102-21 - Kitsap County - ContractKC-529-21
INTERLOCAL AGREEMENT FOR
PUBLIC SAFETY RECORDS MANAGEMENT SOFTWARE
THIS INTERLOCAL AGREEMENT FOR PUBLIC SAFETY RECORDS MANAGEMENT SOFTWARE
("Agreement") is entered this April 25 day of 2022 ("Effective Date") by and between Kitsap County,
a political subdivision of Washington state ("County") and the City of Bainbridge Island, the City of
Bremerton, the City of Port Orchard, the City of Poulsbo, all Washington state municipal corporations,
and the Suquamish Tribe, a federally recognized tribe in Washington state whose duly authorized
governing body is the Suquamish Tribal Council (collectively "Agency Partners"). The County, cities,
and tribe will be collectively referred to as the "parties" and individually as a "party".
RECITALS
WHEREAS, the Interlocal Cooperation Act, chapter 39.34 RCW authorizes Washington public agencies
as defined by RCW 39.34.020, to enter into cooperative agreements to jointly provide governmental
services, activities, or other undertakings, which each are authorized to perform by law,
WHEREAS, the County and the Agency Partners have traditionally shared in the use and associated
costs of Public Safety Records Management Software and related interfaces used by their respective
law enforcement agencies as a multi -jurisdictional collaboration, combining resources to promote cost
savings and share information,
WHEREAS, the County and the Agency Partners have been working collaboratively to evaluate and
review available options to replace the current Public Safety Records Management Software and Jail
Records Management Software to improve system functionality and meet the collective needs of the
parties,
WHEREAS, the County issued a Request for Proposal KC 2019-147 for Public Safety and Jail Records
Management Software ("RMS") and intends to execute a contract with Executive Information Services,
Inc ("EIS"), the successful vendor chosen through the competitive process, to license, implement,
maintain, and support multi -Agency Public Safety Records Management Software and Jail Records
Management Software and related interfaces for the benefit of the County and Agency Partners, and
WHEREAS, the parties desire to execute this Agreement to address their respective proportionate
financial obligations and other responsibilities related to the RMS.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated herein by
reference, and mutual promises and obligations, the parties agree as follows:
SECTION 1. DEFINITIONS
1.1 The following definitions will apply for all purposes, unless otherwise provided herein.
1. "Access" means the authority granted by the System Administrator to a party for its
respective Authorized Users to review or receive information from the RMS by way of any
type of interface (e.g., graphical user interface or browser user interface). Access will be
provided to any employee of a party at the designated permission levels authorized by that
party for Access to the Software by way of any type of interface.
2. "ACCESS" means a Central Computerized Enforcement Service System and refers to the
statewide law enforcement telecommunications system operated by the Washington State
Patrol (WSP). ACCESS provides telecommunications linkage to law enforcement and
other criminal justice agencies and a means for a party to query multiple state and national
databases to include information systems provided by the Department of Corrections,
Department of Licensing, Washington Crime Information Center and Washington State
Identification Section. ACCESS provides for national and international queries through the
International Justice and Public Safety Information Sharing Network (NLETS) switch to
include Interstate Identification Index and the National Crime Information Center (NCIC)
provided by the Federal Bureau of Investigation (FBI). NLETS provides responses from
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the Canadian Police Information Centre, Interpol, and other state hot file and licensing
information. ACCESS usage is limited to criminal justice purposes as outlined by FBI
standards, and as audited by WSP and the FBI.
3. "Agency Administrator" means one or more specially trained Authorized Users assigned
by the Chief Law Enforcement Officer of each party to perform RMS administrative
functions on behalf of that party, such as adding and removing Users from the RMS,
establishing User IDs, setting up Users with Authorized Uses, and the like. The Agency
Administrator may or may not be the Agency Lead.
4. "Agency Lead" means the person and their designee assigned by the Chief Law
Enforcement Officer of each party to participate as a member of the User Board on behalf
of the assigning party.
5. "Agency Partners" means the City of Bremerton, the City of Bainbridge Island, the City of
Port Orchard, the City of Poulsbo, and the Suquamish Tribe, on behalf of their respective
law enforcement agencies.
6. "Allocated Proportion" means the percentage of the total amount due from each party for
its proportionate financial share of all costs associate with the RMS for the life of the RMS,
which include, without limitation, RMS Costs, EIS Fees, County Support Services Fees,
and other fees and costs related to the RMS.
7. "Authorized Use" means the functions and capabilities a User is assigned and able to
perform based on the User identifications and passwords set by the Agency Administrator
and in compliance with WSP ACCESS and CJIS Security Policies.
8. "Authorized User" means any User who has passed the RMS authentication process and
is authorized by a party to use the RMS functions and components based on the
permissions established by that User's credentials (e.g., User identification and password)
and incompliance with the restrictions for the Authorized Use.
9. "Network Connectivity" means the capacity of the County network used to transmit data to
and from a party for access to and use of the RMS by the Agency Partner as identified by
the County IS.
10. "Change Management Process" means the process adopted by the User Board for
requesting, reviewing, and approving any requested change to the RMS and allocating
payment.
11. "Chief Law Enforcement Officer" means the Kitsap County Sheriff and the Chiefs of Police
for each law enforcement agency of each Agency Partner.
12. "Confidential Information" means the Software and any information disclosed that related
to the Software under this Agreement, whether such information is in oral, written, graphic
or electronic form, which: is (i) marked "Confidential," "Restricted," or "Proprietary
Information" or other similar marking, (ii) known by the receiving party to be considered
confidential or proprietary, such as the Software, or (iii) which should be known or
understood to be confidential or proprietary by an individual exercising reasonable
commercial judgment in the circumstances. Confidential Information does not include
information to the extent that such information: (i) is or becomes generally known to the
public by any means other than a breach of the obligations of a receiving party hereunder;
(ii) was previously known to the receiving party as evidenced by its written records; (iii) is
rightly received by the receiving party from a third party who is not under an obligation of
confidentiality; or (iv) is independently developed by the receiving party's employees or
independent contractors who have not had access to or use of the other party's
Confidential Information which such independent development can be established by
evidence that would be acceptable to a court of competent jurisdiction.
13. "County IS" means the Kitsap County Information Services Department
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14. "County IS Director" means the Director of the Kitsap County Information Services
Department.
15. "County Support Services" means the County IS technology and administrative
maintenance and support services, use of the server, network connectivity, unplanned
expenses, and administrative processing services provided by the County to the Agency
Partners, subject to the County's receipt of payment of all monies when due under this
Agreement.
16. "County Support Services Fees" means the true and full value of the County Support
Services for the RMS and assessed to the parties in accordance with their respective
Allocated Proportion and identified in this Agreement. RCW 43.09.210.
17. "Criminal History Record Information" means information collected by criminal justice
agencies which are stored and available through the RMS such as identifiable
descriptions, notations of arrests, detentions, indictments, information, or other formal
criminal charges, and dispositions arising therefrom (e.g., sentencing, correctional
supervision, release, and the like).
18. "CJI" means the criminal justice information collected by criminal justice agencies for their
legally authorized use in performance of their duties, including Criminal History Record
Information and Intelligence and Investigative Information. It does not include a party's
personnel or administrative records.
19. "CJIS Security Policies" means the CJI Services Security Policies or published standards
of the FBI, in effect during the term of this Agreement, related to the exchange of CJI
information and intended to protect the full lifecycle of CJI, whether at rest or in transit,
relating to the creation, viewing, modification, transmission, dissemination, storage, and
destruction of CJI. The requirements of CJIS Security Policies apply to every individual
with access to CJI including, without limitation, contractors, private entities, noncriminal
justice agency representatives, or members of a criminal justice entity.
20. "Documentation" means user guides, operating manuals, educational materials, product
descriptions and specifications, technical manuals, supporting materials, and other
information regarding the Software, regardless of the media on which it is provided, that
have been provided by and/or generated by or on behalf of EIS or the County for the
Agency Partners which may be amended from time to time.
21. "EIS" means Executive Information Services, Inc., the Software vendor that has executed
the Public Safety Records and Jail Records Management Software Contract KC-528-
21with the County.
22. "EIS Contract" means the Public Safety Records and Jail Records Management Software
Contract KC-528-21 executed by the County and EIS, and all associated attachments,
schedules, exhibits, and the like, identified as Exhibit A and all subsequent amendments
thereto, which are incorporated in full by this reference.
23. "EIS Fees" means all fees charged by EIS for licensing, EIS Support Services, and other
services, modules and the like charged or collected by EIS related to RMS during the term
of this Agreement.
24. "EIS Support Services" means the Software maintenance and support services identified
in the EIS Contract.
25. "Equipment" means any machinery, device, tool, computer, computer components,
computer system or other high-technology equipment, including add-ons, or peripherals of
tangible form together with the necessary supplies for upkeep and maintenance, and other
apparatus necessary for the proper execution, installation, and acceptable completion of
the RMS project.
26. "Intelligence and Investigative Information" means information of record collected by or
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prepared by or at the direction of a criminal justice agency or kept in the custody of a
criminal justice agency for criminal investigation purposes.
27. "Interface" means a point of interaction between RMS components or the device or code
which enables such interaction, applicable to both Equipment and Software.
28. "JMS" means the Jail Records Management Software provided by EIS for use by the
Kitsap County Sheriff's Office Jail. The County, as the sole user of the JMS, is financially
responsible for the JMS direct costs and maintenance.
29. "KCSO" means the Kitsap County Sheriff's Office.
30. "Law" means all applicable federal, state, and local laws including without limitation data
privacy, security, and protection laws, labor standards, ordinances, orders, decrees,
policies, procedures, and regulations of any public authority having jurisdiction.
31. "Lead Agency" means the Kitsap County Sheriff's Office.
32. "LEDS" means Law Enforcement Data Systems, a database created for law enforcement
records such as warrants, protection orders, stolen property, criminal histories, and other
vital investigative files.
33. "Material Breach" means any breach of this Agreement that causes or may cause
substantial harm to a non -breaching party or EIS, or one that substantially deprives a non -
breaching party of the benefit it reasonably expected under this Agreement.
34. "MC7 means a commercial grade mobile computer terminal operated in a law
enforcement vehicle, or otherwise not connected via a local or wide area network, capable
of Accessing the RMS servers via a network connection compliant with CJIS Security
Policies.
35. "PC" means commercial grade desktop or laptop computers capable of Accessing the
RMS servers via a connection compliant with CJIS Security Policies.
36. "RMS" means the Public Safety Records Management Software and associated interfaces
acquired for use by the County and the Agency Partners.
37. "RMS Costs" means any additional software, equipment, expenses, change requests,
upgrades, updates, and other associated costs and fees for the RMS for the life of the
RMS.
38. "RMS Lead" means the individual assigned by KCSO to function as the law enforcement
liaison between the Agency Partners and EIS.
39. "Software" means the Software products listed in Schedule "A" of the EIS Contract, Sales,
Service and License Agreement in object format and includes any Updates and Upgrades
(as defined in the EIS SSLA) that have been provided to the County as provided in the EIS
Contract.
40. "System Administrator" means the individual designated by the County IS Director to
manage and assist in the daily operation of the RMS and JMS.
41. "TAC" means the individual and their designee selected by each party who is qualified to
function as their respective terminal agency coordinator to serve as the point of contact for
matters relating to access to CJI. The TAC administers internal CJI system programs and
overseas the party's compliance with CJIS Security Polices.
42. "Use" means the Access assigned to a party's Users and their designated permission
levels for Access to the RMS and/or JMS, and designated authority to enter and/or receive
data and information from the same.
43. "User" means any person employed by or working on behalf of a party, including any
person or entity authorized to provide services requiring Use of the RMS. All Users will be
bound by confidentiality requirements at least as protective as required by this Agreement.
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44. "User Board" means the board created under this Agreement to serve as an advisory
group to make recommendations to the County and the Agency Partners regarding the
RMS as identified in the Agreement. The User board may make decisions regarding the
RMS which do not involve allocation of financial resources.
SECTION 2. PURPOSE, ORGANIZATION, ADMINISTRATOR, PROPERTY
2.1 Purpose. The purpose of this Agreement is to provide for the joint and cooperative undertaking
of the County and the Agency Partners to engage in cooperative planning and coordination of
an interoperable records management system, to decrease individual operating costs, provide
for data sharing, identify the authority and responsibilities of each party, and define and allocate
true and full proportionate costs and responsibilities as contemplated in RCW 39.34.030 and
RCW 43.09.210.
2.2 Organization. No separate legal or administrative entity is created by this Agreement nor do the
parties intend to create through this Agreement a separate legal or administrative entity subject
to suit.
2.3 Administrator. The Lead Agency will administrator of the RMS and JMS in coordination and
cooperation with the Agency Partners subject to the provisions of RCW 36.32.120 and RCW
43.09.210. By functioning in this capacity, the County is not assuming responsibility or liability
for the actions or failures to act by its Agency Partners and their respective employees,
representatives or agents nor will this be considered an allocation of liability to the KCSO under
RCW 10.93.040.
2.4 Property. The parties do not anticipate the acquisition of property for the performance of this
Agreement, other than the EIS license which is subject to the terms and conditions of the EIS
Contract. Any property acquired by a party for purposes of this Agreement will be returned to
the acquiring party, unless otherwise agreed in writing.
SECTION 3. TERM, RENEWAL, FILING
3.1 Term/Effective Date. This Agreement will commence on the Effective Date and remain in effect
for five (5) years, until midnight on the end date, ("Initial Term"), unless terminated or extended
pursuant to Section 3.2. Should fewer than all named Agency Partners execute this Agreement,
the Agreement when filed as provided herein will be effective as between the County and the
Agency Partner(s) that have executed the Agreement to the same extent as if no other Agency
Partners had been named.
3.2 Renewal. This Agreement may be renewed for additional consecutive five (5) year terms,
subject to the appropriation of funds by each party to this Agreement. All renewals must be in
writing and will be subject to all terms and conditions and financial obligations set forth herein,
unless otherwise agreed in writing by the parties. Should a new agreement not be reached by
the expiration date the terms of this Agreement shall remain effective until such time as a new
Agreement is entered or terminated.
3.3 FEM. Prior to entry into force, this Agreement will be filed with the Kitsap County Auditor's
Office or, alternatively, listed by subject on a public agency's web site or other electronically
retrievable public source in compliance with RCW 39.34.040.
SECTION 4. TERMINATION
4.1 The Agreement may not be terminated during the initial term unless agreed to by all parties to
the Agreement. Any party may terminate their participation in this Agreement, after the Initial
Term, for any reason, upon 180-days prior written notice to the other parties as provided in
Section 18. Notice may be given 180-days in advance of the expiration of the initial term. If the
Agreement is terminated, the monies paid by the terminating party for that year will not be
refunded. The termination of a party will not automatically result in dissolution of this Agreement
as to the remaining parties.
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4.2 The terminating party will have 180-days from the notice of termination to work collaboratively
with the System Administrator to obtain a copy of its data. All costs associated with copying of
data will be the responsibility of the terminating party.
4.3 The terminating party will remain liable for all financial obligations incurred up to and including
the date of termination. Upon termination, the terminating party will immediately pay the County
all monies due under this Agreement and for all work performed by EIS and the County prior to
the effective date of termination.
4.4 A terminated party assumes no responsibility for the acts or omissions occurring after the
termination effective date but will remain liable for acts or omissions occurring prior to the
termination effective date.
SECTION 5. USER BOARD, LEADS, VOTING, RESPONSIBILITIES
5.1 Creation and Purpose. A User Board is created to serve as an advisory group to make
recommendations to the parties regarding RMS related issues including, without limitation, the
purchase, implementation, planning, funding, operations, maintenance, upgrades, change
requests, transition planning, training, equipment, uniform data entry, federal and state
compliance reporting, data integrity, operational efficiencies, backups and redundancy, security
issues, and the like. The User board may make administrative decisions regarding the RMS
which do not involve allocation of financial resources.
5.2 User Board Composition. The User Board will have eight (8) members (Leads) consisting of one
member from each Agency Partner and two members from the County (one member on behalf
of KCSO and one member on behalf of the KCSO Jail). The System Administrator will be an ex-
officio non -voting member of the User Board.
5.3 Leads. Leads are User Board members. The Chief Law Enforcement Officer for each party is
responsible for the selection of its Lead and their designee. Each serve at the pleasure of the
appointing party and must remain employed by the appointing party while serving as a member
of the User Board. Unless removed by the appointing party, there is no limit on the number of
terms a person may serve as a User Board member. Each User Board member and their
designees will remain for all purposes employees of the appointing party. Each appointing party
will be responsible for the conduct of their respective User Board members and designees and
will handle all complaints, investigations, and disciplinary actions.
5.4 Meetings, Minutes, Chair. The User Board will meet two times per year or more often as
deemed appropriate by the Chair of the User Board or as requested by any party, with
appropriate notice provided to the parties by personal service or email. The User Board
secretary will keep minutes of each meeting and will cause a copy of the minutes to be
forwarded to the Chair of the User Board and User Board members. The RMS Lead will
function as the Chair of the User Board.
5.5 Voting, Quorum. A majority of the then appointed User Board members will constitute a quorum
for the transaction of business. Unless otherwise required by this Agreement, the affirmative
vote of a quorum present at the time of the vote will be the act of the User Board. Each party will
have one vote. Only in the event of a tie, will the County have two votes (one vote on behalf of
KCSO and one vote on behalf of the KCSO Jail).
5.6 Proxy. A User Board member may grant by proxy its voting rights to another User Board
member. All such grants must be in writing, limited in duration, and meeting specific. A proxy is
automatically revoked if the User Board member granting the proxy appears at the meeting for
which the proxy was granted.
5.7 Electronic Participation, Compensation. User Board members may participate in meetings by
telephone call, video conferencing, or similar communication equipment by which all board
members can hear each other at the same time. Such participation will constitute presence in
person for purpose of a quorum and voting. All parties will participate in the User Board
meetings at their own cost, time, and expense.
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5.8 User Board Responsibilities. The User Board will do the following:
1. review and recommend changes for the strategic plan, objectives, and work plans
necessary to maintain the viability and efficiency of the RMS.
2. work cooperatively to identify, develop, and establish a coordinated long-term plan for
capital improvements and operational funding of the RMS.
3. facilitate decision making.
4. establish and comply with a Change Management Process.
5. establish and comply with guidelines and standard operating procedures for the operation,
maintenance, and business continuity of the RMS.
6. comply with the technical standards for the operation and business continuity of the RMS
developed by the System Administrator.
7. establish and comply with RMS operational and maintenance procedures for County -
owned assets to resolve operational interface issues with each Agency Partner's local
assets.
8. work cooperatively in the initial implementation and deployment of the RMS as well as
future upgrades, updates, extensions, and enhancements.
9. establish subcommittees as necessary to ensure the interests of each party is represented
and to ensure operational, technical, and financial issues are thoroughly researched. Each
subcommittee will have at least one User Board member and such other persons the User
Board deems appropriate.
SECTION 6. KITSAP COUNTY RESPONSIBILITIES
6.1 The County IS will provide the Agency Partners with the following County Support Services
subject to receipt of all monies due and available resources:
1. enable Agency Partners to Access the RMS via Equipment, including PCs, MCTs, and
other handheld devices for Authorized Use by Authorized Users.
2. maintain and administer user authentication system processes and governance in
compliance with the County IS User Management policy.
3. provide appropriate Access in procedural, technological, and infrastructure design and
maintenance consistent with the requirements of CJIS Security Policies.
4. provide appropriate Access in procedural, technological, and infrastructure design and
maintenance consistent with the requirements of ACCESS.
5. make available to the Agency Partners procedures, instructions, and other documents
regarding available methods and minimum requirements for network connections for
Access via the County's network demarcation points.
6. Provide agency specific custom report programming services and module implementation,
at an additional charge.
7. maintain and administer County -owned Equipment and network infrastructure according to
County IS technology policies and procedures, to include:
A. maintain and update physical and virtual servers and storage devices hosted within the
County's environment, operating Software and system updates and security patches,
and anti -virus, spam, and malware protection.
B. provide planned replacement of servers at the end of service life.
C. manage, monitor, and service the SQL databases.
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D. manage and maintain routine backup of servers and databases. In the unlikely event
of a major system failure that requires a system reload, the data will be restored from
the most recent daily backup.
E. management and monitor disk space.
F. manage and maintain the network infrastructure within the County's domain, including
the provision of NetMotion access for MCTs and other mobile devices.
G. implement application Software upgrades and patches.
H. work collaboratively with EIS, to supervise, monitor, and perform the implementation of
upgrades, updates, and patches provided by EIS to the production server.
I. other tasks and responsibilities deemed appropriated by County IS.
6.2 The County agrees to use commercially reasonable efforts, within its reasonable control, to
provide the Agency Partners with uninterrupted access to the RMS at a level of performance
acceptable in common business computer applications.
6.3 The parties understand there will be occasions when the RMS will not be available for reasons
such as hardware and Software maintenance, internet outages, and the like. The County will
provide 48 hours advance written notice by email to the Agency Administrators and Agency
Leads when conducting planned maintenance and/or administrative activities that will result in a
known system outage.
6.4 The System Administrator is to: (i) provide updates on an as needed basis to the affected Agency
Administrators regarding hardware or network downtime during the week, including root cause,
duration, magnitude and resolution, or observations that, left unaddressed, may lead to future
outages and/or disruptions, if known; (ii) schedule outages and planned maintenance; and (iii)
function as a liaison with EIS for updates, upgrades, additional modules, and maintenance
provided by EIS
6.5 County IS will monitor, audit, and trouble -shoot the connections necessary to upload information
from the RMS to NCIC, and other interfaced crime and public safety databases and systems
including, without limitation, LinX Northwest.
6.6 County IS will control and maintain the global tables in the RMS unless an Agency Partner
expressly agrees in writing to share responsibility over this functionality.
6.7 County IS will assist EIS in coordinating the training of Agency Administrators to perform limited
administrative functions such as adding and removing Users, establishing User IDs and
passwords, setting up User's Authorized Uses, and resetting passwords.
6.8 Notwithstanding the foregoing, THE COUNTY MAKES NO WARRANTIES REGARDING THE
SOFTWARE, INTERFACES, EIS AND COUNTY IS SUPPORT SERVICES,
DOCUMENTATION, AND OTHER MATERIALS AND SERVICES PROVIDED BY EIS OR THE
COUNTY. ALL OF WHICH ARE PROVIDED "AS IS" WITH NO WARRANTIES,
REPRESENTATIONS, OR CONDITIONS, EXPRESS OR IMPLIED, WRITTEN OR ORAL,
ARISING BY STATUTE, OPERATION OF LAW, COURSE OF DEALING, USAGE OF TRADE
OR OTHERWISE, REGARDING THEM OR ANY OTHER PRODUCT, SERVICES OR
MATERIAL PROVIDED HEREUNDER OR IN CONNECTION HEREWITH INCLUDING,
WITHOUT LIMITATION, WARRANTIES OF MERCHANTABLE QUALITY, DURABILITY,
MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE. FURTHER, THE
COUNTY IS NOT RESPONSIBLE FOR ANY IMPACT IN FUNCTIONALITY OR
PERFORMANCE TO ANY SOFTWARE OR INTERFACE RUNNING ON AN AGENCY
PARTNER'S END -USER WORKSTATIONS ARISING FROM OR RELATED TO THE
INSTALLATION OF THE SOFTWARE, INTERFACES, OR CONNECTION TO THE COUNTY'S
NETWORK.
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SECTION 7. ACCESS, USE, RESPONSIBILITIES
7.1 Access. Agency Partners are provided Access and Use of the RMS, subject to the terms and
conditions of this Agreement and the EIS Contract. Agency Partners agree to comply with all
applicable terms and conditions of this Agreement and EIS Contract in consideration for such
Access and Use, violation of the same may be considered a material breach of this Agreement.
7.2 RMS Authorized Use. The parties agree that their Users will only Access or Use the RMS for
Authorized Uses. Permission to Access the RMS or information available in or through the RMS
other than as authorized in this Agreement must be obtained in writing from the RMS Lead prior
to any such use.
7.3 Modification of RMS. The parties agree that its Users will not modify through computer
programming, or other techniques, the functions, capabilities, or operations of the RMS without
prior written authorization from the System Administrator. Further, the parties will not allow or
authorize, directly or indirectly, any person or entity to:
1. decompile, disassemble, or otherwise reverse engineer any of the Software or use any
similar means to discover the source code or trade secrets contained therein.
2. modify, translate, or create derivate works of the Software or Documentation or merge all or
any part of the Software with another program, give away, rent, lease, lend, sell,
sublicense, distribute, transfer, assign, or use the Software for timesharing or bureau use or
to publish or host the Software for use by any third party;
3. take any actions that would cause the Software to become subject to any opensource
license or quasi-opensource license agreement;
4. use the Software in any manner for purposes of: (i) developing, using, or providing a
competing software product or service; (ii) copying any ideas, features, functionality, or
graphics of the Software; or
5. export the Software into any country prohibited by the United States Export Administration
Act and the regulations thereunder.
7.4 Agency Administrators
1. The Chief Law Enforcement Officer of each party will designate at least one Agency
Administrator to be responsible for creating User identifications and establishing
Authorized Uses of the RMS for its Users in compliance with this Agreement.
2. The Agency Administrator may request assistance from the System Administrator only
after first attempting to solve the RMS issue(s) as much as possible using its own staff and
resources. Only if the Agency Administrator is unable to resolve the issue with the RMS,
should the System Administrator be contacted for assistance.
3. The Agency Administrator, after receipt of training, will be provided the ability to create and
maintain custom reports. All such activities shall comply with User Board report writing
policies and procedures.
7.5 Equipment. Each party is responsible for providing, installing, and configuring, in a manner that
complies with the minimum requirements of the RMS, their own Equipment, which includes
without limitation their PCs, MCTs, printers, scanners, image capture devices, and other
peripherals required or necessary for their Users to Access and Use the RMS.
7.6 Network. Each party is responsible for having: (i) secure network access that meets the
requirements of CJIS Security Policies and enables the Equipment to reach the County's
network demarcation points; (ii) network connectivity from their primary site to their partition at
the other site; and (iii) space, power, and an appropriate operating environment at their primary
site to accommodate networking equipment such as switches or security devices for the other
Agency Partners.
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7.7 LlnX Northwest. Each party authorizes the release of its public records category data contained
in the RMS to LlnX Northwest for access and authorized use by LInX Northwest users. The
County IS will coordinate such release and access.
7.8 Software Ownership. Each party acknowledges that the County does not have ownership of the
Software and therefore the County does not control EIS changes, updates, upgrades,
interruptions, or other Software issues not under the County's reasonable control.
SECTION 8. GENERAL RESPONSIBILITIES
8.1 Strategic Plan, Equipment Replacement and Upgrade Fund. Each party agrees to work
cooperatively to develop and implement a strategic plan for the RMS which includes
establishing an equipment replacement and upgrade fund to accommodate planned upgrades,
maintenance, and future replacement of the RMS, data storage, and other items identified by
the User Board for inclusion.
8.2 Other Funding Sources. Each party agrees to work cooperatively to identify and apply for grants
and other funding sources which may be beneficial to the parties under this Agreement.
8.3 RMS Changes and/or Modifications. Each party agrees that requests for any change or
modification which to the RMS or related interfaces must comply with the Change Management
Process established and approved by the User Board.
8.4 Cooperation and Coordination. Each party agrees to work cooperatively and in good faith to
coordinate all actions required to smoothly transition from the current records management
software to the new RMS and facilitate subsequent Software updates and upgrades, to ensure
minimal disruption in functionality and services.
8.5 Further Assurances. Each party agrees to take all further action reasonably necessary or
appropriate to obtain the necessary funding approvals and carry out the intent of this
Agreement.
8.6 EvidenceOnQ. Each party agrees to establish and maintain its own FileOnQ. EIS will Interface
with each party separately for the configuration. It is the responsibility of each party to
coordinate this process with EIS. County IS will not participate in or be responsible for this
process.
SECTION 9. SECURITY, USER AUDIT, BREACH
9.1 Security Issues. Each party will promptly report to the System Administrator any Software
security -related incidents, Software breach, or other incident relating to Software integrity, such
as a computer virus, that may or could affect the RMS. The County reserves the right to
suspend services in the event of a security breach. Failure to comply with the security and
Access specifications contained in the Agreement may, as necessary to protect the data of the
parties, result in the partial or full suspension of a party's Access or its Users' Access to the
RMS until such failures are corrected.
9.2 Physical Security. Each party is responsible for maintaining the physical security of all
Equipment and devices authorized to Access the RMS, as well as any printout or RMS
Documentation that may permit unauthorized Access to or Use of the RMS.
9.3 On-line Security. Each party is responsible for issuing individual RMS User identification to its
respective Users, which will not be shared. Each party agrees that its Users will be required to
enter RMS User identifications before gaining Access to the RMS, including functions and data
9.4 CJIS Security Policies
1. Each party will comply with all CJIS Security Policy requirements in effect during the term
of this Agreement which include those pertaining to the creation, viewing, modification,
transmission, dissemination, storage, and destruction of CJI. Requirements include,
without limitation, verifying identification, performing a state of residency and national
ILA RMS KC-529-21 10
fingerprint -based record check within 30-days of assignment for all personnel who have
direct access to CJI through the Software for those employees or contractors who have
direct responsibility to configure and maintain computer systems and networks with direct
access to CJI through the Software. Each party will deny or terminate Access to any
prospective or current User found to be in violation of the current CJIS Security Policies.
2. Each party will designate a TAC responsible for ensuring its Equipment, network access
points, and Users with Access to the RMS comply with current CJIS and ACCESS
Security Policies. The breaching party is responsible for timely curing any problems and
violations, including those identified in a WSP or FBI audit.
9.5 Deactivate Users. Each party agrees to immediately deactivate Authorized Users no longer
requiring Access to the RMS or that breach (or is suspected of having breached) any security
requirement of the County IS User Management policy or User Board.
9.6 User Audit. Each Agency Partner agrees to annually provide the System Administrator with a
full and complete list of its Authorized Users. The System Administrator will perform an annual
audit of all Authorized Users.
9.7 Breach Notification. In the event of a security breach, the parties responsible for such breach
will comply, at their sole expense, with all applicable requirements identified in RCW 42.56.590
or RCW 19.255.010, or other applicable law, rule, or regulation. If the breach is not attributable
or attributable to all parties, the parties will work collaboratively to meet all legal requirements
with the costs of compliance shared by all parties according to their respective Allocated
Proportions.
SECTION 10. CONFIDENTIALITY, DATA, PUBLIC RECORDS
10.1 Confidentiality. The parties will treat as confidential any Confidential Information that has been
made known or available or that has been received, learned, heard, or observed; or to which a
party has or had access. Confidential Information will be used exclusively for the benefit of the
parties and in furtherance of the intent of this Agreement. Except as may be expressly
authorized in writing by the parties, in no event will a party publish, use, discuss or cause or
permit to be disclosed to any other person such Confidential Information. The parties will (i) limit
disclosure of Confidential Information to those directors, officers, employees and agents who
need to know the Confidential Information, (ii) exercise reasonable care with respect to the
Confidential Information, at least to the same degree of care as it employs with respect to
protecting its own proprietary and confidential information, and (iii) upon request, immediately
return to EIS or the party that provided the information, all Confidential Information in whatever
form, in the party's possession, custody, or control. The parties acknowledge that unauthorized
disclosure of Confidential Information will result in irreparable harm to one or more of parties to
this Agreement and/or EIS.
10.2 Data Ownership, Responsibilities. Each party retains sole ownership and sole responsibility for
the information it contributes to the RMS including, without limitation, the accuracy of the
information. The RMS clearly creates a separate database for each party's data, segregating its
data from the other parties on the RMS. Certain data will be considered "shared data records"
that will not be restricted from viewing by another party, such as the data in the Names,
Locations, Property, and Employee's data sets. The parties understand and agree that the
information entered in the RMS remains the sole property of the party entering the data, except
for the shared data. All shared data may be disclosed by a party pursuant to state and federal
law.
10.3 Limitation on Dissemination. All dissemination by a party of CJI which is available in or through
the RMS will comply with CJIS policies and procedures and applicable laws.
10.4 Data Conversion. Each party consents to the sharing and release of its owned data for the
purpose of RMS implementation, data conversion, and as necessary for the implementation and
maintenance of the Interfaces.
ILA RMS KC-529-21 11
10.5 Removal or Expungement of Records. As part of the design of data updates, each party will
define the period in which a record deletion, removal, expungement, or other edit is transferred
to the repository from the source system. If a party requires that one or more of its records be
edited, removed, or otherwise changed in a timely manner, that party is responsible for
arranging for this change to be manually processed by its Agency Administrator.
10.6 Information Control and Responsibility. Additions, modifications, and deletions of information or
data stored in the RMS will be restricted to being performed by the party owning the
information or data. Changes may be made by the County at the request of the party owning the
data. All such changes will be restricted to specifically authorized Users and devices in
accordance with CJIS Security Policies and consistent with each party's scope of responsibility
in providing Access.
10.7 Public Records Requests
Notwithstanding any provisions of this Agreement to the contrary, to the extent any record
including any electronic, audio, paper, or other media, is required to be kept or indexed as
a public record in accordance with the Washington Public Records Act, chapter 42.56
RCW ("Act"), each party agrees to maintain those records constituting public records.
Each party agrees that for proper dissemination all public records requests will be
processed by the party owning the data requested.
2. If a party receives a request under the Act to inspect or copy Confidential Information, that
party will provide notice to EIS, of the request and the date that such Confidential
Information will be released unless EIS obtains a court order to enjoin disclosure.
10.8 Records Retention. Each party agrees to maintain the records relating to the performance of
this Agreement by that party as required by law. Such records will be available for review by the
other parties upon reasonable request. The parties agree that they will make best efforts to
achieve a resolution of potential confidentiality issues to enable disclosure of sufficient
information to conduct an appropriate records review.
SECTION 11. LICENSE, FINANCIAL RESPONSIBILITIES
11.1 License. The County will execute a contract in its own name with EIS to purchase the RMS as
identified in the EIS Contract for Use by the parties, in accordance with the laws and regulations
governing such purchases by the Kitsap County. Each party will be granted a full site license for the
RMS in exchange for the County's receipt of payment of all fees identified herein.
11.2 Financial Responsibilities. The County will serve as the fiscal agent for the parties and collect
the Allocated Proportion due from each party. Each party agrees to timely pay the County their
respective Allocated Proportion of all monies due under this Agreement, which includes EIS
Fees, County Support Services Fees, and RMS Costs. Each party agrees to pay its Allocated
Proportion of the EIS Fees in the amounts, and intervals, identified in the EIS Contract, Exhibit
A.
11.3 Allocated Proportion. The Allocated Proportion due from each party is based on its number
users.
• Kitsap County: 47 percent
• Bremerton:
22 percent
• Bainbridge Island:
9 percent
• Port Orchard:
9 percent
• Poulsbo:
8 percent
• Suquamish:
5 percent
11.4 Annual Invoice. After final acceptance of the Software, the
Partners annually for the EIS Fees, County Support Services
this Agreement. Each invoice will identify the fees for each
respective invoice as provided herein.
County will invoice the Agency
Fees, and RMS Costs due under
item. Each Agency will pay its
ILA RMS KC-529-21 12
11.5 Invoice Due Date. Each Agency Partner agrees to pay the County invoice within 30-days of the
invoice date. Failure to pay the invoice when due may result in the suspension of that Agency
Partner's access to the RMS. Prior to suspension, the County will provide the Agency Partner
written notice of the pending suspension and 30-days to cure.
11.6 Separate Module Purchases - Change Requests and costs. All cost and fees associated with
any future additional module(s), software, or change requested by a party that is not available
for use or will not be used by all parties will be paid in full by the party (or parties) that will be
using the module(s), software, or change, as identified in the Change Management Process.
11.7 Unplanned Expenses. The Agency Partners will be notified should an unplanned event occur
which requires funding for additional resources, such as a malicious viral network attack
regarding emergency support resources.
SECTION 12. ADDING AND REMOVING AGENCY PARTNERS
12.1 Adding Agency Partners. A unanimous vote of the Chief Law Enforcement Officers is required
prior to the addition of any new agency to this Agreement. All new agency partners approved by
unanimous vote of the Chief Law Enforcement Officers will be bound by the terms and condition
of this Agreement, with the Allocated Proportion due from each party reapportioned accordingly.
12.2 Removing Agency Partners. Any Agency Partner may be removed from participation in this
Agreement for a Material Breach of this Agreement or by majority vote of the Chief Law
Enforcement Officers for good cause. Upon removal of the Agency Partner, the Allocated
Proportion due from each party will be reapportioned to the remaining parties.
SECTION 13. DISPUTE RESOLUTION
13.1 The parties agree to work cooperatively to appropriately resolve all claims and controversies
which arise under this Agreement. Any claim or controversy will be submitted to the Sheriff or
the Sheriff's designee and the Police Chiefs or the Police Chiefs designee for resolution, if
possible.
13.2 The parties may continue to Use the RMS without any interruption or delay during the pendency of
any dispute resolution and will continue to make all payments, that are not in dispute, in accordance
with the Agreement. Notwithstanding the foregoing, an Agency Partner's Access may be suspended
pending dispute resolution if deemed appropriate by (i) majority vote of the Sheriff and Chiefs or (ii)
the County due to a material breach of this Agreement.
13.3 Should any dispute arise between the parties concerning this Agreement not be resolved by mutual
agreement within 30 calendar days, or such other time as mutually agreed upon, it is agreed that
such dispute will be submitted to mandatory mediated negotiation prior to any party commencing
litigation. In such an event, the parties to this Agreement agree to participate in good faith in a
mediation process. The mediator will be selected by mutual agreement of the parties, but in the
absence of such agreement each party will select a temporary mediator and those mediators will
jointly select the permanent mediator. All costs of mediation will be borne equally by the parties.
Each party will bear its own expenses for witnesses, depositions, other costs incurred and
attorney's fees.
SECTION 14. INDEPENDENT CAPACITY
14.1 Each party and its respective employees or agents will act as an independent contractor and
continue to be the employees or agents of that party, which will be solely and exclusively
responsible for their employees and agents. Employees and agents of one party will not be
considered for any purpose whatsoever under this Agreement to be employees or agents of
another party to this Agreement. No party will have the authority to bind another party, absent a
written agreement of the parties, nor the authority to control the employees, agents, or
contractors of another party to this Agreement. All rights, duties and obligations of the employer
will remain with the employing party. Each party agrees to indemnify, defend, and hold harmless
ILA RMS KC-529-21 13
the other parties in any action arising from or related to the negligence of its own employees,
including all costs of defense and attorney's fees.
14.2 Each party will be solely and exclusively responsible for all compensation, benefits, training
expenses, equipment, and all other costs and expenses whatsoever of its employees related to
this Agreement. Each party will be responsible for ensuring its compliance with all applicable
Laws, collective bargaining agreements, and civil service rules and regulations regarding its
own employees.
SECTION 15. INDEMNIFICATION
15.1 Indemnification. To the extent of its comparative liability, each party agrees to indemnify, defend
and hold the other party, its appointed and elected officials, employees, agents, subcontractors,
and volunteers, harmless from and against all liability, claims, damages, losses, costs, and
expenses, including but not limited to court costs, attorney fees, and alternative dispute
resolution costs, for any personal injury, for any bodily injury, sickness, disease or death or for
any damage to or destruction of any property (including loss of use resulting therefrom) which
are alleged or proven to be caused by an act or omission, negligent or otherwise, of the party,
its elected or appointed officials, employees, agents, subcontractors, or volunteers. In the event
of any concurrent act or omission of the parties, negligent or otherwise, these indemnity
provisions will be valid and enforceable only to the extent of each party's comparative liability.
15.2 Participation in Defense, No Waiver. All parties reserve the right, but have no obligation, to
participate in the defense of any claim, damages, losses or expenses and such participation will
not constitute a waiver of a party's indemnity obligations under this Agreement.
15.3 Indemnity by Subcontractors. In the event a party executes subcontracts under this Agreement,
that party's subcontractors will indemnify the other parties and EIS on a basis equal to or
exceeding the party's indemnity obligations in this Agreement.
SECTION 16. INSURANCE
16.1 During the term of this Agreement, each party will maintain in force at its own expense the
insurance requirements identified below, or the equivalent participation in a risk pool that meets
these obligations:
Commercial General Liability. Each party warrants they have commercial general liability
insurance of not less than $1,000,000 per occurrence and $5,000,000 annual aggregate
under this Agreement. Coverage will include personal injury, bodily injury, and property
damage for premise -operations liability, products/completed operations,
personal/advertising injury, contractual liability, independent contractor liability, and stop
gap/employer's liability. Coverage will not exclude or contain sub -limits less than the
minimum limits required herein. The certificate of insurance for the CGL policy will
expressly cover the indemnification obligations required by the Agreement.
2. Network Security/Cvber Liability (Cvber Protection). Each party warrants they have
network security/cyber liability coverage. The coverage shall be written with limits no less
than $1,000,000 per claim, $1,000,000 policy aggregate for network security and privacy
coverage, and $100,000 per claim for cyber extortion coverage. Such insurance will
include, but not be limited to, coverage for third party claims and losses with respect to
network risks (such as data breaches, unauthorized access or use, identification theft,
theft of data) and invasion of privacy regardless of the type of media involved in the loss
of private information crisis management and identity theft response costs. This should
also include breach notification costs, credit remediation and credit monitoring, defense
and claims expenses, regulatory defense costs plus fines and penalties, cyber
extortion, computer program and electronic data restoration expenses coverage (data
asset protection), network business interruption, computer fraud coverage, and funds
transfer loss.
ILA RMS KC-529-21 14
3. Automobile Insurance. Automobile Liability insurance with minimum combined single limits
for bodily injury and property damage of not less than one million dollars ($1,000,000)
each occurrence with respect to each party's owned, hired, and non -owned vehicles on
the premises. The policy will contain a severability of interests' provision.
4. Workers' Compensation and Employer Liability. Each party will maintain workers'
compensation insurance as required under the Title 51 RCW (Industrial Insurance), or the
equivalent, for all staff eligible for such coverage.
5. Policy Change. Each party is required to give the other parties 30-days prior notice of any
cancellation, material change, reduction of limits or intent not to renew any insurance
coverage. The insurance coverage limits identified herein are minimum requirements only
and do not in any manner limit or qualify the liabilities or obligations of the parties under
the Agreement.
SECTION 17. GOVERNING LAW, SOVERIGN IMMUNITY LIMITED WAIVER
17.1 Governing Law, Venue. This Agreement has been and will be liberally construed as having
been made and delivered within the State of Washington. This Agreement will be governed in all
respects by the laws of the State of Washington, both as to interpretation and performance,
without regard to choice of law or conflicts of law provisions.
17.2 Limited Waiver of Sovereign Immunity. The Tribe hereby grants a limited waiver of sovereign
immunity to suit solely with respect to claims made against it by another party relating to or
arising under this Agreement. This limited waiver of sovereign immunity applies only between
the parties to this Agreement. It does not extend to any other person or entity. This limited
waiver of sovereign immunity includes all judicial actions for money damages, injunctive relief,
and/or declaratory relief, whether based upon breach of contract or tort law or otherwise. Any
such claim, action, or proceeding may be brought and maintained only in the U.S. District Court
for the Western District of Washington. If for any reason the U.S. District Court for the Western
District of Washington lacks jurisdiction, the claim, action, or proceeding may be brought and
maintained in either the Kitsap County Superior Court or in Tribal Court.
SECTION 18. NOTICE
18.1 Unless otherwise provided herein, all notices under this Agreement will be in writing and may be
personally delivered or mailed (including first class) to the business address for each party's
Chief Law Enforcement Officer. Mailed notices will be deemed to have been given on the
second business day following the date of mailing, if properly mailed and addressed with
postage prepaid. Notices sent by certified or registered mail will be deemed to have been given
on the day following the date of mailing, if properly mailed and addressed with postage prepaid.
For all types of mail, the postmark affixed by the United States Postal Service will be conclusive
evidence of the date of mailing.
SECTION 19. NONDISCRIMINATION
19.1 No party will discriminate against any person on the basis of race, color, creed, religion, national
origin, age, sex, marital status, familial status, sexual orientation (including gender expression or
gender identity), honorably discharged veteran or military status, presence of any sensory,
mental, or physical disability, use of a service animal by a person with disabilities, or other
circumstance prohibited by federal, state, or local law, and will comply with Title VI of the Civil
Rights Act of 1964, P.L. 88-354 and Americans with Disabilities Act of 1990 in the performance
of this Agreement.
SECTION 20. FORCE MAJEURE
20.1 Force Maieure. No party will be liable to the other parties or be deemed to be in breach of this
Agreement by reason of any default, delay, or failure to perform any of their respective
obligations in relation to the Agreement (other than a failure to pay any amounts owing under
ILA RMS KC-529-21 15
this Agreement), if the delay or failure is due to any cause beyond that party's reasonable
control and without fault or negligence. Circumstances deemed to be beyond reasonable control
include, without limitation, acts of God or of the public enemy, insurrection, change in law, acts
of the federal government or any unit of state or local government in either sovereign or
contractual capacity, fires, floods, earthquakes, epidemics, quarantine restrictions, strikes, or
other similar circumstance. The party so affected will promptly give notice to the other parties
and will do everything reasonably possible to resume performance as soon as practicable.
SECITON 21. GENERAL PROVISIONS
21.1 Compliance with Laws. Each party will exercise their rights and perform their respective
obligations under this Agreement in full compliance with all applicable Laws.
21.2 Further Assurances. Each party will execute all further documents and take all further action
reasonably necessary or appropriate to carry out the intent of this Agreement.
21.3 Implied Contract Terms. Each provision of law and any terms required by law to be in the
Agreement are made a part of the Agreement as if fully stated in it.
21.4 Time of Performance. Time is of the essence with respect to the terms and provisions of this
Agreement.
21.5 Integration. This Agreement contains all terms and conditions agreed upon by the parties,
except necessary operational agreements between the parties in furtherance hereof and
supersedes any other agreement or understanding of the parties relating to the subject matter of
this Agreement. No other understanding, oral or otherwise, regarding the subject matter of this
Agreement will be deemed to exist or to bind the parties.
21.6 Amendment. This Agreement may be amended from time to time as deemed appropriate by the
parties, provided, any such amendment will not become effective unless written and signed by
all parties to this Agreement with the same formality as this Agreement.
21.7 Disclaimer. Except as otherwise provided, this Agreement will not be construed in any manner
that would limit a party's authority or powers under law.
21.8 No Third -Party Beneficiary. The parties expressly agree that nothing contained in the
Agreement will create any legal right or inure to the benefit of any third party, except for those
rights afforded to EIS. This Agreement is for the benefit of the parties. Except as set forth
herein, nothing in this Agreement will be construed as giving any benefits, rights, remedies, or
claims to any other person, firm, corporation, or other entity including, without limitation, the
public or any member thereof, or to authorize anyone not a party to this Agreement to maintain
a suit for breach of contract, personal injuries, property damage, or any other relief in law or
equity in connection with this Agreement.
21.9 Assignment. The rights and obligations of a party under this Agreement may not be assigned in
whole or in part, without the written consent of the User Board. Any attempted assignment will
be null and void, and a Material Breach of this Agreement.
21.10 Waiver. A failure by any party to exercise its rights under this Agreement will not preclude that
party from subsequent exercise of such rights and will not constitute a waiver of any other rights
under this Agreement unless identified in writing signed by an authorized representative of the
party.
21.11 Remedies. The remedies provide in this Agreement are cumulative and may be exercised
concurrently or separately. The exercise of any one remedy will not constitute an election of one
remedy to the exclusion of any other.
21.12 Severability. The provisions of this Agreement are severable. If a court of competent jurisdiction
holds any provision of the Agreement to be illegal, invalid, or unenforceable, in whole or in part,
the validity of the remaining provisions will not be affected, and the provision will be deemed
modified to the extent necessary in order to render such provision valid and enforceable while
ILA RMS KC-529-21 16
giving effect to the intentions of the parties provided that if such provision may not be so saved,
it will be severed and the remainder of this Agreement will remain in full force and effect.
21.13 Headings/Captions. Headings and captions used are for convenience only and are not a part of
the Agreement and do not in any way limit or amplify the terms and provisions hereof.
21.14 No Party the Drafter. The Agreement is the product of negotiation between the parties, and no
party is deemed the drafter of the Agreement.
21.15 Survival. The rights and obligations of the parties will survive the term of this Agreement to the
extent that any performance is required under this Agreement after the expiration or termination
of this Agreement, or extension thereof to include, without limitation, Sections 4 (Termination), 7
(Access, Use, Responsibilities), 9 (Security, User Audit, Breach), 10 (Confidentiality, Data,
Public Records), 11 (License, Financial Responsibilities), 13 (Dispute Resolution), 14
(Independent Capacity), 15 (Indemnification), 17 (Governing Law, Sovereign Immunity Limited
Waiver), and 21 (General Provisions).
21.16 Counterparts. The Agreement may be executed in several counterparts each of which will be
deemed an original but all of which together will constitution one and the same agreement.
21.17 Entire Agreement. This Agreement contains the entire understanding of the parties and
supersedes any other agreement or understanding of the parties relating to the subject matter of
this Agreement.
21.18 Authorization. Each party warrants and represents to the other parties that the person signing
below has been properly authorized and empowered to execute this Agreement on behalf of the
party for whom they sign and, if applicable, to waive sovereign immunity as required by this
Agreement.
ILA RMS KC-529-21 17
DATED THIS 11 DAY OF April _, 2022.
KITSAP COUNTY SHERIFF'S OFFICE
JO GESE, S RIFF
IF
DATED THIS DAY OF _ON
, 2022.
ATTEST:
DANA DANIELS,
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CLERK OF THE BOARD
MOB" PRESENT
m} Gewew- COMMISSIONER
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CHARLOTTE GARRIDO, COMMISSIONER
ILA RMS KC-529-21 18
DATED THISDAY OF
CITY OF BAINBRIDGE ISLAND
O CARK, CHIEF OF PbbCE
APPROVED AS TO FORM:
K LEV N, tITY ATTORNEY
2022.
BLAIR KING, CITY MMITLR
ATTEST:
CHRISTINE BROWN, CITY CLERK
ILA RMS KC-529-21 19
DocuSign Envelope ID: 7AF4ACFD-029A-40D6-B947-089E64EEBA2B
DATED THIS8thDAY OF April 2022
CITY OF BREMERTON
DocuSigned by: Signed by:
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TOM WOLFE, CHIEF OF POLICE GR R, MAYOR
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KYLIE N CITY ATTORNEY ANGELA HOOVER, CITY CLERK
ILA RMS KC-529-21 20
DocuSign Envelope ID: 6A793582-60D8-4660-B85A-6F7592C5C5A8
DATED THIS 1 DAY OF March
2022.
CITY OF PORT ORCHARD
DocuSigned by:
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MATT BROWN, CHIEF OF POLICE
APPROVED AS TO FORM
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ROBERT PUTAANSUU, MAYOR
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CHARLOTTE ARCHER, CITY ATTORNEY BRA LACE, CITY CLERK
ILA RMS KC-529-21 21
DocuSign Envelope ID: 1AEEA127-548D-4C58-A860-A8A9B0571B6F
DATED THIS DAY OF
2022.
CITY OF POULSBO
DocuSigned by:
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BY• A52FC5860BF34C
RON HARDING, CHIEF OF POLICE
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RHIANNON FERNANDEZ, CITY CLERK
ILA RMS KC-529-21 22
DocuSign Envelope ID: 21 D7347B-E9FC-4208-8A94-99DC84137A3A
DATED THIS 28 DAY OF March 2022
SUQUAMISH TRIBE
APPROVED: APPROVED:
[�L-
MIKE LASNIER, CHIEF OF POLICE LEONARD FORSMAN, CHAIRMAN
APPROVED AS TO FORM:
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ILA RMS KC-529-21 23
EXHIBIT A
PUBLIC SAFETY RECORDS AND JAIL RECORDS MANAGEMENT SOFTWARE
CONTRACT KC-528-21
ILA RMS KC-529-21 24
ATTACHMENT B
RMS KITSAP COUNTY EIS IMPLEMENTATION
TOTAL COST OF OWNERSHIP (TOC)
ILA RMS KC-529-21 25
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
KC 528-21
PUBLIC SAFETY RECORDS AND
JAIL RECORDS MANAGEMENT SOFTWARE CONTRACT
This Public Safety Records and Jail Records Management Software Contract ("Contract")
is entered as of this April25 2022 ("Effective Date") by and between the Kitsap
County Sheriff's Office ("KCSO"), acting through Kitsap County, a Washington state
municipal corporation ("County"), and Executive Information Services, Inc., a corporation
organized and existing under the laws of the State of Nevada, with offices located at 1396 NE
20th Ave, Suite 100, Ocala, Florida ("Contractor").
WHEREAS, the County desires to license certain public safety records and jail management
software and professional services from the Contractor as identified in this Contract and the EIS
Sales, Service and License Agreement attached to this Contract as Attachment "A" (the "EIS
SSLA"), and to obtain certain professional services from Contractor, each of which the Contractor
has agreed to provide on the terms and conditions set out in this Contract and the EIS SSLA.
NOW, THEREFORE, in consideration of the terms, conditions, covenants, and performance of
the Services (as that term is defined in the EIS SSLA) set forth herein, and as attached and
incorporated by reference, the County and Contractor agree as follows:
ARTICLE 1. TERM AND EFFECTIVE DATE
1.1 Term. The Contract will commence on the Effective Date and remain in effect for five (5)
years, until midnight on the end date, ("Initial Term") unless terminated or extended as
provided herein. The Contract may be extended for additional consecutive one (1) terms
on the mutual written agreement of the parties (each a "Renewal Term"). In no event will
the Contract or any contract amendment become effective unless and until it is approved
and executed by the duly authorized representatives of Kitsap County and Contractor. The
Initial Term and Renewal Terms shall collectively be referred to as the "Term".
ARTICLE 2. ATTACHMENTS AND DEFINITIONS
2.1 The Attachments described below and attached to this Contract, and incorporated in full
by reference, shall be deemed an integral part of this Contract:
Attachment "A" - EIS Sales, Service and License Agreement
Attachment "B" - Statement of Work
Attachment "C" - Contractor's Proposal
Attachment "D" - EIS Support Services Agreement
In the event of a conflict or inconsistency between the terms and conditions in the main
body of this Contract and the terms and conditions of an Attachment, the following order
of precedence shall apply: the terms and conditions in the body of this Contract,
Attachment "A", Attachment `B", Attachment "D" and Attachment "C".
1
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
For greater certainty, Contractor's liability for any and all claims arising out of or in
connection with this Contract and Attachments A, B and C shall be limited as set forth in
Section 15 of Attachment A (EIS SSLA). Contractor's liability for any and all claims
arising out of or in connection with Attachment D shall be limited as set forth in Attachment
D.
2.2 Definitions. The following definitions shall apply for all purposes, unless otherwise defined
herein. Capitalized terms not otherwise defined in this Section 2 shall have the meaning
ascribed to them in the EIS SSLA attached to this Contract as Attachment "A" or in the
EIS Support Services Agreement attached to this Contract as Attachment "D". Acronyms
will always be upper case.
Acceptance Criteria
The functional, performance and technical specifications for
the Software as mutually agreed upon between the parties in
writing. The Acceptance Criteria shall be set forth in the
Acceptance Test Plan.
Acceptance of Project
When the Project Plan is approved in writing by both the
Plan
Contractor and the County.
Acceptance Test
A test based on the Acceptance Test Plan which must be
passed before the Software is considered to operate in
material conformity with the Acceptance Criteria.
Acceptance testing may occur in one or more phases,
depending on the delivery and implementation timeline as
specified in the Project Plan.
Acceptance Test Plan
The written compilation of acceptance tests, methodologies,
test data and Acceptance Criteria which will be used to
conduct Acceptance Tests of the Software as mutually agreed
upon between the parties in writing.
Agency Partners
The City of Bremerton, the City of Bainbridge Island, the City
of Port Orchard, the City of Poulsbo, and the Suquamish Tribe,
on behalf of their respective law enforcement agencies.
Agency Partners shall include any employee of an Agency
Partner that have been authorized by the Agency Partner to
have access to the Software by way of any type of interface
(for example, graphical user interface or browser user
interface) and who are bound by confidentiality obligations at
least as protective of Contractor's Confidential Information
as the terms in the EIS SSLA.
ATL
Attempt to Locate
Board
the Kitsap County Board of County Commissioners.
BOLO
Be on the Lookout
CAD
Computer Aided Dispatch
CALEA
Commission on Accreditation for Law Enforcement Agencies
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Certificate of Final
This means a written instrument by which the County
Acceptance
notifies Contractor that all of the Acceptance Criteria have
been met.
Certification for Go-
The earlier to occur of the following: (a) the County certifies
Live
in writing that the Software is ready for Go -Live as set out in
the SOW are complete, acting reasonably; or (b) Go -Live.
There will be a separate Certification for Go -Live for the
RMS and JMS.
CJIS
Criminal Justice Information Services
Contract
This Public Safety Records and Jail Records Management
Software Contract KC 561-20, the Statement of Work, the
EIS Sales, Service and License Agreement, the Support
Services Agreement, and all schedules and attachments that
have been incorporated herein.
County
Kitsap County, Washington.
County IS
The Kitsap County Information Services Department.
Data
All data, information, content, and other materials stored or
transmitted by the County and any Agency Partner using the
Software, excluding third -party data and Contractor data.
Defect
A material program error that causes the Software to crash, or
program algorithms or logic that produce material incorrect
results or fails to function in all material respects in
accordance with the specifications in the SOW. Defects
pertain to the intended operation of EIS Software as delivered
to County, but do not pertain to subsequent errors brought
about by Infrastructure changes made by County. Defects do
not include changing user preferences, report or screen
aesthetics, presentation standards, or validity of converted
data;
Disabling Code
Any back door, timer or other limiting routine, instruction, or
similar unrequested code which could be invoked to disable
or otherwise shut down all or any portion of the Software.
DOL
Washington Department of Licensing.
EIS External Agency
means the object code version of the Contractor software
Application(s)"
identified in Schedule "A" as external agency applications
and includes any Updates or Upgrades and any
customizations or enhancements to the foregoing as described
in the Statement of Work that have been provided to the
County as part of the Support Services. Third Party Software
is not included in the definition of EIS External Agency
Applications except where this EIS SSLA explicitly states
otherwise.
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Final Acceptance
The earlier to occur of the following: (a) that the Customer
has issued a Certificate of Final Acceptance for the Software;
or (b) Contractor has not received notice in writing from the
Customer of a list of reproducible errors or other failures of
the Software to operate in material conformity with the
Acceptance Criteria within thirty (30) days of the date of Go -
Live.
Go -Live Date (JMS)
The date that the County commences using any part of the
JMS software for production use in day to day operational
use.
Go -Live Date (RMS)
The date that the County commences using any part of the
RMS software for production use in day to day operational
use.
IACP
International Association of Chiefs of Police
IBR
Incident -Based Reporting
JMS
Jail records management system
KCSO
The Kitsap County Sheriff's Office
Kitsap 911
This is the entity that provides call dispatch services to the
County and its Agency Partners.
Law or Laws
All applicable federal, state and local laws including privacy
and data protection laws, as well as any other applicable
statutes, regulations.
Malicious Code
Any industry known "back door," "drop dead device," "time
bomb," "Trojan horse," "virus," "worm," "spyware" (as such
terms are commonly understood in the software industry) or
any other code designed to have any of the following
functions: (a) disrupting, disabling or harming the operation
of, or providing unauthorized access to, a computer system or
network or other device on which such code is stored or
installed or (b) compromising the privacy or data security of
a user or damaging or destroying any data or file, in each case,
without authorization and without the applicable User's
consent.
MCT
Mobile Computer Terminal
NCIC
National Crime Information Center
NIBRS
National Incident -Based Reporting System
NIEM
National Information Exchange Model
NLETS
National Law Enforcement Telecommunications System
OJC
Object jail classification
Personnel
Contractor and Contractor's employees, volunteers,
subcontractors, and any employees or volunteers of the
subcontractors or Contractor who perform any Services
under the Contract.
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Project Plan
The project plan identifying a list of deliverables,
acceptance task activities, the criteria, and standards to be
met, and timelines with key milestones provided by the
Contractor in digital format and approved by the County.
Proposal
Contractor's proposal in response to Request for Proposal No.
2019-147 for a Public Safety Records and Jail Management
System
Record
A generic term used to describe official documentation, either
of an entire case or event or components thereof
RMS
Records Management System
SORNA
Sex Offender Registration and Notification Act
Software
Refers collectively to Contractor's software products listed in
Schedule "A" to the EIS SSLA in object format and includes
any Updates or Upgrades (as those terms are defined in the
EIS SSLA) that have been provided to County as part of the
Support Services. Third Party Software is not included in the
definition of Software except where this Agreement explicitly
states otherwise. Software includes the EIS External Agency
Applications and the EIS Public Access Applications (as
those terms are defined in the EIS SSLA).
Third Party Software
Third party software products licensed to the County by the
applicable third -party licensors. Future Releases of the
Software may require alternate third -party software to be
upgraded or licensed by the County, which will be subject to
a third -party license agreement between the County and the
relevant third -party software licensor.
UCR
Uniform Crime Reporting
WASPC
Washington Association of Police Chiefs and Sheriffs
ARTICLE 3. STATEMENT OF WORK
3.1 General Engagement. The Contractor agrees to perform all Services specified in the Contract.
3.2 Intentionally Omitted.
3.3 Acceptance. Payment for any part or parts of the Software, or testing thereof by County, shall
not constitute acceptance or relieve Contractor of its obligations under the Contract. The
County shall be deemed to have accepted the Software and Contractor's Work only upon
Final Acceptance by the County. Acceptance of the Software does not waive any warranty
or other rights provided in this Contract for the balance of Contractor's Work required under
this Contract. County will have a minimum of thirty (30) days after the launch date of each
phase to test the Software in full production use in accordance with the Acceptance Test Plan
and to identify any failure of the Software to operate in material conformity with the
functional specifications set out in the documentation specified by Contractor in Schedule
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"A" to the EIS SSLA ("Non -conforming Elements"). The Certificate of Final Acceptance
will be executed once all Non -conforming Elements have been corrected by Contractor,
except for minor or inconsequential errors.
3.4 Problems. Contractor agrees to promptly notify County of any factor, occurrence, or event
coming to its attention that may affect Contractor's ability to perform its obligations set out
in this Contract, or that is likely to occasion any delay in completion of the work
contemplated by this Contract. Such notice shall also be given in the event of any loss or
reassignment of any of Contractor's key personnel, threat of strike, or major equipment
failure or other force majeure event.
3.5 Alterations and Changes. County reserves the right, without impairing Contractor, to request
additional subscriptions or services, to omit, cancel or eliminate Contract items, to alter
details of implementation or installation, and to make other changes and alterations as
necessary or desirable, in County's judgment, to satisfactorily complete the project
contemplated by this Contract. Contractor shall perform such changed, additional, increased,
decreased, varied, or altered obligations upon the mutual written agreement of the Parties
signed by authorized representatives of each of the parties, which shall specify any additional
compensation to be paid by County for such alterations or changes. Except as may be
otherwise provided in this Contract, no payment for extras will be made and no changes or
alterations to the Software or Services shall be performed unless such extras and the
compensation to be paid therefore have been authorized in writing by the parties.
ARTICLE 4. CONTRACTOR'S PERSONNEL, SUBCONTRACTS
4.1 Unless otherwise provided or approved by the County, Contractor shall use its own
employees to perform the services described in this Contract. The County shall have the
right to review and approve any Personnel who are assigned to work under this
Contract. Contractor agrees to remove Personnel from performing work under this Contract
if reasonably requested to do so the County.
4.2 Subcontracts. Contractor shall not subcontract any portion of the Contract, nor change
approved subcontractors, without the prior written consent of the County, acting reasonably.
The County has the right to approve Contractor's subcontractors, and the County reserves
the right to request replacement of subcontractors. If the County permits the use of
subcontractors, Contractor shall remain responsible for performing all aspects of this
Contract. All subcontracts shall incorporate by reference the terms and conditions of the
Contract. Contractor shall provide the County with verification of all subcontractors'
compliance with the indemnification and insurance requirements of the Contract upon
request. The County does not have any obligation to pay Contractor's subcontractors, and
nothing herein creates any privity between the County and the subcontractors.
ARTICLE 5. COMPENSATION
5.1 Compensation. The County will pay all fees for the Initial Term which shall not exceed
the amount identified in Schedule `B" (Fees and Payment Schedule) to the EIS SSLA as
accepted by the County, unless authorized in writing by the County.
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5.2 Subsequent Terms. After the Initial Term, Contractor may submit an annual notice of cost
adjustments to the Sheriff of the KCSO on or before June 1 for the following year. The
notice shall identify any increase in the Contract pricing. In no event shall a price increase
exceed five percent of the prices for the previous year.
5.3 Price Reduction. Price reductions may be submitted to the County for consideration at any
time during the contract period. The County at its own discretion may accept a price
reduction. Price reductions will become effective upon acceptance by the County.
ARTICLE 6. PAYMENT AND COSTS
6.1 Invoice. The Contractor shall utilize the invoice format directed by KCSO to submit
complete and accurate invoices for the services and goods received, along with supporting
documentation. Invoices shall be legible and reflect all appropriate adjustments for credits
due the County. Invoices that are illegible shall be returned to the Contractor for clarification
and the County will shall not be held to established timeframes for payment as set above.
County will have the right to require the Contractor to provide additional supporting
documentation prior to payment of an invoice.
6.2 Pam. The County will make reasonable efforts to pay the Contractor within 30 days
from the date the County receives a complete and correct invoice, unless otherwise provided
herein. All funds disbursed to the Contractor will be processed by Direct Deposit via
Automated Clearing House (ACH), unless otherwise agreed to by the parties.
6.3 Discrepancy. The County will provide notice to the Contractor of any invoice discrepancy.
The Contractor and the County shall resolve the discrepancy by comparison and
reconciliation of records. If resolution cannot be achieved the disputed amount shall not be
paid until the parties have reached an agreement resolving the discrepancy. Timeframes for
payment for the disputed amount shall be waived until the dispute is resolved.
6.4 Insurance/W-9 Compliance. All payments are expressly conditioned upon the Contractor's
compliance with all insurance requirements in section 12 and submission of a current IRS
W-9 form to the County. Payments may be suspended in full in the event of noncompliance.
Upon full compliance, payments will be released to Contractor unless otherwise provided
herein.
6.5 Restrictions. The Contractor will only be entitled to receive payment for Services expressly
authorized in the Contract and received during the Contract Term. Contractor acknowledges
oral requests, and authorizations, for additional compensation are prohibited and
unenforceable. Advance payments are not authorized. The County does not pay, and is not
subject to, any late charges, fees, or penalties of any kind.
6.6 Taxes. Except for any state sales tax payable to the State of Washington, the Contractor is
solely liable for payment of all tax obligations arising from its performance of the Contract.
Except as set out herein, Contractor and its subcontractors shall pay all federal, state, and
local taxes applicable to its operation and any persons employed by the Contractor. Except
as set out herein, Contractor and its subcontractors shall hold the County harmless from any
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responsibility for taxes, damages and interest, if applicable, contributions required under
Federal, and/or state and local laws and regulations and any other costs including transaction
privilege taxes, unemployment compensation insurance, Social Security and Worker's
Compensation. County agrees to pay all sales and use taxes imposed on goods or services
acquired hereunder as required by law within their contracted rate which shall be added to
each invoice to County as appropriate. Contractor must pay all taxes including, but not
limited to: Business and Occupation Tax, taxes based on Contractor's net income, or
personal property to which the County does not hold title. The County is exempt from
Federal Excise Tax.
6.7 Discount Terms. Contractor agrees to offer the County any discount terms that are offered
to its best customers for the same goods and services based on licensing tier structure and
apply such discount to payments made under this Contract which meet the discount terms.
ARTICLE 7. DELAYS AND EXTENSIONS OF TIME
7.1 Delays. Contractor shall use commercially reasonable efforts to meet the projected timelines
and avoid unreasonable delays in the delivery of all Services required prior to the launch
date unless excused at the mutual agreement of the parties. The County shall also make best
efforts to meet the projected timelines and avoid unreasonable delays in assisting Contractor
as reasonably necessary in connection with the Services.
7.2 Extensions of Time. If the Contractor is delayed at any time in the progress of providing
Services covered by the Contract, by any causes beyond Contractor's control, the time for
performance may be extended by such time as mutually agreed to in writing by the parties.
Any request for an extension of time shall be made in writing to the County.
7.3 Force Majeure. Neither party shall be liable to the other or be deemed to be in breach of
Contract by reason of any default, delay, or failure to perform any of their respective
obligations in relation to the Contract, if the delay or failure was due to any cause beyond
the party's reasonable control and without fault or negligence. Circumstances deemed to be
beyond the control of the parties hereunder include, without limitation, but are not limited
to, acts of God or of the public enemy; insurrection; acts of the federal government or any
unit of state or local government in either sovereign or contractual capacity; fires; floods;
earthquakes; epidemics; quarantine restrictions; strikes; freight embargoes or delays in
transportation, to the extent that they are not caused by the party's willful or negligent acts
or omissions, and to the extent that they are beyond the party's reasonable control. Any
applicable delivery schedule shall be extended by a period of time equal to the time lost
because of any such delay or as otherwise agreed to in writing by the parties.
ARTICLE 8. TERMINATION
8.1 Termination for Convenience. The County may terminate the Contract in whole or in part
whenever the County determines, in its sole discretion, that such termination is in the best
interests of the County subject to the payment by County of amounts payable to Contractor
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in accordance with Section 8.4(b) of this Contract. The County may terminate the Contract
upon giving the Contractor 30-days' written notice.
8.2 FundingIssues. ssues. If funding for the underlying project or matter is withdrawn, reduced, or
limited in any way after the Contract is signed or becomes effective, the County may
summarily terminate the Contract notwithstanding any other termination provision in the
Contract. Termination under this provision will be effective upon the date specified in the
written notice of termination sent by County to the Contractor. No costs incurred after the
effective date of the termination will be paid.
8.3 Termination for Cause.
A. Either party may terminate the Contract in whole or in part due to the other party's
material default in the performance of any of its obligations hereunder. In such an event, the
non -breaching party will provide the other party written notice of the breach and an
opportunity to cure. If the default has not been cured within time frame identified in the
notice, which shall not be less than 30-days, the non -breaching party shall have the right to
immediately terminate the Contract.
B. This Contract shall automatically terminate in the event that the EIS SSLA is terminated.
C. Effects of Termination. Upon termination of this Contract: (i) all license rights granted
to the County under this Contract shall automatically cease; (ii) all outstanding Fees and
expenses owed by the County to Contractor shall be immediately due and payable; (iii) the
County must destroy all copies of the Software, Documentation, and Confidential
Information of Contractor in its possession or control and shall certify the same in writing
by an officer of the County; and (iv) all warranties related to the Software shall automatically
terminate. Except as otherwise expressly provided in this Contract, termination of this
Contract shall be without prejudice to any other right or remedy to which either party may
be entitled to at law or in equity.
8.4 Procedures on Termination
A. Upon receipt of notice of termination, the Contractor shall continue to perform, in
accordance with the requirements of the Contract up to the date of termination as
directed in the termination notice, notify Staff of the termination date, and minimize
further costs.
B. The County shall pay Contractor its reasonable and allowable costs for work in
progress, work completed, and materials accept by the County before the effective date
of termination, subject to offset as provided herein. No costs incurred by Contractor in
respect of Services performed by Contractor after the effective date of the termination
will be paid.
C. Prior to or at the termination of the Contract, the Contractor shall make available
all such information as reasonably requested by the County, including in a readable
electronic format specified by the County.
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8.5 Transition Services — Contract Termination
A. In the event of termination or expiration of the Contract, the following shall apply.
B. Subject to the payment of applicable fees in accordance with Sections 8.51) and 8.5E,
the Contractor shall work cooperatively with the County to accomplish a complete,
timely, and seamless transition of any terminated services from Contractor and the
subcontractors to the County, or to any replacement provider designated by the County,
without any interruption of or adverse impact on the terminated services or any other
services provided by Third -Parties or Services that Contractor shall continue to provide
(each transition, a "Transition Services"). Contractor shall cooperate with the County
and any new service provider and otherwise promptly take all steps required or
reasonably requested, to assist the County in effecting Transition Services of any
terminated services. Contractor shall provide all information available as of the
effective date of termination regarding the terminated services or as otherwise needed
for Transition Services, including data conversion, interface specifications, and related
professional services. Contractor shall provide for the prompt and orderly conclusion
of all terminated services, as the County may direct, including completion or partial
completion of projects, documentation of work in process, and other reasonably
necessary measures to assure an orderly transition to the County or the County's
designee. Contractor's obligation to provide Services shall not cease until Transition
Services satisfactory to the County, acting reasonably, including the performance by
Contractor of all asset -transfers and other obligations of Contractor provided in this
Section, has been completed.
C. Contractor will provide currently published (as of the effective date of termination) entity
relationship diagrams, data dictionaries, and complete data documentation which
comprises the design specifications, file types and formats, and all other material necessary
to allow a reasonably skilled programmer or analyst to maintain and reuse the Data
extracted from Contractor.
D. Transition Services. Transition Services as outlined within this section will be assessed a
reasonable fee based on the then going rate for time and materials. In the event that any
undisputed amounts have not been paid as required in this Contract, Contractor may
decline to provide the transition support outlined in this section until such amounts are
paid in full.
E. Upon County's request, Contractor shall continue to provide the Support Services to
Customer (except where Contractor is enjoined) pursuant to the terms of this Contract
for a transitional period of up to twelve (12) months (" Transition Period") subject to
the payment to Contractor of applicable annual support fees as calculated for the
County for the designated term pro -rated on a monthly basis.
ARTICLE 9. NOTICE AND CONTRACT REPRESENTATIVES
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9.1 Any notices, demands and other communications required by the Contract will be effective
if personally served upon the other party or if mailed by registered or certified mail, postage
prepaid, return receipt requested, to the other party's Contract Representative at the address
below. Notice will be deemed to be given five days following the date of mailing, or
immediately if personally served. Each party will designate a contract representative, which
may be changed by providing 15 days' prior notice to the other party.
County's Representatives
Administrative Lieutenant
Kitsap County Sheriff's Office
614 Division Street MS-37
Port Orchard, WA 98366
Director, Information Services Department
Kitsap County
614 Division Street MS-21
Port Orchard, WA 98366
Contractor's Representative
Executive Information Services, Inc.
1396 NE 20th Avenue, Suite 100
Ocala, FL 34470
With a copy to:
N. HARRIS COMPUTER CORP.
1 Antares Drive, Suite 400
Ottawa, Ontario K2E 8C4
Attention: General Counsel
Telephone: 613-226-5511, Ext. 2149
ARTICLE 10. INDEPENDENT CONTRACTOR
10.1 Each party under the Contract shall be for all purposes an independent contractor. Nothing
contained herein will be deemed to create an association, a partnership, a joint venture, or a
relationship of principal and agent, or employer and employee between the parties.
Contractor shall have complete responsibility and control over its Personnel. Neither
Contractor nor its Personnel shall be, or be deemed to be, or act or purport to act, as an
employee, agent, or representative of the County.
10.2 All actions of employees on the Contractor's payroll shall be the Contractor's responsibility.
The Contractor shall comply with all applicable government regulations related to the
employment, compensation, and payment of Personnel. Contractor and its Staff shall have
no County employee -type benefits of any kind whatsoever, including without limitation,
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insurance, pension plan, vacation pay or sick pay, or other right or privilege afforded to
County employees. Contractor and its Personnel shall be responsible for payment of all
insurance, taxes, and benefits.
10.3 The County will not be responsible in any way for the damage or loss caused by fire, theft,
accident, or otherwise to the Contractor's stored supplies, materials, equipment, or personal
property stored by Contractor's Personnel on County property.
ARTICLE 11. WARRANTY, RISK OF LOSS, AND INDEMNIFICATION
11.1 Warranty of Contractor. Contractor warrants that work performed hereunder shall be
completed in a manner consistent with professional standards practiced among those firms
within Contractor's profession, doing the same or similar work under the same or similar
circumstances.
11.2 Intentionally omitted.
11.3 Intellectual Property Warranty. Contractor represents and warrants that its performance of
all obligations under this Contract does not and will not infringe in any way, directly or
contributorily, upon any third parry's intellectual property rights, including, without
limitation, patents, copyrights, trademarks, trade secrets, rights of publicity and proprietary
information.
11.4 Intentionally Omitted.
11.5 Indemnification and Claim
A. Contractor, at its own expense, will defend, indemnify, and hold harmless Kitsap County
and its elected and appointed officials, officers, employees, and agents (collectively
"Indemnitees") and pay any and all losses, liabilities, damages, judgements, fines, costs
and expenses (including reasonable attorneys' fees and court costs) finally awarded by
a court of competent jurisdiction against the County or agreed to in a settlement by
Contractor in any claims, suits, and actions brought by a third party against the
Indemnitees for bodily injury, personal injury (including death) or tangible property
damage to the extent caused by the negligence or willful misconduct of Contractor or
any of its owners, officers, directors or Staff ("Claims"), except to the extent such
Claims result from or arise in connection with the negligence or willful misconduct of
the Indemnitees, and provided that the following conditions are met: (i) County gives
Contractor prompt written notice of any such Claim and full opportunity to defend the
same, (ii) County has not made any admissions or entered into settlement negotiations
either prior to or after providing notice to Contractor of the applicable Claim except with
Contractor's prior written consent; (iii) County gives Contractor sole control of the
defense of the Claim and all negotiations for its compromise or settlement (provided
that, Contractor will obtain the Indemnitees consent in connection with any act or
forbearance required by the County, which consent will not be unreasonably
withheld); and (iv) County provides Contractor all reasonable assistance and
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information throughout the claim or proceeding. Subject to the foregoing, to the extent
that the Indemnitees are found to be at fault and apportioned liability by a decision of a
court of competent jurisdiction, adjudicator, or in a settlement agreement agreed to by
the parties, County shall promptly reimburse the Contractor for its proportionate share
of all amounts paid by the Contractor pursuant to the latter's fulfilment of its indemnity
obligations. In the event that neither of the parties are found to be at fault by a decision
of a court of competent jurisdiction, the parties agree to pay the reasonable legal costs
associated with Contractor's defense of the claim against the County in equal shares
notwithstanding anything contained in this Section 11.5. The terms and conditions of
Contractor's indemnity obligations set out in Section 14 of the EIS SSLA states the
entire liability of Contractor and County's sole and exclusive remedies for claims of
infringement of trademark, copyright, patent, and any other intellectual property rights.
B. Any Claim against any Indemnitee by any of Contractor's Staff, or anyone directly or
indirectly employed by them, or anyone for whose acts they may be liable, shall not
limit the Contractor's indemnification obligation in any way by a limitation on the
amount or type of damages, compensation, or benefits payable by or for the Contractor
or Contractor's Staff under workers' compensation acts, disability benefit acts, or other
employee benefit acts. Solely for the purposes of this indemnification provision,
Contractor expressly waives its immunity under Title 51 RCW (Industrial Insurance) by
application of any other worker's compensation act, disability benefit act or other
employee benefit act. The foregoing indemnification obligations of the Contractor are a
material inducement to County to enter into the Contract, are reflected in the
Contractor's compensation, and have been mutually negotiated by the parties.
11.6 Notice of Claim and Tender
Contractor's obligation to indemnify the Indemnities is subject to the following conditions:
A. Contractor will be responsible for primary loss investigation, defense, and all
negotiations for its compromise or settlement, where the indemnification of 11.5(A) is
applicable. Contractor agrees to waive all rights of subrogation against the County, its
officers, officials, agents, and employees for losses arising from the work performed
by the Contractor for the County, except to the extent that the County is found to be at
fault and apportioned liability. The Indemnitees have not made any admissions or
entered into any settlement negotiations either prior to or after providing notice to
Contractor of the applicable Claim except with Contractor's prior written consent. This
prohibition does not apply if the Contractor fails to notify the County that it accepts
Contractor's obligations under Section 11.5(A) within 14 business days of receipt of
notice from the County of a Claim as required by 11.6 (C).
B. Contractor shall promptly provide the County Representative written notice of any
occurrence or information known to the Contractor that could reasonably result in a
Claim against the County, or any Claim made or filed against the Contractor or its
subcontractors regarding any matter resulting from, or relating to, the Contractor's
obligations under the Contract. The County must provide Contractor with all
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reasonable assistance and information throughout the Claim.
C. The County will promptly provide the Contractor's Representative written notice of
any Claim made or filed against the County by a third party that may give rise to a
Claim by the County against the Contractor based on the indemnity contained herein.
The Contractor shall respond to the County's tender of defense of a claim in writing
within 14 business days from the date of notice and will advise the County if Contractor
accepts or denies tender of the claim. The County may in its discretion withhold all or
part of any payment due Contractor under the Contract until Contractor responds to
such notice.
D. The Contractor shall keep the County continuously, timely and fully informed through
all stages of the defense and promptly respond to and comply with County's requests
for information. The County at all times reserves the right, but not the obligation to
participate in the defense and settlement of any Claim at its sole expense, subject to
Contractor's right to sole control of the defense and settlement of any such Claim.
County shall not settle any such Claim without Contractor's prior written consent,
provided that Contractor shall not settle or compromise any Claim that includes an
admission of liability or fault or payment obligation on behalf of the County without
the prior written consent of the County, not to be unreasonably withheld. Such
participation shall not constitute a waiver of Contractor's indemnity and defense
obligations under the Contract.
E. Violation of any provisions of this article is a material breach. Rights and remedies
available to the County under this Article are cumulative to those provided elsewhere
in the Contract, and those allowed by law, except where otherwise expressly stated.
The Article shall survive termination and expiration of the Contract.
11.7 Indemnitby Subcontractors. In the event the Contractor enters into subcontracts to the
extent allowed under the Contract, the Contractor's subcontractors shall indemnify the
County on a basis equal to or exceeding Contractor's indemnity obligations to the County.
ARTICLE 12. INSURANCE REQUIREMENTS
12.1 Minimum Requirements
A. Contractor and its subcontractors, if any, shall procure prior to providing services and
maintain uninterrupted until all of Contract obligations have been fully discharged,
including any warranty period, all insurance required in this article with an insurance
company duly licensed in Washington State with an A.M. Best Company ratings of not
less than A: VIII, with policies and forms satisfactory to the County. Coverage limits
shall be at minimum the limits identified in this section, or the limits available under
the policies maintained by Contractor without regard to the Contract, whichever is
greater.
B. The required insurance coverage limits identified in this section shall be provided for
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each annual policy term. The Insurance Requirements herein are minimum requirements
for the Contract and do not limit the indemnity covenants contained in the Contract. The
County in no way warrants that the minimum limits contained herein are sufficient to
protect the Contractor from liabilities that arise out of the performance of the work under
the Contract by the Contractor, its agents, representatives, employees or subcontractors,
and the Contractor is free to purchase additional insurance.
12.2 Commercial General Liability ("CGL")
A. Not less than $1,000,000 per occurrence and $5,000,000 annual aggregate under this
Contract. Coverage shall include personal injury, bodily injury, and property damage
for premise -operations liability, products/completed operations, personal/advertising
injury, contractual liability, independent contractor liability, and stop gap/employer's
liability. Coverage shall not exclude or contain sub -limits less than the minimum limits
required herein, without the prior written approval of the County.
B. The certificate of insurance for the CGL policy shall expressly cover the indemnification
obligations required by the Contract. There shall be no exclusion or restriction
preventing coverage from applying to injury caused by an act of Discrimination or a
violation of Civil Rights, including but not limited to race, religion, sex, national
origin as well as allegations for failure to provide adequate treatment.
12.3 Intentionally omitted.
12.4 Technology Errors & Omission and Cyber Liability Insurance. Not less than $1,000,000 per
occurrence and $5,000,000 annual aggregate under this Contract. Such insurance shall
include, but not be limited to, coverage for third party claims and losses with respect to
network risks (such as data breaches, unauthorized access or use, ID theft, theft of data)
and invasion of privacy regardless of the type of media involved in the loss of private
information crisis management and identity theft response costs. This should also include
breach notification costs, credit remediation and credit monitoring, defense and claims
expenses, regulatory defense costs plus fines and penalties, cyber extortion, computer
program and electronic data restoration expenses coverage (data asset protection), network
business interruption, computer fraud coverage, and funds transfer loss. Subject to terms,
conditions, limitations and exclusions of the policy.
12.5 Business Automobile Liability. Not less than $500,000 per occurrence under this Contract.
If a personal automobile liability policy is used to meet this requirement, it must include a
business rider and cover each vehicle to be used in the performance of the Contract. If
Contractor will use non -owned vehicles in performance of the Contact, the coverage shall
include owned, hired, and non -owned automobiles.
12.6 Intentionally Omitted.
12.7 Workers' Compensation and Employer Liability. If applicable, Contractor shall maintain
workers' compensation insurance as required under the Title 51 RCW (Industrial
Insurance), for all Contractor's Staff eligible for such coverage. If the Contract is for over
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$50,000, then the Contractor shall also maintain employer liability coverage with a limit
of not less than $1,000,000.
12.8 Primary, Non -Contributory Insurance/Subcontractors. Contractor's and its subcontractors'
insurance policies and additional named insured endorsements will provide primary
insurance coverage and be non-contributory. Any insurance or self-insurance programs
maintained or participated in by the County will be excess and not contributory to such
insurance policies. All Contractor's and its subcontractors' liability insurance policies must
be endorsed to show as primary coverage. The Contractor shall include all subcontractors
as insureds under its policies or shall furnish separate certificates and endorsements for each
subcontractor. All subcontractors shall comply with all insurance and indemnification
requirements herein. Insurance provided by the Contractor shall not limit the Contractor's
liability assumed under the indemnification provisions of the Contract.
12.9 Intentionally Omitted.
12.10 Coverage Verification. The C ontractor will be required to provide the following Certificate
of Insurance within five (5) days after receipt of written notice of intent to award the
Contract. Contractor shall furnish the County with certificates of insurance (valid ACORD
form or equivalent approved by the County) as required by the Contract. An authorized
representative of the insurer shall sign the certificates.
12.11 Waiver of Subrogation. In consideration of the Contract award, Contractor agrees to waive
all rights of subrogation against the County, its elected and appointed officials, officers,
employees, and agents. This waiver does not apply to any policy that includes a condition
that expressly prohibits waiver of subrogation by the insured or that voids coverage should
the Contractor enter into a waiver of subrogation on a pre -loss basis.
12.12 Additional Insured, Endorsement and Certificate of Insurance. All required insurance
coverage, other than the workers' compensation and professional liability, shall provide an
endorsement for the full available limits of coverage maintained by Contractor and its
subcontractors for the benefit of the County which may be satisfied by a blanket form
endorsement. The Certificate of Insurance and endorsement shall endeavor to mail notice
to the certificate holder named of cancellation, but failure to mail such notice shall impose
no obligation or liability of any kind upon the insurer(s) affording coverage, their agents
or representatives, or the issuer of this certificate. At the time of execution, Contractor shall
provide the Certificate of Insurance, endorsement, and all insurance notices to: Risk
Management Division, Kitsap County Department of Administrative Services, 614
Division Street, MS-7, Port Orchard, Washington 98366 and to the County Representative.
12.13 General. The coverage limits identified herein are minimum requirements only and will not
in any manner limit or qualify the liabilities or obligations of the Contractor under the
Contract. All insurance policy deductibles and self -insured retentions for policies
maintained under the Contract shall be paid by the Contractor. Any failure to comply with
reporting provisions of the policies shall not affect coverage provided to the County, its
elected and appointed officials, officers, employees, or agents. Contractor's insurance shall
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apply separately to each insured against whom a claim is made, or suit is brought, subject
to the limits of the insurer's liability.
12.14 Claims -Made. If any insurance required by the Contract is written on a claims -made basis,
such policy should allow for claims to be made after expiration or termination of the policy
for issues that arose during policy period. If Contractor has a claims made policy, Contractor
shall provide sufficient proof of extended coverage.
12.15 Subcontractors. The Contractor shall establish and outline the insurance requirements
for each subcontractor that will perform work under the terms of the Contract. Such
insurance shall be in forms and limits customary in Washington for the specific services
being provided by each subcontractor. Such insurance shall include Kitsap County, and
its officers, elected officials, directors, agents, and employees as additional insureds and
waiver of subrogation with respect to all applicable polices. The Contractor shall be
responsible for confirming each subcontractor meets the established insurance
requirements for the specific work or medical service being provided. Contractor is
responsible for furnishing evidence of insurance to the County for each subcontractor.
ARTICLE 13. CONTRACT CHANGES, SUBCONTRACTS
13.1 Amendment. No amendment or modification to the Contract will be effective without the
prior written consent of the authorized representatives of the parties.
13.2 Successors and Assigns. To the extent permitted by law, the Contract is binding on the
parties' respective partners, successors, assigns, executors, and legal representatives.
13.3 Assign-nent and Delegation. Neither party shall assign any right or delegate this Contract,
or any service, or duty under the Contract without the prior written consent of the other
party, which shall not be unreasonably withheld, except that Contractor may assign this
Contract to a successor entity in the event of its dissolution, acquisition, sale of substantially
all of its assets, merger or other change in legal status. Contractor agrees to provide written
notice of such change and to facilitate any required assignment and delegation. Any
purported assignment or delegation in violation of this subsection shall be void.
13.4 Subcontracts. The Contractor shall provide the County a list of all subcontractors and the
subcontractors' proposed responsibilities. "Subcontract" means any contract, express or
implied, between the Contractor and another party or between a subcontractor and another
party delegating or assigning, in whole or in part, the making or furnishing of any material
(for greater certainty, other than software and related documentation) or service for the
performance of the Contract. All subcontracts shall incorporate by reference the terms and
conditions of this Contract. The Contractor is solely responsible for the performance and
payment of its subcontractors.
ARTICLE 14. OWNERSHIP, CONFIDENTIALITY, BREACH, RECORDS, AUDIT
14.1 Ownership.
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A. The Software, Documentation (as those terms are defined in the EIS SSLA) and related
materials are and shall remain the sole and exclusive property of Contractor, its licensors
and/or its affiliates and County acknowledges and agrees that all Intellectual Property
Rights (as that term is defined in the EIS SSLA) therein are and shall remain with
Contractor, its affiliates and/or its licensors. Any rights not expressly granted herein are
reserved by Contractor. County may not obscure, remove or otherwise alter any
copyright, trademark or other proprietary notices from the Software, the Documentation,
and related material supplied by Contractor. County shall report to Contractor any actual
and verified infringement or misappropriation of Contractor Intellectual Property Rights
or other rights in the Software, or the Documentation of which County becomes aware.
B. County shall retain sole and complete ownership of its Data at all times, regardless of
the location of the Data, and Contractor may not make any use any of the County's Data
other than for testing purposes or as necessary to perform its obligations under this
Contract (such as Services and Support Services), without the prior consent of the
County.
14.2 Confidentiality of Records
A. The Contractor shall establish and maintain procedures and controls, that are acceptable
to the County to assuring that no information contained in its records or obtained from
the County or from others in carrying out its functions under the Contract shall be used
or disclosed by it, its agents, officers, or employees, except as required to efficiently
perform duties under the Contract. Persons requesting such information should be
referred to the County. Contractor also agrees that any information pertaining to
individual persons shall not be divulged other than to employees or officers of the
Contractor and permitted subcontractors as needed for the performance of duties under
the contract, unless otherwise agreed to in writing by the County.
14.3 Data Breach
A. The Contractor shall notify the County within a reasonable period of time, not to exceed
the timeframe required by law, when any Contractor and/or subcontractor reasonably
believe Software that stores Data is subject to a Data breach or any incident relating to
the integrity of such Software such as a virus. Notice shall be provided via electronic
correspondence to the person identified in the notice provisions herein. The parties
acknowledge that Contractor, as County's agent, may have access to PII or protected
health information (PHI), (as that term is defined in the Health Insurance Portability and
Accountability Act of 1996) (collectively "County Sensitive Data") when providing
services under this Contract. County will indemnify the Contractor in the event that a
third party makes a claim against Contractor that the Contractor did not have the proper
consent to access, use, or store the PII or PHI under applicable Law. Notwithstanding
the foregoing, the County will not be responsible nor indemnify the Contractor for any
subsequent improper use or dissemination of the PII or PHI by the Contractor.
B. The Contractor shall provide reasonable notice, not to exceed the timeframes required
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by Law, to the County upon knowledge of a breach to the Contractor and/or
subcontractor's systems that results in the unauthorized use, or disclosure of County
Sensitive Data. If an unauthorized use or disclosure of any County Sensitive Data
occurs, the Contractor must provide electronic notification to the County within a
reasonable time, not to exceed the timeframes required by Law, after the Contractor's
discovery of such use or disclosure and, thereafter, all information the County requests
concerning such unauthorized use or disclosure. The Contractor, upon discovery, shall
report to the County within a reasonable time, not to exceed the timeframes required by
Law, any improper or non- authorized use or disclosure of County Sensitive Data. The
Contractor's report shall identify: i) the nature of the unauthorized use or disclosure; ii)
the County Sensitive Data used or disclosed; iii) who made the unauthorized use or
received the unauthorized disclosure; iv) what the Contractor has done or shall do to
mitigate any deleterious effect of the unauthorized use or disclosure; v) what corrective
action the Contractor has taken or shall take to prevent future similar unauthorized use
or disclosure; and vi) shall provide such other information, including a written report, as
reasonably requested by the County.
C. Contractor shall maintain reasonable safeguards to ensure that all personal identifying
information, financial information, and other information submitted or made available
to Contractor by, or on behalf of, the County, or acquired or developed by Contractor in
the performance of the Contract (unless publicly available) is kept confidential, secured,
and protected to prevent unauthorized access. Such information will be utilized by
Contractor and permitted subcontractors solely as necessary for the performance of the
Contract and not made available to any other person without the County's prior written
consent. Upon expiration or termination of the Contract, all confidential information
shall be returned to the County or destroyed at the County's discretion.
D. The Contractor shall, at its sole expense, comply with all applicable laws that requires
the notification of the County of any breach of the security of personal information
owned or licensed by the County that Contractor maintains or possesses if Contractor
discovers that such personal information was acquired by an unauthorized person,
including without limitation RCW 19.255.010, as in effect during the term of this
Contract.
14.4 Loss of Data. In the event of loss of any Data or records where such loss is due to the
intentional act or negligence of the Contractor or any of its subcontractors or agents, the
Contractor shall be responsible for recreating such lost data in the manner and on the
schedule set by the County. The Contractor shall ensure that all data is backed up and
recoverable by the Contractor. Contractor shall use reasonable efforts to assure that at no
time shall any actions undertaken by the Contractor under the Contract damage or create
any industry known vulnerabilities in the Software.
14.5 Public Records. Contractor acknowledges the Contract and all public records associated
with the Contract shall be available to the County for inspection and copying by the public
where required by the Public Records Act, Chapter 42.56 RCW ("Act"). To the extent that
public records in the custody of the Contractor are needed for the County to respond to a
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request under the Act, as determined by the County, the Contractor shall make them
promptly available to the County at no cost to the County. If the Contractor considers any
portion of any record provided to the County under the Contract, electronic or hard copy, to
be protected from disclosure under the law, the Contractor shall clearly identify all specific
information it claims to be confidential or proprietary. If the County receives a request under
the Act to inspect or copy the information that has been identified by the Contractor as
confidential or proprietary and the County determines that release of the information is
required by the Act or otherwise appropriate, the County's sole obligation will be to make
a reasonable effort to notify the Contractor of the request and the date that such information
will be released to the requester unless the Contractor obtains a court order to enjoin
disclosure pursuant to RCW 42.56.540. If the Contractor fails to timely obtain a court order
enjoining disclosure, the County will release the requested information on the date specified.
The County has, and by this section assumes, no obligation on behalf of the Contractor to
claim any exemption from disclosure under the Act. The County will not be liable to the
Contractor for releasing records in compliance with the Act, this section or court order.
14.6 Audit and Record Retention. Contractor and its Staff shall maintain and retain all books,
documents, and records relating to performance of the Contract and services provided in
connection with the Contract for six years after completion of the Contract or longer if
requested by the County. All records shall be subject to inspection and audit by the County,
no more than once in a twelve-month period, upon reasonable advance notice, and at all
reasonable times during regular business hours. In the event of any audit or records request,
the Contractor shall provide assistance to the County, without additional compensation, and
provide all books, documents and records reasonably requested, and identify, investigate,
and reconcile any audit discrepancies and/or variances. Contractor and its Staff shall fully
cooperate with the County when the County is evaluating Contract compliance and
conducting performance audits and financial audits, which shall include making all records
requested by the County promptly available to the County for review, at no cost to the
County.
ARTICLE 15. REPRESENTATIONS, WARRANTIES
15.1 General. Each party represents and warrants that 1) it has all necessary rights, licenses and
approvals required to perform its obligations under this Contract and to provide the other
with the rights to utilize the Software in the manner indicated within the Contract and that
County shall be entitled to use the Software without disturbance provided the County has
complied with all of the terms and conditions of the Contract; 2) all obligations owed to the
third parties with respect to the activities contemplated to be undertaken by the parties
pursuant to this Contract, are or will be, fully satisfied so that the parties will not have any
obligations (other than obligations set forth in this Contract) with respect thereto; 3) the
parties' obligations under this Contract are not in conflict with any of their other obligations;
4) each party will comply with all applicable laws in the performance of its obligations under
this Contract; and 5) the parties' arrangements with any Subcontractors who provide
services in connection this Contract shall be in compliance with the terms and conditions of
this Contract.
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15.2 Intellectual Property Warranty. Contractor represents and warrants that its performance of
all obligations under this Contract does not infringe in any way, directly or contributorily,
upon any third party's intellectual property rights, including, without limitation, patents,
copyrights, trademarks, trade secrets, rights of publicity and proprietary information.
15.3 Defects. Subject to the exclusions and disclaimer set out in Section 14(b) and 14(d),
respectively, of the EIS SSLA, Contractor represents and warrants that, at the time of
completion of delivery and installation of the Software, the Software and all components
thereof shall operate in material conformity with the functional specifications contained in
the applicable Documentation supplied by Contractor as defined in the EIS SSLA. County's
sole and exclusive remedy for any defect in the Software to meet the foregoing warranty
shall be as set out in Section 14 of the EIS SSLA.
15.4 Malicious Code. Contractor represents and warrants that it shall use its best efforts to
prevent the introduction and proliferation of any Malicious Code in the Software as and
when delivered to the County. Without limiting Contractor's other obligations under this
Contract, Contractor covenants that, in the event any Malicious Code is found in the
Software, as and when provided by Contractor under this Contract, Contractor shall remove
such Malicious Code and correct all associated issues at its sole expense.
15.5 Disabling. Contractor represents and warrants that during the Term Contractor shall
not insert into the Software any Disabling Code except that for purposes of this provision,
code that serves the function of ensuring software license compliance (including passwords)
or the provision by Contractor of services under this Contract shall not be deemed disabling
code or a breach of any of the terms of this Section 15.5.
15.6 No Fee. Contractor certifies it has not received, nor paid or agreed to pay, another person or
entity, other than a bona fide employee working exclusively for Contractor, any fee,
commission, percentage, gift, or any other consideration contingent upon or resulting from
the award or making of the Contract.
15.7 Compliance. Contractor represents and warrants that during the Term: 1) it is qualified to
do business in the State of Washington and that it will take such action as, from time to time
hereafter, may be necessary to remain so qualified; 2) it is not in arrears with respect to the
payment of any monies due and owing the state, or any department or unit thereof, including
but not limited to the payment of taxes and employee benefits, and that it shall not become
so in arrears during the term of the Contract; and 3) it shall comply with all applicable Laws,
including but not limited to, laws regarding health and safety, labor and employment, wage
and hours and licensing laws which affect employees.
15.8 Non -Discrimination. During the Term Contractor and its Staff shall not discriminate against
any person based on race, color, creed, religion, national origin, age, sex, marital status,
sexual orientation, veteran status, disability, or other circumstance prohibited by federal,
state, or local law, and shall comply with Title VI of the Civil Rights Act of 1964, P.L.
88-354 and Americans with Disabilities Act of 1990 in the performance of the Contract.
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Any subcontract entered into by Contractor, relating to the Contract, shall be subject to the
provisions of this paragraph.
15.9 Claims for Labor and Materials. The Contractor shall promptly pay when due all amount
payable for labor and materials furnished in the performance of this Contract so as to prevent
any lien or other claim under any provision of law from arising against County property
(including reports, documents, and other tangible or intangible matter produced by
Contractor hereunder), against Contractor's rights to payments hereunder, or against the
County, and shall pay all amounts due under the Unemployment Compensation Act with
respect to such labor.
15.10 Intentionally omitted.
ARTICLE 16. RIGHTS AND REMEDIES
16.1 Intentionally omitted.
16.2 Withholding Pam. In the event the County reasonably determines that the Contractor
has failed to perform any obligation under this Contract within the times set forth in the
Contract, then the County may withhold from amounts otherwise due and payable to
Contractor in respect of the particular Product or Services that is the subject of the non-
performance, until the County Representative determines, acting reasonably, that such
failure to perform has been cured. Withholding under this subsection shall not be deemed a
breach entitling Contractor to termination or damages, provided that the County gives notice
in writing to the Contractor of the nature of the default or failure to perform and an
opportunity to cure the default or failure to perform in accordance with the terms of Section
8.3(a) or such longer period specified by the County, and the County pays the Contractor all
amounts owing in respect of any other Software and Services satisfactorily performed.
16.3 Recovery of Funds. Whenever, under the Contract, any sum of money shall be recoverable
from or payable by the Contractor to the County the same amount may be automatically
deducted from any sum due to the Contractor under the Contract or under any other contract
between the Contractor and the County. The rights of set-off of the County are in addition
and without prejudice to any other right the County may have to claim the amount of any
loss or damage suffered by the County on account of breach of this Contract.
16.4 Right of Assurance. If the County in good faith has reason to believe the Contractor will not
or cannot perform or continue performing under the Contract, the County may demand in
writing that the Contractor give a written assurance of intent and/or ability to perform.
16.5 Responsibility for Errors. All Services shall be completed to the reasonable satisfaction of
the County and as required herein. Upon reasonable request, Contractor shall provide any
clarifications and/or explanations regarding any Services provided as requested by the
County, at no additional cost to the County.
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16.6 Right of Offset, Reimbursement. The County shall be entitled to offset against any sums
due the Contractor, any expenses or costs incurred by the County, or damages assessed by
the County concerning the Contractor's non -conforming performance or failure to perform
the Contract, including expenses, costs and damages described in the Contract.
16.8 Nonconforming Tender. Services supplied under the Contract shall fully comply with the
Contract. The delivery of services or a portion of the services that do not fully comply
constitutes a breach of contract. On delivery of nonconforming services, the County may
terminate the Contract for default under applicable termination clauses in the Contract,
exercise any of its rights and remedies under the Uniform Commercial Code or pursue any
other right or remedy available to it.
ARTICLE 17. LIQUIDATED DAMAGES
17.1 Intentionally omitted.
ARTICLE 18. GOVERNING LAW, DISPUTES
18.1 Governing Law; Venue. The Contract has and shall be construed as having been made and
delivered in the State of Washington, and the laws of the State of Washington shall be
applicable to its construction and enforcement. Any action at law, suit in equity or judicial
proceeding for the enforcement of the Contract or any provisions hereto shall be instituted
only in courts of competent jurisdiction within Kitsap County, Washington or in a federal
court nearest to Kitsap County, unless otherwise required by law.
18.2 Disputes. Difference between the parties related to the Contract will be promptly brought to
the attention of the County. Any dispute relating to the quality or acceptability of
performance or compensation due the Contractor shall be brought to the attention of the
County Representative at the earliest possible time in order that such matters may be settled,
or other appropriate action promptly taken by the County's Representative.
ARTICLE 19. GENERAL PROVISIONS
19.1 Advertising„ Logo. Contractor shall not use, advertise, or promote information for
commercial benefit concerning the Contract or use any trade name, trademark, logo, or
symbol of the County, or County Departments, without the County's prior written consent.
19.2 Implied Contract Terms. Each provision of law and any terms required by law to be in the
Contract are made a part of the Contract as if fully stated in it.
19.3 Intentionally omitted.
19.4 Headin sg /Captions. Headings and captions used are for convenience only and are not a part
of the Contract and do not in any way limit or amplify the terms and provisions hereof.
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19.5 No Party the Drafter. The Contract is the product of negotiation between the parties, and
no party is deemed the drafter of the Contract.
19.6 Time of Performance. Time is of the essence with respect to each and every term and
provision of the Contract.
19.7 Severability. If a court of competent jurisdiction holds any provision of the Contract to be
illegal, invalid, or unenforceable, in whole or in part, the validity of the remaining provisions
will not be affected, and the provision shall be deemed modified to the extent necessary in
order to render such provision valid and enforceable while giving effect to the parties'
intentions provided that if such provision may not be so saved, it shall be severed and the
remainder of this Contract shall remain in full force and effect.
19.8 Waiver. A waiver of a default of any part, term, or provision of this Contract or failure to
enforce any provision of this Contract shall not be construed as a waiver of any subsequent
default or as a waiver of the part, term, or provision itself. All waivers must be in writing.
19.9 Non -Exclusive Contract. The County may at its discretion enter into multiple agreements to
obtain the same or similar services that are the subject of this Contract or may have its own
employees perform the same or similar services contemplated by the Contract.
19.10 Counterparts. The Contract may be executed in several counterparts, each of which will be
deemed an original, but all of which together will constitution one and the same agreement.
19.11 Survival. Any provision of the Contract which contemplates performance or observance
subsequent to any termination or expiration of the Contract or which is required to ensure
that the parties fully exercise their rights and obligations hereunder shall survive termination
or expiration of the Contract and continue in full force and effect unless and until waived
expressly in writing by the party to whom they benefit. Those provisions include, without
limitation: Article 3 (Statement of Work), Article 8 (Termination), Article 11.5 — 11.7
(Indemnification), Article 14 (Ownership, Confidentiality, Breach, Records, Audit), Article
15 (Representations and Warranties), Article 16 (Rights and Remedies), and Article 18
(Governing law, Disputes), and Article 19 (General Provisions).
19.12 Entire Agreement. The parties acknowledge the Contract together with the EIS SSLA,
SOW's, EIS Support Services Agreement, Attachments, and any Schedules to such
Attachments and SOWS, is the product of negotiation between the parties and represents the
entire agreement and understanding of the parties with respect to its subject matter. All
previous agreements, understandings, and representations, whether oral or written, entered
into prior to the Contract are hereby revoked and superseded by the Contract. The terms,
provisions, or conditions of any purchase order or other business form or written
authorization used by County will have no effect on the rights, duties or obligations of the
parties under this Contract, regardless of any failure of Contractor to object to those terms,
provisions or conditions.
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19.13 Authorization. Each party signing the Contract warrants to the other party, that they have
the full power and authority to execute the Contract on behalf of the party for whom they
sign.
Dated this day of , 2021 Dated this day of , 2022
EXECUTIVE INFORMATION SERVICES, INC KITSAP COUNTY
Doouglgnad by:
11WH81KC H1,04:
Todd Richardson
CFO Executive Information Services
DoeuSigned by:
SEVP Executive Information Services
10 uSigned by:
C.P.
ar�a�g�renleglr...
Jeff Pugh
EVP Executive Information Services
Joh Gese
Kitsap County theriff
DATED this �5 day of %k i )2022.
ATTEST:
Dana Daniels, Clerk of the Board
BOARD OF COUNTY COMMISSIONERS
KITSAP COUNTY, WASHIN TON
/141
�Ao,a� £. W6\4- ., Chair
'adrj 6e�de�.� Commissioner
CHARLOTTE GARRIDO, Commissioner
25
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EIS SSLA
ATTACHMENT A
Sales, Service and License Agreement
THIS SALES, SERVICE AND LICENSE AGREEMENT ("EIS SSLA") is made and entered into this 25 day of April
2020 (the "Effective Date"), by and between Kitsap County, a Washington state municipal corporation,
located at 614 Division St. (hereinafter "COUNTY"), and Executive Information Services, Inc., a Nevada
Corporation located at 1396 NE 20th Ave. Suite 100, Ocala, FL 34470 (hereinafter "CONTRACTOR")
RECITALS
WHEREAS, (a) the CONTRACTOR is the owner of certain software products and related services and
COUNTY wishes to use such software products and related services; and (b) CONTRACTOR has agreed to
license such software to COUNTY and to perform such related services for COUNTY on the terms and
conditions set out in the Contract and this EIS SSLA.
THE PARTIES HEREBY AGREE AS FOLLOWS:
1. Interpretation.
(a) Definitions. In this EIS SSLA, the following expression shall have the meanings indicated below,
unless otherwise defined in the KC 561-20 Public Safety Records and Jail Records Management
System Contract ("Contract"):
"Agency" means any public agency, other than Kitsap County or Agency Partner (as defined in the
Contract);
"Agency Partner(s)" means the City of Bremerton Police Department, the City of Bainbridge Island
Police Department, the Suquamish Police Department for the Port Madison Indian Reservation, the
City of Port Orchard Police Department, and the City of Poulsbo Police Department. Agency Partners
shall include any employee of an Agency Partner that have been authorized by the Agency Partner
to have access to the Software by way of any type of interface (for example, graphical user interface
or browser user interface) and who are bound by confidentiality obligations at least as protective
of CONTRACTOR'S Confidential Information as the terms of this EIS SSLA;
"Agency Partner Task Force" means members of a joint task force that includes an Agency Partner;
"Authorized Site(s)" means those designated sites of the County and Agency Partners that are
owned or controlled by the County or such Agency Partner as applicable as specified in Schedule
"A";
"Client Side Software" means those modules of the Software that reside on client side hardware
that are licensed on a per Agency Partner basis as specified in Schedule "A";
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EIS SSLA
"Confidential Information" means the Software, and any information which is confidential in
nature or that is treated by Contractor as being confidential which is disclosed by Contractor or
obtained by COUNTY in connection with this EIS SSLA, whether such information is in oral, written,
graphic or electronic form, which: is (i) marked "Confidential," "Restricted," or "Proprietary
Information" or other similar marking, (ii) known by the COUNTY to be considered confidential or
proprietary, such as the Software, or (iii) which should be known or understood to be confidential
or proprietary by an individual exercising reasonable commercial judgment in the circumstances.
Confidential Information does not include information to the extent that such information: (i) is or
becomes generally known to the public by any means other than a breach of the obligations of a
receiving party hereunder; (ii) was previously known to the receiving party as evidenced by its
written records; (iii) is rightly received by the receiving party from a third party who is not under an
obligation of confidentiality; or (iv) is independently developed by the receiving party's employees
or independent contractors who have not had access to or use of the other party's Confidential
Information which such independent development can be established by evidence that would be
acceptable to a court of competent jurisdiction. The contracts between the parties and all schedules
and attachments are not Confidential Information;
"Defect" means a material program error that causes the Software to crash, or program algorithms
or logic that produce material incorrect results or fails to function in all material respects in
accordance with the specifications in the SOW. Defects pertain to the intended operation of EIS
Software as delivered to COUNTY, but do not pertain to subsequent errors brought about by
Infrastructure changes made by COUNTY. Defects do not include changing user preferences, report
or screen aesthetics, presentation standards, or validity of converted data;
"Documentation" means user guides, operating manuals, educational materials, product
descriptions and specifications, technical manuals, supporting materials, and other information
regarding the Software regardless of the media on which it is provided that have been provided
by and generated by or on behalf of the CONTRACTOR to COUNTY, as may be amended or
supplemented from time to time and delivered to COUNTY by CONTRACTOR;
"EIS External Agency Application(s)" means the object code version of the Contractor software
identified in Schedule "A" as external agency applications and includes any Updates or Upgrades
and any customizations or enhancements to the foregoing as described in the Statement of Work
that have been provided to the County as part of the Support Services. Third Party Software is not
included in the definition of EIS External Agency Applications except where this EIS SSLA explicitly
states otherwise;
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EIS SSLA
"EIS Minimum Requirements" means the minimum required hardware, software and network
components and configurations as specified in the EIS published minimum standards document,
as amended by EIS from time to time, with six months prior written notice to the COUNTY, and
made available on the www.goeis.net website or, where applicable, as specified in a SOW;
"EIS Public Access Applications" means the object code version of the Contractor software
identified in Schedule "A" as public access applications and includes any Updates or Upgrades and
any customizations or enhancements to the foregoing as described in the that have been
provided to the COUNTY as part of the Support Services. Third Party Software is not included in
the definition of EIS Public Access Applications except where this EIS SSLA explicitly states
otherwise;
"External User(s)" means a user that is not a User or an Agency Partner;
"Fees" means the License Fees, Services Fees, and other fees set out in Schedule "B";
"Intellectual Property Rights" means any proprietary right including, but not limited to, those
provided under: (a) patent law; (b) copyright law; (c) trade -mark law; (e) design patent or industrial
design law; or (d) any other statutory provision or common law principle applicable to this EIS SSLA,
including trade secret law, which may provide a right in either ideas, formulae, algorithms, concepts,
inventions or know-how generally, or the expression or use of such ideas, formulae, algorithms,
concepts, inventions or know-how;
"License Fees" means the software license fees set out in Schedule "B";
"Maximum Active Instances" means the number of active instances of each module of the
Software that has been licensed by the County as specified in Schedule "A";
"Personally Identifiable Information or PH" means information which can be used to distinguish
or trace an individual's identity, such as their name, Social Security number (SSN), biometric
records, , etc. alone or when combined with other personal or identifying information which is
linked or linkable to a specific individual, such as date and place of birth, mother's maiden name,
etc.;
"Product" means the Software and Services;
"Services" means the installation, implementation, data migration, training, and other
professional services to be provided by CONTRACTOR to COUNTY as described in a Statement of
Work;
"Services Fees" means the implementation services fees, training, and travel fees set out in
Schedule "A";
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EIS SSLA A&MVM"V
"Software" or "Licensed Software" means the object code format of the CONTRACTOR software
products that are listed in Schedule "A" and includes any Updates or Upgrades that have been
provided to COUNTY as part of the Support Services. Third Party Software is not included in the
definition of Software except where this EIS SSLA explicitly states otherwise. Software or
"Licensed Software" includes the EIS External Agency Applications and the EIS Public Access
Applications and consists of both Server Side Software and Client Side Software modules;
"Server Side Software" means those modules of the Software that reside on servers (either
physical or virtual) that are licensed on a per instance basis at an Authorized Site as specified in
Schedule "A".
"Statement of Work" or "SOW" means a written statement of work attached to the Contract as
Attachment "B" that sets out a description of Services to be provided by CONTRACTOR to COUNTY;
"Support Services" means maintenance and support services to be provided by CONTRACTOR
subject to the payment of applicable fees, pursuant to the terms and conditions of the EIS Support
Services Agreement attached as Attachment "D" to the Contract;
"Third Party Software" means third party software products licensed to COUNTY by the applicable
third -party licensors. Future Releases of the Software may require alternate third -party software
to be upgraded or licensed by COUNTY, which will be subject to a third -party license agreement
between COUNTY and the relevant third -party software licensor;
"Updates" means the object code format of any published changes, additions or corrections to
the Software that primarily include a minor modification or enhancement to the Software related
to a bug fix, minor additional functionality that CONTRACTOR makes available to its customers as
part of its Support Services for no additional fees;
"Upgrades" means a major overhaul of the Software in object code format which is a complete
new published version of the Software that modifies, revises or alters the Software and adds
features, functionality or enhancements to such Software, that CONTRACTOR makes generally
available to its customers which may be subject to the payment of additional fees as determined
by CONTRACTOR in its sole discretion; and
"User(s)" means any employee of COUNTY, an individual acting as a volunteer on behalf of
COUNTY, or any of COUNTY's legal agents that have been authorized by COUNTY in accordance
with the terms of Section 6 of this EIS SSLA to have access to the Software by way of any type of
interface (for example, graphical user interface or browser user interface) and who are bound by
confidentiality obligations at least as protective of CONTRACTOR'S Confidential Information as the
terms of this EIS SSLA.
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EIS SSLA A&MVM"V
b) Schedules.
The Schedules described below and attached to this EIS SSLA shall be deemed to be integral parts of
this EIS SSLA.
Schedule "A"- Description of Products; Fees
Schedule "B" - Payment Schedule
Schedule "C" - Software and Services Cost Proposal
In the event of any conflict or inconsistency between the terms and conditions in the main body of
this EIS SSLA and the terms and conditions in any Schedule, the terms and conditions of the main
body of this EIS SSLA shall control unless otherwise expressly stated in the provision giving rise to the
conflict or inconsistency.
2. Term of EIS SSLA. The term of this EIS SSLA shall commence on the Effective Date and subject to
earlier termination in accordance with Section 16 shall be coterminous with the Contract.
3. Performance of Services. Services will be provided to COUNTY in accordance with the Contract and
SOW. COUNTY agrees to provide the resources and perform the responsibilities assigned to it in a
SOW in a timely manner in accordance with any applicable milestone dates, any failure by COUNTY to
do so shall not relieve COUNTY of any payment obligation. Delivery and implementation of products
and services itemized in Schedule "A" will be coordinated with designated officials of COUNTY and
provided on a mutually acceptable schedule to be set forth in such SOW.
4. Compensation. In consideration for the provision by CONTRACTOR to COUNTY of the Services and
the license rights granted by CONTRACTOR to COUNTY for the Software, COUNTY shall pay
CONTRACTOR the Fees in accordance with the payment schedule set forth in Schedule "B" and the
payment terms set out in Article 6 of the Contract. COUNTY agrees to pay all sales and use taxes
imposed on goods or services acquired hereunder as required by law within their contracted rate
which shall be added to each invoice to COUNTY as appropriate.
5. Travel. COUNTY shall reimburse Contractor for all reasonable travel and out of pocket expenses set
out in Schedule "A". Travel expenses not included in Schedule "A" must be pre -approved in writing
by the County prior to commencement of travel.
6. License. Subject to terms and conditions of this EIS SSLA including, without limitation, the payment
by COUNTY of the Fees, CONTRACTOR hereby grants to COUNTY a personal, perpetual (subject to
Section 16 of this EIS SSLA), non-exclusive, non -transferable, revocable limited license:
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EIS SSLA
a. to install the Maximum Active Instances of the Server Side Software for (i) production use
and (ii) test and training use on any number of servers (physical or virtual) provided that
the Server Side Software may only be installed on an internal network owned or controlled
by the County or an Agency Partner at the Authorized Site(s);
b. to allow Users and Agency Partners to (i) remotely access and use the Server Side Software
at the Authorized Site(s); and (ii) install and use the Client Side Software on any hardware
device owned or controlled by the Agency Partner in the case of Agency Partners and on
any hardware device owned or controlled by the County in the case of Users, solely for
the internal business purposes of the Agency Partners provided such Agency Partner enters
into a written agreement with the County agreeing to be bound by the terms and
conditions of this EIS SSLA and County shall remain responsible for such Agency Partner's
compliance with the term and conditions of the Contract;
c. to install the EIS External Access Applications at the Authorized Site(s) on the limited
number of servers licensed by the County as specified in Schedule "A" to this EIS SSLA and
to allow External Users to use the EIS External Access Applications on such servers, in object
code format only solely to enter data into the EIS External Access Applications, solely for
the COUNTY'S internal data processing purposes, provided that such External Users agree
to be bound by the terms and conditions of this EIS SSLA and County shall remain
responsible for such External Users compliance with the terms and conditions of this EIS
SSLA;
d. to install the EIS Public Access Applications at the Authorized Site(s) on the limited number
of servers licensed by the County as specified in Schedule "A" of this EIS SSLA and to allow
end users who are members of the general public to access and use the EIS Public Access
Applications on such servers in object code format only;
e. to allow an Agency Partner Task Force to (i) remotely access and use the Server Side
Software at the Authorized Site(s); and (ii) install and use the Client Side Software on any
hardware device owned or controlled by the Agency Partner Task Force member, solely
for the benefit of such Agency Partner Task Force and for no other purpose provided such
Agency Partner Task Force enters into a written agreement with the County agreeing to be
bound by the terms and conditions of this EIS SSLA and County shall remain responsible
for such Agency Partner Task Force's compliance with the term and conditions of the
Contract;
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EIS SSLA Affw���
f. to make one copy of the Software in machine-readable form subject to the following: (i)
solely for backup purposes provided that COUNTY must reproduce on any such copy all
copyright notices and any other proprietary legends on the original copy of the Software;
(ii) to install and store such copy of the Software on any number of servers (virtual or
physical) at the Authorized Site(s); and (iii) to use such copy as needed for recovery
purposes as long as the number of active instances of the Software running at any given
time does not exceed the Maximum Active Instances; and
g. to reproduce Documentation, solely for internal use by the County and Agency Partners as
reference material and training literature provided all proprietary notices and legends are
preserved on such copies, (the "License").
In the event that COUNTY desires to use the Server Side Software at another site or change its
Authorized Site(s), COUNTY shall provide CONTRACTOR with written notice thereof, including the
location of the new site(s). Except with CONTRACTOR's prior written consent, COUNTY shall use the
Server Side Software only at the Authorized Site(s). No access to or use of the Software that is not an
EIS External Use Application or EIS Public Access Application is permitted by any other entity or agency
except as expressly provided in Section 6.
7. Restrictions. Without limiting the generality of Section 8, and in addition to the other restrictions
listed therein, COUNTY shall not, and will not allow, direct or authorize (directly or indirectly) any third
party to:
(a) decompile, disassemble or otherwise reverse engineer any of the Software or use any similar
means to discover the source code or trade secrets contained therein except and only to the extent
that applicable law expressly permits, despite this limitation;
(b) modify, translate or create derivate works of the Software or Documentation or merge all or any
part of the Software with another program; (iii) give away, rent, lease, lend, sell, sublicense, distribute,
transfer, assign, or use the Software for timesharing or bureau use or to publish or host the Software
for use by any third party;
(c) take any actions that would cause the Software to become subject to any Open Source License or
quasi -open source license agreement; (d) use the Software in any manner for purposes of (A)
developing, using or providing a competing software product or service; (B) copying any ideas,
features, functionality or graphics of the Software; or (C) knowingly allow access to any competitor of
CONTRACTOR; and
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EIS SSLA
(e) COUNTY may not export the Software into any country prohibited by the United States Export
Administration Act and the regulations thereunder.
8. EIS Public Access Applications
(a) EIS Public Access Applications. In the event that COUNTY decides to allow access to and use of the
EIS External Agency Applications by External Users and/or to configure the EIS Public Access
Applications to enable access to the EIS Public Access Applications by end users that are members
of the general public, COUNTY shall comply with all laws, rules and regulations applicable to the
use of the EIS External Agency Applications and EIS Public Access Applications including, without
limitation, those laws applicable to the protection of PII, privacy and security. Without limiting
the generality of the foregoing, County shall:
(a) be solely responsible for ensuring appropriate security and privacy measures are put in place to
secure the EIS External Agency Applications and EIS Public Access Applications from
unauthorized access; and
(b) be solely responsible for the County's release or disclosure of PH and other information in
violation of applicable Law, including without limitation, privacy and security laws applicable to
such release, subject to Section 14.2 of the Contract.
(b) Publication of Data. COUNTY assumes all risks associated with enabling access to the EIS External
Agency Applications and EIS Public Access Applications to third parties, whether such access is made
available from within COUNTY's firewall or via the Internet. To the extent that the Constitution and
laws of the State of Washington do not permit COUNTY to indemnify the Indemnities (as defined in
this Section 9(b) in accordance with any provision of this EIS SSLA, COUNTY agrees to reimburse the
Indemnities for any and all losses, costs, damages and expenses (including reasonable attorney's
fees) that the Indemnities may incur in connection with any demand, claim, action, suit or
proceeding for which any provision under this EIS SSLA would otherwise create an indemnity
obligation on the part of COUNTY. Except to the extent not permitted by the Constitution and laws
of the State of Washington, COUNTY agrees to defend, indemnify and hold harmless CONTRACTOR,
its affiliates, licensors and each of their respective officers, directors, employees, and agents (the
"Indemnities") from and against all losses, costs, damages, liabilities, and expenses (including
reasonable attorney's fees) awarded against the Indemnities by a court of competent jurisdiction in
any claim, action, suit or proceeding arising out of or in connection with the use of the EIS External
Agency Applications, the EIS Public Access Applications and/or any website operated by or on behalf
of COUNTY that displays any part of the EIS Public Access Applications, and the publication, display
and use of the information and data described and/or contained on the EIS External Agency
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EIS SSLA
Applications, the EIS Public Access Applications or such website, including but not limited to any
claim with respect to any improper or incorrect use of the information or any defamatory, offensive,
or other illegal conduct of External Users, users or third parties.
9. Third Party Software. In the event that CONTRACTOR shall distribute to COUNTY any Third Party
Software, COUNTY shall pay to CONTRACTOR the license fees listed in Schedule "A" for the Third Party
Software in accordance with the payment terms set out in an amended Schedule "A". It is acknowledged
by the parties that in the event that any Third Party Software is provided by CONTRACTOR to COUNTY
pursuant to this EIS SSLA, such Third Party Software shall be distributed to COUNTY by CONTRACTOR
subject to the terms and conditions of the applicable license agreement for such Third Party Software to
be entered into directly between COUNTY and the owner/licensor of such Third Party Software.
CONTRACTOR makes no warranties, express or implied, with respect to the Third -Party Software,
including, without limitation, their merchantability or fitness for a particular purpose and CONTRACTOR
accepts no liability of any kind whatsoever with respect to the Third Party Software. Any warranty
COUNTY has with respect to the Third -Party Software shall be solely provided by the Third -Party
Software licensor except where this EIS SSLA may expressly state otherwise. The COUNTY shall be
responsible for the installation of any Third -Party Software unless otherwise agreed by CONTRACTOR in
writing. No Third -Party Software shall be distributed to the County without the prior written consent of
the COUNTY as required by Section 13.1 of the Contract.
io. Audit. Upon reasonable notice and during normal business hours, COUNTY shall grant CONTRACTOR
reasonable physical access to the Authorized Site(s) in order for CONTRACTOR to inspect the
Authorized Site(s) and audit COUNTY's use of the Licensed Software. Any such access shall comply
with all applicable CIS security policy requirements. Such audit shall be at CONTRACTOR's expense,
however, in the event that the audit reveals that COUNTY is in violation of the usage terms of this EIS
SSLA, COUNTY shall reimburse Contractor for such expenses and promptly pay any additional Fees not
properly licensed or paid, such fees will be invoiced at CONTRACTOR's then current rate.
ii. Ownership. The Software, Documentation and related materials are and shall remain the sole and
exclusive property of Contractor, its licensors and/or its affiliates and COUNTY acknowledges and
agrees that all Intellectual Property Rights therein are and shall remain with Contractor, its affiliates
and/or its licensors. Any rights not expressly granted herein are reserved by Contractor. COUNTY may
not obscure, remove or otherwise alter any copyright, trademark or other proprietary notices from the
Software, the Documentation, and related material supplied by Contractor. COUNTY shall report to
Contractor any infringement or misappropriation of Contractor Intellectual Property Rights or other
rights in the Software, or the Documentation of which COUNTY reasonably believes has occurred.
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12. Warranty.
(a) CONTRACTOR warrants, for the benefit of the COUNTY only, that at the time of completion of
delivery and installation of the Product, the Software will operate in material conformity with the
functional specifications set forth in the applicable related Documentation supplied in writing by
CONTRACTOR as defined in Schedule A. As COUNTY's exclusive remedy for any defect in the
CONTRACTOR's Software, CONTRACTOR shall, during the Twelve (12) month period following the Go -
Live Date as defined by the Contract ("Warranty Period"), provide reasonable good faith efforts to
correct and cure such nonconformity or defect of the Software as provided for as part of the Support
Services, provided COUNTY notifies CONTRACTOR in writing of such failure(s). The services covered by
First Year Support (and subsequent years support that have purchased by COUNTY) shall be defined in
CONTRACTOR's Support Services Agreement as attached to the Contract as Attachment "D". Contractor
agrees to perform the Services in a professional and workmanlike manner.
(b) Exclusions to Warranty. CONTRACTOR shall not be liable for any breach of the foregoing
warranties which results from causes beyond the reasonable control of CONTRACTOR, including but
not limited to:
(i) Where the installation, integration, modification or enhancement of the Software has not been
carried out by CONTRACTOR or its authorized agent, or where COUNTY has taken any action which is
expressly prohibited by the Documentation or this EIS SSLA;
(ii) Any combination of the Software with any software, equipment or services not supplied,
recommended or authorized by or on behalf of CONTRACTOR other than the Required Programs;
(iii) Use of the Software on any system that (i) does not meet any of the EIS Minimum Requirements;
or (ii) is not an Authorized Site.
(iv) User error, or other use of the Software in a manner for which it was not intended or other than
as permitted in this EIS SSLA;
(v) COUNTY's failure to install anew Update which has been released to remedy an error or bug, and
which CONTRACTOR has stated to COUNTY is a required Update necessary for security purposes or
for legislative compliance purposes or other reasons as CONTRACTOR may determine is important in
its sole discretion;
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(vi) CONTRACTOR personnel are not given access as deemed reasonably necessary by Contractor,
free, safe, and adequate remote access, or on -site access to the Software during attempts to remedy
an error when reasonably requested by the CONTRACTOR;
(vii) COUNTY's failure to upgrade hardware to meet the demands of any Upgrades or improvements
in Software functionality; which CONTRACTOR has stated to COUNTY is required within the timeframe
as identified in the Contract;
(viii) COUNTY's computer(s), network or other hardware malfunctioned and the malfunction caused
the defect, or any other event of force majeure as set out in Section 19(b) ; or
(ix) any failure of the Software due to external causes such as, but not limited to, power failures or
electrical surges.
(c) Warranty on Third Party Software and Hardware. CONTRACTOR shall use commercially
reasonable efforts during the Warranty Period to furnish COUNTY with appropriate updates to Third
Party Software, provided and to the extent such corrections or updates are made available to
CONTRACTOR from the applicable third party. Further, to the extent permitted by the appropriate
manufacturer and applicable law, CONTRACTOR shall pass through to COUNTY the manufacturer(s)'
and/or supplier(s)' warranties on all Hardware and Third Party Software. Notwithstanding anything to
the contrary set forth in this EIS SSLA, COUNTY'S sole remedy for any nonconformity or malfunction in
the Hardware or Third Party Software shall be with its respective manufacturer and/or supplier.
(d) Disclaimer. TO THE GREATEST EXTENT PERMITTED BY LAW, EXCEPT FOR THE EXPRESS LIMITED
WARRANTY SET OUT IN SECTION 12(a), THE SOFTWARE IS LICENSED, SERVICES, SUPPORT SERVICES
AND ALL DOCUMENTATION AND OTHER MATERIALS AND SERVICES ARE PROVIDED TO COUNTY, "AS
IS" AND THERE ARE NO WARRANTIES, REPRESENTATIONS OR CONDITIONS, EXPRESSED OR IMPLIED,
WRITTEN OR ORAL, ARISING BY STATUTE, OPERATION OF LAW, COURSE OF DEALING, USAGE OF TRADE
OR OTHERWISE, REGARDING THEM OR ANY OTHER PRODUCT, SERVICE OR MATERIAL PROVIDED
HEREUNDER OR IN CONNECTION HEREWITH.
CONTRACTOR, ITS AFFILIATES, LICENSORS AND SUPPLIERS DISCLAIM ANY IMPLIED WARRANTIES OR
CONDITIONS REGARDING THE SOFTWARE, THE DOCUMENTATION, THE SERVICES, THE SUPPORT
SERVICES, AND ANY OTHER PRODUCTS, SERVICES AND MATERIALS PROVIDED HEREUNDER OR IN
CONNECTION HEREWITH, INCLUDING, BUT NOT LIMITED TO, WARRANTIES OF MERCHANTABLE
QUALITY, MERCHANTABILITY, DURABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE OR NON -
INFRINGEMENT.
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13. Intentionally Omitted.
14. Intellectual Property Indemnification. (a) CONTRACTOR, at its own expense, will defend COUNTY
and pay any amounts finally awarded against COUNTY by a court of competent jurisdiction or agreed
to by CONTRACTOR in a settlement approved by CONTRACTOR in advance in any third party claims
alleging that the use of the Software by COUNTY in accordance with this EIS SSLA infringes a valid
United States patent, trademark or copyright, provided that: COUNTY (i) gives CONTRACTOR prompt
written notice of any such claim and full opportunity to defend the same, (ii) has not made any
admissions or entered into settlement negotiations either prior to or after providing notice to
CONTRACTOR of the applicable claim except with CONTRACTOR's prior written consent; (iii) gives
CONTRACTOR sole control of the defense of any claim or proceeding and all negotiations for its
compromise or settlement, and (iii) provides CONTRACTOR all reasonable assistance and
information throughout the claim or proceeding. Contractor shall not settle or compromise any
Claim that includes an admission of liability or fault or payment obligation on behalf of the County
without the prior written consent of the County, not to be unreasonably withheld.
(b) If the CONTRACTOR Software is subject to a third party claim of infringement, CONTRACTOR may
elect to (i) obtain the right of continued use of such CONTRACTOR Software for COUNTY or (ii)
replace or modify such CONTRACTOR Software to avoid such claim, at CONTRACTOR'S sole expense.
If neither alternative is available on commercially reasonable terms, then, the applicable License will
be terminated and no further Fees will accrue.
(c) CONTRACTOR's liability for any claims under this Section 14 shall be reduced to the extent such
claim arises from: (i) alterations or modifications to the Software by COUNTY or a third party in any
manner whatsoever except with the prior written consent of CONTRACTOR; (ii) combination,
integration or use of the Software with third party software (other than the Third Party Software),
hardware, or other materials where such claim would not have arisen but for such combination,
integration or use; (iii) use of the Software other than in compliance with this EIS SSLA; (v) compliance
with the COUNTY's written instructions or specifications; or (vi) use of the Software after notice from
CONTRACTOR that it should cease due to possible infringement.
(d) This Section 16 states the entire liability of CONTRACTOR and COUNTY's sole and exclusive
remedies for trademark, copyright, patent and any other intellectual property infringement. The
indemnity provisions of this Section 14 shall not apply to any Third Party Software.
15. Limitation of Liability.
TO THE GREATEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CONTRACTOR, ITS
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AFFILIATES, SUPPLIERS, LICENSORS AND EACH OF THEIR RESPECTIVE DIRECTORS, OFFICERS,
EMPLOYEES AND SHAREHOLDERS, BE LIABLE FOR ANY CONSEQUENTIAL, INCIDENTAL, INDIRECT,
EXEMPLARY, PUNITIVE, OR SPECIAL DAMAGES, FOR LOST REVENUE OR LOSS OF PROFITS, LOSS OF
BUSINESS, LOSS OF DATA, FAILURE TO REALIZE EXPECTED SAVINGS, OR COST OF SUBSTITUTE GOODS
OR SERVICES ARISING OUT OF OR IN CONNECTION WITH THIS EIS SSLA OR THE CONTRACT, WHETHER
IN CONTRACT OR IN TORT (INCLUDING FUNDAMENTAL BREACH OR NEGLIGENCE) OR UNDER ANY
OTHER LEGAL THEORY, EVEN IF IT HAS BEEN ADVISED OF THE LIKELIHOOD OF THE OCCURRENCE OF
SUCH LOSS OR DAMAGE OR SUCH LOSS OR DAMAGE IS FORSEEABLE AND NOTWITHSTANDING ANY
FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY.
CONTRACTOR, ITS AFFILIATES, SUPPLIERS, LICENSORS AND EACH OF THEIR RESPECTIVE DIRECTORS,
OFFICERS, EMPLOYEES AND SHAREHOLDERS' ENTIRE LIABILITY AND COUNTY'S EXCLUSIVE REMEDY
WITH RESPECT TO THE SOFTWARE, THE SERVICES AND ANY OTHER PRODUCTS, MATERIALS OR
SERVICES SUPPLIED BY CONTRACTOR IN CONNECTION WITH THE CONTRACT AND THIS EIS SSLA FOR
DAMAGES FOR ANY CAUSE AND REGARDLESS OF THE CAUSE OF ACTION, WHETHER IN CONTRACT OR
IN TORT, INCLUDING FUNDAMENTAL BREACH, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, SHALL
NOT EXCEED AN AMOUNT THAT IS EQUAL TO THE (A) THE LICENSE FEES PAID TO CONTRACTOR BY
COUNTY IN THE TWELVE (12) MONTHS PRECEDING THE DATE OF THE CLAIM.
16. Termination. This EIS SSLA may be terminated as follows:
(a) The COUNTY shall have the right to terminate this EIS SSLA, without cause, by giving not less than
thirty (30) days' written notice of termination.
(b) The COUNTY or CONTRACTOR may terminate this EIS SSLA at any time, upon written notice to that
effect, if the other party breaches a material term of this EIS SSLA and fails to cure such breach within
thirty (30) days of written notice of such breach by the non -breaching party.
(c) Either party may terminate this EIS SSLA effective immediately upon written notice to the other
party if the other party: (i) becomes insolvent; (ii) becomes the subject of any proceeding under any
bankruptcy, insolvency or liquidation law, whether domestic or foreign, and whether voluntary or
involuntary, which is not resolved favorably to the subject party within ninety (90) days of
commencement thereof; or (iii) becomes subject to property seizure under court order, court
injunction or other court order which has a material adverse effect on its ability to perform
hereunder.
(d) CONTRACTOR may terminate this EIS SSLA effective immediately upon written notice to that
effect if COUNTY breaches Section 6 (License), Section 7(Restrictions), Section 11(Ownership),
Executive Information Services, Inc. Page 13
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4�
EIS SSLA
Section 17 (Confidentiality) or any Intellectual Property Right of CONTRACTOR.
(e) This EIS SSLA shall automatically terminate in the event that the Contract is terminated.
17. Effects of Termination. Upon termination of this EIS SSLA:
(a) CONTRACTOR shall be entitled to payment for deliverables in progress including expenses
incurred; to the extent, work has been performed satisfactorily.
(b) All license rights granted to COUNTY under Section 8 of this EIS SSLA shall cease and COUNTY
must destroy all copies of the Software and other Confidential Information of CONTRACTOR in
its possession or control and certify the same to CONTRACTOR.
(c) All warranties related to the Software shall automatically terminate and all outstanding Fees
owed by COUNTY to CONTRACTOR, shall be immediately due and payable.
18. Confidentiality. CONTRACTOR may disclose to COUNTY Confidential Information. COUNTY shall
keep the Confidential Information in confidence, and to take those steps that it takes to protect its
own confidential and proprietary information, which shall be no less than reasonable, to protect the
Confidential Information from unauthorized use, access, copying or disclosure. COUNTY shall not
disclose or release such Confidential Information to any third person without the prior written
consent of CONTRACTOR except:
a. to the extent required by applicable law (including without limitation in response to a
request under the Public Records Act (chapter 42.56 RCW) in accordance with Section
14.5 of the Contract and CIS compliance) or during the course of or in connection with
any litigation, arbitration or other proceeding based upon or in connection with the
subject matter of this EIS SSLA, provided that COUNTY shall first give reasonable notice
to CONTRACTOR prior to such disclosure so that the Contractor may obtain a protective
order or equivalent and provided that the COUNTY shall comply with any such protective
order or equivalent;
b. to authorized employees or agents of COUNTY who have a need to know such information
for the purpose of performance under this EIS SSLA and exercising its rights under this EIS
SSLA, and who are bound by confidentiality obligations at least as protective of
CONTRACTOR's Confidential Information as this EIS SSLA.
COUNTY shall not copy Confidential Information, in whole or in part, except as authorized by
CONTRACTOR in writing. COUNTY acknowledges that unauthorized disclosure of Confidential
Executive Information Services, Inc. Page 14
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4�
EIS SSLA
Information may cause substantial economic loss to CONTRACTOR and/or its vendors, suppliers and
licensors and CONTRACTOR is entitled to obtain injunctive or other equitable relief in connection
therewith.
All Proprietary Information shall remain the property of CONTRACTOR or its vendors, suppliers, and
licensors, as the case may be. Any ideas, concepts, inventions, know-how, data processing techniques,
software, Documentation, diagrams, schematics, blueprints or other materials developed by
CONTRACTOR personnel (alone or jointly with COUNTY) in connection with this CONTRACT shall be
the exclusive property of CONTRACTOR.
19. General
(a) Marketing. CONTRACTOR may reference COUNTY as a user of the Software and Services subject
to County's prior written approval of all marketing material in which COUNTY is referenced.
(b) Force Majeure. Neither party shall be liable to the other or be deemed to be in breach of EIS SSLA
by reason of any default, delay, or failure to perform any of their respective obligations in relation to
the EIS SSLA, if the delay or failure was due to any cause beyond the party's reasonable control and
without fault or negligence. Circumstances deemed to be beyond the control of the parties hereunder
include, without limitation, but are not limited to, acts of God or of the public enemy; insurrection;
acts of the federal government or any unit of state or local government in either sovereign or
contractual capacity; fires; floods; earthquakes; epidemics; quarantine restrictions; strikes; freight
embargoes or delays in transportation, to the extent that they are not caused by the party's willful or
negligent acts or omissions, and to the extent that they are beyond the party's reasonable control. Any
applicable delivery schedule shall be extended by a period of time equal to the time lost because of
any such delay or as otherwise agreed to in writing by the parties.
(c) Notice. Any notices, demands and other communications required by this EIS SSLA will be effective
if personally served upon the other party or if mailed by registered or certified mail, postage prepaid,
return receipt requested, to the other party at the address below. Notice will be deemed to be given
five days following the date of mailing, or immediately if personally served. Each party will designate a
contract representative, which may be changed by providing 15 days' prior notice to the other party.
TO CONTRACTOR: Executive Information Services, Inc.
1396 NE 20th Ave. Suite 100
Ocala, FL 34470
WITH A COPY TO: N. HARRIS COMPUTER CORP.
1 Antares Drive, Suite 400
Ottawa, Ontario K2E 8C4
Executive Information Services, Inc. Page 15
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
EIS SSLA
��,d�
Affw���
Attention: General Counsel
Telephone: 613-226-5511, Ext. 2149
TO County's Representatives:
Administrative Lieutenant
Kitsap County Sheriff's Office
614 Division Street
Port Orchard, WA 98366
Director, Information Services Dept
Kitsap County
614 Division Street
Port Orchard, WA. 98366
(d) Entire Agreement. This EIS SSLA (including the Schedules attached hereto, the Statement of Work
attached as Attachment B to the Contract and the Contract together with Attachments to the
Contract) sets forth the entire agreement and understanding between the parties with respect to its
subject matter and supersedes all previous communications, proposals, negotiations,
representations, understandings and arrangements, either oral or written, between the parties with
respect to the subject matter hereof. The terms, provisions or conditions of any purchase order or
other business form or written authorization used by COUNTY will have no effect on the rights, duties
or obligations of the parties under, or otherwise modify, this EIS SSLA, regardless of any failure of
CONTRACTOR to object to those terms, provisions or conditions.
(e) Severability. If any provision of this EIS SSLA is determined by a court of competent jurisdiction
to be invalid or unenforceable under any applicable law, then such provision shall be deemed
modified to the extent necessary in order to render such provision valid and enforceable. If such
provision may not be so saved, it shall be severed and the remainder of this EIS SSLA shall remain in
full force and effect.
(f) Modification. This EIS SSLA may not be modified and/or amended unless any such modification
or amendment is reduced to writing and signed by both COUNTY and CONTRACTOR.
(g) Governing Law; Venue. The Contract has and shall be construed as having been made and
delivered in the State of Washington, and the laws of the State of Washington shall be applicable to
its construction and enforcement. Any action at law, suit in equity or judicial proceeding for the
enforcement of the Contract or any provisions hereto shall be instituted only in courts of competent
jurisdiction within Kitsap County, Washington or in a federal court nearest to Kitsap County, unless
otherwise required by law.
(h) Mediation. Except where the Contract explicitly states that this Section does not apply, the parties
Executive Information Services, Inc. Page 16
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4 ��
EIS SSLA A&MNM"W
agree to submit any claim, controversy or dispute arising out of or relating to this EIS SSLA or the
relationship created by this EIS SSLA to non -binding mediation before bringing a claim, controversy
or dispute in a court or before any other tribunal. The mediation is to be conducted by either an
individual mediator or a mediator appointed by mediation services mutually agreeable to the parties.
Such mediator shall be knowledgeable in software system agreements. The mediation shall take
place at a time and location in Kitsap County or such other mutually agreed upon location; provided;
however, in no event shall the mediation occur later than ninety (90) days after either party notifies
the other of its desire to have a dispute be placed before a mediator, unless otherwise agreed to by
the parties. The costs and expenses of mediation, including compensation and expenses of the
mediator (and except for the attorneys' fees incurred by either party), is to be shared by the parties
equally. If the parties are unable to resolve the claim, controversy or dispute within ninety (90) days
after the date either party provides the other notice of mediation, then either party may bring and
initiate a legal proceeding to resolve the claim, controversy or dispute unless the time period is
extended by a written agreement of the parties. Nothing in this Section shall inhibit a party's right
to seek injunctive relief at any time.
(i) Counterparts. This EIS SSLA may be executed in two (2) or more counterparts, each of which
shall be deemed an original and which shall together constitute one agreement.
(j) Relationship. The parties are and shall at all times remain independent contractors in the
performance of this EIS SSLA and the Contract and nothing herein shall be deemed to create a joint
venture, partnership or agency relationship between the parties. Neither party will have the power
to bind the other party or to contract in the name of or create any liability against the other party in
any way for any purpose. Neither party will be responsible for the acts or defaults of the other party
or of those for whom the other party is law responsible.
(k) Allocation of Risk. County acknowledges and agrees that the warranty disclaimer and limitation
of liability contained in this EIS SSLA are fundamental elements of the basis of the bargain between
Contractor and County and set forth an allocation of risk reflected in the fees and payments due
hereunder.
(1) Survival. Upon expiry of this EIS SSLA and provided County has paid all Fees, Section 6 of this SSLA
shall survive and continue conditional upon County's (and all Agency Partners', Agency Task Forces',
and External Users') ongoing compliance with all of the terms and conditions of this EIS SSLA, and all
of the obligations of the County set out in this EIS SSLA shall survive and continue for so long as the
County continues to exercise the license rights granted in Section 6. In addition to the foregoing, the
following sections and articles shall survive the termination or expiration of this EIS SSLA: Sections 1,
Executive Information Services, Inc. Page 17
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
EIS SSLA
4, 5, 7-11, 12(b), 12(c), 12(d), 14, 15, 17-19 and any other provisions which are required to ensure that
the parties fully exercise their rights and obligations hereunder; unless and until waived expressly in
writing by the party to whom they are the benefit.
(m) Waiver. A waiver of a default of any part, term, or provision of this EIS SSLA or failure to enforce
any provision of this EIS SSLA shall not be construed as a waiver of any subsequent default or as a
waiver of the part, term, or provision itself. All waivers must be in writing.
IN WITNESS WHEREOF the parties hereto have caused this EIS SSLA to be executed asiiofthe Effective
Date. DATED this I' day of ftV1 1 2022.
Executive Information Services, Inc.
DocuSigned bly:
�lf,G.olso1&.
UINYM*dson
CFO Executive Information Services
�
D'Aoocusiigneedby;1GII -1•
A02924 648Q
543
Gpregg Mer(ihan
SEVP Executive Information Services
CDocuSigned lty;
BCa80.4-6CK E41 C...
Jeff Pugh
EVP Executive Information Services
SAP COU
Jo&i Gese
Kitsap County Sheriff
DATED this day of Dye► 12022.
2&ck C. V)6\cC , Chair
WIT ESW
' 6� G4A&\,2 Commissioner
Executive Information Services, Inc. Page 18
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
EIS SSLA
Gl�
C9
•,��' CHARLOTTE GARRIDO, Commissioner
ATTEST:
s
Dana Daniels, Clerk of the Board
Executive Information Services, Inc. Page 19
EIS SSLA
��,d�
Acw���
Schedule A
PROJECT DELIVERABLES & SERVICES
Product
The Software and Services are set out below and itemized in the Pricing Proposal Number: 190201 Rev 5
Dated June 7, 2021
Part #
Description
License Level
QuantitV
Law Records Management
RMSSVD
RMS Application Software - Sheriff
Agency
1
RMSSVA
RMS Application Software - Port Orchard PD
Agency
1
RMSSVB
RMS Application Software - Bainbridge Island PD
Agency
1
RMSSVC
RMS Application Software - Bremerton PD
Agency
1
RMSSVA
RMS Application Software - Poulsbo PD
Agency
1
RMSSVAA
RMS Application Software - Suquamish PD
Agency
1
RMS Application Named County Task Force
RMSSVAA
(KCERT, WESTNET)
Agency
1
MATX-
M2 Data Switch — Sheriffs
Instance
1
WACICQ
WACIC Inquiry Adapter
Instance
1
WACICE
WACIC Entry Adapter
Instance
1
INTTRIT
Intergraph (CAD Import - Leads Link)
Instance
1
INTTRITa
Intergraph (CAD Query)
Instance
1
EONQE
EvidenceOnQ Export
Instance
6
SECTORCIT
SECTOR Citation Import Processor
Instance
1
SECTORACC
SECTOR Accident Import Processor
Instance
1
RMSLVS
RMS LiveScan Interface (CrossMatch) CHL
Instance
1
TXTDAT
Text to Data Engine
Instance
1
AAMVDAT
WA DL License Data Map Template (RMS)
Instance
1
AAMVDAT
OR DL License Data Map Template (RMS)
Instance
1
AAMVDAT
CA DL License Data Map Template (RMS)
Instance
1
AAMVDAT
ID DL License Data Map Template (RMS)
Instance
1
AAMVDAT
Federal Military Data Map Template (RMS)
Instance
1
CASMAPC
Map Application Server Software
Instance
1
Jail Management
JMSSVD
JMS Application Software
Agency
1
JMSASP
JMS Public Viewer
Instance
1
JMSPREBOOK
JMS Pre -Booking
Instance
1
JMSLVS
JMS LiveScan Interface (CrossMatch)
Instance
1
JMSCOM
JMS Inmate Phone Initiation Interface (Telmate)
Instance
1
JMSKEF
JMS Inmate Commissary Interface (Keefe)
Instance
1
JMSN-WAC
WACIC Integration Adapter JMS*
Instance
1
JMSNAPCEMR
NaphCare Export Interface
Instance
1
Executive Information Services, Inc. SSLA Schedule
EIS SSLA
Classification System Interface (Compass
JMSNPCOMP NorthPointe)
Instance
1
AAMVDAT
WA DL License Data Map Template (JMS)
Instance
1
AAMVDAT
OR DL License Data Map Template (JMS)
Instance
1
AAMVDAT
CA DL License Data Map Template (JMS)
Instance
1
AAMVDAT
ID DL License Data Map Template (JMS)
Instance
1
AAMVDAT
Federal Military Data Map Template (JMS)
Instance
1
JMSEMUG
Enhanced Mugshot Capture
Agency
1
JMSWLHS
PocketJMS Software
Agency
1
Project
Protect Services - Installation and Technical Services
Part #
Description
Quantity
SRVH1
Project Management & Coordination Services
480
SRVH2
Technical Services
300
SRVH3
On -Site Installation
120
SRVH4
Documentation & Reporting Services
80
SRVH6
System Configuration Services
120
SRVH10
Remote Technical Services
180
SRVH12
System Integration Testing
80
SRVH11
S stem Functional Testing
100
Protect Services in
Part #
Description
Classes
SRVH7
RMS Administration Training
2
SRVH7
RMS User Training
17
SRVH8
JMS Administration Training
1
SRVH9
JMS User Training
8
Project Expenses
- Fixed Rate Protect Basis
_
_ AM
Part #
Description
Quantity
SRV5
Travel & Per Diem
Project
Protect Expenses
- Data Migration
Part #
Description
Quantity
SRVH5
Data Conversion - Intergraph RMS
Project
SRVH5
Data Conversion - Intergraph JMS
Project
Software Sunoort
Part # Description
System Support (12 Months from System Go -Live) - Standard 7X24
Annual support services per support schedule
SUPPA (Schedule B of this SSLA).
Quantity
1
Executive Information Services, Inc. SSLA Schedule
EIS SSLA
Schedule B
Payment Schedule
Contract Software and Professional Services
2nd year support
3rd year support
Total Contract Value:
Payment Schedule
$_1,103,200.00_ USD
$_120,540.00_ USD
$_120,540.00_ USD
$_1,344,280.00_ USD
Hardware:
Software and Services
Due on signing of contract
40%
None in project
Per Milestone
441,280.00
Due on Acceptance of Project Plan
20%
220,640.00
Due on JMS Go -Live
15%
165,480.00
Due on RMS Go -Live
15%
165,480.00
Due at Final Acceptance
10%
110,320.00
1,103,200.00
Support Cost
First Year
2nd Year
3rd Year
4th Year
Sth Year
Included
5 120,540.00
5 120,540.00
5 126,567.00 1
$ 132,895.35
Executive Information Services, Inc. SSLA Schedule
EIS SSLA
Schedule C
Sales Cost Proposal
Executive Information Services, Inc. SSLA Schedule
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
%► - EIS SSLA
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office
Proposal Number: 190201 Rev 5
Address: 614 Division St
Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366
Proposal Expiration Date:
August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us)
Prepared By: A. Missler
Telephone: 360.337.4969
PR SOW: V3 6/7/2021
PS.NET System Components
Software Licensing
Services 2nd
Year Support
$45,000.00
PS.NET RMS Software $300,000.00
Mapping/GIS Software
$14,000.00
$2,100.00
M2 Message Switch
$26,600.00
$3,990.00
WACIC Interface Message Collection
$62,000.00
$9,300.00
RMS Interfaces
$132,000.00
$19,800.00
Jail Management Software - Main Jail
$184,000.00
$27,600.00
Jail Management Interface
$58,400.00
$8,160.00
Jail Management Advanced Imaging Module
$6,600.00
$990.00
Jail Management Wireless JMS Module
$24,000.00
$3,600.00
Installation & Training Services
$245,600.00
Data Conversion - Estimate Intergraph
$50,000.00
$807,600.00
$295,600.00
$120,540.00
SUB -TOTAL $1,103,200.00
FY Support
Included
SW & SER TOTAL $1,103,200.00
$120,540.00
- Pricing does not include applicable state and local tax.
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
Law Enforcement Records Management System Soft.
BASE LAW RMS MODULES
• SYSTEM SECURITY
• MASTER NAME INDEX
• MASTER VEHICLE INDEX
• MASTER PROPERTY INDEX
• MASTER LOCATION INDEX
• PERSONNEL
• INCIDENT
• ACCIDENT
• FIELD CONTACT/INTERVIEW
• PERMITS
-PROPERTY
• REGISTRANTS/PAROLEES
• MAJOR CRIME OFFENDER REGISTRATION
• RESTRAINING ORDERS
• MULTI -MEDIA CATALOG
• QUERY
• REPORTS
Part #
Description
Investment
Quantity
TOTAL
RMSSVD
RMS Application Server Software - Sheriff
$134,000.00
1
$134,000.00
RMSSVA
RMS Application Server Software - Port Orchard PD
$24,000.00
1
$24,000.00
RMSSVB
RMS Application Server Software - Bainbridge Island PD
$38,000.00
1
$38,000.00
RMSSVC
RMS Application Server Software - Bremerton PD
$64,000.00
1
$64,000.00
RMSSVA
RMS Application Server Software - Poulsbo PD
$24,000.00
1
$24,000.00
RMSSVAA
RMS Application Server Software - Sucluamish PD
$16,000.00
1
$16,000.00
RMSSVAA
RMS Application Named County Task Force(s)
Included
1
PS.NET RMS Software $300,000.00
• CASE ASSIGNMENT/TRACKING
• BOOKING
• CITATION
• ARREST/PRE-BOOKING
• WARRANTS
• INCIDENT APPROVAL
• CALLS FOR SERVICE
• CAPITAL EQUIPMENT INVENTORY
• WA IBR COMPLIANT REPORTING
Support - Std SOW Ref. ID
$20,100.00 SFTW1
$3,600.00 SFTW1
$5,700.00 SFTW1
$9,600.00 SFTW1
$3,600.00 SFTW1
$2,400.00 SFTW3
$0.00 SFTW1
$45,000.00
Part # Description Investment Quantity TOTAL Support - Std
MATX- M2 Data Switch - Sheriffs $26,600.00 1 $26,600.00 $3,990.00 SFTW3
WACICQ ** Please review WACIC Key Detail for listing INTER11
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
WACICE ** Please review WACIC Key Detail for listing
Part #
Description
INTTRIT
Intergraph (CAD Import - Leads Link)
INTTRITa
Intergraph (CAD Query)
EONQE
EvidenceOnQ Export
SECTORCIT
SECTOR Citation Import Processor
SECTORACC
SECTOR Accident Import Processor
RMSLVS
RMS LiveScan Interface (CrossMatch) CHL
LInX
LInX
TXTDAT
Text to Data Engine
AAMVDAT
WA DL License Data Map Template (RMS)
AAMVDAT
OR DL License Data Map Template (RMS)
AAMVDAT
CA DL License Data Map Template (RMS)
AAMVDAT
ID DL License Data Map Template (RMS)
AAMVDAT
Federal Military Data Map Template (RMS)
Part # Description
CASMAPC Map Application Server Software*
* Requires appropriate mapping base software and geol-ayer
INTERII
Message Switch $26,600.00
Investment
Quantity
TOTAL
Support - Std
$17,600.00
1
$17,600.00
$2,640.00
INTER9
$5,000.00
1
$5,000.00
$750.00
INTER9a
$6,000.00
6
$36,000.00
$5,400.00
INTER15
$22,000.00
1
$22,000.00
$3,300.00
INTER13
$24,600.00
1
$24,600.00
$3,690.00
INTER12
$5,000.00
1
$5,000.00
$750.00
INTER2
Provided By UnX
INTER10
$8,800.00
1
$8,800.00
$1,320.00
INTER14
$2,600.00
1
$2,600.00
$390.00
INTER14
$2,600.00
1
$2,600.00
$390.00
INTER14
$2,600.00
1
$2,600.00
$390.00
INTER14
$2,600.00
1
$2,600.00
$390.00
INTER14
$2,600.00
1
$2,600.00
$390.00
$19,800.00
INTER14
Interface $132,000.00
Investment Quantity TOTAL Support - Std
$14,000.00 1 $14,000.00 1 $2,100.00 SFTW7
Map Sub -System $14,000.00
Estimated RMS Software Total $472,600.001 $70,890.00
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
Part # Description
JMSSVD JMS Application Software
JMSASP JMS Public Viewer
JMSPREBOOK JMS Pre -Booking
JMSLVS
JMS LiveScan Interface (CrossMatch)
JMSCOM
JMS Inmate Phone Initiation Interface (Telmate)
JMSKEF
JMS Inmate Commissary Interface (Keefe)
SCAAP reporting Interface
SSA Report Interface
VINES - Provided directly by Apriss - NC EIS
JMSN-WAC
WACIC Integration Adapter JMS'
JMSNAPCEMR
NaphCare Export Interface
JMSNPCOMP
Classification System Interface (Compass NorthPointe)
AAMVDAT
WA DL License Data Map Template (JMS)
AAMVDAT
OR DL License Data Map Template (JMS)
AAMVDAT
CA DL License Data Map Template (JMS)
AAMVDAT
ID DL License Data Map Template (JMS)
AAMVDAT
Federal Military Data Map Template (JMS)
Required M2 Switch with WA State interface
Investment
Quaintly
TOTAL
Support - Std SOW Ref. ID
$164,000.00
1
$164,000.00
$24,600.00 SFTW2
$2,000.00
1
$2,000.00
$300.00 SFTW6
$18,000.00
1
$18,000.00
$2,700.00 SFTW4
JMS Base
$184,000.00
$27,600.00
$6,000.00
1
$6,000.00
$900.00
INTERI
$8,000.00
1
$8,000.00
$1,200.00
INTER3
$8,000.00
1
$8,000.00
$1,200.00
INTER4
Included
SFTW2
Included
INTER7
Included
INTER5
$6,000.00
1
$6,000.00
$900.00
INTER11
$8,000.00
1
$8,000.00
$1,200.00
INTER6
$18,400.00
1
$18,400.00
$2,760.00
INTER8
$800.00
1
$800.00
INTERI4
$800.00
1
$800.00
INTERI4
$800.00
1
$800.00
INTERI4
$800.00
1
$800.00
INTERI4
$800.00
1
$800.00
1
1 $8,160.00
INTERI4
JMS Interface $58,400.00
ManagementJI • • Support - Std
JMSEMUG Enhanced Mugshot Capture $6,600.00 1 $6,600.00 $990.00 SFTW2
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
Imaging Components $6,600.00 $990.00
SFTWS
Estimated Jail Software Total $273,000.001 $40,350.00
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
Part # Description
Investment
Quantity
TOTAL
Support - Std
WACICQ WACIC Inquiry Adapter (Includes 7 Standard Keys)
$12,600.00
1
$12,600.00
$1,890.00
INTERII
QA — Stolen Article
inc.
QH - Criminal History record
inc.
QG — Stolen Gun
inc.
QR — Criminal History by SID/FBI#
inc.
QW - WACIC/NICIC Persons file plus WA DOL check
inc.
QV — Stolen Vehicle
inc.
QB — Query Boat
inc.
WACICE WACIC Entry Adapter (Includes 7 Standard Keys + FF)
$24,600.00
1
$24,600.00
$3,690.00
INTERII
EAS — Stolen Article
inc.
EBS - Stolen Boat
inc.
EGS —Stolen Gun
inc.
EME— Missing Person Endangered
inc.
EPO — Protection Orders
inc.
EVS — Stolen Vehicle
inc.
EWF — Wanted Person Felon
inc.
FF - WACIC Pass -through Free form general Key
inc.
WACIC ADD MSG KEYS
QWH - Criminal History plus WACIC/NCIC person files
$1,200.00
1
$1,200.00
$180.00
INTERII
DW - Enter Detainer Warrant
$1,600.00
1
$1,600.00
$240.00
INTERII
RV— DOL VIN/License Inq.
$1,200.00
1
$1,200.00
$180.00
INTERII
DNQ— Query Out of State driver license
$1,200.00
1
$1,200.00
$180.00
INTERII
F/FN/FP - Weapon/Concealed Pistol License file checks
$1,400.00
1
$1,400.00
$210.00
INTERII
- F - DOL Gun Reg
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
- FN - DOL Gun Reg
- FP - DOL Gun Reg
SPO — Notice of Service Protection Order
QPO — Query Protective Order
D — Driver Inquiry
DQG — Regional Drivers Query
EDP — Add State Index NCIS
QWS — Query Wanted State
QI — Criminal History Inquiry
EA / EASN — Enter Stolen Article (Sup to EAS Already Inc.)
EMD - Enter Missing Person Disabled
EMDC— Enter Missing Disable Caution
EMEC - Enter Missing endangered Caution
EMJC - Enter Missing Juvenile Caution
EMO - Enter Missing Other
EMOC - Enter Missing Other Caution
DQI - ?? DQ is typicaly a drivers query, however I cannot find
$1,600.00
1
$1,600.00
$240.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTER11
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,600.00
1
$1,600.00
$240.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$600.00
1
$600.00
$90.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
$1,200.00
1
$1,200.00
$180.00
INTERII
Estimated RMS Software Total $62,000.001 $9,300.00
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office
Address: 614 Division St
Address: Port Orchard, WA 98366
Contact: Diane Rodman (DRodman@co.kitsap.wa.us)
Telephone: 360.337.4969
Proposal Number: 190201 Rev 5
Proposal Modification Date: June 7, 2021
Proposal Expiration Date: August 3, 2021
Prepared By: A. Missler
PR SOW: V3 6/7/2021
Professional
Project Services
- Installation
Part #
Description
Service Fee
SRVH1
Project Management & Coordination Services
$100.00 480
$48,000.00
PO, PP, INS & DEV
SRVH2
Technical Services
$120.00 300
$36,000.00
PO, PP, INS & DEV
SRVH3
On -Site Installation
$120.00 120
$14,400.00
PO, PP, INS & DEV
SRVH4
Documentation & Reporting Services
$90.00 80
$7,200.00
PO, PP, INS & DEV
SRVH6
System Configuration Services
$120.00 120
$14,400.00
PO, PP, INS & DEV
SRVH10
Remote Technical Services
$90.00 180
$16,200.00
PO, PP, INS & DEV
SRVH12
System Integration Testing
$120.00 80
$9,600.00
PO, PP, INS & DEV
SRVH11
System Funtional Testing
$120.00 100
$12,000.00
PO, PP, INS & DEV
Project Services
- Training
Installation Services Total
$157,800.00
Part #
Description
Service Fee Units
SRVH7
RMS Administration Training
$1,400.00 2
$2,800.00
TRN3
SRVH7
RMS User Training
$1,400.00 17
$23,800.00
TRN4
SRVH8
JMS Administration Training
$1,400.00 1
$1,400.00
TRN1
SRVH9
JMS User Training
$1,400.00 8
$11,200.00
TRN2
Project•
Training Services Total
$39,200.00
SRV5
Travel & Per Diem
$48,600.00
AGGR.
Install & Training Expenses Total
$48,600,00
Installation and Training Total
$245,600.00
Training Calculation
Application
RMS (Estimated users)
267 16
17
JMS (Estimated users)
100 12
8
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Agency: Kitsap County Sheriffs Office
Address: 614 Division St
Address: Port Orchard, WA 98366
Contact: Diane Rodman (DRodman@co.kitsap.wa.us)
Telephone: 360.337.4969
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Proposal Number: 190201 Rev 5
Proposal Modification Date: June 7, 2021
Proposal Expiration Date: August 3, 2021
Prepared By: A. Missler
PR SOW: V3 6/7/2021
Any preliminary pricing included in this proposal is merely provided as an estimate of possible cost and to provide
your agency with any overview of how EIS conducts data conversion development. Detailed information, including
a sample of your data output is required regarding your project and database to determine a firm, fixed cost proposal.
SRVH5 Data Conversion - Intergraph RIMS 24,000 DCON 1
SRVH5 Data Conversion - Intergraph JMS 26,000 DCON 2 & 3
SRVH5 Data Conversion Services provided at standard rate of $120.00/hour USD.
"Anticipated conversion data from existing system assuming standard Intergraph systems
EIS Responsibilities
a. Conduct the Data Discovery phase of the project by working with Customer subject matter expert(s) to complete a data field mapping.
b. Develop the conversion code.
C. A conversion is moving data from one system to another according to the data field mapping. EIS is not responsible for scrubbing
or modifying data from the original system. Any data that does not programmatically convert will still be kept in a notes field for historical reference.
d. Provide to the Customer example conversion data in the form of a useable EIS/PS.NET database.
e. Project Manager will assist in the data review with the Customer and define Data Acceptance tests.
f. Redevelop the conversion code as specified by change request during the Review and Sign -Off phase.
Agency Responsibilities
a. Provide conversion databases) to EIS as mutually agreed.
b. Provide subject matter expert(s) who know the data being converted. The subject matter expert(s) will work with EIS during the Data Discovery
and Review and Sign -Off phases.
C. Review the example conversion data and provide change requests or sign -off within thirty (30) business days.
d. After completion, any changes to the data must be made by manual data entry by the Customer or agree to a Change Order.
e. Understand that the Customer owns the data. The data being converted will only be modified to fit the format of the EIS PS.NET system.
f. Provide final Customer conversion database(s) and, if this data conversion is into an existing EIS/PS.NET system, the current PS.NET for the final conversion run.
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Agency: Kitsap County Sheriffs Office
Address: 614 Division St
Address: Port Orchard, WA 98366
Contact: Diane Rodman (DRodman@co.kitsap.wa.us)
Telephone: 360.337.4969
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Proposal Number: 190201 Rev 5
Proposal Modification Date: June 7, 2021
Proposal Expiration Date: August 3, 2021
Prepared By: A. Missler
PR SOW: V3 6/7/2021
System Support Cost Calculations
1. EIS warrants the system software, customizations and services with standard EIS provided tier 1 7X24 warranty
service.
2. EIS will provide the first five (5) years of system support services, calculated at our standard support rate.
and custom interfaces, based the module price for system software on the products licensed by the Agency.
3. Installation, Training and other Professional Services will not be included in the support calculations.
Support Cost
First Year
12nd Year
13rd Year
14th Year
15th Year
Included
I $ 120,540.00
1 $ 120,540.00
1 $ 126,567.00
1 $ 132,895.35
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Executive Information Services, Inc. 1396 NE 20th Ave. Suite 100 - Ocala - FL - 34470 - Phone: (856) 701-6107
Agency: Kitsap County Sheriffs Office Proposal Number: 190201 Rev 5
Address: 614 Division St Proposal Modification Date: June 7, 2021
Address: Port Orchard, WA 98366 Proposal Expiration Date: August 3, 2021
Contact: Diane Rodman (DRodman@co.kitsap.wa.us) Prepared By: A. Missler
Telephone: 360.337.4969 PR SOW: V3 6/7/2021
Notes to Pricing
1. All prices are FOB Destination. Sale prices quoted are exclusive of any state, local, use, or other applicable taxes.
Hardware prices do not include shipping charges which will be added to the invoice.
2. All computing hardware, operating systems, database management systems, facility modifications, communications
circuits, and network components not expressly provided in this proposal are the responsibility of the Agency.
3. Installation includes application software installation on user supplied computing platform, all table configuration,
end -user training, network configuration, and similar activity. Installation also includes general network design
consulting, network configuration, and installation and/or configuration of operating system software; including the
Windows operating system and Microsoft SQL Server database management system.
4. Agency is responsible for insuring that personnel are available and free of regular duty assignments during scheduled
training periods.
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
ATTACHMENT B
Kitsap County Regional JMS and RMS
STATEMENT OF WORK
Version 3 - 6-7-21
TABLE OF CONTENTS
PURPOSE......................................................................................................................................................................4
DELIVERABLESOVERVIEW................................................................................................................................................4
SUBSTITUTEPRODUCTS....................................................................................................................................................7
TRAININGINFORMATION..................................................................................................................................................7
SYSTEMINTERFACES........................................................................................................................................................8
CHANGE CONTROL PROCEDURES.......................................................................................................................................8
CUSTOM/PROJECT SOFTWARE DEVELOPMENT.....................................................................................................................9
OTHERISSUES................................................................................................................................................................9
EXCLUSIONS..................................................................................................................................................................9
PROJECT ORGANIZATION AND MANAGEMENT TASKS.......................................................................................10
TASK PO 1: PROJECT MANAGEMENT...............................................................................................................................
10
TASK PO 2: PROJECT ORGANIZATION MEETING................................................................................................................
12
TASK PO 3: HARDWARE REQUIREMENTS AND SITE PREPARATION..........................................................................................
13
TASK PO 4: DEVELOP PROJECT SCHEDULE DOCUMENT........................................................................................................
14
TASK PO 5: PROJECT DEFINITION AND JMS FUNCTIONAL REVIEW WORKSHOP........................................................................14
TASK PO 6: PROJECT DEFINITION AND RMS FUNCTIONAL REVIEW WORKSHOP.......................................................................15
PROJECTPLAN..................................................................................................................................................17
TASKPP 1: PROJECT PLAN.............................................................................................................................................17
TASK PP 2: ACCEPTANCE TEST PLAN(S)............................................................................................................................
17
HARDWARE AND PLATFORM DELIVERY TASKS...................................................................................................19
TASK HW 1: REVIEW COUNTY PRODUCTION SERVER HARDWARE..........................................................................................19
TASK HW 2: INSTALL THE COUNTY -PROVIDED MICROSOFT SQL SERVER DATABASE INSTANCE....................................................20
TASK HW 3: REVIEW RMS AND JMS TRAINING AND TEST SERVER HARDWARE.......................................................................21
SOFTWARE DELIVERABLE TASKS........................................................................................................................22
TASKSFTW 1: DELIVER RMS........................................................................................................................................22
TASK SFTW 2: DELIVER JMS APPLICATION SOFTWARE.......................................................................................................24
TASK SFTW 3: DELIVER M2 SERVER SOFTWARE................................................................................................................25
TASK SFTW 4: DELIVER JMS PRE -BOOKING SERVER SOFTWARE...........................................................................................26
Kitsap County Regional, WA -- SOW Page 1
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
TASK SFTW 5: DELIVER JMS POCKET JMS SOFTWARE.......................................................................................................26
TASK SFTW 6: DELIVER JMS PUBLIC WEB VIEWER SERVER SOFTWARE.................................................................................27
TASK SFTW 7: DELIVER MAP APPLICATION SOFTWARE.......................................................................................................27
TASK SFTW 8: DELIVER RMS & JMS DOCUMENTATION AND COUNTY SYSTEM DEPLOYMENT DOCUMENTATION ..........................28
INSTALLATION AND CONFIGURATION SERVICES TASKS......................................................................................29
TASK INS 1: CONFIGURE THE COUNTY -PROVIDED MICROSOFT SQL SERVER DATABASE SOFTWARE..............................................29
TASK INS 2: INSTALL AND CONFIGURE JMS AND RMS SOFTWARE ON THE COUNTY -PROVIDED PRODUCTION APPLICATION SERVER(S)
AND DATABASE SERVER(S)..............................................................................................................................................30
TASK INS 3: INSTALL AND CONFIGURE THE JMS PRE -BOOKING APPLICATION..........................................................................31
TASK INS 4: INSTALL AND CONFIGURE THE JMS PUBLIC WEB VIEWER APPLICATION.................................................................32
TASK INS 5: INSTALL M2 SERVER SOFTWARE.....................................................................................................................33
TASK INS 6: INSTALL MAP APPLICATION SERVICES (MAS) SERVER SOFTWARE.........................................................................33
TASK INS 7: CONDUCT RMS SOFTWARE CONFIGURATION WORKSHOP..................................................................................35
TASK INS 8: CONDUCTJMS SOFTWARE CONFIGURATION WORKSHOP...................................................................................36
TASK INS 9: RMS FUNCTIONAL TESTING..........................................................................................................................37
TASK INS 10: JMS FUNCTIONAL TESTING........................................................................................................................37
TASK INS 11: RMS AND JMS SUBSYSTEM INTEGRATION TESTING........................................................................................37
TASK INS 12: INSTALL AND CONFIGURE LICENSED EIS SOFTWARE ON THE COUNTY -PROVIDED TEST/TRAINING SERVERS..................38
PROJECT CONFIGURATION AND DEVELOPMENT TASKS......................................................................................40
TASK DEV 1: JMS SOFTWARE CONFIGURATION SPECIFICS...................................................................................................40
TASK DEV 2: RMS CONFIGURATION SPECIFICS..................................................................................................................41
INTERFACETASKS..............................................................................................................................................43
TASK INTER 1: JMS TO LIVESCAN INTERFACE EXPORT.........................................................................................................44
TASK INTER 2: RMS CHLTO LIVESCAN INTERFACE EXPORT.................................................................................................45
TASK INTER 3: JMS TO TELMATE (INMATE TELEPHONE) INTERFACE.......................................................................................45
TASK INTER 4: JMS TO KEEFE COMMISSARY INTERFACE......................................................................................................46
TASK INTER 5: JMS TO APPRISS (VINE) INTERFACE.........................................................................................................47
TASK INTER 6: JMS TO NAPHCARE INTERFACE..................................................................................................................47
TASK INTER 7: JMS SSA INFORMATION EXPORT................................................................................................................48
TASK INTER 8: NORTHPOINTEJMS INTERFACE...................................................................................................................49
TASK INTER 9: RMS IMPORT INTERFACE OF CAD (CFS) DATA FROM HEXAGON......................................................................49
TASK INTER 9A: RMS INQUIRY INTERFACE........................................................................................................................51
TASKINTER 10: LINX EXPORT.........................................................................................................................................52
TASK INTER 11: WACIC INTERFACE MKE'S.....................................................................................................................52
TASK INTER 12: RMS SUBSYSTEM INTERFACES—RMS IMPORT FROM SECTOR ACCIDENT........................................................55
TASK INTER 13: RMS SUBSYSTEM INTERFACES—RMS IMPORT FROM SECTOR CITATION.........................................................56
Kitsap County Regional, WA -- SOW Page 2
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
TASK INTER 14: DL DATA SCAN TO RMS/JMS NAMES......................................................................................................57
TASK INTER 15: RMS EXPORTTO EVIDENCEONQ(FILEONQ)..............................................................................................58
SOFTWARE CUSTOMIZATION TASKS..................................................................................................................60
DATACONVERSION TASKS................................................................................................................................61
TASK DCON 1: EIS JMS DATA CONVERSION....................................................................................................................61
TASK DCON 2: EIS RMS DATA CONVERSION...................................................................................................................63
TASK DCON 3: JMS MUGSHOT DATA CONVERSION..........................................................................................................65
USERTRAINING.................................................................................................................................................67
TASKTRN 1: JMS ADMINISTRATOR TRAINING ..................................................................................................................67
TASK TRN 2: JMS TECHNICAL AND USER TRAINING............................................................................................................68
TASK TRN 3: RMS ADMINISTRATOR TRAINING..................................................................................................................69
TASK TRN 4: RMS TECHNICAL AND USER TRAINING...........................................................................................................70
CUTOVER TO LIVE OPERATIONS.........................................................................................................................72
TASK GL 1: JAIL PRODUCTION CUTOVER...........................................................................................................................72
TASK GL 2: RMS PRODUCTION CUTOVER.........................................................................................................................73
PROJECT COMPLETION AND SIGN OFF...............................................................................................................74
TASK COM 1: JMS GO -LIVE ACCEPTANCE.......................................................................................................................74
TASK COM 2: RMS GO -LIVE ACCEPTANCE......................................................................................................................74
TASK COM 3: SYSTEM DELIVERY FINAL ACCEPTANCE.........................................................................................................74
EXHIBIT A - CHANGE ORDER FORM (STANDARD)...............................................................................................76
CHANGE ORDER AGREEMENT.........................................................................................................................................76
EXHIBIT B - MINIMUM HARDWARE STANDARDS...............................................................................................78
EXHIBIT C - RACI TEMPLATE...............................................................................................................................79
Kitsap County Regional, WA -- SOW Page 3
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
STATEMENT OF WORK
Kitsap County Regional JMS and RMS
Purpose
The purpose of this document is to define the software and services being provided by EIS Corporation (EIS) to the
Kitsap County Sheriff's Office (KCSO), located in Port Orchard, Washington. Due to the scale and scope of the
project EIS has divided the implementation tasks between the 2 main systems (Jail and Records). The activities
associated with the implementation of each of the major systems have been identified through a set of tasks
itemized within this statement of work. Some tasks within this document combine the required activity to a single
task to satisfy both systems.
The following Statement of Work (SOW) defines the principal activities and responsibilities of all parties for the
implementation of an integrated Jail Management System and Law Enforcement Records Management System to
support Kitsap County and partnering law enforcement agencies (hereinafter called the "County") Jail/Corrections
Management operations and Records Management operations. The system will be composed of the following
primary software components, with the installed software being the latest software release that is available at the
time of installation. Unless otherwise indicated from the context in which it is used, the word "system" will be
used herein to refer to the compilation of the foregoing subsystems, interfaces and ancillary systems.
Deliverables Overview
The Project Task Section of this document lists and defined the project deliverables that EIS will provide.
• Project Organization.
EIS will designate a senior experienced project manager that will be assigned for the duration of the project.
This person provides a direct point of contact for the County. Coordinate and conduct the Project Kickoff
Meeting. Develop and maintain the joint Project Plan including the Responsibility Matrix. Provide frequent
Status Reports as agreed upon by both parties.
1. An EIS Project Manager will be assigned to this project. EIS will designate a senior project
manager for the duration of the project as the direct point of contact for the County.
• Customer Organization Meeting
1. EIS and County project teams meet to further define the project, review the deliverables, County
hardware requirements, and establish an implementation schedule and procedures.
• Project Specification and Implementation Plan
The EIS Project Manager shall manage EIS activities through the EIS Project Plan. The EIS Project Plan shall
describe tasks, estimated duration, task dependencies and estimated completion dates for tasks defined
within the Statement of Work. The EIS Project Plan shall describe the elements and define associated
deliverables and resources.
The EIS Project Manager shall coordinate with the County assigned Project Manager to provide a bi-weekly,
up-to-date EIS Project Plan to maintain and manage the master project schedule including the development of
schedules, determination and assignment of tasks, and schedule adjustments and will be made available for
online viewing.
The initial EIS Project Plan shall be developed in conjunction with the County Project Manager upon project
commencement and shall be submitted for acceptance. The activities that are scheduled to begin between
Kitsap County Regional, WA -- SOW Page 4
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
submission of the initial EIS Project Plan and acceptance thereof shall not be delayed before acceptance of the
initial EIS Project Plan.
1. County and EIS develop and accept a functional Project Plan. The Project Plan will include a
project synopsis, project organization and staffing, overview of deliverables, implementation
schedule, training plan, data conversion plan, and cut -over and live operation plans.
2. The Project Plan is jointly developed by the EIS Project Manager and County Project Manager,
and mutually approved.
It is estimated that the full implementation will be completed within fourteen (14) months from
date of order. Due to the scope, the implementation may be phased to accommodate individual
County schedules and EIS resources.
• System Preparation
1. EIS Professional Services Staff will configure the EIS software on the County provided Windows
computing platform for the production environment as described in accordance with the
deliverables specified within his Statement of Work and provide configuration tasks as specified
in the project plan.
2. EIS Professional Services Staff will configure the EIS software on the County provided Windows
computing platform for the training environment as described in accordance with the
deliverables specified within his Statement of Work and provide configuration tasks as specified
in the project plan.
3. All system hardware, operating systems and other 3rd party components required to support the
EIS software will be provided by the County.
4. EIS deploys contracted interfaces in accordance with the County approved interface
specifications.
5. Complete an initial test data conversion.
• Installation and Configuration
1. Installation and Configuration phase is done on site at the County and consists of a concentrated
functional review workshop, followed by review sessions as specified in the project plan.
2. EIS will install the system and required interfaces on the customer site.
3. EIS will train the designated County system administrators and KCSO Subject Matter Experts
(SME's) in the JMS and RMS system, theory and use.
4. EIS and County staff will configure the initial data tables, workflow, and processes in coordination
with County SME's.
5. Perform Data Conversion Testing. Validate and test data conversion for completeness and
accuracy in accordance with the agreed upon data migration plan.
6. System documentation, including user manuals, application notes, and machine-readable
manuals with rights to reproduce within the agencies.
• Customer Validation and Testing
1. Perform Functional Acceptance Testing. JMS system and RMS system installed and operational
at the County, for an agreed upon period as defined within the contract, providing an
environment for the County to define internal operation policies and validate the system for
operational use.
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2. County will develop any in-house required procedures or policies for operation of the new
system.
3. Complete Configuration Acceptance test with County, live operation transition is scheduled.
• Live Operation
1. EIS arrives on site and completes any required updates.
2. County JMS users are trained on the use of the system and training documents are provided.
3. County RMS users are trained on the use of the system and training documents are provided.
4. Final data conversion is completed, and the system converts to live operation upon the Go/No-
Go review completion.
5. EIS and County project managers complete the acceptance testing and signoffs.
6. EIS provides stabilization support and go -live assistance.
• Hardware
1. Selected Hardware Equipment as specified in Statement of Work, purchase authorizations issued
to and accepted by EIS, or approved contract change order.
2. The Kitsap County project does not include the purchase of any hardware by the county from EIS.
• System Software
1. Jail Management software suite and supporting applications, interfaces and customizations as
listed in this document and in accordance with the detailed responses provided by EIS in
association with the items detailed in the SOW.
■ Pocket JMS software to be installed on County provided wireless hardware.
■ JMS Pre -Booking software.
■ JMS Public Viewer software
2. M2 message switch and interface to the State of Washington WACIC system. This interface will
provide a defined set of integrated inquiry and entry capabilities for the other subsystems.
3. Records Management software suite and supporting applications, interfaces and customizations
as listed in this document and in accordance with the detailed responses provided by EIS in
association with the items detailed in the SOW. RMS Includes agency level use licensing for:
■ Kitsap County Sheriff's Office
■ Port Orchard Police
■ Bainbridge Island Police
■ Bremerton Police
■ Poulsbo Police
■ Suquamish Police
■ WestNet Regional Task Force
■ KCIRT Regional OIS Investigations group
4. Regional Mugshot lineup module through the EIS Hosted application suite has been included.
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5. Civil Management software is not provided. The Kitsap County Sheriffs utilize a Civil management
project provided by Tyler. EIS Civil software is not included. Interface to the existing Tyler Civil
software is not included.
6. Property and Evidence is not provided — The County agencies (Sheriff's office and all PD's)
currently utilize the Evidence on Q products and will continue to do so for the foreseeable future.
EIS Property Management software is not included. Interface to the existing Evidence on Q
software has been included.
• Data Conversion
1. County Intergraph —Jail data migration (Including attached document images)
2. County Intergraph —Jail Mugshot data migration
3. County Intergraph — Records data migration (Included attached document images)
• Interfaces
1. Interfaces to Third Party Systems as Itemized within the interface task elements presented in this
SOW.
• Training Services
1. Training as agreed in the Implementation Plan, within the training hours purchased by the
County.
2. Technical Administrator,
3. End User Administrator,
4. End User
• System Documentation
1. Specified System documentation. EIS will provide system documentation in electronic format
only.
2. JMS Users Guide
3. RMS Users Guide
Additional Project Information
Substitute Products
EIS, Inc. reserves the right, as part of the requirements stated herein, to provide products and services of equal or
better quality, of comparable value and certified for operation with EIS systems that are available at the time of
installation or delivery. These substitutions will be at no additional cost to the County, unless the scope of the
project is modified by change order as defined in the contract. Deviations and changes to this SOW are subject to
mutual agreement between EIS and the County. Any substitutions proposed by EIS must be accepted, in writing, by
the County.
Training Information
The County must provide a training location with a maximum of 20 workstations for training that meet the
minimum hardware requirements for JMS and RMS. The training location must be free of distractions and
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scheduling of staff must be uninterrupted for the duration of the training. County will ensure that a supervisor
level staff member is present during each training who can address County policy and procedure questions that
arise during the training and are not addressed in the use policy document.
The training schedule will be drawn up as part of the Implementation Plan with assistance from the County Project
Manager.
Training assignments will be the responsibility of the County with input from EIS staff on who should be trained on
which modules. The County will be responsible to coordinate County personnel to attend scheduled training
sessions. Training to include:
JMS and RMS End User Administrator Training.
Direct End -User training for designated users of the system within the County.
System documentation, including user manuals, application notes with rights to reproduce within the
agencies.
System Interfaces
Each system interface will be developed and deployed in accordance with the EIS interface specifications accepted
by the County. Once accepted, the development interface specification will be the presiding document and be
incorporated into the contract forthwith. All interfaces are subject to dependencies and are partially reliant on
factors beyond the control of EIS. As such, the deliverable items related to all interfaces are directly dependent on
the availability of external resources (connections to foreign systems, data, and other external components).
System interfacing will be dependent on the system software up and fully running before a successful interface can
be completed by EIS. Delays related to the required dependencies are not the responsibility of EIS.
All interfaces with other products will be completed as quickly as possible, however without the cooperation of the
third -party software vendors, implementation could be delayed. This would not be the responsibility of EIS and
outside the scope of the SOW. County agrees that the installation of the various interfaces on County hardware
that meet the agreed upon specification satisfies the interface requirement regardless of third -party issues and
delays.
Change Control Procedures
Change Requests can be initiated by either party. Using the Change Control Form in Exhibit A of the SOW, the
Receiving Party will review any change requests, conduct an impact analysis, propose alternative approaches, if
any, and advise the Initiating Party of the findings with all associated additional fees and schedule impacts within
fifteen (15) business days of the Receiving Party's receipt of any such Change Control Form. Changes shall be made
as amendments to the Statement of Work and shall set out the nature of the change, the new fee and schedule,
and any other agreed upon services. Amendments shall only be effective when signed by the County and EIS.
The change control form will be developed by EIS for use as required. Once received and reviewed, the receiver
will make a determination as to how to proceed with the request:
a. If the change can be implemented with no substantial change to the scope of the project, the change can
be approved at no charge and forwarded to the EIS Project Manager for implementation.
b. If the change is outside the original design and scope of the project, the change can be approved with an
additional charge (if approved) and forwarded to the EIS Project Manager and County for implementation.
c. Save the change as a future release request (specified date or unspecified date, these requests are not
binding and EIS is not committing to provide such a feature.).
d. Disapprove the change as there is no implementation path supported by the software.
Either EIS or County may request changes to this Statement of Work at any time. Because such changes could
significantly affect the cost, schedule, or other critical aspects of the work being performed, both County and EIS
must approve each change request in writing prior to implementation. The following change control procedure will
be used except as superseded by mutual agreement or other binding procedures:
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1. A "Change Request" (CR) prepared in a form and format acceptable to both County and EIS will be
the vehicle for communicating change.
2. A "Change Request" must describe the requested change, the rationale for the change, and any
anticipated effect or risk the change will have on the contract and/or the work performed under the
contract.
4. County and/or EIS should complete all reviews and officially approve or reject an issued "Change
Request" within Thirty (30) business days of receipt.
5. Resolution of open issues concerning the definition, submission, acceptance, rejection, or
implementation of all Change Requests will occur via resolution process mutually selected by and
agreeable to County and EIS.
Custom/Project Software Development
The project does include software development services specifically related to deliverable components referenced
within this Statement of Work. All development work is performed to modify or enhance existing functions
provided within the EIS application software. All software modifications, enhancements or reports developed as
part of this project are incorporated into the commercial JMS or RMS product licensed from EIS and is fully owned
by EIS. No software modifications, enhancements or reports developed as part of this project shall be construed
as a "Work for Hire".
Other Issues
The County is responsible to provide all hardware and software that conforms to the minimum requirements as
outlined by EIS in SOW Exhibit B - Minimum Hardware/Software Standards.
Exclusions
EIS implementation is limited to EIS software and services only (and any specifically denoted hardware). Any
hardware, communications circuits, system software, or other third -party components not explicitly itemized
herein or on related purchase documents are excluded.
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Project Organization and Management Tasks
Task PO 1: Project Management
Objective: EIS and County assign project managers for the duration of this project.
Task Description:
Both County and EIS will designate a project manager who will direct the efforts and serve as primary point of
contact for the project.
Responsibilities:
EIS will designate a Project Manager who will direct EIS's efforts and serve as the primary point of contact for the
County. The responsibilities of the EIS Project Manager include:
a) Maintain project communications with the County's Project Manager.
b) Manage the efforts of EIS staff and coordinate EIS activities with the County's project manager
for team member taskings.
c) Resolve deviations from the Project Schedule.
d) Monitor the project to ensure that support resources are available as scheduled and as identified
in the project plan.
e) Coordinate and oversee the installation of all licensed EIS/EIS application software.
f) Review and administer agency approved change control procedures through the County's Project
Manager, commonly referenced as a "Change Request" (CR), issued by the EIS Project Manager.
g) Conduct status meetings via teleconference or email with the County's Project Manager and
KCSO, to discuss project status and prepare status reports as necessary.
h) Provide timely responses to issues related to project progress raised by the County's Project
Manager.
i) Working with the County Project Manager, develop and maintain a Project Task List to identify
project tasks and deadlines.
j) Provide copies of the CJIS certifications for EIS staff performing installation, configuration, and
maintenance.
k) — Working with county project manager to identify, manage, and mitigate project risks.
County will designate a Project Manager who will direct the County's efforts and serve as the primary point of
contact for the County. The responsibilities of the County Project Manager include:
a) Maintain project communications with EIS's Project Manager.
b) Identify the efforts required of County staff to meet the County's task requirements and
milestones in the Statement of Work and Project Schedule.
c) Review the preliminary Project Schedule with EIS's Project Manager and assist EIS in developing a
detailed Project Schedule defining the detailed tasks and a schedule of EIS and County
responsibilities.
d) Measure and evaluate progress against the Project Schedule.
e) Monitor the project to ensure that County support resources are available as scheduled.
f) Attend status meetings with EIS's Project Manager.
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g) Provide timely responses to issues related to project progress raised by EIS's Project Manager.
h) Liaison and coordinate with other County agencies, other governmental agencies and the
County's contractors.
i) Review and administer change control procedures, hardware and software certification, and all
related project tasks required to maintain the implementation schedule.
j) Approve payments in a timely manner with KCSO based on the terms defined within the
contract.
k) Ensure that all appropriate County personnel attend and actively participate in all project
activities.
1) Assign one or more personnel who will work with EIS staff as needed for the duration of the
project, including at least one system administrator, one database administrator and a command
staff representative from the KCSO that can make policy decisions.
m) Work with EIS personnel in designing and approving a project task list as mentioned in the EIS
Project Manager Responsibilities.
n) Provide building access to EIS personnel to all facilities where the system is to be installed during
the project. Identification cards should be issued to EIS personnel if required for access to
County facilities. County will confirm that the necessary access is in place 24 hours before the
arrival of EIS staff along with any required County escorts that may be needed. EIS acknowledges
that access to County facilities will be governed by the County's security and access requirements
and will cooperate with the County to ensure EIS staff and any subcontractor personal adhere to
County access standards.
o) Provide adequate workspace for EIS personnel to include desks, chairs, worktables, telephone
with long distance access, color printer access, and DSL or faster internet connections access is
limited to county policy, vendors must adhere.
p) As applicable to EIS's installation, assume responsibility for all fees for licenses and inspections
and for any delays associated with inspections due to the required permits.
q) Provide contact names and telephone numbers for the appropriate agencies.
r) Provide reasonable care to prevent equipment exposure to contaminants that cause damage to
the equipment or interruption of service. Ensure a safe work environment for EIS personnel. If
problems are encountered with hazardous materials, EIS will immediately halt work and the
County will be responsible for the abatement of the problem or EIS and the County will jointly
come to a mutual agreement on an alternative solution. EIS will be excused from timely
performance of its obligations pending such resolution.
s) Provide CJIS certified staff and their EIS owned computers network access to the relevant servers
for purposes of installation, configuration and maintenance.
Dependencies:
Assignment of Project Managers.
Completion Criteria:
This task is considered complete when the County and EIS assign their designated Project Managers.
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Task PO 2: Project Organization Meeting
Objective: Hold Project Organization meeting with designated EIS and County staff.
Task Description: Project Planning and Organization tasks include the establishment of the EIS and County
project managers, project team and the provision of a Project Kickoff/Organization Meeting. This activity also
identifies and communicates specific project tasks to be undertaken by EIS and County. Timeframes will be
established for the development of related project management deliverables under this Statement of Work,
including the Project Plan.
The initial project organization meeting is a facilitated work session designed to establish project organization and
reporting and to set initial parameters on the overall project implementation. A key objective of this meeting is to
provide implementation assistance to County personnel and answer outstanding questions and concerns related
to the project.
The objectives of this task are:
1. To introduce all project participants and review roles of key participants;
2. Review contractual requirements and overall scope of the project;
3. Answer key customer questions and address concerns related to the project;
4. Establish a clear chain of communication, authority, and reporting procedure.
5. Review resource and scheduling requirements;
6. Review and collect interface data;
7. Review the implementation procedures and establish a general timeline for the project to include any
known administrative delays that may affect project implementation;
8. Finalize Hardware Requirements to support the RMS and JMS system;
9. Acquire information sufficient to begin the development of the following project plans;
a. Implementation Plan
b. Responsibility Matrix (RACI)
c. Training Plan
d. Acceptance Test Plan
e. Interface Plan
f. Conversion Plan
g. Production Cut -Over Plan
h. Go -Live and Stabilization Plan
Dependencies:
Executed and accepted contract.
Completion Criteria:
This task is considered complete when the on -site Project Kickoff Session has been held with EIS and County
representatives in attendance.
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Task PO 3: Hardware Requirements and Site Preparation
Objective: Validate and finalize the County's hardware and third -party software requirements.
Task Description:
EIS will verify that County has met all the hardware requirements, operating system requirements, network, access
points and third -party software for the RMS and JMS system. Task will be performed at the project organization
meeting.
Responsibilities:
EIS will:
County will:
a) Verify with County personnel the recommended computer processor(s), operating system
software, third -party software, all associated workstations, printers, communications, and
related components.
b) Verify with the County the network topology and configuration requirements.
c) Prepare a final hardware and operating system software deliverables list (if required), thus
amending Project Deliverables, as appropriate.
d) Pre -plan installation activities with the County.
e) Verify with County the server installation and support processes utilized by the County.
f) Verify the provision of remote access to County servers by EIS installation and Support staff.
a) Provide, upon request, information on existing hardware and operating system software
components and terminal networks, as well as projected utilization statistics and other
information as is reasonably required to validate final hardware requirements.
b) Review the final hardware and operating system software configuration with the EIS project
team.
c) Order hardware as determined and notify EIS as to delivery and installation schedules.
d) Certify the County provided hardware is installed and ready for use as determined in the project
organizational meeting.
Dependencies:
County IT resources, including:
• Network/Network Security
• DBA
• Desktop Support
• Server Support
Completion Criteria:
This task is considered complete when the final hardware and operating system software configuration is complete
and approved by the County and EIS.
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Task PO 4: Develop Project Schedule Document
Objective: Establish and deliver the Project Schedule as a working document.
Task Description:
The objective of this task is to finalize the preliminary Project Schedule. The Project Schedule will be finalized and
mutually agreed upon between the parties.
EIS will:
County will:
a) Review with County personnel the identified implementation tasks, priorities, inter-
dependencies, risks, and other requirements needed to establish the Project Schedule. Ensure
an approved schedule/list of milestones is provided prior to the beginning of next
implementation phase.
b) Prepare the Project Schedule document and deliver the first version of the implementation and
training plan to the County.
c) Review the Project Schedule with County personnel and make changes and/or corrections that
are mutually agreed upon.
d) Assume accountability for all EIS supplied tasks within the Project Schedule.
a) Analyze with EIS project personnel the identified requirements and make such implementation
decisions as are reasonably required to finalize the Project Schedule.
b) Work with EIS staff to finalize the Project Schedule.
c) Notify EIS of any known or anticipated events that may impact the schedule and work with EIS to
revise the implementation plan to accommodate these events.
Dependencies:
Completion of the project organization meeting and review of the County implementation requirements.
Completion Criteria:
This task is considered complete upon the approval of the preliminary project schedule as mutually agreed
between EIS and County.
Task PO 5: Project Definition and JMS Functional Review Workshop
Objective: Review EIS JMS Functional Design and define County Operational Requirements.
Task Description: EIS project staff will meet with County assigned project team members and stakeholders to
provide a project overview to discuss project expectations, and to review intended outcomes as related to the
JMS. The purpose of this task is to review the functional capabilities of the system software and contracted
services to ensure that County personnel understand the conceptual details of the systems and have an
understanding of the systems operational parameters. EIS will discuss the intended use of each provided
operational module with County personnel, define extended system parameters and other information that will be
required to allow EIS to configure the system for installation at the customer site. Review the County operational
procedures and identify any County -specific requirements to meet general system level State Reporting
requirements and other identified system operational requirements. Review data conversion approach.
This workshop provides an overview of the various JMS code tables and the requirements for gathering the data to
build these files. The workshop also provides worksheets and review data import options to populate
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standardized tables. The session provides an overview of options available to County for performing County
specific system tailoring and determining operational system parameters.
Responsibilities:
EIS will:
County will:
a) Review the operational and business requirements of the County.
b) Conduct a review with County of EIS JMS functionality based on current EIS JMS Design
Specifications.
c) Obtain, with County's assistance, state standards and requirements applicable State level
Reporting.
d) Summarize outstanding items and provide a definitive project schedule in an Internal Reference
Specification (IRS). Copies of this will be provided for the County and reviewed with County
management to help ensure that the project is on track and that both parties have a firm
understanding of the overall software configuration objectives.
a) Assign appropriate County personnel to attend the functional review session.
b) County's JMS database administrator will attend the functional review session.
c) Aid EIS in obtaining the state standards and requirements.
d) Provide acceptance of EIS JMS Design specifications and general system reporting specifications.
e) Participate in the review of the EIS JMS functionality, based on the current or proposed EIS
Design Specifications.
f) Collect and provide all system table and validation data values, unless specified otherwise by
mutual agreement.
Dependencies:
1. Deployed EIS JMS Server software to County production machines.
2. Deployed JMS workstation software to workstations to be used during the review session.
Completion Criteria:
This task is considered complete when EIS has provided the on -site JMS Review Workshop session and provided
County with a documented review of EIS JMS functionality, state reporting requirements, and identified
enhancements discovered as part of the workshop as a project software configuration document.
Task PO 6: Project Definition and RMS Functional Review Workshop
Objective: Review EIS RMS Functional Design and define County Operational Requirements.
Task Description: EIS project staff will meet with County assigned project team members and stakeholders to
provide a project overview to discuss project expectations, and to review intended outcomes as related to the
Records Management System (RMS). The purpose of this task is to review the functional capabilities of the system
software and contracted services to ensure that customer County personnel understand the conceptual details of
the systems and have a grasp of the systems operational parameters. EIS will discuss the intended use of each
provided operational module with County personnel, define extended system parameters and other information
that will be required to allow EIS to configure the system for installation at the customer site. Review the County
operational procedures and identify any County -specific requirements to meet general system level State
Reporting requirements and other identified system operational requirements. Review data conversion approach.
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This workshop provides an overview of the various RMS code tables and the requirements for gathering the data
to build these files. Provide worksheets and review data import options to populate standardized tables. The
session provides an overview of options available to County for performing County specific system tailoring and
determining operational system parameters.
Responsibilities:
EIS will:
County will:
a) Review the operational and business requirements of the County.
b) Conduct a review with the County of EIS RMS functionality based on current EIS RMS Design
Specifications.
c) Obtain, with County's assistance, state standards and requirements applicable State level
Reporting.
d) Summarize outstanding items and provide a definitive project schedule in an Internal Reference
Specification (IRS). Copies of this will be provided for the County and reviewed with County
management to help ensure that the project is on track and that both parties have a firm
understanding of the overall software configuration objectives.
a) Assign appropriate County personnel to attend the functional review session.
b) County's RMS database administrator will attend the functional review session.
c) Aid EIS in obtaining the state standards and requirements.
d) Provide acceptance of EIS RMS Design specifications and general system reporting specifications.
e) Participate in the review of the EIS RMS functionality, based on the current or proposed EIS
Design Specifications.
f) Collect and provide all system table and validation data values, unless specified otherwise by
mutual agreement.
Dependencies:
1. Deployed EIS RMS Server software to County production machines.
2. Deployed RMS workstation software to workstations to be used during the review session.
Completion Criteria:
This task is considered complete when EIS has provided the on -site RMS Review Workshop session and provided
County with a documented review of EIS RMS functionality, state reporting requirements, and identified
enhancements discovered as part of the workshop as a project software configuration document.
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Project Plan
Task PP 1: Project Plan
Objective: EIS Project Manager will develop a Project Plan and deliver to the County for approval.
Task Description:
The EIS Project Plan shall describe tasks, estimated duration, task dependencies and estimated completion dates
for tasks defined within the Statement of Work. The EIS Project Plan shall describe the elements and define
associated deliverables and resources. Adjustments to the project plan will be on -going. The EIS Project Manager
will write and submit a detailed Project Plan to the County for approval. The Project Plan will include the
following:
1. A project synopsis with key objectives and goals of the new systems.
2. A reiteration of the project organization and staffing.
3. An abbreviated list of contract deliverables as outlined in this SOW.
4. An initial implementation schedule showing key milestones and installation sequences.
5. A training plan that will lay out the training requirements in hours, schedule, training facilities, and
responsibilities. The actual scheduling of personnel will be done at a date closer to the Training and Live
Operations phase.
6. A data conversion plan.
7. A cut -over plan for go -live operations.
Responsibilities:
EIS Will:
a. The EIS Project Manager will write the Project Plan and deliver to the County Project Manager for review
and approval.
County Will:
a. The County Project Manager along with KCSO will review and approve the Project Plan.
Dependencies:
Completion Criteria:
This task is complete upon acceptance of the initial project plan by the County project manager and KCSO.
Task PP 2: Acceptance Test Plan(s)
Objective: EIS Project Manager will work with the County project team to develop an "Acceptance Test Plan"
and deliver to the County for approval. The successful completion of the Acceptance test plan will constitute
"Final" system acceptance.
Task Description:
The EIS Project Manager assist the County in the development of the system acceptance criteria and the
"Acceptance Test Plan" that will detail the procedures to be utilized for the acceptance tests, test plans will
include:
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a) Installation Acceptance Test Plan — Certification of the initial baseline software deployment.
b) Functional Test Plan — Certification that the system is configured according to deployment specifications,
including County specific configurations and customizations.
c) Data Conversion Acceptance Test Plan — Certification that the data conversion has been completed in
accordance with the data conversion plan.
d) Interface Test Plan — Certification that the deployed interface is operational according the development
and deployment specifications (provided per interface).
Responsibilities:
EIS Will:
a. The EIS Project Manager will assist the County Project Manager and KCSO in the development of the
referenced plans for review and approval.
b. Coordinate all EIS resources as required in the development of the related plans.
County Will:
a. The County Project Manager and KCSO will review and approve the Project Plan.
Dependencies:
Completion Criteria:
This task is considered complete upon mutual acceptance of the written Test Plan by EIS and County project
manager(s).
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Hardware and Platform Delivery Tasks
Task HW 1: Review County Production Server Hardware
Objective: Review and accept the production County provided server configuration as ready to receive
application software.
Task Description:
Objective involves reviewing the server environment provided to ensure appropriate integration with County
network, installation and configuration of appropriate system software, including: Server OS's, Service packs, SQL
database software, MSMQ, .NET frameworks, IIS and other components as specified by EIS installation group.
Access for EIS must be granted by County to attach to provided servers with administrative privileges using EIS
owned computers by EIS CAS certified staff. EIS technical staff will verify the configured components deployed on
servers. Specific tests will be performed to assess component configuration. If components are missing or
improperly configured, EIS installation group will notify County of the deficiency and coordinate with the County a
resolution plan. Due to the nature of the proposed VM deployment module, EIS is unable to address issues related
to systems and configuration below the VM Client OS level.
Responsibilities:
EIS will:
County will:
a) Provide consulting assistance and server requirements for the proposed RMS and JMS system.
Review server configurations, install applications and services and test configuration.
b) Verify and accept server configuration as "Ready for Use".
a) Install and configure the servers into a production environment.
b) Install and configure all Server hardware, OS's, OS Service packs, .NET Frameworks, SQL database
software and other components as specified by EIS installation group.
c) Provide administrative access to EIS installation group.
d) Be available to address and answer questions, modify configurations, and modify security
permissions if required during the installation during business hours unless alternative
arrangements are made and confirmed 24 hours in advance.
Dependencies:
1. County provided server hardware must be installed and configured for use within the County's
network environment.
2. All County provided server -side software is loaded and configured for use.
3. EIS technical/installation group must be granted access to the servers at an administrative level.
4. County IT resource availability, especially if needed during non -business hours
Completion Criteria:
This task is complete when EIS certifies as "Ready to Use" the production server systems provided by the County.
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Task HW 2: Install the County -provided Microsoft SQL Server
Database Instance
Objective: The objective of this task is to install the supporting Microsoft SQL Server Database software
instances for both the test and training servers and certify the Microsoft SQL Server DB configuration as ready to
use.
Task Description:
County IT to install the County -provided Microsoft SQL Server Database software to on County provided database
server hardware. The SQL Server database software will be installed on production and test servers by County IT
utilizing Mixed -Mode access, and full permission rights will be granted to EIS installation personnel. EIS installation
staff will configure the supporting Microsoft SQL Server Database software with the system data tables and
permission set required to support the delivered application software (and specified County configurations), on
the designated County -provided server. EIS will provide database schema and table documentation, installed and
operational active database schema and table generation scripts, and provide certification that the County
database meets EIS requirements.
Responsibilities:
EIS will:
County will:
a) Install the baseline RMS, JMS and other licensed modules database schemas within this
configuration.
b) Test the initial operation of the baseline database subsystem and provide a status report to the
County's project manager upon completion.
c) Provide written certification of successful installation.
a. Install and configure designated database server hardware on County's network (Hardware).
b. Provide access to County -provided hardware components to EIS installers. County provided
hardware and/or software must meet EIS recommended specifications and configuration.
c. Be available to address and answer questions, modify configurations, and modify security and
permissions if required during the installation.
d. Develop a standard backup routine of the SQL database with EIS staff. Test and implement.
Completion Criteria:
This task will be completed upon the installation and configuration of the Microsoft SQL Server Database software
on the database server and certified by EIS as ready to use as indicated in the implementation plan and accepted
by the County.
NOTES:
All required network protocol connectivity, firewalls and web services required to attach the workstations and
other system servers to the SQL Server database must be provided by the County and must be operational prior to
onsite installation by the EIS/EIS technicians.
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Task HW 3: Review RMS and JMS Training and Test Server Hardware
Objective: Review and accept the training/test level, County provided server configuration as ready to
receive application software. As part of the project EIS will install an isolated test/training
instance of the system software on county provided servers.
Task Description:
The training/test servers must mirror the system software environment deployed to the production servers.
Objective involves reviewing the training/testing server environment provided to ensure appropriate integration
with County network, installation and configuration of appropriate system software, including: Server OS's, Service
packs, SQL database software, MSMQ, .NET frameworks, IIS and other components as specified by EIS installation
group.
Access for EIS must be granted and systems verified in the same manner as Task HW1.
Responsibilities: Same as Task HW1
Dependencies: Same as Task HW1
Completion Criteria:
This task is considered complete when EIS certifies as "Ready to Use" the test/training server systems provided by
the County.
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Software Deliverable Tasks
Task SFTW 1: Deliver RMS
Objective: Deliver standard release RMS Server software, RMS Workstation software and RMS supporting
Software, including applicable RMS software licenses, as purchased by the County and specified
in the Contract.
Task Description:
Complete the delivery of standard release RMS server software, the RMS Workstation Application software, and all
applicable RMS and supporting software licenses as indicated in the Contract. This includes all software
components (media), including applicable documentation (electronic software manuals) as listed in the purchase
contract.
RMS Modules include the following. (Review specific task detailed in this document for configuration
and modifications to be developed)
Master Indexes
EIS Standard, general release, RMS system index with search application for MNI (Master Name Index)
and MVI (Master vehicle Index). Included administrative Index management application.
Case Management and Investigations
EIS to provide standard, general release, case management application.
Pawn Module
EIS to provide standard, general release, system module. No electronic pawn submissions currently
accepted by the SO.
Property and Evidence
Will not be utilized by the County
Incident Reporting
Provide standard, general release, incident management application supporting Washington State IBR
data standards with workflow configuration to be determined in configuration workshops.
Mobile Report writing capabilities to be provided via full workstation deployment to the mobile
workstations, requiring high speed connection to the central server over County provided Wireless
service. The application has minimum hardware and software requirement as detailed in the
requirements document.
Accidents
EIS will provide standard, general release, accident report display capability. The County will be utilizing
the current Washington State SECTOR Accident reporting system. The provided Accident module will be
utilized to view and provide inquiry (display) capabilities for the accident reports imported into the
County RMS from the SECTOR accident reporting system. The County will utilize the accident module for
inquiry only, as no accident reports will be entered directly into the RMS.
Citations
EIS to provide standard, general release, system module and will support criminal citations and parking
citations. Module will be initially populated by citation entry directly into the module's user interface and
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via the SECTOR citation import. Field level citation entry will be performed within the County's existing
SECTOR system
Permits
EIS to provide standard, general release, permit module.
Weapons Permits
EIS to provide standard, general release, system module.
Registrants and Parolees
EIS to provide standard, general release, system module.
Restraining and Protection Orders
EIS to provide standard, general release, system module.
Warrants
EIS to provide standard, general release, system module.
Field Interviews Module
EIS to provide standard, general release, FI module.
WA-IBRS Reporting
EIS to provide Washington standard, general release, WA-IBRS reporting module and edit checks. EIS to
provide WSP IBR submission capability as currently deployed within the State of Washington.
Personnel
EIS to provide standard, general release, Personnel management module.
Asset Management
EIS to provide standard, general release, asset management module.
Civil Process Management
Not provided as part of this agreement.
Responsibilities:
EIS will:
County will:
a) Deliver all software components, including applicable documentation (software manuals), as
listed in the contract.
a) Accept software delivery and acknowledge receipt of EIS provided components.
Completion Criteria:
This task will be completed when the RMS software distribution set and third -party software components as listed
in the contract, are delivered to the County at the location specified in the contract and accepted by the County as
defined in the acceptance plan.
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Task SFTW 2: Deliver JMS Application Software
Objective: Deliver standard release JMS Server software, JMS Workstation software and JMS supporting
Software, including applicable JMS software licenses, as purchased by the County and specified
in the Contract. JMS will be provided as a single production instance, supporting the Adult
Correctional Facility, and a single test/training instance.
Task Description:
Complete the delivery of standard release JMS server software, the JMS Workstation Application software, and all
applicable JMS and supporting software licenses as indicated in the Contract. This includes all software
components (media), including applicable documentation (electronic software manuals) as listed in the purchase
contract.
JMS Modules include the following. (Review specific task detailed in this document for configuration
and modifications to be developed)
Master Inmate Management (JMS Master Inmate)
Standard, general release, JMS system master inmate management application
Booking
General booking process forms.
Inmate Property
General release, inmate property modules.
Jail Incident Reporting
Standard, general release, jail incident management.
Jail Housing
Standard, general release, jail housing management.
Inmate Classification/Assessment
Standard, general release, inmate classification/assessment.
Inmate Sentencing
Standard, general release, inmate sentencing.
Jail Log
Standard, general release, jail Log.
Inmate Movement
Standard, general release, inmate movement.
Inmate Meal Restrictions
Standard, general release, inmate meal restrictions.
Inmate Release
Standard, general release, inmate release.
Inmate Schedule
Standard, general release, inmate schedule.
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Inmate Transport
Standard, general release, inmate transport.
Jail Reporting
Standard, general release, jail reporting module.
Inmate Visitation
Provide standard, general release, inmate visitation module.
Professional Visitation
Provide standard, general release, professional visitation module
Inmate Mugshot
Provide standard, general release, advanced mugshot module.
Inmate Lineup
Provide standard, general release, inmate lineup module.
Responsibilities:
EIS will:
a) Deliver all software components, including applicable documentation (software manuals), as
listed in the contract.
County will:
a) Accept software delivery and acknowledge receipt of EIS provided components.
Completion Criteria:
This task will be completed when the JMS software distribution set and third -party software components as listed
in the contract, are delivered to the County at the location specified in the contract and accepted by the County as
defined in the acceptance plan.
Task SFTW 3: Deliver M2 Server software
Objective: EIS will deliver the primary M2 software modules on standard exchange media. This includes all
software components (media and software license) including applicable documentation
(software manuals). The M2 software service will be provided with the multi -agency data
exchange adapter.
Task Description:
M2 operates as the system message switch and is utilized in support of system interfaces, including WACIC.
Deliver M2 Server software, WACIC Adapter software, JMS-M2 interface, RMS-M2 interface and supporting
Software required to connect to the M2 message switch, including applicable M2 software licenses, as purchased
by the County and specified in the Contract. The included multi -agency data exchange adapter allows data query
and records viewing capabilities between EIS sites.
Responsibilities:
EIS will:
a) Deliver all software components including applicable documentation (software manuals), as
listed in the contract.
County will:
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a) Accept software delivery and acknowledge receipt of EIS provided components.
Completion Criteria:
This task will be completed when M2 software distribution set and third -party software components as listed in
the contract, are delivered to the County at the location specified in the contract.
Notes:
M2 is a general communication data switch utilized throughout the RMS and JMS system. M2 will be deployed to
support an interfaced node supporting a direct connection to the State for WACIC /NCIC traffic. Specific WACIC
interface components are listed in the "WACIC interface description contained in the interface section of this
SOW. WACIC broadcast and general notification services will not be provided through the M2 interface.
Configuration and use of the multi -agency data exchange adapter requires agreement between County and each
participating exchange site and is not a contract deliverable but available option should County and other EIS
agencies agree to link systems.
Task SFTW 4: Deliver JMS Pre -Booking Server Software
Objective: Deliver JMS Pre -Booking Server software licenses as purchased by the County and specified in
the contract on standard exchange media.
Task Description:
Complete the delivery of standard JMS Pre -Booking server software as indicated in the contract delivered to the
County as the arresting agencies specified in the contract.
Responsibilities:
EIS will:
County will:
a) Deliver all software components including applicable documentation (software manuals) as listed
in the contract.
a) Accept software delivery and acknowledge receipt of EIS provided components.
Completion Criteria:
This task will be completed when JMS Pre- Booking software distribution set as listed in the contract, are delivered
to the County at the location specified in the contract.
Task SFTW 5: Deliver JMS Pocket JMS Software
Objective: Deliver JMS Pocket JMS software licenses for use on County selected iOS and Android based
wireless devices, as purchased by the County and specified in the Contract on standard exchange media.
Task Description:
Complete the delivery of standard JMS Pocket JMS software distribution sets as indicated in the contract delivered
to the County at the location specified in the contract. This includes all software components (media and software
license) including applicable documentation (software manuals).
Responsibilities:
EIS will:
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County will:
a) Deliver all software components including applicable documentation (software manuals), as
listed in Contract.
a) Accept software delivery and acknowledge receipt of EIS provided components.
Dependencies:
1. Sufficient wireless 802.11 connectivity throughout the designated operational area.
Completion Criteria:
This task will be completed when JMS Pocket JMS software distribution set as listed in the contract, are delivered
to the County at the location specified in the contract.
Task SFTW 6: Deliver JMS Public Web Viewer Server Software
Objective: Deliver JMS Public Web Viewer Server software licenses as purchased by the County and
specified in the contract on standard exchange media.
Task Description:
Complete the delivery of JMS Public Web Viewer server software as indicated in the contract delivered to the
County as specified in the contract. Provide standard, general release, inmate Public Web Viewer (to be hosted on
County provided Web Server).
Responsibilities:
EIS will:
County will:
a) Deliver all software components including applicable documentation (software manuals) as listed
in the contract.
a) Accept software delivery and acknowledge receipt of EIS provided components.
Completion Criteria:
This task will be completed when JMS Public Web Viewer software distribution set as listed in the contract, are
delivered to the County at the location specified in the contract.
Task SFTW 7: Deliver Map Application Software
Objective: Deliver EIS/Mapping sub -system software and supporting GIS (ESRI) engine, as purchased by the
County and specified in the contract. County will provide applicable map data to be used within the system.
Task Description:
Provide the standard version of the EIS /Advanced Mapping application on the County -provided application
software along with purchased third party mapping support components as listed in the contract. EIS installation
staff will install and configure the supporting EIS /Advanced Mapping software with the appropriate configuration
options and permission set required to support the delivered EIS application software, on the designated County -
provided server.
County is fully responsible to provide suitable map data to be utilized within the provided mapping software.
Responsibilities:
EIS will:
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County will:
a) Provide Server Installation files for EIS /Advanced Mapping
b) Provide purchased third party software components.
a) Accept software delivery and acknowledge receipt of EIS provided components.
Completion Criteria:
This task will be completed when EIS /Advanced Mapping software distribution set as listed in contract, are
delivered to the County at the location specified in the contract.
Task SFTW 8: Deliver RMS & JMS Documentation and County System
Deployment Documentation
Objective: Prepare and deliver documentation relating to the deployment of the RMS and JMS
Workstations including the workstation build and field deployment procedures and any site specific administrative
or end user documentation specified in the project or training plan.
Task Description:
The delivery includes providing Configuration manuals, Reference manuals, Training materials, and System
Administration documents in an electronic form by loading into the software, not in printed form or on portable
media.
Documentation Includes:
• Records Management Users Guide
• Pocket JMS Users Supplement
• Any other document specified in the project plan.
Responsibilities:
EIS will:
a. Deliver deployment instructions, guides, manuals, and related documents in electronic form as specified
in the implementation plan.
County will:
a. Review and accept the standard RMS and JMS documents (described above) submitted by EIS.
Completion Criteria:
This task will be completed once EIS has prepared and delivered to the County the System Deployment document
specified above along with other documentation specified in the final project plan.
Installation and Configuration Services
Note: EIS will normally install the RMS and JMS software remotely through monitored access using County VPN
prior to on -site configuration. The initial installation will be to production level servers and will include the
approximation of NCIC and state required code table values. EIS will additionally provide a first cut data
conversion including the RMS and JMS data migrated from the legacy systems for initial evaluation. EIS will then
schedule an Installation/Configuration Workshop or series of workshops to install final system components,
conduct system administrator training, configure the system, verify initial data conversion, and verify system
operation. Test and Training instances will be set up at the conclusion of production configuration and activated
on the designated test/training platform. County will be responsible to provide all system hardware unless
specifically noted in the Contract or this Statement of Work.
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Installation and Configuration Services Tasks
Task INS 1: Configure the County -provided Microsoft SQL Server
Database software
Objective: Configure the County -provided supporting Microsoft SQL Server Database software on the
production and test/training server, load RMS, JMS and supporting database schemas and certify the Microsoft
SQL Server DB configuration as ready to use.
Task Description:
EIS installation staff will configure the supporting Microsoft SQL Server Database software with the system data
tables and permission set required to support the delivered application software (and specified County
configurations), on the designated County -provided server
Responsibilities:
EIS will:
County will:
a) Install the baseline JMS, RMS and other licensed modules database schemas within this
configuration.
b) Test the initial operation of the baseline database subsystem and provide a status report to the
County's project manager upon completion.
c) Provide written certification of successful installation.
a) Install and configure designated database server hardware on County's network (Hardware).
b) Provide access to County -provided hardware/server components to EIS installers. County
provided hardware and/or software must meet EIS recommended specifications and
configuration.
c) Be available during business hours unless arranged and confirmed 24 hours in advance to
address an answer questions, modify configurations, and modify security and permissions if
required during the installation.
d) Develop, test and implement a standard backup routine of the SQL database with EIS staff.
Dependencies:
1. Access to County provided database server(s) as a DB administrator.
Completion Criteria:
This task will be completed upon the installation and configuration of the Microsoft SQL Server Database software
on the database server and certified by EIS as ready to use as indicated in the implementation plan and accepted
by County.
NOTES:
All required network protocol connectivity, firewalls and web services required to attach the workstations and
other system servers to the SQL Server database must be provided by the County and must be operational prior to
onsite installation by the EIS technicians.
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Task INS 2: Install and Configure JMS and RMS Software on the
County -provided Production application server(s) and database
server(s).
Objective: The objective of this task is to install and configure the baseline JMS and RMS application
software and licenses on the designated County -provided servers as designated in the implementation plan in
accordance with the finalized system configuration. Deliver and test the primary JMS and RMS software modules
on the equipment installed/provided by the County at County facility.
Task Description:
Task includes:
a. The configuration of the JMS and RMS Server software installed on the Database and Application
server(s) to conform to the baseline JMS and RMS operational parameters (not including County
specific configurations and customizations).
b. The configuration of the JMS workstation application(s) software installed on Application server
to conform to the baseline JMS operational parameters (not including County specific
configurations and customizations).
c. The configuration of the RMS workstation application(s) software installed on Application server
to conform to the baseline RMS operational parameters (not including County specific
configurations and customizations).
d. Baseline Washington State code tables.
e. Baseline WA-IBR/NIBR code tables.
f. Deployment of a standard JMS workstation installation/distribution set.
g. Deployment of a standard RMS workstation installation/distribution set.
h. Deployment of a standard supporting workstation installation/distribution set as noted in the
project plan.
Responsibilities:
EIS will:
County will:
a) Install and test, with the County's assistance, the licensed JMS and RMS software.
b) Provide the County with the training necessary to prepare County personnel with the ability to
deploy the JMS client software on additional workstations.
c) Provide the County with the training necessary to prepare County personnel with the ability to
deploy the RMS client software on additional workstations.
d) Test the initial operation of the baseline JMS and RMS system and supporting subsystems.
e) Certify that the configuration is complete and ready to use.
f) Provide deployment instructions and data communication settings required to deploy
workstation software.
a) Perform site and hardware preparation as described and certify that servers are ready to receive
application software.
b) Ensure all County provided hardware meets minimum required specifications.
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c) Ensure all required network protocol connectivity, firewalls and web services required to attach
the JMS and RMS application to the SQL Server database, are provided by the County and
certified as operational prior to on -site installation by the EIS technicians.
d) Deploy the JMS and RMS software either over the network or with the assistance of EIS staff to
all desired workstations.
e) Review system configuration and report any discrepancies to EIS installation staff within 5 days
of EIS certification.
Completion Criteria:
This task will be completed upon the installation and configuration of an operational JMS and RMS baseline
application software on County provided JMS servers (Production servers) and the delivery of a standard software
workstation deployment set that is acceptable by County as defined in the acceptance plan.
Task INS 3: Install and Configure the JMS Pre -Booking Application
Objective: Install Pre -Booking software and provided supporting software required to collect Pre -Booking
inmate Information via the ASP.MVC based web application, as purchased by the County and specified in the
contract.
Task Description:
EIS will install and test the Pre -Booking software modules on the County provided equipment at County facility.
The Pre -Booking application will support the generation of officer -based booking commitments including inmate
demographic, arrest, charges, property and detainer declarative statement within a browser environment. The
objective of this task is to install, and configure the baseline JMS Pre -Booking application software, on the
designated County -provided IIS server as designated in the implementation plan in accordance with the finalized
system configuration. Deliver and test the primary EIS JMS Pre -Booking software modules on the equipment
installed/provided by the County at County facility.
Task includes:
a. The configuration of the JMS Pre -Booking web software installed on the designated server to
conform to the baseline JMS Pre -Booking (not including County specific configurations).
Responsibilities:
EIS will:
County will:
a) Install and test, with the County's assistance, the licensed JMS Pre -Booking software to a
standard IIS environment provided by the County
b) Test the initial operation of the baseline JMS Pre -Booking system.
c) Certify that the configuration is complete and ready to use.
a) Provide a configured instance of IIS on desired server to host the pre -booking application.
b) Ensure all County provided hardware meets minimum required specifications.
c) Ensure all required network protocol connectivity, firewalls and web services required to attach
the JMS Pre -Booking application to the SQL Server database are provided by the County and be
operational prior to onsite installation by the EIS technicians.
d) Review system configuration and report any discrepancies to EIS Installation staff within 5 days
of EIS certification.
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Completion Criteria:
This task will be completed upon the installation and configuration of an operational JMS Pre -Booking baseline
application software on County provided JMS servers (Production IIS servers) as defined in the acceptance plan.
Task INS 4: Install and Configure the JMS Public Web Viewer
Application
Objective: Install Public Web Viewer software to the County provided IIS webserver, as purchased by the
County and specified in the contract.
Task Description:
EIS will install and test the EIS JMS Public Web Viewer software modules on the County provided equipment at
County facility. The JMS Public Web Viewer application will support the publication of an agency defined subset of
jail inmate information, including inmate demographic, arrest and charge data within a browser environment. The
objective of this task is to install and configure the baseline JMS Public Web Viewer application software, on the
designated County -provided IIS server as designated in the implementation plan in accordance with the finalized
system configuration.
Task includes:
a. The configuration of the JMS Pre -Booking web software installed on the designated server to
conform to the baseline JMS Pre -Booking (not including County specific configurations).
Responsibilities:
EIS will:
County will:
a) Install and test, with the County's assistance, the licensed JMS Public Web Viewer software to a
standard IIS environment provided by the County
b) Certify that the configuration is complete and ready to use.
a) Provide a configured instance of IIS on desired server to host the JMS Public Web Viewer
application (This is a public access application and may require special agency access control
configurations to be provided by the County).
b) Ensure all County provided hardware meets minimum required specifications.
c) Ensure all required network protocol connectivity, firewalls and web services required to attach
the JMS Pre -Booking application to the SQL Server database are provided by the County and be
operational prior to onsite installation by the EIS technicians.
d) Review system configuration and report any discrepancies to EIS Installation staff within 5 days
of EIS certification.
Completion Criteria:
This task will be completed upon the installation and configuration of an operational JMS Public Web Viewer
baseline application software on County provided JMS servers (Public Access Web Server) as defined in the
acceptance plan.
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Task INS 5: Install M2 Server software
Objective: M2 operates as the internal system message switch and is utilized in support of system
interfaces, including WACIC/NCIC. Install M2 Server software, JMS-M2 interface and JMS supporting Software
required to connect to the M2 message switch, RMS-M2 interface and RMS supporting Software required to
connect to the M2 message switch including applicable M2 software licenses, as purchased by the County and
specified in the Contract.
Task Description:
EIS will install and test the primary M2 software modules on the application server equipment installed/provided
by the County at County facility. Task includes the installation of the M2 software to the County provided
application server and configuration to communicate with the JMS and RMS SQL Database.
Responsibilities:
EIS will:
County will:
a) Install all M2 software components including applicable documentation (software manuals) as
listed in the contract.
b) Install base M2 software applications and configure to County environment.
c) Configure switch queues and transaction configurations.
d) Test installation of M2 and certify that the M2 subsystem has been successfully installed and
prepared to receive County specific message templates.
a) Provide appropriate hardware and operating platform to support the M2 application on the
system application server.
b) Be responsible for application for new WACIC mnemonics as required to meet County access
needs.
c) Be available to address an answer questions, modify configurations, and modify security and
permissions if required during the installation.
d) Acknowledge receipt of EIS provided components.
Dependencies:
1. Access to the County provided application server.
Completion Criteria:
This task will be completed M2 software distribution set and third -party software components as listed in the
contract are installed on the County provided application server and certified as "Ready to Use" by EIS installation
personnel and verified as operational by County as defined in the acceptance plan.
Task INS 6: Install Map Application Services (MAS) Server software
Objective: Map Application Services (MAS) provides the underlying geo-verification engine within the RMS.
Install MAS Server software as purchased by the County and specified in the Contract.
Task Description:
EIS will install and test the standard release MAS software module on the application server equipment
installed/provided by the County at County facility. Task includes the installation of the MAS software to the
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County provided application server and configuration to communicate with the RMS location verification request.
MAS provides the verification engine only, and does require the deployment of County provided ESRI map data in
compliance with EIS map data specifications.
Responsibilities:
EIS will:
County will:
a) Install MAS software components.
b) Configure switch queues and transaction configurations.
c) Load County provided ESRI Map data files (Shape and attribute data) to the MAS service engine.
d) Test installation of MAS application and certify that the MAS subsystem has been successfully
installed, County Map data successfully deployed and that the MAS service is capable of
processing standard location requests.
a) Provide appropriate hardware and operating platform to support the MAS application on the
system application server.
b) Provide properly formatted and configured ESRI Map data per EIS specifications.
c) Be available to address an answer questions, modify configurations and map data, and modify
security and permissions if required during the installation.
d) Acknowledge receipt of EIS provided components.
Dependencies:
1. Access to the County provided application server.
Completion Criteria:
This task will be completed when the MAS software as listed in the contract are installed on the County provided
application server and certified as "Ready to Use" by EIS installation personnel and verified as operational by
County as defined in the acceptance plan.
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Task INS 7: Conduct RMS Software Configuration Workshop
Objective:
As part of the implementation phase of the project EIS will conduct a configuration administrative workshop with
the County designated system administrative personnel. This workshop may be provided as a multi -day on -site set
of meetings, or via remote sessions over multiple sessions — to be determined by the EIS and County project
managers. This workshop provides an overview of the various RMS code tables and the requirements for
gathering the data to build these files. Provide worksheets and review data import options to populate
standardized tables. The session provides an overview of options available to the County for performing County
specific system tailoring and determining operational system parameters.
Task Description:
EIS will meet with County personnel to provide information on the data elements that must be collected by the
County prior to conducting the RMS System Administrator Training. EIS will review with associated County
personnel the configuration options available.
Responsibilities:
EIS will:
County will:
a) Provide the EIS standard software implementation workbook.
b) Conduct a functional overview of software functionality.
c) Review with County personnel the specific RMS application functionality and code tables for
which information must be collected to configure the system.
d) Describe/demonstrate certain functionality that can be parameterized to meet the County's
operations and assist County personnel with making appropriate configuration decisions.
e) Review the ability to populate the system with existing data from either County provided
external data sources or through the data conversion efforts from the historic system.
a) Assign appropriate County personnel to attend the configuration workshop.
b) Identify the County's RMS database administrator and assign them to attend the software
configuration workshop.
c) Identify data sources for all system code tables and other County operational parameters.
d) Collect and provide all system table and validation data values, unless specified otherwise by
mutual agreement.
Dependencies:
1. Completion of the system functional review.
2. Deployed RMS software to County production machines.
Deployed RMS workstation software to workstations to be utilized by during the review session.
Completion Criteria:
This task is considered complete when EIS has concluded the RMS software configuration workshop and identified
to the County the configurable options for the RMS application.
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Task INS 8: Conduct JMS Software Configuration Workshop
Objective:
Conduct an Installation/Configuration workshop with the County Project Team to install, conduct system
administrator training, configure, and verify the Software components.
Task Description:
Software Configuration and County administrator training is normally conducted in a designated workshop at the
County or through a series of remote workshop sessions. A single workshop is preferred and is normally one week.
The purpose of this workshop is to ensure all systems and components are installed, assist the County with
configuring JMS code tables, and system administrator training to selected County personnel that will
administrator the JMS system. This workshop is not intended for live operation. The identified system
administrators will validate the operation of the system and the initial data conversion.
At the end of this workshop, the key County staff should be familiar with the use and configuration of the system.
Key County staff should be able to complete security setup, table maintenance, and other end -user configuration
tasks necessary for live operation.
Responsibilities:
EIS will:
County will:
a) Ensure all JMS components are installed and functioning properly.
b) Train selected County system administrators and other key staff in the theory, use, and
configuration of the system.
c) Review with County project team the specific JMS application functionality and code tables for
which information must be collected to configure the system and assist the County with
configuration.
d) Assist County with testing and validating data conversion for completeness and accuracy.
e) Provide County with a workshop schedule in advance of the workshop.
a) Identify JMS system administrators and key project personnel to attend the workshop and insure
their availability.
b) Identify data sources for all system code tables and other County operational parameters.
c) System administrators to become comfortable and familiar with JMS system administration,
table configuration, system security, workflow, and operational principles.
Dependencies:
1. Completion of the system functional review.
2. Deployed JMS software to County production machines.
Deployed JMS workstation software to workstations to be utilized by during the review session.
Completion Criteria:
This task is considered complete when EIS has concluded the JMS configuration workshop and identified to the
County the configurable options for the JMS application.
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Task INS 9: RMS Functional Testing
Objective: Perform functional tests of RMS.
Task Description:
Demonstrate the applicable functions and features of RMS as defined in the RMS Acceptance Test Plan.
Responsibilities:
EIS will:
a) Utilize the RMS Acceptance Test Plan as a guideline for all functional tests.
County will:
a) Generate test data files needed for functional testing.
Completion Criteria:
This task is considered complete when RMS has been demonstrated to operate in accordance with the Acceptance
Test Plan and County verifies the testing has successfully passed all the guidelines.
Task INS 10: JMS Functional Testing
Objective: Perform functional tests of JMS.
Task Description:
Demonstrate the applicable functions and features of JMS as defined in the JMS Acceptance Test Plan.
Responsibilities:
EIS will:
a) Utilize the JMS Acceptance Test Plan as a guideline for all functional tests.
County will:
a) Generate test data files needed for functional testing.
Completion Criteria:
This task is considered complete when JMS has been demonstrated to operate in accordance with the Acceptance
Test Plan and County verifies the testing has successfully passed all the guidelines.
Task INS 11: RMS and JMS Subsystem Integration Testing
Objective: Perform integration testing of installed RMS and JMS subsystems and interfaces as indicated in
the implementation plan to be delivered prior to production cutover.
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Task Description:
Review and test (to the extent possible) all internal and external interfaces to ensure that the subsystem operates
as defined in the RMS or JMS standard documents and interface control documents. County staff will conduct the
integration testing of the overall System.
Responsibilities:
EIS will:
a. Certify the interfaces as ready for integration testing.
b. Demonstrate all inter -system communications between installed subsystems and between external
systems, according to the interface standard documents and interface control documents.
c. Assist the County in testing each interface.
d. Review any discrepancies that are identified by the County.
e. Provide software or document corrections as needed to correct the discrepancies prior to RMS and JMS
Final Certification.
f. Certify RMS and JMS for production operation.
County will:
a. County will provide and verify that all network connections, connection points and access to interface
endpoints are provide and accessible between the EIS interface component and the external system in
accordance with the approved standard document and interface control documents.
Identify in writing each discrepancy between subsystem functionality and the RMS standard
documentation and interface control documents.
c. Work with EIS to identify the type of correction needed to ensure that each subsystem conforms to the
RMS standard documents and interface control documents.
Completion Criteria:
This task is considered complete when the internal and external interfaces and other EIS licensed software have
been demonstrated according to the standard RMS and JMS documents and interface control documents.
Any discrepancies discovered following the completion of this task will be corrected prior to RMS and JMS Final
Certification. As a part of this task, EIS will certify RMS and JMS as ready for production operation and verified
operational by County as defined in the Acceptance Test Plan.
Task INS 12: Install and Configure Licensed EIS Software on the
County -provided Test/Training servers.
Objective: The objective of this task is to install and configure the baseline JMS and RMS application
software and licenses on the designated County provided Test/Training servers as designated in the
implementation plan in accordance with the finalized system configuration. Deliver and test the primary JMS and
RMS software modules on the equipment installed/provided by the County. The test instance(s) will be configured
to provide an independent version of the core JMS and RMS software for test and training purposes. The instance
will be fully isolated from the production environment and will not be able to support extended system functions
and interfaces to 3rd party systems.
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Task Description:
Task includes:
a. Deployment of a standard JMS and RMS server instances.
b. Deployment of a standard supporting workstation installation/distribution set as noted in the
project plan.
Responsibilities:
EIS will:
County will:
a) Install and test, with the County's assistance, the licensed JMS and RMS software to the
designated test/training servers.
b) Provide the County with the training necessary to prepare County personnel with the ability to
deploy the JMS and RMS client software
c) Test the initial operation of the baseline JMS and RMS training Instances.
d) Certify that the configuration is complete and ready to use.
e) Provide deployment instructions and data communication settings required to deploy
workstation software.
a) Perform site and hardware preparation as described and certify that Test/Training Servers are
ready to receive application software.
b) Ensure all County provided hardware meets minimum required specifications.
c) Ensure all required network protocol connectivity, firewalls and web services required to attach
the RMS and JMS applications to the SQL Server database, are provided by the County and
certified as operational prior to onsite installation by the EIS technicians.
d) Deploy the JMS and RMS software either over the network or with the assistance of EIS staff to
all desired training workstations.
e) Review system configuration and report any discrepancies to EIS Installation staff within 5 days
of EIS certification.
Completion Criteria:
This task will be completed upon the installation and configuration of an operational JMS and RMS baseline
application software on County provided JMS servers (Test/Training servers) and the delivery of a standard
software workstation deployment set that is acceptable by County as defined in the acceptance plan.
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System Preparation
Project Configuration and Development Tasks
Task Dev 1: JMS Software Configuration Specifics
Objective: EIS to provide configuration/modifications to the core JMS product as part of the deployment to
meet County operational objectives.
Task Description:
EIS will provide the following system configuration/customizations to the core JMS product as already discussed
with County. As part of the installation activities, EIS will work with the County to develop a final system
configuration/customization specification. All modifications will be incorporated into the base JMS product.
JMS Configuration Functions:
1. Definition of the County workflow via the module tree presented within the primary
JMS system.
2. Definition of the required/desired intake/booking validation rule indicators provided on
the inmate booking complete screen.
3. Definition of the required/desired release validation rule indicators provided on the
inmate release screen.
4. Configure inmate release dashboard/listing to include the County required release data
clearance elements within the current feature set of the application. Configure release
dashboard to display select subset (up to 8) of validation rule compliance indicator
(Pass/Fail) within the current supported system ability.
5. Configure inmate Booking/Intake dashboard/listing to include the County required
booking validation elements within the current feature set of the application. Configure
Booking dashboard to display select subset (up to 8) of validation rule compliance
indicator (Pass/Fail) within the current supported system ability.
6. Configure property intake receipt supporting capture of electronic signature in
accordance with County defined inmate receipting output.
7. Configure Washing standard sentence calculation parameters in accordance with WA
statutory guidelines. Configure and deploy initial sentence calculation tool within the
sentence screen. Calculation will include sentence parameters associated with the
charge and apply the good time and other standard calculated values in accordance with
State of Washington Standards.
8. Deploy bail statement report to reflect County's bail grouping and value calculation
protocol.
9. Configure specific data fields within the charge screen to capture and track County
billing information on a per charge basis.
10. Configure inmate classification questionnaires and risk assessment responses within the
current configuration options.
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JMS Customization Tasks:
11. Provide up to 10 customized SSRS reports within the JMS.
12. Provide a Kitsap County specific Billing report, to include the agency specific custody
billing parameters including daily rate and daily rate assignment defined by the County.
Responsibilities:
EIS will:
a. Provide the above configuration changes.
County will:
a. Review and accept above listed configuration/development changes.
b. Provide clear and concise configuration directives to EIS Project manager.
c. Identify in writing each discrepancy between subsystem functionality and the provided EIS
configuration/programming documentation.
Dependencies:
1. County acceptance of EIS provided configuration/development changes.
Completion Criteria:
This task is considered complete when the JMS configuration and development enhancements have been
deployed to the County production instance of the JMS and accepted by the County.
Task Dev 2: RMS Configuration Specifics
Objective: EIS to provide configuration/modifications to the core RMS product as part of the deployment to
meet County operational objectives.
Task Description:
EIS will provide the following system configuration/customizations to the core RMS product as already discussed
with County. As part of the installation activities, EIS will work with the County to develop a final system
configuration/customization specification. All modifications will be incorporated into the base RMS product.
RMS Configuration Functions:
1. Definition and configuration of the County RMS workflow within the primary RMS
system.
2. Configure the RMS report workflow to preserve the supervisory annotated review PDF
through the review and approval process so that the annotated copy can be viewed
by subsequent supervisors. The software will remove the annotated copy in the
report approval function.
3. Configure State reporting segment to support WA-IBRS data collection and validation.
4. Provide County specific weapons permit ID Card format designed supporting the
aspect ratio required by County provided ID card printer.
RMS Customization Tasks:
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5. Provide up to 10 customized SSRS reports within the RMS.
EIS will:
a. Provide the above configuration changes.
County will:
a. Review and accept above listed configuration/development changes.
b. Provide clear and concise configuration directives to EIS Project manager.
c. Identify in writing each discrepancy between subsystem functionality and the provided EIS
configuration/programming documentation.
Dependencies:
1. County acceptance of EIS provided configuration/development changes.
Completion Criteria:
This task is considered complete when the RMS configuration and development enhancements have been
deployed to the County production instance of the RMS and accepted by the County.
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Interface Tasks
All system interfaces will be developed and deployed in accordance with the EIS interface specifications accepted
by the County. Once accepted, the development interface specification will be the final document and be
incorporated into the contract forthwith. All interfaces are subject to dependencies and are partially reliant on
factors beyond the control of EIS. As such, the deliverable items related to all interfaces are directly dependent on
the availability of external resources (connections to foreign systems, data, and other external components). EIS
interface will be installed; however, EIS has no control over other vendors and their timeline/ability to bring their
side of the interface operational. Delays related to the required dependencies are not the responsibility of EIS.
All interfaces with other products will be completed as quickly as possible, however without the cooperation of the
third -party software vendors, implementation could be delayed. This would not be the responsibility of EIS and
outside the scope of the SOW.
In the event current vendors change between execution of the contract to implementation phase, a change order
will be required for the new interface. While EIS will attempt to use existing interfaces for new requirements, if
possible, EIS reserves the right to require additional cost for interface changes post contract
EIS will develop the following agreed upon interfaces as part of this project. The responsibilities for
each interface incorporate the following supporting activities from each party:
General Responsibilities
EIS:
County:
a) Develop interface development specification detailing interface for County Acceptance.
b) Develop software service/application that functions in accordance with the Interface
Development Specification.
c) Certify to the County that the interface is ready for integration testing.
d) Assist the County in testing the vendor interface.
e) Review any discrepancies that are identified by the County.
f) Provide software or documentation corrections as needed to correct the discrepancies prior to
EIS Final Certification.
g) Certify EIS delivered interface for production operation.
a) Provide, on request, currently existing information, record layouts and documents necessary to
establish interfaces with all local and remote systems and facilities at least ninety (90) days prior
to interface installation.
b) Review and accept the EIS provided interface programming specification in accordance with
contract specifications.
c) Assume responsibility for any modifications or additions to any existing or non -EIS supplied
systems required to enable them to support the interfaces, as defined in the Functional System
Description, Change List, and interface control documents.
d) Provide and install all communications lines and equipment according to the contract
documents.
e) Provide all required liaison support with the vendors/agencies and EIS project management
required to support the interfaces.
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f) Ensure that necessary certifications, approvals and other related issues will be completed by the
County at least ninety (90) calendar days prior to scheduled interface work.
g) Ensure that the necessary technical support is made available for installation, testing and
demonstration of the interfaces.
h) Conduct test procedures and verify all inter -system communications between installed EIS
systems and non -EIS systems to ensure conformance with the approved standard document and
interface control documents.
i) Identify in writing each discrepancy between subsystem functionality and the provided EIS
interface documentation and interface control documents.
j) Work with EIS to identify the type of correction needed to ensure that each subsystem conforms
to the EIS standard documents and interface control documents.
Task Inter 1: JMS to Livescan Interface Export
Objective: Implement an export of JMS inmate data from the JMS to the Crossmatch Livescan device
housed in the jail booking/intake area. Provide a one-way data transfer of inmate demographic,
arrest and charge data, and booking photos from the JMS to the County's existing Crossmatch
Livescan system. Interface will be provided for the adult jail.
Task Description:
The County is seeking to minimize duplication of data entry into the JMS across multiple systems. The interface
provides a uni-directional push of inmate demographic and arrest data to the Livescan system.
EIS has proposed to deploy the existing EIS JMS/Crossmatch Export interface that has been quoted for this project.
That interface will be implemented for this project. In the event that changes are required to that interface a
change order and possible fee will be included to cover the change to the proposed interface.
Please note that it is the County's responsibility to coordinate/contract with Livescan vendor to ensure that the
interface service is available and ready for use. All costs (if any) associated with the provision of the interface from
the Livescan vendor (Crossmatch) will be the sole responsibility of the County. An EIS development specification
detailing the interface will be provided to the County for acceptance prior to the deployment of the EIS interface
component.
Responsibilities
EIS:
a) Deploy the EIS JMS/Livescan interface.
b) Assist the County in testing the Livescan interface.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Network Access to the required transaction point on the County Network.
Completion Criteria:
This task is complete when the system interface is functioning as described above and accepted by County in
accordance with the system acceptance test.
Note: EIS will not sub -contract development work on behalf of Livescan.
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Task Inter 2: RMS CHL to Livescan Interface Export
Objective: Installation of an Interface between Livescan and the EIS RMS CHL module. Provide a data transfer
export of applicant demographic and descriptive data from the RMS CHL module to the County's existing Livescan
system.
Task Description:
The County is seeking to minimize duplication of data entry into the RMS across multiple systems. The interface is
a one-way push of applicant demographic and descriptive data from RMS CHL module to the existing CrossMatch
Livescan system. The Livescan system will then hold the data until the fingerprints have been captured for the
applicant.
EIS has proposed to deploy the existing EIS JMS/Crossmatch Export interface that has been quoted for this project.
That interface will be implemented for this project. In the event that changes are required to that interface a
change order and possible fee will be included to cover the change to the proposed interface.
Please note that it is the County's responsibility to coordinate/contract with Livescan to ensure that the interface
service is available and ready for use. All costs (if any) associated with the provision of the interface from Livescan
will be the sole responsibility of the County. An EIS development specification detailing the interface will be
provided to the County for acceptance prior to the deployment of the EIS interface component.
EIS:
a) Deploy the EIS RMS CHL/Livescan interface.
b) Assist the County in testing the Livescan interface.
Dependencies:
1. Network Access to the required transaction point on the County Network.
Completion Criteria:
This task is complete when the system interface is functioning as described above and accepted by the County in
accordance with the system acceptance test.
Note: EIS will not sub -contract development work on behalf of Crossmatch or other Livescan provider.
Task Inter 3: JMS to Telmate (Inmate Telephone) Interface
Objective: Provide a scheduled data transfer export package to Inmate phone system that includes the
demographic and housing location information for all inmates currently active within the County
jail.
Task Description:
County is seeking to minimize duplication of data entry into the JMS across multiple systems. The interface is a
one-way push of inmate and inmate housing location data to the Inmate phone system. The exported JMS data
will be utilized by Telmate for the purpose of managing inmate telephone accounts within the jail.
The data export package will be formatted to conform to the existing data export standards currently utilized
between EIS and the Telmate Inmate phone system. The interface can be set to operate on a County defined
interval during installation. EIS will receive no acknowledgement returned from the Inmate phone system as part
of this transaction. An EIS development specification detailing the interface will be provided to the County for
acceptance prior to the deployment of the EIS interface component.
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EIS has proposed to deploy the existing EIS JMS/telemat Export interface that has been quoted for this project.
That interface will be implemented for this project. In the event that changes are required to that interface a
change order and possible fee will be included to cover the change to the proposed interface.
Please note that it is the County's responsibility to coordinate/contract with Inmate phone system vendor to
ensure that the interface service is available and ready for use. All costs (if any) associated with the provision of
the interface from Inmate phone system vendor will be the sole responsibility of the County.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
Current Interface specification reflecting expected data format and transaction control protocol from the
Inmate phone system vendor.
3. Network Access to the required transaction/interchange point via the County Network.
Completion Criteria:
This task is considered complete when the system interface can extract the inmate data as designated in the
development specification and writing the properly formatted export data to the designated transaction FTP
location.
EIS will not sub -contract development work on behalf of the Inmate phone system vendor.
Task Inter 4: JMS to Keefe Commissary Interface
Objective: Provide a scheduled data transfer export package to the existing Keefe commissary system that
includes the demographic, housing location and LOP (Loss of Privilege) indicator for all inmates currently active
within the County jail.
Task Description:
Keefe is the current inmate commissary and inmate accounting vendor, and the County is seeking to minimize
duplication of data entry into the JMS across multiple systems by having data entered into the JMS transferred to
the Keefe system. The interface is a one-way push of inmate and inmate housing location data to the Keefe
system.
The data export package will be formatted to conform to the data export standards currently provided by EIS
related to Keefe. The interface can be set to operate on County defined interval during installation or on a
specified triggering event. EIS will receive no acknowledgement returned from Keefe as part of this transaction.
An EIS development specification detailing the interface will be provided to the County for acceptance prior to the
deployment of the EIS interface component.
EIS has proposed to deploy the existing EIS JMS/keefe Export interface that has been quoted for this project. That
interface will be implemented for this project. In the event that changes are required to that interface a change
order and possible fee will be included to cover the change to the proposed interface.
Please note that it is the County's responsibility to coordinate/contract with Keefe to ensure that the interface
service is available and ready for use. All costs (if any) associated with the provision of the interface from Keefe
will be the sole responsibility of the County
EIS will:
a) Deploy existing Keefe export interface.
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County will:
a) Coordinate installation with Keefe representative.
b) Manage responsibilities as enumerated in the general "Interface Task" section of the SOW.
c) Ensure interface dependencies have been addressed.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Current Interface specification detailing the existing EIS- commissary interface.
3. Network Access to the required transaction/interchange point via the County Network.
Completion Criteria:
This task is considered complete when the system interface can extract the inmate data as designated in the
development specification and writing the properly formatted export data to the designated transaction point via
the County network.
Note: EIS will not sub -contract development work on behalf of Commissary.
Task Inter 5: JMS to APPRISS (VINE) Interface
Objective: Appriss provides a one-way extraction of jail data directly from the active EIS JMS database via a
direct connection to production database or via managed database view. No interface activity required by EIS.
Task Description:
None.
Additional Responsibilities:
EIS will:
County will:
a) None
a) Coordinate installation with Appriss representative.
b) Manage responsibilities as enumerated in the general "Interface Task" section of the SOW.
c) Ensure interface dependencies have been addressed.
Dependencies:
1. Network Access to the EIS JMS database (ODBC) for the Appriss provided extraction service via the County
Network.
Completion Criteria:
No work is performed by EIS as part of this interface. All processes and interface software is provided directly from
Appriss. Interface will be formally acknowledged as complete by County in accordance with the system
acceptance test.
Task Inter 6: JMS to NaphCare Interface
Objective: Provide a data transfer export package to the NaphCare system that includes the demographic,
housing location and relevant inmate information for each active inmate active in the jail at the transaction.
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Task Description:
NaphCare is the current inmate medical provider (System) within the County jail. The interface is intended to
provide a subset of inmate data entered into the JMS to the NaphCare system. The interface is a one-way push of
inmate (to include the inmate's frontal facial image file) and inmate housing location data to the NaphCare
system. The interface is intended to update the NaphCare system when the inmate is activated within the JMS,
when a housing location change occurs and when the inmate is released from custody. There is no HIPPA data
exchanged.
EIS has proposed to deploy the existing EIS JMS/Naphacare Export interface that has been quoted for this project.
That interface will be implemented for this project. In the event that changes are required to that interface a
change order and possible fee will be included to cover the change to the proposed interface.
An EIS development specification detailing the interface will be provided to the County for acceptance prior to the
commencement of interface programming.
Please note that the initial interface scope has been derived from information provided by the County during
requirement statements contained in the original RFP. It is the County's responsibility to coordinate/contract with
NaphCare to ensure that the interface service is available and ready for use. All costs (if any) associated with the
provision of the interface from NaphCare will be the sole responsibility of the County.
EIS will:
County will:
a) Deploy NaphCare export interface.
a) Coordinate installation with NaphCare representative.
b) Manage responsibilities as enumerated in the general "Interface Task" section of the SOW.
c) Ensure interface dependencies have been addressed.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Current Interface specification reflecting expected data format and transaction control protocol from
County for NaphCare interface.
3. Network Access to the required transaction/interchange point via the County's Network.
Completion Criteria:
This task is considered complete when the system interface is capable of extracting the inmate data as designated
in the development specification and writing the properly formatted export data to the designated transaction
point via the County network or service entry point defined in the interface specification.
Interface will be formally acknowledged as complete by County in accordance with the system acceptance test.
Note: EIS will not sub -contract development work on behalf of NaphCare.
Task Inter 7: JMS SSA information Export
Objective: Provide JMS standard export function designed to generate a properly formatted SSA data
package containing inmates incarcerated within the jail during the user specified data range.
Task Description:
EIS will deploy the standard SSA export function accessible within the JMS management utilities.
EIS will:
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County will:
a) Standard SSA report export to local file.
a) None
Dependencies:
1. County acceptance of EIS provided interface/export specification.
Completion Criteria:
This task is considered complete when the system export process is capable of extracting the JMS current inmate
custody information based on the user provided date range criteria from the JMS, prepare a properly formatted
data file in accordance with the file specification and successfully write the data file to a local hard drive.
Task Inter 8: Northpointe JMS Interface
Objective: Provide a bi-directional interface between the JMS and the Northpointe Compass inmate's
classification system. The interface will pass specific inmate data to the Northpointe classification system and
receive from Northpointe the inmate's classification.
Task Description:
Northpointe is the current inmate classifications system utilized by the jail. The purpose of the interface is to
provide a defined set of inmate data to Northpointe to commence the classification activity so as to alleviate the
duplicate entry of inmate data into the Northpointe system, and to receive the classification information from
Northpointe upon conclusion of the classification activity.
EIS has proposed to deploy the existing EIS JMS/Northpoint Export interface that has been quoted for this project.
That interface will be implemented for this project. In the event that changes are required to that interface a
change order and possible fee will be included to cover the change to the proposed interface.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Current Interface specification reflecting expected data format and transaction control protocol from
County or Northpointe related to the Compass version of Northpointe.
3. Network Access to the required transaction/interchange point via the County Network.
Completion Criteria:
This task is considered complete when the system interface is capable calling the Northpointe application from
within the JMS, and the posting to the inmate's classification record the results returned from Northpointe.
Interface will be formally acknowledged as complete by County in accordance with the system acceptance test.
Note: EIS will not sub -contract development work on behalf of Northpointe.
Task Inter 9: RMS Import Interface of CAD (CFS) Data From Hexagon
Objective: EIS will develop a data import processor that will monitor a file location for properly formatted
XML data files provided by Hexagon via the Hexagon CADLink service/application, and import the
data into the EIS US (Calls For Service Module) for storage. The EIS RMS entry program will be
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configured to pull CAD data from the RMS CFS module as a data entry "Import" option when
users are entering a new report into the RMS.
Task Description:
The objective of the interface is to import a subset of CAD event information created within the Hexagon
Dispatching solution into the Kitsap County RMS system to provide 1) the ability for users authoring
reports to import the CAD data into the report as part of initial report data entry, and 2) maintain a copy
of the basic CAD event data within the RMS CFS module for agency access through the RMS inquiry and
reporting tools.
EIS will develop a data import processor that will monitor a commonly accessible shared directory (or
other agreed upon file share location) on the County's network for a properly formatted and named XML
data file provided by the Hexagon CADLink export service. When the EIS import process identifies a data
file, the process will open the data file, extract the portions of data suitable for import into the RMS CFS
data tables and insert the CAD event information into the production EIS CFS data tables. The processor
will evaluate the imported data to determine the following processing directives:
1. The CFS data represents a new CAD event, determined by the unique CAD event # assigned
by Hexagon, and will create a new event record in the EIS RMS CFS data table(s).
2. The CFS data represents and update to an existing CFS record in the EIS RMS CFS data tables,
and will update the existing CFS data contained in the RMS.
Upon completion of a successful import, the EIS data import processor will remove the xml data file from
the process directory. The import processor will import data contained within the Hexagon CADLink XML
files as presented, and will not modify, translate or alter the provided values, unless a data type
conversion is required to confirm to the EIS RMS CFS standards. The EIS processor will only import CAD
data provided by Hexagon that has a direct one-to-one mapping to data fields contained in the EIS RMS
CFS data structures. Data received from Hexagon that is inconsistent with RMS CFS data structures will be
omitted from import. EIS makes no guarantee that the entire set of data provided would be available
within the CFS data structures.
Please note that it is the County's responsibility to coordinate/contract with Hexagon to ensure that the
CADLink interface service is available and ready for use. All costs (if any) associated with the provision of
the interface from Hexagon will be the sole responsibility of the County. A development specification will
be prepared and submitted to the County for approval prior to commencing development work on the
interface. The development specification will be based on a detailed analysis of the data provided by
Hexagon and will define the interface processing directives to be incorporated in the final interface
deliverable. The development specification may deviate from the descriptions and representations
defined in this Statement of Work interface deliverable. Once approved by the County the EIS
development specification will constitute the contract deliverable. If Hexagon or any third party modifies
the data schema, exchange locations, or data values defined and accepted in the development
specification, EIS bears no responsibility related to the impact on the proposed interface.
Additional Responsibilities:
County will:
a. Provide, on request, currently existing Information, record layouts, sample CAD data files and
documents necessary to establish interfaces with all local and remote systems and facilities at least
ninety (90) days prior to interface installation.
b. Review and approve the EIS interface development specification.
c. Contract with Hexagon or other 3rd party for the CAD export portion of the interface.
d. Ensure a sufficient OLEDB connection and access permissions are available to the EIS process to
maintain a connection to the remote Intergraph database.
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Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Provision of properly formatted XML CAD data from the Hexagon Dispatching system to the CAD data
share point.
3. Network Access to the required CAD data share point via the County Network.
Completion Criteria:
This task is considered complete when the EIS developed process is capable of loading the available CAD event
data from the formal Hexagon provided XML data file into the to the RMS CFS module, as defined in the county
approved development specification and acceptance plan. Interface will be formally acknowledged as complete by
County in accordance with the system acceptance test.
Task Inter 9a: RMS Inquiry Interface
Objective: Provide existing EIS RMS query service API to provide a controlled mechanism supporting RMS
index inquiry capabilities from external applications. The API component provides a standardized
web service interface supporting remote inquiry into the RMS specifically supporting general
index queries of names, vehicles, articles and firearms via mobile systems, computer aided
dispatch systems and various other user facing systems.
Task Description:
EIS will publish the existing RMS inquiry API currently utilized to query the RMS master indexes for names, vehicles,
articles and firearms information contained within the RMS/JMS. The RMS inquiry service is constructed to
support a standardized web service method via Microsoft IIS server using TCP/IP protocol using web services
interoperability (WSI) basic profile protocol for the purpose of receiving inquiry requests from external systems.
Users will enter person, vehicle, firearm or article information such as license plates, VIN, names into the third
party system (Hexagon CAD) which will be used by the V party vendor to formulate a structured query request
submitted to the EIS API web service based on the appropriate item type. The EIS interface will process the query
and return a summary text response to the requesting application via the web service method return value. The
return can be processed as needed by the requesting system and/or displayed directly to the user by the third
party.
The API supports 4 query entity types, including;
Person Query
Vehicle Query
Firearms Query
Article Query
Each query entity type contains a specific set of query values that can be included in the query request from the
initiation application.
On receipt of a properly formatted entity inquiry request the service will perform a database search of the RMS
Master Indexes' based on the requested entity type (Name, vehicle, property) and using the search parameters
provided within the initiating query request. The RMS API service returns summary information related to the
queried data in a text based fashion 80 characters wide, and included general descriptive data, known alerts and a
summary listing of agency involvement. Data returns are generated and provided to the requesting application as
structured text data return, not as a structured data collection, similar in presentation to a standard WACIC/NLETS
return.
Please note that the proposed interface is an existing API program currently in operation at other EIS sites. The
calling applications will need to conform to the published interface specifications as provided by EIS and associated
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with the development specification. All costs (if any) associated with the provision of the interface from Hexagon
will be the sole responsibility of the County.
Additional Responsibilities:
County will:
Provide, on request, currently existing Information, record layouts, sample CAD database files and
documents necessary to establish interfaces with all local and remote systems and facilities at least
ninety (90) days prior to interface installation.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Network Access to the web service endpoint accessible to the remote (calling) application/service.
Completion Criteria:
This task is considered complete when the EIS RMS inquiry API has been deployed to the County provided hosting
server and is available to receive properly formatted query requests and return a data response from the RMS
master index dataset.
Task Inter 10: UnX Export
Objective: Provide access to data contained within the RMS to the Northrop -Grumman LinX system.
Task Description: In the current implementation, LinX directly extracts data from the EIS RMS via an OLEDB
connection from a LinX provided interface service. It is the anticipation of EIS that the existing interface would be
employed by LinX and would be structured as a uni-lateral interface provided by Northrup -Grumman. As such no
specific deliverable task is required by EIS to support the LinX extraction. No specific software deliverables or work
product proposed to be provided by EIS.
Dependencies:
1. Network Access to the required transaction/interchange point via the County Network for LinX process.
2. Database access permissions for LinX Process.
Completion Criteria:
None.
Task Inter 11: WACIC Interface MKE's
Objective: Provide WACIC/NCIC software adapter within the M2 data switch and supporting a defined set of
message keys (MKE's), used for specified transactions associated with WACIC through the State of Washington's
data switch. EIS will add the defined set of message keys to the WACIC interface process and provide data masks
within the RMS and JMS client so supported the related transactions. EIS will provide the existing EIS RMS/JMS
WACIC functions.
Provided message keys will be associated with entity records contained within the related system, and include a
defined sub -set of WACIC transactions. Keys will be embedded within the entity forms (Persons, vehicles and
property) and provide return routing to the initiating user.
Task Description:
EIS will provide the following existing message keys, additional message keys are available for purchase.
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1. The following WACIC Message Keys will be supported within the RMS interface (P? designation
indicates target deliverable phase):
a. Inquiry
i. QA — Stolen Article
ii. QH - Criminal History record
iii.
QG — Stolen Gun
iv.
QR — Criminal History by SID/FBI#
v.
QW - WACIC/NICIC Persons file plus WA DOL check
vi.
QV — Stolen Vehicle
vii.
QB — Query Boat
viii.
QWH - Criminal History plus WACIC/NCIC person files
ix.
DW - WACIC/NICIC Persons file plus WA DOL check
x.
RV— WA Stolen Vehicle/Plate plus Registration
xi.
DNQ— Query Out of State driver license
xii.
QWH - Criminal History plus WACIC/NCIC person files
xiii.
RV— DOL VIN/License Inq.
xiv.
DNQ — Query Out of State driver license
xv.
F/FN/FP - Weapon/Concealed Pistol License file checks
xvi.
- F - DOL Gun Reg
xvii.
- FIN - DOL Gun Reg
xviii.
- FP - DOL Gun Reg
xix.
QPO — Query Protective Order
xx.
D — Driver Inquiry
xxi.
DQG — Regional Drivers Query
xxii.
QWS — Query Wanted State
xxiii.
QI — Criminal History Inquiry
xxiv.
DQ - Driver's license query.
b. Entry
i.
EAS — Stolen Article
ii.
EBS - Stolen Boat
iii.
EGS— Stolen Gun
iv.
EME — Missing Person Endangered
a. Req Supp Data entry-4 (SMT, AKA, OLN, SOC)
V.
EPO — Protection Orders —
a. Req Supp Data entry — 4 (SMT, AKA, OLN, SOC)
vi.
EVS — Stolen Vehicle
vii.
EWF — Wanted Person Felon
a. Req Supp Data entry - 4 (SMT, AKA, OLN, SOC)
viii.
EA / EASN — Enter Stolen Article (Sup to EAS Already Inc.)
ix.
EMD - Enter Missing Person Disabled
X.
EMDC — Enter Missing Disable Caution
A.
EMEC - Enter Missing endangered Caution
xii.
EMJC - Enter Missing Juvenile Caution
xiii.
EMO - Enter Missing Other
xiv.
EMOC - Enter Missing Other Caution
xv.
EDP —Add State Index NCIS
xvi.
DW - Enter Detainer Warrant
xvii.
SPO — Notice of Service Protection Order
c. Multi -Use (Free Form)
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a.
WACIC Pass -through Free form general Key — P1
d. MODIFY
a.
None Currently Included
e. LOCATE:
a.
None Currently Included
f. CLEAR
a.
Per entry key collection specified above
g. CANCEL
a.
Per entry key collection specified above
h. SERVE
a.
None Currently Included
Additional Task Responsibilities:
EIS will:
County will:
a) Review and define supported message keys with County.
b) Configure M2 with WACIC /NCIC/NLETS forms to support the message formats required by
WACIC, and to extract designated associated record data from the RMS and JMS.
c) Configure the M2 switch with appropriate routing Information.
d) EIS will ensure EIS employees, and subcontractors comply with the agency security and access
requirements as identified in the master contract.
a) Provide the definitive listing of message keys required.
b) Request the required mnemonics from the state.
c) Agency will adhere to appropriate CJIS security at location that will utilize the WACIC features.
d) Agency to provide dedicated WACIC connection will be provided for RMS and JMS traffic,
separate from CAD.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. County has provided appropriate mnemonics from the state.
3. County adheres to appropriate CJIS security at location that will utilize the WACIC features.
4. Dedicated WACIC connection is provided for RMS and JMS traffic.
5. Deployment of RMS supporting M2 adapter to the exiting County M2 data switch.
6. Deployment of JMS supporting M2 adapter to the exiting County M2 data switch.
7. Installation and configuration of the M2 WACIC adapter.
Completion Criteria:
This task is complete when the system interface is capable of;
a) Extracting the inmate data as designated in the development specification, and displaying the data within
the formatted message key forms.
b) Processing the query request through the M2 data switch and successfully transmitting to WACIC.
c) Receiving the data returns from WACIC and routing to the requesting user's message queue and
activating the message queue indicator within the RMS.
d) Displaying the textural return to the user on request within the RMS environment.
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Interface will be formally acknowledged as complete by County in accordance with the system acceptance test.
Task Inter 12: RMS Subsystem Interfaces —RMS Import from SECTOR
Accident
Objective: Provide an automated, electronic import of accident information provided from the State of
Washington SECTOR Electronic Accident reporting system being utilized by County law
enforcement agencies. Tasks include the development, installation and testing of SECTOR -RMS
accident import Interface.
Task Description:
EIS will deploy the existing EIS SECTOR Import Process
Assumptions:
The State will provide the SECTOR crash data to the County as a standardized, formatted extract.
The SECTOR Crash data will include a PDF document of the crash report.
The information imported into the RMS is for indexing and involvement purposes only, as the agency will utilize
SECTOR as the primary source of data for accident reports.
No data editing will occur on the local RMS related to the accident report, any modifications to the report will need
to be performed directly in SECTOR.
The data for each law enforcement agency within the regional system will be provided by SECTOR to include a
clearly identifiable agency identifier.
Responsibilities:
EIS will:
County will:
a) Certify EIS delivered interface for production operation.
a) Assume responsibility for any modifications or additions to any existing or non -EIS supplied
systems required to enable them to support the interfaces, as defined in the Functional System
Description, Change List and interface control documents.
b) Provide and install all communications lines and equipment according to the contract
documents.
c) Provide all required liaison support with the vendors/agencies and EIS project management
required to support the interfaces.
d) Ensure that necessary certifications, approvals and other related issues will be completed by the
County at least ninety (90) calendar days prior to scheduled interface work.
e) Ensure that the necessary technical support is made available for installation, testing and
demonstration of the interfaces.
f) Conduct test procedures and verify all inter -system communications between the interface
process and SECTOR conforms with the approved standard document and interface control
documents.
g) Identify in writing each discrepancy between subsystem functionality and the provided EIS
interface documentation and interface control documents.
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h) Work with EIS to identify the type of correction needed to ensure that each subsystem conforms
to the EIS standard documents and interface control documents.
Completion Criteria:
This task is considered complete when the system interface is capable of extracting the defined accident report
information from the SECTOR data package, uploading the data to the RMS accident management module and
updating the related Master Name Index (MNI) and Master Vehicle Index (MVI) in accordance with the
development specification provided by EIS. Interface to be unit tested and verified to be operational by the
County as defined in the acceptance plan.
Note: EIS will write to an existing published interface provided from SECTOR for the purpose of this interface. EIS
will not contract development work with SECTOR.
Task Inter 13: RMS Subsystem Interfaces —RMS Import from SECTOR
Citation
Objective: Provide an automated, electronic import of citation information provided from the SECTOR
citation reporting system being utilized by the County law enforcement agencies. Tasks include
the development, installation and testing of SECTOR -RMS citation import Interface.
Task Description:
EIS will deploy the existing SECTOR interface.
Assumptions:
The State will provide the SECTOR citation data to the County as a standardized, formatted extract.
The SECTOR Citation data may include a PDF document of the citation report.
The information imported into the RMS is for indexing and involvement purposes only, as the agency will utilize
SECTOR as the primary source of data for citation reports.
The data for each law enforcement agency within the regional system will be provided by SECTOR to include a
clearly identifiable agency identifier.
Responsibilities:
EIS will:
County will:
a) Certify EIS delivered interface for production operation.
a) Provide, on request, currently existing information, record layouts and documents necessary to
establish interfaces with all local and remote systems and facilities at least ninety (90) days prior
to interface installation.
b) Assume responsibility for any modifications or additions to any existing or non -EIS supplied
systems required to enable them to support the interfaces, as defined in the Functional System
Description, Change List and interface control documents.
c) Provide and install all communications lines and equipment according to the contract
documents.
d) Provide all required liaison support with the vendors/agencies and EIS project management
required to support the interfaces.
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e) Ensure that necessary certifications, approvals and other related issues will be completed by the
County at least ninety (90) calendar days prior to scheduled interface work.
f) Ensure that the necessary technical support is made available for installation, testing and
demonstration of the interfaces.
g) Conduct test procedures and verify all inter -system communications between the interface
process and SECTOR conforms with the approved standard document and interface control
documents.
h) Identify in writing each discrepancy between subsystem functionality and the provided EIS
interface documentation and interface control documents.
Work with EIS to identify the type of correction needed to ensure that each subsystem conforms
to the EIS standard documents and interface control documents.
Completion Criteria:
This task is considered complete when the system interface is capable of extracting the defined citation report
information from the SECTOR data package, uploading the data to the RMS citation management module and
updating the related Master Name Index (MNI) and Master Vehicle Index (MVI) in accordance with the
development specification provided by EIS. Interface to be unit tested and verified to be operational by the
County as defined in the acceptance plan.
Note: EIS will write to an existing published interface provided from SECTOR for the purpose of this interface. EIS
will not contract development work with SECTOR.
Task Inter 14: DL Data Scan to RMS/JMS Names
Objective: Provides data entry capability into the designated JMS and RMS names screen from data
encoded into the designated Driver's License credential eliminating the need for the users to perform manual data
entry into JMS data screens associated with persons.
Task Description:
In the JMS EIS to deploy the EIS Text to Data Engine and five (5) processing templates, including:
a. State of Oregon Driver's License data map
b. State of Washington Driver's License data map
c. State of California Driver's License data map
d. State of Idaho Driver's License data map
e. Federal Military ID data map
Data Screens in JMS supported include:
a. Inmate Identification Form
b. Professional Visitors Form
c. Inmate Contact form
d. Visitors Form
In the RMS EIS to deploy the EIS Text to Data Engine and five (5) state DL processing templates, including:
a. State of Oregon Driver's License data map
b. State of Washington Driver's License data map
c. State of California Driver's License data map
d. State of Idaho Driver's License data map
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e. Federal Military ID data map
Data Screens supported include:
a. Incident Names
b. FI Names
c. CHL Names Form
d. Registrants Names Form
e. Criminal Offenders Names Form
NOTE: TEXT To DATA ENGINE & DL CREDENTIAL MAPPING TEMPLATES
The engine is used to convert serial text to data elements that can be users within the EIS applications to reduce or eliminate
manual data entry. The Text to Data engine will accept data from scannable credentials (e.g. Drivers Licenses) and create a
parsed data collection with the ability to map the individual data items to data entry fields presented on selected JMS and RMS
person screens. A detailed specification will be prepared on the details of this feature. However, only data present in the
encoded ID card and/or return data is an option for parsing and screen population.
The DL credential to data capability is intended to reduce or eliminate direct data entry whenever a scannable credential is
available, such as a state driver's license. The EIS software in conjunction with an appropriate scanning device (bar code or
magnetic stripe) is capable of translating data encoded within the credential, and populating data screens within the JMS using
the received information. Credential encoded data formats are typically unique and will require specific interface mapping
templates for each credential. The mapping templates process the incoming encoded data and populate the designated data
fields within the EIS applications.
EIS will:
County will:
a) Deploy the licensed EIS Text to Data engine.
b) Prepare data mapping templates for the referenced credentials.
a) Provide supported scan hardware devices to the designated workstations.
b) Manage responsibilities as enumerated in the general "Interface Task" section of the SOW.
c) Ensure interface dependencies have been addressed.
Dependencies:
1. Provision and configuration of EIS Supported USB scan devices.
Completion Criteria:
This task is considered complete when on an enabled data screen, the user can successfully scan any one of the
referenced credentials and have the related person information appear in the application form fields.
Task Inter 15: RMS Export to EvidenceOnQ (FileOnQ)
Objective: Provides an export of select property data from the RMS to provide property data to the
agencies V party property and evidence management system (EvidenceOnQ).
Task Description:
EIS will develop an uni-directional export process to extract select property data records entered into the RMS
Incident reporting module, prepare a structed data package capable of supporting multiple property items, and
write/push the data package to a commonly defined exchange point (e.g. file share, web service, etc ... To be
determined) on the execution of property "Submission" function within the RMS. The process will not receive a
data return or acknowledgement from the FileOnQ application.
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The process will operate as follows. All property related to an incident report will be added to the incident case
reporting system as part of either a primary or supplemental case report. Each property record will be defined
with a case involvement code that defines the property item's relationship to the report, and these relationships
are used to determine if the property item is reasonably within the possession of the officer/agency. The EIS
property record will automatically assign a bar code to each property item entered (FileOnQ may opt to uset he EIS
assigned bar code or assign their own bar code). When the reporting officer completes the property entry, the
officer will select the "Submit to Property Room" option from the report navigation tree. Upon selection of the
submission function, the system will display the property submission form, and list the items of property where
the involvement code indicates physical possession of the item (e.g. a "STOLEN" item would not be in the
possession of the agency and would not appear). The submitting officer would select the items to be processed
from the displayed list, complete the additional data fields per agency policy and execute the submission. The
execution of the submission by the reporting officer will serve as the interface triggering event. The RMS will
process the submission request, update the status of the property items within the RMS AND initiate the FileOnQ
interface function. The interface will extract the related property item data for the items selected by the officer
for submission and generate a single data file containing multiple property items. The data file will contain the
property descriptive information (description, quantity, supporting descriptive information, etc.) , basic case
identification information (Case #, Supplement #, Case Type, etc.), submission information (Officer, drop off
location, etc.) in a standardized structured data collection. The data file will be passed to the interface exchange
point in accordance with the interface definition. The EIS interface process will terminate. The EIS interface
process will not receive data returned from FileOnQ. Modifications to the property Item within the RMS applied
following the property submission function will not be transmitted to the FileOnQ system from the RMS. An EIS
development specification detailing the interface will be provided to the County for acceptance prior to the
commencement of interface programming.
Note: If the agency wishes to have the officer package the property AND apply the bar code to the property
package at the time of submission, it most likely would require the use of the EIS assigned bar code.
EIS will:
County will:
a) Review interface operations with the County and FileOnQ to determine the final interface
specification.
b) Create an interface development specification, defining the data elements, triggering events,
processing directives and data delivery aspects of the interface.
c) Develop the interface software/process in accordance with the approved development
specification.
d) Install and test the interface on County's production servers.
e) Install the number of purchased instances of the interface (licensed on a per agency level).
a) Coordinate interface definition with FileOnQ representative.
b) Manage responsibilities as enumerated in the general "Interface Task" section of the SOW.
c) Ensure interface dependencies have been addressed.
d) Contract FileOnQ to provide any additional services or interface components required to
complete the interface.
Dependencies:
1. County acceptance of EIS provided interface programming specification.
2. Current Interface specification reflecting expected data format and transaction control protocol from
County for FileOnQ interface.
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3. Network Access to the required transaction/interchange point via the County's Network.
4. Provision of the FileCnQ side of the interface.
Completion Criteria:
This task is considered complete when the EIS developed process is capable of generating and publishing to the
designated interface end -point the data package in accordance with the County approved development
specification. Interface will be formally acknowledged as complete by County in accordance with the system
acceptance test.
Software Customization Tasks
None Currently Identified
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Data Conversion Tasks
Task DCON 1: EIS JMS Data Conversion
Objective: Convert the existing EIS Intergraph JMS data into the new system.
NOTES:
EIS will build several cycles into the JMS installation process to include sample data conversion testing and
validation time prior to live operations (3 cycles anticipated).
EIS will utilize an industry standard data migration methodology, documented in a data conversion plan as
accepted by the County. The normal EIS implementation cycle provides two or more validation conversions. This
gives the County the opportunity to check the validation for completeness and accuracy before committing to take
the system live. It also provides timing data that can be used to finalize the go -live procedures within the County.
The Data Conversion Plan will contain specific details on data conversion. This enumerates the data to be
converted, the conversion and validation steps, a go -live procedure, and any special field mappings that may be
required by the County. Special emphasis is placed on identifying and mitigating any data differences that exist
between the new JMS and legacy JMS system.
Normally the first data conversion is done just before deploying the initial system installation for key project
personnel. This provides data for training and also gives the County the opportunity to validate the first pass data
conversion. After the system is installed on site, key project personnel can work with EIS staff to certify the data
conversion and correct any problems that have been identified. If Data Acceptance test fails, additional test
conversions attempts can be performed for certification. When the final data conversion test plan and sample
data is acceptable to County, the final go -live process can be scheduled, and the final data conversion will be done
during this process.
EIS will use best efforts to convert data into new JMS system. EIS can only convert data into the new JMS system
where useable data is provided by the County and an appropriate related data element exists in the existing JMS
database. Data that cannot be reconciled according to the conversion plan will not be converted. EIS makes no
guarantee that all existing data can be converted.
Task Description: Provide data conversion services to existing textual data and update the newly installed JMS
system with the historic information contained within the County's existing JMS system housed in the legacy
Intergraph database. Data to be converted includes the booking and inmate data currently housed in the County's
JMS database, as well as the data collections to be identified within the JMS data conversion plan. EIS will load the
data provided by the County, programmatically modify the data to conform to the conversion standards defined by
the County in accordance with the conversion plan and upload the converted data to the operational database on
the County's live JMS database server.
Responsibilities
EIS will:
a) Conduct the Data Discovery phase of the project by working with County subject matter expert(s)
to complete a data field mapping between the JMS and the existing 1MS system.
b) Develop a control document that describes agreed -upon mapping of data elements and the
handling of exceptions.
c) Develop the conversion code based on the discovery findings, including both the data extraction
routines and the data upload scripts. Where possible perform the data conversion according to
the specifications in the control document with data provided by the County.
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County will:
d) A conversion is moving data from one system to another according to the data field mapping. EIS
is not responsible for scrubbing or modifying data from the original system. Any data that does
not programmatically convert may be maintained in a notes field for historical reference.
e) Verify current JMS database schemas on designated test servers.
f) Deliver to County and upload converted data to the County designated test server.
g) Project Manager will assist in the data review with County and define Data Acceptance tests.
h) Perform a final data conversion upon County's review and approval of the test data conversion.
a) Provide existing Intergraph data in common exchange format including ASCII, pipe -delimited files
and/or in a common database structure (MS SQL Server, etc.) on request by EIS project manager.
EIS prefers a standardized SQL .BAK file but can work with County to determine a relevant
acceptable format. County will be expected to perform no less than 3 full data extractions from
the legacy system prior to system cutover.
b) Provide subject matter and technical expert(s) with sufficient expertise related to the data being
converted. The subject matter and technical expert(s) will work with EIS during the Data
discovery, data review and Sign -Off phases.
c) Provide secure access to the database to be converted in the EIS specified format.
d) After final data acceptance completion, any changes to the data must be made by manual data
entry by County or agree to a Change Order with EIS.
e) Understands the data being converted will only be modified to fit the format of the EIS system.
f) Clean up existing databases based on the standard naming conventions agreed to with EIS.
g) Translate all existing picklists in the existing system to the standards agreed to with EIS.
h) Review and approve results of test data conversion in the designated test server.
i) Verify the integrity of the conversion and notify EIS of any conversion errors or anomalies.
j) Verify specific data collections to assure accuracy of data, including:
a. Inmate Sentences, time served and calculated release dates.
b. Inmate docket, charge and charge status.
c. Inmate classifications.
d. Inmate alerts.
e. Inmate housing assignments.
f. Inmate visitations.
g. Inmate demographics (including mug shots, scars, marks and tattoos).
h. Inmate Property.
Dependencies:
1. Provision of the JMS data in a common data interchange format (either a SQL .BAK and/or delimited files)
format by the County.
2. County JMS subject matter expert to assist with data mapping and validation.
3. County will facilitate screen shots and output reports containing inmate data to assist with conversion
mapping.
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4. Network Access to the required transaction/interchange point via the County Network.
Completion Criteria:
This task will be completed upon uploading into the new JMS databases the converted data records from the
Department's existing Intergraph JMS system, as outlined in the Data Conversion and External Conversion sections
of the EIS developed project plan and verified by County as defined in the Acceptance test plan.
Task DCON 2: EIS RMS Data Conversion
Objective: Convert the existing Intergraph RMS data into the new system.
NOTES:
EIS will build several cycles into the RMS installation process to include sample data conversion testing and
validation time prior to live operations.
EIS will utilize an industry standard data migration methodology, documented in a data conversion plan as
accepted by the County. The normal EIS implementation cycle provides one or more validation conversions. This
gives the County the opportunity to check the validation for completeness and accuracy before committing to take
the system live. It also provides timing data that can be used to finalize the go -live procedures within the County.
The Data Conversion Plan will contain specific details on data conversion. This enumerates the data to be
converted, the conversion and validation steps, a go -live procedure, and any special field mappings that may be
required by the County. Special emphasis is placed on identifying and mitigating any data differences that exist
between the new RMS and legacy RMS system.
Normally the first data conversion is performed just prior to providing the initial system installation for key project
personnel. This provides data for training and also gives the County the opportunity to validate the first pass data
conversion. After the system is installed on site, key project personnel can work with EIS staff to certify the data
conversion and correct any problems that have been identified. If Data Acceptance test fails, additional test
conversions can be performed for certification. When the final data conversion test plan and sample data is
acceptable to County, the final go -live process can be scheduled, and the final data conversion will be executed
during this process.
EIS will use best efforts to convert data into new JMS system. EIS can only convert data into the new RMS system
where useable data is provided by the County and an appropriate related data element exists in the existing RMS
database. Data that cannot be reconciled according to the conversion plan will not be converted. EIS makes no
guarantee that all existing data can be converted.
Task Description: Provide data conversion services to update the newly installed RMS system with the historic
Intergraph information contained within the County's existing RMS system housed in the legacy Intergraph
database. Data to be converted includes the case reports, property and evidence and supporting sheriffs' records
data currently housed in the County's RMS database. EIS will load the data provided by the County,
programmatically modify the data to conform to the conversion standards defined by the County in accordance
with the conversion plan, and upload the converted data to the operational database on the County's live RMS
database server.
Responsibilities
EIS will:
a) Conduct the Data Discovery phase of the project by working with County subject matter expert(s)
to complete a data field mapping between the RMS and the existing RMS system.
b) Develop a control document that describes agreed -upon mapping of data elements and the
handling of exceptions.
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County will:
c) Develop the conversion code, including both the data extraction routines and the data upload
scripts. Where possible perform the data conversion according to the specifications in the control
document with data provided by the County.
d) A conversion is moving data from one system to another according to the data field mapping. EIS
is not responsible for scrubbing or modifying data from the original system. Any data that does
not programmatically convert may be maintained in a notes field for historical reference.
e) Verify current RMS database schemas on production servers.
f) Deliver to County and upload converted data to County designated production server.
g) Project Manager will assist in the data review with the County and define Data Acceptance tests.
h) Perform a final data conversion upon County's review and approval of the test data conversion.
a) Extract data from existing RMS system and provide legacy data in common exchange format
including ASCII, pipe -delimited files and/or in a common database structure (MS SQL Server,
etc.).
b) Provide subject matter and technical expert(s) with sufficient expertise related to the data being
converted. The subject matter and technical expert(s) will work with EIS during the Data
discovery, Review and Sign -Off phases.
c) Provide secure access to the database to be converted in the EIS specified format.
d) After final data acceptance completion, any changes to the data must be made by manual data
entry by the County or agree to a Change Order with EIS.
e) Understands the data being converted will only be modified to fit the format of the EIS system.
f) Clean up existing databases based on the standard naming conventions agreed to with EIS.
g) Translate all existing picklists in the existing system to the standards agreed to with EIS.
h) Review and approve results of test data conversion in the test server.
i) Verify the integrity of the conversion and notify EIS of any conversion errors or anomalies.
j) Verify specific data collections to assure accuracy of data, including:
a. Case Reports (offences and arrests).
b. FI information
c. Citation Data (example of an offence).
d. Crash Reports
e. Warrants, and warrant status.
f. Property and Evidence status and custody.
g. Protection/Restraining Orders status
Dependencies:
1. Provision of the RMS data in a common data interchange format (either a SQL .BAK and/or delimited files)
format.
2. County RMS data specialist to assist with data mapping and validation.
3. County will facilitate screen shots and output reports containing inmate data to assist with conversion
mapping.
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4. Network Access to the required transaction/interchange point via the County Network.
Completion Criteria:
This task will be completed upon uploading into the new RMS databases the converted data records from the
Department's existing Intergraph RMS system, as outlined in the Data Conversion and External Conversion sections
of the EIS developed project plan and verified by County as defined in the Acceptance test plan.
Task DCON 3: JMS Mugshot Data Conversion
Objective: Convert the existing Mugshot image data from the County's existing Intergraph JMS image set
into the new EIS JMS system.
NOTES:
EIS will build several cycles into the Mugshot conversion process to include sample data conversion testing and
validation time prior to live operations. It is assumed that a clear identifying linkage is available between the
inmates' mugshot and the related booking record.
EIS will utilize an industry standard data migration methodology, documented in a data conversion plan as
accepted by the County. The normal EIS implementation cycle provides one or more validation conversions. This
gives the County the opportunity to check the validation for completeness and accuracy before committing to take
the system live. It also provides timing data that can be used to finalize the go -live procedures within the County.
The Data Conversion Plan will contain specific details on data conversion. This enumerates the data to be
converted, the conversion and validation steps, a go -live procedure, and any special field mappings that may be
required by the County. Special emphasis is placed on identifying and mitigating any data differences that exist
between the new EIS System and legacy JMS system.
Normally the first data conversion is done just before doing the initial system installation for key project personnel.
This provides data for training and also gives the County the opportunity to validate the first pass data conversion.
After the system is installed on site, key project personnel can work with EIS staff to certify the data conversion
and correct any problems that have been identified. If Data Acceptance test fails, additional test conversions can
be performed for certification. When the final data conversion test plan and sample data is acceptable to County,
the final go -live process can be scheduled, and the final data conversion will be done during this process.
Data that cannot be reconciled according to the conversion plan will not be converted. EIS makes no guarantee
that all existing data can be converted.
Task Description: Provide data conversion services to update the newly installed JMS system with the historic
inmate booking/mugshot images contained within the existing Intergraph JMS.
Responsibilities
EIS will:
a) Conduct the Data Discovery phase of the project by working with County subject matter expert(s)
to complete a data field mapping between the new EIS system and the existing JMS system.
b) Develop a control document that describes agreed -upon mapping of data elements and the
handling of exceptions.
c) Develop the conversion code, including the data upload scripts. Where possible perform the data
conversion according to the specifications in the control document with data provided by the
County.
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County will:
d) A conversion is moving data from one system to another according to the data field mapping. EIS
is not responsible for scrubbing or modifying data from the original system. Any data that does
not programmatically convert may be maintained in a notes field for historical reference.
e) Verify current JMS Mugshot database schemas on production servers.
f) Deliver to County and upload converted data to the County designated production server.
g) Project Manager will assist in the data review with County and define Data Acceptance tests.
h) Perform a final data conversion upon County's review and approval of the test data conversion.
a) Provide subject matter and technical expert(s) with sufficient expertise related to the data being
converted. The subject matter and technical expert(s) will work with EIS during the Data
discovery, Review and Sign -Off phases.
b) Provide secure access to the database to be converted in the EIS specified format.
c) Extract mugshot data from existing JMS system and provide legacy data in common exchange
image format including JPEG.
d) After final data acceptance completion, any changes to the data must be made by manual data
entry by the County or agree to a Change Order with EIS.
e) Understands the data being converted will only be modified to fit the format of the EIS system.
f) Clean up existing databases based on the standard naming conventions agreed to with EIS.
g) Review and approve results of test data conversion in the test server.
h) Verify the integrity of the conversion and notify EIS of any conversion errors or anomalies.
Dependencies:
1. Provision of the JMS inmate mugshot data in a common data interchange format, preferably .JPG.
2. County JMS subject matter expert to assist with image data mapping and validation.
3. County provided screen shots and output report containing JMS data to assist with conversion mapping.
4. Network Access to the required transaction/interchange point via the County Network.
Completion Criteria:
This task will be completed upon uploading mug shots into the new EIS JMS system the converted data records
from the County's existing Intergraph JMS system, as outlined in the Data Conversion and External Conversion
sections of the EIS developed project plan and verified by the County as defined in the Acceptance test plan.
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User Training and Live Operations
Note: EIS personnel will operate on -site at the County to conduct user training and take the
proposed system live.
User Training
Task TRN 1: JMS Administrator Training
Objective: Provide on -site training services in accordance with purchased training services for system
administration personnel. Conduct JMS technical and administrative training and supply related
system administrative materials as described in the Training Plan. Provide JMS and supporting
systems - System Administrator Training.
Note: The administrator training will be performed during the JMS configuration workshop.
Task Description:
EIS will provide training services and assist County administrative staff in the configuration and maintenance of the
JMS, application configurations and entry of County -specific information such as code tables, users, system
permissioning, etc. along with functional use on the operation and support of the installed JMS system and
supporting subsystems
Jail Administration: This course covers use of several supervisory programs; including MNI maintenance, Inmate
PIN management, Housing Location Maintenance, Security Maintenance, and Table Maintenance along with
specialized reporting function including SSA, SCAAP.
Topics covered include: Maintaining the master inmate identifier, maintaining code tables, maintaining security
and program, Configuring and authorizing personnel to use the State Switch permissions.
1— 8 Hour training class
Responsibilities:
EIS will:
a) Provide standard training sessions for County administrative personnel on the configuration
of JMS databases and entry of County -specific data.
County will:
a) Determine a primary and minimum of one (1) backup system administrator to receive
administrative training.
b) Develop and enter all County -specific input data that is to be entered manually.
c) Be responsible for the accuracy and completeness of the data provided and entered.
d) Ensure the participation of the appropriate personnel in the training session, and general
user training.
Completion Criteria:
This task will be completed once on -site training classes for both County staff and County -selected end -users have
been conducted, as specified on the training plan detailing the training classes and the training class durations, and
when EIS training staff has trained the County administrator on procedures for configuring the JMS databases and
entering County -specific data.
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Task TRN 2: JMS Technical and User Training
Objective: Provide on -site training services in accordance with purchased training services as specified in
the implementation schedule to an estimated 136 JMS system users over 8 classes.
Task Description:
EIS will conduct standard and specialized training courses as detailed in the implementation plan to provide
training services and materials to designated County personnel on the use of the JMS system, subsystems or other
designated components, as described. Training services have been structured to accommodate between 18 and
20 users per class at a County provided training facility.
Jail User: This is a "hands-on" training course for personnel that will be required to access information and
entering data into the EIS JMS system. The course covers all the key modules included in the Jail Management
Program, but most time is spent on the core booking, housing and release elements of the module. This class
provides a working overview, and County specific guidelines for the appropriate use of the JMS.
Topics covered include: Logging on and starting the program, Program navigation, Use of Code Tables and help
facilities, Inmate searching and record reconciliation, booking activities including: inmate identification, arrest
information, charge management, housing, movement and classifications. Specific emphasis on data access and
forms. Description of data fields and forms, Saving data and Best Operating Practices.
8 — 8 hour classes.
Responsibilities:
EIS will:
County will:
a) Provide standard training sessions for County technical and end user personnel on the
operations of the JMS system as specified in the implementation plan.
b) Training is structured to the requirements of the County. EIS is flexible on course hours,
times, days, etc. Courses may be given multiple times to accommodate shift and other
scheduling requirements. Scheduling will be developed by County and EIS.
c) Provides training manuals and any other materials required for the training in electronic
format.
d) Provide knowledgeable training staff to conduct classes
a) Designation of a training coordinator that will work with the EIS project manager to schedule
training at the County. The training coordinator will be responsible to ensure that County
personnel are available, and relieved of routine duties, during scheduled training sessions.
b) Make arrangements and assignments for all required personnel to attend EIS training with
their appropriate functional group. Ensure the participation of the appropriate personnel in
the training session, and general user training.
c) Provide data entry policies and procedures for each functional group.
d) Follow up with any training attendees who may need extra help and assistance in order to
grasp needed concepts.
e) Ensure end user system administrative personnel attend and is available during each
scheduled training session, and a County subject matter expert to answer policy questions.
f) Provide a dedicated training area that can comfortably accommodate the scheduled classes.
This classroom must accommodate individual workstations for each student. Training is will
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be performed on the customer's site using the actual operational system. Training area must
also accommodate an overhead projector, projector screen/whiteboard, and include
workspace in the back of the room for EIS Personnel.
Completion Criteria:
This task will be completed once on -site training classes for both County staff and County -selected end -users have
been conducted as specified on the implementation plan.
Task TRN 3: RMS Administrator Training
Objective: Provide on -site training services in accordance with purchased training services for system
administration personnel. Conduct EIS RMS technical and administrative training and supply
related system administrative materials as described in the Training Plan. Provide EIS RMS and
supporting systems - System Administrator Training
Note: The administrator training will be performed during the RMS configuration workshop.
Task Description:
EIS will provide training services and assist County administrative staff in the configuration and maintenance of the
RMS, application configurations and entry of County -specific Information such as code tables, users, system
permissioning, etc. along with functional use on the operation and support of the installed RMS system and
supporting subsystems.
Topics covered include: Maintaining the master name index, maintaining code tables, maintaining security and
program, Configuring and authorizing personnel to use the State Switch permissions. At the completion of the
course, the student should be prepared to begin using the new system.
2 — 8 Hour training class
Responsibilities:
EIS will:
County will:
a) Provide standard training sessions for County administrative personnel on the configuration
of RMS databases and entry of County -specific data.
a) Determine a primary and minimum of one (1) backup system administrator to receive
administrative training.
b) Develop and enter all County -specific input data that is to be entered manually.
c) Be responsible for the accuracy and completeness of the data provided and entered.
d) Ensure the participation of the appropriate personnel in the training session, and general
user training.
Completion Criteria:
This task will be completed once on -site training classes for both County staff and County -selected end -users have
been conducted, as specified on the training plan detailing the training classes and the training class durations, and
when EIS training staff has trained the County administrator on procedures for configuring the RMS databases and
entering County -specific data.
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Task TRN 4: RMS Technical and User Training
Objective: Provide on -site training services in accordance with purchased training services as specified in
the implementation schedule to an estimated 300 RMS system users.
Task Description:
EIS will conduct standard and specialized training courses as detailed in the implementation plan to provide
training services and materials to designated County personnel on the use of the RMS system, subsystems or other
designated components, as described. Training services have been structured to accommodate between 18 and
20 users per class at a County provided training facility. Classes will include base data entry, inquiry and case
management training as appropriate for the user's job classification.
Data Entry: A "hands-on" training course for personnel that will be entering data into the EIS RMS system. Training
includes the fundamentals of data entry and spans all the key modules included in the Law Entry Program. Specific
focus on the County defined data entry policy related to the core crime report entry module. Topics covered
include: Logging on and starting the program, Program navigation, Use of Code Tables and help facilities, Using the
Master Name and Master Vehicle links. Description of data fields and forms, Saving data and Best Operating
Practices.
Data Inquiry: Topics covered include: Searching names via the Master Name Index, Searching vehicle via the
Master Vehicle Index, Detailed searches of key modules, Photos and Documents, Finding status via Case
Management Searches, Alerts, Finding rejected cases and managing reporting, Use of wild card and keywords —
best practices.
Case Management/Workflow: Topics covered include: Approving Crime Reports, Assigning Crime Reports
Rejecting and Correcting Crime Reports, Scheduling, Finding and Locating Crime Reports.
17 — eight (8) hour classes.
Responsibilities:
EIS will:
a) Provide standard training sessions for County technical and end user personnel on the
operations of the RMS system as specified in the implementation plan.
b) Training is structured to the requirements of the County. EIS is flexible on course hours,
times, days, etc. Courses may be given multiple times to accommodate shift and other
scheduling requirements. Scheduling will be developed by County and EIS.
c) Provides training manuals and any other materials required for the training in electronic
format.
d) Provide knowledgeable training staff to conduct classes.
County will:
a) Designation of a training coordinator that will work with the EIS project manager to schedule
training at the County. The training coordinator will be responsible to ensure that County
personnel are available, and relieved of routine duties, during scheduled training sessions.
b) Make arrangements and assignments for all required personnel to attend EIS training with
their appropriate functional group. Ensure the participation of the appropriate personnel in
the training session, and general user training.
c) Provide data entry policies and procedures for each functional group.
d) Follow up with any training attendees who may need extra help and assistance in order to
grasp needed concepts.
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e) Ensure system administrative personnel attend and is available during each scheduled
training session to answer policy questions.
f) Provide a dedicated training area that can comfortably accommodate the scheduled classes.
This classroom must accommodate individual workstations for each student. Training is
generally done on the customer's site using the actual operational system. Training area
must also accommodate an overhead projector, projector screen/whiteboard, and include
workspace in the back of the room for EIS Personnel.
Completion Criteria:
This task will be completed once on -site training classes for both County staff and County -selected end -users have
been conducted as specified on the implementation plan.
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Cutover to Live Operations
Task GL 1: Jail Production Cutover
Objective: Complete final data conversion and cut over to live operation of the JMS system.
Task Description:
Upon completion of the user training, EIS will conduct a final data conversion and take the JMS system live. EIS
personnel will remain on site to assist users with the new system and respond to any issues discovered with the
live system. Final data conversion and cutover generally takes 24-72 hours. A data conversion and cutover plan
will be included in the Project Plan.
Responsibilities:
EIS will:
County will:
a. Complete a final data conversion.
b. Assist the County to verify the final converted data.
c. Assist the County staff in placing JMS into a production status.
d. Initiate system interfaces as required.
e. Provide ON -SITE start-up support resources and go -live assistance by EIS technical
staff for up to five (5) calendar days post cutover to monitor the subsystem and to
respond to issues identified.
f. Monitor the initial operation of JMS and answer any operational questions raised by
the County.
g. Provide start-up support and any required go -live assistance.
h. Transition system management to EIS Support services and note go -live start date
for Warranty (first year) purposes.
a. Place the software into production and begin operational use in consultation with
EIS and in accordance with the Project Schedule.
b. Ensure appropriate County staff is available as required to support transition.
c. Coordinate with third party vendors as required for interface transition.
Completion Criteria:
This task will be completed once the final data conversion is completed and verified and the JMS system taken live.
Dependencies:
1. Receipt of formal acceptance from County with authorization to proceed to system "Go -Live".
2. Completion of end -user training
Completion Criteria:
This task is considered complete when JMS is placed into production operation.
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Task GL 2: RMS Production Cutover
Objective: Complete final data conversion and cut over to live operation of the RMS system.
Task Description:
Upon completion of the user training, EIS will conduct a final data conversion and take the RMS system live. EIS
personnel will remain on site to assist users with the new system and respond to any issues discovered with the
live system. Final data conversion and cutover generally takes 24-72 hours. A data conversion and cutover plan
will be included in the Project Plan.
Responsibilities:
EIS will:
County will:
a. Complete a final data conversion.
b. Assist the County to verify the final converted data.
c. Assist the County staff in placing RMS into a production status.
d. Initiate system interfaces as required.
e. Provide ON -SITE start-up support resources and go -live assistance by EIS technical
staff for up to seven (7) calendar days post cutover to monitor the subsystem and
to respond to issues identified.
f. Provide start-up support and any required go -live assistance.
g. Transition system management to EIS Support services and note go -live start date
for Warranty (first year) purposes.
a. Place the software into production and begin operational use in consultation with
EIS and in accordance with the Project Schedule.
b. Ensure appropriate County staff is available as required to support transition.
c. Coordinate with third party vendors as required for interface transition.
Completion Criteria:
This task will be completed once the final data conversion is completed and verified and the RMS system taken
live.
Dependencies:
1. Receipt of formal acceptance from County with authorization to proceed to system "Go -Live".
2. Completion of end -user training
Completion Criteria:
This task is considered complete when RMS is placed into production operation.
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Project Completion and Sign Off
Task COM 1: JMS Go -Live Acceptance
Objective: Complete post go -live final system acceptance with the following tasks associated with the Go -
Live acceptance milestones.
Task Description:
Perform a series of acceptance tasks based on the following time periods.
1. Within three (3) days of system "Go -Live" EIS will certify completion of the JMS system installation in
writing to the County.
2. Upon receipt of the installation certification (task (a)), EIS and County project managers and KCSO will
ensure that all work per this Statement of Work, and any project change orders, has been completed
and will acknowledge go -live acceptance of the system in accordance with the Acceptance Plan.
Completion Criteria:
This task is considered complete when the system acceptance criterion, as described in the JMS portion of the
Acceptance Plan, has been met and final system acceptance has been acknowledged in writing by the County.
Task COM 2: RMS Go -Live Acceptance
Objective: Complete post go -live final system acceptance with the following tasks associated with the final
acceptance milestones.
Task Description:
Perform a series of acceptance tasks based on the following time periods.
Within three (3) days of system "Go -Live" EIS will certify completion of the RMS
system installation in writing to the County.
Upon receipt of the installation certification (task (a)), EIS and County project
managers will ensure that all work per this Statement of Work, and any project
change orders, has been completed and will acknowledge go -live acceptance of the
system in accordance with the Acceptance Plan.
Completion Criteria:
This task is considered complete when the system acceptance criterion, as described in the Acceptance Plan, has been
met and final system acceptance has been acknowledged in writing by the County.
Task COM 3: System Delivery Final Acceptance
Objective: Within 30 days of the completion of both the JMS and RMS go -live activities, EIS will certify Final
Acceptance with the County. Complete post go -live final system acceptance with the following
tasks associated with the final acceptance milestones.
Task Description:
Perform a series of acceptance tasks based on the following time periods.
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Within three (3) days of system "Go -Live" EIS will certify completion of the JMS
system installation in writing to the County.
Upon receipt of the installation certification (task (a)), EIS and County project
managers and MCSO will ensure that all work per this Statement of Work, and any
project change orders, has been completed and will acknowledge go -live acceptance
of the system in accordance with the Acceptance Plan.
Completion Criteria:
This task is considered complete when the system acceptance criterion, as described in the Acceptance Plan, has
been met and final system acceptance has been acknowledged in writing by the County.
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Exhibit A -Change Order Form (standard)
Change Order Agreement
SECTION A. CHANGE ORDER DESCRIPTION
CR #:
Client Name:
Kitsap County, WA
Project Name:
Kitsap County RMS & JMS
Impact Area:
rget Date
This document incorporates by reference the existing contract dated
Short Description of Change: E
Modify existing agreement to include
a.
Detail Description of Change:
1. Modify existing agreement to include.....
a.
Kitsap County Sheriff's Office Financial/Cost Impact
Kitsap County Regional, WA -- SOW Page 76
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SECTION B: IMPACT STATEMENT
THE PARTIES ACKNOWLEDGE THAT THEY HAVE READ THIS CHANGE ORDER, UNDERSTAND IT, AND
AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. FURTHER, THE PARTIES AGREE THAT THE
COMPLETE AND EXCLUSIVE STATEMENT OF THE AGREEMENT BETWEEN THE PARTIES RELATING TO THE
SERVICES DESCRIBED HEREIN CONSISTS OF THIS CHANGE ORDER. THIS STATEMENT OF THE CHANGE
ORDER SUPERSEDES ALL PROPOSALS OR OTHER PRIOR ACKNOWLEDGEMENTS, ORAL OR WRITTEN,
AND ALL OTHER COMMUNICATIONS BETWEEN THE PARTIES RELATING TO THIS SUBJECT.
Change Order Agreed to:
EIS
Oocu9igned by:
By:
Authorized Signature
Name: Justin Davis
Title: VP Operations
Date:
Change Order Agreed to:
County
J
By:
Authorized Signature
Name: fAwaaa ` . w6we-
Title: i (L
Date:
Kitsap County Regional, WA -- SOW Page 77
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Exhibit B - Minimum Hardware Standards
Kitsap County Regional, WA -- SOW Page 78
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Exhibit C - RACI Template
Project Name: Kitsap County RMS and JMS Regional System
Project Manager:
Name Name Name Name Name Name Name Name
EIS County Tech Business
Project Project Sponsor Lead Finance IT Analyst Lead Testing
Mar Mar
Initiation (Concept Phase)
Project Request
P S
S
-
S
-
-
-
Define Objectives, Deliverables
A
A
I
-
I
-
Project Organization
A
I
I
-
I
I
Cost Estimate
P
P
I
A
I
P
I
Risk Assessment
P
I
P
P
P
P
Justification statement
I
P
I
I
I
-
Develop Project Charter
A
S
S
S
I
S
I
Elaboration (Planning Phase)
RFP Development
Kitsap County Regional, WA -- SOW Page 79
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Vendor Selection
Scope Statement
WBS
Project Schedule
Communications Plan
Project Budget
Quality Plan
Use Case Analysis
Specifications
Architecture
Design
Prototypes
Test Plan
Construction (Execution Phase)
Product Development
Quality Control (e.g. testing)
Quality Assurance
Documentation
Training development
Configuration Management
Transition (Testing / Rollout Phase)
System testing
Kitsap County Regional, WA -- SOW Page 80
DocuSign Envelope ID: F0804FF1-A4A0-48D0-A985-652CEF9D19E4
Code
A Accountable Responsible for success/failure of this activity
P Participant Actively participates in the activity
Review
R Required This person must review the output of this activity
I Input Required Project Team needs input from this person in this activity
Sign -off Must sign -off the appropriate
S Required document
Kitsap County Regional, WA -- SOW Page 81
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SUPPORT SERVICES AGREEMENT
THIS SUPPORT SERVICES AGREEMENT (the "Agreement") is made and entered into this _day of _
by and between Kitsap County, a Washington state municipal corporation Hereinafter
referred to as the County "County", and Executive Information Services, Inc., hereinafter referred to as
"Contractor" or "EIS".
WHEREAS, the Contractor has agreed to sell and County County agreed to purchase support services
described in the Schedule of Support Services ("Support Services"), attached hereto as Schedule "A" and
incorporated herein.
1. GENERAL SCOPE OF SERVICES. Contractor agrees to furnish to the County the Support Services in
accordance with, this Agreement, and the Schedules attached hereto and incorporated herein by
reference. All capitalized terms not otherwise defined herein shall have the meaning given to such
terms in the KC 561-20 Public Safety Records and Jail Records Management Software Contract
("Contract").
2. TERM. This Agreement shall commence on the Go -Live Date as that term is defined in the Contract
(the "Effective Date") and shall be coterminous with the Contract term (the "Initial Support Term"),
unless and until terminated or extended as provided herein. Thereafter, this Agreement may be
renewed by mutual agreement and by payment of Contractors' then current fees for Support
Services (each a "Support Renewal Term"). The Initial Support Term and any Renewal Term shall
collectively be referred to as the "Term".
3. SUPPORT FEE. The initial 12 month term commencing on the Go -Live Date is a warranty period.
Following the initial 12 months, the County agrees to pay the Contractor for the services and
equipment herein as provided in Appendix C (Cost Proposal) of the Contract (the "Support Fees")
EIS Products covered by this agreement and cost breakdown:
a. Support Services for {JMS and RMS}
b. Subscription/Support Services for (Citizen Service Portal}
4. PAYMENT. County will pay Contractor the Support Fees specified above. Payment of the applicable
fees is due prior to the commencement of Support Services. Contractor will invoice for the Support
Fees annually in advance. All payments hereunder are non-refundable. The Support Fees do not
include sale taxes. County agrees to to pay all sales and use taxes imposed on goods or services
acquired hereunder as required by law within their contracted rate which shall be added to each
invoice to County as appropriate. County shall reimburse Contractor for all reasonable travel and
out of pocket expenses. All travel expenses must be preapproved in writing by the County prior to
commencement of travel.
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5. RESTRICTIONS. In addition to the exclusions set out in Schedule "A", (a) Contractor shall have no
obligation to provide Support Services if County fails to pay the applicable fees hereunder or is
otherwise in breach of this Support Agreement or the Sales, Service and License Agreement. (b)
Contractor shall have no obligation to provide Support Services for any system component that has
been modified by the County or any third party without express written approval by Contractor. (c)
County agrees to provide Contractor with access to facilities and equipment as are reasonably
necessary for Contractor to perform its obligations, including remote access subject to any Contract
restrictions provided to Contractor in writing.
6. WARRANTY. Contractor agrees to perform the Services in a professional manner and as otherwise
set forth in this Agreement and the Contract.
7. DISCLAIMER. TO THE GREATEST EXTENT PERMITTED BY LAW, EXCEPT FOR THE EXPRESS LIMITED
WARRANTY SET OUT IN SECTION 6, SUPPORT SERVICES AND ALL DOCUMENTATION AND OTHER
MATERIALS AND SERVICES ARE PROVIDED TO CUSTOMER, "AS IS" AND THERE ARE NO WARRANTIES,
REPRESENTATIONS OR CONDITIONS, EXPRESSED OR IMPLIED, WRITTEN OR ORAL, ARISING BY
STATUTE, OPERATION OF LAW, COURSE OF DEALING, USAGE OF TRADE OR OTHERWISE,
REGARDING THEM OR ANY OTHER PRODUCT, SERVICE OR MATERIAL PROVIDED HEREUNDER OR IN
CONNECTION HEREWITH.
CONTRACTOR, ITS AFFILIATES, LICENSORS AND SUPPLIERS DISCLAIM ANY IMPLIED WARRANTIES OR
CONDITIONS REGARDING THE SUPPORT SERVICES, AND ANY OTHER PRODUCTS, SERVICES AND
MATERIALS PROVIDED HEREUNDER OR IN CONNECTION HEREWITH, INCLUDING, BUT NOT LIMITED
TO, WARRANTIES OF MERCHANTABLE QUALITY, MERCHANTABILITY, DURABILITY, FITNESS FOR A
PARTICULAR PURPOSE, TITLE OR NON -INFRINGEMENT.
LIMITATION OF LIABILITY. TO THE GREATEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO
EVENT SHALL CONTRACTOR, ITS AFFILIATES, SUPPLIERS, LICENSORS AND EACH OF THEIR RESPECTIVE
DIRECTORS, OFFICERS, EMPLOYEES AND SHAREHOLDERS, BE LIABLE FOR ANY CONSEQUENTIAL,
INCIDENTAL, INDIRECT, EXEMPLARY, PUNITIVE, OR SPECIAL DAMAGES, FOR LOST REVENUE OR LOSS
OF PROFITS, LOSS OF BUSINESS, LOSS OF DATA, FAILURE TO REALIZE EXPECTED SAVINGS, OR COST
OF SUBSTITUTE GOODS OR SERVICES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT,
WHETHER IN CONTRACT OR IN TORT (INCLUDING FUNDAMENTAL BREACH OR NEGLIGENCE) OR
UNDER ANY OTHER LEGAL THEORY, EVEN IF IT HAS BEEN ADVISED OF THE LIKELIHOOD OF THE
OCCURRENCE OF SUCH LOSS OR DAMAGE OR SUCH LOSS OR DAMAGE IS FORSEEABLE AND
NOTWITHSTANDING ANY FAILURE OF ESSENTIAL PURPOSE OF ANY LIMITED REMEDY.
CONTRACTOR, ITS AFFILIATES, SUPPLIERS, LICENSORS AND EACH OF THEIR RESPECTIVE DIRECTORS,
OFFICERS, EMPLOYEES AND SHAREHOLDERS' ENTIRE LIABILITY AND COUNTY'S EXCLUSIVE REMEDY
WITH RESPECT TO THE SUPPORT SERVICES AND ANY OTHER PRODUCTS, MATERIALS OR SERVICES
SUPPLIED BY CONTRACTOR IN CONNECTION WITH THIS AGREEMENT FOR DAMAGES FOR ANY
CAUSE AND REGARDLESS OF THE CAUSE OF ACTION, WHETHER IN CONTRACT OR IN TORT,
INCLUDING FUNDAMENTAL BREACH, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, SHALL NOT
EXCEED AN AMOUNT THAT IS EQUAL TO THE SUPPORT FEES PAID TO CONTRACTOR BY AGENCY FOR
THE THEN CURRENT TERM WHICH SHALL IN NO EVENT BE GREATER THAN THE AMOUNT OF
SUPPORT FEES PAID IN THE TWELVE MONTH PERIOD PRECEDING THE DATE OF THE CLAIM.
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9. TERMINATION. This Agreement may be terminated as follows:
(a) Either party may terminate this Agreement effective immediately upon written notice to the
other party to that effect, if the other party breaches a material term of this Agreement and fails to
cure such breach within thirty (30) days of written notice of such breach by the non -breaching party.
(b) Either party may terminate this Agreement effective immediately upon written notice to the
other party if the other party: (i) becomes insolvent; (ii) becomes the subject of any proceeding
under any bankruptcy, insolvency or liquidation law, whether domestic or foreign, and whether
voluntary or involuntary, which is not resolved favourably to the subject party within ninety (90)
days of commencement thereof; or (iii) becomes subject to property seizure under court order,
court injunction or other court order which has a material adverse effect on its ability to perform
hereunder.
(c) This Agreement shall automatically terminate in the event that the Sales, License and Services
Agreement entered into between the parties terminates or expires.
(d) CONTRACTOR may terminate this Agreement upon 30 days prior written notice to the COUNTY,
if County fails to pay any Support Fees when due.
(e) Either party may terminate this Agreement for convenience upon 60 days prior written notice to
the other party.
10. OTHER SERVICES. Professional services (training, project management, data conversion, general
consulting, etc.), not support related, are not included in the services provided under this agreement
and can be provided to the COUNTY on request at the then -current rate for the applicable service.
11. DELIVERY OF NOTICES. All notices permitted or required under this Agreement shall be given to the
respective parties at the following address, or at such other address as the respective parties may
provide in writing for this purpose:
CONTRACTOR: Executive Information Services, Inc.
1396 NE 20th Avenue, Suite 100
Ocala, FL 34470
CUSTOMER: Administrative Lieutenant
Kitsap County Sheriff's Office
614 Division Street MS-37
Port Orchard, WA 98366
Director, Information Services Dept
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Kitsap County
614 Division Street MS-21
Port Orchard, WA 98366
Such notice shall be deemed made when personally delivered or in 5 days after deposit in the U.S.
Mail, first class postage prepaid and addressed to the party at its applicable address.
12. GENERAL.
Force Majeure. Neither party shall be liable to the other or be deemed to be in breach of
Agreement by reason of any default, delay, or failure to perform any of their respective
obligations in relation to the Agreement, if the delay or failure was due to any cause beyond
the party's reasonable control and without fault or negligence. Circumstances deemed to be
beyond the control of the parties hereunder include, without limitation, but are not limited
to, acts of God or of the public enemy; insurrection; acts of the federal government or any
unit of state or local government in either sovereign or contractual capacity; fires; floods;
earthquakes; epidemics; quarantine restrictions; strikes; freight embargoes or delays in
transportation, to the extent that they are not caused by the party's willful or negligent acts
or omissions, and to the extent that they are beyond the party's reasonable control. Any
applicable delivery schedule shall be extended by a period of time equal to the time lost
because of any such delay or as otherwise agreed to in writing by the parties.
b. Entire Agreement. The parties acknowledge the Contract together with the EIS SSLA,
Statement of Work, this EIS Support Services Agreement, all other Attachments to
the Contract, and any Schedules to such Attachments and SOWS, is the product of
negotiation between the parties and represents the entire agreement and
understanding of the parties with respect to its subject matter. All previous
agreements, understandings, and representations, whether oral or written, entered
into prior to the Contract are hereby revoked and superseded by the Contract. The
terms, provisions, or conditions of any purchase order or other business form or
written authorization used by County will have no effect on the rights, duties or
obligations of the parties under this Contract, regardless of any failure of Contractor
to object to those terms, provisions or conditions.
c. Severability. If any provision of this Agreement is determined by a court of competent
jurisdiction to be invalid or unenforceable under any applicable law, then such provision
shall be deemed modified to the extent necessary in order to render such provision valid
and enforceable. If such provision may not be so saved, it shall be severed and the
remainder of this Agreement shall remain in full force and effect.
d. Modification. This Agreement may not be modified and/or amended unless any such
modification or amendment is reduced to writing and signed by both COUNTY and
CONTRACTOR.
e. Governing Law. The Contract has and shall be construed as having been made and delivered
in the State of Washington, and the laws of the State of Washington shall be applicable to its
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construction and enforcement. Any action at law, suit in equity or judicial proceeding for the
enforcement of the Contract or any provisions hereto shall be instituted only in courts of
competent jurisdiction within Kitsap County, Washington or in a federal court nearest to
Kitsap County, unless otherwise required by law.
Mediation. The parties agree to submit any claim, controversy or dispute arising out of or
relating to this Agreement or the relationship created by this Agreement to non -binding
mediation before bringing a claim, controversy or dispute in a court or before any other
tribunal. The mediation is to be conducted by either an individual mediator or a mediator
appointed by mediation services mutually agreeable to the parties. Such mediator shall be
knowledgeable in software system agreements. The mediation shall take place at a time and
location in Kitsap County or such other mutually agreed upon location; provided; however,
in no event shall the mediation occur later than ninety (90) days after either party notifies
the other of its desire to have a dispute be placed before a mediator, unless otherwise
agreed to by the parties. The costs and expenses of mediation, including compensation and
expenses of the mediator (and except for the attorneys' fees incurred by either party), is to
be shared by the parties equally. If the parties are unable to resolve the claim, controversy
or dispute within ninety (90) days after the date either party provides the other notice of
mediation, then either party may bring and initiate a legal proceeding to resolve the claim,
controversy or dispute unless the time period is extended by a written agreement of the
parties. Nothing in this Section shall inhibit a party's right to seek injunctive relief at any
time.
g. Counterparts. This Agreement may be executed in two (2) or more counterparts, each of
which shall be deemed an original and which shall together constitute one Agreement.
Relationship. The parties are and shall at all times remain independent contractors in the
performance of this Agreement and nothing herein shall be deemed to create a joint
venture, partnership or County relationship between the parties. Neither party will have
the power to bind the other party or to contract in the name of or create any liability against
the other party in any way for any purpose. Neither party will be responsible for the acts or
defaults of the other party or of those for whom the other party is law responsible.
Allocation of Risk. County acknowledges and agrees that the warranty disclaimer and
limitation of liability contained in this Agreement are fundamental elements of the basis of
the bargain between Contractor and County and set forth an allocation of risk reflected in
the fees and payments due hereunder.
Survival. The following sections and articles shall survive the termination or expiration of
this Agreement: Sections 1 (General Scope of Services), 3 (Support Fees), 4 (Payment), 5
(Restrictions), 7 (Disclaimer), 8 (Limitation of Liability), 10(Other Services), 11(Delivery of
Notices), 12 (General), and any other provisions which are required to ensure that the
parties fully exercise their rights and obligations hereunder; unless and until waived
expressly in writing by the party to whom they are the benefit.
k. Waiver. A waiver of a default of any part, term, or provision of this Agreement or failure to
enforce any provision of this Agreement shall not be construed as a waiver of any
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subsequent default or as a waiver of the part, term, or provision itself. All waivers must be in
writing
Notice. Any notices, demands and other communications required by this Agreement will
be effective if personally served upon the other party or if mailed by registered or certified
mail, postage prepaid, return receipt requested, to the other party's Contract
Representative at the address below. Notice will be deemed to be given five days following
the date of mailing, or immediately if personally served. Each party will designate a contract
representative, which may be changed by providing 15 days' prior notice to the other party.
TO CONTRACTOR: Executive Information Services, Inc.
1396 NE 20th Ave. Suite 100
Ocala, FL 34470
With a copy to: N. HARRIS COMPUTER CORP.
1 Antares Drive, Suite 400
Ottawa, Ontario K2E 8C4
Attention: General Counsel
Telephone: 613-226-5511, Ext. 2149
TO County's Representatives:
Administrative Lieutenant
Kitsap County Sheriff's Office
614 Division Street
Port Orchard, WA 98366
13. STAFF REQUIREMENTS
Director, Information Services Dept
Kitsap County
614 Division Street
Port Orchard, WA. 98366
a. The CONTRACTOR must submit the names, dates of birth, and/or fingerprints of any
persons assigned to provide the COUNTY services, so that KCSO may conduct a
background check prior to any onsite visits and/or access to County databases or
interfaces. All such information shall be deemed Confidential Information of
CONTRACTOR and subject to County's obligations of confidentiality set out in Section
20 of the EIS SSLA.
b. While at County facilities, CONTRACTOR'S Personnel shall conduct themselves in a
businesslike professional manner, treat employees courteously, and comply with
reasonably safety practices, adhere to no -smoking ordinances, and the COUNTY'S
drug -free workplace policy provided such practices and policy have been provided to
Contractor in advance. The COUNTY has the right to request the removal of any
CONTRACTOR employee or subcontractor who does not properly conduct
himself/herself/itself or perform quality work.
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c. If during the Contract term, the COUNTY determines in good faith that the continued
assignment to the Contract of any CONTRACTOR'S Personnel (including
CONTRACTOR'S key personnel) is not in the best interests of the County, acting
reasonably, the parties will attempt to resolve the COUNTY'S concerns on a mutually
agreeable basis. If the parties are unable to resolve the COUNTY'S reasonable
concerns within ten (10) business days, the CONTRACTOR will remove that person
from the position and shall timely propose to the COUNTY the assignment of another
individual of suitable ability and qualifications.
d. With respect to all other CONTRACTOR'S Personnel, CONTRACTOR will use its
commercially reasonable efforts to ensure the continuity of its assigned suitable and
qualified personnel performing services under the Contract. The CONTRACTOR shall
not transfer, reassign or remove key personnel (except as a result of voluntary
resignation, involuntary termination for cause, illness, disability, or death) during the
specified period in the Scope of Work without the County's prior approval, which will
not be unreasonably withheld.
DATED this "day of PrO V-11 , 2022
EExlec tivbe Information Services, Inc.
0 8 .�94EC,..
rdson
CFO Executive Information Services
DocuSigne4l by:
ihan
SEVP Executive Information Services
5 DocuBlgned by:
ECCVP 11''UUgEflxecutive Information Services
4COU Y
Jo Gese
Kitsap County Sheriff
DATED this IP3day of k , 2022.
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41111111111F-
ATTEST:
Dana Daniels, Clerk of the Board
yi�qck (J66:, Commissioner
��3✓61t�T. lW„-d+
CHARLOTTE GARRIDO, Commissioner
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Schedule "A"
Executive Information Services, Inc.
SCHEDULE OF SUPPORT SERVICES
1.0 SUPPORT SERVICES
Executive Information Services, Inc. will provide Support Services (as that term is defined in Section 2.0)
for licensed Software (as that term is defined in this Section 1.0) in accordance with the provisions of
this document.
GENERAL PROVISIONS. Standard Support Services only relate to EIS application software that is validly
licensed by Customer pursuant to a Sales, Service and License Agreement that is in effect between
Customer and EIS (the "Software"). Support Service plans do not cover computer hardware, operating
systems, e-mail systems, networks, network operating systems, or other computer or network
components whether or not they were provided by Contractor. Support Services do include limited
diagnostic services and coordination with hardware support vendors, communications vendors, E911
vendors, radio console vendors, and other involved third parties. All charges by third parties for system
software licenses, cabling, hardware components, etc. are the responsibility of the County.
SUSPENDED SERVICE. Contractor will suspend Support Services on any County with an outstanding
invoice more than 90 days in arrears. Agencies with suspended Support Services may have service
reinstated by paying all back -due service fees, the annual support fee for the current period, and the
then -current reinstatement fee. In the event that County terminates this Agreement or elects not to
renew this Agreement and allows Support Services to lapse, in order to reinstate Support Services
County will be required to enter into a new Support Services Agreement and will be required to pay all
back -due Support Fees that would otherwise be applicable to the lapsed period in addition to the then
current Support Fees for the new term.
CONTRACTOR QUALIFICATIONS. Contractor has and will maintain the personnel, experience and
knowledge necessary to qualify Contractor to perform the duties under this agreement.
DOJ COMPLIANCY. Contractor support personnel have undergone background checks. Agencies that
require a CAS vendor contract or need to maintain additional validation related to Contractor support
personnel should contact EIS Support.
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2.0 LISTING OF SERVICES
EIS provides the following software and technical support services and reserves the right to change or
modify the services at any time and upon 45 days' notice to County (the "Support Services"). EIS will use
commercially reasonable efforts to provide solutions for any problem or issue reported and determined
to be in the EIS Software or documentation. While it is EIS's goal to provide an acceptable resolution for
all incoming service requests, EIS cannot predict a resolution time and is unable to guarantee that all
problems or issues can be resolved.
EIS personnel, when accessing County's network through a remote access connection and when
providing on -site Support Services, shall comply with the County policies provided to EIS in advance
regarding security, safety and professional conduct.
Telephone Technical Support —County has access to EIS qualified technical and applications
support personnel via the Call Center number listed herein. EIS will use reasonable efforts to
resolve any query relating to EIS licensed Software or its use or operation by County.
2. Software Remediation—EIS will use its reasonable efforts to correct or circumvent any reported
reproducible error in licensed Software in order to bring the Software into material
conformance to the then current published documentation.
Diagnostic Services —Support Services include diagnostic services that may be reasonably
required to correct reproducible errors or malfunctions in the licensed Software. EIS will also
work closely with County personnel where necessary to coordinate repair efforts with other
vendors or in-house technicians.
4. Interface Maintenance —Support Services on State Interface Gateways includes programming
modifications mandated by State Agencies and agreed to by EIS in writing (subject to EIS' right
to charge additional fees for custom components for County and the change management
process). New state switches requiring new gateways and completely different protocols or
message formats may be subject to additional charges. Due to variability, changes to E-9-1-1
interfaces may be subject to additional charges. All other third party interface support is subject
to additional charges.
System Notification Service —Periodically EIS releases electronic bulletins or newsletters
designed to alert users to potential problems with EIS systems, virus threats, or provide best use
recommendations.
6. General Systems Consulting —EIS provides limited consulting services when related to EIS
products and product use within the County.
Software Updates —"Updates" means any published changes, additions or corrections to the
Software that primarily include a minor modification or enhancement to the Software related to
a bug fix, minor additional functionality that EIS makes generally available to its customers as
part of its Support Services. Minor Updates are included in standard service plans. Minor
Updates are normally provided via remote support facilities and do not involve on -site visits.
Additional service packs or updates may be applied depending on individual County
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circumstances. "Upgrades" means a major overhaul of the Software which is a complete new
published version of the Software that modifies, revises or alters the Software and adds
features, functionality or enhancements to such Software, that require significant database
changes, data conversions, re -installation of software systems, or extensive operator training,
that EIS makes generally available to its customers and are subject to additional charges.
Charges for major Upgrades depend on the scope of the changes, size of the County, required
days on site, and other factors related to implementation costs.
Updates are scheduled with each County on a case by case basis and County has the option to
accept or decline any update provided that EIS shall no longer be obligated to perform certain
obligations pertaining to the fix provided in the Update as further described herein or in the EIS
Sales, Service and License Agreement in the event that the County has failed to install any
Update. Due to variables in scheduled feature sets and program development, no guarantees of
releases or release dates for any software are made. When Updates are anticipated, County will
be provided the release notes corresponding to the Update.
8. Documentation Updates —Updated documentation for every release, Update or change to the
system will be provided embedded within the application Software as part of the distribution
software.
REMOTE ACCESS SUPPORT
Support Services are normally provided via a remote access connection to the County. This is normally
done via a high speed Internet connection from the EIS Support Center to the customer site. EIS can
provide programs for a secure link or will work with most existing County VPN's or security appliances.
Low speed connections can degrade the ability of EIS to respond to client requests or provide updates.
Remote Support Services include Updates, diagnostic services, and client initiated remote desktop
sessions. At the County's option, prior to establishing an attended connection, EIS will email a
connection notification to a defined email at the County indicating that an external connection will be
established to the County's system. If the connection to the County's servers result in the resolution of
the reported issue, a SR closing email would be sent to the County's notification list.
ON -SITE SUPPORT
EIS will provide on -site support, if deemed required by EIS, in consultation with the COUNTY and subject
to the restrictions on travel expenses set forth in paragraph 4 of the Agreement. This is usually reserved
for critical failures that render the system inoperable or seriously degrade system performance.
Response time is dependent on distance, severity of the errors, and other factors and is coordinated
with the designated County project manager.
3.0 SERVICE REQUESTS
A Service Request (SR) may be filed by County for any operational problem or Software error. An error
is any reported malfunction or other defect in the EIS licensed Software that can be reproduced by EIS
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and that constitutes a non -conformity from the product documentation provided by EIS to Customer
under the Sales, License and Services Agreement.
Regardless of how submitted, all Service Requests are documented in an on-line database at the EIS
customer support WEB site along with remedial actions and other pertinent data.
SERVICE REQUEST SUBMISSION
Service Requests can be submitted by any means convenient to County; phone, fax, e-mail, or WEB.
Critical high priority service requiring immediate assistance should be submitted by phone to the EIS Call
Center. This is available 24 x 7. We request after hours calls be limited to emergency, priority 1 calls.
Unless restricted by County, EIS will accept routine and emergency calls from any County personnel.
Contact numbers and addresses are:
Mailing Address: Executive Information Services, Inc.
1396 NE 20t" Avenue, Suite 100
Ocala, FL 34470
Call Center: (208) 580-0400
Fax Number: (209) 370-9921
WEB Site Address: www.goeis.net
Support Portal: www.portal.goeis.net
E-Mail Address: support@goeis.net
Automatic Problem Report: support@goeis.net
SUBMISSION GUIDELINES
1. Critical issues should be reported by telephone to the EIS Call Center (208) 580-0400
2. Issues and service requests can be submitted by any of the following.
a. Contact the EIS Call Center by telephone at the above number.
b. Send an e-mail with pertinent details on the issue to support@goeis.net. This will create an
automatic service request in our system and notify support technicians. You will be
provided details by return e-mail and your issue will be reviewed within 24 hours.
c. Log onto our support WEB site and submit the issue.
3. In all cases, the following details should be provided.
a. Full contact information including your name, your County, contact phone number and e-
mail address.
b. The particular program or product that is causing the issue.
c. All details you have on the issue.
d. Date/time the issue occurred
e. Workstation/Server where the issue occurred
f. Symptoms of the problem. What error message displayed.
g. Did the problem occur once or often? Is the problem erratic or consistent? Can the
problem be duplicated and if so, what are the steps to duplicate it.
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h. Enclose a screen shot if possible.
4. An automated system response is sent to the originator and designated County contacts when
the service request is created in the system and whenever key details on the service request
change in the system.
5. An County can check their service request status at any time at the EIS Service Request portal
above.
SERVICE LEVEL RESPONSE
Each Service Request is assigned a priority based on its severity and disruption to the County. EIS has
set the following priorities guidelines.
Priority Level
Description
Processing
1 Critical
A major system or sub -system has failed and become
Service is continuous. If the issue cannot be resolved
inoperable. For example CAD has failed. County
by the answering technician, then escalation is
cannot perform a critical job function. County has
immediate. Response time will vary from immediate to
initiated support request via direct telephone to EIS
within several hours, but will not be longer than 2 hours
support desk.
2 High
A major component or sub -system has failed. For
Service is determined by the nature of the problem and
example a state interface has failed and is seriously
consultation with the County. The problem is given
degrading the CAD system. County job function is
priority support and may be escalated as necessary.
degraded or limited. County has initiated support
request via direct telephone to EIS support desk.
3 Medium
A processing error has occurred or there is an error
Service is routine. Escalation depends on
in processing. For example a data field is not saving
circumstances. Program errors may be fixed by
in a report, a report has incorrect totals, etc. County
service packs, delayed to regular releases, or work -
experiences intermittent problem or minor
arounds applied as necessary.
degradation.
4 Low Low priority. Error in provided component causing Service is generally handled in the course of regular
operational function/feature to occasionally fail or system updates. Will be addressed as soon as
cause minor inconvenience. feasible for EIS
5 Enhancement Modification to the behavior of an existing feature, or Enhancement request is reviewed and slated for
the addition of a new feature/function or report at the development as determined by the EIS software
request of the County. review team. Enhancements are provided in the
course of regular system updates. No commitment of
delivery by EIS unless contractually stated.
SERVICE REQUEST ASSIGNMENT
Each service request submitted is assigned to an EIS support technician that has responsibility for
resolving the issue, keeping the County notified of progress on the issue, and ultimately resolving and
closing the issue. The assigned person is provided in an automatic response to the requestor and is
available on the support WEB portal. You may contact the assigned person at any time for an update on
the status of the Service Request, to update priority, or to discuss additional details on the issue.
SERVICE REQUEST STATUS
Each Service Request is assigned a status. Status codes are:
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� AW�
OPEN The SR is actively being worked on by EIS
COMPLETE EIS has completed all work on the SR and is waiting authorization to close it.
CLOSED The SR is no longer active in the system. Closed SR's are no longer tracked by EIS.
ESCALATION
EIS has designated a group of senior technical and programming resources that are available for critical
service requests that cannot be handled in the course of normal business. This team is notified
immediately on all priority 1 service requests and notified when appropriate on other critical issues. EIS
management reviews all escalated and priority 1 critical service requests on a weekly basis. In the event
issues have not been resolved to the County's satisfaction, the issue may be escalated to the Vice
President of Client Services.
CLOSING SERVICE REQUEST
Service requests are closed based on consultation with County. A completed service request has it status
changed to COMPLETE by EIS pending consultation and review for closure. An EIS representative will
review the case with the originator or with a designated County contact before closing the support
request. This may be by e-mail or phone as is most convenient. If a timely contact cannot be established
for review, EIS will close the request.
An automatic system response is sent to the originator and all designated County contacts when a service
request is closed.
PRODUCTION SYSTEM
Standard Support Services and escalation apply to County production use Software. Licensed EIS
Software on test, training, development, or other non -production systems receives a medium level
response and is scheduled in consultation with the County.
EXCLUSIONS
1. EIS assumes no responsibility for computer hardware or third party software including operating
systems, communications circuits, electronic mail systems, overall network performance, user
profiles, and other network management functions.
2. Data backup and integrity checking is the responsibility of the County.
3. Virus protection, system intrusions, security breaches, and malware protection are the
responsibility of the County, unless it was an industry known virus, malware, or other harmful
code included in the Software as and when delivered by EIS.
4. Table maintenance, including offense code tables, are the responsibility of the County. EIS
provides utility and maintenance programs that facilitate this.
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5. Access Control and security setup for County users is the responsibility of the County. EIS
provides utility programs that facilitate this.
6. Errors caused by mis-use, use on inadequate or out of date hardware or operating system
software. Errors caused by conflicts with other third party or County provided software.
7. New custom reports or report modifications are not included in standard Support Services.
8. If required, EIS may provide release notes, on-line tutorials or other training on new features or
operational problems under the service agreement. Full training for new users or general
training for the County that requires on -site services is not included in the standard Support
Services. Release notes will be provided at no charge to the County.
9. EIS shall not be required to provide Support Services for any non -current versions of the
Software for errors or deficiencies in the Software for which an Update has been provided to
CUSTOMER that CUSTOMER elected not to accept and install.
ENHANCEMENT REQUESTS
Requested system enhancements, including new report requests, are considered for inclusion in EIS
products at EIS's sole option. No guarantee of implementation is made and no timeframes are provided
for any requested enhancements. Enhancements and product content and feature sets are at the sole
discretion of EIS. Custom feature requests are not included in standard support plans. Any feedback,
ideas, and suggestions for enhancements to EIS Software that County submits will become the property
of EIS. EIS may use this information for any EIS business purposes, without restriction, including for
product support, development, for sale, license or other transfer to third parties without any obligation
to County.
4.0 COUNTY RESPONSIBILITIES
The level of service EIS can provide is dependent upon the cooperation of the County and the quantity
of information that the County can provide. If the County cannot reproduce a problem or if the County
cannot successfully gather adequate troubleshooting information, EIS may not be able to ultimately
resolve the problem. Careful submission of service requests is an important County responsibility.
FACILITY, SYSTEM AND DATA ACCESS
In order to provide County with technical support, EIS may need to remotely access County
computing environment. This access is for diagnostic, backup, or data recovery purposes only.
Access methods and procedures are worked out with each customer individually. As part of Support
Services, EIS may be given access to your data and may temporarily copy all or parts of databases
from your systems. All data that is provided or made available to EIS by the County under this
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Agreement shall be governed by the terms of Section 14.3 of the Contract. EIS shall treat all such
data as Confidential Information of the County. Data is not permanently retained and is destroyed
when no longer required for diagnostics. County is notified of any data access in advance. If on -site
services are required, EIS will require access to facilities and equipment on -site. Contractor shall keep
all Confidential Information in confidence, and take those steps that it takes to protect its own
confidential and proprietary information, which shall be no less than reasonable, to protect the
Confirmation Information from unauthorized use, access, copying or disclosure. Contractor shall not
disclose or release Confidential Information except to the extent required by applicable law or
during the course of or in connection with any litigation, arbitration or other proceeding based upon
or in connection with the subject matter of this Agreement, provided that Contractor shall first give
reasonable notice to County prior to such disclosure so that the Contractor may obtain a protective
order or equivalent and provided that the Contrator shall comply with any such protective order or
equivalent. Contractor agrees not to disclose or release such Confidential Information to any third
person without the prior written consent of County, except for authorized employees or agents of
COUNTY who have a need to know such information for the purpose of performance under this
Agreement, and who are bound by confidentiality obligations at least as protective of County's
Confidential Information as this Agreement. Contractor shall not copy Confidential Information, in
whole or in part, except as authorized by County in writing.
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County:
Address:
►7iFmA * I" *ma ma -
Primary Contact:
Title:
Phone:
E-Mail
Additional Contact:
Title:
Phone:
E-Mail
Additional Contact:
Title:
Phone:
E-Mail
Additional Contact:
Title:
Phone:
E-Mail
County Information
( ) Extension
Extension
Extension
Extension
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Support System Notification List
Name Title E-Mail Phone
Please return this information to:
Executive Information Services, Inc.
1396 NE 20t" Avenue, Suite 100
Ocala, FL 34470
support@goeis.net
FAX: (209) 370-9921
Page 18
ATTACHMENT B
OFFICE OF
JOHN GESE
K ITSAP COUNTY SHERIFF
614 DIVISION ST. MS-37 • PORT ORCHARD, WASHINGTON 98366 • (360) 337-7101 • FAX (360) 337-4923
Kitsap County Police Chiefs:
EIS Project Status Update
The EIS project paused recently to ensure all agency leaders received an outline of the total cost of
ownership. Our Kitsap IT department (Information Services — I/S) has been working with the Budget
Office (DAS) to put together the additional costs that accompany the EIS implementation and licensing
that has recently been distributed. The effort to put together the total cost of ownership document
attached has taken a bit longer than desired but should help in providing you with what to expect in
costs to your agencies over the next five year.
The original ILA was sent to you included the EIS contract and EIS cost breakdown while identifying that
hardware, Kitsap County I/S (Information Services) charges, and tax would be additional. We were
subsequently asked to clarify and estimate those additional charges to more clearly identify the TCO
(Total Cost of Ownership) for all parties. Our Kitsap County I/S staff and Budget staff have been
reworking the final numbers to provide a timeline of all costs/charges by category. Take into account
that these are forecasts based upon current financial numbers. In an effort to be fully transparent,
financials and updated forecasts will be routinely shared with all parties highlighting any change to our
estimates, both positive and negative throughout the project.
Below is the explanation for each of the additional charges:
1. Hardware —A $250,000 charge was included to cover hardware and related software expense.
While Kitsap County I/S intends to repurpose any existing hardware that is available as
appropriate, after review of EIS's recommended specifications, new technology will need to be
purchased to ensure the greatest stability, security, and performance of the system. This
estimate is intended to be a conservative estimate as we don't expect to exceed this number.
We expect that we can purchase the technology strategically and combine with existing,
repurposed equipment/software to reduce this expense.
2. Kitsap County I/S (Information Services) charges —This expense covers the labor costs incurred
from Kitsap County I/S from Implementation of the new system over the first 2 years and the
support costs associated with supporting the system throughout a 5-year horizon. Such support
expense is inclusive of Project Management throughout implementation until Go -Live of new
system, Data Conversion services, Configuration services, Integration development to identified
tertiary systems as identified by joint jurisdiction implementation team, and other technical
services as required to meet the outcomes of a successful launch of the EIS product.
3. Tax —Assumes a 9.2% tax rate. After consultation with Local and State Auditor's Offices, it was
determined that this product, the implementation costs, support costs, and hardware costs will
all fall under taxable classification, so we are calculating the tax rate against all costs of the
project.
In addition to a 5-year TCO, we were asked to break that total down further to demonstrate annual
costs. This would provide an estimated expectation of total costs by calendar year for budget purposes.
Updated 08302021
L
Once again, these estimates are subject to change as variable change throughout the project but based
upon current forecasts we believe these numbers provide the most up-to-date annual cost estimates.
We asked the project managers to provide an updated explanation of the "total cost of ownership"
based on the information that is known. Attached is the document they have provided for your review.
All cost estimates are provided on the following page which include TCO of total project as well as the
Cost Distribution broken down to individual agencies/jurisdictions.
We appreciate the cooperation you have provided to this point and will continue to provide throughout
the implementation of this system and beyond. If you have any questions regarding any of these
numbers or need further explanation, feel free to contact us.
If there are no questions or concerns received by Friday January 28, 2022 we will resend updated
Interlocal Agreements to each jurisdiction for routing.
Sincerely,
Steve Duckworth
Undersheriff
Kitsap County Regional
Law Enforcement > Icurce> > en Record
Jail Management System
5-Year Cost of Ownership Analysi's
Implementation
5-Year Cast of Ownership - Overall
Implementation - RMS
Sales Tax @ 9.2°%
Implementation - ]MS
Sales Tax @ 9.2°%
Annual Maintenance - RMS
Sales Tax @ 9.2°%
Annual Maintenance - ]MIS
Sales Tax @ 9.2°%
IS Infrastructure (Hard Costs)
Project Management
Technicalt Analvst(s)
Fixed Fixed
Annual Maintenance
2022 2023 2024 2025 2025 1 Total
320,760 401 712 - - 722 472 1 143 244
29, 510
r
163,800
15,070
250,000
113,092
r
36,957
-
216,928
-
-
19,957
-
-
-
80,190
80,190
-
7,377
7,377
r
r
r
-
40,350
40,350
-
3,712
3,712
29,637
-
-
963,925 780,519 210,671 214,623
-
66,467
-
380,728
-
35,027
84,200
244,580
120,W
7,746
22,501
42,368
123,068
3,8%
11,322
-
250,000
-
142,779
87.143
396.149
725,354 1 2,395,093
5-Year cast of Ownership - Agencies
Ownership
2022
2023
2024
2025
2026
Total
Kitsap County Sheriffs Office - RMS
47%
368,976
255,508
78,306
80,164
84,172
867,126
Kitsap County Sheriffs Office - ]MS
100°%
178,870
236,885
44,062
44,062
46,265
550,145
SUBTOTAL
547,845
492,393
122,368
124,226
130,437
1,417,270
City of Bremerton
22%
172,712
119,599
36,654
37,523
39,400
405,889
City of Port Orchard
9°%
70,655
48,927
14,995
15,350
16,118
166,D45
City of Bainbridge Island
9°%
70,655
48,927
14,995
15,350
16,118
166,D45
City of Poulsbo
8°%
62,804
43,491
13,329
13,645
14,327
147,596
Suquamish Tribe
5%
39,253
27,182
8,330
8,528
8,954
92,247
SUBTOTAL
100°%
416,079
288,126
88,303
90,397
94,917
977,822
GRAND TOTAL 963,925 730,519 210,671 214,623 225,354 2,395,D93
Details
Cast Breakdown Per EIS CDMt L i c e n s i n I Services Support CDrnbined Lioensing Support Average
.................. ... ..... ................................................11.............................................:......................................................................
RMS 472,500......................................................._70�840.............._543,490... 63% 64% 54�
]MS 273,000 40,350 313, 60 37% 3b95 3695
WACIC (RMS Cost Only)
62,000
9 300 ............928,14{1
71,300
SL1BTD.TAL........................................................................................_8
.7 604._...........................-..........
120,544 ....
Installation & Training Services
................................................................
;
......................................,.
245,600
e
245,600
Data Conversion
......................................................................................................................................................
50�000
........................................
5%000
.....
SUBTOTAL
-
295 b40
-
295,600
TOTAL
807,600
295,600
120,540
1,223,740
SALES TAB{ @ 9.1%
73,492
26,900
10,969
111,360
G RA
RR1
322,500
131,509
1,335,100
pR S�Ch�dI�C
■
745,600 111,240
1,103, 200
202-2
2023
Notes & Assumptions:
Cbre implementation figures before tax; no support, no tax
Assumes 9.2% sales tax rate implentation sometime in 2022
Services utilized and spread in 2023 only
Infrastructure costs most likely to be incurred in 2022; not to exceed
Core support figures before tax
KCSO Implementation Contribution = $300,000 per year with final catch-up payment in 2023; see sche
Billing:
i Implementation = 30 days within receipt of invoice
i Infrastructure =
i Personnel =
Not to exceed by year unless an approved change order exists