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2015-04-21
�E IDIAN- CITY COUNCIL REGULAR I D A H O MEETING AGENDA AMENDED AGENDA City Council Chambers 33 East Broadway Avenue Meridian, Idaho Tuesday, April 21, 2015 at 6:00 PM 1. Roll -Call Attendance X David Zaremba X_ Joe Borton X Charlie Rountree X Keith Bird X Genesis Milam X Luke Cavener X Mayor Tammy de Weerd 2. Pledge of Allegiance 3. Community Invocation by Troy Drake, Lead Pastor, Calvary Chapel Meridian 4. Adoption of the Agenda Adopted as Amended 5. Consent Agenda Approved A. Findings of Fact, Conclusions of Law and Order of Denial: RZ 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Rezone 26.09 Acres from the C -N and the R-15 Districts to the R-15 (8.48 Acres) and C -C (17.61 Acres) Zoning Districts B. Findings of Fact, Conclusions of Law and Order of Denial: PP 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Preliminary Plat Approval Consisting of One (1) Residential Lot, Three (3) Commercial Lots and Three (3) Common Lots on Approximately 23.59 Acres in the Proposed R-15 and C -C Zoning Districts C. Findings of Fact, Conclusions of Law and Order of Denial: CUP 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Conditional Use Permit for a Self -Service Storage Facility Consisting of a Care -Taker's / Office Building and Fifteen (15) Storage Buildings on Approximately 11.18 Acres of Land in a Proposed C -C Zoning District Meridian City Council Meeting Agenda— Tuesday, April 21, 2015 Page 1 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. D. Findings of Fact, Conclusions of Law and Order of Denial: MDA 15-001 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard, West of N. Tree Farm Way and N. Tree Haven Request: Development Agreement Modification to Exclude the Proposed C -C Zoning Boundary from the Existing Development Agreement E. Final Order for Approval: FP 15-009 Biltmore Estates Subdivision No. 2 by Oakwood Estates, LLC Located South of W. Victory Road and West of S. Meridian Road Request: Final Plat Approval Consisting of Twenty -Nine (29) Building Lots and Five (5) Common/Other Lots on 10.62 Acres of Land in the R-4 Zoning District F. FP 15-011 Avendale Subdivision by Silver Oaks Apartments, LLC Located 3800 W. Perugia Street Request: Final Plat Approval Consisting of Four (4) Building Lots on 24. 61 Acres of Land in an R-15 Zoning District G. Water Main Easement for Three Corners Subdivision H. Approval of Deductive Change Order No. 1 to CIRCLE H CONSTRUCTION, INC. for the "FIBER OPTIC CONSTRUCTION- CITY HALL TO WATER & WASTEWATER" project for a Negative amount of <$3,000.00>. 6. Community Items/Presentations A. Public Works: Presentation of the City of Meridian Environmental Excellence Awards 7. Items Moved From Consent Agenda None 8. Action Items A. FP 15-010 Accommodations Subdivision by Providence Management, LLC Located South Side of E. Falcon Drive and East of S. Eagle Road Request: Final Plat Approval Consisting of Fourteen (14) Single Family Residential Lots and Three (3) Common Lots on Approximately 4.71 Acres in the R-4 Zoning District Approved 9. Department Reports A. Community Development Block Grant (CDBG) Update: Community Center Fagade Improvements Continued to April 28, 2015 City Council B. Police Department Report: Discussion Sole Source Authorization for Purchase of a Records Management System (Inform RMS) and Field Based Meridian City Council Meeting Agenda — Tuesday, April 21, 2015 Page 2 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Reporting System (Inform FBR) from TriTech Software Systems and Discussion of Funding from the ACCEM Homeland Security Grant 1. Approval of Sole Source Authorization for Purchase of Inform RMS and Inform FBR from TriTech Software Approved 2. Approval of the TriTech Subscription License Agreement Approved C. Public Works: Budget Amendment for FY2015 in the Not -to -Exceed Amount of $328,576.00 for Water Main Replacement Projects Approved D. Fire Department And Legal Department: Memorandum Of Understanding To Forgo 2015 Engineer Promotional Testing As Required By The Current Collective Bargaining Agreement Approved 10. Ordinances A. Ordinance No. # 15-1642: Meridian Art in Public Spaces (MAPS) Ordinance Approved 11. Future Meeting Topics None 12. Executive Session Per Idaho State Code 67-2345 (1)(d): (d) To Consider Records that are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code Into Executive Session at 6:44 p.m. Out of Executive Session at 7:48 p.m. Adjourned at 7:48 p.m. Meridian City Council Meeting Agenda — Tuesday, April 21, 2015 Page 3 of 3 All materials presented at public meetings shall become property of the City of Meridian. Anyone desiring accommodation for disabilities related to documents and/or hearing, please contact the City Clerk's Office at 888-4433 at least 48 hours prior to the public meeting. Meridian City Council April 21, 2015 A meeting of the Meridian City Council was called to order at 6:04 p.m., Tuesday, April 21, 2015, by Mayor Tammy de Weerd. Members Present: Mayor Tammy de Weerd, Charlie Rountree, Keith Bird, David Zaremba, Joe Borton, Genesis Milam and Luke Cavener. Others Present: Bill Nary, Jacy Jones, Calelb Hood, Clint Dolsby, Jeff Lavy, Michae de St. Germain, David Jones Mollie Mangerich, Steve Siddoway and Dean Willis. Item 1: Roll -call Attendance: Roll call. X David Zaremba X Joe Borton X Charlie Rountree X Keith Bird X Genesis Milam X Lucas Cavener X Mayor Tammy de Weerd De Weerd: Thank you for your patience. We are a few minutes past 6:00 o'clock, but we will go right into our regular meeting. For the record it is Tuesday, April 21st. It's 6:04. We will start with roll call attendance, Madam Clerk. Item 2: Pledge of Allegiance De Weerd: Item No. 2 is the Pledge of Allegiance. If you will all rise and join us in the pledge to our flag. (Pledge of Allegiance recited.) Item 3: Community Invocation by Troy Drake, Lead Pastor, Calvary Chapel Meridian De Weerd: Item No. 3 is our community invocation. Tonight we will be led by Pastor Drake. He is with Calvary Chapel here in Meridian. If you will all join us in the community invocation or take this as an opportunity for a moment of silence. Thank you again for joining us. Drake: Thank you, Mayor Tammy, Council Members. Let us pray. Lord God, we are just so thankful for the freedoms that we have in this country and which, obviously, falls upon this city, too, Lord. We have freedom to worship, freedom to live where we want to and work where we want to. Lord, we just thank you for that, that we have this awesome place and we pray that you would protect our city tonight, those who serve, as well as those who live here, God, that you would be over all things that happen and our heart breaks for those who are needy, God, so we just pray that they could find shelter and a meal, someone who loves them. God, we know ultimately you do and so we just pray for Meridian City Council April 21, 2015 Page 2 of 15 our city, for all those needs, and, God, as it pertains to these people here tonight, you reminded me today how you care about every little detail that goes on and so you care about this here and so I just pray for wisdom for these fine people, that they would have wisdom from you to make these decisions, even the small matters, as they affect all the residents of this town and all the people that are moving here. So, we just pray over our city, Lord, and that you would give wisdom to these servants of ours and that you would bless them, God, and give them much grace. So, we honor you tonight and it's in Jesus' name we pray, amen. Thank you. De. Weerd: Thank you. It's always nice to see you. Item 4: Adoption of the Agenda De Weerd: Item No. 4 is adoption of the agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: Item 9-A has been requested by staff to continue until April 28th and on Item 10-A, the ordinance number is 15-1642. And with those additions, Madam Mayor, I move that we approve the agenda. Bird: Second. De Weerd: I have a motion and a second to approve the agenda as amended. All those in favor say aye. All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 5: Consent Agenda A. Findings of Fact, Conclusions of Law and Order of Denial: RZ 15- 003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Rezone 26.09 Acres from the C -N and the R-15 Districts to the R-15 (8.48 Acres) and C -C (17.61 Acres) Zoning Districts B. Findings of Fact, Conclusions of Law and Order of Denial: PP 15- 003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Preliminary Plat Approval Consisting of One (1) Residential Lot, Three (3) Commercial Lots and Three (3) Common Lots on Meridian City Council April 21, 2015 Page 3 of 15 Approximately 23.59 Acres in the Proposed R-15 and C -C Zoning Districts C. Findings of Fact, Conclusions of Law and Order of Denial: CUP 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Conditional Use Permit for a Self -Service Storage Facility Consisting of a Care -Taker's / Office Building and Fifteen (15) Storage Buildings on Approximately 11.18 Acres of Land in a Proposed C -C Zoning District D. Findings of Fact, Conclusions of Law and Order of Denial: MDA 15-001 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard, West of N. Tree Farm Way and N. Tree Haven Request: Development Agreement Modification to Exclude the Proposed C -C Zoning Boundary from the Existing Development Agreement E. Final Order for Approval: FP 15-009 Biltmore Estates Subdivision No. 2 by Oakwood Estates, LLC Located South of W. Victory Road and West of S. Meridian Road Request: Final Plat Approval Consisting of Twenty -Nine (29) Building Lots and Five (5) Common/Other Lots on 10.62 Acres of Land in the R-4 Zoning District F. FP 15-011 Avendale Subdivision by Silver Oaks Apartments, LLC Located 3800 W. Perugia Street Request: Final Plat Approval Consisting of Four (4) Building Lots on 24. 61 Acres of Land in an R-15 Zoning District G. Water Main Easement for Three Corners Subdivision H. Approval of Deductive Change Order No. 1 to CIRCLE H CONSTRUCTION, INC. for the "FIBER OPTIC CONSTRUCTION - CITY HALL TO WATER & WASTEWATER" project for a Negative amount of <$3,000.00>. De Weerd: Item 5 is our Consent Agenda. Rountree: Madam Mayor? De Weerd: Mr. Rountree. Rountree: I move that we approve the Consent Agenda as published, authorize the Clerk to attest and the Mayor to sign. Meridian City Council April 21, 2015 Page 4 of 15 Bird: Second. De Weerd: I have a motion and a second to approve the Consent Agenda. Madam Clerk, will you call roll. Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 6: Community Items/Presentations A. Public Works: Presentation of the City of Meridian Environmental Excellence Awards De Weerd: Item 6-A is under our Community Presentations and I will turn this to Mollie. Magnerich: Thank you, Madam Mayor and City Council. I am so pleased to be here this evening to bring the Environmental Excellence Awards back to our City Council and very thankful that Mayor Tammy de Weerd will come down here and present the awards to the individuals within our community. I'm going to turn this around so that I may speak to our audience. Isn't that neat? I have to get my notes. The Environmental Excellence Awards have always been a special moment for us in the Public Works Department, our Mayor and City Council, and our environmental division. Throughout our community we have a range of nonprofits. We have businesses, individuals and schools who do fantastic work, including our employees with environmental sustainability and a strong ethic in mind. Some very wonderful things happen in our community. So, we take great time and care to looking through and talking to individuals, then, we get referrals, we find out what people are doing and we love to be able to bring them to the ceremony tonight. It's a real treat and we thank you all. This evening I'm first going to start with our city employees. We have four individuals with us tonight from our city's Wastewater Resource Recovery Facility and if I may I would read this and, then, each of you will come up, receive your award from Mayor Tammy and, please, stay up here for the group picture. And, Casey, thank you very much. And the awards are in order. Let me tell you a little bit about this really dynamic group that keeps our wastewater treatment plant running soundly, 24 hours a day, 365 days a year, without a burp. At least that we know of. Managing the operating performance of our Wastewater Resource Recovery Facility demands a really high degree of skill, exceptional ability to problem solve and a possession of both mechanical and scientific aptitude. As our facility becomes more complex to meet new water quality standards and pollution control regulations, the education and skill requirements of these individuals also increases from installing and maintaining our electrical power, our communication system, lighting and control all throughout that plant to operating, monitoring, and maintaining really a set of diverse industrial equipment that pumps and sends our complex treatment system throughout the plant, these individuals represent Meridian City Council April 21, 2015 Page 5 of 15 some of the best of and always strong and competent workforce. These individuals, Dave Gassel, wasterwater treatment lead operator; Kevin Stombaugh, lead operator; Tony Bernard, our maintenance supervisor; Jackson Allen, our journeyman electrician out at our treatment plant were selected for this award, because they add a value add component to our organization and to our rate payers by incorporating energy efficiency throughout our operation these guys really make our dollars stretch and make it of value. You know, it takes an immense amount of energy to lift, pump, screen, heat, aerate, filter and disinfect all the wastewater that comes into our facility and they optimize all the instrumentation within our facility and they are focused and they are on it and they do an exceptional job and the energy efficiencies is in their brain and they look at ways that they can save us money and run our plant more effectively and safely. You know, just within the last five years my spreadsheet shows that throughout the city -- our city has been able to get incentive payments back of 159,000 dollars that we submit to Idaho Power for energy efficiency savings and these guys are a large part of it. I'd like to bring you up. Dave Gassel please come up, followed by Kevin Strombaugh, lead operator. Tony, please come up. Maintenance supervisor, and Jackson Allen, our journeyman electrician. De Weerd: Okay. If you will come on over here. I do want to read what these have on the awards. For identifying and implementing energy efficiency opportunities in the daily operational control and monitoring of processes at the Wastewater Resource Recovery Facility -- who renamed that? Thereby avoiding energy costs in a dynamic and growing environment. We appreciate what you all do on behalf of the city, our citizens, and the environment that we are passing on to our -- our families, our children, our next generation. Thank you. (Award presented.) De Weerd: And so, Kevin, I won't re -read all of these, but I will tell you that we greatly appreciate each and every one of you in the role that you play in insuring our future generation. (Award presented.) De Weerd: Okay. Tony, on behalf of the City Council and myself I present this award to you and with our heartfelt thanks. (Award presented.) De Weerd: And Jackson -- oh, these -- these say something different. Oh, gosh, I should have read them. So, for identify and installing energy efficient -- efficiency lighting at the Wastewater Resource Recovery Facility -- at the wastewater treatment plant and water division facilities, thereby realizing an avoided energy cost, we present this to you. (Award presented.) Mangerich: May we get a group picture with you and the individuals and --I thank you. Meridian City Council April 21, 2015 Page 6 of 15 (Picture taken.) Mangerich: Our next award this evening is going to go to Mr. Craig Graf. He is vice- president of manufacturing and Micro 100 Tool Corporation. Craig is receiving the environmental excellence award this evening on behalf of Micro 100 Tool Corporation, which is a world class carbide cutting tool manufacturer right here in Meridian. The company has incorporated waste stream management, energy and water conservation, as well as a multi -tiered recycling program in its daily operation. In fact, Micro 100 no longer generates any hazardous waste at all. They have reduced their hazardous waste by over 7,000 pounds a year. Gone due to the operations and the great work of Mr. Graf and the support of the owners. In addition, the company has installed equipment and fixtures that have reduced energy by over 130,000 kilowatt hours per year. Jackson, you can recognize the scope of that and -- oh, their water use they have conserved by over a million gallons per year. Micro 100, an Idaho owned business, has an excellent reputation worldwide. They have gone above and beyond in reducing its environmental footprint all while growing its business. We are so very happy to have you here as our business partner. Congratulations. Please come up. De Weerd: Craig, I want to thank you on behalf of the Council and myself for being here tonight, along with your wife. We appreciate Micro Tool 100 for not only the corporate leadership that you provide our community, but the environmental leadership as well. They improve every single year and, I know, I hear Craig talking about it. He talks about it with great pride and he takes it very serious. They reached out, they have partnered with a number of others. You lead by example and we greatly appreciate that. So, this is for going above and beyond in reducing its environmental footprint through pollution prevention practices, all while growing your business. Thank you for being here tonight and to Dale and Cherrie -- Dale, your leadership is appreciated as well. Newberry: He's the man that did it all. Graf: Mayor de Weerd and Council Members, I will make it real short. De Weerd: There is only five pages. Graf: Just half of one. On behalf of Micro 100 Tool Corporation and the employees I'd like to thank you for the award and the recognition. It's very important. Thank you to Meridian city. They are great business partners. This award started 18 years ago, just so you know the story. It didn't happen yesterday. Special thanks to Steve Maneck, Meridian Public Works environmental division manager. Great business partner. He's advised me, answered my questions, led the charge, showed us how to get from A to B, B to C, C to D. Answered all my questions. Also Dale Newberry, who has always encouraged me to be forward thinking in consideration of my business practices and business decisions and, lastly, the Micro 100 team. You don't have much of a company unless you have great employees and we have -- we have the best. So, thank you very much. Meridian City Council April 21, 2015 Page 7 of 15 Mangerich: In closing this evening I have a really special place in my heart for the next one. Mr. Steve Eddy. He is receiving an environmental excellent award for their leadership in water conservation at their Fast Eddy's Car Wash over located on Ten Mile and Pine Road. Fast Eddy's Car Wash was the first business in Meridian to use the city's Class A recycled water in their rinse cycle at their car wash. Steve knows that car washes are a high water usage application and he partnered with the City of Meridian to demonstrate the use of recycled water in both your landscaping and in your car wash applications. Over three million gallons of recycled water was used in the last year alone. That's a tremendous amount of water. For every gallon of Class A recycled water that Steve uses he conserves our ground water for use as our community's drinking water. So, thank you, Steve. We have enjoyed and continue our partnership together. Congratulations. De Weerd: So, I'm going to add my thanks with a little bit of additional words. The Eddys have been very patient in helping to refine and improve our recycled water program and its predictability, perhaps, and your -- your partnership, your willingness to step out into kind of one of those unknown territories and being trail blazer, not only a trail blazer in our reuse, but also in just a class facility that we are very proud to have in the City of Meridian. We appreciate your investment back and, Tracy, the family partnership in our community and I'm just going to say another little plug. This is an employer that we are thrilled to have in our community as well, just like Micro Tool 100. They value and reinvest in their employees and you don't see that a lot and I want to recognize that your investment in our community in a number of different ways has not gone unnoticed. It is appreciated and on behalf of the City Council and myself we thank you. We appreciate your partnership. I'm going to read it. For exemplifying water conservation in its business practice by applying Meridian's Class A recycled water for both landscape irrigation and car wash use at his Ten Mile facility, again, thank you. Eddy: All I want to say is thank you and we love Meridian Item 7: Items Moved From Consent Agenda De Weerd: Okay. There were no items moved from the Consent Agenda Item 8: Action Items A. FP 15-010 Accommodations Subdivision by Providence Management, LLC Located South Side of E. Falcon Drive and East of S. Eagle Road Request: Final Plat Approval Consisting of Fourteen (14) Single Family Residential Lots and Three (3) Common Lots on Approximately 4.71 Acres in the R-4 Zoning District De Weerd: So, we will move into Item 8-A, which is FP 15-010. 1 will turn this over to Caleb. Meridian City Council April 21, 2015 Page 8 of 15 Hood: Thank you, Madam Mayor, Members of the Council. Before you is a final plat on a site that is 4.71 acres, currently zoned R-4 in the city. It's located south of East Victory Road and east of South Eagle Road. The final plat consists of 13 single family residential building lots and three common lots, which is one less than was approved with the preliminary plat, but it is in substantial compliance with the approved preliminary plat and staff is seeking your approval this evening. We do have an e-mail on file that was submitted by the applicant. It was submitted after our deadline to be on the Consent Agenda, but they are in agreement with the staff report as presented. And with that I will stand for any questions. De Weerd: Thank you, Caleb. Council, any questions? Bird: I have none. Milam: None. De Weerd: Okay. And the applicant has no comments. Council? Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we approve FP 15-010. Zaremba: Second. De Weerd: I have a motion and a second to approve Item 8-A. Madam Clerk, will you call roll. Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 9: Department Reports A. Community Development Block Grant (CDBG) Update: Community Center Facade Improvements De Weerd: Item 9-A was requested to be continued to April 28th and so we will just put it on the next agenda. B. Police Department Report: Discussion Sole Source Authorization for Purchase of a Records Management System Meridian City Council April 21, 2015 Page 9 of 15 (Inform RMS) and Field Based Reporting System (Inform FBR) from TriTech Software Systems and Discussion of Funding from the ACCEM Homeland Security Grant 1. Approval of Sole Source Authorization for Purchase of Inform RMS and Inform FBR from TriTech Software 2. Approval of the TriTech Subscription License Agreement De Weerd: Item 9-B is under our Police Department. I will turn this over to our chief. Lavy: Madam Mayor and Council, thank you for the time this evening. It looks like I kind of cleared the room. Madam Mayor and Council, the purpose of this department report this evening is to, hopefully, get approval for a couple of signatures on some documentation. But before I ask for that I need to really kind of give you a brief history and, then, kind of tell you a direction that we are going and why and, then, I'm available for any questions that you may have as well. Several years ago -- many years ago we joined in partnership with Ada County Sheriff's Office and Boise Police Department to share an RMS, records management system. In fact, I believe you just approved the MOU for this year for that same contract. Well, Ada County has -- operates the CAD system, computer aided dispatch system for the entire county and it's paid for under Title 31 fees. That system is currently a Northrop Grumman system and is currently unsupported. It is a very very old system and it was slotted for replacement. They went out to bid and entered into a contract to replace that with TriTech and TriTech is just another -- another vendor that provides computer aided dispatch. Now, the reason why that's important is because Ada County also held the RMS contract, the records management system contract, with New World and you have probably heard the New World vendor for several years. We currently pay a yearly fee toward New World. We pay that to Ada County, not to New World. That contract was a three year contract, the current contract, and it is expiring in September of 2015 and Ada County has elected to do a sole source for an integrated CAD RMS system. and to go with TriTech. Several months ago they went in front of their commissioners and got that sole source agreement and it's going to an integrated RMS CAD system for the valley. What does that mean to us? Well, we are part of that New World contract. That New World contract is expiring in several months and the significance of that is that that New World -- or that New World RMS system is where we do our NIBRs, which is the National Incident Base Reporting system, which is a requirement that we send our current statistics to the Idaho State Police and in return they send them to the Federal Bureau of Investigation. It is a mandated federal requirement that we provide that data. We cannot provide that data without an RMS system. The current RMS system that we are using is expiring, the new RMS system is TriTech and would require us to go to that -- that vendor. Now, Ada County was fortunate enough that they were able to budget for that, because they knew what they were really going to -- or what they were going to do. Title 31 fees cover the CAD system, but it cannot cover the records management system. The Title 31 fees are those dollars that -- that accumulate Meridian City Council April 21, 2015 Page 10 of 15 from your cell phone and your home phone bill. I think it's a dollar -- dollar fee that we pay for every land line and every cell phone. That goes into a coffer -- it goes into what we call Title 31 fees, such as the state code fee that says we can use that for emergency, dispatch services. We cannot use it legally for records management services. That falls upon all the agencies. The goal and the push has been for local agencies across the country to go to a single source information sharing system. We have shared part of our information with Boise and Ada County under New World, but Garden City wasn't a part of that. But us converting to TriTech to this integrated system, we are able to share all of our files with all of law enforcement across the entire Treasure Valley, which is really good news, but it comes with a cost. I was adamant that we would not use city dollars to convert to TriTech, so we looked at other resources. We have approximately 300,000 dollars that has set aside for both City of Meridian and the city of Garden City under the Department of Homeland Security funds. I do not know if this is come in front of ACCM as a formal approval yet, but it has been approved through TAG. We are going to use that grant to pay for the up front costs for us to convert to TriTech. But in order to do that I need several things from you all. I need a sole source agreement approved. It has been vetted out through legal, it has been vetted out through purchasing, and they have provided you those documentations today for that approval. It's pretty obvious that it's a sole source, because it's a proprietary system. It's all integrated. It all goes together. Ada County is already moving toward it. Our only option is to go to it or go out to bid ourselves, but I can tell you that from previous experience, based upon the size of our city, we are probably looking at somewhere between 500,000 and a million dollars for a records management system if we decide to go on our own. The cost that we are required to pay is 162,000 dollars up front. That is covered by the grant. That is not any money out of pocket for the city. So, I'm here to request approval for the sole source and I also request approval for the statement of work for the RMS and the field base reporting system and, then, if you're so inclined to approve that, we will have had -- we have had the sub grant -- Bill, help me with that. The sub grantee lease form I think or license agreement. Nary: A license agreement. Lavy: No. That's a -- it's the sub grantee form. Basically, what happens is the state gives the money to Ada County under their name, Ada County decides to give it to us. They want us to sign an agreement that says we will conform to all the grant's requirements. We have done it in the past, but the one that we have on file is currently expired. That has been reviewed by legal as well. It's been reviewed by legal this afternoon and they are prepared to put it on the Consent Agenda for next week. So, that would be the three documents that I would need approval for. I guess I would stand for any questions right now. I know that that's very very brief and that's usually not my style, but, hopefully, that answers your questions. If it didn't I'm here to take any questions you may have. De Weerd: Mr. Rountree? Rountree: Madam Mayor. Chief, does this take -- the cost take into account the resources that may need to be available in IT to support these new systems? Meridian City Council April 21, 2015 Page 11 of 15 Lavy: Well, this is the fortunate thing is currently the IT resources that are being used toward the system are fairly hefty. This has a minimal IT use, because we currently have some systems that we -- that we have designed and programmed ourself that we maintain. That's going away. This is going to be to a third -party vendor. So, there is some current IT resources that are being used to implement this project, but once it's up online they step out and they do not have to provide as much resources as they have been for the last couple years. Rountree: Thank you. De Weerd: Any other questions from Council? Bird: I have none. De Weerd: Okay. Thank you, chief. Lavy: Thank you. De Weerd: Okay. Item 9-C is under our public or -- Bird: You got to get it approved. Milam: You need to make it approved. De Weerd: We need an approval. Sorry. Milam: Madam Mayor? De Weerd: Yes. Milam: I move that we approve the sole source authorization for purchase of RMS and SBR from TriTech software. Bird: Second. De Weerd: Okay. I have a motion and a second. Any discussion from Council? Bird: I have none. De Weerd: Madam Clerk, will you call roll. Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. Meridian City Council April 21, 2015 Page 12 of 15 MOTION CARRIED: ALL AYES. Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Move that we approve the TriTech subscription license agreement. Bird: Second. De Weerd: I have a motion and a second to approve Item 9-B-2. Madam Clerk. Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. Thank you, chief. MOTION CARRIED: ALL AYES. C. Public Works: Budget Amendment for FY2015 in the Not -to - Exceed Amount of $328,576.00 for Water Main Replacement Projects De Weerd: Item 9-C is under Public Works. Dolsby: Madam Mayor, Members of the Council, a budget amendment of 328,576 dollars is being requested in order to replace funding that was not carried forward from fiscal year 2014. So, consequently, since that money wasn't carried forward, the FY -15 budget is not adequate to fund the water main replacements that we had planned for FY -15. So, this budget amendment will replace the funding that was previously approved by Council in FY -14 and should have been carried forward and allow the currently programmed projects to be executed. And with that I will stand for any questions. De Weerd: Okay. Thank you, Clint. Any questions from Council? Okay. Hearing none, do I have a motion? Zaremba: Madam Mayor? De Weerd: Mr. Zaremba. Zaremba: I move we approve the Public Works budget amendment for fiscal year 2015 in the not to exceed amount of 328,576 dollars for water main replacement projects. Cavener: Second. De Weerd: I have a motion and a second to approve Item 9-C. Madam Clerk, will you call roll. Meridian City Council April 21, 2015 Page 13 of 15 Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, absent; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: FIVE AYES. ONE ABSENT. D. Fire Department And Legal Department: Memorandum Of Understanding To Forgo 2015 Engineer Promotional Testing As Required By The Current Collective Bargaining Agreement De Weerd: Item No. 9-D is under our Fire Department. Nary: Madam Mayor, Members of the Council -- De Weerd: Or our legal department. Nary: I can explain the -- the MOU that's on there -- and if you have questions for Chief Jones. Basically in our labor agreement -- with our collective agreement with the union, every year we have testing and we alternate between testing for captains and testing for engineer positions. 2015 is our time to test for engineers. There are three members currently on the list for promotion to engineer when a position becomes available. We held an open -- an open enrollment period to apply to take the current test. The only applicants that applied -- and the chief might know if they are the only ones eligible, but the only ones that applied are the same three people. They have agreed to maintain their same positions on the list. The union has agreed to allow us to forego the cost and the expense and time of testing, since it's the same three people, since they were in agreement to maintain their same position on the list. So, this MOU is simply allowing us the ability skip the testing in this go around because of that and save the expense and cost and time that it takes to put the test on. So, that's in a nutshell. If you have specific questions for Chief Jones, I'm sure he can answer those. De Weerd: And I believe the cost savings is around 15,000. Jones: Madam Mayor, that's correct. De Weerd: Okay. Any questions from Council? Bird: I have none. De Weerd: Captain, did you have something? Jones: No. Bird: Madam Mayor? Meridian City Council April 21, 2015 Page 14 of 15 De Weerd: Mr. Bird. Bird: Seeing how Joe isn't here I will take it. I move we approve the memorandum of understanding to forego 2015 engineer promotional testing as required by current collective bargaining agreement and agreed to by city and union. Milam: Second. De Weerd: I have a motion and a second to approve Item 9-D. Any discussion from Council? Madam Clerk, will you call roll. Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 10: Ordinances A. Ordinance No. # 15-1642: Meridian Art in Public Spaces (MAPS) Ordinance De Weerd: Item 9-A is Ordinance 15-1642. Madam Clerk, will you, please, read this by title only. Jones: Thank you, Madam Mayor. City of Meridian Ordinance 15-1642, an ordinance of the City of Meridian amending Meridian City Code, Title 1, Chapter 9, to add Section 4, establishing the Meridian Art In Public Spaces program regarding purpose of funds, funds appropriation carry forward and the expenditure of funds, adopting a savings clause and providing an effective date. De Weerd: Thank you. You have heard this read by title only. I don't see anyone showing an interest in hearing it read -- Milam: Madam Mayor? De Weerd: Mrs. Milam. Milam: Seeing none, I move that we approve Ordinance No. 15-1642 with suspension of rules. Bird: Second. De Weerd: I have a motion and a second to approve 10-A. Madam Clerk, will you call roll. Meridian City Council April 21, 2015 Page 15 of 15 Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. Item 11: Future Meeting Topics De Weerd: Item 11 is future meeting topics. Any items for future agendas? Item 12: Executive Session Per Idaho State Code 67-2345 (1)(d): (d) To Consider Records that are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code De Weerd: Okay. Item 12 is Executive Session. Bird: Madam Mayor? De Weerd: Mr. Bird. Bird: I move we go into Executive Session as per Idaho State Code 67-2345(1)(d). Milam: Second. De Weerd: I have a motion and a second to adjourn into Executive Session. Madam Clerk, will you call roll. Roll Call: Bird; yea; Rountree, yea; Zaremba, yea; Borton, yea; Milam, yea; Cavener, yea. De Weerd: All ayes. Motion carried. MOTION CARRIED: ALL AYES. EXECUTIVE SESSION: (6:44 p.m. to 7:48 p.m.) MEETING ADJOURNED AT 7:48 P.M. CORDING ON MAYOR T,fiN,ItiIIY de WEERD ATTEST.CC// JAYCEE WLMAN, CITY CLE ?FTHI E PROCEEDINGS) yGO�4O�TEDAUCGS�lDATE APPROVED y 90 W City of IDAHO SEAL t � Y V� V ���Ihe TR6A8��� Changes to Agenda: Item #8A: Accommodations (FP -15.010) Application(s): Final plat Size of property, existing zoning, and location: This site consists of 4.71 acres of land, currently zoned R-4, located on the south side of E. Falcon Drive, east of S. Eagle Road. Summary of Request: The applicant has applied for final plat approval to develop 13 SFR building lots and 3 common lots. The proposed common open space consists of local street buffers and a micropath lot. Overall common open space is 0.21 acres or 3.6% which is consistent with the amount approved with the preliminary plat. The proposed final plat has one less lot than the approved preliminary plat (as allowed in the UDC) and the amount of common open space is the same, staff finds the proposed final plat to be in substantial compliance with the approved preliminary plat as required by UDC. Staff Recommendation: Approval Written Testimony: Scott Wonders in agreement with the conditions in the staff report. Outstanding Issue(s) for City Council: None Notes: Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5A PROJECT NUMBER: RZ 15-003 ITEM TITLE: JAYKER VILLAGE SUBDIVISION Findings of Fact, Conclusions of Law and Order of Denial: RZ 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Rezone 26.09 Acres from the C -N and the R-15 Districts to the R-15 (8.48 Acres) and C -C (17.61 Acres) Zoning Districts MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5B PROJECT NUMBER: PP 15-003 ITEM TITLE: JAYKER VILLAGE SUBDIVISION Findings of Fact, Conclusions of Law and Order of Denial: PP 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Preliminary Plat Approval Consisting of One (1) Residential Lot, Three (3) Commercial Lots and Three (3) Common Lots on Approximately 23.59 Acres in the Proposed R-15 and C -C Zoning Districts MEETING NOTES l Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5C PROJECT NUMBER: CUP 15-003 ITEM TITLE: JAYKER VILLAGE SUBDIVISION Findings of Fact, Conclusions of Law and Order of Denial: CUP 15-003 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard; West of N. Tree Farm Way and N. Tree Haven Way Request: Conditional Use Permit for a Self -Service Storage Facility Consisting of a Care -Taker's / Office Building and Fifteen (15) Storage Buildings on Approximately 1 1.18 Acres of Land in a Proposed C -C Zoning District MEETING NOTES la'sl.. Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5D PROJECT NUMBER: MDA 15-001 ITEM TITLE: JAYKER VILLAGE SUBDIVISION Findings of Fact, Conclusions of Law and Order of Denial: MDA 15-001 Jayker Village Subdivision by Oak Leaf Development Company, Inc. Located North Side of Chinden Boulevard, West of N. Tree Farm Way and N. Tree Haven Request: Development Agreement Modification to Exclude the Proposed C -C Zoning Boundary from the Existing Development Agreement MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS BEFORE THE MERIDIAN CITY COUNCIL IN THE MATTER OF THE REQUEST ) FOR A DEVELOPMENT AGREEMENT ) MODIFICATION TO EXCLUDE THE ) PROPOSED C -C ZONING BOUNDARY ) FROM THE EXISTING DEVELOPMENT ) AGREEMENT; REZONE 26.09 ACRES ) FROM C -N AND R-15 DISTRICTS TO ) THE R-15 AND C -C ZONING DISTRICTS;) A CONDITIONAL USE PERMIT FOR A ) SELF STORAGE FACILITY; AND A ) PRELIMINARY PLAT CONSISTING OF ) 1 RESIDENTIAL LOT, 3 COMMERCIAL ) LOTS AND 3 COMMON LOTS ON 23.59 ) ACRES ) FOR ) JAYKER VILLAGE SUBDIVISION ) By OAK LEAF DEVELOPMENT ) COMPANY, INC., ) APPLICANT. ) CIC 04-21-15 Case No. MDA 15-001; PP 15-003 CUP 15-003; RZ 15-003 FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER OF DENIAL The above entitled rezone application, development agreement modification, conditional use permit application and preliminary plat application having come on for public hearing on April 7, 2015, at the hour of 6:00 o'clock p.m. at Meridian City Hall, 33 East Broadway Avenue, Meridian, Idaho. Bill Parsons, Meridian Planning and Zoning Department, and Gary Allen appeared and testified on behalf of Oak Leaf Development Company, Inc., and the City Council having duly considered the evidence and the record in this matter therefore make the following Findings of Fact and Conclusions of Law, and Decision and Order: FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER OF DENIAL FOR PRELIMINARY PLAT; DEVELOPMENT AGREEMENT MODIFICATION; CONDITIONAL USE PERMIT, AND REZONE CASE NO. MDA 13-024; PP 13-039; CUP 15-003; RZ 15-003 PAGE I OF 4 FINDINGS OF FACT 1. The notice of public hearing on the application for development agreement modification and preliminary plat was published for two (2) consecutive weeks prior to said public hearings scheduled for April 7, 2015, before the City Council, the first publication appearing and written notice having been mailed to property owners or purchasers of record within three hundred (300') feet of the external boundaries of the property under consideration more than fifteen (15) days prior to said hearings and with the notice of public hearings having been posted upon the property under consideration more than one week before said hearing; and that copies of all notices were made available to newspaper, radio and television stations as public service announcements; and the matter having been duly considered by the City Council on March 4, 2014, public hearing; and the applicant, affected property owners, and government subdivisions provided services within the planning jurisdiction of the City of Meridian, having been given full opportunity to express comments and submit evidence. 2. There has been compliance with all notice and hearing requirements set forth in Idaho Code §§67-6509 and 67-6511, and §11-5A, Municipal Code of the City of Meridian. 3. The City Council takes judicial notice of its zoning, subdivisions and development ordinances codified at Title 11, Municipal Code of the City of Meridian, and all current zoning maps thereof, and the Amended Comprehensive Plan of the City of Meridian on April 19, 2011, Resolution No. 11-784, and maps and the ordinance Establishing the Impact Area Boundary. 4. The property is generally located on the north side of Chinden Boulevard; west of N. Tree Farm Way and N. Tree Haven Way in the SW I/4 of Section 22, Township 4N, Range 1W, Meridian, Idaho 5. Oak Leaf Development Company, Inc., whose address is 7270 N. Tree Haven Place, Meridian, ID 83646, is the current property owner and applicant. 6. The applicant, Oak Leaf Development Company, hasapplied for a rezone (RZ) of approximately 26.09 acres of land from the R-15 and C -N zoning districts to the R-15 (8.48 acres) and C -C (17.61 acres) zoning districts; a preliminary plat (PP) consisting of 1 residential lot, 3 commercial lots and 3 common lots on approximately 23.59 acres; a conditional use permit (CUP) to construct and operate a self-service storage facility consisting of fifteen (15) storage buildings and an office building with a caretakers unit on approximately 11. 18 acres in FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER OP DENIAL FOR PRELIMINARY PLAT, DEVELOPMENT AGREEMENT MODIFICATION; CONDITIONAL USE PERMIT; AND REZONE CASE NO. MDA 13-024; PP 13-039; CUP 15-003; RZ 15-003 PAGE 2 OF 4 a proposed C -C zoning district; a development agreement modification (MDA) to exclude the proposed C -C zoning boundary from the existing development agreement and enter into a new DA for the purpose of attaching a new concept plan and new provisions relevant to the proposed development; and alternative compliance (ALT) to deviate from the landscape buffer requirements adjacent to streets set forth in UDC 11-313-7C and the parking standards for the proposed self-service storage facility set forth in UDC 11-3C-613. The property which is the subject of this application is within the City of Meridian. CONCLUSIONS OF LAW 1. The City of Meridian shall exercise the powers conferred upon it by the "Local Land Use Planning Act of 1975," codified at Chapter 65, Title 67, Idaho Code (I.C. §67-6503). 2. The Meridian City Council shall apply the standards listed in Idaho Code §67- 6511 and Section 11-513-3 of the Unified Development Code to review the re -zone application and the development agreement modification request. 3. Due consideration has been given to the comment(s) received from the governmental subdivisions providing services in the City of Meridian planning jurisdiction. 4. That this denial is in accordance with the attached Staff Report for the hearing date of April 7, 2015, incorporated by reference. ��I.�17�/:_ ► 1 1 : 1 � NOW, THEREFORE, BASED UPON THE ABOVE AND FOREGOING FINDINGS OF FACT AND CONCLUSIONS OF LAW, the City Council does hereby order and this does order: That the application for rezone is denied since the proposed application is not in the best interest of the City at this time. The applicant has failed to provide a compelling reason to change the zoning as originally proposed when the project was approved. Since the request to rezone the property has been denied, the preliminary plat request and the conditional use permit and the development agreement modification are no longer needed and are therefore denied. FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER OF DENIAL FOR PRELIMINARY PLAT; DEVELOPMENT AGREEMENT MODIFICATION; CONDITIONAL USE PERMIT; AND REZONE CASE NO. MDA 13-024; PP 13-039; CUP 15-003; RZ 15-003 PAGE 3 OF 4 2015. By action of the City Council at its regular meeting held on the ;:;�A day of April, ROLL CALL: COUNCILMAN KEITH BIRD COUNCILMAN JOE BORTON COUNCILMAN LUKE CAVENER COUNCILWOMAN GENESIS MILAM COUNCILMAN CHARLIE ROUNTREE COUNCILMAN DAVID ZAREMBA VOTED VOTED l� y e VOTED VOTED VOTED _a4C VOTED MAYOR TAMMY de WEERD (TIE BREAKER) VOTED DATED: (*A DI _ Dws- MOTION: APPROVED: DISAPPROVED: Copy served upon Applicant, the Community Development Department, Public Works Department, and City Atjernuy.----� v Dated: City 's 01fice t FINDINGS OF FACT AND CONCLUSIONS OF LAW AND DECISION AND ORDER OF DENIAL FOR PRELIMINARY PLAT; DEVELOPMENT AGREEMENT MODIFICATION; CONDITIONAL USE PERMIT; AND REZONE CASE NO. MDA 13-024; PP 13-039; CUP 15-003; RZ 15-003 PAGE 4 OF 4 Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5E PROJECT NUMBER: FP 15-009 ITEM TITLE: BILTMORE ESTATES NO 2 E. Final Order for Approval: FP 15-009 Biltmore Estates Subdivision No. 2 by Oakwood Estates, LLC Located South of W. Victory Road and West of S. Meridian Road Request: Final Plat Approval Consisting of Twenty -Nine (29) Building Lots and Five (5) Common/Other Los on 10.62 Acres of Land in the R-4 Zoning District MEETING NOTES Ali71 1 �J� M LSF.:�uz Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES - INITIALS ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR BILTMORE ESTATES SUBDIVISION NO. 2 (FP-15-009) Page 1 of 3 BEFORE THE MERIDIAN CITY COUNCIL HEARING DATE: APRIL 7, 2015 IN THE MATTER OF THE REQUEST FOR FINAL PLAT CONSISTING OF 29 BUILDING LOTS AND 5 COMMON LOTS ON 10.62 ACRES OF LAND IN AN R-4 ZONING DISTRICT FOR BILTMORE ESTATES SUBDIVISION NO. 2 BY: OAKWOOD ESTATES, LLC APPLICANT ) ) ) ) ) ) ) ) ) ) ) ) ) CASE NO. FP-15-009 ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT This matter coming before the City Council on April 7, 2015 for final plat approval pursuant to Unified Development Code (UDC) 11-6B-3 and the Council finding that the Administrative Review is complete by the Planning Department and Public Works Department, to the Mayor and Council, and the Council having considered the requirements of the preliminary plat, the Council takes the following action: IT IS HEREBY ORDERED THAT: 1. The Final Plat of “PLAT SHOWING BILTMORE ESTATES SUBDIVISION NO. 2, LOCATED IN THE S ½ OF THE N ½ OF SECTION 25, T.3N., R.1W., B.M., MERIDIAN, ADA COUNTY, IDAHO, 2015, HANDWRITTEN DATE: 2/23/15, CLINTON W. HANSEN, PLS, SHEET 1 OF 3,” is conditionally approved subject to those conditions of Staff as set forth in the staff report to the ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR BILTMORE ESTATES SUBDIVISION NO. 2 (FP-15-009) Page 2 of 3 Mayor and City Council from the Planning and Development Services divisions of the Community Development Department dated April 7, 2015, a true and correct copy of which is attached hereto marked “Exhibit A” and by this reference incorporated herein, and the response letter from Shari Stiles, Engineering Solutions, a true and correct copy of which is attached hereto marked “Exhibit B” and by this reference incorporated herein. 2. The final plat upon which there is contained the certification and signature of the City Clerk and the City Engineer verifying that the plat meets the City’s requirements shall be signed only at such time as: 2.1 The plat dimensions are approved by the City Engineer; and 2.2 The City Engineer has verified that all off-site improvements are completed and/or the appropriate letter of credit or cash surety has been issued guaranteeing the completion of off-site and required on-site improvements. NOTICE OF FINAL ACTION AND RIGHT TO REGULATORY TAKINGS ANALYSIS The Applicant is hereby notified that pursuant to Idaho Code § 67-8003, the Owner may request a regulatory taking analysis. Such request must be in writing, and must be filed with the City Clerk not more than twenty-eight (28) days after the final decision concerning the matter at issue. A request for a regulatory takings analysis will toll the time period within which a Petition for Judicial Review may be filed. Please take notice that this is a final action of the governing body of the City of Meridian, pursuant to Idaho Code § 67-6521. An affected person being a person who has an interest in real property which may be adversely affected by this decision may, within twenty- eight (28) days after the date of this decision and order, seek a judicial review pursuant to Idaho Code§ 67-52. S} By action of the City Council at its regular meeting held on the D day of 12015. Copy served upon the Applicant, Planning Department, Public Works Department, and City Attorney. Dated:' (% - DD - Is: - ORDER OF CONDITIONAL APPROVAL OF FINAL PLAT FOR BILTMORE ESTATES SUBDIVISION NO. 2 (FP -15-009) Page 3 of 3 �nr,� EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 1 STAFF REPORT MEETING DATE: April 7, 2015 TO: Mayor and City Council FROM: Sonya Watters, Associate City Planner 208-884-5533 Bruce Freckleton, Development Services Manager 208-887-2211 SUBJECT: FP-15-009 – Biltmore Estates Subdivision No. 2 I. APPLICATION SUMMARY The applicant, Oakwood Estates, LLC, has applied for final plat (FP) approval of 29 building lots and 5 common lots on 10.62 acres of land in an R-4 (medium low-density residential) zoning district. This is the second phase of development of Biltmore Estates Subdivision. II. STAFF RECOMMENDATION Staff recommends approval of the Biltmore Estates Subdivision No. 2 final plat based on the analysis provided below in Section V. III. PROPOSED MOTION Approval I move to approve File Number FP-15-009 as presented in the staff report for the hearing date of April 7, 2015, with the following modifications: (Add any proposed modifications.) Denial I move to deny File Number FP-15-009, as presented during the hearing on April 7, 2015, for the following reasons: (You should state specific reasons for denial.) Continuance I move to continue File Number FP-15-009 to the hearing date of (insert continued hearing date here) for the following reason(s): (You should state specific reason(s) for continuance.) IV. APPLICATION AND PROPERTY FACTS A. Site Address/Location: The subject property is located south of W. Victory Road and west of S. Meridian Road, in the north ½ of Section 25, T. 3N., R. 1W. B. Applicant: Oakwood Estates, LLC P.O. Box 518 Meridian, ID 83680 C. Owner: Same as applicant EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 2 D. Representative: Shari Stiles, Engineering Solutions, LLP 1029 N. Rosario Street, Ste. 100 Meridian, ID 83642 V. STAFF ANALYSIS The proposed final plat depicts 29 single-family residential building lots and 5 common lots on 10.62 acres of land in an R-4 zoning district. The gross density of the proposed subdivision is 2.73 dwelling units (d.u.) per acre with a net density of 3.57 d.u. per acre. The minimum property size is 8,453square feet (s.f.) with an average size of 10,119 s.f. All of the lots proposed in this phase are for single-family detached homes and must comply with the dimensional standards of the R-4 zoning district listed in UDC Table 11-2A-5. Staff has reviewed the proposed plat and found it in compliance with the aforementioned dimensional standards. Staff has reviewed the proposed final plat for substantial compliance with the approved preliminary plat in accord with the requirements listed in UDC 11-6B-3C.2. The number of buildable lots and common area is the same. Therefore, staff deems the proposed final plat in substantial compliance with the approved preliminary plat. VI. SITE SPECIFIC CONDITIONS 1. Applicant shall meet all terms of the approved annexation (AZ-13-014, Development Agreement Instrument #114052420) and preliminary plat (PP-14-004). 2. The applicant shall obtain the City Engineer’s signature on the final plat within two (2) years of City Council approval of the preliminary plat (by May 20, 2016) or the City Engineer’s signature on a previous phase; or, apply for a time extension in accord with UDC 11-6B-7. 3. Prior to submittal for the City Engineer’s signature, have the Certificate of Owners and the accompanying acknowledgement signed and notarized. 4. The final plat prepared by Engineering Solutions, LLP, stamped on 2/23/15 by Clinton W. Hansen shall be revised as follows: a. Include the recorded instrument number on note #14. 5. The landscape plan prepared by South Landscape Architecture, P.C., dated 3/11/15, shall be revised prior to signature on the final plat by the City Engineer as follows: a. Revise calculations table to only include information applicable to Phase 2. b. The fencing symbol shown on the plan for the fencing along the micropath on Lot 7, Block 9 is incorrect; revise to reflect the symbol for 4-foot tall solid screen fence as depicted in the legend. 6. All fencing installed on the site must comply with the fencing shown on the landscape plan in Exhibit D, the conditions in this report, and with the standards listed in UDC 11-3A-6 and 11-3A- If permanent fencing does not exist at the subdivision boundary, temporary construction fencing to contain debris shall be installed around this phase prior to release of building permits for this subdivision. 7. Future homes constructed in this subdivision shall be generally compatible in appearance and bulk with the pictures/elevations included in the development agreement recorded as Instrument No. 114052420. EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 3 The rear and/or sides of homes on lots that face or back up to S. Kentucky Way shall incorporate articulation through changes in materials, color, modulation, and architectural elements (horizontal and vertical) to break up monotonous wall planes and roof lines. 8. The existing home on the site shall be removed prior to signature on the final plat by the City Engineer. 9. Staff’s failure to cite specific ordinance provisions or conditions from the preliminary plat does not relieve the Applicant of responsibility for compliance. 10. Prior to the issuance of any new building permit, the property shall be subdivided in accordance with the UDC. VII. GENERAL REQUIREMENTS 1. Sanitary sewer service to this development is available via extension of existing mains adjacent to the development. The applicant shall install mains to and through this subdivision; applicant shall coordinate main size and routing with the Public Works Department, and execute standard forms of easements for any mains that are required to provide service. Minimum cover over sewer mains is three feet, if cover from top of pipe to sub-grade is less than three feet than alternate materials shall be used in conformance of City of Meridian Public Works Departments Standard Specifications. 2. Water service to this site is available via extension of existing mains adjacent to the development. The applicant shall be responsible to install water mains to and through this development, coordinate main size and routing with Public Works. 3. Street signs are to be in place, sanitary sewer and water system shall be approved and activated, fencing installed, drainage lots constructed, road base approved by the Ada County Highway District (ACHD) and the Final Plat for this subdivision shall be recorded, prior to applying for building permits. 4. Upon installation of the landscaping and prior to inspection by Planning Department staff, the applicant shall provide a written certificate of completion as set forth in UDC 11-3B-14A. 5. A letter of credit or cash surety in the amount of 110% will be required for all incomplete fencing, landscaping, amenities, pressurized irrigation, prior to signature on the final plat. 6. The City of Meridian requires that the owner post with the City a performance surety in the amount of 125% of the total construction cost for all incomplete sewer, water infrastructure prior to final plat signature. This surety will be verified by a line item cost estimate provided by the owner to the City. The applicant shall be required to enter into a Development Surety Agreement with the City of Meridian. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. 7. The City of Meridian requires that the owner post to the City a warranty surety in the amount of 20% of the total construction cost for all completed sewer, and water infrastructure for a duration of two years. This surety amount will be verified by a line item final cost invoicing provided by the owner to the City. The surety can be posted in the form of an irrevocable letter of credit, cash deposit or bond. Applicant must file an application for surety, which can be found on the Community Development Department website. Please contact Land Development Service for more information at 887-2211. EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 4 8. All development improvements, including but not limited to sewer, water, fencing, pressurized irrigation and landscaping shall be installed and approved prior to obtaining certificates of occupancy, or as otherwise allowed by UDC 11-5C-1. 9. Applicant shall be required to pay Public Works development plan review, and construction inspection fees, as determined during the plan review process, prior to the issuance of a plan approval letter. 10. It shall be the responsibility of the applicant to ensure that all development features comply with the Americans with Disabilities Act and the Fair Housing Act. 11. Applicant shall be responsible for application and compliance with any Section 404 Permitting that may be required by the Army Corps of Engineers. 12. Developer shall coordinate mailbox locations with the Meridian Post Office. 13. All grading of the site shall be performed in conformance with MCC 11-12-3H. 14. Compaction test results shall be submitted to the Meridian Building Department for all building pads receiving engineered backfill, where footing would sit atop fill material. 15. The engineer shall be required to certify that the street centerline elevations are set a minimum of 3-feet above the highest established peak groundwater elevation. This is to ensure that the bottom elevation of the crawl spaces of homes is at least 1-foot above. 16. The applicants design engineer shall be responsible for inspection of all irrigation and/or drainage facility within this project that do not fall under the jurisdiction of an irrigation district or ACHD. The design engineer shall provide certification that the facilities have been installed in accordance with the approved design plans. This certification will be required before a certificate of occupancy is issued for any structures within the project. 17. At the completion of the project, the applicant shall be responsible to submit record drawings per the City of Meridian AutoCAD standards. These record drawings must be received and approved prior to the issuance of a certification of occupancy for any structures within the project. 18. 100 Watt and 250 Watt, high-pressure sodium street lights shall be required on all public roadways per the City of Meridian Improvement Standards for Street Lighting. All street lights shall be installed at developer’s expense. Final design shall be submitted as part of the development plan set for approval, which must include the location of any existing street lights. Street lighting is required at intersections, corners, cul-de-sacs, and at a spacing that does not exceed that outlined in the Standards. The contractor’s work and materials shall conform to the ISPWC and the City of Meridian Supplemental Specifications to the ISPWC. Contact the City of Meridian Transportation and Utility Coordinator at 898-5500 for information on the locations of existing street lighting. 19. The applicant shall provide easement(s) for all public water/sewer mains outside of public right of way (include all water services and hydrants). The easement widths shall be 20-feet wide for a single utility, or 30-feet wide for two. The easements shall not be dedicated via the plat, but rather dedicated outside the plat process using the City of Meridian’s standard forms. The easement shall be graphically depicted on the plat for reference purposes. Submit an executed easement (on the form available from Public Works), a legal description prepared by an Idaho Licensed Professional Land Surveyor, which must include the area of the easement (marked EXHIBIT A) and an 81/2” x 11” map with bearings and distances (marked EXHIBIT B) for review. Both exhibits must be sealed, signed and dated by a Professional Land Surveyor. DO NOT RECORD. Add a note to the plat referencing this document. All easements must be submitted, reviewed, and approved prior to development plan approval. EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 5 20. Applicant shall be responsible for application and compliance with and NPDES permitting that may be required by the Environmental Protection Agency. 21. Any existing domestic well system within this project shall be removed from domestic service per City Ordinance Section 9-1-4 and 9 4 8 contact the City of Meridian Engineering Department at (208)898-5500 for inspections of disconnection of services. Wells may be used for non-domestic purposes such as landscape irrigation if approved by Idaho Department of Water Resources Contact Robert B. Whitney at (208)334-2190. 22. Any existing septic systems within this project shall be removed from service per City Ordinance Section 9-1-4 and 9 4 8. Contact Central District Health for abandonment procedures and inspections (208)375-5211. 23. The City of Meridian requires that pressurized irrigation systems be supplied by a year-round source of water (MCC 12-13-8.3). The applicant should be required to use any existing surface or well water for the primary source. If a surface or well source is not available, a single-point connection to the culinary water system shall be required. If a single-point connection is utilized, the developer will be responsible for the payment of assessments for the common areas prior to development plan approval. V. EXHIIBITS A. Vicinity Map B. Approved Preliminary Plat (dated: 1/21/14) C. Proposed Final Plat (dated: 2/23/15) D. Proposed Landscape Plan (dated: 3/11/15) & Play Equipment EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 6 Exhibit A – Vicinity Map EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 7 Exhibit B – Approved Preliminary Plat (dated: 1/21/14) EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 8 Exhibit C – Proposed Final Plat (dated: 2/23/15) EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 9 Exhibit D –Proposed Landscape Plan (dated: 3/11/15) & Play Equipment EXHIBIT A Biltmore Estates Subdivision No. 2 FP-15-009 PAGE 10 EXHIBIT B Sonya Watters From: Shari Stiles <es-sharis@qwestoffice.net> Sent: Wednesday, April 01, 2015 10:45 AM To- Sonya Watters; Holly Binkley; Jacy Jones; Jaycee Holman; Machelle Hill Cc: Bruce Freckleton Subject: RE: Biltmore Estates Sub. 2 FP -15-00 Sonya et al: We have reviewed the staff report for the Meridian City Council meeting of April 7, 2015, and are in agreement with the conditions of approval. Thank you! Have a great day! From: Sonya Watters [mailto:swatters@meridiancity.org] Sent: Tuesday, March 31, 2015 4:44 PM To: Holly Binkley; Jacy Jones; Jaycee Holman; Machelle Hill Cc: Shari Stiles; Bruce Freckleton Subject: Biltmore Estates Sub. 2 FP -15-00 Attached is the staff report for the proposed final plat for Biltmore Estates Sub. 2. This item is scheduled to be on the Council agenda on April 7th. The meeting will be held at City Hall, 33 E. Broadway Avenue, beginning at 6:00 pm. Please call or e-mail with any questions. Shari - Please submit a written response to the staff report to the City Clerk's office (iholman@meridiancity.ore, mhiit@meridiancity.ore, ijones@meridiancity.orQI and myself (e-mail or fax) by 3:00 pm the Thursday prior to the hearing. If you are in agreement with the conditions of approval contained in the staff report and you submit a written response accordingly by Thursday at 3:00 pm, your item will be placed on the consent agenda; consent agenda items are passed in one motion by the Council at the beginning of the meeting. Note: If you are in agreement with the staff report, it is still recommended you attend the meeting in the event the item is pulled off of the consent agenda. If you do not respond to the staff report by Thursday, or if you have concerns with the conditions of approval, your project will be placed on the regular agenda. Thanks, Sonya Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5F PROJECT NUMBER: FP 15-011 ITEM TITLE: AVENDALE SUBDIVISION FP 15-011 Avendale Subdivision by Silver Oaks Apartments, LLC Located 3800 W. Perugia Street Request: Final Plat Approval Consisting of Four (4) Building Lots on 24.61 Acres of Land in an R-15 Zoning District MEETING NOTES �FI Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5G PROJECT NUMBER: ITEM TITLE: WATER MAIN EASEMENT Water Main Easement for Three Corners Subdivision MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF. SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 5H PROJECT NUMBER: ITEM TITLE: CHANGE ORDER NO 1 Approval of Deductive Change Order No. ] to CIRCLE H CONSTRUCTION, INC. for the "FIBER OPTIC CONSTRUCTION- CITY HALL TO WATER & WASTEWATER" project for a Negative amount of <$3,000.00>. MEETING NOTES `� J Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Memo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Emily Skoro, Clint Dolsby Date: 4/16/2015 Re: April 2151 City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the April 215f City Council Consent Agenda for Council's consideration. project for a Negative amount of <$3.000.00> Recommended Council Action: Approval of Deductive Change Order No. 1 to Circle H Construction, Inc. for the Negative amount of <$3,000.00>. Thank you for your consideration. 0 Page 1 CITY OF MERIDIAN CHANGE ORDER NO. 1 33 EAST BROADWAY PROJECT NO. 10382.E MERIDIAN, ID 83642 DATE: 3/20/2015 EFFECTIVE DATE: 3/16/2015 CONTRACT ORDER CHANGE ORDER CONTRACTOR: Circle H Construction, Inc. PROJECT: Fiber Optic Construction - City Hall to Water & Wastewater The Engineer/Consultant is hereby directed to make the following changes from the Task Order Documents. Description: The City has requested to change the product from Tight Buffered to Loose Tube Fiber. Reason for Change Order: Cost difference between Tight Buffered and Loose Tube Fiber CHANGE IN TASK ORDER PRICE: CHANGE IN TASK ORDER TIMES: Original Task Order Price $229,111.13 Original Task Order Times: 150 Net changes form previous Change Orders Net changes form previous Change Orders No.—O— to _0 No._0_ to _0 (calendar days) $0.00 0 Task Order Price Prior to this Change Order: Task Order Times prior to this Change Order: (calendar days) $229,111.13 150 Net Increase (decrease) of this Change Order: Net Increase (decrease) of this Change Order: (calendar days) -$3,000.00 15 Task Order Price with all Approved Change Orders: Task Order Times with all Approved Change Orders: (calendar days) $226,111.13 165 RECOMMENDED: (Project Manager) ACCEPTED: CIRCLE ONSTRUCTION, INC By: Clint Dolsby By: A��y/ Clapi� Date: / 6 Date: / si �5 APPROVED: (CITU PURCHA51 G MA G COUNCIL APPROVAL DATE: By: Keith Welts AU`'LS� Date: A� �/� �S `e4Qp0.Arao Date: APPROV) „ ATTESM° TDIAN- By: Mayor Tammy de� \ /Dano By: City Clerk, Jaycee HoE EAL'-�1-\ Date: Dale: "!Ae IR F PSV° /S G? J, -;p3/ Meridian City Council Meeting DATE• April 21, 2015 ITEM NUMBER: 6A PROJECT NUMBER: ITEM TITLE: PUBLIC WORKS Public Works: Presentation of the City of Meridian Environmental Excellence Awards MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: PROJECT NUMBER: ITEM TITLE: ITEMS MOVED FROM CONSENT AGENDA MEETING NOTES �Ifc)rj -� Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE- April 21 2015 ITEM NUMBER: 8A PROJECT NUMBER: FP 15-010 ITEM TITLE: ACCOMMODATIONS SUBDIVISION FP 15-010 Accommodations Subdivision by Providence Management, LLC Located South Side of E. Falcon Drive and East of S. Eagle Road Request: Final Plat Approval Consisting of Fourteen (14) Single Family Residential Lots and Three (3) Common Lots on Approximately 4.71 Acres in the R-4 Zoning District MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILEDTO STAFF SENTTO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 9A PROJECT NUMBER: ITEM TITLE: COMMUNITY DEVELOPMENT Community Development Block Grant (CDBG) Update: Community Center Fapade Improvements MEETING NOTES CdnkNn j c& LA / a�; Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE• April 21, 2015 ITEM NUMBER: 9B PROJECT NUMBER: ITEM TITLE: POLICE DEPARTMENT REPORT Records Management System (Inform RMS) and Field Based Reporting System (Inform FBR) from TriTech Software Systems and Discussion of Funding from the ACCEM Homeland Security Grant 1. Approval of Sole Source Authorization for Purchase of Inform RMS and Inform FBR from TriTech Software MEETING NOTES r^ � Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CSE IDIAN-- 3C7Aaf� CITY OF MERIDIAN SOLE SOURCE FORM Date: April 21, 2015 PURCHASING AGENT 33 East Broadway Avenue Meridian, ID 83642 Phone: 208-888-4433 Fax: 208-887-4813 Item or Service: TriTech Integrated RMS/JMS Enterprise Software System 1� Sole Source: Item is available from only one vendor. Item is one -of -a kind item and is not sold through distributors. Manufacturer is a sole distributor. JUSTIFICATION: This product was chosen and implemented by Ada County per County Resolution Number 2008 (attached) dated September 23, 2014. Other law enforcement agencies in the valley are currently using it as well. The only way to facilitate seamless information and intelligence sharing within the RMS module with Ada County and the other law enforcement agencies in the county is with this system. CERTIFICATION: I am aware of the requirements set forth in the City's Purchasing Policy & Procedures Manual for competitive bidding and the established criteria for justification for sole source/sole brand purchasing. I have gathered technical information and have made a concerted effort to review comparable/equal equipment. I hereby certify as to the validity of the information and feel confident that this justification for sole source/sole brand meets the City's criteria and is accurate. T-zz 14, LA vay Requestor (Print Name) DOpfartorg6t Manager Signal Council Approval Date: Purchasing Approval: Purcha g Manager 1f3�`,P1fl CITY OF MERIDIAN SOLE SOURCE FORM Date: April 21, 2015 PURCHASING AGENT 33 East Broadway Avenue Meridian, ID 83642 Phone: 208-888-4433 Fax: 208-887-4813 Item or Service: TriTech Integrated RMS/JMS Enterprise Software Svstem Sole Source: Item is available from only one vendor. Item is one -of -a kind item and is not sold through distributors. Manufacturer is a sole distributor. JUSTIFICATION: This product was chosen and implemented by Ada County per County Resolution Number 2008 (attached) dated September 23, 2014. Other law enforcement agencies in the valley are currently using it as well. The only way to facilitate seamless information and intelligence sharing within the RMS module with Ada County and the other law enforcement agencies in the county is with this system. CERTIFICATION: I am aware of the requirements set forth in the City's Purchasing Policy & Procedures Manual for competitive bidding and the established criteria for justification for sole source/sole brand purchasing. I have gathered technical information and have made a concerted effort to review comparable/equal equipment. I hereby certify as to the validity of the information and feel confident that this justification for sole source/sole brand meets the City's criteria and is accurate. TFF /, LAtrey Requestor (Print Name) f- vzfeftt�� D art4 g t Manager �Signat Council Approval Date: Purchasing Approval: � Purch>a fig Manager SUBSCRIPTION LICENSE AGREEMENT BETWEEN TRITECH SOFTWARE SYSTEMS AND THE CITY OF MERIDIAN, ID This Subscription License Agreement (this "Agreement") is entered into by and between TriTech Software Systems ("TriTech"), 9477 Waples Street, Suite 100, San Diego, CA 92121, a California corporation authorized to conduct business in the State of Idaho, and the City of Meridian, Idaho ("Client") with offices located at 33 E. Broadway Ave., Meridian, ID 83642. TriTech and the Client may also be referred to herein individually as a "Party" or collectively as the "Parties". WHEREAS, this Agreement is for the licensing of a Records Management System (Inform RMS), and Field Based Reporting System (Inform FBR) on an annual subscription basis, including support services; and the purchase of implementation services, equipment and certain third party software (the "Project") as further defined in this Agreement and its Exhibits; and WHEREAS, Ada County and TriTech Software Systems entered into an Agreement for the Purchase, Installation and Configuration of Computer Aided Dispatch and Mobile System dated June 9, 2014 (the "County Agreement"); and WHEREAS, the County Agreement was subsequently amended via Amendment 2 dated November 4, 2014 to add TriTech's Inform RMS, Inform FBR, and Inform Jail applications; and WHEREAS, the Ada County Emergency Communications Center, located at the Ada County Sheriff's Office ("ACSO") coordinates police, fire and emergency medical responses for all city and county public safety agencies in Ada County; and WHEREAS, the Client desires to purchase an annual Subscription to use TriTech's Inform RMS and Inform FBR applications as further defined herein; and WHEREAS, the TriTech Software to be implemented under this Agreement will be installed on ACSO Server(s). NOW, THEREFORE, in consideration of the mutual promises, covenants, and agreements stated herein, and for the good and valuable consideration, the sufficiency of which is hereby acknowledged, the Parties agree as follows: 1. DEFINITIONS 1.1 "Contract Price" means the total of the purchase price of the items as specified in Exhibit A, including, as applicable, equipment, annual subscription fees, software licenses, services, fees, expenses and other items acquired under this Agreement, and any applicable sales, use, value added, or other such governmental charges. Subscription License Agreement — Meridian Page 1 of 20 0 2015 TriTech Software Systems 1.2 "Deliverable" means an item of equipment, software, services and other items acquired under this Agreement as listed in Exhibit A. 1.3 "Delivery" means the delivery and installation of the Software specified in Exhibit A hereto, on the ACSO Servers. 1.4 "Designated Location" means ACSO where the Software is Installed. 1.5 "Documentation" means any standard user manuals or other related instructional and/or reference materials, provided by TriTech or other software vendors, including on-line help information and Release Notes issued in connection with Updates. In case of a conflict between written documentation (user manuals or Release Notes in printed or CD-ROM format) and on-line help information, the printed and CD ROM documentation will control. 1.6 "Equipment' means the computer system equipment specified in Exhibit A of this Agreement. TriTech may substitute equipment for that specified in Exhibit A provided that such equipment will meet the requirements of the Specifications and this Agreement. 1.7 "Go Live" means the event that occurs when the Client first uses a Subsystem for Live Operations. A separate Go Live may take place with respect to each Subsystem, each Interface, and each Modification. 1.8 "Help Desk" means the TriTech function consisting of receiving calls from Ada County concerning System problems and assisting Ada County with resort to the manufacturers of Equipment, Software and other items acquired under this Agreement under the applicable warranties and/or maintenance support agreements. 1.9 "Installation" with respect to Subsystems means the process of running the Subsystem under a procedure to demonstrate basic inter -operability of the applicable Subsystem components for that Subsystem at the Designated Location. "Installation", with respect to the Modifications, if applicable, means the process of running each Modification under a procedure to demonstrate basic interoperability with the applicable Subsystem at its Designated Location(s). "Installation", with respect to the Interfaces, means the process of running each Interface under a procedure to demonstrate basic interoperability of the Interface with the applicable Subsystem and the hardware and/or Software with which it is interfaced at its Designated Location(s). 1.10 "Interface" means the TriTech Software identified as an Interface in Exhibit A. 1.11 "Object Code" means any instruction or set of instructions of a computer program in machine-readable form. 1.12 "Project Schedule" means the schedule developed in conjunction with the Statement of Work that provides the schedule for tasks to be completed by TriTech and the Client, and all Deliverable items to be provided by TriTech hereunder. Subscription License Agreement — Meridian Page 2 of 20 0 2015 TriTech Software Systems 1.13 "Server" means a computer in a local area network that runs administrative software which controls access to all or part of the network and its resources and makes such resources available to computers acting as workstations on the network. The TriTech Software licensed under this Agreement will be Installed on Servers located at ACSO. 1.14 "Software Error" means an error in coding or logic that causes a program not to substantially function as described in the applicable Specifications. 1.15 "Software Support" means Telephone Support, Software Error Correction, and Software Update services provided by TriTech in accordance with Amendment 2 to the County Contract between TriTech and Ada County. 1.16 "Source Code" means the original mnemonic or high-level statement version of the TriTech Software, or applicable third party software. 1.17 "Specifications" means the applicable Interface specifications, including but not limited to Functional Description Documents; Operational Scenario Document(s) for each Modification, if applicable; and the published specifications for the Equipment, which documents are incorporated by reference herein as though set forth in full. 1.18 "Statement of Work" means the document that defines the implementation process for the Project, including specific tasks that are the responsibility of TriTech and the Client. 1.19 "Subcontractor" means one of the entities identified in the Statement of Work as subcontractors to TriTech, if applicable. 1.20 "Subscription Term" means the initial four (4) year period commencing upon the start of Pre -Go Live End User Training for the Project, subject to payment on an annual basis subject to compliance with Idaho Constitution Art. VIII, § 3, and the Non -Appropriation Clause in this Agreement, and any subsequent four (4) year renewals thereafter. 1.21 "Subsystem" means each of the applications described in the Statement of Work, including its Equipment, other hardware and software. In most cases, the Subsystem software will share Equipment. (For the avoidance of doubt, Inform RMS, and Inform FBR are Subsystems under this Agreement.) 1.22 "Subsystem Software" means individually or collectively the Software provided under this Agreement for each of the Subsystems. 1.23 "System" means collectively all Subsystems that make up the integrated computer system to be provided under this Agreement and more fully described in the Statement of Work. 1.24 "System Software" means the software identified in Exhibit A which includes, without limitation, operating system software, DBMS Software, and communications software. Subscription License Agreement — Meridian Page 3 of 20 0 2015 TriTech Software Systems 1.25 "Task Completion Report" or "TCR" means the document presented by TriTech's Project Manager to the Client for signature upon completion of a Deliverable. 1.26 "Telephone Support" means the service provided by TriTech for access to the TriTech Customer Service Department by telephone, on a twenty-four (24) hour a day, seven (7) day per week basis, or as applicable on a Normal Customer Service Business Hour basis (7:30 a.m. through 7:30 p.m., Monday through Friday, excluding TriTech holidays). 1.27 "TriTech Business Hours" means TriTech's corporate business hours of 8:30 a.m. to 5:30 p.m. (Pacific Time), Monday through Friday, excluding TriTech holidays. 1.28 "TriTech Software" means the Object Code version of the software specified in Exhibit A of this Agreement, and any Modifications, if applicable, provided hereunder. 1.29 "Update" means revisions or additions to Software provided by the Vendor thereof. The term "Update" does not include separate modules or functions that are separately licensed and priced, or new products that are developed and marketed as separate products by the Vendor. 1.30 "Use" means copying of any portion of Software from a storage unit or media into a computer or Server and execution of the software thereon. This term shall be construed to refer to a grant of reproduction rights under 17 U.S.C. 106(1), and shall not be construed to grant other rights held by the copyright owner, including without limitation the right to prepare derivative works. 1.31 "User" means the operator of a Subsystem Workstation that is configured to access and/or utilize the capabilities and features of the Subsystem Software. 1.32 "Warranty Period" means the period starting at first Go Live for the TriTech Software and ending twelve (12) months thereafter. 1.33 "Vendor" means any supplier of hardware, software or services under this Agreement, including TriTech, Subcontractors, System Software suppliers and Equipment suppliers. With respect to software, this term means the owner of the intellectual property rights, including copyright, to the software. 2. EXHIBITS 2.1 The following documents are attached as Exhibits to this Agreement: Exhibit A Pricing and Payment Milestones Exhibit B Statement of Work and Initial Project Schedule Exhibit C Certificate of Insurance Subscription License Agreement— Meridian Page 4 of 20 0 2015 TriTech Software Systems 3. SERVICES 3.1 TriTech shall provide the services listed in Exhibit A hereto, and in accordance with Exhibit B Statement of Work and Project Schedule. 4. SUBSCRIPTION FEES, SERVICES, PRICES AND PAYMENT 4.1 Client shall pay TriTech the Subscription Fees, fees for implementation services and professional services and any other Deliverables provided hereunder (collectively the "Fees") in the amounts and at the times specified in Exhibit A. 4.2 During the Subscription Term, the Subscription Fees set forth in Exhibit A shall be billed annually and payment is due within forty-five (45) days of date of invoice. The payment obligations for Subscription Fees are non -cancelable and fees paid are non-refundable. Fees for Services and Deliverables shall be billed in accordance with the Payment Milestones set forth in Exhibit A and due on net forty-five (45) day terms. In the event that Client has not paid any Fees when due, TriTech, in accordance with Section 7, may, at its discretion suspend Client's use of the TriTech Software until payment has been received; or terminate this Agreement. 4.3 Unless otherwise terminated as provided herein, at least sixty (60) days prior to the end of the Subscription Term, TriTech shall notify Client of the Subscription Fees covering the Subsequent renewal term. Subscription Fees. for subsequent renewals are subject to increase on an annual basis at a rate not to exceed 2%. 4.4 The Client shall make payment to TriTech of all sums properly invoiced within forty-five (45) days of the Client's receipt of such invoice. The remittance address for payments is: TriTech Software Systems P.O. Box 203223 Dallas, TX 75320-3223 4.5 Payments may be made by check; wire transfer; or Automated Clearing House ("ACH"). TriTech will provide banking information if Client requests to pay by wire transfer or ACH. 4.6 Except for taxes for which Client provides TriTech with written certification of its tax-exempt status, if TriTech is required to collect or pay sales, use, property, value-added, or other such taxes based on the software or services provided under this Agreement, and/or Client's use thereof, then such taxes shall be invoiced to and paid by Client on receipt of such invoice. 5. GRANT OF LICENSE 5.1 Provided that Client has paid the applicable Subscription Fees and remains compliant with the terns and conditions set forth herein during the Subscription Term, TriTech Subscription License Agreement — Meridian Page 5 of 20 © 2015 TriTech Software Systems grants to Client a limited non-exclusive, non -transferable right to use the TriTech Software for the applications described in the Statement of Work, at Client's location, and in the quantities set forth in Exhibit A for Client's own internal operational use, unless otherwise terminated in accordance with Section 7. 5.2 TriTech may, at any time and upon reasonable notice to Client, audit Client's use of the Software to ensure compliance with the terms of this Agreement. 5.3 Software (including without limitation Subsystem Software) may not be used to operate a service bureau or time-sharing service, outsourcing service, application service provider service or other services or businesses providing services to third parties. 5.4 Client is granted a non-exclusive, non -transferable license to use the TriTech Documentation for Client's own internal operational use only. 5.5 Title to all Software provided to Client under this Agreement remains with the Vendor of such Software. The applicable software Vendor retains all rights to its specific Subsystem Software and the associated Documentation not expressly granted in this Agreement. Nothing herein shall be construed as conveying any right or title to Client of any TriTech Software, or third party Software. 5.6 Client shall not Use, copy, rent, lease, sell, sublicense, create derivative works, or transfer the Software or any Subsystem Software or Documentation, or permit others to do said acts, except as expressly provided in this Agreement or the applicable software license agreement. Any such unauthorized Use shall be void and may result in immediate and automatic termination of the applicable license, at the option of the applicable Vendor. In such event, Client shall not be entitled to a refund of the license fees paid hereunder. 5.7 The Software provided under this Agreement or in connection with it is for Object Code only and does not include a license or any rights to Source Code. Without limiting the generality of the foregoing, Client is specifically prohibited from accessing, copying, using, modifying, distributing or otherwise exercising any rights to such Source Code, even if such Source Code is loaded on the Equipment. The loading and/or using of Source Code to any Subsystem Software by TriTech or its employees, agents or Subcontractors on the Equipment or any other computer system equipment at the Designated Location or any other location associated with Client shall not constitute a waiver of this provision, or any express or implied license or other permission to copy, use or exercise other rights to the Source Code. 5.8 Client may not export any Software or Documentation outside the United States without further prior written agreement of TriTech or the applicable Subcontractor. In the event of such agreed export, Client agrees to comply with the requirements of the United States Export Administration Act of 1979 and any amendments thereto, and with all relevant regulations of the Office of Export Administration, U.S. Department of Commerce. 5.9 Third party software, including System Software, will be licensed in accordance with the applicable Vendor's license terms. Subscription License Agreement— Meridian Page 6 of 20 © 2015 TriTech Software Systems 6. WARRANTY 6.1 TriTech warrants that, during the Warranty Period, the TriTech Software will perform in conformity with the Specifications. If, during the Warranty Period, Client determines that a warranty defect exists in the TriTech Software, notification to TriTech shall be coordinated through Ada County. 6.1.1 TriTech further warrants and represents that the TriTech Software does not contain any "back door," "rime bomb," "Trojan horse," "worm," "drop dead device," or other program routine or hardware device inserted and intended by TriTech to provide a means of unauthorized access to, or a means of disabling or erasing any computer program or data, or otherwise disabling the TriTech Software. 6.1.2 If the TriTech Software is unable to function as warranted due to any one or more of the following factors, additional charges may be imposed by TriTech for actions necessary to correct or work -around such factors: i. Changes or modifications of the TriTech Software, System Software or Equipment by Client or a third party. ii. Misuse or neglect, including without limitation failure to use the TriTech Software as described in the TriTech Documentation, or other written instructions provided by TriTech. iii. Software not provided by TriTech, or not specified as compatible in the Documentation; or Ada County not following the procedures for loading third party software on a Workstation or Server as set forth in the County Agreement and its Exhibits. iv. Equipment which does not meet the configuration requirements specified in the TriTech Documentation, by failure of Ada County to provide and maintain the site and facility requirements described in the County Agreement, or the use of equipment which does not meet TriTech's minimum recommended specifications set forth in the County Agreement and its exhibits. V. Computer viruses that have not been introduced into the Client's system by TriTech. The Client shall maintain up to date virus checking software and shall check all software received from TriTech or any other person or entity for viruses before introducing that software into any part of the System including, but not limited to, Workstations. Ada County shall be responsible for such actions related to Servers. If desired by Client, TriTech will provide Updates on media rather than direct downloading to facilitate this virus checking. If, despite such check, a virus is introduced by TriTech, TriTech will provide a virus -free copy of the TriTech Software, and will, at its expense, reload said software (but not the Client's data) on the applicable Equipment. The Client shall be responsible for reloading its data and, to that end, shall practice reasonable back-up procedures for the System to mitigate the consequences of any virus. Subscription License Agreement— Meridian Page 7 of 20 0 2015 TriTech Software Systems vi. Equipment or software provided by third parties with which the TriTech Software interfaces or operates (including but not limited to System Software), including but not limited to problems caused by changes in such equipment or software. If such changes occur which require modifications or other actions with respect to the TriTech Software, such modifications or actions shall be subject to the mutual written agreement of the Parties, including but not limited to, additional charges by TriTech at its then current rates for engineering and technical support. vii. After the Warranty Period, TriTech's obligations with respect to operation of the items purchased and/or licensed hereunder shall be as specified in the Software Support Agreement between TriTech and Ada County. viii. If mapping information is supplied with the TriTech Software, TriTech makes no representation or warranty as to the completeness or accuracy of the mapping data provided with the TriTech Software. The completeness or accuracy of such data is solely dependent on the information supplied by the Client or the mapping database vendor to TriTech. 6.1.3 Problems in the TriTech Software or transmission of data caused by wireless services are not warranted by TriTech, or covered under the terms of this Agreement. The Client's use of services provided by wireless service providers or carriers, and the security, privacy, or accuracy of any data provided via such services is at the Client's sole risk. 6.1.4 Equipment, System Software and Subcontractor Hardware and Software, and any other items provided under this Agreement and not manufactured by TriTech (collectively "Third Party Items"). Third Party Items are warranted by the manufacturers or Vendors thereof, not by TriTech. TriTech shall pass through to the Client any warranties on Third Party Items granted to it. If, during the warranty period for Third Party Items the Client determines that they do not perform as warranted, TriTech shall perform Help Desk functions by receiving calls from Ada County and providing reasonable assistance to in determining the causes of the reported problem and in assisting the Client in making claims under applicable third party warranties. Reasonable assistance consists of an evaluation of the reported problem in order to determine if the problem is being caused by the TriTech Software or an issue with a Third Party Item that needs to be addressed by the applicable Vendor. As part of the evaluation process, TriTech will share with Ada County and Client non-proprietary information related to the diagnosis such as error messages, database trace information and other information that led TriTech to diagnose the Third Party Item as the likely cause and which may aid the Client in seeking a resolution from the applicable manufacturer or Vendor. For issues involving Windows O/S software (Microsoft) that generally affects the operation of the TriTech Software and is not caused by a Client specific installation or configuration of the O/S, TriTech will work with Microsoft to coordinate the resolution. Notwithstanding the foregoing, TriTech warrants that, during the Warranty Period for the TriTech Software, the TriTech Software shall be compatible with the Third Party Items (i.e., shall communicate, share data and otherwise work together without additional software or hardware not provided under this Agreement) provided that all Subsystem components are used and maintained by the Client in conjunction with Ada County as specified or instructed in writing by TriTech, or the respective Vendors thereof, provided further Subscription License Agreement— Meridian Page 8 of 20 0 2015 TriTech Software Systems that such items have not been substantially changed since the date of Go Live such that the TriTech Software is no longer compatible without modification. 6.2 TriTech represents and warrants that to TriTech's current and actual knowledge, the TriTech Software does not violate any U.S. copyrights, patents, trademarks or other intellectual property rights of any third party. TriTech will at its expense defend against any claim, action or proceeding by a third party ("Action" herein) for infringement by the TriTech Software of copyright or trade secrets, provided that Client immediately notifies TriTech in writing of such Action and cooperates fully with TriTech and its legal counsel in the defense thereof. TriTech may in its discretion (i) contest, (ii) settle, (iii) procure for Client the right to continue using the TriTech Software, or (iv) modify or replace the TriTech Software so that it no longer infringes (as long as the functionality and performance described in the Specifications substantially remains following such modification or replacement). Client may participate in the defense of such Action at its own expense. 6.3.1 Notwithstanding the above, TriTech shall have no duty with respect to, and Client shall hold TriTech harmless from and against any claim, action or proceeding arising from or related to infringements (i) by System Software, third party software, or Equipment, (ii) arising out of modifications to the TriTech Software and/or Documentation not made by or under the direction of TriTech, (iii) resulting from use of the TriTech Software to practice any method or process which does not occur wholly within the TriTech Software, or (iv) resulting from modifications to the TriTech Software or Documentation prepared pursuant to specifications or other material furnished by or on behalf of Client. This section 6.3 states the entire obligation of TriTech regarding infringement of intellectual property rights, and it will survive the termination of this Agreement. 6.4 TRITECH MAKES AND CLIENT RECEIVES NO OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. 7. TERM AND TERMINATION 7.1 The term of this Agreement shall commence upon the last date of signature herein, and continue until the Subscription Term has expired or been terminated. Payment of the Subscription fees will be made on an annual basis, subject to compliance with Idaho Constitution Art. VIII § 3, and the Non -Appropriation Clause in this Agreement. 7.2 Unless otherwise terminated as provided herein, prior to the end of any Subscription Term, Parties may renew the Subscription hereunder at the mutual written agreement of the Parties. 7.3 TriTech may terminate this Agreement and the Subscription and TriTech Software licenses granted herein at any time if (i) Client fails to comply with any material tern or condition of this Agreement including payment of the annual Subscription Fees when due, unless Client cures such failure(s) within thirty (30) days of such notice or in the case of failures Subscription License Agreement — Meridian Page 9 of 20 0 2015 TriTech Software Systems not reasonably susceptible to cure within thirty (30) days, or Client commences action to cure such failure within such period and continues such action with due diligence until the failure is cured; or (ii) Client's normal business operations are disrupted or discontinued for more than thirty (30) days by reason of insolvency, bankruptcy, receivership or business termination. Such termination shall not affect TriTech's right to receive and retain the Contract Price and other fees, charges and expenses earned hereunder. 7.4 Client may terminate this Agreement if (i) in accordance with Section14.1 Non - Appropriation in the event that funding has not been appropriated; (ii) TriTech (or a Subcontractor) fails to comply with any material term or condition of this Agreement unless (a) TriTech (or the applicable Subcontractor) cures such failure within thirty (30) days after written notice thereof from Client or (b) in the case of failures not reasonably susceptible to cure within thirty (30) days, TriTech commences action to cure such failure within such period and continues such action with due diligence until the failure is cured, (iii)TriTech's normal business operations are disrupted or discontinued for more than thirty (30) days by reason of insolvency, bankruptcy, receivership or business termination and no successor or assignee is appointed who is ready, willing and able to assume and perform TriTech's executory obligations under this Agreement. 7.5 Upon termination, Client shall immediately discontinue use of the TriTech Software and remove all TriTech Software from Client's computer system. Client shall either return all TriTech Software and Document and copies thereof to TriTech, or destroy all copies thereof and verify such destruction in writing to TriTech. 8. SOFTWARE SUPPORT 8.1 Annual software support will begin concurrent with the initial Annual Subscription term set forth in Section 7 above. The TriTech Software will be installed on the ACSO Server(s). Support for the TriTech Software will be provided in accordance with the Software Support Agreement between TriTech and Ada County. Ada County will be the primary point of contact for reporting Software Errors to TriTech. 9. CONFIDENTIALITY AND PROPRIETARY RIGHTS 9.1 In connection with providing services to Client, TriTech acknowledges and agrees that it will have access to certain Client confidential and proprietary information. TriTech agrees to keep in confidence the Client's confidential business, legal, financial, and proprietary information (the "Client Confidential Information") which TriTech assimilates or to which TriTech has access during the term of the Agreement. TriTech shall not, without the prior written consent of Client, disclose any confidential or proprietary information to any third person, partnership, joint venture, company, corporation or other organization, other than employees or agents of TriTech who need to know the Client Confidential Information in the performance of this Agreement. Contractor shall promptly return to Client upon termination of this Agreement and without relieving TriTech of any obligation of confidentiality all written material containing or reflecting any Client Confidential Information (including all copies, extracts or other reproductions). Subscription License Agreement — Meridian Page 10 of 20 0 2015 TriTech Software Systems 9.2 The Client acknowledges and agrees that the TriTech Software and its associated Documentation, including but not limited to User's Guides, Administrator Guides, Release Notes, the Statement of Work, and training materials constitute the proprietary and trade secret information of TriTech ("TriTech Confidential Information'), and shall not without the prior written consent of TriTech, disclose any TriTech Confidential Information to any third person, partnership, joint venture, company, corporation or other organization, other than employees or agents of the Client who need to know such information and in those instances only to the extent justifiable by that need. Upon termination of this Agreement the Client shall remove all TriTech Software or other TriTech Confidential Information from its computer system, and as directed by Contractor either return the TriTech Software and its associated Documentation and other TriTech Confidential Information to TriTech, or destroy all such TriTech Confidential Information and certify in writing to Contractor that such destruction has been performed. This section shall also apply to any applicable Subcontractor proprietary information provided by TriTech under this Agreement. Notwithstanding the above, the parties herein understand and acknowledge that this agreement and its attachments are subject to the Idaho Public Records Act (I.C. §§ 9-337, et seq.), the Idaho Open Meetings Act (I.C. §§ 67-2340, et. seq.), and other applicable federal and state laws, and may be a public record. 9.3 The Client may make copies of the TriTech Documentation, including training materials, for its own internal use only, provided that all confidential, copyright or trademark notices on the original are included on all such copies. No modifications to the TriTech Documentation are permitted hereunder, with the single exception of training materials that may be modified by the Client's training staff for the Client's own internal use. 9.4 With respect to any proprietary information of the disclosing Party, the receiving Party shall use the same care and discretion to limit disclosure of such proprietary information as it uses to protect the proprietary, confidential, or trade secret status of its own information, but in no event less than reasonable means, including, but not limited to: a. restrict disclosure of proprietary information solely to its employees, agents, advisors, consultants, contractors and/or subcontractors with a need to know and not disclose such proprietary information to any other parties; and b. advise all of the receiving Party's employees, agents, advisors, consultants, contractors and/or subcontractors with access to the proprietary information of the obligation to protect proprietary information provided hereunder; C. use the proprietary information provided hereunder for the receiving Party's own internal use in performance of its duties under this Agreement and only for purposes directly set forth in this Agreement and its Exhibits and for no other purpose. 9.5 This provision shall not apply to information (i) already in the public domain; (ii) disclosure to the receiving Party by a third party on a non -confidential basis; (iii) is developed Subscription License Agreement — Meridian Page 11 of 20 © 2015 TriTech Software Systems independently by the receiving Party without beach of this Agreement; (iv) required to be disclosed by law, provided the receiving Party gives the disclosing Party prior notice of such disclosure. This section shall survive the termination of the Agreement. 10. INDEMNIFICATION AND LIMITATION OF LIABILITY 10.1 The Client shall indemnify and hold TriTech harmless from any and all claims, lawsuits or liability, including attorneys' fees and costs, allegedly arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising from a wrongful or negligent act, error or omission of Client or, its employees, agents, or contractors as a result of the use or misuse of the TriTech Software to the extent consistent with Idaho Constitution Art. VIII, § 4.. Such indemnification and defense shall be limited to only those claims, and only to the extent that, Client itself could be liable under state and federal statutes, regulations, common law, and other law, including the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code. Client's indemnification and defense of TriTech herein is further limited by all defenses, burdens of proof, immunities, and limitations on damages to which Client would be entitled if the claims were asserted against Client , including, but not limited to, the limits specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code. In the event that such claims result solely due to the negligent or wrongful act, error or omission of TriTech, its employees, agents, or contractors, Client shall have no obligation under this provision. 10.2 TriTech shall indemnify, defend, save, and hold the Client harmless from any and all claims, lawsuits or liability, including attorneys' fees and costs, allegedly arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising from a wrongful or negligent act, error or omission of TriTech, its employees, agents, contractors, or any subcontractor as a result of TriTech's or any subcontractor's performance pursuant to this Agreement. Notwithstanding the foregoing, in the event that such claims are caused by or contributed to by the negligent or wrongful act, error or omission of the Client, its employees, agents, or contractors, TriTech's obligations under this provision shall be reduced by the extent of such negligent or wrongful act, error or omission of the Client, its employees, agents, or contractors. In the event that such claims result solely due to the negligent or wrongful act, error or omission of the Client, its employees, agents, or contractors, TriTech shall have no obligation under this provision. 10.3 TriTech shall be liable for damages which result from its own negligent or intentional acts or omissions, or the negligent or intentional acts or omissions of one of its subcontractors or suppliers, for injuries to person or property, or for injuries to person or property proximately resulting from any breach of warranty. Subscription License Agreement — Meridian Page 12 of 20 © 2015 TriTech Software Systems 10.4 Notwithstanding the foregoing, the total liability of TriTech for any claim or damage arising from or otherwise related to this Agreement, whether in contract, tort, by way of indemnification or under statute shall be limited to direct damages which shall not exceed (i) the Subscription Fees paid for the twelve (12) month term in which the claim arises or (ii) in the case of bodily injury, personal injury or property damage for which defense and indemnity coverage is provided by TriTech's insurance carrier, the coverage limits of such insurance. A copy of TriTech's Certificate of Insurance is attached as Exhibit C. During the term of this Agreement, TriTech shall maintain and shall require its subcontractors, if applicable, to maintain, cyber liability insurance, commercial general liability insurance with coverage limits of no less than $500,000.00, automobile insurance as required by law, and workers' compensation insurance as required by law. 10.1 Except for actions for copyright, trade secret, or trademark infringement, no arbitration, action or proceeding arising out of any claimed breach of this Agreement or transaction may be brought by either party more than five (5) years after the cause of action has accrued. 10.2 IN NO EVENT SHALL EITHER PARTY OR ITS SUBCONTRACTORS OR SUPPLIERS BE LIABLE WHETHER IN CONTRACT OR IN TORT FOR LOST PROFITS, LOST SAVINGS, LOST DATA, LOST OR DAMAGED SOFTWARE, OR ANY OTHER CONSEQUENTIAL OR INCIDENTAL DAMAGES ARISING OUT OF, OR OTHERWISE RELATED TO THIS AGREEMENT, REGARDLESS OF WHETHER A PARTY HAS NOTICE OF THE POSSIBILITY OF ANY SUCH LOSS OR DAMAGE. 11. NOTICE 11.1 Any notice under this Agreement shall be in writing and be delivered in person, by public or private courier services (including U.S. Postal Service Express Mail), or by certified mail with return receipted requested. Any notice shall be deemed to have been given on the earlier of: (a) actual delivery or refusal to accept delivery; or (b) the date of mailing by certified mail. All notices shall be addressed to the Parties at the following addresses or at such other addresses as the Parties may from time to time direct in writing: Client: TriTech: City of Meridian TriTech Software Systems Attn: City Clerk Attn: Contracts 33 E Broadway 9477 Waples Street, Suite Meridian, Idaho 83642 San Diego, CA 92121 With a copy to the Meridian Chief of Police Subscription License Agreement — Meridian Page 13 of 20 © 2015 TriTech Software Systems 12. FORCE MAJEURE 12.1 Each Party shall perform its obligations in accordance with the provisions of this Agreement, the Statement of Work and the Project Schedule. Neither Party shall be responsible for failure to perform its obligations, and time extensions will be granted as a result of excusable delays that arise from unforeseeable causes beyond a Party's reasonable control and without the fault or negligence of the Party delayed, including but not restricted to acts of God, acts of the public enemy, acts of the State in either its sovereign or contractual capacity, acts of another contractor in the performance of a contract with the State, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, or delays of subcontractors or suppliers arising from unforeseeable causes beyond the control and without the fault or negligence of either Party or the subcontractors or suppliers. In such event of such an excused delay, the Project Schedule shall be extended on a day for day basis. 13. GOVERNING LAW 13.1 This Agreement and its performance shall be construed in accordance with and governed by the laws of the State of Idaho, with venue for any action brought pursuant to this Agreement to be in the Fourth Judicial District, State of Idaho 14. GENERAL TERMS, MUTUAL OBLIGATIONS 14.1 Non -Appropriation. TriTech acknowledges that Client is a governmental entity, and the contract validity is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of Client's obligations under this contract, then this Agreement shall terminate thirty (30) days after written notice to TriTech of the unavailability and non -appropriation of public funds. It is expressly agreed that Client shall not activate this non -appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis, which affects generally its governmental operations. In the event of a change in the Client's statutory authority, mandate and mandated functions, by state and federal judicial, legislative, or regulatory action, which adversely affects Client's authority to continue its obligations under this contract, then this contract shall automatically terminate without penalty to Client upon written notice to TriTech of such limitation or change in Client's legal authority. In the event of termination for non - appropriation of funds, TriTech shall be paid its fees and expenses earned up to the date of such termination. 14.2 Independent Contractor. Nothing in this Agreement shall be construed to create an employment, agency, joint venture, or partnership relationship between the Parties. The relationship between Client and TriTech is and shall remain that of independent Parties to a contractual relationship as set forth in this Agreement. No Party is authorized or permitted to act as an agent or employee of the other Party. Subscription License Agreement — Meridian Page 14 of 20 0 2015 TriTech Software Systems 14.3 This Agreement and its Exhibits constitute the entire agreement between the Parties, and supersede all other agreements and understandings, written and oral, between the Parties with respect to the subject matter hereof. 14.4 Severability. In the event any provision or section of this Agreement conflicts with applicable law, or is otherwise held to be unenforceable, the remaining provisions shall nevertheless be enforceable and shall be carried into effect. 14.5 Successors and Assigns. This Agreement may not be assigned in whole or part by either of the parties hereto without the prior express written either of the parties hereto without the prior express written consent of the other party, which consent shall not be unreasonably withheld. 14.6 Modifications. This Agreement may be modified or amended only by a writing duly executed by both parties. 14.7 Performance/Waiver. The failure or delay of either Party to require strict performance of any term or condition of this Agreement or to exercise any option herein conferred in any one or all instances shall not be construed to be a waiver or relinquishment of any such term or condition, but the same shall be and remain in full force and effect, unless such waiver is evidenced by the prior written consent of the Party claimed to have waived or consented. 14.8 This Agreement shall be binding on and shall inure to the benefit of the heirs, executors, administrators, successors and assigns of the parties hereto, but nothing in this paragraph shall be construed as a consent to any assignment of this Agreement by either party. 14.9 This Agreement shall not become a binding contract until signed by an authorized officer of each party, and is effective as of the date so signed. 14.10 This Agreement may be executed in any number of identical counterparts, and each such counterpart shall be deemed a duplicate original thereof. A facsimile of this Agreement, its Exhibits and amendments, and notices and documents prepared under this Agreement, generated by a facsimile machine (as well as a photocopy, or scanned email thereof) shall be treated as an original. 14.11 The provisions contained herein shall not be construed in favor of or against either party because that party or its counsel drafted this Agreement, but shall be construed as if all parties prepared this Agreement. 14.12 Whenever the singular number is used in this Agreement and when required by the context, the same shall include the plural, and the use of any gender, be it masculine, feminine or neuter, shall include all of the genders. Subscription License Agreement—Meridian Page 15 of 20 © 2015 TriTech Software Systems 14.13 EACH PARTY'S ACCEPTANCE HEREOF IS EXPRESSLY LIMITED TO THE TERMS OF THIS AGREEMENT AND NO DIFFERENT OR ADDITIONAL TERMS CONTAINED IN ANY PURCHASE ORDER, CONFIRMATION OR OTHER WRITING SHALL HAVE ANY FORCE OR EFFECT UNLESS EXPRESSLY AGREED TO IN WRITING BY THE PARTIES. CITY OF MERIDIAN Accepted By (Signature) Tammy de Weerd Mayor Date Subscription License Agreement— Meridian 0 2015 TriTech Software Systems TRITECH SOFTWARE SYSTEMS Accepted By (Signature) Printed Name Date Page 16 of 20 EXHIBIT A PRICING AND PAYMENT MILESTONES TriTech Software including Annual Support—Annual Subscription (Initial Annual Term) Product Inform FBR User 20 Inform RMS Barcode Handheld Reader Software 2 Inform RMS User 98 NCIC/State Software Position Inform RMS 18 Inform Analytics Designer 1 Annual Subscription Total — includes annual support: $33,855 Professional Services, Open Market Items Upfront Costs Subscription License Agreement — Meridian Page 17 of 20 © 2015 TriTech Software Systems Product..- GSA Product 132-50 Training IN -SV -180020- Inform RMS v4.6+Barcode $2,160.00 1 $2,160.00 001 & Evidence Training (2 days) 132-51 IT IN -SV -100034- Pawn Leads -Online $157.50 16 $23520.00 Professional 001 Installation, Configuration, Services Testing 132-51 IT IN -SV -100034- Inform Analytics $157.50 6 $945.00 Professional 001 Administration Training Services Remote 132-51 IT IN -SV -180008- Inform RMS v4.6+ Business $157.50 49 $7,717.50 Professional 001 Analysis and Consultation Services Services 132-51 IT IN -SV -100040- Onsite Go Live Support $53670.00 1 $53670.00 Professional 001 Services for RMS v4.6+ (1 Servicesperson, 4 days, single shift 132-51 IT IN -SV -130018- Onsite Go Live Support $3,780.00 1 $3,780.00 Professional 001 Services for Inform FBR Services v4.6+ (1 person, 2 days, single shift) 132 -WI IN -IS -000001-031 Inform RMS v4.6+ $157.50 294 $463305.00 Professional Integrated Total Solutions Services Services (ITS Meridian Conversion 132-51 IT IN -IS -000001-031 Inform RMS v4.6+ $157.50 200 $31,500.00 Professional Integrated Total Solutions Services Services (Beast Data Conversion 132-51 IT IN -SV -190002- Inform Project Management $157.50 181 $283507.50 Professional 001 Services Services Open Market IN -SV -190035- Open Market - Travel $30,000.00 1 $30,000.00 Product 001 Expenses Subscription License Agreement — Meridian Page 17 of 20 © 2015 TriTech Software Systems Payment Milestones: 2 Services, Soffivare, and Hardware Delivery of Initial Project Plan $31,821.00 15% Installation of Inform RMS $23,865.75 20% Inform RMS DOLF $31,821.00 20% Completion of Inform RMS Pre -Go Live End User Training $31,821.00 15% Completion of Inform RMS FAT $23,865.75 10% Inform RMS Go -Live $15,910.50 Subtotal: $159,105.00 100% Hardware due on delivery (items denoted with an asterisk in the Up Front Costs Table comprise this fee — there may be multiple deliveries) $3,247.00 Total Upfront Costs: $162,352.00 100% "Annual Subscription — Initial year of 4 year contract to begin upon the start of Pre -Go Live End User Training $33,855.00 ** The payment of the Annual Subscription above shall be due and payable pursuant to the terms set forth in Section 4 of this agreement, and as follows: Amount: $33,855 Subscription Term: Four (4) years Billing frequency: Annually Billing No. 1 - $33,855 invoiced upon the start of Pre -Go Live End User Training Billing No. 2 - $33,855 invoiced twelve months after Billing no. 1 Billing No. 3 - $33,855 invoiced twelve months after Billing No. 2 Billing No. 4 - $33,855 invoiced twelve months after Billing no. 3 Subsequent renewals are subject to increase as set forth in Section 4.3 of this Agreement. Subscription License Agreement —Meridian Page 18 of 20 © 2015 TriTech Software Systems EXHIBIT B STATEMENT OF WORK AND PROJECT SCHEDULE (Attached) Subscription License Agreement —Meridian Page 19 of 20 0 2015 TriTech Software Systems Exhibit C TriTech Certificate of Insurance (Attached) Subscription License Agreement— Meridian Page 20 of 20 0 2015 TriTech Software Systems STATEMENT OF WORK FOR RMS AND FBR Ada County - Meridian Police Department Meridian, Idaho Version 5.00 TriTech Software Systems 9477 Waples Street, Suite 100 San Diego, CA 92121 Fax: 858.799.1010 Customer Services: 1.800.987.0911 )))TRITECH SOFTWARE SYSTEMS The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software li Systems. ©2014 TriTech Software Systems © 2003-2014 TriTech Software Systems Unpublished: Rights reserved under the copyright laws of the United States. Trademarks Microsoft, Windows, Microsoft Access, Microsoft Excel, Microsoft Exchange, and Microsoft Word are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Inform RMS and Inform FBR are trademarks of TriTech Software Systems. ArcGIS, ArcMap and ArcCatalog are registered trademarks of Environmental Systems Research Institute (ESRI) in the United States and other countries. Document Control Date Version Details/Changes Author 12/15/14 1.00 Initial Draft M. Hamilton 12/18/14 2.00 TriTech Edits M. Hamilton 01/30/15 3.00 Removed versions of FDD's and added ODBC connection information M. Hamilton 02/2715 4.00 Removed CopLogic from ODBC Connections section 7.4.4. M. Hamilton 04/08/15 5.00 Removed Citizens Online Interface and added ITS M. Hamilton Note Prior to finalizing the document, select all of the document text (ctl-A) and activate F9, ;I to update reference fields and the table of contents. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software iii Systems. 02014 TriTech Software Systems Table of Contents DocumentControl....................................................................................................................iii Tableof Contents.....................................................................................................................iv 1 Overview..............................................................................................................................1 1.1 Statement of Work for Inform RMS AND Inform FBR Systems.................................................................1 1.2 Project Implementation Definitions...............................................................................................................1 1.3 System Acceptance Process...........................................................................................................................2 1.4 Functional Acceptance Testing.....................................................................................................................2 1.5 General Client Responsibilities.....................................................................................................................2 1.6 Project Exclusions.........................................................................................................................................4 2 Project Deliverables............................................................................................................5 2.1 Overview of Project Deliverables..................................................................................................................5 2.1.1 Standard TriTech Software Deliverables.......................................................................................................5 2.1.2 Contracted Modifications to Standard TriTech Software Products...............................................................6 2.1.3 Contracted Custom Interface Software..........................................................................................................6 3 TriTech Project Roles and Responsibility.........................................................................6 3.1 Overview....................................................................................................................................................... 6 3.2 TriTech Project Manager...............................................................................................................................7 3.3 Systems Engineer..........................................................................................................................................7 3.4 Inform RMS and Inform FBR Business Analyst...........................................................................................7 3.5 Training Specialist.........................................................................................................................................8 3.6 Client Installation Services Team..................................................................................................................8 3.7 Customer Services Group..............................................................................................................................8 3.8 Account Executive.........................................................................................................................................8 4 Recommended Client Roles and Responsibilities............................................................9 4.1 Overview.......................................................................................................................................................9 4.2 Project Manager.............................................................................................................................................9 4.3 System Administrator....................................................................................................................................9 4.4 Client Inform RMS Administrator.............................................................................................................. to 4.5 Client Inform FBR Administrator...............................................................................................................1 o 4.6 Client Inform RMS and Inform FBR Users/Supervisors.............................................................................10 4.7 Client Subject Matter Experts...................................................................................................................... 11 4.8 Client Application Trainers.........................................................................................................................11 5 Project Controlling Processes.........................................................................................12 5.1 Overview.....................................................................................................................................................12 5.1.1 TriTech Responsibilities...... ........................................................................................................................ 13 5.1.2 Client Responsibilities.................................................................................................................................13 5.2 Change Management Process......................................................................................................................13 5.2.1 TriTech Responsibilities..............................................................................................................................14 5.2.2 Client Responsibilities.................................................................................................................................14 5.3 Project Reporting.........................................................................................................................................15 5.4 Document Review.......................................................................................................................................15 5.4.1 TriTech Responsibilities..............................................................................................................................15 5.4.2 Client Responsibilities.................................................................................................................................16 5.5 Third Party Management.............................................................................................................................16 6 Project Initiation and Planning.........................................................................................16 The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software iv Systems. ©2014 TriTech Software Systems 6.1 Overview.....................................................................................................................................................16 6.1.1 TriTech Responsibilities..............................................................................................................................17 6.1.2 Client Responsibilities.................................................................................................................................17 7 Project Execution..............................................................................................................17 7.1 Overview.....................................................................................................................................................17 7.2 Implementation of Inform RMS..................................................................................................................18 7.2.1 Inform RMS System Orientation.................................................................................................................18 7.2.1.1 TriTech Responsibilities..............................................................................................................................18 7.2.1.2 Client Responsibilities.................................................................................................................................18 7.2.2 Inform RMS DOLF.....................................................................................................................................19 7.2.2.1 TriTech Responsibilities..............................................................................................................................19 7.2.2.2 Client Responsibilities.................................................................................................................................19 7.2.3 Build Inform RMS Code Files.....................................................................................................................20 7.2.3.1 TriTech Responsibilities..............................................................................................................................20 7.2.3.2 Client Responsibilities.................................................................................................................................20 7.2.4 Inform RMS Workshop...............................................................................................................................20 7.2.4.1 TriTech Responsibilities..............................................................................................................................20 7.2.4.2 Client Responsibilities.................................................................................................................................20 7.2.5 Inform RMS Functional Acceptance Testing (FAT)...................................................................................20 7.2.5.1 TriTech Responsibilities..............................................................................................................................21 7.2.5.2 Client Responsibilities.................................................................................................................................21 7.2.6 Inform RMS Training..................................................................................................................................21 7.2.6.1 TriTech Responsibilities (for all Inform RMS Classes)..............................................................................21 7.2.6.2 Client Responsibilities (for all Inform RMS Classes).................................................................................22 7.2.7 Inform RMS Core End User Training (3 days, onsite, up to ten (10) students) .......................................... 22 7.2.8 Inform RMS Report Writing Class (3 days, onsite, up to ten (10) students)...............................................22 7.2.9 Inform RMS Module Training.................................................................................................................... 22 7.2.10 Inform RMS Barcode and Evidence Training Class (2 days, onsite, Up to ten (10) students)....................23 7.2.11 Inform RMS Case Management End User Training (I day, onsite, up to ten (10) students) ......................23 7.2.12 Inform RMS Admin and Personnel End User Training (2 days, onsite, up to ten (10) students)................23 7.2.13 Inform RMS Intelligence Training (1/2 day, remote, up to ten (10) students)............................................23 7.2.14 Inform RMS Train -The -Trainer Training (3 days, onsite, up to ten (10) students).....................................24 7.2.15 Standard RMS GIS Training and RMS Address Validation and PinMapping Training (1/2 day, remote, up to four(4) students).....................................................................................................................................................24 7.2.16 Inform RMS Integration Testing.................................................................................................................24 7.2.16.1 TriTech Responsibilities......................................................................................................................24 7.2.16.2 Client Responsibilities.........................................................................................................................25 7.3 Implementation of Inform FBR...................................................................................................................25 7.3.1 Inform FBR System Orientation..................................................................................................................25 7.3.1.1 TriTech Responsibilities..............................................................................................................................25 7.3.1.2 Client Responsibilities.................................................................................................................................25 7.3.2 Inform FBR Administration Training (I day, onsite, up to ten (10) students)............................................26 7.3.2.1 TriTech Responsibilities..............................................................................................................................26 7.3.2.2 Client Responsibilities.................................................................................................................................27 7.3.3 Inform FBR System Configuration............................................................................................................. 27 7.3.3.1 TriTech Responsibilities..............................................................................................................................27 7.3.3.2 Client Responsibilities.................................................................................................................................27 7.3.4 Inform FBR Workshop................................................................................................................................27 7.3.4.1 TriTech Responsibilities..............................................................................................................................27 7.3.4.2 Client Responsibilities.................................................................................................................................28 7.3.5 Inform FBR Functional Acceptance Testing (FAT)....................................................................................28 7.3.5.1 TriTech Responsibilities..............................................................................................................................28 7.3.5.2 Client Responsibilities.................................................................................................................................28 7.3.6 Inform FBR Training...................................................................................................................................28 The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software v Systems. ©2014 TriTech Software Systems 7.3.6.1 Inform FBR Core End User/Train-The-Trainer Training (2 days, onsite, up to ten (10) students) .............29 7.3.6.1.1 TriTech Responsibilities......................................................................................................................29 7.3.6.1.2 Client Responsibilities.........................................................................................................................29 7.4 One (1) Time Legacy Data Conversions.....................................................................................................30 7.4.1 Inform RMS Legacy Data Conversion (Meridian Police Department— Beast and ITS) .............................30 7.4.1.1 Phase 1 —Mapping Plan..............................................................................................................................30 7.4.1.2 Phase I1— Initial Data Load......................................................................................................................... 31 7.4.1.3 Phase III — Final Data Load.........................................................................................................................31 7.4.1.4 TriTech Responsibilities..............................................................................................................................31 7.4.1.5 Client Responsibilities.................................................................................................................................31 7.4.1.6 Completion Criteria.....................................................................................................................................32 7.4.2 Inform IQ.....................................................................................................................................................32 7.4.3 ODBC Connections.....................................................................................................................................32 7.4.4 System and Subsystem Go Live.................................................................................................................. 32 7.4.4.1 Inform RMS Go Live..................................................................................................................................32 7.4.4.1.1 TriTech Responsibilities......................................................................................................................32 7.4.4.1.2 Client Responsibilities.........................................................................................................................33 7.4.4.2 Inform FBR Go Live................................................................................................................................... 33 7.4.4.2.1 TriTech Responsibilities......................................................................................................................33 7.4.4.2.2 Client Responsibilities.........................................................................................................................34 8 Project Closure.................................................................................................................34 8.1.1 System Transition........................................................................................................................................34 8.1.1.1.1 TriTech Responsibilities......................................................................................................................34 8.1.1.1.2 Client Responsibilities.........................................................................................................................34 Appendix A - Contracted Modifications to Standard TriTech Software Products..............35 Appendix B - Standard TriTech Interfaces............................................................................36 Appendix C - Custom TriTech Interfaces..............................................................................37 Appendix D - Subcontractor(s) Statement(s) of Work..........................................................38 Appendix E — Custom Solutions............................................................................................39 Appendix F — Inform RMS and Inform FBR Software Support .............................................40 The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software A Systems. 02014 TriTech Software Systems The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software vii Systems. ©2014 TriTech Software Systems 1 OVERVIEW 1.1 Statement of Work for Inform RMS AND Inform FBR Systems In accordance with the terms and conditions of the Subscription License Agreement (the "Agreement"), this Statement of Work (RMS SOW) defines the services and Deliverables related to the Inform RMS and Inform FBR systems that TriTech Software Systems (hereinafter referred to as "TriTech" or "Contractor") will be providing to Meridian Police Department, hereinafter referred to as "Client". As further defined in the Agreement, the TriTech Software licenses for Inform RMS and Inform FBR granted to Client will be installed on the Ada County Emergency Communications Center (ACSO) servers in accordance with the contract between TriTech and Ada County (referred to herein as "Ada County" or the "County"). This project description includes the services and Deliverables specified by the Agreement, including if applicable, TriTech Software and services, Subcontractor activities, third party products and services for the implementation of the System and Subsystems specified in the Agreement (collectively the "Project"). In some cases, the framework of Deliverables documented by this RMS SOW for this Project is further defined through additional documents such as: Operational Scenario Documents (OSD); Functional Description Document (FDD); User and Administrator Documentation and Training Materials. The number and type of software licenses, products, or services provided by TriTech or its Subcontractors are specifically listed in the Agreement and any reference within this document as well as Subcontractors' SOWs does not imply or convey a software, license, or services that are not explicitly listed in the Agreement. 1.2 Project Implementation Definitions Capitalized terms within this document have the meanings described in the Definitions section of the Agreement. The following terms are used in this document. Since these terms may be used differently in other settings, these definitions are provided for clarity. • Project Schedule means the schedule providing dates and timeframes for completion of tasks and Deliverables during the course of this Project. The Project Schedule is subject to change at the mutual agreement of TriTech and the Client as further described in this SOW. Project Management Plan means collectively the Communications Management Plan; Risk Management Plan; and Change Management Plan that provide the criteria for managing those tasks within the Project. The OSD provides an operational description of a capability or feature within the applicable TriTech solution in sufficient detail that both the Client and TriTech team mutually agree to the expected deliverable. The OSD provides the "what", "how," and the information flow (including data flow and data elements, when appropriate) of the capability or feature. The OSD does not provide the technical or internal design of how TriTech's Development team will accomplish the requested feature. An OSD will be provided for each contracted product The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software Systems. ©2014 TriTech Software Systems Overview customization to be developed. Once approved by the Client, the OSD becomes the basis for TriTech's development. Once approved, any further changes requested by the Client to the OSD and/or design are subject to the change management process. • The Functional Description Document (FDD) provides a high level overview of the functionality required for the Inform RMS Interfaces. 1.3 System Acceptance Process The System Acceptance Process for the Inform RMS and FBR projects have been defined in the Ada County, Sheriff's Office Statement of Work. 1.4 Functional Acceptance Testing The Meridian Police Department will participate in the Functional Acceptance Testing that will be conducted for the Inform RMS and Inform FBR products for Ada County's Sheriff's Office. Functional Acceptance Testing (FAT) is conducted on each of the Subsystems prior to conducting the User Training on these applications and staging them for Go Live. The focus of these tests is to verify functionality of each Subsystem and that the system is ready for Go Live. The Functional Acceptance Tests are performed based upon standard TriTech FAT documents that have a standard content and format. These standard FAT documents will be submitted to the Client for review prior to testing. During the scheduled FAT and according to the FAT documents, the TriTech and Client project personnel will work to identify any errors where the Subsystem does not conform materially to the FAT documents. Any such errors will be documented by TriTech on the FAT exceptions list. Errors listed on the FAT exception list will be classified as follows: 1) Pre -Go Live Issues: Issues in the Subsystem that prevent the Client from performing normal daily and monthly operations and therefore must be corrected prior to Go Live. 2) Post Go Live Issues: Issues identified in the FAT testing that do not prevent the Client from performing normal daily and monthly processes, and therefore can be corrected after the Subsystem Go Live. These issues will not be used as part of the criteria for Acceptance and will be corrected within a mutually agreed timeframe. In the event that the Client chooses not to follow the Acceptance Test processes defined in the Statement of Work, the Client's cutover to live production status (i.e., productive use) of any TriTech supplied Subsystem constitutes the Client's acceptance of the Subsystem. The Client will have access to any software upgrades or patches to TriTech's Software Products which are provided for general release during the implementation process prior to Go Live. The Client will have final authority on whether or not these upgrades or patches should be installed prior to Go Live. Any such patches or upgrades implemented post Go Live will be tested in the County's Test/Training environment prior to implementation in the Production environment. 1.5 General Client Responsibilities In addition to those Client responsibilities stated elsewhere in this SOW, the Client is responsible for: 1) Electrical facilities (e.g., outlets, generator and other electrical infrastructure facilities) required for this project, including necessary maintenance. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 2 Systems. ©2014 TriTech Software Systems Overview 2) Cabling (e.g., power, network, interface and other electrical and data transmission lines) required for this project, including necessary maintenance. 3) Network/communications connections (e.g., LAN/WAN, commercial wireless, telephone, VPN, and other voice/data connections), or ongoing network/communications charges associated with installation, operation or support of the proposed system including the establishment and maintenance of security accounts. 4) Configuration and/or programming of network routers, switches and bridges — this includes providing information to TriTech staff on any firewalls within the overall network that the system will operate and necessary port access for the system to operate in accordance with TriTech documentation. 5) The installation, configuration, and maintenance (including patch management and upgrades of Microsoft software required by the System). 6) The installation of servers into racks and the connection of such servers to network switches. 7) The assignment of machine names and IP addresses for servers to be utilized by the System. This includes joining the servers to the network and the assignment of security accounts as specified by TriTech documentation. 8) The Client is responsible for providing any hardware and third party software or services necessary for implementing the System that is not listed in the Agreement as a TriTech Deliverable (not listed as a line item in the Price and Payment section of the Agreement). This includes workstations, server hardware, network equipment, telephone or TDD equipment, performance test software, Microsoft licenses, and services required to extract legacy data and convert into acceptable data formats. 9) Configuration, maintenance, testing, and supporting the third party systems that the Client operates and which will be interfaced with as a part of this project. Specifically, the Client operates and supports; The Client is responsible for maintaining and supporting these systems in good working order. The Client is responsible for providing Application Programming Interface (API) documentation to these systems that document the integration process for the level of interface integration defined by TriTech's FDDs and OSD;s. The Client is also responsible for any cost associated with the development or configuration of the third party system Vendor side of the Interfaces. 10) Consoles, furniture or fixtures as well as any modifications to install equipment used for Systems or Subsystems specified by the Agreement into existing consoles, furniture, vehicles or existing facilities. Installation of Workstations into consoles, furniture, vehicles or like items, is the responsibility of the Client. 11)Active participation of the appropriate personnel with the necessary background knowledge and availability in the Project implementation meetings and working sessions during the course of the Project. Examples of such implementation sessions are System Orientation, DOLF, Acceptance Testing, and Training, regular Project meetings, discussion regarding Interfaces, system installation planning, and the like. 12) The provision of Code Files and GIS data as requested by TriTech staff. This information must be provided on a timely basis in order to meet the project timelines. This information will be provided in a format requested by TriTech staff in accordance with (1) GeoComm Data Analysis Services FAQs and (2) GeoComm RMS Address Validation Map Data Specification documents. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 3 Systems. 02014 TriTech Software Systems Overview 13) The timely review and approval of Functional Acceptance Testing (FAT) documents, OSDs, FDD's, Task Completion Reports (TCR) and/or other project documentation as further defined in this SOW. 14) Provide a facility with the required computer and audio-visual equipment for training. 15) Timely completion of acceptance testing for each of the TriTech Subsystems. 16) TriTech pricing for this Project assumes that all Client supplied products and services required to support the project will be delivered according to this agreed to Statement of Work, based upon a mutually agreed upon project schedule. This timeline will require a commitment by Client staff to attend project meetings, attend training, and execute action items in a timely fashion. Should the Client find that it is unable to support the agreed to schedule, TriTech and the Client may negotiate and execute a mutually agreed to Project Change Order. 17) Ada County is responsible for providing remote connectivity to TriTech for the purpose of installation, configuration, testing, and troubleshooting of TriTech's applications at the Client site. TriTech's approved remote connectivity methods are described in the System Planning Document: chapter 2, sections 4, 7 & 8, chapter 3 section 19, and chapter 4. 18) The Client is responsible for providing and completing necessary background checks and fingerprinting required for TriTech employees to access the Client's facilities and network, as further defined in this SOW. 1.6 Project Exclusions 1) TriTech Software Systems provides software applications that it develops. These applications are sold as and are considered to be "Commercial Off the Shelf' (COTS) software packages. The functionality of these products will be based on TriTech's current design and functionality of these COTS products, unless otherwise indicated in the Agreement. 2) Work, software, services, hardware, Systems, Subsystems, product/software modifications, or any other deliverables not explicitly stated in the Agreement will not be included in the Project. 3) Any modification to TriTech standard products or customizations to such products that are not explicitly stated in the Agreement are excluded from the scope of this Project. 4) Changes in scope will only be executed through a mutually agreed upon Change Management Process, as described in the Project Management Plan. 5) TriTech is not responsible for the deficiencies in the Client's internal or contracted network to support remote Inform RMS, Inform FBR or other subsystem workstations. 6) TriTech is not responsible for the deficiencies in a Client's internal or contracted network to support some of the extended features of TriTech's Inform products due to bandwidth or limitations in wireless coverage. 7) TriTech is not responsible for the removal of the old (legacy) equipment, hardware, furniture, consoles, cabling, as part of the Project implementation unless specifically stated in the Agreement and this SOW. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTecb Software 4 Systems. 02014 TriTech Software Systems 2 PROJECT DELIVERABLES 2.1 Overview of Project Deliverables This project will provide a combination of software and services that comprise the System for use by the Client's Public Safety Organization(s). The individual Subsystems to be provided comprise the overall System. This project will provide services and licenses to add the Meridian Police Department agency to the Ada County RMS and FBR project. The Meridian Police department project staff will utilize the System Orientation, DOLF, Functional Acceptance Testing, and Training that will be provided through the Ada Co Sheriff's project. The Inform RMS and Inform FBR server licenses were provided under the Ada County Sheriff's project. This project includes the additional User licenses required for Meridian Police Department to utilize the RMS and FBR subsystems. The Agreement for this project incorporates the following major Subsystems, which are warranted as set forth in the Agreement, to perform in conformity with TriTech's specifications, including FDD's or OSDs during the Warranty Period: 1) Inform RMS 2) Inform FBR Implementation of different components of the System are performed in a series of interrelated processes. Some processes can be performed concurrently while others are sequential in nature. TriTech has implemented process gates to ensure successful completion of tasks in the optimal order before a subsequent activity begins. The only reference for the number and type of software licenses is the Agreement. Any reference within this document to services associated with a specific software product does not imply or convey a software license for products that are not listed in the Agreement. Standard TriTech documentation will be provided to the Client at no extra charge. This documentation includes: Product User Manuals and Data Dictionaries. 2.1.1 Standard TriTech Software Deliverables The functionality provided by Standard TriTech Software Products, including Interfaces (the core TriTech Software and Interfaces without any Modifications) is defined by TriTech Standard documentation such as User and Administration Guides for TriTech's major Subsystems such Inform RMS, Inform FBR and other Standard Software products. Standard TriTech Interface Software to be delivered through this Project is identified as software licenses in the Agreement. Any Modification to the functionality of Standard TriTech Software within the System, or Subsystems, shall follow the Change Management Process as described in Section 5.2, Change Management Process. The scope of the Modification will be described in an OSD. Release of all Modifications to TriTech's Standard Interfaces will follow Subsystem release cycles (i.e. Inform RMS, and the like). The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 5 Systems. 02014 TriTech Software Systems TriTech Project Roles and Responsibility 2.1.2 Contracted Modifications to Standard TriTech Software Products Any Modifications to Standard TriTech Software Products including Inform RMS, Inform FBR and Standard System Interfaces that are to be delivered through this Project are listed in the Agreement. The functional scope of any Modification procured through the Agreement will be summarized in this Statement of Work and defined by an OSD for all items listed under Appendix A - Contracted Modifications to Standard TriTech Software Products for Inform RMS, Inform FBR and other major TriTech Subsystems; and under Appendix B - Standard TriTech Interfaces, for modifications to Standard Interfaces. Any and all modifications or enhancements that are not explicitly listed in the Agreement are not within the scope of this Project. Any changes in the requirements documented in the System OSDs, post approval of the OSDs are subject to formal Change Order. 2.1.3 Contracted Custom Interface Software Custom Interfaces to be created by TriTech are identified as individual software licenses in the Agreement. The approved FDD, which is a high level description of the intended functionality and scope are listed in Appendix C - Custom TriTech Interfaces to this SOW. The detailed functional scope of any custom Interface procured through the Agreement will be defined by an OSD, which will be developed and delivered to the Client during the project. Any changes in the requirements documented in the System OSDs, post approval of the OSDs are subject to formal Change Order. 3 TRITECH PROJECT ROLES AND RESPONSIBILITY 3.1 Overview TriTech will appoint a team of specialized personnel that will implement the Project under the direction of TriTech's Project Manager in accordance with the Agreement. The team will be multi- disciplinary and the team members may specialize in different products or Subsystems. Team members may be engaged in different phases of the Project as necessary and in some cases are involved in the Project for a limited timeframe. All key TriTech staff assigned to this project shall be involved in their respective project roles throughout the duration of the project. TriTech key personnel have been or will be assigned to the Project in accordance with the contract between TriTech and Ada County. The descriptions of personnel roles noted below provide an overview of typical Project team members. Other personnel may be involved under the direction of the TriTech Project Manager in The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 6 Systems. ©2014 TriTech Software Systems TriTech Project Roles and Responsibility order to complete the requirements of the Project. TriTech's Project Manager will advise the Client in the event of any scheduling conflicts between the Client's Project and other projects to which TriTech key personnel (Project Manager, Systems Engineer, Business Analysts, or GIS Analyst) are assigned. Such scheduling conflict shall be communicated to the Client within a reasonable time of learning of the conflict. 3.2 TriTech Project Manager TriTech has appointed a TriTech Project Manager as the principal TriTech contact who will be responsible for managing TriTech's responsibilities related to the implementation of the Project, as described in this SOW and within the scope of the Agreement. The Project Manager is also responsible for managing the Deliverables for TriTech's subcontractors. Each of TriTech's Subcontractors may appoint a Project Manager to manage their portion of the Project Deliverables and activities. However, the TriTech Project Manager will have the overall responsibility for coordinating all activities and supervising the progress of each sub -Project. The TriTech Project Manager will manage all communications between the Client and each of TriTech's Subcontractors. TriTech's Project Manager is responsible for Project scheduling and management of TriTech Project personnel and subcontractor/supplier resources. The Project Manager utilizes a standardized methodology for project implementation, project management, and risk identification and management. TriTech's Project Manager is responsible for Project scheduling and management of TriTech Project personnel and applicable Subcontractor/supplier resources, budget management, identification and management of Project risks, and communication with the Client's Project team. The TriTech Project Manager will be responsible for the collaborative coordination of Client resources in an effort to ensure that avoidable Project delays will be minimized. The Project Manager is involved in the Project beginning with the SOW development and continuing through post Go Live Project closure activities. The Project Manager will be an active participant in many of the milestone events through the course of the Project including System Orientation, DOLF, and Go Live. The Project Manager will organize a bi-weekly Project status call with the Client and necessary Project team members. Additionally, the Project Manager will provide the Client with a written Project status report on a monthly basis, as further defined in this SOW. The Project Manager shall be required to staff the project from project inception through final system acceptance. 3.3 Systems Engineer The Systems Engineer is responsible for two primary functions, within the scope of the Project: 1) configuration of Standard TriTech Interfaces (including configuration documentation); and 2) development of software requirements documentation for Custom Interfaces. The Systems Engineer will additionally participate in testing of each of these Subsystems. In some cases, Development Engineers may perform the role of the Systems Engineer for specialized interfaces, particularly for Inform RMS interfaces. 3.4 Inform RMS and Inform FBR Business Analyst Inform RMS and Inform FBR Business Analyst(s) participate in various activities throughout the implementation of each of these Subsystems. They are primarily responsible for conducting the System Orientation with the Client to observe and evaluate the Client's current business practices and make recommendations for improving efficiency and areas that need to be reviewed. They The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software Systems. ©2014 TriTech Software Systems TriTech Project Roles and Responsibility also conduct the Administration training for each of these products and Functional Acceptance Testing Procedures, if included in the scope of the Agreement. 3.5 Training Specialist Training for TriTech applications is provided by TriTech Training Specialists. Training staff for other products and functions will vary by the type of product and training proposed. This process is described in greater detail in the training sections of this document, related to each of these products. 3.6 Client Installation Services Team TriTech's Client Installation Services (CIS) team is responsible for installation and integration of TriTech Software onto the system hardware that is identified for this Project. This team works closely with the Client's staff to coordinate IP and network addressing, security accounts, network connections, and remote access to the System. 3.7 Customer Services Group Customer service functions and technical support for the Client's System during the Project is coordinated by the TriTech Project Manager. After Go Live, and successful completion of System Acceptance, TriTech's Customer Services Group is responsible for providing on-going support for the Client's System as defined in the Software Support Agreement between TriTech and Ada County. 3.8 Account Executive The Account Executive is an important resource to the Client throughout the life of their System. The Account Executive will be the primary contact and liaison for non-technical support issues, system changes and billing questions. They provide support for general customer service requests, manage requests for new software and services, and provide assistance with planning technology upgrades post System Go Live. Having the Account Executive participate as a key Project member provides an enhanced level of continuity for the Client as they continue their relationship with TriTech. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 8 Systems. ©2014 TriTech Software Systems Recommended Client Roles and Responsibilities 4 RECOMMENDED CLIENT ROLES AND RESPONSIBILITIES 4.1 Overview Implementation of the Subsystems in a manner that meets the Client's operational needs requires collaboration with the Client's team. In general, the Client's Project team should include staff experienced in the operation and administration of the Client's current public safety technology systems as applicable to the scope of this project. Such teams may include representatives from users and stakeholders of the Inform RMS and Inform FBR. These "subject matter experts' need to be engaged through the course of the Project from initiation until live operations, and may be involved in the support and maintenance of the System and Subsystems after Go Live. These recommendations do not speak to specific positions. Rather, this information defines specific responsibilities and estimated time commitment. The Client may elect to create individual positions, combine responsibilities, and/or assign responsibilities within their current organizational structure. The Client needs to periodically assess its staffing needs based on changes in the Client's operational use of this technology. Often, there is overlap with these core responsibilities - therefore, the team can generally be kept to a small group, dependent upon the complexity of the system being implemented and the number of Subsystems. In addition, it is recommended that the Client, early within the implementation process, identify those persons that will be responsible for the ongoing maintenance of the Client's System to include the technical and business processes. The application Administrators (Inform RMS and Inform FBR), as well as the System Administrator, are very key to the success of the Project. It is paramount that the Client develops this team during the implementation process so that the Client successfully achieves a degree of self-reliance with the understanding of each of the Systems in addition to the generalized technical responsibilities. 4.2 Project Manager The Client's Project Manager is the principal Client contact who will manage a team of Client Project personnel. The Client's Project Manager manages and coordinates Client's resources responsible for completing assigned Project tasks and activities. Activities include facilitating Project Schedules and meetings, timely approval and processing of invoices, review and approval of Task Completion Reports ("TCRs"), Project management plans, applicable configuration sheets, FDD's, OSDs, approval of the Project documentation and FAT, and management of the Client's staff. Additionally the Client's Project Manager is responsible for coordinating the efforts, activities, and communications between TriTech and third party vendors that are not TriTech Subcontractors, as well as any deliverables from these vendors to the Project. 4.3 System Administrator The Client's System Administrator is the individual primarily responsible for managing the technical back -end of the System including Windows, SQL Server, network, hardware, data back-ups and log management. This individual is the primary technical point of contact representing the Client. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 9 Systems. ©2014 TriTech Software Systems Recommended Client Roles and Responsibilities Following the initial system installation, administration, and support for hardware (including the software operating system) and network components are the responsibility of the Client. The Client needs to plan for support and maintenance through the development of Client resources, other departments within the Client's organization, or by contracting for such services. The Client should establish procedures for managing warranty service of hardware. Activities for this position include 1) management of Microsoft Windows Operating System including patches and service packs; 2) management of Microsoft SQL Server including patches and service packs; 3) implementation of software prerequisites (in accordance with TriTech Documentation) on computers as needed for current operations and System upgrades; 4) monitoring, management and maintenance of the Client's network including LANs, WANs, wireless networks, security accounts and support connectivity (in accordance with TriTech Documentation); and 5) hardware maintenance and troubleshooting; file and data back-ups and software and error log management. Time commitment will vary with the number of computers on the system, the complexity of the network (including the use of a WAN) and the number of personnel to be managed in network access. If the System LAN is connected to the Client's administrative LAN/WAN1, coordination will be important to avoid problems with the Client's network traffic. 4.4 Client Inform RMS Administrator The Inform RMS Administrator will have the responsibilities for the implementation, configuration, and maintenance of TriTech's Inform RMS. This person or persons will be engaged in the implementation of the TriTech's Inform RMS, and will participate in making decisions as it relates to implementing the TriTech's Inform RMS. Inform RMS Administrator will attend the Inform RMS DOLF during the course of the Project. This person should have a comprehensive understanding of the internal structure and workflow of Inform RMS users, departmental policies and procedures as well as how the records department interacts with dispatch and field operations personnel. The Inform RMS Administrator will be responsible for building and maintaining the RMS Code Files. 4.5 Client Inform FBR Administrator The FBR Administrator will have administration responsibilities for implementation, configuration, and maintenance of TriTech's Field Based Reporting System. This person will also be responsible for establishing user roles, setting up and maintaining the users, building report templates, structuring workflows, and configuring the System options. The FBR Administrator will attend the FBR Administration class during the course of the Project. This person should have a comprehensive understanding of the records function within the agency, how Mobile will be utilized in conjunction with FBR, and be familiar for the policies and procedures for officer reporting. 4.6 Client Inform RMS and Inform FBR Users/Supervisors Input from the Users/Supervisors is important to ensure that the configuration settings approved by the Client's team will be perceived as usable by users of the each of the Subsystems. These The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 10 Systems. 02014 TriTech Software Systems Recommended Client Roles and Responsibilities Users/Supervisors should participate in meetings defining and evaluating the requirements and configuration of their respective products, such as System Orientation and Administration Training. During scheduled activities, the Client should have a fully dedicated person or persons. Post implementation should be maintenance only. These personnel should attend the applicable User trainings. 4.7 Client Subject Matter Experts Input from subject matter experts in all applicable areas (Inform RMS, Inform FBR and each of the Interfaces and external Systems that integrate with TriTech Systems) is essential to successful implementation of the system. The subject matter expert(s) in each area are the individuals who are knowledgeable about the current operational and technical specifications of the system, the data flow between and among different applications, and any limitations associated with each application. For Standard and Custom Interfaces, subject matter experts may be from the Client Agency, and third party vendors. If the vendors are not TriTech Subcontractors, the Client will be responsible for engaging them in necessary discussions and documentation of the requirements. The Client should involve a fully dedicated person or persons during the scheduled activities, such as requirements analysis, demonstration of the applications (if applicable), review of requirements documentation, the testing process, and other events that are described in later sections of this SOW. Post implementation, the involvement of the subject matter experts should be limited to maintenance only. 4.8 Client Application Trainers A team of trainers is needed for training the Client staff on TriTech Software on an on-going basis. Trainers will be responsible for reading TriTech Software release notes and maintaining an understanding of new and existing features. The Client should involve a fully dedicated person or persons during scheduled activities such as training sessions. Post implementation, the involvement of the subject matter experts should be limited to maintenance only. These personnel should attend the applicable product specific training courses. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 11 Systems. 02014 TriTech Software Systems 5 PROJECT CONTROLLING PROCESSES 5.1 Overview Project Controlling Processes are established early in the Project life cycle during the Planning Phase and described within the Project Management plans. Project Control is the process that includes completing regularly scheduled Project progress meetings and the use of regularly delivered Project progress reports, as well as implementing the processes needed for Communication Management, Risk Management, and Change Management. The process begins during the initiation process and concludes at the end of the Project. The establishment of defined processes for Client communication (contact persons and reporting methods) provides a basis for effective and regular communication. This supports the previously noted processes necessary for successful Project outcome. As part of the Controlling Processes, TriTech utilizes a series of measurements and management reviews to mitigate the effect of these variances. Checkpoints or milestones are planned into each phase of the Project to measure performance and determine if the Project is ready for the next phase. Checkpoints are key tasks that act as gates to the next phase of a project. A delay in a milestone may cause a delay in starting or completing subsequent tasks; in effect creating a risk to the overall Project. Therefore, TriTech's Project staff closely monitors checkpoint tasks and milestones and promptly notifies the Project Manager of any delay or failure with a milestone task. Milestone delays on the part of either party will trigger an overall review of Project activities so that risks can be assessed and properly managed. In the event that either party becomes aware of a delay, notification shall be provided to the other party as soon as reasonably possible. Evaluation of overall Project status at each checkpoint is essential to ensure that the Project is effectively progressing toward completion and that new risks are not being introduced. In many cases, Project activities leading to a checkpoint are interrelated to later scheduled tasks. Success at checkpoints diminishes the risk to the Project going forward. Incomplete actions at a checkpoint may prompt delays and a rescheduling of the Project. For example, delays in completing or approving Custom Interface OSDs may delay the start and completion of the Interface development work, which may ultimately have an impact on the projected Go Live date. Depending upon the importance of the Deliverable, these kinds of delays can have a cascading effect upon the Project Schedule including training and Go Live Task Completion Reports. The Client shall endeavor to complete review of documents within five business days and will notify TriTech in a reasonable time if additional time is necessary to review a particular document. In the event the Client needs more than five business days to review a document, and such additional time may impact a project milestone, TriTech shall notify the Client of that impact in a reasonable time. As part of the Project controlling process, upon completion of significant milestones and or tasks, TriTech will submit a Task Completion Report ("TCR") to the Client. The TCR serves as a formal tool for the purpose of verifying with the Client that the work has been performed, services rendered, and products delivered according to the requirements specified within the SOW and/or related documents. TCRs are presented to the Client by TriTech's Project Manager for signature. Some TCRs may trigger a Project payment, in accordance with the payment terms within the Agreement. Upon The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 12 Systems. ©2014 TriTech Software Systems Project Controlling Processes execution of a TCR that is tied to a Project payment milestone, the Client will receive an invoice from TriTech's accounting department which must be paid based on the terms and conditions of the Agreement. The TCR will include the following information: 1. Description of Work performed and products delivered. 2. Comments noting any special circumstances. 3. Product/Service deliverables listing the contract line items that are being recognized as delivered and will be invoiced. 4. Related Payment Terms in accordance with the Agreement, for contract line items that will be invoiced relative to the TCR. 5.1.1 TriTech Responsibilities a) TriTech will prepare and submit TCRs for Client's signature upon completion of the applicable task. b) TCRs that trigger a payment will include the payment amount in accordance with the Agreement payment schedule. 5.1.2 Client Responsibilities a) The Client shall endeavor to complete review and approval of TCRs within five business days from the time of receipt less any challenges to the validity of the report. The Client will notify TriTech in a reasonable time if additional time is necessary to review a particular document. In the event the Client needs more than five business days to review a document, and such additional time may impact a project milestone, TriTech shall notify the Client of that impact in a reasonable time. The Client understands that delays in such review and approval may result in an extension of the Project Schedule. b) In the event that the Client disagrees with a TCR, the Client shall submit to TriTech a written explanation detailing why the Client believes that the subject of the TCR and/or tasks have not been completed in accordance with the Agreement or this SOW. The Client shall endeavor to complete review and notification of the TCR within five business days of receipt of the TCR and will notify TriTech in a reasonable time if additional time is necessary to review a particular document. In the event the Client's needs more than five business days to review a document, and such additional time may impact a project milestone, TriTech shall notify the Client of that impact in a reasonable time. The Client understands that delays in providing such written explanation may result in an extension of the Project Schedule. 5.2 Change Management Process Either party can request changes to the scope of the project at any time. Since a change may affect the price, project deliverables, this SOW, the supporting project schedule, and/or the terms of the Agreement for this SOW, both parties must approve each change in writing and agree on the impact each change may have on the Agreement and related attachments. The purpose of the Change Management Process is to manage any significant changes to the Project as described in this SOW or related documents as referenced within the SOW. These changes may include, but are not limited to a modification to Project scope, Standard or Custom products' functionality, TriTech and Client's identified roles and responsibilities, Project payment terms, and modifications to the scope or delivery location of services within the Project. All The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 13 Systems. ©2014 TriTech Software Systems Project Controlling Processes significant changes must be documented through the Change Management Process. The type of documentation needed will depend on the nature and significance of the change. A Project Change Order will be the vehicle for communicating and approval of the changes. Whether initiated by the Client or TriTech, all Change Orders will be documented by the TriTech Project Manager. The Change Order shall describe the requested change, the party requesting the change, and the effect the change will have on the project, including the price, project deliverables, this SOW, the supporting project schedule, and/or the terms of the Agreement for this SOW. All Change Orders must go through the TriTech's internal approval process before they can be presented to the Client for review and approval. TriTech shall provide the requested Change Orders within 10 business days from the date of request, if additional time is necessary TriTech will notify the Client within those ten business days. Once the Change Order is generated, the Client Project Manager and TriTech Project Manager will review the proposed change and communicate as necessary to answer any questions, and/or work to resolve any issues preventing acceptance of the Change Order by both parties. Upon the approval and authorized signatures by both parties the Change Order will be authorized for implementation. Any Change Order resulting in an increase to the project price requires an addendum to the Agreement executed by the authorized representatives of the parties and the Client Board of Commissioners. In such event, the impact on the Project Schedule shall be assessed by both parties, and if necessary, the Project Schedule will be extended appropriately based on the mutual agreement of TriTech and the Client to accurately reflect the impact. No additional fees will be paid for any Change Order, unless otherwise agreed to between the parties. Additional deliverables or Project deletions in terms of Software and services will require a mutually agreed upon Change Order. It must be noted that the later in the Project that a change is requested, the greater the likely impact in terms of costs, risks, and timescale. It is recommended that the Client not delay any review activity as it is a best practice to discover potential changes as early as possible. In some cases, it may be more appropriate to plan modifications for post Go Live delivery. 5.2.1 TriTech Responsibilities a) TriTech shall provide the requested Change Orders within 10 business days from the date of request, if additional time is necessary TriTech will notify the Client within those ten business days. b) Where Project changes require Engineering -level modifications, TriTech will perform requirements capture necessary to prepare required documentation including a high level description of the change for Client review and approval. c) Where Project changes require Engineering -level modifications, Client will be informed of the delivery mechanism (version and schedule). 5.2.2 Client Responsibilities a) When applicable, the Client will identify the services or deliverables that will be subject to a Change Order, per the Agreement between both parties. b) When applicable, the Client will identify changes to features or functionality related to the subsystems that will require a change order. This process may also include participation with the requirements process. c) Client will approve and process Change Orders without cost changes within fourteen (14) days. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 14 Systems. ©2014 TriTech Software Systems Project Controlling Processes 5.3 Project Reporting Project reporting to include a monthly Status Report and bi-weekly status calls are included under the Ada County Sheriff's project. 5.4 Document Review In the course of the Project, TriTech will deliver several documents to the Client for review. These documents will include but are not limited to the Acceptance Test Procedures, Project Schedule, DOLF report, OSD's, for the Project. Approved documents are returned to the TriTech Project Manager. For paper documents, the TriTech Project Manager will retain the original copy and will provide an unbound copy suitable for reproduction. For soft copy documents, the TriTech Project Manager will retain a copy and provide Client with a copy. Should the Client find any document unacceptable, the Client must provide specific reasons in writing to the TriTech Project Manager. TriTech can then assess any required corrective measures and make revisions or modifications to provide acceptable documents within a mutually agreed upon timeframe. Status Reports provide information on the progress of Project Implementation, or action items, but do not require Client approval. The Client shall provide comments or corrections to the submitted Status reports or project journals within 5 business days from the date of receipt from TriTech. Upon receipt of such comments or corrections, TriTech shall provide an update, or a response to the Client within 5 business days. The Client shall endeavor to complete review of documents within five business days and will notify TriTech within those five business days if additional time is necessary to review a particular document. Documents Subject to Client Approval a) Project Schedule — any changes must be mutually agreed upon in writing by TriTech and Client b) Change Orders c) Operational Scenario Documents (OSD) d) Application Configuration Sheet e) Inform RMS DOLF Report f) Functional Acceptance Test Procedure documents g) Task Completion Reports Documents Subject to Client Review not requiring Approval a) Project Status Reports. The Client may provide comments or corrections to the submitted Status Reports as described above. b) Project Journals. The Client may provide comments or corrections to the submitted project journals as described above. 5.4.1 TriTech Responsibilities a) Distribute the documents to the Client. b) Coordinate the process to consolidate comments and edit documents. c) Manage the signoff process for applicable documents and the distribution of originals to the Client and TriTech for filing. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 15 Systems. ©2014 TriTech Software Systems Project Initiation and Planning d) Respond to any comments or corrections provided by the Client within five business days of receipt of such comments. 5.4.2 Client Responsibilities a) Review the documents presented and provide the appropriate information back to TriTech within five (5) business days of receipt for configuration sheets, Change Orders and/or Sales Orders. The Client shall endeavor to complete review of documents within five (5) business days and will notify TriTech within those five (5) business days if additional time is necessary to review a particular document. b) Review the documents presented and provide the appropriate information back to TriTech within ten (10) business days for requirements documents defined above. Unless unanticipated changes to the Project Schedule would warrant a shortened turn around. 5.5 Third Party Management This project does not include any third party management of any Subcontractors. 6 PROJECT INITIATION AND PLANNING 6.1 Overview Project Initiation consists of those processes that define the scope of the Project. The process of contract negotiations is included as a part of the Project Initiation process and sets the foundation for the expectations of the parties regarding the Project. During the initiation process there will be a minimal exchange of technical information between the Client and TriTech while the negotiating teams determine the Project scope, define Deliverables and finalize pricing and payment terms. Project Planning requires the gathering of Project specific information required to produce a Project Management Plan. In short, Project Planning consists of those processes designated to establish when and how the Project will be implemented while further elaborating on Project Deliverables. Most of the information exchanged between the Client and TriTech during this process is at a high level and consists of interaction between both Project Managers and a small group of Project stake -holders. Major Deliverables for the Project Planning phase are the specific Project Management Plans, and a baseline Project Schedule. The baseline Project Schedule will be developed by TriTech and the Client, following execution of the contract documents. The major milestones within the baseline Project Schedule, including the timeline for 1) availability of the hardware for installation; 2) installation of core Production site software on customer hardware; 3) DOLF; 4) Start of FAT; 5) Start of End User Training; and 6) Go Live may only be changed at the mutual written agreement of TriTech and the Client. Substantive changes to major milestones (e.g. changes that impact the Go Live date) within the Project Schedule may require a Change Order. The Project must be managed in a manner that will allow for the adjusting of the Project Management Plan and Project Schedule to address the circumstances that affect a project during Project Execution. As a result of these changes during the Project life cycle, Project Planning will overlap each subsequent process during the Project. Typically, Project Planning tasks will decrease in frequency as checkpoints are successfully completed and as the Project nears Go Live and Project completion. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 16 Systems. ©2014 TriTech Software Systems Project Execution 6.1.1 TriTech Responsibilities a) Assign a Project Manager to the Project to participate in Initiation phase activities. b) Produce required documentation to support Initiation activities (such as Standard IRDs, System Planning Document, etc.) c) Review and finalize the SOW with the Client. d) Identify and engage the TriTech Project team responsible for carrying out Project Execution. e) In collaboration with the Client, develop the Project Management Plan (includes the Communication Management Plan, Risk Management Plan, and Change Management Plan). f) Baseline the Project Schedule. g) Prepare and submit the TCRs for Client acceptance of the Project Management Plan as defined above. 6.1.2 Client Responsibilities a) Assign a Project Manager for the Project to participate in Initiation phase activities. b) Identify and engage the Client's Project team. c) Review and comment on the TriTech Project Management Plan and the Project Schedule. d) Review and comment on TriTech provided documentation to support Initiation activities. e) Finalize and approve the SOW with TriTech. f) The Client shall endeavor to complete review and notification of the TCRs for the Project Management Plan within five (5) business days of receipt of the TCRs and will notify TriTech in a reasonable time if additional time is necessary to review a particular document. 7 PROJECT EXECUTION 7.1 Overview Project Execution focuses on the development and delivery of Project Deliverables. Processes will be iterative and consist of: 1) a review of Deliverable documents; 2) Development, configuration, Installation and testing of software and hardware deliverables, and 3) Delivery of Project related services such as Project related training. These processes are iterative in nature with a number of checkpoints to evaluate Project progress and where applicable, to initiate Change Management processes. Each Deliverable has a closing process which consists of specific completion criteria. These Deliverable closing processes are independent from the closing process of the Project. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 17 Systems. ©2014 TriTech Software Systems Project Execution 7.2 Implementation of Inform RMS Inform RMS is implemented through a series of standard steps and process gates. These steps are designed to ensure that the operational needs of the Client are identified, the configurations are verified, and the system is tested to validate the proper functionality of the system prior to deployment. The following sections describe the implementation process for Inform RMS. The Meridian Police Department till be attending the System Orientation, DOLF, FAT, Workshop and Training purchased under the Contract between TriTech and Ada County. This project includes additional Go Live support for the Meridian Police Department. This project includes the addition of the following training sessions as listed in the Agreement: • RMS Barcode & Evidence Training 7.2.1 Inform RMS System Orientation The TriTech project team will perform an on-site System Orientation for the Inform RMS portion of the project. This visit will involve discussing the specific details regarding the workflow and configuration of Inform RMS system. Topics will include evaluating current processes and workflows, applicable configurations, and identifying areas of the operation that may need to be reviewed. At the conclusion of System Orientation, a report with the findings and discussions identified during this visit will be provided to the Client. This visit does not include a demonstration of Inform RMS; rather it focuses on the gathering information from the Client. 7.2.1.1 TriTech Responsibilities a) Schedule the System Orientation meeting in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agendas and documents for Client review or completion to all required attendees two weeks prior to each meeting. c) Conduct the meetings based on the distributed agenda. d) Advise Client on process changes that need to be addressed with the implementation of Inform RMS. e) Provide Client with a written trip report summarizing TriTech's findings and recommendations. f) Prepare and submit a TCR to the Client for the delivery of the System Orientation report. 7.2.1.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the System Orientation. b) Ensure participation of key stakeholders and decision -makers in the System Orientation process. c) Provide subject matter experts that can describe operational requirements of the users. d) Schedule the appropriate personnel and ensure they attend the Inform RMS System Orientation sessions. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 18 Systems. ©2014 TriTech Software Systems Project Execution e) Plan for making any necessary and agreed upon changes to the business processes prior to the start of end-user training. fl Review and approve the applicable TCRs. 7.2.2 Inform RMS DOLF After the System Orientation, and once the System has been installed at the Client site the TriTech project team will conduct the Inform RMS DOLF session at the Client site. During this session a subset of the Client staff will be trained on the entry of Client specific information such as Code Files, user roles and rights, set up number control and working folders. The students will be introduced to the administration responsibilities for the implementation, configuration, and maintenance of TriTech's Inform RMS. The TriTech project team will then advise the Client in the definition and building of production data files. This session is strongly recommended for all personnel responsible for the implementation of Inform RMS, as well as personnel responsible for policy related decisions that could be affected or changed by the deployment of Inform RMS. Inform RMS DOLF is an onsite working session. The number of staff attending will be limited to no more than twenty (20). In order to fully take advantage of the DOLF session and the information that is offered during this visit it is necessary that the attendees meet certain qualifications and possess certain skills. These skills include the following: 1) Basic understanding of servers, computer operations, and the Windows operating system. 2) Basic understanding of the Microsoft Windows Environment. 3) Basic understanding of Microsoft SQL and/or database software. 4) Comprehensive understanding of the internal structure of the records department, departmental policies and procedures as well as, how the records department interacts with dispatch and patrol functions. 7.2.2.1 TriTech Responsibilities a) Schedule the Inform RMS DOLF in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agenda and documents for Client review or completion to all required attendees two weeks prior to each meeting. C) Conduct the meetings based on the distributed agenda. d) Provide an electronic copy of Inform RMS technical and user manuals e) Provide standard training sessions on the entry of Client -specific data fl Prepare and submit a TCR upon completion of DOLF. 7.2.2.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the session. b) Ensure participation of the appropriate personnel. C) Continue and complete the code file building activities after completion of this training. d) Review and approve the applicable TCRs. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 19 Systems. ©2014 TriTech Software Systems Project Execution 7.2.3 Build Inform RMS Code Files After completion of the Inform RMS DOLF, the Client's Inform RMS Administration team will enter the Client specific information such as Code Files, user roles and rights, set up number control and working folders, etc. 7.2.3.1 TriTech Responsibilities a) Be available to provide remote assistance and direction to the Client during the course of the configuration. b) Monitor the progress of this task to ensure timely completion of the configuration activities to support the Project timelines. 7.2.3.2 Client Responsibilities a) Complete entry and configuration of the production data files to support the Project timelines. b) If necessary consult with TriTech on any questions that may arise during the data entry and configuration activities. 7.2.4 Inform RMS Workshop After the Inform RMS DOLF has been completed, the TriTech project team will conduct an Inform RMS workshop session at the Client site. This session is intended to be an extension to the Inform RMS DOLF. 7.2.4.1 TriTech Responsibilities a) Schedule the Inform RMS Workshop in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agenda and documents for Client review or completion to all required attendees two weeks prior to each meeting. C) Conduct the meetings based on the distributed agenda. d) Prepare and submit a TCR upon completion of the workshop. 7.2.4.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the workshop. b) Ensure participation of the appropriate personnel. c) Continue the code file building activities after completion of this training. d) Review and approve the applicable TCR. 7.2.5 Inform RMS Functional Acceptance Testing (FAT) Inform RMS Functional Acceptance Testing (FAT) follows a standard content, approach and format. An Inform RMS Business Analyst performs the acceptance testing with the Client, prior to the start of End User Training. This process will be based on the standard TriTech FAT documents. The FAT documents have a standard content and format. The standard TriTech FAT documents will be sent to the Client for review prior to conducting the tests. The FAT results are documented in a TCR for verification and approval by the Client. Upon completion of FAT, the The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 20 Systems. ©2014 TriTech Software Systems Project Execution Client and TriTech will review the list of FAT failures (if any), and perform an assessment of the errors and determine the timeline for remedying the issues (pre versus post Go Live). TriTech will repeat any specific failed FAT tests following the correction of any issues which has caused the test to fail. This process will not include a repeat of the entire tests. 7.2.5.1 TriTech Responsibilities a) Deliver TriTech's standard FAT documents to the Client no later than two weeks prior to conducting the FAT. b) Provide a TCR to the Client to approve the receipt of the FAT documents. C) Assist the Client in conducting the FAT in accordance with the FAT documents. d) Identify and document any issues discovered during the FAT. e) Upon completion of FAT prepare and submit a TCR to the Client, including a list of any exceptions to FAT. 7.2.5.2 Client Responsibilities a) Work toward the timely completion of all predecessor tasks to include the base code table entry and configuration. b) Provide adequate facilities to execute the FAT. c) Participate in the FAT by providing operational subject matter experts. d) Assist TriTech in documenting FAT findings and results. e) Review and approve the appropriate TCRs. 7.2.6 Inform RMS Training Inform RMS Training classes are conducted based on the quantities that are specified in the Agreement. These classes are conducted on consecutive days, on weekdays (Tuesday -Friday) during business hours. Alternate training schedules (multiple classes per day, evening, and weekend classes) will be subject to additional charge. Training classes will only be delivered after the FAT has been completed and the results are documented. A detailed description of these classes is provided below: 7.2.6.1 TriTech Responsibilities (for all Inform RMS Classes) a) Schedule the Inform RMS Training class(es) in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agenda and documents for Client review or completion to all required attendees two weeks prior to each meeting. c) Develop and provide the Inform RMS Training Plan for all licensed product options to the Client. d) Provide an electronic copy of the Inform RMS technical and user manuals. e) Conduct the training session(s) for the licensed product options on a mutually agreed to schedule. f) Prepare and submit a TCR upon completion of each class, or a group of consecutive classes conducted within the training environment. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 21 Systems. ©2014 TriTech Software Systems Project Execution 7.2.6.2 Client Responsibilities (for all Inform RMS Classes) a) Provide adequate facilities to comfortably hold the training activities, and workstations with Inform RMS application installed. b) Ensure that all Inform RMS end-users attend the core end-user training. C) Ensure that each Inform RMS end-user completes all relevant training modules before assigning the end-user a username and password to access Inform RMS. d) Review and approve the applicable TCRs. 7.2.7 Inform RMS Core End User Training (3 days, onsite, up to ten (10) students) The Inform RMS Core End User Training is a hands-on course provided by TriTech's training specialists. This class will prepare the students to add, edit, and search crime report records easily and efficiently. The students will learn how to enter State Reportable UCR/NIBRS Reports. The student will also utilize the Inform RMS to enter or modify Arrest, Custody and Incident information. This class is recommended for all personnel responsible for the day to day records entry of, both miscellaneous and UCR/NIBRS Reports, as well as the personnel with the responsibility for entering and/or maintaining Arrest, Custody, and Incident. This three (3) day course prepares a core set of end users on Inform RMS. Training classes will be conducted between Tuesday and Friday. The number of students attending the User Training course will be limited to no more than ten (10) students per class. Prerequisites: 1) Basic understanding of computers and the Microsoft Windows Environment. 2) Basic understanding of agency report taking/writing policies as they relate to the records section. 7.2.8 Inform RMS Report Writing Class (3 days, onsite, up to ten (10) students) The Inform RMS Report Writing Training is a hands-on course that will prepare students to run, modify, and create reports on data stored in Inform RMS. Students will learn how to run Canned Reports available in Inform RMS, as well as how to modify Canned Reports and create new Custom Reports using Crystal Reporting Services. This three (3) day class is recommended for all personnel that will utilize the provided reporting tools to extract data from the Inform RMS. Training classes will be conducted between Tuesday and Friday. The number of students attending the User Training course will be limited to no more than ten (10) students per class. Prerequisites: Completion of Inform RMS Training. 7.2.9 Inform RMS Module Training Inform RMS Module Training classes cover specific RMS Modules that will be utilized by the client and are limited to the quantities that are specified in the Agreement. Training classes will be conducted between Tuesday and Friday. The number of students attending each RMS Module Training course will be limited to no more than ten (10) students per class. Prerequisites: Completion of Inform RMS Module Training. Included RMS Module Training: • RMS Gun Permit End User Training —1 day, onsite, up to ten (10) students per class. • RMS Civil End User Training —1 day, onsite, up to ten (10) students per class. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 22 Systems. 02014 TriTech Software Systems Project Execution • RMS Warrants End User Training —1 day, onsite, up to ten (10) students per class. • RMS Imaging End User Training —1/2 day, onsite, up to ten (10) students per class. • RMS Towing/Impound End User Training - 1 day, onsite, up to ten (10) students per class. • RMS Parking Tickets End User Training - 1 day, onsite, up to ten (10) students per class. • RMS Pawn End User Training - 1 day, onsite, up to ten (10) students per class. • RMS Citation End User Training - 1 day, onsite, up to ten (10) students per class. • RMS Traffic Accidents Training —1 day, onsite, up to ten (10) students per class. 7.2.10 Inform RMS Barcode and Evidence Training Class (2 days, onsite, Up to ten (10) students) The Inform RMS Barcode and Evidence training is a hands-on two (2) day course for personnel responsible for entering, updating, and maintaining evidence records. Attendees will learn how to search evidence records, manage evidence items, and create item barcodes and to use barcoding for inventory evidence. Prerequisites: Detailed understanding of the agency's evidence tracking methods, procedures, and policies 7.2.11 Inform RMS Case Management End User Training (1 day, onsite, up to ten (10) students) The Inform RMS Case Management End User Training is a hands-on one (1) day course for Case managers; Investigative Supervisors; Investigators (Detectives). Attendees will learn how to assign cases for investigation and track their progress, add case supplements/case materials and update cases as needed. Prerequisites: 1) Inform Base Training (If investigators perform direct data entry); 2) Understanding of the agency's investigative processes, workflows and policies. 7.2.12 Inform RMS Admin and Personnel End User Training (2 days, onsite, up to ten (10) students) The Inform RMS Admin and Personnel End User Training is a hands-on two (2) day course for personnel responsible for entering, updating and maintaining staff records to include training and issued equipment. Due to sensitive personal information that will be handled in this class, it is recommended the product administrators be the person(s) responsible. Attendees will learn items such as how to add employee classifications, add training courses and associated classifications, add personnel records and associated classifications, courses, shifts and equipment. Prerequisites: Understanding of the agency's personnel, training, and equipment tracking methods, procedures, and policies 7.2.13 Inform RMS Intelligence Training (1/2 day, remote, up to ten (10) students) The purpose of the RMS Intelligence Training is to train the students on the following tasks: add, edit and search intelligence records, create an RMS case from intelligence data if applicable, and utilize the intelligence master indices. This half (1/2) day course prepares a core set of students on Inform RMS Intelligence. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 23 Systems. 02014 TriTech Software Systems Project Execution Prerequisites: 1) Attendance of the Inform RMS Core End User Training 7.2.14 Inform RMS Train -The -Trainer Training (3 days, onsite, up to ten (10) students) The purpose of this Train the Trainer program is to allow agencies to have qualified staff available to train end users on the features and functionality of the Inform RMS product. Agencies designate personnel to receive TriTech instructor led training on how to properly train and work with the system. This allows agencies to train their own personnel using a systematic approach that has been developed by TriTech. This three (3) day course prepares a core set of students to train end users on Inform RMS. Prerequisites: 1) Attendance of the Inform RMS Core End User Training; 2) Daily user of the designated application module; 3) Classroom instruction experience and demonstrated presentation skills. 7.2.15 Standard RMS GIS Training and RMS Address Validation and PinMapping Training (1/2 day, remote, up to four (4) students) The purpose of the RMS GIS Training and RMS Address Validation and PinMapping Training is to train the students on the following tasks: address validation for Inform RMS, review of the button definitions, introduction into Inform RMS GIS and MAVI Geo validation web service configuration. This half (1/2) day course prepares a core set of students on Inform RMS GIS. Prerequisites: 1) Attendance of the Inform RMS Core End User Training 7.2.16 Inform RMS Integration Testin Once the FAT is concluded for Inform RMS, Subsystems, and Interfaces that are scheduled to Go Live with Inform RMS and in preparation for Go Live, TriTech and the Client will conduct an Integration Testing. The Integration testing will be conducted based on a number of scenarios that test the records management process. These scenarios involve the Subsystems and Interfaces that are scheduled to Go Live with Inform RMS and can be tested in the pre -production environment. A small group of the Client staff (1-2 Records staff and field users) should participate in this test with TriTech. TriTech will work with the Client on defining a set of test scenarios that test the system based on the Client's practices. It is recommended that the Client utilizes sample cases and/or data from their legacy System. These scenarios must be signed off prior to commencement of the integration testing. At the successful completion of Integration Testing without any issues that prevent the System to be taken Live the Client shall provide written approval that the System is ready for Go Live. 7.2.16.1 TriTech Responsibilities a) Schedule Integration Testing with the Client. b) Assist the Client in preparing test scenarios that can be used during this test and closely simulates the normal Client's work flow. c) Prepare and submit a TCR to the Client documenting the tests that will be used for Integration Testing. d) Participate in the Integration Testing with the Client. e) Prepare and submit TCRs upon successful completion of the Integration Testing. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 24 Systems. ©2014 TriTech Software Systems Project Execution 7.2.16.2 Client Responsibilities a) Provide test scenarios that closely simulate the Client's normal work flow. b) Participate in conducting the Integration Testing. c) Review and approve the applicable TCRs. 7.3 Implementation of Inform FBR Inform FBR is implemented through a series of standard steps and process gates. These steps are designed to ensure that the operational needs of the Client are identified, the configurations are verified, and the system is tested to validate the proper functionality of the system prior to deployment. The following sections describe the implementation process for Inform FBR. The Meridian Police Department till be attending the System Orientation, Admin Training, FAT, Workshop and Training purchased under the Contract between TriTech and Ada County. This project includes additional Go Live support for the Meridian Police Department. 7.3.1 Inform FBR System Orientation The TriTech project team will perform an on-site System Orientation for the Inform FBR portion of the project. This visit will involve discussing the specific details that the Client will need to address. Topics will include evaluating current processes and making recommendations for improving efficiency and areas that need to be reviewed. At the conclusion of this System Orientation, a report will be produced based on the findings and discussions during this visit. This visit does not include a demonstration of the Software and rather focuses on the gathering information from the Client. 7.3.1.1 TriTech Responsibilities a) Schedule the System Orientation meeting in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agenda and documents for Client review or completion to all required attendees two weeks prior to each meeting. c) Conduct the meetings based on the distributed agenda. d) Advise the Client on process changes that need to be addressed with the implementation of the Inform FBR System. e) Provide the Client with a written trip report summarizing TriTech's findings and recommendations. f) Prepare and submit a TCR upon completion of this session and upon submission of the System Orientation report to the Client. 7.3.1.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the System Orientation. b) Ensure participation of key stakeholders and decision -makers in the System Orientation process. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 25 Systems. 02014 TriTech Software Systems Project Execution C) Provide subject matter experts that can describe operational requirements of the users. d) Schedule the appropriate personnel and ensure they attend the Inform FBR System Orientation sessions. e) Make necessary and agreed upon changes prior to the start of end-user training. f) Review and approve the applicable TCRs. 7.3.2 Inform FBR Administration Training (1 day, onsite, up to ten (10) students) After the System Orientation, and once the System has been installed at the Client site the TriTech project team will conduct the Inform FBR Administration Training session at the Client site. The class will introduce the student to the administration responsibilities for implementation, configuration, and maintenance of TriTech's Field Based Reporting System. During this session a subset of the Client staff is trained on the proper configuration of the Inform FBR server. This training also instructs the designated Client personnel in methodology for establishing user roles in the Inform FBR System, creating report templates, and structuring FBR workflows. This class is recommended for the personnel responsible for the implementation of the TriTech Field Based Reporting Application. In addition, any personnel responsible for policy related decisions as it relates to implementing Inform FBR should attend this class. The Inform FBR Administration Training is a one (1) day class and will be conducted between Tuesday and Friday. The number of students attending the User Training course will be limited to no more than ten (10) students per class. Prerequisites: 1) Comprehensive understanding of the Records function within the agency. 2) Clear understanding of current departmental officer reporting procedures and policies for the agency, and how future policy changes that might be implemented with Inform FBR could improve overall efficiencies. 7.3.2.1 TriTech Responsibilities a) Schedule the Inform FBR Administration training in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agenda and documents for Client review or completion to all required attendees two weeks prior to each meeting. c) Conduct the meetings based on the distributed agenda. d) Provide an electronic copy of Inform FBR technical and user manuals. e) Provide standard training sessions on the methodology for establishing user roles, creating templates, and structuring workflows in Inform FBR. f) Prepare and submit a TCR upon completion of the training. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 26 Systems. 02014 TriTech Software Systems Project Execution 7.3.2.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the training activities. b) Ensure participation of the appropriate personnel. c) Upon completion of training create user roles, templates, and structure desired workflows in Inform FBR. d) Review and approve the applicable TCR. 7.3.3 Inform FBR System Configuration After successful completion of the Inform FBR Administration Training, the Client's Inform FBR Administration team will complete the configuration of Inform FBR: • User roles • Users • Workflows • Templates 7.3.3.1 TriTech Responsibilities a) Be available to provide remote assistance and direction to the Client during the course of the configuration. b) Monitor the progress of this task to ensure timely completion of the configuration activities to support the Project timelines. 7.3.3.2 Client Responsibilities a) Complete the configuration of the production Inform FBR to support the Project timelines. b) If necessary consult with TriTech on any questions that may arise during the data entry and configuration activities. 7.3.4 Inform FBR Workshop After the Inform FBR Administration Training has been completed, the TriTech project team will conduct an Inform FBR workshop session at the Client site. This session is intended to be an extension to the Inform FBR Administration Training to provide the Client with more extensive training on more complex implementations and multi -jurisdictional agencies as specified in the contract. 7.3.4.1 TriTech Responsibilities a) Schedule the Inform FBR Workshop in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agenda and documents for Client review or completion to all required attendees two weeks prior to each meeting. c) Conduct the meetings based on the distributed agenda. d) Upon completion of the training send a TCR to the Client The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 27 Systems. ©2014 TriTech Software Systems Project Execution 7.3.4.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the Inform FBR Workshop. b) Ensure participation of the appropriate personnel. c) Continue the code file building activities after completion of this training. d) Sign the appropriate TCR. 7.3.5 Inform FBR Functional Acceptance Testing (FAT) Inform FBR Functional Acceptance Testing follows a standard approach and format. An Inform FBR Business Analyst performs the acceptance testing with the Client, prior to the start of End User Training. This process will be based on the standard TriTech FAT documents. The FAT documents have a standard content and format. The standard TriTech FAT documents will be sent to the Client for review prior to conducting the tests. The FAT results are documented in a TCR for verification and approval by the Client. Upon completion of FAT, the Client and TriTech will review the list of FAT failures (if any), and perform an assessment of the errors and determine the timeline for remedying the issues (pre versus post Go Live). TriTech will repeat any specific failed FAT tests following the correction of any issues which has caused the test to fail. This process will not include a repeat of the entire tests. 7.3.5.1 TriTech Responsibilities a) Deliver TriTech's standard FAT documents to the Client for review no later than two weeks prior to conducting the FAT. b) Provide a TCR to the Client to approve the receipt of the FAT documents. C) Assist the Client in conducting the FAT in accordance with FAT documents. d) Identify and document any issues discovered during the FAT. e) Upon completion of FAT prepare and submit a TCR to the Client, including a list of any exceptions to FAT. 7.3.5.2 Client Responsibilities a) Work toward the timely completion of all predecessor tasks to include building all user roles, templates, and workflows. b) Provide adequate facilities to execute the FAT. C) Participate in the FAT by providing operational subject matter experts. d) Assist TriTech in documenting FAT findings and results. e) Review and approve the appropriate TCRs. 7.3.6 Inform FBR Traini Inform FBR Training classes are conducted based on the quantities that are specified in the Agreement. These classes are conducted on consecutive days, on weekdays (Tuesday -Friday) during business hours. Alternate training schedules (multiple classes per day, evening, and weekend classes) will be subject to additional charge. Training classes will only be delivered after the FAT has been completed and the results are documented. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 28 Systems. ©2014 TriTech Software Systems Project Execution 7.3.6.1 Inform FBR Core End User/Train-The-Trainer Training (2 days, onsite, up to ten (10) students) The Inform FBR Core End User and Train -The -Trainer Training is a hands-on course provided by TriTech's training specialists. This class will prepare the students to utilize Inform FBR in order to enter their standard reports such as State Reportable Incidents, Miscellaneous Incidents, Accident Reports, and Field Interviews. Supervisors will review and approve or reject the reports. Once reports are approved, they will transfer into the Inform RMS application. The purpose of the Train the Trainer program is to allow agencies to have qualified staff available to train end users on the features and functionality of the Inform FBR product. Agencies designate personnel to receive TriTech instructor led training on how to properly train and work with the system. This allows agencies to train their own personnel using a systematic approach that has been developed by TriTech. This two (2) day course prepares the client designated trainers to train end users on Inform FBR. This Training is recommended for all personnel responsible for writing incident reports and Field Interviews, as well as the supervisors responsible for reviewing and approving reports. The Inform RMS Administrator, Record Clerks, or any other personnel that will interact with utilizing the FBR application can also benefit from this class. Unless otherwise specified Training classes will be conducted between Tuesday and Friday. The number of students attending the User Training course will be limited to no more than ten (10) students per class. Prerequisites: 1) Basic understanding of computers and the Microsoft Windows Environment. 2) Basic understanding or the agencies report writing and submission policies and procedures. 3) Basic understanding of UCR or NIBRS Reporting requirements. Completion Criteria: This task is considered complete upon completion of each of the scheduled classes. 7.3.6.1.1 TriTech Responsibilities a) Schedule the FBR Core End User/Train-The-Trainer Training class(es) in accordance with the Client's availability and the Project Schedule. b) Prepare and distribute the meeting agendas and documents for Client review or completion to all required attendees two weeks prior to each meeting. C) Develop and provide the FBR Training Plan for all licensed product options to the Client. d) Provide an electronic copy of the FBR technical and user manuals. e) Conduct the training session(s) for the licensed product options on a mutually agreed to schedule. f) Upon completion of the training send a TCR to the Client. 7.3.6.1.2 Client Responsibilities a) Provide adequate facilities to comfortably hold the training activities, and workstations with the Inform FBR application installed. b) Schedule and conduct the Client led End User Training, to allow for completion of the Inform FBR End User training no later than one week prior to Go Live. c) Ensure that all the appropriate Inform FBR end-users attend the core end-user training classes. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 29 Systems. 02014 TriTech Software Systems Project Execution d) Ensure that each FBR end-user completes all relevant training modules before assigning the end-user a username and password to access Inform FBR. 7.4 One (1) Time Legacy Data Conversions 7.4.1 Inform RMS Legacy Data Conversion (Meridian Police Department — Beast and ITS) TriTech has engineered a solution that incorporates Client legacy data into Inform RMS in a way that retains its historical accuracy while ensuring the integrity of the Inform RMS System. TriTech's Integrated Solution Department will work with the Client throughout this phased process. Prior to any final conversion of legacy data, TriTech will provide a Functional Specification Document (FSD) that will identify all of the data to be converted, mappings to Inform RMS, conversion rules, and code table transformations. The FSD must be approved by the Client prior to TriTech developing the scripts for the Data Conversion. The scope of the data conversion will be limited to a one-way import of Inform RMS data for the following application modules: Meridian Beast Data Conversion • Evidence Data • Physical Property Data ITS • Citations • Attachments 7.4.1.1 Phase 1 — Mapping Plan Phase I of the Data Conversion project begins with the Client extracting a complete set of data and providing the data to TriTech in a Microsoft SQL format. The Client will provide at least one intermediate extract of RMS data for TriTech testing purposes, plus one final extract. All images and objects desired to be converted shall be included in the initial and final extraction. The Client will supply a data dictionary and relationship diagrams defining all of the data items that are to be included the data conversions. This must be in a machine-readable format that can be included as a part of the Operational Scenario Document (OSD) that TriTech will generate. TriTech will perform a data analysis to determine the actual usage of individual tables and fields within the client -provided legacy database. The results of this analysis will be formatted into an Excel worksheet that will be used as the framework of the legacy data Mapping Plan. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 30 Systems. 02014 TriTech Software Systems Project Execution Interpretation of the meaning of the individual tables and fields pertaining to the legacy system will be derived from information supplied by the Client. TriTech will create a proposed mapping of this data into the TriTech application. Once the client has reviewed and approved the proposed Mapping Plan, a copy of the final Mapping Plan will be delivered to the Client for sign -off as the first deliverable of the conversion. 7.4.1.2 Phase II — Initial Data Load Phase II of the Data Conversion will be for TriTech to develop mapping scripts and design non- standard reports (Comprehensive Narratives). The second deliverable will be for TriTech to deliver the initial load for client review. Depending on the amount of data involved, TriTech may limit it to a representative subset of the records in the legacy database. 7.4.1.3 Phase III — Final Data Load The third phase will occur prior to Go Live of the Inform RMS application. TriTech will remotely load the converted data on to the Client production server. 7.4.1.4 TriTech Responsibilities 1) TriTech will map the RMS data to the available Inform RMS fields at time of implementation. 2) TriTech will set up an Inform RMS Test Server and workstation at TriTech. 3) TriTech will test and debug the complete RMS Import on the Test Server using the intermediate data set delivered to TriTech by the Client. 4) TriTech will schedule a remote GoToAssist session to allow the Client to review and approve the conversion completed on the Test Server. 5) TriTech will pre-process the data as required for the conversion. TriTech will use GoToAssist to remotely perform the conversion on the Client's production Server. 6) TriTech is responsible for creating the necessary scripts for the data transfer. 7) TriTech is responsible for completing the remote installation. 7.4.1.5 Client Responsibilities 8) The Client will extract a complete set of data for analysis, and provide it to TriTech in a compatible Microsoft SQL Database format. 9) The Client will supply a data dictionary and relationship diagrams defining all of the data items that are to be included the data conversions. 10) The Client must provide a SME and make them available for consulting throughout the project. 11) The Client will manually enter a minimum of 10 representative records into each module to be included as part of the Data Conversion. The data used for entry must be included and identified in the initial data extraction supplied to TriTech. 12) Prior to go -live, The Client will provide TriTech a final backup of legacy data. 13) The Client is responsible for identifying and documenting all data elements to be imported. 14) The Client is responsible for providing access to requested data for importing. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 31 Systems. ©2014 TriTech Software Systems Project Execution 7.4.1.6 Completion Criteria This section will be considered complete when the final conversions has been populated within the production system and validated by the Client as complying with the Data Conversion Planning Document. 7.4.2 Inform IQ The project includes the addition of the following Inform IQ training courses: • Inform Analytics Administration Training 7.4.3 ODBC Connections TriTech will facilitate the Client in the setup and testing of the following ODBC connections. • VictimMitness 7.4.4 System and Subsystem Go Live The "cut over" of each of the Inform RMS and Inform FBR Subsystems and Interfaces into the production environment is a highly orchestrated activity that will require a number of resources from both the Client and TriTech teams. 7.4.4.1 Inform RMS Go Live Once end-user training has been completed and the systems are ready to be placed into production, TriTech will assist the Client in placing the systems into operation. In preparation for Go Live, TriTech will assist the Client in cleaning the training data from the Inform RMS System. TriTech will provide the Client with a standard Go Live authorization letter that must be approved by the Client no later than 3 weeks prior to Go Live. This letter will list all the Subsystems that are scheduled for the Go Live, and any exceptions to Go Live applications. It also memorializes the date and time of Go Live, as well as the Client's confirmation that the System and staff are ready for Go Live. At Go Live, the TriTech and Client implementation teams will support the users in the transition to the new System. Any issues are logged and resolved through TriTech Customer Services. A more detailed Go Live plan will be provided with adequate lead time. The duration of the Go Live support for Inform RMS and its subsystems for this project will be 2 days (to include pre and post cutover) by 1 person. The breakdown of onsite Go Live Services is as follows: Inform RMS Go Live Coverage: 1 person for 2 days covering a single shift per day during normal business hours 7.4.4.1.1 TriTech Responsibilities a) Prepare and submit a Go Live authorization letter to the Client. b) Identify the participants for the Go Live in accordance with the terms of the Agreement. C) Have specified personnel onsite in advance of the Go Live date to begin the final inspection of the Client's system as part of the Go Live preparations. d) Be on-site to assist the Client in placing the system into production status. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 32 Systems. 02014 TriTech Software Systems Project Execution e) Assist the Client staff in using the system and assist the computer operations staff in supporting the system. f) Provide Go Live support following the actual System cut over as specified within the Agreement. g) Prepare and submit a TCR upon first Live operation of Inform RMS. 7.4.4.1.2 Client Responsibilities a) Complete the Inform RMS roll out to support the Go Live date. b) Review and approve the Go Live authorization letter no later than 3 weeks prior to each scheduled Go Live. C) Complete all relevant end user training to support the Go Live of the Subsystems. d) Place the software into production and begin operational use in consultation with TriTech and in accordance with the project schedule. e) Provide adequate persons for the supervision and assisting the end users beyond the participation of the TriTech staff. f) Provide dedicated workstations for TriTech support staff during Go Live support period. g) Provide Client IT support to cover all Client end user and TriTech staff hours of operation. h) Develop a process for the reporting and resolution of issues. i) Review and approve the applicable TCR. 7.4.4.21nform FBR Go Live Once end-user training has been completed and the Inform FBR application is ready to be placed into production, TriTech will assist the Client in placing the system into operation. In preparation for Go Live, TriTech will assist the Client in cleaning the training data from the Inform FBR System. The duration of the Go Live support for Inform FBR for this project will be 2 days (to include pre and post cutover) by 1 person covering two shifts. The agreed upon schedule may include a night, swing, or day shift. Inform FBR Go Live Coverage: 1 person for 2 days covering a single shift per day which may include a night, swing, or day shift 7.4.4.2.1 TriTech Responsibilities a) Prepare and submit a Go Live authorization letter to the Client. a) Identify the participants for the Go Live in accordance with the terms of the Agreement. b) Have specified personnel onsite in advance of the Go Live date to begin the final inspection of the Client's system as part of the Go Live preparations. C) Be on-site to assist the Client in placing the system into production status. d) Assist the Client staff in using the system and assist the computer operations staff in supporting the system. e) Provide Go Live support following the actual System cut over as specified within the Agreement. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 33 Systems. 02014 TriTech Software Systems Project Closure f) Prepare and submit a TCR upon first Live operation of Inform FBR. 7.4.4.2.2 Client Responsibilities a) Complete Inform FBR roll out to support the Go Live date. b) Review and approve the Go Live authorization letter no later than 3 weeks prior to Go Live. c) Complete all relevant end user training to support the Go Live of the Subsystems. d) Place the software into production and begin operational use in consultation with TriTech and in accordance with the project schedule. e) Provide adequate persons for the supervision and assisting the end users beyond the participation of the TriTech staff. fl Provide dedicated workstations for TriTech support staff during Go Live support period. g) Provide Client IT support to cover all Client end user and TriTech staff hours of operation. h) Develop a process for the reporting and resolution of the issues. I) Review and approve the applicable TCR. 8 PROJECT CLOSURE Project Closure includes the steps to close the Project and transition support of the System and Subsystems to Customer Services Department. Project Closure also includes the execution of any remaining deliverables that the Client has chosen to have delivered post Go Live. During Project Closure the remaining Project related administrative tasks are completed by TriTech and Client. Project documentation is archived and the Project is officially handed over to the TriTech Account Executive and the Customer Services Department. 8.1.1 System Transition Following Go Live, there is a transition period where the Client moves from the implementation team to the support team. This transition will change the Client's primary point of contact from the Project Manager to a designated Account Executive. Software support will be handled through the Customer Services Department. The Client's issues will be entered, tracked and managed via a computerized and web -enabled issues tracking system. This tracking system will become available to the Client at system installation. 8.1.1.1.1 TriTech Responsibilities a) Provide payment reconciliation, final TCRs and final invoices. b) Transition the TriTech point of contact from the Project Manager to the Account Executive and Customer Services Department. c) Provide continued support based on terms of Agreement. 8.1.1.1.2 Client Responsibilities a) Provide approval of Project TCRs within five (5) business days. b) Provide payment reconciliation and payment of final invoices. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 34 Systems. ©2014 TriTech Software Systems APPENDIX A - CONTRACTED MODIFICATIONS TO STANDARD TRITECH SOFTWARE PRODUCTS List of Product Modification OSDs: There are no product modifications proposed for this project. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 35 Systems. ©2014 TriTech Software Systems Appendix B - Standard TriTech Interfaces APPENDIX B - STANDARD TRITECH INTERFACES List of Project's Standard Interface: Production Environment: No Standard Production Environment Interfaces are included in the Project. Disaster Recovery Environment: No Standard Disaster Recovery Environment Interfaces are included in the Project. Test/Training Environment: No Standard Test/Training Environment Interfaces are included in the Project. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 36 Systems. 02014 TriTech Software Systems Appendix C - Custom TriTech Interfaces APPENDIX C - CUSTOM TRITECH INTERFACES List of Project's Custom Interfaces: Production Environment: • No Production Environment Interfaces are included in the Project. Disaster Recovery Environment: • No Disaster Recovery Environment Interfaces are included in the Project. Test/Train Environment: • No Test/Training Environment Interfaces are included in the Project. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 37 Systems. 02014 TriTech Software Systems Appendix D - Subcontractor(s) Statement(s) of Work APPENDIX D - SUBCONTRACTOR(S) STATEMENT(S) OF WORK This project does not include any Subcontractor Statements of Work. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 1 38 Systems. ©2014 TriTech Software Systems Appendix E — Custom Solutions APPENDIX E - CUSTOM SOLUTIONS Inform RMS Beast Evidence Data Conversion 2. Inform RMS ITS Data Conversion The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 39 Systems. 02014 TriTech Software Systems Appendix F - Inform RMS and Inform FBR Software Support APPENDIX F - INFORM RMS AND INFORM FBR SOFTWARE SUPPORT Software support will be in accordance with the agreement between TriTech and Ada County. The contents of this material are confidential and proprietary to TriTech Software Systems and may not be reproduced, published or disclosed to others without the prior written consent of TriTech Software 40 Systems. 02014 TriTech Software Systems Applica nt/J unsdictior Point of Contact Project Threat / Hazard / Vulnerability Mission Area Core Capability Regional Impact Core Capability Target Preparedness MOU Information Justification Ada County Grant Project Application � `' .��T��#un `>E1�en�Y I� a>�m�n ar,4tF;arAx�anizatlon City of Meridian Police Department Laveyaye `?; police Chief r 208-888-6678 Italli 'Ijlavey@merldiancity.org Records Management System 7 � nr�� :.142,654.03 Yt 3 0.00 _ -411�4�2,,654.03 ryry 0.0.,3 r N,t)elll�}Q aJt��fif(TyaR'Ajd q�ilYl��$l{I�1_Lt�=ryt�fQlllt�:4\rYIF ' 1 ��0f!'+tsbivaPtbllr86$. - r, -� ,. r .. - •� <� All Hazards - cp ` ala#d= aiau `, ti F'J Protection Prevention .r '-a'1 I `-= acne of f�e}in'ItiohS :, ` Intelligence & Information Sharing a - am: i co :In bion§ Operational Coordination i Local, state, and federal law enforcement agencies identify imminent threats to Ada County through effective and coordinated investigative activities and interdict persons, materials, and conveyances associated with those threats. r hrj,. `: ✓ial4 13t1i1 Q bI tLi ■ o i Y .ti s " t.," �� I�t]t`h>�u•t�#�6tPi" - .,:-�"F i �� - .:.� _ er� s` r'. 131T-OODEXC lic w y , rj ■ 777777777777, 03/01/2015 Y �>��ii`,.;� ff�ra[�n�gYreaaR&1;iillty e.h�rW<<wl)lthlx;=pr�i�:Er�r�[l>ie%Jsi�lnr, rrJ'ied�c�t1§+�� ,,,�_ The Ada County Information Sharing Committee identified concerns specific to the delays and failures related to sharing critical law enforcement information. This concern results in increased safety issues and inefficiencies within federal, state, and local law enforcement agencies. In order to improve the timely communication and information sharing the committee recommended developing and implementing a mechanism to enhance the real-time sharing of critical law enforcement information. One method for accomplishing this goal was to implement a solitary congruent Records Management System (RMS) which is integrated with the Computer Aided Dispatch (CAD) System. The RMS system would serve as the collection point for information across departments and agencies, provide real-time replication of data to a data -warehouse and provide a mechanism to provide all local enforcement officers and law enforcement agencies (to include State, County, Cities, Fusion Centers, and Prosecutor's) real-time access to all police reports, locale event and safety announcements, and officer/public safety bulletins. Additionally, an integrated system and RMS platform would provide a standardized reporting and data collection method which will result in higher -quality data and accuracy. Fend Chief Jeff Lavey Applicant Signature (electronic signature Is acceptable) Date Version 11/2013 AGREEMENT NO. SUBGRANT AGREEMENT THIS SUBGRANT AGREEMENT (the "Agreement") is made and entered into this day of , 2015, by and between Ada County, a duly formed and existing County pursuant to the laws and Constitution of the State of Idaho, as a subgrantee of the Idaho Bureau of Homeland Security, ("County") and City of Meridian (Subawardee) ("Subawardee"), WITNESSETH: WHEREAS, County is authorized and required by Idaho Code § 46-1009 to maintain a County wide disaster preparedness agency; WHEREAS, in furtherance of those duties County has received grant # 2013 and 2014 Homeland Security Grant Program (HSGP) grant from the Idaho Bureau of Homeland Security (the "Bureau") for the propose of implementing strategies to address identified planning, organization, equipment, training, and exercise needs to prevent, protect against, respond to, and recover -from natural and other catastrophic events, a copy of which is attached as Exhibit "A;" WHEREAS, County desires to build and sustain regional core emergency management capabilities across the prevention, protection, mitigation, response, and recovery mission areas, more specifically set forth in Exhibit "B" attached hereto and by this reference incorporated herein; and County concurs that regional core capabilities and capability targets are not exclusive to any single level of government or organization, but rather require the combined efforts of the whole community. WHEREAS, Subawardee desires to enter into this Agreement with County to build and sustain regional core emergency management capabilities while ensuring compliance with state and federal grant requirements. NOW, THEREFORE, the parties agree as follows: 1. REGIONAL CORE CAPABILITIES PURPOSE. County and Subawardee agree that subgrant funding and distribution will be based on building or sustaining high priority regional core capabilities that address prioritized threats, hazards, vulnerabilities, and/or risks. Subawardee shall allow use of grant purchased equipment in support of emergency management functions, consistent with existing mutual aid or resource sharing agreements, for any local government member of Ada City County Emergency Management ("ACCEM") or their various public or private sector partners with emergency management missions. SUBGRANT AGREEMENT - 1 2. APPLICATION. County agrees to authorize Subawardee to apply for subgrant finding to build or sustain regional core capabilities to include planning, training, exercises, and equipment. Subawardee shall utilize the Ada County Grant Project Application (GPA) form, as provided by County, and Subawardee will include core capability targets (measurable objectives) for each request. All completed GPAs will be submitted to Ada County Emergency Management. The Director will review GPA for completeness and forward to the Board for consideration. 3. COMPLIANCE WITH TERMS OF GRANT. Subawardee shall comply with the terms of Exhibit A for so long as Subawardee is possessed of property purchased with funds provided pursuant to this Agreement. This covenant shall survive the termination of this agreement. 4. TERM. This Agreement is to be effective for the period beginning on the date of execution of this Agreement through September 30, 2015. This agreement may be renewed for three additional one fiscal year terms by a mutually executed writing. 5. DEFAULT. Upon default, the County or Subawardee may cancel this Agreement without any notice and may pursue any and all legal, equitable, and other available remedies. Default occurs if the County or Subawardee fails to perform any of the covenants, conditions, or services of this Agreement and such defects in performance are not cured within ten (10) working days after receipt of written notice of default. 6. INDEPENDENT CONTRACTOR STATUS. It is understood and agreed that the relationship between the County and the Subawardee hereby created is that of an independent contractor, and this agreement is not deemed one for employment of Subawardee by the County. As such, it is understood and agreed that the County is not responsible for social security, retirement, or other employment benefits or obligations on behalf of the Subawardee, 7. STATUS REPORT, Subawardee agrees to keep County informed of Subawadee's progress against the core capability targets throughout the term of this Agreement in a manner and at such times as both Subawardee and County shall agree. 8. CONFIDENTIALITY. Both parties agree to maintain confidentiality of all information utilized or gained in performing the Contracted Services to the extent such information is exempt from disclosure under Federal or State law, rules, or regulations. SUBGRANT AGREEMENT - 2 9. FISCAL RECORDS. Subawardee agrees to maintain all fiscal records, including its books, audit papers, documents, and any other evidence of accounting procedures and practices, which sufficiently and properly reflect all direct and indirect costs of any nature expended in the performance of this Agreement, for a period of three (3) years from the grant performance period end date. These records shall be available for and subject to inspection, review, or audit and copying by the County and any person duly authorized by the County at all reasonable times. 10. VIOLATION OF AGREEMENT OR GRANT TERMS. When federal, state or County audits indicate that payments to the Subawardee do not meet the applicable federal regulations or state rules, the Subawardee shall return or refund and pay to the Grantee any Equipment acquired or training provided, plus costs, including audit costs, arising from the Subawardee's ineligible or improper receipt or use of federal funds, and the County must refimd such payments to the applicable funding agency. 11. NOTICES. If notice shall be required under any terms of this Agreement, notice shall be sent by certified mail to: County: Ada County 200 W. Front Street Boise, ID 83702 Subawardee: City of Meridian (Subawardee) 33 E. Broadway Avenue Meridian, ID 83642 12. LOBBYING. The Subawardee hereby certifies that none of the compensation under this Agreement has been paid or will be paid by or on behalf of the Subawardee to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the Idaho Legislature in connection with the awarding, continuation, renewal, amendment, or modification of any contract, grant, loan, or cooperative agreement. If any finds, other than funds provided by this Agreement, have been paid or will be paid by Subawardee to any person for influencing or attempting to influence an officer or employee of any governmental agency, a member, officer or employee of Congress or the Idaho Legislature in connection with this Agreement, the Subawardee shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions, and submit a copy of such form to the County. SUBGRANT AGREEMENT- 3 13. SINGLE AUDIT ACT, Subawardee agrees to comply with the provisions of OMB Circular A-133 which sets forth audit requirements of states, local governments, and non-profit organizations. 14. COMPLETE AGREEMENT. This Agreement is the frill and complete agreement of the parties hereto. This Agreement may be modified or amended only if such modification or amendment is in writing and subscribed to by both parties. 15. USE, MANAGEMENT, AND DISPOSITION OF PROPERTY PURCHASED UNDER THIS AGREEMENT. The Subawardee hereby agrees to comply with the terms of Exhibit A and these regulations regarding use, management, and disposal of Property purchased under this Agreement: a. Definitions: i. "Equipment' shall be defined as generally, an article of non -expendable, tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Equipment is not a replacement part or component which returns a piece of Equipment to its original condition. If, however, a component increases the capability of the original Equipment and has an acquisition cost of $5,000 or more, it is considered Equipment. ii. "Property" shall be defined as generally, an article ofnon-expendable, tangible personal property, and includes, but is not limited to, Equipment. iii, "Supplies" shall be defined as generally, expendable non -capital items such as paper, ink, toner, gauze, steri-strips, antibacterial wash, and so on. b. Use. i. Property and Supplies shall be used in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by Federal fiords. ii. Property and Supplies may be made available for use on other projects or programs currently or previously supported by the Federal Government, providing such use will not interfere with the work on the projects or program for which it was originally acquired. First preference for other use shall be given to other programs or projects supported by the Federal Government. SUBGRANTAGREEMENT-4 iii. Snbawardee must not use Property or Supplies acquired under this agreement to provide services for a fee to compete unfairly with private companies that provide equivalent services. iv. Subawardee may use Equipment as a trade-in, or sell Equipment and use the proceeds to offset the cost of the replacement Equipment. Replacement Equipment shall be subject to the same restrictions and covenants as are provided in this Agreement. V. Upon termination of this agreement through default or other earlier termination, the Subawardee shall return to Comity all Property and Supplies purchased with grant funds. C. Property Management Requirements. Procedures for managing Property will, at a minimum, meet the following requirements: Property records must be maintained that include a description of the Property, a serial number or other identification number, the source of Property, who holds title, the acquisition date, and cost of the Property, percentage of Federal participation (i.e. fi•om funds provided under this agreement) in the cost of the Property, the location, use and condition of the Property, and any ultimate disposition data including the date of disposal and sale price of the Property, Property inventory reports tracking each item of Property acquired with grant funds continue to the end of the life cycle of each property item. ii. A physical inventory of all Equipment purchased in total or in part with grant funds must be taken and the results reconciled with the property records at not less than once every two years. County will distribute to Subawardee a copy of its last property report for Subawardee's reconciliation and update. The reconciliation including condition and location of all Equipment must be provided to the Ada County Director of Emergency Management promptly after completion, but in any event by December 31 of the calendar year in which the task is to be completed. iii. A control system must be developed to ensure adequate safeguards to prevent loss, damage, or theft of all Property acquired with grant finds. Any loss, damage, or theft shall be investigated. SUBGRANT AGREEMENT - 5 iv. Adequate maintenance procedures must be developed to keep Property in good condition. At all times relevant herein, Subawardee shall be responsible for maintaining Property in good and operating condition. v. If Subawardee sells the Property, proper sales procedures must be established to ensure the highest possible return, vi, The Director of the Ada County Emergency Management Department shall conduct random audits at such times as he or she may designate for compliance with the terms of this Agreement. The Director of the Ada County Emergency Management Department may conduct other audits with the permission of the Board of Ada County Commissioners. Subawardee shall comply with all reasonable audit requests of the Director of the Ada County Emergency Management Department. d. Disposition. When original or replacement Property or Supplies acquired under this agreement is no longer needed for the original project or program or for other activities currently or previously supported by a Federal agency, disposition of the Property shall be made as follows: i. Items of Property with a then current per-unit fair market value of less than $5,000 may be retained, sold or otherwise disposed of with no further obligation to the County. ii. Items of Property with a then current per unit fair market value in excess of $5,000 may be retained or sold and the County shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the County's fimded share of the equipment. [Example: A generator purchased under this agreement is no longer needed for the original purpose. It has a current fair market value of $12,000. The Subawardee paid $22,000 for the equipment and received $18,000 from fire County through this grant. The Subawardee wishes to sell the equipment. Upon sale at $12,000, the Subawardee would reimburse the County $9,800 (82% of the purchase price was paid for by the County with federal grant funds).] The County will forward all funds received from Subawardee as a result of equipment sale or other disposition back to the awarding agency. SUBGRANT AGREEMENT - 6 e. Supplies. i. Management: The Subawardee shall keep tra ck of supplies on the property inventory by description, quantity, date of purchase, and location. ii. Disposition; If there is a residual inventory of unused Supplies exceeding $5,000 in total aggregate fair market value upon termination or completion of this Agreement, and if the supplies are not needed for any other federally sponsored programs or projects, the Subawardee shall compensate the County for its share, as calculated in D.(2) above. 16. INDEMNIFICATION. Subawardee shall defend, indemnify, and hold the County, its officers, agents, and employees harmless for all claims, losses, actions, damages, judgments, costs, expenses, and/or injuries to persons or property arising out of or in cognection with any activities, acts, or omissions of Subawardee, its officers, agents or employees. In the event County is alleged to be liable on account of any activities, acts, or omissions of Subawardee, its officers, agents or employees, then Subawardee shall defend such allegations through counsel chosen by County and Subawardee shall bear all costs, fees, and expenses of such defense, including, but not limited to, all attorney fees and expenses, court costs, and expert witness fees and expenses. 17. CHOICE OF LAW: This Agreement and its performance shall be construed in accordance with and governed by the laws of the State of Idaho, with venue for any action brought pursuant to this Agreement to be in the Fourth Judicial District, State of Idaho 18. THIRD PARTY BENEFICIARIES: Nothing contained herein shall create any relationship, contractual or otherwise, with, or any rights in favor of, any third party. SUBGRANT AGREEMENT - 7 DATED the day and year first above written. Board of Ada County Commissioners By: David L. Case, Commissioner Jim Tibbs, Commissioner Rick Yzaeuirre. Commissioner ATTEST: Christopher D. Rich, Ada County Clerk Subawardee: Name: Title: STATE OF IDAHO ) ) ss. County of Ada ) SUBSCRIBED AND SWORN to before me this day of 2014. Notary Public Commission Expires SUBGRANT AGREEMENT - 8 Exhibit A IDAHO BUREAOMELANDSECURITYsue-GRANT SUB -GRANTEE ACCEPTANCE 14. NAMEANDTITLEOPAPPROVIN00H5 SAAOFPICIAL Brad Richy, Brig Gen Director, Idaho Bureau of Homeland Security STATE ADTERING AGENCY AWARDDOCUMENT PAGE 1 OF 5 HOMELAND SEY GRANT PROGRAMS rAd=== DATE; May 15, 2014 ;(INCLUDING ZIP CRUS) 2, AWARD NUMBER 3. PERFORMANCE PERIODa County 200 Front Street EMW-2013.68.00149 9(1/2013 to 7/3112016 4, AWARD DATE S. CFDA G. Acrlov Boise, ID 63702 7. SUB -GRANTEE IRS/VENDDR No. - - 826000277 8/28/2013 07.067 Amendment 1 2013 Homeland Security Gran( Program s. PREVIOUs AWARD AMOUNT: $476,455,75 9. PRODRAMAREAi SHSP 10. AMOUNTOFTHISAWARD: $11,401.45 ToTAL AWARD $487,867.20 aa. .SPECIAL wnDITJONS The above grant project is approved subject to such conditions or limitations as are set forth on.the following pages of this document and in the General Terms and Conditions sent with the original award or as amended The Department of Homeland Security Office of Slate and Local Government Coordination and Preparedness: Reimbursement Is made upon receipt of the jurisdiction's Financial Status Reports/Reimbursement Request. AGENCY APPROVAL SUB -GRANTEE ACCEPTANCE 14. NAMEANDTITLEOPAPPROVIN00H5 SAAOFPICIAL Brad Richy, Brig Gen Director, Idaho Bureau of Homeland Security 15. NAME AND TIIL¢R AUTHORIZED SUBFGRANTeE OFFICIAL. David L. Case, Chairman Ada County BOCG 16. SIGNATURE OF APPROVING BHS/SAA OFFICIAL 17. SIONATURe OF AUTHORIZED SUB-GRANTEEOFFICIAL DATE; May 15, 2014 DATE: 1o/L/ 8115 Award Form,Reliaed December06'--AdiPEWtIOMFede(alPgm400N2ODP ATTEST: " L Frislopher D. Rich, Ada County Clerk Idaho Bureau of Homeland security roomy Manauamont Performance Grant sub Grant Award Continuation sheet Pape 2 of 6 SPECIAL CONDdTXON5 Article I - Acceptance of Post Award Changes In the event rEMA determines that changes are necessary to the award document after an award has been made, Including changes to period of performance or terms and conditions, recipients will be notified of the changes In writing, Once notification has been made, any subsequent request for funds will Indicate recipient acceptance of the changes to the award. Please call the FEMA/GMO Calf Center at (866) 927.5646 or via e-mail to ASK-GMDpa dhs.gov If you have any questions. Article II - Compliance with Funding Opportunity Announcement The recipient agrees that all allocatlons and use of funds under this grant will be In accordance with the Funding Opportunity Announcement. Article: III - DHS Specific Acknowledgements and Assurances All recipients of financial assistance must acknowledge and agree -and require any sub-recipfenls, contractors, successors, transferees, and assignees acknowledge and agree -to comply with applicable provisions governing DHS access to records, accounts, documents, information, facilities, and staff. 1. Recipients must cooperate with any compliance review or complaint investigation conducted by O1,15. 2. Recipients must give DHS access to and the right to examine and copy records, accounts, and other documents and sources of information related to the grant and permit access to facilities, personnel, and other individuals and Information as may be necessary, as required by DHS regulations and other applicable laws or program guidance. 3, Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation to support the reports. 4. Recipients must comply with all other special reporting, date collection, and evaluation requirements, as prescribed by law or detailed In program guidance. 5. It, during the past three years, the recipient has been accused of discrimination on the grounds of race, color, national origin (Including limited English proficiency), sex, age, disability, religion, or familial status, the recipient most provide a list of all such proceedings, pending or completed, Including outcome and copies of settlement agreements to the DHS awarding office and the DHS Office of Civil Rights and Civil Liberties. 6. in the event any court or administrative agency makes a finding of discrimination on grounds of race, color, national origin (including limited English proficiency), sex, age, disability, religion, or familial status against the recipient, or the recipient settles a case or matter alleging such discrimination, recipients must forward a copy of the complaint and findings to the DHS Component and/or awarding office, The United States has the right to seek Judicial enforcement of these Obligations. Article IV - Use of DHS Seal, Logo and Flags All recipients must obtain DHS's approval prior to using the DHS seal(s), logos, crests or reproductions of flags or likenesses of DHS agency officials, including use of the United States Coast Guard seal, logo, crests or reproductions of Hags or likenesses of Coast Guard officials. Article V _ USA Patrlot Act of 2001 All recipients must comply with the requirements of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175-175c. Among other things, the USA PATRIOT Act prescribes criminal penalties for possession of any biological agent, toxin, or delivery system of a type or in a quantity that Is not reasonably justified by a prophylactic, protective, bona fide research, or other peaceful purpose. Idaho (Surealr of Homeland Security rgencv Management Performance Grant Sub Grant Award Continuation shoot Page 3 of 5 "Dint Article VI - Trafficking Victims Protection Act of 2000 All recipients of financial assistance will comply with the requirements of the government -wide award term which Implements Section 106(9) of the Trafficking Victims Protection Act (NPA) of 2.000, as amended (2.2 U.S.C. § 7104), located at 2 CFR Part 175. This Is Implemented In accordance with OMB Interim Final Guidance, Federal Register, Volume 72, No. 218, November 13, 2007. In accordance with the statutory requirement, in each agency award under which funding is provided to a private entity, Section 106(8) of the NPA, as amended, requires the agency to Include a condition that authorizes the agency to terminale the award, without penalty, if the recipient or a subgrantee -- (a) Engages In severe forms of trafficking in persons during the period of tune that the award Is in effect; (b) Procures a commercial sex act during the period of time that the award Is in effect; or (c) Uses forced labor in the performance of the award or subawards under the award, Full text of the award term is provided at 2 CPR § 175,15, Article VII a Non -Supplanting Requirement All recipients must ensure that Federal funds do not replace (supplant) funds that have been budgeted for the same purpose through non -Federal sources. Applicants or award recipients may he required to demonstrate and document that a reduction In non -Federal resources occurred for reasons other than the receipt of expected receipt of Federal funds, Article vIII -- Lobbying Prohibitions All recipients must comply with 31 U.S.C. § 1352, which provides that none of the funds provided under an award may be expended by the recipient to pay any person to Influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress In connection with any Federal action concerning the award or renewal. Article IX - Hotel and Motel Fire Safety Act of 1990 In accordance with Section 6 of the I lotel and Motel Fire Safety Act of 1990, 15 U.S.C. §222.5(a), all reciplents must ensure that all conference, meeting, convention, or training space Funded in whole or In part with Federal funds complies with the fire prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974, 15 U.S.C. §2225. Atticle X - Fly America Act of 1974 All recipients must comply with Preference for U.S, Flag Air Carriers: Travel supported by U.S, Government funds requirement, which states preference for the use of U.S, flag air carriers (air carriers holding certificates under 49 U.S,C. § 41102) for International air transportation of people and property to the extent that such service Is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U,S.C, § 40L18) and the Interpretative guidelines Issued by the Comptroller General of the United States in the March 31, 1901, amendment to Comptroller General Decision 8138942, Article XI - Federal Debt Status All recipients are required to be non -delinquent in their repayment of any Federal debt. Examples of relevant debt Include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See oMB Circular A-129 and form SF -424, Item number 17 for additional Information and guidance, Article X11- False Claims Act and Program Fraud Civil Remedies All recipients must comply with the requirements of 31 U.S.C. § 3729 which set forth that no recipient of federal payments shell submit a false claim for payment. See also 38 U.S.C. § 3801-3812 which details the administrative remedies for false claims and statements made. Article XIII - Duplication of Benefit$ State, Local and Tribal Recipients must comply with 2 CFR Part §225, Appendix A, paragraph (C)(3)(c), which provides that any cost allocable to a particular Federal award or cost objective under the principles provided for In this authority may not he charged to other Federal awards to overcome fund denciencles. Idaho Bureau of Homeland Security Macy Manaaemant Performance Grant Sub GrantAward Continaatlon Sheet Pago 4 of S All recipients must comply with the Drug -Free Workplace Act of 1900 (412 U.S.C. § 701 et seq,), which requires that all organizations receiving grants from any Federal agency agree to maintain a drug-free workplace. These regulations are codified at 2 CFR 3001. Article XV - Debarment and Suspension All recipients must comply with Executive Orders 12549 and 12689, which provide protection against waste, fraud and abuse by debarring or suspending those persons deemed Irresponsible In their dealings with the Federal government. Article )fVX - Copyright All recipients must affix tire applicable copyright notices of 17 U.S.C. § 401 or 402 and an acknowledgement of Government sponsorship (Including award number) to any work fist produced under Federal financial assistance awards, unless the work Includes any Information that is otherwise controlled by the Government (e.g., classified Information or other Information subject to national security or export control laws or regulations), Article XVIX - Best Practices for Collection and Ilse of Personally Identifiable %aformation (PIX) All award recipients who collect PH are required to have a publlcally-avallable privacy policy that describes what PIl they collect, how they use the Pll, whether they share P11 with third parties, and how Individuals may have theh• PH corrected where appropriate. Award recipients may also find as a useful resource the DHS Privacy Impact Assessments: ht��yq,dhs.�r r>�XltbratYl.Al:sets/pr(YacY4lrlvvCY-.N!d-.91L1c.cmce..,jlfne�0.pclf and rtt ): ww hs oovlxllbrary/assets/ rSy[privac v ola tem t a df respectively. Article XVIII - Activities Conducted Abroad All recipients must ensure that project activities carried on outside the United States are, coordinated as necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are obtained. Article XIX - Aclanowiedgemont of Federal Funding from DHS All recipients must acknowledge their use of federal funding when Issuing statements, press releases, requests Por proposals, bid invitations, and other documents describing projects or programs funded In whole or In part with Federal funds. Article XX - Assurances, Administrative Regnh•oments and Cost Principles a. Recipients of DFIS federal financial assistance must complete OMB Standard Form 4248 Assurances -- Non - Construction Programs. Certain assurances in this form may not be applicable to your project or program, and the awarding agency may require applicants to certify to additional assurances. Please contact the program awarding office If you have any questions. The administrative requirements that apply to DHS award recipients originate from two sources: Office of fianagelnent and Budget (OMD) Circular A-102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (also known as the "A-102 Common Rule,,), These A-102 requirements are also located within DHS regulations at Title 44, Code of Federal Regulations (CFR) Part 13, OMB Circular A410, Uniform Administrative Requirements for Grants arta Agreements with Institutions of Higher Education, Hospitals, and Other Non- Profit Organizations, relocated to 2 CFR Part 215. Idaho Bnrond of Homolond Security Marley Mananoment Porformalice Grant Sub Grant Award Continuation Sheat Pege 6 of 9 one of the following sources: a grant or cooperative agreement o OMD CircularA-21, Cost PrIndPles for Educational Institutions, relocated to 2 CPR Part 220. • OMB Circular A-07, Cost Principles for State, Local, and Indian Tribal Governments, relocated to 2 CFR Part 225. • OMB Circular A• 122, Cost Principles for Non -Profit Organizations, relocated to 2 CFR Part 230, The audit requirements for State, Local and Tribal recipients of DHS awards originate from: e OMB Circular A-133, Audits of States, Local Governments and Non -Profit Organizations. Article XMI -- Fusion Center Inveotrnent A program hold Is placed on Investment #1 and the grantee is prohibited from obligating, expending, or drawing down SHSP funds In the amount of $170,000 in support of their State and/or Major Urban Area Fusion Center. in order to release this hold, the grantee is required to submit tine Fusion Center investment )trstiffcation Supplemental Form, which captures requirements for all Fusion Center Investment Justifications, per pages 40-41 of the FY 2013 HSGP Funding Opportunity Announcement (FOA), Please contact your FEMA GPU tleadquarters Program Analyst to receive a copy of this addendum, and to receive further guidance on the steps requfred to release this hold, Article XXII -- 5urnmary Description of Award 'file FY 2013 HSGP plays an important role in the frltPlementation of the National Preparedness System (NPS) by supporting the building, sustainment, and delivery of care capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient Nation. I ISGP funding shall be used for statutorily eligible costs related to the planning, organlzatlon, equipment, training, and exercise needs that prevent, protect against, mitigate, respond to, and recover from acts of terrorism and other catastrophic events. This HSGP award consists of State Homeland Security Program (SHSP) funding in the amount of $3,459,364, and Operation Stonegarden (OPSG) funding in fie amount of $49,121. Tile following counties received Operation Stonegarden favids; Boundary County, $49,121, These programs provide an integrated mechanism that builds and sustains core capabilities to support the Natlon's Preparedness against terrorist attacks, major disasters and other emergencies, Article XXIXI — Operatlon Stonegarden Program Hold The recipients are prohibited from drawing down or reimbursing sub-reciplents of Operation Stonegarden (OPSG) funding provided through this award until each unique, specific or modified county level, tribal or equivalent Operations Order and or Frag Order has been reviewed, and approved by official notification by FEMA and Customs and Border Protection/Border Patrol (COP/BP). Each Operations Order will be transferred via the secure portal (CDP/OP) BPETS system from each respective AOR Sector HQ to CBP/BP HQ In Washington DC for review and pre - approval for Operational continuity, then forwarded to FEMA GPD/PGD OP$G Program Office for final review/approval. Official notification of approval will be sent by FEMA via email to the respective State Administrative Annnry ICZAA} nn,/ a-nD/DD un i.. Bei..,. i..,-.__ I- MEMORANDUM OF UNDERSTANDING BETWEEN THE STATE OF IDAHO, BUREAU OF HOMELAND SECURITY AND ADA COUNTY REGARDING STATE USE OF 2013 STATE HOMELAND SECURITY GRANT PROGRAM FUNDING ON BEHALF OF ADA COUNTY 1. PARTIES. The parties to tills Agreement are the State of Idaho, Bureau of Homeland Security and Ada County, referred to as subgrantee, 2, AUTHORITY. This agreement is authorized under the provisions of Idaho Statute: TITLE 46, CHAPTER 10, 3. PURPOSE. The purpose of tills Agreement Is to set forth terms by which the Idaho Bureau of Homeland Security shall expend Homeland Security Grant Program (FISGP) funds on behalf of the subgrantee. On August 28, 2013, the United States Department of Homeland Security issued grant number EMW- 2013-SS-00149 to the State of Idaho. Under this grant, the State of Idaho, Bureau of Homeland Security must allocate grant funding to local Jurisdictions. Under this grant, the subgrantee may authorize the Idaho Bureau of Homeland Security to obligate and pay equipment purchases and program execution; provided that the subgrantee and the Idaho Bureau of Homeland Security enter Into an agreement on the matter. 4. RESPONSIOILITIES. A, Idaho Bureau of Homeland Security: Will provide fund management for the Learning Management System (LMS), Fusion Center and equipment through obligations and payments for the period of this award and any extensions. 0. Subgrantee; The duly authorized official has read and understands the 2013 Homeland SecurltyGrant Program description and application from the Idaho Bureau of Homeland Security. As the authorized representative, he or she hereby authorizes the Idaho Bureau of Homeland Security to obligate and expend 2013 Homeland Security Grant Program funds for allowable LMS, Fusion Center and equipment purchases and program execution In support of the subgrantee, 5, APPROVING OFFICIAL. IDAHO BUREAU OF HOMELAND SECURITY Brad Rielly, Director 4040 Guard Street, Bldg. 600 Boise, ID 83705 Phone: (208) 422.3040 Fax: (208)422-3044 Page 1 of 2 UBGRANTEE Dave Case, Chairman Ada County Board of Commissioners 200 Front Street Bolse, ID 83702 6. OTHER PROVISIONS. Nothing in this Agreement Is Intended to conflict with current laws or regulations of the State of Idaho or any subgrant Jurisdiction. If a term of thlsagreement Is Inconsistent with such authority, then the term shall be Invalid, but the remaining terms and conditions of this agreement shall remain in full force and effect. 7. EFFECTIVE DATE. The terms of this agreement will become effectlVe upon signing by the parties. B. MODIFICATION. This agreement Rnay be modlfle(I upon the mutual written consent of the parties. D. TERMINATION. The terms of this agreement In Its original form, or If modified with the consent of both parties, will remain In effect until the end of the grant. Either party upon 30 days written notice to (fie other may, terminate this agreement. CErn VD )Daas ce Dnta rman Ada County Board of Commissioners November 16" 2013 Brad Richy Date Director Idaho Bureau of Homeland Security ATTF,S'I': Christopher D. Rich, Ada�&lnty Clerk )If Phil MoGmilo, CHH I gxlly Page 2 of 2 Exhibit A-1 102 NO. 23`6 A x1 ES I : Christopher p, Rich, Ada County Clerk Idaho Bureau of Homeland Security Y o/2014 t9AO/2014 Sub -Recipient Agreement 4':; for Ada County d 1. Sub•Reciplent Name -and Address 2, Prepared by: Crooks, Jullo, 3. Award Number: 14 -SR t0001-01 4• ---- Federal Arantxnfohmation - -_0 Federal Grant Title: Homeland Security Grant Program Ada County Federal Grant Award Number/Cfl) Number: ENW-2014 SS-00084•Sol t 91 067 7200 Barrister Dr, ID 83704 Federal Granting Agency: Grant Programs Directorate Federal Emergency Management Agency U.S. Departmentcf'Homelan_d - security S. Award Amount and Graig Breakdawns Total Award 2014 State Homeland Security Program Amount Performance Period: .$504,458.54 FROM Sep 1, 2014 - Jul 30, 2016 6. Statutory Authority for Grant; This project Is supported - Appropriations Act of 2014, under Public Law 108-334, the Department of Homeland.Securlty 7. Method of Payment: Primary method of payment Is reimbursement. - B. Debarment/Suspension Certification: By signing In block 10 below, the sub -recipient official certifies that any contractors utilized are not listed on the excluded parties listed system at htkp://www.pis.gov. - - 9. Agency Approval Approving IBHS official: Signature of IBHS official: Brad Richy, Brig Gen Director, Idaho Bureau of Homeland Security 4040 W Guard St, Building 600 x Boise ID, 83705 -- �r� ` 10^ Suh`Iteclptent Aoceptance. I have read and understand the. attached Terms and Special Conditions. -- Pain name mid title of Authorized Sub•Reci11) ient officiaofficial:Slg_ q�J;o Cfrlrrf �110 Wq" nature of AuHtorized Sub-ReclplentrOfflcial: avid L—EasC–alrlllzt'x– C' /'� Board of Ada County Commissioners f ✓.. r//� V]/�"7 11. Enter Employer Identification. Number CE N) t Federal Tax Identification Number; 12, Date Signed 82-6000277 i � � - IS, DUE PATE:92= Signed award must tie re r ted to IBHS on. before the above due date. A x1 ES I : Christopher p, Rich, Ada County Clerk MEMORANDUM OF UNDERSTANDING BETWEEN THE STATE OF IDAHO, BUREAU OF HOMELAND SECURITY AND Ada County REGARDING STATE USE OF 2014 STATE HOMELAND SECURITY GRANT PROGRAM FUNDING 1. PARTIES. The parties to this Agreement are the State of Idaho, Bureau of Homeland Security and Ada County, referred to as Sub -Recipient. 2. AUTHORITY. This agreement is authorized tinder the provisions of Idaho Statute: TITLE 46, CHAPTER 10, PURPOSE. The purpose of this Agreement is to set forth terms by which the Idaho Bureau of Homeland Security shall expend Homeland Security Grant Program (HSGP) funds on behalf of the Sub -Recipient. On August 11, 2014, the United States Department of Homeland Security issued grant number EMW-2014-SS-00084-SOI to the State of Idaho. Under this grant, the State of Idaho, Bureau of Homeland Security trust allocate grant funding to local jurisdictions. Under this grant, the Sub -Recipient may authorize the Idaho Bureau of Homeland Security to obligate and pay equipment purchases and program execution, provided that the Sub -Recipient and the Idaho Bureau of Homeland Security enter into an agreement on the matter. 4. RESPONSIBILITIES. A. Idaho Bureau of Homeland Security: Will provide fiord management for equipment purchased, through obligations and payments, for the period of this award and any extensions. B. Sub -Recipient: The duly authorized official has read and understands the 2014 Homeland Security Grant Program description and application from the Idaho Bureau of Homeland Security. As the authorized representative, he or she hereby authorizes the Idaho Bureau of Homeland Security to obligate and expend 2014 Homeland Security Grant Program fonds for allowable equipment purchases and program execution in support of the subgrantee. 5. APPROVING OFFICIAL. IDAHO BURL, All OF HOMELAND SECURITY SUB -RECIPIENT Brad Rielly, Director Ada County 4040 Guard Street, Bldg. 600 7200 Barrister Dr. Boise, ID 83705 ID, 83704 Phone: (208) 422-3040 Fax: (208) 422-3044 6. OTHER PROVISIONS. Nothing in this Agreement is intended to conflict with current laws or regulations of the State of Idaho or any Sub -Recipient jurisdiction. If a term of this agreement is Inconsistent with such authority, then the term shall be invalid, but the remaining terms and conditions of this; agreement shat) ren7ain in full force and effect. 7. EFFECTIVE DATE, The terms of this agreement will become effective upon signing by the parties. 8, MODIFICATION. This agreement may be modified upon the mutual written consent of the parties. 9. TERMINATION. The terms of this agreement in its original form, or if modified with the consent of both parties, will remain in effect until the end of the performance period. Either party, upon thirty (30) days written notice to the other, may terminate this agreement. APPROVED BY: (9"adiiwl P i David L. Case V Date Chairman Board of Ada County Commissioners ATTEST:Y/(J Christopli r D. Rich, Ada County clerk Date Brad Rielly, Brig. Getz Date Director Idaho Bureau of Homeland Security 2014-09-0100;00:00.0 U.S. Department of Homeland Security Washington, D.C. 20472 AGREEMENT ARTICLES Fdga 4 OF 10 Homeland Security Grant Program GRANTEE: Idaho Bureau of Homeland Security PROGRAM: Homeland Security GrantProgram AGREEMENT NUMBER: EMW-2014-SS-00084-SOI TABLE OF CONTENTS Article I Summary Description of Award Article II Operation Stonegarden Program Hold Article III Assurances, Administrative Requirements and Cost Principles Article IV Acknowledgment of Federal Funding from DHS Article V Activities Conducted Abroad Article VI Best Practices for Collection and Use of Personally Idenlifiable Information (PII) Article VII Copyright Article VIII Debarment and Suspension Article IX Drug -Free Workplace Regulations Article X Duplication of Benefits Article XI False Claims Act and Program Fraud Civil Remedies Article XII Federal Debt Status Article XIII Fly America Act of 1974 Article XIV Hotel and Motel Fire Safety Ac(of 1990 ArlicleXV Lobbying Prohibitions Article XVI Non -supplanting Requirement Arlicle XVII Trafficking Victims Protection Act of 2000 Article XVIII USA Patriot Act of 2001 Article XIX Use of DHS Seal, Logo and Flags Article XX DHS Specific Acknowledgements and ASSUrauCe5 Article XXI Incorporation by Reference of Funding Opportunity Announcement Article XXII Acceptance of Post Award Changes Article XXIII Age Discrimination Act of 1975 Article XXIV Americans with Disabilities Act of 1990 Article XXV Title VI of the Civil Rights Act of 1964 Article XXV] Civil Rights Act of 1968 Article XXVII Limited English Proficiency (Civil Rights Act of 1964, Title VI) ArticleXXV1II SAFECOM Article XXIX Title IX of the Education Amendments of 1975 (Equal Opportunity in Education Act) Article XXX Rehabilitation Act of 1973 Article XXXI Reporting Subawards and Executive Compensation Fdga 4 OF 10 Article I - Summary Description of Award The FY 2014 HSGP plays an important role in the implementation of the National Prepacdness System (NPS) by supporting the building, sustainnnent, and delivery of core capabilities essential to achieving the National Preparedness Goal (NPG) of a secure and resilient Nation. HSGP funding shall be used for statutorily eligible costs related to the planning, orgauizalior, equipment, training, and exercise needs that prevent, protect against, mitigate, respond to, and recover from acts of terrorism and other catastrophic events. This HSGP award consists of Slate Homeland Security Program (SHSP) funding in the amount of y"3,733,000and Operation Stonegarden (OPSG) funding in the amount of $30,322. The following counties received Operation Stonegarden fluids: Boundary $30,322. These programs provide an integrated mechanism that builds and sustains core capabilities to support the Nation's Preparedness against terrorist attacks, major disasters and other emergencies. Article II - Operation Stonegarden Program Hold The recipients are prohibited from drawing down or reimbursing sub -recipients of Operation Slotegarden (OPSG) finding provided through this award until each unique, specific or modified county level, tribal or equivalent Operations Order and or Frag Order has been reviewed, and approved by official notification by FEMA and Customs and Border Protection/Border Patrol (CBPBP). Each Operations Order will be transferred via the secure portal (CBPBP) BPETS system from each respective AOR Sector HQ to CBPBP HQ in Washington DC for review and pre -approval for Operational continuity, then forwarded to FEMA GPD/PGD OPSG Program Office for final review/approval. Official notification of approval will be seat by FEMA via email to the respective State Administrative Agency (SAA) and CBPBP HQ in Washington DC. Article III - Assurances, Administrative Requirements and Cost Principles a. Recipients of DHS federal financial assistance must complete OMB Standard Form 42413 Assurances —Non -Construction Programs. Certain assurances in this document may not be applicable to your program, and the awarding agency may require applicants to certify additional assurances. Please contact the program awarding office if you have any questions. The administrative requirements that apply to DHS award recipients originate from two sources: • Office of Management and Budget (OMB) Circular A-102, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (also known as the "A-102 Common Rule").'these A-102 requirements are also located within DHS regulations at Title 44, Code of Federal Regulations (CFR) Part 13. • OMB Circular A-110, Uniform Administrative Requirements for Grunts and Agreements with Institutions of Higher Education, Hospitals, and Other Not- Profit Organizations, relocated to 2 CFR Part 215. b. The cost principles that apply to DHS award recipients through a grant or cooperative agreement originate from one of the following sources: • OMB Circular A-21, Cost Principles for Educational Institutions, relocated to 2 CFR Part 220. • OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments, relocated to 2 CFR Pat 225. OMB Circular A-122, Cost Principles for Non -Profit Organizations, relocated to 2 CFR Pat 230. The audit requirements for State, Local and Tribal recipients of DHS awards originate front: • OMB Circular A-133, Audits of States, Local Governments and Non -Profit Organizations. Article IV - Acknowledgment of Federal Funding from DHS All recipients must acknowledge their use of federal funding when issuing statements, press releases, requests for proposals, bid invitations, and other documents describing projects or progranns funded in whole or in part with Federal finds. Article V - Activities Conducted Abroad All recipients must ensure that project activities carried on outside the United States are coordinated as necessary with appropriate government authorities and that appropriate licenses, permits, or approvals are obtained. Article VI - Best Practices for Collection mud Use of Personally Identifiable Information (PH) All recipients who collect PH are required to have a publically-available privacy policy that describes what PII they collect, how they use the PH, whether they share Pit with third pities, and how individuals may have their PH corrected where appropriate. Awad recipients may also find as a useful resource the DHS Privacy Impact Assessments: litip://Nv%vw.dlls.gov/xlibrary/assets/privacy/privacy httn•//ww dbc pov/ 4li y/issets/ rp ivacy/privacv min uidancejuue20I0 udfandlitip://i"viv.diis.gov/xlibrary/assets/privacy/privacy_pla_t• httn://www.dhs.gov/xlibrary/assets/ ru ivacy/ riva yVjg_(cnu)IaLg4&respectively. Article VH - Copyright Fare 5 OF A All recipients must affix the applicable copyright notices of 17 U.S.C. § 401 or 402 and an acknowledgement of Government sponsorship (including award number) to any work first produced under Federal financial assistance awards, unless the work includes any information that is otherwise controlled by file Government (e.g., classified information or other information subject to national security or export control laws or regulations). Article VIH - Debarment and Suspension All recipients must comply with Executive Orders 12549 and 12689, which provide protection against waste, fraud and abuse by debarring or suspending those persons deemed irresponsible in their dealings with the Federal government. Article IX - Drug -Free Workplace Regulations All recipients oust comply with the Drug -Free Workplace Act of 1988 (412 U.S.C. § 701 et seq.), which requires That all organizations receiving grants from any Federal agency agree to maintain a drug-free workplace, These regulations are codified at 2 CFR 3001. Article X - Duplication of Benefits Stale, Local and Tribal Recipients must comply with 2 CFR Part §225, Appendix A, paragraph (C)(3)(c), which provides that any cost allocable to a particular Federal award or cost objective under file principles provided for in this authority may not be charged to other Federal awards to overcome fund deficiencies. Article X1- False Claims Act and Program Fraud Civil Remedies All recipients must comply with the requirements of 31 U.S.C. § 3729 which set forth that no recipient of federal payments shall submit a false claim for payment. See also 38 U.S.C. § 3801-3812 which details the administrative remedies for false claims and statements made. Article XII - Federal Debt Status All recipients are required to be non -delinquent in their repayment of any Federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowances, and benefit overpayments. See ObIB Circular A-129 and form SF -424B, item number 17 for additional information and guidance. Article XIII - Fly America Act of 1974 All recipients must comply with Preference for U.S. Flag Air Carriers: (air carriers holding certificates under 49 U.S.C. § 41102) for international air transportation of people and properly 10 the extent that such service is available, in accordance with the International Air Transportation Fair Competitive Practices Act of 1974 (49 U.S.C. § 401 l8) and the interpretative guidelines issued by the Comptroller General of the United States in the March 31, 1981, amendment to Comptroller General Decision 8138942, Article XIV - Hotel and Motel Fire Safety Act of 1990 In accordance with Section 6 of the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. §2225(a), all recipients nmst ensure that all conference, meeting, convention, or training space funded in whole or in part with Federal funds complies with the fire prevention and control guidelines of the Federal Fire Prevention and Control Act of 1974, 15 U.S.C. §2225. Article XV -Lobbying Prohibitions All recipients must comply with 31 U.S.C. § 1352, which provides that none of the funds provided under an award may be expended by file recipient to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any Federal action concerning the award or renewal. Article XVI - Non -supplanting Requirement Recipients who receive awards made under programs that prohibit supplanting by lav must ensure that Federal funds do not replace (supplant) foods that have been budgeted for the same purpose through non -Federal sources. Where federal statues for a particular program prohibits supplanting, applicants or recipients may be required to demonstrate and document that a reduction in non -Federal resources occurred for reasons other than the receipt of expected receipt of Federal funds. Article XVII - Trafficking Victims Protection Act of 2000 All recipients roust comply with the requirements of the government -wide award term which implements Section 106(8) of the Trafficking Victims Protection Act (TVPA) of 2000, as amended (22 U.S.C. § 7104), located at 2 CFR Part 175. This is implemented in accordance with OMB Interim Final Guidance, Federal Register, Volume 72, No. 218, November 13, 2007. In accordance with the statutory requirement, each agency award under which funding is provided to a private entity, Section 106(g) of the TVPA, as amended, requires the agency to include a condition that authorizes the agency to terminate the award, without penalty, if the recipient or a subrecipient — (a) Engages in severe forms of trafficking in persons during the period of time Il al the award is in effect; (b) Procures a commercial sex act during tine period of time that (lie award is in effect; or (c) Uses forced labor in the performance of the award or subawards under the award. Page 6 or 10 Full text of the award term is provided at 2 CFR § 175.15. Article XVIII - USA Patriot Act of 2001 All recipients must comply with the requirements of the Uniting and Strengthening America by Providing Appropriate Tools Required to Intercept and Obstruct Terrorism Act (USA PATRIOT Act), which amends 18 U.S.C. §§ 175-175e. Among other things, the USA PATRIOT Act prescribes criminal penalties for possession of any biological agent, toxin, or delivery system of a type or in a quantity that is not reasonably justified by a prophylactic, protective, bona fide research, or other peacefid purpose. Article XIX - Use of DHS Seal, Logo and Flags All recipients must obtain DHS's approval prior to using the DHS seal(s), logos, crests or reproductions of Flags or likenesses of DHS agency officials, including use of the United States Coast Guard seal, logo, crests or reproductions of flags or likenesses of Coast Guard officials. Article XX - DHS Specific Acknowledgements and Assurances All recipients must acknowledge and agree—and require any sub -recipients, contractus, successors, transferees, and assignees acknowledge and agree—to comply with applicable provisions governing DHS access to records, accounts, documents, information, facilities, and staff. I. Recipients must cooperate will, any compliance review or complaint investigation conducted by DHS. 2. Recipients must give DHS access to and the right to examine and copy records, accounts, and other documents and sauces of information related to the grant and permit access to facilities, personnel, and other individuals and information as may be necessary, as required by DHS regulations and other applicable laws or program guidance. 3. Recipients must submit timely, complete, and accurate reports to the appropriate DHS officials and maintain appropriate backup documentation to support the reports. 4. Recipients must comply with all other special reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance. 5. If, during the past three years, the recipient has been accused of discrimination on the grounds of race, color, national origin (including limited English proficiency), sex, age, disability, religion, or flan tial stains, the recipient must provide a list of all such proceedings, pending or completed, including outcome and copies of settlement agreements to the DHS awarding office and the DHS Office of Civil Rights and Civil Liberties. 6. In the event ally court or administrative agency makes a finding of discrimination on grounds of race, color, national origin (including limited English proficiency), sex, age, disability, religion, or familial status against the recipient, or the recipient settles a case or matter alleging such discrimination, recipients must forward a copy of the complaint and findings to the DI4S Component and/or awarding office. The United Stales has the right to seek judicial enforcement of these obligations. Article %XI - Incorporation by Reference of Funding Opportunity Announcement The Funding Opportunity Announcement for this program is hereby incorporated into your award agreement by reference. By accepting this award, the recipient agrees that all allocations and use of finds under this grant will be in accordance with the requirements contained in the Funding Opportunity Announcement. Article XXII - Acceptance of Post Award Changes In line event FEMA determines that changes are necessary to the award document after an award has been made, including changes to period of performance or terms and conditions, recipients will be notified of the changes in writing. Once notification has been made, any subsequent request for funds will indicate recipient acceptance of the changes to the award. Please call the FEh4A/GFA•ID Call Center at (866) 927.5646 or via c -mail to ASK-GNID@dhs.gov if you have any questions. Article XXIII - Age Discrimination Act of 1975 All recipients must comply, will, the requirements of the Age Discrimination Act of 1975 (42 U.S.C. § 6101 et seq), which prohibits discrimination on the basis of age in any program or activity receiving Federal financial assistance. Article XXIR'-Aurericans with Disabilities Act of 1990 All recipients must comply with the requirements of Titles 1, 11, and III of the Americans with Disabilities Act, which prohibits recipients from discriminating on the basis of disability in tine operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12101-12213). Article XXV - Title VI of the Civil Rights Act of 1964 All recipients must comply with the requirements of Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.), codified at 6 CFR Part 21 and 44 CFR Part 7, which provides that no person in the United States will, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal Page 7 OF 10 financial assistance Article XXVI - Civil Rights Act of 1968 All recipients ]"list comply with Title VIII of the Civil Rights Act of 1968, which prohibits recipients from discriminating in the sale, rental, financing, and advertising of dwellings, or in the provision of services in connection therewith, oil the basis of race, color, national origin, religion, disability, familial status, and sex (42 U.S.C. § 3601 et seq.), as implemented by the Department of Housing and Urban Development at 24 CFR Part 100. The prohibition on disability discrimination includes the requirement that new multifamily housing with four or more dwelling units—i.e., the public and connmon use meas and individual apartment units (all units in buildings wilh elevators and ground -floor units in buildings without elevators) --be designed and constructed with certain accessible features (see 24 CFR § 100.201). Article XXVII - Limited English Proficiency (Civil Rights Act of 1964, Title VI) All recipients must comply with the Title VI of file Civil Rights Act of 1964 (Title VI) prohibition against discrimination oil the basis of national origin, which requires that recipients of federal financial assistance take reasonable steps to provide meaningful access to persons with limited English proficiency (LEP) to their programs and services. Providing meaningful access for persons with LEP may entail providing language assistance services, including oral interpretation and written translation. In order to facilitate compliance with Title VI, recipients are encouraged to consider the need for language services for LEP persons served or encountered in developing program budgets. Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency (August 11, 2000), requires federal agencies to issue guidance to recipients, assisting such organizations and entities in understanding their language access obligations. DHS published the required recipient guidance in April 2011, DHS Guidance to Federal Financial Assistance Recipients Regarding Title VI Prohibition AgainstNalional Origin Discrimination Affecting Limited English Proficient Persons, 76 Fed. Reg. 21755-21768, (April 18, 2011). The Guidance provides helpful information such as how a recipient can determine the extent of its obligation to provide language services; selecting language services; and elements of all effective plan on language assistance for LEP persons. For additional assistance and information regarding language access obligations, please refer to the DWS Recipient Guidance hus•/hnvivdhseov/guidance-published help department support d ar anizalions provide nteal]W-f I access people lmuted and additional resources on littp://%yww,lei).gov Article XXVIII - SAFECOM Recipients who receive awards made under programs that provide emergency communication equipment and its related activities must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. Article XXIX- Title IX of the Education Amendments of 1975 (Equal Opportunity ilk Education Act) All recipients must comply with the requirements of Title IX of the Education Amendments of 1972 (20 U.S.C. § 1681 at seq.), which provides that no person in the United States will, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any educational program or activity receiving Federal financial assistance. These regulations are codified at 6 CFR Part 17 and 44 CFR Part 19. Article XXX - Rehabilitation Act of 1973 All recipients of must comply with the requirements of Section 504 of the Rehabilitation Act of 1973, 29 U.S.C. § 794, as amended, which provides that no otherwise qualified handicapped individual in the United States will, solely by reason of the handicap, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. These requirements pertain to the provision of benefits or services as well as to employment. Article XXXI - Reporting Subawards and Executive Compensation A. Reporting of first-tier submvards. L Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must report each action that obligates $$25,000 or more in Federal foods that does not include Recovery fonds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009, Pub, L. 111-5) for a subaward to an entity (see definitions in paragraph C. of this award term). 2. Where and when to repot. a. You must report each obligating action described in paragraph n.1. of this award teen to IW n;//www fsrs @2X b. For subaward information, repot no later than the end of the month following the month in which the obligation was made. (For example, if the obligation was made ora November 7, 2010, the obligation must be reported by no later than December 31, 2010.) 3. What to repot You must report the information about each obligating action in accordance with the submission instructions posted at littp://avww.fsrs.gov specify. E. Reporting Total Compensation of Recipient Executives. I. Applicability and what to report. You must report total compensation for each of your five most highly compensated executives for• the preceding completed fiscal year, if - rage 8 or 10 a. file total Federal funding authorized to date ander this aware! is $25,000 or more; b, in the preceding fiscal year, you received — L 80 percent or more of your annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and ii. $25,000,000 or more in annual gross revenues from Federal procurement contmets (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and c. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. Multi), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S. Security and Exchange Commission total compensation filings atlittp:/Avww.see.goy/answers/execonu)htnr ) 2. Where and when to report. You must report executive total compensation described in paragraph b.l, of this award term: a. As part of your registration profile athlto://www.sam.ggy. b. Ey the end of the month following the month in which this award is made, and annually thereafter. C. Reporting of Total Compensation of Subrecipient Executives. I. Applicability and what to report, Unless you are exempt as provided in paragraph d. of this award term, for each first-tier subrecipient under this award, you shall report the names and total compensation of each of the subrecipiemt's five most highly contpemsated executives for lite subrecipient's preceding completed fiscal year, if - a. in the subrecipient's preceding fiscal year, the subrecipient received - i. 80 percent or more of its annual gross revenues from Federal procurement contracts (and subcontracts) and Federal financial assistance subject to the Transparency Act, as defined at 2 CFR 170.320 (and subawards); and ii. $25,000,000 or more in annual gross revenues from Federal procurement contracts (and subcontracts), and Federal financial assistance subject to file Transparency Act (and subawards); and It. The public does not have access to information about the compensation of the executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78ut(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public has access to the compensation information, see the U.S.Security and Exchange Commission total compensation filings athttp://www.sec.gov/nnswers/execonlp blm.) 2. Where and when to report. You must report subrecipient executive total compensation described in paragraph c.1. of this award term: a. To the recipient. b. By the end of the month following the month during which you make the subaward. For example, if a subawad is obligated on any date during the month of October of a given year (i.e., between October I and 31), you must report any require[[ compensation information of the subrecipient by November 30 of that year. D. Exemptions 1. If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt from the requirements to report: a. Subawards, and b. The total compensation of the five most highly compensated executives of any subrecipient. E. Definitions. For purposes of this award (crit: 1. Entity means all of the following, as defined in 2 CFR § 25.320: a. A Governmental organization, which is a Slate, local government, or Jndian tribe; It. A foreign public entity; c. A domestic or foreign nonprofit organization; d. A domestic or foreign for-profit organization; c. A Federal agency, but only as a subrecipient under an award or subaward to a non -Federal entity. 2. Executive means officers, managing partners, or any other employees in management positions, as defined in 2 CFR § 170.315, 3. Subaward, as defined in 2 CFR § 170.325: a. This tenn means a legal instrument to provide support for the performance of any portion of the substantive project or program for which Pa9e9 OF 10 you received this award and that you as the recipient award to an eligible subrecipient. It. The term does not include your procurement of property and services needed to carry out the projector program (for further explanation, see Sec. _ .210 of the attachment to OMB Circular A-133, "Audits of States, Local Governments, and Non -Profit Organizations"). c. A subavard may be provided through any legal agreement, including an agreement that you or a subrecipient considers a contract. 4, subrecipient, as defined in 2 CFR § 25.360, means all entity that: a. Receives a subaward front you (the recipient) under this award; and b. Is accountable to you for the use of the Federal funds provided by the subaward. 5. Total compensation, as defined in 2 CFR § 170.330 means the cash and noncash dollar value earned by the executive during the recipient's or subrecipient's preceding fiscal year and includes the following (for more information see 17 CFR 229.402(c)(2)): a. Salary and bonus. b. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments. c. Earnings for services under non -equity incentive plans. This does not include group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and are available generally to all salaried employees. it. Change in pension value. This is file change in present value of defined benefit and actuarial pension plans. e. Above -market earnings on deferred compensation which is not tax -qualified. f Other compensation, if fire aggregate value of all such outer compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the executive exceeds $10,000. Pape 10 OF 10 Exhibit B National Preparedness Goal Core Capabilities Overview Core capabilities are essential for the execution of each of the five mission areas: Prevention, Protection, Mitigation, Response, and Recovery (see Table 1). To assess both our capacity and our gaps, each core capability includes capability targets for which measures will be developed. The core capabilities and capability targets are not exclusive to any single level of government or organization, but rather require the combined efforts of the whole community. Table 1: Core Capabilities by Mission Area' Prevention Protection .-Response Planning Public Information and Warning Operational Coordination Forensics and Access Control Community Critical Economic Attribution and Identity Resilience Transportation Recovery Intelligence and Verification Long-term Environmental Health and Social Information Cybersecurity Vulnerability Response/Health Services Sharing Intelligence and Reduction and Safety Housing Interdiction and Information Risk and Disaster Fatality Infrastructure Disruption Sharing Resilience Management Systems Screening, Search, Interdiction and Assessment Services and Detection Disruption Threats and Infrastructure Natural and Cultural Resources Physical Hazard Systems Protective Identification Mass Care Measures Services Risk Management Mass Search and for Protection Rescue Operations Programs and On -scene Security Activities and Protection Screening, Operational Search, and Communications Detection Supply Chain Public and Private Integrity and Services and Security Resources Public Health and Medical Services Situational Assessment 3 Planning, Public Information and Warning, and Operational Coordination are core capabilities common to all mission areas. RESOLUTION NO. 2008 RESOLUTION FOR SOLE SOURCE PROCUREMENT OF INTEGRATED ENTERPRISE SYSTEM FOR ADA COUNTY SHERIFF'S OFFICE At a meeting of the Board of County Commissioners, County of Ada, State of Idaho, the following resolution was adopted as follows, to wit: WHEREAS, the Board of County Commissioners desires to secure an agreement to obtain an integrated RMS/JMS/related programs enterprise system for the Ada County Sheriffs Office; and WHEREAS, the Ada County Sheriff is charged by Idaho Code Title 31, Chapter 22 to enforce all the penal provisions of any and all statutes of the state of Idaho; and WHEREAS, the Ada County Sheriffs Office investigates and completes reports on crimes and other public safety concerns in Ada County; and WHEREAS, the success of an investigation relies heavily on the collection and reporting of information obtained at the scene; and WHEREAS, it is imperative for the public safety that first responders and other Ada County Sheriffs Office users have quick, easy access to accurate information; and WHEREAS, the Dispatch Center of the Ada County Sheriffs Office receives and dispatches emergency calls in Ada County; and WHEREAS, an interfaced system such as that currently utilized by the Ada County Sheriffs Office requires that Ada County Sheriffs Office consult multiple programs to get information; and WHEREAS, the lack of integration between programs in an interfaced system has led to deputies' and jail staffs lack of knowledge regarding an inmate's dangerous propensities toward officers; and WHEREAS, an interfaced system such as that currently utilized by the Ada County Sheriffs Office requires that data be entered multiple times into multiple programs; and WHEREAS, data entry errors and information spread across multiple programs has caused public safety issues; such as: erroneous releases, incomplete criminal records, warrants being served at the wrong address multiple times, warrants being missed due to misspellings or alias names, patrol writing police reports under the incorrect person and having a warrant issued, and patrol detaining innocent individuals due to incorrect information in the system; and RESOLUTION FOR SOLE SOURCE PROCUREMENT OF INTEGRATED ENTERPRISE SYSTEM FOR ADA COUNTY SHERIFF'S OFFICE — PAGE 1 WHEREAS, an integrated system allows for the free exchange of data between programs and provides single -point data entry; and WHEREAS, pursuant to Idaho Code § 67-2808(2), the Board of Commissioners is permitted to use sole source procurement where there is only one (1) source reasonably available and where the compatibility of equipment, components, accessories, computer software, replacement parts or service is the paramount consideration; and WHEREAS, the compatibility of equipment between Dispatch and first responders is of paramount importance for both enhancing and maintaining public safety within Ada County; and WHEREAS, pursuant to Idaho Code § 67-2808(2), the Board of Commissioners is permitted to use sole source procurement for the purchase of mass-produced movies, videos, books or other copyrighted materials; and WHEREAS, TriTech System's Inform Public Safety Suite is a highly -configurable commercial off the shelf software product; and WHEREAS, pursuant to Idaho Code § 67-2808(2), the Board of Commissioners is permitted to use sole source procurement for the purchase of public works construction, services or personal property for which it is determined that there is no functional equivalent; and WHEREAS, Ada County solicited and purchased TriTech System's Inform CAD software system; and WHEREAS, TriTech System's Inform Public Safety Suite's (including RMS/JMS system) ability to fully integrate with TriTech System's Inform CAD system has no functional equivalent; and WHEREAS, pursuant to Idaho Code § 67-2808(2), the Board of Commissioners is permitted to use sole source procurement where competitive solicitation is impractical, disadvantageous or unreasonable under the circumstances; and WHEREAS, Ada County must be fully prepared to exchange data with the Supreme Court of Idaho's new court management system, Odyssey, in October of 2015; and WHEREAS, implementing a ftilly-integrated CAD and RMS/JMS system would expedite the data exchange with the new Odyssey system; and WHEREAS, TriTech System's Inform Public Safety Suite is a fully -integrated, enterprise -wide system; and WHEREAS, based upon the Ada County Sheriff's Office's review of the information provided by the Idaho Supreme Court, Winbourne Consulting, and the information provided in the sole source justification letter from TriTech Systems, attached herein as Exhibit A, it appears that TriTech Systems is the sole source; and RESOLUTION FOR SOLE SOURCE PROCUREMENT OF INTEGRATED ENTERPRISE SYSTEM FOR ADA COUNTY SHERIFF'S OFFICE — PAGE 2 THEREFORE BE IT RESOLVED that the Board of Ada County Commissioners does hereby intend to contract with TriTech Systems as the sole source vendor to provide an integrated enterprise system for the Ada County Sheriffs Office. The Board of County Commissioners shall publish notice of the sole source procurement in The Idaho Statesman at least fourteen (14) days prior to the award of the contract. APPROVED AND ADOPTED this 23`d day of September, 2014. Board of Ada County Commissioners (1'�By: -case, yr L. Case, Commissioner By: Ji Ibbs, Commissioner By: Rick Yzaguirr onm�issioner ATTEST: �CY Christopher D. Rich, Ada County Clerk RESOLUTION FOR SOLE SOURCE PROCUREMENT OF INTEGRATED ENTERPRISE SYSTEM FOR ADA COUNTY SHERIFF'S OFFICE — PAGE 3 NOTICE OF SOLE SOURCE PROCUREMENT The Board of Ada County Commissioners intends to contract with TriTech Systems to provide an integrated enterprise system for the Ada County Sheriffs Office. This sole - source procurement is in accordance with Idaho Code §67-2808(2), and Resolution No. 2008, passed by the Board of Ada County Commissioners on the 23`d day of September, 2014. A copy of the Resolution No. 2008 may be obtained at the office of the Board of Ada County Commissioners, Room 3255, 200 W. Front Street, Boise, Idaho, 83702. Od aLCase—Ch�ain—nan NOTICE OF SOLE SOURCE PROCUREMENT c:\users\eodicuan\appdata\local\microsoRbvindows\temporary internet fifes\contenl.outlook\malys48b\irilech resolution nolice.docx Meridian City Council Meeting DATE: April 21 2015 ITEM NUMBER: 9C PROJECT NUMBER: ITEM TITLE: PUBLIC WORKS Public Works: Budget Amendment for FY2015 in the Not -to -Exceed Amount of $328,576.00 for Water Main Replacement Projects MEETING NOTES C6�1- ^Do�sby Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS E IDIAN-- IDAHO TO: Mayor Tammy de Weerd Members of the City Council FROM: Kyle Radek, Assistant City Engineer DATE: March 10, 2015 Mayor Tammy de Weerd City Council Members: Keith Bird Joe Borton Luke Cavener Genesis Milam Charlie Rountree David Zaremba SUBJECT: BUDGET AMENDMENT FOR FY2015 IN THE AMOUNT OF $328,576 FOR WATER MAIN REPLACEMENTS I. RECOMMENDED ACTION A. Move to: 1. Approve the FY2015 Budget Amendment for $328,576; and 2. Authorize the Mayor to sign the amendment. II. DEPARTMENT CONTACT PERSONS Kyle Radek, Assist City Engineer 489-0343 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 III. DESCRIPTION A. Background A budget amendment of $328,576 is requested in order to replace funding that was not carried forward from Fiscal Year 2014. Consequently, FY 2015 budget is not adequate to fund the Water Main Replacement projects that are scheduled for this year. This budget amendment will replace the funding that was previously approved by council in FY 2014 and should have been carried forward, and allow currently programmed projects to be executed. B. Proposed Project Public Works Department . 33 E. Broadway Avenue, Suite 200, Meridian, ID 83642 Phone 208-898-5500 . Fax 208-898-9551 . www.meridiancity.org This budget amendment is intended to provide funding required to execute the following Water Main Replacement projects which were programmed for FY 15: • Antilles Court, Construction • E. Loch Meadow Court, Construction • NW 2nd St, Design • S. Lynhurst Place, Construction • W. Elm Place, Design IV, IMPACT A. Strategic Impact: This request aligns with the strategic objective ENG -12, Develop infrastructure and programs to effectively provide uninterrupted water supply and fire suppression. B. Service/Delivery impact: This amendment will allow projects to move forward that replace aging and undersized pipes, provide improved fire flow and water quality, and decrease the risk of service interruptions due to line breaks. C. Fiscal Impact: The proposed amendment adds $328,576 back into the budget which was previously approved by Council and should have been carried forward from FY 2014. VI. TIME CONSTRAINTS Council approval will allow Water Main replacement projects scheduled for FY 2015 to be executed as planned. VII. LIST OF ATTACHMENTS A. Budget amen dme ' orm Approved for Council Agenda: 14 e E L O LL C a) C N Q F. (D CD m LO C) LLLL c R �^L` W O a U s 0 z c m E m 42 r H Q a d a pv'g m O o v Zan 00 J d V u u m a a i a 3 m m y E v� a E 1 = _ °-v O m m a = Qj y lL E E m Z m m z z w E > v t v01i .� w a pv'g a � 1 all Zan J d V V m = 3 m O E 1 = Q U O m E E E h W W m r w > i v01i .� w O 3 F> LL o u LL LL 3 E W O UJ O V H N m VI O N O N e -I N O m N O N O N O N O H v fl v rl a fl a N v N a N a N v 0 0 0 0 O O O O m a m m m m a m m m m m m m m m m m m m m m m m x n` �J 0 z 1 a z 1 pv'g a � 1 all Zan �O �J 0 z 1 a z 1 A i J d E MINN. A i J d E O e! Z l< O CD N 3 N) N H A W C Q. N• D (D 7 3 CD 7 O d d a 3 o � Do 0 0 CL 0!^ m 3 'rt m N om IL R 'a m awp e d N 0 s N 0 d a s 0 m c m d 3 c o a o N D {N o'�•� 1D F d OD T Z l< O CD N 3 N) N H A W C Q. N• D (D 7 3 CD 7 O Do 0 0 0!^ m N om IL R 'a m awp m d N O N s N 0 a s min m c m d 3 c o a o N s o'�•� 1D F 3 » N d neon m o L .. s' no. w ro` w c E 3 0 c m m �• o 00 a b' m U no =0a am b' c va m m G' a am O m'o <M MM m' mO. Z � � �o•.a �c <dc d o N N SO]0 m O. O. 4 m. a Fl '. 0 »I � a 5.5,o ry f� o� .oi <, O d i � (D d N J O N M O. o at m < N _ N .moo. d a_' m n o C V d M N m 'O 6 o J N p O N C a 3 d < d N z m N m N o. c o n O O N N O N N N w a v O v v c 0 O fd m O T \ n N C N �o Z l Ihb�i} m Li o n y A N d o N Cd O C 6 d a a' c m. O n Z l< O CD N 3 N) N H A W C Q. N• D (D 7 3 CD 7 O Date: 4/0/15 10.07:56 AM Page: 1 City Of Meridian Statement of Revenues and Expenditures - Rev and Exp Report - Todd 3490 - Water Construction Projects 60 - Enterprise Fund From 10/1/2014 Through 9/30/2015 Budget with Current Year Budget Amendments Actual Remaining Capital Outlay 95000 Service Line/Main Replacement 180,437.54 0.00 180,437.54 1O394.a NE 3rd St Williams King 161,853.91 133,344.52 28,509.39 Ada - Sewer Water Main Construction 10439 Waterline Replacement E 11,869.65 0.00 11,869.65 Antilles E St Martin to End 10440 Waterline Replacement E 953.96 953.96 0.00 Williams Main St to 3rd St 10443 Waterline Replacement- E 18,405.50 0.00 18,405.50 Loch Meadow, N Laughridge to End 10443.a Waterline Rplcmnt- Loch 0.00 1,535.00 (1,535.00) Meadow, Laughridge to End - Design 10444 Waterline Replacement- S 968.80 31.92 Lynhurst Pl, W Pennwood St 936.88 to End 10444.a Waterline Rplacmnt- S 3,500.00 0.00 3,500.00 Lynhurst P1, W Pennwood St to End Dsgn 10444.b Waterline Rplcmnt- S 61,798.00 3,467.50 58,330.50 Lynhurst P1, W Pennwood St to End -Const 10481.c Meridian Heights Water 0.00 328,576.30 (328,576.30) Meter Project - Construction ,10515.a Waterline Replacements, NW 26,912.00 5,903.00 21,009.00 2nd St. - Railroad St to 200' N o 1O52O.a Waterline Replacement - W. 16,893.00 3,438.00 13,455.00 Elm Pl, N Linder to End - Design Total Capital Outlay 483,592.36 477,250.20 6,342.16 DEPT EXPENDITURES 483,592.36 477,250.20 6,342.16 TOTAL EXPENDITURES WITH 483,592.36 477,250.20 6,342.16 TRANSFERS Date: 4/0/15 10.07:56 AM Page: 1 c v N IOI 0 0 0 0 0 0 W t O' 0 0 0 O 0 0 n O O O N 0^ N G O O N UJ N N b V OO O O O O 0 0 0 G� . � o 0 0 0 .i �o q o .i m o m o 0 0 0 0 0 0 0 vi a o 0 o a vi vi o 0 0 1 �o io ui o o �a o o of o io 0 0 0 0 0 0 0 0 0 . 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LL U. \) \/ k) - § k - §§k \ -§ \) k) / \� /� DATE: April 21 Meridian City Council Meeting 2015 ITEM NUMBER: PROJECT NUMBER: ITFnn TITI F• FIRE DEPT AND LEGAL DEPARTMENT Fire Department And Legal Department: Memorandum Of Understanding To Forgo 2015 Engineer Promotional Testing As Required By The Current Collective Bargaining Agreement MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS MEMORANDUM OF UNDERSTANDING TO FORGO 2015 ENGINEER PROMOTIONAL TESTING AS REQUIRED BY THE CURRENT COLLECTIVE BARGAINING AGREEMENT. � �T�his Memorandum of Understanding is entered into this 9� day of Q �)L xN , 2015, by and between IAFF Local 4627 ("UNION') and the City of Meridian ("CITY"). WHEREAS, the UNION and the CITY are parties to a Collective Labor Agreement effective October 1, 2014 — September 30, 2016 ("CLA") covering various terms and conditions of employment of the Firefighter employees of the CITY; and WHEREAS, the parties agree that there are currently no vacancies for the position of Engineer and that the only applications received by Human Resources prior to the application deadline were submitted by the three employees that are on the current Engineer promotional list: The Fire Department will not conduct Engineer promotional testing for the May 2015 testing cycle as required by the collective labor agreement. The current Engineer promotional list will be extended until the next regularly scheduled Engineer promotional testing process. (May of 2017) The three employees that currently reside on the Engineer promotional list will maintain their current ranking on that list until the next promotional testing process or any promotional offers are made. WHEREAS, the parties agree that the current Engineer promotional list is as follows: Position #1: Firefighter/Paramedic III Garrett Hirsch Position #2: Firefighter III Daniel Cole Position #3: Firefighter/Paramedic III Bryan Fredrickson THEREFORE, the parties agree to maintain this MOU as active until the next regularly scheduled Engineer promotional testing process is conducted as prescribed by the current Collective Labor Agreement. /Y APP -IL 2-0f6— Erik S ith, President Date Local #4627 Sk PASSED by the City Council of the City of Meridian, Idaho, this day of 2015. S� APPROVED by the Mayor of the City of Meridian, Idaho, this day of a lV—\\ .2015. APPROVED: Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 10A ITEM TITLE: Ordinance No. Ordinance PROJECT NUMBER: ORDINANCES l � (4 q D : Meridian Art in Public Spaces (MAPS) MEETING NOTES Jkf � ril Ik Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS CITY OF MERIDIAN ORDINANCE NO. I - < to ci BY THE CITY COUNCIL: BIRD, BORTON, CAVENER, MILAM, ROUNTREE, ZAREMBA AN ORDINANCE OF THE CITY OF MERIDIAN, AMENDING MERIDIAN CITY CODE TITLE 1, CHAPTER 9, TO ADD SECTION 4; ESTABLISHING THE MERIDIAN ART IN PUBLIC SPACES PROGRAM; REGARDING PURPOSE OF FUNDS, FUNDS APPROPRIATION, CARRY FORWARD, AND EXPENDITURE OF FUNDS; ADOPTING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City of Meridian is authorized by Idaho Code section 50-301 to acquire personal property, including public art, and pursuant to Idaho Code sections 50-303 and 50-1006, may appropriate funds by ordinance to create, purchase, operate and maintain recreation and cultural facilities and activities; WHEREAS, the City Council of the City of Meridian finds that public art is a valuable component of and vehicle for stimulating economic development and revitalization, tourism, sense of place, community expression and dialogue, beautification of public areas, and enhancement of quality of life for Meridian residents and visitors; WHEREAS, the City Council of the City of Meridian seeks to establish a stable, predictable means by which public art can be incorporated into long-range planning for our community; and WHEREAS, the City Council of the City of Meridian seeks by this ordinance to establish an enduring method of appropriating general funds to install art in Meridian's public spaces; NOW, THEREFORE, BE IT ORDAINED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF MERIDIAN, ADA COUNTY, IDAHO: Section 1. That the following additions be made to Title,l, Chapter 9, of the Meridian City Code, to add Section 4, to read as follows: 1-9-4: MERIDIAN ART IN PUBLIC SPACES PROGRAM: A. MAPS program established. There is hereby established the Meridian Art in Public Spaces ("MAPS") program, under which the City Council shall annually dedicate funding to the establishment of art in public places within Meridian. B. Purpose of funds. The Meridian Arts Commission shall adopt, with City Council approval, a strategic plan for installation of art projects funded by MAPS program funds. MAPS funds shall be used to purchase visual, tangible artworks, for installation on public property within the Meridian city limits, in accordance with the strategic plan. C. Funds appropriation. City Council shall, on an annual basis, appropriate for the MAPS program an amount from the general fund equivalent to fifty (50) cents per resident, as estimated by the current annual population estimate adopted by the Community Planning Association of Southwest Idaho. Annually, no more than fifty thousand dollars ($50,000) of general funds shall be MERIDIAN ART IN PUBLIC SPACES (MAPS) ART FUNDING PROGRAM PAGE 1 OF 3 appropriated for the MAPS program. Nothing contained in this section shall preclude funding of art by grants, matching monies, donations, or other means. D. Carry forward. Any MAPS funds not spent during the current fiscal year shall be carried forward to the next fiscal year. E. Expenditure of MAPS funds. The Meridian Arts Commission shall recommend, and City Council shall approve, expenditures of MAPS program funds by budget enhancement, in accordance with the strategic plan duly adopted by the Meridian Arts Commission as set forth in this section. Section 2. It is hereby declared to be the legislative intent that the provisions and parts of this Ordinance shall be severable. If any paragraph, part, section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid by a Court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. Section 3. All City of Meridian ordinances, or resolutions, or parts thereof, which are in conflict herewith, are hereby repealed. Section 4. That this ordinance shall be effective immediately upon its passage and publication. PASSED by the City Council of the City of Meridian, Idaho, this '-'A day of April, 2015. APPROVED by the Mayor of the City of Meridian, Idaho, this :�':)\ day of April, 2015. APPROVED: ATTEST: �go¢AtuDAt,, Z` °3 City of E IDIANq. Tammy d eerd, Mayor a ee o man, ity J SEAL 6R 4 'Ida TAE 1560. MERIDIAN ART IN PUBLIC SPACES (MAPS) ART FUNDING PROGRAM PAGE 2 of 3 Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: PROJECT NUMBER: ITEM TITLE: FUTURE MEETING TOPICS MEETING NOTES Qb �jc- Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS Meridian City Council Meeting DATE: April 21, 2015 ITEM NUMBER: 12 PROJECT NUMBER: ITEM TITLE: EXECUTIVE SESSION Executive Session Per Idaho State Code 67-2345 (1) (d): (d) To Consider Records that are Exempt from Disclosure as Provided in Chapter 3, Title 9, Idaho Code MEETING NOTES Community Item/Presentations Presenter Contact Info./Notes CLERKS OFFICE FINAL ACTION DATE: ' E-MAILED TO STAFF SENT TO AGENCY SENT TO APPLICANT NOTES INITIALS