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#12-5890 Amendment #1 (Aderant North America, Inc.) EXHIBIT A-1 Contract Amendment# 1 to Contract# 12-5890-NS "ADERANT NORTH AMERICA,INC.,END USER LICENSE AGREEMENT" This amendment, dated Y--- ■25, 2014 to the referenced agreement shall be by and between the parties to the original Agreement, Aderant North America, Inc., (to be referred to as "Licensor") and Collier County,Florida, (to be referred to as"Licensee"). Statement of Understanding RE: Contract# 12-5890-NS -"Aderant North America,Inc.,End User License Agreement" In order to continue the services provided for in the original Agreement document referenced above, the Licensor agrees to amend the Agreement by incorporating the attached"Statement of Work", Exhibit Al- A. All other terms and conditions of the agreement shall remain in force. IN WITNESS WHEREOF, the Licensor and the Licensee have each, respectively, by an authorized person or agent, hereunder set their hands and seals on the date(s)indicated below. Accepted:, Ml h J 1 o�0 14 LICENSEE: ATTEST: BOARD OF COUNTY C I► MISSIONERS ©W1G T E.13ROCK,CLERK OF COLLIER •UNTY, r ORIDA DePutY C{ r. By. 4 signature only,, Tom Henning, Chairma/ Licensor F t Witness LICENSOR: Aderant North America,Inc. / Print Name b Cli_i'1£ 3 • iC 6 C -E: Print Name and Title Licensor Second Witness lcSl.r ,e. ll 1� Yip Print Name Approved as to Form and Legality: • Emily Pepin Assistant County Attorney 1 EXHIBIT Al-A ���,,,�� STATEMENT OF WORK \I 1650 Summit Lake Drive Suite 200 Tallahassee, Florida 32317 Tel: 850.224.2200 Fax: 850.224.7260 1. Client— Collier County Attorney's Office Contact : Jose Dominguez/Debbie Allen t �P4 `e� r �3$. c#rti Author : Rhonda Zoloth Software : Aderant Total Office, formerly Client Profiles 2. Service Request 1/� This Statement of Work ("SOW"), dated and effective as of V A rdi a5 )bI' , is made pursuant to the Software License, Support Agreement, and/or Services Agreement, as applicable, and any subsequent amendments or addenda thereto (collectively, the "Agreement"), by and between Aderant North America, Inc. ("Aderant") and Board of County Commissioners ("Client"). Unless otherwise stated within, the terms and provisions of the Agreement are incorporated by reference in this SOW and all capitalized terms used within and not otherwise defined shall have the meaning assigned in the Agreement. This SOW establishes the framework for the activities to be performed in the proposed effort. The primary purpose of this SOW is to ensure that Client and Aderant teams have a clear understanding of the Services to be performed and the work product to be delivered. 3. In Scope The Software to be "upgraded" is limited to the applications and/or modules that are already available in the Client's Collier County Attorney's Office existing production environment. If the Client has purchased new add-on modules to be implemented during the v9.0 to v9.1 upgrade, the services that might be required to install, implement, and train on those new modules will be scoped and priced under a separate Statement of Work. A. Technical Services—All Services are priced for single databases unless otherwise stated. • Project Management - Pre-upgrade consultation, planning, and attendance at status meetings, hardware recommendations for the ADERANT Total Office (formerly Client Profiles) products ("Software"). • Perform test upgrade of existing software— Perform upgrade of a copy of Client's existing client/server database from 9.0 Software version to 9.1 in a test environment (test upgrade will be performed remotely to minimize project costs). • Perform live upgrade of existing software — Perform remote upgrade of existing Software into the production environment (this service can be provided over a weekend to minimize Client's downtime). • Exchange Integration Upgrade — Provides the removal of the old Exchange Integration Services and the Installation of the new Exchange Integration Services. • Document Conversion (Existing Documents in Aderant Total Office Only) — Because of the format change, we must convert all documents in Aderant Total Office from their current format to the new format. • Image Conversion (Existing Images in Aderant Total Office Only) — Because of the format change, we must convert all Images in Aderant Total Office from their current format to the new format. • Email Conversion — We no longer use the Exchange Mail view. We will convert all emails currently in Aderant Total Office into the documents section of Aderant Total Office. Collier County Attorney's ,®(initial) Aderant (initial) CA ADERANT Page 2 of 5 • Appointment Conversion — There is a new field that matches appointments in Outlook to the table in Aderant Total Office. We will touch appointments that fall within a specific date range so that the Client can continue to modify those appointments. The date range we choose is 4 months prior to the upgrade date, through the end of time for items scheduled. For all appointments that we do not touch, they are still available in Aderant Total Office as view only. • Custom Crystal Reports—We now use a more updated viewer for Crystal Reports. This will cause any report that uses a custom SQL Query to break. We will need to update the SQL Query in each report before it will work properly. We will not be re-writing these reports or modifying them with new fields. If the Client wants that, they must pay additional for us to modify a report. • Server Move— If Applicable, we will copy the CPSHARE directory from the old server to the new server. • Custom Exports / Integrations - If Applicable, we will setup any new custom export on the new server if it applies to the upgrade or server move. ***If Aderant is not advised that the Client has any custom exports/integrations prior to the upgrade, Client will be responsible for any additional hours expended by Aderant to make configuration changes. • Training Post Upgrade —Aderant to perform WebEx training post upgrade on the differences between the Client's current version and the new version of Total Office, per the hours outlined in the agreement. This training assumes that staff has a good base understanding of Total Office functionality and have had formal training previously. These technical services include the upgrade of the Aderant Total Office Software as listed above in a Single database system. Assistance with additional servers (multiple databases, backup or fail over servers) require additional services and will be estimated and performed, at Client's request, under a separate Statement of Work. B. Project Management A project/business consultant will provide assistance in planning Client upgrade project and strategically organizing the necessary ADERANT resources. • Review the upgrade process and establish the foundation for the project. • Define project strategy, timelines, and milestones with the Client team. • Prepare a Project Plan and organize ADERANT resources accordingly. • Serve as the ADERANT liaison to the Client's upgrade project team. • Project tasks and activities will be refined through the project planning meeting. 4. Out of Scope • Test Server — We are not responsible setting up a test server or workstation. The Client must provide the hardware to run the test conversion. • Custom Reporting —As listed in Section 3, we will modify the custom SQL Code in the Crystal Reports only. If a Client wants anything else done to the report, another SOW will need to be created for this work. • SQL Reports — If there is a server move involved, and the Client has Custom SQL Reports, or the SQL Reporting Model. It will be the Client's responsibility to move those reports to the new server. • Custom Programming — Unless otherwise stated in this SOW, each Client is responsible for its own custom programming. If the upgrade breaks this custom programming, it is the Client's responsibility to pay for our services to fix that portion of the program. A separate SOW will be designed based on the work needed to update the program to work with Aderant Total Office. Collier County Attorney's Office (initial) Aderant (initial) C AC1 ADERANT Page 3 of 5 5. Client Responsibilities a. Test Upgrade o Client will provide either an RDP or VPN connection to allow for a remote access in order to perform the test upgrade of ATO v9.1. o Client will build out the test environment to include: • An installed instance of SQL Server. • A restored current production level copy of both the database and CPSHARE directory prior to execution of the Test Upgrade. • A copy of MS Office (2007, 2010 or 2013—32bit only). o Client will be responsible for conducting the gap analysis and QA testing and reporting any issues to Aderant at least 7 days prior to the live upgrade. b. Live Upgrade o Client is responsible for backing up all data prior to the upgrade/conversion process. o Client will provide a VPN connection to allow for RDP access to perform the live upgrade of ATO v9.1. o Client will provision an AD account for Aderant with local administrative rights on the SQL server. o Client is responsible for installing and configuring an instance of SQL Server. o Client is responsible for configuring an Exchange mailbox and Security Group for the provided Aderant account. o Client is responsible for uninstalling the old client from all workstations. o Client is responsible for installing the new client on all workstations, including the additional files that are needed for Windows XP, should any still be in use at the Client's site. c. Client Internal Timeframe o Upon the Client issuing a Purchase Order, the project will be completed in accordance with the following estimated schedule: o Run security background checks prior to network account creation. Estimated Duration: 1 week. Ownership: Facilities Management o Setup network account after background checks verification. Estimated Duration: 2 weeks. Ownership: IT Network Operations o Setup PC workstation with SQL and Office. Estimated Duration 2 weeks. Ownership: IT Service Desk o Setup DB for testing. Estimated Duration: 2 weeks. Ownership IT DB admin o Setup Exchange Server access. Estimated Duration: 2 weeks. Ownership: IT Exchange Admin Collier County Attorney's Office COP (initial) Aderant (initial) CA(' ADERANT Page 4 of 5 6. Cost of Services The following amount(s) represents the costs for the described services in each phase of the upgrade process: A. Test Upgrade Services Description for Test Upgrade • Project Management • Upgrade of Test DB from v9.0—v9.1 • Test Document Conversion —Open Cases Only • Test Image Conversion—Open Cases Only • Test Email Conversion —Open Cases Only • Install v9.1 client in test environment Total Cost of Services for Test Upgrade $5,275.00 B. Live Upgrade Services Description for Live Upgrade • Project Management • Crystal Reports— Update SQL Code • Upgrade of Live DB from v9.0—v9.1 • Live Document Conversion • Live Image Conversion • Live Email Conversion • Live Appointment Conversion • Exchange Integration Setup • Full Text Indexing Setup • Server Move (CPSQL DB Only) • Training (4 hours via WebEx) Total Cost of Services for Live Upgrade $5,275.00 This Cost of Services replaces any previously dated proposal for these Services. Not included are any amounts incurred as the result of: a) any request by Client for services additional to those listed above; b) any request by Client which results in ADERANT reprogramming or reprocessing data during any procedure after Client has approved the plan; Collier County Attorney's Office (initial) Aderant (initial) ADERANT Page 5 of 5 c) Client's request for or approval of services to be performed during hours other than Service Hours. All charges incurred under this SOW are due and payable by Client in US Dollars in accordance with the following schedule: • The proposed rate schedule is valid for sixty (60) days; once a signed SOW has been received and the project has commenced, the rates are valid for the duration of this project. • The estimated schedule may be adjusted by mutual agreement of the parties. • The test upgrade and live upgrade will each be scheduled between Client and Aderant for mutually convenient dates/times at such a time as Client has performed the tasks as outlined in Item 5 — Client Responsibilities. Provided Client meets all milestones as outlined in item 5, Aderant will perform each phase of the upgrade within 60 days of commencement by client for each step (test and live). Should any scheduled times be changed by Client, the 60 day commencement period shall be reset. • Payments will be made upon receipt of a proper invoice and in compliance with Section 218.70, Fla. Stats., otherwise known as the"Local Government Prompt Payment Act". • All fixed fee charges incurred under this SOW are due and payable by Client in US Dollars in accordance with the following schedule: o $5,275 due upon completion of Test Upgrade as described in Section 6 o $5,275 due upon completion of Live Upgrade as described in Section 6 • If the VPN method of providing services is chosen by Client. Client will directly arrange and pay for costs associated with having ADERANT's assigned representatives fingerprinted. Collier County Attorney's Office TV (initial) Aderantpp (initial)