HomeMy WebLinkAboutItem 03- City of Eugene IGA- Public Safety SystemAGENDA ITEM SUMMARY
Meeting Date:
Meeting Type:
Staff Contact/Dept.:
Staff Phone No:
Estimated Time:
6/20/2023
Regular Meeting
Chief Andrew Shearer
541-726-3722
Consent Calendar
SPRINGFIELD Council Goals: Strengthen Public Safety
CITY COUNCIL by Leveraging
Partnerships and
Resources
ITEM TITLE: EUGENE AND SPRINGFIELD PUBLIC SAFETY SOFTWARE IGA
ACTION
Approve an amendment to the intergovernmental agreement with the City of
REQUESTED:
Eugene and authorize the City Manager to sign the amendment for software
maintenance and hosting costs associated with the shared public safety software.
ISSUE
The City of Springfield has an intergovernmental agreement with City of Eugene
STATEMENT:
for vendor maintenance, hosting support and hardware costs for the Central Square
shared public safety software suite. The proposed contract will continue the
partnership between the City of Springfield and City of Eugene.
ATTACHMENTS:
1. C877 amendment 4 public safety software IGA
2. C877 IGA restatement amendments 1 - 3
DISCUSSION/
The City of Springfield has an existing partnership with the City of Eugene via an
FINANCIAL
intergovernmental agreement for software maintenance, hosting, and hardware
IMPACT:
costs associated with the Central Square public safety software (formerly SunGard
and Superion). The Central Square software is currently utilized by the Springfield
Police Department, Eugene -Springfield Fire Department, and Eugene Police
Department and is hosted by City of Eugene ISD.
The proposed intergovernmental agreement amendment (attachment 1) extends the
term through June 30, 2026. The agreement's existing cost share model would
remain the same. Fiscal year 2024 costs under the intergovernmental agreement are
estimated at $174,337 and were included in the Springfield Police Department
proposed budget. Future fiscal year costs may increase in accordance with vendor
rates and CPI, but at a rate not to exceed 5%.
The City of Springfield, City Attorney Office reviewed and approved the proposed
amendment.
Springfield Police requests Council approve and give the City Manager the
approval to sign the a intergovernmental agreement amendment between City of
Springfield and City of Eugene for continued public safety software services.
AMENDMENT NO. FOUR (4)
and Restatement of Intergovernmental Agreement (IGA)
Central Square, formerly known as Superion and SunGard Hosting
Operations and Maintenance
IGA portion of City of Eugene Contract #2018-03006
This Amendment is made to the IGA PORTION ONLY of the Software Licenses and Services
Agreement dated November 5, 2012, between the City of Eugene and Central Square
(formerly known as Superion and SunGard) and the IGA partner member the City of
Springfield. City and IGA partner member mutually agree to amend the IGA referenced above
as follows:
1. Term:
The Agreement is hereby extended through June 30, 2026, unless earlier terminated as
provided in Agreement Line 22, Termination Process. Effective date of this Amendment is July
1, 2023.
All other terms and conditions of the IGA (as provided in the First Amendment and
Restatement dated March 29, 2018, and the Second Amendment dated July 1, 2020, and the
Third Amendment dated July 26, 2021) remain in full force and effect.
Acknowledging Review of this document for the Hosting party, the City of Eugene:
Robin Mayall, IT Director
Mia Cariaga, Central Services Executive Director
Date
Date
Acknowledging Review of this document for the Participating Party, the City of Springfield:
Kristina Kraaz, Assistant City Attorney
CITY OF EUGENE
Sarah Medary
City Manager
CITY OF SPRINGFIELD
Nancy Newton
City Manager
Date:
and apPro�aid
For review dobe Sign an
be seed o nai signature
rout
Date Signed:
Effective Date of this IGA is July 1, 2023
Date:
Effective Date of this IGA is July 1, 2023
Attachment 1, Page 1 of 1
AMENDMENT NO. THREE (3)
to Intergovernmental Agreement (IGA)
Central Square, formerly known as Superion and SunGard
Hosting Operations and Maintenance
IGA portion of City of Eugene Contract #2018-03006
This Amendment is made to the IGA PORTION ONLY of the Software Licenses and
Services Agreement dated November 5, 2012 between the City of Eugene and Central
Square (formerly known as Superion and SunGard) and the IGA partner:
• City of Springfield
City and IGA member mutually agree to amend the IGA referenced above as follows:
1. Participating Parties:
Agreement and all exhibits are hereby updated to reflect that the Hosting party
remains the City of Eugene and the sole participating party is the City of
Springfield. All access to the system by the University of Oregon granted by the
original Access Agreement has been revoked. The University of Oregon
withdrew from this agreement and signed a termination letter on June 4, 2021,
effective June 23, 2021, having previously provided six (6) months' notice as
required by the Agreement. This Amendment removes all reference to the
University as a Participating Party to this IGA as of July 1, 2021, which
terminates all of the University's rights and obligations under the IGA.
2. Contingency and budgeting for products and services: Update Exhibit F, 3.A
with the following table to revert to the original IGA shared costs allocation:
Cost Category
Description
Cost
Shared: Includes
Software, Shared
Value of cost item equally benefits and approved
Hardware,
Ongoing
Eugene (COE) and the City of Springfield
67% COE
33% COS
Maintenance, and
(by COS) of
Shared Services
Value of cost item directly and exclusively benefits
EPD Only
or approved by the City of Eugene Police
100% COE
Depart ent
Value of cost item directly and exclusively benefits
SPD Only
or approved by the City of Springfield Police
100% COS
Depart ent
CLCC only
Value of cost item directly and exclusively benefits
100% CLCC
or approved by the Command Central (911)
Page 1 of 3
Attachment 2, Page 1 of 29
ESF only Value of cost item directly and exclusively benefits 100% ESF
or approved by the Euaene SDrinafield Fire (ESF)
3. Hosting & Maintenance Costs & Charges: Update Exhibit E, 1.2 to clarify
annual cost increases and revert to the original contract formula between City of
Eugene and City of Springfield with Springfield assuming 100% of the hosting
costs (updates to the original contract language are noted via underline):
1.2 SunGard Hosting
Annual hosting services to
(Eugene for THEIR staff
reimburse Eugene staff costs,
costs for hosting)
Eugene bills Springfield.
In FYI
Calculated using Eugene
Network Analyst hourly rate
($81.57) x 12 months of
Springfield estimated hours to
$64,928
perform own hosting (61.33
hours/month) + 12 months of
Springfield 24x7 /T support
costs ($408/month) for a total
of $64,928N
The FYI amount has
subsequently been inflated
year -over -year by the Western
Consumer Price Index for All
Urban Consumers (CPI -U) for
West region, size class 8/C
(2.5 million or less). The City of
Eugene will continue this
$70,968.37
practice for estimating hostinq
costs unless and until a
different method is determined
and incorporated via
amendment to this contract.
The FY20 hosting charges
were billed at $70,968.37.
Page 2 of 3
Attachment 2, Page 2 of 29
All other terms and conditions of the IGA (as provided in the First Amendment and
Restatement dated March 29, 2018 and the Second Amendment dated July 1, 2020)
remain in full force and effect.
Acknowledging Review of this document for the Hosting Party, the City of Eugene:
Patricia Scarci, AIC IT Director:aazz 07/16/2021
Mia Cariaga, Central Services Executive Director: ,,, 1b 07/25/2021
Acknowledging Review of this document for the Participating Party, the City of
Springfield:
Kristina Kraaz, Assistant City Attorney: kk
CITY OF EUGENE
'VI
Sarah Medary
City Manager
CITY OF SPRINGFIELD
udff�4LuNV�Vyt
Nancy Newton (Jul 16.202110 23 Por)
Nancy Newton
City Manager
07/15/2021
Date Signed: 07/26/2021
Effective date of this IGA is July 1, 2021
Date Signed: 07/16/2021
Effective date of this IGA is July 1, 2021
Page 3 of 3
Attachment 2, Page 3 of 29
ELECTRONIC SIGNATURE
C877
AMENDMENT NO. TWO (2)
and Restatement of Intergovernmental Agreement (IGA)
Central Square, formerly known as Superion and SunGard
Hosting Operations and Maintenance
IGA portion of City of Eugene Contract #2018-03006
This Amendment is made to the IGA PORTION ONLY of the Software Licenses and
Services Agreement dated November 5, 2012 between the City of Eugene and Central
Square (formerly known as Superion and SunGard) and the IGA partners:
• City of Springfield
• University of Oregon Police Department
City and IGA members mutually agree to amend the IGA referenced above as follows:
1. Agreement Administration:
Agreement is hereby updated for the City of Eugene, the representative for
purposes of administering this agreement is:
Patricia Scarci
Information Services Assistant Director
100 West 10th Avenue, Suite 450
Eugene OR 97401
2. Term:
The Agreement is hereby extended through June 30, 2023, unless earlier
terminated as provided in Agreement Line 22, Termination Process.
3. Exhibit F
Participating Agencies and Departments: The agreement is hereby updated to
reflect the new name of the former Eugene Fire and Life Safety to the current
Eugene -Springfield Fire (ESF)
All other terms and conditions of the IGA remain in full force and effect.
Attachment 2, Page 4 of 29
a
Acknowledging Review of this document for the Hosting party, the City of Eugene:
Lori Kievith,
AIC IT Director:
Mia Cariaga,
Central Services Executive Director:
CITY OF EUGENE
Sarah Medary
City Manager Pro Tern
Date signed:
Effective date of this lGA is July 1, 2020
UNIVERSITY OF RECON
kvvvw
Laura Harris, Strategic Procurement Manager
Purchasing and Contracting Services
Date signed:
June 17, 2020
Effective date of this lGA is July 1, 2020
CITY OF SPRINGFIELD
Nancy Kewton
City Manager
Date signed: ( Izoo
Effective date of this iGA is July 1, 2020
REVTF:WED & APPROVED
AS TO FORM
DATE: 6/22/2020
SPRINGPIELD CITY ATTORNEY'S OFFICE
Attachment 2, Page 5 of 29
Rcoev+ed i,y city Contract Officer
r
Uatr 6f�S12020 _.m�
Ejectronic Signatur6
Contract # W
First Amendment and Restatement of
Intergovernmental Agreement — Superion, formerly known as SunGard Hosting
Operations and Maintenance
BETWEEN: University of Oregon ("University')
AND: The City of Springfield (Springfield), a municipal corporation of the state of
Oregon (hereinafter "Springfield")
AND: The City of Eugene (Eugene), a municipal corporation of the state of
Oregon (hereinafter "Eugene")
RECITALS
A. ORS 199.610, and ORS 352.138(2), provide that units of local government and public
Universities may enter into agreements for the performance of any and all functions and
activities that any party to the agreement, its officers, or agents have the authority to
perform.
B, On June 22, 2016, Eugene and Springfield entered into an Intergovernmental
Agreement for SunGard now known as Superion, Hosting Operations and Maintenance
("Original Agreement").
C. At this time, the Parties desire to amend the terms of the Original Agreement as set
forth in this First Amendment to Intergovernmental Agreement for Superion Hosting
Operations and Maintenance ("First Amendment") to add University as a Party to the
Original Agreement and modify the Original Agreement accordingly.
D. The Original Agreement and this First Amendment will be collectively referred to as the
"Agreement".
E. Eugene, Springfield, and University are each a "Party" and collectively "Parties".
F. On November 5, 2012, Eugene entered into a Software License and Services
Agreement with Superion Public Sector Inc. ("Superion") for public safety software to
replace the multi- jurisdictional AIRS system ("the Superion Contract"). A copy of the
Superion Contract is attached hereto as Exhibit A. Eugene entered into the Superion
Contract with the intent of having the Superion operating system be a hosted system
with Eugene as the host and Springfield as the hostee.
G. On November 5, 2012, Springfield entered into an agreement with Superion whereby
Springfield acknowledged the terms and conditions of the Agency Access Agreement
Supplement. The "Agency Access Agreement Supplement" explicitly grants Eugene
permission to allow Springfield access to all Superion applications that are licensed to
Eugene. The Agency Access Agreement Supplement states Springfield's access will
terminate if the Superion Contract terminates and that Eugene is, and shall remain,
solely responsible for the obligations contained in the Superion Contract A copy of the
November 5 agreement is included in Exhibit A at page 78.
First Amendment and Restatement of
Intergovernmental Agreement - Superion Hosting operations and Maintenance Page i of 10
Attachment 2, Page 6 of 29 ,.x_
H. On , University and Superion have entered in to a "University Access Agreement
Supplement' granting Eugene permission to allow University access to all Superion
applications licensed under the Superion Contract. The University Access Agreement
Supplement is attached as Exhibit G and incorporated herein.
I. Also on November 5, 2012, Eugene entered into a Software Maintenance Agreement
with Superion for Superion`s provision of maintenance of and enhancement to the
system provided pursuant to the Superion Contract ("the Superion Maintenance
Contract"). A copy of the Superion Maintenance Contract is attached hereto as Exhibit
B. Eugene entered into the Superion Maintenance Contract with the intent of having the
shared Superion system maintained for the mutual benefit of both Eugene and
Springfield and to allow either city to purchase single- city, non -shared
enhancementstmodules to the shared Superion system.
J. Eugene also entered into the Superion Contract with the intent of serving as the host
agency for the shared Superion system and having Springfield serve as a hostee with
access to the system as defined Herein, Eugene, Springfield, and University recognize
that as the host agency, Eugene will perform certain ongoing hosting and operations
services ("Ongoing Hosting and Operations"), some of which will benefit Eugene,
Springfield, and University and some of which will benefit only one of the individual
parties. The parties will share the costs, in the manner provided for in this Agreement.
K. Eugene has entered into other contracts with the express purpose of enabling and
implemeniung the software, hardware and services purchased pursuant to the Superion
Contract and Superion Maintenance Contract. For example, on November 5, 2012,
Eugene entered into a Master Services Agreement with Stratus Technologies ("the
Stratus Contract"). A copy of the Stratus Contract is attached hereto as Exhibit C. Like
the Superion Contract, Eugene entered into the Stratus Contract to obtain support
services necessary for the proper function of the system shared by Eugene, Springfield,
and University.
L. The Superion system contains criminal justice information, individually identifiable
health information, and other sensitive information, and as such, is subject to certain
security controls and requirements, including but not limited to, The Criminal Justice
Information Services ("WIS") Security Policy, the Health Insurance Portability and
Accountability Act C"HIPAA"j and other agency policies. Springfield, Eugene, and
University recognize that because they will have access to the Superion system and the
information contained therein, all parties will be subject to certain security controls and
requirements that will affect how the Ongoing Maintenance and Operations services will
be provided and conducted.
M. Springfield, Eugene, and University recognize that additional costs will be incurred for
purchasing, maintaining, repairing, and replacing infrastructure required for the hosting
of the public safety servers, including but not limited to firewalls, switches, and network
pathways ("Ongoing Maintenance"). The parties intend to share those costs in the
manner provided for in this Agreement.
N. Springfield! and Eugene worked together to implement the Superion Project. During the
implementation and installation period of the Superion system staff administered the
contracts with Superion, Stratus and other contracting parties; designed and determined
First ArnerAment and Restatement of
Intergovernmental Agreement— Superion Hosting operations and Maintenance Page 2 of to
Attachment 2, Page 7 of 29 %V-
system configuration; performed testing of system components; ensured proper
installation and functionality of the Superion system, designed and built supporting
applications and interfaces and reporting databases; engineered system connectivity for
Springfield by providing secure encrypted connections to the Superion system. Some of
these implementation phase services benefited solely one city and some benefited
both. The parties agree to share the costs of the installation and implementation
services described in this recital pursuant to Exhibit D as attached to this Agreement.
O. Springfield, Eugene and University desire to enter into this Intergovernmental
Agreement {"Agreement') to set forth each Parties' financial, staff support and other
responsibilities related to the ongoing purchasing requirements, and servicing of the
shared Superion system.
P. Springfield, Eugene, and University recognize that this is not a traditional hosting
relationship and have developed administrative document(s) that set forth in more detail
the costing and operating procedures for the Superion, formerly known as, SunGard
system. Project and personnel costs for items including, but not €invited to,
implementation costs and services, Superion software, hosting operations, hardware
reserves and contingency funding have been agreed to by the Parties and are attached
and incorporated in this Agreement as Exhibits D, E and F. The Parties have also
developed a Service Level Agreement and Operating Agreement, which is attached and
incorporated into this Agreement as Exhibit F. The purpose of the Service Level
Agreement and Operating Agreement includes, but is not limited to, a shared decision-
making process, regulatory compliance and ongoing service prioritization.
Q. The Parties agree that should additional agencies join the Superion system and their
inclusion creates a revenue stream then the Parties will share in the revenue and the
shared costs will be adjusted accordingly.
=29 2A;R "
In consideration of the above Recitals which are incorporated in this Agreement and for other
good and valuable consideration, the receipt and sufficiency of which is acknowledged, the
Parties agree as follows:
1. Definitions
1.7. Non -Shared Hardware: Hardware devices and all associated maintenance,
services, licensing and warrantees that are intended for exclusive use by either
Eugene, Springfield, or university including but not limited to Trimble Placer Gold
GPS Bundles, Dataiogic Magellan 11001 and MagTek MinWedge Swipe Reader or
any city -specific devices hosted in PSJ.net (shared public safety network hosted by
Eugene).
1.2. Non -Shared Services: Services performed by Superion or another contracting
party intended for exclusive use by either Eugene, Springfield, or University,
including but not limited to training and project management for RMS modules
used exclusively by one party such as Internal Affairs (Springfield), Property and
Evidence (Springfield and University) and Crime Analysis Plus (Eugene).
First Amendment and Restatement of
Intergovernmental Agreement — 5upedon Hosting Operations and Maintenance Page 3 of 10
Attachment 2, Page 8 of 29 ie
1.3. Non -Shared Software: Software and associated annual support that is intended
for exclusive use by Eugene, Springfield, or University, including but not limited to
the annual maintenance cost for RMS modules used exclusively by one party as
well as custom interfaces.
1.4. Ongoing Hosting and Operations: Services that Eugene provides and/or
performs, that include, but are not limited to, hosting, monitoring, maintaining,
operating, repairing and updating the Superion System; overseeing installation and
testing of new programs and system interfaces; services required for the hosting of
the servers including, installation and maintenance of shared infrastructure,
24(71365 help desk services for urgent and critical system issues impacting the
network or core services (software and services): management and tracking of
support cases and issues.
1.5. Ongoing Maintenance: Costs that will be incurred for purchasing, maintaining,
repairing, and replacing infrastructure required for the hosting of the public safety
servers at Central Lane Communications Center, including but not limited to
Firewalls, switches, and network pathways.
1.5. Shared Hardware: Hardware devices and all associated maintenance, licensing
services and warrantees that are intended for use by Eugene, Springfield, and
University including but not limited to existing production server(s), dedicated
servers for reporting and licensing/services described in the Pay Agency section of
the Superion Software License and Services Agreement or purchased by Eugene
for the Superion Implementation Project.
1.7. Shared Services: Services provided by Superion or another party with whom
Eugene has contracted with for the public safety information environment, including
but not limited to hourly rates and travel expenses for Superion project
management services relating to shared software modules and Superion CAD and
RMS System Administration trainings, services described in the Pay Agency
section of the Superion Software License and Services Agreement and installation
of a second SAN disk array by Stratus Technologies technicians.
1.8. Shared Software: Software purchased for use by both Eugene, Springfield, and
University and the associated annual maintenance cost, including but not limited to
Superion's base RMS and CAD modules.
2. Eugene agrees to:
2.1. Manage the Contracts. For the terms of the contracts, manage the Superion
Contract, Superion Maintenance Contract, Stratus Contract and associated
contracts entered into by Eugene for the Superion Project.
2.2. Invoice Springfield
2.2.9. Twenty-eight percent (28%) of the Shared Software, Shared
Hardware, Ongoing Maintenance and Shared Services costs Eugene
incurs under the Superion Maintenance Contract as stated in Exhibit E and
F of this Agreement.
2.2,2. The costs for Ongoing Hosting and Operations Services that are
First Amendment and Restatement of
Intergovemmenial Agreement - Superion Hosting Operations and Maintenance Page 4 of 10
Attachment 2, Page 9 of 29 J-
provided or performed that benefit Springfield as determined by multiplying
the Eugene Network Analyst Rate by University's estimated hours to
perform its own hosting as stated in Exhibit E and F of this Agreement.
2.2.3. Invoice Springfield for 1009 of costs Eugene incurs for Ongoing
Maintenance, Non -Shared Hardware, Non -Shared Software and Non -
Shared Services that are intended for the exclusive use of Springfield.
2.2.4. For any cost above and beyond Ongoing Hosting and Operations
Services, Eugene will Provide Springfield with invoices that clearly identify
the costs (date of service, number of hours billed in half hour segments at
the hourly rate identified in Exhibit D and E) and full description services
provided (whether performed by Eugene staff (including name and We of
Eugene staff) or third party contractors), and the items requiring payment
from Springfield Invoices will be sent to AP@Springfield-or.gov and shall
be, whenever possible, the invoices from Eugene's contractors and
subcontractors with annotations by Eugene that clearly identify those items
requiring payment from Springfield.
2.3. Invoice University
2.3.9. Twelve percent (12%) of the Shared Software, Shared Hardware,
Ongoing Maintenance and Shared Services costs Eugene incurs under the
Superion Maintenance Contract as stated in Exhibit E and f this
Agreement. r 0 0. v &-S, f o
2.3.2. The costs for Ongoing Hostingi and Operations Services that are
provided or performed that benefd404m_*efd-as determined by multiplying
the Eugene Network Analyst Rate by Springfield's estimated hours to
perform its own hosting as stated in Exhibit E and F of this Agreement.
2.3.3. Invoice University for 100% of costs Eugene incurs for Ongoing
Maintenance, Non -Shared Hardware, Non -Shared Software and Non -
Shared Services that are intended for the exclusive use of University.
2.3.4. For any cost above and beyond Ongoing Hosting and Operations
Services, Eugene will provide University with invoices that clearly identify
the costs (date of service, number of hours billed in half hour segments at
the hourly rate identified in Exhibit D and E) and full description of the
services provided (whether performed by Eugene staff (including name and
title of Eugene staff) or third party contractors), and the items requiring
payment from University Invoices will be sent to AP@uoregon.edu and
shall be, whenever possible, the invoices from Eugene's contractors and
subcontractors with annotations by Eugene that clearly identify those items
requiring payment from University.
2.4. Pay
2.4.1. Sixty Percent (60%) of the costs for the lifecycle replacement of all
Shared Hardware as stated in Exhibit F of this Agreement.
2,4.2. Sixty Percent (60°k) of the Shared Software, Shared Hardware,
Share Services costs Eugene incurs under the Superion Maintenance
Contract as stated in Exhibits E and F of this Agreement.
2.4.3. One Hundred Percent (100%) of the costs for Ongoing
Maintenance, Ongoing Hosting and Operations Services, Non -Shared
Hardware, Non -Shared Software and Non -Shared Services that are
provided or performed that benefit only Eugene according to Exhibit E and
First Amendment and Restatement of
Intergovernmental Agreement — Superion Hosting Operations and Maintenance Page 5 of to
Attachment 2, Page 10 of 29
F of this Agreement.
3. Springfield Agrees to:
3.1. Pay
3.1.1. The implementation costs up to June 30, 2015 as stated in Exhibit
D of this Agreement.
3.1.2. 28% of the Shared Software, Shared Hardware, Ongoing
Maintenance and Shared Services costs Eugene incurs under the Superion
Maintenance Contract as stated in Exhibits E and F of this Agreement.
3.1.3. Springfield agrees to 50% of costs for Ongoing Maintenance,
Ongoing Hosting and Operations Services for Shared Software modules
used by only University and Springfield.
3.1 A. Springfield agrees to 33% of costs for Ongoing Maintenance for
Shared Software modules used only by Eugene and Springfield.
3.1.6. The costs for Ongoing Hosting and operations Services that are
provided or performed as stated in Paragraph 2.2.2 and Exhibits E and F of
this Agreement.
3.1.6. 100% of the costs for Ongoing Maintenance, Ongoing Hosting and
Operations Services, Non -Shared Hardware, Non -Shared Software and
Non -Shared Services that are provided or performed that benefit only
Springfield according to Exhibit E and F of this Agreement.
3.1.7. Springfield shall make payment to Eugene within 15 days of
receiving Eugene's invoice.
4. University Agrees to:
4.1. Pay
4.1.1. 100° of the implementation and initial licensing costs charged by
Superion, formerly known as Superion, resulting from University Access
Agreement Supplement attached as Exhibit G.
4.1.2. 12% of the Shared Software, Shared Hardware, Ongoing
Maintenance and Shared Services costs Eugene incurs under the Superion
Maintenance Contract as stated in Exhibits E and F of this Agreement.
4.1.3. University agrees to 50% of costs for Ongoing Maintenance,
Ongoing Hosting and Operations Services for Shared Software modules
used by only University and Springfield. University agrees to 17% of costs
for Ongoing Maintenance, Ongoing Hosting and Operations Services for
Shared Software modules used by only University and Eugene.
4.1.4. 100% of the costs for Ongoing Maintenance, Ongoing Hosting and
Operations Services, Non -Shared Hardware, Non -Shared Software and
Non -Shared Services that are provided or performed that benefit only
University according to Exhibit E and F of this Agreement.
4.1.5. 12% of the FYI hardware costs as computed in Eugene invoice
p ISD -00264. Eugene will give a credit in the amount of $7,908.47 to
�r..� Springfield on the next invoice cycle.
4.1.6. University shall make payment to Eugene within 15 days of
receiving Eugene's invoice.
First Amendment and Restatement or
Intergoverrunentai Agreement -- Superion Hosting Operations and Maintenance Page B of 10
Attachment 2, Page 11 of 29
All Parties Agree:
S. Joint Governance and Decision Making. The parties agree to make decisions regarding
the Ongoing Hosting and Operations services for the Superion system consistent with the
Superion Contract, Superion Maintenance Contract, Stratus Contract and Exhibit's D, E
and F of this Agreement.
6, Total Shared Costs for Superion Software Maintenance. The annual Superion
Maintenance Contract costs started in November of 2013 and will continue each contract
year thereafter. The total shared costs limils set forth in this paragraph does not apply to
the shared costs for Ongoing Maintenance or for Ongoing Hosting and Operations
services.
6.1. Eugene's share of the Superion implementation and Maintenance costs from
inception to June 30, 2015 are maintained by Information Services Division [ISD],
6.2. Springfield's share of the Superion Implementation and Maintenance costs from
inception to June 30, 2015 are as stated on Exhibit D.
6.3. For July 1, 2015 -June 30, 2016 Springfield's total shared costs for Superion
Software Maintenance will not exceed $63,291. See Exhibit E.
6.4. From July 1, 2016 and going forward Springfield's total shared costs for Superion
Software Maintenance will not increase by more than 5°% per year in accordance
With Exhibit A Superion Contract unless host agency indicates the increase is not
needed. The actual amount billed to Springfield will be based upon the actual
amount billed to Eugene and shared cost distribution updated on an annual basis,
not to exceed the 5% annual increase cap. See Exhibit E.
7. Total Annual Shared Costs for Ongoing Maintenance, Ongoing Hosting, and
Operations.
7.1. Eugene's share of the Ongoing Maintenance, Ongoing Hosting, and Operations
costs to support the Superion System from inception to June 30, 2015 are
maintained by Information Services DMsion (ISD).
7.2. Springfield's share of the Superion Implementation costs from inception to June
30, 2015 are as stated in Exhibit ❑.
7.3. For July 1, 2015 - June 30, 2016 Springfield's total shared costs for Ongoing
Maintenance and Ongoing Hosting and Operations services will not exceed
$64,938 in accordance with Exhibit E.
7.4. Beginning July 1, 2018 onward, Springfield's total shared costs for Ongoing
Maintenance and Ongoing Hosting and Operations services shall be 50°% of the
Exhibit E 1.2 FY 18 costs plus the current Consumer Price Index for the Pacific area
and shall not exceed each year by more than the Consumer Price Index for the
Pacific area unless mutually consented to by the Parties
7.5. Beginning July 1, 2018 onward, University total shared costs for Ongoing
Maintenance and Ongoing Hosting and Operations services shall be 50°% of the
Exhibit E 1.2 FY18 costs charged to Springfield plus the current Consumer Price
Index for the Pacific area and shall not exceed each year by more than the
Consumer Price Index for the Pacific area unless mutually consented to by the
Parties
First Amendment and Restatement of
Intergovemmental Agreement - Superion Hosting operations and Maintenance Page 7 of 10
Attachment 2, Page 12 of 29 +'
8. Fire/EMS Dispatch Services Contract. The Parties agree that the neither Springfield nor
University will be charged For the Superion services that are included in the annual
Dispatch Contract.
9. Agreement Administration. Each party designates the following as its representative for
purposes of administering this contract. Either party may change its designated
representative by giving written notice to the other as provided in paragraph 15 of this
Agreement.
Springfield:
Brandt Melick
Information Technology Director
225 5th Street
Springfield, OR 97477
bmelick@springfield-or.gov
Eugene:
Kris Dalmolin
Information Services Division
Director
100 West 14th Ave., Suite 450
Eugene, OR 97401
University:
Kevin McGlinchey
Finance and Administration Shared Services
Associate Director for Information Technology
1276 University Of Oregon
Eugene OR 97443-1276
10. Recordslinspection. Each Party shall maintain records of its costs and expenses under
this Agreement for a period of not less than three full fiscal years following any Party's
termination of this Agreement. Upon reasonable advance notice, each party or its
authorized representatives may from time to time inspect, audit, and make copies of
another Party's records.
11. Records Disclosure. Subject to the Oregon public records laws, no Party will disclose
anther Party's records to a third party without express written permission of the Patty that
originated that record. Furthermore, University will not disclose records originated by
Eugene or Springfield to University staff outside of University's police department without
express written permission of the Party that originated that record.
12. Indemnification. To the extent allowed by the Oregon Constitution and the Oregon
First Amendment and Restatement of
lnlergovemmental Agreement - Supedc)n Hosting Operations and Maintenance Page S of 10
Attachment 2, Page 13 of 29
Revised Statutes, and subject to the limitations of the Oregon Tort Claims Act, each of the
parties hereto agrees to defend, indemnify, and save the other harmless from any claims,
liability or damages including attorney fees arising out of any error, omission or act of
negligence on the part of the indemnifying party, its officers, agents, or employees in the
performance of this Agreement.
13. Status. In providing the services specified in this Agreement (and any associated
services) each Party is a public body and maintains that public body status as specified in
ORS 30.260. Each Party understands and acknowledges that each retains all immunities
and privileges granted them by the Oregon Tort Claims Act (ORS 30.260 through 30.295)
and any and all other statutory rights granted as a result of their status as local public
bodies or instrumentalities or the State of Oregon.
14.Workers Compensation Insurance. Each party is a subject employer that will comply
with ORS656.017.
15. Assignment. No Party shalt assign this contract in whole or in part, or any right or
obligation hereunder, without the other Parties' written approval.
16. Compliance With laws. Each party shall comply with all applicable federal, state, and
local laws, rules, ordinances, and regulations at all times.
17. Notices. Any notices permitted or required by this contract shall be deemed given when
personally delivered or upon deposit in the United State mail, postage fully prepaid,
certified, return receipt requested, addressed to the representative designated in
paragraph 9. Each party may change its address by notice given to the other Parties in
accordance with this paragraph,
18. Integration. This Agreement embodies the entire agreement of the parties. There are no
promises, terms, conditions or obligations other than these contained herein. This contact
shall supersede all prior communications, representations or agreements, either oral or
written, between the parties. This Agreement shall not be amended except in writing,
signed by both parties.
19. Interpretation. This Agreement shall be governed by and interpreted in accordance with
the laws of the state of Oregon.
20. Amendment. This Agreement may be amended by mutual agreement of the parties. All
amendments shall be in writing and signed by the City Managers from both Eugene and
Springfield, and a duty authorized representative of University.
21 -Term. This Agreement shall be effective upon the signature of all Parties and shall
continue in effect for a minimum of one full fiscal year, and continue thereafter until June
30, 2020 unless earlier terminated by mutual agreement or in accordance with paragraph
20 of this Agreement.
22.Termination. Any party may terminate its inclusion in this Agreement for any reason by
giving the other Parties notice of termination six months prior to the termination date. In
the event of termination, the terminating party will be entitled to a proportional refund only
First Amendment and Restatement of
Intergovemmental Agreement — Superion Hosting Operations and Maintenance Page 9 of 10
Attachment 2, Page 14 of 29 %J/
if a refund is directly provided by a contractor or subcontractor pursuant to the Superion
Contract, Superion Maintenance Contract, Stratus Contract or other contract executed for
purposes of the Superion Implementation Project or Ongoing Maintenance.
23.Access to Data. Upon termination, cancellation or non -renewal of this Agreement, the
terminating Party will deliver to the non -terminating Parties and/or continue to make
available all applications, the non -terminating Parties' property and data for the non -
terminating Parties' download and/or retrieval for a minimum of six months after the
termination or expiration of this Agreement in order to assist the non -terminating Parties in
transitioning data either to itself or third party. Data transfer methodology will be at the
non -terminating Parties' sole discretion.
Eugene
[SIGNATURES FOLLOW ON NEXT PAGE]
Springfield A //f) I
By., By: S
Name: z
Title: C , V-�
Date 312 ,zi i (
university �
l /�
By:
i� 'od it`d r 11ptrn� � 4•
Name: P. Shatiram, Assoaale I1irclor4��
-
Pumhasm an ng Semces
Title:
Date _ REVIEWED & APPROVED
AS TO FORM
DATE'. ?, 2
OFFICE OF Crab A ORNEy
Name:
Title: L+L-A
l .�y
Date 3i 23l 18
First Amendment and Restatement of
Intergovernmental Agreement - Superion Hosting Operations and Malntenanc-
Page 10 of 10
Attachment 2, Page 15 of 29 .z r
txmort u -
I Past Costs
Lost rrom inception to June 3u, ruitr
1.1 Past 3rd Party Vendor Materials and Services for Implementation through June 30,2015
SunGard Implementation. The following totals include Phase 1 and 2 costs categorized by Application.
Consulting (training, development, travel costs, etc.), and Hardware/Equipment, LCOG Map Interface
contract, and Software Maintenance costs through June 30, 2015
1.1.1 SunGard Contractual Services Phase 1 & 2 $ 561,523
Application: $39,293
Consulting: $389,585
Hardware/Equipment: $116,744
Good faith difference $I5,90I
1.1.2 LCOG Map Interface (poll to LCOG City Contract #1125) $ 20,098
1.1.3 SunGard Software Maint up to FY15 $ 100,989
111/14-6/30114 $35,545
711/14-12/31/14 $32,996
1/11I5-6130115 $31,520
9/1114-6130/15 (Mist.) $928
1.1.4 Subtotal -3rd Party Vendor M&S thru Phase II $ 682,610
1.1.5 Total Past 3rd Party Springfield SunGard (minus LL2 LCOG) $ 662,S121
2.1 FY15 Past Eugene Staff Hosting Cast
SunGard Implementation and on-going up to June 30, 2015 - Eugene (staff) Implementation and
Hosting
2.1.1 Eugene Implementation (staff time - no cost for Springfield) $ -
2.1.2 Eugene Hosting For FY14-FYIS (staff time -18 months: Jan 20144une $ 97,407
2014 & FY 15)
Calculated using Eugene Network Analyst hourly rate ($81.57) x 18
months of Springfield estimated hours to perform own hosting
161.33 hours/rnonth)t 38 months of Springfield 207 IT support cost
($4o81mo)
2.1.3 Subtotal for Eugene Implementation and on-going FY15 $ 97,407
2.3 FY15 Past Cost Subtotal rninus LCOG {1-1.5 plus 21.3) $ 759,919
Page 1 of i
Attachment 2, Page 16 of 29
wtnuHc t- apnngnera runire vests -fury s, cuss rorwara
1 Future Anticipated casts
1.1 SunGard Software (annual
Annual support and maintenance cost to be paid by Springfield to
$ 63,291
support and maintenance)
Eugene based upon the actual SunGard lrwakce to Eugene. Contract
capped at 5% per year Increase. Eugene pays SunGard and then bills
Springfield the actual cost not to exceed the estimated cost.
FYI& Springfield an►y=$3,438, Eugene only -$31,572
$3,438 (Springfield only] + $59,853(3396 of shared ); $63,291
1.2 SunGard Hosting IEugene for
Annual hosting services to rel mhursernent Eugene staff casts.
$ 64,928
THEIR staff costs for hmtingj
Eugene bRls Springfield.
Calculated using Eugene Network Analyst hourly rate ($81.57) x 12
months of Springfield esffmated hours to perform awn hosting
(61,33 hours/month)+ 12 months of Spriwfield 24x7 IT support costs
(5408/ara
1.3 FY16 Annual Future Springfield Commitment to Eugene
$ 128,219
1.4 LCQG Map interface
See Springfield Contract # 1125. LCDG bilis Springfield.
$ 20,038
15 Hardware Reserves
Annual hardware reserve for Springfield, assurnes S year
$ 12,WO
replacement cycle with replacement equipment costs at $I50100
(initial cost + IM). (5pringf old budgets in reser+res.l
1.6 Contingency Funding
fstimofed annual contingency funds for Springfield to cover high
$ 28,000
risk/unanticipofed sterns. (Springfield budge is in Contractual
Services accounts.)
1.7 FY16 Annual Future cost Committed to Springfield Budget
$ 60 ,098
1.8 FY 16 Total Annual Future cost Committed to Budget $ 188,317
1.9 FY 17 and Forward See IGA 5.4, 6.4 and Exhibit F
Page 1 of 1
Attachment 2, Page 17 of 29
Exhibit F
Superion Ongoing Hosting Operations and Maintenance Service Level Agreement and Operating
Agreement
Purpose: The Purpose of this Agreement is to lay out the parties, regulatory compliance responsibilities, decision
making processes and costing methods for the ongoing hosting and maintenance of the Superion system.
Z. Systems: (also referred to as SunGard System) refers to Public Safety and Justice (PSJ) network and
Superion OSSI software detailed in the PSJ and OSSI Network Component and Software Detail Sheet.
Hosting party shall keep a current inventory of shared hardware and software and will make the inventory
available to Hostee's upon request.
2. Parties: refers to the City of Springfield (Springfield), City of Eugene (Eugene) and the University of
Oregon (University) only. All Parties adhere to current published CJIS security standards, maintain a
current list of employees in CJ IS security roles, and make list available to all Parties.
3. Party Voting: All Parties have voting rights with financial and functional decision making authority and
obligation as defined herein. Any obligation of Springfield or University financial resource or personnel
resource beyond that currently approved by the attached IGA requires voting. All Parties have one vote.
4. Party Type: refers to the types of program responsibilities of all Parties and clarifies which Parties bear
which responsibilities:
a. Hosting Party (also referred to as host): Eugene is the Hosting Party. The Hosting Party owns
and hosts the largest share of system hardware and software; provides the largest share of system
support staff; maintains master purchase agreements with vendors and service providers;
maintains a balanced budget, provides service delivery and provides business continulty,
b. Hosting Party Responsibilities include:
i. Budget administration — provide accurate and timely budget information for shared
hardware and software, project requests and any action that will eventually increase
Hostees' resource obligation beyond rate and cost schedules identified here in or require
use of contingency funds. Voting — conduct votes before financially obligating other Parties;
proceed to obligate only if approved by consensus vote.
ii. Contract administration — provide coordinated, accurate, timely and concise agreements.
iii. Shared project coordination — assure that roles, responsibilities and resources have been
identified and assigned to complete projects within schedules.
iv. Inter -agency communication, coordination and collaboration — assure that Agencies and
Parties participate, understand, agree and commit to priorities, agreements. and budgets.
v. Business continuity — targets hosted systems continues to operate 24 hours a day 7 days a
week.
vi. System modifications — implement and maintain modifications when Parties agree that
such modification fall under exclusive purview of Hosting Party.
vii. Requesting changes — initiate user modification, application configuration, and support
requests; maintain a list of Authorized Requestors.
viii. System Administration - Mernhers(s) issued System Administration rights to a system
application and abides by system modification protocol; maintain a list of Application
Administrators.
Page 1 of 12
Attachment 2, Page 18 of 29
ix. Public Safety and Justice (PSJ) Network administration — Maintain network infrastructure,
monitoring, .hardware maintenance, upgrades, and patching.
x. Superion Server administration — Serves as the Superion System Administrator,
administers global application setting modifications, maintains connections to the State of
Oregon, federal and third party databases, performs data backups, restorations and GIS
map updates, and security patching.
xi. Database administration -- Monitors and maintains shared reporting server, develops and
maintains reporting views and data warehouses, and manages database replication
services.
c. Hostee Parties (also referred to as Hostee: Springfield and University are the Hostee Parties.
The Hostee Parties own and host a smaller share of system hardware and software; receive
system support staff from Hosting Party and review with Hosting Party master purchase
agreements with vendors and service providers.
d. Hostee party Responsibilities include:
i. System modifications — implement and maintain Hostee-specific configuration settings and
participate in decision affecting global system modifications.
R. Voting — participate in voting at PSJ Steering Committee.
W. Participation — participate in interagency decision making involving the prioritization of
work; participate in inter -party decision making involving the allocation of resources, etc.;
participate with and user training, trouble shooting.
iv. System modifications — implement and maintain when Parties agree that such
modifications do not fall under exclusive purview of Hosting Party,
v. Requesting changes — initiate user modification, application configuration, and support
requests; maintain a list of Authorized Requestors.
vi. System administration — Members(s) issued System Administration rights to a system
application and abides by system modification protocol; maintain a list of Application
Administrators.
5. Agencies: refers to all public agencies and departments thereof participating in the shared use of the
systems defined therein that are in any way connected to systems supporting Springfield and University. All
Agencies will adhere to current published CJ IS security standards, will maintain a current list of employees
in CJtS security roles, and will make list available to all Parties and Agencies.
6. participating Agencies and Departments: refers to the following:
a. Hosting Party, City of Eugene
i. Eugene Information Services Department (ISD)
ii. Eugene Police department (EPD) (no budget authority)
iii. Eugene Fre and Life Safety (no budget authority)
iv. Central Lane Communication Center (CLCCO911) (no budget authority)
b. Client Party, City of Springfield
i. Springfield Informatioh Technology Department (IT)
ii. Springfield Police Department (SPD) (no budget authority)
iii. Springfield Fire and Life Safety (no budget authority)
c. Client Party, lJniversity of Oregon
i. Finance and Administration Shared Services information Technology Department
(FASSIT)
Page 2 of 22
Attachment 2, Page 19 of 29
ii. University of Oregon Police Department (UOPD) (no budget authority)
7. Regulatory compliance: Parties and Agencies agree to sustain compliance with regulatory obligations to
follow the law, protect sensitive information, minimize risk and assure access to key resources. Compliance
includes but is not limited to 9) following published regulations, guidelines and best practice, 2) following
recommendations by designated authorities (Oregon State Police, FBI, etc.) included herein by reference,
and 3) completing tasks required assuring compliance. Specifically, agencies agree to comply with the
following:
a. CJIS — compliance with regulations of the Criminal Justice Information Services (CJIS) Division of
the IBI.
b. HIPAA —compliance with the Health Insurance Portability and Accountability Act (HIPAA).
c. HITECH — compliance with Health Information Technology for Economic and Clinical Health Act
part of the American Recovery and Reinvestment Act of 2GG9 (ARRA).
d. Agency policies — compliance with local, regional, and state policies that govern access to sensitive
information.
e. System audits — Host will perform systems audits, perform audits upon request by Hostees',
support all requested audits required by proper authorities to sustain compliance and remain in
good standing with auditing authorities, and upon request shares audit results with all participating
Parties. Any breech requiring reporting to a regulatory agency will be shared with all parties.
8. Principle of Least privilege (POLP) and privilege bracketing: Parties and Agencies agree to assign the
fewest privileges (permissions) consistent with assigned duties and functions of people, processes and
devices. When permissions levels must be raised temporarily, the higher level is in effect for the briefest
possible time to maximize security. To support POLP, participating agencies agree to the following:
a. Maintain (current and complete) and share a list of permission assignments for administrative staff
and contractors, that captures:
I. Name
11. Agency
iii. Department
iv. Division
v. Role
vi. Permissions by system
vii. Expiration date of permissions
b. Notify partner agencies when changes to administrative rights with systemwide permissions occur.
See Superion Change Board below.
9. Operational Efficiency and Continuity of Service: Parties agree to efficiently address issues as they
arise to assure continuity of service and minimization of down time. In addition to priorities identified here
In,
a. Categories of Issue Awareness --Parties agreeto use the following categories of issue
awareness as factors when reporting and documenting support issues (e.g., trouble shooting,
patching and repairing minor and major upgrading, enhancing system, integrating with other
systems, change orders, etc.) for operational efficiency and continuity of service:
Page 3 of 12
Attachment 2, Page 20 of 29
Awareness
Description
Response Goal
Unanticipated
An issue shall be
Agencies will report Issue,
considered
identify source, scope solution,
Level 1
Unanticipated when
identify cost and determine
it is unplanned,
ability to pay before accruing
unbudgeted and
billable hours or materials.
truly unanticipated.
Servicing an Unanticipated
i.e., there was no
issue will, if approved,
reasonable
negatively impact the budget
indication that it
would occur.
Anticipated
An issue shall be
Agencies will report Issue,
considered
scope solution, identify costs
Level 2
Anticipated when it
and track costs as they proceed
Is budgeted but not
with solution. Servicing an
agreed upon
Anticipated issue will not
schedule exists, i.e.,
negatively impact the budget.
there was
reasonable
indication that it
would occur, it was
Identified as a risk,
assigned a
contingency
Planned
An issue shall be
Agencies will review SOW,
considered Planned
schedule and budget, execute
Level 3
when it is budgeted
plan and track costs as they
and an agreed upon
proceed with solution. Servicing
schedule exists, i.e.,
a Planned issue will not
there was
negatively impact the budget.
reasonable
indication that it
would occur, it was
identified as a
planned activity, and
resources were
assigned.
b. Categories of Criticality - Parties agree to the following categories of criticality, agree to
response goals and agree to maintain a list of individual representatives assigned to each
goal for operational efficiency continuity of service:
Priority UesGription Response Goal
Page 4 of 12
Attachment 2, Page 21 of 29
Critical
1
Non -Critical: Essential
Services
2
Non -Critical:
Production Services
3
Nen-Critical:
Non -Production
Se rvices
A support issue shall be considered
Critical when it produces a Work
Stoppage; meaning access to Superion
is not accessible and has causer{ a
complete work stoppage.
City of Eugene will respond within 60
minutes of the issue being reported and
have a resolution plan within 8 hours
A support issue shall be consideredI City of Eugene will respond during
Non -Critical, Essential Service when a normal business hours, within four
service issue occurs that supports day-
to-day operations and are integrated
with critical services; meaning access
to Superion fails to perform one or
more function, but the system is still
usable for its intended purpose or
there is a workaround.
A support issue will be considered
Non -Critical, Production Service when
the issue affects services that improve
business operation and productivity,
causes minimal business or financial
impact and does not affect a large
number of users. This may include
cosmetic issues, general questions,
and how to use certain features of the
system.
A support issue will be considered
Non -Critical, Non -Production Service
when the issue is related to an
optional system and does not enhance
the productivity of an Agency or
Department. This may include test
systems, archived or historical data
retrieval and non-essential
complementary products.
Page 5 of 12
Attachment 2, Page 22 of 29
hours of the issue being reported and
have a resolution plan within 24 hours
City of Eugene will respond during
normal business hours, within 24 hours
of the issue being reported and have a
resolution plan or just response within
24 hours
City of Eugene will respond during
normal business hours, within 24 hours
of the issue being reported and have a
resolution plan or just response within
48 hours -
10. Issue togging: Parties agree to capture and share issue reporting information and follow the
Shared Decision Process described herein.
a. Report issue information tracking: Parties and agencies agree to track and share the
following information when reporting an issue:
i. Contact (who is reporting the issue): agency, department, division, name, role,
phone number, etc.
ii. impacted end user(s), who is suffering from issue: agency, department, division
name, type, phone number, etc.
iii i. Nature of issue; specific issue reported by end user, user type impacted
(dispatch, field officer, etc.), impacted systems, number of people impacted, as
well as Criticality and Awareness as defined herein.
iv. If Criticality is priority one and issue is Unanticipated, then pre -solution scoping,
costing and budgeting may occur after the issue has been resolved.
11. On -Going Service Level and Operations — Parties agree to account for full cost of ownership
and share on-going cost accordingly. Amounts identified in the section, either by inclusion or
reference, are fixed and shall not change during a given physical year without explicit consent by
all voting parties.
a. Parties agree to include contingency cost no less than:
i. 7% (of overall program) reserve added to each annual budget for high priority
(Critical) Unanticipated issues.
ii. 15% contingency budget added to each project for agreed upon issues.
b. Parties agree to include and maintain their own system reserves for replacement cost:
i. A replacement reserve shall be created for each component (equipment and
software) costing more than $5,DOO. This is to be calculated based on original
purchase price, plus 10%.
ii. Each reserve shall be based on total replacement in 5 years.
iii. Each agency shall maintain their own reserves.
c. Parties agree to share software annual maintenance and support licensing costs
according to IGA 6. Total Shared Costs for Superion Software Maintenance.
d. Hosting party agrees to provide hosting services identified herein for a lump sum annual
amount identified in the (Exhibit D implementation Costs 2.1 and Exhibit E Future Costs
1.2).
12. Contingency and budgeting for products and service that are not included in Exhibit E
Future Costs — Parties agree to account for full cost of ownership and share on-going cost
according to the following formulas. Amounts identified in the section, either by inclusion or
reference, are subject to explicit consent by both voting parties.
a. Parties agree to shared contingency personnel cost, based on the following talent type
and formula:
i. City of Eugene share .60
ii. City of Springfield .26
iii. University of Oregon .12
b. Parties agree to track and report all contingency expenditures.
3. Cost Category — Allocation Sheet Parties agree to the following cost categories for inter -agency
resource reporting and billing purposes:
a.
Cost Category j Description .� Cost
Page 6 of 12
Attachment 2, Page 23 of 29
b. Agencies to follow the cost categories for inter -party service tracking and billing purposes,
both for accounting for ongoing work defined under the attached IGA and when developing
proposals for contingency and special -projects not included in this agreement.
14. PS.! and OSSI Network Component and Software detail Sheet: All Parties agree to maintain
a current network component and OSSI software inventory assignment sheet in a mutually
accessible location. Modification of the network component and software inventory assignment
sheets requires approval by both the Hosting and Client Parties. The network and software
assignment sheets will be used for inter -agency service tracking and billing purposes.
15. Contingency and Special Project Costing Formula -- when additional resources are required
beyond On -Going Service Level and Operations Costing Formula and agreed upon as described
herein, Parties agree to the following:
a. Pre -solution Scope and Cost information tracking: Parties agree to track and share the
following information before dedicating resources to an Unanticipated issue:
i. Proposed solution: description, estimated cost, estimated effort, estimated
Page 7 of 12
Attachment 2, Page 24 of 29
Allocation
Shared
Value of cost item equally benefits and
60% COE
approved by the City of Eugene (COE) ,
28% Cos
City of Springfield (COS) and the
12% UO
University of Oregon (UO).
EPD Only
Value of cost Item directly and
100% COE
exclusively benefits or approved by the
City of Eugene Police Department (EPD)
SPD Only
Value of cost item directly and
100% Cos
exclusively benefits or approved by the
City of Springfield Police Department
(SPD).
UO Only
Value of cost item directly and
100% UO
exclusively benefits or approved by the
University of Oregon (UO).
EUG/SPD Shared
Value of cost item equally benefits and
67% COE
approved by the City of Eugene (COE) ,
33% COS
City of Springfield (COS).
EUG/UO Shared
Value of cost item equally benefits and
83% COE
approved by the City of Eugene (CAE)
17% UO
and the University of Oregon (UO).
SPD/UO Shared
Value of cost item equally benefits and
50% Cos
approved by the City of Springfield
50% UO
(COS) and the University of Oregon
(UO).
CLCC
Value of cost item directly and
100% FLS
exclusively benefits or approved by to
the Command Central Lane (911).
FLS Only
Value of cost item directly and
100% FLS
exclusively benefits or approved by the
Fire and Life Safety (FLS).
b. Agencies to follow the cost categories for inter -party service tracking and billing purposes,
both for accounting for ongoing work defined under the attached IGA and when developing
proposals for contingency and special -projects not included in this agreement.
14. PS.! and OSSI Network Component and Software detail Sheet: All Parties agree to maintain
a current network component and OSSI software inventory assignment sheet in a mutually
accessible location. Modification of the network component and software inventory assignment
sheets requires approval by both the Hosting and Client Parties. The network and software
assignment sheets will be used for inter -agency service tracking and billing purposes.
15. Contingency and Special Project Costing Formula -- when additional resources are required
beyond On -Going Service Level and Operations Costing Formula and agreed upon as described
herein, Parties agree to the following:
a. Pre -solution Scope and Cost information tracking: Parties agree to track and share the
following information before dedicating resources to an Unanticipated issue:
i. Proposed solution: description, estimated cost, estimated effort, estimated
Page 7 of 12
Attachment 2, Page 24 of 29
duration, estimated talent needed For solution (Tech, DBA, etc.)
ii. Proposed funding: proposed funding category, proposed awareness category,
proposed allocation by agency
b. Determine ability to pay information evaluation: agencies agree to track, share, evaluate
and determine ability to pay before dedicating resources to an Unanticipated issue:
i. Evaluate Report Issue Information
it. Evaluate Proposed Solution
iii. Evaluate Proposed Funding
iv. Complete Shared Decislon Process
c. Post -solution Scope and Cost Information tracking: agencies agree to track and share
the following information when this information becomes available:
L Actual solution: description, actual cost, actual effort, actual duration, actual talent
dedicated to solution (Tech, DBA, etc.)
ii. Actual funding: actual funding category, actual awareness category, actual
allocation by Party
16. Total Cost Accounting: For any cost that exceeds rate and cost schedules identified herein or
requires use of contingency funds, parties agree to identify, track and make available for
budgeting purposes full cost of ownership including but not limited to hardware, software and
labor cost fisted below.
a. Costs for hardware and software:
i. Software Purchase Cost
ii. Software LicensefMaintenance Cost
ill. Software Service Agreement Cost
iv, Hardware Purchase Cost
v. Hardware Warrantee Cost
A. Hardware Service Agreement cost
Al. Each agency will maintain Capital Reserves for hardware and software
replacement in respective agency budgets.
b. Costs for labor.
€. Project Management and Administration
ii. Application and Database Administration
iii. Network Administration and Security
iv. System Analysis
v. Technician
Hosing and Client Parties agree not to bill one another for meetings, budget
administration, contract administration and training.
17. Rate Sheet: Parties agree to the following rate sheet for estimating inter -agency resource for
Contingency and Special Project Costing. All costs shall be agreed upon by both before billable
activity occurs.
a.
Resource Description (roles included in this Allowable
category include) Billable Rates
Under this
contract
Page a of 12
Attachment 2, Page 25 of 29
Application
Data Architect, Data Management Director,
$100 per hour
and Database
Database Analyst, Database Report Writer,
to be updated
Administration
Data Warehouse Manager, Applications
annually.
■
Engineer, Applications System Architect, ,
■
Software Architect, Software Engineer,
Application and
.
Software Quality Assurance Analyst
Database
Network
Enterprise Infrastructure Architect, Message
$100 per hour
Administration
Engineer, Network Administrator, Network
to be updated
and Security
Control Technician, Network Engineer,
annually.
■
Systems Administrator, Data Security Analyst,
ff
Data Security Manager, Data Security
Network Administration
■
Supervisor, IS Security Manager,
and Security
■
Systems/Application Security Analyst
System
System Analyst, Business Data Analyst,
$60 per hour to
Analysis
Business System Analyst, Project Manager,
be updated
Information Technology Auditor, Quality
annually.
.
Control Analyst, etc.
Technician
Computer Operator, Customer Service
$60 per hour to
■
Representative, Help Desk
be updated
■
Manager/Supervisor, Installation &
annually.
Maintenance Technician, Web Editor,
Technical Trainer, Technical Writer
b. Contingency Activities —Services Sheet for estimating inter -agency resource for
Contingency and Special Project Gosling. All costs shall be agreed upon by both parties
before billable activity mcurs.
Resource
Billable Service (agencies agree that billing can occur
for the
following services)
Project Management
.
Work Plan development
and Administration
■
Project Coordination
■
Dispute Resolution
Application and
.
Database/Application Design
Database
■
Database/Application Configuration
Administration
.
DatabaselApplication Integration and ETL
•
Database/Application Backup
■
Database/Application Administration
ff
Data and Warehouse Analysis
Network Administration
■
Network Design
and Security
■
Network Setup and Configuration
■
Network Administration
■
Security Audit, Administration and
Remediation
System Analysis
.
Needs/Requirements Analysis
•
Report Writing
■
Troubleshooting
Technician
■
End Users Device Support
Page 9 of 12
Attachment 2, Page 26 of 29
1 S. Governance (Shared Decision Process) — Parties agree to commit to, developing a joint
decision making structure in which both parties participate equally with respect to operating and
maintaining the systems, related contracts, and related costs. The joint decision-making
structure will include, but not be limited to an Executive Steering Committee, PSJ Steering
Committee and a Superion Change Advisory board as outlined herein.
a. PSJ Policy Team
i. Membership consists of the Host and Hostees' executives, which includes but is
not limited to:
a. Eugene Central Services Department Director
b. Eugene Police Chief
c. Springfield Police Chief
d. Springfield IT Director
e. Eugene/Springfield Fre Chief
f. University of Oregon Police Chief
ii. Purview includes Superion system and other shared systems.
iii, Policy Team will
a. Meet as necessary to address topics escalated from the PSJ Steering
Committee.
b. Provide higher level regional policy, direction, strategy.
c. Approve higher level regional work programs.
iv. Highest level decisions with greatest fiscal implications.
V. Voting
a. Regarding Superion System decision that cannot be resolved by the
Superlon Change Advisory Board or the PSJ Steering Committee, the
PSJ Policy team will vote accordingly
1. The Host and Hostee's will each have one (1) mote.
ii. Host and Hostee's will identify one executive that will
communicate their vote.
iii. Voting options include yes, no, or abstain. A"yes" vote,
change will move forward with the costs shared as noted
in Exhibit E, "Abstain' vote, change can move forward
with the cost to be bome by the party who proposed.
The Abstaining party bears no cost on the change. A
`no' vote by either party, change will not occur.
6. PSJ Steering Committee
L Membership consists of the Most and Hostees' program manager, which includes
but is not limited to:
a. Eugene ISD
Page 10 of 12
Attachment 2, Page 27 of 29
• End Users Application Support
■ End Users Procedural Support
Hon Billable 5ervicas (agencies agree not to bill for
the following services)
(Any Resource)
. Meetings
• Program Budgeting
• Timecard Tracking
• Training
1 S. Governance (Shared Decision Process) — Parties agree to commit to, developing a joint
decision making structure in which both parties participate equally with respect to operating and
maintaining the systems, related contracts, and related costs. The joint decision-making
structure will include, but not be limited to an Executive Steering Committee, PSJ Steering
Committee and a Superion Change Advisory board as outlined herein.
a. PSJ Policy Team
i. Membership consists of the Host and Hostees' executives, which includes but is
not limited to:
a. Eugene Central Services Department Director
b. Eugene Police Chief
c. Springfield Police Chief
d. Springfield IT Director
e. Eugene/Springfield Fre Chief
f. University of Oregon Police Chief
ii. Purview includes Superion system and other shared systems.
iii, Policy Team will
a. Meet as necessary to address topics escalated from the PSJ Steering
Committee.
b. Provide higher level regional policy, direction, strategy.
c. Approve higher level regional work programs.
iv. Highest level decisions with greatest fiscal implications.
V. Voting
a. Regarding Superion System decision that cannot be resolved by the
Superlon Change Advisory Board or the PSJ Steering Committee, the
PSJ Policy team will vote accordingly
1. The Host and Hostee's will each have one (1) mote.
ii. Host and Hostee's will identify one executive that will
communicate their vote.
iii. Voting options include yes, no, or abstain. A"yes" vote,
change will move forward with the costs shared as noted
in Exhibit E, "Abstain' vote, change can move forward
with the cost to be bome by the party who proposed.
The Abstaining party bears no cost on the change. A
`no' vote by either party, change will not occur.
6. PSJ Steering Committee
L Membership consists of the Most and Hostees' program manager, which includes
but is not limited to:
a. Eugene ISD
Page 10 of 12
Attachment 2, Page 27 of 29
Exhibits A. BAP & C
are located in the
original contract.
Attachment 2, Page 28 of 29
Attachment 2, Page 29 of 29