CM-11-02-047ROUND ROCK, TEXAS
PURPOSE PASSION PROSPERITY.
Item Caption:
Approval Date:
Department:
City Manager Approval Summary Sheet
Consider executing a Scope of Work for Process Bin Locations and Evidence
Batch Processing for the Police Department with SunGard Public Sector, Inc.
February 25, 2011
Police
Project Manager: Ken Evans
Item Summary:
The proposed item is an agreement from SunGard Public Sector, Inc., the vendor that provides the Police
Department with computer aided dispatch and records management system applications and support.
Among the modules the Department uses from this company's product offerings is a subsystem to track
and manage police evidence. This agreement provides for the vendor to install a beta version of some
increased functionality in that evidence module. There is no cost to the City as a result of this document,
if approved.
The need for this work stems from the Department's increasing dissatisfaction over several years with
this module. The company has developed this beta version of fixes to several of our issues, and they're
providing us the beta version in response to our long, documented history of problems with this
particular product. The Department and IT/GIS have reviewed the agreement, and we are satisfied with
that it covers everything necessary. It should be noted that there are portions of the document which
discuss hardware, software, physical infrastructure, and travel and training — none of which will come
into play in the implementation of this agreement.
Strategic Plan
Relevance:
Cost:
Source of Funds:
30.7 Ensure appropriate and effective use of advanced technologies.
None
N/A
REV. 6/10/10
SCOPE OF WORK
PROCESS BIN LOCATIONS IN PROPERTY AND
EVIDENCE BATCH PROCESSING
SUNGARD PUBLIC SECTOR
osSI
SOW ID: 1908
SCR #: 2010-4534
Date: November 17, 2010
Revision Date: 02/02/2011
CONFIDENTIAL
bM1-01:01n
Provided to: ROUND ROCK POLICE
DEPARTMENT
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SCOPE OF WORK
Executive Summary
ROUND ROCK POLICE DEPARTMENT (Customer) has requested that SUNGARD PUBLIC SECTOR INC.
(SunGard) provide a written quote and Scope of Work (SOW) ordering SunGard to undertake the application
software modification project more fully described herein (also referred to as 'Work" or "project" or
"implementation").
The purpose of this document is to provide a written SOW for this project that defines all SunGard
deliverables, criteria for acceptance, resulting annual maintenance, hardware and infrastructure requirements,
implementation schedule and other implementation considerations.
Items, features or functionality not specifically included in this document shall be considered outside of the
SOW. Any future change will require a written Change Order approved by both parties, shall be subject to
additional charges, and will likely have an impact on the implementation schedule. Change Orders shall not
delay the implementation, acceptance, or payment in full of the accepted base functionality proposed within
this document.
Please refer to the Section entitled, "Parties Responsibilities" which documents each party's responsibilities,
any project dependencies and other important related issues.
SunGard is providing the implementation services related to the application software only to meet the
specifications contained in this SOW. All other components required for a successful implementation are the
responsibility of the customer.
Parties Responsibilities
Client Responsibilities
Software / Hardware
The Customer is responsible for providing the following:
1. All equipment, system software and other components to meet the needs of this project.
2. All required hardware, cable and connectors and personnel to facilitate installation
thereof.
Infrastructure
1. The customer shall assign a full-time primary System Administrator (SA) and a backup
System Administrator. This primary System Administrator will be SunGard's contact for
all operational issues that require SunGard support. In addition, the Customer's System
Administrators shall provide first line support to their own users for all application
software.
Development Beta Testing
1. Customer agrees to participate in a beta test period requiring Customer to test
functionality outlined in this SOW. In addition, Customer understands that the beta
release version may also contain other new and unrelated development items that are
also in a beta test stage.
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SCOPE OF WORK
SunGard Responsibilities
1. Provide the Customer with a detailed SOW for the proposed work.
2. Deliver related application software/utilities to meet the specifications agreed upon in the
detailed SOW.
3. Provide a project manager and assigned staff for the project.
4. Provide a Quality Assurance Representative to serve as the point person for technical
issues associated with this SOW.
Specifications
SunGard will provide the following to meet the needs of the customer:
1. SunGard will allow a user to scan a property and evidence bin location utilizing the existing
hand held bar coding hardware implemented by the Customer.
2. In the RMS Property and Evidence Batch Processing user interface, scanned bin locations
and individual property items are imported to be processed.
3. The user will select a batch processing option on the left side of the Batch Process user
interface.
4. During processing, if a bin location bar code representation is encountered, the user will be
prompted as follows:
You have scanned a bin location, <Bid, Room, Bin> which may contain multiple evidence
items? Do you want to apply the selected batch process against all items in this bin
location?
5. If the user selects 'Yes' to the prompt, the batch process selected by the user will be applied
to each item currently known to the RMS database as being stored within the bin location.
6. If the user selects 'No', all items within the scanned bin location will not be processed.
7. If the user has scanned multiple bin locations, the user will receive the prompt noted in step
4 above for each bin scanned.
8. The above functionality will be limited to the following selected processes on the RMS
Property and Evidence batch processing form:
a. Disposition
b. Storage Change
c. Chain of Custody
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The functionality described in this document will be reliant upon a new agency configuration
setting labeled `Process All Items In Bin Location on Select Batch Processing Operations'. This
setting must be checked/enabled by the Customer prior to the functionality being made available.
Requirements and Assumptions
1. The customer understands that there is no verification of individual items that may physically
be stored in the storage bin.
2. If a property item is on record (within the RMS database) as being stored in a scanned bin,
the selected operation will be processed against the item. This is true even though the item
may be physically stored in another location by mistake.
3. The functionality associated with this modification specifically excludes the following batch
processing operations: Retum to Owner, Cash Release, Quick Inventory, and Scheduled
Event.
Documentation
Documentation is not applicable.
Training
End User training for this project is not applicable.
Pricing
SunGard will perform its responsibilities under this SOW at no cost.
The above quote is exclusive of any tax or any travel & living expense which may be applicable.
Pricing herein is valid for 45 business days after Customer has received this written SOW.
Installation
SunGard is proposing to deliver the files necessary to fulfill the functionality described in this SOW as
part of the RMS9300 beta release version.
Proposed delivery dates assume that this SOW is signed by an authorized representative of
Customer and retumed to SunGard no later than February 11, 2011. Failing to retum the signed
SOW by this date may result in this project being pushed to the next subsequent beta release.
The project detailed within this SOW shall be govemed by the existing Contract and Agreement
between Customer and SunGard plus the terms below which shall supersede any conflicting
terms in the Contract and Agreement. As applicable for certain customers, the term "Contract
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and Agreement" is defined as the Software License & Services Agreement and the Licensed
Program Support Agreement between the parties hereto.
1. SunGard is the sole owner of the Source Code, design specifications and associated
documentation herein which relate to SunGard's Licensed Programs and which constitute
the proprietary information and trade secrets of SunGard and are protected under the terms
of the Contract and Agreement.
2. No warranty is provided for any product or service provided herein. If applicable, any code
created hereunder will be licensed to Customer under the terms of a separate addendum to
the Contract and Agreement.
3. SunGard's liability for damages to Customer for any cause whatsoever under this SOW,
regardless of the form of action, is limited to the total amount of fees paid by Customer under
this SOW. In no event will SunGard be liable for any consequential, incidental, or special
damages even if SunGard has been advised of their possibility.
4. Unless otherwise specified herein, payment terms are: 50% due upon execution hereof and
50% due upon completion. Travel and living expenses are in addition to the prices quoted
herein and will be invoiced as incurred and shall be govemed by the SunGard Corporate
Travel and Expense Reimbursement Policy. Applicable taxes are not included, and, if
applicable, will be added to the amount in the payment of invoice(s) being sent separately
5. If mentioned in the Pricing section above, optional maintenance is available for the software
application code created herein, provided Customer has paid the annual maintenance fee.
Maintenance of any software application code created hereunder is not mandatory for
continuation of the license. Any maintenance services shall be provided under the terms
and conditions related to maintenance and Support Services in the Contract and Agreement.
The initial term of maintenance, to be paid in advance, begins upon execution of this SOW
and extends for a twelve (12) month term. Subsequent terms of maintenance will be for
twelve (12) month periods, commencing at the end of the prior support period.
6. Preprinted conditions and all other terms not included in this SOW or in the Contract and
Agreement, stated on any purchase order or other document submitted hereafter by
Customer are of no force or effect, and the terms and conditions of the Contract and
Agreement and any amendments thereto, shall control unless expressly accepted in writing
by SunGard to Customer.
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Project Authorization
SOW: # 1908
SCR: # 2010-4534
Title: Process Bin Locations In Property And Evidence Batch Processing
As an authorized representative of Customer, I hereby agree to the terms of this SOW including all
project specifications, party responsibilities, and pricing.
For: Round Rock
Police Department Printed Name
SunGard Public
Sector Inc.
Z. Christine Spoon
Printed Name
Signature
Date
e. 02/02/2011
Signa re Date
CONFIDENTIAL PAGE 6 OF 6 2/2/2011