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HomeMy WebLinkAbout2012 10.01 City Council Work Session Agenda Pp AC fit✓ °� �� . �� Clly ofApache junction O Home of the S1/per.ctitian :1 l ounlarns 4R11ON* APACHE JUNCTION CITY COUNCIL WORK SESSION CITY COUNCIL CHAMBERS 300 EAST SUPERSTITION BOULEVARD APACHE JUNCTION,ARIZONA 85219 Monday, October 1, 2012 7:00 PM AGENDA 1, CALL TO ORDER. 2 ROLL CALL. 3 INTERVIEW OF APPLICANTS FOR BOARD OF ADJUSTMENT, LIBRARY BOARD, PARKS AND RECREATION COMMISSION AND PLANNING AND ZONING COMMISSION. This item allows the council to interview applicants for appointment or reappointment to the Board of Adjustment, Library Board, Parks and Recreation Commission and Planning and Zoning Commission Appointments for these positions will be made at the October 2 regular meeting 4 PRESENTATION AND DISCUSSION ON PROPOSED COMMERCIAL REHABILITATION GUIDELINES Following a discussion on August 6,2012 regarding the merits of a Commercial Rehabilitation Program,staff compiled draft Commercial Rehabilitation Guidelines for review and discussion 5 DISCUSSION ON IBM COPLINK SOFTWARE. COPLINK is an IBM software the police department desires to use to organize information from other law enforcement agencies which will assist in tactical,strategic and command level law enforcement decisions Approval of the Statement of Work is the first step in allowing IBM to move forward with connecting the city's criminal intelligence resources with other valley agencies. The cost to the city is$3,600.00 with a grant paying for the remaining$25,000 00 in costs DISCUSSION AND CONSIDERATION OF VILLAGIO ESTATES LLC DEVELOPMENT AGREEMENT FOR 16TH AVE ROADWAY IMPROVEMENTS IN AN AMOUNT OF$790,000.00. This agreement serves two purposes 1)Memorializes 16th Ave adjacent improvements to Villagio Estates Subdivision;and 2)Enables connecting improvements to 16th Ave to enhance access to subdivision and improve roadway safety The developer is responsible for the 16th Ave adjacent improvements costs as part of the subdivision requirements. The city is responsible for the cost of the other improvements estimated at this time to be approximately$790,000 00 which is in the public works budget for the 16th Avenue street improvements west and east of the subdivision 7. ADJOURNMENT. Copies of this agenda and additional information regarding any of the items listed above may be obtained from the City Clerk's office 300 East Superstition Boulevard,Apache Junction,AZ Monday through Thursdays,7 00a—6 O0p,excluding holidays If any person with a disability needs any type of accommodation,please notify the Human Resources Office, at(480) 474-2617 or(480)983-0095(TDD)at least 72 hours prior to the scheduled time 0o City o/Apache Junction Home of the .Supe;:ctitzo/z Mountains Print TO: City Manager's Office FROM: Kathy Connelly, City Clerk DATE: October 1, 2012 Agenda Type : Work Session Agenda Council Priority Focus Area: TITLE OF AGENDA ITEM: INTERVIEW OF APPLICANTS FOR BOARD OF ADJUSTMENT, LIBRARY BOARD, PARKS AND RECREATION COMMISSION AND PLANNING AND ZONING COMMISSION. ACTION REQUESTED: Presentation and Discussion DISCUSSION/ BACKGROUND INFORMATION: This item allows the council to interview applicants for appointment or reappointment to the Board of Adjustment, Library Board, Parks and Recreation Commission and Planning and Zoning Commission. Appointments for these positions will be made at the October 2 regular meeting. FISCAL IMPACT: OPTIONS/ALTERNATIVES: +ECOMMENDATION: ATTACHMENTS: Click to download C) cover memo elk SEPTEMBER 19, 2012 MEMORANDUM TO HONORABLE MAYOR AND CITY COUNCIL MEMBERS THROUGH GEORGE HOFFMAN, CITY MANAGER THROUGH KATHLEEN CONNELLY CITY CLERK k ' FROM JAN MASON, DEPUTY CITY CLERK _ . - ;r SUBJECT AGENDA ITEM FOR OCTOBER 1, 2012 (BOARD/COMMISSION INTERVIEWS) The positions to be filled for all of these boards and commissions have terms of office which expire on October 31, 2012, with the new term expiring on October 31, 2015 Most individuals whose terms are expiring have indicated a desire to be reappointed The following list includes (a) current board/commission members who have expressed interest in being reappointed and (b)previousl} interviewed applicants who have expressed interest in being appointed to a city board or commission and any new applicants We only received a few new applications this year Letters were sent to all of the above listed applicants to attend the interview session Copies of the talent bank applications have been given to council in an accompanying notebook If an applicant for reappointment/appointment is currently on another board/commission, it is so noted under "Additional Comments' in each section of the notebook Please contact me if you have any questions Ook Board of Adjustment (Two positions) Reappointments New Applicant Mike Weller Jesse Gage Rudolph Tameron Library Board (Two positions) Reappointments New Applicants Loretta Nielsen none Parks and Recreation Commission (Three positions) Reappointments New Applicants Theresa Nesser Amy Combs Wayne Standage Jr Todd Cousins Michael Ferguson Liza Kovach Jennifer McGraw Planning and Zoning Commission (Two positions) Reappointments New Applicants Liza Kovach Anthony Bowler Theresa Nesser Amy Combs Michael Ferguson Jesse Gage Jeff Struble Rudolph Tameron PpACHf1/4 ° ti° Cif o,f Apache Junction 2 Home of the .S apet:stztrozz Mountains 4Rf20Nh Print TO: City Manager's Office FROM: Heather Patel, Program Coordinator DATE: October 1, 2012 .genda Type : Work Session Agenda Council Priority Focus Area: Economic Development TITLE OF AGENDA ITEM: PRESENTATION AND DISCUSSION ON PROPOSED COMMERCIAL REHABILITATION GUIDELINES. ACTION REQUESTED: Presentation and Discussion DISCUSSION/ BACKGROUND INFORMATION: Following a discussion on August 6, 2012 regarding the merits of a Commercial Rehabilitation Program, staff compiled draft Commercial Rehabilitation Guidelines for review and discussion. FISCAL IMPACT: OPTIONS/ALTERNATIVES: RECOMMENDATION: aff respectfully recommends that the City Council receive a presentation and hold a discussion on the proposed Commercial Rehabilitation Guidelines for the City of Apache Junction ATTACHMENTS: Click to download Q Staff Report D Draft Guidelines idolk Pp ACHE O� City of Apache Junction Development Services Department MEMORANDUM r� DATE: September 20, 2012 TO: The Honorable Mayor and City Council THROUGH: George Hoffman, City Manager Brad Steinke, Development Services Director Roger Hacker, Revenue Resources Manager FROM. Heather Patel, Program Coordinator SUBJECT. Presentation and Discussion on Proposed Commercial Rehabilitation Guidelines REQUEST Staff respectfully requests that the City Council receive a presentation and hold a discussion on proposed Commercial Rehabilitation Guidelines for the City of Apache Junction BACKGROUND While conducting the public participation process for the Fiscal Year 2012 Community Development Block Grant("CDBG")application, Commercial Rehabilitation was among the eligible projects discussed. On October 29, 2010 during a Leadership Team meeting, the potential to create and implement a Commercial Rehabilitation Program was first discussed. Based upon the grant program requirements and the recommendations of the Downtown Redevelopment and Implementation Strategy("DRIS"), the Leadership Team made the decision to forward a recommendation of a Commercial Rehabilitation Program, among other eligible projects on to the City Council for consideration during a public hearing. On December 6, 2011 a public hearing was held to receive input from the public and discuss potential project ideas The City Council requested the public hearing be continued on January 3, 2012 to further discuss the proposed projects. However, a Commercial Rehabilitation Program generated interest among the Council Councilmember Barker stated that staff should work on potential commercial rehabilitation guidelines for a grant submittal in 2013. Thus allowing ample time for the Council to review and approve guidelines as well as secure business interest. On January 3, 2012, Council discussed potential projects for CDBG funding and both the City Council and Management directed staff to draft commercial rehabilitation guidelines and present them to the City Council for further discussion, consideration for grant funding and possible implementation at a later date On August 6, 2012, a presentation was made before the City Council regarding the merits of a Commercial Rehabilitation Program Staff collected sample guidelines from other successful Commercial Rehabilitation Programs throughout Arizona and proceeded to outline guidelines. It was determined that in order to proceed with finalizing guidelines a few fundamental questions should be asked in order to develop a comprehensive program and manage expectations for the Council, business community and the community at large. The following core questions were presented and discussed during the August 6, 2012 Work Session. 1) Why does the City of Apache Junction want to create and implement a Commercial Rehabilitation Program? 2) What does the City want to accomplish? 3) How will these goals be accomplished? DISCUSSION As a result of the August 6, 2012 Council Work Session, staff continued to work on draft Commercial Rehabilitation Guidelines. See attached draft guidelines for discussion RECOMMENDATION Staff respectfully recommends that the City Council receive a presentation and hold a discussion on the proposed Commercial Rehabilitation Guidelines for the City of Apache Junction ACTION REQUIRED Direction to staff on potential revisions to the Commercial Rehabilitation Guidelines based upon the responses and outcomes of the discussion. ATTACHMENTS Attachment One Draft Commercial Rehabilitation Guidelines 2 O`� PCHf✓e,eA ', O U `y Z . may, 7-10 CITY OF APACHE JUNCTION, ARIZONA COMMERCIAL REHABILITATION PROGRAM GUIDELINES As Adopted by the City Council on , 2012 TABLE OF CONTENTS Program Goals and Objectives Eligibility Criteria Selection Criteria Contract Requirements Program Assistance Loan Closing and Lien Recording Procedures Recapture Period Loan Servicing Policy/Subordination Revolving Loan/Program Income Property Standards Procurement Policy Labor Standard Requirements Marketing Staff Structure Reporting Procedures Conflict of Interest — Complaint and Grievance Procedure Non-Discrimination Changes to Program Guidelines Forms City ofApeent junction t_`;,n^me'nai rehabilitation Program Guidelines, page 1 of 12 The City Council of the City of Apache Junction adopts the following Commercial Rehabilitation Guidelines ("CRG") to assist the City in administering the City's Commercial Rehabilitation Program ("CRP"). The main focus of the CRP is to provide rehabilitation of commercial buildings within the City's Redevelopment Areas in accordance with the City's Building Code standards and the applicable design guidelines as identified in the Downtown Redevelopment and Implementation Strategy Design guidelines are available through the Development Services Department The purpose of the program is to assist with the elimination of slum and blight in the aforementioned area (s) pursuant to A.R.S Title 36, encourage revitalization, and provide economic growth and prosperity within the community Unless specifically stated to the contrary, content contained in these guidelines are the principal requirements for administering the City's CRP PROGRAM GOALS AND OBJECTIVES The overall goals of the program are 1. To provide an attractive, revitalized downtown business community that will spur further activity, commerce and investment in the Redevelopment Area (s) 2 To stabilize and/or improve current commerce and job opportunities within the Redevelopment Area (s) 3 To fund projects which will improve blighted conditions in the Redevelopment Area (s) 4 To restore and rehabilitate commercial building and bring them into compliance with applicable laws, codes, and design guidelines 5. To eliminate blight and prevent further deterioration of commercial buildings 6 To create viable commercial districts that are appealing to residents, property owners, investors, and visitors alike. The CRP's objectives include 1 To improve the visual appearance of the structures within the Redevelopment Area (s). 2 To promote a climate for reinvestment in revitalizing neighborhoods City of Apache Junction Commercial Rehabilitation Program Guidelines, pa 2 of 12 3. To further encourage both public and private investment within the Redevelopment Area (s) ELIGIBILITY CRITERIA To be eligible, the applicant and/or the property to be rehabilitated must meet the following criteria • Located within a Redevelopment Area approved and adopted by the City Council including the Crossroads Redevelopment Area and the Apache Trail Redevelopment Area • Operating as a small business For purposes of this program, small business is defined as privately owned corporations, partnerships, sole proprietorships or franchisee, with fewer than 500 employees • Renters must obtain the support and permission of the property owner and work in collaboration with the property owner to complete and submit a Commercial Rehabilitation funding application Applications may only be submitted by the property owner. • The property/business must be owner operated for a minimum of one (1) year or rented where the business owner (renter) has operated a business from the structure for at least one (1) year prior to program entry If a business is being relocated to Apache Junction; that business shall have been operating for a minimum of three (3) years prior to relocation • Feasible for rehabilitation under the time and monetary constraints of this program • Applicants must provide proof of their monetary contribution to the program, if applicable For the purposes of eligibility, self help or "sweat" equity is not allowable forms of equity • Proof of current insurance on the building must be provided • Property owner and business owner must be current on all local taxes and hold the applicable privilege tax license • A R.S. 1-501 and 1-502 requires that all applicants who receive services under the program shall provide proof of lawful presence in the United States including a sworn affidavit that the required documentation is true under penalty of perjury • Property owner is to complete any recent construction project underway prior to the City's approval of commercial rehabilitation assistance. City of Apache Junction Commercial Rehabilitation Program Guidelines, page 3 of 12 • Buildings of historical value may only be eligible upon review and approval by the State Historic Preservation Office. • The rehabilitation of buildings located in the 100-year floodplain is not eligible for participation in the rehabilitation program, however, if the floodplain covers only the parking lot or open space on the site, the building may receive assistance • Properties in lawful non-conforming zoning, properties with open unresolved building or code compliance cases and business/property owners unwilling to follow the City of Apache Junction Program Guidelines, are not eligible for services under this program o Properties that are classified "lawful non-conforming" are not generally eligible for rehabilitation However, if the proposed rehabilitation is non-structural and there are no properties waiting to be rehabilitated, lawful nonconforming properties that meet all other eligibility criteria may be considered o Properties with an open building or code case are generally not eligible for rehabilitation However if the case is relating to a correctable building condition that CRP funds can correct under the requirements of the program, then the unit will be deemed eligible. • Properties rehabilitated through this program must be free of any encumbrances such as liens or Judgments. Properties may be encumbered by a mortgage in first position so long as a financial institution or other such mortgage/loan company holds that mortgage/loan; however, there must be sufficient equity remaining to justify placing a lien for the rehabilitation deferred payment loan in second position Properties encumbered by mortgages/loans held by individuals or partnerships are not eligible for this program. Mortgage/loan payments and insurance premiums must all be current The City cannot legally subordinate its liens. • Eligible activities include 1 Labor & Materials for Building facade treatment improvements, 2 Labor & Materials for ADA improvements (exterior of building and restroom facilities), 3 Labor& Material for Replacement and/or upgrade of nonconforming signage, 4 Labor and Materials to address a code violation (e g heating, air conditions or sewer hookup with a documented code violation), and 5. Labor& Materials for Landscape/streetscape improvements. • Ineligible activities include but are not limited to demolition and the purchase of materials only City of Apache Junction Commercial Rehabilitation Program Guidelines, 4 of 12' SELECTION CRITERIA A notice of funding availability ("NOFA") will be made through the City's legal newspaper and within the two local papers advertising the application submittal guidelines. Applications will be accepted at a specified date and time, reviewed and scored They will be scored based upon the criteria identified in the NOFA by a City Manager appointed body Applications submitted must be complete and will be reviewed only if the required documentation is submitted The following will be taken into consideration when determining the priority of applications for inclusion in the project a) The degree to which the goals of the program are met, b) The degree to which the program will improve a blighted property; c) The degree to which the project complies with or is in alignment with the design guidelines of the specific overlay zone or City design guidelines; d) The degree to which the façade improvements will improve the aesthetics of the immediate surrounding area (i e , the streetscape, etc ), e) The degree to which the property owner and/or tenant will provide additional landscaping or site improvements to the property, f) The amount of leverage committed; g) The age and the physical condition of the building; and h) Value of unit after rehabilitation The City of Apache Junction does require that the applicant contribute financially to the project in the form of cash called leverage. The applicants who provide more than the required leverage will be scored higher Leverage requirements are dependent upon the project type. Project type Funding available Leverage requirement Exterior Rehabilitation $1,000 to $30,000 5% Signage $1,000 to $5,000 0% Building Code Issue $1,000 to $30,000 5% Landscaping Improvement $1,000 to $30,000 5% Each application will be processed by the appointed body and a response will be provided to the applicant within 60 business days of receipt of application If an application is rejected (based upon financial reasons and level of risk), the applicant may submit a written appeal. The appeal must be submitted to the Business Advocate within 10 days from date of receipt of the rejection notice City of Apache Junction Commercial Rehabilitation Program Guidelines, page 5 of 12 CONTRACT REQUIREMENTS The approval of the project for funding will be contingent upon a) A complete application; b) Verification of business and privilege licenses, tax payments, liens, and assessments, c) Verification of leverage commitment, d) Verification that the proposed project follows all local laws, ordinances, building codes, and design guidelines; e) A favorable score, and f) The availability of funding. PROGRAM ASSISTANCE Funds for the program are primarily provided through the: 1) Community Development Block Grant Program ("CDBG") and 2) State Special Project funding ("SSP") as administered by the Arizona Department of Housing ("ADOH") Additional funding sources may be used as they become available Commercial rehabilitation assistance to property owners within the Crossroads Redevelopment Area and the Apache Trail Redevelopment Area may be in the form of grants and deferred payment/forgivable loans The funding for each project is stipulated under each grant program from which the funding is expended. The eligible funding and the maximum investment may change with each funding year However under no circumstance may the minimum investment be below $1,000 nor may the maximum investment exceed $30,000 Below is a guideline for program assistance based upon the project type: Project type Funding available Assistance provided Exterior Rehabilitation $1,000 to $30,000 Deferred payment/forgivable loan Signage $1,000 to $5,000 Grant Building Code Issue $1,000 to $30,000 Deferred payment/forgivable loan Landscaping Improvement $1,000 to $30,000 Deferred payment/forgivable loan Grants are provided at no cost to the property or business owner. Grants may not be less than $1,000 and may not exceed $5,000 Grants may be offered for the purpose of signage and may be granted to the same property owner multiple times City of Apache Junction Commercial Rehabilitation Program Guidelines, 6 of 12 with a change of renter/business but may only be offered to a business owner once Deferred payment forgivable loans secured by a promissory note and a deed of trust may not be less than $1,000 and may not exceed $30,000 per project A percentage of the total assistance provided on forgivable loans will be forgiven on the anniversary date of the execution of the recording of the loan instruments throughout the recapture period, provided that the commercial building continues to be occupied by the same property owner or a renter There are no successor assignments allowed. The unforgiven balance of the loan shall become due and payable upon the sale, exchange or transfer of property or if the property remains vacant for a maximum of nine (9) months during the recapture period. Unabated code violations will be cause for calling in the balance of the loan After execution of the loan, subordination agreements with lending institutions will not be honored since such practice is lending of City credit in violation of State constitutional law Properties rehabilitated through this program must be free of any encumbrances such as liens or judgments Properties may be encumbered by a mortgage in first position so long as a financial institution or other such mortgage company holds that mortgage; however, there must be sufficient equity remaining to justify placing a lien for the rehabilitation deferred payment loan in second position Properties encumbered by mortgages held by individuals or partnerships are not eligible for this program LOAN CLOSING AND LIEN RECORDING PROCEDURES The Program Coordinator will be responsible for recording the required paperwork as determined by the loan The lien will be recorded at the Final County Assessor's Office. The Deed of Trust will be placed on a tracking system by the Program Coordinator who will track the forgivable loan calculating the amount of dollars that will be forgiven as each year passes until the loan has been completely forgiven as outlined in the funding section of these guidelines. The City will be no lower than the first position on the lien of the property or second if a financial institution held first position prior to the City recording the loan documents A provision shall be included by reference into the deed that all subsequent owners must maintain the façade and building Improvements in accordance with the City's Design Guidelines and accordingly correct any code violations that may occur. This specific provision shall remain in full force and effect and shall be considered a permanent covenant of the property deed The provisions of this paragraph shall supersede the term of the loan and shall not be extinguished by any other instrument used for the legal exchange of the property's ownership. RECAPTURE PERIOD When a recipient elects to receive assistance in the form of a deferred payment forgivable loan, the following recapture periods apply City of Apache Junction Commercial Rehabilitation Program Guidelines, 7 of 12 Amount of Funds Invested Per Unit Recapture Period $1,000 to $5,000 1 years $5,001 to $15,000 3 years $15,001 - $30,000 5 years When a recipient receives a deferred payment loan no further CRP investment can be made until after the recapture period has expired. There shall be no other prorating of the loan retirement schedule than as indicated above LOAN SERVICING POLICY/SUBORDINATION Should a refinancing request be made by the property owner after the rehabilitation work has been completed and a lien has been placed on the structure and the request has been made prior to the end of the recapture period, the lien shall become due and payable to the City Thus, should the refinance arrangement be a cash out, the City will require payment in full of the loan balance. The City will be no lower than first position on the lien of the property. As noted above, the City cannot subordinate the loan in any manner REVOLVING LOAN FUND/PROGRAM INCOME The City of Apache Junction does not currently have a revolving loan fund Therefore the City will be tracking all loans In the event that funds are returned to the City, these funds will then be immediately circulated into the CRP, if approved by ADOH and will be utilized prior to the use of any new grant funds. These recaptured funds will be deposited into the Miscellaneous Grant Fund and will be tracked by the City's fiscal officer and City Manager ADOH reserves the right to recapture any funds returned to the City PROPERTY STANDARDS The property standards that must be achieved as a result of assisted rehabilitation are established by the most recently adopted Building Codes. An inspection will be conducted by a City Building Inspector to assist the property owner with the details of the project scope and to identify any applicable code violations or health and safety concerns Eligible activities include: 1. Exterior Rehabilitation This category can include, but is not solely limited to, building facades, masonry, adobe, brick re-pointing, awning improvements, lighting, entrance repair, restoration of architectural details, etc Any facade renovations must be for the entire length and width of the facade. City of Apache Junction Commercial Rehabilitation Program Guidelines, 8 of 12 2 Signage Improvements: Replacement or refurbishment of business signage to enhance physical appearance of commercial corridors and increase business marketing opportunities 3. Building Code Issues: This category allows eligible establishments to address interior repairs if they are building code violations 4 Landscaping Rehabilitating landscaping adjacent to building to include trees, plants, turf and ground cover. Ineligible costs include 1 General maintenance 2 Roofs (unless they are building code violations) 3 Repairs covered by insurance, e g , vandalism 4. Demolition 5 Interior Improvements (unless they are building code violations) 6 Purchase of materials only 7 Performance of work by applicant or applicant's own contractor (per H.U.D.) 8 Pre-agreement costs 9 Funds shall not be used for business operations 10 Parking lot paving Services may be provided, at no cost to the applicant, by an architectural firm to assist with the overall design of the façade. This covered service is available upon request by contacting the Program Coordinator The design review process is applicable to all projects that are awarded under the CRP This process is managed between the Development Services Department, property owner, and Program Coordinator. If the structure is 50 years or older all proposed work is to be submitted and reviewed by the State Historic Preservation Office ("SHPO") No work shall begin on the structure until a review has been provided by SHPO PROCUREMENT POLICY The application submitted shall include a detailed description of the work to be completed, a cost estimate and any applicable designs or architectural renderings. After the application has been received, the information verified and funding is available, the Program Coordinator and property owner will thoroughly discuss the work to be done. Once the project scope is approved by the property owner, the City will competitively procure, as allowable and appropriate under the law, a qualified contractor that meets all of the procurement requirements of the City of no erci i f'ehahrii:at'or. 9 of 12 Apache Junction and the program funder The City shall obtain a minimum of two or more bids from licensed contractors to complete the project. Contractors will be required to meet all City of Apache Junction and Arizona Department of Housing requirements to be eligible to be awarded a contract The contractor must hold a current City Privilege and Business License; have a valid contractor license from the State of Arizona; and hold the applicable professional insurance If a contractor has not been pre-screened and is the low bidder, they must be qualified before a contract will be awarded to them. Additionally, any contractor participating in the CRP must be verified as being eligible to receive federal funds Property owners will be instructed to select the lowest responsive and responsible bidder. The property owner may opt to pay the price difference between the low bid and the selected contractor's bid price The contract will be between the property owner and the contractor. The City will serve only as an administrator/financier to the contract The City wishes to encourage contractors to buy locally whenever possible The City of Apache Junction encourages minority contractor participation in all projects to include Disadvantaged Business Enterprises e g Small Business Enterprises, Minority-owned Business Enterprises, and Women-owned Business Enterprises A pre-bid meeting will be scheduled prior to the acceptance of the bids to invite all potential contractors to the project site to review the project scope in order to offer an accurate quote The pre-bid meeting will also be utilized to answer questions and offer information to all contractors and the property owner. All change orders to the bid specification require the earliest prompt signature of the owner and the City in order to become valid. No change orders will be approved or paid if the work was completed prior to signed approval by the City. Change orders shall not exceed 10% of the total bid price unless the additional work was requested by the City. The City will monitor all rehabilitation during construction If progress payments are called for in the contract, the property owner and the City will make an inspection of the work outlined in the work write-up scheduled for completion before a progress payment will be made The Program Coordinator or his/her designee's signature will be required to execute any payments. In the event of any dispute between the owner and the contractor concerning the completion of rehabilitation, the City will work with both parties to negotiate a satisfactory solution If a solution cannot be negotiated, the Business Advocate or his/her designee will be the final authority regarding when the job has been satisfactorily completed City cf Apache Junction Commercial Rehabilitation Program Guidelines, page 10 of 12 No payments shall be made to the contractors without written approval from the City and the property owner, with the exception of disputed discrepancies which may be resolved and paid with the signature of the Business Advocate LABOR STANDARD REQUIREMENTS All work completed by the contract shall fall under the U.S. Department of Labor's Davis Bacon Act. MARKETING The CRP will be advertised when funding is available. The marketing will be in the form of a NOFA and will be advertised in the City's legal newspaper and the two local papers calling for participation The City will make every effort to accommodate persons with disabilities and non- English speaking persons STAFF STRUCTURE All administrative and supervisory work will be done by City Staff The City Manager appointed body will review and score all application and make recommendation for contract award The Program Coordinator will be responsible for the following project management, procurement; change order approvals; payment and final inspection. The Program Coordinator can be reached at 300 East Superstition, Apache Junction, Arizona 85119. The Program Coordinator can also be contacted at (480) 474-5090 or TDD (480) 983-0095 REPORTING PROCEDURES Reporting for this program will follow the required reporting procedures of the funding source CONFLICTS OF INTEREST 1) Any person who is an employee, agent, consultant, officer, or elected or appointed official of the City may not obtain a personal or financial interest or benefit from this activity, nor may they have an interest whatsoever, however remote, in a contract, subcontract or proceeds either for themselves, their family or business ties during their tenure, or for one year thereafter 2) No contract will be awarded to a contractor who is related, or whose employee is related to the applicant by blood or marriage City of Apache Junction Commercial Rehabilitation Program Guidelines, 11 of 12 COMPLAINT AND GRIEVANCE PROCEDURE Applicants, program participants, or prospective contractors may initiate a complaint by submitting concerns in writing to the City of Apache Junction Business Advocate, or his/her designee, at 300 East Superstition Boulevard, Apache Junction, Arizona 85119 The Business Advocate, or his/her designee, is responsible for receiving, reviewing, and responding to all complaints including prequalification of applicant or contractor qualification. The City shall issue a written response to any complaint within ten (10) working days of receipt If unsatisfactory to the complainant, a written appeal of the City's response shall be filed within ten (10) working days of receipt of the City's response. Appeals shall be made to the City Manager, by sending such appeal to 300 East Superstition Boulevard, Apache Junction, Arizona, 85119 Attn City Manager The City Manager shall be the final administrative decision maker. Further judicial appeals shall be in accordance with A R S Title 12, 12-901 Assistance from the City in preparing a grievance is available at no charge if needed due to either a disability or language limitation Assistance will be provided at (480) 474-5090 TDD (480) 983-0095; FAX (480) 474-5102 or 300 East Superstition Boulevard, Apache Junction, Arizona 85119 NON DISCRIMINATION The City of Apache Junction, or any of its sub recipients, do not discriminate in any activity on the basis of race, color, religion, sex, disability, familial status, or national origin. CHANGES TO PROGRAM GUIDELINES The CRP Guidelines are generally adopted with revisions annually, however should an emergency change within the CRP Guidelines as adopted by the City Council be required throughout the program year, the Mayor shall submit a letter in writing to the Arizona Department of Housing ten (10) business days prior to the effective date FORMS (DOCUMENTS WILL BE CREATED IF PROGRAM IS APPROVED) Notice of Funding Availability Construction Contract Application Work Write Up Deed of Trust Review Criteria Rating Form Promissory Note Certification of Work Completed Loan Agreement Lien Waiver City of Apache Junction Commercial Rehabilitation Program Guideltnes, 12 of 12 pyACHE✓ G = City of Apache Junction 0 U .r Z Home of the Super:c/ition :\l ourttains 4PizOt* Print TO: City Manager's Office FROM: Jerald Monahan, Chief of Police DATE: October 1, 2012 Agenda Type : Work Session Agenda Council Priority Focus Area: Public Safety TITLE OF AGENDA ITEM: DISCUSSION ON IBM COPLINK SOFTWARE. ACTION REQUESTED: Recommendation for Approval DISCUSSION / BACKGROUND INFORMATION: COPLINK is an IBM software the police department desires to use to organize information from other law enforcement agencies which will assist in tactical, strategic and command level law enforcement decisions Approval of the Statement of Work is the first step in allowing IBM to move forward with connecting the city's criminal intelligence resources with other valley agencies. The cost to the city is $3,600.00 with a grant paying for the remaining $25,000.00 in costs. FISCAL IMPACT: Budgeted Expenditure OPTIONS/ALTERNATIVES: ,ECOMMENDATION: Approval. ATTACHMENTS: Click to download ❑ Memo from Chief of Police ❑ SOW Office of the Chief of Police September 18, 2012 SUBJECT. IBM COPLINK program TO George Hoffman — City Manager FROM Jerald Monahan — Chief of Police The Apache Junction Police Department is pleased to announce that our agency has been invited to participate in COPLINK—Arizona COPLINK is an IBM software solution that organizes vast quantities of seemingly unrelated data to provide tactical, strategic and command-level users with access to shared data in a single, or multiple, consolidated repositories Its proven ability to quickly identify investigative leads helps agencies solve crimes faster, thereby helping to keep officers and communities safer COPLINK is destined to become one of the largest, local intelligence sharing cooperative programs in the United States Detectives will be able to identify suspect patterns from information gathered from various other participants where crimes have occurred involving the same suspects. Patrol Officers will be able to instantly check associations and prior acts of criminals they have stopped on the street AJPD has the opportunity to participate in this program for as little as $3,600 due to a $25,000 grant that Mesa has offered to support our inclusion in The SOW, Statement of Work, is the first step in allowing IBM to move forward with connecting our criminal intelligence resources with other valley agencies and vice-versa However, there is a deadline on the grant funding and time is of the essence Page 1 of 1 Aar Am. III MINIIWIWIN. allill — N — — - - OM INOMF INNIIIM� INIWIk —WSW W W WIN WIN �� M _ — Aims Statement of Work SMAO-8X322C for IBM i2 COPLINK RMS Data Integration Prepared for City of Apache Junction Police Department AMR lk The information in this Statement of Work may not be disclosed outside of City of Apache Junction Police Department and may not be duplicated, used or disclosed in whole or in part for any purpose other than to evaluate the Statement of Work, provided that, if a contract is awarded to IBM as a result of or in connection with the submission of this Statement of Work, City of Apache Junction Police Department will have the right to duplicate, use or disclose the information to the extent provided by the contract This restriction does not limit the right of City of Apache Junction Police Department to use information contained in this Statement of Work if it is obtained from another source without restriction IBM retains ownership of this Statement of Work. Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 1 of 27 1. Overview and Approach IBM is pleased to present this Statement of Work(SOW)to City of Apache Junction Police Department (also called "AJPD", "you"and "your")for IBM i2 Data Integration services using IBM i2 COPLINK Data Migrator("Data Migrator") IBM 12 COPLINK Data Migrator,an IBM intellectual property asset, is a framework and runtime engine for the migration of data into the COPLINK system As part of this Statement of Work, IBM will deliver one or more copies of Data Migrator, and licenses AJPD to make use of them only as part of the larger COPLINK solution specified herein 2. Statement of Work This section describes the work to be provided by IBM("Services")under the terms and conditions of the agreement identified in the signature block of this SOW,the"Agreement" In addition, your responsibilities are listed Changes to this SOW will be processed in accordance with the procedure described in Appendix A-1 Project Change Control Procedure. The investigation and the implementation of changes may result in modifications to the Estimated Schedule, Charges,and other terms of this SOW and/or the Agreement The following are incorporated in and made part of this SOW • Appendix A Project Procedures • Appendix B Materials • Appendix C Agency Source Data Information • Appendix D- Third Party Hardware and Software To the extent there is any contradiction, inconsistency or ambiguity between the terms of this SOW and the Agreement, this SOW will govern 2.1 Project Scope In this project IBM will integrate the data sources listed in Appendix C into the Mesa COPLINK Node Appendix C-2 IBM 12 COPLINK Inclusions and Exclusions contains information regarding general conversion rules,converted data per data set type,and associated COPLINK document types Only data associated with the data source(s)listed in Appendix C-1 Agency Data Source(s)will be converted This Statement of Work (SOW)includes the terms for AJPD to use IBM 12 COPLINK Data Migrator("Data Migrator") 2.1.1 Definitions • "Agency" means either the Hosting Agency or any Contributing Agency An agency can be a Hosting Agency, a Contributing Agency,or both Most Agencies are law enforcement organizations, but not all • "Contributing Agency" means an organization (e g a police department) that contributes a specific Data Source to a COPLINK node • "COPLINK" means the software modules licensed to AJPD by IBM under a separate license agreement • "COPLINK Node" means COPLINK and the COPLINK Database installed at the Hosting Agency, also referred to as the Mesa COPLINK Node • "Data Source"means the Agency's information database to be integrated into the COPLINK node • "COPLINK Database" is a warehouse in the COPLINK data model, containing the converted data from one or more Contributing Agencies, resulting from the integration and migration services performed by IBM • "Data Set"is a unit of scope identifying a subset of the information to be migrated from a Data Source to the COPLINK Database • "Data Verification"means the review with AJPD and the Contributing Agency to present how the Data Source information was mapped into COPLINK and to identify any issues associated with that mapping Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 2 of 27 • "Data Review" means the review with AJPD and the Contributing Agency to present the resolution of issues identified during Data Verification • "Hosting Agency"means the agency hosting the COPLINK node • "Refresh Verification"means the verification by AJPD and the Contributing Agency that changes to the Data Source information is reflected within the COPLINK Node • "Indirectly Contributing Agency" means a smaller law enforcement entity that includes their Data Source information with the Data Source information of a Contributing Agency 2 2 Key Assumptions �- This SOW and IBM's estimates are based on the following key assumptions,and those listed in the activities below under"IBM Responsibilities," if any Deviations that arise during the proposed project will be managed through the procedure described in Appendix A-1 Project Change Control Procedure, and may result in adjustments to the Project Scope, Estimated Schedule, Charges and other terms These adjustments may include charges on a fixed-fee basis using IBM's standard rates in effect from time to time for any resulting additional work or waiting time a Limited data cleaning will be provided This data cleaning includes common "cleaning"functions such as standardizing record styles for names, addresses,criminal code and crime types Data Cleaning does not include more intensive data restoration,to correct incomplete or incorrect records in the Data Source,or to standardize name,address or other data included in narrative reports Intensive data restoration may be undertaken at AJPD's request as additional work scope at an additional charge, but will not be included under this SOW b Work under this SOW will be performed remotely on systems at your facility in Apache Junction, AZ, which may include any project-related activity that IBM determines would be best performed on IBM premises in order to complete its obligations and responsibilities under this SOW Such activity will be billable to you c IBM will provide the Services under this SOW during normal business hours, 8 00 AM to 5 00 PM, local time, Monday through Friday, except holidays If necessary, you will provide after-hours access to your facilities to IBM personnel Out-of-town personnel may work hours other than those defined as normal business hours to accommodate their travel schedules d If your customer number indicates that you require a Purchase Order(PO)for payment purposes, the Services and deliverables under this SOW will not be provided until a PO or a PO waiver for the charges specified in "Charges,"including travel and living expenses, if applicable, is received A PO waiver may be sent in hard copy or e-mail, but must come from an authorized officer or your purchasing agent. Any different or added terms contained in any PO or other ordering documents that might be exchanged in relation to activities under this SOW will not be applicable or of any effect At its sole discretion, IBM may elect to begin delivery of Services after SOW execution, but ... prior to receipt of PO or PO waiver, on a limited, case-by-case basis e. Estimates of effort/pricing presented in this SOW are limited to the professional services described herein and do not include - Hardware, software products and maintenance - The services to install or upgrade hardware,third party system software or third party application software components for Initial Production or development/test environments - Formal training - Taxes, shipping or any other charges not specifically included f IBM reserves the right to subcontract services to technically qualified Consultants The Consultants and consultant companies must conform to all requirements specified in the FBI's Cnminal Justice Information Services (CJIS) Policies g Some or all data sources may require purchasing tools or interfaces from the Vendor of the product AJPD is responsible for purchasing those if necessary h VisionAIR or AJPD will enable the Audit Trail if not already enabled 2 3 IBM Responsibilities IBM will provide project management for the IBM responsibilities in this SOW through the IBM Project Manager The purpose of this activity is to provide technical direction and control of IBM project Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 3 of 27 personnel and to provide a framework for project planning,communications, reporting, procedural and contractual activity This activity is composed of the following tasks* Planning a Review the SOW and the contractual responsibilities of both parties with your Project Manager b Maintain project communications through your Project Manager c Coordinate the establishment of the project environment. d Establish documentation and procedural standards for deliverable Materials e Assist your Project Manager to prepare and maintain the project plan for the performance of this SOW which will include the product training plan, activities,tasks, assignments, milestones and �►. estimates f Review with you the hardware required for the performance of this SOW Project Tracking and Reporting a. Review project tasks, schedules, and resources and make changes or additions, as appropriate Measure and evaluate progress against the project plan with your Project Manager b Review the IBM standard invoice format and billing procedure to be used on the project,with your Project Manager c Work with your Project Manager to address and resolve deviations from the project plan d Participate in regularly scheduled project status meetings e Report time spent on the project to your Project Manager f Administer the Project Change Control Procedure with your Project Manager g. Coordinate and manage the technical activities of IBM project personnel Completion Criteria: This is an ongoing activity which will be considered complete at the end of the Services Deliverable Materials. • Status Report(s) • High-level Timeline Activity 2- Project Kickoff The purpose of this activity is to facilitate a high-level project kickoff meeting for AJPD participants for up to two(2) hours at a mutually agreed date and time In this activity, IBM will perform Services which include the following tasks. a Introduce the project participants and Agencies, b Discuss project team roles and responsibilities, c Review the Services objectives, d Provide an overview of the project methodology, e Provide AJPD with a technical questionnaire/checklist packet to be completed by each participating Agency, as listed in Appendix C-1, f Review AJPD's environment, g Develop a preliminary schedule of activities, and h Initiate the Services Completion Criteria: This activity will be considered complete when IBM has conducted the project kickoff meeting. Deliverable Materials. • Technical Questionnaire/Checklist Activity 3- Data Migration and Integration The purpose of this activity is to extract information from the participating Agency Data Sources and migrate and integrate that data to create the COPLINK Database within the COPLINK Node Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 4 of 27 /h. IBM will a Provide AJPD with a data storage device (encrypted USB drives)for each participating Agency to download their Data Source information onto and return to IBM. Data Source information may also be sent to IBM via Secure FTP(SFTP) b Provide an interface to connect to the vendor database on which the Agency Data Source information resides to provide access to such information c. Transfer each participating Agency's Data Source information and Data Source database structures from the data storage device to IBM servers d Venfy and analyze the transferred Agency Data Source information and Data Source database structures e Map the Agency Data Source information to the COPLINK Database, including the mapping of Agency data codes to COPLINK Database codes f Standardize and consolidate the Agency Data Source information into a Data Set to be stored in the COPLINK Database g Migrate the Agency Data Source information, including the Data Set, Document Description, and Entity Description information, as listed in the tables in Appendix C, into the COPLINK Database Completion Criteria: This activity will be complete when IBM has migrated the Agency Data Source information into the COPLINK Database Deliverable Materials. • Exception List(if required) Activity 4-Data Verification and Data Review The purpose of this activity is to validate and correct the Agency Data Source information that has been migrated into the COPLINK Database Note The Exception List from Activity 3 must be sent to the Hosting COPLINK Node Administrator prior to Activity 4 beginning IBM will a Select a sample set of documents from the Agency Data Source information, as determined by IBM with input from each participating Agency, to review and validate the conversion of the Agency Data Source information into the COPLINK Database b Conduct,with assistance from AJPD,a side-by-side,field-by-field comparison of the selected sample set of documents,comparing the original documents from the Agency Data Source to those same documents migrated into the COPLINK Database c Document any issues found as a"Blocking" issue or a "Non-blocking" issue and provide a tracking .�. number for each issue found A"Blocking" issue is one that will be resolved or a workaround provided prior to Data Verification A"Non-blocking" issue is one that does not have to be resolved prior to Data Verification d Resolve or provide a workaround for the identified Blocking issues e. Present the issue resolutions to AJPD and each Contributing Agency f Provide Data Verification form to AJPD for sign-off Completion Criteria. This activity will be complete when IBM has provided the Data Verification form to your Project Manager Deliverable Materials: • Data Verification Form Activity 5- Data Refresh Verification The purpose of this activity is to validate the issue resolutions and corrections to the COPLINK Database after Data Verification IBM will a Load a subset of the COPLINK Database in a test environment at the COPLINK Node b Refresh the subset of COPLINK Database from the validated Agency Data Source information Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 5 of 27 c Verify the refresh operation within the COPLINK Database with the Agency representative. d. Address any remaining Non-blocking issues, unless otherwise agreed e Provide Data Refresh Verification form to AJPD for sign-off Completion Criteria: This activity will be complete when IBM has provided the Data Refresh Verification form to your Project Manager Deliverable Materials: • Data Refresh Verification Form Activity 6-Provide Data Migrator ^` IBM will provide Data Migrator to AJPD on IBM-designated machines. Delivery Location:Delivery will be to the location defined in section 2.2 Key Assumptions Data Migrator will be installed and configured by IBM personnel on the intermediate machine described in Appendix D and may not be deployed elsewhere. Open Source Software: Data Migrator may include open source software, which is not licensed by IBM Your use of that open source software in connection with Data Migrator is subject to any and all requirements specified by the licenses of those open source materials These licenses are detailed in the NOTICES txt file included with Data Migrator. Activity 7 -Intermediate Machine Configuration and Testing The purpose of this activity is to provide and configure certain hardware and software IBM will a Remotely install and configure the SQL server software listed in Appendix D. b Perform System Test to validate the hardware and software is ready for Data Migration Completion Criteria: This activity will be complete when IBM has provided the System Test Report describing online status of the hardware and software installation Deliverable Materials: • System Test Report Activity 8-Annual Services Support The purpose of this activity is to provide annual support to AJPD for the Services provided by IBM under this SOW Note that support and maintenance of the actual COPLINK software is provided by IBM under separate agreement between IBM and AJPD IBM will. a Provide telephone and email support Monday through Friday, 8 00am-5•00pm MST to AJPD's authorized representatives for questions and issues regarding the COPLINK Node Telephone number and email address to be provided separately b Provide a tracking number in response to initial issue reports c Respond with an initial assessment and a resolution plan d Resolve any issue found by IBM to be a defect in (1)the integration services originally rendered or (2)the IBM(formerly i2/KCC) provided software runtime underlying the integration e. Monitor the throughput rate and various data statistics to facilitate early identification and resolution of operational issues, under the terms of this SOW f Provide up to 10 hours of support per Agency data source toward • The modification of a data source integration, when (1)those modifications are necessary as the result of changes to (but not replacement of)the AJPD's data source product and (2)the modifications are within scope of the original data source integration • Extraordinary data access control requests, e g the deletion of a document from the COPLINK warehouse in response to a court-ordered expungement Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 6 of 27 g Upgrade software components of the data source integration in conjunction with node/warehouse upgrades, when required The following are specifically excluded from the annual Data Source support provided by IBM• a Any support of the COPLINK software (this support is provided to AJPD by IBM under separate license and maintenance agreements) b Modifications to a data source integration made necessary if the data source product is moved from one database platform to another c Modifications to a data source integration that are deemed outside the scope of the original data source integration d Modifications to data source integrations, the node/warehouse, the overall solution architecture, or any other artifact resulting from services, if modifications are necessary as a result of(1) Customer error or oversight at the time services were rendered, or(2)new Customer requirements determined after services were completed e Corrective actions necessitated by bulk operations performed on a data source(e g rewriting all beat codes on crime reports to align with a new jurisdictional breakdown)without prior notification to and coordination with IBM f Issues resulting from down time or incorrect operation of data sources g Issues related to any third party hardware or software not delivered as part of services originally rendered h Any third party vendor maintenance charges i Bulk deletion of data from the COPLINK warehouse The annual support services will start upon AJPD's receipt of all Deliverable Materials specified above and will be valid for a period of twelve months Completion Criteria. This activity will be complete when the period of the annual support has expired as set forth in this SOW. Deliverable Materials: • Resolution Plan 2 4 Your Responsibilities The completion of the effort depends on the full commitment and participation of your management and personnel You are responsible for ensuring that the contributing agencies'command staff and personnel are aware of the project and participate according to agreed upon schedules The responsibilities listed in this section are in addition to those responsibilities specified in the .•. Agreement, and are to be provided at no charge to IBM IBM's performance is predicated upon the following responsibilities being fulfilled by you Delays in performance of these responsibilities may result in additional cost and/or delay of the completion of the project, and will be handled in accordance with Appendix A-1 Project Change Control Procedure You agree to the following 2 4 1 Your Project Manager Prior to the start of this SOW,you will designate a person called your Project Manager who will be the focal point for IBM communications relative to this project and will have the authority to act on behalf of you in all matters regarding this project Your Project Manager's responsibilities include a. Manage your personnel and responsibilities for this project b Serve as the interface between IBM and all your departments participating in the project c Administer the Project Change Control Procedure with the IBM Project Manager d Participate in project status meetings. e Obtain and provide information, data,and decisions within three (3)working days of IBM's request unless you and IBM agree in writing to a different response time f Resolve deviations from the estimated schedule,which may be caused by you. g Help resolve project issues and escalate issues within your organization, as necessary Z125-7950-02 SWG Fixed-Fee SOW 10.5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 7 of 27 h Review with the IBM Project Manager any of your invoice or billing requirements Such requirements that deviate from IBM's standard invoice format or billing procedures may have an effect on price, and will be managed through the Project Change Control Procedure in Appendix A- 1 Create,with IBM's assistance, the project plan for the performance of this SOW which will include the product training plan,activities,tasks, assignments, milestones and estimates 2.4.2 Other Responsibilities a Ensure that your staff is available to provide such assistance as IBM reasonably requires and that IBM is given reasonable access to your senior management,as well as any members of your staff to enable IBM to provide the Services, if any You will ensure that your staff has the appropriate skills and experience If any of your staff fails to perform as required, you will make suitable additional or alternative staff available b Provide all information and materials reasonably required to enable IBM to provide the Services, if any You agree that all information disclosed or to be disclosed to IBM is and will be true, accurate and not misleading in any material respect IBM will not be liable for any loss,damage or deficiencies in the Services, if any, arising from inaccurate, incomplete,or otherwise defective information and materials supplied by you c Make final selection of solution and technical architectures d Supply all prerequisite hardware and software to be used dunng the performance of this SOW This does not include any hardware or software normally used by IBM consultants in the performance of their day-to-day responsibilities with IBM. e If an IBM consultant is to access your production systems at your facility,you are responsible for providing the hardware(either an assigned desktop or laptop system)for the IBM consultant to make such access For all hardware you provide to the IBM consultant for this access, you will secure the laptop at your location when not in use by the IBM consultant. f Assign the following personnel for each AJPD Agency responsible to make decisions regarding the Agency Data Source information during the project kickoff meeting and the Data Verification and Data Review activities These personnel will consist of a command level decision maker,a records department administrator;and a sworn law enforcement officer who will also be a user of the COPLINK Node g AJPD is responsible for protecting Data Migrator from any access not authorized in this SOW and ensuring that its use is limited to the services described in this SOW h Prior to the start of the IBM Services under this SOW,AJPD will meet the following prerequisites 1 Provide connectivity and remote access, via a VPN or other secure dialup access, to the COPLINK Node to be used by IBM for installation, testing and support purposes 2. Provide a data network connection employing TCP/IP between all participating agencies, including the Hosting Agency and those listed in Appendix C 3 Provide the required floor space, rack space and facilities(including power; lighting, and connectivity)for the hardware to be installed for the Services under this SOW 4 Provide the hardware and software listed in Appendix D 5 AJPD must have installed and configured the hardware required for Data Migrator,as specified in Appendix D. 6 With the exception of SQL software, AJPD must have installed and configured the software required for Data Migrator, as specified in Appendix D The following responsibilities apply to the Data Migration and Integration. 1 Prior to the start of the data migration and integration activity, AJPD will provide the following to IBM for each vendor database product containing the Agency Data Source information • return the completed technical questionnaire/checklist packet from each participating Agency to IBM, • database backup data (historical load)for the Agency Data Source information database, • a second database backup upon request(at least one month after the first historical load is provided),and Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 8 of 27 Mak WNW • the GIS map shape files for geo-coding If AJPD and/or contributing agency cannot meet the responsibilities listed above for an Agency Data Source database within 60 days of the kick off meeting, IBM reserves the right to remove that Agency Data Source database from the"Participating Agency"table IBM will bill for all work completed up to the most recently stamped milestone 2 AJPD agrees to ensure that all Agency Data Source databases are using a currently supported version of the database and that all Agency Data Source databases are kept current with support and maintenance Unsupported or down-level Agency Data Source databases will not be included in the data migration and integration activity under this SOW 3 In addition,AJPD will. • provide a signed Memorandum of Understanding document for each participating Agency, and • require each Contributing Agency to either(1)copy the Data Source information to an encrypted data storage device provided by IBM and ship the data storage device to IBM, or (2)send a copy of the Data Source information to IBM via SFTP(Secure FTP) The following responsibilities apply to the Data Verification and Data Review' 1 AJPD will assist IBM as required with the side-by-side, field-by-field comparison of the selected sample set of documents, comparing the original documents from the Agency Data Source to those same documents migrated into the COPLINK Database 2 AJPD will make staff available for the data verification and review sessions within 72 hours of completion of the migration activity IBM will have the right to invoice for this step and continue with the remainder of the project, if the resources are not made available within the time frame specified 3. Provide the completed, signed Data Verification form to IBM k The following responsibilities apply to the Data Refresh Verification 1 AJPD will assist IBM as required with the data refresh activity 2 Provide the completed, signed Data Refresh Verification form to IBM I The following responsibilities apply to the Intermediate Machine Configuration and Testing. 1 AJPD will install any hardware required by this project. m The following responsibilities apply to the Annual Services Support 1 AJPD will designate up to three(3) representatives to contact IBM with questions regarding COPLINK Node during the annual support period 2 Provide VPN and remote desktop access to the hardware comprising the COPLINK solution so ^` that IBM can monitor and maintain as described in this SOW 3 Keep the third party hardware and software used for the intermediate machine current with any fixes and upgrades during the period of annual support 4 Notify IBM of bulk operations to be performed on data sources 2 4 3 Laws, Regulations and Statutes You are responsible for the identification of, interpretation of, and compliance with, any applicable laws, regulations and statutes that affect your applications or business 2.4.4 Data File Content and Security You are solely responsible for the actual content of any data file, selection and implementation of controls on its access and use, and security of the stored data 2 4 5 Facilities You will provide IBM and its personnel facilities that IBM may reasonably require to perform the Services, in particular, supplies, furniture,computer facilities, telephone/fax communications, analog lines and broadband access via network connectivity capability and other facilities while IBM is working on these Services The IBM project team will be located in an area adjacent to your subject matter experts and technical personnel, and all necessary security badges and clearance will be provided for access to this area A lockable cabinet will be provided to IBM personnel in accordance with your security procedures Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 9 of 27 You will be responsible for ensuring that you have appropriate backup, security and virus-checking procedures in place for any computer facilities you provide or which may be affected by the Services. 2 5 Materials IBM will provide you with the tangible items listed in Appendix B,which will be provided as Type II Materials 2.6 Completion Criteria IBM will have fulfilled its obligations for the Services under this SOW when one of the following first occurs a IBM accomplishes the IBM activities described in "IBM Responsibilities," including delivery to you of +. the Materials listed, if any, or b You or IBM terminates the project in accordance with the provisions of the Agreement 2.7 Schedule The Services will be provided between a start date to be determined by both parties and currently estimated to be October 16, 2012 ("Start Date"), and an estimated end date of December 31, 2013 ("End Date"), or on other dates mutually agreed to between you and IBM The project schedule will be determined after all Agency deliverables are delivered to IBM as listed below • Technical Survey, Sample Reports, Histoncal backup of source system, Jurisdictional Breakdown/Beats, and Shape files. 2 8 Charges This project will be conducted on a fixed-price basis The fixed price for performing the Services defined in the SOW will be $28,250 00 IBM will invoice you for each milestone as it is completed, but no later than the completion date listed below unless otherwise agreed to by both parties Milestone Milestone Dollar Value Completion Date Data Migration Services (Data Verification 12/07/2012 for AJPD RMS)—Signed Data Verification $17,750 00 Form received Data Migration Services (Data Refresh for 12/31/2012 AJPD RMS)—Signed Data Refresh $ 6,000 00 Verification Form received SQL Install, Configuration and Testing $ 1,250 00 11/16/2012 (Delivery of System Test Report) Support Services (Maintenance for AJPD 12 Months from RMS)— All Deliverable Materials have $ 3,250 00 completion date of the been delivered Data Migration Services Fees shown above are exclusive of travel and living expenses,other reasonable expenses incurred in connection with the Services and any applicable taxes. You will be billed travel and living costs(including actual transportation and lodging, and per diem meal expenses)estimated at$0 00. The total estimated charges for this SOW are $28,250 00 IBM will invoice you monthly for travel and living expenses, other reasonable expenses(including any required business licenses or permit costs) incurred in connection with delivering the Services, and applicable taxes, if any Amounts are due upon receipt of invoice and payable within 30 days You agree to pay accordingly, including any late-payment fee You do not have to pay any amount disputed in good faith while it is being investigated, but you remain obligated to pay any amount not in dispute 2.9 Additional Terms and Conditions 2 9 1 Required Consents Prior to making your facilities, software, hardware, networks or other similar resources available to IBM, you will promptly obtain any licenses or approvals necessary for IBM or its subcontractors to use, access and modify such resources to the extent necessary for IBM to perform the Services, including the Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 10 of 27 Air on. development of any Materials IBM will be relieved of its obligations to the extent your failure to promptly obtain such licenses or approvals adversely affect IBM's ability to perform its obligations If a third party asserts a claim against IBM as a result of your failure to promptly obtain these licenses or approvals, you agree to reimburse IBM for any costs and damages that IBM may reasonably incur in connection with such claim 2 9 2 Confidential Information Notwithstanding anything to the contrary in the Agreement, the parties hereto agree that the IBM Agreement for the Exchange of Confidential Information("AECI")shall govern the obligations and rights of the parties with respect to any Information (as defined in the AECI)exchanged between the parties .•. during the term of this SOW The AECI is incorporated into,and subject to, this SOW, and is located at. http//www-304 ibm com/businesscenter/cpe/download0/186137/aeci us.pdf (which location may be changed from time to time) The terms of this SOW shall be considered confidential information under the AECI 2 9.3 Intellectual Property Services Components Intellectual Property Services Components Definition Intellectual Property Services Components("IPSCs")are preexisting IBM or third party literary works or other works of authorship(such as programs, program listings, programming tools,documentation, reports, drawings and similar works)that IBM may license to AJPD or that IBM may use when providing a Service IPSCs are not Products or Materials as such terms are defined in the Agreement IPSC License Grant Subject to the section entitled"IPSC Special Terms," IBM grants AJPD an irrevocable, nonexclusive, paid-up license to use, execute, copy,display, and distribute,all within the AJPD Enterprise only, the following IPSC • IBM i2 COPLINK Data Migrator IPSC Special Terms a IBM or third parties have all right, title,and interest(including ownership of copyright)in IPSCs and IPSCs are licensed, not sold Notwithstanding the definition of IPSC above, an IPSC shall be considered a Product for the purposes of the Agreement section entitled "Limitation of Liability"only, without reference to any other section b IPSCs are provided"AS IS"AND IBM MAKES NO REPRESENTATIONS OR WARRANTIES, EITHER EXPRESS OR IMPLIED,WITH RESPECT TO IPSCs, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE,AND DOES NOT INDEMNIFY AGAINST OR PROVIDE ANY REMEDY REGARDING THIRD PARTY INTELLECTUAL PROPERTY CLAIMS Under no circumstances shall IBM be liable for any .r. damages arising out of AJPD's use of the IPSC c The IPSC License granted to AJPD is limited solely to AJPD's COPLINK solution, as specified in this Statement of Work No other entity in AJPD shall be permitted access to the IPSC unless separately contracted with IBM d The IPSC License granted is for internal use only and includes the right to make and install copies of the IPSC to support such use,and the right to make one copy of the IPSC for backup and recovery purposes e The terms of this license apply to each copy AJPD makes of the IPSC AJPD agrees to reproduce all copyright notices and all other legends of ownership on each copy. f All modifications and the modified IPSC made by IBM under this or any SOW and all rights therein (including copyrights), shall belong exclusively to IBM, but shall be subject to this IPSC License If requested by IBM to perfect IBM's ownership rights(including copyrights) in such modifications or the modified IPSC, AJPD agrees to execute all documents necessary to perfect IBM's ownership rights g AJPD agrees not to i)sublicense, assign, or transfer the license for the IPSC, ii)sell, lease, license or otherwise distribute the IPSC to any third party, iii) reverse assemble, reverse compile, or otherwise obtain or attempt to obtain the source code of the IPSC except as specifically permitted by law without the possibility of contractual waiver, or iv)sublicense, assign, or transfer the license Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 11 of 27 for the IPSC to a successor, acquired,or acquiring organization by merger or acquisition Any attempt to do items(i),(ii)or(iv)is void h IBM may terminate this license if AJPD does not comply with any of the terms of this SOW. i. Upon termination, AJPD agrees to destroy,and make no further use of,the IPSC,and certify such destruction to IBM 1 This term only applies to the OSS included with the IPSC and listed in the IBM Responsibilities section above OSS that IBM may install, update, access or otherwise use for AJPD under this SOW is distributed (except as may be provided by the SOW) and licensed to AJPD by the non-IBM OSS distributors and/or respective copyright or other right holders under their terms and conditions IBM is not a distributor(except as may be provided by the SOW), licensee or licensor of such OSS, ...., and performs the work described in this SOW on AJPD's behalf Notwithstanding anything to the contrary contained in the Agreement, IBM makes no express or implied warranties or representations with respect to such OSS and provides no indemnity for such OSS IBM grants no express or implied patent or other license with respect to such OSS IBM is not liable for any damages arising out of the use of OSS Any modification or creation of derivative works of any OSS is outside the scope of this SOW Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 12 of 27 2 9 4 Offer Expiration Date This offer will expire on October 31, 2012, unless extended by IBM in writing Each of us agrees that the complete agreement, which replaces any prior oral or written communications between us regarding this transaction, consists of 1)the Statement of Work and its Appendices, and 2)the Agreement identified below In entering into this SOW, you are not relying upon any representation made by or on behalf of IBM that is not specified in the Agreement or this SOW, including, without limitation, the actual or estimated completion date, amount of hours to provide any of the services,charges to be paid, or the results of any of the services to be provided under this SOW An authorized signature on this page by you indicates your acceptance of this Statement of Work Agreed to Agreed to. City of Apache Junction Police Department International Business Machines Corporation Armonk,New York 10504 By By DRAFT—NOT FOR SIGNATURE DRAFT—NOT FOR SIGNATURE Authorized signature Authorized signature Name (type or print) Name(type or print) Date. Date. Agreement name IBM Customer Agreement Agreement number SSL1016 Statement of Work number SMAO-8X322C IBM Fax number 402-773-5059 .�. IBM E-mail address tfrolio@us ibm corn Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 13 of 27 Appendix A: Project Procedures A- 1. Project Change Control Procedure The following process will be followed if a change to this SOW is required (1) IBM and you may determine that it is necessary to add additional Services or extend the End Date In such event, you may authorize additional funding or End-Date extension by execution of a Project Change Request as discussed below. If accepted or initiated by IBM, such letter or e-mail shall act as a Change Authorization to this SOW All other requested changes will require execution of a Project Change Request as discussed below (2) A Project Change Request(PCR)will be the vehicle for communicating change The PCR must describe the change, the rationale for the change and the effect the change will have on the project (3) A PCR must be signed by authorized representatives from both parties to authorize implementation of the change Until a change is agreed to in writing, both parties will continue to act in accordance with the latest agreed version of the SOW A - 2• Escalation Procedure The following procedure will be followed rf resolution is required to a conflict arising during the performance of this SOW a When a conflict arises between AJPD and IBM, the project team member(s)will first strive to work out the problem internally b Level 1 If the project team cannot resolve the conflict within two working days, the AJPD Project Manager and IBM Project Manager will meet to resolve the issue c Level 2 If the conflict is not resolved within three working days after being escalated to Level 1, the AJPD Chief of Police or his designee will meet with the IBM Project Executive to resolve the issue d If the conflict is resolved by either Level 1 or Level 2 intervention, the resolution will be addressed in accordance with the Project Change Control Procedure set forth in Appendix A-1 e If the conflict remains unresolved after Level 2 intervention, then either party may terminate this SOW If the conflict is addressed by termination,AJPD agrees to pay IBM as described in the "Termination"section of the Agreement f During any conflict resolution, IBM agrees to provide Services relating to items not in dispute, to the extent practicable pending resolution of the conflict AJPD agrees to pay invoices per this SOW and the Agreement Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 14 of 27 /Mk r. Appendix B: Materials B - 1: Status Report(s) Purpose: Provide status of the progress and IBM activities worked on during the reporting period Significant accomplishments, milestones, and problems will be identified Status reports will be provided on a mutually agreed upon frequency basis Content: Each status report will consist of the following, as appropriate • Activities performed during the current reporting period • Activities planned for the next reporting period • Project Change Control Summary • Problems, concerns,and recommendations Delivery IBM will deliver one(1)copy of this document in softcopy format B -2. High-level Timeline Purpose Provide high-level timeline for the project. Content: The timeline will show the anticipated time frame for each activity in the SOW. Delivery- IBM will deliver one(1)copy of this document in softcopy format within a mutually agreed upon timeframe following the project kick off meeting B - 3. Technical Questionnaire/Checklist Purpose: The purpose of this survey is to give IBM a technical understanding of the structure of your source system and insight into factors that will affect the deployment of your data source into the COPLINK production environment. Please complete this questionnaire electronically and return it to your IBM Project Manager (PM) A completed survey is required before your agency's kick-off meeting can be scheduled and before the integration of your data source can begin IBM will deliver this checklist for completion after contract execution but prior to the contract kick-off meeting Content. The questionnaire/checklist will include the following information' • Agency Info • Roster • Product Information • First Encounters or Custom Systems • Contributing Agencies • Participation Requirements • Documents Contained • Mug Shots/Images • Network Topology • Miscellaneous Information Delivery. IBM will deliver one(1)copy of this document in softcopy format Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 15 of 27 B -4. Exception List Purpose' Provide documentation of information that was excluded from the data source migration This list will be sent by IBM to the Hosting COPLINK Node administrator for review Content. List of information that was excluded from the data source migration that has been identified as an exception to the items listed in Appendix C Delivery: IBM will deliver one (1)copy of this document in softcopy format B - 5: Data Verification Form Purpose: To provide a sign-off form for the Data Verification activity, this constitutes completion of the Data Verification services This checklist is created based on agency scoped source document types It is a sign off from the agency that we have fixed any issues from the first session and are signing off on the data as acceptable and correct to move into production Content. Checklist of tasks completed during the Data Verification services Delivery: IBM will deliver one (1)copy of this document in softcopy format B - 6• Data Refresh Verification Form Purpose To provide a sign-off form for the Data Refresh activity;this constitutes completion of the Data Refresh services. Content. Checklist of tasks completed during the Data Refresh services Delivery: IBM will deliver one (1)copy of this document in softcopy format B - 7 System Test Report Purpose: The purpose of this report is to provide Customer with a document that shows the results of the system testing of the COPLINK Node Content. The content of this document will include the testing results for the various elements of the COPLINK Node. Delivery. IBM will deliver one (1)copy of this document in softcopy format B - 8: Resolution Plan Purpose: The purpose of this deliverable is to provide written documentation of the resolution plan for each valid, in-scope issue Content The resolution plan will be either an email or trouble ticket accessible by AJPD Delivery. IBM will deliver one (1)copy of this document in softcopy format Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 16 of 27 Appendix C: Agency Source Data Information C - 1: Agency Data Source(s) Agency Name Participating Vendor Product Product Data Set Agencies Name Name RDBMS Type Apache Junction PD AJPD TrTech/ VisionRMS SQL-92 RMS VisionAlR Compliant C -2: IBM i2 COPLINK Inclusions and Exclusions General Conversion Rules • A data source consists of one or more of the data sets listed below • No alien data will be converted from a data source into IBM i2 COPLINK IBM defines alien data as any data not originally entered into the application associated with the data source. Examples of alien data include but are not limited to. o Documents migrated from your retired system of record and into your current system of record through a means other than the system's associated application. o Pawn data contained in your police department's RMS but originate from another system (often a sheriffs office) o Mugs that originate from your Jail Management System but are also fed into your RMS to view photos of potential suspects • Data must be delivered unmodified in order to qualify for standard data source prices. Prohibited modifications include but are not limited to o Filtering of Juveniles and/or sex cnme victims o Data obfuscation o Date range sub-setting • Any required filtering will be implemented by IBM as part of the integration process and will be approved by the contributing agency prior to data being shared with other agencies. • IBM cannot convert Proprietary Binary File Formats Converted Data per Data Set Type Record Management System(RMS) • Standard Data Converted into COPLINK: o Documents • One or more of the follow types of Reports • Department Reports • Supplemental Reports • Traffic Collisions • Miscellaneous Incident • Citations • Field Interviews • Permits • Pawns • Supervisions (Registration) • Supervisions(Court Ordered) • Data Not Converted into COPLINK for an RMS Data Source Type: o JMS Data o Mug Shots o CAD Data o AFIS Data o Probation Data o Court Data o CJIS Data o Vehicle Tow Data o Intelligence Documents/Crime Analysis Documents Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF.doc Page 17 of 27 - o Civil Process Documents o Arraignments o Watch Lists Jail Management System (JMS) • Standard Data Converted into COPLINK: o Documents • Bookings • Visitations • Supervisions(Court Ordered) o Mug Shots ,... Note:Visitations can only be mapped if Visitor Type is available Visitor Type is necessary in order for typical nexuses (e g public defenders)to be filtered out. • Data Not Converted into COPLINK for a JMS Data Source Type o Jail Operations • Jail Financial Management • Commissary Records • Internal Jail Communication • Jail Resource Management • Background Checks • Employee Personnel Files and Applications • Internal Jail Activity o General Inmate Management • Inmate Cell Information • Inmate Transport Records • Inmate Schedules • Inmate Grievances • Inmate Mail, Email and Telephone Calls • Inmate Escape Records • Inmate Court Activity • Inmate Work Programs and Related Skills • Inmate Medical Data • Inmate Behavior Records • Inmate Handling Instructions • Inmate Visit Authorizations • Inmate Privileges • Inmate Property • Inmate Property Tracking • Inmate Next of Kin .-. • Inmate Holds o Inmate Sentence and Release Management • Earliest Possible Release Data • Anticipated Release Date • Sentence Start and End Date • Inmate Probation and Release Schedules • Sentence Adjustments • Conditions of Bail • Released to Information • Inmate Address and Phone after Release o Miscellaneous • Lineups • Inmate Vehicles • Inmate Vehicle Storage Prison/Corrections System • Standard Data Converted into COPLINK: o Documents • Supervisions(Incarcerations) • Visitations Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 18 of 27 Adak p o Mug Shots Note:Visitations can only be mapped if Visitor Type is available Visitor Type is necessary in order for typical nexuses(e g public defenders)to be filtered out • Data Not Converted into COPLINK for a Prison/Corrections Data Source Type: o Prison Operations • Prison Financial Management • Commissary Records • Internal Jail Communication • Prison Resource Management • Background Checks • Employee Personnel Files and Applications • Internal Prison Activity o General Inmate Management • Inmate Cell Information • Inmate Transport Records • Inmate Schedules • Inmate Grievances • Inmate Mail, Email and Telephone Calls • Inmate Escape Records • Inmate Court Activity • Inmate Work Programs and Related Skills • Inmate Medical Data • Inmate Behavior Records • Inmate Handling Instructions • Inmate Visit Authorizations • Inmate Privileges • Inmate Property • Inmate Property Tracking • Inmate Next of Kin • Inmate Holds o Inmate Sentence and Release Management • Earliest Possible Release Data • Anticipated Release Date • Sentence Start and End Date • Inmate Probation and Release Schedules • Sentence Adjustments • Conditions of Bail • Released to Information • Inmate Address and Phone after Release o Miscellaneous • Lineups • Inmate Vehicles • Inmate Vehicle Storage Computer Aided Dispatch(CAD) • Standard Data Converted into COPLINK: o Documents. • Occurrences/Calls for Service(CFS) Probation/Parole System • Standard Data Converted into COPLINK. o Documents • Supervisions(Court Ordered) • Supervisions(Parole) • Supervisions(Probation) Automated Fingerprints Identification System(AFIS) • Standard Data Converted into COPLINK o Documents Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 19 of 27 • Identification Documents Criminal Justice Information System(CJIS) • Standard Data Converted into COPLINK. o Documents • Warrants Traffic Collision System • Standard Data Converted into COPLINK. o Documents. • Reports(Traffic Collisions only) Citation System • Standard Data Converted into COPLINK. o Documents. • Citations Pawn System • Standard Data Converted into COPLINK: o Documents • Pawn Tickets DMV Registration System • Standard Data Converted into COPLINK. o Documents • Permits DMV License System • Standard Data Converted into COPLINK: o Documents • Permits Ballistics System • Standard Data Converted into COPLINK o Documents • Ballistics Reports License Plate Reader Systems(LPR) • Standard Data Converted into COPLINK: o Documents • LPR Reports '.. Gang System • Standard Data Converted into COPLINK. o Documents • Fls • Supervisions (Registration) • Intel Docs(Tips) COPLINK Documents Specified General Document Rules • Charges are indirectly tied to persons in COPLINK via Arrest, Booking, Citation,or Warrant documents If these documents are not present in the data source, it is an option to convert the charges to crime types and associate them with the Departmental Report • If narratives are present in a data source, they will be converted, unless previously requested. Cases A COPLINK Case represents a folder and not a document A COPLINK Case will thus consist of related documents that have been combined into a case Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 20 of 27 • Standard Data Converted into COPLINK. o Case Number Reports • Reports come in one of four forms: o Departmental Reports • Records the occurrence of a crime, police action taken,or information that an officer deems significant enough to create a permanent record of an incident o Supplemental Reports • Records activities of law enforcement officers as they continue to investigate a specific Departmental Report o Traffic Collisions • Records a collision of one vehicle with another vehicle, person, or other object o Miscellaneous Incidents • An abbreviated form of a report that describes a minor incident that does not require any follow-up investigation. This document type is created only in cases where Departmental Reports can be systematically distinguished from Miscellaneous Reports • Standard Data Converted into COPLINK: o Incident Begin Date/Time o Incident End Date/Time o Report Number o Beat o Grid o Crime Type(s) o Arrest Information • Arrest Type • Arrest Number • Arrest Charge Bookings A COPLINK Booking records the admittance of a person into a jail facility(but not a prison) • Standard Data Converted into COPLINK. o Booking Charge o Booking Date/Time o Release Date/Time o Release Agency o Release Location o Release Reason ... o Release Officer Citations A COPLINK Citation represents a judicial summons issued to a person by a law enforcement official as the result of a minor occurrence,typically in response to a traffic infraction or misdemeanor • Standard Data Converted into COPLINK. o Citation Type o Citation Number o Citation Status o Beat o Grid o Citation Charge Warrants A COPLINK Warrant represents the authority to arrest of an individual for the commission of a specific crime • Standard Data Converted into COPLINK: o Warrant Type o Warrant Category o Warrant Number o Court Docket Number Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 21 of 27 o Warrant Status o Warrant Charge Field Interviews A COPLINK Field Interview contains information about contact between a law enforcement officer and at least one individuals for any activity an officer feels is suspicious • Standard Data Converted into COPLINK: o Field Interview Type o Field Interview Number o Beat o Grid Pawn Tickets A COPLINK Pawn Ticket contains information about persons and property involved in a pawn transaction • Standard Data Converted into COPLINK• o Pawn Ticket Number o Pawn Shop Name Permits A COPLINK permit represents permissions granted to an individual such as the privilege to carry a concealed weapon,a driver's license, or handicap parking permit • Standard Data Converted into COPLINK• o Permit Type o Permit Number o Permit Status o Grid o Crime Type(s) Occurrences A COPLINK Occurrence represents a request for assistance by an individual Such requests are often filed through local 911 services after the observance of a crime, suspicious activity,or because of a dire need for medical treatment • Standard Data Converted into COPLINK. o Occurrence Number o Priority Code o Out Type (indication of how the call was routed to the field) o Call Source Type o Beat o Grid '^ Supervisions • Standard Data Converted into COPLINK: o Supervision Type o Supervision Reference Number o Supervision End Date o Supervision Status • Supervisions fall into one of five categories: o Court Ordered—an official proclamation by a judge that defines the legal relationships between the parties to a hearing,a trial,an appeal, or other court proceedings Such ruling requires or authorizes the carrying out of certain steps by one or more parties to a case Types of Court- Ordered Supervisions include' • Community Supervision • Drug Court Supervision • Federal Court Supervision • Juvenile Court Supervision • Miscellaneous Court Supervision • Prohibited Possessor(Firearm) • Court Order of Protection Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ883 v2-2 91712 Revised Clean DRAFT TRF doc Page 22 of 27 ... .... • Travel Restriction • No Trespass • Temporary Restraining Order • Work Release • Pre-Trial Release o Registration—records the periodic registration of an individual who has been ordered by the court to report home location and other pertinent information as deemed by local law enforcement or the court Types of Registration Supervisions include • Registered Gang Member • Registered Arson '... • Registered Felon • Registered Repeat Offender • Registered Sex Offender • Registered Narcotic Offender o Parole—Parole is a type of Supervision managed by the justice system after a conditional early release of a person from incarceration Parole includes only • Parole Supervision o Probation—Parole is a type of Supervision managed by the justice system after a conditional early release of a person from incarceration. Probation includes only • Probation Supervision o Incarceration—Records the imprisonment of an individual Incarcation includes only • Incarceration Supervision Identification Documents A COPLINK Identification document represents the identification of an individual by a law enforcement agency Examples of Identification documents include adult entertainer and taxi operating license • Standard Data Converted into COPLINK: o Identification Document Number Ballistics Reports A COPLINK Ballistics Report describes weapons and ammunition used at the scene of a crime • Standard Data Converted into COPLINK: o Report Date/Time o Destroyed Date/Time o Report Number o Criminalist(examiner) LPR Reports .+ LPR is short for License Plate Reader A COPLINK LPR Report records the location and license plate of a vehicle surveilled by devices capable of Automatic Number Plate Recognition (ANPR) • Standard Data Converted into COPLINK. o Date/Time o Read ID Number Visitations A COPLINK Visitation represents the visitation between an inmate and at least one other person • Standard Data Converted into COPLINK. o Visitation Number o Date o Begin/End Time o Duration Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 23 of 27 Objects included by Document Type N C .4 N N N N C N Document Type\Object type ° °i s cD o 0 o O > a a Departmental Reports Y Y Y Y Y Y Y Y Y Arrests Y Y Y Bookings Y Y Y Citations Y Y Y Y Y Y Y Y Y Warrants Y Y Y Y Y Y Y Y Y F1's Y Y Y Y Y Pawn Y Y Y Y Y Y Y Permit Y Y Y Y Y Occurrence Y Y Y Y Y Y Y Y Y Dispatch Y Y Supervision Y Y Y Y Y Identification Y Y Y Y Arraignment Y Y Y Y Y Y Y Y Y Ballistics Y Y Y Y Y Y Y LPR Y X,Y cords Visitation Y Y Y Y=Yes,When Available in Source System Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 24 of 27 COPLINK Objects Specified Persons • Standard Data Converted into COPLINK. o Name o Alias(s) o Gender o DOB o Height o Weight o Eye Color o Hair Color o Race o Ethnicity o Marks o MO o Appearances o Caution Flags o Gang Members o Registered Offenders o Employer o IDs • OLN • SSN • SID • FBI • Local • Data Not Converted into COPLINK: o Religion o Education Level o Skill Set o Dependent/Custody o Financial Need Status/Indigent o Fingerprints o Citizenship Status o Marital Status o Sexuality o Languages Spoken Organizations • Standard Data Converted into COPLINK: o Name o Organization type Officers • Standard Data Converted into COPLINK. o Name o Badge Number o Data Not Converted into COPLINK o Personal information Vehicles • Standard Data Converted into COPLINK o Class o Make o Model o Style o Year Z125-7950-02 SWG Fixed-Fee SOW 10 5.4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 25 of 27 o Color o License Plate o Data Not Converted into COPLINK o Vehicle Impounds Weapons • Standard Data Converted into COPLINK• o Type o Manufacture Type o Serial Number o Color .•. o Lands/grooves/twists/housing/action/casing/head stamp(Ballistic Data Sets only) Properties • Standard Data Converted into COPLINK o Category o Type o Size o Make o Model o Color o Serial Number o Quantity Securities • Standard Data Converted into COPLINK. o Type o Issuer o Serial Number o Denomination o Quantity o Value Phones • Standard Data Converted into COPLINK- o Phone Number Locations • Standard Data Converted into COPLINK. o Address Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF doc Page 26 of 27 Appendix D: Third Party Hardware and Software D - 1: Hardware and Software The following third party hardware and software(or their equivalents) is required for the Services AJPD will provide the hardware and software as set forth in this SOW. THIRD PARTY Intermediate Box(Desktop) HARDWARE Item DELL OptiPlex 960 Small Form Factor or equivalent Quantity Per Data Source Processor Intel Core 2 Duo E8400 Clock Speed 3Ghz,6M, 133Mhz Memory 4GB, DDR2 Non-ECC SDRAM, 800Mhz Memory Configuration Hard Drive 2x160GB 7200 RPM SATA 3 0GB/s&8MB DataBurst Hard Drive RAID-1 Configuration Operating Windows 7 Professional x64 System Redundant No Power Peripherals 2U Shelf, 19"Rack shelf, 13" and deep Accessories THIRD Intermediary PARTY Box SOFTWARE Third Party Java RE 1 6, Software Microsoft SQL Server 2008 R2 Std Ed,Cygwin,OpenSSH Altova Runtime(if requested by IBM) Z125-7950-02 SWG Fixed-Fee SOW 10 5 4 Template 20120806 Apache Junction RMS SOW SMAO-8WJ8B3 v2-2 91712 Revised Clean DRAFT TRF.doc Page 27 of 27 uity git Apache uncuon Home r/ tl)e SU erctztzon Print TO: City Manager's Office FROM: Bryant Powell, Asst. City Manager DATE: October 1, 2012 Benda Type : Work Session Agenda Council Priority Focus Area• Community Development TITLE OF AGENDA ITEM: DISCUSSION AND CONSIDERATION OF VILLAGIO ESTATES LLC DEVELOPMENT AGREEMENT FOR 16TH AVE ROADWAY IMPROVEMENTS IN AN AMOUNT OF $790,000 00 ACTION REQUESTED: Recommendation for Approval DISCUSSION / BACKGROUND INFORMATION: This agreement serves two purposes 1) Memorializes 16th Ave adjacent improvements to Villagio Estates Subdivision, and 2) Enables connecting improvements to 16th Ave to enhance access to subdivision and improve roadway safety The developer is responsible for the 16th Ave. adjacent improvements costs as part of the subdivision requirements. The city is responsible for the cost of the other improvements estimated at this time to be approximately $790,000 00 which is in the public works budget for the 16th Avenue street improvements west and east of the subdivision FISCAL IMPACT: Budgeted Expenditure OPTIONS/ ALTERNATIVES: RECOMMENDATION: Approval ATTACHMENTS: Click to download G3 cover memo .•. I p,4AGNF w �� U rz KL.--..„.: :_ik '94)tZON¢` To. The Honorable Mayor Insalaco and City Council Members Through George Hoffman, City Manager From: Bryant Powell,Assistant City Manager Date: October 1, 2012 Subject Villagio Development Agreement Before you this evening for discussion is a development agreement between the city and Villagio Estates, LLC . The agreement serves two purposes 1) Memorializes 16th Ave adjacent improvements to Villagio Estates Subdivision; and 2) Enables connecting improvements to 16th Ave to enhance access to subdivision and improve roadway safety. The developer is responsible for the 16th Ave. adjacent improvements costs as part of the subdivision requirements The city is responsible for the cost of the other improvements estimated at this time to be approximately$790,000.00 which is in the public works budget for the 16th Avenue street improvements west and east of the subdivision The Planning and Zoning Commission approved the plan development amendment and pre-plat for the property in consideration for this proposed development agreement by a 4-1 vote at their meeting on July 24, 2012 p Department of Human Resources City of Apache Junction 300 E Superstition Blvd Apache Junction,AZ 85119 480 474 2617 Service Over and Above the Rest SOAR