HomeMy WebLinkAboutContract 46477City Secretary Contract No. "�lY ��
Professional Services Agreement
for
Municipal Court Case Management System
City of Fort Worth
And
�
Journal Technologies, Inc.
City of Fort Wortli — Municipal Court Case Management System
Journal Technologies,Inc.
Page 1 of 94
6F�ICIAL RECpRp
CIYY' �ECRETARY
!�'i'. IN�+�Y�I, iX
24370945.21
Professional Services Agreement
Rev. 2/2015
R��C�S���� P���� 02 2015
City Secretary Contract No.
TABLE OF CONTENTS AND SCH�DULE OF EXHIBITS
Professional Services Agreement Terms and Conditions ...................................... ............... ......4
Annex 1 to Professional Services Ageeement — Cost Inci•eases ..... . .. .... ..... ... . .. .... ... ......19
Annex 2 to Professional Services Agceement — Sample Calculation ... ... ..... . .. . ..... . ... .. ...20
Exhibit A— Services Agreement ....................................................................................2 1
EYhibit A-1 — Statement of Work ....................................................................................23
Addendum 1 to Statement of Work, Business Process Workflow ...............................45
Addendum 2 to Statement of Work, Recommended Hardware and Software Requirements
fot• Hosting Juiy Systems Incorporated's JURY+ Web Gerteratio» and JURY+ Web Soliition
.............................................................................................................46
Exhibit B — Payment Schedule .. .... ... ... ... . ..... ... ..... . ... ... ...... ........ . .. . . .... ... . ... ... . .. ... ... .... ....47 �
Exhibit C— Deliverable Acceptance Form ........................................................................48
Exhibit D— Network Access Agreement ...........................................................................49
Exhibit E— Signature Authority Form ...... ............... ........................ ..................... ............52
EYhibit F — Journal Technologies Software License Agreement ... ... .... ..... . .. .. . . .. . ..... .. ... . ... .... .....53
Appendix A to Exhibit F, License Fees ...............................................................62
Exhibit G — Journal Technologies Annual Support Agreement ..... . .. . .. ... ... ... . .... . ... ... . ..... ... ... ......63
Exhibit H — Juiy Systems Incorporated Software License Agt•eement ... .. .... .. . . .... .... ... ...... ........ ...68
Appendix A to Exhibit H, JURY+ WebGen New Sale Cost Swnmary ..........................75
Appendix A-1 to Exhibit H, JURY+ tiTreb Solulion Cost Summaiy ..............................76
Appendix A-2 to Exhibit H, Jui•y Systems Soui•ce Code and Technical
Doctunentation Esci•ow Agreement ...................................................................77
Exhibit I — Jury Systems Incoi•poi•ated Softwai•e Maintenance Agi•eement . .. ... .. . .. . ... ... ... ... ... .... .... .80
Exhibit J— Journal Technologies Hosting Agreement ........................... ............... ...................85
Appendix A to E�ibit J, Baseline Sizing Requii•ements ............ ...............................89
Appendix B to Exhibit J, Service Level Agreements ...............................................90
� Exhibit B— Payment Schedule contains seven (7) pages.
City of Fort Worth — Municipal Court Case Management System 2437094521
Journal Technologies, Inc. Professional Services Agreement
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City Secretary ConYract No.
Exhibit IC — Journal Technologies, Inc., (formerly Sustain Technologies, Inc.) Source Code and Escrow
Agreement with InnovaSafe Inc .. .................................................................................922
Exhibit L— Certificates of Insut•ance .............................................................................933
Exhibit M— Journal Response to City's General Requirements RFP#13-0207 .............................94`�
2 Exhibit K— Journal Technologies Inc., Source Code and Escrow Agreement with InnovaSafe Inc., contains sixteen
(16) pages.
' Exhibit L— Certificates of Insurance for Journal Technologies, Inc., and Jury Systems, Inc., contains eleven (11)
pages.
`' Eahibit M— Journal Technologies' Response to City's General Requirements RFP #13-0207, contains one hundred
sixty nine (169) pages.
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City Secretaiy Contract No.
PROFESSIONAL SERVICES AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into
by and between the CITY OF FORT WORTH (the "City" or "Client"), a home-rule municipal
corporation situated in portions of Tari•ant, Denton, Johnson, Parker and Wise Counties, Texas, acting
by and through its duly authorized Assistant City Manager, and JOURNAL TECHNOLOGIES, INC.,
("Consultant" oi• "Journal Technologies"), a Utah corporation, acting by and through, its duly authoi•ized
Chief Operating Officer. City and Consultant are each individually referred to herein as a"party" and
collectively referred to as the "parties." The term "Consultant" shall include the (i) Consultant, and (ii)
its officei•s, agents, employees, i•epresentatives, seivants, contractors or subcontractors, although these
persons will not be considered pai�ties to this Agreement. The term "City" shall include (i) the City, and
(ii) its officei•s, employees, agents, and representatives, although these peisons will not be considered
pai�ies to this Agreement.
All Exhibits attached hereto are attached and/or incorporated herein by reference and inade a part
of this Agreement foi• all purposes. In the event of any conflict between the documents, any of the
Exhibits, or the terms and conditions of tlus Professional Services Agreement, this Professional Services
Agreement shall control, unless a doctunent or Exhibit expr�essly overrides the Professional Services
Agreement or a provision thereof.
SCOPE OF SERVIC�S.
Consultant hereby agrees, with good faith and due diligence, to pi•ovide the City with pi•ofessional
consulting services for a comprehensive municipal court Case Management System (CMS). Specifically,
Consultant will perfoi•m all duties outlined and described in Exhibit "A," Services Agreement, and Exhibit
"A-1," Statement of Worlc, whicl� are both attached hereto, incorporated herein for all purposes, and fw�ther
referi•ed to hei•ein collectively as the "Services." Notwithstanding anything to tlle contrai•y herein in this
Agi•eement, Consultant shall be liable and i•esponsible fol• all services to be provided hei•eunder, whethei•
indicated herein as being provided by Consultant or any or all of its subcontractors or conteactors. All
references to providing services and performing duties in this Agreement, shall include providing services
and/or causiug services to be provided, and performing duties and/or ca�ising duties to be performed.
Nothing hei•ein shall relieve Consultant of its dl�ties and obligations l�ndei• this Agi•eement. Consultant shall
perforin the Sei•vices in accoi•dance with standat•ds in the industi•y for the same or similar sei•vices. In
addition, Consl�ltani shall perform the Seivices in accordance with all applicable federal, state, and local
laws, i•�iles, and i•egulations. If thei•e is any coilflict between this Agi•eement and Exhibit A and/or Exhibit
A-1, the tei•Ins and conditions of this Agreement shall control.
2. TERM.
Tl�is Agreelnent shall commence upon the last date executed by all parties (`Bffective Date")
and shall expire no later than six (6) yeais fi•om the Effective Date ("Initial Term"), imless terminated
earlier in accordance with the provisions of this Agreement or otherwise extended by the parties.
Following the Initial Tel•m, this Agreement may be renewed foi• foui• additional consecutive tei•ms of one
yeat• each at the City's option. The one-yeai• period following the end of the Initial Tei•m shall be the
"Initial Renewal Term." Each subsequent one -year period following the Initial Renewal Term shall be a
"Renewal Term." The I�litial Term, the Initial Renewal Term, and airy Renewal Term are herein
collectively i•efei•i•ed to as the "Term." The City shall provide Consnitant with written notice of its intent
to renew at least thirty (30) days prior to the end of each terni.
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3. COMPENSATION.
(a) The City shall pay Consultant an amount not to exceed $2,539,198.20 for the Initial Tei•m,
which includes the implementation and initial costs of $1,124,501.00, in accordance with the provisions
of this Agreement and Exhibit B, Payment Schedule, which is attached hereto and incorporated herein
for all purposes.
(b)Payment for the Initial Renewal Term is not anticipated to exceed $435,000.00, assuming that
the providers of the hosting and the juiy solutions increase their rates no more than 5% for such Initial
Renewal Term. The cost for each subsequent Renewal Term foliowing the Initial Renewal Term shall
not exceed the prior year's cost by more than 5%. For the avoidance of doubt, City acknowledges that (i)
Consultant camlot anticipate the Initial Renewal Term costs for the hosting provider or for the juiy
solution provider because these providers are separate companies, and (ii) the Initial Renewal Term cost
is an estimate. Notwithstanding, Consultant shall notify City within ninety (90) days prior to the Initial
Renewal Term of a cost increase for the Initial Renewal Term that t•esults in a payment in excess of
$435,000.00, including the reason for such cost increase.
(c) Consultant shall not perform, and the City shall not be liable for any additional services not
specified by this Agreement unless the City requests and approves in writing the additional costs for such
services. Additionally, in the event that the hosting sizing exceeds the Baseline Sizing Requirements (as
defined in Exhibit �, such increase will be subject to the costs set forth in Annex 1 attached hereto. In
the event the hosting space used in a particular quarter (A) exceeds the hosting space used in the
immediately preceding quarter by more than 1TB, the quarterly hosting fee shall be increased by $1,200
for each 1TB of such excess, (B) is less than the hosting space used in the immediately preceding quarter
by more than 1TB, the quarterly hosting fee shall be dect•eased by $1,200 for each 1TB of such excess.
Disaster recoveiy exercises as set forth in Section 8 of Exhibit J will be provided at an hourly rate not to
exceed $225/hour, each of which is expected to require no more than 50 hours. The third pai�ty audit set
forth in Section 6a(iv) of Exhibit J will be provided at an hourly rate not to exceed $225/hour, each of
which is expected to require no more than 100 hours. Any additional sei•vices not set foi�th in this
Agreement and the attachments hereto shall be provided at an hourly rate not to exceed $225/hour.
(d) Consultant shall submit an invoice with respect to each quarter's fees, in the amount set forth
on Exhibit B, at least sixty (60) days prior to beginning of such quarter. City agrees to pay all invoices of
Consultant within thil�ty (30) days of receipt of such invoice. Consultant may charge interest on late
payments not to exceed one percent (1%).
TERMINATION.
4.1. Convenience. Either the City or Consultant may terminate this Agreement at any time and for any
reason by providing the other pai�ty with sixty (60) days' written notice of termination; provided,
however, the City shall give ninety (90) days written notice of termination of the hosted services as set
forth in Exhibit J to this Agreement.
4.2 Breach. If eithet• party commits a material breach of this Agreemeilt, the non-breacl�ing Party
inust give written notice to the breaching party that describes the breach in reasonable detail. The
breaching party milst cui•e the breach ten (10) days after receipt of notice fi•oin the non-breaching pai•ty,
or other time frame as agreed to by the parties. If the bt•eaching party fails to cure the breach within the
stated period of time, the non-breaching party shall institute the dispute resolution process set foi•th in
Section 29 herein.
City of Fort Worth — Mw�icipal Court Case Management System 2437094521
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City Secretai•y Contcact No.
4.3 Fiscal Fllnding Out• In the event no funds or insufficient funds are appropriated by the City in any
fiscal period for any payments due hereunder, the City will notify Consultant of such occilrrence aud this
Agi•eement 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 poi•tions of the payments
herein agreed upon for which fiinds have been appropriated.
4.4 Duties and Obli�;ations of the Parties. In the event that this Agreement is
terminated prior to the end of the Initial Term or pl•ioi• to the end of any Renewal Term, the City s11a11
pay Consultant for services actually rendered up to the effective date of tei•mination and Consultant shall
continue to pi•ovide the City with services reqliested by the City and in accoi•dance with this Agreeinent
up to the effective date of termination. The Services Disentanglement (defined below) process will
begin upon the termination of this Agreement oi• the expiration of the Initial Term, or Renewal Tei•m, as
applicable, and will contimie for a period up to 12 months following such expii•ation (the
"Disentanglement Period").
4.5 Sei•vices Disentan leg ment. In the event that this Agreement is tei•minated or expires in
accordance with its terms, or in the event tlle City terminates the hosting services as set foi•th in Exhibit
J to this Agi•eement, Journal Technologies agrees to provide the following services when requested by
the City at a cost to be reasonably agreed upon by the pai�ties, at an hourly i•ate not to exceed $225/hour:
(a) Provide the City or its designee with all nonproprietaiy information i•egarding the
Services that the City or its designee will need to perfonn the transition of the Services fi�om Joiirnal
Technologies to the City or its desig�lee (the "Services Disentanglement"). This information includes,
without limitation, data conversions, interface specifications and data about related professional
sei•vices. If the City requests in connection with the Services Disentangleinent, Journal Technologies
will deliver to the City or its designee all curreut, nonproprietaiy documentation atld data related to the
City-owned assets and infi•asti•ucture, the City's data, as well as the Pi•ocess and Pi•ocedui•es Manual.
(b) Promptly and oi•dei•ly conclude all work as the City may dii•ect Journal Technologies to
do with respect to tl�e Services in accordance with this Agreement. This may include the documentation
of work in pi•ogi•ess and other measui•es to provide an orderly ti•ansition to the City or its designee.
(c) Discuss witl� the City in good faith a cletailed sel•vices disentanglement plan (the
"Services Disentanglement Plan"), and provide this Services Disentanglement Plan to the City within
thirty (30) days aftei• the Sei•vices Disentanglement begins. The Sel•vices Disentanglement Plan will
detei•mine the nature and extent of Journal Teclmologies' Seivices Disentanglement obligations and
detail the transfer of Seivices required, but the Services Disentanglement Plan must not reduce Journal
Technologies' obligation under this Agceement to provide all Services necessaty for Services
Disentanglement.
(d) Consultant shall ilot (and ensure that its subcontractors do not), in any manner,
communicate disparaging infoi•mation about the City or its designee, oi• any of their persoiulel, to the
ti•ansitioning or existing pel•sonnel of the City oi• its designee.
(e) Work with City to trausfer the information necessary for the City or its designee to
assume fiill responsibility for providing the Services while limiting the impact of any interruption.
(fl Use commercially reasonable effoi•ts to ti•ansfer other conti•actual a►•i•angements related
to this Agreement (for example, City-specific work orders or lnaintenance arrangements) to the City at
the City's cost, if the City requests these contractual transfers as pai•t of the Services Disentanglement. If
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the City requests the assignment of contracts as part of the Services Disentanglement, then Journal
Technologies will assign to the City's designee — fi•om among the leases, maintenance, support and
other contracts used exclusively by Journal Technologies in connection with the Services — such
contracts as the City might select from the list that Journal Technologies will provide.
(g) Agree to negotiate, in good faith, licenses with software vendors on commercially reasonable
terms so that, following the term of this Agreement, the City can use software that Journal Technologies
installed. Payment of the costs associated with procuring any such licenses shall be the City's
responsibility.
(h) ICeep all the hardware, software, systems, networks, technologies and other assets of Journal
Technologies used in providing Services to the City (including leased and licensed assets) in good
condition.
(i) Comply with its ongoing good-faith and contractual obligation to retain consistent staf�ing
quality and levels at all times during the term of this Agreement, including when this Agreement is near
the end of its Initial Term or Renewal Term, as applicable, when the Journal Technologies anticipates
termination and when the City has delivered its intent to terminate the Agreement.
5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
5.1 Disclosure of Conflicts. 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.
5.2 Confidential Information. The City acknowledges that Consultant may use products, materials,
or methodologies proprietaiy to Consultant. The City agrees that Consultant's provision of services
under this Agreement shall not be grounds for the City to have or obtain any rights in such propi•ietary
products, materials, or methodologies unless the parties have executed a separate written agreement
with respect thereto. Consultant, for itself and its officers, agents and employees, 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 prioi• written approval of the City.
5.3 Unauthorized Access. Consultant shall store and maintain City Information in a secure manner
and shall not allow unauthorized users to access, modify, delete or otherwise cori•upt City Information in
any way. Consultant shall notify the City immediately if the security or integrity of any City information
lias been compromised or is believed to have been compromised, in which event, Consultant shall, in
good faith, use all commercially reasonable efforts to cooperate with the City in identifying what
information has been accessed by unauthorized means and shall fuily cooperate with the City to pi•otect
such information fi•om further unauthoi�ized disclosui•e.
5.4 Public Information. Journal Technologies undei•stands and acknowledges that the City is a
public entity under the laws of the State of Texas, and as such, all documents held by the City are
subject to disclosure under Chapter 552 of the Texas Government Code. Journal Tecllnologies shall use
its reasonable efforts to clearly indicate to the City what information it deeins proprietary by markiiig
such documents "PI•oprietary and Confidential." Unless othei•wise applicable laws govei•n, the City will
consider documents not marked by Journal Technologies as "Proprietary and Confidential" to be open
for public inspection. If the City is required to disclose any documents that may reveal any Journal
Technologies proprietaiy or confidential information to third parties under the Texas Government Code,
City of Fort Worth — M�inicipal Court Case Management System
Journal Technologies, Inc.
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24370945.21
Professional Services Agreement
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City Secretary Contract No.
or by any other legal process, law, rule or judicial order by a court of competent jurisdiction, the City
will utilize its best effoi-�s to notify Journal Technologies pt•ior to disclosui•e of such docttments, and
provide JoLu•nal Technologies with reasonable opportunity to file any necessaiy documents or forms to
object to disclosure.
6. RIGHT TO AUDIT.
Consultant ag►•ees that the City shall, during the Initial Term, during any Renewal Term, and
until the expiration of three (3) years after final payment under this Agreement, have access to and the
right to examine at reasonable times any directly pertinent books, documents, papers and records, hard
copy or electronic, of the Consultant involving transactions relating to this Agreement at no additional
cost to the City. Consultant agrees that the City shall have access during normal working hours to all
necessary Consultant facilities and shall be provided adequate and appi•opriate work space in order to
conduct audits in compliance with the provisions of this section. The City shall give Consultant not less
than 10 days' written notice of any intended audits.
Consultant fiuthei• agrees to include in all its subconti•actor agreements hei•eundel• a provision to
the effect that the subcontractor agi•ees that the City shall, during the Initial Tei•m, dui•iilg any Renewal
Term, and 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,
hai•d copy or electr•onic, of such subconti•actor iilvolving transactions related to the subcontract, and
further that City shall have access during normal working holu•s to all subcont�•actor facilities and shall
be provided adequate and appropriate woi•k space in order to conduct audits in coinpliance with the
provisions of this paragcaph. City shall give subcontractor not less than 10 days' written i�otice of alry
intended audits.
7. INDEPENDENT CONRACTOR.
It is expressly understood and agreed that Consultant shall operate as an independeilt contractor
as to all i•ights and privileges gcanted hei•ein, and noi as agent, representative or employee of the City.
Subject to and il� accoi•dance with the conditions and provisions of this Agreement, Consultant shall
have the exclusive right to conti•ol the details of its opei•ations atld activities and be solely responsible
for the acts and omissions of its officeis, agents, servants, employees, contractors and subcontractors.
Consultant aclalowledges tl�at the doch•ine of respondeat s�a�pe�•ior shall noi apply as between the City,
its officers, agents, sei•vants and employees, and Consultant, its officel•s, agents, employees, sei•vants,
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. It is further understood that the
City shall in no way be considered a co-employel• or a joint employei• of Consultant oi• any officei•s,
agents, sei•vants, employees or subcoutractoi•s of Consultant. Neither Consultant, nol• any officel•s,
agents, seivants, employees oi• subcontractors of Consultant shall be entitled to any einploy�nent
benefits fi•om the City. Consultant shall be responsible and liable for any and all payment and reporting
of taxes on behalf of itself, and any of its ofiicers, agents, servants, employees or subcontractors.
8. LIABILITY AND INDEMNIFICATION.
A. LIABILITY - CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND
ALL PROP�RTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF ANY HIND OR CHARACTER, WHETHER REAL
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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.
B. INDEMNIFICATION - CONSULTANT HEREBY COVENANTS AND AGREES TO
INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS,
SERVANTS AND EMPLOY�ES, FROM AND AGAINST ANY AND ALL CLAIMS OR
LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALL�GED DAMAGE OR LOSS TO
CONSULTANT'S BUSINESS, AND ANY RESULTING LOST PROFITS), OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN
CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL
MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SUBCONTRACTORS,
SERVANTS OR EMPLOYEES.
C. INTELLECTUAL PROPERTY INFRINGEMENT —(i) Tlie Consultant warrants that all
Deliverables, or any part thereof, furnished hereunder by the Consultant pursuant to the Statement
of Worlc, including but not limited to: programs, documentation, software, analyses, applications,
methods, ways, and processes furnished hereunder by the Consultant pursuant to the Statement of
Work (for purposes of this Section 8C, each individually referred to as a"Deliverable" and
collectively as the "Deliverables") and the hosted service furnished under the Hosting Agreement
pursuant to the Statement of Work, do not infringe upon or violate any patent, copyrights,
trademarks, service marlcs, trade secrets, or any intellectual property rights or other third party
proprietary rights.
(ii) Consultant shall be liable and responsible for any and all claims or actions against the City for
infringement of any patent, copyright, trademarlc, service marlc, trade secret, or other intellectual
property rights arising from City's use of the Deliverable(s), or any part thereof, in accordance with
this Agreement, it being understood that this agreement to be liable and responsible shall not apply
if the City modi�es or misuses the Deliverable(s).
(iii) Consultant agrees to indemnify, defend, settle, or pay, at its own cost and expense, including the
payment of reasonable attorney's fees, any claim or action against the City for infringement of any
patent, copyright, trademarlc, service marlc, trade secret, or other intellectual property right arising
from City's use of the Deliverable(s), or any part thereof, in accordance with this Agreement, it
being understood that this agreement to indemnify, defend, settle or pay shall not apply if the City
modifies or misuses the Deliverable(s). So long as Consultant bears the cost and eapense of payment
for claims or actions against the City pursuant to this Section 8, Consultant shall have the right to
conduct the defense of any such claim or action and all negotiations for its settlement or
compromise and to settle or compromise any such claim; however, City shall have the right to fully
participate in any and all such settlements, negotiations, or lawsuits as necessary to protect the
City's interest, and City agrees to cooperate with Consultant in doing so. In the event Consultant
fails to talee reasonable steps necessary to defend diligently any such claim or action, the City may
assume the defense of such claim or action and all negotiations for its settlement o►• compromise
and to settle or compromise any such claim, and Consultant will be liable for all reasonable costs or
espenses thereafter incurred in connection with such defense, pi•ovided, that Consultant shall have
the right to participate in, at its own expense, the defense of such claim or action. City agrees to give
Consultant timely written notice of any such claim or action, with copies of all papers City may
i•eceive relating thereto. If the Deliverable(s), oi• any part thereof, is held to infringe and the use
thereof is enjoined or restrained or, if as a result of a settlement or compromise, such use is
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Journal Technologies, Inc. Professional Services Agreement
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materially adversely restricted, Consultant shall, at its own expense and as City's sole remedy,
either: (a) procure for City the right to continue to use the Deliverable(s); or (b) modify the
Deliverable(s) to malce them/it non-infringing, provided that such modification does not materially
adversely affect City's authorized use of the Deliverable(s); or (c) replace the Deliverable(s) with
equally suitable, compatible, and functionally equivalent non-infringing Deliverable(s) at no
additional charge to City; or (d) if none of the foregoing alternatives is reasonably available to
Consultant, the City may terminate this Agreement, and receive an Equitable Refund (as defined
below). "Equitable Refund" shall mean a pro rata refund of any quarterly fees paid in advance by
the City to the extent that quarterly fees relate to infringing Deliverable(s), or par•t thereof, which
refund shall be pro rata based on the amount of time remaining in the quarter to which such
quarterly fees relate. A sample calculation of an Equitable Refund is attached hereto as Annex 2.
Subsequent to any such termination under clause (d) of this Section 8C(iii), City may seelc any and
all remedies available to City under law, other than indirect, special or consequential damages.
CONSULTANT'S OBLIGATIONS HEREUNDER SHALL BE SECURED BY THE I2EQUISITE
INSURANCE COVERAGE AND AMOUNTS SET FORTH IN SECTION 10 OF THIS
AGREEMENT.
9. ASSIGNMENT, SUBCONTRACTING. AND PRIMARY RESPONSIBILITY.
Notwithstanding ailything to the contraly in this Agreement, or any Exhibit or attachment to this
Agreemeilt, Jotu•nal Technologies shall be coilsidei•ed the ConsLlltant and Prime Vendor, and shall be
liable and responsible for all seivices provided under this Agi•eement aiid any Exhibit and/or attachment
to this Agreement, whether or not such services are provided by Joliinal Technologies or any of its
Authorized Subconh•actois as defined herein in this Sectioil 9. TIZe City shall not be required to
correspond or communicate with any Authorized Subconti•actors for any services to be provided under
this Agi•eement. The City shall not be invoiced or billed directly by any Authorized Subcontractols under
this Agreement. All cominunications and invoicing and/oi• billing to the City shall be directly with and
fi�on1 Jolu•nal Technologies, except as othei•wise set foi•th in the Statement of Work oi• as othei•wise
requested by the City.
Neither Consultant, noi• any A�ithoi•ized Subcontractor as defined herein, shall assign or
subcontract any of its duties, obligations oi• rights under this Agi•eement without the pi•ior written consent
of the City. For pLirposes of this Agreeinent, Authorized Subcontractois shall include Jury Systems, Inc.,
and Tonaquint Data Center, Inc. If the City grauts consent to an assignment, the assignee shall execute a
wi•itten agceement with tlle City and the Consultant oi• the Authoi•ized Subconti•actor undei• which the
assignee agcees to be bound by the duties and obligations of Consultant or Authorized Subcontractor
under this Agi•eement. The Consultant or Authol•ized Subcontractor, 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 oe Authorized
Subcontractor referencing this Agreement under which the subcontractor shall agree to be boiind by the
duties and obligations of the Consultant oi• Authorized Subcontractoi• undei• this Agreement as such
duties and obligations may apply. The Consultant or Authorized Subcontractor shall provide the City
with a fillly executed copy of any such sti�bconti•act.
In accoi•dance with City of Fort Woi�th Oi•dinance No. 20020-12-2011, the City has goals foi• the
participation of Minority Business Enterprises and Womei� Business Enterprises (M/WBE) in City contcacts.
Consultant acknowledges the M/WBE goal established for this contcact at 10% and its coinmitment to meet
that goal. Any misrepi•esentation of facts (other than a negligent misi•epresentation) and/oi• the colnmission of
fi•aud by Consultant may result in the tei•mination of this agreement and debainlent fi•om pat•ticipating iiz City
conti•acts for a pel•iod of time of not less than thi•ee (3) yeai•s. Consultant will submit information concei•ning
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b. Combined limit of not less than $1,000,000 per claim; $2,000,000 aggregate and Umbrella
Coverage in the amount of $4,000,000. Umbrella policy shall contain a follow-form provision
and shall include coverage for personal and advei�tising injury. The umbrella policy shall cover
amounts for any claims not covered by the primary Technology Liability policy. Defense costs
shall be outside the limits of liability.
(a) Coverage shali include, but not be limited to, the following:
(i) Failure to prevent unauthorized access
(ii) Unauthorized disclosm�e of third patiy non-public corporation information
(iii) (A) Implantation of malicious code oi• computer virus and (B) Fraud, Dishonest or
Intentional Acts, in each case to the extent constituting a glitch or data privacy wrongful
act caused by any past or present employee of any named insured who acts or acted
outside the scope of his or her employment to intentionally cause such glitch or a data
privacy wrongful act
(iv) Intellectual Property Infi�ingement coverage, specifically including coverage for
intellectual property infi�ingement claims and fot• indemnification and legal defense of
a11y claims of intellectual property infringement, including infi�ingement of copyi•ight,
trade mark or trade secret, brought against the City for use of Deliverables, Software or
the M/WBE (s) that will pai-�icipate in the contract to meet the set goal. The information shall include: (1)
the name, addi•ess and telephone number of each M/WBE; (2) the description of the work to be performed
by each M/WBE; and (3) the approximate dollar amount/ percentage of the participation. If Consultant
fails to meet the stated goal, then Consultant must submit detailed documentation of good and honest
efforts as to why the goal was not achieved.
10. INSURANCE.
10.1 The Consuitant, and, in the case of Intellectual Property Infi�ingement coverage, its subcontractor
Jury Systems, Inc., shall carry the following insurance coverage with a company that is licensed to do
business in Texas or otherwise approved by the City:
2.
4.
Commercial General Liability
a. Combined limit of not less than $2,000,000 per occurrence; $4million aggregate or
b. Combined limit of not less than $1,000,000 per occurrence; $2,000,000 aggregate and Umbrella
Covet•age in the amount of $4,000,000. Umbrella policy shall contain a follow-form provision and
shall include coverage for personal and advet•tising injui•y.
c. Defense costs shall be outside the limits of liability.
Automobile Liability Insurance covering any vehicle used in the course of providing services
under this Agreelnent, including non-owned and hired vehicles, with a combined limit of not less
than $1,000,000 per occurrence.
Professional Liability (Errors & Omissions) in the amount of $1,000,000 per claim and
$1,000,000 aggregate limit.
Statutory Workers' Compensation and Employers' Liability Insurance requirements per the
amount required by the applicable statute.
5. Technology Liability (Errors & Omissions) �
a. Combined limit of not less than $3,000,000 per claim; $3,000,000 aggregate or
1 The Technology Liability and Professional Liability coverage set forth in this Section 10 is pi•ovided under the
same Errors and Omissions po(icy.
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Services provided by Consultant oi• Jury Systems, I�1c., as applicable, under this
Agreement.
Technology coverage may be provided through an endorsement to the Commercial General
Liability (CGL) policy, a separate policy specific to Technology E&O, or an umbt•ella policy that
picks up coverage after primaiy coverage is exhausted. Either is acceptable if coverage meets all
other requil•ements. Any deductible will be the sole 1•esponsibility of the Consultant and may not
exceed $250,000 without the written approval of the City. Coverage shall be claims-made, with a
i•etl•oactive or pl•ior acts date that is on or before the effective date of this Agreement. Coverage
shall be inaintained for the duration of the contractual agreeinent and for two (2) yeais following
completion of services provided. An annual certificate of insurance, or a full copy of tlle policy if
requested, shall be submitted to the City to evidence coverage.
Any other instu•ance as reasonably requested by City at a cost to be agreed upon by the parties.
10.2 General Insurance Requirements:
1. All applicable policies, except the aLrtoinobile policy, shall name the City as an additional insui•ed
thereon, as its interests may appear. The terin City shall include its employees, officei•s, off'icials,
agents, and volunteers in respect to the contracted services.
2. The workers' compensation policy shall include a blan(cet Waiver of Subrogation (Right of
Recovery).
3. A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be
pi•ovided to the City. Ten (10) days' notice shall be acceptable in the event of non-payment of
pi•emium. Notice shall be sent to the Risk Manager, City of Fot•t Worth, 1000 Throckmorton,
Fort Woi�th, Texas 76102, with copies to the City Attorney at the same address.
4. The insui•ers fol• all policies must be licensed and/or approved to do business in the State of
Texas. All insui•ers must have a minimum rating of A- VII in the current A.M. Besi Key Rating
Guide, or have i•easonably eqnivalent financial strength and solvency to the satisfaction of Risk
Management. If the rating is below that required, written approval of Risk Management is
required.
5. Any failLu•e on the part of the City to request reqitired insurance documentation shall not
constitute a waiver of the insurance requirement.
6. Certificates of Insurance evidencing that the Cousultant has obtained all required insurance shall
be delivei•ed to and approved by the City's Rislc Management Division pi•ior to execution of this
A�ceement.
1L COMPLIANCE WITH LAWS, ORDINANCES, RULES AND REGULATIONS.
Consultant agcees to comply with all applicable federal, state and local laws, ordinances, rules
and i•egulations. If the City notifies Consultant of any violation of such laws, ordiizances, rules ol•
regulations, Consultant shall immediately desist fi•oin and coi•i•ect the violation.
12. NON-DISCRIMINATION COVENANT.
Cousultailt, for itse]f, its personal representatives, assigns, subcontractors and successors in
intei•est, as part of the considei•ation hel•ein, agi•ees that in the pet•foi�mance of Consultant's duties and
obligations hei•eunder, it shall not disci•inlinate in the treatment or employment of any individual or gcoup
of individuais on any basis prohibited by law. If any claim arises fi•om an alleged violation of this non-
discrimination covenant by Consultant, its personal representatives, assigns, subcontractors or sLlccessois
in intei•est, Consultant agrees to assume silch liability and to indemnify and defend the City and hold the
City harmless f'ronl such claim.
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13. NOTICES.
Notices required pursuant to the pi�ovisions 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 h•ansmission, 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: Municipal Court Director
1000 Throckmorton Street
Fort Worth TX 76102
Facsimile: (817) 392-6702
With Copy to:
City Manager
1000 Throckmorton Street
Fort Woi�th, Texas 76102
Facsimile: (817) 392-6134
City Attorney
1000 Throckmorton Street
Fort Worth, Texas 76102
Facsimile: (817) 392-8359
TO CONSULTANT:
Journal Technologies, Inc.
Attn: President
915 E 1 S` Street
Los Angeles, CA 90012
Facsimile: (213) 229-5481
14. SOLICITATION OF EMPLOYEES.
Neither the City nor Consultant shall, during the Term of this Agreelnent and additionally for a
period of one year aftei• its termination, solicit for employinent or employ, whether as employee or
independent contractoi•, any person who is or has been employed by the other during the term of this
Agreement, without the pi•ior written consent of the peison's employer. This provision shall not apply to
an employee who responds to a general solicitation or advertisement of employment by either party.
15. 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.
16. 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 upo�7 appropriate performance or to assert any such right on any
future occasion.
17. GOVERNING LAW AND VENUE.
This Agreement shall be construed in accordance with the laws of the State of Texas. If any
action, whethe�� real or asserted, at law or in equity, is brought on the basis of this Agreement, venue for
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sltch action shall lie in state cotu�ts located in Tarrant Couuty, Texas oi• the United Staies District Court for
the Northei•n District of Texas, Foi•t Worth Division.
18. SEVERABILITY.
If any provision of this Agreement is held to be invalid, illegal oi• unenforceable, the validity,
legality and enforceability of the remaining provisions shali not in any way be affected or impaired.
19. FORCE MAJEURE.
The City and Consliltant shall eYercise their best efforts to meet their i•espective duties and
obligations as set fol�th in this Agl•eement, but shall not be held liable for any delay oi• 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
resti•ictions by any govei•nmental alithority, ti•anspor�tation probleins and/or any othel• similar causes.
20. HEADINGS NOT CONTROLLING.
Headings and titles used in this Agi•eement are foi• i•eference purposes only and shall not be
deeined a pai�t of this AgY�eement.
21. REVIEW OF COUNSEL.
The parties acknowledge that each party and its counsel have reviewed this Agreement and that
the noi•mal rules of consti•uciion 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.
22. AMENDMENTS.
No amendme�lt of this Agreement shall be binding upon a pai-ty hereto unless such amendment is
set forth in a wi•itten inst�•ument, aild duly executed by an authorized representative of each party.
23. ENTIRETY OF AGREEM�NT.
This Agreement, including any exhibits attached hei•eto and any documents incoiporated herein
by reference, contains the entire anderstanding and agr•eement between the City and Consultant, their
assigns and successoi•s in iiltei•est, as to the inatters contained hei•ein. Any pl•ioi• or contempoi•aneous oi•al
or written agreement is hereby declared null and void to the extent in conflict with any provision of this
Agreement.
24. COUNTERPARTS.
This Agceenlent may be executed in one or mol•e countei•pai•ts and each countei•pai•t shall, foi• all
purposes, be deemed an oi•iginal, but all such countei•pai•ts shall together constitute one and the saine
instrument. AIZ executed Agceement, modification, amendment, or separate signature page shall constitute
a duplicate if it is ti•ansmitted thi•ougtl electronic means, such as fax oi• e-nzail, and i•eflects the signing of
the doctunent by any pai•ty. Duplicates ai•e valid and binding even if an oi•iginal paper document beai•ing
each pai•ty's original signature is not delivei•ed.
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25. WARRANTY OF SERVICES.
Consultant warrants that its services will be of a professional quality and conform to generally
prevailing industry standards. City must give w►•itteil notice of any breach of this wai•ranty within thirty
(30) days from the date that the services are completed. In such event, at Consultant's option, Consultant
shall either (a) use commercially reasonable efforts to re-perform the services in a manne�• that conforms
with the warranty, or (b) refund the fees paid by the City to Consuitant for the nonconforming services.
26. DELIVERABLE ACCEPTANCE.
Consultant shall verify the quality of each deliverable before submitting it to the City for review
and approval. Tl�e City will review all deliverables to detei•mine their acceptability and signify acceptance
by execution of the Deliverable Acceptance Form, which is attached hereto as Eshibit C. If the City
rejects the submission, it will notify the Consultant in writing as soon as the determination is made listing
the specific reasons for rejection. The Consultant shall have fifteen (15) days, or an alternate period of
time as reasonably agreed upon in advance by the parties hereto, to correct any deficiencies and resubmit
the corrected delivet•able. Payment to the Consultant shall not be authorized unless the City accepts the
deliverable in writing in the form attached. The City's acceptance will not be um•easonably withheld.
27. NETWORK ACCESS.
27.1 City Network Access. If Consultant, and/or any of its employees, officers, agents,
seivants or subcontractors (for purposes of this Section 27, "Consultant Personnel"), requires access to
the City's computer• network in order to provide the services herein, Consultant shall execute and compiy
with the Network Access Agreement which is attached hereto as Exhibit D and incorporated herein for
all purposes.
27.2 Federal Law Enforcement Database Access. If Consultant, or any Consultant Personnel,
requires access to any federal law enforcement database or any federal criminal history record
information system, including but not limited to Fingerprint Identification Records System ("FIRS"),
Interstate Identification Index System ("III System"), National Crime Information Center ("NCIC") or
National Fingerprint File ("NFF"), that is governed by and/or defined in Title 28, Code of Federal
Regulations Part 20 ("CFR Part 20"), for the pm•pose of providing services for the administration of
criminal justice as defined therein on behalf of the City under this Agreement, Consultant shall comply
with the Criminal Justice Information Services Security Policy and CFR Part 20, and shall sepaz•ately
execute the Federal Bureall of Investigation Criminal Justice Information Services Security Addendnm.
28. IMMIGRATION NATIONALITY ACT.
The City of Fort Worth actively supports the Iimnigration & Nationality Act (INA) which
includes provisions addressing employment eligibility, employlnent verification, and nondiscrimination.
Consuitant shali verify the identity and employment eligibility of all employees who perform work under
this Agceement. Consultant shall complete the Employment Eligibility Verification Form (I-9), maintain
photocopies of all supporting employment eligibility and identity documei7tation for all employees, and
upon request, provide City with copies of all I-9 forms and supporting eligibility documentation for each
employee who performs work under this Agreement. Consultant shall establish appropriate procedures
and controls so that no services will be perfot•med by any employee who is not legally eligible to perform
such services. Consliltant shall provide City with a certification letter that it has complied with the
verifcation requirements required by this Agreement. Consultant shall indemnify City from any penalties
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or liabilities due to violations of this provision. City shall have the right to immediately tei•minate this
Agreement for violations of this provision by Consultant.
29. INFORMAL DISPUTE RESOLUTION.
Subject to Section 4.2 hei•ein, if eithei• City or Consultant has a claim, dispute, or otl�ei• matter in
question for breach of duty, obligations, setvices rendered or any warranty that arises under this Agreement,
the parties shall fii•st attempt to i•esolve the matter through this dispute resohrtion process. The disputing party
shall notify the other party in writing as soon as practicable after discovering the claim, disptrte, or breach.
The notice shall state the nature of the dispute and list the party's specific i•easons for such dispute. Within
ten (10) business days of receipt of the notice, both parties shall commence the resolution process and make
a good faith effoi�t, either through email, mail, phone conference, in person meetings, or othet• reasonable
means to i•esolve any claim, dispute, breach or other inattet• in question that may arise out of, or in connection
with this Agreement. If the parties fail to resolve the dispLrte within sixty (60) days of the date of i•eceipt of
the notice of the dispute, then the pai�ties may submit the matter to non-binding mediation in Tarrant County,
Texas, upon wi•itten consent of authorized representatives of both pai�ties in accoi•dance with the Industly
Arbitration Rules of the American Arbih•ation Association or other applicable rules governing meciiation then
in effect. The mediator shall be agceed to by the parties. Each party sl�all be liable for its own expenses,
inclLiding attorney's fees; howevei•, the parties shall shai•e equally in the costs of the mediation. If the
parties cannot resolve the dispute through mediation, then either party shall have the riglit to exercise any and
all i•emedies available under law regarding the dispute. Notwithstanding the fact that the parties may be
attempting to resolve a dispute in accol•dance with tl�is informal disptrte t•esolution pi•ocess, the pai•ties
agi•ee to continue without delay all of theii• respective duties and obligations ander this Agreement not
affected by the dispute. Either pal•ty may, before or dul•ing the exercise of the infoi•mal dispute resolution
process set foi•th herein, apply to a coui•t having jiuisdiction for a tempoi•aiy resh•aining order ot•
preliminaiy injunction where such relief is necessary to protect its interests.
30. REPORTING REQUIREMENTS.
Foi• purposes of this Section 30, the woi•ds below shall have the following meaning:
Cl�ild shall mean a pei•son under the age of 18 yeais of age.
Cl�ild porf�og���apl�y means an image of a child engaging in sexual conduct ol• sexual performance as
defined by Section 43.25 of the TeYas Penal Code.
Compi�fer� means an electronic, magnetic, optical, electrochemical, or other high-speed data processing
device that performs logical, arithmetic, or memoiy fiinctions by the manipulations of electronic or
magnetic iinpulses and includes all input, output, processing, storage, oi• cominunication facilities that are
connected or related to the device.
Con�piiter• technicia» means an individual who, in the coui•se and scope of employinent ol• business,
installs, repail•s, or otherwise services a computei• for a fee. T11is shall include installation of softwai•e,
hardware, and maintenance services.
If Consliltant meets the definition of Computer Technician as defined herein, and while providing
services pui•suant to this Agceement, views an image on a computei• that is oi• appeai•s to be child
pornography, Consultant shall immediately report the discovery of the image to the City and to a local or
state law enfoi•cement agency or the Cybei• Tip Line at the National Center for Missing and Exploited
Childi•en. The report must include the name and addl•ess of the ownel• oi• peison claiming a i•ight to
possession of the computer, if known, and as pei•mitted by law. Failui•e by Consultant to malce the repoi•t
City of Fort Worth — Municipal Court Case Management System 2437094521
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required herein may result in criminal and/or civil penalties.
31. SOURCE CODE ESCROW.
The software source code for software provided by Journal Technologies for the comprehensive
Case Management System shall be deposited by Consultant with InnovaSafe, Inc., pursuant to Software
Source Code Escrow Agreement number 2738 between InnovaSafe, Inc., and Consultant, attached hereto
as Exhibit M, or other similar escrow agreement acceptable to the City (`Bscrow Agreement").
Consultant shall compiete, oi� cause to be completed, all necessary documents and related forms for
deposit of the source code fot• the software as defined in the Escrow Agreement and licensed under this
Agreement for the benefit of the City. City shall be listed as a Beneficiary or Designated Beneficiaiy
pursuant to the Escrow Agreement. In the event of a conflict between the Agreement and the Escrow
Agreement, the Agreement shall control. The City shall enter into a separate escrow agreement for any
software source code(s) for other software provided by any Authorized Subcontractor.
32. SIGNATURE AUTHORITY.
The person signing this agreement hereby warrants that he/she has the legal authority to execute
this agreement on behalf of the r•espective party, and that such binding authority has been granted by
proper order, resolution, ordinance or othei• authorization of the entity. This Agreement, and any
amendment(s) hereto; 'may be executed by any authorized representative of Consultant whose name, title
and signature �s af�xed on th� :Verification of Signature Authot•ity Form, which is attached hereto as
Exhibit E and incorporate herein by reference. Each party is fiilly entitled to rely on these warranties and
representations in entering into this Agreement or any amendment hereto.
[Signature Page Follows]
Cit�� of Fort Worth — Municipal Court Case Management System
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� �
Executed in multiples this the ��- day of ��l���<- , 20�
AGREED:
CITY OF FORT WORTH:
By:
Rudy Jackson
Acting Assistant City Manager
� _ ( S ,��y�
Date: ?�'" ,��� �
ATTEST:
By:
Mar J. �ayse
City Secretary
APPROVED AS FORM AND LE(
�
Maleshia . armei•
Senior Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: G27165
Date Approved: 1/27/2015
_ — -_ _ _ i
�F��C��iL f�E��9�d�
�I�'�' ��C�E'�'Qa�i�'
��r N�VI� A �'Ny ��
�
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City of Fort Worth — Municipal Court Case Management System
Journal Technologies,Inc.
Page 18 of 94
/ �� �
AGR�ED:
JOURN L T��H�IOLOGI�S:
,
By: �-\
Jon M. `P k
Chief Operating Officer
Date: "� -/ �� -/�----
n'� ATTEST:
p � ` / �_
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O � 77 . - : � .''� Z�
� ll�� /- � � � '
� � Name � ' /� l�c, n �n v '`v .�
Title /.,.-�:<f�wf <,� ��:
�r
APPROVAL RE OMMENDED:
sy:
Deidra Emeison
Municipal Cqurt Director
�i�� 7
By: !"� L-
Kevin Gut n
Chief Technology Officer
24370945.21
Professional Services Agreement
Rev. 2/2015
City Secretary Contract No.
ANNEX 1 to Professional Services Agreement — Cost Increases
Cost per additional VM:
a. eCourt Production Application VM (10 CPUs, 12GB RAM, 438GB Storage: $1,100)
b. eCourt Production Database VM (10 CPUs, 64GB RAM, 1500GB Storage: $3,700)
c. eCourtPublic Application/DB VM (6 CPUs, 12GB RAM, 438 GB Storage: $1,100)
d, eCourt & eCourtPublic Test App/DB (IOCPUs, 16GB RAM, 900GB Storage: $1,700)
e. Plus one-time installation charge $1,300 each.
Cost per additional GB of RAM: $60 per quarter
Cost for additional storage for the production and test database and eCourtPublic servers: 50
GB @ $75 per quarter
Cost per additional CPU: $50 per quarter
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ANNEX 2 to Professional Services Agreement — Sample Calculation
I�:I�1li���i
Assume Q6 begins on January 1, 2016 and ends on March 31, 2016 and on Febt•uary 15, 2016,
the City exercises its termination t�ight due to eCourt being held to infringe.
The total Q6 fees relating to the Deliverable (eCoui�t) held to infi•inge would be:
• License & Maintenance Fee (Column B of Payment Schedule) -$36,262.50
• Support Fee (Column C of Payment Schedule) -$7,252.50
• TOTAL: $43,515.00
Since the Agreement is terminated halfway through Q6, 50% of the fees relating to the infringing
Deliverable would be refundable:
50% * $43,515.00 = $21,757.50
Thus, the Equitable Refiand would be $21,757.50
City of Fort Worth — Mimicipal Court Case Management System 2437094521
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EXHIBIT A
SERVICES AGREEMENT
In consideration for the representations and agreements contained herein, the parties hereby
covenant and agree as follows:
DEFINITIONS
1.1 Acceptance means written acknowledgment by Client that a particular Deliverable
provided by JoLlrnal Technologies and, if applicable, installed in Client's environment pursuant to the
Professional Services Agt•eement, performs in accordance with and conforms to the applicable
Acceptance Criteria; pi•ovided, however, that whenever Acceptance is required herein, it shall
conclusively be deemed to have been given by Client if it has not provided written notice to Journal
Technologies, in the manner and within the applicable time period set forth in Section 3("Acceptance"),
that the Deliverable fails to meet the applicable Acceptance Criteria.
1.2 Acceptance Criteria means such set of tests and protocols that Journal Technologies and
Client may mutually develop from time to time hereunder, for the purpose of determining whether a
particular Deliverable performs in accordance with the applicable Specifications.
13 Service Fees means the fees to be paid by Client, as detet•mined in the Statement of
Work, which entitle Client to Services.
1.4 Services means those services provided by Journal Technologies to Client under• Section
1 of the Professional Set•vices Agreement.
1.5 Deliverable(s) means one or more items (which may include hardware, software,
firmware, services ot• other items) to be delivered by Journal Technologies to Client, as specified under
this Agreement or an applicable Stateinent of Work.
SERVICES
2.1 Services. Journal Technologies agrees to provide Services to Client in accordance with
the provisions of the Professional Services Agreement. All Services will be rendered in accordance with
the provisions of the Professional Services Agreement, this Services Agreement, the applicable Statement
of Work and any other guidelines agreed upon by Journal Technologies and Client.
2.2 Ownership of Product of Services. Unless otherwise specified to the contrary in the
applicable Statement of Work, all data, materials, Deliverables and other products developed by Journal
Technologies under the applicable Statement of Work or other agreement shall be and remain the sole and
exclusive property of Jouinal Technologies, which shall retain all rights therein; provided that upon full
payment by Client, Client shall have the right to utilize such products for Client's intei•nal purposes on a
perpetual, royalty-free basis.
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ACCEPTANCE
3.1 Acceptance Testin�. Client will be solely responsible for the final acceptance testing of
each Deliverable. Upon notice fi�om Journal Technologies that a Deliverable is 1•eady for testing, Client
shall commence acceptance testing of the same. Client sl�all have thii•ty (30) days (or such other time as
may be specified in a Statement of Work) fi•om the date of Journal Technologies' notice to examine and
test the Deliverable, to deterinine whether the Deliverable confoi•ins to the relevant Acceptance Criteria.
Within that review period, Client shall provide Journal Teclmologies (in the inanner requii•ed generally
for notice) with Acceptance of the Deliverable, or a written statement of errols to be corrected.
3.2 Corrections. When a Deiiverable has not been given Acceptance because an error or
deficiency was found and Client has pi•ovided Journal Technologies with a statement of erroi•s, Journal
Technologies shall as promptly as practicable cot•rect the identified errois or deficiencies and redeliver the
Deliverable(s) in question to the Client, giving Client notice thei•eof. Client shall tlien, as pi•omptly as
practicable , repeat any necessary testing and provide Journal Technologies with Acceptance or a further
written statement of errors.
4. WARRANTIES
4.1 Services Wari•anties. Journal Technologies wai•i•ants that the Services rendered to Client
pui•suant to this Agreement shall be pei•foi•med in a competent and professional manner, and that each of
Jotu•nal Technologies' employees, independent conh�actors or agents assigned to perform Services
pui•suant to this Agceement shall have ti•aining, background and skills reasonably cominensui•ate with the
level of performance reasonably expected for the tasks to which he or she is assigned.
4.2 Warrantv of Law. Joui•nal Technologies wai•rants and represents that to the best of its
Knowledge: (i) Jouinal Technologies has full authority to enter into this Agreement and to constunmate
the ti•ai�sactions contemplated hei•eby and (ii) this Agi•eement is not prohibited by any othei• agi•eement to
which Journal Technologies is a party or by which it may be bound (the "Legal Warranty"). In the
event of a bi•each of the Legal Wari•anty, Journal Technologies shall indemnify and hold hai•mless Client
fi•om aizd against atry and all harm, injury, damages, costs, losses, liabilities, settleinent amounts and
expenses, including reasonable attorneys' fees and expenses, incurred by Client arising out of said breach.
4.3 Effect of Breach of Wari•anty. If, at any time dui•ing the term of this Agi•eemeni, Journal
Technologies fails to perform accot•ding to any warranty under this Section 4("Warranties"), Client shall
promptly notify Joui•nal Teclmologies in writing of such allegeci nonconfoi•mance, and Joul•nal
Technologies shall coi•rect any de�ciencies in Sei•vices provided oi• i•epaii• oi• i•eplace all eri•ors and
malfiinctions in any Delivei•able at no additional charge to Client (except as set forth in a Statement of
Woi•k), so long as the errors or malfiuictions al•e �1ot caused by an act of Client ol• any thii•d pai•ty not
under the control of or authorized by Journal Technologies.
4.4 No Other Warranties. Except as provided ii1 the Professional Sei•vices Agi•eement,
WARRANTIES AND REPRESENTATIONS STATED WITHIN THIS AGREEMENT ARE
EXCLUSIVE, AND IN LIEU OF ALL OTHER WARRANTIES, EXPRESS OR IMPLIED,
INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY
AND FITNESS FOR A PARTICULAR PURPOSE.
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�xxIBIT a-i
STATEMENT OF WORK
to Professional Services Agreement between City of Fort Worth and Journal Technologies, Inc.
City of Fort Worth Municipal Court
Case Management System
Reference RFP# 13-0207
Statement of Worlc (SOW)
City of Fort Worth & Journal Technologies, Inc.
November 24, 2014
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Section 1 Introduction
This Statement of Work (SOW) sets forth the fi•amework to implement the eConrt, eCoui�tPublic, and
JURY+ Yyeb Gener�ation and JURY+ Web Solution systems for the City of Fort Worth (herein referred to
as "Court" or "Fort Worth") by Journal Technologies, Inc. (hereinafter referred to as "Jolu•nal
Technologies"), as prime conti•actor.
This SOW desci•ibes the scope of the pi•oject, its phases, ce►•tain resource requirements and assignment of
responsibilities, as well as t•equii•ed delivel•ables by Journal Technologies and the Court.
Jolu•nal Technologies' subcontractors' Statements of Work are incorporated herein as appendices.
Notwithstanding the foi•egoing, Journal Technologies shall be considered the pl•ime contractor atld shall
be liable and responsible for all setvices to be provided het•eundet•, whether indicated herein as being
provided by Joui•nal Technologies or any or all of its subconti•actoi•s oi• contractors. Notlung herein shall
relieve Journal Technologies of any duties or obligations under this Agreement.
Section 2 Project Scope and Definition
2.1 Project Scope
Software
The Court Case Management System solution will consist of the eCoui•t, eCourtPublic, and JURY+ Web
Ge��e�°ation and JURY+ Web Solz�tio�7 software, and the implementation services to configure and install
the solution.
Hosted Solution
For so long as the hosted services set forth in �xhibit J to the Professional Services Agreement are being
pi•ovided by Joui•nal Teclulologies, the Court Case Management System solution, other than the JUFZY+
Y��eb Generatioi� and JURY+ tiT�eb Solzrtioi� software, will i•eside at a location hosted by Journal
Technologies. Journal Technologies is responsible foi• installing and configuring the hosted components
of the solution.
Joui•nal Technologies is responsible foi• pi•oviding and condacting the initial installation and
implementation of the eCourt and eCourtPublic on the serveis, and JURY+ uteb Gene��ation and JURY+
YT�eb Solzitio�� softwai•e on the sei•vers and on four i•epi•esentative Coui•t client deslctop; thereaftei• the Coui•t
is i•esponsible for installation (with Joui•nal Technologies assistance) and maintenance of any such items
on the client deslctops. Jout�nal Technologies is i•esponsible for ti•aining Coui•t System Administrators and
designated end-user Court personnel.
2.2 Project Pltr�ses
Journal Technologies will be i•esponsible foc all �hases of pi•oject management. The pl•oject will be
managed within the context of ihe Project Management Institate (PMI)'s best practices as derived from
the Project Management Body of ICnowledge (PMBOIC) and will be str�tctured within the following four
(4) phases:
1. Initiating
2. Planning
3. Execution
4. Closing
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Monitoi•ing and Controlling activities will take place throughout all phases of the project, and are intended
to support a successful implementation of the solution. Monitoring and Controlling tasks/activities will
include the regular submission of status reports and holding regular status ineetings including the Journal
Technologies team and the Court team.
The principal guiding documents for the project will be this Agreement including the Statement of Work
and a baseline project plan that will be jointly developed and approved by the City during the Planning
Phase of the project. Journal Technologies anticipates creating the following tools in the Planning phase:
• Communications Plan
• Risk Assessment Plan
• Change Management Plan
• Acceptance Test Plans
• Training Plan
• Work Breakdown Structure
• Baseline Project Schedule
Section 3 Project Phases
31 Initiatin� P/aase
The Initiating Phase began with the Fort Worth City Council authorization to procure a new Court Case
Management System and will end with the offcial Project Kick-off Meeting. The Initiating Phase is
followed by the Planning Phase, which wili begin with the appropriation and allocation of funding and the
official awarding of the contract.
3.2 Planning Phase
The Planning Phase consists of the following activities:
1. Create the following plans:
a. Communications Plan
b. Risk Assessment Plan
c. Change Management Plan
d. Acceptance Test Plans
e. Training Plan
2. Conduct discovery meetings and reviews to:
a. Review the Execution Phase below and ensure that the scope is defined, and that all aspects
of the project have visibility and are considered;
b. Identify the responsible organization for each project task in a WBS (using the tasks and
assigmneilts in the Execution Phase below as the guide);
c. Identify target start and completion dates for tasks;
d. Identify activities that are considei•ed milestones or considered to be on the critical path of the
successfiil completion of the pi•oject.
3. Determine prelimina�y project personnel resource assigmnents, using the tasks and assignments
in the Execution Phase below as the guide.
4. Finalize the solution architecture and technical coi�iiguration specifications.
5. Identify ti•aining and internal Court IT support model i•eqiiirements.
6. Prepai•e the preliminaiy project timeline.
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The Planning Phase will end with the documentation and satisfactoi•y review of each of the above
items.
3.3 Executzon Pltnse
The Execution Phase consists of the following activities:
T�sk 1: Ju�y System
Task 2: System Environments
Taslt 3: Barsrness Process A�taCysrs Tr�ai�zif�g
Taslr 4: Btrsiness ProcessAnalysis
Tnslr S: Genernl eCortrt Cottfiguration
Tas/r 6: Case Specific nnrl eCocn�t Wor�ltflotiv Corzfzgtirtrtion
Taslr 7: Carslom tleveCopme�zi items
Taslr 8: Docarment Mnrtagement Install, Co»figar��ation a�7d Test:
Taslr 9: Test Plan, Tools and Scripts
Taslc 10: Cr�tover Plan, Imple�nentntiofr Ti^azni�tg nnd Deploymeftt
Each taslc for the Execution Phase is more specifically described below:
Taslr 1: Jccfy System
1. Introduction
Jury Systems Incorporated (JSI) products selected for this implementation are: JURY+
Web Generation and JURY+ Web Solution. The Court has also indicated its desire for
these applications to be hosted intei•nally by the City of Fort Worth.
2. Key Assumptions
1. J��iy Systems Incorporated has the 1•esoui•ces to manage system instailatioil, data
sei•vices management and application ti•aining.
2. A formal "design phase" of the project will not be i•equil•ed. The JSI products will
be used "as is" anci City/Coul•t specific requii•ements will be handled tlu�ough
configuration in one installation of the base products. If enhancements are
identified by Fort Wortl�, they will be evaluated and pi•ioi•itized. If i•equested, JSI
will document the natlu•e of tl�e change and pi•ovide a cost estimate for
consideration and approval by Fort Worth.
3. Forms development is a key factor in the pi•oject timeline. Forin design and
development ai•e the client's responsibility, although the activities are done in
close consultation with the JLuy Systenls Incorporated project team.
4. The finalized foi•in design will be used to ci•eate a customized JURY+ Web
Solution entry page to facilitate ji�ror access and entry of their personal
information.
3. Vendor Resnonsibilities
Project Initiation & Contt•ols
1. Upon receipt of the conti•act and initial payment, the Joui•nal Technologies
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Project Manager will contact Fort Worth's Project Manager to schedule
kick-off ineeting. At this meeting, the Project Managers will review:
• Scheduling tasks and resources
• The venue and fi•equency of status meetings and reports
• Forms development and data conversion requirements
• Discuss or set preliminary project scheduling goals and objectives
• Set integration meetings and working business review sessions
2. The JSI Project Managet• and Fort Worth Project Managers will work closely
together to manage all aspects of this project. Each will manage the
communication and assigned tasks of their respective teams.
Installation
1. JSI will configure the required hardware in the City's environment. This
includes the JURY+ Web Generation application and web servers and
the JURY+ Web Solution application and web servers. A development /
training environment will be created along with a production
environment.
2. JSI will install the JURY + Web Generation application on Fort Woi�th's
development / training servers.
3. JSI will install and configure the JURY+ Web Solution pages in the
development / training environment subject to completion of the forms
design.
4. JSI will create a training / development database and a Production
database on Fort Worth's database sei•ver.
Forms Development
1. Journal Technologies/JSI will develop the appropriate forms that will be
used by the JURY+ components, with assistance fi•om Fort Worth. In
connection with such development process, Fort Worth agrees to seek
confil•mation from the applicable committees that any such form satisfies
such committee's or committees' legal requirements.
2. JSI will work with the subconh�acted form vendor to ensure the fortns
provide the desired functionality with the JSI applications.
3. JSI will create JURY+ Web Solution web pages from the approved
forms
in order to facilitate juror web enhy of thei�• personal information.
Integration Services
1. Journal Technologies/JSI will work with the Fort Worth Court staff to
integrate the JSI products into the Court business process.
2. Jom•nal Technologies/JSI will conduct business review sessions to analyze
the Fort Worth business processes, reports, and forms. JSI will
document the results, including gap analysis.
Prepare Test Environment
1. Journal Technologies/JSI will work with the Fort Worth project
managers and implementation team in configuring the development /
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Data Load
1.
2.
4.
�
7.
training environment. The development / training environment is a
pi•ototype of the eventual productioil envii•onmeilt. The development /
training enviromnent is configured aftet• the integration work phase and
business review sessions are complete. The exchange of information
collected by Jo�u•nal Technologies/JSI during the integration phase is
then put into building the development / training environment. All forms
tests, business and procedure development, technical review, template
development and training will be coinpleted in the development / ti•aining
envii•onment. Acceptance Testing will be completed using the
development / training envit•omnent.
2. Journal Technologies/JSI will assist Foi�t Worth in prepat•ing the test
cases that ai•e i•epresentative of the Court's business process in order to
enstue ihe system is configured properly to meet all business
requirements.
Journal Technologies/JSI will explain and document the record
specifications for loading Foi•t Worth soul•ce juiy data into the JURY+
Web Generation database.
Joui•nal Technologies/JSI will help Foi�t Worth ci•eate sample source files.
Jotu•nal Technologies/JSI will review ai�d test the sample files for
accuracy. If any problems are identified, Journal Technologies/JSI will
advise how to cori•ect the issues until "clean" files are created. Journal
Technologies/JSI will be available to answer questions Fort Worth may
have in ci•eating the files.
Journal Technologies/JSI will create the Jui•oi• Master File, iising the data
provided by Fort Worth and merging/purging records based on the local
business rules.
Joul•nal Technologies/JSI wiil send the data to National Change of
Address (NCOA) for Address cleansing and updating.
Journal Technologies/JSI will fully randomize the juror data and assign
person ID numbers to the jurors.
Journal Technologies/JSI will initially create test / training file(s) using
actual Foi�t Worth data. Journal Technologies/JSI will load these files
into the development / h�aining database. This database will be used foi•
developing and configuring the development / training environment.
Ultimately, this data after being fully developed and configured,
becomes the tl•aining database.
Once development is complete, Journal Technologies/JSI will create a
pi•oduction Jiirol• Mastei• File using the data pl•ovided by the CoLll•t.
Recoi•ds will be merge/pui•ged based on local business rules. When the
final production files are created, Journal Technologies/JSI will insure
that all configurations are moved to the production database and that the
production inaster file is successfitlly loaded into the Prod�iction
Database.
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Training
4.
Implementation Testing and Acceptance Testing
5.
Production Implementation
2.
The live production start date will be agreed upon by the Fort Worth and
Journal Technologies/JSI Project Managers. The legacy juiy system will
remain fully operational and will continue to be in production until the
fi�st new foi•ms are printed on the Journal Technologies/JSI system. Once
the Journal Technologies/JSI fortns are printed, the legacy system will be
used only to process the outstanding summons during the cut-over
timefratne. At the end of the cut-over, the legacy system will be used for
inquiry only. Once the Journal Technologies/JSI forms are printed,
updates to the Journal Technologies/JSI-issued summons will be made in
the NRY+ Web Gener•ation system. The live cutover to the new system
will not be scheduled until trainiizg and Acceptance Test activities are
complete.
The Journal Technologies/JSI Data Services division will coordinate the
timing of the data load into the production system.
Journal Technologies/JSI will perform the installation of the JURY +
applications on Fort Worth's "production" serveis.
Journal Technologies/JSI will perform the installation of the Journal
Technologies/JSI databases on Fort Worth's database server.
Fort Worth will create and manage backup files of all applications and
data.
1. Journal Technologies/JSI will conduct tt•aining of the Journal
Technologies/JSI products at the client site using facilities provided by
Fort Worth.
2. Journal Technologies/JSI will conduct training using the development /
Training environment.
3. Journal Technologies/JSI will customize the training sessions based on
the needs of the local staff. If certain staff inembeis are to be instt•ucted
in job specific activities (and not the entire spectrum of end-user
functions) specialized instruction will be designed. It is strongly
recommended that core management or supervisoly staff participate in
all training sessions in ordet• to be familiar with all the features and
fitnctionality of the applications. They can obseive the strengths and
weaknesses of their staff as training progresses. The trainer will work
closely with the management group to insure successful training
completion at all levels.
4. Journal Technologies/JSI will schedule the training coordinated with the
Fort Woi�th schedules. If appropriate, the all-day training may be divided
into separate morning and afternoon sessions.
1. Journal Technologies/JSI will support Fort Worth's acceptance testing
effort.
2. Journal Technologies/JSI will t•esolve issues in a timely manner.
6. Journal Technologies/JSI will provide 24/7 on-call suppoi�t during Fort
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Worth's implementation.
4. Fort Worth responsibilities durin� Jury Svstems implementation
P►•oject Initiation & Controls
Installation
l.
�
1. The Journal Technologies/JSI Project Managei• and Fort Worth Pi•oject
Manager will work closely together to manage all aspects of this project.
Each will manage the communication and assigned tasks of their
respective teams.
Fort Woi�th will provide all required hardware as refei•enced in attached
Addendum 2 to the Statement of Work.
Fort Worth will provide and be i•esponsible for comlectivity within the
City network for all workstations and printeis.
Fort Woi�th will insure that all connected worlcstations are given access to
the on- site servers.
Forms Development
1. Fort Woi�th, using Journal Technologies/JSI's assistance and subcontract
vendor resources, will create the summons/questionnait•e forms and
supplemental mailings as required.
Integration Support
Data Load
Training
The Foi•t Worth User Grotip will explain the ctu•rent business process and
work with Journal Technologies/JSI to integrate the JURY+ products
into the process
Prepare Development / Ti•aining Environment
1. Fol•t Worth will provicle the required juiy load data files, documents or
foi•ms needed to effectively test the applications in a woi•lc environmeilt.
2. Fort Woi•th Usei•s, with Journal Technologies/.i�I's assistance, will
prepare test cases that are representative of iheir expected business
process.
1. Foi•t Woi•th will provide copies of the TX Juror data soui•ce files. Foi•t
Worth will provide additional files using the CDF400 recorc! layout and
identified recoi•d types within the conveision data.
2. Initially, sample/test files will be sent. Once approved by Jotu•iial
Technologies/JSI, the final, pi•oduction files will be sent.
L Fort Worth will provide a training location, hardware and networlc resoiu•ces
for the JURY+ YTreb Genei•atzo» and JURY+ T�eb Solutioi� training. A"data
show" projector to assist the t�•ainei•'s woi•k with the pai•ticipants will be
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provided. Participants will have their own woi•kstation for full "hands on"
work throughout the instruction. Printing capabilities will be available in the
training t•oom to give each user full experience and training on the new
equipment they will be using with the application.
Implementation Testing and Acceptance Testing
1. The Fort Worth User Group will conduct testing that satisfies the
Acceptance Criteria.
2. The test documents, forms, and data files will be used to exercise the test
cases identified by the Fort Worth User Group.
3. As issues are identifed by either Fort Worth or Journal
Technologies/JSI, they will be documented, prioritized, and tracked
until resolved.
Production Implementation
1. A live production date will be agi•eed upon by the Fort Worth and Journal
Technologies/JSI Project Managers. The system applications will enter a
period of Operational Acceptance and evaluation. During this time, the
Fort Worth Project Manager will contact and advise the Journal
Technologies/JSI Project Manager with any production issues that occur.
Issues will be addressed, prioritized, and resolved.
2. The legacy jllry system will remain fully operaiional and will continue to
be in production until the first new forms are printed on the Journal
Technologies/JSI system. Once the Journai Technologies/JSI forms are
printed, the legacy will be used only to process the outstanding summons
during the cut-ovet•. At the end of the cut-over, the legacy system will be
used for inquiry only. Once the Journal Technologies/JSI forms are
printed, updates to the Journal Technologies/JSI issued summons will be
made in the Journal Technologies/JSI system. No live cutover to the new
system will be scheduled until all training and Acceptance Test activities
are completed and a startup date agreed upon by the project teams at
Journal Technologies/JSI and Fort Woi�th.
Taslt 2: System Envir�onnzents
Journal Technologies will set up Court's eCoui�t, JURY+ Web Gene��ation and JURY+
Web Solzctioi�, and eCourtPublic portal production and test environments.
Hosted Enviromnent (development , production and test�
• Journal Technologies will set-up the environment
• Coui•t will ci•eate desktop eCourt icons or bookmarks foi• users
Court will verify connectivity fi�om each desktop to hosted environment
Tas/r 3: Br�siness Process Analysis Tr•aining
Journal Technologies will provide business process analysis training for the Conrt Project
Team in order to facilitate business process workflow analysis pursnant to determining
confi�nration of the solution. This training will start with a demonstration of eCourt and
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a coi•relation of current business work flow to eCourt fiinctionality.
Taslc 4: Busrness Process Analysis
Business Process Analysis will be conducted for each case type, and the
specificationsh•equii•enlents/processes will be finalized before configuring the systems.
As these are finalized, Journal Teclu�ologies will set eYpectations with Court ai•ound
ilnpact to schedule; changes will be noted ii1 the Bi-Weekly Progress Report.
As part of the Business Process Analysis Cotiu�t and Jotu•nal Technologies will define and
agree upon acceptance tests and acceptance ci•itel•ia for all configuration items.
Configtu•ation work will be based upoil the criteria agreed upon, for tliis reason
config�uation work for an item or workflow cannot begin until this criteria has been
defined and agreed upon. Configuration woi•k can begin for case types and workflows
with ag7•eed Llpon criteria while Business Process Analysis continues on other case types
and workflows.
To ensure that necessary configurations have been addressed dw�ing the eCotu•t
implementation, the Journal Technologies team will facilitate a Conference Room Pilot
for each case type implemented in eCourt. Dnring a"Confei�ence Room Pilot" the Jo�u•nal
Technologies teain and the Coui�'s help desk peisonnel demonstrate eCourt and review
the configtti•ations that have taken place with selected end usei•s for each case type. These
usets are i•esponsible to identify any processes or wot•kflows that have not been accounted
for.
Tnslr 5: GeneraC eCourt Confguratzorr
Configuration of sci•eens, workflows, searches and 1•eports, etc., will be led by Journal
Technologies with assistance fi•om the Court. Some additional infol•mation aboL�t
workflow configui•ation is included in Addendum 1 to this Staiement of Worlc. As pai•t of
the coilfiguration process Journal Technologies will install the baseline eCoul•t
configuration.
Joui•nal Teclmologies and the Coui•t will cooperate to compleie the following genei•al
configui•ation tasks.
1) Directory
• Journal Technologies will ti•ain the Coui•t on dii•ectory management
• Journal Technologies wiil provide dii•ectory load spi•eadsheet (for j�idges, stafF,
rooms, attorneys, officers, etc.)
• Court will complete spi•eadsheet
• Journal Technologies will replace the baseline system staff and Courtroo�n values
with the Coui•t's dii•ectory values
• Col�l•t will thei•eaftei• maintain its eCoul�t direcioi•y
2) Statute Table
• Journal Technologies will train Court personnel on statute management
• Journal Technologies will provide statute table spi•eadsheet to Court personnel
• Coui•t will complete statute table spreadsheet
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• Journai Technologies review statute table spreadsheet with Court, and Court will
update as needed
• Journal Technologies will replace the baseline system statutes with the Court's
statutes
• Court will thereafter maintain its statute table
3) Financials
• Journal Technologies will train Court peisonnel on managing the financial tables
and financial confguration options of eCourt
• Court will provide chart of accounts and written breakdown of assessments
• Journal Technologies will load chart of accounts
• Court will configure assessments with assistance fi•om Journal Technologies
• Journal Technologies will review financial reports with Court, and Journal
Technologies will document changes
• Journal Technologies will update financial reports
• Court will thereafter maintain its financial confguration and reports
4) Securitv
• Coui�t will identify the business process groups and roles required for system
access
• Court will define system permissions and security settings required for user
access
• Journal Technologies will create functional groups within eCourt
• Journal Technologies will create necessary logins and groups in Active Directory
• Court will create individual user accounts and map those to the group(s) required
to provide network access for individuals.
• Court will thereafter maintain the security configurations.
Tas/r 6: Case Specifc and eCourt Worlrflow Coyzfiguration
Journal Technologies will collaborate with the Court to configure eCourt for the case
types listed below. The Traffic and Minor Offence case type process will be configured
fist and will be used as a baseline for all other case types.
1) Traffc, minor offense processes
• Court will provide as-is processes, and any to-be processes it may already have
prepared, to Journal Technologies
• Journal Technologies and Court will identify changes (the gap between baseline
and Court's processes), and will determine if additional processes will be
required; Journal Technologies will document flle changes
• Jom•nal Technologies will determine time to make changes, and set expectations
with Coui•t around impact to schedule
• .Tonrnal Technologies and Court will review the Court's Courn�oom process:
check-in / prosecutor / judge / minutes / check-out
• Journal Technologies will document configuration requirements with Court's
assistance
• Court and Jourilal Technologies will agree upon acceptance tests and completion
criteria
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• Jou1•nal Technologies will configure the Courtroom process and minutes
• Jotu•nal Technologies will train Coui�t on loolcup lists
• Court will provide lookup lists
• Journal Technologies will load lookup lists
• Joui•nal Technologies, with Court's assistance, will configure approved changes
• Court will provide printer information, and Journal Technologies will plug
printei•s into appropriate workflows
• Court will unit test system
• Court will create documentation and test scripts from approved test system with
Journal Technologies' assistance — these will be used for production end user
ti•aining program and change conti•ol progi•atn
• Documents
o CoLlrt will provide inventory of documents that are curi•ently used,
including samples
o Journal Technologies will h�ain Court in document configuration
o Joul•nal Technologies and Coui•t �vill compare inventoiy of documents
with those already configured
o Court will review postcards
o Jourilal Technologies and Coui•t will equally divide document
coniiguration work, and configure accordingly
• Repoi•ts and Searches
o CoLu•t will provide inventoi•y of repoi•ts that ai•e currently used, including
samples
o Court will provide inventory of searches
o Journal Technologies will 1•eview inventoiy of searches and reports
o Journal Technologies will build reports and searches with Court's
assistance
• Usei• Ti•aining / User Acceptance
o Joui•nal Technologies will h�ain Court tl•ainei•s in use of system
o CoLu•t will perform User Acceptance Testing: Court pi�lls files and enters
cases verifying the system meets the agceed upon acceptance criteria
o Coui•t wi11 create the local ti•aining videos / end usei• doclunentation
2) Parking
• Court will document and provide existing Parlcing processes, and any to-be
processes it may already have prepared
• Journal Technologies and Court will review processes
• Journal Technologies, with Court's assistance, will document to be processes
• Court and Journal Technologies will agree upon acceptance tests and completion
criteria
• Journal Technologies, with Court's assistance, will configure screens — Cotin�t
begins to test
• Jout•nal Technolo�ies, with Court's assistance, will configui•e basic worlcflows —
Court tests base automation
• Jotu•nal Technologies aud Coui•t will review/adjust config�u�ation
• Coart will provide iilventoiy of documents, and compare with those already
configured
• Journal Tecllnologies and Coui•t will divide docmnent configiu�ation work, and
configure accoi•dingly
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• Court wiil provide inventory of repot�ts and searches
• Journal Technologies and Court will equally divide reports and searches
configlu•ation work, and configure accordingly
3) School Attendance Court
• Court will document existing School Attendance processes, and any to-be
processes it may already have prepared
• Journal Technologies and Court will t•eview processes
• Journal Technologies, with Court's assistance, will document to be processes
• Journal Technologies, with Coui�t's assistance, will configure screens — Court
begins to test
• Court and Journal Technologies will agree upon acceptance tests and completion
criteria
• Journal Technologies will configure basic workflows — Court tests base
automation
• Journal Technologies and Court will review/adjust configuration
• Court will provide inventory of documents, and compare with those already
configured
• Journal Technologies and Court will divide document configuration work, and
configure accordingly
• Court will provide inventory of reports and searches
• Journal Technologies and Court will equally divide repoi�ts and searches
configuration work, and confgure accordingly
4) Teen Court
• Court will document existing Teen Court processes, and any to-be processes it
may already have prepared
• Journal Technologies and Court will review processes
• Journal Technologies, with Court's assistance, will document to be processes
• Court and Journal Technologies will agree upon acceptance tests and completion
criteria
• Journal Technologies, with Court's assistance, will configure screens — Court
begins to test
• Journal Technologies, with Court's assistance, will configure basic workflows —
Coui�t tests base automation
• Journal Technologies and Coul•t will 1•eview/adjust configuration
• Court wili provide inventory of documents, and compare with those already
configured
• Journal Technologies and Court will divide document configuration work, and
configure accordingiy
• Court will provide inventory of repot•ts and searches
• Journal Technologies and Court will equally divide reports and searches
configuration work, and configure accordingly
5) Specialty Hearin�s: Adminish�ative, Indig;ent, Property, Red Li h� t Appeals, Parking
Appeals, Community Court
• Court will document existing processes, and any to-be processes it may already
have prepared
• Journal Technologies and Court will review processes
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• Journal Technologies, with Court's assistance, will document to be processes
• Court and Journal Technologies will agree npon acceptance tests and completion
cl•iteria
• Journal Technologies, with Court's assistance, will configure screens — Court
begins to test
• Journal Technologies, with Court's assistance, will configure basic workflows —
Court tests base automation
• Journal Technologies and Court will review/adjust configuration
• Cotut will provide inventoiy of documents, and compai•e with those already
configured
• Joui•nal Technologies and Com-t will divide docuinent configuration woi•k, and
configut•e accordingly
• Court will provide inventoiy of reports and searches
• Journal Technologies and Coui•t will equally divide repoi•ts and seai•ches
configuration work, and configui•e accordingly
6) eConrtPnblic Portal: ePayments, eFilin�, Marshal Access
• Journal Technologies will demonstrate the functionality to the Coui•t's pei•sonnel
for evaluation. Court will provide Jourilal Technologies a set of written use cases
that the Portal should support. Journal Technologies will provide Court a use
case te�nplate (MS Woi•d) along with sample use cases. The format of the use
case templates have been created in a mamlet• that streamlines the configLu�ation
and testing of the functionality.
• Jout•nal Technologies, with Court's assistance, will then implement the necessary
Poi•tal configui•ations to support the use cases. This will inciude:
o eCourt Mapping - Configure the communication settings between the Portal
and eCourt.
o Users/Roles - Setup Portal roles and entering CoLirt users into the system.
o Navigatioil- Configure the site navigation accoi•di11g to user's i•ole.
o Custom Theme - Apply a custom Court theme to the Portal.
o Performance - Calibi•ate cache and bandwidth optimization settings.
o Logging - Coniigui•e the pi•opel• auditing and logging settings.
o SMTP - Coniigui•e up the SMTP and email settings.
o Security - Configure the various permissions and role-based case access
rules.
o Financial - Configul•e the Poi•tal to woi•k with the Coui•t's selected payment
gateway along with shopping cal•t settings, forms of payment accepted, etc.
o Documents - Setup shared file storage location whei•e case docuinents al•e
pulled froin eCourt (with proper permissions).
o Case Summaries - Coilfigui•e the case headers and foldei• view infoi•mation to
be displayed for users with the appropriate case access permissions.
o Seai•ches - Configure the various case, party and calendai• searches.
o Content — Court will provide Journal Technologies with appropriate,
multilingual copy for sections such as FAQ, privacy statements, terms of
se�vice, etc. Joui•nal Technologies will implement this content acl•oss the
appropriate sections of the Poi•tal. Muitilingual support will be configui•ed by
Jolirnal Technologies.
• Once Journal Technologies completes the initial configuration, Coui•t will begin
acceptance testing against the functionality defined in the uses cases. Issues will
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be reported to Joui•nal Technologies and the appropriate configuration changes
will be made.
• Journal Technologies will work with Court will ensure the appropriate level of
ADA compliance for the Portal.
• Court will conduct load and performance testing on the Portal servers. Journal
Technologies will provide assistance as requested by the Coui�t's technical
personnel.
7) Probation
• Court will document existing processes, and any to-be processes it may already
have prepared
• Journal Technologies and Court to review processes
• Journal Technologies, with Court's assistance, to document to be processes
• Court and Journal Technologies will agree upon acceptance tests and completion
criteria
• Journal Technologies, with Court's assistance, will configure screens - probation
begins to test
• Journal Technologies, with Court's assistance, will configure workflows -
probation tests automation
• Journal Technologies and Court to review/adjust configuration
• Court to provide inventory of documents, and compare with those already
configured
• Journal Technologies and Court to equally divide document configuration work,
and configure accordingly
• Court to provide inventory of reports and searches
• Journal Technologies and Court will equally divide reports and searches
conflguration work, and configure accordingly
8) Prosecution
• Court to document existing processes, and any to-be processes it may already
have prepai�ed
• Journal Technologies and Court to review processes
• Journal Technologies , with Court's assistance, to document to be processes
• Court and Journal Technologies will agree upon acceptance tests and completion
criteria
• Journal Technologies, with Court's assistance, will configure screens -
Prosecution begins to test
• Journal Technologies, with Coui�t's assistance, will configure workflows -
Prosectrtion tests automation
• JoLu•nal Technologies and Court to review/adjust configuration
• Court to provide inventory of documents, and compare with those already
configur•ed
• Jow•nal Technologies and Court to equally divide document configuration work,
and configure accordingly
• Court to pi•ovide inventoiy of reports and searches
• Journal Technologies and Court will equally divide reports and searches
configuration work, and configure accordingly
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9) Collections
• Court will document existing processes, and any to-be processes it may already
have prepared
• Journal Technologies and Court will review processes
• Joui•nal Technologies will document to be processes with Court's assistance
• Co�u•t and Jout•nal Technologies will agi•ee upon acceptance tests and completion
critei•ia
• Jotu•nal Technologies, with Coul•t's assistance, will configui•e screens — CoLirt
begins to test
• Joui•nal Technologies, with Court's assistance, will configure workflows — Court
tests automation
• Jotu•nal Technologies and Court will i•eview/adjust config�u�ation
• Court will provide inventory of doculnents, and compare with those already
configured
• Jolli•nal Techilologies and Collrt will divide document configuration work, and
configui•e accordingly
• Coui•t will provide inventory of repoi•ts and searches
• Jotu•nal Technologies and Court will equally divide i•eports and seai•ches
configin�ation work, and configtu•e accordingly
T�rs/i 7: Custom developmertt iter�2s
Journal Technologies in partnership with and the Court, �vill convert data from the
CourtView system and build intet-faces with the third party systems that are listed below.
In support of the "not-to-exceed" pricing for the ctistom development items, the Court
will assume an important partneiship role with Journal Technologies in the data
conversion and in developing the interfaces.
1) Interfaces
Journal Technologies will work with Co�u•t to develop automated data interfaces with
other entiiies. The Court will be responsible to solicit participation with potential data
exchange partners (hereafter called third parties) and define the parameters necessary
for them to participate in a data exchange. Joiu•nal Technologies will woi•k with the
Court to defne each intei-face including interface schedule and data schema and
Journal will deliver operating interfaces.
• Colirt will provide thii•d pai•ty syste�ns' file layout and specifications (t�•iggei•s,
frequency, delivery �nethod, security protocols, etc.)
• Court shall procure any necessary licenses that are required fi•om third parties to
meet interface requirements.
• For outbound interfaces from eCoiu•t to the foreign system, a file fi•om eCourt
will be placed on a networlc foldei• in the hosted environment or in the foi•eign
system's environment. The foi•eign syste�n will be responsible foc picking up and
consuming the file.
Foi• inbound intei•faces fi�om the foi•eign syste�n to eCout•t, the foreign system will
place a iile on a netwol•k folder and eCoui•t will be i•esponsible foi• picking ap and
consltming the file.
The Coul�t is 1•esponsible for ei7slu•ing that eCourt has network rights to the
intei•faces' netwoi•k foldei•s if they i•eside oirtside the hosted environment.
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• Conrt shail manage all communications and coordinate all activities with the
owners of the foreign systems. This will include setting up appropriate
permissions to access appropriate network foldet•s.
• Court will provide access to third party systems test instances, and establish
network access as needed between eCourt and third party systems
• Journal Technologies will create requirements, including data mapping between
third party system and eCoui•t, and incorporate specifications.
• Court will review and approve requirements
• Journal Technologies will build per requirements
• Court will stage test cases in eCou��t configuration, as appropriate, and coordinate
with third party systems for testing
• Journal Technologies and Court will test interfaces
If a third party is unable or unwilling to participate in an automated data exchange
Journai Technologies will not be required to create that exchange. Pending agreement
with third parties, the Interfaces to be delivei•ed are as follows:
Inbound Interfaces:
1. TXDMV for Registered Owner Information
2. IVR System for Payment Processing
3. eCitation
4. Police Schedule Interface
5. GIS
Outbound Interfaces:
1. External Collection Reporting
2. Regional Warrant Transmission
3. State Jail N-Dex Database
4. DPS Conviction Report
5. Police RMS (Tiburon citation data)
6. NISI.
7. Local Warrants
8. Parking Fine and Warrant Lookup
9. BuySpeed - Purchasing
10. City Financial System (Primarily General Ledger — ERP PeopleSoft
10/2014)
11. Electronic Docket and Display
12. eAccess Interface (assumption: this will be replaced by
eCourtPublic)
13. eFiling Interface (assumption: this wili be replaced by eCo�u•tPublic)
14. Employee Fines
15. OMNI
16. OCA Report
17. LP Readers
Inbound and Outbound:
1. Officer Subpoena
2. Western Union Quick Collect
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3. Western Union Speedpay
4. ePayment Interface (assumption: this will be replaced by
eCout•tPublic)
2) Data Conversion: CourtView to eCout•t
• All data will be conve►•ted from CourtView to eCourt.
• Court will provide data conveision server and create the data conversion database
environment that will receive the data to be converted �
• Court will extract data to a common database system, SQL Server or CSV flat
file(s), pl•ovide a listing of all tables and the database structure, and identify
control cases
• Journal Technologies will train Coul�t on applicable data mapping procedures,
tools, and eCourt metadata structures.
• Joui•nal Technologies and Cotu•t will map data elements, detei•mine default values
as needed, detei•mine transformation and validation i•equil•ements
• Joul•nal Technologies will convei•t data into eCoLirt target
• Cou►•t will review case and accounting data and provide feedback / list of issues
• Journal Teclulologies will update logic and rei•un (generally several iterations)
• Journal Technologies and Court will maintain a post conversion checklist
• Notes and othec fi�ee teYt data will be migrated to a notes field in eCourt
• Data cleaning and data scrubbing are not included in the data conveision
• Foi• financial data o111y balance forward will be convel�ted
• FLlll ftnancial transaction history is not included in the data conversion. Financial
transaction history can be converted into a notes �eld or as a snapshot of the data
if desired.
Taslr 8: Docirn2enl Ma�lagerrtent I»stall, Cosrfigarrntiofi antl Test:
Consultant will set-up and test eCourt's document management features (these are in
addition to the document template ct•eation taslcs above):
1) Document storage, i•etrieval and date/tiine stamping
• Configure file storage on the test and production serveis
• Coniigui•e the date/time stamping rule to apply date/time stainp on each page of a
filed document
2) Scamling
a Install Scan Now on desktops that have attached scannei•s
b. Coniigure the workflow that will r��n the Scan Later batch scannii�g process
against a netwoi•k foldei•
a Co»iigure the workflow that will trigger the OCR capabilities
3) Signatures
a. Obtain jpg copies of Lisers' signatui•es
b. Attach the jpgs to the users' directory entries
c. Configure the live signatut•e featui•e
d. Confgure notary statnp workflow
4) Emai] Attachments
a. Configlire the email widget to attach and send doctunents via email
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b. Configure the email widget that will attach emails to cases
5) Retention
a. Create the purge document business rule per Court requirements
b. Coniigure the add and update document forms to include the document purge
date per Court requirements, and/or a y/n purge record on the document record
Document Management Implementation Completion Criteria:
Useis with proper security can:
a. Archive and retrieve a stored document fi•om eCourt
b. Stamp their signatures on documents, and the signed documents will create a new
signed version of the documents
c. Use their finger, mouse or stylus to apply a live signature on documents per the
court's requirements, and the signed documents will create a new signed veision
of the documents
d. Run the notaly stamp workflow on certain documents, resulting in a notarized
document
e. Email documents fi•om a case
f. Attach documents fi•om Outlook to a case
g. Archive and retrieve documents fi•om Outlook and Ofiice
h. Scan documents with the Scan Now feature
i. Use the Scan Later function successfully by placing the barcode coversheet on
the documents, scan fi•om each production scanner to the network folder, and
have the documents automatically attach to the eCourt Case file.
j. Perform a full text search fi�om within an eCourt search form and see the
expected results against pdf documents that are searchable pdf's. They will also
be able to retrieve the documents that are discovered.
k. Print documents from eCourt workflow to predefined network printers
Taslr 9: Test Plan, Tools and Scrrpts
With coordination fi•om Court, Journal Technologies will develop a testing plan and
schedule to complete all tasks necessary for the testing the system. The testing plan and
schedule shall be agceed upon by the Court and Jout•nal Technologies.
Journal Technologies has designed and built grinder tests that will be performed against
the baseline eCoul�t system. These test will demonstrate eCourYs sufficient operation
under load of 80 users using i) case initiation, ii) payment of fines and fees, iii)
calendaring, iv) courtroom minutes.
During Business Process Analysis and Configuration, Journal Technologies will provide
incremental configuz•ation builds with notes as ofien as eveiy two weeks, and Journal
Technologies and Court will validate the configLu•ations and enhance the test scripts.
With the completion of Task 7.1 — Interfaces and Task 7.2 — Data Convelsion, the Cotu•t,
with Journal Techizologies' assistance, will conduct the following testing pliases pursuant
to plans developed and jointly approved by the Court and Journal Technologies.
o Unit testing will be performed as part of the configuration process
o Iizterface/Integration testing will be performed as part of the interface/integration
process
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o Regression testing
o Usei• Acceptance/System testing
o Load/Grinder testing (i.e. stress and volume testing)
o Perform installation acceptance testing to determine proper functionality. This
inclLides tests to ensure that the software is accessible from the Cout�t's
workstations.
Taslr 10: Cutover Plat�, In�plenzentation Ti^nining nstd Deploymerlt
• Journal Technologies will report and fully document the installed eCourt software, and
all installeci software of Jury Systems Incorporated. In this report, Journal Technologies
will address any special considerations Coui�t should be aware for subsequent tasks. This
can include: data conti•ol, sectu•ity and audit procedures; archived historical data, current
data ptuging and data entry criteria, scheduling, special quality assurance factois,
configuratioil conh�ol requirements, and documeilt scanning.
• Court will set up its Help Desk that includes techilical peisonnel and super users.
• Court will determine the deployment schedule for each case type or groups of case types.
• Court will create a deploylnent plan with Jolirnal Technologies' assistance. Foi• multiple
deployments, the initial Pilot deployment plan will be modiiied to reflect lessons leat•ned.
Prior to the go-live Collrt will indicate that the eCourt config�u•ations fulfill its
requirements.
• Final conve�sion and deployment will bring the system live in your production
enviromnent.
3.5 Closing Phnse
Project closing will begin at the conclusion of the implementation of all components of the solution
and will require:
1. Acceptance of the system pursuant to the project Acceptance Test Plans.
2. Successfitl completion of all i•equii•ed administi•atoi• and end-usei• tl•aining.
3. Set-up of the intei•nal Coui•t help desk.
Section 4 Responsibilities
Ii1 addition to the responsibilities listed in the taslcs above, Journal Technologies and the Court will have
the following general i•esponsibilities.
41 Joui�nal Technologies' Responsibilities
Jotu•nal Technologies is responsible for the following, provided, fllat, where applicable,
the tei•ms of tlie Pi•ofessional Sei•vices Agi•eeil�ent, fl1e attachments thereto, and other
agreements between Journal Technologies and the Court may apply with respect to
Journal Technologies' obligations below.
4.L1 Wor�lr E�aviroftme�tt Practices
• Comply with safe work area practices as defined by Court, while on Site at Court
locations.
• Comply with Coui•t work place conduct guidelines, i•ules and pi•ocedures.
4.1.2 Project Mnttagente�tt
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• Ensure that participating Journal Technologies staff, contractors and subcontractois
meet project delivery requirements, milestones and deadlines.
Enstu�e that pet•sonnel have ample time, resources, and expertise to meet their
respective tasks and responsibilities. This includes troubleshooting technical issues
as they occur.
9.1.3 Itlte�face Access
• Obtain written approval fi•om Court for the software solution to have access to
information such as DNS, static and dynamic IP addresses.
Journal Technologies will provide (prior to system implementation) to Court, in
writing, the port information and IP addt•esses necessaiy for Court to access the
Journal Technologies hosted environment.
4.1.4 Net►vorlrittg StabrCrty
• Assist with connectivity testing to the Journal Technologies Host location, prior to
implementation of the solution as a prerequisite to benchmark testing of Court Host
location access stability.
• Pi•ovide a network hub/router, if necessary, for all network connectivity at the Host
location.
4. Z 5 Hardware/Software
• If contracted by Court, provide a solution Host Server meeting both the current
minimum hardware specifications for utilization of the solution as well as suitable for
utilization based on expected data and user community growth over the next twelve
(12) calendar months, for which Cour•t will provide the expected growth rate.
4.1. 6lnfr�rstructure
• Provide a complete production ready solution, including infi•astructure at the Host
location (if contracted), in working form and that has been tested, verified, and
accepted by Court.
4.1. 7 Training
• Provide training on eCourt functionality, as such functionality will actually be used
within the Court's operating environment.
Provide a training plan and schedule, including when training is to be conducted in
relation to Court's "go-live" time frame. The training plan shall designate what
training is to be conducted on-site and what training is to be conducted online or off-
site. Travel expenses for Journal Technologies peisonnel who will be conducting
h•aining on-site shall be included in the total cost of the fees and shall not be billed
separately. The training plan and schedule shall be appt•oved by the Court.
• Provide peisonnei reasoilably acceptable to the Court to conduct scheduled training
of designated Coui�t systems adlninisti•ation and end-user personnel.
Provide registration to the 2015 and 2016 Joui•nal Technologies Training
Conferences for up to ten designated Court Systems Administ�•ators and end-user
personnel at no additional cost to the Court.
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9.1.8 Docurrrentatioit
• Journal Technologies will provide documentation slifficient to understand the
architectural and work flow processes of the Case Management System and all of its
components, in both written and illustration depicted formats (hereafter "Resulting
Documentation").
Journal Technologies will collaborate with Court in documenting the intended
architectural state of the solution as it will be when implemented.
4.2 Court Responsibilities
Court will pi•ovide and coordinate the following:
4.2.1 Project Ma�tagement
• A project manager who will be the primary point of contact between Court and the
Prime Contractoi• throughout the Project Phases. This individual will have the
authoi•ity to act on behalf of Cotiu�t in ful�lling Court's commitments set forth in this
SOW with approval of the Court.
• Ensure that participating Court staff, contractoi•s and subconh•actors meet project
delivery requirements, milestones and deadlines.
• Court Project Sponsor (oi• other designated individual) has acceptance authoi•ity and
will officially close out the implementation pr•ocess when participating organizations
meettheir contractual obligations.
<i.2.2 T1Yll.illitg
• Provide the ti•aining facility and ol• Web confei•encing capability, and ensui•e that its
pei•sonnel attend the training sessions.
• Ensure that its attendees at administratoi• and user ti•aiiling have a working knowledge
of their computei•s and operating system.
• Provide the training facility and or Web confei•encing capability and ensure that its
peisonnel attend the ti•aining sessions.
• Ens�u•e that its attendees at administrator and usei• t��aining have a working lalowledge
of their computers and operating system.
9.2.3lnterfaces an�lData Co�tversion
• Assume a significant i•ole in developing the interfaces and in tlle data convel•sion
activities.
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Addendum 1 to Statement of Worlc
Business Process Workflow
The Cow•t's Project Teams will provide the following information for inclusion in the Resulting
Documentation as described in Section 4.1.8 of the Statement of Work. Workflow configuration
incorporates business process information for each case type, including all existing business process
workflow diagrams, timefi�ames, notices, approvals, alet-ts, etc.
Fot• each workflow specify:
■ Triggering actions/events
■ Work queues
For each time standat•d specify:
■ Triggering actions/events
■ Results of expiring
■ Participants
■ Priorities, deadlines,
escalation procedures, etc.
■ Business rules
■ Cotnpletion criteria and
resuits of completion
■ Results of expiring
■ How it is disabled
The Resulting Documentation must contain (i) a first dt•aft of the unit and system test scripts that take into
account departmental workflows and cross-departmental processes based on the scripts used to test Civil
limited/unlimited and (ii) test data.
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Addendum 2 to Statement of Work
Recommended Hardware and Software Requirements for Hosting Juiy Systems Incorporated's JURY+
Web Generation and JURY+ Web Solution (Version: 1.0.0)
Web Server (public interaction component which resides on DMZ)
Supported Opecating Systems:
Windows 7 SP1, Windows 8, Windows 8.1, Windows Server 2003, Windows Seiver 2008 R2 SP1, Windows
Server 2008 R2 SP2, Windows Servei• 2012
Hardware Requirements:
• Pcocessors: Intel Dual Xeon Processors 3.0 GHz oi• faster.
• RAM: 4GB minimum, 8 GB recommended
• Windows Seiver 2008 R2 SP1 recommended minimum.
• Hatd Drive: 7200 RPM hard drive or better. 40GB of available hard disk space
• Connection Minimum: 100 megabits, Ethernet, CAT 5
Web Application Server (application servee which resides inside yow� VPN)
This server• will communicate directly to the Database server.
Suppo►•ted Opef•ating Systems:
Windows 7 SPI, Windows 8, Windows 8.1, Windows Server 2003, Windows Server 2008 R2 SPI, Windows
Server 2008 R2 SP2, Windows Seiver 2012
Hardware Requirements:
• Processors: Intel Dual Xeon Processors 3.0 GHz or faster.
• RAM: 8GB minimum, 16 GB recommended
• Windows Server 2008 R2 SPl recommended minimum.
• Hard Drive: 7200 RPM hard drive or better. 80GB of available hard disk space
• Connection Minimum: 100 megabits, Ethernet, CAT 5
Su orted Browsei•s
Browser Version
Internet Explorer 8 and higher
Firefox 10 and
Chrome 10 and
Safari 4 and t
Comme�its
Version 7 should wocic but �night have cucsoc issues when enllanced security is
turned on. Version 6 does not worl< at all.
City of Fort Worth — Municipal Court Case Management System 2437094521
Joumal Teclmologies, Inc. Professional Services Agreement
Page 46 of 94 Rev. 2/20I5
City Secretary Contract No.
EXHIBIT B
PAYMENT SCHEDULE
Exhibit B is attached and contains seven (7) pages.
City of Fort Worth — Mw�icipal Court Case Management System
Journal Technologies, Inc.
Page 47 of 94
2437094521
Professional Services Agreement
Rev. 2/2015
Exhibit [ ] - Payment Schedule
Item Cost Payment Due
Professional Services
PS1 eCourt Implementation $ 200,000 Upon Acceptance of eCourt
PS2 eCourt Conversion 75,000 Upon Acceptance of eCourt
PS3 eCourt Interfaces 75,000 Upon Acceptance of eCourt
PS4 eCourt Document Management 41,000 Upon Acceptance of eCourt
Im lementation
PS5 Legacy Document Conversion 15,000 Upon Acceptance of eCourt
PS6 Jury Systems Implementation 18,000 Upon Acceptance of Jury
Subtotal $ 424,000
Hosting (During Implementation) $ 76,309 At Project Kick-off
Insurancel
11 First Year insurance $ 3,300 At Project Kick-off
12 Second Year Insurance 1,100 1 Year After Project Kick-off
13 Third Year Insurance 1,100 2 Years after Project Kick-off
14 Fourth Year Insurance 1,100 3 Years after Project Kick-off
15 Fifth Year Insurance 1,100 4 Years after Project Kick-off
16 Sixth Year Insurance 1,100 5 Years after Project Kick-off
$ 8,800
Disaster Recovery Exercises2
D1 Year One $ 11,250 Prior to Go-Live
D2 Year Three 11,250 Two Years after Go-Live
D3 Year Five 11,250 Four Years after Go-Live
$ 33,750
Payment Schedule
Municipal Court Case Management System
Sustain Technologies, Inc. 2/5/2015 1 of 7
Exhibit [ ] - Payment Schedule
Item Cost Payment Due
Third-Party Audit3
A1 Year One $ 22,500 Prior to Go-Live
A2 Year Two 22,500 One Year After Go-Live
A3 Year Three 22,500 Two Years after Go-Live
A4 Year Four 22,500 Three Years after Go-Live
A5 Year Five 22,500 Four Years After Go-Live
$ 112,500
Software (Initial Payments)
S1 eCourt License and Maintenance $ 145,050 Upon Acceptance of eCourt
S2 Sustain Support 29,010 Upon Acceptance of eCourt
S3 Jury Systems Licenses 77,420 Upon Acceptance ofJury
S4 Jury Systems First year's Maintenance 17,166 Upon Acceptance ofJury
Subtota) $ 268,646
Software (Second Year)
4 1st Anniversary of Acceptance of eCourt
SY2-1 eCourt License and Maintenance 149,402
and aid annuall
5 29 880 1st Anniversary of Acceptance of eCourt
SY2-2 Sustain 5upport and aid annuall
SY2-3 Jury Maintenance 17,166 1st Anniversary of Acceptance of Jury and
aid annuall
Subtotal $ 196,448
Software (Third Year)
SY3-1 eCourt License and Maintenance4 153,884 2nd Anniversary of Acceptance of eCourt
and aid annuall
SY3-2 Sustain Supports 30,777 2nd Anniversary of Acceptance of eCourt
and aid annuall
SY3-3 Jury Maintenance 17,166 2nd Anniversary of Acceptance of Jury
and aid annuall
Subtotal $ 201,827
Payment Schedule
Municipal Court Case Management System
Sustain Technologies, Inc. 2/5/2015 2 of 7
Exhibit [ ] - Payment Schedule
Item Cost Payment Due
Software (Fourth Year)
4 3rd Anniversary of Acceptance of eCourt
SY4-1 eCourt License and Maintenance $ 158,500
and aid annuall
SY4-2 Sustain Supports 31,700 3rd Anniversary of Acceptance of eCourt
and aid annuall
SY4-3 Jury Maintenance 17,166 3rd Anniversary of Acceptance of Jury
and aid annuall
Subtotal $ 207,366
Software (Fifth Year)
4 4th Anniversary of Acceptance of eCourt
SYS-1 eCourt License and Maintenance $ 163,255
and aid annuall
SY5-2 Sustain Supports 32,651 4th Anniversary of Acceptance of eCourt
and aid annuall
SY5-3 Jury Maintenance 17,166 4th Anniversary ofAcceptance ofJury
and aid annuall
Subtotal $ 213,072
Hosting (Year 1)
Upon Activation of eCourt etc. Hosting
H1-1 eCourt and eCourtPublic, with Warm Site $ 159�296 Site - and paid each quarter (four equal
D/R at Tonaquint Data Center payments per year) 60 days in advance of
Tonaquint term
Subtotal $ 159,296
Hosting (Year 2)
1st Anniversary of Activation of eCourt
eCourt and eCourtPublic, with Warm Site etc. Hosting Site - and paid each quarter
H2-1 $ 159,296
D/R at Tonaquint Data Center (four equal payments per year) 60 days in
advance of Tonaquint term
Subtotal $ 159,296
Hosting (Year 3)
2nd Anniversary of Activation of eCourt
eCourt and eCourtPublic, with Warm Site etc. Hosting Site - and paid each quarter
H3-1 $ 159,296
D/R at Tonaquint Data Center (four equal payments per year) 60 days in
advance of Tonaquint term
Subtotal $ 159,296
Hosting (Year 4)
Payment Schedule
Municipal Court Case Management System
Sustain Technologies, Inc. 2/5/2015 3 of 7
Exhibit [ ] - Payment Schedule
Item Cost Payment Due
3rd Anniversary of Activation of eCourt
eCourt and eCourtPublic with Warm Site etc. Hosting Site - and paid each quarter
H4-1 ' $ 159,296
D/R at Tonaquint Data Center (four equal payments per year) 60 days in
advance of Tonaquint term
Subtotal
$ 159,296
Hosting (Year 5)
H5-1 (eCourt and eCourtPublic, with Warm Site I$
D/R at Tonaquint Data Center
Subtotal
Total — Five Years6
�
4th Anniversary of Activation of eCourt
159,296 etc. Hosting Site - and paid each quarter
(four equal payments per year) 60 days in
advance of Tonaquint term
159,296
$ 2,539,198
' Additional insurance required by the City: Intellectual Property Infringement (estimated annual premium is $15,000 and
must provide coverage for the duration of the contract and for two (2) years following completion of services provided,
thus first year estimated cost is $45,000).
2 Per Exhibit J, Hosting Agreement, Section 8
3 Per Exhibit J, Hostinq Aqreement, Section 6
4 Cost increases after the first vear will be 3°/o per Exhibit F. Software License Aareement.
5 Cost increases after the first year will be 3% per Exhibit G, Annual Support Agreement.
6 Vendor and City Department shall abide by the City of Fort Worth purchasing processes & procedures with regard to
invoicing and remittance of payment to the extent such processes and procedures are set forth in Section 3 of the
Professional Services Aqreement.
Payment Schedule
Municipal Court Case Management System
Sustain Technologies, Inc. 2/5/2015
4 of 7
Exhibit [ ]
Payment Schedule
eCourt Jury
Item
Q1
Q2
Q3
Q4
Q5
Q6
Q7
Q8
Q9
Q10
Q11
Q12
Q13
Q14
Q15
Q16
Q17
Q18
Q19
Q20
Q21
Q22
Q23
Q24
Additional Requesled by City
License and Disaster Recovery Third Party
Maintenance� Support� Services Hosting4 Insurances Exercisesfi Audit� Licenses Maintenance Services Total
$ 9,745.00 $ 3,300.00 $ 13,045.00
<-- Configuration / Conversion / Interfaces / 9,245.00 9,245.00
InstallationTimeframe'--> 23,320.00 23,320.00
33,999.00 $ 11,250.00 $ 22,500.00 67,749.00
$ 36,262.50 $ 7,252.50 $ 406,000.00 39,824.00 1,100.00 490,439.00
36,262.50 7,252.50 39,824.00 $ 77,420.00 $ 17,166.00 $ 18,000.00 195,925.00
36,262.50 7,252.50 39,824.00 83,339.00
36,262.50 7,252.50 39,824.00 22,500.00 105,839.00
37,350.50 7,470.10 39,824.00 1,100.00 85,744.60
37,350.50 7,470.10 39,824.00 17,166.00 101,810.60
37,350.50 7,470.10 39,824.00 84,644.60
37,350.50 7,470.10 39,824.00 11,250.00 22,500.00 118,394.60
38,471.00 7,694.20 39,824.00 1,100.00 87,089.20
38,471.00 7,694.20 39,824.00 17,166.00 103,155.20
38,471.00 7,694.20 39,824.00 85,989.20
38,471.00 7,69420 39,824.00 22,500.00 108,489.20
39,625.00 7,925.00 39,824.00 1,100.00 88,474.00
39,625.00 7,925.00 39,824.00 17,166.00 104,540.00
39,625.00 7,925.00 39,824.00 87,374.00
39,625.00 7,925.00 39,824.00 11,250.00 22,500.00 121,124.00
40,813.75 8,162.75 39,824.00 1,100.00 89,900.50
40,813.75 8,162.75 39,824.00 17,166.00 105,966.50
40,813.75 8,162.75 39,824.00 88,800.50
40,813.75 8,162.75 39,824.00 88,800.50
$ 770,091.00 $ 154,018.20 $ 406,000.00 $ 872,789.00 $ 8,800.00 $ 33,750.00 $ 112,500.00 $ 77,420.00 $ 85,830.00 $ 18,000.00 $ 2,539,19820
' Cost increases afler the first year will be 3% per the software license agreement and the support agreemenl Each amount set forth in Column C is a"quarieriy support fee" with respect lo
the corresponding quarter for purposes of the Professional Services Agreement and Exhibit G attached thereto.
2 Vendor and Ciry Department shall abide by the City of Fort Worth purchasing processes & procedures wilh regard to invoicing and remittance of payment to the extent such processes and
procedures are sel forih in Section 3 of the Professional Services Agreement.
' Assumes that the timeframe for the eCourt services (wnfiguration, training, data conversion, interfaces, elc.) will require one year, and lhat the jury system will follow lhe eCouri
installation. This timeframe wi�l be determined by the project team upon commencemenl of the project pursuant to the Statement of Work.
" Each amount set foRh in Column H is a"quarterly hosting fee" with respect lo the wrresponding quarter for purposes of the Professional Services Agreement.
5 This is the cost for the additional intellectual Properiy Infringemenl insurance required by the City For Jury Systems. The Inlelleclual Property infringement insurance required for Journal
Technologies will be paid by Journal Technologies. The contract requires coverage for lwo (2) years following completion of services provided, thus first year cost is $3,300 ($1,100 x 3
years). Insurance rates typically are subject to annual increases, which are anticipated to be nominal; the City will be invoiced at cost.
fi Per Exhibil J, Hosting Agreement, Section 8
Exhibit ( ]
Payment Schedule
' Per Exhibit J, Hosting Agreemeni, Section 6
Estimated Tonaquint Payment Schedule
City of Fort Worth Municipal Court
as of 2/5/2015
Production
eCourt App eCourt eCourtPublic 60 Days Backup Warm Site
Server Database Database/App Storage D/R Setup Fees
$ 500
Test
eCourt App eCourt
Server Database
Q1"
Q2
Q3
Q4
Q5
Q6
Q7
Q8
Q9
Q10
Q11
Q12
Q13
Q14
Q15
Q16
Q17
Q18
Q19
Q20
Q21
Q22
Q23
Q24
$ 6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
6,105
$ 146,520
$ 2,301
2,301
2,301
2,301
2,301
2,301
2,301
2, 301
2,301
2,301
2,301
2, 301
2,301
2,301
2,301
2, 301
2, 301
2, 301
2,301
2,301
2,301
2,301
2,301
2,301
$ 55,224
eCourtPublic
Database/App
$ 839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
839
$ 20,136
<-- eCourt Configuration / Installation Timeframe -a
$ 6,963 $ 5,208 $ 1,404
6,963 5,208 1,404
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
6,963 5,208 1,404 6,825
$ 153,186 $ 114,576 $ 30,888 $ 136,500
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
10,179
$ 213,759
500
1,000
$ 2,000
Total
$ 9,745
9,245
23, 320
33,999
39,824
39,824
39,824
39,824
39, 824
39, 824
39,824
39,824
39,824
39,824
39,824
39,824
39, 824
39,824
39, 824
39, 824
39, 824
39, 824
39, 824
39, 824
$ 872,789
' The start date for the project has not yet been determined. This table is organized in three month segments per the City's request and will be updated pursuant
to the project Statement of Work.
City Secretary Contract No.
EXHIBIT C
DELIVERABLE ACCEPTANCE FORM
Services Delivered:
Delivei�able Ref. #:
Deliverable Name:
Unit Testing Completion Date:
Deliverable Target Completion Date:
Deliverable Actual Completion Date:
Approval Date:
Comments (if needed):
Approved by Consultant:
Signature:
Printed Name:
Title:
Date:
For Director Use Only
Contracted Payment Amount:
Adjustments, including
penalties:
Approved Payment Amount:
Approved by City Department Director:
Signature:
Printed Name:
Title:
Date:
City of Fort Worth — Municipal Court Case Management System 2437094521
Joumal Technologies, Inc. Professional Services Agreement
Page 48 of 94 Rev. 2/2015
City Secretaiy Contract No.
EXHIBIT D
NETWORK ACCESS AGREEMENT
1. The Netrvork. The City owns and operates a computing environment and network (collectively
the "Networlc"). Consultant wishes to access the City's network in order to provide a comprehensive
municipal court Case Management System. In order to provide the necessaty support, Consultant needs
access to the City's current Mtlnicipal Coui�t database environment, Active Directoiy, Internet, Intranet,
and Virtual Private Network (VPN) if necessary.
2. Grant of Limited Access. Consultant is hereby granted a limited right of access to the City's
Network for the sole purpose of providing a comprehensive municipal court Case Management System.
Such access is gi•anted subject to the tei•ms and conditions forth in this Agreement and applicable
provisions of the City's Administrative Regulaiion D-7 (Blectronic Coinmunications Resoul•ce Use
Policy), of which snch applicable provisions are hereby incorporated by reference and made a part of this
Agreement for all purposes hei•ein and are available upon request.
3. Networlc Credentials. The City will provide Consultant with Network Credentials consisting of
�lser IDs and passwords unique to each individual i•equiring Network access on behalf of the ConsLlltant.
Access rights will automatically expire one (1) year fi•om the date of this Agreement. If this access is
being granted for purposes of completing sei•vices for the City pursuant to a separate conti•act, then this
Agreement will expire at the compietion of the contracted services, or upon termination of the contracted
sei•vices, whichever occurs iirst. This Agreement will be associated with the Services designated below.
❑ Services are being provided in accoi•dance with City Secretaiy Contract No. .
❑ Services ai•e being pi•ovided in accordance with City of Fort Worth Purchase Oi•dei• No.
� Services are being provided in accoi•dance with the Agl•eement io which this Access A��eement
is attached.
❑ No services ai•e being provided pursuant to this AgY•eement.
4. Renewal. At the end of the fiist year and each year thereafter, this Agreement may be renewed
annually if the following conditions are met:
4.1 Contracted sei•vices have not been completed.
4.2 Conti•acted seivices have not been tei•ininated.
4.3 Within ihe thii•ty (30) days prior to the scheduled annual expii•ation of tl�is Agl•eement,
the ConsL�ltant has pi•ovided the City with a cui•i•ent list of iis officers, agents, servants,
employees or representatives requiring Network credentials.
Notwithstailding the schedLiled contract expiration or the status of completion of services, Consultant
shall provide the City with a current list of officers, agents, sei•vants, employees oi• repi•esentatives that
require Network credentials on an aiuzual basis. Failure to adhere to this rec�uirement may result in denial
of access to the Networlc and/or termination of this Agreement.
5. Networlc Restrictions. Consultant officers, agents, servauts, employees or representatives may
not shai•e the City-assigned user IDs and passwoi•ds. Consultant acknowledges, agi•ees and hereby gives
its authorization to the City to moilitor Consnitant's use of the City's Network in order to ensure
Consultant's colnpliance with this Agl•eement. A breach by Consultailt, its officei•s, agents, servants,
employees or i•epresentatives, of'this Agi•eement and any other wi•itten insti•uctions or guidelines that the
City of Fort Worth — Municipal Court Case Management System 24370945.21
Journal Technoiogies, Inc. Professional Services Agreement
Page 49 of 94 Rev. 2/2015
City Secretary Contract No.
City provides to Consultant pursuant to this Agreement shall be grounds for the City immediately to deny
Consultant access to the Network and Consultant's Data, terminate the Agreement, and pursue any other
remedies that the City may have under this Agreement or at law or in equity.
5.1 Notice to Consultant Personnel — For purposes of this Section 5.1, Consultant Personnel
shall include all officers, agents, servants, employees, or representatives of Consultant. Consultant shall
be responsible for specifically notifying all Consultant Peisonnel who will provide services to the City
under this agreement of the following City requirements and restrictions regarding access to the City's
Network:
(a)
(b)
(c)
(d)
(e)
��
�g)
(h)
Consultant shall be responsible for any City-owned equipment assigned to Consultant
Personnel, and will immediately repot•t the loss or theft of such equipment to the City
Consultant, and/or Consultant Personnel, shall be prohibited fi•om connecting peisonally-
owned computer equipment to the City's Network
Consultant Personnel shall protect City-issued passwords and shall not allow any third
party to utilize their password and/or user ID to gain access to the City's Network
Consultant Personnel shall not engage in prohibited or inappropriate use of Elech•onic
Communications Resources as described in the City's Administrative Regulation D7
Any document created by Consultant Personnel in accot•dance with this Agreement is
considered the propei-ty of the City and is subject to applicable state regulations regarding
public information
Consultant Personnel shall not copy or duplicate electronic information for use on any
non-City computer except as necessary to provide services pursuant to this Agreement
All network activity may be monitored for any reason deemed necessary by the City
A Network user ID may be deactivated when the responsibilities of the Consultant
Personnel no longer t•equire Network access
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, Consultant agrees to remove entirely any client or
communications softwa►•e provided by the City from all computing equipment used and owned by the
Consultant, its officers, agents, servants, employees and/or representatives to access the City's Network.
7. Information Security. Consultant agrees to make evely reasonable effort in accordance with
accepted security practices to protect the Network credentials and access methods provided by the City
fi�om unauthorized disclosure and use. Consultant 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, inchtding but
not limited to, theft of Consultant-owned equipment that contains City-provided access software,
termination or resignation of ofiicers, agents, servants, employees or representatives with access to City-
provided Network credentials, and unauthorized use or sharing of Network credentials.
[Signature Page Follows]
City of Fort Worth — Mw�icipal Court Case Management System
Joumal Technologies, Inc.
Page 50 of 94
24370945.21
Professional Services Agreement
Rev. 2/2015
City Secretary Contract No.
ACCEPTED AND AGRE�D:
CITY OF FORT WORTH:
By: �4 �a�
Rudy Jac n
Acting Assistant City Manager
Date: 3 • � - l S _,, ;.T,��,�
JOURNAL TECHNOLOGIES,
INC.:
By; � �
Jon M. ek
Chief Operating Officer �
Date: � — � `1 '� l` >
J .o, s�-�, � �� � �
ATTEST: / ,9„ ry�n0000vo.�,�opop ry�,e
�
�
� � °� otl'�
/� / d y n u e.•
By• � X.�
� �5 �,'
� � ����
� - �. � v
APPROV�D AS TgI'ORM
� . . ��
Assistant
����CS�� ������
�I`Y'�� �i��6��°°�'f�l��
��� �����it`�g �ea
City of Fort Worth — M�micipal Court Case Management Systetn
Journal Technologies, Inc.
Page 51 of 94
ATTEST:
� � , — �;�
Nalne: �! I � ��>
Title: dt��,�f��,�-f s-�������,���
f�
2437094521
ProFessional Services Agreement
Rev. 2/2015
City Secreta►•y Contract No.
EXHIBIT E
VERIFICATION OF SIGNATURE AUTHORITY
Full Legal Name of Consultant: Journal Technologies, Inc.
Legal Address: 915 East Fiist Street, Los Angeles, CA 90012
Sei•vices to be provided: Comprehensive municipal court Case Management System
Execution of this Signature Verification Form ("Form") hereby certifies that the following individuals
and/or positions have the authoi•ity to legally bind Consultant and to execute any agreement, amendment
or change order on behalf of Consultant. Such binding authority has been granted by proper order,
resolution, ordinance or other authorization of Consultant. The City is fully entitled to rely on the
warranty and representation set forth in this Form in entering into any agreement or amendment with
Consultant. Consultant will submit an updated Foim within ten (10) business days if there are any
changes to the signatory authority. The City is entitled to rely on any current executed Form until it
receives a revised Form that has been properly executed by the Consultant.
Name: K� �� K��-� h �� S�� -�
Position: %�s� � � S�'"�"�
�� �� � � /�- � --� .
Sig�ature �'" /
�
2. Name:
Position:
Signature
Name:
Position:
Signature
Name:
Signatur f President / EO
Other Title: �UG`
Date: �'��> - is _
City of Port Worth — Municipal Court Case Management Systetn 2437094521
Journal Technologies, Inc. Professional Services Agreement
Page 52 of 94 Rev. 2/2015
City SecreYary Contract No.
EXHIBIT F
JOURNAL TECHNOLOGIES SOFTWARE LICENSE AGREEMENT
THIS SOFTWARE LICENSE AGREEMENT (this "Agreement") is made as of
, 2015 (the "Effective Date") by and between Journal Technologies, Inc., a
corporation organized under the Iaws of the State of Utah (hereinafter "Licensor"), and City of Fort
Worth, Texas, a home-rule municipality ol•ganized undei• the laws of the state of Texas (hei•einafter
"Licensee").
In consideration of the i•epresentations and agreements contained herein, the par•ties hereby
covenant and agree as follows:
DEFINITIONS
1.1 Acceptance means written aclalowledgment by Licensee that a pal�ticular portion of the
Licensed Softwat•e pt•ovided by Licensoi• performs in accoi•dance with and conforms to the applicable
Acceptance Criteria; provided, however, that whenever Acceptance is required herein, it shall
conclusively be deemed to have been given by Licensee if it has not provided written notice to Licensor,
in the manner and within the time period set forth in Section 3.1 (Acceptance Testing), that the portion of
the Licensed Softwal•e fails to meet the applicable Acceptance Criteria.
1.2 Acceptance Criteria means such set of tests and pi•otocols that Licensor and Licensee
may mutually develop fi•om time to time heretiinder, for the purpose of determining whether a particular
pol•tion of the Licensed Softwai•e pei•forms in accordance with the applicable Specifications.
1.3 Bug Fixes means those services pi•ovided by Licensor to Licensee pui•suant to Section 4.2
(`Bug Fixes") of this Agi•eement.
1.4 Documentation inclucles usei• and technical manuals and publications which facilitate the
use of and t•elate to the Licensed Softwai•e, together with any written pl•oduct information, insti•uctions,
Specifications or use guidelines made available by Licensoi•.
1.5 Licensed Softwai�e means the propi•ietaiy computer softwai•e progi•ams genei•ally referred
to by Licensoi• as eCoul•t, together with all related Documentation. The Licensed Software specifically
does not, however, illclude components sLleh as any database management system or other third party
software or hardware required to operate the Licensed Software effectively.
1.6 License Fees means the annual fees to be paid pur•suant to Section 2.2.2 (License Fees)
by Licensee to Licensor in advance for the license of the Licensed Software licensed heretuider.
1.7 Maintenance means enhancements, upgrades and new releases of the Licensed Software,
which includes only those additions and/oi• modifications to the Licensed Software which (A) enhance
fiinctionality and/or pei•formance without fundamentally altei•ing the nattili•e oi• manner in which the
Licensed Software opei•ates, and (B) are made generally available without additional or increased cl�arges
to other persons entitled to receive maintenance from Licensor.
City of Fort Worth — Municipal Court Case Management System 24370945.21
Joumal Technologies, Inc. Professional Services Agreement
Page 53 of 94 Rev. 2/2015
City Secretary Contract No.
1.8 Services Contract means that certain Professional Sei•vices Agreement between Licensor
and Licensee, of even date herewith.
1.9 Speciiications means the published functionalities of the Licensed Software, or such
other specifications as may be described in a statement of work pursuant to the Services Contract or that
are otherwise mutually agreed upon by Licensor and Licensee.
1.10 Use or Using means (i) transferring any portion of the Licensed Software fi�om storage
units or media into computer or terminal equipment for utilization or processing; (ii) accessing any
portion of the Licensed Software for any purpose (including, without limitation, viewing information
already in the Licensed Software); or (iii) merging any Licensed Software in machine readable form into
another program; provided, however, that Use or Using does not include granting a consultant or other
third party access to the Licensed Software for purposes of programming against it.
1.11 User means (a) any individual person, computer terminal or computer system (including,
without limitation, any workstation, pc/cpu, laptop and wireless or network node) that has been
authorized by the Licensee (through a username and password) to use the Licensed Software or (b) any
other non-court govermnent employees and contractors who are performing theit• jobs, or a computer
terminal or computer system used by such a person, or (c) any individual person who is a membel• of the
general public (including litigants and their attorneys, reporters and interested citizens, but not
govermnent employees or conti•actors who are performing their jobs), or a computer terminal or computer
system used by such a person, accessing the Licensed Software at any given time for any reason
(including to file documents electronically or to view information ah�eady in or accessible through the
Licensed Software).
2. LICENSE
2.1 Grant of License. Upon commencement of the License Term, Licensor grants to Licensee
and Licensee hereby accepts from Licensor a non-exclusive, non-transferable, personal license to install
and Use the Licensed Software; provided, however, that Licensee's rights with respect to the Licensed
Software are at all times and in ali respects subject to the terms and conditions of this Agreement.
Licensee's authorized Useis may Use the Licensed Software only during the License Tet•m and only so
long as Licensee has paid the required License Fees and is not otherwise in default under this Agreement.
The Licensed Software is the proprietat•y information and a trade secret of Licensor and this Agreement
grants Licensee no title or rights of ownership in the Licensed Software.
2.2 License Term and License F
2.2.1 License Term. The License Term shall commence on the later to occur of (i) the
date of Acceptance by Licensee of the Licensed Softwai•e or (ii) the i•eceipt by Licensor of the applicable
License Fees fi•om Licensee, at which time Licensor shall provide Licensee with the requisite license file.
The License Term shall continue for five (5) yeai•s following such date, subject to the right of Licensee to
renew the License Term as provided herein (the "License Term"). The License Fees for each year of the
License Term shall incl•ease by tht•ee percent (3%) ovei• the License Fees for the previous yeat� of the
License Tei•m. Licensee may renew the License Term for additional one (1) year pel•iods upon written
notice to Licensoi•, given not less than sixty (60) days prior to the end of the then-curi•ent License Term.
2.22 License Fees. Licensee shall make payment of the License Fees to Licensor, at
the rate currently calculated at $145,050 for the first year of the License Term (based upon 150 Users of
the type identified in Section 1.11(a) above, plus the right to have unlimited Use�s of the type defined in
Section 1.11(b) and (c) above, as calculated pursuant to Appendix A to this Exhibit F), subject to
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adjustment based upon the actual numbei• of Users of the type defined in Section 1.11(a) and pursuant to
Section 2.2.1, in advance of the applicable quarter of the License Term; provided that the License Fees for
the iirst quartei• must be paid pi•ior to the time at which the Licensed Software is taken into production
because the license granted pursuant to this Agreement shall not be effective until such License Fees are
paid and the Licensed Software has been Accepted. Invoices shall be issued and payments s11a11 be made
in accordance with Section 3 of the Pt•ofessional Services Agreement.
If Licensee desires to increase the number of Users of the type defined in Section 1.11(a), Licensee shall
give notice to Licensor, which shall be promptly followed by payment, not latei� than 10 business days,
reflecting the increased License Fees (for the type of User defined in Section l. l l(a) and the
corresponding amount of increased License Fees for the type of User defined in Section l.11(b) and (c)),
calculated according to Licensee's then-current i•ates.
2.2.3 Licensee may also reduce the numbei• of Users of the type defined in Section
1.11(a) and/or eliminate the unlimited Use by Users of the type defined in Section 1.11(b) and/or (c), and
the commensurate fee payable, but only by written notice given at least sixty (60) days befol•e the next
almiveisaiy of the Effective Date.
2.2.4 Certain Specific Limitations. Licensee shall not, and shall not permit any User or
other parry to, (a) copy or otherwise i•epi•oduce, reverse engiizeer or decompile all or any part of the
Licensed Software, (b) make alterations to or modify the Licensed Softwai•e, (c) grant sublicenses, leases
or other rights in or to the Licensed Software, or (d) pei•mit any party access to the Licensed Softwai•e foi•
purposes of programming against it.
2.3 Testing Disaster Recovery and Interface Development License. Licensee shall be entitled
to use the Licensed Software in (a) Licensee's pi•oduction system for customary remote disastei• 1•ecovery
ptu�poses ("Disaster Recoveiy System"), and (b) in Licensee's production system to be used exclusively
in a non-production envii•otunent and solely for the pui•poses of experimenting and testing the Licensed
Software, developing integi•ations between the Licensed Software and other applications that integ►•ate to
the Licensed Software solely using integi•ation modules of the Licensed Softwai•e licensed by Licensee
under this Agreement, and training Licensee's employees on the Licensed Software ("Test Systems").
Licensor reserves the i•ight to furthet� define tlle pei•mitted use(s) and/or restrict the use(s) of the Test
Systems. LICENSOR MAKES NO WARRANTIES WITH RESPECT TO ANY LICENSED
SOFTWARE USED IN ANY NON-PRODUCTION SYSTEM AND PROVIDES THE LICENSED
SOFTWARE "AS IS." Licensee's sole recourse in the event of any dissatisfaction with any Licensed
Software used in any non-production system is to stop using such Licensed Software and return it to
Licensor.
2.4 Up cg ading License.
2.4.1 From time to time Licensor may make "beta" copies of prospective new ve�sions
of the Licensed Software or of potelltial new Jol�rnal Technologies software modules ("Beta Software")
available for Licensee's use in the Test Systems; and Licensee may elect to license and use the Beta
Softwai•e in the Test Systems. LICENSEE ACKNOWLEDGES AND tTNDERSTANDS THAT ANY
BETA SOFTWARE IS A PRE-RELEASE VERSION ONLY, MAY BE STILL UNDERGOING
TESTING AT LICENSOR AND IS NOT A LICENSOR COMMERCIALLY RELEASED PRODUCT.
Except foi• the provisions of Sections 4.3, 5.1, 5.2, 5.3, 5.4, and 5.5 of this Agi•eement, which shall not
apply with respect to any Beta Software, Licensee acknowledges and agi•ees that all Beta Software
delivered in accordance with this paragl•apl� shall be considered to be "Licensed Software" for all
purposes of tl�is Agceeinent. Notwithstanding anything to the contrary, as to any Beta Softwal•e, this
Agreement and the limited license granted hereby will terminate on the earliest of: (1) ten (10) days after
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the date of delivery by either party to the other party of written notice of termination of the beta testing
period for such Beta Software; or (2) the date of Licensor's commercial release of the final version of
such Beta Software for licensing to its end users generaily. Upon expiration or other termination of such
period, Licensee immediately shall discontinue any and all of use of the Beta Software and related
documentation and remove or permit Licensor to deactivate the Beta Software. The expiration or
termination of this Agreement as to any Beta Software shall not affect the continuation of this Agreemeizt
as to any other Software that has been licensed and is in use by Licensee in accordance with the terms of
this Agreement.
2.4.2 From time to time Licensee tnay eiect to evaluate certain Licensor software
modules that it has not licensed and does not currently use in its production environment ("Evaluation
Software"), for the purpose of determining whether or not to purchase a production license of such
Evaluation Software. Evaluation Software is licensed for Licensee's use in Licensee's Test Systems.
Except for the provisions of Sections 4.3, 5.1, 5.2, 53, 5.4, and 5.5 of this Agreement, which shall not
apply with respect to any Evaluation Software, Licensee acknowledges and agrees that all Evaluation
Software delivered in accordance with this paragraph shall be considered to be "Licensed Software" for
ali purposes of this Agreement. Notwithstanding anything to the contrary, as to any Evaluation Software,
this Agreement and the limited license granted hereby will terminate on the earliest of: (1) thirty (30) days
after the date such Evaluation Software is activated for use in Licensee's Test Systems; or (2)
immediately upon the deliveiy of written notice to such effect by Licensor to Licensee. Upon expiration
or other termination of such period, Licensee immediately shall either (a) discontinue any and all of use of
the Evaluation Software and related documentation and remove or permit Licensor to deactivate the
Evaluation Software; or (b) deliver payment in full of the Licensed Software license fees that have been
agreed upon for such Licensed Software to Licensor and confirm in writing to Licensor that such
Evaluation Software is added as additional Licensed Software licensed for Licensee's use in its
production environment and (other permitted environments) under this Agreement. The termination of
this Agreement as to any Evaluation Software shall not affect the continuation of this Agreement as to
any other Licensed Software that has been licensed and is in use by Licensee in accordance with the terms
of this Agreement.
2.4.3 Upon expiration ot• other termination of any period of use of any Beta Software
or of any Evaluation Software that Licensee elects not to purchase a license to for use in Licensee's
production environment under this Agreement, Licensee agrees that it will provide to Licensor remote
access to Licensee's systems on which such Beta Software or such Evaluation Software is installed for the
limited pui•pose of permitting Licensor to deactivate such Beta Software or such Evaluation Software.
ACCEPTANCE
3.1 Acceptance Testing. Licensee will be solely responsible for the final acceptance testing
of each portion of the Licensed Software. Upon notice fi•om Licensor that a pot�tion of the Licensed
Software is ready foz• testing, Licensee shall commence acceptance testing of the same. Licensee shall
have thirty (30) days fi•om the date of Licensor's notice to examine and test the portion of the Licensed
Softwai�e, to determine whether it conforms to the relevant Acceptance Crite3•ia. Witl�in that review
period, Licensee shall provide Licensor (in the mamiel• required generally for notice) with Acceptance of
the portion of the Licensed Software, or a written statement of errois to be corrected.
3.2 Corrections. When a portion of the Licensed Software has not been given Acceptance
because an error or deficiency was found and Licensee has provided Licensor with a statement of errors,
Licensoi• shall as promptly as practicable correct the identified ei•rors or deficiencies and redeliver the
portion of the Licensed Software in question to the Licensee, giving Licensee notice thereof. Licensee
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shall then, within fifteen (15) days, repeat any necessary testing and provide Licensoi• with Acceptance oi•
a fui�ther writien statement of errors.
MAINTENANCE, BUG FIXES AND HELP DESIC SUPPORT
4.1 Maintenance. Maintenance will be provided for the Licensed Software provided that
Licensee has paid the applicable License Fees, and subject to all of'the terms and conditions of the license
granted to Licensee herein.
4.2 Bu� Fixes. After Acceptance, Licensee may request Bug Fixes to be provided by
Licensor, which shall coinprise coi•rection of erroi•s and deficiencies that may occtu� in the Licensed
Software that cause the Licensed Software not to fiinction in conformance with the Specifications.
4.3 Help Desk Snp�ol�t. Help desk support shall be procui•ed pursuant to the Exhibit G to the
Professional Services Agreement.
WAR.RANTY
5.1 Licensed Software Warranty. Licensor warrants that the Licensed Software will perform
as it was Accepted in all material respects du►•ing the License Term. Notwithstanding the foregoing, this
warranty shall not apply and Licensor will incur no liability whatsoever if there is or has been (a) the use
of any non-ctu•►•ent veision of the Licensed Software, (b) the combination of the Licensed Software with
any othei• softwai•e not recommended, provided or atirthorized by Licensor, (c) modification of the
Licensed Softwal•e not made by Licensor, or (d) any use of the Licensed Software in breach of this
Ageeement.
5.2 Wai•►•antv of Law. Licensor i•epi•esents and warrants that to the best of Licensor's
knowledge: (i) there is no claim, litigation oi• pi•oceeding pending or threatened against Licensor with
respect to the Licensed Software or any component thereof alleging infi•ingement of any patent or
copyright or any tt•ade secret or any pi•opi•ietaiy 1•ight of any pei•son; (ii) the Licensed Softwat•e complies
in all material respects with applicable laws, rules and i•egLilations; (iii) Licensor has filll authority to enter
into this Agreement and to consummate the transactions contemplated hereby; and (iv) this Agreement is
not prohibited by any other agl•eement to which Licensor is a party oi• by which it inay be bound (the
"Legal Warranty"). In the event of a breach of the Legal Wat•i•anty, Licensor shall indemnify and hold
harinless Licensee from and against any and all harm, injiu•y, damages, costs, losses, liabilities, settlement
amounts and expenses, including i•easonable attoi•neys' fees and expei�ses, incui•i•ed by Licensee arising
out of said breach.
5.3 Warranty of Title. Licensor further warrants that (i) it has good title to the Licensed
Software; (ii) it has the absolute right to license the Liceilsed Software; (iii) as long as Licensee is not in
matei•ial defauli hereunder, Licensee s11a11 quietly and peacefully possess and Use the Licensed Software
provided hereundei• subject io and in accoi•dance with the pl•ovisions of this Agreement; and (iv) Licensor
shall be cesponsible for and have full authority to license all proprietary and/or third party software
modules, algorithms and protocols that are incorporated into the Licensed Software (the "Title
Wari�anty"). In the event of a bi•each of the Title Warranty, Licensoi• shall indemnify and hold harmless
Licensee fi�om and against any and all llarm, injm•y, damages, costs, losses, liabilities, settlement amoLints
and expenses, including reasonable attorneys' fees and expenses, iizcui•i•ed by Licensee ai•ising out of said
breach.
5.4 Effect of Breach of Wai•rantv. If, at any time during the License Term, the Licensed
Softwai•e fails to pei•form according to any warranty of Licensol• tu�dei• this Section 5(Warranty),
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Licensee shall promptly notify Licensor in writing of such alleged nonconformance, and Licensor shall
provide Bug Fixes subject to the limitations contained in Section 4.2 (Bug Fixes), but only so long as the
alleged nonconformance is not caused by an act of Licensee or any third party not under the control of or
authorized by Licensor. After the Bug Fixes have been performed, if any such non-perfot•mance
tnaterially impairs the ability of Licensee to utilize the Licensed Software, Licensee shall have the r•ight,
on thirty (30) days' notice, to terminate the license and this Agreement (with a credit for License Fees
paid for the period in which utilization was materially impaired).
5.5 Warranty of Non-Infi•in e� ment• Licensor agrees to defend, settle, or pay, at its own cost
and expense, any claim or action against the Licensee for infi�ingement of any patent, copyright, trade
secret, or similar property right arising fi�om Licensee's use of the Licensed Software and/ot•
Documentation in accordance with this Agreement. Licensor shall have the right to conduct the defense of
any such claim or action and all negotiations for its settlement or compromise and to settle or compromise
any such claim; however, Licensee shall have the right to fully participate in any and all such settlement,
negotiation, or lawsuit as necessaly to pt•otect the Licensee's interest, and Licensee agrees to cooperate
with Licensor in doing so. Licensee agrees to give Licensor timely written notice of any such claim or
action, with copies of all papers Licensee may receive relating thereto. If the Licensed Software and/or
Documentation or any part thereof is held to infringe and the use thereof is enjoined or restrained or, if as
a result of a settlement or compromise, such use is materially adversely restricted, Licensor shall, at its
own expense and as Licensee's remedy, either: (a) procure for Licensee the right to continue to use the
Licensed Software and/or pocumentation; or (b) modify the Licensed Software and/or pocumentation to
make it non-infi•inging, provided that such modification does not materially adversely affect Licensee's
authorized use of the Licensed Software and/or pocumentation; or (c) replace the Licensed Software
and/or pocumentation with equally suitable, compatible, and functionally equivalent non-infringing
software and/or documentation at no additional charge to Licensee; or (d) if none of the foregoing
alternatives is reasonably available to Licensor, Licensee may terminate this Agreement, and shall be
entitled to an Equitable Refund (as defined below). "Equitable Refund" shall mean a pro rata refund of
any quarterly fees paid in advance by the Licensee to the extent that quarterly fees relate to infi•inging
Licensed Software and/or pocumentation, or pal�t thereof, which refund shall be pro rata based on the
amount of time remaining in the quarter to which such quarterly fees relate. A sample calculation of an
Equitable Refund is attached as Almex 2 to the Professional Services Agreement. For the avoidance of
doubt, to the extent Licensee has received an Equitable Refund of fees for infi•inging Deliverable(s) as set
forth in Section 8 of the Professional Services Agreement, such fees shali not be subject to refund
pursuant to this Exhibit F. Subsequent to any such termination, Licensee may seek any and all remedies
available to it under law other than indirect, special or consequential damages.
5.6 No Other Warranties. THE WARRANTIES AND REPRESENTATIONS STATED
WITHIN THIS AGREEMENT ARE EXCLUSIVE, AND IN LIEU OF ALL OTHER WARRANTIES,
EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE.
LIMITATIONS ON LIABILITY
6.1 Limitations on Liabilitv. NEITHER PARTY SHALL BE LIABLE TO THE OTHER
FOR ANY INDIRECT, SPECIAL OR CONSEQUENTIAL DAMAGES OR LOSS OF ANTICIPATED
PROFITS IN CONNECTION WITH OR ARISING OUT OF THE SUBJECT MATTER OF THIS
AGREEMENT. FURTHERMORE, iN NO EVENT SHALL LICENSOR BE LIABLE TO LICENSEE
FOR ANY AMOUNT IN EXCESS OF THE AMOUNT OF LICENSE FEES ACTUALLY RECEIVED
BY LICENSOR UNDER THIS AGREEMENT; PROVIDED THAT THE LIMITATION iN THIS
SENTENCE SHALL NOT APPLY TO LICENSOR'S 1NDEMNIFICATION OBLIGATIONS UNDER
SECTION 5.2 (WARRANTY OF LAW) OR SECTION 5.3 (WARRANTY OF TITLE) OR 5.5
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(WARRANTY OF NON-INFRINGEMENT), OR IN THE EVENT OF GROSS NEGLIGENCE OR
INTENTIONAL MISCONDUCT BY LICENSOR.
7. CONFIDENTIALITY
7.1 Licensee's Responsibilities. Licensee hereby agi•ees that (a) the Licensed Software and
other materials t•eceived from Licensor under this Agreement is the confidential and proprietary
information of Licensor, (b) to the eYtent permitted by law, Licensee shall take all reasonable and
necessary steps to protect and ensui•e the conftdentiality of the Licensed Software and other materials, and
(c) except as permitted by the terms of Section 2.1 (Gr•ant of License), and to the extent permitted by law,
neither the Licensed Software nor any of the other materials shall be in any way disclosed by Licensee to
any third party, in whole or in part, withoLit the pl•ior written consent of Licensor, which may be gi•anted
oi• withheld in its sole discretion. If Licensee becomes aware of the unauthorized possession of the
Licensed Software or any of the other lnaterials, it shall promptly notify Licensor. Licensee shall take all
t•easonable steps to pi•event the i•ecurrence of such unauthoi•ized possession.
7.2 Licensor's Responsibilities. Licensor hereby agrees that (a) any information related to
the official business of Licensee that Licensor obtains fi•om Licensee in the cotuse of the perfol•mance of
this Agl•eeinent is the confidential and proprietaiy information of Licensee, (b) Licensor shall take all
reasonable and necessaiy steps to pt•otect and ensure the confideiltiality of such information, and (c) such
information shall not be in any way disclosed by Licensot• to any third party, in whole or in part, without
the prior wi•itten consent of Licensee, which may be gi•anted or withheld in its sole discretion. If Licensor
becomes aware of the unauthoi•ized possession of the Licensee's information, it shall pi•omptly notify
Licensee. Licensor shall take all i•easonable steps to prevent the recur•i•ence of such unauthorized
possession.
73 Confidentiality Breach. In the event a party breaches any of its obligations under this
Section 7(Confidentiality), to the extent not prohibited by applicable law, the bi•eaching party shall
indemnify, defend and hold harmless the non-breaching party ft•om ai�d against any and all harm, injury,
damages, costs and expenses incui•i•ed by the bi•eaching party ai•ising out of such breach. In addition, the
non-breaching party will be entitled to obtain any injunctive i•elief against the breaching party as
authoi•ized by a coui•t of competent jurisdiction.
7.4 Exclusions. The provisions of this Section 7(Confidentiality) shall not apply to any
information (a) that is in the pnblic domaiil prior to the disclosure or that becomes part of the public
domain othei• than by way of a breach of this Agi•eement, (b) that was in the lawf�il possession of the
Licensoi• or Licensee, as the case may be, pi•ioi• to the disclosui•e without a confidentiality obligation to
any pei•son, (c) that was disclosed to the Licensor or Licensee, as the case may be, by a tl�ird party who
was in lawfiil possession of the infoi•mation without a confidentiality obligation to any person, (d) that
was independently developed by Licensor or Licensee, as the case may be, outside the scope of this
Agceement, or (e) that is t•equi►•ed to be disclosed by applicable law, rule, 1•egulation or cour•t oi•dei•.
TERMINATION
8.1 Termination bv Licensor.
8.1.1 Pavment Default. Licensoi• shall have the i•ight to terminate the license granted in
Section 2.2 (License Tei•m and License Fees), and this Agi•eement (but resei•ving etimulatively ail othei•
rights and t•emedies under this Agreemellt, in law and/or in equity that sLirvive this Agreement), for any
failtue of Licensee to make payments of moneys due when the same are due, and sllcl� failtu•e continlles
for a period of thil•ty (30) days afier wi•itten notice thereof by Licensor to Licensee.
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8.1.2 Other Licensee Defaults. Licensor may terminate the license granted in Section
2.2 (License Term and License Fees), and this Agreement (but reserving cumulatively all other rights and
remedies under this Agreement, in law and/or in equity that survive this Agreement), for any material
violation or breach by Licensee which violation or breach continues for a pei•iod of thirty (30) days after
written notice thereof by Licensor to Licensee.
8.2 Termination by Licensee. Licensee shall have the right to terminate this Agreement
(reserving cumulatively all other rights and �•emedies under this Agreement, in law and/or in equity that
survive this Agreement) without further obligation or liability to Licensor (except as specified herein) if
Licensor commits any material violation or breach of this Agreement and fails to remedy such breach
within thirty (30) days aftet� written notice by Licensee to Licensor of such breach. Licensee shall have the
right to terminate this Agreement effective immediately and without prior notice if Licensor goes into
liquidation or bankruptcy, or if Licensor permanently discontinues Maintenance for the Licensed
Software.
8.3 Actions Upon and Following Termination. Licensee must cease use of the Licensed
Software immediately upon termination, and must return the Licensed Software and all other
Documentation received by Licensee fi•om Licensor under this Agreement within thirty (30) days after
termination. Licensee may retain a copy of the Licensed Software for back up purposes.
GENERAL
9.1 Waiver Amendment or Modification. The waiver, amendment or modification of any
provision of this Agreement or any right, power or remedy hereunder shall not be effective unless made in
writing and signed by both parties. No failure or delay by either party in exercising any right, power or
remedy with respect to any of its t�ights hereunder shall operate as a waiver thereof.
9.2 Notice. All notices under this Agreement shall be in writing and shall be deemed to have
been duly given if delivered in pei•son, by cotnmercial overnight courier or by registet•ed or certified mail,
postage prepaid, return receipt requested, and addressed as follows:
To Licensor: Journal Technologies, Inc.
915 East Filst Street
Los Angeles, CA 90012
Attention: President
Phone Number: (213) 229-5434
Facsimile: (213) 680-1886
To Licensee: City of Port Worth
1000 Throckmorton Street
Fort Worth, Texas 76102
Attention: City Manager
Phone Number: (817) 392-8180
Facsimile: (817) 392-6134
With copies to:
Municipal Court Director
1000 Throckmorton Street
Fort Worth, Texas 76102
Phone Number: (817) 392-6711
Facsimile: (817) 392-6702
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and to the City Attorney at the same address
Facsimile: (817) 392-8359
9.3 No Third Party Beneficiaries. This Agi•eement is not intended to create any right in or for
the public, or any member of the public, any subcontractor, suppliel• or any othei• thii•d party, or to
authorize anyone not a party to this Agreement to maintain a suit to enforce or take advantage of its terms.
9.4 Successors and Assig��s. Neither party may assign this Agreement in whole or pai�t
without the prior written consent of the other pacty. Any attempt to assign this Agreement without the
prior written consent of the other party is void and without legal effect, and such an attempt constitutes
gcounds for tet•mination by the other party. Subject to the foregoing, all of the terms, conditions,
covenants, and agreements contained herein shall inure to the benefit of, and be binding upon, any
successoi• and any pei•mitted assignees of the respective pai•ties hereto. It is fiirther undei•stood and agreed
that consent by either party to such assigmnent in one instance shall not constitute consent by the pat•ty to
any other assignment. A ti•ansfer of corpoi•ate conti•ol, mergei•, sale of substantially all of a party's assets
and the like, even tholigh inclnding this Agt•eement as an assigned asset or contract, shall not be
considered an assignment for these purposes.
9.5 Govei•nin� Law; Venue. The validity, construction and performance of this Agi•eement
and the legal i•elations among the pai•ties to this Agreement shall be govei•ned by and construed in
accordance with the laws of the State of Texas without giving effect to its conflict of law principles. Any
lawsuit or othei• action based on a claim ai•ising fi�om this Agreement shall be bl•ought in the federal coui•t
within the Northern District of Texas, Fort Worth Division, if it has oi• can acquire jurisdiciion, and
otherwise in a court or other forum of competent jurisdiction within Tarrant Cotulty, Texas.
9.6 Sevei•abilitv. In the event any one or more of the provisions of the Agi•eement shall foi•
any reason be held to be invalid, illegal oi• unenforceable, the i•emaining provisions of this Agi•eement
shall be unimpaired, and the invalid, illegal or unenforceable provision shall be ceplaced by a provision,
which, being valid, legal a�ld enfot•ceable, cotnes closest to the intention of the pai�ties Lulderlying the
invalid, illegal or unenforceable provision.
[Appendix A to this Exhibit F Follows]
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APPENDIX A TO EXHIBIT F
LICENSE FEES
The License Fee for users identified in clause (a) of the deflnition of "User" in Section 1.11 of the
Agreement, is determined in accordance with the following chart:
User Groups
1-100
101-200
201-500
Per Physical Location
Annual License Fees
Users Per User For Group
100* $ 700 $ 70,000
100 790 79,000
300 647 194,100
* Prorated after 100 Users.
Other Governmental Agencies
The additional License Fee for users described in clause (b) of the definition of "User" in Section
1.11 of the Agreement shail be computed based on 20% of the total Useis desci•ibed in clause (a) of the
definition of "User" in Section l.11 of the Agceement.
Public Users
The additional License Fee for useis described in clause (c) of the definition of "User" in Section 1.11
of the Agreement shall be computed based on 10% of the total Usei•s described in clause (a) of the
definition of "User" in Section 1.11 of the Agreement.
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City Secretary Coutract No.
EXHIBIT G
JOURNAL TECHNOLOGIES ANNUAL SUPPORT AGREEMENT
I' . ,
City shall pay $29,010 for the first year of support during the Initial Term ("Support Fee"). City
shall pay a fee equal to an incr•ease of 3% of the Suppoi•t Fee foi• each year thereafter diu•ing the Initial
Term. Payment is due in advance of the quarter for which the support services are to be provided.
Invoices shail be issLled and payments shall be made in accordance with Section 3 of the Professional
Services Agreement. Travel and per diem is NOT included in the Support Fee. If any Journal
Technologies resources are needed on-site, the City will be invoiced fot• tt•avel expenses as incurred. The
City will pay reasonable travel expenses approved by the City per the City's travel expense policy.
2. DEFINITIONS
1.1 eCourt Application Administrator means a City employee who is identified as and who has
completed ti•aining as an eCoLii•t Application Administrator.
1.2 Help Deslc means the method of communication between the City and Consultant regarding all
hai•dware and software issues reasonably related to the eCoui�t and eCourtPublic software. The help
desk provides the most efiicient means to track, manage, and resolve such issues.
1.3 Hours of Operation mean daily operations from 7:00 a.m. to 7:00 p.m. CST (effective January 1,
2015), except company observed holidays. Each Hour of Operation is a"Business Hour."
1.4 Incident means a dist•uption in the noi•mal information flow oi• sei•vice with the software
application enviromnent (if hosted by Consultant) oi• the software application (if not hosted by
Consultant).
1.5 Resolution Time means the time it takes Consultant to identify and resolve the problem.
1.6 Response Time means the time period starting when the Consultant is notified of an Incident and
ending when the Consnitant aclalowledges notice of such Incident.
1.7 Support means technical assistance with the Softwai•e, including but not limited to, qiiestions
about the functionality of the Software, assistance with the resolution of ei•ror messages, and
installation questions. Support inay include ti•oubleshooting tl�e Softwal•e as needed to 1•esolve issnes.
JOURNAL TECHNOLOGIES RESPONSIBILITIES AND SERVICES:
a. Journal Technologies will pi•ovide a response to i•equests to its Suppoi•t Depai•tment made by an
eCoui•t �lpplication Administrator throligh any of the standard methods of contact within the time
fi�ames set forth below dl�ring the Hours of Operation. If Journal Technologies changes any of the
standard methods of contact, it will notify the City in advance. All requests and issues related to
eCourt, eCo�u•t Public, and Jtuy Systems should be submitted to Joui•nal Technologies. In
addition, any issues with performance and up time related to the hosting environment and
City of Fort Worth — Mwiicipal Court Case Management System 24370945.21
Joumal Technologies, Ina Professional Services Agreement
Page 63 of 94 Rev. 2/2015
City Secretaiy Contract No.
infrastructure should be submitted to Journal Technologies through the same mechanisms. Any
Response Time and/or Resolution Time requirements and penalties should be applied to all parts
of the solution.
b. Standard methods of contact include:
i. Web: supportweb.sustain.net
ii. Telephone: 877.587.8927, Option 6
iii. E-mail: support@sustain.net
c. Response Times, Availability, and Credits:
Procedures. A toll-fi•ee number is provided to the City for Help Desk access. Calls are
received (by a live individual during the Hours of Operation) and logged in the
Hotline Call Tracking System (which records the caller's name, date/time, description
of the issue, priority, and assigned resource) and reviewed to determine priority.
Necessary resources are then allocated to resolve each reported issue. The City shall
be kept informed as to the status of the issue until resolution. Consultant has a
comprehensive escalation procedure in place to ensure that all calls are handled in an
expeditious manner.
Support shall be provided off-site and includes remote diagnostic capability, which
provides the most responsive on-line problem identification and resolution.
ii. Incident Classification.
Each Incident will be classified in accordance with these categories:
• 1-Critical: Product Failure/Loss of Service: A problem with all ot• part of a
component of the eCoul�t application causing disruption to business activity preventing
the use of the eCourt application.
• 2-High: Non-critical service failures: A fault that causes the eCourt application to
not operate as wat•ranted although the eCourt application remains usable with a moderate
level of difficulty utilizing a work-around solution.
• 3-Medium: Non-critical service failures: A fault that caLises the eCom•t
application to not operate as warranted aithough the eCourt application remains usable
with a minimal level of difficulty utilizing a work-around solution. Medium Incidents
also include questions (e.g., on application functionality) and requests for information
(e.g., details on enhancelnents included in new releases).
• 4-Low: A minor fault that causes the eCoui�t application to not operate as
warranted, with no disruption to business activity (e.g., an easy workaround is reasonably
acceptable to the City). This categoiy includes Incidents relating to enviromnents other
than production.
iii. Incident Response and Resolution
Consultant shall respond to requests for technical support received via telephone or email
("Incident Report"). Consultant shall meet the following Response Goais and Resolution
Goals (collectively "Service Level Goais"), set forth below for support services:
City of Fort Worth — Municipal Court Case Managemei�t System
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City Secretaty Contract No.
Work T�
Incident
Incident
Incident
Incident
Category
1-Critical
2-High
3-Medium
4-Low
Response Goal
1 Business Hour
75 Business Hour
Minutes
90 Business Hour
Minutes
1.75 Business Hours
Resolution Goal
ASAP, bnt no more than 24
hotus upon verification of
steps to reproduce issue
ASAP, but no more than 30
days upon verification of
steps to reproduce issue
ASAP, but no more than 60
days upon verification of
steps to reproduce issue
ASAP, but no more than 120
days upon verification of
stens to i•eni•oduce issue
• Resolution Time does not include any time periods during which Consultant is
awaiting information, clai•ification or task completion by the City.
• The City and Consultant may agree to a work around sohition enabling the business
to restune fiulctioning. The City and Consultant may considei• the Incident resolved
if the implemented work around is accepted by the City and Consultant. If the
workaround is not accepted by the City and Consultant, the Incident shall remain
open and Consultant shall continue work to resolve the Incident.
iv. The failtu�e by Consultant to meet the Seivice Level Goals set foi•th above will result in
the following per Incident ci•edit pi•ovided to the City for the suppol•t portion of the
following qLiarter's invoice, as set forth in Exhibit B, Payment SchedLile (each such
ci•edit, a "Service Level Ci•edit"):
City of Fort Worth — Municipal Court Case Management System 24370945.21
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City Secretaiy Contract No.
The Incidents should be tracked against the Service Level Goals and reported to the
City on a monthly basis. Credits in any quarter shall not exceed 50% of the total
quarterly support fee.
v. In the event the City is provided Service Level Credits due to Consultant's failure to
meet Service Level Goals as set forth in Section 3c, Consultant shall have the
opportunity to earn back the Service Level Credit from the previous quarter by
meeting the following goals for the next quarter:
• Help Desk Calls
0 95% live answer of all calls
• Qualified Response:
o Receipt of 95% of all Incidents acknowledged by standard contact methods
within the Response Goal
• Resolution Within Goal:
0 90% of all Incidents resolved within the Resolution Goal.
Consultant shall provide a tracking mechanism appt•oved by the City and documentation
to verify that the Service Level Goals have been achieved for a full quarter.
vi. Service Level Goals and credits for hosting services shall be governed by and set forth
in Exhibit J to the Professional Services Agreement, Hosting Agreement.
d. For so long as Journal Technologies is providing the hosted services set forth in Exhibit J to the
Professional Services Agreement, Journal Technologies shall be responsible for configuring,
maintaining, and upgrading the operating system including, but not liinited to, backups and
restores, fixes, and patches.
e. Joui•nal Technologies will pt•ovide recomtnendations on the configuration and use of the Softwat�e
and related hardware or software to meet the City's operational needs, and shall be responsible
for configuring, maintaining, and upgrading the Software. Journal Technologies shall be
responsible for supporting the previous and upgraded versions of the Software until any upgrade
is complete.
£ For so long as Journal Technologies is providing the hosted services set forth in Exhibit J to the
Professional Services Agreement, Journal Technologies shall maintain all related hardware and
software systems i•equired for the operation of the Software including but not limited to hardware,
operating systems, security, network and storage based on the most current system requirements
and t�ecomtnendations.
g. Journal Technologies will only provide support to designated eCourt Application
Administrator(s). It is the responsibility of the City to instruct system users to route support
requests to eCourt Application Adininistrator(s). If Journal Technologies is i•equired to provide
support to non-eCourt Applicatioil Administrator(s), the prevailing hourly rate will be applied
according to the Professional Services Agreement.
City of Fort Worth — Mwiicipal Court Case Management System 2437094521
Journal Technologies, Inc. Professional Services Agreement
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City Secretary Contract No.
4. CITY RESPONSIBILITIES:
a) Retain one or mot�e designated eCoui�t Application Administ��ator(s) on staff responsible for the
t•egular maintenance and configuration of the Software. Journal Technologies must be provided
the naine and contact information for any eCourt Application Administrator. These individuals
must receive eCourt Application Administrator Training within 90 days of notice to qualify for
support. If turnover occuis for Client's designated eCourt Application Administrator(s), Client
must arrange with Journal Technologies for certification and re-training. Support requests by
anyone not identified and designated as an eCourt Application Administrator are subject to higher
support fee increases.
b) If Journal Technologies is not providing the hosted services set forth in Exhibit J to the
Professional Services Agreement, the City shall provide and maintain an Internet connection as
required by Exhibit D to the Professional Sei•vices Agreement, to the Software's production,
development and test environment (as applicable) database and/or application server. This
connection is to be available and accessible by Journal Technologies suppot�t personnel during the
Houis of Operation for the purposes of pi•oviding software support and upgi•ades. This connection
must provide fitll screen access to the servel• with fiill administrative i•ights to ptiiblish information
and make changes to the eCourt database and one or more network file locations; however, no
changes shall be made to the eCourt database or network fles without the City's consent.
c) Provide Journal Technologies support personnel with accurate configuration information, screen
shots, or other files and documentation as requit•ed for a support request.
d) Maintain all Client data, including blit not limited to, the backlip of data stot•ed in the eCourt
database, custom documents and reports, and configui•ation files.
e) If Joui•nal Technologies is not providing the l�osted sel•vices set foi•th in Exhibit J to the
Professional Ser•vices Agt•eement, the City shall maintain all i•elated hardwace and software
systems required for the operation of the Software including but not limited to hardware,
operating systems, security, network and storage based on the most current system reqliirements
and i•ecominendations.
� Upg�•ade to the cui•i•ent pliblicly released vei•sioil of the Software as long as Jotu•nal Technologies
pl•ovides a minimum of 180 days written notice to the City that an upgcade is planned foi• the
Software and Jonrnal Technologies provides a miilimum of 90 days written notice to the City of
the speci�c upg►•ade schedule. The City may s11oi•ten these timefi•ames if it ciesires. Joui•nal
Technologies shall be responsible for supporting the previous and upgraded versions of the
Software �intil the City's upgrade is complete. The City shall not maintain any veision of the
Software older than the last two released versions.
g) All communications by Client to Journal Technologies must be in the English language.
City of Fort Worth — Municipal Court Case Management System 24370945.21
Joumal Technologies, Inc. Professional Services Agreement
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City Secretaiy Contract No.
EXHIBIT H
JURY SYSTEMS INCORPORATED
SOFTWARE LICENSE AGREEMENT
This Software License Agreement (this "Agreement") is made between Jury Systems Incorporated ("JSI")
and the City of Fort Worth, Texas ("Customer"), individually referred to as a"party," collectively 1•eferred
to as the "parties," for the license of the JURY+ Software and Related Documentation, (hereinafter
collectively referred to as "Programs") comprised of the following:
JURY+ Web Generation (Gi�ebGen)
JtJRY+ Web Solution
The one-time fee for the perpetual JURY+ licenses and Pi•ograms are as follows:
Base License Fee (Web Generation)
Concurrent Users — Full Use (5) Fee
Crystal Reports Site License
Application Foundation
Web Solution
Total
$ 25,000
$ 16,250
$ 370
$ 30,800
$ 5,000
$ 77,420
1. Grant of License
JSI grants and Customer accepts on the terms and conditions contained in this agreement a
nonexclusive, nontransferable license to the Programs specified above under the following terms:
a) The Customer may use the Programs only at the Customer's site and on the Customer's
computers, and solely for the Customer's internal business purpose.
b) The Programs shall not include, and the Customer shall not be entitled to, any source code or
t�elated design documentation, unless solu�ce code is part of the Related Documentation
specified above. Customer and JSI shall entel• into a separate Escrow Agreement to defrne
and outline Customer's rights to source code for the Programs, with the same being attached
hereto as Appendix A-2 to Exhibit H.
c)
d)
The Customer's rights under this agreement shall not be assigned, sublicensed or otherwise
transferi•ed to any other entity, without JSI's written consent, which such consent shall not be
unreasonably withheld.
By written amendment to Appendix A to Exhibit FI, agreed to by both parties, Customer
may purchase additional licenses of the JURY+ Programs oi• like products of JSI, and all
terms and conditions of this Agz•eement shall also apply to such additional licenses.
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Journal Technologies,Inc.
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4.
Use of Programs
The Customer may use the Programs at any and all of Customei•'s licensed sites located within the
Customer's jul•isdiction. Customer's license sites shall include all courts maintained and operated by
the City of Fort Woi�th. The Customer shall ensure that auy site that has access to the Progcams
complies with this Agreement. The Customer shall not assign, sublicense, eatend or transfer its
rights under this Agceement by operation of law or otherwise. Subject to Section A of this
Agreement, the Customer shall have sole responsibility for preventing unauthorized access to
proprietaiy or confidential information maintained by the Programs.
Right to Copy
The Customei• may make complete oi• partial copies of the Programs as needed solely for testing,
archival, and back-up purposes. The Customei• shall ensure that all copyright and othei• proprietary
notices or legends contained in or placed upon the Prograins shall appear on any such copies.
Warranty
a) For si�y (60) days following delivery of the media and/oi• Programs, JSI wai•i•ants that the
media and/oi• Programs will confoi•m to the Related Documentation. Should JSI fail to
correct any nonconfoi•mance within sixty (60) days aftei• i•eceipt of written notice of
nonconformance ("Cure Period"), the Customer's sole and exclusive remedy shall be to
terminate this Agreement immediately as it pertains to the nonconforming media and/or
Progi•ams and receive a refund of the License Fee paid for such media and/or Progcams.
Any such refund shall be pi•ovided to Customet• within thirty (30) days of the effective date
of tei•mination.
b) JSI wal•1•ants that it has the authority to entei• into this Agreement and pet-foi•m its obligations
heretu�der.
c) JSI warrants that the Programs do �1ot contain, and any future update will not be delivered
with, any virus, worm, trap door, back door, timer or clock that would erase data or
pl•ogramming or othei•wise cause the programs to become inoperable or incapable of being
used in accoi•da�lce with the Pi•ogcam documentation.
d) JSI'S WARRANTIES STATED IN THIS AGREEMENT ARE IN LIEU OF ALL
OTHER WARRANTIES AND CONDITIONS, EXPRESS, IMPLIED, OR STATUTORY,
INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTY OF
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
Indemnity
JSI agcees to the fullest extent permitted by law, to indemnify and hold hai•mless, Customei•, and
its agents, officers and employees, from and against all losses or claims for damages including
suits at law or in equity, caused by airy wi•ongful, intentional, or negligent act or omission of JSI,
or its (their) agents which may arise out of or are connected with the activities covered by this
agreement.
City of Fort Worth — Municipal Court Case Management System 24370945.21
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Customer agrees to the fullest extent permitted by law, to indemnify, defend and hold harmless,
JSI, and its agents, officeis and employees, fi•om and against all losses or claims for damages
including suits at law or in equity, caused by any wrongful, intentional, or negligent act or
omission of Customer, or its (their) agents which may arise oLit of or are connected with the
activities covered by this agreement. NOTHING CONTAINED HEREIN SHALL �VER BE CONSTRUED
SO AS TO REQUIRE CUSTOMER TO CREATE A SINKING FUND OR TO ASSESS, LEVY AND COLLECT
ANY TAX TO FUND ITS OBLIGATIONS UNDER THIS PARAGRAPH.
JSI warrants that all Deliverables, or any part thereof, furnished hereunder by the JSI pursuant to
the Statement of Work, including but not limited to: programs, documentation, software,
analyses, applications, methods, ways, and processes furnished hereunder by the JSI puisuant to
the Statement of Work (for purposes of this Section 5, each individually referred to as a
"Deliverable" and collectively as the "Deliverables"), do not infringe upon or violate any patent,
copyrights, trademarks, service marks, trade secrets, or any intellectual property rights or other
third party propi•ietaiy rights. JSI shall be liable and responsible for any and all claims or actions
against Customer for infi•ingement of any patent, copyright, trademark, service mark, trade secret,
or other intellectual property rights arising fi•om Customer's use of the Deliverable(s), or any pat-t
thereof, in accordance with this Agreement, it being understood that this agreement to be liable
and responsible shall not apply if Customer modifies or misuses the Deliverable(s).
JSI agrees to indetnnify, defend, settle, or pay, at its own cost and expense, including the payment of
reasonable attorney's fees, any claim or action against Customer for infi•ingement of any patent,
copyright, trademark, service mark, n�ade secret, or other intellectual property right arising fi•om
Customei's use of the Deliverable(s) or any part thereof, in accordance with this Agreement, it being
undeistood that this agreement to indemnify, defend, settle or pay shall not apply if Customer
modifies or misuses the Deliverable(s).
So long as JSI bears the cost and expense of payment for claims or actions against Customer
pursuant to this Section 5, JSI shail have the right to conduct the defense of any such claim or
action and all negotiations for its settlement or compromise and to settle or compromise any such
claim; however, Customer shall have the t�ight to fully participate in any and all such settlements,
negotiations, or lawsuits as necessary to protect Customer's interest, and Customer agrees to
cooperate with JSI in doing so. In the event JSI fails to take reasonable steps necessary to defend
diligently any such claim or action, Customer may assume the defense of such claim or action
and all negotiations for its settlement or compromise and to settle or compromise any such claim,
and JSI will be liable for all i•easonable costs or expenses thereafter incurred in connection with
snch defense, provided, that JSI shall have the right to participate in, at its own expeilse, the
defense of such claim or action. Customer agrees to give JSI timely written notice of any such
claiin or action, with copies of all papers Customer may receive relating thereto. If the
Deliverable(s), or any part thereof, is held to infi�inge and the use thereof is enjoined or restrained
or, if as a result of a settlement or compromise, such use is materially adversely restricted, JSI
shall, at its own expense and as Customer's sole remedy, either: (a) procure for Customer the
right to continue to use fl1e Deliverable(s); or (b) modiiy the Deliverable(s) to make them/it non-
infringing, provided that such modification does not materially adversely affect Customer's
authorized use of the Deliverable(s); or (c) replace the Delivei•able(s) with equally suitable,
coinpatible, and functionally equivalent non-infi�inging Deliverable(s) at no additional charge to
Customer; or (d) if none of the foregoing alternatives is reasonably available to JSI, Customer
may terminate this Agreement, and receive a refund of the payments actually made to JSI under
this Agreement. For the avoidance of doubt, to the extent Customer has received a refund of fees
for infi•inging Deliverable(s) as set forth in Section 8 of the Professional Services Agreement,
such fees shall not be subject to refund pufsuant to this Exhibit H. JSI's OBLIGATIONS
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HEI2EUNDER SHALL BE SECUI2ED BY THE REQUISITE INSURANCE COV�RAGE
AND AMOUNTS SET FORTH BELOW IN SECTION 10 OF THE PROFESSIONAL
SERVICES AGI2EEMENT.
Ownership of Programs
Title and fiill ownership rights including, but not limited to, all copyrights in and to all copies of the
Progcams shall remain the sole and exclusive property of JSI; however Customer shall retain
ownership of its data, and JSI shall provide Customer with a back-up copy of its data on an annual
basis. The Customer acknowledges and agrees that the Progcams constitute, contain and embody
valuable confidential information, h•ade secrets and proprietary rights of JSI.
7. Customer Modi�cations
If soLu�ce code is licensed, the Customer may modify or enhance the Prog��ams for atry purpose
reasonably related to the purpose for which the Programs were originally licensed, provided however
that:
a. If the Customer is provided any source code, the Customer's right to modify or enhance the
Programs shall not di�ninish JSPs copyrights, interest in, or ownership of the Programs;
Unless otherwise agt•eed to by the parties in writing, the Customei• shall be solely responsible
for any and all maintenance of any modifications or enhancements it makes to the Programs.
Notwithstanding any other pr•ovision of this Ag�•eement, the Customer a�•ees that all enhancements
and modificatioi�s of any kind whatsoever to the Prog��a�ns, made by or on behalf of the Customer,
shall be considered derivative works of the Programs and shall be the sole property of JSI, inchiding
but not limited to, any and all rights, title, interest, copyrights, patei�t i•ights, and ti•ade secret rights, in
aild to sLich ei�llanceinents and modifications.
8. Confidentiality
Customer shall not disclose, pi•ovide, or otherwise make available to airy third party, in whole oi• in
pai•t, the Pi•ogi•ams oi• airy infocmation relating thei•eto, this Agi•eement, oi• any confidential matei•ial
of JSI (oi• its licensor) except in confidence to employees of t11e Customer to enable the Customer to
use the Progi•ams. The Clisto�nel• shall talce all reasonable action to fillfill its obligations with i•espect
to the use, copying, confidentiality, and secucity of the Programs and all other confide��tial material
of JSI ol• its licensoi•. Confidential information shall not include this Agi•eement or any othei•
information that is required to be disclosed puisuant to applicable law, rule, regulation or coLlrt order.
If object code only is licensed, the Customer agrees not to ceverse assemble, decompile or otherwise
attempt to create oi• dei•ive source code fi•om the Pi•ograms.
Payment
The Customer shall pay Jotunal Technologies, Inc., who shall remit such payment to JSI, for all fees
due for JURY+ i��eb Gei�eratio» & JURY+ YVeb Soh�tion under this Agceement as follows:
a.100% Payable following the installation and acceptance of the Programs
Invoices shall be isslied by Journal Technologies, Inc. and payments to Journal Technologies, Inc.
shall be made in accordance with Section 3 of the Pi•ofessional Services Agceement. All h�avel and
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10.
11
living expenses incurred by JSI in rendering any services under this Agreement shall be included in
the total cost of fees for the services. Customer shall not be billed separately for travel or living
expenses. Any amount not paid when due shall bear interest at the rate of 1% per month, or the
maximum legal rate if less.
Term And Termination
This Agreement shall become effective upon execution by the parties, acceptance by JSI and
payment of the License Fee(s) by the Customer in accordance with this Agreement. Acceptance by
the Customer shall be deemed to occur upon deliveiy of the Programs to the Customer and written
acceptance by Customer in the form of Exhibit C to the Professional Services Agreement,
Deliverable Acceptance Form. This Agreement may be tertninated in accordance with Section 4 of
the Professional Services Agreement. Upon receipt of any termination notice, the Customer shall
promptly return all copies of the Programs to JSI; however Customer may retain one copy of the
Programs for back up purposes. Termination of this Agreement shall also terminate the license
granted herein; however sections 4, 5 and 8 shall survive termination of this Agreement. The
Customer's obligations under this Agreement shall sulvive any termination.
Miscellaneous
a) Governin� Law/Venue - This Agreement shall be governed by the laws of the State of
Texas, without giving effect to the conflict of laws provisions thereo£ Venue for any action
or claim brought pursuant to this Agreement shall be in the state courts of Tarrant County,
Texas ot• the United States District Cout�t for the Nor�thern District of Texas, Fort Woi�th
Division.
b)
c)
d)
Waiver - No waiver of any breach or remedy of this Agreement shall constitute a waiver of
any other breach or remedy of the same or other provisions of this Ageement.
Amendment - No Amendment shall be effective unless made in writing and signed by both
JSI and the Customer.
Sever•abilitv - In the event that any provision herein shall be held illegal or unenforceable,
such provision shall be severed and the entire Agreement shall not fail, but the balance of the
Agreement shall continue in full force and effect.
e) Additional Remedies - Because of the unique and proprietaiy nature of the Programs, it is
undeistood that any impaii•ment of JSI's rights will irreparably harm JSI, and therefore that
JSI's remedies at law are inadequate, and that JSI shall be entitled to equitable relief,
including without limitation injunctive relief as awarded by a court of competent
jurisdiction, in addition to all other remedies provided hereunder or available to JSI at law.
�
g)
Successors and Assi�ns - Subject to Section 1(c), this Agreement shall be binding upon and
inure to the benefit of each of the pal�ties and their respect successors and permitted assigns.
Neither party shall assign this Agreement without the express wi•itten consent of the other
pa1•ty.
Attorne 's�s - In the event that any legal or equitable action is instituted to enforce any of
the provisions of this AgY•eement, the parties shall be entitled to i•ecover ally fees awai•ded by
a cou��t of competent of jurisdiction that are equitable and just.
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12. Attachments
Attached hereto and made a pat� hereto: The enclosed
Appendix A to Exhibit H, "WebGen New Sale Cost Summary," Appendix A-1 to Exhibit H,
"Jury + Cost Summary," and Appendix A- 2 to Exhibit H, "Source Code and Technical
Documentation Escrow Agreement."
13. Entire Agreement
THE CUSTOMER ACKNOWLEDGES READING AND I_JNDERSTANDiNG THIS
AGREENLENT AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. NO
REPRESENTATIONS, WARRANTIES OR AGREEMENTS, ORAL OR WRITTEN, EXPRESS
OR IMPLIED, HAVE BEEN MADE TO ANY PARTY HERETO, EXCEPT AS EXPRESSLY
PROVIDED HEREIN. THIS AGREEMENT CONSTITUTES THE ENTIRE iINDERSTANDING
BETWEEN THE PARTIES AND SUPERSEDES AND INCORPORATES ALL PRIOR
WRITTEN AND ALL PRIOR AND CONTEMPORANEOUS ORAL COMMUNICATIONS
REGARDING THIS TRANSACTION. THE CUSTOMER MUST EXECUTE THIS
AGREEMENT ON OR BEFORE Januaty 15, 2015 TO AGREE TO BE BOUND BY THE TERMS
AND CONDITIONS IN THIS AGREEMENT.
[End of Document, Signature Page Follows]
City of Fort Worth — Mwiicipal Court Case Management System 24370945.21
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City Secretary Contract T��o.
The Customei•'s and JSI's authorized repcesentatives eaecute tllis Agreement as follo�n�s:
JSI
Ju�y Systems Incorporated
Simi Valley, Calif rnia �--� �%
B� �, . � ,E�/ �-�
Lisa Perl
VP of Finance & Operations�
Date / �—/,_�)-/..)�
Customer
City of Fort Worth
By Q-�� ��
Rudy Jackson
Acting Assistant City Manager
Date �� -:. -l5
A.ppr•oved to Form and Legality
�—_� q,�i1/�.� �
Maleshia B. Farmer �
Sr. Assistant City Attorney .
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City Secretaty
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City of Fort Worth — Municipal Court Case Management System 24370945.21
Joumal Technologies, Ina Professional Sen�ices Agreement
Page 74 of 94 Rev. 2/2015
City Secretary Coi�tract No.
APPEPdBIX A 'I'O �XHIBIT H
�uKY+ web�en New Sale Cost Summar
Qt
Descri tion Price Cost
a JURY+ WebGen Base License
Fee
Local Area Network 1 $25,000 $25,000
Concurrent User License Fees e
9
Full Use 5 $3,250 $16,250
2
Limited Use 1-7 0 $1,500 $0
b
Totai JURY+ License Fees $41,250
c
Database, Ad Hoc Reportin and Interface licenses
1
Cr stal Reports Site License 1 $370 $370
d 1 First Year Premium Maintenance (on b above) 1 18.00% $7,425
Annual IPL Insurance Covera e Fee $1,086
2
First Year Maintenance (on Cr stal license) 1 22.00% $81
e
First Year +3 Maintenance 1 $2,000 $2,000
f
One-time +3 Setu Char e 1 $200 $200
Total License & Il�aintenance Costs $52,412
9
Pro'ect Mana ement 1 $7,500 $7,500
h
Conversion 1 $500 $500
i
. Installation Remote 1 $1,000 $1,000
1
Software Customization 1 $1,000 $1,000
k
Trainin Char es (da s) 5 $1,100 $5,500
I
Trainin Expenses Estimated 1 $2,500 $2,500
Total Service
Costs $18,000
Grand Total $70,412.00
TERMS PER AGREEMENT
Grand Total $70,412.00
Cit�� of Fort Worth — Municipai Court Case Management System 2437094521
Joumal Technologies, Ina Professional Services Agreement
Page 75 of 94 Rev. 2/2015
City Secretary Contract No.
APPENDIX A-1 TO EXHIBIT H
JUKY+ Web SoluUon C;ost 5ummar
Q
ty
Descri tion Price Cost
a
. JURY+ Application Foundation License Fee
$28,00
Software License Fee 1 0 $28,000
Runtime License Fee 1 $2,800 $2,800
Installation Services 1 $2,000 $2,000
b
Total $32, 800
c
. Application Functions
9
. JURY+ Web Solution Software Fee 1 $5,000 $5,000
Installation 1 $850 $850
2 JURY+ Mobile App (Web Solution Required) Software
. Fee 0 $1,000 $0
Installation 0 $150 $0
3
. JURY+ Express Check-In Module Software Fee 0 $1,250 $0
Installation 0 $150 $0
d 1 20.00
. First Year Premium Maintenance on App. Foundation 1 % $6,160
2 20.00
. First Year Premium Maintenance on Web & App 1 % $1,000
3 20.00
. First Year Maintenance on Express Check-In 0 % $0
e
. Tele hone Trainin 4 hours max 1 $500 $500
Total Costs $46,310
TERMS PER AGREEMENT
$46, 310.0
Grand Total 0
City of Fort Wortll — Municipal Court Case Management System 24370945.21
Journal Technologies, Inc. Professiona( Services Agreement
Page 76 of 94 Rev. 2/2015
City Secretary Contract No.
APP�NDIX A-Z TO EXHIBIT H
Source Code and Technical Documentation Escrow Agreement
THIS AGREEMENT is made and entered into this day of , 20 between
The City of Fort Woi�th, Texas, a Texas municipal corporation, (hereinafter, "Customer"), Juiy Systems
Incorpot•ated ("JSP') and Gary C. Wykidal & Associates ("the Escrow Agent").
WHEREAS, Customer and JSI are parties to a certain JURY+ Jury Management System Agreement ("the
Conti•act"), where under JSI has granted to Customer certain rights with regard to certain computer
software ("the Licensed Programs"); and
WHEREAS, under the terms of the Contract, JSI has agreed to deposit with the Escrow Agent copies of
certain computer program source code and t�elated technical documentation to be released to the Customer
only upon the occui•rence of certain events:
NOW, THEREFORE, in considei•ation of the foregoing and of the mutual covenants, promises and
agi•eements contained herein, Customer, JSI and the Esci•ow Agent agree as follows:
1.
2.
Deposit in Escrow. JSI will deposit with the Esc1•ow Agent all soui•ce code and technical
documentation which JSI is requii•ed to so deposit undei• the tet•ms of the Contract.
Duties of Escrow Agent.
a. The Escrow Agent shail maintain and preserve the deposited copies of the sotu�ce code and
technical doci►mentation in a safe and seciire location and shall i•elease the same to
Customer only as provided herein. The Esci•ow Agent shall not be i•esponsible foi•
verification or review of the information contained in ihe soLlrce code or technical
docamentation, and may i•ely upon the representations of JSI.
b. The Escrow Agent shall permit and cooperate in the pei•iodic inspection of the deposited
copies of the source code and technical documentation.
3. Conditions of Release to the Customei•. The Escrow Agent shall i•elease the sotu�ce code and
technical documeutation to Customer upon the occurrence of any of the following eveizts ("a
triggering event"): a) if JSI has terminaied its ongoing business operations or has ceased to engage
generally in the licensing, installation or mainteilance of the Licensed Programs in nse by
Customer; or b) if JSI fails for any ceason to pi•ovide Custoiner, within thii•ty (30) days aftei• being
reqnested to clo so, with maintenance or support which JSI is contractually obligated to furnish
pursLiant to this or any othei• agi•eement, with i•espect to the Licensed Progcams.
4. Proeedures Governing Release. Upon the occui•rence of a ti•iggei•ing event, Customer shall give
written notice thei•eof to the Escrow Agent and to JSI, stating t11e circumstances of the tciggering
event. Unless within ten (10) days following fl1e i•eceipt of suc11 notice the Escrow Agent receives
an affidavit executed by an officei• of JSI stating that no such event has occui•1•ed, t11e Escrow Agent
shall, upon the eleventh (l lth) day following the i•eceipt of Customer's ilotice, i•elease and delivei•
the deposited copies of sotirce code and teclulical documeniation to Ctistomer.
If the Escrow Agent does receive such an affidavit fi•om JSI within the time specified above, the
Esci•ow Agei�t shall iinmediately fi�ri�ish a copy thei•eof to Customei•. The Esei•ow Agent shall
City of Port Worth — Mwiicipal Court Case Management System 24370945.21
Journal Technologies, Inc. Professional Services Agreement
Page 77 of 94 Rev. 2/2015
City Sea�etary Conh�act No.
then promptly release and deliver the source code anci technical documentatioi� to Custonler upon
receipt of evidence that Customei• has commenced an action in a coui•t of competent jurisdiction �
seeking a declaration that a triggering event has occurred.
The Escrow Agent may act in reliance upo�1 an}� instrument oc signature believed to be genuine
and may assume that any pe�•son purpoi•ting to give any notice or make an}� statement in
connection w�ith the provisions herein has been duly author�ized to do so.
5. Limitation of Escrow Agent's Liability�. The Escrow Agent shall not, b}� reason of its eaecution
of this Agreement, assume any responsibility or liabilit�� for any transaction between Customer and
JSI othei� than the performance of tlle Esci•o��� Agent's obligations hei•eunder.
6. Notices. Any notice hereunder shall be deemed given when personally delivered in writing, when
dispatched via overnight courier, or ���hen mailed as described belo���, and shall be deemed received
when peisonally delivered in writing, twenty-four (24) hours aftet• being sent via ovel•night express
coui•ier, ot• seventy-two (72)1louis after it has been deposited in the United States Mail, registered or
certified, postage pre-paid, properly addressed to the party to whom it is intended.
7. Resignation of Escf•ow �gent. The Escrow Agent may resign at any time upon not less than siat��
(60) days advance ���ritten notice to both JSI and Customer. Upon receiving notice prior to the
effective date of resignation that JSI and Customer have appointed a replacement escrow agent, the
Escrow Agent shall deliver to the replacement escrow agent all of the deposited copies of the source
code and technical documentation then in its possession. If the Esci•ow Agent has received no such
notice prior to the effective date of resignation, the Escrow Agent shall deposit all such materials
wifl� JSI until such time as a replacement escrow agent is appointed by JSI and Customer and JSI
shall then deliver such material to the replacement escrow agent.
8. Entire Agreement. This Agreement sets forth the entii•e agreement and undeT•standing of the
parties i•egarding the subject matter her•eof and supersedes all prior understandings and agreements
regarding the same subject matter. This Agreement may not be modified or amended e�:cept by a
writing signed by all tlu•ee parties.
[Signature Page Follows]
City of Fort \��orth — Municipal Court Case Management System 2437094521
Journal Technologies, Inc. Professional Services Agreement
Page 78 of 94 Rev. 2/2015
City Secretary Contract No.
IN WITNESS WHEREOF, the parties have exec�rted tlus Agi•eement as of the date first above �-vritten.
JSI
Ju�y Systems Incorporated
A California Coiporation
1985 Yosemite Ave. Suite 135
Simi Valley, CA 93063 —�
By:� �; >�%�'_ �_..- ��.
i. l
Lisa Perl
VP of Finance & Operations
Customer
City of Fort Worth, Texas
1000 Tlu�ockmorton Street
Foi-t Woi-tll, Texas 76102
By
R�idy Jackson
Acting Assistant City Manager
._., --
Date �-- i _�_ --� / J
Escrow Agent
Gary C. Wykidal & Associates
245 Fischer Avenue, Suite A-1
Costa Mesa, CA 92626
(714)751-8505
Contact: Gaqy,�. Wykidal
By : /� �%'
Title J� -}� L��� ���
Date �� - / � - / J
Date '� • a. - l5
A��roved to Form Lega[ity:
B�_� � �
Maleshia B. Fai•mer
Sr. Assistant City Attorney
Attested by� -
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Ciq� of Port \��orth — Municipal Court Case Management System 24370945.21
Journal Technologies, Uic. Professional Services Agreement
Page 79 of 94 Rev. 2/2015
City Secretary Contract No.
EXHIBIT I
JURY SYSTEMS INCORPORATED
SOFTWARE MAINTENANCE AGREEMENT
This Software Maintenance Agt�eement ("Agreement") is made between July Systems
Incorporated ("JSI") and the City of Fort Worth, Texas ("Customer"), individually referred to as a
"party," collectively referred to as the "parties," for the maintenance and improvement of the JURY+
Software and Related Documentation (hereinafter collectively referred to as "Programs") comprised of
the following:
JURY+ Web Generation (GVebGen)
JURY+ Web Solution
The maintenance period begins immediately upon installation of the programs. The ensuing year's
maintenance period begins on the first day of the month following the month of installation.
The annuai maintenance fees for JURY+ are as follows:
Premium Plan
Annual IPL Fee
+1 Plan
+2 Plan
+3 Plan
+3 One Time Setup
Total
$ 15,036
$ 1,086
$ 0
$ 0
$ 2,000
$ 200
18,322
In order to maintain and improve the JURY+ Juiy Management System, JSI provides maintenance and
support plans on the terms and conditions hereinafter set forth:
1. Premium JURY+ Maintenance
a) If the Programs malfunction and fail to perform as described in the JURY+ User
Tutorial provided by JSI, JSI will attempt to identify the source of the malfunction,
determine the cause of the malfunction and document its findings.
The Customer shall notify JSI immediately regarding Pro�ram malfunctions and, if
requested, shall provide a listing of output and such other data as is required to reproduce
operating conditions as existed when the suspected malfunction occurred
b) JSI provides the Customer with those enhancements to the Programs which are released
during the term of this Agreement. Each such enhancement shall be provided to the
Customer within ninety (90) days after general release by JSL The term "enhancement"
inchldes alry revision of or improvement to the Programs which substantially conforms to
published literatui•e provided to the Customer by JSI as of the date of the Softwai•e License.
The Customer agrees to install such enhancements in a timely tnanner and undet•stands that
JSI does not support any but the current version of the Programs.
City of Fort Worth — Municipal Court Case Management System
Joumal Technologies, Inc.
Page 80 of 94
2437094521
Professional Services Agreement
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City Seci•etary Contract No.
c) JSI agi•ees to provide unlimited telephone hot line support and dial-up direct system access
services to the Customer dui•ing JSI's normal business hours, which ai•e 7:45am — 9:OOpm,
Monday through Friday, excluding JSI approved holidays. These services include
answering questions, providing technical guidance with regard to the Programs, receiving
trouble reports, trouble shooting system problems and other investigative services relative
to the Programs. In addition, weekend (Saturday and Sunday) support and emergency
suppo��t is pi•ovided on a 24x7 basis at no additional cost to Customer.
d) To the extent technically feasible, JSI attempts to cause the Programs to perform in
accordance with its published specifications and may load new versions of the Programs
via a telecommunication connection to the Customer's JURY+ system. The Customer
ag►•ees to keep the necessaiy telecommunications components and connections in operation
dui•ing the term of this Agreement.
e) All travel and living expenses incurred by JSI in rendering any services under this
Agceement shall be included in the total cost of fees for the seivices. Cl�stomer shall not be
billed separately for ti•avel or living expenses.
2, +1 JUItY+ Maintenance
+1 Maintenance is an add-on service that permits the Customei• to use JSI's telephone hot line suppot�t with
regard to incidents not directly related to the Programs. Such incidents include but are not limited to
opel•ation of the physical JURY+ environment such as hardwai•e, forms, cabling, telecommunication,
interfaces to other systems, etc.
+2 JURY+ Maintenance
+2 Maiiltenance is an add-on sel•vice whei•eby JSI pei•iodically loads selected potential juroi•s into the
Customer's JURY+ system. Included in this service is the elimination of certain prospective jurors fi�om the
load according to ci•iteria specified by the Customei•.
4, +3 JURY+ Maintenance
�-3 Maintenance is an add-on seivice whereby JSI periodically mei•ges the Customer's soti�i•ce lists. The
merge is conducted according to criteria specified by the Customer.
5. +4 JURY+ Maintenauce
+4 Maintenance is an add-on se►•vice whereby JSI, on i•equest, perfoi•ms an on-site evaluation of the
Customer's jui•y management operation and repoi�ts on potential iulpi•ovements, cost savings and pi•ocedural
changes.
6. Othei• Systems Maintenance
If any Program malfunction is detei•mined under Pal•agraph 1(a) to have been caused by machine
malfiinction, by an enhanceillent to the Pi•ogi•ams not pi•ovided by JSI, by the use of incoi•i•ect data, by the
use of incorrect procedures by Customer's personnel, or by any other cause not attributable to JSI, (e.g.,
JSI's pi•ogcamming, oi• incorrect insti•uctions fi•on1 JSI persoiulel oi• documentation provided by JSI)
coi•rective action shall be treated as Other Systems Maintenance and shall not be covel•ed by this Agreement.
The Customer may elect to pLirchase fi�om JSI the professional services necessaiy to correct such a
City of Fort Worth — Municipal Court Case Management System 24370945.21
Journai Technologies, Ina Professional Services Agreement
Page 81 of 94 Rev. 2/2015
City Secretaiy Contract No.
malfunction.
7. Schedule of Charges and Payment
a) Payment shall be made in accordance with the payment schedule set forth in Exhibit B to
the Professional Services Agreement. Invoices shall be issued and payments shall be made
in accordance with Section 3 of the Professional Services Agreement. Payment for each
subsequent year of maintenance shall be made on the annivelsaiy date and shall not exceed
3% of the previous year's fees. The charges for +2 and +3 Plans Maintenance are quoted
on a per instance basis and are dependent on the number of jurors the Customer loads into
JURY+.
b) Charges fot• Other Systems Maintenance (see Paragraph 6) which are approved by the
Customer shall be billed by JSI as incurred and shall be paid by the Customer within thirty
(30) days of the invoice date.
8. Term of Agreement
a) Services under this Ag►•eement shall commence on the first day of the month following
written acceptance of this Agreement by an officer of both JSI and Customer.
b) This Agreement shall constitute a contract only after it is accepted in writing by an officer
of both JSI and Customer.
c) This Agreement shall continue in effect until terminated in accordance with Section 4 of the
Professional Services Agreement.
d) In the event of termination of this Agreement, JSI will provide Customer with any
enhancements to the Programs which are released within the sixty (60) day period before
the effective date of termination, and JSI will complete investigative seivices under
paragraph 1(a) or corrective services under paragraphs 1(b), 1(c) andl (d), which have not
been completed on the effective date of termination and the Customer shall pay for such
investigative or corrective services in the same manner as if termination of this Agreement
had not occut•red.
9. Limitation of Warranty
JSI AGREES THAT ALL SERVICES COVERED BY THIS AGREEMENT SHALL BE PERFORMED
IN A PROFESSIONAL MANNER CONSISTENT WITH GENERALLY ACCEPTED DATA
PROCESSING INDUSTRY STANDARDS. JSI SHALL BE LIABLE FOR ANY LOSS OR DAMAGE
TO CUSTOMER CAUSED BY REASON OF JSI'S NEGLIGENT ACTS OR OMISSIONS OR
INTENTIONAL MISCONDUCT OR WRONGDOING. JSI MAKES NO OTHER REPRESENTATION
OR WARRANTY WITH RESPECT TO ENHANCEMENTS PROVIDED TO THE CUSTOMER
UNDER THIS AGREEMENT OR AS TO MERCHANTABILITY OR FITNESS OF SUCH
ENHANCEMENTS NOR ANY OTHER WARRANTY, EXPRESS OR IMPLIED ARISING BY LAW
OR OTHERWISE AS TO SUCH ENHANCEMENTS, EXCEPT AS STATED IN THIS AGREEMENT.
JSI MAKES NO REPRESENTATION OR WARRANTY AS TO THE MANNER OF PERFORMANCE
OF INVESTIGATIVE OR CORRECTIVE SERVICES UNDER THIS AGREEMENT, NOR ANY
OTHER WARRANTY, EXPRESS OR IMPLIED, ARISING BY LAW OR OTHERWISE, EXCEPT AS
STATED IN THIS AGREEMENT. JSI ASSUMES NO LIABILITY OR OBLIGATION OTHER THAN
City of Fort Worth — Municipal Court Case Management System 24370945.21
Joumal Technologies, Inc. Professional Services Agreement
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City Secretaiy Contract No.
THOSE EXPRESSLY STATED IN THIS AGREEMENT, INCLUDING, WITHOUT LIMITATION,
ANY OBLIGATION OR LIABILITY WITH RESPECT TO LOSS OF USE, REVENUE, PROFIT OR
CONSEQUENTIAL DAMAGES.
10. Enhancement License and Conditions
Customer's license to use enhancements provided by JSI under this Agi•eement, JSI's right, title and interest
in and to all enhancements, whethe►• pi•ovided by JSI, the Customer, the Customer's employees, or any third
pai�ty, and customer's duty to safeguard enhancements shall be controlled by all and each of the terms and
conditions set forth in the applicable Software License Agreement made and executed by JSI and the
Customer and in effect on the date of execution of this Agreement, which tei•ms and conditions are adopted
and incorporated het•ein by this refei•ence the same as if sei fol�th verbatim herein.
11. General Conditions
a) The heading of any paragcaph contained in this Agceement is for convenience only and
shall not be cleemed a pai�t of this Ag��eement noi• a rept•esentation as to the contents thei•eof.
b) This Agceement may not be modified or changed orally, but only by a written agreement
signed by both pai•ties. The pai�ties agree that the laws of the State of TeYas shall govern
the intei•pretation and legal effect of this Agi•eement.
c) Charges specified herein do not include taYes, and JSI acicnowledges that the Customer is a
taY exempt entity and shall not be liable for the payment of any taxes under this Agreement.
d) Neither party shall be liable for any delay or omission in performance due to force
majeure or other causes beyond their reasonable control, including, but not limited to,
compliance with any govei•nment law, ordinance oi• regulation, acts of God, acts of the
pubiic eneiny, fil•es, sti•ikes, lockouts, natui•al disastei•s, wars, i•iots, matei•ial or laboi•
i•esti•ictions by any govei•nmental authority, transportation problems and/or any othei•
similai• causes. In no event shall either pat�ty be liable foi• any consequential damages.
e) It is undei•stood that this Agl•eemeni does not 1•equil•e JSI to implement enhancements to the
Programs released priol• to the date oi• commencement of services undei• this Agi•eement,
and does not requii•e JSI to pi•ovide investigative ol• cori•ective services foi• malfi�nctions that
may have ai•isen and been i•easonably discovei•able befol•e the date of comtnencement of
sei•vices under this Agreement. If sel•vices or enhaucements are necessary to bi•ing the
desiguated Programs to current support level oii the date sei•vice conlmences under this
Agreement, the Customer must, by separate contract, arrange for such services and
enl�ancements.
� If tl�e Customer fails to purchase Premium JURY+ Maintenance or if sucl� maintenance is
terminated, CUSTOMER will not be entitled to receive maintenance services for JURY+.
To reinstate such services, CUSTOMER must pay maintenance fees for all periods during
which nlaintenance was not in effect, on a cumulative basis, togethei• with interest thei•eon
compounded annually at the rate of ten pei•cent (10%) pei• annum commencing with the
expii•ation or termination of the last paid maintenance pei•iod.
g) Customel• ancl JSI shall enter into a separate Esci•ow Agreement to define and outline
Customer's rights to the source code for the Progcams.
City of Port Worth — Municipal Court Case Management System 2437094521
Journal Techno(ogies, Ine. Professional Services Agreement
Page 83 of 94 Rev. 2/2015
City Sea•etary Contract No.
G
IN WITNESS WHEREOF, JSI's and the Customer's authorized representatives execute this Agreement as
fol lo���s:
JSI
Jur�� Systems Incorporated
Simi Valley, Ca�.i,�bi-�ua ���
B��/ / � , C
'/%>( /f �`, / _
i �
Lisa Perl
VP of Finance & Operations
Date ,�-- � � - � �
�ustomer
Cit�� of Fort ��Jorth
B}� e�.�v
Rudy Jackson
Acting Assistant Cit�� Manager
Date 3 - �- - �5
Approved to Fonn and Legality
Cit��
�
J
C�FFICIAL RECORD
�IYY SECRETARY
f��1'o �H���'�� �'?�
�� H
City of Fort 1��orth — Municipal Court Case Management System 24;7094521
,Iournal Technologies, Inc. Professional Services Agreement
Page S4 of9�1 Rev. 2/2015
�
�
i �
i i
City Secretary Contract No.
EXHIBIT J
JOURNAL TECHNOLOGIES HOSTING AGRE�MENT
STATEMENT OF WORK #3
HOSTED SERVICE
Journal Technologies Hosting. In exchange for a quarterly hosting fee, Journal Technologies will
provide hosted services (the "Hosted Service") with respect to the Licensed Software, which the City may
access via an Internet connection. Access to the Hosted Service will be secured and encrypted via
HTTPS.
Section 1. Hosted Service
a. The Hosted Service includes the infr�structure and envii•onment in which the following
applications are installed:
i. eCourt
ii. eCourt Public
b. The Hosted Service will meet the minimum specifications set forth on Appendix A to this Exhibit
J(the "Baseline Sizing Requirements"). In the event the City requests speciflcations in excess of
the Baseline Sizing Requirements, the City will pay the additional costs specified in Section 3 of
the Professional Services Agreement.
a The Hosted Service includes Warm Site Disaster Recovery for the production environment:
Virtual: Warm Site D/R: VSphere Replication <5 Mintrtes Recoveiy Point Objective, 4-8 Hrs
Recovery Time Objective,
Warm Site is located in Salt Lake City, Utah
Wat•m Site will be r•ecoveiy for disasters, while other recoveiy will be provided in the
primary Tonaquint Data Center, Inc. ("Tonaquint") facility as defined in Section 5 of
this Exhibit J.
Section 2. Journal Technologies Responsibilities. Journal Technologies's responsibilities with respect
to the Hosted Service are as follows:
a. Provide infi•astructure for the hosting of City data in a Production and Test eilvil•omnent that
meets the minimum specifications set forth on Appendix A to this Exhibit J.
b. Provide maintenance of the Hosted Service. Regular maintenance includes at a mii�imum
maintenance and secur'rty OS patches, and any available patches fo�• software running in the
hosted environment, including eCourt and auxiliary software. Operating systems and core
software packages will be upgraded as needed after testing for compatibility is completed. All
software will be maintained at current manufacturer supported levels, in accordance with
reasonable industry best practices and the maintenance guidelines set forth in Section 4.
c. Pt•ovide hourly snapshot backups of data (daily backups ar�e also taken and Icept for 60 days).
d. Provide copies of the City data upon the City's request not to exceed once per month.
e. Treat all informatiol�, data and files provided by the City as confidential, maintaining secure
access to such material oi�ly for Journal Technologies' support personnel for purposes of
investigating or solving a support request.
f. Provide standard monitoring information via a website with ]ive performance data that the City
may review:
City of I'ort Worth — Municipal Court Case Manageme�it System 24370945.21
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i. CPU used/available
ii. Memory used/available
iii. Disk space used/available
iv. Website up/down
v. SSL cert valid
vi. System uptime
vii. Monitor whether key services are running.
viii. With the City's guidance, define triggers using the standard monitors that Journal
Technologies will use to alert the City — alerting will be real time email, text
message, and web-based to the City's Operations Center for critical alerts and email
and web-based for informational alerts.
ix. Monthly utilization reports
x. Automatic notifications for each day the storage usage thresholds have been
exceeded
xi. Notifications of outages
xii. Journal Technologies will, at all times during the term of this Agreement, provide the
City with complete information that is sufficient to enable the City or its designee, as
applicable, to fully assume the provision of Hosted Setvice to the City.
Section 3. City Responsibilities. The City's responsibilities with respect to the Hosted Service are as
follows:
a. Ensure that all activity occurring under the City user accounts abides by all applicable laws and
regulations in connection with use of the Hosted Service, including those related to data privacy,
international communications and the transmission of technical or personal data. Without limiting
the foregoing, the City shall: (i) notify Journal Technologies immediately of any unauthorized use
of any password or account or any other known or suspected breach of security; (ii) t•eport to
Journal Technologies immediately and use reasonable efforts to stop immediately any copying or
distribution of content that is known or suspected by the City or the City's useis to be
unauthorized; and (iii) not impetsonate another Journal Technologies user or provide false
identity information to gain access to or use the Hosted Service.
b. Provide Journal Technologies support pei•sonnel with acclu•ate configuration information, screen
shots, or other files and documentation as required for a support request.
Section 4. System Period of Maintenance.
a. Weekly Maintenance Outage (Thuisday, 7:OOPM to Friday, 4:OOAM MT). The Hosted Service
shall be subject to a maintenance outage each Thursday evening (Hosted Service downtime may
include loss of network access, the servers, and the operating system). The Hosted Service will
not always be disrupted dur•ing each weekly maintenance outage.
b. Monthly Website and Internet Services Maintenance Outage (Third Thursday of each month
7:OOPM to Friday, 4:OOAM MT). Website and Intet•net related services shall be subject to a
maintenance outage the third Thursday of each monfll. The Hosted Service will not always be
disrupted during eacl� maintenance outage.
c. The City shall receive a notice identifying the types of changes one week in advance with respect
to the planned Weekly Maintenance Outage and the planned Monthly Website and Internet
Services Maintenance Outage.
d. Extended Maintenance Outage. If Journal Technologies requires additional time for maintenance
or installation, Journal Technologies shall p3�ovide written notification to the City at least twenty
fotii• (24) homs prior to impleinenting an extended maintenance outage. Journal Technologies'
notice shall explain the nature and expected duration for the extended maintenance outage.
City of Fort Worth — Municipal Court Case Management System 2437094521
Joumal Technologies, Inc. Professional Services Agreement
Page 86 of 94 Rev. 2/2015
City Secretary Contract No.
Change Management Communications. Except in the event of an emei•gency or unplanned
maintenance, upgrades or patches to the Hosted Sei•vice will be planned in advance with 3 weeks'
prior notice to the City. The City must approve or disappi•ove such upgrades or patches on or
before the date that is 2 weeks prior to the planned date of the relevant upgrade or patch. For
unplanned maintenance, Journal Technologies will communicate the changes to the City at least
seventy two (72) hours pt•ioi• to the outage and request approval of such changes at least twenty
fotu (24) hours prior to the outage. Journal Technologies and the City will determine and
implement a procedui•e to manage emergency changes. Standai•d operating system patches
available through Windows Update or LinLix Package Manager do not require 3 weeks' prior
notice and will be installed during the Weekly Maintenance Outage.
Section 5. Ownership of Property. Tonaquint will own the equipment at the data center facility
operated by Tonaquint at 1108 West 1600 South, Bldg. D., St. George, Utah, 84770 (the "Data Center").
Section 6. Security and Confidentiality.
a. Secul•ity:
i. Journal Technologies hereby covenants and agrees to use technologies that incorporate
customaiy sectu�ity featu►•es in providing the Hosted Sei•vice. Access to the Hosted
Service will be limited based on roles assigned in advance by the City, such that only
users with the roles specifed by the City shall be allowed to access the Hosted Service.
In accordance with and in compliance with Section 27.2 of the Professional Services
Agreement, Jouri�al Technologies will ensure Criminal Justice Information Services
compliance requirements are met by each member of Journal Technologies' personnel
who will have access to the Data Centei•. Security features that will be deployed include:
Https, firewalls, eCotu•t Audit and Access Logging and vulnerability scanning.
ii. The City will have the right io condLict, oi• hire a thicd party to conduct, an operational
and security assessment of the Hosted Seivice within the Test envii•onment priol• to
pitblishing any change to the Production environment. Journal Technologies will be
i•equired to use its commei•cially reasonable effol•ts to 1•emediate any of the City's findings
prior to publication of such change to the Production envii•omnent.
iii. In ordei• to identify, screen, and prevent viruses or disabling devices with respect to the
City's data, Jotu•nal Technologies shall use Cisco IDS/IPS and anti-vii•us software shall
be installed on the seivers within the Data Center.
iv. Jotu•nal Technologies will pi•ovide an independent third party audit/assessment of the
operational envir•onment using a i•equii•ements documellt that the City and Jolirnal
Technologies will mutually develop. The additional cost to the City will be based upon
the requirements doctiment and will not exceed the anzount set forth in tile Payment
Schedule attached as E.chibit B to the Professional Services Agceement. Joln�nal
Technologies covenants to resolve issues identified by the independent third party
audit/assessment in a i•easonable tiinefi•ame in accoi•dance with the requirenlents
document. The initial independent third party audit/assessment will be performed before
the City begins production use of the system, and such production use is contingent upon
the successful resolution of any issues identified by the independent third pacty
audit/assessment. The identity of the independent thii•d pai•ty auditoi• will be chosen based
oi� mutuai agt•eement of the City and Journal technologies pursuailt to the reqliirements
docuinent acceptance criteria.
b. Confidentiality :
i. The pai•ties hereto agcee that all infoi•mation furnished to eithei• party l�ereto pursuant to
this Agreement shall be treated as confidential and pi•oprietary information of the pat•ties
in accordance with Section 7 of Exhibit F to the Professional Services Agreement.
City of Fort Worth — Municipal Court Case Management System 2437094521
Joumal Technologies, Inc. Professional Services Agreement
Page 87 of 94 Rev. 2/2015
City Secretary Contract No.
Section 7. System Performance.
a. The Tonaquint IP network will be available 99.9% of the time in each year of the term, excluding
scheduled maintenance outages.
b. "Network Unavailability" is defined as the inability of the City to transmit and receive data on the
Tonaquint IP network, provided that Journal Technologies is able to verify with Tonaquint that
such inability is due to a network issue and that such inability is not caused by a failure of any
servei• or other hardware of the City. For purpose of quarterly hosting fee credits, Netwo�•k
Unavailability begins upon notice fi•om the City to Journal Technologies and ends when the City
is again able to transmit and receive data. In the event of Network Unavailability (excluding
scheduled maintenance outages and any disasters) lasting more than fifty-two (52) minutes in any
quarter of the term and for each additional sixty (60) minute period of Network Unavailability in
such quarter, the City will be eligible for a credit equal to 1/120`�' of the next quarterly hosting fee,
credited against the fees payable for the next quarter of the term. Credits pui•suant to this Section
7(b) in any quarter shall not exceed 50% of the total quarterly hosting fee.
c. Service Level Agreements. Appendix B to this Exhibit J identifies Service Level Agreements,
which Journal Technologies hereby covenants to use its reasonable efforts to achieve. The failure
by Journal Technologies to meet the Service Level Agreements set forth in Appendix B to this
Exhibit J will result in a 10% credit per each unmet Service Level Agreement credit provided to
the City foi• the support poi•tion of the following quarter's invoice, as set forth in Exhibit B,
Payment Schedule. For the avoidance of doubt, in the event a credit pursuant to this Section 7(c)
is provided to the City due to a failure to achieve the Service Level Agreement entitled "Web
Availability" on Appendix B, the events causing such credit shall not be the basis of a credit
pursuant to Section 7(b). Credits pursuant to this Section 7(c) shall be aggregated with the Service
Level Credits set foi�th in Exhibit G for the pui•pose of the 50% limitation set forth in the last
sentence of Section 3.c.iv of Exhibit G.
Section 8. Disaster Recovery Exercises. Journal Technologies will conduct disaster recovery exercises
every two yeat•s, and with the City's assistance, shall prepare the disaster recoveiy procedures, subject to
the City's reasonable approval, during the set-up of the Hosted Service and in any event prior to the
movement of the eCourt system into the Production environment. The parties hereto agree that the
disaster recovery exercises set forth in this Section 8 will be subject to additional costs in accordance
with the "Cost for Additional Services" paragraph set forth in the Professional Services Agreement.
City of Fort Worth — Municipal Court Case Management System 24370945.21
lournal Technologies, Inc. Professional Services Agreement
Page 88 of 94 Rev. 2/2015
City Secretary Contract No.
Appendix A to Exhibit J to Professional Services Agreement
Baseline Sizing Requirements
Baseline Hardware and Software Specifications (All VM's Installed on a SAN)
Server Specs Software
SAN
RAM HDD
Server (VMs) CPU GB GB GHz4 Caches Server OS Database Other
Windows
Prod eCourt App 2008 R2
12 1 16 4500 z 2.8 12M Standard n/a
Windows
Prod eCourt DB 2008 R2
6 64 700 3 2.8 12M Standard SQL 2012
Windows
Prod eCourtPublic 2008 R2
App/DB
6 16 100 2.8 12M Standard MySQL PHP
Windows
Test eCourt Test 2008 R2
App 4 8 4500 2.8 12M Standard n/a
Windows
Test eCourt Test 2008 R2
DB 4 16 700 2.8 12M Standard SQL 2012
Windows
Test eCourtPublic 2008 R2
Test App/DB
4 8 100 2.8 12M Standard MySQL PHP
� The numbei• of CPU's may need to be incl•eased depending upon the amoiint of activity 1•elated io
documents, i•epoi•ts and some woi•kflows.
� The SAN HDD (GB) size is based on the court's docuinent storage reqLiirements of 3.STB as of
11/19/2014, plus the court's expectation that its document stoi•age will continue to incr•ease 1TB per
year, and thus the anlouut of storage required in late 2015 will be 4.STB. Additionally, the Cou�•t
expects to begin to archive ol• pui•ge documents when pi•oduction �ise begii�s, thus stabilizing the
need for additional storage space.
3 The database size is based on the court's database size of 406GB for the 4,930,661 cases stored in
its legacy system as of 11/19/2014.
`� Oi• equivalent due to hyperthi•eading.
s Or equivalent due to network set-np.
City of Port Worth — Municipal Court Case Management System 24370945.21
Joumal Technologies, Inc. Professional Services Agreetnent
Page 89 of 94 Rev. 2/2015
City Secretary Contract No.
Appendix B to Exhibit J to Professional Services Agreement
Service Level Agreements
Journal shall be responsible for meeting the "Service Level Agreements" below. Journal will provide
monthly repoi�ts for each Service Level Agreement and the Service Level (SL) achieved for the month as
compared to the service level set forth in the SL Requirement column, excluding the End-to-End
Response Time Service Level.
Service Level Agreements:
Measures the availability
of the Web-hosted
Assess the quality application. This provides
Web Availability of the Web service the organization with the 99 go�o availability.
via the availability percentage of time that
targets. the applications were
available for use in a
specific month.
Application Measurement of The percentage of time 99.50%
Availability service for general that the application is
application available for normal
availability. business operations.
End-to-End Effective response This SL Objective will be tbd
Response Time time for users mutually determined
accessing the during the project and
application. subsequently
incorporated into this
section by reference. The
final SL Objective will list
a finite number of user
activities, the
requirements for such
activities, and the
average response times
that are achieved during
testing.
Number of times the The number of times that
Unscheduled system (any there was unscheduled
component) is downtime. Not to exceed
Number of unavailable due to an agreed number of Two per month.
Downtimes unscheduled times per month.
downtime. Includes all components.
City of Fort Worth — Municipal Courl Case Management System 24370945.21
Journal Technologies, Inc. Professional Services Agreement
Page 90 of 94 Rev. 2/2015
Ciry Secretary Coilh�act No.
Unscheduled
Downtime
Time to Restore
(TTR) — Severity 1
(Mission-Critical)
Root Cause
Analysis
Security Patch
Management
Percentage of time
the system (any
component) is
impacted by
unscheduled
downtime.
Time taken to
restore functionality
of systems,
including servers.
Assessment of
problems and their
causes, with
resolutions.
To the extent a
patch is available,
servers must be
successfully
patched on the next
regularly scheduled
maintenance
outage after City
approval notification
is sent to Journal
Technoloaies.
Number of business
hours until completion
from time of notification
by the organization. The
amount of time that the
system has unscheduled
downtime. Not to exceed
an agreed amount of time
per occurrence. Includes
all components.
4 to 8 hours.
Elapsed time to complete
root cause analysis on
critical incidents.
Not available
Two hours.
4 to 8 hours.
Less than 14 days
99%
To the extent a
patch is available,
servers must be
successfully patched
on the next regularly
scheduled
maintenance outage
after City approval
notification is sent to
Journal
Technoloaies.
City of Fort Worth — Mimicipal Court Case Management System 24370945.21
Joumal Teclmologies, Inc. Professional Services Agreement
Page 91 of 94 Rev. 2/2015
City Secretary Conh•act No.
EXHIBIT K
JOURNAL TECHNOLOGIES ESCROW AGREEEMENT
Exhibit K is attached and contains sixteen (16) pages.
City of Fort Worth — Mw�icipal Court Case Management System 24370945.21
Journal Technologies, Inc. Professional Services Agreement
Page 92 of 94 Rev. 2/2015
r �;" iJVASA.FE, ING �
, , ;Inteilectual Property Risk Management
IS2ex
Software Escrow Agreement
This Agreement is between the Depositor and InnovaSafe.
Licensees are enrolled as a Beneficiary.
Use This Agreement if:
• Multiple Licensees will be added and management of single or•
multiple deposits are needed.
• Beneficiary specific terms and conditions may be required.
• Modifiable Agreement is required
• Services include:
o Complete clie�'►t service
o Fees Locked For the Initial Term
o Physica] or Electronic Deposits
o Quarterly Deposits Included
o No Additional Storage Fee
o Toll Free Telephone Support (800) 239-3989
Questious? Piease call (800) 239-3989 or
Live Online Support at w��vv.inno�asafe.com
IS2ex v09.2
Account#2738
O 2009 InnovaSafe, Inc. All Rights Reserved
Page 1 of 16
This Software Source Code Escrow Agreement ("AgreemenP'), number 2738, effective as of the date
signed by the Depositor (`Bffective Date"), is made and entared into by InnovaSafe, Inc. ("InnovaSafe"), a
California corporation, located at 28502 Constellation Road, Valencia, California, 91355-5082, and Sustain
Technologies, Inc. ("Depositor"), located at 915 East First Street, Los Angeles, California 90012 and each
additional person or entity subscribed hereto as a Beneficiary or Designated Beneficiary in accordance with
the requirements of this Agreement. In consideration of the covenants, conditions, warranties and
resfictions contained in this Agreement, the parties agree as follows:
1. DEFINITIONS
For purposes of this Agreement, the following capitalized terms shali have the meanings set forth below,
unless expressly defined otherwise in this Agreement:
"Benefrcia�y" means and includes a person or entity that has subscribed hereto as a Beneficiary in
accordance with the requirements of Pa��agaphs 3.1 and 3.2(a) of this Agreement and each Designated
Beneficiary.
"Beneficiary Enr•ollment Form" means the form used by InnovaSafe for the addition of a Beneficiary or
Beneficiaries to this Agreement in accordance with the requirements of Paragraph 3 hereof, as such form
may be modified or replaced by InnovaSafe in its sole discretion from tirne to time during the term of this
Agreement. A copy of the current Benefciary Enrollment Form is attached hereto as Exhibit B and
incorporated herein.
"Designated Beneficiary" means and includes any person or entity that has not subscribed hereto as a
Beneficiary pursuant to Paragraph 3.2(a), but has been designated by Depositor as a Beneficiary hereof in
accordance with the requirements of Paragraphs 3.1 and 3.2(b) of this Agreement. Each Designated
Beneficiary shall have the rights and obligations of a Beneficiary under this Agreement, including but not
limited to the conditional rights set forth in Paragaph 4 of this Agreement.
"Description of Escrow Deposit" means a generai description of the Software and the Escrow Deposit as
set forth on Exhibit A attached hereto and incorporated herein.
"Escrow DeposiP' or "DeposiP' means the copies of the Source Code, drawings, computer intellectual
property, documentation, web site content, trade secrets, and other related material, deposited with
InnovaSafe by the Depositor, or otherwise held by InnovaSafe pursuant to the terms of this Agreement.
"License AgreemenP' means any agreemeni pursuant to which Depositor licenses the Software to a
Beneficiary in object code form.
"Replacernent" means a Deposit relating to any complete change, modification, enhancement or alteration
of the Source Code since the last Deposit which completely replaces all of the previous Deposits.
"Soft�vare" means the software that as of the date hereof is licensed by the Depositor to a Beneficiary
pursuant to a License Agreement, and which is generally described in the Description of Escrow Deposit.
"Source Code" means the Software in source code form, including all documentation and inshuctions
necessary to maintain, duplicate, compile, interpret and install the source code fot• the Soflware.
"Update" means any modification, update or revision of any Software that is subject of the Escrow
Deposits cun•ently being held by InnovaSafe.
2. DEPOSIT PROCEDI7RES
2.1 Initial, Additional; and Duplicate Deposits: (a) Within thirty (30) days of the Effective
Date of this Agreement, Depositor agrees to deposit with InnovaSafe, copies of the Source Code for the
version of the Software as licensed under a License Agreennent. With such delivery, Depositor agrees to
provide InnovaSafe with a completed Description of Deposit (Exhibit A). (b) Depositor also agrees to
deposit with InnovaSafe the Deposit for each Update or Replacement within thirty (30) days after its
IS2ex v09.2 OO 2009 InnovaSafe, Inc. All Rights Reserved
Account#2738
Page 2 of 16
release, distribution, or other publication by Depositor in the ordinary course of business. With each such
delivery, Depositor agrees to provide InnovaSafe with a completed Description of Deposit (Exhibit A). (c)
Depositor shall deliver a duplicate Deposit (including all Updates) within five (5) days of receipt of a
written request from an authorized representative of InnovaSafe. Without limiting the foregoing, Depositor
shall deliver a duplicate Deposit (inclading all Updates) to replace any previous Deposit that is impaired
due to a defect in or natural degeneration of the recorded medium. All duplicate Deposits may not be
encrypted, except for an Update or Replacement Deposit that is transmitted to InnovaSafe in accordance
with Paragraph 2.2. (d) Notwithstanding any other provision of this Agreement, InnovaSafe shall have no
obligation to return to Depositor any Deposit.
2.2 Encrypted Electronic Deliveries: Subject to the prior ageement of InnovaSafe and
Depositor regarding delivery and decryption protocols, Depositor shall have the option but not the
obligation to encrypt and transmit the encrypted Deposit for each Deposit over the Internet using
InnovaSafe's SafeDeposit services. InnovaSafe shall not be liable to Depositor or Beneficiary for any
encrypted Deposit, or any part thereof that is transmitted over the Internet..
2.3 Denosit Receipt Notification: For each Deposit, InnovaSafe will issue a receipt to
Depositor, accompanied by a general list or descr•iption of the materials deposited. InnovaSafe shall notify
Depositor and Beneficiary of receipt of each Deposit by electronic mail ("email") to the email address
described in Paragraph 10 of this Agreement or the Beneficiary Enrollment Form, as applicable, within
thirty (30) days following receipt by InnovaSafe of the Deposit.
2.4 Technical Verification of De osit: Any pariy may request that InnovaSafe perform a
deposit verification of the Deposit. Any charges and expenses incuned by InnovaSafe in calrying out a
deposit veriFication will be paid by the party requesting the deposit veri�cation, unless otheiwise agreed to
in writing. Limitations: Except solely in connection with the performance by InnovaSafe of a deposit
verification or another technical verificarion that has been requested and agreed to by the parties in
accordance with this Agreement, InnovaSafe shall have no obligation to determine the physical condition,
accuracy, completeness, functionality, per-foimance or non-perfoimance of any Deposit or whether the
Deposit contains Source Code. �
2.5 Failed Deliveries, Dut� of Care and Sub-Contractors: (a) InnovaSafe will not be
responsible for procuring the delivery of any Deposit. (b) InnovaSafe shall perform all of the duties
required by this Agreement diligently and in good faith. Except as expressly stated in Section 2 of this
Agc•eement, InnovaSafe shall have no duty of care, 'rnquiry or disclosure, whether express or implied. (c)
Any and all sub-conn•actors performing verification or• other services on behalf of InnovaSafe shall be
subject to the sarne duty of care as TnnovaSafe.
3. BEN�FICIARY ENROLLM�NT PROC�DURES
3.1 Enrollment of Beneficiaries: After InnovaSafe's acceptance of the initial Deposit,
Depositor may join additional Beneficiaries, or name Designated Beneficiac•ies to this Agreement at any
time and from time to time, in its sole and absolute discretion, provided that (a) at the time of entering into
this Agreement the Depositor and the proposed Beneficiary or Designated Beneficiary are parties to a
License Agreement; (b) Depositor is not in breach of this Agreement; (c) all fees and costs required to be
paid to InnovaSafe undei• this Agreement have been paid; and (d) the proposed Beneficiary completes,
signs and delivers the Beneficiacy Enroliment Form as required hereunder or Depositor provides a written
execution and deliveiy of the E�ibit Bns, Beneficiaiy Enrollment Form foz� a Designated Beneficiary, as
applicable.
3.2 Beneficiary Eru•ollment Foi7ns: (a) Each person or entity that subscribes as a Beneficiary
to this Agreement shali be requu•ed to agree to the terms hereof and indicate such agreement by delivering
to Depositor and InnovaSafe the completed Berieficiary Em•ollment Form (Exhibit B) that has been signed
by an authorized representative of Beneficiary. A person or entity that has not subscribed hereto as a
Beneficiaiy in accordance with the requirernents of this Agreement, including but not limited to, any other
licensees of the Software, shall not have any rights hereunder and InnovaSafe shall have no duties to any
such persons or entities, except as expressly provided in clause (b) of this Paragraph 3.2. (b) Subject to
Paragraph 3.1 above, Depositor may name Designated Beneficiaries to this Agreement at any time and
IS2ex v09.2 OO 2009 InnovaSafe, Inc. All Rights Reserved
Account#2738
Page 3 of 16
from time to time, in its sole and absolute discretion, upon execution and delivery of the Exhibit Bns,
Beneficiary Enrollment Form for a Designated Beneficiary. InnovaSafe shall issue an enroIlment letter and
a copy of the Agreement, and any other applicable document required hereunder to the Designated
Beneficiary upon receipt of the Exhibit Bns. All rights and obligations of a Designated Beneficiary
expressly provided for hereunder, may be modified, supplemented, extended, terminated or assigned by
Depositor and InnovaSafe at any time, and fi�om time to time, by amendment of this Agreement as further
provided herein. Unless otherwise expressly set forth in an amendment to this Agreement as provided for
in this Agreement, the rights and obligations of a Designated Beneficiary interests established hereunder
shall not be modifted by (i) any waiver for the benefit of such Designated Beneficiary that is entirely
conditioned upon the coznplete and continuous satisfaction of each of the per%rmance of and obligation
required under this Agreennent, or (ii) any failure to enforce any following the execution of the form of
acknowledgement attached hereto as E�►ibit D in which Beneficiary accept and agrees to be bound by the
terms, conditions and obligations set forth in this Agreement, including, but not limited to, all obligations
of Beneficiary set forth in Paragraph 4.4 of this Agreement, and all obligations of Designated Beneficiary
set forth in Sections 9, 10 and 11 of this Agreement. No Deposit shall be released to any Designated
Beneficiary until the Designated Beneficiary accepts and agrees to be bound by the terms, conditions and
obligations in accordance with the requirements of this Agreement.
4. DEPOSIT RELEASE PROCEDUR�S
4.1 Conditions to Enforcement: Each Beneficiary shall have the right to enforce the Release
Procedures described in this Paragraph 4 only if at the time of the requested release: (a) the License
Agreement between Depositor and Beneficiary is in full force and effect, and Beneficiary is not in breach
thereof; (b) the Beneficiary is not in breach of this Agreement; and (c) all fees and costs then due and
owing to InnovaSafe shall have been paid in full.
4.2 Release Conditions: The release by InnovaSafe of the Deposit to Beneficiary as further
provided in this Paragraph 4, shall be subject to the occurrence of one or more of the following conditions
(each a"Release Condition"): (a) Depositor requests in writing that InnovaSafe release the Deposit to
Beneficiary; (b) Depositor takes any action under any state corporation or similar law that will cause both
the dissolution of the corporate existence of Depositor and the liquidation by Depositor of its assets; (c)
Depositor has materially breached an obligation to provide maintenance or bug fixes to which Bene�ciary
is entitled under the License Agreement and (i) such material breach will cause Beneficiary to incur
immediate and substantial injury for which znoney damages, or such other remedies provided by the
License Agreement, would be inadequate, (ii) Beneficiary is not in breach of the terms of the License
Agreement and (iii) Beneficiary has terminated the License Agreement in accardance with the terms of the
License Agreement; (d) Depositor's duly appointed trustee in a bankruptcy or dissolution proceeding of
Depositor requests in writing that InnovaSafe release the Deposit to Beneficiary; or (e) A court of
competent jurisdiction, or an arbitrator, if applicable, issues an order or judgment directing InnovaSafe to
release the Deposit to Benefciary.
4.3 Release Procedures: InnovaSafe will release the Deposit to a Beneficiary subject io and
in accordance with each of the following conditions: (a) Depositor may provide InnovaSafe with a written
release request at any time, and a Beneficiary rnay provide InnovaSafe with a written release request
following the occurrence of a Release Condition; (b) Provided that InnovaSafe has been paid all fees and
costs then due and owing, InnovaSafe shall promptly deliver a copy of the release request to Depositor or
such Beneficiary, as applicable (the "Notice of Release RequesY'); (c) If Depositor or Beneficiary objects to
the requested release, then within thirty (30) days of the receipt of the Notice of Release Request, such
party agrees to provide InnovaSafe with written notice of such objection, and to provide a copy of such
notice to the party requesting the release, stating that a Release Condition has not occurred or has been
cured, and instructing InnovaSafe not to release the Deposit as requested (the "Contrary Instructions"); (d)
If TnnovaSafe does not receive Conh•aiy Insituctions within the time and in the manner required above, then
InnovaSafe shall deliver a copy of the Deposit to such Beneficiary; (e) If InnovaSafe does receive Contrary
Instructions within the time and in the manner required above, then InnovaSafe shall not deliver a copy of
the Deposit to such Beneficiary, but shall continue to hold the Deposit until the first to occur of the
following: (i) InnovaSafe receives joint written release insnuctions from Depositor and such Beneficiary;
IS2ex v09.2 OO 2009 InnovaSafe, Inc. All Rights Reserved
Account#2738
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or (ii) InnovaSafe receives a copy of an order or judgment of a court of competent jurisdiction, or the
decision of an arbitrator, if applicable, dvecting InnovaSafe to act with regard to disposition of the Deposit.
4.4 Ri�hts in Bankru�tcy and Effect of Release: (a) 'I'he parties agree that this Agreement, as
it may be modiiied, supplemented, or replaced from time to time, is not intended and shall not be construed
to constitute an election of rennedies by any Beneficiary, or otherwise to supersede or foreclose any rights
to which Beneficiary otherwise would be entitled under Title 11 United States Bankruptcy Code §365(n),
as a licensee of intellectual property. (b) Upon receipt of the Deposit, and subject to the covenants,
conditions, warranties and resh•ictions of this Agreement and the License Agreement, each Beneficiaiy
shall have the right and hereby ag►•ees to use the Deposit, including copying and modification thereof, only
as reasonably necessary for the sole purpose of enabling such Beneficiary to use the Software for its
intended purpose (unless otherwise authorized by the express terms of the License Agreement). Each
Beneficiary shall use commercially reasonable measures to protect the integrity, security and
confidentiality of the Deposit. The foregoing does not grant, sell, assign or otherwise transfer to any
Beneficiary any title to or ownership of all or any part of the Deposit or Software, or related
documentation, or any other property of Depositor, and without limiting the foregoing, does not grant to
any Beneficiary any right to publish, perform, adapt, create derivative works fr•om, or distribute the
Software or any part thereof.
5. FE�S AND PAYMENTS
5.1 Fee Schedule, Pavments and Suspension of Performance: (a) The fees and charges of
InnovaSafe are set forth on the fee schedule attached hereto as Exhibit C and incorporated herein. After the
expiration of the initial term, InnovaSafe may increase its fees and costs on an annual basis by providing
written notice of such increase at least sixty (60) days prior to the commencement of the next renewal term.
(b) All fees, costs and any other amounts due and payable to InnovaSafe far annual service fees as provided
hereunder, shall be paid by Depositor. Initial and annual fees rnust be paid to InnovaSafe within 30 days of
the Effective Date and on each anniversary thereof. All other amounts payable to InnovaSafe shall be paid
within thirty (30) days from the date of invoice to Depositor or Beneficiary, as applicable. Any release fee
under this Agreement shall be paid by the Beneficiary requesting release of the Deposit. Neither Depositor
nor any Beneficiary shall be entitled to any refunds, withholds, offsets, reductions in, or deductions from,
any payments due to InnovaSafe hereunder. (c) In addition to and without limiting any other right or
remedy to which InnovaSafe may be entitled, InnovaSafe shall have the right, in its sole discretion, to
suspend the performance of any or all of its obligations hec•eunder for so long as any amount due hereunder
remains unpaid in whole or in part.
6. T�RM AND TERMINATION
6.1 Tei7n: This Agreement shall have an initial term of one •year from the date hereof unless
earlier terminated as provided herein. At the expiration of the initial term, this Agreement shall
automatically renew from year to year thereafter until this Agreement is terminated in accordance with the
terms hereof.
6.2 Termination for Cause: (a) Notwithstanding the foregoing, this Agreement shall
terminate as to each specific Benefciary immediately and automatically upon either the expiration of the
applicable License Agreement between such Beneficiary and Depositor, oi• the earliei• termination of the
applicable License Agreement between such Benefciary and Depositor, whichever is applicable, provided,
however, that in the case of terinination (as distinguished from the expiration) of the applicable License
Agreement between such Beneficiary and Depositor, such termination has been effected by Depositor in
accordance with the requu•ements of the applicable License Agreement. (b) InnovaSafe shall have the right
to terminate this Agreement as to all parties or�as to any Beneficiary, in the event of non-payment of any
fees or other amounts due and payable to InnovaSafe oi• its designee, or if Depositor otherwise breaches
any material term of this Agreement, provided, however, that written notice of such breach is given to all
applicable parties. If Depositor or the applicable Beneficia�y fails to cure such breach within five (5)
business days of the date such notice is delivered, then InnovaSafe shall have the r•ight to terminate this
Agreement by sending written notice of termination to Depositor and all applicable Beneficiaries, and
further provided, however that if payment is due from a Beneficiary and not from Depositor, then
InnovaSafe may terminate this Ageement only as to that Beneficiary. InnovaSafe shall have no obligation
IS2ex v09.2 O 2009 InnovaSafe, Inc. All Rights Reserved
Account#2738
Page 5 of 16
to perform any obligations under this Agreement so long as such breach remains uncured, including but not
limited to, the receipt or release of any Deposit as required under this Agreement. Any party may cure
amounts past due, whether or not such party is obligated under this Agreement.
63 Termination Without Cause: (a) After the expiration of the initial term of this
Agreement, Depositor shall have the right to terminate this Agreement without cause, in its sole discretion,
by giving each Beneficiary and InnovaSafe written notice of its intent to terminate this Agreement at least
forly-five (45) business days priar to the expiration of the initial term or the next renewai term, whichever
is applicable; (b) Notwithstanding any other provision hereof, at any time during the term of this
Agreement, InnovaSafe shall have the right to terminate this Agreement without cause, in its sole
discretion, by giving Depositor and each Beneficiary written notice of its intent to terminate this Agreement
at least ninety (90) days prior to the date sei for termination. During such 90 day period Depositor shail
have the right to provide InnovaSafe with written instructions authorizing InnovaSafe to return the Deposit,
and if InnovaSafe does not receive such written inshuctions from Depositor within the foregoing 90 day
period, then InnovaSafe will use good faith in an attempt to return any Deposit in its possession to
Depositor, or if TnnovaSa% is not able to locate the Depositor after such attempts, then InnovaSafe may
destroy the Deposit. InnovaSafe shall continue to be entitled to payment at its then current fees and
charges (notwithstanding the termination date speciiied in its notice) until the Deposits are returned or
destroyed. Notwithstanding anything to the contrary herein, innovaSafe shall refund all fees paid
hereunder in the prorated amount atlributable to the time period after termination of the is Agreement
pursuant to this provision; (c) A Beneficiary may not tertninate this Ageement; (d) This Agreement shall
terminate automatically, in the event that copies of the Deposit are released to all qualified Beneficiaries as
provided by this Agreement.
6.4 Disposition of Deposit: Upon the termination of this Agreement, the following shall
apply: (a) all amounts then due and owing to InnovaSafe hereunder shall be paid in full; (b) if the
termination is as to all Beneficiaries, then InnovaSafe will return any Deposit in its possession to Depositor,
and (c) if InnovaSafe does not receive written inshuctions from Depositor authorizing InnovaSafe to return
ali Deposits, or if InnovaSafe is not able to locate Depositor after reasonable attempts, then InnovaSafe
shall destroy the Deposit.
6.5 Survival of Certain Obli�ations: Upon the termination of this Ageement, all future and
continuing rights and obligations established hereunder will terminate, except: (a) the obligations of each
parly to maintain confidentiality, as defined herein; (b) the obligations of the parties under Paragraphs 6.4,
8.3 and 9.4 of the Agreement; and (c) any claim or cause of action for breach of this Agreement, or for
indemnity or contribution under Paragraph 9.3 of the Agreement, existing as of ihe date of termination,
which claim or cause of action will remain in full force and effect until such rights and obligations are fully
discharged. •
7. REPRESENTATIONS AND WARRANTIES OF DEPOSITOR
7.1 No Conflicts: Depositor represents and warrants to each Beneficiary and to InnovaSafe
that the grant by Depositor to Beneiiciary of the rights granted hereunder, the Deposits made pursuant
hereto, and the implementation of this Agreement in accordance with its terms, do not and will not conflict
with, violate or infringe upon (a) any rights or interests of any person or entity not a party to this
Agreement, (b) any terms of any express or implied contract between Depositor and any other person or
entity, or (c) any judicial or administrative order, award, judgment or decree of any state or country
applicable to Depositor, or (d) any laws, rules or regulations of any country from or to which any Deposit
may be delivered in accordance with the provisions of this Agreement, including but not limited to,
customs laws, import, export, and re-export laws.
7.2 Usability of Source Code: Depositor represents and warrants that the Deposits made to
InnovaSafe will, at all times, (a) be the version of the current release of the Software, as offered by
Depositor to the Beneficiaries or other licensees in the ordinaiy course of business from time to time during
the teim of this Agreement, (b) be understandabie and useable by a reasonably skilled progammer or other
professional to understand, maintain, and correct the Software without assistance of any other person, (c)
contains suffcient documentation to enable such a skilled programmer or other professional to understand
and use any proprietary languages or progamming components that such a skilled programmer or other
IS2ex v09.2 O 2009 InnovaSafe, Inc. All Rights Reserved
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professional could not reasonably be expected to understand, and (d) includes all the devices, programming,
and documentation necessary for the maintenanee of the Software by the Beneficiary upon release of the
Deposit pursuant to this Agreement, except for devices, programming, and documentation commercially
available to the Beneficiaries on reasonable terms through readily known sources other than the Depositor.
8. R�CORDS, REPORTS, ADMINISTR.ATTON
8.1 Records of Deposits: InnovaSafe will maintain written recards of all Deposits made by
Depositor pursuant to this Agreement. InnovaSafe shall be entitled to rely on the completeness and
accuracy of all information, documents and znaterials provided to InnovaSafe by Depositor, Beneficiary or
any other person or entity, in connection with this Agreement. Depositor shall be entitled at reasonable
times during normal Innova5afe business hours and upon reasonable notice to InnovaSafe to inspect the
records of Deposits maintained by InnovaSafe pursuant to this Agreement. Beneficiary shall be entitled at
reasonable times during normal InnovaSafe business hours and upon reasonable notice to both Depositor
and InnovaSafe, to inspect the records of Deposits maintained by InnovaSafe pursuant to this Agreement,
provided, however, the right of each Beneficiary to inspect such records of Deposit shall be limited to only
those records that pertain to the requesting Beneficiary.
8.2 Intentionally Omitted
8.3 Confidentialitv and Storage of Deposits: (a) InnovaSafe wiJl protect the confidentiality of
the Deposit and all proprietaiy information of Depositor incorporated therein. Except as othetvaise required
to carry out its duties under this Agreement, InnovaSafe will not permit any unauthorized person access to
the Deposit. If InnovaSafe receives any order fi•om a court or other judicial oi• arbitral tribunaI pertaining to
the disclosure or release of the Deposit, InnovaSafe will immediately notify the parties to this Agreement
unless prohibited by law. Challenge of any such disclosure or release order shall be the sole responsibilit}�
of Depositor and Benefciary. InnovaSafe does not waive its rights to pr•esent its position with respect to
any such order. No party has the right to require InnovaSafe to disobey any order from a court or other
judicial or arbitra] tribunal. (b) InnovaSafe shall implement measures to maintain the security of all
Deposits including, but not limited to, the storage of all Deposits in secured locked facilities.
9. DISPUTE R�SOLUTTON AND CLAIMS
9.1 Reliance and Suspension of Performance: (a) InnovaSafe shall have no responsibility for
determining the genuineness or validity of any instruction, document or other item given to oi• deposited
with it, and in the performance of its obligations under this Agreernent shall be entitled to rely upon any
email oz• written notice, instruction or request furnished to InnovaSafe by any of the pa��ties hereto if such
instructions are believed by InnovaSafe to have been given by a designated representative ("Designated
Representative") identified by the applicable pa�•ty. With respect to the Depositor, the initial Designated
Representative shall be Gerald Salzman. Each Beneficiary shall identify its Designated Representatives on
Exhibit B or E�ibit Bns, as applicable. If no Designated Representatives are identified, all employees of
Depositor and any Benefaciary, respectively, are conclusively deemed to have proper authority to act on
behalf of such party hereunder. InnovaSafe shall have no responsibility with respect to the Deposit other
than to follow such insh•uctions as may be provided herein. (b) If any controuersy exists between or among
the Depositor and any of the Beneficiaries hereto, or wzth any other person or entity with respect to the
Deposit or the subject matter of this Agreement, InnovaSafe shall not be required to determine the same or
take any action with respect thereto, but in addition to and without limiting any other right or remedy to
which InnovaSafe may be entitled, InnovaSafe. shall have the right, in its sole discretion, to suspend the
performance of any or all of its obligations hereunder for so long as any such conflict or cont�•oversy may
exist hereunder.
9.2 Intentionally Omitted
9.3 Indemnification :
Depositor, on the one hand, and each Beneficiary on the other hand, jointly and severally, agree to
inderrutify, defend and hold harmless InnovaSafe and its directors, officers, agents and employees
(collectively "InnovaSafe") from and against any losses, claims, damages, judgments, assessments, costs
IS2ex v09.2 �O 2009 InnovaSafe, Inc. All Rights Reserved
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and other liabilities (collectively "I,iabilities"), and will reimburse InnovaSafe for all reasonable fees and
expenses (including the reasonable fees and expenses of counsel) (collectively, "Expenses") as they are
incun�ed in investigating, preparing, pursuing or defending any claim, action, proceeding or investigation,
whether or not in connection with pending or threatened litigation or arbitration and whether or not
InnovaSafe is a party (collectively, "Actions"), relating to this Agreement or arising out of or in connection
with the services rendered or to be rendered by InnovaSafe pursuant to this Agreement, or any actions or
inactions of InnovaSafe in connection with any such services or this Agreement; provided that Depositor
and Beneficiary wi11 not be responsible for any Liabilities or Expenses of InnovaSafe that are determined to
have resulted from the gross negligence or willful misconduct of InnovaSafe in connection with any of the
services, actions, or inactions refened to above.
9.4 Mediation and Arbitration: (a) In the event of any controversy, dispute or claim between
InnovaSafe and any other party hereto that arises under or otherwise relates to this Agreement, the parties
agree that the dispute shall be submitted to mediation facilitated by a mediator as mutually approved by the
parties, which approval shall not be unreasonably witi�held or delayed by either party ("Mediator"). The
parties agree to participate in good faith in the mediation conferences. Each parLy shall bear one-half (or its
proportionate share if there are more than two parties) of the costs of the mediation, including the
Mediator's fees. (b) If the parties are unable to resolve the claizn, controversy or dispute through mediation,
then it shall be decided by arbitration in Los Angeles County, California, in front of a single retired judge
through the Judicial Arbitration and Mediation Service or, in its absence, any similar organization
providing the arbitration services of retired judges ("JAMS"). If for any reason within 30 days of an
arbitration demand, any other party to the Agreement fails to state in writing that it will cooperate in
selecting the sole arbitrator, then the remaining party shall select the arbitrator. If for any reason the sole
arbitrator is not selected within 45 days of the wr'rtten arbitration demand, then JAMS shall have sole
authority to assign one of its retired judges as the arbitrator that has experience with intellectual property
law. The parties shall be entitled to discovery to the full extent provided in civil actions pending in the
Superior Court for Los Angeles County, with the arbitrator deciding any controversies arising during and
with respect to discovery. The decision of the arbitrator with respect to any issues submitted for
determination shall be final and binding on all of the parties to this Agreement, provided, however that the
arbitrator shail not have the power to award punitive or exemplary damages. Not less than 21 days before
the %rst scheduled session of the arbitration hearing, each party shall deliver to the other: (i) a complete list
of the names of the witnesses that the party will call to testify at the hearing; and (ii) a complete and
accurate copy of each document the parly will offer in evidence at the hearing, excluding witnesses and
documents that are used for impeachment. .
9.5 (a) Disclaimer of Warranties: InnovaSafe expressly disclaims any and all warranties,
express or implied, in connection with this Agreement, or its implementation, or arising out of a course of
performance, dealing, or trade usage, including, without limitation, any warranties of title, non
infringement, merchantability, fitness for a particular putpose, defect, workmanship or uninterrupted or
error-free use or operarion. (b) Limitations of Claiuns and Consequential Damages Limitation: (i) No
action or claim against InnovaSafe arising out of or in any way relating to this Agreement may be instituted
after the first to occur of the foilowing: (a) the expiration of the period of limitation required by applicable
law; (b) the expiration of two (2) years after the event giving rise to such action or claim, or (iii) the
expiration of one (1) year after the date upon which the claiming party discovers, or reasonably should have
discovered, the facts giving rise to such action or claim. (ii) In no event shall any party, its affiliates, or any
of its or their representatives be responsible or liable for any indirect, incidental, consequential, special,
exemplary, or punitive damages (including, but not limited to, loss of data, savings, revenue or profits),
even if such party, its affiliates, or any of its or their representatives has been advised of the possibility of
such damages, including but not limited to, any damages fi•om the use of, intei7vption of use, or inability to
use any soflivare or any data related thereto. (c) Limitation of Liabilitv: In no event shall the total
collective liability of InnovaSafe, its affiliates, and any of its or their representatives arising out of or
relating in any way to this Agreement or it implementation exceed the total amounts paid or payable by the
depositor or Benefciary to InnovaSafe hereunder, provided, however, that the foregoing limitation does not
apply to damages (excluding damage to the Deposit media) that are determined by a judgment of a court of
competent jurisdiction which is no longer subject to appeal or further review to have resulted from the
gross negligence or willful misconduct of InnovaSafe.. (d) Proceedin�s: If InnovaSafe is threatened to be
made a party, required, compelled to be a party to, assist in, otherwise pai�ticipate, or otherwise becomes
IS2ex v09.2 � �O 2009 InnovaSafe, Inc. All Rights Reserved
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involved in, whether as a witness or in any other capacity, in any investigation, audit, action or proceeding,
whether judicial, arbih•al or administrative, instituted by Depositor, Beneficiary, or any third party
(collectively, a"Proceeding") then in any such case Depositor and Beneficiary each agree to pay in
advance, upon receipt of written demand therefor fi•om InnovaSafe, any and all reasonable expenses that
may be incurred by InnovaSafe in connection therewith, which shall include, without limitation, reasonable
attorneys' fees, disbursements and z�etainexs, court costs, transcript costs, fees of accountants, experts and
witnesses, travel expenses, duplicating costs, printing and binding costs, telephone charges, postage,
delivery service fees, and all other expenses of the types customarily incurred in connection with
prosecuting, defending, prepaz•ing to prosecute or defend, investigating, or being or preparing to be a
witness or other participant in a Proceeding.
10. NOTICES
10.1 Notices and Notice Address: Except as otherwise provided herein for Deposits or notices
of Updates and Replacements, all notices, requests, demands, or other communications required or
pernutted under this Agreement shall be in writing. Notice shall be sufficiently given for all purposes if
done by personal delivery, or elect�•onic mail, or First Class Mail, or Certified Mail, or commercial
overnight delivery service (DHL, FedEx, UPS), or facsimile transmission. Any correctly addressed notice
that is refused, unclaimed, or undelivei•able because of an act or omission of the party to be notified shall be
deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by
the postal authorities, messenger, or overnight delively service. Any party may change its contact
information by giving the other party notice of the change in any nnanne►• permitted by this Agreement.
Any party has the option to update their contact information with InnovaSafe using the "Change of Status"
form on our website, http://www.innovasafe.com/update.html.
DEPOSITOR:
Contact Name: Gerald Salzman
Title: President
Street address: 915 E. lst. St.
City, State, Postal Code Los Angeles, CA 90012
Counhy: USA
Phone: 213-229-5300
Facsimile: 213-229-5481
Email: c/o claudia nading daily'ournal.cozn
Purchase O�•der (if applicable): NA
INNOVASAFE, INC.
Corporate Address: 28502 Constellation Road, Valencia, California, 91355-5082 USA
Mailing Address: PO Box 800256, Valencia, California 91380-0256 USA
Phone: USA D'u�ect: 1-800-239-3989
International Direct: 1-661-310-1810
Facsimile: 1-661-295-5515
eMail; ciientservices@innovasafe.com
BENEFICIARY: As set forth in Exhibit B or �xhibit Bns.
11. MISCELLAN�OUS PROVISIONS
11.1 Indenendent Conh•actors: The parties are independent conh�actors, and no party shall be
held to be a fiduciary or trustee, or to have any fiduciary obligation, to any other party, or shall be
considered, by entering into or performing any obligation under this Agreement, to assume or become
liable for any special duty, or any existing or future obligations, liabilities or debts of the other party. No
employee or agent of one party shall be considered to be an employee or agent of any other party.
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11.2 Com�lete Statement Interpretation and Modiiication of A eement: The parties hereto
acknowledge that each has read this Agreement, understands it, and agrees to be bound by its terms. The
parties further agree that this Ageement is the complete and exclusive statement of their agreement with
respect to the subject matter hereof, and supersedes all oral or written proposals, understandings,
representations, warranties, covenants, and communications between the parties relating hereto.
InnovaSafe is not a parly to any License Agreement and no provision of any License Agreement shall be
construed to apply to InnovaSafe or otherwise give rise to any obligation of InnovaSafe. Each paz-ty and its
counsel have participated fully in the review and approval of this Agreernent. Any statute or rule of law to
the effect that ambiguities are to be resolved against the drafting party shall not apply in interpreting this
Agreement. No supplement, amendment, or modification of this Agreement shall be binding unless it is in
writing and signed by Depositor and InnovaSafe, and by each Beneficiary if it affects any material right or
obligation of such Beneficiary provided hereunder. No course of performance by the parties hereunder
shall be deemed to constitute an amendtnent of this Agreement.
ll 3 Waiver: No waiver of a breach, failure of a condition, or any right or remedy contained
in or granted by the provisions of this Agreement shail be effective unless it is in writing and signed by the
waiving party. No waiver of any breach, failure, right, or remedy shall be deemed a waiver of any other
breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver
unless the writing so specifies.
11.4 Attorneys' Fees: In any litigation, arbitration or other proceeding by which one party
either seeks to enforce its rights under this Agreement (whether in contract, tort, or both) or seeks a
declaration of any rights or obligations under this Agreement, the prevailing party shall be awarded
reasonable attorneys' fees, together with any costs and expenses, to resolve the dispute and to enforce the
imal judgment.
11.5 Force Majeure: Except for obligations to make payment as indicated herein, no pariy
shall be held responsible for any act, failure, event, or circumstance addressed herein if such act, failure,
event, or circumstance is caused by conditions beyond such parly's reasonable control.
11.6 Due Authorization, No Third Part�Ri�.hts, Partial Invalidity, Headin�s: (a) Each party
represents and warrants that the execution, de�ivery and performance of this Agreement has been duly
authorized by all necessary corporate, parinership, or limited liability company action. (b) This Agreement
is made solely for the benefit of the parties to this Agreement, the Designated Benefciaries, and their
respective permitted, authorized and acknowledged successors and assigns, and no other person or entity
shall have or acquire any right by virtue of this Agreement. (c) If any provision of this Agreement is held
illegal, unenforceable, or in conflict with any law of any federal, state or local government having
jurisdiction over this Agreement, the validity of the remaining provisions hereof shall not be affected
thexeby. (d) The headings in this Agreement are included for convenience only and shall neither effect the
construction or interpretation of any provision in this Agreement nor affect any of the rights or obligations
of the parties to this Agreement.
ll.7 Governin� Law: The validity of this agreement and any of its terms or provisions, as
well the rights and duties of the parties under this agreement, shall be construed pursuant to and in
accordance with the laws of the State of California, and each party to this agreement specifically agrees to
submit to the jurisdiction of the courts of the State of California.
11.8 Instructions to InnovaSafe: This Agreement shall constitute instructions to InnovaSafe as
escrow agent. In addition, Depositor and each Beneficiary agrees to execute, deliver and be bound by any
supplemental or general policies or procedures of InnovaSafe or such other instruments as may be
reasonably required by InnovaSafe in order to perform its obligations as contemplated by this Agreement.
In the event of any conflict or any inconsistency between such policies or procedures and any provision of
this Agreement, the provision of this Agreement shalI control.
11.9 Authorization to Copv: Depositor authorizes InnovaSafe to use and copy the Deposit as
determined by InnovaSafe in its soIe discretion as necessary for the performance of its obiigations
hereunder, including but not limited to, performing any Deposit verification testing as authorized
IS2ex v09.2 O 2009 InnovaSafe, Inc. All Rights Reserved
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hereunder, provided, however, that the foregoing authorization does not grant, sell, assign or otherwise
transfer to InnovaSafe any title to or ownership of any part of the Deposit or Software, or related
documentation, or any other property of Depositor, except for the media upon which the Deposit is
recorded, title to and ownership of which shall pass to InnovaSafe as provided herein.
11.10 Counterparts, Pacsimile and Scanned Copv: This Agreement may be signed in one or
more counteiparts, by facsimile or scanned copy each of which shall be deemed an original, but all of
which taken together shall constitute one and the same instcument.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date below the signatures.
DEPOSITOR
BY: i
Signature
INNOVASAF .
BY:
Signature
Name: Gerald L. Salzman
Title: President
Date: �/��//D
IS2ex v09.2
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Title: `��� �n �'� G�-o
F�
Date:
(��ULi�
�O 2009 InnovaSafe, Inc. All Rights Reserved
Page 11 of 16
ExHc$YT A
DESCRIPTION OF DEPOSIT
TNNOVASAFE ACCOUNT # 2738
THIS FORM MUST ACCOMPANY EACH DEPOSIT TO IIVNOVASAFE. PLEASE SEND ALL
DEPOSITS TO THE INNOVASAF� CORPORATE OFFICES LOCATED AT:
28502 CONST�LLATION ROAD, VAL�NCIA, CA, 91355 USA
The Ex. A can also be completed online at: http://www.innovasafe.com/e�ibitA.html
D�POSITOR CONTACT TNFORMATION:
_
�__ , . _ ._�
I `-4mpa�?Y:_ ._ ,.._. _, � Contact . r ,._. .. , _ .. ,,. __ _ .. _ ,. _ ._ . ;
. _ _�_. _.__. __. ...._ a_....__ _ _....._. _..� i � .� ��� _ _.. _..�_..
; _ Trtle EmaiL• �
__..._- . .____ ___..__ . .._._.... __....__ ,... _�__..�. .._.� _ ___ ...___ _ ,._._.._ .__..__ _..._ ---__ __...._..._
; St. Address � � City/State '
� � _ _ _.. -- -- ----
— --- ----- ---.. __� _ ._--- -- -- -- --- -
_..
�Postal Code ,, Counhy_ `
# _.__ ., , __ ____... . �. _._. � _ _ __ _. __ � -- +-__
_ ._.__ _
� Tel # ` Fax #•
S�_.__ .. .._._- - - __._ . ... . _...._ _.._ . : ............ ........ . .--... _� .
_.._ --- - __ _
� Deposrt Details ;;
.
- -._._ ._.__ --
__ __ _ �__- ---.._- ---- -
---- -- - - ---
�_ __._
Media Type (CD, DVD, ';' Indicate hardware used to
DAT etc. ) ; � create deposit. I
__ .
_. _ r—=
Number of Medta
� ; i Tnd►cate operat�ng systems
_._. . ,..... ._ , _._..._. __..__....... ._. �..... � ...__ ___
; used
_ ..�. __... ..._... .,,._,.. ..,...., �.......{� .......... ....�_.;
, � ;'s Indicate backup ,
Copies (1 or 2) 3 j ,
__. _. ._,_.. .. . . _... _ ... _ _. _ .. _.__ .
__ �_.�__ _.__.__ _.� . _��..command/software used.
, _ . .__.__ __...__ _..___. ___.� ___.. ___..�.._--- .
��� _
Product s Name: ;i Indicate software � �
;
_ _ � � i � � compression used: '
_ _ _ _ _ -- _ __
--------- -- _ __.._
— ----- -_— ----- r --- _-- ---- - -- -------.._ ...,— - -- -- -
,� � � iI Indtcate whether `
� Product Version � encryption/password �f ,
_ ; _ ;; protection was used: 4 ;
___ _ _
� i What computer lan uage ` t �
�--Y ._. ._ __. .._ _ _ _ _.. � . . ;j was the source written '
g __
.. _.... _....,_. . .._ _ ___ - . ...._ _,_ a._.__, . ....
��� � Approximate size of the � �� ',
�� data on the med�a. �
. ..... .�.....w_., .._.: .. ., .,��..... .,_ m,.i (MB/GB).. _...,.
TXPE OF DEPOSI'I' (REQUIRF,D): �Please Check Only One Box
❑ Initial Deposit ❑ Update Deposit ❑ Replacement Deposit
IF THIS TS A REPLACGMENT DEP(3SiT, PLEASE INDICATE WH�THER WE SHOULD
R�TURN OR DESTROY TH� PREVIOUS DEPOSIT(S):
❑ Return OR ❑ Desti•oy (Checking this box authoi•izes InnovaSafe to Destroy the p►•evious
deposit(s)) If this deposit is to be retucned or desti•oyed, please indicate in the space below the name and
version of the previous deposit(s) you would like to replace. If you would like to replace all previous
deposits select "All": ,
❑ All or Specific Deposits (list here):
IS2ex v09.2
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�O 2009 InnovaSafe, Inc. All Rights Reserved
Page 12 of 16
EXHIBIT B
BEN�FICIARY ENROLLMENT FORM
IrnvovASaF� AccourrT # 2738
This form can be completed online. Go to http://www.InnovaSafe.comlExhibitB,html
The undersigned Beneficiary hereby aclrnowledges, accepts, and agc'ees to be bound by the terms of the above-
referenced Software Source Code Escrow Agreement by and between InnovaSafe, Inc., a California corporation, as
intellectual property Escrow Agent and Sustain Technologies, Inc. as Depositor, on this day of , 20
(the "Agreement").
B�NEFICIARY IN�ORMATION:
*This contact person will receive ALL deposit and update deposit notifications.
❑ Check here if there is an alternate contact person or additional Designated Representatives and list
them on the back of this form.
... �m _ � . .... . .
_. __
! Company , i Designated Representative ':
_ _ _ _, .. ._,... _ __ __
�� Trtle ; ( Email: � '
_ . _..
__. _ --- -- ,- —__ :_ _-_
-_ :
----- ---- _ .
1� St Addiess , Clty/State j
_ __ _
� �� Postal Code . _.� .. . r. ,, ..,. ,�.,� ... . .. � ..__ , . u . . .�� ( C, ounh'3' _ . . _ , `
� ��=�
_. _. r�_ . ._.._ __ . _ �,....._.. ._ _.
Tel #: '' Fax #:
; __ _ _ ._...___ . .____ __...
_...._._ . --..._ _ .__ _ _. � __ --
Signature (Reyuired):
D�POSTTOR INTORMATION:
_. _ _._ - . .
� Company_ _ ._ Contact ., � °
, . . , .. .� .._.
.._ ,... . � ._ _. . . . _
E
� Trtle: � � Email:
� _. -- _.._ __ . _ _ _. . ._ ._... __. ;
_ . _._
i St_ Address _; City/State j
F __ � - _ ._ _ _ -_=--=-- --- =- --- --_ _-- - --
_,
;) Postal Code _.._. ,._ _ _. ..__ ___ _ . _._ . _'� Country. ___... . __ . .._.. _.____.
, _
� Tel #. ; �Fax #:
PLEASE LIST WHICH SOFTWARE PACKA.GE(S) THIS BENEFICIARY IS �NTITLED: �^�!
See Ex. "C" Party responsible for: ❑ Depositor Party responsible for: ❑ Depositor
Schedule of P'ees Annual Deposit fee: ❑ Beneficiary Annual Beneficiaiy fee: ❑ Beneiiciary
Invoicmg, Contact (Reqpi� ed): . . . ... . . ., .. . _ .,
_ .
---
�De�osrto? ...._......._. .. .. ,. .. ,. .�, .._... ..._.,� Bene�c�ary: .
. _ _ ...._..
; Contact Name: � I Contact Name
....___ .. _....._ _ _-.._ __. ___._. _.__ , _..., ._. ., __ __ _ __ __... _. ___. . ..._ .. _.__. .
I Address: � �i t Address: • � �
. _ �--- _ _ - - -- --- _- --- -_ ---- __ -=--
_= _-_ ---:_
_� .;
�^ Phone _ j � Phone i
��.Fax _ _ . ___._ ;� Fax _. — -
. .. .._ _,. . ,. � . . _ _.. _ . . . . .. , . . ..� � .
_.. . ... . ,, _. .. ..�_ . _...
..__.. ,. ... ., _,._ .., ... ._
; eMail: ; � eMail:
___ . �.. . ---
___
� PO# _ ___ f PO#:
_ _... _ _ _
----_ . ._- ------ ----� ___----- �-----___ - ------- ----- ------ --
_ .
.� Please return this form to: ;i InnovaSafe, Inc.
-- - - - - - -- . _.._-- ----- �
; � � � PO Box 800256
; I_._ _ __ .__ _ ..__, _.-. _ . _ -_.. _ ; � Valencia CA 91380-0256 USA '
__._ _.._.. _.. _ _.._. .�.. __ . - _ ___ _
IS2ex v09.2 OO 2009 InaovaSafe, Inc. AI1 Rights Reserved
Account#2738
Page 13 of 16
�XHIBIT $NS
B�NEFTCIARY ENROLLMENT FORM
INiVOVASAFE ACCOUNT # 2738
Pursuant to this Software Escrow Agreement, Depositor hereby enrolls the following as a Beneficiary.
BENEPICTARY INFORNfATION:
*This contact person will receive the Beneficiary enrollment notification.
❑ Check here if there is an alternate contact person or additional Designated Representatives and list them on the
back of this form.
Company: _ _
Title:
_.._ __.. -------- ---------
St Address:
Postal Code
Tel #:
i ; Contact:
_. _._ __.._ _ _ .. _
.... _.____. ___ ___.._._ _._
; _
; Email: �
____ _ __ , ____ .. ._._:__.. _---_. __ .. . _____ __._____ __. ,
------------------, -----------------------.._.—.------------_,
�___,_ _ ___._
� City/State. _
_ _:
Country � �
...__ .._... ...__.. . _,....a .�.... . ,. ..._ . ....... .. ......._ _ .. .,,�. . �..._.�...�
, , _...� _____� ;
, ; Fax #: _ ;
PLEASE LIST WHICH SOFTWARE PACKAGE(S) THI5 BENEFICIARY TS ENTITLED:
DEPOSITOR INFORNfATION:
_ _ _ _ __ __. _ _.
�` __ _ �
; _Com�any ; Contact
; Trtle ' Email
,�._-.___..� �._._. _., .__._ __..- .. _,_u_ ._..__... � _ __. . ,____. . - -
__ .._., .. . _ ,.
' St Address: � Ci /State
;�.._, �_..._ . .__... .._._.__ _____... . _.. ,_.._._.., _.._
__ __. �'--
__ _. ___ ___. _._ .
! Postal Code: T ; Country
_._ _ _ _` -= �_ _ _� _ - - -_ _-- -- �� _ --- -- - =
; � _Tel # _ . j Fax #:
Signature (Itequired):
Date:
See Ex. "C" Party responsible for: ❑ Depositor Party responsible for: ❑ Depositor
Schedule of Fees ,4nnual Deposit fee: ❑ Beneficiary Annual Beneficiary fee: ❑ Beneficiary
Invoicin� Contact (Required�:
. ___... __.. . _ _.__._ . ...____._ --___ ____,_ --_. ___._. __ ___ _----
_---_. ____ _.___. _ _ _ . ..
__._ — ----- --,
Depositor Bene�ciary: �
- _ � __ __ � _ r __ __ � _.._ _._ --- -
Contact Name i Contact Name �
. .... _.... _...__... ... .._.. _. .. _.: ..... ... ... .. __,_ _._. __ __�
Address: ^ ;� Address: � ������
; `s
__._. - - . .._...._ .. .... .a . ._.__.. _ ... _.__._ .. . _..:� . ........ .......... .... ... ...... .,.. _._.... .... _..._ ____ -
Phone: ; ; Phone
_ ._ .. . __ _._ _ _.. _. _ _. _ :
_ __ .
Fax. Faa ! �
_ _. .. . __ _ ._. . .. �. z �_- __ _. _ _ . �
--�--_�---___�__----------------__-----�--------------------, ------_--__---------------------------=---------...______---�___--------,
eMail: ; i eMail:
_PO# ..__. _ . _._.. �_',._,... .. ... .., ,. .._� . ., ... � . � PO#.... � . ..... .... ..... ... .. . ... ..,. .,. .....� ... , . -^;
Please return this form to: ; InnovaSafe, Inc.
'; PO Box 800256
�. � Valencia, CA 91380-025G USA
IS2ex v09.2
Account#2738
�O 2009 InnovaSafe, Inc. All Rights Reserved
Page 14 of 16
ExxiBir C
SCHEDULE OF FEES
INNOVASAFG ACCOUNT #2738
Set U Fee No Fee
Traditional Escrow Annual De osit Feex
■ ls` Product $675
■ Additional Products — er roduct $350
■ Included Bene�ts and Services
0 4 Free Updates/Replacements
o Physical or Electronic Deposits
o De osit Notification — all arties
Annual Beneficiar Fee �200
D namic Escrow O tion
■ Annual Fee — Per Vault $995
■ Basic Re ort No Fee
■ Detailed Re ort $95 er re ort
O tional Benefits and Services (annual fee)
■ ilnlimited U dates $200
■ Dual Vaultin $200
■ Account Status Re orts - Quarterl $200
■ De osit Trackin - Quarteri $200
■ SafeAccess (24/7) Online De osit History Onl $200
■ Fu1lAccess (24/7) Online Com rehensive $200
■ Ll De osit Verification — Limited Only $200
Additional O tional Services
■ L2 Verification — File Anal sis — er check Quote Onl
■ L3 Verification — Com rehensive — er check uote Onl
Release Request Fee — per request $200
*Di�e p�•o�ltrct depo,sit nrrd orre he�zeficrary fee will ahvnvs be rnvn�ced
All Fees Are Payable in US Dollars unless otherwise agreed to in writing
IS2ex v09.2
Account#2738
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
� 2009 InnovaSafe, Inc. Al] Rights Reserved
No
No
No
No
No
No
No
No
No
No
Page l5 of 16
EXHIBIT D
BENEFICIARY ACKNOWLEDGEMENT FORM
INNOVASAFE ACCOUNT # 2738
The undersigned Designated Beneficiary hereby acknowledges, accepts, and agrees to be bound by the terms of the
above referenced intellectual property Escrow Ageement by and between InnovaSafe, Inc., a California
corporation, as intellectual property Escrow Agent and Sustain Technologies, Inc _as Depositor, on this
day of , 20 (the "Agreement"). Beneficiary further agrees to pay InnovaSafe a
release request fee of $ per request for release of the Deposit Material listed on the Ex Bns due immediately
at the same time that the release condition notice is submitted to InnovaSafe pursuant to Paragraph 4.3 Release
Procedures.
BENEFICIARY INFORMATION:
❑ Check here if there is an alternate contact person and list them on the back of this form.
__ . _ _ . ._ .. . _ . _ _._ ..
_._.------- --- -- --- -------- •------_ ._ -------------....__.
[Company ; Contact
.. .. . ... �
Title: ;; Email•
_. . _ .
�St. Address: � C�ty/State:
, .. _.._
— ---- ---- �-- -------- __-_ __�
�Postal Code: ;, Coun
- ----- --- ------------ __ .. . , �Y _. _ .
W_ ..�.�:__�: - ^_ ___._.._
��.Tel #: ; I Fax #:
... --_. .. . _.._ __. _
Signature (Required): �
PLEASE RETURN THIS FORM COMPLETED AND SIGNED TO:
BY FIRST CLASS MAIL:
INNOVASAFE, INC.
PO BOX 800256
VALENCIA, CA 91380-0256 USA
BY COMMERCIAL COURIER
INNOVASAFE, INC.
28502 CONSTELLATION ROAD
VALENCIA, CA 91355
BY FACSIMILE:
1-661-295-5515
IS2ex v09.2
Account#2738
Page 16 of ] 6
O 2009 InnovaSafe, Inc. All Rights Reserved
City Secretary Contract No.
�xxlslT L
CERTIFICATES OF INSURANCE
Exhibit L is attached and contains eleven (11) pages.
City of Fort Worth — Municipal Court Case Management System 24370945.21
Journal Technofogies,Inc. Professional Services Agreement
Page 93 of 94 Rev. 2/2015
�
�;: �
�
,,,�,
THIS ENDORSEMENT CHANG�S THE POLICY. PLEASE READ IT CAREFULLY.
11VORKERS' COMPENSATION BROAD FORtVI ENDORSEIVIENT
EXTENDED OPTIDNS
Policy Number: �2 wE GB9325 Endorsement Number: oo�.
Effective Date: 1/1/2015 �ffective hour is the same as stated on the Inform ation Page ofihe policy.
Named insured and Address: Journal Technologies, Inc.
c/o Daily Journal Corporation
915 E. First Street
�os Angeles CA 90012
Section I ofthis endorsement expands coverage provided uncler WG 00 QO 0o.
Section II ofthis endorsement provides additional coverage usually only provided by endorsemeni,
Sec#ion III of this endorsement is a Scheduie of Covered States.
You may use the index to locate these coverage features quickly:
INDEX
SUBJECT
SECTION I
PARTS ONE and TWO
01 We WH Also Pay
PART-THREE
02 How This Insurance Works
pART - SIX
03 7ransfer of Your Rights and Duties
04 Liberalization
SECTI(JlV U
VOLUNTARY COMPEN5ATtON
WSURANC�
Q5 Voluntary Compensation insurance
A. How This Insurance Applies
B. We Will Pay
C, Exclusions
D. 8efore We Pay
E. Recovery Frorn Oth�rs
F. Employers' Liability Insurance
�MPLOY�RS' LIABILITY 570P GAP
ENDORSEMENT
06 Employers' Liability Stop Gap
Coverage
A. Stop Gap Coverage Limited to
North qakofa, Ohio, Washington,
and Wyoming
PAGE
2
2
2
2
2
2
2
2
2
2
2
2
3
3
3
3
3
3
SUBJ�CT
PAGE
Farm WC 99 Q3 81 Printed in U.S.A.
Process Date: 02/19/14
S. Part One Does Ndt Apply
C. Application of Coverage
D. Additional Exclusions
EXTENDED OpTIONS
01 Employers' Liability Insurance
02 Unintentional �'ailure to Disclose
Hazards
03 Waiver af Our Right to Recover from
Qthers
04 Foreign Voluntary Compensation
A. Mow This Reimbursemeni Applies
B, We Will Reimburse
C. Exclusions
D. Before We Pay
E. Recovery From Others
F. Reimbursemenl ForAcival Loss
Sustained
G. Repatriation
H. EndemiC Disease
05 Longshtire and Har�or Workers'
Compensation Act Coverage
Endorsemenl
S�GTfON III
01 Schedule of Covered States
Page 9 of 6
Policy �xpiratipn Date: oi/c�/1s
O 2000, The Hartford
3
3
3
4
�
4
4
4
4
a
4
5
5
5
5
5
5
CERT NO.: 23081310 CLIENT CODE: DAILJOU-C1 Nancy CadWallader 1/15/2015 4:A3:15 PD1 (PST) Page 2 of 3
SECTION 1
PARTS ONE and 'TWO
1. WE WILL ALaQ pAY
D. We Will Also Pay of Part One (UVORKERS'
COMP�NSAiION ISVSURANCE); and
E. We Wil! Also Pay of Part Zwo
(EMPLOYERS' LIABILITY INSURANCE} is
replaced by the following;
We Wili Also Pay
We will also pay these costs, in addition to
other amounts payable under this insurance,
as part of any claim, proceeding, or suit we
defend:
PART THF2EE
2. How This Insurance Applies
Paragraph 4. of A. Now This Insurance
Applies af Paft 3(Other States Insurance) is
replaced by the following:
4. !f you have work on the effective date of this
policy in any state not listed in Item 3.A. of
the Information Page, co�e��age will not be
affordetl for thai state unless we are notified
wiihin sixty days.
PART StX
3. Transfer �f Your Rights and Duties
1. reasonable expenses incurred at our
request, INCLUDiNG loss of earnings;
2. premiums for bonds to release
attachments and for appeal bonds in
bond amaunts up to the limit of our
liability under this insurance;
3. 4itigation costs taxeci against you;
4. interest on a judgment as required by
law until we offer the amount due under
this law; and
5, expenses we incur.
C. Transfer Of Yaur Rights and Duties of
Part 6{Condiiions) is replaced by the
following:
Your righ#s or duties under this policy may
not be transferred without our writEen
consent.
If you die and we receive notice within sixty
days after your death, we will cover your
legal representative a5 insured.
4. Liberalization
If we adopt a change in this form that would
broaden tha coverage of this form withaut extra
charge, the broader coverage will apply to this
poticy. lt will appty when the change becomes
effective in your state.
SECTION 11
VOLUNTARY COMPENSATION AND
EMPI.�YERS' L.IAS1t1'TY COVERAG�
5. Voluntary Compensation Insurance
A. How This Insurance Applies
This insurance applies to bodily injury by
accident or bodily injury by disease. Bodily
injury includes resulting death.
1. 'ihe bodily injury must be sustained by
any officer or employee not subyect ta
the workers' compensation law of any
state shown in Item 3.A. of the
Informaiion Page.
2. 7he bodily injury must arise out of and in
the course of employmeni ar incidental
Form WC 99 03 81 Printed in U.S.A.
to work in a state shown in Item 3.A. of
1he lnformation Page.
3, The bodily injury must occur in the
United States of America, its t�rritories
or possessions, ar Canada, and may
occur elsewhere if the employee is a
United States or Canadian citizen. or
otherwise legal resident, and legally
employed, in the linited States or
Ganada and temporasily away from
those places.
4. Bodily injury by accident must occur
during the policy period.
5. Bodily injury by disease must be caused
or aggravated by the conditions of the
Page 2 of 6
CERT NO.: 23081318 CLIENT CODE: DAILJOU-C1 Nancy Cadwallader 1/15/2015 9:43:15 P61 (PST) Page 3 of 3
�.--�
��-�
COMMERClAL GENEI�AL UABILIi'Y
THIS ENDORSEMENT CMANGES THE POLICY. PLEASE READ IT CAREFULLY,
TECHNOLOGY XT�ND ENDORSEMENT
This endorsement mod(fies insurance provided under tiie following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
GENERAL i�ESCRIPTION OF CpVERAGE -- This endorsement broadens coverage. However, coverage for any
injury, damage or medical expenses described in any of khe provisions of this endorsement may be excluded or
lirnited by anolher endorsentent to this Cov�rage Part, and these coverage broadening provisions do not apply to
the extent that coverage is excluded or limited by such an endorsement. The foliowing listing is a general cover-
age descripiion only. Limitations and exclusions may apply to these coverages, ftead all the provisions of this en-
dorsement and th� rest of your poficy carefully to defermine righis, cSuties, and what is and (s not covered,
A. Reasonabie Force Properly Damage � Ex-
ception To Expected Or Intended InJury Ex-
clusion
B. Non-Owned Watercraft Less Than 75 Feet
C, Aircraft Chartered Witl� Pilot
p, Damage To Premises F�ented To You
E. li�creased Suppismentary Payments
F. Who Is An insured — Employees And Volun-
teer Workers — First Afd
G. Who Is An Insured -- �mployees — Supervi-
sory Positions
H. Who Is An Insured — Newly Acquired Or
Formed Organizatians
1. Bi�nket AddiHonal Insured — Owners, Manag-
ers Or Lessors Of 1'remises
J. Blanket Additional Insured — I�essors Of
Leasec4 Equipntent
K. Blanket Additional Insured —{'ersons Or Or-
ganizations For Your Ongoing Operations As
Required By Written Confract Or Agreement
L. 8lanket Additional Insured � Broad Form
Vendors
M. Who is An Insured — Unnamed Subsidiaries
N. Who Is An Insured � �iability For Conduct Of
Unnamed Partnerships Or Jpint Venlures
O, Medical Payments — Increased Limits
P. Contractual Liability — Railroads
Q. Knowledge And Notice Of Occurrence Or Of-
fense
R. Unint�ntional Qmission
S. Blanket Waiver Of Subrogation
PROVISIONS
A. f�EASONABI.� FORC� PROP�RTY DAMAGE —
EXCEPTION TO EXPECTED OR INTEND�D (N-
JURY EXCLUSION
The following replaces Exclusian a., Expected Or
Intended Injury, in Paragraph 2., of SECTiON l—
COV�RAG�S — COV�f2AGE A �OpiLY IN-
JURYAND PRaPE�27Y DAMAG� LIA�ILI7Y:
a, Expected Or lniended Injury Or Darnage
"E3odily injury" or "prop�rty damage" expected or
intended from the standpoint of the insured. This
exclusion does not apply to "bodily injury" or
"properfy damage" resulfing from the use of rea-
sonable force to protect any person or property.
B. N(3N-OWNED WATERCRAFT LESS 7HAN 75
FEET
The following replaces Paragraph (2) of �xclusian
y,, Aircraft, Auto Or Watercrafi, in Paragraph 2,
of SECTION (— COV�RA.GES — COV�RAGE A
BQDILY INJURY ANp PROPERTY DAMAGE
LIABILITY:
(2) A watercraft you do not own that fs:
(a} Less ihan 75 feet long; and
(b) Not being used fo carry any person or
properiy for a charge.
C, AIRCRAFT CNARTERED WITH PIL.OT
The following is added to Exclusion g., Aircraft,
Auto Or Watercraft, in F'aragraph 2, of SECTiON
CG D�417 01 12 O 20i2 The Travelers (ndemnily Company. AI( rfghls reserved. Page 1 Of 6
Includes copyrighled material of Insurance Services Otfice, Ine. vrith i!s permission.
COMMERCIA� GENERA� LIABiLITY
I— COVERAG�S — CpV�RAGE A BODILY IN-
JURY AND PF�OPERTY DAMAGE L(ABfLITY:
This exclusion does not apply to an aircraff thaf
is:
(a) Chartered with a pilot to any ii�sured;
(b) Not owned by any insured; and
(c) Not being used to carry any person or prop-
erty for a charge.
D. DACUfAGE TO PR�MIS�S RENTED TO YOU
1. The first paragraph of the exceplions in Ex-
clusion j., Damage To Property, in Para-
graph 2. of S�CT��N I— COVERAGES —
COVERAG� A BODILY INJURY AND
F'ROP�RTY DAMAGE LIABILITY is deleted.
2, ihe #ollowing rep(aces the (ast paragraph of
Paragraph 2., Exciusians, of S�C710N I--
COVERAGES — COV�RAG� A BODILY IN-
JURY AND PROP�RTY bAMAGE L.IASII.F
iTY;
ExcfUsions c., g. and h,, and Paragraphs ('I),
(3� and (4} of Exclusion j., do not apply to
"premises damage". �xclusion f.{1}(a) does
not apply fo "premises damage" caused by
fire unless �xciusion f. of Section I— Cover-
age A— Bodily Injury And Property aamage
Liability is replaced by anaEher endorsement
to this Coverage Part that has Exclusion - AIf
Pollution Injury Or Damage or Total Polluiion
�xclusion in its title. A separate limit of insur-
ance applies to "premises damage" as de-
scribed in Paragraph 6. of Section III — Limifs
Of Insurance.
3, The foliowing replaces Paragraph 6, of 5EC-
TiON 111-- LIMITS OF INSURANGE:
6. Subject fo 5, above, the bamage 70
Premises Rented To You Lfn�it is the
most we will pay under Coverage A for
damages because of "premises damage"
to any one premises,
7he Damage To Premises Renied To
You Limii wil( be:
a. The amount shown for fhe Damage
To F'remises Rented To You Limit on
the Declarations of this Caverage
Part; or
b. $300,000 if na amount is shown for
the Damage To Prettiises Ranted To
You Limit on ihe Declarations of this
Coverage Part,
4. The following replaces Paragraph a, of the
definition of "insured contract" in the DEFINI-
TIONS Section:
a. A cantract for a lease of premises. How-
ever, that portion of the contract for a
lease of premises ihat lndemnifies any
person or organization for "premises
damage" is not an "insured contracP';
5. The following is added to the DEFINITiQNS
Section:
"Premises damage" means "property dam-
age" to:
a. Any premises while rented to you or tem-
porarily occupied by you with permission
of khe owner; or
b. The contenis of any premises while such
premises is rented fo you, if you rent such
premises for a period of seven or fewer
consecutive days.
6. ihe following replaces Paragraph 4.b,(1)(b)
of SECTfON IV — COMMERCIAL G�N�RAL
LIABILf7Y CONDITIONS:
(b) That is insurance for "premises damage";
or �
7. Paragraph 4.b.{1){c) of SECTION IV --
COMM�RCIAL GENERAL L.lABIl.17Y CON-
DITiOfVS is deleted.
�. INCa�ASED SUPPLEMENTARY PAYMENTS
1. ihe following replaces Paragraph 1.h. of
SUPPL�MENTARY PAYMEN7S -- COVER-
AGES A AND B of S�CTION I-- COVER-
AGES:
b. Up to $2,500 for cost of bail bonds re-
quired because of accidents or fraffic law
violations arising out of the use of any
vehicle to which the Bodiiy Injury Liabiiiiy
Coverage appiies. We do not have io fur-
nish these bonds.
2. The foliowing replaces Paragraph 1,d. of
SUPI'�EM�NTARY PAYMENTS — COV�R-
AGES A AND B of S�CTION I-- COVER-
AGES:
d. All reasonabie expenses incurred by #he
insured at our request to assist us in the
investigation or defense of ihe claim or
"suiC', inciuding actual loss of earnings up
to $500 a day because of time off from
work.
Page 2 of 6 O 2012 The Travelers lndemni(y Company. All Rghts reserved, CCy D4 17 01 12
Inciudes copyrighted maferial of Insurance Services Office, lnc. with its permission.
COMMERCfAL G�NERA� LlAB)LITY
F. WHO IS AN INSURED —�MPLOYEES AND
Vf3l�UNT��R WORK�RS — FIRST AID
1. The following is added to the definition of "oc-
currence" in the DEFINITIONS Section;
Unless you are in the business or occupation
of providing professional health care services,
"occurrence" also means an acf or omission
committed by any of your "employees" or
"volunteer workers", oiher ihan an employed
or volunteer doctor, 3n providing or failing to
provide first aid or "Good Samaritan services"
to a person.
2. The following is added io Paragraph 2,a.(1} of
SECTlON II � WHO IS AN INSURED:
Unless you are in the business or occupatlon
of providing professional healfh care services,
Paragraphs (1 }(a), {b}, (c) and (d} above da
not apply to "bodily injury" arising out of pro-
viding or iailing to provide first aid or "Good
Samarifan services" by any of your "employ-
ees" or "volunteer workers", other than an
empinye8 or volunteer doctor. Any of your
"employees" or "volunfeer workers" providing
or failing to provide first aid or "Good Samari-
fan services" during lheir work hours for you
will be deemed to be acting within the scape
of iheir employment by you or performing du-
ties related to the conduct of your business.
3. The following is added to Paragraph 5, af
SECTION IIl — LIMiTS C}F INSURANCE:
For lhe purposes of determining the applica-
bie Each Occurrence Limit, all related acts or
omissions commifted by any of your "employ-
ees" or "valunteer workers" in providing or
failing to provide first aid or "Good Samariian
services" to any ono person will be deemed to
be one "occurrence".
4. The following is added to fhe DEFINITIONS
Section;
"�ood Samaritan services" means any emer-
gency medical seNices for which no compen-
safion is demanded or received.
G. WHO IS AN INSURED — EMPLOY��S � SU-
PERVISORY POSiT(QNS
The following is added to Paragraph 2.a,(1) of
SECTION II — WHO IS AN lNSUI��D:
I'aragraphs (1)(a), (b) and (c) above do not apply
to "bodily injury" or "personal inJury" to a co-
"employee" in the course of the co"employee's"
employment by you arising out of work by any of
your "employees" who hold a supervisory posi-
lion.
H, WHO IS AN fNSURED — NEWLY ACQUIRED
OR FORMED ORGANIZATIONS
The following replaces Paragraph 4. of SECTION
II -- WHO 1S AN INSUR�D of the Commercial
General Liabllity Coverage Form, and i'aragraph
3. of SLCTION II — WH� IS AN INSURED of the
Gfobal Companion Commercial General Liabil{ty
Coverage Form, ta the extent such coverage
forms are pari of your policy;
Any organization you newly acquire or form, other
than a partnership or joint venture, of which you
are the sofe owner or in which you maintain the
majority ownership interest, will qualify as a
Named Insured if there is no other insurance
which provides similar coverage to ihat organiza-
tion, However:
a. Coverage under this provision is afforded
only,
(1) Until lhe 180th day after you acquire or
form the organization or ihe end of the
polEcy period, whichever is earlier, if you
do not report such organization in writing
to us wiihin 180 days after you acquire or
form il; or
(2) Until liie end of the policy period, when
that date is later than 180 days after you
acquire or form such organization, if you
report such organizafion in writing to us
within 180 days after you acqufre or form
it, and we agree in writing that it will con-
finue to be a Named Insured until fhe end
of the policy period;
b, Coverage A does not apply lo "bodily injury"
or "properiy darnage" that occurred before
you acqulred or formed the organization; and
c, Coverage B daes not apply to "personal in-
jury" or "advertising injury" arising out of an
offense committed before you acquired or
formeci the organization.
BLANKET ADDITfONAI. INSURED — QWNERS,
MANAGERS OR I.�SSORS OF PREMfS�S
The following is added to SECTiON II — WHO IS
AN INSURED:
Any person or organization that is a premises
owner, manager or l�ssor is an insured, but only
with respeck to liabllity arising out of the owner-
ship, maintenance or use of that part of any prem-
ises leased to you,
The insurance provided to such premises owner,
manager or lessor does not apply io;
CG D417 01 12 O 2012 The Trovelers Indemnity Company. All rights ressrved. Page 3 Of 6
Includes copyrighted malerial of Insurance Services Office, Ina vrilh its permissfon.
COMMERCIAI. GENERAL LIABILITY
a. Any "bodily injury" or "properiy damag�"
caused by an "occurrence" that takes place,
or "personai inJury" or "advertising injury"
caused by an offense thak is committed, after
you ceas� to be a tenant in thaf premises; or
b. Sfructural alterations, new construction or
demoliiion operations pertormed by or on be-
half of such prett�ises owner, manager or les-
sor,
J. BLANK�7 ADtiITIONAL INSUf2�D — I.ESSO�iS
OF LEASED EQU[PMENT
The following is added to S�CTION II — WWO IS
AN 1NSURED:
Any person or organization thaE is an equipntent
lessor is an i�isured, but oniy wifh respect to liabil-
ity for "bodiiy injury", "property damage", "per-
sonal injury" or "adveriising inJury" caused, in
whole or in pa�t, by your acts or omissians in the
maintenance, operation or use by you of equip-
ment leased to you by such equipment lessor,
i'he insurance provided to such equipment lessar
does not apply to any "bodily injury" or "property
damage" caused by an "occurrence" that #akes
piace, or "personal injury" or "adverfising injury"
caused by an offense fhat is committed, after the
equipment lease ex�ires.
K. BLANKET AQDITIONAI. iNSUREp — PERSQNS
OR ORGANIZA710NS FOR YOUR ONGOING
OPERATIQNS AS R�QUIR�D BY WR177�N
CONTRACT C3R AGREEMENT
The following is added to S�CiIOtV 11 -- WHO fS
AN INSURED:
Any person or organiza#ion ihaf is not oiherwise
an insured under this Coverage Part and that you
have agreed in a writt�n cflntract or agreement to
include as an addiiional insured on this Coverage
Part is an insured, but oniy with respect to liabilify
for "bodily injury" or "property damage" that:
a. Is caused by an "occurrence" lhat takes place
after you have signed and executed fhat con-
tract or agreement; anc�
b, Is caused, in whole or in parf, by your acts or
omissions in the performance of your ongoing
operations to which that contract or agree-
rnent applies or the acts or omissions of any
person or organizalion performing such op-
erations on your beha►f.
The lintits of insurance provided to such insured
will be the limits which you agreed to provide in
the written contract or agreement, or the IMmits
shown in the Declaraiions, whichever are less.
L. B�ANKET ADDlT!()NAL INSURED -� BROAD
�Ot�M VENDORS
The following is added to SECTION II � WHO IS
AN INSURED:
Any person or organization that is a vendor and
that you have agreed in a wriifen confract or
agreement to inciude as an addifional insured on
this Coverage Part is an insured, but only with re-
spect to liability for "bodily injury" or "property
damage" fhat:
a. Is caused by an "occurrence" ihat takes place
after yau have signed and execufed that con-
tract or agreemenf; and
b. Arises out of "your products" which are dis-
lributed or sold in lhe regular course of such
vendor's business.
The insurance provided fo such vendor is sub}ect
to the following provisions:
a, The limits of insurance provided to such ven-
dor wil) be the limits which you agreed to pro-
vide in fhe written contract or agreement, or
the limits shown in the peciarations, which-
ever are less.
b. The insurance provided io such vendor does
not apply to:
(1) Any express warranty not autharized by
you;
(2� Any change in "your products" made by
such vendor;
(3) Repackaging, unless unpacked solely %r
the purpose of ins�ection, demonst�ation,
testing, or the subst{tufion of patfs under
instrucfions from the manufacturer, and
then repackaged in ihe original container;
(a) Any failure to make such inspections, ad-
justments, tests ar servicing as vendors
agree to perform or normally undertake to
perForm in the regular course of business,
in connection wiih the distribi�tion or sale
ot "your products";
(5} Demonstrafion, installaiion, servicing or
repair operations, except such operations
performed at such vendor's premises in
connectian with lhe sale of "your prod-
ucis"; or
(6) "Your products" which, after distribution
or sale by you, have been labeled or re-
labeled or used as a container, pa�t or in-
gredient of any other thing or substance
by or on behalf af such vendor.
Page 4 of 6 O 2012 7he Travelers Indemnily Company. All rights reserved. CG D4 17 01 12
Includes copyrEghted material o( Insurance Services Office, �ne. with its permission.
COMMERCIAL GENERAL �lABILITY
Coverage under this provision does not apply to:
a, Any person or organization from whpm you
have acquired "your products", or any ingre-
dienf, parf or container entering into, accom-
panying or containing such products; or
b. Any vendor for which coverage as an addi-
tional insured specifically is scheduled by en-
darsement.
M. WHO IS AN INSURED - UNNAM�D SUBSIDI-
ARIES
The following is added to S�CTION II - WHO IS
AN INSUREQ:
Any of your subsidiaries, other fhan a partnership
or joint venture, that is not shown as a Named in-
sured in the Declarations is a Named Insured if;
a. You maintain an ownership interesi of more
than 50% in such subsidiary an the fiirst day
of ihe policy period; and
b. Such subsidiary is not an insured under simi-
lar other insurance.
No such subsidiary is an insured far "bodily inJury"
or "property damage" that occurred, or "persona!
injury" or "advertising injury" caused by an of-
fense committed:
a, Ciefore you maintained an ownership interest
of more lhan 50% in such subsidiary; or
b. Afler the date, if any, during the policy period
that you no longer maintain an ownership in-
terest of more than 50% in such subsidiary,
N. WHO IS AN fNSURED - I.IABILITY FOR CON-
DUCT OF UNNAMED PARTNERSHIPS OR
JOINT VENTURES
The following replaces the last paragraph of
S�CTION II - WHO IS AN INSUREp:
No person or arganization is an insured with re-
spect io the conduct of any current or past part-
nership or joint venture that is not shown as a
Named Insured in fhe Declarations. This para-
graph does not apply to any such partnership or
)oint venture thaf otherwise qualifi�s as an in-
sured under Section II - Who is An Insured,
Q. M�DICAI� PAYMENTS -� INCR�AS�b LIMITS
The following replaces Paragraph 7, of SECTIOIV
III - LIMITS CJ� INSURANCE:
{b) The amount shown on th� Declarations of
this Coverage part for Medical Expense
Linlit.
P. CONTRACTUAL L.IABII�1'fY - i2AILROADS
1. The fallowing replaces paragraph c. of the
definition of "ins«red contracP' in the DEFINI-
TIONS Section:
c. Any easement or license agreement;
2, Paragraph f.(1) of the definition of "insured
contract" in the DEFINITIONS Section is de-
le#ecf,
Q. KNOWI��I7G� ANb NOTiCE OF OCCUR-
RENCE OR OFFENS�
The following is added to Paragraph 2., Duties In
The �vent of Occurrence, Offense, Claim or
Suit, of S�CTION IV -� COMMERCIAL GEN-
ERAL I.IABII.ITY CONDITIONS:
e. The following provisions apply to Paragraph
a. above, but only for the purposes of the in-
surance provided under (his Coverage Part to
yau or any insured lisied in Paragr�ph 1. or 2,
of Seclion II - Who Is An Insured:
(1) Notice to us of such "occurrence" or of-
fense must be given as soon as practica-
ble onfy after the "occurrence" pr offense
is known to you (if you are an ind(vidual),
any of your partners or mernbers who is
an indfvidual (if you are a partnership or
joint venture), any of your managers who
is an individual (if you are a limited ifabiliiy
company}, any of your trustees who is an
individuai (if you are a trust), any of your
"executive oifiicers" or directors (if yoti are
an organization other than a partnership,
joint venture, I(mited ifability company or
trust) or any "emplayee" authorized by
you to give natice of an "occurrence" or
offense.
(2j (f you are a partnership, joint venture, lim-
ited liability company or trust, and none of
your partners, joint venture members,
managers or trustees are indivlduals, no-
tice to us of such "occurrence" or offense
must be given as soon as practicable only
after the "occurrence" or offense is known
by:
7, SubJect to 5, above, tha Medical Expense (a} Any individ��al who is:
Limit is the most we will pay under Coverage
C for all rnedical expenses because of "bodily ii) A partner or member of any part-
injury" sustained by any one person, and will nership or joint venture;
be the higher of: {ii) A manager of any limffed liability
{a) $10,Q00; or company;
CG D417 01 12 O 20t2 The Travelers Indemnily Company. All righis reserved. PagO 5 Of 6
lncludes copyrighted ma(erial oF Insurance Services O(tice, Inc. wilh its perm(ssion.
COMM�RCIAL G�N��2AI.. LiABlLITY
(iii) A trustee of any trust; or
(iv} An executive affcer or cEirector of
any other organization;
thaf is your partner, joint venture
member, manager or trustee; or
(b) Any "ernployee" authorized by such
partnership, joint venture, limited li-
abil(ty company, trust or other organi-
zation to give notice of an "occur-
rence" ar offense.
(3) Noftce to us of such "occurrence" or of-
fense wil! be deemed to be given as soon
as practicabfe if it is given in good faiih as
soon as practicable fo your workers'
compensaiion insurer. 7his applies only if
you subsequently give notice to us of the
"occurrence" or offense as soon as prac-
ticable after any of the persons described
in Paragraphs e. (1) or (2) above discov-
ers that ihe "occurrence" or offense may
result in sums to which the Insurance
provided under this Coverage Part may
apply.
However, if this poilcy includes an endorse-
ment that provides limited coverage for "bod-
ily inJury" or "proper#y damage" ar pollution
costs arising out of a discharge, release or
escape of "pollutants" which contains a re-
quirement ihat the discharge, release or es-
cape of "pallutants" must be reported to us
w►thin a specific number af days after its
abrupt commence►nent, this Paragraph e.
does not affect that requirenient.
R. UNINTENTIONAL OMlSSION
The following is added to Paragraph 6., Repre-
sentations, of S6CTION 1V — COMMEF2ClAL
GENERAL LIABIL.ITY CONDITiONS:
The unintentional omission of, or unintentional er-
ror in, any informatian provided by you which we
relied upon in issuing this policy wifl not prejudice
your rights «nder this insurance. However, this
provision does not affect our right to collect addi-
tional premium or to exercise our righis of cancel-
lation or nonrenewal in accordance wifh app�ica-
bie insurance laws or regulafions.
S. BLANKET WAIVER OF SUBROGA7i0N
`Che following is added to Paragraph 8., Transfer
Of Rights Of Recovery Against athers To Us,
of SECTION IV — COMMERCfAL C�ENERAI. L.I-
ABILITY CONpITIONS:
if the insured has agreed in a contract or agree-
ment to waive that insured's rigitt of recovery
against any person or organization, we waive our
righk of recovery agafnst such person or organiza-
tion, but only for payments we make because af:
a, "Bodily injury" or "property damage" caused
by an "occurrence" that takes place; or
b. "Personai injury" or "advertising injury"
caused by an offense that ls committed;
subsequent to the execution of the conkract or
agreement.
Page 6 of 6 O 2012 The Travelers Indemnity Company. Ail dghts reserved. CG D4 17 01 92
lncludes copyrighted malerial of Insurance Services OHice, (nc. wilh i[s pern�ission.
�xxiBlT M
Journal Technologies Response to City's General Requirements - RFP#13-0207
Exhibit M is attached and contains one hundred sixty nine (169) pages.
Journal Technologies' Responses to City's General Requirements as set forth in Request for Proposal
(FZFP) #13-207 are attached het�eto in Exhibit M and incorporated into this Agreement to memorialize the
party's expectations for the fiinctionality of the system. Journal Technologies acknowledges that at the time
of the submission of this response to the RFP, Journal Technologies was known as Sustain Technologies,
Inc, but has now merged with New Dawn Technologies, Inc., which subsequently changed its name to
Joui•nal Technologies, Inc. Any response as set forth in the attached RFP response made previously by
Sustain Technologies, Inc. is considered a response made by Jotu•nal Technologies foi• purposes of this
Agreement. Journal Technologies further acknowledges that the letters included in the 7`�' column of its
attached response are its letter responses ("Consultant Letter Responses") to the questions posed by the
City, and can be interpreted using the answer key below. In addition, the comments in the column
immediately to the right of the Consultaiit's Letter Responses are Journal Technotogies' addiYional
comments explaining or related to the Consultant Letter Responses.
The following answer key must be used when interpreting Journa( Technologies responses:
• Y= this featut�e is currently in production in another local government agency and is provided
within the proposed solution,
• U= The proposed usei• tools can be used to include this featw�e (Please explain).
• P= The system does not completely meeY the criteria as described — only partial compliance will
be provided (Please explain).
• C= Clistomization would be required at an additional cost. The vendor MUST specify the
estimated cost in the Response Code column. Customization at zero cost is acceptable.
• N= This feature is not provided.
• R= Functionality provided in queiy or ceport.
• V= Available in neat version of the software — Please provide a pi•oduct roadma}� doc�imenting
tlie available schedule.
Section 8.0 General Requirements
o •� •� �
Provide the ability to administratively set
General Administrative General
1 the maximum number of cases for an Essentiai Y
administrative hearing. Requirement Hearings Requirements
Provide the ability to update the fine General General
2 associated with a case and add Case Financials Essential Y
administrative fees as appropriate. Requirements Requirements
Prevent the application of payments that
lead to a guilty or no-contest finding on General General
3 cases where the case is in a deferred Case Financials Essential Y
Requirements Requirements
status or the case is juvenile/minor
related.
"y�e system should provide a mechanism General General
; escrow payments and track the balance Case Financials Essential Y
of an individual's escrow account.
Requirements Requirements
If an escrow account has been
outstanding for a user defined period of General General
5 Case Financials Important Y
time, escalate to a defined individual or Requirements Requirements
queue to review the transaction status.
The system should include a POS that This would include interface
Genera) General to a payment gateway.
6 provides integrated check and credit card Case Financials important C
processing with the workstation. Requirements Requirements eCourt does provide API to
integrate.
The system should provide a process to This would include interface
� automatically debit an individual's General Case Financials General Optional C to a payment gateway.
checking account through the scanning of Requirements Requirements eCourt does provide API to
the check at receipt. integrate.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
21
Section 8.0 General Requirements
The court system and the credit card
This would include interface
machine should be integrated so that General General to a payment gateway.
8 credit card transactions are automatically Case Financials Important C
Requirements Requirements eCourt does provide API to
updated in real-time in the case
management system. integrate.
Upon the selection of a single citation on
the history screen, provide the ability to General General
9 bridge directly to the detail citation Requirements Case Financials Requirements Important Y
screen.
The system should distinguish between a
window fine (predetermined fine General General
10 amounts) and a court imposed fine Case Financials Important Y
(established by the judge based upon Requirements Requirements
range within state law).
The system should provide a fee schedule General General
11 Case Financials �
that will: Requirements Requirements
Establish set fees based upon a fee General General
12 schedule Requirements Case Financials Requirements Essential Y
13 Allow for the calculation of fees based: General Case Financials General Essential Y
Requirements Requirements
14 A percentage of the total fine General Case Financials General Essential Y
Requirements Requirements
A unit based calculation - X at Y amount is General General
15 Case Financials Essential Y
$Z Requirements Requirements
The cash receipt record should record General General
16 (ocation of receipt. Requirements Case Financials Requirements Essential Y
Provide an online fine calculation screen,
per violation, speed, construction zone, Generai General
17 Case Financials Optional Y
etc. for customer information/query Requirements Requirements
purposes.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services ZZ
Section 8.0 General Requirements
Automatically calculate the disbursement
18 of court costs, fees, collection fees and General Case Financials Genera) Essential Y
Requirements Requirements
fine per the defined violation/fine tables.
Identify the violations that are eligible for
19 enhanced fines and calculate the General Case Financials General �mportant Y
enhanced fines accordingly per the Requirements Requirements
appropriate enhancement.
Report subsequent violation to DPS for
violations meeting the enhanced fine Genera) General
20 requirements. (example: violation 29 - Case Financials Important Y
failure to maintain insurance.. apply an Requirements Requirements
additional $200 fine when
The system will allow for the creation of
ultiple user defined notification alerts General General
Case Management Important Y
�t will prompt the user through system Requirement Requirements
�r email notifications.
If a case is closed, the system should
General Case Management General
22 prevent the case from being reopened or Essential Y
Requirements System Requirements
modified without proper system security.
The system should have the capability to
23 apply an electronic signature to a General Case Management General Im ortant Y
document or form generated from the Requirements System Requirements p
system.
Provide the ability to format and ;, ' Y
24 standardize the data, format, and batch General Case Management General ,,
generation of: Requirements System Requirements �
General Case Management General
25 Setting Notices Important Y
Requirements System Requirements
Genera) Case Management General
26 Reminder notices important Y
Requirements System Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
23
Section 8.0 General Requirements
General Case Management General
27 Dockets Important Y
Requirements System Requirements
General Case Management General
28 Letters Important Y
Requirements System Requirements
System should provide the ability to
Generai Case Management General
29 associate court notes and documents with Important Y
a selected list of cases per defender. Requirements System Requirements
Provide the ability to enterjudgments and General Case Management General
30 Essential Y
dispositions into the system. Requirements System Requirements
Ability to swipe or scan the barcode on a General Case Management General
31 driver license to autopopulate forms with Optional Y
the Court system. Requirements System Requirements
For instances where an image is required
for multiple cases it should be stored in a Generai Case Management General
32 Essential Y
single location and associated with each Requirements System Requirements �
case.
The system should ge�erate a text
General Case Management General
33 message or email address as a reminder Optional Y
for an upcoming court date. Requirements System Requirements
The system should automatically update
the status, activity and disposition of the General Case Management General
34 Important Y
case based upon the last completed Requirements System Requirements
activity.
35 The system should track the following key General Case Management General
elements of each case: Requirements 5ystem Requirements
General Case Management General
36 Status (activity occurring against the case) Important Y
Requirements System Requirements
Genera) Case Management General
37 Disposition (i.e. - open � closed) Essential Y
Requirements System Requirements
Judgment/Finding (i.e. - guilty � not guilty General Case Management General
38 Essential Y
� dismissed) Requirements System Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 24
Section 8.0 General Requirements
39 Records must be exportable: General Case Management Genera)
Requirements System Requirements
it must be possible to transmit records to
other systems without loss of information.
General Case Management Genera)
40 Images can be exported, screen shots can Important Y
be stored in Word and exported, report Requirements System Requirements
can be exported.
Copies of records can be produced and
supplied in a useable format for business General Case Management General
41 purposes and all public access Requirements System Requirements Important Y
requirements.
General Case Management General
42 Records must be redactable:
Requirements System Requirements
Records must be masked when it is
'"�-ecessary to deliver censored copies and
e version as released must be
;�ocumented in a linked transaction.
Redact controls must be provided for all General Case Management General
43 Essentia) Y
system environments (web, intranet, case Requirements System Requirements
management, EMD offline storage, etc.).
Images in EDM can be redacted;
otherwise, print requested info, redact
manually, scan.
44 Must provide audit controls with a link to General Case Management General Essential Y
the released data. Requirements System Requirements
Once a case is closed, a user shouid not
have the ability to add any record or General Case Management General
45 Essential Y
activity to the case unless otherwise Requirements System Requirements
granted access via security rules.
Provide access to the appropriate screens General Case Management General
46 for updating the defendant address. Requirements System Requirements Essential Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
25
Section 8.0 General Requirements
Provide the ability to enter new citations General Case Management General
47 Essential Y
into the system. Requirements System Requirements
Provide the ability to query by violation
code and display the associated violation General Case Management General
48 description, with appropriate fine Essential Y
schedule. Note: the ability to calculate Requirements System Requirements
speeding fines should be included.
Create and maintain an online directory, General Case Management General
49 with multiple search capability (i.e. partial Optiona) Y
Requirements System Requirements
name search, and job function capability).
The case search screen should display the �;;;i I i i I
following information for each result: the I,' III'j��, �I
General Case Management General
50 name, case number, citation number, °j I
violation, case status, total payments and Requiremen ts Sys tem Requiremen ts
amount due.
General Case Management General
51 Name Essential Y
Requirements System Requirements
General Case Management General
52 Date of Birth Essential Y
Requirements System Requirements
General Case Management General
53 Case # Important Y
Requirements System Requirements
General Case Management General
54 Citation # Important Y
Requirements System Requirements
General Case Management General
55 Violation ' Important Y
Requirements System Requirements
General Case Management General
56 Date of Offense Important Y
Requirements System Requirements
General Case Management General
57 Case Status Important Y
Requirements System Requirements
Fort Worth RFP#i 13-0207
Court Case Management Software and Implementation Services 26
Section 8.0 General Requirements
58 Total Amount Paid General Case Management General Essential Y
Requirements System Requirements
General Case Management General
59 Total Amount Due Important Y
Requirements System Requirements
General Case Management General
60 Balance Due Important Y
Requirements System Requirements
Genera) Case Management Genera)
61 Vehicle Information Important Y
Requirements System Requirements
Genera) Case Management Generai
62 Special Notes Important Y
Requirements System Requirements
General Case Management General
63 Attorney Information Important Y
Requirements System Requirements
The system should present the search
General Case Management General
64 results in a format that can be sortable by Important Y
`� '��eend user. Requirements System Requirements
e system should allow the end user to
General Case Management General
�_ �erform a case action against any record Important Y
identified in the search results. Requirements System Requirements
The system should capture the drivers General Case Management General
66 Important Y
license type. Requirements System Requirements
Provide the ability to level workload
distribution through the use of limits in General Case Management General
67 Important Y
the number of cases sent to an Requirements System Requirements
individual's work queues.
The existing court system data (active and General Case Management General
68 required purged data) is to be converted Essential Y
to the new case management system. Requirements System Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
27
Section 8.0 General Requirements
Provide the ability to validate all data
fields entered into the case management
system and prevent the entry of the field General Case Management General
69 Essential
if the verification rules are not passed. Requirements System Requirements
The system is to allow multi-rule, multi-
level based validation.
Provide verifiable compliance with Tex.
Local Gov't Code Ch. 252, Purchasing and
Contracting Authority of Municipalities;
and Ch. 552, Texas Public Information Act;
General Case Management General
70 and, Tex. Fam. Code chs. 51 and 58; Tex. Essentia)
Ed. Code, Ch. 25; and, Tex. Trans. Code Requirements System Requirements
chs. 548 and 730, as far as database
development, maintenance, and security
are concerned.
Ability to access any photographic or
General Case Management General
71 digital images of arrestees along with Important
their personal identification information. Requirements System Requirements
Provide the ability to log and view the General Case Management General
' 72 transaction and disposition activity of all
Requirements System Requirements
citations. Log must include:
' General Case Management General
73 Entry/Update Date and Time Important
Requirements System Requirements
General Case Management General
74 User ld Important
Requirements System Requirements
75 PC IP Address General Case Management General Important
Requirements System Requirements
76 Cash Amounts General Case Management General Important
Requirements System Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Y
Y
Y
Y
Y
Y
Y
�
�
Section 8.0 General Requirements
General Case Management General
77 Disposition/Transaction Codes Important Y
Requirements System Requirements
The system should utilize an
offender/defendant centric database,
General Case Management General
78 meaning there should be a one to many Essential Y
relationship between a single offender Requirements System Requirements
and multiple citations/cases/records.
79 Provide the ability to cross reference General Case Management General
citation data by: Requirements System Requirements
General Case Management General
80 Name Important Y
Requirements System Requirements
General Case Management General
81 Date of Birth Important Y
Requirements System Requirements
rtial Name General Case Management General �mportant Y
Requirements System Requirements
General Case Management General
83 Operator License Important Y
Requirements System Requirements
Generai Case Management Genera)
84 Car Tag # Important Y
Requirements System Requirements
Genera) Case Management General
85 Texas ID # Important Y
Requirements System Requirements
Parties associated with the case (witness, 6enera) Case Management General
86 attorneys, bondsman) Requirements System Requirements Important Y
Genera) Case Management General
87 Aliases important Y
Requirements System Requirements
The cross reference should provide the
General Case Management General
88 ability to include/exclude citations Optional Y
without a bondsman. Requirements System Requirements
Provide a daily error report of ticket General Case Management General
89 Important Y
errors from the previous day. Requirements System Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
29
Section 8.0 General Requirements
Provide the ability to review the complete �i ,
General Case Management General
90 transaction history of a citation including
the following: Requirements System Requirements
General Case Management General
91 Violation Important Y
Requirements System Requirements
General Case Management General
92 Pleas Important Y
Requirements System Requirements
General Case Management General
93 All Dispositions Important Y
Requirements System Requirements
General Case Management General
94 Payments/Fees applied Important Y
Requirements System Requirements
General Case Management General
95 Receipt# Important Y
Requirements System Requirements
General Case Management General
96 Payment Type Important Y .
Requirements System Requirements
General Case Management General
97 Set Date Important Y
Requirements System Requirements
General Case Management General
98 Reset Date important Y
Requirements System Requirements
General Case Management General
99 Warrant Dispositions Important Y
Requirements System Requirements
General Case Management General
100 Credit Date Extension Important Y
Requirements System Requirements
General Case Management General
101 Pleas Important Y
Requirements System Requirements
Provide the ability to "bridge" from a main
General Case Management General
102 case screen to any other screen that is Important Y
related to the case. Requirements System Requirements
Provide the ability to fax and/or email General Case Management Generai
103 data to defined users. Requirements System Requirements Optional Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 30
Section 8.0
General Requirements
Provide the ability to generate a court
104 docket list by date, by Court, by time, by General Court Management General Important
defendant, by attorney and by officer. Requirements Requirements
Ability to report statistics for court cases
and hearings for a selected user and General General
105 period of time (date, quarter, week) Requirement Court/Trials Requirements
containing the following information:
106 Cases Set General Court/Trials Genera) Important
Requirement Requirements
General General
107 Cases Reset Court/Trials Important
Requirement Requirements
General General
10II Address Changes Court/Trials Important
Requirement Requirements
General General
;earings Set
110 Hearing Reset
111 Complaints Created
Provide the ability to generate a single
112 setting notice for multiple citations or
cases.
113 Provide the ability to mark individuals as
present on the docket sheet.
Provide the ability to produce and
114 distribute multiple copies of judge's
order.
115 Provide the ability to generate
Requirement
General
Requirement
General
Requirement
General
Requirement
General
General
Requirement
General
Fort Worth RFP# 13-0207
Court Case Management Software and implementation Services
Court/Trials Important
Requirements
General
Court/Trials Important
Requirements
General
Court/Trials Important
Requirements
General
Court/Trials Essential
Requirements
General
Court/Trials Important
Reauirements
General
Court/Trials Important
Requirements
Generai
Court/Trials Essentia)
Reauirements
�
�
�
�
�
�
�
Y
Y
Y
Y
31
Section 8.0 General Requirements
Provide the ability to attach evidentiary General
116 documents the citation, including audio Court/Trials
files. Requirement
Provide the ability to track and recognize General
117 repeat offenders. Requirement Court/Trials
Provide the ability to set administrative General
118 Court/Triais
hearings. Requirement
Provide the ability to send out subpoenas General
119 Court/Trials
and notifications via fax or email. Requirement
Provide the ability to create a docket for
judgments, and create a ticker to General
120 generate letters (decision to uphold and Court/Trials
Requirement
apply bond or to dismiss and refund
bond).
Provide the ability to reverse the bonds General
121 Court/Trials
and re-apply as payments or refunds. Requirement
Provide the ability to track the setting General
122 activity (setting, canceling, resetting, etc.) Requirement Court/Trials
The system should have the capability to
General
Important Y
Requirements
General
Optional Y
Requirements
General Essential Y
Requirements
General Optional Y
Requirements
General
Important Y
Requirements
General
Essential Y
Requirements
General
Requirements
Important Y
manage 400,000 cases per year / 1.5 Genera) General General
123 million documents with up to 250 Requirements Requirements Requirements Essential Y
concurrent users.
The solution should support multiple General General General
124 Essential Y
locations and multiple sites. Requirements Requirements Requirements
The system should provide a case "notes"
function for each case that is accessible General General General
125 from any area associated with the case Requirements Requirements Requirements �mportant Y
where notes can be recorded.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
K�
Section 8.0
The system should provide an "at a
glance" screen or dashboard that allows
126 users to customize a view showing current General
status, current disposition and current Requirements
judgment and provide links to different
elements of the case.
The system should maintain daily,
monthly, and yearly parking violation
12� totals. Violation totals are to be Genera)
maintained within a common table for all Requirement
citation types (traffic, general, parking,
etc.).
128 Provide the ability to track individual General
nroductivity including: Requirement
,umber of cases entered General
Requirement
130 Cases set Genera)
Requirement
131 Cases reset General
Requirement
132 Cases to be set for court General
Requirement
133 Warrants General
Requirement
134 Monies receipted General
Requirement
135 Number of receipts General
Requirement
136 Number of individuals served General
Requirement
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
General Requirements
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
Reporting
General
Requirements Optional
General
important
Requirements
General
�uirements
General
Important
auirements
General
Important
�uirements
Generai
Important
�uirements
General
Important
�uirements
General
Important
�uirements
General
Important
�uirements
General
Important
�uirements
General
Important
auirements
Y
19
R
R
R
R
R
R
R
R
33
Section 8.0 General Requirements
Ability to display or deliver a report in General General
137 multiple formats including: Requirement Reporting Requirements
138 MS Excel General Reporting General Important Y
Requirement Requirements
139 MS Word General Reporting General Important Y
Requirement Requirements
General General
140 PDF Reporting Important Y
Requirement Requirements
141 CSV General Reporting General Important Y
Requirement Requirements
Provide the ability to generate scheduled General General
142 Reporting Important Y
reports. Requirement Requirements
Reports should provide either summary General General
143 Reporting Important Y
and/or detailed reports. Requirement Requirements
Reports should provide grand totals for General General
144 Reporting Important Y
each report category Requirement Requirements
Provide grand totals (for all employees) General General
145 Reporting Important Y
for each category . Requirement Requirements
Provide the ability to select workgroup General General
146 level statistics (caseworkers, CTS, Reporting Important Y
marshals, etc.) Requirement Requirements
Provide the ability to enhance the display
of statistics on an as needed basis (i.e. General General
147 Reporting Important Y
ability to add another grouping/category Requirement Requirements
for the number of hit slips).
Provide Municipa) Court activity statistics General General
148 based upon the Clerk of Court Reporting Reporting Important Y
requirements Requirement Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 34
Section 8.0
Access to sensitive information such as
149 defendant medical records, juvenile
records could be limited based on
operational needs.
150 The system should provide audit trails
cannot be altered.
151 The application should meet ISO 17799
security standards.
The CMS solution should offer a public
access module that allows citizens,
152 attorneys, bail bondsman, etc. to view
status of cases, make payments and
necessary and upload court records as
necessary.
�rovide the ability to easily change or
�dify workflow rules.
General Requirements
General General
System Security Important
Requirements Requirements
General General
System Security Important
Requirements Requirements
General General
System Security Essential
Reauirements Reauirements
Generai Web Self Service I General I Important
Requirements Requirements
General
�uireme
15�3 . ' _..`_ _"_ __"' , _ __ , _...�_ .,____ Genera)
stations. Requirements
Provide the ability to create folders not General
155 related to tickets - referrals, bad checks,
RDD's, etc. Requirements
Provide the ability to create
156 administrative related workflow's and General
associated rules. Requirements
The workflow tool should provide
157 notification alerts to the individual General
responsible for a specific workflow Requirements
activitv.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Workfiow General Important
Requirements
Workflow General Important
Requirements
Workflow General Optional
Requirements
Workflow General �mportant
Requirements
Workflow I General I Important
Requirements
Y
Y
Y
Y
Y
Y
Y
Y
Y
35
Section 8.0
Provide an escalation process, whereby, if
a notification is not addressed with a
158 system defined period of time, that a
notification would be sent to the
individuals supervisor.
General Requirements
General I Workflow I General I Important
Requirements Requirements
Fort Worth RFP# 13-0207
Court Case Management Software and implementation Services 36
Section 8.0
Case Initiation
B
The system should automatically ,
generate complaints based upon
1 information derived from the New Citations Case Entry Case Initiation Y
citation.
The system should have a"sounds
like" name algorithm that can
2 identify duplicate individuals and New Citations Case Entry Case Initiation Optional Y
provide the user with a prompt to
consolidate case information.
The data structure within the
database should be offender centric, We allow the ability to have a
meaning that data elements are person identifier which can link
`nked via the offender thereby New Citations Case Entry Case Initiation Essential Y multiple persons as one
allowing staff to easily track activity allowing a person centric
by individual approach
The system should automatically
apply certain pre-defined fees based
4 New Citations Case Entry Case Initiation Essential Y
upon the complaint and offense
type.
The system should provide the ability
to barcode or mag strip scan a
5 drivers license and automatically New Citations Case Entry Case Initiation Optional Y
populate the stored data into the
system.
Provide the administrative ability to
delete a record (usually due to errors
6 New Citations Case Entry Case Initiation important Y
in data entry); and to undo the
deletion when necessary.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 37
Section 8.0 Case Initiation
Provide a single violation/complaint
7 code that identifies the charge for New Citations Case Entry Case Initiation Essentiai Y
the case.
Provide the ability to support
multiple violations and muitiple case
8 types for a single citation and a single New Citations Case Entry Case Initiation Essential Y
case.
The system should assign the case
9 type based upon the violation. New Citations Case Entry Case Initiation Y
Provide the ability to calculate the
10 defendant's age (per the defendant New Citations Case Entry Case Initiation Essentiai Y
date of birth and the issue date).
The system should contain a table
11 New Citations Case Entry Case Initiation Important Y
validated set of race/ethnicity codes. �
Provide the ability to perform
address verification against all
address entries via a interface to the
12 GIS address verification module. New Citations Case Entry Case Initiation Important Y
Addresses to be verified include:
violation location, residential
address, business address.
Provide the ability to correct an
13 address entry by an override function New Citations Case Entry Case Initiation Essentia) Y
based upon user security.
The system's override function is
14 limited based upon user defined New Citations Case Entry Case Initiation Essential Y
securitv.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 38
Section 8.0
The system should allow corrections
to be made to data elements of the
15 New Citations
case whenever necessary based upon
user security.
Provide an audit trail for all changes
16 to a case. The audit trail should New Citations
record:
17 Created By New Citations
18 Creation Date New Citations
19 Updated By New Citations
20 Update Date New Citations
21 Original Value New Citations
22 New Value New Citations
'rovide the ability to automatically
�pdate defendant information,
inciuding the defendant address
23 based on entries made on the New Citations
citation entry screen. All updates to
the defendant information must
have an audit trail.
Provide the distinction between a
customer requested address change
24 New Citations
vs. a system generated address
change.
The system should maintain a list of
all addresses that have been
25 assigned to the individual and flag New Citations
the address origin as customer
provided or system provided.
Fort Worth RFP# 13-0207
Court Case Management Software and Impiementation Services
Case Initiation
Case Entry ( Case Initiation � Important � Y
Case Entry
Case Entry
Case Entry
Case Entry
Case Entry
Case Entry
Case Entry
Case Initiation
Case Initiation Essential
Case Initiation Essential
Case Initiation Important
Case Initiation Important
Case Initiation Important
Case Initiation Important
Y
Y
Y
Y
Y
Y
Y
Case Entry � Case Initiation � Essential � Y
Case Entry � Case Initiation � Important ( Y
Case Entry � Case Initiation � Important � Y
39
Section 8.0 Case Initiation
The system should provide the ability
to inactive an address if
26 New Citations Case Entry Case Initiation Important Y
correspondence from the individual
is returned from the USPS.
Provide the ability to select a primary
27 address for a defendant based upon New Citations Case Entry Case Initiation Essential Y
user defined security.
All address changes will reflect the
user that made the change,
28 New Citations Case Entry Case Initiation Important Y
regardless of where or how the
change was made.
Provide a queue of questionable
29 citations (citations with potential New Citations Case Entry Case Initiation Important Y
errors) forthe prosecutorto review.
Provide a queue of problem citations
(i.e. affiant not complete) for the
30 New Citations Case Entry Case Initiation Important Y
police liaison follow-up with issuing
officer.
The system should automatically
identify the offiender name by
31 New Citations Case Entry Case Initiation Essential Y
matching the citation information
with the system's defendant file.
Provide the ability to either select a
name (from a pull down list) from
3Z the existing names on the defendant New Citations Case Entry Case Initiation Important Y
file or to manually enter a name.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 40
Section 8.0 Case Initiation
Provide the ability to cross reference
citation information by date of
33 offense, date of violation, defendant New Citations Case Entry Case initiation Important Y
name and by alias names.
Provide the ability to pull down a list
of attorney id numbers,and edit
34 attorney id entries against existing New Citations Case Entry Case Initiation important Y
attorney records defined in the
attorney table.
Provide the ability to pull down a list
of officer id numbers, and edit officer
35 New Citations Case Entry Case Initiation Important Y
id entries against existing officer
records defined in the officer table.
;hanges in the defendant record,
` attorney record and officer record
entries should be effective dated,
36 meaning the system will maintain a New Citations Case Entry Case Initiation Important Y
record of the previous values and
keep that associated with all
previous cases.
Provide the ability to pull down a list
of bondsman id numbers, and edit
37 bond id entries against existing New Citations Case Entry Case Initiation Important Y
bondsman records defined in the
bondsman table.
If the notarization of the document
happens outside the CMS system,
38 the CMS record should be updated New Citations Case Entry Case Initiation important Y
to show the date of notarization of
the record.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
41
Section 8.0 Case Initiation
Provide the ability to scan tickets and 'i
39 import ticket metadata into the New Citations Case Entry Case Initiation Y u
system.
Provide ability to cascade specific
40 ticket and record metadata New Citations Case Entry Case Initiation Essential Y
throughout the entire case.
External Citation
Provide the ability to view court
41 dockets electronically. Issuance Issue Citations Case Initiation Essential Y
Departments
Provide the ability to notify officers
External Citation
of court dates electronically, and to
42 Issuance Issue Citations Case Initiation Essential Y
electronically notify officers of
changes in court dates. Departments
External Citation � � � � � �°^
Provide the ability to maintain �a4`�
43 Issuance Issue Citations Case Initiation Y ��� I�� �I' i� �'I�'��� �
vacations, days-offs, medical leave. ,��'
Departments
Provide the ability for the officers External Citation
44 and prosecutorto reviewthe Issuance Issue Citations Case Initiation Essential Y
complaint text prior to the trial. Departments
Provide the ability to cross-reference External Citation
45 the customer names and addresses Issuance Issue Citations Case Initiation Important Y
(to associate to properties). Departments
Provide monthly case activity "�, pu, I+
External Citation q"`� I
statistics (i.e. payments, warrants ',
46 Issuance Issue Citations Case Initiation Y i
issued, etc.) specific to each
department. Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 42
Section 8.0 Case initiation
Provide the ability for the officers to External Citation
47 review the status of a case Issuance Issue Citations Case Initiation Important Y
(dispositions). Departments
Provide the ability for Departments External Citation
48 to view existing citations and search Issuance Issue Citations Case Initiation Y
for citation information by: Departments
External Citation
49 Citation # Issuance Issue Citations Case Initiation Essential Y
Departments
External Citation
�� Violation Address Issuance issue Citations Case Initiation Important Y
Departments
External Citation
51 Violation Code Issuance Issue Citations Case Initiation Essential Y
Departments
External Citation
52 Violator's Name Issuance Issue Citations Case Initiation Essential Y
Departments
Provide access to the RMS system for External Citation
Police
53 police offense/incident reports and Issuance Case Initiation Essential Y
accident reports. Departments Citations
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
43
Section 8.0 Case Initiation
Provide the ability to receive copies
of the police reports for entry into External Citation
Police
54 the document management system Issuance Case Initiation Important Y
Citations
and associate the reports to the Departments
citation number.
Provide the ability to audit of all External Citation
55 ticket books printed and issued vs. Issuance Police Case initiation Optional Y
Citations
the actual tickets used. Departments
Produce a report of officer
productivity (number of citations External Citation
Police
56 issued by officer, type, date an time Issuance Case Initiation Important Y
Citations
of offense, violation location, vehicle Departments
descriptions, etc.).
Produce racial profile and search External Citation police �
57 Issuance Case Initiation Optional Y
consent reports. Citations
Departments
The system should provide for the Parking -
Parking Citation
58 scanning of parking citations when Citation Case Initiation Essential Y
Activity
received. Initiation
The system will provide a field to Parking -
Parl<ing Citation
59 store the vehicle's VIN number Citation Case Initiation Essential Y
Activity
within the main ticket entry screen. Initiation
Perform edit checks to ensure that Parl<ing -
Parl<ing Citation
60 the following fields have been Citation Case Initiation Y
Activity
created and are valid data: Initiation
Parking Citation Parking - � I�!i' �
61 Issue Date Citation Case Initiation Y !�II
Activity
Initiation
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 44
Section 8.0 Case Initiation
Parking -
Parking Citation
62 State Citation Case Initiation Essential Y
Activity
Initiation
Parking -
Parking Citation
63 Registered Owner Name and Address Citation Case Initiation Important Y
Activity
Initiation
Parking -
Parking Citation
64 Operator Name and Address Citation Case Initiation Important Y
Activity
Initiation
Parking Citation
Parking - i
65 Violation Citation Case Initiation Y
Activity
Initiation
Parking -
Parking Citation
66 Violation location Citation Case Initiation Important Y
: - Activity
initiation
Parking Citation
Parking -
b, Officer ID Citation Case Initiation Important Y
Activity
Initiation
Provide the ability to search Parking Parking Citation Parking -
68 Citation Case Initiation
citations by: Activity
Initiation
Parking Citation
Parking -
69 Tag # Citation Case Initiation Essential Y
Activity
Initiation
Parking Citation Parking - I
70 Name Citation Case Initiation Y
Activity
Initiation
Parking -
Parking Citation
71 VIN # Citation Case Initiation Essential Y
Activity
Initiation
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 45
Section 8.0 Case Initiation
Parking -
Parking Citation
72 Violation Location Citation Case Initiation Important Y
Activity
Initiation
Parking -
Parking Citation
73 Issue Date Citation Case Initiation Important Y
Activity
Initiation
Parking -
Parking Citation
74 Officer ID Citation Case Initiation Important Y
Activity
initiation
Maintain a cross-reference of parking
dispositions with the ability to drill Parking -
Parking Citation
75 into associated data. The cross Citation Case Initiation Y
Activity
reference fields shouid contain the Initiation
following:
Parking -
Parking Citation
76 Citation number Citation Case Initiation Y
Activity
Initiation
Parking -
Parl<ing Citation
77 Issue Date Citation Case initiation Essential Y
Activity
I nitiation
Parking -
Parking Citation
78 Violation Citation Case initiation Essential Y
Activity
Initiation
Parking -
Parking Citation
79 Violation Location Citation Case Initiation Essential Y
Activity
Initiation
Parking -
Parl<ing Citation
80 Tag# Citation Caselnitiation Essential Y
Activity
initiation
Parking -
Parking Citation
81 Case # Citation Case Initiation Essential Y
Activity
Initiation
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 46
Section 8.0 Case Initiation
Parking -
Parking Citation
82 Disposition/Transaction Codes Citation Case Initiation Essential Y
Activity
Initiation
Parking -
83 The history display is also to provide: Parking Citation Citation Case Initiation Y
Activity
Initiation
Parking -
Parking Citation
84 Registered Owner Name Citation Case Initiation Essential Y
Activity
Initiation
Parking - i �
Parking Citation � 4j i
85 Operator Name Citation Case Initiation Y �;'lll
Activity � ,
Initiation
Boot-Tow information for the Parking -
Parking Citation
86 individual (eligibility indicator, boot- Citation Case Initiation Essential Y
,_- . Activity
w notice date) Initiation
� ,�` Parking-
� �� Parking Citation
z� � otal Amount Due Citation Case Initiation Essential Y
Activity
Initiation
Parking -
88 Total Number of Tickets or Cases Parking Citation Citation Case Initiation Essential Y
Activity
Initiation
Provide the ability to associate/cross
reference parking citation to other
citation types by tag#, name, Parking Citation Parking -
89 location, DL#, VIN#, citations from Activity Citation Case Initiation Important Y
the Boot Tow list, etc. Search can be
Initiation
performed by tag, name, DL#, VIN# .
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 47
Section 8.0 Adjudication
o -� �a � e
Provide the ability to automatically generate
Process
1 and regenerate complaints through real- Court/Trials Adjudication Essential Y
Com plaints
time or batch processing.
Prevent the generation of complaints until
all of the required data fields are entered
Process
2 into the case management system. Court/Trials Adjudication Important Y
(violation, complaint code, accident Complaints
indicator, search consent, etc.).
Prevent the generation of a complaint if an
Process
3 accident or incident is involved, and no Court/Trials Adjudication Important Y
Complaints
accident/incident report has been scanned.
Provide the ability to sign complaints
Process
4 electronically to identify who generated the Court/Trials Adjudication Important Y
complaint. Complaints
Provide the ability to control the generation
of complaints by multi-level conditions (i.e.. Process
5 Citations that have been delinquent for x Court/Triais Complaints Adjudication Important Y
days, case file, etc.)
Provide the ability to define a series of
Process
6 complaint formats to control the layout of Court/Trials Adjudication Important Y
the verbiage within the complaint. Complaints
Provide the ability to pre-define and change
the verbiage of the complaint text for each
Process
7 Action code. This complaint verbiage is then Court/Trials Adjudication Important Y
Complaints
to be referenced for generating the content
of the complaint.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 48
Section 8.0
Adjudication
Provide the ability to control affixing a stamp
Process
8(i.e. Court Seal, Notary Stamp) on the Court/Trials Complaints Adjudication Essential
complaint.
Provide the ability to view a list of the
availabie complaint formats according to the Process
9 Court/Trials Adjudication Important
action code entered. There is only one Complaints
complaint format per Action Code.
Provide the ability to recognize whether or
10 not a citation's complaint has been Court/Trials Process Adjudication Essential
______._� Complaints
Provide the ability to populate complaint
Process
11 data with appropriate information (i.e. Court/Trials Adjudication Essential
officer id, attorney, witness information). Complaints
Provide a notification/warning message
�<ior to the final notification of a complaint,
i'; witness may be required (example: Process
Court/Trials Adjudication Important
craffic accident tickets, or if an incident Complaints
report was filed). Must be ascertained by
the Affiant.
Based upon the type of violation, the system
13 should first look for a outside witness. If not Court/Trials Process Adjudication Optional
provided, a warning message should be Complaints
14 Provide the ability to notarize complaints.
Provide the ability to electronically dismiss
15 and refile a complaint based upon
prosecutor recommendation and judge's
anoroval.
Process
Court/Trials Adjudication Important
Complaints
Process
Court/Trials Adjudication Essential
Complaints
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Y
Y
Y
Y
Y
Y
Y
Y
C�`
Section 8.0
Adjudication
The system should not allow the generation process
16 of duplicate complaints unless the complaint Court/Trials Adjudication Important
Complaints
has been previously dismissed and refiled.
Provide the ability to track the progress of a process
17 complaint and make updates as the Court/Trials Complaints Adjudication Important
complaint moves through the court process.
The system should automaticaliy allocate
18 escrow costs to the appropriate account Court/Trials
based upon offense type and complaint.
The system should generate audit reports on
19 all administrative activity occurring during Court/Trials
the dismissal process.
The system snould allow a judge to apply a
single judgment to multiple cases for a single
20 defendant. This process should be Court/Trials
supported by the automatic creation of
source documents supporting the judgment.
Provide an escalation method for action to
21 Court/Trials
be tal<en among staff.
Dismissals � Adjudication � Important
Y
Y
11
Dismissals � Adjudication � Important � Y
Dismissals � Adjudication ( Essential � Y
Follow UP � Adjudication � Important � Y
�
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 50
Section 8.0 Adjudication - Deferred
o •,
Provide the ability to define specific
parameters that would prevent a case from
Adjudication -
automatically being assigned to DSC. Specialized Services Driving Safety
1 Parameters may include: age of defendant, & Human Services Course Deferred Essential Y
type of citation, legal limitations and prior Disposition
activity.
Provide the ability to queue DSC documents
Adjudication -
to cashiers or court clerks to initiate the DSC Specialized Services Driving Safety
2 Deferred Important Y
review process (i.e. notarization, run ready & Human Services Course
for review disposition, etc.) Disposition
Adjudication -
`ovide the ability to allow a defendant to Specialized Services Driving Safety This is done through
Deferred Optional Y
?.�ctronically file a request for DSC. & Human Services Course eCourtPublic
Disposition
Provide the ability for a defendant to Adjudication -
4 electronically scan and attach required Specialized Services Driving Safety Deferred Optional Y
& Human Services Course
documents to an electronic request for DSC. Disposition
The system should ailow a clerk to
Adjudication -
electronically apply a notary stamp with a Specialized Services Driving Safety
5 Deferred important Y
user signature and a variable commission & Human Services Course
date. Disposition
Adjudication -
The scanning of a DL should be clear and of Specialized Services Driving Safety
6 such resolution that all information is legible & Human Services Course Deferred Essential Y
Disposition
The document imaging system should be Adjudication -
7 automatically adjustabie to the type of Specialized Services Driving Safety Deferred Essential Y
document being scanned. & Human Services Course Disposition
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
51
Section 8.0 Adjudication - Deferred
Adjudication -
$ The system should generate a packet of DSC Specialized Services Driving Safety Deferred Y
information including: & Human Services Course
Disposition
Adjudication -
Requirements sheet (includes case specific Specialized Services Driving Safety
9 Deferred Essential Y
information such as due date, etc.) & Human Services Course
Disposition
Adjudication -
Instruction Sheet (provide particulars from Specialized Services Driving Safety
10 Deferred Essential Y
court) & Human Services Course
Disposition
Specialized Services Driving Safety
Adjudication -
11 Affidavit (specific to defendant) Deferred Essential Y
& Human Services Course
Disposition
The system must provide ability to generate
Adjudication -
different versions of the documents listed Specialized Services Driving Safety
12 above depending upon various factors such & Human Services Course Deferred Optional Y
as home address of defendant, etc. Disposition
Provide the ability for the clerl< or cashier to
update the case when the appropriate proof Adjudication -
Specialized Services Driving Safety
13 of completion is received. Process includes Deferred Important Y
& Human Services Course
the scanning and attachment of the proof Disposition
documents to the case.
Upon return of the required proof, the
Adjudication -
system will submit the case to a queue for Specialized Services Driving Safety
14 Deferred Essential Y
the judges review and approval (case & Human Services Course
dismissal) of the case. Disposition
Provide the ability to queue DSC paperwori<
Adjudication -
to the assigned judge for review and Specialized Services Driving Safety
15 approval purposes if any individual does not & Human Services Course Deferred Important Y
meet the requirements forthe DSC program. Disposition
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 5z
Section 8.0
Adjudication - Deferred
Provide the ability to track the collection of
the various DSC paperwork/documents.
Queue cases that have not met the defined Specialized 5ervices Driving Safety Adjudication -
16 criteria within a user defined number of days & Human Services Course Deferred Essential Y
after the expiration of the 90-day period. Disposition
Notification time period user definable.
Provide the ability to automatically set non- Adjudication -
Specialized Services Driving Safety
17 compliant cases for Show Cause docket, and Deferred Important Y
generate notice for the defendant. & Human Services Course Disposition
Provide the ability to identify potential cases
18 for Alcohol and Tobacco court based upon Specialized Services Alcohol and
; age of defendant, type of violation, etc. & Human Services Tobacco Activl
stem should dictate age logic based upon
= ihe type of violation. For instance, a 16 yr.
old with a tobacco citation would be
19 considered as a juvenile case while a 17 yr. Specialized Services Alcohol and
old would be a minor. For alcohol cases, & Human Services Tobacco Activl
under 16 yr. old should be treated as a
juvenile while 17 to 20 yr. old is treated as a
minor.
System should query the database upon
20 entry of enhanceable violations and notify
the court clerk and prosecutor based upon
user defined search criteria.
Provide the automated tracking/monitoring
21 of alcohol/tobacco cases through
automatically generated notifications for
convictions.
Adjudication -
Deferred
Dispositian
Adjudication -
Deferred
Disposition
Essential I Y
Essential I Y
5pecialized Services Alcohol and Adjudication -
& Human Services Tobacco Activity Deferred Optional Y
Disposition
Specialized Services Alcohol and Adjudication -
& Human Services Tobacco Activity Deferred Important Y
Disposition
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
53
Section 8.0 Adjudication - Deferred
Provide the automated routing of Specialized Services Alcohol and Adjudication -
22 Deferred Important Y
alcohol/tobacco cases. & Human Services Tobacco Activity
Disposition
Adjudication - Automation in eCourt
Specialized Services Alcohol and
23 When a case is indicated as non-compliant: Deferred Y is configured into the
& Human Services Tobacco Activity
Disposition workflow engine.
Provide the ability to automatically generate
an order to suspend licenses for up to 180 Adjudication -
24 days when non-compliance is indicated Specialized Services Alcohol and Deferred Important Y
& Human Services Tobacco Activity
(produce a DIC15 form for all drivers license Disposition
suspensions).
Automatically generate an order to suspend Adjudication -
25 the license for 30 days, beginning with the Specialized Services Alcohol and Deferred Important Y
judgment date based upon the offense. & Human Services Tobacco Activity Disposition
For probations, automatically route the non- Adjudication -
26 compliant cases to the probation revocation Specialized Services Alcohol and Deferred Important Y
& Human Services Tobacco Activity
docket. See Probation. Disposition
Automatically route non-compliant alcohol Specialized Services Alcohol and Adjudication -
27 and tobacco cases in which there is a final Deferred Important Y
judgment to the judge for review. & Human Services Tobacco Activity Disposition
Automatically generate the DIC15, for DPS
distribution, an Alcohol/Tobacco Notice of Adjudication -
Specialized Services Alcohol and
28 Conviction when non-compliant, & Deferred Important Y
& Human Services Tobacco Activity
Suspension/Disqualification distribution Disposition
when dismissed.
For non-payment of fines forjuveniles (under Specialized Services Alcohol and
Adjudication -
29 17), automatically generate the DIC81. & Human Services Tobacco Activity Deferred Important Y
Disposition
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 54
Sectio n 8.0
Adjudication - Deferred
Provide the ability to indicate the
appropriate message on the setting notice,
30 per the defendant's age, regarding the Specialized Services Alcohol and
requirements for a parent or guardian to & Numan Services Tobacco Activity
appear before the judge with the defendant.
Generate a suspension notice to suspend a
31 drivers' license for non-compliance on a Specialized Services Alcohol and
system defined number of days for tobacco & Human Services Tobacco Activity
convictions.
Generate a suspension notice to
32 automatically suspend the drivers' license for Specialized Services Alcohol and
& Human Services Tobacco Activity
non-compliance on a system defined date.
` Deferred
ovide a deferred disposition screen to Specialized Services Disposition
• �enter plea bargain or probation agreements. & Human Services (Probation)
Provide notification to court personnel when Deferred
34 action needs to be taken concerning cases Specialized Services Disposition
with a deferred disposition. & Human Services (P^obation)
Deferred
Provide the ability to accept partial payment Specialized Services Disposition
35 for special expense fees. & Human Services (Probation)
. Deferred
36 Provide the ability to flag a citation for Specialized Services Disposition
warrant if defendant is non-compliant. & Human Services (Probation)
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Adjudication -
Deferred Important Y
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Optional Y
Optional Y
Important Y
Optional Y
Important Y
Important Y
I.'�.9
Section 8.0 Adjudication - Deferred
The system should automatically determine Deferred
37 eligibility for deferred based upon age, Specialized Services Disposition
citation type, drivers license type, accident & Human Services (Probation)
(Y/N), etc. Activity
Deferred
Provide the ability to automatically check the
38 system for additional citations on the Specialized Services Disposition
defendant at the time the case is reviewed. & Human Services (Probation)
Activity
Automate the generation of the motion for Deferred
39 continuance generated by the prosecutor at Specialized Services Disposition
the time of a reset. & Human Services (Probation)
Activity
Automate the generation of the order to Deferred
40 appear at the time the case is set for Specialized Services Disposition
probation revocation. & Human Services (Probation)
Activity
Deferred
41 Automate the routing of all paperwork to the Specialized Services Disposition
prosecutor for processing. & Human Services (Probation)
Activity
Deferred
42 Automate the routing of all paperwork to the Specialized Services Disposition
judge for signed approval. & Human Services (Probation)
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Adjudication -
Deferred
Disposition
Essential I Y
Important � Y
Important � Y
Important � Y
Important � Y
Important � Y
Automatically calculate the deferred Deferred
Adjudication -
disposition due date, based upon the date of Specialized Services Disposition
43 �udges approval based upon user defined & Human Services (Probation) Deferred Important Y
Disposition
criteria and defined calendar rules. Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 56
Section 8.0 Adjudication - Deferred
Automatically place the finai payment due Deferred
Adjudication -
date, deferred disposition end date on the Specialized Services Disposition
44 physical copy of the printed receipt of the & Human Services (Probation) Deferred Essential
Disposition
pavment transaction. Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
l.�l
Section 8.0 Adjudication - Trials
o •. •.
�
Juvenile i � � „
Provide automatic processing on Obligation � i � iu
1 Court/Trials Arraignment Adjudication-Trials � I
Notices including: Docket (JAD) � I
Juvenile
2 Document Scanning Court/Trials Arraignment Adjudication -Trials Essential Y
Docl<et (JAD)
Create a docket entry indicating the notice
Juvenile
3 Court/Trials Arraignment Adjudication-Trials Essential Y
has been created and distributed.
Docl<et (JAD)
Disposition of Obligation Notice to be
Juvenile
4 Court/Trials Arraignment Adjudication-Trials Essential Y
determined.
Docket (JAD)
The system should generate an Obligation This is done throi �
luvenile
Notice that can capture muiltple digital interface with
5 Court/Trials Arraignment Adjudication-Trials Optional Y �
signatures; one for the defendant and the Docket (JAD) Document
defendant's parent, and one of the judge. Management System.
The system should track a juvenile case by
Juvenile
6 Court/Trials Arraignment Adjudication-Trials Essential Y
DOB to initiate the JNA process. Docket (JAD)
Provide for routing to the appropriate
Juvenile
7 Court/Trials Arraignment Adjudication-Trials Important Y
sections (Teen Court, Cashier, DSCE)
Docket (JAD)
Juvenile
Provide setting notification specific to
8 Court/Trials Arraignment Adjudication-Trials Important Y
juveniles.
Docket (JAD)
Provide the ability to exempt juveniles from Juvenile
9 warrant process until further ordered by the Court/Trials Arraignment Adjudication -Trials Essential Y
court. Docket (JAD)
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 58
Section 8.0 Adjudication - Trials
Automate the generation and transmission of Juvenile
10 the Texas DPS Form DIC81 for non-payment Court/Trials Arraignment Adjudication - Trials Optional Y
and failure to appear. Docket (JAD)
Automate the generation and transmission of Juvenile
11 an amended Texas DPS Form DIC81 upon Court/Trials Arraignment Adjudication - Trials Optional Y
compliance. Docket (JAD)
Ability to maintain the confidentiality of all Juvenile
12 Court/Trials Arraignment Adjudication-Trials Essential Y
juvenile records in the Court system. Docket (JAD)
The system should prompt a user if accessing
a juvenile record visually notifying the
Juvenile
13 individual (different color screens) that the Court/Trials Arraignment Adjudication -Trials Important Y
Docket (JAD)
record is a seal/confidentiai record.
The system should not allow a cashier to Juvenile
scept payment on a juvenile docket before it Court/Trials Arraignment Adjudication - Trials Essential Y
is adjudicated. Docket (JAD)
Ability to record attendance of all parties at a
specific docket. The record should at a
Court Room
15 minimum record the presence of each party Court/Trials Adjudication -Trials Important Y
to the trial (judge, prosecutor, officer, Activity
defendant, attorney, witness, etc.).
Provide the ability to bridge to detail citation
16 information directly from the docket list Court/Trials Court Room Adjudication - Trials Important Y
screen. Activity
System should provide the ability to list all Court Room
17 Court/Trials Adjudication-Trials Important Y
witnesses for a particular case. Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 59
Section 8.0 Adjudication - Trials
Provide the ability to schedule cases for court
(administrative control) per the defined court
business rules. Various schedule tables are to
be referenced in determining the next
18 Court/Trials Cases for Court Adjudication - Trials Essential Y
available court date (i.e.. Docket schedule,
court calendar, officer and attorney leave
days/schedule, court holidays, number of
weeks delay, etc.
Provide the ability to set cases for court per
19 either the officer's availability or courtroom Court/Trials Cases for Court Adjudication - Trials Important Y
availability (currently forjury triais only).
Provide the ability to maintain a count of
20 unsuccessful attempts to schedule a court Optional Y
case.
Provide the ability to track unsuccessful '
21 attempts to schedule a court date based upon Optional Y
scheduling confiicts.
Provide the ability to cancel court dates, on
22 individual cases, that have been previously set Court/Trials Cases for Court Adjudication -Trials Important Y
for court.
Provide the ability to reset cases for court on
23 Court/Trials Cases for Court Adjudication - Trials Essential Y
individual cases.
Provide the ability for the supervisor to
24 override the system calculated court date. Court/Trials Cases for Court Adjudication -Trials Important Y
(Manual scheduling)
Provide the ability to automatically schedule
25 Court/Trials Cases for Court Adjudication -Trials Essential Y
multiple officers for a single court date.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 60
Section 8.0 Adjudication -Trials
Provide administration the ability to create
26 and maintain court calendars (by the month Court/Trials Cases for Court Adjudication -Trials Essential Y
and year) . The calendars will contain
maximum set limits.
Provide administration the ability to define
2� docket schedules and calendars to control Court/Trials Cases for Court Adjudication - Trials Essential Y
maximum cases per docket date for
automated court scheduling activities.
Provide administration the ability to create
28 new docket types along with defined court Court/Trials Cases for Court Adjudication - Trials Essential Y
room numbers, court dates/time.
Ability to determine which officers are set by
29 specific docket and determine the number of Court/Trials Cases for Court Adjudication - Trials Important Y
cases per officer that are set.
�bility to determine the number of cases
waiting to be set by officer. Court/Trials Cases for Court Adjudication - Trials Important Y
Provide the ability to control the following
31 based on the docket classification (set class - Court/Trials Cases for Court Adjudication - Trials
block):
32 Next set date Court/Trials Cases for Court Adjudication - Trials Essential Y
33 Docket schedule Court/Trials Cases for Court Adjudication -Trials Important Y
34 Printing of set notices Court/Trials Cases for Court Adjudication - Trials Essential Y
35 Creation of officer set notifications Court/Trials Cases for Court Adjudication - Trials Essential Y
36 Text for set class descriptions Court/Trials Cases for Court Adjudication - Trials Important Y
37 Text for setting notice messages Court/Trials Cases for Court Adjudication - Trials important Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
61
Section 8.0 Adjudication - Trials
Provide the ability to define officer's
38 holiday/leave days, and court schedule, for Court/Trials Cases for Court Adjudication - Trials Essential Y
automated court schedule activities.
Provide the ability to define the attorney's
39 holidays and leave days for automated court Court/Trials Cases for Court Adjudication - Trials Important Y
schedule activities.
Accumulate and display the total number of
40 Court/Trials Cases for Court Adjudication - Trials Important Y
times a citation has been set/reset for court.
provide the ability to postpone setting of a
41 Court/Trials Cases for Court Adjudication -Trials Optional Y
case at user discretion.
Provide the ability to define specific activities
42 for a case with defined due dates. Court/Trials Cases for Court Adjudication - Trials Optional Y
Provide the ability to set alerts for user '
defined case activities that will notify the user
43 Court/Trials Cases for Court Adjudication -Trials Important Y
in a user defined period of time before the
due date.
Provide a warning message at the time officer
day's off information is entered, notifying the
44 clerk that the officer has x cases currentiy set Court/Trials Cases for Court Adjudication - Trials Important Y
for court.
Provide the simultaneous view of cases on Court Room �� i' � I
45 screen during trials forthe following Court/Trials Activit Adjudication -Trials I � I
individuals or roles: Y
Court Room
46 Judge Court/Trials Adjudication-Trials Essential Y
Activity
Court Room
47 Prosecutor Court/Trials Adjudication-Trials Essential Y
Activity
Court Room
48 Defense Attorney Court/Trials Adjudication -Trials Important Y
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 62
Section 8.0 Adjudication -Trials
Court Room
49 Defendant Court/Trials Adjudication-Trials Important Y
Activity
Court Room
50 PoliceOfficer Court/Trials Adjudication-Trials Important Y
Activity
51 Jury Court/Trials Court Room Adjudication -Trials Optional Y
Activity
Display at a minimum the following � i
Court Room
52 information on the same screen for in court Court/Trials Adjudication - Trials
activities: Activity
53 Defendant Name Court/Trials Court Room Adjudication - Trials Essential Y
Activity
Court Room
54 Citation # Court/Trials Adjudication -Trials Essential Y
Activity
55 Offense Court/Trials Court Room Adjudication - Trials Essential Y
Activity
Court Room
' Date of Offense Court/Trials Adjudication - Trials Essential Y
- Activity
57 Number of settings Court/Trials Court Room Adjudication - Trials Important Y
Activity
58 Officer Name Court/Trials Court Room Adjudication - Trials Essential Y
Activity
59 Location of Offense Court/Trials Court Room Adjudication -Trials Essentia) Y
Activity
60 Fine and Court Cost Breakdown Court/Trials Court Room Adjudication - Trials Essential Y
Activity
61 Attorney Name Court/Trials Court Room Adjudication -Trials Important Y
Activity
Court Room
62 Witness(es)Name Court/Trials Adjudication-Trials Important Y
Activity
Court Room
63 Plea Decision Court/Trials Adjudication-Trials Essential Y
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 63
Section 8.0 Adjudication - Trials
Court Room
64 Bond Amount Court/Trials Adjudication - Trials important Y
Activity
Court Room
65 Bond Type Court/Trials Adjudication -Triais Important Y
Activity
Court Room
66 Type of Docket Court/Trials Adjudication -Trials Important Y
Activity
Court Room
67 Event Notes Court/Trials Adjudication -Trials Essential Y
Activity
Court Room
68 Document Images Court/Trials Adjudication -Trials Important Y
Activity
Provide prosecutors the ability to add and
Court Room
69 view prosecutor restricted notes for each case Court/Trials Adjudication -Trials Important Y
based upon security. Activity
Provide judges the ability to add and view
Court Room
70 prosecutor restricted notes for each case Court/Trials Adjudication - Trials Essential Y
based upon security. Activity
Provide the ability to maintain and track FTA Court Room
71 activity which includes the following: Court/Trials Activity Adjudication - Trials
Court Room
72 A warrant is ordered Court/Trials Adjudication - Trials Essential Y
Activity
The certificate of non-appearance (for
Court Room
73 bond forfeitures) is filled out bythe Court/Trials Adjudication -Trials Essential Y
Activity
bailiff/clerk and electronically signed.
Court Room
74 The judge signs the judgment. Court/Trials Adjudication - Trials Essential Y
Activity
Court Room
75 Provide the ability to view and print warrants. Court/Trials Adjudication - Trials Essential Y
Activity
Provide the ability to kill local warrants from Court Room
76 within the application Court/Trials Activity Adjudication -Trials Essential Y
Provide access to Region/TCIC to kill warrants
77 through an interface to the regional warrant Court/Trials Court Room Adjudication - Trials Important Y
Activity
syste m.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 64
Section 8.0 Adjudication -Triais
Provide the ability for the docket clerk to affix
78 a notary seal and Municipal Court seal for Court/Trials Court Room Adjudication -Trials Essential Y
notarizations. Activity
Provide the ability for docket clerks to
electronically sign compiaints as an affiant
Court Room
79 and/or notary (capture and store electronic Court/Trials Adjudication -Trials Important Y
signatures tied to a unique citation and/or Activity
document specific identifier).
Provide the ability to add data (i.e. change of Court Room
80 Court/Trials Adjudication-Trials Important Y
address) to the complaint information. Activity
Provide the ability to generate charges in
Spanish (from the complaint) during the trial. Court Room
81 Court/Trials Adjudication-Trials Optional Y
, Use complaint/jury charge structure to create Activity
'third document, Spanish Compiaint.
�� Provide an alert/notification for defendants
Court Room
82 with speciai accommodation requirements Court/Trials Adjudication - Trials Optional Y
(i.e. a flag indicating an interpreter is needed).
Activity
Provide the ability to capture officer no-show
Court Room
83 information for officer no-show reporting Court/Trials Adjudication - Trials important Y
purposes. Activity
Provide the ability to renderjudgment and Court Room
84 Court/Trials Adjudication-Trials Essential Y
affix judge's signature to each ludgment. Activity
Provide the ability to batch judgments Court Room
85 Court/Trials Adjudication-Trials Important Y
(documents -J-Sign) and dispositions. Activity
Provide the ability to record prosecutor's Court Room
86 Court/Trials Adjudication-Trials Important Y
offer and notes. Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
65
Section 8.0 Adjudication -Trials
Provide the ability to apply a color coded
flag/alert (based upon type of note) a case for Court Room
87 Court/Trials Adjudication-Trials Optional Y
additional review based upon notes entered Activity
bythe prosecutororjudge.
Provide the ability for the City prosecutors to
Court Room
88 review the officer's response and make a plea Court/Trials Adjudication -Trials Essential Y
offer to the defense attorney. Activity
Provide the ability to generate a user defined
Court Room
89 report showing pre-trial offers by attorney Court/Trials Adjudication -Trials Important Y
and then by defendant. Activity
Provide the ability to email or electronically
Court Room
90 send the pre-trial offer report to the Court/Trials Adjudication - Trials Important Y
Activity
appropriate attorneys.
Provide the ability to select a batch (series or
Court Room
91 group) of cases and apply a similar activity on Court/Trials Adjudication -Trials Essential Y
the cases simultaneously. Activity
Provide the ability for the judge to adjust the
Court Room
92 fine before entering the judgment on the Court/Trials Adjudication - Trials Important Y
individual case. Activity
Provide the ability to create a pseudonym for
Court Room
93 a minor witness to protect the identity of the Court/Trials Adjudication - Trials Important Y
witness. Activity
Jury Trial and
Provide the ability to schedule and balance Attorney Plea
94 cases for court per the judges, officers and Court/Trials Docl<et — Adjudication - Trials Essential Y
attorney's availability. Courtroom
Activity
Provide the ability for attorneys to view Jury Trial and
Attorney Plea
complaints/offers and /or print
95 Court/Trials Docket— Adjudication-Trials Important Y
complaint/offer packets via a web based
Attorney access portal. Courtroom
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 66
Section 8.0 Adjudication -Trials
Jury Trial and
Provide the ability to interface with
Attorney Plea
96 Court/Trials Docket— Adjudication-Trials Optiona) Y
DPS/County for updated juror information. Courtroom
Activity
Provide the ability to automate the jury and Jury Trial and
Attorney Plea
ATPD calendaring. Calendar must be
97 configured uniquely for each day and/or Court/Trials Docket— Adjudication -Trials Important Y
docket. Courtroom
Activity
Provide the ability to capture officer's or External police-Court
Citation
supervisor's signatures for the receipt of Administration
98 officer subpoenas. If subpoena, info captured Issuance Activity (Police Adjudication -Trials Important Y
electronically, but not as a signature. Department Liaison)
s
External
Police-Court
Provide the ability for officers (or the police Citation
Administration
99 liaison) to update/maintain officer schedules Issuance Adjudication - Trials Optional Y
per each NPD. Department Activity (Police
s
�iaison)
External
Police-Court
Updates include vacations, scheduled shifts Citation Administration
100 ' Issuance Adjudication-Trials Optional Y
days off, and leave time. Activity (Police
Department
Liaison)
s
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
67
Section 8.0 Adjudication - Trials
Send an alarm or auto notification to the
police liaison when there is conflict in the External
Police-Court
officer's days off and/or change in shift(s) (i.e. Citation This would be an
101 the officer has cases set for court during the Issuance Administration Adjudication - Trials Optional C interface. API already
Activity (Police
period in which he has scheduled time off). Department exists
Not an alarm but the info is available when s Liaison)
changing court dates of an officer.
External
Provide the ability to route error tickets, and Police-Court
Citation
the associated error ticket form from the set Administration
102 ' Issuance Adjudication-Trials Important Y
team, to the prosecutor, to the police liaison Activity (Police
Department
for processing of ticket errors. Liaison)
s
Provide the ability for the liaison to route the External
Police-Court
error ticket information to the appropriate Citation
103 supervisor, and for the supervisor/officers to Issuance Administration Adjudication - Trials Important Y
make the required corrections via the ticket Department
Activity (Police '
Liaison)
error form. s
External
Police-Court
Provide the ability to route the correction to Citation
Administration
104 the originating prosecutor, and then to the Issuance Adjudication -Trials Optional Y
set team for actual citation corrections. Department Activity (Police
Liaison)
s
Provide for the automated generation of the External police-Court
Citation
105 Missed Docket Report (for officers), per the Issuance Administration Adjudication - Trials Important Y
Officer's Sign-In log information, and the Call- Activity (Police
Department
Off book information. Liaison)
s
Fort Worth RFP# 13-0207
Court Case Management Software and Impiementation Services 68
Section 8.0 Adjudication - Special Hearings
o •.
. .
This is done through
The system should generate the appeal Adjudication - Special integration with
1 Court/Trials Appeals Optional Y
packet for the customer by judge. Hearings Document
Management System
The appeals pack should contains non-case
2 specific instructions (also available in Court/Trials Appeals Adjudication - Special Qptional Y
Spanish) on the appeal process, along with Hearings
timelines for the customer.
If the defendant decides to appeal, the
3 defendant makes a motion for a new trial Court/Trials Appeals Adjudication - Special �mportant Y
and the motion is docketed and scanned Hearings
'�y the court clerk.
ie system should generate an order for
4 the judge's electronic signature indicating Court/Trials Appeals Adjudication - Special �mportant Y
his/her grant or denial of trial.
Hearings
The system shouid provide for an e-filing
Adjudication - Special
5 module where a defendant/attorney can Court/Trials Appeals Optional Y
Hearings
electronically file a motion for appeal.
The system shouid track the judge's
decision on granting a new trial. The
system should allow a notification to be Adjudication - Special
6 set to ensure that the judges ruling is Court/Trials Appeals Hearings Essential Y
completed within a user defined window
of time.
Adjudication - Special
7 If a new trial is approved: Court/Trials Appeals
Hearings
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
69
Section 8.0 Adjudication - Special Hearings
New trial date is set before the original Adjudication - Special
8 Court/Trials Appeals Important Y
Judge, Hearings
Setting Notice is sent to the defendant
from the judge, stating the new trial Adjudication - Special
9 granted, and informing them of the Court/Trials Appeals Hearings �mportant Y
date/time.
If a new trial is denied the system should Adjudication - Special
10 generate a letter from the Court Clerk Court/Trials Appeals Important Y
Hearings
which is sent to the defendant.
If the trial is denied, the ' �y, �I
attorney/defendant, will submit a notice Adjudication - Special , � I�
11 Court/Trials Appeals I 'i
of appeal. The system should capture the Hearings
notice of the appeal including the:
Adjudication - Special
12 Scanned Copy of the Notice to Appeal Court/Trials Appeals Important Y
Hearings
13 Appeal Date Court/Trials Appeals Adjudication - Special Important Y
Hearings
Tne system should add the preparation fee
Adjudication - Special
14 to the case. The fee amount should be Court/Trials Appeals Essential Y
defined by the user in a fee schedule. Hearings
The system should allow a response from
Adjudication - Special
15 the Appellate Court to be imported into Court/Trials Appeals Optional Y
the Case file for the appealed case. Hearings
The system should generate a notice/letter Adjudication - Special
16 to the defendant, informing them that the Court/Trials Appeals Important Y
bond will be applied to the case. Hearings
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services ��
Section 8.0
Adjudication - Special Hearings
Upon passage of a user defined period of
time, the system should provide notice to
the Court Clerk to apply the bond to the
17 case costs unless notice is provided to the Court/Trials
Court by the Defendant and to generate a
refund for the remaining amount to the
Defendant.
If over-ruled, a notice should be generated
to the Court Clerk to process a refund on
18 the Appeal bond, net of the appeal fee, to Court/Trials
the defendant and change the status from
suspended to closed.
<- Provide the ability to set cases for
�digency hearings per the defined court Administrative
' y for Indigency hearings. Hearings
� Nrovide the ability to generate setting
20 notices to be distributed at the time the Administrative
customer requests the hearing. Hearings
Provide the ability to enterjudgments, and Administrative
21 dispositions for Indigency hearings. Hearings
22 Provide the ability to produce a daily Administrative
docket of Indigency Hearings Hearings
23 Provide the ability to tie an indigency Administrative
hearing to multiple cases. Hearings
Provide a list of all the outstanding cases
24 (multiple tickets) of an individual for the Administrative
processing/payment of each ticket (similar Hearings
to TPP processing).
25 Provide the ability to indicate a stop in the Administrative
process (new disposition). Hearin�s
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Appeals I Adjudication-Special ( Important ( Y
Hearings
Appeals Adjudication-Special Important Y
Hearings
Indigency Adjudication-Special
Hearings Hearings Essential Y
Indigency Adjudication - Special
Hearings Hearings Important
Indigency Adjudication - Special
Essential
Hearings Hearings
Indigency Adjudication - Special
Hearings Hearings
Important
Indigency Adjudication-Special
Important
Hearings Hearings
Indigency Adjudication - Special
Hearings Hearings
Important
Indigency I Adjudication - Special I
Important
Hearin�s Hearin�s
Y
Y
Y
Y
Y
Y
71
Section 8.0 Adjudication - Special Hearings
Provide the ability to kill warrants and/or
Administrative Indigency Adjudication-Special
26 cancei prior events upon approval to be Important Y
set for the indigent docket. Hearings Hearings Hearings
Ability to retrieve denial of tag designation Administrative Indigency Adjudication - Special
27 from indigency cases if found indigent. Hearings Hearings Hearings Important Y
Provide the ability to track all cases set on Administrative Indigency Adjudication - Speciai
28 an indigency docket by defendant. Hearings Hearings Hearings Important Y
Provide the ability to scan Code
Compliance documents (checklists, proofs, Administrative Junk Vehicle Adjudication - Special
29 Important Y
etc.) into the document management Hearings Hearings Hearings
system for court hearings.
30 Provide the ability to set the hearing. Administrative Junk Vehicle Adjudication - Special Important Y
Hearings Hearings Hearings
31 Provide the ability to notify appropriate Administrative Junk Vehicle Adjudication - Special Im ortant Y '
parties ofthe hearing. Hearings Hearings Hearings p
Provide the ability to set the hearing for
Administrative Junl<Vehicle Adjudication-Special
32 court and all capabilities associated with Important Y
Hearings Hearings Hearings
setting the case for court.
Provide the ability to electronically receive Administrative General Adjudication - Special
33 Important Y
and filemark petitions/notice to appeal. Hearings Requirements Hearings
Provide the ability to automatically assign Administrative General Adjudication - Special
34 Essential Y
a unique case number to the hearing. Hearings Requirements Hearings
Provide the ability to set cases for
Administrative General Adjudication - Special
35 administrative hearings and appeals per Essentia) Y
the defined court day. Hearings Requirements Hearings
Provide the ability to administratively set
36 the maximum number of cases for an Administrative General Adjudication - Special Important Y
administrative/appeal docket.
Hearings Requirements Hearings
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services �2
Section 8.0
Adjudication - Special Hearings
Provide the ability to produce setting
notices and allow the user to enter case
Administrative General
37 specific information at the time the notice
is generated as needed for administrative Hearings Requirements
hearings/appeals.
Provide the ability to produce a daily
Administrative General
38 log/docket of administrative
hearings/appeals
Hearings Requirements
Provide the ability to produce an
39 electronic file containing the petition, Administrative Property
affidavit, judgment form, photographs of Hearings Hearings
property/evidence for Property Hearings.
Provide the ability to print copies of the
Adjudication - Special
Important Y
Hearings
Adjudication - Special
Important Y
Hearings
Adjudication - Special
Hearings
Optional Y
�operty docket listing in a predefined Administrative General Adjudication - Special Important
' Hearings Requirements Hearings
`rmat.
' Red Light
Provide the ability to receive and scan Administrative Adjudication - Special
41 Camera Important
appeals for red light camera violations. Hearings Appeals Hearings
Provide the ability to electronically receive Red Light
Administrative Adjudication - Speciai
42 and store the video file associated with the Camera Important
created red light appeal. Hearings Appeals Hearings
Provide the ability to set a deadline for a Parking -
Administrative Adjudication - Special
43 parking appeal to be accepted based upon Administrative
the liability date. Hearings Appeals Hearings
Parking -
Provide the ability to notify traffic control Administrative Adjudication - Special
44 Administrative
technicians of upcoming hearing dates. Hearings �____,_ Nearings
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Y
Y
Y
Important � Y
Important � Y
73
Section 8.0 Adjudication - Schooi Attend
o �
Provide the ability to standardize the data, format, School
and batch generated SAC specific warrants, setting Adjudication -
1 Court/Trials Attendance Important Y
notices, warrant notices, delinquent and summons School Attendance
Court
letters.
Provide the ability to tracl< and maintain the School Adjudication - �� �I�� � iY� '�� '� , � �' �i !�, i'
2 Court/Trials Attendance �"I I dl h i � I � II� i
following statistics: Court School Attendance III�� I �� �� I N; I
School
Adjudication -
3# of SAC FTA Cases Court/Trials Attendance School Attendance �mportant Y
Court
School
Adjudication - .
4#ofSACJurytrials Court/Trials Attendance SchoolAttendance Important Y
Court
School
Adjudication -
5# of SAC Fines Court/Trials Attendance School Attendance �mportant Y
Court
Total Number of SAC Cases by Action Code (Failure School Adjudication -
6 Court/Trials Attendance Important Y
to Attend, Parent Attributing, etc.) School Attendance
Cou rt
Total Number of SAC Cases by Disposition by Day, School qdjudication -
� Weel<, Month, Year Court/Trials Attendance School Attendance Important Y
Court
School
Adjudication -
8 Total Number of SAC Cases by Race, Gender, Age Court/Trials Attendance School Attendance Important Y
Court
School
Adjudication -
9# of cases referred to Juvenile Court Court/Trials Attendance School Attendance �mportant Y
Cou rt
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services �4
Section 8.0
Adjudication - School Attend
School
Adjudication -
10 Total Payments by Day, Week, Month, Year Court/Trials Attendance School Attendance �mportant Y
Court
School
Adjudication -
11 # of Dockets Court/Trials Attendance Important Y
SchoolAttendance
Court
School
Adjudication -
12 # of Settings Court/Trials Attendance Schoo) Attendance Important Y
Court
School
# of students/parents checked-in on a daily, Adjudication -
13 weekly, monthly basis Court/Trials Attendance School Attendance �mportant Y
Court
School
# of walk-in's seen on a daily. Weekly, monthly Adjudication -
14 basis Court/Trials Attendance School Attendance �mportant Y
Court
' 'ovide the ability to update the warrant status of School
Adjudication -
i.. rhe student/defendant on the case management Court/Trials Attendance Schooi Attendance Essential Y
system. Court
School
Provide the ability to create a new (companion Adjudication -
16 Court/Trials Attendance Important Y
charge) for direct contempt of court. School Attendance
Court
The system should automatically automatically
School
replicate information on student ticket to parent Adjudication -
17 Court/Trials Attendance Optional Y
record (i.e. address info) in cases where the parent Court School Attendance
will be issued a citation.
School
The system should record date of birth (DOB) on Adjudication -
18 Court/Trials Attendance Important Y
ali juvenile case records. School Attendance
Court
Provide the ability to batch, and produce School
delinquent notices (per a set of pre-defined multi- Adjudication -
19 Court/Trials Attendance Important Y
(evel criteria) and update the notification status School Attendance
. Court
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
75
Section 8.0
Adjudication - School Attend
Provide the ability to track the various SAC
dispositions through the life of the case (including School
pleas, judgments, cases set for Show Cause Adjudication -
Z� dockets, jury trials, bench trials, warrants, Court/Trials Attendance School Attendance Essential Y
disposition ofjudgment, payments/compiiance, Court
Provide the ability to route cases to the casework
21 queue for continued SAC processing when
necessary.
ZZ Provide the ability for the SAC clerks to view
caseworker specific information
23IProvide the abilityto create and sign compiaints.
24 � Provide the ability to docket and scan affidavits
25 IProvide the ability for the SAC judge to review
warrants, sign warrants.
26 � Provide the ability to amend judgments.
27 � Provide the ability to view dockets
Provide the ability to produce a referral log for
28 judges to tracl< summons served by Deputy
Marshals and warrants served bv FWPD.
School
Court/Trials Attendance Adjudication - Important
Court School Attendance
School
Court/Trials Attendance Adjudication - Important
Court School Attendance
School
Adjudication -
Court/Trials Attendance important
School Attendance
Court
School
Adjudication -
Court/Trials Attendance Essential
SchoolAttendance
Court
School
Court/Trials Attendance Adjudication - Essential
SchoolAttendance
Court
School
Court/Trials Attendance Adjudication - Important
Court
SchoolAttendance
School
Adjudication -
Court/Trials Attendance Important
Court School Attendance
School
Adjudication -
Court/Trials Attendance Optional
SchoolAttendance
Court
Y
Y
Y
Y
Y
Y
Y
Y
,
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 76
Section 8.0
Provide the ability to automatically calculate and
29 display the defendant's age based on his/her date
of birth.
Provide the ability to route documents for
30 processing to the SAC judge and SAC clerk through
every cycle of the SAC process.
Provide the ability to route cases to the SAC judge
31 and SAC docket clerk based on the delivery of
data/documents, current dispositions, and/on
expiration dates.
Adjudication - School Attend
School
Court/Trials Attendance Adjudication - �mportant Y
Court School Attendance
School
Adjudication -
Court/Trials Attendance Optionai Y
SchoolAttendance
Court
School
Adjudication -
Court/Trials Attendance Optional Y
SchoolAttendance
Court
Provide the ability for SAC personnel to set cases School
Adjudication -
32 forvarious SAC specific dockets, and forjury trial Court/Trials Attendance School Attendance
dockets. Court
School
, Provide the ability to receive payments remotely at Adjudication -
`? SAC site for all tender types. Court/Trials Attendance Schooi Attendance
Court
� School
Provide the ability to create and maintain a list of Adjudication -
34 Court/Trials Attendance
current SAC warrants. School Attendance
Court
Provide the ability to scan or copy the photo ID of School
Adjudication -
35 the parent, guardian or legal custodian upon Court/Trials Attendance School Attendance
release of the student. Court
Provide the ability to log the pertinent identifying
information detailing the detention and release of
36 the student (time detained, time arrived at the
Court, time released, name, phone number and
photo of the person to whom the student is
released).
Provide the ability to electronically generate
37 judge's orders based upon the dispositions,
conditions, etc.
Important Y
Important Y
Important Y
Important
Y
Y
Y
School
Adjudication -
Court/Trials Attendance Important
SchoolAttendance
Court
School
Court/Triais Attendance Adjudication - Important
Court
SchoolAttendance
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
77
Section 8.0 Adjudication - Schoo) Attend
Provide the ability to track deferred disposition School
38 orders based upon judicial decisions of the SAC Court/Trials Attendance Adjudication - Important Y
CourtJudge. Court SchoolAttendance
Ability to track statue of limitations and specific School
39 statutory deadlines on all School Attendance Court Court/Triais Attendance Adjudication -
casesincluding: Court SchoolAttendance
School
40 Date the Case was filed Court/Trials Attendance Adjudicatio� - Important Y
SchoolAttendance
Court
School
41 Date Scheduled for Court Court/Trials Attenda�ce Adjudication - �mportant Y
SchoolAttendance
Cou rt
School
Adjudication -
42 Date the case was adjudicated. Court/Trials Attendance School Attendance �mportant Y
Court
School
Provide the ability to automatically expunge Adjudication -
43 records pending the final disposition of a SAC case. Court/Trials Attendance School Attendance Essential Y
COUtt
Provide the ability to select a range of fines that School
Adjudication -
44 can be imposed over the life of the case and make Court/Trials Attendance School Attendance Important Y
adjustments on the individual cases. Court
Provide the ability to track deferred disposition School
45 orders based upon judicial decisions of the SAC Court/Trials Attendance Adjudication - Important Y
CourtJudge. Court SchoolAttendance
Provide the ability to track past due payments and School Adjudication -
46 Court/Trials Attendance Important Y
mail delinquent notices School Attendance
Court
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 78
Section 8.0
Adjudication -Teen Court
B ♦
Provide the ability to add on eligible cases per Teen Court Adjudication - Teen
1 judge's order. Court/Trials Activity Court �mportant Y
Provide the ability to identify requirements to
Teen Court Adjudication - Teen
2 complete the program and notate when they are Court/Trials Important Y
completed. (example: proof documents). Activity Court
Provide the ability to track the various Teen
Court dispositions through the life of the case
3(including pleas, judgments, cases set for Court/Trials Teen Court Adjudication - Teen Essential Y
juvenile arraignment, teen court trial, Activity Court
payments/compliance, etc.)
Teen Court Adjudication -Teen
4 The tracking screen should: Court/Trials
Activity Court
�w for the logging of multiple citations on a Teen Court Adjudication - Teen
��ngle screen (like TPP and indigency cases). Court/Trials qctivity Court �mportant Y
The Teen Courtjury sentence should be broken Teen Court Adjudication - Teen
6 down by case. Court/Trials qctivity Court Important Y
7 School attended by defendant. Court/Trials Teen Court Adjudication - Teen Important Y
Activity Court
Provide the ability to enter multiple
Teen Court Adjudication -Teen
8 judgments/requirements. Onejudgmentper Court/Trials important Y
case; multiple requirements per case. Activity Court
Provide the ability to scan and store completed Teen Court Adjudication - Teen
9 Court/Trials Important Y
Community Service verification forms. Activity Court
System should allow for the recording of
completed community service hours within the Teen Court Adjudication -Teen
10 system as a transaction so that progress toward Court/Trials Activity Court Important Y
the community service goal can be maintained.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 79
Section 8.0 Adjudication -Teen Court
The system should contain an easily accessible
defendant notes screen where information Teen Court Adjudication - Teen
11 Court/Trials Important Y
relevant to the Teen Court Activity can be Activity Court
stored.
Provide the ability to remove individuals from
the teen court program and to return them to Teen Court Adjudication -Teen
1Z the general case management process forthe Court/Trials Activity Court Important Y
routine processing of citations.
Receive partial credit toward the fine for the
Teen Court Adjudication -Teen
13 community service completed when not Court/Trials Activity Court Important Y
completed in its entirety.
The system should aliow for the capture of user
TeenCourt Adjudication-Teen
14 defined reason codes for removal from the teen Court/Trials Important Y
court program. Activity Court
Provide the ability to format and the required Teen Court Adjudication - Teen
15 Court/Trials Optional Y .
notices. Activity Court
Provide the ability to batch produce delinquent
notices based upon user defined criteria (per a Teen Court Adjudication - Teen
16 set of pre-defined multi-level criteria) and Court/Trials Activity Court Important Y
update the case's disposition appropriately.
Provide a daily batch produced list ofjuveniles Teen Court Adjudication -Teen
17 that are now eligible for warrant (over 17 years Court/Trials Important Y
of age). Activity Court
Provide the ability to track and maintain the Teen Court Adjudication - Teen
18 Court/Trials
following reports: Activity Court
TeenCourt Adjudication-Teen
19 # of teens per each court date Court/Trials Important Y
Activity Court
Statistical breakdown by each citation (by Teen Court Adjudication - Teen
20 Court/Trials Important Y
offense) Activity Court
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 80
Section 8.0 Adjudication - Teen Court
TeenCourt Adjudication-Teen
21 # of Teens by School, Age, Zip Code, Race Court/Triais Important Y
Activity Court
Teen Court Adjudication - Teen
22 Community Service Hours Completed Court/Trials Optional Y
Activity Court
Teen Court Adjudication - Teen
23 Hours Completed at City facilities Court/Trials Important Y
Activity Court
Form letters for parents in the event child is Teen Court Adjudication - Teen
24 Court/Trials Optional Y
removed from program Activity Court
Congratulations letter to teens who complete Teen Court Adjudication - Teen
25 the program Court/Trials Activity Court Optional Y
Provide the ability to exempt juveniles who have
an open Teen Court case from warrant Teen Court Adjudication - Teen
26 processing activities and from the actual Court/Trials Activity Court Essentiai Y
generation of warrants. By case type.
;ovide the ability to protect juvenile Teen Court Adjudication - Teen
Court/Trials Essential Y
,iformation and documents from public viewing. Activity Court
Provide the ability to log the attendance of Teen Court Adjudication - Teen
28 defendants, and jurors for classes or jury duty, Court/Trials Optional Y
Activity Court
etc.
Provide the ability for the judge to view
complaints, enter judgments via teen court Teen Court Adjudication - Teen
29 Court/Trials Important Y
queues which have had cases automatically Activity Court
routed to him/her.
Provide the ability to amend judgments.
Conditional Judgments are created at the
Teen Court Adjudication - Teen
30 referral; final judgments or orders of dismissal Court/Trials Important Y
will be generated when the juvenile completes Activity Court
or does not complete teen court.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
81
Section 8.0 Adjudication -Teen Court
Provide the ability forjudges to attach notes to
the judgment information for follow-up Teen Court Adjudication - Teen
31 processing by the Teen Court Clerk. Include a Court/Triais Important Y
Judge's Notes section on the Conditional Activity Court
ludgment.
32 Provide the ability to generate a docket list by Court/Trials Teen Court Adjudication -Teen �mportant Y
date, by Court, by time, by defendant. Activity Court
Provide the ability to automatically calculate and
Teen Court Adjudication - Teen
33 display the defendant's age based on his/her Court/Trials Optional Y
date of birth perthe date ofthe citation. Activity Court
Provide the ability to route cases to the
Municipal Courtjudge based on the delivery of Teen Court Adjudication - Teen
34 Court/Trials Important Y
data/documents, current dispositions, and/or Activity Court
expiration dates.
Provide the ability to display an alarm/message Teen Court Adjudication - Teen
35 Court/Trials
in the event: Activity Court
TeenCourt Adjudication-Teen
36 A case has been reset 1 or more times Court/Trials Optional Y
Activity Court
A student has participated in the teen court
TeenCourt Adjudication-Teen
37 program more than once within a two year Court/Trials Optional Y
period. Activity Court
Provide a daily batch produced list ofjuveniles
38 who entered into the system that have not Court/Trials Teen Court Adjudication -Teen Optional Y
enrolled for teen court within 30 days. Activity Court
Provide the ability to update the fine associated
with a Teen Court case and add administrative Teen Court Adjudication - Teen
39 Court/Trials Essential Y
fees when the juvenile is accepted into the Teen Activity Court
Court program.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 82
Section 8.0
The system shouid automatically calculate
administrative fees for Teen Court cases where a
40 Teen Court eligible case has been sent to
collections upon which the defendant appears
requesting Teen Court.
Prevent the payment of fines if juvenile has not
41 been removed from the teen court program.
Amount will be dismissed at the time of the
referral.
The system should provide the ability to track
42 juvenile community service hours for non-teen
court cases within the system.
�`
*,,�-�'` ,;
Adjudication -Teen Court
Teen Court Adjudication - Teen
Court/Trials
Activity Court
TeenCourt I Adjudication-Teen
Court/Trials
Activity Court
I Teen Court I Adjudication - Teen
Cou rt/Tria ls
Activity Court
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Important Y
Optional Y
Optional � Y
83
Section 8.0 Compliance - Warrants
B �
Automatically produce (and reproduce) VPTA affidavits
14 days after a violation becomes delinquent. The
New Violation of Compliance -
1 system shouid provide the ability for an administrator Important Y
Citations Promise to Appear Warrants
to use any violation codes as the criteria for the creation
of VPTA affidavits.
Provide the ability to automatically create (and
automatically populate the appropriate data fields) New Violation of Compliance -
Z based on the underiying citation at the same time the Citations Promise to Appear Warrants Optional Y
affidavit is created.
3 Provide the ability to automaticaily create the VPTA New Violation of Compliance - O tional Y
citation. Citations Promise to Appear Warrants p
Provide one centralized screen for warrant confirmation
processing. Access to warrant and defendant Warrant Compliance -
4 information should be easily accessible (and cross- Warrants Confirmation Warrants Essential Y
referenced by name/DOB, alias, dl#, car tag, etc.).
Provide the ability to view any document associated
with a case in warrant status including but not limited
Warrant Compliance -
5 to the image of the original citation, the complaint Warrants Essential Y
letter, the judgment and the warrant for the warrant Confirmation Warrants
confirmation.
The system should include flags on zero balance cases Warrant Compliance -
6 to notify clerk of zero balance status. Warrants Confirmation Warrants �mportant Y
The system's warrant alert screen should show the total Warrant Compliance -
� balance due. Warrants Confirmation Warrants �mportant Y
Provide the ability to queue confirmed cases to the City Warrant Compliance -
8 Warrants Important Y
Arraignment Court for disposition. Confirmation Warrants
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 84
Section 8.0 Compliance - Warrants
9 Provide the ability to monitor confirmed warrants for Warrants Warrant Compliance - Important Y
which there has been no response from other agencies. Confirmation Warrants
Provide the ability for an outside agency to
10 electronically search the Court system's warrant Warrants Warrant Compliance - Optional Y
database for confirmation procedures.
Confirmation Warrants
Provide the ability for the Warrant section to queue Warrant Compliance -
11 Warrants Important Y
cases to the Walk-In Court. Confirmation Warrants
Automate the generation of the Hit-Slip (tool used to
12 track the cases that have been confirmed on a specific Warrants Warrant Compliance - Important Y
individual). Confirmation Warrants
13 Provide a mechanism to bundle an individual's Warrants Warrant Compliance - Important Y
outstanding warrants for warrant tracking purposes. Confirmation Warrants
Provide the ability to store an image of any document Warrant Compliance -
]n Warrants Essentiai Y
•#ilized duringwarrant processing. Confirmation Warrants
ie system should generate and electronically deliver
Warrant Compliance -
i., the warrant confirmation to the requesting Warrants Important Y
agency/authority. Confirmation Warrants
16 Provide an alert to the judge indicating cash escrow Warrants Warrant Compliance - Important Y
associated with a defendant. Confirmation Warrants
1� Provide the ability to scan a document (hit list) and have Warrants warrant Compliance - Important Y
it associated with each associated case. Confirmation Warrants
18 Provide the ability to cascade changes to warrant �/�/arrants warrant Compiiance - �mportant Y
information through all associated cases. Confirmation Warrants
19 Provide the ability to queue eligible case to the Warrant Warrants Warrant Print Compliance - Essential Y
Sections. Processing Warrants
Provide the ability for the system to prompt the clerk if Warrant Print Compliance -
20 Warrants Important Y
it cannot flag a case for warrant. Processing Warrants
The system should prevent a case from being flagged
21 for warrant if it is ineligible based upon user defined Warrants Warrant Print Compliance - �mportant Y
criteria. Processing Warrants
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
85
Section 8.0 Compliance - Warrants
Warrant Print Compliance -
22 Provide the ability to unflag warrants. Warrants Important Y
Processing Warrants
Warrant Print Compliance -
23 Provide the ability to reflag warrants. Warrants Important Y
Processing Warrants
Provide the ability to electronically re-send information Warrant Print Compliance -
24 Warrants Optional Y
to region if it was not accepted by them initially. Processing Warrants
The system should automatically attach a notification to Warrant Print Compliance -
25 the case indicating that the case has been sent Warrants Optionai Y
electronically to the Region. Processing Warrants
Provide the ability to perform defendant searches by
warrant number if different from system generated Warrant Print Compliance -
26 case number. Upon finding the associated defendant, Warrants Important Y
Processing Warrants
the system is to list all of the outstanding warrants for
that same individual.
Provide the ability to perform defendant searches by Warrant Print Compliance -
27 Warrants Important Y �
entering a vehicle license number. Processing Warrants
Provide the ability to query warrants by age, sex, and/or Warrant Print Compliance -
28 Warrants Essential Y
DOB. Processing Warrants
Provide the ability to generate images of complaints Warrant Print Compliance -
29 Warrants Essential Y
and warrants. Processing Warrants
Provide the ability to queue warrants to the judge for Warrant Print Compliance -
30 Warrants Essential Y
review and signature. Processing Warrants
Provide the ability to route documents to the Warrant Print Compliance -
31 Warrants Important Y
appropriate sections. Processing Warrants
When an officer searches the Court system for vehicle Research Prior to ,N , i°� �;��I�,i�,� j
32 information: provide the following information for the Warrants Warrant Compliance - � p i ��� ;'',W
owner of the vehicle. Executions Warrants �, ;i 'I,
Research Prior to
Compliance -
33 Tag # Warrants Warrant Important Y
Warrants
Executions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 86
Section 8.0
34IMake of Vehicle
35 IModel of Vehicle
36 �Color of Vehicle
37 Provide a list of all defendants associated with a given
Vehicle Tag # when queried from the system.
38 Provide local arrest warrant information for any other
, cars tied to the individual in question.
ne system should queue warrants by geographic
�'`� Ilocation on one of the foilowing geographic basis:
40 �Mapsco Coordinates
41 �Zip Code
42 �Street Name by Block Number Range
43 �Police Department Patrol Division / Beat
Compliance - Warrants
Research Prior to
Warrants Warrant Compliance - �mportant
Wa rra nts
Executions
Research Prior to
Compliance -
Warrants Warrant Important
Wa rra nts
Executions
Research Prior to
Compliance -
Warrants Warrant Important
Warrants
Executions
Research Prior to
Compliance -
Warrants Warrant Important
Executions Warrants
Research Prior to
Compliance -
Warrants Warrant Important
Executions Warrants
Research Priorto
Warrants Warrant Compliance -
Warrants
Executions
Research Priorto
Compliance -
Warrants Warrant important
Warrants
Executions
Research Prior to
Compliance -
Warrants Warrant Important
W a rra nts
Executions
Research Prior to
Compliance -
Warrants Warrant Important
W a rra nts
Executions
Research Prior to
Compliance -
Warrants Warrant Important
Wa rra nts
Executions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Y
Y
Y
Y
Y
Y
Y
Y
Y
87
Section 8.0 Compliance - Warrants
Research Priorto �
Provide a warrant notice worksheet (printabie) Compliance - !i �
44 Warrants Warrant
containing the following information: Warrants I
Executions
Research Prior to
Compliance -
45 Lastthree I<nown addresses Warrants Warrant Important Y
Wa rra nts
Executions
Research Priorto
Defendant Information (height, weight, photo, DOB, Compliance -
46 Warrants Warrant Important Y
name, race, sex) Warrants
Executions
Research Priorto
Compliance -
47 Employer Information Warrants Warrant Important Y
Warrants
Executions
Research Prior to
Compliance -
48 Known Vehicle Information Warrants Warrant Important Y
Wa rra nts
Executions
Research Priorto
Warrant notices should be linked to a marshal that is Compliance -
49 attempting to serve a warrant. Warrants Warrant Warrants Optional Y
Executions
Research Priorto
Provide a web portal that Marshall's can access via a Compliance -
50 MDC to track activity completed in the field. Warrants Warrant Warrants Important Y
Executions
Research Priorto �
51 Produce productivity reports including the following: Warrants Warrant Compliance - �/ I� VI I �
i�
Executions Warrants � ,
Research Priorto
Compliance -
52 # of people arrests Warrants Warrant Important Y
Warrants
Executions
Research Prior to
Compliance -
53 # of warrants Warrants Warrant Important Y
Warrants
Executions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services $8
Section 8.0 Compliance - Warrants
Research Prior to
54 Activities completed that do not lead to arrest Warrants Warrant Compliance - Important Y
Warrants
Executions
Research Priorto
55 # of warrants attempted Warrants Warrant Compliance - Important Y
Warrants
Executions
Research Priorto
56 Dollar amount of warrants cleared by arrest Warrants Warrant Compliance - Important Y
Wa rra nts
Executions
Research Prior to
Breakdown of arrests by type of activity (interagency Compliance -
57 Warrants Warrant important Y
transfer, investigation, transport, traffic stop) Warrants
Executions
Research Prior to
58 # of warrants confirmed Warrants Warrant Compliance - �mportant Y
Executions Warrants
� Research Prior to
�� � of warrants scheduled Warrants Warrant Compliance - Important Y
Executions Warrants
Research Prior to
60 # of warrant alerts cleared Warrants Warrant Compliance - Important Y
Executions Warrants
Research Prior to
61 # of Tickets Issued Warrants Warrant Compliance - Important Y
Executions warrants
Research Priorto
62 Time in Court Warrants Warrant Compliance - Important Y
Executions Warrants
Research Prior to
63 Dollar Amount Cleared Warrants Warrant Compliance - Essential Y
Wa rra nts
Executions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
89
Section 8.0 Compliance - Warrants
Research Prior to
Compliance -
64 # of ticl<lers/notifications cieared per staff per day Warrants Warrant Important Y
Warrants
Executions
Research Prior to Compliance -
65 Arraignment Activity Warrants Warrant Important Y
Executions Warrants
Research Priorto
Compliance -
66 Provide the ability to filter productivity reports. Warrants Warrant Important Y
Executions Warrants
67 Provide the ability to: Warrants Warrant Compliance -
Executions Warrants
Distribute warrant data to regional office electronically Warrant Compliance -
68 in multiple formats fortraffic warrants. �/arrants Executions Warrants �mportant Y
Warrant Compliance -
69 Notify Region of warrant I<ills Warrants Important Y
Executions Warrants
Process arraignment activities in the case management Warrant Compliance -
70 Warrants Important Y
system. Executions Warrants
Provide the ability to electronically store served Warrant Compliance -
71 probable cause warrants after served (search & Warrants Important Y
Executions Warrants
seizures, etc.).
Provide the ability to electronically route served
probable cause warrants to the appropriate areas Warrant Compliance -
�Z (judge and Code) after served (demolition warrants, Warrants Executions Warrants Optional Y
etc.).
Provide the online ability for marshals to flag batches of
citations for phone calls made, 2nd/3rd notice mailed, Warrant Compliance -
73 arrest made, bond made, add-ons (referring to the Warrants Optional Y
Executions Warrants
paper worl< delivered to the arresting agency) , and field-
contact.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 90
Section 8.0
Compliance - Warrants
Provide the ability for mobile point of sale devices that
would allow the Marshalls to accept credit card
74 payments at the time the warrant is served and print a Warrants
receiptforthe defendant.
75 Provide the ability to email copies of served warrants to Warrants
the appropriate police department.
Provide the ability to identify cases which have been
76 processed by the collection agency vs. the marshals (for Warrants
collection agency payment purposes).
Provide photo id system for identification, false ID
77 issues, etc. (internal generation of photos and county Warrants
mu� shots).
Fort Worth RFP# 13-0207
Court Case Management Software and implementation Services
Warrant Compliance -
Optional
Executions Warrants
Warrant Compliance -
Executions Warrants Optional
Warrant Compliance -
Executions Warrants
Optional
Warrant I Compliance -
Optional
Executions Warrants
Y
Y
Y
Y
91
Section 8.0 Compliance - Bonds
► �� •. .
Provide the ability to prepare '
Other Agency Bond Compliance -
1 deposits/payments for other agencies via Cash/Mail Essential Y
the case management system. Distribution Bonds
Provide the ability to extract other agency
receipt transactions in a predefined Other Agency eond Compliance -
2 formatted file for the generation of Finance Cash/Mail Important Y
invoices into the BuySpeed system for the Distribution Bonds
processing of bonds.
Provide the ability to review bond
information in the court system, and to
void/reissue the bond payment through the Other Agency Bond Compliance -
3 Cash/Mail Important Y
Buy Speed interface due to discrepancies Distribution Bonds
found after deposits have been posted by
Finance.
Provide the ability to set
Compliance -
4 notifications/ticl<lers for appropriate time Court/Trials NISI/Summons Activity gonds Essential Y
periods.
Provide the ability to queue documents for
Compliance -
5 the judge and prosecutor for review and Court/Trials NISI/Summons Activity gonds Essential Y
processing.
Provide the ability to communicate to other
Compliance -
6 agencies that there is a disqualification of a Court/Trials NISI/Summons Activity gonds Optional Y
bondsman to post bond.
Provide the ability to assign sequential
Compliance -
7 numbers to NISI cases that are linked to the Court/Trials NISI/Summons Activity gonds �mportant Y
underlying ticket.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 92
Section 8.0
Compliance - Bonds
Provide the ability to distinguish between Compliance -
8 Cash and Surety NISI cases. Court/Trials NISI/Summons Activity gonds Important Y
Provide the ability to retain the same index
Compliance -
9 from the underlying NISI case but assign a Court/Trials NISI/Summons Activity Important Y
new/different case number
Bonds
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 93
Section 8.0 Compliance - Human Services
o �
Provide the ability to maintain and track
1 CTS activity in order to determine Human Credit Time Served Compliance - Human Im ortant Y
whether or not a prisoner has been Services (CTS) Services p
released.
Provide the ability to track money paid, Human Credit Time Served Compliance - Human
2 Essential Y
and jail time served. Services (CTS) Services
The system should provide access to
Human Credit Time Served Compliance - Human
3 warrant history to help determine Important Y
Services (CTS) Services
eligibility for Credit Time Served.
The system should record the following Human Credit Time Served Compliance - Human
4 forjail time: Services (CTS) Services
Human Credit Time Served Compiiance - Human
5 Date judge committed defendant Optional Y
Services (CTS) Services
6 Date incarcerated Human Credit Time Served Compliance - Human Optional Y ,
Services (CTS) Services
7 Date released Human Credit Time Served Compliance - Human �mportant Y
Services (CTS) Services
Human Credit Time Served Compliance - Human
8 Total Time in 1/2 hour increments Optional Y
Services (CTS) Services
Location where defendant was Human Credit Time Served Compliance - Human
9 incarcerated - table validated field Services (CTS) Services Optional Y
10 Released for any reason other than CTS Human Credit Time Served Compliance - Human Important Y
Services (CTS) Services
Ability to create electronic interfaces with
Human Credit Time Served Compliance - Human
11 outside service providers who host City of Optional Y
Fort Worth prisoners. Services (CTS) Services
Provide the ability to maintain, and track
Human Credit Time Served Compiiance - Human
12 proofs received (via mail, wall<-ins, and Important Y
Services (CTS) Services
arraignment court) for CTS.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 94
Section 8.0 Compliance - Human Services
Provide the ability for a defendant to
Human Credit Time Served Compliance - Human
13 request CTS via electronic interface or Optional Y
efiling system. Services (CTS) Services
Provide the ability to route CTS requests Human Credit Time Served Compliance - Human
14 to judge for review. Services (CTS) Services �mportant Y
Ability to schedule a person for a docket
Human Credit Time Served Compliance - Human
15 to present the CTS request before the important Y
judge.
Services (CTS) Services
The system should credit the defendants
case for credit time served based upon a Human Credit Time Served Compliance - Human
16 user defined rate per day based upon the Services (CTS) Services �mportant Y
judge and the case will be closed.
The system should have the ability to
tipture partial credit for time served and Human Credit Time Served Compliance - Human
Important Y
rorated based upon user defined criteria Services (CTS) Services
to one or many associated cases.
The system should generate a notice of
acceptance or denial including the
Human Credit Time Served Compliance - Human
18 defendants name, # of hours credited, Important Y
decision ofjudge and reason fordenial if Services (CTS) Services
applicable.
Provide the ability to send notice of
19 acceptance or denial to defendant Human Credit Time Served Compliance - Human �mportant Y
electronically. Services (CTS) Services
Provide an automated time payment plan
screen for Time Payment Plan (TPP)
20 activities where an individua) can make Human Time Payment Plan Compliance - Human Essential Y
restitution for outstanding citations over Services (TPP) Services
a court defined period of time.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 95
Section 8.0 Compliance - Human Services
Provide an efiling or kiosk based payment Human Time Payment Plan Compliance - Human
21 plan application process. Services (TPP) Services Optional C Zero Cost
Provide the ability to select citations for
Human Time Payment Plan Compliance - Human
22 inclusion on a payment plan by defendant Essential Y
Services (TPP) Services
name.
The Court system user should have the
23 ability to schedule the payment Human Time Payment Plan Compliance - Human Essential Y
Services (TPP) Services
installment amounts and dates.
If a case is adjudicated and the fine is
imposed, the judge can create the
payment plan in the court through a Human Time Payment Plan Compliance - Human
24 default setting (both time and amount) or Services (TPP) Services �mportant Y
amend the default amounts based upon
the judges discretion.
Upon creation of the payment plan, the
system should support an electronic Human Time Payment Plan Compliance - Human
25 Optional Y
signature via a signature pad a�d stored Services (TPP) Services
within the system.
The judge should have the ability to route
Human Time Payment Plan Compliance - Human
26 a case to a case worker for creation of a Important Y
payment plan. Services (TPP) Services
Provide a payment history screen showing
both credits and debits by transaction Human Time Payment Plan Compliance - Human
27 Essential Y
type for tracking the installment Services (TPP) Services
agreement.
Provide the ability to remove case records
from a time payment plan. A case added
to a payment plan in error can be deleted. Human Time Payment Plan Compliance - Human
Z$ Or a new plan can be generated on the Services (TPP) Services Essentiai Y
same cases if the previous plan has gone
delinquent.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 96
Section 8.0
Compliance - Human Services
For payment plans that will incur
additional fines or fees, the system should
Human Time Payment Plan Compliance - Human
29 calculate those fees and fines upfront and
create the payment plan based upon the Services (TPP) Services
total projected amount.
Human Time Payment Plan Compliance - Human
30 At the point of TPP initiation:
Services (TPP) Services
Automatically kill locai warrants.
31 Warrants will be killed because of court Human Time Payment Plan Compliance - Human
Services (TPP) Services
action.
3Z Clear ail TBS credit dates for applicable Human Time Payment Plan Compliance - Human
cases. Services (TPP) Services
_: Suspend all other court activity pending Human Time Payment Plan Compliance - Human
}mpletion of the payment plan. Services (TPP) Services
, r'rovide the caseworker the ability to
control the sequence of the citations
34 displayed on the screen. The order of the Human Time Payment Plan Compiiance - Human
cases should be displayed in the sequence Services (TPP) Services
in which the citations are to be paid at
the cashier's window.
35 Process monthly Payments - Human Time Payment Plan Compliance - Human
Services (TPP) Services
Provide the ability for the cashiers to view
36 the TPP screen for the processing of Human Time Payment Plan Compliance - Human
monthly payments. Services (TPP) Services
3� The system should provide a payment Human Time Payment Plan Compliance - Human
screen that shows current balance. Services (TPP) Services
38 When a case is paid in full, the system Human Time Payment Plan Compliance - Numan
should close the case. Services (TPPI Services
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Essential � Y
Important ( Y
Essential I Y
Essential I Y
Important � Y
Essentia) I Y
Essential Y
Essential Y
97
Section 8.0 Compliance - Human Services
Automatically queue TPP cases that are
39 delinquent for processing by the Human Time Payment Plan Compliance - Human Essential Y
Services (TPP) Services
caseworker each month.
The system will trigger Capias warrants
Human Time Payment Plan Compliance - Human
40 based upon notifications tied to Dunning Important Y
Services (TPP) Services
Levels.
The system will allow the caseworker to
make recommendations to the judge for Numan Time Payment Plan Compliance - Human
41 cases that should be submitted for Services (TPP) Services �mportant Y
indigency hearings.
Provide the ability to set up multiple TPP Human Time Payment Plan Compliance - Human
42 Essential Y
plans. Services (TPP) Services
For defendants who have an existing
payment plan, allow the judge to add
Human Time Payment Plan Compliance - Human
43 fines and fees from other cases to an Important Y
Services (TPP) Services
existing plan versus creating an entirely
new payment plan.
The system should preventthe
caseworker from simultaneously setting
44 up a citation for more than one payment Human Time Payment Plan Compliance - Human Important Y
plan by checking against a defendants Services (TPP) Services
record for other outstanding plans.
Provide the casework the ability to define
Human Time Payment Plan Compliance - Human
45 when delinquency notices wiil be issued Essential Y
by defendant. Services (TPP) Services
After the user defined # of days without
Human Time Payment Plan Compliance - Human
46 payment refer to collection agency and important Y
create a Capias warrant. Services (TPP) Services
Automate the update of the defendant
Human Time Payment Plan Compliance - Human
47 mailing address for all cases per the TPP Important Y
address entry. Services (TPP) Services
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 98
Section 8.0 Compliance - Human Services
The system should generate an order
Community
48 from thejudge documenting approval of Human Service/Work Compliance - Human Essential Y
Community Service. It should include the Services Services
judges signature. Release
Produce a community service agreement Human Community Compliance - Human
49 Service/Work
form which includes: Services Services
Release
Human Community Compliance - Human
50 Defendant Name Service/Work Important Y
Services Services
Release
Community
Human Compliance - Human
51 Defendant DOB Service/Work Important Y
Services Services
Release
Total Eligible Amount Owed (The Community
�. Human Compliance - Human
��Ilection fees are not eligible to be Service/Work Important Y
Services Services
'�uced via Community Service.) Release
, Community
53 Defendant Contact Information Human Service/Work Compliance - Human �mportant Y
Services Services
Release
Site Information (Site Contact, Address, Human Community Compliance - Human
54 Service/Work Important Y
Contact Information) Services Services
Release
Community
Human Compliance - Human
55 Required Completion Date Service/Work Important Y
Services Services
Release
Community
56 Total Hours to be Completed Human Service/Work Compliance - Human Important Y
Services Release Services
Place for Site Supervisor to record hours Community
Human Compliance - Human
57 when worked and to sign documenting Service/Work Important Y
approval. 5ervices Release Services
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 99
Section 8.0 Compliance - Human Services
The system should provide breakdown of Community
Human Compliance - Human
58 eligible costs that may be covered by Service/Work Important Y
Services Services
Community Service worl< hours. Release
Provide the ability to route community Human Community Compliance - Human
59 service orders directly to the caseworkers Service/Work Optional Y
from the courtroom. Services Release Services
Provide the ability to accept judge's Community
Human Compliance - Human
60 signature electronically on the community Service/Work Optional Y
Services Services
service orderform. Release
Produce an online sign-in log for the
queuing of customers for use in
Community
determining the order of customers to be Numan Compliance - Human
61 called bythe caseworkers. Will be Services Service/Work Services Optional Y
handled by the order in which cases Release
appear in queue.
Provide the ability to automatically route
new community service citations (append
additional cases to an existingjudgment Community
Human Compliance - Human
62 for community service) to the judge for Service/Work Important Y
review and approval. Case Worker will Services Release Services
schedule new case on walk in docket for
review by Judge.
Provide the ability to adjust fines (per Human Community Compliance - Human
63 judge order) based upon user defined Service/Work Important Y
Services Services
security. Release
Provide the ability to define and compile
Community
the community service pacl<et of Numan Compliance - Human
64 Service/Wori< Important Y
documents presented/prepared for the Services Release Services
customer.
Create and tracl<the defendant's work Community
Human Compliance - Human
65 assignments through the defendants Service/Work Important Y
completion of the program. Services Release Services
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 100
Section 8.0 Compliance - Human Services
Provide the ability to produce community
Community
service packets for every citation included Human Compliance - Human
66 Service/Work Essential Y
in the agreed upon community service Services Services
plan. Release
Provide the ability to produce and store
two versions of the work assignment
document. The first containing the Human Community Compliance - Human
67 information at the time the program is Service/Work Important Y
implemented. The second containing the Services Release Services
completed department information, and
containing the supervisor's final signature.
Provide the ability to route community
'':vice cases to the judge for
�ommendation/approval on customer's
Community
' requesting alternate methods of Human Compliance - Human
68 Service/Work Important Y
restitution for partially completed Services Services
community service. Queues for mail and
Release
if the defendant is present, scheduling
them for walk in court.
Provide the ability to route completed
Community
community service cases to the judge for Human Compliance - Human
69 credit approval and signature. Queuing as Services Service/Work Services Essential Y
described above. Release
Provide the ability to final community
service cases by automatically updating Community
Human Compliance - Human
70 the final disposition, and zeroing out the Service/Work Important Y
Services Services
balance. Conditions screen, Community Release
Service screen? And Options.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
101
Section 8.0 Compliance - Human Services
Provide the ability to automatically
Community
identify and queue delinquent community Human Compliance - Human
71 Service/Work Important Y
service and TPP cases (per expiration Services Release Services
dates).
Community �i, ; i� I ��
When identified the system should Human Compliance - Human
72 Service/Work
automatically: Services Release Services
Community
Human Compliance - Numan
73 Generate a capias warrant Service/Work Important Y
Services Release Services
Community
Human Compliance - Human
74 Generate the complaint, if applicable Service/Work Important Y
Services Release Services
Provide the ability to track the total
Community
number of people served and the dollar Human Compliance - Human
75 value for both community service and Services Service/Work Services Optional Y
Release
TPP. As addressed above.
Provide the ability to track community Community
Human Compliance - Human
76 service activity by department for cost Service/Work Optional Y
Services Services
statistics. Release
Provide the ability to reduce the
Community
judgment amount by the collection fee. Human Compliance - Human
�� Collection fee will be reduced when proof Services Service/Work Services Optional Y
Release
of completion is presented.
Electronically distribute community Community
Human Compliance - Human
78 service packets to the user department Service/Work Optional Y
via email. Iftechnicallyfeasible. Services Release Services
Provide the ability to identify potential
cases based upon the application for Compliance - Human
79 Community Court by a defined case Court/Trials Community Court Services Important Y
manager.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 102
Section 8.0 Compliance - Human Services
Provide the ability to receive and scan Compliance - Human
80 Court/Trials Community Court Essential Y
applications for Community Court. Services
Provide the ability to receive electronic
Compliance - Human
81 applications via email and attach the Court/Trials Community Court Optional Y
application to the case automatically. Services
Provide and maintain a list of approved
Compliance - Human
82 community service agencies who can file Court/Trials Community Court Important Y
applications on behalf of a defendant. Services
Provide the ability to automatically reject
an application for Community Court if the Compliance - Human
83 defendant has already participated in the Court/Trials Community Court Services Optional Y
program.
Provide the ability to kill warrants and
-ancel prior events based upon successful Compliance - Human
'::ceptance of an application for Court/Trials Community Court Services �mportant Y
�ommunity Court.
Provide the ability to automatically set all Compliance - Human
85 identified cases for Community Court. Court/Trials Community Court Services Important Y
Provide the ability to a place the
Compliance - Human
86 defendant on deferred/extended status Court/Trials Community Court Important Y
for up to 180 days. Services
Automatically set the defendant for a
Compliance - Human
87 compliance hearing based upon the Court/Trials Community Court Optional Y
Services
length of the deferred/extended status.
Generate a court order indicating the
conditions of deferral/extension and Compliance - Human
88 automaticaily attach the order to the Court/Trials Community Court Services �mportant Y
court case
Fort Worth RFP# 13-0207
Court Case Management Software and implementation Services 103
Section 8.0
Compliance - Human Services
Provide the ability to create one order per
89 defendant and link the one order to Court/Trials Community Court Compliance - Human Essential Y
multiple cases. Services
Provide the ability to flag a defendant as
90 completed Community Court to prevent Court/Triais Community Court Compliance - Human �mportant Y
them from applying for Community Court Services
a second time.
Provide the ability to automatically
91 generate a capias warrant at a user Court/Trials Community Court Compliance - Human Important Y
defined time if an individual fails to Services
comply with the terms of the deferral.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 104
Section 8.0 Compliance - Jail Arraignment
� •� - � �
The arraignment system should
Arraignment and Compliance -Jail �
1 capture the following information at Court/Trials i
the time of appearance: Magistrate Activity Arraignment
Arraignment and Compliance -Jail
2 Offender Name Court/Trials Essential Y
Magistrate Activity Arraignment
3 DOB Court/Trials Arraignment and Compliance -Jail Important Y
Magistrate Activity Arraignment
Arraignment and Compliance -Jail
4 Offense Court/Trials Important Y
Magistrate Activity Arraignment
5 Agency Court/Trials Arraignment and Compliance -Jail Important Y
Magistrate Activity Arraignment
'�nd Amount Court/Triais Arraignment and Compiiance -Jail Important Y
Magistrate Activity Arraignment
/ Warrant # Court/Trials Arraignment and Compliance -Jail �mportant Y
Magistrate Activity Arraignment
Provide the ability to retain images of interface with
Arraignment and Compliance - Jai)
8 arrest and search warrants with Court/Trials Essential Y Document
restricted access. Magistrate Activity Arraignment Management system
The system should provide the ability
to record a digital image of any person
Arraignment and Compliance -lail
9 who appears before the Court for Court/Trials Optional Y
arraignment whether in person or via Magistrate Activity Arraignment
video technology.
On Adult Warnings - Provide the ability
to capture an arraignment packet for
Arraignment and Compliance - Jail
10 the jail attendant, arraignment clerk Court/Trials Essentiai Y
and the judge to view the arraignment Magistrate Activity Arraignment
documents.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
105
Section 8.0 Compliance -lail Arraignment
Provide the ability to produce and
Arraignment and Compliance -Jail
11 distribute an arraignment log report at Court/Trials
the end of a shift with the following: Magistrate Activity Arraignment
, , Arraignment and Com liance - Jail
12 # of arrai nments er shift Court Trials p Im ortant Y
g p � Magistrate Activity Arraignment p
Arraignment and Compliance -Jail
13 Case Disposition Court/Trials Important Y
Magistrate Activity Arraignment
Provide the ability for the jail
attendants, judges office and warrant Arraignment and Compliance - Jail
14 supervisors to view the arraignment Court/Trials Magistrate Activity Arraignment �Ptional Y
log.
The system should provide access to
Police teletype systems to transmit Arraignment and Compliance -Jail
15 Court/Trials Optional Y
communications regarding prisoner Magistrate Activity Arraignment
dispositions.
Create an electronic form for TPP
applications. Staff is in the process of Arraignment and Compliance -Jail
16 Court/Trials Optional Y
developing an eForm to support this Magistrate Activity Arraignment
requirement.
The system should manage and track
Arraignment and Compliance -Jail
17 both search warrants and arrest Court/Triais Essentia) Y
Magistrate Activity Arraignment
warrants.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 106
Section 8.0 Document Management
e . �
Provide the ability to retrieve reports, General
1 forms, letters, etc. that are generated from Requireme Document Document Essential Y Yes, standard functionality.
Management Management
the system. nts
Complaints must be accessible by
departmental report number or FWPD General
Document Document
2 service number or any report number Requireme Essential Y Yes, standard functionality.
assigned (accident, incident number) by nts
Management Management
authorized users.
Provide ability to associate back file
documents (complaints and associated
General
documents) to a case. The back file Document Document
3 Requireme Important Y Yes, standard functionality.
_; rompiaints must follow the rules defined nts Management Management
'',� system generated complaints (i.e.
�uting and triggers).
Provide access and data modification at any General
4 stage of capture, storage and retrieval Requireme Document Document �mportant Y Yes, standard functionality.
simultaneously by authorized users. nts Management Management
Provide an alternative indexing solution for General
Document Document
5 the effective retrieval of documents Requireme important Y Yes, standard functionality.
without an associated case number. nts Management Management
Generai
The document management system should Document Document
6 at a minimum index by: Requireme Management Management
nts
General
7 Defendant/Offender Name Requireme Document Document Essential y Yes, can be configured to
Management Management accomplish this.
nts
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation 5ervices 107
Section 8.0 Document Management
General
8 Case # Requireme Document Document Essential Y Yes, can be configured to
nts
Management Management accomplish this.
General Document Document Yes, can be configured to
9 Ticket# Requireme Essential Y
Management Management accomplish this.
nts
General
10 Document ID Requireme Document Document Important Y Yes, can be configured to
Management Management accomplish this.
nts
General Document Document Yes, can be configured to
11 Document Entry Date Requireme Important Y
Management Management accomplish this.
nts
General
12 Provide the ability to store: Requireme Document Document
Management Management
nts '
General �
Document Document
13 Documents Requireme Management Management Essential Y Yes, standard functionality. .
nts
General
Document Document
14 TIFF Requireme important Y Yes, standard functionality.
Management Management
nts
General
Document Document
15 JPG Requireme Important Y Yes, standard functionality.
� Management Management
nts
General
Document Document
16 PDF Requireme Important Y Yes, standard functionality.
Management Management
nts
General
Document Document
17 Video Requireme Management Management �mportant Y Yes, standard functionality.
nts
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 108
Section 8.0 Document Management
General
Document Document
18 Audio Requireme Important Y Yes, standard functionality.
Management Management
nts
General Document Document We can store the JPG that a
19 Provide ability to capture fingerprints. Requireme Optional Y
nts
Management Management fingerprint scanner produces.
Provide duplex scan capability with the General
Document Document
20 system recognizing and not scoring blank Requireme Important Y Yes, standard functionality.
pages. nts
Management Management
Access to scanned documents by the
issuing departments (police, code General Document Document
Z1 compliance, health, fire, etc.) based upon Reants me Management Management Important Y Yes, standard functionality.
system security.
The document management system should General Document Document
?""'�pw for the searching of any text element Requireme Important Y Yes, standard functionality.
'i file. nts Management Management
�, ne system should provide OCR read General
capability and populate data elements with Document Document
Z3 the CMS system including the following ReQnts me Management Management
areas:
General
24 Return mail Requireme Document Document �mportant Y Yes, standard functionality.
Management Management
nts
General
Document Document
25 Parking ticket entry Requireme Important Y Yes, standard functionality.
Management Management
nts
General
Document Document
26 Citation entry Requireme Important Y Yes, standard functionality.
Management Management
nts
General
Document Document
27 Payment processing Requireme Important Y Yes, standard functionality.
Management Management
nts
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
109
Section 8.0 Document Management
The system should accommodate non- General Document Document
28 Requireme Important
standard size documents for scanning. nts Management Management
Provide eFiling input, retrieval and storage General
Document Document
29 capabilities for pre-trial motions, rulings, Requireme Optional
and related materials nts Management Management
General
Document Document
30 Input, retrieval and storage capabilities for: Requireme
Management Management
nts
General
Document Document
31 Police Offense Reports Requireme Essential
Management Management
nts
General
Document Document
32 Code Enforcement Reports Requireme Essentia)
nts
Management Management
General
Document Document
33 Environment Reports Requireme Essential
Management Management
nts
General
Document Document
34 Fire Investigation Reports Requireme Essential
Management Management
nts
General
35 Motions Requireme Document Document Important
Management Management
nts
General
36 Case Notes Requireme Document Document Important
nts
Management Management
General
37 IOC's Requireme Document Document Important
Management Management
nts
Y � Yes, standard functionality.
Yes, standard functionality.
Y ( Yes, standard functionality.
Y � Yes, standard functionality.
Y
Y
Y
Y
Y
Yes, standard functionality..
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 110
Section 8.0
Document Management
General
38 Faxes Requireme Document Document �mportant Y
Management Management
nts
General
39 Letters of Representation Requireme Document Document �mportant Y
nts
Management Management
General
40 Case Correspondence Requireme Document Document �mportant Y
nts
Management Management
General
41 Case Evidence Requireme Document Document Important Y
nts
Management Management
General
Provide standard bar code scanning Document Document
42 Requireme Important Y
capabilities according to standards. Management Management
� nts
' General
ovide OCR/ICR/Barcoding (with field Document Document
4� �' Requireme Important Y
indexing) capabilities. nts Management Management
Provide the ability to create new versions
of scanned images when General
Document Document
44 corrections/updates are made to the Requireme Important Y
document while maintaining each prior nts Management Management
version.
Provide file annotation capability with General
Document Document
45 flagging ability for internal and external Requireme Important Y
Management Management
users. nts
Provide ability to have simultaneous view
General
of cases on screen during trials (to include Document Document
46 Requireme Optional Y
ludge, prosecutor, defense attorney and/or nts Management Management
defendant, and jury panel).
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
111
Section 8.0 Document Management
Provide the ability to access any
General
photographic or digital images of arrestees Document Document
47 Requireme Important
along with their personal identification Management Management
information.
nts
Provide electronic signature capabilities General
Document Document
48 using email or digital signature Requireme important
functionality. nts Management Management
Provide the ability to appiy rules regarding General
Document Document
49 the type of electronic signature to be Requireme Important
applied to a document. nts Management Management
Provide the ability to electronically apply General Document Document
50 Requireme Important
notary stamp to documents (complaint). nts Management Management
Provide the capability for regular
recopying, reformatting, and other
General
necessary maintenance to ensure the Document Document
51 Requireme Important
retention and usability of electronic nts Management Management
records until the expiration of their
retention periods.
General
SZ Provide the ability to recognize and report Requireme Document Document Optional
duplicate documents. nts Management Management
General
Provide the ability to scan true color pocument Document
53 Requireme Important
documents or images. nts Management Management
Provide the ability to scan a variety of General
Document Document
54 tones to one uniform tone (some Requireme Important
jacl<ets/documents are light/darl<). nts Management Management
General
Provide the ability to restrict access and/or pocument Document
55 Requireme Important
updates to specific documents. nts Management Management
Y ( Yes, standard functionality.
Y
Y
Y
Y
Y
Y
Y
Y
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functio�alit�
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
Yes, standard functionality.
�
�
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 112
Section 8.0 Document Management
Provide the ability to delete scanned General
Document Document
56 documents based upon system defined Requireme Management Management Important Y Yes, standard functionality.
security. nts
General
Provide the ability to attach copies of Document Document
57 Requireme
documents to: nts Management Management
General
58 Emails Requireme Document Document �mportant Y Yes, standard functionality.
nts
Management Management
General
Document Document
59 Word Documents Requireme Important Y Yes, standard functionality.
Management Management
nts
General
Document Document
60 Excel Documents Requireme Important Y Yes, standard functionality.
Management Management
nts
� system should contain a records
, z'tention management tool that allows the General
61 user, based upon system security, to Requireme Document Document Essential Y
establish records retention parameters nts Management Management
based upon record type.
General
Provide the ability to assign a retention Document Document
6Z schedule at the creation of the record. Requireme Management Management Important Y eCourt Fucntionality
nts
Provide an administrative process that General
Document Document
63 generates a queue of records that are Requireme Important Y eCourt Fucntionality
scheduled and ready to be purged. nts Management Management
Provide an administrative process that General
64 generates a list of records that are ready Requireme Document Document �mportant Y eCourt Fucntionality
for purging. nts Management Management
The system should automaticaily purge all General
Document Document
65 records that have met the conditions Requireme Important Y eCourt Fucntionality
specified in the retention schedule. nts Management Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 113
Section 8.0 Document Management
Provide override capability whereby a user General
Document Document
66 can prevent the purging of a document Requireme Important
based upon user defined security. nts Management Management
Provide the ability to identify records as General
67 public or private based upon user defined Requireme Document Document Important
Management Management
pa ra meters. nts
Provide an encryption mechanism that General Document Document
68 Requireme Important
encrypts electronic signatures. nts Management Management
69 Provide reports from the document Re eu reme Document Document
managementsystem including: ants Management Management
Total # of documents imaged by day, General Document Document
70 Requireme Important
month, year nts Management Management
Total # of documents imaged by General Document Document
71 , Requireme Important
individual/user nts Management Management
Provide the ability to log and view the General
72 transaction and disposition activity of all Requireme Document Document
citations. Log must inciude: nts Management Management
General
Document Document
73 Entry/Update Date and Time Requireme Important
Management Management
nts
General
74 User ld Requireme Document Document Important
Management Management
nts
General
75 PC IP Address Requireme Document Document Important
Management Management
nts
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
u
Y
eCourt Fucntionality
eCourt Fucntionality
Y eCourt Fucntionality
Y Standard Report
Y Standard Report
Y
Y
Y
114
Section 8.0
76 �Disposition/Transaction Codes
Document Management
General
Document Document
Requireme Important
nts
Management Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 115
Section 8.0 Case Management
B •� •� •
1 The system shouid automatically generate or Court/Trials Sets Case Essential Y
create complaints based upon legal requirements. Management
Provide the ability to review complaints, and Case
2 Court/Trials Sets Essential Y
make corrections as needed. Management
Provide the ability to maintain and update
3 defendant, attorney, officer and witness Court/Trials Sets Case Essential Y
information. Management
Updates for defendant, attorney, officer and
witnesses will provide the option to the court Case
4 clerk to update the change to all open cases for Court/Trials Sets Management Essential Y
the defendant, attorney, officer and or witness. ;
Provide an automated electronic docket listing for
S court docket for a selected court room at a Court/Trials Sets Case Essential Y
selected time.
Management
Provide the ability to prompt staff to make sure
6 all steps have been completed as the case gets Court/Trials Sets Case Optional Y
set for trial. Management
The system should allow a specific limit on the
7 number of resets allowed before dismissal due to Court/Trials Sets Case Optional Y
officer's non-appearance.
Management
The system should include a bar code or QR code
Case
8 on the setting notice to reduce entry time and Court/Trials Sets Optional Y
create a receipt confirmation. Management
The system should provide a workload
9 management report/screen that allows users to Court/Trials Sets Case Optional Y
determine the upcoming workload for a specific Management
docl<et.
Fort Worth RFP# 13-0207
Court Case Management Software and Impiementation Services 116
Section 8.0 Case Management
Case
10 Schedule Events based on: Court/Trials Sets
Management
Case
11 Attorneyavailability(forjurytrials) Court/Trials Sets Important Y
Management
Case
12 Officer's availability regardless of the docket type Court/Trials Sets Essential Y
Management
13 Judge's court date Court/Trials Sets Case Important Y
Management
14 Provide the ability to search for a triai docket by: Court/Trials Sets
Case
Management
Case
15 Court/Set Date Court/Trials Sets Essentia) Y
Management
Case
16 Court/Set Date/Time Court/Trials Sets Essential Y
Management
ficer ID Court/Trials Sets Case Important Y
Management
18 Attorney ID Court/Trials Sets Case �mportant Y
Management
Case
19 Bond ID Court/Trials Sets Important Y
Management
Case
20 Defendant Name Court/Trials Sets Essential Y
Management
Case
21 Witness Name Court/Trials Sets Important Y
Management
Provide case setting statistics which includes the
Case
22 following information for each defined court Court/Trials Sets
date: Management
23 Total Set Court/Trials Sets Case �mportant R
Management
Case
24 Total Pending Settings Court/Trials Sets Important R
Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
117
Section 8.0 Case Management
25 Tota) Reset Court/Trials Sets Case Important R
Management
26 Total Cleared Court/Trials Sets Case Important R
Management
27 Total Prose Cases Court/Trials Sets Case �mportant R
Management
28 Total Attorney Cases Court/Trials Sets Case Important R
Management
Case
29 Total Traffic Citations Court/Trials Sets Important R
Management
30 Total General Citations Court/Trials Sets Case �mportant R
Management
31 Total Accident Dockets Court/Trials Sets Case Important R
Management
32 Total Hearings Court/Trials Sets Case Important R
Management
Provide setting statistics for all dockets broken Case �'
33 Court/Trials Sets
down by: Management
34 Daily Court/Triais Sets Case Important R
Management
35 Weekly Court/Trials Sets Case Important R
Management
36 Monthly Court/Trials Sets Case Important R
Management
37 Quarterly Court/Trials Sets Case Important R
Management
38 Year�y Court/Trials Sets Case �mportant R
Management
39 Provide the oniine display of case set statistics for Court/Trials Sets Case
each citation. Set Statistics may include: Management
40 Prose Pretrial Court/Trials Sets Case �mportant R
Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 118
Section 8.0
Case Management
Case
41 Prose Bench Trial Court/Trials Sets Important R
Management
Case
42 ProseluryTrial Court/Trials Sets Important R
Management
Case
43 Attorney Pretrial Court/Trials Sets Important R
Management
� 44 Attorney Plea Court/Trials Sets Case Important R
Management
Case
45 AttorneyJuryTrial Court/Trials Sets Important R
Management
Case
46 Attorney Bench Trial Court/Trials Sets Important R
Management
Case
47 Total Number of time set for Court Court/Trials Sets Important R
Management
� Batch
�vide the ability to set and reset cases for court Controlled Case
� c`hrough batch processing. Court/Trials Calendar Management Essential Y
Resets
Batch
The new court set dates should be defined by the Controlled Case
49 entry of reset date, time, and court for each case. Court/Trials Calendar Management Important Y
Resets
Batch
Provide a preliminary batch reset notification to Controlled Case
50 show conflicts in court dates and officer Court/Trials Important Y
Calendar Management
schedules.
Resets
Provide a process to allow a court clerk to review Batch
the set and reset dates for a cases set/reset Controlled Case
51 through the batch process and flag the cases as Court/Trials Calendar Management Important Y
reviewed. Resets
Automatically, through batch processing, produce Setting Case
52 Court/Trials
a: Notices Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 119
Section 8.0 Case Management
Setting Case
53 List of cases set for court Court/Trials Essential Y
Notices Management
Produce setting notices for defendants, witnesses Setting Case
54 and attorneys Court/Trials Notices Management Essential Y
Provide the ability to control the printing of
55 GENERAL and DOCKET SPECIFIC verbiage on Court/Trials Setting Case Essentia) Y
setting notices through administrative docket Notices Management
control tables.
Provide the ability to electronically deliver setting
Setting Case
56 notices to all parties via email, text message and Court/Trials Optional Y
automated phone recording. Notices Management
Provide the ability to consolidate multiple cases Setting Case
57 Court/Trials Essential Y
onto a single setting notice. Notices Management
Provide ability to flag citations requiring witness
appearance and allow the entry of witness Witness Case
58 information at the time the citation is entered Court/Trials Letters Management Important Y
and/or when case is set for court.
Provide the ability to control the printing of either
a witness letter or subpoena at the time a setting Witness Case
59 Court/Trials important Y
notice is printed, or at the time the case is flagged Letters Management
for a one time printing of a(etter/subpoena.
Provide the ability to control the reprinting of
Witness Case
60 witness letters and subpoenas through a batch Court/Trials Important Y
Letters Management
process.
Provide the ability to clear the print request to Witness Case
61 produce witness letters and subpoenas. Court/Tria�s Letters Management Important Y
Provide the ability to inactivate witness records
Witness Case
62 for the control of processing of witness notices or Court/Trials Important Y
letters based upon type of hearing. Letters Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 120
Section 8.0
Case Management
Provide a mechanism to override the generation Witness Case
63 Court/Trials Important Y
of witness setting notices. Letters Management
Provide the ability to cross reference witness Witness Case
64 Court/Trials Important Y
citations per the entry of a witness name. Letters Management
Provide the ability to route court schedules, case Officer
documents and other information to the officer Notification Case
65 Court/Trials Essential Y
associated with a citation and prompt the officer of Court Management
to review the material. Date
Provide the ability for the officer to respond to Officer
Notification Case
66 required cases by selecting, "recall" or "not recall" Court/Trials Essential Y
the specific citation. of Court Management
Date
Provide the ability to escalate cases to the police Officer
liaison where the officer has not reviewed the Notification Case
67 ?quired case documents prior to the scheduled Court/Trials of Court Management Important Y
lurt date. Date
Provide the ability to control the printing of the Officer
Notification Case
68 officer notification (for court appearance) on trial Court/Trials of Court Management �mportant Y
dockets. Date
The bottom legend ofthe officertrial dockets Officer
Notification Case
69 may consist of the following values regarding Court/Trials of Court Management
officer notification:
Date
Officer may be required to appear, Subpeona'd, Officer
Notification Case
70 dependent on Event Type - may be excused by Court/Trials of Court Management �mportant Y
Prosecutor - noted in Event Notes.
Date
Officer
Officer required to appear. Subpoena'd, Notification Case
71 dependent on Event Type Court/Trials of Court Management Important Y
Date
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
121
Section 8.0 Case Management
Officer
Officer NOT required to appear - Not Subpoena's, Notification Case
�Z dependent on Event Type Court/Trials of Court Management Important Y
Date
Display the officer's set frequency totals for the Officer Case
73 current and previous month. Court/Trials Information Management �mportant Y
Display and maintain a list of available court
dates, to be user defined by court policies and Officer Case
74 procedures, based upon event type for each Court/Trials
officer for each month. The court dates Information Management
information is to include:
75 Court Number I Court/Trials I Officer ( Case I Essential Y
Information Management
76 Day of the Weel< Court/Trials Officer Case �mportant Y
I�formation Management
77 Time Court/Trials Officer Case �mportant Y
Information Management
Officer Case
78 Weel<ofthe Month. Court/Trials �nformation Management Essential Y
Display, maintain and update a calendarfor each
Officer Case
79 officer which contains work schedule, non Court/Trials Important Y
working days and vacation days. Information Management
Provide the ability to deactivate or reactivate the
Officer Case
80 schedule/calendar for an officer who is no longer Court/Trials Information Management Essential Y
emeloved or is on leave.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 1z2
Section 8.0
Case Management
Ability to select all cases to be set or reset for an
Case
81 officer, attorney and/or defendant and then set Court/Trials Sets Essential Y
the case via batch process. Management
Display the attorney's set frequency totals for the Attorney Case
82 Court/Trials Optional Y
current and previous month. Information Management
Display, maintain and update a calendar for each
Attorney Case
83 attorney which contains their specific vacation Court/Triais Important Y
Information Management
days.
Provide the ability, based upon Event Type, to flag
Attorney Case
84 a case to generate notices for delivery to the Court/Trials Important Y
Information Management
attorney only.
Provide the ability to deactivate or reactivate an
Attorney Case
85 attorney without deleting any case history Court/Trials Important Y
�ssociated with the attorney. information Management
�vide the ability to add, remove or substitute
an attorney for an active case while maintaining Attorney Case
86 the historical association of the attorney with the Court/Trials Information Management �mportant Y
case.
Provide the ability to maintain bondsman Attorney Case
$� information. Court/Trials �nformation Management Important Y
Provide the ability to set a case for arraignment Case
88 or trial automatically based upon case type. Court/Trials Sets Management Essential Y
Create a multi-event note for docket check and Case
89 an auto add for multiple violations. Court/Trials Sets Mana�ement �mportant Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
123
Section 8.0 Juror System
, � .
Ability to import a juror list from a source
1 system such as the state DPS, Voter Court/Trials Juror System Juror System Important Y
Registration and/orthe County system.
Ability to determine eligibility requirements for
2 juror selection based upon user defined Court/Trials Juror System Juror System Important Y
criteria such as city of residence.
Ability to select a pool orjurors based upon a
3 Court/Trials Juror System Juror System Essential Y
random selection algorithm.
Ability to generate notices to selected jurors
4 Court/Trials JurorSystem JurorSystem Essential Y
indicating the report date, time and location.
Ability to determine the number of jurors
5 Court/Trials JurorSystem JurorSystem Important Y
required based upon upcoming court calendar.
Provide the ability for potential jurors to
6 complete and file a qualifications Court/Trials Juror System Juror System Important Y
questionnaire.
Provide the ability for the juror to file
7 exceptions based upon the qualifications Court/Trials Juror System Juror System Important Y
response.
Provide the ability for the potential juror to
submit documentation online. Examples of
8 Court/Trials Juror System Juror System Optional N
documentation would include Dr's.' note,
person in household that is handicapped, etc.
Provide the ability to generate (hard copy or
electronic format) a confirmation of exemption
9 which can be mailed to individuals who Court/Trials Juror System Juror System Important Y
requested exemption.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 124
Section 8.0
Juror System
Provide the ability for the potential juror to
10 request a reset if they are unavailable for the Court/Trials Juror System Juror System Important
selected dates.
11 Provide the ability to record required Court/Trials Juror System luror System Important
accommodations required for a juror.
Provide the ability for the potential juror to
12 check-in via online website or by presenting Court/Trials Juror System Juror System Optional
oneself in person to a City staff inember.
Provide the ability to automatically shuffle the
13 �uror list upon check-in. Court/Trials Juror System Juror System Important
14 Provide the ability to reshuffle the juror list Court/Trials Juror System Juror System Important
one time at the request of an attorney.
Provide the ability to assign jurors to specific
15 Court/Trials Juror System Juror System Essentia)
courts and court locations.
`'+-ovide the ability to create a list of selected
Court/Trials JurorSystem JurorSystem Important
ors.
��rovide a list of jurors who were struck from
17 the potential pool ofjurors. Court/Trials JurorSystem JurorSystem Important
Provide the ability to remove a juror from the
18 pool of potential jurors after serving one term Court/Trials Juror System Juror System Important
for a user defined period of time.
19 Provide the ability to generate a juror voucher Court/Trials Juror System Juror System Important
that can be redeemed for payment.
Provide the ability to generate a certificate of
20 service documenting completion ofjury Court/Trials Juror System Juror System Important
service.
Z1 Allow for a juror to be scheduled for one or Court/Trials Juror System Juror System important
more days of service.
ZZ Provide the ability to record and associate the Court/Trials Juror System Juror System Important
case number with each juror's service.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
125
Section 8.0 Quality Control
e •�
1 Ability to interface with the TXDMV and Miscellaneous State License Quality Control Essential Y
bring in registered owner information. Admin Activity Tag
Generate required reports in a format Benchmark
2 Reporting Quality Control
acceptable to the state agency: Reports
Texas Comptroller's - State of Texas Benchmark
3 Reporting Quality Control Essential R
Quarterly Court Costs and Fees Reports
Texas Parks and Wildlife - Marine and Benchmark
4 Water Safety Report Reporting Reports Quality Control Essential R
Office of Court Administration - Court Benchmark
5 Reporting Quality Control Essential R
Statistics Reports
Office of Court Administration - In House Benchmark ,
6 Reporting Quality Control Essential R
Collections Reports
Benchmark
7 External Auditor - Total System Activity Reporting Quality Control Essential R
Reports
eenchmark
8 Texas Motor Carrier Weight Report Reporting Quality Control Essential R
Reports
Provide integration with the Texas
Department of Public safety for the Miscellaneous Monthly
9 Quality Control Essential R
electronic transmission of convictions to Admin Activity Convictions
driving records.
Provide supervisory security controls for
the authorization of convictions to state Miscellaneous Monthly
10 ' Quality Control Essential R
and for the generation of conviction Admin Activity Convictions
correction letters.
Provide a warning message in the event Miscellaneous Monthly
11 the conviction correction's associated Quality Contro) Important R
citation has not actually been dismissed. Admin Activity Convictions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 126
Section 8.0 Quality Control
Provide the ability to reconfigure the
12 criteria for conviction letters/reports sent Miscellaneous Monthiy Quality Control Important R
to DPS (i.e. add additional violations). Admin Activity Convictions
Provide audit trail (date, time, userid of Miscellaneous Monthly
13 the conviction correction) forthe tracking Quality Controi Important R
of conviction correction requests.
Admin Activity Convictions
14 Associate the CFW violation code with the Miscellaneous Monthly
state offense code. Admin Activity Convictions Quality Control Essential R
Design the layout of the forms/letters sent
15 to state using the existing DPS forms (i.e. Miscellaneous Monthly Quality Control Important R
DIC15, DIC81, DIC16) as the template. Admin Activity Convictions
'rovide the ability to remove all
Expunction
_� "references to a page or record that has Records Quality Control Essential R
been expunged from the index. Activities
Provide system security that utilizes
17 multiple levels of workflow to identify, Records Expunction Quality Control Important Y
prepare and expunge the identified Activities
record.
Pull and/or hold record expunction
18 capability (physical or indexed expunction) Records Expunction Quality Control Essential Y
to comply with state mandate. Activities
19 Provide the ability to expunge all backup Records Expunction Quality Control Essential Y
data files. Activities
Provide an audit trail of electronic Expunction
20 Records Quality Control Important Y
expunctions. Activities
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 127
Section 8.0 Quality Control
Generate all expunction request forms
and confirmation letters. Utilize mail Expunction
21 Records Quality Control Important Y
merge processing for the certified mail- Activities
out to all agencies.
The system should utilize a electronic
process where court records can be Court Records
22 Records Quality Control Important Y
requested, with the request stored on the Request
court case.
Provide a Court Self Service system that
allows the public to search for public court
23 records and present a display to the Records Court Records Quality Control Important Y THIS IS DONE THROUGH
requestor based upon the search results Request ECOURTPUBLIC
with private information on the case
redacted.
Provide the ability to electronically �
log/track public information requests (by Court Records �
24 requestor, request #, defendant name, Records Request Quality Control Optional Y '
case#, and/or request date) via an online
request log.
Provide the ability to classify documents
25 and data as public or non-public Records Court Records Quality Control Essential Y
information. Request
Provide the capability to automatically Records
Retention,
trackthe retention period of records in
Z6 accordance with the City of Fort Worth's Records Disposition and Quality Control important Y
Destruction
records retention schedule.
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 128
Section 8.0 Quality Control
Provide a mechanism for the definition Records
and later amendment of a rule base of Retention,
27 retention and disposal rules (afterwards Records Disposition and Quality Control Essential Y
called retention schedules), each of which Destruction
can be allocated to record type. Activity
Support a unique identifier for each Records
Retention,
28 retention schedule. (unique ID# to point Records Disposition and Quality Control Essential Y
to the record series level or the folder
level) Destruction
Activity
Enable an authorized user to re-define an
existing retention schedule in the Records
retention schedule rule base, and ensure Retention,
l�at the re-definition takes force on all the Records Disposition and Quality Control Important Y
'objects to which that schedule is already Destruction
allocated. Activity
Capable of maintaining a history of Records
Retention,
30 changes to retention schedules, the date Records Disposition and Quality Control Important Y
at which the change was made, and the
reason for the change. Destruction
Activity
Records
Support retention schedules which consist Retention,
31 Records Disposition and Quality Control
of:
Destruction
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and implementation Services 129
Section 8.0 Quality Control
Time retentions, where records are Records
Retention,
eligible for disposal immediately after
32 Records Disposition and Quality Control Important Y
completion of a fixed period of time i.e.,
(2 years) Destruction
Activity
Records
Event Retentions, where records are
eligible for disposal immediately after a Retention,
33 specified event takes place i.e., (Until Records Disposition and Quality Control Important Y
Superseded) Destruction
Activity
Time-Event Retention, where the Records
retention periods or records are triggered Retention, ,
34 after a specified event takes place but in a Records Disposition and Quality Control Important Y
fixed period of time i.e., (Resolution or Destruction ,
dismissal of complaint+ 2 years) Activity
Records
Support retention periods which can be Retention,
35 Records Disposition and Quality Control
expressed as a period of either:
Destruction
Activity
Records
a number of whole months from one to Retention,
36 eleven months Records Disposition and Quality Control Important Y
Destr�ction
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 130
Section 8.0 Quality Control
Records
a number of whole years, from one to 100 Retention,
37 Records Disposition and Quality Control Important Y
years.
Destruction
Activity
Records
Retention,
38 a combination of whole months and years. Records Disposition and Quality Control Important Y
Destruction
Activity
Records
Retention,
' permanent record. Records Disposition and Quality Control Important Y
Destruction
� Activity
Records
Provide the ability to define specific event Retention,
40 types which will automaticallytriggerthe Records Disposition and Quality Control Important Y
commencement of a retention period. Destruction
Activity
Support externai event types which can Records
automatically trigger commencement of a Retention,
41 retention period which occurs outside the Records Disposition and Quality Control Optional Y
normal retention schedule (i.e. Destruction
expunctions), and must: Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 131
Section 8.0 Quality Control
Records
enable an authorized user to notify the
Retention,
42 system that a specified event has occurred Records Disposition and Quality Control Important Y
Destruction
Activity
Records
enable an authorized user to notify the Retention,
43 system of the effective date on which the Records Disposition and Quality Control Important Y
event occurred Destruction
Activity
automatically trigger the retention period Records
when notification of the event is received Retention, ,
44 by the system, without requiring explicit Records Disposition and Quality Control important Y
amendment of each retention schedule Destruction ,
which is activated. Activity
Records
Support the allocation of disposai Retention,
45 instructions as part of a retention Records Disposition and Quality Control
schedule which include: Destruction
Activity
Records
Retention,
46 review Records Disposition and Quality Control Important Y
Destruction
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 132
Section 8.0 Quality Control
Records
Retention,
47 destruction Records Disposition and Quality Control Important Y
Destruction
Activity
Records
Provide the ability to record a general Retention,
48 Records Disposition and Quality Control Important Y
description of all records purged.
Destruction
Activity
Records
, Capable of restricting the ability to Retention,
''Jlocate and re-allocate retention Records Disposition and Quality Control Important Y
�chedules to authorized users. Destruction
� Activity
Records
Every record in a file or record type must Retention,
50 be governed by the retention schedule Records Disposition and Quality Control Important Y
associated with that file or record type. Destruction
Activity
Records
Automated identification and reporting of Retention,
51 records that have met their retention Records Disposition and Quality Control Essential Y
period and are eligible for purging. Destruction
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
133
Section 8.0 Quality Control
Provide the capability to cutoff or close a Records
file once it has been reported as eligible Retention,
52 for destruction, effectively closing it so no Records Disposition and Quality Control Important Y
additional records can be added to the Destruction
file. Activity
Provide for individual file and batch, Records
purging of records in accordance with Retention,
53 authorized and approved records Records Disposition and Quality Control Essential Y
retention schedules and destruction policy Destruction
and procedure. Activity
Enable a disposal hold to be placed on a
case or group of cases by an authorized Records
user, which has the effect of pausing the Retention,
54 disposal process (i.e. no disposal action Records Disposition and Quality Control Important Y
can be tal<en on the folders and the Destruction
records contained while the hold is in Activity
place).
Records
Prevent any case or record which has a
Retention,
55 disposal hold placed on it from being Records Disposition and Quality Control Important Y
purged by an Administrator, outside of
the disposal process. Destruction
Activity
Capable of reporting on cases and records Records
which have a disposal hold placed on Retention,
56 them, and enabie such a hold to be Records Disposition and Quality Control Important Y
removed by an authorized user only. Destruction
Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 134
Section 8.0 Quality Control
The system should include a workflow Records
process that ensures a final approval is Retention,
57 completed before the purging of records Records Disposition and Quality Control Important Y
is executed for records that have been Destruction
approved for destruction. Activity
Records
System must be compliant with electronic Retention,
58 records standards and procedures Records Disposition and Quality Control
prescribed by the state in; Destruction
Activity
Records
l_ocal Government Code, Chapter 205, Retention,
lectronic Storage of Records
Records Disposition and Quality Control Essential Y
Destruction
Activity
Records
Texas Administrative Code Title 13, Retention,
60 Chapter 7, Electronic Records Standards Records Disposition and Quality Control Essential Y
and Procedures Destruction
Activity
Provide the ability to accumulate defined
State Court
61 local and state court costs for each cash Cash/Mail Quality Control Important Y
transaction that is run. Costs
Provide the ability to recalculate local and
state court cost totals for a selected State Court
62 Cash/Mail Quality Control Important Y
period of time in the event of system/data Costs
related problems.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 135
Section 8.0 Quality Control
Provide the ability to back-out local and
63 state court costs per cash transaction that Cash/Maii State Court Quality Control Important Y
is backed-out. Automatically done when a Costs
receipt is reversed.
Provide the online display of local and
state court costs for the following periods: State Court
64 Cash/Mail Quality Control Important Y
(month-to-date, quarter-to-date, year-to- Costs
date).
Easily configure court cost tables per State Court
65 legislative changes. Including the ability to Cash/Mail Quality Control Important Y
create new court costs and fees. Costs
Provide the ability to categorize the court State Court
66 costs and fees by state statues. Cash/Mail Costs Quality Control Important Y
External
Provide the ability to capture and index Citation Police-Record
67 Quality Control Important Y
accident reports electronically, as needed. Issuance Activity
Departments
External
68 Provide the ability to view court dates Citation Police-Officer Quality Control Important Y
online in advance of court date. Issuance Trial Activity
Departments
External
Provide timed reminders for court dates, 2 Citation Police-Officer This is done through our
69 weeks priorto the court date and the day Issuance Trial Activity Quality Control timestandards module
before the court date:
Departments
External
70 Via MDCs, for Patrol, Traffic officer, and Citation Police-Officer Quality Control Optional Y
Marshal court dates. Issuance Trial Activity
Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 136
Section 8.0 Quality Control
External
71 Via email or pager for detectives, Citation Police-Officer Quality Control Optional Y
lieutenants, and sergeants. Issuance Trial Activity
Departments
External
�Z Provide access to tickets, and the notes on Citation Police-Officer Quality Control Important Y
the back of the ticket, and warrants. Issuance Trial Activity
Departments
External
73 Provide the ability to track and maintain Citation Police-Officer Quality Control Essential Y
defendants by alias names. Issuance Trial Activity
Departments
Provide the ability to perform geographic External
_._ defendant searches via GIS by name/alias, Citation Police-Officer
'''�cation, zip code, etc. Marshal's research. Issuance Trial Activity Quality Control Important Y
ia on screen Crystal. Departments
External
75 Provide access to the RMS Web browser. Citation Police-Officer Quality Control Optional Y
Issuance Trial Activity
Departments
Automatically capture the accident report External
into the case management system when Citation Police-Officer
76 Quality Control Important Y
an accident is involved. In the future, Issuance Trial Activity
maybe. Departments
External
Provide ad hoc reporting capability by
77 division, defendant, vehicie (make, model, Citation Police-Officer Quality Control Important Y
color), location, and/or time, etc.
Issuance Trial Activity
Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
137
Section 8.0 Quality Control
External
Provide the ability to set an alert on a
78 court doci<et for officer's that cannot Citation Police-Officer Quality Control Important Y
Issuance Trial Activity
make their scheduled court date.
Departments
Provide the ability for the officer or
External
79 Marshal to review their court docl<et and Citation Police-Officer Quality Control Important Y
associated files. Issuance Trial Activity
Departments
External
Provide the ability to view court dates Citation Police
80 Departmental Quality Control Essential Y
online in advance of court date. Issuance
Trial Activity
Departments
Provide timed reminders for court dates, 2 External police
81 weeks prior to the court date and the day Citation Departmental Quality Control
Issuance
before the court date: Trial Activity
Departments
External
Via MDCs for Patrol Traffic officer, and Citation P��ice
82 ' ' Departmental Quality Control Important Y
Marshal court dates. Issuance
Trial Activity
Departments
External
Via email or pager for detectives, Police
83 lieutenants, and sergeants. May want to Citation Departmental Quality Control Optional Y
Issuance
investigate at some time in the future. Trial Activity
Departments
External
Provide access to ticl<ets and the notes on Citation Police
84 ' Departmental Quality Control Optional Y
the back of the ticket, and warrants. Issuance
Trial Activity
Departments
Provide the ability to track and maintain External
defendants by alias names. Additional Citation Police
85 Departmental Quality Control Important Y
alias data may be captured manually from Issuance
Trial Activity
the RMS system. Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 138
Section 8.0 Quality Control
Provide the ability to perform geographic External police
86 defendant searches via GIS by name/alias, Citation Departmental Quality Control Important Y
issuance
location, zip code, etc. Marshal's research. Trial Activity
Departments
External
Police
87 Provide access to the RMS Web browser. Citation Departmental Quality Control Optional Y
Issuance
Trial Activity
Departments
External
Automatically capture the accident report Police
88 into the case management system when Citation Departmental Quality Control Important Y
Issuance
an accident is involved. Trial Activity
Departments
Provide ad hoc reporting capability by External police
Citation
89�� division, defendant, vehicle (make, model, Departmental Quality Control Important Y
Issuance
`alor), location, and/or time, etc. Trial Activity
Departments
, External
Provide the ability to set an alert on a Police
90 court docket for officer's that cannot Citation Departmental Quality Control Important Y
Issuance
make their scheduled court date. Trial Activity
Departments
External
Provide the ability for the officer or Police
91 Marshal to review their court docket and Citation Departmental Quality Control Important Y
Issuance
associated files. Trial Activity
Departments
Provide the ability to report warrant External
92 confirmations to officers via MDCs for Citation Police Officer - Quality Control Important Y
officers in the field may be considered in Issuance General Activity
the future. Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
139
Section 8.0
Provide the ability to transmit daily detail
ticket information to the RMS Traffic
93 Management Module for police analysis
activities (i.e. crime analysis, racial
profilin�, etc.).
94 �General ticl<et information
Race/Ethnicity Information -- The system
must provide the necessary race/ethnicity
95 information for racial profiling activities.
(see Marty Humphries /Police SME for
additional information)
Defendant information - name, address,
96 alias, sex, dob, hair color, etc.
9� Vehicle information - make, model, body
type,year
Provide officers and marshals (non-fieid
98 officers) controlled access to the general
citation information.
99 (General ticket information
Quality Control
External
Citation Police Officer -
Issuance General Activity auality Control
Departments
External
Citation Police Officer -
Issuance General Activity Quality Control Essential
External
Citation Police Officer -
Issuance General Activity Quality Control Essential
Departments
External
Citation Police Officer -
Issuance General Activity Quality Control Essential
Departments
External
Citation Police Officer -
Issuance General Activity Quality Control Essential
Departments
External
Citation Police Officer -
issuance General Activity Quality Control
Departments
External
Citation Police Officer -
Issuance General Activity Quality Control Essential
Departments
Y
Y
1'I
Y
Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 140
Section 8.0 Quality Control
External
100 Defendant information - name, alias, sex, Citation Police Officer - Quality Control Important Y
dob, hair color, etc. Issuance General Activity
Departments
External
101 Ticket's current disposition and conviction Citation Police Officer - Quality Control Essential Y
status, currentjudgments/court action Issuance General Activity
Departments
External
102 Warrant status Citation Police Officer - Quality Control Essential Y
Issuance General Activity
Departments
External
1�� Vehicle information - make, model, body Citation Police Officer - Quality Control Important Y
type, year Issuance General Activity
Departments
� External
104 Officers will have the ability to: Citation Police Officer - Quality Control
Issuance General Activity
Departments
External
105 Query citations by: citation number, DL#, Citation Police Officer - Quality Control Essential Y
tag#, etc. Issuance General Activity
Departments
External
Citation Police Officer -
106 View marsha) activity issuance General Activity Quality Control Essential Y
Departments
External
Cross reference warrant information - Citation Police Officer -
107 display warrant info Issuance General Activity Quality Controi Important Y
Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 141
Section 8.0 Quality Control
Exte rna I
View officer court date information - Citation Police Officer -
108 through subpoena system Issuance General Activity Quality Controi Important Y
Departments
External
Citation Police Officer-
109 View Officer schedule/shift information Issuance Genera) Activity Quality Control Important Y
Departments
External
The system will follow NCI standards for Citation Police Officer -
110 the entry of citation information as closely Quality Control Important Y
Issuance General Activity
as possibie.
Departments
Deliver original commitments to the jail External
111 With the prisoner. Queue the scanned Citation Police Officer - Quality Control Important Y
copy of the commitment to the Issuance Generai Activity
caseworkers. Departments
External '
112 The system is to provide the ability to Citation Police Officer - Quality Control Important Y
store and index adult warning sheets. Issuance General Activity
Departments
External
The adult warning form is routed to 350 Citation Police Officer -
113 West Belknap and Muni Court (for the Quality Control Important Y
Issuance General Activity
chief judge).
Departments
Data is to be indexed by defendant External
information, the charge, arraignment Citation Police Officer -
114 date, etc. and have the ability to be Issuance General Activity Quality Control Important Y
searched by name. Departments
External
Provide the ability to accept electronic Citation Police Officer -
115 signatures from the judge/Magistrate Issuance General Activity Quality Control Important Y
court.
Departments
Fort Worth RFP# 13-0207
Court Case Management Software and implementation Services 142
Section 8.0 Quality Contro)
Provide the ability to notify the jail External
116 lieutenant of charges that have been Citation Police Officer - Quality Control Important Y
Issuance General Activity
dismissed.
Departments
External
Provide the ability to receive scanned,
117 faxed or emailed accident reports from Citation Police Officer - Quality Control
Issuance General Activity
Police.
Departments
External
118 Accident reports are required for accident Citation Police Officer - Quality Control Essential Y
cases only. Issuance Genera) Activity
Departments
The accident report is to be provided only
External
119 for cases going to court or to warrant at Citation Police Officer - Quality Contro) Essentiai Y
`-he time the complaint is generated. Issuance General Activity
Departments
External
120 The accident report is to be docketed and Citation Police Officer - Quality Control Important Y
scanned to a citation/case Issuance General Activity
Departments
The system is to purge accident and External
121 incident reports according to the system Citation Police Officer - Quality Control Important Y
purge criteria for associated citation Issuance General Activity
records. Departments
External
122 Provide the ability to receive faxed Citation Police Officer - Quality Control Important Y
incident reports from Police. Issuance General Activity
Departments
External
123 The incident report is to be attached to a Citation Police Officer - Quality Control Essential Y
citation/case number - docket and scan Issuance General Activity
Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
143
Section 8.0
Quality Control
The system is to provide the ability to External
124 perform address verification via the GIS Citation Police Officer - Quality Control Important Y
system.
Issuance General Activity
Departments
External
125 Provide the ability for Court personnel to Citation Police Officer - Quality Control Important Y
access TCIC and NCIC. Issuance General Activity
Departments
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 144
Section 8.0 Financial Mgmt
B •� � �
Provide web access to the case management
1 system and imaged documents for multiple users Miscellaneous Attorney User Financial Important Y
per each attorney. Admin Activity Access Fees Management
2 Provide the ability to monitor attorney usage Miscellaneous Attorney User Financial 0 tional Y
(number of cases viewed, frequency of use etc.). Admin Activity Access Fees Management p
Provide the ability for attorneys to electronically Miscellaneous Attorney User Financial
3 file documents. Admin Activity Access Fees Management Important Y
Provide the ability to apply full and/or partial Cash & Financial
4 Cash/Mail Essential Y
payments to a fine amount due. Dispositions Management
Provide the ability to reverse dispositions, and
'ash transactions due to changes to the original Cash & Financia)
Cash/Mail Essential Y
or errors. Transaction reversals should be Dispositions Management
controlled by security.
Provide the ability to for a cashier to select
Cash & Financial
6 multiple outstanding citations in order to receive Cash/Mail Essential Y
a single payment. Dispositions Management
Provide the ability to present a customer all
required forms for signature on an external
monitor along with a signature pad which when Cash & Financial InterFace with
7 signed, shows the individuai's signature on the Cash/Mail Important Y Document Management
Dispositions Management
form which visible on the external monitor. The System
image should then be stored within the
document management system.
The completion of required forms, updates the Cash & Financial
8 Cash/Mail Important Y
status of the case automatically. Dispositions Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 145
Section 8.0
9 Provide the ability to allocate all of the payments Cash/Mail
proportionally between State, City and Vendor.
10 Provide the ability to print customer receipts Cash/Mail
(single copy).
Provide the ability to turn off receipt printing
11 when processing receipts in a batch process such
as for mail processing.
12 Provide the ability to produce duplicate receipt Cash/Mail
copies.
Provide the ability capture transaction activity
for each cashier for each day. (City cashiers are
13 assigned a cash drawer and may move from Cash/Mail
workstation to workstation throughout the day,
however, their physical cash drawer will travel
with them as they change workstations).
Provide the ability to kill/delete outstanding
14 warrant or stop a delinquent notice when a Cash/Mail
citation has been paid based upon user security.
Provide the ability to kill a warrant if it has been
15 incorrectly added to a case based on user Cash/Mail
security.
16 Provide the ability to track deposits and register Cash/Mail
totals.
17 Provide a report or query of daily receipts listings Cash/Mail
by user, by date and by tender type.
Produce a report of violation totals and
18 disposition totals (daily, weekly, monthly, and Cash/Mail
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Financial Mgmt
Cash & Financial
Dispositions Management Essential Y
Cash & Financial
Essential Y
Dispositions Management
Optional Y
Cash & I Financial I
Important
spositions Mana�ement
Cash & I Financial I
Essential
Dispositions Management
Cash & I Financial
Essential
Dispositions Management
Cash & Financial
Essential
Dispositions Management
Cash & Financial
Essential
Dispositions Management
Cash & Financial
Essential
Dispositions Management
Cash & Financial
Important
Dispositions Management
Y
Y
Y
Y
Y
Y
Y
146
Section 8.0 Financial Mgmt
Provide the ability to enter a plea and flag Cash & Financial
19 Cash/Mail Important Y
citations to print a plea letter. Dispositions Management
If a NISI judgment has been entered, prevent a
surety bond from being posted by the same Cash & Financial
20 Cash/Mail Optional Y
attorney. Deactivate bondsman (attorney would Dispositions Management
be a bondsman)
Provide the ability to control (through
administrative tables) how each disposition wili Cash/Dispositi Financial
21 affect the assessed amount, the current balance Cash/Mail on Controls Management Essential Y
and the cashiers' total.
22 The affects to each of the above should include: Cash/Mail
Cash/Dispositi Financial
on Controls Management
Assessed Amount: add to amount, subtract from
Cash/Dispositi Financial
23 amount, replace the amount, or do not change Cash/Mail Essential Y
, ` rhe amount. on Controls Management
;i:urrent Balance: add to balance, subtract from
Cash/Dispositi Financial
��'balance, replace the balance, zero the balance, Cash/Mail Essential Y
or do not change the balance. on Controls Management
Cashier's Drawer Totals: add to total, subtract
Cash/Dispositi Financial
25 from total, replace the total, or do not change Cash/Mail Essential Y
the total. Only calculates on receipted monies. on Controls Management
Provide the ability to define authorizations for Cash/Dispositi Financial
26 Cash/Mail Essential Y
each transaction disposition. on Controls Management
Provide the ability to automatically generate a
Cash/Dispositi Financial
27 court date for the defendant at the point of Cash/Maii Optional Y
initiation and/or upon customer request.
on Controls Management
Establish and process maximum fine limits, and Cash/Dispositi Financial
28 Cash/Mail Important Y
window fine ranges for each violation. on Controls Management
The system should include an administrative Cash/Dispositi Financial
29 table where all case dispositions can be defined. Cash/Mail on Controls Management Essential Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
147
Section 8.0 Financial Mgmt
Provide the ability to control the application of
Financial
30 payment to a specified set of fund-account- Cash/Mail Accounting Essential Y
centers. Management
Provide the ability to accumulate totals (through Financial
31 Cash/Mail Accounting Essential Y
batch processing or real-time processing). Management
The system should accumulate and report totals
through a daily and monthly cashier drawer Financial
32 Cash/Mail Accounting Essential Y
totals report, a receipt listing report and a Management
account balance report.
Provide the ability to recalculate fund-acct-
33 center totals for a selected period of time in the Cash/Mail Accounting Financial Important Y
event of system/data related problems. Management
Cash &
Provide the ability to declare opening and closing Dispositions Financial
34 Cash/Mail Essential Y ,
cash drawer balances. (Opening/Clo Management
sing Activity
Cash &
Provide the ability to display or print close out Dispositions Financial
35 the totals for a particular cashier's cash drawer. Cash/Mail �Opening/Clo Management Essential Y
sing Activity
Cash &
Provide the ability generate a deposit report that Dispositions Financia)
36 su orts the re aration of a bani< de osit sli Cash/Mail O enin Clo Mana ement Essential Y
Pp p p p p� � P g/ g
sing Activity
Provide notification to the cashier when the Cash &
Dispositions Financial
37 cashier logs into the system if the cashier has not Cash/Mail Important Y
closed from the previous day. (Opening/Clo Management
sing Activity
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 148
Section 8.0 Financiai Mgmt
Automatically produce a breakdown of court cost
Cash &
38 fees and fines by Fund-Account-Center value by Cash/Mail Dispositions Financial Important Y
cashier for each daily cash drawer closeout. (Opening/Clo Management
sing Activity
Cash & �
Produce an interface to the City's finance system, Dispositions Financiai ,
39 Cash/Mail
providingtheabilityto: (Opening/Clo Management
sing Activity
Cash &
Simplify the reconciliation process (daily or Dispositions Financial
40 Cash/Mail Essential C See Costs for Interfaces
monthly) to be performed by Municipal Court. (Opening/Clo Management
sing Activity
Produce a file of all daily deposits for Cash &
_ review/verification activities performed bythe Dispositions Financial
Cash/Mail Essential C See Costs for Interfaces
evenue Office/central cashier, foliowed by final (Opening/Clo Management
�ystem processing via the finance system. sing Activity
Cash &
Produce an interface to the City's finance system, Dispositions Financial
42 Cash/Mail
providing the ability to: (Accounting Management
Activity)
Cash &
Provide error/exception reports and process Dispositions Financial
43 Cash/Mail Important C See Costs for Interfaces
totals for Municipal Court QA activities. (Accounting Management
Activity)
Cash &
Provide a method of reviewing and approving
Dispositions Financial
44 daily transactions after they have been closed Cash/Mail Important C See Costs for Interfaces
out for the day. (Accounting Management
Activity)
Provide the ability to apply payments to the case
Financial
45 management system real time following the Cash/Mail IVR General Essential C See Costs for Interfaces
defined business rules for cash updates.
Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
149
Section 8.0 Financial Mgmt
Return payment confirmation to the customer,
including the payment amount, violation, Financial
46 balance, final status, collection status, warrant Cash/Mail IVR General Management �mportant C See Costs for Interfaces
status, receipt number, and fee.
Provide the ability to make partial payment or i�' p +�' I u' '
Financial I �, ; lii��
47 TPP payments via the IVR system with the Cash/Mail IVR General Mana ement ' �,
individual having the option to; g
Receive a verbal confirmation number over the Financial
48 phone Casn/Mail IVR General Management Important C See Costs for Interfaces
Receive a Text Message with the confirmation Financial
49 number Cash/Mail IVR General Management Optional C See Costs for Interfaces
Financial
50 Receive a receipt via email Cash/Mail IVR General Optional C See Costs for Interfaces
Management
Provide the ability to receive and respond to Financial �
51 Cash/Mail IVR General
balance inquiries. Management
Financial
52 Provide search capability by: Cash/Mail IVR General Optiona) Y
Management
Financial
53 Citation # Cash/Mail IVR General Important Y
Management
54 Tag # Cash/Mail IVR General F�nancial Important Y
Management
Financial
55 Name Cash/Mail IVR General Important Y
Management
56 DOB Cash/Mail IVR General Financial �mportant Y
Management
Financial
57 DL # Cash/Mail IVR General Important Y
Management
Response to inquiries will include the citation Financial
58 number, violation number, and balance. Cash/Mail IVR General Management �mportant Y
Provide ability to list all associated citations on Financial
59 Cash/Mail IVR Genera) Important Y
the requested citation inquiry. Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 150
Section 8.0 Financial Mgmt
Provide the ability to restrict payment on Financial
60 Cash/Mail IVR General Essential Y
selected citations. Management
Provide the ability to restrict payment for an Financial
61 Cash/Mail IVR General Essential Y
individual (charge backs). Management
Provide an appropriate message through the IVR
Financial
62 system when the request for payment occurs for Cash/Mail IVR General Important Y
restricted individuals. Management
Provide the ability to closeout daily cash for IVR Financial
63 Cash/Mai) IVR General Essential Y
transactions. Management
Provide the ability to prevent payment of a fine Financial
64 Cash/Mai) IVR General Important Y
previously paid with a NSF check. Management
Provide notification to the defendant regarding
the allowance of payment by the IVR system Financial
65 Cash/Mail IVR General Important Y
when it cannot be accepted (i.e. MIP, juvenile, Management
�'" tc.).
�rovide the ability to route complaints to the
Financial
..� judge for review, acceptance/decline of IVR Cash/Mail IVR General Important Y
payment, and disposition on the citation. Management
Provide the ability to accept payments on
probations in place or which there has been an
Financial
67 offer (with the credit card being tied to a Cash/Mail IVR General Important Y
defendant), without reporting a conviction to Management
DPS.
Identify the defendant and aliases based on
Financial
68 drivers license, alias names, warrant information, Cash/Mail IVR General Essential Y
and defendant name/DOB. Management
The case management system is to provide a
complete list of all fees/amounts owed by the Financial
69 Cash/Mail IVR General Essential Y
defendant (and all associated aliases) making the Management
request for payment.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 151
Section 8.0 Financial Mgmt
The case management system is to request credit
card approval to the designated credit provider, Financiai
�� and respond to the IVR system with the returned Cash/Mail IVR General Management Essential Y
approval code.
The case management system, pending credit
card approval from the designated credit
Financial
71 provider, is to apply real-time paymentto the Cash/Mail IVR General Essential Y
requested citation(s) via the Case Management Management
system.
Provide real-time update of the case
management system for each IVR payment. IVR - Financial
72 Cash/Mail Important Y
Apply the cash/disposition rules for the Payments Management
application of payments.
Apply dispositions in the defined payment IVR - Financial
73 Cash/Mail Important Y
sequence for IVR payments. Payments Management
74 Start the citation sequence with the most recent Cash/Mail IVR - Financial Important Y
citation first. Payments Management
After completing the initial payment or inquiry,
IVR - Financial
75 provide the option to continue the inquiry Cash/Mail Optional Y
process by entering another citation number. Payments Management
The system should be integrated with BuySpeed. Refund Financial
76 Cash/Mail
Transactions should: Activity Management
Send person name, amount and what case it Refund Financial
77 Cash/Mail Essential C See Costs for Interfaces
references Activity Management
Receive from Buy Speed the checi< number,
78 check date which should be associated with the Cash/Mail Refund Financial Essential C See Costs for Interfaces
Activity Management
case.
Refund payments that are voided in Buy Speed
Refund Financial
79 shouid be sent electronically to the court system Cash/Mail Essential C See Costs for Interfaces
so the case file can be updated. Activity Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 152
Section 8.0
The system should consolidate all refunds onto a
80 single check request from Buy Speed. Once the
check is cut, BuySpeed should electronicaily
update each citation in the court system.
81 Provide the ability to void/reissue a refund
payment.
Provide a method of reviewing and approving
82 refund transactions after they are returned from
finance.
83 Provide the ability to void unclaimed refunds.
84 Provide the ability to reverse payments.
' Provide the ability to batch produce bad check
=_tters.
Provide the ability to automatically generate
86 warrants on user defined day after a bad check
notification has been processed unless.
$� Provide the ability to create a separate case
associated to the original citation.
Provide the ability to create a separate case for
88 Direct Contempt, court and restitution cases as
part of judgment.
89 Generate a report listing all individuals who have
written bad checks.
90 Provide an alert to cashiers for defendants who
have presented bad checks previously.
91 Provide a record of bad check fees that have
been waived bv a iudge or supervisor.
Financial Mgmt
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Cash/Mail
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Refund ( Financial I
Optional
Activity Management
Refund Financial
Activity Management
Essential
Refund Financial
Important
Activity Management
Refund Financial
Important
Activity Management
Bad Check Financial
Essential
Activity Management
Bad Check Financial
Important
Activity Management
Bad Check Financial
Important
Activity Management
Bad Check Financial
Important
Activity Management
ead Check Financial
Important
Activity Management
Bad Check Financial
Optional
Activity Management
Bad Check Financial
Important
Activity Management
Bad Check Financial
Important
Activitv Management
C I See Costs for Interfaces
C I See Costs for Interfaces
C I See Costs for Interfaces
C See Costs for Interfaces
C See Costs for InterFaces
C See Costs for Interfaces
C I See Costs for Interfaces
C I See Costs for Interfaces
C ( See Costs for Interfaces
C See Costs for Interfaces
C See Costs for Interfaces
C See Costs for Interfaces
153
Section 8.0 Financial Mgmt
Parking - Cash
92 Provide the ability to maintain daily, monthly, Parking Citation and Financial Important C See Costs for InterFaces
and yearly parking disposition totals. Activity Management
Dispositions
Parking - Cash
93 Provide the ability forthe hearing officer to grant Parking Citation and F�nancial �mportant C See Costs for Interfaces
extensions. Activity Management
Dispositions
Parking - Cash
Provide the ability to maintain cash and/or Pari<ing Citation Financial
94 and Essential C See Costs for Interfaces
disposition activity against a Parking citation. Activity Management
Dispositions
Provide the ability to receive orders from the Parking - Cash
Parking Citation Financial
95 hearing officer for voids, dismissals, and issue and Important C See Costs for Interfaces
Activity Management
delinquent notices. Dispositions
Parking - Cash
Provide the ability to maintain the following Parking Citation Financial
96 and Optional C See Costs for Interfaces
totals: Activity Management
Dispositions
Parking - Cash
Daily (also monthly and annual) register totals by Parl<ing Citation Financial
97 register/cash drawer. Activity and Management Essential C See Costs for Interface's
Dispositions
The system should only allow cashiers the ability Parking - Cash
Pari<ing Citation Financial
98 to view their register totals and/or receipts and Important C See Costs for Interfaces
Activity Management
based upon user defined security. Dispositions
Parking - Cash
The system should provide supervisors the ability Parl<ing Citation Financial
99 and Essential C See Costs for interfaces
to view all register totals. Activity Management
Dispositions
All totals are to be maintained within a common Parking - Cash
100 table for all citation types (traffic, general, Parl<ing Citation and Financial Essential C See Costs for Interfaces
Activity Management
parking, etc.). Dispositions
Parking - Cash �; ; !, Y� «
Provide the ability to void non-cash dispositions Parl<ing Citation Financial
101 based upon user defined security: Activity and Management
Dispositions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 154
Section 8.0 Financial Mgmt
Parking - Cash
102 Dismissed Parking Citation and financial �mportant Y
Activity Management
Dispositions
Parking - Cash
103 Reverse on Return Check Parking Citation and Financial Important Y
Activity Management
Dispositions
Parking - Cash
104 Cash-Lower Current Balance Parking Citation and Financial �mportant Y
Activity Management
Dispositions
Parking- Cash
Parking Citation Financial
105 Raise Current Balance and Important Y
Activity Management
Dispositions
Parking - Cash
106 Lower Original Fine Parking Citation and Financial �mportant Y
. Activity , Management
"`., Dispositions
' Parking - Cash
Parking Citation Financial
�.,, � Raise Original Fine and Important Y
Activity Management
Dispositions
Provide the ability to void a citation that will
Parking - Cash
prevent updates and the running of dispositions Parking Citation Financial
108 and Important Y
against the ticket based upon user defined Activity Management
security. Dispositions
Allow the following payment types (cash, check, Parking - Cash
109 charge, cashiers check, money order, Western Parking Citation and Financial Essentia) Y
Activity Management
Union). Dispositions
Parking - Cash
110 Upon receipt of ful) payment, remove the Parking Citation and Financial �mportant Y
eligibility for boot-tow. Activity Management
Dispositions
Provide the ability to temporarily suspend and Parking - Cash
Parking Citation Financial
111 reinstate the boot/tow eligibility per an and Important Y
extension date. Activity Dispositions Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
155
Section 8.0 Financial Mgmt
Provide the ability to modify citation information Parking - Cash
Parking Citation Financial
112 based upon user defined security that defines and Important Y
what can be updated. Activity Dispositions Management
Parking- Cash
113 Provide the ability to reverse payments and Parking Citation and Financial Essential Y
assess an NSF check fee. Activity Management
Dispositions
Parking - Cash
114 Provide the ability to assess additional penalty Parking Citation and Financial Important Y
fees for non-compliance. Activity Management
Dispositions
Provide the ability to communicate with auto
Parking - Cash
115 pound regarding the hold and release of Parking Citation and Financial pptional Y
impounded vehicles with outstanding parking Activity Management
tickets. Dispositions
Parking- Cash '„ �
116 Maintain a history of parl<ing transactions Parking Citation and F�nancial ill i� i
containing: Activity Management
Dispositions
Parking Citation Parking - Cash Financial
117 Dis osition and Im ortant Y
p Activity Management p
Dispositions
Parking - Cash
Parking Citation Financial
118 Disposition Date and Important Y
Activity Management
Dispositions
Parking - Cash
119 User Name Parl<ing Citation and Financial �mportant Y
Activity Management
Dispositions
Parking - Cash
120 User ID Parl<ing Citation and Financial �mportant Y
Activity Management
Dispositions
Parl<ing - Cash
121 Receipt # Parking Citation and Financial �mportant Y
Activity Management
Dispositions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 156
Section 8.0 Financial Mgmt
Parking - Cash
122 Amount Parking Citation and Financial Essential Y
Activity Management
Dispositions
Parking - Cash
123 Type Payment Parking Citation and Financial Essential Y
Activity Management
Dispositions
Parking - Cash
124 AmountTendered ParkingCitation and Financial Essential Y
Activity Management
Dispositions
Parking-Cash I y �i i
Parking Citation Financial � � I I II
125 The history display is also to provide: Activity and Management � � I �
Dispositions I
Parking Citation Parking - Cash Financial
126 Citation # and Essential Y
�, Activity Management
Dispositions
Parking - Cash
�_, Tag# ParkingCitation and Financial Important Y
Activity Management
Dispositions
Parking - Cash
128 Current Disposition Parking Citation and F�nancial �mportant Y
Activity Management
Dispositions
Parking - Cash
129 Registered Owner Name Parking Citation and Financial �mportant Y
Activity Management
Dispositions
Parking - Cash
130 Registered OwnerAddress ParkingCitation and Financial Essential Y
Activity Management
Dispositions
Parking - Cash
131 Total Amount Due Parking Citation and Financial �mportant Y
Activity Management
Dispositions
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 157
Section 8.0 Financia) Mgmt
Upon the selection of a singie citation on the Parking - Cash
132 history screen, provide the ability to bridge Parking Citation and Financial �mportant Y
Activity Management
directly to the detail citation screen. Dispositions
History is to include the tracking of updates to Parking - Cash
Parl<ing Citation Financial
133 specific fields (i.e. update name, update address, and Important Y
update comment, tag number). Activity Dispositions Management
Parking - Cash i° � i'� ���
134 The system should include the following Parking Citation and Financial I�II , i�I ,
notification options for dockets or queues: Activity Management I
Dispositions
Parking - Cash
Parl<ing Citation Financial
135 Active Parking Citations Issued (monthly) and Important Y
Activity Management
Dispositions
Parking - Cash
Parking Citation Financial
136 Finaled (Closed) Parking Citations Issued (daily) and Important Y
Activity Management
Dispositions
Parking - Cash
Finaled Parking Citations Over 6 Months Old Parking Citation Financial
137 and Important Y
(monthly) Activity Management
Dispositions
Parking - Cash
List of Delinquent Parking Citations (monthly) Parl<ing Citation Financial
138 Owner information Activity and Management Important Y
Dispositions
Parking - Cash
Monthly Volunteer Parki�g Citation Report (upon Parking Citation Financial
139 and Important Y
request) Activity Management
Dispositions
Parl<ing - Cash
Parking Citation Financial
140 Boot Eligibility List (weel<ly) and Essential Y
Activity Management
Dispositions
Parking-Cash � �� i ''��4 '
141 Per the currently defined Parking Citations Parl<ing Citation and Financial '' �I ; i'�'' � '
Eligible for Destruction report: Activity Management 'J�� g i i'
Dispositions �
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 158
Section 8.0 Financial Mgmt
Parking - Cash
These records are included in the petition to Parking Citation Financial
142 and Important R
destroy (AFRD) Activity Management
Dispositions
Parking - Cash
143 Follow the state's retention schedule (6 months). Parking Citation and Financial Important R
Activity Management
Dispositions
Parking - Cash
Provide the ability to perform administrative Parking Citation Financial
144 and Important R
dismissais for parking citations on a routine basis. Activity Management
Dispositions
Parking -
Delinquent
Automatically produce delinquent notices for Parking Citation Financial
145 Citation & Essential R
cases that are more than two weeks delinquent. Activity Management
Boot Tow
Processing
Parking -
' Delinquent
.'rovide the ability to flag a Parking citation for Parking Citation Financial
Citation & Important R
y� Parking delinquent notification. Activity Management
Boot Tow
Processing
Parking- ' ' u, �
Delinquent I' �'VI� ' I I
Parking Citation Financial ii
147 At the time a case becomes delinquent: Citation & i�
Activit Mana ement
Y g
Boot Tow
Processing
Parking -
Delinquent
148 Create a docket entry with an audit trail (docket Parking Citation Citation & Financial Important Y
date, docket code, delinquent fee). Activity Management
Boot Tow
Processing
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 159
Section 8.0
Financial Mgmt
149 IAdd a user defined delinquent fee on the 1st day Parking Citation
after a citation becomes delinquent. Activity
I Provide the ability to waive a delinquent fee/fine I
Parking Citation
150 or reduce fees/fines based on a hearing officer's
�__:_ __ Activity
151 IThe system should display the following fields ( Parking Citation
the detail citation screen: Activity
152 IAn indicator for signifying the delinquent notice ( Parl<ing Citation
has been issued. Activity
153 � Date the citation becomes delinquent
154 � Date the citation becomes boot eligible
Parking Citation
Activity
Parking Citation
Activity
Parking -
Delinquent
Citation & Financial �mportant
Management
Boot Tow
Processing
Parking -
Delinquent
Citation & Financial Important
Management
Boot Tow
Processing
Parking -
Delinquent
Citation & Financial
BootTow Management
Processing
Parking -
Delinquent
Citation & Financial �mportant
BootTow Management
Processing
Parking -
Delinquent
Financial
Citation & Important
Management
Boot Tow
Processing
Parking -
Delinquent
Financial
Citation & Important
BootTow Management
Processin�
Y
Y
1'1
Y
Y
�
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 160
Section 8.0
Ability to track the appeal timeframe for a
155 delinquent citation based upon a user defined
timeframe.
156 IAllow the entry of at least 8 digits for the tag
number.
The system should produce Boot Eligible notices
157 for all registered owners that have 3 or more
delinquent citations with the same registered
,4 owner and the same tag #.
Once a vehicle is eligible for boot - tow and
158 notice has been generated, general updates to
the system should not remove eligibility.
Provide the ability to change the delinquent
159 status to current status using extensions/credit
dates authorized by the hearing officer.
160 I Provide the ability to grant extensions on
multiple citations when necessary.
Financial Mgmt
Parking -
Delinquent
Parking Citation Financial
Citation & Important
Activity Management
Boot Tow
Processing
Parking -
Delinquent
Parking Citation Financial
Citation & Essential
Activity Management
Boot Tow
Processing
Parking -
Delinquent
Parking Citation Financial
Citation & Essential
Activity Management
Boot Tow
Processing
Parking -
Delinquent
Parking Citation Financial
Citation & Essential
Activity Management
Boot Tow
Processing
Parking -
Delinquent
Parking Citation Financial
Citation & Important
Activity Management
Boot Tow
Processing
Parking -
Delinquent
Parking Citation Financia)
Citation & Essential
Activity Management
Boot Tow
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
19
Y
Y
Y
Y
W
161
Section 8.0 Financial Mgmt
Produce an entry on the case, with an audit trail Parking -
(update date, reason code, delinquent fee) for all Parking Citation Delinquent Financial
161 Citation & Essential Y
associated citations each time a boot tow notice Activity Management
generated. Boot Tow
Processing
Parking -
Delinquent
162 Provide the ability to manually generate boot Parking Citation Citation & Financial Important Y
tow notices. Activity Management
Boot Tow
Processing
General Collection
Provide the ability to calculate appropriate Financial
163 Administrative Agency Essential Y
collection fees where applicable. Management
Reporting Reporting
Provide the ability to distinguish between
Financial
164 addresses received from the collection agency vs. Warrants Collections Optional Y
Municipal Court. Management
Indicate the date a citation was sent to the Financial
165 collection agency. Warrants Coliections Management �mportant Y
Financial
166 Provide the ability to determine collection status. Warrants Collections Management �mportant Y
Retrieve a Defendant record using, but not Financial Financial
167 �imited to, the foilowing items: Processing Payments Management
168 Name Financial payments Financial Essential Y
Processing Management
169 Citation Number Financial payments Financial Essential Y
Processing Management
170 Address Financial payments Financial Essential Y
Processing Management
171 Dl Number Financial payments Financial Essential Y
, Processing Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 162
Section 8.0 Financial Mgmt
Present the total amount owed by a Defendant
172 and allow a user to select the items the Financial payments F�nancial �mportant Y
Processing Management
Defendant wishes to pay or select all.
Accept any dollar amount payment and apply the
173 payment partially to an item, automatically Financial payments Financial Essential Y
adjusting the remaining amount owed. Processing Management
Accept a split payment across payment type (e.g.
cash, check and credit card) and record Financiai Financial
174 appropriately, retaining a history of what was Processing Payments Management Important Y
paid with what payment type.
Automatically apply payments between bond
Financial Financial
175 and non-bond payments according to user- Payments Essential Y
� defined rules. Processing Management
�lllow costs, fines and fees to be viewed at the
176 aggregate level and drilied down to view the Financial payments Financial Essential Y
detailed make-up of the aggregate amounts. Processing Management
Automatically initiate a user-defined number of
Financial Financial
177 days Payment Extension when a returned check Payments Important Y
is entered into the system. Processing Management
Automatically identify when a citation as been
paid in full and all conditions are met and
Financial Financial
178 perform user-defined activities such as Payments Important Y
generating a ludgment to populate a judge Processing Management
queue.
Allow authorized users to access the Judgment
1�9 Queue, review the associated information with Financial payments Financial Important Y
one click, refine the text if needed, and mark the Processing Management
Judgment as'Approved'.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
163
Section 8.0 Financial Mgmt
Prohibit a citation from reaching the ciosed
180 status if it does not have a Judgment in the Financial payments Financial Important Y
'Approved' status. Processing Management
Automatically identify when a citation has a
Financial Financial
181 ludgment in'Approved' status and close the Payments Important Y
Processing Management
citation.
Allow the selection of an Extension on the
182 Defendant's payment date if the option is Financial payments Financial �mportant Y
available based on user-defined rules. Processing Management
Automatically print the Extension Notification
once the Judgment for the Payment Extension Financial Financial
183 has reached the 'Approved' status if user defined Processing Payments Management Important Y
rules specify to do so.
Identify a citation that has been issued a ,
Payment Extension but has not complied within Financial Financial
184 Payments Important Y
the Extension deadline and automatical�y initiate Processing Management
the warrant and collection process.
Accept miscellaneous payments (e.g. Financial Financial
185 Payments Essential Y
Expunctions, tapes, etc...). Processing Management
Provide receipt formatting options to ensure that
Financial Financial
186 all balance due information is provided on the Payments Essential Y
Processing Management
receipt.
The system should assign collection agency fees
187 to AR to ensure that the defendant's overall Financial payments Financial Essential Y
balance is clear and/or create explanatory Processing Management
document that be distributed or mailed.
Allow an authorized user to add comments to a
188 Defendant case that are viewable by only Financial Payment Financial Important Y
authorized users. Processing Plans Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 164
Section 8.0
Limit refund/alterations capabilities to
189 authorized personnel and create audit trail of all
refunds.
190 Alterations selected fields such as fine amount is
disallowed in the cashiering process.
191 If citations are voided, the void is recorded in an
audittrail.
Support real-time transaction processing via the
internet that: prompts for identifying proper
citations, accesses the Defendant record,
192 presents available options and internet
supported transactions, prompts Defendant
through transaction and updates the Defendant
:ecord in the source system real-time.
Financial Mgmt
Financial Financial Financial
Processing Control Management Important Y
Financial Financial Financial
Processing Controi Management Important Y
Financial Financial Financial
Processine Control Manaeement Essential Y
Financial Online Financial
Processing Payments Management �mportant Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
165
Section 8.0 implementation
o � � ,� �
The selected implementation vendor shall review all existing
Business
1 business process material to gain insight into how the selected Important Y
system should be configured. Process
The selected implementation vendor will review and assess the
existing business process and make recommendations as to ways
2 to streamline the existing business process, improve City efficiency Business �mportant Y
and effectiveness in the court functions and reduce the amount of Process
manual processing.
The selected implementation vendor will review the City's list of
detailed business requirements and reconcile those requirements eusiness
3 Essential Y
to the selected system via written description of how the system Process
will meet the required functionality.
Vendor will review "As-Is" process maps and the court assessment
4 report with the City and identify areas for improvement based Business Important Y
upon software functionality with City staff. Process
Vendor will review "As-Is" process maps and the court assessment
5 report with the City and identify gaps in functionality between the Business Important Y
proposed software and City processes. Process
Vendor will produce "To-Be" process maps in coordination with
Business
6 City staff that reflect the "To-Be" processes upon software Important Y
implementation. Process
Vendor will demonstrate all business tools to be used during the
7 implementation and instruct the City's Implementation Team on Business Important Y
the ability of the tool and the proper use of the tool. Process
The vendor will identify how configuration decisions affect the Business
$ design of business processes during the implementation program. Process Essential Y
The vendor will create an individual configuration document with Business
9 details on system and data configuration prior to testing. Process Essential Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 166
Section 8.0 Implementation
The selected vendor should prepare and host a detailed project Change
10 kick-off meeting for Court staff. Management �mportant Y
The selected implementation vendor should prepare and host a
11 project collaboration site which can be utilized by City and vendor Change 0 tional Y
staff to share documents, record action items and track risks and Management p
issues.
Vendor will develop a comprehensive communication plan that
Change
12 describes how project information will be distributed and who will Important Y
Management
receive information and in what format.
The vendor will actively communicate project information across Change
13 Optional Y
the City to keep departments involved in the process. Management
Vendor will educate City employees on the benefits of the new
Change
14 system i.e. improved business processes, easier access to Important Y
Management
information, enhanced reporting capabilities, etc.
15 Vendor wiil provide open communication with the project team. Change �mportant Y
Management
>dor and the Project Management Team will articulate the goals Change �mportant Y
�and objectives related to deliverable, timeli�e, and project costs. Management
Vendor will assist the project manager, the project management
17 team, and functional consultants with managing change related to Change Orders Important Y
modification requests.
18 All vendor requests for modifications must be timely presented to Change Orders
the City's Project Manager for review and include the foilowing:
19 Request should establish the purpose for the modification Change Orders Important Y
20 Request should establish the anticipated results of the modification Change Orders Important Y
21 Request should establish the time requirements for the Change Orders Important Y
modification
22 Request should set out the cost to the City for the modification Change Orders Important Y
The selected implementation vendor will review and recommend
23 the appropriate sizing and placement of the new system's Project Important Y
architecture. Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
167
Section 8.0 Implementation
The selected implementation vendor will install and configure a
24 separate database and application environment for testing Project �mportant Y
Management
purposes.
The selected implementation vendor will develop a detailed testing project
25 plan which contains test scenarios which mirror City County Essential Y
Management
functionality.
The selected vendor will create a detailed data conversion plan
26 which will be fully executed by the selected implementation Project Essential Y
consultant. Management
The selected implementation vendor will be responsible for the
extraction, translation and load of all converted data into the
Project
27 selected software system. Additionally, the vendor shouid assist Essential Y
the City with the reconcilation of data between the legacy system Management
and the new system.
The selected implementation vendor will provide a team of trained
28 consultants who will support the City onsite for the system go-live Project Essential Y
plus four additional weeks. Management
The selected consultant should assign a dedicated team of
29 consultants and one specified project manager who will have Project Essential Y
supervisory responsibility for the entire duration of the project. Management
30 The vendor's project manager should develop a detailed project Project
plan in MS Project including the following components: Management
31 Detailed tasks Project �mportant Y
Management
32 Projected start and end dates Project Important Y
Management
33 Individual resources assigned to each task Project Important Y
Management
34 Level of effort for each task for each resource Project Important Y
Management
The successful implementation vendor should develop a detailed
Project
35 go-live/cut over schedule that includes sufficient downtime to Important Y
facilitate the new system's go-live. Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 168
Section 8.0 Implementation
Following go-live, the City and vendor will collaboratively identify
36 and agree to all outstanding issues, upon which the vendor will be Project �mportant Y
required to address each issue or provide a detailed plan to Management
address each issue.
3� Project Management will be performed jointly by the vendor and Project Im ortant Y
the City's project team. Management p
The vendor will identify and assign one project manager/point of
contact and back-up relief person/personnel ( when assigned Project
38 important Y
personnel is out on scheduled and unscheduled leave) to answer all Management
client request/needs or independently obtain answers.
The vendor will assume responsibility for all components of Project
39 Essentiai Y
successful completion of implementation. Management
The vendor's approach and recommended installation time frame Project
40 will be required to meet the required City deadlines. Management �mportant Y
City will retain the ability to refuse the project manager or other Project
41 Important Y
��aff inembers assigned to the project by the vendor. Management
�'rdor should effectively manage the project plan to avoid project Project Important Y
tays and make efficient use of staff time. Management
43 The vendor will notify the City of any and all project delays and cost Project Essential Y
overruns. Management
The vendor will attend meetings and provide project status
updates on a weekly schedule in multiple formats as defined by the Project
44 City that show results based on the milestones and deliverables Management Important Y
defined in the project plan.
45 The vendor shall track project budget to complete within budget Project �m ortant Y
and avoid cost overruns. Management p
46 The-vendor will be responsible for managing all subcontractors and Project Important Y
third party product vendor issues. Management
Vendor will provide a detailed list of all required hardware,
47 software, resource requirements necessary for project Project Essential Y
implementation at start of project. Management
Vendor wili consult with City staff on alternative configuration and
48 work around solutions rather than software modification (i.e. Project �mportant Y
impact of change on various areas) Management
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
169
Section 8.0 Implementation
49 The vendor has the financial and human resources to support a Support Essential Y
project of this size within the specified time frame.
This project will receive the full attention and support of the
vendor. As a result, the vendor will place key people, as defined by
SO Support Essential Y
the City, onsite during the development, installation and training
effort until the successful acceptance of the system
The product is supported through a 24-hour a day 7 days per week 24X7 Support can be added for an
51 product support line staffed by business and technical Support important C additional fee over the standard
professionals. maintenance.
The vendor has a record of responsiveness to meet the needs of its
52 , Support important Y
installed customer base.
The City will receive priority service for product modifications and
53 Support Optional Y
releases.
There is a provision for technical documentation including a
54 Support Important Y
complete data element dictionary.
55 The system provides appropriate procedures for correcting the Support Important Y
errors through online prompts.
The vendor should provide complete and easy-to-read user
56 documentation, including reports, online functions, screen Support Essential Y
illustrations, data entry requirements and diagrams of table links.
5� The system should provide online help features at all screen and Support important Y
field levels.
The system should provide instructional screen prompts that assist
58 the user in data entry, without the need to enter the help system. Support Optional Y
59 The system provides an online heip facility that is context sensitive. Support Optional Y
Vendor will provide the product source code, data analysis, and any
60 other information are provided thereby giving the City complete Support important C Source Code can be held in escrow per
documentation. the contract.
61 The vendor will provide support for: Support
62 Year end assistance Support Important Y
63 Calendar year end assistance Support Important Y
64 Consulting on-call Support Important Y
65 An on going support program Support Important Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
�
Section 8.0 Implementation
Vendor will schedule and coordinate installation of the mandatory Technology
66 Essential Y
application software. Management
Vendor will schedule and coordinate installation of proposed Technology
67 hardware (CPU, disk storage, to add on to existing backup). Management Important Y
Vendor will schedule and coordinate installation of operating Technology
68 Essential Y
system software. Management
Vendor wiii schedule and coordinate instaliation of ad hoc query Technology
69 Essential Y
language software. Management
Vendor will schedule and coordinate installation of peripherals Technology
70 Important Y
(workstations, printers, optical storage, and scanners). Management
Vendor will schedule and coordinate installation of interfaces to Technology
71 both outside agencies and other City applications. Management Important Y
72 Vendor will schedule and coordinate installation of the database. Technology �mportant Y
Management
The vendor wili be responsible for coordinating unit, system and
7^ 'ntegration testing based upon test scripts jointly written and Testing Essential Y
';�ed upon by the City and the vendor.
e vendor will work with City staff to identify and design test
74 �scripts that accurately reflect the "To-Be" processes as articulated Testing Essential Y
through the Process Re-Engineering Phase of the project.
Test outcomes will be documented and reviewed by Project Team
75 Testing Important Y
members to ensure that the system is performing as anticipated.
Changes in configuration based upon the Testing Processes will be
76 included in iterations of the System Configuration document. Testing Important Y
The vendor will maintain a log of all testing and conduct quality
77 control on client testing scripts. City wiil be required to sign off on Testing important Y
all log entries.
The selected vendor will develop detailed training materiai that
�g addresses how the City will utilize the selected system. Training Important Y
The detailed training material will be divided into process specific
79 areas in order to facilitate process specific training. Training Important Y
The detailed training material will be delivered to the City in
80 Training Important Y
hardcopy and electronic format.
81 The vendor will conduct all end user training. Training Important Y
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Court Case Management Software and Implementation Services 171
Section 8.0 Implementation
The vendor provided training will be divided into discreet process
82 areas and will cover City business processes as well as all hardware Training Important Y
and peripherals which must be utilized by the system.
83 End user training will be delivered "just in time" as close as possible Training Essential Y
to the projected go-live date.
Implementation core team training will be delivered early in the
84 project, prior to the initiation of the business process review stage Training Important Y
of the project.
The selected vendor shall develop and execute a training
85 evaluation process which should be completed 2 to 5 days after Training Important Y
completion of the training class.
S6 Each training participant will be provided direct access to the Training Essential Y
training/test environment used for the training class.
Each training class wiii cover all of the key business processes
87 , Training important Y
inherent in the area being trained.
Sg The maximum size of each training class should not exceed 16 Training Optional Y
students.
The selected vendor should assign the same application specialist
89 to the training program as the individual who aided the City during Training Important Y
the implementation process.
The training plan should accommodate training for staff who
90 Training Important Y
support the Municipal Court process from external departments.
Training standards will be established and agreed upon by both the
91 Training Important Y
vendor and the City.
The successful vendor will customize the training process based on
92 Training Important Y
client needs.
System training will be specialized to user defined groups at all
93 levels, ranging from higher level sessions (Senior Management) to Training Important Y
lower level sessions (end users).
Vendor will provide an education process to be followed by all
94 personnel assigned by the City as trainers (e.g. on site, at vendor's Training Important Y
Iocation, at a customer's location, manuals, electronic, etc.)
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Court Case Management Software and Implementation Services 172
Section 8.0
Implementation
The vendor will provide ramp up training during the initial
95 transition period with interval training over the course of the Training important Y
project.
The product will include complete training material (manual and/or
96 automated) to provide for initia) and ongoing training Training important Y
requirements.
97 Vendor will provide advanced training for: Training
98 System Administrators Training Essential Y
99 End users Training Essential Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 173
Section 8.0 Technical Requirements
0
e •e
1 The application server should Technical Application Technical
support: Environment Server Environment
eCourt is a Java based system.
Technical Application Technical
2 Microsoft .Net 3.5 or greater Essential Y It will worl< on Windows OS, but
Environment Server Environment
.NET not required.
3 Apache Technical Application Technical Essential Y
Environment Server Environment
4 Tomcat Technical Application Technical �mportant Y
Environment Server Environment
5 ColdFusion Technical Application Technical Important Y
Environment Server Environment
The application server should run on Technical Application Technical �
6 Windows Server 2008 R2 - 64 bit. Environment Server Environment Important Y .
The application should support a
� load balanced environment in a Technical Application Technical Im ortant Y
virtualized server operating Environment Server Environment P
environment using VMware.
Data exposed via the public access Technical Application Technical
$ portal should be encrypted. Environment Server Environment Essential Y
9 The system should utilize: Technicai Database Technical
Environment Environment
10 SQL Server 2005 (64-bit) Technical Database Technical �mportant Y
Environment Environment
11 SQL Server 2008 R2 (64 bit) Technical Database Technical Important Y
Environment Environment
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 174
Section 8.0 Technical Requirements
Application can run with database as Technical Technical
12 part of a SQL Cluster (with Database Important Y
Environment Environment
name/instance configuration)
13 Database authentication should be Technical Database Technical Essential Y
through Windows Authentication. Environment Environment
14 System should work with Microsoft Technical Database Technical Essential Y
Active Directory Groups Environment Environment
15 The system should include archiving Technicai Database Technical �mportant Y
capabilities. Environment Environment
16 The system should include purging Technical Database Technical Essential Y
capabilities. Environment Environment
The application should contain an Technical Technical
17 Database Essential Y
automated replication process. Environment Environment
The database application should Technical Technical
Database Essential Y
;�upport VMware virtualization. Environment Environment
19 `User identity must be propagated to Technical Database Technical Essential Y
database records and logs. Environment Environment
The system updates all related
modules and tables with a single
Z� entry, for example, an account Technical Database Technical Essential Y
number change is made only once Environment Environment
but takes effect throughout The
system.
The system tracks and stores date
21 effective changes throughout all Technical Database Technical �mportant Y
Environment Environment
modules.
The system provides query features
that support alternate field lookup, Technica) Technical
22 Database Essential Y
for instance, using vendor name to Environment Environment
look up vendor number.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
175
Section 8.0 Technical Requirements
The system provides table look-up
23 fields that can be linked to, or refer Technical Database Technical Important Y
to, other tables. Environment Environment
The system database supports
24 execution of procedures stored in Technical Database Technical Important Y
the database based on event Environment Environment
triggers.
The system database provides
25 automatic replication of table Technical Database Technical �mportant Y
Environment Environment
updates to multiple databases.
The system database locl<s records at Technica) Technical WE USE OPTIMISTIC LOCKING
26 the data item level. Environment Database Environment Important Y TO ACHIEVE THIS
Data attributes can be configured by Technical Technical
Z� the system administrator. Environment Database Environment �mportant Y
The system database provides
Technical Technical
28 structured query language (SQL) Database Important Y
Environment Environment
capabilities for database queries. �
The system database allows properly
authorized administrators to create
Technical Technical
29 new data items online and will Database Important Y
automatically update a global data Environment Environment
dictionary with these new elements.
New data items are automatically
30 included in migration paths during Technical Database Technical Essential Y
software upgrades. Environment Environment
Data model documentation for
Technical Technical
31 accommodating new fields is Database Essential Y
Environment Environment
included as part of upgrade strategy.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 176
Section 8.0 Technical Requirements
The system will perform updating
from external batch sources (e.g.,
32 other application systems) through a Technical Database Technical Essential Y
standard interface. See interface Environment Environment
requirements for details.
The system supports on-line
33 integration through standard Technical Database Technical Important Y
message-based API's. See interface Environment Environment
requirements for details.
The system supports mass changes
34 to defined groups of transactions or Technical Database Technical Important Y
table-driven data, if properly Environment Environment
authorized.
35 The system provides the ability to Technical Database Technical �mportant Y
monitor access logs. Environment Environment
'he system provides the ability to Technical Technical
Database Essential Y
monitor database performance. Environment Environment
The system provides the ability to
perform database updates using Technical Technical
37 Database Essential Y
logical transactions to ensure Environment Environment
referential integrity.
The system provides the ability to
Technical Technical
38 support transaction commit/rollback Database Essential Y
Environment Environment
as required by the application.
39 System must support the following Technical Deskto Technical
Desktop operating systems: Environment p Environment
Technical Technical
40 Windows XP Desktop Essential Y
Environment Environment
Technical Technical
41 Windows 7 Environment Desktop Environment �mportant Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
177
Section 8.0 Technical Requirements
42 Windows 8 Technical Desktop Technical Important Y
Environment Environment
43 System must support the foilowing Technical Deskto Technical
Office productivity tools: Environment P Environment
44 Office 2007 Technical Desktop Technical Essential Y
Environment Environment
45 Office 2010 Technical Desktop Technical �mportant Y
Environment Environment
46 Application must support: Technical Desktop Technical
Environment Environment
47 IE 7 or later Technical Desktop Technical Important Y Recommended internet
Environment Environment Explorer IE8 or higher.
48 Safari Technical Desl<top Technical �mportant Y
Environment Environment
49 Chrome Technical Desl<top Technical Important Y �
Environment Environment
50 Firefox Technical Desl<top Technical Important Y
Environment Environment
System must support desktop TWAIN
scanning, barcoding scanning, drivers
license mag strip readers, signature Technical Technical
51 pads, credit card readers, digita) Environment Desktop Environment Essential Y
image and video and network
printers.
The system should provide mobile
52 capability via handheld devices Technical Desktop Technica� Important Y
such as the iPad and Android Environment Environment
e app�ication should support all
Microsoft software releases within Technical General Technical
53 60 days of release by Microsoft Environment Technical Environment �mportant Y
(security and server).
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 1�8
Section 8.0 Technical Requirements
System must support a WinTel Technical General Technical
54 Important Y
operating environment. Environment Technical Environment
System reports should be generated
55 using Microsoft SQL Server Reporting Technical Reporting Technical Optionai Y
Environment Environment
Services.
The system should support a simple Technical Technical
56 Reporting Important Y
to use ad hoc reporting tool. Environment Environment
The system should support the ability
to create scheduled reports and Technical Technical
57 Reporting Important Y
burst them to users based upon user Environment Environment
defined security.
The system should provide a
58 business analytics toolset that Technical Reporting Technical �mportant Y
Environment Environment
integrates with Microsoft Excel.
a reporting database must be run in
parallel to the on-line transaction
processing (OLTP) database, from
Technicai Technical
59 which the reporting database will be Reporting Important Y
refreshed at scheduled intervals by Environment Environment
an extract, transform and load (ETL)
batch process
Queries and reports that would
otherwise overtax the OLTP database Technica) Technical
60 must be routed to the reporting Environment Reporting Environment Important Y
database.
Queries must be constrained to
Technical Technical
61 balance load across sessions — in Reporting
particular:
Environment Environment
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
179
Section 8.0 Technical Requirements
Lookup queries where wildcards are
62 allowed must be directed to the Technical Reporting Technical �mportant Y We use hibernate transaxtion to
Environment Environment efficient query mechanism.
reporting database.
Extract, Transform and Load (ETL)
batch jobs must not run against the
Technical Technical
63 on-line transactional processing Reporting Important Y
Environment Environment
(OLTP) database during normai City
business hours.
Analysis and reporting queries must
oniy be executed against the Technical Technical
64 Reporting Essential Y
reporting database and not the OLTP Environment Environment
database.
65 Minimum password requirements Technical Securit Technical
should support: Environment y Environment
Minimum of 8 alphanumeric Technical Technical We integrate with active direcr'
66 Security Essential Y
letters/numbers Environment Environment to enforce these.
Minimum of 3 of 4- upper case, Technical Technical
67 lower case, number and special Security Essential Y
Environment Environment
characters
68 Force change every 90 days Technical Security Technical Essential Y
Environment Environment
The system should lock the account Technical Technical
69 Security Important Y
after 3 unsuccessful attempts. Environment Environment
70 System must be based on: Technical System Technical
Environment Architecture Environment
Real-time update of tables from end- Technical System Technical
71 Important Y
user input screens. Environment Architecture Environment
All input (i.e., batch, interfaced and Technical System Technical
72 on-line) edited via City-defined Important Y
Environment Architecture Environment
parameters priorto processing.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 180
Section 8.0
73 N-tier architecture
74 Open standards computing platform
(e.g., Java, .NET). B
The system database must be ODBC
75 compliant (Open Database
Connectivity).
System must have export facility that
supports at least one of the data-
transfer formats listed below. This
76 facility should include the ability to
select from data views information
which is needed to update legacy
systems or external agencies.
Technical Requirements
Technical System Technical
Important
Environment Architecture Environment
Technical System Technical
Important
Environment Architecture Environment
Technical System Technical Essential
Environment Architecture Environment
Technical ( System I Technical
Environment Architecture Environment
Technical System Technical
�ML Essential
Environment Architecture Environment
78 EDI Technical System Technical Important
Environment Architecture Environment
Flat file (e.g., ASCII, variable and/or Technical System Technical
79 Important
fixed length, comma-delimited, etc.) Environment Architecture Environment
80 DIF Technical System Technical �mportant
Environment Architecture Environment
81 CVS Technicai System Technical �mportant
Environment Architecture Environment
Technical System Technical
82 RTF Important
Environment Architecture Environment
or Support automated table export Technical System Technical
83 tools Environment Architecture Environment Important
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
Y
Y
Y
Y
Y
u
Y
Y
Y
Y
181
Section 8.0
Technical Requirements
For interfaces to justice systems,
where applicable, Global Justice XML
Data Model (GJXDM) must be
incorporated for all data exchanges Technical System Technical
84 Important Y We are NIEM compliant.
external to the system, including Environment Architecture Environment
interFaces to other city, county and
state systems. GJXDM standards can
be found at www.it.ojp.gov/jx
System provides Enterprise i��,� "
85 Application Integration (EAI) Technical System Technical � i,
functionalit : Environment Architecture Environment �
Y
Connectivity services -- transports
86 data across different networl<s and Technical System Technical Important Y
Environment Architecture Environment
protocols �
Communication services --
guarantees message delivery and
handles queuing and encryption for
8� various types of communication (e.g., Technical System Technicai Important Y
pubiish and subscribe, request/repiy, Environment Architecture Environment
etc.) including the use of third party
ESB (Enterprise Service Bus) and
must be able t
Data-flow services -- routes data to
88 the appropriate destination(s) and Technical System Technical �mportant Y
filters messages Environment Architecture Environment
Data-mapping services -- links data to
89 the appropriate meaning in different Technical System Technical Important Y
schemas Environment Architecture Environment
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 182
Section 8.0
Technica) Requirements
Data-transformation services --
Technical System Technical
90 handles data validation, calculations, Environment Architecture Environment �mportant Y
lookups, padding, truncation, etc.
Transaction processing services --
Technical System Technical
91 manages transactions across multiple Important Y
Environment Architecture Environment
applications
Business process flow services --
groups and links data flows to Technicai System Technical
92 Important Y
automate the steps in a business Environment Architecture Environment
transaction
Web Services functionality (i.e., Technical System Technical
93 UDDI, WSDL, SOAP, etc.) Environment Architecture Environment �mportant Y
, The system must be web-based with
he option to provide additional rich-
>lientfunctionality, particularly
94 where a need for disconnected Technical System Technical
operation is identified or in scenarios Environment Architecture Environment
where work patterns do not lend
themselves well to the request-
response modei
System is compatible with the City's
95 use of network protocols, such as Technical System Technical
TCP/IP. Environment Architecture Environment
96 System provides toolsets to Technical System Technical
accommodate the following: Environment Architecture Environment
Technical System Technical
97 Database maintenance
Environment Architecture Environment
98 Report design and generation Technical System Technical
Environment Architecture Environment
Fort Worth RFP# 13-0207
Court Case Management Software and Impiementation Services
Essential I Y
Essential ( Y
Essential Y Your normal database processes
appiy.
Essential Y
183
Section 8.0
99 Application security administration
100 End-user interface design
101 System upgrade administration
102 API maintenance
103 Archiving/purging of data
System supports a fully scalable
architecture designed to allow
104 incremental increases in hardware
capacity to meet demands of
increased usage.
System supports multi-node
application server processing so that
application processing load can be
105 distributed and balanced across
multiple physical servers. Please
provide diagrams that illustrate how
yourtechnical architecture meets
this criteria.
System architecture supports rapid
failover or redeployment in the event
of planned or unplanned
106 interruptions. Please provide
diagrams that illustrate how your
technicai architecture meets this
criteria.
Technicai Requirements
Technical System Technical
Environment Architecture Environment
Technical System Technical
Environment Architecture Environment
Technical System Technical
Environment Architecture Environment
Technical System Technical
Environment Architecture Environment
Technical System Technical
Environment Architecture Environment
Essential
Essential
Essential
Essential
Essential
Y
Y
Y
Y
Y
Technical System Technical
Environment Architecture Environment Essentiai Y
Technical System Technical
Environment Architecture Environment �mportant Y
Technical I System ( Technical
Environment Architecture Environment Essential Y
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 184
Section 8.0 Technical Requirements
System must provide clustered or
parallel processing server
components (database and
application) that allow hot
Technical System Technical
107 addition/deletion of hardware Important Y
components to address peaks in Environment Architecture Environment
demand. Setting up the servers in
this fashion will assist with no single
point
System architecture ensures that
108 batch processing does not interFere Technical System Technical Essentiai Y
with on-line responsiveness or Environment Architecture Environment
availability.
System architecture provides user
session isolation such that a failure in Technical System Technical
important Y
"''ne session has no impact on other Environment Architecture Environment
user sessions.
All system data can be archived and Technical System Technical
110 Important Y
retrieved. Environment Architecture Environment
System administrator can define Technical System Technical
111 Essential Y
retention periods. Environment Architecture Environment
Deleted records are marked for
112 deletion but not removed from the Technical System Technical Important Y
Environment Architecture Environment
database until purged.
Administrator has the ability to reset
113 deleted records (maintaining Technical System Technical Important Y
Environment Architecture Environment
referential integrity).
System provides a method to access,
114 query, and report against archived Technical System Technical Important Y
Environment Architecture Environment
data.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services 185
Section 8.0 Technical Requirements
System provides method to access
115 archived data when system Technical System Technical Important Y
architecture changes as a result of Environment Architecture Environment
software upgrade.
The system should provide schedule
and ticl<ler capability that allows
116 users to manage important dates and Technical System Technical Essential Y
prompts them on upcoming Environment Architecture Environment
scheduled events.
System is vendor-independent, that
is, system is non-proprietary, based
117 on non-proprietarytechnologyand is Technical System Technical �mportant Y
not locl<ed into usage with Environment Architecture Environment
proprietary hardware or operating
system platforms.
The System minimizes the use of any
technologythatincludesbranded
products, or dependencies on Technical System Technical
118 Important Y
branded products (e.g., Microsoft Environment Architecture Environment
BizTalk server, SUSE Linux, Pl/SQL, T-
SQL, etc.)
Access requirements through
firewalls should be clearly identified
119 and follow standard port Technical System Technical Essentiai Y
Environment Architecture Environment
designations (port 80 and 443),
where possible.
Processing for erroneous
Technical System Technical
120 transactions is suspended until the Environment Architecture Environment �mportant Y
error is resolved.
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Court Case Management Software and Implementation Services 186
Section 8.0 Technical Requirements
System provides job scheduling tools
to automate administrative tasks Technical System Technicai
121 Essential Y
such as data base backups or regular Environment Architecture Environment
report production.
System integrates any proposed third
122 party applications into the main Technical System Technical Essential Y
Environment Architecture Environment
menu structure.
Menu structure is maintained during Technical System Technical
123 softwareupgradesforfinancial Essential Y
Environment Architecture Environment
system and third-party applications.
Vendor proposed third party
Technical System Technicai
124 applications adhere to financial Essential Y
system security profiles. Environment Architecture Environment
System provides software
';'istribution tools to facilitate
Technical System Technical
,`migration of application software to Environment Architecture Environment Essential Y
other servers (e.g., test,
development, etc.)
Application is supported by version Technicai System Technical
126 control tools that provide "check in" Important Y
and "check out" support. Environment Architecture Environment
System tools support enterprise-wide
127 administration of multiple Technical System Technical Important Y
application servers. Environment Architecture Environment
System toois support proactive
128 management of application server Technical System Technical Important Y
Environment Architecture Environment
resources.
Fort Worth RFP# 13-0207
Court Case Management Software and Implementation Services
187
Section 8.0
Technical Requirements
The system supplies job scheduling
Technical System Technical
129 tools that allow users to predefine Important Y
Environment Processing Environment
start times for batch processes.
The system supplies job scheduling
130 tools that allow users to control jobs Technical System Technical �mportant Y
Environment Processing Environment
by transaction type.
The system allows users to sequence
131 multiplejobs based on user-defined Technical System Technical Important Y
Environment Processing Environment
rules.
The system maintains a system-wide
132 calendar, which can be updated Technical System Technical Important Y
online by the user, for production Environment Processing Environment
scheduling.
The system provides automatic
program checks for controlling data
files, verifying correct processing,
133 and ensuring data integrity. Technica) System Technical Important Y
Available program checl<s include Environment Processing Environment
record counts, totals, limit checks,
and dollartotals.
The system automatically reconciles
all exported/imported data (e.g., Technical System Technical
134 Important Y
reconcile that what was sent was Environment Processing Environment
received.)
The system provides integration with
135 third-party scheduling tools for all Technical System Technical Important Y
proposed installed and supported Environment Processing Environment
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Court Case Management Software and Implementation Services 188
Section 8.0 Technical Requirements
Application system is based on Technical System Technical
136 Important Y
Service Oriented Architecture (SOA). Environment Processing Environment
The system supports multiple
137 concurrent application sessions for Technical System Technical Important Y
each user on a single computer. Environment Processing Environment
The system supports returning only a
generic server error to the end user
138 while logging a detailed error in a Technical System Technical Important Y
Environment Processing Environment
location only accessible to system
administrators and other developers.
System is web-based and requires
Technical System Technical
139 minimal installation on client Important Y
Environment Processing Environment
workstations.
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Court Case Management Software and Implementation Services
189
FORT WORTH
Feb 10, 2015
Jon M. Peek, Chief Operating Officer
Journal Technologies
843 South 100 West
Logan, UT 84321
Dear Mr. Peek,
Enclosed you will iind iive (5) original contracts for final execution of the Professional
Services Agreement for a new Municipal Court Case Management System, which
includes eCourt, eCourt Public and Jury Systems. Please review and obtain the
appropriate signatures on the final documentation between the City of Fort Worth and
Journal Technologies Inc. All five original contracts have been placed in its own binder
for your convenience, The signed original documents should be mailed back to us at the
address listed below.
Once all original documents have been received and signed by the City of Fort Worth
executive management, the agreement will be formally executed and a final signed copy
will be routed back to you for recording.
Return Address:
A.D. Marshall Public Safety Building
2°d Floor Administrative Offices
Attention: Sherral Dulaney
1000 Throckmorton Street
Fort Worth, Texas 76102
ank u,
/
Dalcisha R. Wesley �'
Municipal Court Services Assistant Director
Enclosure: Five Professional Services Contract Agreements
MUNICIPAL COURT
THE CITY OF FORT WORTH * IOOO THROCKMORTON STREET * FORT WORTH, TEXAS 76102
�, Printed on recycled paper
M&C Review
CITY COUNCIL AGENDA
Page 1 of 3
Official site of the City of Fort Worth, Texas
FORT WORTF�
_�T`'�.
COUNCIL ACTION: Approved As Amended on 1/27/2015 - Ordinance No. 21620-01-2015
DATE: 1/27/2015 REFERENCE C-27165 LOG NAME: 38CMSIMPLEMENTATION
NO..
CODE: C TYPE: NON- PUBLIC NO
CONSENT HEARING:
SUBJECT: Authorize Execution of a Professional Services Agreement with Journal Technologies,
Inc., in an Amount Up to $1,170,276.00 for Initial Implementation Costs for a Case
Management System, Including Software Licensing, Maintenance and Support, and
Hosting Services for the Municipal Court Services Department, Authorize Funding for
Staff Augmentation Services in an Amount Up to $790,000.00 and Adopt Appropriation
Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the execution of a Professional Services Agreement with Journal Technologies, Inc., in
an amount up to. $1,170,276.00 for initial implementation costs for a Case Management System,
including software licensing, maintenance and support and hosting services for the Municipal Court
Services Department and ten percent contingency for unanticipated costs;
2. Authorize the funding for staff augmentation services during the implementation phase using the
City's current staff augmentation vendor in an amount up to $790,000.00; and
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Municipal Court Technology Project of the Special Trust Fund in the amount of $1,960,276.00 from
available funds.
DISCUSSION:
On January 28, 2003, the City Council approved M&C C-19450, which authorized the purchase of a
Case Management System (CMS) and Electronic Document Management System for the purpose of
enhancing Municipal Court operations. On July 17, 2007, the City Council approved M&C G-15785,
which authorized a Software Support and Maintenance Agreement for the system.
The Municipal Court Services Department has been using the current CMS for approximately nine
years. Since its implementation in December of 2005, a myriad of issues related to general usability,
product design and software support have been identified. Municipal Court staff has worked diligently
with the current vendor in order to improve the system to more effectively and efficiently meet the
business needs of the Court. Despite those efforts, the current system is not sufficient to meet the
Court's needs to foster effective and efficient progress.
In order to initiate the process of replacing the current CMS on November 15, 2011, the City Council
authorized an Agreement with the Azimuth Group, Inc., to conduct a comprehensive assessment of
the following: (i) the Court's business processes, organizational structure and functional
requirements and (ii) the capabilities and limitations of the current system. The resulting assessment
and information was used to design the functional and technical specifications included in a Request
for Proposals (RFP) to solicit submittals from the CMS vendor community.
On or about July 17, 2013, an RFP was issued for a new CMS. The City received nine proposals, all
http://apps.cfwnet.org/council�acket/mc_review.asp?ID=20389&councildate=l/27/2015 2/27/2015
M&C Review
Page 2 of 3
of which were evaluated by applying the following criteria: technical and implementation services,
qualifications/references, adherence to the terms/conditions of the contract, �nancial stability and
MBE participation. After a thorough evaluation that involved scoring written proposals and reviewing
vendor presentations, finalists were selected. An evaluation team, comprised of representatives from
the Municipal Court Services, Financial Management Services, Law and Information Technology
Solutions departments recommended the comprehensive solution by Journal Technologies, Inc.
(formerly Sustain Technologies, Inc.) (Journal), as the best proposed CMS solution for the City. The
selected solution includes eCourt Case Management System, an automated jury management
system and document imaging system.
The current appropriation request in the amount of $1,960,276.00 is for initial implementation costs
for software implementation services, Staff augmentation, hosting services and software licensing
and support. Funding for future annual payments and support will be included in subsequent budget
years for the City Council to consider and approve. Staff anticipates maintenance and support fees in
the amount of $337,179.00 to be paid ee{tra�4y from the Court Technology Project �-�' "-- ^-:�-
through Fiscal Year �8�-9 2021, upon approval �p-�e
the City Council for a six year initial term with total contract costs not to exceed
$2,810,398.00. The Municipal Courts Technology Special Trust Fund is dedicated to financing the
purchase and maintenance of technological enhancements for the Municipal Court. Collection of
funds for this purpose requires a defendant convicted of a misdemeanor offense in a municipal court
to pay a technology fee not to exceed $4.00 as court cost (Article 102.0172, Texas Code of Criminal
Procedure). Municipal Court Services will utilize one of the City's current staff augmentation vendors
authorized via M&C C-26551 (November 5, 2013) to provide project management support during the
implementation.
ADMINISTRATIVE AMENDMENT - One or more administrative amendments for this Agreement may
be made by the City Manager or his designee for a total amount not to exceed 10 percent of the
cumulative original contract cost. Such an increase would not require City Council approval as long
as sufficient funds have been appropriated.
M/WBE OFFICE - Journal Technologies, Inc., is in compliance with the City's BDE Ordinance by
committing to 10 percent MBE (African American) participation for the implementation and setup in
the first year of the contract. This goal does not apply to the maintenance and support services for
the remaining years of the contract. The City's MBE (African American) goal on this project is 10
percent.
AGREEMENT TERM - Upon City Council approval, the Agreement shall begin upon execution by the
parties and shall continue for an initial term of six years.
RENEWAL OPTIONS - Following the initial term, the Support and Maintenance Agreement may be
renewed annually for five additional successive one-year terms at the City's option. This action does
not require specific City Council approval provided that the City Council has appropriated sufficient
funds to satisfy the City's obligation during the renewal term.
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/AccountlCenters
�
FE72 431038 03853501000
�
FE72 539120 03853501000
$1,960,276.00
$1,960,276.00
FROM Fund/AccountlCenters
(1)(2) $1, 960,276.00
FE72 539120 03853501000
http://apps.cfwnet.org/council�acket/mc_review.asp?ID=20389&councildate=l/27/2015 2/27/2015
M&C Review
Submitted for Citv Manaqer's Office by;,
Oriqinatinq Department Head:
Additional Information Contact:
ATTACHMENTS
38CMSIMPLEMENTATION AO FY2015.docx
Charles W. Daniels (6183)
Deidra Emerson (6711)
Dakisha R. Wesley (6711)
http://apps.cfwnet.org/council�acket/mc_review.asp?ID=203 89&councildate=l /27/2015
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