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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 January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 2 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 January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 3 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 January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 3 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 January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 4 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. January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 5 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. January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 6 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 January 10, 2020 Slalom Consulting Confidential and Proprietary Page: 8