface 17. On-line Wants and Warrants to State/NCIC Interface 18. New World Mug Shots/Imaging 19. Web Query 20. Data Connector to each additional New World Database(3 sites) 21. Web CAD monitor 22. Web Briefing Notes Custom Interfaces 1. Aegis Justice Link Interoperability Engine 2. Illinois Department of Transportation-Submittal 3. NavaLine-Query 4. Parking Ticket System 5. ICLEAR—Booking Information 6. New World CAD Cleared Call Interface CONFIDENTIAL Agreement 052410.Elgin executable.doe Page 43 of 52 City of Elgin,IL dame llOTransxmIal _Ictrowctcxdenulz?tussiuri= _ _., Short Description of New World will provide an enhancement in the application that will allow agencies to Interface or Custom submit accident electronically to the state. The interface will include state required edit Modification checks and formatting of data for submission. Data Source New World Systems Target .IL DOT—Accident Repository Interface Direction One Way Export NWS Interface N/A External System N/A Interface Detailed Description The state of II,offers a free accident reporting system called MCR To leverage an integrated system,New World Systems will provide an accident interface that will both edit check and submit the crash data to the state. • The accident module will need to support a state issued reference number • Need a report over accident processing to show the number of reports sent to state. • The interface will require an accident to clear mandated edit checks before it can be sent to the state. This will include the LARS code edits. • Submission file will be generated electronically in the state specified format for transmission to the state Protocol/Transport LAN based file import Data Formats Delimited file format,fixed field length 3rd Party None Requirements NWS Tasks • Work with agency to define scope and functionality of interface • Develop functional specification for approval Install,configure,and test interface _ Customer Tasks • Work with NWS to define scope and functionality of interface • Customer responsible for obtaining technical specifications and any necessary 3"party technical contacts • I-lave resource available to review and approve interface design • Piave resources available to assist in installation,configuration,and testing of interface. Personnel assigned should be familiar with the external system CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 44 of 52 City of Elgin,IL Short Description of New World Systems will provide a one-way interface that will query the Navaline/HTE Interface or Custom system to provide information based on business or global subject information that will Modification return the rental,red tag,licenses,or other information contained in the HTE system. Data Source HTE Target _ Aegis Link Browser Interface Direction One Way Import NWS Interface Custom Interface—not previously developed External System HTE1Navaline Interface Detailed Description New World Systems will provide a one-way interface via Aegis Link that will support queries based on global subject or business information. The Aegis Link Browser will return the appropriate information from the Navaline System based on the query and display the information in the browser.This interface will be limited to data that is accessible via a person or business query field. Protocol/Transport Web Services Data Formats XML 3' Party The HTE system must provide a"data connector"that will allow a query engine to Requirements access their database or expose a standard web service that can be accessed. NWS Tasks . Work with agency to define scope and functionality of interface . Develop functional specification for approval Install,configure,and test interface Customer Tasks . Work with NWS to define scope and functionality of interface . Customer responsible for obtaining technical specifications and any necessary Yd party technical contacts . Have resource available to review and approve interface design . Have resources available to assist in installation,configuration,and testing of interface. Personnel assigned should be familiar with the external system CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 45 of 52 City of Elgin,IL Nttuie, _ E1�u ParltingTicket�7t�rfn��_w',, Short Description of New World Systems will provide a one-way interface that will export tickets from the Interface or Custom Elgin Parking Ticket System and import thein into LERMS to create a ticket/citation Modification --record. Data Source Elgin Ticket Application Target New World Systems LERMS Ticket&Citation Module Interface Direction One Way Import NWS Interface CustomInterfa_c_e—notpreviouslydeveloped External System N/A Interface Detailed Description Elgin has an in-house parking ticket application that supports electronic ticketing for parking and local ordinance tickets. This application uses a MS SQL server database. Officers will also be issuing traffic citations using APS. The intent is to have one place to look up persons and vehicles whether it's a traffic,parking,or local ordinance citation. This interface will import ticket information from the parking cite database and will create LERMS ricket records,global subjects,and if appropriate,global vehicle records. r Protocol/Transport LAN based file import(or web services if supported) Data Formats XML or direct import 3' Party Provide database schema for the parking application. Also provide criteria for exporting Requirements tickets(on a schedule,based on a status,etc). If the parking application supports a web service,documentation on this service will be required. NWS Tasks • Work with agency to define scope and functionality of interface • Develop functional specification for approval • Install,configure,and test interface Customer Tasks . Work with NWS to define scope and functionality of interface • Customer responsible for obtaining technical specifications and any necessary 3rd party technical contacts Have resource available to review and approve interface design • have resources available to assist in installation,configuration,and testing of interface. Personnel assigned should be familiar with the external system Comments Need agreement on criteria to export tickets and if parking system has a supported web service inCerface CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 46 of 52 City of Elgin,IL N 744'',w GYor9dSSysterrgs GAD Gfeared ca11'fritetfa Short Description I New World Systems will provide a one way export of cleared call of Interface or information from CAD. This interface will create an XML file containing Custom the call for service information for import into the Elgin RMS system. Modification Data Source New World Systems CAD Target Elgin LERMS Interface Direction One Way Export NWS Interface Custom Interface—not previously developed External System NIA Interface Detailed Elgin will be doing a phased implementation with replacement of the Description existing CAD being part of phase I. This interface will provide a mechanism to export CAD cleared call data to the existing RMS system until New World Systems LERMS comes live in phase II. When a call is cleared in CAD,this interface will create an XML file in a directory accessible to the CAD application server. Customer is responsible for importing this file into the existing RMS. Protocol/Transport LAN based file export Data Formats XML file—schema will be provided to Elgin as needed 3` Party None Requirements NWS Tasks o Work with agency to define scope and functionality of interface Develop functional specification for approval Install,configure,and test interface Customer Tasks . Work with NWS to define scope and functionality of interface . Customer responsible for obtaining technical specifications and any necessary 3rd party technical contacts . Have resource available to review and approve interface design . Have resources available to assist in installation,configuration, and testing of interface. Personnel assigned should be familiar with the external s stem Comments Exhibit B hours will be used if technical support is required to assist Elgin in implementingthis interfae CONFIDENTIAL. Agreement 052410- Elgin executable.doc Page 47 of 52 City of Elgin,IL New Wb ld �yslepns' ibePubl xao,-ofl ,ntxj 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 Customer. By their written approval below,Customer authorizes New World to order the Exhibit I products for delivery to: City ofElgin 151 Douglas Avenue Elgin,IL 160120-5503 The payments for Appendix 1 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 1 Third Party 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. 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 Customer of the additional costs and with Customer's approval these costs shall be borne by Customer. Without such approval,Hie 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 said Agreements. Customer shall receive the benefit of all third party warranties,services,etc.provided for in this Agreement. CONFIDENTIAL Agreement 052410-Elgin executable.doe Page 48 of 52 City of Elgin,IL EXHIBIT 1 CONFIGURATION 1. Embedded Third Party Software (includes all Third Party executable components) 2. GIS Software CAD -CAD Workstations using ArcGIS Engine Runtime (19 workstations—12 Police,7 Fire) Mobile -Mobile In-Car Mapping(105 Units) Geo-Pile Maintenance Software(ESRI ArcEditor) -per workstation 3. Diagramming Software(Scene PD) 100 units @$229 each (80 for mobile computers/20 for in-station reporting) 4. Hardware,System Software&Services Message Switch-See attached pricing detail 5. Bar Coding Scanner Vit(2) 6. Digital Camera for Mug Shots Digital Camera(qty 2) TOTAL THIRD PARTY COSTS $85,950 CONFIDENTIAL Agreement 052410-Elgin evecutable.doc Page 49 of 52 City of Elgin,IF ESRI Notes 1) Customer will restrict use of the ESRI Software to executable code(used with the Aegis Licensed Standard Software). 2) 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. 3) 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. 4) Customer 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,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. 6) 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. 7) Customer will prohibit the removal or obscuring of any copyright,trademark notice,or restrictive legend. 8) IPNew World grants a Sublicense to the United States Government,the ESRI Software shall be provided with"Restricted Rights". 9) All Aegis/MSP Customers are required to use ESRI's ArcGIS suite of products to maintain GTS 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. 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. CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 50 of 52 City of Elgin,IL DESCRIPTION INVESTMENT IBM Power 520 Express 8203-E4A(_'Message Switch) $7,100 OP Panel Cable for Rack-Mount Drawer w/3.5"DASD Primary OS-AIX (2)146GB,15K-RPM SAS Disk Drive USB Internal Docking Station for Removable Drive (2)USB 160GB Removable Disk Drive(Backup/Recovery) 4GB System Memory Software Premstall -Dual Port IGB Intergrated Ethernet Daughter Card I-Core 4.2GHz POWER6 Processor Card - Zero Priced Processor Activation for#5633 -Power GTX 145 PCI-Express Graphics Accelerator SATA Slimline DVD-RAM Drive (2)Power Cord,6'to Wall,125V,15A,Plug Type 44 IBM/OEM Rack Mount Drawer Rail Kit -IBM Rack Mount Drawer Bezel and Hardware Power Supply,950 Watt AC,Hot-Swap,Base&Redundant DASD/Media Backplane for 3.5"DASD/DVD/Tape Language Group Specify-US English Total System Hardware $7,100 SYSTEM SOFTWARE INVESTMENT IBM Power 520 Express 8203-E4A(Message Switch) AIX V6.1 N/C System Program Order(CD Media) $50 AIX V6.1 Value Pak 150 Total System Software $200 IBM SERVICES INVESTMENT IBM Power 520 Express 8203-E4A(Message Switch) -Includes 3 Year HW/SW Maintenance,24X7X4 Hour Support $4,200 Total IBM Services $4,200 CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 51 of 52 City of Elgin,IL NEW WORLD PROFESSIONAL SERVICES INVESTMENT RS/6000 Installation Support' $2,500 Total New World Services $2,500 TOTAL INVESTMENT S1400 • I RS/6000 Installation and Support includes:Standard system procedure;RS/6000 to MDT/MCT (data management;Workflow/process of implementing mobile communications,-External consideration;and Ongoing systems administration including updates,back-ups database verfcation,forms creation,etc.) CONFIDENTIAL Agreement 052410-Elgin executable.doc Page 52 of 52 City of Elgin,IL New Wbrld ,�ystei'ns' City of Elgin, Illinois Statement of Work Prepared by: New World Systems 888 West Big Beaver Road, Suite 600 Troy, Michigan 48084 Phone:(248)269-1000 www.newworldsystems.com May 24, 2010 Abstract This Statement of Work (SOW) defines the principal activities and responsibilities of the Customer and New World. Further, it lists critical tasks necessary for a successful implementation. CITY OF ELGIN,IL STATEMENT OF WORK Document Control Sheet General Information Project Name Project Manager Business Owner(Key Sponsor) Provider Single Point of Canact Document Preparation Information Author Date Organization Name Pbone Number E-Mail Pile Location(link) Distribution and Approvalls Name Title and Organization Signature Approval Date Cban a History Date Change Description Approved By New World.5",slams Page ii Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Table of Contents STATEMENTOF PURPOSE.......................................................................................................................................1 GENERALASSUMPTIONS........................................................................................................................................2 FUNCTIONAL DESCRIPTION OF AEGIS/MSP STANDARD SOFTWARE.......................................................................3 SCOPE....................................................................................................................................................................4 NEW WORLD AND CUSTOMER STAFF.....................................................................................................................5 GENERAL PROJECT MANAGEMENT RESPONSIBILITIES.,..........................................................................................9 COMMUNICATIONSPLAN....................................................................................................................................12 NEW WORLD/CUSTOMER IMPLEMENTATION METHODOLOGY............................................................................13 OVERVIEW...........................................................................................................................................................13 AEGIS PROJECT METHODOLOGY OVERVIEW........................................................................................................15 PHASE:INITIATION................................................................................................................................................16 Step 1:Conduct Initial Customer Phone Call.................................................................................................17 Step2:Perform Internal Turnover................................................................................................................18 Step 3:Conduct Pre-Kickoff Meeting............................................................................................................20 Approvalto Proceed....................................................................................................................................21 PHASE:PLANNING................................................................................................................................................22 Step4:Conduct Discovery............................................................................................................................23 Step 5:Conduct Formal Kickoff.....................................................................................................................24 Step 6:Perform Software&System Analysis................................................................................................25 Step 7:Draft Project Management Plan.......................................................................................................27 Step8: Finalize Project Plan.........................................................................................................................28 Step 9:Review and Approve Project Plan......................................................................................................29 Approvalto Proceed....................................................................................................................................30 PHASE:CONSTRUCTION..........................................................................................................................................32 Step10:Prepare Internal Team....................................................................................................................34 Step 11:Perform System Setup&Train System Administrator......................................................................35 Step 12:Conduct Geo-File Setup&Training..................................................................................................37 Step 13:Conduct Master File Workshops......................................................................................................40 Step 14:Perform Data Conversion Analysis..................................................................................................41 Step 15:Mid-Construction Executive Review................................................................................................42 Step 16:Customer Build/Configure System...................................................................................................43 Step 17:New World Systems Build/Configure System...................................................................................44 Step 18:Provide Customer Agreement Deliverables......................................................................................45 Step 19:Build Data Conversions..................................................................................................................46 Step 20:Perform Functional Design Review..................................................................................................48 Step 21:Verify and Validate Readiness.........................................................................................................49 Approvalto Proceed....................................................................................................................................50 PHASE:TRANSITION..............................................................................................................................................52 Step22:Conduct User Training....................................................................................................................53 Agreementto Go-Live..................................................................................................................................55 Step23:Perform Data Conversion...............................................................................................................57 Step24:Conduct Go-Live.............................................................................................................................58 Step 25:Conduct Post Go-Live Training........................................................................................................60 Step 26:Compliance Submission(s)...............................................................................................................61 Approvalto Proceed....................................................................................................................................62 PHASE:CLOSING...................................................................................................................................................64 NewWorld KIeii-is` Page iii Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 27:Conduct Executive Review...............................................................................................................65 Step 28:Transition to Account Management................................................................................................66 Attachments Attachment A—Sample Training Plan Attachment B—Sample Implementation Plan Attachment C—Aegis/MSP Hardware Proposal Attachment D—Change Order Request Form blNow W rld 4';wlemtt Page iv k Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK STATEMENT OF PURPOSE This Statement of Work(SOW)defines the principal activities and responsibilities of Customer and New World for the implementation of an integrated system consisting of- Computer £Computer Aided Dispatch System(CAD) Law Enforcement Records Management System(LERMS) Mobile Messaging for Law Enforcement Field Reporting for Law Enforcement. Jail Management Systems(JMS) All interfaces and custom software modifications as identified in the contract The integrated technology shall be provided by New World to transition from the existing technology supporting Customer's participants and to support Customer's operation. This SOW requires that New World and Customer provide the management leadership and staff commitment to fulfill their responsibilities as described in the Agreement. New Wbrl d,, ),.SI�?msI Page 1 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK GENERAL ASSUMPTIONS • This Statement of Work will be utilized by New World and Customer to manage implementation ofthe New World technology and to transition Customer from its existing technologies and operation to the technology provided and described in the contract. Work will be performed at Customer's location and New World's project offices and will be performed on Business Days during Customer's normal business hours,except when both parties agree otherwise. The project consists ofthe delivery,installation,configuration,testing,implementation, and go-live ofthe Licensed Standard Software that provides the functionality and operation described in this contract. Additional work activities and software functionality not described in the Statement of Work will be considered a change to this project,and will be authorized by Customer using the Project Change Request. Customer and New World expect and agree that the Statement of Work will be modified from time to thne,especially after New World gains a more complete understanding of Customer's existing technologies,business practices and operations. NtivWb ldS V(<i s' Page Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK FUNCTIONAL DESCRIPTION OF AEGIS/MSP STANDARD SOFTWARE New World is committed to providing Customer with a flexible and expandable system that will serve as a showcase to others and enable Law Enforcement,Fire,and EMS personnel to: • Improve response times • Share information regionally • Improve incident command coordination • Enhance system integration with existing internal and external systems • Maximize time first responders spend in the field • Eliminate redundant data entry • Develop flexible,scalable and user-friendly systems • Enhance relationships with neighboring jurisdictions New World is providing Customer a fully integrated system.By utilizing a relational database, the software is truly integrated,allowing for the free flow and exchange of information without the burden of duplicate databases and redundant data entry.The primary key to the system's integration is the global"Jacket"or person file,the global vehicles file and the global address file. All modules share these global files,ensuring that the shared information is accurate and consistent. Any user given appropriate security may have access to the same information, whether it is a CAD supervisor,a patrol supervisor,a detective or a records clerk. Aegis/MSP automatically transfers all information entered in one subsystem to other functionally appropriate subsystems.For example,CAD incident information is automatically transferred to the permanent incident file when the call for service is cleared.If functioning properly,the system should greatly reduce redundant data entry. Once a piece of information is in the system,it is immediately available in other Aegis/MSP modules without re-entering data or using cumbersome copy routines.This seamless integration allows for detailed automatic edits and validations not normally found in disparate applications that are merely"interfaced." "lNew Wbrld,Yl sl iiis` Page 3 kProprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK SCOPE The scope of this project is to implement New World's Aegis/MSP Licensed Standard Software at Customer's location and to transition the operation of Customer's participants from existing technologies to the Licensed Standard Software. New World shall: • Furnish and install Licensed Standard Software Applications described in the Agreement. • Conduct,in conjunction with Customer,a Business Process Review,identifying gaps between software workflow and operational workflow. ■ Install the hardware and software not manufactured by New World,but provided by New World to Customer and described in the Agreement. • Work with Customer to define and map data for conversion to New World. • Convert data from the existing systems to the technology provided by New World. • Furnish,install,configure,and test the Interfaces described in the Agreement. • Furnish,install,configure and test Data Collection and Reporting Mechanisms required of Customer by the State of Illinois. • Support and review Acceptance and Performance Testing and make corrections,if applicable,to the Licensed Standard Software as described in the Agreement. ■ Train people identified by Customer to allow Customer to: • Install,configure,manage,maintain,operate,back-up,restore,identify and correct faults in the Licensed Standard Software. ■ Use the Licensed Standard Software. • Support Customer after Go Live of the Licensed Standard Software. Tailoring and configuration does not include modifications 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 of the Licensed Standard Software and,unless specifically identified as included customizations in the Agreement,are not included in the scope of this project. New World is not responsible for the decommissioning and removal of technologies used by Customer's participants. kiNewWbrld,�}.'sleins Page Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK NEW WORLD AND CUSTOMER STAFF Responsibilities of New World and Customer staff are described in the Agreement and this Statement of Work. NEW WORLD EXECUTIVE SPONSORS Nino DiCosmo, Vice President ofAegis Public Safety Operations Mr.DiCosmo is the New World Executive responsible for professional services and support for all Aegis projects. He will stay actively involved in the project implementation and will attend several on-site project status meetings. Jeff Sanders,Professional Services Director Mr.Sanders and his team of project managers and trainers are responsible for the implementation of the Customer project. He will be active in the project implementation and scheduling of resources. In addition,he will have direct contact on a regular basis with the Customer Project Manager to ensure the highest level of satisfaction during project implementation PROJECT TEAM TBD,Proieet Manager A project manager will be assigned to the project upon contract signing. The Project Manager may provide some of the initial set up and training and will also be a technical liaison to New World. In addition,the Project Manager will generate all status reports and correspondence. Mike Aloe,Director,Aegis Customer Support Mr.Aloe will oversee the operation of the Customer Support Team,including the MSP and Mobile Call Centers. Mr.Aloe will work closely with the New World and Customer Project Managers to ramp up the support team to provide support during go-live and ongoing support thereafter. New Would,4,);slei?Z5, Page 5 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK TBD,New World On-Site Installation Support These professionals will be assigned to the implementation of the New World deliverables. They will provide the initial set up,testing and user training,along with recommendations for additional training staff as required. Project Staff Organizational Charts for New World System Pmtessio6N Services rAr<,s�oM�s,m�o>n„Mse nirecmr m��,o,,,.,.w am res Newwertda'rojecr Mawger —1.1 v�ic�em.n�iooa(frsi atop �xiih<f fiTOMP,R�) TraiNn Team Conversion inter{ace Team S stem Go idve Team g y Team A-- T... ' swws�no��no.m aw.��aas smna�wm�� Lvn o+��on ng nn� "" awne(tWiidcd) inrnova Niuf�c �aiv loM oful�t>x�Gn A6.nln e�mw ml(i¢mrel) oexl Ai�r��u.e New Wbrld Sl,sletns` Page 6 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK CUSTOMER EXECUTIVE SPONSORS Customer will staff the project with the following personnel: TBD,Customer Proiect Manager TBD will be the primary contact for New World. He/She will be responsible for communication with the Customer regarding project progress,issues and/or changes and will coordinate and manage activities of Customer's staff in fulfilling the Customer's responsibilities within this SOW and the Agreement. TBD,System Administrator The System Administrator(SA)will be responsible to ensure Customer's network,servers,and client(PC)environment(i.e.Customer's hardware and system software infrastructure)is installed and maintained properly;provide operational support of Customer's hardware and system software infrastructure;provide operational support for New World Standard Software to Customer's user staff;and perform backup,recovery,and routine update procedures for New World's Licensed Standard Software. Project Staff Organizational Charts for Customer TBD Nat vWorrd,`s}"s'x'7'72$; Page 7 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Requesting Additional Management Support New World and Customer expect that the designated Project Managers will manage and resolve all matters required for Customer to effectively utilize the Licensed Standard Software. If the Project Managers are unable to timely and effectively advance the project,the escalation chain for New World is as follows: Escalation Chain New World Manager 1 Project Manager 2 Professional Services Director 3 Vice President Aegis Public Safety Operations 4 President In the unlikely event of a dispute,should the people indicated in this Statement of Work be unable to resolve it,the Dispute Resolution Process described in the Agreement shall be followed. 61 N(,,-u)Wlorld StstemsPage 8 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK GENERAL PROJECT MANAGEMENT RESPONSIBILITIES New World shall act as Project Manager to assist Customer in implementing the Licensed Standard Software Applications and other New World deliverables as described in the Agreement. New World's responsibility includes understanding,describing,documenting, coordinating,repotting and managing the overall Implementation Plan with Customer. New World and Customer shall use,if needed,Microsoft's Outlook,Project,Word,Excel and Visio software for the Project Management activities. Visio is only utilized for initial Systems Assurance. New World Systems Responsibilities • Establish and maintain effective and efficient communications concerning the project with Customer's Project Manager. ■ Manage the work of New World and coordinate New World activities with Customer's Project Manager. • Conduct on-site status meetings with Customer on a monthly basis,which may be waived or done using telephone by mutual agreement between Customer and New World Project Managers. • Provide progress status meetings,reports and discussions weekly,daily or as required during implementation via telephone conference using New World's telephone conference system and New World's on-line meeting service or at Customer's location; and conduct regularly scheduled.telephone status report conversations with Customer's Project Manager. • Prepare,read,send and receive routine communications using telephone,electronic mail, facsimile and other communications systems required to implement the project effectively and timely.Depending on the phase of the project,these communications may happen many times during a day,for extended periods,and with little advance notice.At other times,the communications will be planned,limited in duration and less frequent. • Provide responses and recommended course of action to issues raised by Customer's Project Manager. New World Slysl'ns' Page 9 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK • Prepare and submit each month,a status report that includes:the accomplishments of the previous month,activities planned for the current month and any proposed changes to budget or project schedule. • Prepare and submit project Change Requests to Customer's Project Manager. • Manage all New World-provided third party vendors and associated systems. • Resolve deviations from the Work Breakdown Structure(WBS). • Monitor the project to ensure that support resources are available as scheduled and as identified in the Agreement. • Coordinate and oversee the installation ofall licensed New World Licensed Standard Software applications. • Provide to Customer a detailed level Implementation Plan. • Revise and provide to Customer Implementation Plans. • Organize,schedule,conduct and document Project Status Meetings. • Organize,schedule,conduct and document project review(kickoff)meeting at Customer's location. • Consult with other vendors or third parties as required to successfully prosecute the Agreement. Customer Responsibilities • Establish and maintain effective and efficient communications concerning the project with New World's Project Manager. • Manage the work of Customer and coordinate Customer activities with New World's Project Manager. • Participate in on-site status meetings with New World on a monthly basis,which may be waived or done using telephone by mutual agreement between Customer and New World Project Managers. • Ensure that members of the Customer team have ample time,resources and expertise to carry out their tasks and responsibilities. • Provide responses and recommended courses of action to issues raised by the New World Project Manager. • Manage all vendors engaged by Customer to support the project. New,Wo dd,`s,`.Venis Page 10 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK • Provide New World with Project Change Requests approved by Customer. • Provide New World with Task Completion Letter(s)approved by Customer. • Ensure timely payinent by Customer of New World invoices. • Provide New World with VPN(Virtual Private Network)access,made available on a case by case basis and upon request,and on-site access to technologies required by New World to complete the project. • Provide New World with reasonable standard office workspace,chairs,desks,tables, electrical service,local telephone service and internet connectivity. New World is responsible for its long-distance telephone service costs. New Wbrld,4'",.Sr°e"Is Page 11 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK COMMUNICATIONS PLAN Communication is a key ingredient to the success of this project. Given its size and scope and the number of people involved in the project,a communications plan is required. Here is the New World recommended plan for communicating project progress,schedule,issue resolution, change requests and other critical project information. Responsibilities New World and Customer shall provide the following communications: Receiver Sender iuformati©n Schedule Typical Media Customer New World Project Status Report Monthly E-mail,New World Project Project Manager ! Project Manager Rep.has Form t NewWorld Customer Prject/Software Issues Bi-Weekly Telephone,Facsimile or E j Project Manager Project Manager nail ? New World Customer Change Requests As Needed New World Change Project Manager Project Manager Request Form with I signature New World i Custmner Schedule Changes requested by { AsNeeded i Telephone,Facsimile orE 1 i roject Manager Project Manager Customer nail, Customer New World Schedule Changes requested by As Needed Telephone,Facsimile or E Project Manager Project Manager New World mail, Customer and Customer and Issue Tracking Report As Needed Facsimile or E-mail New World New World Project Managers Project Managers New World S,ystlraars` Page 12 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK NEW WORLD/CUSTOMER IMPLEMENTATION METHODOLOGY New World and Customer will use the project implementation process surnmarized herein,and supplemented by the Projeet Management Institute(PMI)standards for project management. The flow chart below illustrates the framework of the steps that will be completed during the project. OVERVIEW Since its inception,New World Systems has successfully completed 1000s of Customer projects and developed a standard project management methodology that is predictable,repeatable, lowers risk and maximizes Customer success. This standard approach,the Aegis Project Implementation Methodology,is based upon a combination of Project Management Institute (PMI)guidelines and years of successful New World Systems project management activity deploying public safety solutions. The Aegis Project Implementation Methodology is the standard process that New World Systems will follow for all Aegis implementations. Implementation projects are divided into five distinct phases during implementation: 1. Initiation-Engage project management, establish initial cormnunication channels and begin planning 2. Planning-Create and approve the Project Plan 3. Construction-Execute the Project Plan to build, configure and review the system to verify system readiness 4. Transition-Train users, perform data conversion, execute go-live and complete post- go-live activities 5. Closing - Review the project, approve closure, disengage project management and formally transfer Customer to account management team Each phase consists of one or more steps. Each step includes: 1. New World Systems' responsibilities - Activities New World Systems staff is responsible to perform 2. Customer's responsibilities-Activities Customer staff is responsible to perform 3. Inputs(prerequisites) -Items that must be completed prior to the start of the step and are used during the step New Wbrld S'„S!E tns Page 13 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK 4. Outputs(completion criteria)—Items that must be completed during the step and are requirements in order to consider the step complete(outputs are often the inputs of future steps and must be completed in order to keep the project on track). A diagram of the Aegis Project Methodology Overview is shown on the next page. Although the stepson the diagram are sequential,overtime,many of the steps will overlap. Each step is described in detail in the sections following the overview diagram. Neu.,Wbdd, yslcmis Page 14 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK AEGIS PROJECT METHODOLOGY OVERVIEW Aegis Project Implementation Methodology Initiation Planning Construction Transition Closing 0 fi 22 START k_ P� Prepare lnterna6 -- G t eutldl CnIW CUser ._.�,CanAact ExecuWe"'i;pi19 C O�ruvery Tena C nn rSgstem� T {� Revlev+ i coed Inulal P rpnr�syrr Apeemum Coad rh Y+.utirel i NNSR M1 G tarer PMnfio Yitycali S tup&T Gartf Bnm SYs'6erzl ///"-f 11 Gill {i System Mum1 T` I A.1gxfn j 6 12 r 18 23 StaP P m Iriarnsl 1 Perf� S C[v.areY Cando 1 Gsa-H. I Pra✓be Cnnsae4 Ped s Oats 4( Tumtrve &Sy N (Yrs Se:aPx Tralelny I F3elfvare°a4� � l� i y 13 i6 Contl dGct-LI C d Pra nraf[Fr lect Coitdu¢t tuf ter dadn fa FYnat rt,r L4G .(hfieeting Manh�emert Gifln Fila Workshops.f 1 C,Yve torts` kcv.e*E- i Jfined P lecR Corm Datl P K x rtruona( Gd^il 4FP etGd- PI Dsi).Redaw I.Ive T!nI M d sl R I d 1S 21 2i ' APP SPtatect Mid rbnst rRlmi V M/ OJ Id tel �pl C ilveR vtew R V &ub i 1 I ( povaF ka Age Sh /y FecceaA Pr eeA 1 ,7 IEC ENS ii T�iSk T:exY lnclutlmsC Omer NM dCuetomer Sa l Wed Px1 ¢rx3 ttrg =.t Rap&.A--d ExecuGva RvWd�Meetings rn a GJl Na-Ga Ger m to mrrva'ntn next!hese Gttstomer Ssgr!off New Wo?ld SJw(elns Page 15 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Phase:Initiation Purpose:Engage project management,establish initial communication channels and begin planning Description of Phase: The initiation phase consists of 3 steps. During this phase,New World Systems and Customer Project Managers are assigned,communication commences and plans are made for entering and executing the project's planning phase. 9 Aegis Project Implementation Methodology i Initiation Planning Construction Transition Closing 0 16 2 srARr , ^ P,ePare 1 1—rvaa s�,twe �aM;au�aisr'oee T.m c r,u riots" r l q n NI N w NWS i3 d 7 u c m Pha,e I Ki ea s 1 par�n ,� o,rtlamsye:am me u a i cal. system nn r, ,, ManaPsment s � Y G 12 to NerFn•m Nkraul Parf 6 tliW Cd.etG 6e15 P-1 cnnhacrt Peaat 0 p TnmUve &System ArielyW, s-P&T ming DO..b@r, EConmmon { 3 i i i s 19 3 Conti Ga l ve C41^Cw'F'raDraft NrojaCA Canfield Master tau ktl 4aia j PtfRN Ap} k McN7 Meetleiy � tu!nnsapemant F{aa i P0s4Vvrtehopa,rE Qnn P:imne .e; A., i i 5 T P rtoei Baia � 2 i Pinatas Prry� � C vEe Waa S ear auwl Caiwl t H t Gar &ion Ctesly Reetlax i LIueT I Ing Ai'.rxiV6.lae '�, N R Mrd 75 r21 z 2h 1 pPP Pm„i M d Conslrudion V r0Y a V tla 1 Ga Plla i Piss .:.. �callus Review ($ CI Sub i Sw t(6f i LEGENQ T k l tl,s Cnsir�rner \ NWS 6 Cusormer Se”i t Moab g tt Q R 9' A Vhunzetl { l Ta*,!s F,xorutive R—Meelenys ':, irea GN N.G.D. an to rove'n lWhere � cur--sOPneft NG'Z(t )1ZG ,`+^,;?`Cc'17ZS Page 16 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 1:Conduct Initial Customer Phone Call Overview:Within 1 week of Customer Agreement execution,a New World Systems Professional Services Manager will telephone the Customer for an introductory phone call. The following will be discussed during the call: 1. Welcome to New World Systems and extend a thank you for their partnership 2. Overview of professional services and organizational structure 3. Discuss Formal Kickoff(Step 5)and project timelines 4. Question and answers New World Systems responsibilities:The Professional Services Manager is responsible for this task. In preparation for this call,the following will take place: I. Review Turnover Document(internal document) for Customer contact information and general overview of the project 2. Call Customer and schedule meeting 3. Contact Customer by phone at the agreed upon date and time 4. Notify New Account Sales or Customer Care Manager that initial contact with the Customer has occurred 5. Send a follow-up email to the Customer re-capping highlights of the meeting Customer responsibilities:None Inputs(prerequisites): 1. Turnover Document created within 48 hours of contract signing. The Professional Services Manger posts the Turnover Document to project folder. Outputs(completion criteria): 1. Phone call with Customer 2. Follow-up email to Customer a. Copy to New Account Sales or Customer Care Manager 3. Update status of project. Neu.) S3)lr_'tns„ Page 17 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 2:Perform Internal Turnover Overview: During this step,the assigned New World Systems Project Manager will coordinate an internal kickoff meeting with key staff members associated with project planning, development and implementation. Key staff members include: 1. New Account Sales/Customer Care Manager 2. Solution Consulting Practice Manager(s) 3. Solution Consulting Administrative Assistant 4. Systems Assurance Manager 5. Release Manager 6. Project Manager 7. Professional Services Manager 8. Data Conversion Manager 9. Interface Manager 10.Customer Support Account Manager 11.Others as needed New World Systems'responsibilities:Individual responsibilities are described below: Project Manager 1. Review the Customer Agreement and Customer Agreement Assessment Report 2. Review Turnover Document 3. Coordinate and schedule meeting 4. Create and distribute meeting agenda 5. Conduct meeting 6. Document follow-up items 7. Create Issues/Risk Tracking Log Other New World Systerns Employees 1. Prior to the meeting, each attendee will review all project related information, i.e. Customer Agreement,internal documentation,meeting agenda,etc. 2. Attendees will prepare questions and observations requiring further discussion 3. Attend meeting and discuss agenda items 4. Document and follow up on any items requiring their attention Customer's responsibilities:None blNew LY/t>t 1d ,,,s1'nzs' Page 18 k Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Inputs(prerequisites): 1. Turnover Document(internal document) 2. Agreement 3. Meeting agenda 4. Project Manager assigned 5. Customer Agreement Assessment Report(internal document) 6. Initial Project Variance Report(internal document) Outputs(completion criteria): 1. Tracking system updated with entries for Customer\contract deliverables 2. First iteration of the Issues/Risk Tracking Log , wWbrld '.�slenzs' Page 19 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 3:Conduct Pre-Kickoff Meeting Overview: During this step,the Project Manager will coordinate a meeting with the Customer. The objectives for this meeting are: 1. Introduction of New World Systems'Project Manager and executive management team 2. Set date for Formal Kickoff(Step 5) 3. Describe key teams/groups and identify their roles and responsibilities during the project 4. Discuss expectations of Customer and New World Systems a. Senior Customer Leadership will be required for Executive Project Reviews and signing Approval to Proceed documents b. Project timeframes 5. Discuss Aegis Project Methodology Overview 6. Discuss site preparation 7. Discuss kickoff agenda 8. Obtain topology diagram of Customer's network 9. Complete Approval to Proceed New World Systems'responsibilities:The Project Manager is responsible for arranging and coordinating the meeting. Customer's responsibilities:Attend meeting and be prepared to discuss agenda items. Supply updated topology diagram of the network. Inputs(prerequisites): 1. Pre-Trip Report(if conducted onsite) 2. Agenda Outputs(completion criteria): 1. Post-Trip Report(if conducted onsite) 2. Follow-up email(if conducted remotely via conference call) 3. Updated Project Plan with Formal Kickoff activities defined 4. Supporting documentation 5. Defined Project Managers,Executive Manager and build team roles 6. Customer supplied topology diagram the network New World.S,wierrr.s" Page 20 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Approval to Proceed Overview:The Aegis Project Methodology consists of 30 distinct steps and a successful implementation requires the project team move through these steps in an orderly manner. Approval to Proceed documents are checkpoints during the project implementation that confirm the Project Management team is in agreement that all steps of a phase are finished and the work completed will be a solid foundation for the next phase of the implementation.Signing Approval to Proceed documents allow the project team to begin work on the next phase of the implementation. Without all required signatures the team is unable to continue the implementation until all questions are addressed and all project team signatures are obtained. Project team signatures required are: 1. Customer Project Manager 2. Customer Executive Manager 3. New World Systems Executive Manager 4. New World Systems Project Manager New World Systems responsibilities:Executive Manager and the Project Manager are responsible for signing the Approval to Proceed document. Prior to requesting signatures,the contents of this document should be discussed with the Customer to ensure that any questions have been addressed and exceptions are incorporated into the document. Customer responsibilities:Executive Manager and the Project Manager are responsible for signing the Approval to Proceed document. As this event approaches it is critical the Customer review the current project phase to ensure all steps have been completed. Any exceptions should be identified and acceptable resolution plans included in the sign-off document. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Approval to Proceed Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Signed Approval to Proceed (requires Project Manager and Executive Manager signatures from New World Systems and Customer) 3. Copies of Approval to Proceed documents distributed to all parties .UezU t�'C�9^lel S`l sl rrr,,. Page 21 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Phase: Planning Purpose: Create and approve the Project Plan Description of Phase:The Planning Phase consists of 6 steps. During this phase,New World Systems and Customer Project Managers organize the project,establish project teams,conduct system analysis,confirm requirements,develop the Project Plan and obtain senior management approval. Aegis Project Implementation Methodology Initiation Planning Construction Transition Closing 41n oe e sz sa STAftT PreC C,c d,! f eatery .. are IntBYni -Js Cu6W ar BUiid 1 – 8* Go AU 1 Usr –#r G5 d. t Execuirvn [ Tam C fig re$Ystam� i 7 � i � � t Cr a- Ilial [ Cunl funnal Peat milSYe NN56ddiurt4 (' Werns Phn f S¢hgJ BT I � ffiGCiLNN J k dwali KrrkaR 8yslem Aa t j C9nf Gurc Sys`tetYl -ti M nr3P'nrani`�) � z = P rl 11 .s perfn 5 Gt eCcnduat Gea I I F--.,, d C Dirac' Petfar n i j �t� Trenrarer c &&Ys(em MelYss Setup&T alnrny CJI &des 3 _. 17 19 C nd e .� C rk tPrt'• Da¢P Jec�. Caiitlurl l�Hast 0 da P is F=o:h MiGsafl Meeting MEnegemenk Plan FdeG i Cn velsl0.e t ,, n n 20 Pine 4a ProJveS... P � Pedu mTrr�Uwnol I Orrt7 uir tCo- ft i a is 1 I r I b6)P Prelsct MU C retnmt v My redV id rel i C;c pi PI n Exacu[vtn Review R etA 111 Sub 11 b ts) i Il I AW-d to ,Ji Appm'vaF fo"; ApWavaf t<J 7 A cora t6 �Prcceed � Pm7essl � Yfaceai .. � Pmxed LEGCN� i T T .ILa ausmxie' M4N4&C stUruar 9 L 1 hf il b y ft It is fl ip'&ea F,=—nevew tulaatings 6cI Na(�b becsen to rrrove'rla next Phase `1:r sa a9dgnnti Veiv Wb ld S d a Z.b. Page 22 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 4:Conduct Discovery Overview:The purpose of this step is to discover and review the Customer's business practices, environment and workflow to transition them into the new software. During discovery,New World Systems will identify differences between the Customer's operational environment and Aegis application workflow to forecast changes that may be required when implementing CAD, LERMS,FRMS,CMS or Mobile. New World Systems responsibilities:The New World Systems Project Manager is responsible for the following: 1. Conduct various discovery meetings with Customer work groups 2. Document the Customer's work processes, workflow and outputs (including state reporting) 3. Update the Project Plan 4. Create Discovery/Project Management Plan Customer responsibilities:The Customer is responsible for the following: 1. Site preparation(conference rooms,audio visual equipment,etc.) 2. Meeting coordination with supervisors and subject matter experts to support all contracted modules and functions,including but not limited to: a. Dispatch b. Records e. Detectives d. Fire e. Corrections 3. Attend and participate in review of the Business Process Review Inputs(prerequisites): 1. Pre-Trip Report 2. Discovery Project/Management Plan template(Software Analysis Document template) 3. Workflow and process information gathered from the Customer during discovery meetings 4. Customer Agreement 5. Turnover Document Outputs(completion criteria): 1. First Draft of Discovery/Project Management Plan 2. Updated Project Plan 3. Post-Trip Report Ohl New WCn LCA`s�j.wlem�t� Page 23 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 5:Conduct Formal Kickoff Overview:During this event,New World Systems and the Customer will formally launch the project. Key events of the kickoff include: 1. Presentation of the overall implementation strategy to build team 2. Review of project scope(agreement)with Customer project management 3. Executive overview with executive management New World Systems responsibilities:The New World Systems Project Manager is responsible for preparing and disseminating all materials for the formal kickoff. Additionally,the Project Manager will review the agreement with the Customer project team to ensure expectations are mutually understood. In addition,a New World Systems Executive Manager will meet with agency command staff to establish a relationship at the upper management level. Customer responsibilities:During this step,the Customer is responsible for the preparation of the room where the kickoff meeting will be held,provide adequate staff to review the agreement and arrange a meeting between the New World Systems Executive Manager and agency command staff. In addition,the Customer will assemble various build teams. Inputs(prerequisites): 1. Pre-Trip Report(if conducted onsite) 2. Customer Agreement 3. Kickoff presentation 4. Kickoff packet 5. Communications Plan Outputs(completion criteria): 1. Post-Trip Report(if conducted onsite) 2. Updated Issues\Risk Tracking Log 3. Updated Project Plan 4. Review and Approve Formal Kickoff sign-off document Page 24 1VC�1) C rZG� '�"l''6tt.i' Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 6:Perform Software&System Analysis Overview: The purpose of this event is to review the various work processes and noteworthy findings identified during discovery and examine their'fit into the New World software product. Additionally,it will serve as an instrument to surface any major differences in functionality between the existing workflows and the New World software product. Finally,this event is conducted to identify,understand and document requirements relative to the following(but not limited to): 1. Hardware requirements 2. Custom enhancements 3. Interfaces 4. State reporting requirements(IBR,UCR,Accident Reporting) 5. Mobile computing 6. Agency-specific reports(internal management reports,public inquiries,etc.) 7. Data conversion 8. GIS implementation This event will normally overlap with the discovery process. New World Systems responsibilities:During this event,the Project Manager(or designee)will meet with Customer staff and review requirements for the various items listed above. Once complete,the Project Manager will document the requirements and distribute the information to the appropriate members of the implementation team. The documents to be distributed include: 1. Hardware requirements 2. Custom Enhancements a. Requirements Document(s) 3. Interfaces a. Requirements Document(s) b. Interface Control Documents(s) 4. State Reporting Requirements(IBR,UCR,Accidents) 5. Mobile Computing a. Mobile Checklist 6. Agency Specific Reports a. Customer report library 7. Data Conversion(see step 14 for details) 8. GIS Implementation a. Mapping Packet Once compiled,documents will be provided to the Customer for review. 71 Now W>?ld,S",,'s1t�ms' Page 25 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Customer responsibilities:The Customer will be responsible for the following: 1. Coordinate meetings with the groups associated with the above items 2. Provide the necessary technical specifications on interfaces 3. Provide complete user stories for custom enhancements 4. Provide liaison support with agencies and vendors required to support interfaces 5. Provide liaison support with the state to support state reporting requirements(IBR,UCR, Accidents,etc.) 6. Identify any non-standard Aegis reports not yet identified or included in the Customer Agreement 7. Provide appropriate technical staff necessary to complete the Mobile Checklist 8. Review final Requirements Document(s)submitted by New World Systems and identify specific issues in writing Inputs(prerequisites): 1. Pre-Trip Report 2. Interface Control Document 3. Discovery/Project Management Plan 4. Mobile Checklist 5. Topology diagram of Customer's network Outputs(completion criteria): 1. Post-Trip Report 2. Completed Requirements Document(s) 3. Updated Project Management Plan 4. Mobile Checklist completed 5. Signoff on all Requirements hiNew VkYrId S Sl E;'tb s' Page 26 k Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 7:Draft Project Management Plan Overview:The purpose of this event is to review the various work processes identified during the discovery process,examine their fit with the Aegis application and document how the processes will combine with the overall implementation to make an effective solution for the Customer. Additionally,the Project Management Plan will act as an instrument to record differences in functionality between existing workflows and the Aegis application. Finally,the Project Management Plan will be a comprehensive narrative of the overall implementation. New World Systems responsibilities:During this process,the New World Systems Project Manager will meet with the Customer's project team and review the work processes documented in the Discovery Process(step 4)and Software and System Analysis(step 6). In addition,the Project Manager(or their designee)will compare existing work processes to the New World Systems software. The Project Manager will then draft and publish the Project Management Document. Customer responsibilities:During the analysis meetings,the Customer will provide subject matter experts to participate in various sessions. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Requirements Document(s) 3. Information referenced from legacy system(s)as well as New World Systems software 4. Issues\Risk Tracking Log 5. Discovery/Project Management Plan Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Updated Discovery/Project Management Plan 3. Updated Project Plan 4. Updated Requirements Document(s) 5. Updated Issues\Risk Tracking Log blNew W()1ld 5';.stelat. Page 27 k Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 8: Finalize Project Plan Overview:Based on the information gathered regarding the Customer's current operations and how the Aegis application implementation needs to occur in order to be successful,a final Project Plan must be developed that maps out the activities,deliverables and deadlines required by the project team. New World Systems responsibilities:The New World Systems Project Manager will finalize the Project Plan to meet the requirements of a successful implementation,while establishing clear ownership of activities,deadlines and timeframes for each step of the implementation. The Project Plan provides detailed instructions to the entire build team and,once approved,is the guiding light for all project activity going forward. 1. Review with Customer personnel the identified implementation tasks,priorities,inter- dependencies,team members,resources and other requirements to establish the final Project Plan 2. Supporting documents,the Discovery/Project Management Plan and the Business Process Review,are updated as part of this step because all three documents are reviewed as part of the acceptance criteria to move the project to the construction phase as defined in step 9,Review and Approve Project Plan. Customer responsibilities: In tandem with New World Systems project personnel,analyze identified requirements of the Project Plan and make such implementation decisions as are reasonably required to finalize the plan. Inputs(prerequisites): 1. Customer Agreement 2. Issues\Risk Tracking Log 3. Project Plan 4. Business Process Review 5. Discovery/Project Management Plan Outputs(completion criteria): 1. Updated Project Plan 2. Updated Discovery/Project Management Plan 3. Updated Business Process Review New Wbr1;Sj,,,5 ems' Page 28 oil Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 9:Review and Approve Project Plan Overview:The objective of this task is to finalize the Project Plan based upon the activities and work processes discovered during the planning phase. The resulting document defines the specific project tasks,timelines for completion and ownership of each activity throughout the remainder of the project. New World Systems responsibilities: 1. Prepare the final Project Plan and deliver to Customer 2. Review the Project Plan with Customer personnel and make mutually agreed modifications 3. Upon mutual acceptance of the Project Plan, establish the document as the baseline for the remainder of the project Customer responsibilities: 1. Review the final Project Plan and document any specific deficiencies found with the plan within ten(10)business days 2. Sign off on final iteration of the Plan by Customer Project Manager and Executive Manager Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Initial Build Plan 3. Final Project Plan Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Final accepted Project Plan 3. Signed Approval for the following: a. Business Process Review b. Requirements Document(s) c. Discovery/Project Management Plan d. Project Plan e. Interface Control Document(s) f. Mobile Checklist g. State reporting In. Data conversion i. Geo-File New World S` ,,7Bms' Page 29 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Approval to Proceed Overview:The Aegis Project Methodology planning phase consists of six distinct steps. These steps are critical to establishing the overall plan to implement the Aegis application and identify any concerns that must be addressed to ensure the software is adopted by the user base. At the conclusion of the Planning Phase,the Approval to Proceed document is used to confirm project management is aware of the final Project Plan and what will be required of every team member in order to successfully implement the Aegis application. The signature of each manager represents their commitment to making sure their respective members of the build learn will be able to meet the requirements of the plan. Signing Approval to Proceed documents authorizes the project team to begin work on the next phase of the implementation. Without all required signatures the team is unable to continue the implementation until all questions are addressed and all project team signatures are obtained. Project team signatures required are: 1. Customer Project Manager 2. Customer Executive Manager 3. New World Systems Executive Manager 4. New World Systems Project Manager New World Systems responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. Prior to requesting signatures,the contents of this document should be discussed with the Customer to ensure that any questions have been addressed and exceptions are incorporated into the document. Customer responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. As this event approaches it is critical the Customer review the current project phase to ensure all steps have been completed. Any exceptions should be identified and acceptable resolution plans included in the sign-off document. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Approval to Proceed 3. Final Project Plan 4. Business Process Review 5. Discovery/Project Management Plan 6. Formal Kickoff sign-off document 7. Review and Approve Project Plan sign-off document Neru LYlcrrlcl 5nzst rata Page 30 11 hk Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Signed Approval to Proceed (Requires Project Manager and Executive Manager signatures firom New World Systems and Customer) 3. Copies of Approval to Proceed documents distributed to all parties Ink ZGZ 1ttYY1.' Page 31 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Phase:Construction Purpose: Execute the Project Plan to build,configure and review the system to verify system readiness. Description of Phase:The Construction Phase consists of 12 steps. During this phase,New World Systems and Customer Project Managers lead the project,coordinate project team activities,communicate direction,report on project progress and monitor resources.The team's focus during this phase is to execute the Project Plan. Customer and New World Systems project teams install the system,configure the application,prepare data conversions and lay the groundwork to migrate to the Aegis application. 9 Aegis Project Implementation Methodology Initiation Planning Construction Transition Closing 6 F 2 G;7—T—) _.y ltd tilnscavMY �.,.. p¢ti parslrvtemal �--p.I C s BaNdl I - Cond aU nducf Ecuwe 'Crem C ty .Systen T p kzwiew 17 17 Zra Gs 1 1 11101 5 lY9s'rORYI sYa BR 1� !rm*1 T stl an to t CaM formal NWBBadt " CCu 1 rPhorvn hIG N r SBmp&T Cnnfp+arr syBtem tBCse LY A— + nt C.5I1 L Sys€em Atl \j Mena,+e nest 2 6 11 8 i 8igr of '1 )t rn¢I PSK 5 pwo Gatduat Geo-fr PY Me(cnaac1 Fn la Tn�+wee ,s Svt alwabsis Sabep&Tainlog nlfvBrameB or,rpun Wa,h.p G m 1 A Pe!f Etat 241 3 25 M Hn P J oI ( G4nV£a9 f Nd—, :nctlnnsl CnM GIP IGa- r j Pt AnNYsls De Y9n kewlaw � liveT 3dig R d ? i5 21 t 2b l AflPnrd�a. + Md Cant ct n V* dWidsi Ga pl t al ExBeuon aawew R acs I satrml f l F ztRmx'Ssrnt i 3 s A .ro..,� f Rryp+maE /A.rAnuvafb hpprcrvai to IEGENU wR cl,sra+nBr wws euswrnsrsa- ee M s swt�p k a' n,,.ff r 6 Lx five Revex Meeii�s mu &NaGa pci^ion.a rtrove'mW APhase Gus--Sftd New World S I)s1em ' Page 32 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK The methodology diagram indicates that each step of the Construction Phase follows the previous step but many ofthese steps occur concurrently. kINew Wbrld,Yvster ns' Page 33 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 10:Prepare Internal Team Overview: During this portion of the implementation,the Project Manager meets with the New World Systems build team and discusses the requirements of the Project Plan and their individual responsibilities to deliver a successful project. New World Systems responsibilities:The New World Systems Project Manager will be responsible for the following: 1. Prepare and coordinate the team briefing 2. Prepare internal Statement of Work 3. During the meeting, the Project Manager will review the Business Process Review, Discovery/Project Management Plan,Project Plan and Statement of Work 4. The Project Manager will review with the individual team members their roles and responsibilities associated with the implementation Customer responsibilities: None Inputs(prerequisites): 1. Agenda 2. Statement of Work 3. Initial Build Plan 4. Turnover Document 5. Customer Agreement 6. Issues\Risk Tracking Log 7. Project Plan 8. Business Process Review 9. Discovery/Project Management Plan Outputs(completion criteria): 1. Updated Project Plan 2. Updated Issues\Risk Tracking Log NewworZd,`3vs1ems, Proprietary andContdeed I CITY OF ELGIN,IL STATEMENT OF WORK Step 11:Perform System Setup&Train System Administrator Overview:During this step,New World Systems validates and finalizes the Customer's hardware configuration,software requirements and implementation. The result of this effort is documented in the Site Plan. New World Systems will install Licensed Standard Software on Customer supplied servers and configure system to meet Aegis specifications. In most situations this is completed in two distinct stages. The first stage is Aegis/MSP and a second stage for Mobile. New World Systems responsibilities:Configure the system as required and provide knowledge transfer to the System Administrator. For Aegis/MSP,New World Systems will install and configure the CAD/RMS/Fire/Corrections Server/Client and train Customer personnel on configuration procedures. I. Verify with Customer personnel the computer processor(s),operating system software, third party software,associated workstation requirements,printers,network communications and other related components supplied by Customer 2. Document the required site resources(e.g.,facility,power,network,cooling,etc.) necessary to operate the Aegis application;as part of the review,New World Systems will make recornmendations for necessary site modifications to meet minimum operating requirements for the Aegis application 3. Review with Customer minimum requirements for mobile data devices and workstations as identified in the Customer Agreement 4. Train Customer to install client workstations,administer servers,manage disaster recovery systems and review any other items of concern related to hardware and software configuration 5. Provide Customer with a Site Plan that includes the following: a. Identification of any special space requirements b. Functional system diagram,showing a high level view of the New World Systems Standard Software subsystems and their associated hardware For Mobile,New World Systems will install and configure the Mobile Management Server/Client,the Message Switch and train Customer personnel on configuration procedures. 1. Install and configure mobile client software on five(5)Customer-supplied computers 2. Train Customer to install mobile client software on additional computers 3. Address any questions that arise during the installation of the baseline software New WvrlGd S,,, 1enis' Page 35 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Customer responsibilities: 1. Provide Customer Technology staff to assist New World Systems with the Site Plan 2. Provide,upon request,information on existing hardware and operating system software components and terminal networks,as well as projected utilization statistics and other information reasonably required to validate final hardware requirements 3. Review the final hardware and operating system configuration with the New World Systems project team 4. Review New World Systems'recommendations regarding any existing communications networks and workstations and make any reasonable modifications identified by New World Systems to ensure compatibility with the equipment and system to be installed 5. Ensure hardware is ordered,delivered,and installed prior to scheduling New World Systems'System Assurance visit on site 6. Have information technology support staff on hand for knowledge transfer and to help address any concerns encountered during the system installation 7. Install and configure the mobile software on additional mobile computers Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. System Support Documentation 3. Customer supplied topology diagram of the network Outputs(completion criteria): 1. Site Plan 2. Test and production environments are ready to use 3. Post-Trip Report(if conducted on site) 4. System Set-up and Administration Training signoff document blNew World S'usleni.s Page 36 , Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 12:Conduct Geo-File Setup&Training Overview:New World Systems will recommend procedures to support the loading of Customer- supplied GIS data for use in the Aegis/MSP software and assist the Customer with the initial load of GIS data.As part of this step,New World Systems will provide a GIS overview of GIS components,where they are installed and discuss a plan for updating the GIS data within the Aegis/MSP software. Customers are responsible for continuous updates of the GIS data used in the Aegis/MSP software. The Customer will need to have the appropriate ESRI desktop software of ArcEditor or Arelnfo in order to conduct the initial GIS data load and ongoing maintenance of the data. The ArcEditor or Arclnfo software roust be available for use by the Aegis/MSP Customer Support Center to assist the Customer with GIS data support. New World Systems responsibilities: 1. Obtain from Customer the New World Systems required GIS data containing address point layer(optional)and street centerline layer geocodable by the systems proposed geocoding service. The supplied address point and street centerline layers need to be geocodable by ESRI's US—One—Address—with—Zone and US—Streets—with—Zone Locator Services 2. Obtain from Customer all appropriate required polygon boundary layers representing Police Beats,Police ORI,Fire Quadrants,FDID,EMS Districts and EMS ORI,Common Name,Alias,and Hydrant layer 3. The GIS Implementation Specialist will assist Customer in loading/importing their GIS data into the New World Systems enterprise geodatabase within the Aegis MSP software; it is required that all GIS data to be used within the MSP software will be maintained in a standard SSRI data format(Shapefrles,personal geodatabase,file geodatabase)and then loaded into the New World Systems soflware or the required GIS data to be maintained directly in the New World Systems enterprise geodatabase using ESRI's ArcGIS ArcEditor or ArcInfo desktop software 4. Create a New World Systems enterprise geodatabase using the Customer-supplied GIS data 5. Create an ArcGIS Server service using the Customer-supplied GIS data 6. Create the CAD and Geoverify MXDs according to the modules that were purchased 7. Copy the MXDs and Address Locators to the appropriate folders on the New World Servers 8. Set up the Map Settings form under MSP MaintenanceAGIS to reflect the new Customer GIS data 9. Create at least one Venue under Venue Maintenance 10.Associate the Area Polygon Layers 11.Geoverify a few addresses to confirm geocoding and the return of cross streets within CAD New Wu dd Sy)slems' Page 37 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK 12.Conduct a GIS Overview for the Customer 13.All required GIS layers for Mobile In-Car Mapping will be available for export from ArcCatalog by the Mobile Professional Services person assigned to setting up In-Car Mapping 14.Training and documentation for updating the GIS data within Mobile In-Car Mapping will be provided by the Mobile Professional Service person doing the initial set up Customer responsibilities: 1. Provide New World Systems with the required GIS data containing address point layer (optional)and street centerline layer geocodable by the systems proposed 2. Provide New World Systems all appropriate required polygon boundary layers representing Police Beats,Police ORI,Fire Quadrants,FDID,EMS Districts and EMS ORI,Common Names,Alias,and Hydrant 3. Assume responsibility for both initial GIS data development and ongoing GIS data maintenance 4. Provide a GIS point of contact responsible for ongoing GIS maintenance 5. Provide the above-specified GIS data for import/load into the New World Systems enterprise geodatabase 6. Provide any other GIS data for use within the New World Systems software at the time of the initial import/load into the New World Systems enterprise geodatabase 7. Provide all ESRI Desktop software ArcEditor/ArcInfo and any associated systems software licenses and workstation equipment necessary for the initial import/load of the GIS data into the New World Systems enterprise geodatabase 8. Provide trained staff to make GIS data changes or corrections in support of GIS Implementation 9. Be solely responsible for the content and accuracy of the supplied GIS data Inputs(prerequisites): 1. GIS Implementation Packet 2. GIS Conference Call Agenda 3. GIS Data Review Document 4. Detailed specifications of required changes or additions to Customer GIS data to ensure compatibility within the Aegis application Outputs(completion criteria): 1. The New World Systems Standard Software GIS Implementation has been successfully completed with Customer-supplied GIS data 2. New World Systems demonstrates to Customer the Aegis application is working correctly with the loaded Customer GIS data NeuZ W>rld,S'' ale ms' Page 38 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK 3. New World Systems has provided Customer with the appropriate GIS Overview necessary for ongoing maintenance and uploading of the GIS data within the Aegis application going forward Note. Data errors in Customer-provided GIS data will not prevent task completion.However, inability of New World Systems'application to correctly use Customer's properly formatted GIS data will prevent task completion. Note: New World Systems'GIS team along with the Aegis/MSP Customer Support Center,through the New World Systems Project Manager,will continue to be available to support Customer's ongoing GIS Implementation until Go-live. After go-live,support services are provided through the Aegis/MSP Customer Support Center. N6"LU311c1.`').;4t tt2.c" -- Page 39 Proprietary and Confidential CITY OF ELGIN,1L STATEMENT OF WORK Step 13:Conduct Master File Workshops Overview:During this event,New World Systems will conduct master file workshops for designated Customer personnel to acquire the knowledge necessary to configure and set up the various modules included in the Customer Agreement.(There will be a minimum of one session per each major module.) Decisions regarding the configuration of the Aegis application are made in each master files workshop. The Build Plan documents these decisions and the activities required in order to configure the software to meet the Customer's needs. Each phase of the Build Plan consists of several tasks that are necessary for the software to be in a state of readiness prior to the start of end user training. The Build Plan is an iterative document that is updated after each master files workshop. New World Systems responsibilities: 1. Make up-to-date user manuals available to workshop participants 2. Instruct Customer personnel,including the system administrator,on configuration of the various contracted modules 3. Based on events and activities completed during the master file workshops,New World Systems'build team members will modify the Build Plan to accommodate required changes Customer responsibilities: 1. Convene a build team for the respective workshop 2. Attend and participate in the master files workshop 3. Assist New World Systems'build team in the design of the Build Plan 4. Configure and setup software based on the Build Plan Inputs(prerequisites): 1. Pre-Trip Report 2. Workshop reference material 3. Build Plan 4. Training room with computers running Aegis application Outputs(completion criteria): 1. Post-Trip Report 2. Updated Build Plan 3. Build Plan signoff upon completion of each workshop 4. Updated Issues\Risk Tracking Log 5. Updated Project Plan New World.5,y,l/ins` Page 40 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 14:Perform Data Conversion Analysis Overview: Using the established guidelines from the contract, prepare Customer and New World Systems for data conversion and migration. New World Systems will analyze Customer source data,and develop and deliver a Data Conversion/Migration Plan. New World Systems responsibilities: 1. With Customer assistance,New World Systems will analyze existing Customer source data. During this analysis process,New World Systems will determine compatibility with the Aegis database structures and the viability of a conversion or migration to the Aegis database 2. Develop and deliver a Data Conversion/Migration Plan.The plan will identify data sources to be converted,data sources to be migrated,database types,database design and any detected data mapping concerns 3. If required,develop change order that reflects differences between the Customer Agreement and Customer's desired data conversion Customer responsibilities: 1. Provide New World Systems with a representative sample of the data to be converted on mutually agreeable transmission media a. Assist New World Systems in analyzing source data b. Live in source system 2. Review the Data Conversion/Migration Plan Inputs(prerequisites): 1. Data Conversion Packet 2. Sample data from Customer 3. Master File Workshop completed for all modules requiring conversion to the Aegis application(Up2 Win projects are excluded from this requirement) Outputs(completion criteria): 1. Data Conversion/Migration Plan 2. Customer review and sign off on the Data Conversion/Migration Plan 3. Signed change order,if required Page 41 NCZUC1PlG� Jlal(:y y' Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 15:Mid-Construction Executive Review Overview: During the Construction Phase it is important that communication across all project team members be open and honest. On a regular basis,the build teams are engaged in significant activity but executive management is not always aware of the iterative progress of the project. Mid-Construction Executive Reviews provide an opportunity for New World Systems and Customer's management teams to meet with the project management team to review overall progress,confirm decisions and air any concerns regarding the Aegis implementation. Executive sponsorship is critical to ensure the project build team remains focused on delivering a successful implementation. If the construction phase of the project is significant it is probable that there will be two or more Mid-Construction Executive Review meetings during the construction phase to ensure constant two-way communication is open,honest and beneficial. New World Systems responsibilities: 1. Prepare updated Project Plan 2. Review the Project Plan with Customer personnel and make mutually agreed modifications;provide Build Plan,Business Process Review and Discovery/Project Management Plan as supporting documents to Project Plan 3. Review Issues\Risk Tracking Log with Customer personnel to assess impact of concerns on overall implementation Customer responsibilities: 1. Executive management and project management staff to participate in scheduled Mid- Construction Executive Review meeting(s) 2. Review current project documents in order to facilitate effective dialogue during meeting Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Build Plan 3. Customer Agreement 4. Issues\Risk Tracking Log 5. Project Plan 6. Business Process Review 7. Discovery/Project Management Plan Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Updated Issues\Risk Tracking Log 3. Updated Project Plan New W3?ld S,sl(?ni.r Page 42 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 16:Customer Build/Configure System Overview:During this step of the Construction Phase,the Customer will configure the software based on the Build Plan developed during the master files workshop. New World Systems responsibilities:The New World Systems build team will provide remote assistance should the Customer need additional assistance setting up the software,interfaces and state reporting. Customer responsibilities:The Customer will configure and setup the software using the Build Plan as a guide. Customer must complete the entry of all data in the various modules prior to starting user training. Inputs(prerequisites): 1. Build Plan 2. Master File Workshop build instruction materials 3. Remote assistance,if required,by members of the New World Systems build team 4. Configuration requirements for interface operations 5. State reporting requirements including data requirements, contact information, data submission deadlines and transition plan Outputs(completion criteria): 1. Configured software including interfaces and state reporting(IBR,UCR,Accidents) 2. Signoff from Customer that Customer Build/Configure System step is complete 3. Updated Build Plan New Worlcl,)'y Ici 131s` Page 43 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 17:New World Systems Build/Configure System Overview:During the completion of step 16,Customer Build/Configure System,the Customer will identify certain activities that require action by New World Systems staff in order to meet Build Plan requirements. These activities include configuration of interfaces,implementation of NCIC formats,installation of state accident forms,etc.Once the Customer has completed their portions of the Build Plan,New World Systems will need to complete the remaining Build Plan activities. New World Systems'responsibilities:Based on the Build Plan,New World Systems'build team members will provide installation support in order to bring the required application functionality on-line. Customer's responsibilities:Provide assistance to the New World Systems build team to address any concerns encountered during the implementation of outstanding Build Plan deliverables. Prior to the start of this step,the Customer Project Manager needs to be able to document areas of concern regarding the Build Plan in order to direct the activities of the New World Systems build team to complete this step. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Build Plan 3. Issues\Risk Tracking Log 4. Project Plan 5. Business Process Review 6. Discovery/Project Management Plan Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Updated Build Plan 3. Updated Project Plan 4. Updated Issues\Risk Tracking Log Ne tv WO1 ld,b ysloP7 Bs" Page 44 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 18:Provide Customer Agreement Deliverables Overview:New World Systems will provide Customer requested standard software enhancements and/or custom software(including interfaces and state reporting)as described in the Customer Agreement. New World Systems responsibilities: 1. New World Systems will provide standard software enhancements through standard software upgrades 2. New World Systems will provide custom software through standard software upgrades and/or through scheduled component installation 3. New World Systems will provide training for enhancements and/or custom software Customer responsibilities: 1. Provide resources to perform software upgrades when enhancements and custom software is available,including interfaces and state reporting 2. Provide resources to assist with enhancements and/or custom software component installations 3. Attend training as required 4. Provide written sign-off upon completion of this step Inputs(prerequisites): 1. Approved Requirements Document(s) 2. Completed Enhancements and/or Custom Software 3. Customer test plan to confirm functionality of software within the scope of the Requirements Document Outputs(completion criteria): 1. Upgraded application with enhancements and/or custom software 2. Sign-off on each Customer Agreement deliverable New Wrrdd Sl sle n ' Page 45 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 19:Build Data Conversions Overview:New World Systems will provide the Customer requested Data Conversion as described in the Customer Agreement. New World Systems responsibilities: 1. New World Systems will provide the data conversion programs to convert Customer's legacy data to the New World Systems standard Aegis software for the modules specified in the Data Conversion Migration Plan. 2. New World Systems will provide Customer up to 2 test sets of converted data. Additional test sets requested will require additional conversion costs. 3. As provided in the approved Project Plan,New World Systems will schedule a conversion analysis trip and a separate data conversion test trip to Customer's location. The conversion test trip is part of delivering the conversion programs to Customer. 4. New World Systems will provide Customer with a Data Conversion Migration Plan for signoff prior to starting development of data conversion programs. No conversion programming by New World Systems will commence until Customer signs this document. Customer responsibilities: 1. Data files from Customer's current database are included in this conversion.Customer will provide a list of discrete data files with descriptions of fields or data elements in each file. 2. Supply data to be converted. 3. A data dictionary(data descriptors)containing all data elements must be provided to New World Systems for each file submitted with the media. 4. As provided in the Project Plan,Customer will provide a dedicated contact for each application area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a support person(s)whenever members of the New World Systems build team is on site regarding conversions.Roughly a one to one time ratio exists for Customer commitment and New World Systems commitment.Customer understands that thorough and timely testing of converted data by Customer's build team members is a key part of a successful data conversion. 5. Customer agrees to promptly review and signoff on the data conversions after the final test run is completed. Inputs(prerequisites): 1. Approved Data Conversion/Migration Plan 2. Data to be converted olNew Wl11d S11LSlt)ns' Page 46 kProprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Outputs(completion criteria): 1. Completed data conversion programs 2. Conversion test sign-off Nov World 5'gat,wis Page 47 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 20:Perform Functional Design Review Overview:The Functional Design Review(FDR)encompasses a hands-on review of each application within the implementation. This review is accomplished by presenting each function within the application from the user/administrator point-of-view and every project construction element as it relates to aparticular workflow process. New World Systems responsibilities:The New World Systems Project Manager will act as a facilitator during the FDR. Their main role is to make sure all the work processes identified during the business process review are discussed and demonstrated within the Aegis application. Additionally,a New World Systems Executive Manager will participate in the FDR,as well as a project review meeting with the Customer's command staff. Customer responsibilities:For the review,the Customer build team should prepare the FDR (using the New World Systems provided template)highlighting each important element of the design.The review should include: • Overview of the various work processes and the functional relationship to the software • Overview of policy/procedure/practice modification • Overview of reports • Impact on workforce • Training plan • Data Conversion Migration Plan • Cutover Plan • Hardware and Network Topology Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Functional Design Review Document Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Updated Issues\Risk Tracking Log 3. Updated Project Plan 4. Updated Build Plan 5. Sign-off on the results of the Functional Design Review New W)YLGhN/ems' Page 48 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 21:Verify and Validate Readiness Overview:The Verification and Validation process occurs prior to the start of user training. The intent is to verity the system has been configured correctly and validate that it is working as designed. New World Systems responsibilities:During this process,the New World Systems Project Manager or Application Specialist will review the system with the Customer. Each component will be reviewed,verified and validated. Upon completion,the New World Systems Project Manager or Application Specialist will sign off on each item,as will the Customer. Furthermore, upon completion of the review process,the New World Systems representative will present the Customer with a final sign-off document. Customer responsibilities:With the New World Systems representative,the Customer will demonstrate the system is setup and configured as designed. The Customer will provide final sign-off that each item has been completed. Any exceptions will be remedied or documented with planned resolution included on the sign-off sheet. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Build Plan 3. Verify Requirements Document(s)for: a. Custom Software b. Custom Interfaces 4. Standard interfaces 5. State reporting(UCR,IBR,NFIRS,etc) 6. Data conversion 7. Geo-files 8. Issues\Risk Tracking Log 9. Project Plan 10.Business Process Review 11.Discovery/Project Management Plan Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Approved sign-off the system is ready for transition phase activities Neu)Wrr lea Syslerns: Page 49 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Approval to Proceed Overview:The Aegis Project Methodology Construction Phase consists of 13 distinct steps. These steps are critical to building the Aegis application in order to function appropriately in the Customer's unique environment. At the conclusion ofthe Construction Phase,the Approval to Proceed document is used to confirm project management is aware of the overall progress of the implementation according to the Project Plan and what will be required of every team member in order to successfully deploy the Aegis application. The signature of each manager represents their commitment to making sure their respective members of the build team will be able to meet the requirements of the plan. Signing Approval to Proceed documents authorizes the project team to begin work on the Transition Phase of the implementation. Without all required signatures the team is unable to continue the implementation until all questions are addressed and all project team signatures are obtained. Project team signatures required are: 1. Customer Project Manager 2. Customer Executive Manager 3. New World Systems Executive Manager 4. New World Systems Project Manager New World Systems responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. Prior to requesting signatures,the contents of this document should be discussed with the Customer to ensure that all questions have been addressed and exceptions are incorporated into the document. Customer responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. As this event approaches it is critical the Customer review the current project phase to ensure all steps have been completed. Any exceptions should be identified and acceptable resolution plans included in the sign-offdocument. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Approval to Proceed 3. Final Project Plan 4. Business Process Review 5. Discovery/Project Management Plan 6. Build Plan 7. Issues\Risk Tracking Log 'VCZf> rllLl tizfc'rri, Page 50 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Signed Approval to Proceed (Requires Project Manager and Executive Manager signatures from New World Systems and Customer) 3. Copies of Approval to Proceed documents distributed to all parties NewWar161,S)StePnsPage 51 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Phase: Transition Purpose: Train users,perform data conversion,execute go-live and complete post-go-live activities Description of Phase:The Transition Phase consists of 5 steps. During this phase,New World Systems and Customer project teams review the system,verify and validate readiness for go-live, train users,cut over from legacy systems and complete post go-live requirements. 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LEKiENiJ �� i.�k � Tas#IrGlutlaf Cas nmer �� NN5&Ci tomvr9 G M rT it q Rai' Aullavleed �� frecu6ve Ravievt Meefurgs �� ma 6nJ Na(3o necson to n�we'nm n.xt Phase y,i- C .nmer aipnaft NewWrlld.S'!,,,slc-'ins' Page 52 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 22:Conduct User Training Overview:During this step,New World Systems Application Specialist(s)provide user training to Customer staff. New World Systems responsibilities:The New World Systems Application Specialist will provide on-site training services to assigned Customer staff. Training options include: Train-the-Trainer Training(TTT) This training consists of a New World Systems Application Specialist providing on-site, very detailed training(typically 60-80 hours)to agency representatives. The train-the- trainer course is designed to take agency-certified(either locally or by their state) trainers,train them on the New World Systems software and certify they have the knowledge base to successfully train other mernbers of their agency.This training also includes problem solving techniques to ensure an effortless transition with minimal interruptions during their training sessions.Additionally,students are provided training techniques and detailed lesson plans on their specific modules. Subject Matter Expert Training(SME) This training consists of a New World Systems Application Specialist providing on-site training to agency selected staff who will become the in-house subject matter experts on the module being trained(typically 32-40 hours). This training option includes problem solving techniques to ensure an effortless transition with minimal interruptions during their training sessions. Students will be provided class handouts developed by New World Systems. User Training If a train-the trainer approach is not preferred,New World Systems can provide agency- defined User Training.This training consists of a New World Systems Application Specialist providing an on-site training course specific to a user's job assignment. Each course consists of agency-defined software classes needed to be proficient in their areas of responsibility utilizing the New World Systems software. Customer responsibilities:Assign and schedule appropriate staff to attend training sessions. Provide and schedule necessary facilities for training sessions.Confirm staff participation in training,as scheduled. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Training materials a. Lesson Plan b. User Guide c. Written Proficiency Examinations Page 53 NewWbr1d S;sterns Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Outputs(completion criteria): 1. Post-Trip Report(if conducted on-site) 2. Written Proficiency Examination results New World,^,:ft(-_-,Z,' Page 54 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Agreement to Go-Live Overview:Prior to transitioning the Aegis application to the live environment,New World Systems and Customer build team members agree to a final"Go/No-Go"decision. Many months of work have lead up to this event and this is a final opportunity to review the overall project status to ensure that all requirements for a go-live have been completed and the go-live event can occur with minimal disruption or risk. A"Go"decision initiates the next steps of the Transition Phase and authorizes New World Systems to provide the resources required to successfully transition the Aegis application to the live environment. A"No-Go"decision requires a review of the factors leading to the decision and New World Systems and the Customer need to identify corrective steps and plan adjustments to reach an acceptable solution to the concerns. The Project Plan must be adjusted to reflect this decision and the impact of the decision on the transition to a live environment. It is imperative the transition to a production Aegis system be a non-stressful event to the users in order for agency personnel to adopt the solution. Both New World Systems and Customer build team members have an obligation to honestly and accurately assess the system's readiness to ensure a smooth transition. If any build team member has concerns with the state of the system or the plan for go-live,it is during this process that these concerns must be addressed to the team's satisfaction prior to accepting a"Go"decision. Project team signatures required for"Go/No-Go"decision are: 1. Customer Project Manager 2. Customer Executive Manager 3. New World Systems Executive Manager 4. New World Systems Project Manager New World Systems responsibilities:Executive management and the Project Manager are responsible for signing the"Go/No-Go"Approval to Proceed document.Prior to requesting signatures,a project overview should be presented to the Customer to ensure that all questions have been addressed and exceptions have been met. Customer responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. As this event approaches it is critical the Customer review the current project phase to ensure all steps have been completed. Any exceptions should be identified and acceptable resolution plans included in the sign-off document. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Approval to Proceed 3. Final Project Plan 4. Business Process Review XelvW«rld S),slern.s" Page 55 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 23:Perform Data Conversion Overview:Using the established guidelines from the contract,execute the data conversion to migrate data from legacy systems to the Aegis application. Depending on Project Plan requirements,this conversion can be completed in one or two phases as part of pre-live,live or post live operations. New World Systems strongly recommends the data conversion occurs during the go-live event. New World Systems responsibilities: 1. Follow established Data Conversion/Migration Plan.The plan will identify data sources to be converted,data sources to be migrated,the database type,database design and any detected data mapping issues or exceptions 2. Execute Data Conversion as outlined in Project Plan to ensure legacy data can be accessed on production systems as confirmed through previous conversion tasks completed as part of steps 14 and 19 Customer responsibilities: 1. Provide New World Systems with access to production server and window of down-tine required to execute conversion 2. Analyze data and document any discrepancies or concerns with data conversion 3. Provide dedicated internal contact for support and assistance with data conversion operations Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Data Conversion Packet 3. Approved Data Conversion/Migration Plan Outputs(completion criteria): 1. Customer review and sign off on Acceptance of Data Conversion 2. Post-Trip Report(if conducted on site) 1Vezr,World 5' 6��tts° Page 57 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 24:Conduct Go-Live Overview:With assistance from New World Systems,Customer goes live on modules and interfaces identified in the Agreement and as documented in the Project Plan. New World Systems responsibilities: 1. Build team assistance for all modules going live(i.e.CAD,LERMS,CMS,FRMS and Mobile.) 2. Assist Customer in preparing production server for go-live a. Run SQL go-live script b. Set counters c. Other maintenance tasks 3. Provide final updates,if any,to the following: a. Standard software b. Custom Software c. Hardware d. Interfaces e. State reporting f. Data conversion g. Geo-files 4. New World Systems on-site staff cleared to depart Customer site 5. Reliability test(per exhibit Hof contract)begins. Customer responsibilities: 1. Customer goes live with appropriate modules identified in the Agreement 2. Provide build team members to assist with go-live for each of the modules going live as first line support 3. Provide feedback of reliability test(per exhibit Hof contract). Inputs(prerequisites): 1. Pre-Trip Report 2. Signed Go-Live Approval to Proceed document 3. Standard software 4. Custom software 5. Interfaces 6. State reporting 7. Data conversion 8. Geo-files 9. Pre go-live preparations a. System preparation b. Team preparation c. Preparatory meeting with Customer New WUr ld S^.l'w'nls' Page 58 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Outputs(completion criteria): I. Post-Trip Report(if conducted on site) 2. Updated Issues\Risk Tracking Log New Wbrltl c,t5ee'Pl s Page 59 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 25:Conduct Post Go-Live Training Overview:During the initial go-live event users often focus on a small set of operations required to complete the basic functions of their assignments. New World Systems has determined that post go-live training is critical to assist users with expanding their use of the Aegis application. During post go-live training,users are reminded of the advanced features of the application and have an opportunity to interact with New World Systems staff to determine best practices for ongoing application operations. New World Systems responsibilities: The Project Manager works with the Customer to identify areas requiring post go-live training. Many times,Customer's support activity will identify areas of concern where users may be struggling with the application. The Project Manger will review the Customer's support history as well as work with the Customer's Project Manager to identify areas that should receive post go-live training. The New World Systems Application Specialist will provide training services to assigned Customer staff using remote tools(Webex,NetMeeting,etc.)or on site as required. Customer responsibilities: Work with the New World Systems Project Manager to identify areas of refresher training required and assign appropriate staff to attend training. Schedule training date,time and facilities for refresher training. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Contact with Customer to establish training needs 3. Training materials a. Lesson Plan b. User Guide c. Written Proficiency Examinations Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Written Proficiency Examinations Page 60 �� 'n )"GP72sProprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 26:Compliance Submission(s) Overview:As part of normal operations,agencies are required to submit crime statistic reports to the state(IBR,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. As part of the construction of the Aegis application,New World Systems works with the agency to implement state reporting rules. The first full test of these rules occurs 60 to 90 days after go- live,when agency personnel are ready to submit the first month of data. State reporting and editing can be a significant challenge and to assist Customers with this event New World Systems schedules and assigns an Application Specialist to assist the Customer with their first submission process. This must occur 60 to 90 days after go-live to ensure the Customer has data for submission to the state. New World Systems responsibilities:A New World Systems Application Specialist will provide training services and support to assigned Customer staff to submit,edit and correct state required statistical crime reports. Customer responsibilities:Identify primary and secondary staff responsible for submission and correction of state reports. Also,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. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. State contact for submission management 3. A minimum of 60 days of live operation on the Aegis application 4. Documented state submission requirements 5. Training facilities 6. Agency staff identified as primary and secondary parties responsible for state submission Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. State submission within accepted error rates blNew wild Sj<°fenzs Page 61 k Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Approval to Proceed Overview:The Transition Phase consists of distinct steps. These steps are critical to deploy the Aegis application in the production environment. At the end of this phase,the Aegis application is considered fully live and functional in the Customer's environment with all required components delivered and operational. At the conclusion of the Transition Phase,the Approval to Proceed document is used to confirm project management is aware of the overall deployment of the Aegis implementation and the delivery of the application has met the requirements of the Project Plan and contract. The signature of each manager represents their concurrence that the Aegis application is complete and fully operational. Signing Approval to Proceed documents authorizes the project tearn to begin work on the Closing Phase of the implementation. Without all required signatures,the team is unable to continue the implementation until all questions are addressed and all project team signatures are obtained. Project tearn signatures required are: 1. Customer Project Manager 2. Customer Executive Manager 3. New World Systems Executive Manager 4. New World Systems Project Manager New World Systems responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. Prior to requesting signatures,the contents of this document should be discussed with the Customer to ensure that all questions have been addressed and exceptions are incorporated into the document. Customer responsibilities:Executive management and the Project Manager are responsible for signing the Approval to Proceed document. As this event approaches it is critical that the Customer review the current project phase to ensure all steps have been completed. Any exceptions should be identified and acceptable resolution plans included in the sign-off document. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Approval to Proceed 3. Final Project Plan 4. Business Process Review 5. Discovery/Project Management Plan 6. Build Plan 7. Issues\Risk Tracking Log qlNew World,`1,sfons' Page 62 k Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Signed Approval to Proceed (Requires Project Manage and Executive Manager signatures from New World Systems and Customer) 3. Copies of Approval to Proceed documents distributed to all parties 14cszv iXr leX.5`.tt::b172sPage 63 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Phase:Closing Purpose: Review the project,approve closure,disengage project management and formally transfer Customer to Account Management Team Description of Phase:The Closing Phase consists of 2 steps. During this phase,the New World Systems Project Manger 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 Customer. Aegis Project Implementation Methodology Initiation Planning Construction Transition Closing o u z �17TButldf CaTaam C fq .5gstemT T. Co d m Irdtlsl r Pmt nn Sy Eern m eertta .a t Coad f rsmal ( NW9 P ild 1 Cu.i mee PNrne IgC4pfl ,. } Satsp&T In 46n(igum 3Yst¢rU 99 �'6� AtwAlet'd� cnn � _ i sus€em ns nm' � 1 �nrem 2 s t2 e v arcs Pax i ns! Perto SoR Can t,*hg P ae r haC pen o In T me+rer ssrs; A arosm parrammg n Iverasra�s i. a° `,-,-- se�n a I to d coca ca-� C auctPrt= r,.oranPen� cannuterl B ora rsF'nat>zur'f , WCIwRPlaeling� Manog LRlan i flie Wr*PIk6Yiop4 [[ Fnal€.SPr4Jec2 } Prtorm FYab Per(Yn4Y 4riai Cbndu?Pos[G4 j PI I Cm�vtas+m n-tsn Re,I—r liva'r ui 1 A (( h Mw 2i 2r' MBJ C Yv tnlCfl9n VOY a Vara t Ce APF P PrPt 1 Gxoeative l2nvVavr k i l l Sub P.on(s) L eeem '- P etlis " '" dim LEGEND j k Tek Tas&Inc w;es Cnsmmer i— &Cusbme'Sa- E uaf Mem rg flh'U t R q" Auti»rizetl T.-1 ua Reviver trk±e4ngs m a GN Nato f34c s Un.a Rnr.'ntn rant Ph. c-- New ,veno,Se.r New Wbrld,Sv `(?112S' Page 64 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 27:Conduct Executive Review Overview:During this step,the New World Systems Project Manager will schedule a project review meeting with executive staff of New World Systems and the Customer. New World Systems responsibilities: The New World Systems Project Manager will coordinate a meeting,either via teleconference or on site,to review the project status and ensure New World Systems has met the expectations of the Customer's executive management. The project will be closed by confirming all tasks within the Project Plan have been completed or transitioned to the Account Management Team. Customer responsibilities:Invite appropriate executive management to attend the meeting. Review all tasks in the plan with the New World Systems Project Manager. Inputs(prerequisites): 1. Pre-Trip Report(if conducted on site) 2. Agenda 3. Project Plan 4. Issues\Risk Tracking Log 5. All previously executed Approval to Proceed documents Outputs(completion criteria): 1. Post-Trip Report(if conducted on site) 2. Project closure sign-off document �� tVG'il Wbrl6�.5�,slenz�'' Page 65 Proprietary and Confidential CITY OF ELGIN,IL STATEMENT OF WORK Step 28:Transition to Account Management Overview:During this event,the New World Systems Project Manager will schedule a formal turnover of the Customer to the New World Systems Account Management team,which includes Executive Sponsor,Customer Support and Customer Care. Many of these individuals will have been part of the project build team so this transition should be relatively seamless. The assigned Project Manager will be disengaged from the Customer's implementation project. Often this step is completed at the same time as step 29,Conduct Executive Review. New World Systems responsibilities:The New World Systems Project Manager will coordinate a meeting,either via teleconference or on site,to review the project status and transition ongoing communications with the Customer to the assigned Account Tearn. Customer responsibilities:Assign appropriate Customer staff to attend the turnover meeting. Inputs(prerequisites): 1. Schedule the meeting 2. Project closure sign-off document Outputs(completion criteria): 1. Customer Care Call Report(internal document) '� 11 eu)LY�c79^ld S-.Slcmns Page 66 Proprietary and Confidential ATTACHMENT A Ne w W rld Sys p "Vector conomy Aegis/MSP Public Safety Software Training Plan Computer Aided Dispatch(CAD) Law Enforcement Records Management(LE RMS) Corrections Management(CMS) Field-Based Reporting Prepared for: Elgin, Illinois Prepared by: New World Systems Page 1 of 41 Confidential FI- Public Paiaw Software rraining,Plan Table of Contents Introduction............................................................................................................3 CADTraining Scope.................................................................................................4 CADSchedule..........................................................................................................5 EndUser Training(Sample)...................................................................................................................................5 CADTraining...........................................................................................................6 End User Training-Classes and Training Courses...................... *..........*...............* ' * * 6 EndUser Training Classes.............................................-.......................................................................................6 CAD End User Training Courses................__............................. ...................................................__9 CADLive Support....................................................................................................9 LiveSupport...............................................................................................................................................................9 LERMS Training Scope...........................................................................................10 LERMS Schedule..............................................i....................................................11 Train-the-Trainer.....................................................__.........................................................................................11 SampleSchedule............................................................-.....................................................................................12 LERMS Training.....................................................................................................13 End User Training-Classes and Training Courses........................................._ ....................................13 LE RIMS End User Training Classes...............__.........................__ ..............................................................14 LERMS End User Training Courses .................... ...................... ................................................22 LERMS Live Support..............................................................................................24 LiveSupport......................................................._..................................................................................................._24 CorrectionsManagement Training Scope...............................................................25 Corrections Management Schedule.......................................................................26 Train-the-Trainer.......................................-...........................................................................................................26 SampleSchedule..... ........................................................................................................__.............................27 Corrections Management Training.........................................................................28 End User Training-Classes and Training Courses ...........................................................................28 Corrections Management End User Training Classes....................................................__.......................................29 Corrections Management End User Training Courses.......................................................................................___32 Corrections Management Live Support..................................................................34 LiveSupport.............................................................................................................................................................34 Field-Based Reporting Training Scope....................................................................35 Field-Based Reporting Schedule.............................................................................36 Train-the-Trainer.,.. ...............................................................................................................................__36 SampleSchedule...............1.............................. ..................................................................................................37 Field-Based Reporting Training..............................................................................38 End User Training-Classes and Training Courses................. ..........................................................38 Field-Based Reporting End User Training Classes ....................................................................... ...........39 Field-Based Reporting User Training Courses............................................. ........................ ....................41 Field-Based Reporting Live Support.......................................................................41 LiveSupport ..................................................................................................................................................41 Page 2 or 41 Confidential Public Safety Software 7r<inkig flan Introduction New World Systems understands that training is a necessary and critical event in the lifecycle of a software implementation; it is the cornerstone of user acceptance and understanding. In addition, the ease of ongoing support is directly related to a successful and effective training program. Conversely,an ineffectual training program can make for a very tedious implementation and requires extensive support. Therefore,it is critical that every effort be made to ensure a successful training program. Successful training starts with an environment that is conducive for learning. Experience has taught us that an effective student-teacher ratio is eight to one, respectively. Because of the intensive nature of the instruction, coupled with the highly interactive approach, the class size must be manageable. Eight has proven to be a very manageable size(ten if absolutely necessary).If the classes consist of more than 8-10,a second instructor is needed. Along with the class size, the room configuration is also important. We have found we can achieve maximum efficiency and effectiveness if the instructor can see what the students are doing at all times and can move freely throughout the room. By having the student seating arranged in a horseshoe configuration (students facing their monitors with their backs to the instructor), the instructor can observe what all students are doing at all times,thus ensuring no student fails behind or wanders off into an area not yet discussed. The diagram below depicts the optimum configuration: Screen o 7ot 7 Projector 0 PCs(facing Instructor) 0 Instructor I Page 3,fTl S ConMential PuhkSafeh,,,oftware I raining Piar, CAD Training Scope The scope of this plan consists of a two part approach,that is: 1. End User Training 2. Live Support During the End User Training portion,New World will conduct training courses for the personnel that will be utilizing the Computer Aided Dispatch software. The final stage is Live Support. A live support schedule will be determined by department management. New World will provide on-site support during the initial phase of go live. i i I Page 4 of 41 L Confidential Pr.a Ac Safety Software Training plan; CAD Schedule End User Training(Sample) End User Training will consist of 20 hours-two 8-hour days(with a one hour lunch break)and one 4-hour day. There should be no more than 10 students in a class.Each student must have their own workstation. Review the chart below for details: Mon Group 1 090-1800 Lh — Group 1 0800-1800 Group 1 0800-1200 Group 2 1300-1700 Group 2 0800-1800 Group 2 0800-1800 CO User Trommig Group 1-Student's Name 2 3 4 6 7 _ -9 — - 9 10 — Group 2-Student's Name 11 12` 13 14 -- - 15 _ 16 _ 17 _ 18 18 20 V'LL`Ivok-lef Page 5 of 41. IN Confidential i P,,. he Safety Software Tralrfing Nan CAD Training End User Training—Classes and Training Courses End User Training Classes The following is a list of classes(Lesson Plans)that users may need to take in order to be proficient using New World's Computer Aided Dispatch software. The"Hours"column represents the duration of each of the classes,if being presented in a classroom environment. CAD103 CAD Basic Windows Functionality ®2 Description: This class provides an overview of basic windows functionality,geo-verification,grid functionality,and basic toolbar functionality. This class is designed as a prerequisite and MUST betaken by anyone' j planning on using the CAD software. **Refer to New World's detailed CAP Lesson Plan for further details on this topic. CAD104 CAD Basic Call Taking 4 Description: This class provides the necessary tools for a call taker to gather and record information on a call,get the information to the i Dispatcher in a timely fashion,and how to message another user,as needed. i **Refer to New World's detailed CAD Lesson Plan t1CAD104 for further j details on this topic. CAD105 CAD Basic Dispatching 4 Description:Designed for the Police Dispatcher,this lesson covers the basicroncepts;of receiving a call,recognizing recommended units, how to override the recommended unit or add additional units as needed,how to dispatch,en route,and arrive the units,how to change togny other unit status,and how to clear the unit off of the call. In addition,this class covers how to retrieve data from a cleared or cancelled call. **Refer to New World's detailed CAD Lesson Plan#CAD105 for further details on this topic. CAD106 Advanced Dispatch Functions and Techniques 4 Description: This class continues where lesson plan CAD105 ends. It contains the additional functionality of New World's CAD application, as it applies to various dispatching concepts. In addition,this lesson Page C of 41 At'b1JAVhrt`lf''7 -- -- _, Confdential-� Public Safety Soffivare'f rai i g Plan i plan covers Scheduled Activity,Notepads,Hazardous Materials, Contact Cards and locating personnel based on their individual skill set. Prerequisite:CAD105(CAPS Basic Dispatching) **Refer to New World's detailed CAD Lesson Plan#CAD106 for further details on this topic. CAD107 Additional CAD Functionality and Mapping 4 Description: The class focuses on two areas of CAD—additional functionality and creating events and calls for serOcefrom the Map Control Panel. Some of the topics covered include inquiring on calls for service from the map,changing unit statuses within the Map Control Panel,creating calls for service from the Aft Control Panel and Automatic Vehicle Locator(AVL)if necessary. The E911 Call Queue will also be discussed in detail. **Refer to New World's detailed CAD Lesson Plan#C4D107 forfurther details on this topic. CAD108 CAD Basic Fire/EMS Dispatch 4 Description: Designed for the FirelEMS Dispatcher,this lesson covers the basic concepts of receiving a call,recognizing;recommended units, how to override or substitute pieces of apparatus or equipment if necessary,how to dispatch,en route,and arrive the apparatus,how to change apparatus assignments,and how to clear the apparatus off of the call. In addition,this class covers how to retrieve data from a cleared or cancelled call. **Refer to New World's detailed CAD Lesson Plan#CAD108 for further details on this topic. CAD109 Global Jackets(A Law Enforcement Records function within the CAD 4 software) Description: If required by the agency,the students will receive instruction on the various Global Jackets within New World's software. The course will include Global Jacket inquiries for subjects,vehicles, businesses and guns.This class also includes creating jackets for each of the jacket types. **Refer to New World's detailed CAD Lesson Plan#CAD109 far further details on this topic. CAD110 Optional Modules TBD Description: Training on the following modules will depend upon the agencies contract: • BOLOs Page f of 41 ,iC'tf>lii`(tP"llfWs, ConfidentW Public Safety Softwave,Training Plan • CAD Pager Interface • TDD Interface • Pro-QA Interface • State Message Switch(NCIC) • Service Vehicle Rotation • Equipment Module CAD150 Data Analysis/Crime Mapping/Management Reporting 4-8 Description:This class covers the system's ad hoc reporting capability. It includes basic text reports,map reports and exported reports to different file types,such as Excel. This class may be taught at any time,although 4-6 weeks post go live is preferred to ensure the data returned reflects accurate and correct information for Che;agency:' *The 4-hour version is the basic class,but may be extended based on the individual agency's requirements. **Refer to New World's detailed CAD Lesson Plan#CAD150 for further details on this topic. i i �'VollFlVin-lC '' 7.'.:v;.. Page 8 of 41. Confidential Public Safety Software Training Pian CAD End User Training Courses Course: Basic Computer Aided Dispatch Course Duration: One 20-28 hour course depending on the number of lessons to be included Audience: Personnel assigned to the Dispatch Center,either in a full or part time capacity Instructor: New World's Application Specialists Classes Included: Class CAD103/CAD Basic Windows Functionality; Class CAD104/CAD Basic Call Taking; Class CAD105/CAD Basic Police Dispatch;Class CAD106/Advance Dispatch Functions and Techniques,Class CAD107/Additional CAD functionality and Mapping;and Class CAD108/ CAD Basic Fire/EMS Dispatch Description: This course is designed for the end user who will be responsible for taking calls and dispatching units for the dispatch center. It covers all of the basic skills necessary to process a call for service,identify and dispatch the appropriate units or pieces of apparatus,keep track of the status of any.units or equipment responding to the call,and researching past calls for service. The class will also cover the additional features of the New World's Computer Aided Dispatch software,such as Hazardous Materials Inquiries,Contact Cards, Unit Search by Skills, Notepads, Building Watches, Alerts, BOLO's, 911 Call Queue for creating or updating calls (Including Phase 11 calls), Map Control Panel, and scheduling activities in advance. CAD Lave Support Live Support New World's will have Application Specialists on site to assist the users during their live environment for the first week. Hours will be determined by management's needs. I page 9 of 41 lf'L tit,+7Cz "iS� Confidential Pu!a4e Safety Software Training Pian LE RMS Training Scope The scope of this plan consists of a three part approach,that is: 1. Train-the-Trainer 2. End User Training 3. Live Support During the Train-the-Trainer(TTT)portion,New World will conduct a 70-80 hour training course that will instruct the students in the end user handling of the Records Management System software and prepare them for classroom instruction by virtue of successfully completing the course. Once the TT course is complete,the student trainers will train the rest of the department, as well as conduct in-house training for new personnel,as prescribed in the End User section. This training will be driven by the training needs assessment to be conducted by the agency. During the Subject Matter Expert(SME)training portion,New World will conduct a 40-hour training course that will instruct the students in all aspects of the Records Management;System software used by the agency. These students may or may not train other members of their department;however,they will have the knowledge to conduct training if necessary. These students will also be taught some basic problem solving skills. Once the SME course is complete,the students will assist their department in assuring all members are trained in their specific areas of responsibility. They will also be utilized during go-live support and thereafter as the first level department support for any questions or problems that may arise. The final stage is Live Support. Part of the responsibility of the student trainers will be to provide actual live support at the agency and/or their bureau assignments. A live support schedule will be determined by department management. Along with the in-house student trainers,New World Systems will provide on- site live support during this transitional phase: Page 0of41 Neu,,W/brid v'i`,�,� Confidential Public Safety`of ware Training Plan LE RMS Schedule Train-the-Trainer Basic Law Enforcement Records Train-the-Trainer Topic: Law Enforcement Records Train-the-Trainer Duration: One 70-80 hour class Audience: The appropriate audience consists of agency personnel who will ac(as trainers during the End User training and then will be qualified to continue the training as new personnel are hired. The qualified candidates will possess basic computer and communication skills necessary for classroom presentations and one-on-one-training. Instructor: New World Systems'Application Specialist Classes Included: Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets;Class RMS206 /Full RMS Entry-Incidents and Cases;Class RMS207/Property Processing;Class RMS208/ Inquiry and Searches; RMS209 / UCR-IBR Review and Reporting; RMS210 / Standard Reports;RMS212/Case Management;RMS213/Impounded Vehicles;RMS225/Computer Aided Investigations; RMS226 / Wants and Warrants; RMS227 / Tickets and Citation; i RMS228/Personnel;RMS224/Accidents. Description: The Train-the-Trainer class,is a hands-on course. The students will be required to demonstrate not only proficiency with New World Systems' software, but also teaching techniques and presentation skills.This is a two-week course approximately.During the first week,we will be training in the use of the Law Enforcement Records Management System products. In order to move to the second phase of instruction, the students must demonstrate proficiency using the software.The ideal students will be volunteers who have enthusiasm for the project and are prepared to participate actively in the train-the-trainer process. Pare 11 o41 Confidential Pi b5c Safety Sofiwtare Training Plan I Sample Schedule Mon 8:00 a.m.—5:00 p.m. 8 Tue 8:00 a.m.—5:00 p.m. 8 Wed 8:00 a.m.—5:00 p.m. 8 Thu 8:00 a.m.—S:OO p.m. 8 Fri 8:00 a.m.—5:00 p.m. 8 Mon 8:00 a.m. 5:00 p.m. 8 Tue 8:00 a.m.—5:00 p.m. 8 Wed 8:00 a.m.—5:00 p.m. 8 Thu 8:00 a.m.—5:00 p.m. 8 I Fri 8:00 a,m.-5:00p.m. 8 TraJner Student's Name 1 2 3 4 5 _ 6 7 8 9 i0 i I CIA P1L" 37It it 'It','i:5$ Page 12 of 41 Confidential Public.Safety Software I raining Plwr i LE RMS Training End User Training—Classes and Training Courses Below is a table that will used to create a tentative schedule for End User Training. This draft is dependent on approval from upper management of the agency. i A, ®, Time Monday 0800—1200 1300-1700 Tuesday 0800—1200 1300—1700 Wednesday 0800—1200 1300—1700 Thursday 0800—1200 1300—1700 Friday 0800 1200' i i i New Mbn"d Page 13 of 41 tt.� Confidential Public Safety Software=raining Plan; LE RMS End User Training Classes The following is a list of classes that users from the agency may need to take in order to be proficient using New World Systems'software. Class RMS203—LE RMS Basic Windows Functionality is a prerequisite for any other class. The "Hours" column represents the duration of each of the classes, if being presented in a classroom environment. If an agency certified trainer was to work with one or two individuals,the actual amount of time may be reduced. i RMS203 LE RMS Basic Windows Functionality 2 Description: This class provides an overview of basic windows functionality,geo-verification,grid functionality,and base toolbar functionality. This class is designed as a prerequisite and MUST be taken by anyone planning on using the LE RMSsoftwore. **Refer to New World Systems'detoiled L€RMS Lesson Plan #RMS203 for further details on this topic. RMS204 Jackets 4 Description: This class providesthe user with the correct functionality and current procedures for adding or maintaining a global record (individual,business,vehicle,and/orgun).Jackets are the foundation of the New World Systems LE RMS software. All names,vehicles,etc are based on this concepti If the user will be entering or modifying any data within the software,this class is a prerequisite to many of the other classes as indicated on this list, **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS204 for'further details on this topic. RMS205 Basic RMS Entry/Incidents and Cases 4 Description: This class is designed for personnel who,based on their current jobassignment,will need to manage and/or edit cases entered via the merge process to the New World Systems Law Enforcement Records Management System. This class is designed for those agencies who are utilizing the Field-Based Reporting application i (either through a mobile client or as a standalone workstation)to enter all case reports. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS205 for further details on this topic. L tdi $�3i"ILj ? r Page 14 of 41 Confidential Public Safely Software Training Plan RMS206 Full RMS Entry/Incident and Cases 8 Description: This class is designed for personnel who,based on their current job assignment will need to add a full case report into the New World Systems Law Enforcement Records Management System. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS206 for further details on this topic. RMS207 Property Processing 4 Description: This class targets those individuals who have been assigned to one of the various property/evidence units. The class will cover: adding property;using the bar-coding process(if this feature has been included in the contract);tracking the location of all property/evidence;keeping a clear audit trail of when property(,eaves ' the control of the property room and when it returns;releasing of property,either by court order or other request;and indicating any property that is either targeted for disposal or has been properly disposed,according to court orders. Prerequisite:RMS204(Glabol Jockets) **Refer to New World Systems'detpiled LE RMS Lesson Plan #RMS207 for fL,r(Oer details on this topic. RMS208 Inquiry/Searches 2 5Ascripton: This class is designed for personnel who have limited access to or have no need for any direct input into the software. Students attending are usually assigned to duties that need to retrieve information as requested or by need of a formal inquiry;but are not limited to this function. Any user may want to attend to get an overview of the software and the type of information available **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS208 for further details on this topic. RMS209 UCR/ISR Review and Reporting 2 Description:This class is designed for personnel assigned to complete the monthly statistics required by their state. The student will learn how to build reports and how to read the edit(error)messages;how to correct errors;and after a successful completion,how to submit the report to their state. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS209 for further details on this topic. Page-15 of 41 f Confidential Public Safety Software-Training Pian RMS210 Standard Reports 2 Description: This class focuses on the New World Systems standard reports that are provided with the LE RMS software. The student will be introduced to the different reports available;their output;and how to print them. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS210 for further details on this topic. RMS212 Case Management 4 Description: This class is designed for personnel and supervisors who are responsible for investigating or managing case files. The content will include: Searching for cases assigned to a personnel or bureau/detail;Assignment of cases;Monitoring and creating activity (tasks)by either the supervisor or the assigned officer;and writing any supplements to close or further describe the ongoing investigation. This will also include closing out a case due to an arrest or other authoritative reason. Prerequisite:RMS205(Basic RMS Entry f Incidents and Cases) **Refer to New World Systems'detoiled LE RMS Lesson Plan #RMS212 for further details on this topic. RMS213 Impounded Uehiales 1 Description:This class is designed for personnel that maintain information on of/impounded vehicles. At the agency's discretion, this may also include information on towed/stored vehicles as well. Thecontent:will include Searching for Impounded Vehicles,Entry of Impounded Vehicles(including necessary Global Jackets),and Updating,Impounded Vehicles when a vehicle has been released. Prerequisite:RMS204(Global Jackets) i **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS213 for further details on this topic. RMS215 Gun`Permits/Registrations 1 Description:This class is designed for personnel that maintain files related to Gun Permits,Gun Registrations,or both. Both topics work similarly,and the student will be shown how to search for existing Gun Permits or Registrations,how to enter the Gun Permits/Registrations,and how to update any existing Gun Permits/Registrations. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed RMS Lesson Plan#RMS215 for further details on this topic. P3, 41 Confidential La i Public Sa€elv Software Training Plan i I RMS216 o Pawn Shop Processing 1 Description:This class is designed for personnel that will be entering data from Pawn Slips and/or researching information from the received Pawn Slips. The content will include entering Pawn Slips, searching for Pawn Slips,and running Pawn Shop Reports. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS216 for further details on this topic. RMS217 Order of Protection 1 Description:This class is designed for personnel that will need to enter or research information received on Orders of Protection. The content will include how to search for Driers Of Protection,Entry of the Orders of Protection,and information pertaining to the software alerts that will generate to the involved parties,and all protected addresses. Prerequisite.,RMS204(Global Lockets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS217 for further details on this topic. RMS218 Alarm Management 2 Description:This class is designed specifically for the personnel that are in control of all warning letters:ond false alarm billings related to fgise alarm responses.,The content will include how the false alarms are generated to the Alarm Management module,how to search for "Unmatched Alarms",how to create Alarm Permits and how to generate warning letters and false alarm invoices. The class will also show how to update records when fines are received,or if o false alarm needs to be voided. I Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS218 for further details on this topic. RMS219 Gang Tracking 2 Description:This class is specifically designed for the personnel that oversee responsibility in gathering information related to gangs. This class will go over in depth the three aspects of the Gang Tracking module:Gangs,Gong Informants,and Gang Intelligence. The first part of the class will demonstrate how to compile information on a gang,such as lineage,members,colors,weapons of choice, proclaimed areas,members'vehicles,crime patterns,and known associates to the gang members. The second portion of the class will 41 LEI t'1J,�4 �€tt1Gl t assoc Page onfide hal Confidential Pub4c Safety Software Training Plan discuss how to enter information related to gang informants (informants are given a code to protect their identity outside of the Gang Module)and the third portion will demonstrate how to maintain intelligence that is related to the gangs. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS219 for further details on this topic. RMS221 Equipment 1 Description:This class is designed for personnel that maintain on agency's equipment—such as weapons,radar guns,cameras,toners, audio and video recorders,etc.The content will include how to enter information into the software,maintain the equipment,and assign it out to the necessary personnel. In addition,the students will be shown how to keep track of all"Activity"related to the equipments, j such as repairs,tune-ups,calibration,etc. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS221 for further details on this topic. RMS223 Field Investigations 1 Description:This class is designed for personnel who will be using the Field Investigations module asaform'of Case Management. The students will be,shown how to use this module to keep track of all leads related to a case,any contacts that are being made on the case, eyaluotion of any leads or contacts,as well as information on vehicles that may be related to thefield investigation. *Note—this can be a standalone module for entering FI cards as well. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS223 for further details on this topic. RMS224 Accidents 2 Description:This class is designed for personnel that will be entering accident reports into the New World Systems software. The accident module,in addition to being a record keeping module,will print out on the state specific report form for each agency. The content of the class will cover searching for already entered accidents,accident entry,modifying and printing of the accident report form. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS224 for further details on this topic. Vell1Model`'i ;fit, Page 18of41 - - -- Confidential Public Safety Software Training Plan RMS225 Computer Aided Investigations 1 Description:This class is designed for personnel that will be utilizing the software for investigative research. This very flexible module allows users to tie cases together and/or subjects to cases that may not have had a correlation made otherwise. The content of the class goes through the reports pertaining to Global Jacket information, Cases,and Modus Operandi. The students will be able to search for information that has been entered into the software,to use as an investigative tool. Additionally,Photo Line-Ups will be taught if part of the software package. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS225 for further details on this topic. RMS226 Wants and Warrants 1 Description:This class is designed for personnel whose duties include managing warrants. The content of the class will include Warrant Searches,Warrant Entry.managing existing Warrants as well as the various reports provided by the Wants and Warrants module. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS226 for further details on this topic. RMS227 Tickets and Citations 1 Description:This class is designed for personnel that will be entering T#ckets and Citations into the software. This module can be used for both traffic and criminal related tickets,and will provide IBR/UCR statistics if necessary for each state. The content will include the search capabilities of the Tickets and Citations module,as well as the entry of the various types of Tickets and Citations into the New World Systems software. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS227for further details on this topic. RMS228 Personnel 1 Description:This class is intended for those that will be maintaining the Personnel records for each agency. The content will include the j entry of personnel information into the Personnel module,as well as discussion on what will need to be updated as personnel are promoted,change classification,resign,etc. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS228 for further details on this topic. 1�r bf rfcl ,xr.' Page 19 of 41 Confidential Public Safety Software Train hig Plan RMS229 Training 2 Description:This class is intended for personnel that oversee an agency's training records,including the scheduling of classes and training programs. The content of the class is in three parts— creating courses for each agency(all courses are agency specific), scheduling courses in advance,and creating and maintaining training programs for personnel(such as new hires)that must successfully complete a variety of courses that may be a requirement to pass their training and probationary periods and/or for promotional opportunities. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS229 for further details on this topic. RMS230 Scheduling and Reporting 4 Description:This class is intended for all personnel that have a necessity to create,maintain,or modify the daily,weekly and monthly schedules.The content will include creating work schedules,and maintaining or modifying them as.necessarI4 Training will also be provided on using the module for employee vocations,sick leaves, shift trades,etc. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS230 for further details on this topic. RMS232 Career Criminal 2 Description:This class is intended for all personnel that maintain information on"Career,Criminals'such as parolees and sex registrants. The content will consist of how to search for Career Criminals,Entry o f the Career Criminals,and the various reports that are available within the module,such as seeing who is due for re- registering,or missed their registration deadline. Prerequisite:RMS204(Global Jackets) **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS232 for further details on this topic. RMS234 Narcotics Management 2 Description:This"specialty'class is intended for all personnel involved in the investigation of narcotics offenses. This module,which is highly secure,covers Narcotic Funds(such as'Buy Money'), Informants,and Intelligence. The class content will include information on maintaining and updating all aspects of the Narcotics Management Module and discuss that the information,including Global Jackets,are restricted to the module only,and not available to any users outside of the module. I Page,20 of 41 - - - — Conf€dentVal Public SafOy Software Training Pian Houm Prerequisite:RMS204(7779 llackets/ **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS234 for further details on this topic. RMS250 Data Analysis/Crime Mapping/Management Reporting 4-8 Description: This class covers the New World Systems ad hoc reporting capability. It includes basic text reports,map reports and exported reports to different file types,such as excel. This class may be taught at any time,although 4-6 weeks post go live is preferred to ensure the data returned reflects accurate and correct information for the agency. *The 4-hour version is the basic class,but may be extended based on the individual agency's requirements. **Refer to New World Systems'detailed LE RMS Lesson Plan #RMS250 for further details on this topic. i i I i i i j i Page 2 3,of 41 Confidential Public Safety Software Training Place LE RMS End User Training Courses Course: Basic Law Enforcement Records Training Course Duration: One 24-hour course Audience: Field Operations Bureau Personnel(including all specialized units such as Traffic, Marine, Tactical,and Mounted Units) Instructor: Agency Certified New World Systems' RMS Trainers or New World Systems' Application Specialist Classes Included: Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets;Class RMS206 /Full RMS Entry-Incidents and Cases;Class RMS213/Impounded Vehicles;Class RMS225/ Computer Aided Investigations; Class RMS226 / Wants and Warrants; Class RMS227 / Tickets and Citation;and Class RMS224/Accidents. Description: This course is intended to give the records personnel the necessary skills to perform their duties,including but not lifnited to:entering Cases,retrieving cases,responding to inquiries and distribution of reports. Course: UCR/IBR Process Tminina Ourse Prerequisite: Must take Glass RMS203/<LE RMS Basic Windows Functionality;Class RMS204/Jackets,in that order,before any other class. Duration: 14 total training hours Audience: Those personnel responsible for maintaining the state and federally mandated statistical reports Instructor: Agency Certified New World Systems' RMS Trainers or New World Systems'Application Specialist Classes Included: Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets;Class RMS206 /Full RMS Entry-Incidents and Cases;Class RMS207/UCR-IBR Review and Reporting;Class RMS225/Computer Aided Investigations;Class RMS227/Tickets and Citation Description: The student will learn the RMS software,specifically how global jackets are maintained,how case entry,statutes,and arrest records are entered,how to read and interpret the build edit message, and how to make the necessary changes to successfully submit the State and Federal mandated monthly reports. Page 22 of 41 Confidential Public Safety Sof fare 7sainlng Plan — Course: Property Control Personnel Training Course Prerequisite: Must take Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets,in that order,before any other class. Duration: 12 total training hours Audience: Officers and Civilians currently assigned to the Agency's Property Control Instructor: Agency Certified New World Systems' RMS Trainers or New World Systems' Application Specialist Classes Included: Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets;Class RMS205 /Basic RMS Entry-Incidents and Cases;Class RMS207/Property Processing; Description: This course targets those individuals who have been assigned to a property/evidence unit. The course will cover: adding property; using the bar-coding process (if part of the contract);tracking the location of all property/evidence;keeping a clear audit trail of when property leaves the control of the property room and when it returns;releasing of property, either by court order or other request;and indicating any property that is either targeted for disposal or has been property disposed,according to court orders. I I i .'`4ew w/br d f }t ,r; Page 23 of 41. Confidential t`ubUc Safety Software Training Plan Course: Investigations and Investigations Supervisor Training Course—Includes Case Management Prerequisite: Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets,in that order, before any other class. Duration: 20 total training hours Audience: All personnel responsible for reviewing cases for possible prosecution as well as those assigned to further investigate cases referred by Field Operations. Instructor: Agency Certified New World Systems' RMS Trainers or New World Systems'Application I Specialist Classes Included: Class RMS203/LE RMS Basic Windows Functionality;Class RMS204/Jackets;Class RMS206 /Full RMS Entry-Incidents and Cases;RMS212/Case Management;RMS225/Computer Aided Investigations; Description: This course is designed for Investigations and Investigations supervisors who are responsible for investigating or managing a case. The content will include, but is not limited to: searching for cases assigned to your bureau/detail; reading and reviewing the case; assignment of cases;monitoring and creating activity(tasks)by either the supervisor or the assigned officer; and writing any supplements to close or further describe the ongoing investigation. This will also include closing out a case due to an arrest or other authoritative reason. LE RMS Live Support. Live Support The plan for Live Support is to have the student trainers,as well as members of the RMS Build Team be the Subject Matter Experts(SME)for the software. They will be the first line of problem solvers during go live. New World Systems will have Application Specialists on site to assist the SMEs if there are questions or problems that they cannot resolve. I Page 2.4 of 41 Confidential Public Safety Sof#Yvan°Training Plan Corrections Management Training Scope The scope of this plan consists of a three part approach,that is: 1. Train-the-Trainer 2. End User Training 3. Live Support During the Train-the-Trainer(TTT)portion,New World will conduct a 70-80 hour training course that will instruct the students in the end user handling of the Corrections Management software and prepare them for classroom instruction by virtue of successfully completing the course. Once the TTT course is complete,the student trainers will train the rest of the department,as well as conduct in-house training for new personnel,as prescribedAn the End User section. This training will be driven by the training needs assessment to be conducted by the agency. During the Subject Matter Expert(SME)training portion,New World will conduct a 40-hour training course that will instruct the students in all aspects of the Corrections Management software used by the agency. These students may or may not train other members of their department,however,they will have the knowledge to conduct training if necessary. These students will also be taught some basic problem solving skills. Once the SME course is complete,the students will assist their department in assuring all members are trained in their specific areas of responsibility. They will also be utilized during go-live support and thereafter as the first level department support for any questions or problems that may arise. The final stage is Live Support, Part of the responsibility of the student trainers will be to provide actual live support at the agency and/or their bureau assignments. A live support schedule will be determined by department management. Along with the in-house student trainers,New World Systems will provide on- site live support during this transitional phase. I Va- CrZt f (Fl C tt <'•.�_ Page 25 of 42 Con'fidentla; Public:Safety Software TrainPng Plan Corrections Management Schedule Train-the-Trainer Basic Corrections Management System Train-the-Trainer Topjt: Corrections Management System Train-the-Trainer Duration: One 70-80 hour class Audience: The appropriate audience would consist of Correctional Officers,Correctional Sergeants or other Supervisors,and other specialized personnel,who will act as trainers during the End User training and then will be qualified to continue the training as new personnel are hired. The qualified candidates will possess basic computer and communication skills necessary for classroom presentations,and one on-one-training. Instructor: New World Systems'Application Specialist Classes Included: Class CMS303/CMS Basic Windows Functionality;Class CMS304/Jackets;Class CMS305/ Booking—Initial Booking and Releasing;Class CMS306/Booking—Main Booking and Inmate Activity;Class CMS307/Basic Jail Management;Class CMS308/Inquiry and Searches;and Class CMS309/Standard Reports. Advanced training,based on Agency's utilization of the software would include. CMS310/Commissary;CMS311/Medical Unit;CMS312/ i Corrections Case Management;CMS313/Inmate Programs;CMS314/Management and Finance Description: The Train-the-Trainer class is a hands-on course. The students will be required to demonstrate not only proficiency with New World Systems' software, but also teaching techniques and presentation skills. This is an approximately two-week course. During the first week,we will he training in the use of the Corrections Management System products. i In order to move to the second phase of instruction, the students must demonstrate proficiency using the software.The ideal students will be volunteers who have enthusiasm jforthe project and are prepared to participate actively in the train-the-trainer process. I I Page 26 of 41 Confidential Du6iic Safety Software Training Plan i Sample Schedule e. ®. - Monday 0800-1700 Train the Trainer/Week 1 CMS Software Application Tuesday 0800-1700 Train the Trainer/Week 1 CMS Software Application Wednesday 0800-1700 Train the Trainer/Week l CMS Software Application Thursday 0800-1700 Train the Trainer/Weeks CMS Software Application Friday 0800-1700 Train theTrainer/Week 1 Teaching Assignments/Teaching Technigues Sat/Sun Monday 0800-1700 Train the Trainer/Week 2 Teaching Techniques/Preparation for Training Tuesday 0800-1700 Train the Trainer/Week 2 Presentationof Assignments' Wednesday 0800-1700 Train the Trainer/Week 2 Presentation of Assignments Thursday 0800-1700 Train the Trainer/Week 2 Presentation of Assignments Friday 0800-1700 Train the Trainer/Week 2 Wrap Up and Review Student's Name ............ 1 — - 2 _ 3 S - 6 ' 8 9 - 0 - Page 2'7 of Al Aew tti)Y/Gtr'`tlIIIS' Confidential 1 PuhiicSafety Software Training Plan Corrections Management Training End User Training—Classes and Training Courses Below is a table that will used to create a tentative schedule for End User Training. This draft is dependent on approval from upper management of the agency. I ®. ®. Monday 0800-1200 1300-1700 Tuesday 0800—1200 1300—1700 Wednesday 0800—1200 1300—1700 Thursday 0800—1200 1300—1700 Friday 0800—1200 i I .it'Tf Wbi-lGf Page 28of41 Confidential i-'wkhhcSafel:y Saftwaro Training Plan — Corrections Management End User Training Classes The following is a list of classes that users from your agency may need to take in order to be proficient using the New World Systems software. Class CMS301—CMS Basic Windows Functionality is a prerequisite for any other class. The"Hours"column represents the duration of each of the classes,if being presented in a classroom environment. If an agency certified trainer was to work with one or two individuals,the actual amount of time may be reduced. Class NumW e. Hours CMS303 CMS Basic Windows Functionality 2 Description: This class provides an overview of basic windows functionality,geo-verification,grid functionality,and base tool bar functionality. This is the first class and MUST betaken by anyone planning on using the software. **Refer to the New World Systems detailed CMS Lesson Plan#CM5303 for further details on this topic. CMS304 Jackets 4 Description: This classprq'Vides the user with the correct functionality and current procedures for adding or maintaining a global record (individual and,businesses).Jackets are the foundation of the New World Systems CMS software. **Refer to the New World Systems detailed CMS Lesson Plan#CMS304 for further details on this topic. CMS305 Booking:Initial Booking and Releasing 4 Description: This class is designed for those personnel who will be responsible for the initial intake and release of all individuals that come through the jail facility. The students will learn the booking and release processes,including handling of bail/bond money for releases. Prerequisite:CMS304(Global Jackets) **Refer to the New World Systems detailed CMS Lesson Plan#CMS305 forjurther details on this topic. CMS306 Booking:Main Booking and Inmate Activity 4 Description: This class is a continuation of Class CMS305. It includes the inmate being transferred to general housing,initial classification, and creating and completing Inmate Events. Court Sentences,as well as calculating release dates will be covered. In addition,the class will cover scenarios such as Weekenders and Work Release requirements and Re-bookings. Prerequisite:CMS305(Booking.,Initial Booking and Releasing) Page 29 of 41 Confidential Public Safety Software Training Plan **Refer to the New World Systems detailed CMS Lesson Plan 7CM5306 for further details on this topic. CM5307 Basic Jail Management 4 Description: This class covers the miscellaneous modules that complete the Corrections Management System software application. They include: Correction Officer Log,Contacts,Incidents and Inmate Activity and NCIC Prerequisite:CMS304(Global Jackets) **Refer to the New World Systems detailed CMS Lesson Plan#CMS307 for further details on this topic. CMS308 Inquiry/Searches 2 Description: This class is designed for personnel who have limited. access to or have no need for any direct input into the software. Students attending are usually assigned to duties that need to retrieve information as requested or by need of a formal inquiry;but are not limited to this function.Any user may want to attend to get on overview of the software and the amount of information that is available **Refer to the New World Systems detailed CMS Lesson Plan#CMS308 for furtherdetoils on this topic. CMS309 Standard Reports 2 Description: This class focuses on the New World Systems standard reports that are provided with the CMS software. The student will be introduced to the different reports available;their output and how to print them. **Refer to the New World Systems detailed CMS Lesson Plan#CMS309 forfurther details on this topic. CMS311 Medical Unit 2 Description:This class is designed for those personnel who will be respsnsible for maintaining Medical records within the jail facility.The students will be introduced to Medical Events,Medical Questionnaires, Medical Conditions,Risks and Special Conditions. Prerequisite.,CMS304 Global Jackets) **Refer to the New World Systems detailed CMS Lesson Plan#CMS311 for further details on this topic. Page 30 of 41 Confidential Public Safety Software Training Plan Corrections Case Management ,4 Description:This class is designed for those personnel who will be responsible for maintaining Case Management Plans for each inmate, to goals,objectives and progress notes. CMS312 Prerequisite:CMS304(Global Jackets) **Refer to the New World Systems detailed CMS Lesson Plan#CM5312 for further details on this topic. CMS313 Inmate Programs 4 Description:This class is designed for those personnel who will be responsible for maintaining records of court mandated programs for each inmate or inmate requested programs. This includes adding and scheduling of courses,keeping a record dfattendance for each inmate and any scores as required for the program. Prerequisite:CMS304(Global Jackets) **Refer to the New World Systems detailed CMS Lesson Plan#CMS313 for further details on this topic. CMS314 Management and Finance 4 Description:This course is designed to train the student on the concepts of the filtancial tracking functionality of the Corrections application. When this course is completed the student will be able to track monetary deposits,transfers and withdrawals within given inmate funds and the general farfilty funds. The student will be able to generate payments to vendors and contractors to the facility as well as create checks for the disbursement of inmate funds as they are released,or for specific,payments based on facility criteria. Prerequisite:CMS304(Global Jackets) **Refer to the New World Systems detailed CMS Lesson Plan#CMS314 forfurther details on this topic. CMS350 Data;Artalysis/Crime Mapping/Management Reporting 4-8 Description: This class covers the New World Systems ad hoc reporting capability. It includes basic text reports,map reports and exported reports to different file types,such as excel. This class may be taught at any time,although 4-5 weeks post go-live is preferred to ensure the data returned reflects accurate and correct information for the agency. *The 4-hour class is the basic,may be extended based on individual agencies requirements. **Refer to the New World Systems detailed CMS Lesson Plan#CMS350 for further details on this topic. WA('tl WIJYIL/` ,e i�,c Confidential,Page 31 of 4 PualicSafety Softwares 1"raining Pian I Corrections Management End User Training Courses I Note: These are examples of how classes may be combined to create a course based on individual department needs. New World Systems'Application Specialist will work with the agency to create the agency specific courses. Course: Basic Correctional Officer Training Course Duration: One 18-hour course Audience: Correctional Officer Personnel Instructor: Agency Certified New World Systems' Corrections Trainers or New World Systems' Application Specialist Classes Included: Class CMS303/CMS Basic Windows Functionality;Class CMS304/Jackets;Class CMS305/ Booking—Initial Booking and Releasing;Glass CMS306/Booking—Main Booking and Inmate Activity;Class CMS307/Basic Jail Management Description: This course is designed for the end user who will be responsible for the day to day operations within the Facility. These users will be participating in the intake of prisoners, moving them to general housing,scheduling them for court,and other jail movement,as well as learning how to release them,as ordered by court. i Page 3Z of �'f'tIJJJ'C)r'lt.�y'# ,'i,t,�� OIL Confide ntia Pub kc Safety Software Training;Plan Course: Basic Corrections Overview and Introduction Course Prerequisite: Must take Class CMS303/CMS Basic Windows Functionality and Class CM5304/Jackets,in that order,before any other class. Duration: 8 total training hours Audience: Both civilian and sworn members of the Jail or Jail Records units and/or any other members of the agency,that will want to view and understand the Corrections Management Systems software. Instructor: Agency Certified New World Systems' Corrections Trainers or New World Systems' Application Specialist Classes Included: Class CMS303 / CMS Basic Windows Functionality; Class CMS304 /Jackets; and Class CMS308/Inquiry and Searches. Description: This course is intended to give the Jail personnel,and any other group,the necessary skills to view and understand booking'records,event tracking,including but not limited to:court data;booking history;charges;court dates;sentence information;prior events;and current inmate activity. Course: Administrative Personnel Training Course Prerequisite: Must take Class CMS303/CMS Basic Windows Functionality before any other class. Duration: 10-14 total training hours Audience: All personnel responsible for retrieving data for reports and/or information. Instructor Agency Certified New World Systems' Corrections Trainers or New World Systems' Application Specialist. Classes Included: Class CMS303 / CMS Basic Windows Functionality; Class CMS304 / Jackets; and Class CMS30B/Inquiry and Searches;Class CMS309 Standard Reports;and Class CMS350 Data Analysis and Mapping* Description: This course is designed to give a non-entry user the information to navigate through the software,retrieve data as needed,run reports from New World Systems standard reports, as well as create custom text and mapping reports as required by the department. *New World Systems will provide a trainer for the Data Analysis/Crime Mapping/Management Reporting class. New 3i'<rld :S Page 33 of 41. Confidential --- Public:Safety Software Training Plan Corrections Management Live Support Live Support The plan for Live Support is to have the student trainers,as well as members of the CMS Build Team be the Subject Matter Experts(SME)for the software. They will be the first line of problem solvers during go live. New World Systems will have Application Specialists on site to assist the SMEs if there are questions or problems that they cannot resolve. i tZU t%(�f ltd Page 34 of 41 Confidential Public Safety Software Training Flan I Field-Based Reporting Training Scope The scope of this plan consists of a three part approach,that is: 1. Train-the-Trainer 2. End User Training 3. Live Support During the Train-the-Trainer(TTT)portion, if desired by the agency,New World will conduct a two-week training course that will instruct the students in the end user handling of Law Enforcement Records and Field-Based Reporting Software and prepare them for classroom'instruction by virtue of successfully completing the course. Once the TTT course is complete,the student trainers will be conducting in-house training as prescribed in the End User section. This training will be driven by the training needs assessment to be con&fjcted by the Police Department. The final stage is Live Support. Part of the responsibility of the student trainers will be to provide actual live i support at the agency and/or their bureau assignments. A livesupport schedule will be determined by department management. Along with the in-house student trainers,New World will provide on-site live support during this transitional phase. i I i Page 35 of 43, Confidential Puizlie Safety Software s r a ning Plar Field-Based Reporting Schedule Train-the-Trainer Basic Law Enforcement Field-Based Reporting Training Course Duration: One 20 hour course per user Training iKm Train-the-Trainer #Students: Maximum number of 10 students per instructor. One computer per student Audience: Field Operations Bureau Personnel(including all specialized units such as Traffic, Marine, Tactical,and Mounted Units) Instructor: Certified New World Systems Law Enforcement Records/Field-Based Reporting Student Trainers Classes Included: Class 1/Basic MSP Windows;Class 2/Jackets;Class 3/Field-Based Reporting;Class 6/ Inquiry and Se arches;Class 4/Merge Process. I Description: This course is designed for the end user who will be responsible for entering reports or approving reports within the New World Systems Field-Based Reporting System. The student yitl learn the basics of navigating through the RMS software,conducting searches, and understand how to interpret the information contained in the record. They will also learn how to find their case numbers to enter case reports,submit reports for review,and make corrections as needed or directed from their supervisor. The supervisor will learn how to approve or'reject written reports within the software,sending the report over to the merge client for the merge process. LPage 36 oT 41 ,ruvV!,7J'/Ci Confidential PubPc Safety Software Training Plan Sample Schedule i Monday 0800-1700 Train the Trainer/Week 1 Mobile Software Application Tuesday 0800—1700 Train the Trainer/Week 1 Mobile Software Application Wednesday 0800-1700 Train the Trainer/Week 1 Mobile Software Application Thursday 0800—1700 Train the Trainer/Week 1 Mobile Software'Application Friday 0800—1700 Train the Trainer/Week 1 Teaching Assignments/Teaching Techniques Sat/Sun Monday 0800-1700 Train the Trainer/Week 2 Teathing Techniques Tuesday 0800-1700 Train the Trainer/Week 2 Preparation for Training Wednesday 0800-1700 Train the Trainer/Week 2 Presentation'of Assignments Thursday 0800-1700 Train the Trainer/Week 2 Presentation of Assignments Friday 0800-1700 Train the Trainer/Week 2 Wrap Up and Review Student's Name - 1 2 8' 4 5 ; 6 7 - 8 9 J 10 I Page 37 of 41 te7Lti'+#2zG .'s? It r� Confidential i Public Safety Sot'tware"framing Plan --� Field-Based Reporting Training End User Training—Classes and Training Courses Below is a table that will used to create a tentative schedule for End User Training. This draft is dependent on approval from upper management of the agency. Monday 0800—1200 1300-1700 Tuesday 0800—1200 1300—1700 Wednesday 0800—1200 1300—1700 Thursday 0800—1200 1300—1700 Friday 0800 1200' i I 4 t"L(' $t 7iL 4't Page 38 ct 41. Confidential PubRC r.my Software Trainmg Plan Field-Based Reporting End User Training Classes Field-Based Reporting Classes The following is a list of classes that users from the agency may need to take in order to be proficient using the New World Systems Field-Based Reporting software. The "Hours" column represents the duration of each of the classes, if being presented in a classroom I environment with a maximum of ten students allowed. If there are less than ten students,the hours may possibly be reduced accordingly. Field-Based Reporting Administrative Training 6-8 Description: This class covers the installation,configuration and on- going product/environment maintenance of the Field-Based Reporting application. FR601 *Note: This is not a typical class room environment. Class size is limited to just those personnel who will be responsible for these functions. The actual class(training)is spread over several weeks of on-site support. FR602 Print Design Class 16 Description: This highly technical class is designed to instruct the student on how to build a printed field report definition. Topics will include understanding the data fields captured by the Field-Based Reporting process and mapping them to the print design form. *Note:Advance skills needed in Word,Excel,or other third party forms design tools,as well as,a thorough understanding of form design.Advance computer skills(manipulating files and data)are required. FR603 Field-Based Reporting End User Training 4-6 Description: Designed for every officer who writes/submits reports for approval in your agency. The current configuration of Field-Based Reporting is done through a stand-along client at the station and not as a rhabife environment in the units. The class covers:starting anilor editing a case report;importing information from New World Systems Records Management Incident module;checking the report for logic errors;submitting the report for approval;checking for rejected reports;completing of any additional reports forms as needed. In addition,supervisors attending this class will learn how to: check for reports ready for review;reject a report due to errors or policy related concerns;approve a report to the next level. i **Refer to the New World Systems detailed Field-Based Reporting Lesson Plan#FR603 for further details on this topic. Page 39 at 41 c'tt Sh)?l '�rF7, Confidential Flublic Safety Software Training Plan i FR604 Merge Process 4 Description: The group of personnel assigned to this class should be those have been assigned to the specific task of completing the merge process. At the end of the class,users will be able to recognize a full or partial merge failure;how to correct a partial merge failure; how to print out a report of any failures;learn when to submit the report back to the Field-Based Reporting process for either a re- approval(submitted)or a re-write by the author of the report (rejection). **Refer to the New World Systems detailed Field-Based Reporting Lesson Plan#FR604 for further details on this topic. i I i Page.40 of 41 ,'�CC`Gti F�PY1Lf'Y" c'tF3'i Confidential i Public Safety Software Trainin_,Plan Field-Based Reporting User Training Courses Course: Field-Based Reporting Merge Process Training Course Prerequisite: Must take Class 1/Basic MSP Windows and Class 2/Jackets,in that order,before any other class. Duration: 19 total training hours #Students: Maximum number of 10 students per instructor. Once computer per student Audience: Those personnel identified as being responsible for completing the merge process Instructor: Certified New World Systems Law Enforcement Records/Field-Based Reporting Student Trainers Classes Included: Class 1/Basic MSP Windows;Class 2/'Jackets;Class 3/Field Based Reporting;Class 4/ Basic RMS Entry—Incidents and'Cases;Class 7/Merge Process and;Class 6/Inquiry and Searches. Description: This course will provide the necessary skills to successfully complete the merge process and have case and arrest reports transferred to the RMS software. They will be instructed on how to identify errors, send reports Back for corrections, or reconcile the merge errors themselves,to ensure an accurate and complete report is residing on the RMS server. Field-Based Reporting Live Support i Live Support New World Systems will have Application Specialists on site to assist the users during their live environment for the first week. Hours Will be determined by management's needs. i Pare.41 of 41 +"c tr tt2 r'lct: Confident ai G ATTACHMENT B Elgin Police Department,Illinois Preliminary implementation Pian 10 SOW Task Name ... Qi Q? __q3 04 (35 Q6 ._M-1 Mt f M2 M3 M4 M� 6.. M7 f M81 M9 Mig M11 M72 Q. MM1d Mi6 M16}(,M17 n Elgin Police Department,Illinois �� �- 1 Contract Award f'? 1 Conduct Initial Customer Phone Cali I - 3 Project Management 4 2 Perform Internal Turnover ) 5 3 Conduct Pre-Kickoff meeting I B 4,6 Discovery(On-Site),BPR Q New Worid,Elgin 7 5 Executive Kick Off I New Wodd,Elgin ___.___ S 7 Develop Master Schedule New New Woritl 9 8 Finalize Project Plan fry New ill _. 1Q 9 Review and Approve Project Plan 11 10 Prepare Internal Team 4 12 Project Status Meetings 13 Y Project Team Meeting I New World,Elgin 14 Progress Report&Status Meeting I New Worid,Eigin IS— Progress Report&Status Meeting I New Wodd,Elgin i6 Progress Report&Status Meeting - I New Wodd,Elgin 17 Progress Report&Status Meeting I New World,Elgin , I 8 Progress Report&Status Meeting I New Wodd,Elgin 19 Progress Report&Status Meeting I New World,Elgin 2B Progress Report&Status Meeting I New World,Elgin 21 Progress Report&Status Meeting I New World,Elgin 22 Progress Report&Status Meeting I New Wodd,09m 23 Progress Report&Status Meeting I New Wo11d.09m 24 Progress Report&Status Meeting I New World,Elgin 25 Project Close Out I New Worid,Elgin 28 27 Conduct Executive Review(Gose Contract I 27 28 Conduct Turnover Meeting(Account Management) I 28 29 Final Application Acceptance I 29 Project Complete ,p 3Q 39 Hardware 32 Hardware ref algSystems Assurance-Production and Test Server _ 33 11 Servers Available I New Woritl,Elgin 34 11 Operating Systems Assurance-Production Servers a New World _ 35 Operating Systems Assurance-Mobile 36�_11 Mobile Management Server(MMS)Available I New World,Elgin 37 11 insmill—figure MMS Server a New World 38� 39Gao Fit,Implementation 40 12 Send Gad File Implementation Packet �a.J New World 41 12 Review Geo File Packet G New World a2 12 Provide Maps To New Worts I Now World 43 12 Provido Beat,Fir.Quadrant boundariesQ New World Page i Elgin Police Department,Illinois Preliminary Implementation Plan ID SOW Task Name ....—.__ _Cl ..QS ._ Q6 __ 5tao _ ____.._ .,- _.___ _ NI-1 Mt M2 M3_ M4�M�i_M6_ M7 [_M8 M9 l 1 M11�Mt2__F51�1d._TM15 MI6 j MIT 44 12 Ratu�n Signed Map Data Confrmairon I New World 457_12 Prepare Geo File C_m New World 4612 Install and Test Geo File New World 47 12 Geo Fite Complete 48- 49 PHASE I-CAD and Mobile Messaging 50 CAD Implementation ... 51 13 CAD Master Files Training Q New World,Elgin 52 Build Master Files 53 i6 Vafidaiion Sets Li?Elgin 54 16 Personnel Entry (: Elgin _. 55 16 Unit Call Signs.Unit Status,Unit Types,Status Timers C,)Elgin 56 16 Call For Service Types,Priorities [ j Elgin 77 16 Questionnaires vs SRI's in CFS Types t--� Elgin 58 16 Run Cards/Fire and EMS Dispatching 3 Elgin S9 16 Security Templates and User Permissions C EI g 4n : 60 13 CAD Follow Up/Master File Review U New World,Etgin 61 17 Install PrOOA/EMD Interface T New World 62 15 Executive Review I 63 20 Functional Design Review,Customer Documents Processes 6 64 21 Verify and Validate Readiness i 65 22 Dispatcher Training(Group 1) - C New Wodd,Elgin 66 22 Dispatcher Training(Group 2) C New World,Elgin 67 24 CAD Live Support Q Elgm,New World 68 24 CAD live 0 69 25 CRD Follow Up g Eigin,New World 70 71 Mobile Applications Implementation waaaaaaw 72 Message Switch bra 73 11 Install RS/6000,Connect to Infrastructure D New World 74 11 Install Message Switch Connections to CAD,Stale,Network G New World 75 22 Mobile Train the Trainer Training Q Eigin,New World 76 22 Train remaining users Elgin —Ti—11 Install AVL Q New World 78 24 Mobile Messaging Live Suppon Q New Wodd,Elgin 79 24 Mobile Messaging Live ®, 80 Si Interfaces-PhaseI -82 15911 Interface 83 11 Determine PSAP-MSP Server Distance {„)Elgin,New World 84 11 Confirm Requirements with Installer I Elgin,New World 85 it Acquire Necessary Equipment/Cables G= New World --86- 17 Install&Configure Interface G Elgin,New World 87 CAD Pager Interface Wv Page 2 Elgin Police Department,Illinois Preliminary Implementation Pian 06 SOW ask Na e qt__ _ _ q3 q4 ID 02 OS .,88'- Contirm Requirements vnth lnstaifer -- - M11„M2 M3_ M4 MS L16 M7-[M8,fM9 _M1D.]M111 M12--Ml3- M14 t[M16, -Mte M17 Elgin,tdew Wend 894 11 Acquire/confirm Necessary Equipment ( Eigin,Now World 90 17 install&Configure Interface 1'New World R7 Encoder interface 92 11 Confirm Requifements with Installer f Eigin,New World ~93 11 R uirefcOnfirm Necessary Equipment ti]Elgin,Naw World 94 17 Install&Configure Interface New Worltl 95 NCICintedaces 96 it Get State/County Approval for Interlace { 3 Elgin - g7-.-71 Obtain WE IN -)Elgin 9& 17 NCIC Interface Installation Now World 99 17 On-Line CAD NCIC installation I New World 190 ( ) 101 Phase 11-LERMS,CMS,and Field Reporting 902 LE Records(LERMS)implementation - r 703 13 LE Records Master Files Training U Elgin,New World 104 iS Executive Review 105 Build Master Files(General&Cases) 106 76 Complete Personnel Set Up Q':Elgin 107 16 Personnel �,)Elgin - 108 16 Crime Codes1Relatmn to Statutes and UCR/BR 4!Elgin 109 16 Statutes/Inc UCR and IBR Relationship : }Elgin 110 16 Vehicle Make and Model Maintenance ( -1 Elgin 131 16 Gun Makes and Models [ " Elgin 112 16 Complete Global Subject Set Up ( `)Elgin 113 16 Complete Global Vehicle Set Up �"__j Elgin 114 16 Complete Global Guns Set Up lam;v Elgin 115 16 Complete Case Set Up/Val Sets and UCRABR C—.'-i Elgin 116 16Complete Arrests Set Up .-,)Elgin 117 16 Complete Property Set Up(non-Evidence) - ._i Elgin 118 16 Complete Business Registry Set Up C =,. Elgin 119 16 Security Templates and User Permissions ,- Elgin 120 Non Case Applications 721 13 Master Files Follow-up Training Elgin,New World 122 Build Master Files(non-Cases) In 16 Complete Ticket Set Up -, Elgin '. t24 16Complete Impounded Vehicle Set Up ;1-;3 Elgin 125 16 Complete Evidence Room Set Up : -}Elgin -m-116 Complete Training Module Set Up 3 Elgin 127 16 Complete Warrants Set Up )Elgin 128 i6 Complete Field investigations Set Up ;Elgin t29 i6 Complete Accident Set Up t , - _;Elgin 130 0 Perform Functional Design Review,Customer Documents Pj 131 y,�21 Verify and Validate Readiness - Page 3 —.._ .—..._. Elgin Police Department,Illinois Preliminary implementation Plan ID SOW Task Name Qt- ..__ Q2 _ _ _ Q3 04 _ Q5 Q6 - _. __ M-t M1 1A2 M3 kiA MS k16_ ]_M�Mg t1d70_[h111 jk1,�2 h113 tql id�M15 4,16 M17 132 22 LE Records Train-the4miner Trauting(Group 1) Q Naw Wo Id Eigm 133-22 LE Records Train the Trainer Training(Group 2) 3 New Worid,Eigin 134 22 Axillary Modules Training 4 New World,Elgin 135 22 Train remaining users on LERMS C,7�;a Elgin 138 Mist:Modules Training _ W - t37 22 Briefing Not. I New World,Elgin 133 22 Gang Tracking I New Werld,Elgin 139 24 Records Live t 0 Elgin,New World 140 25,26 Follow Up Training,Reporting Submissions Q New World,Elgfn 141 142 LERMS Be,Coding _ 143 11 Order bar code hardware O 144 16 Property Room Setup b Elgin,New,World 145 17 Insuillf nfigure bar code hardware Q New World 146 24 Begin live operation of Property Room/Bar Coding O 147 146 Corrections Implementation(CMS) 149 13 CMS Master FdeTraining ( 4 Elgin,New World 156 Build Master Files 151 16 Statutes - Elgin 152 16 Jail Facility Sat-tipElgin l 153 16 Complete CMS Set Up G µ3 Elgin 154 16 Security Templates7User Permissions (_)Elgin 155 13 Master files follow on d New World,Elgin 156 17 Bar CodingrWd tbands install and lest j New World 157 22 CMS Train the Trainer(Group 1) Q New Werid,Eigin 156 22 GMS Train the Trainer(Group 2) New World,Eigin 158 22 CMS Training for end users _ Elgin 160 24 CMS Live Support v New World 161 24 CMS Live O 162_25 Schedule Post Go Live Training(if needed) I 163 Data Analysis and Mapping Training 764 22 Data Analysis and Mapping Training a Elgin,New World 165 166 Interfaces-Phase It 167 Liv-can Intin-fit- 16V 17 Confirm Requirements with installer I Eigin,New World --1697 17 Acquire/confirm Necessary Equipment : E3. Elgin,New World 170 17 install$Configure Interface - New World 171 NCIC interfaces ®••�® 172 17 Get State/County Approval for Interface 1_' z Elgin 173 17 Obtain WS IDs Elgin 174 17 NCIC Interface Installation : Y New World fis 17 On-tine CAD NCIC Installation j New Werld Page 4 Elgin Police Department,Illinois --._. Preliminary Implementation Plan �� -- -- TD-- SOW Task Na e 1 I___-- 1 -'02 �_M6 OM7_ MS__M9 O"f b Ni Mt2 OS � ^ Sleo i_ _ .,.._ M;1_ M7 M2_ M3 M4 MS -_..._ � .1 M13. M1A M15 M1A'16[117 _15-17 - On Line Subleas Installation Q New World € /7) 17 On line Property Installation Q New World 178- 17 On-Line Orders of Protection installation j New World 179 17 On-Line Wants and Warrants Installation )Naw World - �t80 181 Custom Software-more information is needed to accurately schedule f 182_ Illinois Dept.of Transportation-Electonic Accident Submittal It- in 6 Design Interface [ ' .�Elgin,New World 184 17 develop interface €- - ,-z New World 185 17 InstalUtest Interface Elgin,New World 186 Naval-me-Personnel 187 Design Interface - -....,.:�Elgin,Naw World - _- 188^17 Develop Interface --, µ,;Vi New World 189 17 Install/test Interface F,-)Elgin,New World ( 190 Parking Ticket interface 191 6 Design Interface t _-- Elg Naw World 192 17 Develop interface - New World 193 17 NsialiR.,it interface 4 j Elgin,New World 194 ]CLEAR Interlace-Cook County Booking I 195 6 Design Interface ( y7 Elgin,New World , t98 17 Develop Interface y: -, New World - 197 17 InstallirmM Interface 3 [ Elgin,New World 198 X199 Custom Modifications to MSP Software-more information needed to z -200 Design Modifications -�,I)£Igin)200%),New Wo0d1200%) 201 Dovetop Modifications 4 �^ ,;;j New World 202 InstalUtest Modifications [ Elgin1200%),New Worid1200%) 203 204 Data Conversion 06_.14 Send data to be converted L= Elgin: 206 14 Load and verify data W New World 207 14 Oo-site analysis Elgin,New World 208 14 Data Migration Analysis �r_)New World 20--14 Approve Migration Analysis 0:Elg]n 210 14 Write conversion programs [ - New World 21114 14 Set up conversion lest environment �I New World 212 14 Build Translation Tables ;]Elgin 218- 23 Test Pre-live conversion and report Issues 0 Elgin 214 23 Fix issues!clean up data _ New World 215 23 Approve Conversions . -216 23 Run conversion on live system )New World Page 5 ATTACHMENT C CITY OF ELGIN,IL Aegis/MSP Hardware Specifications-Disaster Recovery(Dell) 10-May-10 SYSTEM HARDWARE Primary ESX Host Systems(VMware) (2)Dell PowerEdge R710 Rack Servers(2U) -(2)Intel Xeon 5550,2.66GHz,8MB Cache,1333MHz Processors 48GB Memory,1333MHz RDIMMs (2)146GB 10K-RPM Hot Swap SAS Hard Drives(RAID 1) SAS 6/iR Integrated RAID Controller (2)Broadcom 5709 Dual Port 1GB NIC w/TOE (1)Qlogic QLE2462 Dual Channel,4GB Fibre Channel HBA Redundant High Output Power Supplies DVD/ROM,SATA,Internal 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite Primary Storage Array (1)Dell AX4-5F Fibre Channel Storage Array -Single Processor Storage Array (6)30OGB 15K-RPM Hot Swap SAS Hard Drives(Supports 12 Drives) Redundant Hot Swap Power Supplies Dell Phone Assisted AX4-5F Setup (4)5M Multi-Mode FC Cables 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite Backup/Redundant ESX Host Systems(VMware) (2)Dell PowerEdge R710 Rack Servers(2U) -(2)Intel Xeon 5550,2.66GHz,8MB Cache,1333MHz Processors 48GB Memory,1333MHz RDIMMs (2)146GB 10K-RPM Hot Swap SAS Hard Drives(RAID 1) SAS 6/iR Integrated RAID Controller (2)Broadcom 5709 Dual Port 1GB NIC w/TOE (1)Qlogic QLE2462 Dual Channel,4GB Fibre Channel HBA Redundant High Output Power Supplies DVD/ROM,SATA,Internal 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite Backup/Redundant Storage Array (1)Dell AX4-5F Fibre Channel Storage Array -Single Processor Storage Array (6)300GB 15K-RPM Hot Swap SAS Hard Drives(Supports 12 Drives) Redundant Hot Swap Power Supplies Dell Phone Assisted AX4-5F Setup (4)5M Multi-Mode FC Cables 3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite SYSTEM SOFTWARE Host Systems (4)Microsoft Windows Server 2008-Enterprise Edition License (250)Microsoft Windows Server 2008-User/Device CALs (2)Microsoft SQL Server 2008-Standard Processor Licenses (2)Microsoft Word 2007 (2)Microsoft Excel 2007 (4)VMware vSphere 4 Enterprise Edition-Processor License (1)VMware vCenter Server Standard Edition (2)VMware vCenter Site Recovery Manager-Processor License t lewWorl ATTACHMENT D Time: Cost: Effort: Resource: Ir 11 1 Name/Title: Date: Signature: Name/Title: Date: Signature: CONFIDENTIAL -1- Attachment D-Change Order Request Form.docx 888 West Big Beaver Road•Suite 600•Troy•Michigan 48084-4749•248-269-1000•w .new orldsystems.com SUMMARY CLARIFICATIONS DATED MAY 15 2010 AS REFERENCED IN EXHIBIT I SUMMARY CLARIFICATIONS DATED MAY 15 2010 AS REFERENCED IN EXHIBIT I ® New World Systems fbe Atblk Sector So)Uwre Company Response to Elgin Memorandum Dated May 17,2010 1. No status changes from the police side will be transferred into FRMS. Response:This is correct;the standard Fire RMS interface only includes status changes for fire units. 2. Only fire apparatus will transfer into FRMS when a multi-agency incident is dispatched(i.e.auto accident with injuries). Response: Regardless of how CAD is configured,the interface only sends apparatus information from the responding FDiD. 3. If an incident is reopened,it will not send a new set of times to be transferred into Fire RMS. Response: This is correct;if the incident is reopened in CAD and then closed again,the interface will recognize that this incident has already been processed and will"drop"that information from being transferred to FRMS. This is intended to avoid overwriting updates that have subsequently been made to the incident in the FRMS. 4. The City of Elgin's atom numbers can be part of the geography for incidents and the atom number will transfer into Fire RMS. Response: The available response areas and geographical components(area,beat, quadrant,etc.)are defined in the New World solution using ESRI map layers. If the atom numbers exist in either a polygon or point layer,they can be part of the mapping mxd and would be available in the New World solution. This information is not part of the Fire RMS interface and is not supported by Zoll/Sunpro(see#8 below). New World can provide the functionality to get the atom number from CAD to Fire RMS via the interface provided the atom number is specified by Customer in a polygon map layer.This can be mapped to the EMS district in CAD or to a custom recommendation field and passed thru to Zoil/Sunpro Fire RMS via the interface using the interface district field. 5. New World Systems will provide future upgrades to CAD currently available to BETA sites. Specifically,as soon as possible,the City of Elgin seeks to acquire"capability based"unit recommendations such as the New World Systems CAD software Lake Forest,IL is testing. Response: All customers with a current Standard Software Maintenance Agreement (SSMA)receive software updates when they become generally available. This will be true for the City of Elgin as well. it should be noted that the software referred to above is now in the live production environment at Lake Forest. 6. The software enhancement referenced in#5 above will be supplied to the City of Elgin at no charge as soon as it becomes readily available,believe to be within the next 12 to 18 months. Response: Yes,the City of Elgin will receive software updates at no charge while under SSMA. 7. No interface is necessary between New World Systems and FireView. 1 Pm New World systems The Public Sector SojUw a Company Response: The Omega Group FireView product can be used with the New World Systems solution in a couple of ways. FireView can connect directly to the database or a copy of the database for reporting purposes. The proposed solution is built on a MS SOL Server database that is open and has plain text table and field names for easy access. Additionally,agencies can use Data Analysis and Mapping to export datasets in different formats that FireView can use. Data Analysis and Mapping supports scheduled queries and extracts so an extract can be built to run on a schedule to export the data. 8. A listing of the fields desired to be transferred from CAD to Elgin's FireRMS,Zoll,is attached to this memorandum as Attachment A. Response: Understood. The limitation to the fields that can be transferred is based on the Zoll FRMS(Sunpro)interface. The Sunpro interface uses defined messages to transfer the call for service information to the FRMS via the Sunpro message server (SMS). See the following paragraph from the Sunpro FireRMS integration guide. "Sunpro Message Server(SMS)is the"middle-ware"that receives the event download, translates it into an NFIRS 5-compatible format,and submits it to FireRMS.SMS can reside on the database server or on a dedicated box.Database traffic and ease ofmaintenance are factors to consider for putting SMS on its own box. The box does not have to be a server class box,but it should operate under Windows NT,2000,orXP." 9. Clarify again that Elgin would be able to print traffic crash receipts in the vehicle. Response: The New World mobile field based reporting software provides a forms builder tool allowing customers to create their own agency specific forms.The tool can be utilized by Elgin to create printable traffic crash receipts.New World provides training on the use of the forms builder tool and will provide this training within the scope of training hours defined in Exhibit 8 of the Agreement. Customer created custom forms are not included in New World standard software support provision.If technical assistance is requested for customer created custom forms,it can be provided on a time and materials basis. 10. Fire would like to know what format their pre-plans need to be in for the mobiles? They are assuming either.pdf or.dwg. New World Response:Any pre-plans need to be located on the mobile client for access. This would probably necessitate use of a PDF given that DWG files may not have free viewers available. Depending on how and when the DWG rile was created,it may have the Autocad watermark,which will prevent the file from being opened outside the native application. 11. Fire would like New World to provide screen shots of a mobile presentation. Specifically, what they are looking for is: A.Dispatch screen New World Response:The dispatch screen shows the call information including any alerts or hazards based on the call for service(and proximity around the location). This is a dynamic screen that updates automatically as CAD updates the call, 2 FM Wig New World systems The Public Sector Software Company Status Changes and navigation button are on lefr. The screen is laid out to maximize touch screens. L B.Status change keys(F-keys is the hope) New World Response:Change status buttons are on the left side of the dispatch screen. Status changes can also be done using function keys. C.What the map looks like New World Response:The mobile map(shown below in night mode)is designed for easy navigation to automatically plot the dispatched call. If the unit is equipped with AVL and routing is installed,the application will automatically show the route on the map and also show turn by turn text directions. All routing is dynamic(with AVL);as the apparatus drives to the location,the map automatically updates and zooms in. 3 New World Systems Uv Public Sector Software Company Status Changes and navigation button are on left. The screen is laid out to maximize touch screens. B.Status change keys(F-keys is the hope) New World Response:Change status buttons are on the left side of the dispatch screen. Status changes can also be done using function keys. C.What the map looks like New World Response:The mobile map(shown below in night mode)is designed for easy navigation to automatically plot the dispatched call. If the unit is equipped with AVL and routing is installed,the application will automatically show the route on the map and also show turn by turn text directions. All routing is dynamic(with AVL);as the apparatus drives to the location,the map automatically updates and zooms in. 3 CITY OF ELGIN,ILLINOIS 1. The Selection Team has visited other agencies using New World Systems.However,it does not feel it had the opportunity to see a system in place that offers the same functionality as that which was proposed to Elgin and would like to visit one more site.Could New World Systems recommend an agency that would be a represtative site using the RMS,FBR and JMS modules that Elgin is requesting? Please recommend the agency that can best showcase the requested functionality. 2. New World Systems has suggested that the City implement the New World Systems CAD application and said that there would not be any additional license fees because of New World Systems'contract with Kane County. a. What additional costs,such as maintenance fees,data conversion costs,implementation fees, etc.are associated with pursuing this option? b. Does the proposed CAD include all available new World CAD functionality?If not,what does it not include? New World Response: The following additional CAD modules,not included in the Kane County site license,are available: • CAD Auto Routing • CAD AVL c. Does the proposed CAD include fire dispatching functionality? New World Response:Yes,the proposed CAD includesfire dispatching functionality. d. Will you provide services to convert Motorola data into the New World System(e.g.premise history)? e. What standard interfaces are included(e.g. NCIC, time synchronization, E-9-1-1, etc.)? If any standard interfaces are not included,what is the cost for providing these interfaces? New World Response: The following CAD interfaces are included: • E-911 Interface • On-Line CAD Interface to State/NCIC New World has a number of CAD interfaces that were not licensed by Kane County. The cost of these interfaces is approximately$14,000 per interface.These include: • CAD Pager • Pictomeh y • Pre-Arrival Questionnaire • Encoder • TDD • Web EOC • Reverse 911 1 Ncnr.�torlcl.'t;�tc rtts' 1. - C,`or7,fdentiaI CITY OF ELGIN,ILLINOIS 3. If the City continues to use the Motorola CAD, what data is transferred from CAD to New World's RMS and field reporting application? New World Response:New World will import data provided from Motorola/Printrak CAD system,for closed CAD incidents.This can be expanded by using the UDT tool to export additional data elements if desired.Typically,transferred CAD information includes the following: • Call Date/Time • Call Type • Call Priority • Location(address) • Phone Number • Person(.$) • Vehicles(s) • Unit(s) • Call Narrative • Response Times To accomplish the above would require the two connections described in our RFP response and below. The first connection will be via a socket connection from the New World message switch to Motorola This interface is already in production at another site. We will take any dispatched call and the New World message switch will pick it up and pass it to the mobile client as if it was coming from our CAD system. The rest of'the workflow will be standard functionality to provide the dispatch message to the officer to start the report and make basic status changes if' desired from the New World mobile client. The second part is an interface from the Motorola Universal Data Transfer(UD T)for all cleared calls(to catch any calls that may be cleared without dispatching a unit). This will write directly to RMS and create an incident in the New World.RMS. This incident can be updated.from the mobile unit using standard mobile or field reporting functionality. With New Worhl's integrated CAD,the City of Elgin would also have the ability to change status,see other units on the unit status monitor,and update the call from the car.This is not available with the Motorola CAD interface. 4. Would the New World sales team be available for a conference call or webinar this week or early next week to discuss a few outstanding questions regarding the system's functionality? 2 Ne�i��XurCc{ ;, ft't�rs" Confidential City f Elgin Illinois Public Safety Information Systems RFP -027 Response to Questions January 28,2010 Complete Integrated Solution proven Software partner V Computer Aided Dispatch V 28 Years of Public Safety Experience V 4r:e cls Mrat,srenient V Customers in 48SWes V iy:obile Computing V 1,5004 Agencies ies Field-Based Reportint V S€ n6ficantAnsual k&D Westnten9: Information Sha6t; V redo, rdsa'ss'st€ 3rs,fvteatessorLawlb, New World I,_,stens':. The Publy,.4w to }t¢t�tzC j,anp January 28,2010 Daina DeNye Assistant Purchasing Director City of Elgin 150 Dexter Court Elgin,IL 60120-5555 Dear Daina, Thank you for the opportunity to respond to the additional clarification questions for the City of Elgin(responses attached).New World would also like to take this opportunity to update the City of Elgin with some additional items that have taken place over the last few months. 1. We have successfully rolled out our new Citizen Reporting Interface through a partnership with Coplogic.This solution can save Elgin the time of manually entering these reports. 2. Highland Park will be the first location within the State to electronically submit Crash Reports directly through our RMS,without having to rekey data or send in the reports manually. 3. This economy has been very difficult and we understand the City has gone through three rounds of employee layoffs. Budgets are very difficult and we understand that we will be evaluated based on our BAFO response submitted back in October 2009.With that said, if selected for negotiations,New World has some flexibility financially to work with the City 4. In 2009,New World added 23 new customers including three within Illinois:Orland Park,Glen Carbon and Lansing.New World has had its best three years fiom 2007 through 2009 because agencies understand the value New World provides through technology,services and ongoing support. 5. In 2009,we invested over$20 million in R&D.New World continues to invest 20%of our revenues back into R&D. With the information above,along with answers provided on the subsequent pages,we look forward to our continued involvement in your project. Sincerely, Larry Wells Greg Wandrei Strategic Account Manager Vice President of Sales Aegis Public Safety Division Aegis Public Safety Division CITY OF ELGIN,ILLINOIS TABLE eCONTENTS Page RESPONSETO QUESTIONS................................................................................................................................ I CADPROPOSAL.........................................................................................................................................................^ � Confidential CITY OF ELGIN,ILLINOIS RESPONSE TO QUESTIONS 1. The Selection Team has visited other agencies using New World Systems.However,it does not feel it had the opportunity to see a system in place that offers the same functionality as that which was proposed to Elgin and would like to visit one more site.Could New World Systems recommend an agency that would be a representative site using the RMS,FBR and JMS modules that Elgin is requesting? Please recommend the agency that can best showcase the requested functionality. New World Response:While New World has multiple cities within the Chicagoland area,most of these do not have our JMS module. Therefore,we recommend visiting Sangamon County (Springfield) as they use all of the products Elgin is requesting including RMS, FBR and JMS Sangamon has been live on our system since 2007 and is a power user"so they are more familiar with our sgftware than other customers within the State. Not only does Sangamon County have the applications you are looking.for,they also have our CAD solution in case you want to see this while you are there. Paula Tolbert,ISManager Sangamon County (217)747-5122 or(217)753-6387 p147650a co.sangamon.il us 2. New World Systems has suggested that the City implement the New World Systems CAD application and said that there would not be any additional license fees because of New World Systems'contract with Kane County. a. What additional costs,such as maintenance fees,data conversion costs,implementation fees, etc.are associated with pursuing this option? New World Response:Please see the attached proposal for CAD. The net additional cost to Elgin.for New World CAD is$0. b. Does the proposed CAD include all available new World CAD functionality?If not,what does it not include? New World Response: The following additional CAD modules,not included in the Kane County site license,are available: CAD Auto Routing c. Does the proposed CAD include fire dispatching functionality? New World Response:Yes,,the proposed CAD includes,fire dispatching.functionality. 1 Not'wb d,S'}'SfenI5 Ca:rfider ial CITY OF ELGIN,ILLINOIS d. Will you provide services to convert Motorola data into the New World System(e.g.premise history)? New World Response:Because New World has already quoted data conversion we can add the premise data conversion(see attached proposal for CAD). e. What standard interfaces are included(e.g. NCIC, time synchronization, E-9-1-1, etc.)? If any standard interfaces are not included,what is the cost for providing these interfaces? New World Response: The following CAD interfaces are included. • E-9111nterface • On-Line CAD Interface to State/NCIC New World has a number of CAD interfaces that were not licensed by Kane County. We recommend discussing these on the upcoming conference calUWebEx, allowing New World to provide any additional costs based on our findings. These interfaces include: • CAD Pager • Pictometry • Pre-Arrival Questionnaire • Encoder • •TDD • Reverse 911 3. If the City continues to use the Motorola CAD,what data is transferred from CAD to New World's RMS and field reporting application? New World Response:New World will import data provided from Motorola/Printrak CAD system,for closed CAD incidents.This can be expanded by using the UDT tool to export additional data elements if desired Typically,transferred CAD information includes the following: • Call Date/Time • Call Type • Call Priority • Location(address) • Phone Number • Person(s) • Vehicles(s) • Unit(s) • Call Narrative • Response Times 2 hikNew W%'U//G(.1.sh'ins, C,onf denfial CITY OF ELGIN,ILLINOIS To accomplish the above would require the two connections described in our RFP response and below. The first connection will be via a socket connection from the New World message switch to Motorola. This interface is already in production at another site. We will take any dispatched call and the New World message switch will pick it up and pass it to the mobile client as if it was coming from our CAD system. The rest of the workflow will be standard functionality to provide the dispatch message to the officer to start the report and make basic status changes if desired from the New World mobile client The,second part is an inteiface from the Motorola Universal Data Transfer(UDT)for all cleared calls(to catch any calls that may be cleared without dispatching a unit). This will write directly to RMS and create an incident in the New World RMS. This incident can be updated from the mobile unit using standard mobile or field reporting.functionality. With New World's integrated CAD,the City of Elgin,would also have the ability to change status,see other units on the unit status monitor,and update the call from the car. This is not available with the Motorola CAD interface. 4. Would the New World sales team be available for a conference call or webinar this week or early next week to discuss a few outstanding questions regarding the system's functionality? New World Response:New World is available.for a conference call or an on-site meeting. ff software is going to be shown during this call,we recommend this be on site,as this results in a better understanding of our.funetionality. 3 Nelle w>1161)SPL'>E77S" Confidential YYtial CITY OF ELGIN,ILLINOIS CAD PROPOSAL A. Application Software $227,000 1)Licensed Standard Software $227,000 B. Implementation and Third Party Products and Services 99,000 1)Project Management 2)Installation and Training 3)Interface Installation Fees 4)Third Party Products and Services 5)Data File Conversion TOTAL $326,000 LESS KANE COUNTY SITE LICENSE CONSIDERATION (227,000) ELIMINATION OF MOTOROLA CAD (45,000) BAFO CONSIDERATION FOR CAD (54,000) TOTAL ONE TIME COST $0 4 Confidential CITY OF ELGIN,ILLINOIS ITEM IDESCRIPTION INVESTMENT CAD 1.Aegis/MSP Combined LE/Fire/EMS CAD $144,000 Call Entry -Cali Control Panel -Unit Recommendations -Unit Status and Control Panel -Call Stacking -CAD Messaging -Call Scheduling Dispatch Questionnaire -GIS/Geo-File Verification -Hazard and Location Alerts -Hydrant Inventory -Access to Aegis/MSP LE Records -Access to Aegis/MSP Fire Records Note Pads -Rip-N-Run Remote Printing Run Cards -Tone Alerts 2.Additional Aegis/MSP Software for Computer Aided Dispatch 5 -CAD Mapping 13,000 -Data Analysis/Crime Management/Management Reporting 14,000 -Service Vehicle Rotation(Wrecker,Ambulance) 13,000 3.Aegis/MSP Third Party CAD Interface Software s -E-911 Interface 6 13,000 -On-Line CAD Interface to State/NCIC 17,000 $000TAL 00 •. rrr AEGIS LINK SOFTWARE 4.Web Applications -Web Briefing Notes(includes BOLOS) 13,000 SUWMUL AEOIS LINK WtftRE MOOMIE$ rrr s • ire 5 Ali? r World ')!s"ems, Confidential CITY OF ELGIN,ILLINOIS • •B 0 ITEM DESCRIPTION INVESTMENT IMPLEMENTATION 1.Project Management Services as required: $35,000 -Project Management -Overall consultation and communication -Monthly status reports and project updates throughout the duration of the project -Implementation Plan Covers period of 12 months from Agreement Execution 2.Up to 200 hours of Implementation and Training Services are included for: 33,000 -Software Tailoring and Set Up -User Education and Training -Other Technical Support *Assumes train-the-trainer approach 3.Interface Installation Service Fees: -Web Briefing Notes(includes BOLOS) 3,000 -911 Interface 4,500 -On-Line CAD Interface to State/NCIC 7,000 TOTALe THIRD PARTY PRODUCTS AND SERVICES 4.GIS Software 6,000 CAD -CAD Workstations using ArcGIS Engine Runtime(12 workstations) 500 ea. TOTAL '•PARTY PRODUCTSAND .rrr 6 Areca Morld S),sie.'t1Ls- Confidential CITY OF ELGIN,ILLINOIS OTHER COSTS 5.DATA FILE CONVERSIONS Data File Conversion Hourly Service Rate Fire CAD: -Buildings and Businesses 10,500 New World's Data Conversion costs assume that a maximum of A data files from all applications will be converted,all subject to the findings of the post agreement Data Conversion Analysis and Assessment Report.This report may raise or lower the estimated conversion costs based on the agreed-upon amount of files and data to be converted. • e e „ • e 1 • ��r e • • ••e •1 rrQ • •CONSMERoo FOR 1 r l l TOT4,00E TIME COST PRICING VALID THROUGH APRIL 28,2010 7 - Confidential CITY OF ELGIN,ILLINOIS MSP ENDNOTES Personal Computers must meet the minimum hardware requirements for New World Systems'MSP product.Microsoft Windows XP or later is required for all client machines.Windows 2003/2008Server and SQL Server 2005/2008 are required for the Application and Database Server(s). 3 New World Systems'MSP product requires Microsoft Windows 2003/2008 Server and SQL Server 200512008 including required Client Access Licenses(CALs)for applicable Microsoft products.Servers must meet minimum hardware requirements provided by New World Systems. s New World Systems'MSP product requires Microsoft Excel or Windows Search 4.0 for document searching functionality, Microsoft Word is required on the application server for report formatting. 4 New World recommends a 100/1000MB(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. s Does not include any required 3rd party hardware or software unless specified in Section B of this proposal.Customer is responsible for any 3rd party support. e Requires Lantronix USC 1100 included in Section B of this proposal. r Customer is responsible for obtaining the necessary State approval and any non-New World hardware and software. e Prices assume that all software is licensed. s Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. Travel and expenses are not included as they are billed at actual cost. All Aegis/MSP Customers are required to use ESRI's ArcGIS Suite 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. 8 New lvb AGI ti'J'xlenls' Confidential CITY OF ELGIN,ILLINOIS Response to Demonstration Questions 1. Can call information be transferred to the New World RMS prior to the call being closed in Motorola CAD? If Motorola has a mechanism to export the call information from their side of the interface before the call is closed,New World can write the incident in RMS. 2. When a closed call is reactivated in the Motorola CAD system what goes out to New World Mobile? Any call information that is sent over is treated as either an add or update to an existing record. If the Motorola CAD sends reactivated call information through the interface,New World will update the incident with any changes. 3. What goes to New World RMS when a closed call was reactivated,more information is added then the call is closed again? New World will write whatever data Motorola sends that is part of our incident record,regardless of whether it's an update or an add. 4. When a dispatched,open,call for service is updated in Motorola CAD does the updated information get sent to the New World Mobile? If so what information (people,Vehicle,narrative) If Motorola sends the call information out to our message switch then yes, we do update mobile. Again,any CAD to RMS or CAD to mobile interface depends more on what is sent. We will update any record at any time if we receive more information. 5. Allow field officer to send notification(by email or other)to investigator when a person of interest has contact with police. New World does not currently support this functionality. 6. Elgin Disclaimer on Lineup Card. We said no on RFP,but lineup has a disclaimer.(Elgin RFP,RMS#1386) Neiv MbrldSi! Ielns CITY OF ELGIN,ILLINOIS New World cannot edit the text on lineup. 2 New WbIld S) 7s Ohl CITY OF ELGIN,ILLINOIS TABLE OF CONTENTS emvuvn Paoo# o^mPRICING.......................................................................................................................................-----'1 TOTALCOST SUMMARY.......................... ---......................... -..........................................................................--/ BA*xomwa m RESPONSEmQUESTIONS.................................................... .........................................................................................16 INTERFACES............................................................. 18 ALTERNATIVE PRICING 20 CITY OF ELGIN,ILLINOIS BAFO PRICING TOTAL COST SUMMARY A.Application Software $600,000 1)Licensed Standard Software 1,297,250 2)Less Kane County Site License Consideration* (481,000) 3)Less Demonstration Site Discount (81,625) 4)Less BAFO Discount (134,625) B.Support Services 300,000 1)Project Management 2)Installation and Training 3)Testing 4)Hardware Assurance 5)Interface Installation Fees 6)Geo-File Implementation C.Third Party Costs 107,580 1)Embedded Third Party Software 25,000 2)GIS Software(ESRI) 5,950 3)Trancite Scene PD Accident Drawing Software 20,610 4)Hardware,System Software&Services 48,220 5)Bar Coding Scanner Kit 6,800 6)Digital Camera(Mug Shot Capture) 1,000 D.Other Costs 360,000 1)Data File Conversion(estimate) 2)Custom/Interface Software 3)Application Software Modifications(estimate) 4)Source Code Escrow Setup Fee 5)Travel and Living Expenses(estimate) *The software prices shown in italics are provided at no license fee cost to Elgin under the enterprise software site license in place at Kane County. TOTAL ONE TIME COST $1,367,580 E. 1)Standard Software Maintenance Agreement(SSMA)(Annual Cost) One-Year Warranty from Date of Delivery NC Year Cost: $120,000 Year Cost: 125,000 Year Cost: 130,000 Year Cost: 135,000 2)Additional Cost for Emergency 24/7 Software Maintenance 30,000 3)Source Code Escrow Maintenance(Annual Cost) 1,000 NOTE:New World's cost is based on all of the proposed products and services being obtained from New World. Should significant portions of the products or services be deleted,New World reserves the right to adjust its prices accordingly. 1 /VetvWorld S I rtlt'II"S Confidential CITY OF ELGIN,ILLINOIS Aegis/MSP Public Safety Software SIAI�IDAIRQ ITEM DESCRIPTION j INVESTMENT LAW ENFORCEMENT RECORDS t.AegWMSP Multi-Jurisdictional Base Law Enforcement Records -Accidents 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 Z Aegis/MSP Federal and State Compliance Reporting for LE Records -Federal UCR/IBR 3.Additional AegisiMSP Software for Law Enforcement Records -Activity Reporting and Scheduling -Bicycle Registration -Briefing Notes(includes BOLOS) -Career Criminal Registry(parolee,sex offender) -Case Management -Civil Paper Tracking and Receipting -Demographic Profiling Reporting -Equipment Tracking -Field Investigations Gang Tracking -Narcotics Management -Orders of Protection -Property Room Bar Codings -Vehicle Tracking 4.Aegis/MSP Third Party LE Records interface Software 5 -Ticket Writer interface Z New W`(Jt d.-}wleilzs° Confidential CITY OF ELGIN,ILLINOIS CORRECTIONS S.Aegis/MSP Corrections Management Software Base Package -AegisiMSP LE Records Interface Bookings -Incident Tracking -Inmate Property Tracking -Inmate Classification -Inmate Housing Mass Move -Inmate Scheduling and Tracking -Inmate Contacts(visitor,mail,phone,emergency) -Inmate Programs(courses) -Inmate Activity Log Trustee -Case Management -Corrections Officer Log -Finance Management(inmate,facility) -Jacket Processing -Business Registry -PersonneVEducation -GIS/Geo-File Verification 6.Aegis/MSP Federal&State Compliance Reporting for Corrections Includes up to 4 reports -Federal and State Corrections Reporting 7.Additional Aegis/MSP Software for Corrections Management -Officer Equipment Tracking S•AegisIMSP Third Party Corrections Interface Software s -Livescan Interface -VINE Interface ADDITIONAL PUBLIC SAFETY SOFTWARE g.Aegis/MSP Public Safety State/NCIC Interface Software 6 -Aegis/MSP State/NCIC Interface Includes 12-15 screens On-Line Modules-Includes 4 state inquiry screens -On-Line Global Subjects Interface to State/NCIC -On-Line Orders of Protection Interface to State/NCIC -On-Line Property Checks Interface to State/NCIC -On-Line Wants and Warrants Interface to State/NCIC 10.Aegis/MSP Data Analysis/Crime Mapping/Management Reporting -Base with Two Applications 11.AegisrMSP Imaging Software -Public Safety LineupsiMug Shots -Digital Imaging/Electronic Signature Capture e 3 vtv 1vol.141 S,'Sdei)IS� Confidential CITY OF ELGIN,ILLINOIS MOBILE SOFTWARE MOBILE SOFTWARE ON THE RS/6000 e 12.Communications Server(51-100 units) 13.Additional Aegis®Software for RS/6000 Communications Server -Non-New World CAD Interface(51-100 units)10 -Mobile Upload Software(51-100 units)" MOBILE SOFTWARE ON THE MSP Server 14.Aegis®Mobile Integration Software -MDT/MCT Base CAD/RMS Interface(51-100 units) MOBILE MANAGEMENT SERVER 15.Aegis/MSP Mobile Management Server Software(51-100 units) -Base CAD/NCIC/Messaging -Field Reporting Field Reporting Data Merge CLIENT SOFTWARE 16.Aegis Law Enforcement Mobile Unit Software Mobile Messaging(80 Unitsl LE State/NCIC via Switch 7 LE CAD via Switch Drivers License Mag Strip Reader/Barcode Reader Interface 12 Field-Based Reporting(80 Units) 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 LE Accident Field Reporting The following New World Report is included: -Accident(1 form) LE Accident Field Reporting Compliance Mobile Upload of Field Reports Field Investigation Field Reporting(2 Forms) Demographic Profiling Questionnaire Includes 1 New World Report APS MCT Ticket Writer Interface 4 Nc v World�4,�lI>rnls C;ornidenbal CITY OF ELGIN,ILLINOIS In-Station Reporting(10 Units) 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 LE Accident Field Reporting The following New World Report is included: -Accident(1 form) LE Accident Field Reporting Compliance NEW WORLD STANDARD SOFTWARE LICENSE FEE 1,297,250 LESS KANE COUNTY SITE LICENSE CONSIDERATION (489,000) LESS DEMONSTRATION SITE DISCOUNT (81,625) LESS BAFO DISCOUNT (134,625) IOLOUrr 5 z' etv tYo ld.S,steins £'orrfide ntla! CITY OF ELGIN,ILLINOIS REM DESCRIPTION INVESTMENT 1.Project Management Services as Required: -Project Management -Overall consultation and communication -Monthly status reports and project updates throughout the duration of the project -Implementation Plan 2.1,000 hours of implementation and Training Services to include,as required: -Software Tailoring and Set Up -User Education and Training -Other Technical Support 3.Software System Testing Functional System Testing -Interface Testing -Full System Testing 4.Windows 2003 Operating System Assurance and Software Installation:(High Availability Environment): -Install and set-up Primary Application/Database Server and Test/Training Server -Install and set-up Redundant Application/Database Server -Consult on connectivity to new or existing Windows 2003 Server environment -Verify Windows 2003 Server and SOL 2005 Server configuration compatibility, -Verify Windows XP Professional workstation configuration compatibility -Verify number of nodes in cluster -Verify network redundancy/speed 5.Interface Installation Service Fees: Remote Support: -VINE Interface In-Field Support(includes set-up and training): -Livescan Interface -State/NCIC -On-Line Global Subjects Interface to State/NCIC -On-Line Orders of Protection Interface to State/NCIC -On-Line Property Checks Interface to State/NCIC -On-Line Wants&Warrants Interface to State/NCIC -New World Mug Shots/Imaging -Ticket Writer Interface 6.Geo-File Implementation's -New World Implementation Services 1QUIL SUPPORTrr rrr 6 �a`C't[?MorlCl Y),slt'nis Confidentift8 CITY OF ELGIN,ILLINOIS ITEM IDESCRIPTION INVESTMENT 1.Embedded Third Party Software $25,000 (includes all Third Party executable components) 2.GIS Software" 5,950 Geo-File Maintenance Software(ESRI ArcEditor)isis -per workstation 3.Diagramming Software(Scene PD) 90 units @$229 each 20,610 4.Hardware,System Software&Services See attached pricing detail 48,220 5.Bar Coding Scanner Kit(2) 6,800 6.Digital Camera for Mug Shots Digital Camera 1,000 TOTAL THIRD PARTY COSTS :I � • e ITEM IDESCRIPTION INVESTMENT 1.DATA FILE CONVERSIONS Data File Conversion Pricing Estimates (Up to 15 files from the following possible sources are included) Data Conversion Analysis and Assessment Master Files: -Master Name(Jackets)-includes conversion from 4 sources -Master Property -Master Gun -Master Vehicle-includes conversion from 3 sources Police Records Management System: -Incidents Cases Arrests -Bicycle Registration -Field Investigations -Vehicle Impounds Warrants -Narrative Mug Shots New World's Data Conversion costs assume that a maximum of 15 data files from all applications will be converted,all subject to the findings of the post agreement Data Conversion Analysis and Assessment Report.This report may raise or lower the estimated conversion costs based on the agreed-upon amount of files and data to be converted. 7 Confidential CITY OF ELGIN,ILLINOIS 2.CUSTOM SOFTWARE/CUSTOM SOFTWARE INTERFACES 20 Aegis Justice Link Interoperability Engine" Third Party Software Product(Custom Interfaces) -Motorola CAD -Illinois Department of Transportation-Submittal -ICLEAR-Booking Information -NavaLine-Query -JANO(Kane County Courts) 3.APPLICATION SOFTWARE MODIFICATIONS New World has defined an estimated 540 hours(@$160/hour)for modifications in this response. Based on our experience,we assume 25%of the modifications will be approved.EPD may elect to proceed with some or all of the modifications. 4.SOURCE CODE ESCROW Setup Fee 5.TRAVEL AND LIVING EXPENSES(Estimate) Estimated 50 trips at$1,400 per trip. TOTAL VM ONE • :r MAINTENANCE ITEM DESCRIPTION INVESTMENT 1.COMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA)(Per Year Cost) Based on a 5-year plan;SSMA to begin at the end of the warranty period. (Includes Exhibit A ESRI Integration for the ESRI software that is part of Exhibit A Licensed Standard Software.) One-Year Warranty from Date of Delivery NC Year 2 SSMA $120,000 Year 3 SSMA 125,000 Year 4 SSMA 130,000 Year 5 SSMA 135,000 2.EMERGENCY 24/7 SOFTWARE MAINTENANCE 30,000 Based on a 5-year plan;SSMA to begin at the end of the warranty period. Includes support 7 days a week,24 hours a day. 3.Source Code Escrow Maintenance Fee(Per Year Cost) 1,000 PRICING VALID THROUGH 12122/09. New World S)wierr s 8 t onfidnrlfiai CITY OF ELGIN,ILLINOIS s• ITEM IDESCRIPTION INVESTMENT LAW ENFORCEMENT RECORDS 1.Additional Aegis/MSP Software for Law Enforcement Records -Index Cards 12,000 2.Aegis/MSP Third Party LE Records Interface Software 5 -Citizen Reporting Interface(supports Coplogic) 23,000 SU040TAL R150ORDS •! 111 TOTAL SOFTWARE LICENSE FEE 13'14 0 ITEM IDESCRIPTION INVESTMENT 1.APS Ticketing and Citations(80 units) -In-vehicle Pnnters and Magstripe Readers-See attached detail $96,341 2.Coplogic 26,400 -Licensing 22,000 -Support 4,400 tx s ITEM IDESCRIPTION 717,NVESTMENT 1.INDEX CARD CONVERSIONS Index Card Conversion Pricing Estimates -Base Name and Address Conversion-Five files @$2,500 each $12,500 Note:Training and Support Services costs as well as Maintenance(SSMA)costs for these optional modules are not included on the preceding pages. However,they may be easily incorporated into the proposal upon determination of the final software package. PRICING VALID THROUGH 12/22/09. NG'71)WorkI.Y1,'s1 ilP, 9 Confidential CITY OF ELGIN,ILLINOIS MSP ENDNOTES ' Personal Computers must meet the minimum hardware requirements for New World Systems'MSP product.Microsoft Windows 2000 or XP is the required operating system for all client machines.Windows 2003/2008Server and SQL Server 2005/2008 are required for the Application and Database Server(s). 2 New World Systems'MSP product requires Microsoft Windows 2003 Server and SQL Server 2003/2008 including required Client Access Licenses(CALs)for applicable Microsoft products.Servers must meet minimum hardware requirements provided by New World Systems. J New World Systems'MSP product requires Microsoft Word and Excel. ° Suggested minimum.:100MB Ethernet Network.10MB CAT5 Ethernet Network may have less than adequate response time. Further consultation would be required to assess your network. s Does not include any required 3rd party hardware or software unless specified in Section C of this proposal.Customer is responsible for any 3rd party support. ° Customer is responsible for obtaining the necessary State approval and any non-New World hardware and software. 7 Camera most meet product specifications and be procured through New World. e Requires Pentium PC,Twain 32 Compliant flatbed scanner supplied by Customer. ° Cumently supporting Motorola,Data Radio(DMP&IP),CDPD,EDACS,CDMA,GPRS,802.11 and Electrocom Mobile Communication solutions only. 10 New World provides standard APIs. Customer's CAD Vendors will be required to sign a New World Non-Disclosure Agreement. The Mobile Upload software provides for the automated upload of New World's Law Enforcement Field Reporting data over Customer's mobile data network. Customer is responsible for obtaining from their mobile vendor,the written definition and documentation of the optimal(mobile message)record size to upload laptop data over the mobile network to be used. This definition must be received within thirty(30)days of this Agreement being executed. Customer must provide magnetic stripe encoding format.Also,pricing does not include required 3rd party equipment or hardware. 13 Prices assume that all software is licensed. Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. 1J Training and Support Services are billed hourly as used.Travel and expenses are not included as they are billed at actual cost. 16 New World's GIS/Geo-File implementation services are to assist and train customers in preparing their GIS data for use within the AegisrMSP software. The AegisrMSP software requires specific GIS data layers;the customer is responsible for providing a street centerline layer and an address point layer if applicable with the required data elements. GIS/Geofile implementation services will also provide assistance in developing additional required data layers such as police beats,fire quadrants,EMS Districts etc. The GIS data provided by the customer must be in industry standard ESRI format. If some of the required data elements are not included in the provided GIS data,New World will work with the customer to create these data elements as appropriate. The GIS/Geofile implementation packet goes into more specific detail as to the required GIS data elements. it All AegialMSP Customers are required to use ESRI's ArcGIS Suite 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. 's The on-going New World SSMA cost is required for any Aegis software changes related to integration with ESRI software. i9 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. 20 Custom interface will be operational with existing third party software.Any subsequent changes to third party applications may require additional services. 1' All Aegis licensed software applications must be live prior to implementation of the Aegis Justice Link Interoperability Engine. 10 M?ul World S)1 sleets" Corr(If-;endal CITY OF ELGIN,ILLINOIS Hardware,System Software and Services HARDWARE INVESTMENT Physical Host System $9,300 Dell PowerEdge 2970 Rack Server(2U) (2)Quad Core AMD Opteron 2.5GHz Processors 32 GB System Memory(8X4GB) PERC 61,X8 Backplane,Integrated (2)146GB 2.5'SAS HDD-RAID 1(O/S) (6)30OGB 2.5'SAS HDD-RAID 5(DATA) Dual Embedded Broadcom GB NICs Redundant Power Supplies Rack Chassis with Sliding Rapid/Versa Rails,Cable Management 3 Year Mission Critical Pro Support,24X7X4 Hour Onsite Total System Hardware $9,300 SYSTEM SOFTWARE INVESTMENT Physical Host System (1)Microsoft Windows 2008 Server Enterprise w/Hyper-V(64-bit) $1,850 (250)Microsoft Windows 2008 Server-User/Device CALs 7,000 (1)Symantec Backup Exec Client Agent 550 (1)Symantec Antivirus Corporate Edition(Includes 1 st Year Maint.) 20 Virtual Servers (2)Microsoft SQL 2008 Server Standard-Processor License(Production) 11,100 (1)Microsoft SQL 2008 Server Standard w/5 CALs(Test/Train) 1,400 (5)Symantec Backup Exec Client Agent 2,750 (5)Symantec AntiVirus Corporate Edition(Includes 1st Year Maint.) 100 (2)Microsoft Word 2007(Production and Test) 400 (2)Microsoft Excel 2007(Production and Test) 400 Total System Software $25,570 TOTAL SYSTEM COST $34,87Q 11 NinoWorld Si lents" Confidential CITY OF ELGIN,ILLINOIS RECOMMENDED VIRTUAL SERVER CONFIGURATION SPECIFICATIONS Application/Database Server 2 Virtual Processors 16 GB Virtual Memory 60GB Virtual Hard Drive 30OGB Virtual Hard Drive Mobile Management Server 1 Virtual Processor 4 GB Virtual Memory 60GB Virtual Hard Drive Justice Link Server 1 Virtual Processor 4 GB Virtual Memory 60GB Virtual Hard Drive Report Server 1 Virtual Processor 4 GB Virtual Memory 15OGB Virtual Hard Drive Test/Training Server 1 Virtual Processor 4 GB Virtual Memory 60GB Virtual Hard Drive 30OGB Virtual Hard Drive 12 Vc Confidential CITY OF ELGIN,ILLINOIS HARDWARE INVESTMENT IBM Power 520 Express 8203.E4A(Message Switch) $7,400 OP Panel Cable for Rack-Mount Drawer w/3.5"DASD Primary OS-AIX (2)146GB,15K-RPM SAS Disk Drive SAS HH Cable 2048MB(2X1024MB)RDIMMs,667 Mhz,512MB DRAM Software Preinstall Dual Port 1 GB Intergrated Ethernet Daughter Card 1-Core 4.2GHz POW ER6 Processor Card Zero Priced Processor Activation for#5633 2-Port Asynchronous EIA-232 PCI Adapter Power GTX145 PCI-Express Graphics Accelerator IDE Slimline DVD-ROM Drive 36/72GB 4mm DAT72 SAS Tape Drive(Includes 5-Pack Media) (2)Power Cord,6'to Wall,125V,15A,Plug Type#4 IBM/OEM Rack Mount Drawer Rail Kit IBM Rack Mount Drawer Bezel and Hardware Power Supply,950 Waft AC,Hot-Swap,Base&Redundant DASD/Media Backplane for 3.5"DASD/DVD/Tape Language Group Specify-US English US Robotics V.90 External Data/Fax Modem(ECS) 100 Total System Hardware $7,500 M,tv WorldSptons 13 Confidential CITY OF ELGIN,ILLINOIS SYSTEM SOFTWARE INVESTMENT Message Switch System Software AIX V6.1 N/C System Program Order(CD Media) 50 AIX V6.1 Value Pak 150 Total System Software $200 IBM SERVICES DESCRIPTION INVESTMENT Three Year IBM Service Suite $3,150 -Includes 3 Year HW/SW Maintenance,24X7X4 Hour Support Total IBM Services $3,150 NEW WORLD SERVICES DESCRIPTION INVESTMENT RS/6000 Installation Support' $2,500 Total New World Services $2,500 TOTAL INVESTMENT 1 3 0 • 1 RS16000 Installation and Support includes:Standard system procedure;RS/6000 to MDT/MCT(data management;Workflow/process of implementing mobile communications;External consideration;and Ongoing systems administration including updates,backups database verification,forms creation,etc.) New IXCrrld.5i;slems" 14 C;onfid nfial CITY OF ELGIN,ILLINOIS DESCRIPTION RMS/JMS Workstation Intel Core 2 Duo 3.16GHz,1333 MHz FSB Processor 2GB System Memory 160GB SATA,7200 RPM Hard Drive Integrated GB Ethernet DVD/ROM Drive 32MB Standard Graphics Adapter (1)19"Flat Panel Color Monitor(1024X768) Windows Vista Business/XP Professional Mobile Data Computer Mobile Intel Pentium M 1GHz 2GB System Memory 80GB HDD 1024 x 768 TFT Active Matrix Color Display Integrated Data Radio/Modem(Optional) DVD/ROM Drive Windows Vista Business/XP Professional The above hardware and system software costs assume the licensing of New World Systems'application software and support as part of a complete solution. The proposed hardware is configured to run New World applications only. The servers have been configured based on the proposed software. Additional disk and/or memory may be needed should customer elect to purchase additional software for the networking environment. Existing PC workstations must run the Windows 20001XP Professional operating system, must have a 10/100MB Ethernet adapter,and must be configured with the TCP/IP network protocol to be compatible with New World client applications. Cabling has not been proposed. Due to the various requirements in terms of cabling and connections for different personal computers and printers as well as various local requirements(i.e.,building codes, use of union personnel,use of electricians,etc.),New World recommends that the customer contract with a local firm for any cabling requirements. New World Systems works closely with local vendors in this context providing them with the required specifications and alerting them to any issues. Operating System Software costs are based on the number of concurrently signed-on users. Verification of the number of concurrent users is required as the price may vary from the above estimate. Hardware Installation Services for the application, database, testltraining and web servers are included in Quality Assurance Services and Fees. The above customer costs are subject to confirmation prior to contract execution. Vc Giw11GI ycfr`fJLa' 15 Confidential CITY OF ELGIN,ILLINOIS BAFO RESPONSE RESPONSE TO QUESTIONS 1. Please explain the following CAD interface details: a. What fields are transferred from CAD into RMS? New World will import data provided from MotorolalPrintrak CAD system for closed CAD incidents. This can be expanded by using the Motorola Universal Data Transfer(UDT)too/to export additional data elements if desired Typically,transferred CAD information includes the following: • Call Type • Call Priority • Location(address) • Phone Number • Person(s) • Vehicles(s) • Unit(s) • Call Narrative • Response Times b. How does the interface handle CAD incident updates after the CAD incident is closed? The New World CAD solution treats this as an update.If that particular incident already exists,we update any fields sent and add any narrative as a new narrative document 2. How is a crash report number assigned through the interface with IDOT? New World has two different interfaces to coordinate IDOT accident reports. The cost is that same for either interface/approach: • Agencies may use the IDOT provided software to generate the accident report which generates the crash report number.New World provides the ability to retrieve the crash report from/DOT and import the accident information into the Records Management System. • Although not currently available,IDOT has committed to allowing New World agencies to submit accident reports electronically.We submit a crash report to IDOT who send back the state assigned IDOT barcode number. The IDOT crash report number is stored in our accident database with the original information. The New World Illinois user group is working directly with IDOT on this initiative. New Wfbrld,S,?slenls 16 Confide ritial CITY OF ELGIN,ILLINOIS 3. Is New World's product capable of interfacing with Motorola's Printrak CAD application to provide the exact same functionality with its CAD application? For example,are officers able to send/receive status changes to Printrak,add comments to a call for service and view other mobile unit locations on New World's mobile application when it is interfaced with the Printrak CAD? It is our understanding from the demonstration that the City would continue to utilize the Motorola Premier/MDC mobile software for silent dispatch operations. Although New World has implemented our Mobile Messaging client software to work with Printrak/CAD;there does not appear to be a benefit for Elgin to so since Premier/MDC is already implemented. Our recommendation is to continue using the Premier/MDC mobile software for CAD transactions and utilize the New World Field Based Reporting mobile software to write the required reports. Our proposed PrintraklCAD interface allows officers to real time access CAD data that may be needed to begin a field report;before the Call for Service is closed. a. Describe any differences in functionality provided when New World's mobile application is interfaced with CAD versus when it is implemented as part of an integrated New World solution. New World's integrated CAD to Mobile solution supports other inquiry and command messages that are not part of a 3rd party interface.For example, with the integrated New World CAD solution,the officers have an interactive unit status monitor in the car. An integrated New World CAD solution also allows for real-time narrative updates from the mobile unit. There are a number of static inquiries on units and calls for service that are not available through the interface. The Printrak CAD Interface does support what we feel are the most common core Mobile CAD functions that we can deliver between two competitive products. New Mbrld,5tmemg17 Confidential QTY or ELGIN,ILLINOIS INTERFACES Motorola Premier CAD New World proposes a two-part interface to the Motorola Premier CAD system. The first part is a direct TCP/1P socket connection to the Motorola CAD system so that when a call is created, they send the call data to this connection. The New World message switch will accept the connection and the data and route the can data to the mobile units as needed. This allows the officer to start their field report before the call is cleared to RMS. This option depends upon the Motorola CAD being able to set up a connection and send the call data. The second part is a cleared call interface. When the call is cleared, Motorola will write a file out via their UDT module which New World will import and use to create an incident in the RMS system. Once this incident is written to RMS,it also becomes available to the office in mobile via an incident query, which will also allow them to use the data to create their report. The second part of the interface will also write to RMS any calls that are cleared without a unit being dispatched ensuring an agency data is being transferred to RMS. If, for any reason, the first part of this interface cannot be accomplished, the second part will work well. The only downside of not having the first part of this interface is that the officer will have to wait for the call to be cleared to use the call data to start their report. LEADS Illinois LEADS is a standard StateINCIC interface that has been in operation at a number of sites in the state of Illinois for a number of years. This interface provides all the standard queries and messages that the State will provide on a host-to-host type interface. IDOT New World has proposed that Elgin use IDOTs MCR to write the reports and we will provide an interface to import the data into our RMS. Based on the options available with the State regarding the submission of accident reports, New World will import the MCR accident file information from a network location and write the corresponding accident information to include global subject and global vehicles. (CLEAR Agencies that transfer inmates to Cook County are required to capture all booking data using the County provided Motorola Livescan(CABS). The County is using the NIST standard for their arrest/booking data that gets submitted with their fingerprints.New World will import the subject, demographics, charges, and mug Neu)world's)"�'Iums' 18 Confi(lenfial CITY OF ELGIN,ILLINOIS shot from a network location per the current Cook County NIST standard. This interface will write a booking and/or arrest record into the New World RMS system. New World is proposing the following workflow for Cook County arrestees; which was designed in concert with our other Cook County based customers: • The officer books the individual into CABS/ICLEAR system. • ICLEAR will process the booking/fingerprint information and return a NIST file and mug shot photo;which New World imports into our RMS booking module. • The officer can then transfer the booking information from New World RMS directly to the AFIS system;using our standard AFIS interface. • This workflow assumes the ICLEAR/CABS return of the NIST compliant booking file and photo.Based on our discussions with the technical staff at Cook County and the City of Chicago, the NIST data will be available within minutes of the ICLEAR booking being completed. The workflow for Kane County arrestees would be far more streamlined as the Kane County Jail operates on the New World Corrections software. This would allow real time exchange and sharing of booking, arrest and mug shot data. Kane County may be able to provide Elgin an AFIS machine for fingerprinting. AFIS Please refer to the description of proposed workflow for ICLEAR. New World has proposed our standard one-way interface to the livescan system. The AFIS livescan interface is a one-way export of booking data to the livescan system, which imports the subject demographics and charge information into their system. The booking is done in the New World booking module and the data exported to livescan. Navallne Now World has proposed a browser-based query to the Navaline system via our Aegis Justice Link to display information regarding persons/personnel as needed. Jano New World will provide a query to the Kane County JANO court system via our Aegis Justice Link application. This permits the display of information regarding court case status updates and docket information in a browser window. We have already worked with the County Clerk's office on this interface. C feu,Ivol-161S),sicnis 19 AI CITY OF ELGIN,ILLINOIS ALTERNATIVE PRICING PROPOSAL Many agencies are facing economic challenges and yet still have the need to provide world-class public safety services to their communities. New World recognizes that it might be helpful for agencies to have pre-determined costs associated with public safety technology with a lower initial capital investment requirement. Based on a 10 year annual commitment, we are pleased to offer the following alternative pricing proposal which may be beneficial for the City of Elgin. PROJECT SUMMARY fBAFO PROPOSAL) COSTS 1. Year 1 Of 10-Year Subscription For Licensed Standard Software $230,000 a. Years 2 to 5 at$230,000 per year b. Years 6 to 10 at$250,000 per year 2. Support Services 300,000 a. Project Management b. Installation And Training Services c. Testing d. Hardware&Software Installation e. Interface Installation And Other Services f. GIS Map Implementation 3. Third Party Products 107,580 As further detailed in the proposal 4. Other Costs 360,000 a. Data File Conversions b. Custom Software Interfaces c. Software Modifications d. Travel&Living Expenses 5. Annual Support&Software Maintenance Services Included These services are included in the annual subscription cost ONE TIME PROJECT COST: °$Q 20 Um)Gti rlyd,s','slc ttts" Confidential SUMMARY CLARIFICATIONS DATED MAY 15 2010 AS REFERENCED IN EXHIBIT I MNew World Systems The Public Sector Software Company Response to Elgin Memorandum Dated May 17,2010 1. No status changes from the police side will be transferred into FRMS. Response:This is correct;the standard Fire RMS interface only includes status changes for fire units. 2. Only fire apparatus will transfer into FRMS when a multi-agency incident is dispatched(i.e.auto accident with injuries). Response: Regardless of how CAD is configured,the interface only sends apparatus information from the responding FDID. 3. If an incident is reopened,it will not send a new set of times to be transferred into Fire RMS. Response: This is correct;if the incident is reopened in CAD and then closed again,the interface will recognize that this incident has already been processed and will"drop"that information from being transferred to FRMS. This is intended to avoid overwriting updates that have subsequently been made to the incident in the FRMS. 4. The City of Elgin's atom numbers can be part of the geography for incidents and the atom number will transfer into Fire RMS. Response: The available response areas and geographical components(area,beat, quadrant,etc.)are defined in the New World solution using ESRI map layers. If the atom numbers exist in either a polygon or point layer,they can be part of the mapping mxd and would be available in the New World solution. This information is not part of the Fire RMS interface and is not supported by ZoillSunpro(see#8 below). New World can provide the functionality to get the atom number from CAD to Fire RMS via the interface provided the atom number is specified by Customer in a polygon map layer.This can be mapped to the EMS district in CAD or to a custom recommendation field and passed thru to ZoillSunpro Fire RMS via the interface using the interface district field. 5. New World Systems will provide future upgrades to CAD currently available to BETA sites. Specifically,as soon as possible,the City of Elgin seeks to acquire"capability based"unit recommendations such as the New World Systems CAD software Lake Forest,IL is testing. Response: All customers with a current Standard Software Maintenance Agreement (SSMA)receive software updates when they become generally available. This will be true for the City of Elgin as well. It should be noted that the software referred to above is now in the live production environment at Lake Forest. 6. The software enhancement referenced in#5 above will be supplied to the City of Elgin at no charge as soon as it becomes readily available,believe to be within the next 12 to 18 months. Response: Yes,the City of Elgin will receive software updates at no charge while under SSMA. 7. No interface is necessary between New World Systems and FireView. 49M New World Systems The Public Sector Sqftwam Company Response: The Omega Group FireView product can be used with the New World Systems solution in a couple of ways. FireView can connect directly to the database or a copy of the database for reporting purposes. The proposed solution is built on a MS SQL Server database that is open and has plain text table and field names for easy access. Additionally,agencies can use Data Analysis and Mapping to export datasets in different formats that FireView can use. Data Analysis and Mapping supports scheduled queries and extracts so an extract can be built to run on a schedule to export the data. 8. A listing of the fields desired to be transferred from CAD to Elgin's FireRMS,Zoll,is attached to this memorandum as Attachment A. Response: Understood. The limitation to the fields that can be transferred is based on the Zoll FRMS(Sunpro)interface. The Sunpro interface uses defined messages to transfer the call for service information to the FRMS via the Sunpro message server (SMS). See the following paragraph from the Sunpro FireRMS integration guide. "Sunpro Message Server(SMS)is the"middle-ware"that receives the event download, translates it into an NFIRS 5-compatible format,and submits it to FireRMS.SMS can reside on the database server or on a dedicated box.Database traffic and ease of maintenance are factors to consider for putting SMS on its own box.The box does not have to be a server class box,but it should operate under Windows NT,2000,or XP." 9. Clarify again that Elgin would be able to print traffic crash receipts in the vehicle. Response: The New World mobile Feld based reporting software provides a forms builder too/allowing customers to create their own agency specific forms.The too/can be utilized by Elgin to create printable traffic crash receipts.New World provides training on the use of the forms builder too/and will provide this training within the scope of training hours defined in Exhibit B of the Agreement. Customer created custom forms are not included in New World standard software support provision.If technical assistance is requested for customer created custom forms,it can be provided on a time and materials basis. 10. Fire would like to know what format their pre-plans need to be in for the mobiles? They are assuming either.pdf or.dwg. New World Response:Any pre-plans need to be located on the mobile client for access. This would probably necessitate use of PDF given that DWG files may not have free viewers available. Depending on how and when the DWG rile was created,it may have the Autocad watermark,which will prevent the rile from being opened outside the native application. 11. Fire would like New World to provide screen shots of a mobile presentation. Specifically, what they are looking for is: A.Dispatch screen New World Response:The dispatch screen shows the cam information including any alerts or hazards based on the call for service(and proximity around the location). This is a dynamic screen that updates automatically as CAD updates the call. 2 New W®rld Systems The h blic Sector So,ihPam Company Status Changes and navigation button are on left. The screen is laid ouLto maximize touch screens. B.Status change keys(F-keys is the hope) New World Response:Change status buttons are on the left side of the dispatch screen. Status changes can also be done using function keys. C.What the map looks like New World Response:The mobile map(shown below in night mode)is designed for easy navigation to automatically plot the dispatched call. If the unit is equipped with AVL and routing is installed,the application will automatically show the route on the map and also show turn by turn text directions. All routing is dynamic(with AVL);as the apparatus drives to the location,the map automatically updates and zooms in. 3 FM New World Systems T&Public Sector Software Company e pas � i f f f+ � D.If the map does anything to highlight the parcel/location the unit is responding to New World Response:Not currently,although a parcel layer can be installed on the mobile client and turned on/off as needed. E.Does the map offer routing;either a static route from the time you asked for routing,or real- time routing New World Response:Both.The user sees a static route when they are dispatched and as the unit moves(with AVL/GPS),the routing is dynamic and updates on the map,providing both an update apparatus location,route and automatic zoom-in of the map. 4 CITY OF ELGIN,ILLINOIS 1. The Selection Team has visited other agencies using New World Systems.However,it does not feel it had the opportunity to see a system in place that offers the same functionality as that which was proposed to Elgin and would like to visit one more site.Could New World Systems recommend an agency that would be a represtative site using the RMS,FBR and JMS modules that Elgin is requesting? Please recommend the agency that can best showcase the requested functionality. 2. New World Systems has suggested that the City implement the New World Systems CAD application and said that there would not be any additional license fees because of New World Systems'contract with Kane County. a. What additional costs,such as maintenance fees,data conversion costs,implementation fees, etc.are associated with pursuing this option? b. Does the proposed CAD include all available new World CAD functionality? If not,what does it not include? New World Response: The.following additional CAD modules,not included in the Kane County site license,are available: • CAD Auto Routing • CAD AVI c. Does the proposed CAD include fire dispatching functionality? New World Response:Yes,the proposed CAD includes fire dispatehing.funetionality. d. Will you provide services to convert Motorola data into the New World System(e.g.premise history)? e. What standard interfaces are included(e.g. NCIC, time synchronization, E-9-1-1, etc.)? If any standard interfaces are not included,what is the cost for providing these interfaces? New World Response: The following CAD interfaces are included: • E-911 Interface • On-Line CAD Interface to State/NCIC New World has a number of CAD interfaces that were not licensed by Kane County. The cost q f these interfaces is approximately$14,000 per interface.These include: • CAD Pager • Pictometry • Pre Arrival Questionnaire • Encoder • TDD • Web EOC • Reverse 911 1 G`t,;r tf c1F.nti xl CITY OF ELGIN,ILLINOIS 3. If the City continues to use the Motorola CAD, what data is transferred from CAD to New World's RMS and field reporting application? New World Response:New World will import data provided from MotorolalPrintrak CAD system for closed CAD incidents.This can be expanded by using the UDT tool to export additional data elements if'desired. Typically,transferred CAD information includes the following: • CallDate/Time • Call Type • Call Priority • Location(address) • Phone Number • Person(s) • Vehicles(s) • Unit(s) • Call Narrative • Response Times To accomplish the above would require the two connections described,in our RFP response and below. The first connection will be via a socket connection frown the New World message switch to Motorola. This interface is already in production at another site. We will take any dispatched call and the New World message switch wild pick it up and pass it to the mobile client as if it was coming from our CAD system. The rest of the workflow will be standard functionaliy to provide the dispatch message to the of to start the report and make basic status changes if' desired from the New World mobile client. The second part is an interface from the Motorola Universal Data Transfer(UDT),for all cleared calls(to catch any calls that may be cleared without dispatching a unit). This will write directly to RMS and create an incident in the New World RMS. This incident can be updated from the mobile unit using standard mobile or field reporting functionality. With New Worhl'.s integrated CAD,the City of Elgin would also have the ability to change status,see other units on the unit status monitor,and update the call from the car.This is not available with the Motorola CAD interface. 4. Would the New World sales team be available for a conference call or webinar this week or early next week to discuss a few outstanding questions regarding the system's functionality? 2 1Velu vv/ TC .`}'>tartt Confidential City of Elgin Illinois Public aft Information Systems Response to Questions January 28,2010 Complete Integrated Solution Proven Software Partner (-','ornputurAidedi'Ds paitar V 23Y mr,cA P uMe Safetytx{x :r.aux rtr,a ds'AA?P ,o,nc',kA V=r"u'sturners,in 48 Start"^, Nrlohikr c::rrxgnkfin> V 1,500,1 A €mcEes F4,,Id Barcr R,,-,poftirqignificant A n=,fl R&D nv-it es t hnormation Sharing V No AcquiFifirms,i'arj,-, Layoffs New World, tenis' January 28,2010 Daina DeNye Assistant Purchasing Director City of Elgin 150 Dexter Court Elgin,IL 60120-5555 Dear Daina, Thank you for the opportunity to respond to the additional clarification questions for the City of Elgin(responses attached).New World would also like to take this opportunity to update the City of Elgin with some additional items that have taken place over the last few months. I. We have successfully rolled out our new Citizen Reporting Interface through a partnership with Coplogic.This solution can save Elgin the time of manually entering these reports. 2. Highland Park will be the first location within the State to electronically submit Crash Reports directly through our RMS,without having to rekey data or send in the reports manually. 3. This economy has been very difficult and we understand the City has gone through three rounds of employee layoffs. Budgets are very difficult and we understand that we will be evaluated based on our BAFO response submitted back in October 2009.With that said, if selected for negotiations,New World has some flexibility financially to work with the City 4. In 2009,New World added 23 new customers including three within Illinois:Orland Park,Glen Carbon and Lansing.New World has had its best three years from 2007 through 2009 because agencies understand the value New World provides through technology,services and ongoing support. 5. In 2009,we invested over$20 million in R&D.New World continues to invest 20%of our revenues back into R&D. With the information above,along with answers provided on the subsequent pages,we look forward to our continued involvement in your project. Sincerely, Larry Wells Greg Wandrei Strategic Account Manager Vice President of Sales Aegis Public Safety Division Aegis Public Safety Division CITY OF ELGIN,ILLINOIS TABLE OF CONTENTS Page RESPONSE mQUESTIONS.........................................................................................................................................1 CADPROPOSAL.......................................................-------'_--'—'—_----'--_—'-----.'^ 1 IlNeu u00nd,�.)uJu»is Confidential CITY OF ELGIN,ILLINOIS RESPONSE TO QUESTIONS 1. The Selection Team has visited other agencies using New World Systems.However,it does not feel it had the opportunity to see a system in place that offers the same functionality as that which was proposed to Elgin and would like to visit one more site.Could New World Systems recommend an agency that would be a representative site using the RMS,FBR and JMS modules that Elgin is requesting? Please recommend the agency that can best showcase the requested functionality. New World Response:While New World has multiple cities within the Chicagoland area,most of these do not have our JMS module. Therefore,we recommend visiting Sangamon County (Springfield) as they use all of the products Elgin is requesting including RMS, FBR and JMS. Sangamon has been live on our system since 2007 and is a"power user"so they are more,familiar with our software than other customers within the State. Not only does Sangamon County have the applications you are looking for,they also have our CAD solution in case you want to see this while you are there. Paula Tolbert,IS Manager Sangamon County (217)747-5122 or(217)753-6387 pt,17650a.co.sangamon.d.us .us 2. New World Systems has suggested that the City implement the New World Systems CAD application and said that there would not be any additional license fees because of New World Systems'contract with Kane County. a. What additional costs,such as maintenance fees,data conversion costs,implementation fees, etc.are associated with pursuing this option? New World Response:Please see the attached proposal,for CAD. The net additional cost to Elgin,for New World CAD is.$0. b. Does the proposed CAD include all available new World CAD functionality? If not,what does it not include? New World Response: The following additional CAD modules,not included in the Dane County site license,are available: CAD Auto Routing e. Does the proposed CAD include fire dispatching functionality? New World Response:Yes,the proposed CAD includes fire dispatching fivactionality. 1 Ink VLw)CJ'urlcl,5),lees Corfidenfial CITY OF ELGIN,ILLINOIS d. Will you provide services to convert Motorola data into the New World System(e.g.premise history)? New World Response:Because New World has already quoted data conversion we carr add the premise data conversion(see attached proposal for CAD). e. What standard interfaces are included(e.g. NCIC, time synchronization, E-9-1-1, etc.)? If any standard interfaces are not included,what is the cost for providing these interfaces? New World Response: The following CAD interfaces are included: • E-911 Interface • On-Line CAD Interface to State/NCIC New World has a number of CAD interfaces that were not licensed by Kane County. We recommend discussing these on the upcoming conference call/WebEx, allowing New World to provide any additional costs based on our,findings.These interfaces include: • CAD Pager Pictometry • Pre-Arrival Questionnaire • Encoder • TDD Reverse 911 3. If the City continues to use the Motorola CAD, what data is transferred from CAD to New World's RMS and field reporting application? New World Response:New World will import data provided from Motorola/Printrak CAD system.for closed CAD incidents.This can be expanded by using the UDT tool to export additional data elements if desired Typically,transferred CAD information includes the following: • Call Date/Time • Call Type • Call Priority • Location(address) • Phone Number • Pcrson(s) • Vehicles(s) • Unit(s) • Call Narrative • Response Times 2 1Ve?w Wo ldS. ','.iC'tlI Conf'lcierrtOi CITY of ELGIN,ILLINOIS To accomplish the above would require the hvo connections described in our RFP response and below. The first connection will be via a socket connection from the New World message switch to Motorola. This interface is already in production at another site. We will take any dispatched call and the New World message switch will pick it up and pass it to the mobile client as if it was coming from our CAD system. The rest of the workflow will be standard functionality to provide the dispatch message to the of to start the report and make basic status changes if desired from the New World mobile client The second part is an interface from the Motorola Universal Data Transfer(UOT),for all cleared calls(to catch any calls that may be cleared without dispatching a unit). This will write directly to RMS and create an incident in.the New World RMS. This incident can be updated from the mobile unit using standard mobile or field reporting functionality. With New World's integrated CAD,the City of Elgin would also have the ability to change status,,see other units on the unit status monitor,and update the call from the car. This is not available with the Motorola CAD interface. 4. Would the New World sales team be available for a conference call or webmar this week or early next week to discuss a few outstanding questions regarding the system's functionality? New World Response:New World is available.for a conference call or an on-site meeting. If software is going to be shown during this call,,we recommend,this be on site,as this results in a Better understanding of our functionality. 3 NO Vt Zt?G1(J7LGC.S :Sf(�1t2.S Confidential CITY OF ELGIN,ILLINOIS CAD PROPOSAL IN W�rjd Sq"W 0 0 A. Application Software $227,000 1)Licensed Standard Software $227,000 B. Implementation and Third Party Products and Services 99,000 1)Project Management 2)Installation and Training 3)Interface Installation Fees 4)Third Party Products and Services 5)Data File Conversion TOTAL 326,000 LESS KANE COUNTY SITE LICENSE CONSIDERATION (227,000) ELIMINATION OF MOTOROLA CAD (45,000) BAFO CONSIDERATION FOR CAD (54,000) TOTAL ONE TIME COST $0 4 New ftr/,IISJ'slo�IS' C.orffidenti�.fl New World Systems Av Public Sector Software company K M I y 111111 D.If the map does anything to highlight the parcel/location the unit is responding to New World Response:Not currently,although a parcel layer can be installed on the mobile client and turned on/off as needed. E.Does the map offer routing;either a static route from the time you asked for routing,or real- time routing New World Response:Both.The usersees a static route when they are dispatched and as the unit moves(with A VUGPS),the routing is dynamic and updates on the map,providing both an update apparatus location,route and automatic zoom-in of the map. 4 CITY OF ELGIN,ILLINOIS Ai STAN APPLICATION ITEM DESCRIPTION INVESTMENT CAD 1.Aegis/MSP Combined LE/Fire/EMS CAD $144,000 Cali Entry -Call Control Panel -Unit Recommendations -Unit Status and Control Panel -Call Stacking -CAD Messaging -Call Scheduling -Dispatch Questionnaire -GIS/Geo-File Verification -Hazard and Location Alerts -Hydrant Inventory -Access to Aegis/MSP LE Records -Access to Aegis/MSP Fire Records Note Pads -Rip-N-Run Remote Printing Run Cards -Tone Alerts 2.Additional Aegis/MSP Software for Computer Aided Dispatch' -CAD Mapping 13,000 -Data Analysis/Crime Management/Management Reporting 14,000 -Service Vehicle Rotation(Wrecker,Ambulance) 13,000 3.Aegis/MSP Third Party CAD Interface Software s -E-911 Interface 6 13,000 -On-Line CAD Interface to State/NCIC7 17,000 $LJ104TOM 00 MODULES 01004 AEGIS LINK SOFTWARE 4.Web Applications -Web Briefing Notes(includes BOLOS) 13,000 •TAL AE0$LINK SOFTWARE MODULJE$ rr TOTAL • rrr 5 Neu World Sysk'eItis" Confid;nt"M CITY OF ELGIN,ILLINOIS ITEM DESCRIPTION INVESTMENT IMPLEMENTATION 1.Project Management Services as required: $35,000 -Project Management -Overall consultation and communication -Monthly status reports and project updates throughout the duration of the project -Implementation Plan Covers period of 12 months from Agreement Execution 2.Up to 200 hours of Implementation and Training Services are included for: 33,000 -Software Tailoring and Set Up -User Education and Training Other Technical Support "Assumes train-the-trainer approach 3.Interface Installation Service Fees: -Web Briefing Notes(includes BOLOs) 3,000 -911 Interface 4,500 -On-Line CAD Interface to State(NCIC 7,000 THIRD PARTY PRODUCTS AND SERVICES 4.GIS Software 6,000 CAD -CAD Workstations using ArcGIS Engine Runtime(12 workstations) 500 ea. • PARTY Pqqogm 6 lC?ll'{Vold S)'1C'11t.ti Confidential 9 CITY OF ELGIN,ILLINOIS OTHER COSTS 5.DATA FILE CONVERSIONS Data File Conversion Hourly Service Rate Fire CAD: -Buildings and Businesses 10,500 New World's Data Conversion costs assume that a maximum of^data files from all applications will be converted,all subject to the findings of the post agreement Data Conversion Analysis and Assessment Report.This report may raise or lower the estimated conversion costs based on the agreed-upon amount of files and data to be converted. "L OTHER,COSTS MAW • • ® I B • '1 1 1 f •111 • • e • 111 • f • ••• '• 1 1 1 PRICING VALID THROUGH APRIL 28,2010 'V7'zvG v11G15 51r'IIr,,'' Confidential CITY OF ELGIN,ILLINOIS MSP ENDNOTES I Personal Computers must meet the minimum hardware requirements for New World Systems'MSP product.Microsoft Windows XP or later is required for all client machines.Windows 2003/2008Server and SQL Server 2005/2008 are required for the Application and Database Server(s). z New World Systems'MSP product requires Microsoft Windows 2003/2008 Server and SQL Server 2005/2008 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'MSP 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 100/1000MB(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. Does not include any required 3rd party hardware or software unless specified in Section B of this proposal.Customer is responsible for any 3rd party support. s Requires Lantronix USC 1100 included in Section B of this proposal. Customer is responsible for obtaining the necessary State approval and any non-New World hardware and software. s Prices assume that all software is licensed. s Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. 1r Travel and expenses are not included as they are billed at actual cost. All Aegis/MSP Customers are required to use ESRI's ArcGIS Suite 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. 8 Vf?iv Morld`�`ish rlts' C;onii er,ti ! CITY OF ELGIN,ILLINOIS Response to Demonstration Questions 1. Can call information be transferred to the New World RMS prior to the call being closed in Motorola CAD? If Motorola has a mechanism to export the call information from their side of the interface before the call is closed,New World can write the incident in RMS. 2. When a closed call is reactivated in the Motorola CAD system what goes out to New World Mobile? Any call information that is sent over is treated as either an add or update to an existing record. If the Motorola CAD sends reactivated call information through the interface,New World will update the incident with any changes. 3. What goes to New World RMS when a closed call was reactivated,more information is added then the call is closed again? New World will write whatever data Motorola sends that is part of our incident record,regardless of whether it's an update or an add. 4. When a dispatched,open,call for service is updated in Motorola CAD does the updated information get sent to the New World Mobile? If so what information (people,Vehicle,narrative) If Motorola sends the call information out to our message switch then yes, we do update mobile. Again,any CAD to RMS or CAD to mobile interface depends more an what is sent. We will update any record at any time if we receive more information. 5. Allow field officer to send notification(by email or other)to investigator when a person of interest has contact with police. New World does not currently support this functionality. 6. Elgin Disclaimer on Lineup Card. We said no on RFP,but lineup has a disclaimer.(Elgin RFP,RMS#1386) M lvelv i CITY OF ELGIN,ILLINOIS New World cannot edit the text on lineup. 2 CITY OF ELGIN,ILLINOIS TABLE OF CONTENTS Section pauo# "muPRICING...........................................................................................................................................................z TOTALCOST SUMMARY.............................................................................. ................... .......................... ..............z BAammoNSs m RESPONSE TOQUESTIONS....................................................................................................................................................16 INTERFACES..................... ----.........................'_----_..............................................................................18 ALTERNATIVE PRICING 20 Neu)AT ��� / CITY OF ELGIN,ILLINOIS SQFO PRICING TOTAL COST SUMMARY A.Application Software $600,000 1)Licensed Standard Software 1,297,250 2)Less Kane County Site License Consideration* (481,000) 3)Less Demonstration Site Discount (81,625) 4)Less BAFO Discount (134,625) B.Support Services 300,000 1)Project Management 2)Installation and Training 3)Testing 4)Hardware Assurance 5)Interface Installation Fees 6)Geo-File Implementation C.Third Party Costs 107,580 1)Embedded Third Party Software 25,000 2)GIS Software(ESRI) 5,950 3)Trancite Scene PD Accident Drawing Software 20,610 4)Hardware,System Software&Services 48,220 5)Bar Coding Scanner Kit 6,800 6)Digital Camera(Mug Shot Capture) 1,000 D.Other Costs 360,000 1)Data File Conversion(estimate) 2)Custom/Interface Software 3)Application Software Modifications(estimate) 4)Source Code Escrow Setup Fee 5)Travel and Living Expenses(estimate) *The software prices shown in italics are provided at no license fee cost to Elgin under the enterprise software site license in place at Kane County. TOTAL ONE TIME COST $1,367,580 E. 1)Standard Software Maintenance Agreement(SSMA)(Annual Cost) One-Year Warranty from Date of Delivery NC Year 1 Cost: $120,000 Year 2 Cost: 125,000 Year 3 Cost: 130,000 Year 4 Cost: 135,000 2)Additional Cost for Emergency 24/7 Software Maintenance 30,000 3)Source Code Escrow Maintenance(Annual Cost) 1,000 NOTE:New World's cost is based on all of the proposed products and services being obtained from New World. Should significant portions of the products or services be deleted,New World reserves the right to adjust its prices accordingly. q,• 1 JY {j 1)rlc _°.'y'sl'117s i,onfiCIGnflt u'i CITY OF ELGIN,ILLINOIS Aegis/MSP Public Safety Software ITEM DESCRIPTION INVESTMENT LAW ENFORCEMENT RECORDS i.AegisIMSP Multi-Jurisdictional Base Law Enforcement Records -Accidents Arrest -Business Registry -Case Processing -Computer Aided Investigations Federal Reports(UCRIIBR) -GISIGeo-File Verification -Impounded Vehicles -Incident Tracking -Jacket Processing -PersonnellEducation Property -Traffic Tickets and Citations -Wants and Warrants 2 Aegis/MSP Federal and State Compliance Reporting for LE Records -Federal UCRIIBR 3.Additional Aegis/MSP Software for Law Enforcement Records -Activity Reporting and Scheduling -Bicycle Registration -Briefing Notes(includes BOLOs) -Career Criminal Registry(parolee,sex offender) -Case Management -Civil Paper Tracking and Receipting -Demographic Profiling Reporting -Equipment Tracking -Field Investigations -Gang Tracking -Narcotics Management -Orders of Protection -Property Room Bar Codings Vehicle Tracking 4_Aegis/MSP Third Party LE Records Interface Software s -Ticket Writer Interface , Lx&fI IV l(1/161.)'deet Ctt,.Y fidentiai CITY OF ELGIN,ILLINOIS CORRECTIONS 5.Aegis/MSP Corrections Management Software Base Package -AegisrMSP LE Records Interface Bookings -Incident Tracking -Inmate Property Tracking -Inmate Classification Inmate Housing Mass Move -Inmate Scheduling and Tracking Inmate Contacts(visitor,mail,phone,emergency) -Inmate Programs(courses) -Inmate Activity Log Trustee -Case Management -Corrections Officer Log -Finance Management(inmate,facility) -Jacket Processing -Business Registry -Personnel/Education -GIS/Geo-File Verification 6.Aegis/MSP Federal&State Compliance Reporting for Corrections Includes up to 4 reports -Federal and State Corrections Reporting 7.Additional Aegis/MSP Software for Corrections Management -Officer Equipment Tracking 8•Aegis/MSP Third Party Corrections Interface Software s -Livescan Interface -VINE Interface ADDITIONAL PUBLIC SAFETY SOFTWARE g.Aegis/MSP Public Safety State/NCIC Interface Software 6 -Aegis/MSP State/NCIC Interface Includes 12-15 screens On-Line Modules-Includes 4 state inquiry screens -On-Line Global Subjects Interface to State/NCIC -On-Line Orders of Protection Interface to State/NCIC -On-Line Property Checks Interface to State/NCIC -On-Line Wants and Warrants Interface to State/NCIC 10,Aegis/MSP Data Analysis/Crime Mapping/Management Reporting -Base with Two Applications 11,AegisrMSP Imaging Software Public Safety LineupslMug Shots r -Digital Imaging/Electronic Signature Capture a "oil3 NGz�Ev}lcl $stat// ' Confidential CITY OF ELGIN,ILLINOIS MOBILE SOFTWARE MOBILE SOFTWARE ON THE RS/6000' 12.Communications Server(51.100 units) 13.Additional Aegis@ Software for RS/6000 Communications Server -Non-New World CAD Interface(51-100 units)10 -Mobile Upload Software(51-100 units) MOBILE SOFTWARE ON THE MSP Server 14.Aegis@ Mobile Integration Software -MDT/MCT Base CAD/RMS Interface(51-100 units) MOBILE MANAGEMENT SERVER 15.Aegis/MSP Mobile Management Server Software(51-100 units) -Base CAD/NCIC/Messaging Field Reporting -Field Reporting Data Merge CLIENT SOFTWARE 16.Aegis Law Enforcement Mobile Unit Software Mobile Messaging 180 Units) LE State/NCIC via Switch 7 LE CAD via Switch Drivers License Mag Strip Reader/Barcode Reader Interface 12 Field-Based Reporting(80 Units) 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 LE Accident Field Reporting The following New World Report is included: -Accident(1 form) LE Accident Field Reporting Compliance Mobile Upload of Field Reports Field Investigation Field Reporting(2 Forms) Demographic Profiling Questionnaire Includes 1 New World Report APS MCT Ticket Writer Interface 4 Neu)Morld S Ix,ms' Corrfpclerlf.l CITY OF ELGIN,ILLINOIS In-Station Reporting(10 Units) 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 LE Accident Field Reporting The following New World Report is included: -Accident(1 form) LE Accident Field Reporting Compliance NEW WORLD STANDARD SOFTWARE LICENSE FEE 1,297,250 LESS KANE COUNTY SITE LICENSE CONSIDERATION (481,000) LESS DEMONSTRATION SITE DISCOUNT (81,625) LESS BAFO DISCOUNT (134,625) • • ..ee eee New(X o ld Confide,nfial CITY OF ELGIN,ILLINOIS ITEM IDESCRIPTION INVESTMENT 1,Project Management Services as Required: -Project Management -Overall consultation and communication -Monthly status reports and project updates throughout the duration of the project -Implementation Plan 2.1,000 hours of Implementation and Training Services to include,as required: -Software Tailoring and Set Up -User Education and Training -Other Technical Support 3.Software System Testing -Functional System Testing Interface Testing -Full System Testing 4.Windows 2003 Operating System Assurance and Software Installation:(High Availability Environment): -Install and set-up Primary Application/Database Server and Test/Training Server -Install and set-up Redundant Application/Database Server -Consult on connectivity to new or existing Windows 2003 Server environment -Verify Windows 2003 Server and SOL 2005 Server configuration compatibility -Verify Windows XP Professional workstation configuration compatibility -Verify number of nodes in cluster -Verify network redundancy/speed 5.Interface Installation Service Fees: Remote Support: -VINE Interface In-Field Support(includes set-up and training): -Livescan Interface -State/NCIC -On-Line Global Subjects Interface to State/NCIC -On-Line Orders of Protection Interface to State/NCIC -On-Line Property Checks Interface to State/NCIC -On-Line Wants&Warrants Interface to State/NCIC -New World Mug Shots/Imaging -Ticket Writer Interface 6.Geo-File Implementation is -New World Implementation Services 6 t'tie1t./Wo/"ld CITY OF ELGIN,ILLINOIS N..- ITEM IDESCRIPTION INVESTMENT 1.Embedded Third Party Software $25,000 (includes all Third Party executable components) 2.GIS Software i] 5,950 Geo-File Maintenance Software(ESRI AmEditor) -per workstation 3.Diagramming Software(Scene PD) 90 units @$229 each 20,610 4.Hardware,System Software&Services See attached pricing detail 48,220 5.Bar Coding Scanner Kit(2) 6,800 6.Digital Camera for Mug Shots Digital Camera 1,000 TdOSTS $07,580 • • o ITEM IDESCRIPTION INVESTMENT 1.DATA FILE CONVERSIONS Data File Conversion Pricing Estimates (Up to 15 files from the following possible sources are included) Data Conversion Analysis and Assessment Master Files: -MasterName(Jackets)-includes conversion from 4 sources -Master Property -Master Gun -Master Vehicle-includes conversion from 3 sources Police Records Management System: -Incidents Cases Arrests -Bicycle Registration -Field Investigations -Vehicle Impounds Warrants -Narrative -Mug Shots New World's Data Conversion costs assume that a maximum of 15 data files from all applications will be converted,all subject to the findings of the post agreement Data Conversion Analysis and Assessment Report.This report may raise or lower the estimated conversion costs based on the agreed-upon amount of files and data to be converted. IW-11)Mod d S 1, ic>iIs, Confidential CITY OF ELGIN,ILLINOIS 2.CUSTOM SOFTWARE/CUSTOM SOFTWARE INTERFACES 20 Aegis Justice Link Interoperability Engine 21 Third Party Software Product(Custom Interfaces) -Motorola CAD -Illinois Department of Transportation-Submittal - ]CLEAR-Booking Information Naval-ine-Query -JANO(Kane County Courts) 3.APPLICATION SOFTWARE MODIFICATIONS New World has defined an estimated 540 hours(@$160/hour)for modifications in this response. Based on our experience,we assume 25%of the modifications will be approved.EPD may elect to proceed with some or all of the modifications. 4.SOURCE CODE ESCROW Setup Fee 5.TRAVEL AND LIVING EXPENSES(Estimate) Estimated 50 trips at$1,400 per trip. 'VIAL OTHFk0OS% ITEM DESCRIPTION INVESTMENT 1.COMBINED STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA)(Per Year Cost) Based on a 5-year plan;SSMA to begin at the end of the warranty period. (Includes Exhibit A ESRI Integration for the ESRI software that is part of Exhibit A Licensed Standard Software.) One-Year Warranty from Date of Delivery NC Year 2 SSMA $120,000 Year 3 SSMA 125,000 Year 4 SSMA 130,000 Year 5 SSMA 135,000 2.EMERGENCY 24/7 SOFTWARE MAINTENANCE 30,000 Based on a 5-year plan;SSMA to begin at the end of the warranty period. Includes support 7 days a week,24 hours a day. 3.Source Code Escrow Maintenance Fee(Per Year Cost) 1,000 PRICING VALID THROUGH 12/22/09. 8 NewWor/d SI's/e 1 i G""cis Iiit�u:ntia B CITY OF ELGIN,ILLINOIS OPTIONAL STANDARD APPLICATION SOFTWARE ITEM IDESCRIPTION INVESTMENT LAW ENFORCEMENT RECORDS 1.Additional Aegis/MSP Software for Law Enforcement Records -Index Cards 12,000 2.Aegis/MSP Third Party LE Records Interface Software 5 -Citizen Reporting Interface(supports Coplogic) 23,000 SUIB-TOTAL RECORDS MOOLLES 35,000 TOTAL SOFTWARE LICENSE FEE 13'�a 535.000 COSTS ITEM DESCRIPTION INVESTMENT 1.APS Ticketing and Citations(80 units) -In-vehicle Printers and Magstripe Readers-See attached detail $96,341 2.Coplogic 26,400 -Licensing 22,000 -Support 4,400 s • • ITEM DESCRIPTION INVESTMENT 1.INDEX CARD CONVERSIONS Index Card Conversion Pricing Estimates -Base Name and Address Conversion-Five files @$2,500 each $12,500 Note:Training and Support Services costs as well as Maintenance(SSMA)costs for these optional modulesare not included on the preceding pages. However,they may be easily incorporated into the proposal upon determination of the final software package. PRICING VALID THROUGH 12/22/09. 9 New World S).wlcwla` t:1,�rrfir�EznCsai CITY OF ELGIN,ILLINOIS MSP ENDNOTES 1 Personal Computers must meet the minimum hardware requirements for New World Systems'MSP product.Microsoft Windows 2000 or XP is the required operating system for all client machines.Windows 2003/2008Server and SQL Server 2005/2008 are required for the Application and Database Server(s). 2 New World Systems'MSP product requires Microsoft Windows 2003 Server and SQL Server 2003/2008 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'MSP product requires Microsoft Word and Excel. " Suggested minimum:100MB Ethernet Network.LOMB CA T5 Ethernet Network may have less than adequate response time. Further consultation would be required to assess your network. s Does not include any required 3rd party hardware or software unless specified in Section C of this proposal.Customer is responsible for any 3rd party support. e Customer is responsible for obtaining the necessary State approval and any non-New World hardware and software. Camera must meet product specifications and be procured through New World. s Requires Pentium PC,Twain 32 Compliant flatbed scanner supplied by Customer. 0 Currently supporting Motorola,Data Radio(DMP&IP),CDPD,EDACS,CDMA,GPRS,802.11 and Electrocom Mobile Communication solutions only. }0 New World provides standard APIs. Customer's CAD Vendors will be required to sign a New World Non-Disclosure Agreement, 11 The Mobile Upload software provides for the automated upload of New World's Law Enforcement Field Reporting data over Customer's mobile data network. Customer is responsible for obtaining from their mobile vendor,the written definition and documentation of the optimal(mobile message)record size to upload laptop data over the mobile network to be used. This definition must be received within thirty(30)days of this Agreement being executed. 12 Customer must provide magnetic stripe encoding format.Also,pricing does not include required 3rd party equipment or hardware. 13 Prices assume that all software is licensed. 14 Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when imposed. 15 Training and Support Services are billed hourly as used.Travel and expenses are not included as they are billed at actual cost. 1° New World's GIS/Geo-File implementation services are to assist and train customers in preparing their GIS data for use within the AegkvMSP software. The Aegis/MSP software requires specific GIS data layers;the customer is responsible for providing a street centerline layer and an address point layer if applicable with the required data elements. GIS/Geofile implementation services will also provide assistance in developing additional required data layers such as police beats,fire quadrants,EMS Districts etc. The GIS data provided by the customer must be in industry standard ESRI format. If some of the required data elements are not included in the provided GIS data,New World will work with the customer to create these data elements as appropriate. The GIS/Geofile implementation packet goes into more specific detail as to the required GIS data elements. 1' All AegisiMSP Customers are required to use ESRI's ArcGIS Suite 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. 19 The on-going New World SSMA cost is required for any Aegis software changes related to integration with ESRI software. 10 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. 20 Custom interface will be operational with existing third party software.Any subsequent changes to third party applications may require additional services. 21 All Aegis licensed software applications must be live prior to implementation of the Aegis Justice Link Interoperability Engine. 'V 10 'C'XU lorld Sif Confidential CITY OF ELGIN,ILLINOIS Hardware,System Software and Services HARDWARE INVESTMENT Physical Host System $9,300 Dell PowerEdge 2970 Rack Server(2U) (2)Quad Core AMD Opteron 2.5GHz Processors 32 GB System Memory(8X4GB) PERC 61,X8 Backplane,Integrated (2)146GB 2.5"SAS HDD-RAID 1(O/S) (6)300GB 2.5'SAS HDD-RAID 5(DATA) Dual Embedded Broadcom GB NICs Redundant Power Supplies Rack Chassis with Sliding Rapid/Versa Rails,Cable Management 3 Year Mission Critical Pro Support,24X7X4 Hour Onsite Total System Hardware $9,300 SYSTEM SOFTWARE INVESTMENT Physical Host System (1)Microsoft Windows 2008 Server Enterprise w/Hyper-V(64-bit) $1,850 (250)Microsoft Windows 2008 Server-User/Device CALs 7,000 (1)Symantec Backup Exec Client Agent 550 (1)Symantec AntiVirus Corporate Edition(Includes 1st Year Maint.) 20 Virtual Servers (2)Microsoft SQL 2008 Server Standard-Processor License(Production) 11,100 (1)Microsoft SQL 2008 Server Standard w/5 CALs(Test/Train) 1,400 (5)Symantec Backup Exec Client Agent 2,750 (5)Symantec AntiVirus Corporate Edition(Includes 1st Year Maint.) 100 (2)Microsoft Word 2007(Production and Test) 400 (2)Microsoft Excel 2007(Production and Test) 400 Total System Software $25,570 TOTAL SYSTEM COST $34,870 11 lk New Wbrld Sii,,Icros` Confidential CITY OF ELGIN,ILLINOIS RECOMMENDED VIRTUAL SERVER CONFIGURATION SPECIFICATIONS Application/Database Server 2 Virtual Processors 16 GB Virtual Memory 60GB Virtual Hard Drive 30OGB Virtual Hard Drive Mobile Management Server 1 Virtual Processor 4 GB Virtual Memory 60GB Virtual Hard Drive Justice Link Server 1 Virtual Processor 4 GB Virtual Memory 60GB Virtual Hard Drive Report Server 1 Virtual Processor 4 GB Virtual Memory 1 5OGB Virtual Hard Drive Test/Training Server I Virtual Processor 4 GB Virtual Memory 60GB Virtual Hard Drive 30OGB Virtual Hard Drive 12 jW,Iv Wol-161 C.1 Confidential CITY OF ELGIN,ILLINOIS HARDWARE INVESTMENT IBM Power 520 Express 8203-E4A(Message Switch) $7,400 OP Panel Cable for Rack-Mount Drawer w/3.5"DASD Primary OS-AIX (2)146GB,15K-RPM SAS Disk Drive SAS HH Cable 2048MB(2X1024MB)RDIMMs,667 Mhz,512MB DRAM Software Preinstall Dual Port 1 GB Intergrated Ethernet Daughter Card 1-Core 4.2GHz POWER6 Processor Card Zero Priced Processor Activation for#5633 2-Port Asynchronous EIA-232 PCI Adapter Power GTX145 PCI-Express Graphics Accelerator IDE Slimline DVD-ROM Drive 36/72GB 4mm DAT72 SAS Tape Drive(Includes 5-Pack Media) (2)Power Cord,6'to Wall,125V,15A,Plug Type 94 IBM/OEM Rack Mount Drawer Rail Kit IBM Rack Mount Drawer Bezel and Hardware Power Supply,950 Watt AC,Hot-Swap,Base&Redundant DASD/Media Backplane for 3.5"DASD/DVD/Tape Language Group Specify-US English US Robotics V.90 External Data/Fax Modem(ECS) 100 Total System Hardware $7,500 13 Confidential CITY OF ELGIN,ILLINOIS SYSTEM SOFTWARE INVESTMENT j Message Switch System Software AIX V6.1 N/C System Program Order(CID Media) 50 AIX V6.1 Value Pak 150 Total System Software $200 IBM SERVICES F- DESCRIPTION INVESTMENT Three Year IBM Service Suite $3,150 -Includes 3 Year HW/SW Maintenance,24X7X4 Hour Support Total IBM Services $3,160 NEW WORLD SERVICES DESCRIPTION INVESTMENT RS/6000 Installation Support' $2,500 Total New World Services $2,500 TOTAL INVESTMENT 133 1 RS/6000 Installation and Support includes:Standard system procedure;RS/6000 to MDT/MCT(data management;Workflow/process of implementing mobile communications;External consideration;and Ongoing systems administration including updates,backups database verification,forms creation,etc.) 14 Confidential CITY OF ELGIN,ILLINOIS DESCRIPTION RMS/JMS Workstation Intel Core 2 Duo 3.16GHz,1333 MHz FSB Processor 2GI3 System Memory 160GB SATA,7200 RPM Hard Drive Integrated GB Ethernet DVD/ROM Drive 32MB Standard Graphics Adapter (1)19"Flat Panel Color Monitor(1024X768) Windows Vista Business/XP Professional Mobile Data Computer Mobile Intel Pentium M 1GHz 2GI3 System Memory 80GB HDD 1024 x 768 TFT Active Matrix Color Display Integrated Data Radio/Modem(Optional) DVD/ROM Drive Windows Vista Business/XP Professional • The above hardware and system software costs assume the licensing of New World Systems'application software and support as part of a complete solution. The proposed hardware is configured to run New World applications only. The servers have been configured based on the proposed software. Additional disk and/or memory may be needed should customer elect to purchase additional software for the networking environment. Existing PC workstations must run the Windows 20001XP Professional operating system, must have a 101100MB Ethernet adapter,and must be configured with the TCP/IP network protocol to be compatible with New World client applications. Cabling has not been proposed. Due to the various requirements in terms of cabling and connections for different personal computers and printers as well as various local requirements(i.e.,building codes, use of union personnel,use of electricians,etc.),New World recommends that the customer contract with a local firm for any cabling requirements, New World Systems works closely with local vendors in this context providing them with the required specifications and alerting them to any issues. Operating System Software costs are based on the number of concurrently signed-on users. Verification of the number of concurrent users is required as the price may vary from the above estimate. Hardware Installation Services for the application, database, test/training and web servers are included in Quality Assurance Services and Fees. The above customer costs are subject to confirmation prior to contract execution. 15 Neffc�rlcl. C;csrrficior7t's;;ii CITY OF ELGIN,ILLINOIS BAPO RESPONSE RESPONSE TO QUESTIONS 1. Please explain the following CAD interface details: a. What fields are transferred from CAD into RMS? New World will import data provided from MotoroialPrintrak CAD system for closed CAD incidents. This can be expanded by using the Motorola Universal Data Transfer(UDT)too/to export additional data elements if desired. Typically,transferred CAD information includes the following: • Call Type • Call Priority • Location(address) • Phone Number • Person(s) • Vehicles(s) • Unit(s) • Cali Narrative • Response Times b. How does the interface handle CAD incident updates after the CAD incident is closed? The New World CAD solution treats this as an update.If that particular incident already exists,we update any fields sent and add any narrative as a new narrative document. 2. How is a crash report number assigned through the interface with IDOT? New World has two different interfaces to coordinate IDOT accident reports. The cost is that same for either interface/approach: • Agencies may use the IDOT provided software to generate the accident report which generates the crash report number.New World provides the ability to retrieve the crash report from IDOT and import the accident information into the Records Management System. • Although not currently available,IDOT has committed to allowing New World agencies to submit accident reports electronically.We submit a crash report to IDOT who send back the state assigned IDOT barcode number. The IDOT crash report number is stored in our accident database with the original information. The New World Illinois user group is working directly with IDOT on this initiative. 16 'Vt, ConfidenUal CITY OF ELGIN,ILLINOIS 3. Is New World's product capable of interfacing with Motorola's Printrak CAD application to provide the exact same functionality with its CAD application? For example,are officers able to send/receive status changes to Printrak,add comments to a call for service and view other mobile unit locations on New World's mobile application when it is interfaced with the Printrak CAD? It is our understanding from the demonstration that the City would continue to utilize the Motorola Premier/MDC mobile software for silent dispatch operations. Although New World has implemented our Mobile Messaging client software to work with Printrak/CAD;there does not appear to be a benefit for Elgin to so since Premier/MDC is already implemented. Our recommendation is to continue using the Premier/MDC mobile software for CAD transactions and utilize the New World Field Based Reporting mobile software to write the required reports. Our proposed Printrak/CAD interface allows officers to real time access CAD data that may be needed to begin a field report;before the Call for Service is closed. a. Describe any differences in functionality provided when New World's mobile application is interfaced with CAD versus when it is implemented as part of an integrated New World solution. New World's integrated CAD to Mobile solution supports other inquiry and command messages that are not part of a 3rd party interface.For example, with the integrated New World CAD solution the officers have an interactive unit status monitor in the car. An integrated New World CAD solution also allows for real-time narrative updates from the mobile unit. There are a number of static inquiries on units and calls for service that are not available through the interface. The Printrak CAD Interface does support what we feel are the most common core Mobile CAD functions that we can deliver between two competitive products. 17 New'VVbr1dS),Sf(,1ns Confidential CITY OF ELGIN,ILLINOIS INTERFACES Motorola Premier CAD New World proposes a two-part interface to the Motorola Premier CAD system. The first part is a direct TCP/1P socket connection to the Motorola CAD system so that when a call is created, they send the call data to this connection. The New World message switch will accept the connection and the data and route the call data to the mobile units as needed. This allows the officer to start their field report before the call is cleared to RMS. This option depends upon the Motorola CAD being able to set up a connection and send the call data. The second part is a cleared call interface. When the call is cleared, Motorola will write a file out via their UDT module which New World will import and use to create an incident in the RMS system. Once this incident is written to RMS,it also becomes available to the office in mobile via an incident query, which will also allow them to use the data to create their report. The second part of the interface will also write to RMS any calls that are cleared without a unit being dispatched ensuring all agency data is being transferred to RMS. If, for any reason, the first part of this interface cannot be accomplished, the second part will work well. The only downside of not having the first part of this interface is that the officer will have to wait for the call to be cleared to use the call data to start their report. LEADS Illinois LEADS is a standard StateINCIC interface that has been in operation at a number of sites in the state of Illinois for a number of years. This interface provides all the standard queries and messages that the State will provide on a host-to-host type interface. IDOT New World has proposed that Elgin use/DOT's MCR to write the reports and we will provide an interface to import the data into our RMS. Based on the options available with the State regarding the submission of accident reports, New World will import the MCR accident file information from a network location and write the corresponding accident information to include global subject and global vehicles. ICLEAR Agencies that transfer inmates to Cook County are required to capture all booking data using the County provided Motorola Livescan(CABS). The County is using the NIST standard for their arrest/booking data that gets submitted with their fingerprints.New World will import the subject, demographics, charges, and mug 18 "h1k Al&,u,Morld,1�-),slems Confderihal CITY OF ELGIN,ILLINOIS shot from a network location per the current Cook County NIST standard. This interface will write a booking and/or arrest record into the New World RMS system. New World is proposing the following workflow for Cook County arrestees; which was designed in concert with our other Cook County based customers: ® The officer books the individual into CABS11CLEAR system. 4 ICLEAR will process the booking/fingerprint information and return a NIST file and mug shot photo;which New World imports into our RMS booking module. • The officer can then transfer the booking information from New World RMS directly to the AFIS system;using our standard AFIS interface. ® This workflow assumes the(CLEAR/CABS return of the NIST compliant booking file and photo. Based on our discussions with the technical staff at Cook County and the City of Chicago, the NIST data will be available within minutes of the ICLEAR booking being completed. The workflow for Kane County arrestees would be far more streamlined as the Kane County Jail operates on the New World Corrections software. This would allow real time exchange and sharing of booking, arrest and mug shot data.Kane County may be able to provide Elgin an ARS machine for fingerprinting. AFIS Please refer to the description of proposed workflow for ICLEAR. New World has proposed our standard one-way interface to the livescan system. The AFIS livescan interface is a one-way export of booking data to the livescan system, which imports the subject demographics and charge information into their system. The booking is done in the New World booking module and the data exported to livescan. Navaline New World has proposed a browser-based query to the Navaline system via our Aegis Justice Link to display information regarding persons/personnel as needed Jano New World will provide a query to the Kane County JANO court system via our Aegis Justice Link application. This permits the display of information regarding court case status updates and docket information in a browser window. We have already worked with the County Clerk's office on this interface. Ohl N?iv World,"I),sfums' 19 Confidlehila l CITY OF ELGIN,ILLINOIS L TERNA TIVE PRICING PROPOSAL Many agencies are facing economic challenges and yet still have the need to provide world-class public safety services to their communities. New World recognizes that it might be helpful for agencies to have pre-determined costs associated with public safety technology with a lower initial capital investment requirement. Based on a 10 year annual commitment, we are pleased to offer the following alternative pricing proposal which may be beneficial for the City of Elgin. PROJECT SUMMARY(BAFO PROPOSAL) COSTS 1. Year 1 Of 10-Year Subscription For Licensed Standard Software $230,000 a. Years 2 to 5 at$230,000 per year b. Years 6 to 10 at$250,000 per year 2. Support Services 300,000 a. Project Management b. Installation And Training Services c. Testing d. Hardware&Software Installation e. Interface Installation And Other Services f. GIS Map Implementation 3. Third Party Products 107,580 As further detailed in the proposal 4. Other Costs 360,000 a. Data File Conversions b. Custom Software Interfaces c. Software Modifications d. Travel&Living Expenses 5. Annual Support&Software Maintenance Services Included These services are included in the annual subscription cost ONE TIME PROJECT COST: �) 20 Confid nflol EXHIBIT N THIRD PARTY VENDORS (Non-New World Systems Payees) CrimeReports Quote A Public Engines Service Date 5/26/2010 11781 S Lone Peak Parkway Quote# 5179 Suite 200 Agency ID 101278 Draper,UT 84020 9 y Expiration 6/25/2010 Sales Rep Dustin Simmo... Bill To 151 Douglas Ave Elgin IL 60120-5503 gg $149 monthly y CrimeReports.com Annual Subscription 1 1,788.00 1,788.00 E ®No set up fees,maintenance fees,service fees,or licensing €i fees Access to public facing crime map ®Email Alert System ®iPhone Application ®Use of the Widget on the departments website Total $1,788.00 MEMORANDUM Date: May 24,2010 To: Chief Jeffrey Swoboda From: Analyst Kristie Hilton Re: Coplogic Pricing Two cost proposals were submitted to the City of Elgin pertaining to the purchase and implementation of Coplogic. One was provided by New World Systems in their original response to RFP 09-027;the other was solicited from Coplogic independent of New World Systems. It was determined that due to the vast savings in maintenance fees(a difference of $5,600/year),the City of Elgin would pursue the quote for Coplogic provided through New World Systems. The payee will be Coplogic,as they have agreed to abide by the pricing they provided to New World Systems in 2009 as part of New World Systems'response to the City of Elgin's RFP 09-027. As offered in New World Systems Exhibit I,Summary Clarifications dated May 17th,2010,the following pricing was confirmed. 4) Is Coplogic included in the final offer? New World Response:New World's Citizen Reporting Interface and Coplogic sgftware and services are not included in the one-time cost in tlzefinal offer. These items are available to the City at an optional at a cost of$26,400 to purchase the Coplogic software,phis the New World interface cost of$14,,000.This price includes one year of support,from Coplogic. During our final negotiations,New World Systems absorbed the cost of the$14,000 interface. The total purchase and maintenance cost for Coplogic for one year is$26,400. Maintenance will begin in Year 2 at a rate of$4,400,expected to increase 5%each year. Idemix,Incorporated /��ryyy Quote# 7835-1 }m 5705 W Old Shakopee Road ■ 77st® erQuotation Date: 01-APR-2010 ID Bloomington,MN 55437 4�{.1�7 1�Y me IDENTITY S USA Expires: 20-7LJN-2010 Phone(800)932-0890 Page: 1/4 Fax(952)932-7181 Customer Information Billing Inf reation Shipping Information Quote Information ATTN:MACE BAYARD OUST NAME:ELGIN POLICE DEPAR"IMENT COST NAME:ELGIN POLICE DEPARTMENT SALES REP:Gary Newlin CUST NAME:ELGIN POLICE DEPARTMENT PHONE: PHONE: CELL:PHONE: 952-442-8701 PHONE: 847 289-2500 FAX, FAX. FAX: 952-442-1327 FAX. EMAIL: Ems" EMAIL: GNEWLIN@Llid.wm EMAIL: bayard m@cityofelgin.org ADDR:151 DOUGLAS AVENUE ADDR:151 DOUGLAS AVENUE ADDR:151 DOUGLAS AVENUE CUSP TYPE: ELGIN,IL 60120 ELGIN,IL 60120 ELGIN,IL 60120 United States United States United States Product Price Source Units Qty Unit Price SeOing Extended Price (USD) (USD) TP-380OXCH-ED S&L LAW ENFORCEMENT EA 2 527,760.00 555,520.00 TouchPrinfFM 3800 enhanced definition Live Scan BookingStation with Integrated Full-Hand Scanning:Includesappliance and full-hand scanning deck standal.nc cabinet desktop PC Cheetah board application software withAccucapt—IM slap m roll matching.Windows XP O/S and29.5"deck lyr.9 m 5 on-site warranty service included for US costo...only.International VAR SI Resellers&End Us..pleas.include p/n 3800XCH-WHDVAR. TPE-PRT-DUT S&L LAW ENFORCEMENT EA 2 52,380.00 54,760.00 T.-I Priat?Duplex Fingerprint Card Printer-for printing doubt.sided cards.Enterprise applications only.1 yr.Help Desk Warrantyincluded.. PRT-DUP-W95 S&L LAW ENFORCEMENT YR 2 $166.00 5332.00 WARRANTY UPGRADE9X5 Duration:1 YR TP-PRT-TRAY S&I.LAW ENFORCEMENT EA 2 $425.00 $850.00 T...hPriutTM Additional Tray 500 Sheet Upgrade for T612 T630 T640 and T522 Printers.Each printer may have up to 4 additional trays configured for a total of 5 trays per printer. TP-HWOX-DIGCAP S&L LAW ENFORCEMENT EA 2 $2,160.00 54,320.00 TouchPrint XP Digital Capture System includes TouehPrim upgrade software to support NIST best practices photo capture. Hardware includes Canon PowerShot digital camera 3X+Optical Zoom 4.i+Megapix.l CCD integrated Flash AC/DC Power Supply USB2.0 Cable mounting hardware and 18%gray backdrop. Idents,incorporated �-t Quote# 7835-1 am 5705 W Old Shakopee Road ` USt®■Yf®1+ 11®�s2'-1®Yf Date: 01-APR-2010 Ll Bloomington,NIN 55437 Customer li a ll GC Ll n 8a IDENTITY. LISA Expires: 20-JUN-2010 SOLUPhone(800)932-0890 Page: 2/4 Fax(952)932-7181 Product Price Source Units Qty Unit Price Selling Extended Price (USD) (USD) HW)X-DIGCAP-W95 S&L LAW ENFORCEMENT YR 2 $37.00 $74.00 WARRANTY UPGRADE 9X5 Duration:1 YR TP-HWOX-DIGCAPC S&L LAW ENFORCEMENT EA 2 50.00 50.00 Mo-pod Mounting System for 3500/3800 cabinets with tripodhead and backdrop for use with the digital capture system TP-HWOX-DIGCAP or TPE-HWOX-DIGCAP. TP-CSTX-ILI01 S&I,LAW ENFORCEMENT EA 2 $160.00 5320.00 Touch Print Itlirms Live Scan Customization.Carda:Convicti-lot mm-tire Request,Criminal Justice Applicant Card,Arrest Card-Arresting Agency Copy,Arrest Card-States Attorney Copy,Arrest Card-ISP B oft Copy,Custodial Card-ISP 13.171 Copy 2,Custodial Card-ISP B oft Copy 3,Custodial Card-ISP B oft Copy 4,Fee Applicant Card,Fingerprint Inquiry Card, Juve Arrest-Arresting Agency Copy,Juve Arrest-Circuit Clerk Copy,Jove Arrest-ISP B of I Copy,Access and Review. TOTS:ARF,JUN,FPQ,RAR,CUR,LTP,ARTT,JUVT,FPQT,RAPT,CIRT,UFPT. TP-COMX-NECFTP S&L LAW ENFORCEMENT EA 2 5160.00 5320.00 NATVIS AFIS Protocol Support w--/FTP:Compression Support Package with FTP Provides Support for NEC NATMS Protocol C mmunications Over TCP/IPTTP Wide Area Network Connections w;WSQ compression. TP-HWOX-ADLNIC2 S&L LAWENFORCEMENT EA 2 $144.00 S288.00 TouchPrint?Ethernet PCI Based 10/100 Lan Adapter for Local Area Network Topology.To be used with the TP-3500 and TP-3800 cabinet style livescan systems;Works with both the XP and Linux 0/8. TP-COMX-NFSCLNT S&L LAW ENFORCEMENT EA 2 $0.00 $0.00 MS Windows XP NIS Client.Touch Prmtvereion 6 Network File System:(NIS)Protocol Client Support Communications protocol support for San Network File System(NES)Client.This option is for ase with Touch Print version 6 or later MS Windows XP Application Software. 1'P-CSTX-FB27011 S&L LAW ENFORCEMENT EA 2 $160.00 $320.00 TouchPrint federal palm card overlay customisation for Touch&int Live Scan Systems equipped with Touchf rint PRO hand and palm-ready forensic hardcopy printing subsystem jurisdictional customization overlay for T-10'rint XP Live Scan TOTaeCards:FD884(Federal Palm Card)Trom.it,NO XMT print only Return Msg:NO Identix,Incorporated !^1 L Quote# 7835-1 M. 5705 W Old Shakopee Road ! it�'�® ®Y' 710®T047®ri Date: 01-APR-2010 PO IDENTITY Bloomington,MN 55437 Customer Quotation a�Y it Expires: 20-JUN-2010 m'SOLUTIONS,,. USA Phone(800)932-0890 Page: 3/4 �_.ecrz't. Fax(952)932-7181 Product Price Source Units Qty Unit Price Selling Extended Price (USD) TP-SWOX-RMSDE S&L LAW ENFORCEMENT EA 1 $1,496.00 $1,496.00 Touch Print 3000X Series Data Export This DE will export the RW file any f getprim or handprint images required and any .jpg photographs required to a costumer specified location ma customer's 3rd party PC.This DE does not require the customer to implement the OFCS interface and is simply a drop of the specified files into a specific di,.tory.Guaranteed delivery of the records is not a feat..for this DE since the OFCS interface is not required The customer is required to—plot.the RMSDE section of the Site Survey form. TP-SWOX-DIEXAD S&L LAW ENFORCEMENT EA 1 5850.00 $850.00 Additional License Fee:for an externa]demographic interface.Reference p/n is:TP-SWOX-RMSIF TP-CONIX-PRINTRK S&L LAW ENFORCEMENT EA 2 $160.00 $320.00 Printmk AFIS w/FTP Protocol Support Provides Software Support for Printrak AMS FTP-Rased Communications Protocol wl WSQ compression. TP-CEN-EWS S&L LAW ENFORCEMENT' EA I 54,080.00 54,080.00 A TouchPrint Edit Workstation(EWS)gives an operator the ability to scale or editLivescan demographic data ata physical location other than at a Livescan or Store and Forward.Atter record Creation or Editing at an EWS the demographic data can then be transmitted to another system via all available UmehPrint transmission methods. 303043-701 CSPR EA I 54,480.00 54,480.00 Non-Recurring Engineering Development for CSPR-1446(303-043-701)IL Remote Demographic T.—trod TP-IAT-2DAYS&L LAW ENFORCEMENT EA 2 $2,195.00 $4,397.00 Installation and Training;Two Thy:Standard two day en-site installation and training services.Includes one day of installation and one day of training.Training day is for Operators(up to 6 people)and for System Managers(up to 4 people).Recommended for TP-3800 series livmcan systems.Includes travel and all related expenses. FREIGHT S&L LAW ENFORCEMENT EA 2 $300.00 5600.00 FREIGHT Subtotal Selling Price $83,320.00 Total for Extended Quantity System Configuration $83,320.00 Quote#: 7835-1 Terms And Conditions a: IDENTITY sOLUT;ONs... Stated prices do not include any sales,use,value added,federal,state local or other taxes,or any custom duties.All such taxes or duties shall be paid by customer,or in lieu thereof,customer shall provide an appropriate tax exemption form.Customer shall in its purchase order specifically include the applicable sales tax amount or provide a current tax exemption certificate.Without the applicable tax amount or a tax exemption certificate,Identix will not enter the purchase order. Identix reserves the right to invoice customer for sales tax calculation in customer's purchase order that is insufficient. General Terms and Conditions: 1)This Quotation is valid for 90 days from the date of Quotation. 2)Purchase Order must reference correct Quotation Number and Date of Quotation. 3)Unless otherwise agreed to in writing by Identix,all sales of Identix hardware products,and all licenses of Identix software,are subject to Identix'standard terms and conditions of sale and license. 4)Unless otherwise agreed to in writing by Identix,all products are subject to Identix'standard warranty,at the quoted Warranty Service Level,for a period of one year from the date of installation. 5)Unless otherwise agree to in writing by Identix,Products are sold FOB-Identix Factory,Minnetonka,MN.Prices are exclusive of shipping,handling and freight charges,which are separately identified in the Quotation,and which are the sole responsibility of the purchaser. 6)Stated prices do not include any sales,use,value added,federal,state or local or other taxes,or any customs duties.All such taxes or duties shall be paid by customer,or,in lieu thereof,customer shall provide an appropriate tax exemption form.Customer shall in its purchase order specifically include the applicable sales tax amount or provide a current tax exemption certificate.Without the applicable tax amount or a tax exemption certificate,Identix will not enter the purchase order. Identix reserves the right to invoice customer for sales tax in the event the calculated amount in customer's purchase order is insufficient. 7)Subject to credit approval by Identix,all payments are due in full net thirty(30)days from date of invoice,In the event Identix does not approve such credit,other payment terms must be agreed upon by the parties. S)Prices are exclusive of engineering or other labor service charges provided by Identix at the request of purchaser,unless such engineering or other labor is expressly covered by warranty and otherwise required directly as a result of defects in materials or workmanship.Engineering and other labor services,as well as parts and materials,provided by Identix outside of applicable warranty shall be paid for by the purchaser at Identix'then current time and materials charges. 9)Identix provided maintenance support following the warranty period is recommended by Identix.Help Desk,On-Site and 2417 maintenance support programs are available,subject to execution of Identix Standard Maintenance Agreement. 10)Where applicable,in sole judgment of Identix,this Quotation is subject to existing contract pricing between Identix and the purchaser.Current contract number must be identified on the Purchase Order. 11)Any discount prices are for like quantities ordered on the same Purchase order.Quantities are not cumulative.Any change in the quantity ordered may affect price.Contact Identix for new quote with desired quantities. 12)This Quotation and these terms and conditions apply to domestic U.S.orders only. 13)This Quotation is Identix Incorporated proprietary. Page: 4/4 ELGIN POLICE DEPT Budgetary Proposal(RMS Only)from Dell FEATURING DELL ENTERPRISE PRODUCTS 04/19/2010 ©Copyright 2008 Dell Inc.All rights reserved. Trademarks Dell,the Deli logo,PowerEdge,PowerVault,PowerConnect,EqualLogic,ActiveArchives,and OpenManage are trademarks of Dell Inc. Intel,Pentium,and Celeron are registered trademarks,and Xeon is a trademark of Intel Corporation or its subsidiaries in the United States and other countries. Microsoft and Windows are registered trademarks of Microsoft Corporation. Linux is a registered trademark of Linus Torvaids. Novell,NetWare,and SuSE Linux Enterprise Server are registered trademarks of Novell,Inc. Red Hat is a registered trademark of Red Hat Software,Inc.in the United States and other countries. EMC,PowerPath,and Navisphere are registered trademarks,and SnapView and MirrorView are trademarks of EMC Corporation in the United States.DLTtape and SDLTtape are trademarks of Quantum Corporation. Cisco is a registered trademark of Cisco Systems,Inc. Broadcom is a registered trademark,and NetXtreme is a trademark of Broadcom Corporation.Oracle and PeopleSoft are registered trademarks, and Oracle9i and Cache Fusion are trademarks of Oracle Corporation or its affiliates. LTO,Linear Tape Open,and Ultrium are trademarks of HP,IBM,and Quantum. SAP and the SAP logo are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. PCI Express is a trademark,and PCI-X is a registered trademark of PCI-SIG. VMware,the VMware"boxes"logo,ESX Server,and VMotion are trademarks or registered trademarks of VMware,Inc. Other names used in this Proposal may be trademarks of their respective owners. Statement of Conditions The information in this document is believed to be accurate. However,Dell assumes no responsibility for inaccuracies,errors,or omissions,and shall not be liable for direct,indirect,special,incidental,or consequential damages resulting from any such error or omission. Dell is not responsible for pricing or other errors,and reserves the right to cancel orders arising from such errors. Dell may make changes to this proposal including changes or updates to the products and services described,including pricing, without notice or obligation. This proposal is not intended to create a contractual relationship. Unless expressly agreed otherwise in a writing signed by the parties,all orders by ELGIN POLICE DEPT for Dell products and services shall be subject to Dell's Terms and Conditions of Sale— Direct, which can be found at www.dell.comlterms and which incorporate Dell's U.S. Return Policy, at www.dell.com/returnpoiicy#total. Please read those terms carefully and in their entirety,and note in particular that Dell EqualLogic and EqualLogic-branded products,DelIJEMC and EMC-branded products,PowerVault ML6000 tape libraries,non-Dell-branded enterprise products,enterprise software,and customized hardware or software products may not be returned at any time.Orders also shall be subject to the terms of any applicable service contract(s),which can be found at www.delloom/servicecontracts. All information supplied to ELGIN POLICE DEPT for the purpose of this proposal is to be considered confidential information belonging to Dell. About Dell Dell Inc.(NASDAQ:DELL)listens to customers and delivers innovative technology and services they trust and value.Uniquely enabled by its direct business model,Dell is a leading global systems and services company and No.34 on the Fortune 500.For more information,visit www.dell.com. Privacy Policy Dell respects your privacy.Across our business,around the world,Dell will collect,store,and use customer information only to support and enhance our relationship with your organization,for example,to process your purchase,provide service and support, and share product,service,and company news and offerings with you.Dell does not sell your personal information. For a complete statement of our Global Privacy Policy,please visit dell.comlprivacy. e PROPOSAL SUMMARY This preliminary proposal is for information and budgeting purposes only.Please note,this is NOT A QUOTE and is pending design verification and validation of the proposed configuration(s). Customer Name ELGIN POLICE DEPT :iCustomer Number003514419 Date 04/19/2010 Line Quantity Contig# Description Total 1 1 005681500 QTY 1 PE R710 WITH VSPHERE OEM-3YR SNS 14,262.54 QTY 1 PE R710 WITH VSPHERE OEM 2 1 005681499 ENTERPRISE AND VIRTUAL CENTER-3 YEAR 20,398.49 SNS 3 1 005681498 QTY 2 PCT 6224 SWITCHES WITH STACKING 3,654.83 MODULES AND CABLES 4 1005681501 PS6000XV FOR RMS/CAD 57,743.24 5 1 005681503 DELL 4220 RACK WITH 17 KMM AND PDUS 2,305.00 Estimate for v—m Implementation including 6 1 15,000.00 setting up 5 VMs for RMS 7 1 Estimate for Services for DMC implementation 12,000.00 8 1 ( Estimate for Services for ASM and San HQ 10,000.00 Product SubTotal 135,114.16 Tax 0.00 Shipping&Handling 249.94 'Total Purchase Price 135,364.10 (`Amount denoted in$) Systems Consultant Name Kiran Koritala Phone 8476123735 Email I Kiran–Koritala@Dell.com IExt. 8476123735 k4 t"' QTY I PE R710 WITH Customer Name ELGIN POLICE DEPT —� Customer Number 003514419 Date _ 04„9,20,0 Product SubTotal 14,232.55 Tax 0.00 Shipping&Handling 29.99 *Total Purchase Price 14,262.54 (*Amount denoted in$) Shipping Method LTL 5 DAY OR LESS Total Number of System groups 1 Group:1 Description:PE 8710 with Chassis for Up to 8,2.5-Inch Hard Drives and Intel 5OXX Processors Quantity:1 System Price04,232.55 Group Total:14,232.55 Type Description I Quantity Base Unit PE Rwith Chassis for Up to 8,2.5-Inch Hard Drives and Intel 56XX Processors(224-8461) 710 1 PowerEdge R710 Shipping(330-4124) 1 48GB Memory(I2x4GB),1066MHz Dual Ranked RDIMMs for 2 Processors,Optimized(317-0239) 1 Embedded Broadloom,GB Ethernet NICS with TOE(430-1764) 1 Embedded Broadcom,GB Ethernet NICS with TOE and ISCSI Offload Enabled(430-2970) 1 Intel XeonX5650,2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(317-4109) 1 PowerEdge R77 Heat Sinks for 2 Processors(317-1213) 1 Intel Xeon X5650,2.66Ghz,12M Caohe,Turbo,HT,1333MHz Max Mem(317-4121) 1 HD Multi-Select(341-4158) 1 PERC H700 Integrated RAID Controller,512MB Cache,x8(342-0648) 1 Power Saving BIOS Setting(330-3491) No Operating System(420-6320) Vi—more vEssentials(vRangerPro,vFoglightPro vReplicator)90-day evaluation(330-4185) 1 VMware E_SX 4.0 Ent-3Yr Support and Upgrade Subscription Only wDwngrd to 3.5U5(421-2803) 1 _ VMware ESX Version 4.0 Enterprise,License Only,3Y,NFI,wDgr 3.51J5(421-2804) 1 Intel Gigabit ET NIC,Quad Port,Copper,PCIe-4(430-0657) 1 iDRAC6 Enterprise(467-8648) DVD+/-RW,SATA,INTERNAL(313-9090) 1 Bezel(313-7517) Riser with 2 PCIe x8+2 PCIe x4 Slot(320-7886) 1 Electronic System Documentation and OpenManage DVD Kit(330-3485) 1 Deli Management Console(330-5280) 1 RAID 1 for H700,PERC 6/i,H200 or SAS 6/iR Controllers(341-8699) 1 Sliding Ready Rails With CabieManagement Arm(330-3477) —1 Thank you choosing Dell ProSupport.For tech support,visit http:/Isupport.deli.com,PmSupport or 1 call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(992- 1 8352) _ Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(993- 1 Dell Hardware Limited Warranty Plus On Site Service Initial Year(993-8447) 1 _ Dell Hardware Limited Warranty Extended Year(993-8458) 1 MISSION CRITICAL PACKAGE.Enhanced Services,3 Year(993-8518) 1 High Output Power Supply Redundant,870W(330-3475) 1 No Power Cord(310-9057) 1 Power Cord,NEMA 5-15P to C13,15 amp,wall plug,10 feet/3 meter(310-8509) 2 146GB 15K RPM Serial-Attach SCSI 6Gbps 2.5in Hotplug Hard Drive(342-0427) 2 r G t', QTY I PE R710 WITH 1 AND VIRTUAL CENTER e 3 YEAR SNS Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date 04/19/2010 Product SubTotal 20,368.50 Tax 0.00 Shipping&Handling 29.99 *Total Purchase Price 20,398.49 (*Amount denoted in$) Shipping Method LTL 5 DAY OR LESS Total Number of System groups1 Group:1 Description:PE 12770 with Chassis for Up to 8,2.S4nch Hard Drives and Intel 56XX Processors uantity:t System Price:26,368.50Group TOtal:20,368.50 Type Description Quantity Base Unit PE R710 with Chassis for Up to 8,2.5-Inc Hard Drives and Intel 56XX Processors(224-8461) 1 PowerEdge R710 Shipping(330-4124) 1 _ 48GB Memory(12x4GB),1066MHz Dual Ranked RDIMMs for 2 Processors,Optimized(317-0239) 1 Embedded Broadcom,GB Ethernet NICS with TOE(430_1764) _ 1 Embedded Broadcom,GB Ethernet NICS with TOE and[SCSI Offload Enabled(430-2970) 1 Intel Xeon X5650,2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(3171109) 1 PowerEdge R710 Heat Sinks for 2 Processors(317-1213) 1 Intel Xeon X5650,2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(317-4121) 1 HD Multi-Select(341-4158) 1 PERC H700 Integrated RAID Controller,512MB Cache,x8(342-0648) 1 Power Saving BIOS Setting(330-3491) _ 1 No Operating System(420-6320) 1 Vizioncore v6sentials(vRangerPro,vFoglightPro vRep[icator)90 day evaluation(330 4185) 1 _ VMware ESX 4.0 Ent-3Yr Support and Upgrade Subscription,Only wDwngrd to 3,505(421-2803) 1 _ VMware ESX Version 4.0 Enterprise,License Only,3Y,NFl wDgr 3.51-15(421-2804) 1 _ Intel Gigabit ET NIC,Quad Port,Copper,PCIe4(430-0657) _ i ORAC6 Enterprise(467-8648) 1 DVD+/-RW,SATA,INTERNAL(313-9090) _ 1 Bezel(313-7517) 1 Riser with 2 PCIe x8+2 PCIe x4 Slot(320-7886) 1 Electronic System Documentation and OpenManage DVD Kit(330-3485) 1 Dell Management Console(3305280) _ 1 VMware VirtualCenter 4,0-3Yr Support and Upgrade Subscription Only wDwngrd to 3 SU5(421- 1 1032) VMware VirtualCenter Version 4.0,License Only,3Y,NFI,wDgr 3.505(421-1033) 1 RAID 1 for H700,PERC 6/i,H2O0 or SAS 6/iR Controllers(341-8699) 1 Sliding Ready Rails With CableManagement Arm(330-3477) 1 Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 (992-8162) ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(992- 1 8352) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(993- 1 2200) Dell Hardware Limited Warranty Plus On Site Service Initial Year(993-8447) 1 Dell Hardware Limited Warranty Extended Year(993-8458) 1 MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(993-8518) 1 High Output Power Supply Redundant,870W(330-3475) 1 No Power Cord(310-9057) Power Cord,NEMA 5-15P to C13,15 amp,wall plug,10 feet/3 meter(310-8509) 2 146GB 15K RPM Serial-Attach SCSI 6Gbps 2.5in Hotplug Hard Drive(342-0427) 2 e Ew " 6224 SWITCHES1STACKING MODULES AND CABLES Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date 04/19/2010 Product SubTotal 3,624.86 Tau 0.00 Shipping&Handling 29.97 *Total Purchase Price 3,654.83 (*Amount denoted in$) Shipping Method LTL 5 DAY OR LESS Total Number of System groups 1 Group 1 Description:PowerConnect 6224,24 GbE Ports,Managed Switch,10GbE and Stacking Capable Quantity:2 System Pd-1,618.20 Group Total 3,236.40 Type Description Quantity Base Unit PowerConnect 6224,24 GbE Ports,Managed Switch,10GbE and Stacking Capable(222-6710) 1 Dell Hardware Warranty InitialYR(985-5977) 1 Deli Hardware Warranty,Extended Year(s)(985-5988) 1_ Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 (990-2562) ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(990- 1 2752) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(990- 1 472)) MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(991-8348) 1 On-Site Installation Declined(950-8997) 1 Software&Accessories(S&A) Number of S&A Items:2 S&A Total:388.46 Description Quantity UnitPrice Total Price Stacking Module,48Gbps Includes 1 m Stacking Cable Customer Kit(320- 2 179.99 359.98 517 1) CAT5E RJ-45 M RJ-45 M Snagless Molded Patch Cable-10 it 16 1.78 28.48 (AO095450) (*Amount denoted in$) PS600OXV FOR RMS B CAD Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date - 04/19/2010 Product SubTotai 57,723.25 Tax .._-0.00 Shipping&Handling 19.99 "Total Purchase Price 57,743.24 (*Amount denoted in$) Shipping Method LTL 5 DAY OR LESS Total Number of System groups 1 16roup:1 Description:Dell EqualLogic PS60OOXV,HighPerformance,15K SAS Drives Quantity:1 System Price:57,524.25 Group Total:57,524.25 Type Description Quantity Base Unit Dell EqualLogic PS6000XV,HighPerformance,15K SAS Drives(224-4850) 1 9.6 Terabyte capacity,16x600GB,15K SAS,Dual Controller,PS60DOXV(342-0201) 1 Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 call l-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 (993_1512),_,,,_,. ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(993- 1 1622) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(993- 1 5670) EqualLogic Advanced Software Warranty and Service,7x24 Access,3 Year(994-0289) 1 _ _ Dell Hardware Limited WarmntyExtended Year(994-0398) 1 Dell Hardware Limited Warrantyinitial Year(994-0437) 1 MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(994-0488) 1 Onsite INSTALLATION and CONFIGURATION of 1 PS system with up to 2 attached hosts(990- 1 0688) Software&Accessories(S&A) Number of S&A Items:1 S&A Total:199.00 Description Quantity Unit Total Price Price Dell Education Services-Dell EqualLogic PS Series Basic Configuration 1 199.00 199.00 and Management Online Training,1 year access(903-5699) (`Amount denoted in$) r k DELL 4220 RACK WITH 17 KMM AND PDUS Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date 04/19/2010 Product SubTotal 2,165.00 _–�---- —�--- Tax 0.00 Shipping&Handling 140.00 'Total Purchase Price 2,305.00 (*Amount denoted in$) Total Number of System groups LTL 5 DAY OR LESS Group:1 Description:Dell 4220 4211 Rack with Doors and Side Panels,Ground Ship NOT for AK/H1 anity:1 QutSystem Pric®:2,165.00 Group Total:2,165.00 Type Description Quantity Base Unit Dal 4220 42U Rack with Doors and Side Panels,Ground Ship NOT for AK/HI(224-4934) 1 -1U KMM Console with Touchpad Keyboard and 17 LCD,Rapid Rails(310-9961) 1 Basic:Business Hours(5X10)Next Business Day Parts Delivery 2Year Extended(992-1802) 1 Basic:Business Hours(5X10)Next Business Day Parts Delivery Initial Year(992-5080) 1 Deo Hardware Limited Warranty Extended Year(993-4108) Dell Hardware Limited Warranty Initial Year(993-4117) _On-Site Installation Declined(900-9997) _1 PDU,24A,208V,3-Phase,8.6kW,(3)C19,OU/1 U,with L15-30P 3.7m attached inputcord(330-6412) 2 s 6 Estimate for Vmware Implementation including setting for RMS Customer No.. ELGIN EMERGENCY COMMUN DEPT Customer Number 3514419 (Date 04/19/2010 Product SubTotal) 15,000.00 Tax 0 Shipping&Handling 0 *Total Purchase Price 15,000.00 ('Amount denoted m$) Shipping Methodl N/A Total Number of System groups 1 Group:1 Description:Estimate for Vmware Implementation including setting up 5 VMs for RMS Quantity:1 System Price:0.00 Group Total:15,000.00 Type Description Quantity Base Unit Estimate for Vmware Implementation including setting up 5 VMs for RMS(1) 1 Y Estimate for Services for DMC implementation Customer Name I ELGIN EMERGENCY COMMUN DEPT Customer Number 3514419 Dat e 04/19!2010 Product SubTOtal 12,000.00 Tax 0 Shipping&Handling 0 *Total Purchase Price 12,000.00 (`Amount denoted in$) Shipping Method /A N Total Number of System groups 1 Group:1 IDescriptiorn.Estimate for Services for DMC implementation Quantity:1 System Priee:O.00 Group Tota1:12,OOO.00 Type Description Quantity Base Unit Estimate for Services for DMC implementation(1) 1 r Estimate for Services for ASM and San HQ Customer Name ELGIN EMERGENCY COMMUN DEPT Customer Number 3514419 Date 04/19/2010 Product SubTotal 10,000.00 Tax — _._...._....0 Shipping&Handling 0 "Total Purchase Price 10,000.00 (`Amount denoted in$) Shipping Method N/A Total Number of System groups 1 Group:1 Description:Estimate for Services for ASM and San HQ Quantity:1 System Price:0.00 Group Total:10,000.00 Type Description Quantity Base Unit Estimate for Services for ASM and San HQ(1Boom ) 1 0 EXHIBIT N THIRD PARTY VENDORS (Non-New World Systems Payees) CrimeRepofts Quote A Public Engines Service Date 5/26/2010 11781 S Lone Peak Parkway Quote# 5179 Suite 200 A ID 101278 Draper,Uenc T 84020 Agency Expiration 6/25/2010 Sales Rep Dustin Simmo... Bili To 151 Douglas Ave Elgin IL 60120-5503 D- e eMMM 0 $149 monthly CrimeReports.com Annual Subscription 1 1,788.00 1,788.00 ®No set up fees,maintenance fees,service fees,or licensing fees Access to public facing crime map ®Email Alert System ®!Phone Application ®Use of the Widget on the departments website t 1 Total $1,788.00 MEMORANDUM Date: May 24,2010 To: Chief Jeffrey Swoboda From: Analyst Kristie Hilton Re: Coplogic Pricing Two cost proposals were submitted to the City of Elgin pertaining to the purchase and implementation of Coplogic. One was provided by New World Systems in their original response to RFP 09-027;the other was solicited from Coplogic independent of New World Systems. It was determined that due to the vast savings in maintenance fees(a difference of $5,600/year),the City of Elgin would pursue the quote for Coplogic provided through New World Systems. The payee will be Coplogic,as they have agreed to abide by the pricing they provided to New World Systems in 2009 as part of New World Systems'response to the City of Elgin's RFP 09-027. As offered in New World Systems Exhibit I,Summary Clarifications dated May 17t",2010,the following pricing was confirmed. 4) Is Coplogic included in the final offer? New World Response:New World's Citizen Reporting Interface and Coplogic software and services are not included in the one-tune cost in the.final offer.These items are available to the City at an optional at a cost of'$26,400 to purchase the Coplogic software,plus the New World interface cost o f$-74,000. T his price includes one year of support from Coplogic. During our final negotiations,New World Systems absorbed the cost of the$14,000 interface. The total purchase and maintenance cost for Coplogic for one year is$26,400. Maintenance will begin in Year 2 at a rate of$4,400,expected to increase 5%each year. Idemix,Iaeerperated Customer �/ Quote# 7835-1 Ll5705 W Old Shakopee Road �liSt® ®i+ 11®�e]�7®ri Date: 01-APR-2010 as IDENTITY Bloomington,NV55437 til a l Quotation Y 11 se s iSy USA Expires: 20-JI N-2010 Phone(800)932-0890 Page: 1/4 Fax(952)932-7181 Customer Information Billing Information Shipping Information Quote Information ATTN:MIKE BAYARD CUST NAME:ELGIN POLICE DEPARTMENT CUST NAME:ELGIN POLICE DEPARTMENT SALES REP:Gary Newlin CUST NAME:ELGIN POLICE DEPARTMENT PHONE: PHONE: PHONE: 952-442-8701CELL: PHO 847289-2500 Ems" Ems' FAX: 952-442-1327 FAX: EMAIL: EMAIL. EMAIL: GNEWLINai.lid.-. EMAIL: bayazd m@oityaf'elgm.org ADDR:151 DOUGLAS AVENUE ADDR:151 DOUGLAS AVENUE' ADDR:151 DOUGLAS AVENUE CUST TYPE: ELGIN,B,60120 ELGIN,IL 60120 ELGIN,IL 60120 United States United States United States Product Price Source Units Qty Unit Price Selling Exteoded Price SD SD TP-380OXCH-ED S&L LAW ENFORCEMENT EA 2 527,760.00 $55,520.00 TouchPrintTM 3800 enhanced definition Live Scan BooldngStation with Integrated Full-hand Scanning:Includeaapplurce and full-hand seaming deck standalone cabinet desktop PC Cheetah board application software withAccucaptmeTM slap to roll matching.Windows XP O/S and29.5"deck.Tyr.9 to 5 on-site warranty service included for US customers only.International VAR SI Resellers&End Users please include p/n 3 800XCH-WIIDV AR. TPE-PRT-DUP S&L LAW ENFORCEMENT EA 2 $2,380.00 $4,760.00 TouchPrint?Duplex Fingerprint Card Printer-for printing double sided cards.Enterprise applications only.1 yr.Help Desk Warranty],eluded.. PRT-DUP-W95 S&L LAW ENFORCEMENT YR 2 $166.00 5332.00 WARRANTY UPGRADE 9X5 Duration:i YR TP-PRT-TRAY S&L LAW ENFORCEMENT EA 2 $425.00 5850.00 TouchPrintTM Additional Tray 500 Sheet Upgrade for T612 T630 T640 and T522 Primera.Each printer may have up to 4 additional trays configured for a total of 5 trays per printer. - TP-HWOX-DIG{'AP S&L LAW ENFORCEMENT EA 2 $2,160.00 $4,320.00 TouohPrint XP Digital Capture System includes T.-IrPrim upgrade software to supportNIST best practices photo capture. Hardware includes Canon Po Shot digital camera 3X-Optical Zoom 4.1-Megspixel CCD Integrated Flash AC/DC Power Supply USB2.0 Cable mounting hardware and 18%gray backdrop. Ideatix,Incorporated e« Quote#7835-1 5705WOld Shakopee Road 0om9 MN 55437 CustomerQuotation Date: 01-APR-2010 _=IDENTITY USA Expires: 20-JUN-2010 SOLUTIONS— Plan.(800)932-0890 Page: 2/4 Fax(952)932-7181 Product Price Source Units Qty Unit Price Selling Extended Price (USD) (USD) HWOX-DIGCAP-W95 S&L LAW ENFORCEMENT YR 2 $37.00 $74.00 WARRANTY UPGRADE 9X5 Duration:I YR TP-HWOX-DIGCAPC S&L LAW ENFORCEMENT EA 2 $0.00 $0.00 .-Ind Mounting System for 3500/3800 cabinets with tripodbead and backdrop for use with the digital capture system TP-HWOX-DIGCAP or TPE-HWOX-DIGCAP. TP-CSTX-IL101 S&L LAW ENFORCEMENT EA 2 5160.00 $320.00 Touch Print Illinois Live Scan Customization Cards:Corrviction Information Request,Criminal Justice Applicant Card,Arrest Card-Arresting Agency Copy,Arrest Cud-States Attorney Copy,Arrest Cud-ISP B oft Copy,Custodial Card-ISP B oft Copy 2,Custodial Card-ISP B oft Copy 3,Custodial Card-ISP B oft Copy 4,Fee Applicant Card,Fingerprint Inquiry Card, Save Arrest-Attesting Agency Copy,Jove Arrest-Circuit Clerk Copy,Jove Arrest-ISP B oft Copy,Access and Review. T-OT's:ARR,JUV,FPQ,RAR,CUR,UFP,ARTT,JUVT,FPQT,RAPT,CIRT,UFPT. TP-COMX-NECFTP S&L LAW ENFORCEMENT EA 2 $160.00 $320.00 NATMS AFIS Protocol Support w/FTP:Compression Support Package with FTP Provides Support for NEC NATMS Protocol Communications Over TCPflP/FTP Wide Area Network Connections w/WSQ compression. TP-HWOX-ADLNIC2 S&L LAWENFORCEMENT EA 2 SI44.00 $288.00 'rouchPrint?Ethernet PCI Based 10/100 Lan Adapter for Local Area Network T'opologv.To be used with the TP-3500 and TP-3800 cabinet style livesca t systems;Works with both the XP and Linux O/S. TP-COMX-NFSCLN'T S&L LAW ENFORCEMENT EA 2 $0.00 $0.00 MS Windows XP NFS Client.Touch Print version 6 Network File System:(NFS)Protocol Client Support Communications protocol support for Sun Network File System(NFS)Chent.This option is for use with Touch Print version 6 or later MS Windows XP Apphcation Software. TT-CSTX-FB270H S&L LAW ENFORCEMENT EA 2 $160.00 $320.00 TouehP int bederal palm card overlay customization for TouchPrint Live Scan Systems equipped with TouchPrint PRO hand and palm-ready forensic hardcopy printing subsystem jurisdictional customization overlay for TouchPrint XP Live Scan TOTS:Cards:FD884(Federal Palm Card)Transmits NO XIT print only Rewrn Mag:NO IdenNa,Incorporated !^t Quote#7835-1 ma5705 W Old Shakopee Road ■ usto er Quotation IDEi�STI- Bloomington,MN 55437 Customer Li i.64 1 1l Date: 01-APR-2010 ««S(DLU�TTY USA Expires: 20-JUN-2010 Phone(800)932-0890 Page: 3/4 Fax(952)93 27181 Product Price Source Units Qty Unit Price Selling Extended Price (USD) (USD) TP-SWOX-RMSDE S&L LAW ENFORCEMENT EA I 51,496.00 57,496.00 Touch Print 3000X Series Data Export This DE will export the Rw file any fingerprint.,handprint images required and any .jpg photographs required to a customer specified location on a customers 3rd party PC.This DE does not require the customer to implement the OFCS interface and is simply a drop of the specified files into a specific directory.Guaranteed delivery of the records is not a feature Por this DE since the OFCS interface is not required.The customer is required to complete the RMSDE section of the Site Survey foren. T'P-SWOX-DIEXAD S&L LAW ENFORCEMENT EA 1 $850.00 5850.00 Additional License Fee:for an external demographic interface.Reference p/n is:TP-SWOX-RMSIF TP-COMX-PRINTRK S&L LAW ENFORCEMENT EA 2 $160.00 $320.00 Printrak AFIS w/FTP Protocol:Support Provides Software Support for Printrak AFTS FTP-Based Communications Protocol w/ WSQ compression. TP-CEN-EWS S&L LAW ENFORCEMENT EA 1 54,080.00 54,080.00 A TouchPrint Edit Workstation(EWS)gives an operator the ability to create or edit Lives—demographic data at a physical location other than at a Liv escan or Store and Forward.After record Creation or Editing at an EWS the demographic data can then be transmitted to another system via all available TouchPrim transmission methods. 303-043701 CSPR EA 1 54,480.00 $4,480.00 Non-Recusing Engineering Development for CSPR-1446(303.043-701)IL Remote Demographic Terminal TP-IAT-2DAY S&L LAW ENFORCEN ENP EA 2 52,195.00 54,390.00 Installation and Training;Two Day:Somdard two day on-site installation and training services.Includes one day of installation and one day attuning.Training day is for Operators(up to 6 people)and for System Managers(up to 4 people).Recommended for TP-3800 series livescan systems.Includes travel and all related expenses. FREIGHT S&L LAW ENFORCEMENT EA 2 5300.00 5600.00 FREIGHT Subtotal Selling Price $83,320.00 Total for Extended Quantity System Configuration $83,320.00 .w Terms And Conditions QeeW7835-1 s«IDENTITY s:SOLUTIONS— Stated prices do not include any sales,use,value added,federal,state local or other taxes,or any custom duties.All such taxes or duties shall be paid by customer,or in lieu thereof,customer shall provide an appropriate tax exemption form.Customer shall in its purchase order specifically include the applicable sales tax amount or provide a current tax exemption certificate.Without the applicable tax amount or a tax exemption certificate,Identix will not enter the purchase order. Identix reserves the right to invoice customer for sales tax calculation in customer's purchase order that is insufficient. General Terms and Conditions: 1)This Quotation is valid for 90 days from the date of Quotation. 2)Purchase Order must reference correct Quotation Number and Date of Quotation. 3)Unless otherwise agreed to in writing by Identix,all sales of Identix hardware products,and all licenses of Identix software,are subject to Identix'standard terms and conditions of sale and license. 4)Unless otherwise agreed to in writing by Identix,all products are subject to Identix'standard warranty,at the quoted Warranty Service Level,fora period of one year from the date of installation. 5)Unless otherwise agree to in writing by Identix,Products are sold FOB-Identix Factory,Minnetonka,MN.Prices are exclusive of shipping,handling and freight charges,which are separately identified in the Quotation,and which are the sole responsibility of the purchaser. &)Stated prices do not include any sales,use,value added,federal,state or local or other taxes,or any customs duties.All such taxes or duties shall be paid by customer,or,in lieu thereof,customer shall provide an appropriate tax exemption form.Customer shall in its purchase order specifically include the applicable sales tax amount or provide a current tax exemption certificate.Without the applicable tax amount or a tax exemption certificate,Identix will not enter the purchase order. Identix reserves the right to invoice customer for sales tax in the event the calculated amount in customer's purchase order is insufficient. 7)Subject to credit approval by Identix,all payments are due in full net thirty(30)days from date of invoice.In the event Identix does not approve such credit,other payment terms must be agreed upon by the parties. S)Prices are exclusive of engineering or other labor service charges provided by Identix at the request of purchaser,unless such engineering or other labor is expressly covered by warranty and otherwise required directly as a result of defects in materials or workmanship.Engineering and other labor services,as well as parts and materials,provided by Identix outside of applicable warranty shall be paid for by the purchaser at Identix'then current time and materials charges. 9)Identix provided maintenance support following the warranty period is recommended by Identix.Help Desk,On-Site and 24/7 maintenance support programs are available,subject to execution of Identix Standard Maintenance Agreement. 10)Where applicable,in sole judgment of Identix,this Quotation is subject to existing contract pricing between Identix and the purchaser.Current contract number must be identified on the Purchase Order. 11)Any discount prices are for like quantities ordered on the same Purchase order.Quantities are not cumulative.Any change in the quantity ordered may affect price.Contact Identix for new quote with desired quantities. 12)This Quotation and these terms and conditions apply to domestic U.S.orders only. 13)This Quotation is Identix Incorporated proprietary. Page: 414 ELGIN POLICE DEPT Budgetary Proposal(RMS Only)from Dell ) FEATURING DELL ENTERPRISE PRODUCTS 04/19/2010 ©Copyright 2008 Dell Inc.All rights reserved. Trademarks Dell,the Deli logo,PowerEdge,PowerVauit,PowerConnect,EqualLogic,ActiveArchives,and OpenManage are trademarks of Deli Inc. Intel,Pentium,and Celeron are registered trademarks,and Xeon is a trademark of Intel Corporation or its subsidiaries in the United States and other countries. Microsoft and Windows are registered trademarks of Microsoft Corporation. Linux is a registered trademark of Linus Torvalds. Novell,NetWare,and SuSE Linux Enterprise Server are registered trademarks of Novell,Inc. Red Hat is a registered trademark of Red Hat Software,Inc.in the United States and other countries. EMC,PowerPath,and Navisphere are registered trademarks,and SnapView and MirrorView are trademarks of EMC Corporation in the United States.DLTtape and SDLTtape are trademarks of Quantum Corporation. Cisco is a registered trademark of Cisco Systems,Inc. Broadcom is a registered trademark,and NetXtreme is a trademark of Broadcom Corporation.Oracle and PeopleSoft are registered trademarks, and Oracie9i and Cache Fusion are trademarks of Oracle Corporation or its affiliates. LTO,Linear Tape Open,and Uitrium are trademarks of HP,IBM,and Quantum. SAP and the SAP logo are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. PCI Express is a trademark,and PCI-X is a registered trademark of PCI-SIG. VMware,the VMware"boxes"logo,ESX Server,and VMotion are trademarks or registered trademarks of VMware,Inc. Other names used in this Proposal may be trademarks of their respective owners. Statement of Conditions The information in this document is believed to be accurate. However,Dell assumes no responsibility for inaccuracies,errors,or omissions,and shall not be liable for direct,indirect,special,incidental,or consequential damages resulting from any such error or omission. Dell is not responsible for pricing or other errors,and reserves the right to cancel orders arising from such errors. Dell may make changes to this proposal including changes or updates to the products and services described,including pricing, without notice or obligation. This proposal is not intended to create a contractual relationship. Unless expressly agreed otherwise in a writing signed by the parties,all orders by ELGIN POLICE DEPT for Deli products and services shall be subject to Dell's Terms and Conditions of Sale— Direct, which can be found at www.deli.comtterms and which incorporate Dell's U.S. Return Policy, at www.dell.com/returnpolicv#total. Please read those terms carefully and in their entirety,and note in particular that Dell EqualLogic and EqualLogic-branded products,DeIIIEMC and EMC-branded products,PowerVauit ML6000 tape libraries,non-Dell-branded enterprise products,enterprise software,and customized hardware or software products may not be returned at any time.Orders also shall be subject to the terms of any applicable service contract(s),which can be found at www.dell.com/seNicocoiiti2lAs, All information supplied to ELGIN POLICE DEPT for the purpose of this proposal is to be considered confidential information belonging to Dell. About Dell Dell Inc.(NASDAQ:DELL)listens to customers and delivers innovative technology and services they trust and value.Uniquely enabled by its direct business model,Dell is a leading global systems and services company and No.34 on the Fortune 500.For more information,visit www.dell.com. Privacy Policy Dell respects your privacy.Across our business,around the world,Dell will collect,store,and use customer information only to support and enhance our relationship with your organization,for example,to process your purchase,provide service and support, and share product,service,and company news and offerings with you.Deli does not sell your personal information.For a complete statement of our Global Privacy Policy,please visit deli.com/privacy. alliffiSMEMENES& PROPOSAL SUMMARY This preliminary proposal is for information and budgeting purposes only.Please note,this is NOT A QUOTE and is pending design verification and validation of the proposed configuration(s). Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date 04/1912 010 Line Quantityl Config# Description Total 1 1 005681500 QTY 1 PE R710 WITH VSPHERE OEM-3YR SNS 14,262.54 QTY 1 PE R710 WITH VSPHERE OEM 2 1 005681499 ENTERPRISE AND VIRTUAL CENTER-3 YEAR 20,398.49 SNS QTY 2 PCT 6224 SWITCHES WITH STACKING 3 1 005681498 3,654.83 MODULES AND CABLES 4 1 I 005681501 PS6000XV FOR RMS/CAD 57,743.24 5 1 005681503 DELL 4220 RACK WITH 17 KMM AND PDUS 2,305.00 Estimate for Vmware Implementation including 6 1 setting u1`5 VMs for RMS 15,000.00 7 1 Estimate for Services for DMC im lementation 12,000.00 8 1 Estimate for Services for ASM and San HQ 101000.00 Product SubTotal 135 114.16 Tax 0.00 Shipping 8 Narodling 249.94 "Total Purchase Price 135,364.10 ("Amount denoted in SII Systems Consultant Name Kiran Koritala lPhone ,8476123735 'Email a@Delf.com Ext. 8476123735 0. Customer Name ELGIN POLICE DEPT Customer Number '003514419 Date 04/19/2010 Product SubTotal 14,232.55 Tax 0.00 Shipping&Handling 29.99 "Total Purchase Price 14,262.54 (`Amount denoted in$) Skipping Me$hoF LTL 5 DAY . OR LESS Total Number of System groups 1 Group:1 Description:PE R71O with Chassis for Up to 8,2.5-inch Hard Drives and Intel 56XX P'cessors Quantity:1 System Price:14,232.55 Group Totai:14,232.55 Type Description Quantity Base Unit PE R710 with Chassis for Up to 8,2.5-Inch Hard Drives and Intel 56XX Processors(224-8461) 1 PowerEdge R710 Shipping(330-4124) 1 48GB Memory(12x4GB),1066MHz Dual Ranked RDIMMs for 2 Processors,Optimized(317-0239) 1 _ Embedded Broadcom,GB Ethernet NICS with TOE(430-1764) Embedded Broadcom,GB Ethernet NICS with TOE and ISCSI Offload Enabled(430-2970) 1 Intel Xeon X5650,2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(317-4109) 1 PowerEdge R710 Heat Sinks for 2 Processors(317-1213) 1 Intel Xeon X5650,2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(317.4121) 1 HD MuhiSelact(341-4158) 1 PERC H700 Integrated RAID Controller,512MB Cache,x8(342-0648) 1 Power Saving BIOS Setting(330-3491) 1 _ No Operating System(420-6320) 1 Vizioncore vEssentials(vRangerPro,vFoglightPro vReplicator)90-day evaluation(330-4185) 1 VMware E_SX 4.0 Ent-3Yr Support and Upgrade Subscription Only wDwngrd to 3.5U5(421-2803) 1 VMware ESV Version 4.0 Enterprise,License Only,3Y,NFI,wDgr 3.5U5(421-2804) 1 Intel Gigabit ET NIC,Quad Port,Copper,PCIeA(430-0657) 1 iDRAC6 Enterprise(467-8648) 1 DVD+/-RW,SATA,INTERNAL(313-9090) 1 Bezel(313-7517) 1 _ Riser with 2 PCIe x8+2 PCIe x4 Slot(320-7886) 1 _ Electronic System Documentation and OpenManage DVD Kit(330-3485) 1 Dell Management Console(330-5280) 1 RAID 1 for H700,PERC 6/i,H200 or SAS 6/iR Controllers(341-8699) 1 Sliding Ready Rails With CableManagement Arm(330-3477) 1 _ Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 (992-8162) ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(992- 1 8352) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(993- 1 2200) Dell-Ha rowa re Limited Warranty Plus On Site Seryice Initial Year(993-8447) 1 Dell Hardware Limited Warranty Extended Year(993-8458) 1 r i MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(993-8518) 1 High Output Power Supply Redundant,870W(330-3475) 1 No Power Cord(310-9057) 1 Power Cord,NEMA 5-15P to C13,15 amp,wall plug,10 feet/3 meter(310-8509) 2 146GE 15K RPM Serial-Attach SCSI 6Gbps 2.5in Hotplug Hard Drive(342-0427) 2 a R710 1 AND VIRTUAL CENTER - 3 YEAR SNS Customer Name ELGIN POLICE DEPT -Cate Number '003514419 Date 04/19/2010 Product SubTotal� 20,368.50 _ -.__...._.__....._ Tax 0.00 Shipping&Handling 29.99 'Total Purchase Price 20,398.49 (*Amount denoted in$) Shipping Method LTL 5 DAY OR LESS Total Number of System groups 1 Group:1 Description:PE 8710 with Chassis for Up to 8,2.54nch Hard Drives and Intel 56XX Processors Quantity:1 System Price.20,368.50 Group Total.20,368.50 Type Description Quantify Base Unit PE R710 with Chassis for Up to 8,2.5-Inch Hard Drives and Intel 56XX Processors(224-8461) 1 _ PowerEdge R710 Shipping(3304124) 1 48GB Memory(12x4GB),1066MHz Dual Ranked RDIMMs for 2 Processors Optimized(317-0239) 1 Embedded Broadcom,GB Ethernet NICS with TOE(430-1764) 1 Embedded Broadcom,GB Ethernet NICS with TOE and[SCSI Offload Enabled(430-2970) 1 Intel Xeon X5650 2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(317-4109) 1 PowerEdge R710 Heat Sinks for 2 Processors(317-1213) 1 Intel Xeon X5650,2.66Ghz,12M Cache,Turbo,HT,1333MHz Max Mem(317-4121) 1 HD Multi-Select(341-4158) 1 PERC H700 Integrated RAID Controller,512MB Cache,x8(342-0648) 1 Power Saving BIOS Setting(330-3491) 1 No Operating System(420-6320) 1 Vizioncore vEssentials(vRangerPro,vFoglightPro vReplicator)90-day evaluation(330-4185) 1 _ VMware ESX 4.0 Ent-3Yr Support and Upgrade Subscription Only wDwngrd to 3.505(421-2803) 1 VMware ESX Version 4.0 Enterprise,License Only,3Y,NFI,wDgr 3.51.15(421-2804) 1 Intel Gigabit ET NIC,Quad Port,Copper,PCIe-4(430-0657) 1 iDRAC6 Enterprise(467-8648) 1 DVD,/-RW,BATA,INTERNAL(313-9090) 1 _ Bezel(313-7517) 1 _ _ Riser with 2 PCIe x8+2 PCIe x4 Slot(320-7886) _1 Electronic System Documentation and OpenManage DVD Kit(330-3485) _ 1 Dell Management Console(330-5280) VMware VirtualCenter 4.0-3Yr Support and Upgrade Subscription Only wDwngrd to 3.5U5(421- 1 1032) VMware VirtualCenter Version 4.0,License Only,3Y,NFI,wDgr 3.5U5(421-1033) 1 RAID 1 for H700,PERC 6/i,H200 or SAS 6/iR Controllers(341-8699) 1 Sliding Ready Rails With CableManagement Arm(330-3477) 1 Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 (992-8162) a kk,^,i ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(992- 1 8352) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(993- 1 2200) Dell Hardware Limited Warranty Plus On Site Service Initial Year(993-8447) 1 Dell Hardware Limited Warranty Extended Year(993-8458) 1 MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(993-8518) 1 High Output Power Supply Redundant,870W(330-3475) ( 1 No Power Cord(310-9057) 1 Power Cord,NEMA 5-15P to C13,15 amp,wall plug,10 feet/3 meter(310-8509) 2 146GB 15K RPM Serial-Attach SCSI 6Gbps 2.5m Hotplug Hard Drive(342-0427) 2 OTY 2 PCT 6224 SWITCHES WITH CABLESMODULES AND Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date 04/19/2010 Product SubTotal 3,624.86 Tax 0.00 Shipping&Handling 29.97 *Total Purchase Price 3,654.83 ('Amount denoted in$) Shipping Method LTL 5 DAY OR LESS Total Number of System groups 1 Group:1 Description:PowerConnect 6224,24 GbE Ports,Managed Switch,10GbE and Stacking Capable Quantity:2 System Pricec1,618.20r Group Total:3,236.40 Type Description Quantity Base Unit PowerConnect 6224,24 GbE Ports,Managed Switch,10GbE and Stacking Capable(222-6710) 1 _ Dell Hardware Warranty InitialYR(985-5977) 1 _Dell Hardware Warranty,Extended Year(s)(985-5988) 1 Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 _call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 _(990-2562) ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(990- 1 2752) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year(990- 1 4720) MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(991-8348) 1 On-Site Installation Declined(950-8997) 1 Software&Accessories IS&A) Number of S&A Items:2 S&A Total:388.46 Description Quantity unit Total Price Price Stacking Module,48Gbps Includes 1 m Stacking Cable Customer Kit(320- 2 179.9 359.98 5171) CAT5E RJ-45 M RJ-45 M Snagless Molded Patch Cable-10 ft 16 1.78 28.48 (A0095450) (*Amount denoted in$) A' s Customer Name ELGIN POLICE DEPT Customer Number 003514419 PS600OXV FOR RMS CAD Date 04/19/2010 --�__ Product SubTotal 57,723.25 Tax 0.00 — Shipping&Handling 19.99 "Total Purchase Price 57,743.24 (*Amount denoted in$) Total Number of System groups LTL 5 DAY OR LESS Group-1 Description:Dell EqualLogic PS6O00XV,HighPerformance,1SK SAS Drives Quantity:1 F System Price:57,524.25 Group Total:57,524.25 Type Description Quantity Base U n itt Dell EqualLogic PS6000XV,HighPerformance,15K SAS Drives(224-4850) 1 9.6 Terabyte capacity,16x600GB,15K SAS,Dual Controller,PS6000XV(342-0201) 1 Thank you choosing Dell ProSupport.For tech support,visit http://support.dell.com/ProSupport or 1 call 1-800-945-3355(989-3439) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year Extended 1 (993-1512) ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(993- 1 1622) Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year 1993- 5670) 993 5670) EqualLogic Advanced Software Warranty and Service,7x24 Access,3 Year(994-0289) 1 Dell Hardware Limited WarrantyExtended Year(994-0398) 1 Dell Hardware Limited Warrantylnitial Year(994-0437) 1 MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(994-0488) 1 Onsite INSTALLATION and CONFIGURATION of 1 PS system with up to 2 attached hosts(990- 1 0688) Software&Accessories(S&A) Number of S&A Items:1 S&A Total:199.00 Description Quantity Unit Total Price Price Dell Education Services-Dell EqualLogic PS Series Basic Configuration 1 199.00 199,00 and Management Online Training,1 year access(903-5699) (*Amount denoted in$) a' DELL 4220 RACK WITH Customer Name ELGIN POLICE DEPT Customer Number 003514419 Date 104/19/2010 Product SubTotal 2,165.00 Tax 0.00 Shipping&Handling 140.00 *Total Purchase Pricel 2,305.00 (*Amount denoted, $)L Shipping Method LTL 5 DAY OR LESS Total Number of System groups 1 Group:1 Description:0.114220 42U Hack with Doors and Side Panels,Ground Ship NOT for AK/Hl Quantity:9 System Pric-2,165.O0 Group Total:2,165.0O Type Description Quantity Base Unit Dell 4220 42U Rack with Doors and Side Panels,Ground Ship NOT for AK/HI(224-4934) 1 1 U KMM Console with Touchpad Keyboard and 17 LCD,Rapid Rails(310-9961) 1 Basic:Business Hours(5X10)Next Business Day Parts Delivery 2Year Extended(992-1802) 1 Basic:Business Hours(5X10)Next Business Day Parts Delivery Initial Year(992-5080) 1 Dell Hardware Limited Warranty Extended Year(993-4108) � 1 Deli Hardware Limited Warranty Initial Year(993-4117) 1 On-Site Installation Declined(900-9997) 1 2 PDU,24A,208V,3 Phase,8.6kW,(3)C19,OU/l U,with L15-30P 3.7m attached input cord(330-6412) o . s is°< Estimate for Vmware Implementation including setting r RMS C4-tem-r."10--iELGIN EMERGENCY COMMUN DEPT Customer Number 13514419 Date 04/19/2010 Product SubTotal 15 000.00 Tax 0 Shipping&Handling 0 *Total Purchase Price 15,000.00 ('Amount denoted in$) Shipping Method _ N/A .....__.— ........._.....— _.___ ___ _ Total Number of System groups 1I Group:_1 Description:Estimate for Vmware Implementation including setting up 5 VMs for RMS Quantity.1 System Price:0.00 Group Totahl 5,000.00 Type Description Quantity including setting up 5 VMs for RMS(1) Base Unit Estimate for Vmware Implementation 1 Ta w Estimate for Services for DMC implementation Customer Name ELGIN EMERGENCY COMMUN DEPT Customer Number 3514419 Date 04/19/2010 Product SubTotal 12,000.00 Tax 0 Shipping&Handling 0 `Total Purchase Price 12,000.00 ("Amount denoted in$) Shipping Method N/AI Total Number of System groups 1 Group:1 Description:Estimate for Services foe DMC implementation Quantity:1 System Price:0.00 Group Tota1.12,000.00 Type Description Quantity Base Unit I Estimate for Services for DMC implementation(1) I 1 ENOWMEME=& Estimate for Services for ASM and San HQ Customer Name ELGIN EMERGENCY COMMON DEPT Customer Number 3514419 Date 04/19/2010 Product Subtotal 10,000.00 Tax 0 Shipping&Handling 0 *Total Purchase Price 10,000.00 (*Amount denoted in$) __ Shipping Met Total Number of System groups N/A Grou�p - Description:Estimate for Services for ASM and San HQ QuaSystem Price:0.00Group Total:t0,000.00 TDescription Quantity BasEstimate for Services for ASM and an HQ(1) 1 e