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HomeMy WebLinkAbout25B - JAIL MANAGEMENT SYSTEM MAINTENANCE REQUEST FOR a~ COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: FEBRUARY 21, 2012 TITLE: APPROVED ? As Recommended AGREEMENT WITH ADVANCED F-1 Amended El Or dinance on 152 Reading TECHNOLOGY INFORMATION ? Ordinance on 2 Reading MANAGEMENT SYSTEMS FOR JAIL ? Implementing Resolution MANAGEMENT SYSTEM ? Set Public Hearing For MAINTENAN CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the City Manager and the Clerk of the Council to execute the attached agreement with Advanced Technology Information Management Systems (ATIMS) to provide Jail Management system maintenance and professional services in an amount not to exceed $105,000, subject to non-substantive changes approved by the City Manager and City Attorney. DISCUSSION The Santa Ana Jail utilizes computer software to manage jail operations. The City has been selected by ATIMS as a beta site for a new and innovative Jail Management system that will not only meet current jail needs but will expand the Jail's ability to better control operations. Pursuant to the beta site agreement the City of Santa Ana will receive free software and user licenses in return for deployment of the vendors' system into a real world environment and augmented testing. This agreement covers one year of software maintenance on the ATIMS system and also allows by way of professional services to fully integrate this system into the Jails current environment. Staff recommends ATIMS to maintain the Jail Management System. ATIMS has successfully maintained this type of software in the past throughout the Country. FISCAL IMPACT Funds for Jail Management System maintenance in the amount of $63,000 are available in the Police Department, Information Services fund (account no. 01114425 62300) while the remaining $42,000 are available in the Jail, Inmate Welfare Fund (account no. 02314475 62300). APPROVED AS TO FUNDS AND ACCOUNTS: Paul M. Walters Francisco Gutierrez Chief of Police Executive Director Police Department Finance & Mgmt. Services Agency 25B-1 25B-2 Advanced Technology j information Management Systems AGREEMENT FOR SUPPORT AND MAINTENANCE OF THE JAIL MANAGEMENT SYSTEM FOR SANTA ANA POLICE DEPARTMENT 25B-3 AGREEMENT FOR SUPPORT AND MAINTENANCE OF THE JAIL MANAGEMENT SYSTEM This Support and Maintenance Agreement is made and entered into as of the ("Effective Date"), between the City of Santa Ana, hereinafter referred to as "CITY", having its principal office at 62 Civic Center Plaza, Santa Ana, CA 92702, and Act 1 Group, Inc., a California corporation, doing business as ATIMS and, hereinafter referred to as "ATIMS", having its principal place of business at 9638 Topanga Canyon Place, Suite B, Chatsworth, CA 91311. WITNESSETH WHEREAS, the City desires to contract with ATIMS to obtain Jail Management System software called Advanced Technology Information Management System (ATIMS) hereinafter referred to as "Software", Licenses, and Services described herein to install a jail management system, and ATIMS desires to contract with the City to provide said Software, Licenses, and the Services described herein; THEREFORE, in consideration of the foregoing premises, mutual covenants and agreements contained herein, and other good and valuable consideration, receipt of which is acknowledged, the parties hereto agree as follows: 1. GRANT OF LICENSE ATIMS hereby grants to City a perpetual, non-exclusive, non-transferable 200 named user grant license to use the Advanced Technology Information Management System software and with unlimited named users for the Prebook/Probable Cause Module for its use in relation to the Jail Management System, and maintenance and support services during the term of this Agreement. ATIMS and the City of Santa Ana enter into this agreement with the understanding that ATIMS is giving the City of Santa Ana a web-based Jail Management Software system at a deeply discounted price for agreeing to be a Beta Test Site. 2. INSTALLATION ATIMS will install the ATIMS system in the City's facilities as set forth in Addendum A, attached hereto and incorporated by this reference. 3. SUPPORT SERVICES 3.1. Terms of Agreement. The Annual Support and Maintenance Agreement entities the CITY to the following: 25B-4 • Free product upgrades of both minor and major releases of ATIMS (subject to the cost of installation, customization, and training) • 1-hour response time during normal business hours. Detailed information regarding support hours is enclosed in Section 3.2 below • Our emergency number for service after normal business hours is 818-254-0851 3.2. Support Hours. ATIMS offers normal support during its regular business hours Monday through Friday between 8 AM - 5 PM PST excluding holidays. ATIMS additionally provides critical support twenty four (24) hours a day / 7 days a week. Critical support is defined as any issue that • Causes the ATIMS system to stop running agency wide • Prevents any essential or required data elements from entry 3.3. Support Requests. CITY agrees to submit all requests for support via telephone, or online through e-mail or a special section of the ATIMS web site. CITY will provide to ATIMS all information reasonably requested by ATIMS, which will enable ATIMS to provide Support. Such information may include, but not be limited to, the type of hardware being used, a description of the problem, and any additional software being used that falls outside the Scope of coverage. CITY understands and agrees that the completeness and accuracy of the information provided pursuant to this Section may affect ATIMS ability to provide Support. 3.4. Response Times. ATIMS support staff will make a determination during the initial call on the severity of the issue. Based on our assessment, response time will be determined. Any critical issue or any issue preventing logic flow of the software will receive immediate attention. The below table provides details on severity levels. Severity Level Description Level One An incident is classified as Severity 1 if the problem affects production and demands immediate attention. Normal service has been disrupted. Business risk is high. Customer receives a status report within the first hour. Problem should be resolved within four hours. Customer receives a status report every four business hours. Level Two An incident is classified as Severity 2 Incident where the Incident affects production systems and demands immediate attention. Customer or IT service has been affected. Business risk is moderate to low. Customer receives a status report within four hours. Incident should be resolved within two days. Customer receives a status report eve four business hours. Level Three A Severity 3 Incident is defined as an Incident that has low impact. Customer or IT service has not been affected. Business risk is low. Customer receives a status report within 24 hours. Problem should be resolved within five working days. 25B-5 Level Four A Severity 4 Incident is one that has low to minimal impact. This involves system enhancements, upgrades and minor problems not impacting production. Resolution is deferred and is to be addressed when time allows. 3.5. Basic Maintenance Obligations. ATIMS shall diligently strive to both eliminate any deficiencies in the Software and also to continually improve the functionality and utility of the Software. A deficiency is defined as an error in program logic, calculation or processing, difficulties in error handling, user interface errors and hardware interface errors that prohibit the software from functioning as needed. ATIMS shall provide the Support Services described above. 3.6. Technical Support. ATIMS shall furnish the CITY with a Technical Support Report upon completion of each response by such support staff as described in Section 3.5 and upon resolution of each inquiry under Section 3.4. ATIMS shall maintain a log for these Reports to reside. The Report shall include, as a minimum, the following: a. Date and time notified. b. Date and time of arrival or inquiry response; c. Time spent for resolution of Deficiencies. d. Description of Deficiency; and e. Description of Deficiency resolution. 3.7. Updates and Enhancements. ATIMS shall provide the CITY with all Updates, Enhancements and associated Documentation that are provided as general releases or new releases to the Software regardless of any operating system or hardware platform support changes, including changes to minimum systems requirements of the server or CITY environments. Such Documentation shall be adequate to inform CITY of the pre-existing problems resolved by the new release and any significant new features included in the release that are known by ATIMS. In addition, ATIMS shall produce such Software Enhancements as the CITY requests in a commercially reasonable time and form at an additional charge in accordance with the Maintenance Fee description in Section 5, Fees and Invoices. Enhancements to correct any Deficiency shall be provided to the CITY at no additional cost, provided a support agreement is in force. ~I 3.8. Personnel and Services. ATIMS shall maintain adequate personnel to provide the Support Services. ATIMS personnel shall be qualified to render the Support Services. ATIMS shall perform all Services required pursuant to this Agreement in a professional manner, with high quality, and ATIMS shall give highest priority to the performance of the Services. 25B-6 4. TERM AND TERMINATION The term of this Agreement shall commence on the Effective Date, and continue for a period of five (5) one-year periods based on system cutover date. The Agreement will be renewed upon the City's annual payment of Support and Maintenance Fees as set forth in Section 5, below. After the initial contract period either party may terminate this Agreement providing sixty (60) day written notice to the other party. In the event the other party fails to perform its obligations under this Agreement, and such default is not cured within thirty (30) days after receipt of such written notice, the non-defaulting party may terminate by sending ten (10) day written notice to the defaulting party. 5. FEES AND INVOICES. The License provided pursuant to Section 1, above, and Installation services shall be included in the Year 1 ATIMS Maintenance, Integration and Interface services fee, as set forth in Section 5. 1, below. 5.1. Annual Support and Maintenance Fees: The Annual Support and Maintenance fees are described in the table below. The first year payment includes the License fee for the license described in Section 1, above, and installation services as set forth in Section 2, above. The Year 1 fee shall be due on the following schedule: • 40% due on the signing of this contract; • 15% is due on installation of the test database (Addendum A, Task 3.1 a); • 15% due on installation of production database (Addendum A, Task 3.1 b); • 10% on delivery of Training (Addendum A, Task 3.3) • 15% on System Cutover (Addendum A, Task 3.4). This date becomes the anniversary date for payments due thereafter. • 5% on System Documentation (Addendum A, Task 3.5). 1 ATIMS Maintenance, Integration, and Interface services. $ 105,000 2 ATIMS Maintenance and Integrations services. $ 87,000 3 ATIMS Maintenance Fee $ 57,000 4 ATIMS Maintenance Fee $ 66,780 5 ATIMS Maintenance Fee $ 66,780 25B-7 The cost for maintenance and support after the initial 5-year contract period shall be calculated at ATIMS's then customary rate not to exceed 4% of the prior year's maintenance fees. Any and all payments made by CITY pursuant to this Agreement shall be non-refundable and shall be paid in advance. There shall be no refunds or credits for any unused services upon the termination of this Agreement. However, in the event ATIMS fails to provide reasonably satisfactory service, per the Support and Response Time Agreement in this contract, ATIMS agrees to refund the amount commensurate to the number of months remaining in the term of the agreement. In the event that CITY fails to make payments to ATIMS pursuant to this Agreement, ATIMS obligations to provide Support shall be suspended until ATIMS receives full payment for all fees due to ATIMS. Custom programming and program changes requested by the CITY shall be performed by ATIMS at a mutually agreed upon rate for a mutually agreed upon number of hours outlined in a Scope of Work (SOW) contract signed and agreed upon by both parties prior to commencement of the work. The additional Professional Services will be billed by invoice according to Section 5.2. 5.2. Invoices. The CITY shall pay all Maintenance fees, authorized expenses, and other costs pursuant to this Agreement within 30 days of receipt by the CITY of any correct and undisputed invoice from ATIMS. Invoices shall be mailed or provided to the CITY at its notice address. 6. TEST SYSTEM Any and all upgrades, enhancements, fixes, etc. shall first be done on the test database. They shall then be tested by City Personnel and only after City authorization given, shall said changes be applied to the Production Database. The test database will be created by ATIMS on the CITY's server without the requirement for additional hardware or software. As this is a web- based system, CITY users will be able to access the live and test databases from any machine on the Police Department's network. Apart from the CITY having access to the test database, ATIMS can also be assigned access to the same by the CITY. 7. ASSIGNMENT This Agreement and the rights and obligations hereunder are not assignable or delegable by either party without prior written consent of the other party. Any such assignment or delegation is VOID. This Agreement shall inure to the benefit of and be binding on the parties hereto and their permitted successors and assigns. 25B-8 B. ENTIRE AGREEMENT This Agreement, along with the Scope of Work outlined in Addendum A, constitutes the entire Agreement and understanding between CITY and ATIMS, and there are no other agreements, representations, warranties or understandings between CITY and ATIMS with respect to the work hereunder. 9. INDEPENDENT CONTRACTOR For all times under this Agreement, ATIMS's relationship to CITY is that of an independent contractor. For purposes of this Agreement, personnel retained by ATIMS shall, at all times and under all circumstances, be considered either an employee or an agent of ATIMS. Under no circumstances shall ATIMS personnel be considered borrowed employees without prior written authorization of CITY. 10. FORCE MAJEURE ATIMS shall not be held responsible for delays in performing services as a result of acts beyond its control and without its fault or negligence, including, but not limited to acts of God or public enemies, acts of state or local governments or public agencies, utility or telecommunication delays or failures, accidents not resulting from ATIMS's negligence, fire, flood, storms, epidemics, strikes, lockouts, industrial disturbances, war, rebellion or civil strife, or failure of CITY to provide requested data reasonably required to perform ATIMS's assigned task(s) where such failure was not caused in whole or in part by ATIMS. In the event of a delay attributable to the foregoing, the time for performance of work hereunder shall be extended for a period of time equal to the delay. 11. CONTROLLING LAW 6.1. Laws of California Control. The terms and conditions of this Agreement and all its Exhibits and rights and duties hereunder shall be governed by and construed in accordance with the laws of the State of California. 6.2. Rules of Interpretation. No provision of this Agreement shall be interpreted for or against a party because that party or its legal representative drafted such provision, and this Agreement shall be construed as if jointly prepared by the parties. 25B-9 12. CAPTIONS AND PARAGRAPH HEADINGS Captions and paragraph headings used herein are for convenience only and are not a part of the Agreement and shall not be used in construing same. 13. MODIFICATIONS AND WAIVERS This Agreement may not be modified except in writing and signed by authorized representatives of both parties. A waiver by either party of its rights hereunder shall not be binding unless contained in writing and signed by an authorized representative of the party waiving its rights. The non-enforcement or waiver of any provision on one (1) occasion shall not constitute a waiver of such provision on any other occasion unless expressly so agreed in writing. It is agreed that no use of trade or other regular practice or method of dealing between the parties hereto shall be used to modify, interpret, supplement, or alter in any manner the terms of this Agreement. No waiver of a breach of any provision of this Agreement shall constitute a waiver of any other breach of such provision. Failure of CITY to enforce at any time, or from time-to-time, any provision of this Agreement shall not be construed as a waiver thereof. The remedies herein reserved shall be cumulative and additional to any other remedies in law or equity. 14. VALIDITY The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision. 15. GENERAL INDEMNIFICATION ATIMS shall hold CITY, its agents, officers, employees, and volunteers, harmless from and save, defend and indemnify the same against all claims, losses, liability and damages from every cause, including but not limited to injury to person or property, and related costs and expenses, including reasonable attorneys fees, arising directly or indirectly out of any act or omission of contract performance by ATIMS, its agents, officers, employees, or volunteers. If such defense becomes necessary, the City Counsel for the CITY shall have the absolute right to approve any and all counsel employed to defend the CITY. This paragraph shall survive any expiration or termination of this Agreement. 25B-10 16. INDEMNIFICATION OF INTELLECTUAL PROPERTY ATIMS shall indemnify and hold CITY, its agents and employees harmless from any loss, damage or liability for infringement of any United States patent right, copyright, trade secret or any other proprietary right with respect to the use of the items delivered hereunder, provided ATIMS is promptly notified in writing of any suit or claim against CITY and provided further that CITY permits ATIMS to defend, compromise or settle the same and gives ATIMS all available information, assistance and authority to enable ATIMS to do so. ATIMS indemnity as to use shall not apply to any infringement arising out of use in combination with other items where such infringement would not have occurred in normal use. This paragraph shall survive any expiration or termination of this Agreement. A. If such materials are found to infringe, or in the reasonable opinion of ATIMS are likely to be the subject of a claim, ATIMS will, at its option: • obtain for the CITY the right to use such materials; • replace or modify the materials so they become non-infringing; or • if neither (1) or (2) is reasonably achievable, remove such materials and refund their net book value based on a straight-line basis over a five (5) year period commencing on the date the allegedly infringing item(s) were first delivered to the CITY. B. ATIMS has no obligation to the extent any claim results from: • modification of the materials other than at the direction of ATIMS, or • use of an allegedly infringing version of the materials, if the infringement could have been avoided by the use of a different version made available to the CITY. C. This section states ATIMS's entire obligation to the CITY and the CITY'S sole remedy for any claim of infringement. 17. INSURANCE ATIMS shall provide at its own expense and maintain at all times while an annual support agreement is in effect the following insurance with insurance companies licensed in the State of California and shall provide evidence of such insurance to the CITY as may be required by the Risk Manager of the CITY. The Policies or certificates thereof shall provide that, thirty (30) days prior to cancellation or material change in the policy, notices of same shall be given to the Risk Manager of the CITY by registered mail, return receipt requested, for all the following state insurance policies. 25B-11 Worker's Compensation -In compliance with the statutes of the State of California. General Liability insurance - with a minimum limit of liability per occurrence of $1,000,000 for bodily injury and property damage. The certificate of insurance shall indicate the aforementioned. Automobile Liability insurance -With a minimum limit of liability per occurrence of $1,000,000 for bodily injury and $100,000 for property damage. This insurance shall cover for bodily injury and property damage, owned automobiles, and non-owned automobiles. ATIMS shall maintain insurance for as long as an annual support agreement is in effect. In the event ATIMS fails to provide such insurance or to pay premiums thereon for the period required following completion of this Agreement, CITY shall have the right to pay such premiums as are reasonable and commercially available, on behalf of ATIMS and deduct the costs thereof from any sums then owing to ATIMS. If at any time any of said policies are reasonably unsatisfactory to the CITY, as to form or substance or if a company issuing such policy is reasonably unsatisfactory to the CITY, ATIMS shall promptly obtain a new policy submit the same to the Risk Manager for approval and submit a certificate thereof as hereinabove provided. Upon failure of ATIMS to furnish, deliver or maintain such insurance and certificates as above provided, this Agreement, at the election of the CITY may be forthwith declared suspended, or terminated. Failure of ATIMS to obtain and/or maintain any required insurance shall not relieve ATIMS from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with or otherwise limit the obligations of ATIMS concerning indemnification. The CITY, its officials, agents and employees shall be named as an additional insured on automobile and general liability insurance policies required herein. ATIMS'S insurance policy(ies) shall include a provision that the coverage is primary and not-contributory as respects the CITY (to the extent of ATIMS's negligence in the performance of its services under this agreement); shall include no special limitations to coverage provided to additional insured under the automobile and general liability policies; and, shall be placed with insurer(s) with acceptable Best's rating of A: VII or with approval of the Risk Manager. 25B-12 13. SIGNATURES IN WITNESS WHEREOF, CITY and ATIMS have executed this Agreement on the day and year set forth above. CITY OF SANTA ANA By Date: Paul Walters / City Manager ATIMS By Date: Nancy Lazenby / Executive Vice President 25B-13 Addendum A SCOPE OF WORK 1. Overview I The following is a description of the work ATIMS is to perform, with the CITY's responsibilities defined where applicable, and the deliverables to be provided. It defines the principal activities and responsibilities of ATIMS and the CITY to install ATIMS's system in the City's facilities. The Scope of Services may be updated as required throughout the life of the implementation with mutually agreed upon dates by both the CITY and ATIMS. All updates will be performed by ATIMS and submitted to the CITY for approval. 2. Specifications Implement ATIMS's web-based Jail Management System (JMS) for the CITY. The software shall be installed on a Windows 2003/2008 Server with client workstations accessing it with a compatible web browser through a TCP/IP network connection. The CITY will be responsible for ensuring the connection between the server and client workstations are stable and secure. 3. Installation of ATIMS's JMS The following steps outline the installation process for ATIMS's Software. ATIMS agrees that the installed ATIMS JMS system will be the most current version available at the time of the signing of this agreement. Once the CITY has configured the Microsoft SQL Server 2008 R2 server with the operating system, ATIMS will install the web-based software and create a test database. ATIMS's engineers will perform this process. The software will be loaded with minimal table values and a System Administrator account. The CITY's system administrator will then use the administrator account to create all necessary user accounts and user groups. In conjunction with the CITY's System Administrator, the ATIMS engineer will load client-specific codes and values into the system's maintenance tables and will provide a soft copy of the contents of all lookup tables. 3.1 Databases. ATIMS and the CITY will configure at least two identical databases with one being used for testing and training and the second being used for production. The 2 databases, residing on the same database server, will contain the following: 25B-14 3.1 a.Test Database 1. ATIMS's web-based JMS in its entirety 2. A sample training database containing person and data records 3. State of California Charge Codes and Descriptions 4. At least 500 records of sample inmate records 5. Samples of ad hoc reports. 3.1b. Production Database 1 ATIMS's web-based JMS in its entirety (if different from the test database) 2 Creation of a default live database 3 The complete, tested, and certified code tables localized to the CITY as per the information provided by the CITY 4 Ad Hoc reports available within the system 5 ATIMS's training reference materials As ATIMS's application is a web-based system, no client install is required and client workstations only require a compatible web browser (including in the requirement section below) to operate the JMS. ATIMS will provide training to the CITY on how to create users and security roles within the JMS. During the training, ATIMS's trainer will assist the CITY in creating sample user accounts with the relevant security roles. The CITY will be responsible for creating the remainder of the user accounts and assigning security privileges to all jail staff users. Minimum Requirements Hardware Database & Web Server: Processor: Intel Xeon, E5450 @ 3 GHz or higher Memory: 4 GB RAM Hard Disk: 500 GB HDD Video: Video Card that Supports resolution of at least 1024 X 768 Network: Network card, Internet access for remote ATIMS support staff access. 25B-15 Workstation: Processor: Pentium IV (or compatible) 1.8 GHz or higher processor Memory: 1 GB RAM Hard Disk: Not applicable Video: Video Card that Supports resolution of at least 1024 X 768 Network: Network card Note: The above workstation requirements are only a recommendation as ATIMS can be run on any PC with an Internet Explorer 8.0 or higher web browser. Software Database Server: Operating System: Microsoft Windows 2003 Server or higher Database: Microsoft SQL Server 2008 R2 Remote Access: Microsoft Windows Terminal Services or compatible solution for support Web Server: Operating System: Microsoft Windows 2003 Server or higher with Windows IIS 6.0 Remote Access: Microsoft Windows Terminal Services or any compatible solution for support Workstation: Operating System: Microsoft Windows XP or higher. Browser: Internet Explorer 8.0 or higher, Chrome 10 or higher, Safari 4 or higher, Firefox 3.6 or higher Dependencies: NET framework 4, java script, acrobat viewer, flash Recommended Requirements Hardware Database & Web Server: Processor: Quad Core E7310 Xeon, 1.6GHz or higher Memory: 8 GB RAM Hard Disk: 1 TB 10K RPM Video: Video Card that Supports resolution of at least 1024 X 768 Network: Network card, Internet access for remote ATIMS support staff access. Note: ATIMS recommends that additional RAM and hard drive space be added to handle the additional services or software to be installed on the Server. Workstation: Processor: Pentium IV (or compatible) 1.8 GHz or higher processor Memory: 2 GB RAM Hard Disk: Not applicable Video: Video Card that Supports resolution of at least 1024 X 768 Network: Network card 25B-16 Software Database Server: Operating System: Microsoft Windows 2008 Server or higher Database: Microsoft SQL Server 2008 R2 Remote Access: Microsoft Windows Terminal Services or any compatible solution for support Web Server: Operating System: Microsoft Windows 2008 Server or higher with Windows IIS 6.0 Remote Access: Microsoft Windows Terminal Services or any compatible solution for support Workstation: Operating System: Microsoft Windows XP or higher. Browser: Internet Explorer 8.0 or higher, Chrome 10 or higher, Safari 4 or higher, Firefox 3.6 or higher. 3.2 Interfaces The City understands and ATIMS agrees that the following interfaces currently can reside in the ATIMS JMS system. ATIMS agrees that the programming work must be done be completed to make these interfaces functional are included in this maintenance agreement. The below interfaces are understood to currently exist in ATIMS JMS solution: i) Mobile booking - The Prebook system will be used for this and is already available as part of the ATIMS solution and included as part of this agreement. ii) Commissary - ATIMS will work with the CITY's current vendor to establish an import and export interface engine. The interface work by ATIMS will be included as part of this agreement. The CITY will pay any cost incurred by the CITY's commissary vendor for this interface. iii) AFIS - Cal ID Interface - ATIMS will work with the CITY's AFIS vendor to establish an export interface engine to prevent dual entry. The interface work by ATIMS will be included as part of this agreement. iv) Inmate Phone System - ATIMS will work with the CITY's Inmate Phone vendor to establish an export interface engine to provide an active roster with pin assignment. The interface will be included as part of this agreement. The CITY will pay their phone vendor for any costs required by that vendor for interface. v) Vine (Appriss) - Interface by VINE is handled directly by Appriss. ATIMS will provide all necessary instructions to Appriss as part of this agreement. Santa Ana will be responsible for contracting Appriss for the solution and access to the live ATIMS database for Appriss must be provided by The CITY's IT department. Any cost incurred by Appriss for this interface will by paid by the CITY. 25B-17 3.3. Tables and Codes Development As part of the system installation, maintenance tables will need to be populated to reflect the exact requirements of the CITY. ATIMS will supply a list of all maintenance tables along with a sample set of standard values that agencies within California utilize to facilitate review by the CITY. The CITY will edit the lookup document per its preferences and provide the same to ATIMS to be implemented. Once all codes are properly entered into a test database and verified by the CITY, ATIMS will copy the training database values to the production database. 3.4. Training Tasks ATIMS will perform training in consultation with the CITY, based on its needs and specifications. ATIMS and the CITY will agree upon the training curriculum, which will include the following: a. Booking Process b. Property Management c. Classification d. Housing Assignments e. Records management f. Releases g. Maintaining inmate Scheduling and Tracking h. Managing Inmate Movement i. Managing Visitations j. Inmate Accounting Management k. Creating Inmate Listings 1. Merging, Sealing, and Purging of Inmate Records m. Management and Statistical Reports ATIMS will create a custom training plan in consultation with the CITY to ensure that users receive appropriate training keeping in mind the CITY's processes and workflow. This plan will describe and identify the quantity of each type of training class that will be provided, any required prerequisites, and the maximum number of users recommended in each class. ATIMS recommends a train-the-trainer approach and will work with CITY in developing an effective training plan. 25B-18 3.5. Cutover to ATIMS ATIMS and the CITY will achieve the cutover to the new system in the following manner. Pre-production Activities. ATIMS will be performing the data conversion of legacy CITY data and will perform a "practice" cutover exercise utilizing the legacy CITY data used for testing and training. A core team of the CITY's staff will intake new cases, create documents, and generate reports within the system. They will log any major problems as they utilize the practice production system. ATIMS, with reasonable assistance from the CITY, will address and solve the problems on the practice system. ATIMS and the CITY will then agree on a date/time for system cutover. Acceptance Phase. After ATIMS has installed the Licensed Software and both the CITY and ATIMS have mutually agreed that the system is functional, the CITY shall have a period of thirty (30) days ("Acceptance Period") from the date of installation to verify that the licensed software performs to the specifications. In the event that the CITY determines that the Licensed Software does not meet such specifications, the CITY shall notify ATIMS in writing, and ATIMS shall modify or correct the Licensed Software as required. The date of Acceptance will be that date upon which the CITY provides ATIMS with written notice of the satisfactory completion of the Acceptance testing. Acceptance testing will be performed by the CITY prior to production cutover. ATIMS will devise, and the CITY will approve a formal test plan and form. The CITY will monitor and approve results of tests conducted prior to system acceptance. The CITY and ATIMS will sign and date all testing results and will agree on whether or not the system passes or needs more modification and testing. If the functioning requirements of the system fail at testing, ATIMS will correct the problems at no additional cost to the CITY. This is only applicable for functions already within the system. In that event the acceptance testing process will be repeated after the changes are made as many times as needed, until the application passes. Acceptance testing will be completed when ATIMS and the CITY agree that the system is ready for production, and when both parties sign, date and check the final acceptance on the testing forms. Production Cutover. On a date agreed to by both parties, the CITY will begin production use of the ATIMS software. There will be a freeze on any further data entry into the existing Jail Management System so that the production data will be current when the actual cutover takes place. ATIMS will provide priority processing for all calls during the first month of cutover to troubleshoot any problems that may arise and to assist users in their use of the system as needed. If it is determined that a higher level of support is required, the CITY and ATIMS shall agree on the specifics of additional support required. ATIMS will shift to maintenance mode from this point forward. 25B-19 3.6. System Documentation ATIMS will document the installed system and will provide up-to-date user manuals and technical documentation, including a complete data dictionary. The data dictionary will assist jail staff in creating their own ad hoc queries and reports as well as developing custom reports with third party reporting software as desired by the CITY. 4. ATIMS Responsibilities Following is a description of ATIMS's responsibilities during the implementation process: Pre-installation 1 Review the CITY's proposed hardware configuration to determine that it is compatible with ATIMS. 2 Calculate preliminary total database size based on the CITY-provided transaction volumes 3 Install ATIMS a. Provide the City with installation instructions and hardware connection diagrams 4 Create training database 5 Create ATIMS objects and system setup code tables 6 Configure the CITY's system tables and enroll users in test database 7 Provide general and system administrator training 8 Assist the CITY in configuring the production security tables and user privileges 9 Confirm network connectivity for interfaces Data Conversion I Map fields from current system to ATIMS as per the data conversion requirements, using the CITY-provided documentation, and data. ATIMS will work in conjunction with the CITY in completing this requirement. 2 Create and run data exception reports a. Review these reports with applicable City Staff 3 Perform test conversion. a. In coordination with City IT, Jail It and Police Department Staff 25B-20 4 Perform all subsequent loading of legacy data as needed through cutover a. Confirm with Jail staff the acceptance of the loaded legacy data Training 1 Train users to utilize the system 2 Provide context-based training to groups of managers, clerical staff, officers, super users, and system administrators 3 ATIMS will allocate a total of 40 hours of onsite training and an additional 20 hours remote training. The CITY can decide when and how the hours will be divided based on an agreed upon training plan. 5. CITY Responsibilities Following is a description of CITY's responsibilities during the implementation process: Pre-installation 1 Install adequate server and client hardware 2 Provide ATIMS with transaction volumes of legacy systems 3 Define user access and security privilege classes and provide a complete list of users, titles, and relevant user information. 4 Provide ATIMS with basic network configuration details including hosts and TCP/IP addresses 5 Provide ATIMS with Internet/VPN access for remote support and maintenance Data Conversion 1 Extract data from Legacy Jail System and provide the extracted data in a SQL database or delimited/flat ASCII file format 2 Review legacy system to identify fields that are an anomaly and used for other than the field's initial purpose (if any), to assist ATIMS to map fields to the appropriate field in ATIMS's System. 3 3. Review data exception reports and correct the data in the current system 25B-21 Training I Provide training environment with adequate hardware and software 2 Provide lists of trainees by role in the department and training to be received 3 Manage training schedule to ensure that all trainees appear as scheduled 4 Provide evaluative feedback to the trainers 25B-22 BETA SITE UNDERSTANDING This document defines the understanding between Advanced Technology Information Management Systems (ATIMS) and the City of Santa Ana , in which the City agrees to test a software program known as Jail Management Software (JMS) and keep ATIMS aware of the test results. 1. Background ATIMS has chosen the Santa Ana Police Department to be a Beta Site for its Jail Management Software. In the computer industry a Beta Site agreement generally refers to an understanding between a vendor and their selected partner to deploy unfinished software in a real-world environment, subsequently working in cooperation to reach a finished product. This is the specific case with the agreement between ATIMS and the City of Santa Ana. BETA testing means the software is deployed within a real-world environment while still in its final stages of development, with the specific intent of working out bugs (computer code/program defects) and/or identifying needed modifications or changes. The City of Santa Ana will work cooperatively with ATIMS to send back information on bugs that are experienced while field testing the program and offering suggestions for enhancement. This relationship allows the vendors' programmers to correct bugs. As part of the BETA site agreement, ATIMS will be providing the City of Santa Ana software and users licenses free of charge. This arrangement is beneficial to both parties as the City receives costly software at no charge and ATIMS gains the opportunity to deploy their software in a real- world environment, exposing it to a variety of users utilizing the system throughout their job functions to identify issues that normal internal quality control would not catch and identify. 2. ATIMS's Obligations ATIMS shall provide the City with software, licenses and any necessary documentation and instruction needed to use JMS. ATIMS will work cooperatively with the City of Santa Ana to address reported bugs and enhancement requests. Upon satisfactory completion of the testing, ATIMS shall furnish the City with the production release of the JMS. 3. The City of Santa Ana's Obligations The City shall test the JMS under normally expected operating conditions in the City's environment during the test period. The City will gather and report test data as agreed upon with ATIMS. The City will allow ATIMS access to JMS at all times for inspection, modifications and maintenance. 25B-23 4. Software a Trade Secret JMS is proprietary to, and a valuable trade secret of, ATIMS. The City shall maintain JMS in the strictest confidence. The City will not, without ATIMS's prior written consent: (a) disclose any information about the JMS, its design and performance specifications, its code, and the existence of the beta test and its results to anyone other than the City's employees who are performing the testing; (b) copy any portion of the JMS or documentation, except to the extent necessary to perform beta testing; (c) reverse engineer, decompile or disassemble the JMS or any portion of it. 5. Security Precautions The City shall take reasonable security precautions to prevent the JMS from being seen by unauthorized individuals whether stored on the City's hard drive or on physical copies such as CD-ROMS, diskettes or other media. 25B-24