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HomeMy WebLinkAboutResolutions - 2022.02.24 - 35314COUNTY MICHIGAN BOARD OF COMMISSIONERS February 24, 2022 MISCELLANEOUS RESOLUTION #22-042 Sponsored By: Gwen Markham IN RE: Information Technology - Interlocal Agreement Extension of Contract #0005906 with Tyler Technologies Inc. for Support of the Jury Management System Chairperson and Members of the Board: WHEREAS the Department of Information Technology and Circuit Court are entering into a contract extension with Tyler Technologies Inc. for three (3) years to provide licensing and support of the Jury Management System currently being used by the Oakland County Circuit Court, Oakland County Probate Court, Oakland County's 52nd District Courts, as well as, being used by Pontiac's 50th District Court, Southfield's 44th District Court, and Royal Oak's 46th District Court: and WHEREAS the Purchasing Terms and Conditions, in Section 2400.6 Duration of Contracts and under Procedure, states "The Board of Commissioners shall approve contracts beyond five years'% and WHEREAS the current five-year contract expires on 02/28/2022 and will be amended for the period from 3/1/2022 to 2/28/2025, with an option for two additional years through 2/28/2027, at an anticipated cost of $301,950. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the extension of Contract 4005906 with Tyler Technologies Inc. for the period March 1, 2022 — February 28, 2025, with an option to extend annually for two more years. BE IT FURTHER RESOLVED a budget amendment is not required at this time. Chairperson, the following Commissioners are sponsoring the foregoing Resolution: Gwen Markham. 6z,-Jdu Date. February 25, 2022 David Woodward, Commissioner ►Aim' /y� �J/�ynwi�� Date: February 28, 2022 Hilarie Chambers, Deputy County Executive II f �r Date: March 01, 2022 Lisa Brown, County Clerk / Register of Deeds COMMITTEE TRACKING 2022-02-09 Finance - recommend to Board 2022-02-24 Full Board VOTE TRACKING Motioned by Commissioner Penny Luebs seconded by Commissioner Karen Joliat to adopt the attached Interlocal Agreement: Extension of Contract #0005906 with Tyler Technologies Inc. for Support of the Jury Management System. Yes: David Woodward, Michael Gingell, Michael Spisz, Karen Joliat, Kristen Nelson, Eileen Kowall, Christine Long, Philip Weipert, Gwen Markham, Angela Powell, Thomas Kuhn, Charles Moss, Marcia Gershenson, William Miller III, Yolanda Smith Charles, Charles Cavell, Penny Luebs, Janet Jackson, Gary McGillivray, Robert Hoffman (20) No: None (0) Abstain: None (0) Absent: (0) The Motion Passed. ATTACHMENTS 1. 2022 - 2025 Contract Renewal with Tyler Tech Amendment 2. 2019 - Amendment to Contract 4005011 with Tyler Technologies (formerly known as Courthouse Technologies Ltd) 3. 2017 - Contract #005011 with Courthouse Technologies Ltd (now doing business as Tyler Technologies) 4. 003722 Courthouse Technologies 5. Courthouse Technologies to Tyler Technologies Contract Reissue STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and accurate copy of a resolution adopted by the Oakland County Board of Commissioners on February 24, 2022, with the original record thereof now remaining in my office. In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac, Michigan on Thursday, February 24, 2022. Ffs t Lisa Brown, Oakland County Clerk/ Register of Deeds 40AKLANDF COUNTY MICHIGAN PURCHASING (Department) OAKLAND COUNTY EXECUTIVE DAVID COULTER Purchasing (248) 85M511 I purchasing@oakgov.com AMENDMENT OF CONTRACT [Contract Number] AMENDMENT [Change Order Number] AMENDMENT DATE: February 28, 2022 Buyer This AMENDMENT OF CONTRACT (hereafter this "Amendment") is made and entered into by and between the Contractor named and identified below, (hereafter "Contractor") and the COUNTY OF OAKLAND (hereafter "County") whose address is 2100 Pontiac Lake Rd, Waterford, MI 48328. CONTRACTOR [Vendor] Vendor Number: [Vendor Number] ADDRESS The County and Contractor agree and acknowledge that the purpose of this Amendment is to modify as provided herein and otherwise continue the present contractual relationship between the Parties as described in their current contract with the same contract number as above. In consideration of the extension of the mutual promises, representations, assurances, agreements, and provisions in the Contract and this Amendment, the adequacy of which is hereby acknowledged by the Parties, the County and Contractor hereby agrees to amend the current Contract as follows: 1.0 The County and Contractor agree that any and all defined words or phrases in the current Contract between the parties will apply equally to and throughout the amendment. 2.0 The Parties agree that any and all other terms and conditions set forth in the current Contract between the Parties shall remain in full force and effect and shall not be modified, excepted, diminished, or otherwise changed or altered by this Amendment except as otherwise expressly provided for in this Amendment. 3.0 Description of Change: 3.1 The Contract Expiration Date is extended from 2/28/2022 to 2/28/2025. 3.2 The Contract Not To Exceed ("NTE") Amount is increased by $301,950. The NTE Amount is changed from $143,048 to $444,999. 3.3 Section 14.2.1 — change Summons annual estimate from 66,000 to 60,000. AMENDMENT OF CONTRACT [Contract Number] Page 1 Rev 2020/09/16 401AKLANDF COUNTY MICHIGAN OAKLAND COUNTY EXECUTIVE DAVID COULTER PURCHASING P[JfCI'iaSlDg (248) 858-0511 1 purchasing@oakgov.com 3.4 Section 15 — per Summons price increases from $1.39 to $1.52 and Hosting services will increase from $9,000 to $9,450/year. For and in consideration of the mutual assurances, promises, acknowledgments, warrants, representations, and agreements set forth in the Contract and this Amendment, and for other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the undersigned hereby execute this Amendment on behalf of the County, and Contractor and by doing so legally obligate and bind the County and Contractor to the terms and conditions of the Contract and this Amendment. THE CONTRACTOR: THE COUNTY OF OAKLAND: xxx SIGN / DATE: [Vendor] SIGN / DATE: Scott N. Guzzy, CPPO, MBA, Purchasing Administrator AMENDMENT OF CONTRACT [Contract Number] Page 2 Rev 2020/09/16 OAK �` `�" OAKLAND COUNTY EXECUTIVE, DAVID COULTER COUNTY MICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Circuit Court / IT JPD AMENDMENT OF CONTRACT 005011 AMENDMENT 04X AMENDMENT DATE: December 9, 2019 This AMENDMENT OF CONTRACT (hereafter this "Amendment") is made and entered into by and between the Contractor named and identified below, (hereafter "Contractor") and the COUNTY OF OAKLAND (hereafter "County") whose address is 2100 Pontiac Lake Rd, Waterford, MI 48328. CONTRACTOR Courthouse Technologies Ltd Vendor Number: 21072 ADDRESS Suite 310-601 West Cordova St Vancouver, BC V613 1G1 Canada The County and Contractor agree and acknowledge that the purpose of this Amendment is to modify as provided herein and otherwise continue the present contractual relationship between the Parties as described in their current contract with the same contract number as above. In consideration of the extension of the mutual promises, representations, assurances, agreements, and provisions in the Contract and this Amendment, the adequacy of which is hereby acknowledged by the Parties, the County and Contractor hereby agrees to amend the current Contract as follows: 1.0 The County and Contractor agree that any and all defined words or phrases in the current Contract between the parties will apply equally to and throughout the amendment. 2.0 The Parties agree that any and all other terms and conditions set forth in the current Contract between the Parties shall remain in full force and effect and shall not be modified, excepted, diminished, or otherwise changed or altered by this Amendment except as otherwise expressly provided for in this Amendment. 3.0 Description of Change: Due to vendor name and tax ID number change, Oakland County is issuing a new contract number to Tyler Technologies Inc. The old contract number 005011 will be replaced by 005906 The old vendor number 21072 will be replaced by 15423. Vendor name changed from Courthouse Technologies Ltd to Tyler Technologies Inc. AMENDMENT OF CONTRACT 005011 Page 1 Rev 2019/08/20 QAKLAI�]D�- C O U NTY M IC H I G AN COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, DAVID COULTER Compliance Office I Purchasing 248-858-0511 1 purchasing@oakgov.com For and in consideration of the mutual assurances, promises, acknowledgments, warrants, representations, and agreements set forth in the Contract and this Amendment, and for other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the undersigned hereby execute this Amendment on behalf of the County, and Contractor and by doing so legally obligate and bind the County and Contractor to the terms and conditions of the Contract and this Amendment. THE CONTRACTOR: THE COUNTY OF OAKLAND: Fi-1e SIGN / DATE: c/(1121pf slnttw-110r1'3 >114) Courthouse Technologies Ltd SIGN / DATE: Scdlt�l > Pamela L. Weipert, CPA CIA, Compliance Officer or Scott N. Guzzy, CPPO, MBA, Purchasing Administrator AMENDMENT OF CONTRACT 005011 Page 2 Rev 2019/08/20 40AKLAN DDT: CO U NTY M I CH t G AN COMPLIANCE OFFICE PURCHASING Buyer: JPD OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office I Purchasing 248-858-0511 1 purchasing@oakgov.com CONTRACT NUMBER: 005011 Event # 003722 CONTRACT between the COUNTY OF OAKLAND and CONTRACTOR Not To Exceed Amount: $110,000.00 I Effective Date: 3/1/2017 Expiration Date: 2/28/2022 Contract Jury Management System - P Description: Contractor Information: Courthouse Technologies Ltd Suite 310-601 West Cordova St Vancouver, BC Canada V613 1G1 Vendor No:21072 Compliance Office Purchasing Information: Buyer: Joseph Dahl Oakland County 2100 Pontiac Lake Rd Bldg. 41W Waterford, MI 48328-0462 248-858-0511 purchasing@oakgov.com The Parties agree to the attached terms and conditions: FOR THE CONTRACTOR: SIGN:m FOR THE COUNTY: Contract Administrator (if Different): Contract Administrator Oakland County Using Department: John Cooperrider Court Business Manager 1200 N Telegraph Rd Bldg 14 East Pontiac M148341 248-858-0256 cooperriderj@oakgov.com %a� Coo�__,ee.P.4ioCe,f SIGN:,-Jamco,p�<<.aef(F,b2e._a7) SIGN: w ((f;_ zo»; Contract Administrator Pamela L. Weipert, CPA, CIA, Compliance Officer or Scott N. Guzzy, CPPO, MBA, Purchasing Admin aec OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 1 46AKLANIM-2-2 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M 1 C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com This Contract is organized and divided into the following Sections for the convenience of the Parties. Section 1. Contract Purpose Section 2. Contract Definitions Section 3. Contract Term and Renewal Section 4. Contract Administration and Amendments Section5. Contract Termination Section 6. Scope of Deliverables and Financial/Payment Obligations Section 7. Contractor's Warranties and Assurances Section 8. Liability Section 9. Contractor Provided Insurance Section 10. Intellectual Property and Confidentialitv Section 11. General Terms and Conditions §1. CONTRACT PURPOSE 1.1. After a competitive bidding and selection process by County, Contractor was chosen to provide services, described more fully in the Scope of Services Exhibits, to County. Contractor desires to extend the terms and conditions in this Contract to a PPB, to enable it to make purchases from Contractor according to the terms herein. A model Agreement to be used by PPBs is provided in Exhibit V. Contractor may negotiate customized terms with the PPB at its own discretion. Contractor is under no obligation to provide services described in this Contract to a PPB if the Parties are not able to agree on customized terms. 1.2. County shall not be a party to a contract between Contractor and a PPB. County shall not have any liability, of any sort, for any harm or action that may arise from purchases made by any PPB pursuant to the terms of this Contract. 1.3. PPBs must deal directly with Contractor for any transactions such as purchases, invoices, price questions, disputes, etc. that relate to their individual agreement with Contractor. Contractor must respond timely to PPB inquiries. Failure to do so may result in County removing the Contract and Contractor's Information from the G2G Marketplace Website. 1.4. County shall place this Contract and any amendments to it, on its G2G MarketPlace Website. County will provide the following information on its G2G Marketplace website: 1.4.1. Identify Contractor on its G2G Marketplace Website, this Contract and amendments, if applicable, and a summary of the services. 1.4.2. State that the Contract was the result of a competitive bidding process. 1.4.3. Provide Contractor's phone and email address for inquiries. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 2 46AKLANOP OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 1.4.4. Acknowledge that County and the PPB will receive a benefit from purchases subject to this Contract. 1.4.5. Provide a County contact to answer questions concerning the expiration date of the Contract, the procedure for purchasing off the Contract, and the competitive bidding process followed by County. 1.5. Contractor shall provide the following information to County and shall update the information timely whenever changes occur. 1.5.1. Description of Contractor's services and products, contact information, and training opportunities for County to place on the G2G MarketPlace Website. 1.5.2. Every four months a "Contract Usage Statement" which means the names, Scope of Services selected, quantities purchased, and dollar amount of each agreement signed by a PPB using this Contract. Contractor may provide the dollar amount of an agreement only if a PPB will not permit disclosure of the other items. 1.5.3. The names of two representatives to act as a primary and secondary point of contact to provide County with the Contract Usage Statements and other information required in this Contract. 1.6. In recognition of the benefits to Contractor for County providing information to PPBs and potential participants, and the costs savings to Contractor for having this information available, Contractor shall provide County and PPBs the price reductions described in a later section. §2. CONTRACT DEFINITIONS The following words when printed with the first letter capitalized shall be defined and interpreted as follows, whether used in the singular or plural, nominative or possessive case, and with or without quotation marks: 2.1. "Amendment" means any change, clarification, or modification to this Contract. 2.2. "Business Day" means Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding County designated holidays. 2.3. "Claims" means any loss; complaint; demand for relief or damages; lawsuit; cause of action; proceeding; judgment; penalty; costs or other liability of any kind which is imposed on, incurred by, or asserted against the County or for which the County may become legally or contractually obligated to pay or defend against, whether commenced or threatened, including, but not limited to, reimbursement for reasonable attorney fees, mediation, facilitation, arbitration fees, witness fees, court costs, investigation expenses, litigation expenses, or amounts paid in settlement. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 3 IrOAKL �-� � OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICH IGAN _ COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.4. "Confidential Information" means all information and data that the County is required or permitted by law to keep confidential and "Proprietary Information" as defined herein. 2.5. "Contract" means this document and any other documents expressly incorporated herein. 2.6. "Contractor" means the entity or person listed under "Contractor" on the first page of this Contract. 2.7. "Contractor Employee" means any employee; officer; director; member; manager; trustee; volunteer; attorney; licensee; contractor; subcontractor; independent contractor; subsidiary; joint venturer; partner or agent of Contractor; and any persons acting by, through, under, or in concert with any of the above, whether acting in their personal, representative, or official capacities. Contractor Employee shall also include any person who was a Contractor Employee at any time during the term of this Contract but, for any reason, is no longer employed, appointed, or elected in that capacity. 2.8. "Contract Documents" mean the following documents, which this Contract includes and incorporates: Exhibits (Applicable if Checked) 2.8.1. ® Exhibit I: Contractor Insurance Requirements 2.8.2. ® Exhibit II: Business Associate Agreement 2.8.3. ® Exhibit III: Scope of Contractor Services for a Comprehensive Commercial off the shelf Jury Management System 2.8.4. ® Exhibit IV: Software Subscription and Services Agreement 2.8.5. ® Exhibit V: PPB Model Agreement 2.9. "County" means the County of Oakland, a Municipal and Constitutional Corporation, its departments, divisions, authorities, boards, committees, and "County Agents" as defined below. 2.10. "County Agent" means any elected and appointed officials; directors; board members; council members; commissioners; employees; and volunteers of the County; whether acting in their personal, representative, or official capacities. "County Agent" shall also include any person who was a "County Agent" anytime during the term of this Contract but, for any reason, is no longer employed, appointed, or elected and in that capacity. 2.11. "County Data" means information or data provided by County to Contractor in the performance of this Contract, including, but not limited to any personally identifiable information such as names, e-mail addresses, passwords, phone numbers, and home or business addresses. County Data includes Confidential Information as defined in this Contract. 2.12. "Day" means any calendar day, which shall begin at 12:00:00 a.m. and end at 11:59:59 p.m. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 4 frOAKLAN IEW OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.13. "Deliverables" means goods and/or services provided under this Contract, whether tangible or intangible, and may be more specifically described in the Exhibits. 2.14. "Effective Date" means midnight on the date listed on the first page of this Contract. 2.15. "Expiration Date" means 11:59.59 p.m. on the date listed on the first page of this Contract. 2.16. "E-Verify" means an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. Information and the registration process are found at the E-Verify website: htti3s://e-verifv.uscis.xov/enroll. 2.17. "G2G Marketplace Website" means an Internet site used by County to provide information to PPBs about businesses providing services to County and agreements used by County and available to PPBs to procure services. 2.18. "Intellectual Property" means any developments, improvements, designs, innovation, and materials that may be the subject of a trademark/servicemark, copyright, patent, trade secret, or Proprietary Information. 2.19. "Iran -Linked Business" is defined in the Michigan Compiled Laws (MCL), specifically MCL 129.312, being Section 2 of Public Act 517 of 2012. 2.20. "Not to Exceed Amount" means the dollar amount listed on the first page of this Contract, unless amended. The "Not to Exceed Amount" is not the County's financial obligation under this Contract, but the maximum amount that can be paid to Contractor during the term of this Contract. 2.21. "PPB" which stands for Participating Public Body, means an entity created by state or Federal law which is primarily funded by or through a governmental authority and which registers to access County's G2G MarketPlace Website. 2.22. "Proposal" means Contractor's response or bid to the County's Request for Proposal, Request for Qualifications, or Request for Quotes. 2.23. "Proprietary Information" means ideas, concepts, inventions, and processes related to the development and operation of computer software and systems such as source code, object code, security procedures, and passwords. 2.24. "Purchase Order" means the County's written request to Contractor for Deliverables pursuant to this Contract. The Purchase Order may include terms regarding delivery schedule, payment, and transportation. 2.25. "Purchasing" means the Purchasing Unit of the Oakland County Compliance Office. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 5 qOAKLANOF OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com §3. CONTRACT TERM AND RENEWAL 3.1. Contract Term. This Contract shall begin on the Effective Date and shall end on the Expiration Date. 3.2. Contract Renewal. Unless otherwise provided herein, the Parties are under no obligation to renew or extend this Contract after the Expiration Date. This Contract may only be extended by an Amendment. 3.3. Legal Effect. This Contract shall be effective and binding when all of the following occur: (a) this Contract is signed by a Contractor Employee, legally authorized to bind Contractor; (b) this Contract is signed by an authorized County Agent; (c) all Contractor certificates of insurance, required by this Contract, are submitted and accepted by Purchasing; and (d) any other conditions precedent to this Contract have been met. §4. CONTRACT ADMINISTRATION AND AMENDMENTS, 4.1. Contract and Purchase Order Issuance. Purchasing shall issue this Contract and any Purchase Orders that may be required. Purchasing is the sole point of contact in the County regarding all procurement and contractual matters relating to this Contract and any Purchase Orders. Purchasing is the only County office/department authorized to make any Amendments to this Contract or Purchase Orders. 4.2. Purchase Orders. Purchase Orders issued under this Contract are governed by the terms and conditions of this Contract and are included and incorporated herein. 4.3. Proiect Managers. Each Party may designate an employee or agent to act as a Project Manager. If Project Managers are selected, they shall be listed in the Scope of Services Exhibit(s) as well as their duties. Unless otherwise stated in an Exhibit, the County's Project Manager has no authority to amend this Contract. 4.4. Contract Administrators. The County shall designate an employee or agent to act as Contract Administrator(s). Contractor may designate its employee or agent to act as Contract Administrator(s). The Contract Administrators shall be listed on the first page of this Contract. The County's Contract Administrator(s) shall be responsible for monitoring and coordinating day-to-day activities under this Contract, reviewing Deliverables and invoices, and submitting requests for Amendments to Purchasing. The County's Contract Administrator(s) have no authority to amend this Contract. 4.5. Contract Amendments. All Amendments to this Contract must be in writing. This Contract shall not be amended by any packing slip, Purchase Order, invoice, click through license agreement, or Contractor policies or agreements published on Contractor's website or otherwise. Amendments to this Contract shall be issued only by Purchasing. The Amendment shall be effective when signed by an authorized Contractor Employee and an authorized County Agent. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 6 tOAKLANW OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 4.6. Unauthorized Changes. Contract changes shall not be effective until an Amendment containing the change is executed according to the procedures described in this Contract. If the Contractor is directed to perform work that Contractor believes is a change in the Contract/Deliverables, then Contractor must notify Purchasing that it believes the requested work is a change to the Contract before performing the requested work. If Contractor fails to notify Purchasing before beginning the requested work, then Contractor waives any claims for additional compensation for performing the requested work. If Contractor begins work that is outside the scope of this Contract or begins work before an Amendment is executed and then stops performing that work, Contractor must, at the request of the County, undo any out -of - scope work that the County believes would adversely affect the County. 4.7. Precedence of Contract Documents. In the event of a conflict, the terms and conditions contained in Sections 1 through 11 of this Contract shall prevail and take precedence over any allegedly conflicting provisions in all Contract Documents, Exhibits, Purchase Orders, Amendments, and other documents expressly incorporated herein. Terms and conditions contained in Contractor invoices, packing slips, receipts, acknowledgments, click -through licenses, and similar documents shall not change the terms and conditions of this Contract. §5. CONTRACT TERMINATION 5.1. County Termination. In addition to any other legal rights the County may have to terminate or cancel this Contract, the County may terminate the Contract as follows: 5.1.1. Immediate Termination. The County may terminate or cancel this Contract, in whole or in part, immediately, upon notice to Contractor, if any of the following occur: (a) Contractor, officer of Contractor, or an owner of a 25% or greater share of Contractor is convicted of a criminal offense; or (b) if any third -party funding for this Contract is reduced or terminated. 5.1.2. Termination for Convenience. The County may terminate or cancel this Contract, in whole or part, for any reason, including convenience, with at least ninety (90) Days' notice to Contractor. However, if such notice is not provided within at least ninety (90) Day's prior to the anniversary date of the next required annual Support payment, County will be required to pay the upcoming annual Support payment. The effective date for termination or cancellation shall be clearly stated in the notice. 5.2. Contractor Termination. In addition to the termination provided for in Exhibit IV Software Subscription and Service Agreement, Contractor may terminate or cancel this Contract, in whole or part, upon one hundred and eighty (180) Days' notice to the County, if the County breaches any duty or obligation contained herein and within such notice period has failed or has not attempted to cure the breach. The effective date of termination or cancellation and the specific alleged default shall be clearly stated in the notice to the County. 5.3. Countv's Obligations Upon Termination. The County's sole obligation in the event of termination or cancellation of this Contract is for payment of the actual Deliverables provided OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 7 q I �___o OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M ICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com to the County before the effective date of termination. Under no circumstances shall the County be liable for any future loss of income, profits, any consequential damages, any loss of business opportunities, revenues, or any other economic benefit Contractor may have realized but for the termination or cancellation of this Contract. The County shall not be obligated to pay Contractor any cancellation or termination fee if this Contract is cancelled or terminated as provided herein. If the County chooses to terminate the Contract in part, then the charges payable under this Contract must be equitably adjusted to reflect those Deliverables that are terminated. 5.4. Contractor's Obligations Upon Termination. If the County terminates this Contract, for any reason, then Contractor must do the following: (a) cease providing all Deliverables as specified at the time stated in the notice of termination; (b) take any action necessary, or as the County may direct, to preserve and protect Deliverables or other property derived or resulting from the Contract that is in Contractor's possession; (c) return all materials, property, and County Data provided to Contractor by the County; (d) unless otherwise directed by the County, transfer title in and deliver to the County all Deliverables in the possession of Contractor or Contractor Employees (which Deliverables are transferred to the County "As -Is", except to the extent the amounts paid by the County for these Deliverables include warranties or warranty services and, in that situation, the Deliverables will be transferred with the warranty or warranty services and not "As -Is"); and (e) take any action to mitigate and limit any potential damages, including terminating or limiting, as applicable, those subcontracts and outstanding orders for materials and supplies connected with or related to this Contract. 5.5. Assumption of Subcontracts. If Contractor is in breach of this Contract and the County terminates this Contract, then the County may assume, at its option, any subcontracts and agreements for Deliverables provided under the Contract and may pursue completion of the Deliverables by replacement Contract or otherwise as the County, in its sole judgment, deems expedient. §6. SCOPE OF DELIVERABLES AND FINANCIAL/PAYMENT OBLIGATIONS 6.1. Performance of Deliverables. Contractor shall provide all Deliverables identified in and as set forth in the Exhibits, any Purchase Orders, or any Amendments to this Contract. If less than all Scopes of Services are selected when the Contract is executed, an amendment to the Contract is required to add additional Exhibits (and their associated services). 6.2. Software Subscription Agreement. If this Contract includes a Software Subscription Agreement as described in Exhibit IV, then the Parties shall follow the terms and conditions therein. Unless specifically agreed to by County, if County Agents are required to accept click through license terms to access any of the Deliverables in this Contract, the terms and conditions of those click through licenses are without force and effect. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 8 c o u N T Y M I c H I c A NYC OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 6.3. Financial Obligations. Except as otherwise set forth in this Contract, the County's sole financial obligation under this Contract shall be set forth in the Exhibits. The amount and manner of payment of the financial obligation shall be set forth in the Scope of Services Exhibit. 6.4. Payment Obligations. Except as otherwise set forth in the Exhibits, Contractor shall submit an invoice to the County's Contract Administrator itemizing amounts due and owing under this Contract, as of the date of the invoice. Invoices shall contain the following information: (a) County Contract Number; (b) dates of Deliverables; (c) itemized list of Deliverables; (d) Contractor Tax ID Number (federal and State); (e) licenses; and (f) any other information requested by Purchasing. The County shall have no obligation to make a payment under this Contract until an invoice is submitted in the form set forth herein and shall have no obligation to pay for Deliverables, which have not been invoiced (as required herein) within sixty (60) Days of Contractor's performance. Unless otherwise set forth in the Exhibits, the County shall only pay Contractor for Deliverables under this Contract and not any subcontractors or assignees of Contractor. 6.5. Not to Exceed Amount. The amount due and owing to Contractor, under this Contract, shall not exceed the "Not to Exceed Amount." If Contractor can reasonably foresee that the total financial obligation for the Contract will exceed the "Not to Exceed Amount," then Contractor shall provide Purchasing with notice of this fact at least ten (10) Days before this event. 6.6. No Obligation for Penalties/Costs/Fines. The County shall not be responsible, under any circumstances, for any cost; fee; fine; penalty; or direct, indirect, special, incidental, or consequential damages incurred or suffered by Contractor in connection with or resulting from the performance of this Contract. 6.7. Set -Off of County Costs. If the County incurs any costs associated with the duties or obligations of Contractor under this Contract, then the County has the right to set-off those costs from any amounts due and owing Contractor. This set-off includes withholding payment in an amount equal to the cost of any County -provided equipment, supplies, or badges that are not returned by Contractor upon completion, termination, or cancellation of this Contract. 6.8. In -Kind Services. Unless expressly provided herein, this Contract does not authorize any in - kind services by either Party. 6.9. Countv's G2G Marketplace Administration. In consideration of County's costs to provide the G2G Marketplace, beginning in the second year of the Contract, Contractor agrees to provide County either with a credit to its annual Software Subscription Fee equal to .75% of PPB Annual Subscription fees received by Contractor in the prior year or with a credit equal to 1.5% of PPB one-time Software License Fees received by Contractor in the prior year, whichever is applicable. In no event shall the total of the Subscription Fee and Software License Fee credits exceed the amount of County's annual Software Subscription Fee. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 9 MOAKLANIVP OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com V. CONTRACTOR'S WARRANTIES AND ASSURANCES 7.1. Full Knowledge of Contract Expectations. Contractor warrants that before submitting its Proposal and/or entering into this Contract, it had a full opportunity to review all County requirements and/or expectations for this Contract. Contractor is responsible for being adequately and properly prepared to execute this Contract. Contractor has satisfied itself in all material respects that it will be able to perform the Contract as specified herein. 7.2. Complete and Accurate Representations. Contractor certifies that all statements, assurances, records, and materials submitted to the County in connection with seeking and obtaining this Contract have been truthful, complete, and accurate. 7.3. Access to Contractor Policies. If the Parties agree in this Contract to follow any Contractor polices, such as acceptable use or privacy policies, then Contractor shall retain each version of such policies and the effective dates and shall promptly provide such to the County, if requested. 7.4. Grant Compliance. If any part of this Contract is supported or paid for with any State, federal, or other third -party funds granted to the County, then Contractor shall comply with all applicable grant requirements. Upon request of Contractor, the County shall provide Contractor with a copy of the applicable grant requirements. 7.5. Contractor Incidental Expenses. Except as otherwise expressly provided in this Contract, Contractor shall be solely responsible and liable for all costs and expenses associated or needed to perform this Contract, including, but not limited to, any professional dues, association fees, license fees, fines, taxes, and penalties. 7.6. Eauioment and Supplies. Contractor is responsible for providing all equipment and supplies to perform this Contract, which are not expressly required to be provided by the County. 7.7. Contractor Emplovees. 7.7.1. Number and Qualifications of Contractor Employees. Contractor shall employ and assign qualified Contractor Employees as necessary and appropriate to perform this Contract. Contractor shall ensure all Contractor Employees have the knowledge, skill, and qualifications to perform this Contract and possess any necessary licenses, permits, certificates, and governmental authorizations as may be required by law. 7.7.2. Control and Supervision of Contractor Emplovees. Contractor shall solely control, direct, and supervise all Contractor Employees with respect to all Contractor obligations under this Contract. Contractor will be solely responsible for and fully liable for the conduct and supervision of any Contractor Employees. 7.7.3. Removal or Reassignment of Personnel at the Countv's Request. Contractor shall remove a Contractor Employee performing work under this Contract at the County's request provided that the County's request is based on legitimate, good -faith reasons. Replacement personnel for the removed person must be fully qualified for the position. If the removal of a Contractor OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 10 #0'AKLANW­ OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Employee results in an unanticipated delay, which is attributable to the County, then this delay shall not be considered a breach of the Contract and the terms and conditions of this Contract effected by the removal will be adjusted accordingly. 7.7.4. Contractor Emplovee Identification. If requested by the County, Contractor Employees shall wear and display appropriate County -provided identification at all times while working on County premises. Contractor shall return all County -provided identification upon completion of Contractor's obligations under this Contract. 7.7.S. Background Checks. At the County's request, Contractor Employees performing work under this Contract shall be subject to a background check by the County. The scope of the background check is at the discretion of the County and the results will be used to determine Contractor Employee's eligibility to perform work under this Contract. Any request for background checks will be initiated by the County and will be reasonably related to the type of work requested. Contractor and Contractor Employees shall provide all information or documents necessary to perform the background check. 7.7.6. Compliance with Countv Securitv Policies and Use Policies. Contractor shall require all Contractor Employees to comply with the County's security and acceptable use policies for County property (tangible and intangible), equipment, resources, facilities, and systems. Upon request, the County shall provide such policies to Contractor. 7.7.7. Contractor Employee Expenses. All Contractor Employees shall be employed at the Contractor's sole expense (including employment -related taxes and insurance). Contractor warrants that all Contractor Employees shall fully comply with and adhere to the terms of this Contract. Contractor shall be solely liable for all applicable Contractor Employees' federal, state, or local payment withholdings or contributions and/or all Contractor Employee related pension or welfare benefits plan contributions under federal or state law. Contractor shall indemnify and hold the County harmless for all Claims against the County by any Contractor Employee, arising out of any contract for hire or employer -employee relationship between Contractor and any Contractor Employee including, but not limited to, Worker's Compensation, disability pay, or other insurance of any kind. 7.7.8. Contractor's Compliance with the Patient Protection and Affordable Care Act. If Contractor is subject to the Patient Protection and Affordable Care Act ("ACA"), PL 111-148, 124 Stat 119, then Contractor shall ensure that all Contractor Employees, under assignment to the County, and their dependents, as defined by the ACA, are provided with or have access to insurance as required by the ACA. If Contractor is subject to the ACA, Contractor warrants it offers group health coverage to Contractor Employees and their dependents that is affordable, that provides minimum essential coverage and value, and that each offer of coverage meets the timing requirements of the ACA. Contractor warrants, whether or not it is subject to the ACA, that it will pay all applicable fees, taxes, or fines, as set forth in the employer mandates of the ACA under Tax Code §4980H and related regulations for any Contractor Employee, whether the fee, tax, or fine is assessed against the Contractor or the County. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 11 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON CO UNTY MI CH I GAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 7.8. Acknowledgment of Independent Contractor Status. 7.8.1. Independent Contractor. Nothing in this Contract is intended to establish an employer - employee relationship between the County and Contractor or any Contractor Employee. In no event, shall Contractor Employees be deemed employees, agents, volunteers, or subcontractors of the County. Contractor shall ensure that Contractor Employees are apprised of their status as independent contractors and the limitations of this status. 7.8.2. Contractor/Contractor Emplovee Representations. Contractor and/or Contractor Employees shall not represent themselves as County employees. Contractor shall ensure that Contractor Employees do not represent themselves as County employees. 7.8.3. County Benefits and Plans. Contractor and Contractor Employees shall not be entitled to participate in any County employee benefit plans and programs, including but not limited to, retirement, deferred compensation, insurance (including without limitation, health, disability, dental, and life), and vacation pay. This limitation includes access to benefit plans and programs that are not described by a written plan. However, Contractor Employees who are retired County Employees may receive vested post -employment benefits such as retiree health care and pension benefits from Oakland County. 7.8.4. County Reliance. The County entered into this Contract in reliance of the representations made by Contractor regarding its understanding of the role of independent contractors, its stated relationship to Contractor Employees, and other representations Contractor has made regarding the management and performance oversight of Contractor Employees. 7.9. Permits and Licenses. Contractor shall be responsible for obtaining and maintaining, throughout the term of this Contract, all licenses, permits, certificates, governmental authorizations, and business/professional licenses necessary to perform this Contract. Upon request by the County, Contractor shall furnish copies of any permit, license, certificate, or governmental authorization necessary to perform this Contract. 7.10. E-Verify. In accordance with Miscellaneous Resolution No.09116 (BOC Minutes, July 30, 2009, pp 37-38), unless otherwise exempted, all service contractors who wish to contract with the County to provide services must first certify they have registered with, will participate in, and continue to utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the Contractor. Breach of this term or condition is considered a material breach of this Contract. Contractor's execution of this Contract constitutes a certification that they are authorized to certify on behalf of Contractor and do hereby certify on behalf of Contractor that the Contractor has registered with, has and will participate in, and does and will continue to utilize once registered and throughout the term of this Contract and any permissible extension hereof, the E-Verify Program (or any successor program implemented by the federal government or its OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 12 40'AKLAN1 i -.-- OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com departments or agencies) to verify the work authorization status of all newly hired employees employed by the Contractor. 7.11. Iran -Linked Business Certification. Contractor certifies that it is not an Iran -Linked Business. Contractor further certifies that it was not an Iran -Linked Business at the time it submitted its Proposal for this Contract. Contractor must promptly notify the County, if Contractor becomes an Iran -Linked Business at anytime during this Contract. 7.12. Taxes. 7.12.1. Contractor Taxes. Contractor shall collect and pay its local, state, and federal taxes, including but not limited to, all employment taxes, sales taxes, personal property taxes, and real property taxes. The County shall not be liable to or required to reimburse Contractor for any local, state, or federal tax of any kind. 7.12.2. Countv Tax -Exempt. The County is exempt from state and local sales tax, personal property tax, and real property tax. Prices under this Contract shall not include taxes, unless the County is not tax-exempt for a specific Deliverable. Exemption certificates for sales tax will be furnished upon request. 7.13. Warranty for Services. Contractor warrants that all Deliverables that are services shall be performed in compliance with all applicable laws, statutes, regulations, ordinances, and professional standards. 7.14. Warrantv for Goods. All Deliverables that are goods shall be subject to the following warranties: 7.14.1. Warrantv of Merchantabilitv., Goods provided by Contractor pursuant to this Contract shall: (a) be merchantable, (b) be of good quality, (c) be fit for their ordinary purpose, (d) be adequately contained and packaged, and (e) conform to the specifications and descriptions contained in the Contract. 7.14.2. Warrantv of Title. All goods conveyed to the County shall be conveyed and transferred: (a) with good title, (b) free from any security interest, lien, or encumbrance that the County did not have knowledge of when the Contract was executed, and (c) free of any rightful claim of infringement or similar claim by a third -party. 7.15. Response to Legal Reauest for County Data. If County receives a Court Order, a Freedom of Information Act (FOIA) request, or other legal request to provide County Data held by Contractor, then Contractor shall provide County Data to the County, in a format directed by the County, within the time frame required by law. 7.16. Section 508 Compliance. If Contractor is providing a Deliverable that requires County Agents or the general public to access a website, Contractor warrants that end users will have the ability to access the website to register and provide information updates to receive OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016107/22(v3) G2G CONTRACT NUMBER 005011 Page 13 -tea b V tf0AKLANty OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MI C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Deliverables in accordance with the accessibility requirements of Section 508 Amendment to the Rehabilitation Act of 1973 (29 U.S.C. § 794(d). 7.17. Price Warranty. Contractor warrants that it will provide County and PPBs with the lowest and best price available for the same level of services and products offered to other similarly situated public bodies. §8. LIABILITY 8.1. Contractor Indemnification. Contractor shall indemnify, defend, and hold the County harmless from all Claims, incurred by or asserted against the County by any person or entity, which are alleged to have been caused directly or indirectly from the acts or omissions of Contractor or Contractor's Employees. The County's right to indemnification is in excess and above any insurance rights/policies required by this Contract. 8.2. No Indemnification from the County. Contractor shall have no rights against the County for indemnification, contribution, subrogation, or any other right to be reimbursed by the County, except as expressly provided herein. Pursuant to Article 9 § 18 of the Michigan Constitution, MCL 691.1408, 691.1409, the County may not indemnify third parties. §9. CONTRACTOR PROVIDED INSURANCE At all times during this Contract, Contractor shall obtain and maintain insurance according to the specifications listed in Exhibit I. §10. INTELLECTUAL PROPERTY AND CONFIDENTIALITY 10.1. Contractor Use of Confidential Information/County Data. Contractor and/or Contractor Employees shall not reproduce, provide, disclose, or give access to Confidential Information or County Data to any Contractor Employee not having a legitimate need to know the Confidential Information or County Data or to any third -party. Contractor and Contractor Employees shall only use the Confidential Information and County Data for performance of this Contract. Notwithstanding the foregoing, Contractor may disclose the Confidential Information or County Data if required by law, statute, or other legal process; provided that Contractor: (a) gives the County prompt written notice of the impending disclosure, (b) provides reasonable assistance to the County in opposing or limiting the disclosure, and (c) makes only such disclosure as is compelled or required. This Contract imposes no obligation upon Contractor with respect to any Confidential Information or County Data which Contractor can establish by legally sufficient evidence: (a) was in possession of or was known by Contractor, prior to its receipt from the County, without any obligation to maintain its confidentiality; or (b) is obtained by Contractor from a third party having the right to disclose it, without an obligation to keep such information confidential. 10.2. Contractor Use of Countv Licensed Software. In order for Contractor to perform this Contract, the County may permit Contractor or Contractor Employees to access certain Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 14 46AKLAN07" OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON CO UNTY MICHI GAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Software licensed to the County. Contractor or Contractor Employees shall not transfer, remove, use, copy, or otherwise provide or make available any such Software or documentation to any other person or entity, for any purpose, without the prior written consent of the County and/or the licensor. Furthermore, neither Contractor nor Contractor Employee shall produce a source listing, decompile, disassemble, or otherwise reverse engineer any copyrighted Software. Neither Contractor nor Contractor Employee shall use any Software contrary to the provisions of any applicable Software license agreement or state or federal law. 10.3. Assignment of Rights. In consideration for the performance of this Contract and the fees paid to Contractor, Contractor agrees to the following: (a) Contractor shall have no copyright, patent, trademark, or trade secret rights in County Intellectual Property; (b) any and all programs, inventions, and other work or authorship developed by Contractor while providing Deliverables to the County are works made for hire, created for, and owned exclusively by the County, unless otherwise specified in the Contract; (c) Contractor assigns to the County all rights and interest in County Intellectual Property, which Contractor has made or conceived or may make and conceive, either solely or jointly with others, either on or off County premises while performing this Contract or with the use of the time, material, or facilities of the County; and (d) Contractor and its applicable Contractor Employees shall sign any documents necessary for the County to register patents, copyrights, or trademarks with federal or state agencies. Contractor shall ensure its Contractor Employees assign their rights and interests in County Intellectual Property to the County. 10.4. Use of Countv Data. If Contractor uses or possesses County Data in the performance of this Contract, then the following provisions contained in this subsection apply: 10.4.1. Implementation of SecuritV Measures. Contractor shall implement and maintain appropriate administrative, technical, and organizational security measures to safeguard against unauthorized access, disclosure, or theft of County Data. Such measures shall be in accordance with security industry best practice and not less stringent than the measures Contractor applies to its own confidential data of similar kind. Contractor warrants it follows security industry best practices. 10.4.2. Unauthorized Access/Disclosure or Theft of Countv Data. Contractor shall notify County immediately of becoming aware of an actual or suspected unauthorized access, disclosure, or theft of County Data. Contractor shall do the following: (1) take commercially reasonable measures to promptly cure the deficiencies relating to the security breach in order to secure County Data, and (2) comply with any applicable federal or state laws and regulations pertaining to unauthorized disclosures. 10.4.3. Storage of Countv Data. Contractor shall only store and process County Data at and from data centers located within the United States. Contractor shall not and shall not permit Contractor Employees to store County Data on portable devices, including personal computers, except for devices that are used and kept only at its U.S. data centers. Contractor OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 15 46AKILANtw OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com shall permit its Contractor Employees to access County Data remotely only as required to provide technical support. 10.4.4. Obligations upon Expiration, Termination or Cancellation of Contract. At the County's sole discretion, upon expiration, termination, or cancellation of this Contract, Contractor shall return County Data in a mutually agreeable format in a prompt and orderly manner or provide for the secure disposal of County Data as directed by County. §11. GENERAL TERMS AND CONDITIONS 11.1. Access to Countv Prooerty or Facilities. As set forth in this Contract, Contractor has access to and the right to use County property and facilities necessary to perform this Contract. Unless otherwise provided in this Contract or Contractor receives prior written permission from the County's Director responsible for the department requiring access outside of Business Days, Contractor may only access and use County property and facilities for performance of this Contract on Business Days. 11.2. Signs on Countv Property or Facilities. Contractor shall not place any signs or advertisements on County property or facilities without the prior written permission of the County's Director of Facilities Management or successor. 11.3. Use of County Pronertv or Facilities. While performing this Contract, Contractor shall keep County property or facilities and anything stored thereon in a clean, safe, and healthful condition and shall keep the property and facilities in a manner that will not prevent or interfere with the County's performance of its functions. 11.4. Removal of Contractor Personal Propertv. At the expiration or termination of this Contract, Contractor shall leave County property or facilities in the same condition that Contractor found them and clean of all rubbish. Contractor shall remove all of its personal property within thirty (30) Days of expiration or termination of this Contract. If Contractor does not remove its personal property within the thirty (30) Day period, then the County shall dispose of it and bill Contractor for any costs associated with the removal and disposal. 11.5. Damage to Countv Propertv or Facilities. Contractor shall be responsible for any damage to any County property or a facility that is caused by Contractor or Contractor Employees. If damage occurs, the County shall make the necessary repairs and/or replacements or cause a third party to make the necessary repairs or replacements, provided, however, that Contractor shall reimburse the County for all costs associated with repairing and/or replacing the damaged property or facilities. 11.6. Damage to Contractor's Propertv. Contractor shall be solely liable and responsible for any property loss or damage resulting from fire, theft, or other means to Contractor's personal property located, kept, or stored on or at County property or facilities during performance of this Contract. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 16 MOAKLANIV OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.7. Countv's Right to Suspend Contract Performance. Upon written notice, the County may require Contractor to suspend performance of this Contract if Contractor has failed to comply with federal, state, or local laws or any requirements contained in this Contract. The right to suspend performance of this Contract is in addition to the County's right to terminate and/or cancel this Contract. The County shall incur no penalty, expense, or liability to Contractor if the County suspends performance of this Contract under this Section. 11.8. Discrimination. Contractor shall not discriminate against any employee or applicant for employment in violation of state or federal law. Contractor shall promptly notify the County of any complaint or charge filed and/or of any determination by any court or administrative agency of illegal discrimination by Contractor. 11.9. Conflict of Interest. Pursuant to Public Act 317 and 318 of 1968, as amended (MCL 1S.301, et seq. and MCL 1S.321, et seq.), no contracts shall be entered into between the County and any County Agent. To avoid any real or perceived conflict of interest, Contractor shall identify any Contractor Employee or relative of Contractor's Employees who are presently employed by the County. Contractor shall give the County notice if there are any County Agents or relatives of County Agents who are presently employed by Contractor. 11.10. Access and Records. Contractor will maintain accurate books and records in connection with performance of this Contract for thirty-six (36) months after the end of this Contract and Contractor shall provide the County with reasonable access to such books and records, upon request. 11.11. Audit. The County or an independent auditor hired by the County may perform contract audits (in its sole discretion) and shall have the authority to access all pertinent records and data and to interview any Contractor Employee during the term of this Contract and for a period of three years after final payment. Contractor shall explain any audit findings, questioned costs, or other Contract compliance deficiencies to the County within thirty (30) Business Days of receiving the draft audit report. Contractor's written response shall include all necessary documents and information that refute the draft audit report and an action plan to resolve the audit findings. A copy of Contractor's response will be included in the final report. Failure by Contractor to respond in writing within thirty (30) Business Days shall be deemed acceptance of the draft audit report and will be noted in the final report. 11.12. Assignments/Delegations/Subcontracts. 11.12.1. Prior Written Consent Required. Except by operation of law, neither Party may assign, delegate, or subcontract any of its duties, obligations, or rights under this Contract without the prior written consent of the other Party; provided, however, Contractor may assign, delegate, or subcontract this Contract to an affiliate or subsidiary as long as the affiliate or subsidiary is adequately capitalized and can provide adequate written assurances to the County that the affiliate or subsidiary can perform this Contract. The County may withhold consent, if the County determines that the assignment, delegation, or subcontract would OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 17 frOAKLANI R- OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com impair performance of this Contract or the County's ability to recover damages under this Contract. Contractor shall also provide the County with adequate information to allow the County to make a determination regarding the assignment, delegation, or subcontract. 11.12.2. Flow Down Clause Reauired. Any assignment, delegation, or subcontract by Contractor must include a requirement that the assignee, delegee, or subcontractor will comply with the terms and conditions of this Contract. The assignment, delegation, or subcontract shall in no way diminish or impair performance of any term or condition of this Contract. 11.12.3. Contractor Responsibility for Assigns/Delegates/Subcontractors. If Contractor assigns, delegates, or subcontracts this Contract, in whole or in part, Contractor shall remain the sole point of contact regarding all matters under this Contract and shall remain liable for performance of this Contract. Contractor is solely responsible for the management of assignees, delegees, and subcontractors. 11.12.4. Performance Reauired. if an assignee, delegee, or subcontractor fails to perform as required under this Contract, Contractor shall contract with another entity for such performance. Any additional costs associated with securing another assignee, delegee, or subcontractor shall be the sole responsibility of Contractor. 11.13. Non -Exclusive Contract. This Contract is a non-exclusive agreement. No provision in this Contract limits or is intended to limit, in any way, Contractor's right to offer and provide its services to the general public, other business entities, municipalities, or governmental agencies during or after the term of this Contract. Similarly, the County may freely engage other persons to perform the same work that Contractor performs. Except as provided in this Contract, this Contract shall not be construed to guarantee Contractor or any Contractor Employee any fixed or certain number of Deliverables. 11.14. No Third -Party Beneficiaries. Except as provided for the benefit of the Parties, this Contract does not and is not intended to create any obligation, duty, promise, contractual right or benefit, right to be indemnified, right to be subrogated to the Parties' right in this Contract, or any other right in favor of any other person or entity. 11.14.1. Survival of Terms and Conditions. The following terms and conditions shall survive and continue in full force beyond the termination or cancellation of this Contract (or any part thereof) until the terms and conditions are fully satisfied or expire by their nature: Section 1. Contract Purpose, Section 2. Contract Definitions, Section 6. Scope of Deliverables and Financial/Payment Obligations, Section 7. Contractor's Warranties and Assurances, Section 8 Liability, Section 9. Contractor Provided Insurance, Section 10. Intellectual Property and Confidentiality, and Section 11. General Terms and Conditions. 11.15. Reservation of Rights. This Contract does not, and is not intended to impair, divest, delegate, or contravene any constitutional, statutory, or other legal right, privilege, power, obligation, duty, or immunity of the County. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016107/22(v3) G2G CONTRACT NUMBER 005011 Page 18 MOAKLANIEWR OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.16. Compliance with Laws. Contractor shall comply with all federal, state, and local laws, statutes, ordinances, regulations, insurance policy requirements, and requirements applicable to its activities under this Contract. 11,17. Force Maieure. Notwithstanding any other term or condition of this Contract, neither Party shall be liable for failure to perform contractual duties or obligations caused by events beyond their reasonable control, including but not limited to: (a) acts of public enemies; (b) natural disasters; (c) terrorism; (d) war; (e) insurrection or riot; (f) natural disasters; (g) strikes, lockouts, work stoppages, or other labor difficulties; or (h) compliance with law. Reasonable notice shall be given to the affected Party of such event. Contractor is expected, through insurance or alternative temporary or emergency service arrangements, to continue its contractual duties or obligations if a reasonably anticipated, insurable business risk, such as business interruption or any insurable casualty or loss occurs. 11.18. Notices. 11.18.1. Written Notice. All notices required under this Contract shall be in writing. Notices shall be effective: (a) the next Business Day, if personally delivered; (b) the third Business Day, if sent by U.S. mail, postage prepaid, return receipt requested; (c) the next Business Day, if sent by a nationally recognized overnight express courier with a reliable tracking system; or (d) the next Business Day with a receipt of confirmation, if sent by e-mail or fax. 11.18.2. Notice to Contractor. Unless otherwise specified, Notice to Contractor shall be addressed to the Contract Administrator listed on the first page of this Contract. 11.18.3. Notice to Countv. Unless otherwise specified herein, Notice to the County shall be addressed to Purchasing, the County Project Manager (if applicable), and the County Contract Administrator(s) listed on the first page of this Contract. 11.19. Captions. Section and subsection numbers, captions, and any index to sections or subsections contained in this Contract are intended for the convenience of the reader and are not intended to have any substantive meaning and shall not be interpreted to limit or modify any substantive provisions of this Contract. In this Contract, for any noun or pronoun, use of the singular or plural form, use of the nominative, possessive, or objective case, and any reference to gender (masculine, feminine, and neuter) shall mean the appropriate form, case, or gender as the context requires. 11.20. Waiver. Waiver of any term or condition under this Contract must be in writing and notice given pursuant to this Contract. No written waiver, in one or more instances, shall be deemed or construed as a continuing waiver of any term or condition of this Contract. No waiver by either Party shall subsequently affect its right to require strict performance of this Contract. 11.21, Cumulative Remedies. A Party's exercise of any remedy shall not preclude the exercise of any other remedies, all of which shall be cumulative. A Party shall have the right, in its sole discretion, to determine which remedies are to be exercised and in which order. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 19 (POAKLAN67-- OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICR I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.22. Severabilitv. If a court of competent jurisdiction finds a term or condition of this Contract to be illegal or invalid, then the term or condition shall be deemed severed from this Contract. All other terms or conditions shall remain in full force and effect. Notwithstanding the above, if Contractor's promise to indemnify or hold the County harmless is found illegal or invalid, Contractor shall contribute the maximum it is permitted to pay by law toward the payment and satisfaction of any Claims against the County. 11.23. Dispute Resolution. All disputes arising under or relating to the execution, interpretation, performance, or nonperformance of this Contract involving or affecting the Parties may first be submitted to the respective Project Manager (if applicable) and Contract Administrators for possible resolution. 11.24. Governing Laws/Consent to Jurisdiction and Venue. This Contract shall be governed, interpreted, and enforced by the laws of the State of Michigan. Except as otherwise required by law or court rule, any action brought to enforce, interpret, or decide any Claim arising under or related to this Contract shall be brought in the Sixth Judicial Circuit Court of the State of Michigan, the 501h District of the State of Michigan, or the United States District Court for the Eastern District of Michigan, Southern Division, as dictated by the applicable jurisdiction of the court. Except as otherwise required by law or court rule, venue is proper in the courts set forth above. The choice of forum set forth above shall not be deemed to preclude the enforcement of any judgment obtained in such forum or taking action under this Contract to enforce such judgment in any appropriate jurisdiction. 11.25. Entire Contract. This Contract represents the entire agreement and understanding between the Parties. This Contract supersedes all other prior oral or written understandings, communications, agreements, or contracts between the Parties. The language of this Contract shall be construed as a whole according to its fair meaning and not construed strictly for or against any Party. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 20 40AKLAN&Iq OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858.0511 1 purchasing@oakgov.com EXHIBIT I CONTRACTOR INSURANCE REQUIREMENTS During this Contract, the Contractor shall provide and maintain, at their own expense, all insurance as set forth and marked below, protecting the County against any Claims, as defined in this Contract. The insurance shall be written for not less than any minimum coverage herein specified. Primary Coverages Commercial General Liability Occurrence Form including: (a) Premises and Operations; (b) Products and Completed Operations (including On and Off Premises Coverage); (c) Personal and Advertising Injury; (d) Broad Form Property Damage; (e) Independent Contractors; (f) Broad Form Contractual including coverage for obligations assumed in this Contract; $1,000,000 — Each Occurrence Limit $1,000,000 — Personal & Advertising Injury $2,000,000 — Products & Completed Operations Aggregate Limit $2,000,000 — General Aggregate Limit $ 100,000 —Damage to Premises Rented to You (formally known as Fire Legal Liability) Workers' Compensation Insurance with limits statutorily required by any applicable Federal or State Law and Employers Liability insurance with limits of no less than $500,000 each accident, $500,000 disease each employee, and $500,000 disease policy limit. 1. ® Fully Insured or State/Provience approved self -insurer. 2. ❑ Sole Proprietors must submit a signed Sole Proprietor form. 3. ❑ Exempt entities, Partnerships, LLC, etc., must submit a State of Michigan form WC-337 Certificate of Exemption. Commercial Automobile Liability Insurance NOT REQUIRED Commercial Umbrella/Excess Liability Insurance with minimum limits of $2,000,000 each occurrence. Umbrella or Excess Liability coverage shall be no less than following form of primary coverages or broader. This Umbrella/Excess requirement may be met by increasing the primary Commercial General Liability limits to meet the combined limit requirement. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACTNUMBER 005011 Page 21 �M 40AKLAN1jF__ C O U N T Y M I C H I G AN COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Supplemental Coverages (Required as Checkedl Compliance Office I Purchasing 248-858-05111purchasing@oakgov.com 1. M Professional Liability/Errors & Omissions Insurance (Consultants, Technology Vendors, Architects, Engineers, Real Estate Agents, Insurance Agents, Attorneys, etc.) with minimum limits of $1,000,000 per claim and $1,000,000 aggregate. 2. ❑ Commercial Property Insurance. The Contractor shall be responsible for obtaining and maintaining insurance covering their equipment and personal property against all physical damage. 3. ® Cyber Liability Insurance with minimum limits of $1,000,000 per claim and $1,000,000 aggregate. 4. ❑ Other Insurance Coverages as may be dictated by the provided product/service and deemed appropriate by the County Risk Management Department. General Insurance Conditions The aforementioned insurance shall be endorsed, as applicable, and shall contain the following terms, conditions, and/or endorsements. All certificates of insurance shall provide evidence of compliance with all required terms, conditions and/or endorsements. 1. All policies of insurance shall be on a primary, non-contributory basis with any other insurance or self-insurance carried by the County; The insurance company(s) issuing the policy(s) shall have no recourse against the County for subrogation (policy endorsed written waiver), premiums, deductibles, or assessments under any form. All policies shall be endorsed to provide a written waiver of subrogation in favor of the County; 3. Any and all deductibles or self -insured retentions shall be assumed by and be at the sole risk of the Contractor; 4. Contractors shall be responsible for their own property insurance for all equipment and personal property used and/or stored on County property; 5. The Commercial General Liability and Commercial Automobile Liability policies along with any required supplemental coverages shall be endorsed to name the County of Oakland and it officers, OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 22 o 40AKLAMW OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com directors, employees, appointees and commissioners as additional insured where permitted by law and policy form; 6. The Contractor shall require its contractors or sub -contractors, not protected under the Contractor's insurance policies, to procure and maintain insurance with coverages, limits, provisions, and/or clauses equal to those required in this Contract; 7. Certificates of insurance must be provided no less than ten (10) Business Days prior to the County's execution of the Contract and must bear evidence of all required terms, conditions and endorsements; and 8. All insurance carriers must be licensed and approved to do business in the State of Michigan and shall have and maintain a minimum A.M. Best's rating of A- unless otherwise approved by the County Risk Management Department. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 23 40'AKMIYI� OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com EXHIBIT 11 BUSINESS ASSOCIATE AGREEMENT (Health Insurance Portability and Accountability Act Requirements) Exhibit 11 is a Business Associate Agreement between Contractor ("Business Associate") and the County ("Covered Entity"). This Exhibit is incorporated into the Contract and shall be hereinafter referred to as "Agreement." The purpose of this Agreement is to facilitate compliance with the Privacy and Security Rules and to facilitate compliance with HIPAA and the HITECH Amendment to HIPAA. §1. DEFINITIONS. The following terms have the meanings set forth below for purposes of the Agreement, unless the context clearly indicates another meaning. Terms used but not otherwise defined in this Agreement have the same meaning as those terms in the Privacy Rule. 1.1 Business Associate. 'Business Associate" means the Contractor. 1.2 CFR. "CFR" means the Code of Federal Regulations. 1.3 Contract. "Contract' means the document with the Purchasing Contract Number. 1.4 Contractor. "Contractor" means the entity or individual defined in the Contract and listed on the first page of this Contract. 1.5 Covered Entity. "Covered Entity" means the County of Oakland as defined in the Contract. 1.6 Designated Record Set. "Designated Record Set' is defined in 45 CFR 164.501. 1.7 Electronic Health Record. "Electronic Health Record" means an electronic record of health - related information on an individual that is created, gathered, managed, and consulted by authorized health care clinicians and staff. 1.8 HIPAA. "HIPAA" means the Health Insurance Portability and Accountability Act of 1996. 1.9 HITECH Amendment. "HITECH Amendment' means the changes to HIPAA made by the Health Information Technology for Economic and Clinical Health Act. 1.10 Individual. "Individual" is defined in 45 CFR 160.103 and includes a person who qualifies as a personal representative in 45 CFR 164.502(g). 1.11 Privacv Rule. "Privacy Rule" means the privacy rule of HIPAA as set forth in the Standards for Privacy of Individually Identifiable Health Information at 45 CFR part 160 and part 164, subparts A and E. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016I07122(v3) G2G CONTRACT NUMBER 005011 Page 24 2 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 1.12 Protected Health Information. "Protected Health Information" or "PHI" is defined in 45 CFR 160.103, limited to the information created or received by Business Associate from or on behalf of Covered Entity. 1.13 Required By Law. "Required By Law" is defined in 45 CFR 164.103. 1.14 Secretary. "Secretary" means the Secretary of the Department of Health and Human Services or his or her designee. 1.15 Securitv Incident. "Security Incident" is defined in 45 CFR 164.304. 1.16 Securitv Rule. "Security Rule" means the security standards and implementation specifications at 45 CFR part 160 and part 164, subpart C. §2. OBLIGATIONS AND ACTIVITIES OF BUSINESS ASSOCIATE. Business Associate agrees to perform the obligations and activities described in this Section. 2.1 Business Associate understands that pursuant to the HITECH Amendment, it is subject to the HIPAA Privacy and Security Rules in a similar manner as the rules apply to Covered Entity. As a result, Business Associate shall take all actions necessary to comply with the HIPAA Privacy and Security Rules for business associates as revised by the HITECH Amendment, including, but not limited to, the following: (a) Business Associate shall appoint a HIPAA privacy officer and a HIPAA security officer; (b) Business Associate shall establish policies and procedures to ensure compliance with the Privacy and Security Rules; (c) Business Associate shall train its workforce regarding the Privacy and Security Rules; (d) Business Associate shall enter into a privacy/security agreement with Covered Entity; (e) Business Associate shall enter into privacy/security agreements with its subcontractors that perform functions relating to Covered Entity involving PHI; and (f) Business Associate shall conduct a security risk analysis. 2.2 Business Associate shall not use or disclose PHI other than as permitted or required by this Agreement or as required by law. 2.3 Business Associate shall use appropriate safeguards to prevent use or disclosure of the PHI. Business Associate shall implement administrative, physical, and technical safeguards (including written policies and procedures) that reasonably and appropriately protect the confidentiality, integrity, and availability of PHI that it creates, receives, maintains, or transmits on behalf of Covered Entity as required by the Security Rule. 2.4 Business Associate shall mitigate, to the extent practicable, any harmful effect that is known to Business Associate of a use or disclosure of PHI by Business Associate in violation of law or this Agreement. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 25 TOAKLANOP OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COU N T Y MI CH I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.5 Business Associate shall report to Covered Entity any known Security Incident or any known use or disclosure of PHI not permitted by this Agreement. 2.6 Effective September 23, 2009 or the date this Agreement is signed, if later, Business Associate shall do the following in connection with the breach notification requirements of the HITECH Amendment: 2.6.1 If Business Associate discovers a breach of unsecured PHI, as those terms are defined by 45 CFR 164.402, Business Associate shall notify Covered Entity without unreasonable delay but no later than ten (10) calendar days after discovery. For this purpose, "discovery" means the first day on which the breach is known to Business Associate or should have been known by exercising reasonable diligence. Business Associate shall be deemed to have knowledge of a breach if the breach is known or should have been known by exercising reasonable diligence, to any person, other than the person committing the breach, who is an employee, officer, subcontractor, or other agent of Business Associate. The notification to Covered Entity shall include the following: (a) identification of each individual whose unsecured PHI has been breached or has reasonably believed to have been breached, and (b) any other available information in Business Associate's possession that the Covered Entity is required to include in the individual notice contemplated by 45 CFR 164.404. 2.6.2 Notwithstanding the immediate preceding subsection, Business Associate shall assume the individual notice obligation specified in 45 CFR 164.404 on behalf of Covered Entity where a breach of unsecured PHI was committed by Business Associate or its employee, officer, subcontractor, or other agent of Business Associate or is within the unique knowledge of Business Associate as opposed to Covered Entity. In such case, Business Associate shall prepare the notice and shall provide it to Covered Entity for review and approval at least five (5) calendar days before it is required to be sent to the affected individual(s). Covered Entity shall promptly review the notice and shall not unreasonably withhold its approval. 2.6.3 Where a breach of unsecured PHI involves more than five hundred (500) individuals and was committed by the Business Associate or its employee, officer, subcontractor, or other agent or is within the unique knowledge of Business Associate as opposed to Covered Entity, Business Associate shall provide notice to the media pursuant to 45 CFR 164.406. Business Associate shall prepare the notice and shall provide it to Covered Entity for review and approval at least five (5) calendar days before it is required to be sent to the media. Covered Entity shall promptly review the notice and shall not unreasonably withhold its approval. 2.6.4 Business Associate shall maintain a log of breaches of unsecured PHI with respect to Covered Entity and shall submit the log to Covered Entity within thirty (30) calendar days following the end of each calendar year, so that the Covered Entity may report breaches to the Secretary in accordance with 45 CFR 164.408. This requirement shall take effect with respect to breaches occurring on or after September 23, 2009. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 26 .ram L§$y,. cHio u N r v M I C H G A N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.7 Business Associate shall ensure that any agent or subcontractor to whom it provides PHI, received from Covered Entity or created or received by Business Associate on behalf of Covered Entity, agrees in writing to the same restrictions and conditions that apply to Business Associate with respect to such information. Business Associate shall ensure that any such agent or subcontractor implements reasonable and appropriate safeguards to protect Covered Entity's PHI. 2.8 Business Associate shall provide reasonable access, at the written request of Covered Entity, to PHI in a Designated Record Set to Covered Entity or, as directed in writing by Covered Entity, to an Individual in order to meet the requirements under 45 CFR 164.524. 2.9 Business Associate shall make any amendment(s) to PHI in a Designated Record Set that the Covered Entity directs in writing or agrees to pursuant to 45 CFR 164.526. 2.10 Following receipt of a written request by Covered Entity, Business Associate shall make internal practices, books, and records reasonably available to the Secretary in order to determine Covered Entity's compliance with the Privacy Rule. The afore mentioned materials include policies and procedures and PHI relating to the use and disclosure of PHI received from Covered Entity or created or received by Business Associate on behalf of Covered Entity. 2.11 Business Associate shall document disclosures of PHI and information related to such disclosures, to permit Covered Entity to respond to a request by an Individual for: (a) an accounting of disclosures of PHI in accordance with 4S CFR 164.528 or (b) effective January 1, 2011 or such later effective date prescribed by regulations issued by the U.S. Department of Health and Human Services, an accounting of disclosures PHI from an Electronic Health Record in accordance with the HITECH Amendment. 2.12 Following receipt of a written request by Covered Entity, Business Associate shall provide to Covered Entity or an Individual information collected in accordance with Section 2 to permit Covered Entity to respond to a request by an Individual for: (a) an accounting of disclosures of PHI in accordance with 45 CFR 164.528 or (b) effective as of January 1, 2011 or such later effective date prescribed by regulations issued by the U.S. Department of Health and Human Services, an accounting of disclosures of Protected Health Information from an Electronic Health Record in accordance with the HITECH Amendment. §3. PERMITTED USES AND DISCLOSURES BY BUSINESS ASSOCIATE. Business Associate may use and disclose PHI as set forth in this Section. 3.1 Except as otherwise limited in this Agreement, Business Associate may use or disclose PHI to perform functions, activities, or services for or on behalf of Covered Entity as specified in the underlying service agreement between Covered Entity and Business Associate, provided that such use or disclosure shall not violate the Privacy Rule if done by Covered Entity or the OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 27 MOAKLANIP?-, OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M I c H I G a N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858.0511 1 purchasing@oakgov.com minimum necessary policies and procedures of the Covered Entity. If no underlying service agreement exists between Covered Entity and Business Associate, Business Associate may use or disclose PHI to perform functions, activities, or services for or on behalf of Covered Entity for the purposes of payment, treatment, or health care operations as those terms are defined in the Privacy Rule, provided that such use or disclosure shall not violate the Privacy Rule if done by Covered Entity or the minimum necessary policies and procedures of the Covered Entity. 3.2 Except as otherwise limited in this Agreement, Business Associate may use PHI for the proper management and administration of the Business Associate or to carry out the legal responsibilities of the Business Associate. 3.3 Except as otherwise limited in this Agreement, Business Associate may disclose PHI for the proper management and administration of the Business Associate or to carry out the legal responsibilities of the Business Associate, provided that disclosures are Required by Law or Business Associate obtains reasonable assurances in writing from the person to whom the information is disclosed that: (a) the disclosed PHI will remain confidential and will be used or further disclosed only as Required by Law or for the purpose for which it was disclosed to the person and (b) the person notifies the Business Associate of any known instances in which the confidentiality of the information has been breached. 3.4 Except as otherwise limited in this Agreement, Business Associate may use PHI to provide data aggregation services to Covered Entity as permitted by 45 CFR 164.504(e)(2)(i)(B). 3.5 Business Associate may use PHI to report violations of law to appropriate federal and state authorities, consistent with 45 CFR 164.502(j)(1). §4. OBLIGATIONS OF COVERED ENTITY. 4.1 Covered Entity shall notify Business Associate of any limitation(s) of Covered Entity in its notice of privacy practices in accordance with 45 CFR 164.520, to the extent that such limitation may affect Business Associate's use or disclosure of PHI. 4.2 Covered Entity shall notify Business Associate of any changes in or revocation of permission by an Individual to use or disclose PHI, to the extent that such changes may affect Business Associate's use or disclosure of PHI. 4.3 Covered Entity shall use appropriate safeguards to maintain and ensure the confidentiality, privacy and security of PHI transmitted to Business Associate pursuant to this Agreement, the Contract, and the Privacy Rule, until such PHI is received by Business Associate, pursuant to any specifications set forth in any attachment to the Contract. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07122(v3) G2G CONTRACT NUMBER 005011 Page 28 'q0'AKLANW_ ^ OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 4.4 Covered Entity shall manage all users of the services including its qualified access, password restrictions, inactivity timeouts, downloads, and its ability to download and otherwise process PHI. 4.5 The Parties acknowledge that Covered Entity owns and controls its data. 4.6 Covered Entity shall provide Business Associate with a copy of its notice of privacy practices produced in accordance with 45 CFR Section 164.520, as well as any subsequent changes or limitation(s) to such notice, to the extent such changes or limitations may effect Business Associate's use or disclosure of PHI. Covered Entity shall provide Business Associate with any changes in or revocation of permission to use or disclose PHI, to the extent the changes or revocation may affect Business Associate's permitted or required uses or disclosures. To the extent that the changes or revocations may affect Business Associate's permitted use or disclosure of PHI, Covered Entity shall notify Business Associate of any restriction on the use or disclosure of PHI that Covered Entity has agreed to in accordance with 45 CFR Section 164.522. Covered Entity may effectuate any and all such notices of non -private information via posting on Covered Entity's web site. §5. EFFECT OF TERMINATION. 5.1 Except as provided in Section 5, upon termination of this Agreement or the Contract, for any reason, Business Associate shall return or destroy (at Covered Entity's request) all PHI received from Covered Entity or created or received by Business Associate on behalf of Covered Entity. This provision shall apply to PHI that is in the possession of subcontractors or agents of Business Associate. Business Associate shall retain no copies of PHI. 5.2 If Business Associate determines that returning or destroying the PHI is infeasible, Business Associate shall provide to Covered Entity written notification of the conditions that make return or destruction infeasible. Upon receipt of written notification that return or destruction of PHI is infeasible, Business Associate shall extend the protections of this Agreement to such PHI and shall limit further uses and disclosures of such PHI to those purposes that make the return or destruction infeasible, for so long as Business Associate maintains such PHI, which shall be for a period of at least six (6) years. §6 MISCELLANEOUS. 6.1 This Agreement is effective when the Contract is executed or when Business Associate becomes a Business Associate of Covered Entity and both Parties sign this Agreement, if later. However, certain provisions have special effective dates, as set forth herein or as set forth in HIPAA or the HITECH Amendment. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 29 Q 'MOAKLANUIP5 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 6.2 Resulatory References. A reference in this Agreement to a section in the Privacy Rule or Security Rule means the section as in effect or as amended. 6.3 Amendment. The Parties agree to take action to amend this Agreement as necessary for Covered Entity to comply with the Privacy and Security requirements of HIPAA. If the Business Associate refuses to sign such an amendment, this Agreement shall automatically terminate. 6.4 Survival. The respective rights and obligations of Business Associate and Covered Entity under this Agreement shall survive the termination of this Agreement and/or the Contract. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 30 AKLANDIF -e' OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com EXHIBIT III Contractor Scope of Services for a Comprehensive Commercial -off -the -Shelf Jury Management System 1. Introduction. 1.1. Contractor shall provide County with a multi -faceted approach to maintain information and communication between potential jurors and the County Circuit, Probate and District Courts. The Comprehensive Commercial -off -the -Shelf Jury Management System will be comprised of the 8 components identified in Section 1.2 ("System"). The System will provide an efficient method for identifying individuals for consideration in a jury pool. Potential jurors will be able to access the System to complete a qualification questionnaire, request a deferral, and update personal information. Juror summons may be generated and text messages may be sent by the System. Once selected for potential service on a jury, an individual will be able to track their status, and print confirmation letters. Multiple reports will be available for Court personnel to review. The System shall separate data of the different Courts to prevent the users of one Court from viewing the data relating to the other Courts using the System. However, the System will indicate if a juror served on a jury in different Court that uses the System. 1.2. Contractor shall implement and provide a subscription to County for the following components which are described in further detail herein and comprise the System: 1.2.1. Courthouse JMS 1.2.2. Courthouse SMS (text messaging) 1.2.3. Courthouse Summons Direct 1.2.4. Courthouse IVR (interactive voice response) 1.2.S. Courthouse Tablet 1.2.6. Courthouse IDS (image data capture) 1.2.7. Courthouse Kiosk (excluding hardware) 1.2.8. Courthouse eResponse (web response) 1.3. Provide County with the following: 1.3.1. The deliverables described herein. 1.3.2. Onsite and on-line training. 1.3.3. Customizations as described herein. 1.3.4. Support for the System. 1.3.5 An annual update of the source list of potential Jurors. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 31 40AKLANIP OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COU N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2. System Features. The system provided by contractor shall contain the following integrated systems: 2.1, Courthouse JMS. 2.1.1. A server -based system using a web -browser. 2.1.2. The user -interface is modeled on Microsoft Outlook and contains personalization functions to enable users to establish preferences, statistical dashboards, views and color themes in addition to a variety of configuration features that enable functions to be turned on and off as required. 2.1.3. Employs an embedded report component and viewer so reporting function is decoupled from the application (not part of the compiled JMS code). 2.1.4. Allows for customized reports and letters for each Court and Court division. 2.1.5. Will integrate with Courthouse IVR, eResponse, Tablet and IDS. 2.1.6. If requested by County, can be integrated with County's financial and case management systems. 2.1.7. Is designed for use in multiple physical locations within County, including the 6th Judicial Circuit and Probate Court, the County Jury Commission and all District Courts within the County that utilize the Jury Commission for a jury list. 2.1.8. If requested by Users, generates questionnaires and summons, that are mailed by Contractor to potential jurors (via SummonsDirect). 2.1.9. Allows users to enter a specific timeout when dismissing jurors. 2.1.10. Users may place a confidential label on reports generated from JSM. 2.1.11. Shall be in a hosted environment maintained by Contractor with: 2.1.11.1. Operating System: Windows Server 2012 R2 Standard Edition 64- Bit 2.1.11.2. Database: SQL Server 2014 2.1.11.3. Processor: Single Processor, Quad Core INTEL or AMD 1.9Ghz 2.1.11.4. Memory: 16 GB 2.1.11.5. Drive and RAID Configuration: RAID 5; 300 GB (15K SAS 3.5") 2.1.11.6. Managed Backup: Unmetered Backups; Weekly Full, Daily Differential; 2 Week On -site Retention (Per GB) 2.1.11.7. Backup Agent: Base Backup Agent 2.1.11.8. Anti -Virus: Sophos OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 32 OAKLAN M y OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON CAOUNTY M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.1.11.9. Al -Hour hardware replacement guarantee 2.1.11.10. Port Monitoring Service 2.1.11.11. Automated Server Patching via Microsoft Automatic Update 2.2. Courthouse SMS. 2.2.1. Enables Circuit, Probate and District Courts to send text messages to jurors about anything related to their jury service. 2.2.2. Text messages may be sent to one juror or as many jurors as desired by Courts. 2.3. Courthouse SummonsDirect. 2.3.1. Enables the consolidation of potential jury pool information from multiple sources. 2.3.2. At a regularly scheduled interval, determined by the court, Courthouse SummonsDirect will automatically generate and mail a summons to the individuals selected by a Court. Once the file is received, summonses will be mailed by the contractor within 24-48 hours. 2.3.3. Checks the National Change of Address Registry for address return codes to update the address information for selected potential jurors. 2.3.4. If the data contained in SummonsDirect indicates a potential juror has moved out of the jurisdiction or has an undelivered address, SummonsDirect will not mail the summons. 2.3.5. Summonses will be mailed at first-class, pre-sorted postage rates to be determined by the USPS. 2.3.6. Integrates with Courthouse 1MS. 2.4. Courthouse IVR. 2.4.1. Is a fully digital self-service application for use by jurors on their telephones. 2.4.2. Enable jurors to call 24 hours a day, 7 days a week, including holidays, to listen to general information about jury duty and identify the specific court the juror should report to. This information includes directions to the courthouse, the time and location where to report. 2.4.3. Provides jurors with their current status, the requests they have pending disposition of their requests and the ability to request one deferral subject to the Court's requirements. 2.4.4. Enables jurors to update their personal information such as their work and personal phone numbers. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 33 46AKLANIP COUNTY MICH IGA N COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office I Purchasing 248-858-0511 1 purchasing@oakgov.com 2.5. Courthouse Tablet. 2.5.1. Is integrated with Courthouse JMS. 2.5.2. Provides for an alternative method of accessing Courthouse JMS and can be used for checking in jurors 2.5.3. Allows for the use of the administrative functions from Courthouse JMS. 2.5.4. Enables a Court to list voir dire results, juror attendance and check juror histories. 2.6. Courthouse IDS. 2.6.1. Is an automated imaging system that allows a Court to collect information about potential jurors from returned paper summons. 2.6.2. A user may set up questions to have properties that may disqualify or excuse a juror based on answers to the summons or questionnaire. 2.6.3. Scanned Summons and questionnaire images may also be used for a courtroom package used during voir dire. 2.6.4. Courthouse IDS can identify potential juror responses as complete or incomplete and automatically update the database. 2.6.5. Data fields may be mapped from the questionnaire to be captured as part of the juror's record. Mapped indicates certain answers are automatically entered into jurors record based on the set-up. 2.6.6. Data captured from the questionnaire can be consolidated with responses provided by jurors in other manners, such as through eResponse, and be printed together in a courtroom package. 2.7. Courthouse Kiosk. 2.7.1. Comes with the ability use in connection with a barcode reader and a touch screen that allows jurors to complete questionnaires, print vouchers or attendance letters at a court without assistance from County Staff. 2.7.2. Allows prospective jurors an alternative to sending responses through the mail or without contacting County staff for assistance. 2.7.3. It is a standalone product that integrates with Courthouse JMS. 2.7.4. Contractor is not responsible for providing the hardware used in connection with Courthouse Kiosk software. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 34 t0AKLANW2,___:� OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.8. Courthouse eResponse. 2.8.1. Is a web -based self-service application for jurors to view general information about jury duty as well as update personal information including phone numbers, address, and date of birth. 2.8.2. Jurors may view their current status, the requests they have pending and the disposition of their requests. 2.8.3. Jurors may use eResponse to make requests to be disqualified, deferred or postpone jury duty as well as include detailed messages with their requests. 2.8.4. This may be used to print attendance letters with dates of service and amounts paid as well as re -print a summons or questionnaire. 2.8.5. Jurors can provide their contact information so they can be contacted by email, text, or phone call about anything related to their jury service (reminders, FTAs, disposition of requests) 2.8.6. eResponse may be used with Google Maps to get directions to the courthouse. 2.8.7. Can be installed in an iFrame on each court's website so jurors have access to a FAQ page specific to where they were summoned. 3. System Customizations 3.1. Single Sign -On. If requested by County in the future, and subject to an amendment to the Contract and agreed payment terms, Contractor will implement authentication using Federated Services as designated by County's Identity and Access Management (IAM) solution (e.g. SAML or 3rd party cloud authentication). 4. System Implementation. Contractor shall use the steps described below to implement the system: 4.1. Initial Planning. Contractor will conduct a project kick off meeting to: 4.1.1. Identify communication methods and points of contact, as well as after-hours contact guidelines 4.1.2. Introduce individuals from the County, Contractor and potential District Courts who will be performing the work, and review roles and responsibilities. 4.1.3. Review this Scope of Services 4.1.4. Discuss a tentative implementation schedule and plan provided by Contractor for the project. 4.1.5. Identify any data that should be restricted or confidential. 4.1.6. Define any critical business schedule or deployment considerations that might impact the project's timeline. County and Contractor will refine detailed project OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 35 tOAKLANI .0 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com plans, schedules, deployment and training strategies, and begin to refine full project planning. 4.2. Business & Technical Requirement Gathering 4.2.1. Contractor will communicate with County to obtain all necessary information to successfully implement the System. Contractor shall meet with members of County's user -committee to obtain configuration and reporting information. The Business Requirement Phase will define the functional and technical requirements for implementation of the project. 4.2.2. Identify: 4.2.2.1. Which data can be integrated into the System from the current jury system. The Contractor will provide a schematic for a data extract from the County's legacy system 4.2.2.2. The types and requirements for reports required by County. The County will provide examples of all existing reports and summonses currently being used to the Contractor 4.2.2.3. The Contractor will provide a synopsis of both the Technical and Business Requirements meetings for sign off by the County 4.2.2.4. The technical support that will be available during System set-up through post -implementation. 4.2.2.5. Potential dates for training, numbers of individuals to train and the County location that will be used for training. 4.3. Documentation. Contractor shall provide County with: 4.3.1. A Detailed Project Plan including activities, tasks, and milestones, go live plan and tasks assigned to each individual that will be used to build a project Implementation Schedule. The Detailed Project Plan will be used by the County to build a Master Project Schedule with dates and deliverables. The Detailed Project plan will be maintained and updated by Contractor on a continuous basis and provided to County to update the Master Project Schedule. 4.3.2. A Design Document that Contractor shall review with County. 4.3.3. A project Communications Plan that will be used by County and Contractor during the term of the Contract. 4.3.4. A list of the hardware specifications, the required licensed software and browser settings. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 36 MOAKLANI i -. OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 ( purchasing@oakgov.com 4.3.5. Project Management Reports at agreed upon intervals (e.g. weekly) that summarize the work completed by Contractor and County. These reports will be used to measure the efficiency, progress, performance and quality of the Project. 4.3.6. Meeting minutes will be provided in an agreed upon format for the life cycle of the project. 4.3.7. A detailed checklist of the tasks County and Contractor need to perform to implement the System. 4.3.8. A Testing Script that will be used for testing of the System and integration of each phase of the project. The script will be an all-inclusive document for verification that the installed Software Components and Services are operational as warranted under this Agreement. 4.3.9. For each of the following deliverables County to sign -off; 4.3.9.1. Detailed Project Plan and Implementation Schedule 4.3.9.2. Communication Plan with Roles and Responsibilities defined 4.3.9.3. Technical and Business Requirement document 4.3.9.4. Design Document 4.3.9.5. User Testing script 4.4. Configuration Planning. Contractor and County shall work together to confirm: 4.4.1. The County will provide a sample file (extract or State -provided list) to the Contractor to install in the Test/Training environment for use during implementation 4.4.2. Templates for questionnaires, summons, letters, and reports work as warranted. 4.4.3. The method that will be used by County to report support issues to Contractor. 4.5. Installation and Configuration. Contractor shall: 4.5.1. Validate the system. Fine tune and adjust user profiles. 4.5.2. Validate the back-up and recovery systems including how documentation will be retained in the event of a data recovery. 5. Implementation. Contractor shall: 5.1.1. Provide County with a Project Implementation Schedule describing the timeline for each phase of the project as well as project milestones. Once mutually agreed upon, the Implementation Schedule shall govern the timelines and requirements of the System implementation. 5.1.2. Provide County with Quick reference sheets for main functions of the System. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 37 tOAKLAN OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 5.1.3. Provide County with a Test/Training environment and a production environment for when the System is implemented. The Test/Training environment will be used for User Acceptance testing, which is defined as those testing activities undertaken by each Court to verify that the installed Software Components and Services are operational as warranted under this Agreement. 5.1.4. After the Business Requirements Review, CHT will provide to the County a Project Implementation Schedule (including proposed County timelines and deliverables in respect of the project as well as designated County Project Milestones) for review and comment by the Customer. The County will review of the Implementation Schedule provided by Contractor within five (5) business days of its receipt and advise Contractor within that time frame if the Implementation Schedule is acceptable. If the Implementation Schedule is not acceptable, County must notify Contractor within five (5) business days of its receipt what section(s) require modifications. Upon receipt of the revised Implementation Schedule, County shall have five (5) business days to review the revised document and notify Contractor if it is acceptable. This process shall continue until County provides Contractor with written notice that the Implementation Schedule is Acceptable. Once mutually agreed with the County, the Project Implementation Schedule will be the project schedule of timelines, deliverables and Milestones of the County to be performed by and required of the County. 6. Training. Contractor shall: 6.1.1. Provide County with a Training Plan that includes role -based approach to educating users of the System. 6.1.2. Three days of onsite training will be provided for up to 40 individuals identified by County to take the training classes. 6.1.3. Provide a three (3) hour, online System Administrator training session which may be accessed by up to 6 individuals and is available at any time. 6.1.4. Training shall cover the specific functions and features of the System that will be utilized by the County coming out of the Business Requirements Review. 6.1.5. Training materials shall include an electronic Installation and Administration guide, a paper and electronic Quick Reference Guide and an electronic full Reference Guide. The electronic version shall be provided in Adobe PDF, MSWord format and any other format as agreed upon by County. The training materials will be updated by Contractor to include any changes made to the System specific to the County. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 38 CO U NTY M I C H I GAN COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON 7. User Acceptance Testing. Contractor shall: Compliance Office I Purchasing 248-858-0511 1 purchasinggoakgov.com 7.1.1. Meet with County staff to review the status of the System Implementation and review the User Acceptance Testing Script and Schedule. 7.1.2. Provide a User Testing and Acceptance Script that detailing test procedures, expected system performance, and the output or results that should be received if the applications and integrations are functioning properly. 7.1.3. Provide its support network in order to use a Customer Relationship Manager to track, maintain and upkeep enhancements, bugs and change requests. 7.1.4. The final User Testing and Acceptance Script and Schedule will be based on configuration and requirements documents approved by County and Contractor. These documents include the original RFP response, Business and Technical Requirements documentation, and this SOW. 7.1.5. Use the Testing and Acceptance Scripts to conduct integration and stress tests in the Test Environment. These will demonstrate to County that the Configurations were implemented correctly and that the System is functioning and performing as warranted in the Hosted environment and will indicate if there are any outstanding issues that need to be resolved. 7.1.6. Address any issues that relate to requirements identified in this Contract. 7.1.7. Review all support requests to ensure all issues identified as System bugs are addressed. 8. Integration Framework and Testing. Contractor shall migrate specific extracted data to the System from the legacy jury system prior to the Go -live date. County shall review the data to ensure it migrated accurately. Contractor shall run test reports to verify if the data from the legacy extract is migrated correctly. 9. Deployment. Contractor shall: 9.1.1. Monitor the issues reported by County via the Courthouse Technologies Support Program. 9.1.2. Have conference calls with County as necessary to resolve outstanding issues. 9.1.3. Provide an Expert with the System to be present at the County Circuit and Probate Courts for the first two days that jurors report to jury duty using the System under Go -Live Support. 9.1.4. Explain process to representatives from District Court who may attend the go - live dates attended by the Contractor. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 39 ANOAKLANO EN Z OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 9A.5. Deployment will be done in a phased -in approach as determined in the Business and Technical requirement gathering. 10. Roles And Responsibilities 10.1. Contractor Responsibilities: 10.1.1. Contractor will be responsible for providing the services and deliverables outlined in this Contract. 10.1.2. Contractor shall have appropriate staff available during conference calls with County. 10.1.3. Create a Master Source List from any source(s) provided to Contractor by the State of Michigan. 10.1.4. Work with County to quantify the extent and degree of matching criteria used for the source list. 10.1.5. Migrate the permanent disqualifications and jurors who have served in the last 12 months from the County's legacy jury system to Courthouse JMS. 10.1.6. Once a year, merge the existing source list with the new source data provided by County. The date each will be scheduled through Contractor's Customer Support in advance. 10.1.7. Finalize the source list when it is agreed to by County. 10.1.8. Ensure that the source list is properly segregated for each separate Court based on the geographic criteria used for the individual jury pools. 10.2. Ensure that the following third party software, obtained and licensed by County, will operate in connection with the System. 10.2.1.1. SAP Crystal Reports Viewer for Visual Studio .Net 10.2.1.2. Microsoft .Net Framework 4.X for use in connection with Courthouse.IMS 10.2.1.3. Google Maps API key 10.2.1.4. Skype for Windows 10.3. County Responsibilities. County shall: 10.3.1. Have County I.T. personnel available during regular business hours to assist in the System technical requirements review and planning, implementation and user acceptance training and customer support issues including configuration and firewall exceptions if necessary. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 40 5 7 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 10.3.2. Ensure that the computers and tablets meet the minimum hardware specifications and have the necessary software installed, proper cabling and connectivity. 10.3.3. Ensure that the computers and tablets are properly licensed and the browsers are properly configured. 10.3.4. County will obtain its own SSL Certificate for hosting services. 10.3.5. Ensure that any ancillary access devices are configured. 10.3.6. Provide all workstation computer hardware, communications hardware, operations system hardware and other software needed for premise connectivity. 10.3.7. Assemble a System user -committee comprised of individuals who use County's current jury selection system. These individuals will advise County's Project Manager of the functionally they would like included in the System. 10.3.8. Provide an existing local mail permit for the Circuit Court and one for the Jury Commission that will include the permit city, state, and zip code of the Post Office that issued the permits. 11. Service Level Commitment & Support. 11.1. Service Availability: 11.1.1. Contractor shall provide County with: 11.1.1.1. 24 X 7 customer support beginning upon County's completion of training. 11.1.1.2. A live person for telephone support. The support line is 604-685-2199 11.1.1.3. Monitored email support. Email should be sent to support@courthouse-technologies.com 11.1.1.4. Remote assistance using gotomypc.com; 11.1.1.5. Ongoing security patches and system health check. 11.1.2. Meet response times associated with service related incidents. 11.1.3. Appropriate notification to County prior to all scheduled maintenance. 11.1.4. A target service availability of 99.95%. 11.1.5. A warranty to remedy at its own expense, any deficiencies (break/fix issues) with the software provided by Contractor to County during its use. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 41 COUNTY M I c H I G A NE OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.1.6. In the event of a software failure, Contractor will have support personnel available to make a remote connection to the County's servers to resolve the issue. 11.2. County shall: 11.2.1. During County business hours, have a representative available to communicate with Contractor when Contractor is working to resolve a service related incident or request, and make arrangements if necessary, to be available outside of normal business hours; and 11.2.2. Isolate and rectify technical faults within their own Network infrastructure, equipment and software. 11.3. Support Features. 11.3.1. Contractor shall: 11.3.1.1. Host the System via Courthouse Cloud. 11.3.1.2. Maintain all service operation system and database license required for use of Courthouse JMS. 11.3.1.3. Configure the DNS (Domain Name System) for use of hosted Courthouse JMS. 11.3.1.4. Maintain and support upgrade functions with Courthouse JMS. 11.3.1.5. Maintain and support the database used by Courthouse JMS. 11.3.1.6. Maintain two environments (test/training and production) of Courthouse JMS platform. 11.3.1.7. Perform automated server patching via Microsoft Automatic Update. 11.3.1.8. Maintain anti -virus, anti-spam software and port monitoring as part of the server environment as well as a secured, managed firewall. 11.4. Service Management. 11.4.1. 11.4.2. 11.4.3. Provide service outage notifications to County. Routine maintenance is performed as required. This is a planned service outage to conduct necessary maintenance and upgrades to software and any vendor released non -critical updates (e.g. Microsoft windows patches). Contractor will notify the County in a reasonable time frame on all planned service outages. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 42 Y OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON c o u N T Y M I C H I G AIN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.4.4. In circumstances where an emergency service outage is required, the Contractor reserves the right to undertake the service outage without notice. In such cases, the Contractor will endeavor to notify the County prior to any service outage. An example of such case is where a third party has released a security patch that is a critical security concern to be applied as soon as possible. 11.5. Service Requests. Contractor will respond to service related incidents and/or requests submitted by the County within the following time frames: Incident Definition j Severity Level 1 Problems that prevent County form operating processes critical in the movement of prospective jurors to and from court. Ex. Inability to: record attendance, create panels of prospective jurors. Level 2 Problems that prevent County from performing business processes that are not critical in the movement of prospective jurors to and from court, but which severely degrade the customers' ability to perform the most common business processes. Ex. Inability to create pools of prospective jurors, print summons, approves requests for a juror to be excused. Responsethat Incident was received 30 minutes 90 minutes Level 3 Problems that are not critical to the 90 minutes operation of the System but impact the ability to perform a function. Ex. Inability to create reports. Leve14 Problems where the System is usable but 90 minutes is not operating as designed. Target Resolution Time 4 Hours or less 1 business day 3 business days 5 business days OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016107122(v3) G2G CONTRACT NUMBER 005011 Page 43 46AKLAN1VFX C O U N T Y M I C H I G AN COMPLIANCE OFFICE PURCHASING 12. Data Storage, Backup and Security. OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office I Purchasing 248-858-0511 1 purchasing@oakgov.com 12.1. Data Storage. Contractor will provide 10OGB of storage (including revisions) for the County's site. The usage is monitored, and if required more storage can be provided as part of the regular system health check. 12.2. Backup. Contractor takes a daily snapshot and does rolling 5 minute transaction logging. The Contractor stores 35 days of backups, and can restore to any point between the last transaction log (worse case is 5 minutes prior to the current time) and the oldest snapshot (35 days). With regards to uploads / documents / shared files, the Contractor will copy these to multiple servers, so there are duplicate copies at any point in time. 12.3. Security. Externally the network can only be accessed via the load -balancer which exposes only web and secure web connections. There is a dedicated VPN from the Contractor's head -office set up so that the Contractor's staff can connect internally. However, this can only be done from the Contractor's network. 13. Ownership of Data. 13.1. County data remains the property of the County at all times. County data cannot be accessed by any other third party unless prior consent is arranged and approved in writing by County. Access to County's data is required from time to time by the Contractor's staff for the purpose of upgrades to software or fault diagnosis/resolution. 13.2. All juror information, records, documents, files, data, and other items relating to the business of the County, including but not limited to the Michigan Secretary of State data file, qualified juror and contact list, and juror history, coming into the possession of Contractor in connection with performing the services or otherwise during the term of this Contract shall remain the exclusive property of County or the State of Michigan. Upon termination of this Contract, all juror data, including but not limited to qualified jurors and juror payment and attendance history, will be returned to County in Contractor format or other mutually agreeable format. 14. Payment. 14.1. County shall provide payment to Contractor for Implementation Costs as follows: 14.1.1. Pay all Year 1's subscription fees at the commencement of this project as determined by the initial kick-off meeting. 14.1.2. Pay all subsequent annual subscription fees on the anniversary date of the first summons mailing in Year 1. 14.1.3. Hosting fees to be paid at commencement of installation of test/production environments. 14.1.4. Subscribe to use these products and services for a minimum of five years at the stated price subject to the termination provisions herein. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 44 MOAKLAN112-P-5 COUNTY MICA IGAN COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office I Purchasing 248-858-0511 1 purchasing@oakgov.com 14.1.5. All charges as set out above are payable within thirty days of receipt of an invoice from Contractor. 14.1.6. All duties, sales, use and personal property taxes, or similar charges, excluding those based on Contractor's net income, upon any transaction under this Agreement, will be in addition to the fees and shall be paid by County as specified in the invoice. County will not be responsible for taxes if it provides valid evidence of its status as a tax exempt entity. Unless Contractor specifies otherwise, all amounts are in United States Dollars (US). 14.2. SummonsDirect. 14.2.1. The Subscription for SummonsDirect is based on the County's estimated annual summons or questionnaire production of 66,000 documents per year, the "Annual Estimate". 14.2.2. If the number of summons actually produced annually with SummonsDirect (the "Actual"), exceeds the Annual Estimate, Contractor will charge County for each additional Summons/Questionnaire printed in excess of the Annual Estimate at the per summons rate described below under Project Charges. Those charges will be billed monthly by Contractor to County after County reaches the Annual Estimate. The monthly bills will continue to be sent to County until the end of the annual term. The Actual amount of documents produced by County during the twelve month will then become the new Annual Estimate for the next annual term. 14.2.3. In the event the Actual is fewer than the Annual Estimate, Contractor will adjust the Annual Charges for SummonsDirect (and by extension, the Subscription Fees) according to its prevailing, published rates for the volume of the Actual. The Actual will become the Annual Estimate for the next annual term. Contractor will send County an invoice for the next annual term at the published rates based on the new Annual Estimate. 14.2.4. If the total revised charges are less than the total charges County paid for SummonsDirect (and by extension, the Subscription Fees) based on County's original Annual Estimate, Contractor will credit County the difference between the total revised charges and the amount County paid based on your original Annual Estimate, on the invoice for the next annual term. 14.3. Text Messages sent via SMS: The first 120,000 text messages sent via Courthouse SMS are included in the Subscription Fees stated in Section 1S (Pricing). 14.3.1. If the County exceeds 120,000 text messages in a contract year, they are able to purchase another bundle of text messages. The bundle rates below, based on 101,000 summons/year are: OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 45 c o U N T Y M I c H l nFN OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Mssgs/Year Annual fee 6,000 $0.01/summons 12,000 $0.02/summons 18,000 $0.04/summons 24,000 $0.07/summons 30,000 $0.09/summons 60,000 $0.12/summons 120,000 $0.13/summons 240,000 $0.15/summons 360,000 $0.19/summons 14.4. Summons Design: County will receive one iteration (this includes any design changes the County would like to make to the initial summons design) of a consolidated, County -wide jury summons design, free of charge. Any additional design iterations will be billed at Contractor's published, prevailing rates (prevailing rates are the published hourly rates Contractor charges at the time of subsequent design iterations. Current rates are $200/hour — minimum work of 2 hours for any summons design change). 14.5. Additional Development. Any additional services requested by County in a signed amendment to the Contract, beyond what is provided for in this Scope of Services, will be charged at Contractor's published hourly rates Contractor charges at the time of any change request. Current rates are $200/hour— minimum work of 2 hours for any custom report or letter design change, system code change or other customization not part of standard project). 15. Pricing Subscription Project Costs Site Subscription: Courthouse JMS Included Annual Support for ALL items subscribed to Included Business Requirements Review Included Project Management Included Installation Included OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 46 fill COUNTY M I C AIGAN COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office I Purchasing 24&858-0511 1 purchasing@oakgov.com Source List Conversion Included Source List Update (1 per year) Included Training (max 20 persons)1 Included "Go -Live" Supportl Included Site Subscription: Courthouse eResponse Included Site Subscription: Courthouse IVR Included IP-Based Phone Number (used for IVR and SMS) Included Site Subscription: Courthouse IDS Included 1 Pegasus Imaging License Included System tailoring and setup (maximum 20 hours) Included Site Subscription: Courthouse Kiosk (excludes hardware) Included Site Subscription: Courthouse Tablet Included Site Subscription: Courthouse SMS Included Site Subscription: Summons -Direct Included Summons/Questionnaire Self -Mailer Forms: Included Qty. 66,000 (estimated annual supply) Included Initial form design and setup Included NCOA Data -Cleansing Included Coding Accuracy Support System (CASS) Certification Included Form Production (1 side color/1 grayscale —1 side dynamic info) Included Standard Size 1 Perforation and Folding Included Imaging and Printing of Summons/Questionnaire Included Tabbing Included Mail preparation Included Use of Web Services for SummonsDirect Included Total Cost per questionnaire/summons 39 (excludes postage) TRAVEL Travel Expenses — 2 trips @ $2,200 each 1 $4,400 HOSTING COSTS Site Subscription: Hosted Facilities Included Transfer of locally -hosted source list to CHIT hosted facilities Included Total Cost per year 9 400 1 Travel Required OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 47 AblAKLANIjr OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICH IGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Exhibit IV Software Subscription and Service Agreement 1. CHT Software, Supplied Products, and Services - Definitions 1.1. CHT means Courthouse Technologies, otherwise called Contractor in the Contract. 1.2. CHT Software. The term "CHT Software" means the computer programs in machine- readable, object code form that are licensed by CHT to Customer as provided for in this Agreement, CHT Software does not include Third Party Supplied Products. The term CHT Software shall include all manuals and other documentary materials provided to Customer by CHT hereunder. 1.3. Customer. This term means Oakland County as defined in the Contract. 1.4. Support Services. The term Support Services means those system support services that CHT delivers or otherwise makes available to the Customer including those Services that are standard to all customers or customized to Customer -specific requirements and described in Exhibit - Scope of Services. 1.5. CHT Deliverables. The "CHT Deliverables" are collectively the CHT Software, Supplied Products, and Services that CHT agrees to provide to the Customer described in the Exhibit - Scope of Services. The CHT Deliverables as well as CHT's responsibilities and performance period are described in "Exhibits" which include but are not limited to Scope of Services, supplements, schedules, addenda, and change authorizations, which are also part of this Agreement. 1.6. Customer Materials. The term "Customer Materials" means, collectively, any materials or information including, but not limited to, Customer data, software programs, database designs, documentation, reports, drawings and similar works that the Customer may own or license from third parties and that the Customer provides to CHT for the purpose of performing the Services. 1.7. Third Party Supplied Products means third party software that is separately licensed to Customer by a third party provider, including Google Maps and API Key. 2. Charges and Payment 2.1 All fees and charges including Subscription Project Costs are described in Exhibit III — Scope of Services. Charges for Services, Supplied Products, or changes to the CHT Software, not described in Exhibit III Scope of Services, if any, shall be charged at CHT's prevailing, published rates. 2.2 All One -Time Charges as set out above are payable upon delivery of the service. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 48 COUNTY MICHIGAN COMPLIANCE OFFICE PURCHASING 3. Grant of License OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office l Purchasing 248-858-0511 1 purchasing@oakgov.com 3.1 Subject to the terms and conditions of this Agreement and compliance by Customer, CHT hereby grants to the Customer a non-exclusive, nontransferable, license to access and use the CHT Software. The CHT Software is licensed to Customer on a site subscription basis. This license specifically includes all facilities, departments, agencies, and courts operated or funded in whole or in part by the Customer and all District Courts within Oakland County that are covered under a contract with the Customer to provide information technology services of any kind. Customer shall require all District Courts within Oakland County that are covered by this license, to follow the terms of the License. Except as otherwise provided in this Agreement, the Customer will not, by itself or through any affiliate, agent or third party, directly or indirectly: 3.1.1. reverse engineer, decompile, disassemble alter or tamper with the CHT Software, in whole or in part, or otherwise obtain or attempt to obtain the source code for the CHT Softwa re; 3.1.2. sell, lease, loan, exhibit, donate or otherwise transfer any CHT Deliverables or allow access to the CHT Software by any party; 3.1.3. permit any party to benefit from the use or functionality of the CHT Software via a timesharing, service bureau or other arrangement; 3.1.4. transfer any of the rights granted to Customer under this Agreement or license granted hereunder including without limitation, by way of sublicense; or 3.1.5. obscure, remove or alter any of the trademarks, trade names, logos, patent or copyright notices or other confidential or proprietary notices or legends on or encoded in the CHT Software or otherwise on the CHT Software. 3.2 The Customer warrants to CHT that the Customer is the proper corporate and legal authority to provide Customer Materials and that the provision of Customer Materials to CHT to the best of its knowledge does not infringe on a patent or copyright or violate any trade secret or license or other trade agreement of any third party. 3.3 CHT shall have the right to periodically conduct audits at the site of Customer upon reasonable advance written notice to verify the Customer's compliance with the terms of this Agreement. CHT shall also have the right at any time it reasonably suspects or believes the Customer may be in non-compliance with the restricted use provisions of this Agreement or limitations of scope of license granted hereunder to require a sworn statutory declaration, certificate, or affidavit of a senior representative of the Customer regarding compliance by the Customer to the terms of this Agreement, in form and substance satisfactory to CHT, which certificate will be provided in forty-eight hours of written request therefor from CHT. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 49 *40AKLANWFf� OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 3.4 The CHT Deliverables provided hereunder and in the Scope of Services and, where applicable, all copies thereof, are proprietary to CHT and title thereto remains in CHT. Other than the rights in and to the CHT Deliverables granted to Customer under this Agreement, Customer acquires no rights in the CHT Deliverables, or any part thereof, including without limitation, any patents, copyrights, trademarks, trade secrets or other intellectual property embodied therein. Customer acknowledges that CHT claims that the CHT Deliverables contain valuable proprietary information and trade secrets developed by CHT. All rights not expressly granted to Customer under this Agreement are reserved by CHT and or its licensors. 3.5 Customer shall be responsible for entering into and complying with the terms of all license agreements with third party suppliers in connection with the Supplied Products. 4. Term and Termination The term of this Agreement is concurrent with the Term of the Contract and the license set forth in paragraph 3 shall commence on the date signed on the Contract Agreement and shall continue for a period of five (5) years from the date the first summons is mailed, unless otherwise terminated as provided in the Contract and in accordance with the following provisions. 4.1 At any time during the Term, the Customer may elect to purchase the CHIT Software at CHT's prevailing, published rates and will be subject to the terms of CHT's Software and Services Agreement as separately negotiated. 4.2 Upon the conclusion of the Term, and if consistent with Customer's policies, the Customer may elect to renew the Subscription for an additional term at CHT's then prevailing, published rates; 4.3 CHT may terminate this Agreement and the license of the CHT Software: 4.3.1 if the Customer defaults in the performance of or compliance with any of its obligations under this Agreement other than those set out in section 4.3.3 below, and such default is not remedied or cured within thirty (30) days after CHT delivers notice specifying the default; or 4.3.2 immediately if the Customer files a petition in bankruptcy or under any insolvency act; makes an assignment for the benefit of its creditors; consents to the appointment of a receiver of itself or of the whole or any substantial part of its property; is adjudicated as bankrupt; files a petition or answer seeking reorganization or arrangement under applicable bankruptcy laws or any other applicable law or statute; becomes subject to a final order, judgment or decree appointing a receiver of Customer; or if the Customer ceases to conduct business in the normal course; or 4.3.3 immediately if Customer fails, intentionally or unintentionally to abide by the restricted use or confidentiality provisions of this Agreement or exceeds the scope of the license granted hereunder. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 50 jm � !- O C O U N T Y M I C H I G A N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 4.4 CHT may also terminate this Agreement pursuant to section 5.3.3. 4.5 Customer may terminate this Agreement: 4.5.1 immediately if CHT files a petition in bankruptcy or a petition to take advantage of any insolvency act; makes an assignment for the benefit of its creditors; consents to the appointment of a receiver of itself or of the whole or any substantial part of its property; is adjudicated as bankrupt; files a petition or answer seeking reorganization or arrangement under the bankruptcy laws or any other applicable law or statute; becomes subject to a final order, judgment or decree appointing a receiver of CHT seeking reorganization or arrangement of CHT under the bankruptcy laws or any other applicable law or statute; or ceases to conduct business in the normal course; or 4.5.2 CHT commits a breach of this Agreement, unless CHT cures the breach within thirty (30) days after delivery of the notice of breach by Customer to CHT. 4.6 Upon termination of this Agreement for whatever reason the license granted pursuant to paragraph 3 hereunder shall immediately terminate. The Customer shall immediately cease use of the CHT Software and destroy (and in writing certify such destruction) or return to CHT all copies of the CHT Software then in the Customer's possession or control within fourteen (14) business days after termination, and, unless termination is as a result of the provisions of section 4.5, shall immediately pay CHT all outstanding fees then owing under this Agreement. 5. Patent and Copyright Matters 5.1 The Customer will promptly notify CHT of any claim or suit involving the Customer in which infringement is alleged and cooperates fully with CHT and permits CHT to control completely the defense, settlement or compromise of any such allegation of infringement. 5.2 CHT shall have no liability to the Customer with respect to any claim of patent or copyright infringement or violation of any trade secret or license or other contract for software or services used by Customer, which is based upon the Customer's combination, or utilization of the CHT Deliverables and Software with Customer Materials or which arise out of the Supplied Products or any breach by Customer of third party license for such Supplied Products. The Customer agrees, notwithstanding any other provision of this Agreement, to be responsible for its actions under this Agreement and defend, at its own expense, any action brought against CHT based on a claim that the combination or utilization of the CHT Deliverables furnished hereunder with Customer Materials infringes a United States patent or copyright or violates the terms of any license or other third party agreement, and the Customer will pay those costs and damages finally awarded against CHT in any such claim. In any claim against CHT, or a claim against Customer (the "Claimee"), the Claimee will notify the other party promptly regarding the circumstances of the claim. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 51 ,16AKLAN OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 5.3 If after final adjudication , the CHT Software is found to be infringing of any third party intellectual property right, then CHT will have the right, at its option, to: 5.3.1 alter the CHT Software to make it non -infringing, provided that such altered non - infringing software will fulfill substantially the same function as the CHT Software fulfilled prior to such alteration; 5.3.2 obtain a third -party license or settlement for the continued use by the Customer of such infringing CHT Software; or 5.3.3 terminate this Agreement and the license granted hereunder, provided that, in the case of termination, CHT agrees that it will refund to Customer all one-time fees paid by Customer to CHT pursuant to section 2.1. 6. Confidentiality The Customer acknowledges that the CHT Deliverables contain valuable trade secrets of CHT. CHT developed the CHT Deliverables (except the Supplied Products) through the expenditure of substantial time, effort and money. CHT wishes to, and the Customer agrees to, maintain in strict confidence and withhold from disclosure to unauthorized persons any data or information concerning the CHT Software unless otherwise provided by law. The Customer hereby agrees that the CHT Software and any information, knowledge and factual data related to the CHT Software which may be imparted to the Customer by CHT at any time, or from time to time, will not be copied (except one back-up copy of the CHT Software is permitted) or communicated to any third party, except for information required by employees or Contractors of the Customer for use only in performing their duties on behalf of the Customer and which is to be retained in confidence by such employees. This Agreement creates in the Customer a license to obtain and utilize the CHT Software for the limited purposes provided herein, but confers no right, title or interest in or to the CHT Software, which title shall continue to vest solely in CHT. Warranty, Exclusion of Warranties 7.1 CHT warrants to the Customer that it has the right to license the CHT Software to the Customer as contemplated herein. The sole remedy of the Customer with respect to this warranty is as set out in section 5.3. 7.2 CHT warrants that the delivered software will function in accordance with the specifications described in the Contract and Exhibit III - Scope of Services. 7.3 In the event of significant malfunction of the CHT Software, provided that the Customer promptly notifies CHT hereof, CHT will use all commercially reasonable efforts to correct any fault occurring in the CHT Software, other than faults caused by the intentional or negligent acts of the Customer or the Customer's employees or independent contractors, or by the malfunction of the Customer's equipment, or Customer Materials. 7.4 THE ABOVE WARRANTIES AND THOSE PROVIDED IN SECTION 7 OF THE CONTRACT ARE IN LIEU OF ALL OTHER WARRANTIES EXPRESS OR IMPLIED, AND CHT EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES WITH RESPECTTO THE CHT DELIVERABLES Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 52 m MOAKLAND �N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICH G A COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com INCLUDING, WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON -INFRINGEMENT AND TITLE AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, USAGE OR TRADE PRACTICE. CHT DOES NOT WARRANT THATTHE FUNCTIONS CONTAINED IN THE CHT SOFTWARE WILL MEET CUSTOMER REQUIREMENTS OR THAT THE OPERATION OF THE CHT SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE CHT SOFTWARE IS WITH CUSTOMER. THE REMEDIES PROVIDED FOR IN THIS AGREEMENT ARE THE CUSTOMER'S SOLE AND EXCLUSIVE REMEDIES. 8. Limitation of Liability In no event shall CHT be liable, whether based on breach of warranty or contract, in tort or strict liability or otherwise, for (a) any damages arising from performance or nonperformance of the CHT Software, (b) any lost profits, loss of use, or other consequential or incidental damages, even if CHT has been advised of the possibility of such damage, or (c) any claim against the Customer by a third party with respect to infringement of their rights. In no event shall CHT's liability to the Customer for any cause related to this Agreement or the CHT Software exceed the license fee paid by the Customer to CHT pursuant to this Software Services and Subscription Agreement. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACTNUMBER 005011 Page 53 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICHIGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 24&858-0511 1 purchasing@oakgov.com EXHIBIT V PPB MODEL AGREEMENT CONTRACT NUMBER: XXXXXX Contract Expiration Date: XX/XX/XXXX Contract - NOT TO EXCEED AMOUNT $ XX,XXX.XX This "Contract" is made between the PARTICIPATING PUBLIC BODY, hereinafter called "PPB" and the "Contractor" as further described in the following Table. This Contract is modeled after Professional Services Contract Number , dated , between PPB and Contractor, as more fully described herein. In this Contract, either Contractor or the PPB may also be referred to individually as a "Party" or jointly as the "Parties". PARTICIPATING PUBLIC BODY Contact Person Address (herein, the "PPB") CONTRACTOR NAME Contact Person Address Vendor I.D. No. (herein the "Contractor") This Contract is organized and divided into the following Sections for the convenience of the Parties. Section 1. Contract Purpose Section 2. Contract Definitions Section 3. Contract Term and Renewal Section 4. Contract Administration and Amendments Section S. Contract Termination Section 6. Scope of Deliverables and Financial/Pavment Obligations Section 7. Contractor's Warranties and Assurances Section 8. Liability Section 9. Contractor Provided Insurance Section 10. Intellectual Propertv and Confidentiality Section 11. General Terms and Conditions In consideration of the mutual promises, obligations, representations, and assurances in this Contract, the Parties agree to the following: OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 54 o TOAKLAND c o u N T v M I c H 1 G" p OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858.0511 1 purchasing@oakgov.com §1. CONTRACT PURPOSE 1.1. After a competitive bidding and selection process by Oakland County, Contractor was chosen to provide services, described more fully in the Scope of Services Exhibits, to Oakland County. Contractor desires to extend the terms and conditions in this Contract to PPB, to enable it to make purchases from Contractor according to the terms herein. 1.2. Oakland County shall not be a party to a contract between Contractor and a PPB. Oakland County shall not have any liability, of any sort, for any harm or action that may arise from purchases made by any PPB pursuant to the terms of this Contract. 1.3. PPB must deal directly with Contractor for any transactions such as purchases, invoices, price questions, disputes, etc. that relate to their individual agreement with Contractor. Contractor must respond timely to PPB inquiries. §2. CONTRACT DEFINITIONS The following words when printed with the first letter capitalized shall be defined and interpreted as follows, whether used in the singular or plural, nominative or possessive case, and with or without quotation marks: 2.1. "Amendment' means any change, clarification, or modification to this Contract. 2.2. "Business Day" means Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding PPB designated holidays. 2.3. "Claims" means any loss; complaint; demand for relief or damages; lawsuit; cause of action; proceeding; judgment; penalty; costs or other liability of any kind which is imposed on, incurred by, or asserted against the PPB or for which the PPB may become legally or contractually obligated to pay or defend against, whether commenced or threatened, including, but not limited to, reimbursement for reasonable attorney fees, mediation, facilitation, arbitration fees, witness fees, court costs, investigation expenses, litigation expenses, or amounts paid in settlement. 2.4. "Confidential Information" means all information and data that the PPB is required or permitted by law to keep confidential and "Proprietary Information" as defined herein. 2.5. "Contract' means this document and any other documents expressly incorporated herein. 2.6. "Contractor" means the entity or person listed under "Contractor" on the first page of this Contract. 2.7. "Contractor Employee" means any employee; officer; director; member; manager; trustee; volunteer; attorney; licensee; contractor; subcontractor; independent contractor; subsidiary; joint venturer; partner or agent of Contractor; and any persons acting by, through, under, or in concert with any of the above, whether acting in their personal, representative, or official capacities. Contractor Employee shall also include any person who was a Contractor OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 55 MOAKLAN ..w� OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Employee at any time during the term of this Contract but, for any reason, is no longer employed, appointed, or elected in that capacity. 2.8. "Contract Documents" mean the following documents, which this Contract includes and incorporates: Exhibits (Applicable if Checked) 2.8.1. ® Exhibit I: Contractor Insurance Requirements 2.8.2. ❑ Exhibit 11: Scope of Contractor Services (intentionally omitted to be added by PPB and Contractor) 2.8.3. ® Exhibit III: Software Subscription and Service Agreement 2.8.4. ® Exhibit IV: Software License and Service Agreement 2.9. "Oakland County' means the County of Oakland, a Municipal and Constitutional Corporation, its departments, divisions, authorities, boards, committees. 2.10. "PPB Agent" means any elected and appointed officials; directors; board members; council members; commissioners; employees; and volunteers of the PPB; whether acting in their personal, representative, or official capacities. "PPB Agent' shall also include any person who was a "PPB Agent' anytime during the term of this Contract but, for any reason, is no longer employed, appointed, or elected and in that capacity. 2.11. "PPB Data" means information or data provided by PPB to Contractor in the performance of this Contract, including, but not limited to any personally identifiable information such as names, e-mail addresses, passwords, phone numbers, and home or business addresses. PPB Data includes Confidential Information as defined in this Contract. 2.12. "Day" means any calendar day, which shall begin at 12:00:00 a.m. and end at 11:59:59 p.m. 2.13. "Deliverables" means goods and/or services provided under this Contract, whether tangible or intangible, and may be more specifically described in the Exhibits. 2.14. "Effective Date" means midnight on the date listed on the first page of this Contract. 2.15. "Expiration Date" means 11:59.59 p.m. on the date listed on the first page of this Contract. 2.16. "E-Verify" means an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. Information and the registration process are found at the E-Verify website: htti3s://e-verifV.uscis.gov/enroll. 2.17. "G2G MarketPlace Website" means an Internet site used by Oakland County to provide information to PPBs about businesses providing services to Oakland County and agreements used by PPB and available to PPBs to procure services. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 56 c O u N T Y M I c H I G A_N _ OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 2.18. "Intellectual Property" means any developments, improvements, designs, innovation, and materials that may be the subject of a trademark/servicemark, copyright, patent, trade secret, or Proprietary Information. 2.19. "Iran -Linked Business" is defined in the Michigan Compiled Laws (MCL), specifically MCL 129.312, being Section 2 of Public Act 517 of 2012. This applies only to Michigan PPBs. 2.20. "Not to Exceed Amount" means the dollar amount listed on the first page of this Contract, unless amended. The "Not to Exceed Amount" is not the PPB's financial obligation under this Contract, but the maximum amount that can be paid to Contractor during the term of this Contract. 2.21. "PPB" which stands for Participating Public Body, means an entity created by state or Federal law which is primarily funded by or through a governmental authority and which registers to access Oakland County's G2G Marketplace Website. 2.22. "Proposal" means Contractor's response or bid to the PPB's Request for Proposal, Request for Qualifications, or Request for Quotes. 2.23. "Proprietary Information" means ideas, concepts, inventions, and processes related to the development and operation of computer software and systems such as source code, object code, security procedures, and passwords. 2,24. "Purchase Order" means the PP13's written request to Contractor for Deliverables pursuant to this Contract. The Purchase Order may include terms regarding delivery schedule, payment, and transportation. §3. CONTRACT TERM AND RENEWAL 3.1. Contract Term. This Contract shall begin on the Effective Date and shall end on the Expiration Date. 3.2. Contract Renewal. Unless otherwise provided herein, the Parties are under no obligation to renew or extend this Contract after the Expiration Date. This Contract may only be extended by an Amendment. 3.3. Legal Effect. This Contract shall be effective and binding when all of the following occur: (a) this Contract is signed by a Contractor Employee, legally authorized to bind Contractor; (b) this Contract is signed by an authorized PPB Agent; (c) all Contractor certificates of insurance, required by this Contract, are submitted and accepted by Purchasing; and (d) any other conditions precedent to this Contract have been met. §4. CONTRACT ADMINISTRATION AND AMENDMENTS 4.1. Contract and Purchase Order Issuance. PPB shall issue this Contract and any Purchase Orders that may be required. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 57 a_ OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY M I C H IGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858.0511 1 purchasing@oakgov.com 4.2. Purchase Orders. Purchase Orders issued under this Contract are governed by the terms and conditions of this Contract and are included and incorporated herein. 4.3. Project Managers. Each Party may designate an employee or agent to act as a Project Manager. If Project Managers are selected, they shall be listed in the Scope of Services Exhibit(s) as well as their duties. 4.4. Contract Administrators. The PPB may designate an employee or agent to act as Contract Administrator(s). Contractor may designate its employee or agent to act as Contract Administrator(s). The Contract Administrators shall be listed on the signature page of this Contract. The PPB's Contract Administrator(s) shall be responsible for monitoring and coordinating day-to-day activities under this Contract, reviewing Deliverables and invoices, and submitting requests for Amendments to Purchasing. The PPB's Contract Administrator(s) have no authority to amend this Contract. 4.5. Contract Amendments. All Amendments to this Contract must be in writing. This Contract shall not be amended by any packing slip, Purchase Order, invoice, click through license agreement, or Contractor policies or agreements published on Contractor's website or otherwise. Amendments to this Contract shall be issued only by Purchasing. The Amendment shall be effective when signed by an authorized Contractor Employee and an authorized PPB Agent. 4.6. Unauthorized Changes. Contract changes shall not be effective until an Amendment containing the change is executed according to the procedures described in this Contract. If the Contractor is directed to perform work that Contractor believes is a change in the Contract/Deliverables, then Contractor must notify Purchasing that it believes the requested work is a change to the Contract before performing the requested work. If Contractor fails to notify Purchasing before beginning the requested work, then Contractor waives any claims for additional compensation for performing the requested work. If Contractor begins work that is outside the scope of this Contract or begins work before an Amendment is executed and then stops performing that work, Contractor must, at the request of the PPB, undo any out -of - scope work that the PPB believes would adversely affect the PPB. 4.7. Precedence of Contract Documents. In the event of a conflict, the terms and conditions contained in Sections 1 through 11 of this Contract shall prevail and take precedence over any allegedly conflicting provisions in all Contract Documents, Exhibits, Purchase Orders, Amendments, and other documents expressly incorporated herein. Terms and conditions contained in Contractor invoices, packing slips, receipts, acknowledgments, click -through licenses, and similar documents shall not change the terms and conditions of this Contract. §5. CONTRACT TERMINATION 5.1. PPB Termination. In addition to any other legal rights the PPB may have to terminate or cancel this Contract, the PPB may terminate the Contract as follows: OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 58 coo u N T Y nn I c H I G A_Np OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 5.1.1. Immediate Termination. The PPB may terminate or cancel this Contract, in whole or in part, immediately, upon notice to Contractor, if any of the following occur: (a) Contractor, officer of Contractor, or an owner of a 25% or greater share of Contractor is convicted of a criminal offense; or (b) if any third -party funding for this Contract is reduced or terminated. 5.1.2. Termination for Convenience. The PPB may terminate or cancel this Contract, in whole or part, at any time, upon ninety (90) Days' notice to Contractor, for any reason, including convenience without incurring obligation or penalty of any kind. The effective date for termination or cancellation shall be clearly stated in the notice. 5.2. Contractor Termination. In addition to the termination provided for in Exhibit III Software Subscription and Service Agreement or Exhibit IV Software License and Service Agreement, Contractor may terminate or cancel this Contract, in whole or part, upon one hundred and eighty (180) Days' notice to the PPB, if the PPB breaches any duty or obligation contained herein and within such notice period has failed or has not attempted to cure the breach. The effective date of termination or cancellation and the specific alleged default shall be clearly stated in the notice to the PPB. 5.3. PPB's Obligations Upon Termination. The PPB's sole obligation in the event of termination or cancellation of this Contract is for payment of the actual Deliverables provided to the PPB before the effective date of termination. Under no circumstances shall the PPB be liable for any future loss of income, profits, any consequential damages, any loss of business opportunities, revenues, or any other economic benefit Contractor may have realized but for the termination or cancellation of this Contract. The PPB shall not be obligated to pay Contractor any cancellation or termination fee if this Contract is cancelled or terminated as provided herein. If the PPB chooses to terminate the Contract in part, then the charges payable under this Contract must be equitably adjusted to reflect those Deliverables that are terminated. 5.4. Contractor's Obligations Upon Termination. If the PPB terminates this Contract, for any reason, then Contractor must do the following: (a) cease providing all Deliverables as specified at the time stated in the notice of termination; (b) take any action necessary, or as the PPB may direct, to preserve and protect Deliverables or other property derived or resulting from the Contract that is in Contractor's possession; (c) return all materials, property, and PPB Data provided to Contractor by the PPB; (d) unless otherwise directed by the PPB, transfer title in and deliver to the PPB all Deliverables in the possession of Contractor or Contractor Employees (which Deliverables are transferred to the PPB "As -Is", except to the extent the amounts paid by the PPB for these Deliverables include warranties or warranty services and, in that situation, the Deliverables will be transferred with the warranty or warranty services and not "As -Is"); and (e) take any action to mitigate and limit any potential damages, including terminating or limiting, as applicable, those subcontracts and outstanding orders for materials and supplies connected with or related to this Contract. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 59 AKLAV CO U N T YY M-i cHi� AYni£ OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 5.5. Assumption of Subcontracts. If Contractor is in breach of this Contract and the PPB terminates this Contract, then the PPB may assume, at its option, any subcontracts and agreements for Deliverables provided under the Contract and may pursue completion of the Deliverables by replacement Contract or otherwise as the PPB, in its sole judgment, deems expedient. §6. SCOPE OF DELIVERABLES AND FINANCIAL/PAYMENT OBLIGATIONS 6.1. Performance of Deliverables. Contractor shall provide all Deliverables identified in and as set forth in the Exhibits, any Purchase Orders, or any Amendments to this Contract. If less than all Scopes of Services are selected when the Contract is executed, an amendment to the Contract is required to add additional Exhibits (and their associated services). 6.2. Software License(s). If this Contract includes a Software License(s) as described in Exhibit VII, then the Parties shall follow the terms and conditions therein. Any applicable third party Software License(s) are also provided in Exhibit VII. Unless specifically agreed to by PPB, if PPB Agents are required to accept click through license terms to access any of the Deliverables in this Contract, the terms and conditions of those click through licenses are without force and effect. 6.3. Financial Obligations. Except as otherwise set forth in this Contract, the PPB's sole financial obligation under this Contract shall be set forth in the Exhibits. The amount and manner of payment of the financial obligation shall be set forth in the Scope of Services Exhibit(s) and may be in the Software License Exhibit VII, if applicable, or a Purchase Order. 6.4. Pavment Obligations. Except as otherwise set forth in the Exhibits, Contractor shall submit an invoice to the PPB's Contract Administrator itemizing amounts due and owing under this Contract, as of the date of the invoice. Invoices shall contain the following information: (a) PPB Contract Number; (b) dates of Deliverables; (c) itemized list of Deliverables; (d) Contractor Tax ID Number (federal and State); (e) licenses; and (f) any other information requested by Purchasing. The PPB shall have no obligation to make a payment under this Contract until an invoice is submitted in the form set forth herein and shall have no obligation to pay for Deliverables, which have not been invoiced (as required herein) within sixty (60) Days of Contractor's performance. Unless otherwise set forth in the Exhibits, the PPB shall only pay Contractor for Deliverables under this Contract and not any subcontractors or assignees of Contractor. 6.5. Not to Exceed Amount. The amount due and owing to Contractor, under this Contract, shall not exceed the "Not to Exceed Amount." If Contractor can reasonably foresee that the total financial obligation for the Contract will exceed the "Not to Exceed Amount," then Contractor shall provide Purchasing with notice of this fact at least ten (10) Days before this event. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACTNUMBER 005011 Page 60 OAKLAN OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON CO U N T Y M I C H I GAN _ COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 6.6. No Obligation for Penalties/Costs/Fines. The PPB shall not be responsible for any cost; fee; fine; penalty; or direct, indirect, special, incidental, or consequential damages incurred or suffered by Contractor in connection with or resulting from the performance of this Contract. 6.7. Set -Off of PPB Costs. If the PPB incurs any costs associated with the duties or obligations of Contractor under this Contract, then the PPB has the right to set-off those costs from any amounts due and owing Contractor. This set-off includes withholding payment in an amount equal to the cost of any PPB-provided equipment, supplies, or badges that are not returned by Contractor upon completion, termination, or cancellation of this Contract. 6.8. In -Kind Services. Unless expressly provided herein, this Contract does not authorize any in - kind services by either Party. W. CONTRACTOR'S WARRANTIES AND ASSURANCES 7.1. Full Knowledge of Contract Expectations. Contractor warrants that before submitting its Proposal and/or entering into this Contract, it had a full opportunity to review all PPB requirements and/or expectations for this Contract. Contractor is responsible for being adequately and properly prepared to execute this Contract. Contractor has satisfied itself in all material respects that it will be able to perform the Contract as specified herein. 7.2. Complete and Accurate Representations. Contractor certifies that all statements, assurances, records, and materials submitted to the PPB in connection with seeking and obtaining this Contract have been truthful, complete, and accurate. 7.3. Access to Contractor Policies. If the Parties agree in this Contract to follow any Contractor polices, such as acceptable use or privacy policies, then Contractor shall retain each version of such policies and the effective dates and shall promptly provide such to the PPB, if requested. 7.4. Grant Compliance. If any part of this Contract is supported or paid for with any State, federal, or other third -party funds granted to the PPB, then Contractor shall comply with all applicable grant requirements. Upon request of Contractor, the PPB shall provide Contractor with a copy of the applicable grant requirements. 7.5. Contractor Incidental Expenses. Except as otherwise expressly provided in this Contract, Contractor shall be solely responsible and liable for all costs and expenses associated or needed to perform this Contract, including, but not limited to, any professional dues, association fees, license fees, fines, taxes, and penalties. 7.6. Equipment and Supplies. Contractor is responsible for providing all equipment and supplies to perform this Contract, which are not expressly required to be provided by the PPB. 7.7. Contractor Emplovees. 7.7.1. Number and Qualifications of Contractor Emplovees. Contractor shall employ and assign qualified Contractor Employees as necessary and appropriate to perform this Contract. Contractor shall ensure all Contractor Employees have the knowledge, skill, and qualifications OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACTNUMBER 005011 Page 61 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com to perform this Contract and possess any necessary licenses, permits, certificates, and governmental authorizations as may be required by law. 7.7.2. Control and Supervision of Contractor Employees. Contractor shall solely control, direct, and supervise all Contractor Employees with respect to all Contractor obligations under this Contract. Contractor will be solely responsible for and fully liable for the conduct and supervision of any Contractor Employees. 7.7.3. Removal or Reassignment of Personnel at the PPB's Request. Contractor shall remove a Contractor Employee performing work under this Contract at the PPB's request provided that the PPB's request is based on legitimate, good -faith reasons. Replacement personnel for the removed person must be fully qualified for the position. If the removal of a Contractor Employee results in an unanticipated delay, which is attributable to the PPB, then this delay shall not be considered a breach of the Contract and the terms and conditions of this Contract effected by the removal will be adjusted accordingly. 7.7.4. Contractor Emplovee Identification. If requested by the PPB, Contractor Employees shall wear and display appropriate PPB-provided identification at all times while working on PPB premises. Contractor shall return all PPB-provided identification upon completion of Contractor's obligations under this Contract. 7.7.5. Background Checks. At the PPB's request, Contractor Employees performing work under this Contract shall be subject to a background check by the PPB. The scope of the background check is at the discretion of the PPB and the results will be used to determine Contractor Employee's eligibility to perform work under this Contract. Any request for background checks will be initiated by the PPB and will be reasonably related to the type of work requested. Contractor and Contractor Employees shall provide all information or documents necessary to perform the background check. 7.7.6. Compliance with PPB Securitv Policies and Use Policies. Contractor shall require all Contractor Employees to comply with the PPB's security and acceptable use policies for PPB property (tangible and intangible), equipment, resources, facilities, and systems. Upon request, the PPB shall provide such policies to Contractor. 7.7.7. Contractor Emplovee Expenses. All Contractor Employees shall be employed at the Contractor's sole expense (including employment -related taxes and insurance). Contractor warrants that all Contractor Employees shall fully comply with and adhere to the terms of this Contract. Contractor shall be solely liable for all applicable Contractor Employees' federal, state, or local payment withholdings or contributions and/or all Contractor Employee related pension or welfare benefits plan contributions under federal or state law. Contractor shall indemnify and hold the PPB harmless for all Claims against the PPB by any Contractor Employee, arising out of any contract for hire or employer -employee relationship between Contractor and any Contractor Employee including, but not limited to, Worker's Compensation, disability pay, or other insurance of any kind. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 62 $bAKLAN6=F­- COUNTY M I c H I G A N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 7.7.8. Contractor's Compliance with the Patient Protection and Affordable Care Act. If Contractor is subject to the Patient Protection and Affordable Care Act ("ACA"), PL 111-148, 124 Stat 119, then Contractor shall ensure that all Contractor Employees, under assignment to the PPB, and their dependents, as defined by the ACA, are provided with or have access to insurance as required by the ACA. If Contractor is subject to the ACA, Contractor warrants it offers group health coverage to Contractor Employees and their dependents that is affordable, that provides minimum essential coverage and value, and that each offer of coverage meets the timing requirements of the ACA. Contractor warrants, whether or not it is subject to the ACA, that it will pay all applicable fees, taxes, or fines, as set forth in the employer mandates of the ACA under Tax Code §4980H and related regulations for any Contractor Employee, whether the fee, tax, or fine is assessed against the Contractor or the PPB. 7.8. Acknowledement of Independent Contractor Status. 7.8.1. Independent Contractor. Nothing in this Contract is intended to establish an employer - employee relationship between the PPB and Contractor or any Contractor Employee. In no event, shall Contractor Employees be deemed employees, agents, volunteers, or subcontractors of the PPB. Contractor shall ensure that Contractor Employees are apprised of their status as independent contractors and the limitations of this status. 7.8.2. Contractor/Contractor Emolovee Representations. Contractor and/or Contractor Employees shall not represent themselves as PPB employees. Contractor shall ensure that Contractor Employees do not represent themselves as PPB employees. 7.8.3. PPB Benefits and Plans. Contractor and Contractor Employees shall not be entitled to participate in any PPB employee benefit plans and programs, including but not limited to, retirement, deferred compensation, insurance (including without limitation, health, disability, dental, and life), and vacation pay. This limitation includes access to benefit plans and programs that are not described by a written plan. 7.8.4. PPB Reliance. The PPB entered into this Contract in reliance of the representations made by Contractor regarding its understanding of the role of independent contractors, its stated relationship to Contractor Employees, and other representations Contractor has made regarding the management and performance oversights of Contractor Employees. 7.9. Permits and Licenses. Contractor shall be responsible for obtaining and maintaining, throughout the term of this Contract, all licenses, permits, certificates, governmental authorizations, and business/professional licenses necessary to perform this Contract. Upon request by the PPB, Contractor shall furnish copies of any permit, license, certificate, or governmental authorization necessary to perform this Contract. 7.10. E-Verify. Contractors who wish to contract with the PPB to provide services must first certify they have registered with, will participate in, and continue to utilize, once registered, the E- Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07122(v3) G2G CONTRACT NUMBER 005011 Page 63 477 1 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON >`-0AKLANN C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com employed by the Contractor. Breach of this term or condition is considered a material breach of this Contract. Contractor's execution of this Contract constitutes a certification that they are authorized to certify on behalf of Contractor and do hereby certify on behalf of Contractor that the Contractor has registered with, has and will participate in, and does and will continue to utilize once registered and throughout the term of this Contract and any permissible extension hereof, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the Contractor. 7.11. Iran -Linked Business Certification. For Michigan PPB's only: Contractor certifies that it is not an Iran -Linked Business. Contractor further certifies that it was not an Iran -Linked Business at the time it submitted its Proposal for this Contract. Contractor must promptly notify the PPB, if Contractor becomes an Iran -Linked Business at any time during this Contract. 7.12. Taxes. 7.12.1. Contractor Taxes. Contractor shall collect and pay its local, state, and federal taxes, including but not limited to, all employment taxes, sales taxes, personal property taxes, and real property taxes. The PPB shall not be liable to or required to reimburse Contractor for any local, state, or federal tax of any kind. 7.12.2. PPB Tax -Exempt. The PPB is exempt from state and local sales tax, personal property tax, and real property tax. Prices under this Contract shall not include taxes, unless the PPB is not tax- exempt for a specific Deliverable. Exemption certificates for sales tax will be furnished upon request. 7.13. Warrantv for Services. Contractor warrants that all Deliverables that are services shall be performed in compliance with all applicable laws, statutes, regulations, ordinances, and professional standards. 7.14. Warrantv for Goods. All Deliverables that are goods shall be subject to the following warranties: 7.14.1. Warrantv of Merchantabilitv• Goods provided by Contractor pursuant to this Contract shall: (a) be merchantable, (b) be of good quality, (c) be fit for their ordinary purpose, (d) be adequately contained and packaged, and (e) conform to the specifications and descriptions contained in the Contract. 7.14.2. Warrantv of Fitness for a Particular Purpose. If Contractor knows or has reason to know that the goods will be used for a particular purpose and the PPB is relying on Contractor's skill or judgment to select or furnish the goods, then there is a warranty that the goods are fit for a particular purpose. 7.14.3. Warrantv of Title. All goods conveyed to the PPB shall be conveyed and transferred: (a) with good title, (b) free from any security interest, lien, or encumbrance that the PPB did not have OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 64 IDAKLAN OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICH I G A N . COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com knowledge of when the Contract was executed, and (c) free of any rightful claim of infringement or similar claim by a third -party. 7.15. Response to Legal Reauest for PPB Data. If PPB receives a Court Order, a Freedom of Information Act (FOIA) request, or other legal request to provide PPB Data held by Contractor, then Contractor shall provide PPB Data to the PPB, in a format directed by the PPB, within the time frame required by law. 7.16. Section 508 Compliance. If Contractor is providing a Deliverable that requires PPB Agents or the general public to access a website, Contractor warrants that end users will have the ability to access the website to register and provide information updates to receive Deliverables in accordance with the accessibility requirements of Section 508 Amendment to the Rehabilitation Act of 1973 (29 U.S.C. § 794(d). 7.17. Price Warranty. Contractor warrants that it will provide PPBs with the lowest and best price available for the same level of services and products offered to other similarly situated public bodies. §8. LIABILITY 8.1. Contractor Indemnification. Contractor shall indemnify, defend, and hold the PPB harmless from all Claims, incurred by or asserted against the PPB by any person or entity, which are alleged to have been caused directly or indirectly from the acts or omissions of Contractor or Contractor's Employees. The PPB's right to indemnification is in excess and above any insurance rights/policies required by this Contract. 8.2. No Indemnification from the PPB. Contractor shall have no rights against the PPB for indemnification, contribution, subrogation, or any other right to be reimbursed by the PPB, except as expressly provided herein. §9. CONTRACTOR PROVIDED INSURANCE At all times during this Contract, Contractor shall obtain and maintain insurance according to the specifications listed in Exhibit I. §10. INTELLECTUAL PROPERTY AND CONFIDENTIALITY 10.1. Contractor Use of Confidential Information/PPB Data. Contractor and/or Contractor Employees shall not reproduce, provide, disclose, or give access to Confidential Information or PPB Data to any Contractor Employee not having a legitimate need to know the Confidential Information or PPB Data or to any third -party. Contractor and Contractor Employees shall only use the Confidential Information and PPB Data for performance of this Contract. Notwithstanding the foregoing, Contractor may disclose the Confidential Information or PPB Data if required by law, statute, or other legal process; provided that Contractor: (a) gives the PPB prompt written notice of the impending disclosure, (b) provides reasonable assistance to the PPB in opposing or limiting the disclosure, and (c) makes only such disclosure as is OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 65 2 = * ^`-P OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COU N T Y MI CHTGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com compelled or required. This Contract imposes no obligation upon Contractor with respect to any Confidential Information or PPB Data which Contractor can establish by legally sufficient evidence: (a) was in possession of or was known by Contractor, prior to its receipt from the PPB, without any obligation to maintain its confidentiality; or (b) is obtained by Contractor from a third party having the right to disclose it, without an obligation to keep such information confidential. 10.2. Contractor Use of PPB Licensed Software. In order for Contractor to perform this Contract, the PPB may permit Contractor or Contractor Employees to access certain Software licensed to the PPB. Contractor or Contractor Employees shall not transfer, remove, use, copy, or otherwise provide or make available any such Software or documentation to any other person or entity, for any purpose, without the prior written consent of the PPB and/or the licensor. Furthermore, neither Contractor nor Contractor Employee shall produce a source listing, decompile, disassemble, or otherwise reverse engineer any copyrighted Software. Neither Contractor nor Contractor Employee shall use any Software contrary to the provisions of any applicable Software license agreement or state or federal law. 10.3. Assignment of Rights. In consideration for the performance of this Contract and the fees paid to Contractor, Contractor agrees to the following: (a) Contractor shall have no copyright, patent, trademark, or trade secret rights in PPB Intellectual Property; (b) any and all programs, inventions, and other work or authorship developed by Contractor while providing Deliverables to the PPB are works made for hire, created for, and owned exclusively by the PPB, unless otherwise specified in the Contract; (c) Contractor assigns to the PPB all rights and interest in PPB Intellectual Property, which Contractor has made or conceived or may make and conceive, either solely or jointly with others, either on or off PPB premises while performing this Contract or with the use of the time, material, or facilities of the PPB; and (d) Contractor and its applicable Contractor Employees shall sign any documents necessary for the PPB to register patents, copyrights, or trademarks with federal or state agencies. Contractor shall ensure its Contractor Employees assign their rights and interests in PPB Intellectual Property to the PPB. 10.4. Use of PPB Data. If Contractor uses or possesses PPB Data in the performance of this Contract, then the following provisions contained in this subsection apply: 10.4.1. Implementation of Security Measures. Contractor shall implement and maintain appropriate administrative, technical, and organizational security measures to safeguard against unauthorized access, disclosure, or theft of PPB Data. Such measures shall be in accordance with security industry best practice and not less stringent than the measures Contractor applies to its own confidential data of similar kind. Contractor warrants it follows security industry best practices. 10.4.2. Unauthorized Access/Disclosure or Theft of PPB Data. Contractor shall notify PPB immediately of becoming aware of an actual or suspected unauthorized access, disclosure, or theft of PPB Data. Contractor shall do the following: (1) take commercially reasonable Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 66 ft WOAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON c o u N r Y M c H I G AN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com measures to promptly cure the deficiencies relating to the security breach in order to secure PPB Data, and (2) comply with any applicable federal or state laws and regulations pertaining to unauthorized disclosures. 10.4.3. Storage of PPB Data. Contractor shall only store and process PPB Data at and from data centers located within the United States. Contractor shall not and shall not permit Contractor Employees to store PPB Data on portable devices, including personal computers, except for devices that are used and kept only at its U.S. data centers. Contractor shall permit its Contractor Employees to access PPB Data remotely only as required to provide technical support. 10.4.4. Obligations upon Expiration. Termination or Cancellation of Contract. At the PPB's sole discretion, upon expiration, termination, or cancellation of this Contract, Contractor shall return PPB Data in a mutually agreeable format in a prompt and orderly manner or provide for the secure disposal of PPB Data as directed by PPB. §11. GENERAL TERMS AND CONDITIONS 11.1. Access to PPB Property or Facilities. As set forth in this Contract, Contractor has access to and the right to use PPB property and facilities necessary to perform this Contract. Unless otherwise provided in this Contract or Contractor receives prior written permission from the PPB, Contractor may only access and use PPB property and facilities for performance of this Contract on Business Days. 11.2. Signs on PPB Property or Facilities. Contractor shall not place any signs or advertisements on PPB property or facilities without the prior written permission of the PPB. 11.3. Use of PPB Propertv or Facilities. While performing this Contract, Contractor shall keep PPB property or facilities and anything stored thereon in a clean, safe, and healthful condition and shall keep the property and facilities in a manner that will not prevent or interfere with the PPB's performance of its functions. 11.4. Removal of Contractor Personal Propertv. At the expiration or termination of this Contract, Contractor shall leave PPB property or facilities in the same condition that Contractor found them and clean of all rubbish. Contractor shall remove all of its personal property within thirty (30) Days of expiration or termination of this Contract. If Contractor does not remove its personal property within the thirty (30) Day period, then the PPB shall dispose of it and bill Contractor for any costs associated with the removal and disposal. 11.5. Damage to PPB Property or Facilities. Contractor shall be responsible for any damage to any PPB property or a facility that is caused by Contractor or Contractor Employees. If damage occurs, the PPB shall make the necessary repairs and/or replacements or cause a third party to make the necessary repairs or replacements, provided, however, that Contractor shall reimburse the PPB for all costs associated with repairing and/or replacing the damaged property or facilities. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 67 �ff OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON c7 O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.6. Damage to Contractor's Propertv. Contractor shall be solely liable and responsible for any property loss or damage resulting from fire, theft, or other means to Contractor's personal property located, kept, or stored on or at PPB property or facilities during performance of this Contract. 11.7. PPB's Right to Suspend Contract Performance. Upon written notice, the PPB may require Contractor to suspend performance of this Contract if Contractor has failed to comply with federal, state, or local laws or any requirements contained in this Contract. The right to suspend performance of this Contract is in addition to the PPB's right to terminate and/or cancel this Contract. The PPB shall incur no penalty, expense, or liability to Contractor if the PPB suspends performance of this Contract under this Section. 11.8. Discrimination. Contractor shall not discriminate against any employee or applicant for employment in violation of state or federal law. Contractor shall promptly notify the PPB of any complaint or charge filed and/or of any determination by any court or administrative agency of illegal discrimination by Contractor. 11.9. Conflict of Interest. No contracts shall be entered into between the PPB and any PPB Agent. To avoid any real or perceived conflict of interest, Contractor shall identify any Contractor Employee or relative of Contractor's Employees who are presently employed by the PPB. Contractor shall give the PPB notice if there are any PPB Agents or relatives of PPB Agents who are presently employed by Contractor. 11.10. Access and Records. Contractor will maintain accurate books and records in connection with performance of this Contract for thirty-six (36) months after the end of this Contract and Contractor shall provide the PPB with reasonable access to such books and records, upon request. 11.11. Audit. The PPB or an independent auditor hired by the PPB may perform contract audits (in its sole discretion) and shall have the authority to access all pertinent records and data and to interview any Contractor Employee during the term of this Contract and for a period of three years after final payment. Contractor shall explain any audit findings, questioned costs, or other Contract compliance deficiencies to the PPB within thirty (30) Business Days of receiving the draft audit report. Contractor's written response shall include all necessary documents and information that refute the draft audit report and an action plan to resolve the audit findings. A copy of Contractor's response will be included in the final report. Failure by Contractor to respond in writing within thirty (30) Business Days shall be deemed acceptance of the draft audit report and will be noted in the final report. 11.12. Assignments/Delegations/Subcontracts. 11.12.1. Prior Written Consent Required. Except by operation of law, neither Party may assign, delegate, or subcontract any of its duties, obligations, or rights under this Contract without the prior written consent of the other Party; provided, however, Contractor may assign, delegate, or subcontract this Contract to an affiliate or subsidiary as long as the affiliate or Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACTNUMBER 005011 Page 68 c o u N T v M i c R G A N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com subsidiary is adequately capitalized and can provide adequate written assurances to the PPB that the affiliate or subsidiary can perform this Contract. The PPB may withhold consent, if the PPB determines that the assignment, delegation, or subcontract would impair performance of this Contract or the PPB's ability to recover damages under this Contract. Contractor shall also provide the PPB with adequate information to allow the PPB to make a determination regarding the assignment, delegation, or subcontract. 11.12.2. Flow Down Clause Required. Any assignment, delegation, or subcontract by Contractor must include a requirement that the assignee, delegee, or subcontractor will comply with the terms and conditions of this Contract. The assignment, delegation, or subcontract shall in no way diminish or impair performance of any term or condition of this Contract. 11.12.3. Contractor Responsibility for Assigns/Delegates/Subcontractors. If Contractor assigns, delegates, or subcontracts this Contract, in whole or in part, Contractor shall remain the sole point of contact regarding all matters under this Contract and shall remain liable for performance of this Contract. Contractor is solely responsible for the management of assignees, delegees, and subcontractors. 11.12.4. Performance Required. If an assignee, delegee, or subcontractor fails to perform as required under this Contract, Contractor shall contract with another entity for such performance. Any additional costs associated with securing another assignee, delegee, or subcontractor shall be the sole responsibility of Contractor. 11.13. Non -Exclusive Contract. This Contract is a non-exclusive agreement. No provision in this Contract limits or is intended to limit, in any way, Contractor's right to offer and provide its services to the general public, other business entities, municipalities, or governmental agencies during or after the term of this Contract. Similarly, the PPB may freely engage other persons to perform the same work that Contractor performs. Except as provided in this Contract, this Contract shall not be construed to guarantee Contractor or any Contractor Employee any fixed or certain number of Deliverables. 11.14. No Third -Party Beneficiaries. Except as provided for the benefit of the Parties, this Contract does not and is not intended to create any obligation, duty, promise, contractual right or benefit, right to be indemnified, right to be subrogated to the Parties' right in this Contract, or any other right in favor of any other person or entity. 11.14.1. Survival of Terms and Conditions. The following terms and conditions shall survive and continue in full force beyond the termination or cancellation of this Contract (or any part thereof) until the terms and conditions are fully satisfied or expire by their nature: Section 1. Contract Purpose, Section 2. Contract Definitions, Section 6. Scope of Deliverables and Financial/Payment Obligations, Section 7. Contractor's Warranties and Assurances, Section 8. Liability, Section 9. Contractor Provided Insurance, Section 10. Intellectual Property and Confidentiality, and Section 11. General Terms and Conditions. Rev 2016/07/22(v3) G2G PL'111 /_1 ON NZ418111 011 KK61 @ I G11 [N x019 9 ry� 01:1411 GG91 D re, CONTRACTNUMBER 005011 Page 69 c o u N T Y M I c H I G A 46AKLAND'Si7 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 11.15. Reservation of Rights. This Contract does not, and is not intended to impair, divest, delegate, or contravene any constitutional, statutory, or other legal right, privilege, power, obligation, duty, or immunity of the PPB. 11.16. Compliance with Laws. Contractor shall comply with all federal, state, and local laws, statutes, ordinances, regulations, insurance policy requirements, and requirements applicable to its activities under this Contract. 11.17. Force Maieure. Notwithstanding any other term or condition of this Contract, neither Party shall be liable for failure to perform contractual duties or obligations caused by events beyond their reasonable control, including but not limited to: (a) acts of public enemies; (b) natural disasters; (c) terrorism; (d) war; (e) insurrection or riot; (f) natural disasters; (g) strikes, lockouts, work stoppages, or other labor difficulties; or (h) compliance with law. Reasonable notice shall be given to the affected Party of such event. Contractor is expected, through insurance or alternative temporary or emergency service arrangements, to continue its contractual duties or obligations if a reasonably anticipated, insurable business risk, such as business interruption or any insurable casualty or loss occurs. 11.18. Notices. 11.18.1. Written Notice. All notices required under this Contract shall be in writing. Notices shall be effective: (a) the next Business Day, if personally delivered; (b) the third Business Day, if sent by U.S. mail, postage prepaid, return receipt requested; (c) the next Business Day, if sent by a nationally recognized overnight express courier with a reliable tracking system; or (d) the next Business Day with a receipt of confirmation, if sent by e-mail or fax. 11.18.2. Notice to Contractor. Unless otherwise specified, Notice to Contractor shall be addressed to the Contract Administrator listed on the signature page of this Contract. 11.18.3. Notice to PPB. Unless otherwise specified herein, Notice to the PPB shall be addressed to Purchasing, the PPB Project Manager (if applicable), and the PPB Contract Administrator(s) listed on the signature page of this Contract. 11.19. Captions. Section and subsection numbers, captions, and any index to sections or subsections contained in this Contract are intended for the convenience of the reader and are not intended to have any substantive meaning and shall not be interpreted to limit or modify any substantive provisions of this Contract. In this Contract, for any noun or pronoun, use of the singular or plural form, use of the nominative, possessive, or objective case, and any reference to gender (masculine, feminine, and neuter) shall mean the appropriate form, case, or gender as the context requires. 11.20. Waiver. Waiver of any term or condition under this Contract must be in writing and notice given pursuant to this Contract. No written waiver, in one or more instances, shall be deemed or construed as a continuing waiver of any term or condition of this Contract. No waiver by either Party shall subsequently affect its right to require strict performance of this Contract. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 70 PTOAKLAN `.0 COUNTY MICHIGAN COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office I Purchasing 248-858-0511 1 purchasing@oakgov.com 11.21. Cumulative Remedies. A Party's exercise of any remedy shall not preclude the exercise of any other remedies, all of which shall be cumulative. A Party shall have the right, in its sole discretion, to determine which remedies are to be exercised and in which order. 11.22. Severabilitv. If a court of competent jurisdiction finds a term or condition of this Contract to be illegal or invalid, then the term or condition shall be deemed severed from this Contract. All other terms or conditions shall remain in full force and effect. Notwithstanding the above, if Contractor's promise to indemnify or hold the PPB harmless is found illegal or invalid, Contractor shall contribute the maximum it is permitted to pay by law toward the payment and satisfaction of any Claims against the PPB. 11.23. Dispute Resolution. All disputes arising under or relating to the execution, interpretation, performance, or nonperformance of this Contract involving or affecting the Parties may first be submitted to the respective Project Manager (if applicable) and Contract Administrators for possible resolution. 11.24. Governine Laws/Consent to Jurisdiction and Venue. This Contract shall be governed, interpreted, and enforced by the laws of the state of the PPB. Except as otherwise required by law or court rule, any action brought to enforce, interpret, or decide any Claim arising under or related to this Contract shall be brought in the state Court or the United States District Court located in the state of the PPB, as dictated by the applicable jurisdiction of the court. Except as otherwise required by law or court rule, venue is proper in the court set forth above. The choice of forum set forth above shall not be deemed to preclude the enforcement of any judgment obtained in such forum or taking action under this Contract to enforce such judgment in any appropriate jurisdiction. 11.25. Entire Contract. This Contract represents the entire agreement and understanding between the Parties. This Contract supersedes all other prior oral or written understandings, communications, agreements, or contracts between the Parties. The language of this Contract shall be construed as a whole according to its fair meaning and not construed strictly for or against any Party. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016107122(v3) G2G CONTRACT NUMBER 005011 Page 71 m�� I ?>� u __ -D OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICHI GAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com EXHIBIT I INSURANCE REQUIREMENTS During this Contract, the Contractor shall provide and maintain, at their own expense, all insurance as set forth and marked below, protecting the PPB against any Claims, as defined in this Contract. The insurance shall be written for not less than any minimum coverage herein specified. Primary Coverages Commercial General Liability Occurrence Form including: (a) Premises and Operations; (b) Products and Completed Operations (including On and Off Premises Coverage); (c) Personal and Advertising Injury; (d) Broad Form Property Damage; (e) Independent Contractors; (f) Broad Form Contractual including coverage for obligations assumed in this Contract; $1,000,000—Each Occurrence Limit $1,000,000— Personal & Advertising Injury $2,000,000 — Products & Completed Operations Aggregate Limit $2,000,000—General Aggregate Limit $ 100,000— Damage to Premises Rented to You (formally known as Fire Legal Liability) Workers' Compensation Insurance with limits statutorily required by any applicable Federal or State Law and Employers Liability insurance with limits of no less than $500,000 each accident, $500,000 disease each employee, and $500,000 disease policy limit. 1. ❑ Fully Insured or State approved self -insurer. 2. ❑ Sole Proprietors must submit a signed Sole Proprietor form. 3. ❑ Exempt entities, Partnerships, LLC, etc., must submit a State of Michigan form WC-337 Certificate of Exemption. Commercial Automobile Liability Insurance covering bodily injury or property damage arising out of the use of any owned, hired, or non -owned automobile with a combined single limit of $1,000,000 each accident. This requirement is waived if there are no company owned, hired or non -owned automobiles utilized in the performance of this Contract. Commercial Umbrella/Excess Liability Insurance with minimum limits of $2,000,000 each occurrence. Umbrella or Excess Liability coverage shall be no less than following form of primary coverages or broader. This Umbrella/Excess requirement may be met by increasing the primary Commercial General Liability limits to meet the combined limit requirement. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 72 59� OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Supplemental Coverages (Required as Checked) 1. ❑ Professional Liability/Errors & Omissions Insurance (Consultants, Technology Vendors, Architects, Engineers, Real Estate Agents, Insurance Agents, Attorneys, etc.) with minimum limits of $1,000,000 per claim and $1,000,000 aggregate. 2. ❑ Commercial Property Insurance. The Contractor shall be responsible for obtaining and maintaining insurance covering their equipment and personal property against all physical damage. 3. ❑ Cyber Liability Insurance with minimum limits of $1,000,000 per claim and $1,000,000 aggregate. 4. ❑ Other Insurance Coverages as may be dictated by the provided product/service and deemed appropriate by the PPB. General Insurance Conditions The aforementioned insurance shall be endorsed, as applicable, and shall contain the following terms, conditions, and/or endorsements. All certificates of insurance shall provide evidence of compliance with all required terms, conditions and/or endorsements. 1. All policies of insurance shall be on a primary, non-contributory basis with any other insurance or self-insurance carried by the PPB; 2. The insurance company(s) issuing the policy(s) shall have no recourse against the PPB for subrogation (policy endorsed written waiver), premiums, deductibles, or assessments under any form. All policies shall be endorsed to provide a written waiver of subrogation in favor of the PPB; 3. Any and all deductibles or self -insured retentions shall be assumed by and be at the sole risk of the Contractor; 4. Contractors shall be responsible for their own property insurance for all equipment and personal property used and/or stored on PPB property; 5. The Commercial General Liability and Commercial Automobile Liability policies along with any required supplemental coverages shall be endorsed to name the PPB of Oakland and it officers, directors, employees, appointees and commissioners as additional insured where permitted by law and policy form; 6. The Contractor shall require its contractors or sub -contractors, not protected under the Contractor's insurance policies, to procure and maintain insurance with coverages, limits, provisions, and/or clauses equal to those required in this Contract; 7. Certificates of insurance must be provided no less than ten (10) Business Days prior to the PPB's execution of the Contract and must bear evidence of all required terms, conditions and endorsements; and 8. All insurance carriers must be licensed and approved to do business in the State of the PPB and shall have and maintain a minimum A.M. Best's rating of A- unless otherwise approved by the PPB. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016107122(v3) G2G CONTRACT NUMBER 005011 Page 73 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MI C H I G AN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Exhibit III Software Subscription and Service Agreement 1. CHT Software, Supplied Products, and Services - Definitions 1.1. CHT means Courthouse Technologies, otherwise called Contractor in the Contract. 1.2. CHT Software. The term "CHT Software" means the computer programs in machine- readable, object code form that are licensed by CHT to Customer as provided for in this Agreement, CHT Software does not include Third Party Supplied Products. The term CHT Software shall include all manuals and other documentary materials provided to Customer by CHT hereunder. 1.3. Customer. This term means PPB as defined in the Contract. 1.4. Support Services. The term Support Services means those system support services that CHT delivers or otherwise makes available to the Customer including those Services that are standard to all customers or customized to Customer -specific requirements and described in Exhibit - Scope of Services. 1.5. CHT Deliverables. The "CHT Deliverables" are collectively the CHT Software, Supplied Products, and Services that CHT agrees to provide to the Customer described in the Exhibit - Scope of Services. The CHT Deliverables as well as CHT's responsibilities and performance period are described in "Exhibits" which include but are not limited to Scope of Services, supplements, schedules, addenda, and change authorizations, which are also part of this Agreement. 1.6. Customer Materials. The term "Customer Materials" means, collectively, any materials or information including, but not limited to, Customer data, software programs, database designs, documentation, reports, drawings and similar works that the Customer may own or license from third parties and that the Customer provides to CHT for the purpose of performing the Services. 1.7. Third Party Supplied Products means third party software that is separately licensed to Customer by a third party provider, including Google Maps and API Key. 2. Charges and Payment 2.1. All fees and charges including Subscription Project Costs are described in Exhibit III — Scope of Services. Charges for Services, Supplied Products, or changes to the CHT Software, not described in Exhibit III Scope of Services, if any, shall be charged at CHT's prevailing, published rates. 2.2. All One -Time Charges as set out above are payable upon delivery of the service. 2.3. Customer shall pay all Year 1's subscription fees at the commencement of this project as determined by the initial kick-off meeting. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 74 We o u N T Y M I c H I G A N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248.858.0511 1 purchasing@oakgov.com 2.4. Customer shall pay all subsequent annual subscription fees on the anniversary date of the first summons mailing in Year 1. 2.5. Hosting fees to be paid at commencement of installation of test/production environments. 2.6. Customer shall subscribe to use these products and services for a minimum of five years at the stated price subject to the termination provisions herein. 2.6.1. All charges as set out above are payable within thirty days of receipt of an invoice from CHT. 2.6.2. All duties, sales, use and personal property taxes, or similar charges, excluding those based on CHT's net income, upon any transaction under this Agreement, will be in addition to the fees and shall be paid by Customer as specified in the invoice. Customer will not be responsible for taxes if it provides valid evidence of its status as a tax exempt entity. Unless CHT specifies otherwise, all amounts are in United States Dollars (US). 3. Grant of License 3.1. Subject to the terms and conditions of this Agreement and compliance by Customer, CHT hereby grants to the Customer a non-exclusive, nontransferable, license to access and use the CHT Software. The CHT Software is licensed to Customer on a site subscription basis. This license specifically includes all facilities, departments, agencies, and courts operated or funded in whole or in part by the Customer. Except as otherwise provided in this Agreement, the Customer will not, by itself or through any affiliate, agent or third party, directly or indirectly: 3.1.1. reverse engineer, decompile, disassemble alter or tamper with the CHT Software, in whole or in part, or otherwise obtain or attempt to obtain the source code for the CHT Software; 3.1.2. sell, lease, loan, exhibit, donate or otherwise transfer any CHT Deliverables or allow access to the CHT Software by any party; 3.1.3. permit any party to benefit from the use or functionality of the CHT Software via a timesharing, service bureau or other arrangement; 3.1.4. transfer any of the rights granted to Customer under this Agreement or license granted hereunder including without limitation, by way of sublicense; or 3.1.5. obscure, remove or alter any of the trademarks, trade names, logos, patent or copyright notices or other confidential or proprietary notices or legends on or encoded in the CHT Software or otherwise on the CHT Software. 3.2. The Customer warrants to CHT that the Customer is the proper corporate and legal authority to provide Customer Materials and that the provision of Customer Materials OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 75 COUNTY M ICH I G AYN OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com to CHT to the best of its knowledge does not infringe on a patent or copyright or violate any trade secret or license or other trade agreement of any third party. 3.3. CHT shall have the right to periodically conduct audits at the site of Customer upon reasonable advance written notice to verify the Customer's compliance with the terms of this Agreement. CHT shall also have the right at any time it reasonably suspects or believes the Customer may be in non-compliance with the restricted use provisions of this Agreement or limitations of scope of license granted hereunder to require a sworn statutory declaration, certificate, or affidavit of a senior representative of the Customer regarding compliance by the Customer to the terms of this Agreement, in form and substance satisfactory to CHT, which certificate will be provided in forty-eight hours of written request therefor from CHT. 3.4. The CHT Deliverables provided hereunder and in the Scope of Services and, where applicable, all copies thereof, are proprietary to CHT and title thereto remains in CHT. Other than the rights in and to the CHT Deliverables granted to Customer under this Agreement, Customer acquires no rights in the CHT Deliverables, or any part thereof, including without limitation, any patents, copyrights, trademarks, trade secrets or other intellectual property embodied therein. Customer acknowledges that CHT claims that the CHT Deliverables contain valuable proprietary information and trade secrets developed by CHT. All rights not expressly granted to Customer under this Agreement are reserved by CHT and or its licensors. 3.5. Customer shall be responsible for entering into and complying with the terms of all license agreements with third party suppliers in connection with the Supplied Products. 4. Term and Termination The term of this Agreement is concurrent with the Term of the Contract and the license set forth in paragraph 3 shall commence on the date signed on the Contract Agreement and shall continue for a period of five (5) years from the date the first summons is mailed, unless otherwise terminated as provided in the Contract and in accordance with the following provisions. At any time during the Term, the Customer may elect to purchase the CHT Software at CRT's prevailing, published rates and will be subject to the terms of CHT's Software and Services Agreement as separately negotiated. 4.1. Upon the conclusion of the Term, and if consistent with Customer's policies, the Customer may elect to renew the Subscription for an additional term at CHT's then prevailing, published rates; 4.2. CHT may terminate this Agreement and the license of the CHT Software: 4.2.1. if the Customer defaults in the performance of or compliance with any of its obligations under this Agreement other than those set out in section 4.3.3 OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 76 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICH IGAN COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com below, and such default is not remedied or cured within thirty (30) days after CHT delivers notice specifying the default; or 4.2.2. immediately if the Customer files a petition in bankruptcy or under any insolvency act; makes an assignment for the benefit of its creditors; consents to the appointment of a receiver of itself or of the whole or any substantial part of its property; is adjudicated as bankrupt; files a petition or answer seeking reorganization or arrangement under applicable bankruptcy laws or any other applicable law or statute; becomes subject to a final order, judgment or decree appointing a receiver of Customer; or if the Customer ceases to conduct business in the normal course; or 4.2.3. immediately if Customer fails, intentionally or unintentionally to abide by the restricted use or confidentiality provisions of this Agreement or exceeds the scope of the license granted hereunder. 4.3. CHT may also terminate this Agreement pursuant to section 5.3.3. 4.4. Customer may terminate this Agreement: 4.4.1. immediately if CHT files a petition in bankruptcy or a petition to take advantage of any insolvency act; makes an assignment for the benefit of its creditors; consents to the appointment of a receiver of itself or of the whole or any substantial part of its property; is adjudicated as bankrupt; files a petition or answer seeking reorganization or arrangement under the bankruptcy laws or any other applicable law or statute; becomes subject to a final order, judgment or decree appointing a receiver of CHT seeking reorganization or arrangement of CHT under the bankruptcy laws or any other applicable law or statute; or ceases to conduct business in the normal course; or 4.4.2. CHT commits a breach of this Agreement, unless CHT cures the breach within thirty (30) days after delivery of the notice of breach by Customer to CHT. 4.5. Upon termination of this Agreement for whatever reason the license granted pursuant to paragraph 3 hereunder shall immediately terminate. The Customer shall immediately cease use of the CHT Software and destroy (and in writing certify such destruction) or return to CHT all copies of the CHT Software then in the Customer's possession or control within fourteen (14) business days after termination, and, unless termination is as a result of the provisions of section 4.5, shall immediately pay CHT all outstanding fees then owing under this Agreement. 5. Patent and Copyright Matters 5.1. The Customer will promptly notify CHT of any claim or suit involving the Customer in which infringement is alleged and cooperates fully with CHT and permits CHT to control completely the defense, settlement or compromise of any such allegation of infringement. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 77 ZN ,�--OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com 5.2. CHT shall have no liability to the Customer with respect to any claim of patent or copyright infringement or violation of any trade secret or license or other contract for software or services used by Customer, which is based upon the Customer's combination, or utilization of the CHT Deliverables and Software with Customer Materials or which arise out of the Supplied Products or any breach by Customer of third party license for such Supplied Products. The Customer agrees, notwithstanding any other provision of this Agreement, to be responsible for its actions under this Agreement and defend, at its own expense, any action brought against CHT based on a claim that the combination or utilization of the CHT Deliverables furnished hereunder with Customer Materials infringes a United States patent or copyright or violates the terms of any license or other third party agreement, and the Customer will pay those costs and damages finally awarded against CHT in any such claim. In any claim against CHT, or a claim against Customer (the "Claimee"), the Claimee will notify the other party promptly regarding the circumstances of the claim. 5.3. If after final adjudication , the CHT Software is found to be infringing of any third party intellectual property right, then CHT will have the right, at its option, to: 5.3.1. alter the CHT Software to make it non -infringing, provided that such altered non - infringing software will fulfill substantially the same function as the CHT Software fulfilled prior to such alteration; 5.3.2. obtain a third -party license or settlement for the continued use by the Customer of such infringing CHT Software; or 5.3.3. terminate this Agreement and the license granted hereunder, provided that, in the case of termination, CHT agrees that it will refund to Customer all one-time fees paid by Customer to CHT pursuant to section 2.1. 6. Confidentiality The Customer acknowledges that the CHT Deliverables contain valuable trade secrets of CHT. CHT developed the CHT Deliverables (except the Supplied Products) through the expenditure of substantial time, effort and money. CHT wishes to, and the Customer agrees to, maintain in strict confidence and withhold from disclosure to unauthorized persons any data or information concerning the CHT Software unless otherwise provided by law. The Customer hereby agrees that the CHT Software and any information, knowledge and factual data related to the CHT Software which may be imparted to the Customer by CHT at any time, or from time to time, will not be copied (except one back-up copy of the CHT Software is permitted) or communicated to any third party, except for information required by employees or Contractors of the Customer for use only in performing their duties on behalf of the Customer and which is to be retained in confidence by such employees. This Agreement creates in the Customer a license to obtain and utilize the CHT Software for the limited purposes provided herein, but confers no right, title or interest in or to the CHT Software, which title shall continue to vest solely in CHT. Rev 2016/07/22(v3) G2G OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING CONTRACT NUMBER 005011 Page 78 z31COAKLANOF- COUNTY M I C H IGAN COMPLIANCE OFFICE PURCHASING 7. Warranty, Exclusion of Warranties OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON Compliance Office ) Purchasing 248-858-0511 1 purchasing@oakgov.com 7.1. CHT warrants to the Customer that it has the right to license the CHT Software to the Customer as contemplated herein. The sole remedy of the Customer with respect to this warranty is as set out in section 5.3. 7.2. CHT warrants that the delivered software will function in accordance with the specifications described in the Contract and Exhibit III - Scope of Services. 7.3. In the event of significant malfunction of the CHT Software, provided that the Customer promptly notifies CHT hereof, CHT will use all commercially reasonable efforts to correct any fault occurring in the CHT Software, other than faults caused by the intentional or negligent acts of the Customer or the Customer's employees or independent contractors, or by the malfunction of the Customer's equipment, or Customer Materials. 7.4. THE ABOVE WARRANTIES AND THOSE PROVIDED IN SECTION 7 OF THE CONTRACT ARE IN LIEU OF ALL OTHER WARRANTIES EXPRESS OR IMPLIED, AND CHT EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES WITH RESPECT TO THE CHT DELIVERABLES INCLUDING, WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON -INFRINGEMENT AND TITLE AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, USAGE OR TRADE PRACTICE. CHT DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE CHT SOFTWARE WILL MEET CUSTOMER REQUIREMENTS OR THAT THE OPERATION OF THE CHT SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE CHT SOFTWARE IS WITH CUSTOMER. THE REMEDIES PROVIDED FOR IN THIS AGREEMENT ARE THE CUSTOMER'S SOLE AND EXCLUSIVE REMEDIES. 8. Limitation of Liability In no event shall CHT be liable, whether based on breach of warranty or contract, in tort or strict liability or otherwise, for (a) any damages arising from performance or nonperformance of the CHT Software, (b) any lost profits, loss of use, or other consequential or incidental damages, even if CHT has been advised of the possibility of such damage, or (c) any claim against the Customer by a third party with respect to infringement of their rights. In no event shall CHT's liability to the Customer for any cause related to this Agreement or the CHT Software exceed the license fee paid by the Customer to CHT pursuant to this Software Services and Subscription Agreement. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 79 COUNTY M I C H I G A N , OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com EXHIBIT IV SOFTWARE LICENSE AND SERVICES AGREEMENT 1. CHT Software, Supplied Products, and Services —Definitions 1.1. CHT means Courthouse Technologies, otherwise called Contractor in the Contract. 1.2. CHT Software. The term "CHT Software" means the computer programs in machine-readable, object code form that are licensed by CHT to Customer as provided for in this Agreement, CHT Software does not include Third Party Supplied Products. The term CHT Software shall include all manuals and other documentary materials provided to Customer by CHT hereunder. 1.3. Customer. This term means the PPB as defined in the Contract. 1.4. Support Services. The term Support Services means those system support services that CHT delivers or otherwise makes available to the Customer including those Services that are standard to all customers or customized to Customer -specific requirements and described in Exhibit - Scope of Services. 1.5. CHT Deliverables. The "CHT Deliverables" are collectively the CHT Software, Supplied Products, and Services that CHT agrees to provide to the Customer described in the Exhibit - Scope of Services. The CHT Deliverables as well as CHT's responsibilities and performance period are described in "Exhibits" which include but are not limited to Scope of Services, supplements, schedules, addenda, and change authorizations, which are also part of this Agreement. 1.6. Customer Materials. The term "Customer Materials" means, collectively, any materials or information including, but not limited to, Customer data, software programs, database designs, documentation, reports, drawings and similar works that the Customer may own or license from third parties and that the Customer provides to CHT for the purpose of performing the Services. 1.7. Third Party Supplied Products means third party software that is separately licensed to Customer by a third party provider, including Google Maps API Key. 2. Charges and Payment 2.1. The total charges for the CHT Deliverables ordered by the Customer are described in Exhibit II Scope of Contractor Service. Charges for Services, Supplied Products, or changes to the CHT Software, not described in Exhibit 11, if any, shall be charged at CHT's prevailing, published rates. 2.2. All Project Charges for CHT Software and Services as set out above are payable upon execution of this Agreement. All charges as set out above are payable within thirty days of receipt of an invoice from CHT. All duties, sales, use and personal property taxes, or similar charges, excluding those based on CHT's net income, upon any transaction under this Agreement, will be in addition to the fees and shall be paid by Customer as specified in the invoice. Customer will OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 80 c o u N T Y MICHo A N OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com not be required to pay taxes if it provides CHT with evidence of its status as a tax exempt entity. Unless CHT specifies otherwise, all amounts are in United States Dollars (US$). 2.3. Customer agrees with Courthouse that in the event of a failure by the Customer to achieve a Milestone set out in the agreed Project Implementation Schedule (as referred to in the Statement of Work), which results in a delay beyond the originally agreed Project Implementation Schedule, Courthouse will be entitled to charge an additional management extension fee for each week (or part thereof) of delay. The management extension fee shall be in an amount equal to a weekly pro rated portion of the System Implementation — Project Management Charge, which shall be calculated with reference to the period contemplated by the Project Implementation Schedule and be invoiced monthly commencing from the scheduled end of the Project Implementation Schedule and be chargeable until the Project is completed. 3. Grant of License 3.1 In consideration of the payment by Customer to CHT of all fees and charges set out herein, CHT hereby grants to the Customer a non-exclusive, nontransferable, license to use the CHT Software on the computer system located at the Customer's premises as set out on page one of this Agreement. Except as otherwise provided in this Agreement, the Customer will not, by itself or through any affiliate, agent or third party, directly or indirectly: 3.1.1. reverse engineer, decompile, disassemble alter or tamper with the CHT Software, in whole or in part, or otherwise obtain or attempt to obtain the source code for the CHT Software; 3.1.2. sell, lease, loan, exhibit, donate or otherwise transfer any CHT Deliverables or allow access to the CHT Software by any party; 3.1.3. permit any party to benefit from the use or functionality of the CHT Software via a timesharing, service bureau or other arrangement; 3.1.4. transfer any of the rights granted to Customer under this Agreement or license granted hereunder including without limitation, by way of sublicense; or 3.1.5. obscure, remove or alter any of the trademarks, trade names, logos, patent or copyright notices or other confidential or proprietary notices or legends on or encoded in the CHT Software or otherwise on the CHT Software. 3.2. The Customer warrants to CHT that the Customer is the proper corporate and legal authority to provide Customer Materials and that the provision of Customer Materials to CHT to the best of its knowledge does not infringe on a patent or copyright or violate any trade secret or license or other trade agreement of any third party. 3.3. CHT shall have the right to periodically conduct audits at the site of Customer upon reasonable advance written notice to verify the Customer's compliance with the terms of this Agreement. CHT shall also have the right at any time it reasonably suspects or believes the Customer may be in non-compliance with the restricted use provisions of this Agreement or limitations of OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 81 OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com scope of license granted hereunder to require a sworn statutory declaration, certificate, or affidavit of a senior representative of the Customer regarding compliance by the Customer to the terms of this Agreement, in form and substance satisfactory to CHT, which certificate will be provided in forty-eight hours of written request therefor from CHT. 3.4. The CHT Deliverables provided hereunder and in the Scope of Services and, where applicable, all copies thereof, are proprietary to CHT and title thereto remains in CHT. Other than the rights in and to the CHT Deliverables granted to Customer under this Agreement, Customer acquires no rights in the CHT Deliverables, or any part thereof, including without limitation, any patents, copyrights, trademarks, trade secrets or other intellectual property embodied therein. Customer acknowledges that CHT claims that the CHT Deliverables contain valuable proprietary information and trade secrets developed by CHT. All rights not expressly granted to Customer under this Agreement are reserved by CHT and or its licensors. 3.4.1 Customer acknowledges that CHT claims that the CHT Deliverables contain valuable proprietary information and trade secrets developed by CHT. All rights not expressly granted to Customer under this Agreement are reserved by CHT and or its licensors. 3.5. Customer shall be responsible for entering into and complying with the terms of all license agreements with third party suppliers in connection with the Supplied Products. 3.6 The CHT Deliverables provided hereunder and, where applicable, all copies thereof, are proprietary to CHT and title thereto remains in CHT. Other than the rights in and to the CHT Deliverables granted to Customer under this Agreement, Customer acquires no rights in the CHT Deliverables, or any part thereof, including without limitation, any patents, copyrights, trademarks, trade secrets or other intellectual property embodied therein, of this Agreement. 4. Term and Termination 4.1. The term of this Agreement is concurrent with the Term of the Contract and the license set forth in paragraph 3 shall commence on the date signed on the Contract Agreement and shall continue for a period of five (5) years, unless otherwise terminated as provided in the Contract and in accordance with the following provisions. 4.2. At any time during the Term, the Customer may elect to purchase the CHT Software at CHT's prevailing, published rates and will be subject to the terms of CHT's Software and Services Agreement as separately negotiated. 4.3. Upon the conclusion of the Term, and if consistent with Customer's policies, the Customer may elect to renew the Subscription for an additional term at CHT's then prevailing, published rates; 4.4. CHT may terminate this Agreement and the license of the CHT Software: 4.4.1. if the Customer defaults in the performance of or compliance with any of its obligations under this Agreement other than those set out in section 4.3.3 below, and such default is not remedied or cured within thirty (30) days after CHT delivers notice specifying the default; or 4.4.2. immediately if the Customer files a petition in bankruptcy or under any insolvency act; makes an assignment for the benefit of its creditors; consents to the appointment of a receiver of itself OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 82 Aft COUNTY M c H l � AµN W OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com or of the whole or any substantial part of its property; is adjudicated as bankrupt; files a petition or answer seeking reorganization or arrangement under applicable bankruptcy laws or any other applicable law or statute; becomes subject to a final order, judgment or decree appointing a receiver of Customer; or if the Customer ceases to conduct business in the normal course; or 4.4.3. immediately if Customer fails, intentionally or unintentionally to abide by the restricted use or confidentiality provisions of this Agreement or exceeds the scope of the license granted hereunder. 4.5. CHT may also terminate this Agreement pursuant to section 5.3. 4.6. Customer may terminate this Agreement: 4.6.1. immediately if CHT files a petition in bankruptcy or a petition to take advantage of any insolvency act; makes an assignment for the benefit of its creditors; consents to the appointment of a receiver of itself or of the whole or any substantial part of its property; is adjudicated as bankrupt; files a petition or answer seeking reorganization or arrangement under the bankruptcy laws or any other applicable law or statute; becomes subject to a final order, judgment or decree appointing a receiver of CHT seeking reorganization or arrangement of CHT under the bankruptcy laws or any other applicable law or statute; or ceases to conduct business in the normal course; or 4.6.2. CHT commits a breach of this Agreement, unless CHT cures the breach within thirty (30) days after delivery of the notice of breach by Customer to CHT. 4.7. Upon termination of this Agreement for whatever reason the license granted pursuant to paragraph 3 hereunder shall immediately terminate. The Customer shall immediately cease use of the CHT Software and destroy (and in writing certify such destruction) or return to CHT all copies of the CHT Software then in the Customer's possession or control within fourteen (14) business days after termination, and, unless termination is as a result of the provisions of section 4.5, shall immediately pay CHT all outstanding fees then owing under this Agreement. 5. Patent and Copyright Matters 5.1. The Customer will promptly notify CHT of any claim or suit involving the Customer in which infringement is alleged and cooperates fully with CHT and permits CHT to control completely the defense, settlement or compromise of any such allegation of infringement. 5.2. CHT shall have no liability to the Customer with respect to any claim of patent or copyright infringement or violation of any trade secret or license or other trade agreement, which is based upon the combination, or utilization of the CHT Deliverables with Customer Materials or which arise out of the Supplied Products or any breach by Customer of third party license for such Supplied Products. The Customer agrees, notwithstanding any other provision of this Agreement, to defend, at its own expense, any action brought against CHT based on a claim that the combination or utilization of the CHT Deliverables furnished hereunder with Customer Materials infringes a United States patent or copyright or violates the terms of any license or other third party agreement, and the Customer will pay those costs and damages finally awarded against CHT in any such claim. In any claim against CHT, or a claim against Customer OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 83 1 "- n OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON COUNTY MICH IGAN COMPLIANCE OFFICE Compliance Office ) Purchasing PURCHASING 24&858-0511 1 purchasing@oakgov.com (the "Claimee "), the Claimee will notify the other party promptly regarding the circumstances of the claim. 5.3. If after final adjudication, the CHT Software is found to be infringing of any third party intellectual property right, then CHT will have the right, at its option, to: 5.3.1. alter the CHT Software to make it non -infringing, provided that such altered non -infringing software will fulfill substantially the same function as the CHT Software fulfilled prior to such alteration; 5.3.2. obtain a third party license or settlement for the continued use by the Customer of such infringing CHT Software; or 5.3.3. terminate this Agreement and the license granted hereunder, provided that, in the case of termination, CHT agrees that it will refund to Customer all one-time fees paid by Customer to CHT pursuant to section 2.1. 6. Confidentiality The Customer acknowledges that the CHT Deliverables contain valuable trade secrets of CHT. CHT developed the CHT Deliverables through the expenditure of substantial time, effort and money. CHT wishes to, and the Customer agrees to, maintain in strict confidence and withhold from disclosure to unauthorized persons any data or information concerning the CHT Software unless otherwise provided by law. The Customer hereby agrees that the CHT Software and any information, knowledge and factual data related to the CHT Software which may be imparted to the Customer by CHT at any time, or from time to time, will not be copied (except one back-up copy of the CHT Software is permitted) or communicated to any third party, except for information required by employees or Contractors of the Customer for use only in performing their duties on behalf of the Customer and which is to be retained in confidence by such employees. This Agreement creates in the Customer a license to obtain and utilize the CHT Software for the limited purposes provided herein, but confers no right, title or interest in or to the CHT Software, which title shall continue to vest solely in CHT. 7. Warranty, Exclusion of Warranties 7.1. CHT warrants to the Customer that it has the right to license the CHT Software to the Customer as contemplated herein. The sole remedy of the Customer with respect to this warranty is as set out in section5.3. 7.2. CHT warrants that the delivered software will function in accordance with the specifications described in the Exhibits that form part of this Agreement. 7.3. In the event of significant malfunction of the CHT Software, provided that the Customer promptly notifies CHT hereof, CHT will use all commercially reasonable efforts to correct any fault occurring in the CHT Software, other than faults caused by the intentional or negligent acts of the Customer or the Customer's employees or independent contractors, or by the malfunction of the Customer's equipment, or Customer Materials. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 84 �, ss OAKLAND COUNTY EXECUTIVE, L. BROOKS PATTERSON C O U N T Y M I C H G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858.0511 1 purchasing@oakgov.com 7.4. THE ABOVE WARRANTIES AND THOSE PROVIDED IN SECTION 7 OF THE CONTRACT, ARE IN LIEU OF ALL OTHER WARRANTIES EXPRESS OR IMPLIED, AND CHT EXPRESSLY DISCLAIMS ALL OTHER WARRANTIES WITH RESPECT TO THE CHT DELIVERABLES INCLUDING, WITHOUT LIMITATION THE IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON - INFRINGEMENT AND TITLE AND ANY WARRANTIES ARISING FROM A COURSE OF DEALING, USAGE OR TRADE PRACTICE. CHT DOES NOT WARRANT THAT THE FUNCTIONS CONTAINED IN THE CHT SOFTWARE WILL MEET CUSTOMER REQUIREMENTS OR THAT THE OPERATION OF THE CHT SOFTWARE WILL BE UNINTERRUPTED OR ERROR FREE. THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE CHT SOFTWARE IS WITH CUSTOMER. THE REMEDIES PROVIDED FOR IN THIS AGREEMENT ARE THE CUSTOMER'S SOLE AND EXCLUSIVE REMEDIES. 8. Limitation of Liability In no event shall CHT be liable, whether based on breach of warranty or contract, in tort or strict liability or otherwise, for (a) any damages arising from performance or nonperformance of the CHT Software, (b) any lost profits, loss of use, or other consequential or incidental damages, even if CHT has been advised of the possibility of such damage, or (c) any claim against the Customer by any other party with respect to infringement of the rights of others. In no event shall CHT's liability to the Customer for any cause related to this Agreement or the CHT Software exceed the license fee paid by the Customer to CHT pursuant to this Agreement. OAKLAND COUNTY COMPLIANCE OFFICE - PURCHASING Rev 2016/07/22(v3) G2G CONTRACT NUMBER 005011 Page 85 MOW Company Name: Courthouse Technologies, Ltd. Contact Person: John Arntsen Phone Number:604-685-2199 i.222 Email: jarntsen@courthouse-technologies.com Solicitation Event Title: Jury Svstem Reolacement Solicitation Event Number: 003722 Buyer{n¢fals . Y ® JPD Due Date: 8/22/2016 Time: 2:00 PM E.T. D E 21 COUNTY M I C H I G A N 'PW 21ECFfRSjN�4�YIICiN 6 SEALED BID jal3 bui tg MA RECEIVED � Proposal In Response to ff+2f<\\#zfr#*+2») For County of Oakland and Genesee **!<\ =<za+re,®© Courthouse Technologies, Ltd. •30,- 601 West Cordova Street Vancouver, BC V613 IGI 604.685.2199 877.685.2199 (toll free) 604.685.9/:(fax CHT Response RFP # 003722 — Oakland and Genesee County, MI TABLEOF CONTENTS............................................................................................. 2 CERTIFICATION OF COURTHOUSE TECHNOLOGIES ................................... 4 PURPOSE..................................................................................................................... 5 PROPOSEDSOLUTION............................................................................................7 COURTHOUSE JMS (JURY MANAGEMENT SYSTEM).............................................................................7 COURTHOUSEERESPONSE..................................................................................................................8 COURTHOUSE IVR INTERACTIVE VOICE RESPONSE)........................................................................8 COURTHOUSEIDS...............................................................................................................................9 COURTHOUSEKIOSK..................................................................................................... �........,........ ... 1 9 COURTHOUSETABLET...................................................................................................................... 10 COURTHOUSE SUMMONSDIRECT...................................................................................................... 10 COURTHOUSESMS............................................................................................................................ 10 COURTHOUSECLOUD.........................................................................................................................11 COURTHOUSESPAY................................I...........................................................................................11 COURTHOUSETABLET.......................................................................................................................11 GFNF.R AL BUSINESS OBTECTIVES......................................................................12 BISINESS MODEL REOUIREMENTS..................................................................13 SOLUTIONREQUIREMENTS................................................................................16 1.0 APPENDIXA— SOLUTION REQUIREMENTS.................................................................................. 16 1.1 APPENDIX A COMMENTS...........................I......................1........................................................... 25 Source List Con, erston ?S System Hard vaie Rcquucric"N 26 Jury System Reports/Lettets 29 2.0 APPENDIX B —TECHNICAL & ARCHITECTURAL REQUIRBMENTS................................................ 32 2.1 APPENDIX B COMMEN'IS.............................................................................................................. 37 Annual Support 37 Change Management 39 Roles and $,aunty 39 Daily Backup Reeninmcndatrons 39 Weekly Backup Reennunendauons 'III Periodic Back-ups 40 Backups in Support of a New Rcease 40 'Technical An lutecturc 4I 3.0 APPENDIX C — IMPLEMENTATION SERVICES RESPONSE TABLES ................................................. 47 3.1 APPENDIX C COMMENTS.............................................................................................................. 49 Scope of Work and Sen tees 49 Pto)ect Stratcgy 52 Meeting Protect Oblccnves 53 Protect Meaagement Approach 54 Protect Maoagement Plan 5S Commumcabon Pekin 5S Change Management 55 Risk Aystusment/li sues SG Training 57 Daily Backup Recommendations 58 Weekly Backup Rci.omenendahons 58 periodic Backups 59 Backups in Support of a New Refeasc 5o User Groups 60 huture Upgrades and Product finhancement, 60 Annual Support GO Technical Architecture 63 Other Technical Information 68 Dam 0a tier,hip 70 Data Conversion 70 1 lusted Option 70 Ceui ihmisi Tlchpolugics, Lul Sutie 3I0-601 W151 Co iOuvd StKet. Van cuuver, BC V6B I I Iall 1,°t 817685 1199 1 mite 604 68S 2199 fo h04 G85 2941 CHT Response REP # 003722 — Oatdand and Genesee County, MI 4.0 ANNUAL SUPPORT........................................................................................................................ 72 \vArranty Su -vice Response to System Problem. 73 Iuegul:u Support Calls 71 Rematc Support 73 Emergency Support 73 System Emergency 73 Hnrdn'are Replacement 73 Support/Re-Root Nobficannn 74 5.0 CHANGE MANAGEMENT.............................................................................................................. 74 6.0 BRANDING................................................................................................................................... 74 7.0 STATEMENT OF WORK.................................................................................................................. 74 8,0 DISTINGUISHING FEATURES........................................................................................................ 75 Fully \Wb-Based System— Isnd to D...d 75 Site I.rcenae 75 Integrated Se.... 75 Co"vo uicatlom Center 75 One Lurc of Lade 75 9.0 ADDITIoNAL FEATURES............................................................................................................... 76 LICENSING REQUIREMENTS...............................................................................76 LICENSINGAGREEMENTS................................................................................................................. 76 WARRANTY........................................................................................................................................ 77 THIRDPARTY SOFTWARE.................................................................................................................. 77 SOFTWARE RELEASE/PATCH CYCLES................................................................................................ 77 ANNUALSUPPORT., ........................................................................ ........... ..................... ............... . 77 Warranty Somme Respome to System Problems 78 lrrcgular Support Calls 78 Rcmule Supp.o 9 Lmrrgencp Support 79 System ftmergeney 79 Ilmdn'are Replacement 79 Support/Re-Root Notification 79 VALUE-ADDED SERVICES ......................... ..................... .... ......... .... ....... I ........... I ... 80 COURTHOUSE SUMMONSDIRECT..................................................................................................... 80 COMMUNICATIONSCENTER.............................................................................................................. 80 COURTHOUSEIDS............................................................................................................................. 80 COURTHOUSEKIOSK......................................................................................................................... 81 24/7 SUPPORT.................................................................................................................................... 81 G2GMARKETPLACE ..................................... ........................................................... 82 G2GSPREADSHEET ........................... ................................•.............•........n....................................... 82 REFERENCES............................................................................................................84 OTHEREXPERIENCE......................................................................................................................... 86 PRICE PROPOSAL REQUIREMENTS...................................................................87 INTRODUCTION................................................... HARDWARE.......................................................... PERPETUAL PURCHASE ......................................... Proleet Charges SummonsDnect Data-Cleanvnl;, Punting and \tahng Service Sou.ae Last Update Sel vice SU88CRIPTION PROJECT COSTS ............................ HOSTED SOLUTION .............................................. I lostmg Costs EVA Cuuru iu.ui Il hI ulugre, l.n1 >u Ito 31D-601 vvest lmdova Street, VancOOVCr, tic vGq I I I'sit Urp a>/-6a5 2199 i1CI P 604 685 2,9 (1s 6114 685 2991 CIAT Response RPP # 003722 — Oakland and Genesee Coi)mv, M) 4 i (. r_:` �i� ! ~('� 1 lii^::''(c.i'I :. ��-`"i-"�+ -1fi�T ��i �, ):'s, rj�i J,-Y-•'�_ >`•:�1,::ICII��-ill!:[iif)�i:fC7 tti)11 la;,Ito-;�4�1�1111f:�ti3,u..,,_�c,-:, t,4=•..:.�tli�,ll.t.��r ;t�.i���.� It is my pleasure to tt.Znstuit to you out proposal in response to the captioned request for Proposal. We at Courthouse `l echnologies ate extremely proud of our state -of -the att solution for jury managemenr and believe you will find that our proposal pro\,ides the hest fit for the. Oakland and Genesee County's needs. Signed this 22nd day of August, 2016 on behalf of Courthouse "technologies, Ltd, by= the undersigned duly authorized corporate officer. i I r Scott R. Kcrt, Presidetit Uuurthuuw TuohnuluyN ., lul. Vuie ilU h()I West Co uluva tLno(. Vum•nnep BC Will I(II 199 4nn,Lx•.,GR9I CHT Response RFP # 003722 — Oakland and Genesee County, MI The purpose of the document is help provide the Oakland and Genesee County, MI with clarifying infor ination as it relates to requirements set forth in the RFP. Courdiouse Technologies is positioned to deliver the best possible set of jury management products and services to Oaldand and Genesee County. While other offerings may meet some tequirements, Courthouse JMS is the only jury system to meet ALL the Comity's most important objectives/requirements for this RFP. Our proposed solution: • Is Commercial -off -the -Shelf (COTS); • Is the vendor with the most experience in the State of Michigan convecting and implementing jury management systems. We also have the only 2 hosted jury systems in the State; • Is a Single Installation, Multi -Tenant, Web Application that can have all Disttict, Circuit, and Probate Courts together; • Has 24/7 Technical Support; • Has Easy Web Access and 2-way Communications via Text, Email and Phone; The architecture of our proposed solution is ideal for Oaldand and Genesee County as it provides costs savings on hardware, infrastructure, seances, and data management while staying current with jury trends and the latest technology. Courthouse JAIS has been designed, from its foundation, to serve users in multiple locations from a single, centiah2ed server infrastructure while providing secure, accurate, tamely and reliable data. You can have as many users as required, accessing a user-friendly system from any computer or inobile device on your internal network. Because of the design of the Courthouse solution, the Court can also contemplate costs savings measures by using SmnmonsDrect (out optional NCOA, print, and marl service) to perform real- time address updates using the National Change of Addi.ess registry before summonses mronses are printed, and consolidating mailings at bulk postage rates while keeping your )wy data as accutatc and reliable as possible. Courthouse JMS is both the easiest to use and most flexible solution fot )uny management available from the commercial market. The system's user interface is modeled on Microsoft Outlook, includes personaltzation functions so that usets can establish preferences, statistical dashboards, views and color themes, and provides a variety of configuration features that enable functions to be turned on of off as requited. The system employs an embedded report component and viewer so that reporting functionality is "decoupled" from the application. ]reports can be custom-tailored for each location, and the County can modify predefined reports without impacting die usability of Courthouse JMS for other locations or our other customers. We have provided options in our proposal for the Court to purchase products from our suite of tightly integrated peripheral technologies for jury management. These systems provide additional costs savings opportunities white increasing customer service. They include Courthouse eResponse, out interactive Web response system; Courthouse IVR, our interactive voice response system; Courthouse Kiosk, out self-service kiosk fox juty management; Courthouse Tablet, out mobile version of JMS; and Courthouse IDS, out solution for optical mark recognition used in processing returned questionnaires and summons. We offer a comprehensive warmtanty on the proposed solution, and provide support twenty-four C—Ji O1041— I.46 1101till—. Ltd Snrte d10�601 VVest CmtluvJ Strtel, V,Mp OUVer. BC V611 141 1111 li+t 1:171.686 2199 At a 609.68h 2199 11. 604 O85 2991 CUT Response RFP # 003722 - Oa(dand and Genesee County, MI hours a day, seven days a week with guaranteed response tunes and resolution targets for problems across four seventy levels. Courthouse JMS even includes an error handling Web Service that automatically aunates a trouble ticket with the Courthouse Technologies support desk if and when ertor messages are encountered You should choose Courthouse Technologies because: 1. Courthouse Technologies, Ltd. is the only company that can provide Oakland and Genesee County, hmth your ideal solution. We have unparalleled knowledge of the jury process and the expertise, and expenence to make the conversion to a Web -based jury platform as easy as possible. A key factor in making this project successful, 2. Using multi -tenant meta -data, Courthouse JMS provides the most flexibility and the greatest out -of -the -box configurability of any commercial jury management system This allows Oakland and Genesee County to use the business rules you need without paying expensive extra fees for customizations and configurations. 3 The peripheral software systems we propose are authored by us, not by a turd party vendor. As a result, they integrate seamlessly with Courthouse )MS and provide greater functionality with less management than any other solution. This allows Oakland and Genesee County the best opportunity to "go live" with a complete solution to the quickest way possible. 4. Courthouse JMS is the only commercial-off-the-shekf (COTS) Web application for jury management available on the market with the experience you require. There have been 12 other counties in Michigan to sign up with us in the last 10 years with similar requirements to Oakland and Genesee County s. "11he architecture of out proposed solution provides the greatest fit m support of the Coures needs, both now and for the future. eo11101-- rul+n dumps, Lin S,,,, 310-GoI Wbl C.,,d. Streeq vabmuv , B+ vG8 161 '1111"rf 61l,ba9 2199 IEnI1 ppq 685 2149 Id, 604.685 2941 �s CH'r Response RFP # 003722 - Oakdand and Genesee County, MI Courthouse Technologies proposes to Implement the following integrated systems, based on Oakland and Genesee County's requirements: Courthouse JMS is the only commercial -off -the -shelf (COTS) Web application for jury management available on the market The architecture of our proposed solution is ideal for Oakland and Genesee County as it provides costs savings on hardware, infrastructure, and data management services. CoLuthouse JMS is a server -based jury management system (that uses a Web browser to render its user interface) that has been designed, from its foundation, to serve users from a single, centralized server infrastructure Courthouse JMS is both the easiest to use and most flexible solution for jury management available from the comineicial market. 'Die system's user interface is modeled on Microsoft Outlook, includes personalization functions so that users can establish preferences, statistical dashboards, views and color themes, and provides a variety of configutation features that enable functions to be tweed on or off as required. The system employs an embedded report component and viewer so that tepotttng functionality is "decoupled" froth the application. Reports can be custom-taflored for each location, and the Court can modify predefiried reports without impacting die usability of Courthouse JMS foi other locations or out other customers. General Benefits • Integration Courthouse JMS provides the tightest possible level of integration between tie core jury management system, and out interactive voice response system (Courthouse IVR), Web -based juror qualification system (Courthouse eResponse), mobile device system (Courthouse MDS), and imagimag system (Courthouse IDS) as well as 3rd party systems such as accounting and case management systems. • Modern Development Techniques Courthouse JMS is developed using the most modern development techniques: n-tier architecture, component based, truly object - oriented with extensive code reuse. • Hardware Independence. Courthouse JMS is built: for the iMicrosoft .NET Framework, a technology platfoi rn that enables hardware independence. • Ease of Use. Courthouse JMS is modeled after Microsoft Outlook It maxnmzes user experience by using Windows panes and views, makes extensive use of navigation through calendar and custom views, and makes efficient use of screen teal estate, so that you don't have to navigate through countless screens in order to perform a function. • Personalization. You decide the functionality that you need and the styles that you prefer. Foi example, if you don't use a 2-step qualification and summons process in your court, you can turn the 2-step functionality off. Don't like the menu names or Field labels? You can change them too. • One Code Line. The hardware independence, database portability, and personalization features of Courthouse JMS allow us to maintain a single version of the software for all of out customers, regardless of what their unique requirements might be With one code line thete are fewer bugs, and a better user experience. cow 11--, Teehnoluyws. LUI Srtlle 310-611 West ( mJuva Street. Vanmirver at. V6B 161 t511 L PG 871 b85 2199 Nbe 60 1.68 5 2199 (d. bt15 685 2991 CHT Response RFP # 003722 - Oakland and Genesee County, MI • Web Services. Courthouse JMS makes extensive use of Web services to take advantage of API's provided by other useful web tools like Google, Skype, and Microsoft -based products to increase efficiency and automation. • Multi -Location Access. Courthouse JMS is specifically designed for use in multiple physical locations. Users can define whether they want to create, and consume data just from their location, or fi.om multiple locations • Recover Technology Investment Directly. You can host Courthouse JMS not lust for use in your own location, but also for use in other jurisdictions or locations (such as municipal courts). Those locations require no information technology infrastructure otliet than a PC and a browses. • Make Your Operation More Efficient. You can the flexibility of the system to experunent with online panel assignment (creating panels prior to attendance), icgionahzation of your source list, juror scheduling and on -call provisions, etc... Courthouse eResponse Courthouse eResponse is out Web -based self-service application for )urors. This peripheral product allows jurors to: • View general infounation about jury duty and the court they are required to teport to. They can also update their personal information - work and home telephone numbers, address, date of birth, and more, • View their current status (direct from the JMS), the requests they have pending, and the disposition of requests. • Make requests to be excused, disqualified, deferred, or postponed and leave detailed messages regaiduig their requests. • Pint theft own Attendance letter complete with dates of service and amounts paid. They can also fe-print their summons or questionnaire • Schedule themselves a reminder email or a reminder call (if you also use Courthouse IVR), a kind of "wake up call" for jury duty. • Choose to be notified of the disposition of their: request by email or telephone (if you also use Courthouse IVR). • Use Google Maps inside eResponse to get dtrections from then residence to the court with a click of a button. Courthouse WR (Interactive Voice Response) Courthouse IVR is our IP-based, fully digital self-service application for the phone This peripheral product allows jurors to: Call in to the court 24/7 and listen to general information about jury duty and the court they are required to report to Prospective jurors can hear their current status (direct from the JMS), the requests they have pending, and the disposition of requests. Update their personal information - work and home telephone numbers, date of birth, and more. C•,.LLlaou.. Tuhnulogtey, LW Su"e 310-601 West Cmdovd SIMIi, V."".."' BC V61, 161 1411 fe E a V 1 685 J199 runt 604 GNi 2199 5 b 61)4.GH9 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI • Make requests to be excused, disqualified, deferred, of postponed and leave detailed messages regarding their requests. • Schedule themselves a reminder call, a find of "hvake-up call" for jury duty • Choose to be notified of the disposition of their request by telephone. • Receive custom automated of manual outbound calls from the court. Courthouse IDS is our imaging system and is the most effective way to collect the information from returned summonses With Courthouse IDS, you can create a questionnaire inside the JMS that mirrors your mailed questionnaire and/or summons. You set up questions to have properties that may disqualify of excuse a furor based on his or her answers on the summons or questionnaire. Useis can determine whether or not an image scanned will be used for a couruooin package used during voir dire and subsequently picot it as part of your courtroom package when needed. Courthouse JMS uses integrated logic to compute the data collected via Courthouse IDS (via Optical Mark Recognition) into meaningfal results in determining the qualificitto is of a prospective furor. You can view images inside the JMS, including incorrectly completed questions and make a detetmtnatson of how to proceed. For example, based on the tesponse, the system can identify whiich records are qualified, which are not, and why, and can automatically update the Courthouse JMS database. Courthouse IDS is more than just a storehouse for images, too. With IDS you can actually map data to fields from die questionnaire to be captured as part of the juror's record. Furthermore, data captured from the questionnaire can be consolidated with the other ways in which jurors may respond to their summons (such as via the Web by eResponse) and printed as part of the courtroom package used during vor dire. Courthouse IDS requires no propnetary foams -- just a regular summons, regular printer ink, and regular paper. Unlike Scantron systems, there is no proprietary hardware to buy and matntam - just a conventional desktop imaging scanner. The juror can use any wasting instrument they want. They aren't restricted supply to #2 pencilsl There ate no separate modules and no separate files to manage. Batch scanning and database updates are done from within the JMS user interface What is the best pact of IDS? According to our customers, res 100% accurate. COurth®use Kiosk Courthouse Kiosk is designed for jurors to perform self-service functions without the need of engaging court staff. Although a stand-alone ptoduct, Courthouse Kiosk integrates seamlessly with Courthouse JMS because all aspects of the kiosk's ach umstration including questionnaires and letters ate managed from jury uuanagement system. Courthouse Kiosk comes with a barcode reader and uses a touch screen that allows jurors to complete questionnaires for qualification, print vouchers or attendance letteis and attend themselves. You can even get a kiosk that dispenses cash for juroi paymend With multiple luosks available to the public, they can reduce the staff time consumed in handling attendance functions, doing data entry from questionnaires and, printing service letters or checks. Courthouse I4'tosk offers your prospective jurors an alternative to using the mail as a method to interact with your jury department, thus, saving you money. Ceua (�o�x ft �hnU6$�u], 11d Sw1c 310-W1 West Cofaovo StreeQ VAICOuye r, BC V6B Ib( NO LAY, 8716W 2199 Poem 60-1681 21119 1; 60 1 6892991 CUT Response RFP # 003722 — Oaldand and Genesee County, MI 10 M• l 1• • M_1M• Courthouse Tablet gives court. stuff the tools they need to make then: jury operation completely mobile and gives them an easy, alternative way to check -in and attend jurors. Courthouse Tablet dramatically reduces the need for lineups that slow down your check -in process and provides 1 touch attendance capabilities on a convenient touch -screen interface. And because Courthouse Tablet is completely integrated with Courthouse J1AS, everything you do shows upright inside the JMS when you sit down and log rti. `Iliere's no cumbersome use of batcode readers, desktop computers, or paper! Because the JMS gives you the ability to set the system how you like, all of your settings will also be there on Courthouse Tablet. Alladministrative functions are also driven right from within Courthouse JMS. You can even enter voir dire results, juror attendance, and check juror histories. In this service, as a byproduct of randomly selecting pools (or qualification wheels as the case may be), data consolidating pools from all of the Court's locations is made available for electronic transfer via a Web Service built into Courthouse JMS.'Ihe use of a Web Service here eliminates unnecessary file handling by personnel and ensures data is transmitted securely and accurately. Courthouse Technologies uses this data to provide a number of valuable, cost saving services. It cuts down undehveted mail by 90% and allows us to provide you with the best possible postage rate (approx. $0.385/summons). First; the data is run against the National Change of Address registry, NCOA "return codes" are analyzed for juror eligibility, and address information for the selected jutots updated. Second, summonses are then punted using the correct, updated addresses. Updated data is then transmitted back to Courthouse JMS. Wliere a prospective juror has moved out of the jurisdiction, the summons, at the Coures option, may not be generated and the prospective juror record may be automatically disqualified in Courthouse JMS. Thud, the printed summonses are sorted and mailed at fast-cliiss, pre-sort postage rates (currently $0.385). The savings from the discounted postage rate and lower production costs are then passed on to Oakland and Genesee County. All of this occurs automatically on a scheduled basis, opaquely to the user, wuhm 24 hours of cleating a pool. Pools created in multiple locations are consolidated into the scheduled run so that they can rely on just a single transmission of the data across all locations Courthouse SMS is designed for users to send text messages to jurors about anything :elated about their jury service. As part of Courthouse JMS's conunumcattons center, Courthouse SMS integrates seamlessly with Courthouse JMS because all aspects of the administration including automated and manual messages are created and sent from the jury system. Courthouse SMS offers your prospective jurors an alternative to getting emarls, phone calls or "snail" mail. It is quick and efficient, sending your custom message within minutes of creating it. You can send a text to one juror or as many jurors as you like, all at once, thus, saving you time and money. CbwtNmui 1«I,nolo0'u ud Sufic 3lu-GUI Wcst L.�dova SV¢q van6nrvvr. HC WH 101 IlH1 iF Ulf ball 21911 Heir GOA.Ga S.z 199 111 GUS Gas 2991 CIIT Response RFP # 003722 — Oakland and Genesee County, MI 11 CourthouseCloud Courthouse Cloud is a turnkey hosted solution for Courthouse JIVIS It provides off premises hosting in a Class "A" facility, with the underlying infrastructure that can he scaled to any demand. So, regardless if you ate a court that sends out half a million summonses a yeat or 5 summonses a year, you still receive the best quality of resources in maintaining your jury system. You receive daily backups, built-m redundancy, state of the art security, port monitoring, server maintenance, a disaster tecovery plan, and 99.99% guaranteed no "downtime" with full hardware replacement Courthouse JMS and all other products and services we offer are already installed for you right now so Courthouse Cloud provides immediacy that installed software on your own servers cannot provide. You eliminate your maintenance costs like employing a data center, power, cooling, network services, backups, a disaster iecovery plan and staff to run it all. Courthouse eFay Courthouse ePay is a payment method we offer that allows you to pay jurors via an email and a PayPal account. Requires nothing more from the juror than diem email address which jurors can provide in eResponse; • Works with current JMS payment methods; 1-touch setup to pay jurors Courthouse JMS and PayPal take care of the rest; Provides full verification and authentication of juror email addresses and their connection to a PayPal account; 0 Provides the electronic documentation for reconciliation; and, 0 Provides ability fot court and jurors to donate their fees through PayPal. Courthouse Tablet Courthouse Tablet gives court staff the tools they need to make their jury operation completely mobile and gives them an easy, alternative way to check -in and attend jurors. Coot thouse Tablet dramatically reduces the need for lineups that slow down your check -in process and provides I touch attendance capabilities on a convenient touch -screen interface And because the tablet is completely integrated with Courthouse JMS, everything you do shows tip right inside the JMS when you sit down and log in. There's no cumbersome use of barcode readers, desktop computers, or paper! Because the JMS gives you the ability to set the system how you like, all of your settings will also be there on Courthouse Tablet. All administrative functions are also driven tight fiom within Courthouse JMS. You can even enter voter dtte results, juror attendance, and check jurot histories. Crnn111--Crd 5urtv t10-601 West CQIdOVJ Slrcc4 VPUpOIIVCr BC V69 10 1 Nkf-I'F 811-6852199 P-4W 60A 6852199 1�' 604.6852991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 12 At Courthouse Technologies, we develop sofrivare and technologies specifically for use in die management of the jury process. We are a specialized, boutique software company. Jury management systems ate all ive do. When you contract with Courthouse you benefit from an enduring commitment to excellence in jury management technologies. We are comprised of career jury management expects as evidenced by the resumes of the key personnel we have allocated to dris project. Courthouse Technologies was incorporated because cornmeicial jury management solutions have not kept pace with market needs. We brought together the best developers with specific expertise and experience in die jury management field to bring a new, innovative jury management solution to market. Prior to starting Courthouse Technologies, our founders and principals have designed, implemented, trained and supported users of juts( management systems state-wide in New Jersey, 21 counties; Iowa, 99 counties; Mtssoun,114 counties; New Mexico, 77 counties; Arkansas, 75 counties; Rhode Island, 5 counties); province -wide in one Cana(han province (BC, 24locations), and nationwide in two nations -- in the United States (the 94 Districts of the U.S. District Courts), and in tie United Kingdom (the 78 Crown Courts of England and Wales). Courthouse Technologies has extensive knowledge and expertise working with State AOCs in Michigan, North Dakota, Oklahoma, New Hampshire, Florida, Pennsylvania, Texas, the Province of British Columbia, and the National Center for State Courts, having integrated with their Jury Manager's Toolbox. We axe a financially stable corporation with latge clients who include the local governments of Fulton County (GA), Tarrant County (TX), and Kmg County (WA); the government of the State of Oldahoma; and the government of the Province of British Colutubta, Canada. Our Dun and Bradstreet credit report ranks as in the top quartile in our industry for Paydex score, Commercial Credit score, and Financial Stress score. We have long standing banking relationships with top -tier Canadian banks We have sufficient operating revenue and discretionary lines of credit to finance virtually any jury management system project where necessary. Most importantly, Courthouse Technologies has extensive knowledge working with counties in Michigan with 12 successful implementations. Courthouse Technologies is interested in patnerpatmg in the G2G Marketplace and will extend pre -negotiated, blanket purchase agreements and contract to public bodies that participate in G2G Marketplace and will provide ongoing support for solutions implemented fox the RFP Team and through G2G Marketplace C�+OI 11N4x Teclvmluplu, LW SULL' 110-401 West ( mtluVa Streel, Vanmuveq b(. V(.a I L.1 1,11 01( a9/ 685 ),I )9 I .GI ^ 6" 1 684 2199 �+, 604 68, 2991 CHT Response RFF # 003722 — Oakland and Genesee County, Nil 73 q[,j i=,41`t`7K=".i llil?eta 1. The provision of cxistinK 1`1' pr<rducls and/ur scru-ices Ii+r {;ovcrnrnent drat could be made available as cloud computing solutions. Inelnde with this description ftec and fee -based (subscriptiiou and one-time) offerings. Response: All of Courthouse Technologies' offerings arc available as cloud computing solutions, Courllrouse Technologies offers a private cloud, hosted solution for our jury platform called Courthouse Cloud. Courthouse Cloud is a turnkey hosted solution for Courthouse IMS platform (All of the options in our Proposed Solution above) and provides off premises hosting in a Class "-A" facility with the underlying iniiastructw:e that can be scaled to any deman(L So, regardless if you are a court that sends out half a million summonses a year or 5 sunntnonses a year, you still receive the best quality of resources in inaintailung your jut), systertr. Courdl(ose "1 CChnologies provides 2 licensing options for obtaining our)NIS platform One is the purchase of a perpetual license to use the Sofhvatre. 7'lie County may also subscribe to the SummonsDirect Service in connection with the purchase of this license. The license is a site -wide license to use the Courthouse Technologies products, so Oakland and Genesee County can have as man}' users as diet/ would like. A discount of 25';io off the license fees applies to this purchase because the Court requires multiple peripheral products. The second option is a site -wide term subscription For all products and services. ,lbe 1}hysical implementation and project method are the sane as the purchase of a peq)ctual License, including installation, twining, project management, annual support, and the SummonsDirect Service. However, under this plan, Oakhutd and Genesce Count} will not own a perpetual license to use the sofnvarc, Rather, it is a "pay as you go" service bundled with SummonsDirect and costs substantially less than purchase of a perpetual license. -111is is usually done on a term contract and includes die same discounts that apply to the perpetual license option. 2. The provision of existing cloud -based IT products and/or services for government. Include with this description free and fee -based (subscription and one-time) offerings. Response: As mentioned above, Courthouse Technologies offers a private cloud, hosted solution for our jut , platform called Courthouse Cloud. Courthouse Cloud is a turnh-cy hosted solution for Courthouse JMs platform (All of the options in out Proposed Solution above) and provides off premises hostung in a Class "A" facility with the underlying infrastructure that can be scaled to any demand. So, regardless if yfou are a court that sends out half a million summonses a year or 5 surnmonscs a year, you still receive the best quality of resources in maintaining your jur)' system, Courthouse Technologies provides 2 licensing options for obtaining our fNIS platform. One is the purchase of a perpetual license to use the Software. The County may also subscribe to the SurnmommDirect Serf=ice in connection with the purchase of this license. The license is a site -wide license to use the Courtdouse Technologies products, so Oakland f-'omllluuq; "(ovluminprc4 l.'d. ;.pifC llllddif 41oN (lq'ppY-f iln`rt, 4 ni. uliYrq 11C VM1[i JUI r (t%/.LflS ll`I'I ( fiOl,hry }.119!1 i 1�1 LL[+HS.I'1!11 CHT Response RFP # 003722 - Oakland and Genesee County, MI 14 and Genesee County call have as many' users as they would like. A discount of 25',�, off the IiCCnSe. fees applies to this purchase because the Coutt requires multiple peripheral products, The second option is a site'wide tern-, subscription for all products and services, The physical imp let tentation and project method are the same as the purchase of a petpetual license, Including installation, training, project management, annual support, and the SummonsDirect Service. However, under this plan, Oakland and Genesee County will not own a perpetual license to use the sofhvare. Rather, it is a "pap as you go" scr%oice bundled with SunuuonsDirect and costs substantially less than purchase of a perpetual license. This is usually clone on a term contract and includes the sane discounts that apply to the perpetual license option, 3. Description of future or planned IT products and/or services for government (local installations or cloud solutiolls) for government. Include with this description free and fec- based (subscription and onetime) offerings. Response: Courthouse Technologies is always constantly adding onto our existing jury system platform with new developments. We have recently developed die ability to send text messages to jurors and arc about to release additional functionality that allows jurors to have a test conversation with jury system about their information about jury service. We are contunuing to develop onto our existing platform that will allow you to Cnt])tnniticatC. with the public in the easiest most effective manner so you can increase your juti, }Meld and decrease the number of summonses you retail carry year. 4, The provision of a sustainable business- model supporting use of the Respondent's products and/or services through a five-year period. Include in this description tiny proposed changes in offerings that will occur over this period. Response: The hardware independence, database portability, and personalization features of Courthouse JIv4S allow us to maintain a single version of the software for all of our custanters, regardless of what their unique requirements might be. With one code line there are fewer bugs, and a better user exl,etience. We provide Hotfixes and full releases of the CHT Platform as part of annual support. Dull releases are typically twice a year with Hotfixes being released as needed. As mentioned above, we offer an option of a site. -wide term subscription for all products and services. It is a "pap as you go" semce bundled mith Summ-ionsDirect and costs substantially less than purchase of a perpetual license. This is usually done on a 5-year term contract providing you with a sustainable jury system for the future, S. Respondents must identify if they currently provide products and/or services to the RI "Team or State of hMichigan Departments, Divisions or Ageocies, or cities, villages or townships located within the State of -Michigan. if the respondent currently provides this solution under a contract that would cover services in this RFP, such as Millid, please provide the contract number and contract administrator. Response: Courthouse Technologies currently contracted to provide products and services to 12 different counties in the State of Michigan. 'They arc; fu,u11h.—.T.dvodo(Iiu, LLd� utle J10-1,01 co"II d,11� tibrrl, Vepunv. m It( V08it. 1 It: UTI.nRh.!IU9 .: 6ll LOit'.G191 GILLGkb. RS'tl CHT Respunse RFP # 003722 — Oatdaud and Genesee County, A11 15 • N[acomlr Count}=, N11 • Washtenaw Counhr, MA • Berrien County, A-Il • St. Clair County, NIT • Saginaw County, l41 • Kent County, NIl • Ingham County, Nil • St, Joseph County, N1I • (;alhoun County, N11 • Van Buren County, Ail • Otsego County, NI I • Cass County, Nil G. Respondents must identifV if they currentlg participate in any existing governmenl applicatilm store, wtzricc portal, or marketplace. Response: No, Courthouse'I'echnologies does not currently participate in any existvng application store, service portal, ur marketplace. Gri.rr ll�r�o.. l'ecfinuL u, lie.,, Ltd. t�pR 3111-OIII YVv>t inuinv:r il,eel. V.urugrvel, tic Vial 101 r 879.685.),199 b041.8'r,1199 LII4.08r..299I q�22'" Oat'd3Y'd and Genesee GOunt}> Zvtl Gtti t Rcs4p°sC gyt' # (t0 eiAs �sto aov tjaVLeq yjSu 14 `ocl,�No sollArIL Yitocattons Cen � roan4thCY .r 1 ti ti � sc be in place b eta a�fectinuldePen �n LN gtet n'u tevctii tiny to use system (ln °Tact Go 5t be a17i,e etxdcil Ytv to C-; l& ' stbtc tk e ncrio t°YCO u 1 ae� b`d fen nt(s, L�ssoctaClt� tot. ,i'Oxn `� p5pC>Sn f0+ Co re u a to a c° t —r'_ 1 EtU u1 1 1 l plea o 5� a ll 1pc}rt evtsacte'etd da a tan 5 C3titi nylltt\ to C tO IISYxC v bOiyJ*,4 tS5 �ZClvibets� eCtiOT1' of ufut our, ei b'i rand° axances he bGctionakt �e ce O °f a SGcd 1 t°t' exito ,tio earn% t.y",x� L3 lbiri co��ss Ynb�Y p °O» 11- ` tele�rxsians Tcnt inte�a i 1 1 4aGc �tintit oux e ice the ey onse y'.tel I eb `� ti nxee R :p d iV R .. '�- 'Yes y'es Go10"eVA5 to �oxtbye. 1� bas the gybed on sexy Panclbi £oould c �tcn�` e not d panes but Of a of �t5Oln f C5X tojitCY �ntci7:5 C,U to tCt}, be .a c1 [te tea xanat, v�; is b tc . on cot�xen f f his l ot.\ us a 'Ale GO ucs nse oY el eS ' U1tC $) St xag onj ci sp h "� . in 13 tuse o sce sect ons to �� and t "iz}xi comes v`-idYc rt Q'I't ' C.alu j° c Zutc to "� e 'l�esppt'$a RFr # 003722 - �aldand and rtjeuesee CO N'lI CHT l ±> i A V _ --'�dlizationinformation l Yes t U �r als tar zeP+>xt nr - CTad>cr ,-pcctfi ve`+ and • relatve to ctlCal Clara at; 17e1' prop ide specific juYoz usage sq ti.ent , including I S guprcrae Co u� ReperringiLNT 1i uxeld (see ? 7 I'" I3 weir juror orm report foz :attorne°om juror goes lonnaues dog nloaded £r tint, as a illformanOn lick dovnloadaUle�F l r� that is reclactaUle a defau e size (pee re,pottto create. juror pool fro pecial cases _ . a>urt ar change as tlec�vans inplc size 1 1 } roduce. juror oak,, etc.) 1 Albility to P stcard ox Scantron,l founats (p I .Y t:c "'es *d-,vgC t}Q-Pqt YYCa[ CvrJgn3 9vrery V:v'totuuer. lit VGL'• 1U, ' t ut 17 �ouse (�'Iv can ` uer, Court ailuze to ��' axed to auxomaucall}' send S on each upon re4 n lyascd cotlrxg is :and test message= eaz appear emt chedule and failuxc to aPp jurar rep,)xting _ for sex` x- -�t5 carves with 1t rd xd ltse of Yeports afld data for Courthouse 1 date spec fic ut l nation and tn' also accolnm 1 t:Nd can is orts the staff. aY are standatd "'x entsover and . rt rig uur re q,itrI s et a 11CW rep if the courts reque. — ------ — hangc T`eLAUest process. 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Gt7UYtti !�t'CtdC Cainpane4t, please see-eTseCtlan o Greate a pool urtl ouse }NIS allot, s r use t tr o£ a : `Lz ssa; 1� e can p o de ivulple f n an (.owzhouseTechn° fonllats.l)ependm� umrnons de?igns an r fonnacs are different deigns o please manY ' ae° ma) apply' te��ted,additianalchaz5 `,uanislt,g„k1u+.,�?i ` ;ee sera V y , V 1 GV.S.U�F [l`t) G�•yb5tZ.1JJ5 Osk1a°� and fijenesee �'o�ri,t'47 13 p��xslttV .1 �� xd�vate a �ycatx°ns "--`"`` � xe]atedh`t of }�a d ypeci 15 odexxeadQTs, se"``r`°its, elU` �,tai�: cj x �'evd°L r �axc. �l�aed��atei�e�--��an 1�°tsatxdyax` e: cdb. 1 YoQ{t Z �.tl aboald�an q esn°Snks conl�lLeen ° x .Gc a n , q A ]exn `X to IuTOT ~ 1� e rcn 3n°n In �c dataha E ba ] ] x \,t ked vita Cl as e11 a- Scaatxaa to ttn T S xe U�ntticitC "'ith 1 cte'uro dr°1 ad �jOs ox coeothe � x5 $ a; accdedr exn°`ean deaba T ` �biTt to 4d1-)at capon of canes' � (<ez� xri tc yes �? cas�vxated rocess dy�celettex` cludin abil k(ii 1y alaon}a t zai � d 3. tel at tos tin lob ctface ox to F ox `5 tv eel on d n thx°1 .eb dcs at ri,•s1;s'an } cs *u1t in l `T otiat; unv� baxc° es otn es 3 ` Uti]�eabo e,e1f check -in Uesn°al`an abnxc°de fot ' ]ete utox d to scan x to coctionat ` ` ax bad?O Ult ple. motesod ° (beck f <vt on s i 1 eck in an manaoe assoc3a ' 15 �b �fOx a � o s f desire date E�teadca to Y es °� talsump' cnoa taff ox ?,.{J data (fot 4 dam sole demand lZ p t1u1°xUad�eo�.._ \t 1Vtt^Yc. NI C ji`l VUi r}c' u.lJ }1.111 T.Ja„aleu,`•.. qu, rl000eotS °` ��'LntG U ;ee , . � e goes °a an only.. ; Pl: CHT Response RFP # 003722— Oakland and Genesee County, M1 19 # ADMINISTRATION USER Existing Ability Custom Modification Comments REQUIREMENTS (Yes, No) (Yes, No) 3.0 Electronic and hard copy access to a step by step Yes instruction manual Ability for court staff to modify choices for 3.1 prepopulated screen fields with drop down boxes Yes 3.2 User friendly navigation from screen to screen Yes 3.3 Ability to open multiple windows/Toggle quickly No Because Courthouse JMS is a fully web -based between screens application, certain screens (1.e. juror record) will not allow more than 1 record to be up a tune due to session variables. 3.4 Error alerts Yes 3.5 Ability to add comments/notes m juror screen Yes 3.6 Search/display/sort options without regard to Yes capitalization Remote access to the system -with the same security Courthouse Technologies offers a site license 3.7 level Yes for any product and service you sign up for. Remote access is possible but is dependent on the security policies of each court's IT Dept, 3.8 Ability to handle multiple day trials Yes Ability to create pools for different court/case types, i 39 such as Circuit and District Courts / Peat and Grand Yes fury Abiliq to delete a case, panel, and furor as well as i Users are able to delete pools if no juror on the 3.11 check information per user specified criteria I Yes pool has any active service history. Users cannot delete a juror record Users cannot delete a case but can re -use it at another time. 3.12 Ability to close out a case or panel Yes 3 13 Manually add and/or delete juror to or from a panel I Yes CovMome Te�hnutvyms ua SW 1, 3ID-601 Wen Cordova 51me WM.111e1 BC V615 Iti1 .. 897.GS52199 ,+ 604 G652199 604.6852991 CHT Response RFP # 003722 — Oakland and Genesee County, Mf 3.14 3.15 3,16 117 3.18 3.19 Ensure ease of ability to navigate jurors between/among panels/courtrooms on the same day during JutIr Selection Court specific ability to provide delegated group memberslvp and permission user accounts Ability to produce a random Voir Dire list of jurors to be screened for trial with a set juror number for each juror Lists for juror selection -joint Cause, Peremptory Challenges Prosecutor/Plaintiff, Peremptory Challenges for Defense, Challenge for Cause Prosecutor/Plaintiff, Challenge for Cause Defense, Not Used and Juror Status (for seated juror) Panel Summary Report - to show which jurors are returned from a courtroom during Voir Dire (data updated on reports throughout the Voir Dire Process) Allow for mass communication to jurors (via text, email, etc) 3.21 Allow administrative users the ability to view an audit trail of user actions 3.22 Ability to exclude juror permanently or just I reschedule service Indicator if juror has previously been 3.23 rescheduled 20 Yes Yes Yes Yes Yes Yes Yes fPlease see section on Cc,urdimise ' I;,. User, 1 have the ability to send jurors cmails, texts, and voice calls. i 1 %When creating a pool, users will be notified that Yes j prevyiously deferred jurors ate available for summansing. C..urt6wu• T:rLnub�iics, t W. Duitc 310-GOI W4 t lop d pbO Mr CL NC VGtt I 1 R'/LLBS S19J G+bl.LR51. t'iJ 40 i.r.M5.3Y!11 Cki f Response RFP # 003722 — Oakland and Genesee County, MI 21 Existing Custom # FISCAL REQUIREMENTS Ability Modification Comments (Yes; No) (Yes, No) Ability to produce payment record that pays juror for each date the juror reports including court specific 4.0 mileage configuration with ability to modify Yes rates Ability to pay juror using 4 separate rates of juror pay - half day/full day/first day of service/subsequent days of service (depending on juror's attendance) 4.1 **Rates should be configurable by each court based Yes on what they define as first half dap rate of pay 4.2 Ability to pay- juror on a daily, weekly, or custom Yes basis and at completion of service Ability to pant pre -payment report before actual 4.3 electronic download for juror payments Yes 4A Ability to print and reprint checks as well as provide Yes associated activity reporting 4.5 Ability to pay jurors at kiosk (if one is utilized) Yes Ability to send juror pay transaction/ download 4.6 electronically from juror software to Yes Treasurer's/Controller's Office for payment Have the ability for the system to automatically If the court is requesting a direct integration 47 commumcate directly with banking institutions Yes between Courthouse JMS and your banking insurunon, we unll require specifications. Once we know the specificattons, we can provide a quote. 4.8 Option for jurors to donate their pay to chanty Yes 49 Report showing charity statistics Yes We can create an Ad Hoc report from specifications provided Comorvax Tvclwulu1111 L10 5mt<3W-60I VV$t C.W.1a b ,,r DC VGU ILI - 877 685 2199 s 604 685 2199 6046852991 ..m,v..+...w.......«....,,........+..... 8f,4£A'.X9NMNHu.,nmenn.n..w;.n..„.rv.......,,nv...v.iv.+.tY4'bl CHT Response RFP # 003722 — Oakland and Genesee County, NII 22 Existing Custom # JURY POOL LIST REQUIREMENTS Ability Modification Comments (Yes, No) (Yes, No) Ability to affirm that your jury Management System 5.0 does not systematically c%dude any- groups, zip Yes codes, or populations of people 5.1 Compliance with statutory requirements of random Yes juror pool selection 5.2 .ability to update source list on an annual basis and Yes more frequent basis as needed Ability- to process randomly- selected lists excluding the jurors who seined in the last 2 years for Oakland 5.3 County, 1 year for Genesee County and all 1"es permanently e-,cused /disqualified jurors 5.4 Check new data against data in the system for address Yes changes and name changcs Ability to change juror names and addresses, keep 5.5 lustoty records of the change, and keep financial Yes history records 5.6 Ability to filter jury pool list based on court through Yes I user based roles ELECTRONIC STORAGE OF DATA Existing Custom # REQUIREMENTS Ability Modification Comments (Yes, No) (Yes, No) Ability to scan and attach/'upload scanned See section on !: aryli >u= ° I C)ti- 6.0 questionnaires/documents to jury software system Yes 6.1 Juror abilinr to fill out summons online and have the Yes See section on option to print their badges Allowing jurors to print badges from eResponse would be a change request. Cuurtl.uo>u TccbnoiaVw"-_L0.1->vCe V13-6014t'ot CmJmn strcc[. L'onaopur. UC L'Gu IGI %Y 1.La4.1199 40:,6k 6-2194 W141AS-2,991 CHT Response RFp # 003722 — oaidand and Genesee Count}, M1 U 6.3 6.4 6S 6.6 6.7 6.8 6.9 Ability to permit potent al jurors to perform internet based requests to some of their tecords (phone number, etc) and update information as needed Abihty for juror to t ety their status online through web interface Abiliry to add frequently asked questions section to juror web system hilt to add/upload doctor's excuses/emploter letters, etc. online, notify juryo staff and attach to juror record if accepted by j lylobile messaging/e-mail capabilities for alerts and notifications (as preferred or opted into by juror) Ability for court to create customized summons, �vbich includes perforated juror badge —1 badge must display Juror number Internal electronic sharing of juror lists (alpha lists for attorneys and Judge's lists for the order in which jurors are called up to the box') be available for clerks 6.11 and Judges in courtroom"` Adhere to Jun Procedures as per Z-lichigan Cows Rules of (;rinn nal procedure and Zlich gun Revised Judicature _Yct 31CL600.13U 1 et seq Act ,-,ttp:/ /courts.Iri.gov/Courts/i\iichiganSuplemeCOu rt/rules/Documents%CHAT>TER°/,206,°.o20CRIYIIT I .312.,�20PROCLDt .RE°ia?U(ent rc°'oZUchaptcr>,.pdf Ability to customize or modify online juror questions, and information for each court location without vendor support 1 PRINT REQ11IREMENTS v Ted,ndullie+. L.d. Smty 31t1 GUt V: ct Caiilvv� SIrc R. \'su. uui R, rac ,:cu iu, t;onn,mn. Yes Ycs Yes Yes Yes Yes Yes Yes 23 See section on t ,urdiou•.e eRcslp'17�°e. Z Sec section on 1 Yes 17tis would be a change request to add this to Courthouse eResponse Jurors cannot upload images via eResponse but users can attach scanned documents to arm individual jur0es record. Users arc able to set preference of what n pe of communication Existing Custom Ability `Modification Comments 2& cHT Response RFP ## 003722 — 0aldand and Genesee County, M, —Ve s—,N o) (Xes, Pdo) ` 1 nablc3uty System Users ability to create and documents and ad Yes 7.C1 design specifc custonuzetl letters, court heat (> hoc reports by court and L'sex :fib lit to modi£p z language on } Yes 7.1 questionn"ues postponed and Yes Abilztz- to produce deferred, c�cused, ea_cuse(denied letters to jurors and print customized letters, Yes lbility to produce ng attendance letters, b 'batch orb}' 7.3 rnclud Irndn idual juror XeG yes I 7-+ Ptntpte etX' option } '�7FID1,NTl/ll%' NatCrmatli YO I 1 7.5 I Ablty to ndd a­ documents and printed reports anv or all see comments on L�l tic:at�+lt It ne,.i..'.I tt r Note: If Courthouse SuinmoasDitect is uilacd, summons ch:tngus need to go through CHT• Ph s requiretnent. %vould be a change request_ "4.(. 2100 GJ9.b8y,199'. Y'bti 14� Y,'/L6'LS.Y.'19 - lour\,•"r"c Teclvurlugiee. (tat SWtG i5U (�(\t Y.•C4 I CHT Response RPP # 003722 — Oaldaod and Genesee County, MI 1.1 Appen(fix A Comments Source List Conversion Courthouse Technologies will create a Master Source List from any som ce(s) provided to us by the State of Michigan. If multiple sources are provided (ie. DIv1V, Voters Reg, etc...), we will merge them together (ot you can provide us with a merged list), along with an extract of the customer's legacy jury system to create the Master Source List used in the JMS. Subsequent source list updates will be done with an extract from Courthouse JMS to merge with the new file. Before creating the Master Source List, CHT will consult with Oakland and Genesee County about any jurisdiction -specific rules or business piacuces related to the merge/purge process to ensure both parties ate clear on what actions will and will not be undertaken These include but are not limited partitioning the data by jurisdictions/regions, flagging exemptions/undelivered addresses, etc... Both parties will sign off on ties process before work will be undertaken. Along with National Change of Address Registry, Courthouse'Technologtes will use its expertise to make sure we locate and merge as many duplicate records as possible within the agreed confines of Oakland and Genesee County's requirements Once the Source List creation/update is completed, it will be installed in your Test environment first for testing before installing into the Production environment. In a typical implementatton, the user group runs both the legacy system and Courthouse JMS in parallel for a time. Use of the legacy system is phased out as qualified jurors summoned under the legacy system report for jury duty and complete their service (under the legacy system), Use of Courthouse JMS is phased in as prospective jurors are qualified and summoned under Couithouse. JMS. As part of phasing out the legacy system, you will declare a date after which deferrals (a.k.a postponements) will not be accepted under the legacy system, and a "cutoff' date for when the first set of prospective jurors will be summoned to report under Courthouse JMS. As the "phasing" continues you reach a point at which the List tutor summoned under the legacy system completes their service and the first group of jurors summoned under Courthouse JMS reports for service (the "go -live" date). After the "cutoff' date, the legacy system may provide data sets that are useful for populating Courthouse JMS. These include establishing: prospective jurors already qualified but not yet summoned, the summoned date for prospective jurors selected to report and tutors who were petinariently disqualified. Once established, this data will be used by Courthousc JMS as we perforin source list (a.k.a. Master List) data management work. Your Project Manager will be asking you for further information and materials in this regard, including an extract from your legacy system. You will provide information as to the layout and format in which we would like to receive that data. While there ate differences in the database design of your legacy system and Courthouse JMS, they were originally built by the same developers. We expect to be able to work with the Court's legacy data for an easy and seamless data conversion. car Response RFP # 003722 — Oakland and Genesee County, MI 26 Courthouse Technologies does not provide computer hardware, communications hardware, cabling, operating system software, database: sofhvare, and other software for premise connectivity. Courthouse JMS is built on a multi -tier logical architecture. The system can be deployed on different physical tiers, making the system to fit an appropriate balance of performance, scalabllity, fault -tolerance and security. ti typical deployment aught be done over diree physical tiers as depicted below: Typical Deployment of JMS over three physical tiers 4� Hosts production q oftesponse \\\ " Public facing Web Server 1MSi*. accessed - with web browser User PC new I lots 1M5.md (B5t 6ftC5pUii5C q 0 SQL Database Server JMS Application Server Ci,, l'I uv Tedmid1,q&I, Ltd suite 310 601 WoN Oluin'u hQ"(. Vi... 1, It(' VI+a It,1 i... 147""/.p8S.2 199 Ln i.[,tl b.!I99 1 601 GH} 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 27 JIVIS Application Server reauirements: Intet(D Keon@ X5680, 3.33Ghz, 12M Cache 12-16GBRANI 2 x 300 GB Haid Delves (one for OS, one for applications) Microsoft Windows Server 2012 Microsoft .NET Framework 4.x Internet Explorer 9.x (IE 10 recommended) SQL Server reauirements: IntelOO Zeon(R 15680, 3.330hz, 12M Cache 12-16GBRAM 2 x 300 GB Hard Drives (one for OS, one for database) Microsoft Windows Server 2012 Microsoft .NET Framework 4.x Microsoft SQL Server 2012 eResDonse/IVR Web Server requirements:. Intel® -Keon® L5520, 2.26Ghz, 8M Cache 8GB RAM 100 GB Hard Drive Nficrosoft Windows Server 2012 Microsoft .NET Framework 4.x Internet Explorer IE 10 recommended User PC reauirements: Intel® dual core, 1.8GHz Microsoft Windows .ZP ptofcssional or Windows 7 4GB RAM Internet Explorer 9.x (IE 10 recommended) Bar Code Reader requirements:. We recommend the Symbol LS2208 batcode reader. IDS Scanner requirements: Twain 1.8 of higher. Munmum 300 dpi in duplex mode. Document feeder. Duplex scanning supported. CHT Clients recommend: Canon unage FORMULA DR-9050C imaging scanner. t LW Snte 1M 601 Wl5f LurOava Mi 111' VOncuuveq bC V614 I b I lilt trF.0 871b9S 2199 11WR (104 68b 2199 Id. 604 685 2491 CHT Response RFP # 003722 — Oakland and Genesee County, MI 28 Hard Drive capacity requirements. The hard driven capacity requirements depend on factots such as total number of candidates in database, number of suirimons sent each year, number of documents scanned and attached to a candidate tecoid Database server and Application Server Typically exeiudinlr the Operatinff System, a free storage capacitjl of 300 GB each is tequued fot SQL server and the Application server. If database and applications are deployed on a single server then the free storage capacity required is 6000B eResponse web server eResponse web server is connected on the public facing side of the network hard drive capacity of 100 GB, User PC A free storage capacity of 50 GB is sufficient for usei PC Network Access requirements: Application server requires access to database server. Production eReponse web server requires access to database server. Uset PC(s) requires access to JMS application server, Pre -installed Software requirements. Other than the operating system, NET framework and Internet Explorer listed above, SQL server is required to be installed on appropriate server prior to JMS Installation. SMTP Server requirements: Jurors can request ieminder notice via email when they login to cResponse. SMTP server is used for such email notifications. If used, SMTP server details are requited. VPN Access Courthouse. Technologies require VPN access to all the servers listed above, except the user PC and the SMTP server. Virtual Environment Courthouse Technologies can be implemented in a virtual environment (example - VMWare 5.1). Cutj I th uux TWIII lWyi s, Tall S4ItC 310-601 W<'t (m<lato Street V211h,UVCq SC VbH 101 Ili( het. Hit bRS 21,39 FbNpx 1,04 681, 2199 7l, 604 W8 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 29 Jury System Reports/Letters Courthouse JMS uses an embedded reporting component and viewer (Crystal Reports by Business Objects) so that reporting functionality is "decoupled" from the application. Thus means that on top of the standard reports the come with the JMS, we can custom develop a set of reports specifically for the County (as a change request,) without impacting the usability of out product for our odict customers. At the beginning of implementation, Courthouse Technologies will conduct a review of the business requirements defined in this RFP with the Coures appointed project leader and user group. Thtough that process Courthouse will obtain all necessary sample documents, reports, and electronic files and file layouts to meet project deliverables. We will specify all custom repott tailoring and costs (if any) discovered thtougli the business requirements review process iequtted to meet project deliverables in a functional specification document. That document will be delivered for review, further refinement, and signoff by State's appointed project leader. As important as having custom reports is, we have gone one step further in making the reporting functions in Courthouse JMS ptovide the most useful impact on the State Not only can you print all reports to any network printer, all tepoits and correspondence can be electronically exported in multiple formats including PDF, Word, or Excel. Being able to export to these formats allows authorized users to email each other attached reports rather than printing them and wasting paper, These waste savings are not limited to just printing but also storage, By exporting them to PDF, Woid, or Excel, court staff can now keep electronic versions of any report and file them on any computer or server for badmp, saving valuable facility space and malung them easily accessible for future use. In addition to our standard .reports, Courthouse JMS provides the ability to publish and view ad hoc reports with the JMS's ad line repott viewer. These can be developed in-house or by Courthouse Technologies as part of a change request. Standard Reports Offered Courthouse JMS uses an embedded reporting component and viewer (Crystal Reports by Business Objects) so that reporting functionality is "decoupled" from the application. This means that we can custom assemble a set of reports specifically for the Court without impacting the usability of out product for our other customers. Any of our predefined reports can be modified by the County IT department, third party contractors, or Courthouse'Technologies. Standard, pre -defined reports include: • Yield report • Juror usage report • Daily usage report • Pool Status reports. • Excused report • Disqualified report • Deferred report • Non -responded report • Pending letters report • Pending requests repoi t • Previously deferred report Courtlwu.. Technulogms, Lld 5int, 410-6UI West C111d.11 S"eeq Vnncunvep B( Vbtl ILI I lfll iIPU 811 681S 2199 B10� 604 bdS 2I991-614 6952991 CHT Response RFP # 003722— Oakland and Genesee County, M1 30 • On -call usage report • Excused/Disqualified statistics • Source list statistical report • Permanently Disqualified report • Failure to Appear report • Daily Attendance report • Mailing labels • Juror ballots • Panel seating chart • Jury seating chart • Transfetred repott • Case Costs/Fees Paid report • Piepapmentrepoit • Financial Audit report • Check log • Certificate of Service • Payment/User Conflict report • Quarterly Juty Costs report • 1009 Report • Yield report • Jury Utilization report • Case Costs/Pees Paid repott • Payment/User Conflict report • Quatterly Jury Costs report Standard Letters Offered Standard, pre -defined letters include: • Disqualification Approved Letter (Qualification Step) • Disqualification Denied Letter (Qualification Step) • Excuse Approved Letter • Excuse Denied Letter • Deferred Approved Letter • Deferred Denied Letter • Disqualification Approved Letter • Disquahfication Denied Letter • Postponed Approved Letter • Postponed Denied Letter • On -Call Letter • Non Responded Letter • PTA Letter • Certificate of Service • Attendance Letter CuuLLimux 4,11111 b91«, lid Surte 310 601 Wes! C... J,, d Wt,'L W.11".Seq 11C V66 161 HII I I U 891-6H61159 164v1 604 b85,1199 It, 604.6812991 CHT Response RFP # 003722 - Oakland and Genesee County, M[ 31 Custom Reports/Ad Hoc Reports & Letters Courthouse Technologies can provide the Court Nvtth a set of custom-tailored reports. In addition, it provides the ability to pub&sh and view ad hoc reports. T is is because Courthouse JMS uses an embedded reporting component and viewer (Crystal Reports by Business Objects) so that reporting functionaht , is "decoupled" from the spphcation. Tlvs means that we can custom assemble a set of reports specifically for the Court without impacting the usability of out product for out other customers but also allow Oakland and Genesee County to produce any ad hoc report they require. Court6on>. Nd',.1u4— L"I Stu to 310 wI West C.,d. 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O ' N, , p a , 's % �� x a u 3o(0znoSPtxar ati u �, ooa;uSx7Q 3 z r rAOP n�onyv1 d°/�tizdnai3 �� oOcSx�y°a a aSnoLio^s dwtup Vt dv Obal w 5 Z a n ry J da x eoa a a z n a ,»p ( SS a ' u' a j a am x ° iC� m as - ©aszax ox °tuonos v� at�s axLP x asnoti ° roI <� ototstt rsots.-^ °ec �yTddeS4�t Ltd " SaaasaZi 1� a1i }a a {`a1Lr "lot, £ n3dv` ZZL 4 ono4�a rya asP°ci�v0 .` aayaua� p r Si'L CHT Response RFF # 003722 — Oakland and Genesee County, MI Define your sources of mdustnt-accepted system Arch-06 hardening standards (for example, Center for Internet Security (CIS), ISO, SANS Institute, NISI) Describe your software development process and if/how, Arch-07 you utilize offshore teams Please include information about your security process for passing information and code Arch-08 We require providers of external information system services to employ appropriate security controls with local, state, and Federal laws as well as applicable regulatory requirements. Can you explain your experience in complying with these? Arch-09 Define all channels that you offer your product through (On Premise, SAGS, PARS, IAAS, etc.) Arch-10 Define the interface options and transmission methods offered by your application Arch 11 For custom components, after the components are developed and implemented, who owns the source code? 33 functionality, change requests, and releases before we issue them to the customer. Courthouse Technologies uses 1Vhctosoft's best practices and procedures for system hardening We do not use offshore teams for any development Courthouse Technologies does its best to adhere to all applicable State and Federal laws. To our knowledge, as of this year, we have not come across a scenario where we were not in compliance unth any specific law. Courthouse Technologies offers 4 channels: 1) On Premise Perpetual License 2) On Premise SaaS 3) Hosted Perpetual License 4) Hosted SaaS. Courthouse JTMS comes -with an'TxTort Definition Wizard" that allows customers to define and export information from the JMS in the txt or aml format Courthouse Technologies can also "spec out' additional work to have a direct integration -,with any number of different systems (i.e Case 1\Ianagement, Financial Nlanagement, etc..) Courthouse Technologies owns the Source Code, unless a contract is reached where the customer buys the source code along with the perpetual license. 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Be detailed in the specs used for the testing and the OS used �\rcli 2Q Arch-21 Arch-22 N}laat is die recornmended back-up strategy for ;'our software along with recavery tine: Describe the provision of security' features and controls that arc at ailable in your solution for government, including configxrt2u0n, administration, tra ntenancc, support, any available customization Identify whether v our products, setvlces, and/or proposed soli ion are cut -re subject to an' security regulations or compliance such as HIPAA, PCI, etc. Respondents should include infonnation about the status of their compl grace with any relevant regulations ,Arch-23 Please indicate hoNv, you handle AutheruicatiOn/Securiry (Active Direcro -v, other) Arch 24 Is any third parr' software or applications xequixedi If so, please describe Arch-25 Please provide your DBMS requirements and use of Software and communication protocols, if applicable to Your solution(s) Cmrrm.nn. TcobnuWplFc�,l-ip_burte 2lUGOt yVhl Tur<la,a �o-ret, \4nCous'ea UC' VG[, IUI fi%J.f,ESh.L I'J'1 35 If the VNI enviroznnent and physrcal machine spe arc the same, Courthouse lS operates the same. We have about 5VO of our clients using \,'M vs. a physical, standalone server. See the comments on Pailti 1`,:tt {+1It} li ri r,t;l+hl�tl�1.1i1+rt1S. See the comments on _i c5 _n <_+ti \,n.int<<g_W,% Courthouse Technologies is not gorexned by array regulatory body-, however, py[S is an internal application on the local intLanet, so the courts recur t pally;- will remain in place. Out aryl itecntre for cResponsc is fleuble enough to tit into any courts secunty policy such as us rag a 3-ties implemenrauon where on the Ul is accessible in the public and the remain rag business and data access tiers are secured inside the courts firewall. We also adbete to each customer's State Laws as it relates to jury management. Counllouse J;\IS uses. pphcation Level Security Courthouse Provide the folio« ng Regwred Th rd-Part Products: o SAP Cxvstal Reports Viewer far 1`isual Studio .V ct for use in connection With Courdouse JNIS; p I,vlicsosofr Net Framcwork 4.X for use inconnection with Courthouse JNIS; See the continents on ! c_c}Iltit::v .yn:htr n ry. CHT Response RFP # 003722— Oakland and Genesee County, Nil 36 Arch-26 Please provide the minimum client workstation and See the co hardware requirements including operating systemcomments;on J�IS ! larr.i ca t k uu1 rt l r: n«. Tnternet Browser, etc. Please roti-idc our virus protection methodologies for all If the customer hosts the JJtIS platform in their environment, the P rch-27 hardware 7 P customer is responsible for environment and virus protection. .arch 28 Does your product require a Java Runtime installation? if yes, please describe hoer your release cycle facilitates keeping current Nvith the frequent security patches required for those products Arch-29 Does your software support SAML 2.0 Claims Authentication? Arch-30 Does your solution provide customized reporting capabilities E%plam tic solution. if there is additional cost, please provide in io,' t, i.(: We do not use )ava Runtime. We do not use Clams Authentication at this time. Courthouse JMS comes - with Ad Hoc Repotting using Crystal Reports. If the customer w shes CHT to perform work, it is on a case by case basis. Arch-31 Provide a typical /sample architecture diagram for your See the conunents on the JA'IS 1 xhiiic:il lrihttec r an t. proposed solution CuurtLuox tS:dn�uWJi... Gd ]uite 3lU-601 N'at CorJota ]hcrt. Vane.+mrr. 6C V61i I U I 6046e S.1191 LU LGRS. Pl91 CHT Response RFP # 003722 — Oaldand and Genesee County, MI Annual Support Courthouse Technologies will prmide technical support by telephone, email, and Web to designated Court staff twenty four hours a day, seven days a week through our Annual Support programme. Thus serf i will assist Court personnel with any sofhvue deficiencies, training of other support issues that may arise from time to time. Annual Support includes unhurried user access to our Customer Support Center (CSC), located in Courthouse JMS. Tlitough the CSC, customers can open and view the status of support cases, attach screenshots of unexpected issues and ascribe a prionty to those cases that need immediate attention. They can also access a large and sophisticated knowledgebase of articles that empower fast solutions. Users can also view online naming movies any time should they need to review some forgotten "how do I do that?' Even further, Courthouse ]MS includes an error handling Web Service that is integrated with out Customer Support Center network. The software itself can automatically open a support case with all the diagnostic infortnation needed to resolve customer issues. All problems that result in the opening of a trouble ticket with the Courthouse Technologies support desk are assigned a severity level that reflects the impact of the problem. Seventy levels range from Severity 1 (the most critical) to Severity 4 (the least critical). Guidelines for seventy levels are defined as: Severity Level 1 problems are when euots prevent the customer from operating processes critical in the movement of prospective jurors to and from court Severity level I issues include, but are not limited to: an inability to record attendance, an inability to create panels of prospective jurors to assign to a case (where jury pooling is used), or an inability to return unused or challenged jurors from a case (panel) back to the pool (where juty pooling is used). Severity Level problems are when etiors prevent the customer from operating processes that are not critical in the movement of prospective into rs to and from court, but which severely degrade the customers ability to perform the most common business processes. Severity level 2 support issues include, but are not lmuted to: an inability to create pools of prospective jurors, an inability to print summons, an inability to process juror requests to be excused, disqualified, or deferred, an inability to edit a juror's record Severity Level 3 problems ate when the customer is not able to use certain functions that are not critical to the operation of the systeni, but which degrade the customers ability to perform the function. Seventy level 3 support issues include, but are not limited to, an inability to create reports, an inability to change system parameters. Severity Level 4 problems ate when certain functions are not operating as designed, but the customer has circumvented the problem and the problem is not seriously affecting operations. Annual Support service level targets are: IN 'J"{l Illllul'I yp�CJIIIW ��I��I �iil'ihliq "L'�I�il ^V�'IW "•l lilli l''il✓;1�h'I�WI•i�lil'ii�'4��illi�'�' iW'x i�'Wlllua J �JW�JWiVWrY��i�Vl�l h�:brlL I.� I Level 1 30 minutes 4 hours Level 2 90 minutes 1 business day Level 3 90 minutes 3 business days Level 4 90 minutes 5 business days Annual Support service also entitles customers to Hotfixes and Service Pack releases at no CUT Response RFP # 003722 - Oakland and Genesee County, MI 38 additional charge. Annual Support Seance will commence immediately upon completion of training Warranty Service Response to System Problems Courthouse Technologies warrants that the delivered software will function in accordance with the specifications described in this Request fot Proposal and the Agreement into which we and the County of Oakland and Genesee will enter. In the event of significant malfunction of the Courthouse software, provided that the Customer promptly notifies Courthouse, we will use all commercially reasonable e£fotts to correct any fault occuiting in the software, other than faults caused by the intentional of negligent acts of the Court or the Courts employees or independent contractors, or by the malfunction of the Courts equipment, or materials. Irregular Support Calls Because Courthouse Technologies Support is 24/7, no charge will be wade to Court for seance calls outside Contractor's normal working hours and as necessary to meet the needs of the Court Remote Support In the event of softwate failure, Courthouse Technologies will make support personnel available in order to make a remote connection to the Court's servers to resolve the issue. Emergency Support Because Courthouse JMS is a Web -based application, when a request for emergency service is received from Count, CHT provides support staff, twenty -foul (24) hours pet day, seven (7) days pet week by phone, email, or our Customer Support Center to diagnose and fix any software malfunction or failure. System Emergency In the event of a system emergency, CI P C shall- prioritize Courts emergency; escalate the issue within our organization as necessary to resolve the emergency; use its best efforts to correct the emergency as quickly as possible; and, maintain continuous work until the emergency is corrected to Courts reasonable satisfaction. Hardware Replacement Courthouse Technologies recommends that the County acquire all hardware from their. local hardware vendot to ensure that in the event of a hardware malfunction or failure, that immediate support and resolution are achieved in quickest possible t rieframe. If the court decides to purchase hardware from CHT, the server hardware quoted comes with 4-hour "Mission Critical" support, which includes, among other things, expedited production of new systems or availability of loaner systems. Support/Re-Boot Notification In the event that CHT tequires to re -boot the system or perform any action that could lead to a system to -boot or any other adverse condition, we shall fast notify Courts designated Cuurtlu+u�� 1 LW Suite 310-60, Wes[ CoMa" S4fel, Vallmwer. B3 VGU I I "9➢1. 19 89L085 2199 FV UV' 604 686 2199 i i; 60-1 68S MgI CHT Response RFP # 003722 — Oakland and Genesee County, MI 39 Project Manager and obtain permission before proceeds tg. Thus condition pertains to both remote and on -site conditions. Courthouse JMS is a "commercial -off -the -shelf' softwaw solution. It is offered "as is, where is" and is not guaranteed for any particular purpose While it's developed to be as flexible as possible, you may discover during the Business Requirements Review (or later on in the project) that there's something that you really need that the system doesn't curiently provide or something in the implementation that you need that is currently not in the project plan. Not to worry, we're not inflexible about making changes Your PM will document the change request (software or implementation). If it is a change to the software, your PM will enter it into our Customer Suppoit System. The impact of the change will be evaluated in our office. We'll be loolnng at both the benefits as well as the impact such a change might have to you and to other Courthouse JMS users. If it's something that we feel would be widely beneficial, well do our best to include that change in the next release of the software free of charge. However, if the change is unique or specific to your requirements, we spec out the change, document it and may provide you with a fixed price quote to cover the costs of the woik, Roles and Security Courthouse JMS employs roles -based security System administrators can define toles that can perform certain functions, and assign users to those toles. Examples of the various types of roles the County might consider are: System Administrator, Bathff, Deputy Bailiff, and Clerk. Each role is assigned a series of functions which can be performed by users belonging to that role. For cxatnple, only those users -with a tole that pennits them to approve and post -payments can issue payment. Daily Backup Recommendations Production Databases We recommend that you integrate daily incremental backups of the production Courthouse JMS databases with your internal backup procedures fit the King County Superior Court installation there are two separate instances of the database, one that stores the Seattle and RJC data, and one that stores the Municipal and District Courts data. The pioduction databases are installed on the machine CTSCI{DATA01: ■ jmsprod_mun = data store for District and Municipal courts • jinsptod_sup = data store for Superiot courts Production File System Folders As Courthouse JMS may also use the file system to store certain information like documents and voice messages, daily incremental backup of certain folders used in production is ate also recommended. These include the following foldeis on the CTSCI{JURYAPPS01 machine: • C:\chtsites\jmsprod_imin\CourthouscjMS\dots CoauUwuu No, nolup�ca, UO `mtc 310-00( We+t ( mNava htmet, Vaocouveµ BC VGO )bI bll irVM nil {1N9 2199 ¢u4w GU.1 hgS 2199 " OOq 68" 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 40 C. \chtsites \j msprod_mun \CourthouseJMS \ways ■ C:\chtsttes\jmspxod_sup\CourthouseJMS\dots • C:\chtsttes\lmspxod_sup\CourthouseJMS\ways We recommend that you integrate weekly full backups of the databases and file system folders described in #1 above with your internal backup procedutes. Periodic Backups Production Application Files Periodic backup of the JMS application files should be conducted. Pioductton application directories are installed on the CTSCKJURYAPPS01 machine and include the following folders: ■ C:\chtsites\jmsprod_inun\CourthouseJMS\ C:\chtsites \jmspiod_sup \CoutthouseJMS\ Test/Training Application Files Test/Training envixow-nent application files that should be periodically backed up ate found on the CTSCKJugTst machine and include the following folders: • Ct\chtsites\jmstest_mun\CoutthouseJMS\ • C:\chtsites\jmstest_sup\CourthouseJMS\ Test/Training Databases It is also recommended that periodic backup of the Test/Ttainng environment databases are conducted. Test/Training databases can be found on the CTSCRJCSANDIVLAN machine: ■ jmstest_muri = "Pest data stare for District and Municipal courts ■ lmstest_sup = Test data stote for Supenox courts Test/Training File System Folders Test/Training environment file system foldeis that should be periodically backed up are found on the CTSCKJuryl'st machine and include the following folders: • C:\chtsites\jmstest_mun\CoutthouseJMS\dots • C:\chtsttes\jmstest_mun\CouitlhousejMS\ways • C:\chtsites\jtnstest_sup\CourthouseJMS\dots • C:\chtsites\jmstest_sup\CoutthouseJMS\ways Backups in Support of a New Release Prior to installing a new release of Courthouse JMS, a full backup of all Application files, database files, and file system files (both Prod and Test/Turning) should be conducted, Copies of the CmnUwux TeJmuWgm� Ltd sulte 110-b0I Wes( (.,(IUw street, V, ,.",eq TIC VUn 101 rnii fire 87/68, 2199 POP', 604 OHS 2199 [0 604A85 299i CHT Response RFP # 003722 — Oakland and Geuesee County, MI 41 current Production application files as well as the previous ielcase should be kept. We recommend that new releases of Courthouse lMS be "staged" in your Test/Training environment and tested by you user lead priot to migrating new releases into the Production environment. Technical Architecture Courthousc Technologies Jury Management Solution has been designed to use an n-tier logical architecture in order to overcome many of the weaknesses that make the development and maintenance of 2-tier/Ghent-Sewer applications much more expensive. In a 2-Tier application • The complete development accumulates on die PC. The PC processes and presents information which leads to monolithic applications that are expensive to maintain • PCs are considered to be "un-trusted" in terns of secumy, i.e. they are relatively easy to crack. Nevertheless, sensitive data is transferred to the PC, for lack of an alternative • Increased network load. since the actual processing of the data takes place on the remote client, the data has to be transported over the network. -As a rule this leads to increased network stress. • Data is only "offeted" on the server, not processed. Stored -procedures are a form of assistance given by the database provider. But they have a limited application field and a proprietary natute • Application logic can't be reused because it is bound to an individual PC -program • The influences on change -management ate drastic: due to changes in business policies or law, application processes have to be changed Thus possibly dozens of PC -programs have to be adapted because the same logic has been implemented numerous tunes. It is then obvious that in turn each of these programs have to undergo quahty control, because all programs ate expected to generate the same results again • The 2-tier-model unplies a complicated software -distribution -procedure. as all of the application logic is executed on the PC, all those machines (maybe thousands) have to be updated in case of a new release. This can be very expensive, complicated, prone to error and time consuming. Distribution procedures include the distribution over networks (perhaps of large files) or the production of an adequate media like floppies or CDs. Once it agaves at the user's desk, the software first has to be installed and tested for correct execution. Due to die distributed character of such an update procedure, system management cannot guarantee that all clients work on the correct copy of the program. Coindmux TecLnululilu, Ltd S"ae 310-601 West (UWO .) SUCet. V.111oWNe(, nl VG" WI ii II IPVt 09/l85 2199 Pin, G"4 Gbh 2199 s?: GO.1 G"5 ).99I CHT Response RFP # 003722 - Oakland and Genesee Coumty, iVtl N-Tier Architecture The following diagram illustrates Cot rtbuuse jMS 5-tict architecture. Prescnta iot Laver This tier renders display and Collects user input. The user can use anyn-eb browser in order to interact wide the system. User Interface Layer This tics acts as an iflm nediar between the user and the business logic, taking user input and providing it to the business logic, then returning results to the user, Business Object Laver The Business Object Layer prm ides all business niles, validation, manipulation and processing for the application. Data Translation laver ,y���.E ti .5�&:v �zi3e�)iry .4�a„t•..: x=yet 3q '�d y�[°Y YI "�3a ll: ,tl , Workflow Layer j] _ N, l Business Rule Layer(s) ) Data Layer _ ---- -------------- Date Layer (Stared Prd(*ttures) - - The Data translation Layer acts as an intermed ar between the business logic Curl data :4Daly ; K:" nanagcmeut. It olso encapsulates and contains all knowledge of data access technologies, databases and data structures. Data Storage Layci Physically creates, retrieves, updates and deletes data in a persistent data stole. The Physical Model &2 By ensuring that the logical model has enough tiers to give us flelibility, we can configure our application into an appropriate pbysical atchitecture that will depend oil our performance, scalability, fault-toletance, and security reepuircments.'I'lic more physical tiers the include, the worse our petforlmtnce %-tin l be —but we have the potential to increase scolability, security and fault tolerance. -lbe logical tiers will be mapped against various technologies as illustrated in the table below: 1-1, 01vo—Tetlu,nioil)es, LN I. lui lr 111) b0l VV,,t Cuulnbe Stlon. Vm111,u:I, IIC Vbb IIil I�: 117Y.fiRS.l iy!1 gyd.hN S.l I!l9 btl•LGH9.2J11 CHT Response RFP # 003722 — Oaldand and Genesee County, 1411 Presentation UT Business Logic Data Translations Data Storage Vleb Browser — Asp .Net Web farms ,Net Busuicss Objects (Class T,ihrary) ,Net Data Access Objects (Class Library) r1 SQL Database Server 43 Deployment Scenarios There are a variety of elcployment atcl itectures that we reconunend depending on the different requirements of the various applications that comprise die Jury R-larva enure Sulu on. 1 The following 3-tier architecture provides the best balance between performance and security for die core Ji�IS application, corporate Five'Vda Only well known, trusted users have access to the core PIS application, 'trusted users will have access to secure, welt known machines vvith web browser access to die local imranet. Only these secure machines, inside the corporate firetvall w ll have access to the serve where the core lMS application is deployed. A secure Wcb Saver contains the User Interface tier, the business logic net and die data translation der. AR three tiers will sit on a single web server inside the corporate frewall and this server vvill communicate with the data server that contains die SQT. database to persist our data. inIntern Userternal Useral >7 JPA S User Interface Layer j = Applications that are exposed to external users often have E adclitional security requirements. By making use of a t Proxy server, the can provide a secure access point for exrernal users to be granted access inside the corporate firewall. 1 The J\-iS 5-tier architecture provides flexibility- to a ftr more secure model of exposing self setvice applications to unknown external users. As shown in the following g diagram, MIS Ejtiainess Objeck Layer JMS i}ataAccase Layer E SOL Deta $tore t'nullh•mno'TrduodoUluo-,LUl. Svitr liU LUI Wt'el t:nui.,, 111eel, vmx,u,,,m Itc V(M to N'll As:S.%1J) 69LGNS.lIJI G6-0.Okh, /q)i CHT Response RFY #j 003722— Oakland and Genesee County, M I t;,.arwol'are Fit ti�va�Vd (`Internal f internal User l User s I gg g ims User Inettlacelayer - JMS Susiriess Object Layer h JMSData Access I 0 4 eRespanse -. 6usines's Object Layer aRespanse�tata _ =--AcCes Gayer p. Sell Datestere - .,_, ,.....mow .... .�v�,r� ..... User eRasponse User- - Interlace Layer . User ri4 In the example above, for out cResponse applicwtion, we do not make use of n proxy to grant acccss inside the corporate 6tewall. Instead we have a web setset outside the corporate fiewall that all external users can access. •I•his server only has the user interface layer which acts as the in crinediary between the users' browser and the business object layer. It only knows what is to be presented to the user and in what format. I fence any insecure access to this serer would be lunited to only that information. We could also make use of a proxy server 61 this scenario for secure authentication as shown below. Cvnu6uuae'D+Om-0uyVe..l.l.l.\niIY JI0-601tic VUH 161 +I+' il'J➢.L85.11 J] - Gpd.GBh.?I)J -bI54.L8!el9!II CHT Response RFP # 003722 — Oakland and Genesee County, MI Internal l FInte.r.nal R user B Aesponse,User interface Layer JMs.User =---- Interface Layer 9 JMs Business aResparjse Busine o6JcetLayer_ ssD6Ject t Layer - JMS Data Access eflesponee Data Layer- - lti6peaa Layer f�L>SaiaStnrs Business Continuity, Fault Tolerance, Scalability External User f IT Proxy Server �xternal User as Courthouse INIS has been desilnned specifically for scalability. Scaling up is best suited to improving the performance of tasks that arc capable of parallel execution. For Courthouse) NN, there are fete areas where parallel execution alight apply. Scailit>g across works best for handling on increase in workload or derroind c„ a;,t Web Server and has the added benefit of providing fault — i I Client toes I web server tolerance through redundancy. While scaling I p of scaling RCIVSS are not mutually Chord Balancer I_ web Sarver I 1 exclusive, we anticipate that any change in client f Web Serve, 1 requirements beyond what we have described as ininimum would liltelybe web Farm addressed by scaling across. Because of the --------- --' 'Imission-critical" nature of the jury operation, it may be achrisable to create some pleasure of fault -tolerance through redundancy by creating a Web farm. In the Web firm approach, multiple servers are clustered to provide redundancy and giving failover capabilities, while at. the same time <o,lninn�x TcJnudnyln., L41 L a, I1n W I I tVeal tbuWvn Slrtel, V."lu onus. BC VfIU IITI I�. i1'fL08S 1 V19 6114l,rlh.?199 60.1htlrt2e91 CHT Response RFP # 003722— Oaldaud and Genesee County, M[ 46 making it easy to add capacity. Fault tolerance may be nuttgated altogether by pursuing an aggressive backup strategy (several tunes pet day), The decision ultimately comes down to how highly available does the JMS need to be to satisfy the requirements of the Court. Application Level Security In addition to the nilierent security that out underlying architecture ptovtdes, the Courthouse Jury Management Solution ptovides both toles -based and menu level application security alloNvitig us to define user access rights to every page in the system. We make use of the .NH"I' provider model for roles and memberships. Our membership provider supports password salting as well as the following configurable parameters - Password folrnat="hashed" Defines the password format to be used —we provide for encrypted or hashed password formats. One way hashing provides greatest security. Max invalid nassword attempts=".5" Defines die maximum number of invalid password attempts before a user is locked out of the system. Password attemnt window="10" Defines the invalid password attempt window, for example 5 invalid password attempts in 24 hours would lock out the user Min required password lenstlr="1" Min required non -alphanumeric characters="()" Password stretr>rth regular expression= If a more secure password is required, a password expression can be used to validate password strength, for example a valid password must statt with 3 alphabetic characters followed by 1 numeric, i special and 2 alphabetic clear actets. Enable nassword retrieval="false" Only available if using encrypted passwords. Hashed passwords can not be un-hashed. Enable nassword reset="true" Only available if using encrypted passwords. Hashed passwords can notbe un-hashed. Reauires auestion and answer="false" Only available if using encrypted passwords. Hashed passwords can not be un-hashed. Defines a reminder question/ answer when user has forgotten then password. Requires unioue email="false" Write exceptions to event Lop,="true" Writes exceptions to the windows event log. C'uunhuu:a Tcch nulu0le�, ud Sw le 210-601 West COI d.Vd Sheet, VaniOuveq Ill V6o Ip1 rill CI C! 671.685 2199 rAOUa GOq 695 2199 11, 6014 685 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI aMOM 111111111111111 x Number Requirements Attach a typical implementation plan including Tasks, Owner of Task (Vendor, RFP Team) and Timeline. The following phases should be identified: (7 Project Management: Contains activities to manage the project. Technical Design and Installation: Contains Imp-1 activities for solution configtttation. u Security: Contains activities for establishing and maintaining security controls. Education, Marketing, and Policies: Contains activities for training and promotion. Cl Implementation: Contains activities for solution launch and disaster recovery, n Post Implementation Support: Contains activities for solution support. Imp-2 What is your typical duration for implementation? Does your implementation include customization to Imp-� software? if not, fist cost for customization in the cost response tables Imp-4 Based on the provided solution options, who would configure the solutions(s) (Vendor or RFP'Seamj? 47 Was See Comments on -c„m „t \\ +>rk ,md scmcr,. See Comments on Pre,gu See Comments on \I.Cnids 1'1'+,:ri[ C)('I<•ttit'i �. See Comments on lin,i ct ltan.,:*r tre:ar �t7nt, +.tc lr. See Comment. an 1'r qt_<r f+.l,pia++=un<_nl i?l;ui. See Comments on t ,nnnuuican!,n 111nrn. See Comments on 11i<k assc:,>. it,n. Sec Comments on tcc"hni :al :1ct.}rin crtur. Sec; Comments on Oki, typical i nplementation 6-9 months depending on the number ofproducts and services utilized. Please see the comments on r _}ian; c;R(anar rtnerri. The con{igu ation of the system will be split between CHT and the Customer. Imp-5 What is your expectation support from the RFP Team 11he expectation from the RIP Team is to petforro and complete during the implementation? the tasks assigned to them related to project in the titmeframe agreed upon. Bost tasks for the RFP Team need to be completed in order Coonba=x'Trohnol�.9,n, 1,4. `.v;tc 3IV 60l i'1'<'rl Cmd�+c+>trrtt, Vi'I't l 1. Lte Y4N IGI tl"/].(+g}11ll9 GG,.GII>119*J G(1A.!.:]:_s991 Oa1Ja¢d a1'a GeTtesee Cast;, Nil Gli`F �esQonse RPP ��-�`� tir. tv'£'e n daca vva?-6 pleas enr; t «p= JO a ft area d 0 ki�l � l e tte�t aric Y°x K1 m pex£oisn ac'- Idly°ch�e ue he s}'cte es- EoL xeaeTto h 1P z�td co e1 to C Ck 5ton n t.0111Y1CiltS CS1C t°LC lyi e Y°�h11t eII mex. -,,:—fo Ca lypi t° e testa xauut to llrationp a.kcstj'i te5, aPP tXeotilf�.e4c.d� �enChotl lvc £ Tod-', °S}�7i AA ti` ulcl s`, Ste / s c method Eax tc,nsi� �,+li. t is x°klout. ar F ax t p°x tc li` e '' y IdC mp nca°t pt° t px° ce °mcnt4 ot1 tree .1 ,•1}l-ll =`r� � GGUSIIC' i It co; 1c 1 , ll �G�; is h do°p1 etc. p1eznet tad ° zk , °x ° lznk' S iw tak' �x°�dedsv1 eb l a ed asa? c c az' Is toy 1cd Tl��� eC Eox Sn�'teu�1G G 1xnP t5 to cOsc, ji u ?Tor 5ed rcs 13 se desctSt}e , yc px°k Ti data ���----' <ol on llow {ox cleat' oQn� 41s�©� Y/mp_1u ,zn1t ua apzctxc' the ` aca tvlenj`� p *IC so1�C o to tcs team GnP"11 does n inner a $ep ould ti the cce" t i12 AEcl°a3ha`east Sir -- Stf" YOM1` it . 1U bUl Q'esl lart,3u "� .. ol} is cs, cov5vl nts ° it a1�ge �cs c xUl tde d �accey>to t k 4C} tN't till Sd6." .. 4,tY\,PK�.71`Jn avt sca E°t6atg. t. Phase se encixc�tv�`e't CHT Response RPP # 003722 — Oakland and Genesee County, N11 49 Scope of Work and Services This is a typical Scope of Work and Services. Each Implementation will custor=,c the Scope of Work, CHT will... provide a site license to use out system for juty management, Courthouse JMS, Courthouse eRespome, Courthouse 1VR, Courthouse IDS, Courthouse Kiosks, and SummonsDttect: our data cleansing, printing, and mailing service, and CHT Source List Update service; • Ptovide the following CHT Software: o Coutthouse VIS, July Management System; o Courthouse cResponse, Interactive Web Response System; o Courthouse IVR, Interactive Voice Respouse Systern; o Courthouse IDS, our imaging system for Courthouse JMS; o Courthouse Kiosks, self-service jury luosk (not including hardware), o Courthouse SMS, text -messaging service; o A subscription to Courthouse SummonsDirect, data cleansing and summons production/mailing service. a The subscription to SumnhonsDitect is based on the Customer's estimated annual summons or questionnaire production of 5,000, the "Annual Estimate". o If the number of documents actually produced annually with SuhnmonsDitect (the "Actual"), exceeds the Annual Estimate, Courthouse Technologies will charge you for each additional document printed in excess of the Annual Estimate at the per summons rate described below under Project Charges. Those charges will be billed monthly after you Leach the Annual Estimate and continue month to month until the paid of the annual term. The Actual will then become the new Annual Estimate for the next annual term. o If. the Actual is fewer than the Annual Estimate, Courthouse Technologies will credit you the difference between the Actual and the Annual Estimate at tlhe per summons rate described below under Project Charges unless the Actual is fewer than the Annual Estimate by 25% or more. In the event the Actual is fewei than the Annual Estimate by 25% of more, Courthouse 'Technologies will adjust the Annual Charges for SummonsDitect according to our then prevailing, published rates at the volume of the Actual. The Actual will then become the Annual Estimate for the foregoing annual terns. If the total revised charges are less than the total charges you paid for SurnmonsDirect based on your original Annual Estimate, Courthouse Technologies will credit you the difference between the total revised charges and the amount you paid based on your original Annual Estimate, and, • Provide the following Required Tlnrd-Party Ptoducts: cuts iO uux TYM1 no[ogtt>, LLd slete 310-LOI West Cuttlovd SiTeet, VOncouv", R( VGn IC, I W16nc 8/1.6851199 PABIO 6(M 681, 1199 IA, 404 69f, 2991 CUT Response RPP # 003722 — Oakland and Genesee County, MI 50 o SAP Crystal Reports Viewer for Visual Studio .Net for use in connection with Courthouse JMS; o Microsoft ,Net Framework 4.Z for use m connection with Courthouse JMS; • Provide the following CHT Services: o provide an expert jury management consulting resource to conduct an on -site Business Requirements Review with the County's appointed uset committee to gather configuratton and reporting information and to ensure that all requited functionality is included in Couttlnouse JMS; o provide project management services to coordinate all aspects of the project; o provide i iteration of a consolidated, County -vide jury summons design, free of charge -- subsequent design iterations will be billed at CHT's published, prevailing rates; o use a founahzed change request process to provide flexibihty to manage the scope of the project which may include, but is not limited to, requests for additional development; o consult with the customei on any required or desired customizations to modify Courthouse JMS so that the County's CMS application can be used in connection with Courthouse JMS. The deliverable from this phase will be a defimuve statement of work and price proposal for phase two which would he the development, testing and deployment phase The pricing for this consultation is included in our Cost Proposal; o pipeline source list data from the Customer's current juty management system to the Courthouse JMS database or install a new source list— active data from the legacy jury management will be transferred to the JMS database only as mutually agreed; o provide an expert Courthouse JMS installation resource to work with Customer staff on installation of Courthouse JNIS in a framing and a production envitonment; o provide a 3-day training session to the Customer's staff for all locations at Customer's premises; o provide training and support materials including an electronic Installation and Administration Guide, a paper and electronic Quick Reference Guide, and an electronic full Reference Manual; o provide an expert jury management "go-hve" support resource (2 days) at Customer's first "live" location during the first days that jurors report under the new system; o provide 24fi7 customer: support by telephone, email, and WWW through our Annual Support program, which sendces will commence immediately upon completion of training; o provide warranty service wherein we will remedy, (at our expense) any deficiencies with the software identified for its lifetime; and, Cowliluuu liih"olo0lm, Ltd Su", 310-601 West Cmcluva Street, Vnnmuveq 6L V(.Jl Ipl (III Let 97/.68S 2199 PWI G04 66S 2199 Ne 604 G69 2991 CRT Response RFP # 003722 — Oaldand and Genesee County, MI 51 In consideration of the above, the Customer agrees to: • Appoint a pioject leader to act as the single point of contact with CHT; • Appoint a user -committee who will participate in the Business Requirements Review and who will assist CHT and the project leader to gather configuration and reporting information and to ensure that all required functionality is included in Courthouse JMS; • Assist CHT with project planning including creating a project timeline, and in implementation plan; • Provide support personnel to provide "first line" support as an initial point of contact for any support issues or questions. Tins staff will be in contact with CHT Support personnel; • From tnne to time piovide the assistance of the Customer's IT personnel, • Provide CHT with remote (VPN/remote desktop) access to Customer seivets to assist with system installation and configuiaUon; • Provide all computer hardware, communications hardware, cabling, operating system software, database softivate, and other software for premise connectivity; • At the Customer's sole option, license and install the following optional'Third Paity Software for use in connection with the CHT Softwaie: o Google Maps API key; and, o Skype for Windows; • Provide required USPS postal permit for use of SummonsDirect. o If you have an existing local permit, please supply us with your local Permit Number, Perrnit'I'ype (Pernnt lmprmt type is strongly recommended - additional costs apply to Pre -cancelled Stamps), and city/state/zip code of the Post Office that issued the permit. o If applying for a new permit, please complete USPS form 3615, and present it at your local USPS Business Mail Entry Unit (BMEU) along with two forms of identification and the applicable permit fees Once the permit is issued please provide us with the Permit Number, Permit Type and city/state/zip code of the Post Office that issued the perimt. o You will need to deposit and maintain funds on account -with the USPS to cover postage • Promptly pay all One2fuxie Charges at the commencement of this project. All Annual Charges are due upon the commencement of the service. euu,MU,. IiJ,nulogj­, Ltd Suae 3W-603 Wes[ C0;60 a btreet, Vancouver 13l VOL3 101 flit trN 87J 695 2199 f IM'e 604 Orb 2199 V' 604.695 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 52 Project Strategy Asa group of )tity management I'T ptofessionals we have implemented, trained and supported users of )uty management systems all over the world We are a specialized, high expertise, boutique Software Company. jury management systems are all we do. Courthouse Technologies has developed a tried and tested methodology for implementing a jury management system on a Countywide level. Below, we have listed some of the mole important factors in a successful strategy to managing an implementation: A Clearly Defined Scope — Make sure the project's objective is clarified and make sure both the customer and vendor are on the same page. Set a teahstic target date for completion and what expectations ate for both patties to meet this target. CHT accomplishes this by making sure the Statement of Work, Implementation Guide, and any customizations are all clearly documented and signed off on by both parties in custom Project Implementation Guide Work Backwards — It is critical to keep a timeline and checklist identifying when each critical step in the project needs to be completed. The most efficient way to do this is to start at the end and work backwards since it keeps the project's completion at a defined target. In a project with CHT, we start with the County's desired Go -Live date and work backwards on each individual action item to ensure we stay on schedule. Make Good Use of Time - In any project, some steps need to be completed before you can start the next. However, many action items can be done at the same tune. It is important to know which is which and schedule these action items accordingly. Make best use of the lunnted time you have available in order to stay on schedule and meet your deadlines. We achieve this by using the task/action items list in our Implementation Guide to make sure the items that can be done at the same time are, Have a Contingency - You may discover during implementation that there's something that you really need that the system doesn't currently provide or something in the implementation that you need that is currently not in the project plan. That is why it is a good idea in any project to have a contingency fund for these occasions. If you do not end up using it, great! However, tune and money are always in limited supply and you want make sure the project as a whole remains within defined scope. Courthouse Technologies will recommend a contingency of $10,000 for a project of this scope and size Stay Focused On the Next Task - Delays ate commonplace during a pio)ect. However, their impact can be mitigated when the individual focuses on finding solutions to the problems instead of focusing on why the delay occurred. Stay focused on the next action item to stay on point. We have found the best way to do dus is through regular meetings with your Project Manager. .Regular Update Meetings - Gather the team together on a tegulat basis to report on progress, identify problems and hold each other accountable. This means you discuss action items, confirm acknowledgement points and sign -offs, and follow up on project ptogiess. For a project of this size and scope, we tecommend having a meeting once a week if not sooner during critical times of the pto)ect. Could toil se TW I ooluuies, Ltd Smtr310-OOI West tmduva tiUec(, VaOoouV�q 13C V66161 LII[PEI 87/.6892199 P,,I,a p0-t 6852199 1?• 604.6852991 CHT Response RFP # 003722 - Oakland and Genesee County, MI 53 Meeting Project Objectives Courthouse JMS has been designed for use in a County -wide implementation. With 60 successful implementations completed, we have the project management experience and expertise to accomplish the project objectives. Below are some specifics on the strategy we will use to ensure a successful implementation in Oakland and Genesee County: Product Implementation Guide At project luck off, Courthouse Technologies will provide Oakland and Genesee County - specific Project Implementation Guide which itemizes all stages of the project, identifies project risks, lays out jury "best practices", and provides a detailed checkhst of every action item required for a successful project. Your Project Manager will be using this document through the project to make sute your implementation is on track. "Go -Live" Support Courthouse Technologies will provide technical personnel on site at each of the three pilot locations during die lust 2 days that )urors attend under Courthouse JMS. Personnel will assist with training or technical issues as required. Phased Rollout of Products and Services Depending on how many products and services the County signs on for, we recommend the using a phased approach to the implementation. This means the court should not go "live" with every product and service all at once (especially if you have acquired our full platform) but instead, roll out a basic package to start. This will allow users of the application to get comfortable with the new jury system and gradually add in more products and services in an orderly way Training and adaptation is much easier which will ensure jurors, users, and the court are not overwlichned by too much technology all at once. CourtLuu.e rulluulu.pen, LW %111tC 310-601 Wept Caldnva slmeL V."i<uuveq aL V6a 101 1 M I II Pe 811 6851199 V140 604 68' 3199 14, 604-681, 2991 CHI Response RPP # 003722 — Oakland and Genesee County, ;v1T GANNT Chart -typical -ask name _ Execute Contract 1 day < ' Project Kick -Off Meeting 1 day 5 - Project Management 173 days 5 Esme�4e4urxmant5 i.e>ie.» 6aays - Tedndcfia kc•: ' adays g lrctallzt>n&Ccofigurabon 17 days 9 9w'tem 6, ro .sentslmlorina 32 days 1C lntroducton 2Trannn9 bSupaartPasonnel ;.day ,. ;}stem Setup SSYstem Ad-mtratt*T-ynmg 16 d0;5 User Trarttg 3IWA 13 Data Comrsslvn&Sour. us:InsblWdon 13 days 4 lr. Late Prcrh pb v of Cour'.I np A'S 5 dal° _ Cpire sipvt 2dais 16 ele^ily Update M br4s .63 days 50 + Business Requirement; Review 6 days 55 + Technical Requirements Review 6 days 6- • lnsmfiatinn & Configuration 17 days • I ' System & Bocrunent; Tailoring 32 days 75 * Tntroduction to Training & Support 1 day Personnel 7s - System Administration Setup & 16 days Training sa - User Training Seminars 3 days E3 • Production source tist 13 days ?C 4 Sntate Production Courthouse JMS 5 days 9-' t Go -Owe support 2 days 96 ., Project CumPlete 2 days 53 slart Mmsh n ' i•Mwa _6 ;Apr _6 1pI a'r i6 •lun'16 Ilu'lfi .1u6 :6 liec'lc AC':6~- 21_?'.6'S ,__.='--1t-IS'15:':I_29151__1_9_6.,_CI_.i_a'>_T T. 311116 Tue 311116 •" 3fi Mon 3/7/i6 Man 3/7116 q'p 312 Mon 317116 Wed 1112116 ,— Mon 3/14115 Mon a,13.lib RZ-3 Mon a/4/16 +ua 4126116 Mon 5(2116 Tux 6/:.176 W • --^- `1cn 6/207i6 Moo 6120/16 I Piton sl-,7115 Men 7,Y_8116 won a/s/16 Wad a/ie/15 Mon aJl3l16 Vlxd 8/3ili6 Wed 3+31106 've 9's,^6 G;0 'ue=Lli Wed iL'2i36 Mon 3/2,116 Wed li2/16 0 9 6 9 9 V 9 0 0 4 S 0 i➢ 4 19 fl 7 t 3 G 0 4 9 4 f 9 P 6 Mon 3/14/16 Mon 3121/16 T=V 3121 Mon 3/14/16 Mon 3121116 ® 3121 Mon 414/16 Tue 4126116 4125 Mon 5/2116 rue 6114116 Mon 612UI16 Mon 6/20116 S'9 Mon 6/27116 Mon 7/18/16 Mon 8/8116 Wed 8110/16 Mon 8MA6 Wed 8131116 Wed 8131/16 rue 916116 Tue11/1/16 Wed 1112116 Tue 1111116 jWed Il%211r-1 t�3 s(10 W 11f2 C 11f2 Crnn pv»ne Techuak.ye�. Ud, Dartc 310-W t W 11 Cnvluaa Sir-,r, bpncr.uvv- Bl' b"69 I U I er7.sAS 219'J b0.1.buS G 199 - 604"68S 2941 CUT Response RFP # 003722 - Oakland and Genesee County, Ml 55 Project Management Plan Once die pto)cct has kicked off, Courthouse'rechnologies will schedule a meeting, in person, with the County's Technical Staff and User Group to obtinn and clarify all tasks and expectation tegarding the implementation of the CHT platform. This meeting will be broken down into two sections: Technical Requirements Meeting - The purpose of this portion of the meeting is to review some of the technical requirements for a successful implementation of Courthouse JTVIS. This will include a discussion of die implementation process, server and workstation hardware iequtements, operating system and database requirements, sizing, as well as software pieregwsites. Your PM will also be interested to Imow about the timchme for the cnviromnent's ptepatedness. Is new hardware ordered or being ordered? If so, when will it be delivered and available for installation? This meeting will take approximately 30-60 minutes. Afterwards, your PM will piovide meeting minutes as well as a list of action items. Business Requirements Review is to outline the implementation process, gather infointation from you about your current business process, tecomriend how you might create or improve efficiency, set expectations, and to task users to ieview/ptovide certain information and materials. Chief among the goals is to identify citical business process differences and to identify critical go -live dates. If their a multiple locations or jurisdictions of courts involved in your project, please meet with them prior to the Business Requirements Review to discuss any business process differences as well as how you night want to consolidate those into a common set of ptocesses. It will take approximately 2 hours. Before the Business Requirements Review, you PM will provide an agenda for distribution to the group. Afterwards, your PM will provide meeting minutes as well as a list of action items. You'll be asked to review the minutes and action items (to make sure we've got it right) and provide your sign -off before further work proceeds. Communication Plan After the Business and Technical Requirements meetings (conducted in prison) you will meet tegulady with your Project Manager by phone (at least every two weeks, if not weekly) to discuss action items, confirm acknowledgement points and sign -offs, and to follow up on project progress in the Project Implementation Guide Change Management Courthouse JMS is a "commercial -off -the -shelf' software solution. It is offered "as is, where IS" and is not guatanteed for any particular purpose. While it's developed to be as flexible as possible, you may discover dutmg the Business Requirements Review (or later on in the project) that there's somethirig That you really need that the system doesn't cuitently, provide or something in the Implementation that you need that is currently not in the project plan. Not to worry, we're not inflexible about making changes. Your PM will document the change request (software or implementation). If it is a change to the software, your PM will enter it into out Customer Support System. The impact of the change will be evaluated in out office. We'll be looking at both the benefits as well as the impact such a change might have to you and to other Courthouse JMS users. If it's something that we feel would be Cow l6ou,, T OtIt oHu+, Ltd 5Uitr 310�601 West eonlove Stterl, va, mover. BC V613 101 fPII �Vlf 877 C85,21 9 NIM 604.685 2199 ( I 1 604 666 2991 CHT Response RFP # 00372Z— Oakland and Genesce County, MI 56 widely beneficial, we'll do out best to include that change in the next release of the softwaic ftee of charge. However, if the change is unique or specific to your tequv ements, we spec out the change, document it and may provide you with a fixed price quote to cover the costs of the work. Risk Assessment/Issues kM1 a4:l'lik ti"M ".�'I�YtC:il Summons Layout and • Approval fiom high- 50% _ • Simplifying the summons Design Delays level staff form. ® Difficulty • Using your current summons amalgamating old form. summons with new • Keeping lugh-level staff design. involved in process • Cost concerns with • Keep the number of design paper size, envelopes, iterations down. etc... • Engage CHT fot help. (SununonsDirect) ® Multiple locations wanting different things on the summons. Setting up Payment • Deciding what 20% • Adapting file to Courthouse Structure payment method the JMS. court wishes to use • Send payment file to CHT at (Punting Checks or the beginning of the project. Posting Payments. e Have the financial department • Formatting of the present for project meetings. payment file. • Decide what type of payment • Approval from the the court wants early in project, financial department • System integration with financial system. Setup & Training • Change for users can 300/,1 • Use CHT training resources be difficult. (movies, KB articles, training • Fear from users to emnromnent, etc. ) going "live" with new « Commit to training date early System. in project. 9 Getting training • Have training facility booked at location setup the bevtnntng of protect. Installation Issues a Availability of Court 15% • Court IT Staff has CHT IT Staff. Hardware/Software specs • Hardware sheet before project starts. envitomnent now set • .All Court sccunty measures UP. provided to CHT at beginning • VPN access not of project available, • Have VPN access ready at start Cuurtryouse TcehnolofYc4 LW Su(te 310-601 N'c,a Cold0v;, Streit, VJII<V(IVCr' UC V613 W1 44 ird.' 897 605,2199 Nil" 604 M152199 f' 604 6aS 2991 5vffi CIIT Response RFP # 003722- Oakland and Genesee County, MI 0 Court's security measures. LLLii18Ir F 57 of project Have PI' Staff at project If meetings, Training Method Courthouse Technologies will conduct a 3-day tra imig seinlIIars at the location of the County's choosing. The goal of this session is to provide the main users the tools needed to provide quantifiable learning outcomes so that students conclude the seminar with the tools and techniques necessary to effectively apply the solution m their respective locations. This seminat is classroom -based (in training facilities to be provided by you). The method of instruction is a combination of instructor -led demonstration and bands on use of the systems using your test/ttanung database and set of refLeshable test data. The training facilities must therefore have a workstation for each student and the instructor as well as audio-visual equipment foi conducting demonstrations. System Set-up, System Admin Training After installation, Courthouse personnel will perform installation verification tests to ensure the system has been properly installed and is functioning col tecdy. But, your PM will also schedule a date with your CHT trainer and your designated "system admimsttator" user to Participate m a remote, system administration training session. This 90-minute session will provide all the information you need to populate JMS with necessary setting, lookup table, and user account information. Doing this session in advance of the regular training seminar avoids burdening students who will not be active in system admitnstration tasks with information they don't need. Introduction to TraininglSupport Personnel Your Project Manager will arrange a shoat teleconference to introduce you to the Courthouse Technologies staff member(s) who will be your dedicated ttamer, During this call, your trainer will outline the particulars of the training seminar and ask you to work with them on any facility requirements. Your PM will have briefed your trainer on the palticulats of your business process and JMS configuration. However, you may want to use this opportunity to describe any "hot -button" issues, or ask any questions related to system operation. System Administrator Manuals and Guides Courthouse Technologies will provide the County with the System Administrator Manual, Oakland and Genesee County -specific Quick Reference Manual, and full Reference User Manuals in pdf format free of charge. All manuals can also be obtained from the help menu in Courthouse JMS. Introduction to Support Personnel You PM will arrange a short teleconference to introduce you to the Courthouse Technologies staff member who will be your pritnaty support contact. During this call, your support manager will outline with the County's System Admiiustratots the particulars of the how support is conducted on a County -wide level, provide tips, and show you how to use and access the CHT Customet Support Center. Your PM will have briefed your support manager on the paiticulars of your business process and JMS configuration and who the coo rU vt%uc tech nelugu> Lttl Su Ite 310-60I Nest Culftva street, VaO<V UVer, fiC VGis i4 1 101 iPir 877 685 2199 P+rn" 604 685,1199 f1r LUA 6135 2991 CHT Response RFP ## 003722 - Oaldand and Genesee County, Mf 58 County's main contact uvill be. However, you may want to use this opportunity to describe any "hot -button" Issues, or ask am, questions related to customer support. "Go -Live" and Support The date that you first have jurors reporting under Courthouse JMS can be stressful on new users So to help case the transition, Courthouse Technologies will provide ttannng personnel on site during the first 2 days that )urors attend under Courthouse JMS. This person may be your trainer but could also be your Project Manager. They'll assist you vnth any training or technical Issues you may encounter. Because of the coordination (and expense) of travel for such personnel, we require some certainty that fury trials will go ahead on the appointed "go -live" date. We understand drat this is not always possible, and in cases where such certainty can't be guaranteed, an alternative is for us to dedicate support personnel to be available to you exclusively via rernote access on the appointed "go -live" date. Daily Backup Recommendations Production Databases We recommend that you integrate daily incremental backups of the production Courthouse JMS databases with your internal backup procedures. In the King County Superior Court installation there ate two separate instances of the database, one that stores the Seatdc and RJC data, and one that stores the Municipal and District Courts data. The production databases are installed on the machine CTSCKDATA01: • )msprod_niun = data store for District and Municipal courts IN jmspiod_sup = data store for Superior courts Production File System Folders As Courthouse JMS may also use the file system to store certain information like docurnents and voice messages, daily, incremental backup of certain folders used in production is are also recommended. These include the following folders on the CTSCKJURYAPPS01 machine: • C:\chtsites\)msptcd_mun\CouithouseJMS\dots • C•\chtsites\)msprod_inun\CourthouseJMS\uvays • C:\chtsites\lmsprod_sup\CourthouseJlvlS\does ■ C:\chtsltcs\liusprod_sup\CourthouscJMS\tvays Weekly Backup Recommendations We recomtuend that you integrate weekly full backups of the databases and file system folders described in #1 above with your mteinal backup procedures. CVOrLho(bb rcLhLtd SWIC SIO-601 West CnNuvn StrttL Vaneotrvu, BC V13I3 IGI GtlI W, 877 685,2199 Mill 604 6852(9B ?: G(17 G85 L•J'JI CHT Response RHP # 003722 — Oakland and Genesee County, MI 59 Periodic Backups Production Application Files Periodic backup of the )MS application files should be conducted. Production application ditectories are installed on the CTSCKJURYAPPS01 machine and include the following folders. ■ C:\chtsites\lnisprod_mun\CourtliouseJMS\ • C.\chtsites\jmsprod_stip\CotitthouseJMS\ Test/Training Application Files Test/Ttatning enviton lent application files that should be periodically backed up are found on the CTSCKJury'Pst machine and include the following folders: • C:\chtsites\mstest_mun\CourthousejMS\ • C:\chtsites\jmstest sup\CourthouseJMS\ Test/Training Databases It is also recommended that periodic backup of the Tcst/Tra mg environment databases are conducted. 'Pest/Training databases can be found on the CTSCRJCSANDMt1N machine: • jmstest_mun ='Pest data store for District and Municipal courts • jmstest_sup = Test data store for Superior courts Test/Training File System Folders Test/Ttainmg environment file system folders that should be periodically backed up are found on the CTSCKJugTst machine and include the following folders: • C:\chtsites\lnistest_rnun\ColutliouseJMS\does • Q\chtsites\jmstest inun\CourdiouseJMS\ivays • C:\chtsites\jmstcst_sup\CourthousejMS\dots • C:\chtsites\jmstest sup\CourdiouseJMS\ways Backups in Support of a New Release Prior to installing anew release of Courthouse JMS,a full backup of all application files, database files, and file system files (both Prod and Test/Training) should be conducted. Copies of the current Production application files as well as the previous release should be kept. We recommend that new releases of Courthouse JMS be "staged" in your Test/Training environment and tested by your user lead prior to migrating new releases into die Production environment. �ootthouse Tech n ulogs>, UJ 5uite 310-401 West CMIUVu Sheet, V811QGl1%cG BC VGU 161 full FM 877 6851199 PqO,C G04 Ga51199 ,a, 604 4851991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 60 User Groups CHT has a very large active user community and has integrated Courthouse JIVIS with Facebook and Twitter in order for our clients to post ideas, questions, photos that come up when using the jury system. We also put on online function labs where we will go over one particular function or area in the jury process and allow any of our clients to participate and get involved in making our jury system as user friendly as possible. Future Upgrades and Product Enhancements Courthouse Technologies provides Hotfixes and full releases of the CHT Platform as part of annual support. pull releases are typically twice a yeai. with Hotfixes being released as needed. Annual Support Courthouse Technologies will provide technical support by telephone, email, and Web to designated Court staff twentv four hours a day, seven days a week through our .Annual Support programme. 1111S service will assist Court personnel with any software deficiencies, training or other support issues that may arise from tune to time. Annual Support includes unhtmted user access to our Customer Support Center (CSC), located in Courthouse JMS. Through the CSC, customers can open and view the status of support cases, attach scteenshots of unexpected issues and ascribe a priority to those cases that need immediate attention They can also access a large and sophisticated knowledgebase of articles that empower fast solutions. Users can also view online training movies any time should they need to review some forgotten "how do I do that?" Even f irthei, Courthouse (MS includes an error handling Web Service that is integrated with our Customer Support Center network. The software itself can automatically open a support case with all the diagnostic information needed to resolve customer issues. All ptoblems that result in the opening of a trouble ticket with the Courthouse Technologies support desk are assigned a seventy level that ieflects the impact of the problem. Seventy levels iange from Severity 1 (the most critical) to Seventy 4 (the least critical), Guidelines for seventy levels are defined as: Severity Level problems ate when errors prevent the customer from operating processes critical in the movement of prospective jurors to and from court, Severity level 1 issues include, but are not limited to: an inability to record attendance, an inability to create panels of prospective jurors to assigii to a case (where jury pooling is used), or an inability to return unused or challenged jurors from a case (panel) back to the pool (where jury pooling is used). Severity Level problems ate when errors prevent the customer from operating processes that are not critical in the movement of prospective jurors to and from court, but which severely degrade the customer's ability to perform the most common business processes. Seventy level 2 support issues include, but are not limited to: on arability to create pools of prospective jurors, an inability to pant sumixions, an inability to process juror requests to be excused, disqualified, or deferred, an inability to edit a jurors record. Severity Level problems are when the customer is not able to use certain functions that are not critical to die operation of the system, but which degrade the customer's abihty to perform the function. Seventy level 3 support issues include, but are not limited to, an mability, to create reports, an inabihty to change system patametels. cow tbowe Te�lumio9�c., Ltd Stale 310-601 Wtst COrtIuVO Sttcet, Vancouver, B3 VG6 I G I Mt iM 077 685 2199 1 hIi; GO4.605 2199 h; 601 685 2991 CHT Response RFP # 003722— Oakland and Genesee County, MI 61 Severity Level 4 problems are when certain functions ate not operating as designed, but the customer has circumvented the problem and the problem is not senously affecting operations. Annual Support service level targets are: Level 1 30 minutes 4 hours Level 2 90 n>inutes 1 business day Level 3 90 rntnutes 3 business days Level 90 minutes 5 business days Annual Support service also entitles customers to I-lotfties and Service Pack releases at no additional charge. Annual Support Service will commence immediately upon completion of training. Warranty Service Response to System Problems Courthouse Technologies warrants that the delivered software will function in accordance with the specifications described in this Request for Proposal and the Agreement into which we and the County of Oakland and Genesee will enter. In the event of significant malfunction of the Courthouse software, provided that the Customer promptly notifies Courthouse, we will use all commercially reasonable efforts to correct any fault occurring in the software, other than faults caused by the intentional or negligent acts of the Court or tie Court's employees or independent contractors, or by the malfunction of the Court's equipment, or materials. Irregular Support Calls Because Courthouse Technologies Support is 24/7, no charge will be made to Court for service calls outside Contractor's normal working hours and as necessary to meet the needs of the Court. Remote Support In the event of a software failure, Coutthouse Technologies will make support personnel available in order to make a remote connection to the Court's servers to resolve the issue Emergency Support Because Courthouse f MS is a Web -based application, when a request for emergency service is received from Court, CHT provides support staff, twenty-four (24) hours pet day, seven (7) days per week by phone, email, or our Customer Support Center to diagnose and fix any software malfunction of failure. System Emergency In the event of a system emergency, CHT shall: prioritize Courts emergency; escalate the issue within our organization as necessary to resolve the emergency; use its best efforts to correct the emergency as quickly as possible; and, maintain continuous work until the emergency is coirected to Courts reasonable satisfaction. Hardware Replacement Courthouse Technologies tecommends that the County acquire all hardware from their local hardware vendor to ensure that in the event of a haidwate malfunction or failure, that uuinediate courthouse Tcchnobyiu, ud SUQ9 310-601 West Corduv;i Street. WIKOIAW, BC Vna 101 411 HFF 877 605 2199 MIN 604,"5 2199 N, 604 685 2991 CHT Response RFF # 003722 - Oakland and Genesee County, MI 62 support and resolution are achieved in quickest possible tuxieframe. If the court decides to purchase hardware from CHT, the server hardware quoted comes with 4-hour "Mtsston Critical" support, which includes, among other things, expedited production of new systems or availability of loaner systems. Support/Re-Soot Notification In the event that CHT requires to re -boot the system or perform any action that could lead to a system re -boot or any other adverse condition, we shall first notify Courts designated Project Manager and obtain permission before proccedmg. This condition pertains to both remote and on -site conditions. lmrttlmwc l«Inmlourca Ltd bola M-601 West CVIdoyl Street, Va,leo,wer Bk VGU IG 1 W1 tVP 877 GBS 2199 V4,41§ 604,685 2199 I4' Ga4 685 2991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 63 Technical Architecture Courthouse Technologies Jury Management Solution has been designed to use an n-tier logical architecture in order to overcome many of the weaknesses that make the development and maintenance of 2-her/Client-Servet applications much more expensive. In a 2-Tier application: • The complete development accumulates on the PC.'I'he PC processes and presents information which leads to monolithic applications that are expensive to maintain • PCs are considered to be "un-trusted" in terms of security, i.e. they arc relatively easy to crack. Nevertheless, sensitive data is transferred to the PC, fot lack of an alternative • Increased network toad, since the actual processing of the data takes place on the remote client, the data has to be transported over the network. As a rule this leads to increased network stress, • Data is only "offeted" on the server, not processed Stoted-procedures are a form of assistance given by the database provider. But they have a limited application field and a proprietary nature • Application logic can't be reused because it is bound to an individual PC -program • The influences on change management are drastic- due to changes in business policies or law, application processes have to be changed. 'llius possibly dozens of PC -programs have to be adapted because the same logic has been implemented numerous times. It is then obvious that in turn each of these programs have to undergo quality control, because all programs are expected to genetatc the same results again • The 2-tier-model implies a complicated software. distribution -procedure: as all of the application logic is executed on the PC, A those machines (maybe thousands) have to be updated in rasc of a new release. This can be very expensive, complicated, prone to error and time consuming. Distribution procedures include the distribution over networks (perhaps of large files) or the production of an adequate media like floppies or CDs. Once it arrives at the user's desk, the software first has to be installed and tested for correct execution. Duc to the distributed chaiactet of such anupdate procedure, system management cannot guarantee that all clients work on the correct copy of the progiam. CuurtLausc Tcdvtulu9¢.. Ltd Ski t ro-G01 West COMOV, Street, Vmxouver, 8C V6a led I I W 877 645 2199 I".:R" 604 685 2199 111 GO4 685 2991 CHT Response RFP # 003722 - Oaldand and Genesee Counry, TV11 N-Tier Architecture The following diagram illustrates COnrth01-16C JMS 5-tiez archirecnlre. Presentation Laver This tier renders display and collects user input, llre user can use any R=eb broxvser in order to interac Nvith the system. User Interface Laver 11 is tier acts as an intermediary between the user and the business logic, taking user input and proihding it to the business logic, then returning results to the user. business Obiect Laver the Business Object Layer prci�ides all business rules, validation, manipulation and processing for the application. Data Translation Laver Workflow Layer --------------------- - Business Rule Layer(s) ... ..x - ----___{��ih�wrFf'l,y.•-.iib�n�w!wty.._ Data layer - -ai--------------------- -- -. - Data Layer Is pored Procedures) - 'I lie Data translation Layer acts as an intermediaty between die business logic and damn t7ate: management. It also encapsulates and contains all knowledge of data access technologes, databases and data snvetures. Data Storarre Laver Physically creates, retrieves, updates and deletes dawn in a persistent data store. The Pbysical Model 64 By enswing that the logical model has enough tiers to give us fles7bilit}', we can configure our application into an appropriate physical architechn e that will depend on our performance, scalability, fault- tolerance, and secuuiry requirements. The more physical tiers we include, the worse our performance will be - brit we have the potential to increase scalability,, secutith{ and fault tolerance. `Ilia logical tiers will be mapped against various technologies as illustrated in the table below: lour tOvn>. Tcclmcloyu>. LV I. Sul lv it0 601 Wcs! (.4ndu\d Sll 'It. V.OICV UYn; UC VGU I U I L H/7.1,U5.2199 604'685.J19!1 4li•F.Gtj S, L!l`JI CHT Response RIT # 003722 — Oakland and Genesee County, MI Presentation Web Browser I it Asp .Nct Web Forms Business Logic Net Business Objects (Class Library) Data Translations Net Data Access Objects (Class Libtar)') Data Storage A SQ1, Database Server 65 Deployment Scenarios `There are a variety of deployment arcl-dtectures that we recommend depending on the different requirements of the: various applications that comprise the jury Management Solution. 'Hie following 3-tier architecture provides the best balance between performance and security for the core JNIS application. Corporate Firewail Only well known, ousted users have access to die core JMS application. Tnisted users will have access to secure, well known machines with web browser access to die local intsanet. Only these secure machines, inside the corporate firewall will have access to the server where the coreI\dS application is deployed. A secure Web Server contains rlhe t Iser Interface tier, the business logic tier and the data translation tier. All three tiers will sit on a single wel3 server inside the corporate firewall and this server will cotnniutucate with the data server that contains the SQL database to persist our clata. Applications that ate exposed to external users often have additional security requirements. By making use of a prosy server, we can provide a secure access point for external users to be gt anted access inside the corporate firewall. The JMS 5-tier architecture protndes flexibility to a far more secure model of ealtosing self serviceapplications Ins to unknown external users. As shown in the following diagram. & �Internall, Internal User E 4 ms User E interface Laver G6 k JM$Bustnese 1 06ject L@yar f I JM8 Data Access t F `k I SOL Vata;Store - t'.,urtliov.< rcNu.O"w". Iml. Mmt, J10 UTA Y\'est Ntwti. Vu ,,>'Iwr, p[ V6B lul I'.. - MY%A85.I199 6O,I,b45.l l')•I GOJAM5.ldvl CHT tiespouse 1ZFP # 003722 — Oakland and Genesee County, MI t�OF"t.�CkF'iet� %'ireWafl ( Internal � \ User r ( internal, 1 User i v l JMS User - u InettfaceLayer f r ® JMS Business etiespanse-_. _- Object Layer Businsssti6jecF F Layer _- JMS Data Access -ekesponsa Data Layer Aeceslay(ir-- Splt7ataSfofe', t k G user eRespbnse User Interface Layer User 66 In the example above, for our eResponsc application, we do not make use of a proxy to grant access inside the corporate fyrewall. Instead -we have a web server outside the corhnoratc fuewall that all externah users can access. This server only has the user. interface layer which acts as the intermediacy between the users' Urowser and the business object layer. It only knows what is to be presented to die user and in what format. Hence an}r insecure access to flus server would be limited to only that.in£orination. We could also make use of a proxy server in this scenario for sectue autheuication as shown below. rruu lbouw'1,0... ym.. LW. tiwir ilu-Grp W"t Cuulr"a SGrct, Yeuoouvee RC V66 to, .. .. 8721'85.211M 604AW.2199 60-1.605.2991 CHT Response RFP # 003722- DaIdattd and Genesee County, b4I _.... _ ..____.... _ ._._...__. _....._ w _.d Exta rn a 1 (Internal - �'nUser' User l User 1 eReaponse Usor S -- _Interface Layer_= Proxy "Server JM$'User interface Layer . - i pp� JMSBusirtess - eResponse Business Object 9 External User } H Object Layer Layer _ 8 9 imS Data Access -eResponse Data Layer, -- -Access Layer' SOL Data Store ` l R Business Continuity, Fault Tolerance, Scalability 67 Courthouse 1NIS has been designed specifically for scalability. Scaling up is best suited to improving the performance of tasks that are capable of parallel execution. Fot Courdiouse fi\4S, there are few areas where parallel execution might apply. Scaling across -corks hest for handlin an increase in worldoad or demand g web serer and has(lie added beuc6t of pro6diug fault Coleranm through redundancy. While scalumgup or scaling across ale notrautually I Balaner , Web serverexclusive, weanticipate that any change in requirements beyond what We have web serer described as lm irtumum would likely be Web Farm addressed by scaling across. Because of the "mission -critical" natute of the jury operation, it may be advisable to create some measure of fault -tolerance through redundancy by creating a Web farm. In the Web faun approach, nmultiple sen=ers are clustered to provide redundancy and gi-ring failover capabilities, while at the sanne time e:.w tn�.ox 0.cinuaoy�c>. Ltd. b,J, %W-col west Cnnim, m,m V<ncunvar, Ur' Vob let "11 477.6a!1>199 601Lb85.1199 . m04!r85,M11 CHT Response RFP # 003?22— Oakland and Genesee County, MI 68 making it easy to add capacity. Fault tolerance may be ninig ited altogether by pursuing an aggressive backup strategy (several times pei day). The decision ultimately comes down to how highly available does the JMS need to be to satisfy the requirements of the Court. Application Level Security In addition to the inherent see" that our underlying architecture provides, the Courthouse Jury Management Solution provides both roles -based and menu level application security allowing us to define user access rights to every page in the system. We make use of the .NET provider model for toles and memberships. Our membership provider supports password salting as well as the following configurable parameters - Password format="hashed" Defines the password format to be used -- we provide for encrypted or hashed password formats. One way hashing provides greatest security Max invalid password attemnts="5" Defines the maximum number of invalid password attempts before a user is locked out of the system. Password attempt window= "10" Defines the invalid password attempt window, for example 5 invalid password attempts in 24 hours would lock out the user Min reauired password length="1" Min required non-alohanumeric characters=41' Password streni_rtli reirttlar expression="A(?=.*\dlt?=.*fa-zl)(?=,*fA-Z1).18.101$" .. If a more secure password is requited, a password expression can be used to validate password strength, for example a valid password must start with 3 alphabetic characters followed by 1 numeric, 1 special and 2 alphabetic characters. Enable password retrieval="false' Only available if using encrypted passwords. Hashed passwords can not be un-hashed. Enable password reset="true" Only available if using encrypted passwords. Hashed passwords can not be un-hashed. Requires ouestion and answer="false" Only available if using encrypted passwords. Hashed passwords can not be un-hashed. Defines a reminder question/ answer when user has forgotten their password. Requires unique email="false" Write exceptions to event Loir="true" Writes exceptions to the windows event log. Other Technical Information Licenses Courthouse Technologies provides a site license for all products and services implemented. This means you can have as many system users and roles as required or desired. Caurt6ouse TcOmoluyics, Ltd Sidle 310-Gill West CoYduv.j Street, vonco"veg 8C V68 10 1 WI fM 877 685,2199 I^I°I`t 604 685 2199 [" 604 685 2991 CAT Response RFP # 003722 — Oaldand and Genesee County, MI 69 Roles and Security Courthouse JMS employs roles -based security System admmtstratois can define toles that can perform certain functions, and assign users to those roles. Examples of the various types of toles the County might consider ate. System Admuitstrator, Bailiff, Deputy Bailiff, and Clerk. Each tole is assigned a series of functions which can be petfoitned by users belonging to that role. For example, only those users with a role that permits them to approve and post-paynnents can issue payment. Active Directory Courthouse JMS runs under a single Active Dn ectoty account Typically it is configuied under the "Network Services" account -with all access rights and resources being granted to that account. SSL Certificates Transmissions between the JMS running at your site and another filing system can be encrypted using a Secure Sockets Layet (SSL) certificate upon request Courthouse eResponse can be implemented with SSL ceitt6cate to make the URL a "Https" call for )utots trying to login, Additional Security Courthouse JMS has been designed so only well-known, nested users have access to the core JMS application. Trusted usei s will have access to secure, well-known machines with web browser access to the local intranet. Only these secure machines, inside the corporate firewall will have access to the server where the core JMS application is deployed. A secure Web Server contains the User Interface tier, the business logic tier and die data translation tier All three tiers will sit on a single web server inside the corporate firewall and this server -will communicate with the data server that contains the SQL, database to persist our data. Applications that ace exposed to external users often have additional secunty tequitements. By making use of a pro,,), server, we can provide a secure access point for external users to be granted access inside the corporate firewall. The JMS 5-tier architecture provides flexibility to a fat more secure model of exposing self- service applications to unknown external users. Subsequently, Courthouse JMS employs roles -based security. System administrators can define roles that can perform certain functions, and assign users to those roles. Each tole is assigned a series of functions which can be perfouned by users belonging to that role, Essentially, it provides the ability to adinuuster Court users, limit his/her functional access corresponding to his/her assigned Court location and )ob description. Only those functions accessible to the Court user are to be displayed on the screen. In addition to die inherent security that our underlying architecture provides, Courthouse JMS provides both roles -based and menu level application security allowing us to define user access lights to every page in the system We make use of the .NP,T provider model for toles and memberships. Data can be kept secure is by employing Web services to transmit your )uty data out of the. JMS database, These Web Services were custorn developed by Courthouse Technologies. The Web services are hosted using Microsoft IIS, All Web Service methods are invoked by and authenticated against the JMS application, Each request is authenticated prior to processitng. The JMS first pushes data to the Web service. The data is then stored on a secure file system. The data is then updated and JMS sends a request to receive the modified CovNkonsc TcO,110o Wee, Ltd 1u112 310-601 West Cordoya Street, Velttouyct 13C VGa 101 NIT TV $77 G851199 P59110 604 685-2199 P"Y 604 6651991 CRT Response RpP # 003722 — Oakland and Genesee County, MI 70 data. Once authenticated, the Web service reads data from the secure file system and returns the updated data to the JMS application All public facing peripherals have been tested against SQL In)ection attacks. Encryption Currently, we only use SSI, to encrypt in transport but not at rest (re in database). However, this can be done with SQL server but we don't do it out of the box. There would be additional cost to pxovide this level of encryption. Data Ownership Oakland and Genesee County will retain ownership of all puy related data. Data Conversion In a typical implementation, the user group runs both the legacy system and Courthouse JMS in parallel for a time. Use of the legacy system is phased out as qualified jurors sunvnoned under the legacy system report for jury duty and complete their service (under the legacy system). Use of Courthouse JMS is phased in as prospective jurors are qualified and smmrnoned under. Couidiouse JMS As part of phasing out the legacy systetn, you will declare a date after which deferrals (a.k.a postponements) will not be accepted under the legacy system, and a "cutoff' date for when the first set of prospective )roots will be sutmoned to report under Courthouse JMS. As the "phasing" continues you reach a point at which the last )uror summoned under the legacy system completes their service and the first group of )urors summoned under Courthouse JMS reports for service (the "go -live" date), After the "cutoff' date, the legacy system may provide data sets that ate useful for populating Courthouse JMS. These include establishing: prospective jurors already qualified but not yet summoned, the summoned date fox prospective )utots selected to report and jurors who were permanently disqualified. Once established, this data will be used by Courthouse JMS as we perform source list (a.k.a. Master List) data management work. Your pM will be asking you for further infort nation and materials in this regard, including an extract from your legacy system, You will provide information as to the layout and format in which we would like to receive that data. White there are differences in the database design of your legacy system and Courthouse JMS, they were originally built by the same developers. We expect to be able to work with the Court's legacy data for an easy and seamless data conversion. The data extracted from the legacy system contains permanent disqualified records and previous service dates for jurors from an agreed amount of tone. Hosted Option Courthouse Cloud is a turnkey hosted solution for Courthouse JMS, It provides off premises hosting in a Class "A" facility with the underlying inftastructure that can be scaled to Oakland and Genesee County's needs. You will receive daily backups, built-in redundancy, state of the art security, port monitoring, server maintenance, a disaster tecovety plan, and 99,99% guaranteed no "downtime" with full hardware replacement. CHT will... 0 provide hosting for allproducts and services Oakland and Genesee County implements; Cow Worm Tea h nologiLs, L(d SLOW 3I O-buI Wcs[Corclola StweL VMc.'Aler ae V6U 101 101)NO' 87769S 2199 i`fi,P 604,b852I99 "' 6046052991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 71 • provide all server operating system and database licenses required for implementation of Courthouse JIVIS; • will configure the DNS for use of hosted Courthouse JMS; • install, configure, maintain, and support upgrade functions with Courthouse JMS, • install, configure, maintain, and support the database used by Courthouse JMS, • install 2 environments (Test/Training and Production) of Courthouse JMS; • perform automated Server Patching via Microsoft Automatic Update; • provide installed anti -virus, anti -span software and port monitoring as pact of the server environment as well as a secured, managed fi:ewall, • guarantee the data will remain in the United States during tiansit and rest; • provide 24Z7 customet support by telephone, email, and WWW through our Annual Support program, which set -vices will commence immediately upon completion of training, and; • provide warranty service wherein we will remedy (at our expense) any deficiencies with the hosted envitonment foi its lifetime The Hosted Environment Includes... • Operating System: Windows Server 2012 • Processor: Single Processor, Quad Core INTE'L or AMD 1.9Ghz • Memory: 8 GB • Drive and RAID Configuration: RAID 5; 300 GB (15K SAS 3.5") • Managed Backup: Unmetered Backups; Weekly Full, Daily Differential; 2 Week On - site Retention (Pet GB) • Backup Agent: Base Backup Agent • 1-Hour hardware replacement guarantee In consideration of the above, the Customer agrees to... • appoint a project leader or project manager to act as die single point of contact with CHT; • provide networking requited to access hosted solution (internet connection); • provide and SSL ceitificates used in the hosted solution; • £ion time to time provide the assistance of the Customet's IT personnel to complete certain necessary support of configuration tasks such as, editing local firewali exceptions (where necessary), etc.; Courthouse TU1nWoyles, llal Slilt e 310-6GI West Cutdov b1i"t. Vaocower. lit VG6 I I b I I (PO V77 Gas 2199 CI"IC 60CE,85 2199 (la G04 685 29VI CUT Response RFP # 003722 — Oakland and Genesee County, MT 72 0 ptovide allwotkstatioii computer hardware, communications hardware, operating system software, and other software for premise connectivity, • promptly pay the first Hosting Fees at the commencement of this project and all other Annual Charges thereafter upon the commencement of the service; lr1 � ll .• 0 .,jam Courthouse Technologies will provide reclined support by telephone, email, and Web to designated Court staff twentv four hour's a day, seven days a week through our Annual Support programme. This service will assist Court personnel with any software deficiencies, training or other support issues that may arse from tune to nine. Annual Support includes unlimited user access to our Customer Support Center (CSC), located m Courthouse JMS.lhrough the CSC, customets can open and view die status of support cases, attach screenshots of unexpected issues and ascribe a priority to those cases that need mimediate attention. They can also access a large and sophisticated knowledgebase of articles that empowet fast solutions. Usets can also view online training movies any time should they need to review some forgotten "how do I do that?" Even further, Courthouse JMS includes an eirot handling Web Service that is integrated with out Customer Support Center network. The software itself can automattcally open a support case with all die diagnostic information needed to resolve customer issues. All problems that result in the opening of a trouble ticket with the Courthouse Technologies support desk are assigned a seventy level that reflects die impact of the problem. Severity levels range from Severity 1 (the most critical) to Seventy 4 (the least critical). Guidelines for severity levels are defined as: Severity Level problems are when errors prevent the customer from operating processes critical in the movement of prospective jurors to and from court. Severity level 1 issues include, but are not limited to. an vnabilit, to record attendance, an inability to create panels of prospective jurors to assign to a case (where jury pooling is used), or an mahthty to return unused of challenged jurors from a case (panel) back to the pool (where jury pooling is used). Severity Level 2 problems are when errors prevent the customer from operating processes that ate not critical in the movement of prospective jurors to and from court, but which severely degrade die customers ability to perform the most common business processes. Severity level 2 support issues include, but are not limited to: an mability to create pools of prospective jurors, an inability to punt summons, an inability to process juror requests to be excused, disqualified, or deferred, an mabihty to edit a jurors record. Severity Level 3 problems are when the customer is not able to use certain functions that are not critical to the operation of the system, but which degrade the customers ability to perform the function. Severity level 3 support issues include, but ire not limited to, an inability to create reports, an inability to change system parameters. Severity Level 4 problems are when certain functions are not operating as desrgmed, but the customer has citcumvented the problem and the problem is not seriously affecting operations. I uurt6o�oc Tcihnub<pu. L W SIGN 310-601 Nest CO216V, Street. VO/ICOmer BC V6U I GI IBJJ il'[P 877 6951199 MAAQ 604 685.2199 I:. 604 665 L'Jn I CRT Response RPP # 003722 — Oakland and Genesee County, MI 73 Annual Support service level targets are; m �— . et>CritSr Jerre eti�otlsC 11t1e es<a triton Tifget Level 2 90 minutes 1 business day Level 3 90 minutes 3 business days Level 4 90 minutes 5 business days Annual Support service also entitles customers to Motfixes and Service Pack releases at no additional charge. Annual Support Service will commence immediately upon completion of traiimig. Warranty Service Response to System Problems Courthouse Technologies warrants that the delivered software will function in accordance with the specifications described in tivs Request for Proposal and the Agreement into which we and the County of Oakland and Genesee will enter. In the event of significant malfunction of the Courthouse software, provided that the Customer promptly notifies Courthouse, we twill use all cornn e-tclally reasonable efforts to correct any fault occurring in the software, other than faults caused by the intentional or neghgent acts of the Court or the Court's employees or independent contractors, or by the malfunction of the Court's equtpment, or materials. Irregular Support Calls Because Courthouse Technologies Support is 24/7, no charge will be made to Court for service calls outside Contractor's normal working hours and as necessary to meet the needs of the Court. Remote Support In the event of a software failure, Courthouse Technologies will make support personnel available in order: to make a remote connection to the Court's servers to resolve the issue. Emergency Support Because Courthouse TMS is a Web -based application, when a request for emergency service is received from Court, CI -IT provides support staff, twenty-four (24) hours per day, seven (7) days per week by phone, email, or our Customer Support Center_ to diagnose and fix any software malfunction or failure. System Emergency In the event of a system emergency, C14T shall, prioritize Court's emergency; escalate the issue within our orb mzation as necessary to resolve the emergency; use it's best efforts to correct the emergency as quickly as possible; and, maintain continuous work until the emergency is corrected to Court's reasonable satisfaction. Hardware Replacement Courdmouse'Technologies recommends that the County acquire all hardware from their local hardware vendor to ensure that in the event of a hardware malfunction or failure, that immediate support and resolution are achieved in guicIcest possible tnneframe. If the court decides to coan6omc F1'W, oy+n, rid Su It IIU-601 West Cordova Street, Vancouver, BC V611 IQ JAI Iftf 877 685 2199 AM C,0d 6851199 It+ ot)A 66S 1991 CHT Response RFP # 003722 — Oakland and Genesee County, M1 74 purchase hardware from CHT, the server hardware quoted comes with 4-hour "Mission Critical" support, which includes, among other things, expedited production of new systems or availability of loanet systems. Support/Re-Boot Notification In the event that CHT requires to re -boot the system or perform any action that could lead to a system re -boot or any other adverse condition, we shall first notify Court's designated Project Manager and obtain petniission before proceeding. This condition pertains to both remote and on -site conditions. Courthouse JMS is a "commercial -off the -shelf" software solution. It is offered "as is, where is" and is not guaianteed for any particular purpose. While it's developed to be as flexible as possible, you may discover during the Business Requitements Review (or later on in the project) that dieters something that you really need that the system doesn't currently provide or something in the implementation that you need that is currently not in the pioject plan. Not to worry, we're not inflexible about making changes. Your PM will document the change request (software or implementation). If it is a change to the software, your PM will enter it into our Customer Support System. The impact of the change will be evaluated in our office We'll be looking at both the benefits as well as the impact such a change might have to you and to othet Courthouse JMS users. If its something that we feel would be widely beneficial, we'll do out best to include that change in the next release of the software free of charge. However, if the change is unique or specific to your requirements, we spec out the change, document it and may provide you with a fixed price quote to cover the costs of the work. Courthouse JMS is a "commercial-off-tha•shelf' sofhvare solution. However, with the public - facing components (eResponse and IVR) customers are able to customize some items like the greeting and online header to give each implementation a more personalized touch. Courthouse JMS also employs toles based security to allow for a customized UI experience for each user System administrators can define roles that can perform certain functions, and assign users to those roles. Examples of the various types of roles die County mtght consider are- System Administrator, Bailiff, Deputy Bailiff, and Cledc. Each role is assigned a series of functions which can be performed by users belonging to that tole. 7.0 Statement of Work Courthouse Technologies has included our standard Implementation Guide for your review. tovrllwuse TaHnob9n>, Ltd Salle JIa-Go 114'C4 Cordova Street Watouve613C V6R IGI N)1POP 877685,2199 MR-, 604 695 2199 ( I � 604 G852'J91 CHT Response RFP # 003722 — Oakland and Genesee Comity, MI 75 I M X Courthouse JNIS is a Single Installation, N-Iulti-Tenant, Web Application that can have all District, Circuit, and Probate Courts together under 1 installation hosted by Cl 1-for 1 of tic 2 counties. In fact, both Oakland and Genesee County can both be under the same installation of the sofhvare. All of our peripheral products and services are also completely %veb-based. All you need is a browser to render any of the application from a workstation, laptop or tablet, Courthouse Technologies Offers a web -based application that can be accessed by anyone with a usernti me and password land security clearance). We offer our system with a site license. That way each court location can haveas many users of die system as they deem necessary for the good of their jury operation. We do not want any linuts on the accessibility of the system to any court employee regardless Of how much or little they are involved in the jury process. Cotrrdtouse Technologics is the only jury s}•stem to have fully integrated services developed with the core jury management system. The 2 main examples of this arc: t Our summons printing, mailing, and address verification service; SurmnonsDirect. TIis is an autornatcd senrice requiring no file management on die part of the customer and mails out all of die customer's questionnaires and summonses with a full address verification via the NCOA, 2. Out full integration to N- icrosoft CRM for 24/7 support, This allows users to see all of their support cases and their status as wellas comtuuuicate with C IT in the most powerful, efficient way for customer support. Both instances of full integration that acid to the jury platform by allowing users to make their jury operation and their relationship wtith their vendor enotc efficient. Courthouse JItIS is the only jury system that allows users to communicate with jurors via texts, entails, or voice calls all automatically from the jury, system Whether it is a disposition of a request or simply calling jurors off, users can send autornatic or custom messages to jurors about anything rehited to their jury service.)moss',tlso have the ability to send text messages to the jury sYstcm for: service -related information. The (Hardware independence, database portability, and personalization features of Courthouse JMS allow us to maintain a single version of the sofhvare for all of our customers, regardless of what their unique requirements might be. With one code litre there are fewer Bugs, and a better user experience. This is because all customers get the collective input of every other customer's feedback into the jury system, With Courdiousc JNIS, you will always see new functionality and ideas malting the system more complete with every release. GauSlmuvc R'�hnaluylca, L, I. Su!W 41U-0UI iVv5t C'm ov.i WIcr6 V, I to,tivo. 6c VIA, Icl1 1, N17.Lft`i.l l'19 . GU-0.4+U 5.1 i!I) tiU41+f15,1]PI CHT Response RHP # 003722 — Oakland and Genesee County, MI 76 Because Courthouse Technologies develops all of its own products and services, customers can start with as many or few of our products and services as they deem necessary and then, slowly build/add or more functionality/services on at a later tune, Courthouse Technologies installs a Test-Ttaining environment along with your Production environment in order to allow customers to try newideas, products, services, etc... without affecting their live system until users are fully ready to utilize die additional product/service. Upgraded modules (unless specifically stated otherwise) come as part of new releases of Courthouse JMS. Each release comes with "Release Notes" so customers are aware of new changes/functions, providing them with an opportunity to use them in a test environment before incorporating them into the live system. z _ r'- '17a T We understand that Oakland and Genesee County is seelung to implement not lust a best -of - breed jury management system, but also several integrated peripheral solutions that make their jury operation more efficient These include Web and telephony -based self-service applications for jurors as well as a summons and questionnaire unaging system. We believe that Oakland and Genesee County's needs would be best met by a site license that will enable as many users as needed by the court, all who have varying degrees of involvement in the jury management process Not all users will use the solution with the same frequency or intensity. As the amount of court cases increase, so will the need for an efficient lury pool. Therefore, the system must be intuitive and easy to use and be able to grow as the court grows. It also provides both the ability to implement a )uiy system togethet under 1 installation. Courthouse Technologies provides 2licensing options for obtaining our platform. One is the purchase of a perpetual license to use the Software. The County tray also subscribe to the SummonsDn ect Service in connection with the purchase of this license. The license is a site - wide license to use the Courthouse T echnologies products, so Oaland and Genesee Count), can have as many users as they would like. A discount of 30% off the license fees applies to this purchase because the Court requires multiple peripheral products. The second option is a site -wide, term subscription for all products and services. The physical implementation and project method ate the same as the purchase of a perpetual license, including installation, training, project management, annual support, and the SummonsDirect Service However, under this plan, Oaldand and Genesee County will not own a perpetual license to use the software. Rather, it is a "pay as you go" service bundled with SummonsDii ect and costs substantially less than purchase of a perpetual license. This is usually done on a term contract and includes the same discounts that apply to the perpetual license option. We recommend the subscription service because it provides everything the Oaldand and Genesee County needs for one convenient annual fee. This fee is considerably less than the up-fiont capital purchase -costs, which saves the court money but provides the court with all of the benefits of a Covr�l�mrse TccrynoWgmr, W1 Suiir 3O-601 Wert cordwa sheet, VmsourTr.. FX V611 I L111;re 877 685 2199 M4 M 604 6s5.21 )9 1P 604 6852991 CHT Response RFP # 003722— Oakland and Genesee Cotrztty, M1 77 purchase. It also allows Both courts to only lay for what die), mail and receive a credit for any summonses paid for but not sent during each annual reconciliation. This credit Will he applicd to the subsequent year's invoice. Lssendalty, the more efficient each court gets, the less they pay for the system. Depending on which option each court chooses, Cl IT will provide eithet a subscription agrreentent ors perpetual license agreement Courthouse Technologies warrants that the delivered software will function in accordance with the specifications described in this Request for Proposal and the Agreement into which we and the County of Oaldand and Genesee will enter. In the event of siolicarit malfunction of the Courthouse software, provided chat die Customer promptly notifies Courthouse, we Will use all com ncrcialty reasonable efforts to correct any tsndt occurring in the software, other than faults caused by the intentional or negligent acts of the Court or dic Court's employees or independent contractors, or by the malfunction of the Court's equipment, or materials. Courthouse Provide the following Rcqu real Third -Party Products: o SAP Crystal Rcportx Viewer for Visual Studio Net for use in connection with Courthouse JNIS; o Microsoft .Net Framework 4.1 for use in COMIeCtion with CUt11'111OU5e JIAS; Courthouse Technologies releases a new version of Courthouse jMS appro-ximately every G months and hotfises when/where necessary. VIC Communicate this to our customers through our 1' T site and advise to install the new telease/hotfx into their test envirormlcnt before applying it to their production environment, If the customer uses Courthouse Cloud, hosted enu=ironnnent, CHT staff will perform upgrades to system and notify users when/where this hill be done. Courthouse Technologies will provide teclwical support by telephone, email, and Web to designated Court staff twenty four hours a day_ seven days a week through our !'lnnual Support progtarmne.'llnis se nrice Will assist Cotrtpersonnel with any software deficiencies, training or other support issues that may arise from rime to time. Atuntial Support includes unlitraed user access to our: Customer Support Center (CSC), located in Courthouse NISMirough die CSC, customers can open and view the status of support cases, attach screcnshots of unespected issues and ascribe a priority to those cases that need innrnediate attention. 'They can also access a large and sophisticated knowledgebase of articles that empower fast solutions. Users can also view online training movies any time should they need to review some forgotten "hove do I do drat" I ;yen httdier, C�otrthouse. JA4S includes an error handling Web Service drat is integrated with our Customer Support Center nehvorI '1'Inc softivare itself can automatically open a support case «ride all the diagnostic information needed to resolve customer issues. o,-,w urn rechn an,tu11. Ud. Suite 3OU-60I tV11t Conlina St, vet. VtnwrtY.q BC Vtdl full D., 1477.6119.3I99 � 604.689'J991 CUT Response RFP # 003722 — Oaldand and Genesee County, MI 78 All problems that result in the opening of a trouble ticket with the Courthouse Technologies support desk are assigned a severity level that reflects the impact of the problem. Severity levels range from Sevcna , 1 (the most critical) to Seventy 4 (the least critical) Guidelines for severity levels are defined as: Severity Level I problems ate when errors prevent the customet from operating processcs critical in die movement of prospective jurots to and from court. Severity level 1 issues include, but are not limited to: an inability to record attendance, an inability to create panels of prospective jurors to assign to a case (where jury pooling is used), or an mabikty to return unused or challenged jurors from a case (panel) back to the pool (where jury pooling is used) Severity Level problems are when criers prevent the customer from operating processes that are not critical in the movement of prospective lurois to and from court, but which severely degrade the customer's ability to perform the most common business processes. Severity level 2 support issues include, but are not limited to. an inability to create pools of prospective jurots, an inability to print summons, an inability to process juror requests to be excused, disqualified, or deferred, an inability to edit a luros's record Severity Level problems are when the customer is not able to use certain functions that are not critical to die operation of the system, but which degrade the customer's ability to perform the function. Seventy level 3 support issues include, but axe not limited to, an inability to create reports, an inability to change system parameters. Severity Level problems are when certain functions ate not operating as designed, but the customer has circumvented the problem and the problem is not seriously affecting operations. Annual Support service level targets are: 111,'1'11Y01111111"'1111111111181i,1111lilU"i Level 1 30 minutes 4 houts Level 2 90 minutes 1 business day Level 3 90 minutes 3 business days Level 4 90 minutes 5 business days Annual Support service also entities customers to Hotfises and Service Pack releases at no additional charge. Annual Support Service ivdl commence immediately upon completion of training Warranty Service Response to System Problems Courthouse Technologies warrants that the delivered software will function in accordance with the specifications described in this Request for Proposal and the Agteement into which we and the County of Oakland and Genesee will enter. In the event of significant malfimetion of the Courthouse software, provided that the Customer promptly notifies Courthouse, we will use all commercially reasonable efforts to correct any fault occurring in the sofhvare, other than faults caused by the intentional or negligent acts of the Court or the Court's employees or independent contractors, or by the malfunction of the Court's equipment, or materials. Irregular Support Calls Because Courthouse Technologies Support is 24/7, no charge will be made to Court for service calls outside Contractor's normal working hours and as necessary to meet the needs of the Court. Cmull�ouse Tcahnoio{tier, Ltd 6ulte 310-401 West C0111UO9 Strecq Va11CuUVer. BC V6U ICI IBIi (1'1€ G77 685,2199 �I Qhs 604 685,2199 i1. W5 G851991 CHT Response RFP #r` 003722 — Oaldand and Genesee County, MI 79 Remote Support In the event of a software failure, Courthouse'fechnologies will make support personnel available in order to make a remote connection to the Coutt's seiveis to resolve the issue. Emergency Support Because Courthouse JMS is a Web -based application, when a request for emergency service is received from Court, CHT provides suppoit staff, twenty-four (24) hours per day, seven (7) days per week by phone, email, or, our Customer Support Center to diagnose and fix any softwsue malfunction or failure. System Emergency In the event of a system emergency, CHT shall: prioritize Court's emergency; escalate the issue within our organization as necessary to resolve die emergency; use its best efforts to correct the emergency as quickly as possible; and, maintain continuous work until the emergency is corrected to Court's reasonable satisfaction. Hardware Replacement Coutthouse'Fechnologies recommends that the County acquire all hardware from their local hardware vendor to ensure that in the event of a hardware malfunction or failure, that immediate support and resolution are achieved in quickest possible tiineftame. If the court decides to purchase hardware from CHT, the server hardware quoted comes with 4-hour "Mission Critical" support, which includes, among other things, expedited production of new systems or availability of loaner systems. Support/Re—Boat Notification In the event that CHT requires to re -boot the systein or perfoiin an), action that could lead to a system re -boot of any other adverse condition, we shall first notify Court's designated Project Manages and obtain petmission before ptoceeding. This condition pertains to both remote and on -site conditions. Courthouse TCOIF—WslLs, Ltd Sllltf 310-601 West Covdovo Stieet. VdllcOuver, W. V60 (6 i tM ifiF 877 6$6 2199 P9ald 6U4,685 279v f', 00l 4,852991 CHT Response RFP # 003722 — OgUind And Genesee Coutity, MI 80 \'}/ J11 ytn, le (1 Chi .'.,�{i rt,?su+25: •'lj �i't,'}'';.�:1 Courthouse'I'echnulogies sole purpose in jury management is to develop products and services that acid value to your jury operation by allowing users to utilize technology to reduce costs, white adding convenience and transparency to the jurors at large. Wavle all products and services we offer will make your jury operation more efficient, here are some specific value-added services In this service, as a byproduct ofrandomly sclectng lxrols (or qualification wheels as the case may be), data consolidating pools from all of the Court's locations is made available for electronic transfer Z is a Web Service built into Courthouse INNS. Jbe use of n Web Seance here eliminates unnecessary file handling, by personnel and ensures data is transmitted securely and accurately. {:ourthouse Technologies uses this data to provide a number of valuable, cost saving scn>iccs. It cuts cloven uundeliverecI mail by 9MI" and allows us to provide you with the best possible postage rate (approx $0,385/summons). Misr, the data is tun against the :.National Change of Address registry, NCOA "return codes" are analyzed for juror eligrbiliq,, and address information for the selected jurors updated. Second, summonses ate then printed using the correct, updated addresses. Updated data is then transmitted back to Courthouse J1%,IS. Where a prospective juror has moved out of die jurisdiction, the summons, at the Coures option, may not, be generated and the prospective juror record may be automatically disqualified in Courthouse JN1S, •Third, the printed summonses are sorted and mailed at first-class, pre-sort: postage rates (currently S0.385).11ic savings from die discounted postage rate and louver production costs ate then passed on to Oalchind and Genesee County. -MI of this occurs autotatically on a scheduled basis, opaquely to the uset, within 24 hours of creating a pool. Pools created in multiple locations are consolidated into the scheduled tun so that they can rely on just a single transmission of the data across all locations. Courthouse JNTS is the only jury system that allows users to cormuunicate with jurors via texts, emails, or voice calls allautomatically from the jury system. Tf you sign up with Courthouse SMS, cResponse, and IVR, you add the ability to provide jurors with up -to -die -minute info. Whether it is a disposition of a request or simply calling jurors off, users can send automatic or custom messages to jurors about anything related to their jury service. Jurors also have the ability to send teat messages to the jury system for serice-related information, Courthouse IDS is out umaging system and is the most effective way to collect the information from returned summonses. With Courthouse IDS, you can create a questionnaire inside the DAIS dint mirrors your nailed questionnaire and/or summons, You set up questions to have properties that may disquatify or excuse a juror based on his or her answers on the summons or questionnaire. Uset's can determine whether or not an image scanned will be used for a courtroom package used during voir dire and subsequently print it as part of your courtroom package when needed. l .nn lhw�sc loohn 0,,R., l.ld. suite +In I,I W,,t C+irdat'ii SUr'0, V.iueomee Lit V6a IGI I; ii 877.a1V,,21`-r9 - 604L685.J199 O04AE5.1991 CHT Response RFP # 003722— Oakland and Genesec County, MI 81 Courthouse JMS uses integrated logic to compute the data collected via Courthouse IDS (via Optical Marls Recognition) into meaningful results in determining the qualifications of a prospectvc juror. You can view images inside the JMS, including incorrectly completed questions and make a determination of how to proceed. For example, based on the response, the system can identify winch records ate qualified, which are not, and why, and can automatically update the Courthouse JMS database. Coiuthouse IDS is more than lust a storehouse for images, too. With IDS you can actually map data to fields from the questionnaire to be captured as part of the juror's record. Furthermore, data captured from the questionnaire can be consolidated with the other ways in which jurors may respond to their sum ons (such as via the Web by eResponse) and printed as part of the courtroom package used during voit dire. Courthouse IDS tequires no proprietary forms -- just a regular summons, tegulat printer ink, and regular paper. Utilike Scantron systems, there is no proprietary hardware to buy and maintain - just a conventional desktop imaging scanner. T9he juror can use any writing instrument they want. They aren't restricted simply to #2 pencilst'llhete ate no separate modules and no separate files to manage. Batch scanning and database updates are done 6 out within the JMS uset interface. What is the best part of IDS7 According to our customers, it's 100% accurate. WrITM AU74=03 Courthouse Kiosk is designed fox jurors to perform self-service functions without the need of engaging court staff. Although a stand-alone product, Courthouse Kiosk integrates searmlessly with Courthouse JMS because all aspects of the kiosk's administration including questionnaires and letters ate managed from jury management system. Courthouse Kiosk comes with a batcode reader and uses a touch screen that allows jurors to complete questionnaires for qualification, print vouchers or attendance letters and attend themselves. You can even get a kiosk that dispenses cash for juror payment! With multiple kiosks available to the public, they can reduce the staff time consumed in handling attendance functions, doing data entry from questionnaires and, printing service letters or checks. Courthouse Kiosk offers your prospective )utois an alternative to using the marl as a method to interact with your jury department, thus, saving you money. Courthouse Technologies will provide technical support by telephone, email and Web to designated Court staff twenty four hours a day, seven days a week through out Annual Support programme. T'lhis service will assist Courtpetsormel with any software deficiencies, training or other support issues that may arise from time to true. Annual Support includes unlimited user access to out Customer Support Center (CSC), located in Courthouse JMS. Through the CSC, customeis can open and view the status of support cases, attach screenshots of unexpected issues and ascribe a priority to those cases that need nmtnedrate attention. (,ouiiu, Ltd Su tie 310-601 West Cordova Siroet Vancouver uC VG6 WI is 099 877 685 2199 rV?W 604665.219A NP 6u4685295I �a alctar� C�� ges�,anse � et lyOxlce��'ce�e�I? 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Q1ase o scaiebased ot, 1 a slldia� 3DG71 cr is Yiyes a{lt� x7 c a.y'' 1e et �Abe of sui 'es sly e to Sce s pYc� ot11Cx Cc)t1tY 131) et,Ultg sateLe Ot \ \ mat anS xnt,tlxec iE Eor tits X1G5?Za :4.b d 51 i„1�7 d E U1xC CtI u Pildsyycta z l moee rfl a .ariarxl T 1L xt.Gn ditypil- ©tCtlyf. \ Abe10sesep eei(tccc,-)tllar�=acbPc�tctia races c TS d l e t p t cz eet 1 the lc sesY ` Auld necd \ c.�ta�e �: -� •_ �~ tpxUtideci� ��.ri�` �S,rec�1cnr.` e�*exe i 1o�cssY� ZZ lace I Zvc �,gasbet' ,�p.t.gfiy:19g1 ns" ' Boa Eki>- xeSPonse klaud ynd Cjenesee ��Unx4 S,g1 p63' 22 " dd -rccA,n.rwU,4, 4+ aAhoJ�c .. a4 ��yuii�-iiU..GUt 4\cst c'.�s to 83 no t t° to locate it eitbey etbec the ot1 ch ue�e°t °t t° use �epenet`lbcenG n ue a on th r o use a I° aycem tzl c°nnec , in epfLC�aGt .� �e Stnalsx kL'zplaec- u7 � U�„ GUg.;ry }t CH'1' Response RFP # 003722 — Oakland and Genesee County, MI 1. Name of Firm, City, or Agency: Macomb County Circuit Court, MI �Address: 10 North Main, 2nd Floor, ,Nlt. Clemens, Ml Main Contact: Todd Schmitz Title: Chief Deputy Cleric Telephone: (586) 469-5122 E-mail: "t=,idld.Scha_,ri;, II;_co11)h Contact: Gene Brewer Title: Main User/Jury Dept-. Telephone: (580) 4G9-5844 E-ma l: t_cn;tti r,ltrc ct(cz-n x r ttilt�sy_ir Sere=ice Dates: installed 05/2011 Sof :earc Program/Version: Courthouse IMS v. 6.1 81 Sunniar�, of Project: Implementation of Web -based jury management software, Courthouse JMS. Data conversion froze legacll jury systetn (built in house). On -site training of 5 users. Also implemented Courthouse eResponse, Courthouse IVR, Courthouse IDS, Courthouse SmntuonsDirect; our address checking, printing and mailing SelTiCC for summonses/questionnaires (2011). Switched from a 2-step court to a I -step court. Project Manager: Gena Brewer Number of Employees: unknown j Product (Modules): Courthouse JMS, Courthouse eRespouse, Courthouse IVR, Courthouse IDS, Courthouse SMS, Courthouse SunmonsDirect, Courthouse kiosk Oup,un.....11,aLid. SIat<i10 be I%cIt ona,nn snvet. vd»1.10"r. W vbn IGt ,.bo-�.oas.Lltrt CRT Response RFP # 003722— Oaldand and Genesee County-, Md 2. Name of Firm, City, or Agency: Berrien County Circuit Court, MI Address: 811 Port St, St )oseph, \-II 49085 \Iavi Contact: Frank Satnpsell Title: Trial Coutt Support Services Manager Telephone: (269) 983-7111 x8347 I" -mail: f-:d oil-,sell,lu t7c< Service Dates: installed 05/2010 software Program[Version: Courthouse IMS v. 6.1 85 Summate of Project: Implementation of Web -based jury management software, Courdiouse J 4'IS. Data conversion from legacy jury system (built in house). On -site [raining of 5 users. Also implemented Courthouse eltesponse, Courthouse IDS, Courthouse SummonsDitect; out address cliecking, printing and mailing service for sunmunnses f questionnaires (2010). "They also host Courthouse I&IS for 4 other counties in Michigan: Van Buren, Cass, St. Joseph, and Otsego. Pcoject �tauager: Franit Sampsell Number of P.mplovees: unlunolvn Product (Modules): Courthouse JMS, Courthouse eResponse, Courthouse IDS, Courthouse SwntnonsDirect Gxoll�a+arse IuJ. \ III tr 31U GO Wv+ t 0u)dvv,1 Slleet. Vwlcvl rlm I5C V61f IUI !;. 877.6114.t 1 V9 O04,035.21 U'' WWL'O S.I OJI CI IT Response RFP # 003722 — Oakland and Genesee County, MI 3. Name of Firm, City, or Agency: MontgometN County Common Pleas Court, OH Address: 41 N. ferry Street, Dayton, 01-1 545422 J It -Saul Contact: David Ballmann Title: jurq Adwinislrator Telephone: (937) 224-3887 i E-mail: hAhn_t Service Dates: installed 10/2006 Sofhvare Program/Version: Courthouse IMS and cResponse v. 5.5 86 Summary of Project: Implementation of Web -based jury management sofhvare in 2006, Courthouse J-1S, Data conversion from legacy juq, system (r1CS Juror). On -site rraining of 3 users. In 2013, acquired Courthouse Kiosk will-, cash dispensing. I j Project -Manager: David Ballmarm Number of Em>31o}rees: unlmown Product (Modules): Courthouse JMS, Courthouse eResponse, Courthouse Kiosk (w/cash dispenser) ��lrw�1• Cour bousc Technologies do business with over 60 govemments in the United States and Canada. Besides the 4 statewide implementations (New Hampshire., Oklahoma, Nord) Dakota, and British Columbia), we have 13 clients in Washington State, 12 in Florida, 12 in-,lichigan, 4 in PenosylVania, 3 in Texas, 3 in Ohio, 3 in Georgia, as Nvell clients in Nevada, Virguua, Illinois, and California. A detailed list can be provided upon request. 011MIla'III Iedmnb"p"'nd.SwlvIln-GW 44ut e4 11' let. V<uu'uvicep tit vr'n I G I :' 13TL6r1 S,t1'J9 f G064tl5d199-fiU9.bLS.HIaI CHT Response RFP # 003722 — Oaldand and Genesee Coutity, MI 87 f + Courthouse Technologies provides 2 licensing options for obtaining out platform. One is the purchase of a perpetual license to use the Software, The County may also subscribe to the SummonsDirect Service in connection with the purchase of this license. The license is a site - wide license to use the Courthouse Technologies products, so Oaldand and Genesee County can have as many users as they would like. A discount of 30% off the license fees applies to tlus purchase because the Court requires multiple peripheral products The second option is a site -wide, term subscription for all products and services. The physical implementation and project method are the same as the purchase of a perpetual license, including installation, training, project management, annual support, and the SummonsDitect Service. However, under this plan, Oaldand and Genesee County will not own a perpetual license to use the software. Rather, it is a "pay as you go" service bundled with SuimmonsDirect and costs substantially less than purchase of a perpetual license. This is usually done on a term contt act and includes the same discounts that apply to the perpetual license option. Both counties can purchase or subscribe the platform separate from each other (and we can provide a separate price proposal for each county) but we recommend and have provided pricing reflecting a toint implementation. This solution allows CRT to provide the best possible price for both counties as the cost eavmgs that would come from a combined solution are passed onto you. We have provided pricing for every nroduct and service we offer. If either County would like to remove any product or service, the puce can be recalculated and provided upon request. Courthouse Technologies does not provide any hardware related to the implementation of the Courthouse JMS platform. The Court will provide all computer haidwate, communications hardware, cabling, operating system software, database software, and other software for premise connectivity. If the Customer signs up with Courthouse Cloud, hosting services, CHT will provide server hardware, server software, database software, and security for both JMS environments. However, the Customer will still provide all on -premises computer hardware, operating systems, and premise connectivity to connect with the hosted environments. wurUrouse TeJ,nwoyiu, Lul State 310-601 West Corclovn Street, Vancouver BC V613 101 toll tM 877 605 2199 PLN 604 685,2199 ;At 604 685 2991 CHT Response Rpl' # 003722 — Oakland and Genesee ConmV, NII 88 . m= Site license, Courthouse ]MS 88,750 Site license, Courthouse eResponse 39,900 Site license, Courthouse IVR 39,900 __) j 1P-lissed Phone \umber (used fur IVR and SMS) Included t �ite license, Courthouse IDS_ 39,900 IDS Senip (max 20 hours) Included Pegasus Imaging License (2x) Included Site license, Courthouse Kiosk (excludes hardware) 29,900 f Site license, Courthouse Tablet 10,000 Site license, Courthouse SMS 200 Courthouse MIS Aimual Tvxt messages (max $11,200' J 120,000/year) Business requirements review, 1,680 Project management 17,525 Installation 900 Svstetn con6q:unition 2,000 Sotirec list data iustmstinn 3,900 Training (max 20 persons)' 1,800 Doaunentadon (electronic) 0 Go -live support' 11800 '['ravel (.1 trips x $2200) $4,400 Annual & Maintenance Support for ALL of the $42,560 Above l Sub -Total $284,355 „f ixcn:,e fve>) — Pacl,at,c D(c ii (125,175) If (:ustornrr goes ovar 12U00 [eats, will pap 50 1.41 tcxt:md will be hi➢cd monthly. Ti.iv,l Required ourn:m:>r Tcct:u�dog:c'o, ttn, lode ttu Loh pi'd(t �,+Qord Strce(. Vanowitt. UC' 1�4U iG i ..: U77.GUS.a V'l tiU•1.Lt15.N'l'J LUd.4H b,1'J.`rt CHT Response RFP # 003722 - Oakland and Genesee County, MI Summons®irect Data -Cleansing, Printing and Mailing Service Courthouse Technologies offers a real-time NCOA run, ptvntuig, and mailing option in which: • Data is distributed through the use of Courthouse Technologies Web Service on a scheduled basis without user intervention (I'etruoty-Rude) 89 • Files are run in near real-time against the USPS's National Change of Address (NCOA) registty • Summons are verified the following day, imaged with address data updated as a result of the NCOA Link data nun, prepared fot mauhng, and posted within 48 hours o Summons are also verified by using the CASS certification system to improve the accuracy of carrier route, five -digit ZIPO, ZIP + 40, and dehvety point codes that appear on each document. • Addresses corrected as a result of the NCOA Link data run and CASS certification are returned to Courthouse JMS through its Web Service and automatically updated in the system's database without user intervention. Sumnnons/Questionnaie Self -Mailer Fours: I Qty. 75,000 (estimated annual supply) I Initial form design and setup _ t NCOA Data -Cleansing CUSS Certification Form Production (1 side color/l grayscale -1 side dynamic info) Standatd Size 1 Perforation and Folding Imaging and Printing of Summons/Questionnaire Tabbing Marl preparation Use of Web Services for SummonsDirect 'Total Cost per questionnaire/summons (excludes postage) Included Included Included J Included Included Included Included Included Included Included Included $0.54/Unit Cour Utou+i 7cchnuluH���, Lt.) Su lie 310-6bh West Co Nova Street, Vancouver, BC V6a 101 U I I CI PP 877 685.2199 f5gpp 604 685 2199 (3. 6t)4 6851991 CHT Response RFP # 003722 — Oakland and Genesee County, MI 90 Source List Update Service The following data management services can be ordered on a periodic basis to update the Customer's database of available jurors used in connection with Courthouse JMS. Per. the Customer's specifications, CHT will. • Establish an M site for Customer to upload and download electronic information; • Merge Customer's new list, • Merge list with the data from Customer's jury management system data to create one type of output; • Check for and remove duplicate records; • Report to the Customer the results of output; • On Customer's instructions, run the output list against the national change of address registry; • Remove any records that do not have valid Customer zip codes; • Run the output list against a ZIP+4 database; and • Dehvei the resulting data to Customer for installation within 10 days of having received all materials to complete the work. '1q�ini�rlliofl�ll li`I' i '1 'luaill`li" Data management services for Motor/Voter merge and update $1,925 NCOA data tun i 4251 ZP+4 data run + 650 1 Courthouse T,11110oyme, Ltd Stule 910-LOt pycst CorzlOvt Sneer. Vancouver, BC V69 I G I bit fife 81711, 21J9 Vil,P 604.6852199 i>, 604('852J9I CHT Response RFP # 003722 — Oaldand and Genesce Comity, 1,11 91 M1, i # . ► �;. Site Subscription: Courthouse JMS Included I ( -Annual Support for ALL items subscribed to _ Included 1 ( Business Requirements Review Included ( Project Management Included ( Installation Included Source List Conversion Included Source List Update (1 per Dear) Included Ttaituntr (max 20 persons)' — — -- Includeel j "Go -Live" Support' Included 1 ( Site Subscription: Courthouse eResponse Included ( Site Subscription: Courthouse IVR Includcd ( IP-Based Phone Number (used for IVR and SNIS) Included ( Site Subscription: Courthouse IDS Included I Pegasus Imaging License Includeel *stem tailoring and setup (inautnutu 40 hours) Included 1 Site Subscription: Courthouse Kiosk (excludes hardware) Included ( Site Subsctiption: Courthouse Tablet Included _ ( Site Subscription: Courthouse SMS (Max 120,000/year) Included ( Site Subscription: Summons -Direct Included ( Sununons/Questionnaire Self-Mailet Norms: Included Qry. 75,000(estimated annual supply) Included ( Itdtial form desiwi and setup Included ( NCOA Data -Cleansing Includeel ( CASS Certification Included Dorm Production (1 side color/1 gxayseale -- I side dynamic info) Included Standard Size I Perforation and bolding Included Imaging and Printing of Sumnions/Questionnaire Included Tabbing Included ( Mail preparation Included ( Use of Web Services for SuuuuonsDirect Included Total Cost per questionnaire/summons 94 (excludes postage) _ ' Excludes Travel Pees of $2,200 '1 Subscription is for a minimum of 5 years +:mp 0,,, Ud. \uik 1111-OU11Ynl 0nWl 1.+Dtiret. VWacm,e , W, Vba l(11 -I ! H77.WU..2190 : oU4.bs ill')e I GibLb N!+2991 CHT Response RFP # 003722 - Oakland and Genesee County, MI 92 • • • • CHT will... • provide hosting for Courthouse JMS, Courthouse IDS, Courthouse IVR, Courthouse eResponse, Courthouse SMS, Courthouse Ktosk, Courthouse Tablet, and SummonsDirect. our data cleansing, printing, and mailing service, and CHT Source List Update service; • provide project management services to coordinate all aspects of hosting; • provide 24Y7 customer support by telephone, email, and WWW through our Annual Support program, which services will commence immediately upon completion of training, and; • provide warranty service wherein we will remedy (at our expense) any deficiencies with the hosted environment for its lifetime. The Hosted Environment Includes... • Operating System: Windows Server 2012 R2 Standard Edition 64-Bit • Processor: Single Processor, Quad Core INTEL or AMD 1.9Ghz • Memory: 8 GB • Drive and RAID Configuration: RAID 5; 300 GB (15K SAS 3.5") • Managed Backup: Unmetered Backups; Weekly Full, Daily Differential; 2 Week Cn- site Retention (Pet GB) • Backup Agent. Base Backup Agent • 1-Hour hardware replacement guarantee • Port Monitoring Service • Automated Server Patching via Microsoft Automatic Update In consideration of the above, the Customer agrees to... • appoint a project leader or project manager to act as the single point of contact with CHT; • assist CHT with project planning including ctearing a project timeline, and an implementation plan; • from time to tune provide the assistance of the Customer's IT personnel to complete certain necessary support or configuration tasks such as, editing local firewall exceptions (where necessary), etc.; • purchase the required SSL certificates for hosting services; Caur4uni.i 1­1u0w1i+ Lld �oWl 110-401 W"i Cn"Ime mao V."wnrva W Volt lol '' 8//68"'2199 0040I31,2199 I' o0to9S2991 Ya•Jv✓cG�=�bVS ���—:��G'.'.3`.�-Y^`====?./ef;�� _.vva��_a._ �.a„i�..i.�..�-r��Si i-e-.=...e_'a.Y�'.�r�Yy'a�.rnii/-j�4"�eT_C_�s3_^T-.lam. J, .��.r_'. _....vs�r�N u.a=. CI IT Response RFP # 003722 — O;ddand and Genesee County, MI 93 e provide :111 WOYI station computer hardware, cotmnuuications hardmate, operating system sofrivare, and other software for premise connectivity; P promptly pay the first Hosrutg bees at the commencement of this project and all other Annual Charges thereafter upon the commencement of the service; ® subscribe to use these products and senices for a nutumum of five (5) years at the stated price, except that Courthouse Technologies may, at its sole discretion, increase such prices from tune to tune• Site Subsctiptioti: Hosted Facilities included Transfer of locally -hosted source list to CHT hosted facilities Included Total Cost per year 3AQQ�S Subscription for 3 years Cunt6aux""reclvmbyfo..Ltd.},pte Jl(J-UQI%Yrst C')TdVV.' tittovt. V.mioavei. W V66161 9771.11S.1199 G011.685.2199 I L. BROOKS PATTERSON - OAKLAND COUNTY EXFCUTIVE 40AKIAN _MOM OAKLAND COUNTY COUNVY MICHIGAN PURCHASING DIVISION PROPOSALFORM SOLICITATION QUOTATION — PROFESSIONAL SERVICES Contact Information: Buyer: Dahl, Joseph P Oakland County Purchasing Division Phone: (248)858-0514 Building 41 West - Lower Level Fax: 2100 Pontiac Lake Road ( 248 )858-1677 Waterford, MI 48328 (Email: dahlj@oakgov.com (Solicitation Event ID: 003722 Response Due: 8/2212016 1By: 2:00 PM Eastern Nne (Event Title: Jury System Replacement category Codes: 20827, 20837, 20863, 20866, 20863, 20868, 20928, 20938, 20964, 92002, 91829, 92014, 9... The Oakland County Purchasing Division is issuing a Request for Proposal (RFP) seeking bidders to perform services as detailed in Attachment (B). Index: • Proposal Form (This Form) ® Attachment (A) — Mailing Label ® Attachment (B) — Solicitation Specifications ® Oakland County Professional Services Contract Boilerplate (for information purposes only) can be viewed on the Oakland County Purchasing website I"•;i?'jlt"r4'- :_i,tl7r ..:)ti' ,Li�i"L-Si+iCi'(';9iiC ;I"�"i;100�;',iii+ ''_ ,(}.:ip General Submission Information: ® This solicitation event can be accessed at the Michigan Inter -governmental Trade Network (MITN) website:;;z,n_'rv.!;n*i7 • It's the bidder's responsibility to insure that responses are received in the Purchasing Division prior to the date and time specified. Purchasing Division's address, due date and time are listed on the first page of the proposal form. The responsibility rests entirely with the bidder, notwithstanding delays resulting from postal handling or for any other reasons. No late or misdelivered bids will be accepted. The official time clock shall be the date/time stamp machine located at the Purchasing Division main office located at the address listed above. • Sealed bid responses may only be delivered to the Oakland County Purchasing Division. ® Package must be sealed, • Package must have the provided mailing label affixed to the outside of the package. . Package must list the submitting company's name, contact person and address. . Deliver to: Oakland County Purchasing Division Building 49 West — Lower Level 2100 Pontiac Lake Road Waterford, Ml48328 • Bid responses shall be accepted at the Oakland County Purchasing Division any time during the normal course of business only; said hours being 8:30 A.M. to 5:00 P.M. Eastern Time, Monday through Fridays, excluding legal holidays. ® All questions regarding this solicitation should be submitted in writing or email (preferred) to the buyer listed on page one of the proposal form. Subject line must include the solicitation event number listed on page one of the proposal form. Submissions: • This proposal form must be signed by a person authorized to bind and commit the company to provide such goods and /or services offered to the County should their bid be accepted by the County. • The bidder acknowledges that the County is a public entity and therefore is subject to public disclosure laws. Modifications: • Prior to opening the solicitations, clarifications, modifications, or amendments may be made to the solicitation at the discretion of Oakland County Purchasing Division. Should any such changes be made, an addendum will be issued and posted on the Michigan Inter- governmental Trade Network (MITN) website. 4Y,y,,_, npt roil., • It's the responsibility of the bidder to check the website for addendums. Contract Requirement: A copy of the County's Professional Services Contract boilerplate can be viewed on the Oakland County Purchasing website Bidders are encouraged to review the contract boilerplate with the proposed terms and conditions. Review the insurance requirements in PARAGRAPH 6.2, and Exhibit I Contractor Insurance Requirements, Lines 1 a, 1 b, 1 c and 1 d. The successful bidder will be required to comply with same. Awarded bidder shall provide required insurance documentation upon notice of award. Specifications: • Specification response requirements must be submitted with signed proposal form. • Failure to include in the response all information outlined in this RFP may be cause for rejection of the response, Alternatives to Specifications: to Bidders may offer alternatives from the expressed specifications described by the County. The County reserves the right to consider and accept or reject such alternatives. Alternatives must clearly describe all variances from the specifications herein. Provide product literature, specification sheets and drawings with bid if providing an alternate. Withdrawal: . Responses may be withdrawn by writing or electronic notice provided such notice is received by the Purchasing Division prior to the time set for the opening of the responses. Award Information: • Organizations may be requested to submit a completed, signed Federal W-9 form prior to an award of a contract or purchase order. • Awarded bidder shall provide required insurance documentation upon notice of award. Terms and Conditions: No late or misdelivered or000sals will be accepted. The official time clock shall be the date/time stamp machine located at the Purchasing Division main office located at the address listed above. The Respondent shall be responsible for all costs incurred in the development and submission of this response. Oakland County assumes no contractual obligation as a result of the issuance of this RFP, the preparation or submission of a response by a Respondent, the evaluation of an accepted response, or the selection of finalists. Oakland County shall not be contractually bound until Oakland County and the successful Respondent have executed a written contract for performance of the work. Submission is a conclusive presumption that the bidder is familiar with the RFP, Contractual Requirements, and Specifications and that the bidder understands and agrees to abide by each and all of the stipulations and requirements contained herein. Any exceptions to the stipulations should be submitted separately. Each response should be prepared simply and economically, providing a straightforward concise description of the proponent's approach and ability to meet the County's needs, as stated in this RFP. All prices shall be quoted in U.S. dollars. Unless Respondents specifically note otherwise, any and all quoted prices will be firm. If the vendor's consumer pricing is reduced during the term of the contract, the lower price will apply. In case of error in the extension of prices in the response, the unit prices shall govern. The County of Oakland reserves the right to reject any or all solicitation responses, awarding the solicitation to other than the lowest priced solicitation response and to waive any irregularities and /or formalities. Also to accept any solicitation response which, in its judgment, best serves the County's interest. The County of Oakland reserves the right to request any additional information which might be deemed necessary after the submission of this document to bidder, and after responses from bidder have been received by the County. The County of Oakland reserves the right to conduct interviews, reference checks, and any other due diligence deemed necessary to select the successful bidder. The County of Oakland reserves the right to split or abstract any or all bids and award multiple contracts from the same solicitation based on price, availability, and services when in its judgment best serves the County. All work shall be performed in a professional manner and shall be consistent with the practices of the trade. The Contractor shall be responsible for any permits and inspections. All labor and materials shall be in accordance with applicable building, safety, and fire codes. Shipping terms are to be F.O.B Destination unless otherwise stated in the solicitation specifications. E-Verify — Prior to contract award all County Contractors are required to comply in accordance with Miscellaneous Resolution No.09116 (BOC Minutes, July 30, 200% pp 37-36), unless otherwise exempted, all service contractors and/or vendors who wish to contract with the County to provide services must first certify they have registered with, will participate in, and continue utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the contractors and/or vendors. Breach of this term or conditions is considered a material breach of a contract. Contractor'sNendor's submitting bid responses agree that the contractor/vendor will registered with, and will participate in, and will continue utilize once registered and throughout the term of a contract, if one is offered, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the contractors and/or vendors. Pursuant to Michigan law, (the Iran Economic Sanctions Act, 2012 PA 517, MCL 129.311 et seq.), before accepting any bid or proposal, or entering into any contract for goods or services with any prospective Vendor, the Vendor must first certify that it is not an "IRAN LINKED BUSINESS, as defined by law. All County Contractors are required to comply with all Federal, State, or Local laws. The County reserves the right to cancel the contract for services if the contractor has not done so. Failure to comply with all Federal, State, or Local laws either currently or historically is a consideration in the bid evaluation process as well. Such compliance shall include, but not be limited to, non-discrimination against any employee or applicant for employment because of sex, race, religion, color, national origin, or handicap in violation of State and Federal law; prohibition of use of any copyrighted software contrary to the provisions of any applicable Software license agreement or State or Federal law; compliance with all applicable grant requirements if any part of a Contract is supported or paid for with any State or Federal funds granted to the County, compliance with the Immigration Reform and Control Act (IRCA) and 1-9 employment verification requirements. Any and all future Federal, State, or Local laws must also be complied with while the contractor is providing services/products to the County. Vendors that have been found guilty or held civilly liable for violation of any federal or state law, or have been barred and/or declared ineligible from consideration in receiving any federal, state or municipal contract, must provide information as part of their proposal on all such violations ! barrings / ineligibilities. Pursuant to Act 167 of the Public Acts or 1933, the County of Oakland, A Michigan Constitutional Corporation, is exempt from the sales tax provisions of this Act. In addition, the Michigan Department of Treasury has promulgated General and Specific Sales and Use Tax Rules which provide that the County of Oakland is not required to have a sales tax exemption number. (R205.79, Rule 29) For reporting purposes — County of Oakland I.D. #38-6004876K L. BROOKS PATTERSON-COUNTY EXECUTIVE 40A K L OAKLAND COUNTY PURCHASING DIVISION COUNTY MICHIGAN EXIIIBIT I CONTRACTOR INSURANCE REOUIREMENTS 1. At all times during this Contract, including renewals or extensions, Contractor shall obtain and maintain insurance according to the following specifications: a. Commercial General Liability - with the following as minimum requirements: $3,000,000 — Each Occurrence (Total Limit) Occurrence Form Policy Broad Form Property Damage Premises/Operations Independent Contractors Products and Completed Operations (Blanket) Broad Form Contractual Personal Injury - Delete Contractual Exclusion Additional Insured: The County of Oakland and County Agents (as defined in this Contract); b. Workers' Compensation - as required by law and $500,000 Employer's Liability; c. Automobile Liability and Property Damage - $1,000,000 each occurrence, including coverage for all owned, hired and non -owned vehicles including No Fault coverage as required by law; d. Professional Liability/Errors & Omissions Insurance (as applicable) - with minimum limits of $1,000,000 per claim and $1,000,000 dollars aggregate. 2. General Certificates of Insurance: a. All Certificates of Insurance shall contain evidence of the following conditions and/or clauses and shall be sent to: The County of Oakland and County Agents, Oakland County Purchasing Division, 2100 Pontiac Lake Road, Bldg 41 W, Waterford, MI 48328-0462 or fax 248-858- 1677. b. The County of Oakland and County Agents (as defined in this Contract) shall be named as "General Liability" Additional Insured with respect to work performed by the Contractor. c. All Certificates are to provide 30 days written notice of material change, cancellation, or non -renewal. Certificates of Insurance or insurance binders must be provided no less than ten (10) working days before commencement of work to the Oakland County Purchasing Division. Insurance carriers arc subject to the approval of Oakland County. VENDOR CERTIFICATION THAT IT IS NOT AN "IRAN LINKED BUSINESS" Pursuant to Michigan law, (the Iran Economic Sanctions Act, 2012 PA 517, MCL 129.311 et seq.), before accepting any bid or proposal, or entering into any contract for goods or services with any prospective Vendor, the Vendor must first certify that it is not an "IRAN LINKED BUSINESS, as defined by law. Vendor Legal Name (Street Address Icily (State, Zip Corporate I.D. Number / State Taxpayer l.D.# Courthouse Technologies, Ltd #310 - 601 West Cordova St. Vancouver British Columbia, V6B 1G1 BC0714273 98-0484187 The undersigned, with: 1) full knowledge of all of Vendors business activities, 2) full knowledge of the requirements and possible penalties under the IawMCL 129.311 et seq. and 3) the full and complete authority to make this certification on behalf of the Vendor, by his/her signature below, certifies that: the Vendor is NOT an "IRAN LINKED BUSINESS" as required by MCL 129.311 et seq., and as such that Vendor is legally eligible to submit a bid and be considered for a possible contract to supply goods and/or services to the County of Oakland. I have reviewed the terms and conditions and insurance requirements prior to submitting this bid solicitation. Proposal Form (pages 1-6) must be returned signed with your bid response. Sign r;f Vendor's Authorized Agent Scott Kerr, President Printed Name of Vendor's Authorized Agent A_ W' ss Signature rohn Arntsen, VP of Client Services Printed Name of Witness: See Attachment (A) Shipping Label August 1, 2016 Date 003722 Solicitation Event Number Oaldand and Genesee County, Courthouse JMS Implementation Implementation Guidance & ..Action :Items u / Purpose ufthis 4 I)or*mocu�....�...—~.,^.~.^,^—.`~'~ ^.~^^�.,---^.^.~ 1Overview of Implementation S/cpo........ ........ ,—,,^........ ^.... 5 l, Iot"vJvctioutoyou I:ULCPonj Cct A[xoxXe,.—~~..—^~.,'—.,............... .... ..... S 2. � Technical &ogoiuinro/oRcorn�.—....,...`~,~~^~~^^~~^~^^~....,.—~. � ' J. Booiucx�DeqnizcouuUsXrv1nx....... ......... ............. ~... ...... ~~,,­5 4. Letters mid Cuurt,nnm....... .,..^.......... ...... ._.... ..... ,u i Change k1xuxgeu�eu....--..,...--^~.~--'`~.^—~.`,.—..'^'.--',,' 6 6. lz^/xUmi'nnOcConfiguration .... .......... .,........ .''—. ......... ~'^—^.................. -,~* ?� L}mxcoor,rsioo.....--.—..—.^^~.,'—~~~—^~.~.^_^^.'_^,..,`,_~~� 7 R. luuuJuc600tu1iainix'/8unpouFtnv/nu6......... ........ .^^~~~~—^~~..~`/ �\ � Svsccu�Su\vp,Svskeo/\Joel]lxuung`.....--....--, '----^~'—.—~— ? 1o, � Ilnm|o88,uniuor.......--.^^�~--.^~---^~--^~'~~^'~^~`^~---'~ 8 ll, "(�v-|.�nc`I)u*�~..---^'^.---^~^^~—'^~^``—~~^ ~`~~�^`'~`~—^~^' V |l Project Update \{celioSs.... ........ ............ .... ~.~~~.^..—..... ................. ­8 4Identified Project Cjs&o..—...-..,~.,—.~.``~.`.~....—..—..—^.~..,—.JU 1� 5/�o6o*lcCou^}ivt..~.........--- .—.~~~^^~,~~.°.^^'^.`..,~^.~—~`..^~ Courthouse )MS Implementation - lmplementatron Guidance & Action; Revision History 3 Authors I Par joha(, Scott here, Camillc (hum;th, Courthouse'1'ecltnologies Revision History i Revision 3 - 201I/Sep(. Status 11us c:ontidcnual document is }vork in progress and is intended for distribution ro proirct participants on]), �. u.Jiuu� ii.prntluVLL roe Mniv tnL Pd tp,�Iv lrn.r. e.un umr: Ii1 \9.P 141 nt iJn: h.+On evl r N. ,I P, eut �.40 PPof Courthouse JMS Implementation - Implementation Guidance & Actions Welcome to your project with Courthouse Technologies and thank you for your business! We've created this document for you for several reasons: to give you an overview of how your project will proceed now that you've decided to purchase Courthouse JtbMS; to share with you what the necessary operational steps are to prepare for implementation; to identify the work that we'll perform together throughout the project; and to encourage you to prepare as much of the information and materials that we'll need for implementation prior to installation. 0 1••�.IIII...I•It.1i111�1.��11•"'.IIII �11111'llll�ll.l\l.11l'I Illv�l. ((111��•11\11. 11I. VI.L1 li(/ 1111. 1,1{I..! 19'I IAlletl{Il.l11111 I.II114111.! I1111 Courthouse JMS Implementation - Implementation Guidance & Actions 1. introduction to your CHT Project Manager Now that your project is underway, your salesperson will arrange a short teleconference to introduce you to the Courthouse Technologies staff meruber who will he your dedicated Project Manager Ralf). Your PM will likely take this opportunity to ask you questions about your operation and to familiarize themselves with the high level details of did` project. They'll also be interested in scheduling a mutuall}' convenient date to the Business Requirements Review described below. Finally, your PNI will discuss with you a number of things that you can prcparc or provide to us prior to the Business Requirements Revic%v that will allow 'is to get started oil your Project right away. Those items are listed in Section 3 of this document, 2. Technical Requirements Review Yout Pit4 will ask you to schedule a call between Cl IT and representativcs of your IT department. The purpose of the call is to rd view some of the technical requirements for a successful implementation of Courthouse JNIS. This %will include a discussion of the implementation process, server and workstation hardware requirements, operating system and database requirements, siring, as well as software Prerequisites. l-our PJvI will also he interested to know about the timeline for the emirotuneut's preparedness. Is new hardware ordered or bein, ordered? If so, when will it be delivered and available for installation? This meeting will take approximately 30 minutes. Afterwards, your PZI %will provide meeting minutes as well as it list of action items. 3. Business Requirements Review The purpose of the Business Requirements Review is to outline the implementation process, gather information from you about your current business process, recommend how you aught create or improve efficiency, set expectations, and to task uses to review/provide certain information and materials. Chief among [lie goals is to identify critical business process differences and to identify critical go -live dates. If there a multiple locations or jurisdictions of courts involved in gout project, Please meet with them prior to the Business Requirements Review to discuss any business process differences as well as how you might want to consolidate those into it corru ion set of Processes. Rnu, •arv,e, v.,o,„ate l:.�. U.0 ,M n, n,n..,,vr� ,nn �di,, ,i ri ,.ns i.u•..,•rn Courthouse JMS Impleteeritation - huplementation Guidance & Action The Business Requirements Review will likelq be done via teleconference, though it may also be done: in person with your IiNt The PNI vvill schedule the call with rrprescnfatvr_s front your team who should include the target users of the (ivlS. It will take approximately 2 hours. Before. the Business Requirements Review, your P&1 will provide an agenda for distribution to the group. rlfter%vards, your 1't�t will pi ovide meeting minutes as well as a list of action items. You'll be asked to review the minutes and action items (to make sure we've got it right) and provide your sign - off before further work proceeds. 4. Letters and Conrtrocxn Documents 'Tailoring During the course of the project we will very likely be custorrizing some of JMS's standard correspondence as well as the documentation that your clerk, or baihfes will use ru the courtroom, Your I'M will be sending you a package of die letters and reports that can be tailored. Please identify to your PM exactly how you'd like them changed by marking them up and einailing them (orprovide a substitute sample or excerpt of desired languagC), 5, Change Management Courthouse INIS is a "conlintrcial-oft-the-shelf" software solution. While it's developed to be as flexible as possible, you may discover during the Business Requirements Review (or later on in the project) that there's something that you really need that the system doesn't currmily provide. Not to worry, we're not inflexible about making changes. Your PM will docutueut the change request and enter it into our Customer Support System. The impact of the change request will be evaluated in our office. Well be looking at both the benefits as well as the impact such a change night have to you and to other Courthouse JRIS users, if it's something that we feel would be widely beneficial, we'll do our best to include that change in the next release of the software free of charge. Ilowever, if the change is unique or specific to your requirerneuts we may provide you with a fixed price quote to cover the costs of the work, 6, Tnstallation & Configuration Installation x-ill be conducted remotely by C;outthouse Technologies pmfessiom it installers using Vittual Private Network or Remote Desktop access, Your I'M wilt be asking you to make the uccessaly arrangements with your IT staff for tmcli reinote access, and to ensure that the hardware, operating system, network, and database systems are ready and pre installed with certain things prior to the date of installation. Our installers will need to work a little with your IT staff on technical matters related to your environment during the installation, So, it would be helpful to have an Il' contact designated in advance of the installation date. Our installers will install a production environment as well as a training/testing environment. n.x..,e..,,r,-u„ va, r., nay+,, n"r, ,.m.anu. u<."'s tot uttnu',..,o•, ,,,,,, o,Y..!ro+ r.vi. a,n,. =v;t Courthouse JMS Implementation - Implementation Gwdance & Actions 7. Data conversion In a typical implementation, the user group runs both the legacy system and Courthouse j\IS in parallel for a time. I?se of the legacy systemic phased out as qualified jurors summoned under the legacy system report for jury duty and cennpletc their service (uncles the legacy system;. Use of Courthouse Jl`IS is phased in as prospective jurors are qualified and sununwxed under Courthouse jMS. As part of phasing out the legacy system, you will declare a date after which deferrals (a.k.a, postponenneuts) will not he accepted under (lie legacy system, and a "cutoff' date for when the first set of prospective jurors will be selected for qualification and summoning under Courdnuuse jRIS. As the'`phasing" continues you reach a point at which the last juror summoned under the legacy system completes their service and the first group of jurors summoned under C:ouethou. e JMS reports fur service (the "go -live" (late). After the "cutoff' date, the legacy system may provide data sets that are useful for populating C outrhousc JI IS. These include establishing: prospective jurors already qualified but not yet summoned, the sunaitoned date For prospective jurors selected to report and jurors who were permanently disqualified. Once established, this data Ned] be used by Courthouse Ji'\JIS as we perform source list (a.k.a. Master List) data management work. Your Pi I Will be asking you For further in formation and materials in this regard, including an extract from your legacy system. They will provide information as to the layout and fortuat Ill Which We would like to receive that data. 8. Introduction to Training/Support Personnel Your PnI will arrange a short teleconference to introduce you to the Courthouse Technologies staff member who will be your dedicated trainer. During this call, )`our trainer will outline the particulars of the training seminar and ask you to work with them on any facility requirements. Your PNNI will have briefed your trainer on the particulars of your buainess process andjMS couftgura(ion, f-Iowever, VOL, may want to use ibis opportunity to describe any "hot -button" issues, or ask ally questions related to system operation. 9. System Set-up, System Admin Training After installation, Courthouse personnel will perform installation vctrtication tests to ensure the system has been properly installed and is functioning correctly. 13ut, your PM will also schedule a date with your CHT trainet and )'our designated "systetn adminisnator" user to participate in a remote, system adtn nistra nn training session. 'Phis 90-minute session will provide all the information you need to populate JNIS with necessary setting, lookup table, and user account information. Doing this session in advance of the regular training seminar avoids burdening students who will not be active in system administration tasks with information they don't need. wunfnu.:. L.Iun�Lup... IW Smh JUL n.J 6auf'�boa. \.nna.nf4 M, 11t:IA; I:II (,I", pny bn Ll.p`. q`nl IAIfddJi.pPq Courthouse JMS Implementation - Implementation Guidance & Actloi is 10. 11 12. Trfiimng 5e1Tfi n:3r Courthouse Technologies Nvill conduct a 2 day training seminar at gout location, The goal of the training sea nar is to provide quantifiable learning outcomes so that students conclude the sennar with the tools and techniques necessary to effectively, apply the solution in their respective locations. This seminar is classroom -based in iraintng facilities to be provided by you), `lht, method of instruction is a combination of instructor -led demonstration and hands on use of the systems using your test/training database and set of refreshable test data. The rraining facilities trust therefore have a workstation for each student and the instructor as well as audio-visual equipment for conducting demonstrations. "Go -Live" Date The date that you first have jurors reporting tinder Courthouse JIMS can be stressful on new users. So to help ease the transition, Courthouse Technologies will provide training personnel on site during the first days or nvo that jumts attend under Courthouse JNIS. This person may be your trainer bur could also be your PNI. They'll assist )'On w-ith aut' training or technical issues you may encounter. Because of the coordination (and e\pclnse) of travel for such personnel, we require some certainty* that jury trials will go ahead oil the appointed "go -live" date. We understand that this is not always possible, and in cases where such certainty can't be guaranteed, an alternative is for us to dedicate support personnel to be available. to you exclusively via remote access on the appointed `;go-1 vt'' date. Project Update :Meetings We'll rtieet regubirly by phone (at least every two weeks, if (not weekly) to discuss action items, confirm acknowledgement points and sign -offs, and to follow up on project progress. PJ Non•,'dm. 1, bnn».u, i. III YLit t V IJ/.ell4.114n of u.uu..•nm 4u, err.. nrn Courthouse JMS Implementation - Irnplementation Guidance & Actions Courthouse Best Your C ourthouse'lechnnlogics PM will provide yonwith a document From the National t.cnter for State Counts labeled'NCSC -luny Best Practices'. ']'his docurnent outlines best practices in ]try system management for those, courts that wish to maximize, court performance in all essential components of jury management bv: • securing an adequate pool of prospcctivc jurors from which to select juries for trials; • ensuring that the jury pool reflects ;1 fair cross section of the community; • operating the jury system in an efficient and effective manner; and • treating citizens with respect and dignity, Please review the attachment for recommendations that have been formally evaluated and found to reduce costs and improve jury system efficiency. Courthouse Technologies adds to the list below our own best practices stemming from a combined effort of over 20 years experience in the jury Nlanagetnent field: • add barcodes to juror correspondences, and use barcode readers to quickly attend jurors, process qualifications and locate candidates • place a workstation near the entrance door to scan juror attendances OR use Mobile barcode scanning devices, such as Courthouse fvIDS. • start capturing juror email addresses to send juror correspondence, instead of printing and mailing paper letters • push and ptomote online data capture and have jurors complete online gttesuonmires through Courthouse cResponse • use Skype to make phone calls using your workstation • display the Pool ID and Group ID on the stuntnons for juror reference • process as much data prior to juror attendance day .... I el •antr qtl. i4/\Bryn ,iini \enunun 111.\4n IA! li/f.LL•..•wq le"JAV,21", Courthouse 1MS Implementation - Irrrplementation Guidance & Actions 10 As jury Nbinagcmrut experts, CITF encounters certain risks within if typical project. These risk, can greatly affect a project timeline, We've outlined some of the potential risks, their factors and likelihood, and their proposed solutions as per our project implementation expertise: e e e Summons Layout slid e Approval from high- 50'N a Simplifying the summons Design Delays level staff, form. a Difficulty amalgamating o Merge all jurisdictions' old summons with new summons forms into one design. a Keeping high-level staff e Cost concerns with involved in process paper size, envelopes, a Keep the number of design etc,.. iterations down. (Sulu nonsDi ect) a Engage CH7 for help. a Multiple locations wanting different things on the Summons. Settip &'I`raining a Change for users can 30°'o o Use CHT raining resources be difficult {movies, KB articles, training a Fear from users in environment, etc..,} going "live" with new a commit to training date system. early in project. e Getting training o Have training fitcility booked location set up at the beginning of project. Setting up Payment e Deciding what payment 20"I'D a Adapting file to Courthouse Structure mednod the court pls4 wishes to use (Printing o Send payment file to CHT at Checks or Posting the beginning of the project. Payments,) a Have the financial a Formatting of the department present for payment file. project meetings. e Approval from the e Decide what type of financial department payment the court wants e System integration «lth early in project, financial system. r �.,,ran.�n. oiewd..•r••Lu �,m. nn, r✓t\en rni.�r, r.�n.,.n�., Rf �,dr rq! n�u,u'„na�� eat m..�Ppi bu r,rw,,:an Courthou ;e JMS Implementation - Implementation Guidance & Actions Installation Issues s Availability of Court IT Staff. ® Hardware envirotunent setup hold up. ® VI'N access not available. ® Courts sccuritl, measures. 11 15°/r e Court ITStaff has CTIT IIardwarc/Software specs sheet before project starts. ® All Court security measures provided to CHT at beginning of project. n have VPN access toady at start of project. ® Have IT Staff at project meetings. nulhuu�,1,0.1... Iupu1,lvl5"J"rtn.isr {Y.rzm Vn'cl Pnirbnn,4 I,,,, vo8 l n/ 01).61" 1P. gWr LUS. 1IT, C.14Jd.. PYq Courthouse JMS Impicmentation - ImplQincii1atlon Guidance & Actions 12 One of the things that will lielp make your project progress quickll-iS preparing for some of the information, materials, and tasks we're gomf to need from fort Alone, the wet'• 11'c've included the following checldiat for your rclereacc. The earlier on in the: project that you can provide or do these things, the quicker your project will proceed. We will discuss pertinent action items at our weekly meetings. ,I'iOwnerKDue ." ✓I u_ "-- � Description - comments Date Pre -implementation 1 ❑ Modify and send `CHT "attach all pertinent CHT I4'ckoff email to client samples Contact information for user user (s)— "System Administrator" and 2 ❑ IT personnel that will be the O&GC designates for the project (full 1T(s) name, phone # and entails) List of users (both business 3 ❑ and IT) who may be O&GC supplemental designates on this project Description of proposed Your PNI will provide 4 ❑ application QMS) server and hardware/software O&GC DB server, operating system requirements document: and database versions for JMS 5 ❑ Description/inventory of O&GC workstations) running JRIS If client purchased Your Phl will provide Courthouse elkespome, a hardware/software description of the proposed requitements document. web server and operating b ❑ system version, and any O&GC preferred architecture or security requirements for this implementation (e.g. multi - tiered implementation). nuOi.uu o..unN,un., 1n, \wa, :oL 1w M,,,,'il—,. r.Vnou.a, 01 %WI „v 1111J,Wi n•n, entJJo, 11 19 iNiJ,LL•. Prn Courthouse 1MS Implementation - Implementation Guidance & Actions If client purchased Courthouse IVR, a description of the proposed web server and operating 7 ❑ system version, and any preferred architecture or security requirements for this implementation (e.g. multi - tiered implementation). Technical Requirements Compl..•te Technical $ ElRequirements 114-6 +' Your 11I l will provide hatdwnre/software tequirernmu; doctunent. Serial number (s) `complete Technical Requirements Afeeting doc on Company Web O&GC CHT/ O&GC 13 Provide VPN or Remote 9 ❑ Desktop access to application O&GC and database servers 10 ❑ Update Company Web with CHI' VPN credentials Install SQL Server Client on 11 ❑ the application (JMS) server, O&GC as well as the ellesponse and IVR servers (if applicable) Install SQL Server Manager 12 ❑ on the application (JMS) O&GC and/or database server Modify and send `Data J'attarh die'Legacy T)ata 13 ❑ Conversion Pl,•tn' email to Fonuat' doc on Company CHT client Web Provide most recent Source On CI? Or via the FTP site 14 ❑ List data from the State, along O&GC with a key of the data's layout If multiple locations, provide any regionalization criteria for isolating source list records to 15 ❑ be selected from such specific O&GC locations (e.g. zip code, city name, polling district, district code, etc.) Business Requirements Complete Business use Business Processes CHT/ 16 ❑ Requirements Re} iev doc- on Company Web O&GC Complete `XXXX County 17 ❑Iblinures'doc on Company CHT/ Welt and send to client for O&GC sign off amlnnr. Iv.InuAngi. •..gym billy lU ih{4\aL��p'u, V.vin..q., u.t \ 101 illl!Y'.1190 Lu 11.U'..!Iva nlJ Lll'.,WII Courthouse JMS Implementation - Implementation Guidance & Actions 14 18 ❑ Send CRT a sample of your O&GC current Summons Provide edits to the tramples provided by your Qualification Questionnaire PNII 19 ❑ and/or Summons template O&GC against yourcounty's Summons/Questionnaire Meeting to discuss of necessary) Cl IT/ 20 ❑ Qualification Questionnaire 2 iterations max. please O&GC and/or Summons Mock up draft Qualification 21 ❑ Questionnaire and/or CHT Summons and provide proof to client for review Finalize Questionnaire 22 ❑ and/or Summons with CHT printing service Order blank copies from 200 blanks inc hided 23 ❑ printer for `one-off printing CHT and have them sent to client Code `one-off 24 ❑ Questionnaire/Summons and CHT send to client og ❑ TEST CHT Questionnaire/Summons run 26 ❑ Verify that the web.eonfig is CHT Pointing to AMS's domain Verify that client firewall has 27 ❑ been opened to the CRIt4 CHT domains/IP addresses Provide edits to JMS's Samples provided by your 28 ❑ standard juror PV O&GC correspondence Provide edits to Random List and Alplta documentation used in your List provided by your I'Nl 29 ❑ courtroom during the voir O&GC dire/jury selection "include any additional required cournootn documentation Code customizations to juror 30 ❑ correspondence and CIITI courtroom documentation I ..iirllii.l l'� Ili lii�.�11.�1" .I I•i \ii1t� .lil, 1'.1MAI S.1+•'I V,I.l•�i+. 1, I1I VIM Ihl 1111 l W', 1'111 Courthouse-IMS Iinpie mentation - Implementation Guidance & Actions Send revised juror 31 ❑ correspondences and CHT courtroom documentation to client Provide any Grand Juts (if applicable) 32 ❑ documentation (eg. suhpocnxs, O&GC comnnssroners reports, lists...) 33 ❑ Code customisations to Grand (if applicable) CHT Jury documentation 34 ❑ Send revised Grand Jury (if applicable) CHT documentation to client Provide JPEG of any logos, seals or banners that should 35 ❑ appear on juror O&GC correspondence letterhead, Questionnaire or Summons 3G El electronic signature O&GC for for formatting Configure signature and send "attach 1PG of Sifnianire 37 ❑ `Formatted Srgnaturd email CHT to client Configure and send 38 ❑ eResponse Summons and CHT Attendance Letter to client 15 Payment :: giCoi i 'a�l(.,Stoati+ig,? .1rm..le'. l .... i2.....i•,�? Provide an example of your Sample payment file 39 ❑ current payment file and your provided by Your PNI O&GC preferred layout Modify local Define Export 40 ❑ and send sample to client for CHT proofing Define Export in client sites Set default sane path: 41 ❑ TEST and PROD and advise Downloads\Pacments CHT on File Save Path on the application setyer Share the `Downloads' folder on the application QMS) 42 ❑ server and map a drive on the O&GC desired PC to that shared folder. �} .... � .t3��ii:.�"'n'.X+t sb :� Rt'•' ...�. "'c .;%.; .�: }.yv?. Gh_ Gk t `. j a —n_iYy �, .^ ntlf" i ��tl•- Wt��.;��`7 ik i tits . Q .eiSyF44tk` i ..L:� - . +.::J 43 ❑ Send blank check stock and Sample checks provided O&GC sample checks) by I'M It, oa, mw.rmt COUnhouso JMS Implementation - Implementation Guidance & Actions 44 ❑ Code customization to checks 45 ❑ Send finalized checkto client Install check ]winter on application (JMS) server and 46 ❑ advise on check printer name OR provide UNC path to the nehvork check printer Advise on differing accounts 47 ❑ for type of check (petit, grand jury, donation, etc...) Set`onecheckno = V in CL 48 ❑ table based on different accounts 16 CI IT CIIT O&GC O&GC I f V - all checlrn print increinenmlh' (h<navver rep,n 1 r; o he ioi te& w Ivmt in desired order) CIIT If N -checks pant with starting cluck no inuinsotally b.uutl on pool type and'i• ciunation'. If checks are duplex, set 49 ❑ `Duplex=VerticaP in printing CIIT options in the CL screen so ❑ If differing check stock, set CHT iTray numbers in CL screen 51 ❑ Ensure MICR toner is O&GC installed on check printer 52 ❑ Provide starting check no(s) O&GC 53 ❑ Update court -numbers with CI IT starting check no(s) Istallation itenis for PM to ensure are cornplete) Install Courthouse JMS TEST (if applicable) `installation 54 ❑ and PROD; eResponse & ucunts' checklists on Docume CI -IT NR Company Web 55 ❑ Provide TEST and PROD (including eResponse if CIIT URLs to client applicable) Have PROD eResponse (if applicable) 56 ❑ resolve to the IP address As default usct O&GC server hosting eResponse , Make Desktop icons on user 57 ❑ work,etations for Courthouse PO URLs Set permissions and directory C IA'l' programmer will 58 ❑ resources (in IIS), and update contact network O&GC local DNS administrator for help �iM1Ullu.u��'�..IniuLnp,. �vf 1J6, Pn. 14/\Yap'I,Iua1. \neuq.„b 11.1 YLi1 At Nr.Lgy%P1•� 9u LIAf'i/i LIt).00Y,!•1.11 Courthouse JMS Implementation - Implementation Guidance & Actions 59 ❑ InstalI TEST and PROD CHT source list 60 ❑ Create and install Google Key CHT 61 ❑ Jet up Support Portal CHT credentials Send client barcode foot for 62 ❑ application on all user CHT workstations Ensure Adobe Acrobat Reader 63 ❑ is installed on all user O&GC workstations Training Send `Checklist — 7'r.ohin 64 ❑ Paci&ies' documentation to CHT client 65 ❑ Explore suitable training facility Schedule mutually agreeable ' �Send'.S}Uem_-lrbuiu 66 ❑ date/time for 90 minute C;idde.' from Company Web CHT/ System Administration remote O&GC Date: training session (if applicable) Schedule training session for " !Send '0111wi Atxrim CHT/ 67 ❑ Questionnaire Template 7mokle.1"tth'doc('11 O&GC setup Company Web Date: (if applicable) 68 ElIVR Schedule training session for "Scud 'l6'R rlter�,�5„` Setnp'doc Company CHT/ Messages seta P on O&GC Web Date: Complete System Admin, Questionnaire Template and 64 ❑ 1VR Messages setup in O&GC PROD and advise once complete 70 ❑ Copy tables from PROD to "ace `Jf11STabkj m Qp), CHT TEST' doe on Company Web 71 ❑ Book Training Dates Dates: CHT( O&GC Provide list of user names and 72 ❑ email addresses who will be O&GC participating in training 17 i ..unL,.n.: L,eu.,e•.r. .ud ,we rtn I'If\'.u,, ,u�'. ,. \..o, miu i. 61 veft lAt uN,d1, +,•p, eu, m,�. nip, ,.u, ,ait +•,oi Courthouse JMS Implementation - Implementation Guidance & Actions Review Training Movies and i 73 ❑ Kaowledgebase Articles in O&GC Help Menu of JMS t 74 ❑ Customise and send Quick CRT Reference Guide to client 75 ❑ Send `TrainingAgentirt' to CRT client Preparing For Go Live Perform several ran-througlts `this is to ensure .voa arc 76 ❑ of your day to day jury comfortable. with all O&GC operation in JMS TfiST aspects of j NIS prior to Go Live 77 ❑ Perform extensive tests in (if applicable) O&GC Courthouseelkesponse`EST 78 ❑ Perform extensive tests in (if applicable) O&GC Courthouse IVR the date tvou will no 79 ❑ Determine target 'cut-off' date longer he summoning CHT/ candidates in Your legacy O&GC System 86 ❑ Determine target Go Live **the date jurors sutmrroned in the J:Y4S CRT/ date report for the first time O&GC Provide extract of the source "`resvnd'l,cgacyData 81 ❑ list from your legacy system Format' doc on Company O&GC for live production use in JMS \y 6 if needed 82 ❑ Determine suitable Schedules CHT/ SummonsDirect schedule 83 ❑ Point IVR/IDS/Invoker to (if applicable) CRT PROD Communicate with your 84 ❑ judiciary to let them know O&GC when you'll be going live with the JMS 85 ❑ Boole Go Live travel Go Live Date: CHT 18 , ,,,,nb••a.. ,,.,,o.,i...,... sin t:un nn rd o�..,., •a,. �,. ti.��,,,.u, a, x[. tm, ,.v � nn ,�u•,✓rrr ,,,, ono. ,r,a ,.ua ,.e�. „,vi `J OAKLAND COUNTY EXECUTIVE, DAVID COULTER C O U N T Y M I C H I G A N COMPLIANCE OFFICE Compliance Office I Purchasing PURCHASING 248-858-0511 1 purchasing@oakgov.com Circuit Court / IT JPD AMENDMENT OF CONTRACT 005011 AMENDMENT 04X AMENDMENT DATE: December 9, 2019 This AMENDMENT OF CONTRACT (hereafter this "Amendment') is made and entered into by and between the Contractor named and identified below, (hereafter "Contractor") and the COUNTY OF OAKLAND (hereafter "County") whose address is 2100 Pontiac Lake Rd, Waterford, MI 48328. CONTRACTOR Courthouse Technologies Ltd I Vendor Number: 21072 Ia1i701 7zX9 Suite 310-601 West Cordova St Vancouver, BC V6B 1G1 Canada The County and Contractor agree and acknowledge that the purpose of this Amendment is to modify as provided herein and otherwise continue the present contractual relationship between the Parties as described in their current contract with the same contract number as above. In consideration of the extension of the mutual promises, representations, assurances, agreements, and provisions in the Contract and this Amendment, the adequacy of which is hereby acknowledged by the Parties, the County and Contractor hereby agrees to amend the current Contract as follows: 1.0 The County and Contractor agree that any and all defined words or phrases in the current Contract between the parties will apply equally to and throughout the amendment. 2.0 The Parties agree that any and all other terms and conditions set forth in the current Contract between the Parties shall remain in full force and effect and shall not be modified, excepted, diminished, or otherwise changed or altered by this Amendment except as otherwise expressly provided for in this Amendment. 3.0 Description of Change: Due to vendor name and tax ID number change, Oakland County is issuing a new contract number to Tyler Technologies Inc. The old contract number 005011 will be replaced by 005906 The old vendor number 21072 will be replaced by 15421 Vendor name changed from Courthouse Technologies Ltd to Tyler Technologies Inc. AMENDMENT OF CONTRACT 005011 Page 1 Rev 2019/08/20 AKLAND C O U NTY MICH I G A N COMPLIANCE OFFICE PURCHASING OAKLAND COUNTY EXECUTIVE, DAVID COULTER Compliance Office I Purchasing 248-858.0511 1 purchasing@oakgov.com For and in consideration of the mutual assurances, promises, acknowledgments, warrants, representations, and agreements set forth in the Contract and this Amendment, and for other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the undersigned hereby execute this Amendment on behalf of the County, and Contractor and by doing so legally obligate and bind the County and Contractor to the terms and conditions of the Contract and this Amendment. THE CONTRACTOR: THE COUNTY OF OAKLAND: aec SIGN / DATE: ' �(Ila kwf Courthouse Technologies Ltd SIGN /DATE: Sc&ty-"' Cc�rxc ,,...t rV Pamela L. Weipert, CPA CIA, Compliance Officer or Scott N. Guzzy, CPPO, MBA, Purchasing Administrator AMENDMENT OF CONTRACT 005011 Page 2 Rev 2019/08/20