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1
Resolution No. R2015-51
Exhibit"A"
New World , ysteiizs{ Document Number: PEAR 15L1D
ritePrbler seclor.&fuirm l,irm/xmr
STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT
February 27,2015
This Standard Software License and Services Agreement which includes the attached Exhibits and Appendices("this
Agreement")is between New World Systems°Corporation("New World"),a Michigan Corporation and City of
Pearland,TX,("Customer"). This Agreement sets forth the terms and conditions under which New World will
furnish the Licensed Products and will provide certain services described herein to Customer.
The attached Exhibits and Appendices include:
Exhibit AA TOTAL COST SUMMARY AND PAYMENT SCHEDULE
Exhibit A LICENSED STANDARD SOFTWARE AND FEES
Exhibit B IMPLEMENTATION AND TRAINING SUPPORT SERVICES
Exhibit C STANDARD SOFTWARE MAINTENANCE AGREEMENT
Exhibit D NON-DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
Exhibit E DEMONSTRATION SITE DISCOUNT
Exhibit F DATA FILE CONVERSION ASSISTANCE
Exhibit G CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/
MODIFICATIONS AND/OR CUSTOM SOFTWARE
Exhibit H INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO
CUSTOMER'S RFP SOFTWARE SPECIFICATIONS
Exhibit I SAMPLE IMPLEMENTATION PLAN
Exhibit J TRAVEL POLICY
Appendix 1 AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD
PARTY PRODUCTS AND SERVICES
Appendix 2 INSURANCE CERTIFICATE
Appendix 3 STATEMENT OF WORK
By signing below,each of us agrees to the terms and conditions of this Agreement together with the attached
Exhibits Appendices. This Agreement contains the complete and exclusive statement of the agreement
between us relating to the matters referenced herein and replaces any prior oral or written representations or
communications between us. Each individual signing below represents that(s)he has the requisite authority
to execute this Agreement on behalf of the organization for which(s)he represents and that all the necessary
formalities have been met. If the individual is not so authorized then (s)he assumes personal liability for
compliance under this Agreement.
ACKNOWLEDGED AND AGREED TO BY:
NEW WOR! SYSTEMS° 'O'. ION CITY OF PEARLAND,TEXAS
Wo (Customer
By: / • " By: ,e ft/
rry D.Leinweber.President ears City Manager
By: Authorized S gnature Title
Date:
3 ' 2 ) Date: March 23,2015
The"Effective Date"of this Agreement is the latter of the two dates in the above signature block.
Corporate:888 West Big Beaver Road•Suite 600•Troy•Michigan 48084-4749.248-269-1000•www.newworldsystems.com
PEAR 15LID 0227(15LIC 0217)
1 __
GENERAL TERMS AND CONDITIONS
1.0 SINGLE USE LICENSE
1.1 New World grants Customer a nontransferable, nonexclusive, and non-assignable license to use the
Licensed Software only on the Computer and only for its internal processing needs. Customer shall
have the right and license to use,enhance,or modify the Licensed Software only for Customer's own
use and only on the Computer and only on an Authorized Workstation. New World will deliver to
Customer one copy of each application of the Licensed Software (in machine readable form
compatible with the specified operating environment) and one copy of the related Licensed
Documentation. If Customer fails to pay all license fees specified in Exhibit A and the applicable
custom software fees,if any, Customer shall forfeit the right and license to use the Licensed Products
and shall return them to New World.
1.2 In order to assist Customer in the event of an emergency, Customer is permitted to make up to two
(2)back-up copies on magnetic media of each application of the Licensed Software and one back-up
copy of the related Licensed Documentation. These Authorized Copies may be stored as defined
above so long as they are kept in a location secure from unauthorized use. Customer or anyone
obtaining access through Customer shall not copy, distribute, disseminate, or otherwise disclose to
any third party the Licensed Products or copies thereof in whole or in part,in any form or media. This
restriction on making and distributing the Licensed Products or copies of any Licensed Product,
includes without limitation,copies of the following:
(i) Program libraries,either source or object code;
(ii) Operating control language;
(iii) Test data,sample files,or file layouts;
(iv) Program listings;and
(v) Licensed Documentation.
1.3 Upon written request by Customer, and with written permission by New World, additional
Authorized Copies may be made for Customer's internal use only.
2.0 OWNERSHIP
2.1 The Licensed Products and all copyright, trade secrets and other proprietary rights, title and interest
therein,remain the sole property of New World or its licensors, and Customer shall obtain no right,
title or interest in the Licensed Products by virtue of this Agreement other than the nonexclusive,
nontransferable,non-assignable license to use the Licensed Products as restricted herein.
2.2 The license to use any Licensed Custom Software provided under this Agreement, if any, is included
in this license. New World shall have the right to use any data processing ideas,techniques,concepts,
and/or know-how acquired by it in the performance of services under this Agreement including the
development of Licensed Custom Software for the advancement of its own technical expertise and the
performance of other Software License and Service Agreements or any other applicable agreements.
New World shall have,without restriction,the right to use all programs,procedures,information,and
techniques that are publicly available, obtained or obtainable from third parties and/or developed
independently by New World without specific reference to Customer's organization.
3.0 CORRECTION AND SOFTWARE MAINTENANCE ON STANDARD SOFTWARE
3.1 New World provides software correction service and maintenance for the Licensed Standard Software
during the term of Customer's SSMA. See Exhibit C for a description of the SSMA start date and
term,the services available and the applicable fees and procedures.
4.0 WARRANTIES
4.1 New World warrants, for Customer's benefit only, that the Licensed Standard Software will perform
as specified in its user manuals based on the then-current release of the Licensed Standard Software.
4.2 New World warrants, for Customer's benefit only,that it possesses the necessary intellectual rights to
license to Customer the Licensed Standard Software provided hereunder.
4.3 New World warrants, for Customer's benefit only,that the items coded"S.""C," "F," or"T"in the
Response to Customer's RFP will be met as described in Exhibit H.
The foregoing warranties do not apply if the Licensed Product(s)have been modified by any party other than
New World. EXCEPT AS SPECIFICALLY PROVIDED IN THIS PARAGRAPH 4.0, AND ITS
City of Pearland,TX CONFIDENTIAL Page 3 of 42
PEAR 15LID 0227(15LIC 0217)
SUBSECTIONS, NEW WORLD EXPRESSLY DISCLAIMS ANY EXPRESS OR IMPLIED
WARRANTIES WITH RESPECT TO THE LICENSED PRODUCTS, INCLUDING BUT NOT LIMITED
TO, THE LICENSED PRODUCTS' CONDITION, MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, OR ANY IMPLIED WARRANTY ARISING FROM COURSE OF
PERFORMANCE,COURSE OF DEALING OR USAGE OF TRADE.
5.0 INSTALLATION AND TRAINING SUPPORT SERVICES
5.1 As provided for in Exhibit B, New World shall make available to Customer representative(s) who
will provide installation and training support services for each application of the Licensed Software
delivered. See Exhibit B for a description of the services provided and the applicable fees and
procedures.
6.0 CUSTOMER LIAISON AND CUSTOMER RESPONSIBILITIES
The successful implementation of the Licensed Products into Customer's environment requires Customer's
commitment to and cooperation in the implementation process. Accordingly, Customer hereby agrees to the
following:
6.1 Customer understands that the Licensed Software is designed to run in a specified operating
environment which includes hardware, software and related equipment not provided by New World.
Customer is responsible for assuring that the appropriate hardware equipment, related components
and all cabling are installed in accordance with the Project Schedule and are suitable for the successful
installation of the Licensed Software in accordance with the specifications provided by New World.
6.2 Customer agrees to provide the management interface and support necessary to successfully complete
the implementation of the Licensed Software. This support includes upper level management priority
setting and timely involvement during and after a change in Customer's organization, Customer's
operations and/or after changes in Customer's internal policies or procedures which directly affect the
software implementation.
6.3 Customer shall assign an upper level employee to serve as the Customer Liaison for the duration of
the Licensed Software implementation. If Customer must replace the Customer Liaison for reasons
beyond its control, Customer will assign a new Customer Liaison as soon as reasonably possible.
New World is not responsible for any delay caused directly or indirectly by the reassignment of the
Customer Liaison. In addition to other duties and responsibilities,the Customer Liaison shall:
(i) timely respond to New World's requests for information;
(ii) coordinate a mutually agreeable implementation and training schedule;
(iii) have authority to sign for and obligate Customer to any matters relating to service requests,
design documents,performance test documents and/or delivery and service dates;
(iv) in situations where Customer participation is required, provide timely input for systems
definition,detail design,and use of the software system.
6.4 Customer is responsible for creating and maintaining its master files, tables and the like which
includes accurate data entry, accurate file editing and overall file control to assure successful systems
performance.
6.5 Customer shall provide qualified personnel with sufficient backup to be trained to use the Licensed
Software and to interpret the output. Applying the output information in Customer's environment is
Customer's sole responsibility.
6.6 In situations where Customer believes that the New World personnel provided are not qualified,
Customer shall inform the New World Professional Services Manager and/or the New World Vice
President of Operations in writing (or via email) to include some reason for their dissatisfaction.
Possible remedies are replacement of the New World person providing the service and/or
supplementing the person providing the training with another trainer. If a supplemental person is
added by New World, Customer shall only pay for one person unless otherwise agreed upon by the
parties.
7.0 BILLING AND ADDITIONAL AUTHORIZED WORKSTATION CHARGES
7.1 The attached Exhibits set forth the manner in which fees and payments shall be allocated and made
under this Agreement. To the extent Customer imposes additional requirements on New World for
services other than those expressly provided in this Agreement,New World retains the right to make
additional price adjustments and/or any other adjustments that may be necessitated. Before performing
City of Pearland,TX CONFIDENTIAL Page 4 of 42
PEAR ISL1D 0227(15LIC 0217)
these additional services, New World will notify Customer that the services are subject to additional
charge(s)and the amount of the additional charges
7.2 If Customer wishes to add additional authorized workstations(as described in Exhibit A and Note#5)
or Licensed Standard Software,Customer agrees to pay the additional License fees at the then current
software prices in effect. SSMA fees shall be increased according to the additional Licensed Standard
Software fees on the next annual billing date after the additional workstations and/or Licensed
Standard software is added, or as specified in the future contract. With said payments, the license
provided in Paragraph 1.0 permits Customer's use of the Licensed Software for the specified
workstations.
7.3 Customer shall notify New World if additional authorized workstations need to be added to access
the Licensed Software and will pay the additional authorized workstation fees when invoiced.
7.4 Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer
and Customer agrees to remit when imposed. If an exemption is claimed by the Customer, an
exemption certificate must be submitted to New World.
8.0 NON-RECRUITMENT OF PERSONNEL
8.1 During, and for a period of twelve (12) months after the expiration of, the Standard Software
Maintenance Agreement and/or any renewal maintenance agreement,each party agrees not to solicit or
hire current or former employees of the other without the other's prior written consent.
9.0 CONFIDENTIAL INFORMATION/NON-DISCLOSURE AGREEMENT
9.1 Subject to the requirements of the Freedom of Information Act (FOIA) and/or other comparable
applicable Texas state laws,each party shall hold all Confidential Information in trust and confidence
for the party claiming confidentiality and not use such Confidential Information absent express written
consent by the party claiming confidentiality. Customer agrees to timely notify New World of any
request(s)made for disclosure of confidential information.
9.2 Customer hereby acknowledges and agrees that all Licensed Products are Confidential Information
and proprietary to New World. In addition to the other restrictions set forth elsewhere in this
Agreement or otherwise agreed to in writing,Customer agrees to implement all reasonable measures
to safeguard New World's proprietary rights in the Licensed Products,including without limitation the
following measures:
(i)Customer shall only permit access to the Licensed Products to those employees and agents who
require access and only to the extent necessary to perform Customer's internal processing
needs.
(ii) With respect to agents or third parties, Customer shall permit access to the Licensed
Products only after New World has received,approved and returned a fully executed Non-
Disclosure Agreement to Customer (see Exhibit D). New World reserves the right to
reasonably refuse access to a third party after it has evaluated the request. Customer
agrees to provide information reasonably requested by New World to assist New World in
evaluating Customer's request to permit third party access to the Licensed Products.
(iii) Customer shall cooperate with New World in the enforcement of the conditions set forth
in the attached Non-Disclosure Agreement or any other reasonable restrictions New World
may specify in writing in order to permit access;
(iv) Customer shall not permit removal of copyright or confidentiality labels or notifications
from its proprietary materials;and
(v) Customer shall not attempt to disassemble, decompile or reverse engineer the Licensed
Software.
9.3 Customer agrees that in addition to any other remedies that may be available at law, equity or
otherwise, New World shall be entitled to seek and obtain a temporary restraining order, injunctive
relief, or other equitable relief against the continuance of a breach or threatened breach of this
paragraph 9.0 on Confidentiality and Non-Disclosure without the requirement of posting a bond or
proof of injury as a condition for the relief sought.
10.0 LIMITATION OF LIABILITY AND RECOVERABLE DAMAGES
New World's entire liability and Customer's exclusive remedies are set forth below:
10.1 For any claim relating to the non-conformance or imperfection of any licensed software provided
under this Agreement,New World will correct the defect as described in Exhibit C so that it conforms
City of Pearland,TX CONFIDENTIAL Page 5 of 42
PEAR 15LID 0227(15LIC 0217)
to the warranties set forth in subparagraph 4.1; or if after three (3) attempts to correct the non-
conformity, New World is unable to correct the non-conformity, then Customer may recover its
actual damages subject to the limits set forth in subparagraph 10.2 below. For any other claim arising
under or in connection with this Agreement,Customer may recover its actual damages subject to the
limits set forth in subparagraph 10.2 below.
10.2 New World's total liability to Customer for all claims relating to the Licensed Products and this
Agreement, including any action based upon contract, tort, strict liability, or other legal theory, shall
be limited to Customer's actual damages and in no event shall New World's liability exceed two(2)
times the Exhibit A Licensed Standard Software fees paid to New World.
10.3 New World shall not be liable for any special, indirect, incidental, punitive, exemplary, or
consequential damages,including loss of profits or costs of cover,arising from or related to a breach of
this Agreement or any order or the operation or use of the Licensed Products including such damages,
without limitation, as damages arising from loss of data or programming, loss of revenue or profits,
failure to realize savings or other benefits,damage to equipment,and claims against Customer by any
third person, even if New World has been advised of the possibility of such damages. New World's
liability for any form of action shall only apply after any and all appropriate insurance coverage has
been exhausted.
10.4 If it is determined that a limitation of liability or a remedy contained herein fails of its essential
purpose, then the parties agree that the exclusion of incidental, consequential, special, indirect,
punitive,and/or exemplary damages is still effective.
11.0 INTEGRATION WITH U.S. COPYRIGHT ACT
11.1 In addition to all other provisions provided under this Agreement, Customer agrees to be bound by
and to comply with any and all provisions of the U.S. Copyright Act (The Copyright Act of 1976,
U.S.C. Sections 101-810 (1976) as amended). If a provision of the U.S. Copyright Act and this
Agreement conflict, the more restrictive of the two applies. If it cannot be determined which is the
more restrictive,then the provision within this Agreement shall apply.
12.0 INDEPENDENT CONTRACTOR
12.1 New World is an independent contractor. The personnel of one party shall not in any way be
considered agents or employees of the other. To the extent provided for by law, each party shall be
responsible for the acts of its own employees.
12.2 Each party shall be responsible for Workers'Compensation coverage for its own personnel.
13.0 INSURANCE REQUIREMENTS
New World shall not commence work under this Agreement until it has obtained the insurance required as
shown in Appendix 2. New World shall provide Customer with an insurance certificate naming Customer
as an additional insured party.
14.0 DISPUTE RESOLUTION PROCEDURE
14.1 Any dispute or controversy arising out of or relating to this Agreement, or breach thereof, shall be
settled by the following procedure.
Level 1: Before entering into Level 2 or Level 3 of this Dispute Resolution Procedure(DRP), New
World and Customer shall enter into a series of management meetings for the purpose of
resolving the dispute or controversy through normal business management practices. The
series of meetings, consisting of not less than three face-to-face meetings, must be held
between upper-level managers of both Customer and New World. Both parties agree to
put forth their best efforts in scheduling and conducting these meetings. The first meeting
shall be held at Customer's offices and subsequent meetings will alternate between New
World and Customer's offices. The Level 1 period shall begin when one party gives
notice to the other by certified mail that it is entering into this Level 1 procedure to resolve
the dispute.
Level 2: Only after the parties have completed Level 1 of the DRP without resolving the dispute or
controversy and before entering into Level 3 of the DRP, Customer and New World shall
enter into a mediation process. Each party shall bear its own costs in preparing for and
conducting mediation,except that the joint costs, if any,of the actual mediation proceeding
shall be shared equally by the parties.The mediation process is defined as follows:
City of Pearland,TX CONFIDENTIAL Page 6 of 42
PEAR 15LID 0227(15LIC 0217)
The parties shall select a mutually agreeable mediator to aid the parties in resolving
the dispute or controversy. The mediator shall not be an employee or former
• employee of either party. The mediation shall be held at a mutually agreeable
location.
Level 3: Only after the completion of both Levels 1 and 2 above without a satisfactory resolution of
the dispute or controversy,either party may bring suit in a Federal Court of their choosing.
Each party shall bear the cost of their own legal expenses if Level 3 is used.
15.0 TERMINATION
15.1 By Customer: If New World fails to provide the Licensed Software as warranted in accordance with
the terms of this Agreement or otherwise fails to fulfill its responsibilities under this Agreement,
Customer may at its option terminate this Agreement with sixty(60)days written notice as follows:
(i) The termination notice shall provide a detailed description (with examples) of any warranty
defects claimed;
(ii) New World shall have sixty (60) days from receipt of said notice to correct any warranty
defects in order to satisfy the terms of this Agreement;
(iii) During the sixty(60)day cure period,Customer shall apply sound management practices and
use its best efforts to resolve any issues or obstacles—including cooperating with New World
and reassigning personnel if necessary to improve the working relationship;
(iv) At the end of sixty (60) days unless the termination has been revoked in writing by
Customer,the Agreement terminates.
15.2 By New World: If Customer fails to make prompt payments to New World when invoiced
accurately, or if Customer fails to fulfill its responsibilities under this Agreement,including but not
limited to those outlined in Paragraph 6.0, then New World may at its option terminate this
Agreement with written notice as follows:
(i) The termination notice shall provide a detailed description(with examples)of the reason for
termination;
(ii) If the cited reason for termination is Customer's failure to make prompt payment ofaccurate
invoices, subject to Section 10.4 above, Customer shall have ten (10) days from receipt of
said notice to make payment in full for all outstanding invoiced payments due;
(iii) If the cited reason for termination is Customer's failure to fulfill its responsibilities,
Customer shall have ninety (90) days from receipt of said notice to correct any actual
deficiencies in order to satisfy the terms of this Agreement;
(iv) During the applicable cure period, New World will use sound management practices and its
best efforts to resolve any issues or obstacles — including the reassignment of personnel if
necessary to improve the working relationship;
(v) At the end of the applicable cure period,unless the termination has been revoked in writing by
New World,the Agreement terminates.
15.3 In the event of termination by either party, New World shall continue to provide its services, as
previously scheduled,through the termination date and the Customer shall continue to pay all fees and
charges incurred through the termination date as provided in the attached Exhibits.
15.4 Upon termination, Customer shall return to New World all Licensed Products, including any copies
provided to or created by Customer under this Agreement.
15.5 Nothing in this paragraph on termination is intended to imply that either party has or does not have a
claim for damages.
15.6 The Terms and Conditions relating to ownership, warranties, non-recruitment of personnel,
confidentiality and non-disclosure, limitation of liability and recoverable damages, Copyright Act,
dispute resolution and the General provisions(18.0),survive termination.
16.0 PATENT AND TRADEMARK INDEMNIFICATION
New World agrees to indemnify and save the Customer harmless from and against any and all judgments,
suits, costs, and expenses subject to the limits set forth in this Agreement resulting from any alleged
infringement of any patent or copyright arising from the licensing of the Licensed Standard Software pursuant
to this Agreement, provided that Customer has notified New World in writing of such allegation within
thirty(30)days of the date upon which the Customer first receives notice thereof. New World's obligation
to indemnify and save Customer harmless under this paragraph is void if a court of competent jurisdiction
determined the claim of infringement arises out of or in connection with any modification made to the
City of Pearland,TX CONFIDENTIAL Page 7 of 42
PEAR 15LID 0227(15LIC 0217)
Licensed Standard Software or any use of the Licensed Standard Software by Customer not specifically
authorized in writing by New World.
17.0 NOTICES
17.1 Notices to Customer shall be deemed effective when sent by Registered or Certified U.S. Mail to the
business address of the Customer.
17.2 Notices to New World shall be deemed effective when sent by Registered or Certified U.S.Mail to the
following address(or to any other address so specified by New World):
New World Systems Corporation
888 West Big Beaver,Suite 600
Troy,Michigan 48084
Attention: President
18.0 GENERAL
18.1 This Agreement is the entire agreement between the parties superseding all other communications,
written or oral,between the parties relating to the subject matter of this Agreement. This Agreement
may be amended or modified only in writing signed by both parties.
18.2 This Agreement is governed by the laws of the State of Texas and it shall be binding on the successors
and assigns of the parties.
18.3 Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision or
any other provision of this Agreement.
18.4 The paragraph headings which appear herein are included solely for convenience and shall not be used
in the interpretation of this Agreement. Any provision of this Agreement determined to be invalid or
otherwise unenforceable shall not affect the other provisions, which other provisions remain in full
force and effect.
18.5 This Agreement is entered into solely for the benefit of New World and Customer. No third party
shall have the right to make any claim or assert any right under it,and no third party shall be deemed a
beneficiary of this Agreement.
18.6 Notwithstanding anything contained herein to the contrary, these terms and conditions may be
extended to other public entities for purchase of the license and/or services described under this
Agreement. To the extent they are required, the parties shall execute any requisite cooperative
agreements authorizing such extension of terms and conditions. If this is done,Customer assumes no
authority,liability, or obligation on behalf of any other public entity that may use this Agreement for
any such purchase.
18.7 Other integrated licensed software and services from New World may be purchased by Customer
under the terms and conditions of this Agreement.
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PEAR 15LID 0227(15LIC 0217)
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
I. Total Cost Summary: Licensed Standard Software,Implementation Services,and Third Party Products
DESCRIPTION OF COST COST
A. LICENSED STANDARD SOFTWARE as further described in Exhibit A $455,300
1. Licensed Standard Software $659,000
2. Less Demonstration Site Discount (203,700)
B. IMPLEMENTATION SERVICES 703,960
1. PROJECT MANAGEMENT as further described in Exhibit B
2. PRIME CONTRACTOR SERVICES as further described in Exhibit B
3. CONSULTING SERVICES as further described in Exhibit B
4. INTERFACE INSTALLATION SERVICES as further described in Exhibit B
5. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B
6. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B
7. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F
8. CUSTOM SOFTWARE/MODIFICATION SERVICES as further described in Exhibit G
C. THIRD PARTY PRODUCTS AND SERVICES 402,700
1. CRW Systems(Community Development)as further described in Appendix 1 $334,400
2. ExecuTime Time&Attendance System as further described in Appendix 1 Included
3. Hardware,System Software and Services as further described in Appendix 1 68,300
ONE TIME PROJECT COST: 51.561.9611
D. TRAVEL EXPENSES(Estimate)—billed as incurred $75,000
E. STANDARD SOFTWARE MAINTENANCE SERVICES—as further described in Exhibit C.
PRICING ASSUMES CONTRACT EXECUTION BY MARCH 31,2015.
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PEAR 15LID 0227(15LIC 0217)
Exhibit AA/COST SUMMARY AND PAYMENT SCHEDULE
II. Payments for Licensed Standard Software,Implementation Services,and Third Party Products
DESCRIPTION OF PAYMENT PAYMENT
A. LICENSED STANDARD SOFTWARE $455,300
1. Amount invoiced upon Effective Date(50%) $204,885
2. Amount invoiced upon installation of Licensed Standard Software 204,885
3. Amount invoiced 365 days after Effective Date 45,530
B. IMPLEMENTATION SERVICES 703,960
1. Amount invoiced upon completion of Step 3 in SOW $105,594
Approve Project Plan
2. Amount invoiced upon completion of Step 4 in SOW- 105,594
Install the Standard Solution
3. Amount invoice upon completion of Step 5 in SOW 87,995
Build Out Standard Software
4. Amount invoiced upon completion of Step 7 in SOW- 87,995
Conduct End User Training
5. Amount invoiced upon completion of Step 8 in SOW- 87,995
Go-Live of Financial Management Suite
6. Amount invoiced upon completion of Step 8 in SOW- 87,995
Go-Live of Payroll/HR Suite
7. Amount invoiced upon completion of Step 8 in SOW- 87,995
Go-Live of Utility Management Suite
8. Amount invoiced upon completion of Step 10 in SOW- 52,797
Project Close Out
C. THIRD PARTY PRODUCTS AND SERVICES 402,700
1. CRW Systems(Community Development)
a) Payments in accordance with CRW's Agreement,Exhibit B,
"Project Milestone and Payment Schedule" $334,400
2. ExecuTime Time&Attendance System Included
3. Hardware,System Software&Services
a) Amount Invoiced upon Effective Date(50%) 34,150
b) Amount invoiced upon delivery of the Third Party Products
and Services(50%) 34,150
ONE TIME PAYMENTS: 51,561,960
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PEAR 15L1D 0227(15LIC 0217)
D. TRAVEL EXPENSES(*Estimate) $75,000*
(These expenses are billed as incurred)
1. 50 Trips are anticipated
E. STANDARD SOFTWARE MAINTENANCE SERVICES—as further described in Exhibit C
ALL PAYMENTS ARE DUE IN ACCORDANCE WITH THE STATE OF TEXAS
PROMPT PAYMENT ACT.
Billings are applied ratably to each deliverable included under the total one-time cost.If any deliverable is subject
to sales tax,the tax will be calculated and added as applicable to each billing.
•
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EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES
License Fee for Licensed Standard Software And Documentation Selected By Customer:
LOGOS.NET STANDARD APPLICATION SOFTWARE'`'3
ITEM DESCRIPTION INVESTMENT
FINANCIAL MANAGEMENT
1. Logos.NET Financial Management Base Suite $70,000
-General Ledger
-Budget Management
-Annual Budget Preparation
-Accounts Payable (included P-Card)
-Revenue/Cash Receipting
2. Logos.NET Additional Financial Management Software
=Asset Management 9,000
-Grant Management 9,000
-Project Accounting 9,000
-Misc.Billing& Receivables 9,000
-Government(GASB)Reporting 21,000
-Bank Reconciliation 7,000
-Work Orders 21,000
-Third Party Document Imaging Interface-Laserfiche 9,000
3. Logos.NET Procurement Management Suite
-Purchasing Base 21,000
-Requisition Processing 9,000
-Bid&Quote Management 9,000
-Contract Accounting 9,000
SUB-TOTAL FINANCIAL MANAGEMENT MODULES $212,000
PAYROLL&HUMAN RESOURCES SUITE
4. Logos.NET Human Resources Management Base Suite $52,000
-Payroll Processing
-Personnel Management
-Position Control
5. Logos.NET Human Resources
-Employee Event Tracking 12,000
-Personnel Action Processing 12,000
City of Pearland,TX CONFIDENTIAL Page 12 of 42
PEAR 15LID 0227(15L1C 0217)
6. Logos.NET Benefits Management
-Benefits Administration 10,000
-Workers Compensation Administration 15,000
-Leave Management 15,000
7. Logos.NET Additional Payroll&HR Modules
-Applicant Tracking 12,000
-Position Budgeting 12,000
-Time&Attendance Interfaces-Executime 12,000
-Third Party Document Imaging Interface—Laserfiche Included
St B-TOTAL PAYROLL/HUMAN RESOURCES MODULES $152,000
UTILITY MANAGEMENT SUITE
8. Logos.NET Utility Management Software
-Water/Sewer/Refuse Base Package 40,000
9. Logos.NET Additional Utility Management Modules
-Meter and Device Inventory 11,000
-Service Order Processing 22,000
-IVR Interface for Account Balance and Payment (supports Selectron and Teleworks) 9,000
-Third Party Document Imaging Interface-Laserfiche Included
SUB-TOTAL UTILITY MANAGEMENT MODULES S82.000
eSUITE(Unlimited Users)
10. eSuite Base Soft. are $21.000
11. eFinance
-eSupplier 10.000
-ePayments 10.000
12. eHR
-eEmployee 30,000
-eBenefits Administration 15,000
-eRecruit 15,000
City of Pearland,TX CONFIDENTIAL Page 13 of 42
PEAR 15LID 0227(15LIC 0217)
13. eUtility
-eUtilities 10,000
SUB-TOTAL eSUITE SOFTWARE MODULES $111,000
DECISION SUPPORT SOFTWARE
14. Decision Support Base Datamart° $21,000
15. Finance Analytics
-Includes unlimited users 12,000
16. Dashboards for Financial Management - Unlimited Users 15,000
17. human Resource/Payroll Analytics
-Includes unlimited users 12,000
18. Dashboards for Human Resources—Unlimited Users 15,000
19. Utility Management Analytics
-Includes unlimited users 12,000
20. Dashboards for Utility Management—Unlimited Users 15,000
SUB-TOTAL DECISION SUPPORT SOFTWARE MODULES $102,000
AUTHORIZED USERS
21. Site License for up to 600 Authorized Users S Included
NEW WORLD STANDARD SOFTWARE LICENSE FEE $659,000
LESS DEMONSTRATION SITE DISCOUNT (203,700)
TOTAL SOFTWARE LICENSE FEE6'7 $455,.300
Note:A Site License is included for this solution. This Site License entitles the City of Pearland to 600 authorized users
for the Standard Software licensed in Exhibit A,to be divided up between applications. The Site License is available to
only the affiliated Public Administration agencies within the City of Pearland.eSuite software licensing is unlimited.
City of Pearland,TX CONFIDENTIAL Page 14 of 42
PEAR BUD 0227(15LIC 0217)
Exhibit A/LICENSED STANDARD SOFTWARE AND FEES
ENDNOTES
I Personal Computers must meet the minimum hardware requirements for New World Systems'Logos.NET
product.Microsoft Windows 7 or greater with Internet Explorer(IE)8 or greater is the required operating
system and browser for all client machines.
2 Servers must meet the minimum hardware requirements for New World Systems'Logos.NET product.
Windows Server 2008(R2)or greater is required for the Application Server(s), Web Server(s)and Database
Server.Microsoft SQL Server 2008(R2)or greater is required for the Database Server. Customers must also
license the appropriate number of Microsoft Client Access Licenses(CALs)for license compliance.
3 Suggested minimum: 100MB Ethernet Network. 10MB CATS Ethernet Network may have less than adequate
response time.Further consultation would be required to assess your network.
' New World supports SQL Server Reporting Services(SSRS)for server-based report generation and ad hoc
reporting. SSRS utilizes a web services interface to support the development of custom reporting applications.
SSRS is included in the Express, Workgroup.Standard,and Enterprise editions of Microsoft SQL Server.
Customers may elect to use other third party report generation tools including Crystal Reports however New
World does not provide support for these tools and cannot guarantee compatibility.
s Additional cost per group of 5 for authorized users is$5,000:applicable for six(6)months after Go-Live of
Utility Management Application. _
6 Prices assume that all software proposed is licensed.
Licensed Software,and third party software embedded therein,if any, will be delivered in a machine readable
form to Customer via an agreed upon network connection. Any taxes or fees imposed are the responsibility of
the purchaser and will be remitted when imposed.
City of Pearland,TX CONFIDENTIAL Page 15 of 42
PEAR 15L1D 0227(15L1C 0217)
EXHIBIT B
PROJECT MANAGEMENT.IMPLEMENTATION AND
TRAINING SUPPORT SERVICES
1. Project Management Services
New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A
software. 1 his responsibility will include documenting,coordinating and managing the overall Implementation Plan
with Customer's management and the Customer Liaison. Project Management Services include:
a) a summary level Implementation Plan;
b) a detail level Implementation Plan;
c) revised Implementation Plans(if required);
d) monthly project status reports;
e) project status meetings
• a project review(kickoff)meeting at Customer's location
• progress status meeting(s)will occur during implementation via telephone conference or at
Customer's location;
• a project close-out meeting at Customer's location to conclude the project;and
f) Coordination and oversight of implementation of the CRW and Executime applications;and
g) Up to 137 days of on-site project management services.
The implementation services fees described in Exhibit AA include Project Management fees for a period up to 24
months after the Effective Date.
2. Prime Contractor Services:
New World has proposed prime contractor services, which shall be limited to: acting as the sole point of contact
between other third party vendors (subcontractors); coordination of subcontractors; overall project system
integration services,to include the integration of the New World, CRW,and Executime applications; and contract
management administration.
3. Implementation and Training Support Services
Based on the Licensed Standard Software listed on Exhibit A, up to 302 days of New World implementation and
training support services have been allocated and are included in this project. Excess services requested shall be
billed at the Daily Rate. Avoiding or minimizing custom or modified features will aid in keeping the support costs
to the amount allocated. Customer agrees to reimburse New World for support trips canceled by Customer less
than ten (10) days before the scheduled start date to cover New World's out-of-pocket costs. The recommended
implementation and training support services include:
a) implementation of each package of Licensed Standard Software;and
b) Customer training and/or assistance in testing for each package of Licensed Standard Software;and
City of Pearland,TX CONFIDENTIAL Page 16 of 42
PEAR BUD 0227(15L1C 0217)
Exhibit B/PROJECT MANAGEMENT,IMPLEMENTATION AND TRAINING SUPPORT SERVICES
c) High-level Consulting services,as determined by mutual agreement of the Customer and New World
project managers,for any of the following activities:
• Enterprise-wide requirements analysis and gathering services focused on identifying and
answering organization-critical questions,
• Synthesis of findings,identifying targeted key solutions to be implemented across customer
organization,
• Determination of most efficient and effective work flows and business processes for each package
of licensed standard software,
• Design,development and/or configuration on key solutions in base software reporting package,
through Business Analytics,Dashboards or agreed-to customized Datamart Reporting,
• Effective deployment of agreed-to solutions,employing the work flow and business process
configurations to support improved decision-making and long-term planning.
d) Up to 40 days of on-site assistance to support the three Go-Live events.
e) Up to 35 days of post Go-Live follow-up support and supplemental training.
The project management,implementation and training support services provided by New World may be performed
at Customer's premises and/or at New World national headquarters in Troy, Michigan (e.g., portions of project
management are performed in Troy).
4. Interface Installation Service
New World shall provide interface installation services as described in this paragraph below for the costs outlined in
New World's proposal. These services do not include hardware and/or third party product costs which shall be
Customer's responsibility, if required. Whenever possible, these services will be done remotely, resulting in
savings in Travel Expenses and Time. If on-site installation and training is required, Customer will be responsible
for the actual Travel Expenses and Time. The services include the following interfaces.
a) Payment Processing Interface: includes I Positive Pay and ACH/Direct Deposit Transmittal Export,
and 1 Payment(Check/EFT)Reconciliation Transmittal Import
b) Third Party Document Imaging Interface
c) Time and Attendance Interface
d) IVR Interface(Selectron)
e) Parcel Import
f) Fleet Management(Journal Import)
g) Fuel Management(Journal Import)
h) CRW Interface
i) Additional standard interfaces as described in New World's response to Customer's RFP,Section 8
Functional and Technical Requirements Response,items INT.1 through INT.22.
5. Ilard%are Quality Assurance Service
New World shall provide Hardware Systems Assurance of Customer's Logos.NET server(s). These services do
not include hardware and/or third party product costs which shall be Customer's responsibility, if required.
Whenever possible,these services will be provided remotely,resulting in savings in travel expenses and time. If on-
site installation is required,Customer will be responsible for the actual travel expenses and time.
City of Pearland,TX CONFIDENTIAL Page 17 of 42
PEAR 15L1D 0227(15L1C 0217)
Exhibit B/PROJECT MANAGEMENT,IMPLEMENTATION AND TRAINING SUPPORT SERVICES
a) Hardware Quality Assurance Services(Standard Environment):
Hardware Systems Assurance and Software Installation:
- On-site Consulting and Assistance with High Level System Design/Layout
- Validate Hardware Configuration and System Specifications
- Validate Network Requirements,including Windows Domain
- Physical Installation of New World Application Servers
- Install Operating System and Apply Updates
- Install SQL Server and Apply Updates
- Install New World Applications Software and Apply Updates
- Establish Base SQL Database Structure
- Install Anti-Virus Software and Configure Exclusions
- Install Automated Backup Software and Configure Backup Routines
- Configure System for Electronic Customer Support(i.e.NetMeeting)
- Tune System Performance Including Operating System and SQL Resources
- Test High Availability/Disaster Recovery Scenarios(if applicable)
- Provide Basic System Administrator Training and Knowledge Transfer
- Document Installation Process and System Configuration
6. Additional Services Available
Other New World services may be required or requested for the following:
a) additional software training;
b) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff;
c) New World consultation with other vendors or third parties except those listed in Item 4 above;
d) modifying the Licensed Standard Software;
e) designing and programming Licensed Custom Software;and
f) maintaining modified Licensed Standard Software and/or custom software.
Customer may request these additional services in writing using New World's Request For Service (RFS)
procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be
provided at the Daily Rate).
City of Pearland,TX CONFIDENTIAL Page 18 of 42
PEAR I5LID 0227(15LIC 0217)
EXHIBIT C
STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA)
This Standard Software Maintenance Agreement (SSMA) between New World and Customer sets forth the
standard software maintenance support services provided by New World.
1. SSMA Period
This SSMA shall remain in effect for a term of five (5) years (the SSMA term) beginning on the delivery of
Licensed Standard Software ("Start Date") and ending on the same calendar date at the conclusion of the SSMA
term.New World shall provide Customer no-charge SSMA for a period of 365 days from the Start Date.
2. Services Included
New World shall provide the following services during the SSMA term.
a) upgrades,including new releases,to the Licensed Standard Software(prior releases of Licensed
Standard Software application packages are supported no longer than nine(9)months after a new
release is announced by New World);
b) temporary fixes to Licensed Standard Software(see paragraph 6 below);
c) revisions to Licensed Documentation;
d) telephone support for Licensed Standard Software on Monday through Friday from 7:00 a.m.to
7:00 p.m.(Central Time Zone);and
e) invitation to and participation in user group meetings.
Items a,b,and c above will be distributed to Customer by electronic means.
Additional support services are available as requested by Customer at the Daily Rate.
3. Maintenance for Modified Licensed Standard Software and Custom Software
Customer is advised that if it requests or makes changes or modifications to the Licensed Standard Software,
these changes or modifications(no matter who makes them) make the modified Licensed Standard Software
more difficult to maintain. If New World agrees to provide maintenance support for Custom Software or
Licensed Standard Software modified at Customer's request, or for prior releases of New World's software,then
the additional New World maintenance or support services provided shall be billed at the Daily Rate.
4. Billing
Maintenance costs will be billed annually.
5. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety(90)days after
delivery. Costs for the maintenance for the additional software will be billed to Customer on a pro rata basis for the
remainder of the maintenance year and on a full year basis thereafter.
City of Pearland,TX CONFIDENTIAL Page 19 of 42
PEAR 15LID 0227(15L1C 0217)
Exhibit C/STANDARD SOFTWARE MAINTENANCE AGREEMENT
6. Requests for Software Correction on Licensed Standard Software
If,after Customer has cutover to live production use of the Licensed Standard Software,Customer believes that the
Licensed Standard Software does not conform to the current specifications set forth in this Agreement and the then-
current New World user manuals,Customer shall notify New World by phone,in writing,by email,or through the
New World support website,that there is a claimed defect and specify what it believes to be defective.
Documented examples of the claimed defect must accompany each notice. New World shall review the
documented notice and when system operation,a feature or report,or any other feature or function of the Licensed
Standard Software does not conform to the published specifications, New World shall provide software correction
service at no charge. (See Section 4.0 ("Warranties and Representations")of the Agreement for the New World
warranties provided). A custom request for change to Licensed Standard Software to include functionality which is
not part of the software design, is handled as a billable Request For Service (RFS) (see Exhibit B — Project
Management,Installation and Training Support Services and Fees,paragraph 5).
Customer may submit software enhancement suggestions for New World to consider. If New World, at its
discretion,decides to add a software feature as a result of Customer's software enhancement suggestion,the feature
will be added as Licensed Standard Software and there will be no additional charge.
During the term of this SSMA,and only after Customer has cutover to live production use of the Licensed Standard
Software, New World shall furnish error, defect, fault, performance degradation, operation or malfunction
correction in accordance with the Priority Categories below,based on Customer's determination of the severity of
the error defect, fault,performance, operation or malfunction and New World's reasonable analysis of the priority
of the Error,defect,fault,performance degradation,operation or malfunction.
(a) Priority 1:An Error,defect,fault,performance degradation, operation or malfunction which renders
the Licensed Standard Software inoperative;or causes the Licensed Standard Software to fail
catastrophically.
After initial assessment of the Priority 1 Error, defect, fault, performance degradation, operation or
malfunction by a New World Call Center analyst, if required, New World shall assign a qualified
product technical specialist(s) within one (1) hour, to diagnose and correct the Error, defect, fault,
performance degradation,operation or malfunction. New World shall work continuously to make the
correction, and shall provide ongoing communication to Customer concerning the status of the
correction until the Licensed Standard Software is restored to operational status and confirmed as such
by Customer. Immediately after notification of the Priority 1 event by Customer,New World shall
offer to Customer workaround solutions, including patches, configuration changes, and operational
adjustments and reverting to prior version of New World's software.
The goal for correcting a Priority 1 event is 24 hours or less.
(b) Priority 2:An Error,defect,fault,performance degradation,operation or malfunction which
substantially degrades the performance of the Software, but does not prohibit Customer's use of the
Licensed Standard Software.
New World shall assign a qualified product technical specialist(s) within four(4) hours, to diagnose
and correct the Error, defect, fault, performance degradation, operation or malfunction. New World
shall work diligently to make the correction, and shall provide ongoing communication to Customer
concerning the status of the correction until the Licensed Standard Software is restored to operational
status and confirmed as such by Customer. Immediately after notification of the Priority 2 event by
Customer, New World shall offer to Customer workaround solutions, including patches,
configuration changes, and operational adjustments and reverting to prior version of New World's
software.
City of Pearland,TX CONFIDENTIAL Page 20 of 42
PEAR BUD 0227(15LIC 0217)
Exhibit C/STANDARD SOFTWARE MAINTENANCE AGREEMENT
The goal for correcting a Priority 2 event is to include a correction in the next Licensed Standard
Software release.
(c) Priority 3:An Error, defect,fault,performance degradation, operation or malfunction which causes
only a minor impact on the use of the Licensed Standard Software.
New World may include a correction in subsequent Licensed Standard Software releases.
Customer may contact the following New World resources for management level issue resolution escalation:
Vice President of Professional Services, Andrew Breeden
Vice President of Product Support,Erin Miller
Vice President of Product Vision,Brian Leary
The no-charge software correction service does not apply to any of the following:
a) situations where the Licensed Standard Software has been changed by any party other than New
World;
b) situations where Customer's use or operations error causes incorrect, operation, performance,
information or reports to be generated;and
c) requests that go beyond the scope of the Specifications set forth in this Agreement and the then-
current User Manuals.
7. Maintenance Costs for Licensed Standard Softss are I'ackaaes Covered for.NET Server(s)
New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard
Software packages described in Exhibit A.
Annual Maintenance Cost
Year 1 April 1,2015 through March 31,2016 Included
Year 2 April 1,2016 through March 31,2017 $107,840
Year 3 April 1,2017 through March 31,2018 114,580
Year 4 April 1,2018 through March 31,2019 121,320
Year 5 April 1,2019 through March 31,2020 128,060
8. Maintenance Costs for CR« Annual Maintenance
CRW Annual Maintenance Cost
Year 1 $41,500
Year 2 41,500
Year 3 43,575
Year 4 43,575
Year 5 45,754
9. Maintenance Costs for Executime Annual Maintenance
Executime Annual Maintenance Cost
Year 1 $6,2250
City of Pearland,TX CONFIDENTIAL Page 21 of 42
PEAR 15LID 0227(15LIC 0217)
EXHIBIT D
NEW WORLD SYSTEMS CORPORATION
NON-DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
This Agreement,when accepted and executed by New World,grants the undersigned the permission to use and/or have limited
access to certain New World Systems°Corporation(New World)proprietary and/or confidential information.
Installed At: City of Pearland Located At: 3519 Liberty Drive
Customer Name Pearland,TX 77581
Authorized Signature of Customer:
Name(Please Print or Type) Title Signature
In exchange for the permission to use or have access to New World proprietary and/or confidential information, including
without limitation, New World software and/or documentation, the organization and individual whose names appear below,
agree to the following:
1. No copies in any form will be made of New World proprietary or confidential information without the expressed written
consent of New World's President,including without limitation,the following:
a) Program Libraries,whether source code or object code;
b) Operating Control Language;
c) Test or Sample Files;
d) Program Listings;
e) Record Layouts; •
f) All written confidential or proprietary information originating from New World including without
limitation,documentation,such as user manuals and/or system manuals;and/or
g) All New World Product Bulletins and/or other New World Product related materials.
2. New World software, New World documentation,or other proprietary or confidential information shall not be used for
any purpose other than processing the records of the Customer identified above as permitted in the Customer's Standard
Software License and Services Agreement with New World.
3. The undersigned agree(s) that this Agreement may be enforced by injunction in addition to any other appropriate
remedies available to New World. If it is determined that the money damages caused by the undersigned's failure to
comply with the foregoing terms are difficult to ascertain,they are hereby estimated at liquidated damages of no less than
three times the then-current License Fees for the License Software provided to Customer under the Standard Software
License and Service Agreement between Customer and New World.
Agreed and Accepted by Third Party(Organization) Agreed and Accepted by Third Party(Individual)
Organization: Individual:
By: By:
Title: Title:
Date: Date:
Accepted and Approved by New World Systems Corp.
By:
Title:
Date:
City of Pearland,TX CONFIDENTIAL Page 22 of 42
PEAR'SLID 0227(15L1C 0217)
EXHIBIT E
DEMONSTRATION SITE DISCOUNT
New World has provided Customer a significant discount in exchange for the privilege of using Customer's site
for demonstration purposes. Accordingly, after the Licensed Software has been delivered and installed, Customer
agrees to act as a demonstration site for prospective New World customers. Customer also agrees to serve as a
reference or remote demonstration site on the telephone for prospective New World customers. By agreeing to be a
demonstration site,Customer is not necessarily endorsing the New World software and Customer will not actively
participate in any type of marketing and advertising campaign for or on behalf of New World.
Demonstrations will be coordinated with the appropriate Customer personnel and will be scheduled to minimize the
interruption to Customer's operations. New World will provide Customer reasonable notice for preparation.
Customer shall be able to reserve the right to decline participation in any demonstrations or reference interactions if
it represents a reasonable disruption in daily operations. Customer is not obligated to participate in any minimum
number of demonstrations or reference interactions.
City of Pearland,TX CONFIDENTIAL Page 23 of 42
PEAR 15LID 0227(15LIC 0217)
EXHIBIT F
DATA FILE CONVERSION ASSISTANCE
New World will provide conversion assistance to Customer to help convert the existing data files specified below.
If additional files are identified after the contract execution,estimates will be provided to Customer prior to New
World beginning work on those newly identified files.
1. General
a) This conversion effort includes data coming from one unique data source, HTE,not multiple
sources.
b) No data cleansing,consolidation of records,or editing of data will be part of the data conversion
effort. Data cleansing,removal of duplicate records,and editing must take place by Customer
prior to providing the data to New World
c) For Utilities,if the conversion involves a third-party,a data mapping trip will be required.
Accounts that are included in the conversion are as follows:
I. Active accounts
2. If no active account exists,the most recent inactive account will be converted
3. Any account that owes money
4. Active Services
5. Consumption History for the current meter on the account
2. New World Responsibilities
a) New World will provide Customer with a conversion design document for signoff prior to
beginning development work on the data conversion. No conversion programming by New
World will commence until Customer approves this document.
b) New World will provide the data conversion programs to convert Customers data from a single
data source to the New World Licensed Standard Software for the specified files that contain
500 or more records.
c) As provided in the approved project plan for conversions,New World will schedule a conversion
analysis trip and a separate data conversion testing trip to Customer's location.The conversion
testing trip for each application is a billable support trip,using standard Exhibit B daily billable
rates,which is scheduled in conjunction with the delivery of the converted data to the Customer.
d) New World will provide the Customer up to five(5)test sets of the converted data. Additional
test sets requested may/will require additional conversion costs.
e) New World will provide the standard conversion record layouts to the Customer and convert the
available data elements defined in the standard conversion record layouts.
f) Up to seven years of historic data will be converted by New World.
•
g) New World will provide technical assistance to extract and transform Customer's HTE data into
the required data formats for conversion.
City of Pearland,TX CONFIDENTIAL
Page 24 of 42
PEAR 15LID 0227(I5L1C 0217)
Exhibit F/DATA FILE CONVERSION ASSISTANCE
3. Customer Responsibilities
a) Data will be submitted to New World in one of the following formats:AS/400 files,Microsoft
SQL Server database,Microsoft Access database,Microsoft Excel Spreadsheet,or an ASCII-
format delimited text file.Data and databases will be transferred using the New World ftp site.
b) Customer understands that files or tables containing less than 500 records or table entries will not
be converted.
c) As provided in the project plan for conversions,Customer will provide a dedicated resource in
each application area to focus on conversion mapping and testing.This includes dedicating a
support person(s)whenever New World staff is on site regarding conversions. Roughly a one to
one commitment exists for Customer commitment and New World commitment. Customer
understands that thorough and timely testing of the converted data by Customer personnel is a
key part of a successful data conversion.
e) Customer agrees to promptly review conversion deliveries and signoff on both the conversion
design document and on the final conversion after the appropriate review. Applying the converted
data to the production(Live)environment will constitute conversion acceptance by Customer.
f) If the Customer cannot provide data in the format defined in New World's standard conversion
record layouts then New World will map the data to New World's standard conversion record
layout at the Daily Rate. The Customer must provide complete file and field definitions for New
World to map the data.
HTE data source for the following files to be converted including but not limited to:
FINANCIAL
Vendor Information(includes PO and AP)
Vendor
• Vendor
• Vendor Contact
• Vendor Notes
• Vendor User Defined
• Vendor 1099 Information
• Vendor Compliance
• Vendor Compliance Notes
Purchase Order History
• Purchase Order
• Purchase Order Detail
• Purchase Order Detail Item
• Purchase Order Detail Item Distribution
• Purchase Order Detail Item Quote
• Purchase Order Detail Item User Defined
• Purchase Order Notes
• Purchase Order User Defined
City of Pearland,TX CONFIDENTIAL Page 25 of 42
PEAR 15L1D 0227(15LIC 0217)
Exhibit F/DATA FILE CONVERSION ASSISTANCE
AP History
• AP Batch
• Accounts Payable Invoice
• Accounts Payable Invoice Item
• Accounts Payable Invoice Item GL Distribution
• Accounts Payable Invoice Check
• Accounts Payable Invoice Notes
• Accounts Payable Invoice User Defined
• Accounts Payable Invoice Item User Defined
• Check Batch
• Check Master
Asset Management(Fixed Assets)
• Asset
• Asset Management
• Asset Locations
• Asset Responsible Department
• Asset Insurance
• Asset Parent
• Asset GL Distribution Profile
• Asset Responsible Org Set
• Asset Components •
• Asset User Defined
General Ledger/Budget History
• General Ledger Journal Detail
• Adopted Budget Journal Detal
Misc Billing Customer and Invoice History
• Account/Address/Contact
• Billing Items
• Transactions
• Notes
PAYROLL
Employee,Detailed Earnings History,Position Master
Employee
• Employee
• Employee Name
• Employee Address
• Employee Contact
• Employee Education
• Employee Skill
• Employee Inventory
• Employee User Defined
• Employee Employment
• Employee Job Primary
• Employee Job Primary Event
City of Pearland,TX CONFIDENTIAL Page 26 of 42
PEAR 15LID 0227(15LIC 0217)
Exhibit F/DATA FILE CONVERSION ASSISTANCE
• Employee Job Secondary
• Employee Job Secondary Event
• Employee GL Distribution
• Employee Deduction
• Employee Benefit
• Employee Tax
• Employee Work Schedule
• Employee Direct Deposit
• Employee Certification
• Employee Check Message
• Employee Benefit Plan Option
• Employee Benefit Plan Dependents
• Employee Benefit Plan Beneficiaries
Payroll History
• Pay Batch Definition
• Payroll Earnings
• Payroll Deductions
• Payroll Tax
• Payroll Benefits
• Payroll Hours
Position Master
• Position
• Position Detail
• Position Certification
• Position Distribution
• Position Skill
• Position Education
UTILITY
Utility Information
• Account/Address/Contact
• Service/Meter/Non Metered Unit
• Rates
• Billing Items
• Deposits
• Consumption.
• Transactions
• Bank Draft
• Work Order
• Notes
• Payment Assistance
• Budget Billing table
City of Pearland,TX CONFIDENTIAL Page 27 of 42
PEAR 15L1D 0227(15LIC 0217)
EXHIBIT G
CUSTOMER REOUESTED STANDARD SOFTWARE ENHANCEMENTS/MODIFICATIONS AND/OR
CUSTOM SOFTWARE
1. Definition of Project
New World will provide the Customer requested Standard Software Enhancements and/or Custom Software as
discussed below to address the Customer's requirements. Customer agrees to cooperate in not making
modifications and enhancements too extensive as defined in the 2(b)(1)procedure below.
An analysis and assessment to verify the scope of effort for the project will be conducted.A revised estimate for the
modifications/interfaces may be provided at the conclusion of the assessment. Customer may elect to cancel or
proceed with the modifications/interfaces based on the revised estimate.
Capabilities included in the initial scope:
a) Custom Software/Interfaces
• (1) Online Job Application System Interface: description to be provided at a later date
(2) Purchasing eBidding System Interface: description to be provided at a later date
With New World providing consultation, Customer is responsible for obtaining technical contacts
and/or technical specifications from the third parties involved.
2. Methodoloev to Provide Enhancements and/or Custom Software
a) Definition of New World's Responsibility
This project includes the following activities to be performed by New World.
(1) Review of required features with Customer. Only items identified in Paragraph 1 above will be
provided in this implementation plan.
(2) Preparation of Requirements Document(RD)to include:
• Detailed description of the required feature
• menu samples
• screen samples
• report samples
(3) Programming and programming test.
City of Pearland,TX CONFIDENTIAL Page 28 of 42
PEAR 15LID 0227(15LIC 0217)
Exhibit G/CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS/
MODIFICATIONS AND/OR CUSTOM SOFTWARE
(4) Training, testing and/or other support services at the Daily Rate. Whenever possible, these
services will be done remotely, resulting in savings in Travel Expenses and Time. If on-site
installation and training is required, Customer will be responsible for the actual Travel
Expenses and Time.
For modification requiring over five (5) days of work, New World utilizes a design document
procedure [see 2(b)(1) below]. For smaller modifications, New World uses a Request For Service
(RFS)procedure. Both procedures are reviewed with Customer at a pre-installation planning meeting.
The RFS procedure utilizes a form with a narrative description and supporting documentation if
applicable to define the work to be done.
b) Implementation Schedule
Activity "I arueted"Dime Period
(1) Complete Design Review with Customer Staff. Customer I u he determined
agrees to be reasonable and flexible in not attempting to design
the modifications to be more extensive than called for in the
scope(cost and schedule)of this project.
(2) New World submits completed RD to Customer. To be determined
(3) RD is accepted and signed off by Customer (no programming To be determined
will be done by New World until the formal sign-off and
Customer's authorization to proceed in writing).
(4) New World completes programming from RI) and pro■ides To he determined
modified software to Customer.
• (5) Software Modification Acceptance Test based on RD. To be determined
c) Customer's Responsibility
All Customer requested changes after RD sign-off must be documented by Customer and authorized
in writing including potential costs,if any. Additional changes will most likely delay the schedule and
may increase the cost.
City of Pearland,TX CONFIDENTIAL Page 29 of 42
PEAR 15LID 0227(15LIC 0217)
EXHIBIT H
INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO CUSTOMER'S RFP
SOFTWARE SPECIFICATIONS
For the applications licensed on Exhibit A, the New World Detail Response to the software specifications of
Customer's RFP is incorporated in this Agreement by reference.
All items coded "S", "C", "F," or "T," (as qualified) in the New World Detail Response to Customer's RFP
Questionnaire will be provided to Customer through currently existing Exhibit A software capabilities,Customer's
use of 3rd Party software, custom programming provided by New World and/or future enhancements to Exhibit A
software provided under Exhibit C. Items that are qualified, or coded as requiring modification, may be provided
using Exhibit B support services at the then current daily rates.
If the terms and conditions of the New World Detail Response to the specifications of the RFP and this Agreement
are in conflict,the governing terms and conditions shall be this Agreement.
If Customer has not licensed the software on Exhibit A to meet a software specification,then that specification shall
not apply in any acceptance test and/or to fulfill the above criteria.
City of Pearland,TX CONFIDENTIAL Page 30 of 42
PEAR 15L1D 0227(15LIC 0217)
EXHIBIT I
PRELIMINARY SAMPLE IMPLEMENTATION PLAN
New World uses Microsoft Project as its project management tool for managing tasks,schedules and resources. A
sample Microsoft Project Gantt Chart and a sample Project Plan (including Work Breakdown Structure and
Resource Groups) are attached. The dates included in the sample Gantt chart and Project Plan are for preliminary
planning purposes. An estimated start date of March 9,2015,was used.
The sample Project Plan dates are calculated based on generic assumptions about typical time frames for completing
the tasks included in the plan. The actual Project Schedule could differ significantly from the Sample Plan. The
dates included in the sample Project Plan are for illustrative purposes only.
An actual project plan with the appropriate tasks and schedule will be determined upon contract signing and more
detailed discussions about the project can take place between Customer and New World staff.The availability of
Customer resources to perform tasks, final determination of the overall task list, Customer schedule constraints
(seasonal peak workloads, vacations, holidays,commitments of resources needed to support local events, etc.) and
the actual project start date must be determined. A typical implementation project of this size and scope usually
spans 12-18 months from contract signing through go live. Based on unique Customer circumstances and/or
Customer resource constraints,the actual project schedule could differ significantly.
Placeholder for Pearland, TX,Preliminary Implementation Plan
City of Pearland,TX CONFIDENTIAL Page 31 of 42
PEAR 15L1D 0227(15LIC 0217)
Pearland,TX and New World Systems
Proposed Project Schedule
Mar 15 Apr-IS May-15 Sum 15 161.15 Aug-15 Sep-IS 001-15 Nov-15 Dec-IS Ian-16 Feb-16 Mar•16 Apr 16 May-16 Ilan-16 161-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-11
InRUtion Phase
Planning Phase
Financial Management s\
\, I i I 1 I
FM Construction t
FM VandoSOn \ J
FM End User Irpinmq \\
FM Go Lee -
FM Stoodrrorron r r r r •}
Iti !
Community Development
\
CDConslrucuon I r } , I
CO Volidohon \\1 I \'\
CO End User Trorn�ng '— y., --
CO Go live \ —^ (,\
CD Stobtrot,on \ \
Hit/Payroll \ \\ -
HRCOnstructron \ \
HR Volydorron \ I I\
HR End User Tranrng \\ \\
HR Go live \ f \\\
HR SIODIIItOr/On \ N
Utilities - ".\
\ f } }
UM consnm
uon .,,\
Uhl Vondonon \
UM End User Tro�nrny T
Uhl Go bin. \\
\
UM Stnbrl/tOtlOP v\
Closing Phase 1
Pou6nd.'X&Now World Systems •
-
T.J Nam. Dural,.Stan i.ndh Prednesscn heseur03 Names 1st N44 1st Nall 1N Nall 1st NMI
gtr1 Wr1 Glr4 CS31 Cfri mt3 mr1
1 p.arland Teaes 475 days Mon 3/9/15 Fr.11/30/16 I 1
2 Rnl«t 513.1 0days Mon 3/9/15 Mon 3/9/15 03/9
1 0 lays Mon 3/9/15 Mon 3/9/15 61/9
I Inman.phase All Appl.ranons 15 days Mon 3/9/15 On 4/10/15
S I•Conduct Stan up Ann.. 15 days Men 3/9/15 in 4/10/15 11
6 A.Proles lomat on 10 days Mon 3/9/15 Frr3/10/15 6
l Mtia:a to CuOomar 1day Mon 3/9/15 Mon 3/9/15 3 New World `New World S.Ies.Cwtonwr
Salas.Cumomlr
3 Esta06shment of Prolan Govers.ano 10days Mon 3/9/15 in 3/20/15 3 Now World 0540 T..WOr'd 01'00
9 •Po form Internal turnover 5days Men 3/915 M 3/13/13 I
IO Prepare for Internal nimOwr Matt.ns 3 days Mon 3/9/15 Wad 3/11/353 Nat.World PM 'hew Word PM
II isototo Internal turnover Motto's 1 day Thu 3/12/15 Thu 3/12/1510 Now World New WerM PM.Ne0 World
PM.New World
12 Doc umart Internal Turn*:or Me.I.ns Clutcanes l day in 3/13/15 in 3/13/15 11 New World PM 'New World PIN
1i C.Conduct Start-up 000oW.s M.43m3 5days Mon 3/16/15in 3/20/15 I
14 Conduct Start-up Anat.Meetm3 1 day Mon 3/16/15 Mon 3116/157.12 New World whew World PM'Cuttomar
PM.Custom.r
15 DocunanI Startup AniwN.s Mettln3 4clays Too 3/17/15 in 3/20/15 14 New World PM lesw World PM
16 o Cond.r:ts.scem Ass....once COnlorento Calls 15 days Mor 3/23/150'-4/10,'15 15 Now World Tow.Werld SA.CWtorner
5 A.Customer
11 Planning Phase Ali Appl.ranans 25 feys Mon 3/30/15 Fri 5/1/15 11
If 2.On-SO.Ara M3rnt,plan n.n 6 and...mess 5dan Mon in 4/3/1S 1
Analysis Mt4 3/30/15
39 A.Conduct Awn Mg.,Plana.ngo and 64 Mooting 5 days Mon 3/30/15 in 4/3/15 I
20 peAOrm Eaa<utN•OvarvNrw Iday Mon 3/30/15 Mon 3/30/151515.5 days New
'Now World.Cwtomer
Won4CUStomor
21 5stab1s6 ProJM Marmon.nt plan 1 day Tun 3/31/15 Too 3/11/35 20 New low Wnrld.C'ntornar
Wodd.Cusla.tar
Task 3616.
PMpgnd pralen Summon, r--..I Innis,Milestone Manual Manual Summand doNp ■ Deal.
P'...n p4MMd.Ia 5011 (Mental Tads manor Summon . Manual Summary r Wastes ---
I faiastan. • 4atern9M.Naton. Manual Tot Iptwormm..4 31Mron0 C Manual Noyes:
Su#04#y I-. MM.Task Our3.w•nN #MOM'rsW. iwaho.N _ ._ __-.
.. 3
Pearhind.TX&New World Systems
XI Fault Nane Cahalan Start Fwn1 Predecessors Resource Norms 1st Had --1st Nag 1st Ned MOOR
Otr1 hri1 CIO Qtrl 001 Qtr1 0811
32 Perform B us mess AnaNan Pewaw 2ays Wed4/1/1S Thu4/2/15 21 Now New World.Cu,tom.,
World.Cytomw
23 Conduct Start-UP Meeting 3 day Fri 4/3/15 Fri 4/3/15 22 New New World.tusrwner
World.Costornr
24 S.Perlerm Data Ceevenbn Anainn 3day Wed 4/1/15 Fr,4/3/15 1
25 Awe.COmemon SOeoroatrons Idav Wed 4/1/15 Wed4/1/15 2255 New World a New World tOC',Customer
BOC.Cu31omr
26 Establish Data Conversion/Migritbn Plan 1 day Wed 4/1/15 Wed 4/1/15 2555 New World a New WOrtd 000.ca,tomer
BOC.Customer
T7 Manage any corms-.real Ounces,as needed 2 dm, Thu 4/2/15 Fr.■/3115 26 New World 'haw World PM.(u,tomer
PM Customer
II 3-Complete and Apprmre Pralwt Plan 25 day Mon 3/30/15 Fn 5/1/15 n
29 A.Draft the Project Plan 10 day Mon 3/30/IS Fn 4/10/15 11
10 Dery clop/Manage Project Management Plan 1O day Mon 3/30/15 FN 4/10/15 2055 New World 3 e..world PM.Customer
PM.Cultinner
SI Dov•lop/Manage Project Schedule 10 day Mon 3/30/15 Fn 4/10/15 3055 New World I New Worts PM-Customer
PM.Custrner
I2 Develop/Manage any Customer Oogorements 10 day Mon 3/30/15 Fri 4/10/15 3055 New World s New World PM,Customw
and D.Irverable, PM,Customer
II B.Finalize Project Plan 5 day Mon 4/13/15 F114/17/l5 32 New World PM New World PM
14 C.Pavane and Approve Project Plan S ay Fri 0/17/15 Pd 4/24/15 I
35 Delryw Project Planning andaot3 Oday Fri 4/17/15 in4/17/15 33 Now World PM o417
M Resew and update Project Planning artifacts 4 day Mon 4/20/15 my 4/23/15 35 New World Few World PM,Customer
PM.Costomer
j37 Synore Project Planning artltxts 1 day Fri4/24/15 Fri 4/24/1S 36 New 'Si..World.Co,tomer
WorId.Customer
M Baseline(and archive)Project Planning ar>facts Day Fri 4/24/15 On 4/24/15 37 New World PM .;./20
1
10 D Prepare Internal Team 5 day Mon 4/27/15 Fri 5/1/15 SD New World New World PM.N.w world
PM.New World
M Conotructien Phase-AN Slay. Mon 4/13/15 Fn 4/17/15 1
II 4-Standard Solution Budd 5 day Mon 4/13/15 Fri 4/17/I5 I
42 A.Technical System Set up 5day Mona/l3/1Sin 0/17/15 1
Task Proiew Wnmary ! '----" 3 InaneMlleuone Manual Summary Polk. Deadline
Spin '" • Eatwml jals Manal Summery e Propels PmjM:Peadand T%
Molest.* • Eatwml Milestone I F.lanualrate 1 -1 Start only F Manual Progress
Satrmoary r---g Warning Ouranononly :.:;r FIN*Wok 1
__.____eeget
Peadand.TX&New World Systems
1 TOW None Coralwn Slot 0.04. Prda sson Resoer0 Names 1st Nall tat II.!- _- so ow 1st Nod
0301 �t.: ;mI 1001 WrI nlr: Qt5 1
43 Confirm System Assurance lopstl.0 l day Mon 4/13/IS Mon 4/13/1516 CMtomer.N.w CNIOmIr.New wwldi4
World S.A.
M Execute System Assurance 4days Taw 4/14/15 Fri 4/17/15 43 Clataner.New 'Customer,New WOr1454
World S.A.
45 0 Conduct Geo.F,N Setw/Tretmng(N/AI 0 days F,4/17/15 Fr 4/17/15 WI Cuctaner.New a4/IF
Weld S.A.
46 Conarunton Phel• FM 150 don Mon 4/20/15Fri 11/11/l5 I_--,
II 4 Standard 5010 tmn 8.1ld FM 10 days Mon 4/20/15505/1/15 N
as C.Apply Standard 44510.10n 5ol400n, 10 days Mon 5.35/1/15 N
Variances,and hoedaas•FM 4/20/IS
es item.Chat of Accounts Setup 5 days Mon 4/20/15 Fn 4/24/15 44 New *Ne•WwlACulrarwr
Wedd.Cmtall.r
50 facture Initial Confyuntron and Setup FM 5days Mon 4/20/15 fn 4/24/15 4935 New a Now Wortd.twtomer
World.CMlano
SI E404.415.41010ata Conversion Re0Mremonts 5 days Mon 4/20/15 in 4/24/15 4955 New .New WodOCatorrler
Build•FM WodtlClstaner
SI Update Project Artifacts 50005 Man 4/27/19 Fr 5/1/15 49.93,51 New rww WwM.Cwtomer
Wedd.Cbt0mor
51 5•iwllenal Nate.-FM 2949.Mon S/4/15 hi 6/5/13 11
14 Prepare for functional Rtvww Santora-FM 5 days MOO 5/4/15 in 5/11/15 52 New World PM teew World PM
SS falcate FUnct0nal Rea.Sessions•FM 5 days Mon 5/11/15 in 5/15/15 54 Customer,New 'Cwlomer,New World PM
Wald PM
S6 Document outconws from funaonal Mvaw 5days Mon 5/18/15 in 5/22/15 55 New World PM 'new World PM
S4411041$-FM
Si Review and Update Data Cwverslons•FM IS days Mon S/11/15 in 5/29/I5 5555 Catomer.NIw 1.Cmtwner,..world floc
World 6OC
Si Rovww and Update other lntedaaf and 15 days MOO 5/11/15 Fn S/29/1S 5555 Custano,New 5 Cutomer.New world dor
DNNeraWa-FM World 6OC
59 Update Promo Artifacts 5days M.6/1/15 in 615115 56.52,56 New 9.I1.w WOrld,,ust0nwr
Wald.Clstomer
40 6-Flonle Cwfgera5sn•iM /23 days Moo 5/25/15 M 11/19/15 Icy
it C.o..Core Conng.rawn and Training•FM 90 dads Mon 5/25/15 in 9/25/15 56 New - New World 14/10000
WwId.CUStomar
42 bout*Testing•FM 44 dam Mon 9/211/15id 11/6/O rl
61 Oats Conwn�On Taon6 FM 30 days Mon 9/]1/15 Fd 11/6/15 61 Customer 0 Onto.
I
tank axeoaa dam ProNa Summary I.- l Iowan.Mlldotone Manual Wonsan ROhrp padkne 4
pro,we Paarland,TS 1 'PM , , External Tasks lnaane Summary .anal Sunewry 1"--1 Moira.
I 44es10M ♦ fwtet.al Minton* Manual Task pavoi.xre.1 Stada.N 1 Manual Rogmn
5annrla,0 1—� Tram Tag _ _Owatoonoalo FonitwO5 J ._ ___�
_ —
Penland,T%&New Wodd Systems
Tasa Name Oust'.Start ilnrib ',redecnsun Resource Nam. 1st Half I.I r n - - 1st NaS 1st Mad
Qtr WtI "l tltrl pr1 01x1 Ctrl
6a Interface Tastmg•FM 30 days Mn,9/18/15 in 11/6/15 6355 Customer ;M:,Custom..ll
65 function.Into •iM 30 days Mon 9/25/15 in 11/6/15 6355 Customer a:' Customer
W Int.grandn and par all.Tntng.FM 30 days Mon 9/28/15 in 11/6/15 6355 Customer 0:,.Customer
6r Pr.pa r.for End VS.Tramng-iM 20 days Mon 9/28/15 Fri 10/23/I561 New T Maw WOnd.tustomer
Wodd.Customer
M Rev...C ulover Plan FM 5 days Mon 11/9/15 Fri 11/13/1561,63.64,65,66New Mew WOrld.Customer
worts.Cantomer
M Transition Pisa..EM t00 days Mall 11/16/1 i.4/1/16 r1
1 so 1 Conduct User Train.ng IM 15 days Mon in 12/4/15 66.67,68 New ee Mew woridcustomm
11/16/15 World.Cntorne,
1• E,00,4.GO/NO Go Review&CIA..PISA•FM 20 days Mon 12/7/I5 in 1/1/16 70 New a New wodd,Customer
World.Customar
7/ 8 Conduct Go l.• EM 5 days Mon 114/16 in 1/8/16 70,66,71 New 'New Wod4Cuslomer
World,Castomn
i 9-Mnplamant post 6040..0.Iyerabin-EM 60 days Men 1/11/16 Fri 4/1/16 r1
la A post-Owe Data Conversions FM 60 days Mon 1/11/16 Fri 4/1/16 72 Cmtomer.N.w I Customer..World 00C
World BOC
75 B provide Customer Agreement Custom/01 liar 60days Mon 1/11/16 Fri 4/1/16 72 Cmtomer.New T' Custom.r.N.w World,New Weed ROC
Delay.raeln•FM World.N.w
World 76 C Conduct pool ine Tr.n ng Support•IM 60days Mon 1/11/16 in 4/1/16 72 Cusron,.,,New a Cuoomer,New World
World
12 Construction Phuse.NR 170 days Mon10/26/tirl 6/17/16 I—1
la 4 Standard Solulwn Budd HR 6 day Mon 10/26/1 Mon 11/2/15 I
29 C.Apply Standard Application Solutson, 6 day, Mon Mon 6
Varranc.a,and Int•rfaces-MR 10/26/15 11/2/15
40 E,nute Master file Setup•OR I days Mon Wed 6155.30 days New a New World,Cuslerser
10/26/15 10/28/15 Wo,d,Custornn
61 Execute Innsal Cant,wanon and Setup.06 2day, Mon Tun ROSS New a New WOdd.Customer
10/26/15 10/27/15 World.Cuotann
42 Execute Initial Data Conversion Regwrem.nts 5 days Mon in 10/30/15 8055 New a New WoddCullnmer
Build.1141 10/26/15 Wnfld.Customer
It Update project Artifacts 1 day Mon 11/2/15 Mon 11/2/1580.81,82 Naar TNew wMd,CuotomeT
World,Customer
30 5-FNnt1M.dd ROM..MR 24 days Tu.11/1/15 Fri 12/4/15 PS
Task summary t • • 1 Inxtwe Weston* M,anal Summary RoWp Court no .S
pr61nt Penland.TX
Spit i.r.t al lark, ma0n.Summary Manual Summary 1��1 Prny.e.5
514.State • E.ternalMkttone - Manual Task 18— I ut100.rr l Manual Progress
Summary • 1 OWMMO.O.N ... 0,1,50., 1
1 t
--_— — —
PeaSystems T%8 New World Systems
---
• Task Manse Ducat..Nan Fans Pndetapn Mseurce Names 1st Mat IN Mat 11106$ 1st Nall
Cot1 CM 0tr1 (II rt FA,1 1'u: fir
O9 Prepare foe Functional Review Sessions'MR •days TIN 11/3/15 Fri 11/6/15 03 New World PM woad PIA
• $6 Ereate FUnctonal Review Sessions-MR Sdays Men 11/9/15 in 11/13/15 05 Custanen.NNV CuMomer,Mew World PM
World PM
17 Document outcomes Mont Fun/lanai Review 5 days Mon In 11/20/15 86 New World PM 'raw World PM
$00205•11R 11/16/15
M Review and Update Data Conversions-MR 15 days Mon 11/9;15 Fri 11127/15 0653 Clrtaner,Netr • Custonen,tlew world ODC
W0dd 000
h Review and Update other interlaces and 15 days Mon 11/9/15 Fri 11/27/150655 Cldt0mer.N50I a tustomr'New world/0C
DNeerables NR Wald OOC
90 Update Mood Artifacts 5 days Mon In 12/4/15 07,00.09 New whew Wodg0O1l00 r
11/30/15 Wodd,CUStamr
91 6-Malin Ce•lgwaSam-NR /90days Moe 11/23/1Fn6/17/16 I i
92 Execute Core Conly uratron and Training MR 65 days Mon in 2/19/16 07 New • New Wmld,Customer
11/23/15 Wald,Customer
93 beside Testing•141 so aye Mos 2/22/161n 6/10/16 r1
90 Oats Convemmn Testing-MR 0O days Mon 2/22/16 Fn 6/10/16 92 Customer T 'Fusion`..,
95 Interlace Testry.MR 00 drys Mon 2/22/16 Fri 6/10/16 9455 Customer e:.•-.C.tome.
96 Functional Testing'MR 00days Mon 2/22/16 F716/10/16 9455 Clalomer a Customer
97 Integration and PMNIN Testing.MR OO days Mon 2/22/16 fn 6/10/16 9455 Cutaner 0e'°'-•<muo.m.
M Prpore for End User Framing-SIR 20 days Mon 2/22/16 In 3/10/16 92 New ""New Yyodd.cwlwrwr
Wond.Customm
99 Review Cutontt Plan.MR 5 days Mon 6/13/16 Fn 6/17/16 9194,95,96.97New .54 •WOrld,<0etaner
IWorld.C,M om or
100 Transition PM.•IM 40 days Mon 6/20/1610 0/12/16 M1
101 7 Conduct User Trmn.ng•MR 5 days Mon 6/20/16 In 6/24/16 97.90,99 Mew .Mew Wond.Customer
WOrld.CMtamor
102 Execute Go/No Go Review-MR 5 days Mon 6/27/16 Pro 7/1/16 101 New 'New wodd.Cmh mer
World.C.tomer
103 6'Conduct Go toe-MR 10 days Mon 7/4/16 In 7/15/16 97,101.102 New Now WOrld.<uewmer
WodtCoto n m
106 6•NmpNnnmt Peet GeTh.DNtn.WM-NR 20ays Mee 7/10/16 Fr10/12/16 f1
103 A.Pastier.Data Cenv0np5•NR 20 days MOn 7/10/16 In 0/12/16 103 Custom...New i Cwto'rar.Nw Wald 80<
world OOC
Tata pta1Mst•M 7oe1 Pro.tt Summary I.. ..-.. t Ieattor Meeslane Maewl SOleleary R01p Deadha a ',,
vro2ret.IeaMad TX
UM EvNmal Task 103410,Summary Manual Summary Ems- • Process
memo. • EManaIM1Woa ' Manual Task /2d:-•t.t.-.7u1 Marla*y C Manual Progress
L Someone . • Madera Task Oura2on.anh T:fi M.,Y MnManh
3
_— — _-1
_-_.yam,_ ____.___—_. _—_—
pcarN W'0&New W04d Systems
i0 'ask Name _ - ___-----Duration Slav Iwnh pied«rson Resource Names ltt Half ---- 1st NWR lit Nal Isl Nall
0701 Ctrl Qn- prl 0h1 QVI WI
106 9.provide Customer AA•gement Custom/Other 20 days Mon 7/13/16 in 8/12/16 103 Crntomer,New Crabn,er•New Word,N.w World 80C
Delwerebles 113 World•Nrw
World 80C
107 C.Cendutt Post toe Training Support•HR 20 days Mon 7/18/16 in 8/12/16 103 CustomerNew a Cvstom••M«e weed
World
108 Time and A..ndans.led party System 90 days Tue 3/1/16 Mon 7/4/16
109 Construction phase•UM 135 days Men 3/7/I6 in 9/9/16 r--1
tlU • Standard Soluton Scold UM lO days Mon 3/7/16 Fri 3/18/16 R
111 C.Apply Standard Application Solution, 10 den Mon 3/7/16 in 3/18/16 B
Venmces,and Into ASSes.UM
112 Eaecul.Master 34,Setup UM 5 days Mon 3/7/16 ir13/11/16 New New WOddcustomer
World.Customer
113 Execute Moat Configuration and Setup•UM 5 day, Mon 3/7/16 in 3/11/16 11251 New ,New World.Custoner
World.Customer
114 Eae cut.!Oval Data Conyenan Requirements 5 days Mon 3/7/16 Fri 3/11/16 11255 New •New Worldcostomer
Buad-UM World,CV3torner
115 Update project Artdacts 5 days Mon 3/14/16 in 3/18/16 112.113,114 New New wond,co.roma.
World.Crnmm.r
116 5.iunaronal Reels,•UM 25 days Mon 3/21/16 in 4/22/16 h
117 Prpare for f unct anal Review Sessions-UM 5 days Mon 3/21/16 Fn 3/25/16 115 New World PM New world PM
•
Ile Eaesut.Functional Review Session,-UM 5 days Mon 3/28/16 in 4/1/16 112 CostomerN.w 'Customer,New World PM
World PM
119 Document outcomes from Functional Review 5 days Mon 4/4/16 in 4/8/16 118 Nev.World PM New world PM
5.suom.UM
110 Review and Update Data Conv.nions UM 15 days Mon 3/28/16 fn 4/15/16 11855 Custemer,New a Cus,ome,,New Weld 6o1
•
World BOC
111 Review and Update other rote rfases and 15 days Mon 3/28/16 in 4/15/16 11815 Cantom.r,New ..CVNOnr..Am.World 8OC
Deliverables UM World BOC
172 Update Project 4rtdaCts Sdan Mon 4/18/363',4/22/16 119.120.121 New •rNw wp•ld.crntome•
World.CMtomer
123 6 Final,re Configuralan UM 110 days Mon 4/11/153,,9/9/16 r----1
124 E0.cu;e Core Configuration end Training.UM 60days Mon 4/11/16367/1/16 139 New a Neu,WOAdcostumer
World,C,atom.r
125 E,.aute Testing`UM assays Mon 7/4/16 hi 9/2/16 n
126 Data Cornemon Testing•UM 25 days Mon 7/4/16 Fr18/5/16 124 Cust°me. -r•.C,ntoner
127 Interface le•.trng UM 25 days Mon 7/4/16 Fri 8/5/16 12655 Customer ,91.Customer
raJ --- Prolwt Summary 1 team.Miieepn. lamed Summary RaYp Wadi.
Napa:P.4711,4,TR SpHt fatwna)alas Insttnv Summary ManWlfummary r...... 1 Progress __�___
Marston. • External Milestone r Manual'MA 1's.'--,,,:•r01 Stananly I Manual Progress _..._..__....._..
Summary 1��9 Madda.Tag OWMlat•aM 44104442,14141 FieaCieaty
Poet.6 -. _._ ____-.
---- Pear land.TX 14 N.w wade Systems
Tan Name - Dorset Stan FINN %Mpewfon—Mfwrte Woes 1st NO 1st 39 lit Man --- 1st Nor
gtr1 Qlrl Qir1 t 0551 3051 Qtr1
Ill Functional THtiM'UM 25 days Mon 7/4/16 Fri 8/5/16 12655 Customer sl.Customer
129 Integration and parallel Testing•UM 45 days Men 7/4/16 in 9/2/16 12655 Customer so•Custom..
130 prepare for End User Training-UM 20 days Mon 7/4/16 in 7/29/16 124 New 'New wona.CUStoner
Wodd.C9tomer
131 Review Culover PNn-UM 5days Mon 9/5/16 in 9/9/16 1241241273.Wew 1...Wetd.COStomet
Wrld,Custom.r
330 Tn...140.0 ..UM I3d.v. Moo 3/12/160.9 12/23/16 r--1
111 7 Conduct User Training-UM 10 NW Mon 9/12/16 in 9/23/16 129.130.131 New .now WOn4.Cortomar
Werd.Custorner
114 Newt*Go/No Go Review UM Sdays Mon 9/26/16 Fri 9/30/16 139 New 'New Wend.Custowr
World.Custom.r
135 9 Condur•.Go Live 025 5 days Mon 10/3/16 Fit 10/7/16 129.133.134 New New Wurl4CUStome.
World,Customer
116 1•Impl.ment post Go-Dye Oeliver able%•uM 55 days Mon 10/10/1Fn 12/23/16 T1
.
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EXHIBIT J
TRAVEL POLICY
REIMBURSEMENT OF EMPLOYEE BUSINESS EXPENSES
In order to comply with IRS and company policies, all expense reports must be properly documented. "Properly
documented" means providing valid receipts, explanations and other information required by company policy.
Expenses that are not properly documented will not be reimbursed.This policy is subject to change at New World's
discretion without notice.
1. Receipts
In general:Original detailed receipts from third parties are required for all expenditures except mileage and per diem
allowance. (Photocopies of receipts are not acceptable.) Examples of original receipts include:hotel bills,rental car
receipts, receipts attached to airline tickets,detailed restaurant checks, and cash register receipts. Where expenses
have been charged to a credit card, the original credit card voucher must be attached as well (Photocopies of
vouchers are not acceptable.) A credit card voucher or statement alone is not sufficient for expense report purposes.
For air travel:Boarding passes,ticket stubs and travel agent itineraries must be submitted. If you paid for the airfare
yourself,you must also submit your airline receipt and credit card voucher or other valid proof of payment. For E-
tickets: although there is no ticket stub to turn in, please submit boarding passes, itineraries and all other
documentation provided by the travel agent and airline.
For rental cars:The final rental contract receipt and credit card voucher must be submitted.
For restaurants:Tear-off tabs and handwritten receipts for cash will generally not be accepted if they exceed$25.
All receipts must clearly indicate: Seller's name/location, date, amount, method of payment, and a detailed
description of charges. In those rare cases where you have lost a receipt or did not get one, provide the above
information along with an explanation of why there is no receipt. Do not cross out or change any of the information
on a receipt. If explanations are required,make them on a separate sheet or in a blank space on the receipt. Illegible
or altered receipts will not be accepted. A substituted receipt will not be accepted. The Company will retain your
original receipts and expense reports for at least a year,should you ever need access to them.
2. Business Purpose
Every reimbursable expenditure must have a business purpose associated with it. For travel related expenses, the
nature of the trip should be clearly described on the expense report. Entertainment and employee relations expenses
require the name of the prospect/Customer and the event, type of entertainment, location/establishment name, the
number of people entertained, their names, and the business purpose. All other reimbursable expenses require an
explanation of the business purpose or benefit of the expenditure.
Cif) of Pearland,TX CONFIDENTIAL Page 32 of 42
PE ‘R I SLID 0227(15LIC 0217)
Exhibit J/TRAVEL POLICY
Reimbursable Expenses
The following types of expenses are generally considered reimbursable:
1. Mileage
You will be reimbursed for the daily business use of your personal vehicle when such mileage exceeds your normal
roundtrip commuting mileage:
Example: Susan Jones lives 20 miles from the office, making her normal roundtrip commuting mileage equal
to 40. If she travels 50 miles to the airport on Monday,she will be reimbursed for 10 miles for that day(50
miles driven that day less her normal 40 mile daily commute).
You will not be reimbursed for business mileage if the total distance driven is less than your normal commuting
mileage on the days you drove. All approved miles traveled on a Saturday, Sunday or company holiday will be paid
if you are on authorized company business that day.
The mileage reimbursement covers all variable vehicle expenses, including, but not limited to: gas, oil, tires,
insurance, maintenance, licenses,depreciation,wear-and-tear,damage,deductibles,interest,loan or lease payments,
replacement rental,liability,etc.
Employees are required to keep accurate records of their business mileage in accordance with IRS regulations.
Those records must be made available to the company upon request.
Mileage Reimbursement Rates The costs of driving a vehicle vary depending on the number of miles driven and
other factors. Certain costs, like fuel,depreciation,etc., increase with each additional mile driven. Other costs,like
insurance,car payments,etc.,stay about the same regardless of the number of miles driven and are personal costs,in
large part. To address this,New World has two reimbursement mileage rates:
1. Under 400 Miles Per Week: For weeks where your reimbursable mileage is 400 miles or less, you will be
reimbursed at the standard rate of$.43 per mile,or
2. Over 400 Miles Per Week: For weeks where your reimbursable mileage is more than 400 miles, you will be
reimbursed at the standard rate of$.43 per mile for the first 400 miles; All miles driven in excess of 400 miles per
week will be reimbursed at the high mileage rate of$.33 per mile.
2. Parking,Tolls,etc.
The company will reimburse you for parking, tolls, and certain other other fees associated with vehicle business
travel that are not otherwise covered by the mileage reimbursement.
When parking overnight or longer, you must use the overnight, deck or long-term parking lots to avoid excessive
parking costs. Any excessive parking expense will not be reimbursed.
3. Airfare
The authorized mode of air travel for company business in the United States is coach economy class. The company
does not pay any premium or additional charge for first class or other upgraded service. Under current policy,you
may choose to participate in Frequent Flyer programs as long as actual flights are chosen based on lowest fares,not
maximizing personal mileage credits.
City of Pearland,TX CONFIDENTIAL Page 33 of 42
PEAR 15L1D 0227(15L1C 0217)
•
Exhibit J/TRAVEL POLICY
Air travel is not allowed to destinations that are within 200 miles of your home or local office or in any situation
where it is more economical to drive rather than fly. All trips should originate from the major airport that is nearest
to our local office(Detroit Metro for Troy office employees)unless it is less expensive to use a different airport.
You are expected to book airline reservations 14 days in advance if possible to take advantage of reduced rate fares.
You're expected to accept the lowest fare with New World's preferred carrier, connecting flights, and alternative
flights, which depart within 2 hours of your desired departure time. The recommendations of New World's
Authorized travel Agent should normally be followed.
Air travel reservations must be booked through a company-approved travel agent who will bill New World directly
for the expense. In certain rare cases reservations may be made directly with the carrier as a result of flight
cancellations and necessary last minute changes in travel plans. In cases where you directly pay for air fare yourself
you must obtain a detailed receipt and submit it for reimbursement along with your credit card voucher or other
proof of payment,boarding passes and any ticket stubs.
Your boarding passes, ticket stubs (unless using an E-ticket), and travel agent's itinerary must be submitted with
your expense report for all air travel—regardless of whether the company or you paid the bill. If your itinerary
differs from the actual flights you made,provide an explanation on the itinerary.
Unused Tickets
Unused tickets are valuable and must be returned to the controller's office immediately so that proper credit can be
received. Do not keep unused tickets or try to convert them in any way for future use or gain.
4. Rental Cars
Compact cars should normally be rented. Full-size vehicles and vans may only be rented if groups exceeding 4
people or oversize packages must be transported and it is more economical to rent a larger vehicle. Every effort
should be made to share rental cars when attending common events with other New World employees.
You should return rental cars with a full tank of gas. Rental agencies charge excessive gasoline prices (currently
$6.00/gallon or more)to refuel a vehicle. While New World will reimburse you for normally-priced gasoline you
put into rental cars, we will not reimburse employees for excessive rental agency fuel charges that exceed$10 per
rental. Fill up in the morning or night before if you're not sure you'll have time when you return the car.
If you use a rental car on a trip that originates from your home or office,you may claim the standard mileage rate for
the business mileage(minus normal commuting mileage),but the cost of the rental car itself and gas,etc.will not be
• reimbursed.
In certain circumstances a Customer may request or allow you to drive a rental car to a location beyond 200 miles
from your home or office. This will be allowed only if an authorized Customer representative agrees in writing to
reimburse New World for the full cost of the rental car and all driving time at standard rates.
National Car Rental(NCR) To save money and better control expenses, the company maintains a corporate
account with National Car Rental. Our account recap number can be found on your NCR card. You must use
National unless they do not have a rental car available at that location. The collision damage waiver and personal
accident insurance should be declined on all business rentals made under our regular NCR corporate plan. When
renting your vehicle, verify that they are charging you the correct rate, which is usually stated on the itinerary from
our travel agent.
It's most economical to return the car to the same location where you originally rented it. If you must return the car
to another location, be aware that substantial additional charges will be assessed by National based on the distance
between the origination and drop-off offices.
City of Pearland,TX CONFIDENTIAL Page 34 of 42
PEAR 15LID 0227(15LIC 0217)
Exhibit J/TRAVEL POLICY
5. Ground Transportation
When renting a car is not more economical,the company will reimburse you for the costs of ground transportation,
including taxi cabs,shuttle services,bus fares,etc.including up to a 15%tip where appropriate. Cabs in many large
cities/airports can provide a detailed machine printed receipt . Such receipts should be obtained whenever possible.
Share cab rides with other New World employees whenever possible to save money.
On trips that exceed 2 days:Cab fare will not be reimbursed if it would have been cheaper to rent a car.
6. Per Diem Allowances
Standard Per Diem for Overnissht Travel: A standard per diem is paid for each evening you stay overnight on
business. The standard per diem amount is$52 for travel within the 48 continental U.S.states and$62 outside the
continental U.S. The standard per diem is intended to cover all meals, tips of all kinds, and other incidental
expenses for that evening and the next day.
You may claim an additional$26 per diem on the day of your return if you arrive home after 7:00 p.m.(i.e., flight
must arrive after 6:30 p.m.) You may claim an additional full per diem on the day of your return if you arrive home
after midnight(i.e.,flight must arrive after 11:30 p.m.)
Standard Per Diem for One-Day Trips: On one-day trips you may depart and return the same day and not spend an
evening out of town. In those cases,a$26 per diem may be claimed if you spend 12 hours or more away from home
on company business and travel more than 50 miles away from your office.
Billing and Special Situations: New World's Customers are normally invoiced for all per diem allowances paid to
employees for service trips. Sometimes our arrangements with Customers may specify a per diem amount that is
higher or lower than the standard rates above for business reasons. As a general rule, this will not change the
standard per diem allowance paid to employees. You will be notified in advance in IA Tieing if any exception to this
general rule applies in a specific situation.
7. Lodging
• You are expected to stay in economy hotels/motels when traveling on company business(examples: Comfort Inns,
many Holiday Inns, and other clean newer bargain motel chains, etc.) Lodging at higher priced luxury or resort
hotels will not be reimbursed unless approved by the President, or Vice President - Finance as being necessary for
business reasons—for example,staying at a resort location to attend a trade show or staying close to the prospect's
office during the sales process. Many hotels have government rates or special rates available to IBM or Microsoft
Business Partners or guests of the city/county. You should always attempt to receive any reduced rate.
Only room charges and taxes will be reimbursed for the days that official company business is conducted. Charges
for personal purchases like health club fees, room service, movies, snack bars, restaurant meals, bar charges,
personal items,etc.are not reimbursable. On extended trips,a laundry/dry cleaning allowance of$10 per week will
be reimbursed for travelers on extended trips who have not returned home for over 7 consecutive days.
City of Pearland,TX CONFIDENTIAL Page 35 of 42
PEAR 15L1D 0227(15L1C 0217)
CINewWorld Systems'
rbe•Public Sec Holm
APPENDIX 1
AGREEMENT AND AUTHORIZATION FOR PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
The attached configuration(Exhibit 1)describes the Third Party products and services that New World will obtain
for Customer. By execution of this Agreement,Customer authorizes New World to order the Exhibit 1 products
for delivery to:
City of Pearland
3519 Liberty Drive
Pearland,TX 77581
The payments for Appendix 1 Services are covered under the Cost Summary and Payment Schedule in Exhibit AA.
Customer is responsible for the site preparation and related costs to install the Exhibit 1 Third Party products.
Customer is responsible for any returned product charges, including re-stocking and shipping fees, for all Third
Party products ordered by New World on the Customer's behalf. Travel Expenses incurred by New World are in
addition to the Exhibit 1 cost and will be billed weekly as incurred.
The Exhibit 1 components and cost may only be changed by mutual agreement of the parties. If a change order in
the configuration requires additional costs, New World shall notify Customer of the additional costs and with
Customer's approval these costs shall be borne by Customer. Without such approval,the change order will not be
processed.
Customer shall or may be required to execute selected agreements with vendors and New World shall not confirm
the ordering of any Exhibit 1 products without Customer's authorized signature on said Agreements. Customer
shall receive the benefit of all warranties,services,etc.provided for in the Agreements.
City of Pearland,TX CONFIDENTIAL Page 36 of 42
PEAR 15L1D 0227(15L1C 0217)
EXHIBIT 1
CONFIGURATION
TI11RD PARTY PRODUCTS AND SERVICES
ITEM DESCRIPTION INVESTMENT
THIRD PARTY PRODUCTS AND SERVICES
1. CRW Systems(Community Development) $334,400
2. ExecuTime Time&Attendance System Included
3. Hardware,System Software&Services 68,300
TOTAL THIRD PARTY PRODUCTS AND SERVICES S402,700
City of Pearland,TX CONFIDENTIAL Page 37 of 42
PEAR 15LID 0227(15LIC 0217)
HARDWARE, SYSTEM SOFTWARE&SERVICES
RECOMMENDED SYSTEM I I:\RI>\\:\RI
SERVERS INVESTMENT
Host Servers
(2)Dell PowerEdge R620 1U Rack Servers(Or Similar) $15,000
-(2)Intel Xeon E5-2665 2.40GHz, 1600MHz,8-Core Processors
-48GB 1600MHz RDIMMs(Memory)
-Internal Dual SD Module with 1GB SD Card
-Embedded SATA Controller
-(1)Broadcom 5720 Quad Port 1GB NIC(Integrated)
-(1)Broadcom 5719 Quad Port 1GB NIC(PCIe)
-Redundant Hot Swappable Power Supplies
-DVD/ROM,SATA,Internal
-3 Year ProSupport 24X7X4 Hour Onsite
Storage Array(SAN)
(1)Dell EqualLogic PS4100XV 21.1 iSCSI SAN(Or Similar) 25,000
-(12)600GB 15K-RPM 3.5"SAS Hot Swap Disk Drives(7.2TB RAW)
-Dual Controllers with 4GB Battery Backed Cache Memory
-Supports RAID 5,RAID 6,RAID 10,RAID 50
-2 GB Ethernet Network Interfaces Per Controller(4 Total)
-Redundant Hot Swappable Controllers,Power Supplies,Cooling Fans
-Includes EqualLogic Array,Host,and Management Software
-3 Year ProSupport for IT and Mission Critical 24X7X4 Hour Onsite
Total System Hardware $40,000
SYSTEM SOFTWARE INVESTMENT
Host Servers
(4)Windows Server 2012-Standard Edition(Supports 8 VMs) $2,100
(250)Microsoft Windows Server 2012-User/Device CAL(Est.Concurrent) 6,000
(4)SQL Server 2012-Standard Core Edition,2 Cores(8 vCPUs Total) 11,500
(4)VMware vSphere 5-Standard Edition,Processor License,3 Yr.SNS 5,300
(1)VMware vCenter Server 5-Foundation,3 Yr.SNS 3,400
Total System Software $28,300
TOTAL INVESTMENT $68,300
V IEI l \L \L\('IIINE SPECIFICA'[IU\S
SPECIFICATIONS
Application/Intranet Web Server
City of Pearland,TX CONFIDENTIAL Page 38 of 42
PEAR 15L1 I)0227(15L1C 0217)
-4 vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-500GB Virtual Disk(Estimate-File Storage)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
Database Server
-4 vCPUs
- 12GB Memory
- 100GB Virtual Disk(OS)
-250GB Virtual Disk(Estimate-SQL)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
-Microsoft SQL Server 2012-Standard Edition,64-Bit
Analytics/SSRS Reporting Server
-4 vCPUs
- 12GB Memory
- 100GB Virtual Disk(OS)
- 100GB Virtual Disk(SQL)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
-Microsoft SQL Server 2012-Standard Edition,64-Bit
eSuite Web Server
-2 vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
Test Server I
-2 vCPUs 1
-4GB Memory
- 100GB Virtual Disk(OS)
-500GB Virtual Disk(Estimate-File Storage)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
Training Server
-2 vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-500GB Virtual Disk(Estimate-File Storage)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
VMware vCenter Management Server
City of Pearland,TX CONFIDENTIAL Page 39 of 42
PEAR 15L1D 0227(15LIC 0217)
-2 vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
I:1 ('O\1\1I \DED CLIE\1 SPECIFICA'11O\S
SPECIFICATIONS
FM/HR Workstation
-Intel Core i3/i5/i7 Processor
-3GB System Memory
-250GB Hard Drive
-Gigabit Ethernet Adapter
-DVD/ROM Drive
-Integrated Graphics
- 19"Color Monitor(1280 X 1024 Resolution)
-Windows 7/Windows 8 Professional w/Internet Explorer 10
City of Pearland,TX CONFIDENTIAL Page 40 of 42
PEAR 15LID 0227(15L1C 0217)
APPENDIX 2
INSURANCE CERTIFICATE
/-1 NEWWO-2 OP ID:JN
At`oRL ' CERTIFICATE OF LIABILITY INSURANCE DATE
05/222014
_ os/22/2ota
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED,the policy(les)must be endorsed. If SUBROGATION IS WAIVED,subject to
the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder In lieu of such endorsement(s).
PRODUCER CONTACT
MAYS:
Cambridge Property 8 Casualty PHONE I FAx NeL
a Marsh 8 McLennan Agency LLC IA/G Md 4er ____
16416 Mlddlebelt Road EMAIL
Livonia,MI 48164 A0° �
Robin R.Ballard,AAI,CIC,LIC INSURER(S)AFFORDING COVERAGE NAIL.
muses A:Berkley Nat.Ins.Co 38911
MUM New World Systems Corp. ITSURPRe:Rlverport Ins.Co 36884
Mr.Chuck Twigg
888 W.Big Beaver Rd. #600 °gURER Ct
Troy,MI 46064 INSURER D`
INSURER E:
_INSURER P:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POUCIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT.TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO AU.THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS
TYPE OF INSURANCE MS rimy° POLICY NUMBER IMWDO1YYYYt IMMASO/YYYYl LIMITS
LTR GENERAL LI Al UTY EACH OCCURRENCE a 1,000,000
A X coLMJERCIALGENERALw.aa.rTY TCP700109312 06!01/2014 06/01/2016 pR°EMISESLER w.) s 1,000,000
CLAYASJ,UOE I XI OCCUR MED EXPWry oow ps.aTI s 10,000
PERSONAL a ADV INJURY $ 1,000,00
GENERAL AGGREGATE $ 2,000,004
GEWL AGGREGATE L0MT APPLIES PID
S PER PRODUCTS•COMP AGO $ 2,000,000
—I POLICY IT I PFIi I I 7 LOC Emp Ben. s 1,000,000
AUTOMOBILE LIABILITY C swGLE Lwr $ 1,000,000
A X ANY AuTO TCP700109312 06/01/2014 06/01/2016 BODILY INJURY(PM Person) $
OWNED A AUTOS
BODILY INJURY(Pm socie.M) S
X HIRED AUTOS X ,0 0 IPER ACcio6NT1 OAMAGE s
s
X MORELLAUM% X OCCUR EACH OCCURRENCE S 10,000,000
A EXCESS LAB ClAPAS#1ADE TCP700109312 06/01/2014 06/01/2016 AGGREGATE S 10,000.000
DEO I X 1 RETENTIONS •0• S
WORKERS COMPENSATOR ITGRYIUTRRI 'TRH.
AND EMPLOYERS UABIUTY
A NI PROPRIETORIPARTNERIEXEMMYE Y^ NIA TWC700100412 06/01/2014 06!0112016 E�EACHACaDENT s 1,000,000
OPTIC andalaIEMSER EXCLUDED) I ' TWC700113212 06101/2014 06101/2016 EL.DISEASE EA EMPLOYEE,$ 1,000,000
B (Yendllory In NH) � ._...
Ory.SCR MONO OPERATIONS EL DISEASE•POLICY LENT 5 1,000,000
DESCRIPTIQN OF OPEMTIONS Wbw
A Professional Llab 110700109612 08101/2014 08101/2016 Aggregate 1,000,000
OEUCRIPfON Of OPERATIONS I LOCATIONS/VEHICLES Ia+N ACORD III,AdvW en.l Rwn.r..S<I„dule,II,,.e.pn I.n.Vwed)
Aggregate Limit: 91,000,000
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City of Pearland,TX CONFIDENTIAL Page 41 of 42
PEAR 15LID 0227(15L1C 0217)
APPENDIX 3
STATEMENT OF WORK
Placeholder for SOW
City of Pearland,TX CONFIDENTIAL Page 42 of 42
PEAR I5L1D 0227(15LIC 0217)
Fri 12
City of Pearland, TX
Statement of Work
Logos Public Administration Software Suite
January 23,2015
III New World Systems
13, New WTorld Systems'
LOGOS STATEMENT OF WORK (SOW)
Table of Contents
Page
A. PROJECT OVERVIEW 4
A.1 OBJECTIVES 4
A.2 SCHEDULE 5
A.3 SCOPE AND DEUVERABLES 6
B. PROJECT ORGANIZATION&DECISION MAKING 7
B.1 CUSTOMER PROJECT ORGANIZATION 7
B.2 NEW WORLD PROJECT ORGANIZATION 12
B.2.1 NEW WORLD PROJECT TEAM ASSIGNMENTS ERROR!BOOKMARK NOT DEFINED.
B.3 PROJECT DECISION MAKING PROCESS 17
C. PROJECT RESPONSIBILITY&RISK SUMMARY 18
C.1 PROJECT OWNERSHIP AND SUCCESS 18
C.2 CUSTOMER EXECUTIVE SPONSOR RESPONSIBILITIES 18
C.3 MANAGING CHANGE WITHIN CUSTOMER ORGANIZATION 18
C.4 PROVIDE A STABLE ENVIRONMENT AND SUFFICIENT INFRASTRUCTURE 20
C.5 NEW WORLD SYSTEMS ESCALATION POLICY 20
C.6 EXPECTATIONS FOR PROJECT IMPLEMENTATION 20
C.7 SOFTWARE&WARRANTY EXPECTATIONS 20
C.8 TOP ERP IMPLEMENTATION RISKS:WHAT CAN ENDANGER PROJECT SUCCESS? 21
D. PROJECT MANAGEMENT RESPONSIBILITIES 22
D.1 NEW WORLD'S PROJECT MANAGEMENT RESPONSIBILITIES 23
D.2 CUSTOMER'S PROJECT MANAGEMENT RESPONSIBILITIES 24
D.3 MANAGING PROJECT SCOPE-USE OF CONTRACT ADDENDUMS AND CHANGE ORDERS 25
D.4 PROJECT COMMUNICATION AND PLANNING TOOLS 26
D.5 PROJECT STATUS REPORTS 27
D.6 FORMAL CUSTOMER NOTIFICATIONS 28
E. 5 PHASE PROJECT IMPLEMENTATION METHODOLOGY(PIM) 29
E.1 MILESTONE SUMMARY 31
E.2 FORMAL NOTIFICATIONS SUMMARY 32
E.3 WORK BREAKDOWN STRUCTURE(WBS) 33
E.4 INITIATION PHASE 34
E.4.1 Step 1:Conduct Start-up Activities 35
E.5 PLANNING PHASE 38
E.5.1 Step 2:Plan the Project 39
E.5.2 Step 3:Approve the Project Plan 56
E.6 CONSTRUCTION PHASE 61
E.6.1 Step 4:Install the Standard Solution 62
E.6.2 Step 5:Build Out the Standard Solution 65
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LOGOS STATEMENT OF WORK (SOW)
Completion Criteria: This step shall be complete upon notification from New World the standard solution
build is ready for functional test. 73
E.6.3 Step 6:Validate Configuration 74
E.7 TRANSITION PHASE 80
E.7.1 Step 7:Conduct End User Training 81
E.7.2 Step 8:Conduct Go-Live 85
E.7.3 Step 9:Complete and Implement Remaining Contract Deliverables 90
E.8 CLOSING PHASE 95
E.8.1 Step 10:Close the Project 96
F. APPENDIX A:CONTRACT PRICING 98
The terms and conditions governing this project are specified in the Agreement between the parties. In the event
statements in this Logos Public Administration Software Suite Statement of Work(SOW)conflict with the terms and
conditions in the Agreement(including all of its Exhibits, Attachments and Addendums), the Agreement shall take
precedence over this SOW.
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el New World Systems'
LOGOS STATEMENT OF WORK (SOW)
A. PROJECT OVERVIEW
This Statement of Work(SOW)defines the principal activities and responsibilities of Customer and New
World for the implementation of an integrated ERP system consisting of the following primary software
applications:
LOGOS.NET Modules and Functions
Financial Management Suite
Payroll&Human Resources Suite
Utility Management
eSuite Web Applications
Decision Support Analytics&Reporting
The implementation includes New World oversight and governance for system integration activities with
CRW's Community Development and Executime's Time and Attendance solutions.
A.1 Objectives
To implement the software described in the Agreement to help the City allow for strategic expansion of
business processes,intending to address some of the City challenges as described below:
• Multiple City departments are using manual processes to track information outside of the HTE
System
• There is limited integration among City systems
• There is limited query and reporting capabilities in City systems.
• Limited document management functionality within current systems.
• The time entry and approval process is manual and paper-based.
• The City has numerous third-party applications outside of HTE.
• Collaborative plan review tracking functionality is not currently used.
• Existing systems have areas of limited eGovernment offerings.
• Existing systems do not provide executive level dashboards.
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.
PROJECT OVERVIEW
A.2 Schedule
This project is targeted to be completed and the project closed within 24 months of Agreement signing.
Many factors will impact the ability of the New World and Customer project teams to meet this target.
The New World and Customer Project Managers will work together,along with New World and
Customer senior management,to develop a project plan that itemizes the specific tasks,resources,
dependencies and schedules. New World will work hard to help build a project plan to meet the targeted
timeline.
However,unforeseen Customer dependencies,unexpected Customer circumstances or changes to
Customer requirements may cause the New World and Customer Project Managers to build a project
plan that does not meet the targeted project completion timeline.
When the planning activity is completed and the Project Plan is approved by New World and Customer
senior management,then the actual scheduled completion date will be determined for this project.
Developing the Project Plan and then approving the Project Plan are specific steps called out in the New
World Project Implementation Methodology(PIM)outlined in later sections of this SOW.
•
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rid Net t>Wbrlcl.S1'cI. ttts
PROJECT OVERVIEW
A.3 Scope and Deliverables
The success of the project is dependent upon all of the organizations identified below to participate fully
in this project and to fulfill all of their assigned tasks with quality and on schedule.
The scope of this project includes three types of deliverables from New World:
1. Licensed Standard Software Deliverables
2. New World Service Deliverables
3. Third Party Hardware, Software, Service Deliverables
4. Implementation oversight for Deliverables managed by CRW and Executime
The scope and deliverables proposed for this project are outlined in Appendix A.
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UriNeu. It( ail ci ctC',,is
LOGOS STATEMENT OF WORK (SOW)
B. PROJECT ORGANIZATION & DECISION MAKING
B.1 Customer Project Organization
The Customer project organization,roles and assigned individuals are shown below:
Customer
Customer
Community Utility
Finance HR/Pnyroll Development era.::.:
SME&Build Team SME&Build Team
Technology
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1113A'etr Mold.0 rsron ss
PROJECT ORGANIZATION & DECISION MAKING
B.1.1 Customer Project Team Assignments
The Customer Project Roles and Assignments will be finalized during the Planning Phase:
Functional Organization
Project Role and Role Nanie
IIIExecutive Sponsor TBD TBD
IIProject Manager TBD TBD
IIIFinance Subject Matter Expert TBD TBD
4 HR/Payroll Subject Matter TBD TBD
Expert
Utilities Management Subject TBD TBD
Matter Expert
6 Community Development TBD TBD
Subject Matter Expert
III Technology Leader TBD TBD
The Customer Project Manager will maintain a current version of the Project Team Assignments in the
Project Management Workbook.
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rhiliVetvnrld Systems'
PROJECT ORGANIZATION & DECISION MAKING
B.1.2 Customer Project Team Roles&Responsibilities
Here are the Customer Project Roles and Responsibilities:
B.1.2.1 Customer Executive Sponsor
• Provides executive level oversight of the project conduct and outcomes on behalf of
Customer.
• Executive Sponsor is appointed by the Customer Leadership team or by the Customer
Project Steering Committee(if the Customer elects to use a Project Steering Committee)and
serves for the duration of the project.
• Executive Sponsor(is/is not)a Project Steering Committee member(if the Customer elects
to use a Project Steering Committee).
• Executive Sponsor attends project meetings as appropriate and(votes/does not vote)on
resolutions presented.
• Executive Sponsor is accountable to the Project Steering Committee(if the Customer elects
to use a Project Steering Committee)for project conduct and outcomes.
• Executive Sponsor reports project status to the Project Steering Committee(if appropriate)
• Executive Sponsor monitors contract and budget compliance.
• Executive Sponsor presents and recommends approval of project funding requests to the
Project Steering Committee(if appropriate).
• Executive Sponsor presents and recommends final top level project decisions to the Project
Steering Committee(if appropriate).
• Executive Sponsor makes executive project decisions that do not require Project Steering
Committee approval(if appropriate).
• Executive Sponsor is accountable for project results and outcomes.
B.1.2.2 Customer Project Manager
• Project Manager provides day-to-day oversight of the project conduct and outcomes on
behalf of Customer.
• Project Manager is accountable to the Executive Sponsor for project conduct and outcomes.
• Project Manager reports project status to the Executive Sponsor.
• Project Manager monitors contract and budget compliance.
• Project Manager reviews invoices and provides recommended approvals for payment
• Project Manager manages project items,such as risks,issues and change orders
• Project Manager presents and recommends approval of project funding requests and change
orders to the Executive Sponsor.
• Project Manager presents and recommends executive level project decisions to the Executive
Sponsor.
• Project Manager makes and/or coordinates with project constituents to make daily project
decisions that do not require Executive Sponsor approval.
• Project Manager is accountable for project results and outcomes.
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O'Neil)World SyctE'1')zS' PROJECT ORGANIZATION & DECISION MAKING
B.1.2.3 Customer Subject Matter Experts(SMEs)
• SMEs represent functional senior managers and users for the functional areas engaged in the
project. The functional areas include:
o Finance
o HR/Payroll
o Utilities
o Community Development
• SMEs provide day-to-day oversight and coordination of the project tasks and outcomes on
behalf of the assigned functional areas on behalf of Customer.
• SMEs make and/or coordinate with functional constituents to make daily project decisions
that do not require Project Manager approval.
• SMEs are appointed by(the functional senior managers/some other entity)and serve for the
duration of the project.
• SMEs participate in End User Training activities.
• SMEs are accountable to the Project Manager and their Functional senior managers for
project conduct and outcomes.
• SMEs report project status to the Project Manager and their Functional senior managers.
• SMEs are accountable for the results and outcomes of project activities in their functional
areas.
• SMEs report issues,concerns,risk that threaten the schedule or outcome of the module.
B.1.2.4 Customer Technology Leader
• Technology Leader represents technology senior managers for project.
• Technology Leader provides day-to-day oversight and coordination of the technology tasks
and outcomes on the project.
• Technology Leader is appointed by(the technology senior managers/some other entity)and
serves for the duration of the project.
• Technology Leader is accountable to the Project Manager and their Technology senior
.managers for technology task conduct and outcomes for the project.
• Technology Leader reports status to the Project Manager and their Technology senior
manager.
• Technology Leader makes and/or coordinates with technology constituents to make daily
technology decisions that do not require Project Manager approval.
• Technology Leader is accountable for the results and outcomes of technology activities of the
project.
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Neu'W'o ldSlNkini
PROJECT ORGANIZATION & DECISION MAKING
B.1.2.5 Customer Build Teams
• Build teams are representatives from the functional areas engaged in the project. The
functional areas include:
o Finance
o HR/Payroll
o Utilities
o Community Development
• Build Teams complete project tasks to configure and setup their assigned functional areas of
the product suite.
• Build Teams are appointed by the(SME/functional senior manager/some other entity)and
serve for the duration of the project.
• Build Teams are accountable for the results and outcomes of the project activities in their
functional areas.
• Build Teams report issues,concerns,risk that threaten the schedule or outcome of the
module.
•
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4 Nerr World Systems'
PROJECT ORGANIZATION & DECISION MAKING
B.2 New World Project Organization
The intended New World project organization,roles and assigned individuals are described in B.2.1,
below. For situations where planned resources are unavailable,Project Management will determine the
most efficient means of re-planning(with additional resources,or by shifting timelines). Once resources
are baselined between New World and the City,escalations will be managed per procedures defined in
Agreement.
B.2.1 New World Project Team Assignments
Project Role I Functional Role [ Name(s)
1 Sales Executive Regional Vice President Greg Wandrei ,Debra Warren
2 Sales Representative Regional Territory Manager Duane Guidry
3 Executive Sponsor General Manager Logos Andy Breeden
Professional Services
4 Program Manager Program Manager Pete Thibideau
5 Project Manager Project Manager David Ledbetter
6 Finance Application Specialist Finance Application TBD
Specialist(s)
7 HR/Payroll Application HR/Payroll Application TBD
Specialist Specialist(s)
8 Community Development Community Development TBD—CRW
Application Specialist Application Specialist(s)
9 Utility Management Application Utility Management TBD
Specialist Application Specialist(s)
10 Technical Services Specialist Technical Services TBD
Specialist(s)
11 Data Conversion Lead Data Analyst TBD
The Project Roles and Assignments will be finalized during the Planning Phase.
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LI New World Sy:ctc'rns`
PROJECT ORGANIZATION & DECISION MAKING
Customer
Executive Sponsor.
Ci ;toiner
Project Manager
Finance HR/Payroll Community Utility
Development Management
SME&Build Team S E:&B ild, ea
Technology
-
The New World Project Manager will maintain a current version of the Project Team Assignments in the
Project Management Workbook.
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rai A\e1['ltiui'lcl.Sl'ti�C'j}l.ti`.
PROJECT ORGANIZATION & DECISION MAKING
B.2.2 New World Project Team Roles& Responsibilities
New World Project Roles and Responsibilities:
B.2.2.1 New World Sales Executive
• Served as the New World leader of the procurement process.
• Serves as a source of information about discussions and expectations formed during the
procurement process.
• Responsible to help complete additional procurements if any required for the project.
• Available to meet with Customer and New World senior managers during the project for
project discussions if requested by Project Managers.
• Available to help make contract adjustments if requested.
B.2.2.2 New World Sales Representative
• Served as the New World sales representative during the procurement process.
• Serves as a source of information about discussions and expectations formed during the
procurement process.
• Responsible to help complete additional procurements if any required in order to complete
the project.
• Available to meet with Customer and New World managers during the project for project
discussions if requested by Project Managers.
• Available to help make contract adjustments if requested.
B.2.2.3 New World Executive Sponsor
• Executive Sponsor is assigned at the project initiation and serves for the duration of the
project.
• Provides executive level oversight of the project conduct and outcomes on behalf of New
World.
• Executive Sponsor is accountable to New World executives for project conduct and
outcomes.
• Executive Sponsor monitors contract and budget compliance.
• Executive Sponsor makes executive project decisions,or facilitates obtaining decisions for
New World.
• Executive Sponsor meets with and reviews status with Customer Executive Sponsor.
• Executive Sponsor is accountable for project results and outcomes.
B.2.2.4 New World Project Manager
• Project Manager is appointed at project initiation and serves for the duration of the project.
• Project Manager provides day-to-day oversight of the project conduct and outcomes on
behalf of New World. `
• Project Manager is responsible for project planning.
• Project Manager is responsible for identifying and seeking solutions for project items—risks,
issues,concerns and changes.
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New World Systems'
PROJECT ORGANIZATION & DECISION MAKING
• Project Manager is responsible for New World resource management.
• Project Manager is accountable to the Executive Sponsor and New World executive
managers for project conduct and outcomes.
• Project Manager reports project status to the New World Executive Sponsor.
• Project Manager reports project status to the Customer Project Manager.
• Project Manager monitors contract and budget compliance.
• Project Manager presents and recommends approval of project funding requests to the New
World Executive Sponsor.
• Project Manager presents and recommends executive level project decisions to the New
World Executive Sponsor.
• Project Manager makes and/or coordinates with New World project constituents to make
daily project decisions that do not require New World Executive Sponsor approval.
• Project Manager is accountable for project results and outcomes.
B.2.2.5 New World Application Specialist
• Application Specialists serve as the product experts for their assigned functional areas of the
Logos product suite. The functional areas include:
o Finance
o HR/Payroll
o Utilities
o Community Development
• Application Specialists provide training and knowledge transfer to Customer functional
experts to enable Customer staff to set up and configure each application area of the product
suite.
• Application Specialists provide support to Customer functional experts to help them make
project decisions.
• Application Specialists provide training to Customer trainers to enable them to train end
users.
• Application Specialists provide training to Customer trainers to end users.
• Application Specialists are assigned by New World resource managers and serve for the
specific tasks as assigned during the project.
• Application Specialists are accountable to the New World Project Manager and their
resource managers for project conduct and outcomes.
• Application Specialists report project status to the Project Manager and their resource
managers.
• Application Specialists are accountable for the results and outcomes of project activities in
their functional areas.
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New World Sy stems`
PROJECT ORGANIZATION & DECISION MAKING
B.2.2.6 New World Technical Services Specialist
• Technical Services Specialist provides hardware,system software and network infrastructure
services.
• Technical Services Specialist reports status to the Project Manager and their technical
services resource manager.
• Technical Services Specialist makes and/or coordinates with Customer technology
constituents to project technology decisions that do not require Project Manager approval.
• Technical Services Specialist reports technical issues and resolution recommendations to the
New World Project Manager.
• Technical Services Specialist is accountable to the Project Manager and their New World
technical services resource manager for the technical services outcomes and results during the
project.
B.2.2.7 New World Data Conversion Lead
• Data Conversion Lead manages the New World data conversion activities and resources for
the project.
• Data Conversion Lead works with assigned Customer data conversion staff during the
project.
• Data Conversion Lead is assigned early in the project and serves for the duration of the data
conversion activities.
• Data Conversion Lead is accountable to the New World Project Manager and their data
conversion senior managers for data conversion task conduct and outcomes for the project.
• Data Conversion Lead reports status to the New World Project Manager and their data
conversion senior manager.
• Data Conversion Lead is accountable for the results and outcomes of data conversion
activities of the project.
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Neu?W'o ld.S)'stems'
PROJECT ORGANIZATION & DECISION MAKING
8.3 Project Decision Making Process
Decisions will be made at multiple organization levels at Customer and New World in order to deliver
the desired project results. Many decisions need to be made during the project. Many people are
involved in the project. If decision making is not appropriately defined,the risks increase that undesirable
project outcomes could occur. In setting up the decision making process for the project,the following are
desired:
1. It is desirable that decisions are made in a timely fashion and in accordance with the appropriate
level of authority required to establish policies and procedures,to authorize/approve plans and
resources,and/or to resolve issues.
2. It is desirable to enable decision-making authority to be granted to managers who are as close to
the daily project activities as possible to avoid delays or bottlenecks yet to also attain quality
results for the project.
Here are the decision-making levels at Customer and New World. If collaboration and communication
between the individuals on the same level(in the hierarchy shown below)at Customer and New World
fail to result in a timely decision or issue resolution as required to keep the project on track,then the
individuals must escalate the decision or issue resolution one level up as shown below.
Customer New World
Collaborate
Executive Sponsor Executive Sponsor
Communicate
Customer Collaborate New World
Communicate Manager Project Manager
Collaborate
Customer Communicate New World
Team Leaders Team Leaders
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CliVew W'orld Systems
LOGOS STATEMENT OF WORK (SOW)
C. PROJECT RESPONSIBILITY & RISK SUMMARY
New World's objective for every project is to fulfill all contracted obligations successfully,on time and
on budget.
In order to complete a successful project,both New World and Customer team must be engaged fully in
the project and support is required in a number of areas. To aid in completing a successful project, the
following responsibilities must be fulfilled and the risks must be mitigated.
C.1 Project Ownership and Success
1. Project ownership is shared between Customer and New World teams.
2. Executive sponsors from Customer team and New World need to collaborate to manage through
strategic issues,help drive change management,and maintain consistent communication
throughout the project.
C.2 Customer Executive Sponsor Responsibilities
1. Provide leadership and clear direction to Customer project team throughout the project.
2. Allocate sufficient and qualified resources to ensure a successful project.
3. Confirm achievement of all milestones and contract deliverables after each phase of the project.
4. Track progress and resolve issues during executive milestone reviews.
5. Ensure the assigned resources adhere to timeframes and schedules.
6. Partner with the New World Executive Sponsor to resolve any disputes that may arise.
7. Work as a team with New World to drive and promote change,and take advantage of best
practices.
C.2 New World Executive Sponsor Responsibilities
I. Provide leadership and clear direction to New World project team throughout the project.
2. Allocate sufficient and qualified resources to ensure a successful project.
3. Confirm achievement of all milestones and contract deliverables after each phase of the project.
4. Track progress and resolve issues during executive milestone reviews.
5. Ensure the assigned resources adhere to timeframes and schedules.
6. Partner with the Customer Executive Sponsor to resolve any disputes that may arise.
7. Work as a team with Customer to drive and promote change,and take advantage of best
practices.
C.3 Managing Change within Customer Organization
1. Customer is responsible for managing change within their organization.
2. Limit the scope of changes that may delay implementation or increase the cost of the project.
3. Users will need consistent coaching and reassurance from the leadership team.
4. Team should expect to provide extra effort during the implementation period.
5. Users need to understand the differences and overall benefits of the new system.
6. Do not allow individual desires or agendas to overshadow the needs of the many.
7. Customer management needs to explain the differences and benefits of the new solution.
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LOGOS STATEMENT OF WORK (SOW)
a. Workflow may be slower at first,but there is more information and long-term organization
value
b. More data integration is available which contributes to the overall solution value
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gi New World Systems
PROJECT RESPONSIBILITY & RISK SUMMARY
C.4 Provide a Stable Environment and Sufficient Infrastructure
1. Adhere to New World specifications for hardware,software and infrastructure.
2. Manage and maintain the necessary network bandwidth and stability.
3. Adhere to industry-standard practices when managing security, network and database resources.
4. Establish organization-wide policies and procedures to govern use of hardware,software and
networks.
C.5 New World Systems Escalation Policy
1. Customer identifies an issue and categorizes it as a product,project or business issue.
2. Customer contacts the New World Project Manager and provides detailed documentation of the
issue.
3. If New World Project Manager is unavailable,Customer contacts Customer Account Manager
(Regional Territory Manager or Customer Care Representative assigned to Customer).
4. If Customer is unable to resolve the issue or not satisfied with the issue resolution,Customer
escalates to New World Executive Sponsor for the project.
C.6 Expectations for Project Implementation
I. Project execution will follow the New World Project Implementation Methodology as described
in later sections of this SOW.
2. Customer and New World Project Managers shall identify key timeframes and requirements
early in the project.
a. Project start dates
b. Milestone dates
c. Customer blackout dates
d. Non-standard contract deliverables required for go-live(generally delivered after go-live)
3. Resource scheduling will be planned and agreed to by both Customer and New World.
a. Scheduled resource assignments will be held for a 90-day lock period
• b. Schedule changes within the lock period are costly,and can put the project plan at risk
C.7 Software & Warranty Expectations
I. Large-scale ERP software solutions typically have some open warranty issues
2. Software issues may arise as a normal part of any project implementation
3. Any issue with the software system should be documented using New World's standard
methodology
4. As with all projects,this is a partnership between Customer and New World,and the parties
need to work together to quickly diagnose and resolve any potential issues
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Liri NewW1orld.S'lr;I('?)1,
PROJECT RESPONSIBILITY & RISK SUMMARY
C.8 Top ERP Implementation Risks: What Can Endanger Project Success?
1. Customer Senior Leadership Not Engaged
a. Without sustained executive support and leadership,project delays and failure may occur
2. Increasing Project Scope
a. Changing or adding requirements mid-project may delay project and increase costs
b. Delayed approvals on non-standard contract deliverables may delay project and increase costs
c. Adding non-standard features increases the project complexity and risk of successful
implementation. Simplifying the go-live requirements early in the project plan and
minimizing requirements changes during project implementation mitigates risk
3. Change Management
a. Failure to manage process change in Customer organization increases risk
b. Effective communication is imperative during the entire implementation process
4. Third Party Contract Deliverables
a. Document and obtain approvals on requirements involving third parties early in the project
b. Set and manage expectations with all participants
5. Environment,Infrastructure and System Administration
a. Adhere to New World specifications for hardware,software and infrastructure
b. Manage and maintain the necessary network bandwidth requirements
c. Managing Customer environment during and after the project requires one or more skilled
system administrators to manage the technical resources
6. Data Conversion
a. Only submit data to New World after thoroughly reviewing Customer data mappings
b. Analyze all converted data closely,including controls,before resubmitting
c. Continue to stress user review and accuracy
Customer and New World Executive Sponsors and Project Managers are expected to work with each
other throughout the project to ensure mutual understanding of the responsibilities and risks described
above,work together to ensure both parties fulfill their respective responsibilities and mitigate the risks to
help ensure successful project completion.
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11111New World Systems-
LOGOS STATEMENT OF WORK (SOW)
D. PROJECT MANAGEMENT RESPONSIBILITIES
New World and Customer Project Managers will use the PIM to manage the implementation of the
New World technology and to transition Customer from its existing technologies and operation to
the technology provided and described in the Agreement. In addition to using the PIM,the following
guidelines shall be followed:
1. Work will be performed at the Customer's location and New World's project offices and will be
performed on business days during Customer's normal business hours,except when both parties
agree otherwise.
2. A project consists of the delivery,installation,configuration,testing,training and implementation
and go-live of the licensed standard software that provides the functionality and operation
described in the Agreement.
3. Additional work activities and software functionality not described in the Agreement and/or the
SOW will be considered a change to a project and will be authorized by Customer using the
Project Change Order document. Depending on the nature of the change,a cost adjustment may
result which shall be managed according to the Agreement
4. The Customer and New World expect and agree that the Agreement and/or SOW may be
modified from time to time,especially after New World gains a more complete understanding of
Customer's existing technologies,business practices and operations and after Customer gains a
more complete understanding of New World's solutions.
5. Training will take place during normal business hours,which is typically from 8:00 am-5:00 pm,
and will not exceed eight(8)hours per 24-hour period.Nonstandard training hours may be
accommodated upon mutual Agreement.Training arrangements for observers may be made upon
mutual Agreement.
6. Customer is responsible for the WAN/LAN infrastructure.
7. The operation and availability of the external systems or third party software is the responsibility
of Customer and necessary for the success of the project.
8. Customer is responsible for maintaining in good working order the third party systems that it
operates and that interface with New World software as part of this project.
9. The New World Implementation teams must have access to all servers and workstations that are
applicable to the project.This includes having a domain login with local administrative privileges
to remove/install software, access to registries, the ability to set scheduled tasks and remote
access to applicable desktops.
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�c rr ll-nrld.Sl.'Stefli
PROJECT MANAGEMENT RESPONSIBILITIES
D.1 New World's Project Management Responsibilities
Detailed Project Management responsibilities are outlined in each step of the l'IM. Overall, New World
responsibilities include the following:
1. Managing the efforts of New World's staff and coordinating New World activities with
Customer Project Manager.
2. Providing project status reports to Customer.
3. Documenting,coordinating and managing the overall Implementation Plan(both summary and
detail level)with the Customer's management and the Customer Project Manager.
4. Conducting a project review(kick-off)meeting at the Customer's location.
5. Managing the efforts of the New World staff and coordinating New World's activities with the
Customer's Project Manager.
6. Coordinating delivery of contracted services throughout the project.
7. Providing New World consultation with the Customer and its other vendors or third parties when
necessary.
8. Maintaining a record of all project communications.
9. Conducting regular project review meetings with the Customer's Project Manager via telephone
conference calls.
10. Preparing and submitting regular status reports to the Customer and to New World management.
11. Responding to issues if any rose by the Customer's Project Manager throughout the project in a
timely manner.
12. Preparing and submitting project Change Orders to the Customer's Project Manager(or
designee)as necessary and gaining New World and Customer approvals before implementing the
requested changes.
13. Conducting a project close-out meeting at the Customer's location to conclude the project.
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New World Systems
PROJECT MANAGEMENT RESPONSIBILITIES
D.2 Customer's Project Management Responsibilities
Detailed Project Management responsibilities are outlined in each step of the PIM. Overall, Customer
responsibilities include the following:
1. Assigning a competent Project Manager with authority to make project decisions and
commitments on behalf of Customer,including:
a. provide timely answers to New World's requests for information
b. coordinate a mutually agreeable implementation and training schedule
c. have authority to sign for and obligate Customer to any matters relating to service requests,
design documents,test documents and/or delivery and service schedules
d. In situations where Customer participation is required,provide timely input for systems
definition,detail design,and use of the software system
2. Managing the efforts of Customer's staff and coordinating Customer activities with the New
World Project Manager.
3. Providing status reports to New World on Customer tasks.
4. Providing overall status reports to Customer managers and teams.
5. Maintaining project communications with the New World Project Manager.
6. Providing input to New World for creation of the regular status reports.
7. Ensuring that Customer personnel have ample time,resources and expertise to carry out their
respective tasks and responsibilities.
8. Participating in the status gathering and sharing activities with the New World Project Manager
as required for determining project status.
9. Providing responses to issues raised by the New World Project Manager in a timely manner.
10. Serving as liaison with all Customer provided third party vendors and associated systems.
11. Ensuring that acceptable Change Orders are approved in a timely fashion by authorized
signature(s).
12. Providing workspace for New World personnel as reasonably requested.
13. Ensuring New World personnel have access to server and network equipment and work areas
with pre-authorization for off-hours.
14. Ensuring timely payment of accurate invoices.
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New World Sys/oils
PROJECT MANAGEMENT RESPONSIBILITIES
D.3 Managing Project Scope — Use of Contract Addendums and Change Orders
During the course of this project,it may become necessary to make adjustments to the scope of the
project. If such a situation arises,a formal process shall be used to document requests and solicit
approvals to change the scope. Contract Addendums or Change Orders will be used to request and
approve changes to project scope.
Changes to project scope include alterations,deletions,additions,deviations and omissions to the
products and services identified in the Agreement. The standard method of documenting and executing a
change to the Agreement are shown below:
• Exhibit A(Licensed Standard Software and Fees)—Contract Addendum
• Exhibit B(Implementation and Training Support Services)—Change Order
• Exhibit F(Data Conversions)—Change Order
• Exhibit G(Custom Interfaces)—Change Order
• Appendix 1 (Third Party Products and Services)—Contract Addendum
• The Logos Statement of Work(SOW) —Change Order
Note that the terms and conditions governing this project are specified in the Agreement between the
parties. In the event that statements in this Logos Statement of Work(SOW)conflict with the terms and
conditions in the Agreement(including all of its Exhibits,Attachments and Addendums),the Agreement
shall take precedence over this SOW.
Requests for changes that require Contract Addendums and/or Change Orders are typically initiated by
Customer. However,the New World Project Manager may offer proposals to Customer Project
Manager for consideration.
Customer approval of and a fully executed document for a New World-initiated Contract Addendum
and/or Change Order will be indicated through execution(signature)of the Contract Addendum and/or
Change Order documents by duly authorized Customer representatives before any additional work is
performed.
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ala New World Siste,ns°
PROJECT MANAGEMENT RESPONSIBILITIES
D.4 Project Communication and Planning Tools
During the course of this project, it is necessary to communicate information between Customer and
New World and vice versa. New World will provide project information to Customer in various
formats appropriate to each type of information that is communicated. Key communication and planning
tools to be used include:
Project Communication and Planning Tools
Project Plan
• Project Tasks
• Project Scheduling
• Resource Assignments
• Payment Milestones
• Key Milestones
• Contract Deliverables(Services and Software)
• Gantt Chart
Project Management Workbook
• Project Methodology Overview
• Monthly Project Status Report
• Project Schedule Customer Blackout Dates
• Contact Information
• Roles and Responsibilities
• Communication Plan
• Risk Management Plan
• Action Items
• Issues
• Change Control Definition,Register and Forms
• Pre Go-Live Readiness Checklist
• Pre Go-Live Systems Assurance Readiness Checklist
• Go-Live Checklist
• Post Go-Live Checklist
Data Conversion Plan
Technical Services Plan
Requirements Definitions(Custom Enhancements,Custom Interfaces)
Pre-Trip Reports
Post-Trip Reports
Build Plans
Training Plans
Functional Test Checklist
Additional tools will be used by the Project Managers as appropriate to communicate activity specific
information throughout the project.
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New World 1,ctons
PROJECT MANAGEMENT RESPONSIBILITIES
D.5 Project Status Reports
During the course of this project,the New World Project Manager will prepare and provide to Customer
monthly written status reports. In addition,weekly status review meetings and/or conference calls will be
used at the discretion of the Project Managers to further ensure appropriate status information is
exchanged. These review meetings and calls will also be used to identify and/or resolve issues where
possible,coordinate action items and schedule activities as appropriate.
Customer is responsible to provide New World with updated status regarding Customer tasks and
activities. The Project Managers shall collaborate to determine the best format and process for
communicating Customer status to New World.
In addition,the New World and Customer Executive Sponsors will meet periodically to review project
status. The initial meeting will take place during project initiation. At that meeting,a schedule will be
agreed upon for status meetings between the Executive Sponsors for the remainder of the project duration.
Customer will host the meetings at their location and is responsible to attend as planned.
Communication between the senior managers at Customer and New World is essential to ensure project
success and these meetings are a key activity to ensure project success.
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PROJECT MANAGEMENT RESPONSIBILITIES
D.6 Formal Customer Notifications
During the course of this project,it is necessary to formally notify Customer of completion of key events
or fulfillment of key project obligations. The New World Project Manager will notify Customer in
writing of the completion of these key events and obligations. The reasons for formal notification
include:
1. Bring Customer's attention to the New World position that a key event has occurred or a key
project obligation has been fulfilled.
2. Establish"for the record"that Customer has been notified.
3. Provide a specified time period for Customer to take exception or dispute the New World
position,if so desired.
4. To bring clear closure for the project teams that key events did occur and fulfillment of key
project obligations were made.
When notified by New World, Customer may:
1. Sign and return the notification as acknowledgement and approval of the completion of the key
event or fulfillment of the key project obligation in a timely manner.
2. Provide written notice to New World within the specified time period(typically 15 days)that
Customer does not agree that of the completion of the key event or fulfillment of the key project
obligation occurred and why.
3. Do nothing within the specified time period(typically 15 days),in which case the completion of
the key event or fulfillment of the key project obligation is deemed approved by Customer.
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la New World Systems
LOGOS STATEMENT OF WORK (SOW)
E. 5 PHASE PROJECT IMPLEMENTATION METHODOLOGY(PIM)
•r■Customer Agreement Signed VGo Live
'.... Ow.
ow
moos
moo no elk
%SP 0
Initiation Planning Construction Transition Closing
Phase Phase Phase Phase Phase
o Conduct Start-up : Plan the Project ; Install the Standard 7. Conduct 1- Close the Project
Activity Solution End UserTraining
Approve Project
Plan ii Build Out Standard 8 Conduct Go-Live
Solution
9 Complete and
Finalize Implement
Configuration Remaining
Deliverables
5 Phase Project Implementation Methodology(PIM) .
Since its inception,New World has successfully completed thousands of implementation projects. New
World has developed this standard project implementation methodology to be predictable,repeatable,
lower risk and maximize project success. This standard approach is based upon a blend of Project
Management Institute(PMI)Project Management Book of Knowledge(PMBOK)guidelines and
knowledge obtained from years of successful New World project management activity deploying public
sector solutions.
Projects are divided into five distinct phases during implementation:
1. Initiation—Engage project management,establish initial communication channels and begin
planning.
2. Planning—Create and approve the Project Plan.
3. Construction—Execute the Project Plan to build,configure,test and review the system to verify
system readiness.
4. Transition—Train users,perform data conversion(if required),execute go-live,complete Post
Go-Live activities,finalize Customer application customizations,optimize implementations(if
applicable)and complete final acceptance of the operating system.
5. Closing—Review and approve the project closure,disengage project management and formally
transfer Customer to New World Account Management team.
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New World Systems'
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
Each phase consists of one or more steps. Each step includes:
1. New World Responsibilities–Tasks New World staff is responsible to complete.
2. Customer Responsibilities–Tasks Customer staff is responsible to complete.
3. Product and Service Deliverables—Contract items that are delivered during the step.
4. Key Milestones–Events that are key to monitoring the status and health of the project.
5. Completion Criteria-requirements in order to consider the step complete.
The Phases, Steps,Milestones,Product and Service Deliverables,and Work Breakdown Structure(WBS)
that comprise the PIM are summarized in the matrix on the following pages. Each step and project
deliverable are described in detail in the sections following this matrix. Although the PIM steps are
shown in diagrams as sequential,steps will overlap based on individual project needs and circumstances.
Also note,the Phases, Steps, Milestones, Product and Service Deliverables,and WBS are embedded in
the Project Plan template,which is used in conjunction with this methodology.
Note, the Construction Phase(Steps S and 6)and the Transition Phase(Steps 7 through 9)are
repeated for each application if the project contains staged go-live events.
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��c�tt� ib'b1id SiNi('iins
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
El Milestone Summary
These are the payment milestones specified for this project per the Agreement terms and conditions
along with the Key Project Milestones that will be used to help monitor project status.
Milestones
Key Project
.. Phases Steps Milestones
1- Conduct Start-up Execute Customer Agreement
Initiation Activity
2 - P Ian the Project Complete Executive Summary Project Plan
P tanning Draft Project Plan
3 - Approve the Project Approve Project Plan
Plan
4 - Install the Standard Deliver Technical Services Specification Document
Solution
Construction 5 - Build Out Standard Complete Build of Configuration for Functional Test
Solution
6 - Validate Configuration Approve Final Configuration for Training and Go-Live
7 - Conduct End User Complete Pre-Go-Live User Training
Training
8 - Conduct Go-Live Go-Live
Transition
g - Complete and Implement Complete Development and Implementation of Remaining
• Remaining Deliverables Deliverables
10 - Close the Project Project Complete
C losing
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Nets tVoi lcl s1' rrs-
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.2 Formal Notifications Summary
Certain communications are so important during the course of a project they cannot be left to verbal
conversation or email messages alone. Formal notifications will be used to help manage expectations,
ensure senior managers are informed,cause Customer and New World decisions to be made in a timely
fashion,and help the Project Managers adhere to project timelines.
Here are the required formal notifications that the New World Project Manager will use in managing this
implementation project.
Format Communications
Customer Notifications
Phases.. Steal i
1- Conduct Start Notification that Milestone is Complete
Initiation up Activity -Deliver licensed Standard Software
Notification of Start of Warran Period
2- Plan the Notification that Milestone is Complete
Project -Complete Executive Summary Project Plan
Planning
3- Approve the Notification that Milestone is Complete
Project Plan -•..rove Pro ect Plan(MPP)
4- Install the Notification that Milestone is Complete
Standard -Deliver Technical Services Specification Document
Solution Notification that Project Deliverable is Complete
-Deliver 3'd Par Hardware Deliver 3rd Par Software
5- Build Out Notification that Project Deliverable is Complete
Standard -Deliver Licensed Custom Software Enhancements
Construction -Deliver Licensed Custom Interfaces
Notification that Milestone is Complete
-Complete Build Out of Configuration for
Functional Test
6- Validate Notification of Data Conversion Pre-Go-Live Approval
Configuration Notification that Milestone is Complete
-•..rove Final Confi:uration for Trainin:and Go-live
7- Conduct End Notification that Milestone is Complete
User Training -Complete Pre-Go-Live User Training
8- Conduct Go- Notification of Data Conversion Pre-Go-Live Approval
Live Notification that Milestone is Complete
-Go-Live
9- Complete and Notification that Milestone is Complete
Transition Implement -Complete Development and Implementation of
Remaining Remaining Deliverables
Deliverables Notification that Project Deliverable is Complete
-Deliver Remaining Licensed Standard Software
-Deliver Remaining Licensed Custom Software
Enhancements
-Deliver Remainin:Licensed Custom Interfaces
10- Close the Notification that Milestone is Complete
Closing Project -Close Pro'ect
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LIFIA'elettbricl.51:�I(.'i1 �
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.3 Work Breakdown Structure (WBS)
Here is the Work Breakdown Structure for this implementation project.
Initiation Sop 1' A.Deliver licensed Software
Conduct Start-up Activty B.Complete Start-Up Communication
Step L A.Perform Discovery
Plan the Project 8.Establish Executive Relationship and Expectations
C.Establish Project Methods,Acceptance Criteria and Governance
D.Plan Implementation Activities
E.Draft the Project Plan
F.Draft the Technical Services Configuration Plan
G.Draft the Data Conversion Plan
H.Draft the Requirements Definitions(RDs)(for
Planning additional custom sdtware or modifications)
Phase I.Provide Functional Specification Review(if service is rontracte d)
I.Approval of Draft Project Plan/internal)
A.Present Project Plan
Step 3r B.Review end Approve Project Plan(MPP)
Approve the Project C.Review and Approve Supporting Plans
Pan Data Conversion Plan
Technical ServicesConfigurationPlan
Requirements Definitions(if any regrired)
Step 4:
Instal the Standard
Sobtbn
Step S: A.Provide Integration Overview
Build Out Standard B.Build Out the Applications
Sobtbn C.Perform Initial Data Conversion Development and Testing
D.Complete Pre Go-Live Custom Software Enhancements(d any)
Construction Custom Interfaces
Phase Custom Sdtware Enhancements
State Compliance Enhancements
E.Conduct Functional Test
O
A.Update Configuration Settings and Workflows
Step 6 B.Perform Final Data Conversion Test Run and Final Testing
Pnalize Configuration �+
C.Prepare Go-Live Plan
0
Step T. A.Tran the Trainers
CondT�rEnd User B.Train the End Users
Step& A.Execute Go-Live Preparation
Go-live 8.Pedonn Go-live Data Conversion _
C.Go live
Transition
phase Step* A.Perform Post Go-live Data Conversion
Cornplete Remaining B.Complete Post Go-Live Custom Enhancements(if any) X
Deliverables Custom interfaces
Custom Software Enhancements
C.Provide Post Live Training and Support
D.C onduct Reliability Test(if specified in Customer Agreement)
E.Complete Decision Support Software(DSS)Setup and Training(if
required)
Closing Step 10: A.VerifyAll Contract Items Delivered and Payments are Collected
Phase Dose the Project B.Transition from Project Team to Account Team and Close Project
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I\ew iV rld,'stems'
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.4 Initiation Phase
VCustomer Agreement Signed VGo Live
,
•
Initiation
Phase
a Conduct Start-up
Activity
Purpose: Deliver standard licensed software,engage project management, establish initial
communication channels and begin planning.
Description of Phase: The Initiation Phase initiates with the Agreement being signed by both parties.
This phase consists of one step:
• Step 1: Conduct Start-up Activities
New World will deliver the standard licensed software. Also,the initial communication takes place
between New World and the Customer,the Project Managers are assigned and the New World Sales
representative initiates the formal transition of the project to the New World Operations team. The
Operations team(when completely formed) includes Executive Sponsorship,Project Management and
Professional Services Application Specialists.
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L174 New World Systems.
INITIATION PHASE —STEP 1A
E.4.1 Step 1: Conduct Start-up Activities
Initiation Phase: Step 1 — Conduct Start-up Activity
A. Deliver B.Complete Start-up
Licensed Software Communication
Step lA-Deliver Licensed Software
Overview: When the Agreement is signed, New World will deliver to Customer the standard licensed
software in the Agreement. This delivery excludes any custom software enhancements or custom
interfaces(which will be delivered later in the project once completed).
Responsibilities
New World Customer
1. Deliver the standard licensed software electronically 1. Receive the DVDs containing the standard licensed
by either shipping DVDs containing the software,or software shipped,or
posting the software to a Customer Portal for 2. Download the standard licensed software from the
download. Customer Portal.
2. If posted to a Customer Portal for download, New
World will notify Customer the software is
available and is considered"delivered."
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cI New LVo lcl.5'1'.'It
INITIATION PHASE—STEP IA
Product and Service Deliverables
Products Services
1. Licensed Standard Software None
Milestones
1. Execute Customer Agreement
2. Deliver Licensed Standard Software
Milestones
1. Notification of Delive of Licensed Standard Software
Completion Criteria: This step shall be complete upon acceptance of the delivery of the standard
licensed software.
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CI New World Slcslenrs
INITIATION PHASE—STEP 1 B
Step 1B-Complete Start-Up Communication
Overview:The New World Project Manager will complete one or more conference calls with
Customer. The objectives for this communication are:
1. Describe key teams/groups and identify their roles and responsibilities during the project.
2. Discuss expectations of Customer and New World.
a. Notify Customer their senior leadership will be required for executive project reviews and
signing approval documents.
b. Discuss Project timeframes
3. Discuss Account Management Planning meeting agenda and objectives.
4. Review Account Management slide deck,adjust as necessary.
5. Set date for onsite Account Management Planning meeting and discuss site preparation.
6. Discuss keys to project success.
7. Request topology diagram of Customer's network,if available.
Responsibilities
4# New World it Customer
1. Schedule New World staff to participate in the 1. Schedule Customer resources to participate in the
start-up call(s). start-up call(s).
2. Clearly define the objectives for each of the start-up 2. Participate in the call and discuss agenda items
call(s). during the start-up call(s).
3. Request topology diagram of the Customer's
network. 3. Provide the topology diagram of the Customer's
4. Request a copy of Customer's Organization Chart. network.
5. Review Customer Competency Matrix. 4. Provide a copy of the Customer's Organization
6. Complete Internal Contract Review Chart.
Product and Service Deliverables
Products Services
None None
Milestones
None
Formal Notifications
None
Completion Criteria:This step shall be complete at the conclusion of the Start-Up Conference Call(s).
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IFIRVeletVorld.V■Iem
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.5 Planning Phase
VCustomer Agreement Signed ♦Go Live
Planning E
Phase
z Plan the Project
3 Approve Project
Plan
Purpose: Create and approve the Project Plan( ).
Description of Phase: The Planning Phase consists of two steps:
• Step 2: Plan the Project
• Step 3: Approve the Project Plan
During this Phase,the New World and Customer Project Managers organize the project,establish
project teams,confirm requirements,develop the Executive Summary Project Plan, develop the MPP,
develop the Data Conversion Plan,establish acceptance criteria and obtain senior management approval
for these plans.
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liNcir. IVOrld.SJ.��('li:.'
PLANNING PHASE — STEP 2A
E.5.1 Step 2: Plan the Project
Planning Phase: Step 2-Plan the Project
A.Perform Discovery F.Draft the Technical Services
Plan
B.Establish Executive G.Draft the Data Conversion Plan
Relationship ar d Expectations (when applicable)
C.Establish Project Methods, H.Draft and Present the
Acceptance Criteria and Requirements Definition
Governance (when required)
I.Provide Functional
D. Plan Implementation Activities Specification Review
(if service is contracted)
E.Draft the Project Plan J.Approval of Draft Project Plan
(internal)
Step 2A—Perform Discovery
Overview: New World and Customer Project Managers will review Customer's business practices,
environment and workflow. Key events include:
1. In-depth review of Customer operations and policies to establish an understanding of
Customer's environment.
2. Review of contracted Requirement Documents(RDs) for Custom Software Enhancements and/or
Custom Interfaces.
Key participants include:
1. New Account Sales or Customer Care Account Manager
2. New World Project Manager
3. New World Application Specialists
4. Customer Project Manager
5. Customer SMEs
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Ci New World Systems'
PLANNING PHASE —STEP 2A
Responsibilities
New World Customer
1. Review Customer workflow requirements as 1. Coordinate with Customer participants to be
described above,if available. available as necessary including supervisors,SMEs
2. Document workflows and requirements reviewed. and others to discuss all licensed applications,
3. Review any and all documents detailing discovery modules and functions.
activity completed during the sales process
including:
a. Discovery Document(Demonstration
Team)
b. Best Process Review(Demonstration
Team)
c. Turnover Document
Product and Service Deliverables
Products Services
Write up of Discovery Findings None
Milestones
None
1 . Formal Notifications
None
Completion Criteria:This step shall be complete upon review of Customer 's operations,workflows
and policies.
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la New World Systems
PLANNING PHASE—STEP 2B
Step 2B-Establish Executive Relationship and Expectations
Overview:The assigned New World Executive Sponsor will meet with Customer Senior Manager(s)to
establish a business relationship between New World and Customer executives. During this meeting,
these key topics will be reviewed:
1. Executive overview with Executive Management and identification of Customer Executive
Sponsor(s).
2. Review of project scope(Agreement,project implementation methodology)with Customer
Senior Management.
3. Discuss initial Project Schedule and resource management policy.
4. Presentation of the overall implementation strategy,roles,responsibilities and keys to project
success.
Key participants include:
1. Senior/Executive Sponsor
2. General Manager of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. Customer Senior Management/Executive Sponsor
6. Customer Project Manager _
This meeting is commonly referred to as the Executive Sponsor Meeting.
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CiNew World,Systems'
PLANNING PHASE — STEP 2B
Responsibilities
New World Customer
Executive Sponsor will meet with Customer senior 1. Schedule appropriate senior managers participate in
managers to discuss topics listed above.Once complete, the meeting.
the Executive Sponsor(and/or designee)will document 2. Reach Agreement with New World on senior
and distribute the information to the appropriate management status reporting, meeting agendas and
members of the project teams.The New World schedules.
Executive Sponsor responsibilities include: 3. Accept responsibility for prescribed expectations of
Customer senior management team.
1. Review summary of project
2. Establish framework for future senior manager
meeting agendas and schedule,roles and
responsibilities of New World and Customer
senior managers
3. Discuss Customer initial senior input for Project
Schedule
I
Product and Service Deliverables
Products Services
Implementation Overview Presentation None
Milestones
1. Complete Executive Summary Project Plan
Formal Notifications
1. Project Deliverable Corn detionNotification—Complete Executive Summa Project Plan
Completion Criteria: This step shall be complete upon completion of the initial Executive Summary
meeting.
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Newnrld Systems PLANNING PHASE— STEP 2C
Step 2C-Establish Project Methods, Acceptance Criteria and Governance
Overview:The assigned New World Project Manager will coordinate a series of onsite meetings with
key Customer staff associated with project planning,development and implementation.In this series of
meetings,New World and Customer will establish project methods,acceptance criteria and governance.
Key topics include:
1. Review of project scope(Agreement,project implementation methodology)with Customer
project management.
2. Discuss initial Project Schedule and resource management policy.
3. Presentation of the overall implementation strategy,roles,responsibilities and keys to project
success.
Key participants include:
1. General Manager of Professional Services
2. New Account Sales or Customer Care Account Manager
3. New World Project Manager
4. Customer Project Manager
5. Customer project planning staff as appropriate
These meetings are commonly called the Account Management Planning meetings.
Responsibilities
New World Customer
Project Manager will meet with Customer staff to 1. Discuss with New World and help outline a
discuss topics listed above.Once complete,the Project document describing the project methods,
Manager(and/or designee)will document and distribute acceptance criteria and governance topics.
the information to the appropriate members of the 2. Provide written list of any specific issues found by
project teams.The New World Project Manager Customer with the project documentation prepared
responsibilities include: through this process.
3. Reach Agreement with New World on adjusting
1. Review project methodology documents to reflect issues identified.
2. Establish framework for account management,roles
and responsibilities of New World and Customer
3. Establish initial Project Management Workbook
(PMW)with Customer:
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Initial issues/concerns
4. Discuss Customer initial input for Project Schedule
Once compiled,documents will be provided to
Customer for review.
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lala New World Systems' PLANNING PHASE — STEP 2C
Product and Service Deliverables
Products Services
Initial Project Management Workbook None
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon delivery of the initial Project Management
Workbook documents to Customer.
L
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New World
PLANNING PHASE— STEP 2D
Step 2D—Plan Implementation Activities
Overview:The assigned New World Project Manager will coordinate a series of internal meetings with
key New World staff associated with project planning,development and implementation. In this series
of meetings,New World will refine project methods,scope and requirements for functional teams who
will provide project deliverables.
Key topics include:
1. Review of project scope(Customer Agreement,project implementation methodology,Discovery
Review)
2. Discuss initial Project Schedule and resource assignments
Key participants include:
1. New World Executive Management
2. New Account Sales or Customer Care Account Manager
3. New World Project Manager
4. New World Functional Team Managers
Responsibilities
New World Customer
Project Manager will meet with New World staff to None
review information documented during Perform
Discovery and Customer meetings to Establish Project
Methods,Acceptance Criteria and Governance
activities.
The New World Project Manager responsibilities
include:
1. Provide functional managers with a refined scope of
project,customer's project expectations and project
information.
2. Review any required or possible future changes to
the contract.
3. Develop an overall implementation strategy to meet
the Customers'needs by identifying:
a. Schedule
b. Resource assignment
c. Work assignments
d. Project workflow
4. Complete executive project requirements review
5. Complete second Internal Contract Review
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ra New World Systems'
PLANNING PHASE — STEP 2D
Product and Service Deliverables
Products Services
Draft Project Plan and Gantt Chart None
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon presentation to Customer of the draft Project
Plan.
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opNew World Sl:slorr-
PLANNING PHASE — STEP 2E
Step 2E-Draft the Project Plan
Overview: In parallel to Establish Executive Relationship and Expectations,the assigned New World
and Customer Project Managers will review of Customer's business practices,environment and
workflow to examine the fit into the New World software product. Following this assessment,New
World and Customer will create the initial draft of the MPP. Key topics include:
1. High level review of Customer workflows and policies to establish the foundation to facilitate
discussions related to a proposed timeline,custom requirements and an initial training schedule.
2. Address go-live requirement for custom interfaces,custom software modules and/or data
conversions.
3. Development of the initial draft of Project the Plan.
The initial draft of the Project Plan can be a full MPP or it can be the Project Schedule from the PMW.
At this time,the draft plan is based on the future availability of New World and Customer resources,the
successful completion of project tasks over time,and the mitigation of potential project delays. It is a
baseline project plan that may require alterations due to changes in the project as the plan is executed.
Key participants include:
1. Senior/Executive Sponsor
2. General Manager of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. Customer Senior Management/Executive Sponsor
6. Customer Project Manager
7. Customer SMEs
Responsibilities
New World Customer
1. Review Customer \corkflow requirements. 1. Identify any Customer schedule dependencies,
2. Document the workflows and requirements constraints,conflicts and requirements.
reviewed. 2. Work with New World Project Manager on
3. Distribute the documents to the appropriate developing the initial draft of the MPP.
members of project team. 3. Provide written list of any specific issues found by
4. Develop initial draft of MPP. Customer with the project documentation prepared
through this process.
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ir4 New World Systems'
stems'
PLANNING PHASE —STEP 2E
Product and Service Deliverables
Products Services
None 1. Draft the initial Project Management Workbook
2. Draft the Project Plan
Milestones
1. Draft Project Plan
Formal Notifications
None
Completion Criteria: This step shall be complete upon presentation to Customer of the draft Project
Plan.
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New World S1sI iii
PLANNING PHASE — STEP 2F
Step 2F-Draft the Technical Services Configuration Plan
Overview: In parallel to Establish Project Methods,Acceptance Criteria and Governance and Draft the
Project Plan,the Technical Services team will work with the Project Manager to coordinate and facilitate
a set of conference calls with Customer to address the Technical Services activities required to deploy
application servers and software at Customer location. The key objective of the conference calls is to
ensure all parties understand what is required for each component the Technical Services team will
deploy,infrastructure requirements for deployment and environmental factors that could affect
deployment.
Respon
New World - ,. Customer
I. Technical Service Lead facilitates conference call 1. Identify any Customer schedule dependencies,
with Customer and New World technical resources constraints,conflicts and requirements.
to address the initial Technical Services planning 2. Work with New World Project Manager on
and analysis. developing the initial draft of the Technical
2. Document Customer site technical information. Services Plan.
3. Develop a Technical Services Plan(incorporated
within the MPP)detailing the tasks required to
execute the Technical Services activities for
deployment(Technical System Stet-up,Mobile
Messaging Installation and Field Reporting
Deployment).
Product and Service Deliveerrables
Products Services
None 1. Draft Technical Services Configuration Plan
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be completed upon creation of the draft Technical Services Plan.
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New Woad Systems
PLANNING PHASE — STEP 2G
Step 2G-Draft the Data Conversion Plan
Overview:In parallel to Establish Project Methods,Acceptance Criteria and Governance and Draft the
Project Plan,New World will provide conversion assistance to Customer to help convert the existing
data files defined in the Agreement. If additional files are identified after the execution of the
Agreement,estimates will be provided to Customer prior to New World beginning work on those newly
identified files.
Based on the Agreement,Customer and New World will conduct the data conversion and migration.
New World will analyze Customer source data,develop and deliver a Data Conversion/Migration Plan.
This conversion effort includes data coming from one unique database or source,not multiple sources.No
data cleansing,consolidation of records,or editing of data will be part of the data conversion effort. Any
data cleansing,removal of duplicate records or editing must take place by Customer prior to providing
the data to New World.
A data conversion analysis and assessment to verify the scope of effort for the project will be conducted
onsite at Customer location.Customer will be responsible for actual travel expenses for this trip.
The scope specification shall include identification of Customer files to be converted,the number of
records to be converted and the number of data drops provided to Customer. The standard number of
data drops is three(3)test and 1 (one)final production data drop per module.
Should Customer require a change in scope,a revised cost estimate for the data conversion may be
provided at the conclusion of the assessment. Customer may elect to cancel or proceed with the
conversion effort based on the revised estimate.
Responsibilities
New World Customer
1. Data Conversion Lead facilitates conference call 1. Customer will work with New World in getting
with the Customer and New World participants to data in standard conversion record layouts as
address the data conversion process and initial required by New World.
requirements. 2. Appoint key contact regarding delivery and loading
2. Document Customer's preliminary conversion of conversion data.
requirements. 3. As provided in the project plan for conversions,
3. Develop a Data Conversion Plan(incorporated Customer will provide a dedicated resource in each
within the MPP)detailing the tasks required to application area to focus on conversion mapping
execute the data conversion activities. and testing.
4. Distribute and explain the Data File Conversion
Implementation Guide.
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New Wald Systems'
PLANNING PHASE— STEP 2G
Product and Service Deliverables
Products Services
Data Conversion Implementation Guide 1. Draft Data Conversion Plan
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon creation of the draft Data Conversion Plan.
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CINew World Syslems` PLANNING PHASE—STEP 2H
Step 2H-Draft Requirements Definitions(RDs)(for additonal custom software or modifications)
Overview: In parallel to Establish Project Methods,Acceptance Criteria and Governance and Draft the
Project Plan,the New World Project Manager will coordinate a series of discussions with key Customer
SMEs associated with requested scope changes/additions to the contracted Custom Software
Enhancements and/or Custom Interfaces. Working with Customer,New World will develop the
additional Requirements Definition(RDs)to support contract changes associated with the additional
development activity.
Responsibilities
New World Customer
1. The Project Manager will meet onsite or via 1. Meet with New World Project Manager and review
conference calls with Customer staff and review requirements for additional Custom Software
requirements for additional Custom Software Enhancements and/or Custom Interfaces.
Enhancements and/or Custom Interface 2. Review and validate the draft Requirements
development. Definitions(RDs)as documented.
2. Once the process of requirements definition 3. Provide written list of any specific issues found by
gathering is complete,the Project Manager working Customer with the Requirements Definitions
with Customer will review the draft Requirements prepared through this process.
Definition documents and distribute them to the
appropriate members of the Project Team for
validation.
3. Submit approved Requirements Definitions to New
World Sales Administration team to generate a
contract addendum to add the additional RDs to the
scope of the project.
Product and Service Deliverables
Products Services
Draft Requirements Definition Documents(RD's) 1.
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon delivery of the draft Requirements Definition
Documents.
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New World Systems
PLANNING PHASE — STEP 21
Step 2I-Provide Functional Specification Review
Overview:The New World Project Manager will meet onsite with Customer and review the functional
specifications for the licensed software,if service is contracted.
Responsibilities
New World Customer
1. The Project Manager and an appropriate number of 1. Customer working with New World Project
New World Application Specialists,working with Manager and SMEs will review the functional
Customer,will review the functional specifications specifications for the licensed software(typically
for the licensed software(typically functional attached in the Agreement from the New World
specifications are attached in the Agreement from Response to Customer RFP)if review services are
the New World Response to Customer RFP)if purchased.
review services are purchased. 2. Approve validation of the functional specifications
2. Approve validation of the functional specifications on behalf of Customer. (if applicable)
on behalf of New World. (if applicable)
Product and Service Deliverables
Products Services
1. Provide Functional Specification Review(if service
is contracted)
Milestones
None
For iNcations
None
Completion Criteria: This step shall be complete upon completion of the onsite review meeting(s)of the
functional specifications.
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New World Systems' •
PLANNING PHASE—STEP 2J
Step 2J—Approval of Draft Project Plan(internal)
Overview: The last activity in the Plan the Project step of the implementation is internal New World
management approval of the draft project plan for presentation to the Customer. Management approval is
an acknowledgement of project plan variance,acceptance of the planned deployment strategy for the
project and an endorsement of the proposed schedule of events for execution of the plan.
One major goal of the approval process is to acknowledge project variances during the project planning
process and document a plan to address these variances before any detailed project plan is presented to
the Customer.
By obtaining management approval to present a draft project plan to the Customer,New World provides
project managers with acknowledgment of plan variance and the corporation's commitment to executing
the approved draft project plan.
Key participants include:
1. Senior/Executive Sponsor
2. Director of Professional Services
3. New World Project Manager
Responsibilities
New World Customer
I. Review Project Plan with New World management None
to confirm the selected project deployment strategy
is in-line with stakeholder's understanding of
Customer's needs and requirements.
2. Identify and address variances between project plan
and Customer's contract requirements.
3. Obtain New World management approval to present
project plan to Customer.
Product and Service Deliverables
Products Services
None None - -
Milestones
None
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IF4 New World Sisleins
PLANNING PHASE — STEP 2J
Formal Notifications
None
Completion Criteria: This step shall be complete upon New World management team's approval of the
draft project plan and a meeting date for presentation of the plan has been scheduled.
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•
LI New World Systems'
PLANNING PHASE —STEP 3A
E.5.2 Step 3: Approve the Project Plan
Planning Phase: Step 3—Approve Prof =
A. Present Project B. Review and C. Review and
Plan Approve Project Approve
Plan Supporting Plans
Technical Data Requirement
Services Conversion Definitions
Configuration Plan (when
Plan required)
Step 3A—Present Project Plan
Overview:The initial draft of the Project Plan can be either the MPP or it can be the Project Schedule
from the PMW. At this time,the draft plan is based on the future availability of New World and
Customer resources,the successful completion of project tasks over time,and the mitigation of potential
project delays. It is a baseline project plan that may require alterations due to changes in the project as
the plan is executed.
Key participants include:
1. Senior/Executive Sponsor
2. General Manager of Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. Customer Senior Management/Executive Sponsor
6. Customer Project Manager
Responsibilities
New World amovainheariask Customer
1. Review draft MPP with Customer. 1. Review draft MPP with New World.
2. Ensure there is a clear alignment of the Project Plan 2. Provide written list of any specific issues found by
and the Supporting Plans(Technical Services Customer with the project documentation prepared
Configuration Plan,GIS Plan,Data Conversion Plan through this process.
and Requirements Definitions for custom
software/interfaces)to the implementation of the
standard application solution in the Customer's live
environment.
3. Distribute the documents to the appropriate
members of project team.
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Cl A'V"ett' World S)Nleins
PLANNING PHASE —STEP 3A
Product and Service Deliverables
Products Services
Project Plan 1. Present draft Project Plan
Milestones
1. Present draft Project Plan
Formal Notifications
None
Completion Criteria: This step shall be complete upon the presentation of the draft Project Plan to
Customer.
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I
s -- New World Sl?ste771S
PLANNING PHASE—STEP 3B
Step 3B—Review and Approve the Project Plan
Overview:The objective of this step is to approve the MPP based upon the planning completed in
reviewing Customer work processes discovered during Step 2B above.The resulting document defines
the specific project tasks,timelines for completion and ownership of each activity throughout the
remainder of the project.
The approved project plan can be the MPP or it can be the Project Schedule from the PMW as drafted
during the Draft Project Plan step of the Project Implementation Methodology.At the time of approval,
the plan is based on the future availability of resources,the successful completion of project tasks over
time and the mitigation of potential project delays. It is a baseline project plan that may require
alterations due to changes in the plan as the project is completed.
M
Responsibilities
k New World Customer
1. Ensure there is a clear alignment of the MPP and the 1. Review the draft MPP.
Supporting Plans(Systems Assurance Configuration 2. Document any specific deficiencies found with the
Plan,Data Conversion Plan and Requirements Plan and provide to New World within fifteen(15)
Definitions for custom software/interfaces)to the days of receipt.
implementation of the standard application solution 3. Approve the MPP on behalf of Customer,by
in Customer's live environment. either:
2. Review resources confirmed in the project schedule. a. Signing off on the draft MPP by Customer
Ensure New World resources can be locked into the Project Manager and Executive Manager,or
schedule with sufficient notification of assignment b. Providing no response to New World within
prior to deployment of service deliveries. fifteen(15)days of receipt of the draft MPP,in
3. Review the draft MPP with Customer staff which case the plan is deemed approved
4. Approve the MPP on behalf of New World.
5. Upon mutual approval of the MPP,establish the
document as the baseline for the project.If there are
no deficiencies communicated,the Plan shall be
deemed accepted at the expiration of the fifteen(15)
days.
Iiiiiill Product and Service Deliverables
raummar-
Products Services
None 2. Finalize the MPP
Milestones
1. :Ap>rm.c PI ojcct Plati
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New World Systems
PLANNING PHASE — STEP 3B
Formal Notifications
1. Pro'ect Deliverable Corn.letion Notification—A..rove Pro'ect Plan
The Approve Project Plan step must be completed prior to executing any activities outlined in the Build
Out the Standard Solution step(Step 5)of the Project Implementation Methodology.
Completion Criteria: This step shall be complete upon conclusion of the fifteen(15)day period or
Customer's acceptance of the plan,whichever occurs first.
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New World Systems'
PLANNING PHASE — STEP 3B
Step 3C—Review and Approve Supporting Plans
Overview:The objective of this task is to approve the Supporting Plans: Technical Services
Configuration Plan,Data Conversion Plan and Requirements Definitions.
Respoiilities
New World Customer
1. Ensure there is a clear alignment of the Project Plan 1. Review the draft supporting plans.
and the Supporting Plans(Technical Services 2. Document any specific deficiencies found with the
Configuration Plan,Data Conversion Plan and Supporting Plans and provide to New World within
Requirements Definitions(for additional custom fifteen(15)days of receipt.
software or modifications)to the implementation of 3. Approve the Supporting Plans on behalf of
the standard application solution in the Customer's Customer,by either:
live environment. a. Signing off on the Supporting Plans by
2. Review the draft supporting plans with Customer Customer Project Manager and Executive
staff. Manager,or
3. Approve the Supporting Plans on behalf of New b. Providing no response to New World within
World. fifteen(15)days of receipt of the Plans,in
which case the plan is deemed approved
Product and Service Deliverables
Products Services
None 1. Finalize the Data Conversion Plan
2. Finalize the Technical Services Configuration Plan
3. Finalize Requirements Definition Documents(RDs)
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon Customer's acceptance of the last of the
Supporting Plan delivered,or conclusion of the fifteen(15)day period after delivery of the last
Supporting Plan delivered,whichever occurs first.
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a New World Systems
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.6 Construction Phase
`.*Customer Agreement Signed VG()Live
.....
mum..
Nom ow
Construction .-::4'.'-'r;-,s �- -_
Phase
4. Install the Standard
Solution
5 Build Out Standard
Solution
6 Finalize
Configuration
Purpose: Execute the Project Plan to install,setup,build,review,finalize configuration and verify
system readiness for training and go-live.
Description of Phase:The Construction Phase consists of three steps.
• Step 4—Install the Standard Solution
• Step 5—Build Our Standard Solution
• Step 6—Validate Configuration
During this Phase,the New World and Customer Project Managers lead the project,coordinate project
team activities,communicate direction,report on project progress and monitor resources.The team's
focus during this Phase is to execute the Project Plan. Customer and New World project teams install
the system,implement the database,review the configuration,apply final application configuration
requirements and lay the groundwork to migrate to the New World application. Success requires
commitment from New World and Customer to include necessary leadership and governance by both
parties over their respective teams.
The methodology diagram indicates each step of the Construction Phase follows the previous step,but
occasionally steps may occur concurrently.
Steps 5 and 6 of the Construction Phase are repeated for each Application if the project contains
multiple go-live events.
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Erl Neu'nrkLS i I€ 1;II.,
CONSTRUCTION PHASE— STEP 4
E.6.1 Step 4: Install the Standard Solution
Construction Phase: Step 4 — Install the Standard Solution
Install the Standard Solution
Step 4—Install the Standard Solution
Overview: During this step,New World validates and finalizes Customer's hardware configuration,
software requirements and implementation.The result of this effort is documented in the Technical
Services Setup Plan.
New World will install the licensed standard software(including standard interfaces) and standard
database on Customer supplied servers and configure the system to meet application specifications.
These services do not include hardware and/or third party product costs which shall be Customer's
responsibility. Whenever possible,these services will be provided remotely,resulting in savings in travel
expenses and time. If onsite installation is required, Customer will be responsible for the actual travel
expenses and time.
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New World.Svslems.
CONSTRUCTION PHASE-STEP 4
Responsibilities
New World Customer
Configure the system as required and provide knowledge 1. Provide Customer technology staff to assist New
transfer to Customer System Administrator: World with executing the Technical System Setup
1. Verify with Customer personnel the computer Plan.
processor(s),operating system software,third party 2. Provide in writing,information on existing
software,associated workstation requirements, hardware and operating system software
printers,network communications and other related components and terminal networks,as well as
components supplied by Customer. projected utilization statistics(i.e.number of users,
2. Document the required site resources(e.g.,facility, number of concurrent users,number of transactions,
power,network,cooling,etc.)necessary to operate database sizes)and other information reasonably
the application;as part of the review,New World required to validate final hardware requirements.
will make recommendations for necessary site 3. Review and approve the final hardware and
modifications to meet minimum operating operating system configuration with the New
requirements for the application. World project team.
3. Review with Customer the minimum requirements 4. Review New World's recommendations regarding
for workstations as identified in Agreement,as any existing communications networks and
applicable to the application. workstations and make any modifications identified
4. Train Customer to install client workstations, by New World to ensure compatibility with the
administer servers,manage disaster recovery equipment and system to be installed.
systems and review any other items of concern 5. Ensure hardware is ordered,delivered and installed
related to hardware and software configuration. prior to scheduling New World's Technical
5. Review ongoing Customer management Services visit onsite.
expectations of how system will be managed by 6. Provide information technology support staff onsite
Customer. and accessible via phone or email for knowledge
6. Identify role of New World vs.Customer post transfer and to help address any concerns
system setup. encountered during the system installation.
7. Provide Customer with a Technical System Setup 7. Provide approval indicating completion of system
document that includes the following: set-up and administration training.
a. Identification of any special space requirements
b. Functional system diagram,showing a high
level view of the New World standard software
subsystems and their associated hardware
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New Wo lcl S' ents
CONSTRUCTION PHASE—STEP 4
Product and Service Deliverables
Products Services
1. Third Party Hardware 1. Prepare Initial Databases
Third Party Software 2. Setup Customer Environment(s)
3. Install Standard.NET Applications on Customer
Servers(including standard interfaces)
4. Install Initial Data Bases
5. Train Customer Staff on Server Administration&
Maintenance
Milestones
1. Deliver Technical Services Specification Document
Formal Notifications
1. Project Deliverable Completion Notification—Deliver Technical Services Specification Document
2. Project Deliverable Comp etion Notification —Deliver Third Part Hardware; Deliver Third Part Software
Completion Criteria: This step shall be complete upon the delivery of the Technical Services
Specification Document.
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in,FANetelVbrld.S yslcins
CONSTRUCTION PHASE — STEP 5A
E.6.2 Step 5: Build Out the Standard Solution
Construction Phase: Step 5- Build Out Standard Solution
A.Provide D.Complete Pre-Go-Live
Integration Overview Custom Software
Enhancement(if any)
B.Build Out the •
Applications Custom Custom State
Interfaces Software Compliance
Enhancements Enhancements
C.Perform Initial Data
Conversion
Development and A. Finalize Build
Testing
Steps 5 through 9 are repeated for each Application if the project contains multiple go-live events.
Step 5A—Provide Integration Overview
Overview: New World and Customer Build Teams will meet for one or two days to review the Logos
application in its entirety to generate a solid understanding of how each of application component
functions,how components are integrated and how data is managed throughout the system.
The Provide Integration Overview focuses on developing an end-to-end perspective across all
applications for the Customer's Build Team on how data management and construction decisions in one
area of the software can impact other areas.
Key participants include:
1. New World Project Manager
2. New World Application Specialist
3. Customer Project Manager
4. Customer Build Team Members
5. Customer SMEs
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EINewWorld S),stents•
CONSTRUCTION PHASE — STEP 5A
Responsibilities
New World ANL Customer
1. To provide appropriate Application Specialists 1. Coordinate with Customer participants to be
onsite to assist with integration overview. available as necessary.
2. To guide Customer through the application 2. Provide and schedule necessary facilities for
integration and operational specifications of the session.
licensed components. 3. Assign,schedule and ensure attendance and
participation of appropriate staff for session.
Product and Service Deliverables
Products Services
None None
Milestones
None
Formal Notifications
None
The Approve Project Plan step must be completed prior to executing any activities outlined in the Build
Out the Standard Solution step(Step 5)of the Project Implementation Methodology.
Completion Criteria: This step shall be complete upon delivery of the integration overview.
•
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•
LIFI New World.S vslE'n is.
CONSTRUCTION PHASE — STEP 5B
Step 5B-Build Out the Applications
Overview:The Build Out of the Applications includes reviewing the available functionality of each
application and module and assisting/training Customer SMEs to:
1. Define Customer workflows
2. Build out validation sets
3. Make application configuration settings
4. Set up standard forms as required for each application and module purchased
To define Customer workflows,a hands-on Build Review of each application is completed in a class
room with computer workstations with access to the application software. Build Reviews are facilitated
by New World Application Specialists for each application area. Customer operations staff expert(s)on
the application area attend the reviews to learn how to set up,configure,and maintain the software.
The Build Reviews are conducted by walking through each function within each application from the
user/administrator point-of-view and examining every project construction element as it relates to a
particular process. During the review,Customer staff makes decisions regarding the configuration
elements and they set up the system accordingly on-the-spot where possible. In addition,homework is
assigned to Customer staff to complete additional tasks outside of the Build Review sessions regarding
definition of workflows and/or set up of the system configuration. The homework results are reviewed in
subsequent review sessions with the full group.
The goal is at the conclusion of each application's Build Review;the application is properly configured
with all related system variables fully defined and set-up.
The Build Reviews include:
1. Reviewing the various Customer work processes and the functional relationship to the software.
2. Review of any applicable Requirements Definition documentation for Custom Enhancements
and/or Interfaces regarding impacts on Customer workflows.
3. Identification and documentation of any desired configuration modifications to the standard
software solution(not previously contracted).
4. Validation of any custom modification decisions related to implementation of the standard
software solution and the post-live custom requirements.
a. Custom software modifications
b. Custom interfaces
5. Identification of any Municipality-specific reports(management reports,public inquiries,etc.).
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LI New World Systems-
CONSTRUCTION PHASE —STEP 5B
Responsibilities
New World t Customer
1. Provide access to up-to-date user manuals for 1. Customer Project Manager is responsible for
workshop participants. preparing Customer team for the Build Reviews,
2. New World's Project Manager and Application ensuring all necessary Customer team members
Specialist(s)will act as facilitators to lead the walk attend the reviews,configure the system and
through of the New World standard software complete homework assignments.
solution with Customer staff and train Customer 2. Customer is responsible to make decisions
Staff on how to configure and set up each regarding configuration and set up and to apply
Application. those decisions to the configuration and set up of
3. The New World Project Manager will assist the application software.
Customer Project Manager to prepare the 3. Once initial Build Out is complete for each
Customer team for the Build Reviews application area,Customer team leaders and SMEs
4. The New World Project Manager and/or will walk the review group through Customer
Application Specialist will provide additional workflow and policy set up in the configured New
applicable documentation required during the World applications.
review. 4. During the walk through,Customer will determine
5. The New World Application Specialist will present any additional workflow modifications and/or
the configured applications facilitate an interactive minor software configuration changes required and
exchange with Customer and to review the will document in writing the list of any additional
configured applications with Customer. configuration changes required.
6. A New World Executive Manager may participate 5. Customer is responsible for ensuring the
in the Build Reviews,as well as in a project review implementation of any workflow changes prior to
meeting with Customer's senior staff. rollout and training to its end-user community.
7. The New World Project Manager will work with 6. Provide in writing a list of any required non-
Customer Project Manager to finalize the content standard New World reports not yet identified or
of the User Training Plans as part of the Build included in the Agreement.
Reviews. 7. Customer Project Manager will work with New
World Project Manager to finalize the content of
the User Training Plans as part of the Build
Reviews.
8. Presentation of the final configuration and set up to
Customer staff: "Here's how the system has been
constructed."
Product and Service Deliverables
Products Services
None 1. -train and Assist Customer to Build Out Each
Application Purchased(Configuration and Setup)
2. Train Customer Staff on Application System
Administration
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c New VNI(';iitS-
CONSTRUCTION PHASE — STEP 5B
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon the conclusion of the build out activity.
Published: 2014-09-12 Logos Public Administration Software Suite Page 69
New World Systems'
CONSTRUCTION PHASE—STEP 5C
Step SC-Perform Initial Data Conversion Development and Testing
Overview: In parallel Build Out of the Applications,New World and Customer will perform the initial
data conversion development,mapping and testing to convert the existing data files defined in the
Agreement. If additional files are identified after execution of the Agreement,estimates will be
provided to the Customer prior to New World beginning work on those newly identified files.
Based on the Data Conversion Plan,Customer and New World will conduct the initial data conversion
tasks. Note,no data cleansing,consolidation of records,or editing of data will be part of the data
conversion effort. Any data cleansing,removal of duplicate records or editing must take place by
Customer prior to providing the data to New World.
Responsibilities
New World Customer
1. Program the data conversion tools per the Data 1. Cleanse the data to be converted as required prior to
Conversion Plan. providing to New World.
2. Test the data conversion tools to validate they 2. Work with New World to map the data fields for
correctly follow the mappings. the files to be converted.
3. Provide converted test data files to Customer for 3. Work with New World to most efficiently extract
testing. live data from the legacy system
4. Assist New World in analyzing the source data
extracted as requested.
5. Correct any data issues in the source identified by
New World when necessary.
6. When provided with a converted test data set,test
the conversion to validate for accuracy and
completeness.
7. Identify any concerns within fifteen(15)days of
receiving the data conversion test files. Should
Customer not identify concerns within the fifteen
(15)day period,the data conversion shall be
deemed ready for go-live.
Product and Service Deliverables
Products ,, Services
None 1. Provide initial data conversion development,
mapping,testing
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New World S'l:sterns
CONSTRUCTION PHASE —STEP 5C
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be completed at the conclusion of the first delivery of test data
conversion files. (There are three(3)test and one(1)final production data conversion "drops"in the
Agreement per module,so this task would be completed in a standard Agreement upon delivery of the 2nd
test drop).
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New World Systems_
CONSTRUCTION PHASE —STEP 5D
Step 5D-Complete Pre-Go-Live Custom Software Enhancements(if any)
Overview:During this step,working with Customer,New World will complete development and
installation of any Custom Software Enhancements,Custom Interfaces and/or State Compliance
Enhancements in Customer environment required for go-live. The results of this step are a completed
system ready for go-live.
Responsibilities
New World
1. Complete development tasks for Custom 1. Provide liaison to participating Customer agency
Enhancements,Custom Interfaces and/or State staff and third party vendors as required supporting
Compliance Enhancements. installation and test of interfaces to third party
2. Working with Customer,implement the Custom systems.
Enhancements,Custom Interfaces and/or State 2. Test the Custom Enhancements,Custom Interfaces
Compliance Enhancements as required for go-live. and/or State Compliance Enhancements.
3. Notify New World within 15 days of installation of
Custom Software of any issues discovered during
test.
Product and Service Deliverables
Products Services
1. Licensed Custom Software(Pre-Go-Live) 1. Install any remaining go-live Contract Deliverables
- Custom Interfaces (Custom Interfaces,Custom Enhancements)
- Custom Software Enhancements
Milestones
None
Formal Notifications
1. Project Deliverable Completion Notification—Deliver Licensed Custom Software Enhancements and Licensed
Custom Interfaces
Completion Criteria:This step shall be complete upon the expiration of the fifteen(15)day testing
period or Customer's acceptance of the interfaces,whichever occurs first.
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1VewWorld:1Nteiiits"
CONSTRUCTION PHASE — STEP 5E
Step 5E—Finalize Build
Overview:The Finalize Build includes a review of overall application functionality,the integration of the
system to additional modules,interface operations and data capture processes. During Finalize Build,
Customer staff confirms decisions previously made regarding the configuration elements they set up the
during the build process.
Responsibilities
New World Customer
1. New World's Project Manager and Application 1. Once initial Build Out is complete for each
Specialist(s)will act as facilitators during the application area,Customer team leaders and SMEs
Finalize Build process. will walk the review group through the Customer
2. The New World Project Manager will assist the workflow and policy set up in the configured New
Customer Project Manager to prepare the Customer World applications.
team for the Finalize Build activity. 2. During the walk through,Customer will determine
3. The New World Project Manager and/or any additional workflow modifications and/or
Application Specialist will provide additional minor software configuration changes required and
applicable documentation required during the will document in writing the list of any additional
review. configuration changes required.
4. The New World Application Specialist will present 3. Customer is responsible for ensuring the
the configured applications and facilitate an implementation of any workflow changes prior to
interactive exchange with the Customer and to executing the parallel test and functional test.
review the configured applications with the
Customer.
Product and Service Deliverables
Products .. Services
None 1. Assist Customer to Finalize the Build of Each
Application Licensed(Configuration and Setup)
Milestones
1. Complete Build Out of the Configuration for Functional Test
Formal Notifications
1. Pro'ect Deliverable Com,lesion Notification-Com i lete Build Out of the Confi l ation for Functional Test
Completion Criteria: This step shall be complete upon notification from New World the standard
solution build is ready for functional test.
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•
New iVor1cl Systems'
CONSTRUCTION PHASE —STEP 6A
E.6.3 Step 6: Validate Configuration
Construction Phase: Step 6— Validate Configuration
A.Conduct Parallel Test
D.Perform Final Data Conversion
Test Run and Final Testing
B.Conduct Functional
Test
C.Update Configuration E.Confirm Ready for
Settings and Workflows Transition Phase
Steps 5 through 9 are repeated for each Application if the project contains multiple go-live events.
Step 6A—Conduct Parallel Test
Overview: The parallel test is the process used to validate the overall function of the New World
software using Customer's production data. During the test,the Customer will utilize their current
production system and the New World software in simultaneously for data entry and production
activities. The results between the two systems will be compared to confirm that both systems operate as
expected and the results of the data import and management processes are equal. The parallel test uses
production data to insure New World software will be able to function with the data available and the
input processes used to populate the data in the New World software.
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raj New World Svslei11
CONSTRUCTION PHASE — STEP 6A
Responsibilities
New World Customer
1. New World's Application Specialist(s)will act as 1. The Customer Project Manager is responsible for
facilitators during the parallel test and will assist preparing the Customer team for the parallel test,
Customer to: ensuring all necessary Customer team members
a. Review the process used for data capture to attend the events,participate in the process and
emulate this process on both systems complete assignments associated with the
b. Review all calculations and required data successful conclusion of the parallel test.
management processes on both systems 2. The Customer must provide access to current
c. Generate required reports from both systems production system for data comparison activity
and review reports for accuracy and data required by the parallel test.
discrepancies 3. Customer is responsible for identifying data
d. Review journal entries on both systems and discrepancies and making decisions required to
confirm data accuracy resolve the discrepancies.
e. Review any other printed documents generated 4. Provide in writing a list of any required non-
from both systems and confirm data accuracy standard New World reports not yet identified or
2. The New World Project Manager will assist the included in the Agreement.
Customer Project Manager to prepare for the
Parallel Test by confirming the following(As
applicable):
a. The previous data set as required for the test is
available in the New World system
b. The required Customer SMEs have the
appropriate availability to participate in the
parallel test
c. The appropriate work location with client
availability to work with the New World
software and the production system
Product and Service Deliverables emommi 011
Products Services
None 1. Conduct Parallel Test with Customer
Milestones
None
Formal Notifications
None
Completion Criteria: The parallel test shall be completed upon validation that input,process and output
between the New World software and the Customer's current system are accurate with all discrepancies
resolved.
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LIFINew World Sy:,h'nis
CONSTRUCTION PHASE —STEP 6B
Step 6B—Conduct Functional Test
Overview:The functional test is a determination if the software solution is ready for user training and go-
live. It can be performed by Customer,or if functional test services are contracted from New World,the
functional test can be performed jointly by New World and Customer. The functional test is intended to
validate the licensed software satisfies the functional specifications included in the Agreement and/or
RFP response from New World. If no functional specifications were provided in the Agreement or RFP
response,then the functional test is simply a fmal review of readiness to begin User Training.
Responsibilities
New World Customer �)
1. If Customer has purchased Functional Test 1. If Customer has purchased Functional Test Service,
Services,then: then:
a. To provide appropriate Application Specialists a. To walk through functional specifications one
onsite to assist with functional test at a time to witness,observe and verify the
b. To guide Customer through the functional specification is satisfied by the software
specifications one at a time,and b. To assist New World to record the results of
demonstrate/verify the specification is satisfied each functional test
by the software c. To assist New World to tally the test results
c. To assist Customer to record the results of each 2. If Customer has not purchased Functional Test
functional test Services,then Customer shall:
d. To assist Customer to tally the test results a. Verify the software meets the specifications
e. To confirm pass/fail of the functional test per defined in the Functional Test Checklist for
the test criteria(if contracted) licensed software
2. If Customer has not purchased Functional Test a. Document concerns identified during the
Services from New World then New World will review of the Functional Test Checklist using
provide Customer the Functional Test Checklist. the standard notification.process provided by
New World
Product and Service Deliverables
Products Services
None 1. Conduct Functional Test with Customer(if service
contracted)
Milestones
None
q.,r-
Formal Notifications
None
Completion Criteria: If Functional Test Services were purchased,this step shall be complete upon
delivery of the functional test results to Customer. If no Functional Test Services were purchased,this
step shall be complete when the Functional Test Checklist is completed.
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L New It'ui 1d.Sl sk',,is
CONSTRUCTION PHASE — STEP 6C
Step 6C—Update Configuration Settings and Workflows
Overview: During this step,Customer updates the Workflows,Validation Sets,Configuration Settings
and Standard Forms based on the results of the functional test.
Responsibilities
New World Customer
1. Review results of functional test with Customer. 1. Apply configuration or other changes as determined
2. Provide guidance to Customer to changes to the by the functional test results.
software based on the results of the functional test.
Product and Service Deliverables
Products Services
None 1. Assist Customer to Conduct Final System
Configuration Review
2. Assist Customer to Make Final Workflow,
Configuration and Setup Adjustments
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon commencement of User Training.
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New World Systems'
CONSTRUCTION PHASE —STEP 6D
Step 6D—Perform Final Data Conversion Test Run and Final Testing
Overview: In parallel to Update Configuration Settings and Workflows,New World and Customer will
perform the final data conversion test run and testing of the converted data files defined in the
Agreement.
Mak, Responsibilities
New World
I. Provide final converted test data files to Customer 1. When provided with a converted test data set,test
for testing. the conversion to validate for accuracy and
completeness.
2. Identify any concerns within fifteen(15)days of
receiving the data conversion test files. Should
Customer not identify concerns within the fifteen
(15)day period,the data conversion shall be
deemed ready for go-live.
Product and Service Deliverables
Products Services
None 1. Provide final data conversion for testing
• Milestones
None
Formal Notifications
1. Notification of Data Conversion Pre-Go-Live A•'royal
Completion Criteria: This step shall be complete when Customer provides Data Conversion Pre-Go-
Live Approval to New World or within fifteen(15)days of receiving the final data conversion test files,
whichever comes first.
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NewWorld S:lwIeins-
CONSTRUCTION PHASE—STEP 6E
Step 6E—Confirm Ready for Transition Phase
Overview:Review the overall project status to ensure all requirements for the go-live event have been
completed and the go-live event can occur with minimal disruption or risk.Document all related issues
and concerns and jointly agree,in writing,to move forward with training and transition to the live
environment.
Responsibilities
New World Customer
1. New World Project Manager will review the 1. Working with New World, review the Project
Project Management Workbook with the Customer Management Workbook to ensure all applicable
to ensure all applicable issues and action items were issues and action items have been addressed to
addressed. move forward with training and transition to the
2. New World will assist Customer to prepare the go- live environment.
live Checklist. 2. Ensure its team is fully committed to the go-live
3. Develop Conversion Cutover Plan(as part of the event and the proper governance and leadership is
Go-Live Plan). in place to guide the Customer through a
4. Final verification New World resources are successful go-live event.
scheduled to conduct Customer go-live activities. 3. Assist New World to prepare the Go-Live
5. Review Training Plans with Customer. Checklist.
4. Plan,schedule,communicate and coordinate all
user planning,preparation and go-live tasks and
events.
5. Ensure requirements for training sessions have been
met and attendees have been notified of their
required participation.
6. Working with New World.review the Training
Plans to ensure training v.ill meet the needs of the
user base.
Product and Service Deliverables
Products Services
None 1. Confirm Go-Live Plan
2. Confirm Training Plans
Milestones
1. Approve Final Configuration for Training and Go-Li■c
Formal Notifications
1. Project Deliverable Com,letion Notification-A..rove Final Confi l ration for Trainin.and Go-Live
Completion Criteria:This step shall be complete upon delivery to Customer of completed Pre-Go-Live
Readiness Checklist.
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LIF New World Sltsle,iis-
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.7 Transition Phase
VCustomer Agreement Signed VGo Live
a Transition
a �� Phase
7 Conduct : ;i1
,,.
End User Training
E. Conduct Go-Live
c Complete and
Implement
Remaining
Deliverables
Purpose: Train users,perform data conversion,execute go-live,complete post-go-live activities,finalize
Customer application customizations and optimize implementation(if appropriate).
Description of Phase: The Transition Phase consists of three steps.
• Step 7-Conduct End User Training
• Step 8-Conduct Go-Live
• Step 9-Complete and Implement Remaining Contract Deliverables
During this Phase, New World and Customer project teams train users, cut over from legacy systems
and complete post go-live requirements.
The Transition Phase is repeated for each Application if the project contains multiple go-live events.
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LIF1New World S l.ste///.;
TRANSITION PHASE—STEP 7A
E.7.1 Step 7: Conduct End User Training
Transition Phase: Step 7- Conduct End User Training
A.Train the Trainers 01_111 B.Train the End Users
Steps 5 through 9 are repeated for each Application if the project contains multiple go-live events.
7A—Train the Trainers
Overview: New World's Application Specialist(s)provide user training to Customer staff.
Responsibilities
New World Customer
1. The Ne% World Project Manager will assist 1. Assign,schedule and ensure attendance and
Customer Project Manager to prepare the participation of appropriate staff for training
Customer team for Train-the Trainer Training. sessions.
2. The New World Project Manager and/or 2. Provide and schedule necessary facilities for
Application Specialist will provide additional training sessions. •
applicable documentation required during the 3. Ensure training facilities are set up and configured
course. with all requisite hardware/software.
3. The New World Application Specialist will present 4. If a Train-the-Trainer approach is used,select
the configured applications in a manner that Customer trainers and receive the Train-the-
facilitate an interactive exchange with Customer Trainer training from New World.
staff to: 5. If a Train-the-Trainer approach is used,Customer
a. Understand the functional use of the application must provide end user training.
b. Establish that attendees have the knowledge to 6. Monitor training course attendance and ensure all
successfully train others appropriate users receive training.
c. Develop training techniques and lesson plans to 7. Identify in writing any issues regarding training
successfully train end users delivery.
d. Resolve common training problems to
minimize disruption and delays during the end
user training process
4. Monitor training course attendance and ensure all
appropriate users receive training.
5. Identify in writing any issues regarding training
delivery.
6. Provide a recap of the training activities related to
each application. 1
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I New World Systems
TRANSITION PHASE — STEP 7A
Product and Service Deliverables
Products Services
None 1. Provide Training for Customer Trainers
2. Prepare assessment of areas that need further
training
3. Develop Post Go-Live Training Plan(if necessary)
Milestones
1. Complete Pre-Go-Live User Trainin=
Formal Notifications
1. Pro'ect Deliverable Completion Notification—C'om,lete Pre-Go-Live User Training
Completion Criteria: This step shall be complete at the conclusion of the training session(s).
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New World Systems.
TRANSITION PHASE—STEP 7B
Step 7B—Train the End Users(if applicable)
Overview: New World's Application Specialist(s) provide user training to Customer staff.
Responsibilities
New World Customer
1. None,unless Customer has purchased End User 1. Assign,schedule and ensure attendance and
Training Services from New World. participation of appropriate staff for training
2. If Customer has purchased End User Training sessions.
Service,then: 2. Provide and schedule necessary facilities for
a. The New World Project Manager will assist training sessions.
Customer Project Manager to prepare the 3. Ensure training facilities are set up and configured
Customer team for the End User Training with all requisite hardware/software.
b. The New World Project Manager and/or 4. If a Train-the-Trainer approach has been selected
Application Specialist will provide additional and Customer is providing End User Training,
applicable documentation required during the Customer must do the following:
course a. Train all users.
c. The New World Application Specialist will b. Monitor training course attendance and ensure
present the configured applications in a manner all appropriate users receive training.
that facilitate an interactive exchange with c. Identify in writing any issues regarding training
Customer staff to understand the functional use delivery.
of the application d. Provide New World with a recap of the
d. Monitor training course attendance and ensure training activities related to each application
all appropriate users receive training.
e. Identify in writing any issues regarding training
delivery
f. Provide a recap of the training activities related
to each application
Product and Slice Deliverables
Products Services
None 1. Provide Training for Customer End I.sers(if
purchased)
2. Prepare assessment of areas that need further
training
3. Develop Post Go-Live Training Plan(if necessary)
Milestones
1. Com.lete Pre-Go-Live User Trainin
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FAINew World Si,ste»rs
TRANSITION PHASE — STEP 7B
Formal Notifications
1. Pro'ect Deliverable Come letion Notification—Come lete Pre-Go-Live User Trainin
Completion Criteria:This step shall be complete at the conclusion of all New World delivered End
User Training session(s).
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EiNew world Sy.,Wni •
TRANSITION PHASE — STEP 8A
E.7.2 Step 8: Conduct Go-Live
Transition Phase: Step 8— Conduct Go-Live
•
A.Execute Go- B.Perform Go-Live C.Go-Clue
Live Preparation Data Conversions
Steps 5 through 9 are repeated for each Application if the project contains multiple go-live events.
Step 8A-Execute Go-Live Preparation
Overview: During and immediately after User Training, New World and Customer work together to
prepare for go-live as documented in the PMW.
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•
A,„, IV'br ld Systems
TRANSITION PHASE—STEP 8A
Responsibilities
New World Customer
1. Working with Customer,execute the Pre-Go-Live 1. Verify the operational readiness of the production
Checklist. environment(New World will assist).
2. In preparation for go-live,New World will assist 2. Prepare production server for go-live(New World
Customer to verify the operational readiness of the will assist):
production environment. This activity may be a. Set counters
managed by the Project Manager. The key areas to b. Other maintenance tasks
be reviewed(when applicable)and the New World 3. Schedule,communicate and coordinate all user
team members that will assist in the review are: planning,preparation and go-live tasks and events.
a. Infrastructure and related operational
environment (Technical Services)
b. Application configuration,compliance
adherence and custom software modifications
(Application Specialists)
c. Standard and custom interfaces(Interface
team/Application Specialists)
d. Data conversion(Data Conversion team)
3. New World assists Customer in preparing
production server for go-live:
a. Set counters
b. Other maintenance tasks
4. Provide final updates, when applicable,to the
following:
a. Standard software
b. Custom software
c. Hardware
d. Interfaces
e. State reporting
f. Data conversion
5. In preparation for go-live New World will
coordinate an internal Pre-Live Leadership Meeting
with resources assign to provide go-live services for
Customer.
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I eW Wa ki Sj stems*
TRANSITION PHASE — STEP 8A
Product and Service Deliverables
Products Services
None 1. Assist Customer to Execute Go-Live Preparations
4011111/1ilestones
None
al Notifications
None
Completion Criteria:This step shall be complete on the day Customer cuts over to live production use
of the software
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rhiji New World Sj:stenis'
TRANSITION PHASE — STEP 8B
Step 8B-Perform Go-Live Data Conversion
Overview: In parallel to Execute Go-Live Preparation,New World and Customer will perform the go-
live data conversion.
Responsibilities
New World Customer
1. Execute the go-live data conversion per the Data 1. Assist New World as requested in executing the
Conversion Plan. (Typically this process involves go-live data conversion plan.
moving tested data conversion from Test 2. When provided with the go-live data set,test the
Environment into Production Environment.) conversion in the Production Environment to
validate for accuracy and completeness.
3. Identify any concerns as soon as possible,but no
later than fifteen(15)of New World applying the
go-live data conversion files to the Production
environment. Should Customer not identify
concerns within fifteen(15)days,the go-live data
conversion shall be deemed accepted.
Product and Service Deliverables
Products Services
None 1. Execute Data Conversion
Milestones I
None
Formal Notifications
1. Notification of Data Conversion Go-Live A..royal
Completion Criteria: This step shall be complete when Customer provides Data Conversion Pre-Go-
Live Approval to New World or within fifteen(15)days of applying the go-live data conversion files to
Customer Production environment,whichever comes first.
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\eu' ll- rk1.SyslE'nts-
TRANSITION PHASE —STEP 8C
Step 8C-Go-Live
Overview: With assistance from New World, Customer goes live on all applications,modules and
interfaces identified in the Agreement and as documented in the PMW.
Responsibilities
New World Customer
1. Execute the Go-Live Checklist. 1. Provide SME staff to assist with go-live for each of
2. New World conducts Customer turnover to the applications to serve as the first line of support
Customer Support. during the go-live period.
3. New World receives clearance for onsite to depart 2. Place the software into production and begin
Customer site. operational use in consultation with New World
and in accordance with the PMW.
3. Provide a detailed list of questions and issues that
require explanation or resolution by New World at
the end of each day during go-live period.
Product and Service Deliverables
Products Services
None 1. Support Customer During Go-Live Period
Milestones
1. Go-Live
Formal Notifications
1. Pro'ect Deliverable Corn i letion Notification—Go-Live
Completion Criteria: This step shall be complete on the day the New World go-live team leaves
Customer site.
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j New World Systems'
TRANSITION PHASE —STEP 9A
E.7.3 Step 9: Complete and Implement Remaining Contract Deliverables
Transition Phase: Step 9— Complete and Implement
Remaining Deliverables -
A.Perform Post Go-Live Data C.Provide Post Live Training&B.Complete Post Go-Live
Support(if required)
D.Complete Decision Support
Custom Enhancements(if any) Software(DSS)System Setup
(if required)
Custom Custom Software
Interfaces Enhancements
Note:Some of this activity may not be appllcab e •' r. e
Steps 5 through 9 are repeated for each Application if the project contains multiple go-live events.
Step 9A-Perform Post Go-Live Data Conversion
Overview: New World and Customer will perform the post-go-live(and final)data conversion.
Responsibilities
New World Customer
. Execute the post-go-live data conversion per the 1. Assist New World as requested in executing the
Data Conversion Plan. Post Go-Live Conversion Plan.
2. When provided with the post go-live data set,test
the conversion in the Production Environment to
validate for accuracy and completeness.
3. Identify any concerns as soon as possible,but no
later than fifteen(15)days after New World
applying the post go-live data conversion files to
the production environment. Should Customer not
identify concerns within fifteen(15)days,the final
data conversion shall be deemed accepted.
Product and Service Deliverables
Products Services
None 1. Install any Post Go-Live Contract Deliverables
(Data Conversion)
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New World S1jsIei,is'
TRANSITION PHASE — STEP 9A
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete when Customer provides Data Conversion Post Go-
Live Approval to New World or within fifteen(15)days of applying the post go-live data conversion
files to Customer Production environment,whichever comes first.
•
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11 New World Systems'
TRANSITION PHASE — STEP 9B
Step 9B-Complete Post Go-Live Custom Enhancements (if any)
Overview:New World will provide Customer remaining contracted Custom Software Enhancements
and/or Custom Interfaces and Installation Services per the Agreement.
Responsibilities MEI
New World Customer 4
1. Complete development and deliver Custom 1. Provide resources and work with New World to
Software Enhancements and Custom Interfaces to support the installation of software upgrades when
Customer. enhancements and/or custom software are available,
2. Assist Customer to implement Custom Software including interfaces and state reporting.
Enhancements and/or Custom Interfaces as 2. Coordinate access to third parties as requested by
appropriate. New World to install and test the interfaces.
3. Provide training for Custom Software 3. Test the Custom Software Enhancements and
Enhancements and/or Custom Interfaces as Custom Interfaces.
appropriate. 4. Provide timely approval(within 15 days of
4. Perform Final Acceptance Testing Services working delivery)of each Custom Software Enhancement
with Customer. (if applicable) and/or Custom Interface as meeting the
requirements of each appropriate Requirements
Definition Document.
5. Perform Final Acceptance Testing working with
New World. (if applicable)
Product and Service Deliverables
Products Servic �
1. Licensed Custom Software(post go-live) 1. Install any post go-live contract deliverables
- Custom Interfaces (Custom Interfaces,Custom Enhancements)
- Custom Software Enhancements 2. Provide Customer with assistance for Final
Acceptance Testing(if service contracted)
Milestones
1. Com.lete Develo i ment and Im I lementation of Remainin. Deliverables
IMF Formal Notifications
1. Project Deliverable Completion Notification—Complete Development and Implementation of Remaining
Deliverables
2. Project Deliverable Completion Notification-
- Deliver Remaining Licensed Standard Software
- Deliver Remaining Licensed Custom Software Enhancements
- Deliver Remainin• Licensed Custom Interfaces
Completion Criteria: This step shall be complete when Customer provides approval to New World for
each of the custom contract deliverables or within fifteen(15)days of delivery,whichever comes first.
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CI New World.5'vsW,iis.
TRANSITION PHASE — STEP 9C
Step 9C—Provide Post Live Training and Support(if required)
Overview: If required and planned in the MPP,New World will provide Customer with Training and
Support Services post go-live to ensure successful transition from Customer previous systems to the New
World software.
Responsibilities
New World Customer
1. Provide remotely or onsite Training as specified in 1. Customer staff to attend training as specified in the
the MPP MPP
2. Provide additional support services remotely or
onsite as specified in the Project Plan(MPP
including reviewing:
a. Infrastructure and related operational
environment
b. Application configuration,compliance
adherence and custom software
modifications
c. Standard and Custom Interfaces
d. Data conversion
e. Release pathing'open item review
Product and Service Deliverables
Products Services
None 1. Post Go-Live Training and Support Services
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon completion of the Post-Live Training and
Support for Customer Staff.
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MI New World Sl-tstents.
TRANSITION PHASE — STEP 9D
Step 9D-Complete Decision Support Software Setup and Training(if required)
Overview: If licensed,New World will provide Customer with implementation DSS modules and
provide purchased training services.
•
Responsibil,'ties `s
1. Facilitate one or more consultative session(s) 1. Ensure appropriate managerial level
(onsite)with executive staff to discuss data needs personnel/decision makers are available for the
and information requirements for decision making. consultative sessions to discuss data needs and
2. Lead solution design and review sessions to information requirements for decision making.
document and collaboratively design reporting 2. Ensure infrastructure is in place to support DSS
cubes and dashboards to assist with data needs and implementation(generally setup in Step 4 of
decision making as discussed during the Construction phase).
consultative session(s). 3. Approve agreed upon requirements of reporting
3. Configure and train on DSS software. cubes and dashboards.
4. Provide training session(s)to provide an overview 4. Assign,schedule and ensure attendance and
of using each DSS licensed module including basic participation of appropriate staff for training
reporting and dashboard creation and other standard sessions.
features. 5. Provide and schedule necessary facilities for
5. Build Customer specific reporting cube(s)and training sessions.
dashboard(s)as agreed upon during solution design 6. Ensure training facilities are set up and configured
and review. with all requisite hardware/software.
7. Monitor training course attendance and ensure all
appropriate users receive training.
8. Identify any issues in writing.
Product and Service Deliverables I
Products 141.111 Services
None 1. Install Post Go-Live Contract Deliverables Decision
Support Software
a. Customer Specific Reporting Cubes and
Dashboards
b. Installation services of Customer specific
Reporting Cube(s)and Dashboard(s).
c. Training services for Customer staff
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon completion of the DSS Training Services for
Customer Staff.
Published:2014-09-12 Logos Public Administration Software Suite Page 94
,N'C'u'1X'b ld
5 PHASE PROJECT IMPLEMENTATION METHODOLOGY
E.8 Closing Phase
VCustomer Agreement Signed VGo Live
1%q �. Closing
Phase
Close the Project
Purpose: Review the project,approve closure,disengage project management and transition Customer to
the Account Management Team.
Description of Phase:The Closing Phase consists of one step.
• Step 10—Close the Project
During this Phase,the New World Project Manager reviews the project with Executive Management,
closes out all remaining documentation tasks and disengages from the project.The Account Management
Team assumes all responsibilities for ongoing support of the system and Customer.
Published: 2014-09-12 Logos Public Administration Software Suite Page 95
1111New World Systems'
CLOSING PHASE— STEP 1 OA
E.8.1 Step 10: Close the Project
Closing Phase: Step 10— Close the Project
Verify All Contract Items Transition from Project
Delivered and Payments are Team to Ongoing Account
Collected Team and Close Project
Step 10A—Verify All Contract Items Delivered and Payments are Collected
Overview: New World and Customer will review the Agreement and Project Plan to confirm all
deliverables and services have been deployed per the terms of the Agreement. The Project Manager will
confirm all payments have been collected related to contact terms and conditions.
Responsibilities
New World Customer
1. The Project Manager will review final project status 1. Complete any remaining payments from the
with Customer to ensure all product and services Agreement.
contract deliverables contracted in the Agreement
are delivered,billed and all invoices have been paid.
Product and Service Deliverables
Products Services
None None
Milestones
None
Formal Notifications
None
Completion Criteria: This step shall be complete upon delivery of the Project Closure Letter to
Customer.
Published: 2014-09-12 Logos Public Administration Software Suite Page 96
CI New World Slstc'»ts'
CLOSING PHASE — STEP 10B
Step 10B—Transition from Project Team to Account Team and Close Project
Overview:New World Project Manager will schedule a formal turnover with Customer to the New
World Account Management Team. The New World Account Management team includes the Executive
Sponsor,Customer Support and Customer Care.The managers of Customer Care and Customer Support
will introduce their organization structure and review the services each team provides.
Project Closure will be formally communicated to Customer,ensuring Customer and the New World
Customer Support team members are aware the deployment of the New World software and services has
been completed.
From this point forward,Customer and New World shall operate in a support relationship as provided
for in the Software Support Maintenance Agreement(Exhibit C)of the Agreement.
Responsibilities
New World Customer
1. The New World Project Manager will coordinate a 1. Provide appropriate personnel for the Customer
meeting,either via teleconference or onsite,to Support turnover meeting.
review the project status and transition ongoing 2. Provide a location with a conference phone for the
communications with Customer to the assigned support turnover meeting.
Account Team.
2. Prepare the Project Closure Letter.
3. Managers of New World Customer Support
participate in the meeting with Customer.
4. The Project Manager will deliver the Project
Closure Letter to Customer.
Product and Service Deliverables ...
Products Services
None 1. Close Out the Project
Milestones 3
1. Project Complete
Formal Notifications
1. Pro'ect Deliverable Corn,lesion Notification—Close Pro'ect
Completion Criteria: This step shall be complete upon delivery of the Project Closure Letter to
Customer.
•
Published: 2014-09-12 Logos Public Administration Software Suite Page 97
ri New Wbrld ystemrts' APPENDIX A
F. APPENDIX A: CONTRACT PRICING
Placeholder for New World Pricing
Published: 2014-09-12 Logos Public Administration Software Suite Page 98
LINew World Sysil'l)2 '
Total Cost Summary
City of Pearland,Texas
February 17, 2015
New World Software and Services
A. Application Software $455,300
1)Licensed Standard Software $659,000
2)Demonstration Site Discount (203,700)
B. Implementation Services 703,960
1)Project Management
2)Prime Contractor Services
3)Installation and Training
4)Consulting Services
5)Interface Installation Service Fee
6)Windows Operating System Assurance and Software Installation
7)Data File Conversion(Estimate)
8)Custom Software/Custom Software Interfaces(Estimate)
C. Third Party Products and Services 402,700
1)CRW TRAKiT Community Development 334,400
2)ExecuTime Time&Attendance System Included
3)Hardware,System Software and Services 68,300
TOTAL ONE TIME COST $1,56960
Maintenance
D. 1)Standard Software Maintenance Agreement(SSMA)(Annual Cost):
One-Year Warranty from Date of Delivery-Year 1 SSMA No Charge
Year 2 SSMA $105,440
Year 3 SSMA 112,030
Year 4 SSMA 118,620
Year S SSMA 125,210
2)CRW Annual Maintenance
Year 1-Annual Maintenance $41,500
Year 2-Annual Maintenance 41,500
Year 3-Annual Maintenance 43,575
Year 4-Annual Maintenance 43,575
Year 5-Annual Maintenance 45,754
3)Executime Annual Maintenance
Year 1-Annual Maintenance $6,250
New Worlds cost is based on all of the proposed products and services being obtained from New World.Should
significant portions of the products or services be deleted,New World reserves the right to adjust its prices accordingly.
Travel and Living expenses are not included in the Total One Time Cost above.New World estimates there to be 50 trips
at 51,500/trip(may include airfare,hotel,per diem,car rental,gas),or$75,000.All Travel and Living expenses will be
billed on a weekly basis,but only as incurred.
CONFIDENTIAL AND PROPRIETARY
City of Pearland,Texas
Proposal Summary
February_17,2015.
A. LOGOS.NET STANDARD APPLICATION SOFTWARE1'2'3
ITEM DESCRIPTION INVESTMENT
FINANCIAL MANAGEMENT
1. Logos.NET Financial Management Base Suite $70,000
-General Ledger
-Budget Management
-Annual Budget Preparation
-Accounts Payable(included P-Card)
-Revenue/Cash Receipting
2. Logos.NET Additional Financial Management Software
-Asset Management 9,000
-Grant Management 9,000
-Project Accounting 9,000
-Misc.Billing& Receivables 9,000
-Government(GASB)Reporting 21,000
-Bank Reconciliation 7,000
-Work Orders 21,000
-Third Party Document Imaging Interface-Laserfiche 9,000
3. Logos.NET Procurement Management Suite
-Purchasing Base 21,000
-Requisition Processing 9,000
-Bid&Quote Management 9,000
-Contract Accounting 9,000
SUB-TOTAL FINANCIAL MANAGEMENT MODULES $212,000
PAYROLL&HUMAN RESOURCES SUITE
4. Logos.NET Human Resources Management Base Suite $52,000
-Payroll Processing
-Personnel Management
-Position Control
5. Logos.NET Human Resources
-Employee Event Tracking 12,000
-Personnel Action Processing 12,000
6. Logos.NET Benefits Management
-Benefits Administration 10,000
-Workers Compensation Administration 15,000
-Leave Management 15,000
7. Logos.NET Additional Payroll&HR Modules
-Applicant Tracking 12,000
-Position Budgeting 12,000
-Time&Attendance Interface-Executime 12,000
-Third Party Document Imaging Interface-Laserfiche Included
SUB-TOTAL PAYROLL/HUMAN RESOURCES MODULES $152,000
Cry oAPewMona,Tx
NEW WORLD SYSTEMS'Logos PUBLKADMINISTRATION SOFTWARE
I SE ICO217Connarrxls CONFIDENTIAL AND PROPRIETARY Page 2
UTILITY MANAGEMENT SUITE
8. Logos.NET Utility Management Software
-Water/Sewer/Refuse Base Package 40,000
9. Logos.NET Additional Utility Management Modules
-Meter and Device Inventory 11,000
-Service Order Processing 22,000
-IVR Interface for Account Balance and Payment (supports Selectron and Teleworks) 9,000
-Third Party Document Imaging Interface-Laserfiche Included
SUB-TOTAL UTILITY MANAGEMENT MODULES $82,000
eSUITELUnlimited Users)
10. eSuite Base Software 521,000
11. eFinance
-eSupplier 10,000
-ePayments 10,000
12. eHR
-eEmployee 30,000
-eBenefits Administration 15,000
-eRecruit 15,000
13. eUtility
-eUtilities 10,000
SUB-TOTAL eSUITE SOFTWARE MODULES $111,000 l
DECISION SUPPORT.SOFTWARE
14. Decision Support Base Datamart4 $21,000
15. Finance Analytics
-Includes unlimited users 12,000
16. Dashboards for Financial Management 15,000
17. Human Resource/Payroll Analytics
-Includes unlimited users 12,000
18. Dashboards for Human Resources 15,000
19. Utility Management Analytics
-Includes unlimited users 12,000
20. Dashboards for Utility Management 15,000
SUB-TOTAL DECISION SUPPORT SOFTWARE MODULES $102,000
C,ly ofPeodo„a,TX
NEW WORLD SYSTEMS°Logos PUBLKADMNNTRA LION SOFTWARE
5,,,C n1" wren-r. CONFIDEMIAL AND PROPRIETARY Page 3
AUTHORIZED USERS
21. Site License for up to TBD Authorized Users S Included
NEW WORLD STANDARD SOFTWARE LICENSE FEE 659,000
LESS DEMONSTRATION SITE DISCOUNT (203,700)
'TOTAL SOFTWARE LICENSE FEE6 7 $455,300 J
Note:A Site License is included for this solution. This Site License entitles the City of Pearland to TBD
authorized users for the Standard Software licensed in Exhibit A,to be divided up between
applications.The Site License is available to only the affiliated Public Administration agencies within
the City of Pearland.eSuite software licensing is unlimited.
CitydPemland,TX
NEW WORLDSYSTEMS'Logos PUBLICADMINISTRAr,ON SOFTWARE
ISLICO217Contractxb CONFIDENTMLANDPROPRIETARY Pagel
B. IMPLEMENTATION SERVICES 8
ITEM DESCRIPTION INVESTMENT
IMPLEMENTATION
1. Project Management Services as required: $120,000
-Project Management
-Overall consultation and communication
-Monthly status reports and project updates throughout the duration of the project
-Implementation Plan
Covers period of 24 months from Agreement Execution
2. Prime Contractor Services: 50,000
-Sole Point of Contact
-Coordination of Subcontractors
-Overall Project System Integration Services
-Perform Contract Management and Administration
-Scheduling of Subcontractors
3. Up to 212 days of Implementation and Training Services are included for: 237,440
-Software Tailoring and Set Up
-User Education and Training
-Other Technical Support
-Travel Time Included
"Assumes train-the-trainer approach
4.Consulting Services:90 days of services for the following activities: 100,800
-CPA Resource Consulting-Chart of Accounts
-Configuration Documentation
-Process Changes Documentation
-Training Material Customization
-Mid-Construction Review-System Configuration Assurance
(takes place between functional review and finalize configuration trips)
-Acceptance Test Development Assistance
-Business Analytics,Report Construction Assistance
5. Interface Installation Service Fees: 38,720
-Payment Processing Interface 4,800
(includes 1 Positive Pay and 1 ACH/Direct Deposit Transmittal Export,and 1
Payment(Check/EFT)Reconciliation Transmittal Import
-Third Party Document Imaging Interface 5,000
-Time and Attendance Interface 4,800
-IVR Interface 5,400
-Parcel Import 10,000
-Fleet Management(Journal Import) 1,360
-Fuel Management(Journal Import) 1,360
-CRW Interface 6,000
6.Windows 2008/Operating System Assurance and Software Installation: 7,000
-Install and configure application servers
-Consult on connectivity to new or existing Windows environment
-Verify operating system and SQL configuration
-Verify workstation configuration
oy orP..onand.TX
NEW WORLD SYS TEMS'Logos PUBLIC ADMINISTRATION SOFTWARE
I SL IC o2I7Contracr.N CONFIDENTIAL AND PROPRIETARY Page 5
7.Data File Conversion Pricing Estimates 70,000
(Up to 6 files from the following possible sources are included)
Financial
-Vendor Information(includes PO and AP) 16,000
-Asset Management(Fixed Assets) 4,000
-General Ledger/Budget History 8,000
-Misc Billing Customer and Invoice History 12,000
Payroll
-Employee,Detailed Earnings History,Position Master 16,000
Utility
-Utility Information 14,000
New World will be happy to discuss the conversion of any additional data files which Customer may wish to
convert.If required,travel and expenses are billed at actual cost.
8. CUSTOM SOFTWARE/CUSTOM SOFTWARE INTERFACES(Estimate)9 80,000
-Online Job Application System Interface 30,000
-Purchasing eBidding System Interface 50,000
Preliminary pricing only-a more detailed description of the interface must be provided prior to obtaining
final pricing prior to contract execution.
TOTAL IMPLEMENTATION SERVICES $703,960
ii
cryorPearrana ix —NEW WORLD SYSTEMS'Logos PUBLIC ADMINISTRATION SOFTWARE
1St IC o.n7 Contract xis CONFIDENTIAL AND PROPRIETARY Pageb
C. THIRD PARTY PRODUCTS AND SERVICES
ITEM DESCRIPTION INVESTMENT
THIRD PARTY PRODUCTS AND SERVICES
1.CRW Systems(Community Development) $334,400
See attached pricing detail
2. ExecuTime Time and Attendance System Included
3.Hardware,System Software&Services 68,300
See attached pricing detail
TOTAL THIRD PARTY PRODUCTS AND SERVICES $402,700
TOTAL ONE TIME COSTS 11,561 960
D. MAINTENANCE
ITEM DESCRIPTION INVESTMENT
1. NEW WORLD'S STANDARD SOFTWARE MAINTENANCE AGREEMENT(SSMA)(Per Year Cost)
Based on a 5-year plan;SSMA to begin at the end of the warranty period.
One-Year Warranty from Date of Delivery-Year 1 SSMA No Charge
Year 2 SSMA $105,440
Year 3 SSMA 112,030
Year 4 SSMA 118,620
Year 5 SSMA 125,210
2. CRW ANNUAL MAINTENANCE
Year 1-Annual Maintenance $41,500
Year 2-Annual Maintenance 41,500
Year 3-Annual Maintenance 43,575
Year 4-Annual Maintenance 43,575
Year 5-Annual Maintenance 45,754
3. EXECUTIME ANNUAL MAINTENACE
Year 1-Annual Maintenance $6,250
E. TRAVEL AND LIVING EXPENSES(estimate)
ITEM DESCRIPTION INVESTMENT
1.TRAVEL EXPENSES(estimate)
50 trips at 51,500/each $75,000
-Includes airfare,car rental,hotel accommodations,and per diem.
City o/Rtmlana,TX
NEW WORLDSYSTEMS'logos PUBLKAOMWISTRATION SOFTWARE
15L IC 0277 CoMrncrxls CONFIDENTIAL AND PROPRIETARY Pagel
ENDNOTES
' Personal Computers must meet the minimum hardware requirements for New World Systems'Logos.NET product.Microsoft
Windows 7 or greater with Internet Explorer(1E)8 or greater is the required operating system and browser for all client machines.
2 Servers must meet the minimum hardware requirements for New World Systems'Logos.NET product.
Windows Server 2008(R2)or greater is required for the Application Server(s),Web Server(s)and Database Server.Microsoft SQL
Server 2008(R2)or greater is required for the Database Server.Customers must also license the appropriate number of Microsoft
Client Access Licenses(CALs)for license compliance.
Suggested minimum:100MB Ethernet Network.10M8 CATS Ethernet Network may have less than adequate response time.Further
consultation would be required to assess your network.
New World supports SQL Server Reporting Services(SSRS)for server-based report generation and ad hoc reporting. SSRS utilizes a
web services interface to support the development of custom reporting applications. SSRS is included in the Express,Workgroup,
Standard,and Enterprise editions of Microsoft SQL Server.Customers may elect to use other third-party report generation tools
including Crystal Reports however New World does not provide support for these tools and cannot guarantee compatibility.
5 Additional cost per group of 5 for authorized users is$5,000.Applicable for six(6)months after Go-Live of Utility Management
Application.
6 Prices assume that all software proposed is licensed.
Licensed Software,and third party software embedded therein,if any,will be delivered in a machine readable form to Customer via
an agreed upon network connection.Any taxes or fees imposed are the responsibility of the purchaser and will be remitted when
ort
8 Travel and expenses are not included as they are billed at actual cost.
9 Custom interface will be operational with existing third party software.Any subsequent changes to third party applications may
require additional services.
--- Gry ofPeadand,7x
NEW WORLD SYSTEMS'Logos PUBLIC ADMINISTRATION SOFTWARE
•
155 1C 0217CoMroctals CONFIOENT1A1 AND PROPRIETARY Page8
Resolution No. R2015-51
Exhibit"A" ExecuTime Software, LLC
636 E Third Street
Tulsa,OK 74120
EXECUTIVE
SOFTWARE
ExecuTime SOFTWARE SUPPORT AGREEMENT COVER
This Support Agreement ("Agreement"), by and between ExecuTime Software, LLC, a Oklahoma limited liability
company, hereinafter referred to as "ExecuTime," and the organization named below, hereinafter referred to as
"Licensee":
City of Pearland
ORGANIZATION NAME
3519 Liberty Dr.
STREET ADDRESS
Pearland, Texas 77581 (281) 652-1600
CITY/STATE/ZIP TELEPHONE NUMBER
This Support Agreement applies to the ExecuTime Time& Attendance and Advanced Scheduling Software Systems.
The Support Fee for the Licensed Software is$ $6,250.00 1st Year Fee Waived
The Support Term is from _04/01/2015 to _03/31/2016
(Commencement Date: Month of Installation) (Initial Term: 12 Months/Annually)
Time&Attendance 800
Licensed Software Number of Employees
Advanced Scheduling N/A
Licensed Software Number of Employees
The LICENSEE acknowledges that it has read this Agreement, the terms and conditions of which are set
forth on this page and in the ExecuTime Software, LLC Support Agreement Terms and Conditions Document
attached hereto, and understands it and agrees to be bound by its terms and conditions. Further, the
LICENSEE agrees that it is the complete and exclusive statement of the agreement between the parties
which supersedes all proposals or prior agreements, oral or written, and all other communications between
the parties relating to the subject matter of this Agreement.
ExecuTime Software, LLC: LICENSEE:
City of Pearl
0\ By:
Kevin Malone lay J. Pe son
Manager Name:
City Manager
Title:
Date: 3 / I1�
Date: March 23, 2015
J
1/8/03 1 of 5
ExecuTime Software, LLC LICENSEE SUPPORT AGREEMENT TERMS AND CONDITIONS
1. This Support Agreement will remain in force from the Commencement Date until the Support Termination
Date and will then be automatically extended for annual periods at the current fees. The LICENSEE can
terminate this Support Agreement at the end of any Support Period by returning the invoice without payment.
(See paragraph 6 of this Support Agreement.) In addition, in the event the parties are unable to reach
agreement as to a Solution Design, either party may, upon notice to the other party, terminate this
Agreement without liability to the other party, as provided in the Purchase and Sale Agreement between the
parties.
2. ExecuTime will provide LICENSEE Licensed Software Support during ExecuTime's normal working hours,
Monday— Friday 7:00am —6:00 pm (CST) on a first-in, first-out basis, based on problem severity ExecuTime
will:
(a) Provide at ExecuTime's option and on ExecuTime's schedule, periodic error correction and updates
to the object code and/or user documentation of the product so as to bring installed applications to a
level equivalent with that of the current marketed version of the Licensed Software.
(b) Clarify installation and operating instructions contained in the user documentation delivered with the
Licensed Software.
(c) Assist in the identification of solutions to operating problems being experienced by the LICENSEE
with the Licensed Software.
(d) Provide problem determination, investigation, and program error correction for verified program
errors in the Licensed Software and the Payroll Interface at no additional charge to LICENSEE.
(e) Provide data repairs for LICENSEE files and records for data problems CAUSED BY the ExecuTime
product at no additional charge to LICENSEE.
(f) Provide data repairs for LICENSEE files and records on a "best efforts" basis for data problems NOT
CAUSED BY the ExecuTime product at ExecuTime's normal hourly billing rate, currently$175.00 per
hour.
(g) ExecuTime shall provide LICENSEE with Emergency support 24 hours per day, 7 days per week
(excluding holidays), provided the call is initiated by one of up to three (3) persons previously
designated by LICENSEE. "Emergency" shall be limited to an issue that renders the Licensed
Software unusuable (as determined by ExecuTime in its sole discretion).
(h) Problem severity is defined as the following:
Critical (30 minutes):
A mission critical request where the system is unusable on a wide scale or payroll processing is at
risk.
High (3 hours):
A service request or problem that is interfering with the client's job but not preventing payroll
processing activities.
Medium (24 hours):
A general service request (functionality questions, setup questions, training, etc.) that does not require immediate
resolution and does not affect the client's ability to perform their overall job.
3. ExecuTime includes in the category "data problems NOT CAUSED BY the ExecuTime product," data
corruption or integrity problems caused by, but not limited to, the following:
(a) Equipment malfunction or failure.
(b) Failure by LICENSEE to follow procedures and/or instructions contained in the documentation
provided with the product or in supplementary documentation provided by ExecuTime.
1/8/03 2 of 4
Failure by LICENSEE to follow accepted operating practices (for example, failing to routinely prepare backup
data files, powering off or interrupting equipment while programs are executing, etc.).
4. ExecuTime will take due care in responding to each request for LICENSEE Support to assure that the
LICENSEE is making proper use of the Licensed Software and that the Licensed Software is operating
properly. ExecuTime will use commercially reasonable efforts to locate and correct any identified Licensed
Software program defects reported by the LICENSEE.
5. ExecuTime expressly excludes the following services from the Licensed Software Support to be provided
under this Support Agreement:
(a) System configuration and implementation.
(b) Operator training.
(c) On-site training and LICENSEE assistance visits.
(d) Training classes.
(e) Licensed software custom modifications.
(f) Support of any licensed software product other than the one indicated herein.
6. Payment in full of the appropriate LICENSEE Support Fee shown above must accompany this Support
Agreement and be received by ExecuTime prior to commencement of Licensed Software Support under this
Support Agreement. An invoice for the applicable LICENSEE Support Fee will be submitted by ExecuTime
to LICENSEE prior to the end of each annual renewal period. To cancel the annual renewal, LICENSEE
must return the invoice indicating intent to discontinue within (30) days of receipt.
7. Reinstatement of this Support Agreement after having not been in force for sixty (60) days or less will be
made with no reinstatement charge retroactive to the date that the Support Agreement was terminated.
8. ExecuTime's liability for damages to the LICENSEE for any cause whatsoever and regardless of the form of
actions, whether in contract or in tort including negligence, shall be limited to any actual charges incurred for
up to twelve (12) months' Support Fee for the Licensed Software indicated above. Such charges shall be
those in effect for the Licensed Software when the cause of action arose.
In no event will ExecuTime be liable for any damages caused by the LICENSEE's representatives or for any
lost revenues or other consequential damages, even if ExecuTime has been advised of the possibility of
such damages, or for any claim against the LICENSEE by any party, except as otherwise agreed in the
Agreement.
THE FOREGOING WARRANTIES ARE IN LIEU OF ALL OTHER WARRANTIES, EXPRESSED OR
IMPLIED, INCLUDING BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND
FITNESS FOR A PARTICULAR PURPOSE.
9. Except as provided herein, neither this Support Agreement, the services granted hereunder nor any of the
Licensed Software materials or copies thereof may be sub-licensed, assigned or transferred by the
LICENSEE. Any attempt by LICENSEE to sub-license, assign or transfer any of the rights, duties or
obligations under this Support Agreement are void without the written consent of ExecuTime, which consent
will not be unreasonably withheld. Notwithstanding the foregoing, this Support Agreement, the services
granted hereunder and the Licensed Software materials or copies thereof may be assigned by either party to
any successor by reason of merger, reorganization, sale of all or substantially all of the assets, change of
control or operation of law.
11. The terms and conditions of this Agreement may be modified by ExecuTime effective on the date of
automatic renewal by providing the LICENSEE with one month's prior written notice. Any such modification
will apply unless the LICENSEE exercises the option to terminate this Agreement.
1/8/03 3 of 4
Otherwise, this Agreement can only be modified by a written agreement duly signed by a person authorized
to sign agreements on behalf of the LICENSEE and ExecuTime and variance from the terms and conditions
of the Agreement in any LICENSEE order or other modification will be of no effect.
12. The LICENSEE represents that it is the Licensee of the Licensed Software under this Support Agreement via
the Agreement effected directly with ExecuTime
13. ExecuTime's Licensed Software Support provided outside the scope of this Support Agreement will be
furnished at ExecuTime's applicable time and material billing rates and terms then in effect.
14. Neither LICENSEE nor ExecuTime are responsible for failure to fulfill its obligations under this Agreement
due to causes beyond either party's reasonable control.
15. No actions, regardless of form arising out of this Support Agreement may be brought by either party more
than two (2) years after the cause of actions have arisen, or in the area of nonpayment, more than two (2)
years from the date of the last payment.
16. Any action or proceeding seeking to enforce, or to construe or determine the validity of, any term or provision
of this Support Agreement, or based on any right arising out of this Agreement, shall be brought by or
against a party only in the District Court in and for the County of Brazoria, State of Texas and each of the
parties consents to the jurisdiction of such courts (and of the appropriate appellate courts) in any such action
or proceeding and waives any objection to venue laid therein.
17. This Support Agreement shall be governed by the laws of the State of Texas both as to interpretation and
performance.
18. If any part, term, or provision of this Agreement is by the courts held to be illegal or in conflict with any law of
the state where made, the validity of the remaining portions or provisions shall not be affected and the rights
and obligations of the parties shall be construed and enforced as if the Support Agreement did not contain
the particular part, term or provision that is held to be invalid.
19. The parties agree that should either of them default in any of the covenants or agreements contained herein,
the prevailing party shall be entitled to all costs and expenses including a reasonable attorney's fee which
may arise or accrue from enforcing this Support Agreement in a court of law.
20. ExecuTime and LICENSEE agree that this Agreement and the relationship it represents, requires the
exchange of Confidential Information over the course of normal business. Confidential Information is
information not generally known by non-party personnel including, but not limited to, the financial, marketing
and other proprietary business information and LICENSEE's customer data.
ExecuTime and LICENSEE further agree that, except as expressly authorized in writing in advance by the
other party, neither will copy or disclose Confidential Information to any third party except its agents,
consultants, contracted personnel or employees on a need to know basis and the agents, consultants,
contracted personnel or employees are under the same obligations of confidentiality as those imposed on
the parties hereunder with no further rights of disclosure of Confidential Information.
Either party may use, copy, or disclose the Confidential Information to the extent required by any subpoena
or order of any government authority, or otherwise as required by law, provided that the disclosing party shall
give prompt notice to the other party of the circumstances.
21. The five(5) year schedule for Support Fee payments will be as follows:
Year 1 $6,250
Year 2 $6,563
Year 3 $6,891
Year 4 $7,235
Year 5 $7,597
1/8/03 4 of 4
l esolution No. R2015-51
Exhibit"A" ExecuTime Software, LLC
636 E Third Street
Tulsa,OK 74120
(- EXECUTIME
•� SOFTWARE
ExecuTime LICENSE AGREEMENT COVER
This License Agreement, by and between ExecuTime Software, LLC, an Oklahoma limited liability company,
hereinafter referred to as"ExecuTime", and the organization named below, hereinafter referred to as"LICENSEE":
City of Pearland
ORGANIZATION NAME
3519 Liberty Dr.
STREET ADDRESS
Pear land,Texas 77581 (281) 652-1600
CITY/STATE/ZIP TELEPHONE NUMBER
This License Agreement applies to the ExecuTime Time& Attendance and Advanced Scheduling Software Systems.
Time&Attendance 800
Licensed Software Number of Employees
The LICENSEE acknowledges that it has read this Agreement,the terms and conditions of which are set forth
on this page and in the ExecuTime License Agreement Terms and Conditions Document attached hereto,and
understands it and agrees to be bound by its terms and conditions. Further, the LICENSEE agrees that it is
the complete and exclusive statement of the agreement between the parties which supersedes all proposals
or prior agreements, oral or written, and all other communications between the parties relating to the subject
matter of this Agreement.
ExecuTime: LICENSEE:
City of Pearland
ExecuTime Software, LLC
By:
Kevin Malone
Manager Name: Clay J Pearson
Title: City Manager
Date: 3l /1 s Date:
ExecuTime Software, LLC
LICENSE AGREEMENT TERMS AND CONDITIONS
8/01/02 1 of 8
•
1. DEFINITIONS
The term "Licensed Software" in this Agreement shall mean all licensed data processing programs consisting
of instructions or statements in machine readable form and any related licensed materials such as, but not limited to,
manuals, system documentation and written or verbal instructions provided for use in connection with the licensed data
processing programs.
2. TERM
This Agreement is effective from the date on which it is accepted by ExecuTime and will remain in effect unless
terminated as provided herein. In the event the parties are unable to reach agreement as to a Solution Design, either
party may, upon notice to the other party, terminate this Agreement without liability to the other party, as provided in
the Purchase and Sale Agreement between the parties. In addition, this Agreement may be terminated (a) by the
LICENSEE, with or without cause, upon 30 days prior written notice to ExecuTime, or (b) by ExecuTime if the
LICENSEE fails to comply with any of the material terms and conditions of this Agreement and fails to cure the default
within 30 days after receipt of written notice stating the exact nature of the default. It is hereby agreed that upon
termination of this Agreement for any reason, LICENSEE shall discontinue use of all Licensed Software and all
Licensed Software shall be returned to ExecuTime.
3. LICENSE
(a) ExecuTime hereby grants to LICENSEE a License to use for each of the entities identified on the
License Agreement Cover. Any attempt to sub-license, assign or transfer any of the rights, duties or obligations under
this Agreement are void without written notification to and the consent of ExecuTime, which consent must not be
unreasonably withheld.
(b) The License is transferable to a backup computer when the Designated Computer or an associated
unit required for use of the Licensed Software is temporarily inoperable, but only until status is restored to the
Designated Computer and processing on the backup computer is completed.
4. WARRANTY AND LIMITATION OF LIABILITY
(a) ExecuTime warrants that it has the right to market,distribute, support and maintain Licensed Software
and that Licensed Software is warranted to conform to the operating specifications as outlined in the applicable
software documentation. LICENSEE agrees that its SOLE AND EXCLUSIVE REMEDY is for ExecuTime to correct
any error, malfunction or defect if the Licensed Software warranted hereunder fails to conform to the applicable
operating specifications and LICENSEE advises ExecuTime of such failure in writing, during the three (3) month
warranty period. The three (3) month warranty period starts the day after go live. If after reasonable attempts,
ExecuTime is unable to correct the error, malfunction, or defect, LICENSEE shall be entitled to recover an amount,
commensurate with the nature and magnitude of the error or defect, up to the entire amount paid for the Licensed
Software. (For the purpose of this Agreement, the term "error, malfunction or defect" shall mean only significant
material deviations from the operating specifications for the Licensed Software as set forth in the applicable software
documentation issued by ExecuTime, that render the Licensed Software unusable.)
(b) ExecuTime represents, warrants and covenants that the Licensed Software delivered hereunder,
including any upgrades or subsequent releases, shall contain no "Virus". "Virus" shall mean any computer code
intentionally designed to disrupt, disable, harm or otherwise impede in any manner, including aesthetical disruptions
or distortions, the operation of the computer program, or any other associated software including New World Systems,
firmware, hardware or computer system.
(c) ExecuTime's liability for damages to the LICENSEE for any cause whatsoever, and regardless of the
form of action, whether in contract or in tort including negligence, shall be limited to the amount paid for the Licensed
Software. In no event will ExecuTime be liable for any damages caused by the LICENSEE's failure to perform the
LICENSEE's responsibilities, or for any lost profits or other consequential damages, even if ExecuTime has been
advised of the possibility of such damages.
8/01/02 2 of 8
(d) ExecuTime agrees to indemnify the LICENSEE against any loss and/or expenses,which may arise as
a result of an alleged copyright or patent infringement by the licensed software of the copyright, patent, trademark,
service mark, or other intellectual property of any third party.
(e) This warranty and liability for ExecuTimetM are void in the event that the Licensed Software is not being
used with the Designated Computer.
(f) ExecuTime and/or Certified Marketing and Technical Associates will provide complete support
services as outlined in the ExecuTime LICENSEE SUPPORT AGREEMENT TERMS AND CONDITIONS
AGREEMENT.
(g) EXCEPT AS SPECIFICALLY PROVIDED HEREIN, THERE ARE NO WARRANTIES EXPRESSED
OR IMPLIED, INCLUDING BUT NOT LIMITED TO, ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE.
5. PROTECTION AND SECURITY OF LICENSED SOFTWARE
(a) LICENSEE agrees to use the Licensed Software only as provided herein and only during the term of
License granted by ExecuTime and further agrees not to provide or otherwise make available any Licensed Software
to any person other than LICENSEE's agents, consultants, contracted personnel or employees without prior written
consent from ExecuTime, and then only on the condition that they acknowledge ExecuTime's statement that the
Licensed Software or any part thereof is the property of ExecuTime and is proprietary to ExecuTime. LICENSEE also
acknowledges ExecuTime's statement that the Licensed Software is the exclusive property of ExecuTime, constitutes
trade secrets of ExecuTime, and agrees to protect the Licensed Software or any part thereof from unauthorized
disclosure by its agents, consultants, contracted personnel, employees, LICENSEE, or successors. In the event the
License granted hereunder is terminated, the above obligations of LICENSEE with respect to protection and security
shall not terminate but shall continue for a period of five (5)years following such termination of License.
(b) LICENSEE agrees to reproduce and include ExecuTime's proprietary, copyright, and trade secret
notice on any copies, in whole or in part, in any form, including partial copies and modifications of Licensed Software.
(c) The LICENSEE further agrees to take appropriate action, by instruction, Agreement or otherwise, with
any persons permitted access to Licensed Software so as to enable the LICENSEE to satisfy the LICENSEE's
obligation under this Agreement.
6. MODIFICATION OF LICENSED SOFTWARE
The parties agree that LICENSEE shall have the right to modify any Licensed Software supplied by
ExecuTime in machine readable form for LICENSEE's use under this Agreement and on the Designated Computer,
and may combine such modified Licensed Software with other programs or material from updated work; provided
however, upon discontinuance or termination of rights under this Agreement, the Licensed Software supplied by
ExecuTime shall be completely removed from the updated work and all such materials and copies shall be returned to
ExecuTime in accordance with the provisions of paragraph 8 of this Agreement. ExecuTime shall be under no
obligation, however, to make revisions or releases compatible with Licensed Software which has custom modifications.
7. CANCELLATION OF LICENSE
(a) The License granted hereunder may be canceled by ExecuTime if LICENSEE defaults in payment of
any amount due under this Agreement for a period of fifteen (15) business days after notice of default, or may be
canceled at any time upon breach by the LICENSEE of any other covenant of this Agreement if such breach is not
corrected within thirty(30) business days after receipt of written notice thereof. LICENSEE's obligation to pay charges
which have accrued and damages arising from its breach of this Agreement shall survive cancellation thereof. No
delay or omission in the exercise of any power or remedy herein provided or otherwise available to the other party shall
alter or waive any rights or remedies.
(b) The parties agree that should either of them default in any of the covenants or agreements contained
herein, the prevailing party shall be entitled to all costs and expenses including a reasonable attorney's fee which may
arise or accrue from enforcing this Agreement in a court of law.
8/01/02 3 of 8
8. RETURN OF LICENSED SOFTWARE
Within thirty (30) days after the termination or cancellation for any reason of the License granted herein,
LICENSEE shall deliver to ExecuTime all copies thereof in whatever form, including partial copies which may have
been modified by LICENSEE, and execute a letter so certifying. ExecuTime, LICENSEE may be permitted for a
specified period thereafter to retain one copy of certain materials for record purposes.
9. CONFIDENTIALITY
(a) ExecuTime and LICENSEE agree that this Agreement and the relationship it represents, requires the
exchange of Confidential Information over the course of normal business. Confidential Information is information not
generally known by non-party personnel including, but not limited to, the financial, marketing and other proprietary
business information and LICENSEE's customer data.
(b) ExecuTime and LICENSEE further agree that, except as expressly authorized in writing in advance by
the other party, neither of them will copy or disclose Confidential Information to any third party except its agents,
consultants, contracted personnel or employees on a need to know basis and the agents, consultants, contracted
personnel or employees are under the same obligations of confidentiality as those imposed on the parties hereunder
with no further rights of disclosure of Confidential Information.
(c) Either party may use, copy, or disclose the Confidential Information to the extent required by any
subpoena or order of any government authority, or otherwise as required by law, provided that the disclosing party
shall give prompt notice to the other party of the circumstances.
10. UPGRADES
(a) Software version upgrades is free of charge. However, there is a charge for services on upgrades.
11. GENERAL
(a) This Agreement can be modified only by a written agreement duly signed by persons authorized to
sign agreements on behalf of the LICENSEE and of ExecuTime and variance from the terms and conditions of this
Agreement in any LICENSEE purchase order or other written notification will be of no effect.
(b) Neither LICENSEE nor ExecuTime is responsible for failure to fulfill their respective obligations under
this Agreement due to causes beyond their control. No action, regardless of form, arising out of this Agreement may
be brought by either party more than two years after the cause of action has arisen, or in the area of nonpayment,
more than two years from the date of the last payment.
(d)Any action or proceeding seeking to enforce, or to construe or determine the validity of,any term or provision
of this Support Agreement, or based on any right arising out of this Agreement, shall be brought by or against a party
only in the District Court in and for the County of Brazoria, State of Texas and each of the parties consents to the
jurisdiction of such courts (and of the appropriate appellate courts) in any such action or proceeding and waives any
objection to venue laid therein. This Support Agreement shall be governed by the laws of the State of Oklahoma both
as to interpretation and performance.
(f) The parties agree that should either of them default in any of the covenants or agreements contained
herein, the prevailing party shall be entitled to all costs and expenses including a reasonable attorney's fee which may
arise or accrue from enforcing this Support Agreement in a court of law.
(g) If any part, term, or provision of this Agreement is by the courts held to be illegal or in conflict with any
law of the state where made, the validity of the remaining portions or provisions shall not be affected, and the rights
and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part,
term or provision held to be invalid.
(h) If the City chooses to license additional ExecuTime products, The City will be entitled to the current
2015 rates for up to 1 year from execution of this License Agreement. Current professional services rates are$187.50
per hour.
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12. PROJECT MANAGEMENT
ExecuTime Project Management goals, deliverables and approach are outlined in Exhibit A.
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Exhibit A
Project Management
PROJECT GOALS
o Automate time tracking processes for hourly and salaried employees.
o Automate benefits hours tracking for hourly and salaried employee
o Provide quick and easy access to all time and attendance information.
o Automate the data entry of time information into the payroll system.
o Accurately calculate overtime.
PROJECT DELIVERABLES
o Solution Design Document
o Application Specification Document
o ExecuTime Software
o ExecuTime User Manuals
o Custom application modules (i.e. Payroll Interface)
o End User Training
PROJECT APPROACH
ExecuTime follows a traditional Work Breakdown Structure Methodology. This project will be divided into
discrete phases that permit easy identification of the tasks, dates and resources within each phase. The start and
completion of each are natural communication checkpoints regarding the current progress of the project. On the
following pages, each phase is described. These descriptions will facilitate the planning cycle and ensure that a
common set of expectations exist between CUSTOMER and ExecuTime as we progress through this
implementation process.
Assess Deploy Support
&Design
Assess&Design Phase
ExecuTime design architect(s)will perform a complete analysis of business processes, business rules
and detailed requirements.
o Project Kick Off Meeting
o Project Teams Identified
o Initial Scope Development
o Application and Technical Design
o Project Plan Timelines Defined
o Training Requirements
•
8/01/02 6 of 8
Install Phase
o ExecuTime will configure, setup, and test ExecuTime on this server remotely.
o Customer is responsible for connecting the ExecuTime server to their internal network and verifying
remote VPN access for configuring and testing.
Training Phase
o Administration Course(minimum of 2 sessions)
o Basic Employee Course (minimum of 2 sessions)
o Supervisor Course(minimum of 2 sessions)
o Payroll Export and Time Balancing Course (minimum of 2
sessions)
o Clock Configuration Course (1 session)
Testing Phase
o Identify Pilot Test Plan (Users&Timeframe)
o Testing of payroll export
o Assess Results with Project Manager
Deployment Phase
o Go live with application and verify all functionality is appropriate
o Customer Satisfaction Survey
o Close out meeting with Project Manager
Support Phase
o System support by ExecuTime
PROJECT CONTACTS
The ExecuTime management team is committed to providing you with a quality team of people who will
deliver the customer service you deserve and expect. Below is a contact list of the individuals from ExecuTime and
CUSTOMER who will be working together to make this project a success.
REPRESENTING EXECUTIME SOFTWARE
NAME CONTACT INFORMATION PROJECT ROLE
TBD Project Manager
Jamie Burns 888-832-3932 Manager of Customer Care
Jamie.Klinger @executime.com
Nathan Mitchell 888-832-3932 Integration Development
Nathan @executime.com
REPRESENTING CUSTOMER
NAME CONTACT INFORMATION PROJECT ROLE
Project Manager
Payroll Department
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Human Resource Department
IT Department
8/01/02 8 of 8
CRW Resolution No. R2015-51
SOFTWARE MAINTENANCE&SUPPORT AGREEMENT
Exhibit "A"
This Agreement is entered into this?3r day of /►►Wes.$ 1,45" by and between CITY OF PEARLAND,TX(hereinafter
"CLIENT")and CRW SYSTEMS,INC.,(hereafter"CRW")for the maintenance and support services as specifically provided herein
(hereafter referred to as"the SOFTWARE")provided to CLIENT by CRW pursuant to a separate Installation&License Agreement.
IN CONSIDERATION of the covenants as set forth in this Agreement,CLIENT and CRW agree as follows:
A. SCOPE OF SERVICES
A.1. AGREEMENT CONTENTS:
This Agreement includes the following Exhibits:
Exhibit A. Covered Sites,Software Modules,&Configuration
Exhibit 8. Services&Fees
A.2. SERVICES OFFERING:
CRW shall provide maintenance service,technical support,and software updates for the SOFTWARE as further
detailed in Exhibit A and herein referred to as"Covered Software". Covered software does not include hardware,
hardware vendor operating systems and other system software,CLIENT-developed software,or third-party
software.
B. DESCRIPTION OF SERVICES
B.1. SUPPORT SERVICES:
During the term of this Agreement,CRW shall provide the services described herein so as to maintain the Covered
Software in good working order,keeping it free from material defects so that the Covered Software shall function
properly and in accordance with its intended use.
CRW shall provide the following services:
B.1.1. TRAKiT software modifications to correct bugs or errors that are reported to CRW by CLIENT.
B.1.2. TRAKiT software updates that are posted from time to time.
B.1.3. Technical support via telephone.Toll-free phone access is provided by CRW(888-279-2043).
B.1.4. Technical support via web form on CRW web site(www.crw.com).
B.1.5. TRAKiT Software enhancement requests may be submitted by CLIENT to CRW.Enhancement requests
will be reviewed by CRW and may be incorporated into future releases.CLIENT understands that
submittal of enhancement request does not obligate CRW to provide software modification.
B.1.6. CLIENT may register for and enroll in CRW training classes for System Administrators or Users.
Registration fees may vary from time to time.
B.2. SERVICE LEVEL AGREEMENT:
The purpose of this Service Level Agreement(SLA)is to ensure that the proper commitments are in place to
provide consistent IT service support and delivery to CLIENT by CRW. This SLA is valid from the effective date of
this contract and is valid until further notice.
B.2.1. Service Availability
Coverage parameters specific to the services outlined herein are as follows:
B.2.1.1. Telephone and Email support is available during normal operating hours between
7:00 AM to 7:00 PM(CST)Monday through Friday. Calls received out of office hours
will be received by CRW's automated messaging system and best efforts will be
made to take action to any after-hours requests.
B.2.1.2. Emails received outside of normal operating hours will be collected,however,no
action can be guaranteed until the next working day.
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B.2.2. Remedial Support
Upon notification by CLIENT of an error,defect,malfunction or nonconformity in the Covered Software,
CRW shall evaluate and classify the notification by the CLIENT and respond as follows:
B.2.2.1. SEVERITY 1:Produces an emergency situation in which the Covered Software is
inoperable.
RESPONSE:CRW shall provide a response by a qualified member of its staff to begin
to diagnose and to correct Severity 1 problem as soon as reasonably possible,but in
any event,a response via telephone will be provided within two(2)hours.CRW will
continue to provide best efforts to resolve Severity 1 problems in less than forty-
eight(48)hours.The resolution will be delivered to CLIENT as a work-around or as
an emergency software fix.If CRW delivers a work-around,the severity classification
will drop to Severity 2.
B.2.2.2. SEVERITY 2:Produces a detrimental situation in which performance of the Covered
Software degrades substantially such that work cannot be accomplished,severely
impacting use;the Covered Software is usable,but materially incomplete;or one or
more mainline functions or commands is inoperable.
RESPONSE:CRW will provide a response by a qualified member of its staff to begin
to diagnose and to correct a Severity 2 problem as soon as reasonably possible,but
in any event a response via telephone will be provided within six(6)hours.CRW will
exercise best efforts to resolve Severity 2 problems within five(5)days.The
resolution shall be delivered to CLIENT in the same format as Severity 1 problems.If
CRW delivers a work-around for a Severity 2 problem,the severity classification will
drop to a Severity 3.
B.2.2.3. SEVERITY 3:Produces a situation in which the Covered Software is usable,but has a
minor defect;the user suffers little or no significant impact.
RESPONSE:CRW will make a best effort to provide a fix for Severity 3 problems
within the next two scheduled maintenance releases.
B.2.2.4. SEVERITY 4:Produces a situation in which use of the Covered Software is
superficially affected(e.g.appearance or understanding)and which is correctable by
a documentation change or by a future,regular release from CRW.
RESPONSE:CRW will make a best effort to provide a fix for Severity 4 problems
within the next four scheduled maintenance releases.
8.2.2.5. For the purpose of the response listed above,an"hour"is defined as one(1)
business hour during CRW office hours,and a"day"is defined as one(1)business
day during CRW office hours.
B.3. SERVICE NOT INCLUDED:
Maintenance services do not include any of the following:
(1) Custom programming services;
(2) On-site support,including installation of hardware or software;
(3) Support of any software not designated as Covered Software.
(4) Custom reports/forms or a modification to an existing reports/forms.
(5) Training,except as specified in Exhibit B.
B.4. ADDITIONAL SERVICES:
CLIENT may request CRW perform additional services which are not covered under the Scope of Services or
Description of Services as provided in this Agreement. Should CRW agree to perform said additional services,
CRW&CLIENT shall enter into a separate written agreement setting forth the scope of said additional services
and the compensation to CRW for those additional services. Said separate written agreement may be made an
amendment to this Agreement at CRW's discretion.
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B.5. LIMITS OF LIABILITY
CRW assumes no responsibility for the correctness of,performance of,or any resulting incompatibilities with,
current or future releases of the Covered Software if CLIENT has made changes to the system hardware/software
configuration or modifications to any supplied source code of the Covered Software.
C. DUTIES&RESPONSIBILITIES OF CLIENT
C.1. INFORMATION TO BE PROVIDED BY CLIENT:
C.1.1. The CLIENT will provide CRW with access to CLIENT servers and workstations as needed for technical
support or assistance.
C.1.1.1 CLIENT will provide,for the purpose of CRW providing technical support or assistance,access
to CLIENT workstations and servers upon CRW's request.
C.1.2. The CLIENT will ensure and provide that staff who the use of CRW software will have sufficient basic
knowledge of CLIENT business processes and basic MS-Windows functions.
C.1.3. CLIENT workstations and servers must be compatible with software configurations requested by CRW.
D. COMPENSATION
D.1. SERVICE FEES:
Fees for Maintenance,Support&Service provided under this Agreement shall be contained in Exhibit B. Should a
user and/or software package be added to Exhibit A,CRW reserves the right to adjust and/or amend Exhibit A and
Exhibit B accordingly and shall provide CLIENT with notification of such adjustment.
D.2. TAXES:
CLIENT shall,in addition to the other amounts payable under this Agreement,pay all sales and other taxes,
national,state or otherwise,however designated which are levied or imposed by reason of transactions
contemplated by this Agreement,except those which arise as a result of income,including withholding taxes or
similar deductions. Without limiting the foregoing,CLIENT shall promptly pay to CRW an amount equal to any
such items actually paid,or required to be collected by CRW.
E. EXCLUSIONS OF LIABILITY
E.1 WARRANTY:
CRW MAKES AND CLIENT RECEIVES NO WARRANTY EXPRESS OR IMPLIED AND THERE IS EXPRESSLY EXCLUDED
ALL WARRANTIES OF MERCHANTIBILITY AND FITNESS FOR A PARTICULAR PURPOSE.CLIENT ACKNOWLEDGES AND
AGREES THAT THE MAINTENANCE FEES AND OTHER CHARGES WHICH CRW IS CHARGING UNDER THIS
AGREEMENT DO NOT INCLUDE ANY CONSIDERATION FOR ASSUMPTION BY CRW OF THE RISK OF CLIENT'S
CONSEQUENTIAL OR INCIDENTAL DAMAGES OR OF UNLIMITED DIRECT DAMAGES. ACCORDINGLY,CRW SHALL
HAVE NO LIABILITY WITH RESPECT TO ITS OBLIGATIONS UNDER THIS AGREEMENT FOR CONSEQUENTIAL,
EXEMPLARY,OR INCIDENTAL DAMAGES,EVEN IF IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
EXCEPT IN THE CASE OF GROSS NEGLIGENCE OR WILFUL MISCONDUCT,IN NO EVENT SHALL CRW BE LIABLE
HEREUNDER TO CLIENT FOR CUMULATIVE DIRECT DAMAGES IN ANY AMOUNT GREATER THAN THAT PAID BY
CLIENT TO CRW UNDER THIS AGREEMENT AS A MAINTENANCE FEE FOR THE TWELVE(12)MONTH PERIOD
IMMEDIATELY PRECEDING THE ACCRUAL OF THE CAUSE OF ACTION.
E.2. INDEMNITY:
E.2.1. To the extent permitted by law,CRW agrees to indemnify and hold harmless CLIENT,its officers,
officials,employees,and agents from and against liability,damages,costs,losses,claims and expenses,
including reasonable attorneys'fees,arising out of the negligent acts,errors or omissions of CRW and
its employees,subcontractors,sub consultants,and agents in the performance of this Agreement.
E.2.2. To the extent permitted by law,CLIENT agrees to indemnify and hold harmless CRW,its employees,sub
consultants,and agents from and against liability,damages,costs,losses,claims,and expenses,
including reasonable attorneys'fees,arising out of the negligent acts,errors,or omissions of the
CLIENT,its officers or employees,including,but not limited to,incorrect data or information provided
by CLIENT.
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F. INSURANCES&LICENSES
F.1. INSURANCE:
CRW shall procure and maintain in force,for the entire duration of this Agreement,insurance providing coverage
for bodily injury and property damage which may arise out of the operations of CRW or its subcontractors,
employees,agents,assigns or for anyone whose acts any of them may be liable. Such insurance shall have
coverage limits equal to or greater than the minimum limits set forth herein.
CRW shall furnish an Accord 25-S certificate of insurance evidencing the existence of all insurance coverage's
required by this contract prior to the commencement of a new term.
F.1.1. Commercial General Liability Insurance(CGL)
F.1.1.1. Commercial General Liability Insurance(CGL)shall be provided on an Occurrence Form with
coverage limits as shown in this section below. Claims-made coverage and Modified
occurrence forms are unacceptable.
Each Occurrence Limit $2,000,000
General Aggregate Limit $3,000,000
Products/Completed Operations Limit: $2,000,000
Personal and Advertising Injury Limit $2,000,000
F.1.1.2. CRW shall endorse the CGL to include CLIENT as an"additional insured",including coverage
for products and completed operations,and a copy of this endorsement shall accompany each
certificate. The additional insurance endorsement shall be CG2010\1985 edition or its
equivalent.
F.1.1.3. CRW's insurance shall be primary and not excess to,or contributory with any insurance
coverage. CRW's insurance shall be endorsed to provide project specific aggregate limits with
respect to project covered by this contract.
F.1.1.4. CGL coverage,including products and completed operations coverage,shall be maintained
from the date work commences until two years after the work has been completed.
F.1.2. Worker's Compensation/Employers Liability Insurance
F.1.2.1. CRW and its subcontractors are required to purchase and maintain in force worker's
compensation coverage and employer's liability coverage at the following limits:
Worker's Compensation Coverage Statutory Limits
Federal Acts Coverage(if applicable) Statutory Limits
Employers Liability Insurance
Each Occurrence Limit $1,000,000
Disease—Each Employee $1,000,000
Disease—Policy Limit $1,000,000
F.1.2.2. If the work required by this contract or the location of the work specified in this contract
constitutes an exposure to the employees of CRW or its subcontractors under the U.S.
Longshoremen and harbor Workers Act,The Jones Act,or under any laws,regulations or
statutes that apply to maritime workers,CRW shall ensure that proper coverage is purchased
and maintained.
F.1.2.3. CRW and all Subcontractors shall endorse the Worker's Compensation coverage to provide a
"waiver of subrogation"in favor of the CLIENT.
F.1.3. Commercial Automobile Liability Coverage
Commercial Automobile Liability Coverage shall be provided as Combined Single Limit$2,000,000.
Automobile Liability coverage shall include coverage for owned,non-owned and hired automobiles and
be endorsed naming the CLIENT as an additional insured.
F.1.4. Professional Liability Coverage
Professional Liability Coverage covering any damages caused by an error,omission or any negligent or
wrongful acts related to the services to be provided under this contract. Per occurrence(for all
claimants for claims arising out of a single accident or occurrence)in the amount of$2,000,000.
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F.2. LICENSES:
CRW shall maintain all licenses required by law which are applicable and necessary to the course and conduct of
their business,including,but not limited to,a business license in the State,County,and/or City in which CLIENT is
located,if applicable. Said licenses shall be maintained in full force throughout the term of this Agreement and
any extension thereof.
G. TERM&TERMINATION
G.1. TERM:
The term of this Agreement shall be for five(5)years. Covered Software maintenance service and support shall
commence upon System Acceptance.This Agreement shall remain in effect for the original five(5)year term and,
thereafter,for automatic renewal terms on annual basis until terminated.
G.2. TERMINATION:
This Agreement may be terminated by CLIENT at any time,with or without cause upon thirty(30)days written
notice to CRW. The Date of Termination(hereinafter"Date of Termination"or"Termination Date")shall be
defined as the date which is thirty(30)days from the date on which the written notice of termination is
postmarked or if sent by email,the date which is thirty(30)days from the date on which CRW is in receipt of said
email. In the event of termination by CLIENT,CLIENT shall pay CRW for all services rendered up to and including
the Date of Termination.
H. COMMUNICATION THROUGH CLIENT/CRW DESIGNATED REPRESENTATIVES
H.1. DESIGNATED CONTRACT REPRESENTATIVES:
H.1.1. All communication relating to fees,termination,or the general provisions of this Agreement shall be
exchanged between the designated representatives of CLIENT and CRW Systems as follows:
CLIENT CRW
John Knight Christopher R.Wuerz,P.E.
IT Manager,City of Pearland,TX President,CRW Systems,Inc.
3519 Liberty Drive 2036 Corte Del Nogal Suite 200
Pearland,TX 77581 San Diego,CA 92011
Phone:(281)652-1601 Phone:(858)451-3030
Fax: (281)652-1700 Fax:(760)438-2060
Email:jknight @pearlandtx.gov Email: chris @crw.com
H.1.2. If the designated representative or address of either party changes during the term of this Agreement,a
written notice shall be given to the other party prior to the effective date of change.
H.2 CLIENT REFERENCES:
CRW will not use CLIENT's name,logo or any other trademarks(including in any press releases,CLIENT"case
studies,"and the like)without CLIENT's prior written approval,email acceptable
ADDITIONAL PROVISIONS
1.1. INDEPENDENT CONTRACTOR:
CLIENT and CRW acknowledge and intend that,to the maximum extent permissible by law:(a)this Agreement
does not constitute an employment agreement by either party;(b)that CLIENT and CRW are independent
contracting parties with respect to all services rendered under this Agreement;and(c)this Agreement shall not
be construed as a partnership. CRW shall retain sole and absolute discretion and judgment in methods,
techniques and procedures used in performing the services set forth herein. The fact that CLIENT or CRW may
carry worker compensation insurance for their own respective benefits and for the benefit of each other shall not
create an inference of employment.
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1.2. ATTORNEY'S FEES:
In the event that any legal proceeding is instituted by either CRW or CLIENT to enforce the terms of this
Agreement or to determine the rights of CRW or CLIENT,the prevailing party in said legal proceeding shall be
entitled to recover its reasonable costs and attorney's fees.
1.3. APPLICABLE LAW:
This Agreement,its interpretation and all work performed thereunder shall be governed by the laws of the State
of Texas. Venue for the enforcement of this agreement shall lie exclusively in Brazoria,Texas.
All claims,disputes,and other matters in question arising out of,or relating to,this agreement or the breach
thereof shall be resolved in the Court of Brazoria County,Texas,and all parties hereto specifically waive any
"venue privilege"they may have in any other jurisdiction.
1.4. BINDING ON SUCCESSORS:
All the terms,provisions and conditions of this Agreement shall be binding upon and inure to the benefit of the
parties hereto and their respective successors,assigns and legal representatives.
1.5. SEVERABILITY:
If any provision of this Agreement shall be held to be invalid,illegal or unenforceable,the validity,legality and
enforceability of the remaining provisions shall in no way be affected or impaired thereby.
1.6. DUE AUTHORITY:
CLIENT represents and warrants that the person executing this Agreement on behalf of CLIENT is an agent of
CLIENT and has full and complete authority to execute this Agreement and enter into the terms and covenants
provided herein,and has been designated by CLIENT to execute this Agreement on behalf of CLIENT.
CRW represents and warrants that the person executing this Agreement on behalf of CRW is an agent of CRW and
has full and complete authority to execute this Agreement and enter into the terms and covenants provided
herein,and have been designated by CRW to execute this Agreement on behalf of CRW.
1.7. ENTIRE AGREEMENT:
This Agreement contains the entire understanding and agreement between CRW and CLIENT. Any prior
agreements,promises,proposals,negotiations or representations—oral or written—not expressly set forth
herein shall be of no force or effect.In the event of a conflict between the terms and conditions of this
Agreement and any document incorporated by reference,the terms and conditions of this Agreement shall
prevail. This Agreement may be modified or amended only by written agreement signed by both CRW and the
CLIENT.
1.8. AGREEMENT AS OFFER:
This Agreement shall be valid only if it is signed by both CLIENT and CRW,and a signed original has been received
by both parties on or before April 1,2015.
CITY OF PEARLAND,TX CRW SYSTEMS,INC.
Dated: v rch 23, r 5 Dated: or Imp
By: ,�Ll'I By: 110/Ati
Pearso',C ty Manager Na • -rsh o itz,Executive Vice President
Page 6 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
CRW
EXHIBIT A
COVERED SITES,SOFTWARE MODULES,&CONFIGURATION
A. COVERED SITES
This Agreement covers the following CLIENT sites:
1. City of Pearland,Texas offices
B. COVERED SOFTWARE MODULES
This Agreement covers the following TRAKIT software components at each site listed in Exhibit A,Section A:
1. TRAKiT Software Modules including:
a. ProjectTRAK
b. PermitTRAK
c. CodeTRAK
d. CRM TRAK
e. AEC TRAK
f. GeoTRAK
g. LicenseTRAK
h. Reporting
2. Standard TRAKiT GIS
3. eTRAKiT
4. iTRAKiT
5. eMarkup(5 Users)
6. IVR API—Selectron
7. Enhancements/customizations including:
a. NWS Financial integration(batch update)
C. COVERED CONFIGURATION
This Agreement covers the following configuration:
30 Simultaneous User and_ 0 Observer licenses of Covered Software(except eMarkup)purchased by CLIENT and
installed on Unlimited workstations.(Platform support Windows 7 Operating System).
eMarkup licenses are limited to 5 concurrent users.
Page 7 Software and Implementation Services for Enterprise Software System
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CRW
EXHIBIT B
SERVICES&FEES
Maintenance Services and Support for the applications and configuration listed in Exhibit A will be provided for a fee and payable per
the Fee Schedule below. The fee may be adjusted at the end of the five(5)year term of this Agreement to the then current pricing.
Should additions to the number of licensed users or the Covered Software occur during the term of this Agreement or any extension
thereof,CRW shall adjust the fee to reflect the applicable changes and provide CLIENT with written notice of the fee change.
First year Annual Maintenance Fees for TRAKiT modules are due at System Acceptance. Second and subsequent Annual Maintenance
Fees are due on the Anniversary of System Acceptance.
FEE SCHEDULE—TRAKiT(30 Users)eMarkup(5 Users)
YEAR FEES DUE DATE Covered Period
YEAR 1 $41,500.00 April 1,2016 April 2016—March 2017
YEAR 2 $41,500.00 April 1,2017 April 2017—March 2018
YEAR 3 $43,575.00 April 1,2018 April 2018—March 2019
YEAR 4 $43,575.00 April 1,2019 April 2019—March 2020
YEAR 5 $45,754.00 April 1,2020 April 2020—March 2021
Page 8 Software and Implementation Services for Enterprise Software System
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Resolution No. R2015-51
AGREEMENT Exhibit "A"
FOR THE INSTALLATION AND USE OF
COMMUNITY DEVELOPMENT SOFTWARE SOLUTION
This Agreement is entered into this, day of Q ,by and between CITY OF PEARLAND,TX,(hereinafter
"CLIENT")and CRW SYSTEMS,INC.,(hereafter"CRW ) r the installation of a permit and code enforcement software,and other
services,as specifically provided herein(hereafter referred to as the Project").
IN CONSIDERATION of the covenants as set forth in this Agreement,CLIENT and CRW agree as follows:
A. SCOPE OF SERVICES/SCOPE OF WORK
A.1. PROJECT DESCRIPTION:
The Project is more specifically defined as follows:Installation of an automated community development platform
solution,and related subsystems.
A.2. AGREEMENT CONTENTS:
This Agreement includes the following Exhibits:
Exhibit A. Project Scope of Work.
Exhibit B. Project Milestone and Payment Schedule.
Exhibit C. Project Cost Summary
Exhibit D. Software License
Exhibit E. System Acceptance Testing
Exhibit F. Recommended System Specification Requirements
A.3. COMMENCEMENT DATE:
A.3.1. The commencement date for the services to be provided by CRW shall be the date upon which CRW is
in receipt of all of the following:(a)a fully executed original of this Agreement,(b)written notice to
proceed provided by CLIENT.CRW shall not be obligated to perform any work pursuant to the Project,
including labor or materials,prior to the commencement date as defined herein.
A.3.2. A Scope of Work,with itemized pricing of various items associated with the Project is attached hereto
as Exhibits A and B,and incorporated herein by this reference.Subject to CLIENT'S duties and
responsibilities provided in Section C,the time periods set forth in Exhibits A and B shall be adhered to.
The time periods indicated are provided as a general understanding of the estimated time period in
which various Project items will be completed.It is not intended to impose strict deadlines for
completion of all or any part of the work.
A.2.3. The time schedule provided in Exhibit A,Scope of Work,is based in large part on the assumption that
CLIENT will provide all necessary information to CRW in a timely manner in accordance with Section C of
this Agreement.
B. DUTIES AND RESPONSIBILITIES OF CRW
B.1. SCOPE OF WORK:
B.1.1. After the commencement date,CRW shall perform the following services:
(1) Install TRAKiT software,along with the following modules:
a) GeoTRAK
b) PermitTRAK
c) ProjectTRAK
d) AEC TRAK
e) CodeTRAK
f) CRM TRAK
g) LicenseTRAK
Page 1 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
h) Standard Level TRAKiT GIS License
i) iTRAKiT
j) eTRAKiT
k) eMarkup
I) Selectron IVR API
(2)Provide data conversion of CLIENT'S existing data and incorporate data into CRW system.
(3) Provide configuration assistance in accordance with work processes and business rules established
prior to the Workbook Collection meeting.
(4) Provide hands-on,Administrator Training,as specifically provided herein.
(5) Provide on-site,hands-on,User Training,as specifically provided herein.
B.1.2. CRW shall install software and provide all services in a workmanlike manner in accordance with the
Scope of Work,subject to the terms and conditions as stated in the Agreement. Any additional services
must be evidenced by a written modification of this Agreement,or change request pursuant to Section
E of the Agreement.Services to be provided do not include hardware.
B.2. NOT RESPONSIBLE FOR DAMAGES DUE TO UNFORESEEN DELAYS:
Neither CLIENT nor CRW shall be responsible for any damages resulting from delays outside of its reasonable
control,including,but not limited to,(a)failure of CLIENT to furnish timely information;(b)failure of CLIENT to
approve or disapprove of CRW's work,and/or(c)strikes,lockouts,accidents,or acts of GOD.
C. DUTIES&RESPONSIBILITIES OF CLIENT
C.1. INFORMATION TO BE PROVIDED BY CLIENT:
C.1.1. CLIENT will provide all information necessary for CRW to establish the permit software control files,
including but not limited to:
(1) Current valuation and fee structures
(2) Current Permit,Project and Case types designations and categories
(3) Examples of all current reports used by the CLIENT relating to permit management.
(4) Any exceptions to the typical permit process,or any special permit processing requirements.
C.1.2. The CLIENT will provide CRW with access to CLIENT workstations and disk space for installation of the
software.
C.1.3. The CLIENT will ensure and provide that staff who will be trained in the use of CRW software will have
sufficient basic knowledge of permit processing and MS-Windows functions.
C.2. CLIENT COOPERATION:
C.2.1. CLIENT understands that timely completion of the Project is dependent in significant part upon the
timely cooperation of CLIENT in providing information to CRW necessary to complete the project,
including,but not limited to:(a)Data obtained from CLIENT'S present system to be incorporated into
the new CRW system;and(b)information relative to desired permit forms to be incorporated into the
CRW system.
C.2.1.1. Should substantial changes occur that affect the project timeline,then CRW and CLIENT will
mutually agree on an appropriate change in project cost.
C.2.2. CLIENT will provide,for the purpose of CRW deploying the acquired Software,access to CLIENT
workstations and servers upon CRW's request.
C.2.3. CLIENT workstations and servers must be compatible with software configurations requested by CRW.
C.2.3.1. CRW may,at its discretion,provide a workstation to be deployed on the CLIENT's
network for the purpose of demonstrating the configuration of the acquired
Software.
D. COMPENSATION
D.1. CRW COMPENSATION&FEES:
CLIENT agrees to compensate CRW for professional services rendered under this Agreement for the total contract
price of$334,400[Three Hundred Thirty-Four Thousand,Four Hundred Dollars],which amount shall include all
labor,materials,and travel associated with this Project as specified in Exhibit C"Project Cost Summary".Total
Page 2 Software and Implementation Services for Enterprise Software System
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Contract Price does not include any changes to the work as may be requested by CLIENT and incorporated into
the project pursuant to a written request by CLIENT as provided in section E of this Agreement.
Sales,Use,Excise,or any State or Local taxes and/or licenses which may apply to this project are the responsibility
of CLIENT.
D.2. TERMS OF COMPENSATION:
CRW will submit invoices for work performed according to the payment schedule shown in Exhibit B"Project
Milestone and Payment Schedule." Project cost is divided into six(6)payments,each of which is due and payable
upon completion of the preceding milestone step. CLIENT agrees to notify CRW of any disputed invoice within
ten(10)business days of receipt of such invoice.All payments are due in accordance with the State of Texas
Prompt Payment Act. Failure of CLIENT to pay undisputed invoices within 30 days of receipt will subject CLIENT to
a late payment fee computed at a periodic rate of 1.0%per month of the amount past due,representing an
annual percentage rate of 12%,which late fee shall be applied to any unpaid balance.
E. CHANGES AND ADDITIONS TO THE WORK
E.1 REQUIREMENTS OF WRITTEN CHANGE ORDERS:
CLIENT may request CRW to perform additional services not covered by the specific Scope of Work as set forth in
Exhibit A of this Agreement. Any such requests shall be submitted in writing,and shall be signed by the CLIENT
Representative,as identified in 11.1 of this Agreement,and an authorized representative of CRW. Such signed
requests shall include(a)a description of the additional services to be performed,and(b)the agreed upon price
for such services. Any such requests signed by the CLIENT Representative,or other authorized agent of CLIENT,
shall be deemed authorized by CLIENT and shall bind CLIENT to its terms.
E.2. PAYMENT FOR ADDITIONAL WORK:
Any such additional work performed by CRW shall be added to the contract price and billed in accordance with
the"Project Cost Summary"as outlined in Exhibit D of this Agreement. CRW will not commence any additional
services for the CLIENT until written authorization has been given by CLIENT and approved by CRW,as provided
above.
F. INDEMNIFICATION AND INSURANCE
F.1. INDEMNIFICATION:
F.1.1. CRW shall indemnify,defend and hold harmless CLIENT from and against any claims,based upon
infringement of any United States copyright trademark or patent by the Software.CLIENT agrees to
notify CRW of any such claim promptly in writing.CLIENT agrees to cooperate fully with CRW during
such proceedings.CRW shall defend at its sole expense all proceedings arising out of the foregoing. In
the event of such infringement,CRW may replace,in whole or in part,Software with a substantially
compatible and functionally equivalent computer program or modify Software to avoid the
infringement.
F.2. INSURANCE:
CRW,shall at CRW's own expense,purchase,maintain and keep in force during the term of this Agreement
(unless otherwise stated below)such insurance as set forth below. All insurance policies provided under this
Agreement shall be written on an"occurrence"basis. The insurance requirements shall remain in effect
throughout the term of this Agreement.
F.2.1. Worker's Compensation as required by law,Employers Liability Insurance of not less than$100,000.00
for each accident,$100,000.00 disease-each employee,$500,000.00 disease-policy limit.
F.2.2. Commercial General Liability Insurance-$1,000,000.00 Limit
F.2.3. Professional Liability Insurance-$1,000,000.00 Limit.Professional Liability insurance will be in force for
twelve(12)months from commencement date.Professional Liability insurance shall apply to services
performed by CRW staff only.Professional Liability insurance shall not apply to third-party services or
services of subcontractors.
Page 3 Software and Implementation Services for Enterprise Software System
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F.2.4. All policies are to be written through companies duly approved to transact that class of insurance in the
State of Texas.
F.2.5. Insurance is to be placed with carriers with a Best rating of A:VII or better.
F.2.6. CRW hereby waives subrogation rights for loss or damage to the extent same are covered by insurance.
Insurers shall have no right of recovery or subrogation against CLIENT,it being the intention that the
insurance policies shall protect all parties to the Contract and be primary coverage for all losses covered
by the policies.
F.3. PROOF OF INSURANCE:
Exhibit G contains a Certificate of Insurance for Items F.2 above as proof that said insurance is in full force as of
the date of this Agreement. Additionally,CRW shall deliver to CLIENT an updated Certificate of Insurance for
Items F.2 with every invoice submitted during the term of this Agreement.
CLIENT,its officers and agents,shall be endorsed as an additional insured under CRW's General Liability
Insurance.
CRW will not modify or cancel its General Liability Insurance without written notification and approval from the
CLIENT.
G. TERMINATION
G.1. TERMINATION OF AGREEMENT
G.1.1. This Agreement may be terminated by CLIENT at any time,with or without cause,upon written notice
to CRW. Notwithstanding the date of such notice,termination shall be effective upon receipt by CRW of
such notice of termination. In the event of termination by CLIENT,CLIENT shall pay CRW for all services
and materials provided to CLIENT pursuant to this Agreement up to and including the date of receipt by
CRW of notice of termination.
G.1.2. In the event CLIENT terminates this Agreement,the CLIENT agrees to immediately return all source code
or other materials provided to CLIENT by CRW,and to destroy,erase,and purge all software provided
by CRW from any and all CLIENT computers.
G.1.3. Within 30 days of termination CLIENT agrees to provide CRW with written confirmation that all CRW
software has been destroyed. Within its sole discretion,and upon reasonable notice to CLIENT,CRW
shall have the right to verify that CRW software has in fact been removed or destroyed by personal
inspection of CLIENT computers.
G.1.4. Any use by CLIENT of any CRW software after termination of this agreement by CLIENT without the
express written authorization of CRW shall be a breach of this agreement and subject CLIENT to
substantial damages.
H. OWNERSHIP OF DOCUMENTS
H.1. OWNERSHIP OF DOCUMENTS:
H.1.1. All plans,specifications,reports,and other design documents prepared by CRW pursuant to this
Agreement shall become property of CLIENT only after completion of the Project.
H.1.2. All source code for computer programs or modifications to programs,which are produced pursuant to
this Agreement shall be deemed,and remain,the intellectual property of CRW and are protected under
the copyright,patent,or other laws,of the United States as well as other jurisdictions where such
programs are being used.
H.1.3. CLIENT agrees to respect CRW's purported ownership of any such proprietary rights which may exist,
including patent,copyright,trade secret,trademark and other proprietary rights,in and to Software and
any corrections,bug fixes,enhancements,updates or other modifications,including custom
modifications,to Software,whether made by CRW or any third party. Under no circumstances shall
CLIENT sell,license,publish,display,distribute or otherwise transfer to a third party Software or any
copy thereof,in whole or in part,without CRW's prior written consent.
Page 4 Software and Implementation Services for Enterprise Software System
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H.2. SOURCE CODE ESCROW:
H.2.1. CRW shall maintain a software escrow account.A copy of the latest source code for the software being
installed by CRW pursuant to this Agreement shall be deposited in this escrow account.
H.2.2. CRW will pay the entire cost of this source code escrow account.
H.2.3. CLIENT will be registered as a Registered Beneficiary of the Software Escrow Agreement.
COMMUNICATION THROUGH CLIENT/CRW DESIGNATED REPRESENTATIVES
All communication relating to project status shall be exchanged between a designated representative of the CLIENT and a
designated representative of CRW as identified below.
1.1. DESIGNATED CONTRACT REPRESENTATIVES:
1.1.1. The designated representative of CLIENT and CRW Systems is as follows:
CLIENT CRW
John Knight Christopher R.Wuerz,P.E.
IT Manager,City of Pearland,TX President,CRW Systems,Inc.
3519 Liberty Drive 2036 Corte Del Nogal Suite 200
Pearland,TX 77581 San Diego,CA 92011
Phone:(281)652-1601 Phone:(858)451-3030
Fax: (281)652-1700 Fax:(760)438-2060
Email:jknight @pearlandtx.gov Email: chris @crw.com
1.1.2. If the designated representative or address of either party changes during the term of this Agreement,a
written notice shall be given to the other party prior to the effective date of change.
1.2 DESIGNATED SYSTEM ADMINISTRATOR:
1.2.1. The CLIENT Representative shall identify and designate System Administrators. All communication
related to day-to-day operations of the system,including system maintenance,systems problems
and/or troubleshooting,shall be made to CRW only through either the designated representative of
CLIENT as identified in 1.1.1 above,or the System Administrators as identified below.
1.2.2. The System Administrators shall participate in all training sessions conducted by CRW as required by this
Agreement,and shall become fully knowledgeable and competent to use all aspects of the system
software. (It is highly recommended that the designated System Administrators be someone with
experience and competence with personal computers.)
1.2.3. The System Administrator for CLIENT is designated as follows:
Name: TBD
J. MISCELLANEOUS GENERAL PROVISIONS
J.1. LICENSES:
CRW shall obtain and maintain all business licenses as may be required by law.
J.2. STATUS OF CRW AS CONSULTANT:
Throughout the term of this Agreement,CRW,its employees,subcontractors,consultants,and agents shall be
considered as an independent contractor(s). Nothing in this Agreement shall be interpreted to imply an
employee-employer relationship between CLIENT and CRW.
1.3. MEDIATION OF DISPUTES:
Prior to the commencement of any litigation arising out of this Agreement,both CRW and CLIENT agree to
participate in good faith in non-binding mediation of any dispute or claim,which remains unresolved after
informal discussions. Both CRW and CLIENT shall negotiate in good faith to select a qualified mediator.
J.4. ATTORNEY'S FEES:
In the event that any legal proceeding is instituted by either CRW or CLIENT to enforce the terms of this
Agreement or to determine the rights of CRW or CLIENT,the prevailing party in said legal proceeding shall be
entitled to recover its reasonable costs and attorney's fees.
Page 5 Software and Implementation Services for Enterprise Software System
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1.5. APPLICABLE LAW:
This Agreement,its interpretation and all work performed thereunder shall be governed by the laws of the State
of Texas. Venue for the enforcement of this agreement shall lie exclusively in Brazoria County,Texas.
All claims,disputes,and other matters in question arising out of,or relating to,this agreement or the breach
thereof shall be resolved in the Court of Brazoria County,Texas,and all parties hereto specifically waive any
"venue privilege"they may have in any other jurisdiction.
J.6. BINDING ON SUCCESSORS:
All the terms,provisions and conditions of this Agreement shall be binding upon and inure to the benefit of the
parties hereto and their respective successors,assigns and legal representatives.
J.7. DUE AUTHORITY:
CLIENT represents and warrants that the person executing this Agreement on behalf of CLIENT is an agent of
CLIENT and has full and complete authority to execute this Agreement and enter into the terms and covenants
provided herein,and has been designated by CLIENT to execute this Agreement on behalf of CLIENT.
CRW represents and warrants that the person executing this Agreement on behalf of CRW is an agent of CRW and
has full and complete authority to execute this Agreement and enter into the terms and covenants provided
herein,and have been designated by CRW to execute this Agreement on behalf of CRW.
1.8. WARRANTY ON TITLE:
CRW warrants that it has good title and all proprietary rights to the Software to enable it to license its use to
CLIENT free of any proprietary rights of any other party or any other encumbrance.
1.9. APPLICATION SOFTWARE WARRANTY:
CRW warrants that its Software will perform in the manner described in the Agreement documents including
CRW's Proposal for a Software and Implementation Services for Enterprise Software Systems dated June 17,2014,
hereby incorporated by reference as if fully contained herein and any other written user documentation for the
version installed. This Warranty shall commence upon date of acceptance by CLIENT as defined by Exhibit E
attached hereto.
J.10 SERVICES WARRANTY:
CRW warrants that the services provided hereunder shall be executed in a correct and competent manner
consistent with the professional standards of the industry. Any error or defect in the services provided hereunder
shall be corrected by CRW at no additional cost to the CLIENT.
J.11. ENTIRE AGREEMENT:
This Agreement contains the entire understanding and agreement between CRW and CLIENT. Any prior
agreements,promises,proposals,negotiations or representations—oral or written—not expressly set forth
herein shall be of no force or effect.In the event of a conflict between the terms and conditions of this
Agreement and any document incorporated by reference,the terms and conditions of this Agreement shall
prevail. This Agreement may be modified or amended only by written agreement signed by both CRW and the
CLIENT.
Page 6 Software and Implementation Services for Enterprise Software System
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J.12. AGREEMENT AS OFFER:
This Agreement shall be valid only if it is signed by both CLIENT and CRW,and a signed original has been received
by both parties on or before April 1,2015.
CITY OF PEARLAND,TX CRW SYSTEMS,INC.
M ch 23, 2015
Dated: i Dated: i /
By: P /I By: L �411,__
Clay Pear..n,City Manager + �owitz,Executive Vice President
Page 7 Software and Implementation Services for Enterprise Software System
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EXHIBIT A
PROJECT SCOPE OF WORK
Project Overview
The project will go through the following stages of Kick Off>Review>Configure>Test>Train>Go-Live and will have its own
milestones and payment schedule.Throughout all stages,the CLIENT's main point of contact at CRW will be its Project
Manager. Should the assigned project manager be unavailable,CRW will provide an experienced Project Manager in place.The
CRW Project Manager will be responsible for the overall success on the CRW side,and will coordinate CRW resource tasks and
schedule.As the CLIENT's primary contact,the CRW Project Manager will be present for all regularly scheduled status calls.
He/she will defer to other subject matter experts for data migration,training,etc.Any issues will be escalated to the Project
Manager in the event that the CLIENT's needs are not being met.
In situations where CLIENT believes that the CRW personnel provided are not qualified,CLIENT shall inform CRW's General
Manager and/or CRW's Executive Vice President in writing(or via email)to include some reason for their dissatisfaction.
Possible remedies may include the replacement of the CRW person providing the service and/or supplementing the person
providing the training with another trainer.
Delivery Overview
- Data conversion from single land management database and the HTE legacy systems
- Create&Track Permits/Projects/Code Enforcement Cases/Licenses/Citizen Incidents
- Provide ePlan review functions digitally(eMarkup)
- Automated and manual workflow
- Mobile inspection(iTRAKiT)
- Reports&letters
- Online web portal for permit visibility&inspection scheduling,including permit application or payment acceptance
(eTRAKiT)
- Integration with New World Systems financial application
- Integration with ArcGIS Server
- IVR Selectron inspection management Integration
Stages&Milestones
Each phase will follow its own project life cycle with its own project stages and payment milestones.
Kick Off/Review
Begins: Notice to proceed from CLIENT
Ends: Workbook completion and 3rd party integrations sign-off by CLIENT and CRW and all
data/documentation provided by CLIENT
Description: This stage of the project involves discussing and documenting how the business processes and
systems will function.It will include meetings,both in person and remote,between the CRW
PM and CLIENT team.The CLIENT will fill out workbooks based on discussions and guidance
from CRW.The CRW PM will be the CLIENT's main point of contact,and is responsible for the
overall design of the system.CRW's data migration team will work with CLIENT staff to map
and document data to be migrated into TRAKiT.
During this stage of the project,CRW will create a project plan. This project plan will outline
tasks,CRW resource roles,CLIENT resource roles,duration,dependencies and start/end dates
throughout the project.It will be used to help the CLIENT plan its own internal task scheduling
as well as provide shared visibility into timelines as the project progresses.CRW will be
responsible for updating the project plan each week following a status update call with the
CLIENT.
Page 8 Software and Implementation Services for Enterprise Software System
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Primary Responsibilities for CLIENT:
- Communicate project goals,value,schedule internally
- Assist in developing project schedule/milestone dates
- Purchase/install system infrastructure and provide appropriate access(VPN,etc.)
- Ensure that all appropriate subject matter experts participate in all relevant discussions
- Provide process flows,source data,and documentation in a timely manner
- Make informed business decisions in a timely manner
- Complete workbooks with assistance from CRW
- Provide contact information for any relevant 3rd parties
Primary Responsibilities for CRW:
- Conduct kick-off meeting with CLIENT.
- Install base software with demonstration data
- Creation and maintenance of shared project plan
- Organize and lead design sessions with CLIENT.As permitting consultant and expert on TRAKiT software,provide
guidance on best practices,changes to increase efficiency,and challenge CLIENT's current processes and way of
thinking.
- Document TRAKiT configuration requirements,functionality and workflow
- Document interface requirements/mappings
Configure
Begins: Workbook completion and 3rd party integrations sign-off by CLIENT and CRW and all
data/documentation provided by CLIENT.
Ends: CLIENT sign-off on System Acceptance Begin letter.
Description: CRW will be responsible for configuring TRAKiT,while the CLIENT will be responsible for
coordinating any 3rd party vendors and developing any documentation required for system
testing.All communication between the CLIENT and CRW in this stage is anticipated to be
done remotely.The CRW PM will be the CLIENT's primary contact with other CRW resources
utilized as-needed.
Primary Responsibilities of CLIENT:
- Coordinate configuration/development of any 3rd party vendors
- Develop standard operating procedure(SOP)documentation
- Develop testing and training plan
- Participate in weekly status calls
Primary Responsibilities of CRW:
- Perform agreed-upon configuration/data migration
- Coordinate additional information from CLIENT as needed
- Lead weekly status calls with CLIENT
- Maintain shared project plan
Test/Initial Training
Begins: CLIENT sign-off on receipt of System Acceptance Begin letter.
Ends: CLIENT sign-off on System Acceptance End Letter.
Description: This stage of the project will begin with a CRW training expert coming onsite to perform
System Acceptance training with CLIENT staff.The CLIENT will then begin its system
acceptance testing process,notifying CRW as issues/questions arise.There will be remote
communication between the CLIENT and CRW PM regarding issues and their resolution,with a
shared portal so that all team members have visibility to the complete list.CRW will provide
revised delivery(s)for configuration and data integration as needed. During this stage,the
CLIENT will also be testing integration with other 3'd party systems.The CLIENT will be
responsible for communicating issues/resolution with all relevant vendors.The CRW PM will
Page 9 Software and Implementation Services for Enterprise Software System
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remain the CLIENT's main point of contact,but this stage will likely see increased involvement
from other CRW team members for testing support.
Primary Responsibilities of CLIENT:
- Provide key staff availability and appropriate facilities for training and system acceptance testing
- Execute all phases of testing plan,including 3rd party integration
- Provide constructive,detailed feedback to CRW based on testing results
- Coordinate issues/resolution to 3'd party vendors
- Amend training plan/SOPs as needed
- Participate in weekly status calls
- Participate in system administration and report writing training at CRW facilities in San Diego,CA
- Lead end-user training sessions
Primary Responsibilities of CRW:
- User training for System Acceptance Testing
- Assist CLIENT with questions/issues on as-needed basis
- Provide issue tracking portal for team member visibility to issues/status/resolution
- Provide iterative configuration/data migration deliveries based on testing feedback
- Lead weekly status calls with CLIENT
- Maintain shared project plan
Final Training/Go-Live
Begins: CLIENT sign-off on completed System Acceptance Testing End letter.
Ends: CLIENT sign-off of completed post go-live follow-up visit from CRW and no outstanding
systems issues
Description: This stage of the project involves using the system in production.The CLIENT and CRW will
agree upon a go-live week during which the CLIENT will cease use of Tidemark and will begin
using TRAKiT for production use. Immediately prior to go-live,CRW and the CLIENT will
perform data migration from legacy system(s)into TRAKiT.
The CLIENT will begin production use of TRAKiT with the CRW PM onsite for support.Although
other CRW team members will likely be involved with support tasks and the resolution of
issues,the CRW PM will continue to be the CLIENT's main point of contact throughout Go-Live
until the system stabilizes and all issues are resolved.A follow-up visit is performed by the
CRW PM roughly 45 days after go-live.The purpose of this visit is to analyze system
performance and usage by CLIENT staff,and to provide any suggestions or facilitate
configuration changes that would improve attainment of the CLIENT's goals.
Primary Responsibilities of CLIENT:
- Coordinate historical data migration with CRW
- Coordinate internal and external communication of Go-Live plan and potential business impacts
- Provide staff availability for end-user training
- Follow standard operating procedures
- Provide staff availability for rapid issue response
- Work collaboratively with CRW team to rapidly solve any production issues as they occur
Primary Responsibilities of CRW:
- Convert historical data prior to go live
- Provide onsite go-live support
- Work collaboratively with CLIENT team to rapidly solve any production issues as they occur
- Provide issue tracking portal for team member visibility to issues/status/resolution
- Lead weekly status calls with CLIENT
- Maintain shared project plan
Page 10 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
- Perform follow-up visit
- Provide system administration training at CRW facilities.
Deliverables
Upon receipt of a written Notice to Proceed from CLIENT,CRW shall perform the following services:
A. On-Site attendance and participation in project meetings.
Meetings: Project kick-off meeting;business process reviews;software installation;database installation;project
implementation meetings.
On Site Days: CLIENT changes to scheduled travel days within 14 days of project schedule may incur increased travel
expenses.
B. Deliver computer software(TRAKiT)and database structures for SQL/Server database.
Deliverable: Computer software;installation instructions;services to install software on CLIENT network;validate
that up to three(3)workstations are able to view webpage properly;services to install SQL/Server
database and tables. CRW does not configure/install any hardware.
B.1. Provide eTRAKiT modules for web-based Citizen/Contractor permit processing.
Deliverable: Requires a separate web server hosting the ASP.NET pages to provide the following functions:
(1) Pay fees using a credit card using one of the following vendors. Payment gateways not
listed will incur an additional cost. Payment gateway must be specified within 30 days of
contract execution.
• PayPal(Payflow Pro and/or Website Payments Pro)
• Authorize.NET(standard mode only)
• Plug'N'Pay(standard mode only)
• USA ePay(standard and redirect mode)
• US Bank(redirect mode only)
• Virtual Merchant(standard and redirect mode)
• CSI eCollections(standard mode only)
• PayGov/PayTrust(standard mode only)
• Open Pay(standard mode only)
(2) Includes one(1)standard Permit Form for online customers. Changes to permit form will
incur an additional cost.
(3) Request inspections as a Contractor or Citizen.
(4) Review inspection,review,condition,fee statuses and updates.
(5) Interact with CLIENT GIS maps. Requires Advanced TRAKiT GIS level.
(6) Create user logins for citizens and/or contractor login.
(7) Inspector login to change/input results.
(8) Reviewer login to update review notes and status results.
B.2. Provide MobileTRAK module for field-ready iPAD interface.
Deliverable: iTRAKiT module for iPad to provide the following functions:
(1) Login as TRAKiT User.
(2) Complete and result scheduled inspections and Code cases from the field.
(3) Utilize in off-line mode without internet connection(GIS will not update).
(4) Provide access to Apple Maps.
(5) Calculate efficient route.
(6) Upload photos from iPad,and view associated attachments(requires connection).
B.3. Provide eMarkup module for digital plan markup.
Deliverable: eMarkup module for up to five(5)concurrent user licenses.
(1) Login for review staff.
(2) Ability to open PDF files to digitally mark-up. Does not affect the source file.
(3) Comment directly on electronic plans.
Page 11 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
(4) Save plans back to PermitTRAK and ProjectTRAK attachments.
(5) Provides up to(10)custom stamps. Additional stamps will incur an additional cost.
(6) Installation of ActiveX control on workstations requiring access.
C. Provide data conversion services.
Deliverable: Electronic transfer(via FTP or email)of converted database;services to develop conversion software for
translation;services to perform data conversion;services to install converted data;services to
investigate and correct any errors uncovered during conversion balancing and/or system testing. CRW
does not guarantee the quality of the source data received,but makes reasonable effort to convert all
data in the original source that it is provided.
Applies to: Land data from a single source.
Historical data in H TE System
CLIENT will:
(1) Provide to CRW all tables and files that are necessary for historical data conversion.
(2) Provide all necessary files and data to CRW within thirty(30)days of project commencement date.
(3) Thoroughly test data converted by CRW after each delivery(total of 4 deliveries),and report issues within the
timeframes agreed in the Project Schedule. In the event that unplanned data conversion activities are required,
then CRW and CLIENT will mutually agree on an appropriate change in project cost.
D. Provide software training.
Deliverable: Provide System Administrator training for up to two(2)CLIENT staff during scheduled training at CRW
designated facilities. CRW provides training guides and user manuals as part of training.
Deliverable: Provide Report Writing training for up to two(2)CLIENT staff during scheduled training at CRW
designated facilities. CRW provides training guides and user manuals as part of training.
Deliverable: Conduct four(4)days of on-site,hands-on System Acceptance training at CLIENT office. Class size is
limited to eight(8)students per day.
Deliverable: Conduct five(5)days of on-site,hands-on End User training at CLIENT office.Class size is limited to eight
(8)students per day.
CLIENT to provide classroom space,workstations,and networked access to the server for all on-site classes at CLIENT
facilities. If CLIENT does not have hardware for conducting training,then CRW can provide onsite laptop labs for an
additional cost.
E. Provide Project Implementation services.
E.1 Custom forms and reports
Forms/reports must be identified no later than the beginning of the System Acceptance Phase of project.
Deliverable: Develop up to twelve(12)custom forms,and up to two(2)custom reports,as directed by
CLIENT staff;provide standard(ICC or other)Valuation tables;develop custom valuations and
fee formulas as directed by CLIENT staff,using information provided by CLIENT.
Deliverable: Installation of forms,fee tables,types,inspections,and valuation tables in TRAKiT database.
Deliverable: Data import specification(using standard TRAKiT import function)for monthly updates of
assessor records.
CLIENT to provide information regarding fee formulas,usage,permit,project and code forms. CLIENT agrees to
provide all current custom report and custom form definitions to CRW within thirty(30)days of project
commencement date.
Page 12 Software and Implementation Services for Enterprise Software System
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E.2 Deliver integration to NWS financial system.
Deliverable: Work with NWS to develop CLIENT's request routine. Create a stored procedure/batch script
routine to export financial details nightly from the TRAKiT system into the NWS financial
systems. A detailed Integration Specification will be developed for sign-off prior to
implementing the solution for testing.
E.3 Deliver integration to Selectron IVR System.
Deliverable: Provide CRW's API integration with the Selectron inspection scheduling application. CLIENT
will ensure that the product/license is up to date to take advantage of CRW's integration.
Selectron would be used to take in phone scheduling of inspections only(eTRAKiT would be
used for web scheduling).In addition to creating the inspection in TRAKiT,there would need
to be validation against TRAKiT logic from Selectron to determine if the date/time chosen via
phone was available for the specific permit type.
E.4 Integration to ArcGIS
Deliverable: The TRAKiT Standard GIS Viewer is delivered with features to enable your agency to manage
all development activities such as permits,projects,land management,code enforcement,
licensing,and inspections directly from the parcel fabric. Some features are included below:
1) Accessible from any TRAKiT module
2) View restrictions for a parcel
3) Zoom in/zoom out control
4) Use the mouse wheel to zoom
5) Full Map button allows immediate access to full map extents
6) Add new restrictions to a single parcel or multiple parcels at once
7) Functionality allowing the addition,removal,or copying of records
8) Allows the selection of multiple records at one time
9) Create multiple records at once with unique record numbers
10) Selection List for adding/removing parcels from a selection
11) Map overview window to easily navigate around screen
12) Print Map view using a print template
13) Query and plot TRAKiT data on the map
14) Allows user to pan around the map
15) Change the properties of the measurement(metric,feet,acres,etc.)
16) Export the selection list into Excel
17) Use Dynamic or Tiled Map services
18) Select parcels by circle,polygon,line,etc.
19) View a list of parcels selected within a separate window
20) Ability to use"sketching"tools on map(different colors,transparencies,pushpin images)
21) Draw polygons,shapes,squares and lines on map
22) Insert text directly on the map
23) Can see related record details(permits,cases,projects,etc.)of the parcel
24) Clear Selection allows user to clear the selected list
25) Show Data displays all attributes at the selected parcel
26) Print reports,labels,or letters for the selected parcel group
27) Radius Notification allows a buffer distance to be selected for multiple parcels
28) View a"pop-up"window with details about current selected parcel
29) Look at streets with Google®Maps Street View(requires Google key)
30) View pictometry with Microsoft®Bing Maps
31) Create a query and save custom queries for visually displaying details
32) Quickly run a saved query from the Advanced Search
33) Associate different user-specific Bookmarks based on different views
34) Administrators can change map preferences and import different GIS data
35) View attribute data for any layer
36) Route daily Inspections(requires Network Analyst)
37) Search for properties based on user defined criteria without leaving the map
38) Export the map into a JPEG
Page 13 Software and Implementation Services for Enterprise Software System
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1
39) Add external map services
40) Advanced Table of contents with layer visibility toggle and legend
41) Integrates with Geocode services
42) Incorporate push-pins to the map(associate custom push-pins)
Page 14 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
EXHIBIT B
PROJECT MILESTONE AND PAYMENT SCHEDULE
Task CLIENT Responsibilities CRW Responsibilities Target Date
1. Contract Execution/ Client signs contract and provides CRW signs final contract. March 2015
Notice to Proceed Notice to Proceed.
2. Delivery of TRAKiT CRW provides FTP access to April 2015
software and License Key facilitate data exchanges with
Client.CRW delivers Client
software and license key via the
FTP site.
iv 3. First Payment Due Customer provides 1st payment April 2015
50%of Software Licensing for software licensing.
$91,000
4. Project Hand-Off Call Client reviews and sets initial CRW&Client review Project April 2015
Project Timeline dates with CRW. Timeline;CRW delivers
electronic copies of
Configuration Guide.
5. Confirm Hardware& Client provides confirmation that CRW reviews hardware April 2015
Required Systems all required hardware,servers, specifications with Client;CRW
database systems,and related confirms remote access.
components are ready.
6. Initial Data Extract Client uploads all legacy CRW reviews initial data upload. April 2015
databases quoted in the contract
to CRW's FTP site.
7. Project Timeline Sign-Off Client signs-off on remaining CRW provides Client with April 2015
SIGN OFF project milestone dates. timeline dates.
8. Software Installation Client provides remote access to CRW installs all TRAKiT software April 2015
servers. on Client servers. One
workstation will also be tested.
9. Second Payment Due
50%of Software Licensing
$91,000
10. Database Consultation Client conducts meeting with CRW provides suggestions to April 2015
SIGN OFF CRW to discuss the data ensure expectations are
conversion process and a brief reviewed.
review of the data structure.
Client signs-off on Data Source
Document.
11. GIS Consultation Client conducts meeting with CRW offers suggestions to May 2015
SIGN OFF CRW to discuss the delivery ensure expected delivery is
expectations for GIS data. achieved. CRW provides a
sample'Map Template'to be
used within TRAKiT GIS.
12. Map Template Delivered The sample map template is May 2015
also delivered to the client.
13. Delivery of Geodatabase Client uploads geodatabase onto CRW begins mapping the source May 2015
CRW's FTP site for data mapping. tables to the TRAKiT structure.
14. Screenshots of Existing Client provides screenshots of CRW reviews screenshots and May 2015
Software existing software that relate to begins mapping of data;CRW
the data conversion process. prepares data mapping
Page 15 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
Task CLIENT Responsibilities CRW Responsibilities Target Date
document to submit to Client.
15. Demo Existing Legacy Client conducts an overview of CRW reviews current legacy May 2015
Systems their existing system for CRW. systems with Client.
16. Remote Webinar Training Client attends and participates in CRW conducts webinar training June 2015
Series remote 2-hour webinar training sessions prior to onsite meeting.
sessions for each Core Team.
17. Kick-Off Meeting Client attends and participates in CRW conducts Kick-Off meeting June 2015
ONSITE Kick-Off Meeting,which includes onsite. Reviews Configuration
a review of the Configuration Guide with all Departments,and
Guide and Workbook. assists in completing GeoTRAK
data fields.CRW provides
workflow samples for future
discussions.
18. 1St Workbook Review Client Departments attend CRW conducts a review of June 2015
Remote Discussion review meetings with CRW. business processes with each
Department. CRW ensures that
the Configuration Workbook is
being updated.
19. 1St GeoTRAK Workbook Client reviews land data mapping CRW reviews configuration June 2015
Review details and configuration workbook and provides
information with CRW. feedback as applicable.
20. Initial Workflows Client provides initial workflows CRW reviews initial workflows June 2015
from various Departments for submitted for Business Process
review. Meeting.
21. Business Process Review Client provides business process CRW assists the Client with June 2015
Meeting workflow and corresponding Workbooks,identifies process
ONSITE reports/forms used in daily adaptations,and reviews
activities. Sessions are divided specifications for reporting
among various Departments requirements.
implementing TRAKiT.
22. 1St Draft of Data Mapping Client to review data mapping CRW to review initial draft of June 2015
Document document and,when required, data mapping document with
ONSITE participate in a comparison Client.
review of legacy data with CRW.
23. 2nd GeoTRAK Workbook Client reviews the finalized CRW reviews workbook and June 2015
Review GeoTRAK workbook. provides additional feedback as
applicable.
24. eTRAKiT Credit Card Client provides CRW with CRW reviews credit card portal June 2015
Gateway eTRAKiT credit card gateway and prepares a scope for
information for integration. expectations.
25. 2nd Workbook&Workflow Client Departments attend CRW conducts a review of July 2015
Review Remote Discussion review meetings with CRW. business processes with each
Department. CRW ensures that
the Configuration Workbook&
Workflows are being updated.
26. 2nd Draft of Data Mapping Client to review data mapping CRW to review draft of data July 2015
Document document for legacy data mapping document with Client.
provided by CRW.
27. Final GeoTRAK Workbook Client submits and reviews the CRW reviews workbook and July 2015
Review finalized GeoTRAK workbook. provides additional feedback as
applicable.
Page 16 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
Task CLIENT Responsibilities CRW Responsibilities Target Date
28. Final List of Forms/Reports Client delivers final list of forms CRW reviews custom forms and July 2015
Due and reports and defines custom reports based on contract
scripts for additional requirements.
requirements to CRW to design.
29. GeoTRAK Workbook Final Client provides final version of CRW collects GeoTRAK July 2015
Collection GeoTRAK workbook,including all workbook,completes those
mapping,custom screen,and spatial joins being handled by
spatial join requirements. CRW,ensures that mapping is
consistent with discussed
process.
30. 3rd Workbook&Workflow Client Departments attend CRW conducts a review of August 2015
Review Remote Discussion review meetings with CRW. business processes with each
Department. CRW ensures that
the Configuration Workbook&
Workflows are being updated.
31. Workbook Review Meeting Client provides Workbooks and CRW collects Client responses to August 2015
ONSITE copies of needed forms/reports; Workbooks;CRW conducts
Client attends department Department meetings to ensure
meetings to offer insight into understanding of responses and
workflow;Client provides discuss procedural needs;CRW
complete set of source data for reviews data to convert with
conversion. Client.
32. Customer Survey Client provides feedback on the CRW conducts a review of the August 2015
CRW efforts to date. project to date.
33. GeoTRAK Pre-Conversion Client participates in the pre- GIS Specialist and Data August 2015
Review conversion review. Conversion Specialist review
GeoTRAK workbook to clarify
mapping and conversion details.
34. Identify eMarkup stamps Client provides all stamps August 2015
necessary for eMarkup.
35. Project Workbook Draft Client provides their completed CRW reviews the submitted August 2015
Project Workbook. workbook.
36. GeoTRAK Workbook Client signs-off on GeoTRAK CRW provides finalized August 2015
SIGN OFF workbook. GeoTRAK workbook for Client
sign-off.
37. Initial Forms/Reports Client participate in a review of CRW provides the August 2015
Scope the Forms/Reports requirements Forms/Reports Scope for Client
SIGN OFF and signs-off on the initial sign-off.
Forms/Reports Scope.
38. Project Workbook Client signs-off on final version of CRW will utilize the Workbook September 2015
SIGN OFF the Workbook. in configuration of the system.
39. Final Data Mapping Client approves data mapping CRW to provide data mapping September 2015
Document document after a review with documents,layouts,and
SIGN OFF CRW's data conversion specialist. explanations.
40. Map Services Delivered Client delivers Map services to CRW configures Map services September 2015
CRW prior to Initial Delivery. with data.
Map services may include:
- iTRAKiT map service for
LAT/LON coordinates
- eTRAKiT map service
- TRAKiT data map service
Page 17 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
Task CLIENT Responsibilities CRW Responsibilities Target Date
TRAKiT visual map service
41. System Configuration Client participates and provides CRW configures system September 2015
additional information as needed according to Workbook
by CRW. responses and meeting
discussions;CRW converts
historical data;CRW
creates/customizes reports
and/or forms(e.g.Permit Form).
42. iTRAKiT Services Delivered Client finalizes hardware CRW remotely installs iTRAKiT October 2015
configuration for iTRAKiT remote Services on Client Server.
installation/testing.
43. Initial Delivery Client will attend the CRW installs and demonstrates October 2015
ONSITE demonstration of the delivery. configured system with various
Departments. eTRAKiT
validation/preferences are
reviewed with Client.
44. Workflow Processes Client receives written workflow CRW delivers a sample set of October 2015
Delivered processes from CRW. workflow processes to Client for
review and use during Training.
45. Third Payment Due Customer provides payment for October 2015
25%of Services services.
$38,100
46. System Acceptance Users Client will provide meeting space CRW provides training materials October 2015
Trained and training computers for up to for initial system configuration.
ONSITE eight(8)staff.
47. System Acceptance Testing Client"System Acceptance"Users CRW receives change requests October 2015
Begins verify accuracy and placement of from Client and makes
SIGN OFF converted data,forms&reports; necessary revisions.
Client tests software
configuration;Client tests
program interfaces;Client tests
software customizations;Client
notifies CRW of desired changes.
48. GeoTRAK Update Routine Client to review and sign-off on CRW provide the GeoTRAK October 2015
SIGN OFF GeoTRAK Update Routine Update Routine document.
document.
49. eMarkup Service Activated Client begins testing eMarkup CRW provides access to November 2015
with initial configuration. eMarkup system.
50. 15c System Acceptance Client reviews data& CRW schedules remote November 2015
Testing Review configuration with project meetings with each Department
manager via remote sessions. to review system configuration
and System Acceptance
Checklists.
51. 1S'Acceptance Review of Client reviews Forms/Reports CRW receives comments or November 2015
Forms/Reports provided at Initial Delivery and sign-off from Client and makes
provides comments or sign-off. adjustments as necessary.
52. Initial Delivery Revisions Client delivers revision list to CRW receives review comments November 2015
CRW. from Client and begins adjusting
configured system.
53. External Interface Review Client tests any external data CRW reviews any external data November 2015
interfaces provided by CRW; import/export routines
Page 18 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
Task CLIENT Responsibilities CRW Responsibilities Target Date
includes land update routine, prepared for Client.
accounting interface,and other
data import routines.
54. 2nd System Acceptance Client reviews data& CRW schedules remote December 2015
Testing Review configuration with project meetings with each Department
manager via remote sessions. to review system configuration
and System Acceptance
Checklists.
55. 2nd Delivery Client continues review of CRW delivers revisions to Client. December 2015
ONSITE system.
56. Customer Survey Client provides feedback on the CRW conducts a review of the December 2015
CRW efforts since the Workbook project since the Workbook
Review. review.
57. Fourth Payment Due Customer provides payment for December 2015
25%of Services services.
$38,100
58. 3rd System Acceptance Client reviews data& CRW schedules remote December 2015
Testing Review configuration with project meetings with each Department
manager via remote sessions. to review system configuration
and System Acceptance
Checklists.
59. 2nd Acceptance Review of Client reviews Forms/Reports CRW receives comments or December 2015
Forms/Reports provided at 2nd Delivery and sign-off from Client and makes
provides comments or sign-off. adjustments as necessary.
60. 2nd Delivery Revisions Client delivers revision list to CRW receives review comments January 2016
CRW. from Client and begins adjusting
configured system.
61. 4th System Acceptance Client reviews data& CRW schedules remote January 2016
Testing Review configuration with project meetings with each Department
manager via remote sessions. to review system configuration
and System Acceptance
Checklists.
62. 3rd Delivery Client continues review of CRW delivers revisions to Client. January 2016
system.
63. GeoTRAK Update Routine Client provides CRW with CRW initializes the GeoTRAK January 2016
Delivery credentials/access to configure Update Routine and Python
the GeoTRAK Update Routine. scripts(in GIS if necessary).
64. GIS Final Review Client tests map services and CRW finalizes GIS configuration February 2016
updates with CRW. for Go Live.
65. Final Review of Client reviews Forms/Reports CRW receives comments or February 2016
Forms/Reports provided at 3rd Delivery and sign-off from Client and makes
provides comments or sign-off. adjustments as necessary.
66. Final Revisions List Client delivers final revision list to CRW receives review comments February 2016
ONSITE CRW. from Client and makes final
adjustments.
67. eTRAKiT Final Connection Client validates the configuration CRW provides remote assistance February 2016
Validated settings for eTRAKiT portal. for eTRAKiT payment portal.
68. 5th System Acceptance Client reviews data& CRW schedules remote March 2016
Testing Review configuration with project meetings with each Department
manager via remote sessions. to review system configuration
Page 19 Software and Implementation Services for Enterprise Software System
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Task CLIENT Responsibilities CRW Responsibilities Target Date
and System Acceptance
Checklists.
69. Final Delivery Client reviews final items CRW installs modified system. March 2016
submitted.
70. Go Live Dry Run Client delivers data in CRW develops a Go Live March 2016
preparation for Go Live. schedule for rehearsal with
Client prior to actual Go Live.
71. System Acceptance Testing Client approves final system April 2016
Ends before User Training commences.
SIGN OFF
72. Fifth Payment Due Client provides payment for April 2016
25%of Services services.
$38,100
73. Client Support Transition CRW PM assembles materials April 2016
Preparation necessary to transition the
knowledge of the
implementation to the CRW
Client Support team
74. Client Support Transition Client attends remote discussion CRW introduces Client Support April 2016
Call with CRW Client Support team. team along with expectations
for using technical assistance
after Go Live.
75. End User Training Client provides meeting space CRW provides training materials 2 weeks after System
ONSITE and training computers for up to for onsite training. Acceptance ends.
eight(8)staff.
76. General System Client core users attend a mini CRW conducts an accelerated April 2016
Administration Training System Administrator training System Admin session with core
ONSITE session prior to Go Live. users for user privilege and
general configuration
management.
77. Transition to Live Client provides final extract of CRW converts data and loads April 2016
historical data to CRW. onto Client's server.
78. Go Live Client Goes Live with TRAKiT, CRW provides Go Live support April 2016
ONSITE iTRAKiT,eMarkup,and eTRAKiT. onsite.
79. Final Payment Client provides final payment. 30 days after
25%of Services completion of Go Live.
$38,100
80. Follow-up Visit Client assembles various CRW conducts an onsite follow- 45 days after
ONSITE Departments for review with up visit 45 days after Go Live. completion of Go Live.
CRW.
81. Customer Survey Client provides feedback on the CRW conducts a final review of May 2016
overall project. the project implementation.
82. Go-Live System Acceptance Client reviews that CRW has CRW provides a letter detailing 45 days after
REVIEW provided and committed to all all project commitments. completion of Go Live.
project deliverables.
System Administrator/Report Client provides System CRW trains Client staff at any of Date and location to
Writing Training Administrators for training at a the following locations&dates. be determined based
remote location. on availability.
Target dates on this schedule are intended to reflect projected completion dates for the respective milestone. Should the dates
represented above not be executed on the agreed upon dates,then the entirety of the subsequent milestone dates will be moved.
Page 20 Software and Implementation Services for Enterprise Software System
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EXHIBIT C
PROJECT COST SUMMARY
A. Software&Licensing Fees
GeoTRAK,Standard TRAKiT GIS(ArcGIS Server
Version 10.1 and above) $ 25,000 - Module
PermitTRAK $ 10,500 - Module
ProjectTRAK $ 10,500 - Module
AEC TRAK $ 0 - Module
CodeTRAK $ 10,500 - Module
CRMTRAK $ 10,500 - Module
LicenseTRAK $ 10,500 - Module
MobileTRAK(iTRAKiT) $ 15,000 - Module
eTRAKiT $ 15,000 - Module
Selectron API Integration $ 10,000
eMarkup $ 30,000 - 5 Users
End-User Licensing(concurrent) $ 60,000 - 30 Users
Sub-total: $ 207,500
B. Implementation&Project Management
System Configuration $ 18,750 - 25 class.Types
Control Tables Setup $ 13,500
GIS Integration $ 5,000
MobileTRAK Configuration $ 3,500
eTRAKiT Configuration $ 5,000
TRAKiT System Installation-Support $ 1,500 - 1 remote day
Kick-off Meeting $ 5,000 - 2 days
Business Process Review(BPR Meeting) $ 10,000 - 4 days
Project Meetings(on-site) $ 17,500 - 7 days
CRW Go-Live Support $ 5,000 - 2 days
Sub-total: $ 84,750
C. Data Conversion
Assessor,or GIS import $ 12,500 - Assessor or GIS data
Community Development Historical data $ 14,500 - H TE
Sub-total: $ 27,000
D. Training Services
End User Training $ 15,000 - 6 days
System Acceptance Training $ 10,000 - 4 days
System Admin/Report Writing Training $ 2,500 - 2 seats
Online Instructor-Lead Webinars $ Included - 10 hours
Sub-total: $ 27,500
E. Travel&Expenses $ 21,250
F.Contingencies/Customizations
Financial System Integration $ Included - NWS(batch script)
Custom Reports $ 3,000 - 2 reports
Custom Forms $ 9,000 - 12 forms
Sub-total: $ 12,000
G. Discount ($ 45,600)
Total of TRAKiT Installation: $ 334,400
Page 21 Software and Implementation Services for Enterprise Software System
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EXHIBIT D
SOFTWARE LICENSE AGREEMENT
This perpetual License Agreement for the use of"Community Development Software"(Software)developed and marketed by CRW is
granted to CLIENT by CRW as of the date of this Agreement.
SUMMARY OF LICENSE TERMS
1. Software is marketed by CRW under the title of"TRAKT".
2. Software provided to the CLIENT under this License allows the CLIENT to perpetually use,not own,the software.
3. Software is provided to the CLIENT as a multi-user,concurrent access license.The designated number of concurrent
Users/Administrators/Observers for this license is thirty(30). The designated number of concurrent
Users/Administrators/Observers for eMarkup license is five(5). CLIENT is permitted to install Software on any and all
workstations owned or controlled by the CLIENT. Software will allow a designated number of concurrent users to access
the databases maintained by Software.Users attempting to access the system databases with Software after the
designated number of concurrent users is logged on will be prohibited from logging on.
4. This software license shall not be sub-licensed,re-sold,assigned,transferred or otherwise distributed by the CLIENT to any
other person,company or organization without the written authorization of CRW.
5. This Software,including any and all modifications,upgrades and bug fixes,is protected by the copyright laws of the United
States and international copyright treaties. Unauthorized copying of the Software,including software that has been
modified,merged or included with the Software,or the associated written materials(the"Documentation")is expressly
forbidden.CLIENT may not remove,obscure,or alter any notice of patent,copyright,trademarks,trade secret or other
proprietary rights in the Software.The Title,ownership rights,and intellectual property rights in and to this Software shall
remain with CRW.
6. CRW has made reasonable checks of the Software to confirm that it will perform in normal use on compatible equipment
substantially as described in the specifications for the Software. However,due to the inherent nature of computer
software,neither CRW nor any individuals involved in the development or installation of the Software warrant that the
Software or the Documentation is completely error free,will operate without interruption,is compatible with all equipment
and software configurations,or will otherwise meet your needs.
7. CRW warrants that it has good title and all proprietary rights to the Software to enable it to license its use to CLIENT free of
any proprietary rights of any other party or any other encumbrance.
8. CRW warrants that its Software will perform in the manner described in the Agreement documents including CRW's
Response to the CLIENT's RFP,hereby incorporated by reference as if fully contained herein and any other written user
documentation for the version installed.
9. This Warranty shall commence upon date of acceptance by CLIENT as defined by Exhibit F attached hereto.
10. Neither CRW nor any of the people or companies involved in providing this license to the CLIENT may be held liable for any
incidental or consequential damages caused by failures or faults of the software or its functions.
11. CRW's sole responsibilities with respect to error corrections will be to correct any defects or errors in the Software or its
functions,which are brought to the attention of CRW by the CLIENT.
12. This License Agreement will remain in effect until CLIENT returns Software to CRW,or until CLIENT destroys Software.
Page 22 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
EXHIBIT E
SYSTEM ACCEPTANCE TESTING
1. CLIENT shall commence System Acceptance tests upon written notification from CRW that system software and database
conversion has been installed and is ready for System Acceptance testing.Testing shall be conducted at CLIENT site,using
CLIENT computer hardware.CLIENT staff will conduct all System Acceptance Testing.
2. CLIENT shall be allowed a period of thirty(30)business days for System Acceptance Testing,beginning from the date of
notification as provided in paragraph 1 above,and continuing,and completed,as provided in paragraphs 3 and 4 below.
CLIENT shall immediately advise CRW,in writing,of any error,or perceived error,discovered at any time during the testing
period.
3. Upon delivery of written notification from CLIENT to CRW of a software system or database conversion error,or other
problem,has occurred,CRW shall have ten(10)business days to address and correct such error so as to render the system
operable. CRW shall provide written notice to CLIENT that the error has been corrected. During the time period between
notification of any error until to such time that CRW advises CLIENT of correction of such error the thirty(30)day System
Acceptance test period shall be suspended. The thirty(30)day System Acceptance test period shall resume upon notice by
CRW that the previously noticed errors have been corrected and once the corrections have been made available to the
CLIENT.
4. CRW shall provide written notice to CLIENT when the thirty(30)day System Acceptance test period has expired.
Thereafter,CLIENT shall have ten(10)business days to provide CRW with written notice of any remaining errors or
problems. ACCEPTANCE SHALL BE DEEMED TO HAVE OCCURRED AT THE LATEST OF THE FOLLOWING DATES:(a)THE DATE
WRITTEN NOTICE IS PROVIDED BY CRW TO CLIENT THAT THE FINAL PROBLEMS IDENTIFIED BY CLIENT PURSUANT TO THIS
SECTION HAVE BEEN CORRECTED,OR(b)THE DATE OF NOTICE BY CRW TO CLIENT INDICATING THAT THE ACCEPTANCE
TESTING PERIOD HAS EXPIRED.
5. CLIENT may begin using the software for productive use following completion of the System Acceptance tests."Productive
Use"shall include the issuance of any building permits,inspections and/or fee collection from the general public.
6. CLIENT may not begin to use the software for productive use prior to completion of the System Acceptance tests.If CLIENT
begins using software for productive use prior to completion of the System Acceptance test,then the system acceptance
test will be deemed completed and satisfactory.
Page 23 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
EXHIBIT F
RECOMMENDED SYSTEM SPECIFICATION REQUIREMENTS
The following specifications are required to efficiently operate the TRAKiT9 software and interfaces.
Database Server
Operating System Microsoft Windows Server 2008 or later
Database Microsoft SQL Server 2008 R2 Service Pock 2 or later
Hard Drive 100 GB+Data Space, Use of multiple striped drives(e.g.a RAIDS configuration)
RAM 32GB+
CPU Minimum 4 GHz+Quad Core recommended
Log Files Log&data files stored on different drives(e.g.D:and E:drives)
SATA Use of SATA-based drives rated at a minimum 7200 rpm
SAN Storage Use of SAN-based storage to achieve performance and reliability goals
Report Server
Operating System Microsoft Windows Server 2008 or later
Database Microsoft SQL Server 2008 R2 Service Pack 2 or later
Reporting Services SQL Server Reporting Services SSRS
Hard Drive 100 GB+Data Space
RAM 16GB+
CPU Minimum 4 GHz+Quad Core recommended
Application Server(TRAKiT9)
Operating System Microsoft Windows Server 2008 or later
16GB Ram Minimum(Quad Core CPU's)
Microsoft Additions .Net Framework 3.5 spi&4.0 installed
Microsoft Server Microsoft HS 7.X or later
Hard Drive 100 GB+
RAM 32GB+
CPU 3 GHz(multi-core),8 core processors
Backups Regular backups of TRAKiT9 COnfig files and folders(e.g. Config folder, web.config)
Web Server(eTRAKiT&iTRAKiT services)
Server MS Windows Server 2008 R2 or later,4-core processors or better,115 7.0 or better,.NET Framework
4.0, 16 GB RAM
Web Browsers MS Internet Explorer 9.0 or later;Safari 3.0&up,Google Chrome
RAM 32GB+
Architecture ASP.NET,AJAX,and HTML technology
Network
Network protocol TCP/IP
Minimum capacity N/A
Minimum speed 100 MBps minimum/1 GB Ethernet recommended
Workstations
Operating System Windows Tor Windows 8
Office Applications MS Office v2007 or better
Web Browsers Microsoft Internet Explorer 9,10,and 11
Hard Drive 10 GB recommended
RAM 2 GB+recommended
CPU 2 GHz+recommended
Mobile Platform(iTRAKiT)
Synchronization Wireless connection
Minimum capacity 16 GB+
Tablets iPad 2 or above
Page 24 Software and Implementation Services for Enterprise Software System
City of Pearland,TX
Resolution No. R2015-51
Exhibit "A"
IINew World Systems`
The Pulthe 1e(tor%ollu are Com xmY Document#: 1789-15L I A
APPENDIX 1
AGREEMENT AND AUTHORIZATION FOR DELETION OF EARLIER PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
April 8,2015
This agreement (Agreement) between City of Pearland, TX, (Customer) and New World Systems®
Corporation,(New World) is to delete the earlier authorization to procure Third Party products services
by New World for Customer.
The attached configuration (Exhibit 1) describes the Third Party products and services that Customer
agrees will be deleted by New World. By their written approval below, Customer authorizes New
World to delete the Exhibit 1 products from delivery to:
City of Pearland
3519 Liberty Drive
Pearland,TX 77581
•
ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEMS®CORPORATION CITY OF PEARLAND,TEXAS
(New World) (Customer)
By: By:
arry .Le ber,President Authorized Sig ature Title
By: Clay J. Pearson, City Manager
Authorized Signature Title
Date: a Date: March 23, 2015
Each individual signing above represents that (s)he has the requisite authority to execute this
Agreement on behalf of the organization for which (s)he represents and that all the necessary
formalities have been met.
Corporate:888 West Big Beaver Road•Suite 600•Troy•Michigan 48084-4749.248-269-1000•www.newworldsystems.com
AGREEMENT AND AUTHORIZATION FOR DELETION FO EARLIER PROCUREMENT
OF THIRD PARTY PRODUCTS AND SERVICES
April 8,2015
EXHIBIT 1
CONFIGURATION
DELETED ITEMS
HARDWARE, SYSTEM SOFTWARE&SERVICES
RECOMMENDED SYSTEM HARDWARE
SERVERS INVESTMENT
Host Servers
(2)Dell PowerEdgeR620 1U Rack Servers(Or Similar) $15,000
-(2)Intel Xeon E5-2665 2.40GHz, 1600M Hz,8-Core Processors
-48GB 1600M Hz RD I M M s(Memory)
-Internal Dual SD Module with 1GB SD Cad
-Embedded SATA Controller
-(1)Broadcom 5720 Quad Port 1GB NIC(Integrated)
-(1)Broadcom 5719 Quad Port 1GB NI C(PCI e)
-Redundant Hot Swayable Power Supplies
-DVD/ROM,SATA, Internal
-3 Yea ProSupport 24X7X4 Hour Onste
Storage Array(SAN)
(1)Dell EqualLogic PS4100XV 2U iSCSI SAN(Or Similes) 25,000
-(12)600GB 15K-RPM 3.5" SAS Hot Swap Disk Drives(7.2TB RAW)
-Dual Control lers with 4GB Battery Backed Cache Memory
-Supports RA I D 5,RAID 6, RAID 10, RAID 50
-2 GB Ethernet Network I nterfaces Per Controller(4 Tad)
-Redundant Hot Swayable Controllers, Power Supplies,Cooling Fans
-I nd udes Equal L ogi c Array,Host,and Management Software
-3 Yea ProSupport for IT and Mission Critical 24X7X4 Hour Onste
Total System Hardware $40,000
Pearland,TX CONFIDENTIAL Page 2 of 4
1789-15L1A 0407 HW Deletion.doc
, r 1
SYSTEM SOFTWARE INVESTMENT
Host Servers
(4)Windows Server 2012-Standard Edition(Supports 8 V M s) $2,100
(250)Microsoft Windows Server 2012-User/Device CAL(Est.Concurrent) 6,000
(4)SQL Server 2012-Standard Core Edition,2 Cores(8 vCPUs Total) 11,500
(4)VMwaevSphere 5-Standard Edition,Processor License,3 Yr.SNS 5,300
(1)VMwarevCenter Server 5-Foundation,3 Yr.SNS 3,400
Total System Software $28,300
TOTAL I NV EST M ENT $68,300
VIRTUAL MACHINE SPECIFICATIONS
SPECI Fl CATI ONS
Application/I ntranet Web Server
-4vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-500GB Virtual Disk(Estimate-File Storage)
-Microsoft Windows Serve-2012-Standard Edition,64-Bit
Database Server
-4vCPUs
- 12GB Memory
- 100GB Virtual Disk(OS)
-250GB Virtual Disk(Estimate-SQL)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
-Microsoft SQL Server 2012-Standard Edition,64-Bit
Analytics/SSRS Reporting Server
-4 vCPUs
- 12GB Memory
- 100GB Virtual Disk(OS)
-100GB Virtual Disk(SQL)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
-Microsoft SQL Server 2012-Standard Edition,64-Bit
Pearland,TX CONFIDENTIAL Page 3 of 4
1789-15LIA 0407 HW Deletion.doc
• • 1141,
eSuite Web Server
-2vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
Test Server
-2vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-500GB Virtual Disk(Estimate-File Store)
- Microsoft Windows Server 2012-Standard Edition, 64-Bit
Training Server
-2vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-500GB Virtual Disk(Estimate-File Storage)
-Microsoft Windows Serve-2012-Standard Edition,64-Bit
V M ware vCenter M anagement Server
-2vCPUs
-4GB Memory
- 100GB Virtual Disk(OS)
-Microsoft Windows Server 2012-Standard Edition,64-Bit
RECOMMENDED CLIENT SPECIFICATIONS
SPECI FI CATI ONS
FM/HR Workstation
- Intel Core i 3/i 5/i 7 Processor
-3GB System Memory
-250GB Hard Drive
-Gigabit Ethernet Adapter
- DVD/ROM Drive
- Integrated Graphics
- 19" Color Monitor(1280 X 1024 Resolution)
-Windows 7/Windows 8 Profess onal w/I nternet Explorer 10
Pearland,TX
CONFIDENTIAL Page 4 of 4
1789-151_1A 0407 11W Deletion.doc
I
New World Systems®
The Public Sector Software Company
March 26, 2015
Clay Pearson
City Manager
City of Pearland
3519 Liberty Drive
Pearland, TX 77581
Dear Mr. Pearson:
Thank you for selecting New World Systems as your provider of the finest Public
Administration software solution for the City of Pearland. Our goal is to make
your project a successful one and for you to be a satisfied Customer. Our entire
staff is dedicated to working with you to make that a reality.
Enclosed is a copy of the fully executed Standard Software License and Services
Agreement that identifies the products and services New World will provide for
the City of Pearland.
Once again, we are very pleased to have Pearland as a New World Customer.
Should you have any questions,please do not hesitate to call.
Sinc r y,
Ruth Ann ines
Executive Assistant
Enclosure
Corporate:888 West Big Beaver Road•Suite 600•Troy•Michigan 48084-4749•248-269-1000•www.newworldsystems.com