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PW15-032 - Original - Aegis ITS, Inc - Traffic Signal Control System Upgrade - 02/09/2015
I Records MIA gemen to KENT Document WA9 HINGTaN 4 RECEIVED CONTRACT COVER SHEET This is to be completed by the Contract Manager prior to submission to City Clerks Office. All portions are to be complete&TY OF KENT If you have questions, please contact City Clerk's Offi&-lYCLEFIK Vendor Name: Aegis ITS, Inc - Vendor Number: ID Edwards Number Contract Number: Y G u J This is assigned by City Clerk's Office Project Name: Traffic Signal Control System Upgrade Description: ❑ Interlocal Agreement ❑ Change Order ❑ Amendment ® Contract ❑ Other: Contract Effective Date: 2/9/15 Termination Date: 7/1/15 Contract Renewal Notice (Days): Number of days required notice for termination or renewal or amendment Contract Manager: Steve Mullen Department: Engineering Contract Amount: $284 364.00 Approval Authority: (CIRCLE ONE) Department Director Mayor City Council Detail: (i.e. address, location, parcel number, tax id, etc.): Replace traffic signal management system and provide signal controllers for downtown intersections. it As or: 08/27/14 • KENT WPSHIN.,O Agenda Item: Consent Calendar - 7N TO: City Council DATE: January 20, 2015 SUBJECT: Goods and Services Agreement with Aegis ITS, Inc. for Traffic Signal Control System Replacement Project - Authorize MOTION: Authorize the Mayor to sign a goods and services agreement with Aegis ITS, Inc. in an amount not to exceed $284,364.00 to provide hardware, software and implementation services for a replacement traffic signal management system subject to final terms and conditions acceptable to the City Attorney and Public Works Director. SUMMARY: The City's traffic signal control system was purchased in 1993 and is no longer supported by the manufacturer. Several features available in modern traffic signal controllers are not accommodated by our existing system, including flashing yellow left turn arrows. This is the first step in the phased replacement of our old system. This project includes a new traffic signal control system and intersection controllers to be installed at approximately 24 existing intersections. Approximately 11 of those intersections will be modified (under a separate contract) to display flashing yellow left turn arrows. Traffic signal controllers will be replaced at nearby intersections to allow for continued signal coordination. The execution of the contract was delayed until construction funds were obligated through WSDOT and FHWA. EXHIBITS: Aegis ITS, Inc. Goods and Service Agreement RECOMMENDED BY: Public Works Committee YEA: Fincher - Higgins NAY: BUDGET IMPACTS: Funding for this contract will come from a Highway Safety Improvement Grant for Traffic Signal Control System upgrade, administered by the Washington State Department of Transportation. The remainder of that $400,000 grant will be used to install flashing yellow left turn arrows. �i T GOODS & SERVICES AGREEMENT between the City of !Cent and Aegis ITS, Inca THIS AGREEMENT is made by and between the City of Kent, a Washington municipal corporation (hereinafter the "City"), and Aegis ITS, Inc. organized under the laws of the State of California, located and doing business at 3360 E. La Palma Avenue, Anaheim, 714-575-5701, Douglas Terry, P.E. (hereinafter the "Vendor"). AGREEMENT I. DESCRIPTION OF WORK. Vendor shall provide the following goods and materials and/or perform the following services for the City: Provide hardware, software, and implementation services to install a replacement traffic signal control system. The software and hardware will replace approximately 30 intersection signal controllers initially and will provide for replacement of 90 additional intersection signal controllers in future phase(s) of the program. The new system will be capable of operating fully-actuated intersection controllers independently or in coordination with other intersection controllers using time-of- day programming, system operator pattern selection, or traffic responsive pattern selection. Vendor acknowledges and understands that it is not the City's exclusive provider of these goods, materials, or services and that the City maintains its unqualified right to obtain these goods, materials, and services through other sources. II. TIME OF COMPLETION. Upon the effective date of this Agreement, Vendor shall complete the work and provide all goods, materials, and services no later than July 1, 2015. III. COMPENSATION. The City shall pay the Vendor an amount not to exceed two hundred eighty-four thousand three hundred sixty-four dollars and zero cents. ($284,364.00), including applicable Washington State Sales Tax, for the goods, materials, and services contemplated in this Agreement. The City shall pay the Vendor the following amounts according to the following schedule: GOODS & SERVICES AGREEMENT - I (Over$10,000.00, including WSST) See Appendix A - Aegis ITS Response to City of Kent Request for Proposals (RFP) See Appendix B - Aegis ITS Cost Proposal Forms See Appendix C - City of Kent Request for Proposals (RFP) and Contract Agreements If the City objects to all or any portion of an invoice, it shall notify Vendor and reserves the option to only pay that portion of the invoice not in dispute. In that event, the parties will immediately make every effort to settle the disputed portion. A. Defective or Unauthorized Work. The City reserves its right to withhold payment from Vendor for any defective or unauthorized goods, materials or services. If Vendor is unable, for any reason, to complete any part of this Agreement, the City may obtain the goods, materials or services from other sources, and Vendor shall be liable to the City for any additional costs incurred by the City. "Additional costs" shall mean all reasonable costs, including legal costs and attorney fees, incurred by the City beyond the maximum Agreement price specified above. The City further reserves its right to deduct these additional costs incurred to complete this Agreement with other sources, from any and all amounts due or to become due the Vendor. B. Final Payment: Waiver of Claims. VENDOR'S ACCEPTANCE OF FINAL PAYMENT SHALL CONSTITUTE A WAIVER OF CLAIMS, EXCEPT THOSE PREVIOUSLY AND PROPERLY MADE AND IDENTIFIED BY VENDOR AS UNSETTLED AT THE TIME REQUEST FOR FINAL PAYMENT IS MADE. IV. INDEPENDENT CONTRACTOR. The parties intend that an Independent Contractor-Employer Relationship will be created by this Agreement. By their execution of this Agreement, and in accordance with Ch. 51.08 RCW, the parties make the following representations: A. The Vendor has the ability to control and direct the performance and details of its work, the City being interested only in the results obtained under this Agreement. B. The Vendor maintains and pays for its own place of business from which Vendor's services under this Agreement will be performed. C. The Vendor has an established and independent business that is eligible for a business deduction for federal income tax purposes that existed before the City retained Vendor's services, or the Vendor is engaged in an independently established trade, occupation, profession, or business of the same nature as that involved under this Agreement. D. The Vendor is responsible for filing as they become due all necessary tax documents with appropriate federal and state agencies, including the Internal Revenue Service and the state Department of Revenue. GOODS & SERVICES AGREEMENT - 2 (Over$10,000.00, including WSST) E. The Vendor has registered its business and established an account with the state Department of Revenue and other state agencies as may be required by Vendor's business, and has obtained a Unified Business Identifier (UBI) number from the State of Washington. F. The Vendor maintains a set of books dedicated to the expenses and earnings of its business. V. TERMINATION. Either party may terminate this Agreement, with or without cause, upon providing the other party thirty (30) days written notice at its address set forth on the signature block of this Agreement. VI. CHANGES. The City may issue a written amendment for any change in the goods, materials or services to be provided during the performance of this Agreement. If the Vendor determines, for any reason, that an amendment is necessary, Vendor must submit a written amendment request to the person listed in the notice provision section of this Agreement, section XIV(D), within fourteen (14) calendar days of the date Vendor knew or should have known of the facts and events giving rise to the requested change. If the City determines that the change increases or decreases the Vendor's costs or time for performance, the City will make an equitable adjustment. The City will attempt, in good faith, to reach agreement with the Vendor on all equitable adjustments. However, if the parties are unable to agree, the City will determine the equitable adjustment as it deems appropriate. The Vendor shall proceed with the amended work upon receiving either a written amendment from the City or an oral order from the City before actually receiving the written amendment. If the Vendor fails to require an amendment within the time allowed, the Vendor waives its right to make any claim or submit subsequent amendment requests for that portion of the contract work. If the Vendor disagrees with the equitable adjustment, the Vendor must complete the ampnded work; however, the Vendor may elect to protest the adjustment as provided in subsections A through E of Section VII, Claims, below. The Vendor accepts all requirements of an amendment by: (1) endorsing it, (2) writing a separate acceptance, or (3) not protesting in the way this section provides: An amendment that is accepted by Vendor as provided in this section shall constitute full payment and final settlement of all claims for contract time and for direct, indirect and consequential costs, including costs of delays related to any work, either covered or affected by the change. VII. CLAIMS. If the Vendor disagrees with anything required by an amendment, another written order, or an oral order from the City, including any direction, instruction, interpretation, or determination by the City, the Vendor may file a claim as provided in this section. The Vendor shall give written notice to the City of all claims within fourteen (14) calendar days of the occurrence of the events giving rise to the claims, or within fourteen (14) calendar days of the date the Vendor knew or should have known of the facts or events giving rise to the claim, whichever occurs first . Any claim for damages, additional payment for any reason, or extension of time, whether under this Agreement or otherwise, shall be conclusively deemed to have been waived by the Vendor unless a timely written claim is made in strict accordance with the applicable provisions of this Agreement. At a minimum, a Vendor's written claim shall include the information set forth in subsections A, items 1 through 5 below. FAILURE TO PROVIDE A COMPLETE, WRITTEN NOTIFICATION OF CLAIM WITHIN THE TIME ALLOWED SHALL BE AN ABSOLUTE WAIVER OF ANY GOODS & SERVICES AGREEMENT - 3 (Over$10,000.00, including WSST) CLAIMS ARISING IN ANY WAY FROM THE FACTS OR EVENTS SURROUNDING THAT CLAIM OR CAUSED BY THAT DELAY. A. Notice of Claim. Provide a signed written notice of claim that provides the following information: 1. The date of the Vendor's claim; 2. The nature and circumstances that caused the claim; 3. The provisions in this Agreement that support the claim; 4. The estimated dollar cost, if any, of the claimed work and how that estimate was determined; and 5. An analysis of the progress schedule showing the schedule change or disruption if the Vendor is asserting a schedule change or disruption. B. Records. The Vendor shall keep complete records of extra costs and time incurred as a result of the asserted events giving rise to the claim. The City shall have access to any of the Vendor's records needed for evaluating the protest. The City will evaluate all claims, provided the procedures in this section are followed. If the City determines that a claim is valid, the City will adjust payment for work or time by an equitable adjustment. No adjustment will be made for an invalid protest. C. Vendor's Duty to Complete Protested Work. In spite of any claim, the Vendor shall proceed promptly to provide the goods, materials and services required by the City under this Agreement. D. Failure to Protest Constitutes Waiver. By not protesting as this section provides, the Vendor also waives any additional entitlement and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). E. Failure to Follow Procedures Constitutes Waiver. By failing to follow the procedures of this section, the Vendor completely waives any claims for protested work and accepts from the City any written or oral order (including directions, instructions, interpretations, and determination). VIII. LIMITATION OF ACTIONS. VENDOR MUST, IN ANY EVENT, FILE ANY LAWSUIT ARISING FROM OR CONNECTED WITH THIS AGREEMENT WITHIN 120 CALENDAR DAYS FROM THE DATE THE CONTRACT WORK IS COMPLETE OR VENDOR'S ABILITY TO FILE THAT SUIT SHALL BE FOREVER BARRED. THIS SECTION FURTHER LIMITS ANY APPLICABLE STATUTORY LIMITATIONS PERIOD. i IX. WARRANTY. This Agreement is subject to all warranty provisions established under the Uniform Commercial Code, Title 62A, Revised Code of Washington. Vendor warrants goods are merchantable, are fit for the particular purpose for which they were obtained, and will perform in accordance with their specifications and Vendor's representations to City. The Vendor shall correct all defects in workmanship and materials within one (1) year from the date of the City's acceptance of the Contract work. In the event any part of the goods are repaired, only original replacement parts shall be used—rebuilt or used parts will not be acceptable. When defects are corrected, the warranty for that portion of the work shall extend for one (1) year from the date such correction is completed and accepted by the City. The Vendor shall begin to GOODS & SERVICES AGREEMENT - 4 (Over$10,000.00, including WSST) correct any defects within seven (7) calendar days of its receipt of notice from the City of the defect. If the Vendor does not accomplish the corrections within a reasonable time as determined by the City, the City may complete the corrections and the Vendor shall pay all costs incurred by the City in order to accomplish the correction. X. DISCRIMINATION. In the hiring of employees for the performance of work under this Agreement or any sub-contract, the Vendor, its sub-contractors, or any person acting on behalf of the Vendor or sub-contractor shall not, by reason of race, religion, color, sex, age, sexual orientation, national origin, or the presence of any sensory, mental, or physical disability, discriminate against any person who is qualified and available to perform the work to which the employment relates. Vendor shall execute the attached City of Kent Equal Employment Opportunity Policy Declaration, Comply with City Administrative Policy 1.2, and upon completion of the contract work, file the attached Compliance Statement. XI. INDEMNIFICATION. Vendor shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Vendor's performance of this Agreement, except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Vendor's work when completed shall not be grounds to avoid any of these covenants of indemnification. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE VENDOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. In the event Vendor refuses tender of defense in any suit or any claim, if that tender was made pursuant to this indemnification clause, and if that refusal is subsequently determined by a court having jurisdiction (or other agreed tribunal) to have been a wrongful refusal on the Vendor's part, then Vendor shall pay all the City's costs for defense, including all reasonable expert witness fees and reasonable attorneys' fees, plus the City's legal costs and fees incurred because there was a wrongful refusal on the Vendor's part. The provisions of this section shall survive the expiration or termination of this Agreement. XII. INSURANCE. The Vendor shall procure and maintain for the duration of the Agreement, insurance of the types and in the amounts described in Exhibit [1- See separately attached PDF file - City of Kent Cert of Insurance.pdf] attached and incorporated by this reference. XIII. WORK PERFORMED AT VENDOR'S RISK. Vendor shall take all necessary precautions and shall be responsible for the safety of its employees, agents, and subcontractors in the performance of the contract work and shall utilize all protection necessary for that purpose. All work shall be done at Vendor's own risk, and Vendor shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. GOODS & SERVICES AGREEMENT - 5 (Over$10,000,00, including WSST) i XIV. MISCELLANEOUS PROVISIONS. A. Recyclable Materials. Pursuant to Chapter 3.80 of the Kent City Code, the City requires its contractors and consultants to use recycled and recyclable products whenever practicable. A price preference may be available for any designated recycled product. B. Non-Waiver of Breach. The failure of the City to insist upon strict performance of any of the covenants and agreements contained in this Agreement, or to exercise any option conferred by this Agreement in one or more instances shall not be construed to be a waiver or relinquishment of those covenants, agreements or options, and the same shall be and remain in full force and effect. C. Resolution of Disputes and Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. If the parties are unable to settle any dispute, difference or claim arising from the parties' performance of this Agreement, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County, Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Section XI of this Agreement. D. Written Notice. All communications regarding this Agreement shall be sent to the parties at the addresses listed on the signature page of the Agreement, unless notified to the contrary. Any written notice hereunder shall become effective three (3) business days after the date of mailing by registered or certified mail, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. E. Assignment, Any assignment of this Agreement by either party without the written consent of the non-assigning party shall be void. If the non-assigning party gives its consent to any assignment, the terms of this Agreement shall continue in full force and effect and no further assignment shall be made without additional written consent. F. Modification. No waiver, alteration, or modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and Vendor. G. Entire Agreement. The written provisions and terms of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner this Agreement. All of the above documents are hereby made a part of this Agreement. However, should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, the terms of this Agreement shall prevail. H. Compliance with Laws. The Vendor agrees to comply with all federal, state, and municipal laws, rules, and regulations that are now effective or in the future become applicable GOODS & SERVICES AGREEMENT - 6 r (Over$10,000.00, including WSST) to Vendor's business, equipment, and personnel engaged in operations covered by this Agreement or accruing out of the performance of those operations. I. City Business License Required. Prior to commencing the tasks described in Section I, Contractor agrees to provide proof of a current city of Kent business license pursuant to Chapter 5.01 of the Kent City Code, J. Counterparts. This Agreement may be executed in any number of counterparts, each of which shall constitute an original, and all of which will together constitute this one Agreement. IN WITNESS, the parties below execute this Agreement, which shall become effective on the last date entered below. VENDOR: CITY OF KENT: r (sr nature) / (signature) Print Name: /l/IG , U/1f4zi ^ Pridt Name suzette Cooke - Its It' ,-' Mayor (title DATE: ev Y /)` DATE: _ r' NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: VENDOR: CITY OF KENT: Douglas Terry, P.E. Stephen Mullen Aegis ITS, Inc. City of Kent 3360 E. La Palma Avenue 220 Fourth Avenue South Anaheim, CA Kent, WA 98032 714-575-5701 (telephone) (253) 856-5585 (telephone) 714-630-1973 (facsimile) (253) 856-6500 (facsimile) APPROVED ASJO FORM: E Kent Law Department`s [In this field,you may enW the 0 d,h W fil,,ath whom fhe.ntrnt has been saved] l I GOODS & SERVICES AGREEMENT - 7 In-, &in nnn nn ;--h,.l;.... In/ccT1 DECLARATION CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY POLICY The City of Kent is committed to conform to Federal and State laws regarding equal opportunity. As such all contractors, subcontractors and suppliers who perform work with relation to this Agreement shall comply with the regulations of the City's equal employment opportunity policies. The following questions specifically identify the requirements the City deems necessary for any contractor, subcontractor or supplier on this specific Agreement to adhere to. An affirmative response is required on all of the following questions for this Agreement to be valid and binding. If any contractor, subcontractor or supplier willfully misrepresents themselves with regard to the directives outlines, it will be considered a breach of contract and it will be at the City's sole determination regarding suspension or termination for all or part of the Agreement; The questions are as follows: 1. I have read the attached City of Kent administrative policy number 1.2. 2. During the time of this Agreement I will not discriminate in employment on the basis of sex, race, color, national origin, age, or the presence of all sensory, mental or physical disability. 3. During the time of this Agreement the prime contractor will provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 4. During the time of the Agreement I, the prime contractor, will actively consider hiring and promotion of women and minorities. 5. Before acceptance of this Agreement, an adherence statement will be signed by me, the Prime Contractor, that the Prime Contractor complied with the requirements as set forth above. By signing below, I agree to fulfill the five /requirements referenced above. By: /�} For: A&q �'5 S Title, ! Ce ,/i'OI' A-S50c( a Date: � zt/- / / y FFr) (-(IMPI TANrF nr)c-j IMFNT¢ - 1 of R CITY OF KENT ADMINISTRATIVE POLICY NUMBER: 1.2 EFFECTIVE DATE: January 1, 1998 SUBJECT: MINORITY AND WOMEN SUPERSEDES: Aril 1 19 p 96 CONTRACTORS APPROVED BY Jim White, Mayor POLICY: Equal employment opportunity requirements for the City of Kent will conform to federal and state laws. All contractors, subcontractors, consultants and suppliers of the City must guarantee equal employment opportunity within their organization and, if holding Agreements with the City amounting to $10,000 or more within any given year, must take the following affirmative steps: 1. Provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer. 2. Actively consider for promotion and advancement available minorities and women. Any contractor, subcontractor, consultant or supplier who willfully disregards the City's nondiscrimination and equal opportunity requirements shall be considered in breach of contract and subject to suspension or termination for all or part of the Agreement. Contract Compliance Officers will be appointed by the Directors of Planning, Parks, and Public Works Departments to assume the following duties for their respective departments. 1. Ensuring that contractors, subcontractors, consultants, and suppliers subject to these regulations are familiar with the regulations and the City's equal employment opportunity policy. 2. Monitoring to assure adherence to federal, state and local laws, policies and guidelines. EEO COMPLIANCE DOCUMENTS - 2 of 3 CITY OF KENT EQUAL EMPLOYMENT OPPORTUNITY COMPLIANCE STATEMENT This form shall be filled out AFTER COMPLETION of this project by the Contractor awarded the Agreement. I, the undersigned, a duly represented agent of Company, hereby acknowledge and declare that the before-mentioned company was the prime contractor for the Agreement known as that was entered into on the (date), between the firm I represent and the City of Kent. I declare that I complied fully with all of the requirements and obligations as outlined in the City of Kent Administrative Policy 1.2 and the Declaration City of Kent Equal Employment Opportunity Policy that was part of the before-mentioned Agreement. By: For: Title: Date: i I f II I I I EEO COMPLIANCE DOCUMENTS - 3 of 3 Exhibit 1 INSURANCE REQUIREMENTS FOR CONSULTANT SERVICES AGREEMENTS Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, their agents, representatives, employees or subcontractors. A. Minimum scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non- owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. The City shall be named as an insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. EXHIBIT I (Continued) B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate and a $1,000,000 products-completed operations aggregate limit. 3. Professional Liability insurance shall be written with limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. Any Insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. 3. The City of Kent shall be named as an additional insured on all policies (except Professional Liability) as respects work performed by or on behalf of the Consultant and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies. The Consultant's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than ANII. i EXHIBIT 1 (Continued) E. Verification of Coverage Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. F. Subcontractors Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Consultant. i AC /ryy Client#:1260332 305ECONOGRO F'ICO D. CERTIFICATE ®F LIABILITY INSURANCE DATE IMINDD/YYY1) 7/16I2014 '. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder Is an ADDITIONAL INSURED,the policy(les)must be endorsed.If SUBROGATION IS WAIVED,subject to '.. the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Vanessa Maldonado BB&T Insurance Services PHONE F ) A!C No EX1;714941.2956 Ate,Nah 877-297-1116 '.... of Orange County EMAIL vmaldonado@bbandt.com 2400 Katella Avenue Ste 1100 aoDREss: INSURER(S)AFFORDING COVERAGE NAICS Anaheim,CA 92806 _. INSURERA:Travelers Indemnity Co of CT 25662 INSURED INSURER B:Travelers Property Casualty CO 25674 Aegis ITS, Inc. INSIIRERC,Liberty Insurance Underwriters 36439 3360 E. La Palma Ave. Anaheim,CA 92806 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS, IINR TYPE OF INSURANCE ADDLSUUR _ POLICY EFF POLICY FXP_ INSR WVD POLICY NUMBER MN✓DDlYYY MwBD/YYYY LIMITS A GENERALLIABWTY 6303193N600TCT14 4/27/201404/27/201 EEpgAqCC�HppGGOEECiCiURgqRENCE _ $1,000000 '.. X COMMERCIAL GFNFRAL LIABILITY PREMISESOEa o¢urre ue $1 DD DDD CLAIMS-MADE OCCUR MED EXP(Any one person) $5000 PERSONAL&ADV INJURY $1 000 000 GENERAL AGGREGATE $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMP/OP AGG $2,000,000 POLICY PRO- LOCJECT $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT B 8103193N600TIL74 M27/2014 04/27'20' (Eaacdc n)1__—_ 1,000,000 X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS NON-OWNED PROPERTY DAMAGE X HIRED AUTOS X AUTOS Per accident $ _ $ C X UMBRELLA LIAB X OCCUR i0DOD3863003 4/27/2014 04/27/201 EACH OCCURRENCE s2,000,000 EXCESS LIAB CLAIMS MADE AGGREGATE $2,000,000 DEO X RETENTION$0 $ B WORKERS COMPENSATION UB9501 B09614 4/27/2014 04/271 01 X in yilM s °aH AND EMPLOYERS'LIABILITY -- ANY PROPHET OR/PARTNER/EXECUTIVE Y/N EL EACH ACCIDENT $1 ODO flog OFFICFR/MFMBFR EXCLUDED? NIA (Mandatory in NH) WA Stop Gap Liab E.L.DISEASE-EA EMPLOYEE :1,000,000 It yes,desorme under - - DESCRIPTION OF OPERATIONS belovr E.L.DISEASE-POLICY LIMIT 1,000,000 '. DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 101,Additional Remarks Schedule,if more space Is required) Certificate Holder is added as Additional Insured per policy form#CGD2470805&Waiver of Subrogation per policy form#CGD4581008 both a part of policy#6303193N600TCT14. RE:Traffic Signal Management System. CERTIFICATE HOLDER CANCELLATION ICI City of Kent SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Ili THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 220 4th Avenue South ACCORDANCE WITH THE POLICY PROVISIONS, Kent,WA 98032 AUTHORIZED REPRESENTATIVE ) ©1988-2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010/05) 1 off The ACORD name and logo are registered marks of ACORD #S12684529/M12294841 VLMAL 'I. COMMERCIAL GENERAL LIABILITY POLICY NUMBER: 6303193N600TCT14 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURE® (CONTRACTORS) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE NAME OF PERSON(S) OR ORGANIZATION(S): As per Certificate Holder Name on the attached Certificate of Insurance. PROJECTILOCATION OF COVERED OPERATIONS: As per project description on the attached Certificate of Insurance. 1. WHO IS AN INSURED— (Section II) is amended b) The insurance provided to the additional in- to Include the person or organization shown in the sured does not apply to "bodily injury", "prop- Schedule above, but: erty damage" or "personal injury" arising out a) Only with respect to liability for"bodily injury", of the rendering of, or failure to render, any "property damage" or"personal injury";and professional architectural, engineering or sur- veying services, including: b) If, and only to the extent that, the injury or I. The preparing, approving, or failing to damage is caused by acts or omissions of you or your subcontractor in the performance prepare or approve, maps, shop draw- of "your work' on or for the project, or at the Ings, opinions, reports, surveys, field or- location, shown in the Schedule. The person ders or change orders, or the preparing, or organization does not qualify as an addi- approving, or failing to prepare or ap- tional insured with respect to the independent prove, drawings and specifications; and acts or omissions of such person or organiza- it. Supervisory, Inspection, architectural or tion. engineering activities. 2, The insurance provided to the additional insured c) The insurance provided to the additional in- by this endorsement is limited as follows: sured does not apply to "bodily Injury" or a) In the event that the Limits of Insurance of "property damage" caused by "your work" this Coverage Part shown in the Declarations and included in the "products-completed op- exceed the limits of liability required by a erations hazard" unless a 'written contract "written contract requiring insurance" for that t insured, and then the insurance provided to guir prov dence suchncoverageflforll that re quires additional insured, the insurance provided to the additional insured shall be limited to the the additional insured applies only to such limits of liability required by that "written con- tract requiring Insurance". This endorsement "bodily injury" or "property damage" that oc- shall not increase the limits of insurance de- curs before the end of the period of time for scribed in Section III—Limits Of Insurance. which the "written contract requiring insur- ance' requires you to provide such coverage CG D2 47 08 05 ©2005 The St. Paul Travelers Companies, Inc. Page 1 of 2 II COMMERCIAL GENERAL LIABILITY or the end of the policy period, whichever is 1, Immediately record the specifics of the earlier. claim or"suit"and the date received; and 3. 'rho insurance provided to the additional insured 11, Notify us as soon as practicable. by this endorsement is excess over any valid and The additional Insured must see to it that we collectible "other insurance", whether primary, receive written notice of the claim or"suit" as excess, contingent or on any other basis, that is soon as practicable. available to the additional insured for a loss we cover under this endorsement, However, if a c) The additional insured must immediately "written contract requiring insurance" for that ad- send us copies of all legal papers received In ditional insured specifically requires that this in- connection with the claim or "suit", cooperate surance apply on a primary basis or a primary with us in the investigation or settlement of and non-contributory basis, this insurance is pri- the claim or defense against the "suit", and mary to "other insurance" available to the addi- otherwise comply with all policy conditions. tianai insured which covers that person or organi- d) The additional insured must tender the de- zation as a named Insured for such loss, and we fense and Indemnity of any claim or "suit" to will not share with that "other insurance". But the any provider of"other Insurance"which would insurance provided to the additional insured by cover the additional insured for a loss we this endorsement still is excess over any valid cover under this endorsement. However,this and collectible 'other insurance", whether pri- condition does not affect whether the insur- mary, excess, contingent or on any other basis, ante provided to the additional insured by that is available to the additional insured when this endorsement is primary to "other insur- that person or organization is an additional in- ante" available to the additional insured sured under such "other insurance% which covers that person or organization as a 4. As a condition of coverage provided to the named insured as described in paragraph 3. additional insured by this endorsement: above. I a) The additional insured must give us written 5. The following definition is added to SECTION V. notice as soon as practicable of an "occur- —DEFINITIONS: rence" or an offense which may result in a "Written contract requiring insurance" means claim. To the extent possible, such notice that part of any written contract or agreement should include: under which you are required to include a 1. How, when and where the "occurrence" person or organization as an additional in- or offense took place; sured on this Coverage Part, provided that II. The names and addresses of any injured the "bodily injury" and "properly damage" oc- curs and the "personal injury" is caused by an persons and witnesses;and offense committed: Ill. The nature and location of any Injury or a. After the signing and execution of the damage arising out of the "occurrence"or contract or agreement by you; offense. b} If a claim Is made or "suit" is brought against b. While that part of the contract or the additional insured, the additional insured agreement Is in effect; and must: c. Before the end of the policy period. Page 2 of 2 0 2005 The St. Paul Travelers Companies, Inc. CG D2 47 08 05 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. OTHER INSURANCE ® ADDITIONAL INSUREDS i This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART i PROVISIONS b. The"personal injury" or"advertising injury"for COMMERCIAL GENERAL LIABILITY CONDITIONS which coverage is sought arises out of an of- (Section IV), Paragraph 4, (Other Insurance), is fense committed amended as follows: subsequent to the signing and execution of that 1. The following is added to Paragraph a. Primary contract or agreement by you. Insurance: 2. The first Subparagraph (2) of Paragraph b. Ex- However, if you specifically agree in a written con- cess Insurance regarding any other primary in- tract or written agreement that the insurance pro- surance available to you is deleted. vided to an additional insured under this 3. The following is added to Paragraph b. Excess Coverage Part must apply on a primary basis, or Insurance, as an additional subparagraph under a primary and non-contributory basis, this insur- Subparagraph(1): ance is primary to other insurance that is avail- That is available to the insured when the insured able o such additional insured which covers such that other insurance, provided is added as an additional insured under any other will not share with that additional insured a named insured, and we policy, including any umbrella or excess policy. that a. The "bodily injury" or 'property damage" for which coverage is sought occurs; and i i i I CG DO 37 04 06 Copyright 2005 The St. Paul Travelers Companies, Inc. All rights reserved. Paqe 1 of 1 q�a Client#: 1260332 305ECONOGRO ACORD. CERTIFICATE OF LIABILITY INSURANCE DATE(MNVDD/YYYY) 7/16/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s), li PRODUCER CONTACT714 941-2956 877-297.1116 NAME; Vanessa Maldonado BB&T Insurance Services P7oNE FA of Orange County E-MAIL vmaldonado@bbandt.com DDRESS: 2400 Katella Avenue Ste 1100 A — -- Anaheim,CA 92806 INSURER(S)AFFORDING COVER AGE __ NAICSr INSURER A;Lloyds of London FOREGN INSURED INSURER B: � Econolite Group Inc. INSURER c: _ i 3360 E.La Palma Ave. INSURER o: Anaheim,CA 92806 1 --- INSUREfl E: '. INSURER F: �'. COVERAGES CERTIFICATE_N_UM_13ER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TOTHE INSURED NAMED ABOVE FOR THE POLICY PERIOD '.. INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR - ADm SUER POLICY EFF POLICY EXP LTR TYPE OFINSURANCE INSR WVD POLICYNUMBER fMWDDNYYY MMDO/YYYY LIMITS GENERAL LIABWTY EACH OCCURRENCE Is E eqFNTED COMMERCIAL GEN O ERAL LIABILITY PREMISAMAGEST Ee.r Uaence)- $ CLAIMS-MADE OCCUR MED EXP(Any one person) $ PERSONAL A ADV INJURY $ _ _ GENERAL AGGREGATE $ GEN'L AGGREGATELIMIT APPL IES PER: PRODUCTS-COMP/OPAGG § _..__...___ POLICY PRO-JECT LOG 5 AUTOMOBILE LIABILITY EoemNleot SINGLE LRAIT S ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY Peraaitlent AUTOS ._ AUTOS BODILY ) $ -- NON-OWNED PROPERTY DAMAGE - - - HIRED AUTO$ AUTOS (P_e1_accident $ $ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ EXCESS DAB CLAIMS-MADE AGGREGATE § DED I RETENTIONS _ S WORKERS COMPENSATION WC STATU- - OTH- AND EMPLOYERS'LIABILITY IORYLJMFS I IER —. ANY PROPRIETORRARTNER/EXECUTIVE Y/N E.L.EACH ACCIDENT S OFFICER/MEMBER EXCLUDED4 N/A -__- (Mandatory In NH) E.L.DISEASE EA EMPLOYEE $ IIy desclibo under DESCRIPTION OF OPERATIONS below ELDISEASE-POLICYLIMIT $ A Software ESCO2076549 4/27/2014 04/2712015 $2,000,000 Each Claim Professional Retro Date: $2,000,000 Aggregate Llabllit 05/13/2004 _ Ded:$50 000 Each Claim DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACORD 101,Addillonel Remarks Schedule,it mare space Is,""red) RE:Traffic Signal Management System, CERTIFICATE HOLDER CANCELLATION City of Kent SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 220 4th Avenue South ACCORDANCE WITH THE POLICY PROVISIONS. Kent,WA 98032 AUTHORIZED REPRESENTATIVES ) ©1988-2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010/05) 1 off The ACORD name and logo are registered marks of ACORD #S12684621/M12255345 VLMAL Appendix CITY OF KENT Request for Proposals for a Traffic Signal Management System APPENDIX B COST PROPOSAL FORMS The City is using a forms-based approach for this Request for Proposal (RFP).The objective is to ensure the responses are in a similar order and format to better facilitate a fair and complete evaluation of responses. Offerors must complete each of the four worksheets in this workbook, and attach a product invoice/order form.The City will use this cost proposal and the cost normalization process as set out in Section 4.5.2. of the RFP to evaluate total cost of ownership. Offerors cost proposal must be all-inclusive, including ALL software, hardware, and services required to implement a fully functional system for the City.This includes any software required to meet the functional requirements for which you responded "Alternative" (requirement met through integration with a third-party system)in Form 12- Functional Requirements of Appendix A. Itemize these costs in Table B. This also includes any services required to meet the functional requirements for which you responded"Customization" (requirement met with system modification) in Form 12- Functional Requirements of Appendix A. Itemize these costs as Other Professional Services in Table D. All prices are to be in U.S. dollars and include all applicable taxes, freight, and other associated fees.Add more lines to the tables as necessary. Please note that offerors also must complete Appendix A-Response Forms, which together with the cost proposal will comprise an offerors complete proposal. Offerors must submit this cost proposal as instructed in Section 1.2 of the RFP. Please provide the following contact information: Offeror Name:. Ae is ITS, Inc. Contact Name: Douglas Terry, P.E. Mailing Address: 33 00 E. La Palma Ave. Title: Chief O erating Officer Anaheim, CA 92806 Phone Number. (714)575-5701 E Mail Address: dterr ae isits.com I 712014 8-1 CITY OF KENT Request for Proposals for a Traffic Signal Management System In the table below,itemize the application costs,by module,for the software you are proposing.Add more lines as necessary. Ensure that client software costs are appropriately listed Table A.Application Software Costs � r P Cent -- race ATMS v1.9 ATMS Software $ 65,365.15 $ 65,365.15 1 $ 65,365.15 $ $ $ $--'$ $ $ $ $ $ $ $ Sales Tax $ $ - $ 6,209.69 In the,table below,list any system or technical(e.g.,database,report writer)software that is not included in the standard configuration,but is required to run the proposed solution This should Include any software required to meet the functional requirements for which you responded"Alternative"(requirement met through integration with a thrid-party system)In Form: 12 Functional Requirements of Appendix A."Add more lines to the table as necessary. Table B.Other Software Costs MS SOL Server 2012 DBMS software $ 2,810.00 $ 2,810.00 1 1 $ 2,810.00 Me .Net ap engine licensin $ 4,430.00 $ 4430.00 1 $ 4430.00 Navte Licensin ae licensin2 $ 2,061.00 $ 2,061.00 1 $ 2,061.00 Sales Tax $ - $ - $ 883.60 In the table below,enter,the hardware specifications and associated Inardware'costs necessary to implement the proposed system. Table C. Hardware Costs Ecenolite Controller Traffic Signal Controller $ 3,060.00 $ 3,060.00 B $ $$ $$ $Sales Tax $ - $ - 7/2014 Aegis Proprietary and Confidential B-2 CITY OF KENT RFP Appendix B Request for Proposals for a Traffic Signal Management System • • s In the table below, list total hours to implement the proposed solution, the blended rate(i.e.,total vendor cost divided by total vendor hours),and total cost.Add more lines as necessary.The entries should correspond to the deliverables listed in Section 3.2.'of the RFP. Table D. Professional Services 1. Baseline Detailed Pro'ect Work Plan 16 $ 228.63 $ 3,658.00 2. Hardware S ecifications 8 $ 106.75 $ 854.00 3. Pro'ect Status Reports 64 $ 228.64 $ 14,633.00 4. Installation Certification 8 $ 106.75 $ 854.00 5. S stem Confi uration Reports 40 $ 116.45 $ 4,658.00 6. Configured Software Ready for Test 48 $ 100.60 $ 4,829.00 7. Test Plan 40 $ 123.78 $ 4,951.00 8. Data Conversion Plan 16 $ 106.69 $ 1,707.00 9. Migrated Data Ready for City Validation 90 $ 88.41 $ 7,957.00 TO-,U!2r1a22 S ecifications 0 $ - 11. Interfaces Ready for Test 0 $ - 12. Installation Architecture Specification 20 $ 131.10 $ 2,622.00 13.Training Plan 8 $ 106.75 $ 854.00 14. Trainin 40 $ 1 66.70 $ 4,268.00 15. Site Customization Document 16 $ 97.56 $ 1,561.00 16. Go-Live and Stabilization Plan 12 $ 147.33 $ 1,768.00 17. Template Tools for Documenting Business Processes 0 $ - 18. O erations Manual 8 $ 88.38 $ 707.00 19. Stabilization Services 0 $ Flexible-use hourS2 160 $ 140.24 $ 22,438.00 OtbeE7 folggge detail)3 $ $ $ $ $ $ $ $ Sales Tax $ - $ 7,440.31 . . 594r $: 85,75931 Blended rate equals the total cost divided by the total hours 2Contingency hours that may be used under the direction of the City 31nclude all additional services required to meet the functional requirements for which you responded "Customization" (requirement met with system modification)in Form 12- Functional Requirements of Appendix A. 7/2014 Aegis Proprietary and Confidential B-3 CITY OF KENT RFP Appendix B Request for Proposals for a Traffic Signal Management System In the table below, list your not-to-exceed hourly rates for staff,total estimated hours, and cost.Add more lines as necessary.The total cost in Table E should equal the total professional services cost in Table D. Table E. Staffing Rates Nick Ulman, Senior Associate $ 228.65 144 $ 32,925.30 Donnie Smith, System Sueport Engineer $ 137.19 40 $ 5, 887.60 Keoni Wasano, ITS Engineer $ 106.70 200 $ 21,340.00 Chris Flores, ITS Engineer $ 88.41 210 $ 18,566.10 Sales Tax 594 $ 7,440.31 . . $ 85,759,31 In the table below, list your not-to-exceed estimate for all related travel exenses,'Add more lines as necessary. Table F. Estimated Travel Expenses Airfare jAssumes 7 flights total $ 4,398.00 Hotel Assumes 28 hotel ni hts $ 5,277.00 Meals Assumes 35 eerson days $ 2,814.00 Ground trans ortation Assumes 35 person days $ 2,419.00 Sales Tax $ 1,416.26 . •-. $ 16,324.26;; In the table below;list your not-to-exceed estimate for all additional implementation costs(e.g.,training materials, facility and equipment rental or lease,etc.).Add more lines`as necessary. Table G.Other Implementation Expenses $ $ $ s $ 7/2014 Aegis Proprietary and Confidential B-4 m (O Sttl. m lQ V3 e3 vi N fA N tT N [Y1 ti F N :`ifY 1 � N N m O. ° b Qi . F '(D L: o x a 1, U N N C • ` @ Qom.. ,ca r xr ej vi » . E: m r ) u o m yO' OfNN C 4 j @ A N; , + C a0; 2E rn N i CL m U x F :o W m m @ d @ Li) e n m'• rn o m Y , Z 0_ ;pt o c o 0 N (D _y U @ .'l .0 L_ L .0 Q ,5., Q O O O N U r r CITY OF KENT Request for Proposals for a Permit Management Solution MEN RFP Appendix 13-Total Cost • In;the tables below, please validate the total one-time and recurring costs in your response:' Table I. One-Time Costs item C SW Table A.A plication Software Costs $ 65,365.15 Table B. Other Software Costs $ 9,301,00 Table C. Hardware Costs $ 91,800.00 -:`3 v <. .< t, _rr•.,.. as t}n fir; $ 166,466.15 $ 15,814.28 N c. ` . ... _ x 7' Table D. Professional Services $ 78,319.00 Table F. Estimated Travel Expenses $ 14,908,00 Table G. Other Implementation Expenses $ - ., ,F $ 93,227.00 $ 8r856,57 -*% .�+'`.�cUv.i2.r -.,�ry a `SY'" :�� .F'i�:. 3,sv�z2-. h,3 T_i..: �'r•� ,.z �«�L..1/„0�`�. •ne�time Cost Subtotal11 Table J. Recurring Costs i . . ;A;:: `., d,✓a z '+ ". BFdt.vFi- -" 4.va rvZ-ttte c-x.'E Application Software $ 131,591.00 Other Software $ Other Annual Fees $ Other Costs $ s • • • $ 415 955.00 7/2014 Aegis Proprietary and Confidential B-6 REQUEST FOR MAYOR'S SIGNATURE ® Please Fill in All Applicable Bo es ICII�T '' „a, . FR�eviewl '# �6t eet'bte"Cr Ori inator's Name: Cheryl Viseth De t/Div. Transport 3on Extension: 5504 Date Sent: 1/26/2015 Date Re uired: 1/30/2015 Return to: Cheryl Viseth for Steve Mullen CONTRACT TERMINATION DATE: Sept., 2015 VENDOR: Aegis ITS, Inc. DATE OF COUNCIL APPROVAL: 1/20/2015 ATTACH THE COUNCIL MOTION SHEET FOR THE MAYOR - if a licable Brief Explanation of Document: The attached agreement is for Aegis ITS, Inc. to provide:hardware, software & Implementation services to install a replacement traffic signal control system. ;' The project includes a new traffic control system &intersection controllers to be installed at approxI.,24", existing intersections. Approximately,;11 of those intersections will be modified (under separate contract) to display flashing yellow left turn arrows. Traffic signal controls will also be replaced at nearby intersections to allow for continued signal coordination. The execution of this contract was delayed until construction funds were obligated through WSDOT and FH W A. All Contracts Must Be Routed Through The Law Department (This area to be completed by the Law Department) C� Received. + % Approval of Law De . ° rFt 1AW is . Law Dept: Comments; ' a k^,s qq 5i� 'o0 t Date Forwarded to Mayor: { I " {fit F Shaded Areas To Be Completed By Administration Staff Received: Recommendations and Comments: 1 Disposition - ' zr /fr /) tj...ii' �..!C•f , :`�j` '" 'i�r- �Z - /t k �`�r . � r_ , Date Returned: i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System RFP APPENDIX A VENDOR RESPONSE FORMS Form1: Conditions........................................................... ......................... ................... . . . Form2: Proposal Summary.......................................................................................................................................6 GENERAL VENDOR INFORMATION...........................................................................................................................8 Form 3:Vendor History and General Information.......................................................................................................8 Form3a: Primary Vendor-..... ......................................... ............ ........................................... ................... .........8 Form 3b:Subcontractors and Implementation Partners............................ .............................. ...........................14 Form 4:Vendor Team and Key Staff............................................................... ..._...................................................16 IMPLEMENTATION SERVICES....................................................................................................................I.............19 Form 5: Project Management Approach..................................................................................................................21 '�... Form 6: Implementation Methodology and Approach..............................................................................................23 Form7:Training Summary......................................................................................................................................30 Form 8: Maintenance and Support..................... ...................................................... ...................................... ...33 Form 9:Technical Architecture............................... ......... ._...................................................................................36 Form 10; City Staffing Requirements.......................................................................................................................39 ADDITIONAL INFORMATION.....................................................................................................................................40 Form 11: Integration and future migration from actuated system to adaptive system Considerations....................40 REQUIREMENTS........................................................................................................................................................41 Form12: Requirements...........................................................................................................................................41 2/2014 1 CITY OF KENT,WAIF' Request for Proposals for a Traffic Signal Management System Conditions and Pro osal Summa In the space provided, enter the requested vendor identification information. Use this form to indicate your acknowledgement of the response conditions. Vendor Name: Aegis ITS, Inc. Federal Tax 10#: 27-020-6675 Contact Name: Douglas Terry, P.E. Title: Chief Operating Officer Mailing Address: 3360 E. La Palma Avenue, Anaheim, CA 92806 Telephone Number: (714) 575-5701 E-Mail Address: dterry@aegisits.com Fax Number: (714) 630-1973 2/2014 2 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System VENDOR'S CERTIFICATIONS AND ASSURANCES Consulting vendors should respond to all requirements stated in this RPP and all of the appendices for the services they are offering.Failure to fully respond as required may result in rejection of your proposal. The following Certifications and Assurances form must be signed by an officer authorized to negotiate for and contractually bind the consulting vendor(e.g.,the President or Executive Director in a corporation,the managing partner if a partnership,or the proprietor if a sole proprietorship). CERTIFICATIONS AND ASSURANCES I/we make the following certifications and assurances as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract(s): 1. I/we declare that all answers and statements made in the proposal are true and correct. 2. The prices and/or costs data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However. I/we may freely join with other persons or organizations for the purpose of presenting a single proposal. 3. The attached proposal is a firm offer for a period of 180 days following receipt, and it may be accepted by the City without further negotiation(except where obviously required by lack of certainty in key terms) at any time within the 180-day period. 4. In preparing this proposal, I/we have not been assisted by any current or former employee of the City whose duties relate(or did relate)to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.) 5. /we understand that the City will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the City, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal. 6. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Vendor and will not knowingly be disclosed by him/her prior to opening, directly or indirectly,to any other Vendor or to any competitor. 7. I/we agree that submission of the attached proposal constitutes acceptance of the RFP contents and the I' attached sample contracts and general terms and conditions. If there are any exceptions to these terms, Me have described those exceptions in detail on a page attached to this document. 8. No attempt has been made or will be made by the Vendor to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. 9. I/we grant the City the right to contact references and others, who may have pertinent information regarding the Vendor prior experience and ability to perform the services contemplated in this procurement. P -\, Douglas Terry, P.E. Signature of Vendor Chief Operating Officer February 21 2014 Title Date 2/2014 3 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System CONFLICT OF INTEREST STATEMENT(MARK ONE) One of the boxes below must be checked(by marking an"X"). If the second box is marked, indicating a possible conflict of interest,disclose the nature of the conflict by appending to the paragraph in the text to the right of the check box,words that describe the possible conflict. Neither the firm nor any individual proposed(including subcontractors or implementation partners)has X a possible conflict of interest(including, but not limited to currently employed by the City or formerly employed by the City within the past two years). N/A The firm and/or an individual proposed has a possible conflict of interest.Describe the nature of the conflict In the space below. PROPOSAL ATTACHMENTS Mark with an"X'in the space provided all attachments included with this proposal. Each required attachment must be submitted in a separate section/tab of your proposal, as well as separate electronic files(PDF or required format)on the CD or Flash Drive. We suggest using an easy-to-understand naming convention for the attached files, as this will simplify the evaluation process. Other than the Microsoft Project file, samples do not have to be complete documents. An excerpt sufficient to demonstrate the typical contents,quality, and detail of your proposed deliverable will suffice. Note that simply reproducing the table of contents for us likely will not score well. (Optional)Subcontractors Referenced in Form 3: Vendor History and General Information N/A If a vendor is proposing subcontractors(including implementation partners), each proposed P P 9 C 9� P P ) P P subcontractor must submit a written statement, signed by a duly authorized representative that clearly verifies that the subcontractor is committed to render the services required by the contract. X (Required)Proposed Detailed Project Schedule as Microsoft Project 2003 file Referenced in Form 5: Project Management Approach X (Required)Sample Project Status Report Referenced in Form 5: Project Management Approach X (Required)Sample Project Budget Report Referenced in Form 5 Project Management Approach X (Required)Sample System Configuration Report Referenced in Form 6: Implementation Methodology and Approach - '.... N/A (Required) Sample interface Specification Document Referenced in Form 6: Implementation Methodology and Approach i (Required)Sample Data Conversion Plan X Referenced in Form 6: Implementation Methodology and Approach X (Required)Sample Test Plan Referenced in Form 6: Implementation Methodology and Approach X (Required)Sample Test Script Referenced in Form 6: Implementation Methodology and Approach 2/2014 4 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System See Conversion/ (Required) le Go-Live/Stabilization Plan quired)Sample Cutover Referenced in Form 6: Implementation Methodology and Approach Plan X (Required)Sample Installation Architecture Specifications Document Referenced in Form 6: Implementation Methodology and Approach X (Required)Sample Training Plan Referenced in Form 7:Training Summary X (Required)Sample Training Curriculum Referenced in Form 7:Training Summary X (Required)Proposed Maintenance/Support Agreement Referenced in Form 8: Maintenance and Support I (Required) Recommended System Architecture Diagram I' X Referenced in Form 9:Technical Architecture '.. X (Required)Product Invoice/Order Form �I Referenced in RFP Appendix B—Cost Proposal Forms (Optional)Confidential Proposal Contents X If the vendor wishes to request that trade secrets and other proprietary data contained in this proposal be held confidential, the vendor must attach a brief written statement that clearly identifies material considered confidential and sets out the reasons for confidentiality, understanding that all materials are subject to public disclosure in accord with Washington State law. li All responses must be signed by a duly constituted official legally authorized to bind the applicant to both its response and cost schedule. Signed Vendor duly authorized representative Name(printed) Douelas Terrv,P.E. 2/2014 5 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Summarize your response and your team's qualifications to articulate why your team is pursuing this work and how it is uniquely qualified to perform it. Your response to this form must not exceed two(2)pages. Aegis ITS, Inc. provides a broad range of services to the Intelligent Transportation System(ITS)market including systems engineering,software development, installation and integration, construction, and maintenance.Aegis is a wholly owned subsidiary of Econolite Group, Inc. (EGI). While Econolite is known for delivering high-quality, innovative traffic control products,Aegis is focused on projects and their unique requirements. Aegis offers professional engineering and technical services tailored to each customer's needs with core competencies in the following areas: ® Project Management—Project management is a critical part of the deployment of any technology project and will govern all work conducted throughout the life of the project. Aegis utilizes a three-faceted approach to project management consisting of project planning activities, project progress monitoring activities, and project control activities. ® Engineering—Aegis offers engineering support to customers for system engineering and design, communications design, and system optimization. We also develop tailored software—whether complete, ground-up applications or enhancements to existing systems—that results in a solid software solution.Aegis also customizes our industry-leading line of software products like our Centracs ATMS. Installation and System Integration—Aegis offers installation and integration services including device and communications installation,construction of supporting infrastructure, and system integration, bringing together all of the discrete components into a functional,effective system. ITS Maintenance—Aegis provides traffic signal, communications,and ITS maintenance services, We maintain over 1,600 ITS devices with 26 licensed electricians and technicians.Aegis is a licensed electrical services contractor in numerous states. Our proposed solution is based on Econolite's Centracs ATMS software. Centracs is a ground-breaking Advanced Traffic Management System and its adoption in the market has been outstanding. In the five years since its launch: 160 agencies have selected Centracs—Centracs is an / ATMS system unlike any other on the market today. Agencies recognize its capability and have selected it over ° _ � the competition over 160 times In four years. '� t 142 systems have already been installed—Centracs is very straightforward to install and integrate—we have even performed installations in VM environments remotely from r 1 ri` our development center in Colorado Springs, CO. 132 systems have already been accepted—Centracs Is a robust system that works well after installation. Prior to the c"rr° nrtis •^., 's' systems release and introduction, it was extensively beta- tested at customer sites. Before the first system was sold, A 1.U1 4d -y r j Centracs already had months of actual operating experience. The result has been a solid system from the r first production release. Centracs is distinguished in three key areas: , Smart Client Architecture near creni smar Chem Centracs utilizes a client-server architecture, illustrated _ in the figure below. Client-server system architecture is core'Scavcr Di1° PJstnCton not new, but the segmentation of the system Sc edotr,Rdrrrc Re5pon5Are,elper5ervxe5 Laye, components is what makes Centracs unique. By _,r.- encapsulating the user interface at the workstation,the interface is responsive, even over lower bandwidth ( nTcip l� univ 1 crisis l�oM1''azV � _ connections.The"core'server provides all of the nsc oev nsc od, nsc oe°�°,JI central ATM a, S functionality such as system rdager nlaoega I.Waper administration, schedule functions, system alerts, user settings,traffic responsive and adaptive algorithms, comet comet c°met comet etc.A data abstraction layer on top of the Microsoft SQL Server database serves as a broker for all data requests throughout the system. 2/2014 6 CITY OF KENT, WAI Request for Proposals for a Traffic Signal Management System Device manager components encapsulate all of the device specific functionality and activities such as message transactions and data requests,while communications server components handle the real time device messaging and network interface. At the system level, Centracs also offers a tremendous capability for regional and statewide systems known as server-to-server. Similar to a center-to-center capability,server-to-server allows multiple Centracs systems to function as a seamless, integrated system with user access across the entire"enterprise." User privileges are defined by "system"which can limit the access of a user on one system while affording higher levels of access on another system. Systems could be distributed across the State, but integrated via server to server to provide total system access. Innovative Software Technology Centracs utilizes a number of contemporary software technologies including the Microsoft.NET Framework, Windows®Presentation Foundation,and Windows®Communications Foundation.These technologies are largely contemporary with the development of Centracs. In other words, Centracs is built on the latest software technologies,which gives agencies a built-in hedge against obsolescence. In addition,the base software technology along with the architecture, make Centracs easy to modify and add features and capabilities. Finally, because Centracs is a leading edge(but not a bleeding edgel)system, it is a top priority for product investment. In fact, since its introduction, there have been for major releases,each adding significant new features to the system including adaptive control,enhanced MOE's, and enhanced CCTV support. The most innovative technology,though, is the unique user interface, consisting of one or more"frames,"each with a user configurable number of"containers"which allow the user to manage and customize the presentation of the system and interaction with it.This interface was conceived and implemented by the Econolite developers based on extensive user analysis to understand how different stakeholders use their systems.The result was the ideal user interface is highly unique to the role and even to the individual, leading to the development of Centracs'industry leading ATMS user interface. Intuitive User Interface The Centracs interface is unique to the transportation < industry and capitalizes on the latest technology in software Graphic User Interface(GUI). A sample screen shot showing a single frame with six . ` 1. containers is shown in the figure below.While the interface really should be seen in a live demo, the screen shot at least gives an idea of the way containers can be used. Wth full multi-monitor support,the system supports additional frames that can be assigned to each monitor.Whatever the configuration, each user can save one or more (` preferred configurations and restore their own preferences when they log in from any location. Beyond the rich information content and flexible "` '`�'} "� "` " displays,the Centracs interface is beyond intuitive, allowing both expert and new users to be efficient and effective. This is accomplished by utilizing context `�� • sensitive menus, on-line help, and both map and ,— — entity selection and action.As an example of the duality between map and entity selection,to add a device,the user can right click on the section and choose add a device.A dialog appears allowing the user to enter the information with the section associate already selected. Then the user can select the map editor option and place the device icon on the map. Alternatively, the user can right click at the appropriate location on the map and choose add a device. The map editor appears with the icon at the selected location and then the location can be fine tuned for direction, scaling, and other attributes.Then a dialog is launched to add the system information. Whichever is most intuitive for the user,the system accommodates. Finally, all system data is entered through the user interface.There are no.ini files to edit manually, no direct interaction with the database, no system restarts for most configuration items. Need to update the workstation client software? The server checks the version and updates that automatically on log-in if needed. Need to add a comm server? A dialog box prompts for the IP address and channel assignments of the new server and activates it on the next system start-up. 2/2014 7 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System S` m® ® ® ® m .. ® u ... ♦ ®. m ♦ ® E° ♦ y� ® B (I ♦ o , D ® Use the following forms to provide Information about ALL vendors being proposed as part of this response. PRIMARY VENDOR Name of company Aegis ITS, Inc. Name of parent company(if applicable) Econolite Group, Inc. Headquarters location(if applicable) 3360 E. La Palma Ave., Anaheim, CA 92806 Number of field offices(if applicable) Aegis: 3 Econolite:21 Location and hours of office servicing this account 247 SW 4161 St, Renton,WA 98055 Type of business(e.g., C-corp, S-corp, LLP, sole proprietor) S-corp Length of time in business Aegis: 5 years Econolite: 81 years Gross revenue for the prior fiscal year(in US dollars) $12.9M Aegis Net income for the prior fiscal year(in US dollars) Proprietary financial information Number of full-time personnel in: Overall Econolite Group 0 _Customer and software support 59 0 Installation and training 11 !! 0 Product development 66 0 Sales, marketing, and administrative support 73 II i II 2/2014 8 i i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Using the space below,provide a history of ownership of the proposed licensed software and impacts resulting from any III material changes. Centracs was initially developed and is owned by Econolite. There have been no ownership changes in its history. Aegis, as part of the Econolite Group, Inc. has rights to distribute integrate and service the Centracs software. We work closely with Econolite integration and support teams on projects throughout the US. -; Name and version of proposed software Centracs 1.9.13 Date of next planned software release March 2014 Length of time in business of licensing proposed software system 4 years Percentage of gross revenue generated by licensing/support of proposed software system Approximately 3.5% Total number of installed clients with the proposed software system 149 Total number of clients in production with the same software version being proposed 5 Total number of local government clients Hundreds Total number of installed local government clients with the proposed software 147 Total number of local government clients in production with the same version of the 5 software system being proposed II 2/2014 9 I� CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System In the following table,please list up to 20 customers,emphasizing those similar in size to the City, that have installed the proposed software system and are currently in productive use. p 0 i 00 1 Glendora, CA 1.6 2 Mission Viejo, CA 1.8 3 Norwalk, CA 1.6 4 Vacaville, CA 1.6 5 Glendora, CA 1.6 6 Westminster, CO 1.4 7 Fort Pierce, FL 1.6 8 Hernando County, FL 1.8 9 Osceola County, FL 1.8 10 Idaho Falls, ID 1.8 11 Lafayette, IN 1.8 12 Mishawka, IN 1.6 13 St. Cloud, MN 1.6 14 St. Paul, MN 1.6 15 Concord, NC 1.8 16 Grand Forks, ND 1.6 17 Essex County, NJ 1.8 18 Bernalillo County, NM 1.6 19 New Mexico DOT 1.5 20 Clermont County, OH 1.8 21 Gahana, OH 1.6 I 22 Kent, OH 1.6 23 Springdale, OH 1.4 24 Bucks County, PA(PennDOT 1.5 25 Cranberry Township, PA 1.5 2/2014 10 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Form 3b must be completed for each proposed subcontractor or system implementation partner listed here. Each proposed subcontractor or system implementation partner also must submit in a separate attachment a written statement, signed by a duly authorized representative that clearly verifies that the subcontractor is committed to render the services required by the contract. Name of company No subcontractors.Aegis will self-perform Name of parent company(if applicable) Headquarters location(if applicable) Number of field offices(if applicable) '. Location and hours of office servicing this account Type of business(e.g., C-corp, S-corp, LLP, sole proprietor) Length of time in business Gross revenue for the prior fiscal year(in US dollars) Net income for the prior fiscal year(in US dollars) Number of full time personnel in: 0 Customer and software support 0 Installation and training 0 Product development 0 Sales, marketing, and administrative support 0 Approximate percentage of work(proposed hours)to be performed by subcontractor For each completed table above,describe your relationship with the proposed subcontractor(s)and identify one past experience with each of the proposed subcontractors, including scope and outcome of the project. No subcontractors proposed. Submit full details of all terminations for default experienced by all vendors(including subcontractors and joint ventures) during the past five years, including the other party's name, address, and telephone number. Termination for default is defined as notice to stop performance due to the vendor's non-performance or poor performance, and the issue was either (a)not litigated; or(b) litigated and such litigation determined the vendor to be in default. Present the vendor's position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the vendor's response if subsequent contract completion may be jeopardized by selection of the vendor. If no such terminations for default have been experienced by the vendor in the past five years, declare so in the space provided. No terminations for default in the past five years. 2/2014 11 I� CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System Please provide at least three relevant references(at least two being similarly-sized organizations)for your software in the tables below(preferably customers in the State of Washington): Product Reference#1 Customer name City of Auburn,WA Reference/contact name Scott Nutter Title Traffic Operations Engineer Phone number (253)804-5068 Email address snuffer@auburnwa.gov Mailing address 25 West Main Street, Auburn, WA 98001-4998 Fax number (253)885-5508 Vendor's Project Manager Roy Howard Customer type No. of Signals/ Software version Software Initial Initial (municipality, Controllers originally installed version in purchase date Production date count ) I production (mm/yy) (mm/ y) Cit 100 Not known 1.8.7 05/11 09/11 Product Reference#2 Customer name King County,WA Reference/contact name Aileen McManus Title ITS Project Manager Phone number (206)263-6135 Email address aileen.mcmanus@kingcounty.gov Mailing address 201 South Jackson Street, Seattle,WA 98104-3856 Fax number (360)676-7799 Vendor's Project Manager Roy Howard Customer type No. of Signals/ Software version Software Initial Initial (municipality, Controllers originally installed version in purchase date Production date countproduction mm/ (mm/ Count 100 Not known 1.8.11 04/12 10/12 2/2014 12 CITY OF KENT,WA II Request for Proposals for a Traffic Signal Management System Product Reference#3 Customer name City of Bellingham,WA Reference/contact name Steve Haugen Title Traffic Operations Engineer ',. Phone number (360)778-7700 Email address shaugen@cob.org Mailing address 2221 Pacific Street, Bellingham,WA 98225 ', Fax number j (360)676-7799 Vendor's Project Manager Roy Howard Customer type No. of Signals/ Software version Software Initial Initial Production (municipality, Controllers originally installed version in purchase date date(mm/yy) county) production (mmlyy) City 150 Not known 1.8.7 02/12 08112 Product Reference#4 Customer name Kitsap County,WA Reference/contact name Daren Miller Title Traffic Engineer Phone number (360)337-5710 Email address dmiller@co.kitsap.wa.us Mailing address 614 Division Street, Port Orchard,WA 98366 Fax number (360)337-5772 Vendor's Project Manager Roy Howard Customer type No. of Signals/ Software version Software Initial Initial Production (municipality, Controllers originally installed version in purchase date date (mm/yy) county) production (mm/yy) County 50 Not known 1.8.11 07/09 12/09 2/2014 13 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Product Reference#5 Customer name City of Richland,WA „ Reference/contact name Mark Noga Title Traffic Engineer Phone number (509)943-7514 Email address mnoga@ci.richland.wa.us Mailing address 505 Swift Blvd., Richland,WA 99352 Fax number (509)942-7468 Vendor's Project Manager Nick Ullman Customer type No.of Signals/ Software version Software Initial Initial Production (municipality, Controllers originally installed version in purchase date date (mmlyy) county, city) production (mmlyy) ggCity 51 Not known 1.6.5 08/11 02112 xQ3' 1!u ;:Y' .i., '® 1 ,.t�+,ih For each subcontractor or implementation partner identified in Form 3a, please provide the following information. Cut and paste additional tables as necessary. ',.. Vendors not proposing the use of a subcontractor or Implementation partner DO NOT need to fill out this form. I Name of Company N/A Role of Company in proposed solution '.., Total number of clients where you have provided similar services Total number of local government clients where you have provided similar services In the following table, please list local government clients for whom you have provided similar services in the State of Washington as proposed(add more lines to the table as needed). List no more than twenty(20). li a i N/A I I 2/2014 14 r i i CITY OF KENT, WA '. Request for Proposals for a Traffic Signal Management System Please provide at least three relevant references(i.e., similarly-sized organizations)where you have provided services similar to those being proposed(preferably in the State of Washington): Partner Reference#1 Customer name: N/A Reference/contact name: Title: Phone number: Email address: Mailing address: Fax number. Partner's Project Manager: Customer type (e.g., Approximate Software version Software Initial Initial municipality,county) annual permit originally installed version in purchase Production volume production date MM/YY) date(MM/YY) Partner Reference#2 j Customer name: NIA x g Reference/contact name: Title: Phone number: Email address: Mailing address: Fax number: Partner's Project Manager: Customer type (e.g., Approximate Software version Software Initial Initial municipality, county) annual permit originally installed version in purchase Production volume production date MM/YY date MM/YY) 2/2014 15 } f) E \ . ; z | } / ! [ §# w » » z z z � \o \} \ \ ;/ @ ©: : © 2 \ [ ; / E � G }{ ) ® ® - < } 2 f y2 \ }{ [ \ . rm7 § = o 2 \) « � � \ \ \ ) ) $ E I e m 3 � jj5k \\ \ / < j � \ )y§ mz ! 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N a O U l0 N `) O CD > J o uNi E6Uac N 0 C m n�i aUN `o. m Q1 m w II � � o IcO C N p l C N W (9 U C E U tf l6 01 p ,I] �' C n N Y M U m C N UU fh 7 [] (Q N M U.k y" co u ❑_ N m Y p () ¢ 0 w E a a w A Y a ® yCD C w tjI G Q C O T 'i7 j9 NL q9 ® T N ftl p W a N Ql a U O :_ A a+ U r v E m c� i= a c� a « in rn ¢ ¢ ®ro °a : Q N CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System ® e m ® a It ° � li A Please answer the following questions regarding your approach to project management. Responses that fail to comply with this form will not be scored. For all requested attachments,excerpts of documents are acceptable as long as they adequately represent the contents. Your response to this form must not exceed five(5)pages, not including requested samples. 1. Provide your proposed detailed project schedule for all project activities, loaded with the City's and vendor's project team resources, submitted in Microsoft Project 2007/2010 format. This file IS REQUIRED and will be used to evaluate your proposed schedule, staffing, and use of City resources. For guidance purposes, Section 3.4 of the RFP provides anticipated City resource commitments. If you feel that the implementation will require City resources beyond planned commitments, please reflect this in your MS Project file and explain why below. Please see Appendix B—Project Schedule 2. Describe your approach to tracking and reporting on project expenditures and budget-to-actuals. I, Every project is estimated based on the project components including labor, overhead, license, materials, equipment and subcontract content(if any). Upon contract,this information is entered into our accounting system as part of our project setup process. Our accounting system allows us to track project expenses against actuals on both a summary and detailed basis. We complete estimates at completion monthly to identify budget variances Was they occur. 3. Attach a sample project status report including a sample project budget report. See Appendix E-Sample Documents 4. Describe your project management methodology, including your approach to project risk management. Our project management methodology can be described simply as a three-faceted approach of planning, monitoring I, and control. Planning establishes the baseline against which project progress can be measured. This consists of a project budget and project schedule tied to the project scope or work breakdown structure(which is based on the contractual scope and deliverables). Upon commencement of project work, project monitoring ensures that any variance in scope,schedule,or budget are identified and addressed in a timely fashion. Project control can take many different forms, but the objective is to address variances to they are communicated and corrected. In addition to scope, schedule, and budget,project risk(and risk management)is an important dimension to project management. We use a quantitative risk management approach to identify project risks, probability of occurrence, and prevention/mitigation strategies. In this way,we are able to avoid most surprises and have a plan in place to mitigate the impacts when problems occur. All in all, however,we view this project as very low risk. We are proposing no new development,we have migrated the existing Multisonics controller databases to our controllers on previous projects, and we are confident that we can deliver a high value, low risk solution to the City. 5. Describe your project scope change management process. i We will work with the City to ensure a complete and detailed project scope is in place prior to contract. Like the schedule and budget, this scope document forms the baseline for the project execution. In the course of performing the project work, if the need for work outside the project scope arises,we will inform the City. We will work with the City to identify options for addressing that project need. If the City would like us to perform the work outside the original scope,we will provide a written quote, and if authorized in writing,we will perform the additional work. 6. Does your proposed scope of work include assisting the City with business process change management?If yes, please describe specifically what you will do and the associated deliverables. You may provide sample deliverables if you wish. 2/2014 21 CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System Our proposed scope of work does not include assisting the city with business process change management. We have not found this to be a need in our system replacement projects. Typically, we are replacing older legacy equipment with more capable and easier to use hardware and software and the change is quite manageable. However, as continuous improvement is a core value for the Econolite Group,we do have resources trained in this area should the City identify a need for assistance in this area. II I 2/2014 22 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System auQ �� � ® ,Il on ® ®IHISM,n A s, ®� My� Please answer the following questions regarding your approach to system implementation. Responses that fail to comply with this form will not be scored.Your response to this form must not exceed twenty(20)pages total, not including requested samples. 1. Describe your approach to and role in business process analysis, configuration design, and system configuration/tailoring. attach a sample system configuration report. As described in Form 5, we do not anticipate a need for a formal business process analysis as part of this project. However, for configuration design and system configuration/tailoring, we have an established process to identify the salient project requirements. In reviewing the City's IT standards for servers, database, network, and workstations, we are compliant with the City's standards and have not identified any concerns. Upon selection, we will hold a project kick-off meeting, provide the requested specifications for the system operating environment, and review the specifications to answer any questions on the environment. We will also review the City's communications architecture and implementation to answer any questions regarding the system implementation and cutover. This will establish the baseline system configuration. We typically configure the servers at our technology center in Colorado Springs prior to our initial implementation visit, but this can be done on-site if needed (for a virtual server installation, for example). When we arrive on-site, we will complete the installation (typically in the first day for systems of this size when servers are pre-configured), an be ready to integrate with the City's communications network. This is where we often identify issues with specific IT standards. It is also an opportunity to work with agency staff in their initial exposure to the system software. Based on our initial meetings, along with any subsequent requests from the agency project manager we will configure any elements of the system not previously configured/tailored prior to implementation during that initial installation. Of course, that installation visit will be followed by system training, system cutover, controller training, and ongoing support. Fine-tuning to the system configuration can be made at any of those stages as needed. 2. Describe the City's role in business process analysis, configuration, design, and system configuration/tailoring. We will work with the City from NTP through the support period to help the City prepare for the new system and gain maximum benefit from the system and controller investment. We will ensure that the City knows exactly what to expect every step along the way. We have reviewed the City's proposed time commitments and are comfortable that the City's estimated resource commitment to the project is both realistic and sufficient for the project work. Aegis will provide leadership in system configuration, design, and system configuration/testing with City support. If the City is typical of most of our customers, the system replacement will not dramatically impact the City's business processes except to increase system capability, offer greater ease of use, and provide greater visibility to system health and operation. As described earlier, if the City desires business process analysis,we do have resources that are trained in business process engineering, but we do not believe that is necessary and have not included these services in our estimates. 3. Describe your approach to and role in interface design and development. Attach a sample interface specification document. 2/2014 23 r CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System We do not anticipate the need for design or development of a new interface in this project. 4. Describe the City's role in interface design and development. We do not anticipate the need for design or development of a new interface in this project. 5. Describe your proposed approach to data conversion. Attach a sample data conversion plan. We have performed data conversions for systems ranging from a handful of intersections to 800 intersections. Our engineers are experienced in data conversions for Multisonics 820A, Siemens NextPhase, Siemens SEPAC, Traconex TMP-390, and others. Due to the small number of intersections, we do not anticipate any material risk in the data conversion. We have a documented process for controller data conversion that provides for initial conversion and an independent review by Aegis, and finally, approval by the City before deployment in the street. For system data we will simply enter the intersection ID/name, main/cross streets, description, and communication parameters for the new intersections. We will work with the City to establish naming/formatting conventions. We will prepare our conversion and cutover plan and submit for the City's review prior to commencement of data conversion. 6. Describe the City's role in data conversion. The City's role in data conversion includes initial input to the process as we prepare the conversion and cutover plan, followed by review and approval of the plan. For the actual data conversion process, we obviously need the source data from the City. We will be performing the data conversion manually so paper or electronic documents(.pdf, .xis, etc.) are sufficient. Finally, we need the City's review and approval of the converted data prior to deployment in the street. 7. Describe your proposed approach to meeting the City's reporting needs. Attach sample reports, which demonstrates your ability to ... 1.) Collect and store Volume, Occupancy and Speed data for vehicle detectors. System should be able to produce reports of that data to the requesters specific filters for date, time and location(s). Centracs collects and stores Volume, Occupancy and Speed data from supported traffic controllers. Reports are available either as a realtime display of current values or as reports allowing the user to specify filters for date, time and location(s). As an example of the realtime display, here is a screenshot showing the volume information for the previous hour: 2/2014 24 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 10 AfdrfL*iy Swim F'�.e C'X€ tal tII (a]� u tz t { a --q-lb IJ p + f1g i � y � X.�lIRiUR1u t 5 ._l VT e l "-J- ¢I Pt g:�sn?t +SPtl 831111 ° "nPU to0;PM t4'BPM If25SPtR 7 tlPJ 9e{1Fr4 410VIA e!ePh1 I000P0 toJU Pt! 1020PU 4 Reports available include: Raw Detector Data Report—a list of the raw vehicle data collected from polls to thensignal controllers. VOS Daily Report—a set of graphs that show the volume, occupancy, and speeddata for one or more vehicle detectors during a specified date range; you can plot data points every day, week, or month within the date range. VOS Hourly Report—a set of graphs that show the volume, occupancy, and speed data for one or more vehicle detectors during a specified date range; you can plot data points every hour, every half hour, every quarter hour, or every 5 minutes within the date range. VOS Multi-Date Hourly Report—a set of graphs that show the volume, occupancy, and speed data for one or more vehicle detectors during multiple date ranges; you can plot data points every hour, every half hour, every quarter hour, or every 5 minutes within the specified date ranges. VOS Multi-Date Daily Report—a set of graphs that show the volume, occupancy, and speed data for one or more vehicle detectors during multiple date ranges; you can plot data points every day, week, or month within the specified date ranges. Included in Appendix E are excerpts from the Centracs user manual which show examples of the filters available and the graphs that can be output. 2.) Collect and store Real Time Split information for all signal controllers. System should be able to produce reports of that data that includes a calculation of the per cent of the Coordinated Split or Free Maximum Green Time used by each movement. 2/2014 25 i CITY OF KENT. WA Request for Proposals for a Traffic Signal Management System Centracs collects and stores Real Time Split information for all, or a select number, of signal controllers. An interactive Split Monitor dialog allows selection of signal and realtime or historical dateltime filters to display the split information. Below is an example of the Split Monitor dialog with the available date/time filters shown. In this case we have chosen the most recent 30 minutes to monitor. �3 � LIT'S tI'X•A`S L.zYg7 R:i?-3 Cis=' At Awh9&4J�;k�f:2..6 tk -✓`�'P(YF.���SG�M*W.iP2�.�f3,.hr.4�'k bk.�t4Yfl•�••.• ffryt-0iYfS11 9% C,e31.�!vY ,ti+;cth iM Qtl®Y Ea#K•L*3'i 14"4 'H Lai p' om - £ "Cvr m,F-aa Gsmz J 4dnffi d L"W wd '�,i:la.1 Lmgtli: &naS�1"Ee� F^Hi<.m Afar_.,. °•�•.aan .gym" _ ;Y r'"c�x="rrcd;s�p � F'a8e�rx a,."vx�,� Q Fea^.s SYrax Taat,'.wvs ,-. „kcYe�u gI a SWGprT&c nsaxmg-.ai =45'�kFV25 S UA'44i`e'Cd S$ PS, 9ase k3'3iti� i ' its `+t ,•t , q 0. 1 The displayed results would then look like the screen shot below. ti flae Fne J'Sowm 4;xrgu�•rcd,3M1 w S�{ne >1 PsSaznS.txm:t a a GfS�ut P.,.:., 3 'Ssl��;ayl Ifl4 Lai. %WG}c4a A^rt+�•:[ Itl Cs�uBYva[ixtf ekma3 4 '``G�#kr�exn @lf IJ+xakt,�cr5a'Wla {r'i 671E 59 f,}-ifw F¢;Aka N i. ,.�iJ.aarire.i, ,h34 51m'U F 0 W1,�56515 R,A Z'yrh Fvcxty P ,ss 1tJf0L2 3021t M«F ?Ringt tWa> s to 115 `6 ]a A rs M: s5 3$ 0 to 14 c 1e 15 za ss 30 :,_,4,rJ ie e�fn GraSzr '4 A w. s .iPr �eJb him(�h 40 i'.. . ....»... .. 1 w^ i6. ,20 to 41 S t 1 iSAH,S4 S3 15 44< qg €5.z. 01 U. B Yfl I i NhgZ sn1 ; tl to is za a to i5 as to sa r a ro as 5 1a Is za s sa k M,cyr W111ft4 WMIJ,r+f,xsea k 'ria;+arx al PxUn>wan r3,air:a 7 y epedw✓>n' 5'61 iP�A P .4tA +" a .�{ 45 _ { e zs 15 IS 1 f yy� gp ,asnl 10 :g !0 AA ��•9 16 20{S]g 25 3il SS 47 QS so 55 GO 65 10 YJ 1 Ii :9 `+ �I 212014 26 i CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System The split information can also be output as a report where the report can contain the split values and be export to an external application, such as a spreadsheet. A sample of this output is shown below, k T' si''*rts 9 T`r 'd 't iF 7/R9r1817D N� IDrI 90rv4 tOnS rO�IC tf r01! @f a D�1 � I 9 W r�t ,¢Dil u23 Vi M� 10n 6r0 915 rvJ LLr166 � K I9301 - 4l J �� SS to u.',/2Dt1 b?017 CII� tp7 �7CIJC 10i1 9rif �10,1, ]C 0 i0r F^9i 5'�sv Each row in the table represents one cycle. Columns 1-16 represent the phases for that cycle. Under each phase, the table shows the actual split for that cycle compared to the programmed split. The last column shows the actual and programmed cycle lengths. In the first row of the example shown above, the programmed split for phase 2 was 30 seconds, but the actual split was 70 seconds for this particular cycle. The programmed cycle length was 90 seconds, but the actual was 99 seconds. 3.) Report of possible or known detector malfunctions system-wide. Centracs again provides both a real time display of current faults as well as a report for export and printing. The current detector fault status screen shows a system wide list of faults that can be sorted by clicking on a column heading. � �tleir^tl�rr�lir mnta (�.7�(;� 2v " 061s1u6 SI pal?:;r,FB L tidfcL:O+rypa Leteelor r_'uAs r � ,;1./6/2417 5�34'17.Fdv4 5;reaomzn ar Poei.rrnmon'7 iH>xdtrern r3 Rrrtkrimrran-I I'✓€ti Dt>ndar No Arfrvih Fauit .,1/�5/20 15"rl1'_"�\" S7t nan•en rw_ristknnrmon :1a_dmcn : 4ockdmrcor' Ve: �eteetar Na ActiVitr Fault li 1161201i. 5..M11` PM wrndr.ny, P,nrt;rmm,.n ; V IaD€tErts V'z Detei Nou•t,m Faun 4< 11512011 5 a-112 PM 50.o,pmen @ Fd ;,moron d VV=Jmcn @ R?F tvinmoh., I -. 1,'0/201.1 5.34a1 FAA 1'J 7 VP-S-i P1.to Kar kfarfr�enct FbUrtk , 91/6/2011 5i?*I!PiM VJc•cdmcra Rn�kr mrr;an 2 Psi Dt e ,x Gtd D+'tE'i5r Pds Actor Faul9 t'x j 0: 4.) Reports of"Significant Events"and Alarms, to include Intersection and Group status and history, Commands issued to intersections and groups, changes to controller databases, user logon and logoff activity, system health and operation interruptions. Several reports are available that cover these various events. Alerts Log—a list of all the alerts that have been triggered within the time range you specify, along with any actions that have been taken on those alerts. The report shows the date and time at which the alert originally occurred, the entity name and event name associated with the alert, and the severity of the alert. Signal Events Report—is a historical list of controller-related events and errors(such as Local Flash Active and Cycle Fault)during a specified time period. System Activity Report—is an audit trail of all the user activity in the Centracs application. You can filter 2/2014 27 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System [User e data by date/time range, by entity type, and by user ID. Optionally, you can also specify which types actions and operations to include in the report. stem Events Report—shows all events that Centracs has logged within a specified date/time range. is report offers a way to see all signal events, detector events, and Link-related events in one view. Login Report—is a historical list of all logins, logouts, and failed login attempts to Centracs for the te/time range you specify. You can filter this list for one or more specific users, or you can see all users. You can sort the information by DatelTime, User Login, Full Name, or Details. 5.) Report of traffic volumes for each vehicle turn movement, compiled in 15 minute increments (or user-specified time period), to include calculation of peak hour factor for each vehicle movement, intersection approach and complete intersection, and peak hour volume for each approach and complete intersection. The Peak Hour Report is available within the optional Centracs DCMS module (not included with this proposal). The DCMS module communicates directly with traffic data collection devices better suited to monitoring vehicle turn movements to collect and store traffic volumes. Additional displays and reports are then available within Centracs including the Peak Hour Report which displays volume information for each movement, approach and intersection. 6.) Reports for roadway traffic volumes and intersection traffic volumes with results to be compiled and displayed in tabular form or graphically by time of day. See response to requirement 1.) in this section. 7.) Reports for traffic volume data to be in such form as to be directly imported into common traffic analysis software, such as Synchro, HCM2010, etc. Raw traffic volume is available for export from the Centracs reporting system. It is in a format suitable for import into a spreadsheet program such as Microsoft Excel. 8.) Report of traffic signal timing plan in effect at a user-specified time and date, or range of times and dates to include any preemption events. The timing plan should include minimum and maximum time for each signal phase, plain English description of each signal phase in use and cycle length (if the cycle length was fixed). We do not offer a single report with this information. We have an event log which can be filtered by entity and message type which would should signal timing plan changes by date and time and/or preemption events. We have a split monitor detail report that will show phase times by cycle for each plan. We also have real time reports that show current operating conditions including programmed and actual phase times for the selected intersection. 8. Describe the City's role in report development. Centracs is a Commercial Off-the-Shelf(COTS)software product and we are proposing no customizations. This minimizes costs and risks to implementation. As such, there is no obligation for City staff in report development. 9. Describe your proposed approach to testing. Attach a sample test plan and sample test script. 2/2014 28 CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System Centracs is a well-established commercial off-the-shelf(COTS)software product that has been proven in over 150 installations throughout North America and beyond. Further, Centracs development is governed by ISO processes to ensure appropriate testing and verification prior to each production release. With regards to implementation testing, Centracs has well established test procedures that are used to establish proper operation and performance of the system. We will integrate those test procedures into a test plan that is tailored to demonstrate the performance of the delivered system based on the project scope. A sample of a test plan and procedures are attached. 10.Describe the City's role in testing, distinguishing different levels of testing (e.g., unit, system) as appropriate. The City's role in testing is to review and approve the test plan, and to witness the acceptance testing. Because Centracs is an established system, rather than new development,testing will be conducted at the system level. 11.Describe your proposed approach to readiness assessment and go-live. Attach a sample go-live/stabilization plan and sample installation architecture specification document. Aegis takes a holistic approach to system replacement projects such as Kent's and will work with the City from NTP through final integration to ensure that that everything necessary is in place and ready for the next steps. The conversion and cutover plan document several of these steps and will include what is necessary prior to intersection cutover from the prior system. We also would like to work with the City to establish installation sequences and rates that best fit their preferences and resource availability. For example, our initial schedule assumes that the system is installed and tested prior to any controller replacement in the field. While this is our recommendation, other agencies have preferred to complete the field changeover prior to the installation of the central system. Key to the project's success is a cooperative working relationship with the City and solid communications throughout the project. 2/2014 29 I CITY OF KENT,WA Request for Proposals for a Permit Management System 20 RUN �� _! r The City prefers to receive training at their facilities. Please outline your proposed training approach, including overall sequencing, timing, and locations. Provide an explanation for any aspects of your approach that is not aligned with the City's preferences. Your response to this form must not exceed five(5)pages, not including attached samples. 1. Describe your proposed approach to training. Attach a sample training plan and sample training curriculum. Aegis will develop and submit a comprehensive Training Plan to the City for review and approval. The Training Plan will cover all aspects of using and administering the system and will address the following areas: 1. Outlines the necessary classes and curriculum for each class 2. Provides a content outline to guide development of classroom materials 3. Identifies City attendees and instructors 4. Provides a training schedule 5. Provides a mechanism for tracking completion of training When the City provides comments on the Draft Training Plan, Aegis will make corrections and develop a Final Training Plan. Training is typically divided into formal and informal training. Below is an explanation of each. Informal Training Aegis encourages our customers to become involved in all aspects of the integration activities. We invite the participation of City staff throughout the process and as they have time, and we find, that in this way we create a collaborative and cooperative work environment that ALWAYS yields a better end product. The side benefit of this approach is that to a large extent your staff is already trained in system operation and administration allowing the Formal Training that comes next, to reinforce knowledge and create an opportunity to explore deeper issues. Formal Training Centracs was developed with a very intuitive user interface as well as interactive on-line help. New users typically become very proficient in a short period of time. Formal training is typically divided into three separate classroom courses including instruction in the following areas: 1. Centracs System Introduction 2. Centracs System Intermediate 3, Centracs System Advanced Training (System Administrator) 2. Describe your proposed approach to subject matter expert/implementation team training. Aegis approach to training revolves around teaching the subject matter on the end-user's system rather than on a pre-configured system. In this way, students see familiar signals and settings within the Centracs system and can immediately see how the new system will interact with those devices. 3. Describe your proposed approach to end user training. 212014 30 r CITY OF KENT, WA Request for Proposals for a Permit Management System End user training is typically performed on-site using the user's client workstation accessing devices and configurations developed during the system integration. 4. Does your training approach include any delivery mechanisms other than stand-up classroom delivery (e.g., computer-based training, video training)? If so, please describe. Instruction is typically conducted on-site at City facilities, but can alternatively be provided in our training facilities in Anaheim, California. Class size is typically not an issue and we are comfortable accommodating anywhere from a single individual to essentially as many as can fit in the room. It is noted however, that smaller classes generally yield better results allowing students to ask questions and delve into issues of particular concern or interest. On an ongoing basis, Econolite periodically offers complementary training courses via webinar and at their headquarters located in Anaheim, California. Optionally, Aegis can provide additional training including Train the Trainer and training on other Centracs modules as necessary to meet the evolving requirements of the City. 2/2014 31 \ \ \ \ \ ( � \ � . \ \ \ 12 � \ { ± \ \ 0 ) . E \ _ / r / } Z / O ( j \ / ) E J / _) Z { ) ) w \ / _ « ! § § \ kFU } � \ \ ) � { yE E E \ \ Z 2 ; . cl b / _ } \ / \ { 7 0 \ \ CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Use this form to provide information about typical client support requirements and your maintenance and support services. The City will use this information to cost the ongoing internal labor cost of operating and maintaining the proposed solution. Your response to this form must not exceed six(6)pages, not including attached samples. I 1. In the table below, please describe the typical client internal city staffing (e.g., technical, business) requirements necessary to manage the system on an ongoing basis for the listed areas. i Database Management Centracs provides purging and archiving tools within the user 12 interface. Training includes these functions. Operating Systems Support Includes applying Windows updates and similar. 12 User Functional Support User friendly interface and online help minimize. Otherthan 0 casual assistance, more complex questions can be directed to our included help desk support. Application Support Basic computer and Centracs knowledge. Most common 24 function would be coordination with our support staff. Variable depending on issues/needs. i Others (specify): IT support other than the above items include City network N/A support, backups, remote access support,etc. are consistent with normal City operations for enterprise class systems and are not estimated here. i Others(specify): Systems operation support including field network N/A maintenance and troubleshooting, local intersection maintenance and troubleshooting, etc. are consistent with normal traffic signal management systems and are not estimated here. Complete questions 2 through 8 for EACH vendor providing software. Cut and paste tables as necessary. 2. The City is interested in contracting for vendor support on a 5-day per week basis. The City does not need 24- hour per day support. Given that information, please complete the following table. 33 2/2014 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Vendor name: Aegis ITS, Inc. Components supported: All Econolite products Location of support staff: Renton,WA and Colorado Springs, CO Help desk support available (Yes/No) Yes Support availability: System support personnel are available via email, phone, (Indicate)0 AM—XX PM, in Pacific Standard Internet and a"1-800"support line. Normal hours of Time and days of the week) operation are between 7am4pm Pacific Standard Time M-F except holidays recognized by Aegis. Support requests received outside normal hours of operation are generally res onded to within 24 hours. On-site support provided (Yes/No): Yes. Following the warranty period,Aegis offers an optional (Briefly describe proposed on-site support plan) Maintenance Agreement, The Maintenance Agreement provides all software updates, unlimited telephone support and three tiers of technical support ranging from remote only to on-site support. Local to Kent, Jeff Wolf and Rod Forrester are located in Renton, and will be available to assist the City. Technical support and service from Aegis will be provided by remote methods unless on-site support is requested by the City or Aegis deems necessary. In the event on-site support is provided,Aegis at its option may invoice for time, travel and lodging as identified n the provisions below. Support fee structure: Unlimited support is available under our proposed annual (Flat-fee or per incident, after-hours charges) SMA. Pricing on an annual basis is included Fin cost proposal. 3. Attach a copy of your proposed maintenance/support agreement. Briefly describe other support package options the City could choose from. Please see Appendix D. l 4. Please describe your problem escalation process, including initial problem identification, triage for priority and severity of problem, steps for resolving problem escalation when a solution is not forthcoming or an implemented !, solution is During the performancep of the project,the project manager is the primary contact for the project, and has access to all of the support resources, based on the nature and severity of the issue. In the event the project manager is not able to respond immediately,our local account manager and his support team, based in Renton, is always involved and available to our customers. While our project managers are experienced and qualified,we do have a Responsible Manager for the project who serves as the next layer of problem escalation, if necessary. :. During the support phase, We have a well-established process for customer support,segmented into three basic levels. Level 1 support is provided by our local account manager and technician. Level 2 support is provided by our Colorado Springs support team for both system and controller software support. Depending on the nature of the problem and the severity, level 2 may be engaged immediately after initial assessment by level 1. Level 3 support is engineering and is accessed through the Level 2 support team. Regardless of when problems are found, they are logged as tickets in our support system, and tracked through resolution. 5. Does the client have final authority regarding severity assignments? Yes EXA No No,we use a cooperative approach to problem resolution including severity and priority assignments. 34 212014 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 6. Does the client have final authority regarding the acceptability of a solution? Yes EXI No No, we strive to find a mutually acceptable resolution for all of our customers and have never failed to do so. As above,we use a cooperative approach to finding solutions that work for all. 7. Indicate your response times and goals,and also your statistics regarding meeting those goals for your existing client base. During business hours it is expected that a-mails and phone calls be given a response within the same day. '.. Support personnel are provided company phones so that high priority calls can be taken after hours. In all cases, customers should expect a response within 24 hours. '... 8. Briefly describe any planned upgrades or new releases anticipated within the next two years. We anticipate our next Centracs release in March 2014. Centracs is actively supported with a regular release schedule of at least two per year. These releases may include bug fixes,minor enhancements, or new functionality. All customers under SMA receive these software releases for the modules licensed at no additional charge. _ I i II' I I! 35 212014 I' CITY OF KENT,WA I, Request for Proposals for a Traffic Signal Management System ro 1, RIt Using the questions and tables in this form, please indicate the technical requirements for implementing your solution for an organization of the City's size and complexity. Where the tables request recommended configurations, specify hardware capable of supporting acceptable performance and scalability requirements, Your response to this form must not exceed four(4)pages, not including attached samples. 1. Attach a diagram of the recommended system architecture including application servers, database servers, web servers,test/staging environments, etc. 2. Please complete the following table to describe the technologies used to architect and required to deploy the proposed solution(e.g., development languages, server operating systems). Source code development language(s): C# (e.g., C++, Java, 4GL) Database management system(s): SQL Server (e.g., SOL Server, Oracle) Middleware product(s)(e.g., WebSphere)or MapDotNet, ComponentOne supported languages(e.g,,XML, Java EE): Server operating system(s): Microsoft Server 2008 and above Desktop operating system(s): Micorsoft Windows 7 and above Presentation layer:(e.g., Browser, Visual Basic) Windows Presentation Foundation Other(specify): 3. Please complete the following table to indicate the last time the software was re-architected, is B. Data Structure: Centracs is under active development. Data structures, application code and user interface components are constantly being updated or re-architected to improve storage and access speed, increase capabilities, improve overall reliability and enhance the user experience. A regular software release cycle ensures SMA customers always have the latest available updates. Application Code: See above User Interface: See above 4. Please complete the following table to specify the recommended server configuration in your proposed solution, Duplicate the table as necessary for each type of server(e.g., DBMS, application,test,Web). Server Type: Centracs Core Server(qty: 1) Hard drive space and design (e.g., RAID): Minimum(4)300gb 15kRPM SAS drives in RAID 5 configuration. 3 drives active, 1 as hot spare RAM: Minimum 8GB of ECC RAM Processor and speed: Minimum XEON 2.49hz Number of processors: Minimum dual quad core Other requirements : Dual power supplies, UPS, minimum(1)gigabit network port 36 2/2014 CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System Server Type: Centracs Communication Server(qty: 1) Hard drive space and design (e.g., RAID): (2)300gb 15kRPM SAS drives in RAID 1 configuration RAM: 8GB of ECC RAM Processor and speed: XEON 2.4ghz Number of processors: Dual quad core Other requirements(e,g., tape drive): Dual power supplies, UPS, minimum (1)gigabit network port 5. Do you certify your system to run on virtual servers? Yes No 6. Do you certify your system for terminal server use? Yes V� No While we do not certify our system for terminal server use,we do not mean to imply that it will not work 7. Have you previously integrated the product with asset, work order Yes ❑ No management and customer relationship management systems? List these systems(vendor name/application name)in the space below. With regard to integration we have integrated an asset,work order management system into Centracs. This optional module is called Centracs MMS(Maintenance Management System). 8. Provide a complete description of the minimum laptop, desktop, or tough book computer hardware specifications necessary to run the software. Quad Core processor(E5620 or i7)at 2.4ghz 4GB of RAM 160GB SATA 7200rpm Windows 7 Professional 64bit Ethernet or 802.11n wireless 1280x1024 capable monitor. Dual monitors recommended 9. Please complete the following table to specify any third-party software products that are required(including plug- ins), other than database management software and operating systems(add copies of the table as necessary). In your response, indicate why the product is needed. Software product: MapDotNet(provided with Centracs installation. Customer is not required to purchase separately) Version number: Version 8 or higher _ Reason for product: Provides tiled web map services to Centracs client application Software product: ComponentOne(provided with Centracs installation. Customer is not required to purchase separately) Version number: Reason for product: Provides for certain user interface elements 37 2/2014 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 10. Please complete the following table to specify any third-party hardware products that are required(add lines as necessary). In your response, indicate why the product is needed. Manufact7 urer: No hardware products other than traditional servers,workstations, nefwork components and traf lc controllers are required Hardware product: Product model M Reason for product: 38 2/2014 CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System ml The City will use the following data to estimate the cost for the implementation. In the first table, list the City's IT Technical Staff and corresponding amounts of time you require to successfully implement the system. Insert additional lines as necessary. In the second table,list the City's Subject Matter Experts in Transportation and corresponding amounts of time you require to successfully implement the system. Insert additional lines as necessary. In the implementation hours columns, please estimate the total hours required for each type of resource over the life of the project. Note that these figures should correspond to the resource requirements indicated in your Microsoft Project file. You may want to reference the City staff commitments outlined in Section 3.4 of the RFP. CITY STAFF IMPLEMENTATION EFFORT Project Manager e PM,communications, Progress meeting 100 administration attendance, coordination of City resources,submittal review and approval, attend '.. relevant training Traffic Engineer Coordination timing, local Review and approve signal 80 controller operation timing conversion and system data entry, attend training Signal Technician Local intersection operation, Supporting controller swap 240 controller programming, out, reviewing signal cabinet operation including timings,troubleshooting field plug-ins network issues, attend training IT Project Manager City network, IT policy, and Reviewserver 100 ' procurement knowledge specifications,progress meetings, IT integration support, attend relevant training 39 2/2014 CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System I ® � ' Nil � . The City will use the following information to assess the hardware and software's ability to offer or integrate with an adaptive system. Your response to this form must not exceed five(5)pages. 1. Which currently-available adaptive traffic signal programs are supported by your system? In order to provide the most effective and simple adaptive control, Econolite has developed a fully integrated solution which is built-in to the Centracs ATMS. Centracs Adaptive utilizes the same graphical user interface as Centracs and allows agencies to seamlessly switch between the"Actuated System'and"Adaptive System". 2. What changes or upgrades are required to the proposed system to utilize these programs? Upgrading a Centracs system to utilize Centracs Adaptive is a simple and straightforward process. First, Econolite will provide a licensing key which unlocks the Centracs Adaptive functionality within the ATMS. This license unlock is system wide and affects all intersections on the Centracs system. At the intersection level, Centracs - Adaptive requires the use of an ASC/3 or Cobalt controller. Lastly, Econolite will provide"Centracs Adaptive Special Function Data Keys",which are to be placed in each controller to unlock the built-in adaptive functionality. 3. What is the cost of each change or upgrade? The Centracs Adaptive module, which unlocks adaptive functionality on all intersections within the ATMS, is a one- , time cost of$25.000. Each intersection is then licensed at$2,500 per intersection. It is important to consider that Adaptive Signal Control Technologies have specific detection requirements,which will need to be assessed on an intersection by intersection basis. Aegis ITS would be happy to work with the City at such time to develop a scope of work and pricing estimate for implementation of an adaptive solution. 2/2014 � ! / E0 G - . \ w \ \ » 0 \ 0 . . .. . . . juelldwoo \ { N __o \ { AIIUIPud z a __; x . x : xxxxx it \ ) 0 / / . \ ) E - - ; ! f _ � \ \ } \ \ y \ ! - • . : ! ` ! { ) f » § k � / / � - > \ ; - \ \ \ \ ; E { \ \ \ \ ( { { } \ \ \ - w ( / ) ) {( / ) \ { - / ! ® - rw ! \ { ! ; z / [} ! ` t } � \ } \ 0 o ) / / « -0 ! � ® e ! \ f $ ` ® . r , m ° , . : ) � 4 ! ( f : � : � ` -. . _ . . 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I _ �49 n I � E E � _ :.i vL c ` � n3y i3 cU ONE n ��h � o �a'c v � E ia `- i,u 'vg Eo m ¢ � cao � � io n6S �I m � i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System APPENDIX C ® EaUIPMENT AND NETWORK COMPONENTS Server Configurations Application/Database .servers Requrett�enls(ggpT?II4�tio,�1[?at�baS,piSprYgts: — These should be the minimal requirements to run the proposed software system on the application/database servers. Physical H0dWarel2kulrerr�ent Iv]If17iq+T1'r7y� };�let41? rghrtS ' ' Dual XEON Quad Core 24ghz rhtP9 " { "1 �Ylr7114'Ot6 r" 8GB ECC Mtt�ilrfPrsl4ferat { # foi "pd�aitaEas 10GB. Depending on logging configuration and a w duration of archiving this can vary significantly , RAID 5 dual power supply, (1)gigabit ethernet vfrtf1 'I �ff�s�errtt %(�lt�i4�i5evsltsrel 8gb RAM 1 oGB�v_..._ ts�ifalril}itt -C1Sgy{Qra� {�'a,H#f4T � �ch,ipn �i 10GB As above can vary significantly depending on i 1 logging configuration I pth' Yr ih dg± Cerequtremlft x ,` (9)9igabitethernat Windows 2008 R2 SPi C�grkl �i1f'rerr ut{7§ i QPIit) ( Uses TCP11P Dtt ,B � r$gtfunCs apd Jarrltrt+rP`,r 4 Microsoft SQL Server 2008 R2 Standard Edition ver�;forf��t�r ��Iiin}�Yttft Micr�bofl�l�„ �'�T OQBr r '01 s4 C 77¢ S!trej 7e iS - _ �' RSoosed Rafierehpe_+•9ar[tware EpYlrontrienhf�tr,4 s8 ServeYs,, � Please provide detailed recommendations for hardware in this form .9 rinfofmationp T _ I f ty j QOrrgrraenisr T Total Number ofServer(s)> ! 1` For each system: Manufacture DellMode ^ Processor essor Type Intel XEON E5 or higher g 9J �� Number of Processors Dual uad core Processor Speed 2.4ghz or higher Memory Size BGB ECC OS VersionMicrosoft Windows SS Microsondows Server 2012 I ._..S.. ......_.��...� _._ -.-J 2/2014 C-3 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System System Disk '.. Size (4)30OGB 15kRPM SAS drives partitioned as 100gb for System and remainder for Data Raid configuration, if any RAID 5. 3 active drives, 1 as hot spare Data Disk Total Space 500gb(partition from above) SAN configuration,If any, Including { required controllers and network components RAID configuration, if any, including — RAID 5 type,degree of striping Additional Items Required: (4)gigabit Ethernet ports,dual power supplies. UPS, keyboard, mouse,display Additional considerations related to 4 hardware virtualization I 212014 C-4 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Communication .Servers Requirements for tommgmea!ien Servers These should be the minimal requirements to run the proposed software system on the communication servers Pf1y real t��r�v✓,are Rq�mramegkq i i I Mt6irr1 rp ORU Re'p§ometitt � � r ) Dual XEON Quad Core 2 4ghz Wirtimo'-AA 1 e S remehfs I 8GBECC Mrnlmtl L1s$utnle if�>)forp7eHYar f FtCe 10GB Mr trl rt t�i k^�rar e(GB frtr appGdafttoNr d x OGB Oti7rrr}aldt1( x§quiretn�ht ,<, ,, �'iRAl01 dualpower supply, (1)gigabit ethernet � �irfuai: erg + r..(...quirementst(v{'Watkx�6j?herej k11ru3f R rementa � a cores �iJ9i1 fikA. �,i(,trjle4t a ` BGB I r ;n,mdrrya f� a 4tss)tRrP-14 (. 1t 1oG6 Ot#�er � UaiherCer regU4r igabitethernet ! Snf�ar�R�ptlrnerC}erl3s' �, Se v nnY ser)lee Aaek Ievei4taJil i yi1 Windows 2008 R2 SP1 tv)icposofL�n{Jgws Seryer2008"fig�P'I7 NetwPrOBA re 01 cr ll nts'(rriWst,u , ,T F61�';1 ? 3 Uses TCP/IP Ot)rer sbfhNale re,'quiremenis; ( li i 2/2014 C-5 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Proposed Reference Hardware Environment for Corn loictlotOgrvers, Please provide detailed recommendations for hardware in this form 1 Applicaflpq Servers - Qty Gaenm_ents Total Number of Server(s) 1 ii Dell For each system _ , [ 1-R620 Manufacture L I Intel XEON E5 or higher i Model Dual Quad Core r Processor Type i E2.4ghz f Number of Processors j i 8GB Processor Speed �.Microsoft Windows Server 2012 I Memory Size Version (_. ._.-.6G6 15kRPM SAS drives ___.__... _ _,...._... OS system , _W I RAID - Y 9 y Size I Raid configuration, rfan None necessary _..___. _..__._.. .... __.._._._ .�..,_.,_._ i Data Disk I I I Total Space } SAN configuration if any, including I (4)gigabit Ethernet ports,dual power supplies required controllers and network i UPS, keyboard, mouse display a components RAID configuration if any, including I type degree of striping I Additional Items Required Dell f Additional considerations related to R620 hardware virtualization I 2/2014 C-6 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System AddlMona/Servers Reg4lrememts for Other servers These should be the minimal requirements to run the proposed software system on additional servers i P#ty&ieal liai*>dW.ere Rct9u�rement$1 , 1ihr ryYlrPLi RequjreMet ks I y 7 No other servers are required unless optional Centracs modules are considered rg N�mthaubYsRtcrae )fqf P4rle8 t _ I Other'f�a7 �reSi�r� leriS 1 U+rt4��t�ia�St�+v,�rg f�'egoirernenf� (Ut�1�aPe v�l�ere) '; MmUutjj,OPXF'1g9tyrer5i ents' ` ' C Mi Tim RANI}? e Ytents _ _ -- plher � soflwart Requrts�ents _ _ ._. uervet Q a d a 7y, rpa x 1e M t�l¢ro obihndoYJ server 2p09 L2 �uP1 1 E � Networ�n�reyuiref��nts(mustu e`TOPf1P);x� � 1 i Othersm(tware-restuiFements ,� II I� 212014 C-7 CITY OF KENT, WA Request for Proposals for a Traffic Signal Management System Proposed Reference HardwaieEnvironmentforAdditionat5ery lrs Please provide detailed recommendations for hardware in this form J 911erservers - ldty. 6omoigll(5- T Total Number of Server(s) I For each system: Manufacture Model Model Processor Type Number of Processors _I Processor Speed .�"` Memory Size OS Version .,-. _... -- I � t System Disk _ 1 Size i Raid configuration if any j Data Disk Total Space SAN configuration, if any, including {II required controllers and network I 3 i components ! I RAID configuration if any, including j type degree of striping I Additional Items Required: _ Additional considerations related to hardware virtualization 2/2014 C-H CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Workstations RecommemJod bardwarelsoftware configuration for the Client Workst4tipns, These should be the minimal requirements to run the proposed software client on workstations. ti - - f Haedwa'fe F�atl�uemenl5' j Quad Core y _ _ IrnIA7�PkjV1f $gbi3r±?,Taerr4qt� x r 4G8 Mtnlmur�i?tsk r t3syVa9a i� J for RrRra@ . 10GB MiAm4614s}� or g ( <`or r%p!ld4tion data£ i 5GB I n t 1 Saf}ihWr,A�AwYerrlenSs op,eAltystefi"eliir+(rajmvirtyr¢�4�. t. Operating System and minimum version(Windows 7 (StdAyu84 6381 : ,' t 64-bitSP1)r Net'watRIN re-gQrkM6htS jtrtWstU'SxeJ' 1p�a_ s` � Networking requirements (must use TCP/IP) Browser t,'jirc>; Asa plllgle Fap r§rnan{� x ; �r, ; Browser and browser plugin requirements Ad ditimR"( fkarJ fR r gp irscj fort7t ,client rf � ' Additional software required for the client workstation wbrla „' ,J; va1 N"Trhinhbrai(c§5 i (e.g., Java/.NET run-time libraries. RDBMS client, RDHMS',chant,l/oansafeee f`orih ru ttrr a . . license fees for the run-time environment). Smartphone/Tablet Platforms - - - Requireirients 'or Mobile In addition to Windows PCs, if mobile clients support modern smartphone platforms, please list requirements on this form Hardware Rt gwrer ants _ _ { SmaftRhbft �vl+blla FI ,tTRrmaarad{C)S--v i Smartphone mobile platforms are notsupported (e@3�1 tl ab)ef�ftbtle P#atlbms and C9 `veaelons Tablet Mobile platforms running full versions of (cram le) IAnrpld l iOS] 1 : Microsoft Windows 7 can be utilized Tablet ` platforms running 105 or Android are not supported s Gr�nnatlro Red alfranrs �� , IMF % 3g or higher O#ftdr mebiie h��l��rs`tee(dlrerr�ists r: „� I S'Offw _ara,i?eq ileri}4rtx5� — - - IH r it -IJ — � � Ihformetigtt ,i , y� 'r s � Ur and Private Na f {VPNj rs�t tyre sa 'i _ _wain recv edha 9A)hk1yt,'ate Mob1ie�browser Requirements 2/2014 C-9 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Production Network Infrastructure (Diagram) Communication t � k Server �A t Application . 3 Server s Client Workstations 10 2/2014 i CITY OF KENT WA Request for Proposals for a Traffic Signal Management System Test & Train Network Infrastructure (Diagram) Implementation testing and training for the City of Kent Centracs deployment will be conducted on the target production environment. As such,please see the production infrastructure diagram above. i 11 i 2/2014 F CITY OF KENT.WA Request for Proposals for a Traffic Signal Management System Development Network Infrastructure Centracs is a COTS product and we are proposing no development for this project. As such, this diagram is not applicable. 12 2/2014 I ! CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System II Baseline Logical Architecture ---sInalt client Data i "Core" Server Abstraction Layer Device Manager ed Database Comm Server Crevices Depiction of largest logical blocks within Centracs architecture , a Smart Client represents the Centracs Workstation Client Application m Core Server represents the main Centracs Server worker applicationI. Data Abstraction Layer and Database represent data access and storage m Device Manager is dependent on devices being accessed and controlled. ® Comm Server is process typically hosted on a secondary machine allowing for scalabilty j Devices represent traffic controllers, DMS and other ITS devices 13 2/2014 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Expanded Logical Architecture SIrlart Glient smart Cllrnt 13rYlart Client Data "Gore" Server Abstraction Scheduler, Traffic Responsive, Other Services Layer N TCIP NTGIP OASIS DMS Device ASC Devine ASC Device ASC Device Manayer UL Manayer Manager Manager _. . Comm Comm Comm yServer Server Server Sever s Devices Centracs Logical Architecture showing multiple Communication Servers, Device Managers and Smart Clients 14 2/2014 I' ii CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System APPENDix ® e SAMPLE CONTRACTS Requested Clarifications Implementation and Acceptance Agreement Corporate Software License Agreement Maintenance and `technical Support Agreement Confidential Proposal Contents 2/2014 1i � #1 E An Ewnoli(e Group Company ITS Contract Clarifications As requested in the RFP,our response includes a sample software supply agreement,our standard software license agreement,and our standard software maintenance agreement. Standard Software License And Maintenance Agreement We have reviewed the City's Standard Software License And Maintenance Agreement included in the RFP and our requested clarifications are provided below. 1. Software License. As the proposed.software,Centracs ATMS,is a standard software product,it is licensed under our standard licensing agreement included in the proposal in Appendix D. As such,we request the deletion of the City's Software License sections (RFP Appendix D, Sections 2.1 —2.4 in their entirety)requesting use of our Software License Agreement in it's place, 2. Support Services. Similarly,we have proposed a standard software maintenance program under the terns of our standard Software Maintenance Agreement(SMA), As such,we request the deletion of the Support Services sections(RFP Appendix D, Sections 3.1 —3.7) in their entirety)and Software Maintenance Agreement in their place. Our standard SMA has been included in the proposal in Appendix D. 3. Indemnification. We request the following modifications to Appendix D, Section 4.1 of the City's Standard Software License And Maintenance Agreement: Contractor shall defend, indemnify and hold the city ofKent, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and reasonableattorneyfees, to the extent arising out ofn with the Contractor's negligent acts, omissions, or Mlljid misconduct du ringperjbrmance ofthisAgreement, exceptfor thatportion of the injuries and damages caused by City's sale negligence. 4. Confidentiality. We request that Appendix D, Section 6.4 of the City's Standard Software License And Maintenance Agreement be mutual to protect Aegis ITS as well. 5. Lmnitation of Liability.We request the replacement of Appendix D, Section 6.5 of the City's Standard Software License And Maintenance Agreement with the following language: Exceptfor negligence and/or intentional acts,Econolite's liability on any claim for loss or damage arising out of connected with, or resultingfi-om this Agreement orfrom the performance or breach thereof,orfrom the design, manufacture,sale,delivery,resale, installation, technical direction of installation, inspection repair, operation or use of any sofi ,are and equipment covered by orfunrished under this contract shall be limited to the Agreement total price. Said damages shall not exceed an amount equal to the insurance policy limits as required as part ofthisAgreement. Econolite's liability extends only to products pr-ovided arrd servicesperformed durirvg the period in which an active warranty or support agreement is in effect. Outside of a warranty period or support agreement, Econolite's Ilabilityforsuch claims shall be limited to the total Agreementprice or actual damages whichever is less. In no event whether as a result ofbreach ofcontract or I 14� An Econo!ita Group Company 4. ITS warranty,shall Econolite be liable forspecial or consequential damages including but not limited to loss ofprofits or revenue, loss ofuse of the equipment, or any associated equipment, cost ofcapital, downtime costs, or claims ofcustomers of the Agency for such damages. Econolite will not be liable for any claims or back charges on behalf of the Agency arising out ofthis contract unless they are made in a reasonable time and supported in writing within thirty(30)days from the date on which the Agency becomes aware ofsame,giving full details, including costs incurred, ifany. Claims notpresented within such time limit shall be deemed to have been waived by theAge)rcy. Econolite will be given reasonable opportunity and access to investigate the merits ofsuch claims or back charges and its liability limited as above. 6. Contractor Remedies. We request the deletion of Appendix D, Section 6.6.2 of the City's Standard Software License And Maintenance Agreement. 7. Effective Date. We request the modification of Appendix D, Section 7.0 of the City's Standard Software License And Maintenance Agreement such that the effective date of the agreement is the date on which the agreement has been fully executed by all parties. Standard implementation Services Agreement We have reviewed the City's Standard Implementation Services Agreement included in the RFP and our requested clarifications are provided below. 1. Default. We request the following addition to Appendix E,Article 7 of the City's Standard Implementation Services Agreement as Article 7.3: Parties shall not be considered in default because of any delays in completion and responsibilities hereunder due to causes beyond the control and without fault or negligence on the part of the parties, including but not restricted to, natural disaster, war, civil unrest, volcano, earthquake,fire,flood, epidemic, quarantine restriction, area-wide strike,freight embargo, unusually severe weather or delay of subcontractor or supplies due to such cause. Parties shall make all reasonable efforts to remove or eliminate such a cause of delay or default and shall, upon cessation of the cause, diligently pursue performance of its obligation under the Agreement. 2. Limitation of Liability. We request the replacement into Appendix E,Article 11 of the City's Standard Implementation Services with: Exceptfor negligence and/or intentional acts,Econolite's liability on any claimfor loss or damage arising out of, connected with, or resultingfrom this Agreement, orfrom the performance or breach thereof, orfrom the design, manufacture,sale,delivery, resale, installation, technical direction of installation, inspection, repair, operation or use ofany sofirvare and equipment covered by or furnished under this contract shall be limited to the Agreement total price. Said damages shall not exceed an amount equal to the insurance policy limits as required as part of this Agreement. Econolite's liability extends only to productsprovided and services performed during theperiod in which an active warranty or support agreement is in effect. Outside ofa warrantyperiod orsupport agreement, Econolite's liabilityfor such claims shall be limited to the totalAgreementprice or actual damages whichever is less. In no event,whether as a result ofbreach ofcontractor l Hls ° A. Econolite Group Company r ITS warranty,shall Econolite be liablefor special or consequential damages including but not limited to loss ofprofits or revenue, loss ofuse ofthe equipment or any associated equipment, cost of capital, down time costs, or claims ofcuston¢ers of th e Ageneyfor s uch damages. Econolite will not be liable for any claims or back charges on behalf of the Agency arising out of this contract unless they are made in a reasonable time and supported in writing within thirty(30)daysfrom the date on which theAgency becomes aware ofsame,givingfull details, including costs incurred,ifany. Claims notpresented within such lime limit shall be deemed to have been waived by the Agency.Econolite will he given reasonable opportunity and access to investigate the merits ofsuch claims or back charges and its liability limited as above. 3. Indemnification. We request the following modifications to Appendix E,Article 14 of the City's Standard Implementation Services Agreement: Contractor shall defend, indemnify and hold the city of Kent, its officers, officials, employees, agents and volunteers harnnless from any and all claims, injuries, damages, losses or suits, including all legal costs and reasonable attorneyfees, to the extent arising out off with the Contractor's negNgent aels, omissions, or willjid misconduct duringperformance of this Agreement, ezceptfor thatportion of the injuries and damages caused by City's 5,91e negligence. 4. Payment Sehedule—Retainage Payment. We request the following modifications to Appendix E,Exhibit B of the City's Standard Implementation Services Agreement: A withholding of"'& five(5)percentwill be retainedfrom every invoice amount paid to the Contractorforprofessional services under this Agreement. SYSTEM SUPPLY AGREEMENT THIS SYSTEM SUPPLY AGREEMENT (this "Agreement') is made and entered into by and between ( } with its principal address at�SCy�ARIA , (hereinafter referred to as"Agency'), and Aegis ITS, Inc., a California corporation located at 3360 E. La Palma Avenue, Anaheim, California 92806 (hereinafter referred to as "Aegis"). L RECITALS A. Aegis is a manufacturer and supplier of traffic control equipment, advanced traffic management systems and traffic controller firmware. B. Aegis, alone and in partnership with others, has developed proprietary software systems, including the communication and control system registered as"Centracs". C. Agency desires to employ Aegis to develop, furnish, integrate and test hardware and software systems to provide a fully operational Centracs advanced traffic management system. AGREEMENT NOW,THEREFORE,the parties hereto agree as follows: IL SCOPE OF WORK Aegis and Agency,for the mutual consideration hereinafter set forth agree that the services shall conform tojrec ftcM rt o010QJf f i ha �,except where modified by this agreement. In this scope of work, Aegis shall deliver the following materials and services on or before the delivery dates agreed to during the project kickoff meeting. Deliverables Section Rs°JiOtiowt srjer7 ' TOTAL AGREEMENT PRICE: S III. DELIVERY SCHEDULE Aegis shall provide the Centracs system and deliverables in accordance with the milestone schedule defined and agreed to during the project kickoff meeting with Agency. IV. PAYMENT TERMS The materials and services listed under Section II above establish invoicing and payment milestones under this Agreement. Payment for all invoices shall occur within thirty (30) days. All computer equipment will be shipped F.O.B. Colorado Springs,Colorado.All cabinets,controllers and field components will be shipped F.O.B.Anaheim, California. Aegis shall not be liable for delays in delivery or in performance or failure to manufacture or deliver,due to causes which are unavoidable or beyond its reasonable control, acts of God, acts of Agency, acts of civil or military authority, fires, strikes or other labor disturbances,floods, epidemics,war, riot,delays in transportation, or inability on account of causes beyond its reasonable control to obtain necessary labor, materials, components or manufacturing facilities. In the event of any such delay,the date of delivery or of performance shall be extended for a period equal to the time lost by reason System Supply Agreement Pagel (Revised 212013) j of the delay. If the delay is due to causes other than attributable to Agency,and is such that the delivery of services voids the essential period for this contract,Agency may cancel this contract upon thirty(30)days written notice. This Agreement is made subject to any federal, state or local allocations, priorities, restrictions or regulations now or hereafter in effect; or allocations imposed upon Aegis by Aegis's suppliers or for delays caused by failure of its supplier to deliver parts to Aegis. The compensation set forth in this paragraph shall be the total compensation for hardware, software and services provided by Aegis,including all out of pocket expenses incurred. Payment shall be made per the following: Computer Hardware&Equipment - 100%upon shipment of material(s) Software, Installation&Integration -85%of total system price less hardware upon completion of installation Training -10%of total system price less hardware upon completion of training Acceptance Test -5%of total system price less hardware upon completion of test Field Equipment - 100%upon shipment of material(s) Field Modification labor - 100%upon completion of work V. PAYMENTS EARNED Agency acknowledges that the rights of Aegis in and to the consideration payable by Agency under Section II are absolute and unconditional upon completion of the discrete tasks set forth in said section of this Agreement, notwithstanding that the payment dates may be set at a time later in the future than the performance date. In the event of default by Agency and Agency failing to cure such default within thirty (30) days from receiving Aegis's written notice of Agency default,Aegis shall be entitled,at its option,to upon written notice to Agency, declare all unpaid payments, plus all other amounts payable by Agency, hereunder,to be immediately due and payable,discounted, to the then present value (using an interest rate equal to that of a comparable treasury note at the date this Agreement was accepted by Aegis). The remedies referred to or set forth herein shall be cumulative and any single or partial exercise of any remedy shall not preclude any other or further exercise thereof or of any other remedy. VI. SALES AND SIMILAR TAMES Aegis's price does not include sales, use,excise or similar taxes. Consequently, in addition to the price specified herein, the amount of any present or future sales, use, excise, or other tax applicable to the sale or use of the equipment hereunder shall be paid by Agency, or in lieu thereof Agency shall provide Aegis with a tax exemption certificate acceptable to taxing authorities. VII. CANCELLATION AND "HOLD" CHARGES Agency may cancel, place a"stop notice"or delay the completion of performance of Aegis upon 30 days written notice in advance to Aegis. In the event of any such action, Agency shall make payment to Aegis of reasonable and proper cancellation charges,and/or appropriate costs associated with the delay and/or"holds". In addition to the purchase price as agreed upon herein, Agency agrees to make payments to Aegis for labor and materials expended (including overhead and G &A costs) directly attributable to the delays, "holds" or cancellation caused by Agency. Agency may cancel this order, if after written notice to Aegis and thirty (30) days to cure, Aegis fails to fulfill in a timely manner its obligations under this agreement. I Vill. WARRANTY Aegis warrants to Agency that all software and equipment to be delivered hereunder will be free from defects in material or workmanship and will be of the kind and quality designated or specified by Aegis herein. This warranty shall apply only to defects appearing within one year from the date of shipment by Aegis for system software and controller software and two years from the date of shipment by Aegis for hardware products manufactured by Aegis. All other equipment System Supply Agreement Page 2 (Revised 212013) not manufactured by Aegis carries the manufacturer's standard warranty. If Aegis installs the Aegis manufactured equipment, software or supplies technical directions of installation by contract, the warranty period shall run from the completion of installation,provided same is not unreasonably delayed by Agency. If the Aegis manufactured equipment delivered hereunder does not meet the above warranty, and if Agency promptly notifies Aegis in writing, Aegis shall thereupon correct any defect, including non-conformance with the specifications, either (at its option) by repairing any defective or damaged parts of the equipment, or by making available at Aegis's plant necessary replacement parts. Agency will return the defective product to Aegis, at Agency's expense. Aegis shall repair or replace the defective item and return it to Agency at Aegis's expense. The liability of Aegis under this warranty, or for any loss or damage to the equipment whether the claim is based on contract or negligence, shall not in any case exceed the cost of correcting defects in the equipment as herein provided and, upon the expiration of the warranty period, all such liability shall terminate. The foregoing shall constitute the exclusive remedy of("Agency')and the exclusive liability of Aegis. The foregoing warranty is exclusive and in lieu of all other warranties whether written, oral, implied or statutory. NO WARRANTY OF MERCHANTABILITY OR OF FITNESS FOR PURPOSE SHALL APPLY. Aegis does not warrant any equipment of other manufacture designated by Agency.Aegis shall supply to Agency, in a timely manner, any software revisions of the standard PRODUCT software modules to correct"bugs" or deficiencies,which would appear within one (1)year from the date of final acceptance of the standard PRODUCT traffic management system. IX. REPRESENTATIONS Mon-infringement- Aegis represents that to the best of its knowledge the technology embodied in the products sold herein does not infringe upon a United States patent or United States copyright in effect as of the Effective Date. .Authority- Each party represents as follows: (a)that it has full power and authority to execute, deliver and perform its obligations under this Agreement; (b)that there are no actions, proceedings or investigations pending or, to the best of each party's knowledge, threatened against such party which may in any manner whatsoever materially affect the enforceability of this Agreement or the rights, duties and obligations of the parties hereunder; and (c)that the execution, delivery and performance of this Agreement will not constitute a breach or default under any agreement, law or court order under which such party is a party to or may be bound or affected by or which may affect the rights, duties and obligations hereunder. No Other Representations - Each party acknowledges and agrees that it is relying on no representation of the other party except as expressly set forth herein. X. LIMITATION OF LIABILITY Except for negligence and/or intentional acts,Aegis's liability on any claim for loss or damage arising out of, connected with,or resulting from this Agreement, or from the performance or breach thereof, or from the design, manufacture, sale, delivery, resale, installation, technical direction of installation, inspection, repair, operation or use of any software and equipment covered by or furnished under this contract shall be limited to the Agreement total price.Said damages shall not exceed an amount equal to the insurance policy limits as required as part of this Agreement. Aegis's liability extends only to products provided and services performed during the period in which an active warranty or support agreement is in effect. Outside of a warranty period or support agreement,Aegis's liability for such claims shall be limited to the total Agreement price or actual damages whichever is less. In no event,whether as a result of breach of contract or warranty, shall Aegis be liable for special or consequential damages including but not limited to loss of profits or revenue, loss of use of the equipment, or any associated equipment, cost of capital, downtime costs, or claims of customers of the Agency for such damages. System Supply Agreement Page 3 (Revised 212013) i I Aegis will not be liable for any claims or back charges on behalf of the Agency arising out of this contract unless they are made in a reasonable time and supported in writing within thirty(30)days from the date on which the Agency becomes aware of same, giving full details, including costs incurred, if any. Claims not presented within such time limit shall be deemed to have been waived by the Agency. Aegis will be given reasonable opportunity and access to investigate the merits of such claims or back charges and its liability limited as above. XI. INDEMNIFICATION Notwithstanding the limitations on liability imposed under Section, "Limitation of Liability" hereof, Aegis shall indemnify, defend and hold harmless Agency and its officers, agents and employees, or any of them from any and all suits, liability, reasonable attorneys' fees and costs of litigation damages to the extent arising out of any negligent or intentional act, error or omission of Aegis, its officers,agents, employees, or any of them relating to or arising out of the performance of this Agreement; excepting only those actions,claims, liabilities,obligations,judgments,expenses or damages arising out of the negligence of the Agency. If a final judgment is rendered against the Agency, its officers, agents, employees and/or any of them, or jointly against Agency and Aegis and their respective officers, agents and employees, or any of them, Aegis shall satisfy the same to the extent that such judgment was due to Aegis's negligent acts or omissions. I XII. LICENSES Aegis grants to Agency for exclusive use in Agency,a fully paid non-exclusive, non-transferable product software license for the products and their specific licensing limits set forth under Section II (Scope of Work).Agency shall be entitled to: a) Use the licensed programs but only in machine-readable form on licensed computers. b) Use the support material supplied but only as required to support the use of the licensed programs. c) Make only as many backup copies of the licensed programs in machine readable form as required to support the use of the licensed programs on each computer.All backup copies must include the copyright notice in the original form as it appears on the licensed programs. Agency may not copy, modify, adapt, merge, disassemble, decompile or distribute the software, its documentation or create derivative works based upon the software. None of the support material in human readable form included with the licensed programs may be copied in any way. Agency may print any screen the software will allow, however, no copyright notices may be removed from the printing. The licensed programs and support material included with this Agreement are confidential information that is the property of Aegis.The licensed programs, program concepts or any of the support materials shall not be made available to any other party or organization without the written consent of Aegis. Title to all intellectual property rights including patent, trademark, copyright and trade secret rights and title to all ownership rights and all copies of and all media bearing the licensed programs, support materials and program concept shall remain in Aegis. XIII. CONFIDENTIAL INFORMATION Confidential Information - In the performance of this Agreement or in contemplation thereof, the parties and their respective employees and agents may have access to private or confidential information owned or controlled by the other party and such Information may contain proprietary details and disclosures. All information and data identified in writing as proprietary or confidential by either party ("Confidential Information')and so acquired by the other party or its employees or agents under this Agreement or in contemplation thereof shall be and shall remain the disclosing parry's exclusive property.The recipient shall use all reasonable efforts(which in any event shall not be less than the efforts the System Supply Agreement Page 4 (Reviserl212013) recipient takes to ensure the confidentiality of its own proprietary and other confidential information)to keep, and have its employees and agents keep, any and all"Confidential Information"confidential, and shall not copy, publish or disclose it to others, nor authorize it's employees, agents or anyone else to copy or disclose it to others without the disclosing party's written approval; nor shall the recipient make use of the "Confidential Information" except for the purposes of executing its obligations hereunder,and(except as provided for herein)shall return the Confidential Information and data to the first party at its request. Agency's duty to maintain confidentiality as described hereunder shall be subject to the laws of the State of California. Excluded Information - The foregoing conditions will not apply to information or data which is, or which becomes generally known to the public by publication or by any means other than a breach of duty on the part of the recipient hereunder,is information previously known to the recipient,is information independently developed by or for the recipient or is information generally released by the owning party without restriction. Right to Injunctive Relief- Because of the unique nature of the Confidential Information, the parties agree that each party may suffer irreparable harm in the event that the other party fails to comply with any of its obligations under this Article, and that monetary damages may be inadequate to compensate either party for such breach. Accordingly, the parties agree that either party will, in addition to any other remedies available to it at law or in equity, be entitled to seek injunctive relief to enforce the terms of this Article. XIV. SOFTWARE UPDATES & NEW FEATURES Software updates for the basic product system are included in the annual system update or through scheduled software releases during the warranty period or active system support agreement period. New software development for additional features beyond the basic product software for other agencies, or as part of Aegis's ongoing research and development shall be offered to Agency at a fixed, quoted price, not to exceed pricing for an Agency of comparable size, architecture and integration.The offer shall remain firm for 90 days from the date of the offer. XV. COMPLIANCE WITH ALL LAWS Aegis shall, at its sole expense, comply with all of the requirements of County, State and Federal laws now in force pertaining to this Agreement, and shall faithfully observe in all activities relating to or growing out of this Agreement all ordinances,statutes,rules or regulations now in force. XVI. INDEPENDENT CONTRACTOR This Agreement calls for the performance of services of Aegis as an independent contractor. Aegis is not an agent or employee of Agency for any purpose and is not entitled to any of the benefits provided by Agency to its employees. This Agreement shall not be construed as forming a partnership or any other association with Aegis other than that of an independent contractor. XVII. INSURANCE AND BONDS Aegis shall maintain for the duration of this contract the following types of insurance: a) Automobile liability insurance(minimum$2.5 Million) b) Commercial general liability insurance(minimum$2.5 Million) c) Worker's compensation insurance(per state requirement) d) Product Liability Insurance(minimum $2.5 Million) I System Supply Agreement Page S (Revised 212013) The insurance required hereunder shall be primary and maintained until all work required and all material to be supplied under the terms of this Agreement is satisfactorily completed as evidenced in writing by an authorized representative of Agency. XVIII. ADVERTISING Agency grants Aegis permission to include Agency in its list of Centracs customers in any advertising or publicity materials without the specific prior written approval of Agency. XIX. EXECUTION This Agreement is effective upon execution. It is the product of negotiation and all parties are equally responsible for the authorship of this Agreement. XX. NOTICES The notices relative to this Agreement shall be given in writing and shall be personally served, sent by registered mail or faxed with telephone confirmation by addressee that it was received.The parties shall be addressed as follows,or at any other address designated by notice: Aegis: Aegis 3360 E. La Palma, Anaheim, CA 92806 Attention: Roy Howard Title: Senior Project Manager Phone: 719-471.9866 Fax: 719-471-9063 E-mail: rhoward@Aegis.com Agency: R � � r y Tll Attention. � Title Phone Fax: Email r ,. XXI. FORUM Any lawsuit pertaining to any matter arising under, or growing out of this Agreement shall be instituted in the State of California. XXII. ASSIGNMENT This Agreement shall not be assigned by any party,or any party substituted,without prior written consent of Agency and Aegis. XXIII. MERGER AND MODIFICATION No supplement, modification or amendment of this Agreement or waiver of the provisions thereof shall be binding unless executed in writing by Agency and Aegis. No waiver of any of the provisions of this Agreement shall be deemed,or shall constitute,a waiver of any other provision,whether or not similar,nor shall any waiver constitute a continuing waiver. System Supply Agreement Page 6 (Xevised 212013) i XXIV. ATTORNEYS' FEES In the event any action in law or equity, arbitration or other proceeding is brought for the enforcement of this Agreement or in connection with any of the provisions of this Agreement, the prevailing party shall be entitled to its attorneys' fees and other costs reasonably incurred in such action or proceeding. XXV. COUNTERPARTS This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which shall constitute one and the same instrument. XXVI. OTHER MATTERS Severability-In the event any of the provisions of this Agreement shall,for any reason, be held void or unenforceable, the remaining provisions shall remain in full effect and shall control. Invalidity-Any provisions of this Agreement prohibited by the law of any state shall, as to said state, be ineffective to the extent of such prohibition without invalidating the remaining provisions of this Agreement. Force Majeure-Should any obligation of either party hereunder(except with respect to timely payment of invoices) be delayed by events beyond such party's control, including but not limited to, natural or man-made disasters, strikes, government actions or regulations, failure of a third party to comply or conform or inability to obtain labor or materials through its regular sources, that party's time for performance shall be extended by the period of delay upon approval by Agency. Absence of Third Party Benericiary Rights - Except as otherwise provided in this Agreement, no provision of this Agreement is intended, nor shall be interpreted, to provide or create any third party beneficiary rights or any other rights of any kind in any affiliate or subsidiary,and all provisions hereof shall be personal solely between the parties hereto. Headings -Article and Section headings are included solely for convenience, are not to be considered a part of this Agreement nor are they intended to be full and accurate descriptions of the contents thereof. Survival - The following provisions shall survive the expiration, cancellation or early termination of this Agreement: Sections V, VII, Vill, IX, X, All, and XIII and any other provision which by its nature shall survive the expiration, cancellation or early termination of this Agreement. System Supply Agreement Page 7 (Revised2/2013) i IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed as of 2013. AEGIS ITS,INC. Name Title Approving Authority Printed Name -Title Attachments: Exhibit A- 111 i ii System Supply Agreement Page S (Revised 212013) S'ofhvare License Agreement Centracs°Advanced Traffic Management System Software Centracs Software License Agreement(ISLA) IMPORTANT!READ CAREFULLY: This Centracs SOFTWARE License Agreement("ISLA")is a legal agreement between City/Agency("Licensee")and Econolite Control Products,Jac.("Licensor")for any and all Centracs software product(s),which includes computer safhvare and associated media,printed materials,and"online"or electronic documentation("SOFTWARE")provided under the Agreement for Professional Services contract.Hy installing,copying,or otherwise using the SOFTWARE,you the License agree to he bound by the terms of this ISLA.If you do not agree to the terms of this ISLA,you may not use the SOFTWARE. SOFTWARE License The SOFTWARE is protected by copyright laws and international copyright treaties,as well as other intellectual property laws and treaties.The SOFTWARE is licensed,not sold. This ISLA grants you the following rights: • You may install and use the Cent,acs Communications Server SOFTWARE on one(1)conrputer(s)located on City/Agency premises. You may install and use the Cann arcs Traffic Applications/Fite Server SOFTWARE on one(1)computer(s)located on City/Agency premises. • You may install and use the Centracs workstation SOFTWARE on two(2)workstation(s)located on the premises of City/Agency or agency partners/consultants. • You may not reverse engineer,decompile,or disassemble the SOFTWARE,except and only to the extent that such activity is expressly permitted by applicable law,notwithstanding Ibis limitation. • The SOFTWARE is licensed as a single product,Its component parts may not be separated for use on more than one computer. You may not rent or lease the SOFTWARE. • Without prejudice to any other rights,Econolite Control Products,Inc.may terminate this ISLA if you fail to comply with the terms and conditions of this ISLA.In such event,you must destroy all topics of the SOFTWARE and all of its component parts. SOFTWARE Ownership Any Cant,acs sofhvare("Saf rware")that is made available from Econolite Control Products,is the copyrighted work ofRconolite Control Products,Inc.and/or its suppliers or others that have licensed material to Econolite Control Products,Inc..Use of the SOFTWARE is governed by these Terms of Use and ISLA contained therein. The SOFTWARE is made available for rise by customers of Econolite Control Products,Inc.and/or its subsidiaries,distributors,authorized agents or representatives or suppliers,according to this ISLA.Any reproduction or redistribution of the SOFTWARE not in accordance with the Terms of Use is expressly prohibited by law.You may not install any Centracs SOFTWARE unless you agree to these Terms of Use in their entirety. Warranties Econolite Control Products,Inc.agrees to provide City/Agency with one year ofwairanty support of the SOFTWARE beginning upon completion of acceptance testing of the SOFTWARE.This support will cover all SOFTWARE components provided by Econolite Control Products,Inc..SOFTWARE components provided by others,(including any and all area maps and interscctinn graphics)will not be included in this warranty. SOFTWARE Copyright The SOFTWARE is marketed by Econolite Control Products,Inc.in part under a perpetual license of certain copyrighted works of others as to certain elements and in part as the copyrighted work of Econolite Control Products,Inc. Use of the SOFTWARE is governed by the terms of this Agreement,certain of the terms of which relate to or incorporate other agreements respecting intellectual property contained in the SOFTWARE, The SOFTWARE is protected by copyright laws and buctnational treaty provisions.Therefore,you most treat the SOFTWARE like any other copyrighted material.You may not copy the printed materials accompanying the SOFTWARE. Restricted Rights Legend Any SOFTWARE which is provided for or on behalf of the United States of America or for or on behalf of Licensee,their agencies and/or instrumentalities("U.S.Government)is provided with Restricted Rights.IJac,duplication,or disclosure by the U.S.Govemnent is subject to restrictions as set forth in Federal Acquisition Regulations subparagraph(c)(1)(ii)of the Rights in Technical Data and Computer SOFTWARE clause at DEARS 252,227-7013 or subparagraphs(c)(1)and(2)of the Commercial Computer SOFTWARE-Restricted Rights at 48 CFR 52.227-19,as applicable.The manufacturer is Econolite Control Products,Inc.,3360 F.In Palma Ave,Anaheim,CA 92806,(714)630-3700, ANY RIGHTS NOT EXPRESSLY GRANTED HEREIN ARE RESERVED. 1.Centracs is a registered trademark of Econolite Control Products,Inc. " An Eco mfile Grop Company ITS Sample Software Maintenance Agreement This agreement is for Centracs software maintenance to be provided by Aegis ITS (hereafter referred to as"Aegis") to the City of XXX(hereafter refereed to as "Agency")as follows: Products Covered This agreement covers systems maintenance support of the base Centracs system software licensed to Agency. This agreement does not cover third party commercial off the shelf(COTS)software(even if that software is required for correct system operation),system hardware, communications equipment, or field equipment and software unless that software falls under the base Centracs system software license agreement. Period of Coverage This coverage is valid for one calendar year(1-year)from the commencement date of this agreement. Thereafter the annual fee for systems maintenance agreement may be renegotiated by the parties not less than 60 days prior to the expiration of the period of coverage. Coverage Aegis provides three options for continued software support and annual upgrades: Bronze--Provides for one annual upgrade for the supported software. Upgrades will be performed via a remote connection provided by the Agency. Technical support and services are provided via remote support. Silver—Provides one annual upgrade for the supported software. Upgrades will be performed during a one-day(1-day)on-site visit by an Econolite engineer. Technical support and services are provided via remote methods. Gold—Provides one annual upgrade for the supported software. Upgrades will be performed during a three-day (3-day) on-site visit by an Econolite engineer. Informal refresher training is provided during the on-site visit along with the upgrade as needed. Technical support and services are provided via remote methods. Technical Support Technical support and service from Aegis shall be provided by remote methods unless on-site support is requested by Agency or Aegis deems necessary. In the event on-site support is provided,Aegis at its option may invoice for time, travel and lodging as identified in the provisions below. Technical support hours of operation: 8:00am to 5:00pnz (Mountain Time)/Monday—Friday except for holidays recognized by Aegis. Support requests received outside normal hours of operation are generally responded to within 24 hours. Technical Support Contact Information: Local Account Manager or,Phone: 714,630.3700 or 800.225.6480 or, Online at www.econolite.com i MEcanalrieGroup ComFany Provisions 1. Payment is due at the commencement of the annual maintenance period. To be paid to Aegis within 30 days of Agency's receipt of proper invoice. 2. Aegis may invoice Agency for any time,travel and lodging costs required for support or upgrades. One on-site,annual visit is included for the silver and gold support agreements; additional visits may be invoiced accordingly. Aegis may invoice up to but not exceed$225.00 per hour. Invoice to be paid to Aegis according to standard payment terns. 3. In the event remote access is granted(required for Bronze agreement),the Agency shall maintain a dedicated telephone line,or VPN(Virtual Private Network) connection for remote access to the system by Aegis. Aegis will provide support services by means judged appropriate by Aegis. Such means may include,without limitation,remote access to Agency computer(s),remote telephone consultations, and the provision of written documentation and other materials to Agency, by mail or electronic means. Response time for requests for remote support shall be kept under 24 hours. 4. In the event that hardware,operating system, or other 3`a party software,in use by the Customer, is deemed by Aegis not to be sufficient for installation of an Upgrade Release, then the Customer shall be responsible for the cost of any new hardware or software as may be required. 5. In the event that Aegis identifies a fault or failure in software or hardware not covered under this agreement,which affects the operation of the ATMS, then Agency agrees to take prompt action to correct such faults and failures. Upon correction of said failures, Aegis shall ensure that the ATMS is restored and operational within five (5)working days. 6. In the event that Aegis identifies a fault or failure in Aegis developed software or manufactured hardware covered under this agreement,which affects the operation of the ATMS, Aegis shall ensure that the system is restored and operational within 5 working days. If the failure is due to thud party hardware or software,provided by Aegis, Aegis will ensure that the system is restored within 5 days of the third party replacing or repairing the items which they supplied. 7. This agreement may be voided at the option of Aegis if Agency modifies any part of the ATMS software where source code has been provided. Aegis will determine,in its discretion,if these modifications impede the ability to provide continued support and system upgrades. 8. A software upgrade may require hardware and third party COTS software(e.g. operating systems, database servers,drivers,etc)upgrades to ensure the performance and functionality of the system. Aegis will provide details of minimum system requirements and the system will be upgraded at Agency's cost to meet or exceed these requirements at least one week prior to the base ATMS software upgrade. 9. This upgrade may not support all the functionality of the previous version of the ATMS.Prior to the upgrade,Aegis will provide Agency with release notes for the new product that describes new and modified functionality. It is not anticipated that any core functionality will be lost,however support for obsolete field devices may not be included in future system upgrades. 10. There shall be no third party applications loaded onto any server,workstation or laptop accessing or forming part of the ATMS without the prior approval of Aegis. 11. This agreement specifically excludes damage to the ATMS caused by the following: accident, unusual physical, electrical,electromechanical stress,neglect,misuse,failure of electric power, environmental conditions,transportation,or operating with operating systems,media or other software programs or use with hardware not approved by Aegis. 12. Aegis is not responsible for obsolescence of the ATMS that may result from changes in Agency computer or informational needs requirements or from changes in Agency's operational hardware or software programs. o- M EwmMe Group Company ITS 13. Aegis warrants the ATMS will perform as defined in the published product specification provided that: (a)the ATMS is used only with the hardware approved by Aegis and in accordance with Aegis's documentation and use instructions; (b)the hardware is in good operating condition at all tines and is installed in a suitable operating environment and is regularly maintained in accordance with the user documentation provided by Aegis or the manufacturer; (c) any error or defect in the ATMS is not caused by Agency,its employees, agents, contractors, or any third party. 14. Major system upgrades that include new features and functions also include now ATMS user manuals. New documentation is not generated for minor system upgrades to correct errors. Coverage Cold $XXX for 1 Year Price does not include tax Coverage Effective Commences 1 Year from the date of Ccnfracs Acceptance i Signatures below indicate contractual agreement with the terms and conditions herein. XXXX: Aegis ITS: Signature Signature Print Print Title Title III Date An Ecvn0-:2 GtibJ C.nlpany ITS Confidential Proposal Contents Aegis requests the following information be kept confidential: 1. Cost Proposal 2. All financial information Econolite Group,Inc. and its subsidiaries are privately-held. As such,we do not publish our financial information or provide it where it may be subject to public release. i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System APPENDIX E m REQUESTED SAMPLE DOCUMENTS Sample Project Status Report Sample project Budget Report Sample System Configuration Report Sample Interface Specification Document Sample Data Conversion Plan Sample Test Plan Sample Test Script Sample Go-Live/Stabilization Plan Sample Installation Architecture Specifications (Document Sample Training Plan Sample Training Curriculum Product Invoice/Order Form Sample System Architecture Diagram Sample VOS Reports i 16 212014 2 ) » /k \ ) , \\ § 0 KO }� �df) ^ , # a- , � t \ ~ E m w - § : « C k \§ 3 )a )) ; m £� : t ) - � ) E i / \ iL } LL )//}/ 0 j kk) { { \ \ ( §/ )))/\ . ! J /�! � ! - _ i ƒ: /( | ( .-i pq _ , ) f, \ § f ! )\/ ! *6—®2 {;c 00 \ \2 ; jj]})k�� ` \ § ] u ) } )) ///k)\ of a/j Ei3L0\) Estimate at Completion EAC Form Revised- 1/8/2014 Current EAC Project#: 12111011 Stan Date: 08/01/11 Project Title: 12iclnuond,VA End Date: 11/30/13 CYtstomer Name: Richmond,VA Status: Ongoing Labor Burden Rate: 25.00% Overhead Rate: 125.001%u Retention%: 0.00% Project Mgr: Jon Ringler Contract Type: FI' Office Location: Anaheim D artmcm#: Project Description: Original Project Estimate(EAC) Incurred Total Protect Expenses 12/31/13 ETC Costs Direct Labor-Straight $ Direct Labor-Premium $ Direct Labor-Overtime $ Material $ Subcontract $ Travel $ Other Direct Costs $ Subtotal Direct Costs Overhead.Costs 125.00% om Labor Burden 25.00% Other Indirect Costs Contingency Estimated Project Total Cost Revenues Gross Margin GM% Notes to Ed6: Project complete.No addid.,,J work m be rake writenp. Approvals: Jon Rin ler Project Manager Regional Officer Regional Manager Dale 1/8/14 Date Date 1/8/14 1 Richmond EAC 2013 12.xls soa h ry 2oym8�mo - ". BM Hag Sag Y� a L e z 2 okFF.�.".Cr: as i. p� rCpF� 4'FyF ar E d as R a m9% P. li a n 9 ee ee pp a Ha 5 a �� m `s g o :=� x c U �_@aS3 k `. s g y s o E 8 l 8 s ee e8 �y�a��eo �sa3 �Ras ea"e� �e�s�9 ,set �Ie e9 � 3 535§9S "a33. "x s?nU?3a3e3ueeu atc ,a "sa as k � r $$i { S: 33 Ro8 ��8 e6 g AA L1e � 5' I � 4 s x a 3 s s ro9 i �a 4 - "qqq qaa s 9�Ssss saN I� g�afa Ra r 7 r t1 i a 5 a F G a 9 y a ^< 2 a a a a a a atia a s a a a a` a 'a � 11,5 9 q 5 P .. 9„ S IrA E Ed Y F vfi SIX 3 oays sus E8516a 2S42 EEEE e r d zt E . € e a 9521. x �°� F PP .p -a PFFPFFF. 5aRfl ' m"m--- ,�" caa? 5�.....: �::fl�csYa❑ f" $ � a�g o� $� �:: s, e s, I r I Q �, nj k a r. .> r� a a 0 { i S N P L � 4 r w� H 4 € 5y4 t Sample Data Conversion and Cut-over Plan August 22, 2011 ITS Revision Histowy Rev Date Changes By 0.9 8/22/11 Initial Draft Doug Terry 1.0 9/22/11 Controller Data Conversion KeoDi Wasano i f Sample 1 Data Conversion and Cutover Plan Introduction This document responds to the project requirements for a Data Conversion Plan and a Cut-over Plan. Due to the compressed schedule,these tasks run largely in parallel and must be closely coordinated. As such,we have compiled both deliverables into this document. As the project involves not only delivery of new signal system software,but a complete replacement of the existing NextPhase 2070 controller software and ASC/2 controllers, all signal data must be migrated not only to the new system,but also to the new controller platform and the cut-over must be conducted in a planned and structured manner.The content of the Conversion Plan document as outlined in the project scope of implementation services includes: Within the time period and by the completion dates setforth in the Project Schedule and the Project Plan, the Company shall prepare and submit to the City for approval, a conversion plan for converting all data necessary to transfer all operations,from the old system to the new System ("Conversion Plan'). The Conversion Plan shall clearly identify in detail all steps, tasks, activities, events, milestones, responsibilities, and resources necessary fore Collection of the system and controller data to be provided by the City, and Conversion of the data between systemsleontr•ollers, and it will specify the methodology for verification of the data conversion, all so that the System will operate in jell compliance with the Specifications and Reguirernenis. The Conversion plan will also address Company's approach to configuration management of the source and output data dewing the cut-over. Company will be responsible for all data conversion activities. Similarly, the Cut-over Plan document includes: Within the time period and by the completion dates set forth in the Project Schedule and the Project Plan, the Company shall prepare and submit to the City for approval a cut- over plan the ("Cut-Over Plan'). The Cut-Over Plan shall clearly identify in detail all steps, tasks, activities, events, milestones, responsibilities, and resources necessaryfor the migration ofthe system controllws fron the existing i2n ns system to the new Aegis Centracs system with minimum disruption to current operations. • The Cut-Over Plan will include the niethodologyfor the populations of new controllers with the converted data along with a detailed sequencing by intersection, communications channel(where applicable), etc. • A priority of the Cut-Over Plan will be to minimize disruption in the street and it will also address Company's approach to configuration management and tracking of the intersection eutover activity. This document responds to these project requirements. This plan addresses both system data conversion and cut-over as well as controller data and cut-over. Because there are significant differences in the way these two elements will be addressed,this document addresses them completely separately,with system data conversion and cut-over presented in the first section and controller data conversion and cut-over presented in the second section. Sample 2 Data Conversion and Cutover Plan System Data Conversion some,(,e,(, OcAlli System data represents a much smaller data set than the controller data. In addition,Aegis is quite familiar with the data structure of the i2tms *.ini files and will extract much of the required data through a semi-automated process using spreadsheet macros to import the irri files and populate an initial spreadsheet inventory of devices and device information. During an on-site visit,Aegis' implementation manager will capture the i2tms database and *.ini files on a portable hard disk drive for transport to our development center in Colorado Springs. This accounts for the majority of the source data needed for the system migration. licrla Conversion Proeeass At the Aegis development center,implementation technicians will extract the usable data into spreadsheets where the data will be analyzed and verified prior to entry into the new Centracs data base. Data elements included in the spreadsheet are: Intersection Number Main Street Cross Street Section Subsection IP Address Serial Channel Serial Drop Address Main Street Green Phases Once the data has been reviewed and data quality assessed,this is an excellent opportunity to purge any obsolete, duplicate, or incorrect data from the system. Aegis will provide 's project manager with the resulting spreadsheets for assistance in identifying data that does not need to be migrated and correct errors/inconsistencies in data such as common street names with slightly different spellings. This is an important step to ensure the auto-search functions in Centracs work properly to help quickly find streets and intersections of interest. As data is updated,the spreadsheet file names will be appended with the date and the initials of the staff making edits to ensure configuration management of the revised data. Once the revised data is finalized, the City will review and approve for entry into the new Centracs system. The data will be entered into the newly configured Centracs application server through the Centracs graphical user interface. Once the server configuration and data entry is complete,the server will be ready for shipment to the City for subsequent installation and integration as the new system is brought on-line, t,�uolily honlrol Aegis will work with the project manager during the data import and analysis to resolve any duplicates or other data issues. This process will continue iteratively until all issues are resolved. Once the data set is finalized,it will be placed in the project data repository,labeled feral with the date and will serve as the basis for the initial system loading and configuration. i Sample 3 Data Conversion and Cutover Plan it Controller Data Conversion tsotlyco 1),do A number of options were considered for acquisition of the source data. In particular, electronic media options were considered to minunize the data conversion effort. These included transfer of the data base from the existing i2tms system,export of the i2tms data into a compatible file format, and upload of the data from the controllers into a usable data format. After examining these options,Aegis determined that they would not produce any significant advantage due to a variety of impediments. The resulting approach will be for the City to print timing sheets from the existing system in an Adobe.pdf format. Coriversio n DOM Monogemel 3 The source data provided by the City will be stored in a collaborative workspace for access by the team and the City project manager. It is extremely important to avoid corruption of the data by field changes. As such, once the files are provided to Aegis by the City, no field changes will be made until the intersection operation is cut-over to the new controller and system. To minimize the impact to City traffic engineers, controller data files will be provided in groups to correspond with the cut-over plan,minimizing the lock-out period for changes. Realistically, field changes may be required during the lock-out period,but these will be recorded by the City project manager for update to the new data files prior to cut-over. An intermediate data set(such as a spreadsheet-based timing sheet) was considered,but theCity relies on the current system as the controller data repository, so there is no residual value of such a timing sheet. The conversion process will take the data from the existing tinting sheet print outs and the resulting new data will be entered into a Centracs database. To ensure complete and accurate conversion of the data,we will utilize hardeopies of the existing timing to track progress, highlight any issues and their resolution, and provide other pertinent information regarding the conversion. An information sheet will provide a cover for each intersection's timing sheet and will be stapled to the timing sheets. The form will include the intersection number,location,the engineer performing the conversion, the QC review, and the City engineer approving for implementation. The timing sheets will be maintained until the controllers are on-line. Scanned copies of the converted timing sheets along with the electronic controller database will be stored in the collaborative workspace and available to the project manager. Converted data will be provided as discrete controller database(.db) files that will be stored in the collaborative workspace. Dciio Conversion Irror:oss To meet the project schedule constraints,the data conversion process will proceed in the same order as the system cut-over,so that the two tasks can proceed largely in parallel. In general,the intersections will be converted first, followed by the 2070 controllers. The cut-over sequence is discussed in further detail in the following section. Aegis evaluated a number of conversion alternatives for both existing controller types,looking for opportunities to automate the process. Only the existing ASC/2 controllers presented a cost effective option for automation and that would only produce an approximately 50%to 70% conversion. After weighing the costs associated with getting the data into an acceptable format and the percent of data that could be automatically converted,we determined the best course to be a full manual data conversion. Sample 4 Data Conversion and Cutover Plan The manual conversion will be accomplished for each intersection as follows: Print the timing sheets and prepend with the conversion data form Create the intersection in Centracs Local Edition Upload the ASC/3 default database Review the timing sheets and prepare the data for entry into the corresponding fields Perform any required offset calculations Include any notes or questions on the data conversion cover sheet and note resolution Prepare any logic required for blank out sign operation Save the resulting intersection database Sign and date the timing sheets and submit for review The data conversion process requires multiple users to access the collaborative workspace. A folder naming system will be used to show which intersections are being worked on and to give an overview on the progress of each corridor. The file naming system is as follows: Initial startup: Folder title: "Comm#" Folder is new i.e. Comm 17 Start data conversion Folder title: "Comm#-Initial' In title,the initials signify which engineer is currently entering data Folder files:plan sheet(PDF), ASC2 data sheets(PDF) i.e. Comm 17 -KW Data conversion is complete Folder title: "Comm# -Rev Ready" Folder files:plan sheet(PDF), ASC2 data sheets (PDF), database files (cfg, .db, .dt, .ext, .ini), data conversion record(PDF) i.e. Comm 17 -Rev Ready Start data conversion review Folder title: "Comm#-Revising Initial' Folder files:plan sheet(PDF),ASC2 data sheets(PDF),database files (.cfg, .db, At, .ext, Ani), data conversion record(PDF) i.e. Comm 17-Revising KW Review is complete Folder title: "Comm#-Bench Ready" Folder files: plan sheet(PDF),ASC2 data sheets(PDF),database files (.cfg, Ab, At, .ext, Ani),revised data conversion record(PDF),ASC3 data sheets (PDF) The data conversion record is signed by the reviewer i.e. Comm 17-Bench Ready Sample 5 Data Conversion and Cutover Plan I Start bench test Folder title: "Comm#-Bench Testing Initial" Folder files:plan sheet(PDF),ASC2 data sheets (PDF), database files(.cfg, Ate, .dt, .ext, .ini), data conversion record(PDF),ASC3 data sheets(PDF) i.e. Comm 17 -Bench Testing KW Bench test complete Folder title: "Comm#-Ready for Field" Folder files:plan sheet(PDF),ASC2 data sheets(PDF),database files(cfg, Ali, At, .ext, .ini), revised data conversion record(PDF),ASC3 data sheets(PDF) The data conversion record is signed by the tester i,e. Comm 17—Ready for Field Controller is placed in the field Folder title: "Comm#-In Field" Folder files:plan sheet(PDF),ASC2 data sheets (PDF),database files(.cfg, .db, At, .ext, .ini),revised data conversion record(PDF),ASC3 data sheets(PDF) i.e. Comm 17 -In Field CQ a My Control Quality control will be implemented at multiple levels and stages throughout the data conversion process. The stages will be: Initial ASC/3—For the first 15 controllers converted, a comparative data review will be made by a senior engineer. The review will examine the original timing and the converted timing to ensure accuracy and completeness. Production ASC/3—Once the initial controllers have been reviewed and any corrections made,all subsequent conversions will be reviewed to ensure the data entered is consistent and no obvious errors are made. Further, a random sample of 15 additional intersections will be subjected to a comparative review by a senior traffic engineer. Initial NextPhase—For the first 15 controllers converted, a comparative data review will be made by a senior engineer. The review will examine the original timing and the converted timing to ensure accuracy and completeness. Production NextPhase The level will be: Data conversion, engineer review and sign-off Data review,independent review by engineer City data review, engineering review Controller burn-in,verify controller cycles through phases properly On-street observation,upon installation,verify controller on-street operation Sample 6 Data Conversion and Cutover Plan System Cut-over 4;4 r5$rC511 fr L£S eA rii f7(j j • Configuration Management • Manual • Centracs LE • Centracs Con$roller Iwsting con$roller liwAcillolion Secjoenee of cot-over i Sample 7 Data Conversion and Cutover Plan Sample Test Plan VXX ®RAFT `" ITS Revision History Date Changes By Rev 01 2/07/12 Revised for City Specific contract terms Jon Ringler 02 2/28/12 Updated procedures with Nick Ullman Jon Ringler 03 3/13/12 Quality review Keoni Wasano 04 3/13/12 Initial Draft Jon Ringler Sample Test Plan 1 VXX DRAFT Introduction The Test Plan and Procedures is prepared in accordance Article XX of Exhibit C, Scope of Implementation Services,of the Master Contract for Traffic Signal System agreement(CC#: XXX) dated June 29, 2011.The Test Plan and Procedures shall be based on the standard Centracs Acceptance Test Plan as modified to accommodate the City's required data testing and system security testing. Background and Scope The City operates and maintains over 700 traffic signals within its current traffic signal system. There are approximately 140 traffic signals within the City's Central Business District(CBD). These traffic signals operate with either Econolite ASC/2-2000 controllers or Econolite ASC/2S- 2100 controllers. These controllers are no longer supported and will be changed out with this Project. However,the existing traffic signal control cabinets will be retained. The remaining traffic signals are within the City's jurisdiction,but outside the CBD. These traffic signals are operated by either Traconex TMP-390 controllers, or 2070 controllers (manufactured by Siemens,Eagle, or Naztec)running Siemens Nextphase software. The City is in the process of replacing all TMP-390 controllers with 2070 controllers running in TS2 cabinets(projected completion Summer 2011). All Econolite and 2070 controllers that have communication back to the City's Traffic Management Center(TMC) are currently controlled with Siemens' i2 central system software. Current communication is achieved through a mixture of copper and fiber interconnect naming over the Serial and Ethernet protocols. As part of this Project,the City desires to replace all controllers in the CBD with new controllers. These new controllers shall fit the space constraints of the current traffic control cabinets, as well as provide the capabilities required by the City. In addition,the City has decided to replace its old central system software. On November 12,2010,the City issued a Request for Proposal to accomplish the above objectives. On June 29,2011,a contract between the City and Aegis ITS,Inc. was executed to replace the Econolite ASC12 controllers in the CBD area with Econolite's powerful ASC13 controllers. The ASC13-2100 is fully compatible with TS-1 and TS-2 Type 1 and 2 cabinets and includes both A,B, and C connectors along with an SDLC port to support interface to a BIU allowing the City to purchase controllers for the existing cabinets in the CBD and redeploy to TS- 2 Type 1 cabinets in the future. Additionally, the old i2 central system software will be replaced by Centracs. The end result of this Project is a seamless System where the Centracs software will communicate through both serial and Ethernet communication lines with the new CBD controllers and the existing 2070 controllers deployed throughout the City. In addition, all configuration aspects of the new central and local software,including but not limited to database conversion/configuration,graphics setup,detection monitoring,alarm logging and configuration, and signal timing split monitoring is being completed by the project, This Document outlines the procedural steps necessary to successfully demonstrate the functionality of the project in accordance with the functional requirements outlined in Section 3.7 of the RFP,the Aegis response to the REP as proposed on January 4,2011,and the executed contract. Sample Test Plan 2 VXX DRAFT Points of Contact The points of contact responsible for this project are identified in the following table: Role Name Contact Number Dusiuess Sponsor City Program Manager Aegis Program Manager Doug Teny,PE (714) 575-5701 QA Manager Henry Ack (719)471-9866 Contract ReqUlrenlGnts The following statements have been excerpted from the contract document and are relevant to the essential contract requirements for Acceptance Test Plan and Procedures. The testers shall review these requirements and validate that each requirement has been adequately addressed. Requirement Description Pass/Fail Within the time period and by the completion date set forth in the Project Schedule and the Project Plan,the Company shall prepare and provide to the City comprehensive acceptance test plans and 9.5.1 Procedures which will be the basis for entry into the 60-day trial period and which is intended to clearly and conclusively demonstrate to the City's satisfaction that the entire System and each component thereof meets all Specifications and Requirements (the "Test Plan and Procedures") The Test Plan and Procedures shall be based on the standard Centracs acceptance test plan,modified to accommodate the City's required data testing and the System security testing.It will include detailed descriptions of each test to be conducted,and the minimum acceptable limits and tolerances clearly identified for each test.The Test Plan and Procedures shall identify all tests which shall occur as 9.5.2 a condition for the end of Phase 3 and the beginning of cut-over. Additionally,the Test Plan and Procedures shall specify for each test a written results record form that will be completed by the Company as witnessed and acknowledged by the City,after each test is completed.The Test Plan and Procedures shall further include a list of all test equipment,software and facilities that will be required to complete all tests. 9.5.3 Not Used N/A The Test Plan and Procedures shall clearly identify the sequence of 9.5.4 all tests and the schedule for conducting all tests to comply with the Project Plan. Sample Test Plan 3 VXX DRAFT I Requirement Description Pass/Fail � The City shall have the right to witness and object to each test performed pursuant to the Test Plan and Procedures.The Company shall provide the City reasonable notice of and opportunity to 9.5.5 witness and object to each test performed pursuant to the Test Plan and Procedures.No test shall be deemed to be completed unless the City receives reasonable notice of such test,and was provided with an opportunity to plainly observe such test. The Test Plan and Procedures shall include a description of tests for system security requirements that will occur,including but not 9.5.6 limited to attempted break-ins.The Test Plan and Procedures shall j also specify all testing software tools that are planned for use and which party will use such products in the testing. The Company shall conduct all tests included in the Test Plan and 9 5 7 Procedures and shall be responsible for providing all test equipment (hardware and software),all test routines,and personnel for setting up and conducting all such tests. 9.5.8 Neither the Test Plan and Procedures nor the Test Procedures shall be revised without the prior approval of the City. Methodology The Test Plan is developed as a series of steps, or instructions organized to ensure that the standard Centracs Acceptance Test(version 1.1.8.5003)elements are thoroughly verified and proven to be functional. Each element to be tested states the test number,action to be performed, and expected result. An area is provided to establish whether each test element"passes"or"fails" as well as an area to include comments as necessary. Subsequent to the successful completion of the Centracs Acceptance Test, the City's functional requirements as stated in the original RFP, and as annotated and modified in the Aegis proposal dated January 4, 2011, and thereby contractually accepted will be assessed in a similar fashion to that described above. Specifically,Aegis will demonstrate each functional requirement and validate that the functional requirement has been met by stating"Yes"or"No". In the event any test element or functional requirement fails to meet the expectations stated, the City staff and Aegis will agree on and document an appropriate course of action. Upon successful completion of this test and any follow-up actions,the trial period will commence. The test procedures documented on the following pages arc logically grouped as follows: 1. Centracs Acceptance Test—The current procedural steps of the Standard Centracs acceptance test plan to demonstrate successful system installation. 2. Functional Requirements—The requirements stated in the original RFP as annotated and modified in the Aegis proposal dated January 4,2011 noted, and contractually accepted. Sample Test Plan 4 VXX DRAFT ( muF e sus k An ECONOLITE Group Company ITS I CentracSTm Acceptance 'Test Date ®f Performance. Cliak.ha3�e to enter�i date. Performed By: Accepted By: Document Control Centracs®is a Trademark of Econolite Control Products,Hic. i 1.0 7/27/10 Original Document Creation Donnie Smith 1.1 8/03110 Added revision history Chris Studer 1.2 10/20/10 Grammatical Edits Chris Studer 1.3 06/23/11 Protected cells and added some Tracey Gleason simplification 1.4 07/1/11 Changed Document Name to CAT Chris Studer Complete the section below ifpou have made changes to this template to cusiomize for the Agency. 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' i a �i Ili �i ; , i§ •I 1 p .;i I rm 7I II: 0-0 'i.. i If 'tli d`: ui ui J I'� Ili 1§I tl! fii I II ili ,I§ III Ili Ih d': li if 1' 0,1 �/ f I a.., '1 f' ... -. ,. it I I I �i I it Sample Training Plan ITS I Revision History Rev Date Changes By 0.1 12/22/11 Initial Draft 0.2 01/09/12 Added ASC/3 and ASC/3 2070 training module details 1.0 3/15/12 FINAL added edits from Doug and Tony I Sample TT aining Plan 1 Introduction The Training Plan is prepared in accordance Article XX of Exhibit X, Scope of Implementation Services,of the Traffic Signal System agreement dated June XXXX. The Training Plan outlines the content,sequence and duration of each segment of each training session necessary to thoroughly and comprehensively train City personnel to fully utilize the System. Background and Scope The City operates and maintains over XXX traffic signals within its current traffic signal system. There are approximately XXX traffic signals within the City's Center. These traffic signals operate with either Econolite ASC/2-2000 controllers or Econolite ASC/2S-2100 controllers. These controllers are no longer supported and will be changed out with this Project. However,the existing traffic signal control cabinets will be retained. The remaining traffic signals are within the City's jurisdiction,but outside the City's Center. These traffic signals are operated by either Traconex TMP-390 controllers,or 2070 controllers (manufactured by Siemens,Eagle,or Naztec)running Siemens Nextphase software. The City is in the process of replacing all TMP-390 controllers with 2070 controllers running in TS2 cabinets (projected completion Summer XXX). All Econolite and 2070 controllers that have communication back to the City's Traffic Management Center(TMC)are currently controlled with Siemens' i2 central system software.Current communication is achieved through a mixture of copper and fiber interconnect running over the Serial and Ethernet protocols. As part of this Project,the City desires to replace all controllers in the City's Center with new controllers. These new controllers shall fit the space constraints of the current traffic control cabinets, as well as provide the capabilities required by the City. In addition,the City has decided to replace its old central system software with Cenhucs.Centracs will interface with the new controllers as well as the existing 2070L controllers in the field. The end result of this Project is a seamless System where the Cenh•acs software will communicate through both serial and Ethernet communication lines with the new controllers and the existing 2070 controllers deployed throughout the City. In addition, all configuration aspects of the new central and local software,including but not limited to database conversion/configuration, graphics setup,detection monitoring,alarm lagging and configuration,and signal timing split monitoring is being completed by the project. The Training Plan will outline all subjects necessary to train City staff to fully understand and utilize all user functions of the System,and to train the designated"trainers"to effectively train other City personnel to fully understand and utilize the user functions of such software on the System. Points of Contact The points of contact responsible for this project are identified in the following table: Role Name Contact Number Business Sponsor XXX City Program Manager XXX Aegis Program Manager Doug Terry,PE QA Manager Hemy Ack Sample Training Plan 2 Role Name Contact Number Training Manager/Coordinator TJ Larson Training Representatives Byron Bucher Training Plan Training achieves the greatest impact when users are provided the opportunity to learn in an informal,real world,working environment that is then strengthened by formal classroom training and ultimately reinforced with follow-up support and mentoring.Training is scheduled through coordination with the City Program Manager to ensure classroom resources,personnel scheduling, and relevant topics are associated with each appropriate phase of the Project.Each of the elements of the Training Plan:Informal Training,Formal Training, and Support and Mentoring are presented in the following sections: Informal Training During system installation,primary users are given basic, informal training in the operation of the system.This base level of training allows users to become familiar with the system between initial installation and formal training.Designated City staff will work side-by-side with Aegis staff in the development,installation,and maturation of the project. Formal Training Formal training is divided into five separate classroom or webinar courses including instruction in the following areas: 1. Centracs System 2. Controller 3. Train the Trainer 4. Transit System Priority 5. System Administration and Management Theses training modules,further defined in the following sections,will be delivered to selected City staff as required,is defined in the following sections.Aegis will adjust the curriculum for those areas that the City indicates more in-depth training is required. Cr,V7 R,4(w,y vurn'I Formal Centracs system training includes one 4-day classroom-training course with all training materials supplied for up to twenty-five engineering and maintenance-level staff and accommodate rotating shift operations.All training will be conducted on-site in City facilities. This training will include instruction on system functionality and use as well as "hands-on" training for both engineering and maintenance-level staff. We understand that some areas may require more in-depth training than others,and will adjust the curriculum according to the City's needs. Training will be conducted at City facilities with access to the system for optimal understanding of the system. A comprehensive training schedule outlining the content,sequence,and duration of each segment of each training session is presented below: Sample Training Plan 3 i Day 1 dntrorlitefion unr/Overrien, 1.5 hours This session will review the System Hardware,System Sofhvare,Centracs capabilities and features,and a brief tour of the Traffic Management System Workspace.The discussion will also include:How to log-on to Windows for both remote connections and local workstations,launching the Client application,logging on to Centracs,accessing system graphics,and an explanation of the workspace components. Using Me Centracs Adwiuced 7'r importation U(nagenten/.Systeot__ 6.5 hours This session will consist of a comprehensive review of the workstation software suite. During the class each menu item hi the Client application will be reviewed. Hands-on experience will be offered as often as possible during the class. Day 2 Using the Centracs System (continued/iron MY l) 11.0 horns Day 3 U.sin,i�the Centracs Slwent (continued from MY 2) 4.0 hoan's Ush/r, the Cethracs Graphic Editor 4.0 hours This session will cover the use of the Centracs Graphic Editor. During the class,attendees will walk through the various menu entries and features of the Graphic Editor.Practical application of the editor will be demonstrated by modifying one of the system graphics and creating a new graphic. Day d Whidows S'ecuri{>> 1.0/roars This session will provide a general overview of the Windows security system as well as creating and removing user accounts.Each attendee will have the opportunity to add or remove a user account to/from the system. "indotvs IF'venI Logs 0.5 hours This session will cover both the System and Application Event Logs within Windows.Specific items appearing within the logs will be discussed and their relationship to system performance will be reviewed. Database Backups 0.5/roans This session will review how the system backs-up the SQL Databases and the required operator actions. Sofhvare Installation Procedures 2.0 horns This session will review the procedures used to install the Centracs ATMS sofhvare on a target computer. Additionally,general setup requirements for each"type"of computer will be reviewed. Phe Ce III roC5 Server suite 2.0 hnws This session will review the function of each component comprising the server software suite,and will cover the Administration menu items associated with the Client application.Adding and deleting users to/from the Cenh'acs system and assigning user privileges will also be rcvicwed. Centracs SY stent Configuration and Trouhleshoolhtg 2.0 hom"'; This session will review the system hardware and cabling.General functions of each piece of equipment will be covered and the potential impact of equipment faults will be discussed.The Local Area Network(LAN) and TCP/IP portion of the session will review the basic setup and configuration of the LAN.General network troubleshooting tools mid procedures will be reviewed as well. Each of the above training modules builds upon the prior module in the order presented. Therefore students must complete the above training in order and each module is considered a pre-requisite for the subsequent module. Sample Training Plan 4 i i t'owi'aor.rrR This training will be provided by Econolite product specialists and will focus on the practical application of the controller.Topics covered in this training module include: Keyboard Time Base Software installation utility Configuration Detectors Security Controller Status displays Configurator Coordination Utilities Hands-on exam Preemption System capabilities The controller module includes one 3-day classroom-training course with all training materials supplied for up to twenty-five engineering and maintenance-level staff and accommodate rotating shift operations.All training will be conducted on-site in City facilities.This training will include instruction on controller functionality and use as well as"hands-on"training for both engineering and maintenancc-level staff. We understand that some areas may require more in-depth training than others, and will adjust the curriculum according to the City's needs.Training will be conducted at City facilities with access to the system for optimal understanding of the system. A comprehensive training schedule outlining the content, sequence, and duration of each segment of each training session is presented below: Day ASC/3 Controller 4.0 Irours This session will include the following topics: a Keyboard Operation—This session includes how to enter data,help screens,how to enter calls from the status screens and audible feedback(ASC/3 and ASC/3 2070) • Configuration—This session covers controller sequence schnp,transaction mode,backup protection,MU'TCD Flashing Yellow Arrow,Phases in use,Channel assignments,MMU interface,communications and event logging. • Logic Processor—This session covers the Logic Processor operation with two examples. • Controller—This session covers phase timing;overlap options;guaranteed minimum times,start/flash data, controller options and recall data. Day 2 ,ASC 3 Controller 4.0 holwN This session will include the following topics: • Remainder of Controller—This session finishes the Controller session started on day 1. • Coordination—This session includes coordination options,pattern data,split pattem data,auto perm min green li and split demand • Preempt—Included in this session is the operation of the preemptors. Day 2 ASCZ? Controller 4.0 hours This session will include the following topics: • Time Base—This session covers the clock calendar,action plans,clay plans,schedule,and exception days.It includes an example TOD pattern selection schedule • Detectors—Included in this session are programming detector types,detector plans,detector options,detector logging,vehicle and pedestrian diagnostics. • Dynamic Status Displays—The main,controller,coordination,preempt and time of day status screens with be covered following discussion of these topics.The rest of the status screens will be covered at this time if the training session, • Utilities-Included in this session are the copy function and the sign on screen. Students are expected to attend all three days of classes. Sample Training Plan 5 In addition to the initial controller training,Econolite periodically offers complementary on-going g controller training courses via webinar and at our headquarters located in Anaheim,California. 7$'ACr1,TH8'Te,I1Nt,it.S Aegis will"train fine trainers"so they are fully prepared to train other City personnel to fully utilize the system.Aegis will prepare and provide to the City for approval,the instructor's notes, which will contain all information and materials necessary that will be presented in each course. TRAfVS1TSi.477ddi PwoniTi' Aegis will deliver a webinar to allow City staff to make effective use of the transit vehicle priority system features of Centracs. 5'vcTr-r��t nnit,visrtr;r110AI AW)11fAN4GEA[L"N7'7tts'vortT11N1G System Administration and Management Reporting related courses shall contain all information and materials necessary to enable City designated staff to become fully proficient to: troubleshoot and identify the area or System component within the System that is causing any problem(s); ° modify existing System management reports; identify sources of statistical data that can be used to assess trends in System operations(use) and performance;and demonstrate configuration of the System terminal display forms. Aegis will provide training collateral,including the instructor course notes,to designated City staff who may replicate material and distribute to City staff and other authorized users of the System. It is noted however, that the training material is Copyrighted material and distribution must be in accordance with the terms of the contract. Support and Mentoring Aegis provides ongoing system support,supplementary training,and mentoring so long as the system is under maintenance. This level of support may be conducted on-site,through webinars, or phone level support during normal business hours.Additionally,the City will become a member of the Centracs User Group connecting City Staff to expert users across North America. Sample Training Plan 6 I I z s �d An Econolite Group Company ITS Sample Centracs Training Schedule Day 1 8:00-1aslnllafiou n�Ccnnncs L'/iewl ait�f Trrtini�ig Roorti PreO 1.0 NRS' 9:0/1- btlrnrlrtcliatr to the CetgrncsSystem & Overpiem ________. 1,0 fdRS' This section will review the System Hardware, System Software,Centracs Traffic Management System capabilities and features, and a brief tour of the Traffic Management System Workspace. How to Log-On to Windows©for remote and local workstations,launching the Centracs Client application,logging on to Centracs, accessing system graphics and an explanation of the workspace components will be discussed. 09:00- Using f6e Cennttcs,Ir/rarrce!Trt�fjic b7rmagenreitd,System 0.5 RR S This session will consist of a comprehensive review of the workstation software suite. During the class, each menu item in the ATMS Client application will be reviewed. 10:30 -Break .2.9 HIeS 10:45- Using the Cenhacs .4rhvmced 7YnfJic Managernenl System 1.251IRS Continue ATMS Client application review. 12:00- I.tnrch _ 1.0 files 13;00 Using the Cerrh'ar s Il dvanced T;a ic illatiagetnew St'slem 1.15 11RS Continue ATMS Client application review. 14:45- Break .25 HRS 15:00 Usin,S the Cenhacs Mtgr Editor _ 1.5IIRS This session will cover the use of the Ccntraes Map Editor Software. During the class, attendees will navigate through the various menu entries and features of the Map Editor. Practical application of the editor will be demonstrated by modifying one of the system graphics and creating a new graphic using one of the intersection graphics. 10;30-Review .511RS Questions&Answers 17:00-Rrnl Day 1 Day 2 08;00--Syslent a(indnisirafion _ __ ___ 2.5 HRS This session will provide a general overview of the Windows security system and Centracs, creating and removing user accounts to and from the system, and assigning user privileges. Each attendee will have the opportunity to add or remove a user account to/from the system. 10:30-Break .25 HIeS 10:45-Syslew ,dtln ill istradou —_—_ - .-_.. __-- —- -- - 1.25 FIRS Review with Questions&Answers 9' I NI an Ecoo91!o Qoup Company ITS 12:00-1.ro+c/i LO NRS 13:00- Dotabose I3rzrkups _-- _ 1.O IMS This session will review how the system backs-up the SQL Databases and the required operator actions. 14:00- Centraes System Gnll1,,,t wion and Troubleshootio, 1.0 HUS' This session will review the system hardware and cabling. General functions of each piece of equipment will be covered and the potential impact of equipment faults will be discussed. The LAN and TCP/IP portion of the session will review the basic setup and configuration of the Local Area Network. General network troubleshooting tools and procedures will be reviewed. 15:00- Break .25 [IRS 15:15—Repiew 1.75 NRS Questions &Answers 17t00—End Dny 2 Day 3 09:00—Spsleiiis Acceptance Test _ 3.0 IIRS This session will be used to go through the Econolite's Systems Acceptance Test with agency personnel. 12:00—Limeh LO IIRS 13 00—Llrrndr-on/Oiresfians d:: Ans!vers --_---__- 4.077RS Each attendee will be afforded the opportunity to use the system software to perform various tasks and operations. 17r00—Pmd Dnp.3 I ay i�t il QVIR_6�V'111 nor Invoice Number: XX # r''° tBilling Number: 1202200xx x s iM Invoice Date: January 31,2014 ITS Customer ID: X 3360 E. La Palma Avenue Anaheim,California 92806 (714)666-2295—Office (714)666-1123—Fax Our Project# Customer PO# Bill Job Description: To: City Accounting Department Traffic Signal Control System P.O. Box 680 Terms Net30 � If you have any questions regarding this invoice, please call 714-666-2295 j Lfl No. Description Unit Price Total Price 001 Q $0.00 **Work Accomplished for this Invoice: -Installation of Centracs and CCTV Software -Navteq Map and Genetec Licensing -Order processing for(20)Controllers -Conversion& Installation of(5) DataBases Sub-Total Material Sales Tax @ Total Material Total Labor Totallnvoice $ - li I � ` O Se * ~ g �Io o \ / ~ § z \ gy / / /§ / / \ \ � I to � � ) [ § ) ] � i Generating Reports ° Raw Detector Data Report Raw Uetector Data Ropoirt The Raw Detector Data report is a list of the raw vehicle data collected from polls to the signal controllers. This raw detector information is used to calculate volume,occupancy, speed,volume-to-capacity ratios,etc.You can filter the report data for specific dates, signals, and/at detectors. By default, the report shows up to 500 rows that match your selection criteria. If your database has a large quantity of raw detector data, select 250 from the"# to display" dropdown to increase the efficiency of the report. If necessary,you can also select a number larger than 500, or you can choose to show all data. Note - The Detectors dropdown list contains only those detectors that are found in the detector log for your system. For example, a detector that is defined in your system but has never been active is not shown in the dropdown list. Q narvuarfno.oafa m] ❑"t Lur49uraoc REyorl option __" . ... .... ,... _._ .. .. Start Ctf Berme. FV1Tni1?5CC�El;I.1 3 fnd[kie yTr ID[I/J2I774.f ttrF?rl Y.0 R[yrtr[ €. 5snal: (lMccdms Hl Ctrvp:3+V 5G/2� [)rzrtmc �WxnHnen!lc(dmi91-Y,'aYav� t I ti 9 of 17 S pl +LwJ-tl it• j SfgFM `_ J tiFH N_xr Raw Detector Data c lime Rmr9e: 911120119t88MO AM-8422011 k55ti19 AM i,. ''.� U =a'��.. %g e i I at 'r MEW, Woa4rt, t Cq thaEal(ASC21 v RueE.s QCL!.rse1 9f11 P1q'IR'.AtAA1fl n 8N EJ- v tlY, i W'euuxn gg Cl�fN III112f9111ao1y�^L9 11 iY Fa Yes fN; i YfaMll O'C1°;et1 pAi1FIl 11111I9AM :] 29 6fl Ye, [% p 1 @CbasU M IU111112.:AA1d `i >3b`b Fn 1}s EK l 1 1'fp4QrtU1 d_4 CR[pEF1 WWI 17 2".+. 1 4'aee"n ED.thug'i OI11rMl 11Hr1:RAY# i Y/nodran kR[tuAat-1 b111.R111k[V.%3fl Rl1 91 2dF. FA' 1'es (KK 1 VA,6v FEl 0'te l jwn&El II ctJ Am 15 etb If! 1'eN (@f i w.nra.a g�cl�erell e!nrma llw:;�Ara ez ue.y,<. to rE. ox The columns on this report are: ® Signal—The signal to which this detector belongs. ® Detector ID—The Controller Reference number for this detector. This is sec in the Entity Configuration for the detector. i ® Detector blame—The name defined in Cenh-acs for the detector entity. r Date/Time—The date and tune of the poll. ® Volume—The number of vehicles detected since the last poll. 11-26 Centracs User Manual Version 1.6-July 2012 Generating Reports Raw Detector Data Report ° ® Occupancy—The percent of time that a vehicle was present. ® Polling Period—The time between polls (in seconds). ® Valid—Shows whether the system considers the volume, occupancy, and speed data from this detector to be reliable(in the case of a detector fault, the system considers the data to be unreliable and does not include it in graphs/calculations). ® Status—Shows any existing detector faults (otherwise, this column shows "OK"). Below the last tow of data for a specific detector,the report shows a total of all the volume counts for that detector. II i i Centracs User Manual 11-27 Version 1.6-July 2012 Generating Reports VOS Daily Report VOS Daily Report For one or more vehicle detectors, the VOS Daily report graphs volume,occupancy, and speed data for a specified time period.You can plot data points every day,week,or month within the specified date range. Mote = This report contains historical detector data.To get current detector data use the Real-Time Detector Status window(page 6-42). �voso�iy sopan _ ©f e4 Q Gon69irsatk Htpn�l0p§o� Fart Da,: C121-irlG�ir3 �1 ht�.rt,�i(s1:�1hya 4l'cexSr+-.�Aadf f � 1/t-t�RcyEut LaslDry: �[w/[nJ2C3 'd�llf $J51: l(ALMrt� �.�� .........____ — _ry Iraena4' P y (pipe) .�...."i * shad Teo%Wwm per se'iE5. G Tnie•. �' Friz 59xs 3- (Iwsa�y -- �. ShaaAe•g Orcvparry puSEris f• Tn:e �'Fasz 5`=*""9.. {i�ac,) ' a Show Avg ril;'. :fir:'•`': (IUme) Sh.sizttzl VCfuf _ofA➢Se('_�.: f: True i F'eIlF tiyJf51: q:�Jre) o Shom Nia TW,. C Tnre, C ia ' SE,,ws 7 lndude Sum of AGl 8: '.0 hTrt 6 1 of 1 Kid 0 sj 4- jmt% .. Find I'Jer� K To generate the report: I Enter the start and end dates for the report,or use the calendar pop-ups to select dates from the calendar. 2 Select the interval at which data points will be plotted during this date range (1 Day, 1 Week, or 1 Month). a Specify which graphs to generate: I ° Show Total Volume pet Series—For each series of detectors,ties graph shows the total number of vehicles detected during the specified date range. s Show Avg Occupancy per Series—For each series of detectors,this graph shows the percent of time the detectors were occupied(this is an average of all detectors in the series). Show Avg Speed per Seties —Pot each series of detectors, this graph shows the average calculated vehicle speed(this is an average of all detectors in the series).For more details,refer to Speed CalcvlaMms in ltepnrt.r on page 11-64. Note that if the volume/occupancy reported by the detector has an occupancy of zero, that data is not included in the calculations for the Speed graph. Centracs User Manual 11-49 Version 1.6-July 2012 Generating Reports e VOS Daily Report Show Stacked Volume of All Series—This graph shows the total volume for each detector series,stacked on top of one another in order to illustrate the total volume of all series combined. A For the Show Data Table option,specify whether to show a table that lists the data used to generate the graphs. 5 For the Include Sum of All Series option,specify whether to include a line on the Total Volume graph to show the sum of the other lines. 6 In the Signal(s) dropdown, select one or more signals.Whcn you do, the Series dropdowns are populated with the detectors for those signals only. 7 In the Series dropdowns, select the detectors to be included in the report.Each series will be represented on the graphs by a separate line. For example,if you select four series, each graph will have four lines. Each series you configure can contain one or more detectors. For example,you can configure one series for Eastbound detectors and a different one for Westbound detectors.For each series you enter,make sure that the None box is unchecked. 8 Click View Report. Scroll through the pages of the report to see the various graphs. Note » If an interval does not have data(for example, if there was a communications problem between the controller and the detectors during that time),a point is not plotted on the graphs for that interval. 11-50 Centracs User Manual Version 1.6-July 2012 Generating Reports VDS Daily Report Sample graphs: 7o+al Volume per 5afies 09P44 s kP; .� o P� I A ua44 P j Avemn'z occsparclp 2G 26 15- Yp �� --� Av mge spend 59 _ 2Q _ a U SIKAed Volume for All Scares 254PII4 >' t5PPP4 �fir tirfi4IIt? N 'rIIP,�tU Cn II The Stacked Volume graph is just a different presentation of the data in the Total Volume graph. In the Stacked Volume example above, the combined volume for all four series on July 15th is approximately 250,000 vehicles. In the Total Volume example,if you add the values for all four points on July 15th,you get the same result—approximately 250,000 vehicles for that day. it Centracs User Manual 11-51. Version 1.6-July 2012 Generating Reports 9 VOS Hourly Report VOS Hourly Ropovt For one or more vehicle detectors,the VOS Hourly report graphs volume,occupancy,and speed data for a specified time period.You can plot data points every hour,every half hour, every quarter hour, or every 5 minutes within the specified date range. Mote - This report contains historical detector data.To get current detector data, use the Real-Time Detector Status window(page 6-42). V0.E16�YIY Fiµmrt ©© ;u�a�� .,ax xe�• x;��,i ..a�x- =.aHx.:,.. �; ,�- ,,rr a�;w - ss»=.awws..r•a,- . .xe�r.aa.a.,.;c,�- „e+ae a.�r {a C 09.6�FUVM Olt.. � . �T21rJ72 .��� Syrirll>1: N'ii YJcadrn.n[»F.�ad_rc�_ 45ew Reywi 'i txi k`'Y rV,42r,02 Srn ?: (iexTh) 1 Sir*tir:g beau: Pic— . leiL,,2: PJw.0 ercf Hav+s I�_._�� c=,5 is {Pg—) krierrat {wrl f-a _�,t.� 4ris A: e Mi ,Trial r T"" (' Fake 4n=_'5: (IAcse) S4.u.vGvg Occ�yar.ry rj,4-� v; C• Tave f hk� :e+-.s v: (h:cr_j 6 5",cea Ary C;esi der 3e+e:� F: lh�e f' fates^ -4, 7: {Ywrp) rnv SYsckatbalumeafh'li Serk. r Trae f' si+rw[kt T6p'F rTrae ++^< f.:ke Inc4¢k_$urn dAll -tiFs: r True 6 NU, i ! 1 cf F .. I?.l ,� ��t7 ycl• 7LCrh Fiad 11e2 TO ger)ieY`s)te the report: 1 Enter the start and end dates for the report,or use the calendar pop-ups to select dates from the calendar. 2 Enter the hour of the day at which to start plotting points. 3 Enter the number of hours to plot for each day. 4 Select the interval at which data points will be plotted during this date range(5 minutes, 15 minutes, 30 minutes, or 60 minutes). 5 Specify which graphs to generate: s ShowTotal Volume per Series—For each series of detectors,this graph shows the total number of vehicles detected during the specified date/time range. (Note that if you select more than one day,the report averages the values for each hour of the day for the entire date range.) Show Avg Occupancy per Series—For each series of detectors,this graph shows the percent of time the detectors were occupied(thus is an average of all detectors in the series). 11-52 Centracs User Manual Verslon 1.6-July 2012 Generating Reports VOS Hourly Report ° ° Show Avg Speed per Series—For each series of detectors,this graph shows the average calculated vehicle speed(this is an average of all detectors in the series).For more details,refer to Speed Caleada(iotis M R t iwjs on page 11-64. Note that if the volume/occupancy reported by the detector has an occupancy of zero, that data is not included in the calculations for the Speed graph. * Show Stacked Volume of All Series—This graph shows the total volume for each detector series,stacked on top of one another in order to illustrate the total volume of all series combined. 6 For the Show Data Table option,specify whether to show a table thatlists the data used to generate the graphs. 7 In the Signal(s) dropdown, select one or more signals. When you do,the Series di opdowns are populated with the detectors for those signals only. 8 In the Series dropdowns, select the detectors to be included in the report. Each series will be represented on the graphs by a separate line. For example,if you select four series,each graph will have four lines. Each series you configure can contain one or mote detectors. For example,you can configure one series for Eastbound detectors and a different one for Westbound detectors.For each series you enter,make sure the None box is unchecked. 9 For the Include Sum of All Series option,specify whether to include a line on the'l'otal Volume graph to show the sum of the other lines. 1.0 Click View Report. Scroll through the pages of the report to see the various graphs. If the date range contains more than one day, each data point represents the average of all the days in the range for that time of the day (hour,half hour, etc.), Plate If an Interval does not have data (for example, if there was a communications problem between the controller and the detectors during that time),a point is not plotted on the graphs for that interval. Centracs User Manual 11-53 Version 1.6-July 2012 Generating Reports ° VOS Hourly Report Sample graphs: Average of Total Volume per Series I 5&D s; 9QN , 15 J 4a ' O, 4� -ch" T- 'av, Sri Lo ,-,b ''¢i ``'e, $, �i � "r'n $ $, -4{ " W ,q, W 'a� "q; '4i '4? rYi, I rh t8. > >> )S rsi .3i. e3 z,S t� [r, �✓ -oo .� -tdi $ '$ $ $ 'aa Ri .�✓ $ `sri Average 0nr pancy /Jf � n 2{ LU �0 san �o on �a �a aC� Z✓ G aG n0 00, 'nn '6U 'a0 n0 '�O, 00 '00 'oo ai ao Un UT a2 a, Jy `an i 11-54 Centracs User Manual Version 1.6-July 2012 I Generating Reports VOS Hourly Report Average speed 40- a. f f r r I Ck 2'. -j�, -cb q, q, C��, SfadAd Volwvu for All S,rdss 12'10- 1014,41- 000- I. GYN- 4600- 2M A, q, OP a yi- 1� 7�. '0. 7�, �a --t, 4- Cb C� a q, q, "C& "b qP The Stacked Volume graph is just different presentation of the data in the Total Volume graph. In the,Stacked Volume example above, the combined volume for all flueu series between 17:00 and 18:00 (5:00prn and 6:00pm) is approximately 10,000 vehicles. In the Total Volume example,if you add the values for all three points at 17:00-18:00,you get the same result—approximately 10,000 vehicles during that hour. Centracs User Manual 11-55 Version 1.6-July 2012 Generating Reports VOS Multi-Date Hourly Report VOS multi-Date Hooey Report For one or more vehicle detectors,the VOS Multi-Date Houtly report graphs volume, occupancy,and speed data for multiple date ranges.You can use this report to see changes in trends over time.You can plot data points every hour, every half hour, every quarter hour, or every 5 minutes within the specified date ranges. Note a This report contains historical detector data.To get current detector data, use the Real-Time Detector Status window(page 6-42). �ws enw�o:k r;u�nr aEwn OO + CmlYjNBSks 0.t�oA Opfions :uxs" lErd Dse a1D12P/1i?GC7 5arng How_ 25Gr+p:e g#/=IZ2L12 [NurcS:CoW 2S 2 Fid Li� ll[ " > 1fna Fi�rt III ' Inis vzL f 6@eain ._,,._..I NunLezrd 7�wF 22 5hvu TCY_il Voh„-a ✓Se:"-:cs fe Tme (` Fa_=e InclocF Surtl a4 All r�n� f' T,,, 6 CA,, Shw,Avg O=penry y+s Su7s T,, r' F�'se: Straw[ Se!S:n Lisp' <:Tmw r" faP;e Shw,Avg S£'td£ev Sect C Tae r' ra'sa 5fp l.hlc V2, r TW' t: Fst_- ShnN s,ti;Yd%,,,iu.c�mi iE,i ^e T,L r Te, �ry �] F w I i r of 1 e - &I Qi [3� "}• !LU�i Flnd M.1 To generate the report: 1. In the Signal(s) dropdown, select one or more signals.When you do, the Detectors dropdown is populated with the detectors for those signals only. 2 In the Detectors dropdown,select one or more detectors to include in the report. If you select multiple detectors, their values will be averaged together. 3 Enter the hour of the day at which to start plotting points. For example,if you select 13:00,the first data point will be for 1pm. d Enter the number of hours to plot for each day.For example,if you select 13:00 as the Starting I lour and 6 for the Number of Hours,the graph will include data for 1pm to 7pm. S Select the interval atwhich data points will be plotted during the date ranges(5 minutes, 15 minutes, 30 minutes,or 60 minutes). 11-56 Centracs User Manual Version 1.6-July 2012 Generating Reports VOS Multl-Date Hourly Report ° 6 Specify which graphs to generate: ° Show Total Volume per Series —For each series of dates,this graph shows the total number of vehicles detected by the specified detectors. i ® Show Avg Occupancy per Series—For each series of dates,this graph shows the percent of time the detectors were occupied (thus is an average of all the selected detectors). Show Avg Speed per Series—For each series of dates,this graph shows the average calculated vehicle speed (thus is an average of all the selected detectors). For more details,refet to Speed Calculattow in Rtpodj on page 11-64.Note that if the volume/ occupancy reported by the detector has an occupancy of zero, that data is not included in the calculations for the Speed graph. * Show Stacked Volume of All Series—This graph shows the total volume for each date series,stacked on top of one another in order to illustrate the total volume of all series combined. 7 In the Series 1 and Series 2 dropdowns, select the start and end dates for the first two date ranges (or use the calendar pop-ups to select dates from the calendar). Fox best results, set each range to contain the same number of days. 8 To include more than t\vo date ranges,select the total number of ranges (up to 8) from the dropdown. The report will use the pattern of the first two ranges you specified to calculate the additional date ranges. If Series 1 is earlier than Series 2, any additional ranges go forward in time;if Series 1 is later than Series 2, any additional ranges go backwards in time.For example,if you select 4 from the dropdown,and if the first two ranges you specified ate: Series 1: 1/29/2012 - 1/31/2012 Series 2: 1/26/2012 - 1/28/2012 the report will set the other two ranges to be: 1/23/2012 - 1/25/2012 and 1/20/2012 - 1/22/2012 If the first two ranges axe reversed: Series 1: 1/26/2012 - 1/28/2012 Series 2: 1/29/2012 - 1/31/2012 the report will set the other two ranges to be: 2/1/2012 - 2/3/2012 and 2/4/2012 - 2/6/2012 Contracs User Manual 11-57 Version 1.6-July 2012 Generating Reports ° VOS Multi-Date Hourly Report Each series will be represented on the graphs by a separate line. For example, if you select four series, each graph will have four lines. 9 For the Include Such of All Series option,specify whether to include a line on the Total Volume graph to show the sum of the other lines. 1.0 For the Show Detector List option,specify whether to print the list of detectors at the top of the report. 11 For the Show Table Data option,specify whether to show a table thatlists the data used to generate the graphs. 12 Click View Report. Scroll through the pages of the report to see the various graphs.If the date ranges contain more than one day, then each data point represents the average of all the days in the range for that tune of the day (hour, half hour, etc.). Note If an interval does not have data (for example, if there was a communications problem between the controller and the detectors during that time),a point is not plotted on the graphs for that interval. Sample graphs: TiriQF W"alr�rr�Frey Cnfie� 50o 400— i e 20a ' a 900 / c i >''O �l .� $ �- '6G '�O U 7 $� '� ova > 'i:, >�. >3'C >e 's 's >> >e. !o $ <% 11-58 Centracs User Manual Version 1.6-July 2012 Generating Report. VOS Multi-Date Hourly Report Average Qrscupancy R ,T, u B p9 i B � II �4 c'r_Rb °n 4> � °o C6 o{i r 'O'b ri Qi n ;� 'co -00 oi. °it 2,. , a- ffj. Ctiq �a �'�, 'ru. "�:,, 'rb. 'v: .n �rJ ", In, 'Ov °o '�b '�b '�ti '�✓ 'zb '`� W -�Fi '�h �b -4� �fi4i $� -7& 'W` -°ri av Ave+ags S+sed 35 30 25 l K . r[ 5 0 °a °i Oz °a ov- °a oe. �^�. Q? r'ki' ra 'r fi yr rx- '• r@. rz ra. 'S. 2a :i ?? 'l? '0 -00 '0 00 00 '4S, '4l $ "v 'po ''3:, ou oi. °7 i,, '(h. 'Oo 'oa 'Po 'W Centracs User Manual 11-59 Version 1.6-July 2012 i Generating Repottss VOS Multi-Date Hourly Report Stacker!Volune fo;AQ Serke II 148! lap t' lPPit � U(ti9 u u 0 FP(i F� 2@II t3 �I OQ 3_ 4, R� r{,_ Cq. fg, �. G, `eb `4i `� s "4; `-b "4`, � -�. -Ur, , q; The Stacked Volume graph is just a different presentation of the data in the Total Volume graph. In the Stacked Volume example above,the combined volume for all three series between 17:00 and 18:00(S:OOpm and 6:OOpm)is approximately 1380 vehicles.Io the Total Volume example,if you add the values fot all three points at 17:00-18:00,you get the same result—approximately 1380 vehicles during that hour. l 11-60 Centracs User Manual Version 1.6-July 2012 Generating Reports VOS Multi-Date Daily Report VOS Multi-Date Daffy Report For one or more vehicle detectors, the VOS Multi-Date Daily report graphs volume, occupancy,and speed data for multiple date ranges.You can use this report to see changes in trends over time.You can plot data points as frequently as each day within the specified date ranges. Note a This report contains historical detector data.To get current detector data, use the Real-Time Detector Status window(page 6-42). VOS war-o-ts DO,Ramon ❑® y. . ssa,;u.�s. m n ve a-�uxv=..�w sz. «•:n,. m,�.z.v,w..ta....,a�,f a,�y n�.., = x , rr�r�, .e,r...+x.. .� xx� ' I -'Q Emfiavabre RtJwP QN'ons r�� 1. - S�g-ml(s) z W6 Woodttse�A��-sny 5l`9 04/IIl/1[[72 -._ � Prtxv Fte{aR f C cisrs'. gfdar2) � t s1 Ind F7-x"e FNIIEM2 Y Iriisrl' 1Dsf �� Serie'2 S_�lU_• fIA/ttl/Ztti2 a Sfiwv TvialVNur;e>-erSsi� C:True 0FAle See6a2 Fred Dz!:e Fw1'1/xU2 Shw,Avg CX,vps yper!:c5es: r True r fatre Num:ertF rt.nepz 2 • ShowAvq Sb<'�d ier�iez G Tiue r rntre 7.dnd=Kum rr.'Lill Pa3Fs: t' 7me F @he 4 Shrnv S4d:�'1 VulrmeorAn Sexes: R hue Y' F:se 5+•ufl•Tbd,k_•Ctc. r' hLi= ('- Tn6� Show Dsetiw L@.t R True r F&k n , Lll sa P"d rK. To generate the repo)l; 1 In the Signal(s) dropdown, select one or more signals. When you do, the Detectors dropdown is populated with the detectors for those signals only. 2 In the Detectors dtopdown, select one or more detectors to include in the report. If you select multiple detectors, their values will be averaged together. 3 Select the interval at which data points will be plotted during the date ranges (1 Day, 1 Week, or 1 Month). 4 Specify which graphs to generate: • Show Total Volume per Series—For each series of dates,this graph shows the total number of vehicles detected by the specified detectors. ® Show Avg Occupancy per Series—For each series of dates,this graph shows the percent of time the detectors were occupied (this is an average of all the selected detectors). a ShowAvg Speed per Series—For each series of dates,this graph shows the average calculated vehicle speed (this is an average of all the selected detectors). For more details,refer to Speed Caladaliona in Reborls on page 11-64, Note that if the volume/ occupancy reported by the detector has an occupancy of zero, that data is not included in the calculations for the Speed graph. Centracs User Manual 11-61 Version 1.6-July 2012 Generating Reports VOS Multi-Date Daily Report ° Show Stacked Volume of All Series—This graph shows the total volume for each date series, stacked on top of one another in order to illustrate the total volume of all series combined. 5 For the Show Detector List option, specify whether to print the list of detectors at the top of the report. 6 In the Series I and Series 2 dropdowns, select the start and end dates for the first two date ranges (or use the calendar pop-ups to select dates from the calendar). For best results, set each range to contain the same number of days. 7 To include more than two date ranges,select the total number of ranges (up to 8) from the dtopdown. The report will use the pattern of the first two ranges you specified to calculate the additional date ranges. If Series 1 is earlier than Series 2, any additional ranges go forward in tune;if Series 1 is later than Series 2,any additional ranges go backwards in time.For example,if you select 4 from the dropdown,and if the first two ranges you specified are: Series 1: 1/29/2012 - 1/31/2012 Series 2: 1/26/2012 - 1/28/2012 the report will set the other two ranges to be: 1/23/2012 - 1/25/2012 and 1/20/2012 - 1/22/2012 If the first two ranges ate reversed: Series 1: 1/26/2012 - 1/28/2012 Series 2: 1/29/2012 - 1/31/2012 the report will set the other two ranges to be: 2/1/2012 - 2/3/2012 and 2/4/2012 - 2/6/2012 Each series will be represented on the graphs by a separate line. For example,if you select four series, each graph will have four lines. S For the Include Sum of All Series option,specify whether to include a line on the Total Volume graph to show the stun of the other lines. 6 For the Show'I'able Data option,specify whether to show a table that lists the data used to generate the graphs. 3.0 Glick View Report. Scroll through the pages of the report to see the various graphs. 11-62 Centracs User Manual Version 1.6-July 2012 Generating Reports VOS Multi-Date Daily Report ° Note a If an interval does not have data (for example, if there was a communications problem between the controller and the detectors during that time),a point is not plotted on the graphs for that interval. Sample graphs: T.W volume per Sedes UUM 51lIIfHt -- �.. V '--'--•rC. ti ?;i�dlp idvuasa G,'pcvyar'{ I t0 I Fczroge Spac<3 20 i5 ff SO Ste:ied vof=6 for rii Wr'' C P, < [-0plll'Q u5ppllp III p I 1000G0 50npp 0 s z 3 Centracs User Manual 11-63 Version 1.6-July 2012 Generating Reports ® Speed Calculations In Reports The numbers on the X-axis indicate the day number within each date range.In the example above, the report parameters were: Series 1 Start Date: 01/01/2012 Series 1 End Date: 01/05/2012 Series 2 Start Date: 01/06/2012 Series 2 End Date: 01/10/2012 Number of Ranges: 3 Interval: 1 Day Therefore,Day 1 on the X-axis is January 1st for Series 1 (purple),January 6th for Series 2 (blue), and January 11th for Series 3 (green). The Stacked Volume graph is just a different presentation of the data in the Total Volume graph. In the Stacked Volume example above,the combined volume for all three series on Day 3 is approximately 175,000 vehicles. In the Total Volume example,if you add the values for all three points on Day 3,you get the same result—approximately 175,000 vehicles for that day. Speed Calculations in Reports For Centrars reports that include vehicle speed calculations: Average Speed = ((Uoluzne * (Loop Length +Ave)-age Vehicle Length)) / ((Occupancy / 200) *Sample Time (in ec))) *Speed Unit where Speed Unit for feet= 3600 seconds / 5280 feet(i.e., 1 hour/ 1 mile) Or where Speed Unit for meters = 3600 seconds / 1000 meters (i.e., 1 hour/ 1 kilometer) Note > The percent Occupancy is divided by 200 instead of 100 due to the way Occupancy values are logged,according to the "detectorOccupancy" object in the NTCIP 1202 standard, "Object Definitions for Actuated Traffic Signal Controller(ASC) Units". 11-64 Centracs User Manual Version 1.6-July 2012 Appendix B CITY OF KENT Request for Proposals for a Traffic Signal Management System APPENDIX B COST PROPOSAL FORMS The City is using a forms-based approach for this Request for Proposal (RFP). The objective is to ensure the responses are in a similar order and format to better facilitate a fair and complete evaluation of responses. Offerors must complete each of the four worksheets in this workbook, and attach a product invoice/order form.The City will use this cost proposal and the cost normalization process as set out in Section 4.5.2. of the RFP to evaluate total cost of ownership. Offeror's cost proposal must be all-inclusive, including ALL software, hardware, and services required to implement a fully functional system for the City.This includes any software required to meet the functional requirements for which you responded"Alternative" (requirement met through integration with a third-party system)in Form 12- Functional Requirements of Appendix A. Itemize these costs in Table B.This also includes any services required to meet the functional requirements for which you responded "Customization" (requirement met with system modification)in Form 12- Functional Requirements of Appendix A. Itemize these costs as Other Professional Services in Table D. All prices are to be in U.S. dollars and include all applicable taxes, freight, and other associated fees.Add more lines to the tables as necessary. Please note that offerors also must complete Appendix A-Response Forms, which together with the cost proposal will comprise an offeror's complete proposal. Offerors must submit this cost proposal as instructed in Section 1.2 of the RFP. Please provide the foilowin°contact information: Offeror P e,kr6a. { Aegis ITS, Inc. Contaot Nam6: Douglas Terry, P.E. Mai1Wg Addraes: : 3360 E. La Palma Ave. TLt1e:, Chief O eraiin Officer Anaheim, CA 92806 Phorip Nuhlber.- 714 575-5701 E-Mail Addf2s0..', . i;dterry a7.aeaisits.com ill 712014 B-1 CITY OF KENT Request for Proposals for a Traffic Signal Management System • • COMPONENTS to tho`table,belo v;itemize the application costs,by module,for the software you are proposing,Add more lines as . necessary, Ensure that client software oasts are appropriately listed. Table A.Application Software Costs Discounted Description List Costo Centracs ATMS v1.9 ATMS Software $ 65,365.15 $ 65,365.15 1 $ 65,365.15 $ $ $ $ $ $ $ $ $ $ $ $ Sales Tax 1$ - $ 6 209.69 Application Software Total $ .7157A.9d' lq ihe`tabl¢'bdo listany system ql teo�iniCli(e-g. ,tlatabase;l}apprt writarj s ftwarethatJs ntlt inciµ{1gd tq,the4gtand}ird j figurattonr't;ut is reA�iredtd n#B thgprppnsed' glutton jhtstslioul4l inc t!'e,'erty softwdrerequired tQ meeft a funct�©nbl requireirienia fprivhia you respenkteq^"RltarpatiYe" fegpire}npntth�t�hrqu�kj Igt�gietion ti�tfs a tiirid-party syste�p)tii korrt! 12=Ffinttiohai Requirements of Appendii A"Add more lines to tta t ble as ngcdssary, Table B.Other Software Costs DiscountedList Cost SoftwarelVersion Description MSSQL Server 2012 DBMS software $ 2 810.00 $ 2 810.00 1 $ •2,810.00 Ma .Net Ma engine licensin $ 4430.00 $ 443D.00 1 $ 4430.OD Navte LicensingMa licensing $ 2,061.00 $ 2 061.00 1 $ 2.061.00 $ - $ $ Sales Tax $ - $ - $ 883.80 Other Software Total $ 90 484,80 In Xh table-beiow,ontetthe t etc wad speaificetlons°and associated kiardwarw"q is neeeas ry loin plemeht the'pigpos d ? syur stem." ' Table C. Hardware Costs Discounted DescriptionHardware Econolite Controller Traffic Signal Controller 11 $ 3,060.00 1 $ 3,060.00 30 $ 91,800.00 $ $ $ $ $ $ $ $ $ Sales Tax $ - $ - $ 8,721-00 Hardware Total IBM= 7l2014 Aegis Proprietary and Confidential B-2 I CITY OF KENT RFP Appendix B Request for Proposals for a Traffic Signal Management System • • IMPLEMENTATION In he tabie'below,Ilsttotal hpUrs to implement the proposed solution,the blended rate(Le.,'totpl vendor cost dIVi §,dIby,totaf"vg n dpi hours),,and total cast,Add mote lines as depease'r 7)ie entrl is pboold ccr sapond,t6Jhe deliverables listed In Section 3.2.of the RIF Table D. Professional Services Blended Deliverable Hours Ratel Total Cost 1. Baseline Detailed Project Work Plan 16 $ 228.63 K$ 4,658.00 658.00 2. Hardware Specifications 8 $ 106.75854.00 3. Project Status Reports 64 $ 228.64633.00 4. Installation Certification 8 $ 106.75854.00 5.System Configuration Reports 40 $ 116.45 6. Configured Software Ready for Test 48 $ 100.60829007.Test Plan 40 $ 123.78951.00 8. Data Conversion Plan 16 $ 106.69 $ 1,707.00 9. Migrated Data Ready for City Validation 90 $ 88.41 $ 7,957.00 10. Interface S ecifications 0 $ 11. Interfaces Ready for Test 0 $ - 12. Installation Architecture Specification 20 $ 131.10 $ 2,622.00 13. Training Plan 8 $ 106.75 $ 854.00 14. Training 40 $ 106.70 $ 4,268.00 15. Site Customization Document 16 $ 97.56 $ 1,561.00 16. Go-Live and Stabilization Plan 12 $ 147.33 $ 1,768,00 17. Template Tools for Documenting Business Processes 0 $ - 18. Operations Manual 8 $ 88.38 $ 707.00 19. Stabilization Services 0 $ - Flexible-use hours2 160 $ 140.24 $ 22,438.00 3 $ - $ - Sales Tax 1 $ 1 $ 7,440.31 Labor Total ENNEEIM Cost Total Blended rate equals the total cast divided by the total hours 2Contingency hours that may be used under the direction of the City 'Include all additional services required to meet the functional requirements for which you responded "Customization" (requirement met with system modification) in Form 12-Functional Requirements of Appendix A. 7/2014 Aegis Proprietary and Confidential B-3 i CITY OF KENT RFP Appendix B Request for Proposals for a Traffic Signal Management System Ia'the table below, list your not-to-exceed hourly rates for staff, total estimated hours,and cost.Ad&m€ire line's as rreces;ary.The total cost ioJabie E should equal the total professional services castiin Table b. Table E. Staffing Rates Name/Title Rate Hours Total Cost Nick Ulman, Senior Associate $ 228.65 144 $ 32.925.30 Donnie Smith, System Support Engineer $ 137.19 40 $ 5,487.60 Keonl Wasano, ITS Engineer $ 106.70 200 $ 21,340.00 Chris Flares, ITS Engineer $ 88.41 210 $ 18,566.10 Sales Tax 594 $ 7,440.31 Cost Total Iri't�e fable,�i�tQw ha��your rtoht�e�ceed estlEnate#gtaN'rd1 teti tfauot exeris�s;p�dd'm�r�lines�s " ne�;essary, Table F. Estimated Travel Expenses DescriptionItem Airfare Assumes 7 flights total 1 $ 4,398.00 Hotel Assumes 28 hotel nights $ 5,277.00 Meals Assumes 35 person days $ 2,814.00 Ground transportation Assumes 35 person days $ 2,419.00 Sales Tax $ 1,416.26 exceed)Estimated Travel Expenses(not to $ 46,324,26 In the taple,beloW, Itst your not to-exceed estimate for all additional implementation costs(e g.,training materials;facility end egtl prnenA,rentafor lease,ietc.).Add more lines as necessary. Table G. Other Implementation Expenses Item Description Price $ Other Implementation Expenses (not to exceed) 7/2014 Aegis Proprietary and Confidential 8-4 � \ ® -/ � � I Cli R � ƒ 777002 f - i . « 7 i ' It 2 � z . k $ \ ' ¢ § k 777 � & \ � } ƒ m _ q k - & / $ kff ) LLk k I . � Z / f CITY OF KENT Request for Proposals for a Permit Management Solution RFP Appendix B-Total Cost • In the tables below,please validate the total one time and recurring ousts in your response.; Table I.One-Time Costs Item Costs .,�1 �4.fV4r. yr r„_`h.f � a ii Table A.Application Software Costs $ 65,365.15 Table B. Other Software Costs $ 9,301.00 Table C. Hardware Costs $ 91,800.00 . u�.�..� ' i'63 §YTS"°`�3 sf(E $ 15814.28 Table D. Professional Services $ 78,319.00 Table F. Estimated Travel Expenses $ 14,908.00 Table G. Other Implementation Ex enses $ - -_ $"'�. .` 5;:vk�'a3,`ssa '. °;souI'7S i¢ $ 93,227.00 fSIRj n aE �`�i O,"M*f `s ' $ 8 856.57 • Subtotal0r Table J. Recurring Costs Item 10 Year Total Cost Application Software $ 131,591.00 Other Software $ - Other Annual Fees $ Other Costs $ TOTALRecurring Cost Subtotal •NSE COST $ 415 955.00 I I 7/2014 Aegis Proprietary and Confidential B-6 Client#:1260332 305ECONOGRO ACORDTM CERTIFICATE OF LIABILITY INSURANCE DATE 7/16/216/2014 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS _ CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder Is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Vanessa Maldonado _ BB&T Insurance Services PHONE FAI A1cNOE%i:714941-2956 uc,No: 877.297.1116 of Orange County E- AIL vmaldonado@bbandt.com ADDRESS: 2400 Katella Avenue Ste 1100 INSURER(S)AFFORDING COVERAGE NAIC# Anaheim,CA 92806 INSURERA:Travelers Indemnity Co of CT 25682 INSURED INSURER B:Travelers Property Casualty Co 25674 Aegis ITS, Inc. INSURERC:Liberty Insurance Underwriters 36439 3360 E. La Palma Ave. --"" INSURER D Anaheim,CA 92806 INSUREfl_E: INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID ECLLAIMS. LTF TYPEOFINSURANCE _ _ NSRLSUBR WVD POLICY NUMBER MMN�/YVYY MMD��/YVYY LIMITS A GENERAL LIABILITY 6303193N600TCT14 04/27/2014 04127/2015 EACH OCCURRENCE $1 000000 X COMMERCIAL GENERAL LIABILITY PREMISES Egqa oNcowance $100000 CLAIMSMADE Dx OCCUR MED EXP(Any one ,son) $5000 PERSONAL&ADV INJURY $1 000,000 GENERAL AGGREGATE $2 000,000 GEN'L AGGREGATELIMIT APPLIES PER: PRODUCTS.COMPIOP ASS $2,000,000 POLICY JE(T LOC $ AUTOMOBILE LIABILITY 8103193N600TIL14 4/27/2014 04/27/201 COMBINED SINGLE LIMIT 1,000,000 B Eaamid.ra) $ X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS X X NON OWNED PROPERTY DAMAGE HIRED AUTOS AUTOS Per accBenl $ $ C UMBRELLA LIAB X OCCUR 100003863003 4/27/2014 04127/2015 EACH OCCURRENCE s2,000,000 EXCESS LIAe CLAIMS-MADE AGGREGATE s2,000,000 DED X RETENTION$0 $ B WORKERS COMPENSATION UB9501 B09614 4/27/201404/27/201E X. QC�SYT�TU_S oTH- AND EMPLOYERS'LIABILITY ANY PROPRIETORRARTNER,EEXECUTIVEVyN E.L.EACH ACCIDENT $1 GOOOOO OFFICERIMEMBER EXCLUDED? N/A (Mandatory In NH) WA Stop Gap Lfab E.L.DISEASE�EA EMPLOYEE $1 000 000 II yes,describe under DESCRIPTION OF OPERATIONS ebw I I E.L.DISEASE-POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(Attach ACOHD 101,Addillonal Remarks Schedule,It mare space is required) Certificate Holder is added as Additional Insured per policy form#CGD2470805&Waiver of Subrogation per policy form#CGD4581008 both a part of policy#6303193N600TCT14. RE:Traffic Signal Management System. , CERTIFICATE HOLDER CANCELLATION City of Kent SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 220 4th Avenue South ACCORDANCE WITH THE POLICY PROVISIONS. Kent,WA 98032 AUTHORIZED REPRESENTATIVE � ) ©1988-2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010/05) 1 off The ACORD name and logo are registered marks of ACORD #S12684529/M12294841 VLMAL I COMMERCIAL GENERAL LIABILITY POLICY NUMBER: 6303193N600TCT14 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED (CONTRACTORS) CJT This endorsement modifies insurance provided under the following; COMMERCIAL GENERAL LIABILITY COVERAGE PART ` SCHEDULE ¢` 41, NAME OF PERSON(S) OR ORGANIZATION(S): [ As per Certificate Holder Name on the attached Certificate of Insurance. ?,r° - PROJECTILOCATION OF COVERED OPERATIONS: As per project description on the attached Certificate of Insurance. 1. WHO IS AN INSURED— (Section 11) is amended b) The insurance provided to the additional in- to Include the person or organization shown in the sured does not apply to "bodily injury", "prop- Schedule above, but: erty damage" or "personal injury" arising out a) Only with respect to liability for "bodily injury" of the rendering of, or failure to render, any "property damage" or"personal injury"; and professional architectural, engineering or sur- veying services, including: b) If, and only to the extent that, the injury or t. The preparing, approving, or failing to damage is caused by acts or omissions of you or your subcontractor in the performance prepare or approve, maps, shop draw- of "your work" on or for the project, or at the Ings, opinions, reports, surveys, field or- location, shown in the Schedule. The person ders or change orders, or the preparing, or organization does not qualify as an addi- approving, or falling to prepare or ap- tional insured with respect to the independent prove, drawings and specifications; and acts or omissions of such person or organiza- it. Supervisory, Inspection, architectural or tion. engineering activities. 2. The insurance provided to the additional Insured c) The Insurance provided to the additional in- by this endorsement is limited as follows: sured does not apply to "bodily injury" or a) In the event that the Limits of Insurance of "property damage" caused by "your work" this Coverage Part shown in the Declarations and included in the "products-completed op- exceed the limits of liability required by a op- erations hazard' unless a written contract "written contract requiring insurance" for that requiring Insurance" specifically requires you additional insured, the Insurance provided to to provide such coverage for that additional the additional insured shall be limited to the insured, and then the Insurance provided to limits of liability required by that "written con- the additional insured applies only to such tract requiring insurance". This endorsement "bodily Injury" or "property damage" that oc- shail not increase the limits of insurance de- curs before the end of the period of time for scribed in Section III—Limits Of Insurance. which the "written contract requiring insur- ance" requires you to provide such coverage CG D2 47 08 05 0 2005 The St. Paul Travelers Companies, Inc. Page 1 of 2 COMMERCIAL GENERAL LIABILITY or the end of the policy period, whichever Is i. Immediately record the specifics of the earlier. claim or"suit"and the date received; and 3. The insurance provided to the additional Insured U. Notify us as soon as practicable. by this endorsement is excess over any valid and The additional Insured must see to it that we collectible "other insurance', whether primary, receive written notice of the claim or"suit" as excess, contingent or on any other basis, that is soon as practicable. available to the additional insured for a loss we cover under this endorsement. However, if a c) The additional insured must immediately "written contract requiring insurance" for that ad- send us copies of all legal papers received In ditional insured specifically requires that this in- connection with the claim or "suit", cooperate surance apply on a primary basis or a primary with us in the investigation or settlement of and non-contributory basis, this Insurance is pri- the claim or defense against the "suit", and mary to "other insurance" available to the addi- otherwise comply with all policy conditions. tional Insured which covers that person or organi- d) The additional insured must tender the de- zation as a named insured for such loss, and we fense and Indemnity of any claim or "suit" to will not share with that "other insurance'. But the any provider of"other insurance"which would insurance provided to the additional insured by cover the additional insured for a loss we this endorsement still is excess over any valid cover under this endorsement. However,this and collectible 'other Insurance", whether pri- condition does not affect whether the insur- mary, excess, contingent or on any other basis, ance provided to the additional insured by that is available to the additional insured when this endorsement is primary to "other insur- that person or organization is an additional in- ance" available to the additional insured sured under such "other Insurance% which covers that person or organization as a 4. As a condition of coverage provided to the named insured as described in paragraph 3. additional Insured by this endorsement: above. a) The additional insured must give us written 5. The following definition is added to SECTION V. notice as soon as practicable of an "occur- —DEFINITIONS: rence" or an offense which may result in a "Written contract requiring insurance" means claim. To the extent possible, such notice that part of any written contract or agreement should include: under which you are required to include a i. How, when and where the 'occurrence' person or organization as an additional !n- or offense took place; sured on this Coverage Part, provided that If. The names and addresses of any injured the "bodily injury" and 'property damage" oc- persons and witnesses;and curs and the "personal Injury" is caused by an offense committed: Ill. The nature and location of any injury or a. After the signing and execution of the damage arising out of the "occurrence'or contract or agreement by you; offense, b) If a claim is made or "suit" is brought against b. While that part of the contract or the additional insured, the additional insured agreement Is in effect;and must: c. Before the and of the policy period. Page 2 of 2 0 2005 The St. Paul Travelers Companies, Inc. CG D2 47 08 05 COMMERCIAL GENERAL LIABILITY THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY, OTHER INSURANCE - ADDITIONAL INSUREDS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART PROVISIONS b. The"personal Injury"or"advertising injury"for COMMERCIAL GENERAL LIABILITY CONDITIONS which coverage is sought arises out of an of- (Section IV), Paragraph 4. (Other Insurance), is fense committed amended as follows: subsequent to the signing and execution of that 1. The following is added to Paragraph a. Primary contract or agreement by you. Insurance: 2. The first Subparagraph (2) of Paragraph b. Ex- However, if you specifically agree in a written con- cess Insurance regarding any other primary in- tract or written agreement that the insurance pro- surance available to you is deleted. vided to an additional insured under this 3. The following is added to Paragraph b. Excess Coverage Part must apply on a primary basis, or Insurance, as an additional subparagraph under a primary and non-contributory basis, this insur- Subparagraph (1): ance is primary to other insurance that is avail- That is available to the insured when the insured able to such additional insured which covers such is added as an additional insured under any other additional insured as a named insured, and we policy, including any umbrella or excess policy. will not share with that other insurance, provided that: a. The "bodily Injury" or "property damage" for which coverage is sought occurs: and CG DO 37 04 05 Copyright 2005 The St. Paul Travelers Companies, Inc. All rights reserved. Page 1 of 1 Client#:1260332 30SECONOGRO ACORD. CERTIFICATE OF LIABILITY INSURANCE 1 DATE(MI YYYY) 7/16{201 4 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder Is an ADDITIONAL INSURED,the policy(ies)must be endorsed.If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NAME:CONTACT Vanessa Maldonado BB&Tlnsurance Services PHONE 714941.2956INC No: 877-297.1116 AC NOE of Orange County E-MA L vmaldonado@bbandt.com AGGRESS: 2400 Katella Avenue Ste 1100 INSUBER(S)AFFORDING COVERAGE NAIC# Anaheim,CA 92806 INSURER A:Lloyds of London FOREGN INSURED INSURER B: Econolite Group Inc. INSURER C: 3360 E.La Palma Ave. -- INSURER D: Anaheim,CA 92806 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TOTHE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDLSUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR WVD POLICY NUMBER MWIDO/YYYV MWDD/YYYY UNITS GENERAL LIABILITY - EACH OCCURRENCE IS DApMAGE TTpp ppENTER COMMERCIAL GENERAL LIABILITY PREMISE$(?Ea occurrence $ Ali CLAIMS-MADE ❑OCCUR MED EXP(Any one person) $ PERSONAL&ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS COMP/OP AGO $ POLICY JEO TOO $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ ANY AUTO BODILY INJURY(Par person) S ALL OWNED F7 SCHEDULED BODILY INJURY(Par accident) $ AUTOS AUTOS N-OWNED PROPERTY DAMAGE $ HIRED AUTOS AUTOS Per accident UMBRELLA LIAB OCCUR EACH OCCURRENCE 5 _ EXCESS LIAB I CLAIMS-MADE AGGREGATE $ DED J I RETENTIONS $ WORKERS COMPENSATION WC STATU-LIMITS I OTH- ANDEMPLOYERTUABILITY YIN ER OFMCERIMEIABEF EXCRTLUDEp?ECUTIVE❑ NIA E.L.EACH ACCIDENT $ (M.ruk lh"In NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ A Software ESCO2076549 4/27/2014 04/27/2015 $2,000,000 Each Claim Professional Retro Date: $2,000,000 Aggregate Liabilit 05/13/2004 Ded:$50 000 Each Claim DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(Attach ACORD 101,Additional Remarks Schedule,if more space Is required!) RE:Traffic Signal Management System. CERTIFICATE HOLDER CANCELLATION CityOf Kent SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 220 4th Avenue South ACCORDANCE WITH THE POLICY PROVISIONS. Kent,VIA 98032 AUTHORIZED REPRESENTATIVE � ) ©19BB-2010 ACORD CORPORATION.All rights reserved. ACORD 25(2010/05) 1 of 1 The ACORD name and logo are registered marks of ACORD #S12684621/M12255345 VLMAL i Appendix C Cityof Kent Request f 1 q st or Proposals (RFP) For a Traffic Signal Management System Release Date: February 3, 2014 f i Date Due: February 24,2014 Time Due; 3:00 p.m. Pacific Standard Time i Address Responses to: City Clerk's Office Traffic Signal Management System RFP City of Kent 220 4th Avenue South Kent, WA 98032 Attention: Steve Mullen,Sinullen rr,kentwa �®rr T WASHINGTON I i i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Table of Contents 1.0 SUBMISSION INSTRUCTIONS AND KEY DATES..........................................................................1 j 1.1 Proposal Format and Preparation......................................................................................................1 1.2 Submission Instructions.....................................................................................................................1 1.3 System Vendor Clarifications and Questions—... ...................... ................................... ...................2 1.4 Key Dates..........................................................................................................................................2 1.5 Preparation Cost................................................................................................................................2 2.0 INTRODUCTION...............................................................................................................................3 2.1 Purpose of this RFP...........................................................................................................................3 2.2 About The City...................................................................................................................................3 2.3 Current Traffic Signal Management System Environment.....................................................................4 3.0 SCOPE OF PROCUREMENT...........................................................................................................4 3.1 Software and Hardware.....................................................................................................................4 3.2 Services and Vendor Deliverables.....................................................................................................5 3.3 City Project Team..............................................................................................................................9 3.3 Implementation Schedule..................................................................................................................9 4.1 Minimum Requirements.....................................................................................................................9 4.2 RFP Questions.................................................................................................................................10 4.3 Overall Vendor Selection Criteria ....................................................................................................10 4.4 Standard Contract Information.......................................................................................................-11 4.5 RFP Changes or Amendments........................................................................................................11 4.6 Additional Information......................................................................................................................11 i RFP Appendices A. Response Forms......................._..............................................................................................A-1 B. Cost Proposal Forms................................................................................................................B-1 C. Enterprise Application and Network Diagram...........................................................................C-1 j D. Standard License and Maintenance Agreement......................................................................D-1 E. Standard Implementation Services Agreement........................................................................E-1 I I I I ,2013 CITY OF KENT.WA Request for Proposals for a Traffic Signal Management System 1.0 SUBMISSION INSTRUCTIONS AND KEY DATES I 1.1 Proposal Format and Preparation The City of Kent(the City) is using a forms-based approach for this RFP.The objective is to ensure that the responses are in a similar order and format to better facilitate a fair and complete evaluation of responses. Vendors must electronically complete the Response Forms included In RFP Appendix A and the Cost Proposal Forms in RFP Appendix B,which in total will comprise a vendor's proposal. Proposals(including all accompanying materials)will become the property of the City. Proposals will be held in confidence to the extent permitted by law.After award of a contract or rejection of all proposals,the proposals will be public records subject to disclosure under the applicable Washington statute. By electing to participate in this RFP process, the vendor agrees not to make a public records request for any documents or information submitted by any applicant for this Proposal or related in any way to this Proposal until contract execution is complete. 1.2 Submission Instructions F All proposals should be received at the City address listed below no later than February 24, 2014 by 3:00 p.m.Pacific Standard Time. Consulting vendors are solely responsible for ensuring that proposals are delivered on time. Late proposals may not be accepted and may automatically disqualify a proposal from further consideration.The City reserves its absolute right, in its sole discretion to accept or reject any proposal not timely delivered or delivered without the required number and type of copies specified below. Electronic proposal responses, such as fax or a-mail, will not be accepted. Proposals should be sent to the City Clerk,addressed as follows: City Clerk's Office City of Kent 220 4th Avenue South Kent,WA 98032 Re: Proposal to Provide a Traffic Signal Control System Attn: Steve Mullen,Transportation Engineering Manager Completed Response Forms and Cost Proposals should be provided in separately sealed packages,with each package labeled to distinguish its contents. The sealed Cost Proposal may be shipped In the same container as the Response Forms. Color is acceptable, but content should not be lost by black-and-white production. Responses will not be returned. The Response Forms package should contain the following: 1. One(1)hard copy original Response Forms,clearly marked—ORIGINAL 2. Six(6)copies of the Response Forms,clearly marked—COPY 3. One compact disc(CD), flash drive, orother acceptable electronic storage device clearly marked —Response Forms containing: a. The response forms in MS Word version 2007 format b. The proposed project schedule in MS Project 2007 format c. All other required attachments and sample documents in PDF format The Cost Proposal Forms package should contain the following: 1. One(1)hard copy original Cost Proposal,clearly marked—ORIGINAL 2. Six(6) hard copies of the Cost Proposal.clearly marked—COPY 3. One(1)CD or other acceptable electronic storage device clearly marked—Cost Proposal containing the cost proposal response forms in MS Excel version 2007 format 2013 1 I I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System I 1.3 System Vendor Clarifications and Questions The City's Project Manager is the sole point of contact for this proposal. All questions concerning this procurement should be directed to smullenCa kentwa.govov.Other communications will be considered unofficial and non-binding on the City, and may result in disqualification of the system vendor. Specific system vendor questions concerning the RFP must be submitted via email and received no later than 1:00 p.m. PST on February 10,2014.Copies of questions relevant to the RFP process, together with the City's response will be distributed to all participating system vendors. The City will post answers to the submitted questions by February 13, 2014, 11:00 a.m. PST. System vendors who seek information,clarification or interpretations from City employees without using this written submission process are advised that such material is used at the system vendor's own risk and the City shall not be bound by any such representations, whether oral or written. 1.4 Key bates The table below summarizes the schedule for this procurement. i RFP Released February 3,2014 i Vendor Questions Due February 10,2014 City Response to Questions Issued February 13,2014 Vendor Proposals Due February 24,2014 Finalists Selected March 6,2014 Demonstration Scripts Sent to Finalist Vendors March 6,2014 4 Demonstration Script Questions Due to City From Vendor via Email March 10,2014 City's Response to Vendor Demonstration Script Questions Completed March 12,2014 Vendor Demonstrations March 31 —April 3,2014 City Determines Apparent Successful Vendor April 14,2014 Contracts Phase April 14-April 30,2014 Estimated Implementation Phase June 2-September 30,2014 1.5 Preparation Cost The City shall not be liable for any costs incurred by a vendor for preparing or submitting a proposal to the City or for any subsequent demonstrations, presentations, or other activities required by the City and related to responding to this RFP. Proposals should be prepared simply and economically, providing a straightforward, concise description of the vendor's capabilities to satisfy the proposal requirements. I 2013 2 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 2.0 INTRODUCTION 2.1 Purpose of this RFP The purpose of this RFP is to solicit proposals to provide and install a replacement traffic signal control system, and to provide traffic signal controllers—approximately 30 units initially (with additional traffic signal controllers to be purchased if funding is available, or in future phase(s) of the management center located on the second floor of Centennial Center, at 400 West Gowe Street. The proposal includes furnishing, configuring, and placing into operation the traffic signal control system. The proposal also includes training for traffic signal system operators and signal system maintainers. The proposal will replace approximately 30 intersection signal controllers initially and will provide for replacement of 90 additional intersection signal controllers in future phase(s)of the program. The proposal should detail how the system will be expanded with future phases of the traffic signal controller replacement program. The new system will be capable of operating fully-actuated intersection controllers independently or in coordination with other intersection controllers using time- of-day programming, system operator pattern selection, or traffic responsive pattern Selection. Subcontractors (including implementation partners)may be used to perform work under this contract. The prime vendor must be clearly identified and will be held responsible for all delivery of the requirements of this RFP and must be the single point of contact for the City. 2.2 About The City Kent is the sixth largest city in Washington with a population over 120,000. A culturally rich destination. Kent features captivating neighborhoods, award-winning parks, exceptional school districts and nationally accredited police and fire departments. In recent years. Kent has experienced impressive economic growth, and is nationally known as a prime location for manufacturing. For more information, visit KentWA.gov. The City has approximately 600 full-time employees.The number of temporary employees on the payroll varies from 100 to 350. The City is a full-service municipality and includes the following departments: • Administration/Office of the Mayor City • Clerk • Economic&Community Development • Finance Services Fire • Prevention • Human Resources • Information Technology Legal • Municipal Court • Parks, Recreation and Community Services Police • Public Works • Water Utility Sewer • Utility • The City operates • over 25 facilities. I 2013 3 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 2.3 Current Traffic Signal Controller System Environment The existing traffic control system was purchased in the 1980's and last upgraded in the early 1990's. The system file server runs on Windows NT operating system and is no longer supported. The current system is to be replaced with new signal management system software that runs on current and upgradeable PC hardware that is capable of communicating with signal controllers using twisted pair copper cable, fiber optic cables or wireless technologies, or a combination of all of them. The City of Kent primarily uses FSK and Ethernet communication protocols on a combination of copper interconnect and fiber optic cabling. Ethernet over copper is accomplished with Actelis and Zhone devices. N-TRON and RuggedCom managed and unmanaged fiber modem media converters are used on single mode and multimode fiber optic cables as needed. RFP Appendix C illustrates the City's current enterprise application and technical network architecture. 3.0 SCOPE OF PROCUREMENT The City invites vendors to propose a traffic signal system that best meets the City's requirements, outlined in this section and detailed in Appendix A. 3.1 Software and Hardware The City seeks to replace its existing system with a turnkey solution that includes the following: • An"Actuated System", capable of a future upgrade to an"Adaptive System". • A Flashing Yellow Arrow(FYA)-capable system The City would like the vendor proposals to include all server hardware specifications and associated system software necessary to run the application as well as any specialized devices(e.g., handheld units)necessary for field access. 3.1.1 System Management Capabilities The new traffic signal control system should manage a minimum of 130 signals with the capability to manage up to 300 signals. j i I 2013 4 CITY OFKENT WA Request for Proposals for a Traffic Signal Management System 3.1.2 Technical Standards The City is striving to establish a standard technology set using the products and standards identified below. However, it currently supports a wider range of products in use at the City.The new system should support the following technology standards. Server Operating Systems and Databases Business Application Components Standard Database Servers Windows Server 2008 R2/2012 R2 Application Servers Windows Server 2008 R2/2012 R2 Web Server Microsoft IIS 7+ DBMS SQL Server 2008 R2/2012 OS Virtualization VMWare vSphere 5.x Application Virtualization Citrix XenApip 6.5 I Network Configuration and Operating Systems Network Component Standard Network Backbone Allied Telesis Network Operating System Windows 2008 R2—Active Directory) Network Protocols TCP-IP 10/100/1000 Topology Switched Ethernet to the desktop Ethernet II) Cable Infrastructure Category 5 File and Print Services MS Windows Application Servers HP Servers(mix of standard,blades and virtual Backup CommVault Messaging Server Microsoft Exchange 2010 VPN Server NetMotion Mobility Desktop/Laptop[VDI Configuration Deskto ]La to IVDI Component Standard Desktop PC Make and Model (Minimum HP 8300 i54 GB RAM 320 GB HD Confi ug ration) Desktop Operating Systems Microsoft Windows 7 64-bit Laptop(Minimum Configuration) HP6570 i5 4 GB RAM 45OGBHD Laptop in City Vehicles Panasonic CF 19 PTTT 2 GB RAM 130GB HD VDI Desktop Specs Minimum VMWare View 3GB RAM, Pooled HD, PCOIP client Browser Microsoft Internet Explorer 8 Email Client Microsoft Outlook 2010 Business Software Suite Microsoft Office 2007/2010 Smartphon_e _ __Apple Phone,(latest versionZ Tablet Apple!Pad latest version Mobile Network Verizon 4G VPN Client NetMotion Mobility 10.0 Client ' 3.2 Services and Vendor Deliverables Note that the City expects the selected vendor to take the lead in the implementation of the hardware and software.The City expects that city personnel, led by the City's project manager and designated subject matter experts, will participate in the implementation effort. The role of the City's staff is to provide subject matter expertise to the vendor through the implementation process, relying on the solution provider's staff to configure the hardware and software based on their extensive experience in implementing this system in public sector settings. Accordingly,the City expects the selected vendor to supply the preponderance of the implementation labor.The City does not want a solution where the vendor's implementation approach consists primarily of training city resources on how to tailor, implement, and use the software. Specifically, the City expects vendor staff to provide a significant role in installing and configuring the hardware and software as well as to provide guidance and work collaboratively 2013 5 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System with city staff to complete data conversion, interfaces,testing, and training. The proposed implementation plan should reflect these assumptions. The following details the City's desired services and associated deliverables. Project Management • Baseline Detailed Project Schedule Manage project initiation,scope,schedule A mutually agreed upon hierarchical work breakdown structure, and implementation. Monitor overall project including task schedules and resource assignments for key status and adjust for risk. implementation team members and roles. ° Meetings and Status Reports Monthly project status reports containing sufficiently detailed information to enable the City to determine the status of the project and of any variance from the detailed project _ schedule, Hardware Specifications • Hardware Specifications Provide platform specifications to the City Vendor provides hardware specifications to the City a minimum to enable preparation of the City's data of 30 days prior to the scheduled system installation. center for system installation. Installation Installation Certification Certify the successful installation of the A signed document certifying that the hardware and licensed hardware and licensed software in the software has been installed in the City's Traffic Management City's Traffic Management center,and Center and meets the City's criteria for installation. confirm the test and production environments are functioning as necessary I� to support the implementation effort. MEN= III NINE lill System Testing • Draft and Final Test Plans Define the approach for testing the licensed A document that: software and following city approval, conduct testing in accordance with the test 1. Defines the overall testing process, including unit,system, plan. acceptance,field,and performance testing 2. Provides a content outline to guide development of test scripts for unit, system,acceptance,field and performance testing 3. Includes at a minimum rive(5)test scripts developed by the Vendor to serve as a guideline for the City's development of remaining scripts 4. Defines a mechanism for tracking test performance and completion 5. Defines procedures for managing the test environment, including change control. 6. Defines procedures for assigning severity to problems j encountered i 2013 6 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System , e- Data Conversion • Draft and Final Data Conversion Plans Define the approach and schedule for A document that: converting historical data to the new 1. Identifies data to be converted—including mapping specific system and,following city approval, convert data sources and destinations for each field (city staff will historical data and populate fields which assist with identification of data sources) must be completed prior to productive use according to the data conversion plan. 2. Defines necessary conversion algorithms 3. Defines roles and responsibilities(effectively using city staff resources as referenced in Section 3.4) 4. Identifies all data elements that must be populated prior to productive use(including those with no source data) 5. Provides a plan for ensuring the system is appropriately populated with all necessary data 6. Provides a plan for testing the converted and populated data in the system for accuracy and consistency ° Migrated Data Ready for City Validation The vendor delivers migrated,historical data ready for the City's validation- I i Installation Architecture ° Installation Architecture Specifications Concisely document the system's A document that identifies: architecture and interfaces in a manner understandable to all project participants. 1 The major components of the software and the Interfaces between them 2. The major data inputs,functions to be performed,and major data outputs for each software module 3. All external interfaces, including a description of the information sent and received,and the method and timing of the interface 4. Data structures, including definitions for and the description of each element(e.g., name,type,and dimension), relationships between elements (structure),range of possible values of each element, and initial values of each element 5. The server architecture upon which to run the system, j including database,application, internet,and other servers and associated data storage devices 2013 7 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Training ° Draft and Final Training Plans Following City approval,conduct training in A document that: accordance with the training plan and 1. Outlines the necessary approach, classes,and associated curriculum/materials. curriculum 2. Provides training documentation 3. Identifles City attendees and instructors 4. Provides a training schedule 5. Provides a mechanism for tracking training completion 6. Signal System User Manual I ! I i E I I Go-Live Plan and Implementation a Draft and Final Go-Live Plans Provide technical support after Go-Live, A detailed task plan,including a readiness checklist and including identifying and correcting resource assignments,to support moving the licensed software problems, into productive use. ° Technical Operations Manual A manual to guide city Public Works Transportation and IT staff in the technical operation and maintenance of Hardware and Licensed Software after implementation. Includes site-specific customizations and operational considerations. L 2013 8 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System i I 3.3 City Project Team j The project team will include one project manager, and subject matter experts (SMEs)from Public Works Transportation Engineering Section. The following table outlines the estimated city resources that will be available to support the selection and implementation of the new system. i Estimated City Resources Steve Mullen, PW Project Mana er, Trans ortat_io_n Engineer Manager 130 Dan Car mail, Signal Technician 120 Mike Sorensen, Signal Technician _ 200 Chad Bieren City Engineer 25 Tim LaPorte, Public Works Department Director 2 Toni Mommersteeg Moore IT Project Manager 130 Levin Conway Transportation Operations Technical Services Analyst 40 Total 397 - I Vendors are encouraged to consider the City's available resources in developing the project schedule and resource estimates. 3.3 Implementation Schedule The City expects the selected vendor to begin implementation immediately following contract signing.The City anticipates the new system to be in full productive use within 6 months after implementation begins or no later than 12/1/2014. 4.1 PROCUREMENT PROCESS INFORMATION 4.1 Minimum Requirements The City seeks qualified proposals from vendors who can meet the following minimum requirements: A minimum of 2-3 comparable installed sites with similar complexity of deployment Registered with Dunn & Bradstreet or other major business register Avalid Washington State UBI (or commitment to obtain a valid Washington State UBI prior to contract signing) o Must support SOL Server database platform j Must have a dedicated Project Manager, approved by the City, assigned to this project with a minimum of 2-3 Comparable site installations of its hardware and software application In addition,the proposed solution must meet the City's technical standards outlined in section 3.1.2 of this RFP. 2013 9 i ! i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 4.2 RFP Questions Potential vendors may submit questions regarding this RFP to the City's Project Manager, listed on Page 1 of this RFP by the date and time indicated in Section 1.3. 4.3 Overall Vendor Selection Criteria The City's evaluation team will assess vendor responses, cost,and strategic fit with the City's goals and traffic signal controller system requirements to identify no more than three finalists.The evaluation team will then additionally evaluate software demonstrations and other information that may be requested from vendors for these finalists only. Although the City reserves its sole right to base its selection decision on any and all information available to it during this procurement process, the following evaluation criteria will be used to guide the City evaluation team's selection. For example, the City will likely use scoring sheets at times during this evaluation process, but a high score alone will not necessarily be determinative in the evaluation process.The evaluation team reserves Its unqualified right to select the solution it determines best meets the goals of the City. 4.3.1 Vendor Proposal All proposals will be initially evaluated to see if they meet the administrative requirements of this RFP.The evaluation team will then review each offer's proposal for the quality, clarity, and thoroughness of its response and evaluate them according to the following criteria: • Ability to meet technical requirements • Key staff qualifications • Ability to meet functional requirements • Implementation and training approach • Vendor experience • Software maintenance and support • Project management approach 4.3.2 Total Cost of Ownership Cost proposals will be evaluated based on a 10-year total cost of ownership. This must include one-time and the recurring costs of internal city operations and maintenance labor and recurring costs for hardware replacement. 4.3.3 Strategic Fit The City's evaluation team will also consider solution simplicity and overall alignment with the City's Traffic Management Center and business needs. This portion of the overall evaluation will be based on the judgment of the evaluation team members using all the information made available during this procurement process, including the additional information that may be requested from vendors as described in Section 4.8. 4.3.4 Demonstration Based on the evaluation team's evaluation of the vendor's proposal response, total cost of ownership, and strategic fit, the City will invite up to three finalist vendors to demonstrate their system onsite at the City. These demonstrations will rely on city-specific, business based scripts to be provided by the City. To score this item,the City's evaluation team will consider adherence to the scripts, functionality, ease of use, flexibility to meet the City's needs with minimum software customization, and capability to adapt to changing needs in the future. . I 2013 10 i I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 4A Standard Contract Information The successful vendor(s)will be expected to execute the hardware and software license and maintenance agreement(s)and separate implementation services agreement attached and incorporated as RFP Appendices D and E.Vendors may propose amendments to these agreements, but the City, at its sole option,will decide whether to open discussion on each proposed amendment. 4.5 RFP Changes or Amendments Any RFP revisions will be issued in the form of an addendum and will be distributed to all registered vendors prior to the proposal due date. 4.6 Additional Information This request does not commit the City to retain any software or service providers, to pay costs incurred in the preparation of proposals, or to proceed with the project. The City, may, at its discretion, accept proposals that do not conform to all stated submission requirements of this RFP. The City reserves the right to reject any or all proposals,to negotiate with any qualified applicant, and to appoint more than one firm to provide services on given portions of the project. The City also reserves the right to request additional information from vendors in any manner— including a best and final offer, interview, and/or client site visit—prior to final selection, and to consider information about a firm other than that submitted in the proposal. The City may select for contract negotiations the firm that, in the City's judgment,will best meet the City's needs, irrespective of the comparison of fees and costs estimated by the vendor. III i I i 2013 11 RFP APPENDIX A RESPONSE FORMS RFP Appendix A—Response Forms i I I I I! II I II I i i 2013 A-1 i CITY OF KENT Request for Proposals for a Traffic Signal Management System APPENDIX B COSTPROPOSALFORMS The City is using a forms-based approach for this Request for Proposal (RFP). The objective is to ensure the responses are in a similar order and format to better facilitate a fair and complete evaluation of responses. Offerors must complete each of the four worksheets in this workbook, and attach a product invoice/order form. The City will use this cost proposal and the cost normalization process as set out in Section 4.5.2, of the RFP to evaluate total cost of ownership. Offeror's cost proposal must be all-inclusive, including ALL software, hardware,and services required to implement a fully functional system for the City.This includes any software required to meet the functional requirements for which you responded"Alternative" (requirement met through integration with a third-parry system) in Form 12 - Functional Requirements of Appendix A. Itemize these costs In Table B. This also includes any services required to meet the functional requirements for which you responded "Customization" (requirement met with system modification) in Form 12 -Functional Requirements of Appendix A. Itemize these costs as Other Professional Services in Table D. All prices are to be in U.S. dollars and include all applicable taxes, freight, and other associated L fees.Add more lines to the tables as necessary. Please note that offerors also must complete Appendix A-Response Forms, which together with the cost proposal will comprise an offeror's complete proposal. Offerors must submit this cost proposal as instructed in Section 1.2 of the RFP. Please pr"ovid'e;the,following contact information_y, Offeror Name z Ae is ITS, Inc. Contact Name 'r Douglas Terry, P.E. Mailing AdtlreS"s ', 3360 E. La Palma Ave. Title` " Chief Operating Officer Anaheim, CA 92806 Phohe Number 714 575-5701 E-Meil>P�,dre§S.. . dter ae isits.com I I�� I I i I I 712014 B-1 CITY OF KENT Request for Proposals for a Traffic Signal Management System aMOWN • • •• We a efnz�er ,pd}'�+1y) b6 eoyt °.d .l _ so � yp">ii„� -r, §i gAdd rrlore4P�as - -4 surte` 'a{_ riS;�ofi Yarefeestsa ap�`"royna eylise _ P � ' Table A.Application Software Costs r Centracs ATMS v1.9 ATMS Software 1 $ 65,365.15 $ 65,365.16 1 $ 65,365.15 $ $ $ $ $ $ $ $ $ $ $ $ Sales Tax t'T x6 .� base�e• ten so. ar ha s o�mcl�i"dhH eslan`daftl�: 4c fi o blfequ ;t�o�'r n epoi peso I sc�5re ar oare-re uli� o eetythwF'ti U >j vementsr, rwr o fires ed n bve f une 1 ro �'� � �" `� 42�,��Fe dis oral_U3e�uyre`fiesl�•s_ofAp,�i�nBtX? ' .P„�t�e news to�ableashecess`b ��;:r ,��;,�..�.,�,.,,r f Table B.Other Software Costs '.. MS SQL Server 2012 DBMS software $ 2.810.00 $ 2,810.00 1 $ '2,810.00 Me .Net Ma en fine licensin $ 4,430.00 $ 4.430.00 1 $ 4,430.00 Navte Licensin Map licensing $ 2,061.00 $ 2,051.00 1 $ 2,061.00 $ $ $ Sales Tax $ - $ - $ 883.60 li ^'t m .ate �-•ua ns- aT-� � -[s�+t..ts--:E � •x�'^ m1 itµt� ���5 ken�tPj��ie_.arr� are� e>� hp�ir� d'�ag iaf�Etiarl3 ar'�'castsFnecess ,ty toa p e�he�ro�o eti 7 Table C. Hardware Costs r Econolite Controller 77$ 3,060.00 $ 3,060.00 307T$ $$ $ $ $ Sales Tax $ - $ - $ 8,721.00 712014 Aegis Proprietary and Confidential B-2 j CITY OF KENT RFP Appendix B Request for Proposals for a Traffic Signal Management System "llin "6iHe tlelJveia1.i_ste_in eCtip) fig r r g �s_._.. ice.-..--�.x�s�i� •-.. � Table D. Professional Services 1. Baseline Detailed Project Work Plan 16 $ 228.63 $ 3,658.00 ' 2. Hardware Specifications 8 $ 100.75 $ 854.00 3. Project Status Reports 64 $ 228.64 $ 14,633.00 4. Installation Certification 8 $ 106.75 $ 854.00 S. System Configuration Reports 40 $ 116.45 $ 4.668.00 6. Configured Software Ready for Test 48 $ 100.60 $ 4,829.00 7.Test Plan 40 $ 123.78 $ 4,951.00 8. Data Conversion Plan 16 $ 106.69 $ 1,707.00 9. Migrated Data Ready for City Validation 90 $ 88.41 $ 7,957.00 10. Interface Specifications 0 $ - 11. Interfaces Ready for Test 0 $ - 12. Installation Architecture Speclficalion 20 $ 131.10 $ 2,622.00 13.Training Plan 8 $ 106,75 $ 854.00 14, Training 40 $ 106.70 $ 4,268.00 15, Site Customization Document 16 $ 97.56 $ 1,561.00 16. Go-Live and Stabilization Plan 12 $ 147,33 $ 1,768.00 17.Template Tools for Documenting Business Processes 0 $ 18. Operations Manual 8 $ 88.38 $ 707.00 19. Stabilization Services 0 $ - Flexible-use hours 2 160 $ 140.24 $ 22,438,00 Other iW $ - $ $ $ $ $ $ $ Sales Tax $ - $ 7,440.31 Blended rate equals the total cost divided by the total hours 2Contingency hours that may be used under the direction of the City slnclude all additional services required to meet the functional requirements for which you responded "Customization" (requirement met with system modification)in Form 12-Functional Requirements of Appendix A. } i 7/2014 Aegis Proprietary and Confidential B-3 i CITY OF KENT RFP Appendix B Request for Proposals for a Traffic Signal Management System �p�s Abe o fsi_. o ��o�Ex u t7atesio�stto,�al��i a�ei :�u`rs�--an t�d�iatd o'�re� inesras. ir .�,rah.e o��o�i l�l$`E��'H��7�,1�•�$ta7`�r�f€sst81..��i�i����e Table E.Staffing Rates Nick Ullman,Senior Associate $ 228.65 144 $ 32,926.30 Donnie Smith,System Support Engineer $ 137.19 40 $ 5,487.60 Keen[Wasano, ITS Engineer $ 106.70 200 $ 21,340.00 Chris Flores,ITS Engineer $ 88.41 210 $ 18,566.10 $ - i $ Sales Tax 594 $ 7,440.31 � r `�'$ia�tt�J�a,9r31i1 f n�11�iela�lel?e'lo' i�l'y`�Ur o o``�e c+" �je�s�m�tex#or�eT'`!,�drtra+T'e'Issxe se d5� oa f as��`s`��� Table F.Estimated Travel Expenses Airfare Assumes 7 flights total $ ,4,398.00 l Hotel Assumes 28 hotel nights $ 5,277.00 Meals Assumes 35 person days $ 2,814.O0 Ground transportation Assumes 35 person days $ 2,419.00 Sales Tax $ 1,416.26 I�i"e-a i11e�. 1�o�W�s��r o�d�as imr of a I ar7dit�alg le" to io'nts a �'f�nin 3_ Table G.Other Implementation Expenses $ $ - I I i ill 7/2014 Aegis Proprietary and Confidential B-4 I � } � � � \ � \ � . Q r \ - \ \ \ \ � � 2 : 2 � ] j [ / � / \ / \ / 0 ) & ° \ / § « . { { { \\ § & & Jtetncosts IMM One hrrie Cost Subtotal $ -284,364.OD, 70 Year Total cost Appendix C CITY OF KENT,WA Request for Proposals for a Tragic Signal Management System -_('! _) •. � 4 t, t a A It _ ',. Inters Han Inters Hon Control Matlel Controllers 820A Mode1820A,II90 II 2 I I � f i i25 P. Copper 25 PR Copper 2y pSIL M. i GR"1'Wsuel � I Display I � DN tw rX �P10 sq'�-Unjts blal Up Remote MOlh Processors (Hoch NbU Terminal-Y200 B.Peripheral st—P Manages ftavH ❑ter!<cea Ilp rq 16 — � Glt ecH It y � 1 i f J l_: I W W V Time I Reference Clodc f. i i 2014 C-1 i i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System RFP APPENDIX D - STANDARD SOFTWARE LICENSE AND MAINTENANCE AGREEMENT 1.0 Definition of Terms —Agreement means this Software License and Maintenance Agreement,including all of its Appendices and all instruments supplementing,amending, or confirming this Agreement. —City means the city of Kent,Washington. —Confidential Information means any data,files,software,information or materials(whether prepared by City or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized, that is classified confidential as defined by City classification and categorization guidelines: (a) provided by City to Contractor or a Contractor agent or otherwise made available to Contractor or a Contractor agent in connection with this Agreement, or(b)acquired, obtained or learned by Contractor or a Contractor agent in the performance of this Agreement. Examples of confidential information include, but are not limited to: technology, permit data,financial data, payroll data, trade secrets,equipment specifications, user lists, passwords, research data,and technology data(infrastructure, architecture, operating systems,security tools, IP addresses, etc). The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof;or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public. —Contractor means Aegis ITS and its successors. —Cure Period means the forty-five(45)day period that begins when either party receives notice of a breach of the terms and conditions of this Agreement. i —Documentation means all help screens,or other documentation describing the operation of the Licensed Software,which are delivered (in printed or electronic form)with the Licensed Software by Contractor, any subsequent updates and new Releases of that documentation provided to City by Contractor, and any copies of that documentation. Documentation excludes all advertising, marketing materials, requests for proposal, proposals,demonstration materials and other promotional information. —Hardware means the computing equipment upon which the Licensed Software operates. —Go-Live means the date upon which City first uses the Licensed Software for Productive Use. —Licensed Software means Contractor's proprietary application software identified in the order form (Exhibit B of this Agreement), including all modifications and enhancements thereof. —Licensed User means a person who is authorized by the City to use the Licensed Software and who has an ID (profile)and password. I —Maintenance means the type and level of maintenance and support services described in Section 3 of this Agreement. —Malfunction means a defectof the Licensed Software that degrades its use.Three levels of Malfunction classifications (Type A,Type B, and Type C)are defined in Section 3.3 of this Agreement. —Material Malfunction means an error, bug,or discrepancy that delays or inhibits the primary functionality of the Licensed Software or a Malfunction that has the potential to corrupt software I i 2014 I I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System data;also an accumulation of non-material Malfunctions that, considered together, satisfies the standard for materiality. Material Malfunction includes all Type A Malfunctions as defined in the Minimum Support Requirements. —Productive Use means the Licensed Software is being used by City in a production environment. —Release means each issuance of the Licensed Software,identified by the numeral to the left of the leftmost decimal point in the Licensed Software's version designation (i.e., 5.1.0 designates the Licensed Software as part of Release 5). —Software Final Acceptance means the date upon which Citycertifies thatthe Licensed Software is functioning in Productive Use,for all intended users, without Malfunction,after all acceptance testing, including final acceptance testing, is complete. _Software Support Services means that the support services are generally technical support or break/fix services that are delivered for specific software products. These services Include revenue j derived from long-term technical-support contracts or pay-as-you-go, incident-based support. Software support services typically include remote troubleshooting capabilities, installation assistance and basic usability assistance. Remote troubleshooting capabilities may be delivered via telephone and online communication media or without human assistance through automated means that reside on the customer's device or are available on the Web. 2.0 Indemnification Contractor shall defend, indemnify and hold the city of Kent, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries,damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with Contractor's performance of this Agreement,except for that portion of the injuries and damages caused by City's negligence. City's inspection or acceptance of any of Contractor's work when completed shall not be grounds to avoid any of these covenants of indemnification. i Should a court of competentjurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of Contractor and City, its officers, officials, employees, agents and volunteers, Contractor's liability hereunder shall be only to the extent of Contractor's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES CONTRACTOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW,SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION.THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. 3.0 Dispute Resolution i 3.1 Best Efforts The parties agree to use their best efforts to prevent and resolve potential sources of conflict before they escalate into dispute,claims,or legal actions. 3.2 Resolution Process The parties agree to use their best efforts to resolve disputes arising out of or related to this Agreement using good faith negotiations by engaging in the following dispute resolution process should any such disputes arise: 3.2.1 Level One—City's project manager and Contractor's project manager shall meet to discuss and attempt to resolve the dispute in a timely manner. If they cannot 2013 D-16 I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System resolve the dispute within seven (7)business days, either party may refer the dispute to Level Two. 3.2.2 Level Two—City's Chief Administrative Officer and Contractor's chief executive officer shall meet to discuss and attempt to resolve the dispute in a timely manner. 3.2.3 Litigation—If the parties are unable to settle any dispute, difference or claim within seven (7)calendar days of the commencement of the Level Two escalation, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County,Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties'performance of this Agreement,each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; Provided. however, nothing In this paragraph shall be construed to limit City's right to indemnification under Section 4,1 of this Agreement. 4.0 General Terms and Conditions 4.1 Fees and Payment Terms All undisputed invoices are payable in U.S. dollars within thirty(30)days from the date of Contractor's invoice, 4.2 City Responsibilities and Access City will reasonably cooperate with Contractor and will: 4.2.1 Give Contractor physical access to City's site during normal working hours(or as otherwise agreed), and office space and equipment, telephone service, programming facilities, and other reasonable administrative and infrastructure support as needed for Contractor to deliver services. 4.2.2 Give Contractor remote Internet access to the servers on which the Licensed Software resides. 4.2.3 Make available knowledgeable City staff to answer questions and make decisions when necessary relating to the services being performed by Contractor. 4.2.4 Provide timely responses and approvals to Contractor. 4.2.5 Conduct regular backups of Contractor's servers and all other City data, with backups made available to Contractor if needed for data restoration. 4,2.6 Give Contractor reasonable notice before(1) implementing major updates to the operating system or database management system supporting Licensed Software, (2) moving Licensed Software to a server with different processor characteristics, or(3) hardware on which the Licensed Software resides is moved to a new location in the network. Contractor shall comply with all of City's security procedures regarding such access. Contractor shall use such access solely for performing its obligations hereunder and Contractor shall be liable for any breach of City's systems arising from Contractor's access or use of City's passwords or access rights. � I 4.3 Confidentiality Parties acknowledge that they may receive information from one another or otherwise in connection with this Agreement or the performance of the services. Except for information in the public domain, unless such information falls into the public domain by disclosure or other acts of disclosing Party or through the fault of the disclosing Party, the receiving Party agrees: 4.3.1 To maintain this information in confidence. 4.3.2 Not to use this information other than in the course of this Agreement. 4.3.3 Not to disclose or release such information except on a need-to-know only basis. 2013 D-17 III i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 4.3.4 Not to disclose or release such information to any third person without the prior written consent of disclosing Party, except for authorized employees or agents of receiving Party. 4.3.5 To take all appropriate action,whether by instruction, agreement or otherwise, to ensure that third persons with access to the information under the direction or control or In any contractual relationship with receiving Party do not disclose or use, directly or indirectly, for any purpose other than for performing the Services during or after the term of this Agreement,any material or information, including the information,without first obtaining disclosing Party's written consent. The receiving Party is fully responsible for any authorized or unauthorized collection, storage, disclosure and use of, and access to,disclosing Party's proprietary information. Receiving Party shall implement and maintain administrative, physical and technical safeguards that prevent any collection, use or disclosure of, or access to, disclosing Party's proprietary information that this Agreement does not expressly authorize. Such safeguards shall include,without limitation, information security processes or procedures that meet the highest industry standards to safeguard disclosing Party's proprietary information. If Confidential Information is requested to be disclosed by receiving Party pursuant to a request received by a third party and such disclosure of the Confidential Information is required under applicable law, regulation, governmental or regulatory authority, receiving Party may disclose the Confidential Information after providing disclosing Party with written notice of the requested disclosure(to the extent such notice to disclosing Party is permitted by applicable law)and giving disclosing Party opportunity to review the request. If receiving Party receives no objection from disclosing Party within ten(10)days after providing notice to disclosing Party, it may release the Confidential Information. Notice of the requested disclosure of Confidential Information by receiving Party must be provided to disclosing Party within twenty-four(24)hours after receiving Party's receipt of notice of the requested disclosure and, upon disclosing Party's request, receiving Party shall seek to obtain legal protection from the release of the Confidential Information. i 4.4 Limitation of Liability Contractor's indemnification applies to all damages incurred by City or third parties,whether actual,direct, indirect, consequential or incidental. Except for Contractor's breach of its confidentiality obligations or damages arising out of Contractor's intentional misrepresentation, gross negligence or willful misconduct, both parties agree that Contractor's liability for any damages relating to this Agreement shall not exceed the greater of. (a) 1.5 times the fees payable to Contractor as provided for herein, (b) the actual amounts received by Contractor during the term, or(c)$2.0 million (two million dollars). I 4.5 Remedies 6.6.1 City Remedies Contractor is responsible for the cure of all breaches of this Agreement within the Cure Period.All such cures shall maintain the same or substantially similar levels of performance and capability of the Licensed Software. If Contractor does not comply with the Agreement within the Cure Period, City may recover damages of the types and within the limitations established in this Agreement. 4.6 Breach of Agreement The failure of a party to enforce any right under this Agreement may not be deemed a waiver of any Subsequent breach of this Agreement. No delay, failure, or default in performance of any obligation by either party, except obligations to make payments hereunder, constitutes a breach of this Agreement to the 2013 D-18 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System extent caused by events beyond the reasonable control of the defaulting or delayed party. 4.7 Communications All binding communications between the parties under this Agreement must be in writing and sent by personal delivery or by receipted delivery service to City at the respective addressee set forth below: City of Kent Attn:Steve Mullen, Transportation Engineer Manager Public Works Department 220 4rh Avenue South Kent,WA 98032 4.8 No Hire of Certain Employees Contractor agrees that until one year after the termination and non-renewal of Maintenance, Contractor will not hire, employ, retain (directly or indirectly), or contract for services directly with any current or former employee of City, without receiving prior written consent from City. i 5.0 Effective Date Although executed between the parties at or near the time of commencement of the implementation phase of Contractor's products and services, and although the parties acknowledge that they are bound by the terms of this Agreement, this Software License and Maintenance Agreement shall take effect when the agreement has been fully executed by both parties. IN WITNESS,the parties below execute this Agreement. CONTRACTOR: CITY OF KE Ty� By By _ — (signature) (signature _ Print Name: /'C-/C al(fkQ Pri t Name: uzette Cooke Title_5LNrc7,— 'lad,",a��. Title Mayor Date: J / Lf / _ Date: 02 _ NOTICES TO BE SENT TO: NOTICES TO BE SENT TO: CONTRACTOR: CITY OF KENT: Doug Terry,P.E. Stephen Mullen,Transportation Engineer '.. Aegis ITS Manager 3360 East La Palma Av City of Kent Anaheim, CA,92806 Kent,WA 98032 714-575-5701 (telephone) 714-630-1973 (facsimile) (253)856-5585(telephone) j _Ifacsimilel _ APPROVED AS TO FORM: Kent Law Department i 2013 D_19 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System I I Exhibit A STANDARD SOFTWARE LICENSE AND MAINTENANCE AGREEMENT Consideration and Payment Schedule for Aegis ITS LICENSE FEES 1. On execution of this Agreement(20%):$39,933.77 2. Upon satisfaction of delivery of Licensed Software(80%): $159,735.10 Unless Contractor is notified in writing of specific Type A or B Malfunctions, the City shall provide written certification of satisfaction of Licensed Software delivery once the last installed module of the Licensed Software is has been in Productive Use for 90 days. In the event that acts beyond the reasonable control of either party delay achievement of the Licensed Software delivery, any applicable delivery schedule shall be extended by a period of time equal to the time lost because of any such delay. In the event that the Contractor is notified of specific Type A or B Malfunctions, the 90-day period shall begin again once all identified Malfunctions have been corrected. ANNUAL SUPPORT AND MAINTENANCE FEES Contractor will invoice the City based 60 days prior to the beginning of the maintenance period.The first payment, in the amount of$12,929 and covering a period of 12 months, will be due upon the beginning of year two-use of the software. At each renewal period, Contractor may request price adjustments 60 days prior to the renewal date.In no event should any annual maintenance fees for any software products be increased by more than the lower of: (a)three percent(3%)of the previous year's maintenance fees. In no event should the maintenance factor used to calculate the annual maintenance fees exceed the—then current factor used generally by the Contractor to calculate annual maintenance fees for other licensees In the United States. ADDITIONAL LICENSES i The City shall have the right to purchase additional licenses as needed at the same unit price in the order form for two (2) years after the signing of this Agreement. Thereafter, annual adjustments for CPI may be applied to these unit prices, The City shall pay additional Maintenance for additional licenses at the same rate paid by the City for its then-current Maintenance program.When additional licenses are purchased during a then-current Maintenance period, fees shall be prorated to reflect the amount due for the remainder of the Maintenance period. 2013 D-20 Exhibit Software License Agreement Centracs°Advanced Traffic Management System Software Centracs Software License Agreement(ISLA) A7PORTANTI READ CAREFULLY; This Ceoane s SOFTWARE License Agreement 'ISLA" is a legal agreement between City/AgencyLicensee" and Econolite Control b ("ISLA") B g (" ) Products,Inc.("Licensor)for any and all Cenlmcs sollrvue praduct(s),which includes computer software and associated media,printed materials,and"online"or electronic documentation("SOFTWARE")provided under the Agreement for Professional Services contract.By installing,copying,or otherwise using the SOFTWARE,),on the License agree to be bound by the terms of this ISLA.If you do not agree to the terms ofthis ISLA,you may not use the SOFTWARE. SOFTWARE License The SOFTWARE is protecled by copyright laws and international copyrighttrealies,as well as other ioldlecmal property laws and treaties.The SOFTWARE is licensed,not sold. j This ISLA grants you the following rights: • You may install and use the Cenrmas Communications Server SOFTWARE an one(1)computer(s)located on City/Agency premises. • You may install and use the Contract Traffic Applications/rile Server SOFTWARE on one computer(s)located on City/Agency premises. • You mayirand use the Cenbacs workstation SOFTWARE on two(2)workstation(s)located on the premises of City/Agency or ugency,partheners/cansuhants. I • You mayuot reverse engineer,decompile,or disassemble The SOFTWARE,except and only to the extent that suchnctivity is expressly permitted by applicable law,notwithstanding this limitation. • The SOFTWARE is licensed as a single product.Its component parts may not be separated for use on more than one computer. - • You may not rent or lease the SOFTWARE. • Willa nl prejudice to any other rights,Econolite Control Products,Inc.may terminate this ISLA if you fail to comply with the Icons '.. and conditions of this ISLA.In such event,you most destroy all copies of the SOFTWARE and all of its component parts. SOFTWARE Ownership Any Centracs sofivme("Softwore")that is made available from Econolite Control Products,is the cupyrighted work of Econolite Control Producls,Inc.and/or its suppliers or othem that have licensed material to Econolite Control Products,Inc..Use of the SOFT WARE is governed by these Terms of Use and ISLA contained therein. The SOFTWARE is made available for use by customers of Econolite Control Products,Inc.and/or its subsidiaries,distributors,authorized '. agents or representatives or suppliers,according to this ISLA.Any reproduction or redistriIn lion of the SOFTWARE not in accordance with the Terns of Use is expressly prohibited by law.You may not install any Centracs SOFTWARE unless you agree to these Terms of Use in their entirety. Warranties Econolite Control Products,Inc.agrees to provide City/Agency with one year of warranty support of the SOFTWARE beginning upon completion of acceptance testing of the SOFTWARE.This support will cover all SOFTWARE components provided by Econolite Control I. Products,Inc.SOFTWARE components provided by others,(including any and all area maps and intersection graphics)will not be included in this warranty. SOFTWARE Copyright The SOFTWARE is marketed by Econolite Control Products,Inc.in part under a perpetual license of certain copyrighted Works of others as to I, ceriairi elements and in part as the copyrighled work ofFconolite Control Products,Inc, Use of the SOFTWARE is governed by thetennsofthis Agreement,certain of the terns of Which relate to or incorporate other agreements respecting intellectual property contained in the SOFTWARE. The SOFTWARE is protected by copyright laws and international treaty provisions.'Therefore,you must treat the SOFTWARE like any other copyrighted material.You may not copy the printed materials accompanying the SOFTWARE. Restricted Rights Legend Any SOFTWARE-which is provided for or on behalf of the United States of America or for Oren behalf of Licensee,their agencies and/or instrumentalities('U.S.Government)is provided with Restricted Rights.Use,duplication,or disclosure by the U.S.Oovernment is subject to restrictions as setforth in Federal Acquisition Regulations subparagraph(c)(1)(ii)of the Rights in Technical Data and Computer SOFTWARE clause at DFARS 252.227.7013 or subp nal mps(c)(1)and(2)of the Commercial Computer SOFTWARE-Restricted Rights at 48 CFR 52.227-19,as applicable,'the manufacturer is Econolite Control Products,Inc.,3360 E.La Palma Ave,Anaheim CA 92806,(714)630-3700. AN Y RIGII'I'S NOT EXPRESSLY GRANTED HEREIN ARE RESERVED. 1.Cenbacr is a registered trademark of Econolite Control Products,Inc. Exhibit C ae$,6],N i's M Emoolile Group company ITS Sample Software Maintenance Agreement This agreement is for Centracs software maintenance to be pi ovided by Aegis ITS(hereafter referred to as"Aegis")to the City of XXX(hereafter referred to as"Agency")as follows: Products Covered This agreement covers systems maintenance support of the base Centracs system software licensed to Agency. This agreement does not cover third party commercial off the shelf(COTS)software(even if that software is required for correct system operation),system hardware,communications equipment,or field equipment and software unless that software falls under the base Centracs system software license agreement. Period of Coverage This coverage is valid for one calendar year(1-year)from the commencement date of this agreement. Thereafter the annual fee for systems maintenance agreement may be renegotiated by the patties not less than 60 days prior to the expiration of the period of coverage. 4 Coverage Aegis provides three options for continued software support and annual upgrades: • Bronze—Provides for one annual upgrade for the supported software. Upgrades will be '.. performed via a remote connection provided by the Agency. Technical support and services are provided via remote support. • Silver—Provides one annual upgrade for the supported software. Upgrades will be performed during a one-day(1-day) on-site visit by an Econolite engineer. Technical support and services are provided via remote methods. 1 • Gold—Provides one amoral upgrade for the supported software, Upgrades will be performed during a three-day(3-day)on-site visit by an Econolite engineer. Informal refresher training is provided during the on-site visit along with the upgrade as needed. Technical support and services are provided via remote methods. Technical Support Technical support and service from Aegis shall be provided by remote methods unless on-site support is requested by Agency or Aegis deems necessary. In the event on-site support is provided,Aegis at its option may invoice for time,travel and lodging as identified in the provisions below. Technical support hours of operation: 8:00am to 5:00pm (A1a1117tain Time)/M077day—Friday except for holidays recognized by Aegis. Support requests received outside normal hours of operation are generally responded to within 24 hours. Technical Support Contact Information: Local Account Manager or,Phone:714.6303700 or 800.225.6480 or, Online at www.ecouolite.coni I An Econollle Group Company ITS Provisions 1. Payment is due at the commencement of the annual maintenance period. To be paid to Aegis within 30 days of Agency's receipt of proper invoice. 2. Aegis may invoice Agency for any time,travel and lodging costs required for support or upgrades. j One on-site,annual visit is included for the silver and gold support agreements; additional visits may be invoiced accordingly. Aegis may invoice up to but not exceed$225.00 per hour. Invoice to be paid to Aegis according to standard payment terms. 3. In the event remote access is granted(required for Bronze agreement),the Agency shall maintain a dedicated telephone line,or VPN(Virtual Private Network)connection for remote access to the system by Aegis. Aegis will provide support services by means judged appropriate by Aegis. Such means may include,without limitation,remote access to Agency conrputer(s),remote telephone consultations,and the provision of written documentation and other materials to Agency,by mail or electronic means, Response thne for requests for remote support shall be kept corder 24 hours. 4. In the event that hardware,operating system,or other P party software,in use by the Customer,is deemed by Aegis not to be sufficient for installation of an Upgrade Release,then the Customer shall be responsible for the cost of any new hardware or software as may be required. 5. In the event that Aegis identifies a fault or failure in software or hardware not covered under this agreement,which affects the operation of the ATMS,then Agency agrees to take prompt action to L correct such faults and failures. Upon correction of said failures,Aegis shall ensure that the ATMS is restored and operational within five(5)working days. 6. In the event that Aegis identifies a fault or failure in Aegis developed software or manufactured hardware covered under this agreement,which affects the operation of the ATMS,Aegis shall ensure that the system is restored and operational within 5 working days. If the failure is due to thirdparty hardware or software,provided by Aegis,Aegis will ensure that the system is restored within 5 days of the third party replacing or repairing the items which they supplied. 7. This agreement may be voided at the option of Aegis if Agency modifies any part of the ATMS software where source code has been provided. Aegis will determine,in its discretion,if these modifications impede the ability to provide continued support and system upgrades. 8. A software upgrade may require hardware and third party COTS software(e.g.operating systems, database servers,drivans,etc)upgrades to ensure the performance and functionality of the system. Aegis will provide details of minimum system requirements and the systern will be upgraded at Agency's cost to meet or exceed these requirements at least one week prior to the base ATMS software upgrade. 9. This upgrade may not support all the functionality of the previous version of the ATMS.Prior to the, upgrade,Aegis will provide Agency with release notes for the new product that describes new and modified functionality. It is not anticipated that any core functionality will be lost,however support for obsolete field devices may not be included in future system upgrades. 10. There shall be no thirdpaity,applications loaded onto any server,workstation or laptop accessing or forming part of the ATMS without the prior approval of Aegis. 11. This agreement specifically excludes damage to the ATMS caused by the following:accident, j unusual physical,electrical,electromechanical stress,neglect,misuse,failure of electric power, environmental conditions,transportation,or operating with operating systems,media or other software programs or use with hardware not approved by Aegis. 12, Aegis is not responsible for obsolescence of the ATMS that may result from changes in Agency computer or informational needs requirements or from changes in Agency's operational hardware or software programs. ' I i i i Um g i s An Ewnellle Group Company 13. Aegis warrants the ATMS will perform as defined in the published product specification provided that:(a)the ATMS is used only with the hardware approved by Aegis and in accordance with Aegis's documentation and use instructions; (b)the hardware is in good operating condition at all times and is installed in a suitable operating environment and is regularly maintained in accordance with the user documentation provided by Aegis or the manufacturer;(c)any error or defect in the ATMS is not caused by Agency,its employees,agents,contractors,or any third party. I'I 14. Major system upgrades that include new features and functions also include new ATMS user manuals. New documentation is not generated for minor system upgrades to correct errors. Coverage Gold $XXX for 1 Year *Price does not include tax i Coverage Effective Commences I Year from the date of Ceuracs Acceptance l Signatures below indicate contractual agreement with the terms and conditions herein. i XXXX: Aegis ITS: Signature Signature Print Print I Title Title Date � III i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System STANDARD IMPLEMENTATION SERVICES AGREEMENT EXHIBIT D PRODUCT ORDER FORM [COMPLETED PRODUCT ORDER FORM FROM THE CONTRACTOR'S PROPOSAL TO BE ADDED AFTER CONTRACTOR SELECTION.] l I 2013 0-22 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System i RFP APPENDIX E STANDARD IMPLEMENTATION SERVICES AGREEMENT AGREEMENT FOR CONTRACTOR SERVICES BETWEEN CITY OF KENT AND Aegis ITS, Inc. This Agreement dated July 9,2014, is made and entered into between City of Kent, hereafter referred to as—the City and Aegis ITS, Inc. hereafter referred to as"CONTRACTOR." W I T N E S S E T H WHEREAS, CITY requires the services of a contractor to render certain technical and professional services on the Traffic Signal Management System Implementation Project as described below; and WHEREAS, CONTRACTOR has available and offers to provide personnel and facilities necessary to accomplish the work within the required time: NOW, therefore,the City and CONTRACTOR agree as follows: GENERAL PROVISIONS Article 1. Scope of Consulting Services 1.1 The CONTRACTOR agrees to perform those services which are described in the Statement of Work(Exhibit A)which is attached to, and incorporated in,this Agreement. Article 2, Authorization 2.1 Specific authorization to proceed with the work described in Exhibit A shall be granted in writing by the City. CONTRACTOR shall not proceed with the work unless it is authorized.This authorization shall set forth the date of commencement of the work and the schedule of progress and completion. The CONTRACTOR shall commence the work immediately upon receipt of a written Notice to Proceed. Article 3. Compensation 3.1 For the services described in Exhibit A which are to be performed by CONTRACTOR, The City agrees to pay, and CONTRACTOR agrees to accept,compensation in accordance with the schedules set forth in Exhibit B, Consideration and Payment Schedule,which is attached to, and incorporated in this Agreement. 2013 E-1 CITY OF KENT WA Request for Proposals for a Traffic Signal Management System Article 4. Warranty 4.1 CONTRACTOR warrants that: (1) It will perform the Services in a professional and workmanlike manner, in accordance with the standards of performance generally accepted in the software industry in the Puget Sound region. (2) It will strictly comply with the descriptions and representations as to the Services (including performance capabilities,accuracy,completeness,characteristics, specifications,configurations,standards,function and requirements)which appear in this Agreement and in Contractor's response to City's Request For Proposals for a Traffic Signal Management System, dated February 3, 2014 and as amended during the best and final offer discussions (3) The Services will not be in violation of any applicable law, rule or regulation, and CONTRACTOR will have obtained all permits required to comply with such law and regulations (4) The Services will not violate, or in any way, infringe upon the rights of third parties, including property, contractual,employment,trade secrets,proprietary information and nondisclosure rights, or any trademarks, license,copyright or patent rights i (5) Entry into and performance of this Agreement is not limited in any way by any loan, security, financing, contractual or other agreement to which Contractor is a party (6) Errors oromissions committed by Contractor in the course of providing services shall be remedied promptly and timely by Contractor at its own expense Article 5. Integration 5.1 This Agreement, its exhibits, CONTRACTOR's Response to the RFP, and CONTRACTOR's demonstration materials represents the entire understanding of the City and CONTRACTOR as to the installation, training and implementation of the CONTRACTOR's products and software. No prior oral, understanding shall be of any force or effect with respect to this Agreement. This Agreement may not be amended, modified or altered except in writing signed by the authorized representative of both parties. Article 6. Ownership of Work Product 6.1 Excluding Licensed Software,all designs, drawings, specifications, notes,artwork, and other work developed in the performance of this agreement are produced for hire and remain the sole property of the City and may be used by the City for any other purpose without additional compensation to the CONTRACTOR. The CONTRACTOR agrees not to assert any rights and not to establish any claim under design patent or copyright laws, 6.2 The CONTRACTOR, for a period of three years after final payment under this contract, will, at the request of the City, furnish(or,if the City so requests, provide access to) all materials of any kind in any format related to this Agreement that the CONTRACTOR has retained at its business location(s)within five(5) business days of the City's request. j Unless otherwise directed by the City, the CONTRACTOR may retain copies of all the materials. 2013 E_2 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System i Article 7. Performance and Schedule 7.1 In performing the Services, the CONTRACTOR will comply with the descriptions and representations as to the Services(including staffing assigned, skills of assigned staff, performance capabilities, accuracy,completeness,specifications,standards,function and requirements) set forth in Exhibit A. The City will meet its obligations set forth in Exhibit A. 7.2 Time is of the essence In this Agreement. CONTRACTOR agrees to coordinate its work to ensure its timely completion, no later than September, 2015, and shall immediately notify the City of any anticipated delays or causes or casualties beyond CONTRACTOR's control which may affect the work schedule. CONTRACTOR agrees to complete the work In Exhibit A in accordance with the activity schedule shown in Exhibit A. 7.3 Parties shall not be considered in default because of any delays in completion and responsibilities hereunder due to causes beyond the control and without fault or negligence on the part of the parties, including but not restricted to, natural disaster, war, civil unrest, volcano, earthquake, fire, flood, epidemic, quarantine restriction, area-wide strike, freight embargo, unusually severe weather or delay of subcontractor or supplies due to such cause. Parties shall make all reasonable efforts to remove or eliminate such a cause of delay or default and shall, upon cessation of the cause, diligently pursue performance of its obligation under the Agreement. Article 8. Change in Scope of Work 8.1 The City may request or CONTRACTOR may recommend, that CONTRACTOR perform work in addition to or different from that delineated in the original Statement of Work, and may delete work from the Statement of Work, and/or change the schedule. Upon the City's request for additional or changed work, CONTRACTOR shall promptly provide a cost estimate and written description of the additional or changed work. Prior to any such addition,change,or deletion to the work or schedule change,the City and CONTRACTOR shall negotiate an adjustment of compensation and time for completion. Additional or changed work is subject to contract rates. The parties will agree to the terms or amount of the additional or changed work within twenty-one(21)calendar days, unless they mutually agree to extend that time. If they are unable to reach agreement, they shall resolve the dispute under the claim and dispute resolution process established in this Agreement. The Scope of Work and compensation to CONTRACTOR shall thereafter be as described in Exhibits A and B and shall specify the time for completing the work.All terms and provisions of the Agreement, except as expressly modified by such addition, change, or deletion to the work or schedule change, shall remain in full force and effect, including, but not limited to, "Warranty"and"Insurance and Indemnification."The City will not be required to pay for any additional or changed work rendered in advance of the execution of the modification to the Agreement covering the additional or changed work. The products,work,or services required to fix the software defects in the baseline software will not be considered additional or changed work. Article 9. Termination or Abandonment 9.1 The City has a right to terminate or abandon any portion or all of the work by giving ten (10)calendar days prior written notice. In such event, the City shall be given title immediately to all work products and other documents developed for that portion of the work completed and/or being abandoned.The City shall pay CONTRACTOR for services for any portion of the work being terminated which were rendered prior to termination at the stated contract rates. If said termination occurs prior to completion of any task of the project for which a payment request has not been received, the fee for services performed during such tasl(shall be based on an amount mutually agreed to by the City and CONTRACTOR of the portion of such task completed but not paid prior to said termination. The City shall not be liable for any costs other than the fees or portions thereof which are specified herein. 2013 E-3 '.. CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 9.2 If the CONTRACTOR neglects to perform the Services properly or otherwise fails to comply with the requirements of this Agreement, the City must notify the CONTRACTOR in writing of such default(a—Default Notice). Upon receipt of a Default Notice,the CONTRACTOR must either correct the default at no additional cost to the City, or issue a written notice of its own explaining in detail why it disputes the alleged default, in either case responding within fifteen calendar days immediately following receipt of a Default Notice. If the CONTRACTOR fails to correct the default, or issue a good faith notice disputing the alleged default,within this fifteen day response period, the City may terminate, in its sole discretion, the entire Agreement or the part of this Agreement relating to the provision of Services subject to the Default, and in such case will be responsible for payment to the CONTRACTOR of only that part of the fee earned by the CONTRACTOR for those Services performed up to the time of communication of such notice of termination to the CONTRACTOR. 9.3 Termination of this Agreement shall not affect any right of action of either party arising from anything which was done or not done, as the case may be, prior to the termination taking effect. Article 10.Dispute Resolution 10.1 The parties agree to use their best efforts to prevent and resolve potential sources of conflict before they escalate Into dispute,claims, or legal actions. 10.2 The parties agree to use their best efforts to resolve disputes arising out of or related to this Agreement using good faith negotiations by engaging in the following dispute resolution process should any such disputes arise: (1) Level One--The City's project manager and CONTRACTOR's project manager shall meet to discuss and attempt to resolve the dispute in a timely manner, If they cannot resolve the dispute within seven business days, either party may refer the dispute to Level Two. (2) Level Two—The City's general manager and CONTRACTOR'S chief executive officer shall meet to discuss and attempt to resolve the dispute in a timely manner. (3) Litigation—If the parties are unable to settle any dispute, difference or claim within seven calendar days of the commencement of the Level Two escalation, the exclusive means of resolving that dispute, difference or claim, shall only be by filing suit exclusively under the venue, rules and jurisdiction of the King County Superior Court, King County,Washington, unless the parties agree in writing to an alternative dispute resolution process. In any claim or lawsuit for damages arising from the parties' performance of this Agreement, each party shall pay all its legal costs and attorney's fees incurred in defending or bringing such claim or lawsuit, including all appeals, in addition to any other recovery or award provided by law; provided, however, nothing in this paragraph shall be construed to limit the City's right to indemnification under Article 14 of this Agreement. I Article 11.Limitation of Liability 11.1 Except for(a)the CONTRACTOR'S indemnity obligations hereunder, (b)the CONTRACTOR'S breach of its confidentiality obligations,or(c)damages arising out of the CONTRACTOR'S intentional misrepresentation,gross negligence or willful misconduct, both parties agree that the CONTRACTOR'S liability for any damages relating to this Agreement shall not exceed the greater of(1) 1.75 times the fees payable to the CONTRACTOR as provided for herein, or(2)the actual amounts received by the CONTRACTOR during the term, or(3)2.0 million dollars. 2013 E-4 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Article 12.Confidentiality 12.1 Notwithstanding any other provision of this Agreement, the CONTRACTOR acknowledges that the City is a governmental entity in the State of Washington and is subject to applicable public records law, and that the City may be required to release certain information in response to requests for public information. 12.2 In the event the City receives a public,judicial,or governmental request, requirement, order or otherwise, to disclose any of the CONTRACTOR's information that is confidential under this Agreement, the City will promptly notify the CONTRACTOR in order to provide the CONTRACTOR with sufficient time to object to disclosure of the information. The CONTRACTOR shall be solely responsible for initiating any legal action to prevent or limit the disclosure of CONTRACTOR's confidential information and for any and all expenses relating thereto. The City shall take reasonable and appropriate steps to cooperate with and assist the CONTRACTOR in objecting to or contesting such request, requirement, or order. 12.3 The CONTRACTOR acknowledges that it may receive information from the City or otherwise in connection with this Agreement or the performance of the Services. Except for information in the public domain, unless such information falls into the public domain by disclosure or other acts of the City or through the fault of the City, the CONTRACTOR agrees: (1) to maintain this information In confidence. (2) not to use this information other than in the course of this Agreement. (3) not to disclose or release such information except on a need-to-know only basis. (4) not to disclose or release such information to any third person without the prior written consent of the City, except for authorized employees or agents of the CONTRACTOR. (5) to take all appropriate action,whether by instruction, agreement or otherwise, to ensure that third persons with access to the information under the direction or control or in any contractual relationship with the CONTRACTOR, do not disclose or use, directly or indirectly, for any purpose other than for performing the Services during or after the term of this Agreement,any material or information, including the information,without first obtaining the written consent of the City. 12.4 The CONTRACTOR shall comply with the City's applicable written privacy and security policies that will be provided to the CONTRACTOR. Compliance with the City's policies shall not otherwise relieve CONTRACTOR of its duties to protect the City's Confidential Information. 12.5 The CONTRACTOR is fully responsible for any authorized or unauthorized collection, storage, disclosure and use of,and access to, the City's proprietary information. The CONTRACTOR shall implement and maintain administrative, physical and technical safeguards that prevent any collection, use or disclosure of, or access to,the City's proprietary information that this Agreement does not expressly authorize. Such safeguards shall include,without limitation, an information security processes or procedures that meets the highest industry standards to safeguard the City's proprietary information. Article 13.Insurance 13.1 The CONTRACTOR shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the CONTRACTOR, their agents, representatives,employees or subcontractors. (1) The CONTRACTOR shall obtain the minimum scope of insurance, including the types described below: 2013 E-5 '':. CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System a. Automobile Liability insurance covering all owned, non-owned, hired j and leased vehicles. Coverage shall be written on Insurance Services Office (ISO)form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. b. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors,products-completed operations, personal injury and advertising injury,and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide the Aggregate Per Project Endorsement ISO farm CG 25 03 1185.The City shall be named as an insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City using ISO additional insured endorsement CG 20 10 11 85 or a substitute endorsement providing equivalent coverage. c. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. d. Professional Liability insurance appropriate to the Contractor's profession and if available to the Contractor. (2) The CONTRACTOR shall maintain the following minimum amounts of insurance limits: a. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of$1.000,000 per accident. b. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate, and a$1,000,000 products-completed operations aggregate limit. c. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and$1,000,000 policy aggregate limit. (3) Other Insurance Provisions include insurance policies to contain, or be endorsed to contain,the following provisions for Automobile Liability and Commercial General Liability insurance: a. The Contractor's insurance coverage shall be primary insurance as respect the City.Any Insurance, self-insurance,or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. b. The Contractor's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty(30)days prior written notice by certified mall, return receipt requested, has been given to the City. c. The City shall be named as an additional insured on all policies(except Professional Liability)as respects work performed by or on behalf of the contractor and a copy of the endorsement naming the City as additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all required insurance policies.The Contractor's Commercial General Liability insurance shall also contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the Insurer's liability. (4) The CONTRACTOR's insurance is to be placed with insurers with a current A.M. Best rating of not less than A;VII. 2013 E g i i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System (5) The CONTRACTOR shall furnish the City with verification of coverage and original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement,evidencing the insurance requirements of the Contractor before commencement of the work. (6) The CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the same insurance requirements as stated herein for the Contractor. Article 14.Indemnification 14.1 Contractor shall defend, indemnify and hold the City, its officers,officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorney fees, arising out of or in connection with the Contractor's performance of this Agreement,except for that portion of the injuries and damages caused by the City's negligence. The City's inspection or acceptance of any of Contractor's work when completed shall not be grounds to avoid any of these covenants of indemnification. Should a court of com potent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, its officers, officials,employees, agents and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONTRACTOR'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE,TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION,THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement Article 15.Successors and Assigns 15.1 All of the terms, conditions, and provisions hereof shall inure to the benefit of and be binding upon the parties hereto, and their respective successors and assigns; provided, however, that no assignment of this Agreement shall be made without written consent of the parties to this Agreement. 15.2 Any attempt by CONTRACTOR to assign or otherwise transfer any interest in this Agreement without the prior written consent of the City shall be void. Article 16.Notices 16.1 Any notice or instrument required to be given or delivered by this Agreement may be given or delivered by depositing the same in any United States Post Office, registered or certified, postage prepaid,addressed to: City of Kent 220 4th Avenue South Kent,WA 98032 Attn:Steve Mullen, Transportation Engineering Manager Ili 2013 E-7 'I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Article 17.Governing Law 17.1 This contract is governed by the laws of the State of Washington.All actions concerning this contract shall be brought in the Superior Court of the State of Washington. Article 18.Conflicting Provisions 18.1 In the event a conflict exists among the following agreements and/or documents that have been dually accepted by the City and CONTRACTOR, the order of precedence for conflict resolution is: (1) Any agreed changes to this Implementation Services Agreement (2) Statement of Work(Exhibit A) (3) Consideration and Payment Terms(Exhibit B) (4) Contractor's Responsibility for Functional Requirements(Exhibit C) (5) The City's Request for Proposals for a Traffic Signal Management System, dated . (6) Contractor's response to the City's Request for Proposals for a Traffic Signals Management System,dated February 24, 2014 18.2 All contents of the City's Request for Proposals,dated February 3, 1024, as amended on July 9,2014 (RFP),and the CONTRACTOR'S proposal, as amended during best and final offer discussions(Proposal), are incorporated into this contract. Article 19.Execution IN WITNESS, the parties below execute this Agreement,which shall become effective on the last date entered below. CONTRACTOR: CITY OF By' By: 'l (signature)) (signature) Print Name: V I`6, _./(//me, l9 mt Na e: Suzette Cooke Title Nro/' �SSO c c! 7� Tit e: Mavor Date: �� � _._... Date: FAnaheim, CA, 8E SENT TO: I OTICES TO BE SENT TO: I, R: ITY OF KENT: .E. tephen Mullen,Transportation Engineering Aegis anager Palma Av ity of Kent 92806 20 Fourth Avenue South ent,WA 98032 714-575-5701 (telephone) 714-630-1973(facsimile) (253)856-5585(telephone) (253)856-6500(facsimile) APPROVED AS TO FORM: Kent Law Department I 2018 _ E-8 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System STANDARD IMPLEMENTATION SERVICES AGREEMENT Exhibit A STATEMENT OF WORK 1.0 Introduction This fixed price Statement of Work(—SOW)Is made by and between Contractor and the City.This SOW documents the roles and responsibilities of the parties,and the Services and Deliverables that the Contractor will provide to the City. The remainder of this Exhibit A consists of the following sections: 2. Definition of Terms 3. Scope 4. Staffing 5. Kent Deliverables 6. Contractor Deliverables i 7. City and Contractor Responsibilities and Access 2.1 Definition of Terms 2.2 —Agreement means this Implementation Services Agreement,including all of its Exhibits and all instruments supplementing,amending,or confirming this Agreement. 2.3 —Amendment meanswritten documentation between Contractorand Cityevidencing their agreement to change particular aspects of this Agreement. 2.4 —The City means the City of Kent,Washington. 2.5 —ComputerSystem means a computing environment,including servers,operating systems, database management systems,communications components,and necessary peripheral devices. 2.6 —Contractor means Aegis ITS and its successors. 2.7 —Deliverable shall mean all Deliverable work products specified in Exhibit A,Statement of Work. i 2.8 —Go-Live means the date upon which the City first uses the Licensed Software for Productive Use. 2.9 —Hardware means the computing equipment upon which the Licensed Software operates. 2.10 —Licensed Software means Contractor's proprietary application software identified in a separate Licensing and Maintenance Contract between the Contractor and the City. 2.11 —Malfunction means a defect of the Licensed Software that degrades its use.Three levels of Malfunction classifications(Type A, Type B, and Type C)are further defined as follows' 2,11.1 Type A Malfunction—This is an error, bug, or discrepancy that delays or inhibits the primary functionality of the Licensed Software or a Malfunction that has the potential to corrupt Licensed Software data. Contractor will respond to all reported Type A Malfunctions within 30 minutes of receiving notification of the Type A Malfunction. Correction of this type of malfunction will begin as soon as the Type A Malfunction is verified by Contractor. Contractor will assign its technical staff immediately for continuous work until the reported malfunction has been resolved. If such a problem is not resolved within 24 hours after receipt of report from Customer, and verification by Contractor, Contractor will escalate its efforts toward resolution by adding staff and/or sending technical/support staff to the customer's location. 2013 E 9 I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 2.11.2 Type B Malfunction—This is a defect of the Licensed Software that degrades its use. Contractor will respond to all reported Type B Malfunctions within two hours of receiving notification of the Type B Malfunction. This type of malfunction will be corrected within two business days of the verification of the malfunction by Contractor. 2.11.3 Type C Malfunction—This is a condition when the user is attempting to utilize the product in conformance with the User Manual and the resulting condition produces results which are incorrect but the reporting user has other means to work within the limitation of the reported malfunction. This includes all malfunctions that are not considered Type A or Type B. Contractor will respond to all reported Type C Malfunctions within four hours of receiving notification of the Type C Malfunction. This type of malfunction will be corrected within five(5) business days. 2,12 —Material Malfunction means an error,bug,ordiscrepancy that delays or inhibits the primary i functionality of the Licensed Software or a Malfunction that has the potential to corrupt software data; also an accumulation of non-material Malfunctions that, considered together, satisfies the standard for materiality. Includes all Type A Malfunctions as defined in RFP Appendix D, Section 3.3 to the separate Licensing and Maintenance Contract between the Contractor and the City. 2.13 —Product Order Form means the Product Order Form(Exhibit D of this Agreement)entered into by Contractor and City. 2.14 —Productive Use means the Licensed Software is being used by City in a production environment. 2.15 —Release means each issuance of the Licensed Software,identified by the numeral to the left of the leftmost decimal point in the Licensed Software's version designation(i.e., 5.1.0 designates the Licensed Software as part of Release 5). 2.16 —Services are the activities necessary to complete the Contractor Deliverables included in Section 5 of Exhibit A. 2.17—Services Final Acceptance means the date upon which the City accepts Deliverable 17. Configured Licensed software in Productive Use.. 2.18 —Software means the program material in machine-readable or interpreted form,and may include, where appropriate, listings of either machine code or source code and related materials, including instructions and Documentation provided by the Contractor to the City, including any such programs provided subsequent to this Agreement, and including all copies made by the City. 2.19 —Statement of Work means the scope of work contained in Exhibit A delineating,among other things, the Services that will be provided by the Contractor to the City pursuant to this Agreement. Exhibit A may be amended or modified by mutual specific written agreement of the parties'respective representatives from time to time in accordance with the terms of this Agreement. 3.0 Scope This Statement of Work includes the work effort necessary to install, configure, interface,test, load with data,and implement for Productive Use city-wide Traffic Signal Management System sufficient to meet the functional requirements as listed in Exhibit C, Contractor's Responsibility for Functional Requirements. This consists of the Contractor products listed in the following table, as well as any other hardware and software necessary to meet the requirements, including distinct non-production environments necessary to support configuration, testing, and training. If, in order to successfully install and implement j Contractor's products and services, Contractor requires the City to purchase third-party hardware or software, Contractor warrants and guarantees that the specified third-party hardware and software products will operate within the performance requirements of the Contractor's system. If those third-party products or services meet the required specifications, but fail to operate within the performance requirements of Contractor's system, then Contractor, at its own cost, shall remedy that failure, including, without limitation, the 2013 E-10 i I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System performance of those products or services in the system, the compatibility of those products and services with Contractor's software, performance and data capacities, Contractor's personnel costs and related expenses due to time spent on problems with those third party products and services(including project delay casts),and any other impact on the City's or the Contractor's software or equipment or the project caused by the third party products or services that affects the overall system operation or performance, Centracs Base ATMS Advanced Traffic Management Software licensed to Per Signal 150 manage 150 signals with the capability to manage up to signals 300 signals No limit on users 4.1 Staffing Contractor will provide the following key staff to the Implementation effort: Nick Ullman Senior Associate Project Manager 144 64 Chris Flores ITS Engineer System conversion 210 64 �i, KeoniWasano Senior Engineer System conversion 200 64 Donnie Smith System Support Engineer Implementation and 40 32 Training Jeff Wolf Account Manager Account Manager N/A N/A Doug Terry COO Responsible Officer N/A NIA 4.2 Key Contractor Staff;Subcontracting The parties agree that the individuals listed above are essential to the Services to be provided to the City under this Agreement. The parties agree that: (a) Contractor shall not transfer or reassign such individual or individuals without first having obtained the express written approval of the City. If Contractor desires to make such transfer or reassignment. Contractor shall present to the City a qualified replacement. Such replacement shall be subject to the City's prior written approval. The City will respond in writing to all requests for transfer, reassignment, and replacement within ten(10) business days of receipt of the request. (b) Should such individual or Individuals no longer be employed by Contractor during the term of this Agreement, Contractor shall present to the City a qualified replacement. Such 2013 E-11 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System replacement shall be subject to the City's prior written approval. The City will respond in writing to all such requests for replacement within ten (10) business days of receipt of the request. (c) Contractor may not subcontract the Services or any portion of the Services to any third- party(including any independent contractor)without the prior written consent of City,which consent may not be unreasonably withheld. If City consents to the use of a subcontractor, then: (1)Contractor guarantees the subcontractor's performance; (ii)Contractor remains obligated under this Agreement for the performance of the subcontracted Services; (iii) Contractor must enter into a written agreement with the subcontractor obligating the subcontractor to comply with Contractor's obligations under this Agreement;and(iv) City has no obligations to the subcontractor and the subcontractor has no rights or remedies against City. Contractor may not impose on City a surcharge for any subcontractor fees. (d) Contractor will ensure that all staff, including subcontractors and joint venture partners, pass criminal background checks prior to beginning work under this Agreement.The results of the background checks will be reported to the City project manager before staff begins work on the project. 4.3 Right of City to Reject Employees or Subcontractors The City shall have the right to reject any of Contractor's employees or subcontractors whose qualifications or performance in the City's good faith and reasonable judgment do not meet the standards established by the City as necessary for the performance of the Services, provided that such rejection does not violate any applicable law or government regulation. 5.1 Contractor Deliverables This section defines the Deliverables that Contractor will create under this Agreement, along with associated acceptance criteria. At the City's option, a Delivery Expectation Document(DED)and a structured walkthrough may be required for each Deliverable. 5.2 Performance of Services Contractor will render all Services in a professional and workmanlike manner and in compliance with all schedules, timelines,and specifications agreed by the parties. In performing the Services, Contractor will comply with the descriptions and representations as to the Services (including staffing assigned,skills of assigned staff, performance capabilities, accuracy, completeness, specifications, standards,function and requirements)set forth in this Exhibit A. All Services will be coordinated with City's designated representative. Contractor shall use its best efforts to cooperate with City personnel and any other third parties that City hires to perform work related to the Services. Contractor shall use access rights granted solely for the proper execution of its duties and not to make them accessible or to disclose them to any third persons. Contractor shall not breach City's security and shall not compromise the physical or network integrity or security of City's facilities and equipment. For a given activity, all labor effort not explicitly assigned to City staff will be performed by Contractor personnel. i I 2013 E-12 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System i 5.3 Acceptance of Services All Services rendered will be accepted in accord with Deliverable acceptance criteria specified below. Deliverable f Basellne Detailed Project Schedule(written) ', Purpose, Before significant work occurs,a mutually agreed-upon project schedule is required to serve as the baseline for the project,and to identify the specific tasks and resource levels necessary to timely deliver the elements in the Statement of Work. Con(ei it:' A hierarchical work breakdown structure,Including task schedules and resource assignments broken down to a sufficient level of detail to allow effective project control. Acceptance The City project manager will provide comments on the baseline detailed project plan within 5 business days of receipt. If comments are received,the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. yCity` Provide input to facilitate Contractor's development of the detailed project schedule. Responsibillty;; . ''.. bfher11, Initial project plan to be delivered within two(2)weeks following project initiation. '. Project plan updates will be made as mutually agreed by project managers.This < Deliverable will be provided as a Microsoft Project 2010 file. i l7eliveralile 2 Hardware Specifications (written) Purpose.• To provide the City with all necessary specification to enable preparation of the City's data center for installation of the Hardware and Licensed Software at least 45 days prior to the scheduled installation. Hardware and system software shall have sufficient capacity to provide reasonable response time to the City's users for all online transactions,ad hoc queries,and scheduled reports. Content` Detailed specifications of the hardware and associated environmental requirements for the proposed system. cceptance The City will provide comments on the Hardware Specifications within 15 business days of receipt. If additional drafts are required before acceptance of the Hardware Specifications, the City will provide comments on the Hardware Specification within 15 business days of receipt. If comments are received, the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. City _ i Provide information necessary to support specification development. Provide timely lit Responsibility review of hardware specification Deliverables. Other, '. i i 2013 E-13 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 3, Meetings and Status Reports (written/activity) � Purpose To provide clear on-going communications to any and all interested parties concerning the status of the project. Content a 1. A semi-monthly report containing sufficiently detailed information to enable the City - to determine the status of the project and of any variance from the detailed project j plan.The status report will include,at a minimum: (a) Technical status of the project including Deliverable status,configuration status,and forecasted Deliverable status for the next reporting period (b) Resource status for the project including staff utilization. (c) Schedule status for the project including task status, milestones completed, phases completed,schedule trends and schedule summary (d) Issues,risks,and resource constraints which are affecting or could affect progress including the proposed or actual resolution J (a) Proposed changes to the project schedule,reasons for the changes, and approval/disapproval determination for any proposed changes (f) Updated detailed project schedule with approved changes highlighted !, 2. Weekly project status meetings will be held with the project team;the project schedule and schedule will be updated for these meetings at least bi-weekly.The purpose of these meetings is to track project progress and Deliverable status, evaluate any corrective actions that may be required, and to plan the following week's project activities.Changes to the project schedule to mitigate issues and risks to ensure the project remains on schedule will be the primary focus of these meetings 3. The Contractor is also expected to conduct stand up meetings on an as-needed basis with targeted audiences to facilitate the resolution of critical issues,prepare for go live, and to provide post-implementation support. Acceptance J The City project manager will provide comments on the status reports within five(5) business days of receipt.If comments are received,the City project manager and the + Contractor will mutually agree on a timeframe and steps for finalizing the Deliverable for -:' City approval and acceptance. I City ` Ensure decisions are made timely and work with the executive steering committee and �!I Responsibildy the core project team to keep the project on track. Other Status reports will be due on the 1"and 15s'days of the month, or the first working day thereafter. Reports should be delivered via email. i i i it I I i 2013 E-14 '� i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 4 i' Installation Certification(software/written) Purpose Certify the successful Installation of the Hardware and Licensed Software in the City's data center or other specified location,and that the test and production environments are functioning as necessary to support the implementation effort. Content, '; A signed document warranting and certifying that the Hardware and Licensed Software has been Installed In the City's development and production environments,that the Licensed Software works as Intended,that the Installation has not degraded use of other City computer systems,that user authentication information is correctly shared ,i with the City's network user authentication application and that the Licensed Software 'i can be accessed via the network and can communicate with other City network '.. resources necessary for the full functioning of the Licensed Software.The document ,- will also summarize the components Installed and describe the means used to verify the installation. Acceptance The City's project manager will provide comments on the Installation Certification Deliverable within 5 business days of receipt. if comments are received,the City project manager and the Contractorwill mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. City Ensure hardware, system software, and database management system, and other .Responsibility,'_ necessary technical components are timely purchased, installed, and configured in preparation for installation of the Licensed Software. i I i I i I I 2013 E 15 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 5 System Configuration Reports (written-one report per city business process) Purpose To identify gaps where the hardware and/or the software cannot be configured to '.. meet desired business processes and suggest resolutions for those gaps as well as '.. -.' to clearly communicate the system configuration,including decisions made and the logic behind the decision. content` A document that effectively describes the entire system configuration, including decisions made and the logic behind the decision.The individual reports will identify '. specific business activities that cannot be automated with the licensed software, suggest alternative solutions,identify related impacts,and recommend a solution. This Deliverable will confirm the shared understanding between the City and contractor of the requirements and the method by which they will be satisfied during the implementation of the Licensed Software, It must identify existing requirements that must be revised or clarified for unambiguous Interpretation and address additional requirements identified during work sessions with City stakeholders. The Deliverable must include a traceability matrixfrom the completed requirements to 'I be used throughout the remainder of the development effort,and particularly in mapping user acceptance test criteria back to the requirements. Acceptance The City will provide comments on each System Configuration Report within 15I f business days of receipt. If additional drafts of a report are required before acceptance of a Final Report,the City will provide comments on each such Draft System Configuration Report within 15 business days of receipt, If comments are received,the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. Crty Make subject matter experts available as necessary to facilitate Contractor's Responsibility development of the System Configuration Reports. Ofher - The City will work with Contractor to develop an agreed table of contents for the reports prior to their development. �I I ii I I I 2013 E 16 I i i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System 'Deliverable 6 Configured Software Ready for Test(software) Purpose To deliver functional and licensed software to the City configured in accord with the System Configuration Reports and ready for testing,including the set up and delivery of up to 15 traffic signals of the City's choosing. ,Content the configured Licensed Software, Installed on the City's Computer System. Acceptance The City, in its sole discretion,will certify in writing that the Licensed Software works as Intended and is ready for user testing within 5 business days of its installation. Gty ' The City will work with the Contractor to develop a list of up to 15 traffic signals and the '. Responsibility Mocassary attributes as part of the business process analysis activities.The City will test fire data set-up as part of Its overall testing responsibilities.The City will accept the Traffic Signal Management System data set-up when they operate free of defects. < The City will make an evaluation team and subject matter experts available to answer '. questions necessary to support Contractor's configu'ation of the Licensed Software for up to 400 hours. I I i I I i 2013 E-17 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable�i Draft and Final Test Plans (written) Purpose To define the approach for testing of the Licensed Software. Content:: ` A document that: 1. Defines the overall testing process,Including unit,system,acceptance,field, and performance testing 2. Provides a content outline to guide development of test scripts for unit, system, acceptance,field and performance testing 3. Includes at a minimum 5 test scripts developed by the Contractor to serve as a guideline forthe City's development of remaining scripts 4. Defines a mechanism for tracking test performance and completion c 5. Defines procedures for managing the test environment,including change control 6. Defines procedures for assigning severity to problems encountered Acceptance, The City will provide comments on the Draft Test Plan within 10 business days of 1 receipt. s The City will provide comments on the Final Test Plan within 5 business days of receipt. .. If additional drafts are required before acceptance of the Final Test Plan,the City will provide comments on each Draft Test Plan within 10 business days of receipt, If comments are received,the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. 'City, '? Provide input to assist with development of the test plan Deliverables. Provide timely Responsibility review of test plan Deliverables. Develop detailed test scripts. ,Other,-, : The City will work with the Contractor to develop an agreed table of contents for the Test Plan prior to its development.The Contractor is responsible for developing the test methodology and acquiring any necessary automated testing tools and bug tracking software.The Contractor will also be responsible for training city staff on test methodologies and the proper use of the test tools selected to script and perform test cases and document test case results. The Contractor is responsible for identifying the appropriate corrections required to successfully complete all test cases, Before the Contractor can progress to the next j phase of testing the Contractor must satisfy the City's Project Team that the appropriate i.,.._. ..." tests have been conducted and the expected results were obtained. ! I I i i 2013 E-16 i CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 8 Draft and Final Data Conversion Plans (written) Purpose To define the approach and schedule for converting historical data to the new Licensed •-t Software and for populating data fields that must be completed prior to Productive Use. Content A document that: 1. Identifies the data to be converted, including mapping that cites specific data j sources and destinations for each field '•' '• '. 2. Defines necessary conversion algorithms 3. Defines roles and responsibilities associated with data conversion and field population 4. Identifies all data elements in the licensed software that must be populated prior to Productive Use, including those with no source data in the City's legacy systems 5. Provides a plan for ensuring that the Licensed Software is appropriately populated with all necessary data prior to Productive Use 6. Provides a plan for testing the converted and populated data in the Licensed Software for accuracy and consistency -Acceptance '. The City will provide comments on the Draft Data Conversion Plan within 15 business '. days of receipt. The City will provide comments on the Final Data Conversion Plan within 10 business 1. days of receipt. If additional drafts are required before acceptance of the Final Data Conversion Plan, �'. the City will provide comments on each Draft Data Conversion Plan within 10 business days of receipt. If comments are received,the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. City With advice from Contractor, decide what data and how much data to convert. Provide Responsibility; .' input to assist with developing the data conversion plan. Provide timely review of associated Deliverables. Other•": " The City will work with Contractor to develop an agreed table of contents for the Data IJ Conversion Plan. I .Deliverable 9 `' Migrated Data Ready for City Validation (software) Purpose;, To translate or install the data from the existing system into the new system. , Content-; Data input into the system databases to be used for testing. Acc eptan ce provide necessary access to data to support data migration. City• "` The City will examine the migrated data as part of its overall testing responsibilities.The Responsibility City will accept the Migrated Data when it appears free of Defect(s). Other 2013 E-19 II I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 10 ,! Installation Architecture Specifications (written) Purpose To concisely document the Licensed Software's architecture and interfaces in a manner understandable to all project participants. 'Content This specification must document: 1. The major modules of the software and the interfaces between them 2. For each software module,the major data inputs,functions to be performed, and major data outputs 3. All external interfaces,including a description of the information sent and received, and the method and timing of the interface 4. Data structure definitions, including the description of each element(e.g.,name, type,and dimension), relationships between elements (structure), range of possible values of each element, and initial values of each element 5. The hardware specifications required to run the system, including server architecture, database, application,internet,and other servers and associated data storage devices ': B. A security plan for user access rights and a template to guide the City's development of a comprehensive security plan ' ! This Deliverable also includes review and comment of the City's comprehensive security plan. -Acceptance The City's project manager will provide comments on the installation architecture specification within 15 business days of receipt. If comments are received,the City 4I, project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. Crty Provide input to assist with developing the Installation Architecture Specification. ;Responsibility Provide timely review of associated Deliverables. Othef., The Contractor must prepare presentation materials and conduct an in-depth, structured walkthrough of the solution architecture with technical and non-technical project team members to allow for early detection of possible architectural design flaws, : encourage early participation by non-technical staff,and identify improvement i opportunities. j I I I I 2013 E-20 I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 11 <,. Draft and Final Training Plans(written and activity) Purpose .4 To define the approach and schedule for and user and systems operation training, and deliver train-the-trainer training to city staff. ,, Content A document that: 1. Outlines the necessary classes and curriculum for each class j 1 2. Provides a content outline to guide development of classroom materials '.. 3. Identities City attendees and instructors 4. Provides a training schedule 5. Provides a mechanism for tracking completion of training 0. Stabilization support and spot training The Contractor will provide end user training to selected city staff who will then j administer training within his or her functional area or similar role(e.g., permit technician,reviewer,project manager, inspector,online permitting/service). .Acceptance The City will provide comments on the Draft Training Plan within 10 business days of receipt. The City will provide comments on the Final Training Plan within 5 business days of receipt. If additional drafts are required before acceptance of the Final Training Plan,the City will provide comments on each Draft Training Plan within 10 business days of receipt. If f comments are received,the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and } acceptance. City Provide Information necessary to support training plan development. Provide timely Responsibility review of training plan Deliverables.The City will develop training classroom materials '. for and users. Other. °' The City will work with Contractor to develop an agreed table of contents for the Training Plan prior to its development. j III i I I I 'I I 2013 E 21 ''... CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System •Deliverable 12 Site Customization Document(written) Purpose To guide City business staff with the use and ongoing configuration of the licensed hardware and software as it may have been customized for this installation. Content - Documentation that supports city-specific business use of the hardware and software and provides guidance to end users in correct execution of user-performed application maintenance and configuration activities. Includes site-specific customizations and usage considerations. '.. Acceptance The City will provide comments on the Draft Site Customization Document within 10 business days of receipt.The City will provide comments on the Final Site Customization Document within 5 business days of receipt. If additional drafts are required before acceptance of the Site Customization Document, the City will provide comments on each Draft Site Customization Document within 10 business days of receipt. If comments are received,the City project manager and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. 'City' Provide information necessary to support document development.Provide timely Responsibility .- review of Site Customization Document. '... Other " The City will work with the Contractor to develop a mutually agreeable table of contents for the Site Customization Document prior to this development. I I I I I 2013 E-22I i I CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System Deliverable 13 • Draft and Final Go-Live and Stabilization Plans(written) Purposed To define the steps necessary for a successful Go-Live and subsequent stabilization of the Licensed hardware and software. Content" The Go-Live and Stabilization Plan will consist of a detailed task plan, including a - readiness checklist and resource assignments,to support moving the Licensed Software into Productive Use. It will include a data load and conversion plan and a contingency plan in the event that the Go-Live fails. It will also include a stabilization '.. plan that details Contractor's commitments to stabilization and the transition to full support by City staff, .Acceptance The City will provide comments on the Draft Go-Live and Stabilization Plan within 10 business days of receipt. The City will provide comments on the Final Go-Live and Stabilization Plan within 5 business days of receipt. If additional drafts are required before acceptance of the Final Go-Live and Stabilization Plan,the City will provide comments on each Draft Go-Live and Stabilization Plan within 10 business days of receipt. If comments are received,the City project manager ' and the Contractor will mutually agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. City, Provide information necessary to support document development. Provide timely Responsibility review of Stabilization Plan Deliverables. Other The City will work with Contractor to develop an agreed table of contents for the Go- Live and Stabilization prior to its development. t Deliverable 1d Technical Operations Manual (written) purpcsa' To guide City staff in the technical operation and maintenance of Licensed hardware, and software after implementation. Includes site-specific customizations and j operational considerations. Conteht The Contractor will deliver a Technical Operations Manual that describes the procedures necessary to operate and maintain the Licensed Software. Acceptance 's The City project manager will provide comments on the Technical Operations Manual within 15 business days of receipt. If comments are received,the City project manager '! and the Contractor will muftially agree on timeframe and steps for finalizing the Deliverable for City approval and acceptance. Cdy The City will work with Contractor to develop an agreed table of contents for the I I Responsibility ',f ;-- Technical Operations Manual prior to its development Other I I 2013 E-23 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System i 6.1 City and Contractor Responsibilities and Access City will be responsible for the proper configuration, installation, and maintenance of the Computer System as required by Contractor or the manufacturer, and for providing and installing any hardware, programming, or other materials to be provided by City. City will provide utilities (including heat, light, power, and air conditioning)for operation of the Computer System in accordance with Contractor's and any third party contractor's requirements. In connection with Services, City will reasonably cooperate with Contractor and will: (a) Give Contractor physical access to the City's site during normal working hours(or as otherwise agreed),and office space and equipment, telephone service,programming facilities,and other reasonable administrative and infrastructure support as needed for Contractor to deliver services; (b) Give Contractor remote Internet access to the servers on which the Licensed Software resides; (c) Make available knowledgeable City staff to answer questions and make decisions when necessary relating to the business and functional aspects of the services being performed by Contractor; (d) Provide timely responses and approvals to Contractor; (e) Conduct regular backups of the City's servers. Contractor shall comply with all of City's security procedures regarding such access. Contractor shall use such access solely for performing its obligations hereunder and Contractor shall be liable for any breach of City's systems arising from Contractor's access or using City's passwords and access rights. i I I 2013 E-24 CITY OF KENT,WA Request for Proposals for a Traffic Signal Management System STANDARD IMPLEMENTATION SERVICES AGREEMENT EXHIBIT B CONSIDERATION AND PAYMENT SCHEDULE PAYMENTSCHEDULE j The City shall make payments based on the Deliverables defined in this Agreement. The Deliverables to be furnished by the Contractor and associated payment milestones are identified in the table below. Payment shall be contingent upon the City's signed acceptance of the Deliverables and require a i Contractor's signed certification memo of completion that identifies the Deliverable(s)being invoiced.City acceptance will not be unreasonably withheld (to be negotiated with the Contractor after Contractor j selection). Deliverable 1:Baseline Detailed Project Schedule $ 4,767.9 $ 715.1 $4,052.7 Deliverable 2: Hardware Specifications $ 1,113.1 $ 166.9 $946.1 Deliverable 3:Meetings and Status Reports ____ $ 19,073.1 $ 2,860.9 $16,212.1 Deliverable4:InstallationCertification $ 1,113.1 $ 166.9 $946.1 Deliverable 5:System Confi uration Reports $ 6 071.3 $ 910.71 $5,160.6 Deliverable 6: Configured Software Read for Test $ 6,294.2 $ 944.1 $5,350.1 Deliverable 7: Draft and Final Test Plans $ 6,453.3 $ 967.99 $5,485,3 Deliverable 8: Draft and Final Data Conversion Plans $ 2,224.9 $ 333.74 $1 891.2 Deliverable 9: Migrated Data Ready for City Validation $ 10,371.4 $ 1.555.71 $8,815.7 Deliverable 10:Installation Architecture Specifications $ 3,417.E $ 512.64 $2 904.9 Deliverable 11: Draft and Final Training Plans $ 6,676.fl $ 1,001.43 $5,674.7 Deliverable 12: Site Customization Document $ 2,034.E $ 305.20 $1,729.4 Deliverable 13: Go-Live and Stabilization Plan $ 2,304.4 $ 345.6 $1,958.8 Deliverable 14: Operations Manual $ 921.5 $ 138.23 $783.3 Flexible-use hours $ 29,246.4 $ 4,386.96 $24,859.4 $ 102,083.5 $ 15,312.53 71.0 The above payments represent a firm,fixed price for all services necessary to meet the City's requirements as documented In this Agreement. Changes to the schedule contained in the Baseline Detailed Project Schedule caused by Contractor's performance shall not entitle Contractor to additional compensation. Amounts due the City as damages may be deducted by the City from any money payable to Contractor pursuant to this Agreement. The City shall notify Contractor in writing of any claim for damages prior to the date the City deducts such sums of money payable to Contractor. City will reimburse Contractor for all necessary travel that is approved by Contractor's and City's project managers. Reim bursementwill be in accordance with City travel policies,which allow reimbursementfor coach airfare, actual lodging cost,and meals and incidental expense at allowable rates. Contractor will use good faith, diligent efforts to minimize such expenses. All undisputed amounts on each invoice delivered to the City by Contractor shall be due and payable within thirty(30)days of receipt thereof by City. Each invoice must detail the services provided.All invoices for services rendered will include,at a minimum,the type of service being performed as defined by the subcategory of the task from the Statement of Work, a breakdown of on-site vs. off-site time, the total hours, the employee, and the period covered. This detail can either be included in the body of the 2013 E-25 CITY OF KENT,WA Request for proposals for a Traffic Signal Management System invoice or through a detail supplement that will be provided in conjunction with the invoice, such as a report or spreadsheet. RETAINAGE PAYMENT A withholding of fifteen(15)percent will be retained from every invoice amount paid to the Contractor for professional services under this Agreement. One-half of the amount withheld to date will be paid upon Go-Live. One month after Services final acceptance, the remaining balance will be paid. t Ii i I I i i 2013 D-26