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Agreement - Tiburon, Inc. - Clerks - Signed 2007-01-26TIBUR 1N " January 26, 2007 Mr. David Chulick City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Tiburon. Inc. 6200 S[oneridgr2 ri,;` Roa Peasainon, C.4 9,158 St. Subject: Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade Reference: Extended Service Agreement between the City of Gilroy and Tiburon, Inc. effective January 10, 2005. Dear Mr. Chulick: 1 456.1, ..� I. 925.621 . ., ,..::;. NI -,gin.:: �.,. Tiburon, Inc. is pleased to present this Enhancement Proposal for a Version Management Program (VMP) Upgrade. This Enhancement Proposal includes the basic services required to upgrade the City's: CAD/Ti from version 2.1 to 2.2 RMS/Ti from version 7.2 to 7.4.2 CARS to the CARS Data Warehouse WebQuery The majority of the costs for the VMP upgrade are included in the annual maintenance fee. This VMP does contain additional cost items. These are listed under the heading "Price Description." Please carefully review all software which is ancillary to your Tiburon -provided systems for items that may require upgrading for specific operations. Scope Description Please refer to Attachment A - Scope Description. Price Description This VMP contains cost items. These costs, associated with hardware installation and training, are as follows: • SSG Services to Install Software & Configure Replacement Servers • One (1) day CAD/Ti training • Three (3) days RMS/Ti training • Two (2) days System Administrator training • System Integration Fee • Project Management Services (associated with added cost items only) Total $40,822 A C:,mv;p;h;;. Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 2 of 9 1) The Tiburon Annual Maintenance amount will not increase as a result of this Enhancement Proposal. Completion Criteria The VMP upgrade will be complete upon cutover of the CAD/Ti and RMS/Ti applications to production operation. Terms and Conditions /) The work described herein will be scheduled to commence at a mutually agreeable date after the Client's acceptance of this Enhancement Proposal. Work on this VMP is to be scheduled in order to bring the upgraded systems live in the City's new building at the end of April or by early May 2007. 2) Payment Schedule: 50% Upon Tiburon receipt of the signed acceptance of this Enhancement Proposal. 50% Upon achievement of the Completion Criteria. 3) The following are not included in this Enhancement Proposal: • Hardware replacements or upgrades. • Crystal Reports, Oracle or other third -party product upgrades. Attachment B specifies the requirements for Crystal Reports and Oracle. • Client -specific documentation. • Migration of existing customization (baseline applications of the versions are to be deployed). 4) There is no warranty period. Maintenance continues for all systems throughout the entire VMP process. 5) Any interfaces will be upgraded/migrated to the baseline versions. This fixed price Enhancement Proposal is valid unless modified by Tiburon in writing prior to Client acceptance of the Enhancement Proposal; otherwise, this Enhancement Proposal will expire on February 28, 2007. The terms and conditions of this Enhancement Proposal and the Agreement referenced herein prevail regardless of any conflicting or additional terms on any Purchase Order or other correspondence. Any contingencies or additional terms obtained on any Purchase Order are not binding upon Tiburon. All Purchase Orders are subject to approval and acceptance by Tiburon. By the Client's acceptance of this Enhancement Proposal in the signature blocks provided below, the Client is authorizing Tiburon to proceed with the work described herein and confirms funding will be obligated. Any requisite contractual documents required by the Client's purchasing procedures are the responsibility of the Client. Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 3 of 9 Upon review and acceptance of this Enhancement Proposal, please sign below and return the signed copy of the Enhancement Proposal to Loren Hopper in Tiburon's Pleasanton office. Alternatively, you can fax a copy of this signed letter to Loren at 510-217-6466. If you have any questions or require further information, please contact me at 801-265-0400, extension 3026, at your convenience. Sincerely, Susan Miller Account Manager Attachment A: Scope Description Attachment B: Version 7.4.2 Operating Requirements By this signature, the City of Gilroy accepts EP-209244E: Pri Ba I C54{, (,�y / ,n,,� ed Name / Title l Z G7 Date Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 4of9 Attachment A — Scope Description Tasks may not always start and complete in a sequential manner, but may overlap. The completion of any task is not contingent upon the completion of a previously defined task unless specifically identified. General Responsibilities The Client and Tiburon have several general responsibilities (in addition to specific responsibilities stated within in each task): Tiburon Responsibilities 1) Designate a Project Manager to oversee the project that will: • Maintain project communication with the Client's Project Manager. • Schedule and coordinate all Tiburon staff. • Provide responses to Client inquiries within ten (10) business days. Client Responsibilities 1) Designate a Project Manager to oversee the project that will: • Schedule and coordinate all Client staff and third -party (vendors and/or departments) support. • Provide responses to Tiburon inquiries within ten (10) business days. 2) Provide VPN remote access and on -site access to Client server and network equipment, including to all development and system "root" accounts on all servers running Tiburon applications. 3) Provide all necessary hardware and third party product upgrades in accordance with Tiburon's specifications. 4) Reconfigure (as necessary) any Crystal Reports to operate correctly with the upgraded systems. 5) Deploy any workstation client software, including mobile versions of MDS and ARS (if applicable). Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E Version Management Program (VMP) Upgrade January 26, 2007 Page 5 of 9 Task 1: Upgrade Initiation Teleconference An Upgrade Initiation Teleconference will be scheduled for a mutually agreed -upon date/time and conducted by Tiburon. Topics of discussion include: • Personnel introductions; • Roles, responsibilities and expectations; • Chain of communication and authority; • Upgrade process and scope; and • Upgrade schedule. Task 2: System Installation Tiburon, with the Client's assistance as required, will install the system on the Client's hardware (on - site). For RMS/Ti: 1) Verify the installed system against the baseline source code for the VMP version. • Create the directory structure, file systems, user accounts and databases for the VMP version on the server. (Note: the training system may be unavailable during all or part of the VMP.) 2) Install baseline RMS/Ti version 7.4.2 and: • Migrate identified tailoring. • Create GUI build using tailoring from existing GUI build. • Set up distribution paths. • Assist Client in determining database connectivity settings to be used to connect to upgrade system. For CAD/Ti: A client TEST system must be available and must include a TEST server and TEST database. If the Client does not purchase a new application server that can be used for this purpose during the VMP, the existing TEST system will be used for the upgrade and unavailable for any other purposes. 1) Create File Maintenance builds (requires that new metrics and client -specific .finis). • Install new File Maintenance build in the TEST system. (As a part of the preparation for LIVE cutover, the new File Maintenance build will be installed in the LIVE system). • Manually update the database with the new commands. The new fields and system codes will be loaded from a .txt file (if the Client agency has not made any alterations — if changes have been made, the .txt file will be edited). Note: new commands can be loaded from a .txt file. Fields, commands and system codes that have been changed from earlier base versions must be manually updated. Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 6 of 9 • Create the CAD/Ti CD (part of build process). 2) Run a script (or scripts, depending on starting version) against the TEST CAD database. Where the Client agency has retrofits that affect the database layout, this script will be customized. The same script will be run against LIVE CAD as a part of cutover preparation. Task 3: Geographic File For RMS/Ti: There are no changes to the formatting of the .tgf files or underlying ARC shape files required for the VMP. Geographic file maintenance and responsibility for accuracy continue to reside with the Client. However, changes made to address verification as well as directory structure changes will require remote Tiburon support during the VMP to include: ■ Installation of the current "tibtools" on the server. If new hardware is not being used, the new version of "tibtools" must overwrite any existing version. Once this occurs, the Client will be unable to load any new geofile into the legacy systems. • Modifications to the Geographic Conversion Process (GCP) as required. ■ Remote assistance to Client for any changes required for the placement of the .tgf files (ftp point/accounts or GCT settings) as applicable. For CAD/Ti: A new geofile build will be necessary for a v2.2 upgrade. As the result of several improvements in v2.2 CAD/Ti: improved street in complex design, support for Midwest addressing, Phase II Wireless, and the move of the City code from the segment to the Street Name in the Streets Table, the data layout is different. • A new loader will be needed for v2.2 • A new GCT will be needed as well for v2.2 Task 4: Interfaces In many cases, interfaces are available in a production mode only. During implementation, individual interfaces may require that they be taken off-line (production) in order to test them in the upgrade environment. The following interfaces will be migrated or upgraded (as applicable): Fire Station Printing E9-1-1 Time Synchronization CrimeView State CAD>MDC SunPro Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 7 of 9 Any modifications required to the configuration or function of these interfaces as a result of the VMP are the responsibility of the Client. Task 5: Documentation One (1) electronic copy of the baseline (non -Client specific) documentation will be provided for CAD/Ti and RMS/Ti. Tiburon standard content, format and media. Task 6: Functional Testing Functional testing of each application will be performed by the Client. The Client will document and problems found using the Technical Service Request (TSR) reporting process through the Tiburon Client Support Center (CSC). A new Tiburon Client Support (TCS) account specifically for the VMP will be created for the Client. Task 7: Demonstration Training Tiburon will provide a maximum of one (1) business day of on -site training, focusing specifically on the new functionality contained in the new version(s) of the application(s). The intent of this training session is to assist the Client in determining the internal training requirements and plan for their agency. The Client must: 1) Provide a facility for training with a workstation (with a connection to the Tiburon systems) for the instructor and a projection screen. 2) Provide a workstation (with a connection to the Tiburon systems) for each student in the class. 3) Schedule students to attend the training (maximum of eight (8) students). 4) Ensure that scheduled students are able to attend the courses for their complete duration. Task 8: System Integration Tiburon will remotely assist the client with testing the functionality of each interface. Any problems found will be reporting by the Client using the Technical Service Request (TSR) reporting process through the Tiburon Client Support Center (CSC). Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 8 of 9 Task 9: Data Conversion For RMS/Ti: 1) Client will provide a data conversion workstation, either a laptop or PC, installed on the Client's network for the duration of the project: • PC Anywhere is required. • VPN network access is required. • Tiburon will install data conversion software on this workstation. 2) RMS/Ti Initial Data Conversion • The Initial Data Conversion will be used to develop a time estimate for how long the system will be in "inquiry only mode" for the Final Data Conversion. • The Client is responsible for testing the conversion of the data in the upgrade database, identifying any exceptions and documenting corrections to be made for the Final Data Conversion. 3) RMS/Ti Final Data Conversion • The Final Data Conversion will occur just prior to cutover. • The existing system must be in "inquiry only mode" for the entire Final Data Conversion. • Identified corrections from the Initial Data Conversion will be applied. Task 10: System Cutover Immediately following Final Data Conversion, the system will be placed into production operation. • A System Cutover schedule will be jointly developed. • Tiburon will provide on -site staff for a maximum of one (1) business day. • Tiburon will provide remote cutover support for a maximum of two (2) business days. • Tiburon will close all Technical Service Requests (TSRs) from the previous versions. Mr. David Chulick City of Gilroy Enhancement Proposal EP-209244E - Version Management Program (VMP) Upgrade January 26, 2007 Page 9 of 9 Attachment B — Version 7.4.2 Operating Requirements The biggest item is that WHATEVER hardware you have, for UNIX it must support 64 bit processing in order to support the latest versions of Oracle. Operating System Levels Server: UNIX AIX 5.3 Windows Windows 2003 Server Workstations: Windows XP SP2 Database: UNIX Oracle lOg Windows Oracle 10g or SQL 2005 Crystal: Crystal Reports XI Developer Full Edition* *lf you want to use Crystal Reports through WebQuery, you must purchase Crystal Reports XI Developer Full Edition which is loaded on the WebQuery server itself. This is in addition to any other Crystal Reports that are required to build reports. The free runtime version we have been using at many sites just won't work. The hardware itself is always reviewed just prior to a proposal going out — nothing has changed there. It is based on many factors, including the number of terminals (memory and processor speed) and call load (memory, processor speed, and most importantly disk space). For WebQuery, the server should be the most powerful Windows machine you can get. At minimum, a dual processor is recommended, along with Windows Server 2003 Standard Edition, PC Anywhere 12.0 and WinZip. For specific disk and memory sizing requirements, please contact your account manager. Prior to placing any order for VMP hardware (if Tiburon is not to provide the hardware), you must run the specifications by Tiburon in order to ensure that whatever you place on order will work with your new system. Note: These guidelines were developed for the version 7.5 application. However, they are also sufficient for the 7.4.2 application.