Anaheim City Council
January 28, 2025

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

MASTER AGREEMENT
CONTRACT NUMBER MA# 106-498333

BETWEEN

CITY OF ANAHEIM
AND

TT FASTER LLC DBA FASTER ASSET SOLUTIONS
FOR

FLEET ASSET SOLUTIONS SOFTWARE

This Agreement MA# 106-498333 for Fleet Asset Solutions Software , (hereinafter referred to as “Contract”) is made and entered into as of the date fully executed by and between the City of Anaheim, a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter City of Anaheim, (hereinafter referred to as “City”), with a place of business at 200 S. Anaheim Blvd., Anaheim, CA 92805 and TT FASTER LLC DBA FASTER ASSET SOLUTIONS (hereinafter referred to as “Contractor”), with a place of business at 760 Lynnhaven Pkwy, Suite 203, Virginia Beach, VA 23452, with City and Contractor sometimes individually referred to as “Party”, or collectively referred to as “Parties”.

ATTACHMENTS

This Contract is comprised of this document and the following Attachments, which are attached hereto and incorporated by reference into this Contract:

Attachment A – Annual Support Software Site License Quote Attachment B – Pricing, Payment and Compensation
Attachment C – Maricopa County Contract #180208-RFP

RECITALS

WHEREAS, Maricopa County, a political subdivision of the State of Arizona and TT Faster LLC dba FASTER Asset Solutions, a Virginia Corporation, entered into Contract 180208- RFP for Fleet Asset Solutions Software, as a result of a competitive solicitation; and WHEREAS, the City, a municipal corporation duly organized and validly existing under the laws of the State of California and the Charter City of Anaheim, Central Purchasing Office, on behalf of the Anaheim Public Works Department, desires to enter into subordinate Contract MA# 106- 498333 with Contractor for Fleet Asset Solutions Software; and
WHEREAS, the Contractor agrees to provide Fleet Asset Solutions Software further set forth in this Contract and subsequent attachments effective on the date of execution, for a one-year base period, and up to four one-year optional renewals; and,
WHEREAS, the Contractor agrees to provide the services based on the quote , attached hereto as Attachment A; and

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

WHEREAS, the City agrees to pay Contractor based on the schedule of fees set forth in Pricing, Payment, and Compensation, attached hereto as Attachment B; and, NOW, THEREFORE, the Parties mutually agree as follows:

ARTICLES

I. General Terms and Conditions:

A. Governing Law and Venue: This Contract has been negotiated and executed in the state of California and shall be governed by and construed under the laws of the state of California. In the event of any legal action to enforce or interpret this Contract, the sole and exclusive venue shall be a court of competent jurisdiction located in Orange County, California, and the Parties hereto agree to and do hereby submit to the jurisdiction of such court, notwithstanding Code of Civil Procedure Section 394. Furthermore, the parties specifically agree to waive any and all rights to request that an action be transferred for adjudication to another County.

B. Entire Contract: This Contract contains the entire Contract between the Parties with respect to the matters herein, and there are no restrictions, promises, warranties or undertakings other than those set forth herein or referred to herein. No exceptions, alternatives, substitutes or revisions are valid or binding on City unless authorized by City in writing. Electronic acceptance of any additional terms, conditions or supplemental Contracts by any City employee or agent, including but not limited to installers of software, shall not be valid or binding on City unless accepted in writing by City’s Purchasing Agent or designee.

C. Amendments: No alteration or variation of the terms of this Contract shall be valid unless made in writing and signed by the Parties; no oral understanding or agreement not incorporated herein shall be binding on either of the Parties; and no exceptions, alternatives, substitutes or revisions are valid or binding on City unless authorized by City in writing.

D. Taxes: Unless otherwise provided herein or by law, price quoted does not include California state sales or use tax. Out -of-state Contractors shall indicate California Board of Equalization permit number and sales permit number on invoices, if California sales tax is added and collectable. If no permit numbers are shown, sales tax will be deducted from payment.

E. Delivery: Time of delivery of commodities and services is of the essence in this Contract. City reserves the right to refuse any commodities and services and to cancel all or any part of the commodities not conforming to applicable specifications, drawings, samples or descriptions or services that do not conform to the prescribed scope of work. Acceptance of any part of the order for commodities shall not bind City to accept future shipments nor deprive it of the right to return commodities already accepted at Contractor’s expense. Over shipments and under shipments of commodities shall be only as agreed to in writing by City. Delivery shall not be deemed to be complete until all commodities or services have actually been received and accepted in writing by City.

F. Acceptance Payment: Unless otherwise agreed to in writing by City, 1) acceptance shall not be deemed complete unless in writing and until all the commodities/services have actually been received, inspected, and tested to the satisfaction of City, and 2) payment shall be made in arrears after satisfactory acceptance.

G. Warranty: Contractor expressly warrants that the goods covered by this Contract are 1) free of liens or encumbrances, 2) merchantable and good for the ordinary purposes for which they are used, City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

and 3) fit for the particular purpose for which they are intended. Acceptance of this order shall constitute an agreement upon Contractor’s part to indemnify, defend and hold City and its indemnities as identified in Article “Z” harmless from liability, loss, damage and expense, including reasonable counsel fees, incurred or sustained by City by reason of the failure of the goods/services to conform to such warranties, faulty work performance, negligent or unlawful acts, and non- compliance with any applicable state or federal codes, ordinances, orders, or statutes, including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act.

Such remedies shall be in addition to any other remedies provided by law.

H. Patent/Copyright Materials/Proprietary Infringement: Unless otherwise expressly provided in this Contract, Contractor shall be solely responsible for clearing the right to use any patented or copyrighted materials in the performance of this Contract. Contractor warrants that any software as modified through services provided hereunder will not infringe upon or violate any patent, proprietary right, or trade secret right of any third party. Contractor agrees that, in accordance with the more specific requ irement contained in paragraph “Z” below, it shall indemnify, defend and hold City and City Indemnitees harmless from any and all such claims and be responsible for payment of all costs, damages, penalties and expenses related to or arising from such claim (s), including, costs and expenses but not including attorney’s fees.

I. Assignment: The terms, covenants, and conditions contained herein shall apply to and bind the heirs, successors, executors, administrators and assigns of the Parties. Furthermore, neither the performance of this Contract nor any portion thereof may be assigned by Contra ctor without the express written consent of City. Any attempt by Contractor to assign the performance or any portion thereof of this Contract without the express written consent of City shall be invalid and shall constitute a breach of this Contract.

J. Non-Discrimination: In the performance of this Contract, Contractor agrees that it will comply with the requirements of Section 1735 of the California Labor Code and not engage nor permit any subcontractors to engage in discrimination in employment of persons because of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, or sex of such persons. Contractor acknowledges that a violation of this provision shall subject Contractor to penalties pursuant to Section 1741 of the California Labor Code.

K. Termination: In addition to any other remedies or rights it may have by law, City has the right to immediately terminate this Contract without penalty for cause or after 30 days’ written notice without cause, unless otherwise specified. Cause shall be defined as any material breach of contract, any misrepresentation or fraud on the part of Contractor. Exercise by City of its right to terminate Contract shall relieve City of all further obligation.

L. Consent to Breach Not Waiver: No term or provision of this Contract shall be deemed waived, and no breach excused, unless such waiver or consent shall be in writing and signed by the Party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach by the other, whether express or implied, shall not constitute consent to, waiver of, or excuse for any other different or subsequent breach.

M. Independent Contractor: Contractor shall be considered an independent contractor and neither Contractor, its employees, nor anyone working under Contractor shall be considered an agent or an employee of City. Neither Contractor, its employees nor anyone working under Contractor shall qualify for workers’ compensation or other fringe benefits of any kind through City.

N. Performance Warranty: Contractor shall warrant all work under this Contract, taking necessary steps and precautions to perform the work to City’s satisfaction. Contractor shall be responsible City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

for the professional quality, technical assurance, timely completion, and coordination of all documentation and other commodities/services furnished by Contractor under this Contract.

Contractor shall perform all work diligently, carefully, and in a good and workmanlike manner; shall furnish all necessary labor, supervision, machinery, equipment, materials, and supplies, shall at its sole expense obtain and maintain all permits and lice nses required by public authorities, including those of City required in its governmental capacity, in connection with performance of the work. If permitted to subcontract, Contractor shall be fully responsible for all work performed by subcontractors.

O. Bonding and Insurance Requirements: Some procurements may require bonding and/or insurance. Specific requirements will be stated in the applicable bid documents. In the event bonding is required, bonds shall be submitted in a form acceptable to the City (samples will be included in the documents). Checks or letters of credit will not be accepted in lieu of bonding.

When work will be performed on City property, the City’s standard insurance requirements (shown below) will apply, unless otherwise indicated in the bid specifications.

Workers’ Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1,000,000. This requirement may be satisfied by execution of a waiver confirming exemption from the California workers compensation statutory requirements if there are no statutory employees.

Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, and Independent Contractor’s Liability, in an amount not less than $2,000,000 per occurrence. Such insurance shall be written on a primary basis and may include a deductible or self-insurance retention of not more than $10,000 per occurrence or claim, provided that such deductible or SIR is disclosed to ANAHEIM, in writing, at the inception of this Agreement and approved by the Risk Manager for ANAHEIM.

Commercial Automobile Liability Coverage, as required by California law, including—as applicable—owned, non-owned, and hired autos, in an amount not less than $2,000,000 per occurrence, combined single limit. Such insurance shall be written on a primary basis and may include a deductible or self-insurance retention of not more than $10,000 per occurrence or claim, provided that such deductible or SIR is disclosed to ANAHEIM, in writing, at the inception of this Agreement and approved by the Risk Manager for ANAHEIM.

Contractor is responsible for satisfaction/payment of all deductibles and Self-Insured Retentions (SIR).

Contractor may satisfy these requirements with primary and excess/umbrella coverage subject to review and acceptance by the Risk Manager for City.

City’s Risk Manager is authorized to amend the requirements or approve exceptions to the above requirements as set forth herein in the event such reductions or Contractor generated exception requests or amendments as to form is/are in City’s best interest.

Each insurance policy or certificate of insurance required by this Contract shall contain the following clauses:

“In the event of any payment under this policy, we waive our right of recovery against the City of Anaheim and their respective officers, officials, and employees.” City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

Each insurance policy or certificate of insurance required by this Agreement, excepting policies for workers’ compensation, shall contain the following clauses or endorsements:

"It is agreed that any insurance maintained by the City of Anaheim shall apply in excess of, and not contribute with coverage provided by this policy."

"The City of Anaheim, their officers, officials, and employees are added as additional insureds per the Insurance Services Office Inc. form endorsement known as CG 20 11 01 96 ADDITIONAL INSURED – MANAGERS OR LESSORS OF PREMISES, or, as an alternative, either an endorsement or insurance policy language which provides coverage, terms, and conditions to said additional insureds which are equal to or better than the coverage, terms, and conditions provided by the CG 20 11 01 96 endorsement.”

Any insurance required under this Agreement must be written by an insurance company admitted to do business in California.

City of Anaheim to be named as Additional Insured. All policies shall provide for a minimum of 30 days written notice of any change or cancellation. Insurance policies to be in a form and written through companies acceptable to the City.

Insurance certificates should state:

City of Anaheim
Attn: Public Works – Operations Building
400 S. Vermont St.

Anaheim, CA 92805

P. Changes: Contractor shall make no changes in the work or perform any additional work without City’s specific written approval.

Q. Change of Ownership/Name, Litigation Status, Conflicts with City Interests: Contractor agrees that if there is a change or transfer in ownership of Contractor’s business prior to completion of this Contract, and City agrees to an assignment of Contract, the new owners shall be required under the terms of sale or other instrument s of transfer to assume Contractor’s duties and obligations contained in this Contract and complete them to the satisfaction of City.

City reserves the right to immediately terminate Contract in the event City determines that the assignee is not qualified or is otherwise unacceptable to City for the provision of services under Contract.

In addition, Contractor has the duty to notify City in writing of any change in Contractor’s status with respect to name changes that do not require an assignment of Contract. Contractor is also obligated to notify City in writing if Contractor becomes a party to any litigation against City, or a party to litigation that may reasonably affect Contractor’s performance under Contract, as well as any potential conflicts of interest between Contractor and City that may arise prior to or during the period of Contract performance. While Contractor will be required to provide this information without prompting from City any time there is a change in Contractor’s name, conflict of interest or litigation status, Contractor must also provide an update to City of its status in these areas whenever requested by City.

Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with City interests. In addition to Contractor, this obligation shall apply to Contractor’s employees, agents, and subcontractors associated with the provision of goods and services provided under this Contract. Contractor’s efforts shall include, but not be limited to establishing rules and procedures preventing its employees, agents, and subcontractors City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers in the performance of their duties.

R. Force Majeure: Contractor shall not be assessed with liquidated damages or unsatisfactory performance penalties during any delay beyond the time named for the performance of this Contract caused by any act of God, war, civil disorder, employment strike or other cause b eyond its reasonable control, provided Contractor gives written notice of the cause of the delay to City within 36 hours of the start of the delay and Contractor avails himself of any available remedies.

S. Confidentiality: Contractor agrees to maintain the confidentiality of all City and City- related records and information pursuant to all statutory laws relating to privacy and confidentiality that currently exist or exist at any time during the term of this Contract. All such records and information shall be considered confidential and kept confidential by Contractor and Contractor’s staff, agents and employees.

T. Compliance with Laws: Contractor represents and warrants that services to be provided under this Contract shall fully comply, at Contractor’s expense, with all standards, laws, statutes, restrictions, ordinances, requirements, and regulations (collectively “laws”), including, but not limited to those issued by City in its governmental capacity and all other laws applicable to the services at the time services are provided to and accepted by City. Contractor acknowledges that City is relying on Contractor to ensure such compliance, and pursuant to the requirements of paragraph “Z” below, Contractor agrees that it shall defend, indemnify and hold City and City Indemnitees harmless from all liability, damages, costs and expenses arising from or related to a violation of such laws.

U. Freight: Prior to City’s express acceptance of delivery of products. Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under Contract.

V. Severability: If any term, covenant, condition or provision of this Contract is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby.

W. Attorney Fees: In any action or proceeding to enforce or interpret any provision of this Contract, each Party shall bear their own attorney’s fees, costs and expenses.

X. Interpretation: This Contract has been negotiated at arm’s length and between persons sophisticated and knowledgeable in the matters dealt with in this Contract. In addition, each Party had been represented by experienced and knowledgeable independent legal counsel of their own choosing or has knowingly declined to seek such counsel despite being encouraged and given the opportunity to do so. Each Party further acknowledges that they have not been influenced to any extent whatsoever in executing this Con tract by any other party hereto or by any person representing them, or both. Accordingly, any rule or law (including California Civil Code Section 1654) or legal decision that would require interpretation of any ambiguities in this Contract against the Party that has drafted it is not applicable and is waived. The provisions of this Contract shall be interpreted in a reasonable manner to affect the purpose of the Parties and this Contract.

Y. Employee Eligibility Verification: Contractor warrants that it fully complies with all Federal and State statutes and regulations regarding the employment of aliens and others and that all its employees performing work under this Contract meet the citizenship or alien status requirement set forth in Federal statutes and regulations. Contractor shall obtain from all employees performing work hereunder, all verification and other documentation of employment eligibility status required City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

by Federal or State statutes and regulations including, but not limited to, the Immigration Reform and Control Act of 1986, 8 U.S.C. §1324 et seq., as they currently exist and as they may be hereafter amended. Contractor shall retain all such documentation for all covered employees for the period prescribed by the law. Contractor shall indemnify, defend with counsel approved in writing by City, and hold harmless, City, its agents, officers, and employees from employer sanctions and any other liability which may be assessed against Contractor or City or both in connection with any alleged violation of any Federal or State statutes or regulations pertaining to the eligibility for employment of any persons performing work under this Contract.

Z. Hold Harmless and Indemnification: Contractor agrees to indemnify, defend and hold harmless the City (including its officers and employees) from and against any and all claims of any kind or nature presented against the City arising out of Contractor’s (including Contractor’s employees, representatives, products, and subcontractors) performance under any purchase order or agreement, excepting only such claims, costs, or liability which may arise out of the sole negligence of the City.

The obligations set forth in this indemnification provision (i) shall be in effect without regard to whether City, Contractor, or any other person maintains, or fails to maintain, insurance coverage, or a self -insurance program, for any such Claims and (ii) shall survive the termination of this Agreement.

AA. Audits/Inspections: Contractor agrees to permit the City’s authorized representative (including auditors from a private auditing firm hired by City) access during normal working hours to all books, accounts, records, reports, files, financial records, supporting documentati on, including payroll and accounts payable/receivable records, and other papers or property of Contractor for the purpose of auditing or inspecting any aspect of performance under this Contract. The inspection and/or audit will be confi ned to those matters connected with the performance of Contract including, but not limited to, the costs of administering Contract. City will provide reasonable notice of such an audit or inspection. City reserves the right to audit and verify Contractor’s records before final payment is made.

Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated under this Contract or by law. Contractor agrees to allow interviews of any employees or others who might reasonably have information related to such records. Further, Contractor agrees to include a similar right to City to audit records and interview staff of any subcontractor related to performance of this Contract.

Should Contractor cease to exist as a legal entity, Contractor’s records pertaining to this Contract shall be forwarded to City’s Project Manager.

BB. Contingency of Funds: Contractor acknowledges that funding or portions of funding for this Contract may be contingent upon budget approval for each fiscal year covered by this Contract. If such approval, funding or appropriations are not forthcoming, or are otherwise limited, City may immediately terminate or modify this Contract without penalty.

CC. California Public Records Act: Contractor and City agree and acknowledge that all information and documents related to the award and performance of this Contract may be subject to disclosure pursuant to the California Public Records Act, California Government Code Section 7920.000 et seq. Contractor shall not respond to any California Public Records Act request directed at City; all responses shall be handled by City.

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

Additional Terms and Conditions:

1. Scope of Contract: This Contract specifies contractual terms and conditions by which City will procure Fleet Asset Solutions Software from Contractor as further detailed in the Scope of Work, identified and incorporated herein by this reference as “Attachment A”.

2. Term of Contract: This Contract shall commence upon execution of all necessary signatures and be effective for one (1) year, with the option to renew for (4) additional one (1) year terms, unless otherwise terminated by City.

3. Adjustments – Scope of Work: No adjustments made to the Scope of Work will be authorized without prior written approval of the Purchasing Agent or designee.

4. Bills and Liens: Contractor shall pay promptly all indebtedness for labor, materials and equipment used in performance of the work. Contractor shall not permit any lien or charge to attach to the work or the premises, but if any does so attach, Contractor shall promptly procure its release and, in accordance with the requirements of paragraph “Z” above, indemnify, defend, and hold City harmless and be responsible for payment of all costs, damages, penalties and expenses related to or arising from or related thereto.

5. Civil Rights: Contractor attests that services provided shall be in accordance with the provisions of Title VI and Title VII of the Civil Rights Act of 1964, as amended, Section 504 of the Rehabilitation Act of 1973, as amended; the Age Discrimination Act of 1975 as amended; Title II of the Americans with Disabilities Act of 1990, and other applicable State and federal laws and regulations prohibiting discrimination on the basis of race, color, national origin, ethnic group identification, age, religion, marital status, sex or disability.

6. Americans with Disabilities Act (ADA): Section 504 of the Rehabilitation Act of 1973 as amended; Title VI and VII of the Civil Rights Act of 1964 as amended; Americans with Disabilities Act, 42 USC 12101; California Code of Regulations, Title 2, Title 22: California Government Code, Sections 11135, et seq; and other federal and state laws and executive orders prohibit discrimination. All programs, activities, employment opportunities, and services must be made available to all persons, including persons with disabilities.

7. Authorization Warranty: The Contractor represents and warrants that the person executing this Contract on behalf of and for the Contractor is an authorized agent who has actual authority to bind the Contractor to each and every term, condition and obligation of this Contract and that all requirements of the Contractor have been fulfilled to provide such actual authority.

8. Breach of Contract: The failure of Contractor to comply with any of the provisions, covenants or conditions of this Contract shall be a material breach of this Contract. In such event City may, and in addition to any other remedies available at law, in equity, or otherwise specified in this Contract:

a. Terminate Contract immediately, pursuant to Article K herein; and

b. Afford Contractor written notice of the breach and ten (10) calendar days or such shorter time that may be specified in this Contract within which to cure the breach; and

c. Discontinue payment to the Contactor for and during the period in which Contractor is in breach; and

d. Offset against any monies billed by Contractor but unpaid by City those monies disallowed pursuant to the above.

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

9. Conflict of Interest – Contractor’s Personnel: Contractor shall exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interests of City. This obligation shall apply to Contractor; Contractor’s employees, agents, and subcontractors associated with accomplishing work and services hereunder. Contractor’s efforts shall include, but not be limited to establishing precautions to prevent its employees, agents, and subcontractors from providing or offering gifts, entertainment, payments, loans or other considerations which could be deemed to influence or appear to influence City staff or elected officers from acting in the best interests of City.

10. Conflict of Interest – City Personnel: City Council policy prohibits its employees from engaging in activities involving a conflict of interest. Contractor shall not, during the period of this Contract, employ any City employee for any purpose.

11. Contractor’s Project Manager and Key Personnel: Contractor shall appoint a Project Manager to direct Contractor’s efforts in fulfilling Contractor’s obligations under this Contract. This Project Manager shall be subject to approval by City and shall not be changed without the written consent of City’s Project Manager, which consent shall not be unreasonably withheld.

Contractor’s Project Manager shall be assigned to this project for the duration of Contract and shall diligently pursue all work and services to meet the project timelines. City’s Project Manager shall have the right to require the removal and replacement of Contractor’s Project Manager from providing services to City under this Contract. City’s Project Manager shall notify Contractor in writing of such action. Contractor shall accomplish the removal within five (5) business days after written notice by City’s Project Manager. City’s Project Manager shall review and approve the appointment of the replacement for Contractor’s Project Manager. City is not required to provide any additional information, reason or rationale in the event it requires the removal of Contractor’s Project Manager from providing further services under Contract.

12. Contractor’s Records: Contractor shall keep true and accurate accounts, records, books and data which shall correctly reflect the business transacted by Contractor in accordance with generally accepted accounting principles. These records shall be stored for a period of three (3) years after final payment is received from City.

13. Contractor Work Hours and Safety Standards: The Contractor shall ensure compliance with all safety and hourly requirements for employees in accordance with federal, state, and City’s safety regulations and laws.

14. Conditions Affecting Work: Contractor shall be responsible for taking all steps reasonably necessary to ascertain the nature and location of the work to be performed under this Contract and to know the general conditions which can affect the work or the cost thereof. Any failure by Contractor to do so will not relieve Contractor from responsibility for successfully performing the work without additional cost to City. City assumes no responsibility for any understanding or representations concerning the nature, location(s) or general conditions made by any of its officers or agents prior to the execution of this Contract, unless such understanding or representations by City are expressly stated in Contract.

15. Data – Title To: All materials, documents, data or information obtained from City data files or any City medium furnished to Contractor in the performance of this Contract will at all times remain the property of City. Such data or information may not be used or copied for direct or indirect use by Contractor after completion or termination of this Contract without the express written consent of City. All materials, documents, data or information, including copies, must be returned to City at the end of this Contract.

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

16. Default – Re-Procurement Costs: In case of Contract breach by Contractor, resulting in termination by City, City may procure the commodities and services from other sources. If the cost for those commodities and services is higher than under the terms of the existing Contract, Contractor will be responsible for paying City the difference between Contract cost and the price paid, and City may deduct this cost from any unpaid balance due Contractor. The price paid by City shall be the prevailing market price at the time such purchase is made. This is in addition to any other remedies available under this Contract and under law.

17. Disputes – Contract: The Parties shall deal in good faith and attempt to resolve potential disputes informally. If the dispute concerning a question of fact arising under the terms of this Contract is not disposed of in a reasonable period of time by the Contractor’s Project Manager and the City‘s Project Manager, as specified in Article 25 “Notices”, such matter shall be brought to the attention of the City Purchasing Agent by way of the following process:

a. The Contractor shall submit to the Purchasing Agent a written demand for a final decision regarding the disposition of any dispute between the Parties arising under, related to, or involving this Contract, unless City, on its own initiative, has already rendered such a final decision.

b. The Contractor’s written demand shall be fully supported by factual information, and, if such demand involves a cost adjustment to Contract, Contractor shall include with the demand a written statement signed by a senior official indicating that the demand is made in good faith, that the supporting data are accurate and complete, and that the amount requested accurately reflects Contract adjustment for which Contractor believes City is liable.

c. In the event a dispute in which the welfare of City residents is at stake and/or immediate procurement action is required to prevent serious economic or other hardship to the City, the CPM, or designee may

Pending the final resolution of any dispute arising under, related to, or involving this Contract, Contractor agrees to diligently proceed with the performance of this Contract, including the delivery of commodities and/or provision of services. Contractor’s failure to diligently proceed shall be considered a material breach of this Contract.

Any final decision of City shall be expressly identified as such, shall be in writing, and shall be signed by City Purchasing Agent or his designee. If City fails to render a decision within 90 days after receipt of Contractor’s demand, it shall be deemed a final decision adverse to Contractor’s contentions. Nothing in this section shall be construed as affecting City’s right to terminate Contract for cause or termination for convenience as stated in Article K herein.

18. Drug-Free Workplace: Contractor hereby certifies compliance with Government Code Section 8355 in matters relating to providing a drug-free workplace. Contractor will:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a)(1).

b. Establish a drug -free awareness program as required by Government Code Section 8355(a)(2) to inform employees about all of the following:

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

i. The dangers of drug abuse in the workplace; and
ii. The organization’s policy of maintaining a drug-free workplace; and iii. Any available counseling, rehabilitation and employee assistance programs; and iv. Penalties that may be imposed upon employees for drug abuse violations. c. Provide as required by Government Code Section 8355(a)(3) that every employee who works under this Contract:

i. Will receive a copy of the company’s drug-free policy statement; and ii. Will agree to abide by the terms of the company’s statement as a condition of employment under this Contract.
d. Failure to comply with these requirements may result in suspension of payments under Contract or termination of Contract or both, and Contractor may be ineligible for award of any future City contracts if City determines that any of the following has occurred:

i. Contractor has made false certification, or
ii. Contractor violates the certification by failing to carry out the requirements as noted above.

19. Emergency/Declared Disaster Requirements : In the event of an emergency or if the City of Anaheim is declared a disaster area by city, county, state or federal government, Contract may be subjected to unusual usage. Contractor shall service City during such an emergency or declared disaster under the same terms and conditions that apply during non-emergency/disaster conditions.

The pricing quoted by Contractor shall apply to serving City’s needs regardless of the circumstances. If Contractor is unable to supply the goods/services under the terms of Contract, then Contractor shall provide proof of such disruption and a copy of the invoice for the goods/services from Contractor’s supplier(s). Additional profit margin as a result of supplying goods/services during an emergency or a declared disaster shall not be permitted. In the event of an emergency or declared disaster, emergency purchase order numbers will be assigned. All applicable invoices from Contractor shall show both the emergency purchase order number and Contract number.

20. Errors and Omissions: All reports, files and other documents prepared and submitted by Contractor shall be complete and shall be carefully checked by the professional(s) identified by Contractor as Project Manager and key personnel attached hereto, prior to submission to the City.

Contractor agrees that City review is discretionary, and Contractor shall not assume that the City will discover errors and/or omissions. If the City discovers any errors or omissions prior to approving Contractor’s reports, files and other written documents, the reports, files or documents will be returned to Contractor for correction. Should the City or others discover errors or omissions in the reports, files or other written documents submitted by the Contractor after City approval thereof, City approval of Contractor’s reports, files or documents shall not be used as a defense by Contractor in any action between the City and Contractor, and the reports, files or documents will be returned to Contractor for correction.

21. Equal Employment Opportunity: Contractor shall comply with U.S. Executive Order 11246 entitled, “Equal Employment Opportunity” as amended by Executive Order 11375 and as supplemented in Department of Labor regulations (41 CFR, Part 60) and applicable state of California regulations as may now exist or be amended in the future. Contractor shall not discriminate against any employee or applicant for employment on the basis of race, color, national origin, ancestry, religion, sex, marital status, political affiliation or physical or mental condition.

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

Regarding handicapped persons, Contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap in regard to any position for which the employee or applicant for employment is qualified. Contractor agrees to provide equal opportunity to handicapped persons in employment or in advancement in employment or otherwise treat qualified handicapped individuals without discrimination based upon their physical or mental handicaps in all employment practices such as the following: employment, upgrading, promotions, transfers, recruitments, advertising, layoffs, terminations, rate of pay or other forms of compensation, and selection for training, including apprenticeship. Contractor agrees to comply with the pr ovisions of Sections 503 and 504 of the Rehabilitation Act of 1973, as amended, pertaining to prohibition of discrimination against qualified handicapped persons in all programs and/or activities as detailed in regulations signed by the Secretary of the Department of Health and Human Services effective June 3, 1977, and found in the Federal Register, Volume 42, No. 68 dated May 4, 1977, as may now exist or be amended in the future.

Regarding Americans with disabilities, Contractor agrees to comply with applicable provisions of Title 1 of the Americans with Disabilities Act enacted in 1990 as may now exist or be amended in the future.

22. Headings: The various headings and numbers herein, the grouping of provisions of this Contract into separate clauses and paragraphs, and the organization hereof are for the purpose of convenience only and shall not limit or otherwise affect the meaning hereof.

23. News/Information Release: Contractor agrees that it will not issue any news releases in connection with either the award of this Contract or any subsequent amendment of or effort under this Contract without first obtaining review and written approval of said news releases from City through City’s Project Manager.

24. Notices: Any and all notices, requests, demands, and other communications contemplated, called for, permitted, or required to be given hereunder shall be in writing with a copy provided to the Assigned Buyer, except through the course of the Parties’ Project Mana gers’ routine exchange of information and cooperation during the terms of the work and services. Any written communications shall be deemed to have been duly given upon actual in- person delivery, if delivery is by direct hand, or upon delivery on the actual day of receipt or no greater than four (4) calendar days after being mailed by US certified or registered mail, return receipt requested, postage prepaid, whichever occurs first. The date of mailing shall count as the first day. All communications shall be addressed to the appropriate party at the address stated herein or such other address as the parties hereto may designate by written notice from time to time in the manner aforesaid.

Contractor: FASTER ASSET SOLUTIONS
Attn: Sue Smith
Address 760 Lynnhaven Pkwy, Suite 203
Virginia Beach, VA 23452
Telephone: ( 757) 623-1700 x2020

City Project Manager: Public Works
Attn: Cindy Suh
Telephone: (714) 765 -6944
Email: [email protected]

Assigned Buyer: City of Anaheim/Central Purchasing Office City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

Attn: Maira Quezada
Address 200 S. Anaheim Blvd. Suite 620
Anaheim, CA 92805
Telephone: (714) 765-5218
Email: [email protected]

25. Order Dates: Orders may be placed during the term of the Contract even if delivery may not be made until after the term of the Contract. The Contractor must clearly identify the order date on all invoices to City and the order date must precede the expiration date of the Contract.

26. Ownership of Documents: City has permanent ownership of all directly connected and derivative materials produced under this Contract by the Contractor. All documents, reports and other incidental or derivative work or materials furnished hereunder shall become and remain the sole property of the City and may be used by the City as it may require without additional cost to the City. None of the documents, reports and other incidental or derivative work or furnished materials shall be used by the Contractor without the express written consent of the City.

27. Permits and Licenses: Contractor shall be required to obtain any and all approvals, permits and/or licenses which may be required in connection with the permitted operation as set out herein. No permit approval or consent given hereunder by City in its governmental capacity shall affect or limit Contractor’s obligations hereunder, nor shall any approvals or consents given by City as a party to this Contract, be deemed approval as to compliance or conformance with applicable governmental codes, laws, ordinances, rules, or regulations.

28. Precedence: Contract documents consist of this Contract and its exhibits and attachments. In the event of a conflict between or among Contract documents, the order of precedence shall be the provisions of the main body of this Contract, i.e., those provisions set for th in the recitals and articles of this Contract, and then the exhibits and attachments.

29. Subcontracting: No performance of this Contract or any portion thereof may be subcontracted by Contractor without the express written consent of County. Any attempt by Contractor to subcontract any performance of this Contract without the express written consent of Coun ty shall be invalid and shall constitute a breach of this Contract.

In the event that the Contractor is authorized by the County to subcontract, this Contract shall take precedence over the terms of the Contract between Contractor and subcontractor, and shall incorporate by reference the terms of this Contract. The County shall look to the Contractor for performance and indemnification and not deal directly with any subcontractor. All work performed by a subcontractor must meet the approval of the County of Orange.

30. Substitutions: The Contractor is required to meet all specifications and requirements contained herein. No substitutions will be accepted without prior City written approval.

31. Usage: No guarantee is given by City to Contractor regarding usage of this Contract. Usage figures, if provided, are approximations. Contractor agrees to supply services and/or commodities requested, as needed by City of Anaheim, at rates/prices listed in Contract, regardless of quantity requested.

32. Usage Reports: Contractor shall submit usage reports on an annual basis to the Assigned Buyer.

The usage report shall be in a format specified by the City and shall be submitted 90 days prior to the expiration date of Contract term, or any subsequent renewal term, if applicable

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

CONTRACT SIGNATURE PAGE

IN WITNESS WHEREOF , the Parties hereto have caused this Contract to be executed on the dates hereinafter respectively set forth.

DATE OF EXECUTION:

CITY OF ANAHEIM
a municipal corporation

By:

Kari Bouffard, Purchasing Agent

DATE OF EXECUTION:

FASTER ASSET SOLUTIONS*

By:

Title:

Printed Name:

DATE OF EXECUTION:

FASTER ASSET SOLUTIONS*

By:

Title:

Printed Name:

ATTEST:

By:

City Clerk of Anaheim
APPROVED AS TO FORM:

ROBERT FABELA, CITY ATTORNEY

By:

Title:

Printed Name: _________

* If the contracting party is a corporation, (2) two signatures are required: one (1) signature by the Chairman of the Board, the President or any Vice President; and one (1) signature by the Secretary, any Assistant Secretary, the Chief Financial Officer or any Assistant Treasurer. The signature of one person alone is sufficient to bind a corporation, as long as he or she holds corporate offices in each of the two categories described above. For City purposes, proof of such dual office holding will be satisfied by having the individual sign the instrument twice, each time indicating his or her office that qualifies under the above -described provision. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resoluti on demonstrating the legal authority of the signee to bind the corporation.

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

ATTACHMENT A
QUOTE

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

ATTACHMENT B

PRICING, PAYMENT AND COMPENSATION

1. Compensation: This is a time and materials Contract between City and Contractor for Fleet Asset Solutions Software as set forth in Attachment A, “Scope of Work”.

Contractor agrees to accept the specified compensation as set forth in this Contract as full payment for performing all services and furnishing all staffing and materials required, for any reasonably unforeseen difficulties which may arise or be encountered in the execution of the services until acceptance, for risks connected with the services, and for performance by Contractor of all its duties and obligations hereunder. Contractor shall only be compensated as set forth herein for equipment, supplies, accessories, provided in accordance with the Scope of Work. City shall have no obligation to pay any sum in excess of the rates specified herein unless authorized by amendment in accordance with Articles “C” Amendment and “P” Changes, of the City’s Contract Terms and Conditions.

2. Pricing List: Fees quoted shall be all inclusive of all labor, services, skills, supervision, delivery, mileage, fuel surcharge, travel time, materials, necessary tools, routine equipment and for any unreasonably unforeseen difficulties which may arise or be encounter ed in the execution of the services until acceptance, for risks connected with the services, and for performance by the Contractor of all its duties and obligations hereunder.

This Contract shall not exceed a cumulative total of $200,000, with a 30% contingency fee per year, and shall have a maximum term of five (5) years.

3. Price Increase/Decreases: No price increases will be considered during the term of the Contract.

City requires documented proof of cost increases on Contracts prior to any price adjustment. A minimum of 30-days advance notice in writing is required for consideration of such adjustment. No retroactive price adjustments will be considered. All price decreases will automatically be extended to City of Anaheim. City may enforce, negotiate, or cancel escalating price Contracts or take any other action it deems appropriate, as it sees fit. The net dollar amount of profit will remain firm during the period of Contract. Adjustments increasing Contractor’s profit will not be allowed.

4. Firm Discount and Pricing Structure: Contractor guarantees that prices quoted are equal to or less than prices quoted to any other local, State or Federal government entity for services of equal or lesser scope. Contractor agrees that no price increases shall be passed along to City during the term of this Contract not otherwise specified and provided for within this Contract.

5. Payment Terms – Payment in Arrears: Invoices are to be submitted in arrears to the user agency/department to the ship-to address, unless otherwise directed in this Contract. Contractor shall reference Contract number on invoice. Payment will be net 30 days after receipt of an invoice in a format acceptable to City of Anaheim and verified and approved by the agency/department and subject to routine processing requirements. The responsibility for providing an acceptable invoice rests with Contractor.

Billing shall cover services and/or goods not previously invoiced. Contractor shall reimburse City of Anaheim for any monies paid to Contractor for goods or services not provided or when goods or services do not meet Contract requirements.

City of Anaheim
CPO/Public Works Department
Fleet Asset Solutions Software

FASTER ASSET SOLUTIONS

MA #106-498333

Payments made by City shall not preclude the right of City from thereafter disputing any items or services involved or billed under this Contract and shall not be construed as acceptance of any part of the goods or services.

6. Taxpayer ID Number: Contractor shall include its taxpayer ID number on all invoices submitted to City for payment to ensure compliance with IRS requirements and to expedite payment processing.

7. Payment – Invoicing Instructions: Contractor will provide an invoice on Contractor’s letterhead for goods delivered and/or services rendered. In the case of goods, Contractor will leave an invoice with each delivery. Each invoice will have a number and will include the following information:

a. Contractor’s name and address
b. Contractor’s remittance address, if different from 1 above c. Contractor’s Taxpayer ID Number
d. Name of City Agency/Department
e. Delivery/service address
f. Contract MA #106-498333
g. Agency/Department’s Account Number
h. Date of order
i. Product/service description, quantity, and prices
j. Sales tax, if applicable
k. Freight/delivery charges, if applicable
l. Total

SERIAL 180208 RFP EQUIPMENT SERVICES MANAGEMENT APPLICATION DATE OF LAST REVISION: March 28, 2024 CONTRACT END DATE: April 30, 2029 CONTRACT PERIOD THROUGH APRIL 30, 2024 2029
TO: All Departments
FROM: Office of Procurement Services
SUBJECT: Contract for EQUIPMENT SERVICES MANAGEMENT APPLICATION Attached to this letter is published an effective purchasing contract for products and/or services to be supplied to Maricopa County activities as awarded by Maricopa County on May 02, 2019.

All purchases of products and/or services listed on the attached pages of this letter are to be obtained from the vendor holding the contract. Individuals are responsible to the vendor for purchases made outside of contracts.

The contract period is indicated above.

RN/ia
Attach
Copy to: Office of Procurement Services
Erick Van Hofwegen, Equipment Services

ATTACHMENT C

CONTRACT PURSUANT TO RFP
SERIAL 180208-RFP
This Contract is entered into this 2nd day of May, 2019 by and between Maricopa County (“County” or “Customer”), a political subdivision of the State of Arizona, and CCG Systems, Inc., a Virginia corporation DBA: FASTER Asset Solutions TT FASTER LLC dba FASTER Asset Solutions, a Virginia Corporation (“Contractor” or “FASTER”) for the purchase of fleet management software and related services.

1.0 CONTRACT TERM:

1.1 This Contract is for a term of five (5) years, beginning on the 2 nd day of May, 2019 and ending the 30th day of April, 2024 2029.

1.2 The County may, at its option and with the agreement of the Contractor, renew the term of this Contract for additional terms up to a maximum of five (5) additional years. The County shall notify the Contractor in writing of its intent to extend the Contract term at least sixty (60) calendar days prior to the expiration of the original contract term, or any additional term thereafter.

Upgrades and Support shall be paid for and completed on an annual basis through the term of the agreement.

1.3 CONTRACT COMPLETION:

The Contractor shall make all reasonable efforts for an orderly transition of its duties and responsibilities to another provider and/or to the County. This may include, but is not limited to the preparation of a transition plan and cooperation with the County in the transition. The transition includes the transfer of all records, and other data in the possession, custody or control of Contractor required to be provided to the County either by the terms of this agreement or as a matter of law. The County and the Contractor shall negotiate reasonable fees for the services it provides for this transition. The provisions of this clause shall survive the expiration or termination of this agreement.

2.0 INCORPORATION BY REFERENCE:

FASTER’s Responses to Maricopa County RFP #180208 are incorporated herein by reference and attached hereto as Exhibit C.

3.0 PAYMENTS:

3.1 As consideration for performance of the duties described herein, County shall pay Contractor the sum(s) stated in Exhibit “A” based on Milestones and Deliverables completed.

3.2 Payment shall be made upon the County’s receipt of a properly completed invoice.

3.3 INVOICES:

3.3.1 The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) will be made. Incomplete invoices will not be processed. At a minimum, the invoice must provide the following information:

SERIAL 180208-RFP
Company name, address and contact
County bill-to name and contact information
Contract serial number
County purchase order number
Invoice number and date
Payment terms
Milestone Deliverables (Reference Specific Milestone)
Date of service or delivery
Quantity
Contract Item number(s)
Description of service provided
Pricing per unit of service
Extended price
Total Amount Due

3.3.2 Problems regarding billing or invoicing shall be directed to the Department as listed on the Purchase Order.

3.3.3 Payment shall only be made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Contract Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (http://www.maricopa.gov/922/Vendors
https://www.maricopa.gov/5169/Vendor-Information).

3.3.4 Discounts offered in the contract shall be calculated based on the date a properly completed invoice is received by the County.

3.3.5 EFT payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

3.4 APPLICABLE TAXES:

3.4.1 Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any installation labor on items that are not attached to real property performed by Contractor under the terms of this Contract, the installation labor cost and the gross receipts for materials provided shall be listed separately on the Contractor’s invoices.

It is the responsibility of the contractor to determine any and all applicable taxes and include those taxes in their proposal. The legal liability to remit the tax is on the entity conducting business in Arizona. Tax is not a determining factor in contract award.

3.4.2 State and Local Transaction Privilege Taxes: To the extent any State and local transaction privilege taxes apply to sales made under the terms of this Contract it is the responsibility of the seller to collect and remit all applicable taxes to the proper taxing jurisdiction of authority.

The County will look at the price or offer submitted and will not deduct, add, or alter pricing based on speculation or application of any taxes, nor will the County provide contractor any advice or guidance regarding taxes. If you have questions regarding your tax liability, seek advice from a tax professional prior to submitting your bid. You may also find information at https://www.azdor.gov/Business.aspx.

Once your bid is submitted, the offer is valid for the time specified in this solicitation, regardless of mistake or omission of tax liability. If the County finds overpayment of a project due to tax consideration that was not due, the contractor SERIAL 180208-RFP
shall be liable to the County for that amount, and by contracting with the County agrees to remit any overpayments back to the County for miscalculations on taxes included in a bid price.

3.4.3 Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and local taxes applicable to its operation and any persons employed by the Contractor.

Contractor shall, and require all subcontractors to hold Maricopa County harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under Federal, and/or State and local laws and regulations, and any other costs including; transaction privilege taxes, unemployment compensation insurance, Social Security, and Worker’s Compensation.

Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state, and local taxes applicable to their operation and any persons employed by the contractor. Contractor shall, and require all subcontractors to, hold Maricopa County harmless from any responsibility for taxes, damages, and interest, if applicable, contributions required under Federal and/or state and local laws and regulations, and any other costs including: transaction privilege taxes, unemployment compensation insurance, Social Security, and Workers’ Compensation. Contractor may be required to establish, to the satisfaction of County, that any and all fees and taxes due to a municipality or the State of Arizona for any license or transaction privilege taxes, use taxes, or similar excise taxes are currently paid (except for matters under legal protest).

3.5 TAX (SERVICES):

No tax shall be invoiced or paid against Contractor’s labor. It is the responsibility of the Contractor to determine any and all applicable taxes.

3.6 STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):

The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts.

Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful Respondent under this solicitation, a member of $AVE may access a contract resulting from a solicitation issued by the County.

3.7 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s):

County currently holds ICPA’s with numerous governmental entities. These agreements allow those entities, with the approval of the Contractor, to purchase their requirements under the terms and conditions of the County Contract. It is the responsibility of the non-County government entity to perform its own due diligence on the acceptability of the Contract under its procurement rules, processes and procedures.

4.0 AVAILABILITY OF FUNDS:

4.1 The provisions of this Contract relating to payment for services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to County for disbursement. The County shall be the sole judge and authority in determining the availability of funds under this Contract. County shall keep the Contractor fully informed as to the availability of funds.

4.2 If any action is taken by, any State agency, Federal department, or any other agency or instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, County shall be liable for payment only for services rendered prior to the effective date of the termination, provided that such services SERIAL 180208-RFP
are performed in accordance with the provisions of this Contract. County shall give written notice of the effective date of any suspension, amendment, or termination under this Section, at least ten (10) days in advance.

5.0 DUTIES:

5.1 The Contractor shall perform all duties stated in Exhibit “B”, or as otherwise directed in writing by the Procurement Officer.

5.2 During the Contract term, County may provide Contractor’s personnel with adequate workspace for consultants and such other related facilities as may be required by Contractor to carry out its contractual obligations.

6.0 TERMS AND CONDITIONS:

6.1 INDEMNIFICATION:

To the fullest extent permitted by law, and to the extent that claims, damages, losses or expenses are not covered and paid by insurance purchased by the Contractor, the Contractor shall defend indemnify and hold harmless the County (as Owner), its agents, representatives, agents, officers, directors, officials, and employees from and against all claims, damages, losses, and expenses (including, but not limited to attorneys' fees, court costs, expert witness fees, and the costs and attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted from the negligent acts, errors, omissions, or mistakes relating to the Contractor’s performance of this Contract.

Contractor's duty to defend, indemnify, and hold harmless the County, its agents, representatives, agents, officers, directors, officials, and employees shall arise in connection with any claim, damage, loss, or expense that is attributable to bodily injury, sickness, disease, death or injury to, impairment of, or destruction of tangible property, including loss of use resulting there from, caused by negligent acts, errors, omissions, or mistakes in the performance of this Contract, but only to the extent caused by the negligent acts or omissions of the Contractor, a subcontractor, any one directly or indirectly employed by them, or anyone for whose acts they may be liable.

The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of the indemnity in this paragraph.

The scope of this indemnification does not extend to the negligence of County.

6.2 INFRINGEMENT DEFENSE INDEMNIFICATION:

6.2.1 Defense and Indemnity: Contractor shall defend, Participate and Share in the Cost, as defined below, in the full defense of the County against any Claim, as defined below, and will indemnify and hold harmless the County as provided for in this Section for any judgments, settlements and court awarded attorney’s fees resulting from a Claim where the claimant is adjudged the successful party in the Claim. Contractor’s obligations under this Section are conditioned on the following: (i) County promptly notifies Contractor of the Claim in writing upon being made aware of the Claim; (ii) County gives Contractor lead authority and control of the defense and (if applicable) settlement of the Claim, provided that County’s legal counsel may participate in such defense and settlement, at County’s expense, and (iii) County provides all information and assistance reasonably requested by Contractor to handle the defense or settlement of the Claim. For purposes of this Section, “Claim” means any cause of action in a third party action, suit or proceeding against County alleging that Contractor software, or its upgrades, modifications, or revisions, as of its delivery date under this Contract, infringes a valid U.S. patent, copyright or trademark. For the purposes of this section, “Participate and Share in the Costs” means Contractor will assist the County in the defense of the claim, to the extent agreed to by the parties, except that Contractor shall be solely responsible for any and all costs adjudged in a successful Claim against the County.

SERIAL 180208-RFP

6.2.2 Remedial Measures: If software becomes, or Contractor reasonably believes use of software may become the subject of a Claim, Contractor may, at its own expense and option: (i) procure for County the right to continue use of the Product; (ii) replace or modify the software; or to the extent that neither (i) nor (ii) are deemed commercially practicable, (iii) refund to County a pro-rated portion of the applicable fees for software based on a linear depreciation monthly over 10 year useful life, in which case County will cease all use of software and return it to Contractor.

6.2.2.1 Exceptions: Contractor will have no defense or indemnity obligation for any Claim based on: (i) modifications by someone other than Contractor; (ii) software has been modified by Contractor in accordance with County-provided specifications or instructions; (iii) use or combination by the County of software with Third Party Products, open source or freeware technology; (iv) Third Party Products, open source or freeware technology; (v) a product that is used or located by County in a country other than the country in which or for which it was supplied by Contractor; (vi) possession or use of a product after Contractor has informed County of modifications or changes required to avoid such Claim and offered to implement those modifications or changes, if such Claim would have been avoided by implementation of Contractor's suggestions and to the extent County did not provide Contractor with a reasonable opportunity to implement Contractor's suggestions; or (vii) the amount of revenue or profits earned or other value obtained by the use of Products, or the amount of use of the Products. “Third Party Products” means any products made by a party other than Contractor, and may include, without limitation, products ordered by County from third parties. However, components of Contractor branded Products are not Third Party Products if they are both: (i) embedded in Third Party Products (i.e., not recognizable as standalone items); and (ii) not identified as separate items on Contractor’s price list, quotes, order specifications forms or documentation.

6.2.3 The foregoing states Contractor’s entire liability, and County’s sole and exclusive remedy except as provided at law or equity, with respect to any infringement or misappropriation of any intellectual property rights of another party.

6.3 INSURANCE:

6.3.1 Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum insurance from a company or companies duly licensed by the State of Arizona and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing, the stipulated insurance may be purchased from a company or companies, which are authorized to do business in the State of Arizona, provided that said insurance companies meet the approval of County. The form of any insurance policies and forms must be acceptable to County.

6.3.2 All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of the Contract is satisfactorily completed and formally accepted. Failure to do so may, at the sole discretion of County, constitute a material breach of this Contract.

6.3.3 Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance maintained by County shall not contribute to it.

6.3.4 Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance policies.

6.3.5 The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such deductible and/or self-insured retentions shall not be applicable with SERIAL 180208-RFP
respect to the coverage provided to County under such policies. Contractor shall be solely responsible for the deductible and/or self-insured retention.

6.3.6 The insurance policies required by this Contract, except Workers’ Compensation and Errors and Omissions, shall name County, its agents, representatives, officers, directors, officials and employees as Additional Insureds.

6.3.7 The policies required hereunder, except Workers’ Compensation and Errors and Omissions, shall contain a waiver of transfer of rights of recovery (subrogation) against County, its agents, representatives, officers, directors, officials and employees for any claims arising out of Contractor’s work or service.

6.3.8 Commercial General Liability:

Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products/Completed Operations Aggregate, and $2,000,000 General Aggregate Limit.

The policy shall include coverage for premises liability, bodily injury, broad form property damage, personal injury, products and completed operations and blanket contractual coverage, and shall not contain any provisions which would serve to limit third party action over claims. There shall be no endorsement or modifications of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or underground property damage.

6.3.9 Automobile Liability:

Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with respect to any of the Contractor’s owned, hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work or services or use or maintenance of the premises under this Contract.

6.3.10 Workers’ Compensation:

Workers’ Compensation insurance to cover obligations imposed by Federal and State statutes having jurisdiction of Contractor’s employees engaged in the performance of the work or services under this Contract; and Employer’s Liability insurance of not less than $500,000 for each accident, $500,000 disease for each employee, and $500,000 disease policy limit.

Contractor, its contractors and its subcontractors waive all rights against Contract and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the Workers’ Compensation and Employer’s Liability or commercial umbrella liability insurance obtained by Contractor, its contractors and its subcontractors pursuant to this Contract.

6.3.11 Technology Errors & Omission Insurance:
Each claim $2,000,000
Annual Aggregate $2,000,000
Such insurance shall cover any, and all errors, omissions, or negligent acts in the delivery of products, services, and/or licensed programs under this Contract.

In the event that the Tech E&O insurance required by this Contract is written on a claims- made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years, beginning at the time work under this Contract is completed.

SERIAL 180208-RFP

6.3.12 Network Security (Cyber) and Privacy Liability:
Each Claim $2,000,000
Annual Aggregate $2,000,000
Such insurance shall include, but not be limited to, coverage for third party claims and losses with respect to network risks (such as data breaches, unauthorized access or use, ID theft of data) and invasion of privacy regardless of the type of media involved in the loss of private information, crisis management and identity theft response costs. This should also include breach notification costs, credit remediation, and credit monitoring, defense and claims expenses, regulatory defense costs plus fines and penalties, cyber extortion, computer program and electronic data restoration expenses coverage (data asset protection), network business interruption, computer fraud coverage, and funds transfer loss.

In the event that the Network Security and Privacy Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed.

6.3.13 Certificates of Insurance:

6.3.13.1 Prior to Contract award, Contractor shall furnish the County with valid and complete certificates of insurance, or formal endorsements as required by the Contract in the form provided by the County, issued by Contractor’s insurer(s), as evidence that policies providing the required coverage, conditions and limits required by this Contract are in full force and effect. Such certificates shall identify this contract number and title.

6.3.13.2 In the event any insurance policy(ies) required by this Contract is (are) written on a claims made basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or services and as evidenced by annual Certificates of Insurance.

6.3.13.3 If a policy does expire during the life of the Contract, a renewal certificate must be sent to County fifteen (15) calendar days prior to the expiration date.

6.3.13.4 Certificates of Insurance shall identify Maricopa County as the certificate holder as follows:

Maricopa County
c/o Risk Management
301 W Jefferson St, Suite 910
Phoenix, AZ 85003

6.3.14 Cancellation and Expiration Notice:

Applicable to all insurance policies required within the Insurance Requirements of this Contract, Contractor’s insurance shall not be permitted to expire, be suspended, be canceled, or be materially changed for any reason without thirty (30) days prior written notice to Maricopa County. Contractor must provide to Maricopa County, within two (2) business days of receipt, if they receive notice of a policy that has been or will be suspended, canceled, materially changed for any reason, has expired, or will be expiring.

Such notice shall be sent directly to Maricopa County Office of Procurement Services and shall be mailed or hand delivered to 301 West Jefferson, Suite 700, 320 West Lincoln Street, Phoenix, AZ 85003, or emailed to the Procurement Officer noted in the solicitation.

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6.4 FORCE MAJEURE:

6.4.1 Neither party shall be liable for failure of performance, nor incur any liability to the other party on account of any loss or damage resulting from any delay or failure to perform all or any part of this Contract if such delay or failure is caused by events, occurrences, or causes beyond the reasonable control and without negligence of the parties. Such events, occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, riots, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, lockout, blockage, embargo, labor dispute, strike, interruption or failure of electricity or telecommunication service.

6.4.2 Each party, as applicable, shall give the other party notice of its inability to perform and particulars in reasonable detail of the cause of the inability. Each party must use best efforts to remedy the situation and remove, as soon as practicable, the cause of its inability to perform or comply.

6.4.3 The party asserting Force Majeure as a cause for non-performance shall have the burden of proving that reasonable steps were taken to minimize delay or damages caused by foreseeable events, that all non-excused obligations were substantially fulfilled, and that the other party was timely notified of the likelihood or actual occurrence which would justify such an assertion, so that other prudent precautions could be contemplated.

6.5 WARRANTY OF SERVICES:

6.5.1 The Contractor warrants that all services provided hereunder will conform to the requirements of the Contract, including all descriptions, specifications and attachments made a part of this Contract. County’s acceptance of services or goods provided by the Contractor shall not relieve the Contractor from its obligations under this warranty.

6.5.2 In addition to its other remedies, County may, at the Contractor's expense, require prompt correction of any services failing to meet the Contractor's warranty herein. Services corrected by the Contractor shall be subject to all the provisions of this Contract in the manner and to the same extent as services originally furnished hereunder.

6.6 INSPECTION OF SERVICES:

6.6.1 The Contractor shall provide and maintain an inspection system acceptable to County covering the services under this Contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to County during Contract performance and for as long afterwards as the Contract requires.

6.6.2 County has the right to inspect and test all services called for by the Contract, to the extent practicable at all times and places during the term of the Contract. County shall perform inspections and tests in a manner that will not unduly delay the work.

6.6.3 If any of the services do not conform to Contract requirements, County may require the Contractor to perform the services again in conformity with Contract requirements, at no cost to the County. When the defects in services cannot be corrected by re-performance, County may:

6.5.3.1 Require the Contractor to take necessary action to ensure that future performance conforms to Contract requirements; and

6.5.3.2 Reduce the Contract price to reflect the reduced value of the services performed.

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6.6.4 If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with Contract requirements, County may:

6.5.4.1 By Contract or otherwise, perform the services and charge to the Contractor, through direct billing or through payment reduction, any cost incurred by County that is directly related to the performance of such service; or

6.5.4.2 Terminate the Contract for default.

6.7 ORDERING AUTHORITY:

Any request for purchase shall be accompanied by a valid purchase order, issued by Office of Procurement Services, a Purchase Order issued by the using Department or direction by a Certified Agency Procurement Aid (CAPA) with a Purchase Card for payment.

6.8 NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION:

6.8.1 This Contract does not guarantee any minimum or maximum purchases will be made.

Orders will only be placed under this Contract when the County identifies a need and proper authorization and documentation have been approved.

6.8.2 Contractors agree to accept verbal notification of cancellation of Purchase Orders from the County Procurement Officer with written notification to follow. Contractor specifically acknowledges to be bound by this cancellation policy.

6.9 PURCHASE ORDERS:

County reserves the right to cancel Purchase Orders within a reasonable period of time after issuance. Should a Purchase Order be canceled, the County agrees to reimburse the Contractor for actual and documentable costs incurred by the Contractor in response to the Purchase Order. The County will not reimburse the Contractor for any costs incurred after receipt of County notice of cancellation, or for lost profits, shipment of product prior to issuance of Purchase Order, etc.

6.10 BACKGROUND CHECK:

Contractors need to be aware that there may be multiple background checks (Sheriff’s Office, County Attorney's Office, Courts as well as Maricopa County general government) to determine if the respondent is acceptable to do business with the County. This applies to (but is not limited to) the Contractor and subcontractors, if any.

6.11 SUSPENSION OF WORK:

The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time that the Procurement Officer determines appropriate for the convenience of the County. No adjustment shall be made under this clause for any suspension, delay, or interruption to the extent that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the Contractor. No request for adjustment under this clause shall be granted unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of the suspension, delay, or interruption, but not later than the date of final payment under the Contract.

6.12 STOP WORK ORDER:

The Procurement Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of ninety (90) calendar days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take SERIAL 180208-RFP
all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 calendar days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Procurement Officer shall either:

6.12.1 Cancel the stop work order; or

6.12.2 Terminate the work covered by the order as provided in the Default, or the Termination for Convenience clause of this Contract.

6.12.3 The Procurement Officer may make an equitable adjustment in the delivery schedule and/or Contract price, or otherwise, and the Contract shall be modified, in writing, accordingly, if the Contractor demonstrates that the stop work order resulted in an increase in costs to the Contractor.

6.13 TERMINATION FOR CONVENIENCE:

Maricopa County may terminate the Contract for convenience by providing sixty (60) calendar days advance notice to the Contractor.

6.14 TERMINATION FOR DEFAULT:

The County may, by written notice of default to the Contractor, terminate this Contract in whole or in part if the Contractor fails to:

6.14.1 Deliver the supplies or to perform the services within the time specified in this Contract or any extension;

6.14.2 Make progress, so as to endanger performance of this Contract; or

6.14.3 Perform any of the other provisions of this Contract.

The County’s right to terminate this contract under these subparagraphs may be exercised if the Contractor does not cure such failure within ten (10) business days (or more if authorized in writing by the County) after receipt of the notice from the Procurement Officer specifying the failure.

6.15 STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:

Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any Contract without penalty or further obligation within three years after execution of the Contract, if any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the County is at any time while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or consultant to any other party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to A.R.S § 38-511 the County may recoup any fee or commission paid or due to any person significantly involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the County from any other party to the Contract arising as the result of the Contract.

6.16 CONTRACTOR LICENSE REQUIREMENT:

6.16.1 The Contractor shall procure all permits, insurance, licenses and pay the charges and fees necessary and incidental to the lawful conduct of his/her business, and as necessary complete any required certification requirements, required by any and all governmental or non-governmental entities as mandated to maintain compliance with and in good standing for all permits and/or licenses. The Contractor shall keep fully informed of existing and future trade or industry requirements, Federal, State and Local laws, ordinances, and regulations which in any manner affect the fulfillment of a Contract and shall comply with the same. Contractor shall immediately notify both Office of SERIAL 180208-RFP
Procurement Services and the Department of any and all changes concerning permits, insurance or licenses.

6.16.2 Contractor furnishing finished products, materials or articles of merchandise that will require installation or attachment as part of the Contract, shall possess any licenses required. Contractor is not relieved of its obligation to obtain and possess the required licenses by subcontracting of the labor portion of the Contract. Contractors are advised to contact the Arizona Registrar of Contractors, Chief of Licensing, to ascertain licensing requirements for a particular contract. Contractor shall identify which license(s), if any, the Registrar of Contractors requires for performance of the Contract.

6.17 SUBCONTRACTING:

6.17.1 The Contractor may not assign to another contractor or subcontract to another party for performance of the terms and conditions hereof without the written consent of the County. All correspondence authorizing subcontracting must reference the Contract Number and identify the job project.

6.17.2 The subcontractor’s rate for the job shall not exceed that of the Prime Contractor’s rate, as bid in the pricing section, unless the Prime Contractor is willing to absorb any higher rates or the County has approved the increase. The subcontractor’s invoice shall be invoiced directly to the Prime Contractor, who in turn shall pass-through the costs to the County, without mark-up. A copy of the subcontractor’s invoice must accompany the Prime Contractor’s invoice.

6.18 AMENDMENTS:

All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa County Office of Procurement Services shall be responsible for approving all amendments for Maricopa County.

6.19 ADDITIONS/DELETIONS OF REQUIREMENTS:

The County reserves the right to add and/or delete materials and services to a Contract. If a service requirement is deleted, payment to the Contractor will be reduced proportionately, to the amount of service reduced in accordance with the bid price. If additional materials or services are required from a Contract, prices for such additions will be negotiated between the Contractor and the County.

6.20 STRICT COMPLIANCE:

Acceptance by County of a performance that is not in strict compliance with the terms of the Contract shall not be deemed to be a waiver of strict compliance with respect to all other terms of the Contract.

6.21 VALIDITY:

The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the validity of any other provision of the Contract.

6.22 RIGHTS IN DATA:

6.22.1 The County shall have the use of data and reports resulting from a Contract without additional cost or other restriction except as may be established by law or applicable regulation. Each Party shall supply to the other Party, upon request, any available information that is relevant to a Contract and to the performance thereunder.

6.22.2 Data, records, reports, and all other information generated for the County by a third party as the result of a contract are the property of the County and shall be provided in a format designated by the County or shall be and remain accessible to the County into perpetuity.

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6.23 NON-DISCRIMINATION:

Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09 including flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and may be viewed and downloaded at the Governor of the State of Arizona website http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1 which is hereby incorporated into this contract as if set forth in full herein. During the performance of this Contract, Contractor shall not discriminate against any employee, client or any other individual in any way because of that person’s age, race, creed, color, religion, sex, disability or national origin.

Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09, including flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive Order 99-4 and amends Executive Order 75-5 and is hereby incorporated into this contract as if set forth in full herein. During the performance of this contract, contractor shall not discriminate against any employee, client, or any other individual in any way because of that person’s age, race, creed, color, religion, sex, disability, or national origin. (Arizona Executive Order 2009-09 can be viewed at
https://apps.azsos.gov/public_services/register/2009/46/governor.pdf)

6.24 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION:

6.24.1 The undersigned (authorized official signing on behalf of the Contractor) certifies to the best of his or her knowledge and belief that the Contractor, it’s current officers and directors;

6.24.2 are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from being awarded any contract or grant by any United States Department or Agency or any state, or local jurisdiction;

6.24.3 have not within three (3) year period preceding this Contract;

6.24.3.1 been convicted of fraud or any criminal offense in connection with obtaining, attempting to obtain, or as the result of performing a government entity (Federal, State or local) transaction or contract; and

6.24.3.2 been convicted of violation of any Federal or State antitrust statues or conviction for embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property regarding a government entity transaction or contract;

6.24.3.3 are not presently indicted or criminally charged by a government entity (Federal, State or local) with commission of any criminal offenses in connection with obtaining, attempting to obtain, or as the result of performing a government entity public (Federal, State or local) transaction or contract; and are not presently facing any civil charges from any governmental entity regarding obtaining, attempting to obtain, or from performing any governmental entity contract or other transaction; and have not within a three (3) year period preceding this Contract had any public transaction (Federal, State or local) terminated for cause or default.

6.24.4 If any of the above circumstances described in the paragraph are applicable to the entity submitting a bid for this requirement, include with your bid an explanation of the matter including any final resolution.

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6.24.5 The Contractor shall include, without modification, this clause in all lower tier covered transactions (i.e. transactions with subcontractors) and in all solicitations for lower tier covered transactions related to this Contract.

6.25 VERIFICATION REGARDING COMPLIANCE WITH A.R.S. §41-4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS:

6.25.1 By entering into the Contract, the Contractor warrants compliance with the Immigration and Nationality Act (INA using e-verify) and all other Federal immigration laws and regulations related to the immigration status of its employees and A.R.S. §23-214(A). The Contractor shall obtain statements from its subcontractors certifying compliance and shall furnish the statements to the Procurement Officer upon request. These warranties shall remain in effect through the term of the Contract. The Contractor and its subcontractors shall also maintain Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and Control Act of 1986, as amended from time to time, for all employees performing work under the Contract and verify employee compliance using the E-verify system and shall keep a record of the verification for the duration of the employee’s employment or at least three (3) years, whichever is longer. I-9 forms are available for download at USCIS.GOV.

6.25.2 The County retains the legal right to inspect Contractor and subcontractor employee documents performing work under this Contract to verify compliance with paragraph 6.25.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s intent to inspect and shall make the documents available at the time and date specified. Should the County suspect or find that the Contractor or any of its subcontractors are not in compliance, the County will consider this a material breach of the Contract and may pursue any and all remedies allowed by law, including, but not limited to; suspension of work, termination of the Contract for default, and suspension and/or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.

6.26 INFLUENCE:

As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct may be grounds for Disbarment or Suspension under MC1-902.

An attempt to influence includes, but is not limited to:

6.26.1 A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type of valuable contribution or subsidy,

6.26.2 That is offered or given with the intent to influence a decision, obtain a contract, garner favorable treatment, or gain favorable consideration of any kind.

If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract.

6.27 UNIFORM ADMINISTRATIVE REQUIREMENTS:

By entering into this Contract the Contractor agrees to comply with all applicable provisions of Title 2, Subtitle A, Chapter II, PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2 C.F.R. § 200 et seq.

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6.28 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW:

6.28.1 In accordance with section MC1-372 MCI 371 of the Maricopa County Procurement Code the Contractor agrees to retain (physical or digital copies of) all books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract for six (6) years after final payment or until after the resolution of any audit questions which could be more than six (6) years, whichever is latest. The County, Federal or State auditors and any other persons duly authorized by the Department shall have full access to, and the right to examine, copy and make use of, any and all said materials.

6.28.2 If the Contractor’s books, records , accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract are not sufficient to support and document that requested services were provided, the Contractor shall reimburse Maricopa County for the services not so adequately supported and documented.

6.29 AUDIT DISALLOWANCES:

If at any time it is determined by the County that a cost for which payment has been made is a disallowed cost, the County shall notify the Contractor in writing of the disallowance. The course of action to address the disallowance shall be at sole discretion of the County, and may include either an adjustment to future invoices, request for credit, request for a check or a deduction from current invoices submitted by the Contractor equal to the amount of the disallowance, or to require reimbursement forthwith of the disallowed amount by the Contractor by issuing a check payable to Maricopa County.

6.30 OFFSET FOR DAMAGES:

In addition to all other remedies at Law or Equity, the County may offset from any money due to the Contractor any amounts Contractor owes to the County for damages resulting from breach or deficiencies in performance of the Contract.

6.31 CONFIDENTIAL INFORMATION:

Any information obtained in the course of performing this contract may include information that is proprietary or confidential to the County. This provision establishes the Contractor’s obligation regarding such information.

The Contractor shall establish and maintain procedures and controls that are adequate to assure that no information contained in its records and/or obtained from the County or from others in carrying out its functions (services) under the Contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently perform duties under the Contract.

The Contractor’s procedures and controls at a minimum must be the same procedures and controls it uses to protect its own proprietary or confidential information. If, at any time during the duration of the Contract, the County determines that the procedures and controls in place are not adequate, the Contractor shall institute any new and/or additional measures requested by the County within fifteen (15) business days of the written request to do so.

Any requests to the Contractor for County proprietary or confidential information shall be referred to the County for review and approval, prior to any dissemination.

6.32 PUBLIC RECORDS:

Under Arizona law, all Contracts are public records and must be retained by the Records Manager at the Office of Procurement Services. Contracts shall be open to public inspection and copying after Contract award and execution, except for such Contracts or sections thereof determined to contain proprietary or confidential information by the Office of Procurement Services.

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6.33 PRICES:

Contractor warrants that prices extended to County under this Contract are no higher than those paid by any other customer for these or similar services.

6.34 INTEGRATION:

This Contract represents the entire and integrated agreement between the parties and supersedes all prior negotiations, proposals, communications, understandings, representations, or agreements, whether oral or written, express or implied.

6.35 RELATIONSHIPS:

6.35.1 In the performance of the services described herein, the Contractor shall act solely as an independent contractor, and nothing herein or implied herein shall at any time be construed as to create the relationship of employer and employee, co-employee, partnership, principal and agent, or joint venture between the County and the Contractor.

6.35.2 Upon request by the County, the Contractor will be required to remove any employees working on County projects and substitute personnel based on the discretion of the County within two business days, unless previously approved by the County.

6.36 GOVERNING LAW:

This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States District Court for the District of Arizona, sitting in Phoenix, Arizona.

6.37 ORDER OF PRECEDENCE:

In the event of a conflict in the provisions of this Contract, Contractor’s General Agreement and Schedules, and FASTER’s Responses to Maricopa County RFP #180208, if applicable, the order of precedence shall be: (1) this Contract, (2) Contractor’s General Agreement and Schedules, and (3) FASTER’s Responses to Maricopa County RFP #180208.

6.38 INCORPORATION OF DOCUMENTS:

The following are to be attached to and made part of this Contract:

6.38.1 Exhibit A, Pricing;

6.38.2 Exhibit B, General Agreement and Schedules

6.38.3 Exhibit C, Technical and Business Application Requirements;

6.38.4 Exhibit D, Office of Procurement Services Contractor Travel and Per Diem Policy NOTICES:

All notices given pursuant to the terms of this Contract shall be addressed to:

For County:

Maricopa County
Office of Procurement Services
ATTN: Contract Administration
320 West Lincoln Street
Phoenix, Arizona 85003-2494
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For Contractor:

CCG Systems, Inc., DBA: FASTER Asset Solutions
TT FASTER LLC dba FASTER Asset Solutions
ATTN: Steve Specht, Adam Tolbert
760 Lynnhaven Parkway, Suite 203
Virginia Beach, VA 23452

6.39WRITTEN CERTIFICATION PURSUANT TO A.R.S. § 35-393.01:

If vendor engages in for-profit activity and has 10 or more employees, and if this agreement has a value of $100,000 or more, vendor certifies it is not currently engaged in, and agrees for the duration of this agreement to not engage in, a boycott of goods or services from Israel. This certification does not apply to a boycott prohibited by 50 U.S.C. § 4842 or a regulation issued pursuant to 50 U.S.C. § 4842.

6.40FORCED LABOR

6.40.1By submitting a bid for this solicitation and/or entering into a contract as a result of this solicitation, contractor agrees to comply with all applicable portions of Arizona Revised Statutes Section 35-394. Contracting; procurement; prohibition; written certification; remedy; termination; exception; definitions.

6.40.2Contractor certifies that it does not currently, and agrees for the duration of the contract, that it will not use:

6.40.2.1The forced labor of ethnic Uyghurs in the People’s Republic of China.

6.40.2.2Any goods or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.

6.40.2.3Any contractors, subcontractors or suppliers that use the forced labor or any good or services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.

6.40.3If contractor becomes aware during the term of the agreement that contractor is not in compliance with this paragraph, the contractor shall notify the County within five business days after becoming aware of the noncompliance. If the contractor fails to provide a written certification to the County that the contractor has remedied the noncompliance within 180 days after notifying the County of its noncompliance, then the agreement terminates, except that if the agreement termination date occurs before the end the 180 day period, the agreement terminates on the agreement termination date.

6.41CONTRACT DISPUTES
All Contract disputes will be handled in accordance with the Maricopa County Procurement Code, MCI-906.

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EXHIBIT A

PRICING
*(This cost represents all costs for a 5-year initial term. There is a credit for a past FASTER Win Annual Support payment that is not included due to the credit amount being dependent on when FASTER Web shall be installed) The amount will be prorated at the time of completion and acceptance.

The County will receive FASTER Win Support until the go-live of FASTER Web.

Also included in this total is Arizona state sales tax of $14,085.00.

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NIGP CODE:

RESPONDENT'S NAME:

CCG Systems, Inc., DBA: FASTER Asset Solutions
TT FASTER LLC dba Faster Asset Solutions
COUNTY VENDOR NUMBER : VS0000008353
ADDRESS: 760 Lynnhaven Parkway, Suite 203
Virginia Beach, VA 23452
P.O. ADDRESS:

TELEPHONE NUMBER: 866-514-2513 757-623-1700
FACSIMILE NUMBER: 757-625-5114
WEB SITE: fasterasset.com
CONTACT (REPRESENTATIVE): Steve Specht Adam Tolbert
REPRESENTATIVE'S E-MAIL ADDRESS: [email protected] [email protected]
YES

WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS CONTRACT: [X]
[X] NET 30 DAYS
TOTAL NOT TO EXCEED: $441,502.00*

1. SOFTWARE AND SERVICE TOTAL: $233,232.00
(SEE EXHIBIT A-PRICING DETAIL FOR BREAKDOWN)

2. SOFTWARE MAINTENANCE SERVICES TOTAL: (5 Years) $208,270.00

TOTAL ANNUAL COST OF SOFTWARE MAINTENANCE AND ANY SUPPORT FEES TO INCLUDE ALL UPDATES, PATCHES, VERSIONS AND ENHANCEMENTS:

Software Maintenance Year 1: $39,229.00
Software Maintenance Year 2: $40,405.00
Software Maintenance Year 3: $41,618.00
Software Maintenance Year 4: $42,866.00
Software Maintenance Year 5: $44,152.00
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EXHIBIT B

GENERAL AGREEMENT AND SCHEDULES
TT FASTER LLC dba FASTER Asset Solutions CCG Systems, Inc., dba FASTER Asset Solutions, hereinafter referred to as “FASTER,” agrees to grant to Maricopa County, hereinafter referred to as "Customer," and Customer agrees to accept from FASTER in accordance with the following terms and conditions as detailed in the attached schedules (collectively, the “Agreement”). More specifically, Schedule A includes a detailed Statement of Work (“SOW”), associated pricing and payment terms.

1. Project Scope – Commercial-Off-The-Shelf and Custom Deliverables:
a. Definition of Commercial-Off-The-Shelf (“COTS”) Fleet Management Information System:

This Agreement includes a FASTER Web COTS software license (see Schedule C) and may have custom work product, which is distinct and separate from the COTS software. Custom work, if any, will be listed in Schedule A. There are also several COTS software products that are licensed separately (FASTER Web, MotorPool, Dashboard, Standard Fuel Import, Barcode, etc.). Therefore, if the product is not specifically listed in Schedule A, no license rights are conveyed. As FASTER Web is a COTS system, the underlying software consists of standardized programs (i.e., pre-built). As such, this Agreement takes precedent over any other agreement between FASTER and Customer.

The COTS software undergoes its own development cycle separately and distinctly from the implementation process. This means that no Requirements Gathering; Requirements and Design approval, Gap Analysis, Testing and development work is done on FASTER COTS software in conjunction with this Agreement. However, custom development and testing will be done in conjunction with the custom work noted in Schedule A.

Whatever COTS software, custom work and converted data are listed in Schedule A as work product, will be deployed together to form a “Soft Go Live” instance. If there is additional work product that is to be delivered separately (after the initial go-live) that will be specifically listed in Schedule A. The Soft Go Live instance is tested in the FASTER data center and then deployed to the Customer’s single environment that serves as the Customer’s test environment during the implementation and will become the production environment upon go-live. This permits the Customer to perform whatever tests it deems necessary in the later environment to which it will have access. The Customer having one environment through the life of the implementation that will be promoted to production is a critical aspect of quality control that is a distinctly important part of the FASTER COTS implementation process. And deviation from this may lead to additional cost. This process also reduces Customer IT expenses.

While Custom work product (if any) is built to specific customer-identified specifications, the nature of COTS software requires that FASTER will not provide custom modification, code changes or database structure changes to any COTS software since this could adversely affect other customers. FASTER does enhance the COTS software as part of its normal life cycle based on customer input from its more than 370 customers, market research and on-staff fleet professionals.

Based on the COTS nature of FASTER’s system, FASTER will not be engaging outside contractors to provide services under this Agreement. Thus, any diversity requirements and/or programs mandating engagement of certain third-party service providers are inapplicable to this Agreement. Additionally, as FASTER provides a software solution that is an intangible product, all environmental programs identified and/or required by Customer are also inapplicable to this Agreement. b. Integrations & Business Intelligence Work Approvals & Testing:

This work represents integrations and business intelligence for which the Customer has provided specifications. The following process will be followed to ensure that reliable work is delivered as part of the implementation:

SERIAL 180208-RFP
If the Customer has opted in the SOW to use an existing document or file (such as an existing report) as a template for the work to be done, in order to avoid the cost and time involved in the creation of written requirements, there will not be a requirement approval process outside of what is documented in the SOW.

Or if the SOW calls for requirements to be documented during the implementation: After the Customer provides the following documentation, FASTER will create an extensive Requirements Document for the Customer to approve. This document will enable the Customer to have certainty about what it requires for a successful customization.

Documents to be provided by Customer:
In the case of a Custom Report, a mockup in Excel or similar table. In the case of an Integration, a Data Flow Map which will show the data the Customer wants to import and/or export.
A written summary of:
oExecution of the integration: How should the integration be executed? For example, would it need to be run manually or scheduled to run automatically.
oUser Interface: Will a user interface be needed? If so, what are the key elements needed in the user interface?
oError Handling: How should errors be logged? Are there any specific errors or failures that could occur that would need the integration to notify the Customer about? oSpecial Considerations: Are there any additional business rules or special considerations that the Customer could not show in the data map that the integration needs to meet? After receipt of the above, FASTER will create a Requirements Document for the Customer’s approval.

Once the Customer approves the Requirements, FASTER will begin and complete development and testing. And then the custom work product will be delivered with the COTS components in the form of the Soft Go Live noted above.

The Customer may choose to do whatever testing it deems necessary on the custom work during the implementation in the Customer’s implementation environment (more below related to environments).

Those testing costs will be borne by the Customer and administered by the Customer. FASTER will provide to the Customer any and all of the test cases which FASTER has already performed during its testing free of charge to use at the Customer’s expense. c. COTS Software Approvals & Testing:

As a result of the nature of a COTS system, the Implementation of the COTS software components will not require the Customer or FASTER to do test plan approvals, requirements documentation approvals, Gap analysis or Gap analysis approvals.

The Customer may choose to do whatever testing it deems necessary on the COTS software components during the implementation in the Customer’s implementation environment (more below related to environments). Those testing costs will be borne by the Customer and administered by the Customer.

FASTER will provide to the Customer any of the 50,000+ test cases which FASTER has already performed during its normal COTS release cycle free of charge to use at the Customer’s expense. d. Data Conversion Testing:

If noted in Schedule-A, FASTER will perform data conversion services: If data conversion services are provided, FASTER will perform data validation testing that validates the accuracy of the data FASTER loads into the Customer’s FASTER Web database against the data provided by the customer and confirms the Customer’s data in the FASTER Web database meets the business rules of FASTER. Once FASTER has SERIAL 180208-RFP
completed data validation testing internally, FASTER will provide the Customer a Soft Go Live copy of the database that contains the data FASTER loaded. The Customer can then perform whatever due diligence it deems necessary to validate this data in the Customer’s implementation environment. If the Customer chooses it can redundantly perform some or all of the same Data Validation tests cases FASTER performed.

FASTER will provide data validation test cases for the Customer to use free of charge. All Customer data testing will be performed by the Customer at the Customer’s expense. Any data defects the Customer finds and reports during its implementation testing that is found to be the result of FASTER’s work will be corrected by FASTER.

Data Cleanup: If the data in the current system is in need of correction prior to the extraction, the customer will be responsible for data correction that takes place in the legacy system. (However, as part of the implementation process, FASTER Fleet Consultants will provide advice and guidance related to data correction.) For customers who maintain reliable data, there should be no need for data correction.

However, if past practices or flawed conversions permitted incorrect data to be entered in the current system, it is advisable that the customer correct this prior to the extraction process beginning. e. Project Management:

The Contractor shall manage this project through the methods described below and by closely monitoring the progress of the members of the Contractor’s team. The County’s Project Manager will facilitate the County’s resources involvement in the project. Meetings between the Contractor and the County shall include but not limited to:

Project Kick-Off Meeting: This remote video conference meeting introduces the team members, and establishes their roles and expected interactions with other team members.

Weekly Project Status Meetings: The Contractor will use Microsoft Project Enterprise and the FASTER Web Implementation Project Plan attached in Schedule I as the primary project management vehicle. As noted below the Contractor will provide a weekly status report from MS Project showing outstanding tasks for the County. Further, weekly status meetings will occur where relevant issues are raised and prioritized. The Contractor Project Manager shall work with the County Project Manager to establish the agenda. The Contractor and County Project Managers shall attend each of these meetings, either via conference call or in-person. Both project managers must ensure that the appropriate personnel attend the meeting or provide updates before the meeting.

Frequent ongoing informal communications: Includes items such as phone calls, informal meetings and emails between the Contractor team and the designated County contacts. The Contractor shall provide the County with a project status report from MS Project that provides the status of the project at the granular task level to monitor the progress of the timelines and the fulfillment of the deliverables.

Project Timeline: This is a high-level timeline from MS Project showing key project milestones.

The Contractor’s project manager shall ensure that the timeline is accurate and represents a realistic plan.

Project Issues: The project status report noted above will reflect any adjustments in the plan to address issues so to assure quality. Each task shall contain a specific owner/resource who is responsible.
f. Project Communication:

The Contractor shall engage in frequent and open communication with the County regarding the status of the project. To facilitate this communication, the Contractor and the County shall establish formal communication mechanisms as follows:

Weekly Project Status Meetings: The project management team shall use the above noted project plan for the project status meeting that shall include a review of The Project’s tasks (described above in section “Project Management”) at a minimum. Both the Contractor’s project manager SERIAL 180208-RFP
and the County’s project manager shall be required attendees. The project management team may optionally invite other team members to attend.

In addition to the formal mechanisms, the Contractor’s project manager shall engage in informal communication with the County, including timely and professional interactions via email messages and telephone calls, if needed.

2. Change Requests
a. COTS Add-ons: Change Requests to add COTS add-on components can be done any time up to the time of the installation of the COTS components included in the SOW or after the Go Live and there will only be the added costs which relate to adding those components and any added implementation tasks, such as training.
b. Change Requests for Custom Work: The Customer may make a change request(s) for custom work, at any time, in writing and submit to FASTER’s Implementation Project Manager. FASTER will provide the Customer with a written estimate of added costs and/or time delay resulting from the change request(s). It is understood by the parties that change requests that occur after the Customer has approved the Requirements Document may lead to higher cost and time delay due to the fact that FASTER may need to re-write the Requirements Document, re-do the approval process, re-work code or re-test. The Customer will review and modify if needed FASTER’s written response to change request(s) and notify FASTER in writing whether it wants to proceed with the change request(s).

3. Proprietary Rights of FASTER
a. Nature of Rights and Title: Customer recognizes that all computer programs, system documentation manuals, and other materials supplied by FASTER to Customer are subject to the proprietary rights of FASTER. Customer agrees that the programs, documentation, and all information or data supplied by FASTER, in machine-readable form are trade secrets of FASTER, are protected by civil and criminal law, and by the law of copyright, are very valuable to FASTER, and that their use and disclosure must be controlled. Customer further understands that operator manuals, training aids, and other written materials are subject to the copyright act of the United States.

Title: FASTER retains title and all intellectual property rights to all programs, documentation, information or data furnished by FASTER in machine-readable form, and training materials.

Customer shall keep each and every item to which FASTER retains title free and clear of all claims, liens and encumbrances except those of FASTER; and any act of Customer, voluntary or involuntary, purporting to create a claim, lien, or encumbrance on such an item shall be void. b. Restrictions on Customer Use: The computer programs and other items supplied by FASTER hereunder are for the sole use of Customer and Customer’s employees/agents. i. Competitive Uses: Customer agrees that while this Agreement is in effect or while it has custody or possession of any property of FASTER, it will not directly or indirectly lease, license, sell, offer, negotiate, or contract to provide any software similar to that supplied hereunder for any third party, but this clause shall not be construed to prohibit Customer from acquiring, for its own use, software from third parties. Customer agrees that while this Agreement is in effect, or while it has custody or possession of any property of FASTER, it will not:

1. Copy or duplicate, or permit anyone else to copy or duplicate, any physical or magnetic version of the programs, databases, documentation, or information furnished by FASTER in machine- readable form.

2. Create or attempt to create, or permit others to create or attempt to create, by reverse engineering or object program or otherwise, the source programs, or any part thereof, from the object program or from other information made available under this Agreement or otherwise, (whether oral, written, tangible, or intangible). Customer may copy for its own use, and at its SERIAL 180208-RFP
own expense, operator manuals, training materials, and other terminal copies made for their distribution.

3. Modify or permit others to modify the system’s database structure. Any such modifications may void FASTER’s warranties and FASTER’s obligation to provide Software Upgrades and Support pursuant to Schedule B.
ii. Demonstrations. Due to the proprietary nature of FASTER’s Fleet Management System, Customer agrees not to demonstrate or show this system to any competitors, or consultants that work with competitors, of FASTER.
c. Transfer/Expansion of Rights
The Customer’s rights to use the programs, documentation, manuals, and other materials supplied by FASTER under this Agreement shall not be assigned, licensed, or transferred to a successor, affiliate or any other person, firm, corporation, or organization voluntarily, by operation or law, or in any other manner without the prior written consent of FASTER, which shall not be unreasonably withheld. d. Remedies
If Customer attempts to use, copy, license, or convey the items supplied by FASTER hereunder, in a manner contrary to the terms of this Agreement or in competition with FASTER or in derogation of FASTER’s proprietary rights, whether these rights are explicitly herein stated, determined by law, or otherwise, FASTER may, in addition to other remedies available to it, seek equitable relief enjoining such action.
e. Binding Effect & Definitions
The Customer agrees that this Agreement binds the named Customer and each of its employees, agents, representatives, and persons associated with it. This Agreement further binds each affiliated organization and any person, firm, corporation, or other organization with which the Customer may enter a joint venture or other cooperative enterprise. The term employee means individual on whose behalf the Customer withholds income taxes or makes contributions under the federal insurance contributions act or similar statutes in other nations.

4. Exclusion of Incidental, Consequential and Certain Other Damages Neither FASTER nor its suppliers shall be liable for any special, incidental, indirect, punitive or consequential damages arising out of the use of or inability to use the FASTER components or the support services, or the provision of or failure to provide support services under this Agreement.

5. Limitation of Liability
Customer agrees that FASTER’s liability to Customer or any third party due to negligent professional acts, errors or omissions or breach of contract by FASTER will be limited to an aggregate of FASTER’s total fee.

6. Confidential Information
“Confidential Information” means the terms of this Agreement, the Services, any software provided by FASTER or Customer under this Agreement, the logon identifiers and passwords provided to Customer and its Authorized Users, the fees charged under this Agreement, materials marked confidential by Customer or FASTER and any other information conveyed under this Agreement in writing or orally that is designated confidential or by the circumstances in which it is provided. Each party acknowledges and agrees that: (a) the Confidential Information constitutes trade secrets of the party owning such Confidential Information; (b) it will use Confidential Information of the other party solely in accordance with the provisions of this Agreement; and (c) it will not disclose, or permit to be disclosed, the Confidential Information of the other party to any third party without the disclosing party’s prior written consent. Each party will take all reasonable precautions necessary to safeguard the confidentiality of the other party’s Confidential Information including, at a minimum, those precautions taken by a party to protect its own Confidential Information of a similar nature, SERIAL 180208-RFP
which will in no event be less than a reasonable degree of care. Confidential Information will not include information that is: (a) publicly available through no fault of the receiving party; (b) already in the other party’s possession and not subject to a confidentiality obligation; (c) obtained by the other party from any source without breach of any obligation of confidentiality; or (d) independently developed by the other party without reference to the disclosing party’s Confidential Information. Either party may disclose such Confidential Information as is required to be disclosed by order of a court or other governmental entity; provided reasonable notice is given to the party owning such Confidential Information so that such party may challenge the disclosure or obtain a protective order or other equitable relief. The obligations in this section as to Confidential Information shall continue for a period of five years following termination of this Agreement.

7. General
a. No Other Warranties outside of this Agreement

EXCEPT FOR THE EXPRESS WARRANTIES STATED IN THIS AGREEMENT, FASTER

DISCLAIMS ALL WARRANTIES WITH REGARD TO THE FASTER PRODUCT SOLD

HEREUNDER, INCLUDING ALL IMPLIED WARRANTIES OF MARKETABILITY AND

FITNESS AND ALL OBLIGATIONS OR LIABILITIES ON THE PART OF FASTER FOR

DAMAGES INCLUDING, BUT NOT LIMITED TO, CONSEQUENTIAL DAMAGES ARISING OUT OF, OR IN CONNECTION WITH, THE USE OR PERFORMANCE OF THE SYSTEM. b. Limitation Period Six (6) years
No action, regardless of form, arising out of this Agreement may be brought by either party more than six (6) years after the cause of action has arisen, or, in the case of non-payment, more than six (6) years from the date of the last payment.
c. Software Escrow
The source code to all FASTER Fleet Management software is kept in a secure remote site location. An escrow account may be established specifically for the Customer with the FASTER Escrow Agent. If the County elects to establish an escrow account for the source code for the software, the parties will enter into an agreement for the setup and maintenance of an escrow account. A setup fee and an annual maintenance fee for this escrow account will apply. However, FASTER, in the event that it is no longer able to support, enhance, and further market the software listed in Schedule A; FASTER will make available FASTER source code for software listed in Schedule A to all customers who are active and up to date on their support service Agreement with FASTER. d. Attached Schedules
A: Statement of Work, Pricing & Payment Terms
B: Software Upgrades & Support Agreement
C: Software License Agreement
D: Remote COTS System Overview Meetings (training)
E: System Setup and Configuration Training
F: Soft Go-Live Testing
G: System, Environment, & Configuration Requirements for FASTER Web 6.4 H: Go-Live System Training Agenda
I: High Level and Detailed Sample FASTER Web Implementation Plan Draft SERIAL 180208-RFP
Schedule A: Statement of Work, Pricing & Payment Terms
FASTER Asset Solutions
100% Employee-Owned
Created For:

Maricopa County
Date:

October 31, 2018
Senior Software Consultant:

Steve Specht

Qty Description Cost
FMIS Core COTS System
2763
007 – Software Cost: Standard Active Assets:

This price includes up to quantity listed standard active assets (which are defined as originally valued at $5000 or greater and active). Each additional asset will be $72.00.

This includes one instance of the FASTER Web Application with one database. (Related to the per-asset license cost: FASTER will not charge the County for additional assets for two years from the start of the contract. Also, the total asset count is net. Meaning the Customer does not count assets in a disposed or closed status. So your asset count is derived from: current assets + new assets - disposed - closed status assets. In other words, the County does NOT count assets in a disposed or closed status.)
$198,936 *
97 012f – Software Cost: Non-Standard Active Assets:

This price includes up to the quantity listed non-standard active assets (which are defined as originally valued at less than $5000 and more than $500). Each Non-Standard Asset cost is 25% of the quoted Standard Asset cost.
(Related to the per-asset license cost: FASTER will not charge the County for additional assets for two years from the start of the contract. Also, the total asset count is net. Meaning the Customer does not count assets in a disposed or closed status. So your asset count is derived from: current assets + new assets - disposed - closed status assets. In other words, the County does NOT count assets in a disposed or closed status.)
$1,746 *
Statement of Work (SOW),
Pricing & Payment Milestones

SERIAL 180208-RFP
144
013 – Software Cost: Fuel-only Standard Assets
This price includes vehicles where fuel data is tracked in FASTER. Therefore, since FASTER will NOT be licensed for these assets to be used for maintenance or other accounting tracking, the price is discounted. Each Fuel Assets cost is 25% of the quoted Standard Asset cost. (Related to the per-asset license cost: FASTER will not charge the County for additional assets for two years from the start of the contract. Also, the total asset count is net. Meaning the Customer does not count assets in a disposed or closed status. So your asset count is derived from: current assets + new assets - disposed - closed status assets. In other words, the County does NOT count assets in a disposed or closed status.)
$2,592 *
1 050 – Unlimited Named Accounts:

Unlimited user access (named accounts) included.

Included
Add-ons
1 207nc – Dashboard Add-on: (See off-setting discount below) Provides 20 standard metrics that monitor fleet industry performance measures. The dashboards have powerful configuration capability to enable effective display of data. They are also drillable in that you can click and drill into the data presented by the dashboard. And the Dashboards are role-based so that you can empower users based on their roles.
$10,000 *
1 208 – Barcoding Software:

Barcoding Software allows for Label Scanning and Printing. (Hardware is not included.) $6,000 *
1 211 – VIN Decoder:

Allows user to scan VINs using a barcode scanner or to key in VINs to access an asset already in FASTER. Or for new assets not in FASTER Web, it will access, download and decode birth certificate data from the NHTSA database. The data downloaded from NHTSA will integrate with/auto-populate fields within the FASTER system in the Create Asset and Select Asset processes. $7,500 *
SERIAL 180208-RFP
1 301 - Single Vendor Fuel Import (New Vendor or New File) - Existing Customer: Fuel Master This is a single vendor fuel import for an existing customer who has been live on a FASTER product for more than 6 months. This pricing is for either:

1. To import a new fuel vendor fuel transaction file.

2. Or, to import a new fuel file from your existing vendor.

The Fuel Import (FI) is a COTS add-on. It is a robust yet inexpensive way to import data from a Fuel System Vendor (FSV). It requires significant configuration and testing by FASTER. Below are important items the customer will need to provide for FASTER to configure, test and deploy:

1. FSV Fuel File Layout Definition – This is the layout for the export file you plan on receiving regularly from your FSV. It defines your fuel export file's columns, positions and/or delimiters (if used).

2. Fuel System Export Files - Live production export files from the fuel system, including the complete disbursement transaction data. A minimum of 100 transactions will be needed for proper testing. The export files generated from your fuel system must be flat files, not reports, and not generated in Microsoft Excel. It is important you ensure your FSV does not change this export file as any changes may require additional configuration and testing.

3. Completed FI-Customer Configuration Form -This is a detailed form that assists you in providing all the information required for the FI to be configured and tested properly. (This FI does not import Site & Dispenser information. You can add the importing of Site & Dispenser data to the SFI for an additional ($2,500) cost.) $3,500 *
1 303: Single Vendor Fuel Import Site and Dispenser Supplemental $750 * 1 301 - Single Vendor Fuel Import (New Vendor or New File) - Existing Customer: Firebird This is a single vendor fuel import for an existing customer who has been live on a FASTER product for more than 6 months. This pricing is for either:

1. To import a new fuel vendor fuel transaction file.

2. Or, to import a new fuel file from your existing vendor.

The Fuel Import (FI) is a COTS add-on. It is a robust yet inexpensive way to import data from a Fuel System Vendor (FSV). It requires significant configuration and testing by FASTER. Below are important items the customer will need to provide for FASTER to configure, test and deploy:

1. FSV Fuel File Layout Definition – This is the layout for the export file you plan on receiving regularly from your FSV. It defines your fuel export file's columns, positions and/or delimiters (if used).

2. Fuel System Export Files - Live production export files from the fuel system, including the complete disbursement transaction data. A minimum of 100 transactions will be needed for proper testing. The export files generated from your fuel system must be flat files, not reports, and not generated in Microsoft Excel. It is important you ensure your FSV does not change this export file as any changes may require additional configuration and testing.

3. Completed FI-Customer Configuration Form -This is a detailed form that assists you in providing all the information required for the FI to be configured and tested properly. (This FI does not import Site & Dispenser information. You can add the importing of Site & Dispenser data to the SFI for an additional ($2,500) cost.) (This SFI is discounted due to the Customer’s requirement that both fuel system vendors provide the same file layout.)
$500 *
SERIAL 180208-RFP
Data Services
1 408 - Migration Data Conversion:

The Migration Data Conversion Product is used for migrating data from COTS FASTER Win to FASTER Web. It does not include migrating data that relates or is the result of a use of FASTER Win Add-On unless specifically noted. For example, item 2 of the appendix identifies that if you have the graphics add-on, then all your graphics will be brought over with the migration.

A Migration Data Conversion does not migrate data that is uniquely associated with the customization you have. This will need to be addressed separately and potentially as an additional custom migration. The attached appendix "Migration Data Conversion Product" is an outline of the categories of data that will be migrated during the Migration Data Conversion. $15,000
Implementation Services & Training
1 Migration Implementation and Project Management Services This includes the services noted in the Agreement for FASTER’s Project Manager and the advice of FASTER’s Implementation Consultant during the implementation. $9,000
1 511a – System Overview Meetings (SOM):

System overview meetings take place via live, remote web-based sessions. They consist of two, 4- hour meetings that will occur on the same day or two consecutive days where the customer will ensure key users are able to participate.
$3,300
1 511b - Configuration Training
This takes place via live, remote, web-based sessions. It consists of two 4-hour sessions that can occur on the same day or two consecutive days. (If you bill by account-code, there will be a third session that will also take 4-hours.)
(There is no added cost for billing by account code and for the additional 4-hours of training related to this.)
$3,300
1 512 – System Training/Go-Live (this includes one FASTER Trainer):

This training includes the below training agenda.

Because training is hands-on, the maximum class size is 20 attendees and includes a single training location on-site (located at Maricopa County Training Rooms). Additional training sessions and trainers can be added at an additional cost any time up to 4-weeks prior to your go-live.

See below
1 512a – Go-Live Week System Training - Asset Module (4 Hrs):

Should include FASTER System Admin and Asset Managers.
$2,200
1 512b – Go-Live Week System Training - Maintenance Module (4 Hrs):

Should include FASTER System Admin, Maintenance Supervisor, Service Writers and/or Technician who will create work orders.
$2,200
1 512c – Go-Live Week System Training - Parts Module (4 Hrs):

Should include FASTER System Admin, Parts Staff and Parts Managers. $2,200
1 512d – Go-Live Week System Training - Fuel Module (1 Hr):

Should include FASTER System Admin and Fuel Clerk.
$550
SERIAL 180208-RFP
1 512e – Go-Live Week System Training - Vendors & Accounting Modules (1.5 Hrs):

Should include FASTER System Admin, Accounting Staff and Parts Managers. $825
2 512f – Go-Live Week System Training - Technician Workstation (2.5 Hrs):

Should include FASTER System Admin and Technicians.
$1,375
Motor Pool COTS System
1 204 – Web-Based MotorPool Asset Sharing, Rental & Reservations System:

Web-Based MotorPool Asset Sharing, Rental & Reservations System: Software application only, does not include key box hardware or telematics hardware and infrastructure.

In the event this MotorPool product is purchased with FASTER Web, it will be implemented at least 10 business days after the FASTER Web go-live.
(While reservations data can often be entered manually at go-live, some customers desire that data that resides in your current MotorPool product be converted to this new FASTER Web-based MotorPool product. This can be done on a custom basis and will be an added cost.) $30,000 *
1 205 – Unlimited Named MotorPool Accounts:

Unlimited user access (named accounts) for MotorPool included.

Included
Motor Pool Implementation Services & Training
1 511mp – MotorPool System Overview & Configuration Sessions:

System overview and configuration session activities take place via live remote web-based session for a 3-hour period. Customer will then proceed to set up and configure the software. $1,500
1 512mp – MotorPool System Training/Go Live:
3-hour remote MotorPool Operations User Training (includes dispatchers, reservationist and admin).

If additional classes are required, additional costs may apply. Onsite training can be provided for an added cost.
$1,500
Discounts
1 900 – Existing WIN Customer Discount
Discount for Existing FASTER WIN Customers
-$20,327
1 904BE – Slotting Discount:

FASTER does not hire outside trainers or consultants to provide training and assistance to you when implementing FASTER. We use our own team of highly experienced professionals. More than 60% of our Staff have been with us more than 10-years This provides a much higher quality implementation than our competitors who do not maintain as large a staff to support their customers.

In addition, because of FASTER Web's preeminence we have record numbers of new customers. And we attempt to give customers the maximum amount of flexibility during the implementation. As a result, we have periods during the year that are very busy and others where some of our Implementation Team will be waiting on customers and have idle time they can devote to other projects. Therefore, we offer a group of customers this slotting discount in exchange for permitting us to flex some of their implementation tasks around the needs of other customers.

This discount will apply should you agree to provide a PO by April 15, 2019. Due to the time sensitivity of this, a PO will need to be received by April 15, 2019 or this offer will expire due to other customers who are interested in this slotting discount. -$55,000
SERIAL 180208-RFP
1 905ec – Existing FASTER WIN Customer Dashboard Discount -$10,000 * Sales Tax
* Arizona State Sales Tax on Software - 5.6% (Applied to Items marked with an "*") $14,085 Software & Services Total $233,232
Annual Cost: Upgrades & Support
(Paid Annually)
Upgrades & Support
1 801 – Upgrades & Support:

Annual support services apply to FASTER Web and its Add-Ons and Customizations. FASTER Win will continue to be supported until the Customer Go-Live on FASTER Web. FASTER Win will no longer be supported after FASTER Web Go-Live. Further, since FASTER Web is frequently enhanced, it is likely that by the time the Customer goes live on FASTER Web, there will be an enhanced version of FASTER Web available which can immediately be upgraded to so to get the benefit of FASTER Web’s enhancements.

The FASTER Web Upgrade & Support fee will be due upon software delivery of FASTER Web. Any months remaining on FASTER Win support will be deducted from this fee. After the first year, support costs will increase at 3% annually.
$39,229
Upgrades & Support Subtotal $39,229
Annual Upgrades & Support Years 1 - 5
Year 1 $39,229
Year 2 $40,405
Year 3 $41,618
Year 4 $42,866
Year 5 $44,152
Annual Upgrades & Support Years 6 - 10
Year 6 $45,477
Year 7 $46,841
Year 8 $48,246
Year 9 $49,694
Year 10 $51,184
SERIAL 180208-RFP
Payment Schedule By Milestone
Milestone Payment Due
Upon Installation of FASTER Web to Begin the
Implementation: Upgrades & Support is Due (Since this is changing the annual support anniversary any monies
remaining on the current year's FASTER Win Support will be pro-rated and credited to this amount. Further, this payment covers the cost of FASTER Win support that will continue through the life of the implementation.) (WBS 2)
$39,229
COTS Software Delivery (WBS 2) $69,939
COTS System Overview (WBS 3) $26,646
Delivery of Soft Go-Live Database (WBS 11) $49,675
Delivery of Converted Data and Go-Live (WBS 13) $86,972 Migration Data Conversion Product
After you have completed your data cleanup, it is important that you consider additional data preparation tasks and information that will aid you in preparing FASTER Win data to migrate effectively to a more robust and more structured FASTER Web database (DB) structure.

Below is detailed information:
 After you deliver your clean FASTER Win database, FASTER begins the migration process.  After this point you will NOT be able to change data in the FASTER Win DB (other than daily transactions).

Therefore, NO cleanup can be done after this point. So be sure all your data cleanup and prep is done prior to uploading your FASTER Win database to FASTER.

The migration process begins by FASTER creating and testing a test FASTER Web DB. This test migration DB is called a soft go-live DB. You will be provided this soft go-live DB for review and approval. Later, one week prior to go-live you will be able to provide to FASTER another FASTER Win DB so new transaction data can be included in the final go-live DB.

Important Notes:

Once FASTER begins the migration work, you cannot do data cleanup or change data in your FASTER Win DB in any way other than to add transactions. If you do, you will risk your migration project timeline and could cause corruption or bad data or cause your organization to spend a great deal of time reversing those entries or create added cost.

There is currently a migration path from 5.69BR2 and above to FASTER Web. If you have a version of FASTER Win that is prior to 5.69BR2, you will need to upgrade to the latest version of FASTER in order to migrate to FASTER Web.

Data that Will Migrate
The Migration Data Conversion Product is used for migrating data from COTS FASTER Win to FASTER Web. It does not include migrating data that relates or is the result of a use of FASTER Win Add-Ons unless specifically noted. For example, Item 2 below identifies that if you have the graphics add-on, then all your graphics will be brought over with the migration.

A Migration Data Conversion does not migrate data that is uniquely associated with the customizations you have.

This will need to be addressed separately and potentially at an additional cost for a custom migration.

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Below is a specific list of the categories of data that will be migrated during the Migration Data Conversion:

1. Equipment Inventory
 Birth Certificate
 Acquisition and Disposal
 Vehicle Replacement
 Warranty Records
 Preventative Maintenance
 History (Is regenerated post migration based on successfully migrated data)  User Reference

2. Graphics (Attachments) and Notes

3. Parts Inventory
• Birth Certificate
• Warranty Records
• Parts History (Is Regenerated Post Migration Based on Successfully Migrated Data) • Order Receipts
- Parts Processing: Credits
• Transfers (Including Returns to Vendor)
• Interchangeable Part Numbers - IPN
• Vendors & Purchase Orders
• Parts Lists

4. Repair Types/Codes

5. Work Orders/Independent Parts/Deferred Repairs
 Transactional Detail
 Meter History
 Indirect Labor
-Deferred Repairs
 Task Lists

6. Operational Cost/Fuel

• Transactional Detail

7. Equipment Templates

8. Billing History
FASTER Web Handles Data Differently:

FASTER Web is a separate, distinct product from FASTER Win. It was designed to provide the best practices for a fleet’s future needs. This means that some of the fields, forms, and processes of FASTER Win have been modified or changed. Instead of building FASTER Web to be similar to FASTER Win, we felt that building the best product (even if it deviated from FASTER Win) is what our customers needed. Therefore, Review the FASTER Web product and make sure that you are comfortable with the fact that some fields, forms, and processes are different.

Below is a summary of some of those differences:

Field Names
Some Field Names have shifted in FASTER web. A few examples of this include:

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 Company changes to Organization
 Independent Issue changes to Direct Charge
 Equipment changes to Asset
 Table Look Up to Fields

Along these lines, the field names and data elements within are not identical between the two (2) systems.

Applets No Longer Standalone:

In FASTER Web, Applets have been consolidated into modules that represent roles.

For instance:
 Work Order, Independent Parts Issue, Shop Floor Manager, Task Lists, and Indirect Labor Editor. These applets are in the Maintenance Module of FASTER Web.
 Part Inventory, Part Processing, Key Change and Parts Lists. These applets are in the Parts Module of FASTER Web.
 Equipment Inventory, Equipment Template, Equipment Ownership, Warranty Tracking, and Key Change.

These applets are in the Assets Module of FASTER Web.

Process Changes:
 Budget account codes are required in FASTER Web to process all purchases. If account code usage was turned on in Win these codes are consolidated into a single migration code.  FASTER Web does not support Last Receipt. Your costing method will be converted to Moving Average.
 Table codes are now called Fields and have had their descriptions extended in length.  FASTER Win Table Lookups included two fields, both a field for Code and a field for Description. In FASTER Web some Table Look Ups only have a description because a Code and a Description were redundant.

Some examples of this would be Color, Make, and Model. In some cases the data migration will append the WIN code and description into the WEB description.
 Field relabeling functionality is limited to specific fields in FASTER Web; however, the relabeled fields will carry through to the Reports and other Modules.
 Credits are no longer applied directly to a work order. They are added as a Billing Adjustment that shows on the work order print out.
 Lifetime Warranty cycle type ‘L’ will be migrated to FASTER Web as a warranty with a cycle type of ‘Y’ for Years and the Cycle Length in FASTER Win will be migrated over directly to FASTER Web’s cycle length.  Work Order Other Cost no longer requires a Repair Type. Therefore, the Asset History totals in Web do not consider the Repair Reason code from Win. All Work Order Costs are now displayed in the ‘Other Cost’ column in Web.
 FASTER Web does not provide batch entry functionality for work order related data.  Since FASTER Web is a browser-based product you do not need to use a keyboard on a handheld scanner or a PDA. You can use the following to satisfy the need for manual data input while doing receiving, issuing, or inventory:

1. A notebook computer running a compatible browser or a tablet running a compatible browser with a wireless card.

2. A wireless network in your parts room.

3. If you have the above, you can take your notebook or tablet with you when you do receiving, issuing, or inventory. You can enter directly into the notebook’s or tablet’s keyboard the quantity in real-time in FASTER Web. Therefore, when you buy a barcode scanner you can buy the less expensive scanner that does not have a keyboard.

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New Processes Supported in FASTER Web:
 Ability to have multiple contacts per asset in FASTER Web.  Ability to have multiple standard specification types for the same asset in FASTER Web.  Auto work order notification email for multiple statuses is available in FASTER Web. -Auto Shop Charges for multiple costs is available in FASTER Web.  Ability to plan for acquisition in FASTER Web.  Core tracking & returns functionality is available in FASTER Web.  Two-step part transfer audit trail in FASTER Web.  User required to validate meter readings before processing fuel in FASTER Web.  Close out process for asset inventory counts in FASTER Web.  Ability to use P-card (procurement cards) in FASTER Web.  Ancillary PM, inspections, and renewals are tracked as Scheduled Actions in FASTER Web.

Data Not Migrated:

A Migration Data Conversion does not migrate data that is uniquely associated with any customization you may have. This will need to be addressed separately and potentially at an additional cost for a custom migration. The data outlined below will NOT be migrated from FASTER Win to FASTER Web; But Functionality Is Available in FASTER Web.

Data Not Migrated But Functionality Is Available in FASTER Web • Title Sets
• Equipment Account (EA Account)
• Billing Account (VBA Codes)
• Flat Rates
• Warranty Claims Tracking
• Backorders (only fully received orders are migrated)
• WRR (E-request repair requests from FASTER service center) • RLS (Repair Labor Standard)
• Vendor Contact Cell Phone field
• F-Audit components: physical count adjustment, deleted orders, adjusted quantity, adjusted cost • Dashboard KPI views and individual settings
Data Not Migrated And Functionality Is Not Available in FASTER Web The below listed data is not migrated. And FASTER Web does not include the below features or functionality. Due to FASTER Web’s improved design, some of this functionality is not necessary.  Tank Inventory
 PM Scheduler Templates
 EOM History
 Work order estimates
 Quick buttons
 Work Order User Reference
 Max Issue from Parts
 EOQ, ABC, UCC
 Any customer created custom table codes (existing code will not be migrated & creating new ones is not supported in FASTER Web)
If you had FASTER develop any type of customization, usually financial, part of that development often included custom table codes that were used to identify customer specific data. These custom table codes are not migrated.

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Radio Assets Management
If you are using FASTER Win to manage radio assets, you are likely managing radio assets as a child asset of the fleet asset. While FASTER Web will provide the opportunity to manage radio can do it differently than in FASTER Win. Therefore, just as you customized FASTER Win to manage radio assets, you will want to customize FASTER Web to take advantage of its unique qualities. If you choose to manage radios separately from assets, this will likely require a second database and a second migration. This will be an added cost and is not part of the FASTER Win to FASTER Web migration. Please discuss your needs with us.

Facilities Management
If you are using FASTER Win to manage facilities, there are some fundamental differences in the way you would manage facilities in FASTER Web. In general, you will find FASTER Web more robust. But in FASTER Web you will likely want to maximize your productivity by managing Facilities data in a separate DB from Fleet data. This requires a separate instance of FASTER Web (a second install of the FASTER Web application and a separate DB).

And that does mean there is a higher cost. While you can avoid this added cost of a second Facilitates DB and instance by putting your Facilitates data in the same DB as your Fleet data; you will lose the ability to customize Facilitates separate from Fleet data.

If you want Facilities data migrated from a Company in a FASTER Win DB to a FASTER Web DB, there will be the extra cost of a custom migration. This is not part of the FASTER Win to FASTER Web migration. Please discuss your needs with us.

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Schedule B: Software Upgrades & Support Agreement:

1.Scope: Software Upgrades & Support will consist of: (i). Upgrades to the Commercial Off The Shelf (COTS) software and Custom software listed in Section 3; (ii). Correction of defects to keep the software in conformance with the applicable user documentation as noted in Section 4; and (iii). Telephone support listed in Section 5.

Support will not include: (i) set-up, installation, or configuration of hardware and software required for the Customer to access the FASTER software unless a separate hosting or Software as a Service (SaaS) addendum is included in this Agreement.

To the extent Customer used a previous version of the software or a legacy FASTER product and maintains that version or legacy FASTER product, this Agreement does not extend Software Upgrades & Support to that previous version or a legacy FASTER product unless specifically stated. Software Upgrades and Support for a previous software version or legacy FASTER product will require a separate Software Upgrade & Support Agreement at an additional cost.

2.Representative. Customer will identify both a Representative and an alternate to be designated as FASTER’s contact(s) for communicating with FASTER concerning Support, making other requests, or providing notice under this Agreement. Customer may change the Representative upon notice to FASTER (other members of Customer’s Team may place support calls to FASTER Support).

3.Software Upgrades:
a. All software from FASTER requires that the Software Upgrade & Support Agreement be renewed annually by Customer. After the first year, Software Upgrade & Support will automatically renew unless Customer cancels per the termination provisions identified herein. Software Upgrade & Support provides the following upgrade benefits:
i. Upgrades for the Core COTS Product: Each new version release of the specific “Core COTS Product,” which are included under this Agreement, are provided at no added cost to Customer. As long as Software Upgrade & Support is maintained, Customer is entitled to new version releases of the FASTER product included under this Agreement. ii. Upgrades to Add-on Products and Customizations: All Add-on Products and customizations will be upgraded to function with new versions of the Core COTS Product as long as Customer continues to renew Software Upgrade & Support. And as long as Customer remains current on Software Upgrade and Support, the Customer may license additional add-ons.

4.Software Defects: Software Upgrades & Support covers issues or problems that are the result of a verifiable, replicable errors (FASTER will use all reasonable means to verify and replicate) in the software ("Verifiable FASTER Defect"). An error will be a Verifiable FASTER Defect only if it constitutes a material failure by the software to function in accordance with the applicable software documentation. This documentation includes the User Manuals for the COTS products and the detailed Requirements Document for which Customer signed-off for any customization.

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5.FASTER Software Support Coverage: Customer will have access to FASTER’s Technical Software Support Personnel ("Software Support") during Normal Business Hours. For the purposes of this Agreement, Normal Business Hours are defined as 7:30 am to 6:00 pm EST/EDT, Monday through Friday (excluding U.S. public holidays). Communications with Technical Support may be via telephone or e-mail. In addition to the support obligations listed above, FASTER provides emergency phone support twenty (24) hours a day, seven (7) days a week outside of Normal Business Hours by having Support staff members on- call for phone support for issues defined below under “Emergency FASTER Support.”

6.Emergency FASTER Support is available when: A. The system is frozen; B. The system has crashed and will not recover; or C. Customer cannot process work in the system.

7.IT Support & Consulting Not Provided: Unless Customer contracted FASTER to provide hosting, FASTER Support does not include IT tasks such as hardware upgrades or changes; server operating system or relational database management system installs, patches or upgrades; backup and restore or disaster recovery; virtual machine management; server and database cluster tasks, etc. (if FASTER is providing hosting, a separate schedule will address hosting and hosting support).

8.Other Limitations on Support: FASTER will provide trouble shooting and advice related to mistakes Customer’s employees may make (data deletion, data input error, administrative or user errors, etc.). As a courtesy, FASTER’s Support Staff accepts such calls and is willing to assist Customer in attempting to resolve such issues that are outside the scope of support outlined in this Agreement. As such, while FASTER staff often is able to add value in root cause analysis and troubleshooting of issues that are outside of FASTER’s responsibilities, there may be occasions when FASTER must discontinue support efforts on issues that are outside of FASTER’s responsibilities to be attentive to other customers’ support issues.

9.Training: Support does not include training. Live-remote training via a web-based medium such as GoToMeeting can be provided for an additional cost. FASTER also offers Regional Training for an added cost in geographic areas where there are concentrations of customers.

10.Customer’s Responsibilities:
a. Customer’s Representative must be qualified and authorized to communicate all necessary information, must have administrative access to the FASTER application, must have access to the database and hardware resources to be able to perform diagnostic testing and be available for follow-up, if required. FASTER does accept calls from Customer Staff who do not meet the above requirements. However, resolution of some issues may require a Customer Staff member who meets the above criteria be available.
b. Customer accepts sole responsibility for any compatibility problems between the Services and any other application software or non-current software programs not maintained or supported by FASTER.

11.Submitting a Request: Customer should be prepared to provide the following:
a. Telephone number and alternate method of contact (i.e. email address); b. A description of Customer’s problem or question;
c. Provide screen capture/s or video/s of the issue;
d. The circumstances under which the problem does or does not occur; e. Specific error messages, error numbers, log files and program numbers; and f. For customers who host FASTER on their internal IT infrastructure, additional information may be needed such as: Version of the FASTER Software in use, client or server operating systems versions, Hardware specifications, etc.

12.FASTER will follow the below process to assist Customer with resolution of issues:
a. During Normal Business Hours, FASTER’s answering of phone calls is as follows: 95% by the third ring, 99% by the fifth ring.

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b. There is an exception to the above during FASTER Support Team training, which will occur no more than twice a month and for no more than 90-minutes each. During these training sessions, the response time may drop to 90% of calls answered by the fifth ring. c.FASTER’s response to email support requests during Normal Business Hours is: 95% within three hours and 99% within one business day.
d. Once contact with a FASTER Support Team Member is established via phone or email, a case will be created for tracking purposes and the supplied information will be documented such that a Customer may request a case number for tracking purposes. e. In order to resolve the issues on Customer’s first call, FASTER’s Support is structured to: answer Customer’s questions and identify logs, tests or error information the Customer needs to acquire and submit in order to trouble shoot the issue during that first phone call. f. If the issue cannot be resolved in one phone call, the Support Team Member who took the call will diligently strive for timely resolution. If the Support Team Member cannot timely resolve this issue, he/she will engage with his/her supervisor to assign the case to the appropriate staff member for either resolution or escalation of the case to the Development Team.

Term:

For a new customers: The term is dictated by the Statement of Work & Pricing Document.

For customers migrating to FASTER Web: The term and cost is dictated by the Statement of Work & Pricing Document.

For customers renewing annual Software Upgrades & Support for their current FASTER product: The term of this Agreement shall be for one year from the day after the expiration of the previous year’s Software Upgrades & Support Agreement. The renewal will include a 3% (three percent) cost increase from the previous year’s Software Upgrades & Support Agreement.

A lapse in Software Upgrades & Support is defined as non-payment for 60-days after the expiration of the previous year’s annual Software Upgrades & Support Agreement. Should the Customer lapse in its continuity Software Upgrades & Support by non-payment of more than 60-days, renewal of annual Software Upgrades & Support will be at FASTER’s discretion and may require a penalty payment and a price that is based on current retail cost.

Customer may opt to terminate Software Upgrades & Support at the later of the end of any one-year term or the term identified in the Statement of Work & Pricing.

Customer may renew Software Upgrades & Support by paying for the next year’s annual Software Upgrades & Support with a 3% (three percent) increase within 60-days after the end of the previous support period.

A customer may, at any time, license other FASTER software that will also have a Software Upgrades & Support fee. There will be an additional Software Upgrades & Support fee due at the time of licensing the additional software based on the associated licensing fee. That fee is determined by FASTER pro-rating the months remaining on the current year’s Software Upgrades & Support. And the following year’s Software Upgrades & Support will include an increase reflecting that licensing and the commensurate 3% (three percent) increase.

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Schedule C: Software License Agreement

1. Perpetual License:

FASTER grants to Customer a perpetual, non-exclusive, non-transferable license to use the FASTER software specified in Schedule A in accordance with the terms of this Agreement.

2.Software Description: The software is a web based comprehensive Fleet Management Software that manages all of the County fleet and equipment assets managed by MCEQS that includes preventative maintenance planning, asset lifecycles, parts inventory, customer billing and fuel stations.

3. Environment:

Customer understands that it may use FASTER’s proprietary software in a single environment. In this Agreement an “environment” is defined as a single installation (instance) of the FASTER application and one FASTER database. FASTER publishes specifications for each release of the product. Therefore, the first use of a version of FASTER and each subsequent upgrade to a newer version requires that Customer’s environment comply with the minimum published specifications. Failure to meet the minimum specification puts Customer’s operation at risk and may lead to FASTER being unable to provide support until Customer’s environment complies with the published specification.
a. SINGLE FASTER TEST/PRODUCTION ENVIRONMENT: In order to minimize costs, as well as control quality and reduce risk, there will only be one environment through the implementation process. This environment, upon installation and during implementation will be the test environment on which all tasks (system overview, configuration, testing, training, etc.) will be performed. Upon restoring a final, go-live, database, this test environment will then be promoted to become the production environment. b. TEMPORARY POST-GO-LIVE TEST ENVIRONMENT: After go-live of the FASTER system, this Agreement permits Customer to stand up a temporary test environment on their premises, limited to the following circumstances: Testing a new version of FASTER; Testing the delivery by FASTER of any custom deliverables built by FASTER; Testing upgrades and/or patches Customer performs on Customer’s server operating system; or database patches or upgrades; or if Customer is replacing server hardware. This test environment can be stood up 30-days prior to any of the above-identified testing and must be turned off or deleted within 45-days after any of the above is complete. (This does not apply if FASTER is providing hosting.)
c. OTHER TEST OR DEVELOPMENT ENVIRONMENT/S: Customer may have a separate test or development environment for other purposes at any time (e.g., during the implementation or after go- live) with payment of an additional license fee and an annual support fee.

4. Copies, Backups & Catastrophic Fail-Over:

Customer understands that it is able to make regular backups of all programs and data and clone, copy or maintain a mirror image of the production environment for catastrophic fail over. This includes the use of virtual machine cloning. (Does not apply for FASTER hosted Customers.)

5. Software Modifications:

Customer may not modify the FASTER software, including, but not limited to, reverse engineering of any component of the FASTER system in order to perform any such modifications. Should Customer violate this provision, all warranties associated with the FASTER system are null and void.

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Schedule D: Remote COTS System Overview Meetings (Training) Your Business Process Owners (BPOs) will want to understand key aspects of the system so they can make decisions about:

1. Data preparation and cleanup

2. Integrations requirements (if any)
Therefore, FASTER provides a series of live, remote, internet sessions in which one of our Implementation Consultants will provide an overview of FASTER. This will aid your BPOs in making decisions about data preparation and integration requirements. (Your BPOs will likely also want to sit in on the system training that will take place later in the implementation as well.)
WHO SHOULD ATTEND:

Your staff that should attend the sessions (agenda below) includes:
Key fleet operations personnel
Anyone involved in data preparation or cleanup
Any BPOs who need to influence integration requirements Typically IT staff including back-end infrastructure managers and those who are involved with reviewing security, system administration, data preparation
Finance or Accounting BPOs will want to attend the accounting session Please note: This is NOT training. But we do provide an overview of the system modules in order to facilitate understanding and decision making. System training will occur later in the implementation process.

REMOTE COTS SYSTEMS AGENDA:

Remote COTS System Overview Session – Day 1 (4 Hours)
Review Asset Management
Review Inventory Management
Review Vendors
Review Maintenance, Customer Portal
Review Fuel Management
Questions & Answers
Remote COTS System Overview Session – Day 2 (4 Hours)
Review Technicians Work Station
Review Accounting System
Determine if customer is going to use tax-line mapping Review Security and System Administration (This will be covered in more depth during configuration training)
Questions & Answers
Review Data Prep, Cleanup and Conversion
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Schedule E: System Setup and Configuration Training
This training agenda provides details of the two, four-hour System Setup and Configuration Training sessions and the Billing Accounts Training session. These sessions are for your FASTER System Administrator and your Business Process Owners (BPO) to identify how you want your FASTER Web system settings, fields and picklists to be set up. After the training sessions, your FASTER System Administrator will perform and complete your setup for Go-Live.

System Setup and Configuration Training Session #1 – (4 Hours) Assets
Settings
oDepreciation Method
oPM Hierarchy Highest Type
oPM is Hierarchical
oPM Update Early Late
oPM Update Early Late Cycle
oPM User Current
oUse Auto Acquisition Number
oReset Begin FY Reading
Fields (Approximately 153 Standard, Picklist, and Re-Label Fields) Inventory
Settings
oBarcode Settings (If Barcode Add-on is in SOW)
Barcode Field
Barcode Label Size
Default Printer
Merge Parts
Part Name
Reassigning Parts
Receive Parts
Storeroom Bin Location
Transaction Date
Transfer Parts
Inventory Settings
oCyclical All Storerooms
oCyclical Divisor
oCyclical Include Non-Stock Parts
oInvoice Price Variation Percent
oKeep Part Transactions Within This Number of Days
oTax Exempt
Fields (Approximately 76 Standard and Picklist Fields) Maintenance:
Settings
oHistory
oMaintenance/TWS Settings
oIndirect Labor Settings
oAlert Mapping Settings (If Alerts Add-on is on SOW)
oCalendar Settings
Fields (Approximately 12 Standard and Picklist Fields) Repair Codes
oRepair Reason
oRepair Schedule
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oTWS Repair Category
oGroup
oComponent
oAction
Fuel:
Settings
oManual Entry & Fuel Import Settings
Fuel Cost Setup
Fuel Import Setup (If COTS Fuel Import Add-on is in SOW) Fuel Markup Setup
Fuel Vendor Mapping
Manual Transaction Employee Validation
oGlobal Fuel Import Settings
Fields (Approximately 23 Standard and Picklist Fields) System Setup and Configuration Training Session #2 – (4 Hours) Accounting:
Settings
oAllow Negative Line Item Budgets
oBegin Fiscal Month
oIs Begin FY Reading Reset Require
oMethod Used for Fuel Domain Billing
oMethod Used For Maintenance Domain Billing
oMotor Pool Integrated
oPosting Billing Statement Data to Receivables
oProrate Asset Charges
oSupport System Default Account Code
oUse Billing Statement Account Numbers
Fields (Approximately 57 Standard and Picklist Fields) Vendors
Settings
oVendor Default Payment Type Setup
Fields (Approximately 42 Standard and Picklist Fields) Dashboard (If Add-on is in SOW)
Settings
Manage Security
Settings
oAuthentication Settings (This section will need to be configured at Go-Live) oGlobal Settings
oReports Settings
Persons
Users
Roles
Technician
Manage Data
Customer Portal
oSettings
oServices
Mass Update
oAssets
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oInventory
Email Administration
Create Templates
oAlert
oAlert Auto Notification
oAppointment
oCustomer Portal
oMaintenance
oPM
oService Complete
oSpending Authorization
PM Scheduler
Email Settings (Customers may want to consider configuring Email Settings at Go-Live due to the possibility of sending false emails to customers during Soft Go-Live Testing and System Training.)
Notification
Logs
oAdvanced Search
Search Results
Manage Billing Accounts Training Session (If Billing by Account Codes):
Map Billing Types
Organizations
Charge Types & Elements
Department & Asset Overrides
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Schedule F: Soft Go-Live Testing
The Soft Go-live is an opportunity for the Customer to review all work product. 100% of every item which is in the Statement of Work (SOW) is provided at the Soft-go-live. This would include the data conversion, any integrations, reports, etc.

1.FASTER Soft Go-Live Testing
FASTER Quality Assurance Testing consists of the following:
For FASTER Win Customer Migrations: FASTER Win to FASTER Web (UI-UI) Testing. FASTER’s QA Team compares your migrated data from your cleaned FASTER Win Database against your FASTER Web soft go-live.
For New Customer Conversions: Data Verification Testing. FASTER’s QA Team compares your converted data from your completed MS SQL Staging Database against your FASTER Web soft go-live. COTS Fuel Import Add-on Testing (if any): FASTER’s QA Team performs imports of fuel transaction data from actual data provided by your fuel system or card vendor. And that data is test or validated to have been imported properly.
Integration Testing: FASTER’s QA Team tests integrations with actual data and your converted database. Functional stability testing of FASTER Web with your migration or converted soft go-live data: Once the Customer’s data is transformed and loaded into the database, FASTER’s QA Team tests the functionality of FASTER Web against your migration or converted data to ensure complete functionality and stability of FASTER Web.

2. Customer Soft Go-Live Testing
Once the FASTER Team completes the work noted above, FASTER delivers the soft go-live database and any accompanying scripts to provide all data, integrations and custom items (if any). This permits the Customer to perform whatever testing it desires. FASTER is happy to provide copies of test cases it uses in the above testing.

These test cases are in Excel format. They not only provide a road map for testing you may want to perform, but they also create a learning opportunity for your Staff. Customers typically do not redo the complete testing FASTER performs but can certainly chose to do so.

While it is rare that Customer’s find issues, FASTER Staff will address any issue found by a Customer and provide verification of resolution if a defect is found by the Customer.

Below are some common items your team will likely want to test with your soft go-live:
For FASTER Win Customer Migrations: Your team may want to compare your migrated data between FASTER Win and FASTER Web. This is easily performed by actually having FASTER Win and FASTER Web open on the same computer and using FASTER’s test cases. Your team will be able to download the test cases from the FASTER Fileshare. Please note that the data in the FASTER Web soft go-live is generated from the FASTER Win database you provided earlier in the implementation. Therefore, the data in your production FASTER Win database may differ slightly from that in your FASTER Web soft go-live due to the time lapse.
For New Customer Conversions: Even though FASTER has performed detailed data validation, we recommend that your team also compare your converted data between your MS SQL Staging database and FASTER Web. Please note that the data in the FASTER Web soft go-live is generated from the MS SQL Staging database you provided earlier in the implementation. Your team will also be able to download the sample FASTER Data Validation test cases from the FASTER Fileshare site at their leisure, should they like to use them.
Testing of your COTS Fuel Import Add-on(s). FASTER will schedule time with your team to walk through your new Fuel Import Add-on(s) to train your Staff in best practices for fuel importing. This will also serve as yet another test of the import of your fuel transaction data since actual data will be used. Even though FASTER will have tested all integrations (if any), we recommend that the Customer test all integrations.

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Schedule G: System, Environment, & Configuration Requirements for FASTER Web 6.4
The following document provides environment and system requirements for the FASTER Web Fleet Management System. Different Hardware Configurations are provided based on the number of expected users. This document is broken into three sections: The first addresses system requirements, the second addresses hardware, and the third addresses configuration.

MINIMIZING IT STAFF TIME COMMITMENT:

The implementation of FASTER Web requires minimum IT staff time. For example, there is only one environment required for the implementation and that is promoted to become the production environment. This environment is initially the environment where your organization will do testing and experience all training. And upon delivery of the final go-live database, this environment will be promoted to a production environment. This helps assure quality control and makes the go-live less complex.

In addition, FASTER stands up its own test environment on our servers. We perform internal testing on your data and any custom deliverables. And after go-live your license agreement permits you to stand up a temporary test environment to test any future upgrades or custom products you would have FASTER build.

BACKGROUND INFORMATION:

In order to minimize your IT staff’s need to trouble-shoot and to ensure your fleet operations optimum productivity, here is some important background related to the specifications in this document.

FASTER Web is a mission critical, database intensive application that is typically used by a broad cross-section of administrative and operations staff. FASTER processes a high volume of transactions. And a wider variety of staff will utilize FASTER’s robust reporting capabilities than most other database intensive systems. For example, a large city that uses FASTER recently reported that 60% of the entire City’s transactions go through FASTER. Therefore, while we know that IT resources are expensive and must be managed with care, we recommend that you consider carefully that you may want to exceed the minimum specifications noted below.

Each customer’s use patterns are somewhat unique based on the number of users, size of database and utilization of different aspects of the system. Therefore, the nature of the demand on the system makes it important that your IT staff fulfills two critical roles:

ENSURING ADEQUATE SYSTEM RESOURCES:

1. This document includes minimum specifications. FASTER can make recommendations based on our experience, but ultimately it is essential that your IT staff allocate an environment that has enough headroom (the potential to add resources such as RAM, processers and hard drive space if needed).

This can be achieved by allocating a large enough set of physical servers or by placing FASTER Web on a virtual environment that has ample headroom. (FASTER does all of its testing using VMWare.) In either case, it is critical that your physical servers or virtual machines have enough head room so that IT staff can increase resources if needed.

2. If you have more than 30-simultaneous users; during the soft go-live, your IT will want to engage in an hour or more of monitoring the environment to determine if enough resources are allocated. And if you have more than 30- simultaneous users, we also strongly recommend that you allocate time during soft go-live to have a similar number of users on the system while your IT staff monitors to determine if there are enough resources. (Note, it is typical that during a soft go-live that Fleet Operations cannot allocate enough users to emulate the use that will occur after go-live. So if you see any maxing out of resources during a soft go-live, this typically means that more resources are needed.) 08 Fall
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Be aware that if your environment has too few resources or band-width issues, this will usually be detected during user training the week of go-live. So to avoid an urgent need to increase resources to support training, we recommend that you have ample resources to start with. In addition, upon go-live your IT staff will want to monitor the environment a second time during a time that Fleet Operations designates as a high volume use period to ensure enough resources are allocated.

Section 1: Software Requirements
System Requirements:
1: Application Server Software Requirements:

Supported Operating Systems
 Windows Server 2008 R2 with SP 1 x64 (64-bit)
- Note: not recommended for implementing customers
 Windows Server 2012 x64 (64-bit)
 Windows Server 2012 R2 x64 (64-bit)
Supported IIS Versions
 IIS 7.5 for Windows Server 2008 R2 SP 1 x64 (64-bit)
- Note: not recommended for implementing customers
 IIS 8 for Windows Server 2012 x64 (64-bit)
 IIS 8.5 for Windows Server 2012 R2 x64 (64-bit)
Additional Requirements
 Microsoft .NET Framework 4.6.1 with all applicable updates.  Internet/Broadband Access for FASTER Remote Connectivity  Silverlight 5.1 with latest update if you are using the MotorPool Add-on 2: Database Server Software Requirements
Supported Operating Systems
 Windows Server 2008 R2 with SP 1 x64 (64-bit)
oNote: not recommended for implementing customers
 Windows Server 2012 x64 (64-bit)
 Windows Server 2012 R2 x64 (64-bit)
Supported Database Server
 Microsoft SQL 2012 SP 3 x64 (64-bit) Enterprise or Business Intelligence editions*  Microsoft SQL 2014 SP 2 x64 (64-bit) Enterprise or Business Intelligence editions* *We recommend you do not use the Standard edition of Microsoft SQL Server for the reasons stated below but it can be used with FASTER Web 6.4:

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1) FASTER has a new Semantic Layer Add-On that will be available in an upcoming release of FASTER Web. The Semantic Layer is built in the Microsoft SQL Server Analysis Services (SSAS) Tabular Model which was introduced in Microsoft SQL Server 2012. Microsoft only supports the Tabular Model in the Enterprise and Business Intelligence editions. The Standard edition of MS SQL can be used with FASTER Web but you will not be able to deploy the Semantic Layer Add-On.

Database Server Configuration:
1) The Common Language Runtime (CLR) setting must be enabled on the Database Server. 2) By design, Microsoft SQL 2012 SP 2 and Microsoft SQL 2014 will reseed Incremental Identity field’s values by 10, or 100 or 1000 whenever the SQL Service is restarted. Since FASTER Web uses incremental identity fields on important data fields, it is recommended you follow Microsoft’s instructions on how to preventing reseeding: Microsoft suggests to add "t272" as a start-up parameter in the SQL Server service:
http://social.technet.microsoft.com/wiki/contents/articles/26938.how-can-i-prevent-crash-from- identity-column-value-jump.aspx
3: Reporting Server Software Requirements
Supported Operating Systems
Windows Server 2008 R2 with SP 1 x64 (64-bit)
oNote: not recommended for implementing customers.
Windows Server 2012 x64 (64-bit)
Windows Server 2012 R2 x64 (64-bit)
Supported Reporting Server
Microsoft SQL 2012 SP 3 x64 (64-bit) Reporting Services Microsoft SQL 2014 SP 2 x64 (64-bit) Reporting Services Report Users must be properly configured, please see the Report User Configuration addendum below for further instructions.
4: Client Requirements
Intranet/Broadband Access
Certified Browsers
-Internet Explorer 11
Silverlight 5.1 with latest update if you are using the MotorPool Add-on Display Resolution
-FASTER Web: 1280 X 1024 or higher
-Customer Portal: 1280 X 1024 or higher
-Technician Workstation: 1280 X 1024 (Specifically designed for this resolution and touchscreen) -FASTER MotorPool: 1280 X 1024
MS Report Builder Users only: Different versions of MS SQL have different MS Report Builders. MS Report Builder users should be sure to check the System Requirements for the version of MS Report Builder they will use. Client machines from which MS Report Builder needs to be used must NOT be using “Itanium 64-based computers” as Report Builder cannot be installed on that style of microprocessor.

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Section 2: Server Hardware Requirements
The following examples represent possible hardware configurations based on the number of users. For each configuration, these should be considered minimum specs for the proper functioning of FASTER Web. Ultimately in some cases, if your Fleet Operations and IT agree to go below these specifications, you can take the risk of reducing the system resources, such as RAM and processing power, but you may find that it will affect the performance of FASTER Web.
1: Single Server Configuration:
(can only be used if you have 10 or fewer users)
This represents a configuration where the Application Server, Database Server, and Reporting Services are installed on the same server.

Application/Database/Reporting Services Server Hardware:
(These are minimum specs. Your use may require more resources.) Note: This server must be dedicated to FASTER and cannot be shared. Processor
-Dual Quad Core processors that are server class. (For example, do not use older model processors such as: Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB, which was discontinued in 2010.)
Memory
-16 GB @ 667 MHz (or faster) RAM
Hard Drive
-15K RPM Primary Hard Drive, 80 GB Available Operating Free Space Network Connection
-Gigabit Ethernet Network Adapter (NIC)
2: Two Server Configuration:

This represents a configuration where the Application Server is on one server while the Database Server and Reporting Services are installed on the second server. Appropriate for sites 10 - 50 users.

Application Server Hardware:
(These are minimum specs. Your use may require significantly more resources.) Note: This server must be dedicated to FASTER and cannot be shared. Processor
-Dual Quad Core processors that are server class. (For example, do not use older model processors such as: Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB, which was discontinued in 2010.)
Memory
-16 GB @ 667 MHz (or faster) RAM
Hard Drive
-15K RPM Primary Hard Drive, 80 GB Available Operating Free Space Network Connection
-Gigabit Ethernet Network Adapter (NIC)
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Database/Reporting Services Server Hardware
(These are minimum specs. Your use may require significantly more resources.) Processor
-Dual Quad Core processors that are server class. (For example, do not use older model processors such as: Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB, which was discontinued in 2010.)
Memory
-16 GB @ 667 MHz (or faster) RAM
Note: If you are using a shared database server, it is critical that it have enough RAM. Due to the number of users and the high dependency on FASTER for work tasks and reporting, FASTER is often the most intensive database on a shared database server. Therefore, for a shared database server, we recommend a minimum of 32 GB RAM or more.
Hard Drive
-15K RPM Primary Hard Drive
Network Connection
-Gigabit Ethernet Network Adapter (NIC)
3: Three Server Configuration – Basic Enterprise:

This represents a configuration where the Application Server, Database Server and Reporting Services are all installed on separate servers. Appropriate for sites 50+ users.

Application Server Hardware:
(These are minimum specs. Your use may require significantly more resources.) Note: This server must be dedicated to FASTER and cannot be shared. Processor
-Dual Quad Core processors that are server class. (For example, do not use older model processors such as: Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB, which was discontinued in 2010.)
Memory
-16 GB @ 667 MHz (or faster) RAM
Hard Drive
-15K RPM Primary Hard Drive, 80 GB Available Operating Free Space Network Connection
-Gigabit Ethernet Network Adapter (NIC)
Database Server Hardware:
(These are minimum specs. Your use may require significantly more resources.) Processor
-Dual Quad Core processors that are server class. (For example, do not use older model processors such as: Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB, which was discontinued in 2010.)
Memory
-16 GB @ 667 MHz (or faster) RAM
Note: If you are using a shared database server, it is critical that it have enough RAM. Due to the number of users and the high dependency on FASTER for work tasks and reporting, FASTER is often the most intensive database on a shared database server. Therefore, for a shared database server, we recommend a minimum of 32 GB RAM or more.
Hard Drive
-15K RPM Primary Hard Drive
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Network Connection
-Gigabit Ethernet Network Adapter (NIC)
Reporting Services Server Hardware:
(These are minimum specs. Your use may require significantly more resources.) Processor
-Dual Quad Core processors that are server class. (For example, do not use older model processors such as: Intel Xeon X5450, 2x6 MB Cache, 3.0 GHz, 1333 MHz FSB, which was discontinued in 2010.)
Memory
-8 GB @ 667 MHz (or faster) RAM
Hard Drive
-15K RPM Primary Hard Drive
Network Connection
-Gigabit Ethernet Network Adapter (NIC)
Optional Scale Out
-Reporting Server using Scale Out deployment, 2+ servers Section 3: Application Server role configuration
Windows Server 2012 Role Configuration
Server Roles
The Application Server must have the following Server Roles installed:
Application Server
o.NET Framework 4.5
oDistributed Transactions
WS-Atomic Transactions
Incoming Network Transactions
Outgoing Network Transactions
oWindows Process Activation Service Support
HTTP Activation
File And Storage Services
oStorage Services
Web Server (IIS)
oWeb Server
Common HTTP Features
Default Document
Directory Browsing
HTTP Errors
Static Content
HTTP Redirection
Health and Diagnostics
HTTP Logging
Performance
Static Content Compression
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Security
Request Filtering
Basic Authentication
Windows Authentication
Application Development
.NET Extensibility 3.5
.NET Extensibility 4.5
Application Initialization
ASP
ASP.NET 4.5
ISAPI Extensions
ISAPI Filters
Management Tools
IIS Management Console
IIS 6 Management Compatibility
oIIS 6 Meta Base Compatibility
oIIS 6 Management Console
oIIS 6 Scripting Tools
oIIS 6 WMI Compatibility
IIS Management Scripts and Tools
Management Services
Features
The Application Server must have the following Features installed:
.NET Framework 3.5 Features
o.NET Framework 3.5
oHTTP Activation
.NET Framework 4.5 Features
o.NET Framework 4.5
oASP.NET 4.5
oWCF Services
HTTP Activation
TCP Port Sharing
User Interfaces and Infrastructure
oGraphical Management Tools and Infrastructure
oServer Graphical Shell
Windows PowerShell
oWindows PowerShell 3.0
oWindows PowerShell 2.0
oWindows PowerShell ISE
Windows Process Activation Service
oProcess Model
o.NET Environment 3.5
oConfiguration APIs
WoW64 Support
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Windows Server 2008 R2 SP 1 Role Configuration
Application Server Configuration Requirements
Roles Services: Application Server
Under Server Manager>Roles>Application Server, the following Role Services must be installed:
.NET Framework 3.5.1
Web Server IIS Support
Windows Process Activation Service
-HTTP Activation
Distributed Transactions
-Incoming Remote Transactions
-Outgoing Remote Transactions
-WS-Atomic Transactions
Roles Services: Web Server (this refers to the Application Server) Under Server Manager>Roles>Web Server (IIS), the following Role Services must be installed:
Web Server
oCommon HTTP Features
Static Content
Default Document
Directory Browsing
HTTP Errors
HTTP Redirection
oApplication Development
ASP .NET
.NET Extensibility
ASP
ISAPI Extensions
ISAPI Filters
oSecurity
Basic Authentication
Windows Authentication
oPerformance
Static Content Compression
Dynamic Content Compression
oManagement Tools
IIS Management Console
IIS Management Scripts and Tools
Management Service
IIS 6 Management Compatibility
IIS 6 Metabase Compatibility
IIS 6 WMI Compatibility
IIS 6 Scripting Tools
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Appendix A: Report User Configuration
This section includes step-by-step information about configuring reports user.

Report User Selection or Creation:

The Report User must be an Active Directory user or a user local to the server SSRS is installed upon. This user does not require any rights in active directory or the local server, just a user name and password. The user will have rights granted during configuration on the Reports Server and are limited to SSRS.

Locating and accessing reports server (SSRS) URL:

1. To find Reports URL, go to Reporting Services Configuration Manager on the reporting server on which you want to deploy the reports.

2. Click Report Manager URL in the left navigation pane.

The Report Manager URL page displays the reports URL displayed as URLs value.

3. In the Internet Explorer, open the ReportsUrl located in step 3.

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4. When prompted, provide login credentials of the user who is ‘Administrator’ on Report server.

The Reports Manager page of the Reports Server (SSRS) is displayed.

Assigning appropriate roles to the reports folder

1. On the Home page of Reporting Server Reporting Services, go to Folder Settings.

2. On the reports folder security page, click New Role Assignment.

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3. In the Group or user name box, type the group or username.

4. Select the desired roles, and then click OK.

5. Repeat the step 3 and 4 for ‘Report Viewer User’ that will be used to view the reports and for the user whose credentials will be used to deploy the reports.

Report Viewer User must have at least the Browser role assigned. The user who deploys the reports must have at least Content Manager Role assigned.

Report Builder Role Configuration:

FASTER Web provides an in-product functionality for users to access the MS Report Builder. It is recommended to assign the SSRS built-in Report Builder role to individuals who will be using the MS Report Builder, alternately you can also create a group of all users who will be using the MS Report Builder and that group can have Report Builder role assigned. We recommend you to use groups over individual for this purpose as it would be easy to maintain a single group and it will save time in future whenever there is a need of assigning the role to new users.

To assign the Report Builder role, please follow below steps.

1. On the Home page of Reporting Server Reporting Services, go to Folder Settings.

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2. On the reports folder security page, click New Role Assignment.

3. In the Group or user name box, type the group or username.

4. Select the Report Builder role, and then click OK.

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Appendix B: MSDTC Configuration for Keyper Key Box Integration For the Key Box integration, MSDTC (Microsoft Distributed Transaction Coordinator) must be enabled on the Keyper Application server and the Keyper Database server. This section includes step-by-step information about configuring MSDTC. These steps must be followed on both the Keyper Application server and Keyper Database server if they are on different machines.

Steps to Enable MSDTC

1.Start a Command Prompt as an administrator and enter "dcomcnfg" or "comexp.msc" to open Component Services.

2.In the console tree, expand Component Services, expand Computers, expand My Computer, and then expand Distributed Transaction Coordinator.

3.Right click Local DTC, and click Properties to display the Local DTC Properties dialog box.

4.Click the Security tab.

5.In the Security Settings section, enable the Network DTC Access as suggested in Snap below.

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Schedule H: Go-Live System Training Agenda
Your key users and Business Process Owners (BPOs) will have become familiar with the FASTER system during the System Overview and Configuration Sessions. But even if your key users attended all these sessions, it is important that they also attend the more detailed System Training during the week of Go-Live.

All fleet operations staff that will use the system will receive their training the week of Go-Live so that their learning will be retained and actionable for Go-Live. FASTER is modularized based on different roles within your fleet operation. Therefore, you will be able to schedule staff to attend the modules that are appropriate for them (see below).

We recommend that your Fleet Manager and FASTER System Administrator attend all training modules. The agenda below has an important order that will aid in the learning process. If your Statement of Work (SOW) specifies additional training sessions, the modules below can be added to meet your needs.

For example, you may have chosen to add additional technician workstation training. (The standard system training schedule allows for a second technician workstation training session to be added at no cost.) If you did not specify in the SOW that you wanted multiple training sessions to accommodate your needs, you can request a quote to add additional training sessions or trainers at any time up to 4 weeks prior to your Go-Live.

Monday – System Training (1:00pm – 5:00pm)
Asset Module (FASTER System Administrator and Asset Managers) 1:00pm – 5:00pm Search Functionality
Select Asset
Create Assets
Reassign Assets
Plan for Acquisition
Asset Templates
Warranty Claims
Map Location
How to Navigate and Run Asset Reports
Help
Tuesday - System Training (8:00am – 4:30pm)
Maintenance Module (FASTER System Administrator, Maintenance Supervisor, Service Writers and/or Technicians) 8:00am – 11:30am
Search Functionality
Calendar
Create Work Orders
Create Direct Charges
Manage Indirect Labor
Manage Shop Floor Activity
Search Issued Item
Manage Task List
Service Request & Alerts
Manage Alert Mapping
How to Navigate and Run Maintenance Reports
Help
Lunch Break 11:30am -12:30pm
Break for lunch with System Training to reconvene at 12:30pm.

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Inventory Module (FASTER System Administrator, Parts Staff and Parts Managers) 12:30pm - 4:30pm
Search Functionality
Ordering
Receiving
Vendor Returns
Transfer In-Out
Perform Inventory
Add New Item
Search Issued Item
Reassign or Merge Item
Issue Requested Item
Barcode Utilities (if purchased)
Manage Item List
How to Navigate and Run Inventory Reports
Help
Wednesday – System Training (8:00am – 4:30pm)
Technicians Workstation 1 (FASTER System Administrator and Technicians) 8:00am - 10:30am
Login
Begin Shift
Reviewing Assignments
Work Order Notes
Add New Note
Repair History
Task List
Update Meter Reading
Change Work Order Status
Alerts (if purchased)
Set Repair Status to Complete
Begin Selected Repair
Begin Another Repair
Search Repairs
Add New Repair to Work Order – Not Assigned
Add New Repair to Work Order – Assigned
Add Meter Replacement Repair Code
Quick Assist
Begin an Indirect Activity
Change Repair Reason
Request for Parts
Messages
End Day
Help
Fuel Module (FASTER System Administrator and Fuel Clerk) 10:30am - 11:30am Search Functionality
Enter Transactions
Import Transactions (if purchased)
How to Navigate and Run Fuel Reports
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Help
Lunch Break 11:30am -12:30pm
Break for lunch with System Training to reconvene at 12:30pm.

Accounting and Vendors Modules (FASTER System Administrator, Accounting Staff and Parts Managers) 12:30pm - 2:00pm
Accounting:
Search Functionality
Create New Account
Manage Credit Cards
Manage Vendor Credits
Manage Billing Adjustments
Manage Receivables
Manage Payables
Manage Closeout Processes
Manage Billing Accounts (if billing by accounts review setup) How to Navigate to and Run Accounting Reports
Help
Vendors:
Search Functionality
Create New Vendor
Add and Manage New Purchase Orders
Help
Technicians Workstation 2 (FASTER System Administrator and Technicians) 2:00pm - 4:30pm
Login
Begin Shift
Reviewing Assignments
Work Order Notes
Add New Note
Repair History
Task List
Update Meter Reading
Change Work Order Status
Alerts (if purchased)
Set Repair Status to Complete
Begin Selected Repair
Begin Another Repair
Search Repairs
Add New Repair to Work Order – Not Assigned
Add New Repair to Work Order – Assigned
Add Meter Replacement Repair Code
Quick Assist
Begin an Indirect Activity
Change Repair Reason
Request for Parts
Messages
End Day
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Help
Thursday – Go-Live Day
Final Overview with FASTER Administrator
Address Remaining Questions
Perform System Setup Overview
Perform Dashboard Overview
Customer Portal Training
Go-Live Wrap-up Conference Call 1:00 PM EST
Consultant Wrap-up
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Schedule I: High Level and Detailed Sample FASTER Web Implementation Plan Draft
Maricopa County, AZ FASTER Web Implementation Master Plan Draft This detailed sample plan provides estimated durations for each of the phases and tasks to give you a perspective on the length and timing of the implementation, and each of the critical phases detailed within the project. These durations do not include any cushion, so it is transparent. Therefore, it shows total time for tasking, but not a realistic time to completion. Given that the customer staff that will be involved will also have other operational duties, we recommend that 6-months of cushion be added to reflect the common reality that customer staff will have delays due to their day to day duties and other projects. FASTER’s project methodology supports the customer moving at the pace that is practical for its business. As a result, we have had customer take less than 6-months to complete an implementation because they were highly motivated. But it is more common for customers to take at least 12-months to implement due to their prioritization decisions.

Key for Resource Names
C-Asset Mgrs: Customer Asset Managers
C‐BPO Fin: Customer Finance Business Process Owner
C‐BPO Fleet: Customer Fleet Business Process Owner
C‐BPO IT: Customer IT Business Process Owner
C‐Data Expert: Customer Data Expert
C‐FASTER Adm: Customer FASTER Administrator
C‐Fuel Clerk: Customer Fuel Clerk
C-Inventory Staff: Customer Inventory/Parts Staff
C-Maint Sup: Customer Maintenance Supervisor
C-MP Mgr: Customer MotorPool Manager
C‐Parts Sup: Customer Parts Supervisor
C‐PM: Customer Project Manager
C-Service Writer(s): Customer Service Writers
C-Tech(s): Customer Technicians
ImpCon: FASTER Implementation Consultant
ImpPM: FASTER Implementation Project Coordinator
ImpTL: FASTER Implementation Team Lead
IntCrd: FASTER Integration Coordinator
There will be many other FASTER team members who will work on the implementation behind the scenes; Including: Database Developers, and QA Analysts & Testers. If you have any integrations or customizations, FASTER’s Integrations and Customizations Coordinators, Specialists, Product Managers and Development Manager will also be involved.

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EXHIBIT C

TECHNICAL AND BUSINESS APPLICATION REQUIREMENTS
MCEQS currently manages equipment FASTER for Windows 6.9 and SQL Server 2008. Document management is handled through the use of OnBase using the Application Enabler. Fuel is managed through FuelMaster with integration to FASTER for monthly billing purposes. It should be assumed that SQL Server will be upgraded to the latest version and the use of OnBase and FuelMaster will continue.

1. Respondent shall indicate ‘Comply’ (meets the requirement) or ‘Exception’ (does not meet the requirement) to each listed requirement.

2. "Respondents shall indicate the feature being provided is a ‘Standard’ feature, requires ‘Customization’, or is being provided by ‘3rd Party’ equipment or software

3. Failure to respond to every requirement may cause the Respondent's proposal to be deemed non-responsive.

4. Costs must be included in Attachment A for any customizations or 3rd Party solutions.

5. The inability of a vendor to meet a specific requirement does not disqualify the vendor from consideration.

All requirements that are met along with the overall vendor response will be used in the evaluation of the selected vendor.

1.0 Request for Service
Application shall provide a web portal for customers to submit a request for service for equipment. # Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations
or 3rd party software

1.1 The system shall provide the ability for both
internal and external customers to submit
requests for service to MCEQS.

Comply Standard

1.2 The system shall route the request for service
accordingly based on defined workflows for
specific location.

Comply Standard

1.3 The system shall auto generate a request number
for customer tracking when submitted.

Comply Standard Each Service Request has a
unique ID when it is created
and can be used for
customer tracking.

1.4 The system will collect the requestor, origin of
request (internal or external), requestor contact
information, request location, details of request,
and type of request.

Comply Standard

1.5 The system shall allow the request to generate
work orders when approved.

Comply Standard

1.6 The system will provide the requestor with
automatic notifications of request status as
defined by MCEQS.

Comply Standard

1.7 The system shall update the status of the request based on any associated jobs/tasks or work
orders.

Comply Standard
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2.0 Work Order
Actual work scheduled or performed to equipment
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

2.1 System shall provide the ability to route,
review, approve, and assign work orders based
on type of work and location.

Comply Standard

2.2 System shall provide different work order
views and permissions based on security
group.

Comply Standard

2.3 System shall provide the ability to:
Add Equipment
Apply Job Plans
Assign Vendors
Assign Staff
Request to Purchase/Reserve
Materials/Parts from a
central inventory storeroom
or warehouse
Display related purchase
orders
Display work order status
and history
Apply one or more repair
codes
Add notes that include
date/time entered and user
Comply Standard

2.4 System shall provide the ability to view a list
of labor resources and availability based on
existing assignments and labor work
schedules.

Comply Standard

2.5 System provides the ability to associate
multiple assets to the same work order.

Comply Standard The WO and Asset record is a
one-to-one relationship.

Multiple Assets can be
associated to the same project
number.

2.6 System shall update the status of any
associated service requests.

Comply Standard

2.7 System shall provide the ability to
attach/upload one or more pictures or
documents associated to the work order
through the county’s Electronic Records
System (OnBase).

Comply Standard The County’s Clarification
Q&A document indicates
OnBase has the facility to
integrate with the Fleet System
without an integration being
built by the Fleet System
provider.

2.8 System shall allow different updates to Work
Orders based on current status up to and
before a Work Order is Closed.

Comply Standard

2.9 System shall track equipment downtime from
date in service until work order status is
completed regardless of current status.

Comply Standard

2.10 System shall allow the ability to track travel
time to work order locations (i.e. Heavy Duty
Comply Standard
SERIAL 180208-RFP

2.0 Work Order
Actual work scheduled or performed to equipment
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
traveling to a work site).

2.11 System shall allow supervisors to review and
finalize any completed but not closed work
orders and finalize/close.

Comply Standard

2.12 System shall provide the ability for the user to
view and print upcoming scheduled repairs or
preventative maintenance for equipment.

Comply Standard

2.13 System shall allow outside vendor invoices to
be associated with work orders and track the
associated invoice number and payments
against those invoices.

Comply Standard

3.0 Preventative Maintenance
Preventative Maintenance (PM) Plans that can be applied to one or more pieces of equipment and equipment types. # Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

3.1 System shall have the ability to add, edit,
delete or inactivate PM cycles and job
plans.

Comply Standard

3.2 System shall provide the ability to create
job plans that can be applied to one or
more PM Templates or Work Orders.

Comply Standard

3.3 System shall provide the ability to
associate one or more work tasks
associated to each job plan.

Comply Standard

3.4 System shall have the ability to designate
any required materials or equipment to the
job plan.

Comply Standard

3.5 System shall have the ability to designate
the frequency and frequency type of the
PM plan.

Comply Standard

3.6 System shall provide the ability to
manually create preventative maintenance
work orders for equipment based on a
given job plan.

Comply Standard

3.7 System shall provide the ability to
forecast preventative maintenance by
category, mileage, location, date, etc.

Comply Standard

3.8 System shall allow equipment to be
assigned to one or many PM plans.

Comply Standard

4.0 Workflow and Routing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
SERIAL 180208-RFP

4.0 Workflow and Routing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

4.1 System shall provide the ability to create work
flows that can be applied to, but not limited to,
service requests, work orders, material
requests, and purchases based on priority and
type of asset/equipment.

Comply Standard Workflows in FASTER Web
are driven by statuses for Work
Orders, Service Requests, and
Inventory (material purchases)
and are based on your business.

4.2 System shall provide the ability to send
notifications or apply escalations where
necessary in the workflow based on record
condition or status based on MCEQS business
rules.

Comply Standard

4.3 The system shall support rules-based workflow
routing.

Comply Standard FASTER Web provides easy to
use workflows based on fleet
best practices that can be
configured to the customer’s
unique business processes.

FASTER uses different statuses
throughout the various modules
to track and manage the
different workflows, the
statuses indicate the next action
or activity that needs to be
taken for the repair process,
acquisition and disposal of
assets, inventory orders,
receipts, vendor returns, and
warranty claims.

5.0 Equipment
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

5.1 System shall provide a unique identifier for
equipment and be user-defined.

Comply Standard

5.2 System shall provide the ability to view
equipment maintenance history.

Comply Standard

5.3 System shall provide the ability to add, modify
and retire equipment.

Comply Standard

5.4 System shall provide the ability to search for
equipment using equipment type or attributes
(i.e. class, ownership, make, model, equipment
number, etc.).

Comply Standard

5.5 System shall allow the ability to track warranty
types and periods for equipment.

Comply Standard

5.6 System shall provide the ability to change
equipment status and provide an ongoing
history of date modified, user that modified the
record and any associated notes.

Comply Standard

5.7 System shall have the ability to show
equipment hierarchy and any related
subsystems.

Comply Standard
SERIAL 180208-RFP

5.0 Equipment
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

5.8 System shall allow equipment to have defined
priorities and allow those priorities to be used
when generating service requests and work
orders.

Comply Standard

5.9 System shall allow the ability to move
equipment or a group of equipment from one
parent to another and maintain the equipment
work and cost history from the previous
parent/child relationship
Comply Standard

5.10 System shall allow the creation of user-
definable attributes for equipment or
equipment classes.

Comply Standard

5.11 System shall have the ability to replace
existing equipment with new equipment by
using equipment control numbers.

Comply Standard

5.12 System shall have the ability to store
appropriate information regarding equipment
that includes (but is not limited to): Class,
Year, Make, Model, Fuel Type, Engine Size,
Accounting String, Department, Primary
Contact, Contact Information
Comply Standard

5.13 System shall prevent inactive equipment from
being used as a resource on any work orders.

Comply Standard

5.14 System shall provide the ability to break out
acquisition costs by purchase and effort to
prepare equipment for use.

Comply Standard

5.15 System shall provide an equipment
replacement screen that calculates replacement
based on user defined criteria.

Comply Standard

5.16 System shall have the ability to scan bar code
on equipment and populate vehicle information
such as year, make, model, VIN, etc., into the
equipment information.

Comply Standard The Barcoding add-on module
is a fully integrated barcoding
module. It provides the ability
to utilize barcoding through all
processes in the system
including scanning UPC codes
(part numbers) into FASTER
and issuing parts to work
orders. Barcodes can be used
anywhere in the process where
it is determined that keyboard
entry should be eliminated.
Barcoding capabilities
include:
Print Barcode Labels
Part Number
Description
Storeroom
Bin Location
Date Part Received
SERIAL 180208-RFP

6.0 Storeroom, Parts Inventory, and Purchasing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

6.1 System shall be able to track parts by parts
consumption type (consumables, non-
consumables).

Comply Standard

6.2 System shall provide the ability to categorize
parts by part type (batteries, filters, headlights,
etc.).

Comply Standard

6.3 System shall inventory and track parts and
materials used for all Work Orders.

Comply Standard

6.4 System shall inventory and track parts and
materials based on continuous status of
purchases, delivery, usage, surplus, salvage
and unit cost.

Comply Standard

6.5 System shall allow designated users to add
parts and material into Inventory upon receipt
of Parts Invoice.

Comply Standard

6.6 System shall provide the ability to track items
in multiple locations.

Comply Standard

6.7 System shall track Disposal of Material
including hazardous waste such as oil.

Comply Standard

6.8 System shall track permanent and temporary
(i.e. stock and non-stock inventory) of parts
and materials on hand by part and material
type and location.

Comply Standard

6.9 System shall support transfer of parts from
one location to another (either the main
warehouse or one of the existing location to
another location).

Comply Standard

6.10 System shall identify items that have dropped
below minimum quantities and issue reorder
reports.

Comply Standard

6.11 System shall provide the ability to issue and
return multiple items, to and from work orders
and locations.

Comply Standard

6.12 System shall provide the ability to track
location notes on transactions.

Comply Standard

6.13 System shall provide the ability to capture last
cost, moving average cost by part.

Comply Standard

6.14 System shall provide the ability to display
year-to-date transactions at various levels
within the inventory control.

Comply Standard

6.15 System shall provide the ability to receive
product/materials directly to a work order.

Comply Standard

6.16 System shall provide detailed information for
each transaction (i.e. user, work order, task,
asset, invoice number, purchase order, date,
etc.).

Comply Standard

6.17 System shall provide the ability to adjust and
track inventory balances, cycle counts, and
stock counts.

Comply Standard

6.18 System shall provide the ability to store and
update vendor and pricing information.

Comply Standard

6.19 System shall provide the ability to create user Comply Standard SERIAL 180208-RFP

6.0 Storeroom, Parts Inventory, and Purchasing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
definable part numbers.

6.20 System shall provide the ability to identify
minimum and maximum quantities of a
specific item by storeroom location.

Comply Standard

6.21 System shall allow the use of stock types (e.g.
stocked, non-stocked, special order).

Comply Standard

6.22 System shall allow the ability to identify
economic breaks for order quantities.

Comply Standard

6.23 System shall provide the ability to identify
items as spare parts for equipment (class or
specific) or repair types as defined by repair
codes.

Comply Standard

6.24 System shall provide the ability to associate
manufacturer/vendor information for each
part.

Comply Standard

6.25 System shall provide the ability to receive
non-inventory materials and outside services
to work orders, tasks, assets, and accounts.

Comply Standard

6.26 System shall provide the ability to receive
inventory items into multiple inventory
storerooms.

Comply Standard

6.27 System shall allow receipts, parts, or materials
to be partial or full receipts.

Comply Standard

6.28 System shall provide the ability to display
and/or print a user defined time period
(monthly, quarterly, annually) reconciliation
by product or site.

Comply Standard

6.29 System shall provide cyclical inventories. Comply Standard

6.30 System shall have the ability to use bar code
scanning for inventory control.

Comply Standard The system has the ability to
print bar code bin labels.

Because FASTER is browser
based the system can be
accessed from remote locations
with wireless enabled devices
where proper security has been
accessed.

This module is a fully
integrated bar-coding module.

It provides the ability to utilize
bar-coding through all
processes in the system
including scanning UPC codes
(part numbers) into FASTER
and issuing parts to work
orders. Barcodes can be used
anywhere in the processes
where it is determined that
keyboard entry should be
eliminated.

Bar coding capabilities include:

SERIAL 180208-RFP

6.0 Storeroom, Parts Inventory, and Purchasing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
Print Bar Code Labels, Part
Number, Description,
Storeroom, Bin Location, and
Date Part Received.

FASTER is not a barcode
hardware reseller

6.31 System shall allow the tracking of Purchase
Orders, Invoices and vendor information on
any inventory orders and receipts.

Comply Standard

6.32 System must provide configurable workflows
to route purchases through an approval
process and approvals for processing any
invoices associated with the purchase.

Comply Custom Current standard functionality:

FASTER Web’s Inventory
module requires a Payment
Method for all inventory
purchases. Payment methods
can be blanket POs, one-time
POs or P-Cards, the use of each
of these is permission
controlled for the user, and
spending limits per purchase
are configured. Thereby,
granting the approval for
purchases. In addition, invoices
are processes for payment in
the Accounting module’s
Manage Payables tab with
separate permissions. FASTER
also has web service APIs in
the case that the financial
system is needed to generate
purchases and process invoices.

In addition, providing work
flows for both items (parts) and
invoices is in FASTER’s road
map. However, it has not been
something Customers have
voiced was a priority.

Therefore, FASTER is willing
to promise this in-time for the
County’s soft-go-live on
FASTER Web. FASTER will
under-write the majority of the
cost and only charge the
County a small percentage.

The feature in FASTER Web
will support the ability to
identify orders that require
approval. Also, provide a
configurable approval work
flow in FASTER Web that
maintains the users that need to
SERIAL 180208-RFP

6.0 Storeroom, Parts Inventory, and Purchasing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
approve an order and the
sequence in which approval
must be gained. Approval
confirmations will be
maintained in the database for
each approved order.

6.33 Application shall provide a module to track
inventory receipts, invoices and payments
against those invoices.

Comply Standard

7.0 Resources
Labor and Vendors
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

7.1 System shall provide the ability to enter
employees and vendors and assign appropriate
hourly rates, craft, shop (i.e. Light Duty,
Heavy Duty, etc.), and location (i.e.

Downtown, Buckeye, Durango).

Comply Standard

7.2 System shall have the ability to apply
calendars with different working hours/hours
of availability to each employee or groups of
employees.

Comply Standard

7.3 System shall allow the ability to add holidays
to a master calendar.

Comply Standard

7.4 System shall provide the ability to enter
vendors used for contracted maintenance work
and hourly rates.

Comply Standard

7.5 System shall provide the ability to change the
status of employees and vendors (active,
inactive).

Comply Standard

7.6 System shall prevent employees and vendors
from being made inactive when open work
orders are assigned to the resource that is
being deactivated.

Comply Standard

8.0 Integration with Outside Data Sources
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

8.1 System shall integrate with Human
Resources data to determine employee
status, hourly rates.

Comply Custom A custom import can be can be
created to synchronized
employees and employee
status. The Clarification Q&A
document indicates hourly rates
SERIAL 180208-RFP

8.0 Integration with Outside Data Sources
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
will be entered into the fleet
system manually.

8.2 System shall have the ability to import data
from and export data to in-house or
enterprise SQL based applications.

Comply Custom FASTER Web has a number of
import capabilities, from
standard flat file imports to
Web APIs. Direct importing of
data to the SQL database would
be required a custom import to
make sure the system’s
business rules are maintained.

FASTER Web also has a
number of options for exporting
data. Within the systems, the
Advanced Search capability
also functions as an ad-hoc
reporting tool and can be
exported to csv or Excel. All
reports support exporting to
multiple formats including csv,
Excel, XML and others.

Finally, since FASTER Web is
built on a SQL database, the
County can query the database
directly if they have database
developers that can create
queries to get the data out that
you need.

8.3 System shall provide the ability to import
data from FuelMaster software that includes
fueling transactions and equipment mileage
with unique transaction IDs and detailed
information that relate back to the fueling
system and apply the transactions to the
appropriate equipment that will be used for
monthly billing. The system shall provide
the ability to view the imported fuel data by
fuel site or vehicle.

Comply Standard Yes, FASTER has built a
Standard Fuel Import (SFI)
add-on module into FASTER
Web. This SFI is used by
numerous customers to
interface with their Fuel System
Vendors (FSV), such as
Syntech FuelMaster.

The FASTER Web SFI is robust
and flexible. It provides
flexibility to take advantage of
broader fuel management
capabilities and fuel
transactions details.

This interface enables the
customer to utilize the power of
the FASTER Web Fuel Module
by using this SFI to reliably
import important data. You will
have the ability to review and
edit fuel exceptions prior to
posting in the FASTER system.

The use of this SFI interface
SERIAL 180208-RFP

8.0 Integration with Outside Data Sources
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
will permit the customer to
track fuel related data and costs
within FASTER.

8.4 System shall provide the ability to integrate
with the County’s electronic document
management system, OnBase, through either
application API or the use of OnBase
Application Enabler.

Comply Custom The County’s Clarification
Q&A document indicates
OnBase has the facility to
integrate with the Fleet System
without an integration being
built by the Fleet System
provider.

9.0 Searching, Reporting, and Notifications
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

9.1 System shall provide the ability to integrate
SQL Server Reporting Services or provide
the ability to add/create custom reports.

Comply Standard

9.2 System shall provide the user the ability to
run ad hoc reporting.

Comply Standard

9.3 System shall allow the user to export reports
to multiple formats including Microsoft
Word, Excel, PDF, .txt, etc.

Comply Standard

9.4 System shall provide for robust search,
query and reporting functionality that is
intuitive and easy to use.

Comply Standard

9.5 System shall provide the ability to easily
disseminate information through standard
reports and dashboard views that include
configurable KPIs.

Comply Standard

9.6 System shall provide a variety of standard
reports and dashboards including executive
summary and detail which allow analysis on
historical information for executive decision
making.

Comply Standard

9.7 System shall provide dashboard views on
technician availability and equipment that
includes equipment downtime.

Comply Standard

9.8 The system shall provide the ability to email
reminder notifications to customers for
scheduled maintenance, vehicle pick-up,
emissions, preventative maintenance, etc.

Comply Standard

9.9 System shall provide a variety of forecasting
reports for management to be used for
planning purposes (i.e. equipment
replacement, vehicle registration, state
inspections, pm’s due, etc.)
Comply Standard

9.10 System shall provide the ability to
display/print/email detailed vehicle reports
that includes a complete maintenance
Comply Standard
SERIAL 180208-RFP

9.0 Searching, Reporting, and Notifications
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software
history.

10.0 Customer Billing
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

10.1 The system shall provide the ability to bill
customers for labor, fuel, maintenance, parts,
body shop, windshields, and warranty along
with an additional surcharge.

Comply Standard

10.2 The system shall provide the ability to batch
process invoices.

Comply Standard

10.3 The system shall provide the ability that
once billing has been completed that cannot
be changed in a closed work orders.

Comply Standard

10.4 The system shall provide the ability for labor
rates to be associated to a shop or equipment
type to be used as a cost for billing.

Comply Standard

11.0 Mobile Capabilities
Provide either Windows or Android Based Mobile Application or be HTML5 Compliant. # Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

12.1 The device shall provide a defined interface
for use with work orders to create new and
edit existing work orders; add time, parts
and materials, and any other required
resources.

Comply Standard

11.1 The device shall provide the appropriate
modules available to the logged in user
based on user/security group permissions.

Comply Standard

11.2 Device shall allow users to obtain inventory
levels from authorized storerooms.

Comply Standard

11.3 Device shall allow users to request inventory
from authorized storerooms.

Comply Standard

11.4 Device shall allow users to synchronize data
either real time or when within range of
County wireless networks.

Comply Standard

11.5 Devices shall support access through the use
of 3G/4G Wireless service and the use of a
VPN.

Comply Standard
SERIAL 180208-RFP

12.0 Motor Pool
The ability to allow users from county departments to request for and use county vehicles from the county motor pool. # Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any
exceptions, customizations or
3rd party software

12.1 System shall allow authorized users to
request motor pool vehicles through the
customer portal.

Comply Standard

12.2 Motor pool vehicle reservations shall be
automated through the use of a calendar and
vehicle availability.

Comply Standard

12.3 System shall provide the ability to add
specific customer department users to a
group that allows only that group to make
vehicle reservations.

Comply Standard
Technical Requirements

13.0 System Architecture and Software
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software

13.1 System architecture must allow for
scalability of the system for a growing end
user base.

Comply Standard

13.2 System shall allow the option for the
application to be hosted internally running
on County standard servers, operating
systems, and database platforms or hosted
externally on vendor provided hardware.

Please provide required configurations for
internally hosted and options with pricing
for a hosted configuration in your RFP
Response.

Comply Standard

13.3 System must run in a Windows Server
environment.

Comply Standard

13.4 Vendor must provide the minimum and
recommended server specifications – type,
memory size, number of processors, ‘Public
Network” connectivity, etc. Please provide
specifications in your RFP response.

Comply Standard

13.5 Vendor must provide the minimum and
recommended workstations (desktops,
laptops, netbook, tablets, handheld, mobile
devices, etc.) specifications. Please provide
specifications in your RFP response.

Comply Standard

13.6 System must be web based and support the
use of Internet Explorer 10 or higher or
Chrome.

Comply Standard

13.7 System interfaces should allow the user to
navigate to related detailed information
through the use of shortcuts or expandable
sections.

Comply Standard
SERIAL 180208-RFP

13.0 System Architecture and Software
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software

13.8 Vendor must list all third party tools, drivers,
and software (including their versions) that
must be licensed to use your application.

Can this software be licensed separately (i.e.
directly from the software vendor)? Please
specify.

Comply Standard

13.9 Proposed solution shall maintain greater than
50-100 concurrent users in an internally
multi-tiered environment or externally
hosted environment without taking a
performance hit.

Comply Standard

13.10 System shall support the use of bar code
scanners for use in Equipment Inventory,
Work Orders, and Parts and Inventory.

Comply Standard Yes, Barcode Module:

Barcoding Software allows for
Label Scanning and Printing,
and Handheld Physical
Inventory. (Hardware is not
included.)

13.11 System shall support the integration with
OnBase for use for attachments to
Equipment, Work Orders, and
Parts/Inventory. Integration can be either
through application API or through the use
of the OnBase Application Enabler.

Comply Standard The County’s Clarification Q&A
document indicates OnBase has
the facility to integrate with the
Fleet System without an
integration being built by the
Fleet System provider.

14.0 DBMS
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software

14.1 Vendor must provide documentation and
schematic/visual data model of the data base
(including data dictionary useable for
reporting). Please provide.

Comply Standard

14.2 Vendor shall provide guidelines about the
preferred backup schedule/plan/type for the
database (This should include transactions
logs etc.).

Exception The FASTER Web in product
help contains a section on
Catastrophic Backup
Recommendations. This section
lists recommendations for
FASTER customers to help
design a backup plan to recover
the data in case of a catastrophic
failure of their IT infrastructure
that hosts FASTER products and
related artifacts.

14.3 Vendor must provide best-practice
guidelines about the preferred amount of
disk space that should be made available for
normal operations.

Comply For current FASTER Win
customers migrating to FASTER
Web,
we recommend as a minimum
that you take the uncompressed
size of a FASTER Win database
.bak file and multiply that
SERIAL 180208-RFP

14.0 DBMS
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software
by 4 times. (Please remember,
this will provide for ample room
for being able to create a backup
file and head room for the
growth of the database.)

14.4 Application shall support Microsoft SQL
Server 2012 or higher.

Comply Standard

14.5 Application shall support the use of SSRS
2014 or higher.

Comply Standard

15.0 Configuration
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software

15.1 Vendor must describe skill sets and
development tools required to support the
application.

Comply Standard Since FASTER Web is a
commercial off-the-shelf
product, no special skill sets or
development tools are required
for use of the system.

If you choose build your own
custom reports with SQL Server
Reporting Services, the builder
would need an understanding of
report building and database
querying as well as access to
Microsoft Report Builder.

If you choose to build an
integration with FASTER’s Web
APIs, the builder would need an
understanding of Web APIs and
access to an appropriate
middleware tool that can connect
to the FASTER’s Web APIs.

15.2 Does your proposed solution extend,
configure the application through
documented tools and standard mechanisms?
Please describe.

Comply Standard All FASTER Web and FASTER
MotorPool configuration is done
through the associated installer,
user interface, or standard
mechanisms. Installation
documentation is built directly
into the installer and
configuration documentation is
included in the in-product Help.

15.3 Does your proposed solution rename, add,
move, or delete fields on the user interface?
Explain how this is accomplished and the
impact it has on the database.

Comply Standard A total of 18 field labels on the
asset record can be re-labeled to
reflect your specific business
processes and follow throughout
the system. In addition, Pick-list
values are user-definable
SERIAL 180208-RFP

15.0 Configuration
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software
allowing the System
Administrator to configure the
system to your operations
specific terminology. Also, in
the “Custom Specification”
section of the asset record and
part record, users can enter an
unlimited number of custom
items that are specific to the
user's business process. The
Custom Specification entries are
searchable and reportable. These
entries are stored within the
existing database structure and
do not change the properties of
the database.

15.4 Does your proposed solution allow for
authorized users to add new functionality
(data elements, user interfaces, and business
logic, system configurations for lookup lists
such as repair codes, statuses, sites) as
needed within your system/application?
Please explain how this is accomplished.

Comply Standard A total of 18 field labels on the
asset record can be re-labeled to
reflect your specific business
processes and follow throughout
the system. Pick-list values are
user-definable allowing the
System Administrator to
configure the system to your
operations specific terminology.

Also, in the “Custom
Specification” section of the
asset record, users can enter an
unlimited number of custom
items that are specific to the
user's business process. The
Custom Specification entries are
searchable and reportable.

15.5 Does your proposed solution log the impact
of any customer changes in the event of an
upgrade, how are those changes retained and
integrated to the new release, and what costs
may be incurred?
Comply Standard The FASTER Web’s
configuration is maintained in
the database. In product
configuration selections are
retained during upgrades. Any
customizations that FASTER
creates and supports are
upgraded by FASTER as part of
the customer’s upgrade.

Changes or customizations
created and supported by the
customer must be maintained by
the customer between upgrades.

15.6 Can your proposed solution incorporate
contextual help information as a standard
configuration feature on the interface
design?
Comply Standard
SERIAL 180208-RFP

16.0 Vendor Support
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software

16.1 Vendor must provide documentation and
examples about the service level
agreements/policies offered.

Comply Standard Please refer to Schedule D:

Hosting & Hosting Service Level
Agreement (SLA) attached to this
RFP response.

16.2 Do you provide 24 x 365 support coverage?
Indicate any associated costs for levels of
support offered.

Comply Standard

16.3 Vendor must describe problem reporting
process and tools (phone, online, email).

Please explain.

Comply Standard The Customer will interact with
the Technical Support staff as
required by telephone, e-mail, or
through remote data link.

FASTER provides a toll-free 800
number for customer support
calls. FASTER maintains such a
large and knowledgeable
Technical Support Staff that the
vast majority of calls are
answered by the third ring and
questions and issues are
addressed in that one-call.

Calls that cannot be resolved in
that first call are tracked through
a follow up process during which
the support staff remains in
constant contact with the
customer site and the resolution
time and closure is monitored by
Support Supervisors.

Emails to
[email protected]
during business hours are
responded to within 3-hours. As
mentioned above Customers can
call in and get immediate
assistance including during that
first call or with the FASTER
Technical Support Staff remoting-
in to aid in problem resolution.

Reference checks will affirm that
no systems vendor provides near
the quality nor responsiveness
that FASTER provides.

16.4 Does vendor remotely access and assist
local technicians as required? Please
describe.

Comply Standard The customer can interact with
the Technical Support staff by
telephone, email, or through
remote data link. FASTER
provides a toll-free number for
customer support calls. In
addition, 99.9% of calls are
SERIAL 180208-RFP

16.0 Vendor Support
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software
answered by the third ring. Most
support inquiries are resolved in
one call while the customer is on
the phone.

16.5 Does vendor provide online support to log
and view system issues along with
proposed resolutions?
Exception Customers have unlimited access
to FASTER Support via phone
call, data link and email (for less
urgent issues). FASTER does not
provide online view concerning
system issues and proposed
solutions.

16.6 Does vendor enable the County to receive
notifications about upgrades as they
become available?
Exception The customer can go to our
Secure Customer website to the
"What's New in FASTER Web" to
view what is available in the
latest release, and from there
complete and submit an Upgrade
Request form.

Product updates are packaged and
distributed in a seamless installer.

The deployment and testing of
these upgrades are at the
customers discretion, FASTER
encourages our customers to plan
and deploy upgrades within their
own proven processes.

16.7 Does the maintenance agreement allow the
County to receive upgrades and bug fixes
on a regular interval to ensure the system
maintains security standards according to a
negotiated SLA? Are there any additional
costs?
Exception Standard FASTER's approach to hosting
is to permit the Customer the
freedom to host FASTER Web
in the infrastructure in its
judgement it deems best.
(Hosting in the County's data
center, in FASTER's 3rd-party
data center or in a 3rd party
data center of the
County's choosing.)
If the County opts to host
FASTER Web in FASTER's
3rd-party cloud: Upgrades to
the Windows Operating
System and hardware
(firmware) occurs on a regular
basis to insure the system
maintains security. And a
negotiated SLA for the 3rd-
party host may be added for a
fee.

Upgrades to the FASTER Web
software are the same as below
SERIAL 180208-RFP

16.0 Vendor Support
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software
except if you host in FASTER's
data center, FASTER will work
with the County as to when
FASTER software upgrades
occur.

If the County opts to host
FASTER Web in the County's
data center the only upgrades
FASTER would provide are to
the FASTER sofware:

FASTER Web is a COTS
(commercial-off-the-
shelf) system with which the
Customer can maintain for a
fee Upgrades and Support on
an annual basis. The Customer
determines the timing of when
it upgrades to a new version of
FASTER Web.

The timing of new releases of
FASTER WEb is based on the
market needs of FASTER's
large Customer base. Over the
past five years FASTER Web
has had an average of one
major release per year and
several minor releases per
year.

16.8 Does your proposed solution maintain
configuration settings after application of
system/application upgrades (no need to
reconfigure after upgrades)?
Comply Standard

16.9 Vendor must provide technical
documentation which describes the
administration, operation, installation steps,
common issue resolution, application
interface block diagrams, database
schemas, database dictionaries, and routine
maintenance items.

Exception FASTER provides extensive
documentation with our In-
Product Help as well as
downloadable manuals in PDF
format from the FASTER
Customer site. The database
dictionary provided in-line within
the product provides information
on key areas of the database such
as tables, schemas, columns,
stored procedures, functions, and
views of the FASTER Web
database.

Common issue resolution,
application interface block
diagrams, and routine
maintenance items are not
SERIAL 180208-RFP

16.0 Vendor Support
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software
provided in technical
documentation.

16.10 Vendor must describe all licensing models
and maintenance fees including additional
licenses required for development and test
infrastructure. If there are multiple
licensing models such as by server,
workstation, physical location, enterprise,
etc., please describe all options.

Comply FASTER Web has a single license
model. The COTS software is
licensed by the number of Active
assets managed in the fleet. An
active asset is defined as any
Parent Asset with an original
purchase cost greater than $5000.

Lesser assets are considered Non-
Standard asset that have an
original purchase cost between $
500 and $4999. These assets are
priced at 25% of the cost of a
standard asset. Child assets do not
have an impact on the license
cost, these assets are covered by
their parent. Add-on modules
such as our APIs, Barcode
module are a fixed flat fee.

FASTER's standard license
agreement allows for a temporary
development or testing
environment. An additional
hosting fee would apply (Pricing
provided in Attachment A).

Catastrophic Image or Clones:

FASTER licensing does permit for
you to create a clone or image of
this environment in case of
hardware failure that can then be
restored.

Post Go-live Temporary Test
Environments: Once you are live
on FASTER, you can stand up a
test environment that can be used
to test upgrades or future custom
integrations without extra charge.

However, this environment can
only be used in conjunction with
testing for a specific upgrade or a
specific future FASTER-built
integration and must be turned off
or deleted within 45 days of
testing completion. If you want a
test or development environment
that will be used for work that
you will do separate from the
upgrade or FASTER-built custom
integrations testing noted above,
SERIAL 180208-RFP

16.0 Vendor Support
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software
an additional license/support fee
will be required.

17.0 Security
# Requirement
Comply/
Exception
Standard/
Custom/
3rd Party
Please provide a brief
explanation for any exceptions,
customizations or 3rd party
software

17.1 System must provide user authentication
through the use of windows authentication.

Comply Standard

17.2 System shall provide selected access rights
within the application based on defined
roles and security groups within the
application.

Comply Standard

17.3 System shall provide session timeouts after
periods of inactivity.

Comply Standard
SERIAL 180208-RFP

EXHIBIT D

OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY

1.0 All contract-related travel plans and arrangements shall be prior-approved by the County Contract Administrator.

2.0 Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District (County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic per diem rates for Phoenix, Arizona. Contractors must access the following internet site to determine rates (no exceptions): (www.gsa.gov).

2.1 Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be reimbursed. They should be included in the contractor’s hourly rate as an overhead charge.

2.2 The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or incidentals.

3.0 Commercial air travel shall be reimbursed as follows:

3.1 Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when preapproved in writing by the County Contract Administrator as a result of the business need of the County when there is no lower fare available.

3.2 The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the time of contract signing) will be reimbursed. Under no circumstances will the County reimburse for airfares related to transportation to or from an alternate site.

3.3 The County will not (under no circumstances) reimburse for Contractor guest commercial air travel.

4.0 Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel period will not be permitted without prior written approval by the County Contract Administrator.

4.1 Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The County will not reimburse contractor if the contractor chooses to purchase this coverage.

4.2 Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain pre-approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)

4.3 County will reimburse for parking expenses if free, public parking is not available within a reasonable distance of the place of County business. All opportunities must be exhausted prior to securing parking that incurs costs for the County. Opportunities to be reviewed are the DASH; shuttles, etc. that can transport the contractor to and from County buildings with minimal costs.

4.4 County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.

4.5 The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) or other any transportation costs.

SERIAL 180208-RFP

5.0 Contractor is responsible for all costs not directly related to the travel except those that have been pre- approved by the County Contract Administrator. These costs include (but not limited to) the following:
in-room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees, and entertainment costs. Claims for unauthorized travel expenses will not be honored and are not reimbursable.

6.0 Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in individual contracts.

7.0 Contractor shall provide, (upon request) with their invoice(s), copies of receipts supporting travel and per diem expenses, and if applicable with a copy of the written consent issued by the Contract Administrator. No travel and per diem expenses shall be paid by County without copies of the written consent as described in this policy and copies of all receipts.

SERIAL 180208-RFP
TT FASTER LLC dba FASTER ASSET SOLUTIONS CCG SYSTEMS INC., DBA: FASTER ASSET SOLUTION, 760 LYNNHAVEN PRWY. SUITE 203, VIRGINIA BEACH, VA 23452 PRICING SHEET: NIGP CODE 95841
Terms: NET 30
Vendor Number: VC0000005409
Certificates of Insurance Required
Contract Period: To cover the period ending April 30, 2024 2029.