Item 4H - SlalomCITY OF MEMORANDUM
SOUTHLA.KE January 21, 2020
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 41-1: Approve partnering with Slalom to design a camera
surveillance system in an amount not to exceed $200,000.
Action
Requested: Approve partnering with Slalom to complete video
surveillance discovery and solution architecture, resulting in a
camera master plan, in an amount not to exceed $200,000.
Background
Information: The purpose of this item is to engage with Slalom to design a
next generation video surveillance infrastructure that meets
the evolving needs of the City, as well as the citizens. The
City's current video surveillance system has proven to be an
invaluable resource. Unfortunately, the combination of
increasing needs and aging infrastructure/hardware has
resulted in a system incapable of handling its requirements.
In an effort to proactively tackle this issue, staff is working to
develop a camera master plan, as well as implement the first
tier of recommendations within fiscal year 2020. This project
will begin with a thorough discovery that involves current
infrastructure and hardware assessment, defines objectives
and gathers requirements from stakeholders, develops a
scalable target architecture design that is fault tolerant, and
ends with an implementation plan. All of these items are
outlined in more detail below.
Partnering with the Slalom team, staff will develop the camera
master plan using the following strategy:
• Gather Requirements
o Interview stakeholders;
o Review and assess current camera, storage,
and infrastructure;
o Finalize retention policy and archiving goals;
o Review vendor proposal for camera hardware
recommendations and video surveillance
platform;
o Identify security controls over video surveillance
platform;
o Identify video surveillance operating cost.
• Network Analysis:
Honorable Mayor and City Council
Page 2 of 2
o
Review current network architecture;
o
Capture objectives and network requirements to
support proposed video camera deployment;
o
Work with network engineers to gather network
traffic and utilization reports;
o
Measure network utilization and capacity
against proposed architecture.
• Video Platform Analysis:
o
Evaluate camera software, networking and
storage cost estimates that meet retention and
performance expectations;
o
Evaluate current and proposed vendor camera
software options and capabilities.
• Infrastructure
Analysis:
o
Review existing inventory;
o
Evaluate cost storage options to meet retrieval
and archiving requirements;
o
Evaluate estimated operational and deployment
cost estimates;
o
Review redundancy and fault tolerant needs of
proposed surveillance platform;
o
Review security of proposed architecture and
provide recommendations.
• Develop a Roadmap:
o
Capture storage infrastructure platform and
sizing recommendations;
o
Diagram and document proposed solution
architecture;
o
Document high availability and fault tolerance
recommendations for the surveillance platform;
o
Document recommendations for future
enhancements including advanced video
analysis solutions;
o
Document estimated deployment and
operational cost for the proposed architecture;
o
Create executable backlog with working plan to
implementation of the proposed architecture;
o
Develop roadmap providing recommended path
to implementation and vendor outsourcing
options.
Financial
Honorable Mayor and City Council
Page 2 of 2
Considerations: Staff is recommending funding this purchase by utilizing
budgeted project dollars from the Technology Infrastructure
Fund.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
• C1 Achieve the highest standards of safety and
security
• C4 Attract and keep top -tier business to drive a
dynamic and sustainable economic environment
• B2 Collaborate with select partners to implement
service solutions
• B6 Optimize the use of technology
Citizen Input/
Board Review: No requirement exists to review the purchase with citizens or
boards
Legal Review: City Attorney reviewed Slalom Master Service Agreement
Alternatives: Approve, deny, direct staff to modify the scope of work; or
direct staff to seek alternative solutions.
Supporting
Documents: Statement of Work from Slalom
Staff
Recommendation: Staff recommends approving the partnership with Slalom to
complete video surveillance discovery and solution
architecture, resulting in a camera master plan, in an
amount not to exceed $200,000.
slalom
Slalom Consulting
Statement of Work
City of Southlake:
Video Surveillance Discovery
and Solution Architecture
January 10, 2020
This Statement of Work ("SOW"), dated January 10th, 2020, is made pursuant to that certain Master
Services Agreement (the "Agreement"), dated September 20, 2019, by and between City of Southlake
("Client" or "COB"), and Slalom, LLC, dba Slalom Consulting ("Slalom"). All capitalized terms, where not
otherwise defined in this Statement of Work, will have the meanings set forth in the Agreement if the
Agreement has expired or will expire prior to the completion of the Services, the parties hereby revive and
extend the term of such Agreement and agree that its provisions shall apply to the Services set forth in this
SOW, including provisions that by their nature survive the completion of this SOW.
If the Agreement has expired or will expire prior to the completion of the Services, the parties hereby revive
and extend the term of such Agreement for the purpose of performing the Services set forth in this SOW.
Version: 1.0
Status: Final
Statement of Work: City of Southlake:
Video Infrastructure Discovery
1 Introduction and Executive Summary
The City of Southlake has engaged Slalom to design a next generation video surveillance infrastructure
that meets the evolving needs of the stakeholders. The effort is a discovery engagement that involves
current state assessment, objectives and requirements gathering, target state architecture design, and
implementation plan.
This statement of work describes the scope, activities, and costs associated with the effort. The
expected deliverables as a result of this effort for which Slalom is responsible for are:
Deliverable
Description
Responsibility
Target State
Detailed solution architecture covering storage,
Solution
Architecture
network, and platform recommendations on target
Architects
■ Review retention policy and archiving goals
state architecture for video surveillance
■ Review vendor proposal for camera recommendations and video
infrastructure
Implementation
Create a plan and executable backlog detailing
Solution Owner
Plan
recommended steps and approach to
implementation of target state architecture with
Solution
estimated total cost analysis.
Architects
Roadmap
Creation of roadmap that enables a scalable, fault
Solution Owner
tolerant, cost effective and future -thinking video
surveillance infrastructure that enhances public
safety for the City of Southlake.
Engagement
Manager
Solution
Architects
Status Reports
Weekly status report containing summary
Solution Owner
accomplishments, upcoming activities, impact
summary for management attention, etc.
2 Description of Services
2.1 Scope £t Activities
Slalom will provide a team to work closely with the Client team to complete the following activities:
Activity
Description
Requirements
• Interview stakeholders
Gathering
E Review and assess current state camera, storage and compute
infrastructure
■ Review retention policy and archiving goals
■ Review vendor proposal for camera recommendations and video
surveillance platform
■ Identify proposed security controls over video surveillance
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Statement of Work: City of Southlake:
Video Infrastructure Discovery
Out of Scope
• Activities not explicitly defined as in -scope above
• Procurement/licensing of hardware or software
• Assessment of any systems not relevant to these efforts
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platform
■ Identify current video surveillance operating costs
Network Analysis
' Review current state network architecture
■ Review and capture objectives and network requirements to
support proposed video camera deployment
■ Work with the City of Southlake network engineers to gather
network traffic and utilization reports
■ Measure network utilization and capacity against proposed
architecture
Video Platform
• Evaluate high level camera software, networking, and storage
Analysis
cost estimates that meet retention and performance
expectations
■ Evaluate current and proposed vendor camera software options
and capabilities
Infrastructure
0Review existing camera inventory
Analysis
■ Evaluate cost storage options to meet retrieval and archiving
requirements
■ Evaluate estimated operational and deployment cost estimates
■ Review redundancy and fault tolerance needs of proposed
surveillance platform
■ Review security of proposed vendor architecture and provide
recommendations
Capture
ECapture storage infrastructure platform and sizing
Recommendations
recommendations
■ Diagram and document proposed solution architecture
■ Document high availability and fault tolerance
recommendations for the surveillance platform
■ Document recommendations for possible future state
enhancements including advanced video analysis solutions
■ Document estimated deployment and operational costs for the
proposed architecture
■ Create executable backlog with working plan to implementation
of the proposed architecture
■ Develop roadmap providing recommended path to
implementation and vendor out sourcing options
Out of Scope
• Activities not explicitly defined as in -scope above
• Procurement/licensing of hardware or software
• Assessment of any systems not relevant to these efforts
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Statement of Work: City of Southlake:
Video Infrastructure Discovery
• Deployment, installation, or configuration of surveillance software, cameras, or storage
appliances
Changes to the scope of the Services shall be mutually agreed to in writing between Client and
Slalom. Changes may have cost, resource, or timeline implications. All changes to scope and
associated implications will be documented in a mutually executed Change Request.
2.2 Assumptions
The services, fees and delivery schedule outlined within this Statement of Work represent Slalom's
best understanding of the effort required to complete the Work and the conditions under which the
Services will be performed. The schedule and pricing within this SOW are based upon the following
assumptions:
a) Physical device or networking needs will be handled by Southlake or 3rd party (including camera
installation and configuration)
b) This engagement focuses solely on discovery which will result in a project plan and a proposal
to implement
c) Surveillance Vendor design proposals and architecture will be made available to Slalom for
review at start of project
Should any of these assumptions be untrue, or prerequisites not be in place, Slalom will modify this
Statement of Work through a Change Request in order to assure the success and completion of the
project.
3 Schedule
The estimated effort for this SOW is six (6) weeks for two subject matter experts with an
approximate calendar duration of 6-8 weeks from the commencement of the Services. Services will
begin on or around January 13th, 2020 and complete by on or around March 6`", 2020. The term of
this SOW will end upon Client's acceptance and sign -off on the deliverables.
4 Team Structure
4.1 Roles
4.1.1 Slalom
The Slalom project stakeholders and their responsibilities as related to this SOW are listed as follows:
Role
Responsibility
% Time
Allocation
Solution Architect
0Review existing vendor proposals
2 x Full time
■ Evaluate desired end state surveillance
platform requirements
■ Develop video surveillance recommended
software architecture and design
specification
■ Identify projected storage estimates based
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Statement of Work: City of Southlake:
Video Infrastructure Discovery
Role
Responsibility
% Time
Allocation
on retention requirements
■ Identify recommended storage architecture
■ Evaluate network traffic and utilization
reports
■ Define technical approach to implementation
activities in backlog
Solution Owner
EManage project scope and resources.
Full Time
Maintains project governance artifacts (e.g.
schedule, budget, risks, issues, resources,
change requests, status, time reporting, etc.)
■ Liaison between Southlake Team and Slalom
Team
■ Turn vision and target state architecture into
executable backlog
■ Evaluate estimated target state deployment
and operational costs
■ Work with Business and IT Stakeholders to
develop a high-level roadmap
Engagement
' Provide Leadership oversight
Part Time
Leadership
0 Handles any contracting questions or changes
related to the team
If Slalom is unable to accomplish any of these responsibilities for reasons beyond its reasonable
control, Slalom will promptly notify Client and this SOW will be modified by the parties as the parties
deem appropriate.
4.1.2 Client
The Client project stakeholders and their responsibilities as related to this SOW are listed as
follows:
1. Assign a Project Owner to this effort that will directly work with the Slalom team to provide
final decisions on requirements, priorities, and deliverable signoffs
2. Provide vision, objectives, requirements, and Subject Matter Expertise as it relates to current
technical infrastructure and current video software
3. Ensure a sufficient level of commitment and participation from business and IT personnel
4. Support and when necessary drive issue escalation
If the Client is unable to accomplish any of these responsibilities, Client will promptly notify Slalom
and this SOW will be modified by the parties as the parties deem appropriate.
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Statement of Work: City of Southlake:
Video Infrastructure Discovery
5 Project Management
5.1 Approval, Sign -Off and Acceptance
The Client Project Owner is expected to review contributions to the deliverables during regularly
scheduled review meetings. Client will notify Slalom Consulting in writing within five (5) calendar
days of receiving a deliverable whether Client accepts or rejects that deliverable. Any substantive
changes to the scope of this SOW shall be documented in writing pursuant to the change
management procedures outlined herein.
5.2 Change Requests
From time to time during this SOW, Slalom or Client may determine that additional functions or
services are required. The parties will document these requirements in the form of a Change
Request. Any such modification shall be memorialized in a mutually executed Change Order that
details material changes to staff requirements, deliverables, fees and milestones, as applicable. If
the parties do not agree to such proposed Change Order, then either may suspend the Services to
allow time for the parties to agree on an alternative Change Order. Should Services be suspended
for a consecutive period of five (5) business days, either party may thereafter terminate this SOW
immediately upon notice to the other party. Upon any such termination, Client shall pay Slalom for
any Client approved Services performed and expenses incurred up to the date of the termination
and any expenses necessarily and reasonably incurred by Slalom in terminating Client -approved
obligations to third parties; provided, however, that nothing in this Section is intended in any way
to diminish or limit any remedies available to either party or otherwise available at law or in equity.
5.3 Fees
Client understands and agrees that fees associated with this SOW are based on the time and
materials estimated to complete the scope of work. It is based on information provided to
Consultant by Client about the Client's business and technical environment.
The below table provides estimated fees for completing the work outlined in this SOW:
Role
Rate
Hours
Estimated Fees
Engagement Manager
$280
72
$20,160
Solution Owner
$210
240
$50,400
Solution Architect (2)
$220
480
$105,600
Total
$176,160
Note: For time and materials engagements, Slalom Consulting will endeavor to complete the in -
scope objectives described in this SOW within the fee estimate described above. Slalom Consulting
will notify the Client 10 days in advance if at any time it looks like the fees will exceed the total
stated above.
If any milestone cannot be met or met on time due to circumstances beyond Slalom Consulting's
control, including failure of Client to fulfill all its obligations under the Statement of Work, then
upon such even or circumstance, the fee amount associated with such affected milestone and
related deliverable(s) shall become due and payable.
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Statement of Work: City of Southlake:
Video Infrastructure Discovery
5.4 Purchase Order Requirement
A Purchase Order is required for the project with the City of Southlake Chief Financial Officer as the
approver. In the interest of time, Client and Slalom Consulting agree to commence work on or after
January 13, 2020 and agree that payment associated with this work is fully authorized and payable
as per the terms of the Statement of Work. Client will be responsible for providing the Purchase
Order number to Michael Ratanasavetavadhana within two weeks of the project work
commencing.
5.5 SOW Termination
Upon termination of this SOW executed in accordance with the terms of the Agreement (or the
terms hereof, if so provided), Client shall pay Slalom Consulting for any Client -approved services
performed up to the date of the termination and any expenses necessarily incurred by Slalom
Consulting in terminating Client -approved obligations to third parties.
5.6 Billing and Invoicing
Invoices will be sent electronically to accountspayable@ci.southlake.tx.us referencing the purchase
order number on the invoice. A copy of the invoice will also be provided to the Chief Financial
Officer (siackson@ci.southlake.tx.us) and project point of contact (kwilder@ci.southlake.tx.us).
Slalom will enter time and expenses into its internal system for the purposes of reporting and
invoicing. A weekly report will be provided to the Chief Financial Officer
(siackson@ci.southlake.tx.us) and project point of contact (kwilder@ci.southlake.tx.us).
6 Signatures
IN WITNESS WHEREOF, the parties have executed this SOW by their duly authorized representative as
of the Effective Date set forth above.
City of Southlake:
By:
Name:
Title:
Date:
January 10, 2020
Slalom, LLC:
By:
Name:
Title:
Date:
Slalom Consulting Confidential and Proprietary
Page: 7
Statement of Work: City of Southlake:
Video Infrastructure Discovery
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