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Document Number: WiNT 131,11)
STANDARD SOFTWARE LICENSE AND SERVICES AGREEMENT
February 15, 2013
This Standard Software License and Services Agreement which includes the attached Exhibits and Appendix ( "this
Agreement") is between New World Systems® Corporation ( "New World "), a Michigan Corporation and the
City of Winter Springs, Florida, a Florida Municipal Corporation (" Customer"). This Agreement sets forth the
terms and conditions under which New World will furnish the Licensed Products and will provide certain services
described herein to Customer.
The attached Exhibits and Appendix include:
Exhibit AA .....................
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
Exhibit A .......................
LICENSED STANDARD SOFTWARE AND FEES
Exhibit B ........................
IMPLEMENTATION AND TRAINING SUPPORT SERVICES
Exhibit C .......................
STANDARD SOFTWARE MAINTENANCE AGREEMENT
Exhibit D .......................
NON- DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
Exhibit E ........................
DEMONSTRATION SITE DISCOUNT
Exhibit F ........................
DATA FILE CONVERSION ASSISTANCE
Exhibit G .......................
CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS /
MODIFICATIONS AND / OR CUSTOM SOFTWARE
Exhibit H .......................
DEVELOPMENT SOFTWARE
Exhibit I .........................
INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO
CUSTOMER'S RFP SOFTWARE SPECIFICATIONS
Appendix I ....................
STATEMENT OF WORK
By signing below, each of us agrees to the terms and conditions of this Agreement together with the attached
Exhibits and Appendix. This Agreement contains the complete and exclusive statement of the agreement
between us relating to the matters referenced herein and replaces any prior oral or written representations or
communications between us. Each individual signing below represents that (s)he has the requisite authority
to execute this Agreement on behalf of the organization for which (s)he represents and that all the necessary
formalities have been met.
ACKNOWLEDGED AND AGREED TO BY:
Date: —13
CITY OF WINTER SPRINGS FLORIDA
(Customer)
By. r�r zy ,eat
A orized Sign ture 'Title
By:
Authorized Signature
Date: -7 0 I t x
The "Effective Date" of this Agreement is the latter of the two dates in the above signature block.
Title
Corporate: 888 West Big Beaver Road • Suite 600 • Troy • Michigan 48084 - 4749.248 -269 -1000 • www,newworldsystems. com
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DEFINITIONS
The following terms as defined below are used throughout this Agreement:
1. "Authorized Copies' :
Except as provided in subparagraph 1.3, the only authorized copies of the Licensed Software and Licensed Documentation are the
copies of each application software package defined in this Paragraph. They are:
(i) the single copy of the Licensed Software and the related Licensed Documentation delivered by New World under this
Agreement; and
(ii) any additional copies made by Customer as authorized in subparagraph 1,2.
1 "An Authorized UserlWorkstation
Subject to the number of users specified in Exhibit A, any PC workstation that is connected to access the Licensed Software resident
on Computer and that may be logged on to access the programs, interfaces, data, or files created and/or maintained by the Licensed
Software.
3 "Computer ".
The .NET Server(s) to be located at:
City of Winter Springs
1126 E. State Road 434
Winter Springs, FL 32708
Customer shall identify in writing the serial number of the Computer within ten (i0) days of receipt of the Computer or within ten
(10) days of the Effective Date, whichever is later. If the Computer is to be relocated or replaced, Customer shall notify New World
of the new location or replacement in writing prior to the relocation.
4. "Confidential Information ":
Information disclosed or obtained by one party in connection with, and during the term of, this Agreement and designated as
"Confidential" by the party claiming confidentiality at the time of disclosure. Confidential Information does not include any
information which was previously known to the other party without obligation of confidence or without breach of this Agreement, is
publicly disclosed either prior or subsequent to the other party's receipt of such information, or is rightfully received by the other party
from a third party without obligation of confidence. Further, confidential information does not include any documents that are subject
to public records disclosure under Florida law.
5. "Customer Liaison ":
A Customer employee assigned to act as liaison between Customer and New World for the duration of this Agreement. Within ten
(10) days of the Effective Date, Customer shall notify New World of the name of the Customer Liaison.
6. "Delivery of Licensed StandardSaffware':
Licensed Standard Software will be delivered in a machine readable form to Customer via an agreed upon network connection, or on
appropriate media if requested, as soon as the software is available after the Effective Date.
7. "Development Software ".
Standard application software currently under development by New World which, if applicable, will be completed and delivered to
Customer as Licensed Standard Software when available.
8. "Hourly Rate':
As described in this Agreement, New World shall provide services to Customer at the rate of $140/hour. The hourly rate is protected
for 24 months after the Effective Date, at which time the hourly rate shall be the then- current New World hourly rate.
9. " ,Installation of Licensed Standard Software' :
Installation of the Licensed Standard Software shall be deemed to occur, for all billings or other events described herein, upon the
earlier of,
(a) the transfer or loading of the Licensed Standard Software onto a Customer server or computer, or
(b) thirty (30) days after delivery of the Licensed Standard Software.
10. "Licensed Custom Software ".
Any software (programs or portions of programs) developed by New World specifically for Customer's own use.
11. "Licensed Documentation ":
New World User Manuals which includes the current and up -to -date specifications for the Licensed Standard Software and other
written instructions relating to the Licensed Software (such as Product Bulletins, installation instructions, and training materials).
12. "Licensed Products ".
The Licensed Software, the related Licensed Documentation, and the Authorized Copies of the foregoing.
13. "L ic ense d Softwa re ".,
The Licensed Standard Software, Development Software, Upgrades, and Licensed Custom Software provided under this Agreement.
€4. "Licensed Standard Software':-
The current version of New World standard and development application software package(s) (in machine readable code) listed in
Exhibit A
15. "SSrYIA ":
The New World Standard Software Maintenance Agreement as set forth in ExInNt. C.
16. "Travel Expenses ":
All actual and reasonable travel expenses incurred by New World for trips to Customer's place of business and relating to this
project, including but not limited to, economy airfare, rental car, and lodging, mileage, parking/tolls, and daily per diem expanses.
IT "Travel27me ":
Actual New World employee travel time billed at the Hourly Rate of $140 /hour, up to, but not exceeding, four (4) hours per each trip
relating to this project.
18. "Upgrades ":
Any enhanced and /or improved versions of the Licensed Standard Software provided as Licensed Standard Software under Exhibit C
of this Agreement and released after the execution of this Agreement.
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GENERAL TERMS AND CONDITIONS
1.0 SINGLE USE LICENSE
1.1 New World grants Customer a nontransferable, nonexclusive, and non - assignable license to use the
Licensed Software only on the Computer and only for its internal processing needs. Customer shall
have the right and license to use, enhance, or modify the Licensed Software only for Customer's own
use and only on the Computer and only on an authorized workstation. New World will deliver to
Customer one copy of each application of the Licensed Software (in machine readable form
compatible with the specified operating environment) and one copy of the related Licensed
Documentation. If Customer fails to pay all license fees specified in Exhibit A and the applicable
custom software fees, if any, Customer shall forfeit the right and license to use the Licensed Products
and shall return them to New World.
1.2 In order to assist Customer in the event of an emergency, Customer is permitted to make up to two
(2) back -up copies on magnetic media of each application of the Licensed Software and one back -up
copy of the related Licensed Documentation. These Authorized Copies may be stored as defined
above so long as they are kept in a location secure from unauthorized use. Customer or anyone
obtaining access through Customer shall not copy, distribute, disseminate, or otherwise disclose to
any third party the Licensed Products or copies thereof in whole or in part, in any form or media. This
restriction on making and distributing the Licensed Products or copies of any Licensed Product,
includes without limitation, copies of the following:
(i) Program libraries, either source or object code;
(ii) Operating control language;
(iii) Test data, sample files, or file layouts;
(iv) Program listings; and
(v) Licensed Documentation.
1.3 Upon written request by Customer, and with written permission by New World, additional
Authorized Copies may be made for Customer's internal use only except that Customer may freely
make copies of Licensed Documentation for internal use only.
2.0 OWNERSHIP
2.1 The Licensed Products and all copyright, trade secrets and other proprietary rights, title and interest
therein, remain the sole property of New World or its licensors, and Customer shall obtain no right,
title or interest in the Licensed Products by virtue of this Agreement other than the nonexclusive,
nontransferable, non- assignable license to use the Licensed Products as restricted herein..
2.2 The license to use any Licensed Custom Software provided under this Agreement, if any, is included
in this license. Subject to any existing copyright, trade secrets, and other proprietary rights, New
World shall have the right to use any data processing ideas, techniques, concepts, and /or know -how
acquired by it in the performance of services under this Agreement including the development of
Licensed Custom Software for the advancement of its own technical expertise and the performance of
other Software License and Service Agreements or any other applicable agreements. New World shall
have, without restriction, the right to use all programs, procedures, information, and techniques that are
publicly available, obtained or obtainable from third parties and/or developed independently by New
World without specific reference to Customer's organization.
2.3 All Customer data shall remain the sole property of Customer, and New World shall obtain no right,
title or interest in Customer's data by virtue of this Agreement and Customer's use of the Licensed
Products. Upon termination of this Agreement for any reason, New World agrees to act in good faith
and not take any actions which would interfere with Customer's ability to access and retrieve its data.
3.0 CORRECTIONAND SOFTWARE MAINTENANCE, ON STANDARD SOFTWARE
3.1 New World provides software correction service and maintenance for the Licensed Standard Software
during the term of Customer's SSMA. See Exhibit C for a description of the SSMA start date and
term, the services available and the applicable fees and procedures.
4.0 WARRANTIES
4.1 New World warrants, for Customer's benefit only, that the Licensed Standard Software will perform
as specified in its user manuals based on the then - current release of the Licensed Standard Software.
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4.2 New World warrants, for Customer's benefit only, that it possesses the necessary intellectual rights to
license to Customer the Licensed Standard Software provided hereunder.
4.3 New World warrants, for Customer's benefit only, that the items coded yes in the Response to
Customer's RFP will be met as described in Exhibit 1.
The foregoing warranties do not apply if the Licensed Product(s) have been modified by any party other than
New World. EXCEPT AS SPECIFICALLY PROVIDED IN THIS PARAGRAPH 4.0, AND ITS
SUBSECTIONS, NEW WORLD EXPRESSLY DISCLAIMS ANY EXPRESS OR IMPLIED
WARRANTIES WITH RESPECT TO THE LICENSED PRODUCTS, INCLUDING BUT NOT LIMI'T'ED
TO, THE LICENSED PRODUCTS' CONDITION, MERCHANTABILITY, FITNESS FOR A
PARTICULAR PURPOSE, OR ANY IMPLIED WARRANTY ARISING FROM COURSE OF
PERFORMANCE, COURSE OF DEALING OR USAGE OF TRADE.
5.0 INSTALLATION AND TRAINING SUPPORT SERVICES
5.1 As provided for in Exhibit B and concurrent with timely payments, New World shall make available
to Customer qualified representative(s) who will provide installation and training support services for
each application of the Licensed Software delivered. If the Customer is not satisfied with the New
World personnel who are providing the installation and training support services, the Customer shall
have the right to require that New World substitute personnel to the extent that such personnel exist.
New World agrees to provide the management interface and personnel support necessary to
successfully complete the installation and training. See Exhibit B for a description of the services
provided and the applicable fees and procedures.
60 CUSTOMER LIAISON AND CUSTOMER RESPONSIBILITIES
The successful implementation of the Licensed Products into Customer's environment requires mutual
commitment and cooperation by New World and Customer. To that end, New World agrees that it must
clearly articulate to Customer, verbally or in writing as the situation may require, the requirements of the
implementation process and Customer must accordingly agree to the following:
6.1 Customer understands that the Licensed Software is designed to run in a specified operating
environment which includes hardware, software and related equipment not provided by New World.
Customer is responsible for assuring that the appropriate hardware equipment, related components
and all cabling are installed timely and are suitable for the successful installation of the Licensed
Software.
62 Customer agrees to provide the management interface and support necessary to successfully complete
the implementation of the Licensed Software. This support includes upper level management priority
setting and timely involvement during and after a change in Customer's organization, Customer's
operations and/or after changes in Customer's internal policies or procedures which directly affect the
software implementation.
63 Customer shall assign an upper level employee to serve as the Customer Liaison for the duration of
the Licensed Software implementation. If Customer must replace the Customer Liaison for reasons
beyond its control, Customer will assign a new Customer Liaison as soon as reasonably possible.
New World is not responsible for any delay caused directly or indirectly by the reassignment of the
Customer Liaison. In addition to other duties and responsibilities, the Customer Liaison shall:
(i) provide timely answers to New World's requests for information;
(ii) coordinate a mutually agreeable implementation and training schedule;
(iii) have authority to sign for and obligate Customer (excluding financial obligations which
require City Manager or City Commission approval) to any technical matters relating to
service requests, design documents, performance test documents and /or delivery and service
dates consistent with the terms and conditions of this Agreement;
(iv) in situations where Customer participation is required, provide timely input for systems
definition, detail design, and use of the software system.
6.4 Customer is responsible for creating and maintaining its master files, tables and the like which
includes accurate data entry, accurate file editing and overall file control to assure successful systems
performance.
6.5 Customer shall provide qualified personnel with sufficient backup to be trained to use the Licensed
Software and to interpret the output. Applying the output information to Customer's business
environment is Customer's sole responsibility.
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7.0 ,BILLING AND ADDITIONAL AUTHORIZED WORKSTATION CHARGES
7.1 The attached Exhibits set forth the manner in which fees and payments shall be allocated and made
under this Agreement. Once payments become due and are properly invoiced by New World under
this Agreement, the applicable provisions of the Local Government Prompt Payment Act shall apply.
Past due amounts are subject to a service charge of .5% per month, which charge Customer agrees to
pay. To the extent Customer imposes additional requirements on New World for services other than
those expressly provided in this Agreement, New World retains the right to make additional
reasonable price adjustments and/or any other reasonable adjustments that may be necessitated. Before
performing these additional services, New World will notify Customer in writing that the services are
subject to additional charge(s), and obtain written consent from the Customer's City Manager.
Customer shall not be responsible for any additional price adjustments unless Customer has agreed to
the adjustments in advance and in writing.
7.2 If Customer wishes to add additional authorized workstations or Licensed Standard Software,
Customer agrees to pay the additional License fees at the then current software prices in effect.
SSMA fees shall be increased according to the additional Licensed Standard Software fees on the next
annual billing date after the additional workstations and/or Licensed Standard software is added, or as
specified in the future contract. With said payments, the license provided in Paragraph 1.0 permits
Customer's use of the Licensed Software for the specified workstations.
7.3 Customer shall notify New World if additional authorized workstations need to be added to access
the Licensed Software and will pay the additional authorized workstation fees promptly when
invoiced.
7.4 Any taxes or fees imposed from the course of this Agreement are the responsibility of the Customer
and Customer agrees to remit when imposed unless Customer is exempt from said taxes or fees by
law. If an exemption is claimed by the Customer, an exemption certificate must be submitted to New
World.
8.0 NON - RECRUITMENT OF PERSONNEL
8.1 During, and for a period of twenty -four (24) months after the expiration of, the Standard Software
Maintenance Agreement and /or any renewal maintenance agreement, each party agrees not to solicit or
hire current or former employees of the other without the other's prior written consent.
9.0 CONFIDENTIAL INFORMATION /NON- DISCLOSUREAGRFEMFNT
9.1 Subject to any applicable requirements of the Freedom of Information Act (FOIA) and /or the Florida
Public Records Act, each party shall hold all Confidential Information in trust and confidence for the
party claiming confidentiality and not use such Confidential Information absent express written
consent by the party claiming confidentiality. The other party agrees not to disclose any such
Confidential Information, by publication or otherwise, to any other person or organization. Each party
agrees to timely notify the other party of any request(s) made for disclosure of confidential
information.
9.2 Customer hereby acknowledges and agrees that all Licensed Products are Confidential Information
and proprietary to New World. In addition to the other restrictions set forth elsewhere in this
Agreement or otherwise agreed to in writing, Customer agrees to implement all reasonable internal
measures to safeguard New World's proprietary rights in the Licensed Products that are in the
possession of Customer, including without limitation the following measures:
(i) Customer shall only permit access to the Licensed Products to those persons who require
access and only to the extent necessary to perform Customer's internal processing needs.
(ii) With respect to agents or third parties, Customer shall permit access to the Licensed
Products only after New World has received, approved and returned a fully executed Non -
Disclosure Agreement to Customer (see Exhibit D). New World reserves the right to
reasonably refuse access to a third party after it has evaluated the request. Customer
agrees to provide information reasonably requested by New World to assist New World in
evaluating Customer's request to permit third party access to the Licensed Products. In
addition to any other remedies, New World may recover from Customer all damages and
legal fees incurred in the enforcement of this provision on third party access;
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(iii) Customer shall cooperate with New World in the enforcement of the conditions set forth
in the attached Non - Disclosure Agreement or any other reasonable restrictions New World
may specify in writing in order to permit access;
(iv) Customer shall not permit removal of copyright or confidentiality labels or notifications
from its proprietary materials; and
(v) Customer shall not attempt to disassemble, decompile or reverse engineer the Licensed
Software.
9.3 Customer agrees that in addition to any other remedies that may be available at law, equity or
otherwise, New World shall be entitled to seek and obtain pursuant to law, a temporary restraining
order, injunctive relief, or other equitable relief against the continuance of a breach or threatened
breach of this paragraph 9.0 on Confidentiality and Non - Disclosure without the requirement of proof
of injury as a condition for the relief sought.
9.4 No provision of this paragraph shall be construed to require or obligate Customer to safeguard or to
take steps to safeguard any Licensed Product or confidential or proprietary information of New World
which is not in the possession of Customer.
10.0 LIMITATION OF LIABILITY AND RECOVERABLE DAMAGES
With the exception of claims covered under the insurance provisions of Section 13, New World's entire
liability and Customer's exclusive remedies are set forth below:
10.1 For any claim relating to the non - conformance or imperfection of any licensed software provided
under this Agreement, New World will act in a reasonable manner to correct the defect so that it
conforms to the warranties set forth in paragraph 4.0; or if after repeated attempts to correct the non-
conformity, New World is unable to correct the non - conformity, then Customer may recover its
actual damages subject to the limits set forth in subparagraph 10.2 below. For any other claim arising
under or in connection with this Agreement, Customer may recover its actual damages subject to the
limits set forth in subparagraph 10.2 below.
10.2 New World's total liability to Customer for all claims relating to the Licensed Products and this
Agreement, including any action based upon contract, tort, strict liability, or other legal theory, shall
be limited to Customer's actual damages and in no event shall New World's liability exceed the fees
paid to New World up to the one time project cost as described in Exhibit AA.
10.3 New World shall not be liable for any special, indirect, incidental, punitive, exemplary, or
consequential damages, including loss of profits or costs of cover, arising from or related to a breach of
this Agreement or any order or the operation or use of the Licensed Products including such damages,
without limitation, as damages arising from loss of data or programming caused by Customer's
actions, loss of revenue or profits, failure to realize savings or other benefits, damage to equipment,
and claims against Customer by any third person, even if New World has been advised of the
possibility of such damages. New World's liability for any form of action shall only apply after any
and all appropriate insurance or performance bond coverage has been exhausted.
10A If it is determined that a limitation of liability or a remedy contained herein fails of its essential
purpose, then the parties agree that the exclusion of incidental, consequential, special, indirect,
punitive, and /or exemplary damages is still effective.
11.0 INTEGRATION WITH U.S. COPYRIGHTACT
11.1 In addition to all other provisions provided under this Agreement, Customer and New World agree to
be bound by and to comply with any and all provisions of the U.S. Copyright Act (The Copyright Act
of 1976, U.S.C. Sections 101 -810 (1976) as amended). If a provision of the U.S. Copyright Act and
this Agreement conflict, the more restrictive of the two applies. If it cannot be determined which is
the more restrictive, then the provision within this Agreement shall apply.
12.0 INDEPENDENT CONTRACTOR
123 New World is an independent contractor. The personnel of one party shall not in any way be
considered agents or employees of the other. To the extent provided for by law, each party shall be
responsible for the acts of its own employees.
12.2 Each party shall be responsible for Workers' Compensation coverage for its own personnel.
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13.0 INSURANCE REQUIREMENTS
New World shall not commence work under this Agreement until it has obtained, and provided copies of
insurance certificates to the Customer, the insurance required under this paragraph.
13.1 Workers' Compensation Insurance: New World shall procure and maintain during the term of this
Agreement, Workers' Compensation Insurance for all of its employees who engage in the work to be
performed.
132 Liability and Property Insurance — Comprehensive Form: New World shall procure and maintain
during the term of this Agreement, Liability and Property Damage Insurance in an amount not less
than $1,000,000 on account for each accident; and in an amount not less than $1,000,000 for each
accident for damage to property.
13.3 Automobile Liabilily Insurance: New World shall procure and maintain during the term of this
Agreement, Hired and Non - Ownership Motor Vehicle Bodily Injury and Property Damage Insurance
in an amount not less than $1,000,000 for injuries, including accidental death, to each person; and,
subject to the same limit for each person, in an amount not less than $1,000,000 for each accident; and
in an amount not less than $1,000,000 on account for each accident for damage to property, provided
however that the combined single limit for all automotive related claims shall not exceed $1,000,000.
13.4 Professional Liability Insurance: New World shall procure and maintain through project
completion, Professional Liability insurance in an amount not less than $1,000,000.
13.5 All insurance required by this paragraph shall remain in effect during the entire term of this
Agreement.
14.0 DISPUTE RESOLUTION PROCEDURE
14.I Any dispute or controversy arising out of or relating to this Agreement, or breach thereof, shall be
settled by the following procedure.
Level 1: Before entering into Level 2 or Level 3 of this Dispute Resolution Procedure (DRP), New
World and Customer shall enter into a series of management meetings for the purpose of
resolving the dispute or controversy through normal business management practices. The
series of meetings, consisting of not less than three face -to -face meetings, must be held
between upper -level managers of both Customer and New World. Both parties agree to
put forth their best efforts in these meetings. The first meeting shall be held at Customer's
offices and subsequent meetings will alternate between New World and Customer's
offices. The Level 1 period shall begin when one party gives notice to the other by certified
mail that it is entering into this Level I procedure to resolve the dispute and shall end ninety
(90) days thereafter.
Level 2: Only after the parties have completed Level 1 of the DRP without resolving the dispute or
controversy and before entering into Level 3 of the DRP, Customer and New World shall
enter into a mediation process. Each party shall bear its own costs in preparing for and
conducting mediation, except that the joint costs, if any, of the actual mediation proceeding
shall be shared equally by the parties. The parties shall use their best efforts to complete
mediation within ninety (90) days of starting Level 2. The mediation process is defined as
follows:
The parties shall select a mutually agreeable mediator to aid the parties in resolving
the dispute or controversy. The mediator shall not be an employee or former
employee of either party. The mediation shall be held at a mutually agreeable
location.
Level 3: Only after the completion of both Levels 1 and 2 above without a satisfactory resolution of
the dispute or controversy, either party may bring suit in Federal Court in Orlando. In the
event that a party initiates a Level 3 action, the parties hereby unconditionally waive their
respective rights to a jury trial. Each party shall bear the cost of their own legal expenses if
Level 3 is used.
15.0 TERMINATION
15.1 By Customer: If New World fails to provide the Licensed Software as warranted in accordance with
the terms of this Agreement, Customer may at its option terminate this Agreement with ninety (90)
days written notice as follows:
(i) The termination notice shall provide a detailed description (with examples) of any warranty
defects claimed;
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(ii) New World shall have ninety (90) days from receipt of said notice to correct any warranty
defects in order to satisfy the terms of this Agreement;
(iii) During the ninety (90) day cure period, Customer shall apply sound management practices
and use its best efforts to resolve any issues or obstacles --- including cooperating with New
World and reassigning personnel if necessary to improve the working relationship;
(iv) At the end of ninety (90) days unless the termination has been revoked in writing by
Customer, the Agreement terminates.
15.2 By New World: If Customer fails to make prompt payments to New World pursuant to Paragraph
7.0, or if Customer fails to fulfill its responsibilities under this Agreement, including but not limited
to those outlined in Paragraph 6.0, then New World may at its option terminate this Agreement with
written notice as follows:
(i) The termination notice shall define the reason for termination;
(ii) If the cited reason for termination is Customer's failure to make prompt payment, Customer
shall have ten (10) days from receipt of said notice to make payment in full for all outstanding
invoiced payments due;
(iii) If the cited reason for termination is Customer's failure to fulfill its responsibilities,
Customer shall have ninety (90) days from receipt of said notice to correct any actual
deficiencies in order to satisfy the terms of this Agreement;
(iv) During the applicable cure period, New World will use sound management practices and its
best efforts to resolve any issues or obstacles — including the reassignment of personnel if
necessary to improve the working relationship;
(v) At the end of the applicable cure period, unless the termination has been revoked in writing by
New World, the Agreement terminates.
15.3 In the event of termination by either party, New World shall continue to provide its services, as
previously scheduled, through the termination date and the Customer shall continue to pay all fees and
charges incurred through the termination date as provided in the attached Exhibits.
15.4 Upon termination, Customer shall return to New World all Licensed Products, including any copies
provided to or created by Customer under this Agreement.
15.5 Nothing in this paragraph on termination is intended to infer that either party has or does not have a
claim for damages.
15.6 The Terms and Conditions relating to ownership, warranties, non - recruitment of personnel,
confidentiality and non - disclosure, limitation of liability and recoverable damages, Copyright Act,
dispute resolution and the General provisions (18.0), survive termination.
160 PATENT AND TRADEMARK INDEMNIFICATION
New World agrees to indemnify and save the Customer harmless from and against any and all judgments,
suits, costs, and expenses subject to the limits set forth in this Agreement resulting from any alleged
infringement of any patent or copyright arising from the licensing of the Licensed Standard Software pursuant
to this Agreement, provided that Customer has notified New World in writing of such allegation within
thirty (30) days of the date upon which the Customer first receives notice thereof. New World's obligation
to indemnify and save Customer harmless under this paragraph is void if the claim of infringement arises out
of or in connection with any modification made to the Licensed Standard Software or any use of the Licensed
Standard Software not specifically authorized in writing by New World.
17.0 NOTICES
17.1 Notices to Customer shall be deemed effective when sent by Registered or Certified U.S. Mail to the
business address of the Customer.
17.2 Notices to New World shall be deemed effective when sent by Registered or Certified U.S. Mail to the
following address (or to any other address so specified by New World):
New World Systems Corporation
888 West Big Beaver, Suite 600
Troy, Michigan 48084
Attention: President
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18.0 GENEP,4L
18.1 This Agreement is the entire agreement between the parties superseding all other communications,
written or oral, between the parties relating to the subject matter of this Agreement. This Agreement
may be amended or modified only in writing signed by troth parties.
18.2 This Agreement is governed by the laws of the State of Florida and it shall be binding on the
successors and assigns of the parties.
18.3 Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision or
any other provision of this Agreement.
18.4 No provision contained in this Agreement shall limit or be construed as a waiver of the Customer's
right to sovereign immunity under section 768.28, Florida Statutes. Said section of the Florida Statutes
shall be deemed to be fully incorporated herein by this reference, as may be amended from time to
time.
18.5 The paragraph headings which appear herein are included solely for convenience and shall not be used
in the interpretation of this Agreement. Any provision of this Agreement determined to be invalid or
otherwise unenforceable shall not affect the other provisions, which other provisions remain in full
force and effect.
18.6 This Agreement is entered into solely for the benefit of New World and Customer. No third party
shall have the right to make any claim or assert any right under it, and no third party shall be deemed a
beneficiary of this Agreement.
18.7 Notwithstanding anything contained herein to the contrary, these terms and conditions may be
extended to other public entities for purchase of the license and/or services described under this
Agreement. To the extent they are required, the parties shall execute any requisite cooperative
agreements authorizing such extension of terms and conditions. If this is done, Customer assumes no
authority, liability, or obligation on behalf of any other public entity that may use this Agreement for
any such purchase.
18.8 Other integrated licensed software and services from New World may be purchased by Customer
under the terms and conditions of this Agreement.
18.9 In those situations where Customer requests New World to provide a Performance Bond, New World
will provide a Performance Bond for the one -time project cost listed on Exhibit AA at Customer's
expense. The cost of the bond will be billed to Customer and Customer agrees to pay promptly for
the Performance Bond when invoiced.
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EXHIBIT AA
TOTAL COST SUMMARY AND PAYMENT SCHEDULE
I. Total Cost Summary: Licensed Standard Software, Implementation Services, And Third Party Products
DESCRIPTION OF COST COST
A. LICENSED STANDARD SOFTWARE as further described in Exhibit A $140,600
1. Licensed Standard Software $465,000
2. Less Demonstration Site Discount (324,400)
B. IMPLEMENTATION SERVICES 251,400
1. PROJECT MANAGEMENT as further described in Exhibit B
2. IMPLEMENTATION AND TRAINING SERVICES as further described in Exhibit B
3. INTERFACE INSTALLATION SERVICES as further described in Exhibit B
4. OTHER IMPLEMENTATION SERVICES as further described in Exhibit B
5. DATA FILE CONVERSION ASSISTANCE SERVICES as further described in Exhibit F
6. CUSTOM SOFTWARE/MODIF[CATION SERVICES as further described in Exhibit G
7. TRAVEL EXPENSE (30 trips are anticipated) Estimate
C. DEVELOPMENT SOFTWARE as further described in Exhibit H 32,000
1. Licensed Standard Software 32,000
D. PERFORMANCE BOND 5,000
E. PROFESSIONAL LIABILITY INSURANCE PREMIUM ($10,000 billed annually) 10,000
ONE TIME PROJECT COST: $4
F. STANDARD SOFTWARE MAINTENANCE SERVICES as further described in Exhibit C
PRICING ASSUMES CONTRACT EXECUTION BY FEBRUARY .14, .20.13.
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Exhibit AA / COST SUMMARY AND PAYMENT SCHEDULE
II. Payments for Licensed Standard Software, Implementation Services, and Third Party Products
DESCRIPTION OF PAYMENT PAYMENT
A. LICENSED STANDARD SOFTWARE as further detailed in Exhibit A $140,600
1. Amount invoiced upon Effective Date (25 %) $35,150
2. Amount invoiced 90 Days after Effective Date (25 %) 35,150
3. Amount invoiced 180 Days after Effective Date (25 %) 35,150
4. Amount invoiced 270 Days after Effective Date (25 %) 35,150
B. IMPLEMENTATION SERVICES 251,400
1. Amount invoiced upon the Effective Date $25,400
2. Amount invoiced upon completion of SOW Step 3 - 56,500
Complete and Approve Project Plan
3. Amount invoiced upon completion of SOW Step 4A - 56,500
Technical System Setup
4. Amount invoiced upon completion of SOW Step 7 - 56,500
Conduct User Training
5. Amount invoiced upon completion of SOW Step 8 - 56,500
Conduct Go -Live
C. DEVELOPMENT SOFTWARE 32,000
1. Amount invoiced upon the Effective Date (50 %) $16,000
2. Amount invoiced upon delivery of Licensed Software (50 %) 16,000
D. OTHER COSTS 15,000
1. Performance Bond —invoiced upon Effective Date $5,000
2. Professional Liability Insurance Premium —invoiced upon 10,000
Effective Date and annually thereafter
ONE TIME PAYMENTS: S43g.(lt10
E. STANDARD SOFTWARE MAINTENANCE SERVICES — as further detailed in Exhibit C
ALL PAYMENTS ARE DUE WITHIN THIRTY (30) DAYS FROM RECEIPT OF INVOICE.
Billings are applied ratably to each deliverable included under the total one-time cost. If any deliverable is subject
to sales tax, the tax will be calculated and added as applicable to each billing.
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EXHIBIT A
LICENSED STANDARD SOFTWARE AND PEES
License Fee for Licensed Standard Software And Documentation Selected By Customer:
ITEM I DESCRIPTION
FINANCIAL MANAGEMENT
1. Logos.NET Financial Management Base Suite
- General Ledger
- Budget Management
- Annual Budget Preparation
- Accounts Payable
- Revenue /Cash Receipting
2. Logos.NET Additional Financial Management Software
- Asset Management
- Project Accounting
- Misc. Billing & Receivables
- Government (GASB) Reporting
- Bank Reconciliation
- Work Orders
3. Expanded Revenue Collections
- PC Cash Register Interface (Multi - Application)
4. Logos.NET Procurement Management Suite
- Purchasing Base
- Requisition Processing
- Bid & Quote Management
- Contract Accounting
- Inventory Management
PAYROLL & HUMAN RESOURCES SUITE
5. Logos.NET Human Resources Management Base Suite
- Payroll Processing
- Personnel Management
- Position Control
G. Logos.NET Human Resources
- Employee Event Tracking
- Personnel Action Processing
INVESTMENT
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7. Logos.NET Benefits Management
- Benefits Administration
- Leave Management
8. Logos.NET Additional Payroll & HR Modules
Applicant Tracking
- Position Budgeting
Benefit Tracking (Non - Employee)
UTILITY MANAGEMENT SUITE
9. Logos.NET Utility Management Software
- Water /Sewer/Refuse Base Package
10. Logos.NET Additional Utility Management Modules
- Automatic Meter Read (AMR) Interface "
- Meter and Device inventory
- Service Order Processing
COMMUNITY DEVELOPMENT SUITE
11. Logos.NET Community Development Software
- Business Licensing
- Parcel Management
- Permits
- Municipal Inspections
- Project Planning
- Code Enforcement
- Requests for Services Tracking
12. Logos.NET Additional Community Development Modules
- GIS Integration 5
- Community Development
Business Licensing (4 screens)
Parcel Management (7 screens)
Permits (2 screens)
Municipal Inspections (4 screens)
Code Enforcement (3 screens)
Requests for Services Tracking (1 screen)
- Utility Billing
Base Package (3 screens)
Meter Inventory (I screen)
Service Order Processing (4 screens)
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- Financial Management
Asset Management (2 screens)
Work Orders (1 screen)
eSUITE
13. eSuite Base Software
14. eFinanee
- eSupplier
- ePayments
15. eHR
- elmployee
- eTi mesheets
- eBenelxts Administration
- eRecruit
16. eCommunity
- ePermits
- eLicense
- eRequest
17. eUtility
- eUtilities
BUSINESS ANALYTICS
18. Finance Analytic&
- Includes 3 -4 users
19. Human Resource/Payroll Analytics.
- Includes 3 -4 users
20. Utility Management Analytics
- Includes 3 -4 users
21. Community Development Analytics
- Includes 3 -4 users
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AUTHORIZED USERS
22. Site License for up to 400 Authorized Users G
NEW WORLD STANDARD SOFTWARE LICENSE FEE $455,000
LESS DEMONSTRATION SITE DISCOUNT
(324,400)
Note: A Site License is included for this solution. This Site License entitles the City of Winter
Springs to 400 authorized users for the Standard Software licensed in Exhibit A, to be divided up
between applications. The Site License is available to only the affiliated Public Administration
agencies within the City of Winter Springs,
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Exhibit A / LICENSED STANDARD SOFTWARE AND FEES
Ma101 -MOM .I
1 Personal Computers must meet the minimum hardware requirements far New World Systems' Logos.NET
product. Microsoft Windows XP or greater with IE 7.0 or greater is the required operating systems for all client
machines. Windows 2008 Server is required for the Application Server(s), Web Server(s) and Database Server.
Microsoft SQL Server 2008 is required for the Database Server.
2 New World Systems' Logos.NET product requires Microsoft Windows 2008 Server and Microsoft SQL Server
2008 including required Client Access Licenses (CALs) and Windows Server 2008 External Connector (EC)
licensesfor applicable Microsoft products. Servers must meet minimum hardware requirements provided by
New World Systems.
3 Suggested minimum: IOOMB Ethernet Network. IOM& CA T5 Ethernet Network may have less than adequate
response time. Further consultation would be required to assess your network
4 Currently supports interfaces to Sensus /Rockwell, Neptune, Itron, Radix, Syscon and Schlumberger devices.
Technical assurance must be obtained to verify the .business Partner's software /hardware release level
interface requirements.
5 GIS integration currently supports either ESRI's ArcIMS or ArcGIS Server software; the ArcIMS and ArcGIS
Server software and any services related to the installation and setup of ArcIMS or ArcGIS are not included in
this proposal. The ArcIMS or AreGIS Server software would need to be purchased, installed and set up
separately.
G Additional cost per group of 5 far authorized users is $5, 000.
' Prices assume that all software proposed is licensed.
s Licensed Software, and third party software embedded therein, if any, will be delivered in a machine readable
form to Customer via an agreed upon network connection. Any taxes or fees imposed are the responsibility of
the purchaser and will be remitted when imposed.
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EXHIBIT B
PROJECT MANAGEMENT IMPLEMENTATION AND
TRAINING SUPPORT SERVICES
Project Management Services
New World shall act as Project Manager to assist Customer's management in implementing the Exhibit A
software. This responsibility will include documenting, coordinating and managing the overall Implementation Plan
with Customer's management and the Customer Liaison. Project Management Services include:
a) a summary level Implementation Plan;
b) a detail level Implementation Flan;
c) revised Implementation Plans (if required);
d) monthly project status reports; and
e) project status meetings
• a project review (kickoff) meeting at Customer's location
• progress status meeting(s) will occur during implementation via telephone conference or at
Customer's location; and
• a project close -out meeting at Customer's location to conclude the project.
The implementation services fees described in Exhibit AA include Project Management fees for a period up to 12
months after the Effective Date.
2. Im lementation and Training.Supp ort Hours Recommended
It is recommended that appropriate support hours are allocated for all Licensed Standard Software listed in Exhibit
A to insure successful implementation of and training on each application package. Based on the Licensed Standard
Software listed on Exhibit A, up to 910 hours of New World implementation and training support services have
been allocated for this project. Execs; hours requested shall be billed at the Hourly hate. Avoiding or minimizing
custom or modified features will aid in keeping the support costs to the amount allocated. Customer agrees to
reimburse New World for support trips canceled by Customer less than ten (10) days before the scheduled start
date to cover New World's out -of-pocket costs and lost revenues. The recommended implementation and training
support services include:
a) implementation of each package of Licensed Standard Software; and
b) Customer training and/or assistance in testing for each package of Licensed Standard Software.
The project management, implementation and training support services provided by New World may be performed
at Customer's premises and /or at New World national headquarters in Troy, Michigan (e.g., portions of project
management are performed in Troy).
3. Interface Installation Service
New World shall provide interface installation services as described in this paragraph below. These services do not
include hardware and/or third party product costs which shall be Customer's responsibility, if required. Whenever
possible, these services will be done remotely, resulting in savings in Travel Expenses and Time. If on -site
installation and training is required, Customer will be responsible for the actual Travel Expenses and Time. The
services include the following interfaces.
a) Bank Reconciliation
b) AMR Interface
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Exhibit B / PROJECT MANAGEMENT, IMPLEMENTATION AND TRAINING SUPPORT SERVICES
4. Hardware Ouality Assurance Service
New World shall provide Hardware Systems Assurance of Customer's Logos.NET server(s). These services do
not include hardware and/or third party product costs which shall be Customer's responsibility, if required.
Whenever possible, these services will be provided remotely, resulting in savings in travel expenses and time. If on-
site installation is required, Customer will be responsible for the actual travel expenses and time.
a) Hardware Quality Assurance Services (Standard) Environment:
Hardware Systems Assurance and Software Installation:
- Assist with High Level System Design/Layout
- Validate Hardware Configuration and System Specifications
- Validate Network Requirements, including Windows Domain
- Physical Installation of New World Application Servers
- Install Operating System and Apply Updates
- Install SQL Server and Apply Updates
- Install New World Applications Software and Apply Updates
- Establish Base SQL Database Structure
- Install Anti -Virus Software and Configure Exclusions
- Install Automated Backup Software and Configure Backup Routines
- Configure System for Electronic Customer Support (i.e. NetMeeting)
- Tune System Performance Including Operating System and SQL Resources
- Test High Availability /Disaster Recovery Scenarios (if applicable)
- Provide Basic System Administrator Training and Knowledge Transfer
- Document Installation Process and System Configuration
5: Additional Services Available
Other New World services may be required or requested for the following:
a) additional software training;
b) tailoring of Licensed Standard Software by New World technical staff and /or consultation with
New World technical staff;
c) New World consultation with other vendors or third parties;
d) modifying the Licensed Standard Software;
e) designing and programming Licensed Custom Software; and
f) maintaining modified Licensed Standard Software and/or custom software.
Customer may request these additional services in writing using New World's Request For Service (RFS)
procedure (or other appropriate procedures mutually agreed upon by Customer and New World and will be
provided at the Hourly Rate).
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EXHIBIT C
STANDARD SOFTWARE MAINTENANCE AGREEMENT (SSMA)
This Standard Software Maintenance Agreement (SSMA) between New World and Customer sets forth the
standard software maintenance support services provided by New World.
1. SSMA .Period
This SSMA shall remain in effect for a term of five (5) years, (the SSMA term) beginning on the delivery of
Licensed Standard Software ( "Start Date ") and ending on the same calendar date at the conclusion of the SSMA
term. New World shall provide Customer no- charge SSMA for a period of 365 days from the Start Date.
2. Services Included
New World shall provide the following services during the SSMA term.
a) upgrades, including new releases, to the Licensed Standard Software (prior releases of Licensed
Standard Software application packages are supported no longer than nine (9) months after a new
release is announced by New World);
b) temporary fixes to Licensed Standard Software (see paragraph 6 below);
c) revisions to Licensed Documentation;
d) reasonable telephone support for Licensed Standard Software on Monday through Friday from
8:00 a.m. to 8:00 p.m. (Eastern Time Zone); and
e) invitation to and participation in user group meetings.
Items a, b, and c above will be distributed to Customer by electronic means.
Additional support services are available as requested by Customer at the Hourly Rate.
3. Maintenance for Modified Licensed Standard Software and Custom Software
Customer is advised that if it requests or makes changes or modifications to the Licensed Standard Software,
these changes or modifications (no matter who makes them) make the modified Licensed Standard Software
more difficult to maintain. If New World agrees to provide maintenance support for Custom, Software or
Licensed Standard Software modified at Customer's request, or for prior releases of New World's software, then
the additional New World maintenance or support services provided shall be billed at the Hourly Rate.
4. Billing
Maintenance costs will be billed annually.
5. Additions of Software to Maintenance Agreement
Additional Licensed Standard Software licensed from New World will be added to the SSMA ninety (90) days after
delivery. Costs for the maintenance for the additional software will be billed to Customer on a pro rata basis for the
remainder of the maintenance year and on a full year basis thereafter.
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Exhibit C / STANDARD SOFTWARE MAINTENANCE AGREEMENT
6. Requests for Software Correction on Licensed Standard Software
At any time during the SSMA term, if Customer believes that the Licensed Standard Software does not conform to
the warranties provided under this Agreement, Customer must notify New World in writing that there is a claimed
defect and specify which feature and/or report it believes to be defective. Before any notice is sent to New World, it
must be reviewed and approved by the Customer Liaison. Documented examples of the claimed defect must
accompany each notice. New World will review the documented notice and when a feature or report does not
conform to the published specifications or does not conform as warranted by New World in paragraph 4.0 of this
Agreement, New World will provide software correction service at no charge. A non - warranty request is handled
as a billable Request For Service (RFS) provided at the Hourly Rate.
The no- charge software correction service does not apply to any of the following:
a) situations where the Licensed Standard Software has been changed by anyone other than New
World personnel;
b) situations where Customer's use or operations error causes incorrect information or reports to be
generated; and
c) requests that go beyond the scope of the specifications set forth in the current User Manuals.
7. Maintenance Costs for Licensed Standard Software Packages Covered for NET Server(s)
New World agrees to provide software maintenance at the costs listed below for the New World Licensed Standard
Software packages described in Exhibit A.
Annual Maintenance Cost
Year l
No charge
Year 2
$52,000
Year 3
52,000
Year 4
52,000
Year 5
52,000
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EXHIBIT D
NEW WORLD SYSTEMS CORPORATION
NON - DISCLOSURE AND SECURITY AGREEMENT FOR THIRD PARTIES
This Agreement, when accepted and executed by New World, grants the undersigned the permission to use and /or have limited
access to certain New World Systeme Corporation (New World) proprietary and /or confidential information.
Installed At: City of Winter Springs Located At: 1126 E. State Road 434
Customer Name Winter Springs, FL 32708
Authorized Signature of Customer:
Name (Please Print or Type) Title Signature
In exchange for the permission to use or have access to New World proprietary and/or confidential information, including
without limitation, New World software and /or documentation, the organization and individual whose names appear below,
agree to the following:
1. No copies in any form will be made of New World proprietary or confidential information without the expressed written
consent of New World's President, including without limitation, the following:
a) Program Libraries, whether source code or object code;
b) Operating Control Language;
c) Test or Sample Files;
d) Program listings;
e) Record Layouts;
f) All written confidential or proprietary information originating from New World including without
limitation, documentation, such as user manuals and /or system manuals; and/or
g) All New World Product Bulletins and /or other New World Product related materials.
2. New World software, New World documentation, or other proprietary or confidential information shall not be used for
any purpose other than processing the records of the Customer identified above as permitted in the Customer's Standard
Software .License and Services Agreement with New World.
3. The undersigned agree(s) that this Agreement may be enforced by injunction in addition to any other appropriate
remedies available to New World. If it is determined that the money damages caused by the undersigned's failure to
comply with the foregoing terms are difficult to ascertain, they are hereby estimated at liquidated damages of no less than
three times the then - current License Fees for the License Software provided to Customer under the Standard Software
License and Service Agreement between Customer and New World.
Agreed and Accepted by Third Party (Organization) Agreed and Accepted by Third Party (individual)
Organization: Individual:
By: By:
Title: Title:
Date: Date:
Accepted and Approved by New World Systems Corp.
By:
Title:
Date:
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EXHI1BIT E
DEMONSTRATION SITE DISCOUNT
New World has provided Customer a significant discount in exchange for the privilege of using Customer's site
for demonstration purposes. Accordingly, after the Licensed Software has been delivered and successfully installed,
Customer agrees to act as a demonstration site for prospective New World customers, not to exceed two (2) times
per year unless Customer agrees, at its discretion, to allow additional demonstrations. Customer also agrees to
serve as a reference or remote demonstration site on the telephone for prospective New World customers under the
same conditions as specified above. By agreeing to be a demonstration site, Customer is not necessarily endorsing
the New World software and Customer will not actively participate in any type of marketing and advertising
campaign for or on behalf of New World.
Demonstrations will be coordinated with the appropriate Customer personnel and will be scheduled to minimize the
interruption to Customer's operations. New World will provide Customer reasonable notice for preparation.
Customer reserves the right to schedule such demonstrations at mutual convenient times and shall also have the
right to cancel or reschedule any demonstration if the Customer reasonably believes that the demonstrations would
interfere with its business operations.
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EXHIBIT F
DATA FILE CONVERSION ASSISTANCE
New World will provide conversion assistance to Customer to help convert the existing data files specified below.
If additional files are identified after the contract execution, estimates will be provided to Customer prior to New
World beginning work on those newly identified files.
1. General
a) This conversion effort includes data coming from the following sources: Kiva for Community
Development and Munis for Financial Management, Payroll and Utility.
b) No data cleansing, consolidation of records, or editing of data will be part of the data conversion
effort. Data cleansing, removal of duplicate records, and editing must take place by Customer
prior to providing the data to New World
2. Mew World Responsibilities
a) New World will provide Customer with a conversion design document for signoff prior to
beginning development work on the data conversion. No conversion programming by New
World will commence until Customer approves this document.
b) New World will provide the data conversion programs to convert Customers data from Kiva for
Community Development and Munis for Financial Management to the New World Licensed
Standard Software for the specified files.
c) As provided in the approved project plan for conversions, New World will schedule a conversion
analysis trip and a separate data conversion testing trip to Customer's location. The conversion
testing trip for each application is a billable support trip, using standard Exhibit B hours, which is
scheduled in conjunction with the delivery of the converted data to the Customer.
d) New World will provide the Customer up to 3 test sets of the converted data. Additional test
sets requested may /will require additional conversion costs.
e) New World will provide the standard conversion record layouts to the Customer and convert the
available data elements defined in the standard conversion record layouts.
f) Up to seven years of historic data will be converted by New World.
3. Customer Responsibilities
a) Customer will provide data in standard conversion record layouts as provided by New World.
Submitted data files must include an accurate count of records contained in the files.
b) Data will be submitted to New World in one of the following formats: AS /400 files, Microsoft
SQL Server database, Microsoft Access database, Microsoft Excel Spreadsheet, or an ASCII -
format delimited text file. Data and databases will be transferred using the New World ftp site.
c) Customer understands that files or tables containing less than 100 records or table entries will not
be converted.
d) As provided in the project plan for conversions, Customer will provide a dedicated resource in
each application area to focus on conversion mapping and testing. This includes dedicating a
support person(s) whenever New World staff is on site regarding conversions. Roughly a one to
one commitment exists for Customer commitment and New World commitment. Customer
understands that thorough and timely testing of the converted data by Customer personnel is a
key part of a successful data conversion.
e) Customer agrees to promptly review conversion deliveries and signoff on both the conversion
design document and on the final conversion after the appropriate review. Applying the converted
data to the production (Live) environment will constitute conversion acceptance by Customer.
f) If the Customer cannot provide data in the format defined in New World's standard conversion
record layouts then New World will map the data to New World's standard conversion record
layout at the Hourly Rate. The Customer must provide complete file and field definitions for
New World to map the data.
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Exhibit F / DATA FILL CONVERSION ASSISTANCE
4. Files to be converted
Up to I I files from the following possible sources are included.
Financial
- Vendor Information
-Asset Management (Fixed Assets)
- General Ledger /Budget History
Payroll
- Employee Information
- Employee Detailed Earnings History
- Position Master File
Utility
- Utility Information
Community Development
- Permit/Inspection History
- Business License Information /Contractors
- Request for Service Cases
-Code Enforcement Violation
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EXHIBIT G
CUS"T"OMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS / MODIFICATIONS AND / OR
CUSTOM SOFTWARE
T. Definition of Project
New World will provide the Customer requested Standard Software Enhancements and /or Custom Software as
discussed below to address the Customer's requirements. Customer agrees to cooperate in not making
modifications and enhancements too extensive as defined in the 2(b)(1) procedure below.
An analysis and assessment to verify the scope of effort for the project will be conducted. A revised estimate for the
modifications /interfaces may be provided at the conclusion of the assessment. Customer may elect to cancel or
proceed with the modifications /interfaces based on the revised estimate.
Capabilities included in the initial scope:
a) Custom Software /Interfaces
(I) Laserfiche Document Imaging Interface: Enables the user to directly access a 3rd Party
Document Imaging application to view scanned documents associated to a transaction or
master record. Functionality is currently available in the following areas: Accounts
Payable Invoices, Payments (Checks), Revenue Collection Receipts, Journals, Purchase
Orders, Requisitions and Employees, and Service Order for Utility Billing,
(2) Geogrghic_Technologies Group (GTG) Interface: NWS / GTG Parcel Synchronization
Adapter. This adapter enables the GTG Parcel Address Synchronization tool (PAST) to
integrate parcel and parcel ownership changes across the New World Systems and ESRI
property databases.
(3) Avolve Pro'ectDox: One -way interface between New World Community Development and
Avolve ProjectDox.
With New World providing consultation, Customer is responsible for obtaining technical contacts
and /or technical specifications from the third parties involved.
2. Methodology to Provide Enhancements and /or Custom Software
a) Definition of New World's Responsibility
This project includes the following activities to be performed by New World.
(I) Review of required features with Customer. Only items identified in Paragraph I above will be
provided in this implementation plan.
(2) Preparation of Requirements Document (RD) to include:
• Detailed description of the required feature
• menu samples
• screen samples
• report samples
(3) Programming and programming test.
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Exhibit G / CUSTOMER REQUESTED STANDARD SOFTWARE ENHANCEMENTS /
MODIFICATIONS AND / OR CUSTOM SOFTWARE
(4) On -site training, testing and/or other support services at the Hourly Rate.
For modification requiring over fifty (50) hours of work, New World utilizes a design document
procedure [see 2(b)(1) below]. For smaller modifications, New World uses a Request For Service
(RFS) procedure. Both procedures are reviewed with Customer at a pre - installation planning meeting.
The RFS procedure utilizes a form with a narrative description and supporting documentation if
applicable to define the work to be done.
b) Implementation Schedule
Activi
Targeted Time Period
(1) Complete Design Review with Customer Staff, Customer To be determined
agrees to be reasonable and flexible in not attempting to design
the modifications to be more extensive than called for in the
scope (cost and schedule) of this project.
(2) New World submits completed RD to Customer.
(3) RD is accepted and signed off by Customer (no programming
will be done by New World until the formal sign -off and
Customer's authorization to proceed in writing).
(4) New World completes programming from RD and provides
modified software to Customer.
(S) Software Modification Acceptance Test based on RD.
c) Customer's Responsibility
To be determined
To be determined
To be determined
To be determined
All Customer requested changes after RD sign -off must be documented by Customer and authorized
in writing including potential costs, if any. Additional changes will most likely delay the schedule and
may increase the cost.
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EXHIBIT H
DEVELOPMENT SOFTWARE
The following Development Software modules, when developed, will be delivered to Customer as Licensed
Standard Software:
ITEM I DESCRIPTION
FINANCIAL MANAGEMENT
1. Expanded Revenue Collections
- Integrated Credit Card Processing (development)
COMMUNITY DEVELOPMENT SUITE
2. Logos.NET Community Development Software
- Special Assessments (development)
eSUITE
3. eHR
- eTraining (development)
4. eCommunity
- eParcels (development)
INVESTMENT
Implementation, training, support services, and SSMA costs are not included in this Agreement. SSMA costs will
be added to Customer's current SSMA fees as described in Exhibit C to this Agreement. Implementation, training,
and support services associated with the Development Software will be provided at the Hourly Rate.
Payment terms for the Development Software are described in Exhibit AA.
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EXHIBIT I
INCORPORATION BY REFERENCE OF NEW WORLD'S RESPONSE TO CUSTOMER'S RFP
SOFTWARE SPECIFICATIONS
For the applications licensed on Exhibit A, the New World Detail Response to the software specifications of
Customer's RFP, titled RFP #006 /ll /SB, Integrated Enterprise Revenue Planning Solution for Finance and
Community Development dated July 6, 2011, is incorporated in this Agreement by reference.
All items coded "Yes" (as qualified) in the New World Detail Response to Customer's RFP Questionnaire are
deemed Customer software specifications and will be provided to Customer through currently existing Exhibit A
software capabilities, Customer's use of 3`a Party software, custom programming provided by New World and/or
future enhancements to Exhibit A software provided under Exhibit C. Items that are qualified, or coded as requiring
modification, may be provided using Exhibit B support services at the then current daily rates.
If the terms and conditions of the New World Detail Response to the specifications of the RFP and this Agreement
are in conflict, the governing terms and conditions shall be this Agreement.
If Customer has not licensed the software on Exhibit A to meet a software specification, then that specification shall
not apply in any acceptance test and /or to fulfi ll the above criteria.
Winter Springs, FL CONFIDENTIAL Page 28 of 29
WINT 13LID 0215 (13L1B -0211) Executable.doc
APPENDIX i
STATEMENT OF WORT{
Placeholder for Statement of Work
Winter Springs, FL CONFIDENTIAL Page 29 of 29
WINT 13LID 0215 (13L B -0211) Executable.doc
New World Ink Systems@
The Public kdor Software Company
Attachment 1
City of Winter Springs
Florida
r'
Prepared by:
New World Systems
888 West Big Beaver Road, Suite 600
Troy, Michigan 48084
Phone: (248) 269-1000
www.newworldsystems.com
February 15, 2013
CITY OF WINTER SPRINGS, FL
Document Control Sheet
General Information
Project Name
Project Manager
Business Owner (Key Sponsor)
Provider Single Point of
E -Mail
File Location (link)
Contact
Document Prenaration Information
Author
Date
Organization Name
Phone Number
E -Mail
File Location (link)
Distribution and Approval
Name Title and Organization Signature Approval Date
Chan a History
Date Change Description Approved By
INNew World Systems-
Page ii
Proprietary and Confidential
r-. #
STATEMENT OF WORK
Table Of Contents
Page
STATEMENTOF PURPOSE ....................................................................................................... ............................... S
GENERALASSUMPTIONS ......................................................................................................... ..............................2
NEWWORLD AND CUSTOMER STAFF ..................................................................................... ............................... 3
NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW ................................................. ..............................5
PHASE: INITIATION .......................................................................................................................... ..............................8
Step 1: Conduct Start -up Activities ..........................................................................................
..............................9
PHASE: PLANNING ........................................................................................................................
.............................14
Step 2: On -Site Account Management Planning Meeting
..................................................... .............................15
Step 3: Complete and Approve Project Plan ...........................................................................
.............................21
PHASE: CONSTRUCTION ..................................................................................................................
.............................26
Step 4: Standard Solution Build ..............................................................................................
.............................27
Step5., Functional Review ......................................................................................................
.............................31
Step 6: Finalize Configuration ................................................................................................
.............................34
PHASE: TRANSITION ...............................................................................
............................... 37
Step7: Conduct User Training ..............................................................................................
.............................38
Step8: Conduct Go- Live .........................................................................................................
.............................39
Step 9: Implement Post Go -Live Deliverables ......................................................................... .............................41
PHASE: CLOSING ...........................................................................................................................
.............................43
Step 10: Project Closure Activities .......................................................................................... .............................44
Page iii
NEI New World Systems' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
STATEMENT OF WORK
STATEMENT OF PURPOSE
This Statement of Work (SOW) defines the principal activities and responsibilities of the City of Winter
Springs, Florida, (Customer) and New World for the implementation of an integrated system consisting
of
The integrated technology shall be provided by New World to transition from the existing technology
supporting Customer's participants and to support Customer's operation.
This SOW requires that New World and Customer provide the management leadership and staff
commitment to fulfill their responsibilities as described in the Agreement.
10 Page Z
New World System§ Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
STATEMENT OF WORK
GENERAL ASSUMPTIONS
1. This Statement of Work will be utilized by New World and Customer to manage
implementation of the New World technology and to transition Customer from its existing
technologies and operation to the technology provided and described in the Agreement.
2. Work will be performed at Customer's location and New World's project offices and will be
performed on business days during Customer's normal business hours, except when both parties
agree otherwise.
3. The project consists of the delivery, installation, configuration, testing, implementation and go-
live of the licensed Standard Software that provides the functionality and operation described in
this Agreement.
4. Additional work activities and software functionality not described in the Statement of Work will
be considered a change to this project and will be authorized by Customer using the Project
Change Request.
S. Customer and New World expect and agree that the Statement of Work will be modified from
time to time, especially after New World gains a more complete understanding of Customer's
existing technologies, business practices and operations.
NMI New World Sytenv2
Page 2
Proprietary and Confidential
CITY OF WINTER SPRINGS, F.
STATEMENT OF WORK
MEW WORLD AND CUSTOMER STAFF
Responsibilities of New World and Customer staff are described in the Agreement and this Statement
of Work.
NEW WORLD EXECUTIVE SPONSORS
Sandro Viselli, Vice President Customer and Product Operations
Mr. 'Viselli is the New World Executive responsible for professional services and support for
all projects. He will stay actively involved in the project implementation and will attend several
on -site project status meetings.
Andy Breeden, Director Professional Services
Mr. Breeden and his team of project managers and trainers are responsible for the
implementation of the Customer project. He will be active in the project implementation and
scheduling of resources. In addition, he will have direct contact on a regular basis with the
Customer Project Manager to ensure the highest level of satisfaction during project
implementation
PROJECT TEAM
TBD, Project Manager
A project manager will be assigned to the project upon Agreement signing. The Project
Manager may provide some of the initial set up and training and will also be a technical liaison
to New World. In addition, the Project Manager will generate all status reports and
correspondence.
Steve Vetter, Director Customer Support
Mr. Vetter will oversee the operation of the Customer Support Team, including the Call Center.
He will work closely with the New World and Customer Project Managers to ramp up the
support team to provide support during go -live and ongoing support thereafter.
TBD, New World On -Site Installation Support
These professionals will be assigned to the implementation of the New World deliverables.
They will provide the initial set up, testing and user training, along with recommendations for
additional training staff as required.
Page 3
New World SystenV Proprietary and Confidential
CITY OF WINTER SCORINGS, FL
CUSTOMER EXECUTIVE SPONSORS
STATEMENT OF WORK
TBD, Customer Senior Manager
TBD will be the primary senior management contact for New World. He /She will be responsible
for senior management communications regarding the overall relationship, contractual matters,
gaining approvals from funding sources when necessary, overseeing Customer project
governance and will coordinate any senior management activities of Customer's staff in
fulfilling the Customer's responsibilities within this SOW and the Agreement.
TBD, Customer Project Manager
TBD will be the primary contact for New World. He /She will be responsible for
communication with the Customer regarding project progress, issues and /or changes and will
coordinate and manage activities of Customer's staff in fulfilling the Customer's
responsibilities within this SOW and the Agreement.
TBD, System Administrator
The System Administrator (SA) will be responsible to ensure Customer's network, servers and
client (PC) environment (i.e., Customer's hardware and system software infrastructure) is
installed and maintained properly; provide operational support of Customer's hardware and
system software infrastructure; provide operational support for New World Standard Software
to Customer's user staff and perform backup, recovery and routine update procedures for New
World's Licensed Standard Software.
10 Page 4
New World Systems' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
NEW WORLD SYSTEMS PROJECT METHODOLOGY OVERVIEW
The focus of New World's Project Manager, Program. Management Office (PMO), services team, support
team and all personnel associated with this project is to assist the Customer complete their project
successfully.
Since its inception, New World has successfully completed thousands of Customer projects and
developed a standard project management methodology that is predictable, repeatable, lowers risk and
maximizes Customer success. This standard approach, the New World Project Implementation
Methodology (PIM), is based upon a combination of Project Management Institute (PMI) guidelines
(PMBOK) and years of successful New World project management activity deploying public safety
solutions.
The New World PIM is the standard process that New World follows for all project implementations.
Projects are divided into five distinct phases during implementation:
1. Initiation — Engage project management, establish initial communication channels and begin
planning
2. Planning — Create and approve the Project Plan
3. Construction — Execute the Project Plan to convert data, to integrate with external touch points,
and to configure and review the system for overall solution readiness
4. Transition — Train users, execute go live, complete post -go live activities and finalize Customer
application customizations
5. Closing — Review and approve the project closure, disengage project management and formally
transfer Customer to Account Management team
Each phase consists of one or more steps. Each step includes:
1. New World responsibilities — Activities New World staff is responsible to perform
2. Customer responsibilities — Activities Customer staff is responsible to perform
3. Inputs (prerequisites) — Items that must be completed prior to the start of the step and are used
during the step
4. Outputs (completion criteria) — Items that must be completed during the step and are
requirements in order to consider the step complete (outputs are often the inputs of future steps
and must be completed in order to keep the project on track)
A diagram of the Project Implementation Methodology is shown on the following page. Although the
steps on the diagram are sequential, over time, steps will overlap.
Page 5
New W0r'rd ,5yst 'm§ Proprietary and Confidential
CITY OF WINTER SPRINGs, FL.
STATEMENT OF WORK
New World Systems Project Implementation Methodology .............. ..............................:
I
Initiation
Planning
' Construction
Transition
Closing
CSTART
40
i
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The key tasks and related project deliverables that comprise the work breakdown structure (WBS) of the
Project Implementation Methodology are shown in the diagram on the following page. Each step and
project deliverable are described in detail in the sections following this diagram. The full work WBS is
embedded in the Project Schedule template (mpp), which is used in conjunction with this methodology.
10 New World Systems `
Page 6
Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORD
New World Systems Project Implementation Methodology
............................ ...............................
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Planning
Construction
Transition
Closing
START
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�� Ste j Task! Task Live es Customer Requires Signoized
^ 11 p -. JE Deliverable Executive Review Meetings V Customer Sigaotf
13 Page 7
New World Systems` Proprietary and Confidential
CITY OF MINTER SPRINGS, FL
STATEMENT OF WORK
PHASE: Initiation
Purpose: Engage project management, establish initial communication channels and begin planning.
Description of Phase: The Initiation Phase consists of one step. During this Phase, the New World and
Customer Project Managers are assigned and the New World Sales representative initiates the formal
transition of the project to the New World Operations team. This team. includes Executive Sponsorship,
Senior Program leadership, Program Office Management (PMO) governance, Project Management and
Delivery Center specialists. In this Phase, this Operations team establishes a foundation for program
governance, retention of project artifacts and takes ownership of the Customer communications and the
execution of the Agreement.
1
New World Systems Project Implementation Methodology
Initiation Planning Construction: Transition Closing
START
p
Acct Mgmt,
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4
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InEGENB Step Task Includes Review Meetings r'.l customer A ignoffetl
Executive 12aview Hastings V Gustomer $igno4f
NMI New World S Sien2SG" Page s
,y Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
Step 1: Conduct Start -up Activities
STATEMENT OF WORK
A. Project Initiation
Overview: Within one week of Agreement execution, the Customer's project will be initiated. Key
activities include:
I . Initial call to the Customer to set the date and time for a Startup Activities conference call
2. PMO establishes framework for project execution and governance (e.g., project metrics /status
reporting, project artifact storage)
3. Execution of the Agreement is assigned to a delivery team (e.g., Executive Sponsor, Project
Manager)
New World responsibilities: The Sales Representative is responsible for the initial call to the Customer
and the PMO is responsible for initiating the project at New World and establishing the framework for
governance.
Customer responsibilities: None
Inputs (prerequisites):
1. Agreement
2. Turnover Document
Outputs (completion criteria):
1. Phone call with Customer
2. Storage of project artifacts and governance framework established on the Project Management
Portal
Page 9
1"ki New World Systemss` Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
B. Perform Internal Turnover
STATEMENT OF WORK
Overview: The assigned New World Project Manager will coordinate and facilitate an internal turnover
meeting with key staff members associated with project planning, development and implementation. Key
staff members include:
■ New Account Sales /Customer Care Manager
■ Solution Consulting Practice Manager(s)
■ Solution Consulting Administrative Assistant
■ System Assurance Manager / Technical Lead
■ PMO Manager
■ Project Manager
■ Professional Services Manager
■ Data Conversion Manager
■ Interface Manager
■ Customer Support Account Manager
■ Others as needed
New World responsibilities: Individual responsibilities are described below:
Proiect Manager:
1. Review the Agreement and Customer Agreement Assessment Report
2, Review Turnover Document
3. Coordinate and schedule meeting
4. Create and distribute meeting agenda
5. Conduct meeting
6. Facilitate a discussion that defines delivery structure and proposed project schedule for this
project (e.g., application build approach /WBS; Delivery Center Technical Leadership, anticipated
timeline)
7. Initiate the Project Management Plan and Project Binder (internal document)
8. Document action items, issues and risks in Project Management Plan
Other New World employees:
1. Prior to the meeting,
a. PMO creates the Customer Agreement Assessment Report, They review the project initiation
documents (e.g., Agreement, Turnover Document), highlight key deliverables, Customer
expectations, terms and conditions and verify that the Customer billing plan conforms to the
Agreement.
b. PMO will create an initial Project Schedule where the VMS is aligned with the deliverables
defined in the Agreement.
c. Each attendee will review all project related information, i.e., Agreement, internal
documentation, meeting agenda, etc.
2. Attendees will prepare questions and observations requiring further discussion
3. Attend meeting and discuss agenda items
4. Document and follow up on any items requiring their attention
Page 10
1"Ll New World Systen s` Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
Customer responsibilities: None
Inputs (prerequisites):
1. Turnover Document (internal document)
2. Agreement
3. Project Manager assigned
4. Customer Agreement Assessment Report (internal use only)
S. Project Management Plan
6. Project Schedule Template
7. Project Binder (internal document)
STATEMENT OF WORK
Outputs (completion criteria):
1. Tracking system updated with entries (cases) for Customerlcontract deliverables
2. First iteration of the Project Schedule, Project Management Plan and Project Binder
Page 11
10 New World Systems' Proprietary and Confidential
C. Conduct Start -up Activities Meeting
Overview: The Project Manager will facilitate a meeting with the Customer. The objectives for this
meeting are:
I . Introduction of New World's Project Manager and Executive Management team
2. Describe key teams /groups and identify their roles and responsibilities during the project
3. Discuss expectations of Customer and New World
a. Senior Customer leadership will be required for executive project reviews and signing
approval documents
b. Project timeframes
4. Discuss New World Project Methodology Overview
5. Discuss Account Management Planning meeting agenda and objectives
b. Set date for on -site Account Management Planning meeting and discuss site preparation
7. Discuss keys to projects success
8. Schedule System Assurance Phone conference
9. Obtain topology diagram of Customer's network
New World responsibilities: The Sales Representative is responsible for arranging and coordinating the
meeting through the initial Customer phone call.
Customer responsibilities: Attend meeting and be prepared to discuss agenda items. Supply updated
topology diagram of the network.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Standard Meeting Agenda and Presentation template for meeting
3. Project Management Plan
4. Initial Project Schedule
Outputs (completion criteria):
1. Post -Trip Report (when conducted on site) or follow -up email (when conducted remotely via
conference call)
2. Updated Project Schedule
a. Initial baseline based on project size and deliverables
b. Initial Customer meeting activities defined
3. Customized meeting agenda and presentation
4. Updated Project Status record; include initial project baseline dates
5. Updated Project Management Plan (e.g., action items, issues, risks identified)
5. Supporting documentation
7. Project Managers, Executive Manager and Subject Matter Experts (SMEs) roles reviewed
S. Customer supplied topology diagram of the network
9. Scheduled System Assurance Phone Conference
Page 12
New W World Syste ms' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
D. Supporting Conference Calls
STATEMENT OF WORK
Overview: The System Assurance Technical Lead will work with the Project Manager to coordinate and
facilitate a conference call with the Customer to address System Assurance planning / analysis. The key
objective of this conference call is to ensure the Customer understands what information is needed for
the System Assurance process to be successful and to establish an agreed upon timeline for this
information.
New World responsibilities: System Assurance Technical Lead facilitates conference call with the
Customer and New World technical resources to address the initial System Assurance planning and
analysis..
Customer responsibilities: Customer leadership and technical resources participate in conference
call(s) to address the initial System Assurance planning and analysis. Customer to complete relevant
survey(s) and data collection documents (after complete of the conference call).
Inputs (prerequisites):
1. System Assurance conference calls scheduled
2. System Assurance meeting agendas and presentation templates
3. Relevant survey, data collection templates
Outputs (completion criteria):
1. Completed Systems Assurance Conference
2. Customized System Assurance meeting agenda and presentation template
3. Updated Project Management Plan (e.g., action items, issues identified)
4. Updated Project Schedule
S. Survey and data collection documents (completed by the Customer)
6. Supporting documentation
7. Store project artifacts and update status of project on Project Management Portal
Page 13
NEI New World System§ Proprietary and Confidential
CITY OF WINTER SPRINGS, FIL STATEMENT OF WORK
PHASE. Planning
Purpose: Create and approve the Project Management Plan.
Description of Phase: The Planning Phase consists of two steps. During this Phase, New World and
Customer Project Managers organize the project, establish project teams, confirm requirements, develop
the Project Plan and obtain senior management approval for the Project Plan.
011
New World Systems Project Implementation Methodology
Initiation Planning Construction Transition Closing
START j 4 Conduct laser 10
2 StandardSolutian Training roject Closure
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�elivemkles
LEGENQ Step Exec Live es Customer ` Requires Signoff
Executive Review Meetings Customer Signaff
Page 14
New World System. Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
Step 2: On -Site Account Management Planning Meeting
A. Conduct Account
Management Planning Meeting
STATEMENT OF WORK
B. Conduct Application
Validation Set Workshop
C. Perform Data Conversion
Analysis (when applicable)
A. Conduct Account Management Planning Meeting
Overview: During this event, the assigned New World Project Manager will coordinate a series of on-
site meetings with key Customer and SMEs associated with project planning, development and
implementation. In addition, we will conduct a high level review of the Customer's business practices,
environment and workflow to examine their fit into the New ''World software product. In this series of
meetings, New World and the Customer will establish project methods, project acceptance criteria and
governance. Key topics include:
1. Executive overview with Executive Management and identification of Customer Executive
Sponsor(s)
2. Review of project scope (Agreement, project methodology) with Customer project management
3. Development of the Project Management Plan
4. Discuss initial Project Schedule and resource management policy
5. Presentation of the overall implementation strategy, roles, responsibilities and keys to project
success
6. High level review of Customer workflows and policies to establish the foundation to facilitate
discussions related to a proposed timeline, custom requirements and an initial training schedule
7. Address go -live requirement for custom interfaces, and/or data conversions.
Key meeting participants include:
1. Senior/Executive Sponsor
2. General Manager Professional Services
3. New Account Sales or Customer Care Account Manager
4. New World Project Manager
5. Customer Senior Management /Exec Sponsor
6. Customer Project Manager
7. Customer SMEs
New World Responsibilities: During this event, the Project Manager (and /or designee) will meet with
Customer staff and review requirements for the various items listed above. Once complete, the Project
Page 15
New World Systems' Proprietary and Confidential
CITY of WINTER SPRINGS, FL STATEMENT OF WORK
Manager (and/or designee) will document the requirements and distribute the information to the
appropriate members of the implementation team. The New World Project Manager responsibilities
include:
I. Establish framework for account management, roles and responsibilities of New World and
Customer
2. Review Agreement
3. Review project methodology
4. Establish initial Project Management Plan
a. Roles and Responsibilities
b. Communication PIan
e. Risk Management Plan
d. Initial issues / concerns
5. Propose initial Project Schedule
6. Define an initial Training Plan
7. Update the Project Management Plan and Project Schedule
8. Create the initial requirement definition for custom requirements (e.g., software modifications,
custom interfaces, data conversion); clearly define implementation timing (e.g., go -live vs. post
go- live).
9. Conduct Executive Sponsorship meeting
Once compiled, documents will be provided to the Customer for review.
13 Page 16
New World SysCew§ Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
Customer Responsibilities: The Customer is responsible for:
1. Site preparation (conference rooms, audiovisual equipment, etc.)
2. Meeting coordination with Executive Sponsors, supervisors, SMEs to support all contracted
modules and functions, including but not limited to:
3. Agreement to account management framework, relationship approach and time schedule for
project reviews
4. Attending and participating in the Account Management Planning Meeting
5. Providing the necessary technical specifications on interfaces
6. Providing complete user stories for custom enhancements
7. Providing liaison support with agencies and vendors required to support interfaces
8. Identifying any non- standard New World reports not yet identified or included in the Agreement
9. Providing appropriate technical staff necessary to complete technical surveys
10. Reviewing all documentation compiled through this process, including the Requirements
Document(s) submitted by New World and identify specific issues in writing
Inputs (prerequisites):
I. Agreement
2. Meeting Agenda / Pre -Trip Report
3. Presentation template
4. Resource Management Policy
5. Customer completed surveys, data collection documents
6. Standard workflow templates (when applicable)
7. Project Management Plan
8. Project Binder (internal document)
9. Data Conversion, System Assurance templates (when applicable)
10. Initial Project Schedule
11. Topology diagram of Customer's network
12. Agreement
13, Requirements Definition template
Outputs (completion criteria):
1. Post -trip Report
2. Framework established for account management, roles and responsibilities of New World and
Customer
3. Agreement reviewed
Page 17
NO New World Systems' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
STATEMENT OF WORK
4. Project methodology and planning templates reviewed
S. Agreement on initial Project Schedule and initial Training Plan
6. Initial Requirement Definitions (e.g., software modifications, custom interfaces, data conversion),
clearly defined implementation timing (e.g., go -live vs. post go -live)
7. Define timeframe for next Executive Sponsorship discussion
8. Change Order (when applicable)
9. Contract Addendum (wren applicable)
10. Updated Project Management Plan
11. Updated Project Binder (internal document)
12. Updated Project Schedule
a. All activities sequenced (dependencies applied)
b. Project Schedule defined
13. Supporting documentation
14. Store project artifacts and update status of project on Project Management Portal
Page 18
NMI New World Systems` Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
B. Conduct Application Validation Set Workshop
Overview: During this event, New World will conduct Application Validation Set Training for
designated Customer SME personnel to acquire the knowledge necessary to define the validation sets
that are necessary to configure the initial application database, In this workshop, but Customer SME
team will learn about the different types of information that must be defined and the method to
communicate the validation set data.
New World responsibilities:
1. Provide up -to -date user manuals to workshop participants
2. Instruct Customer personnel on the validation sets information and process for the various
contracted modules and associated application database
Customer responsibilities:
1. Convene workshop team of SMEs for this training
2. Attend and participate in the Application Validation Set Training
Inputs (prerequisites):
1. Pre -Trip Report
2. Training material
3, Validation Set workbook(s)
4. Training room with computers running New World application
Outputs (completion criteria):
1. Post -Trip Report
2. Updated Project Plan
3. Updated Validation Set workbook(s)
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1"Ll New World Systems` Proprietary and Confidential
CITY OF MINTER SPRINGS, FL STATEMENT OF WORK
C. Perform Data Conversion Analysis
Overview: Using the established guidelines from the contract, prepare Customer and New World for
data conversion and migration. New World will analyze Customer source data, develop and deliver a
Data Conversion /Migration Plan. This process will be initiated during the on -site Account Management
Planning meeting(s).
New World responsibilities:
1. With Customer assistance, New World will analyze existing Customer source data; during this
analysis process, New World will determine compatibility with the New World database
structures and the viability of a conversion or migration to the New World database
2. Develop and deliver a Data Conversion/Migration Plan. The plan will identify data sources to be
converted, data sources to be migrated, database types, database design and any detected data
mapping concerns
3. When required, develop change order that reflects differences between the Agreement and
Customer's desired data conversion
Customer responsibilities:
1. Provide New World with a representative sample of the data to be converted on mutually
agreeable transmission media
a. Assist New World in analyzing source data
b. Live in source system
2. Review the Data Conversion/Migration Plan
Inputs (prerequisites):
1. Data Conversion Packet
2. Sample data from Customer
Outputs (completion criteria):
1. Data Conversion/Migration Plan
2. Customer review and sign off on the Data Conversion/Migration Plan
3. Signed change order, when required
"LlPage 20
New World Systems` Proprietary and Confidential
CITY OF WINTER SPRINGS, FL. STATEMENT OF WORK
Step 3: Complete and Approve Project Plan
A. Draft the Project Plan
Overview: The purpose of this event is to review the information captured during the Planning Phase,
finalize key decisions and prepare to finalize the overall Project Plan. It is important to note that the
Project Plan includes all documents prepared during the Planning Phase:
1. Project Management Plan
a. Roles and Responsibilities
b. Communication Plan
c. Risk Management Plan
d. Action Items
e. Issues
f. Key Decisions - Changes
2. Project Schedule
3. Supporting documents
4. Initial Requirement Definition for Customer Deliverables
5. Initial Training Plan
New World responsibilities: During this process, the New World Project Manager will meet with the
Customer project team and review the information documented in the Planning Phase. The Project
Manager will then draft and publish the Project Plan that will be submitted for approval.
Customer responsibilities: Support finalization of the Project Plan, providing SMEs as needed.
Inputs (prerequisites):
I . Pre -Trip Report (if conducted on site)
2. Requirements Document(s)
3. Initial Training Plan
4. Information referenced from legacy system(s) as well as New World software
5. Project Management Plan
6. Project Binder (internal document)
7. Project Schedule
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NEI New World System, Proprietary and Confidential
CITY OIL WINTER SPRINGS, FL
STATEMENT OF WORK
Outputs (completion criteria):
I . Post -Trip Report (if conducted on site)
2. Updated Project Management flan
3. Updated Project Binder (internal document)
4. Updated Project Schedule
5. Updated Requirements Document(s); including sign -offs (where applicable)
6. Updated supporting documentation
7. Proposed resource schedule
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New World Systems' and Confidential
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B. Finalize Project Plan
STATEMENT OF WORK
Overview: At this stage of the project, significant information has been gathered regarding the
Customer's current operations and how the New World application implementation needs to occur to be
successful. Based on this information, a final Project Plan must be developed that maps out the activities,
deliverables and deadlines required by the project team.
New World responsibilities: The New World Project Manager will finalize the Project Plan to meet
the requirements of a successful implementation, while establishing clear ownership of activities,
deadlines and timeframes for each step of the implementation. The Project Plan provides detailed
instructions to the entire Customer team and once approved, is the guiding light for all project activity
going forward.
1. Review with Customer personnel the identified implementation tasks, priorities, inter-
dependencies, team members, resources and other requirements to approve the final Project Plan.
2. The Project Management Plan, Project Schedule and supporting documentation are finalized as
part of this step because these documents comprise the Project Plan that is reviewed as part of the
acceptance criteria to move the project to the Construction Phase as defined in Review and
Approve Project Plan.
Customer responsibilities: In tandem with New World project personnel, analyze identified
requirements of the Project Plan and make such implementation decisions as are reasonably required to
finalize the plan.
Inputs (prerequisites):
1. Agreement
2. Proposed resource schedule
3. Project Plan
a. Project .Management Plan
b. Project Schedule
e. Project Configuration Plan and supporting documents /plans
d. Updated Requirements Document(s), including sign -offs
c. Supporting documents
Outputs (completion criteria):
1. Updated Project Plan
2. Confirmed resource schedule (90-day lock)
3. Store project artifacts and update status of project on Project Management Portal
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NEI New World Systen2s° Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
C. Review and Approve Project Plan
Overview: The objective of this task is to approve the Project Plan based upon the activities and work
processes discovered during the Planning Phase. The resulting document defines the specific project
tasks, timelines for completion and ownership of each activity throughout the remainder of the project.
New World responsibilities:
1. Deliver the final Project Plan to Customer
2. Review the Project Plan with Customer personnel and make mutually agreed upon modifications
3. Upon mutual acceptance of the Project Plan, establish the document as the baseline for the
remainder of the project
4. Ensure there is a clear definition of the alignment of any custom software /interfaces to the
implementation of the standard application solution in the Customer's live environment
5. Review 90 -day lock resource scheduling policy
Customer responsibilities:
1. Review the final Project Plan and document any specific deficiencies found with the Plan within
ten (10) business days
2. Sign off on final iteration of the Plan by Customer Project Manager and Executive Manager
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Final Project Plan
3. Supporting Documentation
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Final accepted Project Schedule; second baseline for project created based on actual timeline
(initial baseline based on project size)
3. Updated Project Status Record; ensure new project baseline dates are reflected
4. Signed approval for the Project Plan
a. Project Schedule
b. Supporting documents /plans
c. Requirements Document(s); including sign -offs (where applicable)
d. Project Management Plan
e. Supporting Documentation
L Data conversion
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1"Ll New World Systenv< Proprietary and Confidential
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D. Prepare Internal Team
STATEMENT OF WORK
Overview: During this portion of the implementation, the Project Manager meets with the New World
team to discuss the requirements of the Project Plan and their individual responsibilities to deliver a
successful project.
New World responsibilities: The New World Project Manager will be responsible for the following:
1. Prepare and coordinate the team briefing
Z. Ensure all project documents are stored on the portal and are available to the team
3. During the meeting, the Project Manager will review the Project Plan and supporting (applicable)
documents
4. The Project Manager will review with the individual team members their roles and
responsibilities associated with the implementation
Customer responsibilities: None
Inputs (prerequisites):
I. Agenda
2. Final Project Plan
a. Project Schedule
b. Supporting documents /plans
c. Requirements Document(s)
d. Project Management Plan
e. Supporting Documentation
L Data conversion
ii. System Assurance
3. Project Binder (internal document)
4. Agreement
5. Resource schedule
Outputs (completion criteria):
1. Updated Project Plan
2. Project team prepared to build application solution
CI Page 25
New World SyStG'm< Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
PHASE: Construction
Purpose: Execute the Project Plan to build, review and configure the system to verify system readiness.
Description of Phase: The Construction Phase consists of three steps. During this Phase, New World
and Customer Project Managers lead the project, coordinate project team activities, communicate
direction, report on project progress and monitor resources. The team's focus during this Phase is to
execute the Project Plan. Customer and New World project teams install the system, implement the
database, review the configuration, apply final application configuration requirements and lay the
groundwork to migrate to the New World application.
L
New World Systems Project Implementation Methodology .....................
Initiation
Planning
Construction
Transition
Closing
START
4
Condu 7
ct User
10
2
StandardSalutlon
?raining
Pre)ectClosure .
Acct Mgmt.,
Build_
Activities
Planning Meeting
i
1
Conduct Start-up
Activities
6
Functional Review
ti
Stop
Conduct GO-Live
8
Complete and
Approve Project
Plan
Implement Post
6
Finalize
Go LUve
Configara4on
Deliverables
`
f
^f
j
LEGEND Step Task ude view Meetings ' custo er Si noff
Executive Review Meetings Customor SignaFF
The methodology diagram indicates that each step of the Construction Phase follows the previous step,
but many of these steps occur concurrently.
In addition, when the Customer requires the conversion of existing data and/or implementation of custom
interfaces to bring the applications into a live production environment, some (or all) of the tasks defined
in the Transition Phase, Step 9, Implement Post Go -Live Deliverables, may occur during the Construction
Phase (this is dependent upon the Project Plan developed and agreed upon in the Planning Phase).
13 Page 26
New World Systems' Proprietary and Confidential
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Step 4: Standard Solution Build
A. Technical System Setup
B. Conduct System Immersion
and Initial Set -up
A. Technical System Setup
STATEMENT OF WORK
C. Implement Baseline
Solution
Overview: During this step, New World validates and finalizes the Customer's hardware configuration,
software requirements and implementation. The result of this effort is documented in the Site Plan.
New World will install the Licensed Standard Software and standard database on Customer supplied
servers and configure system to meet application specifications.
New World responsibilities: Configure the system as required and provide knowledge transfer to the
System Administrator.
New World will install and configure the application specific server and train Customer personnel on
configuration procedures. For each configuration, New World personnel will:
1. Verify with Customer personnel the computer processors), operating system software, third
party software, printers, network communications and other related components supplied by
Customer
2. Establish the initial application database using the validation set workbooks) as input
3. Document the required site resources (e.g., facility, power, network, cooling, etc.) necessary to
operate the application; as part of the review, New World will make recommendations for
necessary site modifications to meet minimum operating requirements for the application
4. Review with Customer the minimum requirements for workstations as identified in the
Agreement, as applicable to the application
5. Train Customer to administer servers, manage disaster recovery systems and review any other
items of concern related to hardware and software configuration
6. Review ongoing Customer management expectations of how system will be managed by
Customer; identify role of New World vs. Customer
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10 New World Systems' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
7. Provide Customer with a Site Plan that includes the following:
a. Identification of any special space requirements
b. Functional system diagram, showing a high level view of the New World Standard Software
subsystems and their associated hardware
Customer responsibilities:
1. Provide Customer technology staff to assist New World with the Site Plan
2. Provide, upon request, information on existing hardware and operating system software
components and terminal networks, as well as projected utilization statistics and other
information reasonably required to validate final hardware requirements
3. Review the final hardware and operating system configuration with the New World project team
4. Review New World's recommendations regarding any existing communications networks and
make any reasonable modifications identified by New World to ensure compatibility with the
equipment and system to be installed
5. Ensure hardware is ordered, delivered and installed prior to scheduling New World's System
Assurance visit on site
6. Have information technology support staff on hand for knowledge transfer and to help address
any concerns encountered during the system installation
7. Review and sign off on systems management expectations policy
8. Provide signoff indicating completion of system set -up and administration training
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. System Support documentation
3. Validation Set workbooks
4. Customer supplied topology diagram of the network and map
5. System Set -up and Administration Training sign -off template
6. Systems Management Expectations Policy template
Outputs (completion criteria):
1. Site Plan
2. Test and production environments are ready to use
3. Post -Trip Report (if conducted on site)
4. System Set -up and Administration Training sign -off document
5. Systems Management Expectations Policy / signoff
6. Store project artifacts and update status of project on Project Management Portal
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New World Systems' Proprietary and Confidential
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B. Conduct System Immersion fix, Initial Set -up
s TAT •
Overview: During this event, New World will work with Customer to review and configure the solution
workflow and business process requirements in light of current needs and Public Sector best practices.
New World responsibilities: Working with Customer, conduct immersion and discovery sessions to
review capabilities and facilitate configuration of initial, baseline solution.
Customer responsibilities:
L Work with New World to understand requirements and initial end -state needs
2. Provide Customer staff to address the desired application workflow and to take part in initial
system configuration and homework
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. As -Is business process requirements
3. Standard Interfaces
4. Standard Forms
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4, Configured initial Logos Database
5. Configured Standard Forms
6. Configured Baseline Solution
13 Page 29
New World SySlem§ Proprietary and Confidential
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C. Implement Baseline Solution
STATEMENT OF WORK
Overview: During this event, New World will implement the baseline solution resulting from Immersion
activities.
New World responsibilities: Working with Customer, facilitate load of initial configured system.
Customer responsibilities:
1. Provide Customer technical staff to load the baseline database and related work products
2. Work with New World to understand requirements and initial end -state needs
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Configuration requirements
3. Standard Interfaces
4. Standard Forms
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project flan
3. Store project artifacts and update status of project on Project Management Portal
4. Installed initial Database
5. Installed Standard Interfaces
6. Configured Standard Forms
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New Wbrl d ,5ystenvS Proprietary and Confidential
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Step 5: Functional Review
STATEMENT OF WORK
Overview: The Functional Review encompasses a hands -on review of each application within the
implementation. This review is accomplished by presenting each function within the application from the
user /administrator point-of-view and every project construction element as it relates to a particular
workflow process.
New World responsibilities: New World's Project Manager and Application Specialist(s) will act as
facilitators during the Functional Review. Their main role is to review the New World standard software
solution with the Customer and identify any Customer workflow modifications and /or minor software
configuration changes that need to be applied. The Project Manager is responsible for coordinating this
review with the Application Specialist and preparing the Customer team for the functional review and
creating any applicable documentation (e.g., Functional Review Guide, trip reports). The Application
Specialist will present the configured applications and act as SME to facilitate an interactive exchange
with the Customer and work towards Customer acceptance of the configured applications. Additionally,
a New World Executive Manager will participate in the Functional Review, as well as a project review
meeting with the Customer's senior staff. The content of the Training Plans will also be finalized as part
of the Functional Review. The review should include:
1. Overview of the various Customer work processes and the functional relationship to the software
2. Validation of any custom modification decisions related to implementation of the standard
software solution and the post -live custom requirements.
a. Custom interfaces
b. Data conversion
3. Finalization of any applicable Requirements Definition documentation.
4. Identification and documentation of any desired configuration modifications to the standard
software solution (not applicable for pre - configured implementations)
a. Standard software applications
b. Standard Interfaces
S. Agency - specific reports (internal management reports, public inquiries, etc.)
6. Review Hardware and Network Topology
7. Assess impact on workforce
8. Finalize Training Plan
9, Discuss Data Conversion Migration Plan
10, Define Cutover (Go Live) Plan
13 New World Systems`'
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Proprietary and Confidential
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STATEMENT OF WORK
Customer responsibilities: For the review, Customer leadership and SMEs participate to provide
Customer workflow and policy information as it relates to the configured New World applications.
Work with New World Project Manager and Application Specialist to determine any additional
configuration changes that are required. Work with Customer to implement agreed upon workflow
changes.
Inputs (prerequisites):
I . Pre -Trip Report
2. Functional Review Guide (when applicable)
3. Requirements Docurnent(s) for Custom Interfaces / Modifications
4. Standard interfaces
5. Data conversion
Outputs (completion criteria):
I . Post -Trip Report
2. Updated Project Schedule
3. Updated Project Plan
4. Project Configuration Plan
5. Training Plan
6. Supporting documentation
7. Store project artifacts and update status of project on Project Management Portal
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New World Systems' Proprietary and Confidential
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A. Build and Test Data Conversions
STATEMENT OF WORK
Overview: New World will provide the Customer requested data conversion as described in the
Agreement. Depending on the decisions made in the Planning Phase, the data conversion processes may
be aligned with the go -live schedule, which means this event would then be included in the initial solution
build (Step 5).
New World responsibilities:
1. New World will provide the data conversion programs to convert Customer's legacy data to the
New World standard software for the modules specified in the Data Conversion Migration Plan.
1 New World will provide Customer up to two test sets of converted data. Additional test sets
requested will require additional conversion costs.
3. As provided in the approved Project Plan, New World will schedule a conversion analysis trip
and a separate data conversion test trip to Customer's location. The conversion test trip is part
of delivering the conversion programs to Customer.
4. New World will provide Customer with a Data Conversion Migration Plan for sign off prior to
starting development of data conversion programs. No conversion programming by New World
will commence until Customer signs this document.
Customer responsibilities:
1. Data files from Customer's current database are included in this conversion. Customer will
provide a list of discrete data files with descriptions of fields or data elements in each file.
2. Supply data to be converted.
3. A data dictionary (data descriptors) containing all data elements must be provided to New
World for each file submitted with the media
4. As provided in the Project Plan, Customer will provide a dedicated contact for each application
area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a
support person(s) whenever members of the New World's team are on site regarding
conversions. Roughly a one -to -one time ratio exists for Customer commitment and New World
commitment.
5. Data Conversion testing. Customer understands that thorough and timely testing of converted
data by Customer's SMEs is a key part of a successful data conversion.
6. Customer agrees to promptly review and sign off on the data conversions after the final test run
is completed.
Inputs (prerequisites):
1. Approved Data Conversion/Migration Plan
2. Data to be converted
Outputs (completion criteria):
1. Completed data conversion programs
Conversion test sign -off
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New World Systems` Proprietary and Confidential
CITY OF WINTER SPRINGS, FL,
Step S: Finalize Configuration
STATEMENT OF WORK
A. Conduct System Admin I i B. Apply Project Configuration C. Go -Live
Application Training Plan and Implement Interfaces Preparation
A. Conduct System Admin Application Training
Overview: During this event, New World will conduct System Administration Application Training for
designated Customer SME personnel to acquire the knowledge necessary to finalize the software
solution configuration and maintain the various modules included in the Agreement. (There will be a
minimum of one session per each major module.)
Decisions regarding the configuration of the New World application are made in the Construction Phase,
Step 5, Functional Review, and are applied during this Step.
New World responsibilities:
1. Provide up -to -date user manuals to workshop participants
2. Instruct Customer personnel, including the system administrator, on configuration of the various
contracted modules
Customer responsibilities:
Convene workshop team of SMEs for this training
Attend and participate in the System Admin Application Training
Inputs (prerequisites):
1. Pre -Trip Report
2, Training material
3. Project Configuration Plan
4. Training room with computers running New World application
Outputs (completion criteria):
1. Post -Trip Report
2. Updated Project Plan
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NO New World SySG"Gms� Proprietary and Confidential
CITY OF WINTER SPRINGS, F. STATEMENT OF WORK
B. Apply Project Configuration Plan and Implement Interfaces
Overview: During this event, the Customer uses the Project Configuration Plan created during the
Functional Review, as the requirements for any modification to the standard application configuration.
The results of this effort are configured applications.
New World will implement any remaining standard interfaces.
In addition, New World will create and implement any custom interfaces that must be in place to bring
the applications into a live production environment. Data Conversion activity may also be addressed
(dependent upon the Project Plan developed and agreed upon in the Planning phase).
New World responsibilities: Provide support for the Customer SME team that is applying configuration
changes. Implement the interfaces in the test environment that are required for the live environment.
Customer responsibilities:
1. Apply configuration changes as defined in the Project Configuration Plan
2. Provide Customer technology staff to address the desired application workflow
3. Work with New World to test the interfaces (as applicable)
Inputs (prerequisites):
I . Pre -Trip Report (if conducted on site)
2. Project Configuration Plan
3. Configuration requirements for interface operations
4. Requirements definition(s) (when applicable)
5. Standard and/or Custom Interfaces
Outputs (completion. criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Store project artifacts and update status of project on Project Management Portal
4. Configured applications, including applicable interfaces, data conversion
5. Updated Project Configuration Plan
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10 New World System§ Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
C. Go -Live Preparation
STATEMENT OF WORK
Overview: Review the overall project status to ensure that all requirements for a go -live event have been
completed and the go -live event can occur with minimal disruption or risk. Document all related issues
and concerns and jointly agree, in writing, to move forward with training and transition to the live
environment.
New World responsibilities: During this process, the New World Project Manager or Application
Specialist will review the system with the Customer to ensure that each application is functioning as
expected. In addition, they will review the Project Management Plan with the Customer to ensure all
applicable issues and action items have been addressed.
Customer responsibilities: With the New World representative, the Customer will demonstrate the
system is set up and configured as designed. Work with Project Manager to identify any issues or
concerns and jointly agree, in writing, to move forward with training and transition to the live
environment.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Project Configuration Plan
3. Project PIan
4. Go -Live sign -off template
Outputs (completion criteria):
I. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Go -Live sign -off
4. Documentation of all outstanding issues /concerns and written Agreement to begin the
training/transition to the live environment
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NMI New world Systel;2s' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
PHASE: Transition
Purpose: Train users, perform data conversion, execute go -live, complete post -go -live activities and
finalize Customer application custornizations.
Description of Phase: The Transition Phase consists of three steps. During this Phase, New World and
Customer project teams review the system, verify and validate readiness for go -live, train users, cut over
from legacy systems and complete post go -live requirements.
i GENiJ €_.
Step Task es Customer
Executive Review Meetings
ngs
"M New World Systenvs
Requires Authorized
Customer Signoff
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Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
Step 7: Conduct User Training
STATEMENT OF WORD
Overview: New World's Application Specialist(s) provide user training to Customer staff.
New World responsibilities: New World's Application Specialist will provide on -site training services
to assigned Customer staff. Training options include:
Train - the - Trainer Training (TTT)
This training consists of a New World Application Specialist providing very detailed on -site
training to Customer representatives. The Train - the - Trainer course is designed to take
Customer - certified (either locally or by their state) trainers, train them on the New World
software and certify they have the knowledge base to successfully train other members. This
training also includes problem solving techniques to ensure an effortless transition with minimal
interruptions during their training sessions. Additionally, students are provided training
techniques and detailed lesson plans on their specific modules.
User Training
If Train -the- Trainer approach is not preferred, New World can provide Customer- defined User
Training courses. This training consists of a New World Application Specialist providing an on-
site training course specific to a user's job assignment. Each course consists of Customer - defined
software classes needed to be proficient in their areas of responsibility utilizing the New World
software.
Customer responsibilities: Assign and schedule appropriate staff to attend training sessions. Provide
and schedule necessary facilities for training sessions. Confirm staff participation in training, as
scheduled.
Inputs (prerequisites):
1. Pre -Trip Report (if conducted on site)
2. Training materials
a. Lesson Plan 1 User Guide
b. Written Proficiency Examinations
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Written Proficiency Examination results
INPage 38
New World SySteins' Proprietary and Confidential
CITY OF WINTER SPRINGS. FL STATEMENT OF WORK
Step 8: Conduct Go -Live
A. E=xecute Go -Live
A. Execute Go -Live
Overview: With assistance from New World, Customer goes live on modules and interfaces identified
in the Agreement and as documented in the Project Plan.
New World. responsibilities:
1. New World assistance for all applications going live
2. New World assists Customer in preparing production server for go-live
a. Run SQL go -live script
b. Set counters
c. Other maintenance tasks
3. Provide final updates, when applicable, to the following:
a. Standard software
b. Hardware
c. Interfaces
d. Data conversion
4. Customer turnover to Customer Support
5. New World's on -site staff cleared to depart Customer site
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New World Systems' Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
STATEMENT OF "CORK
Customer responsibilities:
1. Customer goes live with appropriate applications identified in the Agreement
2. Provide SME team members to assist with go -live for each of the applications going live as first
line support
Inputs (prerequisites):
1.
Pre -Trip Report
2.
Standard software
3.
Interfaces
4.
Data conversion
5.
Pre go -live preparations
a. System preparation
b. Team preparation
ee Preparatory meeting with Customer
Outputs (completion criteria):
1. Post -Trip Report (if conducted on site)
2. Updated Project Plan
3. Customer support engaged
4. five Operations
New World Systems'-
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Proprietary and Confidential
CITY OF WINTER SPRINGS, FL
Step 9: Implement Post Go -Live Deliverables
A. Provide Customer
Agreement Custom
Deliverables
A. Provide Agreement Custom Deliverables
STATEMENT OF WORK
B. Perform Post -Live Data
Conversion
Overview: New World will provide Customer requested standard software enhancements and/or custom
software (including interfaces) as described in the Agreement.
New World responsibilities:
1. New World will develop and implement custom software and interfaces
2. New World will provide training for enhancements and/or custom software
Customer responsibilities:
1. Provide resources to support the installation of software upgrades when enhancements and/or
custom software are available, including interfaces
2. Attend training as required
Inputs (prerequisites):
1. Completed enhancements and/or custom software / interfaces
2. Customer to confirm functionality of software within the scope of the Requirements Document
Outputs (completion criteria):
1. Upgraded application with enhancements and/or custom software
2. Trained personnel
Page 41
New World Systems' Proprietary and Confidential
CITY OF WINTER SPRING s, FL
B. Build Data Conversions
STATEMENT OF WORK
Overview: New World will provide the Customer requested data conversion as described in the
Agreement. Depending on the decisions made in the Planning Phase, the data conversion processes may
be aligned with the go -live schedule, which means this event would then be included in the initial solution
build (Step 5).
New World responsibilities:
1. New World will provide the data conversion programs to convert Customer's legacy data to the
New World standard software for the modules specified in the Data Conversion Migration Plan.
2. New World will provide Customer up to two test sets of converted data. Additional test sets
requested will require additional conversion costs.
3. As provided in the approved Project Plan, New World will schedule a conversion analysis trip
and a separate data conversion test trip to Customer's location. The conversion test trip is part
of delivering the conversion programs to Customer.
4. New World will provide Customer with a Data Conversion Migration Plan for sign off prior to
starting development of data conversion programs. No conversion prograrnming by New World
will commence until Customer signs this document.
Customer responsibilities:
1. Data files from Customer's current database are included in this conversion. Customer will
provide a list of discrete data files with descriptions of fields or data elements in each file.
1 Supply data to be converted.
3. A data dictionary (data descriptors) containing all data elements must be provided to New
World for each file submitted with the media
4. As provided in the Project Plan, Customer will provide a dedicated contact for each application
area to focus on conversion mapping and testing tasks. Responsibilities include dedicating a
support person(s) whenever members of the New World's team are on site regarding
conversions. Roughly a one -to -one time ratio exists for Customer commitment and New World
commitment.
5. Data Conversion testing. Customer understands that thorough and timely testing of converted
data by Customer's SMEs is a key part of a successful data conversion.
6. Customer agrees to promptly review and sign off on the data conversions after the final test run
is completed.
Inputs (prerequisites):
1. Approved Data Conversion/Migration Plan
2. Data to be converted
Outputs (completion criteria):
1. Completed data conversion programs
2. Conversion test sign -off
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New World System§ Proprietary and Confidential
CITY OF WINTER SPRINGS, FL.
STATEMENT OF WORK
PHASE:
Purpose: Review the project, approve closure, disengage project management and transition Customer
to the Account Management Team.
Description of Phase: The Closing Phase consists of one step. During this Phase, the New World Project
Manager reviews the project with Executive Management, closes out all remaining documentation tasks
and disengages from the project. The Account Management Team assumes all responsibilities for ongoing
support of the system and Customer.
9
New World Systems Project Implementation Methodology
Initiation
Planning
Construction
Transition Closing
START
4
StandanfSolution
E
10
Project Closure
T
Conduct User
Training
Acct Mgmt.,
Build .
Activltles
Planning Meeting
��
_
Ld..t tSart -up
Al. as
i $
Functional Review
t3
Conduct Go-Live
Stop
`3
Complete and
Approve Project
Plan
6
E g
Nnalize
Implement Past
Cor frguratlon
Go-Live
DeliveraGles c
LEGENLZ Step Taecutiv ude view Meef Customer Si Koff
Executive Review Meetings Customer Signoff
Page 43
New World SysfelnsS Proprietary and Confidential
CITY OF WINTER SPRINGS, FL STATEMENT OF WORK
Step 10: Project Closure Activities
Transition to Account Management
Overview: At the conclusion of the project, the New World applications are fully live and functional in
the Customer's environment with all required components delivered and operational. During this event,
the New World Project Manager will schedule a formal turnover of the Customer to the New World
Account Management Team, which includes the Executive Sponsor, Customer Support and Customer
Care. The managers of Customer Care and Support introduce their department structure and review the
services each team provides.
Many of these individuals will have been part of the project, so this transition should be relatively
seamless.
Project closure will also be finalized with the Customer, ensuring the Customer and the New World
Customer Support team members are aware of the overall deployment of the New World
implementation and that all questions have been addressed. and exceptions are incorporated into the sign -
off document.
New World responsibilities:
1. The New World Project Manager will coordinate a meeting, either via teleconference or on site,
to review the project status and transition ongoing communications with the Customer to the
assigned Account Team
2. Managers of New World Customer Support create and distribute agenda
3. Prepare the sign -off documentation
4. The Project Manager and PMO will review all project financials to ensure all deliverables for the
Agreement are delivered, billed and paid
Customer responsibilities:
1. Provide appropriate personnel for the support turnover meeting
2. Provide a location with a conference phone for the support turnover meeting
3. Project Closure sign -off
Inputs (prerequisites):
1. Agenda
2. Schedule the meeting
3. Project Closure sign -off template
Outputs (completion criteria):
1. Account Management engaged to support the Customer
2. Project Closure sign -off
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