Backup Documents 03/25/2014 Item #16K3 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 6 If
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
COUNTY ATTORNEY PINK.ROUTING SLIP
Routed by Purchasing Department to Office Initials_ Date
the Following Addressee(s) (In routing order)
1. Risk Management Pack
2. County Attorney Office County Attorney Office 305
3. BCC Office Board of County ijif
Commissioners vM 6/ -7\2 \VA
4. Minutes and Records Clerk of Court's Office
1m 428(tif 10.5541
5. Return to Purchasing Department Purchasing
Contact: Diana DeLeon
PRIMARY CONTACT INFORMATION
Name of Primary Diana DeLeon for Kelsey Ward Phone Number 252-8375
Purchasing Staff Date:
Contact and Date
Agenda Date Item was I, Agenda Item Number
Approved by the BCC I.A02r±-`4 �'�� a 0) 7 I (+ fit/
Type of Document Contract Amendment Number of Original 2
Attached Documents Attached
PO number or account N/A Solicitation/Contract 12-5890-NS Aderant
number if document is Number/Vendor Name North America
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? DD
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman, with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's DD
signature and initials are required.
7. In most cases(some contracts are an exception),an electronic copy of the document and DD
this routing slip should be provided to the County Attorney's Office before the item is
input into SIRE.
8. The document was approved by the BCC on the date above and all changes made DD
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC,all changes directed by the BCC have been made,and the document is ready for 1 e ;,
Chairman's signature.
161( 3 3 '
MEMORANDUM
Date: March 28, 2014
To: Diana De Leon, Contracts Technician
Purchasing Department
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: Amendment #1 to Contract #12-5890-NS "End User License
Agreement"
Contractor: Aderant North American, Inc.,
Attached is an original copy of the contract referenced above, (Item #16K3)
approved by the Board of County Commissioners on March 25, 2014.
The second original will be held on file in the Minutes and Records Department for
the Board's Official Record.
If you have any questions, please contact me at 252-8411.
Thank you.
Attachment
EXHIBIT A-1 Contract Amendment# 1 to Contract# 12-5890-NS 1 6 K 3
"ADERANT NORTH AMERICA,INC.,END USER LICENSE AGREEMENT"
This amendment, dated 1" —h 2.5, 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: March 51 1
LICENSEE:
ATTEST: BOARD OF COUNTY C•► ISSIONERS
DUG T E.-8ROCK,CLERK OF COLLIER •UNTY, r ORIDA
DoRuNPNriiii
signature only,, Tom Henning, Chairma/
Licensor F' t Witness LICENSOR:
Aderant North America,Inc.
By:
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' {tin ice- ,. (('a By: 0-/i/C,L
Print Name •
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Print Name and Title
Licensor Second Witness
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�CS!/T- 1 • �/sZ �--
Print Name
Approved as to Form and Legality: Item# l 1D V-5
.11 Age V .�. Q i� ' Date 0�si
I
Emily Pepin
Assistant County Attorney Date 3 / I
Rec'd 011611
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1
EXHIBIT Al-A � i - � ' 16 K
STATEMENT OF WORK 3
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 www.aderant.com
Author : Rhonda Zoloth
Software : Aderant Total Office,formerly Client Profiles
2. Service Request Nardi This Statement of Work ("SOW"), dated and effective as of V v ardi as it)0114 , 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 Office?, (initial) Aderant,4,(initial)
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16K3
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.
***lf 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)
CAO
ADERANT Page 3 of
9 K
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 / r (initial)
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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) AderantJ7(initial)
16K3
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.
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