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Contract 42692 (2)
CITY SECRETARY CONTRACT No. tii49\.. PROFESSIONAL SERVICES AGREEMENT This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into by and between the CITY OF FORT WORTH (the "City"), a home -rule municipal corporation of the State of Texas, acting by and through its duly authorized Assistant City Manager, and The Azimuth Group, Inc. ("Consultant"), a Texas corporation and acting by and through its duly authorized President. CONTRACT DOCUMENTS: The Contract Documents shall include the following: 1. The Professional Services Agreement plus any attachments hereto which shall include: a) Exhibit A - Scope of Work b) Exhibit B -Payment Schedule c) Exhibit C -Task Listing and Major Milestones d) Exhibit D -Milestone Acceptance Document e) Exhibit E- Milestone Glossary fl Exhibit F —Municipal Court Services —Business Processes g) Exhibit G — CourtView System Modules Used by Municipal Court h) Exhibit H— Organizational Structure i) Exhibit I -Nondisclosure Agreement j) Exhibit J -Network Access Agreement 2. City of Fort Worth Request for Proposal (RFP) # 11-0204, which is hereby incorporated by reference and made a part of this Agreement for all purposes herein. 3. The Response to RFP # 11-0204 submitted by The Azimuth Group, Inc. ("the "Response"), which is hereby incorporated by reference and made a part of this Agreement for all purposes herein. In the event of conflict among the documents, the order of precedence shall be 1) this Agreement plus any attachments; 2) RFP # 11-0204; and 3) the Response. 1. SCOPE OF SERVICES. Consultant hereby agrees to provide the City with professional consulting services related to the analysis of municipal court business processes, development of business and technical specifications and requirements, and facilitation of the selection of a vendor and an integrated Court Management System (CMS) that (i) provides all of the following functionality for court records: case, docket, and document management; financial tracking and accounting; and jury and witness coordination and (ii) integrates with existing information management systems utilized by the following supporting departments - Police, Fire, Code Compliance, and Transportation and Public Works (TPW). In particular, Consultant will perform all duties outlined and described in the Scope of Work, which is attached hereto as Exhibit "A" and incorporated herein for all purposes as though it were set forth at length. The actions and objectives contained in Exhibit "A" are referred to herein as the "Services." 2. TERM. This Agreement shall commence upon the last date that both the City and the Contractor have executed this Agreement ("Effective Date") and shall continue in full force and effect until May 31, 2012, unless terminated earlier in accordance with the provisions of this Agreement. If all services have not OFFICIAL RECORD' CITY SECRETARY FT. WORTH, TX 1 2-1 6- i been completed by May 31, 2012, the parties may extend the term of this Agreement for up to two additional one-year periods by mutual written agreement 3. COMPENSATION. As full and complete compensation for all Services described above, the City shall pay Consultant an amount not to exceed One Hundred Thirty -Four Thousand Seven Hundred and Fifty Dollars ($134,750.00) in accordance with the provisions of this Agreement and the deliverable based Payment Schedule attached as Exhibit "B," which is incorporated for all purposes herein. Consultant shall not perform any additional services for the City not specified by this Agreement unless the City requests and approves in writing the additional costs for such services. The City shall not be liable for any additional expenses of Consultant not specified by this Agreement unless the City first approves such expenses in writing. 4. TERMINATION. 4.1. Written Notice. The City or Consultant may terminate this Agreement at any time with or without cause by providing the other party with 30 days written notice of termination. 4.2 Non -appropriation of Funds. In the event no funds or insufficient funds are appropriated by the City in any fiscal period for any payments due hereunder or for the City to otherwise meet its obligations hereunder, City will notify Consultant of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds shall have been appropriated. 4.3 Duties and Obligations of the Parties Following Termination. In the event that this Agreement is terminated prior to the Expiration Date, the City shall pay Consultant for services actually rendered up to the effective date of termination and Consultant shall continue to provide the City with services requested by the City and in accordance with this Agreement up to the effective date of termination 5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any existing or potential conflicts of interest related to Consultant's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees immediately to make full disclosure to the City in writing Consultant, for itself and its officers, agents and employees, further agrees that it shall treat all information provided to it by the City ( `City Information') as confidential and shall not disclose any such information to a third party without the prior written approval of the City. Consultant shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify delete or otherwise corrupt City Information in any way. Consultant shall notify the City immediately if the seem ity or integrity of any City Information has been compromised or is believed to have been compromised. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 2 of 33 City understands and agrees that it may have access to confidential or proprietary information, processes or documentation owned or controlled by Consultant Consultant understands and acknowledges that the City is a public entity under the laws of the State of Texas and as such, the following information is subject to disclosure under Chapter 552 of the Texas Government Code, the Texas Public Information Act (the "Act") - 1) all documents and data held by the City, including information obtained from the Consultant and 2) information held by the Consultant for or on behalf of City that relates to the transaction of City s business and to which City has a right of access If the City receives a request for any documents that may reveal any of Consultant s proprietary information under the Act, or by any other legal process, law, rule, or judicial order by a court of competent jurisdiction, the City will utilize its best efforts to notify Consultant prior to disclosure of such documents. The City shall not be liable or responsible in any way for the disclosure of information not clearly marked as "Proprietary / Confidential Infoi mation" or if disclosure is required by the Act or any other applicable law or court order In the event there is a request for such information, it will be the responsibility of Consultant to submit reasons objecting to disclosure A determination on whether such reasons are sufficient will not be decided by the City, but by the Office of the Attorney General of the State of Texas, or by a court of competent jurisdiction. Notwithstanding anything in this Agreement to the contrary, neither party shall have an obligation of confidentiality with respect to information that (i) is or becomes part of the public domain through no act or omission of that party; (ii) was in the party's lawful possession prior to the disclosure and had not been obtained by the disclosing party either directly or indirectly from the other party; (iii) is lawfully disclosed to the party by a third party without restriction on disclosure; (iv) is independently developed by the disclosing party without use of or reference to the other party's confidential information; or (v) is required to be disclosed by law or judicial, arbitral or governmental order or process provided the disclosing party gives the other party prompt written notice of such requirement to permit that party to seek a protective order or other appropriate relief. 6. RIGHT TO AUDIT. Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine at reasonable times and at no additional cost to the City any directly pertinent books documents, papers, and records of the Consultant involving transactions relating to this Agreement. Consultant agrees that the City shall have access during normal working hours to all necessary Consultant facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give Consultant reasonable advance notice of intended audits. Consultant further agrees to include in all its subcontractor agreements hereunder a provision to the effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final payment of the subcontract, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of such subcontractor involving transactions related to the subcontract, and further that City shall have access during normal working hours to all subcontractor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of intended audits Professional Services Agreement --The Azimith Group, Inc City of Fort Worth - CMS Requirements Development Page 3 of 33 7. INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Consultant shall operate as an independent contractor as to all rights and privileges granted herein and not as agent representative or employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement, Consultant shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, contractors and subcontractors. Consultant acknowledges that the doctrine of respondent supei for shall not apply as between the City, its officers, agents, servants and employees, and Consultant, its officers, agents, employees, servants, contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Consultant 8. LIABILITY AND INDEMNIFICATION. CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY (INCLUDING DEATH) TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. CONSULTANT COVENANTS AND AGREES TO, AND DOES HEREBY, INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY (INCLUDING DEATH) TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. 9. RESPONSIBILITY FOR IMPLEMENTATION. City acknowledges and agrees that the Services provided by Consultant are only advisory in nature. City further acknowledges and agrees that the City shall be responsible for making implementation decisions, if any, and determining subsequent courses of action with respect to any matters addressed in the Services. City agrees to accept responsibility for any and all implementation decisions and other actions taken to effect the adoption or execution of recommendations identified and developed through the Services. Absent fraud, malfeasance, professional malpractice, or negligence on the part of Consultant, its officers, agents, or employees, Consultant shall not be liable for damages arising from any implementation decision or other action taken to effect the adoption or execution of Consultant's recommendations. 10. REPRESENTATION AND WARRANTIES. Consultant represents and warrants that its staff is not under any financial, physical or mental disability at this time that would hinder the full performance of its obligations under this Agreement. Consultant further warrants that it shall perform the Services in a good and professional manner. City shall be relying upon Consultant's competence impartiality, thoroughness, and professionalism in performance of the Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 4 of 33 Services. As a result, Consultant shall be accountable and responsible to City under the foregoing warranty for the compliance of the Services with such standards. Consultant cannot and does not warrant the products or services of any third party, except to the extent that said third party is an officer, agent employee, or subconsultant of Consultant. 11. ASSIGNMENT AND SUBCONTRACTING. Consultant shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of the City Any attempted assignment of subcontract without the City's prior written approval shall be void and constitute a breach of this Agreement. If the City grants consent to an assignment, the Assignee shall execute a written agreement with the City and the Consultant under which the Assignee agrees to be bound by the duties and obligations of Consultant under this Agreement. The Consultant and Assignee shall be jointly liable for all obligations under this Agreement prior to the assignment. If the City grants consent to a subcontract, the subcontractor shall execute a written agreement with the Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the Consultant under this Agreement as such duties and obligations may apply. The Consultant shall provide the City with a fully executed copy of any such subcontract. 12. INSURANCE. Consultant shall provide the City with certificate(s) of insurance documenting policies of the following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: 12.1 Coverage and Limits (a) Commercial General Liability $1,000,000 Each Occurrence $2,000,000 Aggregate (b) Automobile Liability $1,000,000 Each accident on a combined single limit basis or $250,000 Bodily injury per person $500,000 Bodily injury per occurrence $100,000 Property damage Coverage shall be on any vehicle used by the Consultant, its employees, agents, representatives in the course of the providing services under this Agreement. "Any vehicle" shall be any vehicle owned, hired and non -owned (c) Worker's Compensation Statutory limits Employer s liability $100,000 Each accident/occurrence $100,000 Disease - per each employee $500,000 Disease - policy limit Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 5 of 33 This coverage may be written as follows: Workers' Compensation and Employers' Liability coverage with limits consistent with statutory benefits outlined in the Texas Workers' Compensation Act (Tex. Labor Code § 401.001 et seq.) and minimum policy limits for Employers' Liability of $100 000 each accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per disease per employee (d) Professional Liability (Errors & Omissions) $1,000,000 Each Claim Limit $1,000,000 Aggregate Limit Professional Liability coverage may be provided through an endorsement to the Commercial General Liability (CGL) policy or a separate policy specific to Professional E&O. Either is acceptable if coverage meets all other requirements. Coverage shall be claims -made, and maintained for the duration of the Agreement and for two (2) years following completion of services provided. An annual certificate of insurance shall be submitted to the City to evidence coverage. 12.2 Certificates. Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to the City prior to Consultant proceeding with any work pursuant to this Agreement. All policies except Workers' Compensation shall be endorsed to name the City as an additional insured thereon, as its interests may appear All policies shall contain a Waiver of Subrogation for the benefit of the City of Fort Worth. The term City shall include its employees, officers, officials, agent, and volunteers in respect to the contracted services Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. A minimum of thirty (30) days notice of cancellation or reduction in limits of cover age shall be provided to the City. Ten (10) days notice shall be acceptable in the event of non-payment of premium Such terms shall be endorsed onto Consultant's insurance policies. Notice shall be sent to the Risk Manager, City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 13. COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS. Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations, Consultant shall immediately desist from and correct the violation 14. NON-DISCRIMINATION COVENANT. Consultant, for itself, its personal representatives assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of Consultant's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law If any claim arises from an Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 6 of 33 alleged violation of this non-discrimination covenant by Consultant, its personal representatives, assigns, subcontractors or successors in interest, Consultant agrees to assume such liability and to indemnify and defend the City and hold the City harmless from such claim. 15. NOTICES. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand -delivered to the other party, its agents, employees, servants or representatives (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail registered, return receipt requested, addressed as follows: To The CITY: City of Fort Worth Attn Dakisha Boone 1000 Throckmorton Fort Worth TX 76102-6311 Facsimile: (817) 392-8654 With Copy to: Law Department At Same Address 16. SOLICITATION OF EMPLOYEES. To CONSULTANT: The Azimuth Group, Inc. Attn: David Eisenlohr 6611 Hillcrest, Suite 441 Dallas, Texas 75205 Neither the City nor Consultant shall, during the term of this Agreement and additionally for a period of one year after its termination, solicit for employment or employ, whether as employee or independent contractor, any person who is or has been employed by the other during the term of this Agreement, without the prior written consent of the person's employer. 17. GOVERNMENTAL POWERS. It is understood and agreed that by execution of this Agreement, the City does not waive or surrender any of its governmental powers. 18. NO WAIVER. The failure of the City or Consultant to insist upon the performance of any term or provision of this Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or Consultant's respective right to insist upon appropriate performance or to assert any such right on any future occasion. 19. GOVERNING LAW / VENUE. This Agreement shall be construed in accordance with the internal laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 7 of 33 for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. 20. SEVERABILITY. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 21. FORCE MAJEURE. The City and Consultant shall exercise their best efforts to meet their respective duties and obligations as set forth in this Agreement. However, if either Party is unable either in whole of part, to fulfill its obligations under this Agreement due to acts of God, strikes, lockouts, or other industrial disturbances* acts of public enemies; wars; blockades; insurrections; riots; epidemics; public health crises earthquakes; fires; floods; restraints or prohibitions by any court, board, department, commission, or agency of the United States or of any state* declaration of a state of disaster or of emergency by the federal, state county, or City government in accordance with applicable law; issuance of a Level Orange or Level Red Alert by the United States Department of Homeland Security; any arrests and restraints; civil disturbances; or explosions; or some other reason beyond the Party s reasonable control (collectively, "Force Majeure Event"), the obligations so affected by such Force Majeure Event will be suspended only during the continuance of such event. 22. HEADINGS NOT CONTROLLING. Headings and titles used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 23. REVIEW OF COUNSEL. The parties acknowledge that each party and its counsel have reviewed and revised this Agreement and that the normal rules of construction to the effect that any ambiguities are to be resolved against the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto. 23. AMENDMENTS / MODIFICATIONS / EXTENSIONS. No extension, modification or amendment of this Agreement shall be binding upon a party hereto unless such extension, modification, or amendment is set forth in a written instrument, which is executed by an authorized representative and delivered on behalf of such party. 24. ENTIRETY OF AGREEMENT. This written instrument (including the schedule of exhibits attached hereto and any documents incorporated herein by reference) constitutes the entire understanding between the City and Consultant, their assigns and successors in interest, as to the matters contained herein Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any provision of this Agreement. Professional Services Agreement --The Azimith Group, Inc City of Fort Worth - CMS Requirements Development Page 8 of 33 25. SIGNATURE AUTHORITY. The person signing this Agreement hereby warrants that he/she has the legal authority to execute this Agreement on behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on this warranty and representation in entering into this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples this �_ day of Be_C R vnhQ.r , 2011. CITY OF FORT WORTH: By: zeizedy9Ko Assistant City Manager Date: /2. /5. /‘ ATT /tSttCity Secretary APPROVED AS TO LEGALITY: By: nchtg Wssistan% City Attorney i THE AZIMUTH GROUP, INC.: By`1 aivul Name: David W. Eisenlohr Title: President azoo.esiviewiall aft FOtieNi 000°"°00 t O Y 1140CAS allneogteut- FORM AND CONTRACT AUTHORIZATION: M&C: Date Approved: N°J I 5,1-61) Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 9 of 33 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX EXHIBIT A SCOPE OF WORK COURT BUSINESS NEEDS ASSESSMENT AND CMS CONSULTANTS OVERVIEW OF BUSINESS OBJECTIVES AND GOALS The ultimate goal of the project is to develop and design specifications and requirements for a court management system (CMS) for the City that is as efficient accurate, accessible, and scalable as possible and that can integrate with existing City systems used by other departments. Key systems that will require integration to the new CMS include NISI, Collections, TxDOT, Warrant Transmission (Region), Officer Subpoenas, eCitations (work in progress), DPS convictions (work in progress), the City's Finance system (currently MARS, anticipated to transition to PeopleSoft), and the City's Procurement system (BuySpeed). The Municipal Court's current CMS is CourtView case management system, which was implemented in 2005 and is scheduled for a major system upgrade to CourtView 2.5 series. The existing CMS is currently stable and operational. The department is committed to continuous improvement in all Municipal Court services and is therefore pursuing a thorough business needs assessment with focus on system flexibility, system performance and integration with other City systems. A system upgrade of the current CourtView system to CourtView 2.5 series is planned prior to any potential replacement. The upgrade is required in order to maintain current performance and efficiencies and to secure the latest deployed system options, bug fixes, and software technology. As a precursor to the upgrade, Municipal Court will migrate from the existing VistaSG VisiFLOW workflow/datafiow system to the VistaSG netDMS system. The project scope includes (i) a needs assessment encompassing court business processes, organizational structure, and technology, (ii) a detailed study of CMS requirements (including potential process improvements, procedural changes, and ability to integrate with future technology), (itt) development of product requirements, and (iv) a business case and cost justification report. Actionable plans are to be developed to address the system business, and organizational needs identified in the assessment process If the study identifies a need to replace the current system, Consultant will assist City in crafting a Request for Proposals for the procurement of a new Court CMS system and in selecting a vendor to provide and implement the new system. GENERAL OBLIGATIONS AND SCOPE OF PROJECT The Consultant will report to the Assistant City Manager for the Municipal Court Services Department, who shall serve as the Executive Project Sponsor ("Executive Project Sponsor) and to the Steering Committee of the City's CMS Requirements Development project and will be expected to enhance the effectiveness and success of the project by providing independent objective and expert guidance, recommendations, oversight and assistance regarding all aspects of the City's CMS Requirements Development project including: • Project Initiation o Project planning o Risk management planning o Project management and control planning o Kickoff meetings and briefings o Initial data collection • Needs Assessment o 'As -is" process analysis o Business process and technology gap analysis o Municipal court organizational assessment o Needs Assessment Report including specific recommendations for process, policies, technology and organizational improvements. • Development of business and technical specifications and requirements o Business functional requirements Professional Services Agreement --The Azimith Group, Inc City of Fort Worth - CMS Requirements Development Page 9 of 33 o Technology requirements o Integration requirements o Data conversion requirements o Training requirements o Change management requirements o Implementation services requirements o Prioritization and weighting of requirements. • Support in Procurement of Software and Implementation Vendor o RFP development and release o Vendor conference facilitation o Vendor proposal evaluation process design o Fit/gap analysis o Software demonstration planning and facilitation o Vendor due diligence, selection and contract negotiation. • Business case development o Analyze benefits and costs o Estimate return on investment o Cost justification report o Final decision and executive / Council presentation support. The general scope of the City's CMS Requirements Development initiative encompasses the following major business functional areas of operation within the Court process: • Administration. • Judicial. • Prosecutors. • Jury. • Magistration. • Case Management. The general scope of the City's CMS Requirements Development initiative also encompasses supporting the following external departments, which interact with Municipal Court services: • Aviation. • City Attorney's Office (Prosecutor). • Code Compliance (Public Health functions include inspections and animal control, Environmental Management functions include waste/trash cart issues). • Planning and Development Department. • Fire. • Police. • Transportation and Public Works (Parking Administration and Environmental Management). Key functions that will be addressed shall include but shall not be limited to: • Case preparation. • Filing. • Docket setting. • Fine collections. • Financial management. • Document management. • Reports. • Forms generation. Refer to Exhibit F for the current list of Municipal Court functions and processes Additional processes not included in the original project scope that may potentially be added through a mutually agreed upon change order: • Video Arraignment I Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 10 of 33 TIMELINE/The expected timeline for the CMS Requirements Development Project is a start date of January 2, 2012 with an anticipated completion date of August 31, 2012. City of Fort Worth Municipal Court Case Management System Preliminary Project Plan Project Plan and Project Schedule Stage 1- Initiate and Mobilize Prepare a Preliminary Project Plan Conduct Kick -Off Meeting with the Steering Committee and Full Project Team Identify any needed changes in the project plan Assess key risks to project success Prepare outline deliverable templates for review and approval Finalize the Project Plan Complete Initial Data Collection Stage 2- Probe AZIMUTH GROLi' December January February March April May June July August Future Conduct Focus Group Meetings with Court staff and auxiliary departments to document and understand court business processes. Complete direct observations of Municipal Court processes related to case management. Document major case management business processes and supporting processes in other departments to the task level Identify and document business and technology issues, contraints and opportunities Prepare and review Needs Assessment Report Stage 3 - Analyze Develop and document business/functional requirements based on the recommended improvements to case management processes Develop and document technical requirements including appropriate system performance, platform, archjecture, reporting and data conversion requirement. Develop and document implementation services and project management requirements. Facilitate a collaborative process of prioritization and weighting of business, technical, and implementation services requirements Prepare an Excel -based requirements checklist for distribution with the RFP Identify candidate software and implementation services vendors Collaborate with the City's Purchasing and Legal organizations to prepare and release a case management system RFP to the vendor community Stage 4 - Clarify Prepare Demonstration Scenario Scripts Evaluate and Score Vendor Proposals Complete Fit/Gap Analysis Confirm short list of finalists to invite for vendor demonstrations Organize and facilitate software demonstrations Prepare and review a Software Evaluation Summary report Stage 5 - Transform Finalize the selection of the software and implementation service provider Support contract negotiations with the selected vendor(s) Summarize all project activities, findings, conclusions and results in a Business Case Analysis Report Provide executive level and City Council presentations and briefings as requested (Future) Provide additional follow-on services over the remaining contract term at the City's option and request SERVICES Estimated Completion Date 12/6/2011 12/16/2011 12/22/2011 12/22/2011 12/22/2011 12/30/2011 12/30/2011 2/3/2012 2/3/2012 2/10/2012 2/10/2012 2/24/2012 3/23/2012 3/23/2012 3/23/2012 3/30/2012 3/30/2012 3/30/2012 3/30/2012 4/20/2012 non 5/18/2012 5/25/2012 — — — 6/8/2012 __111111111!6/29/2012 7/6/2012 I "at' 7/13/2012 7/27/2012 8/10/2012 8/31/2012 TED The following table provides detail regarding the responsibilities of both the City and AGl an completing the required services 1 Subject to change based on final project planning in Stage 1 of the project. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 11 of 33 RESPONSIBILITIES MATRIX _Tasks Stage 1 is Initiate & mobilize P repare and review a preliminary project plan. Conduct kickoff meetings with the Steering Committee and other project stakeholders. Identify any changes needed in the project plan. Assess key risks to project success P repare deliverable templates and deliverable acceptance criteria P repare and deliver a final Project Plan (including work breakdown structure milestones, resources risk management and communication plans). Complete initial data collection. Stage 2 - Probe Conduct interviews and focus groups with Court staff and auxiliary departments. Complete direct observations of Municipal Court processes. Document current case management business processes and supporting processes in other departments to the task level. Identify and document business and technology issues, opportunities and constraints. P repare and present a Needs Assessment Report. Stage 3 — Assess Develop and document business / functional requirements based on the recommended improvements to case management processes. Develop and document technical requirements, including appropriate requirements for system performance, platform, architecture, reporting, interfaces, and data conversion. Develop and document requirements for implementation services and project management. Facilitate a collaborative process of prioritization and weighting of requirements related to business, technical and implementation services. P repare an Excel -based requirements checklist for distribution with the RFP. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 12 of 33 AGI Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable City Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Tasks Identify potential software and implementation service providers. Collaborate with the City's purchasing and legal organizations to prepare and release a CMS RFP to the vendor community. Stage 4 — Clarify Develop vendor evaluation plan Evaluate and score vendor proposals. Complete fit/gap analysis. Confirm short list of finalists to invite for demonstrations. P repare demonstration scenario scripts. Organize and facilitate software demonstrations. P repare and review a Software Evaluation Summary Report Stage 5 - Transform Finalize the selection of the software and implementation services provider. Contract development and contract negotiations with the selected vendor(s). S ummarize all project activities, findings, conclusions and results in a Business Case Analysis Report (Cost Justification Report, including ROI) P rovide executive level and City Council Accountable Contributing presentations and briefings as requested. AGI Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Accountable Contributing Accountable City Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Contributing Accountable Contributing The City shall provide the following resources for participation in the various aspects of project activity. Steering Committee - The primary purpose of the Steering Committee is to provide overall guidance and direction for project goals, problems and sensitive political issues. The team shall consist of the Court Director, Chief Judge, Chief Prosecutor and City Attorney or representatives of these individuals. P roject Team — the Project Team is the core administrative activity group and works closely with the City P roject Manager and Consultant representatives in providing assistance in all project planning activities, business and system assessments, analysis and requirements, and issues and risk assessments, acting as the business voice and advocate for their respective business areas, interfacing with end users and management. The team shall consist of the Court Director, Court Assistant Directors, Chief Judge (or a designee), Chief Prosecutor (or a designee), City Attorney (or designee), Court IT Staff and IT Solutions Technical Staff, as needed. Focus Group Participants — The Focus Group participants represent the subject matter experts of Municipal Court operations and shall provide feedback relative to their functional areas of expertise regarding system processes, procedures, requirements, process improvements, issues and risks, etc. They are key to assessing the needs of their functional area(s). This team shall consist of representatives from the major business function departments and divisions (Municipal Court, P rosecutors and IT Solutions) and a limited number of subject matter experts from the user departments (i.e. Police, Code Compliance, Records Management, Finance, Law). The Municipal Court team shall consist of representatives from the Court Clerk Division, Judges, Marshals and Admin staff. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 13 of 33 The Consultant shall provide independent project oversight, quality assurance, insight and advice, and general project management support for the business process analysis, requirements gathering, implementation vendor selection, and software selection activities of the project. P roject Initiation and Plan - Consultant's representatives shall initially meet with the City in Fort Worth to determine the project scope and develop a comprehensive Project Plan, and schedule initial meetings and workshops. The Consultant and the Steering Committee shall establish and execute the Kick-off meeting organizational change management program and culture education plans. The Consultant, with the support of the City of Fort Worth Project Manager, will document project processes, procedures, infrastructural conditions and dependencies, reporting systems and an outline of the needs assessment report for Municipal Court and impacted external departments. The Project Team and the Focus Group members will serve as the subject matter experts for the various project activities. The Executive Project S ponsor and the Consultant shall designate the staff with authority to approve processes and procedures, specifications, reports, forms, documentation and action items. Requirements - Consultant shall develop the requirements through group "requirement budding" meetings. The purpose of the meetings shall be to develop requirements for the functional areas described above under General Obligations and the Scope of Project. Consultant's staff will serve as the group leader/facilitator, specifying best practices in comparable organizations, assessing capabilities of current software documenting the resulting requirements, and identifying (i) opportunities for process improvement, (ii) potential impact on City polices and procedures, and (iii) potential revisions to the City's change management process to ready the organization for change management Consultant will use a three -tiered meeting approach for developing and finalizing the system requirements: 1. Baseline system requirements based on the best practices typically found in municipal courts will be developed through the application of published industry standards and the conduct of a series of meetings/ focus groups organized by functional area, both within the court and with other city departments impacting court operations. 2. Once the Consultant issues draft system requirements for each functional area gathered from the interviews and focus groups, the interview and focus group participants will review the draft requirements and convene to make any final changes as required and to finalize the draft requirements for final end user community validation. 3. As the last step in the requirements -development process, the revised draft requirements will be presented to the Steering Committee, who will be asked to validate the requirements and to participate in a collaborative process to prioritize and weight the final requirements for inclusion in an RFP. Business Case — The Consultant will prepare a Business Case for the proposed CMS solution with cost justification and recommendations for improvement that are specific measurable and actionable. The report shall contain, but shall not be limited to the following: • Executive Summary. • Project Background and Objectives. • Key Assumptions. • Cost Justification Analysis Scope and Approach. • Cost Justification Findings (will include ROI analysis). • Recommendations (will include SMART performance indicators). P rocurement Support — The Project Team and the Consultant will utilize the Product Requirements, RFP and evaluation criteria to accomplish: • RFP preparation, including detailed minimum technical requirements and recommended additional functionality • Development of a proposal -evaluation plan that takes into account 0) the extent to which a proposal meets the requirements and specifications included in the RFP, (ii) the hardware sizing, Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 14 of 33 • capacity planning, and hosting requirements of the proposed system, and (iii) the type and amount of user -training included Contract development and Contract Negotiations for fixed price software and deliverable -based implementation services Issue Resolution - The Executive Project Sponsor and Consultant representatives shall mutually work towards the timely resolution of issues. Any change of scope for this project must be mutually agreed u pon by the Consultant representatives and Executive Project Sponsor through a mutually agreed upon and executed change order. The Executive Project Sponsor and/or the City of Fort Worth reserve the right to dismiss any contracted worker or AGI employee for any reason during the length of this e ngagement. Any invoices submitted for payment must be presented to and signed by the City of Fort Worth Executive Project Sponsor TASKS, DELIVERABLES, AND MILESTONES The CMS Requirements Development project is based upon an anticipated set of tasks that are expected to achieve the desired project deliverables and meet certain targets and milestones for the project. Each deliverable must be accepted by the City in the form of Exhibit D prior to payment being made. Exhibit B, "Payment Schedule" ties the completion of key deliverables and achievement of certain milestones to payment events per the terms of this Agreement. Exhibit C, Task Listing and Major Milestones, documents the currently anticipated task -level activities and estimated start and end dates needed to achieve project goals. Exhibit E provides a Glossary defining the Milestone components. Exhibit F Municipal Court Services Business Processes lists the currently defined business processes and associated functions. Exhibit G, CourtView System Modules, lists the CourtView modules that are currently utilized by Municipal Court. Exhibit H, Organizational Structure, provides an overview of the Municipal Court organization. Following execution of this Agreement and development of the project plan AGI and the City will revise the exhibits as needed to reflect the revised project scope and timeline. Beyond the specific deliverables listed in Exhibit B, the following documents are expected to be incorporated into the consultant plan to achieve project success: • • • • • Finalized Project Plan Risk Management Plan Communication Plan Regular Status Reports Issue / Risk tracking log CMS Needs Assessment Report Project Requirements Document and Requirements Matrix Vendor Analysis Report Cost Justification Report ASSUMPTIONS • AGI will develop one (1) Request for Proposal (RFP) for the combined procurement of software and implementation services for this project. • The City will assign an executive -level point of contact to provide overall executive guidance and direction to the AGI team. • The City will provide a collection of requested background data, documents and material. • The City will provide participation in meetings and interviews as reasonably required for project completion. • The City will provide timely reviews and feedback on all deliverables submitted for review and comment. • The Services, fees and delivery schedule for this engagement are based upon the following assumptions, representations, or information supplied by Client ("Assumptions"): Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 15 of 33 o The Consultant is entitled to rely on the information and direction provided by the assigned client executive. o Adherence to project timelines and estimated fees is dependent upon the availability of City personnel and external stakeholder participation. o The City will provide appropriate office space connectivity, telephone and related "de minimus" administrative support to Consultant's team members while on site o The City will provide access to relevant information that will assist in the completion of the consulting engagement, subject to the Consultant's obligation to safeguard the confidentiality of such data. o The City will make key personnel and process owners available for interviews and/or focus groups. o The City will coordinate and assist in the identification of stakeholder groups and participants outside of the Municipal Court Services Department for focus group sessions. o The City will assist the Consultant in keeping the project within the scope as defined by this Agreement and the Project Plan to ensure timely and on -budget completion of the engagement o The City shall be responsible for any implementation decisions and for any future action with respect to recommendations and other matters addressed in the deliverables. • Consultant will track issues, action items and "parking lot' items. • When needed, on site office space will be provided for Consultant representatives at the project headquarters. The City will provide the following for AGI staff while on site: o A cubicle/office with Internet access, subject to the terms of the City's network access agreement; o Access to a copier; o Meeting rooms when available; o Server access for storing project documentation; and o Projector for facilitated meetings. Multiple copies of reports will be prepared at the City's expense. Office and meeting room space will be reasonably available on -site for project related meetings and other project -related purposes. • Little, if any, administrative support will be required, but in those instances when it is required, it will be provided by the City • • ACTIVITIES AND CRITICAL SUCCESS FACTORS Effective sponsorship and oversight is critical to the success of the project. The Consultant will work with the Project Team to establish an overall Project Plan that will govern all aspects of the project. All planning assumptions must support the larger strategic business direction of the City. It is essential that the Consultant confirm the Municipal Court's business priorities by reviewing existing business plans, interviewing key senior staff and coming to consensus with the Project Team over the project's assumptions. Additionally, other City documents, including the City's Strategic Plan, budget, past consultant studies and systems documents, should be reviewed to gain insight into the key issues facing the Municipal Court and the departments it supports. All reviewed documents will be housed in a document archive, either hosted by the City or the Consultant. Conduct planning meetings as necessary with the Project Team. It is with this group that the top management support, kick-off plan, communication and Preliminary Change Management Plan will be established to provide a framework to evaluate the Court's work environment and culture for acceptance to change and make appropnate recommendations. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 16 of 33 Provide project plan documents including the detailed project plan, communication plan, potential risks, escalation procedures and resource requirements. The detailed project plan will list tasks, schedules, durations, estimated hours key milestones, and related dependencies Perform extensive requirements gathering sessions to establish functional requirements, technical requirements, interfacing systems requirements, data conversion requirements and implementation services requirements, all of which are to be compiled for inclusion in RFP. Monitoring and evaluation of Consultant performance will be accomplished through the tracking of milestones and targets, performance tied to compensation, and analysis of user feedback. Collect and analyze relevant data and upon completion of the project, supply the collected data to Municipal Court and IT Solutions departments. Communicate progress and findings to the Project Team via email, minutes and briefings on a bi- weekly basis throughout the duration of the project. Assist with the preparation of briefing materials and presentation of such to the City Manager staff, Ad Hoc Municipal Court Advisory Committee, City Council and Employee Meetings as requested. The CMS Requirements Development Steering Committee will perform Consultant Evaluations surveys on a bi-monthly or as -needed basis to assess the progress of the project, Consultant deliverables and overall satisfaction level with the Consultant. AGI will provide ongoing feedback and recommendations related to the CMS Requirements Development team to the Executive Project Sponsor. This should include an assessment about the knowledge/skills of the team members as related to the project as well as the role/responsibility matrix defining what each team member is/should be assuming. OUT OF SCOPE Implementation of the technology solutions is considered out of scope per the terms of this Agreement. AGI will only be providing guidance, recommendations, quality assurance and oversight with respect to the selection of a solution. PAYMENT STRUCTURE Payments to Consultant will be made at the completion of each deliverable on the schedule attached as Exhibit B. A sign -off on the deliverables by the Executive Project Sponsor will be required before payment is issued. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 17 of 33 Stage Initiate & mobilize Probe Analyze Clarify Transform Fixed Price Total Deliverable/ Milestone EXHIBIT B PAYMENT SCHEDULE Project Initiation Complete Needs Assessment Complete Requirements Complete RFP Complete Demonstration Scripts Complete Proposal Evaluation Complete Vendor Evaluation Complete Cost Justification Report Complete Vendor Selection Process Complete Payment Event Final project plan delivered Needs Assessment Report accepted Requirements matrix accepted RFP Complete Demonstration scripts delivered Fit/Gap documentation delivered Software Summary Evaluation report accepted Cost Justification Report accepted Contract negotiations finalized Presentation(s) delivered Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 18 of 33 Payment Amount Projected Invoice Date $7,500 $35,750 $26,500 $12,500 $12,500 $18,000 $15,000 $7,000 $134,750 12/30/2011 2/24/2012 3/30/2012 4/20/2012 5/25/2012 7/6/2012 8/10/2012 8/31/2012 EXHIBIT C TASK LISTING AND MAJOR MILESTONES Tasks and Milestones Stage 1 _ Initiate L mobilize P repare and review a preliminary project plan. Conduct kickoff meetings with the Steering Committee and other project stakeholders. Identify any changes needed in the project plan. Assess key risks to project success P repare deliverable templates and deliverable acceptance criteria P repare and deliver a final Project Plan (including work breakdown structure, milestones, resources, risk management and communication plans). Complete initial data collection. P roject Initiation Complete - Milestone Stage 2 - Probe Conduct interviews and focus groups with Court staff and auxiliary departments. Complete direct observations of Municipal Court business processes. Document case management business processes and supporting processes in other departments to the task level. Identify and document business and technology issues, opportunities and constraints. Prepare and review a Needs Assessment Report. P eeds Assessment Complete - Milestone Stage 3 _ Assess Develop and document business / functional requirements based on the recommended improvements to case management processes. Develop and document technical requirements including appropriate system performance, platform, architecture, reporting, interfaces and data conversion requirements. Develop and document implementation services and project management requirements. Facilitate a collaborative process of prioritization and weighting of business, technical and implementation services requirements. Prepare an Excel -based requirements checklist for distribution with the RFP. Identify candidate software and implementation service providers. Collaborate with the City's purchasing and legal organizations to prepare and release a case management system RFP to the vendor community. RFP Complete - Milestone Stage 4 a Clarify Develop vendor evaluation plan and evaluation guide for the evaluation team Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 19 of 33 Stail date End safe Upon Notice to 12/6/2011 Proceed 12/6/2011 12/16/2011 12/19/2011 12/22/2011 12/19/2011 12/22/2011 12/19/2011 12/22/2011 12/19/2011 12/30/2011 12/19/2011 12/30/2011 12/30/2011 1/9/2012 1/16/2012 1 /2 3/2 012 2/3/2012 2/3/2012 2/10/2012 1/16/2012 2/10/2012 2/13/2012 2/24/2012 2/24/2012 3/5/2012 2/12/2012 3/19/2012 3/23/2012 3/23/2012 3/23/2012 3/26/2012 3/30/2012 3/26/2012 3/30/2012 3/26/2012 3/30/2012 3/5/2012 3/30/2012 3/30/2012 3/5/2012 3/30/2012 Tasks and Milestones P repare demonstration scenario scripts. Demonstration Scripts Complete - Milestone Evaluate and score vendor proposals. Complete fit/gap analysis. P roposal Evaluation Complete - Milestone Confirm short list of finalists to invite for demonstrations. O rganize and facilitate software demonstrations. P repare and review a Software Evaluation Summary Report Vendor Evaluation Complete - Milestone Stage 5 - Transform Finalize the selection of the software and implementation services provider. S upport contract negotiations with the selected vendor(s). S ummarize all project activities findings, conclusions and results in a Business Case Analysis Report (Cost Justification Report, including ROI) Cost Justification Report Complete - Milestone P rovide executive level and City Council presentations and briefings as requested. Vendor Selection Process Complete - Milestone Start Date End Date 4/2/2012 4/20/2012 4/20/2012 4/30/2012 5/18/2012 5/11/12 5/25/2012 5/25/2012 5/28/2012 6/8/2012 6/11/2012 6/29/2012 7/2/2012 7/6/2012 7/6/2012 7/9/2012 7/16/2012 7/30/2012 7/13/2012 7/27/2012 8/10/2012 8/10/2012 8/13/2012 8/31/2012 8/31/2012 Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 20 of 33 FORT WORTH EXHIBIT D MILESTONE ACCEPTANCE DOCUMENT Event Description Describe the project / services that were delivered, including all products and services, documentation, training and dates of completion. Milestone Deliverables Describe the product, good or service delivered for the project. Future Work There may be areas where there is future work to be completed or items that need to be addressed, but do not keep the milestone from being complete. Acknowledgment of Completion The purpose of this document is to acknowledge the completion of the milestone. As of this date: All tasks have been delivered and are complete All appropriate documentation has been received Signatures authorize payment to the vendor for the milestone completion. I have reviewed the information contained in this Project Milestone Acceptance. Charles Daniels — Assistant City Manager Executive Project Sponsor Deidra Emerson — Municipal Court Director Municipal Court Project Sponsor Dakisha Boone — Assistant Director, Municipal Court Municipal Court Project Director David Eisenlohr — AGI Consulting Project Consultant Arlethia Dupree — IT Project Consultant Project Manager Date Date Date Date Date Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 21 of 33 Revision History The following table describes the document's modification history for tracking purposes. Only significant changes are shown. The version number is incremented by whole numbers following major changes. Version 1.00 Date 08.09.11 Modifications Initial Draft Changed By A Dupree Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 22 of 33 EXHIBIT E MILESTONE GLOSSARY 1. Project Plan a. Detailed schedule Work breakdown structure Task durations Dependencies Communication activities b. Communication plan • Project stakeholders • Communication type and purpose • Delivery method • Delivery frequency • Accountability c. Risk identification and mitigation plan d. Issue Log e. Preliminary Change Management Plan 2. Needs Assessment document a. Assessment of current municipal court case management processes b. Recommendations for system improvements, process improvement, organizational improvements c. Assessment of system infrastructure (i.e. network environment, security policies, platform, hardware, system software, etc.) 3. Requirements document a. Functional Requirements • Compiled in matrix format for inclusion in RFP b. Technical Requirements (infrastructure) c. Interface Requirements d. Data Conversion Requirements e. Implementation Services Requirements 4. Cost Justification Report a. Cost / Benefits Analysis • Narrative • Needs Assessment • Cost estimates S oftware Hardware Implementation U pgrades Ongoing Maintenance and Management Training • Benefits System savings — replacing current systems, not implementing planned systems Value pocket benefits — process improvements • Recommendations • Significant Assumptions b. ROI schedule 5. Request for Proposal — Software Solution / Implementation a. Procurement Strategy b. Evaluation Criteria c. RFP for distribution 6. Vendor Selection a. Evaluation Tool b. Demonstration Scripts c. Prospective Vendor Q&A d. Evaluation orientation Professional Services Agreement --The Azimith Group, Inc City of Fort Worth - CMS Requirements Development Page 23 of 33 e. Receive Vendor Proposals 7. Vendor Contract Negotiations a. Negotiation Plan b. Provide guidance and input for the software and implementation services contract c. Software selection d. Recommendation to City Council for Award of CMS Implementation Contract Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 24 of 33 EXHIBIT F MUNICIPAL COURT SERVICES BUSINESS PROCESSES Court Process BUSINESS PROCESSES Function Court Process New Cases Dismissals Trials Deferred Deferred Teen Court Courtrooms Filing Filing Arraig nment Arraignment Arraignment Financials Warrants Incomplete Cases Incomplete Cases Incomplete Cases Financials Proofs Proofs Court Decisions Court Decisions Court Decisions Court Decisions DSC DSC DSC DSC Probation Probation Probation Probation Arraignment Teen Court Program Dockets Juveniles Admin Events Arraignment Arraignment Court #1 Activity Court #1 Activity S pecial Dockets S pecial Dockets S pecial Dockets Special Dockets S ubpoena Case Initiation Qview Distribution S cheduling Juveniles at Case Initiation S cheduling Minors at Case Initiation S cheduling Code Cases at Case Initiation Fines, Costs and Fees Assigned Fail to Appear Tickets with Fatal Errors Tickets with Non -Fatal Errors S upplemental Reports Penalty Codes S ubmitting Proof to Cash/Mail Judicial Review for Compliance Bench Trials Jury Trials Prior to Trial Miscellaneous Activity Requests in Person Requests by Mail Dismissals Failed to Comply Requests in Person Requests by Mail Dismissals Failed to Comply Approval Enrollment, Removal and Compliance Standard Dockets JAD Docket Admin Dockets Walk-in Dockets Arraignment Court (Jail) Class C Only Jury Trials Attorney Dockets Comm' Up Docket Community Court Docket Approvals Community Court Completions Indigency Hearings Officer and Witness Subpoenas Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 25 of 33 Court Process Magistration Special Hearings Code Cases Payments Appearance Trials SAC Payments Warrants Jail Arraignment Accounts Receivables Community Service Function Magistrate Services Magistrate Services Magistrate Services Magistrate Services S pecial Hearings - Magistrate Special Hearings - Magistrate S pecial Hearings - Civil/Admin S pecial Hearings - Civil/Admin S pecial Hearings - Civil/Admin S pecial Hearings - CiviUAdmin S pecial Hearings - Civil/Admin S cheduling Scheduling Scheduling S cheduling Scheduling Scheduling S cheduling S cheduling S cheduling Trials Financials Financials Financials Plea by Mail S cheduling S cheduling Appeals Appeals Filing Courtroom Activity Case Management Financials Alias Warrants Capias Warrants S ervice Arraignment Arraignment Time Payment Plan Time Payment Plan Community Service Community Service Court Process Adult Warnings Juvenile Warnings Search Warrants - Approved/Declined Emergency Protective Orders Property Hearings EPO Hearings Parking Appeals Junked Vehicles Red Light Appeals Animal Cruelty Dangerous Dog Hearings Animal Control Arraignment Waste Cart Arraignment Code Compliance Fire Environmental Animal Control Code Compliance Fire Environmental Code Dockets Payments by Mail Payments in Person Payments by Western Union Plea Letter Requests for Court Attorney Rep Letters Request for New Trials Motion to Appeal Case Initiation Disposition of Cases Compliance SAC Payments Issuance Issuance Confirmation Jail Arraignment - Class C Jail Arraignment -Higher Charges TPP Approvals TPP Compliance CS Approvals CS Compliance Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 26 of 33 Court Process Function Bonds Credit Time Served NSF Checks Minors Expungements Refunds Corrections/Adjustments Collections Imaging JNA (Juveniles Now Adults) Reports Prosecutors Financials Financials Dockets Dockets Financials Financials Credit Time Served Credit Time Served Financials MIP Alcohol MIP Alcohol MIP Tobacco M I P Tobacco Expungments Financials Financials Filing Financials Financials Case Management Financials Filing Visiflow Visiflow Warrants Dockets DPS DPS Prosecutor Activity Prosecutor Activity Prosecutor Activity Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 27 of 33 Court Process Bond Posting - Surety Bonds Bond Posting - Cash Bonds Bond Docket - Surety Bonds Bond Dockets - Cash Bonds Bond Forfeitures - Cash Bonds Bond Forfeitures - Surety Bonds Requests by Mail Requests in Person _ Returned Checks Disposition Adjudication Disposition Adjudication Requests and Decisions Bond Refunds Bonds as Fines/Fees Entry Errors Fine Reductions Transfers and Reversals Inactive/Suspended Cases Collection Agency Activity Complaint Generation Queues Escalation Age Check Show Cause Hearings Convictions Corrections Dockets Offers Motions EXHIBIT G COURTVIEW SYSTEM MODULES USED BY MUNICIPAL COURT Module Case Management Judicial Management Functionality U sers: All of Municipal Court, including Clerk's Office, Judges, Prosecutors, Court Administration, and Enforcement Departments (Police, Code Compliance, etc.) The Case Management Module is used for initiating cases, working with case types, receipting, maintaining case information, processing reports, and servicing cases. U sers: Court Docket Staff and Judges. This module allows us to assign judges, courtrooms, court settings and times. There is also the judge's calendar and event block settings. Financial Management Users: Supervisors and Upper Management Financial Management module is used for creating and tracking financial transactions. Case and non -case receipts are shown as well as how to create check details and process a manual check. There is also Cash Book Processing and End of Day (EOD) processing. Bank accounts and set up in this module, dockets, central cashiering, and generating reports with financial information also are reviewed in this module. Accounts Receivable Users: Human Services for inside collections System Administration P rocedures include how to assign costs, split costs on a docket, joint and several liability, AR Roll -Up Plans, dismissing costs, creating payment plans, creating payables, and past due notices. U sers: Systems Coordinator and the Systems Administrator This module allows us to establish system and user limitations through system parameters, user security, and dynamic buttons on screens Creating Form templates for form generation, and other functions. Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 28 of 33 i EXHIBIT H ORGANIZATIONAL STRUCTURE ASSISTANT DIRECTOR (OPERATIONS) o Parking Bureau o Human Resources o Budget o Finance o Procurement o Information Technology o Liaison with other agencies ARRAIGNMENT COURT ® 24/7 Prisoner arraignment ASSISTANT CITY MANAGER — PUBLIC SAFETY i DIRECTOR ASSISTANT DIRECTOR (COURT CLERK) o Fines processing o Fine collections o Case preparation and filing o Docket settings o Data Entry o Records management productionV v Valiant psdud o Coordination and verification of warrants o Jury services o Interpreter services HOMELESS COURT o Adjudicative hearings Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 29 of 33 CHIEF JUDGE o Non -jury and jury trials o Magistrate duties o Teen Court © Recording of court proceedings ASSISTANT DIRECTOR (CITY MARSHAL) o Bailiff duties o Prisoner bonding o Prisoner transfer o Building Security o Warrant service o Writ service • Coordination and verification LAKE WORTH PATROL o Patrol Lake Worth, Nature Center and Refuge, and surrounding City -owned parks o Enforce city ordinances, Texas Water Safety Act, and state laws ATTENDANCE COURT © Fort Worth Independent School District truancy cases EXHIBIT I CITY OF FORT WORTH NON -DISCLOSURE AGREEMENT This Non -Disclosure Agreement ("Agreement") is entered into between the City of Fort Worth ("City") located at 1000 Throckmorton Street, Fort Worth, Texas 76102, and The Azimuth Group, Inc. ("Consultant" or AGI') with offices located at 6611 Hillcrest, Suite 441, Dallas, Texas 75205. Pursuant to services being provided under City Secretary Contract No. , ("Contract") the City may be disclosing sensitive and confidential information of a personal nature for business, tracking, or other purposes ("Confidential Information" or "City -provided Information") The City would not make such disclosures without Recipient's agreement to maintain confidential treatment of such information. It is understood that confidential, sensitive or personal information provided by the City may be the property of City partners, City employees or officials, as well as of City, itself. Therefore the parties agree as follows: 1. Recipient will not disclose or use any sensitive, personal, or confidential information from City designated orally or in writing as "Confidential" or "Sensitive" or in like words, or which Recipient should reasonably know is sensitive or confidential, without the prior written consent of City, and then only to the extent specified in such consent Confidential Information may not be copied by Recipient. Recipient agrees to treat Confidential Information as it would its own Confidential Information and to disseminate it within its own organization only to the extent necessary for the purposes for which it has been provided and only to Recipients employees or consultants who are bound to maintain its confidentiality. The Confidential Information is being disclosed for the following purposes: development of a comprehensive business needs assessment and development of detail business and Case Management System requirements. 2. Such restrictions on use or disclosure of Confidential Information described in Paragraph 1 do not extend to any information which (i) is publicly known at the time of its disclosure (ii) is lawfully received from a third party not bound in a confidential relationship to City (iii) is published or otherwise made known to the public by City (iv) is independently developed by Recipient or Subsidiary of the Recipient without using Confidential Information of City or (v) is required to be disclosed pursuant to a court order duly authorized subpoena or other governmental or legislative authority. In such cases, notice must be provided to City prior to such disclosure. 3. Upon request by City, Recipient shall return all information received, with a letter confirming that the Confidential Information has in no way been compromised, reproduced or copied and that all copies have been returned. 4. This Agreement shall be binding on the parties and their successors and assigns, and shall be governed by the laws of the state of Texas. This Agreement shall be effective for as long as the Contract remains effective ("Initial Term) with respect to any Confidential Information which is disclosed by City unless either party notifies the other that subsequent disclosures are not to be included within the terms of this Agreement. 5. This Agreement specifically prohibits the Recipient from granting any access to City -provided information to any third party. The Recipient is solely responsible to protect access to City - provided information against any third party while the information is in the Recipient's possession. Recipient agrees that it shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Recipient shall notify the City immediately if the security or integrity of any City information has been compromised or is believed to have been compromised. 7. The Recipient shall not distribute any information in any form that was in all or partly derived from any City -provided information. Professional Services Agreement --The Azimith Group, Inc City of Fort Worth - CMS Requirements Development Page 30 of 33 8. RECIPIENT SHALL BE LIABLE AND RESPONSIBLE FOR ALL DAMAGES THAT THE CITY INCURS DUE TO ANY BREACH OF THIS AGREEMENT CAUSED SOLELY BY RECIPIENT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, SHALL NOT BE LIABLE FOR ANY DAMAGES THAT RECIPIENT MAY INCUR AS A RESULT OF THE CITY'S RESTRICTIONS TO OR DENIAL OF ACCESS TO INFORMATION ON ACCOUNT OF ANY BREACH OF THIS AGREEMENT BY RECIPIENT, ITS OFFICERS, AGENTS, SERVANTS OR EIVIP LOYEk S, OR FOR ANY REASONABLE SECURITY MEASURES TAKEN BY THE CITY. RECIPIENT, AT RECIPIENT'S OWN COST OR EXPENSE, HEREBY AGREES TO INDEMNIFY, DEFEND AND HOLD HARMLESS THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND/OR EMPLOYEES FROM AND AGAINST ANY CLAIM, LAWSUIT, DEMAND OR OTHER ACTION TO THE EXTENT THAT THE SAME ARISES FROM THE UNAUTHORIZED USE, DISTRIBUTION, DISCLOSURE, OR DISSEMINATION OF CITY CONFIDENTIAL INFORMATION AND CAUSED BY THE SOLE NEGLIGENT ACT(S) OR OMISSION(S) OR INTENTIONAL MISCONDUCT OF RECIPIENT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. 9. Recipient agrees that the City shall, during the Initial Term, and until the expiration of three (3) years after termination or expiration of this Agreement, have access to and the right to examine at reasonable times any directly pertinent books, data, documents, papers and records, both hard copy and electronic, of the Recipient, and any sub -recipient, involving transactions relating to this Agreement. Recipient agrees that the City shall have access during normal working hours to all necessary Recipient, and any sub -recipient facilities and shall be provided adequate and appropriate work space in order to conduct audits to ensure compliance with the provisions of this section. The City shall give Recipient, or any sub -recipient, reasonable advance written notice of intended audits. 10. The terms of this Agreement shall not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by an authorized representative of both the City and Recipient. 11. Recipient may not assign or in any way otherwise transfer any of its interest in this Agreement without the express written consent of the City. City of Fort Worth olet Authorized Signature Nal el ff.�/.1iU/P/c Name Title ,i/Ydiidget The Azimuth Group, Inc. - A ,agreed to orb gehalf Q# Recipie Authorized Signature David W. Eisenlohr Name President Title Professional Services Agreement --The Azimith Group, Inc. City of Fort Worth - CMS Requirements Development Page 31 of 33 EXHIBIT J NETWORK ACCESS AGREEMENT Professional Services Agreement --The Azimith Group, Inc City of Fort Worth - CMS Requirements Development Page 33 of 33 NETWORK ACCESS AGREEMENT This NETWORK ACCESS AGREEMENT ('Agreement") is made and entered into by and between the CITY OF FORT WORTH ("City"), a home rule municipal corporation with its principal location at 1000 Throckmorton Street, Fort Worth, Texas 76102, organized under the laws of the State of Texas and situated in portions of Tarrant, Denton and Wise Counties, Texas, and The Azimuth Group with its principal location at Dallas, Texas ( 'Contractor"). 1. The Network, The City owns and operates a computing environment and network (collectively the ' Network") Contractor wishes to access the City's network in order to provide analysis of municipal court business processes, development of business and technical specifications and requirements and facilitation fo the selection of a vendor and an integrated Court Management System.. In order to provide the necessary support, Contractor needs access to the City's internet. 2. Grant of Limited Access. Contractor is hereby granted a limited right of access to the City's Network for the sole purpose of providing professional consulting services. Such access is granted subject to the terms and conditions forth in this Agreement and applicable provisions of the City's Administrative Regulation D-7 (Electronic Communications Resource Use Policy), of which such applicable provisions are hereby incorporated by reference and made a part of this Agreement for all purposes herein and are available upon request. 3. Network Credentials. The City will provide Contractor with Network Credentials consisting of user IDs and passwords unique to each individual requiring Network access on behalf of the Contractor. Access rights will automatically expire one (1) year from the date of this Agreement. If this access is being granted for purposes of completing services for the City pursuant to a separate contract, then this Agreement will expire at the completion of the contracted services, or upon termination of the contracted services, whichever occurs first. This Agreement will be associated with the Services designated below. ►4 ■ El Services are being provided in accordance with City Secretary Contract No. 4at 9 a Services are being provided in accordance with City of Fort Worth Purchase Order No. Services are being provided in accordance with the Agreement to which this Access Agreement is attached. No services are being provided pursuant to this Agreement. 4. Renewal. At the end of the first year and each year thereafter, this Agreement may be renewed annually if the following conditions are met. 4.1 Contracted services have not been completed. 4.2 Contracted services have not been terminated. 4.3 Within the thirty (30) days prior to the scheduled annual expiration of this Agreement, the Contractor has provided the City with a current list of its officers, agents, servants, employees or representatives requiring Network credentials. Notwithstanding the scheduled contract expiration or the status of completion of services, Contractor shall provide the City with a current list of officers, agents, servants, employees or representatives that require Network credentials on an annual basis. Failure to adhere to this requirement may result in denial of access to the Network and/or termination of this Agreement. 5. Network Restrictions. Contractor officers, agents, servants, employees or representatives may not share the City -assigned user IDs and passwords. Contractor acknowledges, agrees and hereby gives its authorization to the City to monitor Contractor's use of the City's Network in order to ensure Contractor's compliance with this Agreement. A breach by Contractor, its officers, agents, servants, employees or representatives, of this Agreement and any other written instructions or guidelines that the City provides to Contractor pursuant to this Agreement shall be grounds for the City immediately to deny Contractor access to the Network and Contractor's Data, terminate the Agreement and pursue any other remedies that the City may have under this Agreement or at law or in equity. Vendor Network Access Agreement Rev. 12/21/2010 6. Termination. In addition to the other rights of termination set forth herein, the City may terminate this Agreement at any time and for any reason with or without notice, and without penalty to the City. Upon termination of this Agreement, Contractor agrees to remove entirely any client or communications software provided by the City from all computing equipment used and owned by the Contractor, its officers, agents, servants, employees and/or representatives to access the City's Network. 7. Information Security. Contractor agrees to make every reasonable effort in accordance with accepted security practices to protect the Network credentials and access methods provided by the City from unauthorized disclosure and use. Contractor agrees to notify the City immediately upon discovery of a breach or threat of breach which could compromise the integrity of the City's Network, including but not limited to, theft of Contractor -owned equipment that contains City -provided access software, termination or resignation of officers, agents, servants, employees or representatives with access to City -provided Network credentials, and unauthorized use or sharing of Network credentials. 8. LIABILITY AND INDEMNIFICATION. CONTRACTOR SHALL BE LIABLE AND RESPONSIBLE FOR ALL DAMAGES THAT THE CITY MAY INCUR DIRECTLY ON ACCOUNT OF ANY BREACH OF THIS AGREEMENT BY CONTRACTOR ITS OFFICERS AGENTS, SERVANTS OR EMPLOYEES. THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, SHALL NOT BE LIABLE FOR ANY DAMAGES THAT CONTRACTOR MAY INCUR AS A RESULT OF THE CITY S RESTRICTIONS TO OR DENIAL OF ACCESS TO CONTRACTOR'S DATA ON ACCOUNT OF ANY BREACH OF THIS AGREEMENT BY CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES, OR FOR ANY REASONABLE SECURITY MEASURES TAKEN BY THE CITY. IN ADDITION, CONTRACTOR S HALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, AND ALL CLAIMS, DEMANDS AND JUDGMENTS THEREFOR TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S) OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS, S ERVANTS AND/OR EMPLOYEES. CONTRACTOR, AT CONTRACTOR'S OWN COST OR EXPENSE, HEREBY AGREES TO INDEMNIFY, DEFEND AND HOLD HARMLESS THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND/OR EMPLOYEES FROM AND AGAINST ANY CLAIM, LAWSUIT, DEMAND OR OTHER ACTION TO THE EXTENT THAT THE SAME ARISES FROM THE N EGLIGENT ACT(S) OR OMISSION(S) OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. 9. Confidential Information. Contractor, for itself and its officers, agents, employees and representatives, agrees that it shall treat all information provided to it by the City as confidential and shall n ot disclose any such information to a third party without the prior written approval of the City. Contractor further agrees that it shall store and maintain City Information in a secure manner and shall not allow u nauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Contractor shall notify the City immediately if the security or integrity of any City information has been compromised o r is believed to have been compromised. 10. Right to Audit. Contractor agrees that the City shall, during the initial term, any renewal terms, and until the expiration of three (3) years after termination or expiration of this contract, have access to and the right to examine at reasonable times any directly pertinent books, data, documents, papers and records, both hard copy and electronic, of the Contractor involving transactions relating to this Agreement. Contractor agrees that the City shall have access during normal working hours to all n ecessary Contractor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give Contractor reasonable advance notice of intended audits. Contractor further agrees to include in all its subcontractor agreements hereunder a provision to the effect that the subcontractor agrees that the City shall, during the initial term, any renewal terms, and until expiration of three (3) years after termination or expiration of the subcontract, have access to and the right to examine at reasonable times any directly pertinent books, data, documents, papers and records both hard copy and electronic, of such subcontractor involving transactions related to the subcontract and further that City shall have access during normal working hours to all subcontractor facilities and shall be provided adequate and Vendor Network Access Agreement 2 The Azimuth Group Rev. 12/21/2010 appropriate work space in order to conduct audits in compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of intended audits. 11. Agreement Cumulative. This Agreement is cumulative of and in addition to any written contracts, agreements, understandings or acknowledgments with the City signed by Contractor. This Agreement and any other documents incorporated herein by reference constitute the entire understanding and Agreement between the City and Contractor as to the matters contained herein regarding Contractor's access to and use of the City's Network. 12. Amendments. The terms of this Agreement shall not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by an authorized representative of both the City and Contractor. 13. Assignment. Contractor may not assign or in any way transfer any of its interest in this Agreement. Any attempted assignment or transfer of all or any part hereof shall be null and void. 14. Severabilitv. If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 15. Force Maieure. Each party shall exercise its best efforts to meet its respective duties and obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance due to force majeure or other causes beyond their reasonable control (force majeure), including, but not limited to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority, transportation problems and/or any other similar causes. 16. Governing Law / Venue. This Agreement shall be construed in accordance with the laws of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue for such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. 17. Signature Authority. By affixing a signature below, the person signing this Agreement hereby warrants that he/she has the legal authority to bind the respective party to the terms and conditions in this agreement and to execute this agreement on behalf of the respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on this warranty and representation in entering into this Agreement. ACCEPTED AND AGREED: CITY OF FORT WORTH: By:V167-1eZed-YO!;77/ By: I Charles Danielsan Name: Assistant CityManager COet 4i? Title: Date: 12.. /5. / Q a Date: icfrohed Ft o ATT(7 �- St n �-cA7 0 / . 0 _�--ram-d "�. By: ,� a , it* t . . �,•. _� tQ 00 4'Name: k $kCity Secretary 'z4' °°400 °) hl Title: APPROVED TO FORM AND LEGALITY: By: \AN W 0 Vendor Network Access Agreement The Azimuth Group Azimuth Group, Inc.: • "-Ite &Law 15gAtziatt > .c? 11titt t cc ab):3 Contract Author , ?Jot ion J 1dtC) oil3 Date i CC ia W fa w CC al 0 ce Lis 0 0 Rev. 12/21/2010 Assistant City Attorney M & C: none required Vendor Network Access Agreement 4 The Azimuth Group Rev. 12/21/2010 Official site of the City of Fo t Worth Texas FORT WORTI I COUNCIL ACTION: Approved on 11/15/2011 - Ordinance No. 19971-11-2011 DATE• 11/15/2011 REFERENCE NO.: **C-25283 LOG NAME• 38AGI CODE: C TYPE* CONSENT PUBLIC HEARING: NO SUBJECT: Authorize Execution of an Agreement with The Azimuth Group, Inc., for Evaluation of the Municipal Court Case Management System for an Amount Up to $137,225.00 and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Authorize execution of an Agreement with The Azimuth Group, Inc. for evaluation of the Municipal Court Case Management System for an amount up to $137,225 00; and 2. Adopt the attached appropriation ordinance, increasing estimated receipts and appropriations in the Special Trust Fund, Municipal Court Technology Project by $137,225.00 from available funds. DISCUSSION: On January 28, 2003, the City Council approved M&C C-19450, which authorized the purchase of a Case Management and Electronic Document Management System for Municipal Court to enhance court operations. On July 17 2007, the City Council approved M&C G-15785, which authorized a software support and maintenance Agreement for the new system. Over the years of using the current software, the Municipal Court Services Department has identified numerous issues related to general usability and product design as well as software support. The City has more than one option to address these issues, including upgrading the current software and wholesale replacement with a new Case Management System (CMS). To ensure that the selected solution best meets the City's needs and to mitigate risks associated with changing or replacing the existing system, the Department proposes engaging a consultant to conduct a comprehensive assessment of (i) the court's business processes, organizational structure and functional requirements and (ii) the capabilities and limitations of the current system This information would then be used to design the functional and technical specifications that would provide for the most effective and efficient system possible. A Request for Proposals (RFP) was issued on May 18, 2011, seeking a consultant to provide guidance, oversight recommendations and assistance in assessing the court's needs and developing criteria and specifications for a CMS that would achieve the overall goal for improved services. The City received nine proposals in response to the RFP. Responses were evaluated using the following criteria: proposed assessment methodology, qualifications and experience, completeness and quality of responses regarding project goals and objectives, and cost of services. After a thorough evaluation that involved scoring written proposals and reviewing vendor presentations, finalists were selected and the evaluation team made up of representatives from the Municipal Court Services, Financial Management Services and Information Technology Solutions departments, recommended The Azimuth Group, Inc. (AGI), as the best proposed consultant for the City. AGI has successfully engaged projects with the City of Southlake, http://apps.cfwnet org/council packet/mc review.asp7ID=15898&councildate=11/15/2011 12/12/2011 City of New Braunfels, Bexar County, City of Fort Worth, City of Oklahoma City and other municipalities. The contract with AGI is structured to provide the following services and deliverables: 1. Needs Assessment - will provide the delivery of a business process assessment, a technical assessment and identification of issues, risks, opportunities for improvements and constraints. 2. Requirements Analysis - will provide the delivery of functional and technical requirement specifications, a cost justification assessment, RFP development and vendor evaluation planning. 3. Contract Negotiations - will provide facilitation in the selection of a software and implementation services vendor negotiation planning and support in contract development The contract amount with AGI will be for $134,750.00 with $13,475.00 reserved in contingency. On October 25, 2011, the proposed Contract was presented to the City Council's Ad Hoc Municipal Court Advisory Committee and received a positive response. If approved, this Contract will begin on November 16, 2011 and shall remain in effect until all services have been provided under the Agreement. The target completion date for this project is October 31, 2012. M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Municipal Court Services Department and approved by the M/WBE Office because the purchase of goods or services are from source(s) where subcontracting or supplier opportunities are negligible. Reference checks were made by the project team as provided by the recommended vendor. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon adoption of the attached appropriation ordinance, funds will be available in the current operating budget, as appropriated, of the Special Trust Fund. TO Fund/Account/Centers FE72 431038 03853501000 $1481225.00 FE72 539120 03853501000 $148.225.00 Submitted for City Manaaer's Office bv: Oriainatina Department Head: Additional Information Contact: ATTACHMENTS 38AGI Revised A012 v2.doc FROM Fund/Account/Centers FE72 539120 03853501000 $148.225.00 Charles Daniels (6183) Deidra Emerson (6711) Dakisha Boone (6737) Arlethia Dupree (2464) http://apps.cfwnet.org/council_packet/mc review.asp?ID=15898&councildate=1 1 /15/2011 12/12/2011