HomeMy WebLinkAboutAmendment No. 1 with Principal Decision Systems Int'l PDSI
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AMENDMENT NO. 1 TO THE
TELEST AFF LICENSE AND ANNUAL SERVICE AGREEMENT BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
PRINCIPAL DECISION SYSTEMS INTERNATIONAL (PDSI)
This Amendment No. 1 to the above subject Agreement, having an Ex~clJtism date of
November 18, 2003, is made and entered into this J / f6 day of &~pe 1 ,
2006, by and between the City of Miami Beach, Florida (City), and Principal Decision
Systems International (PDSI), and hereby amend the subject Agreement as follows:
1) The TeleStaff License and Annual Service Agreement will be amended to reflect the
following components and fees for the Miami Beach Police Department (MBPD):
Component for MBPD
TELEST AFF Enterprise Software License for 500 Staff
Members
WEBSTAFF - PDSI Hosted Setup and First Year Service
TELEST AFF Implementation Services as defined in appendix B
Sybase Concurrent Connections Qty: 16
TeleStaff Gateway Qty: 1
Total Cost
Fee
$ 70,000
$ 2,500
$ 28,000
$ 2,000
$ 5,000
$ 107,500
2) Appendices "A" and "B", attached hereto, are incorporated to this Amendment NO.1
and the Agreement.
Except as expressly amended herein, all other terms and conditions of the Agreement
shall remain unchanged and in full force and effect.
[REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their appropriate officials, commencing on the last date of execution of the
Agreement by the parties hereto.
ATTEST[. n ~
By: ~ l,W
Ci y Clerk
Robert Parcher
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I BEACH, FLORIDA
FOR CITY:
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Appendix A - TeleStaff Minimum Hardware Specifications
PDSI DOES NOT TAKE RESPONSIBILITY FOR HARDWARE PURCHASED BY CUSTOMER
Following are the MINIMUM specifications required for a TeleStaff server designed to operate the TeleStaff software,
database management system and telephony components.
. Intel Pentium 3 GHz processor or better
. 1 GB or greater RAM
. 73 GB or larger Hard Drive
. 48x CD-ROM Drive
. 1 T SVGA Monitor
. OPTIONAL: V.90 Data/Fax Modem (only if use faxing capabilities)
- requires PCXI slot
. 4 port Dialogic Telephony system
. Telephony system dongles (4 port)
. Multimedia with speakers and microphone
. Keyboard and mouse
. Microsoft Windows 2003 Professional
. Sybase Studio database license (1 concurrent user)
. Sybase Client database license (7 concurrent users)
. OPTIONAL: Sound card (only needed to control spee'
of voice in TS recording) - requires PCIX slot
. 4 hours 7 x 24 onsite service (3 years)
Please Note: These are MINIMUM hardware requirements. TeleStaff performance can degrade depending on a number
of factors, including, but not limited to, number of staff members in the database, number of concurrent users, and
complexity and number of staffing rules and roster alarms. If the potential for any of these factors exists, PDSI
recommends a dual-processor server with at least 4 GB of RAM and recommends that CUSTOMER consider component
distribution as discussed below.
Phone System: Telephony features ofTeleStaff are tested and compatible with the POTS analog telephone standard.
PDSI does not support CUSTOMER phone systems that are not compliant with this standard.
OPTION: Application Distribution
TeleStaff comprises multiple software applications that can operate on separate hardware devices. In some situations,
improved performance may be achieved by separating processing-intensive applications and deploying them on separate
servers. Common distribution methods include separating and deploying the Database Management System (DBMS), the
business logic processing (Middle Tier) and the Telephony components. Application distribution can occur at any time.
Appendix B
IT IS EXTREMELY IMPORTANT THAT CUSTOMER READ AND UNDERSTAND
THE FOLLOWING:
For the fee specified in this ADDENDUM, PDSI will train CUSTOMER staffing administrators on the operation of TeleStaff
and will train CUSTOMER on how to configure the TeleStaff system using CUSTOMER data. The following steps
comprise a summary of the TeleStaff Implementation services. (NOTE: A PROJECT PLAN DETAILING
DELlVERABLES, MILESTONES, AND SCHEDULE AND A PROJECT CHARTER DETAILING PROJECT SCOPE,
OBJECTIVES, ASSUMPTIONS, RISK ASSESSMENT, DELlVERABLES, PROJECT TEAM AND
ROLES/RESPONSIBILITIES WILL BE PROVIDED DURING THE PROJECT PLANNING STAGE
PROJECT INITIATION:
PROJECT PLANNING:
PROJECT KICK-OFF:
DATA COLLECTION:
The PDSI Customer Sales Representative transfers all pertinent CUSTOMER information
gathered during the sales process to the PDSI Customer Account Manager (CAM). The
CAM is a project manager who is responsible for guiding the CUSTOMER through the
implementation process. However, the CUSTOMER is ULTIMATELY REPONSIBLE FOR
A SUCCESSFUL IMPLEMENTATION, which includes allocating the appropriate
resources. Once the information has been transferred, the CAM will send the CUSTOMER
an Implementation Welcome Packet containing an overview of the Implementation Process
and information on how to prepare for TeleStaff.
A PRE KICK-OFF CALL with the CAM, Sales Representative, and CUSTOMER will be held
to discuss project scope, project objectives, expectations regarding product functionality,
roles and responsibilities of the project team, expectations of the project lead, resource
planning, and implementation process. This call is very important to help ensure the
appropriate resources are assigned to the CUSTOMER Project team and that the scope of
the project is accurately defined. To ensure a successful and expeditious implementation,
PDSI reauires that CUSTOMER Drovide AT LEAST 2 DEDICATED STAFF to lead the
Droiect throuah to Go-Live. In addition, the CUSTOMER organization structure will be
discussed to determine how many configurations the CUSTOMER data will require, and
whether a single or multiple databases is recommended. Where there are multiple
agencies with distinct rules, each agency will require a separate configuration. Unless there
is true resource sharing (on a daily basis) multiple databases (where there are multiple
agencies) is recommended.
After the call, a sample Project Charter and Project Plan will be provided to the
CUSTOMER (if CUSTOMER has not already created one) to review and complete
BEFORE PROJECT KICK-OFF. The CAM and the CUSTOMER will hold multiple
PROJECT PLANNING calls to discuss the Project Charter and Project Plan.
The CAM and CUSTOMER Project Team will hold a KICK-OFF CALL to review the Project
Charter and Project Plan, with particular focus on project scope, objectives, product
functionality, project team roles and responsibilities, and a roadmap for the implementation.
Dates for CONFIGURATION TRAINING(S) will be discussed. CUSTOMER will provide
CAM daily detail roster sheets BEFORE DATA COLLECTION. Project Plan and Project
Charter will be finalized and signed-off before data collection.
This phase begins with a DATA COLLECTION Web Conference call with the CAM and the
Project Team, during which the CAM will instruct the Project Team on how to collect,
organize, and format pertinent CUSTOMER data for the creation of the TELESTAFF
database. During the call, CONFIGURATION SPECIALIST will review organization
structure with CUSTOMER. Within 2 weeks after this call, the CUSTOMER must provide to
the CAM a cross-section of data and sample rosters, which the CAM will use to create a
sample database. In addition, the CAM will instruct CUSTOMER on how to analyze and
document their staffing rules. Lastly, the CAM will direct CUSTOMER to review the Module
I Training (watch video on the Self-Tutorial CD and review training manual) that was
included in the Welcome Packet. In order to understand basic TELESTAFF functionality
and terminology, it is imperative that every member of the Project Team reviews this tutorial
BEFORE DATABASE REVIEW. CUSTOMER will then take the time to collect department
data, analyze staff rules, and review the Self-Tutorial CD before moving to DATABASE
REVIEW.
DATABASE REVIEW:
PRE-CONFIGURATION:
HARDWARE SET-UP:
CONFIGURATION
TRAINING:
TESTING AND
END-USER TRAINING:
ADDITIONAL TRAINING:
SYSTEM GO-LIVE:
Once PDSI receives all pertinent data from the CUSTOMER, the CAM will create a
TELESTAFF database. The CAM, CUSTOMER and a CONFIGURATION SPECIALlTIST
assigned to CUSTOMER implementation through to Go-Live will review the initial database
(via Web Conference). The CONFIGURATION SPECIALIST will make recommendations to
the CUSTOMER as to how to rework the database to accurately reflect the CUSTOMER
organizational structure. The CUSTOMER will then spend time re-working the database, in
accordance with the CONFIURATION SPECIALIST'S instructions. Once the appropriate
structure is determined, the CUSTOMER will add all data to the spreadsheet ready for final
database creation. This process of review and rework, which will be guided by the CAM,
will continue until the database is signed off. PDSI will ship any TELESTAFF hardware (that
was purchased through PDSI- dialogic telephony cards, dongles, etc.) to the CUSTOMER
and provide the necessary installation documentation.
The CONFIGURATION SPECIALIST will work with CUSTOMER via Web Conference calls
(2-3) to perform basic set up and configuration of the CUSTOMER data. The
CONFIGURATION SPECIALIST will train the CUSTOMER on setting up the database, and
after each call, the CUSTOMER will apply the acquired knowledge and do the setup tasks.
Prior to CONFIGURATION TRAINING, CUSTOMER must have TELESTAFF server and
software installed and functional.
For each configuration required (determined during planning), CUSTOMER must dedicate
appropriate resources to TWO CONSECUTIVE WEEKS of configuration training. The
purpose of the CONFIGURATION TRAINING is to train the CUSTOMER on how to
configure their data, have the CUSTOMER actually configure the data, and begin testing
the configuration.
Week 1: The CUSTOMER will attend 5 consecutive days of configuration training at PDSl's
training facility in Orange, CA (9 a.m. to 5 p.m.). The CUSTOMER must assign the Project
Lead, Staffing Expert, and a maximum of two other Subject Matter experts to attend the
Configuration week. During this week, the CONFIGURATION expert will work with the
CUSTOMER to configure the CUSTOMER data. The CAM will work with the CUSTOMER
to identify the right resources attend CONFIGURATION TRAINING.
Week 2: There will be 4 half-day (4-hour) Web Conferences (Tues - Fri) (a.m. or p.m.)
with the CONFIGURATION SPECIALIST to help the CUSTOMER to complete and test the
configuration.
During this week, CAM will conduct a "Train the Trainer" session with CUSTOMER (review
of Advanced TELEST AFF training) to help prepare CUSTOMER for end-user training.
Once TELESTAFF is fully configured by CUSTOMER, rigorous system testing needs to
occur. This SYSTEM TESTING must include testing of all components that CUSTOMER
needs for Go-Live, which may include: phones, Contact Manager, Line Manager, Task
Manager, E-mail Manager, Fax Manager, and the Gateway (in the case that the system is
interfacing with a Third-party application). CUSTOMER will be responsible for creating a
testing plan, assigning super users to test the system, creating test scripts, and conducting
any configuration re-work necessary to get the system ready. CUSTOMER is also
responsible for end-user training (including creating a training plan, creating training
documentation, and conducting super-user and end-user training classes). During the
testing/training phase, the CONFIGURATION SPECIALIST will be available to support this
process for a maximum of 20 hours, which must be scheduled IN ADVANCE. This
allotted 20 hours of CONFIGURATION EXPERT support will expire within a certain time
frame (to be determined and agreed with CUSTOMER during planning.) An additional 8
hours with a trainer will be scheduled the week before Go-Live, which will be coordinated
with your CAM.
Anv scheduled TRAINER TIME (in addition to what is listed above) will be charaed on
a per hour basis. plus expenses incurred. For further information on additional
trainina that can be purchased from PDSI. please contact vour Customer Account
Manaaer.
Go-live is typically in 2 stages: parallel processing for 28 days, then full Go-Live. At Go-
Live, CAM and PROJECT TEAM will review the PDSI TeleStaff Help Desk procedures.
From this point forward, the Help Desk will be the first point of contract for technical issues
with TELESTAFF and the CAM will serve as the Customer Service contact for
CUSTOMER.
(9 MIAMI BE.ACH
PROCUREMENT Division
MEMORANDUM
TO: Robert Parcher - City Clerk
FROM: Pamela Leja - Procurement Division
DATE: December 1,2006
SUBJECT: Telestaff License and Annual Service Agreement
Hello Bob,
Following are four (4) sets of the Amendment to the Telestaff License and Annual Service
Agreement with Principal Decision Systems International (PDSI). This was approved for the
City's Police Department at the October 11th Commission Meeting.
Please call me upon being signed, and I will have these picked up and distributed
accordingly.
ThMk/d regar~s,
W~R--
W:~~a Leja, CPPB
Ext. 6650