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2013/08/07 Accela, Inc. Department Implementation Services
SERVICES AGREEMENT 1. Parties ACCELA CUSTOMER Accela, Inc. City of Menifee, California 2633 Camino Ramon, Suite 120 29714 Haun Road Bishop Ranch 3 San Ramon, California 94583 Menifee, California 92586 Attention: Contracts Administration Attention: Derek Williamson T: 925.659.3200 T: 951.672.6777 F: 925.407.2722 F: 951.679.3843 e-Mail:contractsadmin@accela.com a-Mail: dwilliamson@cityofinenifee.us 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 no later than August 7, 2013, this SA is effective as of the date of Customers 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 Customers 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 order for 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, Services Agreement(SA),Version 03172011 Page 1 of 6 rental 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 Services Agreement(SA),Version 03172011 Page 2 of 5 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. 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 Customer's 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. Insurance requirements are attached hereto as Exhibit B. 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 RiversideSanta-61ara 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 Services Agreement(SA),Version 03172011 Page 3 of 5 1 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 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 Severability 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 Q _ CUSTOMER, By: /V _ /1 \/ By: — 0 AA /i (Signature) (Signature) Colin M.SomudsM4 'A • (Print Name) (Print Name) Its A55t.Wp. &-Cfa v Its lit {1/1 r�O�,�t 6e'1L (Title) (Title) Dated: 2*914., u 3 Dated: 7 (Month,Day,Year) (Month,Day,Year) Exhibits Follow. 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 EXHIBIT A Statement of Work(SOW)document follows this page. END OF DOCUMENT Services Agreement(SA),Version 03172011 Page 5 of 5 4'ACCEL/7 .r.. Government Software THE LEADING PROVIDER OR Statement of Work City of Menifee, California I Version 1.3 July 29, 2013 2013 Acceia Inc. City of Menifee, California SOW Page 1 I I Statement of Work TABLE OF CONTENTS TABLEOF CONTENTS.. .................... ......................................................................................................2 DOCUMENTCONTROL............................................................................................................................................................................4 OVERVIEW................................................................................................................................................................................................5 SERVICESDESCRIPTION........................................................................................................................................................................5 PURPOSE.............................................................................................................................................................................................5 PROJECTTIMELINE...............................................................................................................................................................................5 PROJECTMANAGEMENT........................................................................................................................................................................5 CRITICAL SUCCESS FACTORS................................................................................................................................................................6 PROJECTASSUMPTIONS......................................................-................................................................................................................7 WORKDESCRIPTION.............................................................................................................................................................................7 STAGE1-INITITATION.....................................................................................................................................................................8 DELIVERABLE 1:PROJECT INITIATION.....................................................................................................................................................8 DELIVERABLE 2:ACCELA AUTOMATION SETUP-CLOUD SUPPORT..........................................................................................................9 STAGE 2-BEST PRACTICE ANALYSIS........................................................................................................................................11 DELIVERABLE 3:BEST PRACTICES ANALYSIS SESSIONS........................................................................................................................11 DELIVERABLE 4:"TO BE"FEE ANALYSIS DOCUMENTS...........................................................................................................................11 STAGE 3-SOLUTION FOUNDATION....................................................................................................................................................12 DELIVERABLE 5:ACCELA AUTOMATION SOLUTION FOUNDATION............................................................................................................12 STAGE4-BUILD.............................................................................................................................................................................13 DELIVERABLE 6:HISTORICAL DATA CONVERSION ANALYSIS..................................................................................................................13 DELIVERABLE 7:HISTORICAL DATA CONVERSIOIODEVELOPMENT............................................................................................................14 DELIVERABLE 8:STANDARD LICENSED CONTRACTOR CONVERSION ANALYSIS........................................................................................15 DELIVERABLE:9 STANDARD LICENSED CONTRACTOR CONVERSION DEVELOPMENT................................................................................15 DELIVERABLE 10:STANDARD ADDRESS,PARCEL AND OWNERSHIP(APO)DATA CONVERSION ANALYSIS................................................16 DELIVERABLE 11 STANDARD ADDRESS,PARCEL AND OWNERSHIP(APO)DATA CONVERSION DEVELOPMENT..........................................16 SYSTEMINTERFACES.....................................................................................................................................................-...................17 DELIVERABLE 12:SPECIFICATIONS DOCUMENT FOR FINANCIAL BATCH INTERFACE..................................................................................17 DELIVERABLE 13:DEVELOP FINANCIAL BATCH INTERFACE....................................................................................................................18 DELIVERABLE 14:INTERFACE-ACA PAYMENT PROCESSOR(PAYPAL)..................................................................................................18 DELIVERABLE 15:EVENT MANAGEMENT SCRIPTING ASSISTANCE...........................................................................................................19 DELIVERABLE 16:REPORT SPECIFICATIONS.........................................................................................................................................19 DELIVERABLE 17:REPORT DEVELOPMENT............................................................................................................................................20 DELIVERABLE 18:ACCELA GIS CONFIGURATION...................................................................................................................................21 DELIVERABLE 19:ACCELA CITIZEN ACCESS CONFIGURATION................................................................................................................21 DELIVERABLE 20:ACCELA MOBILE CONFIGURATION.............................................................................................................................22 STAGE5-READINESS..................................................................................................................................................................23 DELIVERABLE 21:ADMIN TRAINING(NA)..............................................................................................................................................23 DELIVERABLE 22:DAILY USER TRAINING..................................................................................................................-..........................23 DELIVERABLE 23:USER ACCEPTANCE TESTING(UAT).........................................................................................................................24 STAGE6-DEPLOY.........................................................................................................................................................................25 DELIVERABLE 24:PRODUCTION SUPPORT............................................................................................................-..............................25 DELIVERABLE 25:POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC...........................................................................................25 PAYMENTSCHEDULE.............................................................................................................................................................:.............27 EXPENSES..........................................................................................................................................................................................28 2013 Accela Inc. City of Menifee, California SOW Page 2 Statement of Work PROJECT RESOURCES AND LOCATION OF WORK..................................................................................................................................28 WORKLOCATION................................................................................................................................................................................28 AGENCYRESOURCES..........................................................................................................................................................................28 ACCELARESOURCES..........................................................................................................................................................................30 ACCEPTANCE......................................................................................................................................................................................32 APPENDIX A-ACCELA IMPLEMENTATION METHODOLOGY...................... .................--.............. .33 IMPLEMENTATION LIFE CYCLE..............................................................................................................................................................33 INITIATION...........................................................................................................................................................................................33 ANALYSIS...........................................................................................................................................................................................33 SOLUTIONFOUNDATION......................................................................................................................................................................34 BUILD.................................................................................................................................................................................................34 READINESS.........................................................................................................................................................................................34 DEPLOY..............................................................................................................................................................................................34 APPENDIX B-DATA CONVERSION ASSUMPTIONS.........................................................................................................................36 GENERAL INFORMATION AND REQUIREMENTS FOR HISTORICAL CONVERSIONS.......................................................................................36 DATA CONVERSION ASSUMPTIONS.......................................................................................................................................................36 STANDARD DOCUMENT MIGRATION......................................................................................................................................................36 APPENDIX C-DELIVERABLES ACCEPTANCE FORM.......................................................................................................................38 0 2013 Accela Inc. City of Menifee, California SOW Page 3 I 1 Statement of Work DOCUMENT CONTROL Date Author Version Change Reference 6/28/13 Larry Cooper 1.0 Original Draft from email and WebEx discussions 7/09/13 Larry Cooper 1.1 Draft update and QA/QC and Jeff Dolezal and Kirk McClurkin (Review) 07/09113 Larry Cooper, 1.2 Combined edits from Jeff and Kirk and fixed minor typo's Jeff Dolezal,and Kirk McClurkin 07/29/13 Mitch Bradley 1.3 Minor edits i I i it ©2013 Acceia Inc. City of Menifee, California SOW 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 specific requirements and budget defined by City of Menifee, CA("City'). 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 City'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 City. Accela will work with City staff to optimize Accela's portfolio of software, best practices,and customer experience to enable the City to successfully utilize its Accela Automation software and meet its functionality,timing and cost requirements.This Statement of Work("SOW")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 the City. 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 for the City. Accela will provide professional services for implementation of the above modules and products per the Work Description section detailed henceforth. The following City departments comprise the organization scope of the implementation described herein: ➢ Building and Safety Department ➢ Community Development ➢ Engineering PROJECT TIMELINE Upon execution of SOW by Accela and Menifee City,the parties agree to identify the start date within two weeks. The term of the project defined in this Statement of Work is six 6 months and one(1) phase. There are additional Phases to be scoped beyond this SOW. However,those phase will be defined at a later date.Accela will appoint a part time project manager for the Project. As required, City agrees to provide Accela with appropriate access to City's facilities, personnel,data systems,and other resources. City acknowledges that the implementation process described in this SOW is cooperative in nature and that City must complete its designated tasks in a timely manner in orderfor Accela to proceed with and complete the professional services City delays during the implementation period (eg,change in staff level/availability, missed deadlines)may have adverse collateral effects on Accela's overall work schedule and the Project Timeline resulting in additional costs associated with the delay, including but not limited to additional hours for project management, deliverable development and review.Any additional costs will be identified by the parties in a mutually agreed upon Change Order at hourly rates of$185 per hour. PROJECT MANAGEMENT Accela will provide a dedicated 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 City,Accela will provide Project Management services throughout the project. Generally these services include the following: • Project plan management using Microsoft Project 2010, ©2013 Accela Inc. City of Menifee, California SOW Page 5 Statement of Work • Project document management using Accela's Microsoft SharePoint.The project documentation will be accessible by the City and a complete copy of the documentation provided at the completion of the project. 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 City 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 City and Accela, identifying and monitoring project risks, and promoting strong project communication. • Knowledge Transfer—While Accela cannot guarantee specific expertise for City staff as a result of participating in the project,Accela will make all reasonable efforts to transfer knowledge to the City. It is critical that City personnel participate in the analysis,configuration and deployment of Accela Automation in order to transfer knowledge to the City. Once Post Production assistance tasks are completed by Accela Services,the City assumes all day-to-day operations of Accela Automation outside of the Support and Maintenance Agreement, The Service and Maintenance Agreement do not cover any City manipulation of implemented scripts, reports,interfaces and adapters. Key knowledge transfer areas include: • Configuration • Scripting • Batch scripts • Interfaces • Event Management Scripts • Reports and Forms • Mobility fee • Dedicated City Participation—Accela fully understands that City 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 City 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 City and Accela resources through Project Status Reports with real and potential impacts to the project timeline. Accela will work with the project sponsors and department leaders to determine appropriate team member involvement. This could range 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 criteria defined herein,Accela will provide the City with a Deliverable Acceptance Form to formalize acceptance and completion. The Deliverable Acceptance Form is subsequently signed by the appropriate City 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 ©2013 Accela Inc. City of Menifee, California SOW Page 6 Statement of Work project schedule,for all Deliverables where no response time is specifically identified I the SOW,a three(3) business day acceptance period is assumed. • 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 City is willing to adhere/adopt to the Accela Implementation Methodology. PROJECT ASSUMPTIONS • The City and Accela will review their responsibilities before work begins to ensure that Services can be satisfactorily completed. • The effort estimated in the project includes the assumption that the City is set to provide 2 dedicated resources to manage the project and participate in the day-to-day implementation. • The City 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 andlor directly participating in the design and development, as well as the approval,of the deliverable.The City may make changes to designated approvers with written notification to Accela a minimum of one month before a deliverable is due. • The City will provide work space for Accela Services for work completed on City premises. • Accela will implement the most current version of Accela Automation at the time of the contract signing. • The City will maintain primary responsibility for the scheduling of City employees and facilities in support of project activities. • The City will ensure that Accela resources have access to a Dev or Test version of the 3m party system for interface development. All interfaces will be developed against 1 (one), agreed upon version of the 3rd party system. • For use with Accela Citizen Access,the City will use the Standard PayPal integration in order to take payments online. • Accela will provide the City 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). • The City will provide Accela with access to test and development environments for each City system that requires integration with Accela Automation. . • Accela personnel will attend City executive steering committee meetings as needed. • The City has 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 City will escalate according to the Communication Plan in the Project Charter. • The City accepts the Best Practice Templates as defined by Accela as the basis for the implementation. • Will provide 5 days of End User training,4 days being onsite and 1 day offsite. 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 City. 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. ©2013 Accela Inc. City of Menifee, California SOW Page 7 Statement of Work STAGE 1 - INITITATION DELIVERABLE 1: PROJECT INITIATION Project initiation is an opportunity to ensure the project starts in a well-organized,structured fashion while re- confirming the City 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 City and Accela after the signing of the Statement of Work. In conjunction with the City representatives,Accela will perform the following tasks: • 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. • Finalize Communication Plan and project logistics including escalation, status reporting, issue/risk management,work locations,etc. • Finalize schedule of Steering Committee meetings. • Finalize and document formal deliverable signoff procedures, identify team members that will be responsible for signoff from the City and Accela. • Review infrastructure requirements and preparation (with designated City technical staff). j • Finalize an integrated project plan that includes resource allocation for all tasks(in cooperation with the City Project Manager). 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: ➢ Finalized Project Charter(MS Word). Y Updated Baseline Project Plan from SOW Workshop(MS Project). ➢ Project Kickoff Presentation(MS PowerPoint). Project SharePoint Site. ➢ Project Kickoff Meeting.._ Accela Responsibilities: • Provide timely and appropriate responses to City'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 and Project Kickoff Presentation deliverables with input from appropriate City resources. City 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. • Provide meeting facilities for Project Kickoff and other onsite activities. • Include Project Sponsor in Project Kickoff Meeting. Acceptance Criteria: • Review and acceptance of the Baseline Project Plan 0 2013 Accela Inc. City of Menifee, California SOW Page 8 Statement of Work • Completion of the Project Kickoff Meeting DELIVERABLE 2: ACCELA AUTOMATION SETUP—CLOUD SUPPORT Accela's Technical staff will submit a comprehensive network diagram detailing the new Accela environment with the corresponding technical requirements for all hardware,software,database, GIS, network and Internet. Accela technical staff will validate the proper installation and configuration of the Accela Automation environment. This Deliverable is defined as the setup of the City in the Cloud environment of the Accela Automation software,such that City 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 the City operational Accela Automation computing environment(such that City can log into the system and verify that the software was setup). 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 City computing environment. • Configure Accela Automation to use the standard reports and Ad-Hoc Reporting tool. Accela Responsibilities: • Provide timely and appropriate responses to City's request for information. • Consult with City resources to provide technical input and answer technical questions related to the support setup for Accela Automation. City Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Procure and configure necessary hardware, non-Accela software,and networking infrastructure as specified by Accela • Make available the appropriate City 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. ©2013 Accela Inc. City of Menifee, California SOW Page 9 Statement of Work Diagram 1:The following describes the Accela Cloud and how the Accela Automation platform works for the City and Citizens. Accela Architecture 44 Agency Apps I' zen Apps r.: I,c,Apps The Acc a Ctoud Acceb Apes Mobile Citizen office At Access ' Accela Amonunion CACCEIA� Diagram 2:The following describes the Accela Cloud System Architecture. Public user DMZ Legend n (.� a®swsc AfAServer,Accela GatevaY �omxw I xmMnnw.nm I I I I I I @.I yyy AMO.AW Server Mobile User I I 8V I I I Data Center CFMX,WEB, 8 I Biz Server, I \I Indexer 1VM Memory `6 airs rver Setting Agency User Biz rver B — — Web,CFMX,Biz Server CD Lo d Bal ncer Database Serer h Failover Database Server Indexer gePOttServer 'Web,CFMX.Bb Server - ...,�..o-.....,,z..,.,... ©2013 Accela Inc. City of Menifee, California SOW Page 10 Statement of Work STAGE 2 — BEST PRACTICE ANALYSIS DELIVERABLE 3: BEST PRACTICES ANALYSIS SESSIONS In order to develop the content for the To-Be Fee Analysis Documents,Accela will work closely with designated City personnel and will conduct analysis sessions to capture the and align with the Best Practice business processes.A part of the process mapping is to group"like"processes together to assist in streamlining the analysis and minimize redundancy in documentation. In conjunction with the City representatives,Accela will perform the following tasks: • Review the collected document fees,fee schedules,and collection procedures for each process. Accela's Project Manager will coordinate and schedule the Analysis Sessions in conjunction with the City Project Manager and according to the agreed upon Project Plan. In terms of specific output,the following will be executed for this deliverable: 7 To-Be Fee Analysis data gathering activities for fees and web conferencing sessions. Accela Responsibilities: • Provide timely and appropriate responses to City's request for information. • Conduct to-be analysis sessions to capture the required fees to be configured within the system. • Conduct meetings via email,web conference, and phone to validate against provided fee schedules. City Responsibilities: • Provide timely and appropriate responses to Accela's requests for information. • Make available the appropriate City key. • Provide any existing fee schedules. • Schedule participants and meeting locations for analysis activities. Acceptance Criteria: • Completion of Fee analysis against BPT's. DELIVERABLE 4: "TO BE" FEE ANALYSIS DOCUMENTS To-Be Fee Analysis Documents will be developed by Accela based on the information gathered in Deliverable 3: Best Practices Analysis Sessions. Upon completion of the documents Accela will conduct a formal review with the City for the purpose of approval and sign-off on the deliverable. To facilitate the approval process,Accela will configure one fee schedule of the solution for one(1)mutually agreed upon To-Be processes,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 City. In terms of specific output,the following will be executed for this deliverable: ➢ To-Be Analysis Documents(Adobe PDF), Estimated at 1 To-Be Fee Analysis documents Accela Responsibilities: 0 2013 Accela Inc. City of Menifee, California SOW Page 11 Statement of Work • Provide timely and appropriate responses to the City's request 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 Fee Analysis Documents capturing the City's fee processes to be included in the Solution Foundation. City Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Schedule participants and meeting locations for To-Be Fee Analysis Documents review activities. • Review and provide feedback on To-Be Fee Analysis Documents. Acceptance Criteria: • Review To-Be Fee Analysis Documents and validate that the content accurately reflects the business processes data that will be included in the Accela Automation Solution Foundation. • The City will have 5 business days to conduct initial review of the To-Be Fee Analysis Documents. If no changes or comments are requested within the 5 days,the To-Be Fee Analysis Documents is considered approved by the City. Upon delivery of initial feedback,Accela will complete the necessary changes and updates. The second and final review will have 5 business days for acceptance. 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 Fee Analysis. Accela will configure Accela Automation for based on the To-Be Fee Analysis 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 5:ACCELA AUTOMATION SOLUTION FOUNDATION Accela will provide professional services to develop the Solution Foundation of the Accela Automation product in accordance with requirements established and documented in Deliverable 4:To-Be Fee Analysis Documents. In terms of specific output,the following will be executed for this deliverable: ➢ Completed Configuration of Accela Automation Solution to support the To-Be Fee Business Processes Accela Responsibilities: • Provide timely and appropriate responses to City's request for information. • Configure the foundational components as defined in the To-Be Fee Analysis Document(s). City Responsibilities • Provide timely and appropriate responses to Accela's request for information. • Work with Accela to verify that the system meets the foundational requirements documented in the To-Be Fee Analysis Document(s). • The City will test the system for purposes of validating the configuration. Acceptance Criteria: ©2013 Accela Inc. City of Menifee, California SOW Page 12 Statement of Work • Review and approve that the Accela Automation Solution Foundation meets the requirements documented in the approved To-Be Analysis Documents. • The City will have 5 business days to conduct initial review of the Solution Foundation. If no changes or comments are requested within the 3 days,the milestone is considered approved by the City. Upon delivery of initial feedback,Accela will complete the necessary changes and updates. The second and final review will have 3 business days for acceptance. 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 City. Similar to the Configuration Stage, it is critical that appropriate City representatives are involved in each step of the process to ensure success. Data conversion of historic/legacy data from City 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 City staff to ensure a successful transition of data. Specifically,the Accela team will work with City 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 there is missing data. There are techniques and tools that Accela may recommend to understand the current state of the City 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 City 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 City. Once the data mapping has been defined,Accela will ask that a representative of the City 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 6: HISTORICAL DATA CONVERSION ANALYSIS Accela will work with the City to create a Data Conversion Mapping Document detailing the data conversion process, mutually agreed upon requirements and mapping of the City's historical data into Accela Automation. Accela will work with City technical experts to map the existing data into the standard Accela data import format. In terms of specific output,the following will be executed for this deliverable: ➢ Building Permits and Inspections Historical Data Conversion Specifications Document o No Documents have been defined as part of the conversion Accela Responsibilities: • Work with the City to define and document historical data elements that are required for the conversion. ©2013 Accela Inc. City of Menifee, California SOW Page 13 Statement of Work • Facilitate the data analysis and mapping process • Complete the Data Conversion Specifications Document. City Responsibilities: • Provide historical data in acceptable formats. • 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: • Ten(5)business days total DELIVERABLE 7: HISTORICAL DATA CONVERSION DEVELOPMENT Upon City approval of the Historical Data Conversion Specifications document, (Deliverable 6),Accela will provide a program(s)to migrate appropriate historical data into Accela Automation. The City will provide the legacy data in the agreed upon format for each successive data conversion run. In terms of specific output,the following will be executed for this deliverable: ➢ Migrated Building Permit and Inspections historical data into Accela Automation testing database environment. Accela Responsibilities: • Provide a program to migrate historical data into the City's AA test database environment. • Provide runs of the data conversion. Each conversion will be a full set of data with all required tables populated. • Validate the successful completion of the migration of historical data into the City's test environment. City 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 Support environment according to the Data Conversion Mapping document. Acceptance Review Period: • Twenty(5)business days total ©2013 Accela Inc. City of Menifee, California SOW Page 14 Statement of Work DELIVERABLE 8: STANDARD LICENSED CONTRACTOR CONVERSION ANALYSIS Accela will provide a program to convert licensed contractor data from a single source to be defined by the City to the Accela Automation licensed professional tables. Data will be provided in Accela's standard format. After City staff signs off on the conversion specification document,the Accela conversion team will configure the conversion that will populate the Accela system with the appropriate data. In terms of specific output,the following will be executed for this deliverable: ➢ Licensed Contractor Data Conversion Specifications Document(MS Word/MS Excel). Accela Responsibilities: • Provide standard Licensed Contractor conversion documentation and support. City Responsibilities: • Identify data accuracy/quality issues and resolve them(data scrubbing). • Provide Licensed Contractor data in the format(s)specified by the standard Licensed Contractor documentation. • Allocate the time for qualified business and technical experts for the Accela-led data-mapping sessions that are critical to the project success. • Assist in the data-mapping process. i Acceptance Criteria: • Review and acceptance of the Licensed Contractor Data Conversion Specifications document. Acceptance Review Period: • Ten(10)business days total DELIVERABLE: 9 STANDARD LICENSED CONTRACTOR CONVERSION DEVELOPMENT After City staff signs off on the conversion specification document,the Accela conversion team will configure the conversion that will populate the Accela system with the appropriate data. In terms of specific output,the following will be executed for this deliverable: I ➢ Migrated Licensed Contractor data into Accela Automation support database environment. Accela Responsibilities: • Migrate data provided by the City into the City's AA support database environment. City Responsibilities: • Load data from original source(s) into the Accela standard staging tables. • Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is converted successfully according to the data-mapping document. Acceptance Criteria: • Confirmation that Licensed Contractor data has been converted to Accela Automation testing environment according to the standard Licensed Contractor data specifications. Acceptance Review Period: 0 2013 Accela Inc. City of Menifee, California SOW Page 15 Statement of Work • Ten (10) business days total DELIVERABLE 10: STANDARD ADDRESS, PARCEL AND OWNERSHIP (APO) DATA CONVERSION ANALYSIS This Deliverable includes conversion of City Address, Parcel,and Ownership(APO)data to Accela Automation. Accela leverages a standardized data conversion process for APO data sets and will deliver the standard APO specifications and file templates to be used by the City in preparing the data for conversion.The City will identify a source for data to update the address, parcel and owner information within the City. Data must be provided in Accela's standard format,and Accela and City business and technical experts will work together to map the source data to the Accela database. In terms of specific output,the following will be executed for this deliverable: ➢ APO Data Conversion Specifications Document(MS Word/MS Excel). Accela Responsibilities: • Provide standard APO conversion documentation and support. City Responsibilities: • Identify data accuracy/quality issues and resolve them (data scrubbing). • Provide APO data in the format(s)specified by the standard APO documentation. • Allocate the time for qualified business and technical experts for the Accela-led data-mapping sessions that are critical to the project success. • Assist in the data-mapping process. Acceptance Criteria: • Review and acceptance of the APO Data Conversion Specifications document. Acceptance Review Period: • Ten(10) business days total DELIVERABLE 11 STANDARD ADDRESS PARCEL AND OWNERSHIP APO DATA CONVERSION DEVELOPMENT After City staff signs off on the APO Data Conversion specification document,the Accela conversion team will develop the conversion program that will populate the Accela system with the appropriate data. In terms of specific output,the following will be executed for this deliverable: y ,Migrated historical data into Accela Automation testing database environment. Accela Responsibilities: • Migrate data provided by the City into the City's AA testing database environment. City Responsibilities: • Load data from original source(s) into the Accela standard staging tables. • Allocate the time for qualified personnel to test the conversion for acceptance to ensure that the data is converted successfully according to the data-mapping document. 0 2013 Accela Inc. City of Menifee, California SOW Page 16 Statement of Work Acceptance Criteria: • Confirmation that APO data has been converted to Accela Automation testing environment according to the standard APO data specifications. Acceptance Review Period: • Ten(10) business days total SYSTEMINTERFACES The following system interfaces are in scope for this project: • Financial System—One Way • ACA Payment Processor(PayPal) For each interface,the Accela technical lead will work together with City'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 l 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. City responsibility includes obtaining permission for level/type of integration from appropriate application owners(including on premises or cloud/hosted,etc.). Further,the City will ensure that Accela resources have access to a Dev or Test version of the 3ro party system for interface development. All interfaces will be developed against 1 (one),agreed upon version of the 3ro party system. DELIVERABLE 12: SPECIFICATIONS DOCUMENT FOR FINANCIAL BATCH INTERFACE Accela will provide a one-way interface between Accela Automation and the City's Financial System. In order to determine the City 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 City's staff,specifically, interface analysis. In terms of specific output,the following will be executed for this deliverable: ➢ Interface Specifications Document Accela Responsibilities: • Provide timely and appropriate responses to City's request for information. • Conduct Interface Analysis sessions. • Work with City staff to develop interface specifications document. City 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. ©2013 Accela Inc. City of Menifee, California SOW Page 17 Statement of Work Acceptance Criteria: • Review and approve the Interface Specifications document Acceptance Review Period: • Fifteen(15) business days total DELIVERABLE 13: DEVELOP FINANCIAL BATCH INTERFACE Accela will provide a batch interface that pushes defined data from Accela Automation Batch engine to a Flat File loaded to a FTP site. Upon approval of the Interface Specifications document, Deliverable 8,the Accela team will develop the interface per the specifications. In terms of specific output,the following will be executed for this deliverable: ➢ Demonstration of operational interface per the Interface Document Accela Responsibilities: • Use Accela Automation Batch Interface tool to implement the interface functionality based on the specifications. CitV Responsibilities: Validate interface through testing. Acceptance Criteria: • Demonstration and approval of the completed interface as per the requirements detailed in the interface specifications document. Acceptance Review Period: • Fifteen(15)business days total DELIVERABLE 14: INTERFACE—ACA PAYMENT PROCESSOR (PAYPAL) Accela will develop an interface between Accela Automation and PayPal for Electronic Payments. Specifically,Accela will utilize the standard E-Payment adaptor to PayPal]for ACA(Accela Citizen Access) payment processing. It is assumed that all departments will be using the same version of PayPal for payment processing. In terms of specific output,the following will be executed for this deliverable: > Interface Specifications Document(MS Word/MS Excel). > Demonstration of operational interface between Accela Automation and PayPal in Support environment. Accela Responsibilities: • Provide timely and appropriate responses to the City's request for information. • Work with City staff to develop interface specifications with the specified version of[system]. • Use an Accela web service or other tool to implement interface functionality based on the specifications. • Assist the City with testing and debugging of the interface. City Responsibilities: • Provide timely and appropriate responses to Accela's request for information. ©2013 Accela Inc. City of Menifee, California SOW Page 18 Statement of Work • 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. • Provide detailed specifications on business requirements to PayPal. Acceptance Criteria: • Review and approval of the Interface Specification document. • Demonstration of the interface meeting the specific requirements detailed on the interface specifications document.The City will not unreasonably withhold acceptance if the City opts to complete the task using City or third party resources. DELIVERABLE 15: EVENT MANAGEMENT SCRIPTING ASSISTANCE • All scripts will be provided as part of the BPT's. No custom scripts will be developed. 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 City wishes to print as identified during configuration analysis. The Configuration Document will define the reports and documents that are required by the City 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, City 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 and can be developed utilizing the Accela Rich Text Format(RTF)or Accela Adhoc reporting tools. The reports to be developed from the specifications defined in this SOW will be developed using Crystal Reports. The custom reports,developed with Crystal Reports,will be deployed in the Report Manager to be accessible directly within Accela Automation. DELIVERABLE 16: REPORT SPECIFICATIONS Accela will develop up to 5 documents/letters/reports from those identified by the City as required for the new system. Accela and City have agreed that Accela will develop reports based on the following breakdown: • 2 of Medium Complexity • 3 of Low Complexity ©202 Accela Inc. City of Menifee, California SOW Page 19 Statement of Work Prior to the development of a report the City will approve report design specification documents that will be created jointly by the City 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 City 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. City 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 City will not unreasonably withhold acceptance if the City requests changes to the reports specifications after the initial signoff of the specification by the City. • City will have 5 business days to review the Report Specification Documents. If no changes or comments are requested within the 5 days,the Report Specification Documents are considered approved by the City. DELIVERABLE 17: REPORT DEVELOPMENT Accela will developcustom documents/letters/re orts per the specifications developed and approved in Deliverable P P P p Pp 18, Report Specifications. 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 up to 5 documents/letters/custom reports per the Report Specification Documents Accela Responsibilities: • Provide timely and appropriate responses to City's request for information. • Develop reports per specifications. • Assist in the validation of the reports in test environment. City Responsibilities: • Provide timely and appropriate responses to Accela's request for information. ©2013 Accela Inc. City of Menifee, California SOW Page 20 Statement of Work • 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 18: ACCELA GIS CONFIGURATION Accela will install and configure Accela GIS, 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: • Configuration of Accela GIS to work with BING Maps. In terms of specific output,the following will be executed for this deliverable: ➢ Accela GIS configured to BING Maps Accela Responsibilities: • Accela Technical staff will submit a comprehensive network diagram detailing the new Accela environment with the corresponding technical requirements for all hardware,software,database, GIS, network and Internet • Configure Accela GIS software in the cloud to use Bing Maps and perform quality assurance checks on the configuration and performance based on acceptance criteria mutually developed by Accela and the City. • Demonstrate that the Accela GIS applications are operational in the City computing environment thus communicating with the Accela Automation system. City 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 Accela GIS in support environment. DELIVERABLE 19: 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 Support site. Subsequently,Accela will work with the City representatives to assess and implement Accela Citizen Access to extend certain aspects of the internal Accela Automation configuration for use by the general public. ©2013 Accela Inc. City of Menifee, California SOW Page 21 Statement of Work Features available for configuration include: Permifticense/Complaint Research • Permit Application and Issuance for Permits which do not require plans review(Quick Permits) • Inspection Request Entry • Inspection Results Research • Online Payments • Status tracking In terms of specific output,the following will be executed for this deliverable: ➢ Accela Citizen Access Configuration Specifications Document(MS Word) ➢ Configuration of 3 Online Record types in Accela Automation Accela Responsibilities: • Setup Accela Citizen Access in Support environment. • Assist the City in set up and validation of merchant account integration. • Work with the City 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 City. • Configure the Online Record types defined in the System Configuration Document in Accela Citizen Access. City Responsibilities: • Utilize the existing City merchant account, and deploy an internet-enabled payment engine. • Validate that the configuration specification for Accela Citizen Access meets City 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: • Ten(5)business days DELIVERABLE 20: ACCELA MOBILE CONFIGURATION Accela will configure the Accela Mobile application. As part of this deliverable Accela will perform the configuration tasks required to ensure Accela Mobile interfaces with Accela Automation in both a support and production environment. Using Accela Mobile,a City inspector can perform activities such as: • Result inspections/investigations in either storelforward or wireless mode Analysis activities with the City will result in a Mobile Configuration Specifications Document. Subsequently,Accela's staff will extend base configuration of Accela Mobile per the Mobile Office Configuration Specifications Document. In terms of specific output,the following will be executed for this deliverable: 0 2013 Accela Inc. City of Menifee, California SOW Page 22 Statement of Work ➢ Accela Mobile Configuration Specifications Document(MS Word) ➢ Demonstration of operational system per Accela Mobile Configuration Specifications document Accela Responsibilities: • Create configuration specifications for Accela Mobile based on analysis with the City. • Configure Accela Mobile based on approved specifications document. Acceptance Criteria: • The base configuration of Accela Mobile in the Support environment is configured as documented in the Accela Mobile Configuration Specifications document. Acceptance Review Period: • Ten(5)business days total l STAGE 5— READINESS 4 DELIVERABLE 21: ADMIN TRAINING (NA) No Admin training will be provided as part of this project. DELIVERABLE 22: DAILY USER TRAINING This Deliverable includes the Delivery by Accela to City of Five(5) instances of the Daily User Training course(1 day each onsite/offsite). It is expected that 4 days onsite and 1 day offsite will occur. The City may choose to have all of the training provided offsite but that is not recommended. 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 City agreement. Daily User Training should be coupled with the City delivering supplementary user training to its staff using the core Use Cases documented in each System Configuration Document. Accela recommends that City adopt the"80/20 rule'for training,focusing the majority of their training on the 80%of what the City normally does operationally. The recommended supplementary training conducted by the City 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 City will be valid for the release that the City 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: ➢ Five(5)instances of Daily User Training. Accela Responsibilities: • Coordinate with the City to define training schedule and logistics. • Provide Five(5)instances of Daily User Training. City Responsibilities: • Select and prepare the power-users who will be participating in the training and subsequently training end users. ©2013 Accela Inc. City of Menifee, California SOW Page 23 Statement of Work • Arrange the time and qualified people for the training who are critical to the project success. • Provide suitable City 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 Five(5)instances of the Daily User Training course to the City. DELIVERABLE 23: USER ACCEPTANCE TESTING (UAT) This deliverable is comprised of the assistance Accela will provide to allow the City to accept that the solution meets the requirements as documented in all the deliverables. Accela will assist the City 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 City 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 City, and coordination of resources is critical. At this point in the implementation process,the City 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 City 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 City staff executes testing activities. Accela will work with the City 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 Eighty(80) hours to complete this deliverable. If the City 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 City's expense. Accela will work diligently with City to ensure this does not occur and provide several opportunities for the City to add additional staff and time to this effort before recommending a postponement or delay. ill In terms of specific output,the following will be executed for this deliverable: > Resolution of configuration issues resulting from City End User Testing. Y Fully-tested system that is ready to move to a production environment. Accela Responsibilities: • Provide recommendations on testing strategy and best practices. • Provide Accela Best Practices Test Scripts. • Lead the City in up to Eighty(80) hours 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. City Responsibilities: • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate City key users and content experts to participate in user acceptance testing as defined and managed by City. ©2013 Accela Inc. City of Menifee, California SOW Page 24 Statement of Work • Modify or enhance the User Acceptance test scripts provided. • 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 Eighty(80)hours of UAT. STAGE 6 - DEPLOY DELIVERABLE 24: PRODUCTION SUPPORT Production date is defined as the official date in which Accela Automation moves from the test environment to production for daily City usage. This date will be agreed to by both Accela and the City 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 City daily use. Accela Responsibilities: • Provide on-site resources to support the move to Production effort. • With assistance from the City, 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. City 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 City key users and content experts to participate in user acceptance testing I as defined and managed by City. Acceptance Criteria: • An Estimated 120 hours of deployment support prior to moving to Production. • Production system is first used by the City for daily use. DELIVERABLE 25: POST DEPLOYMENT SUPPORT AND TRANSITION TO CRC This deliverable is comprised of the post-Production support assistance that Accela will provide to address issues and provide consultative advice immediately following the move to Production for daily use. Accela will provide support for Forty(40)hours immediately following deployment(go-live). At the end of the support period,a formal meeting will be scheduled with the City,Accela Services Team, and Accela CRC for the purpose of transitioning support of the City to Accela CRC. 0 2013 Accela Inc. City of Menifee, California SOW Page 25 Statement of Work Accela will work with the City to identify and address issues identified during this period using a Post Production Issues List. This list will be comprised of issues related to the defined deliverables listed in this SOW,which will be addressed by Accela,as well as any other issues which will be addressed by the City. Examples of issues the City is responsible for include training issues,functional changes beyond the scope of this Statement of Work,cosmetic changes, and procedures related to the use of Accela Automation. Specifically,Accela will not be developing or creating additional reports,conversions, records types and workflow processes that were not included in the scope of this project. In terms of specific output,the following will be executed for this deliverable: ➢ Forty(40)hours of Post Deployment Support. v Finalized Post Production Issues List. ➢ Transition of the City from Services team to Customer Resource Center for ongoing support. Accela Responsibilities: • Provide post-production support for Accela developed configuration and components. • Assist with the identification of issues forthe Post Production Issues List. • Assist with issues that may arise related to the deliverables in this SOW. • Transfer ongoing support of the client and to the CRC to address any post Production issues that require remediation. City Responsibilities: • Provide technical and functional user support for post-production support and monitoring. • Develop and maintain a Post Production Issues List. • Provide timely and appropriate responses to Accela's request for information. • Make available the appropriate City key users and content experts to participate in user acceptance testing as defined and managed by the City. Acceptance Criteria: • Execution of Forty(40)hours of post-Production support. • Official transfer from the Accela Services project team to the Customer Resource Center(CRC). III 0 2013 Accela Inc. City of Menifee, California SOW Page 26 Statement of Work PAYMENT SCHEDULE The table below represents the Effort in Hours and the cost based on the Statement of Work for the project. These hours will be considered Time and Material unless the City of Menifee chooses to have Progress Payments. Description of Work Cost Hours Implementation of Fees against BPT's $ 12,560.00 80 Interfaces (Eden 1 Way Batch Process) $ 9,420.00 60 History Data Conversion to AA: Total Permits—4390; Total Inspections—8114; $ 25,120.00 160 Total Accounts—660 Standard APO Conversion:Total Properties—35311 $ 4,710.00 30 Standard LP Conversion: Total Contractors—503 $ 1,570.00 10 Reports-5(Low and Medium Complexity) $ 9,420.00 60 Install of Accela Automation Suite $ Training -5 Days $ 6,280.00 40 Project Management-6 Months $ 20,410.00 130 " UAT $ 12,560.00 80 Kick-off $ 6,280.00 40 Post Go Live $ 25,120.00 160 Accela Mobile $ 3,140.00 20 Accela GIS(Bing) $ 1,570.00 10 Accela Citizen Access $ 12,560.00 80 Implementation Services Total $ 150,720.00 960 Travel Fees $ 12,000.00 Total Price-Services and Travel $ 162,720.00 ©2013 Accela Inc. City of Menifee, California SOW Page 27 Statement of Work EXPENSES Out of pocket travel and living expenses will be submitted in accordance with the GSA travel policy. All expenses, such as airfare,transportation and parking will be reimbursed upon submission and approval of a travel expense report submitted with copies of actual receipts.A budget of$12,000 has been allocated for travel.The Travel budget will include travel time billed for resources traveling to and from the City. It is expected that the team will be onsite for a total of 10 days. • 1 Day for the Kick-Off • 4 Days for the End User Training • 5 Days for Go Live Support Statement of Work Acceptance Signature Accepted By: Accepted By: Menifee City, CA Accela, Inc. ,( By: By: 61 .^ Print Name: Print Name: "Llev A4Y Title: Title: Date: Date: b9 Zal PROJECT RESOURCES AND LOCATION OF WORK WORK LOCATION Services contracted under this SOW may be performed remotely and/or at the City'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. Responsibilities include: Project Sponsor • Ultimate responsibility for the success of the project, ©2013 Accela Inc. City of Menifee, California SOW Page 28 Statement of Work • 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. Responsibilities include: • Overall administration,coordination,communication, and decision-making associated with the implementation; ,Project Manager • 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: Division/Departmental Busines • Attending requirements workshop sessions; s Leads • 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. Responsibilities include: • Being trained on the Accela Automation system at a System Administration level; • Being fully engaged in the Business Analysis and system configuration Division/Departmental Subject activities; Matter Expert(SME) • 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. I Responsibilities include:^ • Primary responsibility for the technical environment during the software mplementation; Technical Lead • Ensure that servers,databases, network,desktops, printers,are available for system implementation and meet minimum standards; • Work with Accela technical personnel during implementation; • Maintain test and production databases; 0 2013 Accela Inc. City of Menifee, California SOW Page 29 Statement of Work • 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 RESOURCES 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: Description 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 Executivedirector/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 administration tasks including: • Project plan management, • Change order management, • Issue log management and escalation, Project Manager • 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: Senior Implementation • Business analysis activities: Mapping the client's business processes and Consultant requirements to the functionality of Accela's products and the creation of solution design, • Leading system configuration activities, Providing training/mentoring to Agency staff, ©2013 Accela Inc. City of Menifee, California SOW Page 30 Statement of Work • 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. ccela Technical Consultants are involved in all areas that require knowledge of 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, • 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. City of Menifee, California SOW Page 31 Statement of Work ACCEPTANCE The Service contracted for in this Statement of Work will be considered Accepted for the purpose of payment when all Deliverables defined in the Work Description Section have been accepted by City as defined for each Deliverable. This is a fixed-price SOW. Invoices and Payments will be in accordance with Item numbers 11 and 12, on page numbers 26 and 27, of GSA Contract GS-35F-0249R and the hourly rates are applicable to Accela, its subcontractors, if any, and any division, subsidiary or affiliate of Accela. Additionally, upon completion of the Service contracted for in this Statement of Work, transition to Accela's Customer Service Center, CRC will be completed. The live system will be handed over to the CRC and the transfer of knowledge from the Project Team to the CRC will also be completed. All training will be concluded and project documentation will be handed over to the CRC. Q 2013 Accea Inc. City of Menifee, California SOW Page 32 Statement of Work APPENDIX A - ACCELA IMPLEMENTATION METHODOLOGY Accela will deliver its Services to the City 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 Accela 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 9Y I Revia v f9nnls a e"g, C =.,a ,4y I", '. L: •k; G ! sw;P"'( 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 City understand the composition and'downstream' impact of each project deliverable to ensure the project is delivered with quality and in a timely manner. INITIATION 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 utilizes"bet-practices" concepts and interviews City staff in workshops to understand the"To-Be"vision of the City that can be executed with the aid of Accela Automation. It is during this Phase that Accela gains a deeper understanding of City processes and business rules; simultaneously,the City 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 ©2013 Accela Inc. City of Menifee, California SOW Page 33 Statement of Work elements of the City"To-Be"vision. Supplementing the To-Be Analysis Document(s)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 City 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 City on available communication channels (telephone, email,online tracking system)and use of the Accela knowledge base. Lastly,all documented issues or enhancement requests will be transitioned from the Services team to the Customer Resource Center. In terms of specific deliverables,common output from the Deploy Phase is as follows: • Pre-Production Checklist Development, Tracking and Execution, 0 2013 Accee Inc. City of Menifee, California SOW Page 34 Statement of Work • Move to Production, • Post Production Analysis, • Formal Transition to the CRC for Ongoing Support i ©2013 Acceia Inc. City of Menifee, California SOW Page 35 Statement of Work APPENDIX B — DATA CONVERSION ASSUMPTIONS 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 will 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 City 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("ETU)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/11g, 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 properformat. Documents: Historical/Legacy data conversion includes the conversion of attached documents into Accela Document Services("ADS") in Accela Automation, provided the City provides the documents in the structure Accela requires. The documents will be converted to the configured primary electronic document management system(EDMS). See Standard Document Migration for additional details. STANDARD DOCUMENT MIGRATION The standard document conversion may be utilized to convert record/permit level attached electronic documents into the configured Accela Automation EDMS systems. In the event a 31d party EDMS is used by Accela Automation, it is still possible to convert documents if the 3b party interface supports a create method to enter documents in a batch process. ©2013 Accela Inc. City of Menifee, California SOW Page 36 Statement of Work At a minimum the electronic document(s)to be converted must exist in a Microsoft Windows accessible file system (ex. NTFS, FAT32)and have the ability to identify the associated Record ID in order to be converted, In the event that the files exist in a database they must be extracted into a windows file system prior to be evaluated for conversion. li ©2013 Acceia Inc. City of Menifee, California SOW Page 37 Statement of Work APPENDIX C — DELIVERABLES ACCEPTANCE FORM Please acknowledge acceptance by: A 6 Sign and fax this document to: Email this document as an attachment to: i Accela, Inc.YOUR NAME OR YOUR EMAIL YOUR TITLE Tel: Fax: Date: City Name: Menifee City, CA Approving City Manager: Accela Manager: Project Name/Code: Contract/Agreement#: City agrees that Accela has successfully completed the following Deliverables: Source I Deliverable# Reference Details WService A reement City agrees that Accela has successfully completed the Deliverables described above in accordance with the terms of the related Contract/Agreement. APPROVALS: City Name Signature Title Date 2013 Accela Inc. City of Menifee, California SOW Page 38 Statement of Work r :. ©2013 Accela Inc. City of Menifee, California SOW Page 39 Addendum Section 1. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement, Consultant, at its own cost and expense, shall procure the types and amounts of insurance checked below and provide Certificates of Insurance, indicating that Consultant has obtained or currently maintains insurance that meets the requirements of this section and which is satisfactory, in all respects, to the City. Consultant shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be included in the Consultant's compensation. Consultant shall not allow any subcontractor, consultant or other agent to commence work on any subcontract until Consultant has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution. Consultant acknowledges the insurance policy must cover inter-insured suits between the City and other Insureds. 1.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any and all persons employed directly or indirectly by Consultant. The Statutory Workers' Compensation Insurance and Employer's Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident, ONE MILLION DOLLARS ($1,000,000.00) disease per employee, ONE MILLION DOLLARS ($1,000,000.00) disease per policy . In the alternative, Consultant may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if insurance is provided, or the Consultant, if a program of self-insurance is provided, shall waive all rights of subrogation against the City and its officers, officials, employees, and authorized volunteers for loss arising from work performed under this Agreement. 1.2 Commercial General Automobile Liability Insurance. 1.2.1 General requirements. Consultant, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage, for risks associated with the work contemplated by this Agreement, TWO MILLION DOLLARS ($2,000,000.00) general aggregate, TWO MILLION DOLLARS ($2,000,000.00) products/completed operations aggregate. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of hired, owned and non-owned automobiles. 4824-7172-0963.1 Professional Services Agreement with t of 4 1.2.2 Minimum scope of coveraae. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached limiting the coverage. 1.2.3 Additional reauirements. Each of the following shall be included in the insurance coverage or added as a certified endorsement to the policy: a. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis. b. Any failure of Consultant to comply with reporting provisions of the policy shall not affect coverage provided to City and its officers, employees, agents, and volunteers. 1.3 Professional Liability Insurance. 1.3.1 General reauirements. Consultant, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors and omissions. Any deductible or self-insured retention shall not exceed $150,000 per claim. 1.3.2 Claims-made limitations. The following provisions shall apply if the professional liability coverage is written on a claims-made form: a. The retroactive date of the policy must be shown and must be no later than the commencement of the work. b. Insurance must be maintained and evidence of insurance must be provided for at least #vethree (35) years after completion of the Agreement or the work, so long as commercially available at reasonable rates. C. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, Consultant must provide extended reporting coverage for a minimum of fivethree (53) years after completion of the Agreement or the work. Such continuation coverage may be provided by one of the following: (1) renewal of the existing policy; (2) an extended reporting period endorsement; or (3) replacement insurance with a retroactive date no later than the commencement of the work under this Agreement. The City shall have the right to exercise, at the Consultant's sole cost and expense, any extended reporting provisions of the policy, if the Consultant cancels or does not renew the coverage. d. A copy of the claim reporting requirements must be submitted to the City prior to the commencement of any work under this Agreement. 4824-7172-0963.1 2 of I I 1.4 All Policies Requirements. 1.4.1 Acceptability of insurers. All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII and admitted in California. 1.4.2 Verification of coveraae. Prior to beginning any work under this Agreement, Consultant shall furnish City with Certificates of Insurance, additional insured endorsement or policy language granting additional insured status complete certified copies of all policies, including complete certified copies of all endorsements. All copies of policies and certified endorsements shall show the signature of a person,authorized by that insurer to bind coverage on its behalf. The Certificate of Insurance must include the following reference: (Contract number or project name). The name and address for Additional Insured endorsements, Certificates of Insurance and Notice of Cancellation is: City of Menifee, 29714 Haun Road, Menifee, CA 92586. The City must be endorsed as an additional insured for liability arising out of ongoing and completed operations by or on behalf of the Consultant. 1.4.3 Notice of Reduction in or Cancellation of Coveraae. A certified endorsement shall be attached to all insurance obtained pursuant to this Agreement stating that coverage shall not be suspended, voided, canceled or materially changed by either party, or reduced in coverage or in limits, except after thirty (30) days' prior written notice by certified, mail, return receipt requested, has been given to the City. In the event that any coverage required by this section is reduced, limited, cancelled, or materially affected in any other manner, Consultant shall provide written notice to City at Consultant's earliest possible opportunity and in no case later than ten (10) working days after Consultant is notified of the change in coverage. 1.4.4 Additional insured: primary insurance. City and its officers, employees, agents, and authorized volunteers shall be covered as additional insureds with respect to each of the following: liability arising out of activities performed by or on behalf of Consultant, including the insured's general supervision of Consultant; products and completed operations of Consultant, as applicable; premises owned, occupied, or used by Consultant; and automobiles owned, leased, or used by the Consultant in the course of providing services pursuant to this Agreement. The coverage shall contain no special limitations on the scope of protection afforded to City or its officers, employees, agents, or authorized volunteers. The General Liability and Auto insurance provided to the City as an additional insured must apply on a primary and non- contributory basis with respect to any insurance or self-insurance program maintained by the City. Additional insured status shall continue for (1) year after delivery of product(s). A certified endorsement must be attached to all policies stating that coverage is primary insurance with respect to the City and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the City shall be called upon to contribute to a loss under the coverage. 1.4.5 Deductibles and Self-insured Retentions. Consultant shall notify th.-obtain the written approvala City for the self-insured retentions if any' and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the ppieF express •:{ken 4 n mention of Cnntrnet o rry n St. tinr Consultant s h a l l not f v C i t y o f a n+ ray increase in such deductibles or 4824-7172-0963.1 3 of 11 self-insured retentions with respect to City, its officers, employees, agents, and volunteers. T#e GORtraGt Administrator may condition approval of an iRnFpaF;p iR CIPCII-IGfibliz. Or spflf insured retention 1PVP11; 1A ith a requirement that Consultant PFE)GuFe a bond gua satisfa Gton. in all . entc to each of them 1.4.6 Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 1.4.7 Variation. Contract Administrator may approve in writing a variation in the foregoing insurance requirements, upon a determination that the coverage, scope, limits, and forms of such insurance are either not commercially available, or that the City's interests are otherwise fully protected. 1.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, City may, at its sole option, exercise any of the following remedies, which are alternatives to other remedies City may have and are not the exclusive remedy for Consultant's breach: • Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement; • Order Consultant to stop work under this Agreement or withhold any payment that becomes due to Consultant hereunder, or both stop work and withhold any payment, until Consultant demonstrates compliance with the requirements hereof; and/or • Terminate this Agreement. 4824-7172-0963.1 4 of t l