HomeMy WebLinkAboutAXON ENTERPRISE, INC. (8)DocuS1gnl W@gs1RAlg0L6gqg➢VRI3Fu TA-AE3F-17CO5792OA28 A-2023-035
VVORK MAY NOT PROCEED
CLERK OF COUNCIL
MAR 4PATE:
4 T$Zj SECOND AMENDMENT TO MASTER SERVICE AND PURCHASING
? D W AGREEMENT FOR RECORDS MANAGEMENT SOFTWARE
P C {Avly THIS SECOND AMENDMENT to the above -referenced agreement is entered into on March
21, 2023, by and between Axon Enterprise, Inc., a Delaware corporation ("Consultant"), and the
City of Santa Ana, a charter city and municipal corporation organized and existing
under the Constitution and laws of the State of California ("City").
RRCIT A i A
A. The parties entered into Agreement #A-2022-106, dated July 1, 2022 ("Agreement"), by which
Consultant agreed to provide software licenses, maintenance, and equipment in support of the
Body Worn Camera program at the Santa Ana Police Department ("Department"). The term
of the Agreement runs through June 30, 2027, and is still in effect.
B. On February 7, 2023, the Agreement was amended ("First Amendment"), to include the
purchase of additional equipment, software, and maintenance to upgrade all of the
Department's interview rooms for an additional $376,379.
C. The parties now wish to amend the Master Services Agreement to expand the Scope of Services
and increase the overall compensation for years 2-5 of the Agreement to allow the City to
purchase Axon Records and Standards software, as needed by the Department and detailed in
the attached Exhibit A-1 to this Amendment.
The Parties therefore agree:
1. Preamble, shall be amended to include Axon Quote No. Q-406761-44978.804CN, attached
hereto as Exhibit A-1, to memorialize the costs for the City to purchase records management
software, records license and standards licenses, standards implementation service, and a
professional services milestone payment for records.
2. Section 3, Payment, shall be amended to increase and reflect the additional costs and payment
schedule detailed in Exhibit A-1. The total sum to be expended for the payment of the
additional services detailed in Exhibit A-1 shall not exceed $451,000 for a total aggregate
amount not to exceed $6,015,017.
3. Except as modified by this Amendment, all terms and conditions of the Agreement shall remain
in full force and effect.
Page 1 of 2
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
q-2023-035
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Agreement on
the date and year first written above.
ATTEST
IFE ALL
er of the Co neil
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
TAMARA BOGOSIAN
Senior Assistant City Attorney
RECOMMENDED FOR APPROVAL
DAVID NTIN
ie of Police
CITY OF SANTA ANA
KRISTINE RIDGE
City Manager
CONSULTANT
E DocuSigned
by:
55DAE99131A4d� .
By:
Robert E. Driscoll, Jr.
Title: VP, ASSOC. General Counsel
Page 2 of 2
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STATEMENT OF WORK FOR
THE IMPLEMENTATION OF
STANDARDS FOR SANTA ANA
POLICE DEPARTMENT
("SOW")
Submitted By:
Axon Enterprise, Inc. (Axon)
17800 North 851b Street
Scottsdale, AZ 85255
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DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17CO57920A28
1.
PROJ ECT OVERVIEW :.................................
1
D
W
1.1 SOFTWARE .......
_... .....................1
AXON RECO.RDS..............................................:...........
_....1
m
AXON STANDARDS.............................................................
2
O
1.2 DEFINITIONS..............................................................
2
m
1.3 OUT OF PROJECT SCOPE ................................................
4
fl
2.
P R O F E SS IO NA L S E RV I CES:...........................
5
O
2.1 GENERAL...................................................................
5
Z
2.2 INTERFACES...............................................................5
m
2.3 DATA CONVERSION........................................................
7
z
2.4 REPORTING AND DATASTORE..........................................
9
—I
Ol
2.5 READINESS.................................................................9
2.6 TRAINING..................................................................
10
2.7 GO-LIVE..........................................................
... ..
... ..11
3.
PROJECT MANAGEMENT: .......................
12
3.1 MANAGEMENT RESOURCES .............................................
12
3.2 REQUIREMENTS -PLANN.I.N-G.r..._
_.....-.._.....-....-...... ..........15
3.3 CHANGE CONTROL........................................................15
3.4 PROJECT METHODOLOGY ................................................
15
3.5 MILESTONE COMPLETION REPORT("MCR").........................
15
4.
AGENCY COMMITMENTS : ............................
16
S.
SUPPO RT:.............................................
17
6.
TERMS AND CONDI:TI. O N S:...........................
18
ATTACHMENT
A - MILESTONE
COMPLETION
REPORT
( M C R ) ............................................
19
ATTACHMENT
B - PROJECT CHANGE
ORDER ..........
20
ATTACHMENT
C - THIRD -PARTY
PRODUCTS AND
SERVICES.................................................
21
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
This document serves as an overview of the Axon Records project. Axon
Records and Axon Standards are cloud -native software solutions
provided as a SaaS subscription. As a SaaS Solution, at such time as
new functionality is released into the system, Santa Ana PD will be given
the option to utilize the new features, at their discretion, at no
additional cost to the agency.
1.1 SOFTWARE
The software detailed in this SOW includes, but is not limited to, the
listed functionality:
►
Employee
► Citations
Management
AXON"
Integration (Import)
►
Master Name
CEO R D S
Index
o Name and
►
Master
Vehicle
Address Index
Validation
►
Master
o Incident
Location Index
Report
"' ,;`
►
Master Vehicle
Linking
Index
o Attachments
►
Axon
► Crash Reporting
Data Store
Integration (Import)
►
User
Name and
Permission
o
Vehicle
Management
Validation
3 ''
►
Distribution
Management
o Impound
►
Print Auditing
Import
►
Search
o Diagram
<r
►
Master Index
Import
Alerts
o Incident
�
►
Audit Trail
Report
�a`Lr's �rR, t >a»>` tk°``,ras" `,,
►
California
Linking
State
Attachments
�§
Reporting
o
► Bookings Module
k<'
r k , r y ,
►
Incident
o Short-term
�
Reporting
holding
�� 4'
►
Attachments
o Development
Partner for
PAGE ''€
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
I�
► Physical
municipal
Property &
jail
Evidence Entry
functionality
► Sealing
o Call For
► Restrictions
Service
► Field
Module
Interviews
o Search API
► Digital
for
Evidence
connection
Management
for use with
► Case
agency's
Management
internal
► Configurable
Applets
Forms and
Fields
► Records
Requests
► Expungement
► Redaction
► Supplements
► Warrants
► Use of Force
► Internal Affairs
► Vehicle Pursuit
Investigative Case
► Vehicle
Management
Collision
► Configurable Forms
► Internal
and Fields
Complaint
► Restrictions
► Citizen
► EIS
Complaint
► Attachments
1.2 DEFINITIONS
PAGE''-
Docu&gn Envelope ID; A69C2874-A23C-4EBA-AE3F-17C057920A28
SYSTEMS'
Axon Systems
Software solutions and agency -specific integrations developed by Axon
CJIS
The Federal Bureau of Investigation's criminal justice information system
MDC
Mobile data computer - a device associated within a vehicle or other mobile
unit
NIBRS
National Incident -Based Reporting System
DataStore
The database Axon provides allowing the agency to query data
Product
The software solution being Implemented as part of this SOW
Production Environment
The operational environment where the product is accessed
Training Environment
The pre -production environment where all Axon -specific development,
configuration, FAT, UAT, and training take place
Service Portal
An online portal provided by Axon where issues identified are entered and
triaged
PA�OJECT,&-MILEST6NtS,
Project
Scope of this SOW as defined by the work to be completed described herein
Project Change Order (PCO)
Change order form outlined in Attachment B to be executed between Axon
and the agency if a material change In scope is required for this SOW
Milestone
Event that constitutes completion of work as listed in Attachment A
Milestone Completion Report
The report outlined In Attachment A to be executed at key milestones
between agency and Axon to approve completion of project phases
Requirements Phase
Requirements gathering and confirmation occurs duringthis phase.
Confirmed requirements feed the sprint phase, and sprints are designed
around what can and cannot be accomplished given time and resource
constraints on both Axon and the agency's sides.
Data Conversion Plan
Part of the overall Project Plan, this phase outlines how the Data Conversion
will be executed, from mapping to testing to the full Data Conversion to
move the data into Axon Records.
Configuration Phase
Project phase encompassing iterative development through sprints.
Integrations and workflows are developed and deployed during this phase.
The agency forms, users, and permissions are also configured during this
phase.
Sprint
A period during the configuration phase of the project (typically 2-3 weeks)
where specific pieces of functionality are built, configured, and delivered.
Sprint Review
Signifies the end of the sprint where Axon showcases what was built,
configured, and delivered. These Items are then deemed ready for FAT and
UAT.
Go -Live
End -users are activated, and the agency is actively using the product
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DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
As.
Third -Party Products and
Software, hardware, and services that are not owned by Axon but are being
Services
provided by Axon for this project as fisted in Attachment C
Fi,CCEPTAIII E
Blocker
Issue impacting 50% or more users
Integration Acceptance
Scheduled events for testing of each integration point and associated
Testing
functionality in collaboration with the agency and the agency's vendors
Functional Acceptance Testing
Testing the functionality of the system as configured for the agency
(FAT)
User Acceptance Testing (UAT)
Testing the functionality of the system as configured for the agency from an
end -user's perspective
Hypercare period
Thirty (30) day period, following Go-Live/Final Acceptance where the project
team ensures the Production system is functioning as designed. Once this
hypercare period is over, the agency will be transitioned to Axon's Support
staff.
1.3 OUT OF PROJECT SCOPE
Axon is only responsible for performing the professional services
described within this SOW. Any additional professional services that are
not defined explicitly by this SOW shall be done so through a Project
Change Order. The following are considered outside the scope of this
project:
� Administration, management, or support of any internal city,
county, state, federal, or agency IT network or infrastructure
s Third -party products and services costs related to the vendors
or agency's side of the integration
Changes made by the agency or the agency's vendors
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DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
2.1 GENERAL
The agency will provide a master charge table that Axon will load. Axon
will provide the appropriate structure to the agency.
2.2 INTERFACES
The agency tasks related to interface setup start immediately after
project kick-off. It is critical for the agency Interface subject -matter
experts (SME) and Axon project interface resources to work closely
together to scope, set-up, and test all Interfaces.
The agency must provide any relevant technical documentation
per interface to Axon.
The agency will facilitate any necessary meetings with all third -
party system vendors where integration is required.
Axon will provide any relevant Axon API documentation to the
agency.
Axon will conduct integration acceptance testing demonstrating
the functionality of each integration to the agency.
The agency must notify Axon of any changes to the agency's
side of the integration that are beyond Axon's control and may
impact the integration.
AGENCY INTERFACES
2.2.1 Records I Crossroads j Crash: Axon will import crash
reports from Crossroads into Axon Records.
2.2.2 Records I Crossroads I Citation: Axon will import citations
from Crossroads into Axon Records,
2.2.3 Records I DataTicket I Citation: Axon will import parking
citations from DataTicket into Axon Records.
2.2.4 Records I Lexis Nexis DORS I Online Reporting: Axon will
deploy an interface with LexisNexis' DORS solution where
Axon will import citizen -authored reports from DORS into
an incident report in Axon Records. These reports will be
approved in DORS, and then imported into Axon Records.
The report will be assigned to the officer who approved the
report in DORS.
PAGE';
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
AO
2.2.5 Records I Municipal Jail: Axon will Import booking data
from the Municipal Jail system into Axon Records. This
import will include name and photo data.
2.2.6 Records I Central Square CAD I Call for Service Import:
Axon will import Call for Service (CFS) data from Central
Square into Axon Records. The process and triggers by
which incident reports are created and assigned from Calls
for Service will be determined during the deployment of
Axon Records.
2.2.7 Records I Central Square CAD I Incident Number Export:
Axon will build an interface with the Central Square CAD
system where Axon will export Incident Numbers that have
been generated from imported Calls for Service that
directly generated those reports.
2.2.8 Records AFIS I Livescan: Axon will import photos from
AFIS into the Axon Records master indices.
2.2.9 Records NCIC/CLETS: Axon will deliver an interface between Axon and
the established message switch. The following standard basic queries
will be generated by Axon: QDRV (Driver's License), QVEH (Vehicle
Registration), QA (Article), QBOT (Boat), QG (Gun). Moreover, the
following list of queries will also be supported:
CLETS (California Law Enforcement Telecommunications System):
Stolen Vehicle/Automated Boat Systems (SVS/ABS), CA Restraining Order
& Protective Order System (CARPOS), All California DMV Queries (all
encompassing), Wanted Persons (WPS-all encompassing), Supervised
Release File (SRF), CA Sex & Arson Registry System (CSAR), Missing &
Unidentified Persons System (MUPS), Automated Property System (APS),
Automated Firearm System (AFS), Mental Health Firearms Prohibition
System, Armed Prohibited Persons System (APPS).
INLETS (National Law Enforcement Telecommunications System)
Driver History Query (KQ), Driver License Query by Name (DNQ), Driver's
License Query (DQ), State Warrant Query (SWQ), Vehicle Registration
Query (RQ), Vehicle Registration Query By Name (RNQ)
National Crime Information Center (NCIC):
National Sex Offender Registry (NSOR), Protection Orders
Orange County Systems (OCATS/AWSS):
Multiple Name Queries, Automated Jail System (AJS), Automated Warrant
Service System (AWSS-query and abstract, update, etc. -all
encompassing), Orange County Probation
PAGEC.
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
I�
2.2.10 Records I CaIDOJ I CIBRS Interface: Axon will deliver an
interface between Axon Records and Cal DOJ for
submission of CIBRS reports from Axon Records.
2.2.11 Records I Llnx I Data Export: Axon will build an interface
with LInX where Axon will export incident data to the LInX
system. The specific datapoints and method of transfer
will be determined during the Requirements phase of the
project.
2.2.12 Records I LexisNexis Virtual Crime Center I Data Export:
Axon will build an interface with LexisNexis' Virtual Crime
Center where Axon will export incident data to the Virtual
Crime Center system. The specific datapoints and method
of transfer will be determined during the Requirements
phase of the project.
2.2.13 Records I Auto -Return I Vehicle Impound Interface: Axon
will build an interface with Auto -Return that will import
vehicle data from the Auto -Return system, to prepopulate
the impound form in Axon Records.
GO -LIVE CONTINGENCY
Before interfaces are complete, the agency may Go -Live. This does not
relieve Axon from completing the interfaces, but the agency will be
charged upon using the software.
2.3 DATA CONVERSION
Axon implements a structured methodology for converting data from the
agency's legacy system to the product. The agency is responsible for
providing Axon with extracted data in a format that can be used by Axon
for import. The preferred method for delivering legacy data to Axon is
by using the Microsoft Data Migration Assistant. The next best method
is for the agency to send a .bacpac file to Axon. If neither method is
available, a direct query through the Microsoft Self Hosted Integration
Runtime (SHIRt) can be used.
Axon queries the data to identify completeness, missing values, and
other measures of data integrity across records and provides the
agency with detailed findings. The agency may or may not elect to
process the data further to address completeness or may have Axon
move forward with the conversion process.
Subject to the data conversion plan, Axon can perform an initial
conversion to inject the data into the product training and/or
production instance(s) prior to Go -Live. A second conversion is
PAGE
DocuSign Envelope ID: A69C2874-A23C-4El3A-AE3F-17CO5792OA28
Ika
performed before Go -Live for data accumulated in the legacy system
between the initial conversion and crossover to Axon. Depending on the
final data conversion plan, data may be injected after Go -Live.
The data and operational expertise of the agency's staff are necessary
for questions that arise. Thus, It Is critical that a member of the
agency's team be available to support the data conversion portion of
the project.
This process is considered complete once the last set of data has been
converted and available within the product and the agency has
confirmed validation of the converted data. Axon does not provide
ongoing maintenance of the converted data.
DESCRIPTION OF ROLES AND RESPONSIBILITIES BETWEEN THE
AGENCY AND AXON:
The agency should be prepared to:
4 Provide a subject -matter expert (SME) and provide availability for
consultation throughout the project.
Facilitate meetings with all third -party system vendors where data
conversion is necessary, as required by Axon.
Extract and provide the data to Axon in an agreed -upon format.
Address data quality by the agency prior to provisioning to Axon.
Minimize the amount of business logic and file processing prior
to conversion where possible.
Provide a data dictionary (data structure, schema, field definition)
to define all elements of the legacy data. If a Data Dictionary is
not feasible, due to proprietary concerns, the agency will work
with Axon resources to map the data appropriately so that
contractual obligations are not breached.
Provide an entity relationship diagram of the legacy database, if
available. If one cannot be provided due to contractual
obligations, the agency will provide as much information to Axon
as possible without breaching those contractual obligations.
Collaborate with Axon to map the data from the legacy data
structures and formats into the product.
Data conversion and data conversion review are critical to project
deployment success. Throughout the data conversion, requirements
planning, and review process, the agency project team and Axon data
conversion project resource work closely together to ensure success.
AGENCY DATA CONVERSIONS
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DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
I-
2.3.1 Central Square I Records Data Conversion: Axon will
import legacy data, including but not limited to incident
data, case management data, and Property & Evidence
Data from Santa Ana PD's legacy RMS system.
2.3.2 Blue Team/IA Pro I Standards Data Conversion: Axon will
import legacy IA, Use of Force, Collision, Pursuit, and
Complaint data from Blue Team/IA Pro into Axon
Standards.
GO -LIVE CONTINGENCY
Before data conversion is complete, the agency may Go -Live. This does
not relieve Axon from completing the data conversion, but the agency
will be charged upon using the software.
2.4 REPORTING AND DATASTORE
Axon will configure and make available to the agency a MS SQL
Data Store containing all field and form data from the Axon Suite
that allows the agency to utilize available data for reporting and
analytical purposes.
Axon will provide the agency with a data dictionary and/or other
appropriate documentation.
If Axon provides reports for specific purposes as indicated, it is
the responsibility of the agency to maintain them after Go -Live.
2.5 READINESS
Axon will work in partnership with the agency to determine
readiness by conducting functional testing and an end -to -end
system review. The Axon program manager and the agency
project manager will work closely together to plan and execute
readiness scenarios.
Axon will conduct functional acceptance testing via use cases
approved by Axon and the agency.
All issues discovered during and after training will be entered
into the service portal for triage and follow-up.
In recognition of the fact that Santa Ana PD (hereafter,
"agency") manages Property and Evidence (hereafter "P&E) as a
network of "packages" rather than "items," Axon and the agency
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DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C067920A28
agree to explore ways that Axon Records can serve the agency's
needs. It is Axon and the agency's mutual goal to find or
develop a solution in Axon Records that can serve the agency
well in its management of "packages" as opposed to traditional
"items." The mutually agreed upon solution should not only
functionally handle the agency's needs, but also solve for the
challenge of properly mapping the conversion of data from the
agency's legacy solution.
If such a solution is not defined and agreed upon within 6
months of the execution of this Statement of Work, Axon will
work with the agency to offer a procurement vehicle, through
Axon, for the most appropriate third party solution for the
agency to manage P&E as "packages" and will interface with the
third party solution so that data can flow - from officers who
are gathering P&E and entering It into Axon Records - into said
third party P&E system for the agency property room, to
manage the P&E. Santa Ana Police Department would be
responsible for funding the purchase of this third party
solution. Axon would merely be acting as a "middle man" for
procurement vehicle purposes.
2.6 TRAINING
Axon will work in partnership with the agency to design an appropriate
Training Plan and schedule to ensure affected agency members are
adequately trained and prepared to administer and use Axon Records.
The agency will receive a training guide that outlines the topics to be
covered, intended audience, facility needs, and duration of the training.
FORMAT
Axon will provide the agency with all the necessary training materials
and digital assets to facilitate any of the training formats listed below.
Training sessions will be conducted in an environment containing
necessary configurations, forms, and workflows.
TRAIN- THE - TRAINER:
Axon trains system administrators and/or "super users" in full system
functionality that is role agnostic.
Axon's Train -the -Trainer approach provides the agency with at
least one user group that is fully equipped to provide system
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expertise to any user and provide agency -led training to
other users.
Note: It will be the responsibility of the agency to update the training
materials to include agency policies and procedures.
HYBRID MODEL:
Axon trains all agency end users in role -specific system functionality via
a hybrid model that can include a combination of on -site instructor -led
training, el -earning, and/or remote live instruction facilitated by Axon
trainers.
Axon's hybrid training model allows the agency and Axon to
develop a customized and flexible training program that is
suitable to the specific needs and concerns of the agency.
Note: It will be the responsibility of the agency to deliver any
training sessions specific to the agency policies and procedures.
SCHEDULE:
The training plan will contain an agreed -upon schedule that makes
efficient use of time and resources to avoid undue staffing Impacts on
the agency. Training sessions exclusive to the Functional Acceptance
Testing (FAT) will only occur after FAT has been successfully completed
and documented.
Training sessions provided by Axon are conducted on consecutive
weekdays (Tuesday -Friday) during normal business hours (8am-
6pm).
Training sessions required past the agreed -upon schedule in the
training plan, regardless of delivery method, will be the
responsibility of the agency, unless agreed upon previously by
the project team and training team management.
2.7 GO -LIVE
Axon will work In partnership with the agency to build, coordinate, and
execute a Go -Live plan to ensure successful system acceptance. Axon
will coordinate the Go -Live event.
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4101k
3.1 MANAGEMENT RESOURCES
AXON TEAM
Executive Sponsor: An Axon executive overseeing the
implementation process and communicating progress to Axon
Leadership.
is Strategic Project Manager: The dedicated point of contact and
person responsible for successful deployment.
► Ensures all team members from Axon and the agency are
continually updated on the status of the project.
► Speaks on behalf of the agency with respect to the project
in:
Designating appropriate subject -matter experts
(SME) to assist the project relative to the task at
hand
Agency hierarchy, user groups, roles, and
permissions
Module subject -matter experts (SME)
Integration subject -matter experts (SME) per
interface, if necessary
Data conversion review team
► Works internally to eliminate roadblocks as required to
keep project on track.
► Signs related project documents and reports as required.
► Organizes scheduling needs related to the project,
including:
System review and testing scheduling
Training scheduling
Go -Live scheduling
All communication cadence scheduling with
appropriate agency resources
Solution Architecture Manager: the technical lead on the project.
Holds responsibility for the development and execution of
technical initiatives affecting other teams.
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It&,
Business Analyst - One of the main executors of the agency's and
PM's deployment plan. Holds responsibility for ensuring the
project accounts for all specific data elements, and that internal
systems are set up and maintained throughout deployment.
Strategic Customer Success Manager - Holds responsibility for
post -implementation and ongoing support.
Training Specialist - Provides training to the agency on the
applications being deployed.
AGENCY TEAM
Executive Sponsor: This role is a career police department
leadership role with deep understanding of the agency.
► Acts as primary agency business sponsor responsible for
success of the records initiative.
/ Ensures agency resources support the project through all
phases of execution as planned and agreed upon by the
agency and Axon.
/ Communicates with the agency and city leadership as
necessary to support the records project.
/ Provides guidance and leadership as part of the executive
steering committee for the project.
> Project Manager: This role requires experience managing
enterprise cloud -based software project delivery experience and
strong foundational technical experience.
/ Acts as the primary point -of -contact and agency -designated
project leader responsible for the success of the Records
initiative.
/ Manages and coordinates all agency resources committed to
support the project during each phase of delivery through
launch and post -launch adoption of the system.
Integrations Manager: This role requires strong foundational
experience in technology solutions and application integration.
This role also requires fluency in all agency project -relevant data
sources, application integrations, and existing custom -developed
applications, queries, and reports.
/ Coordinates agency/city resources associated with records
integration with state and federal information systems and
third -party applications.
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��
/ Coordinates agency/city resources to support historical data
conversion from the existing records system to Axon.
n IT Administrator: This role requires strong foundational
experience in systems administration and network management,
fluency in all agency network -related processes, sequence and
timing of recurring process jobs, reconciliation, etc. This role also
requires fluency in the overlap, vulnerabilities, and disaster
recovery protocols associated with agency IT infrastructure.
/ Ensures project resources have access to systems and data
required to support integration and data conversion activity.
Records Supervisor: This role provides strong foundational
experience in records management, agency policies, compliance
activity, and standard operating procedures. This role also
provides fluency in all processes associated with close activity,
special processes, and queries to manage bulk actions, as well as
a detailed understanding of data elements that support special
compliance obligations.
/ Coordinates and advises the project team on current agency
records policies, processes, and operational procedures.
/ Coordinates resources to confirm and support configuration,
and integration testing and acceptance.
Patrol Lead: This role requires strong foundational experience in
field policies related to data collection, records initiation, and
categorization of the numerous forms of citizen interaction. This
role also requires fluency in the policies associated with records
creation, supplements, amendments, checkpoints, routing, case
management, and determination of records outcomes,
► Coordinates and advises the project team on current agency
patrol, data capture, and investigative practices.
/ Coordinates resources to confirm and support configuration,
and integration testing and acceptance.
Reporting Analyst/Lead: This role requires strong foundational
experience in ad -hoc, daily, weekly, and monthly reporting
policies and compliance across local, state, and federal entities.
This role also requires fluency in all agency reporting processes,
including queries, scripts, and custom applications utilized for all
bulk processing to support reporting requirements.
► Coordinates and advises the project team on current agency
reporting policies, processes, ad -hoc analysis, and monthly
state and federal reporting requirements.
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/ Coordinates resources to confirm and support the Axon
Data Store, configuration of standard reports, and production
of agency -specific reports to support normal operations.
3.2 REQUIREMENTS PLANNING
All project requirements will be documented during the kick-off and
discovery phases of the project.
Once the agency and Axon agree on all requirements, Axon's project
manager will work with the agency's project manager to develop a
project plan for Axon's implementation.
3.3 CHANGE CONTROL
If any changes in the project cause a material increase or decrease in
fees, as determined by Axon, an adjustment in the fees will be agreed
upon between the agency and Axon. All PCO forms must be approved
and signed by the agency authority (Attachment_.
The agency acknowledges a proposed change request might have an
impact on both scheduling and cost for the project that will be outlined
in the PCO form.
3.4 PROJECT METHODOLOGY
Axon utilizes a hybrid approach to project management, utilizing
aspects of both Agile and Waterfall methodologies. We use Waterfall for
the overall project, with respect to major milestones. We utilize Agile
during the configuration and build phases of the project.
3.5 MILESTONE COMPLETION REPORT ("MCR")
Axon will submit an MCR to the agency for approval upon completion of
a milestone. Milestone Completion Report included (A achment A).
Upon receiving an MCR, the agency has 14 calendar days to approve the
milestone completion. If the agency has issues related to the milestone
completion, the expectation is that the agency will respond in writing to
Axon with any Issues related to the MCR within the 14 calendar -day
window.
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Il,
Ensure the reasonable availability for meetings, phone or email
of knowledgeable staff and personnel to provide timely and
accurate documentation and information to Axon.
1 Identify holidays, non -workdays, or major events that may
impact the project.
Ensure agency desktop, mobile systems, and devices can access
the product.
f Subject to limitations of any existing contractual obligations,
make available relevant systems, if needed for assessment by
Axon (including making these systems available to Axon via
remote access, if possible).
Provide Axon with remote access to the agency's Axon Evidence
account when required.
The agency agrees to pay for licenses upon completion of Go -
Live.
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AL
Axon will provide on -site Go -Live support the week the agency
begins using the software.
Axon will provide updates and enhancements to the product,
which the agency will automatically receive.
Axon will provide the agency's end users with access to the
help.axon.com support portal to submit and review service
tickets.
Following final acceptance, the agency will utilize Axon support
via my.axon.com for any further modifications to the product.
For technical support assistance, the agency may contact a
technical support representative at 800-978-2737, or via email
at Support@Axon.com. Online, email -based support and
remote -location troubleshooting are included on an ongoing
basis as part of the agency's investment in the Axon ecosystem.
Phone support Is available 24/7.
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This SOW is governed by the master services and purchasing agreement
executed by the parties.
AXON ENTERPRISE, INC. AGENCY
Signature
I °a^s°^�
Name:
Robert E. Driscoll, Jr.
---------------------
Signature:
Name:
Title: Title:
VP, ASSOC. General counsel
Date: Date:
3/10/2023 19:00 AM MST
-------------------------
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By signing for the items in this Milestone Completion Report, I agree that Axon's
Professional Services Organization has reached the following milestone(s) for the
project agreed upon in the SOW between Axon and Santa Ana Police Department:
❑ Project kick-off
❑ Requirements completion
❑ Functional review and completion of configuration
❑ User acceptance testing
❑ Completion of agency training
❑ Integrations completion
❑ Data conversions completion
❑ Go -Live
❑ Final acceptance
Date services were completed on:
day of ---------------' 20---
Today's date:
Agency name: ----------------
Signature: _ ,
Printe
Title:
Email:
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Date:
Description of change to Axon product or service:
justification for change:
Effects on schedule:
Effect on project pricing (attach quote for reduction or increase in
costs):
AXON ENTERPRISE, INC
Signature:
Name:
Title:
-- - - - - - - - - - - - .
Date:
---------- ----;
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a ck
G.
ti
7
AGENCY
Sign, ure:
e:
Date:
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
I�
To deliver a complete solution to the agency, Axon employs third -party
products and services providers.
Axon will be responsible for the management of third parties identified
within Attachment C for the purposes of this project. All
communications between those third parties, the agency, and Axon will
be managed by Axon including any supporting requirements, integration
acceptance testing, functional acceptance testing, or the processing of
PCO or MCR documentation.
The following third -party products and services are included within the
scope of this SOW:
CommSys:
/ Included within this project are products and services from CommSys for
the purposes of connecting to and conducting transactions with state
and/or regional information providers.
/ The agency agrees to provide a CJIS-compliant server and operating
environment for hosting of the CommSys software and make remote
connectivity available to Axon as required to install, configure, and test the
software and Its integration with Axon products. The minimum technical
requirements are:
0 1.5 GHz 32 or 64-bit dual core processor, 4GB RAM, 120GB Hard
Drive, Video Adapter and Monitor with a 1280x1024 resolution and
256 colors, TCP/IP LAN Network connectivity to any client and
software components on same or separate hardware, Established
connectivity to a CJIS Interface
o Microsoft Operating System (32 or 64-bit), Microsoft Windows Server
2012 R2 with Microsoft SQL Server 2014 and higher
Microsoft Self Hosted Integration Runtime ("SHIRt"):
/ Included within this project is software that allows integrations within the
agency's local environment to communicate with Axon's cloud hosted
environment.
/ The agency agrees to provide a CJIS server and operating environment for
hosting the Self Hosted Integration Runtime. The minimum technical
requirements are:
o Windows 8.1, 10, 11 or Server 2012, 2012 R2, 2016, 2019, 2022
0 64-bit Operating System with .NET Framework 4.7.2 or above
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NOTICE OF COMPLIANCE
CITY STAFF: PRINT THIS PAGE AND INCLUDE WITH AGREEMENT TO THE CLERK OF THE COUNCIL
Contractor
Axon Enterprise, Inc.
Name:
Project
A-2022-106
Number:
Project Master Services Agreement and Purchasing Agreement for
Name: Agency
The Certificate of Insurance (COI) submitted indicates that the coverages are in
compliance with the insurance requirements. No further action is required at this time.
The compliant coverage(s) are:
POLICY EXPIRATION
TYPE OF INSURANCE COI DATE FILE NAME
NUMBER DATE
City of Santa Ana-
AUTOMOBILE LIABILITY 59UENFN6060 08/01/2024 09/28/2023
570101846290.pdf
City of Santa Ana-
E&O - TECHNOLOGY 015460315 08/01/2024 10/03/2023
570102072461.pdf
City of Santa Ana-
E&O - TECHNOLOGY 015460315 08/01/2024 10/03/2023
570102072461.pdf
City of Santa Ana-
GENERAL LIABILITY NG00001132 08/01/2024 08/03/2023
570101067327.pdf
WORKERS COMPENSATION AND City of Santa Ana-
59WEACOS6D 08/01/2024 09/28/2023
EMPLOYERS' LIABILITY 570101846290.pdf