FE+AssetWorks+Amendment1.pdf

10/10/19

10/10/19

Scope of Work

Marketing Module Proposal

North Dakota State Surplus Property

6300 Bridge Point Parkway Austin, TX 78730

512-347-7400 x1861 512-347-7525

July29, 2019 www.assetworks.com

Exhibit D

Quote / Statement of Work ND State Surplus Property

TABLE OF CONTENTS

Statement of Work

Technical Approach & Methodology

Setup & Configuration Support

Implementation Planning & Management Support

AssetWorks System Modules

ND Business Requirements with AssetWorks’ Responses

AssetWorks’ Design Mockup

Enhanced Web Surplus – Phase 2 Deliverable

AssetWorks Implementation Outline

Project Administration

Interfaces and Integrations

ND Expectations

Procedures for Handling Change Orders

Sole Source Provider

Hours of Operation

AssetWorks Support Services Overview

Price Quote – Includes Billing and Renewal Schedules

Software/Services Billing Schedule

Maintenance

Payment Terms

Statement of Work

AssetWorks is developing a content management software system which will integrate seamlessly with the AssetWorks Surplus Management Software. The AssetWorks Marketing Module will become a standard module within the AssetWorks Surplus Management suite of software products.

AssetWorks agrees that the finished module will at minimum support the business and functional requirements provided by North Dakota and incorporated into this agreement.

The State is encouraged to provide input and feedback, but understands that AssetWorks this is not a custom development project.

Technical Approach & Methodology

The following work plan details the effort required from both the AssetWorks Implementation Services team and the ND Project Team to complete a successful implementation. The services provided under this Statement of Work include project management, system analysis, testing, training, and general consulting and implementation assistance as follows:

Setup & Configuration Support

System Setup– AssetWorks will assist ND with the setup and configuration of the Marketing

Module to support the loading of the pre-production data. This task includes setting up the application’s security module, and creating user roles.

Work-Flow Configuration – AssetWorks will assist ND with determining the work-flows specific to ND’s business process and will work with ND on how to configure the application to meet those work-flows.

Documentation – AssetWorks will provide ND with documentation and training aides. ND will be responsible for customizing standard AssetWorks documentation to be used as additional training guides for ND users.

Implementation Planning & Management Support

Project Management – AssetWorks will assign a Project Manager to assist ND with the implementation of the solution, including conducting a project Kick-Off Meeting; developing and managing the implementation schedule; managing AssetWorks resources and deliverables;

conducting project meetings with the ND team; and providing regular project status reports.

Application Readiness – AssetWorks will assist ND with conducting a pilot implementation prior to the production rollout of the application. This testing will focus on proving that the application has been populated and configured correctly and is ready to deploy in accordance with specifications.

Production Rollout – Prior to Roll-out AssetWorks will provide work-flow training to ND trainers and/or end-users. AssetWorks recommends a train-the-trainer approach for end-user training.

AssetWorks System Modules

MODULES / Interfaces FEATURE OR SERVICE DETAILS CUSTOMER REQUIREMENT

Marketing Module Content Management system including a public facing website to advertise featured and other inventory items contained in the warehouse as stored in the AssetWorks surplus management software.

Base Configuration – Website and Administration.

Customer will provide:

Image, Location, Contact, and other Content as needed.

ND Business Requirements with AssetWorks’ Responses Definition of 'Priority'

Term Definition

Core Requirements without which the product may as well not be developed at all; it will be of no use to most Customers without these.

Essential Requirements for which a short-term work-around could be developed (or for which an old process can be used for a little while longer), but over the long run, the requirements have to be there.

Desired Requirements that are the "bells and whistles" which may be precious to certain constituencies, but without which the product will function just fine.

A product must be delivered with all Core and a good portion of Essential requirements represented, and with a plan to implement the remaining Essential requirements in the subsequent phase.

Definition of 'Rating'

Rating Definition

A Functionality found within the base product and requires no customization or configuration.

B Functionality is in the base product, but requires configuration with no additional costs.

C Functionality requires customization. Provide an explanation as to the complexity of the customization and a cost estimate.

D Functionality is not in the system.

No. Requirements Priority Rating Response

Business Rules

Surplus specific URL

Core B

The site can be linked to from a link on the State's existing site(s). The way this is done is AW provides a URL, and State configures its DNS to point to that URL. In that way, the user should only see the State's web addresses.

Integration with AssetWorks available inventory listing Core A

This is standard.

Functional Requirements

System Functional

3 Home / Landing Page Core A This is standard.

Surplus Property Header to include logo

Core A This is standard.

Editable sections on Home Page allowing user-definable static and dynamic changes

Core A See mockup design for layout

Editable News/Bulletin - dynamic

(what's happening, closures) Core A Wysiwyg editor with content, start date, end date, for when to display.

7 Terms and Conditions Core A Wysiwyg editor with content

8 About Surplus Core A Wysiwyg editor with content

Enewsletter opt-in where user provider permission to receive emailed newsletters Core B

Opt in and opt out forms. Standard information to collect when opting in.

Wysiwyg editor for a message at the top of the opt-in and opt-out pages.

10 Contact Us Core A Wysiwyg editor with content

Directions/Map to Surplus

Core A Wysiwyg editor with content + image for each location that directions are provided for.

Picture(s) of property, multiple or singular

Core A This is standard.

Click or hover to enlarge view of property picture

Core A This is standard.

14 Social Media connection hyperlinks Essential B Links to FaceBook and twitter pages.

User definable headers linking to subpages allowing ability to type free form text and supports HTML.

Essential C Deliverable to include the header-tabs shown in attached mockup.

16 Property Navigation/Filter Core A This is standard.

Keyword - search property description

Core A This is standard.

Property Location (Warehouse)

Core A Dropdown to select the warehouse to display assets from.

Property Location (City)

Core c

Deliverable includes warehouse locations as shown in attached mockup. In addition to Warehouse Locations, users will be able to Filter by City.

Category

Core A

List of Categories in the sidebar that displays assets based on category. Also expands to display sub-categories.

Categories will consist of “Roll Up” Categories that will be mapped to one or more NSN Categories.

The Roll Up categories are not user-definable, but we will work closely with the State to make every reasonable effort to accommodate their wishes.

Sub-category

Core A Tree viewed within the categories, and when selected takes you to a page showing the assets that belong

Featured Items - carousel of items with pictures; selected to showcase hot items

Core A Add a featured item flag to the assets. If they are included in a featured item list, then they show up here.

23 Date (acquired or made available?) Desired A This is standard.

Public/State vs. Federal

Essential A Filter based on asset data. Does not require login. Users will be able to set a filter to show State, Federal, or Both/All.

26 Property Detail Sort Core A This is standard.

27 Description Core A This is standard.

28 Asset Number Core A This is standard.

29 Manufacturer Core A This is standard.

30 Model Core A This is standard.

31 Model Year Core A This is standard.

32 Service Charge (Price) Core A This is standard.

33 Date (acquired or made available?) Desired A This is standard.

34 Property Detail Inquiry Core A Property detail screen

35 Export/Print available property list Core A This is standard.

36 Item Number Core A Field to be include in 35

37 Description Core A Field to be include in 35

38 Quantity Core A Field to be include in 35

39 Price Core A Field to be include in 35

Property Inquiry allows form submission to email account Essential A

Add email form to asset details.

Emailed form has property information

Essential A

42 Item Number Essential A

43 Description Essential A

44 User submitted comments box Essential A

Optional (Value Added) Needs - Functional

Technical Requirements

ADA Compliant

Essential C AssetWorks is W3C compliant not 508

Multi-platform sizing adjustments for mobile devices

Core A Site will be responsive.

The system shall provide for real-time (immediate) updating of data files. Core A

AssetWorks’ Design Mockup

AssetWorks Marketing Module Product Mockup

4/9/2019

Asset Detail Modifications

Marketing Module Public Site Home

All Categories

About

Want List

News

Terms

Contact

Click through to a category

Click through to an item:

Administration

The Marketing Module (MM) is a Content Management system that is tightly integrated in the Surplus Management Software (SMS). It will require a separate login and is not directly accessible from your current SMS production instance.

Content is maintained by Administered and managed in the MM application by logging into the MM module and using content management tools as seen below:

Enhanced Web Surplus – Phase 2 Deliverable AssetWorks agrees to deliver the Waiting List functionality at no additional charge. However, the delivery of this feature may come after the functionality proposed in this scope.

AssetWorks Implementation Outline The following is an outline of our implementation plan. We will divide the project into smaller phases and deliverables in order to better manage the activities, ensure on-time and quality deliveries, and provide a quick ROI. Some of the phases and projects will overlap with others, so AssetWorks will utilize program management principles to effectively oversee and guide multiple projects and activities simultaneously. The following is a high-level work plan for the phases of this project. A more comprehensive work plan will be provided upon receipt of award.

1. Contract Execution

2. Initial Engagement

2.1. Project Kickoff Meeting

2.2. Introduction of Teams

2.3. Establish Key Contacts, Subject Matter Experts, and IT Resources

2.4. Determine/Confirm Program Phases and Stages

2.5. Initial Requirements Gathering and Analysis

3. Core System Implementation

3.1. Engagement – Requirements Gathering and Analysis

3.2. System Setup

3.2.1. Hardware Setup

3.2.2. DBMS Setup

3.2.3. Base System Installation

3.3. Configuration

3.3.1. User Interface

3.3.2. Business Logic

3.3.3. Workflow

3.3.4. Reports

3.4. Testing

3.4.1. Unit Testing

3.4.2. System Testing

3.4.3. Field-Level Testing

3.5. Deployment

3.5.1. Training and Documentation

3.5.2. Go Live

Project Administration

AssetWorks will work with the ND project manager to establish meeting times (on-site and/or conference calls) to discuss project task statuses and identify areas of concern before they impact overall project progress. AssetWorks will communicate with the project sponsor the status of any project issues as well as proposed corrective actions that can alleviate or resolve the issue. At contract award, AssetWorks will initiate our internal project tracking process using the AssetWorks Project

Collaboration Web Site.

Project Collaboration Web Site (wiki)

This is a wiki-based web site and document repository that is easily editable by all project members using an intuitive interface. This tool is updated daily by AssetWorks and is accessible by the ND’s team at any time. The project web site includes all details agreed to in the project, as well as details on every task involved in the configuration and implementation of the project. Using this tool, progress can be monitored and the status of the project can be assessed by ND at any time (in addition to the weekly project meetings). The wiki is also an ideal medium for document control for the communication of things such as table and format specifications.

Interfaces and Integrations

The marketing module will integrate seamlessly with the AssetWorks SMS currently in place.

ND Expectations

AssetWorks believes that clients retain our services with the expectation that AssetWorks staff, as paid professional consultants, will perform the necessary tasks in a high quality manner to successfully complete the project on time.

We do, of course, view the client as an active participant and anticipate your assistance with the following:

Dedicated Application User – AssetWorks will channel communications, application functions and training procedures through this individual.

Procedural Protocol – AssetWorks will focus application functions to specifically benefit the client and the initiative based on established procedures.

Functional Training Facility – AssetWorks will conduct internet-based training in order to properly implement the solution as well as ensure that the client goals are reached.

Logistical and Scheduling Support – AssetWorks will need assistance from ND to coordinate project, training and roll-out schedules, communications with field personnel, and setting up training sites.

Procedures for Handling Change Orders

Change Management Change on any project is inevitable. The key is not eliminating change, but handling it effectively when it occurs. Since successful change management is such a vital part of any project, AssetWorks’ project management services clearly define this process, allowing all project participants to be confident of how to handle any adjustments, issues or new ideas that may come up in the course of their implementation.

The Change Management process begins when a member of the project team identifies an issue or new business need. The issue or need is qualified to determine the exact scope and priority, as well as to determine if an adjustment to the plan is indicated.

The technical, procedural and practical feasibility of making the adjustment is evaluated and it is determined whether or not the adjustment falls within the scope of the contracted services. If the adjustment falls within the scope of the contracted services, action will be assigned and taken according to the project priorities. If an adjustment is deemed to constitute a change to the contracted services, a formal Change Request Form is completed to properly scope, evaluate and execute the change, should the customer authorize it.

By following this model small adjustments can be made quickly, without unnecessarily complex paperwork, and more significant changes can be clearly defined, allowing the customer to make a truly informed decision on whether or not to proceed.

Any change to the proposed statement of work, particularly the implementation services, data conversion, interfaces, and application modifications, will be documented and follow the same procedures for new enhancements.

The following requests during implementation would result in AssetWorks preparing a change order to be reviewed by the customer:

Request for Functionality which would require the purchase of an additional module

Proposed changes to workflow management within the application

Proposed changes to interfaces already established within the statement of work

Proposed changes to the application already established within the statement of work

Requested changes to functionality and/or workflow that has already been developed, implemented, and accepted by the customer during the testing phase of that aspect of the system.

For instance, any software modification, interface or conversion plan will be included in a functional specification developed by AssetWorks. AssetWorks will work with the customer to understand the specific requirements and will create a detailed functional specification. Each specification will be reviewed with the Project Team with the final action item being a ND sign-off so that the changes can procedure to a development stage. Once development has been completed, any software changes will pass through a detailed quality assurance phase. Once delivered to ND, AssetWorks will review the changes that will conform to the ND’s approved specifications. Upon testing and review, AssetWorks will secure a sign-off on the final software changes. Unless mutually agreed upon by both parties, change orders are to be delivered after the primary implementation has been completed.

Sole Source Provider AssetWorks is the author, owner, distributor and sole source provider of Asset & Surplus Management

Software, professional services and maintenance services for the Asset Management family of products which includes AMS, SMS, and Scan & Validate.

AssetWorks is solely authorized or certified to provide this service.

Hours of Operation

The AssetWorks Support department is available between the hours of 8:00 AM and 5:00 PM, Central

Time, Monday through Friday.

AssetWorks Support Services Overview AssetWorks’ goal is to provide world-class customer support on which our customers can consistently depend. Our customer support, engineering, and quality assurance departments are managed jointly, so that our support personnel are always well informed of new product functionality and issues can be quickly resolved.

AssetWorks offers a variety of support tools to ensure successful utilization of our applications. All screens include context sensitive help. Click on the help link on a particular screen, and the system displays content describing that screen and explaining any processes involved.

AssetWorks also includes “Getting Started” guides and tutorials to help new users navigate the system. The Sign-In screen contains a “Need help signing in?” link that users can click to get assistance if they forget their username or password.

Users can request support or ask questions from within the application by clicking on the “Support” link available on every page. This feature immediately notifies support representatives by placing the request in a queue for the next available rep. The support team usually answers requests within a few minutes. Depending on the nature of the issue, answers can be in the form of return email or direct calls to the user.

Lastly, users can simply pick up the phone and call a toll free number for telephone-based technical support. However, in our experience most end-user questions are procedural in nature and are usually best answered by a subject matter expert (SME) within the customer’s organization. If that SME is unable to answer the question or if the question is technical in nature, the support can be transferred to

AssetWorks.

In summary, system, application, and user support is available in the following formats:

Context Sensitive Help that includes the ability to add internal procedures in the format of documents and/or video tutorials

Getting Started Guides and On-line Documentation

Embedded Application Email Support

Toll Free Telephone Support Lines