HomeMy WebLinkAboutItem 19 - 2nd Amend. to Agree. with Axon Enterprise, Inc. for Records Management System Police Department
www.santa-ana.org/police
Item # 19
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
March 21, 2023
TOPIC: Second Amendment to Agreement with Axon Enterprise, Inc. for Records
Management System
AGENDA TITLE
Approve Second Amendment to Master Service and Purchasing Agreement with Axon
Enterprise, Inc., in the amount of $451,000, for a Records Management System for the
Police Department (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute the Second Amendment to the Agreement with
Axon Enterprise, Inc. to provide a Records Management System to the Police
Department in an additional amount not to exceed $451,000 for a total aggregate
amount not to exceed $6,015,017, for the period of March 21, 2023 through June 30,
2027, subject to non-substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
On June 5, 2018, the Santa Ana Police Department contracted with CentralSquare
Technologies (formerly TriTech Software Systems) for a Records Management System
(RMS). The cost of that system to date has been approximately $571,000, with
milestone payments yet to be made prior to the end of the contract, which is set to
expire on November 21, 2023.
In 2017, the Department entered into a five-year agreement with Axon Enterprise, Inc.
(Axon) for Body Worn Cameras (BWCs), and in 2022, the Department entered into a
new five-year agreement for a second iteration of BWCs and supporting technology. On
February 7, 2023, the City Council authorized the first amendment to the agreement
with Axon for an interview camera recording system. The new Axon Interview Room
technology will be supported by a software that currently supports the BWC Program.
Transitioning to Axon’s RMS will provide accessibility to all Axon programs used by the
Department under a single digital ecosystem accessible to all current Axon users.
Second Amendment to Agreement with Axon Enterprise, Inc. for Records Management
System
March 21, 2023
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The current agreement with Axon includes the following products within the Axon
ecosystem: Tasers, Body Worn Cameras (BWC), Virtual Reality Training, Dictation
Assistant, Axon Signal Sidearm, Axon Interview, and unlimited cloud storage on
Evidence.com. Having an RMS that can bring these products together would make
Axon an ideal selection to replace the current RMS. Axon RMS would be accessed via
Evidence.com, which is the Department’s current digital evidence system that contains
all Taser activity, BWC footage, and Axon Interview (Axon Interview will go live mid-
2023). Purchasing Axon RMS offers standardization and system familiarity. The overall
cost of a new Axon RMS is $451,000 and includes the licenses for the period of October
1, 2024 through June 30, 2027. The anticipated go-live date is October 1, 2024.
Axon’s RMS would broaden the digital ecosystem that promotes a unique ability that is
not currently in place with CentralSquare. The amendment with Axon would begin in
phases starting mid-2023, each of which will be signed off prior to proceeding to the
next phase. The transition will occur in the three phases of Design, Build, and Validate,
prior to going live. Axon, as with current elements in use by the Department, will
continually provide software updates at no additional cost. Axon will also provide
training to the end-user, as well as training to Department personnel to provide training
as trainers (Train-the Trainer method). Axon will implement a structured methodology
for converting data from the Department’s current system to the new product.
Benefits to the community include the following:
•Overtime cost savings with Dictation Assistant
•Immediate sharing capabilities
•Streamlining of court and evidence process
Program Costs for Axon Records Management System
Early Signing Costs before
March 31, 2023
Delayed Signing Costs after
March 31, 2023
Axon RMS $451,000 Axon RMS $ 902,000
25 Standard Licenses $0 25 Standard Licenses $ 19,800
125 Records Licenses $0 125 Records Licenses $ 119,625
Program TOTAL $451,000 Program TOTAL $1,041,425
*Total program savings with early 2023 signing: $590,425
FISCAL IMPACT
The one-time payment in the amount of $451,000 is not due until approximately October
2024, when the system is anticipated to go live. The Police Department intends to utilize
a portion of the annual allocation of the Supplemental Law Enforcement Services
Account (SLESA) program monies received during FY 2023-24 for this amendment.
Second Amendment to Agreement with Axon Enterprise, Inc. for Records Management
System
March 21, 2023
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Funding will be included in the proposed budget for FY 2024-25 for City Council
consideration.
Fiscal
Year
Accounting Unit
– Account No.Fund Description
Accounting Unit –
Account No.
Description
Amount
FY 24-25 12814407-66511
Supplemental
Law Enforcement
Services Fund
SLESA, Computer
Software
Subscriptions
$451,000
EXHIBIT
1. Second Amendment to Agreement with Axon
Submitted By: David Valentin, Police Chief
Approved By: Kristine Ridge, City Manager
Page 1 of 2
SECOND AMENDMENT TO MASTER SERVICE AND PURCHASING
AGREEMENT FOR RECORDS MANAGEMENT SOFTWARE
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”).
RECITALS
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.
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
Page 2 of 2
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to the Agreement on
the date and year first written above.
ATTEST CITY OF SANTA ANA
_______________________________ ______________________________
JENNIFER L. HALL KRISTINE RIDGE
Clerk of the Council City Manager
APPROVED AS TO FORM CONSULTANT
SONIA R. CARVALHO
City Attorney
By:___________________________ _______________________________
TAMARA BOGOSIAN By:
Senior Assistant City Attorney Title:
RECOMMENDED FOR APPROVAL
________________________________
DAVID VALENTIN
Chief of Police
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
Robert E. Driscoll, Jr.
VP, Assoc. General Counsel
Page 1 Q-406761-44978.804CN
Q-406761-44978.804CN
Issued: 02/21/2023
Quote Expiration: 03/31/2023
Estimated Contract Start Date: 10/01/2024
Account Number: 105857
Payment Terms: N30
Delivery Method:
SHIP TO BILL TO SALES REPRESENTATIVE PRIMARY CONTACT
Delivery;Invoice;Other-60 Civic Center Plz M-88 Santa Ana Police Dept - CA Will Alexander Sergio Enriquez
60 CIVIC CENTER PLZ 20 Civic Center Plz Phone: Phone: (714) 245-8020
SANTA ANA, CA 92701-4060 Santa Ana, CA 92701-4058 Email: walexander@axon.com Email: senriquez@santa-ana.org
USA USA Fax: Fax: (714) 245-8606
Email:
Quote Summary Discount Summary
Program Length 33 Months Average Savings Per Year ($101,845.45)
TOTAL COST $451,000.00
ESTIMATED TOTAL W/ TAX $451,000.00 TOTAL SAVINGS ($280,075.00)
Payment Summary
Date Subtotal Tax Total
Oct 2024 $451,000.00 $0.00 $451,000.00
Total $451,000.00 $0.00 $451,000.00
Axon Enterprise, Inc.
17800 N 85th St.
Scottsdale, Arizona 85255
United States
VAT: 86-0741227
Domestic: (800) 978-2737
International: +1.800.978.2737
Exhibit A-1 to Second AmendmentDocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
Page 2 Q-406761-44978.804CN
Quote Unbundled Price:$170,925.00
Quote List Price:$170,925.00
Quote Subtotal:$451,000.00
Pricing
All deliverables are detailed in Delivery Schedules section lower in proposal
Item Description Qty Term Unbundled List Price Net Price Subtotal Tax Total
A la Carte Software
73893 STANDARDS LICENSE, NON-SWORN 30 33 $20.00 $0.00 $0.00 $0.00 $0.00
73891 RECORDS LICENSE, NON-SWORN 125 33 $29.00 $0.00 $0.00 $0.00 $0.00
A la Carte Services
85157 PROFESSIONAL SERVICES MILESTONE PAYMENT:
RECORDS 1 33 $500.00 $13,212.12 $436,000.00 $0.00 $436,000.00
73896 STANDARDS IMPLEMENTATION SERVICE 1 $15,000.00 $15,000.00 $15,000.00 $0.00 $15,000.00
Total $451,000.00 $0.00 $451,000.00
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
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Delivery Schedule
Software
Bundle Item Description QTY Estimated Start Date Estimated End Date
A la Carte 73891 RECORDS LICENSE, NON-SWORN 125 10/01/2024 06/30/2027
A la Carte 73893 STANDARDS LICENSE, NON-SWORN 30 10/01/2024 06/30/2027
Services
Bundle Item Description QTY
A la Carte 73896 STANDARDS IMPLEMENTATION SERVICE 1
A la Carte 85157 PROFESSIONAL SERVICES MILESTONE PAYMENT: RECORDS 1
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
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Payment Details
Oct 2024
Invoice Plan Item Description Qty Subtotal Tax Total
Invoice Upon Fulfillment 73891 RECORDS LICENSE, NON-SWORN 125 $0.00 $0.00 $0.00
Invoice Upon Fulfillment 73893 STANDARDS LICENSE, NON-SWORN 30 $0.00 $0.00 $0.00
Invoice Upon Fulfillment 73896 STANDARDS IMPLEMENTATION SERVICE 1 $15,000.00 $0.00 $15,000.00
Invoice Upon Fulfillment 85157 PROFESSIONAL SERVICES MILESTONE PAYMENT: RECORDS 1 $436,000.00 $0.00 $436,000.00
Total $451,000.00 $0.00 $451,000.00
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Tax is estimated based on rates applicable at date of quote and subject to change at time of invoicing. If a tax exemption certificate should be applied, please submit
prior to invoicing.
Standard Terms and Conditions
Axon Enterprise Inc. Sales Terms and Conditions
Axon Master Services and Purchasing Agreement:
This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon’s Master Services and Purchasing Agreement
(posted at www.axon.com/legal/sales-terms-and-conditions), as well as the attached Statement of Work (SOW) for Axon Fleet and/or Axon Interview Room
purchase, if applicable. In the event you and Axon have entered into a prior agreement to govern all future purchases, that agreement shall govern to the
extent it includes the products and services being purchased and does not conflict with the Axon Customer Experience Improvement Program Appendix as
described below.
ACEIP:
The Axon Customer Experience Improvement Program Appendix, which includes the sharing of de-identified segments of Agency Content with Axon to
develop new products and improve your product experience (posted at www.axon.com/legal/sales-terms-and-conditions), is incorporated herein by
reference. By signing below, you agree to the terms of the Axon Customer Experience Improvement Program.
Acceptance of Terms:
Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you
are lawfully able to enter into contracts. If you are signing on behalf of an entity (including but not limited to the company, municipality, or government agency
for whom you work), you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote.
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
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\s1\\d1\
Signature Date Signed
2/21/2023
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
STATEMENT OF WORK FO R
THE IMPLEMENTATION O F
AXON RECORDS AND
STANDARDS FOR SANTA ANA
POLICE DEPARTMENT
("SOW”)
Submitted By:
Axon Enterprise, Inc. (Axon)
17800 North 85 th Street
Scottsdale, AZ 85255
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
1 . P R O J E C T O V E R V I E W : ................................. 1
1.1 SOFTWARE ...............................................................1
AXON RECORDS ................................................................1
AXON STANDARDS .............................................................2
1.2 DEFINITIONS ..............................................................2
1.3 OUT OF PROJECT S COPE ................................................4
2 . P R O F E S S I O N A L S E R V I C E S : ........................... 5
2.1 GENERAL ...................................................................5
2.2 INTERFACES ...............................................................5
2.3 DATA CONVERSION .......................................................7
2.4 REPORTING AND DA TASTORE ..........................................9
2.5 READINESS .................................................................9
2.6 TRAINING ..................................................................10
2.7 GO -LIVE ....................................................................11
3 . P R O J E C T M A N A G E M E N T:............................. 12
3.1 MANAGEMENT RESOU RCES .............................................12
3.2 REQUIREMENTS PLANNIN G .............................................15
3.3 CHANGE CONTROL ........................................................15
3.4 PROJECT METHODOL OGY ................................................15
3.5 MILESTONE COMPLE TION REPORT (“MCR”) .........................15
4 . A G E N C Y C O M M I T M E N T S: ............................ 16
5 . S U P P O R T : ............................................. 17
6 . T E R M S A N D C O N D I T I O N S : ........................... 18
A T T A C H M E N T A - M I L E S T O N E C O M P L E T I O N
R E P O R T ( M C R ) ........................................... 19
A T T A C H M E N T B - P R O J E C T C H A N G E O R D E R .......... 20
A T T A C H M E N T C - T H I R D -P A R T Y P R O D U C T S A N D
S E R V I C E S ................................................. 21
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1. PROJECT OVERVIEW :
This document serve s 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 S OFTWARE
The software detailed in th is SOW includes , but is not limited to, the
listed functionalit y :
AXON
RECORDS
Employee
Management
Master Name
Index
Master
Address Index
Master
Location Index
Master Vehicle
Index
Axon
DataStore
User
Permission
Management
Distribution
Management
Print Auditing
Search
Master Index
Alerts
Audit Trail
California
State
Reporting
Incident
Reporting
Attachments
Citations
Integration (Import)
o Name and
Vehicle
Validation
o Incident
Report
Linking
o Attachments
Crash Reporting
Integration (Import)
o Name and
Vehicle
Validation
o Impound
Import
o Diagram
Import
o Incident
Report
Linking
o Attachments
Bookings Module
o Shor t -term
holding
o Development
Partner for
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Physical
Property &
Evidence Entry
Sealing
Restrictions
Field
Interviews
Digital
Evidence
Management
Case
Management
Configurable
Forms and
Fields
Records
Requests
Expungement
Redaction
Supplements
Warrants
municipal
jail
functionality
o Call For
Service
Module
o Search API
for
connection
for use with
agency’s
internal
Applets
AXON
STANDARDS
Use of Force
Vehicle Pursuit
Vehicle
Collision
Internal
Complaint
Citizen
Complaint
Attachments
Internal Affairs
Investigative Case
Management
Configurable Forms
and Fields
Restrictions
EIS
1.2 DEFINITIONS
T E R M D E F I N I T I O N
P A R T I E S
Agency Santa Ana Police Department who is identified within this SOW
End-Users Specific agency groups who will use the system. Users of Evidence.com will
already be provisioned for access to Axon Records and Axon Standards.
Professional Services The services that Axon will provide within the scope of this SOW
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S Y S T E M S
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
P R O J E C T & M I L E S T O N E S
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 during this 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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Third-Party Products and
Services
Software, hardware, and services that are not owned by Axon but are being
provided by Axon for this project as listed in Attachment C
A C C E P T A N C E
Blocker Issue impacting 50% or more users
Integration Acceptance
Testing
Scheduled events for testing of each integration point and associated
functionality in collaboration with the agency and the agency’s vendors
Functional Acceptance Testing
(FAT)
Testing the functionality of the system as configured for the agency
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 SCOP E
Axon is only responsible for performing the p rofessional s ervices
described within this SOW. Any additional p rofessional s ervices that are
not defined explicitly by this SOW shall be done so through a P roject
C hange O rder. T he following are considered outside the scope of this
p roject:
A dministration, management, or support of any internal c ity,
c ounty, s tate, f ederal , or a gency IT network or infrastructure
Third -p arty p roducts and s ervices costs related to the vendors
or a gency’s side of the integration
Changes made by the a gency or the a gency ’s vendors
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2. PROFESSIONAL SERV ICES :
2.1 GENERAL
The a gency will provide a m aster c harge t able that Axon will load. Axon
will provide the appropriate structure to the a gency.
2 .2 INT ERFACE S
The a gency tasks related to interface setup start immediately after
project kick -off . It is critical for the a gency interface subject -matter
expert s (SME) and Axon project interface resources to work closely
together to scope, set -up, and test all interfaces.
The a gency must provide any relevant technical documentation
per interface to Axon.
The a gency 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
a gency.
Axon will conduct i ntegration a cceptance t esting demonstrating
the functionality of each integration to the a gency .
The a gency must notify Axon of any changes to the a gency ’s
side of the integration that are beyond Axon’s c ontrol and may
impact the integration.
AGENCY INTERFACES
2.2.1 Records | Crossroad s | Crash : Axon will import crash
reports from Crossroads into Axon Records .
2.2.2 Records | Crossroads | Citation: Axon will import citation s
from Crossroads into Axon Records .
2.2.3 Records | DataTicket | Citation: Axon will import parking
citation s from DataTicket into Axon Records .
2.2.4 Records | Lexis Nexis DORS | Online Reporting: Axon will
deploy an interfac e 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 .
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2.2.5 Records | 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 | Central Square CAD | 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 | Centr al Square CAD | 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 | 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/AB S), 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).
NLETS (National Law Enforcement Telecommunications System)
Driver History Query (KQ), Driver Licens e 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
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2.2.10 Records | CalDOJ | CIBRS Interface: Axon will delive r an
interface between Axon Records and Cal DO J for
submission of CIBRS reports from Axon Records.
2.2.11 Records | Linx | Data Export : Axon will build an interface
with L InX where Axon will export incident data to the LInX
system. The specific datapoints and me thod of transfer
will be determined during the Requirements phase of the
project.
2.2.12 Records | LexisNexis Virtual Crime Center | 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 | Auto -Return | 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
charg ed upon using the software.
2.3 DATA CONVERSION
Axon implement s a structured methodology for converting data from the
a gency’s legacy system to the product . The a gency 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 se nd 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 acros s r ecords and provide s the
a gency with detail ed 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
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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 a gency’s staff are necessary
for questions that arise . Thus, it is critical that a member of the
a gency’s team be availabl e 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 t he agency has
confirmed validation of the converted data . Axon does not provide
ongoing maintenance of the converted data.
DESCRIPTION OF ROLES AND RESPONSIBILITIE S BETWEEN THE
AGENCY AND AXON:
The a gency should be prepared to:
Provide a s ubject -m atter e xpert (SME) and provide availability for
consult ation throughout the project.
F acilitate 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 d ata quality by the a gency prior to provisioning to Axon.
M inimize t he amount of business logic and file processing prior
to conversion where possible .
Provide a data dictionary (data structure, schem a, 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
oblig ations , the agency will provide as much information to Axon
as possible without breaching those contractual obligations.
Collaborate with Axon to m ap the data from the legacy data
structures and formats into the product .
Data c onversion and data conversion review are critical to project
deployment success. Throughout the data conversion , requirements
planning , and review process , the a gency p roject t eam and Axon data
conversion project resource work closely together to ensure su ccess .
AGENCY DATA CONVERSI ONS
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2.3.1 Central Square | 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 | 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 DATA STORE
Axon will configure and make available to the a gency a MS SQL
Data Store containing all field and for m data from the Axon Suite
that allow s the a gency to utilize available data for reporting and
analytical purposes.
Axon will provide the a gency with a data dictionary and/or other
appropriate documentation.
If Axon provide s reports for specific purposes as indicated , it is
the respo nsibility of the a gency to maintain them after Go -Live.
2.5 READINESS
Axon will work in partnership with the a gency to determine
readiness by conducting f unctional t esting and an end -to-end
s ystem r eview. The Axon program manager and the a gency
project manager will work closely together to plan and execute
readiness scenarios.
Axon will conduct f unctional a cceptance t esting via use cases
approved by Axon and the a gency.
All issues discovered during and after t raining will be entered
into t he 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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agree to explore ways that Ax on 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 soluti on 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
s olution. Axon would merely be acting as a “middle man” for
procurement vehicle purposes.
2.6 TRAINING
Axon will work in partnership with the a gency to design an appropriate
Training Plan and schedule to ensure affected a gency 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 a gency with all the necessary training materials
and digital assets to facilitate any of the training formats listed below.
Training sessions will be conducted in a n environment containing
necessary configurations, forms, and workflows.
T R A I N -T H E -T R A I N E R :
Axon trains system administrators and/or “s uper u sers” in full system
functionality that is role agnostic.
Axon’s Train -the -Trainer approach provides the a gency with at
least one user group that is fully equipped to provide system
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expertise to any user and provide a gency -led training to
other users.
Note: It will be the responsibility of the a gency to update the training
materials to include a gency policies and procedures.
H Y B R I D M O D E L :
Axon trains all a gency end users in role -specific system functionality via
a hybrid model that can include a combination of on -site instructor -led
training, eLearning, and/or remote live instruction facilitated by Axon
trainers.
Axon’s hybrid training model allows the a gency and Axon to
develop a customized and flexible training program that is
suitable to the specific needs and concerns of the a gency.
Note: It will be the responsibility of the a gency to deliver any
training sessions specific to the a gency policies and procedures.
S C H E D U L E :
The t raining p lan will contain an agreed -upon schedule that makes
efficient use of time and resources to avoid undue staffing impacts on
the a gency. 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
t raining p lan, regardless of delivery method, will be the
responsibility of the a gency , unless agreed upon previously by
the project team and training team m anagement .
2.7 GO-LIV E
Axon will work in partnership with the a gency to build, coordinate, and
execute a Go -Live plan to ensure successful s ystem a cceptance . Axon
will c oordinate the Go -Live event.
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3. PROJECT MANAGEMENT:
3.1 MANAGEMENT RESOU RCES
AXON TEAM
Executive Sponsor: An Axon executive overseeing the
implementation process and communicating progress to Axon
Leadership.
Strategic Project Manager: The dedicated point of contact and
person responsible for successful deployment.
Ensures all team members from Axon and the a gency are
continually updated on the status of the p roject.
Speaks on behalf of the a gency with respect to the project
in:
Designa t ing appropriate subject -matter experts
(SME) to assist the project relative to the task at
hand
Agency h ierarchy, u ser g roups , r oles, and
p ermissions
Module subject -matter experts (SME)
Integration subject -matter expert s (SME) per
interface , if necessary
Data conversion r eview t eam
Works internally to eliminate roadblocks as required to
keep project on track.
Signs related p roject d ocuments and reports as required.
Organizes scheduling needs related to the project ,
including :
System r eview and t esting s cheduling
Training s cheduling
Go-L ive s cheduling
All c ommunication c adence s cheduling with
appropriate a gency resources
Solut ion Architecture Manager: the technical lead on the project .
Holds responsib ility for the development and execution of
technical initiatives affecting other teams.
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Business Analyst - O ne 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
p ost -implementation and ongoing suppo rt.
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 p rimary a gency business sponsor responsible for
success of the records initiative.
Ensure s a gency resources support the project through all
phases of execution as planned and agreed upon by the
a gency and Axon .
Communicate s with the a gency and c ity l eadership as
necess ary to support the r ecords p roject .
Provide s 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 p rimary point -of-contact and agency -designated
project leader responsible for the success of the R ecords
i nitiative .
Manage s and coordinate s all a gency 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 projec t -relevant data
sources, application integrations, and existing custom -developed
applications, queries, and reports.
Coordinates a gency/c ity resources associated with r ecords
i ntegration with state and federal information systems and
third -party applicatio ns.
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Coordinate s a gency/c ity resources to support historical data
conversion from the existing records system to Axon .
IT Administrator : This role requires strong foundational
experience in systems administration and network management,
fluency in all agen cy 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.
Ensure s p roject 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 o perating 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.
C oordinates and advise s the project team on current a gency
r ecords policies, processes, and operational procedures .
Coordinate s resources to confirm and support configuration ,
and integration testing and acceptance .
Patrol Lead : This role requires strong f oundational 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, amendme nts, checkpoints, routing, case
management, and determination of records outcomes .
Coordinates and advise s the project team on current a gency
patrol, data capture, and investigative practices .
Coordinate s 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 fl uency in all agency reporting processes ,
including queries, scripts, and custom applications utilized for all
bulk processing to support reporting requirements.
Coordinates and advise s the project team on current a gency
reporting policies, processes, ad -hoc analysis, and monthly
state and federal reporting requirements .
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Coordinate s resources to confirm and support the Axon
DataStore , configuration of standard reports , and production
of agency -specific reports to support normal operations .
3.2 REQUIREMENTS PLANNING
All p roject requirements will be documented during the k ick -off and
d iscovery phases of the project .
Once the agency and Axon agree on all requirements, Axon’s p roject
m anager will work with the a gency’s p roject m anager to develop a
p roject p lan for Axon’s implementation.
3.3 CHANGE CONTROL
If any changes in the p roject cause a material increase or decrease in
fees , as determined by Axon, an adjustment in the fees will be agreed
upon between the a gency and Axon. All PCO forms must be approved
and signed by the a gency authority (Attachment_B ).
The a gency acknowledges a proposed change request might have an
impact on both scheduling and cost for the p roject that will be outlined
in the PCO form.
3.4 PROJECT METHODOL OGY
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 COMPLETIO N REPORT (“MCR”)
Axon will submit an MCR to the a gency for approval upon completion of
a m ilestone. Milestone Completion Report included (Attachment A ).
Upon receiving an MCR, the a gen cy has 1 4 calendar days to approve the
m ilestone c ompletion. If the a gency has issues related to the m ilestone
c ompletion, the expectation is that the a gency will respond in writing to
Axon with any issues related to the MC R within the 14 calendar -day
wind ow.
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4. AGENCY COMMITMENTS:
Ensure the reasonable availability for meetings, phone or email
of knowledgeable staff and personnel to provide timely and
accurate documentation and information to Axon.
Identify holidays, non -workdays , or major events that may
impact the p roject.
Ensure a gency desktop , mobile systems , and devices can access
the p roduct.
Subject to limitations of any existing contractual obligations ,
m ake available relevant systems , if needed for assessment by
Axon (incl uding making these systems available to Axon via
remote access , if possible).
Provide Axon with remote access to the a gency’s Axon Evidence
account when required.
The a gency agrees to pay for licenses upon completion of Go -
Live.
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5. SUPPORT:
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 a gency will automatically receive.
Axon will provide the a gency’s e nd u sers 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 t echnical s upport assistance, the a gency may contact a
t echnical s upport representative at 800 -978-2737, or via email
at S upport@Axon.com. Online, email -based support and
remote -location troubleshooting are included on an ongoing
basis as part of the a gency’s investment in the Axon ecosystem.
Phone support is a vailable 24/7.
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6. TERMS AND CONDITIONS :
This SOW is governed by the m aster s ervices and p urchasing a greement
executed by the p arties .
AXON ENTERPRISE, INC .
Signature:
_____________________
Name:
_________________________
Title:
_________________________
Date:
_________________________
AGENCY
Signature:
_________________________
Name:
____________________________
Title:
_____________________________
Date:
_____________________________
DocuSign Envelope ID: A69C2874-A23C-4EBA-AE3F-17C057920A28
3/10/2023 | 9:00 AM MST
Robert E. Driscoll, Jr.
VP, Assoc. General Counsel
PAGE 19
ATTACHMENT A - MILES TONE COMPLETION
REPORT (MCR)
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
p roject agreed upon in the SOW between Axon and Santa Ana Police Department :
□ Project k ick -off
□ R equirements c ompletion
□ Functional r eview and completion of configuration
□ User a cceptance t esting
□ Completion of a gency t raining
□ Integrations c ompletion
□ Data c onversions c ompletion
□ Go-Live
□ Final a cceptance
Date s ervices were completed on:
_________ day of _______________, 20___
Today’s d ate: ______________
Agency n ame: ______________________________________
Signature: _________________________________________
Printed n ame: ______________________________________
Title: ______________________________________________
Email: ______________________________________________
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ATTACHMENT B - PROJE CT CHANGE ORDER
Date:
Description of change to Axon p roduct or s ervice:
Justification for c hange:
Effects on s chedule:
Effect on p roject p ricing (a ttach quote for reduction or increase in
costs):
AXON ENTERPRISE, INC .
Signature:
_____________________
Name:
_________________________
Title:
_________________________
Date:
_________________________
AGENCY
Signature:
_________________________
Name:
____________________________
Title:
_____________________________
Date:
_____________________________
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ATTACHMENT C - THIRD -PARTY PRODUCTS AND
SERVICES
To deliver a complete solution to the a gency, Axon empl oys t hird -p arty
p roducts and s ervices providers.
Axon will be responsible for the management of third parties identified
within Attachment C for the purposes of this p roject. A ll
communications between those third parties, the a gency , and Axon will
be mana ged by Axon including any supporting requirements, i ntegration
a cceptance t esting, f unctional a cceptance t esting , or the processing of
PCO or MCR documentation.
The following t hird -p arty p roducts and s ervices are included within the
scope of this SOW:
CommSy s:
Included within this p roject are products and services from CommSys for
the purposes of connecting to and conducting transactions with state
and/or regional information providers.
The a gency 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
requirement s are:
o 1.5 G H z 32 or 64 -bit dual core processor, 4 GB 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, Establishe d
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 p roject is software that all ows integrations within the
a gency’s local environment to communicate with Axon’s cloud hosted
environment.
The a gency 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
o 64-bit Operating System with .NET Framework 4.7.2 or above
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