HomeMy WebLinkAboutContract 43510 (2)UNIF-IEDEDGE
SOW: 20120402001 CITY SECRETARY q3yJQ
CONTRACT N0. __
Statement of Work for UnifiedEdge Software / Services
For
office of Emergency Management ROIP Implementation Phase 2
Buyer Details: Supplier Details:
City of Fort Worth UnifiedEdge, Inc.
Office of Emergency Management
2903 Dunbar Ct
1000 Throckmorton Street Cedar Park, TX 78613
Fort Worth, TX 76102-6312
(hereinafter "Buyer")
Project Details:
Name: Radio over IP for the Emergency Operations Center - Phase 2
(hereinafter "Project")
DIR Contract Number: DIR-SDD-936
DIR Vendor ID: 3204047656900
(hereinafter "Supplier")
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This Statement of Work ("SOW") 20120402001 has been prepared for the City of Fort Worth's Office of Emergency
Management Department. This SOW is effective upon approval ("Acceptance and Agreed To") and signing. Current pricing and
contract terms are valid for 90-days beginning June 1, 2012. Transactions performed under this SOW will be conducted in
accordance with and be subject to the terms and conditions of this SOW, Supplier's Department of Information Resources (DIR)
Contract DIR-SDD-936, and any applicable purchasing terms and conditions as required by Buyer.
ACCEPTED AND AGREED TO: City of Fort Worth By: ACCEPTED AND AGREED TO: UnifiedEdge, Inc. By:
Buyer Signature
Priated-Named
Title
Susan Mania
APPROVED AS
Cit of Fo
Date
-81
1.P rr, AND LEGALITY:
Suppli r ignature
Printed Name
Steve White
Title
President/CEO
Attested by.
Date
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UNIFIEDEDGE
Scope of Services 3
Supplier Deliverables 3
Project Pricing 6
Primary Project Pricing Components o 6
Schedule for Deliverables 6
Projected Timeline 6
Acceptance Criteria 7
Software 7
Hardware 7
Professional Services 7
Training 7
Verification and Signoff 7
Invoicing Schedule 11
Projected Invoice Schedule Timeline 11
Payment Terms 11
Additional Terms and Conditions 12
Non Solicitation of Employees 12
Project Change Control 12
Addendum A 13
City of Fort Worth: 20120402001
2 May 30, 2012
LJNIF1EDEDGE
Scope of Services
Project will be centered on three (3) key high-level strategic areas:
Usability
Focus area centers on ability to reduce complexity of multiple desktop applications thus
institutionalizing and extending use.
® Consolidation of Applications on the JEOC Desktop
• Delivery of Sametime out -of -box "plug-in" capabilities
• Customized Features
Mobility
Provide ability to access Sametime and RadioConnect from the Internet.
Expansion as Needed
As JEOC use and partnerships grow certain key aspects of the center's assets may need to expand.
Supplier Deliverables
Provisioning of software licenses and physical hardware components as necessary to support the
Project, including maintenance coverage in coordination with CFW ITS strike team.
Deliverables: Software
Server Licensing
o RadioConnect uEdgeStream Server Cori os fry ': Supplier will license RadioConnect
uEdgeStream Server components (includes OEM components for IBM Connections, Portal and
Expeditor). Licenses will allow desktop access against the concurrent (100) user RoIP license
already owned by the Buyer.
Client Licensing
RadioConnect for Porcal Supplier will license RadioConnect for Portal Software. Licenses
will allow web access against the concurrent (100) user RoIP license already owned by the
Buyer.
RadioConnect uEdgeStreanti Client: Supplier will license RadioConnect for Portal Software.
Licenses will allow desktop access against the concurrent (100) user RoIP license already owned
by the Buyer.
o WAVE Mobil . Co` vimunicator multipl tfor'm: Supplier will license twenty (20) WAVE Mobile
Communicators for use by the JEOC. Ten (10) of the twenty licenses will allow for Point -to -Point
(private) push -to -talk conversations,
City of Fort Worth: 20120402001
3 VIay30,2012
INIFIEDEDGE
Deliverables: Hardware
• Voice Gateway Packages: Supplier will supply, install, and integrate two (2) RoIP Gateway
hardware packages.
o JEOC: installation of one (1) twelve (12) port RoIP Gateway
o Mobile Communications Platform: installation of one (1) eight (8) port RoIP Gateway
Deliverables: Professional Services
• Project Management: Supplier Project Management for coordination of Supplier activities with
Buyer's Project Manager.
• Hourly Efforts: Supplier has built fixed cost efforts for the installation, configuration, integration
and testing of:
o RadioConnect uEdgeStream Server Components
o RadioConnect for Portal Client
o RadioConnect uEdgeStream Client
o Wave Mobile Communicator Client
o Telephony components as needed to support single desktop application vision
Deliverables: Training
• Product training for three primary user groups:
o Common User
o Dispatch (Advanced) User
o System Administrator User
• Training will be conducted on -site in Fort Worth over a five (5) day period and will contain the
following efforts:
o Day 1: Round Robin desktop training
Each hour start a class on RadioConnect for SameTime (or uEdgeStream) for
common users.
o Day 1: RC Dispatch Communicator Training
■ Designated time for RadioConnect Dispatch Communicator class: two hour class
(attendee schedule)
o Day 2: System Administrator Training Class
City of Fort Worth: 20120402001
4 May 30, 2012
UNIFIEDEDGE
• 8-4 Dedicated Admin Course
o Day 3: System Administrator Training Class
• 8-4 Dedicated Admin Course
o Day 4: System Admin Review and Testing
a
842 Dedicated Admin Course
o Day 4: RC Dispatch Communicator Training
o 2-4 Designated time for RCDC class: two hour class
o Day 5: Round Robin desktop training
0 8-12 Each hour start a class on RC for ST (or uEdgeStream) for common users.
Deliverables: Maintenance and Support
•
Technical Support: At the conclusion of this project and continuing for one (1) year thereafter,
Supplier will provide to the Office of Emergency Management direct telephone support and
maintenance for all deliverables. This service is considered Level II support. This will include
remote server support, if granted by the IT Management authority. Beyond year one (1),
technical support will be a negotiated fee.
0 OneSite Support: Upon project completion, on -site support by a Supplier technician or engineer
will be available for the first ninety (90) days at the request of the Office of Emergency
Management, at no additional charge. Beyond the initial ninety (90)-day period, onsite service
and support will be available on request at the discounted DIR hourly rate of $165.00 per h0ur
(subject to change per the Supplier DIRoSDD-936 Contract).
City of Fort Worth: 20120402001
5 May 30, 2012
UNIFIEDEDGE
Project Pricing
Primary Project Pricing Components
Description
Part Number Quantity Pric
Software
Hardware a EOC (12 port gateway / router)
Hardware Mobile Tower (8 port, gateway / router)
Professional Services
Training
TOTAL
Schedule for Deliverables
RN0030
RGU12
RGUO8
PS0001
TR0001
1 ea/Bundle
1 ea
1 ea
1 ea
$55,895.00
$28,995.00
$22,995.00
$130, 200.00
$7,600.00
$ 245,685.00
Projected Timeline
Deliverable (see Section 1.0 Scope of Services) Projected Timeline* (D: Duration)
Project Management
Phase 2 Prerequisites
Mobility - physical servers/software platform inside "green" network
RadioConnect uEdgeStream Server/Client Deployment
Expansion Needs -JEOC RolP Stack Needs
Expansion Needs - Mobile Comms Trailer
Implementation of WAVE Mobile Communicator Clients
Telephony
Training
D: Project Start thru Project End
D: 160 Hours
D: 160 Hours
D: 100 Hours
D: 24 Hours
D: 40 Hours
D: 160 Hours
D: 160 Hours
D: 5 Days
* Note: Deliverables and hours may be concurrent and worked by multiple supplier resources both on and off -site,
City of Fort Worth: 20120402001 6 May 30, 2012
UNIFIEDEDGE
Acceptance Criteria
Software
• Procurement of all software licenses as described in section Deliverables: Software on page
3 necessary to implement the Project.
Hardware
• Procurement of all hardware as described in section Deliverables: Hardware on page 4
necessary to implement the Project.
Professional Services
•
Execution of project tasks necessary to install, integrate and configure Software and Hardware
items as described in section Deliverables: Professional Services on page 4 necessary to
implement the Project. The City's acceptance of all services shall be evidenced by completion
and sign off of the punch list in the section Verification and Signoff beginning on page 7
herein.
Training
• Successful completion of Training items described in section Deliverables: Training on page
4.
Verification and Signoff
DESIGN VALIDATION
Unified Edge reviewed all material provided by CFW including system plans, equipment lists, usage
intent, and facility drawings such as architectural, electrical, and mechanical to ensure it is sufficient to
support the system design. Unified Edge understands that detailed system diagrams will be developed
based on these drawings and requirements of this SOW and quantities may change during this phase as
system functionality is refined through this project implementation.
DETAILED AS -BUILT DRAWING
Diagrams depicting the "asabuilt" system will be provided in Microsoft VISIO format and in a Portable
Document Format (PDF). As'built information will include logic and wire diagrams, the physical cabling,
and any other drawings pertinent to the understanding and operation of the system.
CONFIGURATION DATA
All hardware and software configuration information, including MAC addresses, IP addresses, hand=
written notes, configuration files, screen captures, and printed material, will be documented and
provided to CFW.
PRODUCT DOCUMENTATION
City of Fort Worth: 20120402001
7 May 30, 2012
UNIFIEDEDGE
All printed or electronic material for any hardware or software products procured or provided by Unified
Edge, including manuals, warranty registrations, brochures, and licensing agreements will be delivered
(surrendered) to CFW.
Additionally, a schedule of serial numbers for each piece of equipment and applicable software shall be
provided to CFW.
Verification and signoff
Functional inspection
The system will not be considered completely installed until the client has given final signoff. To assist in
this process, the following template will be used to identify, track and fix any punch list items:
CFW Radio over IP system checklist
By:
Client/Project Name:
Preliminary Check-out: Or Final Check-out:
Date By Task:
Verify install of two new physical
servers to support Rolf platform
Upgrade all Sametime clients to version
8.5.2
Verify Sametime client works
Verify RadioConnect works inside
Sametime client
Verify Install and Operation of new
Voice Gateway
Verify RadioConnect Dispatch
Communicator works, can receive and
make telephone calls, and patch radio
and telephone
Verify Sametime instant Meetings are
usable internally to JEOC
City of Fort Worth: 20120402001
8 May 30, 2012
NIFIEDEDGE
By Owner Representative
Accepted:
Accepted as Noted:
Verify Video Calls work via Sametime
Verify Microsoft Office Integration is
working
Verify log -on script enables auto -login
for Sametime / RadioConnect /
Connections
Verify install of full -screen (thin) client
concept - uEdgeStream
Verify install and operation of IBM
Connections
Verify install and operation of
RadioConnect media server, 8 port
gateway, and Sametime in ITS Radio
Mobile Comms Trailer
Verify external access to Sametime /
RadioConnect
Verify internet access to Sametime /
RadioConnect
Verify Sametime / RadioConnect
accessibility in other city departments
(IT, Radio, Finance, 6515, TPW, PD, FO,
etc) via access rights granted by City ITS
Security and Network policy
Verify WAVE Mobile Clients work
properly
Verify upgrade of RadioConnect Server
to 5 from 4.8.1
Verify Delivery of 5 days worth of
training on RadioConnect
Rejected:
City of Fort Worth: 20120402001
9 May 30, 2012
UNIFIEDEDGE
PROJECT CLOSEOUT
Unified Edge understands that upon project completion, a final meeting will be conducted to officially
close out the project. This includes a discussion of lessons learned both from CFW's and Unified Edge's
perspective, submission of all required documentation, and a Question & Answer session dealing with
any unclosed loose ends.
City of Fort Worth: 20120402001
10 May 30, 2012
UNIFIEDEDGE
Invoicing Schedule
• Supplier will use the following schedule when invoicing efforts related to completion of given
efforts:
• Commencement of Project
o Procurement of Software and Hardware items necessary to complete the project
® Software - $55,895.00
•
Hardware $51,990.00
® Total - $107,885.00
Noce: Invoice for Hardware will include serial numbers for State reporting.
• Monthly
o Hourly Tasks related to Professional Services Project Deliverables as detailed in Section
Deliverables: Professional Services billed at end of each Project month.
Projected Invoice Schedule Timeline
Activity Commence Month 1 Month 2 Month 3
Total
Procurement
Activities
Hourly
(Professional
Services)
`braining
$107,885.00
- $107,885.00
$25,200.00 $35,000.00 $35,000.00 $35,000.00 $130,200.00
$7,600.00 $ 7,600.00
Totals $133,085.00 $35,000.00 $35,000.00 $42,600.00 $245,685.00
Payment Terms
Buyer and Supplier have agreed to use the Supplier's Department of Information Resources (DIR)
GoDlRect contract vehicle. Under this contract it is expected that the Buyer follow Payment Terms as
specified by the State of Texas Vendor Guide. Supplier details:
• DIR Contract Number: DIR-SDD-936
O DIR Vendor ID: 3204047656900
• Supplier Federal Tax ID: 27M1 8YA 5
City of Fort Worth: 20120402001
:,. May 30, 2012
"lEDEDGE
Vendor Guide: http://wvvw.window.state.tx.us/procurement/pub/vendor_guide.pdf
Additional Terms and Conditions
Non Solicitation of Employees
• Both Buyer and Supplier agree that during and for one year following the completion of the
Services engagement period, neither party will directly solicit for employment personnel of the
other assigned to this Services engagement. This does not prohibit either of us from giving
consideration to any application for employment submitted on an unsolicited basis or in
response to a general advertisement of employment opportunities.
Project Change Control
• Changes to this SOW that may arise during the project will be managed through the Project
Change Control Procedure:
A Project Change Request (PCR) will be the vehicle for communicating change. The PCR will
describe the change, the business rationale for the change, and the effect the change will have
on the contracted work;
0 The designated coordinator of the receiving party may either accept the PCR for implementation
or further investigation, or reject it;
• Before Supplier starts its investigation, Supplier will inform you of any additional charges to
investigate a PCR. A PCR must be signed by authorized representatives from both parties to
authorize investigation of the recommended changes.
o A written Change Authorization must be signed by authorized representatives from both parties
to authorize implementation of the investigated changes. Until a change is agreed in writing,
both parties will continue to act in accordance with the latest agreed version of the SOW.
o Any changes to this SOW may affect the charges, schedule and other terms and conditions of
the Agreement. Supplier may invoice Buyer for any such approved charges.
City of Fort Worth: 20120402001
12 May 30, 2012
UNIF-IEDEDGE
Addendum A
JEOC Network Diagram
Network/Internet Clients: Desktop, Portal, Mobile
JEOC DMZ ("Creen '2
1
4
•
tointiltrrril
-JEOC Firewall
-Portal Server (NEW)
- Portal
- Connections
RadioConnect Management/Media
City
Figure 1 High Level JEOC Network Diagram
•
- Sametime Community (NEW)
- Community Server
- Meeting Server
- Media Server
JEOC Firewall
AD Domain Controller
City of Fort Worth: 20120402001
13 May 30, 2012
M&C Review
CODE:
SU ; ECT:
COUNCIL 1, ® C
DATE: 8/14/2012 u't F ®: *"P-11418 L13P12-0148
ROIP JEOC II AG
P TYPE: CONSENT PU LIC HEA IN : NO
Authorize Purchase Agreement with UnifiedEdge, Inc., for Phase II Radio Over Internet Protocol Software,
Hardware and Related Services Using a Cooperative Contract for the Office of Emergency Management in the
Amount Up to $245 685.00 from Grant Funds (ALL COUNCIL DISTRICTS)
COMMENDATION:
It is recommended that the City Council authorize a Purchase Agreement with UnifiedEdge, Inc., for Phase II Radio Over Internet
Protocol software, hardware and related services using the Department of Information Resources Contract No. DIR-SDD-936 for
the Office of Emergency Management in the amount up to $245,685.00 from Grant Funds.
DISCUSSION:
On September 21, 2010, the City Council authorized a purchase Agreement with UnifiedEdge, Inc. (UnifiedEdge), for Radio Over
Internet Protocol (ROIP) software, hardware and related services for the Joint Emergency Management Operations Center (JEOC),
During the first phase of the ROIP Implementation, UnifiedEdge successfully deployed, integrated and supported the ROIP system
during Super Bowl ;"leek. The ROIP system includes n'ai agei IDI It ai d media sewer software, PC desktop communicator clients,
dispatch communicator clients and integration with the Public Switch Telephone Network (PSTN) providing low cost access to radio
and voice communications for JEOC users.
The Office of Emergency Management (OEM) will use this purchase Agreement for products and services to enhance the existing
ROIP system and to implement recommended improvements identified after action debriefings following City activities during Super
Bowl Week in February 2011. The ROIP system improvements will focus on three areas: usability of the application, user mobility
and system channel capacity. UnifiedEdge will provide software customization and integration services to accomplish tasks
identified in the statement of work
Usability improvements include role based contact list, launch point link for key applications in the JEOC, added login script to
gather user information and provide added capability to search by skill set and availability. Mobility enhancements include the ability
to access JEOC Sametime and RadioConnect applications from outside of the City s network via web interface and smart phone.
Expansion enhancements include additional gateway to provide channel capacity and redundancy. Phase II also includes an
upgrade to the ITS communications trailer to provide remote radio connection to and from the JEOC.
PRICE ANALYSIS - DIR Contract No. DIR-SDD-936 offers fixed discounts based on Manufacturer's Suggested Retail Price
(MSRP). Discounts range from 10 to 28 percent for software and 28 percent for services. Staff reviewed the pricing and determined
it to be fair and reasonable
COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing
Agreement satisfies any state law requiring that the local government seek competitive bids for purchase of the item DIR contracts
were competitively bid to increase and simplify the purchasing power of government entities.
M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by
the M/WBE Office because the purchase of goods or services is from sources where subcontracting or supplier opportunities are
negligible.
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MC Review
ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager for the
Purchase Agreement in an amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds
have been appropriated.
AGREEMENT TERM - Upon City Council approval, this Agreement shall begin August 15, 2012 and expire March 9, 2013, to
coincide with the expiration date of DIR Contract No. DIR-SDD-936.
FISCAL INFO ATI ► N/C TIFICATI N:
The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of
the Grants Fund.
BQN112-01481AMG
TO Fund/Account/Centers
FROM Fund/Account/Centers
Submitted for City Manager's Office by:
Originating Department Head:
Additional Info , ation Contact:
Susan Alanis (8180)
Lena Ellis (8517)
Jack Dale (8357)
Angela Gonzales (7648)
ATTACHMENTS
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