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2023-11-21 V. D. Spillman Server Migration, Exhibit 3 • • Exhibit 3 11/21/2023 ✓i. K�ECHOgEF pOL OEpi siii .. ,FL1 OKEECHOBEE CITY POLICE DEPARTMENT TO: Mayor and Council Members 11/1/2023 FROM: Lt. Bettye Taylor Chief Donald Hagan SUBJECT: Requesting Migration of Spillman/Motorola Migration of Software The City Police Department was approved in the FY 23-24 budget to replace our existing Spillman server. The new server will need our existing CAD/RECORDS Management software migrated. As this is a Spillman/Motorola software I received a quote from the Company for cost of migration. The Migration of software to new server quote is $7787.87. Lt. Bettye Taylor • • © MOTOROLA SOLUTIONS Quote and Purchase Addendum Customer Bill to Address Customer Ship to Address Quote Details Okeechobee Police Department Okeechobee Police Department Quote Date: Nov. 2, 2023 50 SE 2"d Ave 50 SE 2nd Ave Quote Expiration: Dec. 31, 2024 Okeechobee, FL 34972 Okeechobee, FL 34972 Quote Number: 231102 Email: btaylor@cityofokeechobee.com Prepared By: Tyler Jensen Services Included • Project Management— Motorola Solutions will assign a Flex Project Manager as the agency's single point of contact. This individual will coordinate Motorola's staff as needed to ensure a smooth upgrade transition. Included in Quote Remote Windows to Windows Server Migration Package Quote $7,787.87 Payment Terms • Full Amount Due Net 30 Upon Order Processing (Usually 2-3 weeks after quote signature) • Customer agrees to pay all invoices within thirty (30) business days of invoice date The Customer's signature below constitutes its agreement to purchase the licenses, products and/or services according to the terms quoted by Motorola Solutions within this document. This document shall serve as an addendum to the Purchase Agreement previously entered into between the Customer and Spillman Technologies.The terms and conditions of the Purchase Agreement, as well as the related License Agreement and Support Agreement, shall apply to the items quoted herein. Okeechobee PD, FL Customer Name Authorized Signature Date Print Name and Title • • Introduction and Purpose This SOW guides the primary activities and responsibilities for the server migration project. It documents project implementation requirements, identifies each major task within the implementation process, sets expectations for each party, and identifies the criteria by which Motorola and Customer will consider a task complete. Project Objectives Ongoing objectives of the Server Migration project: • Move the Motorola application, data,and interfaces from current server to a new Windows Server Specific SOW objectives: • Complete the project plan and schedule • Obtain hardware • Perform pre-migration audit • Configure,set up, and install the server • Configure, • Migrate Motorola data to new server • Configure, set up, and install Motorola software and interfaces Change Management Procedures In the event it is necessary to change this SOW or, if applicable, a Scope of Work document, the following procedure will be used: • The party requesting the change will issue a Change Request document("Change Request"). The Change Request will describe the nature of the change,the reason for the change, and the effect of the change, which may include changes to the work product. The Change Request will also include any changes in pricing. • Either party may initiate a Change Request for any material changes to this SOW and any applicable Scope of Work. The requesting party will review the proposed change with the other party and the parties will negotiate reasonably and in good faith to agree upon the requested change and any changes to the fees or schedule that may result therefrom.Upon the parties' agreement, the appropriate authorized representatives of the parties will sign the Change Request, indicating acceptance of the changes by the parties. • Upon execution of the Change Request, the Motorola and Customer Project Managers will incorporate the change into the SOW or Scope of Work. Project Assumptions and General Responsibilities Project Assumptions 2 • • • The new Motorola System will be implemented in a Windows environment. • Customer network is available and appropriately configured. • Hardware is purchased that meets or exceeds Motorola's current hardware recommendations. • Third party vendors provide required information for interface configuration. • This engagement will begin on a mutually acceptable date after Motorola is in receipt of a signed contract from Customer that covers the fees and expenses described therein. • Customer will provide appropriate technical and management resources to participate in the migration as identified in the project tasks and responsibilities. Customer Responsibilities • Maintain effective communications with the Motorola Project Manager • Participate in project status meetings • Respond to issues and concerns as communicated by the Motorola Project Manager • Provide Motorola with Customer-approved project change requests • Coordinate required Customer tasks and responsibilities with the Motorola Project Manager • Manage all third party vendors for which Customer contracts facilitate project activities • Ensure Customer project team members have the knowledge and expertise to meet required project responsibilities • Continue to provide onsite and dedicated VPN remote access Motorola Project Team Responsibilities • Function as the liaison with Customer's designated project manager • Provide Customer with a project management plan,including a cut-over plan for Go- live • Supply administration and configuration documentation,student manuals(training plans), and end user Documentation if needed • Manage all aspects of the implementation,including project communications • Participate in the project planning and system setup • Coordinate and schedule the delivery of all products and services provided by Motorola • Conduct project status meetings via conference call • Facilitate the submission and approval of Customer change requests • Provide responses and recommend resolutions to Customer issues • Facilitate the server migration 3 • • Project Tasks and Responsibilities; This section outlines all project phases,individual tasks, and responsible parties required to meet the goals and objectives of this SOW.Motorola and Customer will perform their respective tasks through a combination of remote collaboration, coordination via telephone, email communications, and other remote means, as appropriate. Project Planning & K'ckoff Meeting Task Description Pre-Installation and Project Planning will consist of a series of tasks and activities to help prepare the Customer and the Contractor for the migration process. Tasks include in no particular order: • Kickoff meeting with a review of the project - Review list of purchased modules, interfaces and services of the project contract as well as the Scope of Work. - Review by the Motorola Solutions Architect of what will be needed from the agency during the migration Deliverables • Install document checklist, listing what is needed from the agency in regards to interfaces, hardware, and module setup. Prerequisites • Not applicable Motorola Customer Responsibilities Responsibilities • Conduct Kickoff Meeting o Attend Kickoff Meeting Required Staff Required Staff • Project manager • Project Manager • Solution Architect • Customer Project Team 4 • • Order Hardware Task Description The purpose of this task is to order the hardware required for the Motorola system.Customer will be responsible for procuring the server needed to meet Motorola's hardware specifications. Together, Motorola and Customer will review the purchase order to verify the purchased hardware meets system specifications. Hardware will then be shipped to Customer's location. If providing their own hardware, it is the customer's responsibility to ensure the hardware is installed, correct networking is in place, and provide MSI remote access, using BeyondTrust (MSI will provide the link). Deliverables • Hardware recommendations Prerequisites • Pre-Installation and Project Planning Motorola Customer Responsibilities Responsibilities • Verify hardware order • Order hardware (per Contract) • Order hardware(per Contract) • Ensure hardware (workstation) • Provide minimum and recommended upgrades,as needed hardware requirements for all workstations Required Staff Required Staff • Project manager • Project manager • Installation manager • IT personnel (as needed) • Solution Architect • System administrator 5 • • Finalize Project Schedule Task Description During this task, the project managers from both Motorola and Customer, as well as Customer personnel who make decisions regarding resource allocations or scheduling,will meet and review the project schedule.These individuals will make any necessary adjustments based on known changes in resource availability.Motorola's project manager will then update the schedule. The project schedule will be further updated as necessary over the course of the project. All changes to the schedule will be mutually agreed upon and, if required,documented via the mutually agreed upon change order process. Any schedule changes that occur will be a part of the project status reports provided by Motorola's project manager. As a standard, Migration Projects are scheduled to occur during normal business hours. This ensures we have appropriate resources to assist with the project. Deliverables • Final project schedule Prerequisites • Not applicable Motorola Customer Responsibilities Responsibilities • Lead Customer through a review of • Ensure personnel who can make the project schedule resource allocation and scheduling • Update the project schedule decisions attend Project Schedule review Required Staff Required Staff • Project manager • Project manager • System administrator 6 • • Pre-Migration Audit Task Description The Motorola Solutions Architect will perform an audit of the current Customer system. Information about the current system will be gathered and recorded and checked against migration prerequisites. Deliverables • Migration Summary Document Prerequisites • VPN access to current server Motorola Customer Responsibilities Responsibilities • Verify Motorola version and patch • Patch to a current supported level for level migration process (1411) • Identify third party interfaces • Verify third party interfaces provided • Record network configuration by Solution Architect including interfaces and routes • Validate a good backup has been • Identify crons being used on system performed • Identify any System printers • Decide which cron/scheduled tasks are • Identify time zone still valid • Locate and record any custom files, • Update custom cron/scheduled tasks scripts,screens, etc. created by Customer • Update and configure System Printers (if applicable;no longer supported by Motorola) Required Staff Required Staff • Project manager • System administrator • Solution Architect • IT department 7 • • Install and Configure Hardware and Operating System Task Description The configuration and installation of the new server will be jointly conducted with the Customer's IT staff. Motorola will load the Windows operating system and configure disk layout according to standard practices. Deliverables • Server installed and configured Prerequisites • Server location, equipment, networking and supply of power provided • Temporary IP Address for server identified Motorola Customer Responsibilities Responsibilities • Conduct initial tests of the equipment O Install server and operating system and correct any problems or • Configure database storage space deficiencies allocation • Load planned Motorola version • Facilitate physical installation of server (rack, power, network connectivity) • Provide temporary IP address for new server • Configure server network interface(s) Required Staff Required Staff • Project manager • System administrator • Solution Architect o IT department 8 • Remote Migration Task Description Motorola Solutions Architect will perform migration remotely. Communication will be frequent through email and phone. Migration will be scheduled to take place on Tuesday or Wednesday of the scheduled week. Customer will need to plan on 6-8 hours of downtime. Deliverables • Migration to new server Prerequisites • Hardware installed and connected to network Motorola Customer Responsibilities Responsibilities • Perform the migration (detailed steps • Communicate to end users about provided in Attachment A) length of downtime • Restore interfaces on new server • Install updated Motorola client • Troubleshoot any issues application on PCs if needed • Provide issue assessment and priorities to Solution Architect Required Staff Required Staff • Solution Architect • System administrator • IT department 9 • , • . • . ansition Call Task Description Motorola Solutions Project Manager will conduct a wrap up call with Customer &Motorola Technical Services, in verifying the task list of the items for the Server Migration and transition back to Motorola Technical Services for on-going Support. Verify the completeness of the Migration for the core software and interfaces. Establish transition of communication moving forward through Technical Services for issues related to the software. Deliverables • Post Migration Transition Call • Checklist Completed Prerequisites • Migration completed Motorola Customer Responsibilities Responsibilities • Conduct post migration transition call. o Participate in post migration transition call. Required Staff Required Staff • Solution Architect • System administrator • Technical Services • IT department • Project Manager 10 • • Attachment A • Configure interfaces • Verify and enter cron entries Migration Steps • Move and verify Motorola Support • Verify server is functioning and on the connection network and can be reached from current • Configure c-Tree backup schedule live server • Verify date/time are set Notes: • Verify a good backup was performed • All users will have passwords reset • Copy hosts file data (window). • Take a copy of cron entries • The planned Motorola client will need to • Record routing table from live server be installed on each machine. • Logout all users • Network changes are not advised during • Run merge tool (4-6 hours) this process. • Copy merge tool output to new Server • Please make sure users understand the • Run upgrade tool (2-4 hours) length of the downtime. It will be from 6- • Assist with changing IP address from 8 hours before the system is in a usable existing server to new server state. The length of the downtime varies • Assist with configuring network routes as depending on data size,network speed, needed data errors, etc. • Copy attachments and images to new • Agency will need a plan for backups of server the new server environment. We will • Verify Motorola Flex functionality provide the backup schedule for the • Allow a few users to login and test database,but the agency is responsible for • Allow all users to login backup of the system. • Copy custom files and reports from existing server 11