HomeMy WebLinkAboutC-5461(A) - Statement of Work SFEN-9RV6GV for IBM i2COPLINK Data Source Integration Services v
Statement of Work SFEN-9RV6GV
for
IBM i2 COPLINK Data Source Integration Services
Prepared for
City of Newport Beach
The information in this Statement of Work may not be disclosed outside of City of Newport Beach and
may not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the
Statement of Work, provided that, if a contract is awarded to IBM as a result of or in connection with the
submission of this Statement of Work, City of Newport Beach will have the right to duplicate, use or
disclose the information to the extent provided by the contract. This restriction does not limit the right of
City of Newport Beach to use information contained in this Statement of Work if it is obtained from
another source without restriction. IBM retains ownership of this Statement of Work.
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1. Overview and Approach
IBM is pleased to present this Statement of Work("SOW)for services to integrate the data source listed
in the Project Scope section below.
2. IBM Statement of Work
This section describes the work to be provided by IBM (the"Services)to City of Newport Beach
("Customer", also called `you" and"your"and"NBPD") under the terms and conditions of the agreement
identified in the signature block of this SOW, (the"Agreement"). In addition, your responsibilities are
listed.
IBM i2 COPLINK Data Migrator("Data Migrator"), an IBM intellectual property asset, is a framework and
runtime engine for the migration of data into the COPLINK system.
As part of this Statement of Work, IBM will deliver one or more copies of Data Migrator, and licenses the
customer to make use of them as part of the larger COPLINK solution specified herein.
Changes to this SOW will be processed in accordance with the procedure described in Appendix A-1:
Project Change Control Procedure. The investigation and the implementation of changes may result in
modifications to the Estimated Schedule, Charges, and other terms of this SOW and/or the Agreement.
The following are incorporated in and made part of this SOW:
• Appendix A: Project Procedures
• Appendix B: Materials
• Appendix C: Sample Project Change Request form
• Appendix D:Agency Data Source Information Tables
• Appendix E: Third Party Hardware and Software
To the extent there is any contradiction, inconsistency or ambiguity between the terms of this SOW and
the Agreement identified below, this SOW will govern.
2.1 Project Scope
Under this project IBM will provide services to integrate the following data source into the existing ILJAOC
COPLINK Node:
Agency Name Vendor Product Product Data Set
Name Name RDBMS Types
Newport Beach Police SunGard ONESolution MS SQL RMS/JMS/CAD
Department 2008 R2
This Statement of Work (SOW) includes the terms for City of Newport Beach to use IBM i2 COPLINK
Data Migrator("Data Migrator").
IBM's estimated charges and schedule are based on performance of the activities listed in the"IBM
Responsibilities" section below. Deviations that arise during the project will be managed through the
procedure described in Appendix A-1: Project Change Control Procedure, and may result in adjustments
to the Project Scope, Estimated Schedule, Charges and other terms. These adjustments may include
charges on a time-and-materials or fixed-fee basis using IBM's standard rates in effect from time to time
for any resulting additional work or waiting time.
IBM and you will each comply with applicable export and import laws and regulations, including those of
the United States that prohibit or limit export for certain uses or to certain end users, and each party will
cooperate with the other by providing all necessary information to the other, as needed for compliance.
Each party will provide the other with advance written notice prior to providing the other parry with access
to data requiring an export license.
2.1.1 Key Assumptions
This SOW and IBM's estimates are based on the following key assumptions. Deviations that arise during
the proposed project will be managed through the Project Change Control Procedure, and may result in
adjustments to the Project Scope, Estimated Schedule, Charges, and other terms.
a. This price is only applicable if the other customer, City of Costa Mesa, signs IBM SOW NKEA-
9QTQYU.
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b. No COPLINK Data Source Integration Support is included in this and this must be purchased
separately by either the agencies or the ILJAOC after the integration project is completed. Any
support by the old data systems is not transferrable but credit can be pro-rated and given for
those.
c. LPR Data will is not included in this estimate and will not be migrated into COPLINK.
2.2 Definitions
• "Hosting Agency" means the agency hosting the COPLINK node.
• "Contributing Agency" means an organization (e.g. a police department) that contributes a specific
Data Source to a COPLINK node.
• "Agency" means either the Hosting Agency or any Contributing Agency. An agency can be a
Hosting Agency, a Contributing Agency, or both. Most Agencies are law enforcement organizations,
but not all.
• "COPLINK Node" means the ILJAOC COPLINK Node.
• "Data Source" means the Agency's information database to be integrated into the COPLINK node.
• "COPLINK Database" is a warehouse in the COPLINK data model, containing the converted data
from one or more Contributing Agencies, resulting from the integration and migration services
performed by IBM.
• "Data Set" is a unit of scope identifying a subset of the information to be migrated from a Data
Source to the COPLINK Database.
• "Data Verification" means the review with NBPD and the Contributing Agency to present how the
Data Source information was mapped into COPLINK and to identify any issues associated with that
mapping.
• "Data Review" means the review with NBPD and the Contributing Agency to present the resolution
of issues identified during Data Verification.
• "Refresh Verification" means the verification by NBPD and the Contributing Agency that changes to
the Data Source information is reflected within the COPLINK Node.
• "Indirectly Contributing Agency" means a smaller law enforcement entity that includes their Data
Source information with the Data Source information of a Contributing Agency.
2.3 Facilities and Hours of Coverage
IBM will:
a. perform the work remotely or at your facility in Newport Beach, CA in order to complete its
responsibilities under this SOW.
b. provide the Services under this SOW during normal business hours, 8:00 AM to 5:00 PM, MST,
Monday through Friday, except holidays. If necessary, you will provide after-hours access to your
facilities to IBM personnel. Out-of-town personnel may work hours other than those defined as
normal business hours to accommodate their travel schedules.
2.4 IBM Responsibilities
Under this SOW, IBM will undertake the following activities:
Activity 1 -Project Manaaement
IBM will provide project management for the IBM responsibilities in this SOW. The purpose of this activity
is to provide technical direction and control of IBM project personnel and to provide a framework for
project planning, communications, reporting, procedural and contractual activity. This activity is
composed of the following tasks:
Planning
IBM will:
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a. review the SOW and the contractual responsibilities of both parties with your Project Manager;
b. maintain project communications through your Project Manager;
C. coordinate the establishment of the project environment;
d. establish documentation and procedural standards for deliverable Materials;
e. assist your Project Manager to prepare and maintain the project plan for the performance of this
SOW which will include the activities,tasks, assignments, milestones and estimates; and
f. review with you the hardware required for the performance of this SOW.
Project Tracking and Reporting
IBM will:
a. review project tasks, schedules, and resources and make changes or additions, as appropriate.
Measure and evaluate progress against the project plan with your Project Manager,
b. review the IBM standard invoice format and billing procedure to be used on the project,with your
Project Manager;
C. work with your Project Manager to address and resolve deviations from the project plan,
d. conduct regularly scheduled project status meetings;
e. administer the Project Change Control Procedure with your Project Manager; and
f. coordinate and manage the technical activities of IBM project personnel.
Completion Criteria:
This is an ongoing activity which will be considered complete at the end of the Services.
Deliverable Materials:
• Status Reports
Activity 2- Project Kickoff
The purpose of this activity is to facilitate a high-level project kickoff meeting for NBPD participants for up
to two(2) hours at a mutually agreed date and time.
Under this activity, IBM will perform Services which include the following tasks:
a. Introduce the project participants and Agencies;
b. Discuss project team roles and responsibilities,
c. Review the Services objectives;
d. Provide an overview of the project methodology;
e. Provide NBPD with a technical questionnaire/checklist packet to be completed by each
Participating Agency, as listed in the table below in Appendix D;
f. Review the NBPD environment;
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g. Develop a preliminary schedule of activities; and
h. Initiate the Services.
Completion Criteria:
This activity will be considered complete when IBM has conducted the project kickoff meeting.
Deliverable Materials:
• Technical Questionnaire/Checklist
• High-level Timeline
Activity 3- Intermediate Machine Configuration and Testing
The purpose of this activity is to provide and configure certain hardware and software.
IBM will:
a. Remotely install and configure the SQL server software listed in Appendix E.
b. Perform a System Test to validate that the hardware and software is ready for Data Migration.
Completion Criteria:
This activity will be considered complete when IBM has installed and tested the Intermediary Server,
validating that the software installation is complete and that the server is on line and ready for use.
Deliverable Materials:
• System Test Report confirming Data Migration readiness
Activity 4-Provide Data Migrator
In this activity, IBM will provide the Data Migrator to NBPD on IBM-designated machines. Licensing terms
for Data Migrator are set forth in the Additional Terms and Conditions section entitled, "Intellectual
Property Services Components.
Delivery Location: IBM will deliver the Data Migrator electronically to the location defined in section 2.3
Facilities and Hours of Coverage. IBM personnel will install and configure Data Migrator on the
intermediate machine described in Appendix E; it may not be deployed elsewhere.
Open Source Software: Data Migrator may include open source software("OSS'), which is not licensed
by IBM. Your use of that OSS in connection with Data Migrator is subject to any and all requirements
specified by the licenses of those open source materials. These licenses are detailed in the NOTICES.txt
file included with Data Migrator.
Completion Criteria:
• This activity will be complete when IBM has installed and configured Data Migrator as described
above.
Deliverable Materials:
• None
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Activity 5- Data Analysis, Mapping, and Conversion
The purpose of this activity is to extract information from the Participating Agency Data Sources and
migrate and integrate that data to create the COPLINK Database within the COPLINK Node.
IBM will:
a. Provide NBPD with a data storage device (encrypted USB drives)onto which each Participating
Agency may download their Data Source information before returning to IBM.
b. Provide an interface to connect to the vendor database on which the Agency Data Source
information resides to provide access to such information.
c. Transfer each Participating Agency's Data Source information and Data Source database
structures from the data storage device to IBM servers.
d. Verify and analyze the transferred Agency Data Source information and Data Source database
structures.
e. Perform limited data cleaning. This data cleaning includes common "cleaning"functions such as
standardizing record styles for names, addresses, criminal code and crime types.
f. Data Cleaning does not include more intensive data restoration, to correct incomplete or incorrect
records in the Data Source, or to standardize name, address or other data included in narrative
reports. Intensive data restoration may be undertaken at ISP's request as additional work scope
at an additional charge, but will not be included under this SOW.
g. Map the Agency Data Source information to the COPLINK Database, including the mapping of
Agency data codes to COPLINK Database codes.
h. Standardize and consolidate the Agency Data Source information into a Data Set to be stored in
the COPLINK Database.
I. Migrate the Agency Data Source information, including the Data Set, Document Description, and
Entity Description information, as listed in the tables in Appendix D, into the COPLINK Database.
Completion Criteria:
This activity will be considered complete when IBM has migrated the Agency Data Source information
into the COPLINK Database.
Deliverable Materials:
• None
Activity 6- Data Verification and Data Review
The purpose of this activity is to validate and correct the Agency Data Source information that has been
migrated into the COPLINK Database.
IBM will:
a. Select a sample set of documents from the Agency Data Source information, as determined by
IBM with input from each Participating Agency, to review and validate the conversion of the
Agency Data Source information into the COPLINK Database.
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b. Conduct, with assistance from NBPD, a side-by-side, field-by-field comparison of the selected
sample set of documents, comparing the original documents from the Agency Data Source to
those same documents migrated into the COPLINK Database.
c. Document any issues found as a"Blocking" issue or a"Non-blocking" issue and provide a
tracking number for each issue found. A"Blocking" issue is one that will be resolved or a
workaround provided prior to Data Verification. A"Non-blocking" issue is one that does not have
to be resolved prior to Data Verification.
d. Resolve or provide a workaround for the identified Blocking issues.
e. Present the issue resolutions to NBPD and each Contributing Agency.
f. Provide Data Verification form to NBPD for sign-off.
Completion Criteria:
This activity will be considered complete when IBM has provided the Data Verification form to your Project
Manager.
Deliverable Materials:
• Data Verification Farm
Activity 7- Data Refresh Verification
The purpose of this activity is to validate the issue resolutions and corrections to the COPLINK Database
after Data Verification.
IBM will:
a. Load a subset of the COPLINK Database in a test environment at the COPLINK Node.
b. Refresh the subset of COPLINK Database from the validated Agency Data Source information.
c. Verify the refresh operation within the COPLINK Database with the Agency representative.
d. Address any remaining Non-blocking issues, unless otherwise agreed.
e. Provide Data Refresh Verification form to NBPD for sign-off.
Completion Criteria:
This activity will be considered complete when IBM has provided the Data Refresh Verification form to
your Project Manager.
Deliverable Materials:
• Data Refresh Verification Farm
2.5 Your Responsibilities
The completion of the proposed scope of work depends on the full commitment and participation of your
management and personnel. The responsibilities listed in this section are in addition to those
responsibilities specified in the Agreement, and are to be provided at no charge to IBM. You are required
to perform your obligations in the Agreement and this SOW without exception. IBM's performance is
predicated upon the following responsibilities being managed and fulfilled by you. Delays in performance
of these responsibilities may result in additional cost and/or delay of the completion of the project, and will
be handled in accordance with Appendix A-1: Project Change Control Procedure,
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2.5.1 Your Project Manager
Prior to the start of this project, you will designate a person called your Project Manager who will be the
focal point for IBM communications relative to this project and will have the authority to act on behalf of
you in all matters regarding this project.
Your Project Manager's responsibilities include the following:
a. manage your personnel and responsibilities for this project;
b. serve as the interface between IBM and all your departments participating in the project;
C. administer the Project Change Control Procedure with the IBM Project Manager,
d. participate in project status meetings;
e. obtain and provide information, data, and decisions within three business days of IBM's request
unless you and IBM agree in writing to a different response time;
f. resolve deviations from the estimated schedule, which may be caused by you;
g. help resolve project issues and escalate issues within your organization, as necessary;
h. review with the IBM Project Manager any of your invoice or billing requirements. Such requirements
that deviate from IBM's standard invoice format or billing procedures may have an effect on price,
and will be managed through the Project Change Control Procedure in Appendix A-1; and
i. create, with IBM's assistance, the project plan for the performance of this SOW which will include
the activities, tasks, assignments, milestones and estimates.
2.5.2 Your Other Responsibilities
You will:
a. supply all prerequisite hardware and software to be used during the performance of this SOW. This
does not include any hardware or software normally used by IBM consultants in the performance of
their day-to-day responsibilities with IBM;
b. ensure that your staff is available to provide such assistance as IBM reasonably requires and that
IBM is given reasonable access to your senior management, as well as any members of your staff
to enable IBM to provide the Services. You will ensure that your staff has the appropriate skills and
experience. If any of your staff fails to perform as required, you will make suitable additional or
alternative staff available;
C. if making available any facilities, software, hardware or other resources, obtain any licenses or
approvals related to these resources that may be necessary for IBM and its subcontractors to
perform the Services. IBM will be relieved of its obligations that are adversely affected by your
failure to promptly obtain such licenses or approvals. You agree to reimburse IBM for any
reasonable costs and other amounts, including costs of settlements that IBM may incur from your
failure to obtain these licenses or approvals. Notwithstanding the foregoing, in the event of any
dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to
attorneys'fees;
d. provide all information and materials reasonably required to enable IBM to provide the Services.
You agree that all information disclosed or to be disclosed to IBM is and will be true, accurate and
not misleading in any material respect. IBM will not be responsible for any loss, damage, delay, or
deficiency arising from inaccurate, incomplete, or otherwise defective information or materials
supplied by you or your representative;
e. if you are employing other suppliers whose work may affect IBM's ability to provide the Services,
unless specifically agreed to otherwise in writing, you will be responsible for the management of the
third parties and the quality of their input and work. Except to the extent IBM specifically agrees
otherwise in this SOW, you are solely responsible for any third party hardware, software or
communications equipment used in connection with the Services;
f. make final selection of solution and technical architectures;
g. be responsible for the identification of, interpretation of, and compliance with, any applicable laws,
regulations, and statutes that affect your existing systems, applications, programs, or data to which
IBM will have access during the Services, including applicable data privacy, export, import laws and
regulations, and product safety and regulatory compliance for non-IBM products including those
recommended by IBM. You are solely responsible for obtaining advice of competent legal counsel
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as to the identification and interpretation of any relevant laws, rules and regulations that may affect
your business and any actions you may need to take to comply with such laws. IBM makes no
representations or warranties with respect to product safety or regulatory compliance of non-IBM
products;
h. allow IBM to cite your company name and the general nature of the Services IBM performed for you
to IBM's other customers and prospective customers as an indication of IBM's experience, unless
both you and IBM specifically agree otherwise in writing;
i. agree that IBM may process the business contact information of your employees and contractors
and information about you as a legal entity (contact information) in connection with IBM Products
and Services or in furtherance of IBM's business relationship with you. This contact information can
be stored, disclosed internally and processed by International Business Machines Corporation and
its subsidiaries, Business Partners and subcontractors wherever they do business, solely for the
purpose described above provided that these companies comply with applicable data privacy laws
related to this processing. Where required by applicable law, you have notified and obtained the
consent of the individuals whose contact information may be stored, disclosed internally and
processed and will forward their requests to access, update, correct or delete their contact
information to IBM who will then comply with those requests;
j. be responsible for i) any data and the content of any database you make available to IBM in
connection with a Service, ii)the selection and implementation of procedures and controls regarding
access, security, encryption, use, and transmission of data, and iii) backup and recovery and
integrity of the database and any stored data, including the Intermediate Machine(iBox). This
security will also include any procedures necessary to safeguard the integrity and security of
software and data used in the Services from access by unauthorized personnel. IBM's
responsibilities regarding such data or database, including any confidentiality and security
obligations, are governed by the terms of this SOW, including the referenced Agreement and
applicable Attachments (which prevails over the terms of any separate confidentiality agreements)
and subject to the Limitation of Liability and other terms in the Agreement; and
k. assign the following personnel for each Client Agency responsible for making decisions regarding
the Agency Data Source information during the project kickoff meeting and the Data Verification and
Data Review activities:
(1) A command level decision maker
(2) A records department administrator
(3) A sworn law enforcement officer,who will also be a user of the COPLINK Node.
I. protect the Data Migrator from any access not authorized in this SOW and ensure that its use is
limited to the services described in this SOW.
m. meet the following prerequisites prior to the start of the IBM Services under this SOW:
(1) Provide connectivity and remote access, via a VPN or other secure dialup access, to the
COPLINK Node to be used by IBM for installation, testing and support purposes, to the extent
allowed by NBPD security policy and practices.
(2) Provide a data network connection employing TCP/IP between all participating agencies,
including the Hosting Agency and those listed in Appendix A.
(3) Provide the required floor space, rack space and facilities (including power; lighting; and
connectivity)for the hardware to be installed for the Services under this SOW.
(4) Provide the hardware and software listed in Appendix E.
(5) With the exception of SQL software, install and configure the software required for the Data
Migrator, as specified in Appendix E.
n. The following responsibilities apply to the Intermediate Machine Configuration and Testing: NBPD
will install any hardware required by this project.
o. The following responsibilities apply to the Data Analysis, Mapping and Conversion. NBPD will:
(1) Prior to the start of the data analysis, mapping and conversion activity, provide the following to
IBM for each vendor database product containing the Agency Data Source information:
(a) return the completed technical questionnaire/checklist packet from each participating
Agency to IBM;
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(b) database backup data (historical load)for the Agency Data Source information
database;
(c) a second database backup upon request(at least one month after the first historical load
is provided); and
(d) the Geographic Information System ("GIS")map shape files for geo-coding.
(2) If NBPD and/or Contributing Agency cannot meet the responsibilities listed above for an
Agency Data Source database within 30 days of the kick off meeting, IBM reserves the right to
remove that Agency Data Source database from the Participating Agency table. IBM will bill
for all work completed up to the most recently stamped milestone.
(3) Ensure that all Agency Data Source databases are using a currently supported version of the
database and that all Agency Data Source databases are kept current with support and
maintenance. Unsupported or down-level Agency Data Source database will not be included
in the data analysis, mapping and conversion activity under this SOW.
(4) Either(i) copy the Data Source information to an encrypted data storage device provided by
IBM and ship the data storage device to IBM, or(ii)send a copy of the Data Source
information to IBM via SFTP (Secure FTP).
p. The following responsibilities apply to the Data Verification and Data Review. NBPD will:
(1) Assist IBM as required with the side-by-side, field-by-field comparison of the selected sample
set of documents, comparing the original documents from the Agency Data Source to those
same documents migrated into the COPLINK Database.
(2) Make staff available for the data verification and review sessions within 48 hours of completion
of the migration activity. IBM will have the right to invoice for this step and continue with the
remainder of the project, if the resources are not made available within the time frame
specified.
(3) Provide the completed, signed Data Verification form to IBM.
q. The following responsibilities apply to the Data Refresh Verification. NBPD will:
(1) Assist IBM as required with the data refresh activity.
(2) Provide the completed, signed Data Refresh Verification form to IBM.
r. Acknowledge that:
(1) IBM reserves the right to subcontract services to technically qualified Consultants.
(2) Some or all data sources may require purchasing tools or interfaces from the Vendor of the
product. NBPD is responsible for purchasing those if necessary and for any fees the Vendor
may charge.
S. if IBM requires access to your production systems, provide the required hardware(either an
assigned desktop or laptop system)for such access. Any hardware provided for this access will be
secured at your location when not in use by IBM.
2.6 Deliverable Materials
IBM will provide you with the tangible items listed in Appendix B, if any, which will be provided as Type II
Materials.
2.7 Completion Criteria
IBM will have fulfilled its obligations under this SOW when one of the following first occurs:
a. IBM accomplishes the activities set forth in the"IBM Responsibilities"section and delivers to you the
Materials listed, if any; or
b. You or IBM terminates the project in accordance with the provisions of this SOW and the
Agreement.
2.8 Estimated Schedule
The Services will be provided between a start date to be determined by both parties and currently
estimated to be June 1, 2015 ("Start Date'), and an estimated end date of October 31, 2015 ("End Date")
or on other dates mutually agreed to between you and IBM.
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2.9 Charges
The Services will be conducted on a fixed price basis. The fixed price for performing the Services defined
in the SOW will be$39,000.00. This fixed price is exclusive of any travel and living expenses and other
reasonable expenses incurred in connection with the Services. All charges are exclusive of any
applicable taxes.
Travel and living expenses are not expected for this SOW. Should any travel to your facility under this
SOW be required, estimated travel and living expenses will be paid by you and will be authorized through
the procedure described in Appendix A-1: Project Change Control Procedure.
IBM will invoice you for the Services performed in accordance with the table below, plus applicable taxes,
travel and living expenses, and other reasonable expenses incurred in connection with the Services.
Payment is due upon receipt of invoice, payable within 30 days. Payment may be made electronically to
an account specified by IBM or by other means agreed to by the parties. In the event of late payment,
IBM reserves the right to suspend the provision of Services and to charge interest on amounts overdue.
You do not have to pay any amount disputed in good faith while it is being investigated, but you remain
obligated to pay any amount not in dispute.
Date or Milestone Charge
Milestone 1: Project Kickoff for NBPD(includes Project Management) $3,000.00
Milestone 2: Intermediate Machine Configuration and Testing for
NBPD $3,600.00
Milestone 3: Data Analysis, Mapping and Conversion for NBPD $18,000.00
Milestone 4: Data Verification and Data Review for NBPD $7,200.00
Milestone 5: Data Refresh Verification for NBPD $7,200.00
Total Services Charge: $39,000.00
2.10 Additional Terms and Conditions
2.10.1 Intellectual Property Services Components
Intellectual Property Services Components Definition
Intellectual Property Services Components("IPSCs")are preexisting IBM or third party literary works or
other works of authorship (such as programs, program listings, programming tools, documentation,
reports, drawings and similar works)that IBM may license to NBPD or that IBM may use when providing a
Service. IPSCs are not Products or Materials as such terms are defined in the IBM Customer Agreement
("ICA"),
IPSC License Grant
Subject to the section entitled"IPSC Special Terms," IBM grants NBPD an irrevocable, nonexclusive,
paid-up license to use, execute, copy, display, and distribute, all within the NBPD Enterprise only, the
following IPSC:
• IBM i2 COPLINK Data Migrator
IPSC Special Terms
a. IBM or third parties have all right, title, and interest(including ownership of copyright) in IPSCs and
IPSCs are licensed, not sold. Notwithstanding the definition of IPSC above, an IPSC shall be
considered a Product for the purposes of the ICA section entitled "Limitation of Liability" only,
without reference to any other section.
b. IPSCs are provided"AS IS"AND IBM MAKES NO REPRESENTATIONS OR WARRANTIES,
EITHER EXPRESS OR IMPLIED, WITH RESPECT TO IPSCs, INCLUDING THE WARRANTIES
OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, AND DOES NOT
INDEMNIFY AGAINST OR PROVIDE ANY REMEDY REGARDING THIRD PARTY
INTELLECTUAL PROPERTY CLAIMS. Under no circumstances shall IBM be liable for any
damages arising out of NBPD's use of the IPSC.
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C. The IPSC License granted to NBPD is limited solely to NBPD's COPLINK solution, as specified
elsewhere in this Statement of Work. No other entity in NBPD shall be permitted access to the IPSC
unless separately contracted with IBM.
d. The IPSC License granted is for internal use only and includes the right to make and install copies
of the IPSC to support such use, and the right to make one copy of the IPSC for backup and
recovery purposes.
e. The terms of this license apply to each copy NBPD makes of the IPSC. NBPD agrees to reproduce
all copyright notices and all other legends of ownership on each copy.
f. All modifications and the modified IPSC made by IBM under this or any SOW and all rights therein
(including copyrights), shall belong exclusively to IBM, but shall be subject to this IPSC License. If
requested by IBM to perfect IBM's ownership rights (including copyrights) in such modifications or
the modified IPSC, NBPD agrees to execute all documents necessary to perfect IBM's ownership
rights.
g. NBPD agrees not to: i) sublicense, assign, or transfer the license for the IPSC, ii) sell, lease, license
or otherwise distribute the IPSC to any third party, iii) reverse assemble, reverse compile, or
otherwise obtain or attempt to obtain the source code of the IPSC except as specifically permitted
by law without the possibility of contractual waiver, or iv) sublicense, assign, or transfer the license
for the IPSC to a successor, acquired, or acquiring organization by merger or acquisition. Any
attempt to do items (i), (ii)or(iv) is void.
h. IBM may terminate this license if NBPD does not comply with any of the terms of this SOW.
i. Upon termination, NBPD agrees to destroy, and make no further use of,the IPSC, and certify such
destruction to IBM.
j. This term only applies to the OSS included with the IPSC and listed in the IBM Responsibilities
section above. OSS that IBM may install, update, access or otherwise use for NBPD under this
SOW is distributed (except as may be provided by the SOW) and licensed to NBPD by the non-IBM
OSS distributors and/or respective copyright or other right holders under their terms and conditions.
IBM is not a distributor(except as may be provided by the SOW), licensee or licensor of such OSS,
and performs the work described in this SOW on NBPD's behalf. Notwithstanding anything to the
contrary contained in the Agreement, IBM makes no express or implied warranties or
representations with respect to such OSS and provides no indemnity for such OSS. IBM grants no
express or implied patent or other license with respect to such OSS. IBM is not liable for any
damages arising out of the use of OSS. Any modification or creation of derivative works of any
OSS is outside the scope of this SOW.
2.10.2 Confidential Information
Notwithstanding anything to the contrary in the Agreement, the parties hereto agree that the IBM
Agreement for the Exchange of Confidential Information ("AECI") shall govern the obligations and rights
of the parties with respect to any Information (as defined in the AECI)exchanged between the parties
during the term of this SOW. The AECI is incorporated into, and subject to, this SOW, and is located at:
http://www-05.ibm.com/support/operations/files/pdf/aeci us.pdf
(which location may be changed from time to time). The terms of this SOW shall be considered
confidential information under the AECI.
2.10.3 Termination
Either party may terminate this SOW by giving the other party not less than 30 days written notice. Upon
termination, you will pay the following amounts to IBM: i)the charges for Services IBM provides through
termination, and all Materials IBM has prepared through termination, whether or not completed or
delivered, and ii) if you terminate, all costs and expenses IBM incurs in terminating the Services.
2.10.4 Offer Expiration Date
This offer will expire on April 30, 2015, unless extended by IBM in writing.
This SOW, its Appendices and the Agreement identified below, are the complete agreement regarding Services,
and replace any prior oral or written communications, representations, undertakings, warranties, promises,
covenants, and commitments between you and IBM regarding the Services. In entering into this SOW, neither
party is relying upon any representation that is not specified in this SOW or the Agreement. Additional or different
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terms in any written communication from you (such as a purchase order) are void. Each party agrees that no
modifications have been made to this SOW.
Each party accepts the terms of this SOW by signing this SOW (or another document that incorporates it by
reference) by hand or, where recognized by law, electronically. Once signed, please return a copy of this
document to the IBM address shown below. Any reproduction of this SOW made by reliable means (for example,
electronic image, photocopy, or facsimile) is considered an original and all Services ordered under this SOW are
subject to it.
Agreed to:
City of Newport Beach
By:
Authorized signature
Title: l� 0' 6 � �d It 6,
Name (type or print): .�a X . Tod f o>^
Date: / -,2,Y - / 5
,iPPROVED AS TO FORM:
`r l_ homey UrM crt� Il s
Agreed to:
International Business Machines Corporation
By:
rM►
Authorized signature
Title:_Quality Assurance Representative
Name (type or print):_Misty A. Mayfield
Date: -April 15, 2015
Agreement name: Orange County - IBM Customer
Agreement
Agreement number/date: HW80996 / March 20,
2014
Statement of Work number: SFEN-9RV6GV
IBM Fax number: (402) 359-1685
IBM E-mail address: danny.jensen@ca.ibm.com
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Appendix A: Project Procedures
A- 1: Project Change Control Procedure
The following process will be followed if a change to this SOW is required:
a. A Project Change Request(PCR)will be the vehicle for communicating change. The PCR must
describe the change, the rationale for the change and the effect the change will have on the project.
b. The designated Project Manager of the requesting party will review the proposed change and
determine whether to submit the request to the other party.
C. Both Project Managers will review the proposed change and agree to implement it, recommend it
for further investigation, or reject it.
d. IBM will specify any charges for such investigation. A PCR must be signed by authorized
representatives from both parties to authorize investigation of the recommended changes. IBM will
invoice you for any such charges per the terms of this SOW and the Agreement. The investigation
will determine the effect that the implementation of the PCR will have on price, schedule and other
terms and conditions of this SOW and the Agreement.
e. A PCR must be accepted by authorized representatives from both parties to authorize
implementation of any agreed changes to the SOW and the Agreement. Until a change is agreed
to, both parties will continue to act in accordance with the latest agreed version of the SOW.
f. A PCR that has been signed by authorized representatives from both parties constitutes a change
authorization for purposes of this SOW and the Agreement.
A- 2: Deliverable Materials Acceptance Procedure
Except for Status Reports, Project Plans/Schedules, and Student Course Materials, deliverable Materials
as defined herein will be reviewed and accepted in accordance with the following procedure:
a. One printed draft of the deliverable Material will be submitted to your Project Manager. It is your
Project Manager's responsibility to make and distribute additional copies to any other reviewers.
b. Within five business days of receipt, your Project Manager will either accept the deliverable Material
or provide the IBM Project Manager a written list of requested revisions. If IBM receives no
response from your Project Manager within five business days, then the deliverable Material will be
deemed accepted.
c. The IBM Project Manager will consider your timely request for revisions, if any, within the context of
IBM's obligations under this SOW.
d. Those revisions agreed to by IBM will be made and the deliverable Material will be resubmitted to
your Project Manager, at which time the deliverable Material will be deemed accepted.
e. Those revisions not agreed to by IBM will be managed in accordance with Appendix A-1: Project
Change Control Procedure.
f. Any conflict arising from this deliverable Materials Acceptance Procedure will be addressed as
specified in the Escalation Procedure set forth in Appendix A-3.
A-3: Escalation Procedure
The following procedure will be followed to resolve a conflict arising during the performance of this SOW.
a. When a conflict arises between you and IBM, the project team member(s)will first strive to work out
the problem internally.
b. Level 1: If the project team cannot resolve the conflict within two business days, your Project
Manager and the IBM Project Manager will meet to resolve the issue.
C. Level 2: If the conflict is not resolved within three business days after being escalated to Level 1,
your Executive Sponsor will meet with the IBM Project Executive to resolve the issue.
d. If the conflict is resolved by either Level 1 or Level 2 intervention, the resolution will be addressed in
accordance with the Project Change Control Procedure set forth in Appendix A-1.
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e. If the conflict remains unresolved after Level 2 intervention, then either party may terminate this
SOW. If the conflict is addressed by termination, you agree to pay IBM as described in the
"Termination" section of this SOW.
f. During any conflict resolution, IBM agrees to provide Services relating to items not in dispute, to the
extent practicable pending resolution of the conflict. You agree to pay invoices per this SOW and
the Agreement.
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Appendix B: Materials
B - 1: Status Reports
Purpose:
IBM will provide status reports advising NBPD's Project Manager of the progress and status of the IBM
activities. The report will outline the IBM activities and describe the status of tasks worked on during that
period. Significant accomplishments, milestones, and problems will be identified.
Content:
The report will consist of the following, as appropriate:
• Activities performed during the reporting period
• Activities planned for the next reporting period
• Project change control summary
• Problems, concerns, and recommendations
• Tasks for next reporting period
• Key resource or other requirements for reporting periods
• Other items of importance
Delivery:
IBM will deliver one(1) reproducible soft copy to NBPD's Project Manager.
B - 2: Technical Questionnaire/Checklist
Purpose:
The purpose of this survey is to give IBM a technical understanding of the structure of your source system
and insight into factors that will affect the deployment of your data source into the COPLINK production
environment. Please complete this questionnaire electronically and return it to your IBM Project Manager
(PM).A completed survey is required before your agency's kick-off meeting can be scheduled and before
the integration of your data source can begin.
Content:
The questionnaire/checklist will include the following information:
• Agency Info
• Roster
• Product Information
• First Encounters or Custom Systems
• Contributing Agencies
• Participation Requirements
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• Documents Contained
• Mug Shots/Images
• Network Topology
• Miscellaneous Information
Delivery:
IBM will deliver one (1)copy of this document in softcopy format.
B - 3: High-level Timeline
Purpose:
Provide high-level timeline for the project.
Content:
The timeline will show the anticipated time frame for each activity in the SOW.
Delivery:
IBM will deliver one(1) copy of this document in softcopy format.
B -4: System Test Report Confirming Data Migration Readiness
Purpose:
The purpose of this report is to provide NBPD with a document that shows the results of the system
testing of the COPLINK Node,
Content:
The content of this document will include the testing results for the various elements of the COPLINK
Node.
Delivery:
IBM will deliver one(1)copy of this document in softcopy format.
B - 5: Data Verification Form
Purpose:
To provide a sign-off form for the Data Verification activity; this constitutes completion of the Data
Verification services. This checklist is created based on agency scoped source document types. It is a
sign off from the agency that we have fixed any issues from the first session and are signing off on the
data as acceptable and correct to move into production.
Content:
Checklist of tasks completed during the Data Verification services.
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Delivery:
IBM will deliver one(1)copy of this document in softcopy format.
B - 6: Data Refresh Verification Form
Purpose:
To provide a sign-off form for the Data Refresh activity; this constitutes completion of the Data Refresh
services.
Content:
Checklist of tasks completed during the Data Refresh services.
Delivery:
IBM will deliver one(1)copy of this document in softcopy format.
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Appendix C: Sample Project Change Request
PROJECT CHANGE REQUEST (PCR)
PCR Date: Requested by: PCR Number:
This PCR must be approved by both parties and signed below on or before the offer expiration date before the PCR
can be implemented. This offer will expire on{insert mm/ddlyyyy), unless extended by IBM in writing. All other terms
in the referenced SOW not affected by this PCR remain in full force and effect.
The parties agree that this PCR modifies the existing referenced SOW as follows:
{insert language regarding the changes to the SOW here}
(insert language regarding the impact of the changes here... sample text is below)
If extending the date: The new estimated End Date is{End Date).
If adding hours: The additional estimated services hours for this PCR are{Number of hours), at${Hourly
rate) per hour, for additional estimated professional services charges of$(Fee total).
If adding Fixed Fee Services: The additional fixed fee for performing the Services defined in this PCR is
${Fee total).
If adding TBL: The additional estimated travel and living expenses(including actual transportation and
lodging, and per diem meal expenses)for this PCR are${Expenses}.
PCR Approval +
In entering into this PCR, you are not relying upon any representation made by or on behalf of IBM that is not specified
in the Agreement or the SOW, including, without limitation, the actual or estimated completion date, number of hours to
provide any of the Services, charges to be paid, or the results of any of the Services to be provided under the SOW.
Each of us agrees that the complete agreement between us about these Services consists of 1)this Project Change
Request, 2)the referenced SOW including any previous mutually-approved PCRs, and 3)the Agreement or any
equivalent agreement in effect between us as identified in the SOW.
Agreed to: Agreed to:
(Customer Legal Name} International Business Machines Corporation
By (Authorized Signature): By (Authorized Signature):
DRAFT—NOT FOR SIGNATURE DRAFT—NOT FOR SIGNATURE
Title: Title:
Name(type or print): Name(type or print):
Date: Date:
PCR Estimated Start Date (remove if not applicable): Statement of Work Name:
PCR Estimated End Date(remove if not applicable): Statement of Work Number:
IBM Fax Number:
IBM Internet ID:
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Appendix D: Agency Data Source Information Tables
The following table is for reference only. The Data Set Type listed above is defined by the documents and entities
included as outlined below.
Agency Data Source Data Sets Description
Customer Standard Data Data Not Migrated
Agency Data Set ' Migrated
Type
Records Department Reports Jail Management System (JMS) data
Management
System (RMS) Supplemental Reports Mug Shots
Traffic Collisions CAD data
Miscellaneous Incident AFIS data
Citations Probation data
Field Interviews Court data
Permits CJ IS data
Pawns Vehicle Tow data
Supervisions Intelligence documents
(Registration) Crime Analysis documents
Supervisions(Court Civil Process documents
Ordered)
Arraignments
Watch Lists
Motor Vehicle Dept. Images
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Agency Data Source Data Sets Description
Customer Standard Data Data Not Migrated
Agency Data Set Migrated
Type
Jail Management Bookings Jail Financial Management
System (JMS) Visitations* Commissary Records
(*only if Visitor Type data is Internal Jail Communication
available) Jail Resource Management
Supervisions(Court Background Checks
Ordered) Employee Personnel Files&Applications
Mug Shots* Internal Jail activity
(*only if native to the JMS) Inmate Cell information
Inmate Transport Records
Inmate schedules
Inmate grievances
Inmate mail; Email; telephone calls
Inmate Escape records
Inmate Court activity
Inmate Work programs &related skills
Inmate Medical data
Inmate Behavior records
Inmate Handling Instructions
Inmate Visit Authorizations
Inmate Privileges
Inmate Property
Inmate Property Tracking
Inmate Next of Kin
Inmate Holds
Earliest Possible Release date
Anticipated Release date
Sentence Start& End date
Inmate Probation &Release Schedules
Sentence Adjustments
Conditions of Bail
Released To information
Inmate address& phone after Release
Lineups
Inmate Vehicles
Inmate Vehicle Storage
Computer Aided Occurrences/Calls for N/A
Dispatch (CAD) Service(CFS)
Probation or Supervisions(Court NIA
Parole Ordered)
(Probation/Parole Supervisions(Parole)
System) Supervisions
(Probation)
Automated Identification N/A
Fingerprint Documents
Identification
System (AFIS)
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Agency Data Source Data Sets Description
Customer Standard Data Data Not Migrated
Agency Data Set Migrated
Type
Criminal Justice Warrants N/A
Information
System (CJIS)
Traffic Collision Traffic Collisions N/A
System
Citation System Citations N/A
Pawn System Pawn Tickets N/A
Department of Permits N/A
Motor Vehicles
Registration
System (DMVR)
Department of Permits N/A
Motor Vehicles
License System
(DMVL)
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Appendix E: Third Party Hardware and Software
The following third party hardware and software (or their equivalents) is required for the Services. NBPD
will provide this hardware and software.
THIRD PARTY HARDWARE Integration Box(Desktop)
Item DELL OptiPlex 990 Small Form Factor or equivalent
Quantity Per Data Source
Processor Intel Core i5
Clock Speed 3.1 Ghz
Memory 8GB, DDR2 Non-ECC SDRAM, 80OMhz
Hard Drive 2x500GS 7200 RPM SATA 3.OGB/s&8MB DataBurst
Hard Drive Configuration RAID-1
Operating System Windows 7 Professional x64
Redundant Power No
THIRD PARTY SOFTWARE Integration Box
Third Party Software Java RE 1.6, MS SOL Server 2008 R2 Std, Cygwin, OpenSSH
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