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CONTRACT 6009 Professional Services Agreement CLOSEDAgreement No. 6009 Agreement No. PROFESSIONAL SERVICES AGREEMENT �� BETWEEN „ THE CITY OF EL SEGUNDO AND BUFFALO COMPUTER GRAPHICS, INC. This AGREEMENT is made and entered into this 28th day of January, 2021, by and between the CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and BUFFALO COMPUTER GRAPHICS, INC., a New York corporation ("CONSULTANT"). The parties agree as follows: 1. CONSIDERATION, A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below; B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed one hundred ninety-two thousand, ninety-nine dollars 23/100 cents ($192,099.23) for CONSULTANT's services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit "A," which is incorporated by reference. 2. SCOPE OF SERVICES. A. CONSULTANT will perform services listed in the attached Exhibit "A thru C," which are incorporated by reference. B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to City of El Segundo Professional Services (REV 2018.05) Page 1 of 12 Agreement No. 6009 Agreement No. cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. 4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "D") the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date. 5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 6. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has: Carefully investigated and considered the scope of services to be performed; Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 7. TERM. The term of this Agreement will be from 2/01/2021, to 1/31/2022 with an option to renew for two additional years. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: A. Completion of the work specified in Exhibit "A"; City of El Segundo Professional Services (REV 2018.05) Page 2 of 12 Agreement No. 6009 /� r B. Termination as stated in Section 15. 8. TIME FOR PERFORMANCE. A. CONSULTANT will not perform any work under this Agreement until: CONSULTANT furnishes proof of insurance as required under Section 22 of this Agreement; and CITY gives CONSULTANT a written notice to proceed,. B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement's schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services. 10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: A. Exhibit: A: Scope of Work. B. Exhibit: B: Budget C. Exhibit: C: Proposal for Services D. Exhibit: D: Payment Terms 11. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties. 12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number. 13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and City of El Segundo Professional Services (REV 2018.05) Page 3 of 12 Agreement No. 6009 Wa , certificates that may be required in connection with the performance of services under this Agreement. 14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 15.TERMINATION. A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. B„ CONSULTANT may terminate this Agreement at any time with CITY's mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date. C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT's own cost; CITY will not be obligated to compensate CONSULTANT for such work. D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY's option, become CITY's property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C). E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired but will deliver all original materials to CITY upon CITY's written notice. CITY City of El Segundo Professional Services (REV 2018.05) Page 4 of 12 Agreement No. 6009 Agreement No. agrees that use of CONSULTANT's completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY's own risk. 17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 18.INDEMNIFICATION. A. CONSULTANT agrees to the following: Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY's request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT's officers, agents, employees, or representatives, in the performance of this Agreement, except for such loss or damage arising from CITY's sole negligence or willful misconduct to the extent of net proceeds received from Consultant's insurance. i. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of this Agreement, or its performance, except for such loss or damage arising from CITY's sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise to the extent of net proceeds received from Consultant's insurance. City of El Segundo Professional Services (REV 2018.05) Page 5 of 12 Agreement No. 6009 Agreement No.. iii. Intellectual Property Infringement. Notwithstanding any provision to the contrary, CONSULTANT will, at its own expense, indemnify and defend CITY against any claim that CONSULTANT's services or work product furnished under this Agreement infringes a patent or copyright in the United States or Puerto Rico. In such event, CONSULTANT will pay all costs damages and attorney's fees that a court finally awards as a result of such claim. To qualify for such defense and payment, CITY must (a) give CONSULTANT prompt written notice of any such claim; and (b) allow CONSULTANT to control, and fully cooperate with CONSULTANT in the defense and all related settlement negotiations. CITY agrees that if the use of CONSULTANT's services or work product becomes, or CONSULTANT believes is likely to become, the subject of such an intellectual property claim, CITY will permit CONSULTANT, at its option and expense, either to secure the right for CITY to continue using CONSULTANT's services and work product or to replace it with comparable services and work product. B, For purposes of this section "CITY" includes CITY's officers, officials, employees, agents, representatives, and certified volunteers. C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement. D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 22, and any approval of said insurance by CITY, are intended to cap the liabilities and obligations assumed by the CONSULTANT pursuant to this agreement. 19.ASSIGNABILITY. This Agreement is for CONSULTANT's professional services. CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's written approval are prohibited and will be null and void. 20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which it is performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only. City of El Segundo Professional Services (REV 2018.05) Page 6 of 12 Agreement No. 6009 Agreement No. 21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement. 22.INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: T Pe of Insurance Limits Commercial general liability: $2,000,000 Professional Liability $1,000,000 Business automobile liability $1,000,000 Technology Errors $1,000,000 and Omissions Liability Cyber Liability $1,000,000 Privacy Liability $1,000,000 Workers compensation Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO-CGL Form. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. City of El Segundo Professional Services (REV 2018.05) Page 7 of 12 Agreement No. 6009 Agreement No, C. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. D. Technology Errors and Omissions Liability Insurance will cover all third party claims arising out of any act, error, omission or breach of contract provision of CONSULTANT's technology services, including loss arising from destruction of data, in the amount set forth above per occurrence. E. Cyber Liability Insurance to cover all third party loss from hacking attack or virus emanating from or passed through CONSULTANT's computer system or a cloud provider's system into City's systems in the amount set forth above per occurrence. F. Privacy Liability Insurance to cover all security breach and notification cost resulting in actual or suspected loss of personal information or any other records considered confidential for the City's data located on service providers servers or on a cloud computing provider's system in the amount set forth above per occurrence. G. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). H. Where possible each such liability policy shall name the City of El Segundo as an Additional Insured for such liability of the CITY, and each such first -party shall name the CITY as a Loss Payee. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 155. City of El Segundo Professional Services (REV 2018,05) Page 8 of 12 Agreement No. 6009 Agreement No. CONSULTANT agrees to waive all rights of subrogation against the CITY and its officers, officials, employees, agents, representatives, and certified volunteers for losses arising from work performed by CONSULTANT under the terms of this Agreement. 23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation. 24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update. 25. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: Buffalo Computer Graphics, Inc. 4185 Bayview Road Blasdell, NY 14219 Attention: Timothy Masterson Phone: 716-822-8668 x 127 Email: tmasterson@bpgLng,.com If to CITY: City of El Segundo 350 Main Street El Segundo, CA Attention: Randal Collins Phone: 310-524-2366 Email: RColllns else oorg Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT's bona fide employee, any fee, commission, percentage, brokerage fee, gift or other City of El Segundo Professional Services (REV 2018.05) Page 9 of 12 Agreement No. 6009 consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability. 28.THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 29.INTERPRETATION. This Agreement was drafted in and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement. 31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns. 32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party. 33. SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. 35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic (.pdf) or facsimile transmission. Such electronic or facsimile signature will be treated in all respects as having the same effect as an original signature. City of El Segundo Professional Services (REV 2018.05) Page 10 of 12 Agreement No. 6009 Agreement No. 36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 37. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. 38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will immediately terminate without obligation of either party to the other. 39. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. [Signatures on next page] City of El Segundo Professional Services (REV 2018.05) Page 11 of 12 Agreement No. 6009 Agreement No. IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first hereinabove written. CITY OF EL SEGUNDO Sc tY Xtniok„ City Manager APPROVED AS TO FORM' a � 1 L(-- for Mark D. Hensley, City Attorney BUFFALO COMPUTER GRAPHICS, INC. „r a d—j, f A,,,0...._..... Gary F. Masterson Vice President City of El Segundo Professional Services (REV 2018.05) Page 12 of 12 Agreement No. 6009 Exhibit A: Scope of Work A. Solution Details As outlined in BCG's response to El Segundo RFP solicitation 20-03, BCG will be supplying El Segundo with one BCG cloud hosted system for one year to meet the needs of situational awareness and emergency management for the City of El Segundo and its partners within the Los Angeles Operational Area. Authorized stakeholders within the Operational Area will be able to create the own incidents, operate their own dashboards, store and control access to their own data, and share situational information with internal and external users as needed. Asset Tracking & Resource Database Mobile Responder App Social Media Basic Communication Center Phonebook Premium Status Board Chat / Instant Messaging User List Status Board Builder . W _..w.... Damage Assessment Form & Board Road Closures Form & Board System Administration GIS Premium Rol _ e Checklists .Ticket Manager Premium Incident Folders Role Task Tracking Reference Library IAP Module Shelter Form & Board Training Site Streaming Video Situation Reports Online Help & Documentation This system and modules will be hosted in BCG's United States based cloud environment on a highly available configuration that provides an uatime of 99.9%., The hosted solution will be setup to support unlimited named user accounts with provisioned hardware to support at least 200 concurrent users during an incident. B. Implementation Services As outlined in BCG's response to El Segundo RFP solicitation 20-03, BCG will be providing a number of services to the City during implementation. Dedicated Project Liaison & Project Management BCG will appoint a project liaison. This project liaison will be responsible for ensuring the completion of all project deliverables as well as conducting project status meetings with the city and regional stakeholder group on an as needed basis. As part of this project tracking, BCG will also track issues in an issue ledger or software system. It will be the responsibility of the project manager to facilitate communication between BCG and El Segundo's teams. Kick -Off Meeting _ 1 Day During the Kickoff Meeting, BCG will meet with the customer project lead and key project stakeholders to establish key roject parameters and review expected responsibilities for each party. Needs Analysis & Workflow Analysis 3 Days DLAN's administrative controls allow the system to be setup to meet a wide variety of operational workflow requirements. In order to best understand how the tools need to be setup to meet the regional needs of this project, BCG staff will meet with regional stakeholders in a series of Needs Analysis and Workflow analysis meeting. Topics to be discussed in these meetings include a review of operational workflows, discussion on regional resource requesting processes, review of data repositories and integrations needed throughout the region, and other meetings that are determined as necessary during the kickoff meetings. During these Needs Analysis Meetings, BCG emergency management specialists will work with your key staff to ensure that we understand your regional requirements and adjust the system settings correctly. Installation 1 Day During the Installation Process, BCG will install an instance of DLAN in BCG's cloud server environment at a mutually agreed upon time. BCG will provide all necessary hardware and software to meet your licensed Page 1 of 18 Agreement No. 6009 atio ..m. concurrent users specifications and install/initialize the software at a mutually agreed upon time �. _.. �ecific�. ..,._ ._n�.. ..-_... Configuration 5 Days Some configuration is required including adding initial user accounts, roles, and security groups, configuring e-mail addresses, and adjusting any default lists and settings. During our Remote Configuration Sessions, our staff will work to setup the workflows, forms, security, and other settings based upon the information gathered in the regional Needs Analysis meetings. Key project personnel from throughout the region are encouraged to help customize the system settings. System Testing BCG will perform a basic smoke test to ensure that the software was installed and setup correctly and works in conformance with the most recent product documentation. Systemmentation & Training 5 Days BCG will provide Quick Reference Guides for system administrators, basic users, and advanced users. These documents will be designed with a regional focus in mind to highlight the specific settings and needs built into the system to support the Region. Additionally, BCG will provide a training agenda document to assist the city and region in scheduling their training activities. Training includes 40 hours of training with 1 instructor for up to 20 people per session. Training will consist of mixed lecture and hands-on skills activities and can be divided into multiple sessions that are tailored to meet El Sepa o's training goals. Travel & Lodging Not Included Due to COVID-19, BCG's proposal is for a remote implementation. However, If on -site support is needed, that can n additional be included for a cost. .............m,,.. ......................... �.. Estimated project duration from contracting to go -live is 12 weeks. This allows time for project management, planning, workflow analysis, system configuration, and training to occur. However, different duration implementations are common, and rush implementation is also available. BCG will work with El Segundo to establish a mutually agreeable implementation timetable, and will adjust timings based upon the needs of the stakeholder group. C. System Capabilities and Features As outlined in BCG's response to El Segundo RFP solicitation 20-03, the DLAN solution provided to El Segundo will meet the system capabilities and features requested by the city. This includes the following: 1. General Requirements 1. The system must be applicable for use in (a) All -Hazards, (b) special events, (c) planned events, and (d) maintenance of awareness of events in neighboring jurisdictions. DLAN is an all -hazards Incident Management system that can be used for any type of major incident (wild fire, hurricanes, earthquakes, etc.) as well as for planned events, daily monitoring, and other daily operations. It has been successfully deployed at local, county, state, private sector, and regional solutions. 2. The system must be applicable for use in (a) Field Operation, (b) Dept. Operation Centers, (c) Area Commands, (d) Staging Areas, (e) Base Camps, and (f) EOCs. DLAN is designed to be used by a variety of emergency management roles across multi -jurisdictions and from any location. This allows it to be used with any organizational or command structure in place at the client. Additionally, DLAN is a mobile -friendly solution and includes features that are specifically designed for offline use in field operations, staging areas, base camps, and Emergency Operations Centers where network connectivity might not be strong or guaranteed. 3. DLAN includes the ability to: a. Integrate multi -agency collaboration DLAN is designed to work across multiple agencies with features such as location and group -based access, user and role -based boards, multi -tiered security settings, and incident locking. The permissions structure in DLAN can be configured by the executive group to have granular security permission, broad security permissions, or any range in between. Using these same security permissions whole incidents can be locked down to only specific agencies. In this way DLAN balances the need for collaboration and the need for privacy among multiple stakeholders. Additionally, DIAN provides Page 2 of 18 Agreement No. 6009 for the development of contact lists and personnel databases to support communication across multiple agencies. b. Integrate multi -discipline collaboration DLAN's role -based system makes multiple discipline collaboration easy. For example, each role can use custom dashboards with important information for their specific discipline. This makes it easy for role to get what they need, when they need it. c. Provide visual reporting via maps, integration with web -based camera systems - DLAN provides a robust GIS toolset. DLAN's GIS Premium allows users to fuse together geospatial information from virtually any external or internal source onto one common display. DLAN also includes the ability to view web -based camera systems directly from the map or in a separate custom dashboard display. d. Provide 'near real time' reporting via Wi-Fi or cloud -based sharing features from field to Command and vice versa. - DLAN is an Internet based system that can be accessed from desktops, tablets, cell phones, and other mobile devices allowing real-time reporting from field to Command and vice versa. DLAN's mobile app also has an offline mode that can continue to work when disconnect and pushes information out when a connection is reestablished. e. Enhance the sharing of plans and emergency management documentation DLAN is a central repository for all plans and emergency management documentation. Three features that differentiate DLAN's file storage from other systems are that it is fully accessible from mobile devices; its intuitive security settings allow folders to be locked down by security group; and it can be used to upload any type of file (unless specifically prohibited by an administrator). f. Maintain a library of fillable ICS forms and ability to easily store documents in a cloud or server -based environment -The Incident Command System (ICS) approach to emergency management is built into DLAN. As part of our commitment to meeting FEMA standards, up-to-date FEMA ICS Forms are included within the system. Additionally, our IAP module enhances ICS form functionality by allowing users to compile them into IAPs following FEMA's guidelines. The module guides users through the steps of creating an IAP using simple drop -down lists, value pickers, and data validation. Common fields used in multiple areas of the IAP will also automatically fill other form, eliminating duplicate data entry and reducing errors. Finally, IAPs can be saved as drafts, reviewed, published, and Emailed to appropriate agencies. 4. The system must be or have: a. An easy to use interface with graphic user interface technology. DLAN is an extremely intuitive and easy - to -use system. Familiar data entry methods, responsive design, and consistency in look and feel ensure that users only need a short amount of training to gain proficiency. BCG models the way people interact with the system with tools they use every day like email, social media, instant messaging, and other mass market applications. b. A robust exercise function that can be utilized concurrently to daily operations or incidents with system degradation. - DLAN's Training Site provides a secondary site for training purposes that can be configured to match the customer's main DLAN site, providing a framework for effective training. This training site runs off of its own database so all test data remains separate from the production system's real incident data. Additionally, DLAN's Ticket Template system can be used to stage tickets for exercises, allowing to be either automatically injected when a training incident is started, or manually as the Sim Cell running the exercise is ready to inject that data into the simulation. c. Provides a method for development of predefined templates for various incidents/events (Standard ICS forms, plan development, or checklists). DLAN includes a number of predefined templates, including for tickets, ICS forms/IAPs, messages, and role checklists. For example, IAP Templates allow for pre -defined text, questions, objectives, and user guidance on any ICS form that is included in that configured template. These templates can save users from having to reenter commonly used organizational and basic incident information. The module also allows administrators to create and save a default cover page for multiple incidents. d. A method that supports the development and integration of contact lists/personnel databases. DLAN's Phonebook is a comprehensive contact management tool that allows users to add personnel and organization records. In addition to typical contact information, Phonebook records allow users to track and search against specific skills and training, such as equipment certification, languages spoken, and training courses completed. Like other DLAN modules, the Phonebook integrates with other areas of DLAN for quick Page 3 of 18 Agreement No. 6009 contact look -up. e. Provides the means for collecting historical and predictive data for risk assessment and mitigation. DLAN stores data for every transaction and activity that takes place on the system. This data can be used to help report on existing incidents, plan for future events, sync data with ArcGIS Online for statistical analyses, and perform run risk analysis. The combination of these tools makes it a power tool in preparing for, responding to, and recovering from incidents. f. Supports critical infrastructure tracking and damage assessment reporting. DLAN's Damage Assessment includes forms and reports for structural and roadway damages and a Damage Assessment Board. These tools are integrated with both the Ticket Manager Module and Mobile Responder App. g. Supports the execution and task tracking of emergency operations procedures, checklists, notifications, etc. DLAN's Ticket Manager is DLAN's main resource, issue, and task management module. It creates a common area for collaborative issue tracking and real-time information sharing using straightforward color - coded statuses and priorities. The Ticket Manager provides user-friendly data entry tools to make logging and tracking critical information quick and easy. It allows both task and mission information to be entered, prioritized, and followed from start to completion. h. Product will provide for management of personnel, equipment, and supply management and tracks resource requests. As described above, the Ticket Manager is used to manage resource requests. Additionally, DLAN includes a resource database which provides the ability to track stockpiled resources. Finally, DLAN includes an asset tracking module to track assets and resources deployed for a particular incident or for particular resource requests. i. Product will provide a method of Interfacing to other civil authorities or private -sector elements. This can be accomplished via sharing of screens, remote login, and external user access as determined by acquiring jurisdiction. - DLAN includes a number of ways to share information to outside stakeholders including exportation of data to numerous formats as well as email. DLAN also allows for limited access logins so outside agencies can participate in a response. j. Product provides for generation of standard reports, single click reports, email sharing of reports, & sharing of reports. DLAN includes a number of standard reports and custom reports can also be created throughout the systems. Reports can be exported in a number of file formats, printed, and emailed from within the system. k. Accommodate entry and tracking of incident/event logs providing date stamp of entry. DLAN Ticket Manager, allows for the creation of incident/event logs with date stamp of entries. All information added or modified in DLAN is automatically date and time stamped and displayed in the user interface. This allows full chronological history tracking and after -action reporting. (See item g for more information) I. Structured to support either Emergency Support Functions (ESF) or Incident Command System (ICS) protocols as needed by the acquiring jurisdiction. The Incident Command System (ICS) approach is the framework for all areas of DLAN. DLAN is the only incident management system to have completed full NIMS-STEP testing to ensure that FEMA considers it compliant with both the technical and methodological standards for an Incident Command System. DLAN's ICS role and category system can be configured to comply with published ESF standards and is used by numerous customers in this fashion. II. System Capability Requirements Page 4 of 18 Agreement No. 6009 Page 5 of 18 Agreement No. 6009 III. System Specific Feature Requirements 1. A robust exercise function can be utilized concurrently to daily operations or incidents with Yes system degradation. 2. Critical infrastructure tracking and damage assessment reporting. Yes 3. Daily tracking/availability of resources by type and facility and have functionality to Yes integrate/display commodity or resource spreadsheets across the platform. 4. Proven capacity to handle multi -jurisdiction and multi -agency responses across a geographic Yes 5. Must have a centralized time -stamped message log Yes 6. Post messages and files to the event log from the incident scene Yes 7. Have capability to attach any type of file to log entries Yes 8. Send and track alerts Yes 9. Have an integrated secure real-time chat feature Yes 1. Color -coded visual progress indicators Yes 2. Capability to view multiple command rooms across _ 3. At -a -glance status of alerts, responses, tasks and log entries Yes 1. Seamlessly integrated with the local jurisdiction system. DLAN currently integrates directly with Yes APIs from Shout Point, Avaya, Cisco, and OnSolve. DLAN can also integrate with other emergency notification systems through Email, CAP, or RSS. Customization may be required for other types of integration and can be sepairately priced, 2 Have the ability to receive confirmation of message DLAN has the ability to receive and report on Yes message receipt confirmations based upon the capabilities of the integrated alerting system. Message receipts would be the responsibility of the emergency notification system provider. If receipt is received from this system, DLAN can be configured to report on them. 3. Have the capability to track and manage task assignments Yes 1. Ability to store plans, maps, images, video, links —any type of file Yes 2. Ability to host files either via web, server, or cloud storage Yes 3. Abillty to integrate a change log for all file revision Yes 1. Integration of an easy to use WYSIWYG forms designer Yes 2. Automatic notification when a form is completed Yes 3. Ability to create, manage, and control form Yes 4. Ability to define any number of assets and asset type Yes 1. Ability to customize templates Yes 2. Ability to pre -define plans, es, messages, tasks, and people for different scenarios cenarios Yes 3. Ability to create a customized command room in just two clicks Yes 1. Automatic time -stamped audit record of log entries, alerts and responses, file activity, and user 1I Yes 2. Export data to your preferred reporting tool 3. Archive incident records Page 6 of 18 Yes Yes Agreement No. 6009 IV $$,stein Administrator Interlace Re uwem nts 4 a. The selected system will allow for the efficient and effective integration for systems and data Yes sets mutually agreed upon by the vendor and the system administrator. BCG is an engineering firm with decades of experience in custom engineering projects. BCG is a certified Microsoft Development Partner and employs multiple teams of software and test engineers with experience in integration and interoperability. Additionally, unlike many solutions, DLAN is interoperable by design; it follows NIEM and NIST guidelines with common protocols and standards for meaningful data exchange out -of -the -box without requiring external servers or third -party plug - ins. This built-in interoperability includes integration support for GIS mapping support, communication protocols, import/export, sensors, and authentication. For interoperability options and integration features not already included in the software, BCG's team has the experience necessary to provide custom integration services at a reasonable price. In fact, if the BCG team feels that a requested customization will be beneficial to other customers, it may be developed at a significantly reduced cost or at no cost and then provided to all customers with a current maintenance & support package. b. In its COTS configuration the selected system must integrate the following software applications Yes with minimal user programming or system administrator effort (i) Microsoft Office, (ii) GIS, (iii) Google Earth or other. _ _ ............. � � c. The system must have: An API INTEGRATIO.._......�.. N TOOLKIT for user defined integration of specialized Yes data sets... DLAN has an API toolkit which is available to users with an NDA. This API can be used to create user defined integration from the data sets and systems listed by the City. a. Must be cloud based and have cloud -based storage b. Must have information backed up for disaster recovery and cybercrime recovery ur oses77Yes c. Must be capable of access from multiple operating systems, phones, mobile Internet deviceYes computers. --... d. Must have both Whone and Android capable mobil p e appsf Yes icident an, need e. Support robust map in ond event activities, resources, and status w _ w . m Yes f. Easy to establish data links to external organizations, IT platforms, and departments on an as Yes needed basis a. . _.....I Yes c. Supports multiple organizations, divisions and department Yes a. Must be Secure Socket Layer encrypted Yes b. Must have an easy to use softwareupdate feature to enhance overall functionality and features Yes c. Access only by authenticated users via encrypted passwords Yes d. anular group and individual rights Yes e. 256-bit encryption of all web communications Yes f. Must be Secure Socket Layer encrypted Yes Page 7 of 18 Agreement No. 6009 V. System Maintenance Agreement Criteria A. The selected system must meet the following criteria: 1. Listed Availability. DLAN is a web -based system that is available anytime, anywhere. DLAN's hosting center provides a 99.9% uptime, allowing for the solution to be used at any time. 2. Vendor shall provide for agreed upon process for downtime during which the system is not available for maintenance. Patches and server maintenance are always applied at a mutually agreed upon date that is acceptable to BCG, the customer, and key stakeholders. Additionally, unlike many vendors, each of our sites is its own individual system. This means each customer can set their own patch cycle and will not be forced to accept updates just because another customer on the same servers has done so. 3. An agreed upon guaranteed level of bandwidth to cater for all users and all partners integrated with the software? BCG will provide bandwidth to support up to 200 concurrent users. 4. Provide the maximum number of concurrent users of the system. For this project, BCG has allocated hardware to support 200 concurrent users. Additional hardware can be added as necessary to support additional users if desired, allowing the city to grow the system to any number of concurrent users. S. Provide the maximum number of concurrent users beyond which you will not guarantee the same level of availability and response speed answered above. On the server environment in this proposal, DLAN can be expanded with additional hardware to support at least 500 concurrent users. That said, the solution can be increased to support any number of concurrent users by adding load balanced servers, web farms, and web gardens into the solution. If more concurrent users above 500 are needed, BCG can work with the city to price a hosted solution that will fit those needs. 6. Describe your monitoring procedures for the Incident Command Software. The BCG team uses a number of monitoring tools to watch the health of the DLAN application, DLAN services, servers, network, and other metrics. This includes utilizing Site 240 to track server and site information, built-in logging and exception tracking within the DLAN application, Fortinet Client AV tracking, as well as other monitoring checks. 7. Specify average frequency of outage, mean time between failures, & average time to repair for previous 5- year period. For the past 2.3 years BCG has information on: Total Downtime (0.01% OR 2 Hrs. 10 Mins); Total Uptime (99.95% OR 839 days 4 Hrs. 47 Mins); MTTR (13 Mins 2 Secs); and MTBF (83 days 22 Hrs. 5 Mins). 8. Vendor support SLAs at the hardware, operating system, database and application layers. BCG can provide a full SLA document upon request. 9. Describe your remedy policy should you not meet agreed -to Service Levels. Based on the SLA, customers can be eligible for service credits based on unplanned downtime to the production environment. Credits are calculated based on duration of downtime in breach of the SLA and hourly service rates. Credits can be applied to a future service delivery invoice. A full SLA can be provided to the City for review if requested. VI. Additional System Implementation Requirements A. Indicate the typical time duration from contract -execution to go -live. Typical time duration from contract - signing to go -live is eight to twelve weeks. (For more details see Implementation Services on page Error! Bookmark not defined..) B. Describe your policy for placement of on -site and off -site support personnel during implementation Due to COVID-19 Travel Limitations, BCG is proposing all services be performed off site. If the situation changes, BCG can provide on -site support, not included in the price of this proposal. C. List number, levels of staff and rates that are involved in an implementation of your product. BCG does not charge hourly rates for implementation services, but instead charges a fixed rate for all services. Please see Implementation Services on page Error! Bookmark not defined. for additional details. Page 8 of 18 Agreement No. 6009 D. The selected vendor will provide a project plan for the implementation of your product. A preliminary project plan is provided in the Approach section on page Error! Bookmark not defined.. A more detailed plan can be provided upon request. W. Application Support Requirements A. Describe the arrangements you would propose for providing maintenance and support services. Included with the system is BCG's Platinum Level Support Package which provides upgrades and support to the City of El Segundo and the Los Angeles Operational Area system administrators. DLAN Updates follow BCG's Software Development Lifecycle which is an agile development process that produces update patches every eight to ten weeks. These updates will be coordinated with El Segundo and will only be installed after an approved maintenance window has been determined by El Segundo and BCG. B. Verify whether you provide an ongoing monitoring service for system availability. The BCG team uses a number of monitoring tools to watch the health of the DLAN application, DLAN services, servers, network, and other metrics. This includes utilizing Site 240 to track server and site information, built- in logging and exception tracking within the DLAN application, Fortinet Client AV tracking, as well as other monitoring checks. C. Provide full details of your help policy, escalation procedures, priority levels and resolution mechanisms. BCG provides extensive on -going support once the application is in production. Users can call or email our support desk for assistance with any task. Access to our support desk is included and available 24/7. BCG support technicians can typically resolve any issues you have, and employ desktop sharing tools to aid in evaluating and resolving your issue. If our support technicians cannot immediately resolve your issue, they will engage our engineering team to work towards a resolution. Typical Support Steps: • Step 1: Call or Email BCG Support. • Step Ia: if After hours, BCG Answering Service will connect customer to on -call Engineering • Step 2: BCG enters help ticket into BCG customer support system. • Step 3: Help ticket is routed appropriately to support staff, engineers, and managers. • Step 4: Issue escalated if needed. • Step 5: Client notified of progress. • Step 6: Client notified when issue is resolved. If issue cannot be solved by the BCG customer support team, Client Services team will escalate the ticket to a team of BCG Engineers. Critical Mission System is not operational: BCG will commit a (1) Critical full-time resource to resolve issue within 24 hrs. High (2) Major Critical functionality is not operational: BCG Issue will commit a full-time resource to resolve issue within 48 hours. If there is an acceptable work -around, the issue will be reduced to severity 4. Medium Moderate Non -critical functionality is not operational: (3) Issue BCG will commit a resource during normal business hours to resolve issue within five (5) business days. If there is an acceptable work -around the issue will be reduced to severity 4. Low (4) Minor Issue exists, but there is little or no impact to Issue the organization's operations: BCG will provide assistance during normal business hours. All efforts will be made to resolve the issue within 20 business days. Page 9 of 18 Agreement No. 6009 D. Provide timings that can be expected for (1) Preventive maintenance; (2) Guaranteed & avg. response to software failure (e.g., account representative response with action plan); (3) Guaranteed and average "fix" time of software failure; (4) Indicate your SLA on first call resolution; (5) Describe how you assist with remote support using the Internet. For questions D.1-D.5, please see the answer and tables in C above. Additionally, remote support can be done over the Internet using a combination of phone, video conference, email, and GoToAssist desktop support sessions as needed by the issue. E. Describe telephone support services provided (24 x 7, 8 x 5, etc.), the number of support personnel that will be made available and the type of assistance available during these time frames; BCG is providing 9-5 (PST) business hour support and 24/7 activation support through phone and email. (See section C above) F. State how system bug fixes, patches, software updates etc. are supplied. Describe your release frequency BCG provides releases every 8-10 weeks. Patches are almost always a mixture of fixes and new features from BCG research and development or the benefit of contract work from other MAN customers who are willing to share their development features. BCG will always contact the City to schedule a patch installation time that is convenient for all parties. BCG provides Release Notes detailing all changes in the patch as well as release videos are also provided highlighting any major changes. VIII. Hosted Data Center Infrastructure / Security Requirements A. Verify whether your data center ISO-9001 and/or SAS-70 certified; BCG fully meets this requirement. The CentriLogic hosting provider BCG uses is governed by strict Service Level Agreements and Standard Operating Procedures using processes, procedures and infrastructure that have met ISO 9001:2008, ISO 27001:2005, PC[ DSS 3.0, SSAE16, ITIL and US-EU Safe Harbor standards. Their global facilities, networks, and operations have been 3.d party audited and accredited to ensure compliance and adherence to our SLAB. All facilities are secured via multiple levels of physical deterrents and multiple form factors of authentication. Select personnel are only permitted access to the managed POP where these systems are housed and CentriLogic has invested significantly in audits and compliance to adhere with and exceed industry standards. B. Indicate whether third parties independently audit your data center; Yes, in addition what is listed in XVILA above, BCG also runs independent vulnerability scans and performs other audits on the DLAN software. C. Indicate whether any subcontracted personnel are used in the management of the Data Center: BCG subcontracts to CentriLogic who manages the data center and would have access to the physical hardware. D. Indicate whether you provide remote and redundant operations for your data centers; CentriLogic's fully redundant network is designed to eliminate any single point of failure. Their network provides clients with reliable connectivity and fast performance and is supported by around -the -clock monitoring, escalation and reporting. Each client receives a dedicated connection to fully redundant core routers and switch fabric. E. Verify whether you have documented backup and recovery procedures; BCG has a well -documented backup and recovery procedure that can be shared with the city upon request. Included in the solution for El Segundo will be daily full backups, incremental backups, and VM level backups using CentriLogic's enterprise level CommVault. Based upon the RTO/RPO needs of the contract, these solutions can be set to meet the retention, failover, and redundancy needs of the project. Page 10 of 18 Agreement No. 6009 Indicate whether you use dedicated servers for your incident Command System; The proposed system will reside on one of our virtualized servers inside CentriLogic's data centers and will utilize a dedicated site, dedicated database, dedicated services, and dedicated storage space for El Segundo. If dedicated hardware is desired, we can provide a cost for this. G. Indicate whether you have your own data center or whether you subcontract out this functionality. BCG subcontracts to CentriLogic for hosting services. IX. Data Ownership & Security Requirements A. Indicate whom you regard as the owner of the application data; All data entered into DLAN remains the client's property. B. Indicate whether there is a fee structure based on frequency of client access to the application data; No, there is no fee structured based on frequency of use for any part of the DLAN application. C. Indicate whether tools are provided (i.e. data dictionaries & queries) to enable your clients to access the data; The client can query and export data directly through the DLAN web interface by using the report generator and search features then clicking the export button. Additionally, DLAN's API, including its API guide and data dictional, make system data available to other client applications programmatically. D. Indicate whether you use client data for any purpose other than application support, maintenance or upgrade; No, BCG does not use client data for any other purposes. E. In the event of product upgrade, please indicate who is financially responsible for corresponding upgrades to interfaces your clients have in place for data access. For customers under a current maintenance contract, BCG is financially responsible for DLAN APIs, BCG built integrations, and ail DLAN software. It is the responsibility of the client to upgrade any software built to interface with the DLAN. While BCG will not charge fees for DLAN APIs, if third parties on the customer's end charge an API connection fee or charge the City for changes to their APIs, those costs would be the fall to the city. F. Describe how the application data is secured; There are several layers of security in and around the DLAN product that are designed to help protect data and systems. A summary of many of these items is outlined below. Encryption in Transit via SSL/TLS Certificates I Options to Encrypt data at Rest using SQL Enterprise Ability to lock records and fields down to admin By default, all sensitive data (passwords, accounts, defined groups (including options to lock viewing or tokens) encrypted and hashed by default using 256- editing) bit AES keys Support for FTPS, Secure SMTP/IMAP/POPS Ability to lock incidents down to admin defined groups. Certified CISSP employed on staff full-time Mandatory code reviews of all changes to DLAN ... software .... Third party security audits of data center and Multi -tier server environment (servers by function) application Third party vulnerability scans of application and BCG is a member of the FBI's Infragard team system .-] Yearly required security training of all BCG staff NIST and ISO compliance G. Indicate whether the data of different clients reside on shared physical volumes. If so, how is data segregation assured; BCG does not utilize shared physical volumes. Each client has its own database, own IIS site, and own virtual volume. H. Confirm you currently have Business Associate Agreements for HIPAA compliance; Yes, BCG has BAAs for HIPAA. These are available upon request. Page 11 of 18 Agreement No. 6009 1. Indicate whether your product provides security to enable appropriate segregation of data access based on user profile. DLAN fully supports this requirement. The system includes a robust and flexible security utility that provides for multiple layers of security and access control throughout every level of the system. The permissions structure in DLAN is tiered and can be configured by the customer to have granular security permission, broad security permissions, or any range in between, allowing for data to be segregated based upon user profile. DLAN accomplishes this flexible and intuitive security structure by implementing administrator defined security groups which are separate from user accounts and roles. These security groups are composed of several individual security permissions, allowing for data to be locked down to just those users that need it. Administrators may configure an unlimited number of user accounts, groups, and roles. These groups are designed to be customized quickly, allowing admins the ability to change user security permissions on the fly and see those changes applied instantly. During configuration, BCG trainers will work with your team create the groups necessary to run a regional solution, and then we will train your staff on how to manage X D-ansition of Set -vices idpon Tei-mination ofAgreemenl Requit-ements Describe your transition services for clients upon termination of agreement and subsequent transition of client to new solution - including assistance in migration of data. Upon termination, Licensee retains the right to their data in the system and, upon written request, will be provided the data in the form of a database backup. If another data format is required, this can be provided on a time and materials basis. Upon termination of hosted services with BCG, all data will be destroyed after 30 days unless the client requests, in writing, and arranges for X1. Client Platfoi-tn Requirements A. Describe in detail how you support mobile devices such as Blackberry, Smartphone, and Tablet access BCG engineers develop using a "mobile first" perspective where modules and pages are built to operate on tablets and phones early in development. As DLAN page are developed, they are built to natively support Blackberry devices (running Android), Apple iOS, Windows, Mac OS, and Android devices. Pages built for these platforms are designed to be responsive; automatically scaling capabilities and features based upon the screen size of the user's device. These "mobile first" methodologies continue into exportability of data, allowing users to use information in the field even when the user cannot be on DLAN. All DLAN data, including reports, maps, emails, and images, can be exported using common formats such as PDF, Word, Excel, and CSV, which can be read by most mobile devices. Finally, our store -and -forward mobile apps are designed to be multi -platform out of the box, supporting Windows, Android, and iOS. This combination makes DLAN truly mobile. B. Indicate whether there is a separate fee for the support of handheld access to your system, No, there is no separate fee. Agreement No. 6009 M. Technical requirements Hardware - Since DLAN is an internet-based solution, it can be accessed from most operating systems (e.g. Apple iOS, Microsoft Windows, Android) and mobile devices (e.g. Apple iOS Devices and Android Devices) as long as a modern browser is installed. The latest versions of Chrome, Firefox, Safari, Android, Internet Explorer, and Edge are all supported. BCG reserves the right to change supported browsers/devices to reflect changes in technology.. Software - Client PCs do not require DLAN software to be loaded on them; all system software resides on the data center server. Client PCs do not have to be dedicated to DLAN, and may run any other desired applications. Any application licensing required to access files that user upload is the responsibility of the customer (e.g. Adobe Acrobat, MS Word) Network Requirements -DLAN is typically a resilient IIMS designed to function in as many environments as possible. However, as a web -based solution, DLAN's performance can be affected by low connection speeds. Modules such as GIS Maps and Status Boards, which use more bandwidth, are more likely to be impacted and experience delayed performance. However, in all cases, users can continue to work in DLAN during times of minimal connectivity. To assist in this, IIMS administrators have several options to adjust system performance in real time (such as refresh rate tools) Additionally, the DLAN Mobile Responder App includes an Offline Mode that will push data into the system once a connection is reestablished. XIII. Training and Documentation Requirements A. Indicate how you will provide: 1. Checklist of key processes that must be defined or completed by users prior to starting the integration of the program; BCG can provide a configuration checklist upon request. 2. Road map for how cities can successfully roll out the software and integrate it into their emergency response programs; BCG has rolled out multiple regional solutions for clients using the DLAN system. The project plan included in the implementation plan on pages 1-2 outlines a number of these activities with specific notes on things that will be done with a regional focus in mind. Additionally, upon request or award, BCG can provide a full regional rollout document which will assist the City in both its initial trial as well as in its effort to expand their system to other municipalities. 3. Training for system administrators on program use, program security protocols and management oversight; Please see Errorl Reference source not found. on pages 1-2 for details on admin training. 4. Orientation training for new users showing the features and best practices for using this software; Please see Error! Reference source not found. on pages 1-2 for details on user training. S. Assist the Area partners begin a "user group" for mentoring on system use; BCG has experience assisting customers in the rollout and facilitation of user groups. BCG has several solutions in California including Whittier, West Hollywood, Claremont, Ventura, and Santa Rosa that would benefit from a California user specific user group. B. Indicate how you will provide the following "leave behind" support tools: 10 -...�.� ............� DLAN Online Help System. 1. A written or online tutorial; Included in min... _.. ... 2. Online help (context sensitive); Included in DLAN Online Help System. 3. A demo version (sandbox); Included in DLAN Training Site. 4. Video or CBT training; Included in DLAN Online Help System. 5. List all operational, technical and DLAN User Manual, DLAN Administrator Manual, DLAN Training Quick development documents provided Reference Guides for all Modules, Recorded Training Videos, and User with your product; Training PowerPoint Presentation. 6. Indicate if there is an extra fee For No. documentation. Page 13 of 18 Agreement No. 6009 XIK Vendot- Capability Reqtdretnejils A. Vendor should describe the aggregate development experience of its development and implementation team. With over 38 years in business and over 15 years of experience in Incident Management, BCG is a long- standing engineering firm with a history of excellent customer service and cutting -edge products. Our team is made up of engineers with advanced degrees in computer science, CISSP certified security experts, former emergency managers with past experience at local and state level government, and project managers with years of experience managing large incident management system deployments. This team has deployed applications that have been used to manage large events like the Pan Am games and Superbowl; used to respond to large incidents like Hurricanes Sandy and Lee; used for recovery and damage assessments in Puerto Rico after Hurricanes Maria and Irma; and used to manage situational awareness in large regional solutions in WITZINAMINIAMMON Agreement No. 6009 Exhibit B: Budget Initial Year Costs As outlined in BCG's response to El Segundo RFP solicitation 20-03, BCG will be supplying El Segundo with one BCG cloud hosted system for one-year to meet the needs of situational awareness and emergency management for the City of El Segundo and its partners within the Los Angeles Operational Area. The following table outlines the costs associated with that one-year term. Renewal Costs Should El Segundo amend this contract to renew the system for additional years, the solution can be renewed at additional oine -year terms at the following prices: DLAN System $4,365.05 12 $521380.60 Platinum Maintenance & Support $9,550.00 1 $24,617.00 Hosting for 200 Users with Disaster Recovery Services $7,031.84 1 $8,309.12 Yearly Services $85,306.72 Optional Costs Should El Segundo amend this contract to add on additional services, these can be done at the following prices if Page 15 of 18 Agreement No. 6009 _... . Custom Development .............. .... . $1,650 00 - Available in 8-hour blocks of development & testing time .-- _.._..... .. ....... ...-. Per Da --- Web Training (1 Trainer) - Available in 8-hour blocks of training time with one trainer $2,000.00 _ - Supports smaller classes of 5-10 trainees .. ...g..( .........ta ._.. ........... ......... .......... Per Day Web Tra 2 Trainers) Available n 8-hour blocks of training time with two trainers $3,000.00 - Supports larger classed of 15-20 trainees ......... .... ...- .... . -..... - Per Day ....._... .. ....� * Implementation Services for Adding* Municipalities - There is no fee per town on El Segundo's DLAN system. The Optional fee outlined provides BCG services at a packaged discount if El Segundo wishes to have BCG on board new municipalities onto the system as opposed to El Segundo providing onboarding to new municipalities using their own staff. - Price includes: o 1 Da of BCG lead configuration with the new municipality ( Y g P Y o 1 Day of BCG lead importation services to on board the new municipality onto the El Segundo DLAN System i o %: Day of BCG lead training for the municipality users - Notes: o Should the Additional services may be required based on the size and scope of the project. j o As long as the users are on the El Segundo DLAN solution, there is no $5,300.00 " charge for additional named user accounts Per MunicipalityBing Travel & Eod. Can be added to initial implementation or to additional implementation services, assuming COVID-19 travel limitations have been lifted. A custom quote will be created based on number of days & personnel TBD Additional Modules BCG offers other modules that can be added onto the El Segundo DLAN solution at any time at the rice p listed on our GSA Schedule. Please contact BCG for more information. � TBD _ Payment Terms Unless otherwise agreed upon, BCG will bill El Segundo with 50% of services at contract signing. BCG will then bill 25% of services after Configuration is complete and will bill the remainder of services training has been completed. Payments will be due in Net 30 days. Page 16 of 18 Agreement No. 6009 . • 0 As outlined in BCG's response to El Segundo RFP solicitation 20-03, BCG will be supplying El Segundo with the following services: r o BCG will provide El Segundo with a BCG Cloud Hosted DLAN Solution o This site will be used as the Production DLAN Site o Includes support for 200 concurrent users and will follow the SLA terms listed in Exhibit A Training DILAN Site: o BCG will provide El Segundo with a secondary BCG Cloud Hosted DLAN Solution o This site will be used as the Training DLAN Site Project Management: o BCG will provide a dedicated Project Manager to coordinate as assist with the BCG related parts of this this project o BCG will organize and run a kickoff meeting between BCG team leads and El Segundo stakeholders o BCG will conduct a series of Needs Analysis and Workflow Discovery Meetings with El Segundo stakeholders that will be used to give guidance on proper system configuration Installation & Configuration: o BCG will install both the Training and Production DLAN Sites in the BCG Cloud o BCG will configure both the Training and Production DLAN Sites using feedback from the Kickoff and Needs Analysis Meetings. o BCG will provide initial system testing to ensure that both the Production and Training DLAN Sites are operational Training: o BCG will be providing El Segundo with up to 5 days of training o This training can be used for Train -the -trainer classes, DLAN Admin classes, DLAN User classes, Module specific classes, video training, webinar training, or other types of training that fits within the timeframe allotted for the project. o Up to 20 people can be in each training class and the training time can be broken up into as many classes that fit within the timeframe allotted for the project. Support & Maintenance o BCG will be providing Platinum Level Support on this project. Additional information on Platinum Level Support is listed in Exhibit A. o BCG will be supporting the hosting environment and DLAN software within that environment Agreement No. 6009 Hourly / Personnel Costs This is a fixed price contract. There are no hourly tasks that are expected to be performed as a part of this job. If additional hourly work is contracted as part of an addendum to this contract, published GSA rates for BCG will be used. Payment Terms Unless otherwise agreed upon, BCG will bill El Segundo with 50% of services at contract signing. BCG will then bill 25% of services after Configuration is complete and will bill the remainder of services training has been completed, Payments will be due in Net 30 days.