Loading...
HomeMy Public PortalAboutORD14930 BILL NO. 2011-150 SPONSORED BY COUNCILMAN � Harvey ORDINANCE NO. I ��= �Z2 AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH ADVANCED PUBLIC SAFETY, INC. FOR ELECTRONIC CITATION SYSTEM FOR THE CENTRAL MISSOURI REGIONAL JUSTICE INFORMATION SYSTEM. WHEREAS, Advanced Public Safety, Inc., has become the apparent best proposal for the electronic citation system to further facilitate information sharing between law enforcement agencies in the central Missouri area. NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1. The final proposal of Advanced Public Safety, Inc. is declared to be the best proposal and is hereby accepted. Section 2. The Mayor and City Clerk are hereby authorized to execute an agreement with Advanced Public Safety, Inc. for an electronic citation system. Section 3. The agreement shall be substantially the same in form and content as that agreement attached hereto as Exhibit A. Section 4. This Ordinance shall be in full force and effect from and after the date of its passage and approval. Passed: Approved: CUL--- Presiding O r Mayor ATTEST: APPROVED AS TO FORM: dhy ClerK Interim City Counselor OF I pp Eric I Struemph City of Jefferson W a ! Mayor Finance Department-Parchasing 320 East McCarty Street _ Jefferson City,MO 65101 tats 373-634-6324 Fax 573-634-6329 January 6, 2012 Eric Fultz, President/CEO Saltus Technologies, LLC 907 S Detroit Ave., Suite 280 Tulsa, OK 74120 Dear Mr. Fultz: The City of Jefferson has completed the evaluation of all responses received to Request for Proposal No. 2567 - Electronic Citation System. A copy of the tabulation of responses is attached. An evaluation committee consisting of five individuals reviewed the proposals and requested additional information from both offerors to evaluate the proposals based on the factors listed in the request. All members of the committee awarded Advanced Public Safety of Deerfield Beach, Florida the highest number of points. Advanced Public Safety(APS)has twelve years experience in public safety electronic ticketing. APS submitted ten references of agencies as large or larger than the City that not only have APS electronic ticketing but also use the New World RMS used by the police department. The interface to the New World RMS software is required to export data from the electronic citation system to the records section and court. APS currently has agencies within Missouri that have been using the system and New World RMS for some time and already have the necessary forms developed and operational in the same format needed by the police department. Salt-us Technology has approximately three years experience in public safety electronic ticketing. The firm originally submitted four references. Upon request, additional references were submitted but none of the agencies are currently using the New World RMS for records and court and are generally smaller agencies. Without the interface, the department cannot export data to the records section and court. The firm indicated a period of one to three months to program the interface which will delay the project. One of the most important features offered by APS is the Quick Voice module. The feature tells an officer in a voice prompt that the subject he/she is working with has an alert, such as a warrant, no driver's license, etc. This feature is a huge benefit to officer safety as the officer does not have to take his/her eyes off the suspect vehicle to locate the reason for an alert. The Saltus Tecimology Digt iTICIiET solution offers only a warn ng sound that alerts the officer to check further into the readouts on the Mobile Data Terminal. APS provides two days of on-site assistance and training. Saltus indicates they will assist remotely instead of being on site and allowed one day of training. Funds for this purchase will be reimbursed under a federal grant through the Department of Justice (COPS). Bidders wishing to challenge the recommendation for award must provide written notification stating the grounds upon which the protest is based as.indicated in item 13 of the specifications. Notification of protest shall be addressed to the Office of the Purchasing Agent, 320 East McCarty Street, Jefferson City, Missouri 651.O1 and raust be received before 5:010 p.m. on January 31, 2012, Xfyou have questions regarding this proposal, please contact the Purchasing Division by telephone at 573-634-6325 or e-mail tstephei-ison @ jeticityino.org. Sincerely, 6 W r0 Terry St hb on, CPPB Purchasing Agent Proposal 2567-Electronic Citation System Combined Evaluation Scores Advanced Public Safety Saltus Technologies C C .G m 0 Criteria ; Y �, �, U � Ln Responsiveness of Written Proposal 5 5 5 5 5 4 24 4 5 2 3 2 16 . -Complete and thorogh proposal response -All required info provided in format spec. '-Vendor understanding of goals,scope&obj. -Ability to meet implementation deadlines Application,Integration&Software Capabilities Vendor's satisfaction of functional requirements 5 5 5 5 5 5 25 1 3 3 3 2 12 -Design,Capability&Functionality of proposed solution -Current availabil€ty to demonstrate&install Vendor's approach to functional requirements 5 5 5 5 5 5 25 3 3 5 3 5 19 -Use of centralized files shared amongst all modules -Designed with flexibility,modular,single log Ins Security&User configuration 5 5 5 5 5 5 2 3 5 5 4 5 22 -Ability to establish security levels for indiv.&groups -Vendor has encryption methodoligles to insure integrity Vendor Company Profile Vendor History/experience 5 5 5 5 5 5 2 2 2 2 2 2 10 -experience In completing similar size/scope projects -resources and personnel committed to complet project Quality of References 5 5 5 5 4 5 24 2 2 2 2 2 -10 -quality,relevance&number of references Proposed Services Account/project management services 5 5 5 4 5 5 24 3 5 5 3 4 20 -single point of contact to coordinate each project milestone -On-site installation&Implementation -Milestones Mgmt including mtgs&scheduled events Proposal 2567-Electronic Citation System Combined Evaluation Scores Advanced Public Safety Saltus Technologies C r_ 6. o o ro >_ QJ lO 7+ OJ c a a+ a, > W a O C n ro s Rf O C t] ro M Criteria d U X to 6; F U Y of n I? Training and Education Services 5 5 5 4 5 5 24 3 5 2 3 3 16 -On-site traiing by qualified professionals -Training database,separate from live database -Lesson plans&tutorials provided manually&electronically Support Services 5 5 5 5 5 5 25 5 5 4 4 5 23 -Help desk&Access to qualified support techs -Clear methodology to resolve escalating issues -Upgrade and enhancement assistance -Support response times&methodology Warranty&Maintenance Warranty 5 5 3 4 5 2 19 5 5 5 5 5 25 -Vendor fully warrants the proposed solution -Vendor hasformal plan to address possible warranty issues Maintenance 5 5 5 5 4 5 24 3 5 4 4 4 20 -Level of servle&Responsiveness committed to project -Ability to provide long-term maint.For all solutions -Ability to maintain proposed interfaces Pricing Cost 15 13.7 13.7 13.7 13.7 13.7 68,5 15 15 15 15 15 75 -One time total purchase price -On going costs Completeness of cost proposal 15 15 15 15 15 15 75 8 8 10 10 10 46 -Ali pricing information Is disclosed In detail -Pricing all inclusive,no hidden costs or undisclosed expenses -All pricing incudes all travel expenses,training material etc. Services prov.to successfully impl. &maintain agency 15 10 15 15 13 15 68 10 10 10 10 10 50 -Level of service provided for this proposal clearly Identified -ProosaI identifies cost for on-going maint&support TOTAL POINTS 93.7 96.7 95.7 94.7 94.7 475.5 67 78 74 71 74 364 Average Score 95.1 72.8 City of Jefferson, Missouri Tabulation of Proposals Proposal No 2567 Subject._Electronic Citation System Date: September 15,2011 Saltus Technologies dvanced Public Safety Dept: Police Tulsa OK [Deerfield Beach FL PAGE 1 ITEM Q Unit Price Total Price nit Price Total Price A Pricing Software&Interfaces Required Modules Server License 1 8,000.00 $8,000.00 Quickvoice 35 $10,465.00 Client license 35 675.00 $23,625.00 Quickticket 35 $10,465.00 Smartnumber $7,500.00 Smartconnect 35 $5,215.00 Total Required Modules incl*Optional below $31,625.00 $33,845.00 Optional Modules 1 NCIC Que Ca ablli * $7,500.00 Pocketcitation 1 $1,499.00 1 Query Implement Serv* $5,000.00 Quickform-DWI form 35 $10,465.00 1 Server/Web App Host $1001mo Total Optional Modules *not optional $12,500.00 $11,964.00 Required Interfaces 1 New Wodd*TBD 1211 $5,000.00 Virtual Partner NWS $5,000.00 1 license fee Tyler Incode $2,000.00 Smartex ort RMS NWS $7,500.00 guess TBD based on time& Smartex art Incode $7,500.00 material after award Total Required Interface Cost $7,000.00 $20,000.00 Optional Interfaces New World TBD above Smartex ort Pocket RMS $2,500.00 (required 25 Same Court $2,500.00 Tota1Optional Interfaces $0.00 $5,000.00 Page 1 ITEM Qty. Unit Price Total Price Unit Price Total Price TOTAL SOFTWARE& E C S excluding options as bid $38,625.00 $53,645.00 TOTAL SOFTWARE&INTERFACES excluding options ADJUSTED $51,125.00 $43,180.00 'NWS Interface required Corrects a dition error& *NCIC Query required deletes Quick Voice- not avail w/Saltus B Implementation Services Project Mana ement Trips on Site 3 trips 1,500.001da optional $0.00 Days dedicated to on site imp. 1 day Optional Price for implementation Broi. m mt $3,000.00 $3,070.50 included $0.00 $0.00 .#daysonsite nla $0.00 optional$1,500,00/day $0.00 Total Price software installation $5,000.00 O tional $0.00 Total travel and per diem estimated included $0.00 Included in o tional $0.00 Total Implementation Casts $8,000.00 $3,070.00 Page 2 ITEM Qty. jUnit Price Total Price Unit Price Total Price C Administrative Training #Trainin da an site 1 day $0.00 included In Bnd User trng $0.00 #of classes 1 class $0.00 1 class $0.00 Total Travel and per them estimate included $0.00 incuded in training rice $0.00 Total Price for administrative training included $0.00 $0.00 End User Training #Training days on site 1 day $0.00 2 days $0.00 #of classes up to 3 classes $0.00 3 days$0.00 Total Travel and per diem estimate included $0.00 included in training rice $0.00 Total price for end user training included $0.00 $4,000.00 Go Live Assistance # da s on site 1 day $0.00 not applicable $0.00 Total Travel and per diem estimate included $0.00 $0.00 Total price for go live assistance included $0.00 $0.00 Total Training Cost $2,000.00 $4,400.00 D Software Warrant /Su ort/Maint Standard Business Hrs 2417 Standard Business Hrs 2417 First Year 12 months included Included $11,081.10 $11,081,10 Second Year support 6,725.00 included $11,081.10 $11,081.10 Third Year support 6,725.00 $11,081.10 $11,081.10 Fourth Year support 6,725.00 $11,081.10 $11,081.10 Fifth Year support 6,725.00 $11,081.10 $11,081.10 20%of total license fee Required Software& Interfaces —Total As Bid $26,800.00 $55,405.50 $55,405.50 Required Software Warranty/SuRportIMaint Standard Business Hrs 2417 First Year 12 months included included Second Year sueport 9,825.00 included Third Year stipport 9,825.00 Page 3 ITEM Q . Unit Price fatal Price Unit Price Total Price Fourth Year support 9,825.00 Fitch Year support 9,825.00 20%o total license fee- Required Software, inter- faces and NCIC Query Total Ad usted Includes All Required $39,300,00 $55,405,50 $55,405.50 E Hardware I]rlvers License Scanner 35 507.00 $17,745.00 $625.001 $21,875.00 eSeek M250 w/USB cable eSeek combo Thermal Printers 351 576.00 $20,160.00 $729.00 $25,515.00 $13.101roil 361cs =2.75/roll x500 $1,375.00 Other Required Equipment Vehict Cradle $99.00 $3,4M.00 Serial able oft. $29.00 $ .00 F. Warr /Su ort/Maint Hardware Standard Business Hrs 2417 Standard Business Hrs 2 Year ne included included included I nct offered Year Iwo 35 included included $8,085.00 1 nd offered vr Care Ad n Ii Year hour 35 $3,675.00 included $6,085.00 not offered Ext. Warranty 105.00lu t 2 Care Advanta e Year live 35 $5,07 .00 included $0.00 not offered Ext.Warranty 145.001u t Covered under)E. 4 Page 4 ITEM Qty. Unit Price Total Price Unit Price Total Price SUMMARY ADJUSTED COSTS Required Software and Interfaces $51,125.00 $43,180.00 Implementation Services $8,000.00 $3,070.00 Training $2,000.00 $4,000.00 Hardware $44,455.00 $52,259.00 Software Support Year 1 $0.00 $11,081.10 Hardware Support Year 1 $0.00 $0.00 Total Cost Year ONE $105,580.00 $113,590.10 Total Cost Five Years $155,765.00 $174,084.50 Prices firm 120 da 100 days Mfg in US software-yes yes e5ee 250-yes O Neil -Mexico Disadvantaged Business no no Total time to complete project 60 days after award* 135 days after award *1-3 months to do New World interface Page 5 CITY OF JEFFERSON FOR ELECTRONIC CITATION SYSTEM THIS AGREEMENT made and entered this ;)_" day of March, 2012, by and between the City of Jefferson, a Municipal Corporation, hereinafter referred to as"City,"and Advanced Public Safety, Inc., hereinafter referred to as "Contractor." WHEREAS, the City is desirous of an Electronic Citation System. WHEREAS,Contractor is willing to enter into this Agreement with respect to the services upon the terms and conditions herein set forth. NOW,THEREFORE,be it agreed as follows: 1. Scope of Services. Purchase and installation ofsothvare more specifically set out in Proposal No.2567,Electronic Citation System, and made a part of this agreement. 2. Manner and Time for Completion. Contractor agrees with the City to furnish all supervision, labor, tools, equipment, materials and supplies necessary to perform the installation of the software at the Agency site,said work at Contractor's own expense in accordance with the contract documents and any applicable City ordinances and state and federal laws,within one hundred thirty-five(135)calendar days from the date Contractor is ordered to proceed,which order shall be issued by the Chief of Police of Jefferson City within ten(10)days after the date of this contract. 3. Insurance. Contractor shall procure and maintain at its own expense during the life of this contract: A. Workmen's Compensation Insurance for all of its employees to be engaged in work under this contract. B. Contractor's I'ublic Liability Insurance in an amount not less than $2,000,000 for all claims arisin- out of a single occurrence and $300,000 for any one person in a single accident or occurrence, except for those claims governed by the provisions of the Missouri Workmen's Compensation Law,Chapter 287, RSMo,and Contractor's Property Damage insurance in an amount not less than $2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence. C. Automobile Liability Insurance in an amount not less than$2,000,000 for all claims arising out of a single accident or occurrence and $300,000 for any one person in a single accident or occurrence. D. Subcontracts. In case any or all of this work is sublet, the Contractor shall require the Subcontractor to procure and maintain all insurance required in Subparagraphs(a),(b),and(c) hereof and in like amounts. E. Scope of Insurance and Special I Lazard. The insurance required under Sub-paragraphs(b)and (c)hereof shall provide adequate protection for Contractor and its subcontractors,respectively, against damage claims which may arise from operations under this contract, whether such operations be by the insured or by anyone directly or indirectly employed by it,and also against any special hazards which may be encountered in the performance of this contract. U-X,.ww hk,Lni.. k'"41INMMI PUN-C S.10y 1.01:1,a1nxnc Cum—SY4 2012.wjxl NOTE: Paragraph(f)is construed to require the procurement of Contractor's protective insurance(or contingent public liability and contingent property damage policies) by a general contractor whose subcontractor has employees working on the project, unless the general public liability and property damage policy (or rider attached thereto)of the general contractor provides adequate protection against claims arising from operations by anyone directly or indirectly employed by Contractor. 4. Contractor's Responsibility for Subcontractors. It is further agreed that Contractor shall be as fully responsible to the City for the acts and omissions of its subcontractors,and of persons either directly or indirectly employed by them,as Contractor is for the acts and omissions of persons it directly employs. Contractor shall cause appropriate provisions to be inserted in all subcontracts relating to this work,to bind all subcontractors to Contractor by all the terms herein set forth,insofar as applicable to the work of subcontractors and to give Contractor the same power regarding termination of any subcontract as the City may exercise over Contractor under any provisions of this contract. Nothing contained in this contract shall create any contractual relations between any subcontractor and the City or between any subcontractors. 5. Liquidated Damages. The City may deduct One Hundred Dollars($100.00)from any amount otherwise due under this contract for every day Contractor fails or refuses to prosecute the work,or any separable part thereof,with such diligence as will insure the completion by the time above specified,or any extension thereof,or fails to complete the work by such time,as long as the City does not terminate the right of Contractor to proceed. It is further provided that Contractor shall not be charged with liquidated damages because of delays in the completion of the work due to unforeseeable causes beyond Contractor's control and without fault or negligence on Contractor's part or the part of its agents. This shall not include delays caused by the participating agencies with regard to installation and configuration of the software,or delays by the participating agencies of the Missouri State Highway Patrol in providing connectivity and access to the Missouri Uniform Law Enforcement System(MULES). 6. Termination. The City reserves the right to terminate this contract by giving at least five (5) days prior written notice to Contractor, without prejudice to any other rights or remedies of the City should Contractor be adjudged a bankrupt,or if Contractor should make a general assignment for the benefit of its creditors,or if a receiver should be appointed for Contractor or for any of its property,or if Contractor should persistently or repeatedly refuse or fail to supply enough properly skilled workmen or proper material,or if Contractor should refuse or fail to make prompt payment to any person supplying labor or materials for the work under the contract,or persistently disregard instructions of the City or fail to observe or perform any provisions of the contract. 7. Indemnity. To the fullest extent permitted by law,both parties,the Contractor and the City,will indemnify and hold harmless the other party, its elected and appointed officials, employees,and agents from and against any and all claims,damages,losses,and expenses including attorneys'fees arising out of or resulting from the performance of the work,provided that any such claim,damage,loss or expense(1)is attributable to bodily injury,sickness,disease,or death,or to injury to or destruction of tangible property(other than the Work itself) including the loss of use resulting therefrom and(2) is caused in whole or in part by any negligent act or omission of contractor,any subcontractor,anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable,regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate,abridge,or otherwise reduce any other right or obligation of indemnity which would otherwise exist as to any party or person described in this Paragraph. 8. Suaalies. The Contractor is hereby authorized and directed to utilize the City's sales tax exemption in the purchase of goods and materials for the project as set out in Section 144.062 RSMo 1994 as amended. Contractor shall keep and maintain records and invoices of all such purchases which shall be submitted to the City. UXontrml FiW%\mi.c V.Admcul Public Sardy InLAElatnm0.01atbm Syuun 2012.wpt - 2 - 9. Confidentiality. The Contractor agrees that all information obtained or gained by the contractor as a result of the contractors performance under this contract shall be confidential and that no reports,documentation or material prepared as required by the contract shall be released to the public without the prior written consent of the City. 10. Payment. The City hereby agrees to pay Contractor the work done pursuant to this contract according to the payment schedule set forth in the Contract Documents ,and in accordance with the rates and/or amounts stated in the Quotations dated September 15, 2011, which are by reference made a part hereof. No partial payment to Contractor shall operate as approval or acceptance of work done or materials furnished hereunder. The total amount of this contract shall not exceed One Hundred Seventy-Four Thousand Eight-Four Dollars and Fifty Cents($174,084.50). 11. Contract Documents. A. The contract documents shall consist of the following: a. This Contract b. Addenda c. Information for Proposals d. Contractor quotations e. FTA Clauses B. Section 3 (Cost Proposal) of the original Response to the RFQ submission by Contractor shall be replaced by Addendum"A"attached herewith. This contract and the other documents enumerated in this paragraph, form the Contract between the parties. These documents are as fully a part of the contract as if attached hereto or repeated herein. 12. Preference for U.S.Manufactured Goods. On purchases in excess of$5,000,the City requests the contractor to use American products in the performance of the contract. 13. Nondiscrimination. Contractor agrees in the performance of this contract not to discriminate on the ground or because of race,creed, color, national origin or ancestry, sex, religion,handicap, age, or political opinion or affiliation, against any employee of Contractor or applicant for employment and shall include a similar provision in all subcontracts let or awarded hereunder. 14. Illegal Immigration. Prior to commencement of the work: a. Contractor shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. b. Contractor shall sign an affidavit affirming that it does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. C. If contractor is a sole proprietorship,partnership,or limited partnership,contractor shall provide proof of citizenship or lawful presence of the owner prior to issuance of the Notice to Proceed. 15, Notices. All notices required to be in writing may be given by first class mail addressed to City of Jefferson, 320 East McCarty,Jefferson City,Missouri,65101,and Contractor at Advanced Public Safety,Inc.,500 Fairway Drive, Suite 204,Deerfield Beach,Florida,33441 The date of delivery of any notice shall be the second full day after the day of its mailing. r� U-.Tmt ml FilMn-k'.Wd%=LW"au Safety Im:\E1W=tc Cilmum Sy t=2012.wN - 3 —— 16. Assignment of Contract. The Contractor shall not assign or transfer this contract nor sublet it as a whole,without the written consent of the City and of the Surety on the Contractor's bond. Such consent of Surety,together with copy of assignment, shall be filed with the City. No assignment,transfer or subletting,even though consented to,shall relieve the Contractor of his liabilities under this contract. Should any assignee fail to perform the work undertaken by him in a satisfactory manner, the City may at his option annul and terminate Assignee's contract. 17. Jurisdiction. This agreement and every question arising hereunder shall be interpreted according to the laws and statutes of the State of Missouri. IN WITNESS WHEREOF,the parties hereto have set their hands and seals on the day and year first above written. CITY OF .I:I CRSON ADVANC PUBLIC SAFETY, INC. Mayor j C� ATTEST: / ATTEST: (4—n City Clerk Title: APPROVED AS TO FORM: Interim City Counselor U:K'axrtrnu hl.vjv-W,a A&;—A 141hk S-My in T1111—ic 01all-SY4—2112..1x1 FTA CLAUSES Federal Funds To be Used The City of Jefferson is a recipient of Federal Transit Administration funds;therefore,the following requirements shall be fully considered in preparing bids and performing work under any resulting award. No Obligation by the Federal Government. (1) The Purchaser and Contractor acknowledge and agree that, notwithstanding any concurrence by the Federal Government in or approval of the solicitation or award of the underlying contract,absent the express written consent by the Federal Government,the Federal Government is not a party to this contract and shall not be subject to any obligations or liabilities to the Purchaser,Contractor,or any other party(whether or not a party to that contract)pertaining to any matter resulting from the underlying contract. (2) The Contractor agrees to include the above clause in each subcontract financed in whole or in part with Federal assistance provided by FTA.It is further agreed that the clause shall not be modified,except to identify the subcontractor who will be subject to its provisions. Program Fraud and False or Fraudulent Statements or Related Acts. (1)The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986,as amended,31 U.S.C.§ 3801 et seg.and U.S.DOT regulations,"Program Fraud Civil Remedies,"49 C.F.R.Part 31,apply to its actions pertaining to this Project.Upon execution of the underlying contract,the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or causes to be made, pertaining to the underlying contract or the FTA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the Contractor further acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim,statement,submission,or certification,the Federal Government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal Government deems appropriate. (2) The Contractor also acknowledges that if it makes, or causes to be made, a false, fictitious, or fraudulent claim, statement, submission, or certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FTA under the authority of 49 U.S.C.§5307, the Government reserves the right to impose the penalties of 18 U.S.C. § 1001 and 49 U.S.C. § 5307(n)(1) on the Contractor,to the extent the Federal Government deems appropriate. (3)The Contractor agrees to include the above two clauses in each subcontract financed in whole or in part with Federal assistance provided by FTA.It is further agreed that the clauses shall not be modified,except to identify the subcontractor who will be subject to the provisions. Access to Records The following access to records requirements apply to this Contract: 1. Where the Purchaser is not a State but a local government and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 C.F.R. 18.36(I),the Contractor agrees to provide the Purchaser,the FTA Administrator, the Comptroller General of the United States or any of their authorized representatives access to any books,documents, papers and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, U:Tmtraa Fill`—w:VAAdvancal h Nic Sat'dy IncOmImnic Citatim Sy.Nan 21112.wlxl - 5 - examinations, excerpts and transcriptions. Contractor also agrees,pursuant to 49 C. F. R. 633.17 to provide the FTA Administrator or his authorized representatives including any PMO Contractor access to Contractor's records and construction sites pertaining to a major capital project,defined at 49 U.S.C.5302(a)1,which is receiving federal financial assistance through the programs described at 49 U.S.C.5307,5309 or 5311. 2.Where the Purchaser is a State and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 C.F.R. 633.17, Contractor agrees to provide the Purchaser, the FTA Administrator or his authorized representatives, including any PMO Contractor, access to the Contractor's records and construction sites pertaining to a major capital project,defined at 49 U.S.C. 5302(a)l,which is receiving federal financial assistance through the programs described at 49 U.S.C. 5307, 5309 or 5311. By definition, a major capital project excludes contracts of less than the simplified acquisition threshold currently set at$100,000. 3.Where the Purchaser enters into a negotiated contract for other than a small purchase or under the simplified acquisition threshold and is an institution of higher education,a hospital or other non-profit organization and is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 C.F.R. 19.48,Contractor agrees to provide the Purchaser, FTA Administrator,the Comptroller General of the United States or any of their duly authorized representatives with access to any books,documents,papers and record of the Contractor which are directly pertinent to this contract for the purposes of making audits,examinations,excerpts and transcriptions. 4.Where any Purchaser which is the FTA Recipient or a subgrantee of the FTA Recipient in accordance with 49 U.S.C. 5325(a)enters into a contract for a capital project or improvement(defined at 49 U.S.C. 5302(a)1)through other than competitive bidding,the Contractor shall make available records related to the contract to the Purchaser,the Secretary of Transportation and the Comptroller General or any authorized officer or employee of any of them for the purposes of conducting an audit and inspection. 5.The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. 6.The Contractor agrees to maintain all books,records,accounts and reports required under this contract for a period of not less than three years after the date of termination or expiration of this contract,except in the event of litigation or settlement of claims arising from the performance of this contract,in which case Contractor agrees to maintain same until the Purchaser, the FTA Administrator, the Comptroller General,or any of their duly authorized representatives,have disposed of all such litigation,appeals,claims or exceptions related thereto. Reference 49 CFR 18.39(I)(11). 7. FTA does not require the inclusion of these requirements in subcontracts. Federal Changes The contractor shall at all times comply with all applicable FTA regulations,policies,procedures and directives,including without limitation those listed directly or by reference in the Agreement (Form FTA MA(10) dated October, 2003) between Purchaser and FTA,as they may be amended or promulgated from time to time during the term of this contract. Contractor's failure to so comply shall constitute a material breach of this contract. Civil Rights The following requirements apply to the underlying contract: (1)Nondiscrimination-In accordance with Title VI of the Civil Rights Act,as amended,42 U.S.C.§2000d,section 303 of the Age Discrimination Act of 1975,as amended,42 U.S.C. § 6102,section 202 of the Americans with Disabilities Act of 1990, 42 U.S.C. § 12132, and Federal transit law at 49 U.S.C. § 5332, the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race,color,creed,national origin,sex,age, or disability. In addition,the Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA may issue. (� uTentrnct FiliAnm VAAdmcal Public SnIcty IncMum anlc Cilntion Syman 2012.wRl - 6 - (2)Equal Employment Opportunity-The following equal employment opportunity requirements apply to the underlying contract: (a)Race,Color,Creed,National Origin,Sex-In accordance with Title VII of the Civil Rights Act,as amended, 42 U.S.C.§2000e,and Federal transit laws at 49 U.S.C.§5332,the Contractor agrees to comply with all applicable equal employment opportunity requirements of U.S.Department of Labor(U.S.DOL)regulations,"Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor," 41 C.F.R. Parts 60 et seM., (which implement Executive Order No. 11246,"Equal Employment Opportunity,"as amended by Executive Order No. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity,"42 U.S.C.§2000e note),and with any applicable Federal statutes,executive orders,regulations,and Federal policies that may in the future affect construction activities undertaken in the course of the Project.The Contractor agrees to take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, national origin,sex,or age. Such action shall include,but not be limited to,the following:employment,upgrading,demotion or transfer,recruitment or recruitment advertising,layoff or termination;rates of pay or other forms of compensation;and selection for training, including apprenticeship. In addition, the Contractor agrees to comply with any implementing requirements FTA may issue. (b)Age-In accordance with section 4 of the Age Discrimination in Employment Act of 1967,as amended,29 U.S.C. § §623 and Federal transit law at 49 U.S.C.§5332,the Contractor agrees to refrain from discrimination against present and prospective employees for reason of age.In addition,the Contractor agrees to comply with any implementing requirements FTA may issue. (c)Disabilities-In accordance with section 102 of the Americans with Disabilities Act,as amended,42 U.S.C. § 12112, the Contractor agrees that it will comply with the requirements of U.S. Equal Employment Opportunity Commission,"Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act,"29 C.F.R.Part 1630,pertaining to employment of persons with disabilities.In addition,the Contractor agrees to comply with any implementing requirements FTA may issue. (3)The Contractor also agrees to include these requirements in each subcontract financed in whole or in part with Federal assistance provided by FTA,modified only if necessary to identify the affected parties. Incorporation of FTA Terms The Recipient and contractor certify that terms in FTA C 4220.1 E which replaces FTA C4220.1 D will be incorporated into contracts and sub-contracts. U.W,.t,m7 fit,.\ w,V..WJv�al PnMic Siroy Inu lal-is Cheri..Sylvan 2012.wlxl - - AFFIDAVIT State of Missouri ) County of Cole ) The undersigned affiant,-�, being first duly sworn, hereby deposes and says: 1. I am over the age of eighteen, suffer no legal disabilities, have personal knowledge of the facts set forth below, and am competent to testify. 2. 1\am authorized to make this affidavit on behalf of 3. 1 hereby affirm that the company identified in section 2 of this affidavit is enrolled and participates in a federal work authorization program with respect to the employees working in connection with the contracted services. The name of said Federal Work Authorization program is 4. I hereby affirm that the company identified in section 2 of this affidavit does not knowingly employ any person who is an unauthorized alien in connection with the contracted services. y� 2, This the day of M �� ��— , 201,1 Title Sworn and subscribed before me this the ) day of , 201,1`. vW67'� Notary AAlic raav L oAa.Er MY COMMISSION 1 DD 82$738 My Commission expires: EXPIRES:November 1,2012 trrv{Vptryftlie Underwriters UACl m.]N,,limw k',1Ad m<,,1 Puhk Suksy JWL-Imirn n,Cuuli-Syslun 2012..IA Electronic Citation System Response 7b RFP No. 2567 For defferson City Advanced Public Safety,Inc. SECTION 3. COST PROPOSAL (*Cost Proposal section has been updated per discussion with Capt. Cynova 311512012) 36. REQUEST FOR PROPOSAL PRICING FORMS A. PRICING-SOFTWARE Required Modules Provide Pricing for all required applications/modules included in the proposed solution as they relate to the required modules indicated in the REP. --- I Price per Module Price # of user licenses additional included in price user license $10,465.00 35 Quickvoice, uickticket $10,465.00 35 Quickticket Smartnumber $7,500.00 Site license per form Smartnumber Smartconnect $5,215.00 f ffi artconnect Total required Modules Price $33,645.00 Optional Modules Provide pricing for all optional ap licationslmad,iles included in the proposed solution. # of user licenses Price per Module Price additional included in price _ user license Pocketcitation (deployed on $4,497.00 3 $1,499.00 handheld) Smartconnect (for handholds} $447.00 3 $149.00 Smartnumber (for handhelds) $2,500.00 1 $2,500.00 Total Optional Modules Price $7,444.00 Alternate Modules Provide pricing for all alternate application slmndiJ1P included in the proposed solution. # of user Price per Module Price licenses additional included in price user license Page-36 Copyright 0 2011 Advanced Public Safety,Inc.All rights reserved Electronic Citation System Response To RFP No.2567 For Jefferson City Advanced Public Safety,Inc. Required Interfaces Provide pricing for all required interfaces included in the proposed solution as they relate to the required interfaces indicated in the RFP. # of user licenses Price per Interface Price included in price additional user license Virtual a ner—interface to Site license— includes all n/a mobile licenses Smartexport to RMS (NWS) $7,500.00 Priced perform (in RFP n/a form is the citation Smartexport to Court (Incode) $7,500.00 Priced perform (in RFP n/a form is the citation Total Required Interfaces Price $20,000.00 Optional Interfaces Provide pricing for all optional interfaces included in the proposed solution if optional interfaces were proposed. # of user licenses Price.per Interface Price additional included in. price user license Smartexport Pocketcitation to RMS $2,500.00 Site license per form n/a Smartexport Pocketcitation to Court $21500.00 Site license per form n/a Total Optional Interfaces Price $5,000.00 Total Software & Interfaces (excluding options) $58,645.00 Page-37 Copyright 0 2011 Advanced Public Safety, Inc.All rights reserved. Electronic Citation System Response To RFP No. 2567 For Jefferson City Advanced Public Safety, Inc. B. PRICING—IMPLEMENTATION SER VICES Project Management # of trips on-site ($1,500/da optional) # of days dedicated to on-site implementation See above Total price for implementation project management $3,070.50 Total travel and per diem estimate n/a SUBTOTALF $3,070.50 Data Conversion # of days dedicated to data conversion N/A Total price for data conversion $0 Total travel and per diem estimate $0 SUBTOTAL $0 Software Installation # of days dedicated to on-site installation optional Total price for software installation $1,500/da optional) Total travel and per diem estimate Would be included in optional $1,500/da SUBTOTAL $0.00 Total Implementation Costs $3,070.50 Page-38 Copyright©2011 Advanced Public Safety,Inc.All rights reserved. Electronic Citation System Response To RFP No. 2567 For Jefferson City Advanced Public Safty,Inc. C. PRICING- TRAINING Training will be required and scheduled during the hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. Administrative Training # of training days on-site Included in End user training _ # of classes 1 Total travel and per diem estimate included in training rice Total price for administrative training 0.00 SUBTOTAL $0.00 End User Training. Each application/module included in the proposal must have at least one corres or►din training course. of training days on-site 2 # of classes 3 Total travel and per diem estimate included in training rice Total price for end user training $4,000.00 SUBTOTALI $4,000.00 Go-Live.Assistance # of days on-site N/A Total travel and per diem estimate $0 Total price for go-live assistance $0 SUBTOTAL $0.00 Total Training Costs $4,000.00 D. PRICING- WARRANTY/SUPPORT I MAINTENANCE* Standard Business Support Hours 2417 Support' First Year Support (12 months)** — Second Year Support $11,081 -Same Third Year Support _ _ _ $11,081.10 Fourth Year Support $11,081.10 Same Fifth Year Support $11,081.10 Same *Annual maintenance amounts based on software proposed in this RFP_(required modules . First through Fifth Year Support if Handheld option $13,261.56 Same is executed rice is per ear **First Year Maintenance included at no charge if years 2-4 are purchased in advance with original contract Page-39 Copyright©2011 Advanced Public Safety,Inc.All rights reserved. Electronic Citation System Response To RFP No. 2567 For Jefferson City Advanced Public Safety,Inc. E. PRICING—HARDWARE List the hardware required for the system offered to operate as designed. List the product and model number. Under Other list all hardware required to use the software as intended. ITEM QTY UNIT TOTAL COST COST Driver License Scanner with smartswi a included 35 $625.00 $21,875.00 Product name and model: Eseek combo 2D barcode and magstri a reader___ Thermal Printers Product name and model: Zebra RW420 (includes 35 $729.00 $25,515.00 12v power su I Other Required ent: Zebra vehicle cradle 35 $99.00 $3,465.00 Zebra thermal paper 10 $99.00 $990.00 Zebra 6 ft serial cable 1 $29.00 $29.00 Total Required Hardware Price $51,874.00 Optional Handheld Hardware UNIT TOTAL. ITEM (QTY COST COST MC75A bundle - includes: 3 $2,221.00 $6,663.00 - Device—Bluetooth,WLAN 802.11 A/B/G, 2D D/L Imager, Camera, 256MB/1GB, 1.5 Ext Battery, QWERTY, &WinMobile 6.5 - Handheld Cradle with 110vt power supply and USB cable - Attachable Magstripe Reader_ - Thermal Printers for handhelds: Zebra RW420 with Bluetooth (includes 110vt power 3 $770.00 $2,310.00 supply) Total Required Hardware Price $8,973.00 Page-40 Copyright 0 2011 Advanced Public Safety,Inc.All rights reserved. Electronic Citation System Response To RFP No. 2567 For Jefferson City Advanced Public Safety,Inc. F. PRICING— WARRANTY I SUPPORT I MAINTENANCE-HARDWARE Standard Business Support Hours 2417 Support $0 - Zebra offers 12 Zebra does not First Year Support (12 months) month manufacturer offer 24/7 warrant $231/printer—Zebra 2 Zebra does not Second Year Support Yr Care Advantage offer 24/7 w/Com rehensive Covered under Zebra does not Third Year Support warranty purchase offer 24/7 shown in 2nd Yr. Su ort 2 yr Zebra warranty Zebra does not Fourth Year Support extension - offer 24/7 $231/printer Covered under Zebra does not Fifth Year Support warranty extension offer 24/7 purchase *Zebra offers a 92 month manufacturer warranty at no charge. Warranty can be added after 12 months—this is optional G. PRICING—SUMMARY Cost Section Price Total Software & Interfaces (excluding options) $53,645.00 Implementation Services $3,070.50 Training $4,000.00 Hardware $51,874.00 1st Year Support — SOFTWARE No charge* 1st Year Support - HARDWARE $0.00 REQUIRED MODULES TOTAL $112,589.50 Additional Cost with Handheld Options: Page-41 Copyright 0 2011 Advanced Public Safety, Inc.All rights reserved. CITY OF JEF 1?RSON FOR ELECTRONIC CITATION SYSTEM ADDENDI M The contract made and entered into on the day of "t" - 2012 by and between Advanced Public Safety and the City of Jefferson. MiSSO rri,a municipal corporation of the state of Missouri, is amended as follows: Section 10 is hereby deleted and replaced with the following: The City hereby agrees to ;-lay i �c• �,.,rh done pursuant to the rates and/or amounts stated in the Quotations da►ed Sepli-T-of.-r 1 5. 20, 1 , xrvhich are by reference made a part hereof. No partial payment to Co_itr o.?r shall operate as approval or acceptance of work done or materials furnished hereunder. The total amount of this contract shall not exceed One Hundred Seventy-hour Thousand Eight-hour Dollars and Fifty Cents ($174,084.50),which small be paid as follows: twenty five percent(25%)at the signing of the contract; t-vventy liv:, percent (25%) at delivery of the hardware and software? and balance due when the system (including PM service) is live. Wl ESS WHEREOF, the parties hereto have set their hands and seals this day of 2012. CITY OF JEFFERSON- CONTRACTOR R ti r ATTEST: A17'EST City Clerk AMY C0MMiSSI N DDt 826738 �. EXPIRES;Nownber 1,2012 APPROVED AS TO FORM a BGnc Thru Notary Public Underw�ters ty Counselor Jefferson City Police Department 401 Monroe St JEFFERSON CITY, MISSOURI 65101 Change Order No. One (1) Project No. 2567 05130/2012 Job& Location: Electronic Citation System -Jefferson City Police Department Contractor: APS-Advanced Public Safety It is hereby mutually agreed that when this change order has been signed by the contracting parties, the following described changes in the work required by the contract shall be executed by the contractor without changing the terms of the contract except as herein stipulated and agreed. DESCRIPTION OF CHANGES: (See Attached Sheet for Detailed Description 1 Explanation) Note: Item numbers prefixed with"EW'(Extra Work)are new line items to the contract. Quantity in Quantity in Revised Amount of Item Original Change Contract Overrun or No. Description Unit Contract Order Quantity Unit Price Underrun 1 Delete 2 QuickTicket Ea 35 -2 33 $299.00 ($598.00) 2 Delete 2 QuickVoice Ea 35 -2 33 $299.00 ($598.00) 3 Delete 2 SmartConnect Ea 35 -2 33 $149.00 ($298.00) Delete 2 SmartSwipe w Combo 4 2D Magstripe Reader Ea 35 -2 33 625.00 ($1,250.00) Delete 2 Zebra Printer 5 w USB Cable Ea 35 -2 33 729.00 ($1,458.00) Delete 35 Zebra 12 Volt 6 Power Cable (Cigarette Lighter) Ea 35 -35 0 125.00 ($4,375.00) Add 33 Zebra 12 Volt 7 Power Cable (Open-Ended) Ea 0 33 33 125.00 54,125.00 Delete 35 6-ft Zebra 8 USB-RJ45 Cable Ea 35 -35 0 20.00 ($700.00) Add 33 12-ft Zebra 9 USB-RJ45 Cable Ea 0 33 33 50.00 $1,650.00 Delete 2 Licenses of 10 Annual Maintenance Ea 35 -2 33 -268.92 ($268.92) CONTRACTORS PROPOSAL FOR THE ABOVE DESCRIBED CHANGES: ($3.770.92) I[We hereby agree to the modifications of the contract as described above and agree to furnish all materials and labor and perform all work in connection therewith in accordance with the requirements for similar work in existing contract except as otherwise stipulated herein, for the following considerations: Contract Amount-Add To -or Deduet fFOFn -the Contract Amount Contract Time-Add Te-or Deduct fFoFn -the Contract is 0 Working - Calendar days STATEMENT OF CONTRACT AMOUNT: Amount % Change Time ORIGINAL CONTRACT $174,084.50 PREVIOUS APPROVED CHANGE ORDERS $0.00 0.0% 0 TOTAL THIS CHANGE ORDER -$3,770.92 -2.2% 0 TOTAL OF ALL CHANGE ORDERS -$3,770.92 -2.2% 0 CONTRACT AMOUNT TO DATE $170,313.58 06-04-12PO4 :00 RCVL S 1.3 � Contractor Date Recommended by: IT5 Direr r Date Verification of Encumbrance: (0/ —k/- /_2 Finan i ctor Date Accepted by: Own r- ity Admi is rator Date APPROVEDAS TO FORM; City C s Electronic Citation.System Response To RFP No. 2567 For Jefferson City Advanced Puhlie Safety, Inc. Handheld Software $7,444.00 Handheld Interfaces $53000.00 Handheld Hardware $8,973.00 1st Year Support — Handheld Software No charge* 1st Year Support - Handheld Hardware $0.00 HANDHELD OPTION TOTAL $21,417.00 *SUPPORT (1st year no charge) with year 2,3 and 4 paid at acceptance $39,784.68 GRAND TOTAL $173,791.18 1 certify that all pricing has been disclosed in detail and that pricing listed is all inclusive. There are no undisclosed expenses. The prices contained in this proposal are firm for 100 days (no less than 90 days). Are the items proposed manufactured, produced or assembled in the United States? YES X NO Do you represent a disadvantaged business enterprise? YES _ NO X Total time required to complete this project as specified 135 days from date of award. NAME OF COMPANY Advanced Public Safety, Inc. (A Trimble Company) Agent and Title Jack Siney, COO Address 500 Fairway Drive Suite 240 Telephone 954-354-3000 / Date 9/14/2011 Authorized Signa Form of Business: _Sole Proprietorship ,Partnership Zrporation —Limited Liability Corporation Page-42 Copyright C)21111.-fdvarrced Public Safett,, hrc.All rights reserved. N/36 CITY OF JEFFERSON POLICE DEPARTMENT 401 MONROE STREET JEFFERSON CITY, MISSOURI 65101 Change Order No. Two (2) Project No. 2567 Date: 8/3/21018 Job & Location: E-ticketing Software Upgrade Contractor: Advanced Public Safety Inc. It is hereby mutually agreed that when this change order has been signed by the contracting parties, the following described changes in the work required by the contract shall be executed by the contractor without changing the terms of the contract except as herein stipulated and agreed, as set forth in Exhibit A. DESCRIPTION OF CHANGES: The contract will be amended to approve the full scope of professional services for upgrading e-ticketing software Note: Item numbers prefixed with"EW" (Extra Work) are new line items to the contract. Quantity in Quantity in Revised Amount of Original Change Contract Overrun or Item No. Description Unit Contract Order Quantity Unit Price Underrun EW 1.1 E-ticketing Software Upgrade 1 1 0 1 $2,150.00 $0.00 CONTRACTORS PROPOSAL FOR THE ABOVE DESCRIBED CHANGES: I/We hereby agree to the modifications of the contract as described above and agree to furnish all materials and labor and perform all work in connection therewith in accordance with the requirements for similar work in existing contract except as otherwise stipulated herein, for the following considerations: Contract Amount-Add To the Contract Amount$2,150.00 (Two Thousand One Hundred Fifty Dollars) Contract Time -There is no change to the contract time STATEMENT OF CONTRACT AMOUNT: Amount % Change Time ORIGINAL CONTRACT $174,084.50 PREVIOUS APPROVED CHANGE ORDERS -$3,770.92 -2.2% 0 TOTAL THIS CHANGE ORDER $2,150.00 1.2% 0 TOTAL OF ALL CHANGE ORDERS -$1,620.92 -0.9% 0 CONTRACT AMOUNT TO DATE $172,463.58 COtra .r Date Recommended by: `(4110_ A _ � ;01 Police Ch.-00W Date( Verification of Encumbrance: U /8k7 Finance Director Date Accepted by: / Owner-City Ad inistra orAl! D to Approved as to Form: j� �� U1 i4tY City C.Ansel. Date DocuSign Envelope ID:0E094E9F-1A62-4E3A-A85E-B2ACC93FC7C5 CITY OF JEFFERSON POLICE DEPARTMENT 401 MONROE STREET JEFFERSON CITY, MISSOURI 65101 Change Order No. Two (2) Project No 2567 Date: 8/3/21018 Job& Location: E-ticketing Software Upgrade Contractor: Advanced Public Safety Inc. It is hereby mutually agreed that when this change order has been signed by the contracting parties,the following described changes in the work required by the contract shall be executed by the contractor without changing the terms of the contract except as herein stipulated and agreed,as set forth in Exhibit A. DESCRIPTION OF CHANGES: The contract will be amended to approve the full scope of professional services for upgrading e-ticketing software Note: Item numbers prefixed with"EW"(Extra Work)are new line items to the contract. Quantity in Quantity in Revised Amount of Original Change Contract Overrun or Item No. Description Unit Contract Order Quantity Unit Price Underrun EW 1.1 E-ticketing Software Upgrade 1 1 0 1 $2,150.00 $0.00 CONTRACTORS PROPOSAL FOR THE ABOVE DESCRIBED CHANGES: I/We hereby agree to the modifications of the contract as described above and agree to furnish all materials and labor and perform all work in connection therewith in accordance with the requirements for similar work in existing contract except as otherwise stipulated herein, for the following considerations: Contract Amount-Add To the Contract Amount$2,150.00(Two Thousand One Hundred Fifty Dollars) Contract Time -There is no change to the contract time STATEMENT OF CONTRACT AMOUNT: Amount %Change Time ORIGINAL CONTRACT S174,084.50 PREVIOUS APPROVED CHANGE ORDERS -$3,770.92 -2.2% 0 TOTAL THIS CHANGE ORDER $2,150.00 1.2% 0 TOTAL OF ALL CHANGE ORDERS -$1,620.92 -0.9% 0 CONTRACT AMOUNT TO DATE $172,463.58 PpcuSived 0.y;_ 1`aftt.Wiiu. NW&, 8/22/2018 Centra • Date Recommended b Police Ch'41111Wr Date Verification of Encumbrance: Y// Finance Director Date Accepted by: % _ `Owner-City Administra or f ••to Approved as to Form: / � � 01.l City C.•nsel•• Date • PURCHASE REQUISITION 1948 P.O.#ASSIGNED(REQUISITIONER LEAVE BLANK) REQUISITIONED ITEMS TO BE USED FOR: E-ticketing Software Upgrade DATE OF REQUISITION 7/23/2018 (REQUISITIONER-FILL IN ONLY WHEN VENDOR IS DEFINITELY KNOWN) PURCHASE: VENDOR NO. SHIP: FROM: Advanced Public Safety TO: Jefferson City Police Department ADDRESS: ADDRESS: 401 Monroe St. CITY&STATE: CITY&STATE: Jefferson City,MO 65109 TELEPHONE NO.: 573-634-6348 P.O.DATE (REQUISmONERLEAVEBLAN RESALE DELIVERY REQUIRED PURCHASE REQUISITION# NO YES QUANTITY UNIT ACCOUNT NO. DESCRIPTION TO ORDER PRICE AMOUNT 10-300-547010 APS Customizations (fixed fee) 1 $ 2,150.00 $ 2,150.00 TERMS/DISCOUNT Confirming DELIVERY TOTAL $ 2,150.00 NO YES-401 Monroe Street SUGGESTED BIDDERS: COMMENTS: NAME: Per quote#2018-112816 ADDRESS: TELEPHONE JUL 26 901 AM 8:58 NAME: ADDRESS: TELEPHONE NAME: REQUESTED BY: way, 1 I ADDRESS: TELEPHONE APPROVED BY: Mit A/ 7 rt_P QUOTATION 2018-112816 Quotation is valid through: July 11, 2018 CUSTOMER CONTACT INFORMATION: Jefferson City Police Department 320 E McCarty St Jefferson City, MO 65101 United States PROPOSAL NOTES: QUOTE DETAILS: PROFESSIONAL SERVICES Product Unit Qty Price APS Customizations (Fixed Fee) Fixed USD 2,150.00 Services Total = USD 2,150.00 QUOTE TOTAL Total = USD 2,150.00 NOTES: 1. Payment Terms : Net 30 2. M&S Billing Frequency : Monthly 3. Applicable taxes not included 4. Aptean has a No Refund policy 5. DO NOT PAY FROM THIS QUOTATION. To request an invoice for this quote, please contact: Account Manager: Tara Carter Billing Entity: Advanced Public Safety, Inc. Phone: Email: Tara.Carter@aptean.com 2018-112816 aptean Statement of Work #2018-112816 Author: Tara Carter Title: Inside Account Manager Email: Tara.Carter@aptean.com Date Issued: July 2, 2018 Customer Jefferson City Police Department 2018-112816 2 This Statement of Work ("SOW") is hereby incorporated as an exhibit to the Master Purchase Agreement dated 9/25/2014 (the"Agreement") previously executed between Advanced Public Safety, Inc. ("Aptean") and Jefferson City Police Department("Customer"). This SOW shall be subject to the terms and conditions of the Agreement. In case of any conflict between the Agreement and this SOW, the terms and conditions of this SOW shall control. Aptean and the Customer agree that the Services and Service Deliverables to be provided by Aptean pursuant to this SOW are set out in the attached schedule (the "Schedule"), which is hereby incorporated into this SOW. All references to this SOW shall include the Schedule however in case of any conflict between the terms and conditions of this SOW and the Schedule, the Schedule shall control. If any term or provision of this SOW is held invalid or unenforceable for any reason, the remainder of the provisions of this SOW will continue in full force and effect. The Effective Date of this SOW shall be the last date of signature as set forth below. Services and Fees In consideration of the payment of the fees set forth below and in the attached Schedule ("Fees") by the Customer to Aptean, Aptean agrees to perform the services specified in the Schedule (the "Services") in accordance with the terms of this SOW. Fixed Fee Services USD 2,150.00 ABOVE COST EXCLUDES EXPENSES. Amounts exclude any applicable local government taxes and expenses. Fees are stated in USD. Fixed Fee Services. The Fees for the Services performed hereunder for a fixed fee shall not exceed the amount set forth above and in the Schedule provided that: 1. the scope of work, responsibilities, general requirements and assumptions do not change; 2. Customer and their third party resources timely fulfill such responsibilities and requirements; and 3. Customer makes available to Aptean qualified, technical resources for the purpose of completing the Services described herein. Aptean will invoice Customer for Fixed Fee Services in accordance with the terms set out in the Schedule. The parties agree that any changes to the scope of work, requirements or assumptions or any changes which increase Aptean's level of effort for Fixed Fee Services will need to be mutually agreed in accordance with the change control procedure outlined in the Agreement and will require signature of a formal Change Order Form (as defined in the Agreement). Any estimated completion dates are provided for convenience only. Acceptance of Service Deliverables 2018-112816 3 • Unless otherwise specified in this SOW, the following shall apply: 1. Following receipt of each Service Deliverable, Customer will have thirty (30) days to perform acceptance testing of that particular Service Deliverable. 2. If the particular Service Deliverable does not embody the mutually agreed characteristics set forth in this SOW, Customer may reject such Service Deliverable by giving Aptean written notice rejecting the particular Service Deliverable, and the reasons therefore, within the thirty (30) day testing period. If Customer does not give Aptean written notice rejecting the particular Service Deliverable within the thirty (30) day testing period, such Service Deliverable shall conclusively be deemed accepted. 3. If Customer gives Aptean written notice rejecting the particular Service Deliverable within the thirty (30) day testing period, then within thirty (30) days after receipt of Customer's notice Aptean will make any reasonable corrections or changes and resubmit the Service Deliverable to Customer for further acceptance testing. 4. Upon Customer's receipt of the revised Service Deliverable, the procedure outlined in subparagraphs 1, 2 and 3 above will be repeated until the Service Deliverable is accepted. The table below defines the severity levels which shall be allocated to any issues raised relating to the Service Deliverable. The severity of the issue will be reviewed and finally determined by Aptean and in some cases the Customer may be asked to provide a brief description of the impact and rationale for 'urgent' and 'critical' severity levels. The severity level may change during the life of an issue. For instance, severity may be reduced with a viable workaround or the inability to recreate the problem. Severity may also be upgraded based on increased frequency of the issue or project deadlines. An acceptance shall occur if there are no open items with a severity level of'critical' or'urgent.' Seventy Definition 1 —Critical The entire system or functional component is inoperable and cannot be used until the error is resolved. 2—Urgent A serious error in a business critical function where no viable workaround is available. 3—Standard An error that does not stop the user progressing or a viable workaround is possible. 4—Low Errors that cause no loss of functionality, or which may be considered cosmetic or annoying in nature. 5—Enhancement Feature is operating to the agreed specification/requirement however its method of operation may be altered in order to deliver more business benefits. 5. Customer will cooperate with Aptean to isolate, identify and resolve any problems in the Service Deliverables. Customizations Disclaimer Customer understands and agrees that Aptean makes no representations or warranties that the customizations will be compatible with any or all future releases of the applicable software. Customer may be required to purchase additional professional services hours at an agreed to price to resolve any compatibility issues. Tasks and Service Deliverables 1. Aptean shall perform the Services and provide the Service Deliverables described in the attached Schedule and any Change Order Forms issued pursuant to this SOW. Aptean and the Customer agree to work together in good faith to mitigate any delay in completion or delivery or in the provision of the Services. 2. Aptean shall perform the Services with reasonable skill and care. 3. Aptean shall use reasonable endeavors to meet dates specified in a Schedule for the delivery of Services and Service Deliverables. Aptean shall use commercially reasonable efforts to schedule resources upon request from the Customer's representative or their designee. 2018-112816 4 • 4. It is understood and agreed that Aptean's Services may include the provision of advice and recommendations, but adoption of any recommendations are the responsibility of the Customer. Aptean shall be responsible for project management of Aptean's resources and commitments however Customer shall be responsible for overall management of the project. 5. Time and schedule estimates are based on Aptean's experience with other similar change or services requests in the past, and the information available at the time of preparing the estimate. Aptean shall use reasonable endeavors to adhere to any estimate provided, however actual effort may vary and Aptean shall keep Customer notified of effort incurred and planned and progress throughout. Customer's Obligations 1. The Customer shall deploy appropriately skilled and qualified personnel in the performance of its obligations under the Schedule, and shall provide information, decisions and approvals in a timely manner to facilitate the agreed delivery schedule. 2. The Customer shall make available to Aptean access to all environments as required under the SOW, or as otherwise agreed between the parties. 3. Aptean and the Customer will work together in good faith to mitigate any delay in completion or delivery or in the provision of the Services resulting, in the reasonable opinion of Aptean, from Customers failure to perform its obligations as described in the Schedule(s). Additional Terms and Conditions 1. Place of Performance. If Aptean's personnel, agents or representatives are required to travel to a location other than one of Aptean's facilities, Customer will pay or reimburse Aptean in accordance with the payment terms set forth in the Schedule (or Aptean's standard terms if none are specified in the Schedule) for all reasonable and actual t ravel expenses including airfare, ground transportation, lodging and meals for personnel required to travel. Aptean will adhere to its corporate travel policies and provide a copy, if requested by Customer, unless otherwise agreed in writing prior to undertaking a project. Services to be provided on-site at Customer's facilities will be scheduled in advance by written agreement of both parties. Both parties will use reasonable efforts to accommodate any requested change in the scheduled dates for on-site services, subject to the availability of appropriate personnel. At Customer's request, Aptean will provide receipts or other reasonably satisfactory evidence of such expenses. 2. If Aptean charges Travel Time the rate and conditions shall be agreed by Aptean and Customer in advance and set out in the applicable Schedule. Travel time is defined as follows: (i) consultant's roundtrip travel time from consultant's location to the customer site; and (ii) consultant's travel time between customer's sites and/or any other customer designated locations. 3. Aptean agrees to advise Customer in writing at the earliest possible time when postponing or canceling scheduled Services activity. In such instances, no liability shall arise, Customer will pay all fees and expenses associated with Services and Service Deliverables provided and Aptean and Customer shall collaborate with reasonable commercial diligence to resume or reschedule the cancelled activity. 4. All Service Deliverables developed by Aptean pursuant to a SOW shall be the property of Aptean provided, however, that Customer is hereby granted a non-exclusive and non-transferable license to use the Service Deliverables solely for its internal business purposes, subject to the restrictions set out in the Agreement and the applicable SOW. For greater certainty, insofar as the Agreement contains restrictions on Customer's use of the Software, such restrictions shall apply equally to any and all Software Deliverables. 2018-112816 5 5. Customer shall pay Aptean the Fees set out in this SOW and the Schedule in accordance with the payment terms contained in the Agreement. 6. Change Procedure. Project costs and durations set forth in a SOW are based on the scope, requirements and assumptions as defined in the SOW. Variance in the scope, requirements or assumptions will have an impact on the project's time and cost. Aptean utilizes a formal change control procedure to respond to and manage the changes that inevitably may occur throughout the duration of a project. The purpose of this procedure is not to inhibit or prevent change, but rather to facilitate change in an orderly manner. Aptean's change control procedure is summarized below: (i) Either Customer or Aptean may initiate a change order(For example, after approving and performing the custom-coding portion of the project, Customer may recognize that a change is necessary. Customer will bring this to Aptean's attention as quickly as possible). (ii) Customer will work with Aptean to document all requested changes in Aptean's standard change request form ("Change Order Form"). This documentation will include a description of the change, reason for the change, areas affected, estimated hours, costs and completion date. Aptean will then submit each Change Request Form to Customer for its review and approval before any work is started on the change. Aptean will, likewise, review and approve the changes before any work is started. (iii) In the event that the parties disagree about the proposed changes, each Party shall, within forty-eight (48) hours from the report of the issue, identify a Senior Management Officer who has decision making authority for each of the respective Parties. The Senior Management Officers will meet and arrive at a mutually acceptable decision. The results of the meeting will be documented and filed with the project library and any milestone dates will be adjusted accordingly. This SOW may be executed in one or more counterparts, each of which shall be deemed an original for all purposes, and together shall constitute one and the same agreement. If a party executes this SOW via electronic signature, then such electronic signature shall be deemed to be such party's original signature for all purposes. The exchange of copies of this SOW and of the signature pages by facsimile or other electronic transmission shall constitute effective execution and delivery of this SOW as to the parties and may be used in lieu of the original SOW for all purposes. If Customer does not sign this SOW by 7/11/2018, Aptean reserves the right to amend the terms contained in this SOW at its discretion. 2018-112816 6 • By signing below, Customer and Aptean indicate that they agree to the terms of this SOW. Jefferson City Police Department Advanced Public Safety, Inc. By: s./.73 By: Name: s) N!jJ n Cx A 117c Name: Title: Ci.K. erarn;ni-s+akt-br Title: Date: I?-t I l Date: PO#: 2018-112816 7 DocuSign Envelope ID:0E094E9F-1A62-4E3A-A85E-B2ACC93FC7C5 . By signing below, Customer and Aptean indicate that they agree to the terms of this SOW. Jefferson City Police Department Advanced Public Safety, Inc. DocuSigned by: 1 / 3 646.4(itAA. By: Iii''" i�/// By: �as»aznasFsaa�� Name: Skt S C. .�iI1"Sc Katherine Dunn Name: -r6 'etch/A; S4-rTA �'" Title: vice President and General Counsel Title: Ci- 8/22/2018 Date: I ,IIS Date: PO#: 2018-112816 7 • Quote # 2018 - 112816 Schedule Version Control Date Revision Author Comments June 27, 2018 1.0 S. Rowe Original Copyright©2016 Aptean.All Rights Reserved. Aptean,and all other Aptean product names,service names,slogans,and related logos are registered trademarks,trademarks or service marks of Aptean in the United States and other countries. All other company,product or service names referenced herein are used for identification purposes only and may be trademarks of their respective owners. 1 . P oject Description Professional services provided by Advanced Public Safety (APS), an Aptean product line. Jefferson City Police Department, MO ("Customer") is in the process of upgrading their New World RMS and it requires updates to their QuickTicket and PocketCitation builds and RMS export. These updates will allow the RMS export to import into New World correctly. 2. Project Scope The overall project objectives and scope are as follows: IN SCOPE 1. Add a new column to the Violations Select list in Command Center for the Customer to enter the ordinance GROUP (e.g. Local, State, etc.) The column value will save in QuickTicket/PocketCitation when the officer selects the violation for the citation. 2. Update the QuickTicket/PocketCitation builds with the updated violations list and the saved GROUP value. 3. Remove the CrimeCode data element from the New World XML export. 4. Include the GROUP value in the NWS RMS export in the Statute ORI tag. See sample data tag for `State' statute below: <mstns:TicketC ha rge> <mstns:Statute> <mstns:StatuteNumber>577.080-001 n19775406</mstns:StatuteNumber> <mstns:CrimeCode>577.080-001 n19775406</mstns:CrimeCode> <mstns:ORI>STATE</mstns:ORl> <mstns:Descrlptlon>ABANDON VEHICLE OR TRAILER</mstns:Description> <mstns:AccidentStatuteFlag>false</mstns:AccidentStatuteFlag> </mstns:Statute> 5. Project Management throughout the project. 1 ' Page OUT OF SCOPE 1. Maintenance of the violations list in Command Center, including to identify the statues GROUP/ORI for each. 2. Travel to/from the Customer site. All work for this engagement will be completed remotely. 3. Changes to data obtained on the citation. No modifications will be made to any existing fields, except those described 'In Scope'. 4. Any modifications or customizations to other APS products. 5. Installation of APS products on Customer workstations. APS will provide implementation support for the installation of products on local workstations, but will not perform the installations. 6. Installation of any third-party applications to support the solution. APS will only install/configure the products listed as In Scope above. 7. Manipulation of any data from the mobile client(for mobile data returns)to accommodate changes to the export. Data obtained from returns will be processed and made available to the citation exports as-is with no manipulation or massaging. 8. Anything else not addressed in this SOW is out-of-scope and not included in this effort. Changes to this Statement of Work will be handled in accordance with APS change control procedures. The investigation and the implementation of changes may result in modifications to the estimated schedule and/or charges. 3. Professional Services and Deliverables 3.1 Service Specifications Customer has requested the following professional services: Assigned To: Service/Task Description Aptean Customer Deliverables Activities 1. Validation of requirements and Determination of tasks and responsibilities for implementation of tasks completion of implementation. 2. Development of requested Update to QT/PC build, Command Center list changes and RMS export. 3. Deployment of customer Delivery of solution for user acceptance testing solution via Command Center. 4. User acceptance testing Validation of solution. 5. Deployment of solution Deployment to production server. 2IPage 4. Proposed Project Schedule & Costs 4.1 Estimated Project Duration The project schedule will be determined by the APS and Customer Project Manager after Project Kickoff. 5. Time Estimates, Rates, Expenses, Fees and Other 5.1 Payment Terms: 1. FF billing based on Milestone Completion: Fees are based on the scope outlined in the milestone activities, tasks and deliverables in Section 2. Professional Services and Deliverables. Invoices will be issued according to the following fee schedule: • Jefferson City PD will be invoiced for 100% of the fixed fee cost total: $2,150.00, plus any applicable taxes, upon execution of order and contract. Milestone/Task Description Description/ FF Name Cost Project Execution Signing of contract and order $2,150.00 Total Fixed Fee Cost $2,150.00 6. Customer Obligations Provided Customer fulfills each of the Customer Obligations on a timely basis, Aptean shall provide Customer with the Services and/or Deliverables subject to the terms and conditions set forth in this agreement. Aptean will not be obligated to provide any services not explicitly set forth in this SOW. 1. Aptean recommends that the Customer provide continuity of a technical I.T. resource for the duration of the Project. 2. Throughout the Project, Customer will promptly apply all Aptean updates and fixes. 3. Customer shall ensure that all data running on Customer systems, including systems running third-party software, is accurate, consistent, complete, and appropriate for data interfaces. 4. Customer shall conduct thorough UAT testing to ensure end user acceptance. UAT testing activities shall be owned and managed by Customer. Customer shall ensure all UAT results are conveyed to Aptean consultant following testing of required business and system functions. 7. Assumptions This Statement of Work is based upon the following assumptions: 1. UAT Support by Aptean shall be offered for a period not to exceed 30 calendar days past the delivery of code. Should further support be needed, the duration for continued support will be defined and managed via Change Order. If no comment or feedback is received,the project is considered complete and accepted. 3IPage 8. Project Change Order — Fixed Fee Original SOW Project Manager: Number: Customer Name: Change Requested By: Project Name: Cost of Change: $ Project Sponsor: 9. Nature of Change This change is a result of(check all that apply): ❑ New requirements/functionality not identified in original SOW o New deliverables not identified in original SOW ❑ Additional hours for tasks defined in original SOW o Additional customizations 10.Change Description Use this section to define what caused the change, what the change entails, and any other pertinent details that will help the customer understand the change. 11 .Impact The following defines the impact of the change on the project. Schedule Impact. Define any changes to the schedule, including delays or phases that will be added to the project. :.,,,, P#00:14003,40-`,—:, Define any impact to the budget. Even though a change order implies automatically that there is a change in budget, use this area to define how this will impact the budget management for the project going forward. � � Define how this change will impact the scope that has been defined for the r : , project. 1pact Define the overall impact to the project. 4IPage 12.Tasks Task Rate New? Change? Orig. New Change Budget Hours Hours Task 1 Task 2 Task 3 Total: $0.00 13.Payment Terms List payment terms, such as billed at 100% complete or percent complete, etc. 14.Assumptions List any assumptions made when creating this Change Order: 0 Assumption 1 0 Assumption 2 0 Assumption 3 15.Additional Comments Add any additional comments that will assist in defining the change. 5 ' Page