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HomeMy WebLinkAboutresolution.council.025-12 RESOLUTION (Series of 2012) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, AND ALPHACORP, INC D/B/A SIRE TECHNOLOGIES, APPROVING A CONTRACT FOR PURCHAE OF AGENDA MANAGEMENT SOFTWARE BETWEEN THE CITY OF ASPEN AND ALPHACORP. INC. AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT ON BEHALF OF THE CITY OF ASPEN, COLORADO. WHEREAS, there has been submitted to the City Council a contract for purchase of agenda management software, between the City of Aspen and Alphacorp, Inc., a true and accurate copy of which is attached hereto as Exhibit «A,,. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN, COLORADO, That the City Council of the City of Aspen hereby approves that Contract for purchase and installation of agenda management software, between the City of Aspen and Alphacorp, Inc. a copy of which is annexed hereto and incorporated herein, and does hereby authorize the City Manager to execute said agreement on behalf of the City of Aspen. INTRODUCED, READ AND ADOPTED by the City Council of the City of Aspen on the 26th day of March 2012. Michael C. I eland, Mayor I, Kathryn S. Koch, duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen, Colorado, at a meeting held March 26, 2012 ift Ka ryn S. Koch, City Clerk SIRE TECHNOLOGIES HOSTED SERVICE AGREEMENT 2211 West 2300 South West Valley City, Utah 84119 This Maintenance Agreement is made by and between SIRE TECHNOLOGIES RISK OF LOSS. This Agreement does not cover service, maintenance or and: repair necessitated by loss or damage resulting from any cause beyond the control of SIRE TECHNOLOGIES, including, but not limited to loss or CUSTOMER AND PRINCIPAL ADDRESS damage due to fire,water, lightning, earthquake,riot,unauthorized service or modifications, theft,or any other cause originating outside the Product. With City of Aspen respect to any loss or damage, SIRE TECHNOLOGIES shall submit to the 130 South Galena Street Customer a description of the work to be done and request the Customer's Aspen,Colorado 81611-1975 consent to restore the Product to normal operating condition at SIRE TECHNOLOGIES'rates. If the Customer does not agree to restore Product to normal operating condition, SIRE TECHNOLOGIES shall have the right to hereafter referred to as "Customer". Under this Agreement, SIRE terminate its obligations under this Agreement. TECI INOLOGIES shall maintain the following Product,at the rates shown: PERFORMANCE. SIRE TECI INOLOGIES shall exercise its best efforts in ANNUAL MAINTENANCE CHARGES performing services covered under this Agreement, but shall not be liable for I I damages, direct or otherwise, for failure to perform services at a location deemed hazardous to health or safety or arising out of delays or failure in See Attached Product List and Charges fumishing parts or services caused by Acts of God,Acts of Government,labor disputes or difficulties, failure of transportation, or other causes beyond its control,or for any consequential damage whatsoever. and on any attached schedule(s),hereafter called "the Product" according to the maintenance services set forth in the following"Terms and Conditions" LIABILITY. SIRE TECHNOLOGIES shall not be responsible, nor incur liability of any kind, nature or description to the Customer, its agents or *Product-is defined as equipment and/or software as applicable employees or any other firm or corporation,whether direct or consequential,in event of failure or fault in condition or operation of the Product or for errors of TERMS AND CONDITIONS omission in the transmission or display of information arising from the actual or alleged use of operation of the Product. TERM.The initial term of this Agreement is for a period of 1 year and 120 days from the effective date of . Upon expiration of the SIRE TECHNOLOGIES'S LIABILITY. SIRE TECHNOLOGIES shall initial term of the Agreement,it shall be deemed renewed with the same terms and procure and maintain in full force and effect at all times during the conditions for further successive periods of 5 year(s)unless either party has given performance of on-site maintenance under this Agreement, Workmen's the other party written notice not less than thirty(30)days prior to the expiration Compensation Insurance. SIRE TECHNOLOGIES personnel shall comply of the initial term or subsequent renewal term(s). with,all reasonable rules and regulations in effect at the Customer site. CHARGES.The charges for the maintenance described hereunder,are the total DEFAULT. In the event of payment default by the Customer, SIRE of the charges listed above. SIRE TECHNOLOGIES shall invoice the Customer TECHNOLOGIES shall he entitled to collect interest and collection costs, sixty days prior to anniversary date,and the Customer shall pay the aggregate to including court costs and reasonable attorney's fees. In the event of default by SIRE TECHNOLOGIES within ten (45)days of the date of each invoice. SIRE the Customer in any term or condition herein,SIRE TECHNOLOGIES may,at TECHNOLOGIES has the right to increase maintenance charges at each its option,refuse service or terminate its obligations under this Agreement. anniversary or the effective date,by an amount not exceeding 5 percent of the total maintenance agreement. Written notice of such increase shall be given to the NOTIFICATION.Any notice required herein shall be in writing and shall be customer not less than thirty(30)days before the anniversary of the effective date. deemed given if mailed or delivered to the other party at its last known mailing In addition,the Customer shall pay all federal,state,or local taxes on the services address. rendered or parts supplied. WAIVER. This instrument contains the entire Agreement of the parties. It SERVICE HOURS. When software is covered by this agreement, the cannot be changed, altered or modified orally. All changes or modifications maintenance agreement provides for unlimited telephone software support. If the must be in writing by the parties hereto. customer requests on site support the customer will be billed at SIRE TECHNOLOGIES established service rates plus expenses. SIRE TAX. The customer is responsible for any and all tax. TECHNOLOGIES shall provide maintenance service as expeditiously as possible after notice from the Customer that the Product is inoperable. Service may be TYPES OF SUPPORT. 'technical support includes telephone and email obtained during maintenance center office hours which are 6:00 AM to 6:00 PM when the customer has problems or questions. daily (Mountain Standard Time), Monday through Friday, excluding public holidays. Service at times other than during maintenance center hours, shall be SOFTWARE SUPPORT. The customer will supply the conditions and data furnished upon the Customers request and at SIRE TECHNOLOGIES' which caused the malfunction and help reproduce the failure. established charges for labor and travel in effect at the time such service is performed. Hosting Services include monitoring and maintenance of the hardware and systems stored in our co-locate facility.SIRE provides 24/7 technical and end-user support for the co-locate system and hardware ITV i /� L Imo/ 2I 'Z located in the co-locate facility. r�/ ' IRE"-:CHNOLO ES TITLE DATE RIGHT TO SUBCONTRACT.SIRE TECHNOLOGIES shall have the right to t. s�n i//// subcontract maintenance services to any qualified agent. I / "'�"^Tf I / ,f — v o-(2 CITY OF ASPEN ITLE , DATE SERVICE NOTIFICATION.The Customer shall notify SIRE TECHNOLOGIES of suspected Product malfunction,by calling SIRE TECHNOLOGIES service and identifying the problem and symptoms.Notification may he made to SIRE TECHNOLOGIES by phone at 801-415-0626 or email: support@siretechnologies.com Hosted Service Product List and Charges Item Quantity Serial Description Annual Rate $ Number Number 1 Agenda Management $14,520.00 1 Workflow Management Included 1 Meeting Management—Minutes Plus $2,400.00 1 Laserfiche Integration $600.00 1 ESRI Integration $600.00 Discount -$4,791.00 1 SIRE Video Streaming $3,900.00 Total Annual Fee $17,229.00 ADDENDUM TO SOFTWARE MAINTENANCE AGREEMENT This Addendum("Addendum") is made and entered into by and between SIRE Technologies and the City of Aspen(also referred to as the"Customer") and hereby amends certain provisions of the Agreement. SIRE Technologies and the City of Aspen agree to make the amendments to the Agreement described in this Addendum. Initially capitalized terms not otherwise defined in this Addendum shall have the meaning(s) set forth in the Agreement. Except as otherwise provided in this Addendum, all other provisions of the Agreement shall remain in full force and effect. The following provisions shall be added to the agreement: This AGREEMENT is made as of the day of in the year of 1. Covenant Against Contingent Fees. The SIRE Technologies warrants that s/he has not employed or retained any company or person, other than a bona fide employee working for the SIRE Technologies, to solicit or secure this contract, that s/he has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gifts or any other consideration contingent upon or resulting from the award or making of this contract. 1. Independent Contractor Status. It is expressly acknowledged and understood by the parties that nothing contained in this agreement shall result in, or be construed as establishing an employment relationship. SIRE Technologies shall be, and shall perform as, an Independent Contractor who agrees to use his or her best efforts to provide the said services on behalf of the City. No agent, employee, or servant of SIRE Technologies shall be, or shall be deemed to be, the employee, agent or servant of the City. City is interested only in the results obtained under this contract. The manner and means of conducting the work are under the sole control of SIRE Technologies. None of the benefits provided by City to its employees including, but not limited to, workers' compensation insurance and unemployment insurance, are available from City to the employees, agents or servants of SIRE Technologies. SIRE Technologies shall be solely and entirely responsible for its acts and for the acts of SIRE Technologies's agents, employees, servants and subcontractors during the performance of this contract. SIRE Technologies shall indemnify City against all liability and loss in connection with, and shall assume full responsibility for payment of all federal, state and local taxes or contributions imposed or required under unemployment insurance, social security and income tax law, with respect to SIRE Technologies and/or SIRE Technologies's employees engaged in the performance of the services agreed to herein. 2. Indemnification. SIRE Technologies agrees to indemnify and hold harmless the City, its officers, employees, insurers, and self-insurance pool (the "City Indemnitees"), from and against all liability, claims, and demands, on account of injury, loss, or damage, including without limitation claims arising from bodily injury, personal injury, sickness, disease, death, property loss or property damage, or any other loss of any kind whatsoever, including all attorneys' fees and costs, which arise out of or are in any manner connected with this contract, but only to the extent that such injury, loss, or damage is caused in whole or in part by the acts, omissions, errors, SIRE Technologies errors, mistake, negligence, or other fault of the SIRE Technologies, any subcontractor of the SIRE Technologies, or any officer, employee, representative, or agent of the SIRE Technologies or of any subcontractor of the SIRE Technologies, or which arises out of any Worker's Compensation claim of any employee of the SIRE Technologies or of any employee of any subcontractor of the SIRE Technologies. The SIRE Technologies shall reimburse the City for the defense costs, including attorneys' fees, incurred by the City in connection with any such liability, claims, or demands if it is determined that such injury, loss, or damage was caused in whole or in PSI-971.doc Page 1 part by the acts, omissions, or other fault of the SIRE Technologies, its officers, or its employees. In such event, the SIRE Technologies shall reimburse the City for that portion of any judgment, damages or loss, including attorneys' fees and costs, attributable to such acts, omissions, or other fault of the SIRE Technologies, its officers, or employees. 3. SIRE Technologies's Insurance. (a) SIRE Technologies agrees to procure and maintain, at its own expense, a policy or policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by the SIRE Technologies pursuant to Section 8 above. Such insurance shall be in addition to any other insurance requirements imposed by this contract or by law. The SIRE Technologies shall not be relieved of any liability, claims, demands, or other obligations assumed pursuant to Section 8 above by reason of its failure to procure or maintain insurance, or by reason of its failure to procure or maintain insurance in sufficient amounts, duration, or types. (b) SIRE Technologies shall procure and maintain, and shall cause any subcontractor of the SIRE Technologies to procure and maintain, the minimum insurance coverages listed below. Such coverages shall be procured and maintained with forms and insurance acceptable to the City. All coverages shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the SIRE Technologies pursuant to Section 10 above. In the case of any claims-made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. (i) Workers' Compensation insurance to cover obligations imposed by applicable Colorado laws for any employee engaged in the performance of work under this contract, and Employers' Liability insurance with minimum limits of FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) for each accident, FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - policy limit, and FIVE HUNDRED THOUSAND DOLLARS ($500,000.00) disease - each employee. The policy shall contain a waiver of subrogation in favor of the City. Evidence of qualified self-insured status may be substituted for the Workers' Compensation requirements of this paragraph. (ii) Commercial General Liability insurance with minimum combined single limits of ONE MILLION DOLLARS ($1,000,000.00) each occurrence and ONE MILLION DOLLARS ($1,000,000.00) aggregate. The policy shall be applicable to all premises and operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy shall contain a severability of interests provision and a waiver of subrogation in favor of the City. (iii) SIRE Technologies Liability insurance with the minimum limits of TWO MILLION DOLLARS ($2,000,000) each claim and TWO MILLION DOLLARS ($2,000,000)aggregate. (c) The policy or policies required above shall be endorsed to include the City and the City's officers and employees as additional insureds. Every policy required above shall be primary insurance, and any insurance carried by the City, its officers or employees, or carried by or provided through any insurance pool of the City, shall be excess and not contributory insurance to that provided by SIRE Technologies. No additional insured endorsement to the policy required PSI-971.doc Page 2 above shall contain any exclusion for bodily injury or property damage arising from completed operations. The SIRE Technologies shall be solely responsible for any deductible losses under any policy required above. (d) The Certificate of Insurance shall be completed by the SIRE Technologies's insurance agent as evidence that policies providing the required coverages,conditions, and minimum limits are in full force and effect, and shall be reviewed and approved by the City prior to commencement of the contract. No other form of certificate shall be used. The certificate shall identify this contract and shall provide that the coverages afforded under the policies shall not be canceled,terminated or materially changed until at least thirty(30)days prior written notice has been given to the City. (e) Failure on the part of the SIRE Technologies to procure or maintain policies providing the required coverages, conditions, and minimum limits shall constitute a material breach of contract upon which City may immediately terminate this contract, or at its discretion City may procure or renew any such policy or any extended reporting period thereto and may pay any and all premiums in connection therewith, and all monies so paid by City shall be repaid by SIRE Technologies to City upon demand, or City may offset the cost of the premiums against monies due to SIRE Technologies from City. (0 City reserves the right to request and receive a certified copy of any policy and any endorsement thereto. 4. The parties hereto understand and agree that City is relying on, and does not waive or intend to waive by any provision of this contract, the monetary limitations (presently $150,000.00 per person and $600,000 per occurrence) or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act, Section 24-10-101 et seq., C.R.S., as from time to time amended, or otherwise available to City, its officers, or its employees. 5. City's Insurance. The parties hereto understand that the City is a member of the Colorado Intergovernmental Risk Sharing Agency (CIRSA) and as such participates in the CIRSA Property/Casualty Pool. Copies of the CIRSA policies and manual are kept at the City of Aspen Finance Department and are available to SIRE Technologies for inspection during normal business hours. City makes no representations whatsoever with respect to specific coverages offered by CIRSA. City shall provide SIRE Technologies reasonable notice of any changes in its membership or participation in CIRSA. 6. Completeness of Agreement. It is expressly agreed that this agreement contains the entire undertaking of the parties relevant to the subject matter thereof and there are no verbal or written representations, agreements, warranties or promises pertaining to the project matter thereof not expressly incorporated in this writing. 7. Notice. Any written notices as called for herein may be hand delivered to the respective persons and/or addresses listed below or mailed by certified mail return receipt requested,to: City: SIRE Technolo City Manager V""" —`- t City of Aspen C,{—O \\\\ 130 South Galena Street Street Address Aspen,Colorado 81611 12:2_1‘ U - Z, PSI-971.doc Page 3 City, State&Zip Code 8. Non-Discrimination. No discrimination because of race, color, creed, sex, marital status, affectional or sexual orientation, family responsibility, national origin, ancestry, handicap, or religion shall be made in the employment of persons to perform services under this contract. SIRE Technologies agrees to meet all of the requirements of City's municipal code, Section 13-98, pertaining to non- discrimination in employment. 9. Waiver. The waiver by the City of any term, covenant, or condition hereof shall not operate as a waiver of any subsequent breach of the same or any other term. No term, covenant, or condition of this Agreement can be waived except by the written consent of the City, and forbearance or indulgence by the City in any regard whatsoever shall not constitute a waiver of any term, covenant, or condition to be performed by SIRE Technologies to which the same may apply and, until complete performance by SIRE Technologies of said term, covenant or condition, the City shall be entitled to invoke any remedy available to it under this Agreement or by law despite any such forbearance or indulgence. 10. Execution of Agreement by City. This agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors, and assigns. Notwithstanding anything to the contrary contained herein: (a) Contract amounts less than $25,000.00: Agreements for total compensation amounts less than $25,000.00 shall not be binding on the City unless duly executed by the City Manager of the City of Aspen, or a duly authorized official in his absence. A Motion or Resolution of the Council of the City of Aspen is not required for Agreements with total compensation less than $25,000.00. (b) Contract amounts in excess of$25,000.00: Agreements for amounts in excess of $25,000.00 shall not be binding upon the City unless duly executed by the Mayor of the City of Aspen, or a duly authorized official in his absence, following a Motion or Resolution of the Council of the City of Aspen authorizing the Mayor, or a duly authorized official in his absence, to execute the same. 11. Illegal Aliens—CRS §§ 8-17.5-101 &24-76.5-101. (a) Purpose. During the 2006 Colorado legislative session, the Legislature passed House Bills 06-1343 (subsequently amended by HB 07-1073) and 06-1023 that added new statutes relating to the employment of and contracting with illegal aliens. These new laws prohibit all state agencies and political subdivisions, including the City of Aspen,from knowingly hiring an illegal alien to perform work under a contract, or to knowingly contract with a subcontractor who knowingly hires with an illegal alien to perform work under the contract. The new laws also require that all contracts for services include certain specific language as set forth in the statutes. The following terms and conditions have been designed to comply with the requirements of this new law. (b) Definitions. The following terms are defined in the new law and by this reference are incorporated herein and in any contract for services entered into with the City of Aspen. "E-verify program" means the electronic employment verification program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, PSI-971.doc Page 4 as amended, that is jointly administered by the United States Department of Homeland Security and the social security Administration, or its successor program. "Department program" means the employment verification program established pursuant to Section 8-17.5-102(5)(c). "Public Contract for Services" means this Agreement. "Services" means the furnishing of labor, time, or effort by a Contractor or a subcontractor not involving the delivery of a specific end product other than reports that are merely incidental to the required performance. (c) By signing this document, SIRE Technologies certifies and represents that at this time: (i) SIRE Technologies shall confirm the employment eligibility of all employees who are newly hired for employment to perform work under the public contract for services; and (ii) SIRE Technologies has participated or attempted to participate in either the e-verify program or the department program in order to verify that new employees are not illegal aliens. (d) SIRE Technologies hereby confirms that: (i) SIRE Technologies shall not knowingly employ or contract with an illegal alien to perform work under the Public Contract for Services. (ii) SIRE Technologies shall not enter into a contract with a subcontractor that fails to certify to the SIRE Technologies that the subcontractor shall not knowingly employ or contract with an illegal alien to perform work under the Public Contract for Sery ices. (iii) SIRE Technologies has confirmed the employment eligibility of all employees who are newly hired for employment to perform work under the public contract for services through participation in either the e-verify program or the department program. (iv) SIRE Technologies shall not use the either the e-verify program or the department program procedures to undertake pre-employment screening of job applicants while the Public Contract for Services is being performed. (v) If SIRE Technologies obtains actual knowledge that a subcontractor performing work under the Public Contract for Services knowingly employs or contracts with an illegal alien, SIRE Technologies shall: (1) Notify such subcontractor and the City of Aspen within three days that SIRE Technologies has actual knowledge that the subcontractor is employing or subcontracting with an illegal alien; and PSI-971.doc Page 5 (2) Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not stop employing or contracting with the illegal alien; except that SIRE Technologies shall not terminate the Public Contract for Services with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. (vi) SIRE Technologies shall comply with any reasonable request by the Colorado Department of Labor and Employment made in the course of an investigation that the Colorado Department of Labor and Employment undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102(5), C.R.S. (vii) If SIRE Technologies violates any provision of the Public Contract for Services pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City of Aspen may terminate the Public Contract for Services. If the Public Contract for Services is so terminated, SIRE Technologies shall be liable for actual and consequential damages to the City of Aspen arising out of SIRE Technologies's violation of Subsection 8-17.5-102, C.R.S. (viii) If SIRE Technologies operates as a sole proprietor, SIRE Technologies hereby swears or affirms under penalty of perjury that the SIRE Technologies (1) is a citizen of the United States or otherwise lawfully present in the United States pursuant to federal law,(2) shall comply with the provisions of CRS 24-76.5-101 et seq., and (3) shall produce one of the forms of identification required by CRS 24-76.5-103 prior to the effective date of this Agreement. 12. General Terms. (a) It is agreed that neither this agreement nor any of its terms, provisions, conditions, representations or covenants can be modified, changed, terminated or amended, waived, superseded or extended except by appropriate written instrument fully executed by the parties. (b) If any of the provisions of this agreement shall be held invalid, illegal or unenforceable it shall not affect or impair the validity, legality or enforceability of any other provision. (c) The parties acknowledge and understand that there are no conditions or limitations to this understanding except those as contained herein at the time of the execution hereof and that after execution no alteration, change or modification shall be made except upon a writing signed by the parties. (d) This agreement shall be governed by the laws of the State of Colorado as from time to time in effect. 13. Choice of Law/Choice of Forum. Paragraph 18 is hereby amended to read as follows: Both parties hereby agree that this Agreement shall be exclusively governed and interpreted according to the laws of the State of Colorado and that venue for in action, suit or proceeding shall be in the District Court for the County of Pitkin, State of Colorado. PSI-971.doc Page 6 IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in three copies each of which shall be deemed an original on the date hereinafter written. ATTESTED BY: CITY OF ASPEN, COLORADO By: Title: Date: WITNESSED BY: SIRE TECHNOLOGIES k‘Wi- , By: tUALL Title: C Date: I Z PSI-971.doc Page 7 Project Plan Draft March 7, 2012 Installation of SIRE Technologies Agenda Plus / Minutes Plus / / Video Conversion Ti IE C1Tl OF ASPEN By: Randall Warner, Project Manager, SIRE Technologies Page 1 of 11 Table of Contents 1. Project Overview 3 2. Scope Statement 4 3. Future Work(Identified but not in scope for these project phases.) 5 4. Deliverables 5 5. Project Assumptions 5 6. Project Constraints 6 7. Project Organization 6 8. Project Directory 7 9. Communication Plan 7 10. Risk And Asset Management 8 11. Issues/Change Management 9 12. Payment Milestones 10 13. Technology Architectural Plan-Outline 10 14. Project Decisions 10 15. Project Acceptance and Signoff 10 Page 2 of 11 1. Project Overview The City of Aspen is partnering with SIRE Technologies to implement an agenda management solution encompassing Agenda Plus, Forms, Minutes Plus, Video Plus and Archived Video Conversion for the purpose of automating the collection and production of documents presented for City Council meetings, and recording the proceedings of the Council. Implementing the SIRE agenda management system will bring about the following business objectives: • Save time and manpower creating agendas and minutes for the following meeting types: 1. City Council Regular Meetings to be delivered by SIRE 2. Other meetings types can be created internally by City staff using the Admin features of the product • Improve accessibility of agenda documents both internally by City staff and externally to the public by providing access pre and post meeting 24/7 via the City web sites. • Creating agenda document workflows to adhere to records management policies and procedures. SIRE will specifically provide the following functionality and services: Software Delivery • Install SIRE Agenda Plus • Install SIRE Minutes Plus • Install SIRE Video Plus • Install SIRE Pub for Intranet or Internet Access Services • Setup/Configuration of Agenda Plus, Minutes Plus, and Video Plus • Setup/Configuration of Intranet or Internet Access to all related Agenda/Minutes Documents and Videos • Complete Conversion/Importing of historical Videos into SIRE • Design and build integration procedures to store agenda and minutes documents in the City's Laserfische system • Design and build and integration facility link SIRE agenda items' addresses to the City's existing ESRI system • Project Management Services provided through Project Acceptance Training • SIRE Agenda Plus General System Administrator Training • SIRE Agenda Plus Core Functionality Training • SIRE Minutes Plus Training • SIRE Video Plus training Page 3 of 11 2. Scope Statement A Phased Approach will be taken to logically implement the SIRE suite of products: • Phase 1 — City Council Core Agenda Plus, Minutes Plus, and Posting the Agenda to the Web, Convert legacy videos and import them into SIRE • Phase II — Design and build integration with Laserfische and ESRI systems, Build form and workflow to support agenda approval process A. •roximate Dates Phase I —Core Agenda Plus, Minutes Plus, and Responsible Approximate Date Items to be Video Plus System Configuration in Clerk Area Party Completed Project Kick-Off SIRE/Aspen Contract Signing + 3 weeks • Agree to project roll out process, project Project Team plan, communication plan, define roles and responsibilities. • Discuss technical needs/requirements— System support procedures, Access for configuration, Upcoming needs within the project. • Discovery on Current Agenda/Minutes Process • Discuss Web Publishing • Discovery on Current Agenda Approval Process. • Discovery of AIM — Legacy Data Conversion Install and Configure SIRE software SIRE Contract Signing + 3 weeks Design Agenda/Minutes Meeting Types—Create SIRE Kick-off+ 2 weeks Design Specification Coordinate Review of Agenda Design Document SIRE/Aspen Kick-off+ 2 weeks Build/Configure Meeting Types based upon Design SIRE Kick-off+4 weeks Document • During this time coordinate times to review what is being built for each meeting. o Meeting Compiles (Agenda and Minutes) o Packet Configuration o Printing Packet Process o Web Site Configuration • SIRE Internal Testing Define what videos and associated data needs to SIRE/Aspen Kick-off+ 5 weeks be converted Define video conversion procedures SIRE/Aspen Kick-off+ 5 weeks Provide Sample Conversion for Validation SIRE/Aspen Kick-off+6 weeks Perform Video Conversion SIRE/Aspen Kick-off+ 7 weeks Return Visit to Aspen SIRE/Aspen Kick-off+6 weeks • System Administration Training • Agenda Plus Administration Training • Agenda Plus Clerk's Department Training • Minutes Plus Clerk's Department Training • Walk through Process from start to finish to Page 4 of 11 produce agenda Parallel New Agenda Process with Current Process Aspen Kick-off+ 6 weeks through (recommended 2-3 cycles prior to Go Live) Kick-off+ 9 weeks • Create Agenda w/attached supporting materials • Create and Print Packet • Publish Agenda • Take Minutes During Meeting • Produce Minutes Document • Publish Minutes Document Go Live— Return Visit to As•en for direct su•.ort SIRE/Assen Kick-off+9 weeks Phase II - Application Integration, Agenda Form Responsible Approximate Date Items to be and Workflow Party Completed Define Integration Requirements for Laserfische SIRE/Aspen Kick-off+ 11 weeks System. Identify Document Types and Transfer Procedures Define Integration Requirements Between SIRE SIRE/Aspen Go Live + 11 weeks Agenda Plus and ESRI System Identify and Document Agenda Item Approval SIRE/Aspen Go Live + 11 weeks Workflow and Associated Submission Form Develop Integration Code Between SIRE and SIRE/Aspen Go Live + 12 weeks through Go Laserfische Live + 14 weeks Develop Integration Code Between SIRE and ESRI SIRE/Aspen Go Live + 12 weeks through Go Live + 14 weeks Build Agenda Item Submission Form and Approval SIRE Go Live + 12 weeks through Go Workflow Live + 14 weeks Forms and Workflow Administration Training SIRE/Aspen Go Live + 13 weeks User Acce•tance Testin• As•en Go Live + 15 weeks Project Sign Off SIRE/Aspen Go Live + 16 weeks 3. Future Work (Identified but not in scope for these project phases.) 1. TBD throughout Project and at Project Kick-off 4. Deliverables 1. Project Plan 2. Standard Training Documentation available on SIRE Technologies Web Site 3. Project Implementation Working Documents 1. WBS 2. Change Order Document 3. Action / Issue Log 4. Project Meeting Agendas / Recaps 5. Trip Reports Pre and Post Visits • On-site daily schedules 5. Project Assumptions 1. City of Aspen has a project manager and project champion to help coordinate required tasks and provide resources. Page 5 of 11 2. City of Aspen has prepared all stakeholders (those who are positively or negatively affected by this project) in all departments to support this effort. 3. Project management staff from SIRE Technologies and City of Aspen will work directly with each other and make a good faith effort to assure that City of Aspen needs are met. 4. Once this project begins, changes in scope may be necessary. The project managers from SIRE Technologies and City of Aspen will maintain adequate control over project scope and use the adopted Change Order document to determine and notify all of project impacts. 5. Resources from the City of Aspen departments will be available to help SIRE Technologies define and formulate agendas. 6. City of Aspen has prepared the schedules of all stakeholders and the user community to devote the necessary time and energy into appropriate training on the SIRE products. 7. The City of Aspen IT department will provide SIRE Technologies remote access including the ability for using GoToMeeting. 8. The City of Aspen IT department takes responsibility for supporting internal data processing needs such as network administration, server backups, scheduling back-ups, virus protection, server readiness and security policies and procedures. 6. Project Constraints 1. Absences by team members, whether planned or unplanned, whether from the City of Aspen team or SIRE Technologies team, may impact the project timing. 2. Timely installation of required hardware may impact project schedules. 7. Project Organization 1. Project Roles and Responsibilities 1. Project Sponsor The person or group providing financial resources, in cash or in kind, for the project. 2. Account Executive: Individuals responsible for the project scope 3. Technical Support: Individuals with expertise about the system being implemented. Page 6 of 11 4. Project Manager. The person managing the project and its successful, on- time completion. 5. Stakeholders: Individuals and organizations actively involved in the project, or whose interests may be affected as a result of project execution or project completion. 6. Subject Matter Experts: Individuals with expertise about systems or processes required to complete the project and/or make it successful. 7. SIRE Administrator. Individual responsible for becoming expert in SIRE's use, and to administer the SIRE product suite and act as first-level support for end users. 8. Project Directory Name Title Department Project Role Email Phone 9. Communication Plan 1. Day to Day Communications on non-urgent items that affect the project should be by email, with all team members on the distribution list, including the SIRE Technologies team members. If an item is identified as an issue, it will be entered on the Issue Log for the project. All electronic documents relating to the project will be stored on the Project's share on the SIRE Technologies Web Center (A login and password will be provided to the City of Aspen to be shared with the project team.) Note: Email is NOT to be used for messages of any urgency. Critical or time- sensitive items must be communicated immediately by telephone, followed by a summation email to keep everyone apprised. Emergency calls should be directed to Project Manager or designee. 2. Project Status Reports serve two functions. They provide feedback to the project organization and they serve as a historical record of the project progress, decisions, success, achievements, and shortcomings. Background information that is obvious to the project team at the time of the report may not be available to subsequent readers; therefore inclusion of all related information will be helpful for documentation. Project Status Reports are accomplished through a bottom-up approach. Team members will report to their Project Manager on a weekly basis in the Project Team Meetings. Information gathered during the Project Team Meetings will be incorporated into a Project Status Report that will be distributed to all Team Page 7 of 11 members and to the Executive Committee 3. Communications Grid Communication Project Mgr Project Team Delivery Day to Day X X D, E Status Meeting Minutes X D*, AN, T, E Status Report X W, E Change Assessment X AN, P Urgent/Emergency X X D, T 'When SIRE Technologies is onsite. Delivery Key: Frequency (D) daily; (W)weekly; (M) monthly; (AN) as needed Delivery Method (E) email, (M) memo, (P) PM tool output, (C) conference, (T) teleconference 10. Risk And Asset Management Risk is an uncertain event or condition that, if it occurs, has a positive or negative effect on a project's objectives. Risk management endeavors to optimize the likelihood of meeting project objectives and maximize the opportunities representing "positive" risk. Risk management also endeavors to minimize the occurrence of threatening conditions and events, and the impacts to project objectives that result. Identification of risks up front reduces the amount of surprises, crisis management, disappointment, workarounds, re-work and waste. Project risks will be categorized as follows: 1. Scope, Technical or Quality Risks: Project changes or additions, required customizations, technical design issues 2. Management Risks: Lack of proper management, resource issues, sponsorship, 3. Organizational Risks: Slow decision-making, interruption of funding, changes in corporate goals or strategy, labor issues, end-user buy-in 4. External risks: Delivery of equipment, environment issues, construction Page 8 of 11 5. Training risks: High level of coordination and planning will be required to make sure staffs are trained. Proper training in all aspects of the application is a must. When project risks are identified, project management will discuss ways to mitigate the risk, agree on a contingency plan and decide the trigger points for action. 11. Issues /Change Management An issue is a concern that may impede the progress of the project if not resolved. Issues require a decision and a resolution. The resolution may require concurrence from many people. Changes to this project's scope are driven by issue resolution. As stakeholders identify an issue, the project managers will track and agree on severity and impact to the project as show-stopper, work-around, or nice-to-have. To insure the health of the project, all issues and changes must be documented to their conclusion. 1. Show-stopper. This type of issue is mission critical to the City and the user community cannot possibly do their work unless the project team resolves it. 2. Work-around: This issue is a feature or function of the SIRE product `out of the box' that doesn't fit the model of how the user visualizes the product should be. It can also be a malfunction of the product that needs to be addressed (a bug). Work can continue forward with adjustments on the part of the end user. 3. Nice-to-have: This issue is a special request for SIRE Technologies to provide the City. This issue helps drive new features and functions of the product. 4. The Change Process: a. City of Aspen project manager contacts SIRE Technologies project manager to discuss how the change will be handled. b. The project managers from SIRE Technologies and City of Aspen agree on how the change impacts the scope of work. They agree if the change can be incorporated as part of a release, handled as part of the original project scope or may require additional cost. c. SIRE Technologies and the City of Aspen project managers will then work together to establish a technical specification if they agree it is needed. d. SIRE Technologies project manager will work with their internal development group to understand the requirement. e. SIRE Technologies project manager will then report back to City of Aspen Project Manager of what the change requires for implementation. f. A change order form is used to communicate the required change. Page 9 of 11 Note: Any change in scope will require City of Aspen project sponsor and project manager approval with a formal signoff. Significant changes in scope will be subject to City of Aspen City's / SIRE's agreed change management process. Any modifications resulting in the delay of project completion or addition of resources (money, people, hardware, software, etc.) will be subject to formal agreement. 12. Payment Milestones Milestone Description Payment 1. Contract Signing 50% of Software 50% of Services 2. Software Delivery/Installation 50% of Software 3. Phase I - Agenda/Minutes Meeting Type 25 % of Services Installation, Conversion of Historical Videos, Configuration and Training 4. Phase II — Laserfische and ESRI 15% of Services integration, Agenda Form and Workflow 5. Project Acceptance 10% of Services 13. Technology Architectural Plan - Outline With a hosted system, the main SIRE system will reside on a server that SIRE will install and maintain in a secure co-location facility. Some components such as Minutes Plus client machines and the Video Plus encoder will reside at Aspen facilities, and will be maintained by Aspen IT resources. Aspen IT will maintain an active internet connection to ensure access to the SIRE server at the co-location facility. 14.Project Decisions During the course of the project when technical, procedural, operational decisions are made they will be documented in the weekly status report. The Weekly Status Meeting Recap is a document maintained by the project team. 15.Project Acceptance and Signoff Before the project can be considered complete the following conditions must be met: 1. All outstanding issues have been documented and reviewed by the project team. 2. All decisions and resolutions have been documented and reviewed by the project team. 3. Complete a post project assessment meeting (Lessons Learned) attended by all of the project team. 4. Final Acceptance by City of Aspen as outlined in this project plan. Page 10 of 11 5. Complete a Support Handoff Document with all vital information for ongoing support. As well as an introduction to Operations with expectations laid out of avenues the city can use to get support, when support is available and response times for support. Page 11 of 11 Vendor Name: Table 1 Casts Hosted Software Option t _ Seene. I-_ Items One-time Costs Annual osts Comment aewa. hM4dra Management Workflow Management $14 520.00 wg,kngw Managemem Included included WWI specifically Is Iles?This module Is our SIRE Minutes Plus module. If you were to decide to stay with Stank us Streaming you would not need this module.This module allows you to create your minutes, Meeting Management(SIRE Minutes Plus) - $2,400.00 record motions and votes and manace sneakers. _ Site License vs Concurrent License vs Unlimited License s a A Other sollwarennleoramn required To what extent are these software's integrated? _ The lasertiche integration would allow you to export all Agendas.Minutes and '+ other documents to the Laserrshe product for storage.if you desired it mere Lase,lrcne $ 30.000'0 0000.00 were other integration caeaboa'res you desired those could be discussed. The ESRI integration would allow you to associate Agenda items with with ESRI $ 3000 W.. 5600.00 addresseawlocalgns onamap. Grahrcus $ 3WO.W_ $600 00 unyb%putv eeege#eeeneWM#IMMIIIaea,ae#aeeaaaeae#aaaneenen Subtotal $ 900,00 f 1872000 Discounts! Total$oftwra Cabo $ 9,1109.00 S 18720W Swulm proce,s,tun systems analysis $18.900 CO Plan umenta can,training,a tasting Included In Training below Included In Maintenance and User Support(beyond annual maintenance cost) Hosting Fees Training $6.750 00 what does this Include?What are some lower priced options? SIRE System.Forms and Workflow Training-Cost ref day an!MM%MMMN#M##pMM:M#aenen t#MMM/#M#MNeM#/#M SIRE Agenda Plus Submicer Training-Cost per day. _ ' • SIRE Agenda Plus Reviewer Trainno-Cost per day. _ SIRE Agenda Plus Clerk Training-Cosi cer day. _ - - SIRE Minutes Plus Training-Cost per day. Integration Development $000 $0 CO User Acceptance Testing(LIAT)Training.Development & $1350.W i Travel and Expenses $3,600 W # 4 Tax Services S x.90000 S - PwcNNIncentive $13 CR8.00 $479500 -- Taal Software a,Sorties • na..W2 alaX .7' —1T'"_TJ.Ci^'ir"-TTr;.l... ..T.3 Iiiiintaraliaffiffir • v.t'-±•°.�^ :'Six - c ..r;o+s 000,a/aS.tMe ardwws Electronic Voting $003 5000 Delete this option Included In Agenda : Electronic Forms Management above This is the one time cost for our streaming software to reptre the Gracious '., Web Streaming _ 03,000.00 $600.00 product _ • Externally Hosted $3999,09 ♦ • .. . ...., a Other(specify): i I • Table 2:Licenses I I • One TIM,COOS Arum Costs Cotmnwds Unlimited Licenses 54049500 $803300 Installed Option -- -- -- Sile License Same as unlimited licenses_ IM1IS ISa hosted option and nnl there le of not a one time$14.520 there would be on Concurrent License annual lee of 514,5'HLIMI Explain the licensexlle lmenseluJlmned license/concurrent license fees/options as It applies to a hosted option As shown above Unlimited license and site license and the one time cost really relates to an Installed solution.In he hosted emnonment the software is provided as software as a wends and mere Is not an ' actual license provided We provide the software as a service to you and allow you no many users on the system at any one time.In this proposal we are actually allowing you to have an unlimited number of ' users.There is an annual fee for us to provide this service. Project Plan Draft March 7, 2012 Installation of SIRE Technologies Agenda Plus / Minutes Plus / / Video Conversion ats- III CI11 OF ASPEN By: Randall Warner, Project Manager, SIRE Technologies Page 1 of 11 1. Project Overview The City of Aspen is partnering with SIRE Technologies to implement an agenda management solution encompassing Agenda Plus, Forms, Minutes Plus, Video Plus and Archived Video Conversion for the purpose of automating the collection and production of documents presented for City Council meetings, and recording the proceedings of the Council. Implementing the SIRE agenda management system will bring about the following business objectives: • Save time and manpower creating agendas and minutes for the following meeting types: 1. City Council Regular Meetings to be delivered by SIRE 2. Other meetings types can be created internally by City staff using the Admin features of the product • Improve accessibility of agenda documents both internally by City staff and externally to the public by providing access pre and post meeting 24/7 via the City web sites. • Creating agenda document workflows to adhere to records management policies and procedures. SIRE will specifically provide the following functionality and services: Software Delivery • Install SIRE Agenda Plus • Install SIRE Minutes Plus • Install SIRE Video Plus • Install SIRE Pub for Intranet or Internet Access Services • Setup/Configuration of Agenda Plus, Minutes Plus, and Video Plus • Setup/Configuration of Intranet or Internet Access to all related Agenda/Minutes Documents and Videos • Complete Conversion/Importing of historical Videos into SIRE • Design and build integration procedures to store agenda and minutes documents in the City's Laserfische system • Design and build and integration facility link SIRE agenda items' addresses to the City's existing ESRI system • Project Management Services provided through Project Acceptance Training • SIRE Agenda Plus General System Administrator Training • SIRE Agenda Plus Core Functionality Training • SIRE Minutes Plus Training • SIRE Video Plus training Page 3 of 11 2. Scope Statement A Phased Approach will be taken to logically implement the SIRE suite of products: • Phase 1 — City Council Core Agenda Plus, Minutes Plus, and Posting the Agenda to the Web, Convert legacy videos and import them into SIRE • Phase II — Design and build integration with Laserfische and ESRI systems, Build form and workflow to support agenda approval process A• •roximate Dates Phase I —Core Agenda Plus, Minutes Plus, and Responsible Approximate Date Items to be Video Plus System Configuration in Clerk Area Party Completed Project Kick-Off SIRE/Aspen Contract Signing + 3 weeks • Agree to project roll out process, project Project Team plan, communication plan, define roles and responsibilities. • Discuss technical needs/requirements— System support procedures, Access for configuration, Upcoming needs within the project. • Discovery on Current Agenda/Minutes Process • Discuss Web Publishing • Discovery on Current Agenda Approval Process. • Discovery of AIM — Legacy Data Conversion Install and Configure SIRE software SIRE Contract Signing + 3 weeks Design Agenda/Minutes Meeting Types—Create SIRE Kick-off+ 2 weeks Design Specification Coordinate Review of Agenda Design Document SIRE/Aspen Kick-off+ 2 weeks Build/Configure Meeting Types based upon Design SIRE Kick-off+4 weeks Document • During this time coordinate times to review what is being built for each meeting. o Meeting Compiles (Agenda and Minutes) o Packet Configuration o Printing Packet Process o Web Site Configuration • SIRE Internal Testing Define what videos and associated data needs to SIRE/Aspen Kick-off+ 5 weeks be converted Define video conversion procedures SIRE/Aspen Kick-off+ 5 weeks Provide Sample Conversion for Validation SIRE/Aspen Kick-off+ 6 weeks Perform Video Conversion SIRE/Aspen Kick-off+ 7 weeks Return Visit to Aspen SIRE/Aspen Kick-off+ 6 weeks • System Administration Training • Agenda Plus Administration Training • Agenda Plus Clerk's Department Training • Minutes Plus Clerk's Department Training • Walk through Process from start to finish to Page 4 of 11 produce agenda Parallel New Agenda Process with Current Process Aspen Kick-off+ 6 weeks through (recommended 2-3 cycles prior to Go Live) Kick-off+ 9 weeks • Create Agenda w/attached supporting materials • Create and Print Packet • Publish Agenda • Take Minutes During Meeting • Produce Minutes Document • Publish Minutes Document Go Live— Return Visit to Aspen for direct su•sort SIRE/Aspen Kick-off+ 9 weeks Phase II - Application Integration, Agenda Form Responsible Approximate Date Items to be and Workflow Party Completed Define Integration Requirements for Laserfische SIRE/Aspen Kick-off+ 11 weeks System. Identify Document Types and Transfer Procedures Define Integration Requirements Between SIRE SIRE/Aspen Go Live + 11 weeks Agenda Plus and ESRI System Identify and Document Agenda Item Approval SIRE/Aspen Go Live + 11 weeks Workflow and Associated Submission Form Develop Integration Code Between SIRE and SIRE/Aspen Go Live + 12 weeks through Go Laserfische Live + 14 weeks _ Develop Integration Code Between SIRE and ESRI SIRE/Aspen Go Live + 12 weeks through Go Live + 14 weeks Build Agenda Item Submission Form and Approval SIRE Go Live + 12 weeks through Go Workflow Live + 14 weeks Forms and Workflow Administration Training SIRE/Aspen Go Live + 13 weeks User Acce•tance Testing Aspen Go Live + 15 weeks Project Sign Off SIRE/Aspen Go Live+ 16 weeks 3. Future Work (Identified but not in scope for these project phases.) 1. TBD throughout Project and at Project Kick-off 4. Deliverables 1. Project Plan 2. Standard Training Documentation available on SIRE Technologies Web Site 3. Project Implementation Working Documents 1. WBS 2. Change Order Document 3. Action / Issue Log 4. Project Meeting Agendas / Recaps 5. Trip Reports Pre and Post Visits • On-site daily schedules 5. Project Assumptions 1. City of Aspen has a project manager and project champion to help coordinate required tasks and provide resources. Page 5of11 2. City of Aspen has prepared all stakeholders (those who are positively or negatively affected by this project) in all departments to support this effort. 3. Project management staff from SIRE Technologies and City of Aspen will work directly with each other and make a good faith effort to assure that City of Aspen needs are met. 4. Once this project begins, changes in scope may be necessary. The project managers from SIRE Technologies and City of Aspen will maintain adequate control over project scope and use the adopted Change Order document to determine and notify all of project impacts. 5. Resources from the City of Aspen departments will be available to help SIRE Technologies define and formulate agendas. 6. City of Aspen has prepared the schedules of all stakeholders and the user community to devote the necessary time and energy into appropriate training on the SIRE products. 7. The City of Aspen IT department will provide SIRE Technologies remote access including the ability for using GoToMeeting. 8. The City of Aspen IT department takes responsibility for supporting internal data processing needs such as network administration, server backups, scheduling back-ups, virus protection, server readiness and security policies and procedures. 6. Project Constraints 1. Absences by team members, whether planned or unplanned, whether from the City of Aspen team or SIRE Technologies team, may impact the project timing. 2. Timely installation of required hardware may impact project schedules. 7. Project Organization 1. Project Roles and Responsibilities 1. Project Sponsor The person or group providing financial resources, in cash or in kind, for the project. 2. Account Executive: Individuals responsible for the project scope 3. Technical Support: Individuals with expertise about the system being implemented. Page 6 of 11 4. Project Manager. The person managing the project and its successful, on- time completion. 5. Stakeholders: Individuals and organizations actively involved in the project, or whose interests may be affected as a result of project execution or project completion. 6. Subject Matter Experts: Individuals with expertise about systems or processes required to complete the project and/or make it successful. 7. SIRE Administrator. Individual responsible for becoming expert in SIRE's use, and to administer the SIRE product suite and act as first-level support for end users. 8. Project Directory Name Title Department Project Role Email Phone 9. Communication Plan 1. Day to Day Communications on non-urgent items that affect the project should be by email, with all team members on the distribution list, including the SIRE Technologies team members. If an item is identified as an issue, it will be entered on the Issue Log for the project. All electronic documents relating to the project will be stored on the Project's share on the SIRE Technologies Web Center (A login and password will be provided to the City of Aspen to be shared with the project team.) Note: Email is NOT to be used for messages of any urgency. Critical or time- sensitive items must be communicated immediately by telephone, followed by a summation email to keep everyone apprised. Emergency calls should be directed to Project Manager or designee. 2. Project Status Reports serve two functions. They provide feedback to the project organization and they serve as a historical record of the project progress, decisions, success, achievements, and shortcomings. Background information that is obvious to the project team at the time of the report may not be available to subsequent readers; therefore inclusion of all related information will be helpful for documentation. Project Status Reports are accomplished through a bottom-up approach. Team members will report to their Project Manager on a weekly basis in the Project Team Meetings. Information gathered during the Project Team Meetings will be incorporated into a Project Status Report that will be distributed to all Team Page 7 of 11 members and to the Executive Committee 3. Communications Grid Communication Project Mgr Project Team Delivery Day to Day X X D, E Status Meeting Minutes X D*, AN, T, E Status Report X W, E Change Assessment X AN, P Urgent/Emergency X X D, T `When SIRE Technologies is onsite. Delivery Key: Frequency (D) daily; (W)weekly; (M) monthly; (AN) as needed Delivery Method (E) email, (M) memo, (P) PM tool output, (C) conference, (T) teleconference 10. Risk And Asset Management Risk is an uncertain event or condition that, if it occurs, has a positive or negative effect on a project's objectives. Risk management endeavors to optimize the likelihood of meeting project objectives and maximize the opportunities representing "positive" risk. Risk management also endeavors to minimize the occurrence of threatening conditions and events, and the impacts to project objectives that result. Identification of risks up front reduces the amount of surprises, crisis management, disappointment, workarounds, re-work and waste. Project risks will be categorized as follows: 1. Scope, Technical or Quality Risks: Project changes or additions, required customizations, technical design issues 2. Management Risks: Lack of proper management, resource issues, sponsorship, 3. Organizational Risks: Slow decision-making, interruption of funding, changes in corporate goals or strategy, labor issues, end-user buy-in 4. External risks: Delivery of equipment, environment issues, construction Page 8 of 11 5. Training risks: High level of coordination and planning will be required to make sure staffs are trained. Proper training in all aspects of the application is a must. When project risks are identified, project management will discuss ways to mitigate the risk, agree on a contingency plan and decide the trigger points for action. 11. Issues / Change Management An issue is a concern that may impede the progress of the project if not resolved. Issues require a decision and a resolution. The resolution may require concurrence from many people. Changes to this project's scope are driven by issue resolution. As stakeholders identify an issue, the project managers will track and agree on severity and impact to the project as show-stopper, work-around, or nice-to-have. To insure the health of the project, all issues and changes must be documented to their conclusion. 1. Show-stopper. This type of issue is mission critical to the City and the user community cannot possibly do their work unless the project team resolves it. 2. Work-around: This issue is a feature or function of the SIRE product 'out of the box' that doesn't fit the model of how the user visualizes the product should be. It can also be a malfunction of the product that needs to be addressed (a bug). Work can continue forward with adjustments on the part of the end user. 3. Nice-to-have: This issue is a special request for SIRE Technologies to provide the City. This issue helps drive new features and functions of the product. 4. The Change Process: a. City of Aspen project manager contacts SIRE Technologies project manager to discuss how the change will be handled. b. The project managers from SIRE Technologies and City of Aspen agree on how the change impacts the scope of work. They agree if the change can be incorporated as part of a release, handled as part of the original project scope or may require additional cost. c. SIRE Technologies and the City of Aspen project managers will then work together to establish a technical specification if they agree it is needed. d. SIRE Technologies project manager will work with their internal development group to understand the requirement. e. SIRE Technologies project manager will then report back to City of Aspen Project Manager of what the change requires for implementation. f. A change order form is used to communicate the required change. Page 9 of 11 Note: Any change in scope will require City of Aspen project sponsor and project manager approval with a formal signoff. Significant changes in scope will be subject to City of Aspen City's / SIRE's agreed change management process. Any modifications resulting in the delay of project completion or addition of resources (money, people, hardware, software, etc.) will be subject to formal agreement. 12. Payment Milestones Milestone Description Payment 1. Contract Signing 50% of Software 50% of Services 2. Software Delivery/Installation 50% of Software 3. Phase I - Agenda/Minutes Meeting Type 25 % of Services Installation, Conversion of Historical Videos, Configuration and Training 4. Phase II — Laserfische and ESRI 15% of Services integration, Agenda Form and Workflow 5. Project Acceptance 10% of Services 13. Technology Architectural Plan - Outline With a hosted system, the main SIRE system will reside on a server that SIRE will install and maintain in a secure co-location facility. Some components such as Minutes Plus client machines and the Video Plus encoder will reside at Aspen facilities, and will be maintained by Aspen IT resources. Aspen IT will maintain an active internet connection to ensure access to the SIRE server at the co-location facility. 14.Project Decisions During the course of the project when technical, procedural, operational decisions are made they will be documented in the weekly status report. The Weekly Status Meeting Recap is a document maintained by the project team. 15.Project Acceptance and Signoff Before the project can be considered complete the following conditions must be met: 1. All outstanding issues have been documented and reviewed by the project team. 2. All decisions and resolutions have been documented and reviewed by the project team. 3. Complete a post project assessment meeting (Lessons Learned) attended by all of the project team. 4. Final Acceptance by City of Aspen as outlined in this project plan. Page 10 of 11 5. Complete a Support Handoff Document with all vital information for ongoing support. As well as an introduction to Operations with expectations laid out of avenues the city can use to get support, when support is available and response times for support. Page 11 of 11