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Home My WebLink About063688-A1 - General - Contract - Veoci Inc.Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E CSC No. 63688-A1 FIRST AMENDMENT TO FORT WORTH CITY SECRETARY CONTRACT NO. 63688 This First Amendment to Fort Worth City Secretary Contract No. 63688 ("First Amendment") is made between the City of Fort Worth ("City,") a Texas home rule municipality, and Veoci, Inc. ("Vendor,") a Delaware corporation. City and Vendor are each individually referred to herein as a "parry" and collectively referred to as the "parties." WHEREAS, City and Vendor entered into an Agreement identified as City Secretary Contract No. 63688 beginning July 21, 2025 (the "Agreement"); and WHEREAS, it is the collective desire of the parties to amend the Agreement to repeal and replace Exhibit B and Exhibit C in their entirety. NOW THEREFORE, known by all these present, the Parties, acting herein by and through their duly authorized representatives, agree to the following terms, which amend the Agreement as follows: I. AMENDMENTS The Agreement is hereby amended to repeal and replace Exhibit B and Exhibit C of the Agreement with the exhibits attached hereto this First Amendment. II. MISCELLANEOUS 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 First Amendment to Fort Worth City Secretary Contract No. 63688 Page 1 of 4 Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E [Executed effective as of the date signed by the Assistant City Manager below.] / [ACCEPTED AND AGREED:] City: By: Name: Title: WW6%— Dianna Giordano (Nov 10, 202517:18:14 CST) Dianna Giordano Assistant City Manager Date: 11/10/2025 Veoci, Inc EL91FC5 DOGUSSigned by: By• 78710419... Name: Christopher Ford Title: VP of tales & Partnerships Date: 10/31/2025 CITY OF FORT WORTH INTERNAL ROUTING PROCESS: Approval Recommended: S.Tro-fter (for KGunn) By: S.Trotter (for K.Gunn)(Nov 3, 202514:19:12 CST) Name: Kevin Gunn Title: Director, IT Solutions Approved as to Form and Legality Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. By: Steven Vandever(Oct 31,202515:01:19 CDT) Name: Steven Vandever Title: Sr. IT Solutions Manager By: Can ac� rao (Nov6,202515:21:31CST) City Secretary: Name: Candace Pagliara Title: Sr. Assistant City Attorney By: Contract Authorization: Name: Jannette Goodall M&C: N/A Title: City Secretary Approval Date: N/A Form 1295: N/A OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX First Amendment to Fort Worth City Secretary Contract No. 63688 Page 2 of 4 Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E EXHIBIT B Veoci Quote No. Q-20250821Fo993716 (Attached) First Amendment to Fort Worth City Secretary Contract No. 63688 Page 3 of 4 Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E � veoci Veoci Quote For BuyBoard Pricing Date: 2025-Oct-22 Quote Number: Q-20250821Fo993716 Term: 2025-Dec-01 - 2026-Nov-30 Expiration of Quote: 2025-Dec-31 Prepared By: Mark Demski I mark.demski@veoci.com This document has been reviewed By: Christopher Ford, VP of Sales & Partnerships This is a preliminary estimate of fees in exchange for the Services described below. The configuration or fees could change as we better understand your requirements and environment. To acquire the rights to the Services, the provisions of the Master Services Agreement (MSA) and Order Form need to be reviewed, agreed upon, and executed. The MSA includes the Veoci Subscription Terms and Conditions, Service Level Agreement, and Support Agreement. These documents will be provided for review upon request. Also required for final MSA execution is a Statement of Work that would be mutually created to specify requirements, deliverables, and the implementation process. QTYGokDESCRIPTION ANNUAL SUBSCRIPTION 150 Veoci Standard Access Licenses $44,888.00 Included Hosting on Amazon Web Services $0.00 Included Updates & Maintenance of Veoci Platform $0.00 Included Support of Veoci Platform $0.00 90,000 Non -User Form Entries (External Forms) $0.00 Total - Annual $44,888.00 Services Quote No. Q-20250821Fo993716 www.veoci.com I mark. demski(aveoci.com 1 +1 813-951-1946 Veoci Inc., 195 Church Street 14th Floor, New Haven, CT 06510 Page 1 of 2 Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E QTY DESCRIPTION ONE-TIME FEE 1 Veoci EM Core per SOW and BuyBoard Pricing $5,940.00 1 Veoci Implementation of Asset Management Solution per SOW and BuyBoard Pricing $7 '200.00 1 Veoci COOP Implementation with Migration of 25 Plans per SOW $22,320.00 1 External Integration 1-way Integration with CAD per SOW $1,400.00t 1 Single Sign -On (SSO) (SAML based) $950.00t 1 Contact or Member List Integration Configuration and Maintenance $950.00t 80 Standard Consultation/Professional Services (Per Hour) $14,400.00 6 Admin Training $5,700.00 1 Organization Branding $1,500.00 5 One -Time: Travel & Living (Without Transportation) $1,500.00 1 Airfare/Other Transportation for On -site Training $1,000.00 1 Customized Onsite Implementation - 5 days onsite $7,200.00 Total - One -Time $70,060.00 DESCRIPTION AMOUNT Discount Towards Branding, Admin Training and Professional Services $15,400.00 Sales Tax (at 0.00000%)* $0.00 Total - First Year $99,548.00 * Plus, Applicable Sales Tax tAll Integrations have a recurring maintenance fee of $1,250 per implementation, unless otherwise noted, since interfaces are subject to change by the application owner and often require configuration updates to maintain quality, data access and integrity. NOTES: The pricing provided follows BuyBoard Cooperative Purchasing pricing All Integrations have a recurring cost of $950 Services Quote No. Q-20250821Fo993716 www.veoci.com I mark. demski(aveoci.com 1 +1 813-951-1946 Veoci Inc., 195 Church Street 14th Floor, New Haven, CT 06510 Page 2 of 2 Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E EXHIBIT C Veoci Statement of Work for Fort Worth: Incident Management and COOP Solutions (Attached) First Amendment to Fort Worth City Secretary Contract No. 63688 Page 4 of 4 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E �* veocim Statement of Work (SOW) Fort Worth: Incident Management and COOP Solutions Prepared On: September 03, 2025 Primary Customer Contact: Veoci Mr. Sonny Saxton 195 Church Street, 14th Floor Dir of Emergency Comms & New Haven, CT 06510 OEM 203-782-5944 sonny.saxton@fortworthtexas.gov mark.demski@veoci.com Docusign Envelope ID: 31A21 F04-OA06-481 E-8682-CBOC61048C6E Table of Contents 1. Scope Statement 3 2. Milestones and Deliverables 3 Incident / Event Response 3 Asset Inventory Management 5 -------- ----- ---------------------------------------------------------------------------------------------------- Gov COOP Program Administration 6 Onsite Implementation 7 ---- ---------------- -------------------------------------------------------------------------------------------------------------------------- Custom Integrations 7 3. Professional Services for Solution Customizations 8 4. Training 8 - --------------------------------------------------------------------------------------------------------------------------------- 5. Veoci Implementation Plan 8 - ------------------------------------------------------------------------------------ 6. Change Management & Governance Plan 9 7. Assumptions & Work Requirements 10 ----------q------------------- Integration ration Re uirements ------- 10 Data Migration Requirements 11 8. Veoci Solutions Building Blocks 11 Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 2 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E 1. Scope Statement Veoci will provide a cloud -based, SaaS Incident and Emergency Management solution by implementing its government CORE product. In addition, an Asset Inventory Management Solution and Continuity of Operations Plan (COOP) Solution will be implemented for the City. Veoci will configure four integrations: Single Sign On (SSO), Contact Member List, branding, and CAD. 2. Milestones and Deliverables 2.1. Incident / Event Response The Incident / Event Response product provides a means to digitize and operationalize an organizations response plans and tasks for all -hazards events. A customizable and reusable template allows for adding predesignated members, sending notifications, prepopulating tasks and documents for planned events and no -notice incidents. Upon launching the template, the virtual Emergency Operations Center (EOC) allows for communication and collaboration to manage the incident or event. Dashboards have been curated to create a common operating picture. 2.1.1. Incident Management Whenever an organization is going to manage an all -hazards incident response, planned event, special event, exercises, situational awareness, or other collaboration is needed, it will create an Incident Room. All activity having to do with an incident or event is managed within a Room, which comes with a rich set of tools that are useful during the planning, response, recovery, and mitigation stages. There is no restriction on how many Rooms can be created or open at the same time. This means that multiple incidents, exercises, and daily operations can be run in parallel. Veoci will create an all -hazards "Room Template" that can be launched on -demand. This template incorporates the following NIMS and ICS/Compliant functionality. 2.1.2. Incident Logging Veoci will implement its best practice Form for logging incidents. Incident status can be tracked and related to Resource Requests and Mission Tasks. The following Reports will be created for incidents: All Incidents, Open Incidents, Incidents by Status, Incidents by Type, and if applicable Incidents by County and Incidents by Jurisdiction. All Reports can be viewed in a tabular format, calendar, or map, or exported to PDF or Excel. The customer can create an unlimited number of additional reports using Veoci's point -and -click interface. 2.1.3. ICS Forms and Incident Action Plan Veoci provides comprehensive, dynamic, and FEMA and CPG 101 compliant ICS forms for all departments and divisions in a given jurisdiction. Veoci has successfully deployed these to meet all customers' reporting requirements. When populated, ICS forms can roll up or be independently printed and exported to PDF. ICS Forms included: 201, 202, 203, 204, 205, 205A, 206, 207, 208, 213RR, 214. Veoci will implement its best practice IAP solution. The IAP combines the appropriate forms as selected by the Incident Commander or Administrator, and when populated, can be printed and exported to PDF. Veoci will implement its best practice ICS and IAP Dashboard which provides easy access to complete or view ICS Forms and the IAP and can be integrated with all maps, timelines, and threads. 2.1.4. Resource Request Management Veoci will provide its best practice workflow for tracking resource requests. This workflow is based on the input fields and process outlined in ICS 213 RR. The following reports are included with this workflow: Requests by Status, Requests Initiated, Requests Awaiting Me, Resource Requests In Progress, Resource Requests Closed. All of these reports can be viewed in tabular format, calendar, or map, and can be exported to PDF or Excel. Veoci will implement a Resource Request Dashboard which provides easy access to create, track or view all ICS 213 Resource Requests created for the incident/Room. 2.1.5. Windshield Survey A Windshield Survey Form will be created to report damage. Veoci will implement a Damage Assessment Dashboard which provides easy access to create, track and view all damages, including the Windshield Survey created for the incident room. The Windshield data is available on a Dashboard and Map. 2.1.6. After Action Report, Exercise Plan, and Improvement Plan Veoci will implement its best practice solutions for After Action Reports, Exercise Plans, and Improvement Plans. These Reports and Plans can be completed through online Forms and each will have an output Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 3 Docusign Envelope ID: 31 A21 F04-OA06-481 E-8682-CBOC61048C6E template that can be printed or saved as a PDF. A Dashboard will be created that displays Reports and Plans and a tool for tracking outstanding corrective actions will be available. Corrective actions can be assigned and notification alerts are delivered via the web, mobile app, email, and SMS if desired. 2.1.7. Damage Assessment Form A Damage Assessment Form will be created that allows users to document damage that occurred at a property. This form captures critical information such as the address, property type, photos / videos, estimated damage amount, and contact information. A report will be created that shows all damage assessments completed and a second report will show the aggregate sum of estimated damage amounts. All Reports can be viewed in a tabular format, on a map, and on a dashboard. Veoci will implement a Damage Assessment Dashboard which provides easy access to create, track and view all damages, including the Damage Assessments created for the incident room. 2.1.8. Road Closures A Form will be created which allows the customer to document planned or unplanned road closures. The road closure data is available on a Dashboard, Calendar, and Map. 2.1.9. Shelter Status Reports A Form will be created that allows the customer to record shelter information including their location, type, resources, accessibility, and guest counts. This information will be displayed on a Dashboard and Map. 2.1.10. Meeting Schedule A Form will be created that allows the customer to create a meeting schedule, document agendas, and record minutes. The information will be available on a Dashboard and on a Room Calendar. 2.1.11. Incident Briefing Form Veoci will implement its best practice Form for quick Incident Briefing. This Form keeps track of all incident briefings and includes a summary of the situation, objectives, key decisions, and date/time of the next Incident Briefing. The latest entry is always displayed in the Events Dashboard. 2.1.12. Daily Operations Monitoring The Daily Operations solution is designed to empower agencies managing routine "blue sky" operations --- periods of normal activity where critical incidents and emergencies are minimal. This solution enables agencies to streamline operations, maintain situational awareness, and ensure readiness without requiring the activation of an Emergency Operations Center (EOC). Users can efficiently handle incident reporting, road closure management, damage assessments, windshield surveys, and other day-to-day tasks critical to organization functionality. The solution offers a robust suite of tools, including task and meeting management, real-time mapping for weather monitoring, and features for creating a comprehensive operational picture. Centralized communication capabilities foster collaboration with messaging, file sharing, and document management, ensuring that teams remain connected and informed. Additionally, the platform includes functionality to trigger one-way and two- way mass notifications to internal and external partners, ensuring timely communication. Should an incident escalate to require an extended response, the solution enables seamless EOC activation with a single click, supporting agencies in transitioning from routine operations to emergency response effortlessly. 2.1.13. Critical Infrastructure and Key Resources (CIKRs) Veoci will configure a centralized form database to track and manage Critical Infrastructure and Key Resources (CIKRs) such as government facilities, utilities, transportation hubs, and other essential assets. The CIKR form will be designed for ease of data entry and management, including the ability to categorize assets, add location information, and attach relevant documentation or contact details. This common operating data will be leveraged across incidents and events, allowing for pre -populated fields when launching response plans or EOC activations. When incidents are reported, the system will automatically identify and display impacted CIKRs based on a defined area (e.g., drawn polygon, or specified radius). Impacted CIKRs will appear on dashboards, maps, and reports, supporting rapid situational awareness and prioritization of response actions. 2.1.14. Significant Events The Significant Events Form provides a streamlined method for logging, tracking, and sharing important incidents, activites, or developments that require elevated awareness. Unlike standard incident reports --which are primarily used within daily operations spaces --Significant Events are designed to be logged within active incident rooms, ensuring that critical information is captured in real-time and shared across the response team. This Form capture key event details, including type, status of resolution, location, description, and priority. The structured data entry will enabe quick situational awareness, support coordination between agencies, and Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 4 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E contribute to a more comprehensive common operating picture. 2.2. Asset Inventory Management The Asset Inventory Management solution will be configured on the Veoci platform to streamline the tracking, management, and utilization of emergency management assets and inventory. This solution will centralize asset data, providing real-time visibility into the status and location of critical equipment, PPE, and supplies. It will support comprehensive asset tracking by allowing users to assign items to kits for operational readiness, ensuring assets are organized and accessible when needed. A transaction system will facilitate inventory adjustments, allowing users to add new items, allocate existing stock, or remove items with full traceability. 2.2.1. Inventory Database A centralized and structured inventory database will be created within the Veoci platform to house all emergency management asset data. This database will serve as the foundational repository for tracking assets, their locations, associated details, and current status. It will be designed to support efficient data input, retrieval, and updates, ensuring comprehensive visibility into all inventory items. It will also support identifying a maintenance schedule, and reorder thresholds to ensure optimal asset performance and availability. 2.2.2. Inventory Transactions Form An Inventory Transactions Form will be developed to facilitate transactions against the Inventory Database. This form will enable users to efficiently manage inventory by performing key operations such as adding new items, updating existing stock levels, or removing items from inventory. Features to be Included: ■ Transaction Types: Options for users to select the type of transaction: ■ Add New Item: Create a new entry in the database for incoming inventory. ■ Add to Existing Stock: Increase the quantity of an already cataloged item. ■ Remove Item: Mark items as deployed, damaged, expired, recalled, or otherwise removed from active stock. ■ Automatic Updates: Real-time updates to the Inventory Database upon transaction completion. ■ Validation and Alerts: Built-in validation to prevent duplicate entries or overdrawn stock levels, with notifications for errors. ■ Customizable Fields: User -defined fields to capture transaction -specific details, such as recipient, or reason for removal. ■ Audit Trail: Automatic logging of all transactions, including timestamps, user details, and changes made. 2.2.3. Inventory Storage Locations Database An Inventory Location Database Form will be created to track and manage information about potential storage locations for asset inventory. This form will act as a centralized repository for details about each location, supporting effective allocation and tracking of inventory across various sites. The form will provide fields to capture essential data such as the type of site, address, contact information, and other relevant details, ensuring assets are stored and organized in a manner that aligns with operational needs. Features to be Included: ■ Location Classification: Fields to specify the type of site (e.g., warehouse, county, city, POD, staging). ■ Address and Contact Details: Capture full address, site name, and primary contact information for easy reference. ■ Integration with Inventory Database: Linking locations to stored assets for clear visibility into inventory distribution. ■ Search and Filtering Options: Enable users to quickly locate and sort storage sites by type, name, or other attributes. 2.2.4. Inventory Kits An Inventory Kits Form will be developed to facilitate the allocation and organization of inventory items into kits. This form will allow users to group assets for specific purposes or deployments, streamlining the management of pre -assembled kits. Key details such as the kit name, description, assembler, and current status will be captured and tracked. Additionally, the form will log any changes in kit status or ownership, providing a clear audit trail for accountability and operational oversight. Features to be Included: ■ Kit Details: ■ Fields for kit name and description ■ Assembler details (e.g., name, date of assembly). ■ Item Allocation: Ability to select and allocate items from the Inventory Database to a specific kit, with automatic updates to stock levels. ■ Status Tracking: Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 5 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E ■ Real-time status updates for each kit (e.g., , Available, Damaged, Deployed, Expired, Recalled). ■ Change history for status updates, including timestamps and user details. ■ Responsible Owner Tracking: Fields to assign and track ownership or custodianship of the kit. ■ Audit Trail: Logging of all changes, including item allocations, kit modifications, and ownership transitions 2.2.5. Inventory Management Dashboards Two (2) dashboards will be developed to streamline inventory management and provide targeted insights: Central Management Dashboard: Designed for inventory team/admins, this dashboard will serve as the central hub for managing the inventory database and processes. Features include: ■ Reporting tiles: Current inventory list, inventory quantity snapshot, inventory by location/type, reorder list, and maintenance -required items. ■ Quick links: Perform new inventory transactions, bulk upload inventory, manage storage locations, kits, and maintenance tasks. ■ Transaction management: Reports on items removed by reason, transactions by personnel, and maintenance logs displayed on a calendar. My Inventory Dashboard: Tailored for individual users, this dashboard will display: ■ Reports: All my inventory and all my kits. ■ Quick links: Perform new inventory transactions and maintenance tasks. Both dashboards will offer intuitive navigation and real-time updates to enhance efficiency and user experience. 2.3. Gov COOP Program Administration Veoci will design and implement a process and platform for developing and maintaining a comprehensive continuity of operations program. The process will include data collection (some through pre -population) and periodic review / approval. The platform will allow for administrative reports to inform the customer of critical and essential functions, and the resources (including technology, facilities, personnel, equipment / supplies) required to maintain or re- establish those functions. 2.3.1. Administration Dashboard(s) Dashboard(s) to assist the administration of the continuity program: review useful metrics, manage assets (people, facilities, departments / divisions, etc.), links to departmental plans and additional resources. 2.3.2. End -User Dashboard Template Templated dashboard that can be initiated for each department / division. Dashboard will include instructions, acronyms / glossary, frequently asked questions, sections of the COOP to complete, overview of departmental / divisional assets, and a means to'edit, view, and export to PDF.' 2.3.3. Basic Continuity Plan Series of forms to collect the information pertaining to the customer's approach to continuity of operations, to include: ■ Introductory Material (cover page, promulgation statement, record of changes, record of distribution, and table of contents) ■ Purpose, Scope, Situations, and Assumptions ■ Concept of Operations (CONOPS) ■ Organizational and Assignment of Responsibilities ■ Direction, Control, and Coordination ■ Disaster Intelligence ■ Communications ■ Budgeting & Acquisition ■ Plan Development and Maintenance ■ Authorities and References 2.3.4. Functional Annexes Series of forms to capture functional annexes, which add specific information and direction to the base plan, to include: ■ Essential Functions ■ Vital Records Management ■ Continuity Facilities ■ Continuity Communications ■ Leadership and Staff (orders of succession, delegations of authority, human capital) ■ Test, Training, and Exercises Program Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 6 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E 2.3.5. Hazard -Specific Appendices Series of forms to complete / capture risk assessments, based on the Calculated Priority Risk Index (CPRI), and identify operational checklists. 2.3.6. Common Data Forms Series of forms to capture common data, to include: ■ Facilities ■ Departments / Divisions ■ Memorandum Template ■ Acronyms / Glossary ■ Frequent Asked Questions 2.3.7. Continuity of Operations (COOP) Plan (& Review) A form to link together the sections of the basic plan and supporting annexes. Print or download the plan as a PDF, or share via email. If an approval process is desired, the form can be made into a workflow (process) to regularly initiate COOP reviews. 2.3.8. Historical Data (if transferring full files) OPTIONAL Veoci will migrate existing department/division/agency for up to 25 COOP plans into the solution prior to launch for the agencies. This includes all current data from each agency as part of the implementation phase requirement. 2.4. Onsite Implementation Veoci will provide a partially onsite implementation for the deliverables in this SOW. 2.4.1. Onsite Implementation The Veoci team will be focusing on Requirement Gathering to include the Organizational Structure, Operational Structure, Fit -Gap Analysis, Short and Long Term Goals, Training needs and review, Vision Document completion and prioritization of the solutions. It is a Best Practice that the client review, clean and update thier lists of Personnel, Equipment, Locations and other pertinent data to help the implementation process ahead of the onsite 2.5. Custom Integrations To successfully complete an integration, Veoci will require assistance and cooperation from the customer and likely the vendor of the other application. Integrations often require access credentials, sample data, and testing before being completed. 2.5.1. Single Sign -On Integration The Veoci team will configure Single Sign -On (SSO) for the customer which allows users to authenticate to Veoci's platform using its SAML 2.0 based SSO. A single IdP will be supported. If multiple IdPs are desired, there may be additional costs depending on the effort involved. The Veoci team will provide the client with a self -guided Workflow that allows the customer's IT group to facilitate this integration by securely exchanging the necessary metadata. If desired, the customer will be able to test SSO in our Stage environment. Once approved by the customer, Veoci will enable SSO at a date of the customer's choosing in our Production environment. Please note that this deliverable requires coordination with the customer's IT staff, so sufficient staffing resources are required to undertake testing and configuration efforts. 2.5.2. Contact or Member List Scheduled Import Veoci will complete an integration, specifically to pull in contact information (e.g. phone numbers, names, etc). On a schedule, Veoci accesses a folder on a web -facing SFTP server (customer -managed) or an Amazon S3 bucket (customer -managed or Veoci-managed), downloads a CSV, TSV, and XLSX (single sheet) file and imports the data to create/update/delete profile data from contacts and/or users. The customer is responsible for making sure a properly formatted file is exported from their system and uploaded to the SFTP server or Amazon S3 bucket. 2.5.3. Logos Veoci will take 2 vector -graphic icons (svg, eps, or ai) of the customer's choosing and apply one icon to the masthead of all Veoci pages for their Organization and one icon to all emails from their Organization. 2.5.4. CAD Incident Form and Webhook Custom Action Veoci will configure a CAD Incident Form and a webhook Custom Action which will establish a REST API endpoint to receive JSON or XML formatted CAD incident data sent in the body of an HTTPS POST request. The customer will be responsible for sharing sample files which outline the data structure which will be sent for their CAD incident data and will indicate which attribute should be used as a unique identifier for each incident Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 7 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E to be used to identify CAD Incident Form entries to update, or to create as new entries. Veoci will provision an application user account which can be used to interact with this API endpoint, and will share the application user credentials with the customer to use to authenticate with the Veoci API using an OAuth 2.0 client_ credentials bearer token authentication flow. The customer will be responsible for initiating authentication using the provided application user and subsequently sending CAD incident data in the expected format to this endpoint. Location coordinates sent within the CAD incident should be formatted as WGS 84 EPSG 4326 decimal degrees coordinates. 3. Professional Services for Solution Customizations Veoci is extremely flexible and can be easily configured and reconfigured to adapt to changing business processes. Veoci Solutions Engineers tailor solutions to meet customers' specific business needs through the use of Professional Service Hours. Professional Service Hours can also be used by customers to finalize their solution at inception in order to have a completed solution that is available for use immediately. 80 hours of professional services are included in this SOW. The customer can direct these hours to be used for: • Point -and -click customizations to solutions • Building additional solutions using our point -and -click interface • Creating/updating print templates for Forms, Workflows, and Task Types • Developing custom training material • Solution design consulting 4. Training For the Statement of Work included here, Veoci recommends the training program described below. Based on the size and complexity of the customer's operation, additional training needs may be identified throughout the implementation and can be provided using Professional Service hours to tailor and deliver customized training. End -User Training Following the delivery of each of the milestones described in the SOW, Veoci will provide up to two (2) hours of remote training that covers basic navigation and use of that portion of the total solution. Veoci Administrator Training Sessions Veoci employs a train -the -trainer framework, so that post -implementation and training, customer Administrators will be empowered to train End Users to use the specific Veoci solutions. The course(s) listed below are appropriate for this implementation: Incident Management: Veoci Administrator Training 5. Veoci Implementation Plan Veoci's approach to system implementation is comprised of five phases. Individual project milestones may go through these phases independently and in parallel, completing one project milestone while others are still in progress. Phase 1. Kick-off and Planning Upon contract signing. a Kick-off Meeting will be scheduled. The customer is expected to identify the following individuals and have them attend the Kick-off Meeting: • Project Lead • Backup Project Lead (if possible) • Key stakeholders, which should include process owners and leadership • Project Approver, who is the person with authority to sign -off on project milestones/deliverables During the Kick-off meeting, the Veoci team and the customer will work together to: • introduce team members and identify who will attend regular meetings, • review this SOW, • identify key dates and deadlines, • create a schedule for regular meetings, • and discuss what a successful outcome looks like for the customer. If the customer determines that their software requirements are different from those outlined in this SOW, a Change Request will be required so a level of effort can be determined. If the level of effort differs substantially from the work outlined in this SOW, the customer will need to utilize any Professional Service hours they've purchased or consider a contract amendment. Phase 2. Configuring, Piloting, and User Feedback Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 8 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E During this phase, the assigned Veoci implementation team members will build, configure, and test the system to address the work outlined in the milestones and deliverables. The system will be reviewed with the customer, at which point they will be asked to provide feedback and document any required modifications. Assuming that requested modifications are inline with the milestones and deliverables, the implementation team will make the changes and again review the system with the customer. This process is iterative. Phase 3. User Acceptance During this phase, the customer will complete their user acceptance testing and communicate their findings with the Veoci implementation team. Once all defects are addressed, the customer will be asked to verify that the deliverables related to system building have been completed. Phase 4. Knowledge Transfer and Training To enable the customer to successfully administer and maintain the system, Veoci implementation team members will provide an official knowledge transfer and training to the appropriate customer team members. If a custom training plan has been included in this SOW, it will be included in the Deliverables section. Phase 5: Ongoing Support and Maintenance Once Veoci has completed the Implementation Phase and the customer verifies acceptance of the solution, the Ongoing Support and Maintenance Phase begins and remains in place for the duration of the contract. Activities for this phase occur at both the Solution level and at the Platform level which are described below. Platform Support The Veoci Development Team follows the agile methodology and delivers a new version of software every few weeks. Minor releases may also occur between major releases to deploy patches and fixes. The Development Team completes this process seamlessly without requiring outages. All Platform enhancements are released to all customers at no additional cost. In a majority of releases, changes are small, designed to be readily apparent, and require no training. If a change will significantly affect how users navigate within the platform, Veoci provides extensive advance notice and, as needed, provides pop -ups and introductory text to facilitate adapting to the new version. While Veoci welcomes and encourages customers to share their Platform enhancement ideas, there is no commitment that the Development Team will deliver such enhancements. Solution Support A team of Veoci professionals, including Help Desk staff and Solutions Engineers, remain available to provide ongoing support and input as part of Veoci's commitment to helping customers maximize the value of their solution. For the fastest support, Customers are encouraged to access the Veoci Help Desk which include a knowledge base, training content, and a support ticketing tool. Webinars and User Groups are also excellent resources. Engagement Model Onsite Engagement for Implementation The Veoci team will be onsite with the Fort Worth Texas team for 40 hours to help expedite the implementation per the Onsite Milestone and Deliverables stated above. Upon conclusion of that onsite time, implementation engagement between Veoci and Fort Worth will commence as indicated below. Standard Engagement The Veoci team will be engaged during implementation for an average of 5 hours per week until the implementation outlined in this SOW is complete with no additional fees beyond what is included in the MSA. Engagement includes weekly meetings plus offline work such as building solutions, project documentation, and completing software integrations. Should a customer need an implementation to be expedited, Veoci can be flexible if we have resources available. The Veoci team will be available to perform the implementation, beginning at the agreed upon start date and continuing through the delivery of the completed solution. If implementation delays occur due to a lack of customer participation or cooperation, team resources may be removed from the implementation. Team resources would then be reassigned depending on availability. Customer Participation Vital for Implementation Success Veoci's implementation process is highly collaborative and includes regular participation from the customer's team. Successful delivery of an on -time solution requires that customers provide data and information and respond to requests in a timely manner, as well as attend regular project status meetings to provide input on the solution. 6. Change Management & Governance Plan All communication, project management, and change management exist entirely within the Veoci Platform itself. At the beginning of the project, the Veoci team creates a Room called the Collaboration Room which provides a robust set of tools for messaging, sharing documents, tracking tasks, requesting approvals, and reporting. Veoci Proposal SOW for Fort Worth City - TX I Veoci Inc. 1 (203) 782-5944 1 veoci.com I Page 9 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E Communication The Collaboration Room allows team members from both the customer and Veoci to share information centrally. It will house any documents and messaging that are related to the project. The Room also has an email address which allows for the simple capture of communications that might happen over email. Project Management The Veoci team utilizes a streamlined approach to project management. At the beginning of the project, all Milestones and Deliverables from this SOW will be added to a dashboard in the Collaboration Room. This dashboard will provide tracking and visibility into each Milestone and Deliverable. The Veoci team will use this dashboard to provide the following documentation: • Milestone and Deliverable status updates • Milestone and Deliverable estimated and actual completion dates • Related project tasks, their owner, and status updates • Meeting notes When a Deliverable is considered complete by the Veoci team, a sign -off request will be triggered within Veoci and sent to the customer. Approval of that request constitutes formal sign -off on the Deliverable. No other project management documentation will be produced by the Veoci team. Change Management During project implementation, or ongoing support, the customer may identify additional desired functionality. Any request that changes the scope of the project or the functionality beyond that identified in the SOW requires a change request and must be reviewed and approved by the project stakeholders. Change requests are entered into Veoci via a workflow where the impact of the proposed change on scope, deliverables, schedule, and cost are evaluated. Based on that evaluation, the Veoci team will propose one or many of the following options to cover the change: • Utilization of Professional Service hours purchased • Modification or cancellation of existing Milestones and Deliverables • Modification to the project schedule • A new SOW and contract amendment • The change is too insignificant to require such overhead and the Veoci team will execute the work The customer will be asked to review the options and if approved, the change will be reflected on the project management dashboard with updates to the Milestones and Deliverables. 7. Assumptions & Work Requirements In addition to any other responsibilities or duties described in this SOW, set forth below is a list of the obligations for which the customer is responsible, and assumptions upon which Veoci has relied in creating this SOW. • The customer will identify, and make available for the duration of this project, one primary contact to act as Project Lead. • The Customer Project Lead will brief their project team on Veoci and the customer's goals and objectives prior to the kick-off call. • The customer holds primary responsibility for data quality of sufficient standards to achieve customer goals. • Customer data for migration must be in the format specified either in the Deliverable or as detailed by the Veoci implementation team following initial requirements gathering. Data to be migrated must be ready for upload, in addition to being in the specified format (CSV file, PDF, etc.). For example, if importing into a field that accepts blue/red/green as attributes, entries can not include lime green. The customer will cooperate in good faith with Veoci in its performance of this SOW by: • Allocating sufficient resources and time to perform any tasks reasonably necessary to enable Veoci to perform its obligations under the SOW. • Delivering in a timely manner any customer collateral and other obligations required for each Milestone included in this SOW. • Responding in a timely manner to Veoci's inquiries related to the SOW. • Actively participating in scheduled project meetings, completing accurate and timely information, data and feedback all as reasonably required. Integration Requirements To successfully complete an integration, Veoci will require assistance and cooperation from the customer as well as the integrating vendor. Integrations often require access credentials, sample data, and testing before being completed. Veoci Proposal SOW for Fort Worth City - TX i Veoci Inc. 1 (203) 782-5944 1 veoci.com i Page 10 Docusign Envelope ID: 31A21FO4-OA06-481E-8682-CBOC61048C6E Veoci exposes a REST API that can be used by other systems to send data to Veoci or query data from Veoci. Use of this API is included in this SOW. Veoci also has a console for configuring connections with APIs exposed by other systems - specifically ones that are accessible via the web and output either XML or JSON data. An unlimited number of these connections can be established by the customer. Veoci can also connect with a web -facing SFTP site or an AWS S3 bucket to run a scheduled import of either CSV or XLSX data. This functionality is not self-service and needs to be configured by the Veoci team at an additional cost. For new integrations that Veoci has not yet implemented, Veoci will work to implement a direct integration through REST API call to this system. Veoci's API integrations are highly flexible and can be implemented easily; however successful integration is dependent on the application that is being integrated. Veoci will work with the customer and the application vendor to implement the integration to accomplish the goals specified by the vendor wherever possible. Should an API integration not be feasible other options such as flat file upload via a SFTP or S3 bucket can be explored as well. Functionality related to non-standard integrations may require additional configuration by the Veoci team, which will be provided at an additional cost. Data Migration Requirements Customer data for migration must be in the format specified either in the Deliverable or as detailed by the Veoci implementation team following initial requirements gathering. Data to be migrated must also be ready for upload, in addition to being in the specified format (CSV file, xlxs). For example, if importing into a field that accepts blue/red/green as attributes, entries can not include lime green. Legacy data provided to Veoci in a format other than that agreed upon will create an error in the system and not allow it to be uploaded. Veoci will not correct data errors, thus it is vital that the data provided to Veoci be in the exact format as agreed upon. 8. Veoci Solutions Building Blocks Veoci tools are the elements that provide specific functionalities within Veoci solutions. During implementation, Veoci Solution Engineers select the tool or combination of tools to configure the solution based on the customer's goals, existing processes, and available data. Alerts, Notifications, and Check -Ins Alerts, Notifications, and Check -ins can be configured for individuals or groups based on actions or conditions. Notifications include phone calls, conference calls, text/SMS, email, and mobile app Alerts. Additional costs are associated with configuring and on -going fees for conference calls. Custom Actions Custom Actions allow Administrators to define additional events to be triggered after someone creates or updates a Form Entry, Workflow, or Task. Dashboards Dashboards provide a visual summary of key information and metrics in one easily accessed location. Forms Forms are used to collect data in a structured format. Forms also serve as databases, often replacing multiple spreadsheets, and as ways to populate fields on Maps and Dashboards. Veoci provides considerable flexibility to configure fields included in Forms, and entries can include text, numbers, email addresses, selection options, date, and time fields. Lists Lists allow individual members to be grouped together for common activities or notifications. Members can be both customer employees and outside stakeholders, such as local emergency responders. A robust system of permissions manages individual member access to ensure appropriate and secure access to the Veoci platform. Mapping Capabilities Veoci provides its own comprehensive mapping program and intuitive, real-time integration with other GIS software. Users can enable or disable layers of location data coming from Veoci content such as Forms, Workflows, and Tasks. Users can also add annotations (i.e., points, lines, polygons) and labels to Maps and enable or disable GIS layers. Plans Veoci Proposal SOW for Fort Worth City - TX i Veoci Inc. 1 (203) 782-5944 1 veoci.com i Page 11 Docusign Envelope ID: 31A21F04-OA06-481E-8682-CBOC61048C6E Plans are repeatable Room Templates that can be launched when a Plan is triggered. Plans can be used to instantly create Rooms that are prepopulated with Dashboards, Workflows, contact lists, required documents, Tasks, and other Templates. Print Views Print Views are customized views of a Form or Workflow entry that can be printed, emailed, exported to PDF, or added to Veoci Dashboards to provide situational awareness. Many Veoci solutions include default Print Views, especially those needed for regulatory reporting or compliance. Customized Print Views can be created as needed. Print Templates are designed using a WYSIWYG or HTML. Reports Reports are created to capture and present information to stakeholders, both within and outside of Veoci. Reports are exported from Veoci using PDF print templates. Summary information from Reports is often displayed on Dashboards. Rooms A Room is a collaboration space in Veoci that contains tools for gathering information and making decisions. Rooms can have cascading or descendant Rooms —known as Side Rooms. Almost all end User activity occurs in a Room or Side Room. Saved Views Saved Views are customized views of Form or Workflow entries that are configured to show specific information in a distinct format. Saved Views are used to display information grouped by defined criteria. Saved Views can be created for Forms, Workflows, and Tasks. Tasks Tasks assign a specific responsibility or action to an individual. Tasks can be configured to include structured work requests, categories of Tasks, priorities, and Map locations. Workflows Workflows are used to automate work processes. The customer defines the people, data, and process involved, and Veoci manages the flow of information and provides transparency, reminders, escalations, and Reports. Workflows also include automatic conditional steps and assignments for those situations when processes follow alternative flows. Veoci Proposal SOW for Fort Worth City - TX i Veoci Inc. 1 (203) 782-5944 1 veoci.com i Page 12 FORT WORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: Veoci, Inc Subject of the Agreement: Amendment 1 to CSC 63688 with Veoci, Inc for the provision of a Virtual Emergency Operations Center Software M&C Approved by the Council? * Yes ❑ No 8 If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 8 No ❑ CSC 63688-A1 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 8 If unsure, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: Expiration Date: If different from the approval date. If applicable. Is a 1295 Form required? * Yes ❑ No 8 *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number: If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes 8 No ❑ Contracts need to be routed for CSO processing in the following _ order: rder: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be returned to the department. 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