HomeMy WebLinkAbout2012-02-13-Meeting Agendawww.augustaga.gov
Public Safety Committee Meeting Commission Chamber- 2/13/2012- 12:45 PM
PUBLIC SAFETY
1. Motion to approve award of the Design/Build Construction of a
new support structure for the Marshal's Substation. (Referred
from February 7 Commission meeting)
Attachments
2. Motion to approve Agreement with New World Systems, Inc.
for the New World AS400 to MSP Upgrade.
Attachments
3. Consider a request from the Richmond County Sheriff's Office
to transfer ownership of the motorcycle belonging to Deputy
James D. Paugh to the Augusta Museum for use in a proposed
exhibit giving tribute to Deputy Paugh and the Sheriff's Office.
Attachments
4. Motion to approve a State Mutual Aid and Assistance
Agreement from Georgia Emergency Management Agency -
Homeland Security for Augusta, Georgia.
Attachments
Public Safety Committee Meeting
2/13/2012 12:45 PM
Design Build Construction - Support Structure
Department:Marshal's Department
Caption:Motion to approve award of the Design/Build Construction of a
new support structure for the Marshal's Substation. (Referred
from February 7 Commission meeting)
Background:RFP-11-131 was issued requesting proposals from qualified firms
to design build a support structure for the Marshal's Office
Substation on Deans Bridge Rd. Responses were reviewed on Oct.
04, 2011 and presentations were received on Nov. 04, 2011.
Analysis:Based on the presentations and information in the proposals, the
Marshal's Office is prepared to make its recommendation to the
Committee.
Financial Impact:The project has a $90,000 budget
Alternatives:None
Recommendation:Approve award of the Design Build Construction of a support
structure for the Marshal's Office Substation to S. D. Clifton.
Funds are Available
in the Following
Accounts:
Funds are available in Capital - 272-02-2610-54.13130
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Request for Proposal
Request for Proposals will be received at this office until Tuesday, September 27, 2011 @ 11:00 a.m. for
furnishing:
RFP Item #11-131 Design/Build Construction Services for a Support Structure
for Marshal’s Office
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department
ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530
Greene Street – Room 605, Augusta, GA 30901. A Mandatory Pre-Proposal Meeting will be held on
Wednesday, September 7, 2011 @ 11:00 a.m. in the Procurement Department 530 Greene Street, Room 605.
All questions must be submitted in writing by fax to 706 821-2811 or by email to
procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, September 9,
2011 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 90 days after time has been called on the date of opening.
Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall
include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and
conditions, applicable to the procurement. All specific requirements contained in the invitation to bid
including, but not limited to, the number of copies needed, the timing of the submission, the required
financial data, and any other requirements designated by the Procurement Department are considered
material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All
requests to waive or modify any such material condition shall be submitted through the Procurement Director to the
appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission.
Please mark RFP number on the outside of the envelope.
Bidders are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places
the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
The purpose of this Disadvantaged Business Enterprises program is to comply with U.S. Department of
Transportation (DOT), Federal Transit Administration (FTA), Federal Aviation Administration (FAA) and
other federal and state mandated DBE requirements for certain DOT, FTA, FAA, and other federal and state
assisted contracts as required by 49 C.F.R. Part 26, et. seq. and/or 49 C.F.R. Part 23, et. seq. This DBE
program is only for DOT, FTA and FAA assisted contracts and other federal or state funded contracts
having mandatory DBE requirements. (See Article 13 of the Augusta, GA Code)
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle August 11, 18, 25, September 1, 2011
Metro Courier August 17, 2011
cc: Tameka Allen Interim Deputy Administrator
Steve Smith Marshal’s Office
Teresa Russell Marshal’s Office
Jeff Barrett Marshal’s Office
Revised: 7/14/11
Attachment number 1 \nPage 1 of 1
Item # 1
Vendors:
Saido
P. O. Box 14517
Augusta, GA 30919
Kuhlke Construction
3704 Benchmark Dr
Augusta, GA 30909
RW Allen
1015 Broad St
Augusta, GA 30901
SD Clifton
Construction
4324 Wheeler Rd
Martinez, GA 30907
Allen-Batchelor
1063 Franke
Industrial
Augusta, GA 30909
Green Earth
204 Davis Rd
Pelser, SC
Attachment B Yes Yes
E-Verify Number 46611 212153
One Original Yes Yes
Nine Copies Yes Yes
Addendums 1 Yes Yes
Fee Proposal No Bid
Response Yes Yes
RFP Item #11-131
Design/Build Construction Services for a Support Structure
For the City of Augusta - Marshall's Department
RFP Opening Date: Tuesday, September 27, 2011 at 11:00 a.m.
Page 1 of 2
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Vendors:
Creative Concrete
30771 Hwy 17
Waverly, GA 31565
Crestline Builders
5880 Crestline Rd
Laurinburg, NC
Parr Builders
220 Gunter St
St Mary's, GA 31558
Attachment B
E-Verify Number
One Original
Nine Copies
Addendums 1
Fee Proposal
RFP Item #11-131
Design/Build Construction Services for a Support Structure
For the City of Augusta - Marshall's Department
RFP Opening Date: Tuesday, September 27, 2011 at 11:00 a.m.
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Item # 1
Public Safety Committee Meeting
2/13/2012 12:45 PM
New World MSP Upgrade and Subscription Agreement
Department:Information Technology
Caption:Motion to approve Agreement with New World Systems, Inc. for
the New World AS400 to MSP Upgrade.
Background:Augusta currently uses New World software to manage 911
Computer Aided Dispatch (CAD) as well as Richmond County
Sheriff's Office (RCSO) processes including records management,
case management, and corrections management. The technology
behind this solution is based on an IBM AS400 system, which
uses an old operating system and does not incorporate any
significant advances in technology. The New World Microsoft
Product (MSP) uses a smaller, less expensive hardware platform
and integrates more easily with new database, mobile, and GIS
technology.
Analysis:Remaining on the current AS400-based system is not practical for
the RCSO in the long-term because it does not incorporate current
and evolving technology that the RCSO would like to be able to
use. Cost comparisons (attached to the agenda item) also illustrate
that the subscription agreement with New World Systems is
projected to yield operating savings of over $550,000 for the total
length of the subscription. The major advantages of this upgrade is
that the RCSO and 911 will have access to new analysis and data
management tools that are available in a modern server
environment that is capable of being fitted with new technologies
(such as mobile apps, GIS, etc). Augusta also benefits by
eliminating a database (DB2), which is the only one of its kind
with the city, resulting in consolidation of the database platforms
that IT must support.
Financial Impact:The implementation services component of this project ($780,000)
will be funded through SPLOST. Ongoing operating costs will be
funded by IT and E911, as they are now. 10-year operating
savings are projected to be over $550,000.
Alternatives:N/A Cover Memo
Item # 2
Recommendation:Approve Agreement with New World Systems, Inc. for the New
World AS400 to MSP Upgrade
Funds are Available
in the Following
Accounts:
GL – 328-03-1130 JL - 210356004
REVIEWED AND APPROVED BY:
Procurement.
Information Technology.
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
New World MSP Implementation Cost Analysis
SOFTWARE
New World Software and Services 2/3/2012 New World Proposal Standard Proposal
Summary of Proposal
Reduced software and
implementation fees in exchange
for 5-year subscription with annual
renewals.
Typical / Standard Capital Project
with standard SSMA (similar to past
projects)
Application Software Included with Subscription 948,000.00$
Less Customer Loyalty Software
Credit N/A (228,812.00)$
Less Additional Customer Loyalty
Credit N/A (63,000.00)$
Less Customer Loyalty Software
Discount N/A (22,600.00)$
Implementation Services 620,000.00$ 432,500.00$
Less Additional Negotiated Software
and Services Discount
Third Party Products and Services Included with Subscription 50,100.00$
Travel and Living Expenses (billed as
incurred)60,000.00$ 60,000.00$
Software-Related Capital Project
Cost 680,000.00$ 1,176,188.00$
Annual Operating Cost Annual Subscription Cost
Modified Proposal SSMA
SSMA Notes
This is essentially a 5-year
guarantee that we will stay with NW
during this time, with 5 years of
annual renewal.
This is the proposed amount, which
includes a 5% increase
2012 375,000.00$ 415,358.00$
2013 375,000.00$ 436,125.90$
2014 375,000.00$ 457,932.20$
2015 375,000.00$ 480,828.80$
2016 375,000.00$ 504,870.24$
2017 415,000.00$ 530,113.76$
2018 415,000.00$ 556,619.45$
2019 435,000.00$ 584,450.42$
2020 435,000.00$ 613,672.94$
2021 460,000.00$ 644,356.59$
Total 10-Year Software Operating Cost 4,035,000.00$ 5,224,328.29$
Total 10-Year Capital and
Operating Outlay Related to New
World MSP conversion*
4,715,000.00$ 6,400,516.29$
Attachment number 1 \nPage 1 of 6
Item # 2
Legality Approved by Legal.
There should be no legal issues -
this is typical and has been approved
in the past.
Intangibles
This protects Augusta from
increases that would typically occur
every year.
Expensive
Recommendation
Overall, this is the best option for
Augusta. We have also negotiated
an additional 100 software licenses
and two new modules (Pawn
Tracking and Equipment /
Quartermaster) as part of this
agreement.
Too Expensive
*All calculations above are performed based on the EXISTING licensed modules of software. These calculations will differ in future years if additional modules are purchased.
SERVER HARDWARE (Estimates Projected over 10 Years)
New Hardware Costs Server Hardware on a 5-year
Replacement Cycle (Microsoft)
Server Hardware on a 5-year
Replacement Cycle (Microsoft)
2012 100,000.00$ 100,000.00$
2013
2014
2015
2016
2017*100,000.00$ 100,000.00$
2018
2019
2020
2021
Total 200,000.00$ 200,000.00$
* Depending on the use of virtualization in these servers, this number may be lower for the Microsoft equipment.
TOTAL PROJECTED CAPITAL EXPENDITURE (10 Year)
Total Project Capital Cost
Software & Services 680,000.00$ 1,176,188.00$
Hardware 200,000.00$ 200,000.00$
Capital Project Cost 880,000.00$ 1,376,188.00$
TOTAL PROJECTED OPERATING (under MSP)
Projected 10-Year Operating Cost New World MSP
Microsoft Operating System
Licensing for Servers
2012 375,000.00$ 4,800.00$
2013 375,000.00$ 4,800.00$
2014 375,000.00$ 4,800.00$
2015 375,000.00$ 4,800.00$
2016 375,000.00$ 4,800.00$
2017 415,000.00$ 4,800.00$
2018 415,000.00$ 4,800.00$
Attachment number 1 \nPage 2 of 6
Item # 2
2019 435,000.00$ 4,800.00$
2020 435,000.00$ 4,800.00$
2021 460,000.00$ 4,800.00$
Total Projected 10-Year Operating Cost 4,035,000.00$ 48,000.00$
TOTAL PROJECTED OPERATING (under AS400)
Projected 10-Year Operating Cost New World (AS400 Product)AS400 Support
2012 402,152.00$ 15,000.00$
2013 405,406.00$ 15,000.00$
2014 417,568.18$ 15,000.00$
2015 430,095.23$ 15,000.00$
2016 442,998.08$ 15,000.00$
2017 456,288.02$ 15,000.00$
2018 469,976.67$ 15,000.00$
2019 484,075.97$ 15,000.00$
2020 498,598.24$ 15,000.00$
2021 513,556.19$ 15,000.00$
Total Projected 10-Year Operating Cost 4,520,714.58$ 150,000.00$
PROJECTED OPERATING SAVINGS
Projection Amount
10-Year Projected Operating Cost
(MSP) $ 4,107,000.00
10-Year Projected Operating Cost
(AS400) $ 4,670,714.58
Savings with MSP 563,714.58$
PROJECT PROPOSAL AMOUNT
Projection Amount
Cost of Implementation Services $ 620,000.00
Hardware Cost of Implementation $ 100,000.00
Travel for On-Site Services $ 60,000.00
Software Application Licenses Included in Impl. Svcs.
3rd Party Software Included in Impl. Svcs.
Savings with MSP 780,000.00$
Attachment number 1 \nPage 3 of 6
Item # 2
No Change
Continue as-is with existing AS400 System
N/A
N/A
N/A
N/A
N/A
N/A
N/A
N/A
$0.00
SSMA
This amount assumes that we would
negotiate a 3% increase each year. Year 2
increases differently because of warranty
expiration
402,152.00$
405,406.00$
417,568.18$
430,095.23$
442,998.08$
456,288.02$
469,976.67$
484,075.97$
498,598.24$
513,556.19$
4,520,714.58$
4,520,714.58$
Attachment number 1 \nPage 4 of 6
Item # 2
This is the Status Quo - no legal issues
inherent in this option.
This choice is not really an option since the
development path of the AS400 does not
include many important components that the
RCSO needs for modernization.
This is included for basic comparison only.
Due to changes in technology we could NOT
stay on the AS400 for 10 years and continue
to incorporate new law-enforcement
technology.
*All calculations above are performed based on the EXISTING licensed modules of software. These calculations will differ in future years if additional modules are purchased.
SERVER HARDWARE (Estimates Projected over 10 Years)
Server Hardware on a 4-year
Replacement Cycle (Typical IBM
replacement schedule)
75,000.00$
75,000.00$
75,000.00$
225,000.00$
* Depending on the use of virtualization in these servers, this number may be lower for the Microsoft equipment.
TOTAL PROJECTED CAPITAL EXPENDITURE (10 Year)
-$
225,000.00$
225,000.00$
Microsoft Database Licensing for
Servers Annual Cost
2,400.00$ 382,200.00$
2,400.00$ 382,200.00$
2,400.00$ 382,200.00$
2,400.00$ 382,200.00$
2,400.00$ 382,200.00$
2,400.00$ 422,200.00$
2,400.00$ 422,200.00$
Attachment number 1 \nPage 5 of 6
Item # 2
2,400.00$ 442,200.00$
2,400.00$ 442,200.00$
2,400.00$ 467,200.00$
24,000.00$ 4,107,000.00$
Annual Cost
417,152.00$
420,406.00$
432,568.18$
445,095.23$
457,998.08$
471,288.02$
484,976.67$
499,075.97$
513,598.24$
528,556.19$
4,670,714.58$
Attachment number 1 \nPage 6 of 6
Item # 2
Document #: 1421-11A1F
Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084-4749 • 248-269-1000 • www.newworldsystems.com
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods (12A1B 0203)
February 3, 2012
ADDITIONAL SOFTWARE LICENSE AND SUBSCRIPTION AGREEMENT
Mr. Mike Blanchard
City of Augusta
530 Greene Street
Augusta, GA 30911
Dear Mr. Blanchard:
New World Systems is pleased to provide an Agreement to continue the license of your iSeries (AS/400)
Standard Software and provide implementation services for a future upgrade of your AS/400 Licensed
Standard Software to the New World Aegis MSP Licensed Standard Software.
The following Exhibits are to be reviewed and approved by you and/or your authorized representative.
They describe the additional software and services you have requested along with the related fees.
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 F ........................ DATA FILE CONVERSION ASSISTANCE
Appendix 1 .................... AGREEMENT AND AUTHORIZATION FOR PROCUREMENT OF THIRD
PARTY PRODUCTS AND SERVICES
Appendix 2 .................... ADDITIONAL PROVISIONS
Other than for the purposes of internal review, we ask that you treat our fees as confidential information.
This is due to the competitive nature of our business.
The General Terms and Conditions from our original License Agreement dated June 8, 1998 with
Richmond County, Georgia are incorporated and continue to apply. Upon completion of the upgrade to
Aegis MSP standard software, the definition of COMPUTER from the November 16, 2000 Agreement
will be the MSP server(s) in use, and not the IBM AS/400. Any taxes or fees imposed from the course of
this Agreement are the responsibility of the Customer.
Attachment number 2 \nPage 1 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 2 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Please acknowledge the change and your understanding on the services by the appropriate signature
below.
ACKNOWLEDGED AND AGREED TO BY:
NEW WORLD SYSTEMS CORPORATION
(New World)
AUGUSTA, GA
(Customer)
By: _______________________________
Larry D. Leinweber, President
By: _______________________________________
Deke Copenhaver, Mayor
Date: ______________________________
Date: ______________________________________
Attest: ____________________________________
Authorized Signature Title
Date: _____________________________________
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.
The “Effective Date” of this Agreement is the latter of the two dates in the above signature block.
PRICING ASSUMES CONTRACT EXECUTION BY FEBRUARY 28, 2012.
CONFIDENTIAL
Attachment number 2 \nPage 2 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 3 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
I. Total Cost Summary: Licensed Standard Software, Implementation Services, And Third Party Products
DESCRIPTION OF COST COST
A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A Included
1. Licensed Standard Software
B. STANDARD SOFTWARE SUBSCRIPTION AGREEMENT – (See Exhibit C)
Annual Subscription Cost (10-Year Plan, Billed annually and due on January 1st of each year)
Year 1 for period 01/01/12 – 12/31/12 $375,000
Year 2 for period 01/01/13 – 12/31/13 $375,000
Year 3 for period 01/01/14 – 12/31/14 $375,000
Year 4 for period 01/01/15 – 12/31/15 $375,000
Year 5 for period 01/01/16 – 12/31/16 $375,000
Year 6 for period 01/01/17 – 12/31/17 $415,000
Year 7 for period 01/01/18 – 12/31/18 $415,000
Year 8 for period 01/01/19 – 12/31/19 $435,000
Year 9 for period 01/01/20 – 12/31/20 $435,000
Year 10 for period 01/01/21 – 12/31/21 $460,000
C. IMPLEMENTATION SERVICES AND THIRD PARTY PRODUCTS AND SERVICES
FOR UPGRADE TO AEGIS MSP STANDARD SOFTWARE
1. PROJECT MANAGEMENT as further described in Exhibit B
2. INTERFACE INSTALLATION SERVICES as further described in Exhibit B
3. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B
4. MOBILE RECONFIGURATION SERVICES as further described in Exhibit B
5. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B
6. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F
7. THIRD PARTY PRODUCTS AND SERVICES as further described in Appendix 1
D. TRAVEL EXPENSES (Estimate) – billed as incurred
PRICING ASSUMES CONTRACT EXECUTION BY FEBRUARY 28, 2012.
Attachment number 2 \nPage 3 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 4 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE
II. Payments for Implementation Services and Third Party Products
DESCRIPTION OF PAYMENT PAYMENT
A. An Implementation Services Agreement will be provided to Customer as described in Paragraph 2 of
Exhibit C. The Services Agreement shall have a not to exceed cost of $620,000 with payment terms
mutually agreed upon at the time the Services Agreement is executed.
B. TRAVEL EXPENSES (Estimate) $60,000*
(These expenses are billed as incurred)
1. 40 trips are anticipated.
2. Travel Time for the estimated 40 trips is not included in this estimate.
*Estimate
C. STANDARD SOFTWARE MAINTENANCE SERVICES – as further detailed in Exhibit C
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
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.
Attachment number 2 \nPage 4 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 5 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
EXHIBIT A
LICENSED STANDARD SOFTWARE AND FEES
License Fee for Licensed Standard Software And Documentation Selected By Customer:
Application Package Cost
AEGIS iSERIES (AS/400) STANDARD SOFTWARE CURRENTLY IN PLACE AND
EVENTUALLY TO BE REPLACED BY THE AEGIS MSP (WINDOWS) STANDARD SOFTWARE
CAD
1. Aegis/400 Combined Multi-Jurisdiction LE/Fire/EMS CAD
- Call Scheduling
- Call Stacking
- Geo-File Verification
- Hazard and Location Alerts
- Hydrant Inventory
- Access to Aegis/400 LE Records
- Access to Aegis/400 Fire/EMS Records
- Note Pads
- Rip-N-Run1
- Run Cards
- Tone Alerts
- Unit Recommendations
- Unit Status Monitors
- Fire/EMS Recommendations
2. Additional Aegis®/400 Software for Computer Aided Dispatch
- CAD Mapping (ESRI based)
- Service Vehicle Rotation (Wrecker, Ambulance)
3. Aegis/400 Third Party CAD Interface Software
- E-911 Interface
- Firehouse Interface
- Priority Dispatch ProQA for EMD Interface
- Priority Dispatch ProQA for Fire Interface
- Priority Dispatch ProQA for Police Interface
Attachment number 2 \nPage 5 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 6 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
LAW ENFORCEMENT RECORDS
4. Aegis/400 Single Jurisdiction Base Law Enforcement Records
- Accidents
- Arrest
- Business Registry
- Case Processing
- Computer Aided Investigations
- Federal Reports (UCR/IBR)
- Geo-File Verification
- Impounded Vehicles
- Incident Tracking
- Jacket Processing
- Personnel/Education
- Property
- Traffic Tickets and Citations
- Wants and Warrants
5. Additional Aegis/400 Software for Law Enforcement Records
- Bookings
- Case Management
- Computer Aided Investigations
- Field Investigations
- GEO File Verification
- Index Cards
6. Aegis/400 Third Party LE Records Interface Software
- Livescan Interface
CORRECTIONS
7. Aegis Corrections Management Software Base Package
- Aegis/400 Law Enforcement Records Interface
- Bookings
- Inmate Classification
- Inmate Property Tracking
- Inmate Tracking and Processing
- Random Drug Testing
- Visitation
8. Aegis/400 Federal & State Compliance Reporting for Corrections
Attachment number 2 \nPage 6 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 7 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
ADDITIONAL PUBLIC SAFETY SOFTWARE
9. Aegis/400 Public Safety State/NCIC Interface Software
- Aegis/400 State/NCIC Interface
- On-Line CAD Interface to State/NCIC
- On-Line Property Checks Interface to State/NCIC
- On-Line Wants & Warrants Interface to State/NCIC
10. Aegis/400 Imaging Software
Server Software
- Public Safety Line Ups/Mug Shots
- Digital Imaging
Client Software
- Image Capture/View
- Unlimited Licenses
11. Aegis/400 Data Management and Retrieval Tools
- Microsoft Word® Interface
- Data Analysis/Crime Mapping
Attachment number 2 \nPage 7 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 8 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
EXISTING MOBILE SOFTWARE PREVIOUSLY LICENSED
MOBILE SOFTWARE
MOBILE SOFTWARE ON THE RS/6000
1. Base Message Switch to State/NCIC (1-300 users)
- Base Message Switch for MDT/MCT
- State/NCIC Interface
2. Additional Aegis Software for RS/6000 Message Switch
- New World CAD Interface for Aegis 400 (1-300 users)
- Mobile Upload Software (1-500 users)
- AVL Interface (1-50 devices)
MOBILE SOFTWARE ON THE iSERIES 400
3. Aegis/400 Mobile Integration Software
- MDT/MCT Base CAD/RMS Interface (1-300 users)
- MDT/MCT Base LE CAD Interface (1-100 users)
- AVL CAD Interface (1-50 users)
MOBILE MANAGEMENT SERVER
4. Aegis Mobile Management Server Software (1-500 units)
- Base CAD/NCIC/Messaging
- Field Reporting
- Field Reporting Data Merge
CLIENT SOFTWARE
5. Aegis® Law Enforcement Mobile Unit Software
Mobile Messaging
LE State/NCIC via Switch (267 units)
LE CAD via Switch (297 units)
Mugshot Image Download (215 units)
State Photo Download (308 units)
In-Car Mapping (30 units)
In-Car Routing (30 units)
New World AVL (30 units)
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
Field-Based Reporting
LE Field Reporting (Federal Standards) (308 units)
The following 4 New World Reports are included:
- Incident (1 form)
- Case (1 form)
- Arrest (1 form)
- Supplement (1 form)
LE Field Reporting Compliance (308 units)
LE Accident Field Reporting (225 units)
The following New World Report is included:
- Accident (1 form)
LE Accident Field Reporting Compliance (225 units)
Field Investigation Field Reporting (2 Forms) (83 units)
Mobile Upload of Field Reports (308 units)
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
AEGIS MSP (WINDOWS) STANDARD SOFTWARE THAT WILL REPLACE THE AEGIS
iSERIES (AS/400) STANDARD SOFTWARE
CAD
1. Aegis CAD Enterprise.NET Combined LE/Fire/EMS CAD
- Call Entry
- Call Control Panel
- Unit Recommendations
- Unit Status and Control Panel
- Call Stacking
- CAD Messaging
- Call Scheduling
- Dispatch Questionnaire D62
- Fire Equipment Search/Move
- GIS/Geo-File Verification
- Hazard and Location Alerts
- Hazmat Search
- Hydrant Inventory
- Access to Aegis/MSP LE Records
- Access to Aegis/MSP Fire Records
- Note Pads
- Proximity Dispatch (Requires CAD AVL)
- Rip-N-Run Remote Printing
- Run Cards/Response Plans
- Tone Alerts
2. Additional Aegis CAD Enterprise.NET Software for Computer Aided Dispatch 5
- CAD Mapping
- CAD AVL
- Ad-Hoc Reporting 6
- Service Vehicle Rotation (Wrecker, Ambulance)
3. Aegis CAD Enterprise.NET Third Party Interface
Software 5
- E-911 Interface 7
- On-Line CAD Interface to State/NCIC (up to 6 inquiry screens)8
- Pre-Arrival Questionnaire Interface (3 questionnaires - EMD, Fire and Police)
Supports available release of ProQA for Fire, EMD, Police
- Fire Records Interface (one-way interface; CAD closed incidents)
Supports Firehouse, First Watch
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
LAW ENFORCEMENT RECORDS
4. Aegis/MSP Single Jurisdiction Base Law Enforcement Records
- Accidents
- Arrest
- Business Registry
- Case Processing
- Computer Aided Investigations
- Federal Reports (UCR/IBR)
- GIS/Geo-File Verification
- Impounded Vehicles
- Incident Tracking
- Jacket Processing
- Personnel/Education
- Property
- Traffic Tickets and Citations
- Wants and Warrants
5. Aegis/MSP Federal and State Compliance Reporting for LE Records
- Federal UCR/IBR9
- State Accidents10
6. Additional Aegis/MSP Software for Law Enforcement Records
- Bookings
- Case Management
- Data Analysis/Crime Mapping/Management Reporting6
- Equipment Tracking
- Field Investigations
- Index Cards
- Pawn Shops
7. Aegis/MSP Third Party LE Records Interface Software 5
- Livescan Interface
Supports Identix, CrossMatch, Printrak, Sagem Morpho, Cogent
- Aegis/MSP State/NCIC Interface8
Includes 12 - 15 screens
On-Line Modules - Includes 4 state inquiry screens8
- On-Line Property Checks Interface to State/NCIC
- On-Line Wants and Warrants Interface to State/NCIC
8. Aegis/MSP Imaging Software
- Public Safety Lineups/Mug Shots 11
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
CORRECTIONS
9. Aegis/MSP Corrections Management Software Base Package
- Aegis/MSP LE Records Interface
- Bookings
- Incident Tracking
- Inmate Property Tracking
- Inmate Classification
- Inmate Housing
- Mass Move
- Inmate Scheduling and Tracking
- Inmate Contacts (visitor, mail, phone, emergency)
- Inmate Programs (courses)
- Inmate Activity Log
- Trustee
- Case Management
- Corrections Officer Log
- Finance Management (inmate, facility)
- Jacket Processing
- Business Registry
- Personnel/Education
- GIS/Geo-File Verification
10. Aegis/MSP State Compliance Reporting for Corrections
- State Corrections Reporting
Includes up to 4 reports
11. Workstation License for up to 500 Authorized Users.
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
ADDITIONAL AEGIS MSP (WINDOWS) STANDARD SOFTWARE TO BE ADDED
LAW ENFORCEMENT RECORDS
1. Additional Aegis/MSP Software for Law Enforcement Records
- Property Room Bar Coding5
CORRECTIONS
2. Additional Aegis/MSP Software for Corrections Management
- Property Room Bar Coding
DECISION SUPPORT SOFTWARE12,13
3. Law Enforcement Management Data Mart
- Includes 10+ users
Dashboards for Law Enforcement
4. Corrections Management Data Mart
- Includes 10+ users
Dashboards for Corrections Management
TOTAL SOFTWARE LICENSE FEE 14,15 Included
Note: Other than for Mobile Software, a Workstation License for up to 500 users is included for
the Exhibit A Licensed Standard Software. The Workstation License includes the following
agencies as authorized users:
- Augusta, GA
- Richmond County Sheriff's Office, GA
Note: The Aegis MSP Standard Software will provide comparable but not identical capabilities to
the Aegis AS/400 software currently in use. The cost of any custom AS/400 software in use is not
included.
Note: The Software License Fee is included at no charge as part of the 10-year Annual
Subscription Payments in Exhibit C.
Note: Customer’s existing Mobile Software for the iSeries (AS/400) is also included in this license.
The Mobile Software works with both the iSeries and MSP Licensed Standard Software in this
Exhibit A.
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
ENDNOTES
1 Personal Computers must meet the minimum hardware requirements for New World Systems' MSP product.
Microsoft Windows XP or later is required for all client machines. Windows 2003/2008Server and SQL Server
2005/2008 are required for the Application and Database Server(s).
2 New World Systems' MSP product requires Microsoft Windows 2003/2008 Server and SQL Server 2005/2008
including required Client Access Licenses (CALs) for applicable Microsoft products. Servers must meet minimum
hardware requirements provided by New World Systems.
3 New World Systems' MSP product requires Microsoft Excel or Windows Search 4.0 for document searching
functionality; Microsoft Word is required on the application server for report formatting.
4 New World recommends a 100/1000MB (GB) Ethernet network for the local area network. Wide area network
requirements vary based on system configuration, New World will provide further consultation for this
environment.
5 Does not include any required 3rd party hardware or software unless specified in Appendix 1 of this Agreement.
Customer is responsible for any 3rd party support.
6 Application may require a separate Server.
7 Requires Lantronix USC 1100 included in Appendix 1 of this Agreement.
8 Customer is responsible for obtaining the necessary State approval and any non-New World hardware and
software.
9 Federal UCR/IBR includes edits, reports and electronic submission.
10 State Accidents includes logic, reports and electronic submission.
11 Camera must meet product specifications and be procured through New World.
12 Application may require a separate Server.
13 Configuration and end user training to occur after Customer has been live for 3 months or longer on an
application.
14 Discount only available in conjunction with upgrading Aegis AS/400 to Aegis MSP Windows.
15 Prices assume that all software is licensed.
16 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.
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EXHIBIT B
PROJECT MANAGEMENT, IMPLEMENTATION AND
TRAINING SUPPORT SERVICES
1. Project Management Services
New World shall act as Project Manager to assist Customer’s management in implementing the Exhibit A
software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan
with Customer’s management and the Customer Liaison. Project Management Services include:
a) a summary level Implementation Plan;
b) a detail level Implementation Plan;
c) revised Implementation Plans (if required);
d) monthly project status reports; and
e) project status meetings
a project review (kickoff) meeting at Customer’s location
progress status meeting(s) will occur during implementation via telephone conference or at
Customer’s location; and
a project close-out meeting at Customer’s location to conclude the project.
f) New World consultation with other vendors or third parties.
The implementation services fees described in Exhibit AA include Project Management fees for a period up to 18
months after the receipt of Customer’s execution of the option to upgrade as described in Exhibit C.
2. Implementation and Training Support Hours Recommended
It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit
A to insure successful implementation of and training on each application package. Based on the Licensed Standard
Software listed on Exhibit A, up to 1,100 hours of New World implementation and training support services have
been allocated for this project. Excess hours requested shall be billed at the Hourly Rate. Avoiding or minimizing
custom or modified features will aid in keeping the support costs to the amount allocated. Customer agrees to
reimburse New World for support trips canceled by Customer less than ten (10) days before the scheduled start
date to cover New World’s out-of-pocket costs and lost revenues. The recommended implementation and training
support services include:
a) implementation of each package of Licensed Standard Software;
b) Customer training and/or assistance in testing for each package of Licensed Standard Software;
and
c) tailoring of Licensed Standard Software by New World technical staff and/or consultation with
New World technical staff.
d) Upgrade existing mobile products to Mobile 9.x:
Mobile Messaging and Field Reporting (Including Accidents)
Mapping, Routing, AVL
State Photo Download
Field Investigations
Mugshot Images Download
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).
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Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
3. Interface Installation Service
New World shall provide interface installation services as described in this paragraph below. These services do not
include hardware and/or third party product costs which shall be Customer’s responsibility, if required. Whenever
possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on-site
installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The
services include the following interfaces.
a) 911 Interface
b) On-Line CAD Interface to State/NCIC
c) Pre-Arrival Questionnaire Interface
d) Fire Records (Firehouse) Interface
e) Livescan Interface
f) State/NCIC
g) On-Line Property Checks Interface to State/NCIC
h) On-Line Wants & Warrants Interface to State/NCIC
i) New World Mugshots / Imaging
j) Geo-File Implementation
k) Windows System Assurance
New World’s GIS implementation services are to assist the Customer in preparing the New World required GIS
data for use with the Licensed Aegis Software. Depending upon the Licensed Software the Customer at a minimum
will be required to provide an accurate street centerline layer and the appropriate polygon layers needed for Unit
Recommendations and Run Cards in an industry standard ESRI file format (Personal Geodatabase, File
Geodatabase, Shape Files). Customer is responsible for having clearly defined boundaries for Police Beats, EMS
Districts and Fire Quadrants. If necessary New World will assist Customer in creating the necessary polygon layers
(Police Beats, EMS Districts and Fire Quadrants) for Unit Recommendations and Run Cards. New World is not
responsible for the accuracy of or any ongoing maintenance of the GIS data used within the Licensed Aegis
Software.
4. Hardware Quality Assurance Service
New World shall provide Hardware Systems Assurance of Customer’s Aegis MSP server(s). These services do not
include hardware and/or third party product costs which shall be Customer’s responsibility, if required. Whenever
possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on-site
installation is required, Customer will be responsible for the actual travel expenses and time.
a) Hardware Quality Assurance Services Standard Environment:
Hardware Systems Assurance and Software Installation:
- Assist with High Level System Design/Layout
- Validate Hardware Configuration and System Specifications
- Validate Network Requirements, including Windows Domain
- Physical Installation of New World Application Servers
- Install Operating System and Apply Updates
- Install SQL Server and Apply Updates
- Install New World Applications Software and Apply Updates
- Establish Base SQL Database Structure
- Install Anti-Virus Software and Configure Exclusions
- Install Automated Backup Software and Configure Backup Routines
- 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)
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Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
- Provide Basic System Administrator Training and Knowledge Transfer
- Document Installation Process and System Configuration
5. 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;
d) modifying the Licensed Standard Software;
e) designing and programming Licensed Custom Software; and
f) maintaining modified Licensed Standard Software and/or custom software.
Customer may request these additional services in writing using New World’s Request For Service (RFS)
procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be
provided at the Hourly Rate).
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EXHIBIT C
STANDARD SOFTWARE SUBCRIPTION AGREEMENT (SSSA)
This Standard Software Subscription Agreement (SSSA) between New World and Customer sets forth the standard
software subscription support services provided by New World.
1. Service Period and Early Termination
This SSSA shall remain in effect for an initial period of five (5) years (the SSSA term) beginning on 01/01/2012 (the
start date) and ending on 12/31/2016. This SSSA shall automatically renew annually thereafter at the prices
described in this Exhibit unless Customer provides New World notice of non-renewal ninety (90) days prior to the
beginning of an annual SSSA period. New World has provided a substantial customer upgrade discount on Exhibits
A and B, plus favorable payment terms for the Exhibit A and B costs. In consideration for these discounts and
favorable payment terms, Customer also agrees to pay the amount of annual payments due New World in years 6
through 10 provided that the SSSA has been renewed (without termination notice) for the year in which the payment
is due.
2. Ability to Upgrade IBM iSeries (AS/400) Aegis Licensed Standard Software to Aegis MSP Windows
Licensed Standard Software
During the first two year period of the SSSA, Customer has the option to upgrade New World’s Aegis iSeries
(AS/400) Licensed Standard Software to New World’s Aegis MSP Licensed Standard Software. Customer may
exercise this option at any time during the two year period by giving New World ninety (90) days written notice.
Within sixty (60) days receipt of notice, New World shall notify Customer of the target date to begin the upgrade
project. Customer’s one-time implementation cost to complete the Licensed Standard Software upgrade to Aegis
MSP shall not exceed $620,000; which shall be divided into payments based on mutually agreeable project
milestones. These one-time implementation costs shall include:
a) Project Management
b) Implementation and Training
c) Mobile 9.x Upgrade Services
d) Windows Operating System Assurance and Software Installation
e) Interface Installation Fees including Geo-File
f) Data File Conversion (Estimate)
g) Third Party Products and Services
3. Services Included
New World shall provide the following services during the SSSA 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) reasonable telephone support for Licensed Standard Software on Monday through Friday from 8:00
a.m. to 8:00 p.m. (Eastern Time Zone); and
e) invitation to and participation in user group meetings.
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Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
f) Emergency 24-hour per day telephone support, for Aegis CAD only, seven (7) days per week for
Licensed Standard Software. Normal service is available from 8:00 a.m. to 8:00 p.m. (Eastern Time
Zone). After 8:00 p.m., the Aegis CAD phone support will be provided via pager and a New World
support representative will respond to CAD service calls within 30 minutes of call initiation.
g) Includes integration of the embedded software that is a component of the Exhibit A Licensed
Standard Software.
Items a, b, and c above will be distributed to Customer by electronic means.
Additional support services are available as requested by Customer using the then-current hourly rates or applicable
fees. Exhibit B of your original License Agreement has a description of support services available.
4. 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 Hourly Rate.
5. Billing
a) Subscription costs in paragraph 8 will be billed annually.
b) One Time Costs for Implementation Fees to upgrade to Aegis Windows MSP will be billed as provided
in New World’s Implementation Services Agreement provided to Customer during the 90 day notice
period defined in paragraph 2 above.
6. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSSA 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.
7. Requests for Software Correction on Licensed Standard Software
At any time during the SSSA term, if Customer believes that the Licensed Standard Software does not conform to
the warranties provided under this Agreement, Customer must notify New World in writing that there is a claimed
defect and specify which feature and/or report it believes to be defective. Before any notice is sent to New World, it
must be reviewed and approved by the Customer Liaison. Documented examples of the claimed defect must
accompany each notice. New World will review the documented notice and when a feature or report does not
conform to the published specifications, New World will provide software correction service at no charge. A non-
warranty request is handled as a billable Request For Service (RFS) provided at the Hourly Rate.
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 anyone other than New
World personnel;
b) situations where Customer’s use or operations error causes incorrect information or reports to be
generated; and
c) requests that go beyond the scope of the specifications set forth in the current User Manuals.
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Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
8. Subscription Costs for Licensed Standard Software Packages Covered for MSP Servers 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 Subscription Cost (10-Year Plan, Billed annually and due on January 1st of each year)
Year 1 for period 01/01/12 – 12/31/12 $375,000
Year 2 for period 01/01/13 – 12/31/13 $375,000
Year 3 for period 01/01/14 – 12/31/14 $375,000
Year 4 for period 01/01/15 – 12/31/15 $375,000
Year 5 for period 01/01/16 – 12/31/16 $375,000
Year 6 for period 01/01/17 – 12/31/17 $415,000
Year 7 for period 01/01/18 – 12/31/18 $415,000
Year 8 for period 01/01/19 – 12/31/19 $435,000
Year 9 for period 01/01/20 – 12/31/20 $435,000
Year 10 for period 01/01/21 – 12/31/21 $460,000
9. Payment Default and Termination Proceedings
Customer shall endeavor to make payments from Section 8 of this SSSA within 30 days from due date, subject to
considerations for budget and legislative approval cycle, which shall be documented and supplied to New World
within 15 days of the receipt of the invoice. Documentation shall include the expected date of payment. Customer
agrees that failure to pay within 45 days of the due date with no notice of cause or expected payment date shall
result in immediate forfeiture of the license to use the Licensed Standard Software.
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EXHIBIT F
DATA FILE CONVERSION ASSISTANCE
Upon execution of the option to upgrade as specified in Exhibit C, New World will provide conversion assistance to
Customer to help convert the existing data files specified below. If additional files are identified after contract
execution, estimates will be provided to Customer prior to New World beginning work on those newly identified
files.
General
1. A data conversion analysis and assessment to verify the scope of effort for the project will be conducted.
A revised cost estimate for the data conversion may be provided at the conclusion of the assessment.
Customer may elect to cancel or proceed with the conversion effort based on the revised estimate.
2. This conversion effort includes data coming from one unique database or source, not multiple sources.
3. No data cleansing, consolidation of records, or editing of data will be part of the data conversion effort.
Any data cleansing, removal of duplicate records, or editing must take place by Customer prior to
providing the data to New World.
New World Responsibilities
1. New World will create and 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.
2. New World will provide the data conversion programs to convert Customers data from a single data
source to the New World Licensed Standard Software for the specified files that contain 500 or more
records.
3. As provided in the approved project plan for conversions, New World will schedule on-site trips to
Customer location in order to conduct the following:
a. Conversion Analysis
b. Assistance for Mapping and Testing
c. Conversion Go-Live Implementation and Support
Customer will be responsible for actual Travel Expenses for these trips.
4. New World will provide Customer up to four (4) test iterations of converted data. One test iteration
consists of:
a. Running a conversion test in the Customer’s test environment
b. Customer reviewing a conversion test and responding in writing to New World (see
Customer responsibilities paragraph 3 below)
c. New World correcting or otherwise responding to issues to issues discovered and reported by
Customer.
d. New World conducting internal testing to verify corrections
e. New World and Customer planning for the next test iteration and/or the live
implementation.
5. New World will provide warranty coverage for any conversion-related issue reported by Customer to
New World within 30 days after the conversion is run in the live database.
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
Customer Responsibilities
1. Data files from Customer’s current AS400 database are included in this conversion.
2. Customer will respond to each test iteration in writing, on a form provided by New World, either:
a. Indicating acceptance that the Data Conversion Process is ready for the final conversion, or
b. Indicating a list of changes that need to be applied to the Data Conversion Process for the next
test iteration.
Up to four (4) test iterations are provided as part of the Data Conversion Process. After the fourth (4th)
test iteration, Customer shall pay $2,500 for each additional test iteration. Customer will promptly
review each test iteration when delivered by New World. Prompt Customer review will reduce the
likelihood that a need for additional test iteration(s) may arise due to an extended delay between delivery
of a test iteration and its review.
3. 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 ratio exists
for Customer commitment and the New World commitment. Customer understands that thorough and
timely testing of the converted data by Customer personnel is a key part of a successful data conversion.
4. Customer agrees to promptly review and signoff on both the conversion design document, and on the
final conversions after appropriate review.
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
The following files will be converted from the Aegis 400 System:
MASTER FILES
Master Names
PSAADR Addresses PSINBR Jacket ID Numbers
PSGADR Global Addresses PSJBUS Jacket School / Business Information
PSAJCK Jacket Master PSPADR Jacket Previous Address
PSALIS Alias Master PSPHON Jacket Additional Contacts
PSASSC Known Associates PSSMTH Jacket Scars / Marks / Tattoos / Handicaps
PSBUSN Business Additional Characteristics PLFSBJ Field Investigation Subjects (if applicable)
PSCHAR Jacket Additional Characteristics FRSUBJ Fire Records Investigation Subjects (if
applicable)
PSCRIM Jacket Criminal Characteristics OPSUBJ Orders Of Protection Subjects (if
applicable)
PSFPRT Person Fingerprints
Master Property
PLPROP Property PLOWNR Owner Information
PSPITM Property Item PSJITM Jacket Associated Items
Master Gun
PSGUNS Global Guns PSJGUN Jacket Associated Guns
Master Vehicles
PSVHCL Vehicles PSJVHL Jacket Associated Vehicles
Statutes
PLCRIM Crime Codes PSSTAT Statutes
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
COMPUTER AIDED DISPATCH
Calls For Service
CDPLAT CAD - Plate Information PLQDSP Cleared Dispositions
CDPLOG CAD - Personnel History Log PLQUIK Incidents
CDULOG CAD - Unit History Log PLSPVM Suspect Vehicle
PLIDSP Cleared Dispositions PSDOCI Document Processing Document Index
PLINCD Incidents PSFDOC Document Processing Free Form
Documents
PLNADR Incident Additional Name/Address CEHIST E911 History
CDHOUS CAD – House Watch
Run Cards
GORCRD GEO - Run Card Master GOQUAD GEO - Quad. Exceptions
GORCAM GEO - Run Card Assignments
Alarms
CAAACT Alarm Account History CAINVH Alarm Invoice History
CAAMST Alarms Master CASUBJ Alarms Subject
CAEDIT Alarm Transaction Edits CATRAN Alarm Transaction History
Incidents
CDPLAT Plate Information PLSPVM Suspect Vehicle
PLIDSP Cleared Dispositions PSREVU Generic Review Date Master
PLINCD Incidents PLINDX Index Cards
PLNADR Incident Additional Name/Address
Attachment number 2 \nPage 24 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 25 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Exhibit F / DATA FILE CONVERSION ASSISTANCE
LAW ENFORCEMENT RECORDS
Cases
PLOWNR Owner Information PLEOKA Officer Killed/Assaulted file
PLPDSP Property Disposition PLMISS Missing Persons
PLPHST Police Case Property History PLOFNS Case Offense
PLPLAB Property Lab/Evidence PLOSMO Offender/Suspect MO
PLPLOC Property Location PLSHST Case Status History
PLPROP Property PLSPVM Suspect Vehicle
PLPTRN Property Custody Transaction PLSREL Case Subject Related Offenses
PLASOC Associated Cases PLSVOR Victim Offender Relationship
PLCASE Police Cases PLSVWM Case Subjects
PLCSAS Officer Case Assignments PSREVU Generic Review Date Master
PLSOLV Case Solvability Factors
Arrests
BKSCHG Bookings / Courts Supplemental Charges PLACIN Arrest Court records
PLAARM Adult Arrests PLJARM Juvenile Arrests
PLABCF Global Charges PLSCHG Case/Arrest Supplemental Charges
Tickets
PLABCF Global Charges TKSCHG Ticket Supplemental Charges
TKCORT Ticket Charges TKTCKT Ticket
TKISSU Issued Tickets TKVOID Tickets Voided
TKNYST New York State Ticket Supplement
Accidents
PLACCC State Accidents SCTABE Table Entries Master (Used for reference
only)
PLACCM State Accident Unit PSVHCL Vehicles
PLACCN State Accident Unit Names PSGADR Addresses
PLACCT State Accident Tickets PLACCMNY State Accident Unit - New York (if
applicable)
PLACCV State Accident Vehicles PLACCVNY State Accident Vehicles - New York (if
applicable)
Attachment number 2 \nPage 25 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 26 of 33
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
Field Investigations
PLFINV Field Investigations PLFIAC Field Investigations Associated Cases
PLFSBJ Field Investigations Subjects
Gun Permits
PLGUNP Gun Permits
Gun Registrations
PLGUNR Gun Registrations
Bicycle Registrations
BYMAST Bicycle Registration
Contact Cards
PSROLO Card File Master PSROLC Card File Contacts
Wants and Warrants
PSWANT Wants and Warrants Issued PSWCHG Wants and Warrants Charges
Personnel Training
PLOEDC Officer Education
Officer Equipment
PLOINV Officer Equipment Issued
Pawn Shops
PLOWNR Owner Information PLPLOC Property Location
PLPAWN Pawn Transactions PLPPRP Pawn Shop Transaction
PLPDSP Property Disposition PLPROP Property
PLPHST Police Case Property History PLPTRN Property Custody Transaction
PLPLAB Property Lab/Evidence
Attachment number 2 \nPage 26 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 27 of 33
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
Civil Papers
CVNOTE Civil Papers CVSUBJ Civil Papers
CVPMST Civil Papers SCTABE Table Entries Master (Used for reference
only)
CVSINF Civil Papers
Orders Of Protection
OPMAST Orders Of Protection Master File OPLOCT Orders Of Protection Locations
OPSUBJ Orders Of Protection Subjects OPUSRD Orders Of Protection User Defined
Impounded Vehicles
PLTOWD Impounded Vehicle Master
Narratives
PSDOCI Document Processing Document Index SCTABE Table Entries Master (Used for reference
only)
PSFDOC Document Processing Free Form
Documents
SCTABM Table Master (Used for reference only)
NCINTD Narcotics Intelligence PSDMST Document Processing Master
PLCUSR Case User Defined OPUSRD Orders Of Protection User Defined
PLFINV Field Investigations PLFSBJ Field Investigation Subjects
Attachment number 2 \nPage 27 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 28 of 33
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Exhibit F / DATA FILE CONVERSION ASSISTANCE
CORRECTIONS
Bookings/Corrections
BKBOOK Booking Master BKSUIC Bookings Suicide Watch
BKCLAS Booking Classifications PLABCF Global Charges
BKHLOG Booking Release History PSALOG Jailer Activity Log
BKHOUS Booking Housing Assignment PSIACT Inmate Activity
BKNSBJ Booking Notifications PSJTIM Booking / Courts Jail Time Sentence
BKPOSS Prisoner Possessions PSDSBJ Corrections Incident Subject
BKSCHG Bookings / Courts Supplemental Charges PSIACT Inmate Activity
Jail Management
JMACRG Additional Billing Charges JMLEDG Account Funds Ledger Master
JMHLOG Housing Assignment History Log JMLEDH Account Funds Header
JMHOUS Housing Assignment Log JMVSTR Visitors
JMAPPT Medical/Court/Event Appointment JMAVST Approved Visitors
Narratives
BKCTRN Classification Question Transaction PSDOCI Document Processing Document Index
BKQUES Questionnaires PSFDOC Document Processing Free Form
Documents
BKUSRD Booking User Defined PSIACT Inmate Activity
Attachment number 2 \nPage 28 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 29 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
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 the option to upgrade as specified in Exhibit C, Customer authorizes New World
to order the Exhibit 1 products for delivery to:
Mr. Mike Blanchard
City of Augusta
530 Greene Street
Augusta, GA 30911
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.
Attachment number 2 \nPage 29 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 30 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
Exhibit 1
CONFIGURATION
1. THIRD PARTY PRODUCTS AND SERVICES
THIRD PARTY SOFTWARE
a. Embedded Third Party Software $25,000
(includes all Third Party executable components)
b. GIS Software 16,000
CAD
- CAD Workstations using ArcGIS Engine Runtime (20 workstations) 500 ea. 10,000
Geo-File Maintenance Software (ESRI ArcEditor) 6,000
- per workstation
THIRD PARTY HARDWARE
c. Hardware, System Software & Services 9,100
Lantronix UDS-1100 (1 unit) 150 ea. 150
Digital Camera for Mug Shots (1 unit) 1,450 ea. 1,450
Bar Coding Scanner Kit w/Signature Pad (2 units) 3,750 ea. 7,500
TOTAL THIRD PARTY PRODUCTS AND SERVICES Included
ESRI Notes
1) Customer will restrict use of the ESRI Software to executable code (used with the Aegis Licensed
Standard Software).
2) Customer will prohibit (a) transfer of the ESRI Software except for temporary transfer in the event of
computer malfunction; (b) assignment, time-sharing, lend or lease, or rental of the ESRI Software or use for
commercial network services or interactive cable or remote processing services; and (c) title to the ESRI
Software from passing to any other party.
3) Customer will prohibit the reverse engineering, disassembly, or decompilation of the ESRI Software and
prohibit duplication of the ESRI Software except for a single archival copy; reasonable Sublicensee backup
copies are permitted.
4) Customer will disclaim, to the extent permitted by applicable law, ESRI’s liability for any damages, or
loss of any kind, whether special, direct, indirect, incidental, or consequential, arising from the use of the
ESRI Software.
5) At the termination of their Agreement (Sublicense) with New World, Customer will certify in writing to
New World that it has discontinued use and has destroyed or will return to New World all copies of the
ESRI Software and documentation.
6) Customer will comply fully with all relevant export laws and regulations of the United States to assure that
the ESRI Software, or any direct product thereof, is not exported, directly or indirectly, in violation of
United States law.
7) Customer will prohibit the removal or obscuring of any copyright, trademark notice, or restrictive legend.
8) If New World grants a Sublicense to the United States Government, the ESRI Software shall be provided
with “Restricted Rights”.
Attachment number 2 \nPage 30 of 33
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Augusta, GA CONFIDENTIAL Page 31 of 33
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Exhibit 1 / CONFIGURATION
9) All Aegis/MSP Customers are required to use ESRI's ArcGIS suite of products to maintain GIS data. All
maintenance, training and on-going support of this product will be contracted with and conducted by ESRI.
Maintenance for ESRI’s ArcGIS suite of products that are used for maintaining Customer’s GIS data will
be contracted by Customer separately with ESRI.
10) The on-going New World SSMA cost is required for any Aegis software changes related to integration with
ESRI software.
11) If a new release of ESRI software is incorporated into the Aegis software, an associated upgrade fee may be
required for the new ESRI software, depending on the potential cost from ESRI; and/or on the scope of
effort required to integrate the new ESRI release with Aegis software.
Attachment number 2 \nPage 31 of 33
Item # 2
Augusta, GA CONFIDENTIAL Page 32 of 33
1421-11A1F 0203 U2W L4L (CAD.NET) & Add'l Mods
APPENDIX 2
ADDITIONAL PROVISIONS
a. Temporary suspension or delay of performance of contract.
To the extent that it does not alter the scope of this agreement, Augusta, GA may unilaterally order a temporary
stopping of the work for a period of no more than thirty (30) days, or delaying of the work to be performed by New
World under this agreement.
b. Defective pricing.
To the extent that the pricing provided by New World is erroneous and defective, the parties may, by agreement,
correct pricing errors to reflect the intent of the parties.
c. Liquidated Damages.
Due to the special nature of this licensing agreement and the other remedies provided in this agreement, the parties
agree that liquidated damages are not applicable.
d. Specified excuses for delay or non-performance.
New World is not responsible for delay in performance caused by acts of nature, strikes, lockouts, accidents, or
other events beyond the control of New World. In any such event, the contract price and schedule shall be equitably
adjusted.
e. Hold harmless.
New World agrees to indemnify and save the Customer harmless from and against any and all judgments, suits,
costs, and expenses subject to the limits set forth in this Agreement resulting from any alleged infringement of any
patent or copyright arising from the licensing of the Licensed Standard Software pursuant to this Agreement,
provided that Customer has notified New World in writing of such allegation within thirty (30) days of the date
upon which the Customer first receives notice thereof. New World’s obligation to indemnify and save Customer
harmless under this paragraph is void if the claim of infringement arises out of or in connection with any
modification made to the Licensed Standard Software or any use of the Licensed Standard Software not specifically
authorized in writing by New World.
f. Prohibition against contingent fees.
New World is prohibited from directly or indirectly advocating in exchange for compensation that is contingent in
any way upon the approval of this contract or the passage, modification, or defeat of any legislative action on the
part of the Augusta, Georgia Commission. New World shall not hire anyone to actively advocate in exchange for
compensation that is contingent in any way upon the passage, modification, or defeat of any contract or any
legislation that is to go before the Augusta, Georgia Commission.
g. Georgia Prompt Pay Act not applicable.
The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act.
h. Acknowledgement regarding contractual obligations of Augusta, Georgia.
New World acknowledges that this contract and any changes to it by amendment, modification, change order or
other similar document may have required or may require the legislative authorization of the Board of
Commissioners and approval of the Mayor. Under Georgia law, New World is deemed to possess knowledge
concerning Augusta, Georgia's ability to assume contractual obligations and the consequences of New Worlds'
provision of goods or services to Augusta, Georgia under an unauthorized contract, amendment, modification,
change order or other similar document, including the possibility that New World may be precluded from recovering
payment for such unauthorized goods or services. Accordingly, New World agrees that if it provides goods or
Attachment number 2 \nPage 32 of 33
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Augusta, GA CONFIDENTIAL Page 33 of 33
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APPENDIX 2 / ADDITIONAL PROVISIONS
services to Augusta, Georgia under a contract that has not received proper legislative authorization or if New World
provides goods or services to Augusta, Georgia in excess of the any contractually authorized goods or services, as
required by Augusta, Georgia's Charter and Code, Augusta, Georgia may withhold payment for any unauthorized
goods or services provided by New World. New World assumes all risk of non-payment for the provision of any
unauthorized goods or services to Augusta, Georgia, and it waives all claims to payment or to other remedies for the
provision of any unauthorized goods or services to Augusta, Georgia, however characterized, including, without
limitation, all remedies at law or equity." This acknowledgement shall be a mandatory provision in all Augusta,
Georgia contracts for goods and services, except revenue producing contracts.
i. Georgia E-Verify Requirements.
All contractors and subcontractors entering into contracts with Augusta, Georgia for the physical performance of
services shall be required to execute an Affidavit verifying its compliance with O.C.G.A. § 13-10-91, stating
affirmatively that the individual, firm, or corporation which is contracting with Augusta, Georgia has registered with
and is participating in a federal work authorization program. New World agrees to provide their E-Verify number
and to be in compliance with the electronic verification of work authorized programs operated by the United States
Department of Homeland Security or any equivalent federal work authorization program operated by the United
States Department of Homeland Security to verify information of newly hired employees, pursuant to the
Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603, in accordance with the applicability provisions
and deadlines established in O.C.G.A. § 13-10-91 and shall continue to use the federal authorization program
throughout the contract term. Additionally, New World agrees that, should it employ or contract with any
subcontractor(s) in connection with the physical performance of services pursuant to its contract with Augusta,
Georgia New World will secure from such subcontractor(s) each subcontractor’s E-Verify number as evidence of
verification of compliance with O.C.G.A. § 13-10-91 on the subcontractor affidavit provided in Rule 300-10-01-.08
or a substantially similar form. New World agrees to maintain records of such compliance and provide a copy of
each such verification to Augusta, Georgia at the time the subcontractor(s) is retained to perform such physical
services.
j. Right to inspect premises.
Augusta, Georgia may, at reasonable times, inspect the part of the plant, place of business, or work site of New
World or any subcontractor of New World or subunit thereof which is pertinent to the performance of any contract
awarded or to be awarded by Augusta, Georgia.
k. Local Small Business Language:
In accordance with Chapter 10B of the AUGUSTA, GA. CODE, New World agrees to collect and maintain all
records necessary to for Augusta, Georgia to evaluate the effectiveness of its Local Small Business Opportunity
Program and to make such records available to Augusta, Georgia. The requirements of the Local Small Business
Opportunity Program can be found at www.augustaga.gov. In accordance with AUGUSTA, GA. CODE § 1-10-
129(d)(7), the contractor is required to provide local small business utilization reports. New World shall report to
Augusta, Georgia the total dollars paid to each local small business on each contract, and shall provide such
payment affidavits, regarding payment to subcontractors as may be requested by Augusta, Georgia. Such
documents shall be in the format specified by the Director of minority and small business opportunities, and shall be
submitted at such times as required by Augusta, Georgia. Failure to provide such reports within the time period
specified by Augusta, Georgia shall entitle Augusta, Georgia to exercise any of the remedies set forth, including but
not limited to, withholding payment.
Attachment number 2 \nPage 33 of 33
Item # 2
Attachment number 3 \nPage 1 of 2
Item # 2
Attachment number 3 \nPage 2 of 2
Item # 2
Augusta / Richmond County
Georgia
Statement of Work
Prepared by:
New World Systems
888 West Big Beaver Road, Suite 600
Troy, Michigan 48084
Phone: (248) 269-1000
www.newworldsystems.com
October 26, 2011
Attachment number 4 \nPage 1 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page ii
Proprietary and Confidential ii
Document Control Sheet
General Information
Project Name Project Manager Business Owner (Key Sponsor) Provider Single Point of
Contact
Document Preparation Information
Author Date Organization Name
Phone Number E-Mail
File Location (link)
Distribution and Approvals
Name Title and Organization Signature Approval Date
Change History
Date Change Description Approved By
Attachment number 4 \nPage 2 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page iii
Proprietary and Confidential iii
Table of Contents
Page
STATEMENT OF PURPOSE ...................................................................................................................................... 1
GENERAL ASSUMPTIONS ....................................................................................................................................... 2
NEW WORLD AND CUSTOMER STAFF .................................................................................................................... 3
NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW ............................................................................... 5
PHASE: INITIATION ................................................................................................................................................ 8
Step 1: Conduct Start-up Activities .................................................................................................................. 9
PHASE: PLANNING .............................................................................................................................................. 14
Step 2: On-Site Account Management Planning Meeting .............................................................................. 15
Step 3: Complete and Approve Project Plan .................................................................................................. 21
PHASE: CONSTRUCTION ........................................................................................................................................ 26
Step 4: Standard Solution Build ..................................................................................................................... 27
Step 5: Functional Review ............................................................................................................................. 32
Step 6: Finalize Configuration ....................................................................................................................... 34
PHASE: TRANSITION ............................................................................................................................................ 37
Step 7: Conduct User Training....................................................................................................................... 38
Step 8: Conduct Go-Live ................................................................................................................................ 39
Step 9: Implement Post Go-Live Deliverables................................................................................................. 42
PHASE: CLOSING ................................................................................................................................................. 46
Step 10: Project Closure Activities ................................................................................................................. 47
Attachment number 4 \nPage 3 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page 1
Proprietary and Confidential
STATEMENT OF PURPOSE
This Statement of Work (SOW) defines the principal activities and responsibilities of Augusta /
Richmond County, GA (Customer) and New World for the implementation of an integrated system
consisting of:
AEGIS Modules and Functions
Computer Aided Dispatch
Law Enforcement Records Management
Corrections Management
Mobile
The integrated technology shall be provided by New World to transition from the existing technology
supporting Customer’s participants and to support Customer’s operation.
This SOW requires that New World and Customer provide the management leadership and staff
commitment to fulfill their responsibilities as described in the Agreement.
Attachment number 4 \nPage 4 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page 2
Proprietary and Confidential 2
GENERAL ASSUMPTIONS
1. This Statement of Work will be utilized by New World and Customer to manage
implementation of the New World technology and to transition Customer from its existing
technologies and operation to the technology provided and described in the contract.
2. Work will be performed at Customer’s location and New World’s project offices and will be
performed on Business Days during Customer’s normal business hours, except when both parties
agree otherwise.
3. The project consists of the delivery, installation, configuration, testing, implementation, and go-
live of the Licensed Standard Software that provides the functionality and operation described in
this contract.
4. Additional work activities and software functionality not described in the Statement of Work will
be considered a change to this project, and will be authorized by Customer using the Project
Change Request.
5. Customer and New World expect and agree that the Statement of Work will be modified from
time to time, especially after New World gains a more complete understanding of Customer’s
existing technologies, business practices and operations.
Attachment number 4 \nPage 5 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page 3
Proprietary and Confidential 3
NEW WORLD AND CUSTOMER STAFF
Responsibilities of New World and Customer staff are described in the Agreement and this Statement of
Work.
NEW WORLD EXECUTIVE SPONSORS
Nino DiCosmo, Vice President Operations
Mr. DiCosmo is the New World Executive responsible for professional services and support for
all projects. He will stay actively involved in the project implementation and will attend several
on-site project status meetings.
Andrew Hittle, Professional Services Manager
Andrew Hittle and his team of project managers and trainers are responsible for the
implementation of the Customer project. He will be active in the project implementation and
scheduling of resources. In addition, he will have direct contact on a regular basis with the
Customer Project Manager to ensure the highest level of satisfaction during project
implementation
PROJECT TEAM
TBD, Project Manager
A project manager will be assigned to the project upon contract signing. The Project Manager
may provide some of the initial set up and training and will also be a technical liaison to New
World. In addition, the Project Manager will generate all status reports and correspondence.
Nina DiMeglio, Director, Customer Support
Ms. DiMeglio will oversee the operation of the Customer Support Team, including the Call
Center. Ms. DiMeglio will work closely with the New World and Customer Project Managers
to ramp up the support team to provide support during go-live and ongoing support thereafter.
TBD, New World On-Site Installation Support
These professionals will be assigned to the implementation of the New World deliverables.
They will provide the initial set up, testing and user training, along with recommendations for
additional training staff as required.
Attachment number 4 \nPage 6 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page 4
Proprietary and Confidential 4
CUSTOMER EXECUTIVE SPONSORS
TBD, Customer Senior Manager
TBD will be the primary senior management contact for New World. He/She will be responsible
for senior management communications regarding the overall relationship, contractual matters,
gaining approvals from funding sources when necessary, overseeing Customer project
governance and will coordinate any senior management activities of Customer’s staff in
fulfilling the Customer’s responsibilities within this SOW and the Agreement.
TBD, Customer Project Manager
TBD will be the primary contact for New World. He/She will be responsible for
communication with the Customer regarding project progress, issues and/or changes and will
coordinate and manage activities of Customer’s staff in fulfilling the Customer’s
responsibilities within this SOW and the Agreement.
TBD, System Administrator
The System Administrator (SA) will be responsible to ensure Customer’s network, servers, and
client (PC) environment (i.e. Customer’s hardware and system software infrastructure) is
installed and maintained properly; provide operational support of Customer’s hardware and
system software infrastructure; provide operational support for New World Standard Software
to Customer’s user staff; and perform backup, recovery, and routine update procedures for
New World’s Licensed Standard Software.
Attachment number 4 \nPage 7 of 50
Item # 2
AUGUSTA / RICHMOND COUNTY, GA STATEMENT OF WORK
Page 5
Proprietary and Confidential 5
NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW
The focus of New World Systems’ Project Manager, Program Management Office (PMO), services team,
support team and all personnel associated with this project is to assist the customer complete their project
successfully.
Since its inception, New World has successfully completed thousands of customer projects and developed
a standard project management methodology that is predictable, repeatable, lowers risk and maximizes
customer success. This standard approach, the New World Systems (NWS) Project Implementation
Methodology (PIM), is based upon a combination of Project Management Institute (PMI) guidelines
(PMBOK) and years of successful New World project management activity deploying public safety
solutions.
The New World PIM is the standard process that New World follows for all project implementations.
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 and review the system to verify
system readiness
4. Transition – Train users, perform data conversion, execute go live, complete post-go live
activities and finalize customer application customizations
5. Closing – Review and approve the project closure, disengage project management and formally
transfer customer to Account Management team
Each phase consists of one or more steps. Each step includes:
1. New World responsibilities – Activities New World staff is responsible to perform
2. Customer responsibilities – Activities customer staff is responsible to perform
3. Inputs (prerequisites) – Items that must be completed prior to the start of the step and are used
during the step
4. Outputs (completion criteria) – Items that must be completed during the step and are
requirements in order to consider the step complete (outputs are often the inputs of future steps
and must be completed in order to keep the project on track.)
A diagram of the Project Implementation Methodology is shown on the following page. Although the
steps on the diagram are sequential, over time, steps will overlap.
Attachment number 4 \nPage 8 of 50
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Page 6
Proprietary and Confidential 6
New World Systems Project Implementation Methodology
Construction ClosingTransitionPlanningInitiation
START
1
Conduct Start-up
Activities
3
Complete and
Approve Project
Plan
2Acct Mgmt., Planning Meeting
4
Standard Solution
Build
6Finalize Configuration
9
Implement Post
Go-Live Deliverables
8
Conduct Go-Live
7
Conduct User Training
10
Project Closure
Activities
Stop
Step Task Includes Customer
Executive Review Meetings
Requires Authorized
Customer SignoffLEGEND
5
Functional Review
The key tasks and related project deliverables that comprise the work breakdown structure (WBS) of the
Project Implementation Methodology are shown in the diagram on the following page. Each step and
project deliverable are described in detail in the sections following this diagram. The full work WBS is
embedded in the Project Schedule template (mpp), which is used in conjunction with this methodology.
Attachment number 4 \nPage 9 of 50
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Proprietary and Confidential 7
New World Systems Project Implementation Methodology
ClosingTransitionConstructionPlanningInitiation
1
Conduct Start-up
Activities
1A. Project
Initiation
1D. Supporting
Conference
Calls
START
1B. Perform
Internal
Turnover
1C. Conduct Start-up Activities
Meeting
2
Acct Mgmt.,
Planning Meeting
3
Complete and
Approve Project
Plan
2C. Perform Data Conversion Analysis (when
applicable)
2B. Conduct
Application
Validation Set
Workshop
2A. Conduct
Account
Management
Planning
Meeting
3B. Finalize the
Project Plan
3C. Review and
Approve the
Project Plan
3A. Draft the
Project Plan
3D. Prepare
Internal Team
4
Standard Solution
Build
6
Finalize
Configuration
5
Functional Review
7
Conduct User
Training
9
Implement Post Go-Live
Deliverables
8
Conduct Go-Live
10
Project Closure
Activities
Stop
LEGEND Task Includes Customer
Executive Review MeetingsStep Requires Authorized
Customer Signoff
Task /
Deliverable
4B. Conduct Geo-File Setup & Training
(when
applicable)
4A. Technical
System Setup
4C. Implement
Standard
Interfaces
6C. Go-Live
Preparation
6B. Apply Project
Configuration
Plan and
Implement
Interfaces
6A. Conduct
System Admin
Application
Training
8B. Compliance
Submission(s)
– AEGIS
applications
8A. Execute Go-Live
6D. Build Data
Conversions
9A. Provide
Customer
Agreement
Custom Deliverables
6E.. Perform Data
Conversions
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Page 8
Proprietary and Confidential
PHASE: Initiation
Purpose: Engage project management, establish initial communication channels and begin planning
Description of Phase: The Initiation Phase consists of one step. During this Phase, the New World and
Customer Project Managers are assigned and the New World Sales representative initiates the formal
transition of the project to the New World Operations team. This team includes Executive Sponsorship,
Senior Program leadership, Program Office Management (PMO) governance, Project Management and
Delivery Center specialists. In this Phase, this Operations team establishes a foundation for program
governance, retention of project artifacts and takes ownership of the Customer communications and the
execution of the Customer Agreement.
New World Systems Project Implementation Methodology
Construction ClosingTransitionPlanningInitiation
START
1
Conduct Start-up
Activities
3
Complete and
Approve Project
Plan
2Acct Mgmt., Planning Meeting
4
Standard Solution
Build
6
Finalize Configuration
9
Implement Post
Go-Live
Deliverables
8
Conduct Go-Live
7
Conduct User
Training
10
Project Closure
Activities
Stop
Step Task Includes Customer
Executive Review Meetings
Requires Authorized
Customer SignoffLEGEND
5
Functional Review
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Step 1: Conduct Start-up Activities
A. Project Initiation
Overview: Within one week of Customer Agreement execution, the Customer’s project will be initiated.
Key activities include:
1. Initial call to the Customer to set the date and time for a Start-up Activities conference call
2. PMO establishes framework for project execution and governance (e.g., project metrics/status
reporting, project artifact storage)
3. Execution of the Customer Agreement is assigned to a delivery team (e.g., Executive Sponsor,
Project Manager)
New World responsibilities: The Sales Representative is responsible for the initial call to the Customer
and the PMO is responsible for initiating the project at New World and establishing the framework for
governance.
Customer responsibilities: None
Inputs (prerequisites):
1. Customer Agreement
2. Turnover Document
Outputs (completion criteria):
1. Phone call with Customer
2. Storage of project artifacts and governance framework established on the Project Management
Portal
A. Project Initiation
C. Conduct Start-up
Activities Meeting
B. Perform
Internal Turnover
D. Supporting
Conference Calls
Initiation Phase: Step 1 – Conduct Start-up Activities
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B. Perform Internal Turnover
Overview: The assigned New World Project Manager will coordinate and facilitate an internal turnover
meeting with key staff members associated with project planning, development and implementation. Key
staff members include:
New Account Sales/Customer Care Manager
Solution Consulting Practice Manager(s)
Solution Consulting Administrative Assistant
System Assurance Manager / Technical Lead
PMO Manager
Project Manager
Professional Services Manager
Data Conversion Manager
Interface Manager
Customer Support Account Manager
Others as needed
New World responsibilities: Individual responsibilities are described below:
Project Manager:
1. Review the Customer Agreement and Customer Agreement Assessment Report
2. Review Turnover Document
3. Coordinate and schedule meeting
4. Create and distribute meeting agenda
5. Conduct meeting
6. Facilitate a discussion that defines delivery structure and proposed project schedule for this
project (e.g., application build approach/WBS; Delivery Center Technical Leadership, anticipated
timeline)
7. Initiate the Project Management Plan and Project Binder (internal document)
8. Document action items, issues and risks in Project Management Plan
Other New World employees:
1. Prior to the meeting,
a. PMO creates the Customer Agreement Assessment Report. They review the project initiation
documents (e.g., Customer Agreement, Turnover Document), highlight key deliverables,
Customer expectations, terms and conditions and verify that the Customer billing plan
conforms to the Customer Agreement.
b. PMO will create an initial Project Schedule where the WBS is aligned with the deliverables
defined in the Customer Agreement.
c. Each attendee will review all project related information, i.e., Customer Agreement, internal
documentation, meeting agenda, etc.
2. Attendees will prepare questions and observations requiring further discussion
3. Attend meeting and discuss agenda items
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4. Document and follow up on any items requiring their attention
Customer responsibilities: None
Inputs (prerequisites):
1. Turnover Document (internal document)
2. Customer Agreement
3. Project Manager assigned
4. Customer Agreement Assessment Report (internal use only)
5. Project Management Plan
6. Project Schedule Template
7. Project Binder (internal document)
Outputs (completion criteria):
1. Tracking system updated with entries (cases) for Customer \contract deliverables
2. First iteration of the Project Schedule, Project Management Plan and Project Binder
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C. Conduct Start-up Activities Meeting
Overview: The Project Manager will facilitate a meeting with the Customer. The objectives for this
meeting are:
1. Introduction of New World’s Project Manager and executive management team
2. Describe key teams/groups and identify their roles and responsibilities during the project
3. Discuss expectations of Customer and New World
a. Senior Customer leadership will be required for executive project reviews and signing
approval documents
b. Project timeframes
4. Discuss New World Project Methodology Overview
5. Discuss Account Management Planning meeting agenda and objectives
6. Set date for on-site Account Management Planning meeting and discuss site preparation
7. Discuss keys to projects success
8. Schedule System Assurance Phone conference
9. Obtain topology diagram of Customer’s network
New World responsibilities: The Sales Representative is responsible for arranging and coordinating the
meeting through the initial Customer phone call.
Customer responsibilities: Attend meeting and be prepared to discuss agenda items. Supply updated
topology diagram of the network.
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Standard Meeting Agenda and Presentation template for meeting
3. Project Management Plan
4. Initial Project Schedule
Outputs (completion criteria):
1. Post-Trip Report (when conducted on site) or follow-up email (when conducted remotely via
conference call)
2. Updated Project Schedule
a. Initial baseline based on project size and deliverables
b. Initial Customer meeting activities defined
3. Customized meeting agenda and presentation
4. Updated Project Status record; include initial project baseline dates
5. Updated Project Management Plan (e.g., action items, issues, risks identified)
6. Supporting documentation
7. Project Managers, Executive Manager and Subject Matter Experts roles reviewed
8. Customer supplied topology diagram of the network
9. Scheduled System Assurance Phone Conference
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D. Supporting Conference Calls
Overview: The System Assurance Technical Lead will work with the Project Manager to coordinate and
facilitate a conference call with the Customer to address System Assurance planning / analysis. The key
objective of this conference call is to ensure the Customer understands what information is needed for the
System Assurance process to be successful and to establish an agreed upon timeline for this information.
A key focus in this call will be the development of the GIS data for use with New World applications.
New World will introduce the parameters for the required GIS layers by providing Customer with a GIS
Implementation Packet and conducting an initial review of Customer provided GIS data for compatibility
with the New World Systems application.
New World responsibilities: System Assurance Technical Lead facilitates conference call with the
Customer and New World technical resources to address the initial System Assurance planning and
analysis. Customer Distribute/explain GIS implementation packet, survey and data collection documents
that need to be completed by the Customer.
Customer responsibilities: Customer leadership and technical resources participate in conference call(s)
to address the initial System Assurance planning and analysis. Customer to complete relevant survey(s)
and data collection documents (after complete of the conference call).
To support the GIS requirements, the Customer will need to:
1. Supply accurate GIS data in a standard ESRI format (shape files, personal geo-database, file geo-
database, etc.) on the agreed upon date.
2. Appoint a GIS Implementation Specialist to resolve any issues regarding delivery, mapping or
functionality of GIS data with the New World application.
3. Carefully review the comments and/or requested changes from the New World GIS
Implementation Specialists related to the compatibility of the Customer’s GIS data with the New
World application after the required GIS layers have been reviewed by New World.
Inputs (prerequisites):
1. System Assurance conference calls scheduled
2. System Assurance meeting agendas and presentation templates
3. Relevant survey, data collection templates and GIS implementation packet (when applicable)
Outputs (completion criteria):
1. Completed Systems Assurance Conference
2. Customized System Assurance meeting agenda and presentation template
3. Updated Project Management Plan (e.g., action items, issues identified)
4. Updated Project Schedule
5. Survey and data collection documents (completed by the Customer)
6. Supporting documentation
7. Store project artifacts and update status of project on Project Management Portal
8. GIS Information
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PHASE: Planning
Purpose: Create and approve the Project Management Plan
Description of Phase: The Planning Phase consists of two steps. During this Phase, New World and
Customer Project Managers organize the project, establish project teams, confirm requirements, develop
the Project Plan and obtain senior management approval for the Project Plan.
New World Systems Project Implementation Methodology
Construction ClosingTransitionPlanningInitiation
START
1Conduct Start-up Activities
3
Complete and Approve Project Plan
2
Acct Mgmt.,
Planning Meeting
4Standard Solution Build
6
Finalize
Configuration
9
Implement Post
Go-Live
Deliverables
8
Conduct Go-Live
7
Conduct User
Training
10Project Closure
Activities
Stop
Step Task Includes Customer Executive Review Meetings Requires Authorized Customer SignoffLEGEND
5
Functional Review
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Step 2: On-Site Account Management Planning Meeting
A. Conduct Account Management Planning Meeting
Overview: During this event, the assigned New World Project Manager will coordinate a series of on-site
meetings with key Customer and SMEs associated with project planning, development and
implementation. In addition, we will conduct a high level review of the Customer’s business practices,
environment and workflow to examine their fit into the New World software product. In this series of
meetings, New World and the Customer will establish project methods, project acceptance criteria and
governance. Key topics include:
1. Executive overview with executive management and identification of Customer Executive
Sponsor(s)
2. Review of project scope (Customer Agreement, project methodology) with Customer project
management
3. Development of the Project Management Plan
4. Discuss initial Project Schedule and resource management policy
5. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success
6. 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
7. Address Go-live requirement for custom interfaces, custom software modules and/or data
conversions.
Key meeting participants include:
1. Senior/Executive Sponsor
2. General Manager Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. Customer Senior Management /Exec Sponsor
6. Customer Project Manager
7. Customer SMEs
A. Conduct Account
Management Planning Meeting
C. Perform Data Conversion
Analysis (when applicable)
B. Conduct Application
Validation Set Workshop
Planning Phase: Step 2 – Acct Mgmt Planning Meeting
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New World Responsibilities: During this event, the Project Manager (and/or designee) will meet with
Customer staff and review requirements for the various items listed above. Once complete, the Project
Manager (and/or designee) will document the requirements and distribute the information to the
appropriate members of the implementation team. The New World Project Manager responsibilities
include:
1. Establish framework for account management, roles and responsibilities of New World and
Customer
2. Review Customer Agreement
3. Review project methodology
4. Establish initial Project Management Plan
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Initial issues / concerns
5. Propose initial Project Schedule
6. Define an initial Training Plan
7. Update the Project Management Plan and Project Schedule
8. Create the initial requirement definition for custom requirements (e.g., software modifications,
custom interfaces, data conversion); clearly define implementation timing (e.g., go-live vs. post
go-live).
9. Conduct Executive Sponsorship meeting
Once compiled, documents will be provided to the Customer for review.
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Customer Responsibilities: The Customer is responsible for:
1. Site preparation (conference rooms, audio visual equipment, etc.)
2. Meeting coordination with Executive Sponsors, supervisors, SMEs to support all contracted
modules and functions, including but not limited to:
AEGIS Modules and Functions
Computer Aided Dispatch
Law Enforcement Records Management
Corrections Management
Mobile
3. Agreement to account management framework, relationship approach and time schedule for
project reviews
4. Attending and participating in the Account Management Planning Meeting
5. Providing the necessary technical specifications on interfaces
6. Providing complete user stories for custom enhancements
7. Providing liaison support with agencies and vendors required to support interfaces
8. Identifying any non-standard New World reports not yet identified or included in the Customer
Agreement
9. Providing appropriate technical staff necessary to complete technical surveys (e.g. the Aegis
Mobile Checklist, when applicable)
10. Reviewing all documentation compiled through this process, including the Requirements
Document(s) submitted by New World and identify specific issues in writing
11. Providing liaison support with the state to support state reporting requirements (e.g. for Aegis,
IBR, UCR, Accidents, etc.)
Inputs (prerequisites):
1. Customer Agreement
1. Meeting Agenda / Pre-Trip Report
2. Presentation template
3. Resource Management Policy
4. Customer completed surveys, data collection documents
5. Standard workflow templates (when applicable)
6. Project Management Plan
7. Project Binder (internal document)
8. Data Conversion, System Assurance templates (when applicable)
9. Initial Project Schedule
10. Topology diagram of Customer’s network
11. Customer Agreement
12. Requirements Definition template
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Outputs (completion criteria):
1. Post-trip Report
2. Framework established for account management, roles and responsibilities of New World and
Customer
3. Customer Agreement reviewed
4. Project methodology and planning templates reviewed
5. Agreement on initial Project Schedule and initial Training Plan
6. Initial Requirement Definitions (e.g., software modifications, custom interfaces, data conversion);
clearly defined implementation timing (e.g., go-live vs. post go-live).
7. Define timeframe for next Executive Sponsorship discussion
8. Change Order (when applicable)
9. Contract Addendum (when applicable)
10. Updated Project Management Plan
11. Updated Project Schedule
12. Updated Project Management Plan
13. Updated Project Binder (internal document)
14. Updated Project Schedule
a. All activities sequenced (dependencies applied)
b. Project Schedule defined
15. Supporting documentation
16. Store project artifacts and update status of project on Project Management Portal
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B. Conduct Application Validation Set Workshop
Overview: During this event, New World will conduct Application Validation Set Training for
designated Customer SME personnel to acquire the knowledge necessary to define the validation sets that
are necessary to configure the initial application database. In this workshop, but Customer SME team will
learn about the different types of information that must be defined and the method to communicate the
validation set data.
New World responsibilities:
1. Provide up-to-date user manuals to workshop participants
2. Instruct Customer personnel on the validation sets information and process for the various
contracted modules and associated application database
Customer responsibilities:
1. Convene workshop team of SMEs for this training
2. Attend and participate in the Application Validation Set Training
Inputs (prerequisites):
1. Pre-Trip Report
2. Training material
3. Validation Set workbook(s)
4. Training room with computers running New World application
Outputs (completion criteria):
1. Post-Trip Report
2. Updated Project Plan
3. Updated Validation Set workbook(s)
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C. Perform Data Conversion Analysis (when applicable)
Overview: Using the established guidelines from the contract, prepare Customer and New World for data
conversion and migration. New World will analyze Customer source data, develop and deliver a Data
Conversion/Migration Plan. This process will be initiated during the on-site Account Management
Planning meeting(s).
New World responsibilities:
1. With Customer assistance, New World will analyze existing Customer source data. During this
analysis process, New World will determine compatibility with the New World database
structures and the viability of a conversion or migration to the New World database.
2. Develop and deliver a Data Conversion/Migration Plan. The plan will identify data sources to be
converted, data sources to be migrated, database types, database design and any detected data
mapping concerns.
3. When required, develop change order that reflects differences between the Customer Agreement
and Customer’s desired data conversion.
Customer responsibilities:
1. Provide New World with a representative sample of the data to be converted on mutually
agreeable transmission media
a. Assist New World in analyzing source data
b. Live in source system
2. Review the Data Conversion/Migration Plan
Inputs (prerequisites):
1. Data Conversion Packet
2. Sample data from Customer
Outputs (completion criteria):
1. Data Conversion/Migration Plan
2. Customer review and sign off on the Data Conversion/Migration Plan
3. Signed change order, when required
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Step 3: Complete and Approve Project Plan
A. Draft the Project Plan
Overview: The purpose of this event is to review the information captured during the Planning Phase,
finalize key decisions and prepare to finalize the overall Project Plan. It is important to note that the
Project Plan includes all documents prepared during the Planning Phase:
1. Project Management Plan
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Action Items
e. Issues
f. Key Decisions - Changes
2. Project Schedule
3. Supporting documents
4. Initial Requirement Definition for Customer Deliverables
5. Initial Training Plan
New World responsibilities: During this process, the New World Project Manager will meet with the
Customer project team and review the information documented in the Planning Phase. The Project
Manager will then draft and publish the Project Plan that will be submitted for approval.
Customer responsibilities: Support finalization of the Project Plan, providing SMEs as needed.
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Requirements Document(s)
3. Initial Training Plan
4. Information referenced from legacy system(s) as well as New World software
5. Project Management Plan
6. Project Binder (internal document)
7. Project Schedule
A. Draft the Project
Plan
B. Finalize the
Project Plan
C. Review and
Approve the Project
Plan
Planning Phase: Step 3 – Complete and Approve Project Plan
D. Prepare Internal
Team
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Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Updated Project Management Plan
3. Updated Project Binder (internal document)
4. Updated Project Schedule
5. Updated Requirements Document(s); including sign-offs (where applicable)
6. Updated supporting documentation
7. Proposed resource schedule
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B. Finalize Project Plan
Overview: At this stage of the project, significant information has been gathered regarding the
Customer’s current operations and how the New World application implementation needs to occur to be
successful. Based on this information, a final Project Plan must be developed that maps out the activities,
deliverables and deadlines required by the project team.
New World responsibilities: The New World Project Manager will finalize the Project Plan to meet
the requirements of a successful implementation, while establishing clear ownership of activities,
deadlines and timeframes for each step of the implementation. The Project Plan provides detailed
instructions to the entire Customer team and once approved, is the guiding light for all project activity
going forward.
1. Review with Customer personnel the identified implementation tasks, priorities, inter-
dependencies, team members, resources and other requirements to approve the final Project Plan.
2. The Project Management Plan, Project Schedule and supporting documentation are finalized as
part of this step because these documents comprise the Project Plan that is reviewed as part of the
acceptance criteria to move the project to the Construction Phase as defined in Review and
Approve Project Plan.
Customer responsibilities: In tandem with New World project personnel, analyze identified
requirements of the Project Plan and make such implementation decisions as are reasonably required to
finalize the plan.
Inputs (prerequisites):
1. Customer Agreement
2. Proposed resource schedule
3. Project Plan
a. Project Management Plan
b. Project Schedule
c. Project Configuration Plan and supporting documents/plans
d. Updated Requirements Document(s); including sign-offs
e. Supporting documents
Outputs (completion criteria):
1. Updated Project Plan
2. Confirmed resource schedule (90 day lock)
3. Store project artifacts and update status of project on Project Management Portal
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C. Review and Approve Project Plan
Overview: The objective of this task is to approve the Project Plan based upon the activities and work
processes discovered during the Planning Phase. The resulting document defines the specific project
tasks, timelines for completion and ownership of each activity throughout the remainder of the project.
New World responsibilities:
1. Deliver the final Project Plan to Customer
2. Review the Project Plan with Customer personnel and make mutually agreed upon modifications
3. Upon mutual acceptance of the Project Plan, establish the document as the baseline for the
remainder of the project
4. Ensure there is a clear definition of the alignment of any custom software/interfaces to the
implementation of the standard application solution in the Customer’s live environment
5. Review 90-day lock resource scheduling policy
Customer responsibilities:
1. Review the final Project Plan and document any specific deficiencies found with the Plan within
ten (10) business days
2. Sign off on final iteration of the Plan by Customer Project Manager and Executive Manager
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Final Project Plan
3. Supporting Documentation
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Final accepted Project Schedule; second baseline for project created based on actual timeline
(initial baseline based on project size)
3. Updated Project Status Record; ensure new project baseline dates are reflected
4. Signed approval for the Project Plan:
a. Project Schedule
b. Supporting documents/plans
c. Requirements Document(s); including sign-offs (where applicable)
d. Project Management Plan
e. Supporting Documentation
i. State reporting
ii. Data conversion
iii. Geo-File
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D. Prepare Internal Team
Overview: During this portion of the implementation, the Project Manager meets with the New World
team to discuss the requirements of the Project Plan and their individual responsibilities to deliver a
successful project.
New World responsibilities: The New World Project Manager will be responsible for the following:
1. Prepare and coordinate the team briefing
2. Ensure all project documents are stored on the portal and are available to the team
3. During the meeting, the Project Manager will review the Project Plan and supporting (applicable)
documents
4. The Project Manager will review with the individual team members their roles and
responsibilities associated with the implementation
Customer responsibilities: None
Inputs (prerequisites):
1. Agenda
2. Final Project Plan
a. Project Schedule
b. Supporting documents/plans
c. Requirements Document(s)
d. Project Management Plan
e. Supporting Documentation
i. State reporting
ii. Data conversion
iii. System Assurance
3. Project Binder (internal document)
4. Customer Agreement
5. Resource schedule
Outputs (completion criteria):
1. Updated Project Plan
2. Project team prepared to build application solution
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PHASE: Construction
Purpose: Execute the Project Plan to build, review and configure the system to verify system readiness
Description of Phase: The Construction Phase consists of three steps. During this Phase, 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 Systems application.
New World Systems Project Implementation Methodology
Construction ClosingTransitionPlanningInitiation
START
1Conduct Start-up
Activities
3Complete and Approve Project
Plan
2
Acct Mgmt.,
Planning Meeting
4Standard Solution Build
6
Finalize
Configuration
9
Implement Post
Go-Live
Deliverables
8
Conduct Go-Live
7
Conduct User
Training
10
Project Closure
Activities
Stop
Step Task Includes Customer
Executive Review Meetings
Requires Authorized
Customer SignoffLEGEND
5Functional Review
The methodology diagram indicates that each step of the Construction Phase follows the
previous step but many of these steps occur concurrently.
In addition, when the Customer requires the conversion of existing data and/or implementation of custom
interfaces to bring the applications into a live production environment, some (or all) of the tasks defined
in the Transition Phase, Step 9, Implement Post Go-Live Deliverables, may occur during Construction
Phase (this is dependent upon the Project Plan developed and agreed upon in the Planning Phase).
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Step 4: Standard Solution Build
A. Technical System Setup
Overview: During this step, New World validates and finalizes the Customer’s hardware configuration,
software requirements and implementation. The result of this effort is documented in the Site Plan.
New World will install the Licensed Standard Software and standard database on Customer supplied
servers and configure system to meet application specifications. This is generally completed in two
distinct stages: Aegis/MSP and Mobile.
New World responsibilities: Configure the system as required and provide knowledge transfer to the
System Administrator.
New World will install and configure the application specific Server/Client and train Customer personnel
on configuration procedures. For each configuration, New World personnel will:
1. Verify with Customer personnel the computer processor(s), operating system software, third party
software, associated workstation requirements, printers, network communications and other
related components supplied by Customer.
2. Establish the initial application database, using the validation set workbook(s) as input.
3. Document the required site resources (e.g., facility, power, network, cooling, etc.) necessary to
operate the application. As part of the review, New World will make recommendations for
necessary site modifications to meet minimum operating requirements for the application.
4. Review with Customer the minimum requirements for workstations and mobile data devices as
identified in the Customer Agreement, as applicable to the application.
5. Train Customer to install client workstations, administer servers, manage disaster recovery
systems and review any other items of concern related to hardware and software configuration.
6. Review ongoing Customer management expectations of how system will be managed by
Customer. Identify role of New World vs. Customer.
A. Technical System Setup C. Implement Standard
Interfaces
Construction Phase: Step 4 – Standard Solution Build
B. Conduct Geo-File Setup &
Training (when applicable)
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7. Provide Customer with a Site Plan that includes the following:
a. Identification of any special space requirements
b. Functional system diagram, showing a high level view of the New World Standard Software
subsystems and their associated hardware
Customer responsibilities:
1. Provide Customer technology staff to assist New World with the Site Plan.
2. Provide, upon request, information on existing hardware and operating system software
components and terminal networks, as well as projected utilization statistics and other
information reasonably required to validate final hardware requirements.
3. Review the final hardware and operating system configuration with the New World project team.
4. Review New World’s recommendations regarding any existing communications networks and
workstations and make any reasonable modifications identified by New World to ensure
compatibility with the equipment and system to be installed.
5. Ensure hardware is ordered, delivered and installed prior to scheduling New World’s System
Assurance visit on site.
6. Have information technology support staff on hand for knowledge transfer and to help address
any concerns encountered during the system installation.
7. Review and sign off on systems management expectations policy
8. Provide signoff indicating completion of system set-up and administration training.
9. Install and configure the mobile software on additional mobile computers.
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. System Support documentation
3. Validation Set workbooks
4. Customer supplied topology diagram of the network and map
5. System Set-up and Administration Training sign-off template
6. Systems Management Expectations Policy template
Outputs (completion criteria):
1. Site Plan
2. Test and production environments are ready to use
3. Post-Trip Report (if conducted on site)
4. System Set-up and Administration Training sign-off document
5. Systems Management Expectations Policy / signoff
6. Store project artifacts and update status of project on Project Management Portal
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B. Conduct Geo-File Setup and Training (when applicable)
Overview: New World will recommend procedures to support the loading of Customer-supplied GIS data
for use in the New World software and assist the Customer with the initial load of GIS data.
As part of this step, New World will provide a GIS overview of GIS components, where they are installed
and discuss a plan for updating the GIS data within the New World software. Customers are responsible
for continuous updates of the GIS data used in the New World software.
The Customer will need to have the appropriate ESRI desktop software of ArcEditor or ArcInfo in order
to conduct the initial GIS data load and ongoing maintenance of the data. The ArcEditor or ArcInfo
software must be available for use by the New World Customer Support Center to assist the Customer
with GIS data support.
New World responsibilities:
1. Obtain from Customer the New World required GIS data containing address point layer
(optional) and street centerline layer geo-codable by the systems proposed geo-coding service.
2. Obtain from Customer all appropriate required polygon boundary layers. This may represent
Police Beats, Police ORI, Fire Quadrants, FDID, EMS Districts and EMS ORI, Common Name,
Alias, and Hydrant layer.
3. The GIS Implementation Specialist will assist Customer in loading/importing their GIS data into
the New World enterprise geo-database within the New World software. It is required that all GIS
data to be used within the New World software will be maintained in a standard ESRI data format
(shape files, personal geo-database, file geo-database) and then loaded into the New World
software; or the required GIS data to be maintained directly in the New World enterprise geo-
database using ESRI’s ArcGIS ArcEditor or ArcInfo desktop software.
4. Conduct a GIS Overview for the Customer.
Customer responsibilities:
1. Provide New World with the required GIS data containing address point layer (optional) and
street centerline layer geo-codable by the systems proposed
2. Provide New World all appropriate required polygon boundary layers
3. Assume responsibility for both initial GIS data development and ongoing GIS data maintenance
4. Provide a GIS point of contact responsible for ongoing GIS maintenance
5. Provide the above-specified GIS data for import/load into the New World enterprise geo-database
6. Provide any other GIS data for use within the New World software at the time of the initial
import/load into the New World enterprise geo-database
7. Provide all ESRI Desktop software ArcEditor/ ArcInfo and any associated systems software
licenses and workstation equipment necessary for the initial import/load of the GIS data into the
New World enterprise geo-database
8. Provide trained staff to make GIS data changes or corrections in support of GIS Implementation
9. Be solely responsible for the content and accuracy of the supplied GIS data
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Inputs (prerequisites):
1. GIS Implementation Packet and data review document
2. Detailed specifications of required changes or additions to Customer GIS data to ensure
compatibility within the New World application
Outputs (completion criteria):
1. The New World Standard Software GIS Implementation has been successfully completed with
Customer-supplied GIS data
2. New World demonstrates to Customer the New World application is working correctly with the
loaded Customer GIS data
3. New World has provided Customer with the appropriate GIS Overview necessary for ongoing
maintenance and uploading of the GIS data within the New World application going forward
4. Store project artifacts and update status of project on Project Management Portal
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C. Implement Standard Interfaces
Overview: During this event, New World will implement any applicable standard interfaces.
New World responsibilities: Implement the interfaces in the test environment that are required for the
live environment.
Customer responsibilities:
1. Provide Customer technology staff to address the desired application workflow
2. Work with New World to test the interfaces
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Configuration requirements for interface operations
3. Standard Interfaces
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4. Installed Standard Interfaces
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Step 5: Functional Review
Overview: The Functional Review encompasses a hands-on review of each application within the
implementation. This review is accomplished by presenting each function within the application from the
user/administrator point-of-view and every project construction element as it relates to a particular
workflow process.
1. New World responsibilities: New World’s Project Manager and Application Specialist(s) will
act as facilitators during the Functional Review. Their main role is to review the New World
standard software solution with the Customer and identify any Customer workflow modifications
and/or minor software configuration changes that need to be applied. The Project Manager is
responsible for coordinating this review with the Application Specialist and preparing the
Customer team for the functional review and creating any applicable documentation (e.g.,
Functional Review Guide, trip reports). The Application Specialist will present the configured
applications and act as SME to facilitate an interactive exchange with the Customer and work
towards Customer acceptance of the configured applications. Additionally, a New World
Executive Manager will participate in the Functional Review, as well as a project review meeting
with the Customer’s senior staff. The content of the Training Plans will also be finalized as part
of the Functional Review. The review should include:
6. Overview of the various Customer work processes and the functional relationship to the software.
AEGIS APPLICATIONS
Computer Aided Dispatch
Law Enforcement Records Management
Corrections Management
Mobile
7. 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
c. Data conversion
8. Finalization of any applicable Requirements Definition documentation.
9. Identification and documentation of any desired configuration modifications to the standard
software solution (not applicable for pre-configured implementations).
a. Standard software applications
b. Standard Interfaces
c. State reporting requirements (e.g. IBR, UCR, Accident)
10. Agency-specific reports (internal management reports, public inquiries, etc.)
11. Review Hardware and Network Topology
12. Assess impact on workforce
13. Finalize Training Plan
14. Discuss Data Conversion Migration Plan (when applicable)
15. Define Cutover (Go Live) Plan
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Customer responsibilities: For the review, the Customer leadership and SMEs participate to provide
Customer workflow and policy information as it relates to the configured New World applications. Work
with New World Project Manager and Application Specialist to determine any additional configuration
changes that are required. Work with Customer to implement agreed upon workflow changes.
Inputs (prerequisites):
1. Pre-Trip Report
2. Functional Review Guide (when applicable)
3. Requirements Document(s) for Custom Interfaces / Modifications
4. Standard interfaces
5. State reporting (when applicable)
6. Data conversion (when applicable)
7. Geo-files (when applicable)
8. Field Reporting
Outputs (completion criteria):
1. Post-Trip Report
2. Updated Project Schedule
3. Updated Project Plan
4. Project Configuration Plan
5. Training Plan
6. Supporting documentation
7. Store project artifacts and update status of project on Project Management Portal
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Step 6: Finalize Configuration
A. Conduct System Admin Application Training
Overview: During this event, New World will conduct System Administration Application Training for
designated Customer SME personnel to acquire the knowledge necessary to finalize the software solution
configuration and maintain the various modules included in the Customer Agreement. (There will be a
minimum of one session per each major module.)
Decisions regarding the configuration of the New World application are made in the Construction Phase,
Step 5, Functional Review, and are applied during this Step.
New World responsibilities:
1. Provide up-to-date user manuals to workshop participants
2. Instruct Customer personnel, including the system administrator, on configuration of the various
contracted modules
Customer responsibilities:
1. Convene workshop team of SMEs for this training
2. Attend and participate in the System Admin Application Training
Inputs (prerequisites):
1. Pre-Trip Report
2. Training material
3. Project Configuration Plan
4. Training room with computers running New World application
Outputs (completion criteria):
1. Post-Trip Report
2. Updated Project Plan
A. Conduct System Admin
Application Training
B. Apply Project Configuration
Plan and Implement Interfaces
C. Go-Live
Preparation
Construction Phase: Step 6 – Finalize Configuration
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B. Apply Project Configuration Plan and Implement Interfaces
Overview: During this event, the Customer uses the Project Configuration Plan created during the
Functional Review as the requirements for any modification to the standard application configuration.
The results of this effort are configured applications.
New World will implement any remaining standard interfaces.
In addition, New World will create and implement any custom interfaces that must be in place to bring
the applications into a live production environment. Data Conversion activity may also be addressed
(dependent upon the Project Plan developed and agreed upon in the Planning phase).
New World responsibilities: Provide support for the Customer SME team that is applying configuration
changes. Implement the interfaces in the test environment that are required for the live environment.
Customer responsibilities:
1. Apply configuration changes as defined in the Project Configuration Plan.
2. Provide Customer technology staff to address the desired application workflow
3. Work with New World to test the interfaces (as applicable)
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Project Configuration Plan
3. Configuration requirements for interface operations
4. State reporting requirements including data requirements, contact information, data submission
deadlines and transition plan
5. Requirements definition(s) (when applicable)
6. Standard and/or Custom Interfaces
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4. Configured applications, including applicable interfaces, data conversion, state requirements and
field reporting
5. Updated Project Configuration Plan
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C. Go-Live Preparation
Overview: Review the overall project status to ensure that all requirements for a 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.
New World responsibilities: During this process, the New World Project Manager or Application
Specialist will review the system with the Customer to ensure that each application is functioning as
expected. In addition, they will review the Project Management Plan with the Customer to ensure all
applicable issues and action items have been addressed.
Customer responsibilities: With the New World representative, the Customer will demonstrate the
system is set up and configured as designed. Work with project manager to identify any issues or
concerns and jointly agree, in writing, to move forward with training and transition to the live
environment.
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Project Configuration Plan
3. Project Plan
4. Go-Live sign-off template
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Updated Project Plan
3. Go-Live sign-off
4. Documentation of all outstanding issues/concerns and written agreement to begin the
training/transition to the live environment
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PHASE: Transition
Purpose: Train users, perform data conversion, execute go-live, complete post-go-live activities and
finalize Customer application customizations
Description of Phase: The Transition Phase consists of 3 steps. During this Phase, New World and
Customer project teams review the system, verify and validate readiness for go-live, train users, cut over
from legacy systems and complete post go-live requirements.
New World Systems Project Implementation Methodology
Construction ClosingTransitionPlanningInitiation
START
1
Conduct Start-up
Activities
3
Complete and
Approve Project
Plan
2Acct Mgmt., Planning Meeting
4
Standard Solution
Build
6Finalize Configuration
9
Implement Post
Go-Live Deliverables
8
Conduct Go-Live
7
Conduct User Training
10
Project Closure
Activities
Stop
Step Task Includes Customer
Executive Review Meetings
Requires Authorized
Customer SignoffLEGEND
5
Functional Review
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Step 7: Conduct User Training
Overview: New World’s Application Specialist(s) provide user training to Customer staff.
New World responsibilities: New World’s Application Specialist will provide on-site training services
to assigned Customer staff. Training options include:
Train-the-Trainer Training (TTT)
This training consists of a New World Application Specialist providing very detailed on-site
training to Customer representatives. The Train-the-Trainer course is designed to take Customer-
certified (either locally or by their state) trainers, train them on the New World software and
certify they have the knowledge base to successfully train other members. This training also
includes problem solving techniques to ensure an effortless transition with minimal interruptions
during their training sessions. Additionally, students are provided training techniques and detailed
lesson plans on their specific modules.
User Training
If a Train-the-Trainer approach is not preferred, New World can provide Customer-defined User
Training courses. This training consists of a New World Application Specialist providing an on-
site training course specific to a user’s job assignment. Each course consists of Customer-defined
software classes needed to be proficient in their areas of responsibility utilizing the New World
software.
Customer responsibilities: Assign and schedule appropriate staff to attend training sessions. Provide
and schedule necessary facilities for training sessions. Confirm staff participation in training, as
scheduled.
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Training materials
a. Lesson Plan / User Guide
b. Written Proficiency Examinations
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Written Proficiency Examination results
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Step 8: Conduct Go-Live
A. Execute Go-Live
Overview: With assistance from New World, Customer goes live on modules and interfaces identified in
the Customer Agreement and as documented in the Project Plan.
New World responsibilities:
1. New World assistance for all applications going live
AEGIS APPLICATIONS
Computer Aided Dispatch
Law Enforcement Records Management
Corrections Management
Mobile
2. New World assists Customer in preparing production server for go-live
a. Run SQL go-live script
b. Set counters
c. Other maintenance tasks
3. Provide final updates, when applicable, to the following:
a. Standard software
b. Custom software
c. Hardware
d. Interfaces
e. State reporting
f. Data conversion
g. Geo-files
4. Customer turnover to Customer Support
5. New World’s on-site staff cleared to depart Customer site
A. Execute Go-Live B. Compliance Submission(s)
Transition Phase: Step 8 – Conduct Go-Live
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Customer responsibilities:
1. Customer goes live with appropriate applications identified in the Customer Agreement
2. Provide SME Team members to assist with go-live for each of the applications going live as first
line support
Inputs (prerequisites):
1. Pre-Trip Report
2. Standard software
3. Custom software (when applicable)
4. Interfaces (when applicable)
5. State reporting
6. Data conversion (when applicable)
7. Geo-files
8. Pre go-live preparations
a. System preparation
b. Team preparation
c. Preparatory meeting with Customer
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. Updated Project Plan
3. Customer support engaged
4. Live Operations
B. Compliance Submission(s)
Overview: As part of normal operations, agencies are required to submit crime statistic reports to the
state (IBR, UCR, NIBRS, etc.) on a monthly basis. During the transition to a new system, state agencies
will work with local law enforcement agencies to develop a plan to allow the system to adopt the new
technology in their environment and submit reports after a period of operation.
During the Construction Phase, New World works with the agency to implement state reporting rules.
The first full test of these rules occurs 60 to 90 days after go-live, to ensure the Customer has data for
submission to the state. State reporting and editing can be a significant challenge and to assist Customers
with this event New World schedules and assigns an Application Specialist to assist the Customer with
their first submission process.
New World Responsibilities: New World Application Specialist will provide training services and
support to assigned Customer staff to submit, edit and correct state required statistical crime reports.
Customer Responsibilities: Identify primary and secondary staff responsible for submission and
correction of state reports. Also, identify state contact and state testing procedures to ensure the state is
prepared to assist with the analysis and evaluation of report submissions in order to expedite returns and
error reporting.
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Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. State contact for submission management
3. A minimum of 60 days of live operation
4. Documented state submission requirements
5. Training facilities
6. Agency staff identified as primary and secondary parties responsible for state submission
Outputs (completion criteria):
1. Post-Trip Report (if conducted on site)
2. State submission within accepted error rates
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Step 9: Implement Post Go-Live Deliverables
A. Build Data Conversions
Overview: New World will provide the Customer requested data conversion as described in the Customer
Agreement. Depending on the decisions made in the Planning Phase, the data conversion processes may
be aligned with the go-live schedule, which means this event would then be included in the initial solution
build (Step 5).
New World responsibilities:
1. New World will provide the data conversion programs to convert Customer’s legacy data to the
New World standard software for the modules specified in the Data Conversion Migration Plan.
2. New World will provide Customer up to two test sets of converted data. Additional test sets
requested will require additional conversion costs.
3. As provided in the approved Project Plan, New World will schedule a conversion analysis trip
and a separate data conversion test trip to Customer’s location. The conversion test trip is part of
delivering the conversion programs to Customer.
4. New World will provide Customer with a Data Conversion Migration Plan for sign off prior to
starting development of data conversion programs. No conversion programming by New World
will commence until Customer signs this document.
Customer responsibilities:
1. Data files from Customer’s current database are included in this conversion. Customer will
provide a list of discrete data files with descriptions of fields or data elements in each file.
2. Supply data to be converted.
3. A data dictionary (data descriptors) containing all data elements must be provided to New World
for each file submitted with the media.
4. As provided in the Project Plan, Customer will provide a dedicated contact for each application
area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a
support person(s) whenever members of the New World’s team are on site regarding
conversions. Roughly a one-to-one time ratio exists for Customer commitment and New World
commitment.
A. Build Data Conversions C. Perform Data Conversion
Transition Phase: Step 9 – Implement Post Go-Live Deliverables
B. Provide Customer Agreement Custom Deliverables
Note: Some of this activity
may be completed in the
Construction Phase prior
to Go-Live.
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5. Data Conversion testing. Customer understands that thorough and timely testing of converted
data by Customer’s SMEs is a key part of a successful data conversion.
6. Customer agrees to promptly review and sign off on the data conversions after the final test run is
completed.
Inputs (prerequisites):
1. Approved Data Conversion/Migration Plan
2. Data to be converted
Outputs (completion criteria):
1. Completed data conversion programs
2. Conversion test sign-off
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B. Provide Customer Agreement Custom Deliverables
Overview: New World will provide Customer requested standard software enhancements and/or custom
software (including interfaces and state reporting) as described in the Customer Agreement.
New World responsibilities:
1. New World will develop and implement custom software and interfaces.
2. New World will provide training for enhancements and/or custom software.
Customer responsibilities:
1. Provide resources to support the installation of software upgrades when enhancements and/or
custom software are available, including interfaces and state reporting.
2. Attend training as required.
Inputs (prerequisites):
1. Completed enhancements and/or custom software / interfaces
2. Customer to confirm functionality of software within the scope of the Requirements Document
Outputs (completion criteria):
1. Upgraded application with enhancements and/or custom software
2. Trained personnel
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C. Perform Data Conversion
Overview: Using the established guidelines from the contract, execute the data conversion to migrate
data from legacy systems to the New World application. Depending on Project Plan requirements, this
conversion can be completed in one or two phases as part of pre-live, live or post-live operations.
New World responsibilities:
1. Follow established Data Conversion/Migration Plan. The plan will identify data sources to be
converted, data sources to be migrated, the database type, database design and any detected data
mapping issues or exceptions.
2. Execute Data Conversion as outlined in the Project Plan to ensure legacy data can be accessed on
production systems as confirmed through previous conversion tasks.
Customer responsibilities:
1. Provide New World with access to production server and window of downtime required to
execute conversion.
2. Analyze data and document any discrepancies or concerns with data conversion.
3. Provide dedicated internal contact for support and assistance with data conversion operations.
Inputs (prerequisites):
1. Pre-Trip Report (if conducted on site)
2. Data Conversion Packet
3. Approved Data Conversion/Migration Plan
Outputs (completion criteria):
1. Customer review and sign off on Acceptance of Data Conversion
2. Post-Trip Report (if conducted on site)
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PHASE: Closing
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. 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.
New World Systems Project Implementation Methodology
Construction ClosingTransitionPlanningInitiation
START
1Conduct Start-up
Activities
3Complete and Approve Project
Plan
2
Acct Mgmt.,
Planning Meeting
4Standard Solution Build
6
Finalize
Configuration
9
Implement Post
Go-Live
Deliverables
8
Conduct Go-Live
7
Conduct User
Training
10
Project Closure
Activities
Stop
Step Task Includes Customer
Executive Review Meetings
Requires Authorized
Customer SignoffLEGEND
5Functional Review
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Step 10: Project Closure Activities
Transition to Account Management
Overview: At the conclusion of the project, the New World applications are fully live and functional in
the Customer’s environment with all required components delivered and operational. During this event,
the New World Project Manager will schedule a formal turnover of the Customer to the New World
Account Management Team, which includes the Executive Sponsor, Customer Support and Customer
Care. The managers the Customer Care and Support introduce their department structure and review the
services each team provides.
Many of these individuals will have been part of the project, so this transition should be relatively
seamless.
Project closure will also be finalized with the Customer, ensuring the Customer and the New World
Customer Support team members are aware of the overall deployment of the New World implementation
and that all questions have been addressed and exceptions are incorporated into the sign-off document.
New World responsibilities:
1. The New World Project Manager will coordinate a meeting, either via teleconference or on site,
to review the project status and transition ongoing communications with the Customer to the
assigned Account Team.
2. Managers of New World Customer Support create and distribute agenda
3. Prepare the sign-off documentation
4. The Project Manager and PMO will review all project financials to ensure all deliverables for the
Customer Agreement are delivered, billed and paid.
Customer responsibilities:
1. Provide appropriate personnel for the support turnover meeting
2. Provide a location with a conference phone for the support turnover meeting
3. Project Closure sign-off
Inputs (prerequisites):
1. Agenda
2. Schedule the meeting
3. Project Closure sign-off template
Outputs (completion criteria):
1. Account Management engaged to support the Customer
2. Project Closure sign-off
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Item # 2
Public Safety Committee Meeting
2/13/2012 12:45 PM
Transfer of Motorcycle to Augusta Museum
Department:Clerk of Commission
Caption:Consider a request from the Richmond County Sheriff's Office to
transfer ownership of the motorcycle belonging to Deputy James
D. Paugh to the Augusta Museum for use in a proposed exhibit
giving tribute to Deputy Paugh and the Sheriff's Office.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
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Item # 3
Public Safety Committee Meeting
2/13/2012 12:45 PM
State Mutual Aid and Assistance Agreement
Department:Clerk of Commission
Caption:Motion to approve a State Mutual Aid and Assistance Agreement
from Georgia Emergency Management Agency - Homeland
Security for Augusta, Georgia.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
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