HomeMy WebLinkAboutContract 52756-A2 CSC No.52756-A2
SECOND AMENDMENT TO
FORT WORTH CITY SECRETARY CONTRACT NO. 52756
This Second Amendment to Fort Worth City Secretary Contract No. 52756 ("Second
Amendment") is made between the City of Fort Worth ("Fort Worth"), a municipal corporation
and Sigma Surveillance, Inc. DBA STS360, a Texas corporation. ("Vendor").
WHEREAS, Fort Worth and Vendor entered into an Agreement identified as Fort Worth
City Secretary Contract No. 52756 beginning September 9, 2019 (the "Agreement"); and
WHEREAS, the Agreement was amended on or about August 5, 2020 to increase the
total compensation for the first year to $3,502,042.00; and
WHEREAS; the Scope of Work has been completed by the vendor as of the end of the
first term; and
WHEREAS, it is the collective desire of both Fort Worth and Vendor to further amend
the Agreement to replace Exhibit A with additional scope of work authorized under BuyBoard
Cooperative Contract#574-18.
NOW THEREFORE, known by all these present, Fort Worth and Vendor, acting herein
by the through their duly authorized representatives, agree to the following terms, which amend
the Agreement as follows:
1. The agreement is hereby amended by adding Exhibit A-1, attached to this Second
Amendment, as Exhibit A-1 of the Agreement to provide support and maintenance of the City's
security and surveillance system.
2. The agreement is hereby amended by adding Exhibit A-2, attached to this Second
Amendment, as Exhibit A-2 of the Agreement to include new hardware purchases and
installation services.
3. All other terms, provisions, conditions, covenants and recitals of the Agreement
not expressly amended herein shall remain in full force and effect.
[Signature Page Follows]
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Second Amendment to Fort Worth City Secretary Contract No.52756 Page 1 of 22
Executed effective as of the date signed by the Assistant City Manager below.
FORT WORTH:
City of Fort Worth Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
*L.,L) of this contract, including ensuring all performance
By: jalerie Washington(Oct 23,2020 14:20 CDT) and reporting requirements.
Name: Valerie Washington
Title: Assistant City Manager
Oct 23 2020 ^kA '
Date: By: Mark Deboer(Oct20,202010:47 CDT)
Name: Mark Deboer
Approval Recommended: Title: Interim Assistant Director,IT Solutions
By: x-.'?"`L" Approved as to Form and Legality:
Name: Kevin Gunn
Title: Director,IT Solutions aa44FOR?.
OS°o0
duo° 0 By: JB Strong(Oct 23, 02014:19CDT)
Attest: o o l-40. Name: John B. Strong
o° °o* Title: Assistant City Attorney
1
for Ronald P. Gonzales a�a�nexp5app
By. for Ronald P.Gonzales(Oct23,202016:02 CDT) Contract Authorization:
Name: Mary J. Kayser M&C: 19-0007
Title: City Secretary Approval Date: 8/6/2019
1295 Form:2019-513581
VENDOR:
Sigma Surveil e, nc. DA STS360
By:
Name: Jo Hoffman
Title: Vic resident of Sales
Date: 10/16/2020
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Second Amendment to Fort Worth City Secretary Contract No.52756 Page 2 of 22
FORT WORTH..,
� i
non inn �11'�.
' 9 I i Fri
�` = r wig ou - ii re�i oiii it
6PHUB SERVICE LEVEL AGREEMENT
Statewide Historically Underutill Busin—Program MAINTENANCE — YEAR 2
R FG 19-0020
SECURITY AND SURVEILLANCE SYSTEMS
STS360
IN SERVICE OF
THE CITY OF FORT WORTH
ATTN: LEAH HUFF
Senior Manager - ITS Project Management Division
275 W 13th Street
Fort Worth, TX 76102
FORT NORTH.
STS360
TABLE OF CONTENTS
SECURITY
TECHNOLOGY
SUMMARY 1
SOLUTIONS Mission Statement 1
------------------------------------------------------------------------------------
Services Overview 1
-------------------------------------------------------------------------------------
STATEMENT OF WORK 1
Description of Services..............................................................................1
Access to Data and Computers-----------------------------------------------------------2
Modifications Excluded 2
---------------------------------------------------------------
p Costs an Expenses_ 2
Term Period 3
Confidentiality---------------------------------------------------------------------------------- 3
General Warranty---------------------------------------------------------------------------- 3
Entire Agreement...............................................................................3
SERVICE LEVEL AGREEMENT TIERS 4
Standard Care Plan 4
HARDWARE &SOFTWARE SUPPORT PROCESSES 5
HardwareSupport....................................................................................5
Software Support-------------------------------------------------------------------------------------5
ASSET MANAGEMENT 5
Lifecycle Maintenance 5
---------------------------------------------------------------------------
Warehousing Equipment--------------------------------------------------------------------- 6
Recycling Assistance..............................................................................6
Shipment----------------------------------------------------------------------------------------------- 7
PARTY COMMUNICATIONS_ 8
Placing a Work Order Request..............................................................8
STS360 Plan Contact 8
OWNER Point of Contact 8
-----------------------------------------------------------------------
COST PROPOSAL 9
ASSUMPTIONS AND EXCEPTIONS 11
CHANGE MANAGEMENT.........................................................................11
Change Form Sample.............................................................................12
TERMS AND CONDITIONS -----------------------------------------------------------------13
4040 State Highway 121 AUTHORIZATION TO WORK 15
Suite .0
Carrollton,
.0 •
D• • •
CIS4...Py 4040 State Highway 121
Suite 160
STS360
Carrollton,TX 75010
1 (972)392-3635
I. SUMMARY
MISSION STATEMENT
STS360, or CONTRACTOR,will provide the City of Fort Worth, hereby and here on referenced to as the
OWNER,the establishment of procedures in which to successfully fulfill Surveillance and Security
Systems maintenance services via improvement of existing support processes,scheduling of
implementations, and expedient fulfillment.
SERVICES OVERVIEW
STS360 will renew and provide a 1-Year Onsite hardware and labor warranty in conjunction with Project
RFO 19-0020 Surveillance and Security Systems.STS360 warranties and guarantees all products,
material, labor and work done for City of Fort Worth under this Surveillance and Security Systems
project.All warranty replacement, installation, integration, maintenance, and required testing will be
provided within this 1-Year period unless outside of the terms specified below.STS360 is offering a 24/7
technical support toll free number for service.STS360 guarantees a 4-hour engineer on phone response
for phone troubleshooting and a 24-hour onsite response for all warranty service or per the terms of the
contract.
II. STATEMENT OF WORK
STS360 is proud to offer the below managed services and ongoing support to the City of Fort Worth
(OWNER):
DESCRIPTION OF SERVICES
Beginning upon final acceptance of project, STS360 will provide to OWNER the following services
(collectively,the "Services"):
1. STS360 will provide 1-Year onsite labor warranty on all provided hardware and labor and integration
services are warranted through STS360 from the date of final acceptance. It will not include the cost
of parts and labor for OWNER not adhering to the standard terms or outside of specified terms and
conditions of this contract. Existing parts installed by STS360 will be serviced according to their
existing manufacturer's warranty; components not installed by STS360 and outside the terms of
Manufacturer warranty will be quoted via DIR Line Item pricing and subject to Purchase Order. Service
calls will be billed when these incidents are approved by both parties. The proposed and accepted
response terms of this warranty contract are:
LEVEL 1 SUPPORT:
- A Toll-free number to reach a live Technical Service Representative 24x7x365.
- A Return call from on-call Systems Engineer/Technician within four(4) hours(Technician during
Normal Business Hours;Weekend, Holiday,and After-Hours may be subject to additional charges
to be discussed and agreed upon prior to work).
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
ST R�C�J 0 Carrollton,TX 75010
1 (972)392-3635
LEVEL 2 SUPPORT:
- Additional Troubleshooting is needed; technician is dispatched onsite within 24-48 hours to
resolve the problem. (Technician during Normal Business Hours—Monday-Friday 8-5; Weekend,
Holiday, and After-Hours may be subject to additional charges to be discussed and agreed upon
prior to work).
- Optimization, Maintenance and Quality Checks performed when techs are onsite
LEVEL 3 SUPPORT:
- Problem is understood and diagnosed, equipment/materials needed to repair/resolve the
issue on hand,technician is dispatched onsite within 24-48 hours from level 2 dispatch
- All Level 3 services to be 100%closed and resolved within a maximum of 72 hours(does not
apply to Force Majeure incidents or wen manufacturer lead times are delayed).
- Optimization, Maintenance and Quality Checks performed when techs are onsite
2. All hardware, software, material and other warranties past this 1-Year contract term, and not
renewed in an additional warranty contract year through STS360,will be the sole responsibility of the
OWNER to contact the manufacturer directly to obtain replacement, repair or technical support.
ACCESS TO DATA AND COMPUTERS
On request,OWNER agrees to provide Contractor with evidence of a programming error,if the Contractor
is unable to replicate the issues reported in a work order. Recipient further agrees to provide Contractor
with access to OWNER computers,servers,networks,view stations,cameras and sufficient computertime
to enable Contractor to duplicate the problem, determine that it results from a warrantable cause and,
after corrective action or replacement has taken place, and determine that the problem has been
alleviated.STS360 also requires that OWNER allow access to stored data,upon notification,and the ability
to remove data that is causing conflicts and/or inhibiting the ability to repair system to its full functionality.
MUUIFILAI IONS EALLUUt!
Contractor shall not be obligated to provide support services pursuant to this Contract with respect to any
modifications of the Software, configurations of the systems, new applications, additional hardware
outside of scope, operating systems, and other adjustments made for any reason during the service
contract by OWNER or to any computer program incorporating all or any part of this system.
LUS 15 AN tAPdtNbtb
If terms in this contract for warranty/maintenance and services are determined to not be met by owner,
when technician is on site, all work on the service will be put on hold until a purchase order is issued for
the work needed to be performed to correct the issue.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...Py 4040 State Highway 121
Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
TERM PERIOD
This Contract will remain in effect for a period of (12) Months or (1)-Years from the date of final
acceptance.
.XNFIDENTIALITY
STS, and its employees,agents,or representatives will not at any time or in any manner,either directly or
indirectly, use for the personal benefit of STS, or divulge, disclose, or communicate in any manner, any
information that is proprietary to Owner. STS360 and its employees, agents, and representatives will
protect such information and treat it as strictly confidential. This provision will continue to be effective
after the termination of this Contract.
.GENERAL WARRANTY
STS360 shall provide its services and meet its obligations under this Contract in a timely and workmanlike
manner, using knowledge and recommendations for performing the services which meet generally
acceptable standards in STS's community and region, and will provide a standard of care equal to, or
superior to, care provided by Contractors similar to STS360 on similar projects. Contractor shall not be
liable for any delay in performance directly or indirectly resulting from acts of Owner, its agents,
employees,or subcontractors.
cNTIFr_ AREEMENT
See original purchase order contract& proposed documents for'entire agreement.'
Next Page... Service Level Agreement Tiers
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
4040 State Highway 121
Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
III. SERVICE LEVEL AGREEMENT TIERS
TANDARD CARE PLAID
STS360 offers the Standard Care Plan which stands as a break/fix agreement between the OWNER and
STS360. STS360 will provide 1-Year onsite labor warranty on all STS360 provided hardware and labor and
integration services are warranted through STS360 from the date of final acceptance. It will not include
the cost of parts and labor for OWNER not adhering to the standard terms or outside of specified terms
and conditions of this contract. Existing parts installed by STS360 will be serviced according to their
existing manufacturer's warranty; components not installed by STS360 and outside the terms of
Manufacturer warranty will be quoted via DIR Line Item pricing and subject to Purchase Order. Service
calls will be billed when these incidents are approved by both parties. In the situation a technician is
required for servicing the existing systems, the OWNER may contact STS360 24/7/365 by calling the
STS360 Technical Support Group. Technicians dispatched during Normal Business Hours 8AM-5PM
Monday through Friday; Weekend, Holiday, and After-Hours may be subject to additional charges to be
discussed and agreed upon prior to dispatch of work.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
4040 State Highway 121
Py Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
IV. HARDWARE & SOFTWARE SUPPORT PROCESSES
HARDWARE SUPPORT
STS360 warrants to the original purchaser(PURCHASER)that each product of its manufacture(PRODUCT)
is covered by this warranty from the date of delivery if properly installed, serviced, and operated under
normal conditions. Any part or parts thereof replaced during the base warranty period assumes the
remainder of that warranty period or the parts warranty period, whichever is greater. The warranty
coverage for the PRODUCT is continual from the original date of purchase and does not restart upon the
replacement of any part or complete unit.
Parts and service labor will be covered by STS360 for any failure that is proven to be a failure in material
or workmanship under normal use during the applicable warranty period.This coverage is limited to
parts and labor.The warranty for replacement parts is limited to direct replacement only with no
allowance for freight or transportation charges.
STS360 reserves the right to repair or replace any part, component, or assembly at its option.STS360
may request defective parts be returned for examination before the issuance of credit.Any item that is
replaced under warranty becomes property of STS360.
V. ASSET MANAGEMENT
LIFECYCLE NiAnm i mmANCE
MANAGEMENT STRATEGY
Upon initiating a partnership with OWNER,STS360 builds an Account Hierarchy into our ERP for the
Primary OWNER,the OWNER's Divisions, and each corresponding OWNER Facility/Location.All new
implementations and maintenance work performed at each location are recorded internally.Any
maintenance work is entered as a Service Case and all pertinent information is attached to that Case
including OWNER Ticket System Data when applicable.
The transactions for each Case are recorded by Date,Sales Order, Distributor, Manufacturer and Part#,
providing for accurate, detailed views into the hardware components used in each Case.This allows us
to research coverage dates by manufacturer warranty on products that were installed by STS360.
OPTIMAL ORGANIZATIONAL DESIGN
STS360's success is based on hiring the right people, developing efficient processes,strategically
capturing data,seeking bespoke information technology, and fusing it all together to mold the
foundation of our asset management program. Our organizational structure defines roles and
responsibilities for each department while qualifying individuals at the interview and biannually. We
perpetually seek out inefficiencies in processes and communications interdepartmentally and revise
accordingly.Working cohesively as a family unit,trusting in each individuals ability to perform and be
accountable, promoting intellectual gain through hands-on training, and motivating a desire to grow
expertise within one's role so as to one day train their own replacement and move into their next
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
ST R�C�J 0 Carrollton,TX 75010
1 (972)392-3635
exciting challenge, existing or yet to be discovered, is at the core of our organic design.This level of care
and attention goes into the refining and ongoing development of every process internally.
LONG TERM ASSET PLANNING
STS360's ability to forecast when infrastructure investments should occur is critical to our performance
and product reliability. Navigating the Physical Security and Information Technology Industries is a
daunting task with so many new products available every day, it's nearly impossible to vet all of the
manufacturers origins, ethos, or viability. Determining how to optimally invest limited capital and
budget for operations and maintenance on Enterprise Security Systems requires an understanding of the
current Industry conditions and capacity of the OWNER's infrastructure to accept ever growing
standards. STS360 has worked with a wide variety of Public Sector Clientele over 15 years and, as such,
has a seasoned understanding of the costs and risks associated with implementing or deferring
enterprise enhancements and expansions. In the Enterprise Physical Security Industry,with regards to
Public Sector Investment, our suggestion to Clientele is please be prepared to:
1. Prioritize your capital projects over a (5)to(10)-year period
2. Forecast your capital renewal, expansion and replacement costs over a (10)to (15)-year period
3. Forecast and budget your infrastructure funding requirements for long-term revenue and cost.
STS360 works to provide our Public Sector Clientele added value for the long term, particularly in the
rapidly evolving Information Technology and Physical Security Industries.
WAREHOUSING EQUIPMENT
STS360 tracks all orders from the Purchase Order to the delivery receipt in-house and out. Due to the
volume of product we interact with daily, our Purchasing Department is in persistent communication
with the Warehouse/RMA Department. Strict documentation procedures are set in place for each
interdepartmental communication not only via Inventory Management Software but a physical sign-off,
as well, is required by the responsible Purchasing Agent of each order valued at$5000 or more. Each
shipment is stored, corralled, and tagged in the warehouse first by Client,then Project,then Product.
Service Department and Project Management Department must both get clearance from Purchasing and
Warehouse prior to dispatching product to Field Operations for their corresponding work.All STS360
Service Representatives are responsible for the close monitoring and tracking of their individual
project's success.
Upon release of OWNER inventory for delivery to a jobsite, Delivering Security Specialist must sign and
timestamp an accountability document with a Warehouse Coordinator to allow transfer of the product.
Our Warehouse Coordinators reserve the right to deny release of equipment to Dedicated Security
Specialists on same day of scheduled work if the Specialist cannot verify the work is taking place that
day.Service Manager Approval may override this denial with a signature.
KtLYLLlNt3 IV,—ON I tNANLt
STS360 will recycle defective irreplaceable electronic components at OWNER designated locations OR
STS360 provides recycling services through E-Cycle Enterprises, an Ethical Electronics Disposal service in
the DFW Area. https:Hecycleenterprises.com/
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
S1 S 3 S 0 Carrollton,TX 75010
(972)392-3635
FCR f rqF°R . NAID AAA Certified Data Destruction
In order to meet the high security demands of the modern office, we have
oP �s attained AAA Certification status via NAID to provide our clients with superior data
4 i destruction services. Our company is one of the few electronics recyclers in Texas
with standards high enough achieve AAA status. Please reach out to us to find out
more about our on-site and off-site data destruction packages."
"HIPMENT
The warranty for replacement parts is limited to direct replacement only with no allowance for freight or
transportation charges.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...Py 4040 State Highway 121
Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
VI. PARTY COMMUNICATIONS
PLACING A WORK ORDER REQUEST
Call Toll Free: (866) 506-7446
Email:technicalsupport@sts360.com
Our Technical Support Group (TSG) is there for you 24x7x365 and is just a phone call away.A live person
will answer immediately, do some basic troubleshooting, and generate a work order while the OWNER is
on the phone with TSG representative. If they are unable to assist you to a successful fix of the issue,they
will immediately reassign the work order to, and contact the appropriate Level 2 support personnel who
will be in contact within 2 hours or less to help resolve the issue, direct you to submit an RMA, and/or
dispatch an on-site technician. STS360 requests the party submitting the work order have some of the
following information ready when calling the TSG, because the more information provided,the better we
can assist in resolving the issue more expeditiously.
STS360 will request the following information in order to expedite service.
• OWNER/Site Name
• Your Contact Information and Title
• Sales Invoice/Work Order/Or Purchase Order Number(if available)
• Pertinent Information relating to your service request
• Device IP Number/Camera Number
• Device Location
• Description of issue/concern
-TS360 PLAN CONTACT
POSITION PHONE EMAIL
Technical Support Group(24/7/365) (866) 506- technicalsupport@sts360.com
(Standard Care Plan) 7446
7WNER POIN- `F CONTAC'
1. OWNER agrees to provide STS360 a Project Manager as the Primary Point of Contact
2. OWNER's Primary POC will be responsible for resolving financial or business issues outstanding and
assist in facilitating final acceptances.
3. OWNER agrees to provide all STS360 necessary system documentation for access to existing systems
4. OWNER agrees to provide logins or access to any Ticketing or ERP system used by the OWNER at no
charge to STS360.
5. OWNER agrees to provide assistance in coordination of departmental resources necessary for
successful fulfillment.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...py 4040 State Highway 121
Suite 160
S1 S 3 S 0 Carrollton,TX 75010
(972)392-3635
VII. COST PROPOSAL
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
- ci
q .
ed � )
§ CA
� \ �
vi
§
in
� ` K
§
3
k
3 • T
kco
§
co
cr
LU
§ ■
§ ka ®
) � \ ) m B �
{ ) f _
-
r § —
| LA 0
LU
, 104
\ § \ § j
- � G
K . as
LU � ) St
7 ) # 3
% E m;E
2 � k } E
� E
§
o
a
2 k ) §0 j � un
LO
cc
cc
■
� ®
E
� k |
4040 State Highway 121
PY Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
VIII. ASSUMPTIONS AND EXCEPTIONS
Services or Work Product will be deemed acceptable to OWNER if it conforms in all material respects
with Services described in this project or Bill of Materials. STS360 will have full responsibility for the
deliverables and the tasks listed in each project or Bill of Materials.
OWNER will complete a review of each submitted deliverable within five workdays from the date of
delivery. OWNER feedback which indicates revisions to a deliverable are required will be addressed and
re-submitted by STS360 within five workdays unless approval (in writing)for a different length of time is
obtained from the OWNER or designate.
OWNER will either accept or reject STS360's Services or Work Product within a reasonable number of
days from performance. For this Project,Services or Work Product will be accepted or rejected within 5
days from delivery completion date. Failure to provide acceptance or rejection within 5 days will be
considered acceptance of the deliverable. If OWNER gives notice of rejection,then STS360 will have an
additional five days,within which to cure any deficiencies identified in writing by OWNER.
STS360 reserves the right to accept or reject OWNER requested tasks that may result in STS360's
incurring of legal liability beyond the scope of STS360's offered Services.STS360 is required to respond
with reason for objection and propose an alternative solution when available.
IX. CHANGE REQUESTS
,'HAN(z� . QUES k . ..00E_
STS360 works very efficiently to provide quality estimates from the start of an evaluation. However, if an
agreed upon Scope of Work has a mutually agreed unforeseeable issue arise,STS360 will propose a
resolution in the form of a Change Order that, if verified, accepted and signed by OWNER,will be
prioritized in schedule and performed by STS360.
Next Page—See a Change Order Form Sample
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
—"4Nr— ORDER FORM SAMPLE
OWNER NAME:
OWNER ADDRESS:
PROJECT#:
PROJECT NAME:
PROJECT LOCATION:
STS360 PROJECT MANAGER:
OWNER APPROVER:
DATE CHANGE ORDER SUBMITTED:
CHANGE ORDER REFERENCE NUMBER:
STS360 submits this change order for the above referenced project. This change order is deemed (billable/non
billable/price decrease)to the OWNER of this project. This change order is subject to the terms and conditions of
the original contract. This change will not in any way impact the original scope outside of the indicated changes
below. This change order will not impact warranty, and will be included in final project warranty if accepted. The
purpose of this change order request is to agree that changes to the scope are requested and to seek approval by the
OWNER of this project. A Purchase Order or signed agreement at the bottom of this page will be required to fulfill
this change order for the above referenced project. See attached revised Scope of Work and Pricing Revision (if
billable/price decrease.)
Change Change Description Product Description Part Number Qty
Item
1 Add 2 cameras to back gate area Panasonic Analog Vandal WV-CW504S 2
*see appendix A to follow signature page Dome 650TVL SD5 3.8-
for new equipment breakout per location 81VIM
2 Labor, material, programming, Labor 1
configuration, project management and
warranty
3 Software Licensing for additional and OnSSI Ocularis IS Per OC-IS-IC 2
replacement cameras I Camera License
Above is Sample,please revise as per the scope of each change order(add or delete change items as needed as well.
Any scope, warranty and/or price changes must be included in detail in appendixes to be attached and identified
above. Please customize each section as needed. Please delete these notes before submitting)
OWNER: CONTRACTOR:STS360
Approved by: Approval Received by:
Date of Approval: Date Received:
Name: Name:
Title: Title:
Department: Department:
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...Py 4040 State Highway 121
Suite 160
STS360
0 Carrollton,TX 75010
1 �7 V (972)392-3635
TERMS AND CONDITIONS
STS360 complies with the related Terms and Conditions put forth on the Texas Department of
Information Resources website. For services rendered by STS360, compliance under this Statement of
Work is met by Contract#: DIR-TSO-3459 or its successive renewal by STS360 with the State of Texas
Department of Information Resources.
STANDARD MAINTENANCE AND SERVICE TERMS AND CONDITIONS
1. This is a warranty and not an insurance policy. This warranty does not take the place of the client's
general liability insurance.
2. All warranties exclude remedy for damage or defect caused by abuse,tampering,vandalism,improper
or insufficient maintenance, improper operation.
3. The client is responsible for any damage to any improvement, fixture or property not constructed,
installed or included in maintenance contract scope by STS360 that may cause the need for repair to
the STS360 installed equipment, materials, hardware, etc. (e.g. — damaged ceiling is leaking onto
network equipment, STS360 should not be liable to fix the ceiling leak as well as the STS360
equipment).
4. The client will be required prior to repair of unwarranted issue to hold STS360 free of any liability from
the cause of the original problem
S. Warranty does not include drainage deficiencies at the job location/location of equipment/material
(e.g.—drainage is damaged on facility and run-off of rain water overwhelms drainage and therefore
begins draining directly on our equipment where there'd been no point of drainage prior during
project installation).
6. Warranty does not include any landscaping issues that cause loss of effectiveness of security after
project acceptance (e.g. —Client decides to forego cutting back trees or plants new trees or bushes
that grow in front of camera placements, diminishing intended Field of View)
7. Warranty does not include any defects or deficiency caused by materials, design, construction, or
work supplied by other than the STS360 outside of the contract scope
8. Warranty does not include changes,alterations or additions made to the installation by anyone other
than those performed under obligations of this warranty;
9. Warranty does not include deficiency or defects caused or made worse by the Client's, employees,
patrons,or any other party than STS360 during the service contract.
10. Warranty does not cover any deficiencies or defects in workmanship, materials or structural portions
normally covered by another warranty or insurance policy whether or not paid by such
warranty or insurance policy (e.g. — Client employee repairs something in the electrical room, and
because of poor workmanship causes pipes to burst damaging significant portions of our system
and the facility/structure and owners insurance doesn't cover it, STS360 should not be liable for the
cost to cover damaged equipment caused by workmanship or structural problems on the facilities)
11. Warranty does not cover deficiency or defects resulting from accidents, riot, civil commotion,terror
attacks, war, or Acts of God; including but not limited to fire, explosion, smoke, water escape,
windstorm, mudslide, erosion, hail, lightning, hurricanes, tsunamis, falling trees, aircraft, vehicles,
flood, earthquakes, sink holes, underground springs,volcanic eruptions, saturated soils or change in
the level of the under-ground water table.
12. Warranty does not cover any contamination caused or created by natural or man-made chemicals,
compounds, or substances used by the client or breakdown or adverse effects of chemicals,
compounds,or substances used.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...Py 4040 State Highway 121
Suite 160
ST R�C�J 0 Carrollton,TX 75010
1 (972)392-3635
13. Warranty does not cover pest damage including but not limited to termites, rodents,cockroaches and
ants
14. Warranty does not cover any damage caused by water intrusion, including but not limited to roof
leaks,window sealants, plumbing
15. Warranty does not cover heat damage,damage caused from dust build up,dampness or condensation
due to clients'failure to maintain adequate ventilation.
16. Warranty does not cover any loss, damages or other condition which is not a deficiency or defect of
the systems functionality.
17. Warranty does not cover consequential damage:Any property damage or bodily injury which follows
as a result of structural damage, or other defects covered under this warranty including defects in
workmanship that was not originally installed by STS360 (e.g. — something occurs in relation to
structural or poor workmanship from the client or other contractor, causing our equipment to
malfunction and cause bodily or property damage, such as a camera coming loose and falling on a
person or property.)
18. Warranty does not cover any loss or physically inflicted damage which is not a construction deficiency
or defect, including but not limited to chips,scratches,and dents in materials,fixtures,appliances, or
other types of equipment
19. Warranty does not cover failure by the client to give notice to the Contractor regarding deficiencies
or defects within a reasonable time or as specified in the clients'warranty contract;
20. Warranty does not cover negligence and/or improper maintenance, or improper operation of items
warranted under this warranty
21. Warranty does not cover failure of the clients or any client or third-party representative to comply
with the warranty requirements of manufacturers of hardware, software, equipment, materials, or
fixtures
22. Warranty does not cover any loss or damage which the client(s) have not taken reasonable timely
actions to minimize;
23. Warranty does not cover any dispute received by Contractor later than 30 days after the applicable
Warranty Expiration Date for claimed items of deficiency or defect;
24. Warranty does not cover any alleged deficiency or defect for which there is no evidence of deficiency
or defects at the time of the claims investigation; or which has been repaired prior to a claim
25. Warranty does not cover any condition which does not result in actual physical or functional damage
to the warranted equipment, materials, hardware, software, materials or fixtures.
26. Billable costs may occur if STS360 Technicians are denied entry to facility and/or when appointments
are not cancelled within 24 hours of arrival. Should it be no fault of the client in the event of an
unforeseen circumstance (act of God, serious incident / crime, or other unforeseen circumstance),
and STS360 will excuse the charge but requests to be contacted as soon as possible to cancel the
appointment.
27. STS360 cannot be held liable for unresponsiveness to work orders that are not reported and/or
escalated through the proper chain of communication by OWNER in this warranty agreement.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
AUTHORIZATION TO WORK
Services or Work Product will be deemed acceptable to OWNER if it conforms in all material respects
with Services described in this project or Bill of Materials. STS360 will have full responsibility for the
deliverables and the tasks listed in this project or Bill of Materials.
OWNER will complete a review of each submitted deliverable within five workdays from the date of
delivery. OWNER feedback which indicates revisions to a deliverable are required will be addressed and
re-submitted by STS360 within five workdays unless approval (in writing)for a different length of time is
obtained from the OWNER or designate.
OWNER will either accept or reject STS360's Services or Work Product within a reasonable number of
days from performance. For this Project,Services or Work Product will be accepted or rejected within 5
days from delivery completion date. Failure to provide acceptance or rejection within 5 days will be
considered acceptance of the deliverable. If OWNER gives notice of rejection,then STS360 will have an
additional five days,within which to cure any deficiencies identified in writing by OWNER.
IN WITNESS WHEREOF,the parties have executed this Agreement as of the day and year written below.
STS360 REPRESENTATIVE OWNER REPRESENTATIVE
SIGNATURE: SIGNATURE:
PRINT NAME: PRINT NAME:
TITLE: TITLE:
DEPARTMENT: DEPARTMENT:
DATE: DATE:
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
4040 State Highway 121
PY Exhibit A-2 Suite 160
STS360 Carrollton,TX 75010
(972)392-3635
PROJECT MANAGEMENT
STS360 knows the only way a project will be successful is if all key
components come together and are well organized and managed both
before and throughout the entirety of the implementation. The key
components of a project are Scope, Schedule (time), Budget (cost) and of Quality
course, Quality. At STS360 our project managers focus on these key
elements and are supported by a solid team of professionals working to
exceed expectations.
A project always starts with cope; have the customer and STS360 clearly
agreed on the scope of work and products to be installed?This portion is not just what is proposed and
awarded, this is more granular and begins as soon as a contract is awarded. At the culmination of
executing the Contracted Security Implementation set forth by RFO 19-0020,STS360 assumes the role of
the City of Fort Worth's Security Vendor, providing Turnkey Security Services in aid of the Citywide
Enterprise System. These services range from consultation and design assistance to product orders and
project fulfillment. The STS360 design team will work with the City stakeholders to tour facilities, create
a unique design for each location and environment,and present a final design and scope for each location
to the City of Fort Worth Stakeholders as requested. Once a design is agreed upon,the STS360 sales team
will provide a final quote for the product and labor required to fulfill the project; as well as addressing the
items assumed and excepted. The City of Fort Worth party responsible for issuing a Purchase Order will
do so and upon acknowledgment of receipt by STS360,the project is queued,project manager is assigned,
and a schedule is prepared for execution.The project manager will work with the Executive Stakeholders
and the STS360 Project Coordinator to schedule a project kickoff meeting for all involved parties including
all City support team stakeholders, City IT Department, STS360 project team members,STS360 Executive
Oversight, and subcontractor representatives. Prior to this meeting the STS360 project manager will
review pre-project documentation with the Executive Stakeholders, including but not limited to system
rights and configuration settings, final drawings & diagrams, phase schedules and milestones, and
communication plan with assigned roles and responsibilities.Any revisions will be completed prior to the
kickoff meeting. We propose the project kickoff meeting be held on site and the installation schedule,
security procedures / risk mitigation, and communication plan be addressed. After the formal kickoff
meeting, we propose to have each site walked before any equipment is placed or installed in order to
seek approval for any penetrations,equipment placements or special considerations. Also,this allows the
local representative whether that be the IT Manager or City Engineer or whomever the City assigns, to
become familiarized with the scope, schedule and team that will be working with on their territory.
The next key component of course is managing udget (Cost;. STS360 does not believe in going in low
and change ordering our customers' after award to gain our profit. What we propose is what you pay.
The only time you will see STS360 asking you for a revision to a purchase order is if the customer asks us
to add additional components to the scope. If something was missed in our proposal STS360 takes liability
for any impact to our profitability that causes. If our costs increase on equipment or labor, STS360 takes
liability for the impact to our profitability. Return on investment is an important factor that we must
consider when designing a project, especially when budgets are tight and recurring fees just add to the
overall cost but provide little value over the life of the final product itself. With that in mind, STS360 has
provided cameras with a 3-year manufacturer warranty,Servers and Storage with a 5-year manufacturer
warranty and a video management system that does not require annual fees to receive future upgrades
like many VMS on the market today. The products we've chosen are from market leaders in their
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
ST R+�C�J 0 Carrollton,TX 75010
1 (972)392-3635
respective technologies and the Video Insight Video Management System was specifically designed for
use in enterprise scenarios with an eye to quality and long-term ROL When STS360 proposes or quotes
new installations and work, we quote the new installation warranty upfront and add the components to
the next year's annual SLA cost estimates.When City signs the next annual renewal,STS360 has deducted
the remaining costs of warranty contracts at their prorated amounts when calculating the final cost to
provide accurate coverage of Security System additions installed during the term of the prior Service Level
Agreement.
Thirdly we have '--•'••'— 'T'--' On projects time, can have a way of running away from you if not
managed properly, and we know our clients'time and their need to have a functional system as quickly
as possible is paramount. As part of our project plan, we have proposed this project be completed in
multiple phases to ensure an expeditious completion to all aspects of the scope of work. We will consider
each install a "phase" and while some of these phases may run concurrently as they are able to be
managed separately to make best use of resources.We are dedicated to a smoothly run project. To delay
each significant milestone, punch lists,3rd party testing&documentation acceptance until the end of the
project when ALL locations are completed, will create a bottleneck at the end of the project and prolong
a successful completion. Therefore, we will attend to each installation location as a separate "phase."
STS360 will also train local and administrative staff after each facility is installed instead of just waiting
until the end. We will also conduct a final training with any parties that need to attend or want to be
refreshed, in a central location for a min 4 hours if required.
Lastly but not least you cannot talk about a project plan without discussing Quality. Quality control checks
and balances must be a continuous part of a project, not left to the end of a project. Leaving quality
control to the end of a project leads to extensive punch lists, delayed documentation completion,
throwing off the schedule& most importantly will make the City question our qualifications. Before any
product even reaches the City for installation it will be bench tested in our lab in Carrollton to ensure it's
functional. It will then be burned in for a period of no less than 24hrs, in a simulation exactly to scope for
this project, to ensure the functionality is working correctly. Then all hardware will be pre-configured
with IP addresses provided by the City and labeled by location, IP address and the system documentation
started before it ever leaves our facility. Each site will be assigned a job supervisor and enough crew
members to complete the job on time or earlier. Senior Technicians and /or Project Manager will be
visiting each facility at a minimum of 2 days per week if not more to manage the supervisors progress,do
spot quality checks, ensure that the workspaces are being kept clean and safe, and to retrieve
documentation.If the senior technician orthe project managerfind any discrepancies,they are immediate
addressed and fixed by the appropriate party. Our Project Coordinator continually performs audits on the
work product coming from the field, e.g. Is the project team on schedule? What staff is onsite and what
did they do that day? Did they show up on time and leave on time? Are there additional materials or
equipment needed to be sent out and when does it need to be delivered?Are the system documentation
and drawings being updated and added to our secured CRM, so we always have the most up to date
information? Is the system documentation correct and formatted clearly?
At the end of the project phase and upon our own internal review of quality, STS360 will notify the City
that we are ready for a final system test and punch list walkthrough assessment with the assigned
stakeholder. Any discrepancies found are noted and corrections made immediately.The likelihood of a
significant punch list, however, is slim due to our dedication to quality throughout the installation.
STS360.com TXDPS: B10434601
00
HUB: 1202542335600
CIS4...PY 4040 State Highway 121
Suite 160
ST�+360
S0 Carrollton,TX 75010
��s (972)392-3635
STS360 takes project and service management very seriously i
because that is ultimately our customer's end-product. One cannot $
hide a lack of organization and efficiency in managing large projects f� 5
and long-term service contracts,and we do not have to. STS360 has
made significant investments in building a customized Customer i
Resource Management System using the Salesforce Enterprise Cloud
A6 g
Platform to meet our specific operational needs and goals. We have
developed a workflow through Salesforce that automates every facet of a project from opportunity
through service contracts and everything in between. For example, this opportunity is logged into our
system and includes every email, RFP document, drawing, walkthrough details, other notes, phone call,
partner, customer contacts and roles, subcontractor contacts and roles and other related information.
Should STS360 be awarded the contract, it will be converted to a project in salesforce where all
documentation pertaining to the entire project including purchase order,payment terms,communication
plan, schedule, contacts, emails, notes, etc... will all be kept. Within that project, it will be broken into
separate related and those specific milestones, completion dates, percentage of completion, schedules,
correspondence, related documentation, etc... will all be kept. Once all phases of the project are
completed and the City has accepted the documentation,system and warranty,the project is closed, and
a contract is created. The contract contains the accepted warranty contract, the start date, end date,
notification is set for 90 days prior to expiration to both sales and the client, and related software and
hardware contracts direct with the manufacturer.When a work order is called in,STS'service department
creates the work order under that contract and all service activity can be followed by pulling up the
contract and clicking onto any of the work orders related to the contract. While STS360 is proud that we
have a low turnover rate, and we have the highest esteem for the organization of our personnel,
sometimes people leave, or things get misplaced. With Salesforce, we have all but removed those
concerns from the process as everything is stored in the secure cloud and audited throughout for
completeness. Any new person looking for information on the fourth year of a warranty on what
transpired during the installation or to answer a question about the original proposal can simply follow
the chain of events as every single component is linked in hierarchical order and is just a click away.
To conclude this section,it's important that we note that not only will we comply with the documentation
that is requested by the City in Visio format&manufacturer warranty certifications.,STS360 also provides
an extensive amount of data that is searchable and updated throughout the warranty period as
equipment is replaced. This includes but is not limited to any serial numbered device showing the
following information:
• Part Number • Associated Rack
• Description • Associated Patch Panel Ports
• Serial Number • Associated Network Switch Name
• Mac Address • Associated Network Switch Ports
• Ip Address • Associated Power Source(If Applicable)
• Campus/Facility • Camera Settings
• Camera Name • Live and Recording Settings
• Camera Installation Location • Live Server Path
• Camera Mount Type • Archive Path
• Indoor/Outdoor Designation • Mfg.Warranty
• Associated IDF/MDF • And Other Related Settings
STS360.com TXDPS: B10434601
00
HUB: 1202542335600