The URL can be used to link to this page

Home My WebLink About2015-01-13 - AGENDA REPORTS - AWRD ACCELA CNTR-DEV PERMIT SY (2)0 �A CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval: Item to be presented by: January 13, 2015 Carmen Magana Agenda Item: 6 AWARD OF CONTRACT TO ACCELA, INC. FOR THE UPGRADE OF THE CITY'S DEVELOPMENT PERMITTING SYSTEM Administrative Services RECOMMENDED ACTION City Council: Award a five-year contract to Accela, Inc. (Accela) for the upgrade of the City's permitting system, inclusive of $1,040,281 in one-time system configuration and implementation, $50,000 in project contingency, and $541,166 in licensing costs, commencing with year three of this agreement ($175,084 in Fiscal Year 2016-17; $180,336 in Fiscal Year 2017-18; and $185,746 in Fiscal Year 2018-19), for a total contract not to exceed $1,631,447. 2. Appropriate funding in the amount of $1,090,281 from the Technology Replacement Fund (720) to Info Resources/Computer Replacement Expenditure Account 12203-5161.001. Appropriate expenditure budget in Technology Services account 12200-5161.001 for annual licensing costs of $175,084 in Fiscal Year 2016-17; $180,336 in Fiscal Year 2017-18; and $185,746 in Fiscal Year 2018-19. 3. Authorize the City Manager or designee to execute all contracts and associated documents, contingent upon the appropriation of funds by the City Council in the annual budget for such Fiscal Year, and execute all documents subject to City Attorney approval. BACKGROUND The City's permitting system was originally acquired in 1999. The permitting system is a comprehensive database which tracks, on a parcel -by -parcel basis, all buildings, building improvements, land -use history, development activity, and any related development fees. Furthermore, pertinent to the day-to-day functions performed by staff, the permitting system automates the issuance of building and development permits, calculates and tracks the collection APPROVED Page I Pg. 30 0 of development fees, records inspection information, and houses all of the information needed for development, planning, and building processes. Since its acquisition in 1999, the permitting system has exceeded its useful life and lacks functionalities found in modern-day solutions, turning simple tasks into significant work efforts requiring hours of staff time and attention. Additionally, the system is no longer supported by the vendor; therefore, should an issue with the software arise, the City would not receive vendor support. Consequently, staff recommends an upgrade of the City's permitting system. As the City's infrastructure continues to grow in size and age, a need for a system to track the City's assets has also been identified. The proposed upgraded product offers a centralized solution to manage the replacement and maintenance of capital assets such as equipment, vehicles, street signs, park -related amenities including irrigation controllers and mowers, and City -maintained street trees. As currently managed, there are several separate in-house systems to track assets; however, organizationally, a comprehensive asset management system is expected to yield work -flow efficiencies. In looking for a solution to the outdated permitting system during the past year, a team of internal stakeholders from Building and Safety, Development Services, Planning, Public Works, and Technology Services evaluated multiple systems. This evaluation included vendor demonstrations from four primary vendors offering permitting and asset management solutions. After thorough assessment, the evaluation team narrowed their consideration to an upgrade of the City's existing system. The evaluation team also met with staff from other municipalities who are using or transitioning to the vendor's upgraded system to discuss their use of the system. The cities of Torrance, Rancho Cucamonga, and Santa Monica are transitioning to the upgraded system and have been pleased with the transition process. The City's evaluation team also visited Santa Barbara and Ventura County, who demonstrated the upgraded system and provided positive feedback on the upgraded system's performance and vendor support. In lieu of conducting a formal bid process, staff believes it is appropriate to award this contract as a single -source procurement. Section 3.12.270 (D) of the Municipal Code states that the formal bid process is waived for the purchase of information technology goods or services. The Municipal Code, Section 3.12.270 (F), also provides the Gity Council with the ability to enter into a contract on a single -source basis where the circumstances provide substantial justification. In this instance, Accela, Inc. (Accela) is the parent company of the City's permitting system and the system identified by organizational stakeholders as the superior permitting system solution. Accela also has the operational expertise and successful track record with other public agencies of completing the process of upgrading their legacy permitting system to the automation permitting system product. This is important, as the City's permitting database maintains a considerable amount of data which is operationally vital to ensure business continuity. Selecting a vendor who is familiar with the City's system and has quantifiable experience upgrading other agencies warranted significant consideration in our overall evaluation process. While Accela is able to provide the City with General Service Administration (GSA) schedule Page 2 Packet Pg. 31 pricing, by classifying this as a single -source procurement, Accela can provide pricing for licensing costs which is better than GSA and currently offered licensing fees, and enter into a five-year agreement to provide cost certainty. Under the GSA schedule, Accela may only execute one-year contracts. Key system features and functionalities of Accela automation include: • Automated work flows to provide a streamlined experience for applicants and internal users. • Integrated electronic document review tied to parcel information. • Web -based system, allowing for remote management from any location/device with connectivity. • Inspector mobile application for signing off inspections onsite. • Ability to create online permits with the click of a button. • Ability to integrate Community Preservation cases to keep track of any issues that need to be addressed prior to any new permitting. Project Timeline The proposed timeline for this project will consist of over 30 deliverables over two phases - deployment of an asset management and upgrade of the permitting system. The vendor will provide a dedicated project manager who would interface directly with the City's project manager during the implementation process. The implementation plan, detailed in the attached "Statement of Work" section, consists of the following steps across an approximate period of 18 months: 1. Initiation (Project kick-off, review of goals, and plan project.) 2. Analysis (Analyze and design project solutions and business practices.) 3. Solution Foundation (Configure system and data migration.) 4. Build (Develop solutions and customization.) 5. Readiness (Test, train, and prepare to go live.) 6. Deploy (Go -live and post -production support.) The asset management implementation would constitute the first phase with an estimated timeline requiring 4 to 6 months for completion. The permitting system project phase will commence concurrently with phase one and require an estimated timeline of 18 months for completion. The $50,000 project contingency will allow for unforeseen costs due to timeline extensions or possible program enhancements not included in the original statement of work. ALTERNATIVE ACTION 1. Do not award a contract to Accela, Inc. 2. Other action as directed by the City Council. Page 3 Packet Pg. 32 FISCAL IMPACT Replacement of the permitting system has been previously identified and planned as part of the City's 10 -year Technology Replacement Forecast. Upon approval of the recommended action, funds in the amount of $1,090,281 will be appropriated from the Technology Replacement Fund (720). The Technology Replacement Fund is a restricted fund and is limited for use on the replacement of the City's computer software and equipment. Annual licensing, support, and maintenance costs for this system are estimated to be $175,084 in year three, $180,336 in year four, and $185,746 in year five. ATTACHMENTS Pricing Subscription available in the City Clerk's Reading File Subscription available in the City Clerk's Reading File Svc Agreement available in the City Clerk's Reading File Statement of Work available in the City Clerk's Reading File Page 4 Packet Pg. 33 Single Implementation Project Contracts Execution January 2015 City of Santa Clarita Implementation Estimate Accela Land Management and Asset Management November 26, 2014 Accela Software Modules - Automation Land Management, Asset Management Add -Ons- GIS, Accela Mobile Office, Accela Citizen Access Implementation / Migration Assumptions/ Detail Deliverables Listed in SOW 1. 1S Asset Types 2. 75 Work Order Types 3. 50 Tasks 4. 50 Service Request Record types S. All Assets sync'ed are coming from GIS and no data cleanup is necessary 6. No more than 120 hours of scripting 7. Upgrade 30 Tidemark Case Types. Description of Work Estimated Hours Estimated Cost Configuration Analysis and Configuration of 30 Records in Accela Automation from Tidemark Case Types 1300 $ 234,000.00 Configuration and Analysis for Assets (See Assumptions above) 400 $ 72,000.00 Interfaces (1 Interface) 80 $ 14,400.00 History Data Conversion to AA (2 Sources) 320 $ 57,600.00 Standard APO Conversion 80 $ 14,400.00 EMSE (Event Management System Engine) 120 $ 21,600.00 Standard LP Conversion 60 $ 10,800.00 Reports - 30 (15 Medium and 15 Low) 360 $ 64,800.00 Install of Accela Automation Suite 60 $ 10,800.00 Training - 12 Days 96 $ 17,280.00 Project Management - 18 Months 624 $ 112,320.00 UAT (User Acceptance Testing Phase 1) 160 $ 28,800.00 UAT (User Acceptance Testing Phase 2) 160 $ 28,800.00 Kick-off 40 $ 7,200.00 Go Live Support Phase 1 and Tranistion to CRC 160 $ 28,800.00 Go Live Support Phase 2 160 $ 28,800.00 Laser Fiche Interface 55 $ 9,900.00 Accela Mobile Office 80 $ 14,400.00 Accela GIS (Includes sync for Assets) 160 $ 28,800.00 Accela Citizen Access 80 $ 14,400.00 EDR 64 $ 11,520.00 Implementation Services Total 4619 $ 831,420.00 Estimated Travel Fees Total $ 99,770.40 Total Price - Services and Travel $ 931,190.40 Expenses: 1. GSA rates will be used, which is $133 / night for hotel before tax and $71 / day for meals. 2. GSA rates were taken from GSA website: http://www.gsa.gov/portal/category/100120 3. The expense allocation is an estimate of 12% of the total project cost. It is assumed that the expenses will 6.a Packet Pg. 34 City of Santa Clarita g,y Civic Platform Subscription Cost Based on Contract Execution By January 15, 2015 V a Accels Civic Platform Proposed Pricing Product qty Unit Cost Ust Total List Cost Discount % Total with Discount Accela Automation- Subscription User 30 $ 1,788.00 $ 53,640.00 Inlcudes GIS and Accela Mobile Office 7.5 $ 49,617.00 Accela Citizen Access -Subscription Population 177,601 $ 0.03 $ 5,328.03 7.5 $ 4,928.43 Initial User License Subscription $ 58,968.03 $ 54,545.43 Year 2 prepay $ 54,545.43 Total Year l subscription Fee (at time of signing) $ 109,090.86 Year 3 Extended Pricing with 5% Discount - Civic Platform - 70 users Product Qty Unit Cost List Total List Cost Discount % Total with Discount Year 3 - 70 Additional Subscription Users 70 $ 1,788.00 $ 125,160.00 5 $ 118,902.00 Year 3 Annual Renewal Subscription Fee with 3% uplift from year 1 amounts Accela Citizen Access- Subscription Population 177,601 $ 0.03 $ 4,928.43 3% Uplift $ 5,076.28 Accela Civic Platform 30 $ 49,617.00 3% Uplift $ 51,105.51 Total Year 3 Annual Subscription Fee w/ additional users $ 175,083.79 Summary 5 year term agreement 2 year prepay - 3% locked annual renewal uplift rate 2 year prepay - At Signing $ Year 2 - paid Year 3 - includes added users and renewal uplift $ Year 4 -Annual renewal $ Year S - Annual renewal $ Total Estimated 5 Year Subscription $ 109,090.86 0 175,083.79 180,336.30 185,746.39 650,257.34 V a M Accela Better govar nmrm through cmc engagement Bill To: Santa Clarda, CA 23920 Valencia Blvd Suite 295 Santa Cladta, CA 91355 USA Payment Terms Payment Tenn: Net 30 PO Required: PO Number: Billing Method: Attn: Ryan Drake SOF Number: 0-02208 Date: October 2, 2014 Customer: Santa Clarita, CA Subscription Agreement: Version 0114a Proposed By: David Avila Ship To: Santa Giants, CA 23920 Valencia Blvd Suite 295 Sarna Clarda, CA 91355 USA Billing: Annual Service Start Date: February 1, 2015 Service End Date: January 31, 2020 No. of Annual Terms: 5 Other Terms & Conditions • Agency will be responsible for payment or reimbursement to Accela, Inc. any and all federal, state, provincial and local taxes and duties that are applicable, except those based on Accela's net income. • If the Agency requires additional on-site assistance, a separate estimate and Statement of Work will be provided. • Annual Subscription fees do not include hardware or equipment. Please contact your selected hardware vendor for additional hardware or software costs. • Annual subscription fees for years three through five will not increase by more than 3%. • Customer is entitled to a 5% discount on additional subscriptions purchased eluding the initial five year term. • Within thirty (30) calendar days following the end of its final Subscribed Services term, Customer may request that Accela provide a complete copy of Customer's data and database schema, as updated or modified by Customer's use of the Subscribed Services, at no additional charge. Alternative Terms Disclaimed. The parties expressly disclaim any alternative terms and conditions accompanying drafts and/or purchase orders issued by Customer. Subscription PART DESCRIPTION CITY UNIT PRICE EXTENDED NET PRICE SS10APFMSAS0002 Accela Civic Platform - Subscription User Standard 30 USD 1,788.0000 USD 53,640.00 USD 49,617.00 SSI0AACAPOP0002 Accela Citizen Access - Subscription population 177,601 USD 0.0300 USD 5,328.03 USD 4,937.31 Subtotal USD 58,958.03 Annual Subscription Total Two Year Pre -Paid Subscription Total USD $54,554.31 USD $98,934.31 Customer Print Name Fax: Attn. of Contracts Administration at (925) 407-2722. Email: conlractsadmin@accela.com Mail To: Accela, Inc. 2633 Camino Ramon, Suite 500, Bishop Ranch 3, San Ramon, CA 94583 Accela, Inc. Print THANK YOU FOR YOUR BUSINESS! Page I of I ACCELA SUBSCRIPTION TERMS AND CONDITIONS Version 102114a 1. As used herein, "Accela" refers to Accela, Inc. and "Customer" refers to the subscribing customer designated on the attached Order. Accela and Customer are collectively designated as the "Parties". 2. These Subscription Terms and Conditions ("Terms") are effective upon execution of the Order by Customer and are for the exclusive benefit of the Parties. Nothing herein will be construed to create any benefits, rights, or responsibilities in any other parties. 3. Customer's subscription term commences on the date Accela provides appropriate access credentials to Customer's designated technical contact, indicating that the application services identified in the Order ("Subscribed Services") are available for Customer's subscription use. Said date is Customer's "Service Date" for purposes of designating the start of any subscription term. 4. Subscription terms are twelve (12) calendar months in duration. At the end of Customer's subscription term or, if a multi -term subscription is indicated on the Order, the last of Customer's subscription terms, Customer's subscription will renew for an additional term. The per-unit pricing during said additional term will be the same as the prior term's annual fees unless Accela notifies Customer otherwise not less than sixty (60) calendar days prior to the end of said prior term. Any price increase will be effective at the start of the renewal term. No such price increase will exceed seven percent (7%) of the prior term's annual pricing. Customer may opt -out from said automatic renewal by providing written notice to Accela not less than sixty (60) calendar days prior to the Service Date anniversary which begins the renewal term. During said sixty-day period, Customer may decrease the number of users for which it has subscribed; said decrease will be effective during the next subscription term, Customer may not decrease its number of subscribed users at any other time during a subscription term. At any time during a subscription term, Customer may increase its number of subscribed users by submitting an order to Accela and paying the fees associated with the increase. Such fees will be calculated as the pro -rata remaining portion of the subscription term, rounded -up to the nearest full month. 5. In exchange for its use of the Subscribed Services, Customer will pay to Accela the amounts indicated in the Order. Said amounts are based on services purchased and not actual usage; payment obligations are non -cancelable and fees paid are non- refundable, except as otherwise specirlically-provided herein. Unless otherwise stated, such fees do not include any taxes, levies, duties or similar governmental assessments of any nature, including but not limited to value-added, sales, use or withholding taxes, assessable by any local, state, provincial, federal or foreign jurisdiction ("Taxes"). Customer is responsible for paying all Taxes associated with its purchases hereunder. If Accela has the legal obligation to pay or collect Taxes for which Customer is responsible, the appropriate amount will be invoiced to and paid by Customer, unless Accela is provided with a valid tax exemption certificate authorized by the appropriate taxing authority. Accela is solely responsible for taxes assessable against it based on its income, property and employees. 6. The Subscribed Services are protected under the laws of the United States and the individual states and by international treaty provisions. Accela retains full ownership in the Subscribed Services and grants to Customer a limited, nonexclusive, nontransferable right to use the Subscribed Services, subject to the following terms and conditions: a) The Subscribed Services are provided for use only by Customer employees and to the extent of their duties for Customer, Customer's agents, contractors and officials; b) Customer may not make any form of derivative work from the Subscribed Services, although Customer is permitted to develop additional or alternative functionality for the Software using tools and/or techniques provided to Customer by Accela; c) Customer may not obscure, alter, or remove any confidentiality or proprietary rights notices; d) Customer may use the Subscribed Services only to process transactions relating to properties within both its own geographical and political boundaries and may not sell, rent, assign, lend, or share any of its rights Accela Subscription Terms and Conditions (Version 102114a Page 1 of 4 hereunder; e) Customer is responsible for all activities conducted using its user credentials and for its users' compliance with the provisions of these Terms; and f) All rights not expressly granted to Customer are retained by Accela. Accela will make the Subscribed Services available to Customer pursuant to these Terms during a subscription term. Customer agrees that its purchases hereunder are neither contingent on the delivery of any future functionality or features nor dependent on any oral or written public comments made by Accela regarding future functionality or features. 7. Accela warrants that it has full power and authority to agree to these Terms and that, as of the effective date hereof, the Subscribed Services do not infringe on any existing intellectual property rights of any third party. If a third party claims that the Subscribed Services do infringe, Accela may, at its sole option, secure for Customer the right to continue using the Subscribed Services or modify the Subscribed Services so that these do not infringe. Accela will have the sole right to conduct the defense and will defend any legal action and conduct all negotiations for its settlement or compromise. 8. Accela has no obligation for any claim based upon a modified version of the Subscribed Services, where such modifications were not made or authorized by Accela, or the combination or operation of the Subscribed Services with any product, data, or apparatus not provided by Accela. Accela provides no warranty whatsoever for any third -party hardware or software products. Except as expressly set forth herein, Accela disclaims any and all express and implied warranties, including but not limited to warranties of merchantability and fitness for a particular purpose. 9. The Subscribed Services will be hosted by Accela on Accela-owned equipment at a physically -secure commercial third -party hosting facility. Accela will perform system administration duties as required to maintain the service levels described below and to facilitate timely restoration of Customer's data and operations, if necessary, following unanticipated interruptions of the Subscribed Services. Accela will implement suitable network security measures to minimize the likelihood of unanticipated interruptions of the Subscribed Services. 10. Accela will endeavor to provide Customer with no less than twenty-four (24) hours' notice prior to Subscribed Services unavailability due to planned maintenance (other than during Accela's standard maintenance window between the hours of 9:00 PM [21:00] Thursday and 1:00 AM [1:00) Friday Pacific time); Accela will endeavor to provide as much notice as is practicable under the circumstances for updates and fixes which may be applied on a more urgent basis. Accela will provide five (5) business days' notice prior to any planned network, server hardware, operating environment, or database modifications of a material nature. 11. Excluding the foregoing events, Accela warrants that the Subscribed Services will be available no less than ninety-nine point nine percent (99.9%) of each calendar month. For each month during which the availability of the Subscribed Services does not achieve the established standard, Accela will provide a credit to Customer's account as calculated pursuant to Section 12 below, provided that the substandard availability is timely identified by Customer in writing and can be objectively verified. Credits accumulated pursuant to this Section may be applied to additional Accela products and/or services, but will not be refunded to Customer. 12. The performance requirements for the Subscribed Services, excluding planned maintenance downtime, are below. Uptime is calculated on a calendar month basis as U=0/(M-P)*100, where U is Uptime, 0 is the amount of operational uptime for the Subscribed Services during a given month, M is the number of minutes in the month, and P is the number of minutes of planned downtime during the month. Credits are calculated on pro -rated monthly fees. Uptime Credit ?99.90/0 None <99.9% but ?99.0% 15% <99.0%but ?95.0% 35% <95.0% 100% 13. In support of the Subscribed Services, Accela will provide Customer with a) a telephone number to contact the Customer Resource Center (CRC), Accela's live technical support facility, which is available from 4:00 a.m, until 6:00 p.m. Pacific time Monday through Friday, excluding Accela's observed holidays; b) one or more electronic mail addresses to Accela Subscription Terms and Conditions (Version 102114a Page 2 of 4 which Customer may submit routine or non-critical support requests, which Accela will address during its regular business hours; and c) access to archived software updates and other technical information in Accela's online support databases, which are continuously available. Where support is needed to address non-functioning orseriously impaired Services and there is no reasonable workaround available, Accela will promptly respond to the support request and use commercially reasonable efforts to provide updates toward resolution of the issue. 14. The following are not covered by these Terms, but may be separately available at rates and on terms which may vary from those described herein: a) Services required due to misuse of the Subscribed Services; b) Services required by Customer to be performed by Accela outside of Accela's usual working hours; c) Services required due to external factors including, but not necessarily limited to, Customer's use of software or hardware not authorized by Accela; or d) Services required to resolve or work -around conditions which cannot be reproduced in Acoela's support environment. 15. Customer warrants that it owns or has been authorized to provide the data to Accela. Customer retains full ownership of said data and grants to Accela a limited, nonexclusive, nontransferable license to use said data only to perform Accela's obligations in accordance with these Terms. 16. Throughout the term of the agreement, upon the request of Customer, Accela will provide Customer with: (i) a copy of its data in a database dump file not more than once per calendar quarter, ; (ii) an APO property conversion upload, not more than twice per annual term, and (iii) a Crystal Report placement not more than ten (10) times per annual term. Within thirty (30) calendar days following the end of its final Subscribed Services term ("End of Term"), Customer may request that Accela provide a complete copy of Customer's data and associated documents, as updated or modified by Customer's use of the Subscribed Services, in a database dump file format. Accela will comply in a timely manner with such request, provided that Customer a) pays all costs of and associated with such copying, as calculated at Accela's then -current time -and -materials rates; and b) pays any and all unpaid amounts due to Accela. 17. Subject to the limitations of Section 6, Customer may authorize access to the Subscribed Services by creating unique user names and passwords ("Login") up to the number of users indicated in the Order. 18. Each Login must be assigned to a single individual and may not be shared or used by more than one such user. Customer may reassign any Login to another individual, provided that such reassignments do not circumvent the "single individual" requirement described in this Section. 19. Customer acknowledges that transmissions and processing of Customer's electronic communications are fundamental to Customer's use of the Subscribed Services. Customer further acknowledges that portions of such transmissions and processing may occur within various computer networks not owned or operated by Accela. Customer agrees that Accela is not responsible for any delays, losses, alterations, interceptions, or storage of its electronic communications which occur in computer networks not owned or operated by Accela. 20. Either party may end Customer's access to the Subscribed Services if the other materially breaches these Terms and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination for cause by Customer, Accela will refund any prepaid subscription fees covering the remainder of the subscription term after the effective date of termination. 21. "Disclosing Party" and "Recipient" refer respectively to the party which discloses information and the party to which information is disclosed in a given exchange. Either Accela or Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular communication or transfer of information. "Confidential Information" means all disclosed information relating in whole or in part to non-public data, proprietary data compilations, computer source codes, compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation or workflow diagrams, financial records or information, client records or information, organizational or personnel information, business Accela Subscription Terms and Conditions (Version 102114a Page 3 of 4 plans, or works -in -progress, even where such works, when completed, would not necessarily comprise Confidential Information. The foregoing listing is not intended by the Parties to be comprehensive, and any information which Disclosing Party marks or otherwise designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information. Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written, graphic, and/or machine-readable formats. Regardless of presentation format, such information will be deemed and treated as Confidential Information. Notwithstanding, the following specific classes of information are not "Confidential Information" within the meaning of this Section: a) information which is in Recipient's possession prior to disclosure by Disclosing Party; b) information which is available to Recipient from a third party without violation of this Section or Disclosing Party's intellectual property rights; c) information which is in the public domain at the time of disclosure by Disclosing Party, or which enters the public domain from a source other than Recipient after disclosure by Disclosing Party; d) information which is subpoenaed by governmental or judicial authority; and e) information subject to disclosure pursuant to a state's public records laws. Recipient will protect the confidentiality of Confidential Information using the same degree of care that it uses to protect its own information of similar importance, but will in any case use no less than a reasonable degree of care to protect Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any part thereof to any third party without Disclosing Party's advance express written authorization to do so. Recipient may disclose Confidential Information only to its employees or agents under its control and direction in the normal course of its business and only on a need -to -know basis. In responding to a request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion and in a manner not inconsistent with applicable laws, to protect the Confidential Information to the fullest extent possible. 22. ACCELA WILL, AT ALL TIMES DURING THE AGREEMENT, MAINTAIN APPROPRIATE INSURANCE COVERAGE. TO THE EXTENT NOT OFFSET BY ITS INSURANCE COVERAGE AND TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAWS, IN NO EVENT WILL ACCELA'S CUMULATIVE LIABILITY FOR ANY GENERAL, INCIDENTAL, SPECIAL, COMPENSATORY, OR PUNITIVE DAMAGES WHATSOEVER SUFFERED BY CUSTOMER OR ANY OTHER PERSON OR ENTITY EXCEED THE FEES PAID TO ACCELA BY CUSTOMER DURING THE TWELVE (12) CALENDAR MONTHS IMMEDIATELY PRECEDING THE CIRCUMSTANCES WHICH GIVE RISE TO SUCH CLAIM(S) Of LIABILITY, EVEN IF ACCELA OR ITS AGENTS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 23. If Accela is delayed in its performance of any obligation hereunder due to causes or effects beyond its control, Accela will give timely notice to Customer of such circumstances and will act in good faith to resume performance as soon as practicable. 24. Accela may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets. 25. The Parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase orders issued by Customer. 26. Section 5 will survive the End of Term for so long as is required to complete collection of unpaid amounts. The limitations and waivers described in Sections 8, 19, 22, and 27 will survive the End of Term. Section 12 will survive the End of Term for a period of thirty (30) calendar days. Section 16 will survive the End of Term for a period of thirty (30) calendar days or for so long as is required for Accela to complete its response to a Customer request made during said thirty -days period. Section 21 will survive the End of Term for a period of two (2) years. With the exceptions of the foregoing surviving sections, the remainder of these Terms will terminate at the End of Term. 27. If any particular provision of these Terms is determined to be invalid or unenforceable, that determination will not affect the other provisions, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of these Terms will be effective unless it is described in writing and signed by the Parties. Accela Subscription Terms and Conditions (Version 102114a Page 4 of 4 SERVICES AGREEMENT 1. Parties ACCELA Accela, Inc. 2633 Camino Ramon, Suite 120 Bishop Ranch 3 San Ramon, California 94583 Attention: Contracts Administration T: 925.659.3200 F: 925.407.2722 e -Mail: contractsadmin@accela.com CUSTOMER City of Santa Clarita Address: 23920 Valencia Blvd. Suite 290 Santa Clarita, California 91355-1435 Attention: Carmen Magana T: 661.255.4997 F: 661.284.1435 e -Mail: cmagna@santa-clarita.com This Services Agreement ("SA") is intended for the exclusive benefit of the Parties; nothing herein will be construed to create any benefits, rights, or responsibilities in any other parties. 2. Term and Termination 2.1 Term Provided that Customer signs and returns this SA to Accela , this SA is effective as of the date of Customer's signature ("Effective Date") and will continue until completion of the services deliverables described herein. 2.2 Termination Either party may terminate if the other party materially breaches this SA and, after receiving a written notice describing the circumstances of the default, fails to correct the breach within thirty (30) calendar days. Upon any termination or expiration of this SA, all rights granted to Customer are cancelled and revert to Accela. 3. Professional Services Accela will provide the implementation, data conversion, and/or training services ("Professional Services") described in the Statement of Work ("SOW") attached hereto as Exhibit A. 3.1 Warranty Accela will commence and complete the Professional Services in a good and workmanlike manner, consistent with the practices and standards of care generally -accepted within and expected of Accela's industry. 3.2 Customer Cooperation As required, Customer agrees to provide Accela with appropriate access to Customer's facilities, personnel, data systems, and other resources. Customer acknowledges that the implementation process described in this SA is cooperative in nature and that Customer must complete its designated tasks in a timely manner in orderfor Accela to proceed with and complete the Professional Services. Customer delays during the implementation period may have adverse collateral effects on Accela's overall work schedule. Although Accela will use its best efforts to immediately resume work following such a delay, Customer acknowledges that schedules for the Professional Services may be delayed by more than the number of days delayed by Customer. Customer agrees that if additional time is required to complete the Professional Services because of Customer delays, such time will be charged to Customer at Accela's then -current time -and -materials rates. 3.3 Compensation 3.3.1 Implementation Fees In exchange for the Professional Services, Customer will pay to Accela the amounts indicated in Exhibit A according to the billing events schedule described therein. The pricing set forth herein reflects information generally known to Accela, supplied to Accela by Customer, and based on Accela's interpretation of the work to be performed. In addition to such amounts, Customer will reimburse Accela for airfare, travel time, lodging, rental Services Agreement (SA), Version 03172011 Page 1 of 5 transportation, meals, and other miscellaneous expenses at current rates. Customer will reimburse Accela for data communications charges at the flat, per -day rate specified in Exhibit A. Upon Customer request, Accela will provide scanned or copied receipts of other appropriate documentation supporting claimed expenses and other charges. 3.3.2 Payment Terms Amounts are quoted in United States dollars and do not include applicable taxes, if any. Customer will be responsible for payment of all federal, state or provincial, and local taxes and duties, except those based on Accela's income. If Customer is exempt from certain taxes, Customer will provide Accela with an appropriate certificate of exemption. Customer will be invoiced for all amounts upon occurrence of the billing events described in Exhibit A. The payment terms of all invoices are net thirty (30) calendar days from the dates of the invoices. Accela may, at its sole discretion, suspend its obligations hereunder without penalty until payments for all past -due billings have been paid in full by Customer. 4. Confidentiality 4.1 Definitions "Disclosing Party" and "Recipient" refer respectively to the party which discloses information and the party to which information is disclosed in a given exchange. Either Accela or Customer may be deemed Disclosing Party or Recipient depending on the circumstances of a particular communication or transfer of information. "Confidential Information" means all disclosed information relating in whole or in part to non-public data, proprietary data compilations, computer source codes, compiled or object codes, scripted programming statements, byte codes, or data codes, entity -relation or workflow diagrams, financial records or information, client records or information, organizational or personnel information, business plans, or works -in -progress, even where such works, when completed, would not necessarily comprise Confidential Information. The foregoing listing is not intended by the Parties to be comprehensive, and any information which Disclosing Party marks or otherwise designates as "Confidential" or "Proprietary" will be deemed and treated as Confidential Information. Information which qualifies as "Confidential Information" may be presented to Recipient in oral, written, graphic, and/or machine-readable formats. Regardless of presentation format, such information will be deemed and treated as Confidential Information. Notwithstanding, the following specific classes of information are not "Confidential Information" within the meaning of this Section: a) information which is in Recipient's possession prior to disclosure by Disclosing Party; b) information which is available to Recipient from a third party without violation of this SA or Disclosing Party's intellectual property rights; c) information disclosed pursuant to Subsection 4.4 below; d) information which is in the public domain at the time of disclosure by Disclosing Party, or which enters the public domain from a source other than Recipient after disclosure by Disclosing Party; e) information which is subpoenaed by governmental or judicial authority; and f) information subject to disclosure pursuant to a state's public records laws. 4.2 Confidentiality Term The obligations described in this Section commence on the Effective Date and will continue until two (2) years following any termination or expiration of this SA ("Confidentiality Term"). 4.3 Confidentiality Obligations During the Confidentiality Term, Recipient will protect the confidentiality of Confidential Information using the same degree of care that it uses to protect its own information of similar importance, but will in any case use no less than a reasonable degree of care to protect Confidential Information. Recipient will not directly or indirectly disclose Confidential Information or any part thereof to any third party without Disclosing Party's advance express written authorization to do so. Recipient may disclose Confidential Information only to its employees or agents under its control and direction in the normal course of its business and only on a need -to -know basis. In responding to a request for Confidential Information, Recipient will cooperate with Disclosing Party, in a timely fashion and in a Services Agreement (SA), Version 03172011 Page 2 of 5 manner not inconsistent with applicable laws, to protect the Confidential Information to the fullest extent possible. 4.4 Publicity During the term of this SA, including the term of any amendment hereto, Accela may publicly disclose its ongoing business relationship with Customer. Such disclosures may indicate Customer's identity and the Accela product(s) and services provided or contracted to be provided to Customer. These disclosures may include press releases or other communications to media, display on Accela web sites, or use in other marketing activities, but will not include non-public information or indicate Customers express endorsement of Accela's products or services without Customer's prior written authorization. 5. Other Terms and Conditions 5.1 Mutual Indemnification Accela agrees to indemnify, defend, and hold Customer and its officers, agents, and employees harmless against any claims, suits, or damages arising out of physical property damage or bodily injury caused by the negligence or misconduct of Accela or its employees or agents while the terms and conditions of this SA remain enforceable. Customer agrees to indemnify, defend, and hold Accela and its officers, agents, and employees harmless against any claims, suits, or damages arising out of physical property damage or bodily injury caused by the negligence or misconduct of Customer or its employees or agents while the terms and conditions of this SA remain enforceable. 5.2 Limitation of Liability Accela provides no warranty whatsoever for any third -party hardware or software products. Third -party applications which utilize or rely upon the Professional Services may be adversely affected by remedial or other actions performed pursuant to this SA; Accela bears no liability for and has no obligation to remedy such effects. Except as set forth herein, Accela provides all Professional Services .as is" without express or implied warranty of any kind regarding the character, function, capabilities, or appropriateness of such services or deliverables. To the extent not offset by its insurance coverage and to the maximum extent permitted by applicable laws, in no event will Accela's cumulative liability for any general, incidental, special, compensatory, or punitive damages whatsoever suffered by Customer or any other person or entity exceed the fees paid to Accela by Customer during the twelve (12) calendar months immediately preceding the circumstances which give rise to such claim(s) of liability, even if Accela or its agents have been advised of the possibility of such damages. 5.3 Insurance Coverage Accela will maintain insurance coverage at its sole cost and expense and will provide certificates of insurance to Customer if so requested. The insurance will not be cancelled or terminated without thirty (30) calendar days' advance written notice to Customer. 5.4 Force Maieure If either party is delayed in its performance of any obligation under this SA due to causes or effects beyond its control, that party will give timely notice to the other party and will act in good faith to resume performance as soon as practicable. 5.5 Dispute Resolution This SA is governed by the laws of the State of California. Any controversy or claim arising out of or relating to this SA, or the breach thereof, will be settled by arbitration administered by the American Arbitration Association under its Commercial Arbitration Rules, including the Emergency Interim Relief Procedures, and judgment on the award rendered by the arbitrator may be entered in any court having jurisdiction thereof. The place of arbitration will be Los Angeles County, California. Either party may apply to the arbitrator for injunctive relief until the arbitration award is rendered or the controversy is otherwise resolved. Either party also may, without waiving any remedy under this SA, seek from any court having jurisdiction any interim or provisional relief that is necessary to protect the rights or property of that party, pending the arbitrator's determination of the merits of the controversy. Each party will initially bear its own expenses and an equal share of the costs of the arbitration, but the prevailing party may be awarded its expenses, reasonable attorneys' fees, and costs. The failure of Services Agreement (SA), Version 03172011 Page 3 of 5 either party to object to a breach of this SA will not prevent that party from thereafter objecting to that breach or any other breach of this SA. 5.6 Assignment Accela may assign its rights and obligations hereunder for purposes of financing or pursuant to corporate transactions involving the sale of all or substantially all of its stock or assets. Accela may subcontract with qualified third parties to provide portions of the Professional Services described hereinabove. 5.7 Survival The following provisions will survive the termination or expiration of this SA: Section 3.3 and all subsections thereof, as to Customer's obligation to pay any fees accrued or due at the time of termination or expiration; Section 4 and all subsections thereof; and Section 5 and all subsections thereof with the exceptions of Subsections 5.1, 5.3, and 5.4. 5.8 Alternate Terms Disclaimed The parties expressly disclaim any alternate terms and conditions accompanying drafts and/or purchase orders issued by Customer. 5.9 Severabi(ity and Amendment If any particular provision of this SA is determined to be invalid or unenforceable, that determination will not affect the other provisions of this SA, which will be construed in all respects as if the invalid or unenforceable provision were omitted. No extension, modification, or amendment of this SA will be effective unless it is described in writing and signed by the Parties. ACCELA By: (Signature) Its (Title) Dated: (Month, Day, Exhibit Follows. CUSTOMER By: _ (Signature) (Print Name) Its Dated: _ (Month, Day, Year) END OF DOCUMENT Services Agreement (SA), Version 03172011 Page 4 of 5 EXHIBIT A Statement of Work (SOW) document follows this page. END OF DOCUMENT Services Agreement (SA), Version 03172011 Page 5 of 5 "�CCELA> Statement of Work City of Santa Clarita Version 6.0 04115/2014 © 2013 Accela Inc. Page 1 Statement of Work TABLE OF CONTENTS TABLE OF CONTENTS _._ 2 DOCUMENT CONTROL 4 OVERVIEW 5 SERVICES DESCRIPTION PURPOSE................................................................................................................................... PROJECT TIMELINE ..................................................................................................................— PROJECTMANAGEMENT............................................................................................................... CRITICAL SUCCESS FACTORS....................................................................................................... PROJECT ASSUMPTIONS............................................................................................................... WORK DESCRIPTION STAGE1 - INITIATION.................................................................................................................. DELIVERABLE 1: PROJECT INITIATION............................................................................................ DELIVERABLE 2: ACCELAAUTOMATION SETUP—CLOUD SUPPORT .................................................. STAGE2 —TO -BE ANALYSIS....................................................................................................... DELIVERABLE 3: TO -BE ANALYSIS SESSIONS—TIDEMARK UPGRADE .............................................. DELIVERABLE 4: To -BE ANALYSIS SESSIONS — ASSETS AND SERVICE REQUEST ......................... DELIVERABLE 5: TO -BE ANALYSIS DOCUMENT($) —TIDEMARK UPGRADE ........................................ DELIVERABLE 6: TO -BE ANALYSIS DOCUMENTS) —ASSETS AND SERVICE REQUEST ....................... STAGE 3 — SOLUTION FOUNDATION............................................................................................. DELIVERABLE 7: ACCELA AUTOMATION SOLUTION FOUNDATION—TIDEMARK UPGRADE ................... DELIVERABLE 8: ACCELA AUTOMATION SOLUTION FOUNDATION —ASSETS AND SERVICE REQUEST.. STAGE4 — BUILD ....................................................................................................................— DELIVERABLE 9: HISTORICAL DATA CONVERSION ANALYSIS - TIDEMARK ...................................... DELIVERABLE 10: HISTORICAL DATA CONVERSION DEVELOPMENT- TIDEMARK ............................. DELIVERABLE 11: HISTORICAL DATA CONVERSION ANALYSIS — MS ACCESS .................................. DELIVERABLE 12: HISTORICAL DATA CONVERSION DEVELOPMENT— MS ACCESS ............................ SYSTEMINTERFACES................................................................................................................... DELIVERABLE 13: SPECIFICATIONS DOCUMENT FOR APO............................................................... DELIVERABLE 14: DEVELOP APO INTERFACE................................................................................ DELIVERABLE 15: SPECIFICATIONS DOCUMENT FOR LICENSED PROFESSIONAL INTERFACE .............. DELIVERABLE 16: DEVELOP LICENSED PROFESSIONAL INTERFACE ................................................. DELIVERABLE 17: SPECIFICATIONS DOCUMENT FOR FINANCIAL INTERFACE ...................................... DELIVERABLE 18: DEVELOP FINACIAL EXPORT INTERFACE............................................................. DELIVERABLE 20: ACCELA ELECTRONIC DOCUMENT REVIEW CONFIGURATION .............. DELIVERABLE 21: EVENT MANAGEMENT SCRIPTING ASSISTANCE.................................................... DELIVERABLE 22: REPORT SPECIFICATIONS.................................................................................. DELIVERABLE 23: REPORT DEVELOPMENT..................................................................................... DELIVERABLE 24: ACCELA GIS CONFIGURATION............................................................................ DELIVERABLE 25: ACCELA CITIZEN ACCESS CONFIGURATION......................................................... DELIVERABLE 26: ACCELA MOBILE OFFICE CONFIGURATION.......................................................... DELIVERABLE 27: V360 USER EXPERIENCE................................................................................... STAGE 5 —READINESS ........................................................................................................... DELIVERABLE 28: ACCELA AUTOMATION SETUP— CLOUD PRODUCTOIN.......................................... DELIVERABLE 29: ADMINISTRATIVE AND TECHNICAL TRAINING........................................................ DELIVERABLE 30: DAILY USER TRAINING....................................................................................... DELIVERABLE 31: USER ACCEPTANCE TESTING (UAT) PHASE 1 ASSETS ........................................ DELIVERABLE 32: USER ACCEPTANCE TESTING (UAT) PHASE 2 TIDEMARK UPGRADE ..................... 5 ... 5 5 6 6 7 8 9 9 .10 .10 ........................12 ........................14 ........................15 ........................16 ........................16 ........................17 ........................17 ........................18 ........................19 .................19 ........................ 20 ........................ 21 ........................ 21 ........................ 22 ........................ 23 ........................ 23 ........................ 24 ........................ 25 ...................... 26 ..................... 27 ........................ 29 ........................ 30 an ® 2013 Accela Inc. Page 2 Statement of Work STAGE 6 - DEPLOY..................................................................................... DELIVERABLE 33: PRODUCTION SUPPORT— PHASE 1 ASSETS ........................... DELIVERABLE 34: PRODUCTION SUPPORT— PHASE 2 TIDEMARK UPGRADE ........ PAYMENT SCHEDULE ......................................... EXPENSES: ....................................................... CONTRACT SUM: ................................................ PROJECT RESOURCES AND LOCATION OF WORK WORK LOCATION .............................................. AGENCY RESOURCES ........................................ ACCELA RESOURCES ........................................ ............................................................... 38 .......................................................... 38 ............................................................... 39 ................................................................................................ 40 ................................................................................................ 41 ...................................... - ........................................................ 41 42 ................................................................................................ 42 ................................................................................................ 42 ................................................................................................ 43 APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY 47 IMPLEMENTATION LIFE CYCLE INITIATION ............................. ANALYSIS ............................. SOLUTION FOUNDATION ........ BUILD ................................... DEPLOY .......................................... 47 ............................................................................................................................. I . ............................................................................................................................. 47 ............................................................................................................................. 48 ............................................................................................................................. 48 -.1 .................................................................................................. 11 ............. 148 ..................................................................................................................... 48 APPENDIX B - DATA CONVERSION ASSUMPTIONS 50 GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS DATA CONVERSION ASSUMPTIONS................................................................. 50 50 APPENDIX C - DELIVERABLES ACCEPTANCE FORM _ 51 0 2013 Accela Inc. Page 3 Statement of Work i• of ► S► :• Date Author Version Change Reference 0910412013 Lary Cooper 1.0 1 st Versibn per pricing notes provided by David Avila 04/15/2014 David Feuer 2.0 2nd Version based on discussions with City between November 2013 to April 2014. 51412014 Cindy Sullivan 3.0 Review and edits on Acceptance Criteria 5/8/2014 Santa Clarita 4.0 Review and Mark Up 5/1012014 Cindy Sullivan 5.0 GIS Assets clarification. Update to Deliverable Acceptance criteria. Paypal Payflow, acceptable for merchant account. 5/14/2014 1 Cindy Sullivan 1 6.0 1 EDR added to Deliverables and Scope 0 2013 Accela Inc. Page 4 Statement of Work OVERVIEW Congratulations on your selection of Accela, Inc., and their enterprise suite of industry leading software. The implementation of Accela products is designed specifically to meet the speck requirements and budget defined by City of Santa Clarita ("Agency"). Accela will utilize a best practice Implementation Methodology, based on previous client interactions and industry knowledge, to promote a successful project that will meet the Agency's objectives. The following Statement of Work will detail how Accela Services will implement the software you have purchased, including the major milestones and deliverables that will ensure your success. Accela is committed to providing a superior software solution, and deployment of the software, for the current and future needs of the Agency. Accela will work with Agency staff to optimize Accela's portfolio of software, best practices, and customer experience to enable the Agency to successfully deploy its Accela Automation software and meet its functionality, timing and cost requirements. This Statement of Work ("SOW") dated April 15, 2014 sets forth a scope and definition of the consulting/professional services, work and/or project (collectively, the "Services") to be provided by Accela ("Accela") to Agency. SERVICES DESCRIPTION PURPOSE The purpose of this document is to detail the specific activities, deliverables, roles and responsibilities, and acceptance criteria that comprise the implementation of Accela Automation, Accela Citizen Access, Accela GIS, and Accela Mobile Office for the Agency. Accela will provide professional services for implementation of the above modules and products per the Work Description section detailed henceforth. The following Agency departments comprise the organization scope of the implementation described herein: • Permitting and Inspections • Planning • Code Enforcement • Engineering • Public Works PROJECT TIMELINE The term of this project is 18 months and 2 phases. Any delays leg, Change in staff Ievellavailability, missed deadlines) in the Project Timeline which by mutual agreement were created by the Agency will result in an increase in the duration of the project will require a Change Order to reimburse Accela for the additional costs associated with the delay, including but not limited to additional hours for project management, deliverable development and review. Delays will be managed in 20 day increments for project management time. In other words, each time 20 days have been lost in the project, one month of project management costs will be used for a change order. This cost will be $6,240 per month. Upon execution of this SOW, the parties will collaborate to determine a start date for Services to be rendered. Upon initiation of these Services, the Accela Project Manager will work with the Agency to collaboratively define a baseline project schedule. Given the fact that project schedules are working documents that change over the course of the project, the Accela Project Manager will work closely with Agency to update, monitor, agree, and communicate any modifications. Agency impacts to schedule may constitute a change order in scope, schedule andlor fee. This would be negotiated between Accela and Agency, as warranted. 2013 Accela Inc. Page 5 Statement of Work PROJECT MANAGEMENT Accela will provide a full time project manager for services throughout the implementation in order to plan and monitor execution of the project in accordance with deliverables outlined in the Statement of Work. To support the implementation of the Accela Automation software at the Agency, Accela will provide Project Management services throughout the project. Generally these services include the following: • Project plan management using Microsoft Project 2010, • Project document management using Microsoft SharePoint, • Issue log management and escalation, • Status reporting, • Change order management, • Project workspace management, • Resource management, • Executive project oversight and quality assurance. By mutual agreement, some project management tasks may be shared between the Accela Project Manager and the Agency Project Manager. CRITICAL SUCCESS FACTORS In order to successfully execute the services described herein, there are several critical success factors for the project that must be closely monitored and managed by the stakeholders. These factors are critical in setting expectations between the Agency and Accela, identifying and monitoring project risks, and promoting strong project communication. Knowledge Transfer — While Accela cannot guarantee specific expertise for Agency staff as a result of participating in the project, Accela will make all reasonable efforts to transfer knowledge to the Agency. It is critical that Agency personnel participate in the analysis, configuration and deployment of Accela Automation in order to transfer knowledge to the Agency. Once Post Production assistance tasks are completed by Accela Services, the Agency assumes all day-to-day operations of Accela Automation outside of the Support and Maintenance Agreement. The Service and Maintenance Agreement does not cover any Agency manipulation of implemented scripts, reports, interfaces and adapters. Key knowledge transfer areas include: • Configuration • Scripting • Batch scripts • Interfaces • Event Management Scripts • Reports and Forms Dedicated Agency Participation — Accela fully understands that Agency staff members have daily responsibilities that will compete with the amount of time that can be dedicated to the Accela Automation implementation project. However, it is critical that the Agency acknowledges that its staff must be actively involved throughout the entire duration of Services as defined in the Project Plan. Accela will communicate insufficient participation of Agency and Accela resources through Project Status Reports with real and potential impacts to the project timeline. Accela will work the project sponsors and department leaders to determine appropriate team member involvement. This could rand from full-time during early analysis meetings to part-time during the technical implementation phase. • Deliverable Acceptance Process - Implementation services for the above products are formalized through the deliverables defined in this document. Upon completion of each deliverable according to the acceptance 2013 Accela Inc. Page 6 Statement of Work criteria defined herein, Accela will provide the Agency with a Deliverable Acceptance Form to formalize acceptance and completion. The Deliverable Acceptance Form is subsequently signed by the appropriate Agency contact, as defined in the Project Charter, and faxed/scanned/emailed or hand delivered to Accela. Please refer to Appendix C to view a sample Deliverable Acceptance Form. Accela respectfully requests prompt attention to the processing of all Deliverable Acceptance Forms, as adherence to this timely process directly impacts the ability to complete the project in the desired timeframe. In order to prevent delays in the project schedule, for all Deliverables where no response time is specifically identified in the SOW, a five day (5) business day acceptance period is assumed. > The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. • Accela Implementation Methodology — Accela's successful, proven, implementation methodology is crucial to the project success. Accela's Automation software and customer base is a niche market and as such the implementation methodology may differ from other consulting firms and software packages. It is imperative to project success that the Agency is willing to adhere/adopt to the Accela Implementation Methodology. PROJECT ASSUMPTIONS • Agency and Accela will review their responsibilities before work begins to ensure that Services can be satisfactorily completed. • Agency shall provide the necessary tools, accounts, and permissions that will enable Accela to access the Agency's internal network for the purpose of remote installation and testing. This access must be provided through industry standard tools such as Virtual Private Network (VPN). Failure to provide this access in a timely fashion will result in a project delay. Such a delay will result in a Change Order. • Agency agrees during the Initiation Phase of the project to assign a single designated approver for each major project deliverable. The designated approver will be responsible for overseeing and/or directly participating in the design and development, as well as the approval, of the deliverable. Agency may make changes to designated approvers with written notification to Accela a minimum of one month before a deliverable is due. • Agency will provide work space for Accela Services for work completed on Agency premises. • Accela will implement the most current version of Accela Automation at the time of the contract signing. • Agency will maintain primary responsibility for the scheduling of Agency employees and facilities in support of project activities. • Agency will ensure that Accela resources have access to a Dev or Test version of the 31^ party system for interface development. All interfaces will be developed against 1(one), agreed upon version of the 3b party system. • Agency will provide/purchase/acquire the appropriate hardware, software and infrastructure assets to support all required Accela software products in both support/testing and production environments as defined in the project schedule. • For use with Accela Citizen Access, Agency will provide/purchase/acquire an online merchant account and all related hardware required by the merchant account provider for the handling of credit cards and/or checks. • Agency is responsible for proper site preparation, hardware, software, and network configuration in accordance with Accela specifications. • Accela will be responsible for implementing a functioning version of the application software at the Agency (assuming the Agency has installed the proper hardware, software, and networking devices). • Accela will provide the Agency with a Weekly Status Report that outlines the tasks completed during the prior week, the upcoming tasks that need to be completed during the following week, the resources needed to complete the tasks, a current version of the project plan, and a listing of any issues that may be placing the project at risk (e.g., issues that may delay the project or jeopardize one or more of the production dates). © 2013 Accela Inc. Page 7 Statement of Work • Agency will provide Accela with access to test and development environments for each Agency system that requires integration with Accela Automation. • Accela personnel will attend Agency executive steering committee meetings as needed. • Agency is committed to the involvement of key resources and subject matter experts for ongoing participation in all project activities as defined in the project plan associated with this SOW. • The project schedule is managed using Microsoft Project. Should any tasks slip behind schedule ten (10) business days, Accela and Agency will escalate according to the Communication Plan in the Project Charter. • The following Assumptions are specific to deliverables as noted below: o Specifications and Development of 10 Custom Reports (5 medium and 5 low complexity) o Upgrade 30 Record Case Types (Permits Types) o Provide 12 days of training o Provide 18 months of Project Management o Implement 15 Asset Types o Implement 75 Work Order Types o Implement 50 Service Request types o All assets will be provided as Part of GIS o No More than 120 hours of scripting assistance o Provide One Custom Interfaces • Outbound data export to Financial System o Inventory is already set up and can be provided by the Agency in the correct format 0 50 Tasks will be created that can be manually selected by end users at any time but will not be pre- defined with templates o Test and acceptance plan will focus on unique test scenarios (eg: service request or work order, not unique work orders or service requests.). o Lead analyst will support Go -live on-site plus off-site prep time. o Accela training documentation will be used. o Two users groups assumed with along with an admin user role. o Consoles will focus on providing view to service requests and work order lists. o Report hours will be agreed to with City in how they will best be utilized based on best practice recommendations from Accela. o Checklists will be provided prior to install and go -live tasks that City will need to run-through and validate prior to performing on-site work. o All assets are in the GIS, this assumes all assets in the GIS layer will be loaded. If Assets are not in GIS, the Agency will be responsible for adding them to the System. o Legacy CMMS migration will to bring over transaction work order history. Costs are migrate as summary costs, not specific line item costs. WORK DESCRIPTION The following section describes the specific activities and tasks that will be executed to meet the business objectives and business requirements of the Agency. In support of the implementation effort as described above, Accela will provide the following detailed implementation services. For each deliverable, a description is provided as well as criteria for acceptance of the deliverable. 0 2013 Accela Inc. Page 8 Statement of Work STAGE 1 - INITIATION DELIVERABLE 1: PROJECT INITIATION Project initiation is an opportunity to ensure the project starts in a well -organized, structured fashion while re- confirming the Agency and Accela expectations regarding the implementation. This Deliverable is comprised of project planning activities, core project management documents and templates and the first on-site meeting conducted between the Agency and Accela after the signing of the Statement of Work. In conjunction with the Agency representatives, Accela will perform the following tasks: • Finalize staffing for the project teams. Guidelines and recommendations for the Agency project staffing are addressed in the Project Staffing section of this document. • Conduct a formal onsite Kickoff meeting. The objective of this meeting is to review the purpose of the project and discuss the project scope, roles and responsibilities, deliverables, and timeline. • Establish Communication Plan and project logistics including escalation, status reporting, issue/risk management, work locations, etc. • Establish schedule of Steering Committee meetings. • Review and agree on Project Status Report Template format. • Finalize and document formal deliverable signoff procedures, identify team members that will be responsible for signoff from the Agency and Accela. • Review infrastructure requirements and preparation (with designated Agency technical staff). • Finalize an integrated project plan that includes resource allocation for all tasks (in cooperation with the Agency Project Manager). • Develop a Project Charter that defines how the project will be governed, including a detailed escalation plan. • Create a project SharePoint site and load all standard, current documentation. The Project Kickoff Meeting includes a formal presentation by the project team to review project objectives, methodology, timeline, roles and responsibilities, risks, and other key project elements with project stakeholders. In terms of specific output, the following will be executed for this deliverable: ➢ Baseline Project Plan (MS Project). ➢ Project Status Report Template (MS Word). ➢ Project Kickoff Presentation (MS PowerPoint). ➢ Project SharePoint Site. ➢ Project Kickoff Meeting. Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Coordinate project planning activities. • Communicate the Accela Implementation Methodology that will be used by Accela to deliver Services. • Complete Baseline Project Plan, Project Status Report Template, and Project Kickoff Presentation deliverables with input from appropriate Agency resources. Agency Responsibilities: • Identify and set expectations with key resources and subject matter experts for ongoing participation in the project. • Provide timely and appropriate responses to Accela's requests for project planning input and meeting logistics requests. © 2013 Accee Inc. Page 9 Statement of Work • Provide meeting facilities for Project Kickoff and other onsite activities. • Include Project Sponsor in Project Kickoff Meeting. Acceptance Criteria: • Review and acceptance of the Project Status Report Template • Review and acceptance of the Baseline Project Plan • Review and acceptance of the Project Charter • Completion of the Project Kickoff Meeting DELIVERABLE 2: ACCELA AUTOMATION SETUP — CLOUD SUPPORT During the Setup of the Accela Cloud Support step of this project, Accela's technical staff will work with the Agency IT staff to ensure that the components for hardware, software, database, network, and Internet are in place for Cloud Support Site. Accela technical staff will validate the proper installation and configuration of the Accela Automation environment. This Deliverable is defined as the agency setup in the Cloud environment of the Accela Automation software, such that Agency can log into the system and verify that the software was setup In terms of specific output, the following will be executed for this deliverable: ➢ Setup of Cloud Support of the Accela Automation software. ➢ Demonstration of an operational Accela Automation computing environment. Specifically, Accela will perform the following tasks within the support environment: • Perform a remote system check of the setup. • Demonstrate that the Accela Automation applications are operational in the Agency computing environment. • Configure Accela Automation to use the reporting technology Crystal Reports. Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Consult with Agency resources to provide technical input and answer technical questions related to the support setup for Accela Automation. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Procure and configure necessary hardware, non-Accela systems software, and networking infrastructure as specified by Accela. • Make available the appropriate Agency key IT users to participate in any hardware, software, environment, and infrastructure meetings. Acceptance Criteria: • Confirmation of ability to log into the Accela Automation software that has been setup in the Support Accela Cloud. STAGE 2 — TO -BE ANALYSIS To -Be Analysis is comprised of the activities required to define the Accela Automation Solution Foundation for the Agency. The key output of the process are To -Be Analysis Document(s), which serves as a'blueprinf for design and baseline configuration efforts throughout the implementation project and establishes the benchmarks for testing and acceptance at the conclusion of the project. 6 2013 Accela Inc. Page 10 Statement of Work The To -Be Analysis Document(s) include detailed information on the Agency's business processes to be configured in the Accela Automation Solution Foundation, including the following topics: • Organization and departments • Standard Comments • Record Types • Workflow • Inspections • Email Notification • Status Values • Intake Forms • User Defined Fields • Dro down List Values • Fees • Conditions The To -Be Analysis Sessions and To -Be Analysis Document(s) do not include detailed information related to the following deliverables as they are dependent on the completion of the Solution Foundation milestone. • Deliverable 20 Event Management Scripting Assistance • Deliverable 21: Report Specifications • Deliverable 22: Report development • Deliverable 26: V360 User Experience The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the To -Be Analysis Documents for the purpose of approval and sign -off on the deliverable. Accela will build prototypes of 3 process which will be used during the review sessions to demonstrate the proposed functionality. Prototyping is intended to demonstrate selected aspects of Accela Automation functionality to assist in understanding how it will operate for the Agency. DELIVERABLE 3: TO -BE ANALYSIS SESSIONS — TIDEMARK UPGRADE In order to develop the content for the To -Be Analysis Document(s), Accela will work closely with designated Agency personnel and will conduct analysis sessions to capture the 'to -be" required business processes. In conjunction with the Agency representatives, Accela will perform the following tasks: • Review and understand existing business processes intended for migration into Accela Automation. • Review the developed business process as a basis for configuration in Accela Automation's workflow tool. • Assist the Agency in streamlining existing business processes for fit into Accela Automation. • Collect employee names and associated roles and identify user group setups. • Review the collected document intake requirements, forms, and data fields for each process. • Review the collected document output requirements (documents/letters/reports). • Review the collected document fees, fee schedules, and collection procedures for each process. • Review the collected document all required inspections and inspection result options for each type. Accela's Project Manager will coordinate and schedule the Analysis Sessions in conjunction with the Agency Project Manager and according to the agreed upon Project Plan. In terms of specific output, the following will be executed for this deliverable: ➢ To -Be Analysis data gathering activities, including workshops, interviews, and web conferencing sessions. Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Interview staff in order to understand existing business processes. • Conduct to -be analysis sessions to capture the required business processes to be automated within the system. 0 2013 Accela Inc. Page 11 Statement of Work • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements. • Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information. • Schedule participants and meeting locations for analysis activities. Acceptance Criteria: • Completion of To -Be Analysis Session for the Upgrade of 30 Tidemark Cases, DELIVERABLE 4: TO -BE ANALYSIS SESSIONS – ASSETS AND SERVICE REQUEST Metrics Workshop Review Prior to discuss details around the asset configuration, in order to develop the To -Be Analysis Document, Accela will review the City's existing metrics and discuss organization -wide standards. Accela understands that an organization may, or may not, have defined a 'Current baseline' of performance measures. Accela recognizes that most entities implementing, or enhancing, a CMMS or EAM are creating or seeking enhanced methods to measure and monitor performance. We understand the importance to align business objectives with what gets done day-to-day, realize asset performance and financial success all while satisfying stakeholder expectations—such as safety assurance, brand reputation, and environmental responsibility. With this in mind, Acceal expects a set of new or enhanced 'Target Measures' to be established through a'Gap Analysis' process with a focus on defining those that can be monitored within the EAM or CMMS system. By building off of the City's current work order management approaches and developing the above items, the core project team will reach agreement on concrete items that drive the asset management program and the supporting software solution. With senior level management in place for the primary discussions above, Accela may move directly into the Organization -Wide Standards Workshop. Accela will document the results of these workshops within the To -Be Analysis Document(s). Organization -Wide Workshop This task will begin with an organization -wide standards workshop to review and address the following business areas: Key Enterprise Business Decisions • Approaches to managing unique asset IDs. • Standard maintenance types to be used Client -wide leg: preventative, reactive, corrective and predictive maintenance). • Asset failure codes – where and how they will be used. • Tracking contractor costs. • Tracking work by project. © 2013 Accela Inc. Page 12 Statement of Work • Managing asset warranties. • Tracking financial account codes. • Discuss and agree on the assets part of the project that work orders Common Enterprise Business Strategies • Work order lifecycle statuses and priorities. • Review key service requests • Expected roles and responsibilities of a maintenance technician (eg: as an organization, we expect our maintenance personnel to log into a computer and record their work electronically, book their labor etc.). • Expected roles and responsibilities of a supervisor (eg: as an organization, we expect the supervisors to review each and every work order each day before closing). • Expected roles and responsibilities for asset data maintenance (eg: asset additions, updates and/or deletions will be managed in the following way). • Managing asset removals and replacements. Common Service Request and Work Order WorkBows Accela has found that organizations have both a combination of unique business processes and routine / common workflows. The concept behind this approach involves the 80/20 Rule (or Pareto Principle) that suggests 80% of resources are consumed performing 20% of tasks. This principle indicates that defining 20% of tasks will narrow the focus on the configuration analysis. The standard work order system workflow (standard service request and work orders) will be provided. Accela Responsibilities: • Provide timely and appropriate responses to Agency's requests for information. • Interview staff in order to understand existing business processes. • Conduct workshops to capture the key decisions. • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, input/output formats, and data elements. • Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information. • Schedule participants and meeting locations for analysis activities. Acceptance Criteria: • Completion of workshops and provided common workflows. In order to develop the content for the To -Be Analysis Document(s), Accela will work closely with designated Agency personnel and will conduct analysis sessions to capture the "to -be" required business processes. In conjunction with the Agency representatives, Accela will perform the following tasks: • Review and understand existing business processes intended for migration into Accela Automation (Accela Asset Management and Accela Service Request modules). • Review the developed business process as a basis for configuration in Accela Automation's workflow tool. • Assist the Agency in streamlining existing business processes for fit into Accela Automation. O 2013 Accela Inc. Page 13 Statement of Work • Collect employee names and associated roles and identify user group setups. • Review the collected document intake requirements, forms, and data fields for each process. • Review the collected document output requirements (documents/letters/reports). • Review required preventative maintenance and/or condition assessment s for potential assets. Accela's Project Manager will coordinate and schedule the Analysis Sessions in conjunction with the Agency Project Manager and according to the agreed upon Project Plan. In terms of specific output, the following will be executed for this deliverable: ➢ Metrics review workshop ➢ Organization -wide workshop A Common workflows ➢ To -Be Analysis data gathering activities, including workshops, interviews, and web conferencing sessions. Accela Responsibilities: • Provide timely and appropriate responses to Agency's requests for information. • Interview staff in order to understand existing business processes. • Conduct to -be analysis sessions to capture the required business processes to be automated within the system. • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. Agency Resoonsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency key users and content experts to provide required information, participate in the configuration analysis and verify the accuracy of the documented workflows, inputloutput formats, and data elements. • Provide any existing business process documentation, including process flows; fee schedules; commonly used applications, reports and forms; and other relevant information. • Schedule participants and meeting locations for analysis activities. Acceptance Criteria: • Completion of To -Be Analysis Sessions for the Assets. DELIVERABLE 5: TO -BE ANALYSIS DOCUMENT(S) — TIDEMARK UPGRADE To -Be Analysis Document(s) will be developed by Accela based on the information gathered in Deliverable 3: To -Be Analysis Sessions - Tidemark Upgrade. This document(s) will serve as the'blueprint' for Department processes throughout the implementation project. Upon completion of the document(s), Accela will conduct a formal review with Agency for the purpose of approval and sign -off on the deliverable. To facilitate the approval process, Accela will configure prototypes of the solution for two (2) mutually agreed upon To -Be process, which will be used during the review sessions to demonstrate the proposed functionality. Prototyping is intended to demonstrate selected aspects of Accela Automation functionality to assist in understanding how it will operate for the Agency. In terms of specific output, the following will be executed for this deliverable: ➢ To -Be Analysis Document(s) (Adobe PDF). Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. 0 2013 Accela Inc. Page 14 Statement of Work • Interview staff as necessary in order to understand existing business processes. • Build selected prototypes to demonstrate proposed functionality. • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. • Prepare and complete To -Be Analysis Document(s) capturing the Agency's business processes to be included in the Solution Foundation. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Schedule participants and meeting locations for To -Be Analysis Document(s) review activities. • Review and provide feedback on To -Be Analysis Document(s). Acceptance Criteria: • Review To -Be Analysis Document(s) and validate that the content accurately reflects the business processes data that will be included in the Accela Automation Solution Foundation.Agency will have five (5) business days to conduct initial review of the To -Be Analysis Document(s). If no changes or comments are requested within the five (5) days, the To -Be Analysis Document(s) is considered approved by the Agency. Upon delivery of initial feedback, Accela will complete the necessary changes and updates. The second and final review will have five (5) business days for acceptance. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 6: TO -BE ANALYSIS DOCUMENT(S) — ASSETS AND SERVICE REQUEST To -Be Analysis Document(s) will be developed by Accela based on the information gathered in Deliverable 4: To -Be Analysis Sessions — Assets. This document(s) will serve as the 'blueprint' for Department processes throughout the implementation project. Upon completion of the document(s), Accela will conduct a formal review with Agency for the purpose of approval and sign -off on the deliverable. To facilitate the approval process, Accela will configure prototypes of the solution for two (2) mutually agreed upon To -Be process, which will be used during the review sessions to demonstrate the proposed functionality. Prototyping is intended to demonstrate selected aspects of Accela Automation functionality to assist in understanding how it will operate for the Agency. In terms of specific output, the following will be executed for this deliverable: ➢ To -Be Analysis Document(s) to include Summary of Metrics Analysis(Adobe PDF). Accela Responsibilities: • Provide timely and appropriate responses to Agency's requests for information. • Interview staff as necessary in order to understand existing business processes. • Build selected prototypes to demonstrate proposed functionality. • Conduct meetings via email, web conference, phone, and in person to gather and validate analysis input. • Prepare and complete To -Be Analysis Document(s) capturing the Agency's business processes to be included in the Solution Foundation. • Completion and successful demonstration of two (2) prototypes to demonstrate proposed process functionality 0 2013 Accela Inc. Page 15 Statement of Work Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Schedule participants and meeting locations for To -Be Analysis Document(s) review activities. • Review and provide feedback on To -Be Analysis Document(s). Acceptance Criteria: • Successful demonstration of prototypes. • Review To -Be Analysis Document(s) and validate that the content accurately reflects the business processes data that will be included in the Accela Automation Solution Foundation. STAGE 3 — SOLUTION FOUNDATION Accela will provide professional services to develop the Accela Automation Solution Foundation in accordance with requirements established and agreed upon during the execution of the tasks that comprise Stage 2 — To -Be Analysis. Accela will produce a detailed, technical Solution Foundation Document(s) that represents the entire foundation of the system, for each module. This document will be delivered for review with the completed solution. DELIVERABLE 7: ACCELA AUTOMATION SOLUTION FOUNDATION — TIDEMARK UPGRADE Accela will provide professional services to develop the Solution Foundation of the Accela Automation product in accordance with requirements established and documented in Deliverable 5: To -Be Analysis Document(s). In terms of specific output, the following will be executed for this deliverable: ➢ Completed Foundation of Accela Automation Solution to support the To -Be Business Processes ➢ Accela Automation Solution Foundation Document— Tidemark Upgrade Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Configure the foundational components as defined in the To -Be Analysis Document(s). Agency Responsibilities • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate Agency key users and content experts to participate in creating the system in an effort to learn about the system. • Work with Accela to verify that the system meets the foundational requirements documented in the To -Be Analysis Document(s). • The Agency will test the system for purposes of validating the configuration. Acceptance Criteria: • Review and approve that the Accela Automation Solution Foundation meets the requirements documented in the approved To -Be Analysis Document(s). Agency will have five (5) business days to conduct initial review of the Solution Foundation. If no changes or comments are requested within the five (5) days, the milestone is considered approved by the Agency. Upon delivery of initial feedback, Accela will complete the necessary changes and updates. The second and final review will have seven (7) business days for acceptance. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. O 2013 Accela Inc. Page 16 Statement of Work DELIVERABLE 8: ACCELA AUTOMATION SOLUTION FOUNDATION - ASSETS AND SERVICE REQUEST Accela will provide professional services to develop the Solution Foundation of the Acoela Automation product in accordance with requirements established and documented in Deliverable 06: To -Be Analysis Document(s). In terms of specific output, the following will be executed for this deliverable. ➢ Completed Foundation of Accela Automation Solution to support the To -Be Business Processes ➢ Accela Automation Solution Foundation Document -Assets and Service Request Accela Responsibilities: • Provide timely and appropriate responses to Agency's requests for information. • Configure the foundational components as defined in the To -Be Analysis Document(s). Aoency Responsibilities • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate Agency key users and content experts to participate in creating the system in an effort to learn about the system. • Work with Accela to verify that the system meets the foundational requirements documented in the To -Be Analysis Document(s). • The Agency will test the system for purposes of validating the configuration, Acceptance Criteria: Review and approve that the Accela Automation Solution Foundation meets the requirements documented in the approved To -Be Analysis Document(s). Agency will have five (5) business days to conduct initial review of the Solution Foundation. If no changes or comments are requested within the five (5) days, the milestone is considered approved by the Agency. Upon delivery of initial feedback, Accela will complete the necessary changes and updates. The second and final review will have seven (7) business days for acceptance. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, it a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. STAGE 4 — BUILD The Build stage includes data conversions, development of interfaces, development of Accela Event Manager Scripts and custom report development. It comprises all of the additional critical activities outside of solution foundation that has been configured for the Agency. Similar to the Configuration Stage, it is critical that appropriate agency representatives are involved in each step of the process to ensure success. Data conversion of historic/legacy data from Agency systems is a critical activity for the success of this project. The Accela team is highly experienced in planning for, and executing these activities and will work closely with Agency staff to ensure a successful transition of data. Specifically, the Accela team will work with Agency to understand the data sources, how they are used, where their data will be stored in Accela Automation and the quality of that data. Often multiple sources store and manage similar information and decisions need to be made about the authoritative source. It is also common to find that data sources have not had strong controls and the accuracy is questionable or 2013 Accela Inc. Page 17 Statement of Work there is missing data. There are techniques and tools that Accela may recommend to understand the current state of Agency data so that decisions can be made about data quality and what to convert. Upon completion of the data analysis, mapping of historical/legacy data sources may begin with Accela's mapping tool and conversion iterations performed as outlined in the Project Plan. Accela provides release notes during these conversion tests to verify data is being transferred correctly (e.g., number of records and expected values in fields). Accela will lead the conversion effort and specifically assist in the following areas: data mapping, script development for conversion, assistance in data testing and validation, and with the planning and execution of the final data conversion. For conversions, it is expected and anticipated that the Agency will provide resources knowledgeable with the historical data to assist in the data migration/conversion effort. The required data mapping effort will be a conducted by Accela personnel with assistance from the Agency. Once the data mapping has been defined, Accela will ask that a representative of the Agency sign off on the data maps. Accela will be responsible for the data conversion programs to load data from the staging tables to the Accela Automation database. PLEASE REFER TO APPENDIX B FOR SPECIFIC ASSUMPTIONS AND PARAMETERS RELATED TO ACCELA'S CONVERSION APPROACH. DELIVERABLE 9: HISTORICAL DATA CONVERSION ANALYSIS • TIDEMARK Upon receipt of Agency's Tidemark data, Accela will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency's historical data into Accela Automation. In terms of specific output, the following will be executed for this deliverable: ➢ Tidemark Historical Data Conversion Specifications Spreadsheet(s) Accela Responsibilities: • Work with the Agency to define and document historical data elements that are required for the conversion. • Facilitate the data analysis and mapping process • Complete the Data Conversion Specifications Document. Agency Responsibilities: • Provide historical data in Microsoft Excel format. • Provide subject matter experts on the data source to aid Accela in identifying key components of the historical data • Provide subject matter experts on the historical configuration to aid in the data mapping process • Review and sign -off on completed Data Conversion Specifications document. Acceptance Criteria: • The Historical Data Conversion Specifications document identifies historical data elements that will be converted into Accela Automation as well as document special consideration (ex. merging data sources, phasing, etc.) Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. © 2013 Accela Inc. Page is Statement of Work DELIVERABLE 10: HISTORICAL DATA CONVERSION DEVELOPMENT • TIDEMARK Upon Agency approval of the Historical Data Conversion Specifications document, (Deliverable 9), Accela will provide a program(s) to migrate appropriate historical data into Accela Automation. Upon receipt of the conversion from Accela, the Agency DBA will load the data into the Support Cloud environment for validation. In terms of speck output, the following will be executed for this deliverable: ➢ Migrated historical data into Accela Automation Support Cloud database environment. Accela Responsibilities: • Provide a program to migrate historical data into the Agency's AA test database environment. • Each data conversion will include up to three (3) conversion loads for client testing • Load 1 will include Composition to Record Type Mappings, Fees, Addresses, Parcels, Owners, Condition's, Work Description, Status, and Inspections • Load 2 will include Screen Data Mapped to ASI or ASIT and all other data in Load 1. • Load 3 will include all data in Load 2 plus any mapping adjustments. • Validate the successful completion of the migration of historical data into the Accela Support Cloud. Agency Responsibilities: • Providing the legacy data source in an accepted format • Assist in the execution of the data conversion program and provide access to environments as needed • Provide resources to validate the conversion statistics and the quality of the data converted into Accela Automation Acceptance Criteria: • Historical data has been converted to Accela Automation testing environment according to the Data Conversion Mapping document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 11: HISTORICAL DATA CONVERSION ANALYSIS — MS ACCESS Upon receipt of Agency's Asset data, Accela will create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of Agency's historical work order data into Accela Automation. Work order details will be normalized for the Accela data model and transactions will be summarized so that total costs are converted. Details of certain work-related transactions may be lost in the conversion. In terms of specific output, the following will be executed for this deliverable: ➢ Legacy CMMS Data Conversion Specifications Spreadsheet(s) Accela Responsibilities: 0 2013 Accela Inc. Page 19 Statement of Work Provide a program to migrate historical data into the Agency's AA test database environment. Each data conversion will include up to three (3) conversion loads for client testing • Load 1 will include Composition to Record Type Mappings, Fees, Addresses, Parcels, Owners, Condition's, Work Description, Status, and Inspections • Load 2 will include Screen Data Mapped to ASI or AST and all other data in Load 1. • Load 3 will include all data in Load 2 plus any mapping adjustments. Validate the successful completion of the migration of historical data into the Accela Support Cloud. Agency Responsibilities: • Provide historical data in Microsoft Excel format. • Provide subject matter experts on the data source to aid Accela in identifying key components of the historical data • Provide subject matter experts on the historical configuration to aid in the data mapping process • Review and sign -off on completed Data Conversion Specifications document. Acceptance Criteria: • The Historical Data Conversion Specifications document identifies historical data elements that will be converted into Accela Automation as well as document special consideration (ex. merging data sources, phasing, etc.) Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 12: HISTORICAL DATA CONVERSION DEVELOPMENT — MS ACCESS Upon Agency approval of the Historical Data Conversion Specifications document, (Deliverable 11), Accela will provide a program(s) to migrate appropriate historical data into Accela Automation. Upon receipt of the conversion from Accela, the Agency DBA will load the data into the Support Cloud environment for validation. In terms of specific output, the following will be executed for this deliverable: ➢ Migrated historical data into Accela Automation Support Cloud database environment. Accela Responsibilities: • Provide a program to migrate historical data into the Agency's AA test database environment. • Each data conversion will include up to three (3) conversion loads for client testing • Load 1 will include Composition to Record Type Mappings, Fees, Addresses, Parcels, Owners, Condition's, Work Description, Status, and Inspections • Load 2 will include Screen Data Mapped to ASI or AST and all other data in Load 1. • Load 3 will include all data in Load 2 plus any mapping adjustments. • Validate the successful completion of the migration of historical data into the Accela Support Cloud. Agency Responsibilities: • Providing the legacy data source in an accepted format • Assist in the execution of the data conversion program and provide access to environments as needed 0 2013 Accela Inc. Page 20 Statement of Work • Provide resources to validate the conversion statistics and the quality of the data converted into Accela Automation Acceptance Criteria: • Historical data has been converted to Accela Automation testing environment according to the Data Conversion Mapping document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, it a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. SYSTEMINTERFACES The following system interfaces are in scope for this project: • APO it is assumed that the conversion of Address, Parcel, and Owner data will be from a source file that is not in Tidemark. Most likely provided by the County Assessor's office. • California State Licensing Board Interface • Payment Information exported to Financial System. For each interface, the Accela technical lead will work together with Agency's technical lead and business leads to document functional and technical requirements of the interface in an Interface Specifications Document. Interface development begins upon written approval of the specifications. It is expected all interfaces will use Accela's GovXML, web services or batch engine. No custom or third party integration tool will be used to accomplish input or output of data to/from the Accela system. In other words, data coming into Accela and data coming from Accela will use the existing integration technology. Agency responsibility includes obtaining permission for level/type of integration from appropriate application owners (including on premises or cloud/hosted, etc.). Further, Agency will ensure that Accela resources have access to a Dev or Test version of the 31d party system for interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3'd party system. DELIVERABLE 13: SPECIFICATIONS DOCUMENT FOR APO Accela will provide an interface between Accela Automation and the Agency Address, Parcel, Ownership (APO) data source. In order to determine the Agency requirements for this interface, analysis sessions will be conducted as a portion of this deliverable. The findings will then be documented in the Interface Specifications Document for use by Accela in building the interface code. The implementation of the interface is dependent on the assistance of the Agency's staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system. NOTE: The fee proposed for this project includes estimated costs for development of this interface. Upon completion of the ISD for this integration, Accela reserves the right to re-evaluate the proposed development costs based on the actual complexity of the integration. In terms of specific output, the following will be executed for this deliverable: ➢ Interface Specifications Document Accela Responsibilities: 0 2013 Accela Inc. Page 21 Statement of Work • Provide timely and appropriate responses to Agency's request for information. • Conduct Interface Analysis sessions. • Work with Agency staff to develop interface specifications document. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success. • Identify and coordinate any related tools used to implement the interface (3rd party or in-house development). • Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents. Acceptance Criteria: • Review and approve the Interface Specifications document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 14: DEVELOP APO INTERFACE Accela will provide a program to load APO data from a single source to be defined by the Agency to the Accela Automation licensed professional tables. Data will be provided in Accela's standard format. Upon approval of the APO Interface Specifications document, the Accela team will develop the load routine that will populate the Aocela system with the appropriate data. In terms of specific output, the following will be executed for this deliverable: ➢ Demonstration of operational interface per the APO Interface Document Accela Responsibilities: • Use an Accela web service or other tool to implement the interface functionality based on the specifications. • Build all aspects of the interface that interact directly with the Accela Automation. Agency Responsibilities: • Validate interface through testing. • Work with APO Data Source to ensure proper data is being pushed to Accela system. • Work with APO Data Source software to ensure data from Accela is in correct format. Acceptance Criteria: • Demonstration and approval of the completed interface as per the requirements detailed in the interface specifications document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. © 2013 Accela Inc. Page 22 Statement of Work DELIVERABLE 15: SPECIFICATIONS DOCUMENT FOR LICENSED PROFESSIONAL INTERFACE Accela will provide an interface between Accela Automation and Licensed Professional Data Source(s). In order to determine the Agency requirements for this interface, analysis sessions will be conducted as a portion of this deliverable. The findings will then be documented in the Interface Specifications Document(s) for use by Accela in building the interface code. The implementation of the interface is dependent on the assistance of the Agency's staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system. NOTE: The fee proposed for this project assumes that the existing Accela codeset for this integration will, with minimal changes, adequately support this integration. Should the existing codeset not be sufficient and excessive changes or a new codeset be required, Accela reserves the right to re-evaluate the proposed development costs based on the actual complexity of the integration. In terms of specific output, the following will be executed for this deliverable: Interface Specifications Document that works with the State of California Licensing Board (CSLB) Web Service Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Conduct Interface Analysis sessions. • Work with Agency staff to develop interface specifications document. Aqency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success. • Identify and coordinate any related tools used to implement the interface (3rd party or in-house development). • Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents. • Work with Licensed Professional Data Sources to determine best methods of interfacing to Accela system. Acceptance Criteria: • Review and approve the Interface Specifications document Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 16: DEVELOP LICENSED PROFESSIONAL INTERFACE ® 2013 Accela Inc. Page 23 Statement of Work Accela will provide a program to load licensed professional data from the CSLB to the Accela Automation licensed professional tables. Upon approval of the Licensed Professional Interface Specifications document, the Accela team will develop the load routine that will populate the Accela system with the appropriate data. In terms of specific output, the following will be executed for this deliverable: ➢ Demonstration of operational interface per the Licensed Professional Interface Document Accela Responsibilities: • Use an Accela web service or other tool to implement the interface functionality based on the specifications. • Build all aspects of the version of the interface currently in use for CSLB that interact directly with the Accela Automation. Agency Responsibilities: • Validate interface through testing. • Work with Licensed Professional Data Source to ensure proper data is being pushed to Accela system. • Work with Licensed Professional Data Source software to ensure data from Accela is in correct format. Acceptance Criteria: • Demonstration and approval of the completed interface as per the requirements detailed in the interface specifications document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, I a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 17: SPECIFICATIONS DOCUMENT FOR FINANCIAL INTERFACE Accela will provide an interface between Accela Automation and an Agency Financial System. It is assumed that data from Accela Automation will be extracted on a nightly basis and imported into Financial System. In order to determine the Agency requirements for this interface, analysis sessions will be conducted as a portion of this deliverable. The findings will then be documented in the Interface Specifications Document(s) for use by Accela in building the interface code. The implementation of the interface is dependent on the assistance of the Agency's staff, specifically, interface analysis, data mapping, and data manipulation as required in the source system. NOTE: The fee proposed for this project includes estimated costs for development of this interface. Upon completion of the ISD for this integration, Accela reserves the right to re-evaluate the proposed development costs based on the actual complexity of the integration. In terms of specific output, the following will be executed for this deliverable: ➢ Nightly Export to Financial System Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Conduct Interface Analysis sessions for a nightly batch interface with SunGard One -Solution Finance and Human Resource. Work with Agency staff to develop interface specifications document. 0 2013 Accela Inc. Page 24 Statement of Work Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Provide system and access to individuals to provide required details of system interface. • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success. • Identify and coordinate any related tools used to implement the interface (3rd party or in-house development). • Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents. • Work with Licensed Professional Data Sources to determine best methods of interfacing to Accela system. Acceptance Criteria: • Review and approve the Interface Specifications document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 18: DEVELOP FINACIAL EXPORT INTERFACE Accela will provide a program to export financial data from Accela Automation to the Agency system per the Specification developed in Deliverable 17. In terms of specific output, the following will be executed for this deliverable: ➢ Demonstration of operational interface per the Interface Document Accela Responsibilities: • Use an Accela web service or other tool to implement the interface functionality based on the specifications. • Build all aspects of the nightly batch interface that interact directly with the Accela Automation. Agency Responsibilities: • Validate interface through testing. • Work with SunGard One -Solution Finance and Human Resource/or Agency to ensure data from Accela is in correct format. Acceptance Criteria: • Demonstration and approval of the completed interface as per the requirements detailed in the interface specifications document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. 0 2013 Accela Inc. Page 25 Statement of Work DELIVERABLE 19: LASER FICHE INTERFACE Accela will provide a standard interface between Accela Automation and Laser Fiche to relate all documentation using the Agency's electronic document system for file storage to seamlessly manage all processes where documents are tracked within the application. Specifically, Accela will be responsible for delivering a one-way interface to get the existing Laser Fiche information. In terms of specific output, the following will be executed for this deliverable: ➢ Installation and Client Training of standard Laser Fiche interface ➢ Demonstration of operational interface from Accela Automation to Laser Fiche in staging/test environment. Accela Responsibilities: • Work with Agency staff to develop interface specifications during configuration. • Use an Accela web service or other tool to implement interface functionality based on the specifications. • If not using an Accela web service, assist the Agency with testing and debugging of the interface. A.gencv Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Allocate the time for qualified business and technical experts for the testing sessions that are critical to the project success. • Identify and coordinate any related tools used to implement the interface (3rd party or in-house development). • Assist in the interface specification development and data mapping process. • Review and approve the interface specification documents. • Allocate the time for qualified personnel to test the interface for acceptance to ensure that the data populates successfully according to the interface specification documents. Acceptance Criteria: • Review and approval of the Interface Specification document. • Demonstration of the interface meeting the specific requirements detailed on the interface specifications document. DELIVERABLE 20: ACCELA ELECTRONIC DOCUMENT REVIEW CONFIGURATION This deliverable is comprised of the activities that will enable the submission, review and markup of documents to work effectively given the Agency's configuration. Accela will leverage stamps provided out -of -the box, or from its stock of stamps, and provide instruction on the creation of stamps to the Agency. The Agency will be responsible for creating any additional stamps that will be applied through configuration. Accela will also leverage buttons provided out of the box and provide training and instruction on the creation of custom buttons with links. The Agency will be responsible for creating any buttons that will be applied through configuration. Accela will work with the Agency to identify and review: • Documents that will be submitted online through Accela Citizen Access and Accela Automation as part of the review process. • Agency workflows associated with the document review process. • Requirements for workflow tasks I statuses I assignments for each role (e.g. intake personnel, plan reviewers, plan processors approvers, etc.) in support of Agency workflow. • Versioning of documents submitted / reviewed. • Process steps within the Agency's workflow associated with reviewing the plan. 0 2013 Accela Inc. Page 26 Statement of Work • Requirements for notifications via email. • Stamps to be used on submitted documents. • Buttons to be used to quickly access Web -based regulatory codes. • Information that will be exposed to the public via Accela Citizen Access. In terms of specific output, the following will be executed for this deliverable: ➢ Accela Electronic Document Review Specification Document(MS Word) ➢ Configuration of Accela Electronic Document Review Accela Responsibilities: • Install Accela Electronic Document Review on up to10 client PC's and train the Agency so they can install on additional PC's. • Provide one custom stamp for each of these categories; static text, simple dynamic stamp and dynamic stamp with input for the purposes of training. • Provide one sample custom button for the purposes of training Agency Responsibilities: • The Agency will have installed .Net Framework 4.0 Client Profile and Adobe Acrobat Pro software. Adobe Acrobat Pro must be purchased and installed separately for each Agency user who will be interacting with Accela Electronic Document Review for plan review and markups. • Make available the appropriate subject matter experts to provide needed information, participate in the analysis and verity the accuracy of the information provided. • Creation of additional Adobe activities (stamps and buttons) • Provide timely and appropriate responses to Accela's request for information. Acceptance Criteria: • Accela Electronic Document Review Specification Document provides details of all configuration elements based on Acoela Automation back office configuration. • Demonstration of the operational Accela Electronic Document Review functionality per the specification document(s). Acceptance Review Period: • Ten (10) business days DELIVERABLE 21: EVENT MANAGEMENT SCRIPTING ASSISTANCE During the configuration analysis phase of the implementation project, Accela will identify opportunities to supplement the Accela Automation base functionality via Event Manager Script Engine (EMSE) script development. Accela will work with key Agency project stakeholders to identify the business rules/processes to be automated. Accela will work with Agency to identify desired EMSE functionality, and subsequently will help prioritize the scripting needs to determine which scripts will be developed by Accela, and which scripts can be developed by the Agency. The scripts developed by Accela can be used as models whereby agency staff can develop and modify additional EMSE scripts as needed. Accela will provide up to 120 hours of scripting assistance. Representative examples of business processes that could be automated by a script listed below. Note that the below list is an example list only and not a list of the actual script(s) that will be developed for the project. • Cancel application submittal based on proximity alert (Accela GIS) o Use Case: Do not allow a casino to be located within 1 mile of a school; 0 2013 Accela Inc. Page 27 Statement of Work • Closing workflows based on inspection results o Use Case: Final Inspection is complete, update workflow; • Automatic assessment of complex fee calculations o Use Case: Auto fee calculation, assessment, and invoicing upon application submittal; • Increment a date based on workflow status change o Use Case: Expiration on Permit is made current every time a workflow is updated; • Preventing inspections based on various criteria o Use Case: Depending on workflow, I application status, do not allow an inspection to take place. Prior to the development of a script, the Agency will approve a design specification document that will be created jointly by the Agency and Accela. The approved document will be used as a basis for determining completion and approval of the deliverable. In terms of speck output, the following will be executed for this deliverable: ➢ Prioritized list of desired EMSE scripts (MS Excel(Word). ➢ EMSE script specifications for scripts to be developed by Accela (MS ExcelMord). ➢ Demonstrated operability of scripts in staging/test environment per the design document specifications. Accela Responsibilities: • Work with Agency staff to identify potential uses of EMSE scripting. • Assist with development of list of desired EMSE functionality. • Aid the Agency in prioritizing which scripts will be developed by Accela. • Develop EMSE scripts based on the specifications. • Demonstrate functionality of scripts per specifications. • Provide one hundred twenty (120) hours of Scripting Assistance. Agency Responsibilities: • Allocate the time for qualified business and technical experts for the script requirements sessions that are critical to the project success. • Identify resources that will learn EMSE scripting tolls and approaches for ongoing maintenance. • Prioritize desired EMSE functionality to determine which scripts Accela will develop. • Provide timely and appropriate responses to Accela's request for information. • Verify the Event Script Specification meets the intended business requirement. • Allocate the time for qualified personnel to test the script for acceptance. • Ensure that the data populates successfully according to the script requirements document. Acceptance Criteria: • Review and acceptance of design document with written sign -off from the Agency. • Demonstrate a developed script within the system. Reports Reports are defined as anything that can be printed from the system, including but not limited to, reports, forms, documents, notices, and letters that the Agency wishes to print as identified during configuration analysis. The Configuration Document will define the reports and documents that are required by the Agency to effectively use Accela Automation. These reports will be broken down by level of effort and identified in the configuration document. It Is expected that, after the appropriate training on the database and the selected report writing tool is completed, 0 2013 Accela Inc. Page 28 Statement of Work Agency personnel will be able to handle additional and future report requirements. Reports are classified by level of effort: high, medium, and low. High is defined as a report containing significant calculation and/or extensive detail and number of fields —for example a financial statistical report or complex permit. The majority of reports require a 'medium' level of effort, which is defined as a report displaying non -calculated and minimal calculated data fields. Reports with a low level of effort are typically letters or notices that contain contact information and basic application data. These reports can be developed using the integral Accela Report Writer included with Accela Automation or Crystal Reports XI Server at the Agency's discretion. These custom reports, whether developed with Accela Report Writer or Crystal Reports, will be deployed in the Report Manager for use within Accela Automation. DELIVERABLE 22: REPORT SPECIFICATIONS Accela will develop documents/letters/reports from those identified by the Agency as required for the new system. Accela and Agency have agreed that Accela will develop reports based on the following breakdown: • 15 of Medium Complexity • 15 of Low Complexity Prior to the development of a report the Agency will approve report design specification documents that will be created jointly by the Agency and Accela. The approved documents will be used as a basis for determining completion and approval of the reports. Development of each report cannot begin until agreement on each specification is complete. A proven strategy that combines the use of the Accela Automation Quick Queries, custom reports developed by Accela that include run-time parameters to allow similar reports to be combined, and the development of other reports by the Agency after training, can ensure that all required reporting requirements are met. In terms of specific output, the following will be executed for this deliverable: ➢ List of identified reports that Accela will develop ➢ Report Specifications Documents for each of the identified reports Accela Responsibilities: • Assist in determining level of effort for reports to assist with prioritization. • Develop report specifications. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate key users and content experts to participate in the report specification. • Provide information and data in the formats specified by Accela that will be needed for agreement on the Deliverable. Acceptance Criteria: • Agreement on prioritized list of reports that will be developed by Accela. • Review and approval of individual Report Specifications documents. The Agency will not unreasonably withhold acceptance if the Agency requests changes to the reports specifications after the initial signoff of the specification by the Agency. • Agency will have five (5) business days to review the Report Specification Documents. If no changes or comments are requested within the five (5) days, the Report Specification Documents are considered approved by the Agency. 0 2013 Accela Inc. Page 29 Statement of Work DELIVERABLE 23: REPORT DEVELOPMENT Accela will develop custom documents/letters/reports per the specifications developed and approved in Deliverable 20, Report Development. Changes to the report specifications after approval can negatively impact project progress and the overall schedule. Therefore, changes to the report specifications after approval requires an analysis by Accela to determine the level of effort required, and if a change order would be required to complete the work. In terms of specific output, the following will be executed for this deliverable: ➢ A total of 30 documentsllefters/custom reports per the Report Specification Documents Accela Responslbilities. • Provide timely and appropriate responses to Agency's request for information. • Develop reports per specifications. • Assist in the validation of the reports in test environment. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate key users and content experts to participate in the report development and validation activities. • Request change order if changes to specifications are required. Acceptance Criteria: • Confirmation of report accuracy in test environment per Report Specifications, DELIVERABLE 24: ACCELA GIS CONFIGURATION .Accela will install and configure Accela GIS to link and leverage existing Agency GIS information, including assistance with establishing the map service to be used in conjunction with Accela GIS. The following are the main objectives being pursued through the implementation of the Accela GIS: • Look up permit information and parcel information from the Permitting system. • View selection, location, and associated GIS information. • Select one or more parcels and add new applications to the permit system. • Auto -populate spatial attributes for a property in forms up to twenty (20) fields from GIS to Automation. During GIS installation, Accela's technical staff will work with Agency IT staff to ensure that The components for hardware, software, database, network, and Internet are in place for the Acoela GIS test and production environments. Accela technical staff will validate the proper installation and configuration of the Accela GIS environment. In terms of specific output, the following will be executed for this deliverable: A Accela GIS installed on Agency server(s). Demonstration of operational system. ➢ Up to 5 Proximity Alerts ➢ Up to 20 field Attribute Mapping(s) Accela Responsibilities: 0 2013 Accela Inc. Page 30 Statement of Work • Install Accela software and perform quality assurance checks on the configuration and performance based on acceptance criteria mutually developed by Accela and the Agency. • Demonstrate that the Accela GIS applications are operational in the Agency computing environment thus communicating with the Accela Automation system. • Assist the Agency in identifying and developing Proximity Alerts and Dynamic Themes Agency Responsibilities: • Arrange for the availability of appropriate staff for the system installation, setup, testing, and quality assurance throughout the setup process. • Order and procure necessary hardware, non-Accela systems software, and networking infrastructure as specified by Accela. • Provide people and physical resources based on the dates outlined in the project schedule. • Prepare the hardware, software, and network in accordance with the specifications provided by Accela. • Provide Accela with network access for remote installation and testing. • Provide information and data in the formats specified by Accela that will be needed for the GIS implementation. Acceptance Criteria: • Demonstration of operating Aocela GIS in test environment. DELIVERABLE 25: ACCELA CITIZEN ACCESS CONFIGURATION This deliverable includes setup, analysis, configuration and online merchant account setup assistance for the Accela Citizen Access (ACA) software on the Test site. Subsequently, Accela will work with the Agency representatives to assess and implement Accela Citizen Access to extend certain aspects of the internal Accela Automation configuration for use by the general public. Features available for configuration include: • Permit and Complaint Research • Permit Application and Issuance (3 Record Types) • Inspection Request Entry • Inspection Results Research • Status tracking In terms of specific output, the following will be executed for this deliverable: ➢ Accela Citizen Access Configuration Specifications Document (MS Word) Configure ACA for English Language only ➢ Configuration of Online Record types in Accela Automation Accela Responsibilities: • Setup Accela Citizen Access in Accela Support Cloud. • Assist agency in set up and validation of merchant account integration. • Work with the Agency to determine which services to expose to the public via Accela Citizen Access. • Create configuration specification for Accela Citizen Access based on analysis with the Agency. • Configure the Online Record types defined in the System Configuration Document in Accela Citizen Access. 2013 Accela Inc. Page 31 Statement of Work Agency Responsibilities: • Obtain a merchant account, and deploy an internet-enabled PayPal payment engine per the approved Merchant versions provided by Accela Engineering. PayPal Payflow is an Accela compatible merchant account. • Validate that the configuration specification for Accela Citizen Access meets Agency requirements based on details from the Configuration phase of the project. • Perform testing of all Online Record types for purposes of validating the configuration. Acceptance Criteria: • Accela Citizen Access Configuration Analysis Document provides details of all configuration elements based on Accela Automation back office configuration. • The base configuration of Accela Citizen Access is configured as documented in the approved Accela Citizen Access Configuration Specification Document. • Demonstration of the operational Accela Citizen Access functionality per the specification document(s). Acceptance Review Period: • Five (5) business days. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. DELIVERABLE 26: ACCELA MOBILE OFFICE CONFIGURATION Accela will configure the Accela Mobile Office application. As part of this deliverable Accela will perform the configuration tasks required to ensure Accela Mobile Office interfaces with Accela Automation in both a test and production environment. Using Accela Mobile Office, an Agency inspector can perform activities such as: • Result inspections/investigations in either storetforward or wireless mode Analysis activities with the Agency will result in a Mobile Office Configuration Specifications Document. Subsequently, Accela's staff will extend base configuration of Accela Mobile Office per the Mobile Office Configuration Specifications Document. In terms of specific output, the following will be executed for this deliverable: ➢ Accela Mobile Office Configuration Specifications Document (MS Word) ➢ Demonstration of operational system per Accela Mobile Office Configuration Specifications document Accela Responsibilities: • Create configuration specifications for Accela Mobile Office based on analysis with the Agency. • Configure Accela Mobile Office based on approved specifications document. Acceptance Criteria: • The base configuration of Accela Mobile Office in the Test environment is configured as documented in the Accela Mobile Office Configuration Specifications document. Acceptance Review Period: • Five (5) business days total. The requested deliverable acceptance criteria is a standard of 5 days. Understanding Deliverables will be agreed to in shorter periods in some instances and longer periods in others, if a delay in Deliverable Acceptance causes jeopardy to the project timeline a Change Order may be initiated. 0 2013 Accela Inc. Page 32 Statement of Work DELIVERABLE 27: V360 USER EXPERIENCE V360 User Experience is comprised of the fine-tuning of the User Interface ("look and feel") of the system, usability and security. This portion is completed prior to User Acceptance Testing to provide a more refined view of the system and assistance with system acceptance for new users. Accela will use the completed configuration and standard, best practice V360 User Interface as a starting point for analysis and documentation of desired look and feel of Accela Automation V360 user interface. In conjunction with the Agency representatives, Accela will perform the following tasks: • Review and update the required portlets for each major user group. • Review and update the required fields, field order and field names of each major portlet. • Provide recommendations and seek input on required Quick Queries in order to define a default list. • Provide recommendations and seek input on required Smart Charts (Dashboards) in order to define a default list. Accela will use the V360 User Console configuration document template, and the appropriate content within that document to capture the Agency's desired V360 User Experience to be configured. Accela's Project Manager will coordinate the compilation of the information collected during the Analysis into the document, including detailed settings related to the following topics: • User Consoles Form Filters • ASI Form Layout • APO Template Form Layout • Quick Queries Smart Charts • My Navigation Go To Menu's • Data Filters • Security The Project Team, consisting of representatives from both Accela and the Agency, will conduct a formal review of the document for the purpose of approval and sign -off on the deliverable. Accela will configure the application to meet the requirements of the document upon approval In terms of specific output, the following will be executed for this deliverable: ➢ Provide two (2) days of Workshops and assistance in the setup of V360 User Interface Accela Responsibilities: • Provide two (2) days of Workshops and assistance to the Agency. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate Agency key users and content experts to participate in the user experience analysis and verify the accuracy of the documented user experience elements. • Schedule participants and meeting locations for analysis activities. Acceptance Criteria: • Provide two (2) days of Workshops and assistance to the Agency. 0 2013 Accela Inc. Page 33 Statement of Work STAGE 5 - READINESS DELIVERABLE 28: ACCELA AUTOMATION SETUP - CLOUD PRODUCTOIN During the Setup of the Accela Cloud Production step of this project, Accela's technical staff will work with the Agency IT staff to ensure that the components for hardware, software, database, network, and Internet are in place for Cloud Production Site. Accela technical staff will validate the proper installation and configuration of the Accela Automation environment. This Deliverable is defined as the agency setup in the Cloud environment of the Accela Automation software, such that Agency can log into the system and verify that the software was setup In terms of specific output, the following will be executed for this deliverable: ➢ Setup of Cloud Production of the Accela Automation software. ➢ Demonstration of an operational Accela Automation computing environment. Specifically, Accela will perform the following tasks within the production environment: • Perform a remote system check of the setup. • Demonstrate that the Accela Automation applications are operational in the Agency computing environment. • Configure Accela Automation to use the reporting technology Crystal Reports. Accela Responsibilities: • Provide timely and appropriate responses to Agency's request for information. • Consult with Agency resources to provide technical input and answer technical questions related to the production setup for Accela Automation. Agency Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Procure and configure necessary hardware, non-Accela systems software, and networking infrastructure as specified by Accela. • Make available the appropriate Agency key IT users to participate in any hardware, software, environment, and infrastructure meetings. Acceptance Criteria: • Confirmation of ability to log into the Accela Automation software that has been setup in the Production Accela Cloud. DELIVERABLE 29: ADMINISTRATIVE AND TECHNICAL TRAINING Accela will provide training for Agency staff that focuses on the administration, maintenance, and augmentation of its Accela Automation configuration. Our aim at Accela is to educate Agency resources on all aspects of Accela Automation in an effort to ensure the Agency is self-sufficient. This allows the Agency to best react to changing requirements and ongoing maintenance, which can allow the Agency to be reactive and significantly reduce system maintenance costs over time. In addition to a comprehensive administrator training course that spans three days, Accela will also train Agency users on the administration and use of the system. Specifically, the following courses can be selected from the twenty-three days of training being provided to the agency to the Agency. (NOTE — This is a list of all Administrative Training and the agency can choose at their discretion which training is required), At a Minimum the follow training sessions must be delivered to the agency Three -Day Accela Automation Administrator, One -day EMSE, and One -day Report Workshop. The total of required Administrative training courses is six (6) days. ® 2013 Accela Inc. Page 34 Statement of Work • Accela Automation Administrator Training, • Accela Event Manager Script Training, • Accela Report Workshop Training, • Accela Mobile Office Training, • Accela Citizen Access Training, • Accela GIS Training. In terms of specific output, the following will be executed for this deliverable: ➢ Accela Overview Training course, ➢ Accela Automation Administrator Training course, ➢ Basic Event Manager Script Manager Training course, ➢ Advanced Event Manager Training Course, ➢ Mobile Office Administrator Training course, ➢ Report Workshop Training course, ➢ Accela Citizen Access Technical Training course, ➢ Accela GIS Technical Training course Accela Responsibilities: • Coordinate with the Agency to define training schedule and logistics. • Deliver training per the specific requirements listed above. Agency Responsibilities: • Select and prepare the power -users who will be participating in the training and subsequently training end users. • Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable Agency facilities to accommodate various training classes. • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria: • Execution of six (6) days of listed training courses, the agency has five (5) required days and one (1) floating day that can be used at the discretion of the agency. DELIVERABLE 30: DAILY USER TRAINING This Deliverable includes the Delivery by Accela to Agency of six (6) days of the Daily User Training course. Accela best practices have proven that class sizes no larger than 14 participants are more successful with students who meet the pre -requisites of the course. The Accela Trainer has the right to modify the class size to ensure successful instruction with Agency agreement. End User Training should be coupled with the Agency delivering supplementary user training to its staff using the core Use Cases documented in each System Configuration Document. Accela recommends that Agency adopt the "80/20 rule" for training, focusing the majority of their training on the 80% of what the Agency normally does operationally. The recommended supplementary training conducted by the Agency can utilize business experts from each area to train on all aspects of their configuration. Accela will deliver current training documentation in a format that can be used to customize the documentation. Documents delivered by Accela to the Agency will be valid for the release that © 2013 Accela Inc. Page 35 Statement of Work the Agency is trained. Documents delivered by Accela may not be shared with any other agency or Company per the Non -Disclosure Agreement. In terms of specific output, the following will be executed for this deliverable: ➢ six (6) days of Daily User Training. NOTE the Agency may decide to split the training up between the Asset and Tidemark Upgrade how the see best to train the staff. Accela Responsibilities: • Coordinate with the Agency to define training schedule and logistics. • Provide six (6) days of Daily User Training. Agency Responsibilities: • Select and prepare the power -users who will be participating in the training and subsequently training end users. • Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable Agency facilities to accommodate various training classes. • Ensure that users are proficient in using PC's in a Windows environment as a prerequisite for the course. • Ensure that users are familiar with use of standard Internet browsers as a prerequisite for the course. Acceptance Criteria: • Execution of six (6) days of listed training courses, the agency has five (5) required days and one (1) floating day that can be used at the discretion of the agency. DELIVERABLE 31: USER ACCEPTANCE TESTING (UAT) PHASE 1 ASSETS This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables. Accela will assist the Agency in the testing and validation of the solution and its readiness to be migrated to production for active use and will assist in transferring the solution and any required data from Support to Production. Accela will provide of support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production. The testing effort will require a significant time investment by the Agency, and coordination of resources is critical. At this point in the implementation process, the Agency should test individual components of functionality of the solution (i.e., functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Automation solution are operating properly (i.e., integration testing). Accela will provide assistance to the Agency as needed by providing User Acceptance Testing (UAT) support and facilitating completion of UAT. Accela will address and rectify issues discovered during the UAT process as Agency staff executes testing activities. Accela will work with the Agency to develop a test plan and deliver sample test scripts, as well as an issue log to track the progress of testing. It should be noted that Accela will plan for a total of one (1) month to complete this deliverable. If the Agency does not devote adequate time and staffing to UAT in order to completely test the solution, Accela may opt to postpone go -live at the Agency's expense. Accela will work diligently with Agency to ensure this does not occur 0 2013 Accela Inc. Page 36 Statement of Work and provide several opportunities for the Agency to add additional staff and time to this effort before recommending a postponement or delay. In terms of specific output, the following will be executed for this deliverable: ➢ Resolution of configuration issues resulting from Agency End User Testing. ➢ Fully -tested system that is ready to move to a production environment. Accela Responsibilities: • Provide recommendations on testing strategy and best practices. • Lead the Agency in up to one (1) month of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use. • Resolution of issues as a result of User Acceptance Testing activities. Agency Responsibilities: • Provide timely and appropdate responses to Accela's request for information. • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency. • Develop the User Acceptance test scripts. • Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable. Acceptance Criteria: • Completion of up to one (1) month of UAT Support up to one hundred sixty (160) hours DELIVERABLE 32: USER ACCEPTANCE TESTING (UAT) PHASE 2 TIDEMARK UPGRADE This deliverable is comprised of the assistance Accela will provide to allow the Agency to accept that the solution meets the requirements as documented in all the deliverables. Accela will assist the Agency in the testing and validation of the solution and its readiness to be migrated to production for active use and will assist in transferring the solution and any required data from Support to Production. Accela will provide of support for training, oversight, answering questions and addressing issues discovered in User Acceptance Testing. It should be noted that it is critical that the Agency devote ample time and resources to his effort to ensure that the system is operating per signed specifications and ready for the move to production. The testing effort will require a significant time investment by the Agency, and coordination of resources is critical. At this point in the implementation process, the Agency should test individual components of functionality of the solution (i.e., functional and/or unit testing), and also test to ensure that the interrelated parts of the Accela Automation solution are operating property (i.e., integration testing). Accela will provide assistance to the Agency as needed by providing User Acceptance Testing (UAT) support and facilftating completion of UAT. Accela will address and rectify issues discovered during the UAT process as Agency staff executes testing activities. Accela will work with the Agency to develop a test plan and deliver sample test scripts, as well as an issue log to track the progress of testing. It should be noted that Accela will plan for a total of one (1) month to complete this deliverable. If the Agency does not devote adequate time and staffing to UAT in order to completely test the solution, Accela may opt to postpone go -live at the Agency's expense. Accela will work diligently with Agency to ensure this does not occur 0 2013 Accela Inc. Page 37 Statement of Work and provide several opportunities for the Agency to add additional staff and time to this effort before recommending a postponement or delay. In terms of specific output, the following will be executed for this deliverable: ➢ Resolution of configuration issues resulting from Agency End User Testing. ➢ Fully -tested system that is ready to move to a production environment. Accela Responsibilities: • Provide recommendations on testing strategy and best practices. • Lead the Agency in up to one (1) month of User Acceptance testing effort and the validation of the system configuration and its readiness to be migrated to production for active use. • Resolution of issues as a result of User Acceptance Testing activities. Agency Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency. • Develop the User Acceptance test scripts. • Utilize the use cases documented in each Configuration Document Deliverable as the basis for the acceptance of this Deliverable. Acceptance Criteria: Completion of up to one (1) month of UAT Support up to one hundred sixty (160) hours STAGE 6 -DEPLOY DELIVERABLE 33: PRODUCTION SUPPORT — PHASE 1 ASSETS Production date is defined as the official date in which Accela Automation moves from the test environment to production for daily Agency usage. This date will be agreed to by both Accela and the Agency at project inception. It may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, Accela will assist in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment. At the end of the support period, a formal meeting will be scheduled with the Agency, Accela Services Team, and Accela CRC for the purpose of transitioning support of the Agency to Accela CRC. In terms of specific output, the following will be executed for this deliverable: ➢ Deployment support prior to moving to Production. ➢ Accela Automation used in production environment for Agency daily use. Accela Responsibilities: • Provide on-site resources for up to one hundred sixty (160) hours to support the move to Production effort. • With assistance from the Agency, lead the effort to transfer the system configuration and any required data from Support to Production. • Assist in the development of a Pre -Production checklist that details the critical tasks that must be accomplished prior to moving to Production. Agency Responsibilities: 2013 Accela Inc. Page 38 Statement of Work • Provide technical and functional user support for pre and post Production Planning, execution, and monitoring. • Provide timely and appropriate responses to Accela's request for information. • Assist in the development of a Pre -Production checklist that details the critical tasks that must be accomplished prior to moving to Production. • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency. Acceptance Criteria: • Deployment support prior to moving to Production. • Production system is first used by the Agency for daily use. DELIVERABLE 34: PRODUCTION SUPPORT — PHASE 2 TIDEMARK UPGRADE Production date is defined as the official date in which Accela Automation moves from the test environment to production for daily Agency usage. This date will be agreed to by both Accela and the Agency at project inception. It may be altered only by change order agreed to by both parties. In the weeks prior to moving to Production, Accela will assist in final data conversions, system validation, staff preparation assistance and training, and coordination of deployment. In terms of specific output, the following will be executed for this deliverable: ➢ Deployment support prior to moving to Production. ➢ Accela Automation used in production environment for Agency daily use. Accela Responsibilities: • Provide on-site resources for up to one hundred sixty (160) hours to support the move to Production effort. • With assistance from the Agency, lead the effort to transfer the system configuration and any required data from Support to Production. • Assist in the development of a Pre -Production checklist that details the critical tasks that must be accomplished prior to moving to Production. Agency Responsibilities: • Provide technical and functional user support for pre and post Production Planning, execution, and monitoring. • Provide timely and appropriate responses to Accela's request for information. • Assist in the development of a Pre -Production checklist that details the critical tasks that must be accomplished prior to moving to Production. • Make available the appropriate Agency key users and content experts to participate in user acceptance testing as defined and managed by Agency. Acceptance Criteria: • Deployment support prior to moving to Production. • Production system is first used by the Agency for daily use. 0 2013 Accela Inc. Page 39 Statement of Work PAYMENT TERMS Accela will perform the Services on a monthly payment basis: based on the nature and scope of the Services and associated deliverables as outlined; the expected staffing requirements; the project schedule; Accela's and Customer's roles and responsibilities and the other assumptions set forth in this SOW. Accela's total price to perform the Services and provide the work described is $929,840.00 exclusive of taxes and expenses (the "Fixed -Fee). The Fixed -Fee price is based on the information available at the time of signing and the assumptions, dependencies and constraints, and roles and responsibilities of the Parties, as stated in this SOW. Invoices will be sent on the monthly anniversary of the contract signing. Projects put on -hold past the term of this project will not result in a change to the monthly payment terms. Progress Step Payment Amount Payment Date Progress Payment 1 $124,536.00 Upon Contract Execution Progress Payment 2 $36,323.00 1 Month after Project Kickoff Progress Payment 3 $36,323.00 2 Months after Project Kickoff Progress Payment 4 $36,323.00 3 Months after Project Kickoff Progress Payment 5 $36,323.00 4 Months after Project Kickoff Progress Pa ment6 $36,323.00 5 Months after ProjectKickoff Progress Pa ment 7 $36,323.00 6 Months after Project Kickoff Progress Payment 8 $36,323.00 7 Months after Project Kickoff Progress Payment 9 $36,323.00 8 Months after Project Kickoff Progress Payment 10 $36,323.00 9 Months after Project Kickoff Progress Payment 11 $36,323.00 10 Months after Project Kickoff Progress Payment 12 $36,323.00 11 Months after Project Kickoff Progress Payment 13 $36,323.00 12 Months after Project Kickoff Progress Payment 14 $36,323.00 13 Months after Project Kickoff Progress Payment 15 $36,323.00 14 Months after Project Kickoff Progress Payment 16 $36,323.00 15 Months after Project Kickoff Pro ress Payment 17 $36,323.00 16 Months after Project Kickoff Pro ress Payment 18 $124,536.00 Upon Final Accepance TOTAL 1 $830,240.00 © 2013 Accela Inc. Page 40 Statement of Work EXPENSES: Actual amounts of any reasonable and customary travel expenses incurred during the performance of services under this SOW will be billed to Agency in accordance with the GSA travel expense policy (http://www.gsa.gov/portal/category/l00120). Accela will bill Agency for actual expenses incurred for travel and lodging/living, as well as other approved out-of-pocket expenses (such as mileage, parking, tolls and telecommunications charges). The not to exceed budget of $99,600 has been allocated for this project and Accela will not incur expenses in excess of this contracted budget without Agency's prior written consent. Expense receipts will be made available as requested by Agency. CONTRACT SUM: The total amount payable under this Agreement is therefore $929.640, including travel expenses. 0 2013 Accela Inc. Page 41 Statement of Work PROJECT RESOURCES AND LOCATION OF WORK WORK LOCATION Services contracted under this SOW may be performed remotely and/or at the Agency's on-site facilities as deemed appropriate and reasonable for the successful completion of the Services detailed herein. AGENCY RESOURCES Agency must fill the appropriate roles with the appropriate personnel to work together with the Accela Engagement Team for these Services and that Agency will make available additional resources as needed for the Services to be successful. Agency roles can be filled by the same person. In addition, Agency will provide all necessary technical resources to make appropriate modifications within any Agency systems wishing to integrate with any Accela systems. These resources must be proficient in Agency coding/development environment and tools, to make the required changes to their software to enable integration and must be available during the timeframe of these Services. Agency roles include Sponsor, Project Manager, Technology Manager, and Business Lead(s) for each Division/department being implemented, Super User trainers, and others as appropriate. Project Sponsor Project Manager DivisionlDepartmental Busines s Leads 0 2013 AcCela Inc. • Ultimate responsibility for the success of the project, • Creating an environment that promotes project buy -in, • Driving the project through all levels of the agency, • High-level oversight throughout the duration of the project, • Serving as the primary escalation point to address project issues in a timely manner. Jul NullAlub uicauuc • Overall administration, coordination, communication, and decision- makingli associated with the implementation; • Planning, scheduling, coordinating and tracking the implementation with Accela and across departments within the agency; • Ensuring that the project team stays focused, tasks are completed on schedule, and that the project stays on track. A user representative for each affected department must be appointed to facilitate analysis and configuration and serve as a decision-making entity for that group. These critical appointments may well determine the success of the implementation for their respective areas. Responsibilities include: • Attending requirements workshop sessions; • Willing and able to gather data and make decisions about business processes; • Assist in the creation of specifications for reports, interfaces & conversions • Review and test the system configuration; • Participating in the implementation of the Accela Automation solution. Page 42 Statement of Work Division/Departmental Subject Matter Expert (SME) Technical Lead ACCELA RESOURCES Responsibilities include: • Being trained on the Accela Automation system at a System Administration level; • Being fully engaged in the Business Analysis and system configuration activities; • Assist internal efforts towards the creation of reports, interfaces & conversions; • Assist in the review and testing of the system configuration; • Actively participate in the full implementation of the Accela Automation solution. Responsibilities • Primary responsibility for the technical environment during the software implementation; • Ensure that servers, databases, network, desktops, printers, are available for system implementation and meet minimum standards; • Work with Accela technical personnel during implementation; • Maintain lest and production databases; • Perform day-to-day maintenance of the system and install maintenance releases; • Act as the primary technical resource for troubleshooting problems; • -Establish and maintain backup, archival, and other customary maintenance and housekeeping activities. Accela will assign key Professional Services resources for this engagement with Agency. These individuals are well versed in the Accela Automation application, and are well qualified to lead this effort. Accela's Project Manager shall assume full responsibility for the coordination of this team and its interaction with key Agency resources assigned to the effort. The main roles are as follows: The Project Executive oversees the project's progress/direction and works with the Project Manager to ensure efficiency, consistency and quality in delivery of Accela implementations. The Project Executive actively participates in a project Project Executive director/executive role. The Project Executive will meet with Agency Executives monthly or upon request throughout the duration of the project. The Accela Project Manager is responsible for the overall project management and works directly with the client throughout all aspects of Accela implementations: from the initial scoping, planning, staffing to delivery. The Project Manager undertakes the Project Manager project administration tasks including: • Project plan management, • Change order management, O 2013 Accela Inc. Page 43 Statement of Work • Issue log management and escalation, • Status reporting, Project workspace management, • Resources management, • Work plan management, • Meetings management, • Project review with Project Executive. In addition, the Project Manager will actively participate in leading the System Configuration Analysis sessions and will be responsible for the creation of the System Configuration Document. _ The Senior Implementation Consultant assigned to the project will have major experience in the business process as well as the product functionality and is responsible for: • Business analysis activities: Mapping the client's business processes and requirements to the functionality of Accela's products and the creation of Senior Implementation solution design, Consultant Leading system configuration activities, • Providing training/mentoring to agency staff, • Recommend industry best practices to agency to enhance business processes, • Guide agency on how best to configure the system based on past experiences and software expertise. I Implementation Consultant resources support the project and typically focus on the ;Flowing tasks. • The configuration of the system to match the System Configuration Implementation Consultant document. • Build activities within the project, such as conversion data mapping, creation of reports and interface specification. i Accela Technical Consultants are Involved in all areas that require knowledge o server -side considerations and Accela add-on products such as: • Application installation and setup (Accela Automation, Accela GIS, Accela Technical Consultant Wireless, and Accela Citizen Access), • Report definition and creation, • Event Manager Script definition and programming, • Database Conversions and data mapping assistance, I, • Interface specifications and development. Training Consultant Training Consultants are responsible for Accela Training classes with assistance from Implementation consultants, depending on the nature of the specific project. © 2013 Accela Inc. Page 44 Statement of Work © 2013 Accela Inc. Page 45 Statement of Work e`M�✓L.CY IL.. - Accepted By: ACCELA, INC. Authorized Signature Name - Type or Title Accepted By: City of Santa Clarita, CA Authorized Signature Name - Type or Print Title Date Date Appendix A follows m 2013 Accela Inc. Page 46 Statement of Work are all other configuration specifications documents related to data conversion, interfaces, reports, and event scripts. SOLUTION FOUNDATION Solution Foundation is the third stage in the lifecycle. It begins upon completion of Stage 2 and should be completed prior to the next stage, Build. During the Solution Foundation stage, Accela Automation will be built to match the to -be processes agreed to in the Analysis stage. Essential to this effort is the configuration of the Record (Case, Application, Permit, Work Order, etc) types that were agreed to during the Analysis phase. Configuration of in -scope record types is comprised of, but not limited to: • User -defined fields (Application -Specific Information and Task -Specific Information), • Workflows and statuses, • Fee structures and rules, • Inspection data. BUILD Build serves as the fourth stage in the lifecycle, and execution of this stage overlaps Configuration, but ends after Configuration is complete. During the Build stage, all defined elements during the Analysis stage beyond the Solution Foundation will be implemented. This includes conversions, event scripts, interfaces and reports. In terms of specific deliverables, common output from the Build Phase is as follows: • Event Script Development, • Report Specifications and Development, • Data Conversion Specifications and Development, • Interface Specifications and Development, READINESS Readiness is the fifth stage in the lifecycle. During the Readiness stage Accela Automation is fully tested, errors are identified, documented and corrected. Additionally, the solution is prepared for deployment. In addition, system administrators and end users are trained so that all appropriate agency staff members are prepared to use and maintain the software once the move to production occurs. In terms of specific deliverables, common output from the Readiness Phase is as follows: • User Acceptance Testing, • End -User Training. DEPLOY Deploy is the sixth and final stage in the lifecycle. During the Deploy stage the applications are moved to production; all requisite pre -production activities are identified, tracked and completed, and post -production analysis and review is completed. Upon moving to production, the Accela Automation applications are transitioned to the Accela Customer Resource Center ('CRC") for ongoing support. A formal transition will occur between the Services team and the CRC that instructs the agency on available communication channels (telephone, email, online tracking system) and use of the Accela knowledge base. Lastly, all documented issues or enhancement requests will bb transitioned from the Services team to the Customer Resource Center. In terms of speck deliverables, common output from the Deploy Phase is as follows: Pre -Production Checklist Development, Tracking and Execution, • Move to Production, O 2013 Accela Inc. Page 48 Statement of Work • Post Production Analysis, • Formal Transition to the CRC for Ongoing Support 8 2013 Accela Inc. Page 49 Statement of Work APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY Accela will deliver its Services to the Agency by employing the methodology detailed in this section. This is a proven methodology that guides the project from inception to deployment, thereby increasing the chances of successfully implementing Aocela software products. Project delivery through execution of this Implementation Life Cycle is described below. IMPLEMENTATION LIFE CYCLE Thorough execution of these six stages ensures that Accela customers receive high-quality services throughout the project engagement. Figure 1 -Accela Methodology As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in parallel as appropriate to avoid unnecessary project delays. Each stage has pre -defined objectives, tasks and associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available deliverables will be delivered through the services defined for the project. Employing this deliverables -based approach ensures that Accela and the Agency understand the composition and 'downstream' impact of each project deliverable to ensure the project is delivered with quality and in a timely manner. Initiation represents the first stage in the lifecycle. During the Initiation stage, project contracts and the SOW are finalized, project scope and objectives are reviewed, and project planning activities and deliverables are completed. In terms of specific deliverables, common output from the Initiation Phase is as follows: • Project Charter, • Baseline Project Plan, • Project Status Report Template, • Project Sharepoint Site pre -loaded with baseline documentation, • Project Initiation Meeting. ANALYSIS Analysis is the second stage in the lifecycle. During the Analysis stage, Accela reviews existing agency documentation, interviews agency staff, and conducts workshops to understand the "To -Be" vision of the Agency that can be executed with the aid of Accela Automation. It is during this Phase that Accela gains a deeper understanding of Agency processes and business rules; simultaneously, the Agency begins to gain a deeper understanding of the methodology and Accela Automation capabilities. A key output of this Phase is the To -Be Analysis Document(s) which serve as the 'foundation' for configuration of Accela Automation to support germane elements of the Agency "To -Be" vision. Supplementing the To -Be Analysis Document(s) 0 2013 Accela Inc. Page 47 Statement of Work The following information provides detail related to the scope of Accela's data conversion offerings. Due to the inherent complexity of conversion activities, it is critical to address and understand common questions and misconceptions. Any conversion activity or requirement not included in this section is considered out of scope, and may be addressed through a change order for Accela services. GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS The standard data conversion includes the conversion of transactional data to the Accela Automation database when a configured destination exists. In the event there is no destination for legacy transactional data then it Oil be required to be converted as best fits into another area of the configuration or excluded from the conversion effort. Accela will perform unit testing of the conversion program including spot checks of the data within Accela Automation in order to identify if data corruption issues exist. Extensive quality assurance of legacy/historical data by the agency is required in order to ensure accurate transfer of data. A completed, signed off, Solution Foundation must be available before Accela will begin the data conversion mapping effort. DATA CONVERSION ASSUMPTIONS - "As -Is" Approach: Conversion of transactional tables, Address/Parcel/Owner (APO) data, Professional License data is executed "As -is" into Accela Automation. "As -is" means that the data will be transformed as mapped to existing configuration elements in Accela Automation. The conversion process will not create configuration data or alter the mapped data when processed into Accela Automation. Additionally this means if invalid, inaccurate, or incomplete data is provided, it will be loaded into Accela Automation "As -Is". All data cleanup must occur prior to execution into Accela Automation. - Accela Data Conversion Tools: Data will be mapped and converted utilizing Accela's Extract, Translate and Load ("ETL") toolset. This will assist to ensure the accuracy of the mapping. The data mapping tool ensures that the legacy source to Accela Automation solution is accurate and prevents data from failing to convert, while the execution tool can be used to consistently run conversion process and track statistics. - Acceptable Data Formats For Historical Conversion: It is expected that the Conversion Source Data be provided in an Oracle 10g/11g or Microsoft SQL Server 2000/2005/2008 database format. In the event that the source is not in an acceptable format, Accela will provide recommendations for transposing the data in the proper format. - Acceptable Data Formats For Reference Conversion: It is expected that the Conversion Source Data be provided in Oracle 10g/1 1g, Microsoft SQL Server 2000/2005/2008, or pipe delimited flat file format. In the event that the source is not in an acceptable format, Accela will provide recommendations for transposing the data in the proper format. - Documents: Historical/Legacy data conversion DOES NOT include the conversion of attached documents into Accela Document Services ("ADS") in Accela Automation. ® 2013 Accela Inc. Page 50 Statement of Work APPENDIX C — DELIVERABLES ACCEPTANCE FORM Please acknowledge acceptance by: A B Sign and fax this document to: Email this document as an attachment to. Accela, Inc. t YOUR NAME OR YOUR EMAIL YOUR TITLE Tel: Fax: nptP Aqency Name: Source Approving Agency Manager: Deliverable # Accela Manager: Project Name / Code: Details Contract/ Agreement #: I _ _ Agency agrees that Accela has successfully completed the following Deliverables: Agency agrees that Accela has successfully completed the Deliverables described above in accordance with the terms of the related Contract/Agreement. APPROVALS: Agency Name Signature Title Date 0 2013 Accela Inc. Page 61 Source Deliverable # Reference Details Service -Agreement Agency agrees that Accela has successfully completed the Deliverables described above in accordance with the terms of the related Contract/Agreement. APPROVALS: Agency Name Signature Title Date 0 2013 Accela Inc. Page 61