R-2022-329 - 10/27/2022 RESOLUTION NO. R-2022-329
WHEREAS, the City of Round Rock ("City") desires professional consulting services related
to public safety software; and
WHEREAS, City issued a Request for Qualifications (RFQ No. 22-013) for public safety
software consultant services; and
WHEREAS, City has determined that SDI Presence, LLC is the most qualified to provide the
best value to the City considering the evaluation factors included in the request for qualifications; and
WHEREAS, the City Council desires to enter into an agreement with SDI Presence, LLC for
public safety software consultant services,Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Professional Consulting Services Related to Public Safety Software with SDI Presence,
LLC, a copy of same being attached hereto as Exhibit"A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 27th day of October, 2022.
CRKI M AN, Mayor
City YRoun Rock, Texas
ATTEST:
OM P-
MEAGAN SPI t
S, City ClArk
0112 30222;4857-3449-5802
EXHIBIT
"/►"
CITY OF ROUND ROCK AGREEMENT FOR
PROFESSIONAL CONSULTING SERVICES RELATED TO
PUBLIC SAFETY SOFTWARE
WITH
SDI PRESENCE.LLC
THE STATE OF TEXAS §
§
THE CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THIS AGREEMENT for professional consulting services related to public safety
software (the "Agreement'), is made by and between the CITY OF ROUND ROCK, a Texas
home-rule municipal corporation with offices located at 221 East Main Street, Round Rock,
Texas 78664-5299 (the "City'), and SDI PRESENCE, LLC, located at 2451 West Grapevine
Mills Circle,Grapevine,Texas 76051(the"Consultant").
RECITALS:
WHEREAS, professional consulting services related to public safety software (the
"Project'l are desired by the City;and
WHEREAS, City issued a Request for Qualifications for Public Safety Software
Consultant Services(RFQ No.22-013);and
WHEREAS, City has determined that Consultant is the most qualified to provide said
services;and
WHEREAS,City desires to contract with Consultant for these services; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights,duties and obligations hereunder.
NOW,THEREFORE,WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.0 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto,and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein,or is terminated as provided herein.
4859-0372-9206/ss2
B. The term of this Agreement shall be for thirty-six(36)months from the effective
date hereof.
C. City and the Consultant reserve the right to review the Agreement at any time,
and may elect to terminate the Agreement with or without cause or may elect to continue.
2.0 SCOPE OF SERVICES
Consultant has issued its proposal for services, such proposal for services being attached
to this Agreement as Exhibit "A," which shall be referred to as the Proposal and Exhibit "A"
titled "Proposal," which shall be referred to as the Scope of Services of this Agreement. Said
attached Exhibit"A"shall be incorporated herein by reference for all purposes.
Consultant shall satisfactorily provide all services described herein and as set forth in
Exhibit "A." Consultant shall perform services in accordance with this Agreement, in
accordance with the appended Proposal and Scope of Services and in accordance with due care
and prevailing consulting industry standards for comparable services.
3.0 LIMITATION TO SCOPE OF SERVICES
Consultant's undertaking shall be limited to performing services for City and/or advising
City concerning those matters on which Consultant has been specifically engaged, and may only
be modified by a written Supplemental Agreement executed by both parties as described in
Section 9.0.
4.0 CONTRACT AMOUNT
In consideration for the professional consulting services to be performed by Consultant,
City agrees to pay Consultant an amount not-to-exceed One Hundred Eighty-Five Thousand
Three Hundred Fifty-Three and No/100 Dollars($185,353.00)as set forth in Exhibit"A."
5.0 IlWOICE REQUIREMENTS;TERMS OF PAYMENT
Invoices: To receive payment, Consultant shall prepare and submit detailed invoices to
the City, in accordance with the delineation contained herein, for services rendered. Such
invoices for professional services shall track the referenced Scope of Work, and shall detail the
services performed, along with documentation for each service performed. Payment to
Consultant shall be made on the basis of the invoices submitted by Consultant and approved by
the City. Such invoices shall conform to the schedule of services and costs in connection
therewith.
Should additional backup material be requested by the City relative to service
deliverables, Consultant shall comply promptly. In this regard, should the City determine it
necessary, Consultant shall make all records and books relating to this Agreement available to
the City for inspection and auditing purposes.
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Payment of Invoices: The City reserves the right to correct any error that may be
discovered in any invoice that may have been paid to Consultant and to adjust same to meet the
requirements of this Agreement.Following approval of an invoice,the City shall endeavor to pay
Consultant promptly,but no later than the time period required under the Texas Prompt Payment
Act described in Section 8.01 herein. Under no circumstances shall Consultant be entitled to
receive interest on payments which are late because of a good faith dispute between Consultant
and the City or because of amounts which the City has a right to withhold under this Agreement
or state law. The City shall be responsible for any sales, gross receipts or similar taxes
applicable to the services,but not for taxes based upon Consultant's net income.
6.0 INSURANCE
Consultant shall meet all City of Round Rock Insurance Requirements set forth at:
haps://www.roundrocktexas.g2y/"-content/uploads/2014/12/corr insurance 07.20112.pdf
7.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251,V.T.C.A.,Texas Government Code, any payment to be
made by the City to Consultant will be made within thirty(30)days of the date the performance
of the services under this Agreement are completed, or the date the City receives a correct
invoice for the services, whichever is later. Consultant may charge interest on an overdue
payment at the "rate in effect"on September 1 of the fiscal year in which the payment becomes
overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This
Prompt Payment Policy does not apply to payments made by the City in the event:
(a) There is a bona fide dispute between the City and Consultant, a contractor,
subcontractor, or supplier about the service performed that cause the payment
to be late;or
(b) There is a bona fide dispute between Consultant and a subcontractor or
between a subcontractor and its supplier about the service performed that
causes the payment to be late;or
(c) The terms of a federal contract, grant, regulation, or statute prevent the City
from making a timely payment with federal funds; or
(d) The invoice is not mailed to the City in strict accordance with any instruction
on the purchase order relating to the payment.
8.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of the City's current revenues only.It is understood and
agreed that the City shall have the right to terminate this Agreement at the end of any City fiscal
year if the governing body of the City does not appropriate funds sufficient to purchase the
services as determined by the City's budget for the fiscal year in question. The City may affect
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such termination by giving Consultant a written notice of termination at the end of its then-
current fiscal year.
9.0 SUPPLEMENTAL AGREEMENT
The terms of this Agreement may be modified by written Supplemental Agreement
hereto,duly authorized by City Council or by the City Manager, if the City determines that there
has been a significant change in (1) the scope, complexity, or character of the services to be
performed; or (2) the duration of the work. Any such Supplemental Agreement must be
executed by both parties within the period specified as the term of this Agreement. Consultant
shall not perform any work or incur any additional costs prior to the execution, by both parties,
of such Supplemental Agreement. Consultant shall make no claim for extra work done or
materials furnished unless and until there is full execution of any Supplemental Agreement, and
the City shall not be responsible for actions by Consultant nor for any costs incurred by
Consultant relating to additional work not directly authorized by Supplemental Agreement.
10.0 TERMINATION;DEFAULT
Termination: It is agreed and understood by Consultant that the City or Consultant may
terminate this Agreement for the convenience of the City or Consultant, upon thirty (30) days'
written notice to Consultant or City, with the understanding that immediately upon receipt of
said notice all work being performed under this Agreement shall cease. Consultant shall invoice
the City for work satisfactorily completed and shall be compensated in accordance with the terms
hereof for work accomplished prior to the receipt of said notice of termination. Consultant shall
not be entitled to any lost or anticipated profits for work terminated under this Agreement.
Unless otherwise specified in this Agreement, all data, information, and work product related to
this Project shall become the property of the City upon termination of this Agreement, and shall
be promptly delivered to the City in a reasonably organized form without restriction on future
use. Should the City subsequently contract with a new consultant for continuation of service on
the Project,Consultant shall cooperate in providing information.
Termination of this Agreement shall extinguish all rights, duties, and obligations of the
terminating party and the terminated party to fulfill contractual obligations. Termination under
this section shall not relieve the terminated party of any obligations or liabilities which occurred
prior to termination.
Nothing contained in this section shall require the City to pay for any work which it
deems unsatisfactory or which is not performed in compliance with the terms of this Agreement.
Default: Either party may terminate this Agreement, in whole or in part, for default if
the Party provides the other Party with written notice of such default and the other fails to
satisfactorily cure such default within ten (10) business days of receipt of such notice (or a
greater time if agreed upon between the Parties).
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If default results in termination of this Agreement,then the City shall give consideration
to the actual costs incurred by Consultant in performing the work to the date of default. The cost
of the work that is useable to the City,the cost to the City of employing another firm to complete
the useable work, and other factors will affect the value to the City of the work performed at the
time of default. Neither party shall be entitled to any lost or anticipated profits for work
terminated for default hereunder.
The termination of this Agreement for default shall extinguish all rights, duties, and
obligations of the terminating Party and the terminated Party to fulfill contractual obligations.
Termination under this section shall not relieve the terminated party of any obligations or
liabilities which occurred prior to termination.
Nothing contained in this section shall require the City to pay for any work which it
deems unsatisfactory,or which is not performed in compliance with the terms-of this Agreement.
11.0 NON-SOLICITATION
Except as may be otherwise agreed in writing, during the term of this Agreement and for
twelve(12)months thereafter,neither the City nor Consultant shall offer employment to or shall
employ any person employed then or within the preceding twelve (12) months by the other or
any affiliate of the other if such person was involved,directly or indirectly, in the performance of
this Agreement. This provision shall not prohibit the hiring of any person who was solicited
solely through a newspaper advertisement or other general solicitation.
12.0 INDEPENDENT CONTRACTOR STATUS
Consultant is an independent contractor, and is not the City's employee. Consultant's
employees or subcontractors are not the City's employees. This Agreement does not create a
partnership, employer-employee, or joint venture relationship. No party has authority to enter
into contracts as agent for the other party. Consultant and the City agree to the following rights
consistent with an independent contractor relationship:
(1) Consultant has the right to perform services for others during the term hereof.
(2) Consultant has the sole right to control and direct the means,manner and method
by which it performs its services required by this Agreement.
(3) Consultant has the right to hire assistants as subcontractors, or to use employees
to provide the services required by this Agreement.
(4) Consultant or its employees or subcontractors shall perform services required
hereunder, and the City shall not hire, supervise, or pay assistants to help
Consultant.
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(5) Neither Consultant nor its employees or subcontractors shall receive training from
the City in skills necessary to perform services required by this Agreement.
(6) City shall not require Consultant or its employees or subcontractors to devote full
time to performing the services required by this Agreement.
(7) Neither Consultant nor its employees or subcontractors are eligible to participate
in any employee pension, health, vacation pay, sick pay, or other fringe benefit
plan of the City.
13.0 CONFIDENTIALITY;MATERIALS OWNERSHIP
Any and all programs,data,or other materials furnished by the City for use by Consultant
in connection with services to be performed under this Agreement, and any and all data and
information gathered by Consultant, shall be held in confidence by Consultant as set forth
hereunder. Each party agrees to take reasonable measures to preserve the confidentiality of any
proprietary or confidential information relative to this Agreement, and to not make any use
thereof other than for the performance of this Agreement, provided that no claim may be made
for any failure to protect information that occurs more than three (3) years after the end of this
Agreement.
The parties recognize and understand that the City is subject to the Texas Public
Information Act and its duties run in accordance therewith.
All data relating specifically to the City's business and any other information which
reasonably should be understood to be confidential to City is confidential information of City.
Consultant's proprietary software, tools, methodologies, techniques, ideas, discoveries,
inventions, know-how, and any other information which reasonably should be understood to be
confidential to Consultant is confidential information of Consultant. The City's confidential
information and Consultant's confidential information is collectively referred to as"Confidential
Information." Each party shall use Confidential Information of the other party only in
furtherance of the purposes of this Agreement and shall not disclose such Confidential
Information to any third party without the other party's prior written consent, which consent
shall not be unreasonably withheld. Each party agrees to take reasonable measures to protect the
confidentiality of the other party's Confidential Information and to advise their employees of the
confidential nature of the Confidential Information and of the prohibitions herein.
Notwithstanding anything to the contrary contained herein, neither party shall be
obligated to treat as confidential any information disclosed by the other party (the "Disclosing
Party'l which: (1) is rightfully known to the recipient prior to its disclosure by the Disclosing
Party; (2) is released by the Disclosing Party to any other person or entity (including
governmental agencies) without restriction; (3) is independently developed by the recipient
without any reliance on Confidential Information; or (4) is or later becomes publicly available
without violation of this Agreement or may be lawfully obtained by a party from any non-party.
Notwithstanding the foregoing, either party will be entitled to disclose Confidential Information
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of the other to a third party as may be required by law, statute, rule or regulation, including
subpoena or other similar form of process, provided that (without breaching any legal or
regulatory requirement) the party to whom the request is made provides the other with prompt
written notice and allows the other party to seek a restraining order or other appropriate relief.
Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall
preclude or limit Consultant from providing similar services for other clients.
Notwithstanding the foregoing, either party will be entitled to disclose Confidential
Information of the other to a third party as may be required by law, statute, rule or regulation,
including subpoena or other similar form of process, provided that(without breaching any legal
or regulatory requirement)the party to whom the request is made provides the other with prompt
written notice and allows the other party to seek a restraining order or other appropriate relief.
Subject to Consultant's confidentiality obligations under this Agreement, nothing herein shall
preclude or limit Consultant from providing similar services for other clients.
Neither the City nor Consultant will be liable to the other for inadvertent or accidental
disclosure of Confidential Information if the disclosure occurs notwithstanding the party's
exercise of the same level of protection and care that such party customarily uses in safeguarding
its own proprietary and confidential information.
Notwithstanding anything to the contrary in this Agreement, the City will own as its sole
property all written materials created, developed, gathered, or originally prepared expressly for
the City and delivered to the City under the terms of this Agreement (the "Deliverables"); and
Consultant shall own any general skills, know-how, expertise, ideas, concepts, methods,
techniques, processes, software, or other similar information which may have been discovered,
created, developed or derived by Consultant either prior to or as a result of its provision of
services under this Agreement(other than Deliverables). Consultant shall have the right to retain
copies of the Deliverables and other items for its archives. Consultant's working papers and
Consultant's Confidential Information (as described herein) shall belong exclusively to the
Consultant. "Working papers" shall mean those documents prepared by Consultant during the
course of performing the Project including, without limitation, schedules, analyses,
transcriptions,memos, designed and developed data visualization dashboards and working notes
that serve as the basis for or to substantiate the Project. In addition, Consultant shall retain sole
and exclusive ownership of its know-how,concepts,techniques,methodologies,ideas,templates,
dashboards, code and tools discovered, created or developed by Consultant during the
performance of the Project that are of general application and that are not based on City's
Confidential Information hereunder (collectively, "Consultant's Building Blocks'). To the
extent any Deliverables incorporate Consultant's Building Blocks, Consultant gives City a non-
exclusive, non-transferable, royalty-free right to use such Building Blocks solely in connection
with the deliverables. Subject to the confidentiality restrictions mentioned above, Consultant
may use the deliverables and the Building Blocks for any purpose. Except to the extent required
by law or court order, City will not otherwise use, or sublicense or grant any other party any
rights to use, copy or otherwise exploit or create derivative works from Consultant's Building
Blocks.
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City shall have a non-exclusive,non-transferable license to use Consultant's Confidential
Information for City's own internal use and only for the purposes for which they are delivered to
the extent that they form part of the Deliverables.
14.0 WARRANTIES
Consultant represents that all services performed hereunder shall be performed consistent
with generally prevailing professional or industrial standards, and shall be performed in a
professional and workmanlike manner. Consultant shall re-perform any work not in compliance
with this representation.
15.0 LUWTATION OF LIABILITY
Should any of Consultant's services not conform to the requirements of the City or of this
Agreement, then and in that event the City shall give written notification to Consultant;
thereafter,(a) Consultant shall either promptly re-perform such services to the City's satisfaction
at no additional charge, or (b) if such deficient services cannot be cured within the cure period
set forth herein,then this Agreement may be terminated for default.
In no event will Consultant be liable for any loss, damage,cost or expense attributable to
negligence, willful misconduct or misrepresentations by the City, its directors, employees or
agents.
Neither party's liability, in contract, tort (including negligence) or any other legal or
equitable theory, (a)shall exceed the professional fees paid or due to Consultant pursuant to this
Agreement or (b) include any indirect, incidental, special, punitive or consequential damages,
even if such party has been advised of the possibility of such damages. Such excluded damages
include,without limitation,loss of data,loss of profits and loss of savings of revenue.
16.0 INDEMNIFICATION
Consultant shall save and hold harmless City and its officers and employees from all
claims and liabilities due to activities of his/her/itself and his/her/its agents or employees,
performed under this Agreement, which are caused by or which result from the negligent error,
omission, or negligent act of Consultant or of any person employed by Consultant or under
Consultant's direction or control.
Consultant shall also save and hold City harmless from any and all expenses, including
but not limited to reasonable attorneys' fees which may be incurred by City in litigation or
otherwise defending claims or liabilities which may be imposed on City as a result of such
negligent activities by Consultant,its agents,or employees.
17.0 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party may
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assign any rights or delegate any duties under this Agreement without the other party's prior
written approval,which approval shall not be unreasonably withheld.
18.0 LOCAL,STATE AND FEDERAL TAXES
Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes)
incurred while performing services under this Agreement. The City will not do the following:
(1) Withhold FICA from Consultant's payments or make FICA payments on its
behalf,
(2) Make state and/or federal unemployment compensation contributions on
Consultant's behalf;or
(3) Withhold state or federal income tax from any of Consultant's payments.
If requested, the City shall provide Consultant with a certificate from the Texas State
Comptroller indicating that the City is a non-profit corporation and not subject to State of Texas
Sales and Use Tax.
19.0 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES
A. Consultant, its consultants, agents, employees and subcontractors shall use best
efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the
City of Round Rock, as amended, and with all applicable rules and regulations promulgated by
local, state and national boards,bureaus and agencies. Consultant shall further obtain all permits,
licenses, trademarks, or copyrights required in the performance of the services contracted for
herein,and same shall belong solely to the City at the expiration of the term of this Agreement.
B. In accordance with Chapter 2271,Texas Government Code,a governmental entity
may not enter into a contract with a company for goods and services unless the contract contains
written verification from the company that it: (1)does not boycott Israel; and(2)will not boycott
Israel during the term of a contract. The signatory executing this Agreement on behalf of
Consultant verifies Consultant does not boycott Israel and will not boycott Israel during the term
of this Agreement.
C. In accordance with 2274, Texas Government Code, a governmental entity may
not enter into a contract with a company with at least ten(10)full-time employees for a value of
at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract has
provision in the contract verifying that it: (1) does not have a practice, policy, guidance, or
directive that discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade association.
The signatory executing this Agreement on behalf of Consultant verifies Consultant does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association, and it will not discriminate during the term of this Agreement against a
firearm entity or firearm trade association.
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D. In accordance with 2274, Texas Government Code, a governmental entity may
not enter into a contract with a company with at least ten(10)full-time employees for a value of
at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract has
provision in the contract verifying that it:(1)does not boycott energy companies; and(2)will not
boycott energy companies during the term of this Agreement. The signatory executing this
Agreement on behalf of Consultant verifies Consultant does not boycott energy companies, and
it will not boycott energy companies during the term of this Agreement.
20.0 FINANCIAL INTEREST PROHIBITED
Consultant covenants and represents that Consultant, its officers, employees, agents,
consultants and subcontractors will have no financial interest, direct or indirect, in the purchase
or sale of any product,materials or equipment that will be recommended or required hereunder.
21.0 DESIGNATION OF REPRESENTATIVES
The City hereby designates the following representative authorized to act on its behalf
with regard to this Agreement:
Megan Tscheoner
Assistant Director of Information Technology
221 East Main Street
Round Rock,Texas 78664
(512)218-5451
mtschoernerO,roundrocktexas.gov
22.0 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
(1) When delivered personally to recipient's address as stated herein;or
(2) Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Consultant:
SDI Presence,LLC
+West p e s irc �0 D C., 9-aa Jo IT 6 '61--Grapavine.,TX 7665t "
.S tA I a. 3 SSS
c C-
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Notice to City:
City Manager,City of Round Rock
221 East Main Street
Round Rock,TX 78664
AND TO:
Stephanie L. Sandre,City Attorney
309 East Main Street
Round Rock,TX 78664
Nothing contained in this section shall be construed to restrict the transmission of routine
communications between representatives of the City and Consultant.
23.0 APPLICABLE LAW;ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall
be governed by and construed in accordance with the laws and court decisions of Texas.
24.0 EXCLUSIVE AGREEMENT
The terms and conditions of this Agreement, including exhibits, constitute the entire
agreement between the parties and supersede all previous communications, representations, and
agreements, either written or oral, with respect to the subject matter hereof. The parties
expressly agree that, in the event of any conflict between the terms of this Agreement and any
other writing,this Agreement shall prevail. No modifications of this Agreement will be binding
on any of the parties unless acknowledged in writing by the duly authorized governing body or
representative for each party.
25.0 DISPUTE RESOLUTION
The City and Consultant hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14)or any applicable state arbitration statute.
26.0 SEVERABILITY
The invalidity,illegality,or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion of provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement.Any
void provision shall be deemed severed from this Agreement,and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion of
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provision held to be void.The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision.The provisions of this Article shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
27.0 STANDARD OF CARE
Consultant represents that it is specially trained, experienced and competent to perform
all of the services, responsibilities and duties specified herein and that such services,
responsibilities and duties shall be performed, whether by Consultant or designated
subconsultants, in a manner acceptable to the City and according to generally accepted business
practices.
28.0 GRATUITIES AND BRAES
City, may by written notice to Consultant, cancel this Agreement without incurring any
liability to Consultant if it is determined by City that gratuities or bribes in the form of
entertainment, gins, or otherwise were offered or given by Consultant or its agents or
representatives to any City Officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Consultant may be subject to penalties stated in
Title 8 of the Texas Penal Code.
29.0 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made,then and in that event the demanding party may
treat such failure an anticipatory repudiation of this Agreement.
30.0 MISCELLANEOUS PROVISIONS
Time is of the Essence. Consultant agrees that time is of the essence and that any failure
of Consultant to complete the services for each Phase of this Agreement within the agreed
Project schedule may constitute a material breach of the Agreement.
Consultant shall be fully responsible for its delays or for failures to use reasonable efforts
in accordance with the terms of this Agreement. Where damage is caused to City due to
Consultant's failure to perform in these circumstances, City may withhold, to the extent of such
damage, Consultant's payments hereunder without a waiver of any of City's additional legal
rights or remedies. City shall render decisions pertaining to Consultant's work promptly to avoid
unreasonable delays in the orderly progress of Consultant's work.
Force Majeure. Notwithstanding any other provisions hereof to the contrary, no failure,
delay or default in performance of any obligation hereunder shall constitute an event of default
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or breach of this Agreement, only to the extent that such failure to perform, delay or default
arises out of causes beyond control and without the fault or negligence of the party otherwise
chargeable with failure, delay or default; including but not limited to acts of God, acts of public
enemy, civil war, insurrection,riots, fires, floods, explosion, theft, earthquakes,natural disasters
or other casualties, strikes or other labor troubles, which in any way restrict the performance
under this Agreement by the parties.
Section Numbers. The section numbers and headings contained herein are provided for
convenience only and shall have no substantive effect on construction of this Agreement.
Waiver. No delay or omission by either party in exercising any right or power shall
impair such right or power or be construed to be a waiver. A waiver by either party of any of the
covenants to be performed by the other or any breach thereof shall not be construed to be a
waiver of any succeeding breach or of any other covenant. No waiver of discharge shall be valid
unless in writing and signed by an authorized representative of the party against whom such
waiver or discharge is sought to be enforced.
Multiple Counterparts. This Agreement may be executed in multiple counterparts,
which taken together shall be considered one original. The City agrees to provide Consultant
with one fully executed original.
IN RTITNESS WHEREOF, the parties have executed this Agreement on the dates
hereafter indicated.
City of Round Rock,Texas SDI Presence,LLC
By: By:
Printed Name: Printed Name: S
Title: Title: CVD
Date Signed: Date Signed: 10
For City,Attest:
By:
Meagan Spinks,City Clerk
For City,Approved as to Form:
By:
Stephanie L. Sandre,City Attorney
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ROUND ROCK TEXAS
PURCHASING DIVISION
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
REQUEST FOR QUALIFICATIONS (RFQS)
PUBLIC SAFETY SOFTWARE CONSULTANT
SERVICES
SOLICITATION NUMBER 22-013
JANUARY 2022
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RFQS No.22-013
Class/item:918-00/918-291918-71
January 2022
PUBLIC SAFETY SOFTWARE CONSULTANT GROUP
PART
GENERAL REQUIREMENTS
1. PURPOSE: The City of Round Rock(CORR),herein after"the City"seeks proposals from firms
experienced in reviewing,selecting,and implementing a public safety software suite.The suite will
include Computer Aided Dispatch(CAD), Records Management System(RMS),mobile dispatch platform,
Evidence and crime scene module,and any others deemed relevant to Round Rock Police and Fire
Departments.The consultant's role in the process will be to lead sessions to gather needs from City staff,
create and present a software Request for Proposal(RFP),assist the selection committee in identifying
the most qualified software respondent,and act as a project manager for implementation into a final cut
over to the chosen(preferred cloud-hosted)Criminal Justice Information Services(CJ IS)compliant
software.
2. BACKGROUND:The City of Round Rock(CORR)is located 20 miles north of downtown Austin and is
nationally recognized as one of the country's most livable towns with an estimated population of
approximately 124,000 people.Round Rock Police Department has 180 swam staff, 80 civilian
employees,and 118 volunteers.Round Rock Fire Department has 156 uniformed staff and 23 civilian
employees.
CORR Is seeking to explore new Public Safety Software options to replace our current system,Central
Square's One Solution,which has been in use for over 20 years.Historical data, less than 330
gigabytes(GB),will need to be transferred into the chosen software solution based on retention
requirements.Our Public Safety Access Point(PSAP)dispatches for both the Fire Department and
Police Department,including Animal Control,but does not include EMS.CORR has its own dedicated call
center staffed 24/7.The Fire Department also assists with mutual aid to surrounding cities within
Williamson County.There is current software in place to assist with mutual aid requests for call transfers.
The CJ IS software implementation project is slated as one of the City's largest for Fiscal Years(FY)2022
and 2023,in terms of budget and staffing.This will be a highly visible project at all levels of the City and
the chosen consultant will be required to produce detailed documentation.This will require
communication and coordination with many different groups throughout the City.
3. SOLICITATION PACKET: This solicitation packet is comprised of the following:
Description... index
Part I—General Requirements Page(s)2-5
Part 11—Definitions,Standard Terms and Conditions Page 6
and Insurance Requirements
Part III—Supplemental Terms and Conditions Page(s)7-8
Part IV—Scope of Work Page(s)9-10
Part V—Proposal Preparation Instructions and Evaluation Factors Page(s)11-13
Attachment A—Proposal Submittal Form and Execution Page 14
Attachment B—Reference Sheet Page 15
Attachment C—Subcontractor Information Form Page 16
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4. AUTHORIZED PURCHASING CONTACT(S): For questions or clarification of specifications,you may
contact:
Adam Gagnon Amanda Crowell
Purchaser Purchaser
Purchasing Division Purchasing Division
City of Round Rock City of Round Rock
Phone:512-218-5456 Phone:512-218-5458
E-mail:aoa non(Woundrockexas.uov E-mail: acrowell@roundrocktexas.00v_
The Individual(s)listed above is/are the only authorized City contact(s)for this solicitation.The authorized
purchasing contact(s)may be contacted by e-mail for clarification for this solicitation including
specifications.No other City employee or representative may be contacted about this solicitation prior to
contract approval. No authority is intended or implied that specifications may be amended,or alterations
accepted prior to solicitation opening without written approval of the City of Round Rock through the
Purchasing Department.
5. SCHEDULE OF EVENTS: It is the City's Intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released January 31,2022
Optional Online Pre-Proposal meeting February 8,2022 @ 10:OOAM,CST
Deadline for submission of questions February 15,2022 @ 5:00 PM,CST
City responses to questions or addendums Approx.February 18,2022 @ 5:00 PM,CST
Deadline for submission of responses March 8,2022 @ 3:00 PM,CST
All questions regarding the solicitation shall be submitted in writing by 5:00 PM,CST on the due date
noted above. A copy of all the questions submitted and the City's response to the questions shall be
posted on the City's webpage in the form of an addendum at:
https://www.roundracktexas.goy/city-businesses/solicitations/
Questions shall be submitted In writing to the"Authorized Purchasing Contact". The City reserves the
right to modify these dates. Notice of date change will be posted to the City's website:
https://www.roundmcktexas.gov/city-businesses/Solicitatons/
6. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https://www.roundracktexas.gov/city-businesses/solicitations/for any updates pertaining to the solicitation
described herein. Various updates may include addendums,cancellations, notifications,and any other
pertinent Information necessary for the submission of a correct and accurate response. The City will not
be held responsible for any further communication beyond updating the website.
7. OPTIONAL PRE-PROPOSAL MEETING:A pre-proposal meeting will be conducted to fully acquaint
Respondents with the specifications,difficulties,and/or restrictions inherent in the services specified. The
pre-proposal meeting will be conducted on the date specified in PART I Section 5-Schedule of Events.
A. Attendance at the pre-proposal meeting is optional. The City will record the pre-proposal meeting
and will request Interested parties to call at the start.The pre-proposal meeting will be held on
Microsoft Teams at the following link:
https://teams.microsoft.com/l/meetug)-
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8. RESPONSE DUE DATE: Signed and sealed responses are due at or before 3:00 PM,on the due date
noted in PART I,Section 5—Schedule of Events. Mail or hand deliver sealed responses to:
City of Round Rock
Attn:Adam Gagnon
Purchasing Division
221 E.Main Street
Round Rock,Texas 78664-5299
A. Sealed responses shall be clearly marked on the outside of packaging with the RFQS Solicitation
title,number,due date and"DO NOT OPEN".
B. Facsimile or electronically transmitted responses are not acceptable.
C. Responses cannot be altered or amended after opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written proposal.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property
of the City.
G. Receipt of all addenda to this RFQS must be acknowledged,signed,and included with the proposal
response.
H. Late Proposal(s)will not be considered under any circumstances and will be returned unopened if a
return address is provided.
9. RESPONDENT REQUIREMENTS:The City of Round Rock makes no warranty that this checklist is a full
comprehensive listing of every requirement specified in the solicitation. This list is only a tool to assist
participating Respondents in compiling their final responses. Respondents are encouraged to carefully
read the entire solicitation.
A. Respondent shall submit one(1)evident signed"Original"and one(1)identical electronic copy of the
RFQS response on a flash drive.An electronic signature on the"original"solicitation response is
acceptable but any resulting contract shall be signed in Ink. The submittal is required to Include all
addendums and requested attachments.The RFQS response along with samples and/or copies shall
be provided at the Respondent's expense and shall become the property of the City.
B. This request for qualifications(RFQS)does not commit the City to contract for any supply or service.
Respondents are advised that the City will not pay for any administrative costs incurred in response
of preparation to this RFQS;all costs associated with responding to this RFQS will be solely at the
interested parties'expense. Not responding to this RFQS does not preclude participation In any
future RFQS/RFP/IFB.
C. For Your RFQS submittal to be considered responsive,the attachments Identified below shall
be submitted with your proposal.
o Addendums:Addendums may be posted to this solicitation.Respondents are required to submit
signed addendums with their sealed response.The Respondent shall be responsible for
monitoring the City's website at https://www.roundrocktexas.gov/city-businesses/solicitations/for
any updates pertaining to the solicitation.
o Attachment A: PROPOSAL SUBMITTAL FORM AND EXECUTION:Failure to complete,sign,
and return the proposal submittal form and execution with your offer by the deadline will result in
the disqualification of your proposal.
o Attachment B:REFERENCE SHEET: Provide the name,address,telephone number and E-
MAIL of at least three(3)valid Municipal,Government agencies or firms of comparable size that
have utilized services that are similar in type and capacity within the last two(2)years.City of
Round Rock references are not applicable.References may be checked prior to award. If
references cannot be confirmed or if any negative responses are received It may result in the
disqualification of submittal.
o Attachment C:SUBCONTRACTOR INFORMATION FORM:Provide a completed copy of the
Subcontractor Information Form.
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10. CONFIDENTIALITY OF CONTENT:As stated in Section 16 of City of Round Rock Purchasing
Definitions,Standard Terms and Conditions,all documents submitted in response to a solicitation shall be
subject to the Texas Public Information Act. Following an award,responses are subject to release as
public information unless the response or specific parts of the response can be shown to be exempt from
the Texas Public Information Act.Pricing Is not considered to be confidential under any circumstances.
A. Information in a submittal that is legally protected as a trade secret or otherwise confidential must be
clearly indicated with stamped,bold red letters stating"CONFIDENTIALQ on that section of the
document.The City will not be responsible for any public disclosure of confidential information if it is
not clearly marked as such.
B. if a request is made under the Texas Public Information Act to inspect Information designated as
confidential,the Respondent shall,upon request from the City,furnish sufficient written reasons and
Information as to why the information should be protected from disclosure.The matter will then be
presented to the Attorney General of Texas for final determination.
11. SUSPENSION OR DEBARMENT CERTIFICATION:The provisions of the Code of Federal Regulations 2
CFR part 180 suspension and debarment may apply to this agreement.The City of Round Rock is
prohibited from contracting with or making prime or sub-awards to parties that are suspended or debarred
or whose principals are suspended or debarred from doing business with the Federal Government,State
of Texas,or the City of Round Rock.
12. CERTIFICATE OF INTERESTED PARTIES:Section 2252.908 of the Texas Government Code requires
the successful offeror to complete a Form 1295"Certificate of Interested Parties"that is signed for a
contract award requiring council authorization.The"Certificate of Interested Parties"farm must be
completed on the Texas Ethics Commission website, printed,signed,and submitted to the City by the
authorized agent of the Business Entity with acknowledgment that disclosure is made under oath and
under penalty of perjury prior to final contract execution.Link to Texas Ethics Commission Webpage:
hffi)s://www.ethics.state.tx.us/whatanew/elf info form1295.htm
13. EX PARTE COMMUNICATION: Note that to insure the proper and fair evaluation of a bid,the City of
Round Rock prohibits ex parte communication(e.g.,unsolicited)initiated by the Bidder to the City Official,
Employee,City Consultant,or Evaluation Team member evaluating or considering the bids prior to the
time a bid decision has been made.Communication between Bidder and the City will be initiated by the
appropriate City Official or Employee in order to obtain information or clarification needed to develop a
proper and accurate evaluation of the bid. Ex parte communication may be grounds for disqualifying the
offending Bidder from consideration or award of the bid then in evaluation,or any future bid.
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January 2022
PART II
DEFINITIONS,STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS,STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation,
the Respondent agrees that the City's Definitions and Standard Terms and Conditions,In effect at the
time of release of the solicitation,shall govern unless specifically provided otherwise In a separate
agreement or on the face of a purchase order. These can be obtained from the City's website at:
httos://www.roundrocktexas.gov/city-departments/purchasing/. In addition,the Supplemental Terms and
Conditions listed In Section III,shall also be enforced as part of the contract.
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth In Standard
Insurance Requirements.The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at:https:/twww.roundrocktexas.gov/city departments/purchasing/
3. Professional Uablllty Insurance:The Contractor shall provide coverage,at a minimum limit of
$2,000,000 per claim,to pay on behalf of the assured all sums which the assured shall become legally
obligated to pay as damages by reason of any negligent act,error,or omission,or breach of security
(including but not limited to any confidential or private information)arising out of the performance of
professional services under this Agreement.The required coverage shall extend to technology licensed
and/or purchased,including any software licensed or hardware purchased under this Contract.
If coverage Is written on a claims-made basis,the retroactive date shall be prior to or coincident with the
date of the Contract and the cerfificate of insurance shall state that the coverage is claims-made and
Indicate the retroactive date.This coverage shall be continuous and will be provided for 24 months
following the completion of the contract.
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PART 111
SUPPLEMENTAL TERMS AND CONDITIONS
1. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the
following:
A. The term of the Agreement shall begin from date of award and shall remain in full force from date of
award and shall remain in full force until inspection and acceptance of the completed project by the
City.
B. Upon expiration of the contract term,the Contractor agrees to hold over under the terms and
conditions of this agreement for such a period as Is reasonably necessary to re-solicit and/or
complete the project up to 120 days.
2. PERFORMANCE BOND:
A. The Contractor shall provide a Performance Bond In an amount equal to 100%of the Contract
amount within 30 calendar days after notification of award.The Performance Bond serves as security
for the faithful performance of all of the Contractor's obligations under the Contract.The Performance
Bond shall be issued by a solvent company authorized to do business in the State of Texas and shall
meet any other requirements established by law or by the City pursuant to applicable law.The Surety
must obtain reinsurance for any portion of the risk that exceeds 10%of the Surety's capital and
surplus.For bonds exceeding$100,000,the Surety must also hold a certificate of authority from the
U.S.Secretary of the Treasury or have obtained reinsurance from a reinsurer that is authorized as a
reinsurer in Texas and holds a certificate of authority from the U.S. Secretary of the Treasury.
B. The Performance Bond shall remain in effect throughout the term of the Contract/project and shall be
renewed for each respective extension.
3. RESPONDENT QUALIFICATIONS AND DISCLOSURES: The City has established the following
minimum qualifications and disclosures. Respondents who do not meet the minimum qualifications or
appropriately disclose requested Information will not be considered for award. The Respondent shall-
A. Be firms,corporations,individuals,or partnerships normally engaged in providing selection and
Implementation services of Public Safety software such as emergency dispatching, records,reporting,
and other 9-1-1 related applications and have adequate organization,facilities,equipment,financial
capability,and personnel to ensure prompt and efficient service to the City.
B. In order to confirm financial stability,the City may choose to review audited financial statements at
any time throughout the RFQS evaluation process. Upon request,the Respondent shall provide two
years audited financial statements,Including any notes or supplemental schedules within 2 business
days of the original request.
C. The Respondent shall Include in the proposal a list of all litigation the company or its principals have
been involved in within the last three(3)years.
D. The Respondent shall include In their proposal a list of all financial, personal, and/or business-related
ties to any known software companies that are likely to respond to the forthcoming request for
proposal(RFP).
E. Be domiciled in or have a home office inside the United States.Respondents domiciled outside the
United States,or not having a home office inside the United States will not be included for
consideration in this RFQS process.
4. SUBCONTRACTORS: If Subcontractors will be used the Respondent is required to complete and submit
with their proposal response Attachment C:Subcontractor Information Form.The Contractor shall be fully
responsible to the City for all acts and omissions of the Subcontractors just as the Contractor Is
responsible for the Contractors own acts and omissions.The Contractor shall:
A. Require that all deliverables to be provided by the Subcontractor be provided in strict accordance with
the provisions,specifications, and terms of the Contract.
B. Require that all Subcontractors obtain and maintain,throughout the tern of their agreement,primary
insurance in the type and amounts specified for the Vendor,with the City being named as an
additional insured;and
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C. Require that the Subcontractor indemnify and hold the City harmless to the same extent as the
Contractor is required to indemnify the City.
D. Awarded Contractor is required to submit a list of all subcontractors and the responsibilities expected
of each subcontractor for approval by the City prior to use of any subcontractors throughout the term
of the contract.
S. RETAINAGE:The City will withhold J0 percent(%)retainage until the successful completion of
Implementation and launch of the software as stated in the Contract.The Contractor's Invoice shall
indicate the amount due,less the retainage.Upon final acceptance of the work,the Contractor shall
submit an invoice for the retainage to the City and payment will be made as specified in the Contract.
Payment of the retainage by the City shall not constitute nor be deemed a waiver or release by the City of
any of its rights and remedies against the Contractor for recovery of amounts Improperly invoiced or for
defective,incomplete,or non-conforming work under the Contract.
6. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state,and local health,safety and environmental laws,ordinances,rules,and regulations. The
Respondent shall:
A. Ensure that all employees comply with all Occupational Safety and Health Administration(OSHA),
State and City safety and occupational health standards and other applicable federal,state,and local
health,safety,and environmental laws ordinances,rules,and regulations In the performance of these
services.
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause
Injury or damage to any persons or property within and around the work site. In case of conflict,the
most stringent safety requirement shall govern.
C. Indemnify and hold the City harmless from and against all claims,demands,suits,actions,
judgments,fines penalties and liability of every kind arising from the breach of the Successful
Respondents'obligations under this paragraph.
7. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely,professional,and efficient manner.
B. Ensure Respondent's employees,while working on City property,wear a company uniform that
clearly Identifies them as the Respondent's employee.
C. Employ all personnel for work In accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United
States.
8. PRICING: DO NOT submit any pricing information with your original offer. If the City deems the
Respondent the most qualified to perform the work the City's authorized purchasing contact(s)will ask for
this value during negotiations and via best and final offers(BAFO).PERFORMANCE REVIEW: The City
reserves the right to review the awarded Contractor's performance anytime during the contract term.
10. POINT OF CONTACT/DESIGNATED REPRESENTATIVE:
A. Contractor's point of contact: In order to maintain consistent standards of quality work performed
across the City,the City shall be provided with a designated and Identified point of contact upon
award of the contract to Include contact Information. The City's designated representative shall be
notified by the Respondent immediately should the point of contact change.
B. The City's designated representative shall be:
Megan Tschoerner
IT Manager—Support Services
Information Technology Department
Phone: 512-218-5451
E-mail: mtschoernerO-roundrocktexas.gov
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RFQS No.22-013
Class/Item:918-00/918-291918-71
January 2022
PART IV
SCOPE OF WORK
1. OBJECTIVE:The City of Round Rock Is seeking a consultant or consulting firm that can provide the
qualifications necessary to assess current and future City CJIS needs,define an appropriate software
scope of work,assist In evaluation, manage,and implement a new public safety software suite.The City
currently uses Central Square's One Solution.
The oblectives to be achieved by the Contractor include but are not limited to:
• Collect data on current software and educate City staff on relevant public safety software spaces.
• Develop a scope of work to utilize in a Request for Proposal(RFP)for City-appropriate software that
will include Computer Aided Dispatch (CAD),a Records Management System(RMS),mobile
dispatch platform,evidence,a crime scene module,and any other software deemed relevant to
Round Rock Police and Fire Departments.
• Contribute to evaluation of the resulting responses from the RFP developed.
• Manage,monitor,and evaluate the implementation of the new software the City selects,facilitate data
migration,launch the new software to appropriate departments,and follow up on progress of go-live.
• Effectively communicate timelines,milestones,project updates,etc.to appropriate personnel
Including project management,directors/chiefs,and Council.
2. SERVICE REQUIREMENTS: Services shall be performed at the below location and other remote
options:
2701 N Mays St.
Round Rock,TX 78665
3. CONTRACTOR RESPONSIBILITIES:The awarded consultant will complete the following tasks-
A. Analyze Existing Conditions and Data Collection:The consultant shall gather and analyze existing
conditions relative to the current public safety software utilized by the City.The Contractor shall-
i. Conduct a kickoff meeting with CORR senior staff and will identify a project lead from their team
to act as the direct point of contact with CORR's project manager.
ii. Provide an in-depth review of current systems and software integrations along with an
assessment of current City interactions with those systems.
ill. Determine a methodology to collect,gather,and analyze data from current software and any
other forms of data deemed applicable or relevant.
iv. Contractor shall work with CORR team to collect data to determine future growth and needs for
CORR public safety departments to develop a software forecast.
v. Draft a report summarizing the recommendations found in the initial assessment on how to
develop a scope of work for solicitation that encompasses the needs that are Identified.
A. Provide complete documentation of processes for each Public Safety Division needs.
B. Software Scoae of Work and RFP-Related Tasks:The Contractor shall-
i. Work with the City's project team and Purchasing Department to develop an approved,quality,
open,competitive,and detailed scope of work. This shall Include identifying software
requirements that meet the City's needs with expansion capabilities to use technologies not
currently implemented by the City.The final RFP will be approved and solicited by the City.
li. Develop a matrix to aid in determining best fit of an on-premises solution or a cloud hosted
solution.
Ili. Meet the timeline for the RFP posting date(est.September 2022).
Iv. Lead or co-lead a presentation for CORR City Council to justify the final software selection, and
aid in any questions on the selection process.
v. Attend Evaluation of Software RFP Resnonses:
a. Contractor shall offer professional opinions,suggestions,and critiques as appropriate at the
evaluation meeting.
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b. Contractor will not offer a score of any points to any responding offer.
c. If demonstrations of software are requested the Contractor shall attend software
demonstrations.The Contract shall offer opinions,suggestions,and critiques as appropriate.
C. Implementation:The Contractor shall-
i. Act as the main Project Manager for the Implementation of selected software.
ii. Coordinate with the Clty's team to schedule meetings during the workday to accommodate
employees with various active work obligations.
if!. Manage and coordinate data migration,implementation,and launch of new software to
appropriate departments.
iv. Follow up on progress of Go Live.
v. Provide one year support after Go Live.
D. Post Go-Live Coordination:The Consultant shall-
i. Provide coordination between the City and the software vendor after Go Live.
ii. Review software generated reports for legal requirements on migrated and new data.
iii. Document maintenance plan for product upgrades.
iv. Coordinate support documentation for City staff to reference.
v. Complete sign off criteria created during Implementation.
D. Meetings:
I. The Consultant will be required to attend the Round Rock City Council meeting where Council
approves and awards this Contract to the successful offeror for this Request for Qualifications.
The consultant's representative should be prepared to answer any questions regarding the
contract.
If. Upon direction by the CORR project manager,the consultant may also be responsible for two or
more personal appearances before the Round Rock City Council and appropriate personnel.
III. The consultant should adhere to their proposed timeline with regards to meetings. Meetings may
occur by phone,in person,or by video conference.
E. Using previous experience,identify items that the City team may need to consider in any of the steps
above.
F. Complete a project closeout and final review.
4. CITY RESPONSIBILITIES:The City will-
A. Actively and regularly participate in appropriately scheduled meetings.
B. Provide physical or remote workspace for meetings,as needed.
C. Assist In identifying subject matter experts(SMEs)and stakeholders.
D. Lead the process for public solicitation.
E. Create a City evaluation committee.
F. Facilitate executive approval.
G. Be the ultimate decision maker of which software It selects that the awarded Contractor will
Implement.
RFQS No.22-013
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January 2022
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty
(120)calendar days subsequent to the RFQS closing date unless a longer acceptance period is offered In
the proposal.
2. PROPRIETARY INFORMATION:All material submitted to the City becomes public property and is
subject to the Texas Open Records Act upon receipt. If a Proposer does not desire proprietary
information in the proposal to be disclosed,each page must be identified and marked proprietary at time
of submittal.The City will,to the extent allowed by law,endeavor to protect such information from
disclosure.The final decision as to what information must be disclosed, however,lies with the Texas
Attorney General. Failure to Identify proprietary information will result in all unmarked sections being
deemed non-proprietary and available upon public request.
3. PROPOSAL PREPARATION COSTS:All costs directly or indirectly related to preparation of a response
to the RFQS,or any oral presentation required to supplement and/or clarify a proposal which may be
required by the City shall be the sole responsibility of the Proposer.
4. PROPOSAL RESPONSE:Responses shall be clear and concise and shall Include at a minimum:title
page,transmittal letter, index or table of contents,dividers for each section and all required attachments.
One page shall be interpreted as one side of a double-spaced,printed,8112"X 11"sheet of paper. It Is
recommended that responses be submitted in a professional,bound format that best contains all required
documentation for submission.
In order to do business with the City of Round Rock you must be registered with the City's Vendor
Database.To register,go to:https://roundrocktxvendors.munisselfservice.comNendors/default.asDx
5. PROPOSAL FORMAT: Prefacing the proposal,the Proposer shall provide an Executive Summary of
three(3)pages or less,which gives in brief,concise terms,a summation of the proposal.The proposal
itself shall include a title page,index or table of contents,dividers for each section and all required
attachments and addendums to be organized in the following format by Tab and informational sequence:
A. Tab 1-Business Organization: State full name and address of your organization and Identify parent
company if you are a subsidiary.Specify the branch office or other subordinate element which will
perform,or assist in performing,work herein. Indicate whether you operate as a partnership,
corporation,or individual. Include the State in which incorporated or licensed to operate.
B. Tab 2—Technical Exaertise: Describe your technical expertise for implementing City-appropriate
Public Safety software solutions. Include insights into your process,methodology,and strategies for
developing quality systemwide solutions.Specifically,
i. Share your point of view of the City's current challenges,opportunities,and perceptions.
ii. Demonstrate how your agency is distinctive from other agencies or experts in this field.
Iii. Detail your approach to selecting and implementing software.
Iv. Provide a statement of your compliance with all applicable rules and regulations of Federal, State,
and Local governing entities.The Proposer must state their compliance with terns of this
Request of Qualifications(RFQS)or clearly documents any exceptions.
D. Tab 3-Proiect Management Structure: Provide a general explanation and chart which specifies
project leadership and reporting responsibilities;and interface the team with City project management
and team personnel. If use of subcontractors is proposed,identify their placement in the primary
management structure,and provide internal management description for each subcontractor.
E. Tab 4-Prior Company Exaerlence: Describe successful completion of similar projects.Only include
projects of similar size and scope of the City's project with selection and Implementation of public
safety software.Describe only relevant municipal,corporate,and Individual experience for personnel
who will be actively engaged In the project.Do not include corporate experience unless personnel
assigned to this project actively participated.Do not include experience prior to 2014.Supply the
project title,year,and reference name,title,present address,and phone number of principal persons
for whom prior projects were accomplished.
I ut011t0.slaty %Jul twat Q viii lauuai it%Joe VI000
RFQS No.22-013
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January 2022
F. Tab 5-Personnel: Include names,qualifications,and resumes of all personnel who will be assigned
to the account.State the primary work assigned to each person and the percentage of time each
person will devote to this work. Identify key persons by name and title.
G. Tab 6-Authorized Negotiator. Include the name,email address,and telephone number of the
person(s)In your organization authorized to negotiate Contract terms and render binding decisions on
Contract matters.
H. Tab 7—Attachments and Addendum:Including Attachment A—Proposal Submittal Form and
Execution,Attachment B—Reference Sheet,Attachment C—Subcontractor Information Form and
signed addendums(if applicable).
I. Tab 8-Exceptions:Be advised that exceptions to any portion of the Solicitation may jeopardize
acceptance of the Proposal by the City. Exceptions to this solicitation if any,shall be submitted on a
separate sheet labeled"Exceptions"with the Respondent's proposal.
6. EVALUATION CRITERIA: The intent of the City is to award to one Respondent in accordance with the
evaluation criteria below. The purpose of this evaluation criteria Is to determine which proposal best
meets the requirements and provides the best overall value to the City.
A. Evaluation Criteria: Weights:
• Prior Company Experience and Key Personnel(Tab 4-5) 55 pts
• Technical Expertise(Tab 2) 35 pts
• Business Structure Nabs 1.3) 10 Pts
Maximum Weight: 100 pts
B. An evaluation committee will be established to evaluate each response. The committee will include
employees of the City and may Include other impartial Individuals who are not City employees. The
evaluation committee will determine if discussions and/or Best and Final Offers(BAFO)are
necessary. Award of a contract may be made without discussions or BAFO,if in the best interest of
the City. The evaluation committee may determine that discussions are necessary to clarify or verify
a written proposal response. The City may,at its discretion,elect to have respondents provide oral
presentations of their proposal. The City reserves the right to rescore an offer based on provided
demonstrations. A request for a BAFO is at the sole discretion of the City and will be requested in
writing. The evaluation committee will evaluate the finalists and make a recommendation for award.
C. The City reserves the right to reject any or all proposals submitted,or to award to the respondent who
in the City's opinion,offers the best value to the City. The City also reserves the right to cancel the
RFQS process and pursue alternate methods for providing the requirements.
D. The City reserves the right to conduct studies and other Investigations as necessary to evaluate any
proposal.
E. The City reserves the right to waive any minor technicality,Irregularities,or informalities noted
in the submission process. Submission of proposal confers no legal rights upon any
Respondent.
F. The City reserves the right to request further documentation or information and to discuss proposal
response with any Respondent in order to answer questions or to clarify any aspects of the proposal.
G. The City may develop a"short list"of qualified proposal and may determine that the
Respondent(s)should submit a Best and Final Offer(BAFO). Each"short listed"Respondent will be
given a reasonable opportunity for discussion and revision of their proposal.
7. AGREEMENT NEGOTIATIONS AND AWARD PROCESS:
A. A proposal presented in response to this RFQS Is subject to negotiation concerning any Issues
deemed relevant by the City. The City reserves the right to negotiate any issue with any party.Any
unsolicited communication by the Respondent to a City official,undesignated employee,or an
evaluation team member evaluating or considering the offers may be grounds for disqualifying the
offending Offeror from consideration of award.
I-UW11U vaIc%y%JV1L"a1c vUSIOUSLOSIL 1-JvSM00
RFQS No.22-013
Class/Item:918-001918-291918-71
January 2022
B. Submission of proposal Indicates the Respondent's acceptance of the evaluation process and
recognition that the City may make subjective judgments in evaluating the proposal to determine the
best value for the City.
C. If negotiations are successful,the City and Respondent may enter into an agreement.
D. If negotiations are unsuccessful,the City may formally end negotiations with that Respondent. The
City may then:
i. Select the next most highly qualified Respondent and attempt to negotiate an agreement at fair
and reasonable terms,conditions,and cost with that Respondent.
ii. The City shall continue this process until an agreement is entered into or all negotiations are
terminated.
E. The City also reserves the right to reject any or all submittals,or to accept any submittal deemed
most advantageous,or to waive any irregularities or informalities In the submittal received.
F. An independent signed authorized contract will be sent to the successful Respondent. Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
awarded Respondent.
8. POST AWARD MEETING:The City and the Respondent may schedule a post award meeting to discuss,
but not be limited to the following:
A. Provide City contact(s)information for implementation of the Agreement.
B. Identify specific milestones,goals,and strategies to meet objectives.
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Cost Proposal Prepared for
City of Round Rock, Texas
Public Safety Software Consultant Service
Reference - RFQ No. 22-013
July 21, 2022
Respectfully Submitted By:
SDIPhil Danie Email: pdanie@sdipresence.com
Senior Vice President Phone:949-836-3351
( SDISal ♦UEsEN
TABLE OF CONTENTS
Cover Letter.................................................................................................................................................................2
Cost Proposal.N.N...........................................NMN.....N...........N.............NN....N.................NN.......................................3
Phase 1.1—CAD/RMS Needs Assessment Cost Proposal.............................................................................4
Phase1.2—RFP Development Cost Proposal.......N......................................................................................5
Phase 1.3—Proposal Evaluations and Vendor Selection Cost Proposal........................................................6
Phase 1A—Contract Development and Contract Negotiations Cost Proposal.............................................7
Phase 2—Implementation Cost Proposal....................................................................................................8
Phase 2.2—Analysis,Assessment,and Planning..........................................................................................8
Phase 2.3—IT Infrastructure........................................................................................................................9
Phase 2.4—Configuration............................................................................................................................9
Phase 2.5—Install Integrations/Software Development............................................................................10
Phase 2.6—Data Migration.......................................................................................................................10
Phase 2.7—Testing....................................................................................................................................11
Phase 2.8—Training..................................................................................................................................11
Phase 2.9—Go-live...................................................................................................................................12
Qualifications Prepared for the City of Round Rock, Texas for
(SDI
$01 ►RCSENCC t t C
COST PROPOSAL
SDI Presence is pleased to provide our cost proposal for the acquisition and implementation of a
comprehensive CAD/RMS software suite. Our Cost Proposal is based on our experience in conducting
similar tasks with Public Safety and Information Technology clients. SDI's Cost Proposal is based upon
the agreed to level of effort,associated expenses,and the mix of resources required to complete the
tasks defined in scope of work issued under this contract. Our total project prices are inclusive of all
time,materials,and other expenses necessary for full completion of the Scope of Work within the
project time frame.Any additional resources or subject matter experts shall be provided at rate of
$125.00 to$158.00 plus travel expense reimbursement. Other services not described that may be
needed,are not included.
The following assumptions are incorporated Into this Cost Proposal:
1. City of Round Rock Police Department dispatches for Police and Fire.
2. City of Round Rock will provide adequate and secure workspace with 24/7 access.
3. City of Round Rock will provide remote access to project files.
4. City of Round Rock will provide adequately furnished meeting room space for all workshops,
focus groups and stakeholder meetings.
S. City of Round Rock will provide timely scheduling of stakeholders to facilitate gathering
information as detailed in the schedule.
This pricing proposal is being presented as two separate phases. The total Cost Proposal(Phase 1 and
2)is an estimate and is based on a total project period of performance of up 24 months and/or up to a
level of effort of 1,272 personnel hours.If the project exceeds the above period of performance or level
of effort for any one of the two phases,SDI will work with the City to identify remaining tasks and
develop a Quote for submission of a Change Order to complete the project phase. SDI Presence will
submit Time and Materials invoices for work completed on a monthly basis.
Below is a Project Cost Summary
Phase 1 $78,701
Phase 2 $106,652
Grand Total $185,353
Qualifications Prepared for the City of Round Rock, Texas for
1t SDI
PHASE 1 - SELECTION
Following is a detailed cost breakdown of each Phase of the project with an anticipated duration:
Phase 1.1—CAD/RMS Needs Assessment Cost Proposal
Project Task Hours Task Duratiot
Cost
Phase 1.1-CAD/RMS Needs Assessment 60 Days
1. Project Initiation; during the onsite visit the proposed project team will
perform a detailed walkthrough of the Round Rock Police and Fire
Departments, meet key employees involved in the project,view a 32 $4,562
demonstration of the legacy CAD/RMS, and go for a "ride-along"to see
operations from the police officer and firefighters' perspectives.
2. Project Kick-off Meeting;as part of the kick-off meeting our proposed project
team will provide the City of Round Rock a questionnaire to be used as part of
the interview process.Our proposed team will review the initial scope of the
project with City staff and discuss CAD/RMS projects in general and some of the
issues that may be encountered during this project.Our proposed team will
facilitate a question/answer session in order to address questions from City
staff and offer suggestions and ideas regarding resource and time issues,high 34 $4,849
risk and cost control issues and how to avoid some of the more common
mistakes public safety agencies typically make in CAD/RMS projects.Our
proposed team will provide examples of other projects, along with cultural and
operational changes that may impact the PD and FD.They will discuss data
conversion,geofile,interfaces,and the interview process.Our proposed PM will
establish meeting frequencies and agendas with City staff.
3. Interviews.Our proposed team,as part of the need's assessment will
interview all relevant City Staff,review and document business processes and 52 $7,410
create gap analysis and identify risks.
4.Vendor Demonstrations.Our PM will introduce the City staff to CAD/RMS
vendors by setting up product demonstrations activities and visits to agencies 60 $8,926
with these CAD/RMS solutions in production for requirements awareness.
5. Project Master Plan. Our PM will gather and compile data in order to develop
a Project Master Plan to include a project organization schematic,an
explanation of the project methodology,a synopsis of the As-Is and To-8e state
of the Round Rock Police, Fire and IT Departments,staffing and management 32 $4,562
related to the CAD/RMS project,scope and general requirements of the system
to be acquired, updated project schedule and an estimated budget for the
entire CAD/RMS project.
Quolificovons Preparedfor the City of Round Rock, Texas for
)XSDII
Task
Project Task • . •
Cost
Phase 1.1-CAD/RMS Needs Assessment 60 Days
Phase 1.1-CAD/RMS Needs Assessment Total 210 $30,30
Phase 1.2—RFP Development Cost Proposal
Project Task HoursTask •
Cost
169
Phase 1.2-RFP Development Days*
1.Detail Requirements.Our project team will assemble all of the needs
assessment information and interview results,along with the As-Is and To-8e
reports and use these to develop a detail CAD/RMS requirements document. 30 $4,278
This document will be vetted by the City staff and used to determine a course
of action.
2. RFI requirement.Our project team will work closely with City staff to
determine if an RFI is needed prior to the development of an RFP.Our team will
provide industry knowledge and experience to the City staff,so that the right
decision can be made.If it Is determined that issuing an RFI is in the best g $10140
Interest of the City,our PM will work with City staff to develop the RFI
requirements document,which will largely be based on the detail CAD/RMS
requirements document.The PM will review RFI responses with City staff and
update the CAD/RMS detail requirements document accordingly.
3.RFP development.Our PM will work closely with City staff and Purchasing to
Incorporate the detail CAD/RMS requirements into a City approved RFP format. 42 $5,990
The PM will also work with City staff on any provisions and processes that need
to be included in the RFP.
4.RFP approval and distribution.Our PM will work closely with the City Staff
and Purchasing on multiple iterations of the RFP document revisions in order to
get it to a final state.This process typically involves several revisions,with track 10 $1,426
changes,and meetings or conference calls to accomplish.Once completed the
RFP will be submitted to the City for processing and mailing to vendors.
Phase 1.2-RFP Development Total 90 $12,83
* Many factors can reduce or extend the duration of Phase 1.2. Examples of factors that can reduce or
extend this phase are legal review processes,City Staff review processes,and lead time necessary to be
put on the City Council agenda.
Qualifications Prepared for the City of Round Rock, Texas for
Phase 1.3—Proposal Evaluations and Vendor Selection Cost Proposal
Project Task Hours Task Durath
Cost
Phase 1.3-Proposal Evaluations and Vendor Selection 25 Day
1. RFP response evaluation.Our project team will evaluate the responses and
develop an evaluation matrix that utilizes a weighted scale for each
requirement in order to provide an objective scoring of each vendor's
responses. Our PM will work closely with City staff to obtain their evaluations 22 $3,321
and combine them with the project team evaluations.The evaluation matrix
along with the evaluation results from the City staff and the SDI Presence
project team will be incorporated into an evaluation report that ranks the
responses and includes high risk and high cost issues for each response.
2.Vendor Demonstrations.Our project team will work with the City staff to
narrow the responses to the top 3 or 4 vendors that will take part in detailed
demonstrations.These vendor demonstrations will be scheduled by the PM and
City staff and include scenarios that each vendor must demonstrate. Each 60 $8,556
demonstration will be followed by a hands-on period where staff can "touch"
the systems.The project team and City staff will use the results of the
demonstrations/hands-on to augment the vendor evaluation report.
3.Vendor Reference Checks and Onsite Visits. Our project team and City staff
will verify the vendor references,and schedule onsite visits.The project team 20 $2,852
and City staff will use the results of the reference checks and onsite visits to
augment the vendor evaluation report.
4.Vendor Selection. Our project team will work closely with the City staff to go
through the evaluation criteria,evaluation matrix,vendor demonstrations,
references and risks.We will provide our industry knowledge and experience to 18 $2,567
assist the City evaluation team, in making the best CAD/RMS vendor decision
possible.
Phase 1.3-Proposal Evaluations and Vendor Selection Total 120 Si7,2!
Phase 1.4—Contract Development and Contract Negotiations Cost Proposal
Project Task Hours Task Duration
Cost
Phase 1.4-Contract Development and Contract Negotiations 71 Days
1. Develop CAD/RMS Contract. Our Project Team will work with the City staff
and selected CAD/RMS vendor to develop a comprehensive CAD/RMS product,
implementation and maintenance contract.All parties will use track changes to
make sure that everyone is aware of what has been added,changed or deleted.
The contract document will have page and line numbers for reference during 34 $4,848
meetings and discussions.The implementation contract(Professional Services
and Software License Agreement)will include all provisions required by the
City, and provisions from the vendor's standard agreement that are deemed
acceptable to the City.
2.Contract Negotiations.Our PM will coordinate distribution of the City
developed CAD/RMS contract to the selected CAD/RMS vendor,and schedule
conference calls and face-to-face meetings with the selected CAD/RMS vendor.
Consultant will assist the City in the development and instruction of the
contract negotiations team, if desired. Our PM will conduct an executive 44 $6,274
briefing with City negotiation staff and work with them to develop roles and
responsibilities and the strategy for the contract negotiations process.Our PM,
if requested by the City,will be the lead negotiator and in this role will discuss
with the City the level of support and commitment required in order to be
successful in that role.
3.Contract Documents. Our PM will work closely with City staff and the
selected CAD/RMS vendor to develop a Purchase and Software License
Agreement(the"contract"),a Scope of Work/Statement of Work(SOW), 30 $4,278
Interface Control Documents, Project Schedule, Detailed and Summary Pricing
and Payment Schedule, and a Maintenance Contract.
4.Acceptance Plan.Our project team will develop and complete an acceptance
plan and the acceptance process to help ensure the terms and conditions of the 18 $2,862
contract have been successfully completed.The acceptance plan will include
software acceptance test scenarios,data conversion and interface testing.
Phase 1.4-Contract Development and Contract Negotiations Total 126 $18,262
Phasel—Selection Total 546 $78,701
)XSDI
IMPLEMENTATION
Phase 2—Implementation Cost Proposal
Task
Project Task Hours Cost Duratio
Phase 2.1—CAD/RMS Kick-Off Meeting1 Day
1.CAD/RMS Vendor Kick-off Meeting. Our PM will coordinate an onsite kick-
off meeting with City Staff and the selected CAD/RMS vendor.The meeting will
provide a high-level overview of the project,including implementation
milestones, deliverables,data conversion, interfaces,training,acceptance 28 $4,140
testing and go-live support.Our PM will also request a high-level
demonstration of the CAD/RMS products procured by the City to give
everyone an idea of what will be implemented.The PM will also monitor the
contract with the selected CAD/RMS vendor throughout the project lifecycle.
Phase 2.1—CAD/RMS Kick-Off Meeting Total 28 $4,140
Phase 2.2—Analysis,Assessment,and Planning
Phase 2.2—Analysis,Assessment,and Planning 90 Days
1. Our PM will coordinate with stakeholders, SMEs,and the vendor to develop
a project timeline and schedule recurring and planning meetings. Our project
team will conduct an analysis of workflows,facilitate completion of foundation
questionnaires and review processes, protocols, hurdles, and potential
blockers. 58 $9,222
2. Our PM will conduct planning meetings with SMEs and key stakeholders to
discuss the project timeline,tasks and milestones. Present workflow analysis,
process review, protocols,and questionnaire results 88 $12,853
3. Make final adjustments to the project plan. Conduct a final project planning
meeting with key stakeholders to discuss the project timeline,tasks,and
Milestones. 10 $1,610
Phase 2.2—Analysis and Assessment Total 156 $23,685
Qualifications Prepared for the City of Round Rock, Texas for
xC S.DF
Phase 2.3—IT Infrastructure
Task
Project Task Hours Cost Duratior
Phase 2.3—IT Infrastructure 24 Days
1.The project team will coordinate the purchase of any necessary on-site
equipment and or cloud services. The PM will send notifications of hardware
received,and or cloud services established and schedule installation. The
team will coordinate the installation of on-premise hardware and the
building/configuring of servers. 44 $6,394
2.The team will coordinate the build of the CAD/RMS Tennant,delivery of the
Round Rock Public Safety tenant and verification of system configuration and
operation. 34 $4,940
3. The team will coordinate the configuration of domain servers for ADFS to
Vendor System 16 $2,328
Phase 2.3—IT Infrastructure Total 94 $13,662
Phase 2.4—Configuration
Phase 2.4—Configuration 65 Days
1.The PM will coordinate the configuration of users/permissions, pick lists,
tables, modules,and reference materials. 52 $7,688
2.The team will coordinate customization of key components such as RMS
labels and workflows;CAD Mobile, Investigations workflows,JMS workflows,
and P&E workflows. The team will also coordinate with SMEs,stakeholders
and the vendor to define required report outputs from the CAD and RMS
systems. 52 $7,688
3.The PM will coordinate system reviews and audits of the configuration and
provide weekly reports. 24 $3,548
Phase 2.4—Configuration Total 128 $18,924
ASDI
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Phase 2.5—Install Integrations/Software Development
Task
Project Task Hours Cost Duratior
Phase 2.5—Install Integrations/Software Development 180 Day;
1.The project team will coordinate the discovery,specifications
development/approval,software development,testing,installation of
identified 31 party integrations. Costs associated to the purchase..
development,installation,testing,and training of 3 d party integrations is not
the responsibility of SDI and is not included in this SOW. 100 $14,830
Phase 2.5—Install Integrations/Software Development Total 100 $140830
Phase 2.6—Data Migration
Phase 2.6—Data Migration 90 Days
1.The PM will coordinate the data migration process including,meetings with
SMEs to discuss needs for access to legacy data and data migration options.
The PM will develop a data migration needs document,to present to
stakeholders and SMEs for discussion and determining the best path for the
City of Round Rock. 20 $2,761
2.The PM will coordinate the vendor and SME efforts for mapping,migrating
of data. 12 $10657
3.The PM will coordinate with the vendor and SMEs for validation of migrated
legacy data. 12 $1,657
4.The PM will coordinate up to 2 additional data migration rounds,if needed,
by repeating tasks 2.6.2 and 2.6.3. If RRPS requires SDI to coordinate
additional data migration rounds it may require a change order. 24 $3,315
Phase 2.6—Data Migration Total 68 $9,390
Qualifications Prepared for the City of Round Rock,Texas for
X S®I
Phase 2.7—Testing
Task
Project Task Hours Cost Duratior
Phase 2.7—Testing 20 Days
1.The PM will coordinate testing of the CAD/RMS system and all modules and
integrations in a test environment. The PM will coordinate with SMEs and
stakeholders during the testing process for verification and acceptance of
system functionality. 40 $5,874
2.The project team will coordinate the effort necessary for addressing
deficiencies in system operation and functionality. After corrections are made,
the PM will coordinate the testing process for verification and acceptance of
system functionality. 24 $3,524
3.The PM will coordinate final testing of the CAD/RMS system and all modules
and integrations approximately 1 week prior to go-live. 8 $1,176
Phase 2.7—Testing Total 72 $10,574
Phase 2.8—Training
Phase 2.8—Training
36 Days
1.The project team will coordinate training for all users of the system.
Training will be broken down by modules and users. Suggested training
requirements will vary by vendor but typically encompass the following:
System Administration CAD and RMS,System Administration workflows,
multiple RMS sessions for all users and by modules and specialized users,
Mobile/AFR for all users, multiple CAD sessions for CAD users,Jail module for
all Jail users, Investigations for all Investigations users, ME for all ME users,
and any additional modules RRPS may acquire or special needs identified. 40 $5,658
Phase 2.8—Training Total 40 $5,658
Phase 2.9—Go-Live
Task
Project Task Hours Cost Duratior
Phase 2.9—Go-Live 3 Days
1. Go-Live. The project team will coordinate with the vendor,SMEs and
stakeholders and confirm the go-live date is realistic. The PM will confirm
CAD/RMS systems/modules and integrations are ready for go-live. The PM will
coordinate with the vendor to ensure their engineers are scheduled and
dedicated to the go-live effort. 24 $3,473
2. Post-go-live review day 1. The project team will meet with the vendor
SMEs,and stakeholders to discuss and prioritize issues encountered and status
of any open items. 8 $1,158
3. Post-go-live review day 2. The project team will meet with the vendor
SMEs,and stakeholders to discuss and prioritize issues encountered and status
of any open items. 8 $1,158
Phase 2.9—Go-Live Total 40 $5,789
Phase 2—Implementation Total 726 $106,657
Phase 1—Selection Total 546 $78,701
Grand Total 1,272 $185,35;