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CC - Item 4E – Selection of Professional Consulting Services for a Permit and Land Management SystemROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: BEN KIM, CITY MANAGER fly DATE: SEPTEMBER 24, 2024 SUBJECT: SELECTION OF PROFESSIONAL CONSULTING SERVICES FOR A PERMIT AND LAND USE MANAGEMENT SYSTEM SUMMARY To improve the City's development process and to be more efficient, standardized, mobile, and transparent, the City sought an online permit and land use management system to streamline the building permit process for both the development community and for the City. A competitive bid process was conducted and six (6) qualified proposals (attached as Attachments `B" to "G") were received. Through an analysis of the proposal, a firm has been selected for recommendation to the City Council. The City's Building and Safety Division is currently using HdL Software, LLC's (HdL) permitting system to generate plan check review fees and issue building permits. In recent discussions with the contract administrator from HdL, it was recommended that the City purchase another permit tracking software as support for the permitting system will soon cease. HdL is currently in the process of providing the City with formal notification. Since the system is no longer receiving software updates or fixes and has little to no technical support from the vendor, it has become inadequate. Staff is manually inputting data, tracking progress, and coordinating internally with applicants and other divisions/departments through Microsoft Word, Excel, and Outlook. Furthermore, applicants must pay for all applications and permits for the Planning Division, Building and Safety Division, and the Public Works Department in-person at City Hall. Recognizing the importance of an efficient process for development reviews and permitting, staff released a Request for Proposal (RFP) for professional consulting services for the permit and land use management system on February 20, 2024, via P1anetBids. On March 14, 2024, the City received six (6) proposals. Pursuant to the City's purchasing policy, professional services providers should not be selected by bid price alone. Prior to the interview process, staff reviewed each proposal for completeness, understanding and approach to provide the requested services AGENDA ITEM 4.E City Council Meeting September 24, 2024 Page 2 of 6 efficiently, experience and qualifications of the project team members and firm, experience in local area and project requirements and process, experience in working as an extension of City staff and providing services in similar capacities with minimal direction from City staff, and cost. For comparison purposes the following table illustrates the terms and costs of each firm: Table 1— Overview of Proposals After carefully reviewing all proposals, staff invited two firms for an in-person interview. Both Avocette Technologies Inc. and OpenGov, Inc. represented the best combination of Avocette CentralSquare OpeaGov, RedMark Timmons Tyler Technologies Technologies Inc Technologic Group Technologies, Inc s LLC. Inc. 25 25 Unlimited 25 25 25 No. of Users (Additional (Additional (No (Additional (Additional (Additional costs for costs for more additional costs for costs for costs for more more users) users) Costs more users more users users OpenGov Cityworks Tyler System Accela (3 Party) eTRAKiT Permitting Accela (3` Party) PLL (3`d Enterprise Permitting & & Licensing Ply) Licensh Contract Term 3 years 3 years 3 years 3 years 3 years 3 years Implementation 12-14 Duration 10 Months 12 Months 9 Months Months 14 Months 12 Months (Approximate) Integration with DigEplan DigitalPlanBluebeam, DigEPlan or Bluebeam or Did not (Bluebeam Bluebeam Avolve Bluebeam specify integration Software needed ProjectDox coming soon Price (Year 1) Includes Subscription and $411,120.00 $309,908.39 $125,734.69 $489,600.00 $598,575.00 $371,395.00 Professional Services (Setup/Data Integration) Price (Year 2) $80,000.00 $100,380.00 $49,281.42 $58,575.00 $15,000.00 $136,445.00 Price (Year 3) $63,000.00 $105,399.00 $51,745.50 $62,382.38 $15,000.00 $136,445.00 Total Cost of $554,120 $515,687.39 $226,761.61 $610,557.38 $628,575.00 $644,285.00 Contract After carefully reviewing all proposals, staff invited two firms for an in-person interview. Both Avocette Technologies Inc. and OpenGov, Inc. represented the best combination of City Council Meeting September 24, 2024 Page 3 of 6 qualifications, experience in local areas, credentials, the shortest implementation duration, and overall City compatibility. Avocette Technologies Inc. employs approximately 105 staff that are based out of Canada and has been delivering high-value IT solutions in Canada and the United States for over 46 years. In 2011, Avocette Technologies Inc. began their partnership with Accela, a company that is based out of San Ramon, but has employees that are based in southern California. Accela has been designing and delivering cloud -based government software for permitting, licensing, and code enforcement solutions for state and local governments for over 40 years. Currently, Avocette Technologies Inc. implements Accela in the surrounding cities of Inglewood and Commerce, in addition to, other cities across California and in other states. OpenGov, Inc. was founded in 2012 and is based out of San Francisco. They deliver their own cloud -based government solutions such as permitting and licensing, budgeting and planning, procurement, cartegraph asset management, financials, and tax and revenue. They employ approximately 700 employees, with some being based in Southern California. Currently, OpenGov, Inc. is implemented in the surrounding cities of Industry, Bell, and El Segundo, in addition to other cities across California and in other states. An interview was conducted on June 6, 2024, by City staff from the Community Development, Public Works, and Finance departments. The panel considered factors such as the overall experience of the firm, experience of assigned staff, the permit and land use management system, overall fit of the firm for the City's needs, and a software demonstration. For comparison purposes, the following table illustrates the cumulative scores for each firm: Table 2 — Interview Scores Rating Scale 1 to 5 (1 -Highly Unsatisfactory, 3- Avocette Technologies Inc. OpenGov, Inc. Satisfactory, 5- Highly Satisfacto Overall Experience of Firm Total Total (experience with other government 3 3 4 4 4 5 5 5 4 5 agencies and cities 18 24 Experience of Assigned Staff Total Total (partner, manager, on-site 4 4 5 3 5 5 5 4 4 4 supervisor) and Availability 21 22 Permit and Land Use management Total Total system (Ease of Use, Interface, 3 3 5 4 4 5 5 5 4 5 Functionals 19 24 Overall Fit of the Firm for 3 3 4 3 3 Total 4 4 4 4 4 Total 16 20 Rosemead's Needs Based on the scores, the interview panel unanimously selected OpenGov, Inc. The panel felt that OpenGov, Inc. offered a more user-friendly permit and land use management system for both City staff and the public that focuses on providing tools and resources for streaming the development process with ease of navigation and access. In addition, OpenGov, Inc. is better City Council Meeting September 24, 2024 Page 4 of 6 suited in terms of their implementation process and timeline, customer service hours, unlimited users, and overall fit of the firm for the City's needs. In addition, during the interview, it was relayed to the two firms that the permit and land use management system would not incorporate a Citizen Request Management (CRM) function which was originally included in the RFP. Both firms were asked if the removal of the CRM function would reduce the overall cost of their proposals. Avocette Technologies Inc. did not submit an updated fee schedule but stated that the removal of the CRM function is not significant since the data for the CRM function is integrated into planning, building, and other program areas and would only provide for a cost reduction of $10,000. OpenGov, Inc. submitted an updated fee schedule, reducing the cost of their services by $56,638.39. Following the interview, staff conducted a reference check of the cities that are currently contracted or have implemented the OpenGov, Inc software. This includes the cities of Buena Park, Cypress, El Segundo, Port Hueneme, Selma, and Tuolumne County. All agencies responded positively to their experience with OpenGov Inc's permit and land use management system. Below is a summary of the responses: City of Buena City of City of EI City of City of Tuolumne Park Cypress Segundo Port Selma County Hueneme Years with OpenGov, 7 Years 4 Years 1 Year 2 Years 2 Years 3 Years Inc. First Few Months 3 Months 3 Months Basic Permit Implemental (Partial (Partial Less than Types/ 2 years for ion Period 6 Months Integration Integration for a Year 6-9 Months the Rest of the for Basic Basic Permits) Process Permits) (Historical Data Caused Problems Yes, the system was Would Your cost effective, Yes, the Yes, the system Yes, the City/County programable, system took was easy to system According to Recommend and some time for configure and was very Yes most of our users, Open maintainable. staff to set up navigate during easy to yes. Inc.?? It is a good but was easilyimplementation lementation navigate. choice for customizable. process. small to medium cities. There was a learning curve, Our community but the more Feedback from General has been very Feedback "Tech Savy" Very user the public is feedback Responses receptive. It is from the customers friendly and very positive from the have been convenient, time Public state it is great. customizable. and no public is positive. saving, and the Some residents complaints have very digital submittal still prefer to been received. positive. process is cost go into City efficient. Hall. City Council Meeting September 24, 2024 Page 5 of 6 Based on the review of the proposals, interviews, and reference checks, staff is recommending that the City select OpenGov, Inc. for the City's new permit and land use management system. Opengov Inc.'s permit and land use management system supports unlimited users, is easy to navigate for both the public and staff, and is cost-efficient as the total cost is significantly lower than the other five proposals, totaling $226,761.61. The fees associated with the total cost consist of a software subscription and setup/data integration the first year ($125,734.69), an annual subscription fee the second year ($49,281.42), a 5% increase to the annual subscription fee the third year ($51,745.50), and an option to renew the fourth year with a 5% increase to the annual subscription fee. If approved, OpenGov Inc. will immediately work with staff to implement the permit and land use management system. The implementation process will consist of historical data migration, training, and testing before the permit and land use management system is implemented internally and to the public. STAFF RECOMMENDATION Staff is recommending that the City Council authorize the City Manager to finalize and execute a Professional Services Agreement to enter into a three-year agreement with OpenGov, Inc. (including an optional one year extension) for professional consulting services for a permit and land use management system. FISCAL IMPACT The Technology Internal Services Fund (Fund 505) has allocated funds to fully cover the cost of the OpenGov Inc. permit and land use management system acquisition for a duration of three years in the amount of $226,761.61. STRATEGIC PLAN IMPACT The strategic plan impact would fall under Goal B: Responsive, Inclusive City - Rosemead will continue to provide quality services that are inclusive and responsive to meet the changing needs of our diverse community. ENVIRONMENTAL REVIEW This item is not defined as a project under the California Environmental Quality Act (CEQA); therefore, the proposed item is not subject to CEQA. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. City Council Meeting September 24, 2024 Page 6 of 6 Prepared by: Annie Lao Senior Planner, , John Tufap r Building Supervisor — Building and Safety Division Consultant Reviewed by: Lily Valenzuela Director of Community Development Attachment A: RFP No. 2024-08 Attachment B: Avocette Technologies Inc., Proposal Attachment C: CentralSquare Technologies, Proposal Attachment D: OpenGov Inc., Proposal Attachment E: RedMark Technologies LLC., Proposal Attachment F: Timmons Group, Proposal Attachment G: Tyler Technologies, Inc., Proposal Attachment H: Contract Agreement Attachment A Request for Proposal No. 2024-08 CITY OF ROSEMEAD REQUEST FOR PROPOSAL (RFP) NO. 2024-08 PROFESSIONAL CONSULTING SERVICES TO THE CITY OF ROSEMEAD FOR A PERMIT AND LAND USE MANAGEMENT SYSTEM SUBMITTALS: Three (3) bound copies of your proposal, one (1) unbound reproducible copy of the proposal, and one electronic copy on a USB flash drive, in sealed envelope(s) must be received by the City of Rosemead's City Clerk's Office by no later than Thursday, March 14, 2024 at 5:00 p.m. or Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by PlanetBids at: https://pbsVstem.planetbids.com/portal/54150/portal-home Proposals submitted through PlanetBids Vendor Portal shall be submitted no later than Thursday, March 14, 2024 at 5:00 p.m. PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL NOT BE CONSIDERED. FACSIMILE AND E-MAIL PROPOSAL WILL NOT BE ACCEPTED. CONTACT PERSON: Direct questions for clarification on Request for Proposal documents to Annie Lao, Associate Planner at (626) 569- 2144 or alao@cityofrosemead.org MODIFICATIONS: Any modification of this Request for Proposal will be provided to consultants who request notification of any modifications. ISSUANCE DATE: February 20, 2024 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 A. OVERVIEW The City of Rosemead is seeking a qualified consultant with proven expertise to submit a proposal to provide and implement a fully integrated permit and land use management system for the processing of building permits, land use and zoning permits, building inspections, engineering permits, and code enforcement cases. The system must be parcel -based with GIS capabilities and offer full integration. Online and mobile functionality are requirements in order to provide a citizen portal and CONSULTANT access, as well as functionality that will allow field staff directly access site data and edit permits and inspections. The purpose of this Request for Proposal (RFP) is to define the City's minimum requirements, solicit proposal, and gain adequate information by which the City may evaluate the services offered by Proposer. The City of Rosemead, hereinafter referred to as the "City", is seeking proposals with the intention of securing a contract with a qualified consultant who will provide software as well as support services to activate and launch the software system. B. BACKGROUND ABOUT THE CITY The City of Rosemead is located in the San Gabriel Valley in the eastern portion of Los Angeles County and encompasses 5.2 square miles. Rosemead was incorporated as a City in 1959. The City is accessible by major transportation corridors including the San Bernardino Freeway (Interstate 10), San Gabriel River Freeway (Interstate 605), Rosemead Boulevard - a California State Highway (Route 19), Mission Drive, Temple City Boulevard, Garvey Avenue, Valley Boulevard, and Walnut Grove Avenue. Strong municipal services and specialized programs distinguish Rosemead as one of the region's leading communities to live and work in. C. ORGANIZATION Rosemead operates under the Council/Manager form of government. The City Council is elected at large to four year, overlapping terms. The Mayor is elected by a majority vote of the City Council and rotates each year. The City Manager is appointed by the City Council. Ben Kim currently serves as the City Manager. D. PROPOSAL SUBMITTAL FORMAT Proposal shall be submitted in the format specified below: • Cover Letter: Provide an executive summary of your proposal. • Table of Contents: Provide contents of proposal with page number references for each section listed below: o Section 1. Approach and Scope of Work: Provide your understanding of the Page 2 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 project, scope of work, schedule, and describe your approach in providing services. o Section 2. Project Team, Key Personnel, and Resumes: Provide an organization chart showing the names and responsibilities of key personnel and subconsultants. Provide resumes of all key personnel identified in the organization chart and list how long they've been with the firm. o Section 3. Company Qualifications: Provide qualifications of past projects, emphasize similar services provided, and local experience. o Section 4. References: Provide three (3) Public Agency references for similar projects. o Section 5. Standard City Contract and Insurance Requirements: Proposers shall review the attached Standard City Contract and Insurance Requirements and provide a statement that they will comply with all aspects of the Agreement or provide any comments that they would like the City to consider. o Section 6. Addenda Acknowledgement: If any Addenda is issued by the City, they shall be acknowledged in this section. o Section 7. Cost Proposal: Consultant shall submit a not to exceed cost proposal listing a detailed cost for each task and sub -task; including work classification, rate, and estimated hours for each subtask of work. The general Scope of Services outlined herein is only provided as a guide in this Request for Proposals. Consultants shall provide a detailed Scope of Services in their submitted Technical Proposal as necessary to reflect the method and procedure in which they intend to provide the required professional services, consistent with the general Scope of Services. Provide your firm's current Hourly Fee Rates for staff classifications who may provide the services. E. SCOPE OF SERVICES The Scope of Services, as may be modified through negotiation and/or by written addendum, will be made a part of the future Agreement. Through this RFP, the City intends to procure the software functionality listed in this section. Please provide brief itemized answers that correspond to each numbered section that clearly describe how your software provides this functionality. The selected Consultant will be responsible for providing the following services to the City: 1. Development/provision of modern web form capabilities that allow for easy editing of forms and that clearly define workflows for customers and staff. The system must be able to fully integrate with Tyler Technologies and allow online submission and payment of fees for applications, land use entitlements, permits, plan checks and documents, and Page 3 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 related activities. The proposal must include the following considerations: a. GIS/Integration: Integrate with ESRI ArcGIS systems. The permitting software should provide an internal GIS service. The internal GIS service shall: i. Provide Zoning and General Plan Land Use data for all parcels. ii. Provide lot area for all parcels. iii. Provide automated updates of property address and owner information from the Los Angeles County Assessor's Office. iv. Have the capacity to create radius maps for up to 1 mile for public noticing requirements. b. Pre -Application Review: The preapplication review function shall include: i. Capability to set due dates, reminder notifications, and ability to manually adjust dates/reminders and add notes. ii. Ability to coordinate submittals between all applicable agencies/departments. iii. Prevent full submittal until all required forms are attached to the application. c. Application/Submittal Dashboard: Provide on-line tracking capabilities for all applications from request/submission to issuance. The system should provide a web portal that includes a visual workflow status that is clear to both the customer and internal staff and shall have the ability to: i. Assign both external and internal contacts to receive notifications. ii. Attach, download, export (to Excel, Adobe, flat file, etc.) and review documents. iii. Define customizable workflows by project/submission type that allow for concurrent reviews. iv. View and manage workloads and assignments. v. Process transactions in real-time, allowing for data to be immediately available for inquiry/review. vi. Security capabilities with the ability to apply security access by role, individual, or group and apply rules for exceptions. d. Citizen Reouest Management - Rosemead 'Round the Clock Dashboard: The system shall provide the ability for the public and staff to report issues and complaints to the appropriate City departments and have the ability to: i. Replicate the functions of the existing Citizen Request Management public dashboard that is hosted by GOGov. ii. Replicate the functions of the existing internal Citizen Request Management employee portal hosted by GOGov. e. Plan Review: The plan review function shall have the ability to: i. Project review status tracking. Page 4 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 ii. Markup submitted plans and/or apply digital stamp of approval. iii. Integrate drafting system to measure distances, heights, etc. iv. Access project submittal history and archiving through onsite/offsite storage (max capacity). v. Include document version control and searchable comment library. vi. Collaborate with all applicable departments and outside agencies. vii. Include a function to automatically notify other departments when there are status updates (i.e. when a certain department approves, issues comments, or pre-liminary approves a plan). f. Permitting;: The system should be capable of all of the following functionality, at a minimum: i. Ability to link and/or convert related records from HDL into the proposed system. ii. Track and generate reports for all building permit activity, including inspection scheduling and status. iii. Automated notification to applicants. iv. Automated notification to see attachments when corrections are required. v. Batch stamping tools. vi. CONSULTANT integration support, access to California CONSULTANT License and City Business License database information for verification. vii. Electronic permit issuance. viii. Process and issue a variety of: 1. Building permit types, including: a. Building b. Mechanical c. Electrical d. Plumbing e. Solar f. Miscellaneous 2. Planning reviews, including: a. Yard Sales b. Temporary Banner Permits c. Fence Height Reviews d. Site Plan Reviews e. Miscellaneous 3. Public Works Permits: a. Construction b. Encroachment c. Excavation d. Miscellaneous ix. Account for all appropriate permit fees and integrate with payment processor. Page 5 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 x. Provide notifications/warnings for permit expiration. xi. Allow customizable permit numbering functionality. xii. Provide a solution for the City that includes the ability to flag a property or parcel with a "Stop Work" directive and impose penalties fees on designated properties. xiii. Grant the ability for applicants to upload individual documents of at least 500 MB in size. xiv. Incorporate permit fees, development impact fees, business license fees and potentially generate a fee estimate prior to submission. xv. Without additional cost, modify key aspects of the permit tracking system such as: adding or deleting permit types, changing information fields, changing the format of reports, permits, and receipts, adding, editing, or deleting permit conditions, and changing permit fee amounts and types. xvi. Without additional cost, all fees for permits and applications in the system shall be updated at the beginning of every fiscal year. g. Inspection Tracking & Scheduling: Allow automatic creation of specific inspection types based on permit applications. The inspection tracking and scheduling function shall: i. Track both routine and periodic inspections of buildings and property and manage all building inspection scheduling activities. ii. Allow online customer inspection requests and provide calendaring functionality for inspectors that allow them to create a daily schedule from inspection requests. iii. Allow real time inspection results to be publicly available to all users including via email to permit holder. Provide dating functionality that provides ticklers for permits and inspections with no activity. iv. Permits should automatically close upon a successful final inspection. h. Mobility/In-Field usage: The system should be able to support: i. In -field usage to view, schedule, and modify inspections as well as record notes while in the field from laptops or tablet devices. ii. Allow pictures to be easily attached to inspection reports. iii. The ability to quickly access all contact details for the owner, applicant, CONSULTANT, or complainant as well as attached plans. iv. Retrieve data by searching any parameter, including permit number, CONSULTANT, address, etc. i. Reporting: Facilitate report production using any combination of data elements maintained by land use and permitting systems, which include the following: i. The ability to generate reports for the following categories: 1. By Project Type 2. By Time Frame 3. Project Value Page 6 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 4. Ad-hoc Reporting relating to underlying collected data 5. Plan check and permits fee paid within a given date range 6. Number of permits issued within a given date range 7. Number of solar or solar battery permits 8. Number of housing units completed 9. Daily inspections 10. Other categories that the City may deem appropriate j. Public Online Application Submittal and Inquiry Capabilities: The software should allow unregistered, read-only queries of active and closed permits based on address, as well as general property information (assessor parcel information and other city -provided information). The City prefers a solution that also allows queries of a map to see active permits or code complaints. Software will have the capability to allow online submittal of permit applications and related plan submissions, and code enforcement complaints. k. Online Payment Processing: Software must directly integrate with credit card processor and contain cash register functionality for processing of online payments. Payment processing must contain an audit mechanism to track payment overrides and nuanced user rights that limit users who can override payment structures. I. Data and Information Integration: Software shall be able to transfer/integrate data from: i. HDL (Current system for Building and Safety Division). ii. GoGOV and Data Ticket Inc. (Current systems for the Public Safety Department). iii. Tyler Technologies (Current system for financial management). iv. Ensure effective transfer of data from Microsoft Excel spreadsheets to the new system. v. Incorporation of data sets, from Microsoft Excel to new system. vi. Ability to export information from software to Microsoft Excel. m. Implementation Services, including, but not limited to i. Software installation and setup. ii. Template and application form development. iii. Testing, including acceptance testing. iv. Support and training to assist staff from initial training, launch, and after implementation. v. Software maintenance and warranty services. vi. The Scope of Work must also include a schedule of deliverables and milestones associated with each of the above modules or phases. A solution that will provide a high level of functionality with ease of use is desired. Consideration will be given to a well-designed and proven Page 7 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 software system that has excellent vendor support, rich capabilities, and robust ad hoc reporting tools. vii. Data Migration to incorporate historical data and historical parcel and property information. n. Software Agreement: Please include a template of any required/typical software license agreement the City will need to enter for the software system, maintenance, or other requirements of the Vendor. 2. Complete software documentation and training manual for support staff, users, and administrators. 3. Costs provided should include one or both of the following options (along with a clear delineation of the service being proposed): a. Deliverable (fixed three-year term, with an option to renew): i. One-time Costs: 1. Software License Costs (up to 25 internal users, potentially more). 2. Software Customization Costs. 3. Interfaces/Integration Costs. 4. Data Conversion Costs. 5. Professional Service Costs (not including integration and interfaces): a. Training Costs b. Server Hardware Costs c. Software Upgrades (Browser, Adobe, Report Writer etc.) d. Expenses (miscellaneous) ii. Recurring Costs: 1. Annual Maintenance Costs a. Custom Modification Maintenance (if applicable) b. Data storage costs (if applicable) c. Additional Maintenance Fees (if applicable) iii. Maintenance Schedule: Rate of increase for any annual maintenance costs iv. Additional Costs: 1. Hourly rates for additional services, if applicable. 2. Any other costs, if applicable (please specify nature of costs). 4. Report on other matters revealed during the Consultant's evaluation that the City should consider addressing. 5. Presentation of all draft findings to the Community Development Director and designated City team for review; and presentation of final report and conclusions to City Council, as needed upon request by the City. Page 8 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 6. Production of a completed draft report to be reviewed by the Community Development Director, City Attorney, and City Management team prior to finalizing. The draft and final should include the following: a. Background information. b. Description of overall methodology. c. Supporting justifications for the implementation of the system. d. Any additional matters of which City staff should be made aware, findings, and recommendations. 7. Attendance at staff and public meetings, as needed upon request by the City. F. SELECTION CRITERIA The City will evaluate the Proposals submitted, and select the most qualified consultant. In evaluating the Proposals, the City may consider the following factors: • Completeness of the RFP and compliance with the required format. • Project understanding and approach to provide the requested services efficiently. • Experience and qualifications of the project team members. • Experience and qualifications of the firm. • Experience in local area and project requirements and process. • Experience in working as an extension of City staff and providing services in similar capacities with minimal direction from City staff. During the evaluation process, the City may also contact listed references (or request additional references), and include the feedback received in the evaluation factors listed above as applicable. Page 9 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 G. PROPOSAL SUBMITTAL Description Dates RFP Issuance February 20, 2024 Deadline for Submittal of Questions March 4, 2024 Staff Responses to Questions March 7, 2024 Deadline for Submittals of Proposal March 14, 2024 Hardcopy or Electronic proposals will be accepted as follows: • Hardcopy Proposal Submittals Three (3) bound copies, one (1) unbound reproducible copy of the proposal, and one electronic copy on a USB flash drive, in sealed envelope(s) that shall be clearly marked: REQUEST FOR QUALIFICATIONS NO. 2024-08 PROFESSIONAL CONSULTING SERVICES TO THE CITY OF ROSEMEAD FOR A PERMIT AND LAND USE MANAGEMENT SYSTEM DO NOT OPEN WITH REGULAR MAIL Proposals must be addressed to: City of Rosemead - City Clerk's Office Attn: Ericka Hernandez, City Clerk 8838 E. Valley Boulevard Rosemead, California 91770 • Electronic Proposal Submittals: Electronic proposal submittal through the City of Rosemead Vendor Portal hosted by PlanetBids at: https://Pbsystem.planetbids.com/portal/54150/portal-home Proposal submittal due date is March 14. 2024, at 5:00 p.m. Late proposals will not be accepted. Faxed or e-mailed proposals will not be accepted. Hand carried proposals will be accepted before the response due date and time at the address above during normal business hours of 7:00 a.m. through 6:00 p.m., Monday through Thursday. City of Rosemead City Hall is closed on Fridays. H. STANDARD CITY CONTRACT AND INSURANCE REQUIREMENTS City's Standard Professional Services Agreement is provided in Attachment "A". Please review and provide any comments you have. City does not guarantee that any revisions to contract will Page 10 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 be accepted. I. PUBLIC RECORDS ACT Proposals may be subject to public disclosure under the California Public Records Act and other public records laws, and by submitting a proposal, the proposer waives all rights to confidentiality of any information submitted in the proposal and agrees to any and all such disclosures required or permitted by law. Proposals become the property of the City when submitted and by submitting a proposal, the proposer agrees that the City may use any information, documentation or writing contained in the proposal for any the City purpose. ATTACHMENTS: A. Draft Professional Services Agreement Page 11 of 24 City of Rosemead - Permit and Land Use Management System Request for Proposal No. 2024-08 Attachment "A" DRAFT PROFESSIONAL SERVICES AGREEMENT NAME OF PROJECT (CONSULTANT NAME) 1. PARTIES AND DATE. This Agreement is made and entered into this INSERT DATE (Effective Date) by and between the City of Rosemead, a municipal organization organized under the laws of the State of California with its principal place of business at 8838 E. Valley Blvd., Rosemead, California 91770 ("City") and CONSULTANT NAME with its principal place of business at ADDRESS ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as 'Parties" 2. RECITALS. 2.1 Consultant. Consultant desires to perform and assume responsibility for the provision of certain professional services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing TYPE OF SERVICE to public clients, is licensed in the State of California and is familiar with the plans of City. 2.2 Project. City desires to engage Consultant to render PROJECT SERVICE OR NAME ("Services') as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the TYPE OF SERVICE services necessary for the City, herein referred to a "Services". The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Term. The term of this Agreement shall be for a three-year time period from effective date with the option for one, one-year extension at the sole and absolute discretion of the City, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of the Agreement, and shall meet any other established schedules and deadlines. Page 12 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 3.2 Responsibilities of Consultant. 3.2.1 Control and Payment of Subordinates; Independent CONSULTANT. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent CONSULTANT basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. 3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City. 3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City. 3.2.5 City's Representative. The City hereby designates the City Manager, or his or her designee, to act as its representative for the performance of this Agreement ("City's Representative'). City's Representative shall have the power to act on behalf of the City for all purposes under this Agreement. Consultant shall not accept direction or orders from any person other than the City's Representative or his or her designee. 3.2.6 Consultant's Representative. Consultant will designate to act as its representative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement. 3.2.7 Coordination of Services: Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants, and other staff at all reasonable times. 3.2.8 Standard of Care; Performance of Employees: Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and Page 13 of 24 City of Rosemead - Permit and Land Use Management System Request for Proposal No. 2024-08 experience to perform the Services assigned to them. Finally, Consultant represents that its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. 3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such laws, rules, and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.10 Insurance: Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and part of this agreement. 3.2.11 Safety: CONSULTANT shall execute and maintain its work to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. 3.3 Fees and Payments 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement and shall not exceed INSERT COST AMOUNT per fiscal year. The City agrees to pay Consultant a fee of INSERT COST AMOUNT WRITTEN ($INSERT NUMBERICAL COST) a month. Extra Work may be authorized in writing, as described below, and will be compensated at the rates and manner set forth in this Agreement. 3.3.2 Payment of Compensation. Consultant shall submit to City a monthly itemized statement which indicates work completed and Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving such statement, review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses: Consultant shall not be reimbursed for any expenses unless authorized in writing by City. 3.3.4 Extra Work: At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from City's Representative. Page 14 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 3.3.5 Prevailing Wages: Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws'), which require the payment of prevailing wage rates and the performance of other requirements on "public works' and "maintenance' project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages for each craft; classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant's principal place of business and at the project site. Consultant shall defend, indemnify, and hold the City, its elected officials, officers, employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection: Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination: City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause. 3.5.1.2 Effect of Termination: If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents/ Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request. 3.5.1.3 Additional Services: In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated. 3.5.2 Delivery of Notices. All notices permitted or required be given to the respective parties at the following address, or at such other parties may provide in writing for this purpose: CONSULTANT: NAME ADDRESS Attn: Tel: CITY: City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 Page 15 of 24 under this Agreement shall address as the respective City of Rosemead - Permit and Land Use Management System Request for Proposal No. 2024-08 Attn: Director of Community Development Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality. 3.5.3.1 Documents & Data; Licensing of Intellectual Property: This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data'). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. 3.5.4 Cooperation; Further Acts: The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.5 Attorney's Fees: If either party commences an action against the other party, either legal, administrative, or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all costs of such action. 3.5.6 Indemnification: To the fullest extent permitted by law, Consultant shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Consultant, its officials, officers, employees, agents, consultants and consultants arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys fees and other related costs and expenses. Consultant shall defend, at Consultant's own cost, expense, and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Consultant shall reimburse City and its directors, officials, officers, employees, agents and/or Page 16 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents or volunteers. 3.5.7 Entire Agreement: This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.8 Governing Law: This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.9 Time of Essence: Time is of the essence for each and every provision of this Agreement. 3.5.10 City's Right to Employ Other Consultants: City reserves right to employ other consultants in connection with this Project. 3.5.11 Successors and Assigns: This Agreement shall be binding on the successors and assigns of the parties. 3.5.12 Assignment or Transfer: Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement, or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.13 Construction; References; Captions: Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not workdays. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.14 Amendment; Modification: No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver: No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. 3.5.16 No Third -Party Beneficiaries: There are no intended third -party beneficiaries of any right or obligation assumed by the Parties. 3.5.17 Invalidity; Severability: If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5.18 Prohibited Interests: Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid, nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the Page 17 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic Interest with the City's Filing Officer as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment: Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non- discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted. 3.5.20 Labor Certification: By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Agreement: Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts: This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Subcontracting. 3.6.1 Prior Approval Required: Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. [Signatures on next page] Page 18 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 CITY OF ROSEMEAD CONSULTANT Page 19 of 24 By: Ben Kim, City Manager Date Name: Attest: Title: Ericka Hernandez, City Clerk Date [If Corporation, TWO SIGNATURES, President OR Vice President AND Secretary, AND CORPORATE SEAL OF CONSULTANT REQUIRED] Approved as to Form: By: Name: Rachel Richman Date City Attorney Title: Page 19 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 WI:I1:3Y/_1 PROPOSAL FOR SERVICES/RATE SCHEDULE/RESUME Page 20 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 EXHIBIT B INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, CONSULTANT will maintain insurance in conformance with the requirements set forth below. CONSULTANT will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, CONSULTANT agrees to amend, supplement or endorse the existing coverage to do so. CONSULTANT acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City. CONSULTANT shall provide the following types and amounts of insurance: Commercial General Liability Insurance: CONSULTANT shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 combined single limit per accident. If CONSULTANT owns no vehicles, this requirement may be satisfied by a non - owned auto endorsement to the general liability policy described above. If CONSULTANT or CONSULTANT employees will use personal autos in any way on this project, CONSULTANT shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state -approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. CONSULTANT shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees, and volunteers. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. CONSULTANT shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury, and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer's liability. Such policy or policies shall include the following terms and conditions: A drop down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason; Pay on behalf of wording as opposed to reimbursement; Concurrency of effective dates with primary policies; and Policies shall "follow form" to the underlying primary policies. Insureds under primary policies shall also be insureds under the umbrella or excess policies. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the CONSULTANT and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf of the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Requirements not limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all Page 21 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the Agency. Insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California and with an A.M. Bests rating of A- or better and a minimum financial size VII. General conditions pertaining to provision of insurance coverage by CONSULTANT. CONSULTANT and City agree to the following with respect to insurance provided by CONSULTANT: 1. CONSULTANT agrees to have its insurer endorse the third -party general liability coverage required herein to include as additional insureds City, its officials, employees, and agents, using standard ISO endorsement No. CG 2010. CONSULTANT also agrees to require all CONSULTANTS, and subCONSULTANTs to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit CONSULTANT, or CONSULTANT's employees, or agents, from waiving the right of subrogation prior to a loss. CONSULTANT agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all CONSULTANTS and subCONSULTANTs to do likewise. 3. All insurance coverage and limits provided by agreement are intended to apply to the full Agreement or any other agreement relating to such insurance coverage. CONSULTANT and available or applicable to this extent of the policies. Nothing contained in this the City or its operations limits the application of 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over' claims, including any exclusion for bodily injury to an employee of the insured or of any CONSULTANT or subCONSULTANT. 6. All coverage types and limits required are subject to approval, modification, and additional requirements by the City, as the need arises. CONSULTANT shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to CONSULTANT 's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by CONSULTANT or deducted from sums due CONSULTANT, at City option. 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. CONSULTANT agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the certificate. Page 22 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by CONSULTANT or any subCONSULTANT, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City. 10. CONSULTANT agrees to ensure that subCONSULTANTs, and any other party involved with the project who is brought onto or involved in the project by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. CONSULTANT agrees that upon request, all agreements with subCONSULTANTs and others engaged in the project will be submitted to City for review. 11. CONSULTANT agrees not to self -insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any CONSULTANT, subCONSULTANT, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self -insure its obligations to City. If CONSULTANT's existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At that time the City shall review options with the CONSULTANT, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the CONSULTANT ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the CONSULTANT, the City will negotiate additional compensation proportional to the increased benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. CONSULTANT acknowledges and agrees that any actual or alleged failure on the part of City to inform CONSULTANT of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 15. CONSULTANT will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. CONSULTANT shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from CONSULTANT's insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages. 17. The provisions of any workers' compensation or similar act will not limit the obligations of CONSULTANT under this agreement. CONSULTANT expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents. 18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive. Page 23 of 24 City of Rosemead — Permit and Land Use Management System Request for Proposal No. 2024-08 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or CONSULTANT for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. CONSULTANT agrees to provide immediate notice to City of any claim or loss against CONSULTANT arising out of the work performed under this agreement. City assumes no obligation or liability by such notice but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Page 24 of 24 Proposal Avoce e TECHNULU6Y l Uca� I r cr< Prepared for: City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 Attention: Ericka Hernandez, City Clerk Submitted via PlanetBids Head Office: #1050 —1188 West Georgia Street Vancouver, BC WE 4A2 Telephone: 604.395.6000 Fax: 604.395.6004 www.avocette.com City of Rosemead RFP 2024-08 — Permit and Land Use Management System Closing Date: March 14, 2024 @ 5:00 pm Response contact Gerard Huff VP, Business Development #1050 —1188 West Georgia Street Vancouver, BC WE 4A2 Telephone: 604.256.8960 Fax: 604-395-6004 Email: Gerard. Huff(oDavocette.com Victoria Office 3' Floor, 1205 Broad Street Victoria, BC V8W 2A4 Telephone: 250.389.2993 www.avocette.com Avoce e —t+ I -� March 14, 2024 City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 € 1 Attention: Ericka Hernandez, City Clerk Submitted via PlanetBids Dear Ericka Hernandez, Re: RFP 2024-08 — Permit and Land Use Management System Avocette Technologies Inc., (Avocette) is pleased to submit this proposal in response to your RFP for a Permit and Land Use Management System. We are proposing the implementation of Accela Civic Applications cloud solution to meet your permit management requirements. Accela's Civic Platform is currently used by 80% of the top 100 U.S. cities and supports over 275 million residents and businesses worldwide. It is a robust, low -code environment for creating a variety of solutions that automate licensing, permitting and code enforcement functions from the initial resident request including fee payments, through field inspections and data capture, and through to final determination and provisioning of the request. Avocette has been implementing permit management systems since 2011. We have carefully read and understand the City of Rosemead's RFP and the identified business requirements and have provided responses as requested in the required format. Avocette will leverage Accela's Civic Application Platform and we are confident with our methodology and experience in local government system implementations that we can deliver a solution that meets the Sanitary District's needs. The following is a summary of our understanding of the scope: Departments (up to 47 records total) o Building (15 permits/records) o Land use and zoning (Planning) (9 permits/records) o Building Inspections (as required for each area) o Engineering/Public Works (8 permits/records) o Code Enforcement (10 case types) o Public Requests (5 request types) Reporting and correspondence (up to 15 reports and correspondence) Plan Reviews (electronic plan reviews) Integrations Avoce e c ESRI GIS o Payment processor (PayPal) o California Consultant License o City Business License Database c Electronic Plan Reviews Data Conversion Avocette also understands that the City has identified a list of requirements that the new solution must meet. We feel confident that Accela can meet these requirements and have provided responses to the requirements identified in the RFP in our response below. Avocette will manage the project and work closely with the City to perform the analysis, design, configuration, integration, and data conversion necessary to deliver the solutions that provide broad administrative functionality, long term sustainability and adaptability, and a modern user experience Avocette can also provide ongoing support services to the City after the implementation of the system. Avocette will work with the City to put in place the right level of ongoing support services to meet your needs. We are grateful for the opportunity to present this proposal. Our team is readily available to offer any additional information or clarification you may need while reviewing our submission. Contact myself (Gerard) with contact information below regarding this proposal. Yours truly Gerard Huff VP, Business Development Gerard. H uff(cDAvocette. com Phone: 604.395.8960 #1050 — 1188 West Georgia Street, Vancouver BC V6E 4A2 Avocette's Response to City of Rosemead Avo ce e RFP 2024-08— Permit and Land Use Management System TABLE OF CONTENTS 1.0 Approach and Scope of Work.............................................................................................................1 1.1 Understanding of the Scope of Work........................................................................................1 2.2 Avocette Team......................................................................................................................... 1.2 Scope Of Services..................................................................................................................... 3 2.2.2 Lead Business Analyst, Teresa Cameron..................................................................82 1.2.1 GIS/Integration.............................................................................................................3 2.2.3 Configuration Analyst —Andy Cervanez.....................................................................83 4.4 1.2.2 Pre -Application Review................................................................................................8 2.2.5 Quality Assurance — Romen Catimbang....................................................................85 1.2.3 Application/Submittal Dashboard.................................................................................9 2.2.6 Data Conversion, Annette Hartnoll.............................................................................86 1.2.4 Citizen Request Management....................................................................................17 2.2.8 Custom Reports Developer, Eric Yu..........................................................................87 1.2.5 Plan Review................................................................................................................18 1.2.6 Permitting....................................................................................................................24 1.2.7 Inspection Tracking and Scheduling..........................................................................28 1.2.8 Mobility/In-Field Usage...............................................................................................40 1.2.9 Reporting....................................................................................................................43 1.2.10 Public Application Submittal and Inquiry ....................................................................56 1.2.11 Online Payment Processing.......................................................................................57 1.2.12 Data Information Integration.......................................................................................58 1.2.13 Implementation Services............................................................................................59 1.2.14 Training.......................................................................................................................60 1.3 Approach and Methodology.....................................................................................................61 1.3.1 Accela Civic App Templates Explained......................................................................63 1.3.2 Project Activities.........................................................................................................65 1.4 Proposed Project Schedule.....................................................................................................77 2.0 Project Team, Key Personnel and Resumes....................................................................................79 2.1 Project Team Structure............................................................................................................79 Reference #1 — County of San Mateo, CA.............................................................................. 2.2 Avocette Team......................................................................................................................... 80 2.2.1 Project Manager, Cynthia Tomey...............................................................................81 99 2.2.2 Lead Business Analyst, Teresa Cameron..................................................................82 Reference #3 — Cupertino, CA..............................................................................................100 2.2.3 Configuration Analyst —Andy Cervanez.....................................................................83 4.4 2.2.4 Automation Analyst — NicBunting..............................................................................84 2.2.5 Quality Assurance — Romen Catimbang....................................................................85 Accela Reference Clients......................................................................................................101 2.2.6 Data Conversion, Annette Hartnoll.............................................................................86 2.2.7 Business / Reporting Analyst, Sheryll Tabamo..........................................................87 2.2.8 Custom Reports Developer, Eric Yu..........................................................................87 3.0 Company Qualifications....................................................................................................................89 3.1 Avocette Company Background..............................................................................................89 Reference #1 — County of San Mateo, CA.............................................................................. 3.2 Avocette Local Government Expertise....................................................................................90 4.2 AvocetteValues.......................................................................................................................91 99 3.2.1 Partnerships, Certifications and Awards....................................................................91 Reference #3 — Cupertino, CA..............................................................................................100 3.3 Accela Company Background.................................................................................................92 4.4 3.3.1 Accela in the Cloud (SaaS)........................................................................................96 4.0 References........................................................................................................................................98 4.1 Reference #1 — County of San Mateo, CA.............................................................................. 98 4.2 Reference #2 — Brenham, TX.................................................................................................. 99 4.3 Reference #3 — Cupertino, CA..............................................................................................100 4.4 Reference #4 — Thurston County, WA..................................................................................101 4.5 Accela Reference Clients......................................................................................................101 5.0 Standard City Contract and insurance Requirements.....................................................................102 Page Avoce-: le 6.0 Addenda Acknowledgement............................................................................................................103 7.0 Cost Proposal..................................................................................................................................104 7.1 Licensing and Subscription Costs.........................................................................................104 7.1.1 Accela Licensing/Subscriptions................................................................................104 7.1.2 DigEplan Licenses/Subscriptions.............................................................................104 7.2 Onetime Project Implementation Costs.................................................................................104 7.3 Annual Maintenance Costs....................................................................................................105 7.4 Hourly Fee Rates...................................................................................................................105 8.0 Assumptions....................................................................................................................................106 8.1 Project Assumptions..............................................................................................................106 8.1.1 Scope and Timeline..................................................................................................106 8.1.2 Configuration and Implementation...........................................................................107 8.1.3 Training.....................................................................................................................107 8.1.4 Testing......................................................................................................................108 8.1.5 Go Live and Go Live Support ...................................................................................108 8.1.6 Project Completion...................................................................................................108 8.2 Project Resourcing Assumptions...........................................................................................108 8.2.1 Client Resourcing.....................................................................................................108 8.2.2 Avocette Resourcing................................................................................................109 8.2.3 Third Party Resourcing.............................................................................................109 8.3 Solution Assumptions............................................................................................................110 9.0 Accela Software Agreement............................................................................................................111 10.0 ServicePlus Agreement...................................................................................................................119 11.0 Resumes of Key Personnel.............................................................................................................137 11.1 Cynthia Tomey, Project Manager..........................................................................................137 11.2 Teresa Cameron, Lead Business Analyst.............................................................................141 11.3 Sheryll Tabamo, Business/Reporting Analyst.......................................................................146 AVO S Rcspj, e '�N of -Cac' Avoce e RFP 2112408 -Per m¢ and r.a l Use lAana_ ,a t 1.0 APPROACH AND SCOPE OF WORK 1.1 Understanding of the Scope of Work Avocette has read the RFP and all addendums provided and understands the scope of work required to deliver the new "Permit and Land Management System' for the City of Rosemead. The following is a summary of our understanding of the scope of work required for delivery. Departments (up to 47 records total) o Building (15 permits/records) o Land use and zoning (Planning) (9 permits/records) o Building Inspections (as required for each area) o Engineering/Public Works (8 permits/records) o Code Enforcement (10 case types) o Public Requests (5 request types) Reporting and correspondence (up to 15 reports and correspondence) Plan Reviews (electronic plan reviews) Integrations o ESRI GIS o Payment processor (PayPal) o California Consultant License o City Business License Database o Electronic Plan Reviews Data Conversion Avocette understands that cities require systems that meet their business needs and allow them to more effectively deliver their services to their citizens. Accela's unified suite of cloud solutions allows cities to accelerate their digital transformation, deliver vital services, and build stronger communities. Accela's Civic Applications provides the tools to support cities and counties. Access points for the Public, Staff and mobile enable all key constituents to interact as needed. The "Accela Civic Applications' provide the key pillars for: Building Communities (Building, Planning, Service Management) Growing Businesses (Licensing of all types) Protecting Citizens (Fire and Environmental) Pace 1 Avocetle's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Ma'. r t System Avoce e Accela at the Heart of City Operations BUILDING COMMUNITIES GROWING BUSINESSES PROTECTING CITIZENS O O PgmcY Back Agency Me Users _ © L Field Users wr iNc ppemi Business uses PLANNING SHORT-TERM REMA ^ Y ' li��l I ^ r� ALC 0" ARIy RfVEPI GE IHGN SERVICE FEQUEETMGMT «1 OM By leveraging Accela's Civic Platform the following objectives can be met: Integration of business processes across the organization enabling cross department activity and review tracking and management Online access for citizens to o Submit applications, requests, complaints etc o Make payments online o Interact with the City departments o Track statuses of applications and requests Integration with other key business systems allowing integration and information sharing to create seamless business processes including: o Online payment o GIS data o Financial systems o Plan review solutions The following section "1.2 Scope of Services" below provides a response to each of the requirements outlined in section "E. Scope of Services" from the RFP. Each response will address how Avocette and Accela will meet the specified requirements. Additional information on Accela's capabilities is also included to provide context on Accela's rich set of features and capabilities for delivering a solution that meets or exceeds the City of Rosemead's requirements. Page 2 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 1.2 Scope Of Services 1.2.1 GIS/Integration Avoce e Requirement Avocette's Response GIS/Integration: Integrate with ESRI ArcGIS systems. i. Provide Zoning and General Plan Land Use Accela's integration with your ESRI GIS allows for data for all parcels. access to published map layers and related data. This would include the ability to access zoning and general land use data from your GIS. Multiple zoning Notices/conditions can be assigned to parcels allowing for alerts to be displayed as required. ii. Provide lot area for all parcels. Avocette anticipates this can be accomplished through the integration with the City's ESRI GIS and the map viewer within Accela for displaying GIS details. Integration to the ESRI GIS from Accela will allow the lot area for parcels along with other GIS meta data to be accessible within Accela. iii. Provide automated updates of property Integration with the Assessor's office can be put in address and owner information from the Los place through standard Accela integration APIs. Angeles County Assessor's Office. Automated updates of property and owner information from the LA Assessor's office can be updated in Accela as needed. Avocette will work with the City to identify the best approach for updating this information and providing information to the Assessor's office as needed. The Accela solution is integrated with the client's address, parcel and owner database. When the applicant enters the address for their online application the system will verify this address or owner as required against the database automatically and validate that the owner or address is within the client's jurisdiction. When the applicant confirms the address the system will populate the required spatial ancillary data on the online application form. This automated process ensures that the address is a valid address and saves the applicants time by auto populating the data fields in the application form. iv. Have the capacity to create radius maps for With Accela's ESRI GIS integration, users can up to 1 mile for public noticing requirements. select a buffer around a particular parcel or address point, and compile a list of surrounding parcels/addresses within a certain radius. Accela then provides a tool to extract that data for correspondence purposes (i.e. emails, letters, text messages) regarding public meetings for a planning application/project. Page 3 Avocetle s Response to City of Rosemead -P 2024-08— Permit and Land Use Management System 1.2.1.1 Accela GIS Integration Accela's solutions include GIS functionality out of the box to help streamline mapping processes. The technology integration offers governments a geographic view of all land -use, zoning and infrastructure information associated with code cases and works seamlessly with Esri maps, layering the information for increased visibility. To read about four ways GIS can make your agency smarter, visit httos:11bit.1YaKEdY20. Accela has been an Esh partner since 1992. This has given Accela access to Esri staff and valuable information for creating tight integration with the GIS industry leading technology. The Accela map component is built using the Esri JavaScript map control and consumes GIS services published from the agency's ArcGIS Server or ArcGIS Online, as well as can consume Open Geospatial Consortium Web Mapping and Web Feature Service map services. GIS also provides visualization of an agency's government data geographically by plotting locations of activities captured in our solutions on the map. GIS provides enhanced user experience with: Optimal server response times a Smooth panning ® Context sensitive commands and menu items • Drag and drop functionality ® Client side graphic rendering BAccela -- .,•o„m.e Avoce e L17 N Page 4 AvoceCe s Response to City of Rosemead RFP 2024-08 - Pern pit and Land Use Management System Accela's GIS gives users the option to initiate and manage all licensing activities from a map interface. GIS is a bi-directional interface enabling viewing, interaction and presentation of both tabular and spatial information. It leverages an agency's GIS database and map services published by one or more ArcGIS Servers. Base maps published from one agency can be combined with map data from another agency to provide a comprehensive view of geographic information. OAccela =- .m-- R� 73 Avoce e Exhibit: Share the Accela data in Esri ArcGIS Online Optional map editing tools empower end users to draw new features using points, lines, or polygons to represent actual geographic elements or assets. Once these new features are created, they can be associated to transactions in the Accela database. GIS supports efficient fieldwork through its routing features. Inspection schedules can be automatically routed or users can choose to optimize inspection schedules based on shortest distance or travel time. Page 5 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Customers may enhance user views by adding the agency's ArcGIS map layers to the map viewer. Together, these data sources, united with Accela transaction data, offer the most comprehensive visual representation of government and location data available. Users can manage, edit, and update data from the map viewer. The map viewer presents reference data and context -based action items for a selected parcel(s) (i.e., create record, show record, create inspection, etc.). When deployed with Mobile, routing capabilities are available whether connected or disconnected from the network. Routes and driving directions can be saved and printed as needed. Optimized routing can be done one of two ways: a To use an agency's street file, that agency needs ArcGIS Server Network Extension and a published routing service. The agency typically creates the network via ArcGIS Desktop and the Network Analyst extension. s The agency may not have a quality street file in an Esri GIS format or does not have the additional Esri software list noted in #1 above. The following is a list of features/functions that are available out of the box in Accela's GIS solution: Plotting event locations (address, parcel or asset matching) a Start new application/transaction from selected map feature ■ Navigation (pan, zoom in/out, zoom to scale/selected/full extent) * Select (by line, polygon, rectangle) Buffer selection Attach/associate feature to transaction record Add selected features to a Set in Accela v Redlining (point, line, polygon and text box) Identify (click on map and see attributes of features) n Reverse geocoding for mobile mapping kx Measure (linear and area) F. Search for address, parcel, asset, and GIS feature Routing & driving directions (via Network Extension and street centerline) Avoce+'e GIS editing (create new simple features, modify feature geometry, edit attributes) Mash up multiple map services v Proximity alerts (non -visual spatial querying in the workflow process) Dynamic themes (real-time queries displaying results on the map- connectivity dependent) Page 6 Avooette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System s Mobile mapping/offline mapping ■ GPS locator MAccela Exhibit: Redlining in Accela GIS 1.2.1.2 Heat Maps Avoce+- e An additional GIS analytics tool that is available out-of-the-box within our solutions is the Heat Map view within the JavaScript map viewer. As shown in the following two exhibits, results from virtually any search screen in Accela can be plotted out to GIS and then toggled to a Heat Map view that provides a graphical representation of the highest densities of the search results around the City. Exhibit: A search results list with the GIS button highlighted in red. Clicking this will plot the search results to the GIS map where the user can toggle to the Heat Map view as shown in the exhibit below Page Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ e Exhibit: A Heat Map view displays when the search results are plotted to the map and the user toggles from the default "Pin Map" to the Heat Map view (toggles located in the bottom right corner of the map). 1.2.2 Pre -Application Review ResponseRequirement Avocefte's The preapplication review function shall include: i. Capability to set due dates, reminder Accela can be configured to track the required notifications, and ability to manually adjust workflows for each record type including any due datestreminders and add notes. dates for specific tasks/activities. Reminders can be provided through the dashboards, emails or alerts within the system. Ability to alert internal and external task owners is met by the My Tasks dashboard which provides them with all assigned workflow tasks and due dates and allows users to drill into each record/task/etc where they can access all related information and linked documents. It is also possible to send notifications through configured scripts. ii. Ability to coordinate submittals between all Accela can be configured to identify the required applicable agencies/departments. submittals on records. The coordination of when submittals are required can be coordinated through the workflow and scripting to ensure submittals are provided when needed. Reviews and other activities across departments related to submittals would also be coordinated through the workflow configuration and assignment of tasks/activities to the required individuals. Ili. Prevent full submittal until all required forms Accela's citizen portal allows for required are attached to the application. attachments to be included with online applications. Accela's configuration tools for Page 8 Avocette s Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce++e records/applications also allows for defining required submissions/attachments for each application. Accela can be configured to stop the progress of the workflow and request submission of all submittals before advancing the workflow and notifying City staff of applications with submittals ready for reviews. Accela can support the requests for pre -application meetings. Avocette would work with the client to determine the best approach for managing this business need and any related workflows. 1.2.3 Application/Submittal Dashboard ResponseRequirement Avocette's Provide on-line tracking capabilities for all applications from request/submission to issuance. The system should provide a web portal that includes a visual workflow status that is clear to both the customer and internal staff and shall have the ability to meet the following requirements list: See the section below on Accela's Workflow Designer for more details on how Accela provides the ability to configure and then monitor workflow status and progress. I. Assign both external and internal contacts to Yes. This requirement is met by the My Tasks receive notifications. dashboard which provides them with all assigned workflow tasks and due dates and allows users to drill into each record/task/etc where they can access all related information and linked documents. It is also possible to send notifications through configured scripts. ii. Attach, download, export (to Excel, Adobe, Uploading documents is a seamless component flat file, etc.) and review documents. of all aspects of our solutions including through the Citizen Access, back office and mobile solutions. These documents are easily captured, organized by Group and Type and clearly displayed in interactive lists. The solution does not place any limitations on the types of documents and/or the size of documents uploaded into the solution, yet it does allow the client to define limitations in these areas as well as role rights for back-office and online citizen users to see, download and/or delete applicable documents individual or by categorized Group and Type. Additionally, Accela allows documents to be attached to virtually anything in the solution including properties (address, parcel and GIS features), people (contacts and licensed professionals), meetings, hearings, records and inspections. Page 9 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce+ e Requirement Avocette's Response The solution also allows for bulk document upload (i.e. multi -select files), bulk printing and bulk downloading. iii. Define customizable workflows by Accela's workflow tools allow for each project/submission type that allow for permit/record/project type to have their own concurrent reviews. workflows defined. Each workflow details all phases, steps and activities including reviews. Concurrent reviews can be configured and supported. See the section below on Accela's Workflow Designer for more details on configuring workflows to meet the City's needs. iv. View and manage workloads and Yes. My Tasks is a standard dashboard view for assignments. all users that shows their task to do list. The work console of each user of the system provides the capability for sorting and filtering views of assigned work. Example: For example, if you prefer to view your inspection workload first, you can set the work console to display the Inspections tab by default whenever you open the work console. V. Process transactions in real-time, allowing for Accela's citizen portal and back office are always data to be immediately available for connected directly to the underlying database inquiry/review. providing real time read and write capabilities for users. vi. Security capabilities with the ability to apply The back-office solution supports the definition of security access by role, individual, or group an unlimited number of User Groups (aka Roles) and apply rules for exceptions. that can be configured to enforce field, form, function and report -level rights restrictions among others, including the classification of each as Full Access, Read Only or No Access. A single named user may be assigned multiple User Groups across the different work groups (i.e. Licensing, Asset Management, Work Order Management) within the municipality. Creating and Managing User Groups is a simple process and includes the ability to clone an existing User Group when creating a new one, the ability to see all named users that share a given User Group and the ability to see all User Groups a single named user has assigned to them. Similarly, the public -facing portal also offers six pre -defined User Roles (All ACA Users, Anonymous Users, Registered Users, Licensed Professionals, Agents and Agent Clerks) that are assigned to an online user. Page 10 Avocette's Response to City of Rosemead Avoce+ - e RFP 2024-08— Permit and Land Use Management System Accela's offers several tools to allow the management of plan checks or other activities/tasks. Accela's dashboards, lists and queues provide the ability to track plan checks in various stages. Ad hoc or other reports can also be used to track plan checks at different stages of the plan check workflows. 1.2.3.1 Accela Citizen Access Accela Citizen Access is a citizen facing web application that leverages Accela Civic Platform for core functions and services. Accela Citizen Access is developed using ASP. NET and written in C#. Interfacing with Accela Civic Platform's Application Server is done using standard Web Services. The citizen access portal acts as the digital front door for applicants to access services. They can make payments online, upload documents, and search for information. All these services optimize the City's processes and in turn, reduce the average time to issue a permit. ACA provides citizens with the steps required to complete their online applications, make payments and upload required submissions. ACA's online application process allows Cities and Counties to streamline their processes and speed up the review and approval process for citizens. ALL ACCESS / ALL FUNCTIONS Resident & Businr: ACCELA CITIZEN ACCESS BACK OFFICE Agency Field Users ACCELA MOBILE Self -Service Data & Document Management Data & Document Management Fee Calculation Workflow Automation Inspections Online Payments Communications Code Enforcement Public Research Insights / Reports Work Orders Inspection Management 1.2.3.2 Accela Workflow Designer The flexible configuration of our solutions lets customers define and manage the sequence and requirements of the hundreds of steps involved in a workflow, including initial applications, plan reviews, code enforcement, fee calculation/collection, inspections, notices, and approvals. The solution manages all types of regulatory activities — one-time processes such as residential construction permitting and pesticide application permitting, or annually renewable activities such as elevator permits and air quality Page 11 Avocetle s Response to City of Rosemead A v 1. 1. o cQ e+ RFP 2024-08 - Permit and Land Use Management System permitting. Permits or other case types the City desires may be configured at any time in the future by System Administrators to meet these yet unforeseen needs. Accela's Workflow Designer can mimic the City's simple or complex workflow and allows every aspect of each key business process to be configured in our solutions. This tool efficiently guides each process from task to task, from initialization to completion, but it also 5 Facilitates key task assignments Allows the definition of duration for each of the tasks n Automatically sets due dates based on task durations Task tracking: Who is assigned to handle the task, task status, and location of pertinent data about the completion of the task? This workflow engine is the universal element in the Accela client space, acting as the eyes and ears to a myriad of public processes in city, county, and state governments. Accela's Workflow Designer has expanded this graphic design tool for workflow configuration to include the following Support administrators to drag and drop widgets onto the canvas to visually build or edit a workflow process. The widgets may be process start and end points, forks, joins, flow lines, and tasks (including sub- processes). a Support administrators to design workflow and processes, and define tasks in processes, including setting task basics, associating task specific - information groups, setting task status, proximity alert, and e-mail notification. Each workflow task is represented as a milestone to be done sequentially, concurrently or Ad hoc based on the business requirements of your agency. This includes task -specific status dispositions, custom data collection, time tracking, and workflow metrics management that help ensure your capture the right information at the right time. Workflow automation including generating internal and external communication via email, SMS, and alerts, generating applicable documents/forms, routing work tasks to other stakeholders, and automatically creating related records such as trade permits, licenses, etc. are all managed "under the hood" through Accela's workflow design tool, thus keeping the end-user experience streamlined and efficient. Each set of workflow tasks (Completed, In Progress, and Up Next), can be collapsed to help the user focus on a specific task or set of tasks. The Completed and Up Next tasks are collapsed by default. Users can quickly expand collapsed task sets and then expand the individual tasks that are most pertinent to their jobs. This puts important information at the user's fingertips without presenting an overly detailed and distracting view of the entire workflow process. Ad Hoc tasks are displayed in the same manner, with Completed and In Progress tasks grouped so they can be collapsed or expanded. Page 12 Avoce' e ao 0 Workllow iaaks ww•.err n r. sr Exhibit: Clean lines, color -coded and icon -based status indicators, and an HTMLS responsive design allows your agency to quickly move applications through the unique business processes to take them from intake to approval. 2Ac ela O Exhibit: The Detail Card View allows users to see the detailed step information that is pertinent to a specific workflow task so they can track, update and move an application forward. The key components of the Workflow Designer feature include: Workflow Tasks: Each workflow process consists of a series of logically ordered, user -defined tasks that comprise a specific business process. The Workflow Designer allows these tasks to be handled one at a time or concurrently. It can change based on each task's status, for example, skipping certain tasks as appropriate, branching and/or looping to other tasks as needed, or repeating tasks when necessary. Page 13 Avocetles Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce+ e s Task Statuses: Each task may have a series of Task Statuses that update and direct the task within the Workflow Designer process. These statuses are user -defined and control the various paths the workflow process takes using flow controls. However, because a task is just one component of an application, the task status may be different from its application's status. For example, if there are six tasks required for one application, all six tasks need to be completed before the application status can be "complete." Therefore, it is possible to have the status of one task be "complete" while the application status is still "in process". Application Status: Task Statuses can drive an overall application status; providing a high-level view of the progress of the workflow process. This is particularly useful in managing process timelines and high-level management reporting. ® Task -Specific Information: Task -Specific Information is key data entered during the Workflow Task update process. This component also drives task -specific checklists that are often critical components of workflows. Task -Speck Information fields can be marked as searchable for easy searches. Accela's Workflow Designer is a powerful feature that is integrated with an agency's organizational structure. This lets administrators assign each task to an individual that works for the agency. Administrators can add sub -tasks, also known as activities, to each task. Sub -tasks help create a more detailed workflow process or outline the steps involved in each main level task. Administrators can also associate any type of document with a sub -task. Documents can give further instructions about a sub - task or record the results of the sub -task: for example, users can attach a report of the results of the plan review or upload the actual plans. A workflow process represents all the tasks that an agency is responsible for concerning a certain application type. Users can determine the view, assignment, and search settings for workflow tasks for the My Tasks user screen. For each task in a workflow process, users can set up a series of appropriate and user -defined task statuses, such as "Active," "In Progress," or "Complete." Task statuses allow users to describe the current situation of a workflow task accurately. As users update workflow tasks, our solutions know which tasks to activate next, depending on how users set up the statuses. In this way, the process moves forward or where needed following user input. When users update a certain task, our solutions will update the task in the workflow for the record. However, because a task is just one component of an application, the task status may be different from its application's status. For example, if there are six tasks required for one application, all six tasks need to be completed before the application status can be "complete." Therefore, it is possible to have the status of one task be "complete" while the application status is still "in process". Every step in the Workflow Process is recorded in Workflow History so that any user with assigned rights can view the history and assess the progression of the Workflow for any given work order. Task assignments and due dates are automatically viewed through the system's My Task feature. Individual users view their specific assignments and due dates through a Task portal; and supervisors can view assignments and due dates across the entire department. Page 14 Avocette s Response to City cf Rosemead RFP 2024-08 — Permit and Land Use Management System 1.2.3.3 Accela Security Avoce+ e Accela's solutions provide a multi-level security system where the system administrator has full control over user access. This control on user access is granted based on a single user login ID and grants that user specific rights and privileges to the system. Accela's solutions also allow system administrators to set up groups or roles and set security based on those such as read-only, update, or no access. Our security goes beyond this setup to the functional level, allowing administrators to set security down to a specified function. For example, an Investigator may have read-only access, but no access to "Add Fees". These rights and privileges can be extended to internal users, other departments, outside agencies, and even public citizens and applicants to safeguard the sanctity of system information. Individuals, as well as groups, can have one or more distinct security rights and system administrators can have universal rights and privileges or assign such rights to other designated and duly authorized users. Administrators can set up password time-out frames at the individual user level. If the password time out is blank the system would set it up to a default of 90 days. User group security features include: Each named user is explicitly part of one or more user groups o Each user group has specific, agency -configured access to functionality according to Functional ID (no access, full access, read-only access) o There are hundreds of Function IDs that are separately configurable for each user group o User groups can be created to be very general and include a large number of people and can also be created to be very speck and include a small number of people (even one person) Console display and other user interface elements are configurable so that named users are not presented with data or functionality that they are not entitled to access Field level configurability is available at the agency, department, solution, user, and field -level for agency -defined custom fields. Other more subtle areas include: o Form Level: The ability to restrict read, write, create and/or delete access to entire forms/sections of the application such as preventing a user from viewing the Audit Log within the Permit solution or not allowing a user to edit Inspections of any type. o Field Level: The ability to restrict read, write, and/or masking at the individual field level of virtually any field in the system such as preventing a user from seeing the Risk Score for a particular Contractor or masking a Social Security Number. o Record Type: The ability to restrict read, write, create and/or delete access to individual Record Types (across all 4 tiers of record type definition) such as the ability to restrict a Gas Customer Service Representative (CSR) from editing an Electrical Permit. o Attachment Categories: The ability to restrict read, write and/or delete rights to dependent on the Categorization of an attached document such as restricting the exposure of Page 15 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ e Transcripts attached to a Contractor License application to only those who need to review them. o Report Security: The ability to restrict the visibility and execution of reports such as limiting financial reports to only be run by those in Finance. o Workflow Security: The ability to define the management scope for individual Workflow Tasks, including the ability to adjust the access control based on the specific status of the Workflow Tasks. 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Integrating the Civic Platform with an SSO provides the following benefits: Use Okta, Azure Active Directory, or another SSO application to control user access to the Civic Platform Allow users to automatically sign into the Civic Platform when they sign into an SSO application Manage accounts in a single central location Page 16 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Podu@ -0[[ela Cry Rtlhrm eny CrvKApptip,rom Avoce4` e Sear ManlVi m Accela Civic Platform and Civic Applications Ratings * reviews r - - a cloud -cased olattnrn of mask_;-L�irg ao'+eremen ® settv:a-esoluNocs. cvugclee �pensCk wlWwn ply— lep a9e[cus al' 4 WpnvNion mlxnmle9v craA^i,s SOMuamm�a�5ercre(SaiP xktinr Ma, Mer Fgl'. Jegras el setvMy M\tlnd[y and i'4Me^.»e'ne^iia.. ♦.sabArvy.agennn iluJg4[g wm tiniy dMryLnv titN [csfe and palfmq neMed Lgw1 lor<MnclogY �pgndei ur trrnayenK lcwilymaFu3a Ce NNw eoM- hea y, 5evmy v[d appl.[aticnv MpM rfikeruuny tMyart Wi(. m W mm[<urrtnl rt<vu, vnc n yi,i requirements and determine how best to support v�irg Ae meu dmeaM menty tl iii. Replicate the functions of the existing internal t;unx.yrceme^_: F<nh 15NKi'avnxed v. Sen Lmon, Ca4larvC xM MdNml clkn vNUN MewJML FY f'n<YPdiY mpeidom.vdcn. v¢dwwumeumm SvaS in W,enmmt'hugn msglCb C. Sv[<as M<eumm Exhibit: Accela Civic Platform app for Azure located in the Microsoft Active Directory Marketplace. SSO provides control of user accounts that can authenticate to the Accela back-office system using Microsoft Azure Active Directory and Okta. Agency users follow the Accela login web link, the system redirects them to the IDP login to authenticate the user, which then redirects the authenticated user to the Accela dashboard fully logged in without any additional authentication steps. The Accela single sign -on adapter for Microsoft Azure Active Directory is built into our solutions and leverages Active Directory Services / or SAML V2 as the authentication API. 1.2.4 Citizen Request Management ResponseRequirement Avocette's The system shall provide the ability for the public and staff to report issues and complaints to the appropriate City departments and have the ability to: i. Replicate the functions of the existing Citizen Avocette will work with the City to review the Request Management public dashboard that GOGov citizen request management public is hosted by dashboard. Our team will identify the key requirements and determine how best to support those requirements through Accela. iii. Replicate the functions of the existing internal Avocette will work with the City to review the Citizen Request Management employee GOGov internal Citizen request management portal hosted by GOGov. employee portal. Our team will identify the key requirements and determine how best to support those requirements through Accela. Page 17 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 1.2.5 Plan Review Accela enables plan reviews in several ways: Accela workflow and workflow activities Avoce+ e Accela's workflow can be configured to identify when plan reviews are required in your business processes for each record type. Each permit, plan check or other record will identify the required plan reviews (or other types of reviews). These review activities can be assigned to a department and to staff for completion, or can be assigned to an external resource. Integration to an electronic plan review solution Integration to your electronic plan review solution will allow for the completion of plan reviews including markups, comments, approvals and stamping as required. Accela includes a rich integration to Avolve's DigEplan, but can also integrate with other leading solutions including ePlanSoft and BlueBeam. (see the section below on DigEplan, Avocette's recommended solution for Accela) Some of the requirements below may be met withing Accela, but it may also be best to support the requirements within an electronic plan review solution that integrates with Accela. ResponseRequirement Avocette's The plan review function shall have the ability to i. Project review status tracking. Accela's workflow configuration for records will allow the tracking of reviews and their status. Yes. The solution supports collaborative reviews and multiple reviewers of record types including ability to review all comments, and notifications of status of review. Where electronic plan review software is integrated the comments, corrections etc may be tracked in the EPR software. The completion of the review activity will be used activate approval, move the process to the next workflow step and route to the next department. Notifications can be setup to notify staff when reviews are due or late. Users can also use dashboards and lists to track review tasks that are due or late. ii. Markup submitted plans and/or apply This requirement is best met through an electronic digital stamp of approval. plan review solution that is integrated with Accela. Accela's integration with your plan review solution allows for these types of requirements to be met outside of Accela, but through the integration the completion of these activities will be communicated to Accela for overall activity and status tracking. iii. Integrate drafting system to measure This requirement is best met through an electronic distances, heights, etc. plan review solution that is integrated with Accela. Page 18 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+-e Requirement Avocette's Response iv. Access project submittal history and Accela includes a full document management within archiving through onsite/offsite storage its core functionality. This document storage is (max capacity). managed through Accela's cloud solution. There are no size limits or capacity limits on storage for clients using Accela's cloud solution. All documents, including submittals are tracked giving a full history of all document and submittals over time. Coupled with your electronic plan review solution, integrated into Accela, the City gets a full set of document history and versions of submittals. V. Include document version control and Accela's Document Services does provide version searchable comment history control and users can see the latest version. vi. Collaborate with all applicable Collaboration with other departments and outside departments and outside agencies. agencies can be accomplished as follows: • Through use of an integrated plan review solution reviewers can make comments, markups and changes to plans in a collaborative environment. Once all comments and markups are completed these would then be passed back to Accela through the integration. Depending on the plan review solution it is also possible to include outside agencies in the collaboration process. • Accela allows for comments and other collaboration on records for staff. Access to outside agencies can be provided or can be managed through staff, emails etc. vii. Include a function to automatically notify Accela's configuration tools for workflow and other departments when there are status automation can be configured to support these types updates (i.e. when a certain department of notifications. The dashboards can also be used to approves, issues comments, or pre- track workflow assignments to departments and staff. liminary approves a plan). Where the integrated plan review solution is in use these types of notifications and status tracking may be available through that solution as well. The completion of the review activity will be used activate approval, move the process to the next workflow step and route to the next department. Notifications can be setup to notify staff when reviews are due or late. Users can also use dashboards and lists to track review tasks that are due or late. The solution supports collaborative reviews of record types including ability to review all comments, and notifications of status of review. Where electronic plan review software is integrated the comments, corrections, etc may be tracked in the EPR software. The completion of the review activity will be used activate approval, move the process to the next workflow step and route to the next department. Record Page 19 Avocette s Response to City of Rosemead RFP 2024-08—Permit and Land Use Management System Avoce+ e workflow configurations can also be setup to identify specific types of reviews and reviewers required by setting review activities identifying those review and reviewer requirements. 1.2.5.1 DigEplan DigEplan is purpose-built for government permitting, providing an embedded easy-to-use electronic plan review solution that helps automate & streamline permitting services. With rapid deployment options, DigEplan ensures customers are quick to realize a return on investment. The DigEplan Advantage �J d Fully Efficient Improved Maximum Integrated Implementation Productivity Value 1.2.5.2 DigEplan for Accela DigEplan, electronic plan review for Accela provides an efficient, flexible, and secure method for states, counties, and cities to streamline electronic plan review and accelerate permit application processes, removing the need for paper, complex third -party integrations or disconnected desktop -based mark-up tools. DigEplan enables Accela users to efficiently work with electronic plans that need to be viewed, commented upon, stamped, and rejected or approved. Accela users can instantly access plans and other supporting documents for analysis, viewing, annotation, stamping, printing, and archiving. DigEplan is fully integrated to Accela so all interactions with the plans are recorded and available in Accela to create a seamless and efficient end-to-end permitting service Page 20 Avocette s Response to City of Rosemead Avo ce e RFP 2024-08- Permit and Land Use Management Sys. Reduce complexity and simplify your IT real estate DigEplan for Accela does not require a separate portal, workflow, database, client installs, or file upload / download. It is fully integrated into your Accela document management, screens, workflows and tasking, reducing complexity and providing an integrated user experience. Managing duplicate functionality for workflow, document management and portals alongside complex third -party integrations is an overhead on day-to-day operations and creates complexity in customer support. Lightening performance and reliability removing the need to triage plans DigEplan's performance is comparable with desktop viewing applications, but with all the advantages of full integration. This allows organizations to work with large plan sets experiencing high performance for page loads and sheet navigation with engineering grade reliability. No more wait time, file opening issues or triage for plans required. Remove inefficient, non-integrated PDF desktop tools Permit applications are typically reviewed by multiple departments within a municipality. Traditionally, with paper-based processes or non-integrated desktop tools, reviews were completed in a consecutive manner with the application being passed around to each reviewer. Desktop -based tools require users to download and upload plans, and supporting documents, alongside a significant amount of manual data entry. This slow and inefficient practice leads to delays and less than timely approvals. Using a fully integrated electronic planning review tool for Accela, reviewers can simultaneously review planning applications without any downloads, add their digital comments, and redlines at the same time. This serves to standardize, streamline, and accelerate workflows for the electronic planning process. DigEplan for Accela provides a rich set of engineering grade annotation features that allow reviewers to communicate, comment and add in -context observations and instructions, directly within plans and supporting plan documents. DigEplan enables users to work with electronic plan workflow review cycles directly from Accela Page 21 .a�.� aY *. s ea: aeor.. ;; o ©elle a �.• a � o � • �_ t T m _ ___ DigEplan enables users to work with electronic plan workflow review cycles directly from Accela Page 21 Avocere s Response to City of Rosemead RFP 2024-08—Permit and Land Use Manaaement System Avoce e Instantly analyze resubmitted plans with the comparison and overlay function The compare capability allows users to instantly determine what has been added, removed, or changed in documents. This is particularly useful during the review of resubmitted plans or documents. Hard to spot differences between the original file and subsequent resubmittals can be easily identified, saving time, and quickly catching accidental or intentional changes beyond what was requested. _a .. .T o— a -- Quickly and easily spot hard to see differences in subsequent review cycle Increased productivity and simplified submission standards with sheet management DigEplan supports the management of plans at a sheet level, removing the need to force applicants to resubmit entire plan sets at each cycle, or requiring plans to be split on upload, which is complicated and cumbersome. r I � >Flt ®0®® DD ED A1A111 Sheet management is automatic with DigEplan, so applicants and plan reviewers do not need to split plans on intake Page 22 Avocette s Response to City of Rosemead Avo ee e RFP 2024-08 - Permit and Land Use Management System Intelligent and batch stamping processes Reviewers can apply digital stamps to electronically sign, and stamp document sets with attributes from Accela. Digital stamps retrieve and insert information from Accela, enabling quick approvals and digital sign -off. The sign -off stamp contains information about the annotation author, CASE ID, date and time of creation, providing a reliable audit trail of changes and approvals. Corrections Required '-- ,I Application: 001594 �p SII Date: 713012018 -- J u.czwu _ m -e 5P rt ,zron MWAS1em011301)ine DigEplan's Digital Stamps uses Accela meta -data that supports electronic stamping and sign -off Automatically extract correction comments from plan review cycles Once a document has been reviewed in DigEplan for Accela, the details of any correction comments can be extracted from the marked -up plans and used to populate the Accela comment tracking module and report. This allows comments to be tracked through multiple review cycles. Digital Projects Digital Projects, also known as the Digital Project Coordination Room, gives customers the choice to use Citizen Access for interactive issues on commercial grade projects. This feature is fully integrated to Accela Citizen Access and the Accela back office to support regulatory processes that may require additional features including plan intake checks for digital signatures, page orientation, sheet references and password protection. This ability to digitally manage the review cycles and issues, from within Accela, has the potential to eliminate the correction letter. File Submission Analyzer DigEplan's File Submission Analyzer is embedded in your Accela portal and provides real time feedback to your applicants. Applicants can fix issues before submitting their documents, completely eliminating the cost and time spent in administering bad data. DigEplan helps to improve your permitting experience to your customers by ensuring a smoother process and quicker permit issuance. Enhanced Document List Viewer DigEplan's Enhanced Document List Viewer provides an improved set of features for the Accela back office, specifically helping users when they are searching for documents. Users can search, group, Page 23 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+'e categorize and save views, simplifying the way they interact with documents and plans, straight from the Accela back office. The Enhanced Viewer for Accela can be added for non -plan reviewers for use cases requiring view and checking, as well as other common tasks. Redaction and a document compiler are available to support the removal of sensitive information and to augment document -based information for FOIA requests. 1.2.6 Permitting Requirement Avocette's Response The system should be capable of all of the following functionality, at a minimum: L Ability to link and/or convert related records Avocette is planning to convert all records into the from HDL into the proposed system. new Accela solution. ii. Track and generate reports for all building Accela supports reports required to tack the permit activity, including inspection building processes. See the section on reporting scheduling and status. for more details on reporting options. For tracking the activity, inspections, scheduling and status Avocette recommends using Accela's dashboards and lists as much as possible to simplify the tracking processes. Accela's out of the box dashboards will allow staff to manage records and to track the building permit activities online. For inspections Accela provides a set of back office tools for managing, scheduling and executing inspections. As well the mobile app allows for inspectors or field staff to interact with the inspections as needed. The Field Inspector will have access to the Facility and Permit details on their mobile application. These details will include all the information related to the Facility and the Permit that the staff has access to in the staff portal, such as contacts documents, and conditions including any payment history and inspection history. ill. Automated notification to applicants. Yes. Automated notifications can be configured based on the agencies business rules. Notifications can be triggered at any point in the workflow and sent to the applicants preferred communication channel (email, post mail, etc). Where specific notifications for applicants are required (application received, fees due, submissions required, etc) Accela can be configured to send emails or provide notifications through the portal for applicants. iv. Automated notification to see attachments Accela's workflow activities can be used to when corrections are required. support follow-up activities required. The workflow can havespecific activities assigned. Where Page 24 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+`e Requirement Avocette's Response corrections or other activities are required follow- up or corrections activities can be attached to the case with due dates. These can be either manual or automated. It is also possible/recommended that the follow-up inspection be created (manually/automatically) at the point where corrections are identified as another trigger for follow-up. V. Batch stamping tools Stamping of plans/drawings or other project documentation would be supported through an electronic plan review solution like DigEplan or BlueBeam etc. See the section above on DigEplan. vi. CONSULTANT integration support, access to Avocette and Accela have integration that can California CONSULTANT License and City connect to the California State Licensing Board. Business License database information for Where additional integration is required to the verification. City's business licensing database Avocette will setup integration through standard Accela APIs. Accela is also capable of hosting all business licensing records and business processes to create one integrated solution for the City. The Accela Civic Platform can provide integration to a state or city licensing databases through standard APIs or integration methods. vii. Electronic permit issuance. Permit issuance can be available to applicants through the citizen portal for download. Generation of the permit will be automated and the permit document generated by Accela at the right point in the record's workflow process. viii. Process and issue a variety of: Accela's modules can support all the business areas and required permits outlined below. 1. Building permit types, including: Accela can support all required building permits. a. Building Avocette will leverage the Civic App templates that match to the required permits for the City as a b. Mechanical starting point and will make required configuration c. Electrical changes to meet the needs of the City. d. Plumbing Civic Apps Templates for Building ships with more than 100 templates. e. Solar All of the types listed are supported. f. Miscellaneous 2. Planning reviews, including Accela can support all required Planning reviews. a. Yard Sales Avocette will leverage the Civic App templates that match to the required permits for the City as a b. Temporary Banner Permits starting point and will make required configuration c. Fence Height Reviews changes to meet the needs of the City. Page 25 Avocette's Response to City of Rosemead RFP 202408 — Permit and Land Use Management System Avoce+ie Requirement Avocette's Response d. Site Plan Reviews Civic Apps Templates for Planning reviews ships e. Miscellaneous with many templates. All of the types listed are supported. 3. Public Works Permits: Accela can support all required Public Works a. Construction permits. Avocette will leverage the Civic App templates that match to the required permits for b. Encroachment the City as a starting point and will make required c. Excavation configuration changes to meet the needs of the City. d. Miscellaneous Civic Apps Templates for Public Works ships with many templates. All of the types listed are supported. ix. Account for all appropriate permit fees and Accela's configuration tools support the definition integrate with payment processor. of all required fees and fee types. These include flat/fixed fees and calculated fees etc. See the section below on fees and fees payments. Avocette recommends the City consider using Accela's PayPal payment provider to meet the online payment requirement. Accela and PayPal have a robust integrated solution making the implementation of online payments very easy to implement. The solution provides the ability for applicants to pay online via Credit Card, Trust Account, or Bank Account. The solution will provide receipt for all payments made online regardless of online or paper submitted application. Accela provides the ability within the fee schedules to associate GL codes (Each Fee Item may be distributed to up to 32 different GL Debit and Credit account codes and be split based on fixed or percentage based distributions.). As payments are made the payment types are also tracked. These GL codes and payment types can then be used in reporting as needed X. Provide notifications/warnings for permit The system can be configured to provide these expiration. types of alerts, notifications or warnings as new permits or applications are entered or being processed. A. Allow customizable permit numbering Accela's solutions can be configured to allow the functionality. client to configure the system to support the required numbering for projects, permits or other record types. The numbering scheme can differ by record type. Page 26 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce++e Requirement Avocette's Response Where client project numbers or other manual project numbers may be required, a custom field can be setup to capture these project numbers. xii. Provide a solution for the City that includes Flags can be applied to parcels, addresses or the ability to flag a property or parcel with a other records in the system including notes and "Stop Work" directive and impose penalties related information on the flag. These flags can be fees on designated properties. displayed when a permit or other record that is using the parcel or address with a flag attached. This includes the ability for "Stop Work directives. Automation or manual fees can be used to impose penalties as required. xiii. Grant the ability for applicants to upload The online citizen portal will provide visual individual documents of at least 500 MB in confirmation of successful uploads of documents size. to the record/permit/plan check/etc. Accela does not restrict the size of documents for upload. xiv. Incorporate permit fees, development impact Accela provides a set of tools to configure all fee fees, business license fees and potentially types required including permit, impact, generate a fee estimate prior to submission. engineering fees etc. The system can be configured to manage the assessment of these fees within the workflows for each record type. xv. Without additional cost, modify key aspects Accela provides a set of tools to configure all fee of the permit tracking system such as: adding types required including permit, impact, or deleting permit types, changing engineering fees etc. The system can be information fields, changing the format of configured to manage the assessment of these reports, permits, and receipts, adding, fees within the workflows for each record type. editing, or deleting permit conditions, and changing permit fee amounts and types. Avocette has factored into the project effort to implement records as required. Accela and Avocette also provide training on how to complete administrative activities (fees, etc) along with more detailed training on other configuration activities. xvi. Without additional cost, all fees for permits Avocette will provide training for the City to and applications in the system shall be manage the fees. updated at the beginning of every fiscal year. Avocette can also provide support for these types of changes under a ServicePlus agreement. Accela's configuration tools allow for records to be configured to support the types of permits required by your organization. Whether they are standalone, combination or parent/child permit structures Accela can support those needs and the related data and workflows for each of those permit types. Page 27 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 1.2.7 Inspection Tracking and Scheduling Avoce+ e Requirement Avocette's Response Allow automatic creation of specific inspection types based on permit applications. The inspection tracking and scheduling function shall: L Track both routine and periodic inspections of Accela allows the configuration of all inspection buildings and property and manage all types required and the association of those building inspection scheduling activities. inspections to records. Citizens can manage their inspections online. This includes scheduling, rescheduling, cancelling or tracking the status of their inspections. The scheduling process will take them through selecting the type of inspection, date and time. The client can establish business rules around inspections and push them out in the citizen portal so the applicant is aware of these rules such as days of the week of times of the day when inspections are allowed or maximum number of inspections allowed per day. ii. Allow online customer inspection requests Citizens can manage their inspections online. This and provide calendaring functionality for includes scheduling, rescheduling, cancelling or inspectors that allow them to create a daily tracking the status of their inspections. schedule from inspection requests. The scheduling process will take them through selecting the type of inspection, date and time. The client can establish business rules around inspections and push them out in the citizen portal so the applicant is aware of these rules such as days of the week of times of the day when inspections are allowed or maximum number of inspections allowed per day. iii. Allow real time inspection results to be All inspections will update the system in real time publicly available to all users including via unless an inspector is required to work offline due email to permit holder. Provide dating to lack of wireless internet. functionality that provides ticklers for permits and inspections with no activity. Inspections will be available to City staff and to those re uestin /schedulin inspections q g g p (permit holders and related stakeholders). Permit results will be posted and available through the citizen portal as well as emails can be sent with inspection results. Dates and ticklers/reminders can be setup for permits and inspections as required. All historic inspections and related information will be available within Accela. iv. Permits should automatically close upon a Where rules can be defined automation can be successful final inspection. put in place to automatically advance or close a record upon final inspection. This automation can Page 28 Avocette's Response to City of Rosemead Avoce+ e RFP 2024-08— Permit and Land Use Management System 1.2.7.1 Inspections Accela's solutions include a robust inspection management system that includes the maintenance of related inspections to records, locations, staff, and much more. With that comes the ability to search, reference, and report on past, current, and future inspections throughout the solution. Within the back-office component, Client staff can search, reference, and report on inspection details with incredible ease. They can do so using global or advanced search tools, referencing inspection history from a record, or drilling into inspection metrics within reports and dashboards. 2Attela APs ■ ■ Page 23 Avocette a Response to City of Rosemead RFP 2024-08—Permit and Land Use Management 8'.>tem Avoce e @Accela ® ` c wan.,. a.mo.a,m o -.m,. ............. ..........,. «s.n...®,. ..�._.. Accela aw� Zxhibit: Advanced Inspection Search Exhibit: Inspection Search Results with saved searches/filters at the top Avocette's Response to City of Rosemead RFP 2024-08 - Permit and Land Use Management System Avoce e Page 31 2Accela_ 0- III mece,ane ',19 494 GRAGMONT Ave. BERKELEY. 94708. Nen Han c 4.e�.Wwwwwm.malw� a.ae O mwn: P.n.nn® Pln lMm. FryvC e�4 wm w.wo. smw. 4.a�e.. im 4ae eew �.c.=o, - o.w s..m, see wmm.ocwr r,e. Fstsa v..w ,w yq.aq ine4M �Iv,l sMp a.n.gww.r�m e. ro rcuiva�c CnWev 01 RdnhrnY P) M1Ge�avnupeo: c.mn<. pYNenv Camruro, Nl Aw.ntw r..x,G ovm o.v gnm.l bYo �s.r rwm� a..u.g .YN.a�v .mm.l,l 'nw waarm.��. =a*m avczo.• nxnRil sbi�m n,w ms'x,v Page 31 Accela —Br , mNwnme,o 0- III ',19 494 GRAGMONT Ave. BERKELEY. 94708. Nen Han c 4.e�.Wwwwwm.malw� a.ae O mwn: P.n.nn® Pln lMm. FryvC e�4 wm w.wo. smw. 4.a�e.. im 4ae eew �.c.=o, - o.w s..m, see wmm.ocwr r,e. Fstsa v..w ,w yq.aq ine4M �Iv,l sMp a.n.gww.r�m e. ro rcuiva�c CnWev 01 RdnhrnY P) M1Ge�avnupeo: c.mn<. pYNenv Camruro, Nl Aw.ntw r..x,G ovm o.v gnm.l bYo �s.r rwm� a..u.g .YN.a�v .mm.l,l 'nw waarm.��. =a*m avczo.• nxnRil sbi�m n,w ms'x,v �+tea �wm.+ 6wu(tl r.irm.w..Vn roery o.mn w.amiv mam,e Page 31 Avocettes ResP .,.tV < i RFP 2024-08— Pcm, d nc Li i 12r, -aster, Avoce e @Accela O- M.,- , RRR.OR,FY RES -ROOF 19 OOOCOI O lm o[uw.Rl9.0uUrv0. W. JaIM4eNex > 310 OEUwnaE J Pegarrv.un > a total iau WPI/lOS1 G��ason VlarsteE WKUND N701 �0 [omplete. Ol r�Me Manu Nwq M>yeMn OW4 SrM SNM FwwE is ('.M Fon FMM Vgytcy Rapole Xery Sna^al PemG �"��r nsr A-vsasee'� &aee - �a:n., l�m.+Try ua.x .em.ci %+us anv.rv.r irox ruan orw.un mor �..�. awrNl _, +nnwrwammi v..+r aamus rcoma fY aL�1 feYaslil F,r.�.eroi o.....Mmo,.im R.e.M.n toot (11 Exhibit: Record -based Inspection History Accela rya cioRm, u <ww.we ❑y_ .apo Cev arR1ytic DRsheDRFd Ral �a. MW . Y..o4 Y Exhibit: Inspection Dashboards and Reports Page 32 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Field staff utilizing the Accela Mobile on iOS, Android, and Windows smartphones, tablets, and laptop devices are also presented with powerful search tools. This includes searching records and inspections and creating saved searches/filters on their local device. Search results can be plotted to the map and opened for reference and/or management purposes including updating information, reviewing photos/videos, reading comments/notes, and generating/reprinting documentation where applicable and permitted by State -defined business rules. Exhibit: Record Search Screen on an Wad Avoce+ -e Page 33 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Exhibit: Inspection Search Screen on an Wad a Avoce+ e Yer s.wa XiFm/y imFKae.,. ea to-HDHX 0,, ao.e..m�ra. Frame mmm�ycommert..DUY.n,oi+eY- > Yupe[Ocn xn�fnmlrwmin'1}3' e.. MF Fit— wt,. F, Msy aVon.asB�K /o'HWIXSI[CIOK > FKorJ mNtpea FKYC.n[�/pxi bnVCmme.nal/wKnww > �V�ommer<W/YenewNNP' w0 x�t� aa�n'ImpenM Mm' '. wD.n��.u�m'imFenbn Mae' mapa,on,avSmC/e'WYA^ > aYe[4on.MsueK rwmtK'1➢'wU > w11F a/ea I--wDwM /q mr' Fpe[Om wM uee ,w M1em G1e 'ip}}O]D1'wD.alrsslWuki fobrc > SOi3S6ID" Fr o.E mmlpq,/, I,m NUR"f Ie > wn 4[aJ—h 4eme ID -F. aomo:- aspealenaynK �o'M[Wi' > a Avoce+ e a Exhibit: Search History and Saved Searches on an Whone Mw' SeeU Xrnary imFKae.,. ea to-HDHX 0,, Frame Yupe[Ocn xn�fnmlrwmin'1}3' e.. MF Fit— wt,. F, FKYC.n[�/pxi �V�ommer<W/YenewNNP' '. wD.n��.u�m'imFenbn Mae' > a Exhibit: Search History and Saved Searches on an Whone Avocefle s Response to City of Rosemead RFP 202408 - Permit and Lard Use Pdanagement System Avoce+-'. e RNRLaIw. ..ma • ..... � SAea�[N Rerulrs v © 5i:�n,0 Q ry wtlw,nib[funmuaz'Y' PROBG'059 99 NORiHWR AVL BERFFLEV. U V ]W ""' ' ]s rHE nRuxoz BERwtiv. u9.ws uo Assignn 9 unlN®Lmuamon�•..l w a::tlmL r. .. ,. Exhibit: Record Search Result w/ Map on Wad ,Owns gRpps [�•mw.a Sea.[Il ResuRs v Q �snfcl —.gym mac\ io�IRwrgP lnsfleCFRn � YS \\\Ig .•� 999iONE9 Si BERYELEV CA 94]t] FnmeaM1M1 Mm n slrafor - RRomroRa 3 R� minspettbn 1 r 99910xE$Si BERKELEY G94]IO �— v na..f�i+ tl EnN4aIN MmnRiglw PRUlWJ63 RoutiAe lnsRKtwn ]R THE UPLANDS BERKELEY CA 94705 E,v.:M1AGm nsvatq _ 1 PR�NSJ i a 1 r / 9 s C Plaint Invesgige•Rn uw. •"•WA,,.` JONESsr BERKELEY CA SAT 1 0 E -H, EmfleeINlm MmnA.Mw %IEdRp63 Ld Exhibit: Inspection Search Result w/ Map on Wad Pa0e 3F Avocettes Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ e iob summary MAGGIANO'S LITTLE ITALY ® Routine Inspection PRO11MOS -749399 diffam ....... Tuesday, W February 2022 AODRE55 10910 ROSEA3ARY PARK Orrve. las Vega, NY 8913S, UniM Stags 36.1SO0502120001. 11533MI% ROUTE Exhibit: Record Details on Wad Exhibit: Inspection History on a Record on Wad Page 36 DescfiptionoFWork RIMAUMNT Regne3t COIIIInMf IIEOut5TOR G fMMealtklGrMMsbMpr UCENWD PRMFSPONAL MA44W10'S..TACY .lZr S03 pg.wnuu}bnnkersam A IGNED To u EMHNIth AdMinnorator Exhibit: Record Details on Wad Exhibit: Inspection History on a Record on Wad Page 36 Avocette's Response to City of Rosemead Avoce+' e RFP 2024-08— Permit and Land Use I✓anagement System 1.2.7.2 Inspection Scheduling via Accela Citizen Access Citizen Access allows members of the public to schedule their inspections as well as check the status of any scheduled inspections. If a requester desires to schedule an inspection they can go to their permit or occupancy record and request to schedule an inspection as shown in the Exhibit below. Additionally, the public user can cancel or reschedule their inspection online. mko«ro.aa,� m.pecew„: Exhibit: If a requester desires to schedule an inspection they can go to their permit or occupancy record and request to schedule an inspection The next few steps will guide the requester to select the type, day, and time (or time range) of the desired inspection. The City can enforce business rules such as inspections can only be scheduled on Tuesday through Thursday of a working week, or the maximum number of inspections allowed per day. 1.2.7.2.1 Inspection Scheduling for Back Office users Inspections can also be scheduled by the Client staff from the back office. This is done by accessing the inspections tab in the record details of the application. In addition, the Client staff users can perform several different inspection tasks such as reschedule, transfer, result, etc. as shown in the Exhibit . Page 37 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+--e 2019DM OCC- W q-Mc.aX Re'ue'inS 5lauor JiG m Mn ..WyYW� C.u. Fra s+anmemGm'emm [m 0.i vRW Nyp sinwy '. O'r...�... &IWib Ro�l� va,nu` qmu Fsmni4 4uRm� er w.o yµr rze r�.emn m.. m..... IIYWINmd ......w Pgb��AIG ex RamenKw Paaxw �srn. rvsm®n m... nv. hnbo�4 rn tim w.vr. euzn su+.e sm, man iu mu®+ wm ui mEmoRcrMr .� Exhibit: City staff users can perform several different inspection tasks such as reschedule, transfer, result 1.2.7.2.2 Mobile Inspection Scheduling Inspections can be scheduled/rescheduled from the inspection or the record by field inspectors using Accela Mobile. Exhibit: Inspections can be scheduled/rescheduled from the inspection or the record by field inspectors using Accela Mobile. Pale 38 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ :-e 1.2.7.2.3 Automated Scheduling Actions performed in the system can trigger various business rules including the ability to automatically schedule an inspection. In addition, they can be automatically assigned to field inspectors based on districts, zones, inspector discipline, etc. 1.2.7.2.4 Batch Scheduling Inspection scheduling can also be automated through scheduled batch jobs. Batch jobs have the capability of auto -scheduling inspections based on the City business rules. Batch jobs can be scheduled to run daily, weekly, monthly, yearly, or on a single occurrence. Using various criteria such as the City inspection types, inspector, discipline, date ranges, etc., inspections can be grouped to allow for them to be batch scheduled. This also includes the ability to batch rebalance. Batch rebalancing is pushing out (rescheduling) a set of inspections that did not occur as well as future inspections X number of days ahead. We are committed to working with the City to assist in defining their workflows and business processes and map them to the solution as it relates to inspection scheduling and assignments. The below defines the process by which inspections can be manually and auto -assigned. 1.2.7.2.5 Manual Assignment From the Schedule Inspections page, the user has access to different inspection types. The scheduler can either batch assign multiple inspections or assign each one individually. The scheduler can then select the inspector, the date and time (or time range), and also access the calendar which provides visibility into the inspector's availability for that day. M i9iN CGC-0O6Ul3 - Av r, R "ig SU456 xma sw^^w I— ®y 4 Rask Fb vxr.r�✓.xiEtmx. Gry^ Nb PI mm eI0 foeaoT ,r�Yrs'wn Pwu Sa4axmY�e[myFmm Fd w. vs,m 1Yb rrrru - Swai�vaafmr f�W wb r rxanr. ii arn�e - Page 39 Avocette s Response to City of Rosemead Avoce+ e RFP 2024-08 — Permit and Land Use Management System Exhibit: A scheduler can either batch assign multiple inspections or assign each one individually. 1.2.7.2.6 Auto Assignment As inspections are scheduled, the solution can account for various attributes such as location, discipline, districts, and availability, when assigning inspectors. These same or different rules can be applied to reschedules or re -inspections. 1.2.8 Mobility/In-Field Usage Requirement The system should be able to support: i. In -field usage to view, schedule, and modify inspections as well as record notes while in the field from laptops or tablet devices. Response Accela's mobile app allows field staff to view all related information for a property/parcel or other record types. This includes the ability to view all past/prior inspections and all details related to those inspections including photos/attachments. All other related records for a property/address/parcel are also accessible including permits, cases, complaints etc. Inspectors can create all notes, attach images/photos, complete checklists and issue instructions for areas needing remediation and follow-up. Field staff can schedule new inspections while in the field. The mobile app works on Android and iOS devices. The Accela back office can also be accessed through a laptop similar to use within the office if required. Page 40 Avocetle s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ e Requirement H. Allow pictures to be easily attached to inspection reports. Avocette's Response Accela's mobile app allows photos or other attachments to be attached to the inspection as required and then used in the final inspection report. iii. The ability to quickly access all contact All information related to the records for which an details for the owner, applicant, inspection is being completed are accessible. CONSULTANT, or complainant as well as This includes all contacts (owners, applicants, attached plans. contractors, complainants etc.). Property information, historic permits, complaints, ordinances, fees and payments history and all other information is accessible as required in the field through the mobile app. iv. Retrieve data by searching any parameter. The mobile app on mobile devices as well as including permit number, CONSULTANT, Accela back office on a laptop over an internet address, etc. connection allow full search of records and other information stored in Accella. Accela otters mobile capabilities for iOS, Windows, and Android -based mobile devices to bring processing to the field through our cloud -based solutions. Agency Field Users Fti ,f. ACCELA MOBILE Data & Document Management Inspections Code Enforcement Work Orders With Accela Mobile, field personnel can perform inspections and investigations using their mobile device. This includes Resulting inspections Capturing evidence by attaching photos and videos Inserting comments using comment controls that allow ad hoc, as well as standard, favorite, and recent comments Page 41 Avocetles Response to City of Rosemead RFP 2024-08- Permit and Land Use Management System Avoce+-` e Using extensive checklist functionality to add comments or documents, fill out custom fields or tables, and score and result inspections Creating, rescheduling, and reassigning inspections Creating records to log new violations and other violations e Viewing and updating record and inspection conditions Viewing jobs on a map and navigating to a job location Communicating with record contacts via email, phone, and text and the ability to edit contact information or add new contacts 1.2.8.1 Accela Mobile - Key Features Exhibit: Accela Mobile's job list, offline mode, and GIS features Job List The job list displays inspections and records based on data filters that can be customized to show the user what is most relevant based on the needs of their role. Users can drill into specific items from the job list to view details and make updates. Items in the job list can be ordered based on various parameters or manually set in the desired order by the user. 16 Job lists can be configurable for the solution, department, user group, or user * Allow users to quickly filter jobs by many different types of criteria, including inspections for the week, annual inspections coming up, today's complaints, or by status or severity Users can switch between filters throughout the day as their needs change. For instance, if one inspector finishes assigned work for the day, he or she can switch filters and help other team members finish their inspections. Inspections Accela Mobile lets you complete inspections on your device. Building, fire, health, and civic code enforcement inspections can be scheduled, and rescheduled, resulted from Accela Mobile. Checklists Page 42 o 0 Exhibit: Accela Mobile's job list, offline mode, and GIS features Job List The job list displays inspections and records based on data filters that can be customized to show the user what is most relevant based on the needs of their role. Users can drill into specific items from the job list to view details and make updates. Items in the job list can be ordered based on various parameters or manually set in the desired order by the user. 16 Job lists can be configurable for the solution, department, user group, or user * Allow users to quickly filter jobs by many different types of criteria, including inspections for the week, annual inspections coming up, today's complaints, or by status or severity Users can switch between filters throughout the day as their needs change. For instance, if one inspector finishes assigned work for the day, he or she can switch filters and help other team members finish their inspections. Inspections Accela Mobile lets you complete inspections on your device. Building, fire, health, and civic code enforcement inspections can be scheduled, and rescheduled, resulted from Accela Mobile. Checklists Page 42 o Exhibit: Accela Mobile's job list, offline mode, and GIS features Job List The job list displays inspections and records based on data filters that can be customized to show the user what is most relevant based on the needs of their role. Users can drill into specific items from the job list to view details and make updates. Items in the job list can be ordered based on various parameters or manually set in the desired order by the user. 16 Job lists can be configurable for the solution, department, user group, or user * Allow users to quickly filter jobs by many different types of criteria, including inspections for the week, annual inspections coming up, today's complaints, or by status or severity Users can switch between filters throughout the day as their needs change. For instance, if one inspector finishes assigned work for the day, he or she can switch filters and help other team members finish their inspections. Inspections Accela Mobile lets you complete inspections on your device. Building, fire, health, and civic code enforcement inspections can be scheduled, and rescheduled, resulted from Accela Mobile. Checklists Page 42 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ e can be used to allow the user to perform a step-by-step assessment of the codes and regulations established by government agencies. Inspections can be accessed from the Job List, as well as from search results or from the record or permit with which the inspection is associated. Records Accela Mobile allows users to create and update Records in the field from their mobile device. Records can be created by selecting a location from the map or manually entering an address. New and existing records can also be updated from the app, including: Adding document attachments, such as photos and video 2 Adding or updating record contacts Updating agency -specific record information in custom forms or tables Viewing and updating record conditions Viewing fees and payments associated with a record * Updating costs and parts associated with work orders x Viewing related records and setting relationships between records Updating workflow tasks associated with a record Work Offline Accela Mobile lets you work with records and inspections in offline mode, allowing you to download job lists, records, documents, contacts, forms, tables, and workflows to your device for use offline in the field. If a data connection is not available when updating an inspection, the app will queue updates to be sent later when you initiate a sync. GIS Accela Mobile lets field staff use Accela GIS to search for records on a specific property within a community or neighborhood. Users can also take advantage of the following capabilities: Select which map layers are displayed to show zoning, parcel, and other information relevant to a specific task W Navigate from one inspection or record location to the next using the current location and driving directions Edit and update assets View proposed locations on a property for specific applications, such as burn permits or septic tanks 1.2.9 Reporting Facilitate report production using any combination of data elements maintained by land use and permitting systems, which include the following: Page 43 Avocette's Response to City of Rosemead ^ voce IT le RFP 2024-08 — Permit and Land Use Management System /", V l• The ability to generate reports for the following categories: 1. By Project Type 2. By Time Frame 3. Project Value 4. Ad-hoc Reporting relating to underlying collected data 5. Plan check and permits fee paid within a given date range 6. Number of permits issued within a given date range 7. Number of solar or solar battery permits 8. Number of housing units completed 9. Daily inspections 10. Other categories that the City may deem appropriate Accela provides several types of reporting or data access tools: • Custom reports developed in SOL Server Reporting Services (SSRS) • Accela ad hoc reporting tools • Accela searches • Accela Analytics SSRS, Ad Hoc and analytics all allow full support for reporting on all data fields stored within the system. This includes all referenced data in the requirements list to the left. Accela's search provides an interactive method for users to build an ad hoc query and save the search for future use. Searches allow searching and displaying all defined data fields or just general cross data searches. See the section below on reporting in Accela for more details Accela understands reporting can be one of the most difficult, time-consuming functions, while critical and necessary for measuring, scheduling, and determining business decisions. For this reason, Accela prides itself on bringing you modern, intuitive tools to make sense of your data and empower stakeholders to make more informed, timely, and strategic business decisions. Accela's solutions include 100+ standard out-of-the-box reports across our solutions. The reports are created in a fashion that is dynamic and adjusts to the data that is being fed to the report. Leveraging Power BI technology, included in your seat license cost, Accela provides an embedded data visualization tool known as Accela Insights. Accela Insights allows end-users to create modern and interactive dashboards. This tool provides multiple views into your Accela data through visualizations representing different information and insights. It does this with an interface simple enough for end-users to create their dashboards while accessing their data through business terms they are familiar with and understand. Accela Insights allows stakeholders to consume the information that matters the most, while also having the chance to interact and drill into more information in a self-sufficient experience. It empowers agencies to: • Provide operational dashboards to track daily operations and provide a comprehensive snapshot of performance, analytical and strategic dashboards. Provide analytical dashboards to use data from the past to identify trends that can influence future decision-making. R Provide strategic dashboards to track performance concerning your key performance indicators to better align actions with strategy. Page 44 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ i e Provide a single source of truth for tracking department and organization -wide metrics. Empower inspection managers to understand team performance and key metrics more easily. Enable inspectors to see and track their inspection activities and optimize routes for upcoming tasks. BAccela • 1210 • r 52090K Yp n 585.73Ki ri _ Exhibit: Example dashboard leveraging Accela Insights Accela's reporting and analytics offerings even go beyond dashboarding with the Ad hoc Report Writer, which provides an easy point -and -click user interface and user-friendly views of our solutions data, offering the ability to design, deploy and manage its reports and documents (i.e., form letters) without requiring any third -party reporting tools. Due to its ease of use, report writers do not need specialized report -writing skills or in-depth knowledge of our solution's data schema. A basic tabular report can be written in less than 15 minutes. 0 - +.3eR4JMlx`.::10x2'� ,�tlEClt1r� �o ncc .iew �Wnnr nn Hac � �43P n Reports may be immediately published in our solutions without the assistance of the IT team or administrative staff. Tabular reports automatically provide hyperlinks that allow users to launch and view related Record data in our solutions from within a report. In addition to creating tabular reports, Page 45 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce+ e users may also create formatted forms and documents such as contracts, permits, rental agreements, etc. Comprehensive administrative functions are available for these reports, forms, and documents, such as controlling access to creating/running reports, controlling access to data views, managing report menu visibility, automated generation of reports, automated entailing of reports, automated saving of reports to a document management system, etc. .Wx..,WN. QeVmlly I JA. Ws... Ns...u_ yal 'i q I N M J n.w m g ma A„7 2Accela exWooM Nb W {I,Ns M Ni+O.W Yrv.ubpwn t� Il5 W EMol stent I45Me R iA. MefN Lw. MrobC nb BMeow ]�e�qj uNOary Y.Mt0 oo Np.W F!6'.l]IP o.xprew, MYN WYtlm 1/NM4 ea VbplKn YlI.W {000 {SHOO L,Gn-. qmO• Nugtyp UpwW 61m5 eMaM ppm; py �:.n5. b04utien InNN,i ,n Ra+,n i0W {W,00 ew, u 5 pax. N.W tW.W c�ll�moteE"11bi L-1 7MvzoI5 mw.,.. tmm ww i, M 0 Permits 0+1N M.G NN. O,Mr M1tl 4WeOr p�yl .yqs� A• tuw izs.W Butf�u e._A.wnx nnamN ew r�� SxaS w.m uvW mt_•_meae x .m:n x.. .co ax.e fID.W RW us.W mtt+ea� � w.ol ew A.w szaoo seem tZ' .�Ni..Anm� LM0,3 xpNlbnAe. R+RW RNSW Nbw R PyT�@pH nKKnW Nem VN415 Cep,s...N 15 S, 0.W W.. 111.1 31,MSW pWrti09 x.wl• esae i5y Ognm 9ml mW P.{tl120ryI SME onega,Cmpm N)�O.W iI�P o.W� 15tl11410i1 Am upWlf N N.SSSW RW— [t SMEaabn N4'NN In ArMv RySW bW— n.eW.Wu.omm N,uo.W um.ftq. n.lxae Ame*lw Della, x...ra AN �N�W.W r,wm,s As— NOPW Som W.W RW YOOm Page 46 Avocette's Response to City of Rosemead RFP 2024-08 – Permit and Land Use Management System 1-1 NAM A @Aarxla a....,.eww. Avoce+ e Reports can be generated in multiple formats depending on the need including Hypertext Markup Language (.html), Adobe Acrobat Portable Document Format (.pdf), Microsoft Word (.doc), Rich Text Format (.rtt), delimited text by tab or comma, Microsoft Excel Spreadsheet format (.xls), and XML. Reporting tools provide services to format, spell check, and design documents from simple to detailed designs. In addition to Accela's built-in Ad Hoc Report Writer tool, our solutions also support reports developed in the major report authoring tools on the market including MS, A�+moo. SQL Server Reporting Services and Crystal Reports. Accela centralizes your SQL Server reporting experience for all your reporting needs within the Civic Platform's Report .�_ � Manager. Leveraging this single -source platform, users with access to configure and deploy reports can secure reports to only the intended user groups, attach them to crystal reports. workflows, deploy them to citizen access, and many other features. Exhibit: Accela's Ad -Hoc Reporting Tool Reports can be generated in multiple formats depending on the need including Hypertext Markup Language (.html), Adobe Acrobat Portable Document Format (.pdf), Microsoft Word (.doc), Rich Text Format (.rtt), delimited text by tab or comma, Microsoft Excel Spreadsheet format (.xls), and XML. Reporting tools provide services to format, spell check, and design documents from simple to detailed designs. In addition to Accela's built-in Ad Hoc Report Writer tool, our solutions also support reports developed in the major report authoring tools on the market including MS, SQL Server Reporting Services and Crystal Reports. Accela centralizes your SQL Server reporting experience for all your reporting needs within the Civic Platform's Report .�_ � Manager. Leveraging this single -source platform, users with access to configure and deploy reports can secure reports to only the intended user groups, attach them to crystal reports. workflows, deploy them to citizen access, and many other features. Users can create, save, organize, and maintain an unlimited number of reports from the Report Manager. Report parameters can be established, permissions assigned, and reports can be attached to screens and associated with workflow tasks (for example, "print permit" for a specific record). Report Manager manages the configuration and printing of all reports, including permits, documents, statistics, analytics, and form letters. Hard copy permits may be printed manually, as part of a workflow task, or as part of a batch process. In addition to Accela's robust reporting offerings, built-in functionality allows the following: CSV Export — End users can export the contents of any List screen directly to an ExcelTM spreadsheet for reporting and analysis activities. Filters and Global Searches — Filters and Global Searches let end users see data they need to see, in the way they want to see it. This allows end-users to do theirjobs more effectively. Administrators configure role -based Filters, thus allowing end-users to see only authorized data. Global Searches are dynamic queries that either administrators or end users can configure and save. For example, a call center agent may set up a Global Search for an Electrical Plan Check due within the next ten days. Additionally, our Report Manager deploys Microsoft Word documents for mail -merge reporting against data within Accela. These reports can be deployed throughout the application seamlessly. They do not Page 47 Avocette s Response to City of Rosemead P.FP 2024-08 – Permit and Land Use Management System Avoce+ e require the deployment of any additional software or services onto client/end-user machines to run the reports from within the system. Accela's reporting and analytics solutions also offer the ability to deploy reports virtually anywhere within the system, and make them available for execution manually, automatically, or only when specific milestones have been met. The system is also able to restrict who can execute reports based on role level security and/or application status. Empower End Users to Improve Financial, Operational, and Strategic Outcomes Accela is aware of our SaaS customers' desire to have direct access to their raw Accela data to write live SQL queries, connect to third -party reporting tools or simply stand up the data locally. For this reason, we provide you direct, secure cloud access to your Accela data as if it were a local resource. With Accela's Enhanced Reporting Database (ERD), you can connect your raw Accela data directly to tools such as Azure Data Studio, SQL Server Management Studio, Visual Studio, Microsoft Report Builder, Power BI, Tableau, Cognos, ESRI, and many more. ERD access also empowers you to merge your Accela data with other departmental or organization -wide data such as a data warehouse. This optional service replicates the Accela transaction database while offering near real-time syncing and direct access for agencies through an ODBC connector, database authentication, and a whitelisted IP address. �,.._.._T Customer Environment AL [—*—D.t. Warehouse Direct IP Accela Civic Applications DD13C J Reap Only SQL ERD Exhibit: Agencies can leverage ERD to build Power BI reports and bring those reports back into the Accela solution Agencies that already have an existing Power BI Premium license can leverage our Power BI Premium connector that is included with ERD. The Power BI connector allows you to render Power BI reports Page 48 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ -e inside the Accela solution to empower end-users with data visualizations at their fingertips or even deploy dashboards directly to citizens to enhance building trust and transparency between your data. End users can also use Accela permissions and the existing Report Manager framework to centralize the report experience. This capability allows agencies to combine external data with Accela such as financial or other departments that do not integrate with Accela. 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Remre cw1GI®m d ov.pency Exhibit: Examples of Reports deployed within a Record List, Permit Form and Permit Documents List To foster sharing of best practices across to all its customers, Accela also provides a site for sharing ideas, configurations, and suggestions for enhancements, reports, and much more in Accela's Success Page 49 Avocette's Response to City of Rosemead Avoce+ e RFP 2024-08— Permit and Land Use Management System Community. This site provides a benefit to our customers to share reports as a library of documents using best practices across the country. 1.2.9.1 Dashboards and Business Intelligence Reporting It's your data, why not make it work as hard for you as you do for it? The Accela solutions capture an incredible amount of information both out-of-the-box and through agency -defined configuration; including but not limited to Key Performance Indicator (KPIs) metrics like application time -in -possession, workflow, inspection and activity -based dates and time stamps, dollars and cents surrounding cost and revenue and so much more. We encourage agencies to use this information to empower decision makers, help identify opportunities for efficiency and visualize all the phenomenal work you do to best serve your communities. With over 1,400 web services, more than 350 documented APIs and SDKs for iOS, Android and Windows mobile platforms Accela has made a concerted effort to ensure that our customers and partners can integrate and extend the capabilities of our solutions to meet and exceed current and future requirements within their greater agency ecosystems. These tools as well as documentation, sample code, collaborative user community and much more have been made publicly accessible at httos://develooer.accela.com and we welcome members of your organization to dig into this content and compare it against those that are offered by the competition. The following are examples of other dashboards produced entirely within our solutions, Accela Ad Hoc Report Writer or through the readily available web services described previously. F77PAY 17 MAY 17 MY 8 NAY 7 MY 7 MAY 6 MAY 3 MAY 3 A%1 20 APB 19 AMM 14 ARM ll Page 50 Avocette's Response to City of Rosemead RFP 2024-08 – Permit and Land Use Management System Os :.- p Y M —0 �W 1.2.9.2 Enhanced Reporting Database Avoce+ e Accela has created the Enhanced Reporting Database (ERD) option for our cloud customers. This gives the Client direct, secure access to your raw Accela data within Microsoft Azure. The Enhanced Reporting Database is a full replication of the Accela cloud -based transaction database providing near real-time syncing (seconds, not minutes) between the transaction database and the read- only reporting database. Customers access the Enhanced Reporting Database directly through an ODBC connector. The system is designed for one-way copying of data — with no data synchronization or mirroring capabilities — to ensure high system performance is always maintained. This offering is SQL Server -based, and available in Accela's Azure cloud environment. Page 51 Avocette a Response to City of Rosemead Avoce+- e RFP 2024-08—Permit and Land Use Management System Exhibit: Accela's Azure Cloud Environment Leverage ERD to write live SQL queries against your Accela data, use it to back up your data locally, connect to a data warehouse or connect to a third -party reporting tool such as Power BI, Tableau, ArcGIS online, SSRS, Crystal, Cognos, and many more. ERD comes with a Power BI connector that provides an opportunity for agencies to leverage their Power BI enterprise license and deploy dashboards within Accela with third -party data leveraging our security framework and report manager interface. Benefits of Enhanced Reporting Database A key benefit of the Enhanced Reporting Database is it gives customers direct access to their data for data warehousing, data mining, or custom reporting requirements, without having to embark on a long and costly integration process and the rebuilding of all their reports in a new environment. For data warehousing, customers can set up a scheduled extraction process to regularly pull data from Accela into the warehouse The replicated, read-only reporting database also allows customers to run large or ad hoc analytical queries across their Accela data without affecting the performance of their systems for back- office functions, or transactions and communications with citizens. 1.2.9.3 Standard Reports Lists Accela provides a set of standard reports that can be used for clients as a starting point for reporting. Avocette will work with the City to review these reports and implement those that may provide the required access to information while reducing the effort for creating new reports. Page 52 Reporting System V Microsoft Azure System Access Direct IP C ODBC Accela Users Accela Civic Applications Read Only Transaction Replication - Database Database - - Exhibit: Accela's Azure Cloud Environment Leverage ERD to write live SQL queries against your Accela data, use it to back up your data locally, connect to a data warehouse or connect to a third -party reporting tool such as Power BI, Tableau, ArcGIS online, SSRS, Crystal, Cognos, and many more. ERD comes with a Power BI connector that provides an opportunity for agencies to leverage their Power BI enterprise license and deploy dashboards within Accela with third -party data leveraging our security framework and report manager interface. Benefits of Enhanced Reporting Database A key benefit of the Enhanced Reporting Database is it gives customers direct access to their data for data warehousing, data mining, or custom reporting requirements, without having to embark on a long and costly integration process and the rebuilding of all their reports in a new environment. For data warehousing, customers can set up a scheduled extraction process to regularly pull data from Accela into the warehouse The replicated, read-only reporting database also allows customers to run large or ad hoc analytical queries across their Accela data without affecting the performance of their systems for back- office functions, or transactions and communications with citizens. 1.2.9.3 Standard Reports Lists Accela provides a set of standard reports that can be used for clients as a starting point for reporting. Avocette will work with the City to review these reports and implement those that may provide the required access to information while reducing the effort for creating new reports. Page 52 Avocetle's Response to City of Rosemead RFP 2024-06 — Permit and Land Use Management System Planning Avoce+-'e Report Description Active Planning Applications Lists all planning and zoning applications that are being processed, Case Closed grouped by application type Address Activity Lists all planning/zoning authorization, permits and inspections Request Approved associated with an address or parcel number Days to Decision Notification Metrics report showing the number of days taken from application Option) received date to decision notification date Planning/Zoning Applications by Provides a monthly summary of all planning and zoning applications Month Notification - Description Additional Information Required Informs an applicant additional information is required for their application Case Closed Informs an applicant that their application has been closed Permit Issuance Informs an applicant a permit has been issued Permit Status Informs an applicant a status change on their permit Request Approved Informs an applicant the request has been approved Request Denied Informs an applicant the request has been denied Request Withdrawn Informs an applicant the request has been withdrawn Environmental Health Report/Notification Desc. . Activity Log by Facility Lists daily activity logs, with facility ID, employee ID, description, activity hours, travel hours and total hours. Consolidated Account Statement Eliminate multiple invoices for one account, by invoicing line items for - Multi -invoices on One one account in one report. Report can be printed with or without a Statement (with Bar Code return barcode. Option) Daily Transaction Register Lists invoice line items and displays discrepancies. Sorted Variously District Inventory Report Lists General Health Program records assigned to agency staff, with details. District Inventory Summary Lists General Health Program records assigned to agency staff, with Listing details. The total number of General Health Program records for each employee is shown. EnvisionConnect FDA/CFP Inspection Report Lists the violation categories, and corresponding compliance status for each violation. Can be used to satisfy FDA reporting requirements. Facility Information Displays current owner, facility, and accounts receivable information with details. Page 53 Avocette s Response to City of Rosemead RFP 202 - - ,iit and Land Use Management System Avoce++e Report/Notification Facility Inspection Deadline Dates Lists the General Health Program facilities due for an inspection, by by Employee and agency employee. Program/Element Permit showing details including job address, work description, parcel number, etc Facility Inventory by Employee Displays current owner, facility, and accounts receivable information Completed Inspection by agency employee, with details. General Health Program Mailing Prints mailing labels for General Health Programs in order of facility Labels name. Inspection Deadline Dates for Lists facilities, Program/Elements and their inspection deadlines with Monitored General Health custom date range. Programs Invoice -Prints Single Invoices for Lists individual invoices where amount due is greater than a minimum an Account amount specified, with details. Listing of General Health Lists all important information on actively monitored facilities, with Programs Sorted Variously details. Multi -permit Form for Facilities Creates a two-part form with displayable permit for facilities with the with One or More same inspection expiration date, and permit details. Program/Elements Payments Posted Groups account activity, with Transaction Date, Invoice Number, and more details. Receipt Reconciliation Report Lists payment receipts sorted by transaction ID, and more details. Service Requests Listing - Determine the cost and category of services with this report, showing Project Time Report submitted and completed dates, with details. Summation of Daily Time by Summarizes Daily Activity Logging records by Employee for user Employee specified Service Codes, Program/Elements, and Activity Dates, with details. Building Report• Construction Permits Lists all issued permits that are currently active Address Activity Lists records and inspections associated with an address or parcel number Building Permit Permit showing details including job address, work description, parcel number, etc Certificate of Occupancy Certificate of occupancy showing permit number, owner name and address, and property address Completed Inspection Count of inspections completed during a specified date range by inspector and inspection type Daily Inspection Workload Count of inspections for inspectors, including scheduled, cancelled and completed daily inspections Expired Permits Lists all expired permits with contact information Inspection Result List List of resulted inspections, including details Page 54 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management Sys. Avoce+r-e ReportDescription Active Result Ticket Inspection results an inspector provides to owner/contractor Inspector Workload Shows the workload of Inspectors, including scheduled, cancelled and completed inspections Monthly Records Summary Monthly summary of permit applications opened Permits Due to Expire Lists building permits about to expire Permits Days to Issuance Displays number of days from application submitted (Record opened) to permit issuance Scheduled Inspections List of scheduled inspections, including details Notification Name Description Additional Information Required Informs an applicant additional information is required for their application Application Denied Informs an applicant their application has been denied Application Withdrawn Informs an applicant the application has been withdrawn Building Permit Issuance Informs an applicant the building permit has been issued Inspection Resulted Informs an applicant the result of an inspection on their application Issuance of Certificate of Occupancy Informs an applicant the final certificate of occupancy has been issued Scheduled Inspection Informs an applicant an inspection has been scheduled for their application Public Works Report Name Description Active Public Works Permits Lists all public works penults currently active in order by issuance date Address Activity Lists all permits and inspections associated with an address or parcel number Public Works Permits About to Lists public works permits about to expire and includes information Expire such as issuance date, most recent inspection and more Public Works Permit Provides a monthly summary of all construction permit applications Applications by Month Days to Issuance Displays the number of days taken from application received date to permit issuance date Inspection Result Ticket Displays details of an inspection preformed on a permit including the inspection type, inspector information, inspection time and result and more Inspector Workload Displays the workload of inspectors including scheduled, canceled and completed inspections Page 55 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce++e Report Description Public Works Permit Form that displays permit details including applicant, job address, Application Denied issuance date and more Scheduled Public Works Lists all future public works inspections scheduled Inspections Informs the applicant the result of an inspection on their permit Notification Name Description Additional Information Required Informs the applicant additional information is required for their application Application Denied Informs the applicant their application has been denied Application Withdrawn Informs the applicant they have successfully withdrawn from the application approval process Inspection Resulted Informs the applicant the result of an inspection on their permit Inspection Scheduled Informs the applicant an inspection has been scheduled for their permit Permit Issued Informs the applicant their permit has been issued Request Approved Informs the applicant their request has been approved 1.2. 10 Public Application Submittal and Inquiry The software should allow unregistered, read-only queries of active and closed permits based on address, as well as general property information (assessor parcel information and other city - provided information). The City prefers a solution that also allows queries of a map to see active permits or code complaints. Software will have the capability to allow online submittal of permit applications and related plan submissions, and code enforcement complaints. Accela's citizen portal allows registered and unregistered users to access the portal and interact with the system. Registered users will have full access to submit applications for permits or plan reviews and schedule inspections etc. They will be able to see all records they have submitted over time and the status of those records. Certain information may be restricted for access if required. Unregistered users are typically restricted to submitting complaints and querying generally available information within the system. The portal can be configured to provide certain read only sets of information and for users to query the system. For example a user may want to see all permits in their neighborhood or any active projects. The City can define the types of data available to registered and unregistered users. See the security section above where the typical roles for portal users are defined. Page 56 Avocette s Response to City of Rosemead Avoce e RFP 2024-08 — Permit and Land Use Management System 1.2.11 Online Payment Processing Software must directly integrate with credit card processor and contain cash register functionality for processing of online payments. Payment processing must contain an audit mechanism to track payment overrides and nuanced user rights that limit users who can override payment structures. Accela provides a standard configurable interface for payment providers PayPal and Forte. Accela can be integrated through custom integrations to a broader set of payment providers. All payments are audited within the system. Accela can manage overrides and aspects of the payment processing. The solution provides the ability for applicants to pay online via Credit Card, Trust Account, or Bank Account. The solution will provide receipt for all payments made online regardless of online or paper submitted application. Accela provides the ability within the fee schedules to associate GL codes (Each Fee Item may be distributed to up to 32 different GL Debit and Credit account codes and be split based on fixed or percentage based distributions.). As payments are made the payment types are also tracked. These GL codes and payment types can then be used in reporting as needed. 1.2.11.1 Payment and Financial Integration Accela's solutions supports two methods of credit card processing, one being the "gateway" method and the other being the "redirect" method. Most payment processing providers offer both options, and each option has a direct effect on PCI -DSS compliance. In the gateway method, Accela supports the entry of required credit card information, which is then passed to the merchant account for processing. At no time does Accela store any credit card information as a part of the gateway method for credit card processing. By contrast, the redirect method redirects users to a third -party payment processing provider where all credit card information is collected and processed. This method pushes the PCI -DSS liability to the third - party payment processor and essentially makes Accela's solutions "out -of -scope" for PCI -DSS. Accela reduces their PCI liability by not storing any credit card numbers or expiration dates as a part of transactions managed through the solution. Additionally, no credit card or related data is ever passed in the clear. A tenet of PCI -DSS compliancy is that the system may not retain full magnetic stripe, card validation code or value (CAV2, CID, CVC2, CVV2), or personal identification number (PIN) block data. Accela limits financial transaction data stored to the last four digits of the credit card number and the authorization code. Accela's fees and cashiering functionality support all PCI -DSS requirements and all transactions are date and time stamped as well as indicating who handled the transaction. Additionally, cashier sessions relate a user with a cash drawer where possible, and track all transactions handled via the cash drawer during a specific cashier session. Page 57 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 1.2.12 Data Information Integration Avoce+-e ResponseRequirement Avocette's Software shall be able to transfer/integrate data from: i. HDL (Current system for Building and Avocette has planned the transfer/migration of all data Safety Division) from HDL to the new Accela system. ii. GoGOV and Data Ticket Inc. (Current Avocette has planned the transfer/migration of all data systems for the Public Safety from HDL to the new Accela system. Department). ill. Tyler Technologies (Current system for Accela can be configured to support the ability to financial management). export financial transactions to your financial ERP system (ex. Tyler Munis, Oracle Financials, etc.). Avocette will work with your team to define the required financial integrations and implement the required solution leveraging the Acela APIs or other integration strategies. Avocette may also be able to leverage custom interfaces developed for other customers where business and technical requirements match. iv. Ensure effective transfer of data from Avocette will work with the City to understand this Microsoft Excel spreadsheets to the new requirement. Where data from spreadsheets needs to system. be included in the transfer/migration Avocette will define and implement a migration process as required. V. Incorporation of data sets, from Microsoft Avocette will work with the City to understand this Excel to new system requirement. Where data from spreadsheets needs to be included in the transfer/migration Avocette will define and implement a migration process as required. vi. Ability to export information from Yes. Query results may be exported Excel directly software to Microsoft Excel. from the system's search results screen. Data conversion will be completed to migrate data from the identified data sources from the client. 1.2.12.1 Objectives 1. Migrate data from client source systems to the configured Accela implementation 1.2.12.2 Deliverables 2. Data Mapping Spreadsheets —Avocette will provide spreadsheets to track source to target data mappings 3. Data Migration executable — Avocette will follow our methodology and approach to how we deliver the executable data migration 4. Deployment to data conversion environment —Avocette will deploy the tools and will then migrate and test data to the data conversion environment assigned for the project Pace 58 Avocette s Response to City of Rosemead Permit and Land Use Management System 1.2.12.3 Workplan Avoce+,_e 5. Facilitate analysis sessions with the client to complete mapping 6. Capture mappings in spreadsheets 7. Setup source and target databases to support building the data conversion 8. Follow Avocette's methodology and approach to build out the data migration steps required to get the data to Accela 9. Create validation output including counts, spreadsheets etc. 10. Validate counts for each source entity to Accela entity 11. Spot check data from source data to Accela screens 12. Hand over to client for validation in the data conversion environments 1.2.13 Implementation Services ResponseRequirement Avocette's Implementation Services, include, but not limited to: i. Software installation and setup. Accela hosts and sets up all required environments for clients in their cloud. Accela provides a set of comprehensive configuration tools that can be used by trained users to configure and support your agency's implementation. Accela provides comprehensive training to enable users to use these configuration tools to support the implemented solution in Accela. ii. Template and application form development. Avocette's approach and methodology include design and configuration of all forms required to support the business processes. Avocette leverages Accela's Civic App templates as a starting point and then configures them to meet additional City requirements. iii. Testing, including acceptance testing. Avocette will complete unit and QA testing. Avocette will complete end to end business process testing. Avocette will work with and support the City for user/business acceptance testing iv. Support and training to assist staff from initial Avocette will provide training as per the section training, launch, and after implementation. below. Avocette will provide the required support for planning and implementation of the new system. Avocette also plans post implementation support for up to 1 month after implementation. Page 59 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce e 1.2.14 Training Avocette's training methodology includes the following: Accela base training modules —Accela provides online self paced training modules that all client users will be given access to. The expectation is that all users will complete this training prior to taking part in the analysis and design sessions and prior to go live in production. These training modules give uses the basic understanding of Accela, how to navigate and use the system and the concepts for how to use the system to support your business. Train the Trainer training —Avocette proposes that clients consider allowing us to train a small group of users in your organization. By leveraging your team to participate in providing training several things are accomplished o Your trainers will also have a strong understanding of your business processes and can align the training more effectively to the business workflows o Dependencies on Avocette or other vendors to provide training is eliminated or reduced o Ongoing training are eliminated or reduced End user training — can be provided by City trainers and/or Avocette. This training will focus on how to use the system to support your business processes Administrative training — provides training on user management, fees and other key administrative functions Basic reporting training — provides basic training on using ad hoc tools for reporting Page 60 Avocette'sRequirement Response Avocette will support the transition to ongoing support during the post implementation support. v. Software maintenance and warranty services Accela's software maintenance and warranty are outlined in their licensing agreement. vi. The Scope of Work must also include a See Avocette's high level project plan. schedule of deliverables and milestones associated with each of the above modules Avocette will provide a detailed schedule of phases. ct solution that will providehigh deliverables for the project in the Statement of le level of functionality with ease of use iss Work and during the Project Initiation phase. desired. Consideration will be given to a well- designed and proven software system that has excellent vendor support, rich capability, and robust ad hoc reporting tools. vii. Data Migration to incorporate historical data See Avocette's approach and methodology for and historical parcel and property information data conversion in the section below. Avocette typically plans to migrate all required data from the legacy data sources to the new Accela system to enable the City to effectively reference the required sets of historic data. 1.2.14 Training Avocette's training methodology includes the following: Accela base training modules —Accela provides online self paced training modules that all client users will be given access to. The expectation is that all users will complete this training prior to taking part in the analysis and design sessions and prior to go live in production. These training modules give uses the basic understanding of Accela, how to navigate and use the system and the concepts for how to use the system to support your business. Train the Trainer training —Avocette proposes that clients consider allowing us to train a small group of users in your organization. By leveraging your team to participate in providing training several things are accomplished o Your trainers will also have a strong understanding of your business processes and can align the training more effectively to the business workflows o Dependencies on Avocette or other vendors to provide training is eliminated or reduced o Ongoing training are eliminated or reduced End user training — can be provided by City trainers and/or Avocette. This training will focus on how to use the system to support your business processes Administrative training — provides training on user management, fees and other key administrative functions Basic reporting training — provides basic training on using ad hoc tools for reporting Page 60 Avocette s Response to City of Rosemead RFP 2024-08—Permit and Land Use Management System Avoce+__ e s Accela University — is a series of online modules that Accela makes available. University modules include the base end user training (above) along with courses on how to administer the system and configuration. Avocette will provide the requested Onsite training for 15 to 20 City staff. Avocette would also like to discuss the option for train the trainer. User documentation is available online, directly from an icon within the application, detailing the functionality of each application, provided in narrative form, and is understandable to non-technical users. Users can export any of the help files to Microsoft Word and then modify those documents for internal purposes. Keyword search and index functionality is also available. 1.3 Approach and Methodology Avocette's methodology for Accela implementations focuses on the following objectives: ■ Show the system early and often e Use record templates to guide designs and reviews Y Complete a record within 1 to 2 days (design and configuration) Avocette's approach for implementing Accela is to leverage Accela's Civic App templates as a starting point for all records. Accela's templates are based on their experience over the last 40 years in working with cities and counties throughout North America. These templates provide a fully configured record based on "best practices". The methodology that Avocette leverages for clients with Accela is as follows: ■ Implement Accela's Civic App templates a Review the templates with clients and identify gaps and areas for enhancements to meet client needs ■ Implement initial customizations to support client related configurations and deliver a solution as soon as possible ® Complete required integrations and data conversions e Complete acceptance testing and implement the "minimum viable solution" in production R Plan a subsequent phase with additional enhancements and automations to continue advancing the implementation to provide a next level of automations to meet business needs Page 61 Avocette's Response to City of Rosemead RFP 2024 ' i t and Land Use Management System Accela Project Activities Avoce e •Support •Production The advantages to leveraging the Accela templates include: ■ Industry proven templates for standard record types for Planning, Building, Licensing etc. ■ A large catalogue of templates to choose from for each business area (100s of record templates) ■ Faster initial implementations ■ The ability to show full records on day 1 to users 9 The ability to enhance the template configurations to meet client specific needs In Avocette's experience since 2011 implementing local gov't permitting, planning, licensing solutions for clients, the largest amount of effort is the time required to design and implement records from scratch. Leveraging preconfigured template records, that are based on best practices, clients can realize significant benefits: Clients immediately see a proven complete record used by other clients More focused discussions based on best practices s Changes to templates are driven by what the client can see and make more informed decisions on where changes might be needed Reduced effort and cost to implement each record 1� Faster time to delivery Once the templates are installed in the Client's Accela environment, Avocette will begin the Agile process of configuring records. The process outlined in the following diagram represents the steps for each record. Page 62 • Final UAT .Programs • Training • Planning Oemplates • Building • Licensing Setup • service Requests • Match to Client - Licensing Records Project • Enable/Disable Initiation The advantages to leveraging the Accela templates include: ■ Industry proven templates for standard record types for Planning, Building, Licensing etc. ■ A large catalogue of templates to choose from for each business area (100s of record templates) ■ Faster initial implementations ■ The ability to show full records on day 1 to users 9 The ability to enhance the template configurations to meet client specific needs In Avocette's experience since 2011 implementing local gov't permitting, planning, licensing solutions for clients, the largest amount of effort is the time required to design and implement records from scratch. Leveraging preconfigured template records, that are based on best practices, clients can realize significant benefits: Clients immediately see a proven complete record used by other clients More focused discussions based on best practices s Changes to templates are driven by what the client can see and make more informed decisions on where changes might be needed Reduced effort and cost to implement each record 1� Faster time to delivery Once the templates are installed in the Client's Accela environment, Avocette will begin the Agile process of configuring records. The process outlined in the following diagram represents the steps for each record. Page 62 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System One Complete Record every 1 to 2 days Install Accela 8* Template t Deploy X Record Walkthrough Configure ® Rec040 ord CA and UAT Record Walkthrough 1.3.1 Accela Civic App Templates Explained Avoce e Accela ➢ p i es the Starting Templates ➢ Low -Code -No -Code Env. Avocette ➢ Walks through Templates ➢ Adjusts Design ➢ Configures Immediately ➢ Reviews with City Accela has an industry leading solution and has been providing services to cities and counties for over 40 years. One of the biggest value -adds Accela brings along with their solution is their preconfigured templates. Unlike other platform solutions on the market, this ability to implement hundreds (100s) of record templates across modules provides customers with a working solution from the start of the project. Customers can then work with Avocette to add additional configurations and automations to support their business processes. Accela's templates provide a full configuration for records across the Accela modules. Page 63 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System PUBLIC ACCESS STAFF PORTAL MOBILE ACCESS Avoce e EMPOWERING CONNECTED GOVERNMENT ACCELA CIVIC APPLICATIONS ,I,IIIpNG [OM1i r: xl,%i (1fIS,M1 IDEbMRD 9JEVIIONS V •Ymnulwomavc aa.nCMem . Y CIVIC&PepoRing •ACanefibu[batc—�maMnar nSseErvemicyn•(EgSRmImA,rtunGv15 SYIAROflM AmMl. ERV£S Cm MenyemPM Each pre -configured record template includes the following: EI Record definition ■ A Public portal application ■ Custom data fields specific to the record s Record Workflow s Applicant Notifications (email etc.) — submitted, approved, additional info required, etc. • Tasks, task management and task routing ■ Inspections and checklists (where required) In Reviews ■ Fees c Basic automations ■ Permit template ■ Mobile app for inspections and field services The following is a summary of the modules and pre -configured template records available from Accela: * Building Communities o Planning module 47 records o Building 111 records o Service Requests/Work Orders 22 records s Growing Businesses Page 64 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System o Business Licensing o Occupational Licensing o Alcohol and Beverage Control o Cannabis Regulation o Short Term Rentals R Public Safety o Environmental Health o Fire Prevention a Code Enforcement c 21 record templates Avoce+.e 102 applications and renewals 33 license types 83 records 94 functions and processes 10+ applications and renewals 36 functions and processes 11 records Enforcement and complaint templates are included with each of the above sets of templates. For example, the enforcement and complaints templates for Building or Planning are included within the overall template configuration for that module. 1.3.2 Project Activities The following sections outline each of the project activities and provide a list of objectives and deliverables. 1.3.2.1 Project Initiation Project Initiation sets the tone for the entire implementation. All project expectations and guidelines are defined in this stage. The statement of work is finalized, and the contract is completed and executed. A thorough review of the project scope is performed, and all Objectives, Activities and Deliverables are defined. The Client and Avocette representatives will be identified as project team members who will develop project plans, project milestones, and communications plans. 1.3.2.1.1 Objectives W Establish a detailed project approach that will meet Client -specific business needs. A project team is developed, and each member's role and responsibility are clearly defined. This team will develop the detailed project plan, resource/task assignment list, and project timeline. Develop a strong communication plan that includes status meetings, progress tracking and reporting mechanisms, issue/risk management plans, budget management, and resource management plans. Review and approve all project deliverables. W, Identify of all project milestones, including include approval and sign -off requirements. 1.3.2.1.2 Deliverables ■ Statement of Work — The scoping document that defines all consulting/professional services work and deliverables to be provided by Avocette. Project Charter— A comprehensive deliverable that defines how the project will be managed and executed for each stage of the implementation. This document details all functional areas of the Page 65 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ . e project and includes the project approach, project organization and roles/responsibilities matrix, project plan, communication plan, and the issue/risk management plan. The charter outlines how deliverables, milestones, and change control procedures are addressed. ■ Baseline Project Plan — A project timeline that details the dates and durations of all implementation activities, including status meetings and executive committee meetings. This plan serves as the main calendar to track all events related to this project. ■ Project Status Report Template — The template from which all project status reports are created. 9 Risk/Issues/Decisions Log — tracking spreadsheet n Deliverables Tracking Spreadsheet n Project Teams or SharePoint Site — pre -loaded with baseline documentation. ■ Project Initiation Meeting (Kickoff) — During the project kick-off meeting, the project charter and schedule of status meetings and deliverables will be reviewed with all participating departments and the executive committee overseeing this project. ■ Environments provisioning r Environments preparation and setup 1.3.2.1.3 Workplan ■ Schedule and conduct initial meeting/call with the Client project leadership (typically Sponsor, Jurisdiction PM, Avocette Project Director, and Avocette PM) to review objectives, scope, and timeline for the project. ■ Work with the Client PM to develop Project Charter using Avocette's Project Charter template. a Review and gain approval on Project Charter. a Work with the Client PM to develop Integrated Project Plan. • Review and gain approval on Project Plan from the Sponsor. u Agree on Project Status Report Template. m Setup project SharePoint Site and upload pertinent documentation (Manuals, Contract, templates, etc.). • Agree on Issues and Risk Management Log (SharePoint). • Organize and conduct Project Kickoff Meeting with jurisdiction. 1.3.2.2 Accela Record Templates Setup Accela Record Templates Setup will implement the Accela templates in the Client's development environment in preparation for the next project activities. Avocette will download the templates for each business area in scope for the project and will complete the implementation instructions for each set of templates. Avocette will also perform smoke tests on a subset of records to ensure the implementation process was completed as expected. Page 66 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 1.3.2.2.1 Objectives Avoce+4-e ■ Implement the latest set of Accela templates into the Client development environment ■ Review and map the templates to the records lists from the client for the project 1.3.2.2.2 Deliverables Implemented Templates — for each program area (planning, building, licensing etc.) in scope for the project Avocette will complete the install of the Accela templates. These implemented templates will be reviewed during the walkthroughs with the client in the following activities. • Implemented Sample reports —implement the sample set of reports from Accela and Avocette for evaluation/use in the project 1.3.2.2.3 Workplan ■ Confirm access to client environments ■ Download the latest set of Accela templates from the Accela support site • Complete the implementation instructions for each set of templates (planning, building, etc) ■ Review and map templates to the client's list of in scope records for the project ■ Disable template records that will not be in scope for the project ■ Review and smoke test a sample of templates ■ Download the latest set of Accela sample reports ■ Complete the migration of Accela sample reports ■ Complete the migration of Avocette sample reports 1.3.2.3 Records Design, Config & Test Records design, contig and test will focus on delivering the sets of records for each business area that is in scope for the project. Each business area, planning, building, licensing, etc, will be completed in their own project phase. The project phase will complete the implementation of all records for that business area before moving on to the next business area. The diagram below represents the activities that will be completed for each individual record required by the business area. After all templates are loaded into the Client development environment Avocette will walk the Client through the records using the records to help guide the design process. During the walkthrough Avocette will review the data fields, workflow process and other aspects of the template and will document the changes required to meet business needs. Immediately after the review Avocette will complete the required changes in preparation for another walkthrough and testing and then deployment. Page 67 Avocette's Response to City of Rosemead Avoce e RFP 2024-08 — Permit and Land Use Management System Install Accela Template Deploy x + Record Walkthrough x Configure Record I QA and UAT Record Walkthrough 1.3.2.3.1 Objectives ■ Implement the complete set of records in scope for each business area ■ Implement 1 record every 1 to 2 business days s Review the record template and identify changes required to meet the business needs ■ Configure the changes and review the record ■ Configure fees, submissions, ■ Complete quality assurance testing on each record 1.3.2.3.2 Deliverables ■ List of Client Records — a list of client records will be maintained and used to track progress through this phase List of Changes for a Record — as each record is reviewed in walkthroughs Avocette will document the changes identified for configuration r Configured Records — based on the 'list of changes for a record" Avocette will complete the changes in Accela X Records Configuration Report— once all configuration is completed for a business area, Avocette will produce our Records Configuration Report which produces a report of the configuration for each record. 1.3.2.3.3 Workplan ■ Walkthrough each record with the Client ■ Document changes required to meet business needs e Complete the configuration for the list of changes identified a Complete basic unit and CA testing Walkthrough the configured record with the Client to confirm the documented list is complete Produce the Records Configuration Report and provide to the client for review and signoff Page 68 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e 1.3.2.3.4 Scope of Changes Planned Avocette has planned up to 160 hours of effort for additional configurations to the Accela Civic App templates. The following are typically the types of changes anticipated for further configurations to the Accela record templates: • Client specific custom data fields a Additional records based on templates or cloned client configured records • Revisions to base correspondence templates for emails, permits or letters ■ Workflow task, status changes • Additional reviews, submissions ■ Customer notifications and automations (ex. application received, payments due, status updates, submission requirements, missing information) ■ Configurable script automations ■ Inspection related automations (ex. Failed or re -inspection fees, notifications) • Fees configuration and automation ■ Ad hoc reports • Updates to records based on customer activities (ex. Fee payment, document uploads, etc.) Note: certain changes identified in the analysis maybe more complex than Avocette typically completes within the scope of the project. These types of changes will be documented and put into a project "parking lot". As the project progresses Avocette will work with the City to prioritize these types of changes and where possible incorporate into the project scope. For those that require additional effort, Avocette will provide a change order. 1.3.2.4 Integrations Integrations will be broken into 2 separate set of activities, but in this section the overall phase will be represented together. The Avocette team will perform analysis/design and then configuration/build of the interfaces. 1.3.2.4.1 Objectives ■ Design and build interfaces with external systems 1.3.2.4.2 Deliverables • Interface Designs —each interface will have a separate design document that will be reviewed and approved Configured/Built Interface —will configure or build each interface as designed and deliver to the testing environments • Deployment to environments —each interface will be deployed to the QA and UAT environments for testing 1.3.2.4.3 Workplan • Facilitate analysis sessions for each interface Page 69 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+ e • Document designs for the configuration/build of each interface ■ Configure/build each interface ■ Perform initial limited testing before handover for QA/UAT Migration QA environment Present completed configuration/build activities to client for review and approval 1.3.2.5 Data Conversion Data conversion will be completed to migrate data from the identified data sources from the client. 1.3.2.5.1 Objectives ■ Migrate data from client source systems to the configured Accela implementation 1.3.2.5.2 Deliverables Data Mapping Spreadsheets —Avocette will provide spreadsheets to track source to target data mappings • Data Migration executable — Avocette will follow our methodology and approach to how we deliver the executable data migration ■ Deployment to data conversion environment —Avocette will deploy the tools and will then migrate and test data to the data conversion environment assigned for the project 1.3.2.5.3 Workplan • Facilitate analysis sessions with the client to complete mapping ■ Capture mappings in spreadsheets • Setup source and target databases to support building the data conversion ■ Follow Avocette's methodology and approach to build out the data migration steps required to get the data to Accela • Create validation output including counts, spreadsheets etc. • Validate counts for each source entity to Accela entity 11 Spot check data from source data to Accela screens Hand over to client for validation in the data conversion environments 1.3.2.6 Acceptance Avocette breaks up Acceptance into several different sets of activities. Some of the key acceptance activities in the project are broken up into the following two areas of Quality Assurance Testing and Acceptance and User Acceptance and a final End to End Testing and Acceptance. 1.3.2.6.1 Quality Assurance Testing and Acceptance Quality assurance testing and acceptance is Avocette's set of testing and acceptance prior to hand over to the client for testing. 1.3.2.6.1.1 Objectives Validate that the configured system is delivering the documented design Page 70 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System ■ Complete functional and business process testing of the configured system 1.3.2.6.1.2 Deliverables Avoce+ e Completed testing results —Avocette will provide a summary of testing completed Defects and enhancements log — Avocette will track all defects or enhancements identified during testing with statuses of all items including resolved or deferred items 1.3.2.6.1.3 Workplan • Complete a set of testing activities based on the approved designs • Execute testing in the QA testing environment • Resolve defects and retest • Present completed testing activities to client for review and approval 1.3.2.6.2 U se r Acce pta n ce User Acceptance is planned for client business areas to complete their testing of the system. Avocette will provide support to clients in preparation for and during execution of UAT, but all testing is the responsibility of the client. 1.3.2.6.2.1 Objectives ■ Test the system to make sure it supports the business needs as designed ■ (Client) Complete all User Acceptance Test activities; prior to Training and Deployment. ■ (Avocette) support the client to enable them to complete a successful set of testing 1.3.2.6.2.2 Deliverables User Acceptance Testing — A documented set of activities completed for user acceptance testing based on the records and designs and business processes ■ Defects and enhancements log —the client will track all defects or enhancements identified during testing with statuses of all items including resolved or deferred items ■ Deployment to production and training environments— upon successful completion of testing Avocette will deploy the tested solution to the production environment and to training environments for training 1.3.2.6.2.3 Workplan ■ (Avocette) Setup access to Accela self paced training • (Client) Complete self paced training ■ (Avocette) Complete walkthroughs and training and hand over to client for testing • (Client) Develop a set of testing activities based on the designs • (Client) Track all testing activities and their status • (Client) Execute testing in the testing environment • (Avocette) Triage and resolve defects and retest • (Avocette) Implementation of resolved defects Paae 71 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce e ■ (Client) Present completed testing activities to client for review and approval Schedule an executive session to review the successful completion of the User Acceptance Test Plan for approval and sign -off. ■ Gain approval to execute the Deployment Plan. 1.3.2.6.3 Full End to End Testing and Acceptance Full end to End testing and Acceptance is planned for Avocette and client business areas to complete testing of full end to end business scenarios. This testing will validate all components including Accela configuration, integrations and converted data will work to support the business at go live. 1.3.2.6.3.1 Objectives e Test the system to make sure it supports the end to end business scenarios ■ Test integrations with the configured system and external systems e Final test of converted data in use for business scenarios ■ Gain approval1confirmation that the terms and conditions of the system have been met. ■ Complete all end to end business scenarios ■ Support the client to enable them to complete a successful set of testing 1.3.2.6.3.2 Deliverables ■ End to End Testing — the client and Avocette will develop sets of end to end testing scenarios based on the following criteria: o Business use case scenarios that simulate a full business process o Completion of activities that trigger integrations with external system o Completion of activities in external systems that send data through integrations o Testing of scenarios using converted data, especially focused on records that are part way through a set of phases or business process ■ Defects and enhancements log —the client will track all defects or enhancements identified during testing with statuses of all items including resolved or deferred items • Deployment to production and training environments — upon successful completion of testing Avocette will deploy the tested solution to the production environment and to training environments for training 1.3.2.6.3.3 Workplan ■ (Avocette) setup access to learning platform for self paced training & (Client) complete self paced training 9 (Avocette) complete walkthroughs and training and hand over to client for testing a (Client/Avocette) Develop a set of business scenario testing activities based on the approved designs (Test Plan) (Client/Avocette) Develop a set of testing scenarios that test the integrations Page 72 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e III (Client/Avocette) Develop a set of testing scenarios that test with converted data a (Client) Track all testing activities and their status ■ (Client) Execute testing in the UAT testing environment n (Avocette) Triage and resolve defects and retest (Avocette) Migration of resolved defects to UAT environment (Client) Present completed testing activities to client for review and approval Schedule an executive session to review the successful completion of the User Acceptance Test Plan for approval and sign -off. Gain approval to execute the Deployment Plan. 1.3.2.7 Training The purpose of this phase is to ensure that the users and system administrators are ready to use and manage the system. 1.3.2.7.1 Objectives ■ Completion of all training on the use and maintenance of the system. 1.3.2.7.2 Deliverables ■ Train the Trainer Training (Avocette)- key Client staff will be identified as trainers and Avocette will train these user how to train the business users 0 End User Training (Client)- User groups are trained in the use of the system. This training includes how their daily responsibilities and workflows are enhanced by the system (business operations training). a Administrative and Technical Training (Avocette) -Training for Client staff that focuses on the administration, maintenance, and augmentation of the system. n Accela Self Paced Training (Client)-Avocette will coordinate access to Accela's learning platform for client self paced training 1.3.2.7.3 Workplan s (Client) complete self paced training (Avocette) delivers train the trainer training s (Avocette) delivers administrator training (Avocette) delivers reporting training k (Client) Schedules end user training sessions. 1.3.2.8 Deployment The final phase of the project is marked by the transition of system to the production environment. All necessary go -live activities are identified, executed, documented and reviewed. A review of the Statement of Work ensures that all system requirements have been met. Once deployed, the Client may begin to use the system in their day -today activities. Page 73 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 1.3.2.8.1 Objectives r Successful deployment of system into the production environment. Avoce+�e a Conduct conformance test to ensure all parts of the system are ready for go -live. ■ The Client begins to use the system to support their daily activities. 1.3.2.8.2 Deliverables ■ Pre -Production Checklist Development, Tracking and Execution —A document detailing all go -live required activities, timelines, and execution. in Move to Production — System is fully transitioned to the production environment and ready for daily use. ■ Final data migration — third and final data conversion is executed. ■ Conformance test results — System is tested to ensure it is ready for go -live 1.3.2.8.3 Workplan ■ Execute the Deployment Plan, whereby the system is installed and live in a production environment. ■ Perform final data conversion. ■ Conduct conformance test (smoke test) to ensure all parts of the system are ready for go -live. ■ Conduct go / no-go meeting to confirm production go -live. 1.3.2.9 Post Implementation and Support The purpose of this phase is to transition the support from the project team to the ServicePlus support team. 1.3.2.9.1 Objectives ■ Provide the required support to clients after go live to ensure successful launch ■ Ensure system is supported ■ Ensure knowledge transfer to ServicePlus support team. 1.3.2.9.2 Deliverables N Regular check in calls — Avocette will schedule daily, or bi-weekly calls with the client during the first several months to stay on top of issues that arise and need to be addressed a Resolve high priority issues—Avocette will resolve any defects or high priority enhancements a Additional Training —will be provided based on needs for training to help the go live activities N Formal Transition to the ServicePlus team for Ongoing Support —The process whereby the Client's project is transitioned to ServicePlus for ongoing support. This includes training Client staff on the many ways to contact and interact with the ServicePlus team, as well as the transition of all documented issues and requests from the implementation team to ServicePlus staff. 1.3.2.9.3 Workplan v Schedule check in calls ■ Log defects and enhancements Page 74 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System x Resolve defects or issues based on priorities e Deliver any additional training as identified in the check in calls Avoce e Conduct transition to ServicePlus team including staff training on use of support tools and familiarization with the ServicePlus Service Level Agreement. 1.3.2.10 Client Resource Requirements The following is Avocette's estimates on the required effort for City staff in different roles. Antici ated Hour b Project Role Page 75 Anticipated •urs; ,by ProjectRole City Project Role Estimated Estimated (e.g. Project Sponsor, hours per number of Additional Vendor Comments Project Manager, month (ranges individuals Conversion Lead) are acceptable) required for role Project Sponsor 2 1 Project Manager 30 to 80 1 Assumption based on bi-weekly status meetings and coordination of key activities on the client side of the project Permitting, 20-40 1-2 3 hours per record during analysis, Planning design and config phase SMEs 1 to 4 hours per record for UAT Inspections SME 10-20 1-2 3 hours per record during analysis, design and contig phase 1 to 4 hours per record for UAT Finance SME 5-8 1 3 hours per record during analysis, design and config phase 1 to 4 hours per record for UAT Technical SME 5-20 1+ 3 hours per record during analysis, design and contig phase 1 to 4 hours per record for UAT GIS SME 3-10 1-2 If required Database Administrator Up to 40 1+ Number of DB Admins is dependent on the expertise of the admin on each of the databases requiring conversion These resources will be required to help support data conversion mappings etc. Training Trainers 1 per business 3 hours self paced training area preferred 2 days train the trainer training Up to 8 hours Staff 3 hours self paced training Page 75 Avocette's Response to City of Rosemead Avoce e RFP 2024-08 — Permit and Land Use Management System Anticipated Hours by Project Role City Project Role Estimated Estimated (e.g. Project Sponsor, hours per number of Additional Vendor Comments Project Manager, month (ranges individuals Conversion Lead) are acceptable) required for role Up to 8 hours Admin 2+ Up to 4 hours admin training Reports 2+ Up to 8 hours Technically inclined individuals 1.3.2.11 Support and Maintenance 1.3.2.11.1 Avocette's ServicePlus Ongoing Support (Optional) Avocette's ServicePlus provides our customers with extended Accela Support and Professional Services after implementation of your Accela solution. ServicePlus is a monthly subscription -based model with an allotted number of hours/services bundled to provide a comprehensive program to bridge the knowledge/technology gaps to improve operational/financial efficiencies and citizen engagement. ServicePlus provides clients with the following set of services: * Incident and Request Management Support for major and minor upgrades. ■ Resources to continuously improve clients Accela implementation. ■ Expert level knowledge of Accela to provide support and maintenance services. ■ A service desk for a single point of contact. ® Comprehensive reporting and metrics where necessary. Staff augmentation. a Access to the wider Avocette team should it be required. Avocette ServicePlus Service Desk hours: 9:00 am — 5:00 pm PST Monday to Friday exclusive of Statutory Holidays. After-hours support can be arranged at a negotiated rate. Avocette ServicePlus enables the City to initiate incidents or service requests by means of Email, Telephone and Web Based ticket submission. See section "10 ServicePlus Agreement" for a sample of our ServicePlus agreement for additional details. 1.3.2.11.2 Accela Product Support As per Accela's standard agreement, Accela's yearly subscription comprises the following services: Telephone Support— Accela's Customer Support Department, a live technical support facility, is available in English to identified Authorized Customer Contacts from 4 a.m. until 6 p.m. Pacific Standard Time Monday through Friday, excluding Accela's observed holidays. Online Support—Accela provides a 24x7 online support portal. To submit cases, login to httos://success.accela.com, navigate to "Submit a case," and click "Submit." Page 76 AV r z s Res , -:2 4FF 2024 M P e ;]'.t .i'd Avoce-- e Email Support — Accela provides one or more email addresses to which a customer may submit routine or non-critical support requests 24 hours a day, which Accela will address during our regular business hours. Community Support—Accela's online, searchable knowledge base is available 247 and provides information on our supported products and solutions. We likewise host a robust online community that is supported by our customers, partners, and Accela personnel. Remote Support — Accela provides remote assistance via a mutually acceptable remote communication method when required to resolve a maintenance request properly. Accela Chatbot — Get the answers you need 24x7 from Accela Knowledge resources using Al technology. On -Site Support — On-site assistance can be requested at Accela's current time and materials rates. Additional charges for airfare, lodging, transportation, meals, and incidental expenses will be billed as accrued. Software Updates — Accela provides revisions of and enhancements to software products as such updates are generally released. 1.3.2.11.3 Accela Product Maintenance and Releases For Accela's Cloud/SaaS offering, major releases are scheduled twice a year, Spring and Fall. Service packs for supported versions are scheduled monthly. Hotfixes are deployed as needed. Major releases are scheduled twice a year, Spring and Fall. Service packs for supported versions are scheduled monthly. Hotfixes are deployed as needed. All releases are communicated through the Client portal. Clients can subscribe to notifications from the portal for product releases and other information. 1.4 Proposed Project Schedule Avocette has planned the project to include the following: Project Start July 2024 (or date as agreed to with the City) 1 month of project initiation activities 9 months for project activities (initiation and post implementation support are not included) 1 months of post implementation support (up to 80 hours of support) Page 77 Q Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e 2.0 PROJECT TEAM, KEY PERSONNEL AND RESUMES Avocette has a team of experienced professionals who have worked with many cities and counties over the years. This team have successfully helped implement Accela's Civic App platform and helped clients to achieve their business goals and objectives. Avocette will not be using subcontractors and this is not a joint venture. Avocette is a partner with Accela. Avocette is proposing Accela's software solution. Licensing of the Accela software will be direct with Accela. Avocette will be solely responsible for all work completed for this project. 2.1 Project Team Structure Extended Shown Chan Bisman KaurTom Gaegorczyk Alan spars Team Business Analyst Service Delivery Automationsand Data Conversion Analyst Integrations Specialist The Project Manager has overall responsibility and authority for the delivery of the project. This includes the allocation and assignment of resources who are detailed in the org chart. Should there be a need to add additional resources to the project, the PM will work directly with her manager (VP of Public Sector Unit) who is also our Project Executive for this project, to ensure these resource requirements are met under the terms of the contract. Avocette's experience also extends to our team and their experience in supporting clients and their projects. The following shows the number of years and projects working with Accela. Cynthia Tomey— Project Manager (Service Delivery Lead) 8 years, over 40 clients/projects Teresa Cameron — Lead Business Analyst 6 years, over 20 projects Andy Cervanez — Configuration Specialist 3 years,7 projects Nic Bunting —Automation Analyst 9 years, 23 projects Page 79 Avoce- e Roman Catimbang — Quality Assurance Lead 2 years, 8 projects Annette Hartnoll — Custom Reports 6 years, 16 projects Sheryll Tabamo — BA, Reporting Analyst 6 years, 12 projects Eric Yu— Custom Reports Developer 10 years of customer reporting Shawn Chen — Business Analyst 6 years, 15 projects Bisman Kaur — Service Delivery Analyst 5 years, 15 projects Tom Grcegorczyk —Automations and Integrations 6 years, 20 projects Alan Spare — Data Conversion Specialist Over 15 years Project Team The core team will comprise of: Iain Cavanagh — Project Executive Cynthia Tomey — Project Manager Teresa Cameron — Lead Business Analyst Sheryll Tabamo — Reporting Analyst Andy Cervanez — Configuration Specialist Nic Bunting —Automation Analyst Romen Catimbang — Quality Assurance Lead Annette Hartnoll — Data Conversion Lead Eric Yu— Custom Reports Developer The extended team will comprise of: Shawn Chen — Business Analyst Bisman Kaur — Service Delivery Analyst Tom Grzegorczyk —Automations and Integrations Alan Spara — Data Conversion Specialist 2.2 Avocette Team Avocette has provided the following sections which outline the experience for each of the resources we are proposing for the project. Full resumes of our Project Manager, Lead Business Analyst and Business/Reporting Analyst can be found in Appendix A. Page K Avocette s Response to City of Rosemead Avo c e e RFP 2024-08— Permit and Land Use Management System 2.2.1 Project Manager, Cynthia Tomey Avocette s Response to City of Rosemead Avo c e e RFP 2024-08— Permit and Land Use Management System 2.2.2 Lead Business Analyst, Teresa Cameron Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e in City of Seattle TRIP R1, R2 (Business Analyst/Configuration Specialist, QA) ■ City of Cupertino (Business AnalysUConfiguration Specialist, Training) in City of Las Cruces (Business Analyst/Configuration Specialist) ■ City of Brampton (Business Analyst/Configuration Specialist, Training) ■ City of Newmarket (Business Analyst/Configuration Specialist, Training) ■ Insurance Council of British Columbia (Business Analyst/ Configuration Specialist, Solution Lead) ■ College of Massage Therapists of British Columbia (Business Analyst/Configuration Specialist, Solution Lead) ■ San Mateo County (Business Analyst/Configuration Specialist, Solution Lead) ■ Regional Municipality of Wood Buffalo AB (Configuration Specialist) ■ City of Commerce CA (Configuration Specialist) ■ St. Pete Beach, FL (Configuration Specialist, Training) ■ San Benito County, CA (Configuration Specialist, Training) ■ B. Sc. Majoring in Environmental Chemistry (1999) Okanagan University College — Kelowna, BC ■ B. Tech. Environmental Engineering (2008) British Columbia Institute of Technology in Accela Implementation Professional — Bronze Certification (2019) 2.2.3 Configuration Analyst—Andy Cervanez Configuration Analyst ■ Solutions Analysis ■ Requirement gathering and documentation ■ Participate in configuration analysis ■ Develop report specifications ■ Develop business automation/validation specifications ■ Configuration of the Accela System in User Acceptance Issue Resolution ■ Report Specifications ■ Go -Live Support/implementation ■ Training and Training Support Avocetfe's Response to City of Rosemead Avo c e e RFP 2024-08 - Permit and Land Use Management System Vancouver, BC ■ Avocette Technologies Inc., Service Delivery Analyst o Hamilton County, OH o Brenham, TX o Thurston County ■ Chevron Holdings Inc. o Software Engineer (.NET & RPA) o SAP Technical Coordinator o UC4 Analyst (Project Manager) ■ Hewlett Packard AP (Hong Kong) Ltd. o ASIA Regional Technology Consultant— SAP Capacity & Performance Management o EMEA Regional Technology Consultant —SAP FI Accounts Payable and Affiliate Accounting ■ Bachelor of Science in Computer Science (December 2006) AMA Computer College Sta., Mesa, Manila ■ ITIL Foundations Certification v2 (Candidate #EXIN034134) (July 2008) ■ ITIL Foundations Certification v3 (Candidate #EXIN2119598) (July 2008) 2.2.4 Automation Analyst— Nic Bunting Page 84 - . of Rosemead Management System Avoce e ■ City of Commerce, CA ■ City of Cupertino, CA ■ Hamilton County (Cincinnati, OH) ■ City of Inglewood, CA ■ Insurance Council of British Columbia (BC) ■ City of Kingston, ON ■ Lake County (Lakeview OR) ■ City of Lake Forest Park, WA ■ City of Las Cruces, NM ■ Linn County (Albany OR) ■ Town of Newmarket, ON ■ Oakland County (Pontiac MI) ■ Osceola County (Kissimmee FL) ■ Regional Municipality of Wood Buffalo (For McMurray AB) ■ Resort Municipality of Whistler (BC) ■ City of San Bernardino, CA ■ San Benito County (Hollister CA) ■ San Mateo County (Redwood City CA) ■ City of Scottsdale, AZ ■ TRIP, STIR, and SDCI, City of Seattle WA ■ City of St. Pete Beach, FL ■ City of Sudbury, ON Developer for the following projects ■ Socoloco eCommerce Systems ■ Alberta Newsprint ■ Purilock Security Solutions ■ Camosun College, Victoria, BC Computer Systems Technology Diploma 2.2.5 Quality Assurance — Romen Catimbang Quality Assurance Lead ■ Review functional and design specifications to ensure full understanding of individual deliverables. ■ Creation of test plan and test cases, setup requirements traceability matrix. ■ Execute and evaluate manual and automated test cases and reported test results. ■ Ensure that validated deliverables meet functional and desion specifications and requirements. Pepe 3 Avocette s Response to City of Rosemead Avo c e e RFP 2024-08 - Permit and Land Use Management System 2.2.6 Data Conversion, Annette Hartnoll Avocette s Response to City of Rosemead -- - - - se Management System Avoce e ■ ISO Integrated (March 2021) ■ Diploma Computer Programming in C++ ■ Certified Management Accountant — 151 year ■ ITIL Foundations V3 (November 2010) ■ ITIL Service Catalog Certification (February 2009) 2.2.7 Business / Reporting Analyst, Sheryll Tabamo 2.2.8 Custom Reports Developer, Eric Yu Avocette's Response to City of Rosemead Avo c e e RFP 2024-08 - Permit and Land Use Management System ?vocette s Resporse to City cf Rosemead voce- e RFP 2024-08— Pe,nut and Land Use Maragement rs:em 3.0 COMPANY QUALIFICATIONS The following sections provide a background on Avocette and Accela We have also provided a summary of Avocette's experience working with local governments and implementing Accela. 3.1 Avocette Company Background Avocette Technologies Inc. (Avocette), a privately held business founded in 1977 has been delivering high-value IT solutions in Canada and the United States for over 46 years. Known for our commitment to customer success and satisfaction, we establish long term strategic relationships with our clients. We specialize in software implementations and designing creative and cost-effective IT solutions for our clients that meet their business goals on time and on budget. We have significant experience in Software Implementation, Systems Integration, Data Conversion, Application Managed Services, Consulting, and Professional Services. Our Strategic Vision is: "Supporting clients with technology solutions that create a foundation for business success." Our 105 staff (75 employees and 30 sub -contractors) are based out of offices in Victoria and Vancouver, British Columbia. Avocette's 45 Product Integration employees (responsible for installation and maintenance of Local Government Solutions) have an average of six Local Government implementations per consultant. In addition, Avocette has a stable of Project Managers, Business Analysts and Technical Analysts and Developers to assist with projects if required. We believe in providing our clients with the best solutions for their needs and supporting these solutions through their lifecycle. We meet our commitments by developing strong partnerships with leading technology organizations and by providing long term support. Our staff have a deep understanding of our clients' business as well as deep knowledge of the technology required to power it. Our clients have rewarded Avocette's performance and commitment with repeat engagements and contract renewals. Several organizations have been clients for more than twenty years. Avocette works collaboratively with our clients in long-term partnerships, by providing tailored solutions, best -of -breed software, and responsive services. We deliver reliable on-going support and expertise, creating opportunity, stability, and mutual success. F=oe 89 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 3.2 Avocette Local Government Expertise Loral Government History Avocette leverage the r product imp'.e7entat77.on 2011 expertise to expand ti-eir services Irto Local Government 2020 Avocette passes over 40' no'e,m�entatiocs in North Ame-:ca 2022 Accela Top Partner Avocette maintains a portfolio of more than 45 clients in the municipal sector, and we take pride in our 7 Clariti implemertatbr, projects. As we move forward with our product partner Avocette Today has developed our own exclusive tools and Innovative processes that ensure eff,cert imp'.ementat'ons. North America Regional Municipality of Wood Buffalo, AB City of Mesa, AZ City of Peoria, AZ City of Scottsdale, AZ Insurance Council of British Columbia, BC Regional District of Okanagan-Similkameen, BC Resort Municipality of Whistler, BC Nanaimo, BC City of Inglewood, CA City of Commerce, CA City of Cupertino, CA County of San Benito, CA Thurston County, WA City of Rancho Cordova CA City of Newport Beach, CA Contra Costa County, CA County of San Mateo, CA Menlo Park Fire District, CA Easy Bay Regional Park District, CA Avoce+- e Avocette's Local Government Product Unit provides clients with advanced product -based solutions to their business needs. Our integration specialty teams include Project Managers and Senior Business and Technical consultants who have extensive experience in delivering solutions for cities and counties. Avocette has successfully executed over 50 projects for local governments in various cities and counties across the United States and Canada. Serving as a Gold -certified implementation partner with Accela. Avocette has been implementing Accela solutions for municipalities across North America since 2011 this partnership has been successful as partnering experience solution delivery with a premier application in facilitating the operational needs of local government businesses. The following is a list of some of Avocette's customers since 2011. Aspen, CO City of Denver, CO Athens -Clarke County, GA State of Georgia, GA City of Atlanta, GA City of Covington, KY Barnstable County, MA Oakland County, MI City of Las Cruces, NM Taos County, NM Dona Ana, NM Clark County (Las Vegas), NV City of Watertown, NY New York City, NY New York State, Albany, NY Hamilton County, OH City of Kingston, ON City of Barrie, ON Town of Newmarket, ON City of Brampton, ON Page 90 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Lake County, CA City of Seattle, WA San Bernardino County, CA Sonoma County, CA Town of Yountville, CA Irvine, CA City of Brenham, TX Osceola County, FL Avoce e Deschutes County, OR City of Albany, OR City of Redmond, OR Linn County, OR City of Hillsboro, OR City of EI Paso, TX City of Fort Worth, TX City of Lake Forest Park, WA The following is a further list of current Accela California customers provided by Accela. s Whittier, ■ Rancho Cucamonga, and ■ Inglewood Contacts from these neighbouring Accela customers can be provided upon request. Avocette Values 3.2.1.1 Solution and Technology Partnerships Avocette's solution and technology partnerships enable us to provide high quality solutions for our customers. The following are some of our key partners. Page 91 Achievement History Avocette is driven by a mission to provide technology that enriches the lives of individuals, embodying core principles that steer our organization and shape our company culture. This commitment is reflected in our integration of environmental sustainability practices into both our daily lives 2006 Achieved Microsoft Gold Partner and work processes. We place a strong emphasis on diversity and inclusion in our recruitment practices, also providing comprehensive training on Diversity and Inclusion for our team. Additionally, we uphold a Receive MSP Verify Certification for culture of accountability and adhere to industry best practices by 2019 Cloud and Managed Services with maintaining certifications of the highest standard. The support for these Soc 2 Type 1 initiatives is grounded in the belief that even small steps can collectively Avocette achieve ISO 20000-1 for lead to significant strides. IT Service Management and ISO 2021 3.2.1 Partnerships, Certifications and Awards 9001 for Quality Management systems Avocette takes pride in our achievement of partnerships, certifications and awards. We are pleased to service more than 100 active clients with IT services Today Our partnerships and the individual certifications that go with achieving and solutions built on the industry these partner certifications reflect our commitment to the technology and recognized best practices the solutions our technical partners enable us to provide to our customers. 3.2.1.1 Solution and Technology Partnerships Avocette's solution and technology partnerships enable us to provide high quality solutions for our customers. The following are some of our key partners. Page 91 Avocettes Response to City of Rosemead RFFManagement System Microsoft a Accela Gold Application Development Integral on GOI Partner DevOPldffi!m Gold Data Support for clients. Avocette has achieved this recognized standard for our ServicePlus An Gold Data Analytics Gold Application Development — a, Microsoft Gold Data Platform 3.2.1.2 Certifications Avoce e salesforce Services is the key to Avocette's relationships with our clients. Avocette strives to continually improve our services and the processes we use to provide those services. To support our goals and objectives of providing high quality services Avocette looks to achieve certifications that reflect our service excellence. These 3ftl party certifications include meeting specific standards and having those processes and the standard continually assessed and audited by an external 3rd party to provide feedback into our .continuous improvement" cycles. The following are key industry standard certifications Avocette has achieved. These certifications include: ISO 9001 — is the internationally recognized Quality Management System (QMS) 3Os standard for delivery of service to clients. It illustrates Avocette's commitment to the maO quality -of -service delivery. 3.3 Accela Company Background Accela provides a unified suite of cloud solutions trusted by governments around the globe to accelerate their digital transformation, deliver vital services, and build stronger communities. Page 92 ISO 20001 — is the internationally recognized Service Management System (SMS) standard to provide Managed IT Services such as Infrastructure and Application Support for clients. Avocette has achieved this recognized standard for our ServicePlus managed application support offering. MSP Cloud Verify certification — is a recognized certification for Cloud Service mspiliyk.riff providers. It is awarded to organizations who meet the requirements of 10 Control —•-- objectives of the Unified Standards for Cloud including Governance, Policies and Procedures, Confidentiality and Privacy, Change Management, Service Operations, Information Security, Data Management, Physical Security, Billing and Reporting and Corporate Health. SOC 2 certification —Avocette has achieved SOC 2 compliance in support of our ® application and infrastructure support activities. ITIL training and certification — our support teams all take part in ongoing ITIL training and certifications, with an additional focus on the processes such as Incident ® Management, Request Management, Change Management and Problem Management, which form our core service offerings and are the core of our ServicePlus managed application support offering. 3.3 Accela Company Background Accela provides a unified suite of cloud solutions trusted by governments around the globe to accelerate their digital transformation, deliver vital services, and build stronger communities. Page 92 Avocette's Response to City of Rosemead Avoce e RFP 2024-08 - Permit and Land Use Management System Accela has served state and local government for 40+ years, providing full service and support to their customers. Accela works hard to provide software that is easy to purchase, implement, and maintain. Accela can be your single source for modernizing all your government services. Please visit www.accela.com for more information. Accela at the Heart of City Operations BUILDING COMMUNITIES GROWING BUSINESSES PROTECTING CITIZENS IT, O AMcy Back Office Uaen © Rald euaawc Busiea PW 6 ♦__ �\ ress friers GOVERNMENT IS ALL WE DO • More than 20 years of innovation dedicated to state and local • Trusted guide in transforming service delivery • Responsive to dynamic environments and unique needs • Highest levels of security and compliance I -d Recognized for SaaS leadership by Microsoft, SaaS Mag, Inc, a Republic Serving 80% of top 100 U.S. cities Empowering over 275M residents and businesses worldwide Accela provides a market -leading platform of SaaS solutions that empower state and local governments to build thriving communities, attract and grow businesses, and deliver citizen services. From permitting, licensing, planning, and building, to service request management and more, Accela's SaaS solutions level the playing field for small and medium governments and enable larger government agencies the flexibility and agility of a robust SaaS platform and pre -built solution set. Our open and flexible technology helps agencies address specific needs today while ensuring they are well prepared for the emerging challenges of the future. Accela's Civic Applications provides the tools to support cities and counties. Access points for the Public, Staff and mobile enable all key constituents to interact as needed. The "Accela Civic Applications" provide the key pillars for: Page 93 Avocette's Response to City of Rosemead Avo c e e RFP 2024-08 - Permit and Land Use Management Systr in Building Communities ■ Growing Businesses ■ Protecting Citizens • And specialized solutions PUBLIC ACCESS STAFF PORTAL MOBILE ACCESS EMPOWERING CONNECTED GOVERNMENT CREW... / ®YYY. _ _ RUIIOING MUMm6 6MTM BtAiwms 1410 FI 4=ENS S n,iiIFOSOLL[IMtK wxxwc • Con igumban Management • ESRI NcGIS PUITFORM . M•lytiu &Reporting • accele Dxument Services • Communio6on Meregemem euNdxt R[YONH XLYIgNi nFlNFX .. n[n+`von smunwn MmI Em.1.1. Ut aI W[Si Mnx.1G[N[M WN BLY[M4[CON[ML • ncwrmsn nF4ix 0 • Process Mrtomation • Identity Management • Security CIVIC • BY m logic • Con igumban Management • ESRI NcGIS PUITFORM . M•lytiu &Reporting • accele Dxument Services • Communio6on Meregemem SERVICES Avocettes Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e Accela's 40+ years of experience also enable them to provide a set of built in best practices. Accela's Civic Application templates provide customers with hundreds of pre -built templates across your business to provide permits, licenses and applications as a starting point providing tools enabling a shorter time to value. CIVIC APPLICATIONS BUILT UPON DECADES OF EXPERIENCE... • Domain best practices built in • Shorter time -to -value (est. 30-50%) • Configurable for specific needs without code Ensures you always know the fi.nal.. (1.Q.Stlf ......n throughout the project • Includes domain -specific workflows, licenses, permits, complaints, violations, renewals, etc. • Pre -defined inspections and checklists • Fee generation and payment adapters • Reports and notification templates Accela's SaaS cloud provides solutions that are secure, compliant, extensible and provide the performance and reliability cities and counties require while Accela manages and maintains the infrastructure for you. CLOUD LEADERSHIP FOR ENTERPRISE -WIDE CONFIDENCE • Secure • SaaS First, Default Deny, Zero Trust Security - Carbon Black, Tenable, Rapid7, Cloudflare, and Azure Security Services • Compliant • SSAE18 SOC2 Type2, HIPAA HITECH, PCI -DSS SAQ-D Service Provider, CCPA - State RAMP Attestation Coming Soon • APIs and Integration - Public and Private RESTful APIs - SSO Service (AD, Okta, and custom) - Built -In and Custom Interfaces to enterprise and third -parties • High Performance - Infinite scalability and Real -User Monitoring (RUM) Express Route peering with all major providers • Reliable • Azure Availability Zones and DR replication across regions to ensure system integrity Further confirmation of Accela's success in supporting cities and counties is that their Civic Application platform is used by 80% of the top 100 US cities and counties in North America including some of the following. Page 95 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e 3.3.1 Accela in the Cloud (SaaS) CLOUD LEADERSHIP FOR ENTERPRISE -WIDE CONFIDENCE Secure o SaaS First, Default Deny, Zero Trust Security o Carbon Black, Tenable, Rapid7, Cloudflare, and Azure Security Services Compliant o SSAE18 SOC2 Type2, HIFAA H[TECH, PCI -DSS SAQ-D Service Provider, CCPA o StateRAMP Attestation Coming Soon APIs and Integration Page 96 > ncy Data Center S Accela Software -as -a -Service Microsoft Damm c ® Azure L¢pzy/yps &TwbKCNa la 4uele Xrela10W Data Nottsz Soluaml SdN Sol a6abc,aPa�tia8 —, l� To & iadt Tlvoffffice�:9�, oYr9 ... - MPamrr Construct APIs wMserva. - Mobile Apps Load Balamin& Disaster Recovery, Performance Monitoring 2 121 IPIR `Namr, Secuidy & Compliance away u:ea e,axassusas uram CLOUD LEADERSHIP FOR ENTERPRISE -WIDE CONFIDENCE Secure o SaaS First, Default Deny, Zero Trust Security o Carbon Black, Tenable, Rapid7, Cloudflare, and Azure Security Services Compliant o SSAE18 SOC2 Type2, HIFAA H[TECH, PCI -DSS SAQ-D Service Provider, CCPA o StateRAMP Attestation Coming Soon APIs and Integration Page 96 A vocefte s Respc nse to City of Re cn-_:, UP2024-18—r n¢aI'dLand _.- '.t1, gym. Public and Private RESTful APIs SSO Service (AD, Okta, and custom) Built -In and Custom Interfaces to enterprise and third -parties High Performance Reliable Infinite scalability and Real -User Monitoring (RUM) ExpressRoute peering with all major providers Avoce�- e o Azure Availability Zones and DR replication across regions to ensure system integrity Paae 97 Avocette's Response to City of Rosemead RFP 2024-08—Permit and Land Use Management System 4.0 REFERENCES Avocette presents the following references as requested in the RFP. Avoce e We have also provided a larger list of client projects we have completed since 2011. 4.1 Reference #1 — County of San Mateo, CA Name of Customer: County of San Mateo, Number of Users: 110 Named Users Contact Name, Title: Telephone #: Ellie Delman, Administrative Services Manager, Planning & Building Det (650) 382-4939 Functionality Installed: Avocette implemented Accela Civic Applications for the County to meet the needs of • Building • Planning • Public Works Departments • Inspections • Code Enforcement • Complaints • Electronic Plan reviews • Public Portal o Online applications o Online payments • Integration to external systems including: o GIS o Payment provider o BlueBeam electronic plan review o Green Halo — environmental protection o State licensing board — CSLB o Selectron IVR Go Live Date: July 2021 Other comments: As part of that project, Avocette provided a full set of project services including: • Analysis, design and configuration of permits, applications, etc • Implementation of Accela's public portal to support online applications, submission of document and online payments • Configuration of inspections and Accela's mobile app • Conversion of legacy data • Training • Deployment and post implementation support The Accela implementation project has helped San Mateo to achieve their goal of implementing a paperless set of business processes to support their building, planning and public works. They continue to streamline Page 98 Avocette's Response to City of Rosemead RFP 202408 — Permit and Land Use Management System Avoce e and improve business processes. The success of the project has led San Mateo to start planning to expand the use of Accela to other business areas and continue to enhance and improve their business processes. Following the implementation project, Avocette continues to provide our ServicePlus offering providing ongoing maintenance and support services for the City's use of the Accela Civic Platform. In addition to the ongoing support services being provided, Avocette has carried out additional small projects for the City. These projects expand the use of the system into additional business areas. The configuration ii Accela has also been enhanced to further streamline and improve the business processes supported through the Accela solution. 4.2 Reference #2 — Brenham, TX Name of Customer: Brenham. TX Number of Users: 15 Users Contact Name, Title: Telephone #: 979.337.7269 Stephanie Doland - Director of Development Services Functionality Installed: Avocette implemented Accela Civic Applications for the County to meet the needs of • Building, • Planning • Inspections • Code Enforcement • Complaints • Electronic Plan reviews • Public Portal o Online applications o Online payments • Integration to external systems including: o GIS o PayPal Payment provider o Laserfiche document management o DigEplan electronic plan review Go Live Date: July 21st, 2023 Other comments: Avocette followed our implementation methodology built around the Accela Civic App templates for Brenham. This approach enabled Avocette and Brenham to use existing best practice templates and to show results quickly. As part of that project, Avocette provided a full set of project services including: • Analysis, design and configuration of permits, applications, etc • Implementation of Accela's public portal to support online applications, submission of document and online payments Page 99 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System • Configuration of inspections and Accela's mobile app • Conversion of legacy data Avoce e • Training • Deployment and post implementation support The Accela implementation project has helped Brenham to achieve their digital transformation goals for their building and planning business areas. Following the implementation project, Avocette continues to provide our ServicePlus offering providing ongoing maintenance and support services for the City's use of the Accela Civic Platform. In addition to the ongoing support services being provided, Avocette has carried out additional small projects for the City. These projects expand the use of the system into additional business areas. The configuration in Accela has also been enhanced to further streamline and improve the business processes supported through the Accela solution. 4.3 Reference #3 — Cupertino, CA Number of Users 70 Users Contact Name, Title: Telephone #: Nidhi Mathur (408) 777-3377 IT Manaaer. Applications Innovation Technoloav Functionality Installed: Avocette implemented Accela Civic Applications for the City's to meet the needs of • Building, • Planning • Public Works Departments • Inspections • Code Enforcement • Complaints • Electronic Plan reviews • Public Portal o Online applications o Online payments • Integration to external systems including: o GIS o PayPal - Payment provider o Laserfiche document management o ProjectDox electronic plan review o BuildingEye o CSLB Page 100 Avocette's Response to City of Rosemead RFP 2024-08 — P: 't and Land Use Management System Go Live Date: 2018 Other comments: As part of that project, Avocette provided a full set of project services including: Avoce e • Analysis, design and configuration of permits, applications, etc • Implementation of Accela's public portal to support online applications, submission of document and online payments • Configuration of inspections and Accela's mobile app • Conversion of over 10 years of legacy data • Training • Deployment and post implementation support The Accela implementation project has helped Cupertino to streamline and improve business processes. The success of the project has led Cupertino to expand the use of Accela to other business areas and continue to enhance and improve their business processes. Following the implementation project, Avocette continues to provide our ServicePlus offering providing ongoing maintenance and support services for the City's use of the Accela Civic Platform. In addition to the ongoing support services being provided, Avocette has carried out additional small projects for the City. These projects expand the use of the system into additional business areas. The configuration in Accela has also been enhanced to further streamline and improve the business processes supported through the Accela solution. 4.4 Reference #4 — Thurston County, WA Avocette is in the process of completing an implementation of Accela for Thurston County. The project has progressed well and although the project is not completed, it may be possible to contact them to get updates from them on the project. Contact — Sherrie lig, IT Director, 360.786.5539, sherrie.ilci(a)co.thurston.wa.us 4.5 Accela Reference Clients Accela presents the following neighboring clients as consideration for references. If required, Accela can provide contacts for the City to call. u Whittier CA 5 Rancho Cucamonga CA, and • Inglewood CA Page 101 Avocette s Response 10 City e; Rose1n_ea RIP 2024 -GB— er it sne L ,i 0 Avoce+ e 5.0 STANDARD CITY CONTRACT AND INSURANCE REQUIREMENTS Avocette has reviewed the "Standard City Contract" and has no comments that we would like to make for the City's consideration. Avocette has also reviewed the "Insurance requirements" and are able to meet all of these requirements. Page 102 Avocede s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 6.0 ADDENDA ACKNOWLEDGEMENT Avoce e Avocette acknowledges receipt of Addendum 1, Questions and Answers, issued March 7, 2024. Page 103 Avocettes Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 7.0 COST PROPOSAL 7.1 Licensing and Subscription Costs 7.1.1 Accela Licensing/Subscriptions Avoce e *Constant deployment model will be used to provide regular updates and new features as part of the SaaS Agreement. Product support is included in the annual subscription. 7.1.2 DigEplan Licenses/Subscriptions 7.2 Onetime Project Implementation Costs The following costs will be incurred during Year 1 of the project for the implementation of the new Accela solution. Page 104 Cost $54,000.00 Services Project Management Project Initiation $14,400.00 Software Customizations/Configuration $131,760.00 Interfaces $65,280.00 DigEplan Configuration (Plan Reviews) $30,000.00 Data Conversion $73,920.00 Training $17,760.00 Implementation $14,400.00 Post Implementation Support $9,600.00 Server Hardware Costs $0.00 Software Upgrades $0.00 Expenses $0.00 ..l Services $411,12r r0 Page 104 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 7.3 Annual Maintenance Costs Avoce e Annual Maintenance would begin in Year 2 after the implementation. These services, as outlined in section "1.3.2.11 Support and Maintenance" and in section 10.0 ServicePlus Agreement". These services begin after the system is fully implemented, so no costs are incurred for Annual Maintenance in Year 1. Annual maintenance for Accela and DigEplan are included in their licensing/subscription fees. 7.4 Hourly Fee Rates Avocefte will provide all services at a blended rate of $125/hour for the project. Ongoing support costs will be provided at a blended rate of $125/hour for the first year of ongoing support. Subsequent years will be increased by 5%. Annually to cover inflation and cost of living increases. Page 105 Avooette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 8.0 ASSUMPTIONS 8.1 Project Assumptions Avoce+ e This section contains assumptions upon which Avocette has relied on in agreeing to perform the Services described in this response. If any of these prove to be incorrect, it may cause changes to the project's schedule, pricing, work product, level of effort required, or otherwise impact Avocette's performance of the Services described in this response. If this occurs, change requests may be required between the Client and Avocette. 8.1.1 Scope and Timeline a The Client and Avocette will review their responsibilities before work begins to help ensure that Services can be satisfactorily completed and in the appropriate timeframe. ■ Scope will be confirmed and finalized during the Project Initiation phase by the Project Charter. K Deliverables not specifically described in this response or the Statement of Work or the Project Charter are the responsibility of the Client. "Go live" (system is in production) timeline assumes timely completion of the Client deliverables (including finalization of requirements / use cases / product catalog), availability of key Client resources, and collaboration and availability of any third -party vendor resources. Late (per mutually agreed project plan) Client deliverables may adversely impact overall implementation timeline. V Overall project plan will be mutually agreed to by the Client and Avocette project managers during the Project Initiation phase w Avocette will provide the Client with Status Reports on a timeframe agreed to in the Project Charter that outlines the tasks completed during the prior week, the upcoming tasks that need to be completed for the upcoming weeks 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). a The project schedule is managed using Microsoft Project. Should any tasks slip behind schedule ten (10) business days, Avocette and the Client will escalate according to the Communication Plan in the Project Charter. k Where a Project Deliverable is comprised of a Document, it will be completed in a format agreed to by the Avocette and Client Project managers. Avocette and the Client will implement the feature set available in the current Production release of Accela at the time of contract signing. Moving to a new release and/or installing patch upgrades of Accela will be managed via the Change Management process. Leveraging new features released by Accela during the term of the contract may affect the scope and timeline for this project and are considered out of scope. Any Client required integration or regression testing of a new release of Accela is the responsibility of the Client and will be managed via the Change Management process. Page 106 Avocette s Response to City of Rosemead RFP 2024-08—Permit and Land Use Management System Avoce+' -e c The Client is responsible for the installation and maintenance of all non-Accela, third party products within their environments to support the project and required integrations (e.g. financial software, GIS, etc.). The Client will provide / purchase / acquire an online merchant account and all related hardware required by the merchant account provider for the handling of credit cards and / or checks for usage on Accela Community Portal. r The Client will provide Avocette resources access to a Development or Test version of the 3rd party system for interface development, to the extent that such versions of the 3rd party system might be available. In the absence of a Development or Test version, the Client and Avocette shall work together to provide guided access to available environments as required. m All interfaces will be developed against 1 (one) agreed-upon version of the 3rd party system. ■ In the event that local development of interfaces is required, the Client will provide a workstation with required IDs and software as required (e.g. Visual Studio). The Client shall be responsible for determining whether to use or refrain from using any recommendations made by Avocette. ■ Avocette has not included organizational change management in our services. Avocette will only provide input through our standard project activities. 8.1.2 Configuration and Implementation r Avocette has estimated the number of records based on previous information provided from the RFP, addendums and from information provided on the City's website which provides details on permits, reviews and other processes within the city. e Avocette has anticipated that all current records and their processes will need to be reviewed as part of the analysis and design phases in order to cover current and future Clients needs for records appropriately. ■ Avocette may provide intellectual property modules or code to the Client during the implementation of this project scope in order to successfully deliver the project. Avocette will provide these modules as per the contract or SOW and will maintain all ownership and rights to these modules or code. The Client is granted the right to use these modules within the current scope of the project and contract or SOW. Any other use requires written approval from Avocette. 8.1.3 Training • All training will be completed remotely unless otherwise agreed to by Avocette and the Client. a Remote training sessions will be conducted via Microsoft Teams or an agreed to online platform. • The Client project team will provide the necessary staff resources to complete training needs analysis and assist with training planning. a The Client is solely responsible for making designated trainees (trainers, agents, administrators) available for training per the project schedule. If any designated trainee is not available to participate in scheduled training, Avocette is not responsible for making alternative arrangements for missed training. Page 107 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e ■ Each agency and department will receive the same core instruction, customized to the division and role. The Client will be responsible for all end user training including training logistics, training scheduling, and the printing of training materials if required. N The Client users will have basic computer skills as a prerequisite for training. Avocette is not responsible for an individual's response to the training or their capacity to learn or be trained. Specific prerequisite skills include: ■ End users must be proficient in the Windows environment and browsers/Internet environment, as well as working knowledge of the Client business processes and functions. ■ The Client may request "make-up" or remedial training sessions for initial training provided during system deployment, via the Change Request process for estimated staff hours per session at the specified hourly rate for each training category. 8.1.4 Testing Avocette is responsible for testing the initial configuration of system (unit and quality assurance) and ensuring the system works as designed. The Client is responsible for writing User Acceptance Test Scripts. Avocette will provide templates and samples so that the Client does not have to start from scratch. The Client staff are responsible for User Acceptance Testing and System Integration (end to end) Testing. For new software releases from Accela, the Client is responsible for regression testing required. If Avocette is required to provide integration or regression testing for a new Accela software release during the project, the work will be managed through a Change Request process. 8.1.5 Go Live and Go Live Support „ "Go Live" definition is that all the Accela software is up and running in production. n Avocette resources will support the Client after "Go Live' for a period of up to 2 months and within the hours budgeted for post implementation support 8.1.6 Project Completion 9 The project is complete once the system is live in production and all project deliverables are completed including any go live and post go live support are completed. Transitions to support or ServicePlus will take place after Go Live and during any post Go Live support activities. 8.2 Project Resourcing Assumptions 8.2.1 Client Resourcing The Client will provide a dedicated Project Manager throughout the course of the implementation. The Client's Project Manager will maintain primary responsibility for the scheduling of the Client's employees and facilities in support of project activities. Page 108 Avocette§ Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e ■ The Client 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. ® The Client agrees, during the Initiation Phase of the project, to assign a single designated approver for each major project deliverable. The designated approver will be responsible for overseeing and/or directly contributing to deliverables, as well as the approval, of the deliverables. a The Client may make permanent changes to designated approvers with written notification to Avocette a minimum of two weeks before a deliverable is due, or in certain circumstances with lesser advance notice. ■ The Client will provide access to subject matter experts and decision makers in a timely fashion. s The Client will reasonably commit project sponsors and all necessary stakeholders and SMEs during the project kickoff. ■ The Client will reasonably commit all necessary SMEs and IT personnel during the requirements and design phase for the appropriate sessions as outlined by the Avocette Project Manager during Kick -Off preparation. 8.2.2 Avocette Resourcing ■ Avocette assumes that all project activities will take place remotely unless agreed to between Avocette and the Client. Any on site visits will require agreement from the Client to cover all applicable and approved travel expenses and travel time. a Avocette Project Director will attend the Client executive steering committee meeting virtually. ■ Avocette shall have the necessary project and executive management support to support the project, and to fulfill Avocette's obligations and make timely decisions ■ Avocette shall have the necessary resources available in each stage of the project, according to how they are identified in the staffing and project plans. If resource and/or priority conflicts occur, they will be discussed and resolved with the project Steering Committee. a Avocette shall participate in an active, timely, and responsive manner with any of the Client's third -party vendors required to complete the Services. a Avocette shall work as reasonably necessary with Accela and with 3rtl party product vendors (ex. ProjectDox, ePlanSoft, DocuSign etc.) to troubleshoot issues or configuration decisions, and present options jointly to the Client. a Avocette resources shall be available to work during normal business hours for Avocette, 8 am to 5 pm Pacific time, Monday through Friday, with the exception of recognized holidays. 8.2.3 Third Party Resourcing ■ Avocette is not responsible for impacts to project timeline created by dependency on any of the Client's third -party consultants or vendors. Timeline changes will result in a change request for extension of Avocette project resources caused by the Client's third -party consultant actions (including availability) resulting in additional time or scope. Page 109 Rc« Avoce e RFP 2024 C8- - .-_.� 8.3 Solution Assumptions The Client is responsible for proper site preparation, hardware, software, and network configuration in accordance with Accela specifications. Page 110 ' voc t:e S Ra iw rsr''its' of " cis ell icdd =.F 24 0' tl ji d Le li 1 Usc nag Mcs±em 9.0 ACCELA SOFTWARE AGREEMENT Avoce -- e Avoce e O Accela ACCELA SOFTWARE LICENSE AGREEMENT This Accela Software License Agreement (the "Agreement') is entered into as of the date of the applicable Order, as defined below, that incorporates these terms (the "Effective Date") by and between Accela, Inc. and the entity identified in such Order ("Customer"). 1. DEFINITIONS. 1.1 "Authorized User' means one named employee (identified by a unique email address), contractor or agent of Customer for whom Customer has purchased a license to the Software and who is authorized by Customer to access and use the Software under the rights granted to Customer pursuant to this Agreement. 1.2 "Consulting Services" means packaged or time and materials consulting, review, training or other services (but excluding Software and Support Services) delivered by Accela to Customer pursuant an Order. The current description of the Consulting Services Policy is available at www.accela.com/terms/- 1.3 "Customer Data' means the content, materials, and data that Customer, Authorized Users, and External Users enter in conjunction of their use of the Software. Customer Data does not include any component of the Software or material provided by or on behalf of Accela. 1.4 "Documentation" means the then -current technical and functional user documentation in any form made generally available by Accela for Software. 1.5 "External Users" means third party users of the Software that access the public -facing interfaces of the Software to submit queries and requests to facilitate communications between such third party and Customer. 1.6 "Intellectual Property Rights" means any patent rights (including, without limitation, patent applications and disclosures), copyrights, trade secrets, know-how, and any other intellectual property rights, in all cases whether or not registered or registrable and recognized in any country or jurisdiction in the world. 1.7 "License Period" means the duration of Customer's authorized use of the Software as designated in the Order, unless terminated earlier as set forth in this Agreement. 1.8 "Order means an Accela order form or other mutually acceptable document fully executed between Customer and Accela that incorporates this Agreement. 1.9 "Software" means any licensed software and Documentation that Accela uses or makes available as pursuant to an Order. 1.10 "Support Services" means those technical and help services provided by Accela in accordance with the respective Software Support Services Polity (Cm -Prem) located at www.accela.com/terms/. 1.11 "Support Period' means the period for which Customer has purchased Support Services, asset forth in the applicable Order Form. 20203023 Avoce `- e RFP :.,24 118 - P I -,it .N _ - t byS'E[T1 E Acce la 1.12 "Third Party Software" means any software supplied to Accela by any party other than Accela included in the Software and may be available without charge for use, modification or distribution. 2. SOFTWARE LICENSE AND PROPRIETARY RIGHTS. 2.1 License Grant. Subject to Customers compliance with the terms and conditions of this Agreement, Accela grants to Customer a limited, nonexclusive, nontransferable, non-sublicensable, revocable right and license to use the Software for internal business purposes only during the License Period and for the quantity of units as designated in the Order to permit: (i) Authorized Users to access and use the internal and administrative interfaces of the Software in accordance with the Documentation to support Customer's internal business purposes and (ii) its External Users the ability to access and use the publicly available interfaces to submit requests and information to Customer. 2.2 Support Services. During the Support Period, Accela shall provide to Customer the Support Services specified in the Order and shall make all commercially reasonable efforts to attain the service levels as specified in the Support Services. Customer grants Accela a royalty -free, worldwide, transferable, sub - licensable, irrevocable, perpetual license to use or incorporate into its software or services any suggestions or other feedback provided by Customer or Authorized Users. 2.3 Purchasing Consulting Services. Customer may purchase Consulting Services from Accela by executing an Order for such services. All prices are exclusive of travel and expenses, which will be invoiced at actual cost, without markup, and will comply with the Consulting Services Policy or as otherwise agreed in the applicable Order. if applicable, one Consulting Services day shall be equal to eight (8) hours. 2.4 Restrictions on Use. Except as otherwise expressly provided in this Agreement, Customer shall not and shall not permit others to: (i) use or access the Software in any manner except as expressly permitted by the Agreement, including but not limited to, in a manner that circumvents contractual usage restrictions set forth in this Agreement; (ii) license, sub -license, sell resell, rem, lease, transfer, distribute or time share or otherwise make arty portion of the Software available for access by third parties except as otherwise expressly provided herein; (iii) use the Software in a way that; (a) violates or infringes upon the rights of a third party; or (b) store or transmit of libelous, tortious, or otherwise unlawful material or malicious code or viruses; (iv) create derivative works, reverse engineer, decompile, disassemble, copy, or otherwise attempt to derive source code or other trade secrets from or about any of the Software (except to and only to the extent such rights are proscribed by law); (v) interfere with or disrupt the security, integrity, operation, or performance of the Software; (vi) access, use or provide access or use to the Software for the purposes of competitive analysis, the development, provision, or use of a competing software, Sai or product or any other purpose that is to Accela's detriment or commercial disadvantage, (vii) provide access to the Software to competitors of Accela, (viii) access or use components of the Software not licensed by Customer; (ix) use or allow the use of, the Software by anyone located in, under the control of, or that is a national or resident of a U.S. embargoed country or territory or by a prohibited end user under Export Control Laws (as defined in Section 12.3, Compliance with Laws); (x) remove, delete, after, or obscure any trademarks, Documentation ,warranties, or disclaimers, or any copyright, trademark, patent, or other intellectual property or proprietary rights notices from any Software; or (xi) access or use the Software in, or in association with, the design, construction, maintenance, or operation of any hazardous environments, systems, or applications, any 2112011323 Page 113 Avocette's Response to City of Rosemead RFP 2024-08 - Permit and Land Use Management System Avoce e E Accela safety response systems or other safety -critical applications, or any other use or application in which the use or failure of the Software could lead to personal injury or severe physical or property damage. 2.5 Ownership and Proprietary Rights. Accela retains all Intellectual Property Rights, including all rights, title and license to the Software, Support Services, and Consulting Services, any related work product of the foregoing and all derivative works thereof by whomever produced. Except for the limited rights and licenses expressly granted under this Agreement, nothing in this Agreement grants, by implication, waiver, estoppel, or otherwise, to Customer or any third party any intellectual property rights or other right, title, or interest in or to the Software, Support Services or Consulting Services. 2.6 Customer's Responsibilities. Customer will be solely responsible for: (i) minimum systems requirements as set forth in the Documentation; (ii) for meeting, at a minimum, all industry standard and legal security requirements to prevent unauthorized access to the Software and Customer Data; (iii) Authorized Users' compliance with this Agreement and for any other activity (whether or not authorized by Customer); (iv) the accuracy, quality, integrity and legality of Customer Data and External Users use of the Software interface; and (v) use of the Software, Support Services and Consulting Services only in accordance with the applicable Documentation, laws and government regulations. 3. PAYMENTTERMS. 3.1 Purchases Directly from Accela. Customer will be invoiced for those amounts and at prices set forth in an Order (an "Invoice"). All invoices are due and payable net thirty (30) days from the date of the applicable invoice. All amounts payable to Accela under this Agreement shall be paid by Customer in full, without any setoff, deduction, debit, or withholding for any reason. Arty late payments shall be subject to an additional charge of the lesser of 1.5% per month or the maximum permitted by law. All fees are exclusive of any taxes, levies, duties, withholding or similar governmental assessments of any nature (collectively, 'Taxes"). If any such Taxes are owed or payable for such transactions, they shall be paid separately by Customer without set-off to the fees due Accela. 3.2 Purchases from Authorized Resellers. Where Customer has purchased any products or services through a reseller, subject to these terms, any separate payment arrangements and terms shall be exclusively through such reseller and Accela is not a party to such transactions. Accela's sole obligations are set forth herein and Customer acknowledges that its rights hereunder may be terminated for non- payment to such third party. 4. CONFIDENTWUTY. As used herein, "Confidential Information' means all confidential information disclosed by a one party to this Agreement to the other parry of this Agreement whether orally or in writing, that is designated as confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure. However, Confidential Information will not include any information that (i) is or becomes generally known to the public without breach of any obligation owed to the disclosing party; (ii) was known to the receiving party prior to its disclosure without breach of any obligation owed to the disclosing party; (iii) is received without restriction from a third party without breach of any obligation owed to the disclosing party; or (iv) was independently developed by the receiving party. Each party will use the same degree of care that it uses to protect the confidentiality of its own confidential information of like kind (but in no event less than reasonable care) not to disclose or use any Confidential Information except as permitted herein and will limit access to Confidential Information to those of its employees, contractors and agents who need 20201023 Page 114 Avoce+ e RFI zona -08- , x End i J - Lfsie_ E Accela such access for purposes consistent with this Agreement and who are bound to protect such Confidential Information consistent with this Agreement. The receiving parry may disclose Confidential Information if it is compelled by law to do so, provided the receiving party gives the disclosing party prior notice of such compelled disclosure (to the extent legally permitted) and reasonable assistance, at the disclosing party's request and cost, to contest, limit, or protect the disclosure. S. WARRANTIES AND DISCLAIMERS. 5.1 Software Warranty. Accela warrants that during the first ninety (90) days following the delivery of the Software, the Software shall materially perform in accordance with the applicable Documentation. Customer's sole and exclusive remedy and Accela's entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to: (a) repair the Software in question; (b) replace the Software in question with that of substantially similar functionality; or, after making all commercially reasonable attempts to do the foregoing (c) terminate the applicable Software license and refund the fees paid for such Software subject to Customer's ceasing all use of and, if requested by Accela, returning to Accela all copies of the Software. If Accela repairs or replaces the Software, the warranty will continue to run from the original delivery date and not from Customer's receipt of the repair or replacement. The remedies set forth in this Section 5.1 are Customer's sole remedies and Accela's sole liability under the limited warranty set forth in this Section S. The foregoing does not apply and becomes null and void if Customer breaches any material provision of this Agreement, or if Customer, any Authorized User, or any other person provided access to the Software by Customer or any Authorized User, whether or not in violation of this Agreement: (i) installs or uses the Software on or in connection with any hardware or software not specified in the Documentation; (ii) modifies or damages the Software; or (iii) misuses the Software, including any use of the Software other than as specified in the Documentation or expressly authorized by Accela in writing. 5.2 Consulting Services Warranty. For ninety (90) days from the applicable delivery, Accela warrants that Consulting Services shall be performed in a professional and workmanlike manner. As Customer's sole and exclusive remedy and Accela's entire liability for any breach of the foregoing warranty, Accela will use commercially reasonable efforts to (a) re -perform the Consulting Services in a compliant manner; or, after making all commercially reasonable attempts to do the foregoing (b) refund the fees paid for the nontompiiant Consulting Services. 5.3 Disclaimers. EXCEPT AS EXPRESSLY PROVIDED HEREIN, ACCELA MAKES NO WARRANTY OF ANY KIND, WHETHER EXPRESS, IMPLIED, STATUTORY OR OTHERWISE, AND SPECIFICALLY DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, SECURITY, FITNESS FOR A PARTICULAR PURPOSE OR NOW INFRINGEMENT, TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW. 5.4 Cannabis -Related Activities. If Customer purchases arry Software for use with any cannabis related activities, the following additional disclaimers shall apply: Accela is considered a software service provider to its customers and not a cannabis -related business or agent thereof. In addition to the foregoing, Accela only retains Software fees of this Agreement from its Customer for general software services, a state or local government agency, and does not retain these fees from any type of External Users. It is the sole responsibility of the Customer to offer state law compliant services, which may be coordinated and facilitated through the use of the Software. Accela makes no representations, promises, or warranties with respect to the legality, suitability, or otherwise regarding any third party zwomzs Page 115 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e E Accela provider, including partners, and have no responsibility or liability with respect to services provided to Customer by such third parties. 6. INDEMNIFICATION. Accela will defend (or at Accela's option, settle) any third party claim, suit or action brought against Customer to the extent that it is based upon a claim that the Software, as furnished by Accela hereunder, infringes or misappropriates the Intellectual Property Rights of any third party, and will pay any costs, damages and reasonable attorneys' fees attributable to such claim that are finally awarded against Customer, provided that Customer provides (a) Accela notice of such claim as soon practical and in no event later than would reasonably permit Accela to respond to such claim, (b) reasonable cooperation to Customer, at Accela's expense, in the defense and/or settlement of such claim and (c) the sole and exclusive control of the defense, litigation and settlement of such claim. In the event that Accela reasonably believes, in its sole discretion, that such claim may prevail or that the usage of the Accela Software and Services may be joined, Accela may seek to (a) modify the Accela Software and Services such that it will be non -infringing (provided such modification does not materially reduce the functionality or performance of Customer's installed instance), (b) replace the applicable Software and Support Services so that it is non -fringing that Provides substantially similar functionality and performance, or, if the first two options are not commercially practicable, (c) terminate the remainder of the License Period for the Software, and refund any pre -paid, unused fees. Accela will have no liability under this Section 6 to the extent for any claims arising from: (i) any combination of the Accela Software and Services with products, services, methods of a third party; (ii) a modification of the Accela Software and Services that were either implemented by anyone other than Accela or implemented by Accela in accordance with Customer specifications (iii) any use of the Accela Software and Services in a manner that violates this Agreement or the instructions given to Customer by Accela; (iv) a version of the Accela Software and Services other than the current, fully patched version, provided such updated version would have avoided the infringement; or (v) Customers breach of this Agreement. THIS SECTION 6 STATES THE ENTIRE OBLIGATION OF ACCELA AND ITS LICENSORS WITH RESPECT TO ANY ALLEGED OR ACTUAL INFRINGEMENT OR MISAPPROPRIATION OF INTELLECTUAL PROPERTY RIGHTS RELATED TO THIS AGREEMENT. 7. LIMITATION OF LIABILITY. EXCEPT AS PROHIBITED BYLAW, ANY LIABILITY ARISING OUT OF EITHER PARTY'S LIABILITY FOR DEATH OR PERSONAL INJURY OR CUSTOMER'S BREACH OF SECTION 2, NEITHER PARTY'S AGGREGATE LIABILITY FOR DAMAGES ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF OR INABILITY TO USE THE SERVICE, WHETHER IN CONTRACT, TORT OR UNDER ANY OTHER THEORY OF LIABILITY, SHALL EXCEED THE TOTAL AMOUNT PAID BY CUSTOMER HEREUNDER IN THE TWELVE (12) MONTH PERIOD IMMEDIATELY PRECEDING THE INCIDENT. EXCEPT AS PROHIBITED BY LAW, ANY LIABILITY ARISING OUT OF CUSTOMER'S BREACH OF SECTION 2 OR EITHER PARTY'S LIABILITY FOR DEATH OR PERSONAL INJURY, IN NO EVENT SHALL EITHER PARTY OR ANY OTHER PERSON OR ENTITY INVOLVED IN CREATING, PRODUCING, OR DELIVERING THE SERVICE BE LIABLE FOR ANY INCIDENTAL, SPECIAL, EXEMPLARY OR CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFITS, LOSS OF DATA OR LOSS OF GOODWILL, SERVICE INTERRUPTION, COMPUTER DAMAGE OR SYSTEM FAILURE OR THE COST OF SUBSTITUTE PRODUCTS OR SERVICES, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT OR FROM THE USE OF OR INABILITY TO USE THE SOFTWARE OR SERVICES, WHETHER BASED ON WARRANTY, CONTRACT, TORT (INCLUDING NEGLIGENCE), PRODUCT LIABILITY OR ANY OTHER LEGAL THEORY. THE FOREGOING EXCLUSIONS APPLY WHETHER OR NOT A PARTY HAS BEEN INFORMED 20203023 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce e R Accela OF THE POSSIBILITY OF SUCH DAMAGE, AND EVEN IF A LIMITED REMEDY SET FORTH HEREIN IS FOUND TO HAVE FAILED OF ITS ESSENTIAL PURPOSE. 8. THIRD PARTY SERVICES. 8.1 Third Party Services. Customer may choose to obtain a product or service from a third party that Is not directly provided by Accela as a component of the Software ("Third Party Services") and this may include third party products resold by Accela. Accela assumes no responsibility for, and specifically disclaims any liability, warranty or obligation with respect to, any Third Party Service or the performance of the Software (including Accela's service level commitment) when the Software is used in combination with or integrated with Third Party Services. 8.2 Embedded Third Party Software. Third Party Software may be embedded in the Accela proprietary Software that is branded as Accela and sublicensed directly to Customer underthis Agreement. Other Third Party Software is provided to Customer subject to a Third Parry Software license, which is available from Accela at Customer's request. Customer will have no recourse against Accela with respect to the Third Parry Software unless Accela is the stated licensor and then only to the extent expressly provided for in this Agreement Customer is solely responsible to do whatever is necessary or required by the third party licensor for the licenses and related terms to take effect (e.g. online registration). 9. TERM AND TERMINATION. 9.1 Agreement Term. The term of this Agreement begins on the Effective Date and will remain in effect until all License Periods expire or until this Agreement is otherwise terminated in accordance with the terms hereof, whichever occurs first (the "Tenn"). This Agreement may be renewed at any time by execution of an Order Form referencing this Agreement, and any such renewal will be deemed part of the "Term" hereunder. 9.2 Termination or Suspension for Cause. A party may terminate this Agreement for cause upon thirty (30) days' written notice to the other party of a material breach if such breach remains uncured at the expiration of such thirty (30) day period. Either party may terminate immediately if the other party files for bankruptcy or becomes insolvent Should Customer terminate this Agreement for cause, Accela will refund a pro -rata portion of unused, pre -paid fees. 9.3 Effect of Termination. Upon expiration or termination of this Agreement for any reason, (i) all rights granted to Customer under this Agreement shall terminate, (ii) Customer will immediately stop use of the Software and destroy all copies of the Software within Customer's possession and control; and (iii) each receiving party will return or destroy, at the disclosing party's option, the disclosing party's Confidential Information in the receiving party's possession or control. 9.4 Surviving Provisions. Sections 1(Definitions), 2.S (Ownership and Proprietary Rights), 4 (Confidentiality), 5.3 (Disclaimer), 7 (Limitation of liability), 9.3 (Effect of Termination), 9.4(Surviving Provisions), and 10 (General Provisions) will survive any termination or expiration of this Agreement. 10.GENERAL 10.1 Notice. Except as otherwise specified in this Agreement, all notices, permissions and approvals hereunder will be in writing and will be deemed to have been given upon: (i) personal delivery, (ii) three (3) days after sending registered, return receipt requested, post or (iii) one day after sending by MZOL023 Page 117 Avooette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e O Acce la commercial overnight carrier. Notices will be sent to the address specified by the recipient in writing when entering into this Agreement. 10.2 Governing Law and Jurisdiction. This Agreement and any action related thereto will be governed by the laws of the State of California without regard to its conflict of laws provisions. The exclusive jurisdiction and venue of any action related to the subject matter of this Agreement will be the state and federal courts located in the Northern District of California and each of the parties hereto waives any objection to jurisdiction and venue in such courts. 10.3 Compliance with Laws. Each party will comply with all applicable laws and regulations with respect to its activities under this Agreement including, but not limited to, export laws and regulations of the United States and other applicable jurisdictions. further, in connection with the services performed under this Agreement and Customers use of the Software, the parties agree to comply with all applicable anti -corruption and anti -bribery laws, statutes, and regulations. 10.4 Assignment. Customer may not assign or transfer this Agreement, whether by operation of law or otherwise, without the prior written consent of Accela, which shall not be unreasonably withheld. Any attempted assignment or transfer, without such consent, will be null and void. Subject to the foregoing, this Agreement will bind and inure to the benefit of the parties, their respective successors and permitted assigns. 10.5 Publicity. Notwithstanding anything to the contrary, each party will have the right to publicly announce the existence of the business relationship between partes without disclosing the specific terms of the Agreement. 10.6 Miscellaneous. No failure or delay by either party in exercising any right under this Agreement will constitute a waiver of that right. Other than as expressly stated herein, the remedies provided herein are in addition to, and not exclusive of, any other remedies of a party at law or in equity. If any provision of this Agreement is held by a court of competent jurisdiction to be contrary to law, the provision will be modified by the court and interpreted so as best to accomplish the objectives of the original provision to the fullest extent permitted by law, and the remaining provisions of this Agreement will remain in effect. Accela will not be liable for any delay or failure to perform under this Agreement to the extent such delay or failure results from circumstances or causes beyond the reasonable control of Accela. This Agreement does not create a partnership, franchise, joint venture, agency, fiduciary or similar relationship between the parties. This Agreement, including any attachments hereto as mutually agreed upon by the parties, constitute the entire agreement between the parties concerning its subject matter and it supersedes all prior communications, agreements, proposals or representations, written or oral, concerning its subject matter. No modification, amendment, or waiver of any provision of this Agreement will be effective unless in writing and signed by a duly authorized representative of each party against whom the modification, amendment or waiver is to be asserted. Notwithstanding any language to the contrary, no additional or conflicting terms or conditions stated in any of Customer's purchase order documentation or otherwise will be incorporated into or form any part of this Agreement, and all such terms or conditions shall be null and void. 20201023 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 10.0 SERVICEPLUS AGREEMENT CLIENT NAME HERE ServicePlus Operational Support Services Contract Deliver to: Client Name Attn: Contact name Phone: (999) 999-9999 E-mail: contact email Response Contact: lain Cavanagh Avocette Technologies Inc. Phone: (604) 256-9070 E-mail: iain.cavana¢h@avocette.com Avocette Head Office: 1050— 1188 W Georgia Street, Vancouver, BC, V6E 4A2 Phone: (604)395-6000 Fax: (604)395-6004 Toll Free: 1-866-285-8885 FI•- Page 119 Avocette s Response to City of Rosemead . Pr^194-0g _ P ' ' _ 1 a. - ', ServicePlus Vendor Services Agreement Between Avocette Technologies Inc. (the VENDOR) at the following address: 1050 —1188 W. Georgia Street Vancouver, BC V6E 4A2 Phone: (604) 395-6000 Phone Toll Free: 1-866-285-8885 Avoce e CLIENT NAME HERE (the CLIENT) at the following address: addrl addr2 addr3 state and zip code Phone: (999) 999-9999 CLIENT AND THE VENDOR AGREE TO THE TERMS OF THIS DOCUMENT AND IN THE SCHEDULE OUTLINE BELOW. SCHEDULE A—SERVICES: ServicePlus As and When Service Provide support and consulting services in support of the CLIENT'S Software system, As Per Attached Schedule A. Services Term: Services Start: Services End: CLIENT'S Software System: Maximum Service Hours per Year: Hourly Rate 1' Year: Total Services Amount In Year: Payment Schedule READ "TERMS OF CONTRACT" ON THE FOLLOWING PAGES Page 120 C tly �f Avoce e ertand Lei d Usc 1.1 9.ill ent Sy stem TERMS OF CONTRACT VENDOR'S OBLIGATIONS 1. The VENDOR will: a) notwithstanding the date of execution and delivery of this agreement, provide the services (The "Services") during the term (The "Term') at the contract price established in Schedule "A" in accordance with this agreement; b) supply all labour resources necessary to provide the Service outlined in Schedule "A"; c) upon request of CLIENT, fully inform CLIENT of the work done by the VENDOR nominee in connection with the provision of the Services and permit CLIENT at all reasonable times to inspect, review and copy all accounting records, findings, data, specifications, drawings, working papers, reports, documents and material (collectively called the "Material) whether complete or otherwise that have been produced received or acquired by the VENDOR nominee as a result ofthls agreement; d) ensure that the VENDOR complies with the CLIENT's request that all time spent must be detailed in the ServicePlus IT Service Management System along with a descriptor of the work carried out on a daily basis; e) comply with all applicable municipal, provincial/State and federal laws; f) at all times maintain a standard of care, skill and diligence in performance ofthe Services exercised and observed by persons engaged in the provision of services similar to the Services; g) at all times treat as confidential all information or material supplied to or obtained by the VENDOR and its nominees as a result of this agreement and will not permit the publication, release or disclosure of the same without the prior written consent of CLIENT; h) be an independent Contractor and not be the servant, employee or agent of CLIENT; I) ensure that all persons employed by it in connection with the provision of the Services are competent to perform them, adequately trained, fully instructed and supervised; j) ensure that all personnel hired by the VENDOR to provide the Services will be the employees or subcontractors of the VENDOR and not of CLIENT. CLIENT OBLIGATIONS 2. CLIENT will: a) make available to the VENDOR all available information considered by CLIENT to be pertinent to the Services; b) make available to the VENDOR such staff and subject matter experts for consultation as required to ensure the VENDOR can meet their obligation to the CLIENT; c) ensure that the CLIENT point-of-contactisavailable to review and approve the completion of incident resolution in a timely manner; d) ensure that the CLIENT Contract Manager is available to approve such Service Requests as may be necessary for the VENDOR to fulfill its obligations under the contract; e) ensure that staff are available to review and approve Service Requests in a timely manner; THE CONTRACT PRICE and PAYMENT TERMS 3. Contract Price and Payment Terms r��ae 12 Avocetle s Resporse io ,, ty of-2rserne,C. Avoee T le P.FP 2024-08 - Oem a zcd I z, e t.le oe._ -r. .s,an 1. l.. a) Subject to the terms of this agreement the VENDOR will invoice the CLIENT for approved services as outlined in Schedule "A" on an annual basis. Fees will be calculated on the "Additional Hourly Service Request rate' on an hourly basis as outlined in Schedule "A". Additional Hourly Service Request fees will be calculated and invoiced monthly; b) All pricing is in the currency of the CLIENT; c) Preapproved expenses for travel and living if required will be invoiced at cost; d) All invoices are payable net 30 days. TERMINATION 4. In the event of a substantial failure of a party to comply with the provisions of this agreement, it may be terminated by the other party on ten (10) days written notice. 5. CLIENT may, in its sole discretion, terminate this agreement on 30 days written notice and the payment of funds for all work performed up to and including the termination date, will discharge CLIENT of all its liability to the VENDOR under this agreement. 6. Where this agreement is terminated before 100% completion of the Services, CLIENT will pay to the VENDOR that portion of the Contract Price which is equal to the portion of the Services completed. NON HIRE 7. Agree that duringthe term of this Agreement, and for the non solicitation period of six months thereafter, CLIENT shall not, without the prior written consent of VENDOR, induce or attempt to influence, directly or indirectly, an employee or subcontractor of VENDOR to leave the employ of VENDOR; GENERAL 8. This agreement will be governed and construed in accordance with the laws of the Province of British Columbia. 9. Time will be of the essence of this agreement. 10. Any notice required to be given hereunder will be delivered by hand or mailed by prepaid registered mail to the address on this agreement or at such other address as either party may from time to time designate by notice in writing to the other, and any such notice mailed will be deemed to be received 48 hours after mailing. 11. This agreement will be binding upon CLIENT and its assigns and the VENDOR, its successors and permitted assigns. 12. A waiver of any provision or breach by the VENDOR of this agreement will be effective only if it is in writing and signed by CLIENT and will not be deemed to be a waiver of any subsequent breach of the same or any other provision of this agreement. 13. All materials provided to the VENDOR are to be treated confidentially. 14. The copyright for independent work produced prior to the start of this project and brought into this project remains exclusively the copyright of the producing party, all other copyright in the Material will belong to CLIENT. 15. The Schedules form an integral part of this agreement. 16. No amendment or modification to this agreement will become effective unless the same will have been reduced to writing and duly executed by the parties hereto. 17. This agreement, and any amendment made pursuant to Section 18, constitute the entire agreement between the parties. Paoe 122 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e 18. Sections 1 (c), and (g) of this Agreement will notwithstanding the expiration or earlier determination of the Term, remain and continue in full force and effect. SIGNATURES Avocette Technologies Inc. CLIENT NAME HERE Name: Signed: Title: Date: Name: Signed Title: Date: Page 123 .'vocette a Response to Cdv of Rosemead RFP 2024 OB—Pei md and Land Use i.'anagement S, stem Schedule "A" — "As and When" 1. ServicePlus As and When Service Avoce- - e Avocette's ServicePlus As and When service provides defined on-going support services aimed at maintaining a stable Accela environment. ServicePlus As and When Service Desk hours: 9:00 —17:00 PST Monday to Friday exclusive of Canadian Statutory Holidays Resolution will be on a reasonable -efforts basis dependent on Avocette resource availability. 1.1 Service Delivery Meetings (optional for ServicePlus As and When Services) Service delivery meetings are a key means of communication between CLIENT and Avocette. It is a forum to discuss the performance, the accomplishments, the challenges, and to have open honest dialog about the service delivery and relationship. It also allows potential risks to be discussed and addressed proactively. The following service delivery meetings are optional under As and When service but Avocette recommends that they be conducted: Weekly or Bi -Monthly Prioritization meeting to review and rank incidents and service requests in priority. Annual Service Delivery review meeting to review the previous year and determine what adjustments are required for the next year. Number of hours of services are reviewed and status are reviewed in these meetings. Detailed Hours per service request or ticket are delivered in monthly invoice. Planning for any upcoming requirements. Attendees will include at least: • Avocette Service Delivery Manager • CLIENT Contract Manager • Note: Actual time spent conducting and documenting service delivery meetings will be charged at the contract rate. • Note: Avocette meetings will occur via conference call unless otherwise requested. 1.2 ServicePlus Service Levels Service levels are for ServicePlus As and When are provided on a reasonable efforts basis. Service levels are divided into five priority levels and are monitored and measured against the service level commitment as shown below. Avocette uses the following definitions to measure service levels: F=se 124 Avocetle's Response to City of Rosemead RFP 202406—Permit and Land Use ncnt ws'2in Avoce e Page 125 i Resolution Acknowledgment Closure; Time Service Disruption for major applications/systems and/or has major impact on business operations and/or ReasonableReasonable Priority 1 impacts external customers 1 business Day Efforts Efforts Guideline — has significant business impact. Partial service disruption for major application/system and/or service disruption for minor system and/or has Priority 2 moderate impact on business 1 business Day Reasonable Reasonable operations Efforts Efforts Guideline — affects business operation for at least one department. Minor service disruption impacting 1-2 users significantly and/or has minimal impact on business operations. Does not affect service delivery to external Priority 3 clients. Reasonable Efforts Reasonable Reasonable Efforts Efforts Service Request may be raised for incident remediation and resolution (refer section 2.2 for Service Request Management process). Minor Service disruption with insignificant or no impact on business operations Workaround available Reasonable Reasonable Priority4 Guideline—Affects<5people Reasonable Efforts Efforts Efforts Service Request may be raised for incident remediation and resolution (refer section 2.2 for Service Request Management process). Page 125 Avocette s Response to City of Rosemead opo>n2e_np oemnit ead Land Use',"-aeement Svs'em Definition Causes no service disruption with no impact on business operations and does impact service deliver to clients. Additional work needed to perform some functions. Service Request may be raised for incident remediation and resolution (refer section 2.2 for Service Request Management process). Avoce e Resolution Acknowledgment Time Closure Reasonable Efforts Reasonable Efforts The following are required for Avocette to support the on -premise CLIENT System: Reasonable Efforts • CLIENT will provide all required subscription, software and/or hardware licenses required to support the application. • The support team will not be on-site at CLIENT's location and Avocette's support team will be able to access the CLIENT network remotely using a secure network connection to access the necessary application environments. For Cloud implementations: • The support team will not be on-site at CLIENT's location and Avocette's support team will be able to access the CLIENT environment, remotely. 2. Service Delivery Service delivery is oriented around two specific processes: 1) Incident Management a. The handling of Break Fix situations. In CLIENT terminology this is the 'support' type of requests that involve software fixes. 2) Service Request Management a. The handling of any request that is not expected to result in a software fix. This includes Maintenance, Enhancement and Operational (non -software related) requests. See Section 4 for a list of available Additional Services. The following sections will outline all the elements involved in Service Delivery and also walk through the expected workflow for both Incident Management and Service Request Management. 2.1 Incident Management Page 126 Avocette s Response to City of Rosemead Avo c e e RFP 2024-08 - Permit and Land Use Management System The Incident Management process occurs when CLIENT has a request to fix a problem in the CLIENT'S Software System Production environment. The goal of incident management is to: • Return to the normal service level as soon as possible with the smallest impact on the business and user. The process is triggered when the authorized CLIENT individual or group makes the request through: • Entry of ticket into the service management system (Avocette provides instruction on how to enter incidents) • Phone call to Avocette (for emergency and high priority issues, phone is mandatory) 2.1.1 Incident Management Process The following describes how Avocette will respond to an incident request. This process can be reviewed and adjusted if necessary to meet CLIENT's specific needs. As noted previously, some incident may require an Accela fix and in those cases Avocette will support the reporting and communication with Accela. Rgure 1: Procedure for Incident Management. 1.1 The CLIENT point -of -contact creates the initial incident request by CLIENT documenting the specific incident and sending the information to Avocette's application point - Service Desk via email. of -contact Page 127 Avocette'a Response to City of Rosemead RFP 2024-08 - Permit and Land Use Management System Avoce e Task # Task 1.2 All contacts are acknowledged upon receipt. Acknowledgement can be through Avocette Service email or by phone. Desk Avocette Service Desk creates a ticket for the incident, assigning the incident to Avocette's primary support person and Service Delivery Manager. Automatic email notifications are generated and sent to the Avocette Service Delivery Manager. 1.3 Avocette team reviews the incident. More information may be requested from Avocette Support CLIENT at this time. Team 1.4 The Service Delivery Manager liaises with the primary resource to coordinate a Avocette Support solution and may assign additional support team resources to recover and Team resolve the issue. 1.5 The support team works to recover the issue. This may involve working Avocette Support directly with CLIENT staff to provide access to data, database logs, Team performance data, etc., in order to resolve the incident. The support team promotes the fix to the CLIENT environment and completes the necessary requests to migrate to production or add it to an upcoming release. 1.6 If resolution of the issue provides recovery of the application, the Service Service Delivery Delivery Manager will seek approval from CLIENT to close the incident. Manager 1.7 Request to close is approved or denied: CLIENT point -of- • If the incident is resolved, then no further action is taken and the contact request approved. • If there is further work required, then the closure is denied and further testing may be required. 2.2 Service Request Management Avocette uses a Service Request Management system to record and track all incidents and service requests under this contract. Once submitted, service request management is used to support incidents and requests, assign tasks to internal team members and track time spent on specific requests. The features offered are: • Application Change Management by logging and tracking requests, bugs, and enhancements by application and client • Cross-referencing of incident reports • Time recording for activities and reporting on effort • Control of user access to ensure security and privacy The Service Request Management application is configured for each CLIENT and can be modified to accommodate business related requirements for reporting. Page 128 Avocette s Response to City of Rosemead Avo ce le RFP 2024 -OB- Permit and Land Use Management System Avocette's Service Request Management supports maintenance, enhancements or other operational (non -software) requests. The goal of Service Request Management is to keep track of all requests, allow prioritization of the requests, track time spent, and report on the status of each request. Service Requests may be raised to address all Priority 3, 4 and 5 incident remediation and resolutions. 2.2.1 Service Request Management Process The following describes how Avocette will respond to a Service Request. Figure 2: Procedure for Maintenance, Enhancement and Operational Requests Task Task Actor(s) 1.1 The CLIENT point -of -contact creates the initial service request by documenting CLIENT the specific request and sending the information to Avocette's Service Desk via application point - email. of -contact 1.2 All contacts are acknowledged upon receipt. Acknowledgement can be through Avocette Support email or by phone. Team Avocette Service Desk creates a ticket for the service request, assigning the service request to Avocette's primary support person and Service Delivery Manager. Automatic email notifications are generated and sent to the Avocette Service Delivery Manager. 1.3 The Avocette team will work with CLIENT to confirm analysis. CLIENT will CLIENT review and approve or reject the Service Request. Page 129 Avocette's Response to City of Rosemead RFP 2024 -OB— Permit and Land Use Management System Avoce e Task # 1.4 Task The Service Delivery Manager will then submit the proposed Service Request to Avocette Support CLIENT for approval. Team 1.5 CLIENT will review and approve or reject the Service Request. CLIENT The service request is executed and the deliverables provided to CLIENT for User Acceptance Testing. 1.6 The Service Delivery Manager will then schedule the work to be completed Avocette Support based on the agreed timeline expectations in the service request. Team 1.7 The Avocette team will perform the development and CIA work described in the Avocette Support Service Request Team 1.8 CLIENT will review the deliverables and complete any necessary user CLIENT acceptance testing before giving the approval to proceed to production or accept the deliverable. 1.9 The Avocette team will migrate the Service Request to the production Avocette Support environment. Team 2.0 The CLIENT will validate that the Service Request has been successfully CLIENT migrated to the production environment. Service Requests must be reviewed and approved by the CLIENT Contract Manager and Avocette's Service Delivery Manager before any work proceeds. 2.3 Approach to Maintaining Service Avocette will assign qualified and cross trained resources to support the installed software. The support team will include a primary and backup resource fully trained in the application as well as the support procedures necessary to adhere to CLIENT standards. The Service Delivery Manager will ensure that the backup resource is ready in the event that the primary resource is unavailable for any reason. In addition, the Avocette Service Desk is provided with primary and backup resource contact information and will be kept informed when the primary resource is unavailable. Cross training of the backup resources will be an ongoing activity to ensure that there is familiarity with the CLIENT setup and configuration. Avocette will maintain a repository for information, materials and details pertaining to support of the Supported Application Components (Knowledge Management). This will also include details on the specific CLIENT policies and procedures that will apply to this support service. The Service Delivery Manager will ensure that there is adequate coverage during any absences or traditional vacation periods (e.g. Christmas Holidays) and will also communicate any upcoming absences to CLIENT during the service level report meetings. Page 130 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e In the event of a disaster in the Avocette Offices, CLIENT will be notified immediately, provided direct contact phone numbers for the support team, and support resources will work from home. 2.4 Facilities and Equipment Requirements CLIENT is not required to provide any permanent desk or office space. However, Avocette may require access to a drop in station at CLIENT from time to time during onsite visits. Avocette resources will require remote access into the CLIENT environment. This may require using a secure network connection. 3. Support Team Avocette's support team is comprised of the following roles and provides on-going operation support for CLIENT's Accela environment as follows: CLIENT Contract Manager/Point of The CLIENT will assign a CLIENT Contract Manager/Point of Contact Contact to be the primary contact for the Avocette Service Delivery Manager. (Note that other roles may be assigned as required). The CLIENT Contract Manager/Point of Contact will: 1. Facilitate communications between Avocette and the CLIENT to clarify incident/service request particulars (as needed) 2. Facilitate communications between Avocette and other CLIENT departments or technical areas in order to diagnose and resolve the request 3. Arrange for User Acceptance Testing as required 4. Provide priorities and guidance to the Avocette support team for outstanding issues S. Complete resolution details in the Service Management System and closing the ticket 6. Attend monthly service delivery meetings 7. The following additional responsibilities are primarily related to Service Request Management: 8. Facilitate Authorization of work to proceed. 9. Manage communication with other application stakeholders on implementation or significant changes 10. Facilitate approval of requirements and functional specifications Avocette Service Desk Support Avocette's Service Desk is staffed with Service Desk Support Analysts Analyst who are responsible for receiving and acting upon incidents reported by ServicePlus CLIENTS. The Avocette Service Desk Support Analyst: ■ Responds to incidents from ServicePlus CLIENTS submitted by the service tracking system or phone. ■ Provides basic user support as required such as password resets and other user su000rt issues. Page 131 Avocette s Response to City of Rosemead Avo c e e RFP 2024-08 — Permit and Land Use Management Role ■ Based on the priority of the incident takes appropriate action to respond to the incident by performing a warm handoff. ■ Provides regular updates for high priority incidents. Avocette Contract Manager An Avocette Contract Manager is assigned to each ServicePlus CLIENT and will be the person responsible for ensuring Avocette meets its commitments under this contract. The CLIENT Contract Manager is also responsible for approving service requests on behalf of Avocette. The Avocette Contract Manager will: 1. Be responsible for Avocette's commitments under the contract. 2. Be available when necessary to meet with the CLIENT to address issues and concerns. 3. Approve Service Requests in a timely manner. Avocette Service Delivery Manager A Service Delivery Manager is assigned to each ServicePlus CLIENT and will be the primary contact for managing incident resolution and service requests. Avocette always assigns a backup Service Delivery Manager, typically the Subject Matter Expert, to each account so that service disruptions are avoided in the case of the primary service delivery manager not being available. The Service Delivery Manager will: 1. Be responsible for all reporting incidents and communicating status of incident resolution processes to stakeholders 2. Manage the delivery team and ensures support coverage is in place 3. Ensure proper communication to CLIENT regarding release scope and expected delivery schedule and status during the implementation process 4. Provide estimates for Service Requests and work with the CLIENT Contract Manager to set priorities S. Work with the CLIENT Contract Manager to develop release plans for Service Requests 6. Ensure all required authorizations have been provided prior to initiating work or conducting migrations 7. Be responsible for adjusting the release processes if necessary in order to improve quality, reliability, timeliness or overall customer satisfaction with the releases and documenting the revised processes 8. Ensure decisions, priorities and action items are properly documented and communicated to the team members 9. Work with the CLIENT Contract Manager and the Avocette Support Team to prioritize incident resolution and closure 10. Conduct regular team meetings involving release scope, scheduling and status Page 132 Avocette s Response to City of Rosemead Avo c e e RFP 2024-08 — Permit and Land Use Management System 11. Reports regularly to the Avocette Contract Manager 7AvocetteSubjescttatter Expert / Aprimary and secondary Subject Matter Expert is assigned to each ServicePlus CLIENT and is responsible for providing analysis of and recommendations for resolving incidents and providing analysis and design for service requests. The Subject Matter Expert will: 1. Be responsible for understanding the business needs in relation to the application 2. Gather requirements for enhancements or service requests 3. Document both "as is" and "to be' to enable technical team members to effectively configure the application 4. Liaise with CLIENT staff to understand and document reporting requirements 5. Work with CLIENT to understand business problems in relation to the application 6. Works with the Avocette Service Delivery Manager to effectively timetable and deliver business analysis tasks as part of releases or service requests Avocette Database Administrator Avocette's core team also includes a Database Administrator. The Database Administrator is not assigned to the team but is available Las and when needed. Assigned resources may hold one or more roles described above. 4. Additional Services The following table provides a list of some of the services that are available. Service DescriptionEstimated On call evening, weekend and As and When Month Period N/A Rates for Additional $200.00 per 8 hours of On-call support holiday support can be required on-call support arranged if required with 1 day notice. After Hours In the event where CLIENT As and When N/A $175.00/hour Callout has made advance required arrangements for standby service and a service request is received outside of normal business hours that requires immediate response (i.e. cannot wait until the next business day) Page 133 Avocette's Response to City of Rosemead Avo c e e RFP 2024-08 — Permit and Land Use Management System Page 134 1, , _tte s Res!' , s , :'tv r _ r -__ PFP 2224 03 Permit and L2 � kJ -.1 =c_ .,rein Appendix A: Definitions The following definitions are used throughout this proposal Avoce- e "Acknowledge Request" means an email from an Avocette representative that confirms that a request has been received. "Additional Support Services" means any additional work requested by CLIENT beyond the Base Support Services. "Additional Support Services Fees" means the monthly fee paid to the VENDOR for the delivery of Additional Support Services. "Approved Service Request" means a Service Request or a VENDOR Service Proposal for which the proposal and budget estimate provided by VENDOR has been approved by CLIENT and VENDOR has been instructed to proceed with delivery of the subject matter. "Base Support Services Fee" means the monthly fee paid to the VENDOR for the delivery of Base Support Services. "CLIENT Contract Manager/Point of Contact" means the person in CLIENT responsible for managing the contract and approving all expenditures. This person is also the CLIENT reference of all administrative matters associated with this contract. "Contract Manager" means the Avocette Manager responsible for the delivery of Managed Services across multiple clients. The Service Delivery Manager reports to the Contract Manager. "Incident" means an event that degrades or disrupts the normal operation of the application that is reported to the Service Desk and given a unique tracking number. "Incident Resolution Time" means the time to complete the permanent corrective solution (resolve the root cause). "on-call Hours" means those hours beyond the Standard Business Day. On-call services are available on request by CLIENT with one day's notice. "Pre -approved Expenses" means those expenses incurred by the VENDOR in the execution of this contract including travel and living expenses as preapproved by the CLIENT. "Priority" means the degree of impact that an incident has on CLIENT business areas and clients. The priorities are graded from 1 through 5. Response and resolution times targets are based on the incident priority in the Service Level Agreement. The Priority definitions can be found in Section 2 Service Levels. "Services" means Base Support Services and Additional Support Services. "Service Desk" means the service desk operated by Avocette providing a single point of contact. Page 135 Avocette s Response to City of Rosemead A V yo ce+ p RFP 2024-08 - Permit and Land Use Management System 1. "Service Delivery Manager" means the Avocette resource responsible for ensuring that CLIENT remains satisfied with the service being provided. The Service Delivery Manager manages the support team, ensures adequate coverage is in place, provides communication to CLIENT during incident recovery periods, and prepares the Service Level Reports. The Service Delivery Manager is present at meetings with the CLIENT as required. "Service Management Reporting" means the design, generation and delivery by the VENDOR of reports and reporting sufficient to meet CLIENT's operational management requirements for the Services. "Service Request" means a formal request issued by CLIENT for maintenance (upgrades, preventative maintenance) and enhancements. Service Requests are developed by CLIENT and typically include the description of the requested service, scope, expected deliverables and timeline expectations. Avocette will provide estimates for Service Requests within 5 business days. All service requests are sent to the Avocette Service Desk and given a unique tracking number. "Standard Business Day" hours will be 9:00 —17:00 PST Monday to Friday exclusive of Canadian Statutory Holidays "Statutory Holidays" — in Canada means New Year's Day, Family Day (including Islander Day, Louis Riel Day, Viola Desmond Day), Good Friday, Easter Monday, Victoria Day, Canada Day, Civic holiday (including AB, BC, SK, ON, NB, NU), Labour Day, Truth & Reconciliation Day, Thanksgiving Day, Remembrance Day, Christmas Day, and Boxing Day. "Support Team" means the Avocette resources that are involved in the day-to-day support of the Supported Application Components. 'Ticket' is a generic term for a unique tracking number that is generated by the Customer Service Centre or Avocette's service request management application. Page 136 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 11.0 RESUMES OF KEY PERSONNEL 11.1 Cynthia Tomey, Project Manager Avoce e Summary Cynthia Tomey is an accomplished project manager with extensive experience in managing projects for clients in Canada, the US and internationally. A core facet of her expertise is the ability to manage 20 to 30 projects simultaneously, with varying timelines, comprised of a diverse client base ranging from individuals to multimillion dollar corporations. Cynthia's strong leadership skills help her guide teams through all aspects of project delivery, from project conception and planning to successful project completion, including final project review. Her practical project management skills are supported by a PMI Project Management Professional (PMP) Certification. Cynthia has excellent communication and writing skills and has been published in several scientific journals. She is well versed in quality assurance and usability testing procedures and has formal experience in Quality Assurance and Analysis and Process and Efficiency Improvement. Professional Experience . - Summary of Accela Projects Client Project Name .o . Ro Regional Municipality of Wood Buffalo Service Plus ++ Service Delivery Manager Regional Municipality of Wood Buffalo Accela Version 9.3 Upgrade Project Manager Insurance Council of British Columbia Service Plus ++ Service Delivery Manager San Mateo County Service Plus ++ Service Delivery Manager San Mateo County Accela New Residential Work Flow Project Manager Menlo Park Fire Department Accela Enhanced Implementation Project Manager College of Massage Therapists of British Columbia Service Plus ++ Service Delivery Manager City of Inglewood Accela Civic Platform Implementation Project Manager City of Kingston Accela Land Management Project Manager City of Las Cruces Service Plus ++ Service Delivery Manager City of Watertown Service Plus Service Delivery Manager County of Contra Costa Department of Conservation and Development Service Plus Service Delivery Manager Page 137 Avoce- e v .L+_� - ,E.C'i 1P J _s_ . _ _,5te(T1 Jan. 2016 — Present Avocette Technologies Inc. Project Manager Achievements • Created standardized status reporting processes for Service Plus ++, which allows clients to keep within budgets and timelines. • Created standardized ticket management processes for Service Plus ++, which decreased ticket turn around time. Responsible for: • Creating weekly status reports for Service Plus ++ clients outlining hours used and remaining in monthly budgets • Accountability of overall execution, management and delivery of project (scope, budget and schedule) • Providing leadership to project team. • Identifying and mitigating project issues and risks • Providing expertise in requirements gathering and development • Client communication with stakeholders at various levels in the organization. Sept. 2007 — Dec. 2015 AXYS Analytical Achievements Project Manger • Created formal consistent documentation translating dense technical proprietary material to explain procedures to clients, which improved efficiency in proposal writing and client communications. • Created standardized internal procedures for requesting supplies needed during project initiation, which improved the efficiency of the supply process and reduced costs. • Developed specific strategies for bidding on work for the USEPA CLP program, which facilitated strategic pricing and bidding on opportunities which were beneficial to AXYS. • Published articles on cutting-edge research in collaboration with clients, which increased sales and opportunities in targeted client areas. Responsible for: • Meeting with clients to assess client needs. • Working with each client to develop a project plan that meets their needs and fits within client budget and if necessary, modifying methods and protocols to achieve goals. • Managing multiple projects simultaneously (20 to 30) for a variety of clients including governmental agencies, research organizations, the private sector and the general public. • Creating project schedules and monitoring all aspects of projects through five separate departmental entities. • Devising pricing and invoicing schedules for projects. Page 138 P.vccette s Response ".o Cfv of Rosemead Avoce e RFP 202A 08— Fernut and I and 2se r�1a� �ecement S2sterr. 1. l.. Dec. 2006 — Sept. 2007 AXYS Analytical Intermediate Chemist — Instrumental Analysis/Quality Assurance Achievements • Researched Polycyclic Aromatic Hydrocarbons (PAH) quantification and analysis and became a subject matter expert, which allowed her to evaluate processes and achieve the efficiency improvements listed below • Created a PAH reporting system and developed protocols for reporting data through LIMS, which increased speed of reporting, without a loss in quality of data and increased operational capacity. • Evaluated PAH peak integration and improved the efficiency, which allowed faster and more precise integration and reduced errors. Responsible for. • Ensuring all work met method specifications and client requirements. • Analyzing and evaluating GC/MS data trends in order to troubleshoot QA issues. • Reporting data to clients in HTML and proprietary client specific database formats. • Testing and improving the Laboratory Information Management System (LIMS). March 2004 — Dec. 2006 AXYS Analytical Chemist — Sample Preparation Achievements • Restructured standard operating procedures and methods for sampling media and equipment proofing, which resulted in decreased time proofing and record keeping and increased operational capacity. • Created standardized homogenization paperwork, which improved efficiency by decreasing duplicate entries and reducing unnecessary writing. Responsible for., • Homogenizing samples for trace analysis using ultra clean techniques. • Preparing field-testing packages for air and water sampling. • Proofing of sampling media and equipment following SOPS and methods. June 1992 —April 2001 Achievements Department of National Defence Naval Communicator Royal Canadian Navy • While serving as a member of the first crew onboard HMCS Yellowknife, established organizational systems for paper and radio communications and designed the working spaces on the bridge and communication control room which improved efficiency of the communications team. • While serving as an instructor and standards officer at the communications school, restructured and amended lesson plans and examinations to coincide with updated specifications which resulted in more adequately trained recruits. • While serving as Chief Yeoman of Signals onboard HMCS Edmonton and HMCS Chaleur, selected to be tour guide and liaison to dignitaries and VIPs because of her overall knowledge of the ship and her interpersonal skills. 13u Avocette s Response to City of Rosemead Avoce le RFP 2024-08 - Permit and Land Use Management System Responsible for., • Establishing and maintaining communications with national and allied networks over radio frequencies required for mission coordination, using tactical line -of -sight, long-range and satellite communications. • Advising Command on tactical signaling and ship maneuvering, encoding/decoding of signals and dissemination of tactical and maneuvering signals. • Working with classified and unclassified computer networks, computer-based message processing networks and cryptographic and satellite equipment in support of high-speed data and imagery exchanges. Education • Project Management Professional (PMP) • B.Sc. Biology, University of Victoria - 2003 • Councilor Sales Training • W.H.M.I.S certified • Junior Leadership Training • Beginner PADI certificate Publications • Kalo D, Hades R, Furman O, Ben -Ari J, Maor Y, Patterson DG, Tomey C, Roth Z. (2015). Carryover Effects of Acute DEHP Exposure on Ovarian Function and Oocyte Developmental Competence in Lactating Cows. PLoS ONE 10(7): e0130896. doi:10.1371/journal.pone.0130896 • Richard W. Greene, Dominic M. Di Toro, Kevin J. Farley, Kathy L. Phillips, and Cynthia Tomey (2013). Modeling water column partitioning of polychlorinated biphenyls to natural organic matter and black carbon. Environmental Science and Technology DOI: 10.1021/es400817c • Krotz SP, Carson SA, Torrey C, Buster JE. (2012). Phthalates and bisphenol do not accumulate in human follicular fluid. J Assist Reprod Genet. 2012 Aug; 29(8):773-7. doi: 10.1007/s10815- 012-9775-1. Epub 2012 Apr 27. • de Boer JG, Quinsy B, Walter PB, Thomas C, Hodgson K, Murch SJ, Saxena PK.(2005). Protection against aflatoxin -B1 -induced liver mutagenesis by Scutellaria baicalensis. Mutation Research/Fundamental and Molecular Mechanisms of Mutagenesis 578,15-22 Page 140 Avocette's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 11.2 Teresa Cameron, Lead Business Analyst Avoce e Summary • Several years of customer service experience in Quality Assurance, Business Analysis and Project Management • Detail oriented with strong organizational and problem solving skills which resulting in excelling at the multiple technical and client services roles held over 16 years at SGS AXYS. • 10+ years' experience as a top performer providing Quality Assurance data reviews and reporting template validations. Professional Experience As a Business Analyst/Configuration Specialist, duties include performing analysis of the client's system, creating the requirement documentation, configuring the Accela system, performing Quality Assurance (QA) reviews, training clients in Accela and Clariti and integrating GIS with preconfigured systems. June 2017 — Present Avocette Technologies Inc. Business Analyst Page 141 ProjectsSummary of Client , Role Product Solution Lead, Business Clariti City of Santa Ana, CA Santa Ana Analyst/Configuration Specialist Hamilton County, OH Hamilton County Solution Lead, Business Accela Analyst/Configuration Specialist Athens -Clarke County, GA Athens -Clarke Solution Lead, Business Clariti County Analyst/Configuration Specialist City of Sudbury, ON Sudbury GIS Analyst Accela Taos County, NM Taos GIS Analyst Accela Boone County, IL Boone GIS Analyst Accela New Albany, OH New Albany GIS Analyst Accela Linn County, OR Linn GIS Analyst Accela Washington DC Alcoholic ABRA Solution Lead, Configuration Accela Beverage Regulation Specialist Administration City of Loveland, OH Loveland Solution Lead, Business Accela Analyst/Configuration Specialist, GIS Analyst City of Seattle, WA Seattle STIR Solution Lead, Business Accela Analyst/Configuration Specialist, Quality Assurance Oakland County, MI Oakland Solution Lead, Business Accela Analyst/Configuration Specialist, Quality Assurance, GIS Analyst City of Scottsdale, AZ Scottsdale Solution Lead, Business Accela Analyst/Configuration Specialist, Quality Assurance Page 141 Avocetle's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce+�e Avocette, formerly TP Systems, is an information technology firm that was founded in 1977. It is a leading provider of IT products and services to public sector clients across Canada and the US. Avocette specializes in providing managed services, product integration, consulting and IT staffing solutions to their clients, by leveraging the skills of their employees in multiple locations across North America. The company works with municipalities, provincial ministries, health and human services organizations, public corporations, post -secondary institutions, first nations and public insurance providers. To ensure adherence to regulations, ITIL methodology and framework is used to deliver industry standard support and IT services. To provide further value and complete solutions, Avocette has developed partnerships with key software products across North America. These software partnerships include: Accela, BCFPI, Cherwell and Page 142 Summary of • - Client Project Name Role Product Regional District of RDOS Business Analyst/Configuration Clarti Okanagan-Similkameen, Specialist BC City of Seattle, WA Seattle TRIP R1 Business Analyst/Configuration Accela and R2.2 Specialist, Quality Assurance City of Cupertino, CA Cupertino Solution Lead, Business Accela Analyst/Configuration Specialist City of Brampton, ON Brampton Business Analyst/Configuration Accela Specialist City of Newmarket, ON Newmarket Business Analyst/Configuration Accela Specialist, GIS Analyst City of Las Cruces, NM Las Cruces Solution Lead, Business Accela Analyst/Configuration Specialist, GIS Analyst Insurance Council of ICoBC Business Analyst/Configuration Accela British Columbia Specialist, Solution Lead San Mateo County, CA SMC Business Analyst/Configuration Accela Specialist, Solution Lead, GIS Analyst, Trainer Regional Municipality of Whistler Business Analyst/Configuration Accela Whistler, BC Specialist St. Pete Beach, FL St. Pete Beach Business Analyst/Configuration Accela Specialist San Benito County, CA San Benito Business Analyst/Configuration Accela Specialist Regional Municipality of Wood Buffalo Business Analyst/Configuration Accela Wood Buffalo, AB Specialist College of Massage CMTBC Business Analyst/Configuration Accela Therapists of BC Specialist City of Commerce, CA Commerce Business Analyst/Configuration Accela Specialist Avocette, formerly TP Systems, is an information technology firm that was founded in 1977. It is a leading provider of IT products and services to public sector clients across Canada and the US. Avocette specializes in providing managed services, product integration, consulting and IT staffing solutions to their clients, by leveraging the skills of their employees in multiple locations across North America. The company works with municipalities, provincial ministries, health and human services organizations, public corporations, post -secondary institutions, first nations and public insurance providers. To ensure adherence to regulations, ITIL methodology and framework is used to deliver industry standard support and IT services. To provide further value and complete solutions, Avocette has developed partnerships with key software products across North America. These software partnerships include: Accela, BCFPI, Cherwell and Page 142 Avocette's Response to City of Rosemead RFP 2024-08— Permit and Land Use Management System Avoce e Collabware. Each product has expertise in a specialized area to create business and IT synergy in an organization. When Avocette integrates a software product into an IT system, they deliver solutions tailored to different needs and various levels. Avocette's Product Integration division has extensive expertise in configuring applications. It leverages this experience when building specific functionalities into these software products to ensure a company's business needs or processes are met. Avocette customizes these applications for best practices so that clients are provided with an outstanding IT solution. The Avocette team has the technical expertise to provide a full range of services for these software products including: strategic planning, analysis, configuration, customization, installation and support. Teresa is a Business Analyst, working as part of Product Integration's Accela Implementation and Service++ delivery practices. April 2016 — May 2017 SGS AXYS Analytical Data Support Scientist Services • Evaluate Electronic Data Deliverable (EDD) formats for development feasibility and generate timelines for development, working to client deadlines. • Communicate with clients to gather EDD information and resolve issues in test files before implementing the format. • Program new EDD formats, and modify existing formats as required, using Extensible Stylesheet Language Transformations (XSLT) and Visual Basic 6. • Document client -specific EDD requirements in SharePoint for staff. • Provide backup technical support to all SGS AXYS staff for the Laboratory Information Management System (LIMS), including modifying Oracle Forms and Reports. November 2001 — April 2004 AXYS Analytical Services Secondary Validation October 2007 — May 2017 Chemist • Worked with a team to develop and validate the transition of data reporting of hard copy reports and electronic data deliverable (EDD) formats from Excel to the LIMS. (2004) • Provide ongoing validation of EDD and reporting formats, including EQu1S and EPA CLP formats. • Perform Quality Assurance data reviews of GC/MS and LC/MS/MS data, and prepare technical narratives. • Use LIMS reports to evaluate data sets for trends and ensure data quality objectives are met. • Use GC/MS and LC/MS/MS data quantitation software (OPUSQuan, Prolab, MassLynx). • Develop method and training documents. • Train Instrumental Analysis chemists in secondary validation. • Scheduled the departmental work for 10-15 chemists. (Nov 01 to Apr 04) April 2010 —April 2016 AXYS Analytical Services Sales and Marketing Coordinator Wrote and assembled proposals for new work, including the following as needed: o generated proposal specific data statistics and information by modifying SQL queries to extract data from the LIMS, and o created control charts of data using Excel. • Developed and maintained Sales support documents (Product and Service Guide, Statement of Qualifications, insurance, registrations). Page 143 Avocette s Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System Avoce e • Reviewed contracts prior to execution. • Maintained AXYS external website using Adobe Contribute CS3 and aided in the transition of the external website to a WordPress format. • Maintained SharePoint organizational chart and library of publications and presentations. • Developed and managed e-mail marketing campaigns. • Facilitated sales meeting using GoToWebinar and GoToMeeting platforms. • Organized company attendance at international tradeshows. April 2004—August 2007 AXYS Analytical Services Project Manager May 2009 — May 2010 • Simultaneously managed short term and ongoing projects for 20 to 30 distinct clients from a variety of backgrounds, including industry, consulting and government. • Communicated with internal and external clients, and provided customer service. • Created project schedules and coordinated with multiple departments to ensure sample analyses remained on schedule and turn around times were achieved. • Created quotes and worked on proposals for potential clients. • Researched, procured and communicated with subcontracting labs. • Coordinated sample and media shipments to and from the client and subcontract labs. • Resolved technical data and analysis issues. September 2000 — November AXYS Analytical Services Laboratory Chemist 2011 Homogenized and pretreated samples of a variety of matrices, including aqueous, solid, biosolid, human and animal tissue samples. • Prepared sampling media and kits. Computer Skills • Visual Basic 6 and object oriented Java programming course (2006) • Windows based applications including extensive experience with Excel, Word and Adobe Acrobat • Extensible Stylesheet Language Transformations (XSLT), Visual Basic 6, Oracle Forms and Reports • Experience modifying relational database SQL queries to extract data from the LIMS using SQL Developer • Adobe contribute CS3, SmartDraw, WordPress Education B. Sc. Majoring in Environmental Chemistry 1999 Okanagan University College (now University of British Columbia- Okanagan) B. Tech. Environmental Engineering (in progress) 2007 to 2008 British Columbia Institute of Technology Counsellor Salesperson course (2013) Accela Implementation Professional - Bronze Certification 2019 Page 144 nvOct,eSTV,f <FF /024-G5—Fe n't an0 L ] GIS Administration Accela University Esri GIS Course Introduction to GIS Esri GIS Course Essential Workflows Avoce+ e August 2021 July 2021 November 2021 Page 145 Avocetle's Response to City of Rosemead RFP 2024-08 — Permit and Land Use Management System 11.3 Sheryll Tabamo, Business/Reporting Analyst Summary Avoce+ _-e Sheryll Tabamo is an experienced specialist with a demonstrated history of working in the financial industry. Skilled in Business Relationship Management, Customer Service, Banking, PHP, JavaScript, SQL, Documentations, and Software Engineering, Sheryll is a strong professional with an Associate's Degree focused in Computer Science. Professional Experience Summary of Accela Client Project Name Projects Role ABCA Washington DC ABCA Business Analyst/Configuration Specialist Brenham TX Brenham Business Analyst/Developer City of Cupertino CA Cupertino Business Analyst/Developer City of Las Cruces NM LasCruces Business Analyst/Developer City of Scottsdale AZ Scottsdale Business Analyst/Configuration Specialist City of Kingston ON Kingston Business Analyst/Configuration Specialist Hamilton County HamCo Business Analyst/Configuration Specialist Insurance Council of British Columbia BC ICOBC Business Analyst/Developer Inglewood CA Inglewood Business Analyst/Configuration Specialist Linn County OR LinnCo Business Analyst/Configuration Specialist Menlo Fire, Menlo Park CA MPFD Business Analyst/Configuration Specialist New Albany AlbanyOH Business Analyst/Configuration Specialist Regional Municipality of Wood Buffalo AB RMWB Business Analyst/Developer San Mateo County CA SMC Business Analyst/Developer Thurston County WA Thurston Reports Specialist/GIS Specialist Town of New Market ON NewMarket Business Analyst/Configuration Specialist WaterTown NY Watertown Business Analyst/Configuration Specialist May 2018 - Present Avocette Technologies Inc. Business Analyst As a Business Analyst/Configuration Specialist, duties include performing analysis of the client's system, creating the requirement documentation and reports in Adhoc, SQL, and Oracle, configuring the Accele system, and performing Quality Assurance (QA) reviews, writing JavaScript modules to enable customization to adhere to client's needs, GIS Configuration. Page 146 Avocefle s Response to City of Rosemead UP 2024-08—Permit and Lana Use ! �,si M November 2017 — May 2018 BC Emergency Health Services Avoce e Client Services • Provides billing inquiry telephone support including investigating and resolving queries from the public and other organizations and agencies by researching available databases, redirecting patients to appropriate departments or agencies in accordance with established procedures; processing changes to accounts as per information received. • Receives, reconciles and processes payments received from the public and agencies including credit card payments. Identifies billing discrepancies and takes corrective action. • Investigates requests for refunds and initiate cheque requisitions. • Drafts, revises and processes large volumes of correspondence and documents related to a diverse variety of issues, including complaints, fees, policy, status of account, hospital transfers, statistics and records; utilizes CLIFF to store necessary records. • Prepares statistics and records and provides monthly correspondence statistics/ financial reconciliations. • Reprints invoices, receipts and statement of customer accounts as required. Performs queries on Ambulance Billing Information (ABIS) to identify any related second or third overdue notices. • Performs ARCS/ORCS procedures to send records off site. September 2016 — June 2017 Camosun College Project Manager Project Manager for Camosun Capstone project from planning to maintenance phase. Responsibilities include: • Consulting with stakeholders to evaluation the project scope and requirements. • Preparing Software Development Life Cycle (SDLC) documentation for application implementation. • Collaborating with the assigned Senior Developer and Programmers in the team to design software based on the Requirements Documentation. January 2014 — September Bank of Montreal Commercial Services Officer 2015 (Victoria, BC) Mid -Market • Clarified customer requirements and ensured proposals are responsive. • Performed review of customer's terms and conditions and assessed risks. • Established rapport with clients in the portfolio. • Supported Commercial Account managers to maintain rapport with the clients in the portfolio. • Maintained and updated portfolio documentations. • Proactively discussed solutions benefiting clients' needs. • Presented plan analysis and proposal to help retain customer loyalty. 2007-2013 Bank of Montreal Senior Customer Service (Victoria, BC) Representative Engaged customers in conversations about their personal banking habits and needs. Identified customers' needs and provided information about solutions and benefits. Ensured branch is audit compliant with holdings, files, and documentations. Pace 147 -- t Avoce,._ e �F 1 232-4__, - ern Education Computer Systems Technology Diploma Camosun College, Interurban Campus, Victoria, BC Computer Systems Technology Certificate Camosun College, Interurban Campus, Victoria, BC Database Schema Fundamentals September 2021 Accela University Volunteer Activities • Organized a team of 15 volunteers to help with the Victoria Royals game sell 50150 tickets for fundraising. • Helped at the cash trailer supply floats and with beer sales at beer garden for Dragon Boat Festival. Fundraised for charities such as Walk So Kids Can Talk, Bowling for the Kid's Help Line, BC SPCA, etc. Page 1"S Attachment C CentralSquare Technologies, Proposal s4; CENTRALSQUARE Rosemead, CA Permit and Land Use Management System Response to Request for Proposal No. 2024-08 March 14, 2024 OSEINEAD Esther Byrd Account Executive, Public Administration esther.byrd@centralsquare.com 714-325-6319 City of Rosemead, CA Cover Letter March 14, 2024 Annie Lao, Associate Planner City of Rosemead 8838 East Valley Boulevard Rosemead, CA 91770 Dear Ms. Lao: On behalf of CentralSquare Technologies, I am pleased to provide the City of Rosemead (City) with a response to your Request for Proposals for a Permit and Land Use Management System. We are confident our CentralSquare Community Development offering will provide the City with a modern and highly functional solution that meets — and exceeds — your permitting needs now and in the future. Our services guide you through implementation leading to a successful, on-time and on -budget Go Live. Community Development manages a variety of permitting and land management projects, grows with you, and provides accessibility, transparency and ease of use. Our proven implementation methodologies address system installation and configuration, data conversion, and documentation. Features relevant to the City's stated needs include: Workflow Automation and Efficiency: Automated workflows support department processes, Community Development's built-in workflow can manage inspections, reviews, and fees as well as route complaints to the proper departments. Business rules can be applied to workflows, and event triggers can be set to change record status automatically when permitting milestones are reached. A single screen interface gives users rapid access to all system modules and interfaces, reducing duplication of work and increasing administrative and operational efficiencies. Public -Facing Portal: eTRAKiT is a public -facing portal with a consistent user experience that helps you efficiently deliver services to the public using the tools and practices of the digital age. eTRAKiT's back- end content manager is intuitive in concept and design, allowing end users to easily customize the portal to their preferences. Contractors and applicants can obtain current permit, project, case, and licensing information. Citizens can submit inspection requests, permit applications, license registration, plan submittals, fee collections, and complaints online. Mobile Functionality: Field capabilities let your inspectors work offline with real-time access to Community Development. Integration: One of the most significant advantages of Community Development is exchanging information across your existing investments. Standard features include working with your Esri GIS system, using data from the Los Angeles County Assessor's office, and merging working data directly into other Microsoft applications. Other interfaces are available for finance systems, document management programs, electronic plan review, interactive voice response (IVR) systems, and citizen request management (CRM) programs. Community Development routinely interfaces with a variety of financial solutions, including Tyler solutions (Munis, Cashiering) via an open API. /N Page i 111�♦/ DocuSign Envelope ID: 2D7B4E58-FE884D8D-96C5-763DD8BC31FB City of Rosemead, CA Training, Documentation, and Customer Support: Ongoing technical support services include downloadable updates, version control, eTraining videos, phone assistance, eHelp documentation, and live remote access to walk through problems. Through our users' group association, we host a large national event and several smaller regional events each year to help customers access in-person training and collaboration with fellow customers and CentralSquare staff. Advantages to the City Proven Public Sector Experience: CentralSquare provides solutions with meaningful benefits to our customers up to, during, and well beyond contract signing. Our commitment has resulted in retaining more than 99% of our Community Development clients since 1999. More agencies realize the benefits of Community Development each year. Stability: CentralSquare resources, reputation, and expertise in the public sector create benefits and opportunities for our valued customers. More than 8,00 customers across North America use Community Development and other CentralSquare Public Administration and Public Service and Justice solutions. We understand and respond to the needs of local government with agility and innovation. Leading-edge Technology: Community Development is at the forefront of next generation web standards, including support for SOL 2012, or later, databases and Microsoft Outlook email functionality. Community Development users have the flexibility to operate on various platforms without requiring plug - ins. All users automatically receive updates when they log in to Community Development, saving the City time required to add updates to every machine. Quick Execution: Our comprehensive blended implementation and project management methodology moves your staff into production as quickly as possible, allowing for flexibility and a successful Go Live. Personal Attention: We are dedicated to our customers and work with each agency individually to automate the way you conduct business. Our comprehensive solution provides installation, training, data migration, project management, business process consulting, customization, and extensive technical support. We ensure the City's investment provides your citizens with the highest quality and most efficient customer service possible. Government is our only business. Two hundred and twenty-four public sector agencies use Community Development, 90 of those are in California. While every municipality is unique, most face similar challenges. We bring the strength of these implementations to the table along with our proven solution, our implementation methodology, and an experienced, professional staff. We understand that Rosemead is known for providing citizens with strong municipal services and specialized programs. CentralSquare looks forward to partnering with you to help the City continue to be a desirable place to live and work through an efficient, effective, and transparent permitting solution. Should you have any questions, please reach out to the Account Executive dedicated to the City, Esther Byrd, at esther.byrd@centralsquare.com and 714-325-6319. Q. Q uireeeeenorwvr... Ron A. Anderson Chief Sales Officer OF Page ii City of Rosemead, CA Table of Contents Cover Letter Section 1 ............. Approach and Scope of Work .......................................................................... 1 KeyFeatures...........................................................................................................................................................1 Goalsand Objectives..............................................................................................................................................1 Community Development Advanced Modules........................................................................................................2 Land Management — Property Data Management (includes Basic GIS)..........................................................2 Basic GIS Integration — Spatial and Geographic View of Information..............................................................4 Permitting — Permit Management and Inspection Coordination.......................................................................5 Projects and Planning — Management of Planning and Development Activities..............................................7 Code Compliance — Management for Code Enforcement and Compliance Activities......................................8 Licensing — Management of Various Licenses...............................................................................................10 Entity Management — Central Directory for Architects, Engineers, and Contractors......................................12 CRM — Citizen Response Management.........................................................................................................14 WorkSpace — User -Defined Dashboard.........................................................................................................16 Basic Reporting and Analytics — Reporting Application.................................................................................18 DocumentAttachment...................................................................................................................................25 eTRAKiT — Online Citizen and Contractor Access.........................................................................................26 Mobiles— Remote Access.............................................................................................................................29 Proposed Community Development Add-on Applications.....................................................................................31 AdvancedGIS................................................................................................................................................31 CentralSquareAnalytics................................................................................................................................32 Project Management and Implementation............................................................................................................34 ProjectManagement......................................................................................................................................34 Implementation..............................................................................................................................................36 Management Strategy, Staffing, and Timeline......................................................................................................37 EstimatedTimeline........................................................................................................................................38 Section 2 ............. Project Team, Key Personnel, and Resumes ................................................ 46 Section 3 ............. Company Qualifications ................................................................................. 50 MunicipalityExperience ........................................................................................................................................51 Examplesof Past Projects....................................................................................................................................51 Section4 ............. References....................................................................................................53 Section 5 ............. Standard City Contract and Insurance Requirements ................................... 54 Section 6 ............. Addenda Acknowledgement .......................................................................... 56 Section7 ............. Cost Proposal ................................................................................................ 57 Appendix A: Scope of Services...................................................................................................63 ScopeSection 1.............................................................................................................................................63 ScopeSection 2.............................................................................................................................................84 ScopeSection 3.............................................................................................................................................85 ScopeSection 4.............................................................................................................................................85 ScopeSection 5.............................................................................................................................................85 ScopeSection 6.............................................................................................................................................86 ScopeSection 7.............................................................................................................................................86 Appendix B: Sample Agreement.................................................................................................87 �♦' Page iii City of Rosemead, CA Disclaimer The terms and conditions contained in this proposal are valid for 180 days from the date of the proposal unless renewed, extended, or terminated earlier by written notice from CentralSquare Technologies, LLC ("CentralSquare"). CentralSquare welcomes the opportunity to respond to the City of Rosemead, California (the "City") Request for Proposal No. 2024-08 issued February 20, 2024, for a Permit and Land Use Management System (the "RFP"). The responses to matters identified in the City's RFP represent CentralSquare's good faith interpretation of the RFP. Additionally, CentralSquare is providing its' then -current Solution Agreement (the "CentralSquare Agreement") with its proposal response which is aligned with the software industry and addresses many of the contractual matters related to this RFP. As demonstrated by CentralSquare's extensive client base, through good faith negotiation, CentralSquare has been able to address a wide variety of concerns and mandates set forth by the respective entities. Unless otherwise stated, taxes that may be applicable are not reflected and will need to be paid by City. Exemptions to pay taxes will need to be provided. This proposal is protected by law and contains proprietary information and trade secrets belonging to CentralSquare. This proposal is furnished and accepted on the express condition that said protected information will not be accessed or used for any purpose other than evaluation purposes without prior written consent of CentralSquare. Confidential Information includes any information unique to CentralSquare which would give CentralSquare a competitive advantage. ©2024 All Rights Reserved. / Page iv City of Rosemead, CA Section 1. Approach and Scope of Work CentralSquare's Community Development software enhances local government operations by automating "we now have easy access to permitting, managing inspections, regulating land use, complicated projects... CentralSquare and tracking projects, while providing flexibility, visibility to Community Development has been a status updates, and payment processing. lifesaver and the increased efficiency probably has been one of our biggest The solution is comprised of a series of interrelated gains." modules tightly linked with a GIS -centric database to provide a user-friendly system for creating, issuing, and Darci Donovan tracking any type of community development activity Pennit Center Manager City of Sammamish, WA directly from the parcel fabric. A single screen interface gives users rapid access to all modules and interfaces in the system. Community Development's information tree format helps users in any module easily identify development activity and its impact on future activity. Community Development Advanced has both core and optional modules. Based on our review of the City's needs, we included appropriate applications in this proposal; other modules may be implemented later if desired. Additionally, we provide services for implementing the system in other City departments. Key Features Designed using Microsoft .NET technology, Community Development uses basic functions common to Windows programs. We regularly consult with existing customers to determine desired features; the top response remains the ability to see information from a single screen. Additional key features include robust search options, related site information, history details, user preferences, and multi -record review. Through Community Development, your citizens and staff receive web and mobile access to information important to them. This 100% web -based system can be accessed anywhere with an internet browser and connection. City inspectors and officers can access permits, code enforcement cases, and related inspections in the field on their iOS and Android mobile devices, even without an internet connection. Goals and Objectives The project will address solutions for the following major functional and service areas, which include and go beyond the City's stated needs as defined in the RFP: ■ Permit processing ■ Inspection management ■ Calendar scheduling ■ Online permit processing ■ GIS integration ■ Address management ■ CRM management ■ Financial system interface OF, ■ Development review ■ Code enforcement ■ Project planning ■ Online fee payments ■ Land records management ■ Report capabilities ■ Inspector mobility ■ Workflow analysis ■ Contractor licensing ■ Internet -based portal ■ Online complaint tracking ■ Facilities licensing ■ Business licensing ■ Third -party interfaces Page 1 City of Rosemead, CA Community Development Advanced Modules LAND MANAGEMENT - PROPERTY DATA MANAGEMENT (INCLUDES BASIC GIS) Land Management is the heart of Community Development, using comprehensive land data obtained from your assessor's office to ensure accuracy. Users can conduct a preliminary screening of a property and then link a project, permit, code complaint, or case directly through Land Management. LAND MANAGEMENT BENEFITS Data Integrity Reduce errors and data redundancy with automated workflows and a single database. Automatically add reviews, inspections, or fees to a record or Workflow Automation generate a notification directly from the map based on defined spatial rules. Unparalleled User Experience Intuitive and easy to navigate for all user levels. ■ view any reiatea Los Hngeies county Hssessor aata ■ View related records associated with a parcel ■ See all subdivisions, land splits, annexations, and site mergers ■ View owner details ■ Create a permit, project, case, or license on a land record ■ Control parcels, buildings, addresses, and street segments ■ Add a warning or lock down a land record ■ Define agency -specific address naming conventions ■ Research property and building details ■ Print owner merge letters and notifications ■ Execute dynamic queries ■ Keep historical records / 'IN Page 2 4 0...,,._ J.,d,.,.o_ sI" . c - 8 una awugemen. ew ys' O d+ amouu p.w.ajrEl $ con.n m 8 ..mn�im amana�aw.ro City of Rosemead, CA / 1% Page 3 City of Rosemead, CA BASIC GIS INTEGRATION — SPATIAL AND GEOGRAPHIC VIEW OF INFORMATION State-of-the-art GIS integration allows users to manage all development activities, such as permits, projects, land management, code enforcement, licensing, and inspections directly from the map. Community Development leverages your GIS so users can visually search the map for development activity and display results in reports GIS functions include enhanced user controls that let users view related records associated with the parcel and to run queries to illustrate search results. Manage Tasks from the Map Create multiple permits, projects, cases, result inspections, add restrictions and more records directly from the map. Automate Workflow Automatically add reviews, inspections, or fees to a record or generate a notification directly from the map based on defined spatial rules. Easy -to -Use Tools Easily generate reports, plot data on the map, add sketches, and print maps without prior GIS knowledge. ■ See all subdivisions, land splits, annexations, and site managers ■ Control parcels, buildings, addresses, and street segments ■ Manage property inspections from a map -based user interface. Create and save spatial bookmarks ■ Use multiple internal and public map services ■ Use measurement and drawing tools ■ Run radius notifications and print owner letters ■ Execute dynamic spatial queries, including the ability to plot results on a map to drill into. ■ View GIS details with a sinale click CENTRAL CO.MUNITY DEVELOPMENT b FA mliis' IT ICU s �R rM O♦� Page 4 City of Rosemead, CA PERMITTING — PERMIT MANAGEMENT AND INSPECTION COORDINATION Community Development lets you streamline your permitting process by tracking the unique workflows for all types of permits from initial application through issuance. You can capture everything you need including contact management, related permit information, plan review tracking, inspector scheduling, financial details, and more. Scalability Easily add new custom fields to manage information unique to each permit type. Minimize Data Entry Automated workflow rules reduce the amount of data entry required by updating the record based on speck activities throughout the permitting process. Document Management Manage documents such as reports, photos, and plan sets associated with a permit by attaching them directly to the record. View any type of file at any time on the record. ■ Create unique workflow for each permit type ■ Schedule inspectors by region, permit type, or inspection type ■ Review related cases, projects, sites, or permits ■ Compare multiple permits side-by-side ■ Manage permit reviews and conditions ■ Search using unlimited user -defined options ■ View warning flags for out-of-date contractor licenses ■ Copy/duplicate information from another permit ■ Control inspection workflows and ordering ■ Create unique job valuations ■ Enter user -defined standard comments ■ Incorporate unique fee schedules ■ Issue permit forms and Certificates of Occupancy ■ Use inspection checklists ■ Generate public Twitter notifications of permit activity / 'IN Page 5 City of Rosemead, CA /\ Permits Issued - Summary by Type �♦� CentralSquare Date Range Between 3/24/2022 and 3/24/2023 OF Page 6 ANEW SINGLE FAMILY __ $2,564,032.00 $153,438.70 RESIDENTIAL EI AIR CONDITIONER 2 $0.00 $550.00 M BUILDING COM 7 $7,194,650.00 $380,318.01 0 BUILDING RES 15 $646,074.80 $21,323.64 ADDITION 13 $609,074.80 $19,123.08 REMODEL 2 $37,000.00 $2,200.56 0 ELECTRICAL 1 $5,000.00 $60.00 17 ENCROACHMENT 1 $0.00 $5,00().00 0 ENVIRONMENTAL HEALTH 1 $0.00 $1,594.48 FENCE 1 $7,500.00 $259.00 L7 MECHANICAL 1 $4,000.00 $24.31 0 PLUMBING 1 $15,000.00 $65.76 M RIGHT OF WAY 5 $18,500.00 $459.02 E9 SEWER 2 $50.000.00 $500.00 M SOLAR 3 $2,500.00 $1,404.06 E9 WASTE WATER 1 $4,000.00 $50.02 0 WATER HEATER _ $2,500.00 $1,354.06 Totals: 54 $10,513,756.80 $566,001.06 OF Page 6 City of Rosemead, CA PROJECTS AND PLANNING — MANAGEMENT OF PLANNING AND DEVELOPMENT ACTIVITIES Projects and Planning manages the workflow for all types of projects through the project lifecycle, beginning with the application and moving through the review and approval process. Record all actions assigned and any conditions of approval for future evaluation. Link scanned plans and markups as part of the project history, with different plan cycles captured for future reference, using the system's attachment feature. Robust Reporting Capabilities Generate project detail reports, radius notifications, application checklists, as well as development review letters with the click of a button. Parent -Child Relationships Easily manage a project from start to finish by linking all related records that are readily viewable from any screen. Event Automation Enhanced configurability tools schedule and manage key activities related to the development processes. ADDITIONAL ■ Track phone calls, emails, or letters ■ Track review in timesheet ■ Create project review cycles and notes ■ Attach different iterations of plans with mark-ups ■ Track inspections ■ Manage contacts ■ Maintain conditions for approval on project ■ Run detailed reports for fee information, project tree, and more ■ Meet dates using event scheduler ■ Assign reviews automatically ■ Create a unique fee schedule for each application type ■ Track engineering and public works projects ■ Interface directly to GIS for project management ■ Issue multiple permits from a single project ■ Create annexations and subdivisions OF 'IN Page 7 � �0 City of Rosemead, CA CODE COMPLIANCE — MANAGEMENT FOR CODE ENFORCEMENT AND COMPLIANCE ACTIVITIES Code Compliance monitors workflow for all types of code enforcement activities from complaint receipt through compliance of the incident. Code Compliance can lock down the parcel record and place a flag on all records associated with a property when entering a complaint or violation. Visualize Activity Use GIS tools to easily identify areas with high levels of code enforcement issues classified by type and status. Record Locking Lock down properties based on the City's compliance procedures to prevent activity, and enhance internal collaboration. Correspondence Management Track all phone calls, emails, site visits, etc., and view all case details from one screen. ADDITIONAL ■ Create cases from GIS map ■ Lock down parcel when certain case types are created ■ Track all activity dates, phone calls, emails, or letters ■ Follow multiple violations on a code case ■ Incorporate all code text into Community Development for easy reference ■ Attach photos and letters to records ■ Email notifications ■ Link to different records ■ Create Case Details report ■ Repeat important dates ■ Protect all information from non -officer staff ■ Capture unique information on user -defined screens ■ Identify addresses using Google street view OF N Page 8 City of Rosemead, CA e � Inspections Completed by CENTRAL '. I4 Inspector coaecan city of central Square Dne Range 99� 101170193nd MUMS maenrts x 'c z 5 0 s aLL $ T� tnbl ln.,,, m.a: tiO / N Page 9 Inspections Completed by CENTRAL '. I4 Inspector city of central Square Dne Range 99� 101170193nd MUMS maenrts x 'c z 5 0 s aLL tnbl ln.,,, m.a: tiO / N Page 9 City of Rosemead, CA LICENSING — MANAGEMENT OF VARIOUS LICENSES Licensing issues and tracks a variety of different license types, including animal, business, and facilities licensing. Several fields are tailored specifically to your needs, including license types, classification codes, ownership types, and other customized screen areas. At a glance, users can quickly review all information pertinent to a specific record. Unmatched Flexibility Manage all information associated with unique license types. Automate the license issuance and management process. Superior Service Easily send batch renewal notifications, enabling your agency to provide better communication and service. Online Renewal Options Licensees can go online at any time to obtain status updates, apply for a license, renew a license, and pay fees. ■ Maintain all contact information associated with a license ■ Allow for online management for citizens ■ Create custom fields and screens ■ Manage all activities and reviews ■ Process batches for renewal notices ■ Calculate proration and penalty fees automatically ■ Assign conditions for a business ■ Associate fees unique to each license type ■ Move licensee information into Entity Management directory ■ Link license to a specific parcel ■ View records related to a license, e.g. permit ■ Attach documents and photos ■ Track all insurance and registration information ■ Check off educational courses completed OF, Page 10 City o/Rosemead, CA OF Page 11 City of Rosemead, CA ENTITY MANAGEMENT — CENTRAL DIRECTORY FOR ARCHITECTS, ENGINEERS, AND CONTRACTORS Entity Management provides instant access to all information associated with professionals, including architects, engineers, contractors, and surveyors, who do frequent business related to permits and projects with Rosemead. View common information associated with these contacts from a single screen for quick accessibility. Easily add details to a permit, project, or license by linking the Link Records contractor. Auto filling of record details eliminates the need to type in contact, license, insurance information, etc. Quickly view all permits, projects, licenses, etc., associated Reporting with the contractor from the record and generate reports with record details. Payment Options Link deposits and trust accounts to contractors and apply them towards permits or projects. ■ Allow contractors to pay fees for associated permits ■ Insert all insurance carrier information ■ Use warning flags to prompt users about expired information ■ Preview all associated records with the contact ■ Track communication with contractors chronologically ■ Maintain license information ■ Link to business license information ■ Track multiple insurance carriers ■ Attach photos and proof of insurance to records ■ Provide Internet link for state licensing information ■ Send emails to individuals ■ Add new permits and projects from the AEC record ■ Restrict information from certain users OF N Page 12 City of Rosemead, CA onu.u^v cmareemr w�pa so.m v.v Ww o-rbm Page 13 �weacKv.,� Q RYyti�6 y Jvw.wwl awe. r<+rrt 8 F r <mtaM �I .n'r..a. RMrcJVI InMTetM ....q ctio. m City of Rosemead, CA onu.u^v cmareemr w�pa so.m v.v Ww o-rbm Page 13 City of Rosemead, CA CRM — CITIZEN RESPONSE MANAGEMENT Organize the tools you need to quickly capture and manage citizen issues with CRM. Monitor all opened and closed issues, when received through the phone or internet, and their locations with CRM. You can link recurring issues and complaints together to ensure the appropriate and efficient handling of issues. Enhanced Customer Service Workflow tools route complaints to the appropriate department to ensure citizens receive a prompt response and quick resolution. Letters and emails based on activities and status updates are Automatic Notifications sent throughout the process, eliminating the need for complainants to contact the City. Integrated with eTRAKiT, CRM provides online access to Online Transparency reported issues, so citizens can easily obtain status information without visiting or calling the City. ■ Koute issues ■ Filter searches ■ Link issues to existing cases or permits ■ Capture complainant details ■ Use GIS map for pin -pointing exact location ■ Use audit log to ensure staff accountability ■ Transfer workflows into other City applications ■ Use built-in workflow functionality ■ Send emails or letters automatically ■ Create a code enforcement case from an incident reported ■ Run reports to determine response times ■ Track all details associated with the work order ■ View entire history of the location ■ Route workflows to different departments 0♦\ Page 14 City of Rosemead, CA e"c�.m�m a. oar'. Ia ..� - H_. -' 4General Information wncm+mnsma a.: Waa xec�gea Q CFM20V` " #tl ri�raP a.m,.. uv �rt�x cwu4xrt66��uiz� _-- mMISY _.. N e KnK1LCWTUMS u. �� w�av4y �� •. A xni.�n�n `��... tr.w u... vwvm� ovfMne mewn n.og � C.prlt.i{IMormrtlen xani swv[x�uxsuc w- lawn � prisiea ��. �a 'mulmws ww�-. ••nN ".L � •. r�a.ew iwpCPV[45IDW o.�4au..a e® [A �mm - ��•� wrea�yam Mxrb.MN o.\ Page 15 City of Rosemead, CA WORKSPACE — USER -DEFINED DASHBOARD All Community Development end users can use WorkSpace to add customizable widgets to view information pertaining to their role in the City. WorkSpace allows users to view information the way they want to see it, either through dynamic charts, personal tasks, or calendar items. Central Location Easy Query Generation Manager Console ■ Incorporate Microsoft Outlook emails View any assigned activities from a single screen based on user -defined criteria. Generate dynamic queries using the advanced search query tool, export to Microsoft Excel, plot on the map, and view in reports. Preview scheduled assignments to help balance the workload ■ Sync with calendar ■ Preview all reviews or inspections assigned to staff members ■ View permit, project, license, and code case information based on user -defined criteria ■ GIS viewer ■ Display dynamic charts and graphs in real time ■ Result inspections and reassign inspectors using inspection center ■ Result assigned plan reviews using review center ■ View assigned and unfinished items in My Tasks ■ Store favorite reports for easy access ■ Preview all conditions assigned to staff members ■ Obtain news updates using Rich Site Summary (RSS) Feed subscriptions ■ Schedule inspections in batch format ■ Stay up-to-date on City news bulletins OF N Page 16 City of Rosemead, CA OF 'IN Page 17 DEVELOPMENT OF 'IN Page 17 City of Rosemead, CA BASIC REPORTING AND ANALYTICS — REPORTING APPLICATION Community Development includes a comprehensive set of standard reports to meet the City's needs. All reports are dynamic, allowing users to specify type, module, date/time, or other parameter and quickly view them from the modules. REPORTS BENEFITS Reports More than 100 standard reports that cover all modules, including financial and system configuration. Ad Hoc Reporting Easy Exporting ■ Select date range parameters Create simple to complex reports with any data in the system. Reports can be exported into the following formats: XML File with Report Data, CSV (comma delimited), PDF, MHTML (web archive), Excel, TIFF File, and Word. ■ Send reports to printer, display, or add as an attachment ■ Export Microsoft Excel, Access, Word, or PDF formats ■ Create charts and graphs ■ Categorize by function and application ■ Generate reports on all system activity and information including: • Account/financial data • Detailed inspection data • Code enforcement • Licenses • Permits and expirations • Plan reviews • Project data ■ Customize unique reports ■ Run system diagnostic reports for administrators Please refer to the following pages for sample Community Development standard reports. OF Page 18 4 %!k/ City of Rosemead, CA Projects by Planner and Status CENTRALSQUARE City of CentralSquare xrcx�rior,rs PROJECT NUMBER PROJECTTYPE APPLIED DATE PROJECT SUBTYPE APPROVED DATE ADDRESS STATUS CLOSED DATE PLANNER EXPIRED DATE DESCRIPTION STATUS DATE DUE DATE DATE DETAILS REZDZ016-DOO1 REZONE 6/7/2016 ZONING AMENDMENT 665 CHESTNUT ST ACTIVE Lea Buddey To develop site for retail use SITE17-OD33 DEVELOPMENT PLAN REVIEW 8/15/2017 OTHER 120 GREEN ST ACTIVE Casey Butler CVS 8/15/2017 SITE17-0014 CECA 8/15/2017 120 GREEN ST ACTIVE Casey Butler CVS 6/15/2017 Printed: Thursday, October 03, 2019 1 of 2 �4 CENTRALSQUARE or N Page 19 City of Rosemead, CA CENTRALSQUARE E n,,,iucn. Projects by Planner and Status City ofCentralsquare ZONE2017-0003 ZONING 5/10/2017 PLANNED AMENDMENT 317 WALNUT AVE ACTIVE Jordan Bryant Rezoning 5/10/2017 Total Number of Projects: 4 Printed: Thursday, October 03, 2019 2 of 2 �4 CENTRALSQUARE OF, \ Page 20 City of Rosemead, CA Permit Issued for by Type CENTRALSQUARE City of CentralSquare ^•^^•^•• Date Range Between 0112019 and 90012019 pd15�1 *adv' d�ep� � P?�y�Vp apOO? 0J� 0Jp ?�aOP pWpCP p4� � 21P Cpl 4 pO Primed. ID—dav,090ctote,,2019 ion �� CENTRALSUUARE OF "N Page 21 City of Rosemead, CA Permits Issued - Summary by Type CENTRALSQUARE City of Centralsquare TECHNOLOGIES Date Range Between 6/1/2019 and 6/30/2019 A NEW SINGLE FAMILY 2 $716,807.00 $9,085.60 RESIDENTIAL ENCROACHMENT 1 $0.00 $115.00 FENCE 3 $0.00 $777.00 WATER HEATER 1 $0.00 $175.00 Totals: 7 $716,807.00 $10,152.60 Printed: Thursday, D3 October, 2019 OFN %!0!0 I Oft CENTRALSOOARE Page 22 City of Rosemead, CA Permits About to Expire - Type CENTRALSQUARE City ofCentralSquare -111.U.M. Date Range Between 5/28/2019 and 5/31/2019 /.\ Page 23 BRES Permits PERMIT NUMBER ADDRESS CONTRACTOR NAME OWNERNAME EXPIRED DATE PERMITTYPE CONTRACTOR ADDRESS OWNER ADDRESS APPLIED DATE PERMITSUBTYPE ISSUED DATE STATUS BRES1703-00015 123 GREEN 5T Bob Barker Construction and O MALLEY MICHAEL & ELISABETH H Development 5/29/2019 BUILDING RES 140 Bay Street 123 GREEN ST 3/21/2017 SFD Santa Cru; CA 95060 SANTA CRUZ, CA 95060 UNDER REVIEW BRES1709-OW03 135 GREEN ST BOBBYZIMMERMAN CALFO CATHRYN A U/W CONSTRUCTION CO 5/28/2019 RES BUILDING 4985 BAYVIEW DRIVE 135 GREEN ST 9/22/2017 SFD COPPEROPOLIS, CA 95228 SANTA CRUZ, CA 95060 RECEIVED BRE51810-0003 419 MAPLE ST DEVCON CONSTRUCTION GEORGE CAROLE CHELSEA #399163 5/28/2019 RES BUILDING 690 GIBRALTAR DRIVE 516 MAPLE ST 10/9/2018 SFA MILPITAS, CA 95035 SANTA CRUZ, CA 95060 RECEIVED BRES1811-0007 106 CHURCH ST W B C Construction Co Inc PACIFIC SQUARE LIMITED PARTNER 5/28/2019 RES BUILDING 666 BAKER STREET SUITE 401 184041ST AVE 102 11/13/2018 SFD COSTA MESA, CA 92626 CAPITOIA, CA 95010 11/13/2018 ISSUED BRES19D4-=8 BIBBINS PROPERTIES 5/31/2019 A NEWSINGLE FAMILY RESIDENTIAL 700 FREDERICK ST 302 4/18/2019 SFD SANTA CRUZ, CA 95062 RECEIVED Number of BRES Prefix Permits: 5 ELEC Permits PERMIT NUMBER ADDRESS CONTRACTOR NAME OWNER NAME EXPIRED DATE PERMIT TYPE CONTRACTOR ADDRESS OWNER ADDRESS APPLIED DATE PERMETSUBTYPE ISSUED DATE STATUS EUC1904-0001 JKB CONSTRUCTION BIBBINS PROPERTIES 5/29/2019 ELECTRICAL PO BOX 4056 700 FREDERICK ST 302 4/4/2019 NEW SERVICE SANTA CRUZ, CA 95063 SANTA CRUZ, CA 95062 Printed: Thursday, 03 October, 2019 1of2 * CENTRALSQUARE /.\ Page 23 City of Rosemead, CA *o Permits About to Expire - Type CENTRALSQUARE City of Central5quare a-.vvivnu Date Range Between 5/28/2019 and 5/31/2019 Printed: Thursday, 03 October, 2019 O'IN 2 oft ,40�CENTRALSQUARE Page 24 RECEIVED Number of ELEC Prefix Permits:1 WHTR Permits PERMIT NUMBER ADDRESS CONTRACTOR NAME OWNER NAME EXPIRED DATE PERMIT TYPE CONTRACTOR ADDRESS OWNER ADDRESS APPLIED DATE PERMIT SUBTYPE ISSUED DATE STATUS WHTR1905-0001 JKBCONSTRUCTION BIBBINS PROPERTIES 5/30/2019 WATER HEATER PO BOX 4056 700 FREDERICK ST 302 5/1/2019 REPLACEMENT SANTA CRUZ, CA 95063 SANTA CRUZ, CA 95062 RECEIVED Number of WHTR Prefix Permits;1 Total Number of Permits: 7 Printed: Thursday, 03 October, 2019 O'IN 2 oft ,40�CENTRALSQUARE Page 24 City of Rosemead, CA DOCUMENT ATTACHMENT Attaching images, letters, reports, and other files directly to records in any Community Development module is possible with the document attachment tool. Community Development safely stores attachments on the server, and anyone with access to that Community Development record can retrieve or view stored attachments. Users can attach all file types to any project, permit, or code case established in Community Development. Additionally, Community Development can attach scanned documents to a project, permit, or code case; link to any image source; and share files among departments. Attach numerous types of electronic file types such as Attach PDF, JPEG, TIF, DWG, XML, 3-D design files, electronic plans, audio files, and Microsoft Office files. Link electronic files to any Community Development record Link type such as a permit, project, code case or business license and view all record information including attachments from one screen. Share Files can be shared among departments. digital plan sets and other support documents directly with ■ Capture photos and link directly to associated permits, projects, code cases, and business licenses with Mobiles for inspection and code compliance ■ Interface with Laser fiche, AppExtender, and RM Console OF Page 25 City of Rosemead, CA ETRAKIT — ONLINE CITIZEN AND CONTRACTOR ACCESS eTRAKiT is a fully responsive, public -facing portal that provides a consistent user experience and gives local governments an easy-to-use, mobile -friendly online solution to better deliver services to their citizens through tools and practices of the digital age. This product provides a back -end consolidated console that is intuitive in concept and design, allowing the end user to customize the portal to accommodate their wants and needs. Citizen access to all the applications listed below will be available from any device. eTRAKiT BENEFITS Building Permits Apply for a permit, pay fees, and schedule inspections. Business License Apply for a business license and maintain any business-related information. Pay for outstanding fees, review notice information, and search Code Enforcement for violations. Apply for a project, pay charges, see plan reviews for Projects Planning in -process, and upload attachments related to a project. Citizen Request Management Report issues from any device. Utilities Pay and view bills and maintain customer account information. ■ Access the portal, which has a responsive design, on any d ■ Benefit from a consolidated console ■ Use the in-line editing tool ■ Customize your portal using the theme tool ■ Search detailed account information ■ Apply for permits ■ Schedule inspections and review inspection notes & details ■ File a complaint online and track the progress ■ Apply for and renew business licenses ■ Apply for projects ■ Review plan check results, notes, and required actions ■ Add attachments and upload plans ■ View parcel information from a map ■ View online accounts on the dashboard OF 'IN Page 26 City of Rosemead, CA HOME i DASHBOARD i VIEW/EDIT PROFILE i VIEW CART i VIEW TRUST ACCOUNT i LOG OUT LOGGED IN AS: SUNSHINE CONSTRUCTION Permit Application Step 2 Step 3 Step 4 FT=117PMTriormation PERMDType JUTIUTY _ __-ions for online UTILITY applicptiorm PERMIT RIGHT OF WAV ar Subtype Note.: rleW water service -job ValueSS(>0.00 Additional Inforneation REQUEST FOR: New Water or Sewer Service?: Water v Meter UpsiaelDownsie?: WA v ® Meter Sae: .75 - Number of homes to be service by 1 meter. _.. Meter Will Be Remotely Located?: FN. v Street where water line is eaistinp?: 312 Maple Street Relocate Existing Meter?: Yes v Existing Water Account a: I 9944521-88-58 Agency Providing Water? (ewer only): Fie Hydrant? (elect hydrant size): Slanaartl " PROPERTY INFO: Project TyPe:: Ewsling Home v Fie Sprinkler System:: NO v Well on Property:: FN. /.N Page 27 City of Rosemead, CA Welcometo Cmt,l�am s �lne� n Mw rIN v td Page 28 City of Rosemead, CA MOBILES — REMOTE ACCESS Inspectors and officers can carry information about permits, code enforcement cases, and related inspections on their Fads. They can also modify the inspection status, enter inspection results and notes, and schedule inspections in the field — even lacking a constant wireless connection. View assigned code cases and scheduled inspections with To -Do List various sort criteria such as date, address time, and type. Inspectors can click on each code case inspection to obtain full details on the record and add cases in the field when needed. Access to Real -Time Information Quickly view details about a record and see the result actions in real-time, or search nearby records to research properties. Simplified Inspection Management Inspectors have quick and easy access to key code case and inspection data to complete daily tasks. ■ Use in off-line mode ■ Manage code cases proactively ■ Result scheduled site inspections ■ Create or modify cases in the field ■ Add multiple violations on the fly ■ Modify, schedule, and route inspections ■ Capture photos in the field op" N Page 29 �•/ BITEIxSPECTION 04292022 SITE201) OOOT 0130 PM 333 LOCUST ST �g FRAMING 04292022 BREM70700008 _ 324 LINCOLN $T APPROACH INSPECTL- 04292013 BRE52M6 3 In MAPLE ST FOUNDATION 04282022 BRE510129O0S3 AM 139JENNEST ANNUALINSPECTION 04292022 SUS17 OOO7 123 ANITA ST DRYWALL 04292022 BRESIBO6-0007 301 MI6510N ST DRYWALL 04292022 FN0908-0004 95 RNER ST WATER HEATER FIN_ 04292022 WHTR1905-0005 130 FRANKLIN ST City of Rosemead, CA Sa[eiAte My6nE SontlarE op" 'N Page 30 City of Rosemead, CA Proposed Community Development Add-on Applications ADVANCED GIS Advanced GIS includes the SpatialAdvisor tool. SpatialAdvisor creates workflows based on the relationships between features in a geodatabase. You can add inspections, actions, conditions, fees, and reviews as well as prevent adding a record. Additionally, you can prompt alerts based on intersection, buffer, and attribute values when creating permits, projects, cases, CRM types, and licenses. n.. n.,u....wR fuua: numvG.MtmaiM+x+�m[q.n¢Mwgvmn-rxx [q usuWiwav M[wm,v[x. w.mw.Fx+xaw� F L:m w».�xr�viYdiv�ee_ma,•hs Wm hv.. wgmaee. u!bm.n Page 31 G—E u111 i � uw A Lf .m dw.+cus ao rm. n¢vcOnn t.ah. Vl J, C. .mm 4iWg[Cu ew xmvnpmw n..<uouxrnao�e C v.#+ NupnM,f Wftwrt ✓me �ws p �wxuNun �_ ^+K m^w rvn Fw.Nr gmhx..xn r, ✓wry a tq, .wv uaw.Wvvmnnm &.9ukII Me. ow,m.ry n.. n.,u....wR fuua: numvG.MtmaiM+x+�m[q.n¢Mwgvmn-rxx [q usuWiwav M[wm,v[x. w.mw.Fx+xaw� F L:m w».�xr�viYdiv�ee_ma,•hs Wm hv.. wgmaee. u!bm.n Page 31 City of Rosemead, CA CENTRALSQUAREANALYTICS CentralSquare Analytics heightens data discovery, creates dynamic reports, and automates the analytics process for Community Development. Powered by IBM Cognos Business Intelligence and fully integrated with Microsoft Office, CentralSquare Analytics extracts and analyzes complex data and assembles reports that enhance business decision processes. If an existing report does not exactly match your requirements, you can easily modify reports or create new reports. The proposed implementation includes report -writing training. Analytics is a powerful, intuitive tool that uses advanced technologies, such as artificial intelligence, smart data analysis, and intelligent visualization, allowing you to harness the power of your data to make better, smarter decisions. You can easily create tailored reports and custom dashboards to transform your mass of data into visualizations that convey a breadth and depth of insight. Additionally, through Al and other tools, Analytics provides insight for modeling future behavior, such as the effects of changing demographics on your community. Analytics provides a platform with interactive dashboards, scorecards, and a user-friendly format that helps produce relevant reports. It allows people across departments to create, collaborate, and deploy information instantaneously. This complete, web -based solution provides components for the full reporting lifecycle, including enterprise -wide reports that can be authored once and consumed anywhere, even on mobile devices. OF, Page 32 Native reporting reduces IT bottlenecks and allows for more Collaborative Reporting timely distribution of information. Analytics allows report users and authors to respond quickly and effectively and allows employees to retrieve information on their own. Users and report authors can create and save notes on HTML Report Annotations reports that other users can reference, making it easier for users to share information and capture their thoughts. This web -based solution allows you to work at optimal business speed and allows users access to critical information at any Web -based Deployment time. Users can easily administer and distribute data from anywhere. Collaborative reporting allows users to quickly create reports, ensuring the timely distribution of information and wise decision-making at every level. It also distributes the Self -Service Reporting responsibility for report creation and reduces IT's reporting workload. Analytics reporting allows users to share information faster with the ability to reuse queries and report objects created by others. Analytics builds reports without concern for end use and Author once, Publish anywhere eliminates the need for special versions, whether viewing on a mobile device or converting to PDF. OF, Page 32 City of Rosemead, CA ce•.e•..•aw•••geacwr.. ce•.tonuewgraw w. ` •c:eoea � , .Gaal Cbs•a ♦....o.c.a. cio..ago..ar Hu�nwao...Wmge...rrw •�.p. M+4P.�gCas OH /.\ Page 33 � �O 57 • V4YIxM6 124. . ze ♦....o.c.a. cio..ago..ar Hu�nwao...Wmge...rrw •�.p. M+4P.�gCas OH /.\ Page 33 � �O City of Rosemead, CA ' 20VY.rw-on. ' 6.96 , d M1nNM.r LIW Mr+rnr V`nmtfYMgV 0 �-Nm a�H uw�f d.aramm w.enr n .n� nrocros�n Xu6unma 233W ^'"^�^"'� MVPannTcn iGW r' USEv&rttEA B�]P159 Nis 1.LSOW Y EHYXFfl1N3,5i ... S.mmna t,SUW � irvW Bsmn NEdXE3 j �y 19Tp £ , NNm�gin 1.1WS0 Y} EPE15L NGS�mn+x I,S�YO ■ . ., izl'Fwmen ,a Mn o ��, ov r..yvt .irn " . murrse. buiSmY 4A091B] Project Management and Implementation Experience has shown us that successful software implementations are due to a combination of the capability of the software, quality and commitment of the people involved, and the effectiveness of the implementation methodology. Each of these components is critical to successful software deployment and use. The methodology used to implement software is the key factor in mitigating risk, improving efficiency, and achieving success. We approach each project with a blended methodology combining Project Management and Implementation into one fluid process. They are tightly integrated, and both are vitally important to success. As a blended process, they ensure we meet objectives collectively and consistently throughout the course of the project. PROJECT MANAGEMENT Our proven project management approach includes initiation, planning, monitor and control, and closeout. From kickoff to closeout, we follow industry standards to provide you with the highest level of service. To keep you up to date, your CentralSquare project manager will conduct weekly status meetings throughout the implementation. They will also serve as your first escalation point for all project needs. OF N Page 34 INITIATION Q Sales to Delivery Kickoff Final Project Team Secured Initial Project Plan Drafted Internal Project Setup PLANNING %� Project Kickoff alamm,## Project Governance Established Outcomes Aligned Change Management Plan Communication Plan Complete Team aligned to Final Plan MONITOR & CONTROL O Manage Issues & Risks Quality Assurance reviews Manage Project Teams to the Plan Stakeholder Reviews & Escalation Budget & Timeline Management TRANSITION Signoff on Deliverables N;.—/ Knowledge Transfer Plan Introduction to Support & Customer Success Post -deployment Activities Project Audit to Contract City of Rosemead, CA Project Management •J L ENTRALSpUARE METHODOLOGY Phase 1: Initiation — This phase begins with the transition from sales to delivery. To facilitate a smooth handoff, we ensure all information captured during the sales cycle is successfully communicated to our service delivery team. Project management and service delivery teams carefully review the statement of work and contract to ensure all details are understood and aligned. Phase 2: Planning — With handoff complete, Planning begins with a Project Team Kickoff where we work together to align the project work with the outcomes identified in the statement of work and contract. We establish formal project governance to ensure that CentralSquare and City stakeholders are informed and involved throughout the project via regular status updates and quarterly review meetings that address project health. With a focus on change management, we work with you to create a communication plan that supports end-user adoption. This phase ends with the construction of an integrated project plan providing clear task ownership and the assignment of resources. Phase 3: Monitor & Control — In this phase, our project management and service delivery teams work with your staff resources to execute the project plan. Implementation tasks such as review and analysis, configuration, testing, and deployment occur in this phase. Phase 4: Closeout —As the project approaches Go Live, we begin the transition from our Project Management and Service teams to our Support and Customer Success teams. Our methodology ensures you have a seamless customer experience from one function to the next. Following project completion, Customer Success is your advocate and works closely with you to make sure we are highly supportive and responsive partners. OF 'IN Page 35 City of Rosemead, CA IMPLEMENTATION CentralSquare implementation features critical service delivery artifacts that ensure consistent and predictable results. We place a heavy emphasis on training, quality, and change management throughout the entire implementation. "Implementation RF`✓[E`vV S ANALYSIS Workflow Analysis Decision Workbooks Data Migration Mapping CONFIGURATION OF ENVIRONMENT 0 CENTRALSq UARE Admin Training Workshops METHODOLOGY User Assessments Data Conversion Interface Configurations .s TESTING Execute Functional Testing Data Convention Testing Training Go Live Readiness DEPLOYMENT vComplete User Training Plan Cutover Schedule & Communications Execute Go -Live Celebrate Stage 1: Analysis — To begin, we jointly perform a comprehensive analysis of your current state processes related to core system functionality. This allows for prescriptive recommendations to maximize efficiencies. We also begin the process of data conversion by analyzing your legacy data. This sets the stage for data conversion success. Our Workflow Analysis is aligned with industry best practices so that your business processes are more timely, accurate, and provide easier access to information. Stage 2: Configuration — We begin to work with your team to configure the system in accordance with the objectives defined during discovery. We build a test plan specific to your system and modules and start iterative testing that continues through implementation. Testing validates that we have successfully satisfied your functional requirements and your users can execute defined business process. In addition, our data conversion team guides you through the conversion process. /♦N Page 36 City of Rosemead, CA Stage 3: Testing — Testing is a collaborative effort between your core team and the CentralSquare consultants to assess your team's readiness for Go Live. We have a library of testing scenarios we can leverage; we also encourage the use of specific scenarios that best fit the City. We prepare your team to take ownership of the system via knowledge transfer and continued change management efforts. Throughout, we train your end users on the systems and their processes so they are well prepared to use the system after cut over. Stage 4: Deployment — Deployment begins with the completion of your production environment. Change management is essential, and efforts around planning, training, and communication continue in this phase. With your involvement, we conduct a mock Go Live to ensure your actual Go Live is successful. After your team and our team both conclude that we're ready, Go Live. Management Strategy, Staffing, and Timeline Project Management Strategy: CentralSquare uses the industry-leading standards of the Project Management Institute Body of Knowledge. Our team's professional experience, combined with public sector and application expertise, makes us the comprehensive provider to meet your current and future technology needs. Our Project Managers have great insight into the long-term implications of different business practices, and we select the best fit possible with your team. Your CentralSquare Project Manager provides examples of how other clients operate, offers suggestions for process improvements, and proposes potential workflows. The responsibilities of the CentralSquare Project Manager include: ■ Maintain clear and active lines of communication with the City. ■ Facilitate coordination between all CentralSquare departments to fulfill our commitment to the City. ■ Collaborate with the City to build a project schedule based on the contract and scope of work; update the schedule on a weekly basis. ■ Drive tasks to timely and quality completion, fulfilling Go Live dates and project deliverables as indicated in the project schedule. Monitor the work plan and schedule and make course corrections as necessary. ■ Monitor and report progress on our responsibilities. ■ Facilitate weekly status meetings; provide agendas and status reports. ■ Support the City's Project Manager in monitoring and reporting overall implementation progress. ■ Notify the City Project Manager and project sponsor immediately of any issues that might delay the project. ■ Serve as the point person, or first escalation point, for all project issues. ■ Provide issue resolution status, tracking, and procedures. Project Sponsors Customer Project Sponsor: The City Project Sponsor allocates resources, provides strategic direction, and communicates key issues and the project's importance to the City. Sponsors are involved as needed to provide necessary support, oversight, and guidance, yet do not participate in day-to-day activities. CentralSquare Executive Sponsor: Our executive sponsor dedicated to the City's implementation is a member of the CentralSquare senior management team. Their vested interest in the project's success creates an environment in which both Project Managers can excel. We provide staffing information in Section 3 of this response. N Page 37 City of Rosemead, CA ESTIMATED TIMELINE We understand the City's goal to Go Live by 2025, and, at this point, that goal is quite reasonable. Typically, total implementation takes approximately 11-13 months. To maximize the learning experience, end user and System Administrator training takes place just prior to Go Live. The following sample project schedule represents the steps associated with the proposed implementation. Upon further discovery and scope of the project, a project plan with actual implementation dates will be determined. This typically takes place during the contract stage of the evaluation process .All dates we use are for illustrative purposes only. No dates have been reserved for conversions or training. Upon contract signing, we will work together to develop a detailed plan, including confirmed dates, resources, and tasks which may vary from this plan. 1 Contract Sign contract. Execution Sign final contract. 11:101 2. Project Kick -Off Participate actively in Kick -Off and Lead Kick -Off and provide agenda and Month provide input on project schedule. preliminary project schedule. 1&2 Confirm 3 Hardware & Test intemet connection to environment. Confirms remote access. Month Required 1&2 Systems 4 Initial Data Upload all legacy databases quoted in Review initial data upload. Month Extract the contract to CentralSquare FTP site. 1&2 5 Project Timeline Sign off on remaining project milestone Provide City with timeline dates. Month Sign -Off dates. 1&2 GIs Conduct meeting with CentralSquare to 6' Consultation discuss the delivery expectations for GIS data. 7. Map Template Delivered Delivery of Upload geodatabase onto the 8' Geodatabase CentralSquare FTP site for data mapping. Offer suggestions to ensure expected delivery. Provide a sample map Month 3 template for use in Community Development GIS. Deliver sample map template to the Month 3 City. Begin mapping the source tables to the Community Development Month 3 structure. Screenshots of Provide screenshots of existing software Review screenshots and begin 9. Existing that relate to the data conversion mapping of data; prepare data Month 3 Software process. mapping document to submit to City. Demo Existing Conduct an overview of City's existing Review current legacy systems with 10. Legacy system for CentralSquare. City. Month 3 Systems Remote Participate in remote, two-hour webinar Conduct webinar training sessions 11. Webinar training sessions for each Power User/ prior to meeting. Month 3 Training Series subject matter expert. Conduct Kick -Off meeting. Participate in Kick -Off Meeting, which Review Configuration Guide with all 12 Kick -Off includes a review of the Configuration departments, and assist in completing Month 3 Meeting Guide and Workbook. Land Management data fields. Provide workflow samples for future discussions. OF IN Page 38 %: �0 City of Rosemead, CA Conduct a review of business First Workbook City departments attend review meetings processes with each Department. 13. Review Remote with CentralSquare. Ensure that the Configuration Discussion Workbook is up to date. First Land Review land data mapping details and 14. Management configuration information with Workbook CentralSquare. Review 15. Initial Workflows Provide initial workflows from various departments for review. Business 16. Process Review Meeting First 17. Conversion Review 18. 19 20. 21 22. Second Land Management Workbook Review eTRAKiT Credit Card Gateway Second Workbook & Workflow Review Remote Discussion Second Conversion Review Final Land Management Workbook Review Provide business process workflow and corresponding reports/forms used in daily activities. Sessions are divided among departments. Attend first review call with the CentralSquare Data Conversion Specialist. Review finalized Land Management workbook. Review configuration workbook and provide feedback as applicable. Review initial workflows submitted for Business Process Review Meeting. Assist City with workbooks, identify process adaptations, and review specifications for reporting requirements. Month 4 Month 4 Month 4 Month 4 Provide list of data conversion Month 5 questions. Review workbook and provide Month 5 additional feedback as applicable. Provide CentralSquare with online credit Review credit card portal and prepare Month 5 card gateway information for integration. a scope for expectations. Conduct a review of business City departments attend review meetings processes with each department. Month 5 with CentralSquare. Ensure Configuration workbook and workflows are being updated. Attend second review call with the CentralSquare Data Conversion Specialist. Submit and review finalized Land Management workbook. Final List of Deliver final list of forms and reports; 23. Forms/Reports define custom scripts for additional Due requirements. Land Management 24. Workbook Final Collection Third Workbook & Workflow 25. Review Remote Discussion Workbook 26. Review Meeting Provide list of data conversion Month 5 questions. Review workbook and provide Month 6 feedback as applicable. Provide final version of Land Collect Land Management workbook, Management workbook, including all complete the spatial joins handled by mapping, custom screen, and spatial join CentralSquare; ensure mapping is requirements. consistent with discussed process. Conduct a review of business City departments attend review meetings processes with each department. with CentralSquare. Ensure that configuration workbook and workflows are being updated. Provide workbooks and copies of needed forms/report. Attend department meetings to offer insight into workflow. Provide complete set of source data for conversion. Month 6 Month 6 Month 6 Collect City responses to Workbooks. Conduct department meetings to ensure understanding of responses Month 6 and discuss procedural needs. Review data to convert with City. Page 39 27 RM 29. 30. 31 Customer Survey Land Management Pre -Conversion Review Identify Bluebeam workflow* *if applicable Identify Bluebeam stamps* *if applicable Initial Forms/Reports Scope Project 32' Workbook Final 33. Conversion Review Map Services 34. Delivered Provide feedback on the project to date. Participate in the pre -conversion review Identify the workflow(s) used by the City for electronically marking submittals. Identify all stamps necessary for Bluebeam. Participate in a review of the Forms/Reports requirements and sign - off on the initial Forms/Reports Scope. City of Rosemead, CA CEAT,-4'kL5*1A&h RESPONSIBILITIES DATE Conduct a review of the project to Month 6 date. GIS Specialist and Data Conversion Specialist review Land Management Month 6 workbook to clarify mapping and conversion details. CentralSquare receives information and provides it to the assigned Month 6 Trainer -Consultant. Demonstrate the creation of stamps in Bluebeam to ensure the City can Month 6 support this in an ongoing manner. Sign off on final version of the workbook. Use the workbook to configure the system. Attend final review call with the CentralSquare Data Conversion Specialist. Deliver map services, which may include eTRAKiT, Community Development data, and/or Community Development visual map services, to CentralSquare prior to initial delivery. Provide final list of data conversion question and any mapping requirements. Configure map services with data. Month 6 Month 6 Month 6 Month 6 OF IN Page 40 Configure system according to System 35. Provide additional information as needed workbook responses and meeting discussions. Convert historical data. Month 6 Configuration by CentralSquare. Create/Customize reports and/or forms (e.g. Permit Form). Power User/ Workflow 38. Processes Subject Matter 36. Experts Meet CentralSquare Trainer -Consultant Project Manager and Trainer - Consultant meet with City to discuss Month 7 Training and develop plan for user training. user training. Planning Power User/ 39. Subject Matter OF IN Page 40 Install and demonstrate configured 37. Initial Delivery delivery. Attend demonstration of the delive system with various departments. Month 7 Review eTRAKiT validation /preferences wfth City. Workflow 38. Processes Receive written workflow processes from Deliver a sample set of workflow processes to City for review and use Month 7 Delivered CentralSquare. during training. Power User/ 39. Subject Matter Provide meeting space and training Provide training materials for initial Month 7 computers for up to eight staff members. system configuration. Experts Trained OF IN Page 40 City of Rosemead, CA Land Management Provide CentralSquare with City Power User/ subject matter experts 53. credentials/access to configure the Land Update Routine and Python scripts (in Month 8 Update Routine verify accuracy and placement of GIS, if necessary.) Delivery converted data, forms, and reports. Test Test map services and update with Finalize GIS configuration for Go Live. Month 8 Review CentralSquare. software configuration, program Receive change requests from City Month 7 40. Testing Begins interfaces, and software customizations. and make necessary revisions. Notify CentralSquare of desired changes and acknowledge start of the test process. Bluebeam Service Install Bluebeam licensing, and begin CentralSquare provides access to q Month 7 41' Activated' testing Bluebeam with initial Bluebeam integration. *if applicable configuration. Review forms/reports provided at initial Receive comments or sign -off from 42' First Review of delivery and provide comments or sign- City and make adjustments as Month 7 Forms/Reports off. necessary. External Test any external data interfaces Review any external data 43. Interface provided by CentralSquare, including import/export routines prepared for Month 7 Review land update routine, accounting city. Cr<y' interface, and other data import routines. 44. Second Testing Review data and configuration with Schedule remote meetings with each department to review system Month 8 Review Project Manager via remote sessions. configuration and checklists. 45 Second Continue system review. Deliver revisions to City. Month 8 Delivery Land Review and sign off on Land Provide the Land Management Update Month 8 46. Management Management Update Routine document. Routine document. Update Routine Customer Provide feedback on progress since the Review project since the workbook Month 8 47. Survey workbook review. review. 48. Third Testing Review data and configuration with Schedule remote meetings with each department to review system Month 8 Review Project Manager via remote sessions. configuration and checklists. Second Review Review forms/reports provided at Receive comments or sign -off from Month 8 49. of Forms/ second delivery and provide comments City and adjust as necessary. Reports or sign -off. Second 50. Delivery Deliver revision list to CentralSquare. Month 8 Revisions 51' Fourth Testing Review data and configuration with Schedule remote meetings with each department to review system Month 8 Review Project Manager via remote sessions. configuration and checklists. 52. Third Delivery Continue system review. Month 8 Land Management Provide CentralSquare with Initialize the Land Management 53. credentials/access to configure the Land Update Routine and Python scripts (in Month 8 Update Routine Management Update Routine. GIS, if necessary.) Delivery 54 GIS Final Test map services and update with Finalize GIS configuration for Go Live. Month 8 Review CentralSquare. OF 'IN Page 41 Final Review of Review forms/reports provided at third 55. Forms/ delivery and provide comments or sign - Reports off. Final Revisions Deliver final revision list to 56. List CentralSquare. eTRAKiT Final Validate the configuration settings for 57. Connection eTRAKiT portal. Validated 58 Fifth Testing Review 59. Final Delivery Go Live Dry 60. Run City of Rosemead, CA Receive comments or sign -off from Month 9 City and make necessary adjustments. Receive review comments and make Month 9 final adjustments. Provide remote assistance for Month 9 eTRAKiT payment portal. Review data and configuration with Schedule remote meetings with each Project Manager via remote sessions. department to review system Month 9 configuration and checklists. Review final submitted items. Install modified system. Month 9 Develop a Go Live schedule for Deliver data in preparation for Go Live. rehearsal with City prior to actual Go Month 9 Live. Acknowledge the end of the test process 61. Testing Ends and approve findings before end-user training begins. End -User 62. Training Develop plan for end- user training Planning City Support 63. Transition Preparation City Support Attend remote discussion with 64. Transition Call CentralSquare support team. Transition to Provide final extract of historical data to 65. Live CentralSquare. End -User Provide meeting space and training 66. Training computers for up to eight staff. Month 10 Project Manager and Trainer - Consultant meet with City about Month 10 training. Project Manager assembles materials necessary to transition implementation Month 10 knowledge to the CentralSquare support team. Introduce CentralSquare support team along with expectations for using Month 10 technical assistance after Go Live. Convert data and load into City's Month 10 environment. Provide training materials for training. Month 10 O N Page 42 General System End users attend a mini System Conduct an accelerated System Administrator session with end users 67. Administration Administrator training session prior to Go for user privilege and general Month 10 Training Live. configuration management. Go Live with Community Development, 68. Go Live Mobiles, IVR, and eTRAKiT (if Provide support. Month 11 proposed). Assemble various departments for Conduct follow-up visit 45 days after Month 12 69. Follow -Up Visit review with CentralSquare. Go Live. 70 Customer Provide feedback on the overall project. Conduct final review of the project Month 12 Survey implementation. Go Live System Review that CentralSquare has provided Provide a letter detailing all project Month 12 71. Review and committed to all project deliverables. commitments. System 72 Administrator/ Provide System Administrators for Train City staff at designated facility. TBD Report Writing training. Training O N Page 42 City of Rosemead, CA Upon further discovery and scoping of the project, a Project Plan with specific implementation steps and dates will be created. This ensures all City requirements and needs are included in the plan. Software Installation and Setup Plan: Upon execution of the contract, CentralSquare sends your Project Manager a Project Workbook. This is the first step in the review of your workflows and business processes. This high-level checklist includes specifications that enable CentralSquare to configure Community Development for maximum efficiency for the City. CentralSquare Installation Services remotely installs the software components after the necessary hardware is in place. We set up a training or test environment during implementation for use in application training classes. Prior to Go Live, we clear training data and prepare for live data entry. Business Process Design and Gap Resolution: Decades of partnering with local governments to implement planning, permitting, and parcel management solutions have given us particular insight into industry best practices. Experienced CentralSquare consultants conduct the proposed Business Process Review (BPR) with key staff members from the City. The BPR adds to our understanding of the unique business practices of City, including areas that may present challenges or need improvement. CentralSquare consultants discuss industry best practices, current procedures, and system options, including methods used by other public sector organizations. These discussions result in decisions about processes, gap resolution, and go -forward recommendations. Detailed specifications for each development item are included in the project's scope, which provides clear direction to team members. System Configuration: The configuration process develops from our discussions and the completed Project Workbook responses. Through the Community Development Utilities and Maintenance module, the CentralSquare Project Manager configures the application types and workflows to meet your needs. The team typically completes this stage in 30-60 days, depending on the complexity of your workflows and data. Following Go Live, your System Administrators maintain the Community Development configuration using the Utilities and Maintenance module. They can adjust processes, fee schedules, security, and numerous other configuration options without assistance from CentralSquare. We include Utilities and Maintenance module training in the System Administration training. GIS Integration: CentralSquare offers two levels of GIS integration; we are proposing Advanced GIS to best meet the City's needs. ■ Basic — Requires ArcGIS Server with basic connection to existing geodatabase with potential to mash up other geoservices from outside agencies. The Standard GIS viewer lets users manage all development activities, such as permits, projects, land management, code enforcement, licensing, and inspections directly from the parcel fabric. This option is delivered as part of the standard offering. ■ Advanced —Requires ArcGIS Server with spatial rules developed from varying layers in the existing geodatabase. The Advanced GIS viewer includes all features available in the Standard viewer and the following additional benefits: • spatialAdvisor— Create workflows based on the relationships between features in a geodatabase. Add inspections, fees, reviews, conditions and/or alerts based on intersection, buffer, and attribute values of features when creating permits, projects, and cases. Customizable scripts (up to five) for unique workflow events of the spatialAdvisor. OF N Page 43 City of Rosemead, CA Application Interface and Integration Strategy and Plan: Community Development has an integrated design. One of its strongest features is exchanging information across system modules and among third - party applications. We routinely integrate Community Development with other third -party solutions, such as finance systems and document management programs. Depending on the type of integration and required functionality, Community Development integrates via web services, direct database calls, and batch export routines. The desired functionality drives the method of integration. Standard functionalities are integrating with Esri GIS; importing data from the assessors office; and merging Community Development data directly into Microsoft applications including Word, Excel, and Outlook. Go Live and System Stabilization: After Go Live, CentralSquare continues to support the City to ensure the software performs as expected. The City becomes familiar with our Help Desk procedures, and a smooth transition from consulting to Help Desk support takes place. During this phase, you will transition from working with a Project Manager to working with an assigned Customer Success Manager. With the exception of support issues, your Customer Success Manager is your primary contact for our ongoing partnership, where our goal is your complete satisfaction. Your Customer Success Manager becomes familiar with your organizational goals and challenges and provides relevant, benefit -driven solutions that enhance your CentralSquare experience. Security Strategy and Configuration Plan: Community Development includes robust tools for defining and managing security. The Utilities and Maintenance module allows System Admins to easily configure user security rights on an individual or group basis without programming knowledge or reliance on IT. When a user logs in to Community Development, the system only provides the rights and access assigned to their specific user login. The system assigns user rights at the functional level via an extensive series of privilege and deny rights. System Administrators can assign security on an individual or group basis for various role designations. The system can also hide confidential or sensitive fields, such as FEIN, and SSN. Community Development includes audit trail capabilities. Changes registered in Community Development show the user ID and time/date stamp next to each event. Comprehensive reporting further supports audit controls. The ad hoc reporting tools allow cross -application reporting and cross -application, drill - down analysis to provide immediate supporting data for higher or lower -level reports. Quality Assurance: CentralSquare provides quality assurance (QA) throughout the implementation lifecycle. To project success and adoption of the system by all stakeholders, it is critical to ensure a project of this magnitude is progressing as planned according to the City's goals. CentralSquare assigns a dedicated Project Manager at the start of the project. Duties include: ■ Reviews progress on all project deliverables and milestones outlined in the statement of work ■ Assists with any identified areas of high risk ■ Holds a quarterly conference call with the City project team to get feedback on project progress ■ Communicates any challenges internally to CentralSquare leadership to resolve issues proactively ■ Provides feedback to project staff and managers on QA activity results ■ Helps identify lessons learned to improve performance on future phases ■ Identifies issues that impact project quality, timeline, and overall goals; documents, tracks, communicates and resolves issues /.N Page 44 City of Rosemead, CA Testing Strategy: Testing ensures the City receives Community Development according to previously detailed configuration needs. Testing addresses all data conversion anomalies and software configuration issues. The primary role of the City is to test the Community Development system as it operates in your environment. This includes verifying data converted from your existing databases and testing the configuration to ensure it meshes seamlessly with your needs. The system testing standards include our proposal responses to this RFP, any mutually agreed upon clarification to those responses, and all documented entries in the Project Workbook. Throughout testing and delivery revisions, there is continued communication between the Project Managers as they refine enhancements, data variances, or configuration irregularities. Weekly reports show the progress of changes and move the process along. If any system errors or problems develop, CentralSquare immediately addresses and corrects the issue. The CentralSquare Trainer -Consultants and Project Manager are responsible for helping you identify proper testing procedures and timelines to support the testing process. CentralSquare and the City will work together on the actual testing processes to validate the results and confirm the system meets your business requirements. Together, our testing plan includes all critical scenarios that need to be run through testing. While there is effort for City staff to define the scenarios, the advantage is seeing and understanding the results prior to using the system in a live environment. Experience shows that having City staff run tests with CentralSquare support allows your team to practice and use the system in a mock -live environment. The City's testing reinforces the training CentralSquare conducts with core users. Our methodology incorporates the following types of testing: ■ System Testing — performed in tandem with the installation process to ensure the system is operating effectively in your environment. ■ Integration Testing — completed by end users after system testing to ensure configuration is operating properly. ■ User Verification Testing (UVT) — done just prior to Go Live by the City to ensure the system meets all the functional requirements and is ready for Go Live. OF N Page 45 City of Rosemead, CA Section 2. Project Team, Key Personnel, and Resumes CentralSquare has years of experience implementing projects for a broad range of agencies. The sample resumes on the following pages illustrate key members of the Community Development team typically available to assist with Community Development implementation and ongoing use. All individuals listed are CentralSquare employees. We assign specific resources after the contract is signed and provide appropriate resumes to the City at that time. Be assured: CentralSquare will provide qualified resources that meet or exceed your requirements. The resources assigned to your project will be your point of contact throughout the project, either directly or through the CentralSquare project manager. This team will handle any project related issues and provide project support throughout the implementation. The project will be conducted remotely, unless otherwise contracted and stated in the SOW. All staff deployed for the City's implementation and ongoing use are CentralSquare employees who have teamed on multiple successful projects similar to the City's. OSEME'AD CentralSquare r _ y Delivery Team 4-1 I I Implementation I Consultants I I I i I I Technical Consultants I I I � I � I Data Conversion I Consultants � I � I I Training Consultants I I I I I I ----------------J Steering Steering Committee Members CentralSquare r _ y Delivery Team 4-1 I I Implementation I Consultants I I I i I I Technical Consultants I I I � I � I Data Conversion I Consultants � I � I I Training Consultants I I I I I I ----------------J Rosemead r Core Team I I Leaders 1 I I I I I I Decision Makers I I I I I I Functional Experts I I I I I I Information I Technology I I ---------------- Page 46 Steering Committee Members Rosemead r Core Team I I Leaders 1 I I I I I I Decision Makers I I I I I I Functional Experts I I I I I I Information I Technology I I ---------------- Page 46 Confidential City of Rosemead, CA David Smith, Project Manager (11/2021 — present) Job Duties ■ Manages and coordinates Community Development implementations meetings to obtain client legacy data and identifying potential issues ■ Develops project timelines ■ Manages project scope, timeline, budget, risks, deliverables, and ■ Creates stored procedures and data scripts to automate the modification expectations ■ Monitors and controls project progress ■ Data Conversion Specialist — Infor/Hansen Public Sector (2000 -2010) ■ Reports on project status Experience and ■ Expertise leading projects to maintain critical path, resolving challenges, Skills Education and ■ Associate of Art and Science, Application Development, MTI College of and keeping projects on schedule to ensure overall success. Education and ■ Bachelor of Science in Business Administration Certifications ■ Certified Associate in Project Management, CAPM John Harvey, Software Consultant/Trainer (1/2018 — present) Job Duties ■ Works with clients to clarify software and network requirements, system specifications, and defining project scope ■ Plans timelines and resources ■ Assists clients with change management activities ■ Designs, tests, installs, and monitors new systems ■ Prepares documentation and presents progress reports to clients Experience and ■ Software Consultant (Central Square Technologies 2019 - Present) Skills ■ Product Support Representative Centrals uare Technologies 2018 - 2019 Education and Certifications m Bachelor of Science, University of South Florida Nikoel Carter, Data Conversion Specialist (3/2010 — present) Job Duties ■ Manages all data conversion activities including leading data collection meetings to obtain client legacy data and identifying potential issues ■ Develops precise data -mapping documents used during the conversion process ■ Creates stored procedures and data scripts to automate the modification and loading of foreign data into the Community Development database (2010 to Present) Experience and ■ Data Conversion Specialist — Infor/Hansen Public Sector (2000 -2010) Skills ■ Extensive experience providing data conversion, technical training, system analysis, technical consultation, and technical support to various municipal agencies throughout the U.S. Education and ■ Associate of Art and Science, Application Development, MTI College of Certifications Business and Technology /\ Page 47 �♦�O Dan Haynes, GIS Specialist (3/2007 — present) Job Duties Experience and Skills Certifications Confidential City of Rosemead, CA ■ Provides GIS services for new and migrating Community Development software ■ Provides GIS support to all versions of Community Development ■ Manages ESRI servers for the Community Development Team, GIS, Demo, and Development ■ Provides training and tools to team members ■ 17 years with 2 different public agencies. Managed Public Works projects, developed GIS systems from scratch, and implemented and managed Community Development ■ 11 years as Support Manager of Community Development with CRW Systems and Superion ■ 3+ years providing GIS Services to our Clients ■ ESRI training courses including Python and ARCFMS Syldon Harding, Installer (11/2018 —present) Experience and Skills Certifications /III♦A ■ Performs post -sale client work including insta and maintenance on CentralSquare products ■ Defines client system requirements and specifications, including hardware, software, site readiness, workflow detail, and networking requirements ■ Works with customers' internal resources and other vendors as required to implement the solution in a timely fashion ■ Creates, maintains, and updates project and installation documentation to include files, network, and equipment diagrams, and clients supplied information ■ Technical Consultant (CentralSquare Technologies) 2018 - present ■ IT Service Technician (Siemens) Page 48 Esther Coronado, SSRS Specialist (Report Developer) (2010 — Present) Job Duties Experience and Skills Confidential City of Rosemead, CA ■ Develops custom SSRS reports to improve functionality for Development ■ Configures SSRS for seamless integration with Community Development ■ Manages all standard SSRS reports ■ Provides SSRS training to clients ■ Creates financial export routines of data for financial systems ■ bbK5 Specialist, Uentralbquare I echnologies (2012 — present) ■ Client Support Specialist, CRW Systems/CentralSquare Technologies (2010 — 2012) ■ SW Engineer, Kyocera Wireless Corp. (2002 —2010) • 18+years' experience in the software industry including software resource management, change release management, software quality control, product life cycle, and end user support Education and ■ Bachelor of Science, Business Administration Information Systems, San Certifications I Diego State University / Page 49 City of Rosemead, CA Section 3. Company Qualifications CentralSquare provides software and information technology solutions specifically designed for the specialized needs of city and county governments, public safety and justice agencies, transits, state and federal government, and nonprofit organizations. Our mission is to create the broadest, smartest and most agile software platform for building safer, smarter communities. CentralSquare is committed to customer success, and we constantly look for new ways to help government work more efficiently. Our management and employees provide the leadership and innovation that set industry standards, provide unparalleled customer support, and keep pace with the latest technology standards — all while sustaining best business practices. When agencies choose CentralSquare to deliver software solutions, they are selecting a partner trusted by more than 8,000 organizations and that impacts nearly three out of every four citizens in the U.S. and Canada. We understand the public sector, and provide effective and efficient Public Administration and Public Safety & Justice solutions for municipalities. CentralSquare has been named a GovTech top 100 company every year for the past six years, since the list's inception. An annual list compiled and published by Government Technology magazine, GovTech 100 recognizes the top companies focused on innovating new technologies or services for local governments across the United States. Advantages to the City Proven Experience: CentralSquare provides solutions with meaningful benefits to our customers up to, during, and well beyond contract signing. Our commitment has resulted in retaining more than 99% of our Community Development clients since 1999. More agencies realize the benefits of Community Development each year. Stability: CentralSquare resources, reputation, and expertise in the public sector create benefits and opportunities for our valued customers. Leading-edge Technology: Community Development is at the forefront of next generation web standards, including support for SOL 2012, or later, databases and Microsoft Outlook email functionality. Community Development users have the flexibility to operate on various platforms without requiring plug -ins. All users automatically receive updates when they log in to Community Development, saving you the time required to add updates to every machine. Outstanding Support: Ongoing technical support services include downloadable updates, version control, eTraining videos, phone assistance, eHelp documentation, and live remote access to walk through problems. Through our users' group association, we host a large national event and several smaller regional events each year to help customers access in-person training and collaboration with fellow customers and CentralSquare staff. Personal Attention: We are dedicated to our customers and work with each agency individually to automate the way you conduct business. Our comprehensive solution provides installation, training, data migration, project management, business process consulting, customization, and extensive technical support. We ensure your investment provides your citizens with the highest quality and most efficient customer service possible. N Page 50 1111� •� City of Rosemead, CA Municipality Experience As mentioned previously, government is our only business. We have provided the following Customer Characteristics Table so you can assess the penetration of our solutions in agencies that have features in common with the City. I otal Customers >8,000 Population between 48,000 --58,000 citizens -1,300 City (vs County, State, etc.) 2,756 Total California Customers 436 Population between 48,000-58,000 citizens 30 City (vs County, State, etc.) 269 Total Los Angeles County Customers 55 Population between 48,000 - 58,000 citizens 4 City (vs County, State, Town, etc.) 46 Examples of Past Projects 224 21 162 90 7 70 7 Ranges from 36,000- 60,000 These links connect you to current Community Development customers speaking about how the solution has impacted their agency, followed by a print case study. All three municipalities have features in common with the City. Westminster Community Development Bal Harbour Community Development / \ Page 51 City of Rosemead, CA Community Development software from CentralSquare Technologies (previously TRAKiT from Superion) provided the City of Kenmore, Washington, a modem solution to an ongoing dilemma. The city was poised to deliver on its intent to revive and rebuild core areas following years of planning and the subsequent economic rebound. However, it recognized a need to modernize outdated government systems in order to meet the critical elements of lard management, planning and overall administration. The citys Development Services Department easily implemented CentralSquare Community Development to improve permitting, streamline workflow processes and improve collaboration. previously, just one user utilized its previous permit tracking system because it was unable to track statistics. "Now with CentralSquare Community Development [previously TRAKIT, everyone has access so we can see where an application is in the system: said Bryan Hampson, Development Service Director. "We have a better understanding of where we we with oro woddoad," he adds. Ryan Mumma, Building Inspector/Plans Examiner concurs, "I can see my workload and any upcoming responsibilities, as well as work in our queue, whether it's for me or another reviewer." Advanced integration featured in CentralSquare Community Development has enabled the city to automate permitting, manage inspections, regulate land use and track projects. Users could rapidly access all the tools in the system-includinga series OF 'IN of easy -to -navigate modules that are tightly linked through a GIS -centric database -via a single -screen interface. This provided Kenmore a custonuzable system for creating, issuing and tracking activity directly from the parcel fabric. An information -tree format helped users easily identify past activity and its impact on future activity. CentmkSgmre Community Development also offered customization and ease of use, ensuring rapid deployment. "We were able to customize CentralSquare Community Development and tailor it to our needs without IT help," said Mumma. The system's unique ability to integrate with an online portal allows customers and users to easily access information about Project status. This integration cuts time from scheduling inspections, answering customer questions and keeping track of overall workload. The city had longrecognized it needed adaptable workflows to meet the increased demands and needs of evolvingcommunity development. CentralSquare Community Development delivered a reliable, customizable solution that enabled the city to meet its specific business processes and policies. "It covered every aspect of what we may encounter in our business; said Mumma. "There were a lot of options and functionality we could use every day. I really like that it works all the time. If your internet is wmkm& CentralSquare Community Development is them every day working." Page 52 City of Rosemead, CA Section 4. References The following client reference list is confidential and proprietary information to CentralSquare. This list is furnished and accepted on the express condition that it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of CentralSquare. CentralSquare is happy to assist the City in coordinating reference calls/site visits with the reference agencies. If the City would like assistance with this process, please reach out to the Account Executive, Esther Byrd, or contact reffeam(a centralsauare.com. of Brentwood Calaveras Countv Station 150 City Park Way Brentwood, CA 94513 Development Services Manager 925-516-5151 to ielsen(a)brentwoodca.gov -68,000 Community Development, and CentralSquare Finance Enterprise, Finance Pro, and NaviLine. 891 Mountain Ranch Road San Andreas, CA 95249 Trish Magdaleno Business Analyst 209-754-6767 tamag d ale n o(cD cal averascou ntv.aov -47,000 Community Development and CentralSquare Finance Enterprise 1101 Texas Avenue College Station, TX 77840 Bridgette George Development Services Administration Manager 979-764-3458 baeorae(a)cstx.aov 120,000 & Justice Products and CentralSquare NaviLine and Public Safety /\ Page 53 %to City of Rosemead, CA Section S. Standard City Contract and Insurance Requirements CentralSquare respectfully requests that the City consider using our Master Services Agreement which is included in Appendix B of this response and is aligned with the software industry and the software and services set forth in the RFP. CentralSquare is confident through good faith negotiations the parties will arrive at an agreement with mutually acceptable terms and conditions. The advantage that is derived from using the provided Solutions Agreement is that the terms of such agreement have been developed over the course of many years and are specifically tailored to the products that CentralSquare offers. With thousands of clients and its status as a leading supplier of software solutions to local government entities across the country, CentralSquare has a long and successful history of negotiating agreements within the public sector. Many of these entities have required that the agreement entered into by CentralSquare and the respective entity contain certain contractual provisions. As demonstrated by CentralSquare's extensive client base, through good faith negotiation, CentralSquare has been able to address a wide variety of concerns and mandates set forth by the respective entities. CentralSquare has every confidence that all terms and conditions will be addressed to the satisfaction of both parties. CentralSquare rejects any express or implied acceptance of any other terms or conditions other than those expressly enumerated in the CentralSquare Solutions Agreement. Final agreement terms and conditions will be negotiated by the parties, even if those terms or conditions are included in the RFP, in CentralSquare's submission of this response, or in any other written or oral communications between the parties. Item CentralSquare Comments RFP CentralSquare has reviewed the City's Standard Professional Services Agreement and H. STANDARD provided comments for the City's consideration, however this Agreement is for professional CITY CONTRACT services and not software, therefore does not contain the necessary SaaS, Software Support, AND INSURANCE IP, Data Security, etc. requirements. CentralSquare would like to propose using REQUIREMENTS CentralSquare's standard Solutions Agreement provided to the City with its proposal response, 3.2.4 Substitution which is aligned with the software industry, the software and services set forth in this RFP. of Key Personnel CentralSquare is confident through good faith negotiations the parties will arrive at an agreement with mutually acceptable terms and conditions. I. Public Records CentralSquare shall retain ownership to its trade secret, confidential and proprietary information Act provided with its proposal response and requests to be notified in advance of any public disclosure and afforded the opportunity to provide a redacted, publicly viewable version. Attachment "A" CentralSquare will provide the services and deliverables proposed herein and as further defined 3.2.2 Schedule of in the final contract in accordance with the mutually agreed upon Project Schedule. Services 3.2.3 CentralSquare warrants that the Professional Services delivered will substantially conform to Conformance to the deliverables specified in the applicable statement of work. If Professional Services do not Applicable substantially conform to the deliverables, Customer shall notify CentralSquare of such non - Requirements conformance in writing, within 10 days from completion of Professional Service, and CentralSquare shall promptly repair the non -conforming deliverables. 3.2.4 Substitution CentralSquare and the City will communicate during project implementation and discuss any of Key Personnel personnel issues that may arise. CentralSquare reserves the right to handle internal employee matters independent of the City. CentralSquare would like to have further discussions regarding staffing for the project during contract negotiations. OF 'IN Page 54 %: �0 City of Rosemead, CA Item CentralSquare Comments 3.2.8 Standard of All Professional Services will be performed in a professional and workmanlike manner Care; consistent with industry standards for similar work. Performance of Employees 3.2.9 Laws and CentralSquare shall comply with all applicable rules and regulations of state, federal, and local Regulations. laws pertaining to the resulting contract at the time of signature of the final negotiated contract. In the event a subsequently enacted state, federal, or local law imposes substantial additional costs on CentralSquare, CentralSquare may request an amendment to the contract in order to address any necessary changes. 3.2.10 Insurance CentralSquare maintains insurance satisfactory to the insurance requirements set forth in the City's RFP, subject to and conditioned on CentralSquare's insurance broker review. Additionally, CentralSquare has provided evidence of Certificate of Insurance with its proposal response as Exhibit 4 in the CentralSquare Agreement. In the event of award, CentralSquare will provide the City with the applicable Certificate of Insurance in accordance with the resulting agreement between the parties. 3.3.2 Payment of CentralSquare payment standard is that payment is due thirty (30) days. Compensation 3.4.4 Extra Work CentralSquare requests that any changes in the scope of the project will be processed through a mutually agreed upon a change order signed by both parties. CentralSquare shall not be obligated to undertake any additional work or incur any additional expense for a change in scope prior to such written, signed change order being processed. 3.5.1 Termination CentralSquare proposes a mutual termination provision, which grants either party the right to of Agreement terminate if (i) for breach, following thirty (30) days' notice to the defaulting party, provided that such default has not been cured within such thirty (30) day period and (ii) for convenience, upon thirty (30) days written notice. 3.5.3 Ownership The proposed solution is not a custom developed solution and the CentralSquare software and of Materials and its associated documentation are licensed, not sold. All right and title to the CentralSquare Confidentiality software and its associated documentation shall remain with CentralSquare; and all right and title to third -party software and its associated documentation shall remain with the applicable vendor. No transfer of intellectual property rights to the City shall occur. 3.5.9 Time of CentralSquare will provide the services and deliverables proposed herein and as further defined Essence in the final contract in accordance with the mutually agreed upon Project Schedule. 3.5.12 Assignment CentralSquare requests the resulting agreement include a modified in that neither party may of Transfer assign or transfer this agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld; provided however, that in the event of a merger or acquisition of all or substantially all of CentralSquare's assets, CentralSquare may assign such resulting agreement to an entity ready, willing and able to perform CentralSquare's executory obligations hereunder, as evidenced by an express written assumption of the obligations hereunder by the assignee. 3.6.1 Prior CentralSquare cannot contractually agree to any language that could impede quick service to Approval Required customer and wishes to discuss further during good -faith negotiations between the parties. CentralSquare is confident the parties will reach mutually acceptable terms and conditions. /\ Page 55 �♦/ City of Rosemead, CA Section 6. Addenda Acknowledgement CentralSquare acknowledges receipt of City Addendum 1, issued March 7, 2024, for RFP 2024-08: Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System, providing Questions & Answers. /.A Page 56 � / City of Rosemead, CA Section 7. Cost Proposal The following detailed price form is confidential and proprietary information to CentralSquare. Detailed price is furnished and accepted on the express condition that it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of CentralSquare. /.� Page 57 Cnnfidnnfi�l City of Rosemead, CA Community Development Costs for City of Rosemead a. Deliverable (fixed three-year term, with an option to renew) i. One-time Costs: 1. Software License Costs ■ up to 25 internal users, potentially more $ 80,000.00 Annual Subscription ■ Includes 25 named users (List Price $ 90,500.00) 2. Software Customization Costs $39,493.83 Includes: GIS Services, Technical and Development Services Costs (List Price $45,135.00) 3. Interfaces/Integration Costs Cognos, Analytics Now $6,000.00 (List Price $7,500.00) Bluebeam Server API $1,680.00 (List Price $2,1000.00) $15,600.00 Annual Subscriptions eTrakiT Credit Card API $ 720.00 (List Price $ 900.00) (List Price $ 19,500) GIS Advanced $4,400.00 (List Price $5,500.00) CSLB Integration $2,800.00 (List Price $3,500.00) 4. Data Conversion Costs $42,998.76 (List Price $49,140.00) 5. Professional Service Costs (not including integration and interfaces): $91,287.05 Includes: Consulting and Project Management (List Price $104,325.00) a. Training Costs $21,328.75 (List Price $ 24,375.00) b. Server Hardware Costs Not applicable since we are proposing a Cloud -Base Solution c. Software Upgrades (Browser, Adobe, Report Writer etc.) Includes CentralSquare Community Development and Included as standard interfaces/integrations. d. Advanced SaaS Cloud Set up Fee $10,000.00 ii. Recurring Costs: 1. Annual Maintenance Costs $95,600.00 a. Custom Modification Maintenance (if applicable) None b. Data storage costs (if applicable) Included c. Additional Maintenance Fees (if applicable) None iii. Maintenance Schedule Rate of increase for any annual maintenance costs 5% iv. Additional Costs: 1. Hourly rates for additional services, if applicable. 195.00/hour 2. Travel & Lodging for onsite meetings/training (for up to 4 trips to $9,200.00 Rosemead) N Page 58 �♦� CENTRALSQUARE Quote P. 0-90908 Primary Quoted Solution: Community Dev Quote expires on: September 08, 2024 Confidential City of Rosemead, CA Quote prepared on: March 12, 2024 Quote prepared by: Esther Byrd esther. byrd@centmisquare.com Quote Prepared for. Faye Yuan City of Rosemead P.O. Boz 399 Rosemead, CA 91770 (626) 569-2100 Thenk you for your interest in Centre lSqua re. CenbaSquare provides software that powers over 8,000 communities. More a bout our products can be found atymy.centra Lnua re cc m, WHAT SOFTWARE IS INCLUDED? PRODUCTNAME QUANTITY UNIT PRICE DISCOUNT TOTAL 1. AnslyticsNOW Cloud Annual 1 7,500.00 -1,500.00 6,000.00 Access Fee 49,140.00 2. Bluebeam Server API for TRAKT 1 2,100.00 _420.00 1,680.00 Annual Access Fee 3. Community Development 25 3,620.00 -10,500.00 80,000.00 Advanced Annual Subscription Fee Seas 4. eTRAKT Credit Card AN Annual 1 900.00 -180.00 720.00 Access Fee 5. GIS Advanced Engine Subscription 1 5,500.00 -1,100.00 4,400.00 Saes Annual Subscription Fee Seas S. TRAKT CSLB Integration Annual 1 3,500.00 -700.00 2,800.00 Access Fee Software Subtotal 110,000.00 USD Discount -14,400.00 USD Software Total 95,600.00 USD WHAT SERVICES ARE INCLUDED? DESCRIPTION TOTAL 1. Community Development Advanced SaaS Subscription Cloud Setup 10,000.00 Fee 2. Public Admin Travel & Living Estimate 920000 3. Public Administration Consulting Services - Fixed Fee 6610500 4. Public Administration Data Conversion Services - Fixed Fee 49,140.00 MORE INFORMATION AT CEN TRALSQUARE.COM /.N Page 59 �*; CENTRALSOUARE 5. Public Administration Development Services -As Incurred 6. Public Administabon GISServices-Fired Fee 7. Public Administration Project Management Services -Fixed Fee B. Public Administration Technical Services -Fired Fee 9. Public Administration Training Services -Fred Fee Services Subtotal Discount Services Total QUOTE SUMMARY software Subtotal Services Subtotal Quote Subtotal Discount MORE INFORMATION AT CENTRALSQUARE.COM Confidential City of Rosemead, CA Quote prepared on: March 12, 2024 Quote prepared by. Esther Byrd esther, byrd@centmisquare.com 17,640.00 18,525.00 38,220.00 8,970.013 24,375.00 242,175.00 USD -27,866.61 USE 214,308.39 USID 110,000.00 USD 242,175.00 USD 352,175.00 USD -42,266.61 USD / Page 60 CENTRALSOUARE WHAT ARE THE RECURRING FEES? TYPE FIRST YEAR MAINTENANCE TOTAL FIRST YEAR SUBSCRIPTION TOTAL FIRST YEAR RECURRING SERMCESTOTAL Confidential City of Rosemead, CA Quote prepared on: March 12, 2024 Quote prepared by: Esther Byrd esther. byrd@cenhalsquare.com Quota Total 309,906.39 USD AMOUNT 0.00 95,600.00 0.00 The amount totals for Maintenance and7or Subscription on this quote include only the first year of software use and maintenance. This Quote is not intended to constitute a binding agreement The terms herein shall only be effective once incorporated Into a definitive written agreement with CenbalSquare Technologies (including its subsidiaries) containing other customary commercial terms and signed by authorized representatives of both parties. BILLING INFORMATION Fees will be payable within 30 days of invoicing Please not, that the Unit Price shown above has been rounded to the nearest two decimal places for display purposes only. The actual price may include as many as five decimal places. For example, an actual price of $21.37656 will be shown as a Unit Price of $21.38. The Total for this quote has been calculated using the actual prices for the product and/or service, rather then the Unit Price displayed above. Prices shown do not include any taxes that may apply. Any such taxes are the responsibility of Customer. This is not an Invoice. For customers based in the United States or Canada, any applicable taxes will be determined based on the laws and regulations of the taxing a uthority(ies) governing the "Ship To' location provided by Customer on the Quote Farm. PAYMENT TERMS Travel & Living Expenses MORE INFORMATION AT CENTRALSQUARE.COM /\ Page 61 '111A.4 e�; CENTRALSOUARE - Due as Incurred PURCHASE ORDER INFORMATION Confidential City of Rosemead, CA Quote prepared on: March 12, 2024 Quote prepared by: Esther Byrd esther.byrd@centmisquare.com Is a Purchase Order (PO) required for the purchase or payment of the products on this Quote Form? (Customer to complete) Yes( I No[ ] Customers purchase order terms will be governed by the parties' existing mutually executed agreement, or in the absence of such, are void and will have no legal effect. PO Number: Initials: MORE INFORMATION AT CENTRALSQUARE.COM /N �•/ Page 62 City of Rosemead, CA Appendix A: Scope of Services Development/provision of modern web form capabilities that allow for easy editing of forms and that clearly define workflows for customers and staff. The system must be able to fully integrate with Tyler Technologies and allow online submission and payment of fees for applications, land use entitlements, permits, plan checks and documents, and related activities The proposal must include the following considerations: Response: The following responses to the City's scope of services demonstrates that CentralSquare Community Development is a state-of-the-art permitting solution that allows for easy editing of forms and clearly defines workflows for customers and staff. Community Development fully integrates with Tyler Technologies and allows online submission and payment of fees for applications, land use entitlements, permits, plan checks and documents, and related activities. a. GIS/Integration: Integrate with ESRI ArcGIS systems. The permitting software should provide an internal GIS service. Response: Community Development consumes map services through integration with ArcGIS Server. Currently, Esri ArcGIS Server version 10.1 and above is supported. Since Community Development is comprised of a series of interrelated modules tightly linked with a GIS -centric database, it provides an easy-to- use system for creating, importing, issuing, and tracking any type of land management or community development activity. Although GIS data is stored within the Community Development system, the City's ArcGIS server is the server of record. No information is ever written back to the City's ArcGIS server from Community Development. The internal GIS service shall: i. Provide Zoning and General Plan Land Use data for all parcels. Response: A GIS viewer module allows City users to conduct GIS queries for virtually any data point in the system, including permits, zoning information, and much more. Permit and parcel records include a full history with associated map data. Queries can be saved, edited, and rerun at any time. ii. Provide lot area for all parcels. Response: Integration with land, parcel, and property databases is central to Community Development. Lot areas can be imported from the City's Esri system. iii. Provide automated updates of property address and owner information from the Los Angeles County Assessor's Office. Response: Fully supported. Community Development imports parcel information, owner, etc., from the Los Angeles County Assessor's Office. iv. Have the capacity to create radius maps for up to 1 mile for public noticing requirements. Response: Buffer searches and complex polygon searches can be used to generate mailing lists and other documents direct from the GIS viewer module. Users can also manually add/delete selections after a radius or polygon is drawn. Some agencies use this level of selection editing to ensure a certain number of parcels (regardless of distance from the subject property) are notified of a project. b. Pre-Apolication Review: The preapplication review function shall include: /N Page 63 �Vdo City of Rosemead, CA Capability to set due dates, reminder notifications, and ability to manually adjust dates/reminders and add notes. Response: Fully supported. Community Development workflows are type -driven. The type of record or action a user creates will determine workflow, checklists, fees, reviews, inspections, timelines, etc. ii. Ability to coordinate submittals between all applicable agencies/departments. Response: Review tasks are an integral part of most record activities in Community Development. Reviews can be defined by record type to include assigned user/ type of user (based on skills, location, etc.), a pre- configured due date, and checklists. Review results and comments can be communicated electronically back to the applicant. iii. Prevent full submittal until all required fors are attached to the application. Response: While there is no hard prevention of submittal at this time, the Citycould make required fields for the applicant to indicate whether they have attached the appropriate/requested fors or documents. This can be aided with a tooltip or disclaimer indicating an incomplete application that is missing requested items will be denied with no refund provided. c. Application/Submittal Dashboard: Provide on-line tracking capabilities for all applications from request/submission to issuance. The system should provide a web portal that includes a visual workflow status that is clear to both the customer and internal staff and shall have the ability to: Assign both external and internal contacts to receive notifications. Response: The City can use emails and pre -formatted letters to notify internal or external task owners about assigned tasks. Internal task owners can also view tasks in the Community Development Workspace. The system cannot send text messages, pop -ups, or screen-based alerts at this time. ii. Attach, download, export (to Excel, Adobe, flat file, etc.) and review documents. Response: Standard designated "safe" file types (pdf, doc docx, png, jpg, As, etc.) can be uploaded by the applicant in the eTRAKiT citizen portal. Electronic plan markup is achieved through an integration with Electronic Plan Review (EPR) software. CentralSquare Community Development currently supports integration with Bluebeam Revu and Avolve ProjectDox. Community Development facilitates a completely electronic plan review process, from online submission of plans, automatic routing of plan review assignments, and electronic communication of review results and comments to applicants. iii. Define customizable workflows by project/submission type that allow for concurrent reviews. Response: Any number of users can be assigned reviews and complete them concurrently. Review conditions and comments are separated by reviewer. Workflow rules are type -driven, meaning that each unique record type has its own unique workflow configuration. This includes defining what records can be applied for online versus in-person, the required fields and documents of the application, instructions for the applicant, and pre -configured fees, reviews, inspections, and other workflow steps. iv. View and manage workloads and assignments. Response: A configurable dashboard lets users create their own custom desktop that can include real-time reporting content, workflow -driven task lists, links to the Community Development modules they work with, and links to websites. Users can custom tailor their login dashboard with feeds, tasks, charts, and graphs OF IN Page 64 City of Rosemead, CA that suit their needs and interests best. CentralSquare Analytics which is optionally proposed, can enhance this capability with even more powerful visualizations, dashboards, and reporting capabilities. Process transactions in real-time, allowing for data to be immediately available for inquiry/review. Response: Fully supported. Any changes to records within the system such as updates to inspections, permits, cases, payments, etc. are posted in real-time. vi. Security capabilities with the ability to apply security access by role, individual, or group and apply rules for exceptions. Response: Community Development includes several layers of security to prevent unauthorized access or modification of your data. When each user logs into the system, they are given the rights and access configured for them by a System Administrator. No programming knowledge is needed for the System Administrator to use the Utilities and Maintenance module for assigning security rights. Security can also be tied to Active Directory (AD). AD supports single sign -on functionality. Security is given at the functional level via an extensive series of privilege -and -deny rights that are assigned to each user. Rights can be given on an individual basis or group basis. The City also has control over the information displayed online. User rights are managed from inside the eTRAKiT application. Security levels can be set to prevent one user from changing another's information. Additionally, a record can be accessed and changed by only one user at a time. d. Citizen Request Management - Rosemead `Round the Clock Dashboard: The system shall provide the ability for the public and staff to report issues and complaints to the appropriate City departments and have the ability to: Replicate the functions of the existing Citizen Request Management public dashboard that is hosted by GOGov. Response: eTRAKiT is a citizen -facing portal that allows easy access to permit, license, project and code enforcement information. The eTRAKiT portal will give the public the ability to submit application forms, make payments on licenses, attach files and submit them with an application, and make service requests, suggestions, and comments through a Contact Us feature that sends that information directly to the City. All of the information submitted into and displayed on the eTRAKiT portal comes directly from Community Development and is live data, so the public always has up-to-date information at their fingertips. eTRAKiT users can set up a username and password to access the system, while user security is controlled by users designated as System Administrators by the City. ii. Replicate the functions of the existing internal Citizen Request Management employee portal hosted by GOGov. Response: Standard; please see the previous description of the eTRAKiT citizen portal. / \ Page 65 City of Rosemead, CA e. Plan Review: The plan review function shall have the ability to: Project review status tracking. Response: CentralSquare Community Development provides for a completely electronic plan review process with an integration to Bluebeam Revu or Avolve ProjectDox. Applicants can submit plans online. Those plans show up in Community Development in real-time. Reviewers can then open those plans in Bluebeam Revu or Avolve ProjectDox directly from Community Development. Markups and comments can then be communicated back to the applicant electronically through the online Citizen Engagement portal. Applicant revisions are then submitted back to the City in the same way until plans are approved. Community Development tracks plan versions, revisions, comments, and review results. It also provides links to code reference libraries and allows the City to define standard comments for common review findings. Bluebeam Revu and Avolve ProjectDox provide concurrent electronic review by multiple users, version comparison, and robust plan markup tools. ii. Markup submitted plans and/or apply digital stamp of approval. Response: Bluebeam Revu or Avolve ProjectDox is used in Community Development to carry out concurrent plan reviews, provide robust plan markup tools, and allow for version comparisons. When an applicant submits plans through the eTRAKiT customer web portal, they show up as Attachments in the Community Development record in real-time. Once a plan reviewer accesses their automatically created and assigned review task, they can open the submitted plans from Community Development into Bluebeam Revu or Avolve ProjectDox. There, they can carry out concurrent plan review with visibility into markups, comments by reviewers, stamps, redlines, etc. Review results and revised plans are updated in Community Development. Reviewers can enter free -form or standard notes in the review result and mark to convey comments back to the applicant. The City has the flexibility to generate formal corrections and approval letters from preconfigured templates or use the review results, comments, and plan redlines to communicate necessary changes to an applicant via the eTRAKiT web portal. ill. Integrate drafting system to measure distances, heights, etc. Response: This would be the capability of Bluebeam Revu or Avolve ProjectDox. IV. Access project submittal history and archiving through onsite/offsite storage (max capacity). Response: Fully supported. Community Development features tree navigation, in which historical information can be accessed from a single screen on the record. V. Include document version control and searchable comment library. Response: Newly submitted or redlined plan documents are versioned when uploading back to the Attachments section of a record. Searching comments within the document would need to be accomplished in Bluebeam Revu or Avolve ProjectDox. Searching document comments would not be a function of Community Development. / Page 66 City of Rosemead, CA A. Collaborate with all applicable departments and outside agencies. Response: City administrators can provide granular system access to any other City departments that will contribute to planning and development success. User rights can be governed by roles, specific users, and entire groups or departments. Additionally, the City can assign review and inspection work to external contractors via the Agency Center in the eTRAKiT portal. The Agency Center has the same look as normal internal assignments, but it is accessed through an external login that only allows users to access those specific assignments and relevant record information. This gives the City flexibility in how it manages work load in the event that current staff cannot meet existing demands or requires specialized expertise. vii. Include a function to automatically notify other departments when there are status updates (i.e. when a certain department approves, issues comments, or pre-liminary approves a plan). Response: Email notifications are sent at the time of assignment. Then, instead of sending email reminders, task assignments are always visible from a user's dashboard (Workspace). Overdue tasks are highlighted and tasks can be accessed with one click. Users can also edit the list to fit their needs. This limits emails from cluttering inboxes while still keeping users aware of their assignments. f. Permitting: The system should be capable of all of the following functionality, at a minimum: Ability to link and/or convert related records from HDL into the proposed system. Response: Legacy data will be brought into Community Development during the data conversion portion of implementation. ii. Track and generate reports for all building permit activity, including inspection scheduling and status. Response: Community Development provides built-in SQL Server Reporting Services (SSRS) reporting and an Advanced Search tool. With reporting, users can query data across the system, save queries/reports, manipulate and sort data, export reports, and send and schedule those reports for future runs. Reports can be customized and organized according to each individual's or department's needs. Sensitive or confidential reports can also be given restricted access. Advanced Search functions in a similar way and allows users to perform ad-hoc queries across the entire system according to any number of search criteria. Search results can be exported in common machine- readable formats, and users can access records directly from search results. Additionally, CentralSquare Analytics, which is optionally proposed, offers leading edge analytics, reporting, and data processing functions built on IBM Cognos 11. Drag -and -drop report -building, complex visualizations, and dashboards are all available with little training necessary. It can be configured according to each department's specific needs. if!. Automated notification to applicants. Response: Emails can be generated based on status changes within the record and sent to appropriate parties. /N Page 67 llll� ♦� City of Rosemead, CA iv. Automated notification to see attachments when corrections are required. Response When corrections are required, the status given to the review (such as re -submittal required, or similar) can trigger an automated notification sent to the applicant. Batch stamping tools. Response: This would be a functionality of BlueBeam Revu or Avolve ProjectDox. vi. CONSULTANT integration support, access to California CONSULTANT License and City Business License database information for verification. Response: Community Development integrates with the California Contractors State License Board. vii. Electronic permit issuance. Response: Community Development complies with paperless permitting. All. Process and issue a variety of building permit types, including: 1. Building Permit Types: a. Building b. Mechanical c. Electrical d. Plumbing. e. Solar f. Miscellaneous Response a - f: System administrators can configure unlimited permit types with configurable workflow such as inspections, timeframes, fees, and more. 2. Planning reviews, including: a. Yard Sales b. Temporary Banner Permits c. Fence Height Reviews d. Site Plan Reviews e. Miscellaneous Response a - e: Reviews of any type can be defined in the system (including plan review). Rules can be configured for review sequencing for a specific record type, default assignments of reviews (by trade, individual, group, geography, availability), default startlend review dates, and review checklists. 3. Public Works Permits: a. Construction b. Encroachment c. Excavation d. Miscellaneous Response a - d: Functionality supported. Permit categories, types, and sub -types can be completely defined according to the City's needs. CentralSquare will work with the City during implementation to configure record types, templates, and workflows, but system administrators will be able to carry out these functions themselves with no input needed from CentralSquare. / \ Page 68 City of Rosemead, CA ix. Account for all appropriate permit fees and integrate with payment processor. Response: Third -party payment providers are used to process online payments and ensure transaction security. The eTRAKiT portal interfaces with the following payment providers: ■ Authorize.Net ■ CardKnox ■ CSI (JetPay) ■ Elavon (Converge) ■ PayFlowLink (PayPal) ■ Paymentus ■ USA ePay ■ CentralSquare Payments - CentralSquare's own payment platform Note: Paymentus and CardKnox support over-the-counter payments through card readers. All listed vendors are PCI compliant. Sensitive financial data is not stored nor transmitted by Community Development and its related sub -modules. X. Provide notifications/warnings for permit expiration. Response: There are 3 ways to achieve this: 1. Most commonly, agencies will run scheduled reports on expiring permits and use that to generate expiration notices for each individual record. These steps are manual but easy to do once the report is set on a schedule. 2. Status -based notifications send emails to defined emails for a particular permit record whenever the status changes. This can be done for any status value. 3. The Event Studio in CentralSquare Analytics can perform automatic batch communications to permit holders once certain report criteria are met. For each of the methods listed, the City can maintain clear visibility on upcoming expirations with plenty of ways to interact with permit holders. xi. Allow customizable permit numbering functionality. Response: Permit numbering can be configured by an administrator in the Web Utilities and Maintenance Module. xii. Provide a solution for the City that includes the ability to flag a property or parcel with a "Stop Work" directive and impose penalties fees on designated properties. Response: Fully supported. Any record (including land records) can be flagged for any stated reason (holds, stop work orders, etc.). Alerts and flags are visible to any user looking at the record. Fees can also be configured to meet this requirement. All. Grant the ability for applicants to upload individual documents of at least 500 MB in size. Response: Files can be up to 2GB in size. / \ Page 69 City of Rosemead, CA xiv. Incorporate permit fees, development impact fees, business license fees and potentially generate a fee estimate prior to submission. Response: Fees can be configured as specific as the City needs. When setting up a record type, system administrators can define what fees are automatically associated with that record type. Simple and complex fee calculations are supported and can calculate off other fields in the record. xv. Without additional cost, modify key aspects of the permit tracking system such as: adding or deleting permit types, changing information fields, changing the format of reports, permits, and receipts, adding, editing, or deleting permit conditions, and changing permit fee amounts and types. Response: Fully supported. Administrators can define permit types and their workflow in the Web Utilities and Maintenance Module. xvi. Without additional cost, all fees for permits and applications in the system shall be updated at the beginning of every fiscal year. Response: Fees, permits, and applications can be updated by a system administrator in the Web Utilities and Maintenance Module. Effective dates can be set for fee schedules. Fees are assessed based on the effective fee schedule on that day and will remain unchanged if a new fee schedule were to take effect afterwards. Fee audit history is shown on records and can be reported on. a. Inspection Trackima & Schedulina: Allow automatic creation of specific inspection types based on permit applications. The inspection tracking and scheduling function shall: Track both routine and periodic inspections of buildings and property and manage all building inspection scheduling activities. Response: Fully supported. Inspection types and timeframes can be completely defined. ii. Allow online customer inspection requests and provide calendaring functionality for inspectors that allow them to create a daily schedule from inspection requests. Response: Customers can submit inspection requests online, but the City retains the sole ability to actually schedule inspections. Customers can select date/time preferences in submitting the request. City users can view inspections on a system calendar, with the ability to move/modify inspections in a variety of ways. !it. Allow real time inspection results to be publicly available to all users including via email to permit holder. Provide dating functionality that provides ticklers for permits and inspections with no activity. Response: Fully supported. Citizens can receive inspection results via email, as well as check the status of their permit in the eTRAKiT citizen portal. Inspectors can be provided insight into current and overdue inspections on their dashboard. iv. Permits should automatically close upon a successful final inspection. Response: This is fully supported through the configuration of workflow. / NPage 70 City of Rosemead, CA h. Mobility/ln-Field usage: The system should be able to support: I. In -field usage to view, schedule, and modify inspections as well as record notes while in the field from laptops or tablet devices. Response: Mobile functionality can be accomplished in two ways: ■ City staff can use the Community Development Mobiles app. Community Development Mobiles is an iOS/Android application that can be run in the field without a constant network connection. This application provides end-to-end field functionality for inspectors and code enforcement officers. It displays assignments, allows access to records and attachments, can search nearby records, and allows users to route and complete inspections with ease. ■ Community Development is a web -based HTML5 solution, so users can access the system on any device given they have a browser and internet connection. VPN connectivity is supported, and no additional vendor software is required. Both iOS and Android devices are supported. fl. Allow pictures to be easily attached to inspection reports. Response: Mobiles iOS/Android users can take photos directly within the application and attach those photos to the case record as part of the inspection process. ill. The ability to quickly access all contact details for the owner, applicant, CONSULTANT, or complainant as well as attached plans. Response: All contact details for related parties can be found on the inspection record. iv. Retrieve data by searching any parameter, including permit number, CONSULTANT, address, etc. Response: Record numbers and addresses are searchable within the mobile application. 1. Reporting: Facilitate report production using any combination of data elements maintained by land use and permitting systems, which include the following: The ability to generate reports for the following categories: 1. By Project Type 2. By Time Frame 3. Project Value 4. Ad-hoc Reporting relating to underlying collected data 5. Plan check and permits fee paid within a given date range 6. Number of permits issued within a given date range 7. Number of solar or solar battery permits 8. Number of housing units completed 9. Daily inspections 10. Other categories that the City may deem appropriate Response (1 - 10): Fully Supported. Community Development provides built-in SOL Server Reporting Services (SSRS) reporting and an Advanced Search tool. With reporting, users can query data across the system, save queries/reports, manipulate and sort data, export reports, and send and schedule those reports for future runs. Reports can be customized and organized according to each individual's or department's needs. Sensitive or confidential reports can also be given restricted access. /♦N Page 71 City of Rosemead, CA Advanced Search functions in a similar way and allows users to perform ad-hoc queries across the entire system according to any number of search criteria. Search results can be exported in common machine- readable formats, and users can access records directly from search results. Additionally, CentralSquare Analytics, which is optionally proposed, offers leading edge analytics, reporting, and data processing functions built on IBM Cognos 11. Drag -and -drop report -building, complex visualizations, and dashboards are all available with little training necessary. It can be configured according to each department's specific needs. I. Public Online Application Submittal and Inquiry Capabilities: The software should allow unregistered, read-only queries of active and closed permits based on address, as well as general property information (assessor parcel information and other city -provided information). The City prefers a solution that also allows queries of a map to see active permits or code complaints. Software will have the capability to allow online submittal of permit applications and related plan submissions, and code enforcement complaints. Response: Community Development provides a GIS map viewer for City users. The public can conduct searches in eTRAKiT on data the City decides to make publicly accessible through a "lite" version of the GIS viewer City users have with Community Development. Land-based searches can be exported by users to common machine-readable formats (i.e. Excel). k. Online Payment Processing: Software must directly integrate with credit card processor and contain cash register functionality for processing of online payments. Payment processing must contain an audit mechanism to track payment overrides and nuanced user rights that limit users who can override payment structures. Response: Fully supported. Third -party payment providers are used to process online payments and ensure transaction security. The eTRAKiT portal interfaces with the following payment providers: ■ Authorize.Net ■ CardKnox ■ CSI (JetPay) ■ Elavon (Converge) ■ PayFlowLink (PayPal) ■ Paymentus ■ USA ePay ■ CentralSquare Payments - CentralSquare's own payment platform Note: Paymentus and CardKnox support over-the-counter payments through card readers. All listed vendors are PCI compliant. Sensitive financial data is not stored nor transmitted by Community Development and its related sub -modules. OF N Page 72 City of Rosemead, CA I. Data and Information Integration: Software shall be able to transfer/integrate data from: HDL (Current system for Building and Safety Division). ii. GoGOV and Data Ticket Inc. (Current systems for the Public Safety Department). Response (i — ii): CentralSquare consultants will work closely with the agency's legacy data expert to review the historical source data and map it to the proper target data field in Community Development. We will provide best practice recommendations regarding the migration of historical data. The City is responsible for any data clean-up necessary prior to the migration services, as well as providing backups of current data to be used for conversion and testing purposes. Data conversion included in the scope of services. iii. Tyler Technologies (Current system for financial management). Response: Interface achieved via nightly batch export of financial data. Community Development routinely interfaces with a variety of financial solutions, including Tyler solutions (Munis, Cashiering) via an open API. With Munis, Community Development can also import GL codes to assign to transactions when processing them. iv. Ensure effective transfer of data from Microsoft Excel spreadsheets to the new system. Response: CentralSquare consultants will work closely with the agency's legacy data expert to review the historical source data and map it to the proper target data field in Community Development. We will provide best practice recommendations regarding the migration of historical data. The City is responsible for any data clean-up necessary prior to the migration services, as well as providing backups of current data to be used for conversion and testing purposes. Data conversion included in the scope of services. V. Incorporation of data sets, from Microsoft Excel to new system. Response: CentralSquare consultants will work closely with the agency's legacy data expert to review the historical source data and map it to the proper target data field in Community Development. We will provide best practice recommendations regarding the migration of historical data. The City is responsible for any data clean-up necessary prior to the migration services, as well as providing backups of current data to be used for conversion and testing purposes. Data conversion included in the scope of services. vi. Ability to export information from software to Microsoft Excel. Response: SSRS reporting and the optionally proposed CentralSquare Analytics satisfy this requirement. m. Implementation Services, including, but not limited to: Software installation and setup Response: CentralSquare takes you from RFP through successful implementation and ongoing support and maintenance. Please see the detailed "Project Management and Implementation" narrative in Section 1 of this document for more information. / INPage 73 City of Rosemead, CA ii. Template and application form development. Response: Community Development allows for the ability to create custom forms and reports through the standard SSRS interface or optional Cognos Analytics add-on. During implementation, a consultant will assist the City with creating several forms or reports to enable them to go live on the system. Examples include: ■ Building Permit ■ Permit Placard ■ Certificate of Occupancy ■ Letter of Approval ■ Rejections Letter ■ Notice of Violation ■ Findings of Fact ■ License Certificate ■ License Renewal Notice The City has the ability to then create their own additional custom forms and reports as needed. Ill. Testing, including acceptance testing Response: The CentralSquare Trainer -Consultants and Project Manager are responsible for helping the City identify proper testing procedures and timelines to support the testing process. CentralSquare and the City will work together on the actual testing processes to validate the results and confirm the system meets your business requirements. CentralSquare will provide testing templates and will assist with customer -specific processes that need to be tested. While there is an effort for City staff to define the scenarios, the advantage is seeing and understanding the results prior to using the system in a live environment. Our experience has shown that having City staff run the tests with CentralSquare support allows your team to practice and use the system in a mock -live environment. The City 's testing reinforces the training CentralSquare conducts with core users. As further described in Section 1 in this response, our methodology incorporates System Testing, Integration Testing, and User Verification Testing and Parallel Testing. iv. Support and training to assist staff from initial training, launch, and after implementation. Response: We maximize the City's investment with superior training and service. CentralSquare provides training for your users and System Administrators and offers classes in creating and customizing reports. CentralSquare does not believe in a one -size fits all approach to training. Our instructors work closely with the CentralSquare Project Manager and City subject matter experts to design a training plan that meets your unique requirements. We believe the training program should mirror daily activities performed by your users. Research shows that realistic hands-on training is the most efficient way for new users to learn, and we have found that a smaller class size provides a more personalized experience for participants. To maximize the learning experience, our applied training sessions are limited to eight users per session. We work with you to develop a training plan that ensures correct class placement for each end user as well as how many days of training to dedicate to the core modules, such as Permitting and Code Compliance. OF � Page 74 �♦� In support of this learning model, we recommend the following approach. First, users attend a comprehensive course designed specifically for their functional area. There, they learn how to integrate Community Development into their daily activities. Next, users attend a Community Development lab session. During the lab, real-world scenarios allow users to test-drive their knowledge and level of competence with Community Development. The lab also provides a real- world experience for managers to assess the quality and effectiveness of mission critical City of Rosemead, CA Theory and Practice CentralSquare instructors go beyond simply teaching the functions of the software. Our training sessions demonstrate how to integrate Community Development into your daily activities and workflow using your actual data and configuration. processes. Our curriculum builds on concepts and develops the learners' expertise in an organized, manageable fashion. All training courses include training documentation. CentralSquare monitors course facilities, student materials, and lectures for effectiveness with post -course questionnaires. End -User Training Once final system configuration is complete, end-user training begins. End-user training typically occurs two weeks after testing to allow time to arrange travel schedules and accommodate any last-minute configuration changes. End users receive training on the following core applications. Each of these sessions is one full eight-hour day: ■ Permitting — Permit management ■ Projects and Planning — Planning, engineering The following positions receive mini sessions: ■ Management — Two-hour session ■ Inspectors — Four-hour session ■ Cashiers — Two-hour session ■ Code Compliance — Code enforcement ■ Licensing — Business licensing ■ Plan Reviewers —Two-hour session ■ CRM — Four-hour session System Administrator and report writing sessions typically take place at offsite locations across the country to teach selected users advanced functions for changing system preferences, settings, and customizing reports. Depending on your population and preferences, these courses can also be conducted onsite. /♦N Page 76 City of Rosemead, CA Course Descriptions SYSTEM ADMINISTRATOR END USER REPORT WRITING ■ Administrators learn to easily change the Community Development configuration to meet the City's changing business requirements ■ Covers installation of the Community Development software/updating procedures, application setup, and database maintenance through our Utilities and Maintenance module ■ Training is for any Community Development software user ■ Provides an overview of Community Development and user functions ■ This comprehensive training teaches users to create new reports or modify existing reports ■ Covers modification of existing standard reports and creation of customized reports Knowledge Requirements SYSTEM ADMINISTRATOR END USER REPORT WRITING ■ Individuals with business process knowledge ■ Microsoft Windows ■ Functions for file and directory manipulation ■ Hardware configurations ■ Database concepts Continuing Education ■ Microsoft Windows ■ Functions for file and directory manipulation ■ Use of mouse, keyboard, and printer ■ Basic understanding of the business process user tracks ■ Database concepts ■ Attend previous Community Development software training Continuing education allows you to establish new knowledge, build on existing knowledge, refresh your understanding of processes and system functions, and learn about various aspects of your software solutions. A combination of training methods maximizes learning and minimizes the financial impact. CentralSquare delivers training opportunities onsite, at regional locations, during user groups, or via the web. Our array of online educational opportunities addresses the learning needs of more individuals in your organization and helps you transition from the implementation phase to the daily and evolving use of the software applications. We want a learning partnership that goes beyond education about our products and services. This partnership allows us to work together to address individual and organizational development needs. ei-earning Subscriptions: CentralSquare offers scalable educational subscriptions to ensure you can effectively and efficiently maximize your software investment. For a listing of courses, go to: https:/Icatalog.centralsquare.com/ User Group: CentralSquare Annual Conference Another method of support and education is the CentralSquare annual conference encourages customers to engage with our dynamic community. Attendees explore our latest innovations and solutions while learning more effective, efficient uses for their CentralSquare software applications. OFA Page 76 �♦�0 City of Rosemead, CA More than a training event, our users' conference provides you with the opportunity to hear from industry experts, share achievements, and experience the collaboration between CentralSquare staff and customers. Our conference typically includes a nationally recognized speaker as well as: ■ Innovation Zone showcasing the latest concepts from our development labs ■ Customer Experience Zone collecting feedback on users' journeys with our solutions ■ Exhibit Hall including product demonstrations, customer support, and CentralSquare partners ■ Ask the Experts sessions featuring time with CentralSquare product experts ■ Breakout sessions discussing best practices and customer stories CentralSquare 2023 took place in Nashville, TN, with 2,000+ users, sponsors, subject matter experts, and community members gathered to teach, learn, and connect. Community Development sessions included: ■ How to Optimize Your Use of Community Development ■ eTRAKiT Top 10 Tips and Tricks to Update Your Customer Portal ■ .NET End of Life: Upgrading to the Latest Version; ■ Leveraging Community Development's Auto Email Broadcasting for Measurably Improved Services; ■ Merge Documents 101/Email Templates. Transition to Support and Customer Success Teams As the project approaches Go Live, we begin the transition from our Project Management and Service teams to our Support and Customer Success teams. Our methodology ensures you have a seamless customer experience from one function to the next. Following project completion, Customer Success is your advocate and works closely with you to make sure we are highly supportive and responsive partners. In addition, CentralSquare has a designated Customer Success team dedicated to helping maximize your return on investment and ensuring your best possible outcomes. The Customer Success team aligns to your organizational goals and challenges to offer relevant, benefit -driven solutions to enhance your CentralSquare experience. Through ongoing communication — the right level of engagement at the right time — the Customer Success team assists you in achieving excellence in the use of CentralSquare products. CentralSquare continues to innovate - in our products, our delivery, and our support methodology. One of our most significant initiatives targets customer success. Our goal remains 100% customer satisfaction, 100% of the time, from your successful Go Live through your ongoing use of our solutions. During the last 12 months, we grew our support team by 33%. We recruited high caliber team members with significant experience supporting software solutions for public sector users. In addition to training new team members, we implemented new avenues for keeping our seasoned specialists performing at peak effectiveness to support our customers. This includes working with developers and product documentation specialists, getting coaching from trainers, and asking for feedback from customers. OF. Page 77 City of Rosemead, CA Other key factors in our Customer Success initiative include: ■ Launching Tiered Support Structure, using a streamlined team focused on swift case resolution ■ Expanding data base of online help and knowledge base articles available for customers to self -serve. Online help includes video walk-throughs, screenshots, and more. ■ Updating Customer Support Portal with more user -requested features and superior functionality. More features continued to be added. ■ Establishing a shorter cadence for review of Support Processes and Procedures, with the ultimate goal being "quick and easy resolution" from every customers perspective Customer Centricity: In 2020, CentralSquare launched Customer Centricity, a corporate -wide initiative that helps us systematically prioritize and address key pain points throughout the customer lifecycle. The goals of Centricity are to dramatically improve our customer focus, deeply understand your key objectives (and make them our priorities), and establish a DNA of continuous improvement. Three key Centricity pillars inform our operating priorities: ■ Customer Engagement • Leverage data to identify trends and proactively engage • Streamline our engagement model for delivery, support, and migration strategies • Drive value via proactive outreach and advocacy • Quality of Execution ■ Case Management and Defect Management reduce backlog and improve response time • Improve services implementations and reduce post go -live issues • Continuously improve quality and timely delivery of data conversion projects ■ Ease of Doing Business • Streamline the Renewal process by proactively engaging before the renewal date • Create enhanced self-help options for immediate answers (Knowledge Centered -Support) • Provide timely invoices with all necessary information V. Software maintenance and warranty services. Response: CentralSquare Cloud Services offers hosted solutions for customers who prefer to have their system hardware and software managed for them. With CentralSquare Cloud Services, you receive the benefits of a reliable, integrated enterprise system without the high cost of a complex IT infrastructure. CentralSquare Information Systems Specialists run and maintain your CentralSquare applications in a safe, secure environment. OF IN Page 78 llll�♦� ■ Hardware, software, and maintenance ■ Third -party software and maintenance, such as relational database, ODBC drivers, and compilers ■ Operating system and database administration ■ Software updates applied by CentralSquare ■ Hardware operating system and database upgrades ■ Alternate connectivity in the event of disaster on your local network City of Rosemead, CA ■ Purchasing expensive hardware and third -party software ■ Training IT staff ■ Losing knowledge and experience due to staff turnover ■ Maintaining hardware and third -party software ■ Managing software upgrades ■ Replacing obsolete hardware ■ Managing or purchasing software licenses Reduced Capital and Operating Expenses: CentralSquare Cloud Services means no surprises to your budget. Following a one-time startup charge, a fixed monthly access fee covers everything, with no annual maintenance fees and no additional charges for upgrades and updates. The monthly fee is based on the applications accessed and the number of users. annual maintenance fees and no additional charges for upgrades and updates. The monthly fee is based on the applications accessed and the number of users. charges for upgrades and updates. The monthly fee is based on the applications accessed and the number of users. OF � �♦.4 Page 79 When comparing costs of an anticipated purchase or existing system to the monthly fee, every internal cost should be considered, including: ■ Software ■ Hardware ■ Maintenance ■ System monitoring ■ Network security and event management ■ Business continuity ■ Facilities ■ Personnel ■ Support ■ Communication infrastructure City of Rosemead, CA CentralSquare Cloud Services Initial Setup includes: ■ CentralSquare software applications ■ Setup, configuration, and user access Ongoing Services include: ■ Technical support and system administration by a dedicated team of industry experts ■ Administration, replication, and system management ■ All application server hardware and software upgrades Security: Protecting your data is our top priority. CentralSquare Cloud Services offers the following security measures: ■ Data encryption, both at rest and in transit ■ Separation from other customers and tenants ■ Isolated data centers located in the US and staffed by industry-leading providers ■ Physical security measures to prevent unauthorized access High Availability: The CentralSquare Cloud solution is designed to ensure that committed data is never lost due to failures, that maintenance operations do not affect your workload, and that the database will not be a single point of failure in your software architecture. Data centers are located not less than five hours apart from one another in different geographic regions of the United States. CentralSquare automatically handles critical servicing tasks, such as patching, backups, Windows and SQL upgrades, as well as unplanned events such as underlying hardware, software, or network failures. We can quickly recover your database in even the most critical circumstances, ensuring that your data is always available. Backups: SQL Database uses SQL Server technology to create full, differential, and transaction log backups for the purposes of Point -in -time restore (PITR). The transaction log backups generally occur every 5 - 10 minutes and differential backups generally occur every 12 hours, with the frequency based on the compute size and amount of database activity. Full, differential, and transaction log backups allow you to restore a database to a specific point -in -time to the same server that hosts the database. These backups are created automatically and at no additional charge. You don't need to do anything to make them happen and you can change the Backup Retention Period. Database backups are an essential part of any business continuity and disaster recovery strategy because they protect your data from accidental corruption or deletion. If your security rules require that your backups are available for an extended period of time, you can configure a long-term retention (up to 10 years). � � Page 80 V•/ City of Rosemead, CA vi. The Scope of Work must also include a schedule of deliverables and milestones associated with each of the above modules or phases. A solution that will provide a high level of functionality with ease of use is desired. Consideration will be given to a well-designed and proven software system that has excellent vendor support, rich capabilities, and robust ad hoc reporting tools. Response: The following table includes Community Development deliverables, that will be incorporated into the project plan which is submitted to the City for approval. Project Guides the project management team to Finalized during the CST Project Management Plan monitor and control expectations, budget, Planning phase during Management scope, schedule, communication, and quality. discussions about Project Team team and timeline, Project Schedule Identifies tasks to be completed during the life An updated schedule will be CST Project cycle of the project including the key SOW provided as needed Manager and tasks, resources, durations, milestones, and City Project delivery dates Manager Communication Describes the key project team members Provided at Kickoff and CST Project Plan from CentralSquare and Customer Executives updated as required Manager to Subject Matter Experts, includes, roles and responsibilities, and contract information Decision Workbook that contains customer decisions Provided at Kickoff and CST Workbook regarding processes and system updated as required. Consultant configurations. Monthly Status Following regular status meetings, the Determined by City need CST Project Report CentralSquare Project Manager will provide during Kickoff. Manager and an updated status report. City Project Manager Issues Log Tracks risks and issues, Assignments, Determined by City need CST Project progress, mitigation strategies, due dates, during Kickoff. Manager and and other relevant information for managing City Project risks and issues Manager Risk Register Classifies the risk based on probability and Maintained throughout the CST Project impact to the overall project and develops course of the Project. Manager and mitigation and response plans, where City Project appropriate. Manager Implementation End-to-end summary of engagements that Provided at Kickoff and CST Project Guide make up the CentralSquare implementation. referred to throughout the Manager project. Test Workbook Workbook that contains all test and Provided at Kickoff and CST Project assessment cases completed during the updated as required. Manager implementation. OF 'N Page 81 �♦d City of Rosemead, CA Go Live Plan Describes tasks to be handled by CentralSquare and Customer personnel during the initial cutover to Go -Live, including a detailed schedule of CentralSquare personnel covering each shift with resources, process for reporting issues, how they will be handled or escalated, contact names/phone numbers onsite staff, remote and third -party vendors. Services to The delivery of formal closing documents as Support/ Project part of acceptance includes completed project Closeout Report artifacts outlined above, change order summary, lessons learned and recommendations, risk and issues log, customer support transition plan, and description of steady state operations. Reporting A draft will be provided prior CST Project to Go Live, reviewed with Manager and the City, and finalized for City Project distribution to stakeholders. Manager Provided at the end of the CST Project project Manager Community Development provides unparalleled reporting capabilities using the strength of CentralSquare Analytics as well as Microsoft SQL Server Reporting Services (SSRS). These intelligent documents allow users to create on -the -fly reports by simply selecting criteria such as date ranges and sort types. Community Development ships with more than 100 standard reports that cover all modules, including financial and system configuration reports. Reports are powered by SSRS (SQL Server Reporting Services). These reports belong to you, so if you need to modify any report, you can edit it and use the Save As function to create your own version. SSRS Reports can be exported into the following formats: XML File with Report Data, CSV (comma delimited), PDF, MHTML (web archive), Excel, TIFF File, and Word. The City can configure which users can run and edit reports, and it can put reports into a privileged folder to enhance security. Community Development also includes the Advanced Search function which allows users to query the Community Development database and create custom reports on the fly. You can save Advanced Search Parameters for future use and data from these reports can be exported into Microsoft Excel. Note that report writer training is included as part of the implementation. Please see Section 1 of this response for more information on reporting as well as sample reports. i. Data Migration to incorporate historical data and historical parcel and property information. Response: CentralSquare has significant knowledge and experience assisting clients with data conversion efforts. The City works closely with our consulting staff to outline and define legacy data requirements. In many cases, we empower your project team to manage data conversion efforts via mapping and uploading data into standard utilities. For more complex conversion tasks, a team of developers converts the data using scripts and a variety of tools to support the process. We encourage customers considering complex conversions to review and have data in good order to prepare for a conversion. CentralSquare simplifies the conversion process through written utilities, allowing our customers to convert many types of data. The cost-effective methodology gives you the historical data needed to run your community. CentralSquare provides data conversion templates, and our consultants work with your team to O \ Page 82 City of Rosemead, CA map the legacy data to the tables and fields in Community Development. CentralSquare provides utilities to upload the data into Community Development, which is then verified by the City and CentralSquare consultants. We follow these steps as part of our data conversion process: ■ Based on the utilities provided and consultations with CentralSquare, the City decides what data to convert. In some cases, it is more effective to manually enter certain data as a training exercise. ■ Our consultants work with the City to map a small subset of data to conform to our supplied templates. ■ Once the subset of data is mapped, CentralSquare runs the utilities and uploads data to Community Development. The City confirms and validates this subset of data. If necessary, the templates are adjusted, and the utilities run again until the data in the system is correct. ■ After the subset of data is verified, the entire data set is downloaded from the legacy system, run through the utility, uploaded into the system, and validated. Key benefits of this approach are: ■ Legacy data gets into the system faster and earlier in the project, allowing training and report development with City. ■ You have more control over the process. You can use these templates and utilities to convert additional historical data after Go Live. CentralSquare consultants assist you in determining which years of historical data to convert. Having up to five years of data allows you to pull information from one system rather than referencing the legacy system or archived data. Working together during data conversion is critical. It is important that CentralSquare and the City address any issues that arise at the time the conversion script executes. CentralSquare then modifies the script and re -runs the conversion until you are comfortable with the results. During final conversion, our Conversion Specialist works with your IT Department to convert all mapped historical data maintained in the existing application up to this point. Migration Plan: The following table identifies the data migration plan. Please see the sample timeline in this response for the estimated number of days for each task. O \ Page 83 Project Manager Project Kick -Off Includes review of the Project Workbooks and discussion of data Project Manager User Specialists System Analysts Meeting conversion and interfaces. Database Administrator Project Manager Business Process Project Manager User Specialists Review Meeting Database Administrator City uploads all legacy databases quoted in the contract to the CentralSquare FTP site. Project Manager Initial Data Extract CentralSquare provides FTP Project Manager User Specialists access for uploading all source files and then reviews initial data upload. O \ Page 83 City of Rosemead, CA City and CentralSquare meet to CentralSquare provides a draft of discuss the data conversion First Land the land data map based on GIS process and review the data Project Manager Project Manager Database Consultation structure. City signs off on Data Data Conversion User Specialists Source Document. Specialist User Specialists CentralSquare provides CentralSquare. suggestions to meet expectations. Land Management City uploads the geodatabase to Project Manager Project Manager the CentralSquare FTP site for Project Manager Data Conversion Specialist Delivery of data mapping. CentralSquare Project Manager Geodatabase begins mapping the source tables Data Conversion User Specialists to the Community Development Specialist structure. n. Software Agreement: Please include a template of any required/typical software license agreement the City will need to enter for the software system, maintenance, or other requirements of the Vendor. Response: Please see a sample CentralSquare agreement in Appendix B of this response. SCOPE SECTION 2 Complete software documentation and training manual for support staff, users, and administrators. Response: Standard functionality. Documentation specialists with thorough knowledge of our software applications write our documentation. They work closely with each product's developers and trainers to ensure that the documentation contains the information clients need and find most useful. In support of our initiative to be green and give clients easier access to specific training information, CentralSquare provides all documentation in electronic format. Users can easily search, select, and print from online help formats. We provide hard copy manuals for any additional customizations or features added to the program. See the following table for details. OF N Page 84 CentralSquare provides a draft of First Land the land data map based on GIS Project Manager Project Manager Management Data data provided. City reviews the Data Conversion User Specialists Map Review land data map document with Specialist CentralSquare. Land Management CentralSquare finalizes the data Project Manager Project Manager Data Map Sign Off map document and City signs off on Land Management data map. Data Conversion Specialist User Specialists n. Software Agreement: Please include a template of any required/typical software license agreement the City will need to enter for the software system, maintenance, or other requirements of the Vendor. Response: Please see a sample CentralSquare agreement in Appendix B of this response. SCOPE SECTION 2 Complete software documentation and training manual for support staff, users, and administrators. Response: Standard functionality. Documentation specialists with thorough knowledge of our software applications write our documentation. They work closely with each product's developers and trainers to ensure that the documentation contains the information clients need and find most useful. In support of our initiative to be green and give clients easier access to specific training information, CentralSquare provides all documentation in electronic format. Users can easily search, select, and print from online help formats. We provide hard copy manuals for any additional customizations or features added to the program. See the following table for details. OF N Page 84 City of Rosemead, CA Major system overviews for all components V V System flowcharts (screen flow) and data flow diagrams J J Computer operations and administration procedure J J Manuals describing application software J J Training materials J J Sample input documents with data entry explanations J J Explanations of daily use of the system, i.e., adding and J J deleting Samples of all standard reports with descriptions of all fields J Sample of all online screens, menus, input forms J Data dictionary (available upon request) J System Administration Guide J Report writing presentation J Quick reference guides for applications and specific features J Quick reference fields for data mapping J Unified modeling language and entity relationship diagrams J SCOPE SECTION 3 Costs provided should include one or both of the following options (along with a clear delineation of the service being proposed)... Response: All cost information is provided in Section 7 of this response. SCOPE SECTION 4 Report on other matters revealed during the Consultant's evaluation that the City should consider addressing. Response: As standard, CentralSquare will conduct a Business Process Review to provide gap information, areas of enhancements, and a project framework during Discovery. By sharing our knowledge from similar prior implementations and ongoing maintenance, we help the City navigate the path to a successful implementation that provides you maximum benefit from Community Development. SCOPE SECTION 5 Presentation of all draft findings to the Community Development Director and designated City team for review; and presentation of final report and conclusions to City Council, as needed upon request by the City. Response: CentralSquare will present our Business Process Review findings to City stakeholders as well as key members of the project team. Our presentation includes preliminary results, analysis, and proposed recommendations based on research, data, and City staff input. Your review and feedback is incorporated into a final report. OF 'IN Page 85 City of Rosemead, CA SCOPE SECTION 6 Production of a completed draft report to be reviewed by the Community Development Director, City Attorney, and City Management team prior to finalizing. The draft and final should include the following: a. Background information. b. Description of overall methodology. c. Supporting justifications for the implementation of the system. d. Any additional matters of which City staff should be made aware, findings, and recommendations. Response: Once the draft findings have been reviewed and refined, a comprehensive final report is prepared. The final report includes all relevant information, refined findings, and conclusive recommendations for best practices. SCOPE SECTION 7 Attendance at staff and public meetings, as needed upon request by the City. Response: A local representative from CentralSquare is available to attend public meetings as needed upon request by the City. OF N Page 86 City of Rosemead, CA Appendix B: Sample Agreement The advantage that is derived from using the provided Solutions Agreement is that the terms of such agreement have been developed over the course of many years and are specifically tailored to the products that CentralSquare offers. With thousands of clients and its status as a leading supplier of software solutions to local government entities across the country, CentralSquare has a long and successful history of negotiating agreements within the public sector. Many of these entities have required that the agreement entered into by CentralSquare and the respective entity contain certain contractual provisions. As demonstrated by CentralSquare's extensive client base, through good faith negotiation, CentralSquare has been able to address a wide variety of concerns and mandates set forth by the respective entities. CentralSquare has every confidence that in the instant case, all terms and conditions will be addressed to the satisfaction of both parties. CentralSquare rejects any express or implied acceptance of any other terms or conditions other than those expressly enumerated in the CentralSquare Solutions Agreement. Final agreement terms and conditions will be negotiated by the parties, even if those terms or conditions are included in the RFP, in CentralSquare's submission of this response, or in any other written or oral communications between the parties. Please refer to the following pages for a sample copy of our licensing agreement. OF\ Page 87 %♦�O City of Rosemead, CA CentralSquare Solutions Agreement This CentralSquare Solutions Agreement (the "Agreement'), effective as of the last signature hereto (the "Effective Date'), is entered into between CentralSquare Technologies, LLC, a Delaware Limited Liability Company with its principal place of business in Lake Mary, FL ("CentralSquare') and the [INSERT CUSTOMER NAME] ("Customer'), together with CentralSquare, the "Parties", and each, a "Party". WHEREAS, CentralSquare licenses and gives access to certain software applications ("Solutions") to its customers and also provides maintenance, support, migration, installation and other professional services, and WHEREAS, Customer desires to license and/or gain access to certain Solutions and receive professional services described herein, and CentralSquare desires to grant and provide Customer license and access to such offerings as well as to provide support and maintenance, subject to the terms and conditions set forth in this Agreement NOW, THEREFORE, in consideration of the mutual covenants, terms, and conditions set forth herein, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, by the signatures of their duly authorized representative below, the Parties intending to be legally bound, agree to all of the following provisions and exhibits of this Agreement Solution: Public Administration —Community Development Term. Initial Term. The Initial Term of this Agreement commences as of the Effective Date and will continue in effect for five (5) years from such date unless terminated earlier pursuant to any of the Agreement's express provisions (the "Initial Term'). Renewal Term. This Agreement Will automatically renew for additional successive one (1) year terms unless earlier terminated pursuant to any of the Agreement's provisions (a "Renewal Term" and, collectively, with the Initial Term, the "Tenn'). Non -Renewal. Either Party may elect to end renewal of the Agreement by issuing a notice of non -renewal, in Writing, to the other Party six (6) months prior to the expiration of the Agreement term Fees. In consideration of the rights and services granted by CentralSquare to Customer under this Agreement, Customer shall make payments to CentralSquare pursuant to the amounts and payment terms outlined in Exhibit 1 (the Solutions(s) and Services Fee Schedule). All invoices shall be billed and paid in U.S dollars (USD) and in accordance with the terms set forth in Exhibit 1. If Customer delays an invoice payment for any reason, Customer shall promptly notify CentralSquare in writing the reasons for such delay. Unless otherwise agreed by both Parties, CentralSquare may appy any payment received to any delinquent amount outstanding. /♦N Page 88 City of Rosemead, CA Standard Tenns and Conditions Definitions. Capitalized terms not otherwise defined in this Agreement have the meanings set forth below. I.I. "Affiliate" means any other Entity that directly or indirectly, through one or more intermediaries, controls, is controlled by, or is under common control with, such Entity. 1.2. "Authorized User' means Customer's employees, consultants, contractors, and agents who are authorized by Customer to access and use the Solutions pursuant to this Agreement, and for whom access to the Solutions has been purchased. 1.3. "Baseline Solution" means the version of a Solution updated from time to time pursuant to CentralSquare's warranty services and maintenance, but without any other modification. 1.4. "CentralSquare Systems" means the information technology infrastructure used by or on behalf of CentralSquare to deliver the Solutions, including all computers, software, hardware, databases, electronic systems (including database management systems), and networks, whether operated directly by CentralSquare or through the use of third -parry services. 1.5. "Customer Data" means information, data, and content, in any form or medium, collected, downloaded, or otherwise received, directly or indirectly from Customer, an Authorized User or end-users by or through the Solutions, provided the data is not personally identifiable and not identifiable to Customer. 1.6. "Customer Systems" means the Customer's information technology infrastructure, including computers, software, hardware, databases, electronic systems (including database management systems), and networks, whether operated by Customer or through the third -party services. 1.7. "Defect" means a material deviation between the Baseline Solution and its Documentation, for which Customer has given CentralSquare sufficient information to enable CentralSquare to replicate the deviation on a computer configuration that is both comparable to the Customer Systems and that is under CentralSquare's control. Further,with regard to any custom modification, Defect means a material deviation between the custom modification and the CentralSquare generated specification and Documentation for such custom modification, and for which Defect Customer has given CentralSquare sufficient infomration to enable CentralSquare to replicate the deviation on a computer configuration that is both comparable to the Customer Systems and that is under CentralSquare's control. 1.6. "Delivery" means: 1.8.1. For on -premise Solutions, Delivery shall be when CentralSquare delivers to Customer the initial copies of the Solutions outlined in Exhibit 1 by whichever the folkrMng applies and occurs first (a) electronic delivery, by posting !ton CentralSquare's networkfor downloading, or similar suitable electronic file transfer method, or (b) physical shipment, such as on a disc or other suitable media transfer method, or (c) installation, or (d) delivery of managed services server. Physical shipment is on FOB - CentmISquare's shipping point, and electronic delivery is at the time CentralSquare provides Customer with access to download the Solutions. 1.8.2. For cloud -based Solutions Delivery shall be whichever the following applies and occurs first when Authorized Users have (a) received log -in access to the Solution or any module of the Solution or (b) received access to the Solution via a URL. 1.9. "Documentation" means any manuals, instructions, or other documents or materials that CentralSquare provides or makes available to Customer in any form or medium and which describe the functionality, components, features, or requirements of the Solution(s), including any aspect of its installation, configuration, integration, operation, use, support, or maintenance. 1.10. "End User Training" means the process of educating general users of the Software on the operation of the Software. 1.11. "Entity" means an individual, corporation, partnership, joint venture, limited liability entity, governmental authority, unincorporated organization, trust, association, or other organization. 1.12 "Hardware" means any equipment, computer systems, servers, storage devices, peripherals, and any other tangible assets purchased under this Agreement 1.13. "Intellectual Property Rights" means any and all registered and unregistered rights granted, applied for, or otherwise now or hereafter in existence under or related to any patent, copyright, trademark, trade secret, database protection, or other intellectual property rights laws, and all similar or equivalent rights or forms of protection, in any part of the world. 1.14. "Managed Services Hardware" means any equipment, computer systems, servers, peripherals, and any other tangible asset purchased as a subscription under this Agreement. 1.15. "Maintenance" means optimization, error correction, modifications, and Updates (defined herein) to CentralSquare Solutions to correct any known Defects and improve performance. Maintenance will be provided for each Solution, the hours and details of which are described in Exhibit 2 (Maintenance and Support) or Exhibit 8 (Managed Services Provisions). OF N Page 89 � W City of Rosemead, CA 1.16. "New or Major Releases" means new versions of a Baseline Solution (e.g., version 4.0, 5.0 etc.) not provided as part of Maintenance. 1.17. "Personal Information" means any information that does or can identify a specific individual or by or from which a specific individual may be identified, contacted, or located. Personal Information includes all "nonpublic personal information" as defined under the Gramm -Leach -Bliley Act, "protected health information" as defined under the Health and Insurance Portability and Accountability Act of 1996, "Personal Data" as defined in the EU General Data Protection Regulation (GDPR 2018), "Personal Information" as defined under the Children's Online Privacy Protection Ad of 1998, and all rules and regulations issued under any of the foregoing. 1.18. "Professional Services" means configuration, installation, implementation, development work training or consulting services including custom modification programming, support relating to custom modifications, on-site support services, assistance with data transfers, system restarts and reinstallation provided by CentralSquare. 1.18. "Project Kickofr is a meeting to occur shortly after contract execution between CentralSquare and Customer in Which goals and objectives are setforth, all parties relevantteam members are identified, and scope, timelines, and milestones are reviewed. 1.20. "Reliability Period" is the time period in which the Software is tested and confirmed reliable by successfully completed fifteen (15) continuous days in a live environment with no repeatable Privity 1 or Priority 2 issues as defined in Exhibit 2, unless otherwise agreed in a statement of work 1.21. "Software" means the software programs) (in object code format only) identified on Exhibit 1 (Solution (s) and Services Fee Schedule). The term "Software' excludes any Third -Parry Software. 1.22. "Software Version" means the base or core version of the Solution Software that contains significant new features and significant fixes and is available to the Customer. The nomenclature used for updates and upgrades consists of major, minor, build, and fa and these correspond to the following digit locations of a release, a,b,c,d. An example of which would be 7.4.1.3, where the 7 refers to the major release, the 4 refers to the minor release, the 1 refers to the build, and the 3 refers to a fix. 1.23. "Solutions" means the software, Documentation, development work, CentralSquare Systems and any and all other information, data, documents, materials, works, and other conterrt, devices, methods, processes, hardware, software, technologies and inventions, including any deliverables, technical or functional descriptions, requirements, plans, or reports, provided or used by CentralSquare or any Subcontractor in connection with Professional Services or Support Services rendered under this Agreement. 1.24. "Support Services" means Maintenance, Enhancements, implementation of New Releases, and general support efforts to respond to incidents reported by Customer in accordance with Exhibit 2 (Maintenance & Support) and Exhibit 8 (Managed Services Provisions), if applicable. 1.25. "Third -Party Materials" means materials and information, in any form or medium, including any software, documents, data, content, specfications, products, related services, equipment, or components of or relating to the Solutions that are not proprietaryto CentralSquare. 2. License. Access. and Title. 2.1. License Grant. For any Solution designated as a "license on Exhibit 1, Customer is granted a perpetual (unless terminated as provided herein), nontransferable, nonexclusive dghtand license to usethe Software for Customers own internal use for the applications described in the Statement of Work in the applicable environment (e.g., production, test, training, or disaster recovery system) and in the quantity set forth in Exhibit 1. Additional software licenses purchased after the execution of this Agreement shall also be licensed in accordancewiththe provisions of this section. Customer shall not use, copy, rent, lease, sell, sublicense, modify, create derivative works from/cf, or transfer any software, or permit others to do said ads, except as provided in this Agreement Any such unauthorized use shall be void and may result in immediate and automatic termination of the applicable license. In such event, Customer shall not be entitled to a refund of any license fees paid. Notwithstanding, Customer shall be entitled to use software at the applicable designated location for the purpose of the application(s) described in the Statement of Work to provide services for itself and other Affiliate governmental agencieslentities, prwided that the Software is installed and operated at only one physical location. The Software license granted 1n this Agreement or in connection with it are for object code only and do not include a license or any rights to source code whatsoever. 2.2. Access Grant For any Solution designated as a "subscription on Exhibit 1, so long as subscription fees are paid and current, (unless terminated as provided herein), Customer is granted a nontransferable, nonexclusive right to use the software for the Customer's own internal use for the applications described in the Statement of Work, in the applicable environment (e.g., production, test, training, or disaster recovery system) and in the quantity set forth in Exhibit 1. Additional CentralSquare software subscriptions purchased after the execution of this Agreement shall also be accessed in accordance with the provisions of this section. Customer shall not use, copy, rem, lease, sell, sublicense, modify, create derivative works from/of, or transfer any software, or permit others to do said acts, except as provided in this Agreement. Any such unauthorized use shall be void and may resuft in immediate and automatic termination of the applicable access. In such event, Customer shall not be entitled to a refund of any subscription fees paid. Notwithstanding, Customer shall be entitled to use software at the applicable designated location for the purpose of the application(s) described in the Statement of Work to provide services for itself and other Affiliate governmental Or 'IN Page 90 IIA; City of Rosemead, CA agencies/entiroes. The subscription access granted in this Agreement or in connection with it are for object code only and do not include a license or any rights to source code whatsoever. 2.3. Documentation License. CentralSquare hereby grants to Customer a non-exclusive, non-sublicensable, non- transferable license to use the Documentation during the Term solely for Customers internal business purposes in connection with its use of the Solutions. 2.4. Hardware. Subject to the terms and conditions of this Agreement, CentralSquare agrees to deliver, through hardware vendors, the Hardware itemized on Exhibit 1. The risk of loss or damage will pass to Customer upon the date of delivery to the Customer specified facility. Upon delivery and full satisfaction of the Hardware payment obligations, Hardware shall be deemed accepted and Customer will acquire good and clear title to Hardware. All Hardware manufacturer warranties will be passed through to Customer. CentralSquare expressly disclaims, and Customer hereby expressly waives all other Hardware warranties, express or implied, without limitation, warranties of merchantability and fitness for a particular purpose. 2.5. Managed Services Hardware. Subject to the terms and conditions of this Agreement, CentralSquare agrees to deliver the Managed Services Hardware itemized on Exhibit 1. So long as the applicable subscription fees are paid and current, Customer shall maintain a limited right in possessory interest in the Managed Services Hardware. No title in the Managed Services Hardware will pass to Customer at any time or for any reason. Customer agrees to maintain adequate insurance against tire, theft, or other loss for the Managed Services Hardware full insurable value. CentralSquare shall coordinate any defect or warranty claims in accordance with Exhibit B. 2.6. Reservation of Rights. Nothing in this Agreement grants any right, title, or interest in or to any Intellectual Property Rights in or relating to the Solutions, or Third -Party Materials, whether expressly, by implication, estoppel, or otherwise. All right, title, and interest in the Solutions, and the Third -Party Materials are and will remain with CentralSquare and the respective rights holders. 3. Use Restrictions. Authorized Users shall not 3.1. copy, modify, or create derivative works or improvements of the Solutions, or rent, lease, lend, sell, sublicense, assign, distribute, publish, transfer, or otherwise make available any Solutions to any Entity, including on or in connection with the internet or any time-sharing, service bureau, software as a service, cloud, or other technology or service; 3.2. reverse engineer, disassemble, decompile, decode, adapt, or otherwise attempt to derive or gain access to the source code of the Solutions, in whole or in part; 3.3. bypass or breach any security device or protection used by Solutions or access or use the Solutions other than by an Authorized User through the use of his or her own then valid access; 3.4. input, upload, transmit, or otherwise provide to or through the CentralSquare Systems, any information or materials that are unlawful a injurious, or contain, transmit, or activate any harmful code (any software, hardware, device, or other technology, including any virus, worm, mal are, or other malicious computer code, the purpose or effect of which is to (a) permit unauthorized access to, or to destroy, disrupt, disable, distort, or otherwise harm or impede any (i) computer, software firmware, hardware, system or network or (i) any application or function of any of the foregoing or the security, integrity, confidentiality, or use of any data processed thereby; or (b) prevent Customer or any Authorized User from accessing or using the Solutions as intended by this Agreement; 3.5. damage, destroy, disrupt, disable, impair, interfere with, or otherwise impede or harm in any manner the CentralSquare Systems, or CentralSquare's provision of services to any third -party, in whole or in part; 3.6. remove, delete, alter, or obscure any trademarks, specifications, Documentation, warranties, or disclaimers, or any copyright, trademark patent, or other intellectual property or proprietary rights notices from any Documentation or Solutions, including any copy thereof, 3.7. access or use the Solutions in any manner or for any purpose that infringes, misappropriates, or otherwise violates any Intellectual Property Right or other right of any third -parry, or that violates any applicable law, 3.8. access or use the Solutions for purposes of competitive analysis of the Solutions, the development, provision, or use of a competing software service or product or any other purpose that is to CentralSquares detriment or commercial disadvantage or otherwise access or use the Solutions beyond the scope of the authorization granted in Section 2. 4. Audit 4.1. CentralSquare shall have the right to audit Customers use of the Software to monitor compliance with this Agreement. Customer shall permit CentralSquare and its directors, officers, employees, and agents to have on-site access at Customers premises (or remote access as the case may be) during normal business hours to such systems, books, and records for the purpose of verifying license counts, access counts, and overall compliance with this Agreement Customer shall render reasonable cooperation to CentralSquare as requested. If as a result of any audit or inspection CentralSquare substantiates a deficiency or non-compliance or if an audit reveals that Customer has exceeded the restrictions on use, Customer shall promptly reimburse CentralSquare for all its costs and expenses incurred to conduct such audit or inspection and be required to pay for any delinquencies in compliance and prompt payment of any underpayment of Fees. O Page 91 City of Rosemead, CA 5. Customer Obligations. 5.1. Customer Systems and Cooperation. Customer shall at all times during the Term: (a) set up, maintain, and operate in good repair all Customer Systems on or through which the Solutions are accessed or used; (b) provide CentralSquare Personnel with such access to Customer's premises and Customer Systems as is necessary for CentralSquare to perform the Support Services in accordance with the Support Standards and specifications and if required by CentralSquare, remote access in accordance with Exhibit 3 (CentralSquare Access Management Policy); and (c) provide all cooperation as CentralSquare may reasonably request to enable CentralSquare to exercise its rights and perform its obligations under this Agreement. 5.2. Effect of Customer Failure or Delay. CentralSquare is not responsible or liable for any delay or failure of performance caused in whole or in part by Customers delay in performing, or failure to perform, any of its obligations under this Agreement. 5.3. Corrective Action and Notice. If Customer becomes aware of any actual or threatened activity prohibited by Section 6, Customer shall, and shall cause its Authorized Usersto, immediately: (a) take all reasonable and lawful measureswithin their respective control that are necessary to stop the activity or threatened activity and to mitigate its effects (including, where applicable, by discontinuing and preventing any unauthorized access to the Solutions and permanently erasing from their systems and destroying any data to which any of them gained unauthorized access); and (b) notify CentralSquare of any such actual or threatened activity. 5.4. Maintaining Current Versions of CentralSouare Solutions. In accordance with Exhibit 2 (Maintenance & Support) and Exhibit 8 (Managed Services Provisions) if applicable, Customer shall install and/or use any New or Major Release within one year of being made available by CentralSquare to mitigate a performance problem, ineligibility for Support Services, or an infringement claim. 6. Professional Services. 6.1. Compliance with Customer Policies, While CentralSquare personnel are performing services at Customers site, CentralSquare personnel will comply with Customer's reasonable procedures and site policies that are generally applicable to Customer's other suppliers providing similar services and that have been provided to CentralSquare in writing or in advance. 6.2. Contributed Material. In the process of CentralSquare's performing Professional Services, Customer may, from time to time, provide CentralSquare with designs, plans, or specifications, improvements, works or other material for inclusion in, or making modifications to, the Solutions, the Documentation or any other deliverables ("Contributed Material'). Customer grantsto CentralSquare a nonexclusive, irrevocable, perpetual, transferable right, without the payment of any royalties or other compensation of any kind and without the right of attribution, for CentralSquare, CentralSquare's Affiliates and CentralSquare's licensees to make, use, sell and. create derivative works of the Contributed Material. 7. Confidentiality. 7.1. Nondisclosure, The Parties agree, unless otherwise provided in this Agreement or required by law, not to use or make each other's Confidential Information available to any third party for any purpose other than as necessary to perform under this Agreement "Confidential Information" means the Solution(s), Software, and custonezations in any embodiment, and either Party's technical and business information relating to inventions or software, research and development, future product specifications, engineering processes, costs, profit or margin information, marketing and future business plans aswell as any and all internal Customer and employee information, and any information exchanged by the Parties that is clearly marked with a confidential, private or proprietary legend or which, by its nature, is commonly understood to be confidential. 7.2. Confidential Information shall be designated as confidential at the time of disclosure and if disclosed orally, shall be reduced to writing within ten (10) business days. The recipient shall protect the Confidential Information from disclosure by using the same degree of care, but no lessthan a reasonable degree of pre, that it usesto protect itsown confidential information of a like nature to prevent its unauthorized use, dissemination or publication by its employees or agents. Customer further agrees that it will not allow any form or variation of the Software to enter the public domain. Both Parties acknowledge that any breach of its obligations with respect to Confidential Information may muse the other irreparable injury for which there are inadequate remedies at law and that the non -disclosing Parry shall be entitled to equitable relief in addition to all other remedies available to ft. Customer shall not disclose the results of any performance orfunctionality tests of the Software to any third parry without CemralSquares prior written approval. 7.3. Exceptions. A Partys Confidential Information shall not include information that (a) is a becomes publicly available through no act or omission of the recipient; (b) was in the recipient's lawful possession prior to the disclosure and was not obtained by the recipient either directly or indirectly from the disclosing Party, (c) is lawfully disclosed to the recipient by a third party without restriction on recipient's disclosure, and where recipient was not aware that the information was the confidential information of discloser, (d) is independently developed by the recipient without violation of this Agreement, or (e) is required to be disclosed by law. S. Security. 8.1. CentralSquare will implement commercially reasonable administrative, technical and physical safeguards designed to ensure the security and confidentiality of Customer Data, protect against any anticipated threats or hazards to the security OF Page 92 City of Rosemead, CA or integrity of Customer Data, and protect against unauthorized access or use of Customer Data. CentralSquare Will review and test such safeguards on no less than an annual basis. 8.2. Customer shall maintain, in connection with the operation or use of the Solutions, adequate technical and procedural access controls and system security requirements and devices, necessary for data privacy, confidentiality, integrity, authorization, authentication, non -repudiation, virus detection and eradication. 8.3. To the extent that Authorized Users are permitted to have access to the Solutions, Customer shall maintain agreements with such Authorized Users that adequately protect the confidentiality and Intellectual Property Rights of CentralSquare in the Solutions and Documentation and disclaim any liability a responsibility of CentralSquare with respect to such Authorized Users. 9. Personal Data. If CentralSquare processes or otherwise has access to any personal data or Personal Information on Customers behalf when performing Centrasquare's obligations under this Agreement, then: 9.1. Customer shall be the data controller (where "data controller' means an entity which alone or jointly With others determines purposes for which and the manner in which any personal data are, or are to be, processed) and CentralSquare shall be a data processor (where "data processor' means an entity which processes the data only on behalf of the data controller and not for any purposes of its own); 9.2. Customer shall ensure that it has obtained all necessary consents and it is entitled to transfer the relevant personal data or Personal Information to CentralSquare so that CentralSquare may lawfully use, process and transfer the personal data and Personal Information in accordance With this Agreement on Customers behalf, Which may include CentralSquare processing and transferring the relevant personal data or Personal Information outside the country where Customer and the Authorized Users are located in order for CentralSquare to provide the Solutions and perform its other obligations under this Agreement and 9.3. CentralSquare shall process personal data and information only in accordance with lawful and reasonable written instructions given by Customer and as set out in and in accordance with the terms of this Agreement; and 9.4. CentralSquare shall take reasonable steps to ensure that its employees, agents and contractors who may have access to Personal Information are persons who need to know 1 access the relevant Personal Information for valid business reasons; and 9.5. each Parry shall take appropriate technical and organizational measures against unauthorized or unlawful processing of the personal data and Personal Information or its accidental loss, destruction or damage so that, having regard to the state of technological development and the cost of implementing any measures, the measurestaken ensure a level of security appropriate to the harm that aught result from such unauthorized or unlawful processing or accidental loss, destruction or damage in relation to the personal data and Personal Information and the nature of the personal data and Personal Information being protected. If necessary, the Parties Will cooperate to document these measures taken. 10. Representations and Warranties. 10.1. Intellectual Property Warranty. CentralSquare represents and warrants that (a) it is the sole and exciusive owner of (or has the right to license) the software; (b) it has fun and suffolent right, title and authority to grant the rights and/or licenses granted under this Agreement (c) the software does not contain any materials developed by a third party used by CentralSquare except pursuant to a license agreement and (d) the software does not infringe any patent, or copyright 10.2. Intellectual Property Remedy. In the e%mnt that any third party asserts a claim of infringement against the Customer relating to the software contained in this Agreement, CentralSquare shall indemnify and defend the Customer pursuant to section 13.1 of this Agreement In the case of any such claim of infringement, CentralSquare shall either, at its option, (1) procure for Customer the right to continue using the software; or (2) replace or modify the software so that that it becomes non -infringing, but equivalent in functionality and performance. 10.3. Software Warranty. CentralSquare warrants to Customer that (i) for a period of one year from the Effective Date (the 1Narranty Perod'the Software will substantially conform in all material respects to the specifications set forth in the Documentation, when installed, operated and used as recommended in the Documentation and in accordance With this Agreement and Q) at the time of delivery the Software does not contain any virus or other malicious code. 10.4. Software Remedy. If, during the Warranty Period a warranty defect is confirmed in the Software, CentralSquare shall, at its option, reinstall the Software or correct the Defects. Defects that occur in the Software after the Warranty Period will be corrected pursuant to Exhibit 2 (Maintenance & Support) and Exhibit 8 (Managed Services Provisions), if applicable. 10.5. Services Warranty. CentralSquare Warrants that the Professional Services delivered will substantially conform to the deliverables specified in the applicable statement of Work and that all Professional Services will be performed in a professional and workmanlike manner consistent with industry standards for similar work If Professional Services do not substantially conform to the deliverables, Customer shall notify CentralSquare of such non-conformance in writing, Within 10 days from complefion of Professional Service, and CentralSquare shall promptly repair the non -conforming deliverables. 10.6. Disclaimer of Warranty. EXCEPT FOR THE EXPRESS LIMITED WARRANTIES SET FORTH ABOVE, CENTRALSOUARE MAKES NO WARRANTIES WHATSOEVER, EXPRESSED OR IMPLIED, WITH REGARD TO THE INTELLECTUAL PROPERTY, SOFTWARE, PROFESSIONAL SERVICES, ANDIOR ANY OTHER MATTER OF" N Page 93 City of Rosemead, CA RELATING TO THIS AGREEMENT, AND THAT CENTRALSQUARE DISCLAIMS ALL WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING ALL WARRANTIES ARISING FROM COURSE OF DEALING, USAGE OR TRADE PRACTICE, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR TITLE. FURTHER, CENTRALSQUARE EXPRESSLY DOES NOT WARRANT THAT A SOLUTION, ANY CUSTOM MODIFICATION OR ANY IMPROVEMENTS WILL BE USABLE BY CUSTOMER IF THE SOLUTION OR CUSTOM MODIFICATION HAS BEEN MODIFIED BY ANYONE OTHER THAN CENTRALSQUARE PERSONNEL, OR WILL BE ERROR FREE, WILL OPERATE WITHOUT INTERRUPTION OR WILL BE COMPATIBLE WITH ANY HARDWARE OR SOFTWARE EXCEPT TO THE EXTENT EXPRESSLY SET FORTH IN THE DOCUMENTATION. ALL THIRD -PARTY MATERIALS ARE PROVIDED "AS4S" AND ANY REPRESENTATION OR WARRANTY OF OR CONCERNING ANY OF THEM IS STRICTLY BETWEEN CUSTOMER AND THE THIRD -PARTY. THIS AGREEMENT DOES NOT AMEND, OR MODIFY CENTRALSQUARE'S WARRANTY UNDER ANY AGREEMENT OR ANY CONDITIONS, LIMITATIONS, OR RESTRICTIONS THEREOF. 11. Notices. All notices and other communications required or permitted under this Agreement must be in writing and will be deemed given when delivered personalty, sem by United States registered or certified mail, return receipt requested; transmitted by facsimile or email confirmed by first class mail, or sent by overnight courier. Notices must be sem to a Party at its address shown below, or to such other place as the Party may subsequently designate for its receipt of notices in writing by the other Party. If to CentralSquare: If to Customer: CentralSquare Technologies, LLC 1000 Business Center Dr. Lake Mary, FL 32746 Phone: 407304-3235 Attention: Legal/Contracts [INSERT CUSTOMER NAME] [INSERT CUSTOMER ADDRESS] [ADDRESS LINE 21 Phone: -customer to supply email: -customer to supply Attention: 'customer to supply POC 12. Force, Majeure. Neither Party shall be responsible for failure to fulfill its obligations hereunder, or be liable for damages resulting from delay in performance as a result of war, fire, strike, riot or insurrection, natural disaster, pandemic or epidemic, delay of carriers, governmental order or regulation, complete or partial shutdown of plant, unavailabilrty of equipment, sofMare, or services from suppliers, default of a subcontractor or vendor to the Parry if such default arises out of causes beyond the reasonable control of such subcontractor or vendor, the acts or omissions of the other Parry, or its officers, directors, employees, agents, contractors, or elected officials, and/or other occurrences beyond the Party's reasonable control (°Excusable Delay' hereunder). In the event of such Excusable Delay, performance shall be extended on a day for day basis or as otherwise reasonably necessary to compensate for such delay. 13. Indemnification. 13.1. Centm[Scuare Indemnitication. CentralSquare shall indemnify, defend, and hold harmless Customer from any and all Claims or liability, including attomeys' fees and costs, brought by a third party, allegedly arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising solelyfrom a wrongful or negligent act, error or omission of CentralSquare, its employees, agents, contractors, or any subcontractor as a result of CentralSquare s or any subcontractors performance pursuant to this Agreement; however, CentralSquare shall not be required to indemnify Customer for any claims caused to the extent of the negligence or wrongful act of Customer, its employees, agents, or contractors. Notwithstanding anything to the contrary in the foregoing, if a Claim, or liability results from or is contributed to by the actions or omissions of Customer, or its employees, agents or contractors, CentralSquare's obligations under this provision shall be reduced to the extent of such axbors or omissions based upon the principle of comparative fault. 13.2. Customer Indemnification. To the extent allowable by law, Customer shall indemnify, defend, and hold harmless CentralSquare from any and all Claims or liability, including attorneys fees and costs, allegedly arising out of, in connection with, or incident to any loss, damage or injury to persons or property or arising solely from a wrongful or negligent act, error or omission of Customer, its employees, agents, contractors, or any subcontractor as a result of Customers or any subcontractors performance pursuant to this Agreement however, Customer shall not be required to indemnify CentralSquare for any Claims or actions caused to the extent of the negligence or wrongful act of CentralSquare, its employees, agents, or contractors. Notwithstanding anything to the contrary in the foregoing, if a Claim or liability results from or is contributed to by the actions or omissions of CentralSquare, or its employees, agents OFN 11111l Page 94 City of Rosemead, CA or contractors, Customers obligations under this provision shall be reduced to the extent of such actions or omissions based upon the principle of comparative faut 13.3. "Claim" in this Section 13 means any claim, cause of action, demand, lawsuit, dispute, inquiry, audit, notice of violation, proceeding, litigation, citation, summons, subpoena a investigation of any nature, civil, criminal, administrative, regulatory or other, whether at law, in equity, or otherwise. 14. Termination. 14.1. Either Parry may terminate this Agreement for a material breach in accordance with this subsection. In such event, the disputing Party shall deliver written notice of its intent to terminate along with a description in reasonable detail of the problemsfor which the disputing Parry is involing its rightro terminate and the specific requirement within this Agreement or any exhibit or schedule hereto that the disputing Party is relying upon. Following such notice, the Parties shall commence dispute resolution procedures in accordance with the dispute resolution procedure pursuant to Section 17. 14.2. CentralSquare shall have the right to terminate this Agreement based on Customers failure to pay undisputed amounts due under this Agreement more than ninety (90) days after delivery of written notice of non-payment. 14.3. Customer shall have the right to terminate if the proper appropriation of funds for the continuation of this Agreement is not available for any fiscal year after the first fiscal year during the Term, then this Agreement may be terminated. To effecthe termination of this Agreement, Customer shall, within forty-five (45) days following the beginning of the fiscal year for which the proper appropriation is not available, provide Centrasquare with written notice of the failure to obtain the proper appropriation of funds. Such notice shall be accompanied by the payment of all sums then owed CentralSquare under this Agreement, if any. 14.4. Customer may also terminate for convenience, in whole or in part at any time by providing thirty (30) days written notice. Should Customerterrinate for convenience during any twelve (12) month term, CentralSquare shall provide a pro -rated refund for any on -premise subscription asset designated on Exhibit 1, with "(OP)". Should Customer terminate for convenience, in whole or in pari, any cloud -hosted subscription asset, no pre -paid fees shall be returned, or pro -rated refund be given, for any remaining months on the than current term. Should Customer terminate for convenience, in whole or in part, any third -party asset, no prepaid fees shall be returned, or pro -rated refund be given, for any remaining months on the than current tern. 15. Effect of Termination or Expiration. On the expiration or earlier termination of this Agreement 15.1. All rights, licenses, and authorizations granted to Customer hereunder will immediately terminate and Customer shall immediately cease all use of CentralSquare's Confidential Information and the Solutions, and within thirty (30) days deliver to CentralSquare, or at CentralSquanYs request destroy and erase CentralSquare s Confidential Information from all systems Customer directly or indirectly controls; and 15.2. All licenses, access or subscription fees, services rendered but unpaid, and any amounts due by Customer to CentralSquare of any kind shall become immediately payable and due no later than thirty (30) days after the effective date of the termination or expiration, including anything that accrues within those thirty (30) days. 15.3. The provisions set forth in the following sections, and any other right or obligation of the Parties in this Agreement that, by its nature (including but not limited to: Use Restrictions, Confidential Information, Warranty Disclaimers, Indemnifications, & Limitations of Liability), will survive any expiration or termination of this Agreement. 15.4. In the event that Customer terminates this Agreement or cancels any portions of a project (as may be set forth in a Statement of Work) prior to Go Live (which shall be defined as "first use of a Solution or module of a Solution in a production environment, unless otherwise agreed by the Parties in a statement of work'), Customer shall pay for all Professional Services actually performed by CentralSquare on a time and materials basis, regardless of the payment terms in Exhibit 1. 15.5. Return of Customer Data. If Customer requests in writing at least ten (10) days prior to the effective date of expiration or earlier termination of this Agreement, CentralSquare shall within saty (60) days following such expiration or termination, deliver to Customer in CentralSquare's standard format the than most recent version of Customer Data maintained by CentralSquare, provided that Customer has at thatfime paid all Fees then outstanding and any amounts payable after or as a result of such expiration or termination. 15.6. Deconversion. In the eventof O expiration a eadiertermination ofthis Agreement, or p7 Customer no longer purchasing certain Solutions pncluding those indicated to be Third -Party Materials), if Customer requests assistance in the transfer of Customer Data to a different vendor's applications rDemnversion7, CentralSquare will provide reasonable assistance. CentralSquare and Customer will negotiate in good faith to establish the relative roles and responsibilities of CentralSquare and Customer in effecting Deconversion, as well as the appropriate date for completion. CentralSquare shall be entitled to receive compensation for any additional consultation, services, software, and documentation required for Deconversion on a time and materials basis at CentralSquare's then standard rates. 15.7. Termination of this Agreement shall not relieve either Party of any other obligation incurred one to the other prior to termination. 16. Assignment Neither this Agreement nor any rights or obligations hereunder shall be assigned or otherwise transferred by either Party without the prior written consent of the other Parry, which consent Will not be unreasonably withheld; provided however, that in the event of a merger or acquisition of all or substantially all of CentrelSquare s assets, CentralSquare may assign this Agreement to an entity ready, willing and able to perform CentralSquare's executory obligations hereunder. OF 'IN Page 95 �•.4 City of Rosemead, CA 17. Dispute Resolution. Any dispute, controversy or claim arising out of or relating to this Agreement(each, a"Dispute'l, including the breach, termination, or validity thereof, shall be resolved as follows: 17.1. Good Faith Negotiations. The Parties agree to send written notice to the other Parry of any Dispute ("Dispute Notice). After the other Party receives the Dispute Notice, the Parties agree to undertake good faith negotiations to resolve the Dispute. Each Party shall be responsible for its associated travel and other related costs. 17.2. Escalation to Mediation. If the Parties cannot resolve any Dispute through good faith negotiations, the dispute will be escalated to non-binding mediation, with the Parties acting in good faith to select a mediator and establishing the mediation process. The Parties agree the mediators fees and expenses, and the mediators costs incidental to the mediation, will be shared equally between the Parties. The Parties shall bear their own fees, expenses, and costs. 17.3. Confidential Mediation. The Parties further agree all written or oral offers, promises, conduct, and statements made in the course of the mediation are confidential, privileged, and inadmissible for any purpose in any litigation, arbitration or other proceeding involving the Parties. However, evidence that is otherwise admissible or discoverable shall not be rendered inadmissible or non -discoverable as a result of its use in the mediation. 17.4. Liticiation. If the Parties cannot resolve a Dispute through mediation, then once an impasse is declared by the mediator either Party may pursue litigation in a court of competent jurisdiction. 19. Waiver/Severability. The failure of any Party to enforce any of the provisions hereof will not be construed to be a waiver of the right of such Party thereafter to enforce such provisions. If any provision of this Agreement is found to be unenforceable, that provision Will be enforced to the maximum extent possible, and the validity, legality and enforceability of the remaining provisions will not in any way be affected or impaired thereby. 19. LIABILITY, NOTWITHSTANDING ANY PROVISION WITHIN THIS AGREEMENT TO THE CONTRARY, AND REGARDLESS OF THE NUMBER OF LOSSES, WHETHER IN CONTRACT, EQUITY, STATUTE, TORT, NEGLIGENCE, OR OTHERWISE: 19.1. NEITHER PARTY SHALL HAVE LIABILITY TO THE OTHER PARTY FOR ANY SPECIAL, INDIRECT, INCIDENTAL, PUNITIVE, EXEMPLARY, LIQUIDATED, OR CONSEQUENTIAL DAMAGES OF ANY KIND INCLUDING BUT NOT LIMITED TO, REPLACEMENT COSTS, AND NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR LOSSES OF PROFIT, REVENUE, INCOME, BUSINESS, ANTICIPATED SAVINGS, DATA, AND REPUTATION, AND MORE GENERALLY, ANY LOSSES OF AN ECONOMIC OR FINANCIAL NATURE, REGARDLESS OF WHETHER SUCH LOSSES MAY BE DEEMED AS CONSEQUENTIAL OR ARISING DIRECTLY AND NATURALLY FROM THE INCIDENT GIVING RISE TO THE CLAIM, AND REGARDLESS OF WHETHER SUCH LOSSES ARE FORESEEABLE OR WHETHER EITHER PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSSES; AND 19.2. CENTRALSQUARE'S TOTAL LIABILITY ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT SHALL NOT EXCEED THE AMOUNT(S) ACTUALLY PAID BY CUSTOMER TO CENTRALSQUARE HEREUNDER FOR THE LAST TWELVE (12) MONTHS PRIOR TO THE DATE THE CLAIM AROSE. 20. Insurance. During the term of this Agreement, CentralSquare shall maintain insurance coverage covering its operations in accordance with Exhibit 4 (Certificate of Insurance (Evidence of Coverage)). Upon request by Customer, CentralSquare shall include Customer as an additional insured on applicable insurance policies provided under this Agreement CentralSquare shall provide proof of current coverage during theterm of this Agreement 21. Third -Party Materials. CentralSquare may, from time to time, include third parties to perform services, provide software, a provide equipment Customer acknowledges and agrees CentralSquare provides front-line support services for these Third - Party Materials, but these third parties assume all responsibility and liability in connection with the Third -Parry Materials. CentralSquare is not authorized to make any representations a warranties that are binding upon the third -party or to engage in any other acts that are binding upon the third -party, except specifically that CentralSquare is authorized to represent third - party fees and to accept payment of such amounts from Customer on behalf of the third -party for as long as such third -party authorizes CentralSquare to do so. As a condition precedentto installing or accessing certain Third -Party Materials, Customer maybe required to execute a click -through, shrink-wrap End User License Agreement ("EULN') or similar agreement provided by the Third -Party Materials provider. If mapping information is supplied with the CentralSquare Software, CentralSquare makes no representation or warranty as to the completeness or acouracy of the mapping data provided with the CentralSquare Software. The completeness or accuracy of such data is solely dependent on the information supplied by the Customer or the mapping database vendor to CentralSquare. All third -party materials are provided "asis and any representation or warranty concerning them is strictly between Customer and the third -party. 22. Subcontractors. CentralSquare may from time to time, in its discretion, engage third parties to perform services on its behalf including but not limited to Professional Services, Support Services, and/or provide software (each, a 'Subcontractor). CentralSquare shall be fully responsible for the acts of all subcontractors to the same extent it is responsible for the acts of its own employees. 23. Entire Agreement. This Agreement, and any Exhibits specifically incorporated therein by reference, constitute the entire agreement between the Parties with respect to the subject matter. These documents supersede and merge all previous and contemporaneous proposals of sale, communications, representations, understandings and agreements, whether oral or written, between the Parties with respect to the subject hereof. 24. Amendment. Either Party may, at any time during the term, request in writing changes to this agreement The Parties shall evaluate and, if agreed, implement all such requested changes. No requested changes will be effective unless and until 0P,, N Page 96 fro City of Rosemead, CA memorialized in either a CentralSquare issued add-on quote signed by Customer, or a written change order or amendment to this Agreement signed by both Parties. 25. No Third -Party Beneficiaries. This Agreement is for the sole benefit of the Parties and their respective successors and permitted assigns and nothing herein, express or implied, is intended to or shall confer on any other person any legal or equitable right, berefit, or remedy of any nature under or by reason of this Agreement. 26. Counterparts. This Agreement, and any amendments hereto, may be executed in several counterparts, each of which when so executed shall be deemed to be an original, and such counterparts shall constitute one and the same instrument The Agreement (and any amendments) shall be considered properly executed by a Parry if executed by that Party and transmitted by facsimile or other electronic means such as DocuSign, Tagged Image Format Files (TIFF), or Portable Document Format (PDF). 27. Material Adverse Change. If any law, regulation, applicable standard, process, OEM requirement is changed or comes into force after the Effective Date, including but not limited to PCI standards or Americans with Disabilities Act compliance (collectively, a "Material Adverse Change'), which is not explicitly addressed within this Agreement and results in significant extra costs for either Party in relation to the performance of this Agreement, both Parties shall promptly meet, discuss in good faith, and agree upon reducing the technical, operational, and/or commercial impact of such Material Adverse Change. 28. Cooperative Purchases. This Agreement maybe used by Customer Affiliates. CentralSquare agrees to offer similar services to other Affiliates under the same terms and conditions as stated herein except that the Fees may be negotiated between CentralSquare and other Affiliates based on the specific revenue expectations, agency reimbursed costs, and other Affiliate requirements. The Customer will in noway whatsoever incur any liability in relation to specifications, delivery, payment, or any other aspect of purchases by such Affiliates. CentralSquare and the Affiliate will ender into any such arrangement with an amendment to this Agreement 29. Order of Precedence. 29.1. In the event of any conflict or inconsistency between this Agreement, the Exhibits, or any purchase order, then the following priority shall prevail: 29.1.1. The main body of this Agreement and any associated amendments, statements of work (including Exhibit 5 (Statement of Mrk)),or change orders and then the attached Exhibits to this Agreement in the order in which they appear. 29.2 Customers purchase terms and conditions or CentralSquare s sales terms and conditions are not applicable and shall have no force or effect, whether referenced in any document in relation to this Agreement 29.3. Incorporated Exhibits to this Agreement Exhibit 1: Solution(s) and Services Fee Schedule Exhibit 2: Maintenance & Support Exhibit 3: CentralSquare Access Management Policy Exhibit 4: Certificate of Insurance(Evidence of Coverage) Exhibit 5: Statement of Work Exhibit 6: 1 ntentionally Omitted Exhibit T. Service Level Commitments (f applicable) Exhibit 8: Intentionally Omitted Exhibit 9: Intentionally Orritted OF N Page 97 EXHIBIT 1 Soluponsf5l antl Services Fee Schedule rrO BE DETERMINED] Payment Schedule: Payment Terms: City of Rosemead, CA Subscriptions: If applicable, Annual Subscription Fees are due on the Delivery date, and annually thereafter on the anniversary of the Delivery date. Annual Subscription Fees shall increase by 5% won year. Services: - If applicable, non -foxed fee professional services shall be due as incurred on a tlnre and materials basis. Non -meed fee professional services are not included in the percentages outlined in the above Payment Schedule. If applicable, non -fixed fee travel expenses shall be due as incurred, invoiced monthly for the travel expenses of the preceding month. Non -fixed fee travel expenses are not included in the percentages outlined in the above Payment Schedule. - If applicable, Foxed Fee travel expenses are included in the percentages outlined in the above Payment Schedule. Hardware: - If applicable, Non -subscription Hardware Fear are due on the Effective Date. Licenses: - If applicable, License Fees are due on the Delivery Date. Support & Maintenance - If applicable,Support& Maintenance Fees are due annually, starting prior to the first anniversary of the Delivery date and annually thereafter. - Annual Software Maintenance Fees shall increase by 5% each year. - If applicable, legacy support and maintenance shall be due until the Delivery date of the applicable replacement sof v are. Any unused prepaid support and maimenance shall be credited as a pro -rated amount tovvards the next applicable subscription software invoice due under this Agreement, or future imoice. Third Party: If applicable, Third -Parry Software Fees are due on the Effective Date. Third -Party software subscriptions andfor support fees shall be due annually thereafter on the anniversary of the Effective Date. Third -Party Software fees are subject to increase each year. If applicable, Third -Party Services shall be due 50% at Effective Date, 25% at completion of ist End User Training Session, and 25% at Go Live. O Page 98 04:♦� mplementation Services 30% Due on Effective Date 20% Due at Project Kickoff 15% Due at completion of 1g End User Training Session 30% Due at Go Live 5% Due at completion of Reliability Period Payment Terms: City of Rosemead, CA Subscriptions: If applicable, Annual Subscription Fees are due on the Delivery date, and annually thereafter on the anniversary of the Delivery date. Annual Subscription Fees shall increase by 5% won year. Services: - If applicable, non -foxed fee professional services shall be due as incurred on a tlnre and materials basis. Non -meed fee professional services are not included in the percentages outlined in the above Payment Schedule. If applicable, non -fixed fee travel expenses shall be due as incurred, invoiced monthly for the travel expenses of the preceding month. Non -fixed fee travel expenses are not included in the percentages outlined in the above Payment Schedule. - If applicable, Foxed Fee travel expenses are included in the percentages outlined in the above Payment Schedule. Hardware: - If applicable, Non -subscription Hardware Fear are due on the Effective Date. Licenses: - If applicable, License Fees are due on the Delivery Date. Support & Maintenance - If applicable,Support& Maintenance Fees are due annually, starting prior to the first anniversary of the Delivery date and annually thereafter. - Annual Software Maintenance Fees shall increase by 5% each year. - If applicable, legacy support and maintenance shall be due until the Delivery date of the applicable replacement sof v are. Any unused prepaid support and maimenance shall be credited as a pro -rated amount tovvards the next applicable subscription software invoice due under this Agreement, or future imoice. Third Party: If applicable, Third -Parry Software Fees are due on the Effective Date. Third -Party software subscriptions andfor support fees shall be due annually thereafter on the anniversary of the Effective Date. Third -Party Software fees are subject to increase each year. If applicable, Third -Party Services shall be due 50% at Effective Date, 25% at completion of ist End User Training Session, and 25% at Go Live. O Page 98 04:♦� City of Rosemead, CA Invoice Terms: CentralSquare shall provide an invoice for the items in the schedule above no less than thirty (30) days prior to the due date. ANCILLARY FEES a. Customer is responsible for paying all taxes relating to this Agreement. Applicable tax amounts (t any) are not included in the fees set forth in this Agreement If Customer is exempt from the payment of any such taxes, Customer must provide Centra4Square valid proof of exemption; othervnse, CentralSquare will invoice Customer and Customer will pay to CentralSquare all such tax amounts. b. To the extent allowable by law. If Customer fails to make any payment when due, then CentralSquare may charge interest on the past due amount at the rate of 1.5% per month calculated daily and canpounded monthly, or, t lower, the highest rate permitted under applicable law, and 't such failure continues for 90 days following written notice thereof, CentralSquare may suspend performance or access until past due amounts have been paid. O Page 99 City of Rosemead, CA EXHIBIT 2 Maintenance 6 Support This Maintenance & Support Exhibit describes support and maintenance relating to technical support that CentralSquare Will provide to Customer during the Term of the Agreement Product Updates and Releases 1.1. Software Version. "Software Version' means the base or core version of the Software that contains significant new features and significant fixes and is available to the Customer. Software Versions may occur as the Software architecture changes or as new technologies are developed. The nomenclature used for updates and upgrades consists of major, minor, build, and fix and than correspond to the following digit locations of a release, a,b,c,d. An example of which would be 7.4.1.3, where the 7 refers to the major release, the 4 refers to the minor release, the 1 refers to the build, and the 3 refers to a fix. All Software Versions are provided and included as part of this Agreement 1.2. Updates. From time to time CentralSquare may develop permanent foes or solutions to known problems or bugs in the Software and incorporate them in a formal "Update' to the Software. If Customer is receiving technical support from CentralSquare on the general release date for an Update, CemralSquare will provide the Customer with the Update and related Documentation at no extra charge. Updates for custom configurations will be agreed upon by the Parties and outlined in a Statement of York or Change Order. 1.3. Releases. Customer shall agree to install and/or use any New, or Major Release within one year of being made available by CentralSquare to avoid or mitigate a performance problem, ineligibility for Support and Maintenance Services or infringement claim. All modifications, revisions and updates tri the Software shall be furnished by means of newReleases of the Software and shall be accompanied by updalestothe Documentation whenever CentralSquare determines, in its sole discretion, that such updates are necessary. support 2.1. CentralSquare shall provide to Customer support via toll -frees phone number 833-278-7877or via the CentralSquare Support Portal. CentralSquare shall provide to Customer, oommercialty reasonable efforts in solving errors reported by the Customer as well m malting available an online support portal. Customer shall provide to CentralSquare reasonably detailed documentation and explanation, together with underlying data, to Substantiateenos and to assist CentralSquare in its efforts to diagnose, reproduce and cored the error. Should either Party not be able to locate the error root cause and Customer and CenbralSquare agree that on-site services are necessary to diagnose or resolve the problem CentralSquare shall provide a travel estimate and estimated hours in order to diagnose the reported emor. 2.2 If after traveling made to diagnose a reported eror and such reported error did not, in fact, exist or was not attributable to a detect in the Software provided by CentalSware or an act or omission of CentralSquare, than Customer shall pay for CentalSqume's investigation, travel, and related sevices in accordance with provided estimate. Customer must provide CentralSquare with such facilities, equipment and support as are reasonably necessary for CentralSquare to perform its obligations under this Exhibit, including remote access in accordance with the Remota Access Policy. Online Support Portal Online supportis available via hdos'//sgcwrt.contrdsguare.wm/s/wntact-us. offering Customer the ability to resolve is cunt problems with access to CentralSquare's most current information. Customer will need to enter its designated username and password to gain access to the technical support areas on CentralSquare s website. CentalSquare s technical support areas allow Customer to: () search an up-to-date knowledge base of technical support information, technical tips, and featured functions, and (i) access answers to frequently asked questions (FAO). Fxicluelonm from Technical Sumort Cervices CentralSquare shall have no support obligations to provide Support or Maintenance for Solutions that are not kept current to one version prior to the than mnem version of the Solution. CentalSquare shall have no support obligations with respect to any third -party hardware or software product not licensed or sold to Customer by CentralSquare ("Nonqualified Product'). Customer shall be solely responsible for the compatibility and functioning of Nonqualified Products with the Software. Customer Responsibilities In connection with CentalSquare's provision of technical support as described herein, Customer acknowledges that Customer has the responsibility to do each of the following: 5.1 Provide hardware, operating system and browser software that mem technical specifications, as wall as a fast, sable, high-speed connection and remote connectivity for accessing the Solution. 5.2 Maintain any applicable computer system and associated peripheral equipment in good working order in accordance with the manufactures' specifications, and ensure that any problems reported to CentralSquare are not due to hardware malfunction; 5.3 For CentralSquare Solutions that are implemented on Customer Systems, maintain the designated operating system at the latest code revision level reasonably deemed necessary by CentralSquare for proper operation of the Software; 5.4 Supply CentralSquare with access to and use of all information and facilities reasonably determined to be necessary by CentralSquare to render the technical support described herein; OF A Page 100 City of Rosemead, CA 5.5 Perform any test or procedures reasonably recommended by CentralSquare for the purpose of identifying and/or iesblving any problems; 5.6 At all times follow routine operator procedures as specified in the Documentation or any error correction guidelines of CentralSquare posted on the CentralSquare website; 5.7 Customershall remain solely responsible at all times for the safeguarding of Cusmmer's proprietary, confidential, and classified information contained within Customer Systems; and 5.8 Reasonably ensure thatthe Customer Systems are isolated and free from viruses and malicious code that could cause harm before requesting or receiving remote support assistance. 6. Pderifiae antl Ru000k Rxnnnca Matrix The following pnority, matrix relates to software errors covered by this Agreement Causes secondary to ran -covered causes - such as hardware, network, and third -party products - are not included in this priority matrix and are outside the scope of this Exhibit. CentralSquare will make commercially reasonable efforts to respond to Software incidents for live remote based production systems using the following guidelines: rlorty Issue Definition lemponse, Time riorty t— The software is completely down and will not riordy 1 issues must be called in via 833278-7877 and rgent launch or function. hill be immediamfy answered and managed by the first vailable representative. norify 2— A high -impact problem that disrupts the romy 2 issues must be called in via 833-278-7877 and rlticalcustomer's operation but there is capacity to roll be immediately answered and managed by the first main productive and maintain necessary available representative. Aerations riority 3— A Software Error related to a user function which rlority 3 issues called in via 833278-7877 will be on -Critical Joes not negatively impact the User from the use mmedstely answered and managed by the first the system This includes system administrator vailable representable. oceans or restriction of user workflow but does not significantly impact their job function. on-Cntipl Priority 3 issues Trey also be reported via them Priority 4— smetlo or documentation errors, including Driorily 4 issues called in vs 833-27&7877 will be Minor usfomer technical questions or usability minsidiately answered and managed by the first questions. 3vailable representative. Minor Priority 4 issues nay also be reported via s/lsu ortcentrals uare.conyshcontact-us 7. Exceptions. CentralSquare shall not be responsible for failure to pity out its Support and Maintenance obligations under this Exhibit if the failure is caused by adverse impact due to: 7.1. defectiveness ofthe Customers Systems (including but not limited to environment hardware or ancillary systems), or due to Customer corrupt, incomplete, or inaccurate data reported to the Solution, or documented defect 7.2. denial of reasonable access to Customers System or premises preventing CentralSquare from addressing the issue. 7.3. material changes made to the usage of the Solution by Customer where CentralSquare has not agreed to such changes in advance and in writing or the modification or afteration, in any way, by Customer or its subcontractors, of communications links necessary to the proper performance of the Solution. 7.4. a Force Majeure event (as outlined in Section 12), or the negligence, intentional acts, or omissions of Customer or its agents. 8. Incident Resolution. Actual response times and resolutions may vary due to issue complexity and priority. For critical impact level and above. CentralSquare provides a continuous resolution effort until the issue is resolved. CentralSquare will make commercially reasonable efforts to resolve Software incidents for live remote based production systems using the following guidelines: O Page 101 City of Rosemead, CA Priority Resolution Process Resolution Time rlorityi - Urgent mralSquare volt provides ntralSquare will work continuously to provide the Customer rocedural or configuration Mth a solution that allows the Customer to resume live rkaround or a code correction that perations on the production system. allows the Customer to resume live ntralSquare will either resolve the issue or provide a resolution Aerations on the production Ian as soon as possible and not later than twenty-four (24) hour System. after notification. Priority 2- CentralSquare will provides ntralSquare will work cominuously to provide the Customer procedural or configuration Nith a solution that allows the Customer to resume normal Critical "around or a code correction that perations on the production System. tows the Customer to resume ormal operations on the production entralSquare will either resolve the issue or provide a resolution ystem. Ian as soon as possible and not later than thirty-soc (36) hours iter notification. Priority 3 - Non - mralSquare Wit provide a >ntralSquare will work to provide the Customer with a rttlral Drocadural or configuration esolution which may include a workaround or code correction ricaround that allows the Customer vithin a tirraframe that takes into consideration the impact of resolve the problem. he issue on the Customer and CentralSquare's User base. riority 3 awes have priority scheduling in a subsequent el -ase. Priority 4 -Minor f CentralSquare determines that ntralSquare will work to provide the Customer with eported Minor Priority error esolution which may ixlude a workaround or code correction squires a code correction, such n a future release of the soft re. Priority 4'esues have no sues will be addressed in a efined resolution time. bsequent release when pplicable. 9. Non -Production Environments. CentralSquare will maks commercially reasonable efforts to provide fixes to non- production emvironmem(s). Non -production envimnne its are not included under the response or resolution tables provided in this Exhibit 9.1. Maintenance. All ron-production emironmem resolution processes will follow the structure and schedules outlined above for production environments. 9.2. Incidents and service reguests. Non -production environment incidents am considered pramy, 3 a 4, dictated by circumstances and will be prioritized and scheduled subordinate to production environment service requests 10. Training. Outside the scope of training services purchased,'d any, Customer is responsible for the training and organaadon of is staff in the operation of the Software. 11. Development Work. Software support and maintenance does not include development work either @ on software not licensed from CentralSquare or tii) development work for enhancements or features that are outside the documented functionality of the Software, except such work as may be specifically purchased and outlined in the Agreement CentmlSquare retains all intellectual property rights in development work performed and Customer may request consulting and development work from CentralSquare as a separate billable service. 12. Technology Life Expectancy. Customer understands, acknowledges and agrees that the technology upon which the Hardware, Solution and Third -Party Software m based changes rapidly. Custorer further acknoMedges that CemralSquare Wit continue to improve the functionality and features ofthe Solution to improve legal compliance, accuracy, functionality and usability. As a result CentralSquare does not represent or warrant that the Hardware, Solution and/or Third -Parry Software provided to Customer under this Agreement or tat the Customer Systems recommended by CentralSquare will function for an indefinite period of time. Rather, CentralSquare and Customer nay, from time to time, analyze the functionality of the Hardware, Solution, Third -Party Software and Customer System in response to changes to determine whether Customer must upgrade the same. Customer upgrades xray include without limitabon, the installation of a new Release, additional disk storage and memory, and workstation andfor server upgrades. Customer upgrades may also include the installation and/or removal of Third -Party Software. Customer is solely responsible for all costs associated with future resources and upgrades. /N Page 102 lllll� •� City of Rosemead, CA EXHIBIT 3 CentralSquare Access Management Pollcv In order to provide secure, federally compliant connections to agency systems CentralSquare Technologies ("CentmlSquare'1 requires Beyondirumor Securetink as the only approved methodology of connection. BeyondTwst and Securelink provide the necessary remote access in order to service and maintain CentralSquare products while adhering to the Federal Bureau of Imestigations Criminal Justice Information Services requirements. Both solutions utilize two -factor authentication Federal Information Processing Standard Publication ("FIPS') 140.2 validated cryptographic modules and AES encryption in 256 -bit strengths. BeyoncTrust and Securelink are addressed in turn via this Access Management Policy; Customers may choose which remote Privileged access management solution will be utilized by Centm[Square. BeyonclTrust The BeyoncTrust remote support solution may be utilized via escorted session or a jump Customer As for an escorted session, when an agency needs assistance from CentralSquare, the agency employee requesting assistance will receive verbal or email communication with a session key necessary to enable remote access. If a verbal key is provided, the user enters the session key after visiting hgos'//securesu000rt.centmisauare.can. Jump Customers are a Windows service that can be stopped/started to facilitate a support session. Connections made via jump Customer can be active or passive. An active jump Customer is allays available. A passive connection's enabled for a specific purpose and then disabled when not used. Regardless of the option selected, CentralSquare's support team will arrange a Beyondl-rust session to establish the jump Customer. The jump Customer resides on the agency side on the installed device, where an agency administrator can manage. Instructions on hog to enabardisable jump Customers can be provided upon request A sample workflow of a passive jump Customer is provided below. Should an agency require support from Centra/Square, a call would be placed and/or a support haketopened in the portal onthe CentralSquare customer support website. Before accessing the agencys system and/m environmer#, the CentralSquare representative would send a notice of connection Goth the CentralSquare support portal instance This node can be sent to the individual at the agency that the CentralSquare representative is working with or other designated contacts as necessary. Upon receipt of the notice of connection, the agency personnel would enable the BeyendrTrust jump Customer The Cenba/Square representative would then be admitted to the agency's system and/or environment to perform the necessary task. Upon completion of the task the Cenbalsquare representative sends a notice of disconnection from the Centra/Square support poral instance. Upon receipt of the notice of disconnection, the agency personnel would then disable the BeyondTrust jump Customer. Securelink Similar to Beyond -rums escorted session, Securelink orgy be utilized via "quick connect. To enable a quick connect session when an agency needs assistance from CentralSquare, the Agency employee requesting assistance will enter a key code in order to connect for screen sharing on a device. Similar to the jump Customer methodology, Securetink may also be utilized via "gatekeeper. The sample workflow description for a jump Customer provided above is substantially similar to the workflow for gatekeeper. Summation BeyondTrust all Securelink allow customers the ability to nanitor connectivity to the customer's network and maintain CJS compliance while enabling CentralSquare to perform the necessary support functions. OF \ Page 103 EXHIBIT 4 certHica[e of Insurance IEvklence of Covereoel CERTIFICATE OF LIABILITY INSURANCE A MATTER OF INFORMATION ONLY AND CONFERS NO PRINTS OW FTE ODES NOT AFFIR ATNELY OR NE04TNELY THISCERTFICATE OF INSURANCE DOES NOT O City of Rosemead, CA AOTHORUND N SORROOFTION. WANED, wbpcs W IM S—nd rvWlbnc M IM Ww . c in peNclns m h m In agwurrll. A st m w qk catlMah Uoes IIo6 conhr " Ms ro02 drIIIkNF MIM, In Ibu el hch eMwFeIIbN c. XgyyS)SYIryCOFII IS DWIOpII 1M91© 1N],0.0 A ccrucul A % n Nv � pNUSu X OC IM�hM. I.c, wt NJM IEXOX P0AD� 6UMSM l0 ob nIVJ1TA GAYN6 wlw9lnl„wowmreua[ ue LHINfNN].E9C11MM1.]]3l rNCwIV Pw FellwwaW Y%15 e' Rgnp lmranCmWX ]ffi LMX59wn Tw -,,LLC 14S &rerevCerw Piw c: 7,11. PlYfifutY CUIIWM1g Mwo Ybtr la4wY FL3Zltl ' eAes>as�II.w o: TmmYSLeaob M]6uw � 1M Nn.vra e: ,VGSXryNInvaIm L1®nY 'BLABS TMS IS M CERTIFY TNT T POjOU OF INSPU![£ LASTED EFLPN MANE BEEN ISSUED TO T,E II I. ED HiWFD ABOIE FOR TE.M PERIOD FOCATED NJTNITETAMAHG.WY REONIRFAEM. TERN Pt CAILTON CF NfI WNTRACr CR OYER NCUIEM N1M RESF£C, TO'MIICIi TIIS ..M My M sMM OR NAY FERTNN, TE 1143lIRNY£ AFFORDED BY TIE POUaES DESCRIBED ,ERPN IS SNBI M All TIE TEAMS. F%CLY51018 AIOCCNPMINS Of $UCXPY PES. WUT,S,ONN WY INVE6.EN RF2%,CEDBY MO.= XgyyS)SYIryCOFII IS DWIOpII 1M91© 1N],0.0 A ccrucul A % n Nv � pNUSu X OC l0 ob r0.0 W AF ]OL0.0.0 2MM ma e AmaXoaELMAm ' eAes>as�II.w ceDlamz avnaun ' tmE.mo Nn.vra mL+mun+rva o.i s + nlnu� a+prmw.0-s % n aPasvlm oenlrmII PD1roa X E l00000m �ulXs wn�.re loaooam m D Yanlmu uassreRaII+>c malrzoa melmm x sArvrE m" wwnoonE.msuT.ENVEc�m+E EL vc W s lamum umTE.wwewP�uwn, O XMA Wwwwn2wn e�D mlo.a: - - Imwo °�.A�wXR:014+.mas wn. ImE.mo E EIOCIM o�xERs wNNm7 ceDlcpn Lr2 soopa6p 51M !moalro vmuPruaForaArwailwrvsairasca M¢ao.el.Ar%ww nariw NmuwnW b�nw Femsen�wwwl EndwdYwm CERTFIGTE MILDER CANCELLATION Ca a%TMlvltpn LLC y1gXLAMGTIABOVE CE]OUBFO POMCEb BEFAKXLLHI SEId1E 1nsB C O- M RPR. MTE TM511®I. IgrCE WILL EE O61Vt11C0 IX LMe Mry.R9Y]Ifi ACCOImAXCE VTXTEPRKYIRONWX6. VrIV®YwwdrAT.E u w2rvM INn. nn npna rtA.+v®. SCOW E3(M15W3) TBEACORDn aSJNWp En MSSSvNnhrYMOMACORD OF 'N Page 104 �•� City of Rosemead, CA EXHIBIT 3 Statement of Wolk [TO BE DETERMINED] OF 'IN Page 105 �♦�d City of Rosemead, CA EXHIBIT 6 Intentionally Omitted OF Page 106 City of Rosemead, CA EXHIBIT 7 Service Level Commitments fif applicable) The following applies to any non -OPS designated Software Subscriptions on Exhibit 1 as a cloud hosted Solution. 1. Service Level Commitments A. Availability. During any calendar month, the availability of the Solution shall be nolessthan 99.9%, excluding scheduled maintenance. CentralSquare shall provide Customer with prompt notification as sops as it becomes aware of any actual or potential unscheduled downtime of the Solution, as wall as continual periodic updates during the unscheduled downtime regarding CentralSquare's progress in remedying the unavailability and estimated time at which the Solution shall be available. B. Measurement Service availability is measured as the total time that the solutions are available during each calendar month for access by Customer ("Service Availability'). Service Availability measurement shall be applied to the production environment only, and the points of measurement for all monitoring shall be the servers and the Internet connections at CentralSquare's hosted environment C. Calculation. Service availability for a given month shall be calculated using the following calculation: I. The total number of minutes which the service was not available in a given month shall be subtracted from the total number of minutes available in the given month. The resulting figure is divided by the total number of minutes available in the given month. It. Service availability targets are subject to change due to the variance of the number of days in a mor m III. The total number of minutes which the service was not available in a given month shall exclude minutes associated with scheduled or emergency maintenance. D. Remedy. If the service period target measurement is not met, then the customer shall be entitled to a credit calculated as follows: Service availability Credit percentage 5% Less than 99.9% but greater than or equal to 99.0% 1096 Less than 99.0% but greater than or equal to 95.0916 20% Less than 95% E. Credit must be requested by the customer within sb4 (80) days of the failed target. Any credit awarded shall be applied to the next applicable invoke. Customer shall not be eligible for credits where customer is more than thirty (30) days past due on their amount 2. Server Performance & Capacity. The standard provisioning of storage for the cloud solutions is t terabyte. If Customer requests to add additional Software, increase storage or processing requirements, and/or request additional environnents, these requests will be evaluated and 'd additional resources are required to support modifications, additional fees may apply at per unit (gigabyte, hour, license, etc). 3. Non -Production Environments Included in the subscription fee is access to the training environment during the hours of 8:00am — 4:00pm EST, Monday through Friday. Should the Customer require extended access for items such as internal training, CemralSquare can make exceptions provided that Customer provide reasonable advance written notice. CentralSquare will then work with the Customer to enable access in accordance with an agreed upon schedule. orN Page 107 ♦ �o City of Rosemead, CA EXHIBIT 8 OF Page 108 City of Rosemead, CA EXHIBIT 9 IntentionalN Omitt d /IN Page 109 %: ♦� Attachment D OpenGov Inc., Updated Proposal Q OPENGOV City of Rosemead, CA REQUEST FOR PROPOSAL (RFP) NO. 2024-08 Professional Consulting Services to the City of Rosemead for Permit and Land Use Management System Stan Wong Interim Director of Community Development City of Rosemead, California 8838 East Valley Boulevard Rosemead, CA 91770 Due: March 14th, 2024 Table of Contents Executive Summary 4 Section 1- Approach and Scope of Work 7 GIS/Integration 7 Pre -Application Review: g Application/Submittal Dashboard: 10 Citizen Request Management - Rosemead'Round the Clock Dashboard 13 Plan Review 17 Permitting: 20 Inspection Tracking & Scheduling: 24 Mobility/In-Field usage: 27 Reporting: 27 Public Online Application Submittal and Inquiry Capabilities: 28 Online Payment Processing: 31 Data and Information Integration: 37 Implementation Services, including, but not limited to: 32 Software Agreement: 36 Section 2 - Project Team, Key Personnel, and Resumes 37 Section 3 - Company Qualifications 43 Company History 43 Qualifications & Experience 43 Local Customers 43 Section 4 - References 46 Section 5 - Standard City Contract and Insurance Requirements 47 Section 6 - Addenda Acknowledgement 48 Section 7 - Cost Proposal 49 Sample Statement of Work (SOW) 52 Master Services Agreement (MSA) QOPENGOV Confidential& Proprietary Information -00 NOT DISCLOSE 1 Stan Wong Interim Director of Community Development City of Rosemead, California 8838 East Valley Boulevard Rosemead, CA 91770 RE: Project Plan Letter for Permit and Land Use Management Software Dear Stan and Rosemead Team, On behalf of OpenGov, we are thrilled about the potential opportunity to partner with the City of Rosemead by proposing OpenGov Permitting & Licensing, the industry's most user-friendly workflow automation solution designed to improve the applicant experience and streamline everyday tasks for government employees. We value your careful consideration in reviewing the project plan letter and proposal we have prepared for you. In the following pages, we are pleased to inform you of our product offerings that we believe will exceed your expectations in implementing a comprehensive permitting, licensing and code enforcement solution to power these mission critical services end-to-end, from application and fee submission, to review, inspection, and approval. OpenGov Permitting & Licensing will help achieve this by providing our highly configurable workflows replete with digital forms, signatures, and payments. Featuring a user-friendly constituent portal seamlessly integrated with backend data collection and approval rules, OpenGov Permitting & Licensing delivers an all -in -one cloud solution to streamline processes from intake through issuance. OpenGov has helped similar governments throughout the state and country understand how strategic investments in technology can be a catalyst for positive change. As a true partner, OpenGov allows local governments to operate efficiently, better adapt to change, and strengthen overall public trust and service. With OpenGov Permitting & Licensing, the City would stand to see benefits such as 67% faster approval times, 8VI reduction in office traffic, and 100 % digital submissions and transparency. This quote from B urn vill 's case study summarizes how OpenGov will help the City of Rosemead throughout the migration: "One of the things that I liked was how open they were to how we wanted to do things," says Kim (Assistant Planner). "Their feedback and guidance were delivered with thoughtful consideration to some unique situations... Implementing OpenGov allowed us to be innovative in how we approached existing processes and why they were established, and if those reasons were still viable or relevant." With customers across the country, and a strong presence in California, OpenGov has partnered with many governments such as the City of EI Segundo, City of Bell, City of Selma, City of Arcata, City of Camarillo, City of Cypress, City of Buena Park, City of Port Hueneme, City of Industry, City of Lomita, City of La Palma, and many more. QOPENGOV Confidential& Proprietary Information NOT DISCLOSE We are on a mission to power more effective and accountable government, and we seek to produce long-term partnerships with the agencies we serve. We look forward to putting our entire organization behind the City to ensure this engagement exceeds expectations. I look forward to meeting with you and the team very soon. Sincerely, Brandon Cook Account Executive, West bcook@opengov.com (408)497-8399 QOPENGOV Confidential& Proprietary information - DO NOT DISCLOSE 3 Executive Summary After careful review of the provided RFP material, it is our understanding that the City of Rosemead is currently managing its existing Permitting, Licensing and Code Enforcement needs through a mix of siloed solutions and human dependent processes. This combination has led to functionality and efficiency gaps for both residents and City staff. It is evident the City is eager to deploy a truly modern solution in an effort to best serve the community and all stakeholders. Today, some current gaps include: • Noway to capture online payments in a standardized way with a built-in fee structure • Making adjustments to process workflows is cumbersome and challenging • Need for better cross -departmental collaboration and visibility • The use of spreadsheets, stamps, and paper is still prevalent Ideally, a future state offers: • One single system -of -truth and record for all application data which holistically encompasses each department/function • Unlimited user model backed by a consumer -grade solution for agency wide collaboration and communication • No -code platform where City staff can easily make changes in workflows/applications without the need of vendor or IT support -allowing for adaptability and scalability • 24/7 online self-service portal for residents to submit applications/payments, calculated by an in -system fee structure - offering real time transparency and status updates • Powerful analytics for improved transparency and operational awareness In response to these challenges and desired outcomes, we feel OpenGov Permitting & Licensing and OpenGov Reporting & Transparency is uniquely positioned to bring the City's visions to life, and would mark the beginning of a long-lasting partnership. 0 OPENGOV Confidential B Proprietary Information - DO NOT DISCLOSE 4 0PenGoy Permittina & Licensing modernizes community development through highly configurable workflows replete with digital forms, signatures, and payments. Featuring a user-friendly constituent portal seamlessly integrated with backend data collection and approval rules, OpenGov Permitting & Licensing delivers an all -in -one cloud solution to streamline processes from intake through issuance. With OpenGov Permitting & Licensing, governments can decrease turnaround times by 50%+, save staff hours, drive increased revenue, and delight citizens without compromising the administrative controls their teams need. OpenGov Permitting & Licensing is the only solution that provides: • The industry's most user-friendly design to drive more efficient operations • Flexible, dynamic configuration for easier setup and maintenance (no IT experts needed!) • End-to-end experiences that connect your citizens and back-office to strengthen public trust • Best -in -class reporting and analysis right out-of-the-box OpenGov is a customer -driven software company backed by over 500 years of employee experience in the public sector. With OpenGov, your investment in efficient operations, better decision-making, and a more engaged community will sustain you for the long haul. OpenGov Reporting & Transparency powers the OpenGov Cloud with unparalleled reporting and transparency capabilities to drive faster, more effective decisions, and understand the public response. OpenGov was founded on the principle that better transparency and civic service are paramount to the future of state and local government. The Reporting & Transparency Platform provides a seamless connection between back-office capabilities and industry-leading communication tools; transforming civic engagement and empowering data -based decision making. QOPENGOV Confidential& Prop rietarylnform,tion-DO NOT DISCLOSE 5 Why OpenGov? Operate Efficiently Public sector organizations are constantly under pressure to achieve efficiency gains. OpenGov offers transformative solutions for budgeting, financial management, permitting and licensing, asset management, and procurement with the industry's best reporting and transparency capabilities — allowing customers to save thousands of hours on their processes. Adapt to Change Modern, high-performance governments build scalable, flexible infrastructure and processes that equip them to adapt to these changes and create a sustainable organization that can withstand shifting internal and external priorities, maintain continuity through political changes, and perform well through workforce changes. Modern cloud architecture ensures all of your users have access to the latest features and upgrades while reducing your IT burden, minimizing your cost footprint, and breaking down system and data silos. Thanks to world-class professional services and a roadmap driven by customer feedback, you future -proof your investment for the next generation. Strengthen Public Trust The key to public trust in government relies on the level of proactive communication and quality service provided —which today requires modern digital experiences to meet expectations. Thousands of governments nationwide partner with OpenGov to drive more effective and accountable operations through cloud solutions. Built exclusively for state and local government, OpenGov's software, services, and expertise are backed by over 500 years of employee experience in the public sector. Trusted by Leading Governments City of Los Angeles, CA City of Camarillo, CA .`,t Y Gp . 100 Secu� City of EI Segundo, CA ID City of Bell, CA City of Selma, CA City of Cypress, CA 'Y ov roo f' OJi.NB f''9,y9 i County of Tuolumne, CA City of Buena Park, CA QOPENGOV ConfidentialBProprietaryInformation - DO NOT DISCLOSE 6 Section 1- Approach and Scope of Work Provide your understanding of the project, scope of work, schedule, and describe your approach in providing services. 1. Development/provision of modern web form capabilities that allow for easy editing of forms and that clearly define workflows for customers and staff. The system must be able to fully integrate with Tyler Technologies and allow online submission and payment of fees for applications, land use entitlements, permits, plan checks and documents, and related activities. The proposal must include the following considerations: GIS/Integration Integrate with ESRI ArcGIS systems. The permitting software should provide an internal GIS service. The internal GIS service shall: Provide Zoning and General Plan Land Use data for all parcels. Yes, OpenGov can provide this functionality via the native integration with Esri ArcGIS. Provide lot area for all parcels. Yes, OpenGov Permitting & Licensing will import updated Parcel information from the City's parcel data on a monthly basis. Provide automated updates of property address and owner information from the Los Angeles County Assessor's Office. OpenGov Permitting & Licensing will pull in property information from the state and county assessors offices and GIS system. Have the capacity to create radius maps for up to 7 mile for public noticing requirements. OpenGov Permitting & Licensing does not have this functionality. Esri ArcGIS Integration is an additional service available to the City. With a GIS integration, OpenGov can connect the City's map data to the OpenGov Permitting & Licensing site. By pulling in inherent data points or "flags"from your GIS System, you can automatically determine whether a location conforms to specified ordinances by triggering workflow steps, reviews, and notifications. The data from the Master Address Table and the GIS integration provided by the City will display in OpenGov Permitting & Licensing in two different places in the software that are viewable by government employee users - Location Pages and the Explore Map. Each Location Page within QOPENGOV Confidentioi&Proprietaryinformation -DO NOT DISCLOSE Open Gov has a unique address as well as a map of the address and "flags" which list characteristics about the address. Below is an example of a Location Page. Y �c 12 Bookman Avenue v uspur en wp scan Details a.eayrra o:w.ey -- �- None qG-VdCdw Lot V9L Yuv Bull But Pye as I}12-31W15-013.nD0 - were+ er t1�e lEOJa tbrre HSE HSE Name ms acanon. 5i°6^"" vwvo oven woos nep.ayo.lr Nme CaIPxiM1C Hames Notes O maen.r none (617)335032> Attachments ii aomeres e_.. Moc vprloncs<om Records warns 12 eookmv�Asenue aa8rleM. CA x)16] ! Type awe Sup " sue Flysr �� '1919-a R,.WnsW6uiIdMP d Jan.14.2 "� nesiJental Buibing lErtM Jan. M.2at2 l� �m � (:CaMrRvl BYipBFEemp ll. DBC.2L 20Il i� ® Units 4bCYA G)OPENGOV Confidential BProprietary Information -00 NOT DISCLOSE a Below is an example of map layers for the City of Chattanooga, Tennessee. Pre -Application Review: The pre -application review function shall include: Capability to set due dates, reminder notifications, and ability to manually adjust dates/reminders and add notes. OpenGov Permitting & Licensing has the capability to send automatic email reminders for inspections or other needed activities. City staff can set reminder notifications for a user-specified number of days before or after a due date to any user in the system. Deadlim Settings Add a deadline to the approval Deadline is 14 Days after step activation Should approval automatically complete on deadline date? NO Schedule alerts for deadline dates 7 Days before deadline apajusi@viewpointcloud.com t Add Deadline Alert QOPENGOV Confidential& Proprietary Information -DO NOT DISCLOSE 9 Ability to coordinate submittals between all applicable agencies/departments. Yes. OpenGov Permitting & Licensing allows collaboration between multiple agencies/departments within the City. Prevent full submittal until all required forms are attached to the application. The City can easily set up requirements that need to be met in order for an application to be submitted. Application/Submittal Dashboard• Provide on-line tracking capabilities for all applications from request/submission to issuance. The system should provide a web portal that includes a visual workflow status that is clear to both the customer and internal staff and shall have the ability to: Assign both external and internal contacts to receive notifications. Notifications are automatically built into Permitting & Licensing for both applicants and City staff. OpenGov Permitting & Licensing's notification menu will display all your notifications in one centralized location. As a Permitting & Licensing Employee Application user, you will receive a notification when: • A comment is made on a step that you are assigned to • You are assigned to a step • An attachment was uploaded on a record where you're assigned to an Active step • You were mentioned in a comment by another employee • You are scheduled for an inspection • An inspection that you are assigned to was modified • A deadline/due date is approaching or past due fora step you're assigned to • A payment action is made on any payment step you follow City staff will control which notifications they receive. Users can toggle on/off specific types of notifications by clicking the notifications icon and selecting "Settings." QOPENGOV Confidentiol&Proprietaryinformation -DO NOT DISCLOSE 10 ne,.rKn.en s� o Gt natilW aGw,t— 6ro��r Finae 0 0 0 0 0 0 a Attach, download, export (to Excel, Adobe, flat file, etc.) and review documents. Documents can easily be attached in OpenGov Permitting & Licensing, once in the system they can be downloaded and exported. Each document will link to a permit/project so it can be easily reviewed throughout the process. Define customizable workflows by project/submission type that allow for concurrent reviews. OpenGov Permitting & Licensing's workflow processes support the ability to include multiple reviews/approvers in a consecutive or concurrent manner, and approval workflows based on dollar thresholds are also configurable using calculated fields in tandem with Min/Max numbering conditions. View and manage workloads and assignments. Each user has a real-time view into the status of each task within the workflow. Once a step is completed, a notification is automatically routed to the next appropriate user within the workflow task list and will appear in the user's Task Inbox. Staff will receive notifications via email along with their Task Inbox within OpenGov Permitting & Licensing, including any time they are assigned to a time -sensitive event. The Task Inbox is found via the envelope icon on the left navigation bar and stores all tasks (steps) that an employee is assigned to. Whenever a City staff member is assigned to one of the above tasks, a red number icon will appear in the task inbox representing that the employee has a new task. The inbox can be sorted one of two ways: either by type of task or status of task and allows you to sort from newest to oldest (or vice versa). If multiple employees are assigned to one record step, only one employee will be assigned to the task and it will be the employee with the fewest amount of tasks at that time. QOPENGOV Confidential&Proprietary Information - DO NOT DISCLOSE 11 The Workflow Type Filter shows "All Tasks" by default so you can see all tasks assigned to you. The other one displays whether your task inbox displays in order of your newest or oldest tasks. O Inbox Ry O Try our new Natuna! v �.rll 7 MwTnb •1ctM- IY L+ .NewnL Flrst- ® w¢ AIITa A 9 O'BUItl cg%"t Appdtwn l Town a. Apprwii Form 9JIL 23 _.i.., 51 Tom Cmtracto- 2U Hamid ib1'n°nt ole I^aFe<,wrw Inapeclgn 'BU,1Il'ermit AppliatronlTownof911AMR1CT$pBf BUIL23- I'p'ne"" ,,,,o, 50 Tom crosq 32o eongresz street � �� o can. © tx,.. �T.crosby0 Fwmaxo. ln %-1 AI 1AIpii-tiowl WMy, CT 12023 WmBU1423 50 Trmcrt1w, z0C.re1s1te «w. Iwo -vu ..�. "`o.rarree •Buiwmg%nnt 401cat—1 Tp m WiMbam.CTI 2Bz3 Form liupctmf - arras wwiram Tan Cwnr +or O' Budding FermtApp1"atlon l Townotwmtliniiin. CTl=2 rniUU1L-Zb 19 Tom Conhador- 2U HarvaN Sheet fit`^ 28A .rd St..Cambnd MA02139 © Wa ..s o .io wtlirny •Bviitlmg Nmit Appi—tim I Town of Windtu CT 12023 Fam BUIL23 aB Tom Contractor ' 28 Mx iviJStreet 1B`x i,i,9 - aaRF •Bufiding C. it Aoplicat2UiI... rd St—t .CT 21)P_Form BUIL 2B 48 � Tom Comraaor � 28a Harvarb Street n •6L� .n lTown olWnObm CT12023 Form BUIL 23 An example of an OpenGov Task Inbox Process transactions in real-time, allowing for data to be immediately available for inquiry/review. OpenGov Permitting & Licensing processes transactions in real-time as real-time processing allows for immediate updates and responses to transactions, ensuring that data is up to date and actions are reflected promptly. Security capabilities with the ability to apply security access by role, individual, or group and apply rules for exceptions. OpenGov Permitting & Licensing comes with unlimited users and usage and the ability to assign different security roles to users. Multiple roles can be assigned to users by way of using "flags" (e.g. employee, admin, etc). System administrators can assign employee level users and groups access to specific record types. There are four distinct employee access levels: No Access: • cannot see records in this record type • records will not appear in reports is record pages in this record type cannot be accessed Can View: • Can view records in that record type 0OPENGOV Confidential& Proprietarylnformation-OO NOT DISCLOSE 12 • Records will appear in reports Can Edit: • Can edit submitted forms • change the applicant or location on a record • change the project associated with a record • add or remove inspection types • assign and reassign steps in a timeline • add or remove attachments in a record • can process payments (but cannot edit them) Can Administer: • Can add or remove steps in the timeline • can add, remove, waive, or adjust fee balances on existing records • refund or void payments Administrators can configure forms, workflows, renewal schedules, fee structures, documents, etc. with an easy-to-use interface requiring no knowledge of back -end development code. Modifications can be made at any time without the help of the vendor or additional service hours fees, unless the customer wishes to engage the vendor using customer support or a pre -paid premium support package. Citizen Request Management - Rosemead'Round the Clock Dashboard The system shall provide the ability for the public and staff to report issues and complaints to the appropriate City departments and have the ability to: Replicate the functions of the existing Citizen Request Management public dashboard that is hosted by GOGov. OpenGov Permitting & Licensing features an online portal where applicants can select the application type, whether it be a building permit, subdivision project, or hazmat project, and follow a few simple steps guided by the software. Below, we have provided a series of screenshots to show how users access the correct application they are looking for. Each tile on the public portal can be configured to each division within the City. By clicking on the tile, applicants will see the various applications related to that department. Communities enter specific information about the department, such as contact information, useful link/tips, hours of operation, etc., and more. Upon selecting the specific permit that the applicant is looking for, users may see more detailed information pertaining to the permit depending on the community's settings. Each record type's home page can be configured to include additional information that will aid the applicant. QOPENGOV Confidential& ProprietaryInformation -OO NOT DISCLOSE 13 Communities enter specific information about the department, such as contact information, useful link/tips, hours of operation, etc., and more. Applicants will then be directed to the application page, where they will follow the guided instructions to fill out the requested information. Site Development Lot Subdivision Lot Subdivision 1kch "sion Ma nten_nc Bond Calculation Method Effective October3, 2002 1. Estimate construction cost using $100 per linear foot This includes the stone base. paving. curbs. 2. The base Maintenance Bond is 10% of the estimated construction cost. 3. A 15% contingency is added to the base amount to determine the final amount. 4. The minimum Maintenance Bond is $2500. Applicants can search for an address or parcel by name, address, or Parcel ID. They can always drop a point on a map. OpenGov provides a Master Address Table integration. Here's how it works: • Parcel data from the assessor system is synced on a weekly basis • Properties are created or updated in OpenGov Permitting & Licensing based on new data received • New permit applications will auto -fill property owner information for the chosen address • Departmental reviewers can see parcel data, owner information, and custom attributes like tax delinquency on a permit application or location page in OpenGov Permitting & Licensing • Assessors gain visibility into the permit and license history of any parcel, and can track new permit applications • Applicants gain easy access to public -record assessor data online in the public portal When filling out an application through the public portal, applicants have the options to upload attachments to link them to the application. The City can define which attachments are required for each application type. Applicants also have the option to upload a new attachment after the application has been submitted. When filling out an application through the public portal, applicants have the options to upload attachments to link them to the application. Some record types may require applicants to upload certain attachments. It is also possible for applicants to upload files that may not be asked for. On the last page before the application review, applicants will see a page similar to the one in the screenshot below. They can either choose to "Upload" the file or choose "Add Attachment." 0 OPENGOV Confidential& ProprietaryInformation - DO NOT DISCLOSE 14 all City of OpenGov MyAttvunt Search ■ Je,K +mattoreot nv Step 4014- Save 0m an, Fair Residential Building Permit Attachments Include any atltlinoral files with your wbnission. Airy Crox marke,'Required-e require, to a,,ii you application. Please rate the maximum allowe, file sae for a1H upleatl is too MB. AltacMl�lt Fila teed a test Atl, adacMrern ( Back Once an application is submitted, Permitting & Licensing will generate an invoice that includes all fees associated with a record. Applicants will be notified via email of the invoice, and the "Pay Online' button will direct them to the OpenGov environment, where applicant information, high-level record details, and a fee summary will be available. It will also have a unique invoice number. Plan Review Fee O Due New. Please mile a paymem m order ro cormnue. Placerville building Permit Total Faa Amwet iT�oAo Payment Method Amum Due $350.DD Total Payment Amount S350.00 QOPENGOV Confidential& ProprietaryInformation - DO NOT DISCLOSE 15 Replicate the functions of the existing internal Citizen Request Management employee portal hosted by GOGov. On the employee end, our software's workflow engine lets you determine the steps that happen once an application is submitted. Whether there are two steps or twenty, the workflow ensures every request goes where it needs to go, exactly when it needs to get there. Workflows can be a simple, one-step process, or complex, multi -department, multi -step project workflows. This depends entirely on the City's needs. Workflow rules are established by using the correct settings within workflow steps as necessary using,if/then, and/or, Boolean logic. Below is an example of what an employee user would see in the workflow routing for a gas permit. Below is the employee view of a Zoning Change Application. Workflow steps that are green are one that has been completed, while the steps in blue are in progress. QOPENGOV Confidential&ProprietaryInformation - DO NOT DISCLOSE 16 GasPermit 24371 Latest activity on Jan 14,2020 cxRwRE ®Applicant Paul Plumber ® INROX Location 14 Harrington Rd. Cambridge, MA 02140 Na Timeline ra © Original Submission Issued Oct 24, 2018 at 8:53am RENEW Fixture Fee OGas Paid Oct 24, 2018 at 9 06a QInspectional Services Application Review Completed Oct 24. 2018 at 2:28pm Plumbing Inspector Permit Review Completed Oct 24, 2018 at 2:28pm Gas Permit Issued Oct 24. 2018 at 2:28pm QGas Inspection Completed Jan 14, 2020 5 110 at 36p Below is the employee view of a Zoning Change Application. Workflow steps that are green are one that has been completed, while the steps in blue are in progress. QOPENGOV Confidential&ProprietaryInformation - DO NOT DISCLOSE 16 O Planr, bO." Pgw,z unp PruMa+ Q 0 0 24432 A - M4F �NMM4q�u14i P��+tlfm] wa. Cl SPo m ®S on Pn ew Cpmm¢ee bpc-.. y all - Plan Review The plan review function shall have the ability to: Project review status tracking There are 4 types of workflow steps in OpenGov Permitting & Licensing: • Approval: Approval steps are essentially review steps. • Inspection: This is where inspections would be conducted and logged. • Payment: This is where payment data is entered into a record. Balances paid and due will always display, and refunds are processed here. • Document: This is where Documents get issued in real-time based on their records' data. An approval step's status on any active record will always be one of the following: • Inactive: Like all other workflow steps, an inactive approval step means that the approval step has not been reached yet in a workflow. • Active: This means that the approval step has been activated and is ready to be worked on. The approval's status will be Active until the step is completed. • Complete: This means that the approval step was marked "Complete' in OpenGov Permitting & Licensing. When an approval step is marked as "Complete," it means that the workflow can proceed to future steps. • Rejected/ Failed: If a user clicks "Reject" on an approval step, the step is then marked as Rejected in Red, the record status displays as Stopped, and the workflow cannot proceed until a user marks the step is "Complete." Please note that this status displays as "Rejected" in the individual record pages but "Failed" in an Approvals report. QOPENGOV Confidential&Proprietary Information -DO NOT DISCLOSE 17 • Skipped: An active approval step can be skipped by pressing the "Skip" button at the bottom of the screen as long as the step does not have a status of Failed. This means that the workflow will resume without the approval having been conducted. On Hold: Updating a workflow step to On Hold will turn the status color to Orange, and the workflow step will be removed from the list of Active workflow steps in the task inbox. When a workflow step is set to On Hold, the assigned user will still receive notifications regarding any actions taken on the record. By running a record status report, staff can see the status of all applications. See what was completed and what's still in progress for any given timeframe. Below is a screenshot of all Active Approvals. This shows you all your community's approval steps. This report shows what employee is assigned to which approval step as well as all unassigned Approvals. Active Approvals r.wdx R mTy 1ae.1 Aft.. sr rto.r 24100 Bmldme Nomlt Bwldln8 C0098nrod J*Claud..Ar Aa06.20>0 B33662368 Bonding N-1 Bum., Coo S onolf •D 10Jpnmon 4r092020 M220 F.C000eCCWtin,u. Ap MB •G"Woh, Au831.2018 26036 Wow Portnn to Op to Fire A,.1 •G 111.h.o �27p 20098 Sold,, Perme ButIdIN Dept Rem e M o&o ft.. 0 ,,o o3, 2018 26097 BUllde.{brrnll Bulldin80Nt%o. o Alexando, Palusl: A NX118 24093 B.1d.,%ord BuW., 0eptR . 0" Too, Croon _ A➢r04X118 Mn BUft, Permit PCO oyM .AulMn oo 0,T. Crasty0 Mar 152018 Externally, applicants can view the status of their applications in real-time via the public portal. Markup submitted plans and/or apply digital stamp of approval. OpenGov Permitting & Licensing does not offer markup capabilities within the system, however, we have a native integration with the electronic plan review solution, Bluebeam. The integration requires a Bluebeam Revu license and a subscription to Studio Prime. Integrate drafting system to measure distances, heights, etc. This would be a feature provided by our electronic plan review partner, Bluebeam. Access project submittal history and archiving through onsite/offsite storage (max capacity). Permit history will be captured in the permit's audit trail, along with the permit's record details page. Using built-in reports, you can export most data to CSV for easy archival. And if you want a full archive of OpenGov Permitting & Licensing data, just ask and we will provide it. Include document version control and searchable comment library. QOPENGOV Confidential&Proprietary information -DO NOT DISCLOSE 18 OpenGov Permitting & Licensing has the functionality to maintain document history/version control. Plan Reviewers can choose from a library of predefined comments by application type. OpenGov's Professional Services Team can upload any comments that the City desires into the environment via an AutoFill. AutoFills allow citizen applicants and employee users to search and select from a list of preloaded options in a form field using keywords, rather than having to type in the details of a selection themselves. The information will AutoFill and populate automatically from a data source provided by the City. Collaborate with all applicable departments and outside agencies. OpenGov Permitting & Licensing will empower City staff to comprehensively review both residential and commercial projects, encompassing plans, drawings, specifications, and supporting documentation. This thorough review assesses plans and supporting documents for conformity, ensuring compliance with all relevant State and local laws and regulations. As mentioned previously, Permitting & Licensing has a native integration with plan review solution, Bluebeam. All reviewers from all departments have access to all plans (and the entire version history) on any device. Users can make revisions in real time, pull up plan revisions in the field, and make edits. Using a tablet, reviewers can even make changes to plans on -the -fly at ajob site. Collaborative work is easy, with review staff able to work together seamlessly within a unified interface, streamlining the process across all records system -wide. 0 OPENGOV ConfidentiaigProprietaryInformation -DO NOT DISCLOSE 19 Additionally, OpenGov will enable the City to include non -City staff as part of the review process. As an example, if the City contracts with a firm to assist with plan review or engineering, relevant stakeholders can be licensed in OpenGov to assist in the process. Alternatively, If the City sends planning applications to partner agencies, those partner agencies will conduct their review and add comments directly into OpenGov. The City will have the ability to set deadlines for external review and comment periods and see when partners have taken action. Adding 3rd parties to the platform will never incur additional cost, and further, will ensure preservation of accurate history should a permit need to be reviewed. Include a function to automatically notify other departments when there are status updates (i.e. when a certain department approves, issues comments, or preliminary approves a plan). Notifications are automatically built into OpenGov Permitting & Licensing for both applicants and City staff. OpenGov Permitting & Licensing's notification menu will display all your notifications in one centralized location. As a Permitting & Licensing Employee Application user, you will receive a notification when: • A comment is made on a step that you are assigned to • You are assigned to a step • An attachment was uploaded on a record where you're assigned to an Active step • You were mentioned in a comment by another employee • You are scheduled for an inspection • An inspection that you are assigned to was modified • A deadline/due date is approaching or past due for a step you're assigned to • A payment action is made on any payment step you follow City staff will control which notifications they receive. Users can toggle on/off specific types of notifications by clicking the notifications icon and selecting "Settings." Permitting: The system should be capable of all of the following functionality, at a minimum: Ability to link and/or convert related records from HDL into the proposed system. Yes, if this information can be exported into a flat file, it can be uploaded. Track and generate reports for all building permit activity, including inspection scheduling and status. Reporting in OpenGov Permitting & Licensing is as powerful, simple, and straightforward as possible. Users can generate an unlimited number of reports on any data object in the platform, and save them for future use, as well as export the results and send them to colleagues. Several standard dashboards are available for high-level metrics across departments. OpenGov Permitting & Licensing's reporting engine is native to the platform. The user-friendly interface allows for a tabular view of all action items and reporting features to allow for easy filtering and saving of 0 OPENGOV Con fidential& Proprietary Information -DO NOT DISCLOSE 20 customized reports. All aspects of the system, including reports, are compatible with Microsoft Word and Excel, and all screens and documents may be saved and printed as PDFs. OpenGov Permitting & Licensing's versatile search, display, reporting, and data extraction functions allow users to create on -demand reports and summary statistics. In addition, data from OpenGov Permitting & Licensing can be visualized in OpenGov Reporting & Transparency. Users can create reports with custom views and dashboards, highlighting overall performance and payments received from workflows to share with management, collaborating teams, or the public. This includes daily cash out reports, the number of applications received across permit types, and project costs across departments. Automated notification to applicants. Yes, OpenGov Permitting & Licensing provides automated notifications to applicants during the permitting process. Automated notification to see attachments when corrections are required. Yes, OpenGov Permitting & Licensing provides this functionality. Batch stamping tools. This is not provided in OpenGov Permitting & Licensing but is provided via Bluebeam. CONSULTANT integration support, access to California CONSULTANT License and City Business License database information for verification. Yes, OpenGov Permitting & Licensing has this capability. We can work alongside the City to obtain State and City license databases to use for autof ills. Electronic permit issuance. Yes, OpenGov Permitting & Licensing has this capability. Process and issue a variety of: 1. Building permit types, including: a. Building b. Mechanical c. Electrical d. Plumbing e. Solar f. Miscellaneous 2. Planning reviews, including: a. Yard Sales b. Temporary Banner Permits c. Fence Height Reviews d. Site Plan Reviews QOPENGOV Confidential& Proprietary Information -00 NOT DISCLOSE 21 e. Miscellaneous 3. Public Works Permits: a. Construction b. Encroachment c. Excavation d. Miscellaneous Operl Permitting & Licensing allows the City to create unlimited permit types. You can easily do this by adding a new Record Type. System Settings .. Record Types All Departments - q FP,tar by �a:ve. Racortl Type Department Above Ground Propane Tank Installation replace Fire Prevention & Safety Above Ground Tank Removal Fire Prevention & Safety Alarm Application Fire Prevention & Safety Alarm Permit Inspectional Services After adding a new Record Type, you can quickly adjust settings, add attachments, build forms, create workflows, and much more. Account for all appropriate permit fees and integrate with payment processor. This is a key functionality of the Operl Permitting & Licensing suite as it updates fees in real-time based on application criteria so constituents pay accurately for their requests. The solution accepts payments by credit card, eCheck, and ACH. OpenGov Permitting & Licensing's credit card processing is handled by Stripe. OpenGov Permitting & Licensing will generate an invoice that includes all fees associated with a record. Applicants will be notified via email of the invoice, and the "Pay Online' button will direct them to the OpenGov environment where applicant information, high-level record details, and a fee summary will be available. It will also have a unique invoice number. 0 OPENGOV Confidential& Proprietary Information - DO NOT DISCLOSE 22 County of Orange, VA Plan Review Fee is due for Orange County Building Permit 430013. Click the button below to learn more and pay online. O Powered by the OpenGov platform Plan Review Fee O Ooe Nor. Tease nuke a paymem u ortlefto CO MMie. I'IaCervdle t5uiltlng V'efmi Total IwAwal >:pppp Payment MetM1otl Amoum Due $35000 Total Payment Amount Sy 1.00 Provide notifications/warnings for permit expiration. 0penGov Permitting & Licensing has a renewal campaign functionalityto automatically search for expiring records and send a notification to the applicant to ask if they want to submit a renewal application. Any record can have an expiration date set automatically by the system. For example, it expires after 60 days or 1 year. QOPENGOV Confidentiol&Proprietaryinformation - DO NOT DISCLOSE 23 Allow customizable permit numbering functionality. OpenGov Permitting & Licensing allows for custom permit numbering based on several formats, including Basic(e.g.1234), Annual (e.g. 19-1234), Prefixed (e.g. A-1234), and Annual Prefixed (e.g. A-19-1234). Provide a solution for the City that includes the ability to flag a property or parcel with a "Stop Work" directive and impose penalties fees on designated properties. Yes, OpenGov Permitting & Licensing has this functionality. Grant the ability for applicants to upload individual documents of at least 500 MB in size. OpenGov Permitting & Licensing has a 100MB limit on attachment uploads, however, the City can bypass the limit by uploading a zip file. Incorporate permit fees, development impact fees, business license fees and potentially generate a fee estimate prior to submission. OpenGov Permitting & Licensing can calculate fees automatically according to your schedules and application content. Without additional cost, modify key aspects of the permit tracking system such as: adding or deleting permit types, changing information fields, changing the format of reports, permits, and receipts, adding, editing, or deleting permit conditions, and changing permit fee amounts and types. With OpenGov permitting and licensing you are able to make changes at any time within the solution. The flexible and user-friendly design also allows staff to easily make changes and adjustments as appropriate without ever needing IT support. Without additional cost, all fees for permits and applications in the system shall be updated at the beginning of every fiscal year. Users with the correct permissions can update the City's fee schedule as needed, requiring no additional cost. Inspection Tracking & Scheduling: Allow automatic creation of specific inspection types based on permit applications. The inspection tracking and scheduling function shall: Track both routine and periodic inspections of buildings and property and manage all building inspection scheduling activities. OpenGov Permitting & Licensing is able to support routine, scheduled inspections as well as periodic inspections of properties. 0 OPENGOV Confidentiol&ProprietaryInformation - DO NOT DISCLOSE 24 Allow online customer inspection requests and provide calendaring functionality for inspectors that allow them to create a daily schedule from inspection requests. When it's time for an inspection, let applicants request the date they prefer. Inspection requests can be set up in a record type's workflow settings with "public can inspect" turned ON. Whenever an inspection step with "public can request" turned ON gets activated in its record's workflow, the applicant will be notified via email to request an inspection. After selecting the inspection types, you can pick up to five available dates and specify your preference for either an AM or PM appointment slot. Applicants can add any pertinent notes regarding the appointment, including any specific details that the inspector may need to know before their arrival. Once all the information has been entered and confirmed, simply click on the'Submit' button to send your request for inspection. New Appointment X Q Add Inspection TypesB' lug 202A y Y 4019 0 AM PM ® Request Dates s u i w T . 5 ➢ 1M20 SAM 0 PM j FI1W21 AM 0 PM .j.. 0 AM 0 PM 17 -MOM 20 25 ® V U 31 PrMeus Appointment Scheduling Screen QOPENGOV Confidential& Proprietary information - DO NOT DISCLOSE 25 Eucl-al Pemin 2U55 Rough Inspection rpu, wom�ssm� eRew ularnmenu Tom t uh, lnzpemonal x m nePanmwn. ampyemer a commem teum GaesLL(0) pnwrmt�N. Yap marull, '»aEfi O CrannaSu.— GrneEuled Renpeatea 0 Pam com-nems 0 e Elmttraln�mn iee O EbttmalingettrcP ase Above Ceiling +l More � Inzpecllon Type3 o Eeempalrtm�n 130Coneresssl,eeE Aon. Mpp2210 Pym O rbi{F ImpesOew eo�eyash m Mm+YN I+H O.EN3 Q wa anal lnspettion xeWESEn iyiarw✓ ' pavn. Rpupt lnscedpn MTPF(NFaem .Tv pmt RVwud Awe Curing Wadneao'July is Final Inspecton 71humdry. Jul, 2G Friday. Jul,M Wadne o, July Etln O Open Ga Tha pie cone is 23 Can. After an applicant has requested an inspection, inspectors can review the request and schedule or cancel the request. Scheduled Requestetl Q Past Comments building + 1 More 320 Congress Street, Boston. MA 02210 RequestadJul,17.2023 (D Requested Your request has teen sent to the Community, our administrators are worxtp on tndmg an mapactor for your Appointment. Phase wan for a con5mlatbn. Inspection Types v building Q REQUESTED electric NM REQUESTED ® Fire Department NOTREQUESTED mechanical Q REQUESTED rough NOT REQUESTED Allow real time inspection results to be publicly available to all users including via email to permit holder. OpenGov Permitting & Licensing can provide inspection results in real-time because the City will get emailed to applicants and contractors once an inspection has been completed. In terms of the QOPENGOV Confidential 8. Proprietary Information - DO NOT DISCLOSE 26 inspection results being publicly available to all users, while the City can configure public search results so that only some record types and the data associated with them can be searchable, most of our customers do not want code enforcement cases to be publicly available. Additionally, the way City's set this system up is that only the person who filed the complaint can go in and see the status of their code enforcement complaint. If the City would like to make your records searchable by the public, it can turn this feature on by going into the settings tag of Permitting & Licensing's Public Portal, clicking on "Public Search" and flipping the "Public Record Search" switch to"On." Provide dating functionality that provides ticklers for permits and inspections with no activity. While OpenGov Permitting & Licensing does not offer a dating functionality that provides ticklers for permits and inspections with no activity, the City can set up due dates/reminders to help keep the processes up to date and the right people notified. Permits should automatically be closed upon a successful final inspection. After a successful final inspection, the next step in the workflow will be automatically triggered, which can be document issuance signaling the close of the permit. Mobility/In-Field usage: The system should be able to support: i. In -field usage to view, schedule, and modify inspections as well as record notes while in the field from laptops or tablet devices. Allow pictures to be easily attached to inspection reports. Any photos taken or uploaded during an inspection will be automatically captured in the inspection report. The ability to quickly access all contact details for the owner, applicant, CONSULTANT, or complainant as well as attached plans. While the City has the ability to quickly access all contact details for the owner, applicant, person in charge, or complainant via web browser and Mobile App, record attachments are only available with an internet connection in the Mobile App. Retrieve data by searching any parameter, including permit number, CONSULTANT, address, etc. City staff can retrieve data in OpenGov Permitting & Licensing using record (permit) number, owner, person in charge, address, location, and more. Reporting: Facilitate report production using any combination of data elements maintained by land use and permitting systems, which include the following: The ability to generate reports for the following categories: QOPENGOV Confidential&Proprietary Information -DO NOT DISCLOSE 27 1. By Project Type 2. By Time Frame 3. Project Value 4. Ad-hoc Reporting relating to underlying collected data 5. Plan check and permits fee paid within a given date range 6. Number of permits issued within a given date range 7. Number of solar or solar battery permits 8. Number of housing units completed 9. Daily inspections 10. Other categories that the City may deem appropriate Reporting in OpenGov Permitting & Licensing is as powerful, simple, and straightforward as possible. Users can generate an unlimited number of reports on any data object in the platform, and save them for future use, as well as export the results and send them to colleagues. Several standard dashboards are available for high-level metrics across departments. OpenGov Permitting & Licensing's reporting engine is native to the platform. The user-friendly interface allows for a tabular view of all action items and reporting features to allow for easy filtering and saving of customized reports. All aspects of the system, including reports, are compatible with Microsoft Word and Excel, and all screens and documents may be saved and printed as PDFs. OpenGov Permitting & Licensing's versatile search, display, reporting, and data extraction functions allow users to create on -demand reports and summary statistics. In addition, data from OpenGov Permitting & Licensing can be visualized in OpenGov Reporting & Transparency. Users can create reports with custom views and dashboards, highlighting overall performance and payments received from workflows to share with management, collaborating teams, or the public. This includes daily cash out reports, the number of applications received across permit types, and project costs across departments. Public Online Application Submittal and Inquiry Capabilities: The software should allow unregistered, read-only queries of active and closed permits based on address, as well as general property information (assessor parcel information and other city -provided information). The City prefers a solution that also allows queries of a map to see active permits or code complaints. Software will have the capability to allow online submittal of permit applications and related plan submissions, and code enforcement complaints. OpenGov Permitting & Licensing features an online portal where applicants can select the application type, whether it be a building permit, subdivision project, or Code Violation, and follow a few simple steps guided by the software. Each tile on the public portal can be configured to each division within the City. By clicking on the tile, applicants will see the various applications related to that department. Communities enter QOPENGOV Confidential& Proprietorylnformation-DO NOT DISCLOSE 28 specific information about the department, such as contact information, useful link/tips, hours of operation, etc., and more. Upon selecting the specific permit that the applicant is looking for, users may see more detailed information pertaining to the permit depending on the community's settings. Each record type's home page can be configured to include additional information that will aid the applicant. Communities enter specific information about the department, such as contact information, useful link/tips, hours of operation, etc., and more. In the example below, the City of Chattanooga, TN, used this space to inform applicants of their updated Subdivision Maintenance Bond Calculation. Site Development Lot Subdivision ®� Lot Subdivision Subdivision Maintenance Bond Calculation Method Effective October3. 2002 1. Estimate construction cost using $100 per linear foot. This includes the stone base. paving. curbs. 2. The base Maintenance Bond is 10% of the estimated construction cost. 3. A 15% contingency is added to the base amount to determine the final amount. 4. The minimum Maintenance Bond is $2500. Applicants will then be directed to the application page, where they will follow the guided instructions to fill out the requested information. Applicants can search for an address or parcel by name, address, or Parcel ID. They can always drop a point on a map. OpenGov provides a Master Address Table integration. Here's how it works: • Parcel data from the assessor system is synced on a weekly basis • Properties are created or updated in OpenGov Permitting & Licensing based on new data received • New permit applications will auto -fill property owner information for the chosen address • Departmental reviewers can see parcel data, owner information, and custom attributes like tax delinquency on a permit application or location page in OpenGov Permitting & Licensing • Assessors gain visibility into the permit and license history of any parcel, and can track new permit applications • Applicants gain easy access to public -record assessor data online in the public portal When filling out an application through the public portal, applicants have the options to upload attachments to link them to the application. Some record types may require applicants to upload certain attachments. It is also possible for applicants to upload files that may not be asked for. On O P E N G O V Confidential & Proprietary Information- DO NOT DISCLOSE 29 the last page before the application review, applicants will see a page similar to the one in the screens hot below. They can either choose to "Upload" the file or choose "Add Attachment." 1+ CIly O1 Gp¢nGW MyMaueR Snr�fi � �xxxn- - SleP4 of Sart Crall an]Ent AtEiC11TME5 ResgeMUl Buiginy Pemnl 135n.00 irc1uM any aUO' files yaur wDmiss'm.nM Da na'FtU-P[yurM'ssepuvetlrowWnit yovaLp4t'aUm ll %ease nme M1NrruununallpxeDM1la vzebroyuploa sIWMB. YrtlSMnt ilq t1.2 _ .. Mlnmt true Rb]M4xMin1 T" Paynwnl amount C 82 t Once an application is submitted, Permitting & Licensing will generate an invoice that includes all fees associated with a record. Applicants will be notified via email of the invoice, and the "Pay Online" button will direct them to the OpenGov environment, where applicant information, high-level record details, and a fee summary will be available. It will also have a unique invoice number. Plan Review Fee O Ow xw. wease make a p:rymerlt in ace r ro cormrMe. Place Wie eMimne Penal laird Mammo 135n.00 P,j Mef Mlnmt true E35000 T" Paynwnl amount S W Applicants can also submit complaints anonymously online right from the public portal, the same place they find all other online services in OpenGov Permitting & Licensing. 0 0 P E N G OV Confidential & Proprietary Information -DO NOT DISCLOSE 30 Online Payment Processing: Software must directly integrate with credit card processor and contain cash register functionality for processing of online payments. Payment processing must contain an audit mechanism to track payment overrides and nuanced user rights that limit users who can override payment structures. OpenGov's Permitting & Licensing credit card processing is handled by Stripe, a PCI -DSS compliant vendor with the strictest possible security standards. If an applicant prefers to pay in person, the system acts as a cashiering platform as well, processing cash and check payments. Additional scoping needed for alternative payment providers. Data and Information Integration: Software shall be able to transfer/integrate data from: HDL (Current system for Building and Safety Division). Yes, if this information can be exported into a flat file, it can be uploaded. GoGOV and Data Ticket Inc. (Current systems for the Public Safety Department). OpenGov has the ability to automate data exports and imports (via export and autofill)to integrate to and from other systems. Tyler Technologies (Current system for financial management). Yes, OpenGov can integrate with Tyler Technologies New World ERP. OpenGov will provide a custom query of payments data as flat files. Here's how it will work: • OpenGov configures a transaction file to match the input needed by Tyler New World • This file is auto -generated nightly by OpenGov • The file is placed in an interim location accessible by City staff • The file can be imported into Tyler New World to register all transactions from OpenGov • The file is overwritten the next day with new information, and the import cycle repeats Ensure effective transfer of data from Microsoft Excel spreadsheets to the new system. Incorporation of data sets, from Microsoft Excel to new system. Migrating data into OpenGov Permitting & Licensing is one of the most complex stages of implementation. Our Professional Services Team is here to help you thoughtfully plan and execute every step of the process. We will first help you understand the pros and cons of the two major data migration strategies (reference or live record types), as well as their impact on reporting and renewals. Ourteam will recommend a strategy given your community's needs. The City will then format and organize the historical data into flat, CSV files and under our data file requirements. You will then provide your community's Master Address Table (MAT). This data provides a foundation for your permitting system, allowing users to link permits to locations in your community's jurisdiction. The City will provide a source file and an OpenGov Data Solutions Engineer will take care of configuring the load of the addresses. 0 OPENGOV Confidential& ProprietaryInformation-OO NOTOISCLOSE 31 The City has the option to keep all closed permits, cases, and inspections in its legacy system. However, if the City would like all historical data migrated to the new system, it can live in our Permitting & Licensing suite. Form fields and permit data from the existing systems can be recreated in OpenGov Permitting & Licensing exactly as found in the originating systems. This is an "as -is" migration, with the City responsible for the quality of data being migrated. The data migration includes: • Records (Permits, Licenses) • Applicant information • Location information (must be formatted to match the community's address source or Master Address Table) • Total Fee and Total Payment • Associated Contractor(s) • Associated permit or license data fields (e.g. work description, square footage, etc) • Inspections (results and dates) • Issuance Date The OpenGov implementation team will program the migration and import the provided data into a test environment. From there, the Department staff reviews the imported data to ensure completeness and accuracy and can change the way data is migrated. Immediately prior to Go -Live, OpenGov will make a final data import to include any data created since the previous import. This ensures a seamless transition from the legacy system to OpenGov Permitting & Licensing, with no risk of data loss. OpenGov will provide a test instance of the software to each applicable division for user acceptance testing. This allows for thorough, in-depth testing of functionalities, as well as data imports, in environments distinct from the live portal. OpenGov is not responsible for the cleanliness of the City's data. Ability to export information from software to Microsoft Excel. OpenGov Permitting & Licensing has the capability to convert data to Excel format, but not Word. Users can always download a PDF from the system and then convert to a Word document. Implementation Services including, but not limited to: Software installation and setup. Process Improvement Our implementation team will work with customer stakeholders to map each permitting, licensing, inspection and code enforcement processes and assess adherence to best practices. OpenGov will collect all application forms, permits, letters, and fee schedules associated with each permit type 0OPENGOV Confidential& Proprietary Information - DO NOT DISCLOSE 32 for use in OpenGov Permitting & Licensing. From there, OpenGov will lead a Process Improvement Consultation prior to system implementation. Change Management Our veteran support team will work within the customer's test environment to check all aspects of the platform before going live, phasing in the software by department and permit type, while continuously testing functionality and improving training processes throughout. Additionally, our database specialists will migrate data from all relevant legacy systems, and efficiently conduct the specified conversions at multiple points throughout the implementation process. As outlined throughout this proposal, most changes are fluid and do not disrupt the core functionality of the platform. Data Conversion Immediately prior to Go -Live, OpenGov will make a final data import to include any data created since the previous import. This ensures a seamless transition from the legacy system to OpenGov Permitting & Licensing, with no risk of data loss. OpenGov will provide a test instance of the software to each applicable division for user acceptance testing. This allows for thorough, in-depth testing of functionalities, as well as data imports, in environments distinct from the live portal. Template and application form development. Our implementation team will work with customer stakeholders to map each permitting, licensing, inspection and code enforcement processes and assess adherence to best practices. OpenGov will collect all application forms, permits, letters, and fee schedules associated with each permit type for use in OpenGov Permitting & Licensing. From there, OpenGov will lead a Process Improvement Consultation prior to system implementation. Testing, including acceptance testing. OpenGov will provide a test instance of the software to each applicable division for user acceptance testing. This allows for thorough, in-depth testing of functionalities, as well as data imports, in environments distinct from the live portal. Support and training to assist staff from initial training, launch, and after implementation. Initial training is included with the implementation cost and ongoing training afterwards is included in the annual subscription cost. The OpenGov approach to Training and Education begins during the County implementation but extends throughout your partnership with us. We recognize everyone has a different preference for how they like to learn, plus technology is constantly evolving and we provide regular system upgrades, therefore we offer a multi -faceted approach for training and educational resources. On -Demand Education QOPENGOV Confidential&Proprietary Information -DO NOT DISCLOSE 33 Learning is most valuable when it's on your schedule, so we've created OpenGov University, a video -based online learning platform with courses and learning paths to get you headed in the right direction. Paired with our Help Center, your hub for how-to articles and step-by-step instructions, you can find information when you need it and in the format that works best for you, and it's all accessed from within your OpenGov suite. Individualized Training With individualized training, our teams help you learn how to navigate your system to meet your government's needs. These training sessions are typically recorded and shared with you to reference in the future, giving you a personalized training library at your disposal. Training sessions happen at various points throughout your implementation process. Keeping Up with Changes Since technology is continually evolving, we help keep you informed about changes through many channels, including product release notes, informational webinars, and newsletters. We also provide In -App Guidance, which are helpful little pop -ups directly in your system to enlighten you about changes and how to use certain features. OpenGov experts will make it easy for you: we help design your solution with configurable cloud software, get your data into the system, and project manage it all so things don't stall and you can deploy quickly. OpenGov University OpenGov University helps your government staff become power -users of our software. With unlimited access, your staff can easily adopt new features and ensure that best practices are followed when business processes are enhanced with our technology solutions. Access to OpenGov University includes: • Training from OpenGov Experts • OpenGov Help Center • Self -paced learning modules • In -app guidance • Training Workshops • Live Training Events Software maintenance and warranty services. OpenGov updates its applications everytwo weeks during off -business hours. The only times we make an exception to that is to deliver"hot fixes"for critical service issues. Regardless of the hour, our maintenance activities are performed causing no downtime. Since OpenGov is a SaaS solution hosted on Microsoft Azure, we can automatically deploy updates across the entire platform with minimal partner impact. Feature deployments happen seamlessly with no user interruption. When deployments will impact users, we will send out notifications beforehand. The Scope of Work must also include a schedule of deliverables and milestones E)OPENGOV Confidential&Proprietarylnformation -DO NOTDiSCLOSE 34 associated with each of the above modules or phases. A solution that will provide a high level of functionality with ease of use is desired. Consideration will be given to a well-designed and proven software system that has excellent vendor support, rich capabilities, and robust ad hoc reporting tools. OpenGov has provided a Sample Statement of Work (SOW) at the end of this document which outlines the proposed tasks (both OpenGov and the City), services, and activities needed to accomplish the scope of the project. This SOW is based on our current understanding of the project. Our Professional Services Scoping team members will have further discovery sessions with the City so that we can provide the most accurate scope around the City's unique needs, goals, and future -state vision. This includes reviewing all project documents that OpenGov has received to date and providing OpenGov with a list of additional data and information that we will need in order to begin work. We will also review data and integration requirements. Data Migration to incorporate historical data and historical parcel and property information. Migrating data into OpenGov Permitting & Licensing is one of the most complex stages of implementation. Our Professional Services Team is here to help you thoughtfully plan and execute every step of the process. We will first help you understand the pros and cons of the two major data migration strategies (reference or live record types), as well as their impact on reporting and renewals. Ourteam will recommend a strategy given your community's needs. The City will then format and organize the historical data into flat, CSV files and under our data file requirements. You will then provide your community's Master Address Table (MAT). This data provides a foundation for your permitting system, allowing users to link permits to locations in your community's jurisdiction. The City will provide a source file and an OpenGov Data Solutions Engineer will take care of configuring the load of the addresses. The City has the option to keep all closed permits, cases, and inspections in its legacy system. However, if the City would like all historical data migrated to the new system, it can live in our Permitting & Licensing suite. Form fields and permit data from the existing systems can be recreated in OpenGov Permitting & Licensing exactly as found in the originating systems. This is an "as -is" migration, with the City responsible for the quality of data being migrated. The data migration includes: -Records (Permits, Licenses) -Applicant information -Location information (must be formatted to match the community's address source or Master Address Table) -Total Fee and Total Payment -Associated Contractors) -Associated permit or license data fields(e.g. work description, square footage, etc) G)OPENGOV Confidentiol&Proprietaryinformation-DO NOT DISCLOSE 35 -I nspections(resuIts and dates) -Issuance Date The OpenGov implementation team will program the migration and import the provided data into a test environment. From there, the Department staff reviews the imported data to ensure completeness and accuracy and can change the way data is migrated. Immediately prior to Go -Live, OpenGov will make a final data import to include any data created since the previous import. This ensures a seamless transition from the legacy system to OpenGov Permitting & Licensing, with no risk of data loss. OpenGov will provide a test instance of the software to each applicable division for user acceptance testing. This allows for thorough, in-depth testing of functionalities, as well as data imports, in environments distinct from the live portal. OpenGov is not responsible for the cleanliness of the City's data. Software Agreement: Please include a template of any required/typical software license agreement the City will need to enter for the software system, maintenance, or other requirements of the Vendor. Please see our Master Services Agreement included at the end of this proposal. 2. Complete software documentation and training manual for support staff, users, and administrators. The OpenGov Help Centerwill provide the Cotu with 24/7access to knowledge content, support case creation, and a complete organizational view of all current and past support issues. Our knowledge base includes Help articles and tutorials with step-by-step directions to enable customers to self -serve for many common tasks across all of OpenGov's suites. Customers are encouraged to search the help center to find help instantly. QOPENGOV Confidential&ProprietaryInformation -DO NOT DISCLOSE 36 Section 2 - Project Team, Key Personnel, and Resumes Provide an organization chart showing the names and responsibilities of key personnel and subconsultonts. Provide resumes of all key personnel identified in the organization chart and list how long they've been with the firm. Implementation Analyst Consuitant Technical experts who will tackle Technical experts who help design your software configumbon and complex configuration solutions with ensure it is done right the Implementation Analyst Project Manager Technical Consultant Professional Project Advises on any Manager to hold the technically complex OpenGov team and integrations your your team accountable systems may reed for on-time delivery Core Extended +! Project Project Team Team Solution Architect Data Solutions Fortner government ® Engineer officials who customize Data expert building OpenGov's best- and validating the practice, out-of-the-box Post -Project integration pipelines solutions to yourCustomer Success between your data unique needs Team sources and OpenGov F'it'1 Customer OpenGov Support Success Manager Three tiers of support team Your go -to resource to ensure members on call to help you you are getting the most from troubleshoot your challenges your OpenGov software Account Executive after your prolectgo-live Your OpenGov resource who can work with your Customer Success Manager to deliver value to your team OpenGov will staff the project team to best deliver OpenGov Permitting & Licensing to the City. Our team is experienced and consists of personnel who have worked in government and have public sector SaaS deployment experience. Based on OpenGov's extensive experience deploying software to the public sector, we have developed a set of best practices that we follow to support successful deployments. This unique and valuable composition of our teams enables nimble delivery that is directly relevant to the public sector. OpenGov will provide specific contact names to the City upon contract execution, as team member availability is subject to change until that time, however in the following pages we have provided resumes of the individuals who represent the team members who would be committed to the project. QOPENGOV Confidential& Proprietary information -00 NOT DISCLOSE 37 LEIGH CLAFLIN Employment History OpenGov, San Francisco, CA Lead, Implementation Analyst (June 2022 - present) • Drive for customer efficiency through configuration and consultation of the Permitting & Licensing Software for government agencies and municipalities • Lead formal training for end users and administrators via Zoom • Implement, organize, and lead over 20 concurrent projects by collaborating with project managers, associates, and fellow analysts to update implementation plans to meet client needs • Find and fill internal knowledge gaps through creation of new documentation and curriculum for both current and onboarding employees • Manage two Implementation Analysts' project portfolios • Test new features then train and prepare my team for new releases • Provide weekly updates on the status of forecasted project milestones Senior Implementation Analyst( aniary2022-July�2022) • Mentored and trained Associate Implementation Analysts • Assisted in other Analysts' projects as a subject matter expert • Lead quarterly virtual trainings with over 70 customers in attendance Implementation Analyst (February 2020 - January 2022) • Provided training to officials on the uploading and visualization of data through the reporting and transparency site • Prioritized and respond to client needs via phone, email, and Zoom and report relevant enhancements and bugs to the support team via Zendesk Customer Success Intern (May 2019 - December 2019) • Supported the Customer Success team by configuring the Permitting & Licensing software for over 60 clients SDC (Statistics and Data Corporation) Waltham, MA Artificial Intelligence Intern (July 2018 - February 2019) • Researched artificial intelligence for the Chief Scientific Officer to help make the Data Management team's processes more efficient Education QOPENGOV Confidential&ProprietaryInformation -DO NOT DISCLOSE 38 Bachelor of Science( Informational Technologies and Management) University of Massachusetts, Amherst, MA QOPENGOV ConfidentialaProprietaryInformation -OO NOT DISCLOSE 39 Malyssa Jackson Employment History OpenGov, San Francisco, CA Senior PrgiectMonap re (Auqust2023-Present) • Manage and oversee all aspects (resources, timing, tasks, deliverables) of the customer's project • Provide project leadership by helping customers refine goals into measurable, actionable deliverables • Simultaneously understand and support the customer's strategic and tactical requirements • Implement and improve project -related deliverables including presentations, project plans, timelines, meeting minutes, status reports, risk registers, and any other deliverables required to ensure a successful implementation • Maintain a sense of urgencyto minimize project timelines and delays that prevent customers from achieving their goals and receiving value as soon as possible • Maintain up-to-date information in CRM and project management application • Maintain visibility of project tasks and effort while reviewing and approving resource time entry • Manage scope creep while balancing customer success, project budget, and schedule • Led implementation, training and support of enterprise wide software solutions. Created project plans and project artifacts in alignment with stakeholder and customer needs. • Assessed risk for each project phase and monitored progress to meet deadlines, scope and budget Tyler Technologies, Piano, TX Proiect Manaaer(2017- 2022) • Led the implementation of multi -faceted projects. • Developed and managed the project management plan, verifying accuracy of scope and budget while delivering on time and on budget outputs. • Managed resource allocation while assisting clients products as well as nurturing tier 1 client relationships. • Notable projects include: o Forest Grove, OR o Watsonville, CA o Naperville, IL o Williamsburg, VA in continuing education for existing G)OPENGOV Confidential &ProprietaryInformation-00 NOT DISCLOSE 40 Blue Tarp Financial Implementation Coordinator (2015-2017 • Assisted in producing and distributing marketing materials. • Heavily involved in process modification for the PM team to achieve scalable growth and gain efficiencies. • Responsible for ensuring cross functional involvement of all departments across company footprint to ensure seamless transition of new customers Bottomline Technologies Network Research Analyst (2073-2075 • Instrumental in developing and documenting new and modified procedures for concentrated product set resulting in increased product adoption • Actively supported multiple teams and trained new staff. Certified existing staff stayed up to date on knowledge consumption. Education • Bachelor of Arts(Psychology)University of Maine at Farmington 0 OPENGOV Confidential& ProprietaryInformation - DO NOT DISCLOSE 41 Gautam Pawar Employment History OpenGov, San Francisco, CA •r r Ir r r r� rr r•- \r •r1I• 1 • r •r • Led implementation of data integration projects for local and state government customers • Engineered ETL migrations by analyzing complex customer data and requirements, reducing processing time by 35% • Awarded Data Solutions Engineer of year for exceptional delivery of quality data solutions to over 50 customers. • Developed data strategies and roadmaps, collaborating with cross -functional teams to identify customer needs and opportunities and define project scope and requirements. • Developed python pipelines in python to extract data from clients REST APIs and other data storages • Automated integration of terabytes of customers unstructured data into Azure cloud storage • Monitored server utilization and performance using Azure Monitor to identify and troubleshoot issues and optimize resources. • Mentored team members in data engineering best practices and provided technical guidance on complex projects 10VIA Data Scientist 2 (October 2017 -November 2019) • Designed automated data pipeline using Microsoft SSIS to migrate millions of longitudinal patient records from multiple data sources • Optimized data pipeline to speed up data loads from Oracle to Microsoft parallel data warehouse by 5 hours • Automated data pipelines and job scheduling using CA workload automation ESP tool Tata Consultancy Services Systems Enaineer (March 2013 - Auaust 20151 • Parallelized ETL jobs and wrote complex SQL queries for performance tuning and reduced workflow run time by 1 hour • Performed query optimization to decrease workflow running time by 20 minutes using SQL Profiler and tuning studio Education • Master of Science (Information Systems) Northeastern University, Boston, M A • Bachelor of Arts (Double Major in History and Political Sciences) Oklahoma State University, Stillwater, Oklahoma Certifications • Data Mining Engineering Graduate Certificate (issued by Northeastern University, 2017) G' OPENGOV ConfidentialBProprietaryInformation - DO NOT DISCLOSE 42 Section 3 - Company Qualifications Provide qualifications of past projects, emphasize similar services provided, and local experience. Company History After witnessing the City of Palo Alto spend over $10 million on an ERP system that was delivered on 20 discs and had green screens, OpenGov's founders learned that governments across the country were similarly hamstrung by outdated technology. The public sector has been underserved by its vendors for decades, while the digital era has transformed consumer experiences and private sector organizations. State and local governments deserve access to modern cloud software suited for their increasingly complex needs. Citizens deserve to know that their tax dollars are being spent by effective and accountable organizations. Our public sector leaders deserve to be supported by companies who act as true partners. In order to address these needs, OpenGov was born in 2012. Today we have over 1,800 government customers using our cloud -based suites. We have included some case studies from successful customers on the following pages. Qualifications & Experience OpenGov employees have over 500 years of collective government employment experience and many of our key personnel are members of government -focused organizations like GFOA and ICMA. OpenGov has consistently appeared on the GovTech 100 list for eight consecutive years and most recently was named as a 2023 Too Workplaces USA. We focus our hiring on top -tier talent pools for individuals with proven track records in government and/or the government technology SaaS industry. Additionally, OpenGov's Customer Support Team has won several awards for excellent customer support, including four Stevie' Awards for Sales & Customer Service for its world-class customer service organization. Local Customers OpenGov has a large customer base in California, some of these customers include: • City of dress. CA • City of Selma, CA • City of EI Segundo, CA • Tuolumne County. CA • City of Port Hueneme, CA • City of Buena Park, CA 0 OPENGOV Confidential&Proprietary Information -DO NOT DISCLOSE 43 Taking it Online to Save Time: How Burnsville, MN, Rolled Out Permitting & Licensing in Just Six Months The City of Burnsville, MN, is an evolving community and influencer of technological advancement in the Midwest region. Much of this is thanks to City staff which is collaborative, community -oriented, and dedicated to keeping up with the City's modernization initiatives. Yet behind the scenes, outdated technology led to stalled processes and overworked staff members. To keep up without burning out, Kim decided to bring permitting leads together and make a change. The result was the quick(6-month)implementation of OpenGov Permitting & Licensing to simplify and automate the permitting process and the rollout of an easy-to-use plLbEa portal for applications. With OpenGov's public portal, Burnsville community members now have more visibility into the permitting process and can track their permits in real-time, saving them the hassle of calling or stopping into City Hall. Staff can now quickly build reports for every aspect of permitting and licensing, from reviews to payments and inspections. This makes it easy to share results with both internal stakeholders and the community. Kev Results for the City of Burnsville, MN • 6 month implementation timeline • All permit types available online • 100% paperless permitting available • 5 departments using Permitting & Licensing For the full story, click here to read about how the City of Burnsville modernized permitting with OpenGov Permitting & Licensing. Burnsville "Switching to Open Gov's online permitting has really improved the permitting experience for our customers as well as our staff. Our customers now have real-time information on where their submitted permit application is in our system and allows them to receive nearly instant notifications if more information is needed or when their permit has been issued." Doug Nelson Assistant Fire Chief I City of Burnsville, MN G)OPENGOV Confidential& Proprietary Information -DO NOT DISCLOSE 44 Pioneering Modern ePermitting in Lakeville, MA With the Town's goal of becoming the most business -friendly city in Massachusetts in mind, Building Commissioner Nathan Darling led an initiative to modernize Lakevilles building permit approval process. After 25 years using paper-based processes, Darling found OpenGov Permitting & Licensing to be intuitive, simple, and user-friendly: a refreshing contrast to other solutions on the market. "When you look at the [OpenGov] applications, you think,'wow this is easy; especially when everything else out there is linear and looks like accounting software," said Darling. After implementing OpenGov Permitting & Licensing forthe town of Lakeville, Darling soon realized the merits of getting neighboring communities involved with OpenGov too, in order to create cohesive processes for contractors and developers in the surrounding areas, Darling is now working to get the neighboring communities of Fairhaven, Raynham, Freetown, Carver, and Acushnet on board because he believes so strongly in the benefits he's seen within his own Building Department. Key Results for the Town of Lakeville. MA • Paper, Paperless Permitting in just 9 Months • Enforced a 48- hr Inspection Response to Residents • Faster Application Processing Times • Discovered 4 new uses for OpenGov Permitting & Licensing outside of Building Permits For the full story, click here to read about how Lakeville, MA Pioneered Modern ePermitting with OpenGov. V 'When you have a platform this easy, everyone is treated the same way. There are no favorites, no bending the rules for anybody. If you are late to an inspection, it's time -stamped. Everybody follows the same review process because it's step-by-step in the platform. You can see exactly who is doing what, and how long it is taking." Nathan Darling Building Commissioner I Town of Lakeville, MA QOPENGOV Confidential& Proprietarylnformotion-DO NOT DISCLOSE 45 Section 4 - References Provide three (3) Public Agency references for similar projects. City of Selma, CA Jerome Keene, Deputy City Manager'y ( 559) 891-2200 Ext. 2267 ieromek(@cityofselma.com c .rte selmaca.portal.openaoy.com City of EI Segundo, CA Michael Allen, Development Services Director , (310) 524- 2345 mallenoelseaundo.ora elsegl n� doca.portal.opengov.com Tuolumne County, CA Jamie Gates, IT Supervisor a oates@co.tuolumne.ca.us tuolumnecountvca.portal.00enaov.com City of Port Hueneme, CA Tony Stewart, Community&Economic _ Development Director/ City Planner (805)986-6520 tstewartncitvofporthueneme.oro porthuenemeca.openaov.com G' OPENGOV Confidential& Proprietary Information -DO NOT DISCLOSE 46 Section 5 - Standard City Contract and Insurance Requirements Proposers shall review the attached Standard City Contract and Insurance Requirements and provide a statement that they will comply with all aspects of the Agreement or provide any comments that they would like the City to consider. OpenGov acknowledges the terms provided with the solicitation as a starting point for negotiations between the parties and asserts that acknowledgement of the terms is not binding upon the parties. OpenGov makes no commitments to accept or be bound by any terms and conditions included in the solicitation. Nothing in this solicitation response serves as a waiver of OpenGov's right to negotiate any terms included. OpenGov's entire proposal is conditioned on and subject to the terms and conditions of OpenGov's Master Services Agreement (MSA) included as part of this solicitation response and will become part of the negotiation between the parties. G)OPENGOV Confidential& Proprietary Information - DO NOT DISCLOSE 47 Section 6 - Addenda Acknowledgement If any Addenda is issued by the City, they shall be acknowledged in this section. OpenGov acknowledges the receipt of "Addendum No. 1 - Responses to Questions & Answers for RFP 2024-08 - Issued 03-07-24." QOPENGOV Confidential& Proprietary Information - DO NOT DISCLOSE 48 Section 7 - Cost Proposal OpenGov's pricing model consists of both a fixed fee annual subscription forth e software and a one-time cost for the professional services component. Our Professional Services cost includes all phases of implementation: Initiation, Best Practices, Configuration, Validation, Deployment, and Project Completion. OpenGov offers an unlimited user, unlimited usage pricing model, meaning customers are not limited to the number of users, logins, dashboards, reports or usage of data. Rather, we charge an annually recurring subscription fee to encourage our customers to utilize the platform, increase adoption throughout their organization, get valuable unlimited usage, and have a predictable annual cost. Permitting & Licensing Suite ("Software Subscription') Unlimited Users Reporting & Transparency Platform Unlimited Users Multi -Approval Workflows Inspections Public Portal eSignatures Payment Collection Inspections Mobile App Service Areas: Building/ Inspections Planning/Zoning Code Enforcement Public Works/Engineering Business Licensing Reporting Dashboards Stories Community Feedback Surveys Transparency Portal Strategic Initiatives $ 58,366 Included in Subscription Cost Initiation, Best Practices, Software Implementation Configuration, Validation, ('Professional Services') Deployment, and Project Completion $99,400# of the Above Solutions and Items Outlined in the SOW. Integrations and Add -Ons Unlimited Users Master Address Table Flag Integration ESRI ArcGIS Integration $10,000 Annual Annual One -Time One -Time QOPENGOV Confidential& Proprietary information -DO NOT DISCLOSE 49 Autof Ill Interface Contractor License Verification Accounting & Finance Export Inspections Mobile App SSO Historical Data Transfer of data from HDL and Migration GOGov into OpenGov Permitting & $28,400 Licensing. Consists of administrator and Training end-user training sessions $7,200 throughout the implementation. OGU On -Demand: Video -based online learning courses OpenGov University OGU Live: a combination of virtual Unlimited Users training sessions and in-person Included training events' Resource Center: a written article knowledgebase. Dedicated human resource to support yourjourney as an OpenGov Customer Success Manager user with training, adoption, best Included practices, and general assistance throughout the OpenGov partnership. OpenGov updates its applications Maintenance every two weeks during off -business Included hours. Year (Software Subscription+ Professional Services) Year 2 (Software Subscription w/5% Increase) Year (Software Subscription w/5% Increase) $157,766 $61,285 $64,349 One -Time One -Time Annual Annual Annual QOPENGOV Confidential 8. Proprietary Information -DO NOT DISCLOSE e0 Option to Renew (Software Subscription w/5% Increase) $67,566 All OpenGov contracts include an Annual Software Maintenance Price Adjustment. OpenGov shall increase the Fees payable for the Software Services during any Renewal Term by 5% each year of the Renewal Term. *Implementation pricing (professional services) is subject to change based on final scope of solution needs. **This total reflects the included costs of listed integrations and add-ons, historical data migration, and training. ***In Person Training can be available at an additional cost. Requires scoping. 0 OPENGOV Confidential 8. Proprietary Information -DO NOT DISCLOSE 51 �) OPENGOV Statement of Work City of Rosemead, CA Creation Date: 3/11/2024 Document Number: PS -05781 Version Number: 2 Created by: Dean Simpson 2023 Statement of Work v2.1 Table of Contents 1. Overview and Approach 1.1. Agreement 2. Statement of Work 2.1. Project Scope 2.2. Facilities and Hours of Coverage 2.3. Key Assumptions 2.4. Exclusions 2.5. Open Gov Responsibilities 2.5.1. Activity 1 - Project Management 2.5.2. Activity 2 - Initialization 2.5.3. Activity 3 - OpenGov Use Cases 2.5.4. Activity 4 -Training 2.6. Your Responsibilities 2.6.1. Your Project Manager 2.7. Completion Criteria 2.8. Estimated Schedule 2.9. Illustrative Project Timelines 2.10. Charges 2.11. Offer Expiration Date Appendix A: Engagement Charter A-1: Communication and Escalation Procedure A-2: Change Order Process A-3: Deliverable Materials Acceptance Procedure Appendix B: Deliverables B-1: Data Deliverables B-2: Record Type Deliverables B-3: Training Deliverables Appendix C: Technical Requirements 2023 Statement of Work v2.1 3 3 3 3 4 4 5 5 5 6 6 7 7 7 8 8 8 9 9 10 10 10 11 12 12 13 14 15 2 Overview and Approach 1.1. Agreement This Statement of Work ("SOW") identifies services that Open Gov, Inc. ("Open Gov" or"we")will perform for City of Rosemead, CA ("Customer" or "you") pursuant to that order for Professional Services entered into between OpenGov and the Customer ("Order Form') which references the Master Services Agreement or other applicable agreement entered into by the parties (the "Agreement"). • Customer acknowledges and agrees that this Statement of Work is subject to the confidentiality obligations set forth in the Agreement between OpenGov and Customer. • The Deliverables listed in Appendix B are the single source of the truth of the deliverables to be provided. • Customer's use of the Professional Services is governed by the Agreement and not this SOW. • Upon execution of the Order Form or other documentation referencing the SOW, this SOW shall be incorporated by reference into the Agreement. • In the event of any inconsistency or conflict between the terms and conditions of this SOW and the Agreement, the terms and conditions of this SOW shall govern with respect to the subject matter of this SOW only. Unless otherwise defined herein, capitalized terms used in this SOW shall have the meaning defined in the Agreement. • This SOW may not be modified or amended except in a written agreement signed by a duly authorized representative of each party. • OpenGov will be deployed as is, Customer has access to all functionality available in the current release. 2. Statement of Work This SOW is limited to the Implementation of the OpenGov Permitting & Licensing as defined in the OpenGov Responsibilities section of this document (Section 2.5). Any additional services or support will be considered out of scope. 2.1. Project Scope Under this project, OpenGov will deliver cloud based Permitting & Licensing solutions to help the Customer power a more effective and accountable government. OpenGov's estimated charges and schedule are based on performance of the activities listed in the "OpenGov Responsibilities" section below. Deviations that arise during the project will be managed through the procedure described in Appendix A-2: Change Order Process, and may result in adjustments to the Project Scope, Estimated Schedule, Charges and other terms. These adjustments may include charges on a time -and -materials or fixed -fee basis using OpenGov's standard rates in effect from time to time for any resulting additional work or waiting time. 2023 Statement of Work v2.1 2.2. Facilities and Hours of Coverage OpenGov will: A. Perform the work under this SOW remotely, except for any project -related activity which OpenGov determines would be best performed at your facility in order to complete its responsibilities under this SOW. B. Provide the Services under this SOW during normal business hours, 8:30am to 6:00pm local time, Monday through Friday, except holidays. C. Use personnel and resources located across the United States, and may also include OpenGov-trained staffing contractors to support the delivery of services. 2.3. Key Assumptions The SOW and OpenGov estimates are based on the following key assumptions. Deviations that arise during the proposed project will be managed through the Appendix A-2: Change Order Process, and may result in adjustments to the Project Scope, Estimated Schedule, Charges, and other terms. General: A. Individual software modules are configured based on discussions between OpenGov and Customer. B. All training, working sessions, and configuration is completed remotely, unless otherwise specified in appendix C. Customer will gather and provide all applicable Prerequisite Data Checklist items prior to the first project working session being held. D. Customer's source data will be provided in accordance with Appendix C: Technical Requirements. E. Customer will validate and sign off on each deliverable in Appendix B: Deliverables. F. Go Live date will be agreed and signed off between the Customer and OpenGov project manager during project planning. G. Customer will sign off on the Solution Acceptance prior to Go Live. H. The project plan assumes one Go -Live event and cutover unless otherwise specified in Aooendix B: Deliverables. I. OpenGov best practice is to not exceed tested limits of the product. Data and Document Migrations: J. Migrations are completed using flat files provided and mapped by the Customer, unless otherwise specified in Appendix B: Deliverables. K. Customer configured Record Types are expected to comply with the Project Plan's Go Live and cutover to ensure the migration encompasses all records from the legacy system. L. Customer shall complete the OpenGov provided data templates with three (3) weeks of request. M. Customer shall validate data deliverables within three (3) weeks of request N. During implementation, OpenGov will provide up to two (2)format changes for each integration file, allowing for necessary edits to be made during the testing and validation process. 2023 Statement of Work v2.1 2.4. Exclusions A. Implementation of any custom modification or integration developed by OpenGov; your internal staff; or any third -party is not included in the scope of this project unless specifically listed in Appendix B. B. Any service items discussed during demonstrations; conference calls; or other events are not included in the scope of this project unless specifically listed in Appendix B. C. Historical data migration does not: i. Exceed 250,000 records unless otherwise specified in Appendix B: Deliverables. ii. Include database backup files unless otherwise specified in Appendix B: Deliverables). iii. Include cleansing of corrupt data, creation or linking of applicant accounts, integration of historical fees and payments into workflow or financial reports, logs of permit changes, migration of data into the workflow, permit attachments, import of contractor database, or hierarchical relationships between records. D. Document Migration does not exceed ITB unless otherwise specified in Appendix B: Deliverables. 2.5. OpenGov Responsibilities 2.5.1. Activity 1- Project Management OpenGov will provide project management for the OpenGov responsibilities in this SOW. The purpose of this activity is to provide direction to the OpenGov project personnel and to provide a framework for project planning, communications, reporting, procedural and contractual activity. This activity is composed of the following tasks: Planning OpenGov will: A. Review the SOW, contract and project plan with Customer's Project Manager and key stakeholders to ensure alignment and agreed upon timelines; B. Coordinate ago live planning and data workshop to plan data integrations and migrations; C. Maintain project communications through your Project Manager; 0. Establish documentation and procedural standards for deliverable Materials; and E. Assist your Project Manager to prepare and maintain the project plan for the performance of this SOW which will include the activities, tasks, assignments, and project milestones. Project Tracking and Reporting OpenGov will: 2023 Statement of Work v2.1 A. Review project tasks, schedules, and resources and make changes or additions, as appropriate. Measure and evaluate progress against the project plan with your Project Manager; B. Work with your Project Manager to address and resolve deviations from the project plan; C. Conduct regularly scheduled project status meetings; and D. Administer the Aooendix A-2: Change Order Process with your Project Manager. Completion Criteria: This is an on-going activity which will be considered complete at the end of the Services Deliverable Materials: • Planning and Data Workshop • Project Plan and Timeline • Weekly Status Reports • Go Live Checklist • Risk, Action, Issues and Decisions Register (RAID) • Project Charter 2.5.2. Activity 2 - Initialization OpenGov will provide the following: A. Customer Entity configuration B. System Administrators creation C. Solution Blueprint creation D. Data Validation strategy Completion Criteria: This activity will be considered complete when: • Customer Entity is created • System Administrators have access to Customer Entity • Solution Blueprint is presented to Customer Deliverable Materials: • Solution Blueprint • Sign -off of Initial Draft Solution Blueprint 2.5.3. Activity 3 - OpenGov Use Cases Use cases: OpenGov will provide the following: Community Development: Building Permits & Inspectional Services; Community Development: Planning and Zoning Approvals; Community Development: Code Enforcement; Business Licenses; Public Works: Right -of -Way Permits, Waste/Water Management, etc 2023 Statement of Work v2.1 Completion Criteria: This activity will be considered complete when: • Deliverables are configured/completed Deliverable Materials: • Formal sign off document 2.5.4. Activity 4 - Training Training will be provided in instructor -led virtual sessions unless otherwise specified in Appendix B. For any instructor -led virtual sessions, the class size is recommended to be 10, for class sizes larger than 10 it may be necessary to have more than one instructor. Completion Criteria: • Training is provided Deliverable Materials: • Formal sign off document 2.6. Your Responsibilities The completion of the proposed scope of work depends on the full commitment and participation of your management and personnel. The responsibilities listed in this section are in addition to those responsibilities specified in the Agreement and are to be provided at no charge to OpenGov. OpenGov's performance is predicated upon the following responsibilities being managed and fulfilled by you. Delays in performance of these responsibilities may result in delay of the completion of the project and will be handled in accordance with Appendix A-2: Change Order Process. 2.6.1. Your Project Manager Prior to the start of this project, you will designate a person called your Project Manager who will be the focal point for OpenGov communications relative to this project and will have the authority to act on behalf of you in all matters regarding this project. Your Project Manager's responsibilities include the following: A. Manage your personnel and responsibilities for this project (for example: ensure personnel complete any self -paced training sessions, configuration, validation or user acceptance testing); B. Serve as the interface between OpenGov and all your departments participating in the project; C. Administer the Appendix A-2: Change Order Process with the Project Manager; D. Participate in project status meetings; 2023 Statement of Work v2.1 E. Obtain and provide information, data, and decisions within five (5) business days of OpenGov's request unless you and OpenGov agree in writing to a different response time; F. Resolve deviations from the estimated schedule, which may be caused by you; G. Help resolve project issues and escalate issues within your organization, as necessary; and H. Create, with OpenGov's assistance, the project plan for the performance of this SOW which will include the activities, tasks, assignments, milestones, estimates, and duration. 2.7. Completion Criteria OpenGov will have fulfilled its obligations under this SOW when any of the following first occurs: A. OpenGov accomplishes the activities set forth in "OpenGov responsibilities" section and delivers the Materials listed, if any; or B. The End Date, as agreed upon between the Customer and OpenGov during project planning, is reached. 2.8. Estimated Schedule OpenGov will schedule resources for this project upon signature of the order form. Unless specifically noted, the OpenGov assigned project manager will work with Customer Project Manager to develop the project schedule for all requested deliverables under this SOW. OpenGov reserves the right to adjust the schedule based on the availability of OpenGov resources and/or Customer resources, and the timeliness of deliverables provided by the Customer. The Services are currently estimated to start within two (2) weeks but no later than four(4) weeks from signatures, unless otherwise agreed upon between the Customer and Open Gov, and have an estimated end date of nine (9) months after kick-off ("Estimated End Date'). The End Date will be agreed between Customer and OpenGcv during project planning. 2.9. Illustrative Project Timelines The typical project timelines are for illustrative purposes only and may not reflect your use cases. 2023 Statement of Work v2.1 tl Enbmwil3Wb , W numCer N umm ann eM,em,tl rypi. inupreuan eM mp,n n n CanAQarema 2.10. Charges The Services will be conducted on a Fixed Price basis. This fixed price is exclusive of any travel and living expenses and other reasonable expenses incurred in connection with the Services. All charges are exclusive of any applicable taxes. There is no travel expected in this project. Should travel be requested, Customer shall reimburse OpenGov for reasonable out-of-pocket expenses OpenGov incurs providing Professional Services. Reasonable expenses include, but are not limited to, travel, lodging, and meals. Expenses are billed based on actual costs incurred. 2.11. Offer Expiration Date This offer will expire on June 11, 2024 unless extended by OpenGov in writing. 2023 Statement of Work v2.1 Appendix A: Engagement Charter A-1: Communication and Escalation Procedure Active engagement throughout the implementation process is the foundation of a successful deployment. To help assess progress, address questions, and minimize risk during the course of deployment both parties agree to the following: • Regular communication aligned to the agreed upon project plan and timing. o OpenGov expects our customers to raise questions or concerns as soon as they arise. OpenGov will do the same, in order to be able to address items when known. • Executive involvement o Executives may be called upon to clarify expectations and/or resolve confusion. o Executives may be needed to steer strategic items to maximize the value through the deployment. • Escalation Process: o OpenGov and Customer agree to raise concerns and follow the escalation process, resource responsibility, and documentation in the event an escalation is needed to support issues raised • Identification of an issue impeding deployment progress, outcome or capturing the value proposition, that is not acceptable. • Customer or OpenGov Project Manager summarizes the problem statement and impasse. • Customerand OpenGov Project Managersjointly will outline solution, acceptance or schedule Executive review. • Resolution will be documented and signed off following Executive review. • Phase Sign -Off c OpenGov requests sign -offs at various stages during the implementation of the project. Once the Customer has signed -off, any additional changes requested by Customer on that stage will require a paid change order for additional hours for OpenGov to complete the requested changes. A-2: Change Order Process This SOW and related efforts are based on the information provided and gathered by OpenGov. Customers acknowledge that changes to the scope may require additional effort or time, resulting in additional cost. Any change to scope must be agreed to in writing or email, by both Customer and OpenGov, and documented as such via a: • Change Order- Work that is added to or deleted from the original scope of this SOW. Depending on the magnitude of the change, it may or may not alter the original contract amount or completion date and be paid for by Customer. Changes might include: o Timeline for completion o Sign off process o Cost of change and Invoice timing o Amending the SOW to correct an error. 2023 Statement of Work v2.1 10 Extension of work as the complexity identified exceeds what was expected by Customer or OpenGov. Change in type of OpenGov resources to support the SOW. A-3: Deliverable Materials Acceptance Procedure Deliverable Materials as defined herein will be reviewed and accepted in accordance with the following procedure: • The deliverable material will be submitted to your Project Manager. • Your Project Manager will have decision authority to approve/reject all project Criteria, Phase Acceptance and Engagement Acceptance. • Within five (5) business days of receipt, your Project Manager will either accept the deliverable Material or provide OpenGov's Project Manager a written list of requested revisions. If OpenGov receives no response from your Project Manager within five (5) business days, then the deliverable Material will be deemed accepted. The process will repeat for the requested revisions until acceptance. • All acceptance milestones and associated review periods will be tracked on the project plan. • Both OpenGov and Customer recognize that failure to complete tasks and respond to open issues may have a negative impact on the project. • For any tasks not yet complete, OpenGov and/or Customer will provide sufficient resources to expedite completion of tasks to prevent negatively impacting the project. • Any conflict arising from the deliverable Materials Acceptance Procedure will be addressed as specified in the Escalation Procedure set forth in Appendix A-1: Communication and Escalation Procedure . As set forth in the "Customer Delays" provision of the Agreement, if there are extended delays (greater than 10 business days) in Customer's response for requested information or deliverable; OpenGov may opt to put the project on an "On Hold" status. After the Customer has fulfilled its obligations, Professional Services can be resumed and the project will be taken off the "On -Hold" status. • Putting a project "on Hold" may have several ramifications including, but not restricted, to the following: o Professional Services to the customer could be stopped; o Delay to any agreed timelines; or o Not having the same Professional Services team assigned. 2023 Statement of Work v2.1 11 Appendix B: Deliverables B -l: Data Deliverables Master Address Table (MAT) Integration • OpenGovwill: o Provide a template file to be utilized by the Customer to populate MAT information. o Import the completed template file and validate against the completed template file. • Customerwill: o Populate and validate the MAT template. ESRI ArcGIS Server Integration • OpenGovwill: o Integrate with the Customer's ArcGIS public API endpoint. GIS Flag Integration • OpenGovwill: o Provide a template file to be utilized by the Customer to populate GIS Flag information. o Import the populated template file after acceptance. o Enable the GIS Flag Integration. • Customerwill: o Populate and validate the flag template file. Accounting and Finance Export • OpenGovwill: o Provide an export of financial data, based on the Customer's provided format, to the Customer's FTPS as often as nightly. • Customerwill: o Agree upon specifications prior to export. Autof ill Integration • OpenGovwill: o Provide up to five (5) of Autofills, using source data from OpenGov or provided by the Customer. • Customerwill: c Provide the source data, if applicable. o Agree upon specifications prior to upload. State Contractor Integration • OpenGovwill: o Integrate with the California licensed professional dataset for use within OpenGov. Single Sign On (SSO) Integration • OpenGovwill: o Provide the SSO enablement form. o Implement identity provider initiated SSO • Customerwill: o Complete the SSO enablement form. o Provide the information from the identity provided required to establish SAML or HTTPS certification and add OpenGov as anew application in the identity provider. 2023 Statement of Work v2.1 ffa Data Migration OpenGov will: • Perform historic data migration from GoGov and HDL using flat files provided by and mapped by the customer. • Set up historical record types, historical data will be migrated prior to the initial data load. • Provide a report of unmatched locations Provide instructions for customer validation of data migration. Customer will: • Sign off on data load. Document Migration OpenGov will: • Migrate documents attached to either migrated permits or locations provided through a Master Address Table (MAT) integration B-2: Record Type Deliverables OpenGov will configure the following standard record type drafts of Customer's record types in the Permitting & Licensing system including Form, Workflow, Output Document and Fees: Building and Inspectional Services Service Area Three (3) record types from the following list: • Residential Building Permit • Commercial Building Permit • Mechanical Permit • Electrical Permit • Plumbing Permit • Contractor Registration Planning and Zoning Service Area Three (3) record types from the following list: • Conditional Use Permit • Major Subdivision Permit • Minor Subdivision Permit • Variance Permit • Special Use Permit • Temporary Use Permit Code Enforcement Service Area Two (2) record types from the following list: • Code Complaint • Code Violation Public Works Service Area Two (2) record types from the following list: • Driveway Permit • Right -of -Way Permit 2023 Statement of Work v2.1 13 • Excavation Permit • Water Connection Business Licensing Service Area Two (2) record types from the following list: • Business License • Occupational License • One-Day/Temporary Liquor License Customer wiII: • Attend working sessions to validate, review, and iterate upon draft records. • Test all configured record types B-3: Training Deliverables OpenGov will: Administrator Training • Provide up to eighteen (18) hours of Permitting & Licensing system administrator training to enable system administrators on the following topics: o Setting up the public portal o Employee app settings o Creating and editing record types o Managing Forms o Editing Documents o Creating Workflows o Setting up Inspections o Mobileapp End User Training • Provide up to eighteen (18) hours of end-user trainings designed for Plan Review, Inspectors, Finance Staff, etc. to cover the following topics: o Navigation of the system o Manage inbox and tasks o Take payments o Conduct inspections o Create records o Mobile app Customer will: • Identify the relevant participants to attend each training session. 2023 Statement of Work v2.1 14 Appendix C: Technical Requirements Master Address Table • All addresses must have a unique ID • Flat file, .csv, .xls, .xlsx, .txt with headers • Parcels and address points recommended • Recommended source data: Esri GIS, Alternative source options include: Assessor's database, E911 ESRI ArcGIS • Publicly -accessible secure ESRI REST API URL ArcGIS Flags • Polygon Layer(s) via ESRI REST API URL, Polylines and points are not supported Financial and Record Exports • Required format(columns)and sample document Autof ills using Customer source data • Flat file, .csv, .xls, .xlsx, Axt with headers Current application forms, workflows, fee structures, and output documents • PDF, Word, .csv, .xls, .xlsx with headers Historical Data • Flat file, .csv, .xlsx with headers • Record type and status mapping using OpenGov template Historical Documents • Flat file, .csv, .xlsx with headers • One row per document. All rows must be tied back to the MAT's unique ID field and have a file path or publicly accessible URL. SS0 • SAML or HTTPS certificate, Whitelist OpenGov in your VPN or firewall 2023 Statement of Work v2.1 15 OpenGov Master Services Agreement The parties to this Master Services Agreement (this "Agreement") are OpenGov, Inc., a Delaware corporation ("Open Gov"), and the customer named in the signature block below ("Customer'). This Agreement, which becomes binding when the parties have signed it (the "Effective Date'), sets forth the terms under which Customer will be permitted to use OpenGov's hosted software services and receive professional services. Definitions 1.1. "Customer Data' means data that is provided by Customer to OpenGov pursuant to this Agreement (for example, by email or through Customer's software systems of record). Customer Data does not include any confidential personally identifiable information. 1.2. "Documentation' means materials produced by OpenGov that provide information about OpenGov's software products and systems. Customers may access the most up-to-date Documentation on the Customer Resource Center page at opengov.zendesk.com. 1.3. "Intellectual Property Rights' means all intellectual property rights including all past, present, and future rights associated with works of authorship, including exclusive exploitation rights, copyrights, and moral rights, trademark and trade name rights and similar rights, trade secret rights, patent rights, and any other proprietary rights in intellectual property of every kind and nature. 1.4. "Order Form" means the document executed by the parties that specifies the Software Services that OpenGov will provide to Customer under this Agreement. 1.5. "Term" refers to the Initial Term defined in Section 6.1 plus all Renewal Terms defined in Section 6.2. 2. Software Services, Support, and Professional Services 2.1. Software Services. Subject to the terms and conditions of this Agreement, OpenGov will use commercially reasonable efforts to provide the commercial off-the-shelf software solutions identified in the applicable Order Form ("Software Services'). 2.2. Support and Service Levels. Customer support is available by email to support@opengov.com or by using the chat messaging functionality of the Software Services, both of which are available during OpenGov's standard business hours. Customer may report issues any time. However, OpenGov will address issues during business hours. OpenGov will provide support for the Software Services in accordance with the Support and Software Service Levels found at opengov.com/service-sla, as long as Customer is entitled to receive support under the applicable Order Form and this Agreement. 2.3. Professional Services 2.3.1. If OpenGov or its authorized independent contractors provides professional services OpenGcv Master Services Agreement RFx Revised June 1, 2023 to Customer, such as implementation services, then these professional services ("Professional Services")will be described in an applicable statement of work ("SOW") agreed to by the parties. Unless otherwise specified in the SOW, any pre -paid Professional Services must be utilized within one year from the Effective Date. 2.3.2. Relevant travel expenses are provided in the SOW. Any other travel expenses related to the performance of the Professional Services shall be pre -approved by and reimbursed by Customer. 3. Restrictions and Responsibilities 3.1. Restrictions. Customer may not use the Software Services in any manner or for any purpose other than as expressly permitted by the Agreement and Documentation. In addition, Customer shall not, and shall not permit or enable any third party to: (a) use or access any of the Software Services to build a competitive product or service; (b) modify, disassemble, decompile, reverse engineer or otherwise make any derivative use of the Software Services (except to the extent applicable laws specifically prohibit such restriction); (c)sell, license, rent, lease, assign, distribute, display, host, disclose, outsource, copy or otherwise commercially exploit the Software Services; (d) perform or disclose any benchmarking or performance testing of the Software Services; (e) remove any proprietary notices included with the Software Services; (f) use the Software Services in violation of applicable law; or(g) transfer any confidential personally identifiable information to OpenGov or the Software Services platform. 3.2. Responsibilities. Customer shall be responsible for obtaining and maintaining computers and third party software systems of record (such as Customer's ERP systems) needed to connect to, access or otherwise use the Software Services. Customer also shall be responsible for: (a) ensuring that such equipment is compatible with the Software Services, (b) maintaining the security of such equipment, user accounts, passwords and files, and (c) all uses of Customer user accounts by any party other than OpenGov. Intellectual Property Rights; License Grants; Access to Customer Data 4.1. Software Services. OpenGov owns all interests and Intellectual Property Rights in the Software Services. The look and feel of the Software Services, including any custom fonts, graphics and button icons, are the property of OpenGov. Customer may not copy, imitate, or use them, in whole or in part, without OpenGov's prior written consent. Subject to Customer's obligations under this Agreement, OpenGov grants Customer a non-exclusive, royalty -free license during the Term to use the Software Services. 4.2. Customer Data. Customer Data and the Intellectual Property Rights therein belong to the Customer. Customer grants OpenGov and its partners(such as hosting providers) a non-exclusive, royalty -free license to use, store, edit, and reformat the Customer Data for the purpose of providing the Software Services. Customer further agrees that OpenGov and its partners may use aggregated, anonymized Customer Data for purposes of sales, marketing, business development, product enhancement, customer service, and data analysis. Insights gleaned from aggregated, anonymized Customer Data will OpenGov Master Services Agreement RFx Revised June 1, 2023 belong to OpenGov. 4.3. Access to Customer Data. Customer may download the Customer Data from the Software Services at any time during the Term, excluding during routine software maintenance periods. OpenGov has no obligation to return Customer Data to Customer. 4.4. Deletion of Customer Data. Unless otherwise requested pursuant to this Section 4.4, upon the termination of this Agreement, the Customer Data shall be deleted pursuant to OpenGov's standard data deletion and retention practices. Upon written request, Customer may request deletion of Customer Data prior to the date of termination of this Agreement. Such a request must be addressed to "OpenGov Vice President, Customer Success" at OpenGov's address for notice in Section 10.2. 4.5. Feedback. "Feedback" means suggestions, comments, improvements, ideas, or other feedback or materials regarding the Software Services provided by Customer to OpenGov, including feedback provided through online developer community forums. Customer grants OpenGov a non-exclusive, royalty -free, irrevocable, perpetual, worldwide license to use and incorporate into the Software Services and Documentation Customer's Feedback. OpenGov will exclusively own any improvements or modifications to the Software Services and Documentation based on or derived from any of Customer's Feedback including all Intellectual Property Rights in and to the improvements and modifications. 5. Confidentiality 5.1. "Confidential Information" means all confidential business, technical, and financial information of the disclosing party that is marked as "Confidential" or an equivalent designation or that should reasonably be understood to be confidential given the nature of the information and/or the circumstances surrounding the disclosure. OpenGov's Confidential Information includes, without limitation, the software underlying the Software Services, and all Documentation. 5.2. Confidential Information does not include: (a) data that the Customer has previously released to the public; (b) data that Customer would be required to release to the public upon request under applicable federal, state, or local public records laws; (c) Customer Data that Customer requests OpenGov make available to the public in conjunction with the Software Services; (d) information that becomes publicly known through no breach by either party; (e) information that was rightfully received by a party from a third party without restriction on use or disclosure; or(f) information independently developed by the Receiving Party without access to the Disclosing Party's Confidential Information. 5.3. Each party agrees to obtain prior written consent before disclosing any of the other party's Confidential Information. Each party further agrees to use the other's Confidential Information only in connection with this Agreement. Each party further agrees to protect the other party's Confidential Information using the measures that it employs with respect to its own Confidential Information of a similar nature, but in no event with less than reasonable care. If a party is required to disclose Confidential OperGov Master Services Agreement RFx Revised June 1, 2023 Information by law or court order, they must notify the other party in writing before making the disclosure to give the other party an opportunity to oppose or limit the disclosure. 6. Term and Termination 6.1. Initial Term. This Agreement begins on the Effective Date and ends on the date the subscription ends("Initial Term'), according to the Order Form, unless sooner terminated pursuant to Section 6.3. 6.2. Renewal. This Agreement shall automatically renew for another period of the same duration as the Initial Term (each one is a new "Renewal Term') unless either party notifies the other party of its intent not to renew this Agreement in writing no less than 30 days before the end of the then -current term. 6.3. Termination. If either party materially breaches any term of this Agreement and fails to cure such breach within 30 days after receiving written notice by the non -breaching party (10 days in the case of non-payment), the non -breaching party may terminate this Agreement. Neither party shall have the right to terminate this Agreement early without a legally valid cause. 6.4. Termination for Non -Appropriation. After the first full year of this Agreement, Customer may terminate this Agreement if it does not appropriate funds to continue this Agreement in a future fiscal year. To invoke termination under this Section, the Customer's staff responsible for the management of this Agreement must use good faith efforts to secure the appropriate funds for the next year's fees, and provide written notice of the non -appropriation 90 days before the anniversary of the Effective Date. Customer may not terminate for non -appropriation if it acquires similar products or services or requests a proposal for similar products or services. 6.5. Effect of Termination. Upon termination of this Agreement pursuant to Section 6.1, 6.2, or 6.3: (a) Customer shall pay in full for all Software Services and Professional Services performed up to and including the date of termination or expiration, (b) OpenGov shall stop providing Software Services and Professional Services to Customer; and (c) each party shall (at the other party's option) return or delete any of the other party's Confidential Information in its possession. 7. Payment of Fees 7.1. Fees; Invoicing; Payment; Expenses. 7.1.1. Fees. Fees for Software Services and for Professional Services are set forth in the applicable Order Form, and OpenGov will invoice Customer accordingly. Customer agrees to pay invoices within 30 days without setoffs, withholdings or deductions of any kind. Invoices are deemed received when OpenGov emails them to Customer's designated billing contact. Obligations to pay fees are non -cancelable, and payments are non-refundable. 7.1.2. Annual Software Maintenance Price Adjustment. OpenGov shall increase the fees for the Software Services during any Renewal Term by 5% each year of the Renewal OpenGov Master Services Agreement RFx Revised June 1, 2023 Term. 7.1.3. Travel Expenses. OpenGov will invoice Customer for travel expenses provided in the SOW as they are incurred. Customer shall pay all such valid invoices within 30 days of receipt of invoice. Each invoice shall include receipts for the travel expenses listed on the invoice. 7.1.4. Customer Delays; On Hold Fee. 7.1.4.1. On Hold. Excluding delays caused by a force majeure event as described in Section 10.5, if OpenGov determines that Customer's personnel or contractors are not completing Customer's responsibilities described in the applicable SOW timely or accurately, OpenGov may place the Professional Services on hold. If OpenGov places a Customer on hold, OpenGov will ensure that Customer is made aware of its obligations necessary for OpenGov to continue performing the Professional Services. Upon placing a customer on hold, OpenGov may, without penalty, suspend Professional Services to the Customer and reallocate resources until the Customer has fulfilled its obligations. OpenGov shall bear no liability or otherwise be responsible for delays in the provision of the Professional Services occasioned by Customer's failure to complete Customer's responsibilities. 7.1.4.2. On Hold Notice; On Hold Fee. OpenGov may also issue an "On Hold Notice' specifying that the Customer will be invoiced for lost time in production (e.g., delayed or lost revenue resulting from rescheduling work on other projects, delay in receiving milestone payments from Customer, equipment, hosting providers and human resources idle) for a fee equal to 10% of the first year's fee for Software Services. OpenGov may remove the on hold status and may rescind the fee in its discretion upon Customer's fulfillment of its obligations set out in the On Hold Notice. And OpenGov may extend the timeline to complete certain Professional Services depending on the availability of qualified team resources (OpenGov cannot guarantee that these team resources will be the same as those who were working on the project prior to it being placed On Hold). 7.2. Consequences of Non -Payment. If Customer fails to make any payments required under any Order Form or SOW, then in addition to any other rights OpenGov may have under this Agreement or applicable law, (a) Customer will owe late interest penalty of 1.5% of the outstanding balance per month, or the maximum rate permitted by law, whichever is lower and (b) If Customer's account remains delinquent (with respect to payment of a valid invoice)for 30 days after receipt of a delinquency notice from OpenGov, which may be provided via email to Customer's designated billing contact, OpenGov may temporarily suspend Customer's access to the Software Service for up to 90 days to pursue good faith negotiations before pursuing termination in accordance with Section 6.3. Customer will continue to incur and owe all applicable fees irrespective of any such Service suspension based on such Customer delinquency. 7.3. Taxes. All fees under this Agreement are exclusive of any applicable sales, value-added, use or other taxes ("Sales Taxes'). Customer is solely responsible for any and all Sales OpenGov Master Services Agreement RFx Revised June 1, 2023 Taxes, not including taxes based solely on OpenGov's net income. If any Sales Taxes related to the fees under this Agreement are found at any time to be payable, the amount may be billed by OpenGov to, and shall be paid by, Customer. If Customer fails to pay any Sales Taxes, then Customer will be liable for any related penalties or interest, and will indemnify OpenGov for any liability or expense incurred in connection with such Sales Taxes. In the event Customer or the transactions contemplated by the Agreement are exempt from Sales Taxes, Customer agrees to provide OpenGov, as evidence of such tax exempt status, proper exemption certificates or other documentation acceptable to OpenGov. 8. Representations and Warranties; Disclaimer 8.1. By OpenGov. 8.1.1. General Warranty. OpenGov represents and warrants that it has all right and authority necessary to enter into and perform this Agreement. 8.1.2. Professional Services Warranty. OpenGov further represents and warrants that the Professional Services, if any, will be performed in a professional and workmanlike manner in accordance with the related SOW and generally prevailing industry standards. For any breach of the Professional Services warranty, Customer's exclusive remedy and OpenGov's entire liability will be the re -performance of the applicable services. If OpenGov is unable to re -perform such work as warranted, Customer will be entitled to recover all fees paid to OpenGov for the deficient work. Customer must give written notice of any claim under this warranty to OpenGov within 90 days of performance of such work to receive such warranty remedies. 8.1.3. Software Services Warranty. OpenGov further represents and warrants that for a period of 90 days after the Effective Date, the Software Services will perform in all material respects in accordance with the Documentation. The foregoing warranty does not apply to any Software Services that have been used in a manner other than as set forth in the Documentation and authorized under this Agreement. OpenGov does not warrant that the Software Services will be uninterrupted or error -free. Customer must give written notice of any claim under this warranty to OpenGov during the Term. OpenGov's entire liability for any breach of the foregoing warranty is to repair or replace any nonconforming Software Services so that the affected portion of the Software Services operates as warranted or, if OpenGov is unable to do so, terminate the license for such Software Services and refund the pre -paid, unused portion of the fee for such Software Services. 8.2. By Customer. Customer represents and warrants that (a) it has all right and authority necessary to enter into and perform this Agreement; and (b) OpenGov's use of the Customer Data pursuant to this Agreement will not infringe, violate or misappropriate the Intellectual Property Rights of any third party. 8.3. Disclaimer. OPENGOV DOES NOT WARRANT THAT THE SOFTWARE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE OpenGov Master Services Agreement RFx Revised June 1, 2023 RESULTS THAT MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES. EXCEPT AS SET FORTH IN THIS SECTION 8, THE SOFTWARE SERVICES ARE PROVIDED "AS IS" AND OPENGOV DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT. 9. Limitation of Liability 9.1. By Type. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES, REPRESENTATIVES, CONTRACTORS OR EMPLOYEES, SHALL BE RESPONSIBLE OR LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS AGREEMENT UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER THEORY: (A) FOR ERROR OR INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OF DATA OR COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B) FOR ANY INDIRECT, EXEMPLARY, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES; OR (C) FOR ANY MATTER BEYOND A PARTY'S REASONABLE CONTROL, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE. 9.2. By Amount. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE, CUMULATIVE LIABILITY FOR ANY CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS AGREEMENT EXCEED THE FEES PAID BY CUSTOMER TO OPENGOV FOR THE SOFTWARE SERVICES UNDER THIS AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY. 9.3. Limitation of Liability Exclusions. The limitations of liability set forth in Sections 9.1 and 9.2 above do not apply to, and each party accepts liability to the other for: (a) claims based on either party's intentional breach of its obligations set forth in Section 5 (Confidentiality), (b)claims arising out of fraud or willful misconduct by either party and (c) either party's infringement of the other party's Intellectual Property Rights. 9.4. No Limitation of Liability by Law. Because some jurisdictions do not allow liability or damages to be limited to the extent set forth above, some of the above limitations may not apply to Customer. 10. Miscellaneous 10.1. Logo Use. OpenGov shall have the right to use and display Customer's logos and trade names for marketing and promotional purposes in OpenGov's website and marketing materials, subject to Customer's trademark usage guidelines provided to OpenGov. 10.2. Notice. Ordinary day-to-day operational communications may be conducted by email, live chat or telephone. However, for notices, including legal notices, required by the Agreement (in sections where the word "notice" appears)the parties must communicate more formally in a writing sent via USPS certified mail and via email. OpenGov's addresses for notice are: OpenGov, Inc., 6525 Crown Blvd #41340, San Jose, CA 95160, and legal@opengov.com. 10.3. Anti -corruption. Neither OpenGov nor any of its employees or agents has offered or provided any illegal or improper payment, gift, or transfer of value in connection with this GpenGov Master Services Agreement RFx Revised June 1, 2023 Agreement. The parties will promptly notify each other if they become aware of any violation of any applicable anti -corruption laws in connection with this Agreement. 10.4. Injunctive Relief. The parties acknowledge that any breach of the confidentiality provisions or the unauthorized use of a party's intellectual property may result in serious and irreparable injury to the aggrieved party for which damages may not adequately compensate the aggrieved party. The parties agree, therefore, that, in addition to any other remedy that the aggrieved party may have, it shall be entitled to seek equitable injunctive relief without being required to post a bond or other surety or to prove either actual damages or that damages would be an inadequate remedy. 10.5. Force Majeure. Neither party shall be held responsible or liable for any losses arising out of any delay or failure in performance of any part of this Agreement, other than payment obligations, due to any act of god, act of governmental authority, or due to war, riot, labor difficulty, failure of performance by any third -party service, utilities, or equipment provider, or any other cause beyond the reasonable control of the party delayed or prevented from performing. 10.6. Severability; Waiver. If any provision of this Agreement is found to be unenforceable or invalid, that provision will be limited or eliminated to the minimum extent necessary so that this Agreement will otherwise remain in full force and effect and enforceable. Any express waiver or failure to exercise promptly any right under this Agreement will not create a continuing waiver or any expectation of non -enforcement. 10.7. Survival. The following sections of this Agreement shall survive termination: Section 5. (Confidentiality), Section 7(Payment of Fees), Section 4.4 (Deletion of Customer Data), Section 8.3 (Warranty Disclaimer), Section 9(Limitation of Liability)and Section 10 (Miscellaneous). 10.8. Assignment. There are no third -party beneficiaries to this Agreement. Except as set forth in this Section 10.8, neither party may assign, delegate, or otherwise transfer this Agreement or any of its rights or obligations to a third party without the other party's written consent, which consent may not be unreasonably withheld, conditioned, or delayed. Either party may assign, without such consent but upon written notice, its rights and obligations under this Agreement to its corporate affiliate or to any entity that acquires all or substantially all of its capital stock or its assets related to this Agreement, through purchase, merger, consolidation, or otherwise. Any other attempted assignment shall be void. This Agreement will benefit and bind permitted assigns and successors. 10.9. Independent Contractors. This Agreement does not create an agency, partnership, joint venture, or employment relationship, and neither party has any authority to bind the other. 10.10. Governing Law and Jurisdiction. This Agreement will be governed by the laws of the Customer's jurisdiction, without regard to conflict of laws principles. The parties submit to personal jurisdiction and venue in the courts of the Customer's jurisdiction. 10.11. Complete Agreement. Open Gov has made no other promises or representations to 8 OpenOov Master Services Agreement RFx Revised June 1, 2023 Customer other than those contained in this Agreement. Any modification to this Agreement must be in writing and signed by an authorized representative of each party. Signatures Customer: Signature: Name: OpenGov, Inc. Signature: Name: Title: Title: Date: Date: OpenGov Master Services Agreement RFx Revised June 1, 2023 ACCW?oa CERTIFICATE OF LIABILITY INSURANCE DATE(MMIDDYVYY CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, 2/22/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Woodruff -Sawyer $t Co. PHONE FAX 50 California Street, Floor 12 - 844-972-6326 ac Nq: ADDRESS: San Francisco CA 94111 INSURERS AFFORDING COVERAGE NAIC# INSURER A: North American Capacity Insurance Company 25038 INSURED OPENINC-02 INSURER B: Continental Insurance Company 35289 PO Box 4134 PO Box 41340 INSURER C; American Casual Company of Reading20427 INSURER D: Federal Insurance Company 20281 San Jose, CA 95160 INSURER E: Valley Fore Insurance Company 20508 INSURER F: Continental Casualty Company 20443 COVERAGES CERTIFICATE NUMBER: 147122757 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INBR LTR TYPE OF INSURANCE ADDL SUER POLICY NUMBER MM/DDYEFF /YYYY MiLICY EXP Will LIMITS E X COMMERCIALGENERAL LIABILITY 6079220146 2/15/2023 2/15/2024 EACH OCCURRENCE $1,000,000 CLAIMS -MADE 1K OCCUR DAMAGE PREMISES Ea occu ante $ 1,000,000 MED EXP (Any one Person) $ 15,000 PERSONAL B ADV INJURY $1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 RO- %( POLICY 0 JECTT I LOC PRODUCTS-COMPIOP AGS $2,000,000 $ OTHER F 6079220132 2/1512023 2/15/2024 $1000,000 BODILY INJURY (Per person) $ ANY AUTO PONOBILELIABILITY OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Pddt$ PROPERTY DAMAGE $ Per accident HIRED X NON -OWNED AUTOS ONLY AUTOS ONLY S B X UMBRELLALIAB X OCCUR 6079220180 2/15/2023 2/15/2024 EACH OCCURRENCE $5,000,000 AGGREGATE $5,000,000 EXCESS LIAB CLAIMS -MADE DEO X I RETENTION$ $ C C WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN 6079220177 6079220163 2/15/2023 2/15/2023 2/15/2024 2/15/2024 X PER STATUTE ER EL EACH ACCIDENT $1,000,000 ANVPROPRIETOR/PARTNERIEXECUTIVE OFFICER/MEMBER EXCLUDED) ❑ N/A (Msmbi ory In NH) E.L. DISEASE- EA EMPLOYEE $1,000,000 It yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $1,000,000 A Tech Errors& Omissions/Cyber C4LPE04G432CYBER2022 2/15/2023 2/15/2024 Per Claim/Aggregate $3,000,000 D Crime Crime 82477866 2/15/2023 2/15/2024 Employee Theft $100,000 Client Coverage $1,000,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. For Proof of Coverage Purposes Only AUTHORIZED REPRESENTATIVE ©1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Attachment E RedMark Technologies LLC., Proposal RedMark Technologies Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA City of Rosemead, California Attn: Annie Lao/Ericka Hernandez 8838 E. Valley Boulevard Rosemead, California 91770 Re: Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Dear City of Rosemead, RedMark Technologies LLC. Is proud to present this proposal to the City of Rosemead for a Permit and Land Use Management System. For over 18 years, we have been implementing software solutions for government agencies both large and small and we are pleased to present the following information. This proposal will contain details regarding: • The Accela Civic Platform Solution • Implementation of Software and related services • RedMark Industry experience • Project and implementation approach This response was created according to the specifications made available by the City on February 20th, 2024 and specifies how RedMark, with our extensive experience in Government Technology and Consulting, will be able to meet the City's requirements on the implementation of the new software system. Together with City staff, we believe an effective and efficient implementation of the Civic Platform is possible through a combined and concerted effort of experienced RedMark Implementation Specialists and the City's designated representatives. The following page(s) will contain the Table of Contents separating the information as requested in the RFP. Please use the information below as the main point of contact: Ryan Chavez, Business Development Manager 2385 NW Executive Center Dr. Suite 100 Boca Raton, FL 33431 Office: 561-210-5141 Email: rchavezaa redmarktech.com This response is valid for one hundred eighty (180) days from the above date and RedMark is fully committed and available to complete the contracted work herein. Regards, Ryan Chavez, Business Development Manager RedMark Technologies, LLC. Page 2 of 41 RFP Response to Professional Consulting Services to the City of GO/' R e d M a r k Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Table of Contents Section 1 - Approach and Scope of Work.......................................................................... 4 ProposedSoftware Solution............................................................................................... 4 AccelaCivic Platform......................................................................................................... 4 Implementation Methodology.........................................................................................26 Data Conversion Methodology........................................................................................30 TrainingMethodology........................................................................................................31 SupportServices................................................................................................................32 Section 2 - Project Team, Key Personnel, and Resumes................................................36 Companydetails................................................................................................................36 Section 3 - Company Qualifications.................................................................................38 Section4 - References.........................................................................................................39 Section 5 - Standard City Contract and Insurance Requirements .............................40 Section 6 - Addenda Acknowledgement.........................................................................40 Section7 - Cost Proposal....................................................................................................41 (The remainder of this page is intentionally left blank) RedMark Technologies, U.C. Page 3 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA Proposed Software Solution RedMark The City of Rosemead is in a unique position to determine the path for future growth for both the City employees and official without whom no civic process would be possible, and the public customers who create growth and expansion of the City and the community. While many solutions are available to the City, RedMark Technologies is proposing the use of the Accela Civic Platform through a deliverable -based project implemented in a single phase over a 12-14 month period. RedMark has a long history of implementing higher levels of efficiency in government processes, relying on many years of experience in process development and re-engineering, as well as implementation in over 50 agencies nationwide, allowing our team to make suggestions and demonstrate how the same business process is addressed in different agencies. RedMork's Project Manager will work with the City to identify and document standards for each project deliverable during Project Initiation. Our Project Manager will also access numerous past projects to identify any implemented quality standards with potential applicability to the Project. Having implemented Accela projects throughout the US across agencies both large and small, RedMark has a proven track record and approach for success in similar projects. The Accela Civic Platform is uniquely capable of providing for the permitting and land use needs for the City by providing a modern and fully integrated online system for use by the City. Accela Civic Platform The Accela Civic Platform is the powerful foundation for the MAccela Civic Applications, and other solutions to help governments improve citizen services and fulfill the needs of growing communities. The Accela Civic Platform includes all shared technologies and functionality within a SaaS environment to meet the varying needs of government agencies, from large states to small departments. It includes everything a City needs to make it easier for citizens to open and run a business, apply for permits, and schedule inspections. And the platform provides agencies with the flexibility and scalability to enable innovation over time -without the need to invest in new and innovative technology. RedMark Technologies, LLC. Page 4 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Exhibit: Accela offers pre -built solutions and frameworks RESIDENT & 9l1SFJFS%USEFS ACCELA CIVIC APPLICATIONS _. a vepsamaxs ® 0 © AUela vtaen Aecess AGENCY BACK-OFFICE USERS _ ® Q ® • -+� _^� tZma m,Vm..ms arts and Inn,e — • _ AGENCY FIELD USERS z M1J z' PLATFORMACCELA CIVIC • Secun,y • Data Anapacs 8 • SaaS OVIC • N.e - m E.ansmns and Reporting GIS and Mapp,ng ryMUS In[egn4ons (API) • Linc platform • C.nnphan¢, antl flgMRi Admmishation Compben¢ Kcela Mobile Workflow Engine Automate simple to very complex processes involving O multiple departments and numerous process components. Accela's workflow, (::j,nj D engine assigns tasks for users, manages SLAs, routes approvals and steps, and ensures all processes stay on track. Data Management The platform with Accela's SaaS environment includes J� robust data management, providing the right information, to the right user, at le LW the right time for any of Accela's civic solutions. GIS visualization Improve decision-making and streamline process with the ability to include geographic data visualization for your permit, inspection and license processing. This is done with integrated map services and layers for both internal and field personnel. An enhanced search functionality helps workers view and manage the data associated across multiple parcels. Mobile Interfaces A full suite of robust mobile interfaces come included with all civic solutions. This means your inspectors, code enforcement officers, work Lj' crews, and other mobile users can have access to the data and forms they need, when they need it in the field, and on their preferred device, including PC, tablet, or phone. It also provides optimized scheduling and routing with GIS, and they can capture field data and submit it back to the office in real-time, without extra trips. Citizen Access With Accela's SaaS platform, citizens can process permits and licenses, submit applications and documents, track status, and schedule 41 inspections via a branded and highly secure citizen portal, saving them significant time and effort. This means no more trips to City offices to wait in lines or make phone calls. Now citizens can engage with their governments as RedMark Technologies, LLC. Page 5 of 41 RFP Response to Professional Consulting Services to the City of 4 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA they do with their favorite consumer websites, 24x7, and using their favorite device. Electronic Document Review (EDR) This comprehensive project review and management system for plans, architectural drawings, licenses, and other Q " digital documents saves time and effort when processing unstructured information. It is a complete end-to-end solution that keeps track of critical information and assures adherence to City policies and codes. Communications Management In addition to the integrated citizen portals - and internal notifications, Accela's civic solutions also provide automated ucommunications for email communications, alerts, and announcements, for citizens and employees, through integration with Microsoft outlook. Reports and Analytics Within the Civic Platform, Accela provides a robust reporting environment with both standardized and ad-hoc reporting. This J gives City managers complete visibility into process data, to discover possible backlogs or bottlenecks, and inform process enhancements to increase department productivity and customer satisfaction. System Extensibility The ability to extend your civic solutions and integrate o with other applications, both in the cloud and on -premises is provided by Accela's robust API management system and pre -built connectors. We have experience deploying with a broad array of enterprise applications, which ensures you can continue to leverage your existing IT investments. Land Management Solutions Specific solutions include: Business Licensing - Accela Business Licensing is a business - friendly, cloud -based solution that simplifies the review, inspection, and renewal process for business licenses. Clear application workflows and mobile access make fans of business owners and agency staff alike. With automated workflows, simultaneous agency review and clear approval pathways, Accela Business Licensing cuts the time required to process new or renewal license applications. Some customers report up to a 50 percent reduction in time from application filing to license issue. Building - Government agencies are often viewed as bottlenecks when it comes to permitting. Delivering quick turnarounds for 0 Ell applications, plan reviews and approvals, and building inspections can get out of hand quickly with paper-based or semi -automated processes that require in-person visits to the office. What would it be like to be able to foster community MEN development, instead of hindering it? Fortunately, now there's a Red Mark Technologies, LLC. Page 6 of 41 RFP Response to Professional Consulting Services to the City of 0 RedM@rk Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA way. The Accela Civic Application for Building is a pre -built solution designed to cut turnaround times with digital permitting processes. You can automate the tracking and management of permit applications from intake to project completion and deliver total visibility throughout the process for City staff and builders alike. Planning - Things like zoning, site plan reviews and issuing land use entitlements can be time consuming with paper-based or semi - automated processes and workarounds. Fortunately, Accela's Civic Application for Planning fast -tracks community development by automating and moving these processes into a digital environment. The solution's online portal makes it simple for citizens to submit proposals, check for status updates and pay outstanding fees. Plus, planners can easily manage high volumes of information and route documents for review and approval by the right people at the right time. This ensures a quick turnaround for developers and project owners. V* Reporting and Analytics _f3t� Workflow Automation O% Citizen Access Portal GIS Integration Cloud Services Disaster Recovery Optimize Development Zoning Capabilities Permit and License Management © Project Tracking f�1 Code Compliance ��LLJJLL & Enforcement Disaster recovery is an integral part of maintaining business continuity should a catastrophic outage occur. Accela is committed to giving cloud customers access to their respective data and sites in a timely fashion should such an unlikely outage occur. Accela maintains a third - party audited Business Continuity (BR) and Disaster Recovery (DR) policy which is certified as documented and tested at least annually as part of SOC 2 certification. RedMark Technologies, LLC. Page 7 of 41 RFP Response to Professional Consulting Services to the City of 0RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA The SaaS production database is replicated locally and mirrored to a geographically distinct failover site. Great care, planning, and expense has been taken to ensure that no single points of failure occur within the cloud environment itself. All network and 1/0 paths are redundant, and all services are available via load -balanced environments. Accela employs virtualization that allows for dynamic migration of any failed virtual guests to another live host the moment an outage is detected. This ensures continuity of business services should a single server go offline. A two -node database cluster provides high availability for the key production databases. This cluster allows for both dynamic and manual relocation of key services insomuch that the associated web and business services can always connect to a live node. Database backups follow a standard weekly full/nightly incremental schedule. Accela SaaS offers a committed 1 -hour Recovery Point Objective (RPO) and 4 -hour Recovery Time Objective (RTO). In any scenario involving data loss, multiple opportunities are available to recover the data. If a site -wide outage occurs that is projected to be sustained and lasting but the data itself within the datacenter is retrievable, Accela employees will transfer any outstanding archive logs to the standby site and activate the standby site as the primary cloud facility. External DNS entries will then be updated to reflect the failover site. Data Storage The data storage limit for each Accela customer hosted in the cloud is Z50OGB (2.5TB). This is renewable annually and a data usage report is available quarterly. This service includes: • Transactions of data and file storage. • Backups, file versioning, reliability, redundancy, and replication. This includes Production, Non -Production environments, and disaster recovery. • Data retrieval based on Accela Service Level Agreements. • Security and scalability for expected performance for transaction/querying for a larger amount of data. Staff resources to monitor and support all of the above History and log data will be available to customers in real-time for up to two years in production and one year in non -production, unless otherwise specified. After two years, the history data will be archived and retained for up to seven years. This data will be provided to the customer upon request. Microsoft Azure Accela has partnered with Microsoft to utilize the Azure wN Microsoft infrastructure for our SaaS deployment. We have optimized �■ Azure our software, both the platform and Civic Applications for this RedMark Technologies, LLC. Page 8 of 41 RFP Response to Professional Consulting Services to the City of O RedMa(k Rosemead for a Permit and Land Use Management System TECMNOLOBIES Rosemead, CA environment. Accela's clusters in Azure ensure our customers get the performance, reliability, and scalability they need, for large and small implementations and highest peak loads. With the Accela Civic Platform hosted on Microsoft Azure, customers extend the value of the Accela platform with: ► Data Security — Azure is a highly secure platform that meets stringent national and international standards for data storage and transmission. Azure employs active threat monitoring using advanced machine learning and application -based intelligence to identify and defend against a host of online threats, keeping your data protected and secure. ► Reliability — Azure consistently achieves greater than 99.9 percent uptime availability, ensuring applications and data are available around the clock to meet agency and citizen needs. ► Backup and Redundancy — Cloud hosting offers superior data backup and redundancy protection compared to self -hosted environments. Data in the cloud can quickly be replicated across geographically disparate locations to maintain accessibility in a localized outage. ► Reduced Overhead — Cloud hosting removes the maintenance burden of hardware, operating system, and software updates. Additionally, system performance may be enhanced through automatic capacity adjustments, making applications run smoother. ► Analytics — Get answers quickly with rich dashboards and advanced analytics tools available in Power BI, a sophisticated data analytics platform to monitor performance, analyze data, and share insights. ► Additional Capabilities — Azure is an ever-expanding set of cloud services, and the Accela Civic Platform takes advantage of these services to unlock new and emerging technologies. The Azure foundation delivers trusted cloud services today, while delivering new innovations that allow Accela to evolve to meet your needs for tomorrow. Accela Citizen Access (Public Portal) Elevating citizen service delivery through a self-service web portal, Citizen Access extends government services to the public 24 -hours from the convenience of their home office or iobsite on any device they prefer. This allows agencies to engage and connect with the public in the way the public expects and needs. It provides all services online, including initial application, fee calculations, renewals, and real-time status updates, to reduce the need for citizens to call or travel into offices and wait in queues to submit paperwork or check progress. RedMark Technologies, LLC. Page 9 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA RedMark TECHNOLOGIES 1. .. .1 [Y., P,t.rv1..1 1-11. o I'll1 1-1 zl- kc nunl Mny9emant Lo l BWWR P WN Lloansas Gn, bis Rmul Hp Ing Enlo,umem more DMWN MYRecwGs Ift co nt ,aw�tcslsu.cn Heb, Dwayne Patterson 5 SarviuRpuml-Gompl•ta-FIRM Rerdrm ant Ltapq ovi9tmu 5 X�rWrsRpuot-In Progress yeO,y lIpYUC OLW3019 1 �uiWin9-PWn R•Mew �,a a9pae ozrzmzoi9 A1 n-�— BW Ing - Ready W Issue lap Vb]aW Oina/3019 RtadZ6me RcuN10 neNe Oapm Opv Rpen ReaWam �� 39TnP-OOO H19 4wna 3/ZR/30I9 Z3.00:00Nr v - rv. w�[ ., LttrWK011CYKn HV Pan -Map Z9TMP-OOOivl %amly yi/3019Y00'OO M3 gew�wOpwaian 19TMV-COOta6 GWn9p LU]019 Y:O9SOM3 4aim,.3apYri»n RmeriO�w Nepnnr bnRe�r Z9TMP-OOOZ3J Umba L3V30191I.OD:00 /JI geume ACPY[asw. to qnnaW BipWv Z9TMP OOOZ30 CamWa NZR/3019I3:OP.COM1 gwame.3RpKavon qnv i Canryd3 Bus�zal Z9TMP-Op0Z09 C.amaGa Z/33/Z01913.00:00 AM 9 •.o aaP'x Snmtwm genal Z9TMP-000199 RmYUbulip LMROI9I3:W0041 4es,me bPauam bouuu 19TMP000le9 UmMI 3/1{/SOZ93i:00.00 R33 Peu-e laeuu:o-+ ggmn�onewM 4p.ers: Comrciw t9T nP-p003n laawea 3A,Z01933:OO:o0 N.1 3une.y[v:rro+ 4wnavgMrv.'p aw�mB�pnep Ravae'al Z9TMP-000150 lcaen 3/6ROi913:00:00 Y1 a tea.+.. cc+_e v. Exhibit: Citizen Access Dashboard Providing quick turnarounds for applications, proposals, plan reviews, approvals and building inspections can help foster economic growth and development within a community. However, government is often viewed as a bottleneck in planning and permitting. Paper- based processes and 1st -gen technology drain agencies of valuable time and resources. Fortunately, Accela's Community Development solutions include tools to cut planning and building process by at least 50%. These solutions address critical government challenges. • Improved Developer Productivity — Getting permits faster means project owners accomplish more while saving time and money in the process. They can schedule jobs more effectively and do a better job keeping projects on schedule and on budget. • Increased Transparency - Accelo Community Development solutions provide total visibility throughout planning and permitting processes for agency staff and project owners alike. Those requesting services can easily see status updates and office staff RedMork Technologies, LLC. Page 10 of 41 RFP Response to Professional Consulting Services to the City of � RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA can quickly identify where a request is to ensure they move through the process quickly and efficiently. • Improved Citizen Satisfaction — Accela Building and Planning makes it easier for developers and builders to do business with the government, which improves customer satisfaction. The public appreciates the convenience of 24/7 access. With the Accela online portal, applicants can initiate an application, check the status of an existing application, renew a license, make a service request or upload supplementary documentation during the review process. Greater Economic Growth — Accela Building and Planning reduces much of the manual and labor-intensive work of enforcing and regulating local codes and ordinances. The solutions speed processing times for faster development of growing communities. Applicants can startsave and return cancel or print their applications at any time using Citizen Access. The agency can designate what information is required for each license type - addresses, associated contacts to the application, education, work history, exam information, or any other data specific to the license type. Documents can be uploaded throughout the application process to support the application. This promotes a "paperless" office and electronic flow of information for the approving agency. Citizen Access is available in English (U.S. and Australian), Spanish, French, Arabic, Chinese, Portuguese, and Vietnamese language packs. Additionally, we developed the solution so that all financial transactions are PCI DSS compliant. Furthermore, our solution is Section 508c and WCAG 2.0 compliant. VPAT/Conformance guide can be provided by request. Citizen Access is mobile responsive and can be used on any device of their choice. Citizen Access allows unlimited public users. Agencies decide what roles are applicable to turn on, from Read Only, Anonymous, to Registered User types all have unlimited access to an agency's portal and to the data the agency defines for each role. Among the many citizen privileges available external users can take advantage of the following capabilities: ► Online Application and Renewal -Individuals or businesses can apply for a license, submit required documents, pay fees, or schedule inspections online. ► Online License Amendment -An active license holder may initiate and track updates to their license information on-line, including name, address, and insurance information changes. ► Application Status Review - Applicants can search for any current or pending licenses and to determine the status of any submitted license, complaint or other case type 24/7, eliminating calls to the office; solution automatically e-mails applicants of deficiencies or failures so that action can be taken. RedMark Technologies, LLC. Page 11 of 41 RFP Response to Professional Consulting Services to the City of 0 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA ► Conditional Documentation Request. - Agencies can require documentation conditionally during the application process based on the application type or response. No, License Verification - Citizens have access to an online lookup tool to verify a business holds an active license. ► Complaint Submittal - Concerned citizens can file an online complaint for nuisance or potential illegal activity like underage sales, working without a license, or other concerns. ► Public search - allows search and selection public license data from a list that can be downloaded as a CSV, Excel, or PDF file. ► System Notifications - Pre -defined email notifications can be sent to an applicant (and other recipients) to communicate missing information, application status, and other critical updates. ► GIS Queries with Map Viewer - Agency staff use maps for route optimization, proximity alerts, or to visually view the number of licenses within a defined area. Citizens can use online maps to search for licensed establishments. ► Search for Public Documents for Geographic Location - allows the public to search via a map for a location and view all public documents associated to the license or case. ► Collections - allows designees to track licenses and their status, fee owed, etc. - such as hospitals with oversight of physicians, nurses, etc. or real agency companies keeping track of real agency salespersons under their management. ► Provider Searches - finds approved providers for continuing education or education requirement fulfillment. ► Continuing Education submittal - requirements for continuing education throughout the year for any license requirement. ► Inspection Request - entities and businesses can request required inspections for license and permits using calendars. ► Reports & Public Records requests- provides online reports, documentation, written instructions, agendas, etc. for registered users. ► Online Payments 6 Shopping Cart - allows users to pay for 1 or many licenses and permits with a single payment by placing in a "Shopping Cart". Payment methods accepted: credit card, e -check, bank account and **trust account. Full or *Partial payments or deferred payments are allowed based on the agencies rules. *Paying partial fees allows multiple citizens the ability to make online payments to a single invoice by choosing which fee items to pay. This also allows a citizen to pay some fees of an invoice immediately to avoid fines if s/he cannot physically go to the agency or mail a physical check. **An individual or business may establish a financial account with the Agency where they can debit funds for use when applying for licenses/permits applications, inspection, etc. The individual or business may periodically add funds to this account. RedMork Technologies, LLC. Page 12 of 41 RFP Response to Professional Consulting Services to the City of � RerJMafk Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA The proposed solution provides a wide array of notification mechanisms for alerting users to any actionable tasks requiring their attention including workflow tasks, activities, meetings, hearings and inspections. Notification mediums include internal alerts (i.e., an Accela inbox), emails, SMS, dashboards and reports. It can also factor in the escalation processes between field staff and management as defined by the City. Accela Civic Platform can track development through generated records and it maintains parcel genealogy. Accela provides a Genealogy Summary that shows parent and child parcels related to the current selected parcel. From there the user can drill into any related parcel to see its parent/child relationship and so on; allowing users to "walk the chain" of parcel genealogy where applicable. This applies to subdivisions, consolidations, and historical data. Workflow Designer Accela's Workflow Designer allows for the design, creation, and maintenance of the City business rules. These rules are applied to one or many business process transactions and the system enforces these rules as an end user updates information within the system. The workflow administration tools provide drag and drop administration of the transactional business processes. BAccela d•^�- . ••�� 0 - ,9(C.A(w'aa}e..p .... 5.5•.J��S.r :•�'�•.!.l..a' ... C Wodd Ow TYV Omb.. rnm Oi yy,y a ur�wYF+ r� Exhibit: Clean lines color -coded and Icon -based status indicators, and an HTML5 responsive design allows your agency to quickly move applications through the unique business processes to take them from intake to approval. This tool provides an intuitive visual environment to both design and maintain the business rules associated with workflows. Sequential and parallel tasks and their associated statuses RedMark Technologies, LLC. Page 13 of 41 RFP Response to Professional Consulting Services to the City of 0RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA are easily added. Built-in logic checking prevents the development of workflows with faulty logic that might prevent a user from successfully completing a workflow. Ad-hoc modification of workflows, made available on a case-by-case basis to users granted such rights (i.e., adding an additional review or reassigning a workflow task), is a key supported feature offering additional flexibility for workflow usage. Modifications to the base workflow template in the formal Workflow Designer requires no programming. Workflows may also be cloned and then modified to support similar, yet unique business processes. Scripting Civic Platform scripting offers an extensive amount of customization opportunities across the Civic Platform user interface, workflows, and processes. Through scripting, the City's can create special rules in the Accela system to facilitate a number of custom rules to allow for a varietyof functions, including the automation of notifications. The Civic Platform scripting architecture consists of the following components: • Custom scripts and custom functions that interact with the master scripts and EMSE API to implement custom business logic • JavaScript scripting framework which allows script developers to use standard JavaScript syntax, code repository, testing and deployment tools • Standard Choice script controls which comprise a legacy mechanism for customizing the master scripts. Accela recommends the use of the JavaScript framework instead of the Standard choice script controls. • Master Scripts provide an environment in which the JavaScript or Standard Choice scripts execute. Civic Platform provides master scripts for most common events. • Event Manager Scripting Engine (EMSE) and EMSE API are at the heart of the Civic Platform scripting platform that provide the scripting interface with Civic Platform objects. Civic Platform stores the master script files, written in JavaScript, in the Civic Platform database. Civic Platform uses the Rhino open -source JavaScript engine to convert scripts into Java classes that Civic Platform executes through the EMSE API. • Expression Builder interface for scripting form -based interactions (auto -populating data fields based on user -selected values, for example) that occur before you trigger an event activity. Red Mark Technologies, LLC. Page 14 of 41 RFP Response to Professional Consulting Services to the City of � RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Calendar and Scheduling Accela's solutions provide ample functionality for scheduling and calendaring of meetings and hearings, and automating, receiving and scheduling inspection and other assignments. Calendars are available to view in daily, monthly and weekly views. The Calendar feature allows users to reserve and make reservations in preconfigured times. Administrators control the master block-out calendar. Calendars can be configured for different event types. Administrators can set up Hearing schedules and allocate the resources for a hearing, such as the hearing body and location. After scheduling a hearing, users can add an application to the agenda of a scheduled hearing. There may be multiple hearings available. If users want to print the scheduled hearing information for an application, a Hearings standard report is available. It provides hearing date, time, location, and reason. This report can be filtered to print in a calendar or list format within the date range specified. Accela's solutions provide a variety of scheduling options for inspections accommodating all types of users. For example, the City may want to set up automatic inspection scheduling based on the next available inspector and date. If the City wants customers to schedule or reschedule their own inspections online, then administrators must configure the inspections calendar for Citizen Access. If the City implements Citizen Access inspection scheduling, then the City can manage when public users can schedule any inspection for a given day based on pre -defined inspection scheduling parameters. The City can also limit public user inspection scheduling with configurations to only allow requests to schedule an inspection or limit which inspection types they can reschedule or cancel. Reporting and Analytics Accela understands reporting can be one of the most difficult, time consuming functions - while critical and necessary for measuring, scheduling, and determining business decisions. For this reason, Accela prides itself on bringing you modern, intuitive tools to make sense of your data and empower stakeholders to make more informed, timely, strategic business RedMark Technologies, LLC. Page 15 of 41 MArmla - 0- C C Nnau; C u•�u Man Mo ww ,m •M 1 Secy u.r•,�a —r4Y. aPb, - u.s •T AY••Y C IbI1� ® n v v • r • n Calendars are available to view in daily, monthly and weekly views. The Calendar feature allows users to reserve and make reservations in preconfigured times. Administrators control the master block-out calendar. Calendars can be configured for different event types. Administrators can set up Hearing schedules and allocate the resources for a hearing, such as the hearing body and location. After scheduling a hearing, users can add an application to the agenda of a scheduled hearing. There may be multiple hearings available. If users want to print the scheduled hearing information for an application, a Hearings standard report is available. It provides hearing date, time, location, and reason. This report can be filtered to print in a calendar or list format within the date range specified. Accela's solutions provide a variety of scheduling options for inspections accommodating all types of users. For example, the City may want to set up automatic inspection scheduling based on the next available inspector and date. If the City wants customers to schedule or reschedule their own inspections online, then administrators must configure the inspections calendar for Citizen Access. If the City implements Citizen Access inspection scheduling, then the City can manage when public users can schedule any inspection for a given day based on pre -defined inspection scheduling parameters. The City can also limit public user inspection scheduling with configurations to only allow requests to schedule an inspection or limit which inspection types they can reschedule or cancel. Reporting and Analytics Accela understands reporting can be one of the most difficult, time consuming functions - while critical and necessary for measuring, scheduling, and determining business decisions. For this reason, Accela prides itself on bringing you modern, intuitive tools to make sense of your data and empower stakeholders to make more informed, timely, strategic business RedMark Technologies, LLC. Page 15 of 41 RFP Response to Professional Consulting Services to the City of 0 RedMa(k Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA decisions. Accela's solutions include 100+ standard out of the box reports. The reports are created in a fashion that is dynamic and adjusts to the data that is being fed to the report. Leveraging Power BI technology, included in your seat license cost, Accela provides an embedded data visualization tool known as Accela Insights. Accela Insights allows end users to create modern and interactive dashboards. This tool provides multiple views into your Accela data through visualizations representing different information and insights. It does this with an interface simple enough for end users to create their own dashboards while accessing their data through business terms they are familiar with and understand. @Accela - • �wlaew 1210 S20 90K S85 73K s> , Accela's reporting and analytics offerings even go beyond dashboarding with our Ad hoc Report Writer, which provides an easy point -and -click user interface and user-friendly views of our solutions data, offering the City the ability to design, deploy and manage its own reports and documents (i.e., form letters) without requiring any third -party reporting tools. Due to its ease of use, report writers do not need specialized report -writing skills or an in- depth knowledge of our solutions data schema. A basic tabular report can be written in less than 15 minutes. RedMark Technologies, LLC. Page 16 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA i u.... Nlmm•2- 9.rr. 9 '9 3� � OY.a F,bp+,br+. @Aocela w.wmlrao.P G RedMark r.rrrmrw. W Exhibit: Accela's Ad -Hoc Reporting Tool Reports can be generated in multiple formats depending on the need including Hypertext Markup Language (.html), Adobe Acrobat Portable Document Format (.pdf), Microsoft Word (.doc), Rich Text Format (.rtf), delimited text by tab or comma, Microsoft Excel Spreadsheet format (.xls), and XML. Reporting tools provide services to format, spell check and design documents from simple to detailed designs. In addition to Accela's built in Ad Hoc Report Writer tool, our solutions also support reports developed in the major report authoring tools on the market including MS SQL Server Reporting Services and Crystal Reports. Accela centralizes your report creation and deployment experience for all your reporting needs within the Civic Platform's Report Manger. Leveraging this single source platform, users with access to configure and deploy reports can secure reports to only the intended users, attach to workflows, deploy to citizen access, and many other features. Search Capabilities Accela's elastic global search criteria indexing engine is a high-performance, full -featured text search engine library written entirely in Java. It is a technology suitable for nearly any application that requires full -text search, especially cross -platform. A background system job may be scheduled on a specified frequency to rebuild the index structure to ensure optimal search performance. The global search tool allows for single or multi -term search criteria and returns the search results into logical categories for easy review by users, similar to RedMork Technologies, LLC. Page 17 of 41 M1�w M11,(M Mrrvp (KurtONVWrov pump• PerNllpe (IYYPin Sob YxtivG VW II+IarceW #ntw vaN!.m!tr./. xRml xuMmV IIeFISInYP v�p�vr MxvL .. NY4t INLTN Yx/J xn.... 11] nm ryyyy iyyy INYd1N faW 18N M% 1Mb /ry xlf vyxmyw� ,ylpylS PSN vmr..n n+r. x....,.l x!vepv IY[W[YVs vvrmml M:1!N:: ew.✓ V+m' 2f'. � Ib Mra�Mr �Y1YPN Yiv� Mb ILM ➢YpiW f�bYN!rv�Y�.J N11IDY YY� Wf Ps vw» Avi Exhibit: Accela's Ad -Hoc Reporting Tool Reports can be generated in multiple formats depending on the need including Hypertext Markup Language (.html), Adobe Acrobat Portable Document Format (.pdf), Microsoft Word (.doc), Rich Text Format (.rtf), delimited text by tab or comma, Microsoft Excel Spreadsheet format (.xls), and XML. Reporting tools provide services to format, spell check and design documents from simple to detailed designs. In addition to Accela's built in Ad Hoc Report Writer tool, our solutions also support reports developed in the major report authoring tools on the market including MS SQL Server Reporting Services and Crystal Reports. Accela centralizes your report creation and deployment experience for all your reporting needs within the Civic Platform's Report Manger. Leveraging this single source platform, users with access to configure and deploy reports can secure reports to only the intended users, attach to workflows, deploy to citizen access, and many other features. Search Capabilities Accela's elastic global search criteria indexing engine is a high-performance, full -featured text search engine library written entirely in Java. It is a technology suitable for nearly any application that requires full -text search, especially cross -platform. A background system job may be scheduled on a specified frequency to rebuild the index structure to ensure optimal search performance. The global search tool allows for single or multi -term search criteria and returns the search results into logical categories for easy review by users, similar to RedMork Technologies, LLC. Page 17 of 41 RFP Response to Professional Consulting Services to the City of 4 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA industry standard search tools such as Google and Bing. It allows for ranged, contains, begin/end with and other search tools to help ensure the desired results. Furthermore, the solution allows user to create and save searches/filters to help retrieve commonly searched content quickly and easily. Accela can track professional licenses. RedMark has extensive experience in creating interfaces to a variety of different systems based on the needs of our clients, including linking the Accela Civic Platform to the appropriate regional licensing authority. Using an interface allows the Accela system to have up to date professional licensing information and ensures that the City can track all information as it is available. Exhibit: Global Search Tool The Accela Civic Application for Occupational Licensing software simplifies the licensing process. An easy-to-use online portal makes it easy for licensees to upload documentation such as continuing education verification, reference letters, or work history. And for agency staff, automated workflows and intelligent routing eliminate manual steps and speed applications through the review process, delivering a superior customer service experience to licensed professionals. Accela supports a wide range of enforcement activities. Complaints, violation tracking, investigation management, and windshield surveys are just some of the areas where core system elements are configured to track enforcement activities across City departmental lines. Whether a part of proactive enforcement activities or as the result of a complaint or other initiated enforcement action, Workflow will support the full Enforcement life cycle for each RedMark Technologies, LLC. Page 18 of 41 D CMBW�iq 01Ywq lkenfei 4vudf BmW Nwu,q Fnlwtemerrt SemCe Beyuesl [irt LrvNWtB VuMC Wdta DtlMWN NY KKCPN NY /.[<dm ANvcNSei(N IaaF.o Nnon+r x.da.la. look Up Property Inrornmetlon F.s aB...Na�uN.uNwwa.aao'�w•.r,o sMaa.F.wR .wNs .rMc. r'1O.MP Sud�MwNyyuaN � e+b+q . Mae nbrmNm .ls..wO NaM1nmN Fm NMth SnrtiAn�rtn VM IOrt u.aA'OJwi W M4c WwF, SVM NVr4Y p,.clbw $VrrrNAM I~ryer VW.Wy y yl IMI T'M: YM W.'. CYrurW a.0 k..ne op+n' Cay furr Ap Exhibit: Global Search Tool The Accela Civic Application for Occupational Licensing software simplifies the licensing process. An easy-to-use online portal makes it easy for licensees to upload documentation such as continuing education verification, reference letters, or work history. And for agency staff, automated workflows and intelligent routing eliminate manual steps and speed applications through the review process, delivering a superior customer service experience to licensed professionals. Accela supports a wide range of enforcement activities. Complaints, violation tracking, investigation management, and windshield surveys are just some of the areas where core system elements are configured to track enforcement activities across City departmental lines. Whether a part of proactive enforcement activities or as the result of a complaint or other initiated enforcement action, Workflow will support the full Enforcement life cycle for each RedMark Technologies, LLC. Page 18 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TEGNNOL061E9 Rosemead, CA enforcement type configured within Accela. Inspections or investigations required to assess the validity or severity of the reported infraction are routed to field inspectors or investigators who use Accela Code Officer to record inspection or investigation results in real time. Other processes such as stop work, red tagging or follow up enforcement actions and any related fines are also managed efficiently with Accela. Accela Document Service (ADS) Accela Document Service is an internal system feature that allows for the collection, naming and organization of any type of electronically formatted document in its native format. Under Document Services, the City's can grant specific privileges to and users to access this site to review documents pertinent to their inquiries or for other business purposes. Additionally, Accela allows documents to be attached to virtually anything in the solution including properties (address, parcel), people (contacts and licensed professionals), meetings, hearings, records and inspections. The solution also allows for bulk document upload (i.e., multi -select files), bulk printing and bulk downloading. Another document related feature is the ability to scan documents directly from a local or networked scanner into our solutions without a user having to save the scanned file to a secondary location and then use the "Attach" feature in Accela, located the document(s) in the secondary location and manually attach them thus saving significant time and effort. Document access can be controlled by permissions included what is available to the public, they can possess their own individual, City -defined statuses and can be configured to capture and store City -defined custom data fields that correlate to the Group and Type classifications related to the document. RedMark Technologies, LLC. Page 19 of 41 RFP Response to Professional Consulting Services to the City of 6 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA GIS Esri GIS integration is critical for agencies to visualize specifics for planning and permitting utilizing maps. It enables agencies to gather, manage and analyze data, helping users make smarter decisions. Through GIS data, users can gain insight into specific land parcels, kick off the permitting process, see zoning and land use entitlements and more. mcceta .a W,. =0 i `f Accela integrates with GIS technology to help users visualize specifics for planning and permitting. Accela offers GIS mapping in the field via mobile devices and is able to link back to Esri's back-office to supply them with system updates. The technology integration offers governments a geographic view of all land -use, zoning and infrastructure information associated with parcels, permits, inspections, and service requests, and works seamlessly with Esri maps, layering the information for increased visibility. Accela has been an Esri partner since 1992. This has given Accela access to Esri staff and valuable information for creating tight integration with the GIS industry leading technology. The Accela map component is built using the Esri JavaScript map control and consumes GIS services published from the agency's ArcGIS Server or ArcGIS Online, as well as can consume Open Geospatial Consortium Web Mapping and Web Feature Service map services. Red Mark Technologies, LLC. Page 20 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Accela's GIS gives users the option to initiate and manage all building and planning activities from a map interface. GIS is a bi-directional interface enabling viewing, interaction and presentation of both tabular and spatial information. It leverages an agency's GIS database and map services published by one or more ArcGIS Servers. Base maps published from one agency can be combined with map data from another agency to provide a comprehensive view of geographic information. E-Accela Accela Mobile Accela offers mobile capabilities for iOS, Windows, and Android -based mobile devices to bring processing to the field through our cloud -based solutions. With Accela Mobile, City field personnel perform inspections and investigations using their mobile device. This includes ► Resulting inspections ► Capturing evidence by attaching photos and videos ► Inserting comments using comment controls that allow ad hoc, as well as standard, favorite, and recent comments ► Using extensive checklist functionality to add comments or documents, fill out custom fields or tables, and score and result inspections ► Creating, rescheduling, and reassigning inspections ► Creating records to log new violations and other violations Red Mark Technologies, LLC. Page 21 of 41 RFP Response to Professional Consulting Services to the City of � RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA ► Viewing and updating record and inspection conditions ► Viewing jobs on a map and navigating to a job location ► Communicating with record contacts via email, phone, and text and ability to edit contact information or add new contacts The job list displays inspections and records based on data filters that can be customized to show the user what is most relevant based on the needs of their role. From the job list, users can drill into specific items to view details and make updates. Items in the job list can be ordered based on various parameters or manually set in the desired order by the user. ► Job lists can be configurable for solution, department, user group, or user ► Allow users to quickly filter jobs by many different types of criteria, including inspections for the week, annual inspections coming up, today's complaints, or by status or severity ► Users can switch between filters through the day as their needs change. For instance, if one inspector finishes assigned work for the day, he or she can switch filters and help other team members finish their inspections. Inspections Accela Mobile lets you complete inspections on your device. Building, fire, health, and civic code enforcement inspections can be scheduled, rescheduled, resulted from Accela Mobile. Checklists can be used to allow the user to perform a step-by-step assessment of the codes and regulations established by government agencies. Inspections can be accessed from the Job List, as well as from search results or from the record or permit with which the inspection is associated. Records Accela Mobile allows users to create and update Records in the field from their mobile device. Records can be created either by selecting a location from the map or by entering an address manually. New and existing records can also be updated from the app, including ► Adding document attachments, such as photos and video ► Adding or updating record contacts ► Updating agency -specific record information in custom forms or tables ► Viewing and updating record conditions ► Viewing fees and payments associated with a record ► Updating costs and parts associated with work orders ► Viewing related records and setting relationships between records ► Updating workflow tasks associated with a record Work Offline Accela Mobile lets you work with records and inspections in offline mode, allowing you to download job lists, records, documents, contacts, forms, tables, and workflows to your device for use offline in the field. If a data connection is not available when updating an inspection, the app will queue updates to be sent later when you initiate a sync. RedMark Technologies, U.C. Page 22 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECHNOLOWE9 Rosemead, CA GIS ACCela Mobile lets field staff use Accela GIS to search for records on a specific property within a community or neighborhood. Users can also take advantage of the following capabilities: ► Select which map layers are displayed in order to show zoning, parcel, and other information relevant to a specific task ► Navigate from one inspection or record location to the next using current location and driving directions ► Edit and update assets ► View proposed locations on a property for specific applications, such as burn permits or septic tanks 1*3 .� tiwW+ haN LUYe em¢. r G 0 G vv .ei..upiyOaseEen u CfMR. WLL.. M flG- ro imiv ., n1CMtY y BMW and Q, E User Security pKwM keN llrNrud9mwwp'w. W.LL yp it>wm[ Nen. waawwM we v�q Yn.M,[rt" �n M�enw WA Stop Uplwd C Accela Mobile's job list, offline mode, and GIS features Accela's solutions provide a multi-level security system where the system administrator has full control on user access. This control on user access is granted based on a single user logon ID and grants that user specific rights and privileges to the system. Accela's solutions also allow system administrators to set up groups or roles and set security based on those such as read only, update or no access. Our security goes beyond this setup to the functional level, allowing administrators to set security down to a specified function. For example, an Investigator may have read-only access, but no access to "Add Fees". These rights and RedMark Technologies, LLC. Page 23 of 41 0 Z and Q, E' L Accela Mobile's job list, offline mode, and GIS features Accela's solutions provide a multi-level security system where the system administrator has full control on user access. This control on user access is granted based on a single user logon ID and grants that user specific rights and privileges to the system. Accela's solutions also allow system administrators to set up groups or roles and set security based on those such as read only, update or no access. Our security goes beyond this setup to the functional level, allowing administrators to set security down to a specified function. For example, an Investigator may have read-only access, but no access to "Add Fees". These rights and RedMark Technologies, LLC. Page 23 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA privileges can be extended to internal users, other departments, outside agencies, and even public citizens and applicants to safeguard the sanctity of system information. Individuals as well as groups can have one or more distinct security rights and system administrators can have universal rights and privileges or assign such rights to other designated and duly authorized users. Administrators can set up password time out frames at the individual user level. If the password time out is blank the system would set it up to a default of 90 days. User group security features include: ► Each named user is explicitly part of one or more user groups ♦ Each user group has specific, agency -configured access to functionality according to Functional ID (no access, full access, read only access) ♦ There are hundreds of Function IDs that are separately configurable for each user group ♦ User groups can be created to be very general and include a large number of people and can also be created to be very specific and include a small number of people (even one person) No Console display and other user interface elements are configurable so that named users are not presented with data or functionality that they are not entitled to access ► Field level configurability is available at the agency, department, solution, user, and field level for agency -defined custom fields. Other more subtle areas include: ♦ Form Level: The ability to restrict read, write, create and/or delete access to entire forms/sections of the application such as preventing a user from viewing the Audit Log within the Permit solution or not allowing a user to edit Inspections of any type. ♦ Field Level: The ability to restrict read, write and/or masking at the individual field level of virtually any field in the system such as preventing a user from seeing the Risk Score for a particular Contractor or masking a Social Security Number. ♦ Record Type: The ability to restrict read, write, create and/or delete access to individual Record Types (across all 4 tiers of record type definition) such as the ability to restrict a Gas Customer Service Representative (CSR) from editing an Electrical Permit. ♦ Attachment Categories: The ability to restrict read, write and/or delete rights to dependent on the Categorization of an attached document such as restricting the exposure of Transcripts attached to a Contractor License application to only those who need to review them. ♦ Report Security: The ability to restrict the visibility and execution of reports such as limiting financial reports to only be run by those in Finance. Workflow Security: The ability to define the management scope for individual Workflow Tasks; including the ability to adjust the access control based on the specific status of the Workflow Tasks. RedMark Technologies, LLC. Page 24 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA u..r raw rwe rr. rcr.l m ♦•tr wn • Y11 Y, fr.lY uw Io 1W. �4r. w... v.....orn Cawliv Pe♦uwald DMlrnu�Jwd rine: wwrww. . 1•Illelt: Dnrre. InilyMF11G: + Irrml♦e♦e 1G �� wo4rte rr.nrv� luaunl Ui♦eDle lirrre rre�.re: Y99 IM'. ve++..W r..ewrr rM.. rrerrw: YA neral Px.word aurae: ♦F� M+�..i 11see rvsl aNrge Pes�wpd N rre.t la0en: w ♦ Me •meq wrr.: C wr..r D.ur r�.P..uwr arra.: CNrM ID: Slel�a . tww Irk'. tr lwt rOOb D1M: MQWrr Interfaces 011 R2dMafk TECHN O m w.r• .r rti. c�.�rwr.. • - u.. rw�r Yw•+r..rr. Is�..eWYrYar W.r ,IMYY�Y YiIYl Nnr/lAl ♦W. w41. ar.e_.en rr r� ar r♦[.♦ ar r�rr }� ♦ a..e.r�r Accela Administration Interface In the case where a new software needs an interface for enhanced functionality with Accela, then a custom solution is designed and built to satisfy the City's needs. Using Accela's Construct API, integration through APIs SDKs from third party software, and with additionally provided software from said third parties using the necessary programming language (C#, Visual Basic, Java) to call to the third -party software ensuring the secure and consistent exchange of information required between Accela and the third -party software. This methodology has been used previously to integrate a variety of different software solutions with Accela to create a robust and satisfactory implementation that addresses any needs that arise during an implementation. Integrations previously created with Accela have included but not limited to: Payment Adaptors (partial list) o Global Payments o Forte o Paymentus o PayPal o PayFlow • EDMS (partial list) RedMark Technologies, LLC. Page 25 of 41 RFP Response to Professional Consulting Services to the City of G RledMark Rosemead for a Permit and Land Use Management system TECNNOLOSIES Rosemead, CA o Documentum o Laserfiche Finance (partial list) o Tyler Financials o OPUS Finance o FinancePlus RedMark Optimization RedMark has a long history of implementing higher levels of efficiency in government processes, relying on many years of experience in process development and re-engineering, as well as implementation in over 50 agencies nationwide, allowing our team to make suggestions and demonstrate how the same business process is addressed in different agencies. RedMark's Project Manager will work with the City to identify and document standards for each project deliverable during Project Initiation. Our Project Manager will also access numerous past projects to identify any implemented quality standards with potential applicability to the Project. Implementation Methodology System implementation is a critical activity that sets the tone for the City's ongoing use of the Accela Civic Platform. The Implementation Methodology will be employed to support a thorough and well- managed process. An onsite RedMark implementation team will lead all project management, working in partnership with City staff to confirm that this project is delivered on time and within budget. RedMark's Implementation Methodology requires customers to play an active role in the implementation to ensure the solution ultimately meets their needs, as all project tasks require input, prerequisite tasks, and extensive reviews from the customer. RedMark's implementation methodology comprises six stages, each with its own project objectives, activities, and defined deliverables. A detailed project schedule defines each stage of this process. A draft of this plan is included in this proposal for review, and the six Implementation Methodology stages are presented in the graphic below. RedMark Technologies, LLC. Page 26 of 41 RFP Response to Professional Consulting Services to the City of §,/RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA RedMark's Implementation Methodology uses principles developed from the Project Management Institute's (PMI®) Project Management Body of Knowledge (PMBOK®), the recognized ANSI standard, and it is malleable to meet specific City requirements. RedMark will develop a project management plan that provides details of our approach, methodology, organization, communication strategy, risk mitigation strategy, integrated master schedule (IMS), staffing plan, training plan, development, transition and implementation plan, and collaboration between the City and the design team for program success. We will include each task, as specified in a subsequent Request for Proposal (RFP), within the project management plan to support execution of its related scope. At the program level, we will integrate the individual tasks and activities to form an overall project management plan and an integrated master schedule. In preparation for Go Live, RedMark will work with the City to prepare a checklist and appropriate approach given geographic distribution of end users and availability of super users. This checklist acts as a "mini project plan" within the overall project plan. During the lead up to Go Live and for X weeks post Go Live, RedMark will support the triaging and Level 1 response to issues. Within 30 days of Go Live, RedMark will turn over this role to Mission staff and the City will be transferred to the Accela Customer Support team for ongoing support. Implementation Life Cycle Thorough execution of these six stages ensures that Accela customers receive high-quality services throughout the project engagement. r Initiation To -Be_ \i Solutions Build Readiness Deploy Analysis Foundation Fevl . goals antl Develop Test, train and Go live and post plan project Analyze antl Configure solution and prepare for go production design solution system customization live support eE5 Accela Methodology As illustrated in the figure above, the stages of project delivery flow in linear direction, although many tasks run in parallel as appropriate to avoid unnecessary project delays. Each stage has pre -defined objectives, tasks, and associated deliverables. Depending on the exact scope of the project, a full complement or subset of all available deliverables will be delivered through the services defined for the project. Employing this deliverables -based approach ensures that RedMark 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. RedMark Technologies, I.I.C. Page 27 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Initiation d- - 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 To -Be Analysis To -Be Analysis is the second stage in the lifecycle. During the Analysis stage, ♦ 0 RedMark reviews existing City documentation, interviews City staff, and conducts workshops to understand the "To -Be" vision of the City that can be executed with the aid of Accela Civic Platform. It is during this Phase that RedMark gains a deeper understanding of City processes and business rules; simultaneously, the City begins to gain a deeper understanding of the methodology and Accela Civic Platform capabilities. A key output of this Phase is the To -Be Analysis Document(s) which serve as the'foundation' for configuration of Accela Civic Platform to support germane 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 Civic Platform 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 RedMark Technologies, LLC. Page 28 of 41 RFP Response to Professional Consulting Services to the City of 0 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Build 1515 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 Civic Platform 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 applications are moved to production; all requisite pre -production activities �i are identified, tracked and completed, and post -production analysis and review is completed. Upon moving to production, the Accela Civic Platform 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 • Move to Production • Post -Production Analysis • Formal Transition to the CRC for Ongoing Support RedMark Technologies, LLC. Page 29 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA Data Conversion Methodology Data conversion of historic/legacy data is a critical activity for the success of this project. The RedMark 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 RedMark team will work with the City to understand the data sources, how they are used, where their RedMark TEC data will be stored in Accela Civic Platform 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 may be questionable or there might be missing data. There are techniques and tools that RedMark may recommend understanding the current state of 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. RedMark 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. Data Migration Data conversions involve communicating an existing database with the new Accela database with the purpose of transferring over existing information that the City is using. A variety of factors need to be involved when considering the length, cost, and viability of each specific conversion including: • Existing database architecture • Migration file size • Different systems needing conversion • Complexity of scripting required Currently the City has identified Tyler Technologies as the data source to be integrated or converted to the new system. RedMark has converted Tyler Technologies to Accela on numerous occasions already. Should the City later identify additional data systems requiring conversion, considerations need to be taken into account regarding the viability of the conversion and the impact that it has not only on the project plan and projected timeline and the additional budgetary constraints that it would have. RedMark Technologies, LLC. Page 30 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECNNOLGGIE6 Rosemead, CA As time and budget dictate, not all data conversions may be viable or essential for Go -Live. Presently the following are the data conversions that may be set as "Essential" for Go -Live (subject to change): • Tyler Technologies As such, certain databases may require more time and effort to achieve an acceptable conversion from both the implementation team and the City. The City's role will be to firstly identify data sets as essential for Go -Live, and furthermore to test data conversions throughout the implementation process to ensure a satisfactory level of data conversion as dictated by City. Prompt communication and involvement will shorten the required testing time for each data conversion and thus serve to potentially shorten the overall project timeline. Training Methodology Consistent and thorough training ensures that City personnel have the knowledge required to use Accela's Civic Platform to its greatest potential. Training plans are developed as part of the project's Statement of Work and address the City's specific operational and administrative needs. During project initiation, a draft training plan will be created based on the products purchased, the numbers and types of users, and the specific City requirements relative to training and development. Should needs change as the implementation progresses, this plan will be updated accordingly. User and Administrator Classroom Training On-site training courses are available in a traditional classroom setting and are led by an Accela training professional. These courses are generic or tailored to match the City's configuration. Class lengths vary between four hours and multiple days and limit the number of attendees between 7 and 15 participants at a time. During classroom end user training, Accela's trainer will guide each user group through the screens, functions, and features that pertain to the overall process and their specific job roles. These structured and formal sessions will provide hands-on experience using the actual system. Some exercises will be trainer -led, while others will allow users to experience the system independently and at their own pace. RedMark Technologies, LLC. Page 31 of 41 RFP Response to Professional Consulting Services to the City of 0 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Support Services Since RedMark is an Accela certified implementation partner and value-added reseller (VAR), and the solutions is SaaS cloud based, maintenance and support during the deployment of the project will be provided by both RedMark and Accela. During implementation, RedMark will be the primary contact for addressing issues regarding the implementation of the software and will be the primary liaison between the City and Accela for cloud -based matters. After go -live, maintenance and support of the SaaS cloud system is provided by Accela directly. Pursuant to Accela's standard agreement the following services are included in Accela's annual maintenance: Telephone Support Accela provides a telephone number to contact Customer Support, Accela's live technical support facility. ® Email Support Accela will provide one or more electronic mail addresses to which a customer may submit routine or non-critical support requests 24 hours a day, which Accela will address during its regular business hours. 10 Remote Support When required to properly resolve a maintenance request, Accela will provide remote assistance via the WebEx environment or another mutually ® Online Support Accela will provide access to an online support portal available 24 hours a day. As shown in Exhibit 2, cases can be submitted within the Accela application by logging into the support portal at https://success.accela.com and clicking "Submit". Community Support Accela will provide access to archived software updates and other technical information in Accela's online support databases, which are available 24 hours a day. us On -Site Support If remote support is not acceptable, Accela can provide on-site assistance, which will be billed at Accela's then -current time and materials rates. In addition to these charges, RedMark Technologies, LLC. Page 32 of 41 RFP Response to Professional Consulting Services to the City of 45 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA acceptable remote communications method. * Software Updates Accela will provide revisions of and enhancements to maintained software products as such updates are generally released. compensation for associated airfare, lodging, rental transportation, meals, and other incidental expenses will be billed as accrued. During implementation, problems are jointly identified and discussed between the City and RedMark/Accela teams. There will be a Project Charter that will spell out a joint escalation process to address concerns, mapping the escalation process and steps all the way to the executive level of the City, RedMark and Accela if necessary. Frequent status calls will ensure that all key issues are tracked and addressed in a timely manner by the Project Managers and will be documented in the status documents. After go -live, the City will have access to Accela Customer Support for any issues that may be identified moving forward. When the deployment is completed, and the City is handed off to Accela Customer Support after go -live, Accela will present the different ways in which the City can log issues. Accela categorizes issues based in priority/ urgency level (as defined by the City) and commits to addressing them in a timely manner based on priority (1 hr., l day, etc.). Assistance from Accela Customer Support is included in the Annual Maintenance fee paid to Accela. Should the City prefer to engage RedMark to be the primary contact to address any issues after go -live, then an ongoing maintenance contract with RedMark separate from the implementation contract would be needed. Incident and Escalation When the Customer Support team receives an incident report, we track it until final resolution. The assigned Customer Support representative communicates incident progress, and email notifications are sent at critical milestones. We provide an incident handling mechanism for customer maintenance requests. The incident handling process includes the following: • The customer will designate authorized agency contacts that will interface with Accela Customer Support. Authorized agency contacts have the ability to call, email or use an Accela provided online tracking system. All incidents will be recorded into the tracking system. RedMark Technologies, LLC. Page 33 of 41 RFP Response to Professional Consulting Services to the City of 6 RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA • Customer will receive an email with associated case number. • Customer Priority and Severity will be assigned to the case based upon the definitions below. The escalation process adheres to the following path: Initiation: All information provided to Accela Customer Support is entered into Accela's tracking system. The incident is assigned an identification number and a Customer Support Representative. For Requests for Information: The Customer Support representative provides the information and either closes the incidents or escalates to the appropriate resource. For Usage Questions: The Customer Support representative explains to the customer how to accomplish the task in question. The incident is then closed. For Software Issues: After confirming that the issue is not related to usage, the Customer Support representative performs an issue analysis to determine the cause of the incident. For Enhancements: The Customer Support representative gathers information about the requested enhancement. If the issue is confirmed an enhancement, the customer will be advised to create an IDEA on Accela Success Community. The incident is then closed. For Service Requests: The Customer Support representative communicates and escalates the request to the appropriate Accela Account Executive. Analysis: Once a software issue is reported, the Customer Support representative will attempt to replicate, analyze, research, and diagnose the cause of the issue. The customer may be asked to provide additional information, screenshots, or files to demonstrate the issue. Once resolved, and prior to closing the incident, the customer is asked to test the resolution. If the Customer Support representative cannot resolve the issue, it is escalated to the appropriate resource. Escalation to Sales: Incident escalation to our Sales team occurs when a product enhancement or service is requested. The Sales representative will coordinate with Accela's Engineering and/or Services teams to prepare a cost estimate for the requested service. Upon customer approval, a purchase order is generated and Accela will provide the requested enhancement or service. Escalation to Engineering: Escalation to Accela's Engineering Team occurs when a modification to the existing ecosystem is required. After an initial evaluation, the Engineering Team provides an estimated completion date. Our Quality Assurance staff evaluates each service pack or workaround before it is deployed to the Customer. RedMark Technologies, U.C. Page 34 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA 61 RedMTECHNO��rk Client Testing / Acceptance Actual resolution time will vary. Resolutions can take many forms: a workaround, code update, user training, or other solution. If there is a workaround provided, Customer Support will document the workaround in the support case and work to provide assistance or clarification as needed. If testing reveals that the incident is satisfactorily resolved, the incident is closed; otherwise, the incident is escalated to Accela's Engineering team. Customer Support endeavors to receive confirmation from each customer that a resolution meets their needs prior to closing a case. Post case closure, customers can fill out a survey evaluating their satisfaction with the service received. All surveys are viewed by Customer Support management each week. Once a solution is confirmed as satisfactorily resolving the issue, it is closed and no longer actively tracked by the Customer Support team. A closed incident can be reopened at any time if the issue needs to be readdressed. Red Mark Technologies, LLC. Page 35 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA Company details Ruben Gutierrez Services Dir./ Sc PM 4 Walter Chavez Director 0Johan Bedoya Technical Lead Uj Analysis Team I— Lo,.) Team onversion a0 Implementation 408Interfaces Team U_ Consultants k U Scripts and U� Reports Team R�dMark e 0 Ryan Chavez T Business Development — 0 Sales Team 0 RFP Response 8.) Team L 0') Training Team Key Personnel Below is a list of key personnel and their qualifications for this project and their experience with Accela. Walter Chavez - Executive Management/Senior Project Manager Mr. Chavez has worked closely with Accela Services since 2005 and has successfully managed the deployment and implementation of the Accela software products. He has been involved in all aspects of the implementation lifecycle, from initial kickoff and analysis through to go -live and post -production support. Mr. Chavez has worked with varied departments in the government sector such as Community Development, Building Department for cities and counties, Planning, Code Enforcement, Service Request (311), Public Works and more. He has been involved in all aspects of the Accela project lifecycle, specifically having performed: • Project Management • Analysis and Configuration ♦ Report Specification ♦ Accela add on (ACA, AMO, AGIS) Requirements Analysis Training ♦ Go -Live Support • Consulting Services on existing projects Partial list of projects and engagements: Brevard County, FL ;Charlotte County, FL ;City of Concord, NC ;City of Fort Worth, TX ;City of High Point, NC ;City of Indianapolis, IN ;City of St. RedMark Technologies, LLC. Page 36 of 41 RFP Response to Professional Consulting Services to the City of RedM@rk Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA Joseph, MO; City of Lenexa, KS ;City of Virginia Beach, VA; Cobb County, GA; Escambia County FL, Jackson County, FL, Maricopa County, AZ; Reedy Creek Improvement District, FL; San Diego County, CA; St. Louis County, MO; State of South Carolina; Tompkins County, NY; University of Minnesota; Wyandotte County, KS Ruben Gutierrez — Services Manager/Senior Project Manager Mr. Gutierrez has deployed and implemented both the Land Management and Asset Management suite of Accela products for various departments in multiple jurisdictions throughout the country in the areas of Building, Planning, Zoning, Code Enforcement, Service Request (311), Environmental Services, Public Works and more. He has been involved in all aspects of the Accela project lifecycle, specifically having performed: ♦ Analysis • Configuration • Data Conversion (multiple environments) ♦ Interface Development ♦ Script Development ♦ Report Specification and Development ♦ Accela Citizen Access (ACA) Configuration and Implementation • Accela Mobile Office (AMO) Configuration and Implementation ♦ Accela GIS (AGIS) Configuration and Implementation Training ♦ Go -Live Support • Consulting Services on existing projects Partial list of projects and engagements: City of High Point, NC; City of Tampa, FL; San Diego County, CA; St. Louis County, MO; Reedy Creek Improvement District, FL; University of Minnesota; Jackson County, FL, Springfield, MA; State of South Carolina; City of Indianapolis, IN; City of Virginia Beach, VA; Brevard County FL; Escambia County FL; Wyandotte County, KS; City of Lenexa, KS Johan Bedoya — Technical Services Manager Mr. Bedoya has deployed and implemented the Land Management suite of Accela products for various departments in multiple jurisdictions in the areas of Building, Planning, Zoning, Code Enforcement, Service Request (311), Environmental Services, Public Works and more. He oversees a team of technical staff and has been personally involved in all aspects of the Accela project lifecycle, specifically having performed: • Configuration ♦ Data Conversion (multiple environments) ♦ Interface Development ♦ Report Specification and Development • Accela Mobile Office (AMO) Configuration and Implementation RedMark Technologies, LLC. Page 37 of 41 RFP Response to Professional Consulting Services to the City of G RedMark Rosemead for a Permit and Land Use Management System TECHNOLOGIES Rosemead, CA ♦ Go -Live Support • Consulting Services on existing projects Partial list of projects and engagements: City of High Point, NC; Tompkins County, NY; Town of Dryden, NY; Butts County, GA; City of St. Joseph, MO; San Diego County, CA; City of Indianapolis, IN; City of Virginia Beach, VA; City of Lenexa, KS Statement of Qualifications RedMark Technologies is an Accela Gold Certified 46 RedMark Implementation partner and Value -Added Reseller. The company has extensive experience in designing, TECHNOLOGIES implementing, training, and supporting IT systems for local governments. our team includes several individuals who bring 15+ years of Public Sector IT experience. This is an important differentiator between RedMark and other potential service providers - we truly understand your business needs, goals, and objectives, and can help you achieve them. vp RedMark staff has extensive experience working with Permitting, Licensing, Planning, Engineering, Code Enforcement, Inspection, Work Order and Asset Management systems. We have worked directly with the Accela (KIVA, Tidemark, Permits Plus and Accela's Civic Solutions) products and have performed business analysis, as-is/to-be processes, and workflow documentation for several of our clients. Since 2006, RedMark has been able to use our expertise and experience with Accela Civic Platform as a reseller to create a project customized to best manage and address all the RedMark Technologies, LLC. Page 38 of 41 RFP Response to Professional Consulting Services to the City of O./RedMark Rosemead for a Permit and Land Use Management System TECHNOLOWES Rosemead, CA City's goals for the implementation of the software solution. As one of Accela's premier vendors for their Civic Platform, we can fully work with and accommodate it to the City needs. We have numerous clients that use the Accela Civic Platform that are provided as references in the proposal. This includes finished implementations and clients that have retained RedMark to maintain or enhance their existing Accela implementation. All of these clients are on Accela's SaaS version of the Civic Platform, which is being proposed for the City. PINELLAS COUNTY, FL Contact: Bryan Zumwalt Director - Office of Technology and Innovation Pinellas County Board of County Commissioners 400 Ft. Harrison Ave Clearwater, FL 33756 Phone:727-464-4759 Email: bzumwalt@pinellas.gov Implementation Team: 75%% RedMark staff on Accela contract. Services Cost: $1,767,942 (no variation) Description: Implementation of Accela Civic Platform for 8 city departments. (200+ users) including Building, Planning, Development Review, Code Enforcement, Air Quality, Environmental Management, Utilities, and Water & Navigation. Training of all users successfully completed remotely due to Covid-19 pandemic. 200+ users, multiple locations. Go Live: October 2020 - active maintenance ongoing. CITY OF HIGH POINT, NC Contact: Mark Schroeder Development and Project Manager - inspections Services Department City of High Point 211 S. Hamilton, Room 205 High Point, NC 27261 Phone:336-883-3336 Cell: 336-324-5082 Email: mark.schroederr7a high oip ntnc.gov Implementation Team: 100% RedMark staff on RedMark contract. Professional Services Cost: $610,000 (no variation). Description: Implementation of Accela Automation Land Management for 6 city departments (over 100 users) including Planning & Development, Engineering, Transportation, Public Services, Fire, and Customer Services (Business Licensing). RedMark Technologies, LLC. Page 39 of 41 RFP Response to Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Rosemead, CA Go Live: June 2015 - active maintenance ongoing. CITY OF HOPKINSVILLE, KY Contact: Darryl Anderson Chief Technology Officer City of Hopkinsville 715 S. Virginia Street Hopkinsville, KY 42240 Phone: 931-266-2150 Email: Aryl andersonna h-ky us Implementation Team:100% RedMark staff on RedMark contract. Services Cost: $250,000 (scope expanded) R2dMTECHNOL�rk Description: Implementation of Accela Civic Platform for multiple city departments. (40 users) including Building, Planning, Code Enforcement, Property Tax, Licensing, and Revenue. Go Live: October 2023 (phase 1) - Multiphase project. RedMark takes exception to the following items: Professional Services Agreement 3.3.163.3.2 RedMark Technologies completes projects on a deliverable basis and bills accordingly. RedMark has reviewed the provided Insurance and Contract information provided and retains the right to negotiate terms and conditions in the provided documentation if RedMark is selected as the preferred vendor of choice. The undersigned acknowledges receipt of Addendum No. l for PROFESSIONAL CONSULTING SERVICES TO THE CITY OF ROSEMEAD FOR A PERMIT AND LAND USE MANAGEMENT SYSTEM issued on MARCH 7,2024 and has taken the information contained therein into full consideration in the formulation of each bid or proposal. Ryan Chavez - Business Development Manager 3/14/2024 RedMark Technologies, LLC. Page 40 of 41 RFP Response to Professional Consulting Services to the City of RedMark Rosemead for a Permit and Land Use Management System TECNNOL061E6 Rosemead, CA RedMark Technologies delivers projects on a deliverable basis and invoices accordingly. In partnership with Accela, RedMark is providing the following pricing for Services and Licenses provided by Accela. Pricing provided is valid through 5/10/2024. Licensing Multi Year 1 9/16/2024 9/15/2025 12 $2,200.00 25 $55,000.00 Solution User Multi Year 2 9/16/2025 9/15/2026 12 $2,343.00 25 $58,575.00 Solution User Multi Year 3 9/16/2026 9/15/2027 12 $2,495.30 25 $62,382.38 Solution User TOTAL: $175,957.38 Services The following services provided in good faith and is inclusive of the entirety of the provided scope of work. Pricing below is provided in generalized categories. If selected, RedMark will work with the City to create a formalized Statement of Work with specifically detailed Deliverables. Initiation, Rosemead, CA Analysis 6 Configuration Interfaces, Data Rosemead, CA Conversion, Reports and Automation Training, UAT, Rosemead, CA Go -Live and Support J Accela Single Phase $145,550.00 Implementation Accela Single Phase $219,350.00 Implementation Accela I Single Phase, $69,700.00 Implementation I Post -Go Live TOTAL: 1 $434,600.00 RedMark Technologies, LLC. Page 41 of 41 Attachment F Timmons Group, Proposal on _ �s v 6000 Permit and Land Use Management System / 2024-08 City of Rosemead.. CA T I M M O N S GROUP Due: 5:00 PM, Thursday, March 14, 2024 GEOSPATIAL SOLUTIONS Contact: Lou Garcia I Principal Cityworks �° 1001 Boulders Parkway Suite 300 Richmond, i23225 mmon 443.904.3897 Fax: 804.560.1016 louis.garcia@timmons.com a. T:=<.nt.�:-:r. www.timmonsgis.com TIMMONS GROUP GEOSPATIAL SOLUTIONS March 14, 2024 City of Rosemead, CA 8838 E. Valley Boulevard Rosemead, CA 91770 1001 Boulders Parkway P 804.200.6500 Suite 300 F 804.560.1016 Richmond, VA 23225 www.timmonsgis.com RE: Permit and Land Use Management System / RFP No. 2024-08 Dear the Selection Committee: The City of Rosemead is seeking a qualified consultant to provide and implement a fully integrated permit and land use management system to process building permits, land use and zoning permits, building inspections, engineering permits and code enforcement cases. For more than 20 years, Timmons Group has provided a wide variety of Computerized Permitting and Licensing software as well as Computerized Maintenance Management Software (CMMS), Enterprise Asset Management, IT, and award-winning GIS services to local government, utilities, municipal, federal, and private clients. Our team encompasses Cityworks the leading GIS -Centric Permit, Licensing and Land (PLL) System on the market, which allows for extensive combined capabilities, software tools, local support and depth of experience required to form a solid foundation for the success of this project. Implementing Cityworks PLL for your permitting and development management system needs will meet each of your requirements both now and with any future expansion. We have included an in-depth description of our approach, which has led to successful implementations across the country. Additionally, Timmons Group is unique as it is the only Cityworks solution provider that is both a Platinum Implementation Partner and a Strategic Development Partner. LA County just recently selected the Cityworks platform as well as Timmons Group for their implementation. If the City were to also use Cityworks the facilitation of data and even combined workflows between the City and LA County would be greatly eased and enhanced. Our team will provide the City an unsurpassed ability to deliver sound solutions to all phases of your program through: An iterative project delivery approach that will allow us to meet your desired deadlines. We will build a roadmap, engage experienced professionals, and execute a well-planned approach to migrate from your legacy systems and processes, implement Cityworks PLL, integrate to other systems, and assist with data conversion. Key team members dedicated to your project offer an impressive level of professional experience and knowledge for delivering services to your full range of associated services. Team members have worked together on multiple successful community development, permitting, inspection, and licensing projects specific to Cityworks® PLL and are empowered to do what it takes to make sure your projects are successful for you and your stakeholders. Timmons Group is a Cityworks Platinum Implementation and Cityworks Strategic Development partner with intimate experience of Cityworks APIs and leveraging them for custom integrations and mobile deployments for iOS, Android, Surface, or Windows tablets or smartphones. The leveraging of experience from implementing Cityworks with more than 100 clients that have faced the challenges you currently face, including many within your y�r local area. We were recently awarded our 132nd Cityworks project. Cityworks P atinum ATRMBL o ON Par-rer i6esd tglt Network Management Specialty asArcGIS Hub Specialty �S. esri W.tmnt Uevrlace. Ivchkaat Vis• aws• w SN•�be u«,a... .Rnwe< v..mue... GIS I STRATEGIC PLANNING I DATA MANAGEMENT I WEB AND MOBILE DEVELOPMENT I ASSET MANAGEMENT I STAFF AUGMENTATION City of Rosemead, CA March 14, 2024 Page 2 OA full understanding of your program requirements and a project team committed to exceeding your highest expectations by developing sound and innovative technical solutions. We will apply our lessons learned on recently completed similar projects to your full advantage. Comprehensive training program that starts at project kick-off and does not end until well past project completion that and involve City employees through all phases of the project. A dedicated Client Support Program ensuring our clients are continually capitalizing on their investment in Cityworks. A partnership with Timmons Group offers the City a significant number of benefits. From initial system planning and design activities all the way through implementation and deployment, you will have direct access to industry-leading engineering, planning, GIS, and information technology professionals and "best -of -breed" Permitting, Licensing, and CMMS enterprise asset management services. Timmons Group is confident we represent the best overall value to the City. If you have any questions or require any additional information, please contact Lou Garcia at 443.904.3897, as he has binding authority. Respectfully yours, Ronald R. Butcher Jr., MBA Principal in Charge ron.butcher(Dtimmons.com Lou Garcia Principal & Project Director louis.aarcia(a)timmons.com GIS I STRATEGIC PLANNING I DATA MANAGEMENT I WEB AND MOBILE DEVELOPMENT I ASSET MANAGEMENT I STAFF AUGMENTATION Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 TABLE OF CONTENTS Section1 — Approach and Scope of Work..........................................................................................................................1 ProjectUnderstanding.........................................................................................................................................................1 Scopeof Work..................................................................................................................................................................... 3 Schedule...........................................................................................................................................................................24 Approach........................................................................................................................................................................... 26 Section 2 — Project Team, Key Personnel, and Resumes...............................................................................................29 OrganizationChart ............................................................................................................................................................29 Resumes........................................................................................................................................................................... 30 Section3 — Company Qualifications................................................................................................................................. 50 WhoWe Are...................................................................................................................................................................... 50 WhyChoose the Timmons Group Team..........................................................................................................................51 PastProjects.....................................................................................................................................................................52 SimilarServices Provided................................................................................................................................................. 53 LocalExperience...............................................................................................................................................................53 Timmons Group Client Support Program..........................................................................................................................53 CityworksSupport .............................................................................................................................................................53 Section4 — References.......................................................................................................................................................57 Section 5 — Standard City Contract and Insurance Requirements...............................................................................60 TrimbleCityworks Sample SLA.........................................................................................................................................61 TimmonsGroup Sample SLA..............................:............................................................................................................86 Section 6 —Addenda Acknowledgement..........................................................................................................................90 Section7 — Cost Proposal..................................................................................................................................................91 Appendix: Product Overviews...........................................................................................................................................92 CityworksPLL...................................................................................................................................................................92 TimmonsGroup PLL Portal.............................................................................................................................................115 AvolveDigEplan..............................................................................................................................................................117 TOC TIMMONS GROUP GEn SFATiAI soLUTio NS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SECTION 1 - APPROACH AND SCOPE OF WORK PROJECT UNDERSTANDING Timmons Group understands that the City of Rosemead is seeking a qualified consultant with proven expertise to provide and implement a fully integrated permit and land use management system for the processing of building permits, land use and zoning permits, building inspections, engineering permits, and code enforcement cases Further, the system must be parcel -based with GIS capabilities and offer full integration. Online and mobile functionality are requirements to provide a citizen portal and consultant access, as well as functionality that will allow field staff directly access site data and edit permits and inspections. To meet your goals, we are proposing Cityworks PLL as your core platform solution. To augment this platform, we recommend optional top software to build a robust toolset that will meet and exceed your goals and allow the City to affect a true paradigm change. Recently, Los Angeles County selected Timmons Group to implement its Cityworks platform. If the City were to also use Cityworks, facilitating data and combined workflows between the City and LA County would be greatly eased and enhanced. Phase 2 1 1 Phase 3 TIMMONS GROUP Dig pian GEOSPATIAL SOLUTIONS TG PLL Portal The Cityworks PLL solution can perform the City's technical requirements. However, this does not indicate, nor is it true, that simply by purchasing and installing Cityworks PLL that you will be performing permitting, inspections, licensing, plan review and citizen engagement to the level you desire; nor will you become more effective at performing the various tasks associated with the desired level of citizen management, permitting and land development. Many community development, permitting, licensing solutions are capable of performing development services tasks as well as extensive data analysis. However, simply using and analyzing data and/or a software system does not mean development services are operating and delivering services at the level the City wants. To improve operational capabilities and provide desired services, a Best Management Practice (BMP) framework, Workflow and Standard Operating Procedures (SOPS) that fully use Cityworks PLL must be undertaken. To understand where Land Management needs to get to, we must first define this destination. When Timmons Group works with our clients to address their community development needs, we frequently reference the U.S. Department of Housing and Urban Development definition that states: "Community development activities build stronger and more resilient communities through an ongoing process of identifying and addressing needs, assets, and priority investments. Community development activities may support infrastructure, economic development projects, installation of public facilities, community centers, housing rehabilitation, public services, clearance/acquisition, microenterprise assistance, code enforcement, homeowner assistance and many other identified needs." - as defined by U.S. Department of Housing & Urban Development Page 11 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 When reviewing this definition, several technical solutions can meet the management of these areas. To meet the intent of the US Dept. of HUD definition as well as City goals, the supporting areas (processes, resources, technology, and competences) must be first recognized and understood and then a plan must be enacted to address them and to fold them into an overall plan for a Cityworks PLL implementation. Timmons Group proposes to work with the City to refine existing or create new workflows, follow existing business rules, legislation, and other criteria so that you can leverage Cityworks PLL to meet your goals. We will use this gained knowledge and your existing processes/workflows and to tweak these processes/workflows as necessary to include best practices, a Best Management Practice framework, Workflow and Standard Operating Procedures, and to fully and effectively use Cityworks PLL. This initial business process analysis provides our implementation team with a detailed look into the everyday processes marshaled by City staff. A primary objective of this task is for our implementation team to review and understand how the City conducts business and manages its workflows. The goal is to provide knowledge to support and enable our implementation team to properly address the technological impacts of the software deployment and for the City to understand the technological impacts and the non- technological impacts related to business processes and workflows. Realizing your vision, however, can be challenging. It will require change — new behaviors and new skills. It will also require a solid foundation of well-defined business processes and solution requirements. But before any supporting IT tools can be configured, there must be clarity on the organization's core processes: the workflows for key steps and sub - steps, and what data must be collected at which points to inform which decisions; as well as which integrations to other City systems are desired. By analyzing business processes in a structured way, one streamlines the technology and data needs and, perhaps more importantly, one can identify tangible improvement areas for quick wins. The City faces a critical turning point under the pressure of the increasing demand of citizens for electronic systems, timely processing of requests, transparency, and financial pressures. Because citizens are used to using smart phones to receive shopping and social media services, they expect the same from their local governments. Staff must manage its resources, collect, and analyze information, and provide long-term value to the public as well as to municipal decision makers. Under this project you can leverage data and technology in new ways and leverage processes and analytic techniques. Beyond the immediate process efficiency gains, your permitting and development management program can help affect real cultural change within the organization and the City itself. Truly, you have an exciting opportunity. We have designed an approach which has multiple possible Optional iterations to meet your needs, these are: •.Location Electronic Document solution Portal Review None Management None Cityworks Online (CWOL) - Phase #1: Proposed Cityworks Cityworks Core PLL Public Access SaaS Implementation Portal Optional Phase #2: Cityworks Timmons None None Either onsite, Cityworks Online Timmons Group PLL PLL Group PLL or Timmons Group managed Portal — enhanced Portal services hosted via AWS or 31' portal functionality party hosting provider Optional Phase #3: Cityworks Timmons DigEplan None Either onsite, Timmons Group Avolve DigEplan PLL Group PLL managed services hosted via Portal AWS or third -party hosting provider Optional — Esri Cityworks Esri7�7 one As an optional add-on we are Crowdsource PLL Crowdsource proposing that Rosemead utilize Reporter Reporter a iece of software you are TIMMONS GROUP Page 12 c,EnSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SCOPE OF WORK To meet the City's requirements the following scope of work (professional services) will be required. Timmons Group has tailored this scope of work to fit the exacting requirements as outlined within the RFP. Timmons Group takes pride in our project management. Our management methodology has led to 140+ successful implementations of Cityworks across North America. Our projects are consistently delivered on time and on budget. Our Approach to Project Management Timmons Group specializes in delivering community development solutions for our clients. We have accumulated years of experience and lessons -learned that has shaped our project management and implementation approach. Our project manager will be responsible for: • Facilitating meetings between the Timmons Group team and the City's project stakeholders • Preparing for, and conducting, all onsite and on-line meetings • Reporting risks and impediments to the team as issues arise and maintaining a risk registry on our web -based project portal • Maintaining the project work plan and project schedule • Managing change • Monitoring and reporting project performance Project Management Plan (PMP) The PMP integrates and consolidates the subsidiary management plans from the planning process, including: • Scope management plan (including the change management process) • Schedule management plan • Cost management plan • Quality management plan • Human resource plan • Communications management plan • Risk management plan • Procurement management plan Project baselines are established for schedule, cost, and scope. These baselines are combined into a performance measurement baseline against which integrated performance can be measured throughout project execution. Our Project Manager will develop and deliver a PMP outlining the tasks, schedule, deliverables/milestones, communication plan, and the associated resources (intemallexternal) necessary for the project to be successful. Project Tracking and Reporting Timmons Group will maintain procedures throughout the project for tracking and reporting progress. We will establish a dedicated, secure online project portal that provides centralized, on -demand access to project documents and status. Our TIMMONS GROUP Page 13 GFOSPATiAI. SOt. UTIONS likely already licensed for. This being Esri's Crowd Source Reporter. By deploying and configuring this tool Rosemead can meet your requirement of a public facing website of constituents to report issues. They will be able to do via PC's tablet devices and or smartphones. The data will automatically appear in the proper places with Cityworks for action by City staff. SCOPE OF WORK To meet the City's requirements the following scope of work (professional services) will be required. Timmons Group has tailored this scope of work to fit the exacting requirements as outlined within the RFP. Timmons Group takes pride in our project management. Our management methodology has led to 140+ successful implementations of Cityworks across North America. Our projects are consistently delivered on time and on budget. Our Approach to Project Management Timmons Group specializes in delivering community development solutions for our clients. We have accumulated years of experience and lessons -learned that has shaped our project management and implementation approach. Our project manager will be responsible for: • Facilitating meetings between the Timmons Group team and the City's project stakeholders • Preparing for, and conducting, all onsite and on-line meetings • Reporting risks and impediments to the team as issues arise and maintaining a risk registry on our web -based project portal • Maintaining the project work plan and project schedule • Managing change • Monitoring and reporting project performance Project Management Plan (PMP) The PMP integrates and consolidates the subsidiary management plans from the planning process, including: • Scope management plan (including the change management process) • Schedule management plan • Cost management plan • Quality management plan • Human resource plan • Communications management plan • Risk management plan • Procurement management plan Project baselines are established for schedule, cost, and scope. These baselines are combined into a performance measurement baseline against which integrated performance can be measured throughout project execution. Our Project Manager will develop and deliver a PMP outlining the tasks, schedule, deliverables/milestones, communication plan, and the associated resources (intemallexternal) necessary for the project to be successful. Project Tracking and Reporting Timmons Group will maintain procedures throughout the project for tracking and reporting progress. We will establish a dedicated, secure online project portal that provides centralized, on -demand access to project documents and status. Our TIMMONS GROUP Page 13 GFOSPATiAI. SOt. UTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 approach to project management is very "hands-on" and will support constant communication to minimize project risk, remove impediments to progress, and to ensure that we are delivering the best possible solution. Standard project management documents that will be posted to the project portal include status reports (MS Word), current and past versions of the project work plan (MS Project), key project decision log, risk register, and a task/action Rem log. At the end of each month, we will provide the City with a project status report that documents the activities performed during the previous month. At a minimum, the report shall address the following: • Status of tasks • Planned work to be carried out in the ensuing month • Problems (risks and impediments) encountered • Mitigation actions taken to resolve problems • Key decisions (technical and administrative) • Open action items • Schedule update • Financial update • Project performance measurements Questions and Issue Tracking Timmons Group recognizes that n,.„ communication between the City and our n ,,,• m TIMMONS GPO. ®,r O e ,, ., • �,, , - `- --- Overnew assume the primary role of controlling communication between our project team n �" members and City employees. Should issues arise during the project, we will O ■ ° •gym »M (administrative and technical), questions, and 0,, communications are appropriate and that resolutions are documented. The project tracking log will be maintained on the project portal. �w`� per......,_.....................a,.,..n.,.,..,...A..�a.,�., .,� . , Timmons Group recognizes that n,.„ communication between the City and our n ,,,• m project team must follow a standard flow, ®,r O e ,, ., • �,, , if the project is to succeed. We will assume the primary role of controlling communication between our project team n �" members and City employees. Should issues arise during the project, we will 0 log and track issues and key decisions (administrative and technical), questions, and action items to make certain that the decisions made during the communications are appropriate and that resolutions are documented. The project tracking log will be maintained on the project portal. TIMMONS GROUP Page 14 GFOSPATIAI SOLUTIONS Scope Management Plan Understanding that issues will arise during the project that may require changes to the agreed -on scope of work, a proactive method of identification and management of these issues must be used. Timmons Group uses a Change Control Process that is illustrated in the following process flow diagram: Final project costs are established through the development of a detailed Scope of Work — one that establishes what products and services will be delivered as well as those that will vW be provided as part of the established fee. A level of open and honest communication among stakeholders is required such that system functionality can be balanced with available funding, and appropriate and reasonable expectations set. Once these elements have been addressed, cost control becomes a multi -tiered effort involving effective project management, clear communication among stakeholders (especially the Project Managers), schedule management, and quality control. To protect both parties, client and consultant, a Change Control Process must be developed and adhered to throughout all phases of the project. Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Any modifications or deviations from the agreed -on Scope of Work, including system functionality, service delivery, technical documentation, or project schedule or budget will be subject to CHANGE CONTROL procedures: Any project team member may initiate a CHANGE REQUESTwhenever there is a perceived need for a change that will affect the desired or anticipated outcome of the work or any element of the project. The project team member should use a CHANGE CONTROL NoTrcE (CCN) form as appropriate for the change: 1. Agreement to a CHANGE REQUEST signifies agreement to a change in overall costs, functionality, time scales, or other identified project impact. 2. Changes will be identified and communicated by / to the respective Project Managers by any of the prescribed communication channels. CHANGE REQUESTS may be introduced via verbal conversation or other form of communication but must be supported by the appropriate CCN document. 3. CCNs will be signed by both the Timmons Group and The City Project Managers to indicate acceptance of the changes. 4. All project participants should understand that time is of the essence when initiating, reviewing, negotiating, and approving CHANGEREQUESTs, as any delays to work in progress caused by a CCN may impact the overall project schedule. TIMMONS GROUP Page 15 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 The CCN template proposed for this project is presented on the following page. A library of CCN documents will be developed and archived for team reference as the project progresses. N. Risk management status: Schedule Management Plan Timmons Group uses Microsoft Project to track tasks, milestones, and dependencies of our enterprise asset management projects. The change control process is the same as the process outlined in Scope Management Plan. The schedule is reviewed at project progress meetings and any changes are agreed on by the project team (which includes The City stakeholders). Risk Management Risk Management is managed via project progress meeting and communicated via a shared document that identifies the risk, color codes the risk based on several criteria and specifies a mitigation strategy. The Risk Register is included within the project progress report that will be provided to the project on an agreed -on interval. Quality Management Timmons Group uses two strategies to ensure quality and acceptance of our deliverables. The processes are as follows Our Approach to Quality Control Quality Control on a Timmons Group Cityworks implementation project is on- going throughout the life of the project. In addition to formal items such as a Project Management Plan, Testing Plan, and an Acceptance Plan and Acceptance Certification, we employ several quality control measures throughout the life of the project. We have assigned a Project — Director to this project. In this role the Project Director will act as the Senior Technical Reviewer for all project deliverables. Specific quality control procedures include internal review I* meeting between the Project Director and the project team as well as a formal change control process to deal with project changes. Timmons Group has clear and defined roles for the Quality Control responsibilities of all staff members. Because all staff levels of the project team are involved in delivering quality service to our clients, each employee is given the necessary training and orientation to perform a specific task. Prior to being assigned to a specific Quality Control responsibility staff members must meet TIMMONS GROUP Page 16 C'nSPATIAI SOLUTIONS # potential Risk ]hiosi Control Measures status 1 Group 1 Co guration Timmons las place wor - In process plan for resource dedication into action for reaching/sustai tong project schedule 2 Group 1 data Timmons has placed %rork m process conversion plan for resource dedication into action for reaching/sustaining project schedule 3 Group 1 reports Timmons hasp workIn process plan for resource dedication into action for reaching/sustaining project schedule 4 811 Data Import Tool Timmons has placed r+rork m process plan for resource dedication Medium into action for reaching/sustaining project schedule 5 Training Week of Oct. 16 & Oct 2V In process needs confirmationMetro 6 Group 1 Go live Items 1-5 must occur due N process date to meet tlds date. Timmons PM & Metro PM to work to make sure these items occur as necessary 7 Group 2 to-fignmatimi LOE for group 2 is aw Timmons Group uses two strategies to ensure quality and acceptance of our deliverables. The processes are as follows Our Approach to Quality Control Quality Control on a Timmons Group Cityworks implementation project is on- going throughout the life of the project. In addition to formal items such as a Project Management Plan, Testing Plan, and an Acceptance Plan and Acceptance Certification, we employ several quality control measures throughout the life of the project. We have assigned a Project — Director to this project. In this role the Project Director will act as the Senior Technical Reviewer for all project deliverables. Specific quality control procedures include internal review I* meeting between the Project Director and the project team as well as a formal change control process to deal with project changes. Timmons Group has clear and defined roles for the Quality Control responsibilities of all staff members. Because all staff levels of the project team are involved in delivering quality service to our clients, each employee is given the necessary training and orientation to perform a specific task. Prior to being assigned to a specific Quality Control responsibility staff members must meet TIMMONS GROUP Page 16 C'nSPATIAI SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 minimum qualifications and must be approved by the Principal in Charge. Timmons Group has an established program for project Quality Contol that is incorporated into our contract management process. Our primary means of building quality into every phase of each project is through the use of assigned senior technical reviewers (STR) and periodic QA reviews at the program level. Our reputation is built on the execution of existing work and products. Timmons Group has an excellent track record of providing high-quality services to public agencies, as demonstrated by our strong past performance ratings. The goal of this phase is to develop an initial Project Management Plan (PMP) document, and to accomplish the initial data gathering prior to the kick-off meeting. This task "primes the pump" for the kick-off and configuration workshops and ensures there will be IT -related bottlenecks related to hardware or software purchases. Our team uses a formal Project Management Plan (PMP) process for documenting, tracking and communicating the key elements of a project, which include: Project scope, schedule, work plan (including staff, stakeholders and other resources), budget, communication plan, definition of project goals and critical success factors, definition of team member roles and responsibilities, project assumptions, change management and risk management. The purpose of the PMP is to ensure that the project objectives are clearly articulated and met, that tasks are completed on schedule, issues are identified and resolved promptly, and that project status is continuously communicated to project team members. Our Project Manager will draft a PMP for an initial review by the City's Project Manager and other staff during the kick-off meeting. Acceptance Procedures: Certain project deliverables and milestones will be subject to a process of review and acceptance. The process will involve the Project Managers from both The City and Timmons Group signing a User Acceptance document to indicate that products and services were delivered in accordance with the Project Plan. A fully executed User Acceptance document shall serve as authorization for Timmons Group to continue to subsequent project tasks. Failure on The City part to complete milestone acceptance in a timely manner may cause delays in initiation of subsequent tasks. The process for documentation deliverables is detailed in the following workflow: • Timmons Group will submit a Preliminary Draft of the project deliverable which will consist of a basic document template or outline for City Review. • City will review and provide acceptance of the Preliminary Draft format within 10 days. • Timmons Group will deliver the draft deliverable by the scheduled due date. • City will review the deliverable and provide feedback. • Timmons Group will deliver the final version for City formal acceptance. In some cases, where appropriate, the document deliverable will be updated throughout project and redelivered prior to Go -Live. Communication Management The goals of Timmons Group's communication plan are to ensure that the project objectives are clearly articulated and met, that tasks are completed on schedule, issues are identified and promptly resolved, and that project status is continuously communicated to the City core team. The communication plan addresses the primary aspects of project communication, including: • What is being communicated • To whom it is to be communicated • How it is to be communicated (e.g., In-person, email, call) • When it is to be communicated TIMMONS GROUP Page 17 GFOSPATIAL SOLUTIONS Timmons Group will employ a proactive approach to project communication, consisting of the components more fully defined below, to ensure the proper and efficient utilization of resources and the timely delivery of products and services within the framework of the project Scope of Work. Bi -Weekly Status Call and Minutes — Timmons Group's Project Manager will prepare an agenda for and conduct a bi-weekly status call related to the specific work -in -progress of the project team. The Project Manager shall record and report via meeting notes the results and action items required. Bi -Weekly Status Calls can be regularly scheduled. Monthly Status Reports — Timmons Group's Project Manager will prepare monthly status reports using the template presented on the following page. Every other (roughly) bi-weekly status report shall be delivered to the City core team with each month's invoice. Bi- weekly status reports will also be archived online for additional, on -demand access. Monthly Status Reports are due within the fourth full week of the month, prior to the bi-weekly status call. Ad -Hoc Meetings — As is required throughout the duration of the project, additional meetings may be called by either Project Manager to address personnel, scheduling, technical, or other project issues. These meetings will typically be held via teleconference. Project team members will participate in these meetings as necessary. The Timmons Group Project Manager will document the meetings and distribute a summary to all project team members via email. The dates for project calls, meeting and reports will also be maintained on the project calendar, which will be available online for easy, on -demand access. Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Phase 1: Cityworks PLL Phase 1 Task 1: Project Management Project Team members selected for this engagement have recent significant experience in the planning, design, and implementation of multiple Cityworks PLL projects of varying depths and complexities. However, our experience indicates that these competencies alone do not automatically translate into successful projects. Rather, the key to project success is the proper use of available resources within the framework of a well-managed project plan that completely addresses each of the following processes: INITIATION — project authorizations and expectations PLANNING — project definitions, objectives, deliverables, assumptions, and analysis of alternatives EXECUTION — coordination of resources, quality control, delivery of products and services CONTROLLING — monitoring and measuring to identify variances and initiate corrective actions CLOSING — acceptance of project results and deliverables With our Program Director and Project Manager serving as the hub of our team, and the conduit of communications between our subject matter experts, any third -party vendors, and City stakeholders, we propose to use the following TIMMONS GROUP Page 18 GFOSPn11nL SOLUTIONS Project Report gect ame Protect Client: Number: 7mpon Marne: Report ate: epo u r: e is utmn: suave 5mmary. What we ammplished in die t. J"rmonih vera a Rwig05eon Sim. Stove mwwepow m accomPiiiin t. in zttene< mon : ary of anocipmed and approved changes in protea[ scopeschedjiebudger ofacheaUean w Ueir a ble Forsast Actual Status SigtgM mzwmimgernenrsmom- fttenuA Risk I Pnonty I Con&ol Measwes 1 Status Phase 1: Cityworks PLL Phase 1 Task 1: Project Management Project Team members selected for this engagement have recent significant experience in the planning, design, and implementation of multiple Cityworks PLL projects of varying depths and complexities. However, our experience indicates that these competencies alone do not automatically translate into successful projects. Rather, the key to project success is the proper use of available resources within the framework of a well-managed project plan that completely addresses each of the following processes: INITIATION — project authorizations and expectations PLANNING — project definitions, objectives, deliverables, assumptions, and analysis of alternatives EXECUTION — coordination of resources, quality control, delivery of products and services CONTROLLING — monitoring and measuring to identify variances and initiate corrective actions CLOSING — acceptance of project results and deliverables With our Program Director and Project Manager serving as the hub of our team, and the conduit of communications between our subject matter experts, any third -party vendors, and City stakeholders, we propose to use the following TIMMONS GROUP Page 18 GFOSPn11nL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 management tools to manage the proposed engagement programmatically and proactively to a successful end. Timmons Group will provide the following Project Management services throughout the duration of the Contract: • Review, analyze, and consult on the City's current business processes communicated by staff. The following areas are to be included within the scope of work and will be addressed within the scope of services to implement Cityworks PLL: — Addressing — Business Licensing — Cash Receipting — Code Enforcement — Mobility — Automated Workflow — Document Management — GIS — Inspection Management (including building, planning, engineering, code enforcement, fire, finance) — Permitting (e.g., building, electrical, mechanical, demolition, fire, grading, and encroachment) — Planning & Zoning — Robust Inquiry and Reporting — Animal Licensing • Develop, in cooperation with City Project Manager, a Project Plan, Communication Plan (within Project Plan) and Schedule • Proactively manage and update the Project Plan, Communication Plan and Schedule, as required, throughout the duration of the Project. The Project Plan, Communication Plan and Schedule modifications will be facilitated on agreement between the City and Timmons Group in accordance with the Change Control Notice process. • Coordinate project events with City Project Manager and Timmons Group Team members • Author, edit, review, and distribute project documentation and technical reports, as required • Facilitate in -process review meetings with City Project Manager and end-users as scheduled, and appropriate, throughout the duration of the project • Anticipate problem areas and propose and facilitate solutions (i.e., risk management) City Responsibilities • The City project managertteam will review the Project Management Plan and ensure it meets the City's requirements. City project team is typically comprised of the following roles: — A Project Manager — A Planner or The Planning & Zoning Coordinator — An Inspector — A Permit Technician — A Business Licensing Clerk — A GIS Analyst Deliverables • Project Management Plan that will be managed over the life of the project. Phase 1 Task 2, Project Kick-off Meeting Project team members and participating City staff will participate in a Project Kick-off Meeting to be held for the purpose of introducing the project participants, to establish the roles and responsibilities of all Project Participants, validate City goals and objectives, establish the lines of communication to be employed throughout the duration of the project, and to answer any questions City staff may have. TIMMONS GROUP Page 19 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 City Responsibilities • City stakeholders will attend the project kickoff meeting. Deliverables • Project presentation and meeting minutes. Phase 1, Task 3: IT/GIS Systems Workshop Our configuration team will meet with the City project management and IT staff to discuss and define the hardware and technical requirements for the Cityworks PLL implementation. We have proposed that the Cityworks PLL (SaaS) software will be installed in and operate within the Timmons Group provided online environment, hosted with Amazon Web Services (AWS). During this meeting various system architectures and minimum requirements will be explored to find the best fit for the City. The goal is to ensure the AWS environment is in place prior to initial software configuration. City Responsibilities • City is responsible to have IT & GIS staff present for the IT System Webinar that are knowledgeable on the current City infrastructure and any planned modifications during the life of the project. Deliverables • Core System plan for Hardware, Software, network configuration and GIS requirements for Cityworks PLL. Report detailing the existing technical test and production environments including any recommended upgrades or enhancements or licenses required to test or deploy Cityworks Server PLL. Phase 1, Task 4: Data Gathering The goal of this task is to meet with City departments and gather critical information that will be later loaded into the PLL environment. Data that will be gathered includes: • Identify Database and Domain Administrators • Identify PLL Administrator • Identify PLL Users • Select PLL Login Security Model • Define ArcGIS Services • Identity Email Settings for PLL City Responsibility • Identify Contractors • Permit Application Forms • Reports and Printed Forms (e.g., permit cards, certificates of occupancy, violation notices) • Code Violation List • Building Corrections List • Frequent Applicants • City staff will be available to assist with obtaining all information identified during the data gathering process. Deliverables • Systems Configuration Document (details which servers will be used by Cityworks and what software and the versions that will be installed on each server along with GIS services to be used for the Cityworks map) • City to provide a PLL user list along with employee details (login name, email address, title, and department/division) • City to provide list of contractors • City to provide a list of Code Violations, Permits, Licenses and Inspections Phase 1, Task 5: Identify, Prioritize, Define, Workflow, Report, & Data Migration The goal of this task is to identify and prioritize the permit types and workflows based on complexity, commonality, and impact on the City. TIMMONS GROUP Page 110 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 • Workshop to identify and prioritize workflows & reports • Introduction to PLL and security roles City Responsibility • Key City staff will participate in the requirements definition and workshops. Deliverables • City will provide documentation on existing workflows • Workflowlremplate list • Report list Phase 1, Task 6: PLL Workflow Workshops Our configuration team will conduct two five (5) day in duration workshops to begin the process of documenting the details of each case identified to be built in PLL. The workshops act as a discovery process to identify the components that are required to configure each case in PLL. Workshops sessions are typically broken down by division or workgroup to discuss cases handled by each group. Sometimes a representative from each division may need to be present for cases that have workflow tasks that span multiple workgroups. Each workshop session begins with a brief software demonstration of Cityworks Server PLL to help familiarize participants with the core components and functionality of the software. The demonstration will give the workshop attendees an opportunity to review and understand the software, potential impacts and changes in their daily business processes, and the purpose of adopting these tool sets. It has been our experience that successful adoption of Cityworks is increased through repeated exposure of the software during the workshops. During the workshops, our configuration team will analyze the various technological, operational, and organizational elements of City's business for the purpose of ensuring the planned Cityworks implementation and expected system integrations can deliver the feature -rich data needed to support the numerous complex operations and activities undertaken by the various departments. In support of these efforts, our configuration team will analyze with the City the following critical elements: • Workflows & Tasks — Identify the current tasks and decisions that are involved with the workflow for each PLL case. The implementation team will identify points of possible improvement in existing workflows and discuss how current business processes may change or be modified to fit within the Cityworks application. The workflow review will identify each task within the workflow, the possible outcomes for each task, and the party responsible for completing tasks. Task results can trigger changes in case status, dictate path that the workflow follows, and send email notifications. • Data Requirements — Review of the current application forms, requirements for submittal, checklists, violation lists, contractor lists, and other data that needs to be tracked and recorded as part of a case. Existing documents are reviewed onsite, and the configuration team will discuss with the City how various items will fit into the Cityworks system. This will help give the City some insight on what their data will look like in Cityworks. • Fee Calculations — Identify the fees associated with each case and the information used to calculate the fees. The fee schedule is reviewed to ensure both parties understand all fees involved and how they are calculated and when they are assessed. This includes fees for application submittal, permits, and violations. • Reports/Printing/Notifications — Reports, printing needs, and notification requirements are identified and documented during the review of the case workflows. The system will be configured to meet reporting requirements. Items like permit cards, notification letters, and notice of violations are also documented as these items will need to be developed as custom Crystal Reports that can be printed. Email notifications are also identified to be included in the configuration. • Systems and Applications — Information technology and process automation tools currently deployed and maintained by the City should be investigated and analyzed in terms of their ability to support the increased network traffic, data loads, and application maintenance requirements introduced by the planned Cityworks program. Additionally, existing business applications such as network modeling, mobile computing, customer TIMMONS GROUP Page 111 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 relationship management, etc., should be investigated to determine the best manner by which to integrate with the planned Cityworks system. • Data — Existing datasets (spatial and tabular) maintained for the purpose of supporting the daily operation and maintenance of the departments and their associated processes must be inventoried and analyzed for the purpose of supporting the development of any required data conversion/migration/development plans. • Best Practices — Established permitting and code enforcement best practices, as they relate to City's current operational mandates, contrasted with where the various departments currently fall within the spectrum, should be established and benchmarked for the purpose of establishing the required system implementation path needed to guide the City to its ultimate Cityworks deployment and adoption goals and objectives. These core elements are the major components that will provide our configuration team and the City an understanding of the needs and challenges the departments will face as they move to implement Cityworks. The initial business process analysis provides our configuration team with a detailed look into the everyday processes marshaled by City staff. A primary objective of this task is for our configuration team to review and understand how the City conducts business and manages its processes. The goal is to provide knowledge to support and enable our configuration team to properly address the technological impacts of the system deployment and City to understand the technological impacts and the non- technological impacts related to business processes and workflows. This is an iterative process so for every workshop there will be a review and modifications made as identified in the project plan. City Responsibility • Aid Timmons Group configuration team's Project Manager in developing a comprehensive agenda based on department and key staff. Participate in workshops and review SD&C Plan drafts. Provide data and discuss workflows identified in the workshops. Deliverables • Workshop facilitation, workshop meeting minutes, workflow models. Phase 1, Task 7: System Design and Configuration (SD&C) Plan Once the required information about the PLL case data and workflows are gathered and analyzed our configuration team will work together to analyze and document the status of the primary components of the business process. The SD&C will also fully define the integration of various systems identified and Cityworks PLL. Specifically, these components will be analyzed: • Case Data and Workflows and Fees — This is the core of the PLL system. During the workshops detailed information will be documented that includes workflows, fees, case data, users, contracts, etc. • Enterprise Interface/Integrations — Define high level interface/integration requirements and model within Visio for interface/integration with the City's enterprise systems. During the PLL configuration workshops, our implementation team will develop the workflows of the new system with the workshop participants. The recommended changes will strive to enhance the efficiency of required tasks and follow industry best practices, as well as to enhance the satisfaction of the citizens/businesses being served. The resulting Software Design and Configuration plan will be the floor plan for the configuration of PLL and will document the "to -be" workflows. City Responsibility • Review of SD&C Plan drafts within five (5) business days. Deliverables • SD&C Plan drafts. TIMMONS GROUP Page 112 GFOSPATIAi. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Phase 1, Task 8: Cityworks PLL Database Configuration The configuration team will take the information gathered and documented and configure the Cityworks database. This task will take place at Timmons Group's office within our Cloud environment. The configuration of Cityworks will be based on the Cityworks Configuration Document and the SD&C Plan developed from the onsite workshops. Services for this task will include, but are not limited to: • Users/Employees • Departments/Divisions • Case Templates • Case Types/Subtypes • Status Codes • Tasks/Workflows • Checklists City Responsibility • Case Data • Fee Setup • Violations Library • Conditions • Flags • Contractors • People • City will continue to review and comment on Cityworks environment. Timmons Group will perform the configuration of Cityworks PLL. Deliverables • Timmons Group will update Cityworks Configuration per requirements, documentation, and plans. Phase 1, Task 9: Configuration Review Meetings The configuration team will conduct multiple (see schedule) in person and webinar review workshops of the Cityworks configuration to gather feedback from City departments. Review workshops will be held in 4 -hour intervals and will cover the admin configuration, workflows, fees, and integrations. City Responsibility • Attend configuration review meetings. Deliverables • Configuration meeting minutes and updated Cityworks Configuration Document and SD&C Plan. Phase 1, Task 10: Dashboard and Report Development The goal of this task is for Timmons Group to spend to spend four (4) weeks configuring reports with a total of 40 hours dedicated to developing the reports identified within the RFP.. An additional one (1) week will be used for additional print items and dashboards to use within the permitting system. Timmons Group anticipates that these templates will be reports built in Crystal Reports and dashboards will be configured in Cityworks Inboxes. The reports to be developed consist of: • By Project Type • By Time Frame • Project Value • Plan check and permit fees paid within a given data range • Number of permits issues within a given data range • Number of solar or solar battery permits • Number of housing units • Daily inspections TIMMONS GROUP Page 113 rFOSPATIAI. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 City Responsibility • Timmons Group will provide 40 total hours to develop the following 8 reports identified in the RFP: (By Project Type, By Time Frame, Project Value, Plan Check and permit fees paid within a given date range, Number of solar or solar battery permits, Number of housing units completed and Daily inspections) • City will develop and build all reports and dashboards necessary beyond the hours indicated. Deliverables • Timmons Group will perform 4 weeks of dashboard and report development. Phase 1, Task 11: Data Migration DATA MIGRATION/CONVERSION One of the key objectives typical of our clients is to consolidate multiple disparate systems into a more enterprise -oriented approach to work with your existing asset management solution and Cityworks PLL. Inherent to that process is establishing a strategy to deal with the data that is being managed in what will become legacy systems. This section specifically addresses the datasets and systems that are slated for conversion into the proposed Cityworks solution. OUR APPROACH Typical legacy datasets and systems targeted for conversion span multiple software vendors, database schemas, database versions, and even database formats, which implies that each will be handled in a unique way. While this is true in many ways, the fundamental approach to successfully migrating data from one system to the other is, in fact, the same. COORDINATION As is evident by this proposal, the migration effort is just one facet of the system implementation and cannot be undertaken independently. The foundation of the proposed Cityworks solution needs to be in place for the data migration to be performed, but even then, the conversion may drive specific configuration items and changes. Coordination and communication between the project team members will be an ongoing element of the conversion process that starts with project kick-off and terminates with a successful migration of all data into the production environment. ORIENTATION WORKSHOP The conversion process of each legacy system will include a workshop wherein the proposed project team will meet with appropriate client staff to review the specific implementations. The discussions will allow the project team to gain an understanding of how the applications are being used, what data has been recorded. At the same time, details associated with the data required as part of the conversion process will be reviewed, documented, and approved. During the workshops, the project team will also initiate the process of gaining access to the underlying database and will work with client staff to gather any available documentation (e.g., system specifications, entity relationship diagrams) specific to the software and specific versions being reviewed. This information will help to streamline the subsequent navigation and interpretation that will be necessary to perform the migration. DATA CONVERSION PLAN Perhaps the most critical task in a data conversion effort is performing a crosswalk of the source and target schemas to identify and document how various objects between the two systems are related, resulting in a documented "data map" that will guide the migration process. While HTE is a well-known commercial software package, software companies do not typically make database diagrams and workflows publicly available. Data structure even within commercial systems can vary across versions and, more importantly, each implementation can be setup differently based on workflow or data requirements. More data and custom solutions may have an even wider range or completely unknown schema. As such, the discussions and documentation resulting from the workshops will be critical to the completion of a highly detailed system crosswalk. Throughout the process, additional City input or clarification may be solicited as needed and is vital to ensuring that the resulting data mapping will reflect an accurate foundation for all subsequent activities. TRANSLATION SCRIPTING Following the schema crosswalks, the project team will develop a series of processes to facilitate the actual migration of the source system data into Cityworks. Depending on the complexity and volume of the source data, the process may be a mix of manual and a scripted solution but will be established in a manner to ensure repeatability. The scripted solutions TIMMONS GROUP Page 114 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 will be tailored to each specific data conversion effort and may range from native SQL Server scripts to third party migration tools but will ultimately follow a pattern referred to as extract, transform and load (ETL). The ETL approach is common within the GIS industry but applies much more generically to moving data between systems. The ETL process will be designed as a one-time process that will result in data migrated into a development Cityworks database. NOTE: (1) The project team will be performing a data translation but will not perform any data generation as part of this process. (2) While the scripts are being developed and data is being translated into development, City departments can use the source systems as always. At the time the data is ready for production conversion, the source systems will need to be taken offline or transitioned into a read only state. Schema Crosswalk F_ 7 Not Extract Transform & Load. FkF/- E ln.w SWfb4.N .b M 7 . Fv�vim" User Acceptance N MULTI -STAGED EXECUTION Once the scripts are developed, the project team will test our methodology through a three -stage process. This process is designed so that after the first data migration run (Draft) we will meet with the City to review the data, note issues and errors, edit our scripts and process, and then repeat the process. The three stages will be: 1. Draft Data Migration 2. Pre -Final Data Migration 3. Final Migration Although the details underlying each conversion may vary, automation is assumed based on the volume. As part of the pilot, the project team analyzes and evaluates the output to identify potential anomalies that are not sufficiently systematic to be detected or trapped by the scripts. The approach to addressing those anomalies will be documented and discussed with the client. VALIDATION AND QUALITY CONTROL With the conversion process completed against a subset of the data, the project team will perform a series of validation and quality control processes to verify a successful migration. This task will largely focus on back -end analytics that compare data in both the source and target systems but will also consist of front-end testing prior to release to the City for testing. Results from this quality control process will be documented and shared with the City. ACCEPTANCE TESTING In contrast with the validation and quality control phase, which is based on a review by the project team, the acceptance testing phase offers client staff the opportunity to review the data within the context of the proposed Cityworks system in contrast with the information contained in the source systems. The acceptance testing places more emphasis on the front- end testing, wherein users will interact with, interrogate, and visualize data through the Cityworks interface. Feedback will be incorporated into a revision process that will guide modifications to the scripts and processes that initially drove the conversion. On completion of the testing process and acceptance by the client, the project team will prepare for the production conversion, which will coincide with the release of the proposed system and the retirement of the legacy solutions. PRODUCTION CONVERSION The production conversion effort will encompass the migration of the full datasets from each of the source systems into Cityworks. The processes established through the crosswalk and encapsulated in the refined translation scripts will be TIMMONS GROUP Page 115 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 executed as part of the production release management process. The conversion team will coordinate with the client to transition the source systems into a static to ensure that no further data entry occurs that could result in data loss. The automated aspects of the conversion will be applied followed by any documented manual processes that are required to address data anomalies. The production conversion will wrap-up with a coordinated, but truncated, validation sufficient to verify a success data migration. Based on the preceding step -wise approach with multiple points of quality control and an ongoing feedback loop, the final conversion process is anticipated to adhere to the expectations of the project team and the client and will result in a more consolidated system with centralized access to a wealth of historic information. City Responsibility • Gather information for data migration requirements (8-16 FTE Hours). • Additional meetings as required (approximately 16 FTE Hours per participant). Deliverables • Orientation Workshop (2 hours) • Database Crosswalk Schema Document/Data Conversion Plan • Migrated Data (3 migration sprints') Phase 1, Task 12: System Integrations The concept of the enterprise system is to create interface points for systems to share appropriate information with other systems. Our team has extensive experience configuring software and systems leveraging Cityworks APIs that include Service Request, Work Order, PLL API, Inspections and Metrics, Cityworks SDK, and existing interfaces for billing systems, and financial systems as well as others. We understand the City has listed the following required integrations: • Esri, (inherent, occurs "out of the box") • Assessor • California State Contractor License Board • Tyler Finance • **Optional** - Avolve DigEplan Timmons Group is proposing an approach of "discovery" for the integrations. The RFP did not provide sufficient information as to the exact workflows these existing systems are a part of today, nor what the functional requirements of a possible integration may be. Therefore, our approach will be to work iteratively with the City to determine if an integration is needed, if a system can be replaced and what the functional requirements of a designed and built integration need to be. We have provided estimates for the costs of these integrations, however, this can be refined and finalized during scope negotiation. The core Cityworks software configuration effort must have integration points established. This can occur before or during the actual integration effort itself. Timmons Group has developed and uses a Modified Agile methodology to successfully implement many heterogeneous systems integrations/interfaces. Our methodology is comprised of five primary steps. These steps are a result of our experience with business systems integration and help to ensure a smooth and reliable project lifecycle and production outcome. We outline our process in Integration with Other Software, UIS. The following JavaScript Object Notation (JSON) web services are available for the Cityworks platform: Attachments Entity Preferences Authentication Equipment Public Access Bookmark Equipment Cost Reading Case Asset Event Layers Recent Activity Case Child Object Fee Setup Relates TIMMONS GROUP Page 116 GEOSPATIAL SOLUTIONS Permit and Land Case Task Comments General Search Case Task Results GIS Search Security Crew Holiday Service Request Condition In Box Storeroom Codes Inspection Tasks Contractor Labor Cost Types Customer Call Material Work Order Employee Material Cost Work Order Template The following APIs are available for the Cityworks platform: Citizen Engagement Metrics Work Order, Extended Document Management Service Request Inspections Work Order, Basic Use Management System City of Rosemead, CA RFP No. 2024-08 A Software Development Kit (SDK) is also available to download and install. It contains some sample DLLS to use to make coding easier if developing in .NET. The JSON web services do not support Windows Authentication. A second site, running Forms Authentication, can be used for the web services if Windows Authentication also needs to run for the main Server site. City Responsibility • Attend workflow definition meetings and review workflow diagram and application design document. Deliverables • Workflow Diagram and Application Design Document • Developed, tested, documented integrations of: — Selectron — Bluebeam — Munis — NC Licensing database — Simplicity Phase 1, Task 13: Develop Testing and Acceptance Plan The configuration team will work with City to develop and administer a Testing and Acceptance Plan. Testing and Acceptance Plan objectives shall remain consistent with the application functionality detailed in the System Design and Configuration Plan (consisting of the workflows laid out during the configuration workshops). The Testing and Acceptance Plan shall address, in sufficient detail (as collectively deemed by City and the configuration team) the elements required to support the City's testing of the Cityworks software functionality and database configuration, security matrix, documentation of application performance issues/errors experienced during the testing, documentation of the resolutions to noted issues/errors, and certification and acceptance of the final deliverable database configuration and software functionality. Additionally, the testing would also include the movement of data and workflows between Cityworks Server AMS and PLL as laid out in the configuration workshops. The test server and final production server environments will be measured against the results of the testing performed in accordance with this Testing and Acceptance Plan, and it is the baseline to which the scoped projects tasks will adhere. The Testing and Acceptance Plan shall be subject to the review and acceptance as to its reasonableness for its intended effort, which is defined herein as the ability to support the logical and thorough testing of the Cityworks application functionality, platform stability, and database configurations. On completion of development of the Testing and Acceptance Plan, the Team shall submit said plan to the City for review and approval. It is important for City staff review the draft plan for technical accuracy and completeness. Our configuration TIMMONS GROUP Page 117 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 team will update the Draft Testing and Acceptance Plan, incorporating the City's comments and re -submit said plan as Final. City Responsibility Assist in development and review of the Testing and Acceptance Plan Deliverables • Testing and Acceptance Plan drafts and final. Phase 1, Task 14: Acceptance Testing Prior to Go -live there will be a thirty (30) day acceptance testing period. During this period the City will test the Cityworks implementation against the SD&C documentation and identify issues and opportunities and submit to the Timmons Group project management site. The Testing and Acceptance Plan will frame and guide the City through the testing process. Desired changes or modifications to the system functionality that fall outside of the SD&C plan will not be addressed at this time. City Responsibility • City Project Manager will work with staff to implement the Testing and Acceptance Plan. Deliverables • Testing Plan, results, and modifications. Phase 1, Task 15: Final Product Configuration Our implementation team will conduct the final product configuration based on the System Design and Configuration Plan and Testing and results of the acceptance testing. Our configuration team will provide documentation for the key aspects of this project and Cityworks components. Proposed documentation is summarized below: Cityworks Configuration Document — Early on our configuration team with the City's input developed a Cityworks Configuration document that is maintained through the life of the project • Project Management Plan — Our Team developed and maintained a project plan that included the scope of project services (and any changes), budget, schedule, risk management and communication approach. • Cityworks® Server PLL Software — Trimble provides standard documentation for the latest product release. Separate documentation is provided for system administration and end-users. • System Design and Configuration (SD&C) Plan —Timmons Group will provide a copy of the plan resulting from the review, analysis and documentation of the organization and its current workflows, datasets, IT system and applications, system interface needs, output requirements, and public access and service request needs. • Training Materials — Timmons Group will provide a copy of the training plan and all training documents used during casual user, routine user, heavy user, ad-hoc reporting, management, and system administrator training. Timmons Group will also provide a User Guide for public portal users. • Testing and Acceptance Plan — Timmons Group will prepare and deliver a copy of the test plan and test results report to be used for system certification and acceptance by the City. City Responsibility Acceptance of documentation. Deliverables • All project documentation developed to date. TIMMONS GROUP Page 118 GFOSPATIAL SOLUTIONS Phase 1, Task 16: Knowledge Transfer/Onsite Training – During each onsite meeting (e.g., kick-off, workshops, configuration review) our configuration team consistently exposes City staff to Cityworks PLL that includes the Inbox, Case Data, and Case Workflows within the software. This does not replace but augments the training performed after final configuration. Onsite training will consist of two (2) one-week blocks of training that includes both Administration and User training specific the departments involved with this project. Our configuration team, in conjunction with the City's Project Manager and key stake holders, will devise a training plan specific to your environment and data. A pro -active training plan will ensure that City staff are equipped to undertake the system use and maintenance tasks immediately on receipt of the system. The training plan will include: • Product training curriculum descriptions • Listing of Instructors • Training Materials • Schedule City Responsibility Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 0 • City Project Manager will assist our configuration team in the creation of a comprehensive training plan that meets the City's needs with minimal disruption of daily operations. Deliverables • Training Plan and Training Documentation. The table below is a sample of what part of a Training plan may look like: Introduction to Cityworks® Introduction. Course is System Cityworks designed to give an overview of Cityworks Workshops and Users Administrator tor Configuration view. Users will learn basic operations ^+mpm Heavy ser within ArcMap, the Cityworks toolbar and "GCrystal Report 77 i Creator —....awe+ hands-on to create basic SQL reports. Routine User Ad Hoc Report Creator Q Casual User • City Project Manager will assist our configuration team in the creation of a comprehensive training plan that meets the City's needs with minimal disruption of daily operations. Deliverables • Training Plan and Training Documentation. The table below is a sample of what part of a Training plan may look like: Introduction to Cityworks® Introduction. Course is Ongoing during Casual Group N/A Cityworks designed to give an overview of Cityworks Workshops and Users functionality from an end -user's point of Configuration view. Users will learn basic operations Reviews within ArcMap, the Cityworks toolbar and functions, along with the creation of Service Requests and Event Layers. Cityworks Cityworks® Reporting with SQL. Expose 4 hours each Ad Hoc Report N/A Report Creating students to the Cityworks Report Engine to class Creator and and Writing produce concise summary reports including SQL Report Ad Hoc Reports, Predefined Reports, and Writer Budget Reports. Cover SQL Reports basics; becoming familiar with the tool bars and basic functionality. Students will work hands-on to create basic SQL reports. Permits CityworksO Permitting. The course will 8 hours each Routine and Intro to cover user management, class Heavy Users Cityworks permit/case/license template configuration, TIMMONS GROUP Page 119 GEosFATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 case data fields, and basic reporting using Crystal Reports. Throughout the course, training staff will share example workflows and data from existing clients, as well as best business practices in Cityworks PLL configuration. Designer and Cityworks® Designer and System is nours eacn system ArcGIS & Intro System Administration. Covers system and class Administrators to Cityworks Administration database administration issues such as software installation, user accounts, security, code table creation, work order and service request templates and resource (labor, material, equipment) hierarchies, table creation, and permits. Includes a review for GIS personnel as well; covers items needed to successfully manage the setup and maintenance of the GIS for Cityworks® use. Phase 1, Task 17: Go -live and Project Close-out Having successfully completed all system upgrades, testing/acceptance procedures, production environment initialization, and Go -live preparation tasks specified above, the system is deemed prepared for Go -live. At such time that end-user access has been configured/re-directed to the newly initialized production environment, the system is deemed to be in "Live" status. Cityworks users will now be executing Permitting, Building Inspection, and Code Enforcement tasks in a live configured Cityworks production environment. After five (5) days of initialization of the Production Environment, the City shall generate a certificate signifying the Cityworks application functionality and database configuration is operational in a "Live" production capacity. The City Project Manager shall sign said "Go -live Certificate" and submit it to Timmons Group. City Responsibility • Provide configuration team with a certificate of "Live" production capacity. Deliverables • Last minute configuration and document modifications. Three days (24 hours) of onsite Go Live support. Phase 1, Task 18: Post Go -live Support Once the system has been rolled out and is being used. Our configuration team will provide forty (40) hours of ad-hoc support to address any configuration, implementation, software installation or enterprise integration matters that may arise. For example, these might include the redesign of printout forms or changes in the content of the work management portion of the Cityworks database. The City will have one (1) year after Go -live to use the remote support. Assumptions • City will review documentation in a timely manner. • City will provide a conference or training room appropriately sized for the number of participants. • City will coordinate attendance of necessary City staff to meetings and workshops. • Staff attending training should have basic functional knowledge of computers and the Windows operating system. • Esri ArcGIS Server installed and configured • Necessary hardware and ancillary software available • Documentation on workflows will be provided prior to system design TIMMONS GROUP Page 120 GFOSFATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 • Samples of reports will be provided by City • Cityworks configuration will implemented in Cityworks Online cloud environment. Key City staff will have full access to this environment for training and review. • Template letters and reports will be developed in Active Reports format. Dashboards will be configured in Cityworks and Esri Operations Dashboards. • Closed legacy permits will be migrated into a VIEW ONLY Cityworks application. Open legacy permits will be migrated into Cityworks Production. • City will be prepared to work through the Testing and Acceptance Plan and complete within a 30 -day period. • City will receive all documentation in digital format. • Work through the Timmons Group Help Desk to resolve and issues. The following two phases are OPTIONAL. We are including them here so the City is aware of the level of effort should it choose to move forward with one or both. Optional Phase 2: Permitting & Land Development — Public Access Portal (TG PLL Portal) Phase 2: Purpose and Objectives This scope of work (SOW) details the development and implementation of the Timmons Group PLL Public Portal (Portal) for Cityworks PLL. Phase 2: Development and Go -Live Schedule The table below lists a schedule of tasks for the deployment of the Portal. Timeframes will be reassessed once an agreement to the SOW is reached. Task Final Review and Revision of Project Plan Responsibility Timmons Group/City Deploy OOTB Portal to Test Environment Timmons Group Request User Interface Changes City Configure contractors in Cityworks for online access Timmons Group /City Complete configuration and integration of the Portal Timmons Group WebEx Training on Portal Timmons Group Deliver Public Portal User Guide Timmons Group Complete Testing Timmons Group /City Deploy Portal to Production Timmons Group System Stabilization Timmons Group /City Complete triage of testing feedback items Timmons Group Final System Acceptance City Transition to Vendor Support and As -Needed Timmons Group Support Timmons Group /City Phase 2 Task 1: Review and Revision of Project Plan The City and Timmons Group will review all the contents of this document via a formal kick-off. All details, timeframes, and responsibilities outlined within this document must be finalized and agreed on first before proceeding any further with the project. Phase 2 Task 2: Deploy Out of the Box (OOTB) Portal to Test Environment Timmons Group will deploy the out-of-the-box Portal to the City's test environment. TIMMONS GROUP Page 121 GPOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Phase 2 Task 3: Request User Interface Changes The City will request user interface changes to the Portal. Timmons Group will review requests with the City and make updates to the Portal that do not deviate from functionality identified in "TG PLL Portal Core Functionality" table below. Timmons Group will make a maximum of 40 hours of interface customizations for the City. Phase 2 Task 4: Configure Contractors in Cityworks for online access Timmons Group will ensure that contractors are pre -configured for access on the portal before Go -Live. Phase 2 Task 5: Complete Configuration of the Portal Timmons Group will finalize configuration of the Portal Phase 2 Task 6: Web Training on Portal Timmons Group will conduct a Portal training over web meeting for City staff. Phase 2 Task 7: Deliver Public Portal User Guide Timmons Group will deliver a Portal User Guide. Phase 2 Task 8: Complete Testing City and Timmons Group will complete testing of the Portal in preparation for Go -Live. Phase 2 Task 9: Deploy Portal to Production Timmons Group will deploy the Portal to Production for Go -Live. Phase 2 Task 10: System Stabilization Time should be allowed for the system to stabilize. This means that the Portal is complete in production and no additional changes are needed prior to go -live. Phase 2 Task 11: Complete triage of testing feedback items Last minute tweaks are addressed by Timmons Group before go -live. Tweaks should only fix items broken that are deemed critical for go -live. Significant requests will be delayed until post go -live and may result in a change order. Phase 2 Task 12: Go -Live Phase 2 Task 13: Final System Acceptance City will formally sign -off and accept the Portal. At that time, the portal is ready for go -live. Phase 2 Task 14: Transition to Vendor Support and As -Needed Timmons Group Support Once Go -Live is complete, support will be handled by Timmons Group when identified by City. In some instances, support may be needed from Cityworks. Cityworks support is included in the City's licensing agreement with Cityworks. Phase 2: Risks The Portal is a dynamic web application that relies on many processes that are impacted by any number of variables. Timmons Group takes all efforts to eliminate risks: • Web Security • End-user computer performance Phase 2: Assumptions Timmons Group assumes the following items throughout the development and implementation of the Portal. • City has the necessary IT infrastructure to support the Portal. • City has created an environment that is publicly accessible. • City will maintain the environmental requirements necessary for the operation of the Portal. • City will adequately test the Portal in a timely manner. • City will train and engage with public citizens on the use and functionality of the Portal. • City will engage in a support and maintenance contract with Timmons Group. TIMMONS GROUP Page 122 Gf OSPATIAI SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 • Any functionality requested that is not listed in Appendix A will be billed at a flat $145.00 per hour. • Maintenance and Support does not include development of new functionality for the Portal. Phase 2: Dependencies The success of the Portal is dependent on the following: • The City must have an active Cityworks license. The Portal relies on APIs licensed by Cityworks. The City will need to purchase these APIs, including the PLL Public Access API, to use the Portal. This cost needs to be considered as you may not be currently licensed for the PLL Public Access API through Cityworks. This API cost is included in our bid proposal costs. • The City must have and maintain GIS services to be used with the Portal. Phase 2: Exclusions The following are excluded from Timmons Group's scope of work: • Security related to other systems outside the Portal. • Consequential damages arising from the Portal implementation. • Responsibility for negligent acts by any parties outside of the control of Timmons Group. Phase 2: Constraints The following constraints may impede the Portal implementation: • Timmons Group did not develop the Cityworks APIs. Any bug found in the Cityworks API may delay development or impact functionality. • Timmons Group did not develop Cityworks PLL. Any bug found in Cityworks PLL may delay development or impact functionality. Optional Phase 2: TG PLL Portal Core Functionality 1 Account Creation, login, and existing The user can login to the Portal with a username and password. If the account check user does not have a username or password, they can create a new account. Guest Access does not require login credentials but limits functionality within the Portal. 2 Account Modification The user can modify account information: email, address, phone number, security question, security answer. 3 View Permit Information The user can view permit information: location, people, tasks, inspection requests, fees, and payments. 4 Schedule Inspection Request The user can schedule inspection request on inspections where they are the contact, are in an open milestone and available. 5 Apply for a Permit The user can apply for a permit through the Portal. The user is given the option to apply for a child or standalone permit. A child permit will require a parent permit number to link. The user will be given the opportunity to submit the following information: • Case Type • Location • People/Contacts • Contractors • Case Data • Attachments 6 View Job Summary A crystal report defined by Client. TIMMONS GROUP Page 123 CEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 7 Permit Payment The user will be given the option to pay permit fees with PayPal.(out of the box). Other payment systems can be easily integrated. 8 Permit Application and payment The user will be given the option to print the application/permit receipt printing information. The user will be given the option to print a receipt after payment. 9 Required Fields The user will be required to submit any case data items that are required within the configuration of Cityworks PLL. 10 Print Reports The user will be given the option to print two custom reports identified by the City. 11 Review Open/Incomplete The user can view open permits where they are a contact. The user can view incomplete applications that they have started in the Portal but not yet configured. 12 Guest User Access The user can access the portal as a Guest requiring no login credentials. Portal functionality is limited. 13 Disclaimer The user will be shown a disclaimer and are required to accept the disclaimer before they may submit a permit. 14 Search The user can search for permit information by Permit Number, Name of people, contractor license number, Permit location or permit type. Optional Phase 3: Avolve DigEplan DigEplan, electronic plan review for Cityworks PLL provides an efficient, flexible, and secure method for states, counties and cities to streamline electronic plan review and accelerate permit application processes, removing the need for paper, complex third -party integrations or disconnected PDF mark-up tools. DigEplan enables Cityworks users to efficiently work with electronic plans that need to be viewed, commented on, stamped, and rejected or approved. Cityworks users can instantly access plans and other supporting documents for analysis, viewing, annotation, stamping, printing, and archiving, removing the need for paper or cumbersome desktop PDF tools. The following scoep of services so requied to succesfuly implemtn DigEplan: • Project Management • Analysis • Configuration & Scripting • Training • Stamp Creation • Report Development • Testing and Go Live preparation • Go Live Suppot SCHEDULE Core Solution Schedule: We have included the proposed project schedule (below), based on our experince in implemting projects just like this in excess of 40 times. The proposed schedule is roughly 14 months in duration. We are open to negotiation of this schedule to either compress it or extend or even to do a series of Go -Lives for different departments. TIMMONS GROUP Page 124 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Taet Maar l3kas— Start Flush 02 03 04 01 02 03 __I i__ _ L !- Feb M3F Ao P.e. J Aug • Project Prep Implementation Planning GISTaab Rosemead to Create GIS Map Servires • Cltyworks A¢Mtacmre, GIS, and Systam Administration • Installation System Implementation • Configuration • Data Migration • integrations User Aoceptan.Testing • Test Plan • Test Cases Training GPJive Optional DigEplan Schedule 223 0410124 3M 04 4 1M 0510124 1M 000124 380 MM4 300 0510124 29W 000224 1880 052124 102d 012225 18W DAMM4 SIN 0210525 130 0210525 92d 0210525 2W 05/3025 42d 0510/25 D&M4 002024 059124 052124 002024 0&1224 0511225 022525 W1225 1111&24 0511225 022125 0101225 052525 OMT25 A draft project timeline, that runs within the Core Solution schedule above, with key tasks is provided below. We would like note that the initial project schedule will be developed in conjunction with Customer staff. Timing for the project is based on several variables and may differ after kick-off. A mutually agreeable timeline will be determined during the project kick-off process. DigEplan implementation is scheduled for eight (8) to twelve (12) weeks. TIMMONS GROUP Page 125 GF05PATIAt SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 APPROACH Timmons Group has developed a robust and well proven successful Approach Methodology for implementing Cityworks. Key amongst this methodology is to work in an iterative fashion with the City. While we have done over 40 projects just like what you will require there are bound to be multiple items in regard to workflows, fees, reports, etc. that are unique to Rosemead. Capturing these unique items will be critical to a successful deployment and end user acceptance of the tools we will be deploying. Therefore, it is critical that City stakeholders are an active and key component of our project delivery teams. A key item that is often overlooked is controlling the change in both you organization and business processes to workflows, processes, etc. that will be necessary when switching software platforms. We realize this and we utilize the strategies listed below as we work through the Scope of Work detailed previously. The following provides an overview of this process: Business Process Change Management The failure to adequately train and support new users is often a cause for immediate and permanent resistance to the adoption of the system. Incorporating a strong training and coaching program is an effective change management tool and appropriate budget allocations should be made and adhered to throughout the system implementation and adoption lifecycles. In addition, The City would be well -served by identifying and empowering staff responsible for the daily operations and administration of the system. This individual (or individuals) should have a broad understanding of the varied services each department provides, the technique in which services are delivered, and the manner of how Cityworks solution supports the delivery of each service. The responsibilities will also include the coordination of various support mechanisms available to each end-user for the assistance for expanding the user's knowledge of not just their role within the asset management program, but also in a broader context of the overall importance of the enterprise work management program to the organization. Timmons Group has proposed within our scope of services to lead a series of workshops. These workshops will be preceded by a review of all pertinent materials by Timmons Group resources. The purpose of the workshops will be to validate the (or any) documentation provided by the City. After validating and documenting the existing processes, Timmons Group will seek to edit/change these existing workflows and processes to: 1) Leverage Cityworks technology 2) Leverage asset management and industry best practices 3) Hold workflows and processes to the current wherever possible and feasible These workshops are designed to establish and assess the Business Requirements, User Requirements, and Functional Requirements that must be considered when developing the Software Design and Configuration Plan (SD&C) as well as to design the Cityworks configuration and database necessary for implementation, integrations, and data conversion. For the first 30 minutes of the workshop our implementation team will conduct a brief software knowledge transfer session. The session will give the workshop attendees an opportunity to review and understand the software, potential impacts and changes in their daily business processes, and the purpose of adopting the new tools. It has been our experience that successful adoption of Cityworks is supported by continued, repeated exposure of the software during the workshops and review meetings. We strongly believe that all levels of end-users of the system need representation within these meetings. When end-users participate from the beginning in the design (configuration) of the tools they ultimately will be expected to use, their acceptance and adoption rates soar. They will understand the need for the sequencing of the workflows they will be expected to participate in once in production as well as the tools (Cityworks) they will be expected to use. This goes a long way in creating the necessary end-user buy -in for the success of the project. During the workshops, our implementation team will analyze the various technological, operational, and organizational elements of The City business. This will be an essential procedure to ensure the planned Cityworks implementation and expected system interfaces can deliver the feature -rich data needed to support the numerous complex operations and maintenance activities undertaken by the various departments. We understand that The City has already documented some of your workflows and that our effort will concentrate around ensuring Cityworks is used to its full potential and that we consider/review with The City potential workflow edits as well as to document for the first-time other workflows, to accomplish this. In support of these efforts, our implementation team will analyze with each Functional Group the following critical elements: TIMMONS GROUP Page 126 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 • Business Drivers — The core functions that will benefit from the implementation of the Cityworks solution. These may include inventory, custom billing, time tracking, engineering planning and design, construction inspection and administration, operations and maintenance, inspections, regulatory compliance, customer service, disaster preparedness and emergency response, executive decision processes, etc. • Workflows — Current departmental/Functional Group (internal and external) business processes and workflows that will either contribute to, or be replaced by, the planned Cityworks implementation. Key workflows that should be analyzed include, but are not limited to, inventory / data capture and maintenance, data distribution, data consumption, system planning and analysis, customer inquiry, reporting, etc. • Systems and Applications — Information technology and process automation tools currently deployed and maintained by The City or Functional Group should be investigated and analyzed in terms of their ability to support the increased network traffic, data loads, and application maintenance requirements introduced by the planned Cityworks program. Additionally, existing business applications such as network modeling, mobile computing, customer relationship management, etc., should be investigated to determine the best manner by which to integrate with the planned Cityworks system. • Data — Existing datasets (spatial and tabular) and reports maintained for the purpose of supporting the daily operation and maintenance of the departments and their associated processes must be inventoried and analyzed for the purpose of supporting the development of any required data conversion/migration/development plans. • Best Practices —Asset management best practices, as they relate to the City or Functional Group's current operational mandates, contrasted with where the various departments currently fall within the spectrum, should be documented to establish the required system implementation path needed to guide the City to its ultimate Cityworks deployment and adoption goals and objectives. These core elements will provide our implementation team and The City with an understanding of the needs and challenges the departments will face as they move to implement Cityworks. The initial business process analysis provides our implementation team with a detailed look into the everyday processes marshaled by The City staff. A primary objective of this task is for our implementation team to review and understand how The City conducts business and manages its assets. The goal is to provide knowledge to support and enable our implementation team to properly address the technological impacts of the system deployment and the City to understand the technological impacts and the non- technological impacts related to business processes and workflows. The RFP has asked us to provide not only a cost for the proposed changes but also to document the recommended changes. Timmons Group has implemented Cityworks numerous times and has found our iterative approach to be the most successful. Organizational Change Management Within our processes Timmons Group will analyze the existing staff assigned to manage and use our proposed solution and corresponding workflows and business processes. We use the approach outlined below: 1. Clearly define the change and align it to business goals. It might seem obvious, but many organizations miss this first vital step. During the workshops outlined within our scope of services Timmons Group will lead The City through this part of the change management process. We will seek to understand your business goals, business rules and merge these into your "to -be" workflows that will be our guide for the configuration of Cityworks. It's one thing to articulate the change required and entirely another to conduct a critical review against organizational objectives and performance goals to ensure the change will carry The City in the right direction strategically, financially, and ethically. This step can also assist The City in determining the value of the change, which will quantify the effort and inputs that will be invested. Key questions: • What do we need to change? • Why is this change required? 2. Determine impacts and those affected. Once we know exactly what The City wishes/needs to achieve and why, we will seek to understand the impacts of the change at various organizational levels. We will review the effect on each business unittfunctional group and how it cascades through the organizational structure to the individual. This information will start to form the blueprint for our training plan, so that we can mitigate the impacts of the proposed changes. TIMMONS GROUP Page 127 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Key questions: • What are the impacts of the change? • Who will the change affect the most? • How will the change be received? 3. Develop a communication strategy. Although all end-users should be included within the decisions and design of the proposed changes, the first two steps will have highlighted those employees that the Cityworks implementation team needs to absolutely communicate the change to. Timmons Group will communicate the proposed changes via a review of the proposed workflows via a MS Visio diagram that will be reviewed with the appropriate stakeholders. Key questions: • How will the change be communicated? • How will feedback be managed? 4. Provide effective training. With the change message out in the open, it will become important that the Cityworks implementation team communicate to the end-users that they will receive training, structured or informal, to teach the skills and knowledge required to operate efficiently as the change is rolled out. This will form the basis for the development of our Training Plan. Key questions: • What behaviors and skills are required to achieve business results? • What training delivery methods will be most effective? 5. Implement a support structure. Providing a support structure is essential to assist employees to emotionally and practically adjust to the change and to build proficiency of behaviors and technical skills needed to achieve the desired business results. To help employees adjust to changes to how a role is performed, we highly recommend that all roles receive representation in the initial workshops. Key questions: • Where is support most required? • What types of support will be most effective? 6. Measure the change process. Throughout the change management process, a structure will be put in place to measure the business impact of the changes and ensure that continued reinforcement opportunities exist to build proficiencies. This will be done via the delivery of the existing workflows as well as the delivery of the proposed workflows and a review of the proposed workflows with stakeholders. Key questions: • Did the change assist in achieving business goals? • Was the change management process successful? TIMMONS GROUP Page 128 GE OS PAT I AL SO I. UT IONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SECTION 2 - PROJECT TEAM, KEY PERSONNEL, AND RESUMES Principal in Charge Project Manager Ronald R. Butcher, MBA Lauren Sullivan, PMP Technology Lead Kyle Kojan Workflow & System Business Analysts_ Configuration Specialists Julia Geise Ryan Torino Marlee Page Patrick Wade Hunter Burnham Jessica Mosco Matt Toich Elizabeata Medina Client Service Manager Jakob Lyman Nick Gastelle 1 Greg Stephenson Trey Vossler TIMMONS GROUP GEOSPA-IAL SOLUTIONS Project Director/Sr. Consultants Michael Edwards, PMP Louis Garcia, Principal Data Conversion I Integrations Specialists River Stallings Zhiqiang Zhu Dakota Talley Jonathan Giraud Page 129 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Lauren Sullivan, PMP Project Manager Lauren is currently a Senior Project Manager for Timmons Group. She has over a decade of experience with all facets of software integration services and enterprise system design with diverse clientele across government agencies and private industry. She specializes in aligning technologies with client needs to facilitate a smooth transition to new solutions. Her career roots in GIS systems and business process analysis allow her to effectively manage implementation teams. Her background also includes GIS -related development, geospatial product management, and asset management for utilities. SELECT PROJECT EXPERIENCE • Cityworks AMS/PLL Implementation, City of Morro Bay, CA • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL Implementation, City of Edmond, OK • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks AMS Implementation, Napa Sanitation District, CA • Cityworks AMS Implementation, Elk Grove, CA • Utility Network Migration, EPCOR, AZ • Cityworks AMS PLL Implementation and Upgrade, Township of Upper St Clair, PA • AMS/PLL Cityworks Implementation, Upper St Clair, PA • GIS & Cityworks Upgrade, Skagit Public Utility District, WA • Cityworks Assessment/Gap Analysis, Otay Water District, CA • Cityworks Implementation, City of Bonney Lake, WA • Cityworks Implementation, Green Valley Water, AZ • Cityworks Interface, San Diego County, CA • Cityworks Roadmap, Rogers Water Utilities, AR • Cityworks PLL & AMS Implementation, Winston-Salem, NC • Cityworks PLL Implementation, Tallahassee, FL • PLL Public Portal and Tools, Tallahassee, FL • PLL Tools, City of Tallahassee, FL • Cityworks PLL Implementation, City of Auburn, AL • PLL Implementation, City of Brookhaven, GA EDUCATION Bachelor of Arts, Geography/Environmental Studies, UCLA EXPERIENCE YEARS WITH THE FIRM 9 Years CERTIFICATIONS 'Project Management Professional Certificate (PMP) I �1 TIMMONS GROUP Page 130 GEOSPATIAt. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Ron Butcher, Jr. MBA Principal in Charge Ron is Timmons Group's Asset Management group leader. Ron has years of success with the development, integration, and alignment of technologies to '! tom. t= meet client business needs and achieve corporate goals as well as objectives. LILA Ron is a results -oriented director with effective balance of long-range vision and realistic pragmatism; he is highly adept with devising new strategies, tools, and services to provide superior results at minimal cost. His inspirational and collaborative leadership has brought the right talent for building successful, long-term relationships with clients, forging consensus between stakeholders with various priorities, and developing cohesive, high-performance teams ready _ to meet any challenge. Ron has significant experience with enterprise asset management implementation and system integration for clients throughout the United States. EDUCATION SELECT PROJECT EXPERIENCE Bachelor of Science. Management Information Systems, Park • Cityworks AMS/PLL Implementation, City of Morro Bay, CA University, 1994 • Cityworks PLL Implementation & Citizen Engagement System Masters, Management Information Integration, City of Escondido, CA Systems, University of Dayton, • Cityworks PLL Implementation, City of Burien, WA 2000 • Cityworks PLL Implementation, City of Edmond, OK • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks AMS Implementation, Napa Sanitation District, CA EXPERIENCE • Cityworks AMS Implementation, Elk Grove, CA 29 Years • Cityworks PLL Integration, St Johns County Public Works Department, FL • Cityworks PLL & AMS Implementation, City of Winston-Salem, NC YEARS WITH THE FIRM • Cityworks Business Process Redesign, District Department of 12 Years Transportation (DDOT) Washington, DC • Cityworks PLL Implementation, City of Auburn, AL • Asset Management Strategic Consulting for Transportation, Fairfax CERTIFICATIONS County, VA Geographic Information System • Cityworks AMS and PLL Implementation, City of Fayetteville, NC Professional • Cityworks Cayenta Integration Design & Development, Macon Water Authority, GA • Cityworks PLL Implementation, City of Tallahassee, FL • Cityworks AMS & PLL Implementation, Township of Upper St. Clair, PA • Cityworks Workorder Management System Implementation, MetroConnects, Greenville, SC • Timmons Group PLL Public Portal and Tools, City of Tallahassee, FL • Cityworks PLL Implementation, City of Brookhaven, GA • Community Development Cityworks PLL Pilot, Herndon, VA , TIMMONS GROUP Page 131 GEOSPATIAI SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Michael Edwards, PMP Project Director Michael is a Senior Project Manager at Timmons Group with considerable experience in Cityworks consulting and enterprise system design gained through work with utilities, state and local governments and private industry. Michael began his career in urban planning where he quickly gained expertise in GIS systems, data collection and analysis. Michael now leads the successful implementation of Cityworks AMS and PLL for clients across the United States. Michael has also led the successful integration of Cityworks with numerous third -party applications as well as data conversion from legacy asset management systems. Serving as our Product Manager for the Timmons Group Portal, our Mobile Inspection tool for Cityworks PLL and various Cityworks plug - ins, Michael manages the development of complex tools that integrate seamlessly with Cityworks. These tools also include Hyland OnBase's Electronic Plan Review, and Rock Solid's Constituent Relationship Manager and Mobile Citizen Engagement. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks PLL Implementation, City of Edmond, OK • Cityworks PLL Integration, St Johns County Public Works Department, FL • Cityworks PLL & AMS Implementation, Winston-Salem, NC • Cityworks PLL Implementation, Brookhaven, GA • Cityworks PLL for New Development Asset Tracking & Support, Spotsylvania County Department of Utilities, VA • Cityworks Gas Improvement Process Program, Richmond, VA • Fire Hydrant Inspection Program, Richmond, VA • Cityworks AMS Cleaning and Maintenance Strategy Development, Charlotte Water, NC • Cityworks PLL Implementation, Auburn, AL • Cityworks PLL for Permitting, Fayetteville, NC • Timmons Group PLL Public Portal and Tools, Tallahassee, FL • Public Facing Portal (Timmons Group PLL Portal, CitySourced, OnBase Electronic Plan Review), West Valley City, UT • Land Management Implementation Plan, Baltimore County, MD • Cityworks PLL Implementation, Lucas County, OH • Timmons Group PLL Public Portal, Auburn, AL • Timmons Group PLL Portal, City of O'Fallon, IL • Cityworks PLL Upgrade, Winston-Salem, NC • Cityworks AMS Implementation, Salem, VA • Cityworks AMS for Parks and Recreation, Alpharetta, GA • Timmons Group PLL Public Portal, Fayetteville, NC • Enterprise Asset Management Consulting, Fairfax County Department of Public Works and Environmental Services, VA TIMMONS GROUP GFOSPATIAL SOLUTIONS IT EDUCATION Bachelor of Arts, Public and Urban Affairs, Virginia Tech, 2011 Masters, Urban Regional Planning, Virginia Commonwealth University, 2013 EXPERIENCE 11 Years YEARS WITH THE FIRM 11 Years CERTIFICATIONS Project Management Professional Certification, 2017 Page 132 Permit and Land Use Management System City of Rosemead, CA Lou Garcia Principal / Sr. Consultant Lou Garcia is a Principal with more than 30 years of experience in Consulting and Project Management of Enterprise Asset Management, GIS, engineering, and surveying projects. He has experience at the technical consultant leadership level in applying analytical processes to the planning, design, acquisition, and implementation of new and improved business processes, GIS tools, productivity tools, and services. He has authored and managed numerous project management plans, work plans, needs analyses, strategic plans, and implementation plans for Asset Management and Geospatial Technology products and services. SELECT PROJECT EXPERIENCE • Cityworks AMS/PLL Implementation, City of Morro Bay, CA • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL Implementation, City of Edmond, OK • Cityworks AMS Implementation, Napa Sanitation District, CA • Cityworks AMS Implementation, Elk Grove, CA • Utility Network Migration, EPCOR • Cityworks PLL Implementation, Charleston Water, SC • Cityworks AMS & PLL Implementation, Charlotte Water, NC • Cityworks PLL Implementation, Round Rock TX • Cityworks PLL Implementation, Toledo, OH • Cityworks Implementation, Wilson, NC • Cityworks AMS, Golden State Water, CA • GIS Migration, Killeen, TX • Cityworks Roadmap, Rogers Water Utilities, AR • Cityworks AMS Implementation, Sammamish Plateau Water and Sewer District, OR • Public Utilities Asset Management Plan, Sandy City, UT • Cityworks Needs Prioritization, Holly Springs, NC • Land Management Implementation Plan, Baltimore County, MD • Cityworks/Asset Management Functional Needs Assessment, Montgomery County, MD • Cityworks Business Process Redesign, District Department of Transportation (DDOT), Washington, DC • Cityworks Enterprise Asset Management System Implementation, Grey Forest Utilities, TX • Cityworks Workorder Management System Implementation, MetroConnects, SC • Cityworks Cayenta Integration Design & Development, Macon Water Authority, GA • Cityworks AMS/Cayenta Integration Implementation Approach, Macon Water Authority, GA • Cityworks AMS Implementation, North Miami Beach, FL • Public Facing Portal (Timmons Group PLL Portal, CitySourced, OnBase Electronic Plan Review), West Valley City, UT TIMMONS GROUP GEOSPATIAL SOLUTIONS RFP No. 2024-08 EDUCATION Bachelor of Science, Geography & Environmental Planning, Towson University, 1999 El EXPERIENCE 36 Years YEARS WITH THE FIRM 9 Years Page 133 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Kyle Kojan Technology Lead Kyle is a business analyst at Timmons Group with considerable experience with data development, data analysis, GIS mapping, and project deliverable quality control based on defined parameters. He has extensive knowledge of Cityworks PLL and the Timmons Group PLL Portal. His skills include working with and understanding Microsoft Office 2010 (Word, Excel, PowerPoint, Access), SOL Server and Oracle, Crystal Reports, Esri ArcGIS (ArcDesktop 9.3.1/ 10.x), and can work with ArcSDE Versioned Editing. Kyle has experience conducting discovery workshops for both Cityworks implementations and integrations with other systems. He is also experienced in performing data migrations from legacy systems into Cityworks. In addition, Kyle has led training sessions and developed design documents for integrations and customizations to the Cityworks software. Kyle has worked closely with the Timmons Group PLL Portal on a number of projects and is well versed in the functionality and implementation process for the portal. Kyle is also a certified installer of the OnBase document management software and has worked on projects that integrate the OnBase Plan Review module with the Timmons Portal. Kyle has the extensive knowledge needed to fulfill the requests of any project and has shown to be an asset to our Cityworks AMS and PLL implementation teams. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL Implementation, City of Edmond, OK • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks AMS Implementation, Napa Sanitation District, CA • Cityworks AMS Implementation, Elk Grove, CA • Cityworks PLL Implementation, Charleston Water, SC • Cityworks Workorder Management System Implementation, MetroConnects, Greenville, SC • Cityworks PLL Implementation, City of Brookhaven, GA • Cityworks PLL Implementation, City of Auburn, AL • Cityworks AMS Implementation, Bartow County, GA • Cityworks PLL & AMS Implementation, City of Winston-Salem, NC • Cityworks AMS Upgrade, City of Winston-Salem, NC • Public Facing Portal (Timmons Group PLL Portal, CitySourced, OnBase Electronic Plan Review), West Valley City, UT • Cityworks AMS & PLL Implementation, Township of Upper St. Clair, PA • Cityworks PLL Implementation, Charleston Water, SC • Cityworks PLL Data Conversion, Harriman City, UT • Configuration Proof of Concept Environment Cityworks PLL 15.3, Winston-Salem, NC • Cityworks PLL Implementation, Winston-Salem, NC • Timmons Group PLL Public Portal, City of Auburn, AL • Asset Management Strategic Consulting for Transportation, Fairfax County, VA • Cityworks PLL PerfAudit, Alpharetta, GA • Cityworks PLL Implementation, City of Toledo, OH • Cityworks PLL Upgrade, Winston-Salem, NC TIMMONS GROUP GFOSPATIAL SOLUTIONS EDUCATION Bachelor of Science, Environmental Studies, Virginia Commonwealth University, 2015 EXPERIENCE 8 Years YEARS WITH THE FIRM 8 Years Page 134 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Julia Geise Business Analyst Julia is a Business Analyst with experience in asset management strategic planning, Cityworks AMS implementations, and GIS solution development and analysis for a variety of local governments. Julia has worked for both the public and private sector, including internships with NASA and Esri. As a GIS Specialist for the City of Newport of News, VA, she saw firsthand how municipalities apply asset management framework to citywide infrastructure assets. She will bring this client -focused perspective to your project. SELECT ROJECT EXPERIENCE • Cityworks PLL, AMS, TG Portal, OnBase Plan Review Implementation, City of Minot, NO • Cityworks AMS Implementation, Napa Sanitation, California • Cityworks Support, City of Harrisonburg, VA • Cityworks PLL Implementation, Toledo, Ohio • CSD AMS Implementation, Sacramento, California • Cityworks PLL Implementations, Williamson County, Texas • Cityworks AMS Implementation, Centennial, Colorado • Cityworks Implementation, Wilson, NC • Enterprise Asset Management Consulting, Phase 4, Fairfax County Department of Public Works and Environmental Services, Virginia • Asset Management & Business Consulting, Fairfax County, Virginia • Cityworks AMS Implementation for Plant Maintenance, Spotsylvania County, Virginia • Plant Maintenance Configuration of Cityworks AMS, Spotsylvania County, Virginia • Cityworks AMS, Washington County, Oregon EDUCATION Bachelor of Arts, Geography, Virginia Tech, 2018 EXPERIENCE 6 Years YEARS WITH THE FIRM 3 Years Page 135 TIMMONS GROUP GEOSVATIA[ soLUTInNs Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Marlee Page Business Analyst Marlee is a Business Analyst with extensive experience and familiarity with Cityworks software and the inner workings of its use and value with local governments and utilities. She began her career as an engineer and brings that perspective to each project, communicating technical information effectively and understanding the needs of end-users. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL Implementation, Bartow County, GA • Cityworks PLL Implementation, Erie, PA • Cityworks PLL Implementation, City of Rogers, AR EDUCATION Bachelor of Science, Civil Engineering, Rutgers University 3: Bachelor of Arts, Liberal Arts, Bucknell University 1.' x.; EXPERIENCE 28 Years YEARS WITH THE FIRM 2 Years TIMMONS GROUP Page 136 GEOSPATIAI. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA Hunter Burnham Business Analyst Hunter is a Business Analyst with three years of experience in spatial analysis, enterprise database management, and cartography. He has extensive experience in Python development and data analysis with a focus on spatial data and GIS applications. Skilled in setting up and managing Python environments in Visual Studio, Spyder, and using a wide range of Python packages, including Pandas, Geopandas, Numpy, and ArcPy. Proficient in Git, Anaconda, SQL, SQLAlchemy, PyoDBC, and other relevant technologies for efficient data management and analysis. Highly proficient in working with ArcMap, ArcGIS Pro, Field Maps, and Esri WebMaps for GIS workflows, as well as QGIS, ENVI, GXP, FME, FreeCAD, Blender, and AutoCAD for geospatial processing tasks. Hunter has developed management plans and database schema for industrial facilities and performed feature extraction using JANUS and Urban Tactical Planning for Hrte4 and DGED projects. He has updated land use and cover classification systems, such as the Florida Land Use and Cover Classification System (FLUCCS) and produced updated seagrass maps for water management districts. He is responsible for analyzing, configuring, and optimizing the Cityworks AMS software to meet the asset management needs of the organization, while ensuring data integrity, system quality, and end-user satisfaction. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks AMS Implementation, Napa Sanitation District, CA • Cityworks PLL Data Conversion Project, City of Sandy, UT • ArcGIS Pro & Utility Network, EPCOR, AZ • Cityworks AMS Implementation, City of Everett, WA • Cityworks Support 2023, Frederick Water, VA • Cityworks/Cayenta Integration, City of Gastonia, NC • Cityworks AMS Implementation, Golden State Water, CA • Cityworks Upgrade and Cityworks Support, MetroConnects, SC • Cityworks PLL Implementation, City of Rogers, AR • Cityworks PLL Implement, City of Round Rock, TX • Cityworks Roadmap, Rogers Water Utility, AR • Cityworks Implementation for Parks & Rec, Spotsylvania County, VA • Asset WMS, City of Tampa, FL • Cityworks AMS Implementation, City of Warren, MI • Cityworks AMS Implementation, Washington County, OR • Cityworks AMS Implementation, City of Woodburn, OR TIMMONS GROUP GFOSPATIAL SOLUTIONS RFP No. 2024-08 EDUCATION Bachelor of Science, Marine Science, California State University Monterey Bay Masters, Environmental Science and Policy, emphasis in GIS and Remote Sensing, University of South Florida EXPERIENCE 3 Years YEARS WITH THE FIRM 1 Year Page 137 Permit and Land Use Management System City of Rosemead, CA Ryan Torino Workflow & System Configuration Specialist Ryan is an Asset Management Analyst who has extensive experience working on various GIS projects across multiple levels of state and local government. His project experience includes Next -Generation 911 data maintenance for local governments, parcel data maintenance, stormwater/sewer data maintenance, road centerline maintenance, and right-of-way maintenance. During his time at Timmons Group, he has served in several staff -augmentation assignments at Chesterfield County and the Virginia Department of Transportation where he took the initiative to identify and implement business practices to maintain various GIS datasets more efficiently. Ryan transitioned to the Asset Management group of Timmons in September 2019 and has worked on various Cityworks implementation projects. Ryan is proficient working with SOL, Crystal Reports, and ArcGIS, and, having an extensive background in GIS, the ability to optimize the clients' use of Cityworks in conjunction with their GIS data. Ryan is a superb communicator, problem -solver, and strives to ensure he meets the client's needs and expectations. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL Implementation, City of Edmond, OK • Cityworks PLL Implementation & Citizen Engagement System Integration, City of Escondido, CA • Cityworks AMS Implementation, Napa Sanitation District, CA • Cityworks AMS Implementation, Douglasville - Douglas County Water and Sewer Authority, GA • Cityworks AMS Implementation, City of Asheville Public Works, NC • Cityworks AMS Implementation, Pennichuck Water, NH • Cityworks Parks and Rec Pilot, City of Fayetteville, NC • Enterprise Asset Management Consulting, Fairfax County Department of Public Works and Environmental Services, VA • Cityworks PLL Implementation, City of Toledo, OH • Cityworks PLL Implementation, City of Auburn, AL • Cityworks AMS & PLL Implementation, Township of Upper St. Clair, PA TIMMONS GROUP 1,,f OSPAT I At SOLUTIONS 11 RFP No. 2024-08 EDUCATION Bachelor of Arts, Geography, Virginia Tech, 2012 EXPERIENCE 10 Years YEARS WITH THE FIRM 6 Years Page 138 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Patrick Wade Workflow & System Configuration Specialist Patrick has considerable experience working with GIS for a wide variety of projects involving field data collection, spatial analysis, and application' development. He has used GIS to maintain and create large datasets for addressing, natural and municipal resources, parcels, sustainability projects, and a range of utility assets. Added to Timmons Asset Management team in 2019, Patrick has worked on many projects with clients, including Albemarle County Service Authority, Asheville Department of Public Works, City of Salem, Virginia, and West Valley City, Utah. He has assisted in the development and implementation of Cityworks AMS and PLL applications for clients and is experienced in creating solutions to meet or exceed client expectations. He has participated in weekly client and onsite meetings where he has communicated with and delivered results for clients. Patrick brings a strong background in GIS to the team and significant experience working with local and state governments, as well as a variety of other entities. He is very communicative, works hard to deliver exemplary and timely project results and updates, and has a passion for collaborating with a team, while serving the community through the work that he does. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks PLL, AMS, TG Portal, OnBase Plan Review Implementation, City of Minot, NO • Cityworks PLL Implementation, City of Edmond, OK • Cityworks PLL Implementation, Charleston Water, SC • Cityworks AMS Implementation, Albemarle County Service Authority, VA • Cityworks AMS Implementation, City of Salem, VA • Public Facing Portal (Timmons Group PLL Portal, CitySourced, OnBase Electronic Plan Review), Salt Lake City, UT • Cityworks AMS Implementation, City of Asheville Public Works, NC • Cityworks PLL Implementation, City of Danville, VA • Cityworks PLL Implementation, City of Rogers, AR TIMMONS GROUP GFOSPATIAL SOLUTIONS EDUCATION Masters, Geographic Science, James Madison University, 2018 EXPERIENCE 7 Years YEARS WITH THE FIRM 5 Years Page 139 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Jessica Mosco Workflow & System Configuration Specialist Jessica is a GIS Technician with a history of working with municipalities and planning and zoning boards. She brings this perspective to projects allowing her to really understand client requirements and processes. She uses ArcGIS and other relevant software for creating and enhancing local maps. SELECT PROJECT EXPERIENCE • Cityworks PLL, AMS, TG Portal, OnBase Plan Review Implementation, City of Minot, ND • Cityworks AMS Implementation, City of Centennial, CO • Enterprise Land Management System, City of Charlottesville, VA • Cityworks PLL Implementation, Round Rock, TX • Cityworks PLL Implementation, City of Toledo, OH • Cityworks PLL, AMS, TG Portal Implementation City of Wilson, NC EDUCATION Bachelor of Science in Sustainable Community Development, Urban Studies, University of Massachusetts Amherst, 2017 EXPERIENCE 6 Years YEARS WITH THE FIRM 2 Years TIMMONS GROUP Page 140 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Matt Toich Workflow & System Configuration Specialist Matt is a highly skilled and experienced GIS and asset management professional with more than eight years of experience in GIS for public service utilities. He has a proven ability to apply existing skills to challenging situations and consistently expand his knowledge base. His key expertise includes ArcMap 10, ArcGIS Pro, ENVI Imagery Suite, ArcGIS Server Manager, Cityworks Asset Management Platform, and INFOR Enterprise Asset Management Software. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, City of Burien, WA • Cityworks AMS Implementation, Napa Sanitation District, CA • Cityworks and GIS Implementation, Alderwood Water and Wastewater District, WA • Cityworks PLL Implementation Services, Bartow County GA • Cityworks AMS Implementation, Bangor, ME • Cityworks AMS Implementation, Centennial, CO • Cityworks AMS, Everett, WA • Engineering GIS Support, Fayetteville, NC • Cityworks Support, Fayetteville, NC • Cityworks Support, Harrisonburg, VA • Cityworks Implementation, Minot, ND • Cityworks Implementation, Raytown Department of Public Works, MO • Cityworks PLL Implementation, Rogers, AR • Cityworks Imlementation, Wilson, NC • ArcGIS Pro & Utility Network, EPCOR, AZ • Cityworks Support, Forsyth County, GA • Cityworks AMS Implementation, Golden State Water, CA • Utility Network Implementation & Cityworks AMS Reconfiguration, Indio Water Authority, CA • Cityworks Support, MetroConnects, SC • Utility Network Data Migration, Pennichuck Water Works • Cityworks Support, Spotsylvania County, VA EDUCATION Master of Professional Science, Marine Affairs and Policy, University of Miami Rosenstiel School, 2014 Bachelor of Science, Environmental Studies, Gettysburg College, 2012 s EXPERIENCE 9 years YEARS WITH THE FIRM `,- 1 Year TIMMONS GROUP Page 141 IFOSPATIAI SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Elizabeata Medina Workflow & System Configuration Specialist Elizabeata Medina is a seasoned Technical Analyst II with six years of comprehensive experience in devising and implementing cartographic and analytical solutions tailored to meet specific client and project requirements. With a proven track record, Elizabeata adeptly interprets and scrutinizes data, providing invaluable insights, analytics, and business intelligence crucial for informed decision-making. Specializing in data analysis, business requirements gathering, records management, and data reporting, she consistently delivers results that drive organizational progress and efficiency. Elizabeata's expertise has been honed through notable projects, including Cityworks AMS implementations across various locations, asset/work management systems for municipal departments, and strategic planning initiatives for governmental agencies. Prior to her tenure at Timmons Group, she contributed significantly to Prince William County Service Authority and ASRC Federal, where she demonstrated proficiency in maintenance planning, scheduler analysis, GIS database integration, dashboard development, and quality control. Eliizabeata's dedication to excellence, coupled with her technical prowess and collaborative approach, positions her as an asset poised to make substantial contributions in any analytical or cartographic setting. SELECT PROJECT EXPERIENCE • Cityworks AMS Implementation, Salem, OR • Cityworks PLL Implementation, Bartow County, GA • Cityworks AMS & Part 139 Reporting, Gerald R Ford International Airport, MI • Cityworks AMS Workflow Development, Town of Holly Springs, NC • Cityworks AMS Implementation, Erie Water Works, PA • AsseUWork Management System, Tampa Water Department, FL • Capital Resource Planning Strategic Plan, Arkansas Fish & Game Commission • Cityworks App Training Guide Update, Forsyth County, GA • Cityworks AMS Implementation, Corvallis, OR TIMMONS GROUP GEOSPATIAL SOLUTIONS EDUCATION Bachelor of Arts in Geography, West Virginia University Master of Science in Data Analytics, Western Governors University EXPERIENCE 6 Years YEARS WITH THE FIRM 1 Year Page 142 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Jakob Lyman Workflow & System Configuration Specialist Jakob is an Analyst focused on the implementation and maintenance of Cityworks PLL & AMS using best practices. He is proficient in the Esri software suite. SELECT PROJECT EXPERIENCE • Cityworks AMS, Elk Grove, CA • Cityworks AMS and PLL Implementation, Minot, ND • Cityworks AMS Implementation, Fairfax County, Virginia • CW Implementation for Parks & Rec, Spotsylvania County, VA • Cityworks Support FY23, Spotsylvania County, VA • Joint Use Pole Survey, Dominion Energy, VA • Cityworks AMS, Washington County, OR • Cityworks AMS Implementation, City of Warren, MI • Cityworks Roadmap, Rogers Water Utilities, AR • Cityworks Implementation, City of Wilson, NC • AMS Implementation, City of Antioch, CA TIMMONS GROUP GEOSPATIAL SOLUTIONS EDUCATION Bachelor of Science, Geographic Science, James Madison University, 2018 EXPERIENCE 5 Years YEARS WITH THE FIRM 5 Years Is Page 143 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Nick Gastelle Workflow & System Configuration Specialist Nick Gastelle is a skilled GIS Analyst with a primary focus on the implementation and maintenance of Cityworks software, employing industry best practices. With proficiency in the Esri software suite, Nick ensures smooth and efficient use of GIS technologies to meet organizational goals. Nick brings valuable skills, deep knowledge of Cityworks software. His contributions to project implementations and ongoing support have consistently ensured the successful use of GIS technologies and have helped organizations achieve their objectives. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, Baltimore County, MD • Cityworks PLL Implementation, Toledo, OH • Cityworks PLL Implementations, Round Rock, TX • Cityworks Support, Albemarle County Service Authority, VA • Cityworks PLL Implementation, Rogers, AR • Cityworks Configuration and Support, Spotsylvania County, • Cityworks PLL Implementation, Erie, PA • Cityworks AMS Implementation, Golden State Water, CA • Cityworks PLL Implementation, Bartow County, GA • Enterprise Land Management System, Charlottesville, VA • Cityworks AMS Implementation, Washington County, OR EDUCATION Bachelor of Arts, Urban VA Studies/Affairs, Virginia Commonwealth University, 2019 Master of Science, Geography, Appalachian State University, 2021 EXPERIENCE 2 Years YEARS WITH THE FIRM 2 Years Page 144 TIMMONS GROUP - EOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Trey Vossler Workflow & System Configuration Specialist Trey is an Analyst focused on the implementation and maintenance of Cityworks PLL & AMS using best practices. He is proficient in the Esri software suite. SELECT PROJECT EXPERIENCE • Cityworks AMS Upgrade, Richmond, VA • Cityworks AMS Implementation, Fairfax County, VA • Cityworks Implementation, Spotsylvania County, VA • Cityworks Upgrades and Enhancements, Skagit Public Utilities District, WA • Cityworks Implementation, Raytown, MO • Cityworks PLL Implementation, Round Rock, TX • Cityworks PLL Implementation, Rogers, AR • Cityworks PLL Implementation, Bartow County, GA • Cityworks AMS Implementation, Bangor, ME • Cityworks PLL Implementation, Salem, VA • Cityworks AMS Implementation, Woodburn, OR • Consulting Services, Prince George, BC • Capital Resource Planning, Arkansas Fish & Game • Cityworks AMS Implementation, Corvallis, OR • Cityworks Support, Rogers, AR TIMMONS GROUP Qi OSPATIAL SOLUTIONS EDUCATION Bachelor of Science, Geographic Science, James Madison University, 2021 Associate of Science, Environmental Sciences, James Madison University, 2019 EXPERIENCE 2 Years YEARS WITH THE FIRM 1 Years Page 145 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 River Stallings Data Conversion/integrations Specialist River is an Applications Developer and Product Manager at Timmons Group. He is experienced with full -stack software development including web, desktop, console, and mobile applications, server deployment, data analysis, data modelling, data management, unit testing, and database development. His skills and knowledge areas include C#, Ruby, JavaScript, jQuery, CSS, HTML 5, Bootstrap, .Net, MVC, UX and UI design, Esri JavaScript API, Google Maps API, PublicStuff API, Cityworks API, and MSSQL and Oracle T -SQL and PUSQL database scripting. He has worked on PLL and AMS Cityworks data integrations with the SCADA, PublicStuff, QuickBooks, Wonderware, and Munis systems. He has successfully integrated the Timmons Group PLL Portal with several payment processing systems including Elavon, Stripe, PayPal, InvoiceCloud, OpenEdge, ETS, Trust Commerce, and iPayment. River is also responsible for the development, management, and enhancement of the Timmons Group PLL Portal River has the extensive knowledge needed to fulfill the requests of any project and has shown to be valuable on our development team. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, Burien, WA • Cityworks PLL Implementation, Edmond, OK • Cityworks PLL, AMS, TG Portal, OnBase Plan Review Implementation, City of Minot, NO • Implementation Services for Cityworks PLL, Escondido, CA • Cityworks AMS Implementation, Napa Department of Sanitation, CA • Timmons Group PLL Portal Implementation, Brookhaven, GA • Cityworks PLL and Timmons Group PLL Portal Implementation, Winston- Salem, NC • Timmons Group PLL Portal and Tools, Tallahassee, FL • Timmons Group PLL Portal Implementation (Timmons Group PLL Portal, CitySourced, OnBase Electronic Plan Review), West Valley City, UT • Timmons Group PLL Portal Implementation, City of O'Fallon, IL • Timmons Group PLL Portal Implementation, Auburn, AL • Cityworks PLL for New Development Asset Tracking & Support, Spotsylvania County Department of Utilities, VA • Timmons Group PLL Public Portal, Fayetteville, NC • Mobile Code Enforcement App API Implementation, Fayetteville, NC • Custom Web Services for idtPlans Integration Implementation, Fayetteville, NC • Cityworks AMS Implementation, Sugar Land, TX • Cityworks AMS/Munis Integration Implementation, Madison, VVI • Cityworks/Wonderware SCADA Integration Implementation, Garland, TX EDUCATION Bachelor of Science, Computer Information Systems, ITT Tech, 2011 EXPERIENCE 13 Years YEARS WITH THE FIRM 9 Years TIMMONS GROUP Page 146 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Zhiqiang Zhu Data Conversion/Integrations Specialist Zhiqiang is a senior GIS applications developer at Timmons Group. He has a diverse background in design and coding development in GIS -based projects and as full -stack .NET developer on desktop and web -based projects using hybrid programming languages (C#, JavaScript, T -SQL, and PUSQL) in Agile and Scrum / Kanban environment with TDD and SOLID as best practices. He communicates effectively with clients and product manager to prioritize deliverables. He is flexible in roles and always ready to help others to ultimately achieve team goals. Zhiqiang learns new technologies quickly to adapt new requirements while delivering quality work product on time. SELECT PROJECT EXPERIENCE • Cityworks PLL Implementation, Burien, WA EDUCATION • Cityworks PLL, AMS, TG Portal, OnBase Plan Review Implementation, Bachelor of Engineering, Computer City of Minot, ND Science, South China University of • Cityworks PLL Implementation, Escondido, CA Technology, 2008 • Cityworks PLL Implementation, Edmond, OK • Cityworks AMS Implementation, Elk Grove, CA • Cityworks PLL Implementation, Charleston Water, SC Masters, Computer Science, • Cityworks PLL Tools, Tallahassee, FL Colorado State University, 2010 • Timmons Group PLL Portal, Tallahassee, FL • Cityworks PLL Implementation, Tallahassee, FL • Cityworks PLL & AMS Implementation, Auburn, AL EXPERIENCE • Cityworks PLL Implementation, Fayetteville, NC 13 Years • Cityworks PLL & AMS Implementation, Winston-Salem, NC • Cityworks PLL Implementation, Brookhaven, GA • Cityworks PLL Implementation, Township of Upper St. Clair, PA YEARS WITH THE FIRM • Cityworks Support, St. Johns County, FL 9 Years • Public Facing Portal, West Valley City, UT • Cityworks AMS Implementation, Charlotte Water, NC • Cityworks AMS Implementation, Salem, VA • Timmons Group PLL Portal, O'Fallon, IL • CMMS Replacement, Pennichuck Water Works, NH • Cityworks AMS Implementation, Bartow County Water, GA • Cityworks PLL Implementation, Toledo, OH • Cityworks AMS Implementation, Centennial, CO • Cityworks AMS Implementation, Warren, MI • Cityworks PLL Implementation, Rogers, AR • Cityworks AMS Implementation, Antioch, CA • Utility Network Implementation & Cityworks AMS Reconfiguration, Indio Water Authority, CA • Cityworks AMS Implementation, Salem, OR • Cityworks and GIS Implementation, Alderwood Water and Wastewater District, WA • Cityworks PLL Data Conversion, Sandy, UT TIMMONS GROUP Page 147 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Dakota Talley Data Conversionllntegrations Specialist Dakota is a GIS Analyst in Timmons Group's Asset Management group. He has experience in GIS, cartography, and programming with a focus on systems integrations for local governments. He is proficient in the following programming languages: ArcGIS, Java, Python, and SOL. During his time at Timmons Group, Dakota is an asset to our team in the support of seamless implementations and integrations of asset management systems for our clients. SELECT PROJECT EXPERIENCE • Cityworks PLL, AMS, TG Portal, OnBase Plan Review Implementation, City of Minot, NO • Cityworks PLL Implementation Services, City of Escondido, CA • Cityworks AMS Implementation, Napa Sanitation, CA • Cityworks PLL Implementation, Charleston Water, SC • Cityworks PLL Integration, St Johns County Public Works Department, FL • Cityworks PLL Implementation, City of Brookhaven, GA • Cityworks Cayenta Integration Design & Development, Macon Water Authority, GA • Cityworks Reset Option 1, District Department of Transportation (DDOT), Washington, DC • Cityworks AMS Implementation, City of Bellingham, WA • Cityworks Business Process Redesign, District Department of Transportation (DDOT), Washington, DC • Cityworks Support, City of Weston, FL Esri GIS & Cityworks Assistance, Holly Springs, NC • Cityworks AMS Cleaning and Maintenance Strategy Development, Charlotte Water, NC • Cityworks 15 Upgrade/Ad-Hoc Support, Macon Water Authority, GA • Cityworks Upgrade, City of Brookhaven, GA EDUCATION Bachelor of Arts, Geography, Virginia Tech, 2016 EXPERIENCE 7 Years YEARS WITH THE FIRM 7 Years TIMMONS GROUP Page 148 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Jonathan Giraud Data Conversionllntegrations Specialist Jonathan is a full stack software developer with expertise in application development, backend security, user interface design, and an eye for detail. He gained two years of experience at a small startup, acquiring essential skills in customer collaboration and user experience design within a fast -paced, ever - evolving environment. He is currently learning trending technologies, such as .NET and Angular, by self -studying through courses from Udemy to keep up with industry standards and improve his skill set. SELECT PROJECT EXPERIENCE • Cityworks Portal Customization, Escondido, CA • Cityworks PLL Implementation, City of Round Rock, TX • Cityworks PLL Implementation, City of Rogers, AR • Cityworks PLL Implementation, City of Toledo, OH • Cityworks AMS & PLL Implementation, City of Wilson, NC • Cityworks PLL Implementation, Salem, VA Cityworks Support, City of Winston-Salem, VA Bachelor of Science with a focus in Software Engineering, Virginia Commonwealth University, 2021 EXPERIENCE 3 Years YEARS WITH THE FIRM 1 Year TIMMONS GROUP Page 149 CEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SECTION 3 - COMPANY QUALIFICATIONS To achieve unparalleled understanding of our clients, t businesses. and their visions, resulting in unrivaled TIMMONS GROUP GFOSPATIAL SOLUTIONS Who We Are Timmons Group is a well-established professional consulting firm (C -Corporation) with 1,000+ employees, providing asset management, community development, and associated consulting services to public and private clients throughout the US and Canada since 1989. Our team works with Cityworks to implement proven solutions with proven implementation project delivery methodologies. From our business analysts, technical leads, to our consultants and project managers, our award-winning team provides the unique ability to understand your vision and offer a solution tailored to your mission -critical business requirements. We are technology experts who care deeply about community development and asset management solutions to help you better manage your citizen needs, concerns and your assets. Our Technology group has the experience and capability to provide a wide range of services. In business since 1953, Timmons Group has sustained growth over the past several years in gross revenues and workload. Current annual gross receipts over $100 million. This stable environment sets the stage for Timmons Group's continuing operations for the foreseeable future as a financially viable corporate entity. PLANNING Requirements Definition Strategic Planning Implementation Planning DESIGN Infrastructure Design Database Design Data Model Design Application Design GIs Infrastructure Design DEVELOPMENT Application Development Data Conversion Field Data Collection Mobile & Web Development System Integration IMPLEMENTATION Cityworks AMS & PLL User & Admin Training Support Page 150 Permit and WHY CHOOSE THE TIMMONS GROUP TEAM Land Use Management System City of Rosemead, CA RFP No. 2024-08 Timmons Group has been a Cityworks Business Partner for 20+ TIMMONS GROUP years, and a Platinum level partner since 2013. The symbiotic O I e relationship enjoyed between Cityworks and Timmons Group is a software unique and tremendously advantageous team to our clients. While Cityworks is a software company, Timmons Group is a company = DigEplan focused on professional services and excellent project delivery& implementation. This, unique in the industry, teaming arrangement Citywo rks allows Cityworks to concentrate on the constant development and improvement of their product offerings while Timmons Group concentrates on the successful implementation, real world use and exploitation of the Cityworks products. We view our mutual clients from somewhat different perspectives; however, this is to your advantage. Timmons Group is free to ensure that the Cityworks products are implemented so that they work using the workflows, business rules, and processes our mutual clients desire, including integration to other software systems. Timmons Group will ensure that Cityworks works for you and is not a system that The City must dedicate tremendous (and unnecessary) resources to. We are free to concentrate on the exacting requirements our clients require. We therefore look at the operational side of our client's requirements and the strategic goals they wish to achieve, as well as keeping our clients abreast of the latest trends and standards in best practices of asset management and CMMS. Cityworks can concentrate on how their products meet the basics around software: constant development, ensuring the software performs as desired, provides capabilities to meet best practices and standards and stays abreast of the latest technology developments, as well as the look and feel end-users demand. Cityworks can ensure their future product offerings are aligned with long-term strategic goals of not only Esri GIS, but also their clients wishes and desires. All of this is made possible by offering to you, our clients, a true team of experts. Although your primary contact with the team will be with Timmons Group during the implementation, Cityworks will take an active role in the project. Our teams work together to develop our proposal responses, Cityworks Client Success Managers are involved in our scope development and will be involved with the project team (comprised of The City, Timmons Group, and Cityworks) from the start, including attendance at key project meetings. Once Go Live occurs Cityworks involvement will become more prominent. Rest assured, both Cityworks and Timmons Group will remain involved and attentive to you as our mutual clients well past the Go -Live stages. We share the common value that our success is truly achieved only when our clients are successful. Both Timmons Group and Cityworks take this seriously and feel that this unique relationship only makes our two companies stronger and our clients more satisfied. Avolve and DigEplan merged in March 2022, creating the largest provider of electronic plan review software. Operating under the Avolve Software brand, offering a robust and growing product suite with the most extensive experience in the industry. O I e Avolve has a comprehensive, flexible electronic plan review suite of products that can support software your municipality as it grows and evolves overtime. Departments within your municipality can select the plan review solution that best fits their unique requirements, but now each plan review = DigEplan solution will be supported by one cohesive company. What makes Avolve the clear choice for all your municipality's electronic plan review needs? • Far and away the global leader in electronic plan review 30+ years of GovTech experience • 300+ customers across five (5) countries • 40% of the largest U.S. cities are customers • Over 1 M plan reviews processed • 15+ government platform vendor partners 98% of customers recommend us • Modern and scalable technology • Solutions for jurisdictions of all sizes, from small towns to large metropolitan areas, we have a comprehensive eplanning technology stack that will meet your needs now, tomorrow, and far into the future TIMMONS GROUP Page 151 C,EOSPATIAL SOLUTIONS PAST PROJECTS T NNADA WISCZN WYOtAIN. owe M ( LkQRNIR Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 0 MONTANA NOUN DAKOTA y/ — MrNNLSOTA n.r Sal DAKOTA ✓...mom WISCZN WYOtAIN. owe M ( NEBKAsxn All ,•, ••'•� 0 ry _ I"'Nw s Igo UTA. COI.. "nal Nw0Nwgy+ V.V�Y 0 AlLAZA Mrssaual 0 KENTUCKY OKOwnn�� Augaau Im�u q New Me>a[o ARKANSAS N .T. 'JOE ' NEw VoIAy f/ TIMMONS GROUP GFOSPATIAL SOLUTIONS Page 152 v—. 'am SoIT� GAlcl ..–© Ftozip�L jtA— G Oananc,'X Alcoa, TN Fretle•ick Water, VA Doug'. am'Ierpolass 0 County. CA ..,. Antioch, CA. C © Otay Water Deal CA � Gooc'nana County VA ® Montgomery County MD � Salem VA � Wermn, MI ©Alpharetta, GA Formal VA Marl County, FL �North Gila county Samorton Dislnd, AZ ®Rogers Wabr/CityofRopers. AIR O Napendle. IL ®Henderson. KY ® AuthoFlondr KeysAqueduct Tampa, FIL '®' Bull WA © Fayetteville, NO ® Several WA St Johns Coumy. FL � Reaimme Canty. MD ®' Erve. PA ©HamilbnCounty,TN ®Sammnesh,WA Madison.Wl Nashville, TN ® os Angeles County, CA Skagit Cdun1Y PUDt1. WA Weeks. FL BonneyLake, WA Pannichuck Wates NH AlderAl WA qP O Aubum, AL ® Sezdle, WA Renbq WA ® Consumes CSD Salam, OR LaFrye� Consolidated Grand Raoitls. MN Forsyth County, GA a Sebrviw A.rdrorryYA ®ChFall ostll'le, Hiendon, VA ® Upper St Clair, PA Year. WA Holy Springs. NO VA M, VA Tallahassee, FL Tigard, OR Islam Wgm County, VA Barger ME ®Alernm AsaanMu, VA Srgarlarb, TX Napa Sair matlon Dialro CA 0' Fallon, IL a mptan,Omaric (Canada) Jackson, MS Bartow County, GA Conal andpaidaliry of Tdedd.OH Golden State Water. CA DDOVEOUANS ®Colons, NY North Miami Bead. FL ork, Escondido. CA Charlotte County, FL ® Indowater Aulhdnry. CA Nal VA 0, TX Grey Forest U;imiesNal Spmsylvania County, VA Minot NO ®' Richmond IN EleUT WA Montgomery Coumy. OH �Hemman, UT independence. MO Washington CaunN.OR Sandy, IM Mit"Like OR Waterford Charter Terrell MI Bellingham.WA An City of Canlenmi,CO © Woodbum, OR Altoona WYAuthartY, PA Hanisamwg, VA � Lebanon. OH Cha Charleston Wafer, SC m Finhw County, VA Prince Willem Service ANoriy Danv.11e, VA �GamltlRFol lntemationai A'eporf, Raleigh, NO Meam ocoeva. SC ® West Valley City, UT Rayto^a. MO ® Erie WeleT Works, PA ®Allegheny County. PA ® Chicago, IL Las Gaginas Valley Sanity Distrdt, CA 7 Charlotte Water, NO Hoban IN Lowell, AR of Winston-Salem, NC ® Maws Wake, GA Sammamish Plateau Water Orman. WA Batlnw Counta GA y,KaleCity ®Santa Clara Valley Watx District Walsonvili%CA MIG Peninsula Regional Open Space, CA Edmond, OK EPCOR, Phoenix, AZ CCorvallis.OR Gastonia, NC ® Morro Bay CA American States Jblily Service Lake Stevens, WA ,® Everett. WA ®' Henrico, VA water �Wrylnt, CA District, Asheville NC ® Elk Grove CA Faill County, VA ®Kneen. TX ®Shatter CA ®Brookhaven, GA � Yakima. WA®Wrsw, NC Figure 1: Timmons Group has worked with more than 130 agencies to implement Ci"orks software. TIMMONS GROUP GFOSPATIAL SOLUTIONS Page 152 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SIMILAR SERVICES PROVIDED Timmons Group has been a Platinum implementation partner with Cityworks since 2003. Since then, we have implemented Cityworks with more than 140 local governments and utilities across North America. We have implemented Cityworks PLL with similar requirements to the City more than 40 times across North America. LOCAL EXPERIENCE Timmons Group has, or is implementing Cityworks PLL with the following California clients: • Escondido • Morro Bay • Valley Water • Elk Grove • Indio Water Authority • Mission Springs Water District TIMMONS GROUP CLIENT SUPPORT PROGRAM Timmons Group is unique among Cityworks business partners in that we offer a formalized Client Support program led by a dedicated Client Support Manager (CSM). We understand that once implementation is complete, our clients' primary challenge is that the software's original environment will continuously evolve as they seek to improve and modify their service offerings to their citizens and customers. To help guide our clients through this, the Timmons Group CSM maintains regular communication with clients to ensure the software configuration, integrations to other systems, and any customizations are functioning properly, and goals are being met. Our CSM is singularly focused on ensuring our clients are continually capitalizing on their investment in Cityworks. CITYWORKS SUPPORT 95% Of Our Clients Stay on the Program after Two Years of Support This section outlines Cityworks support features. For additional information, see the Cityworks Standard License and Maintenance Agreement. Methods of Support Cityworks offers telephone support, chat, email support, online support, and other website support services. Telephone, chat, and email support are provided as follows: • Regular business hours, 8:00 a.m.-5:00 p.m. Mountain Time. • Help Desk is available weekdays, excluding holidays. An emergency phone number of a technical analyst is provided in the event of a critical problem occurring after hours. • Customer support phone number: (801) 990-1888. Our Interactive Voice Response system directs your phone call or chat to a trained representative. If representatives are busy, you can request a call-back. Online support is provided as follows: • Regular business hours, 8:00 a.m.-5:00 p.m. Mountain Time. • Weekdays, excluding holidays. • Cityworks uses commercially available software for web meetings when it becomes necessary for the support agent to view the Client's computer environment. The web meeting software may require that software be installed on the Client's computer to operate. • An internet browser connected to the system is required. • VPN and web access require secure access to the system. TIMMONS GROUP Page 153 GEOSPATIAL SOLUTIONS Permit and Land Website support is offered as follows: Use Management System City of Rosemead, CA RFP No. 2024-08 • The www.cityworks.com website includes general information, which includes: news releases, event listings, partner news, client news, media videos, webinar recordings, Cityworks Magazine, contact information, a link to the https://mycityworks.force.com (MyCityworks) support website, and more. • The MyCityworks website is a registered user self -serve support portal, which includes the following: community news, install and update guides, quick -start and user guides, training announcements, downloads of software, knowledge base articles, partner resources, access to customer support, and more. Documentation • Online help can be accessed from within the Cityworks Office, Tablet, and Respond environments. • Clients can access and download product user guides from the MyCityworks support website. • Database diagrams are available to Clients on the MyCityworks support website. • Instructional videos are available on MyCityworks which display specific functionality, what's new in Cityworks, and other information. • Conferences, group meetings, and forum: Cityworks hosts an online resource portal and customer discussion forum on MyCityworks. The Cityworks Converge TM User Summit is a virtual user group meeting. Since June 2020, Converge has taken the place of the previous Regional User Group (RUG) meetings. Converge is about learning together to achieve success by sparking innovation, exchanging knowledge, and empowering GIS intelligence across every community. Five Converge Summits have been held, with each hosted by clients from different regions of the country. The latest Converge Summit was held March 2021. The Cityworks InnovateT Conference is a live and interactive two-day virtual conference. The latest Innovate Conference, held June 2021, has taken the place of the 2021 Cityworks User Conference. User Conferences have been held in Salt Lake City, Utah on an 18 -month cadence. Attendees are presented cutting-edge Cityworks technology, can connect with Cityworks personnel, attend general sessions, attend breakout sessions, and can collaborate with partners and other users to empower GIS intelligence in their communities. Fixes and Enhancements The Update and Support Agreement allows clients to receive all subsequent upgrades, enhancements, and bug fixes for all future releases of the licensed applications if the client renews the agreement annually. Problems must be re-created by the user and isolated down to a specific software component. Problems can then be submitted to Cityworks by phone, voicemail, chat, or the self-service portal. For each problem case, the information is logged, and the customer support team will provide an answer to the question or resolution to the problem. Any support request that is not immediately resolved is assigned to a technical support representative. Verified bugs are submitted to the development team for scheduling, prioritization, assignment, and testing. Enhancement suggestions are managed through the project manager during a project's initial implementation or through the customer support representative during ongoing maintenance. They can also be submitted through Ideas entries on the MyCityworks website and by sales representatives with competitive issues brought forth in presentations. These suggestions are reviewed by the company stakeholders groups as well as the Cityworks software development committee. Stakeholders are employees from a variety of specialized fields and interests who engage with the software and have an interest in its success. The software development committee is composed of upper management representing key areas of the company. Enhancement priority is based on many factors, including the following: • User response for new ideas tracked on MyCityworks • Information gained from Cityworks conferences • Market drivers • Magnitude of effort • User needs • Timing of software releases TIMMONS GROUP Page 154 GEOSPATiAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 • Comparison to other initiatives • Decisions made by stakeholders and the software development committee Cityworks Releases As a publicly held company, we cannot provide details on future versions or service patches. We cannot provide a map (or dates) of future releases, but we can provide a list of patches and updates over the past to show what we have been doing. Previous releases include the following: • Cityworks 23—May 2023 • Cityworks 15.8—April 2022 - Six service patches: 15.8.1 (June 2022) to 15.8.6 (June 2023) • Cityworks 15.7—April 2021 - Seven service patches: 15.7.1 (May 2021) to 15.7.8 (January 2023); 15.7.4 was skipped. • Cityworks 15.6—September 2020 - Nine service patches: 15.6.1 (October 2020) to 15.6.9 (June 2022) The Cityworks platform has been designed with built-in platform apps: Office for AMS, Tablet for AMS, Office for PLL, Tablet for PLL, Contracts, and Equipment Change Out. Add-on apps have also been developed outside of the platform and released on their individual schedules at regular intervals. These each correspond with a specific platform release while providing cross compatibility with other Cityworks products. These optional apps include: Admin, Analytics, Operational Insights, Performance Budgeting, Pavement Management, Public Access, Respond, Storeroom, Style, Workload, and mobile native apps for iOS and Android. Cityworks releases have been assigned numbering (e.g., Cityworks 15.8.2) representing the respective extensive version, major version, and service patch release. Extensive version numbers are incremented when major changes are made to the underlying software platform. Major releases include enhancements and fixes and have been released on an 8-12 months cadence. Service patch releases include fixes and have been released from one to every few months, or as needed. Releases have been designed to be as problem -free as possible through heavy testing and quality control. Preview releases of our major versions have been made available to qualifying clients. Enhancements that could not be developed or stabilized in time for a major release are furloughed to the next version. Support Phases Software phases are classified relative to the current version. Support for each phase for the platform, compatible add- ons, and mobile native apps is applied through development of enhancements, service patches, upgrades, and offering of technical support. TIMMONS GROUP Page 155 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Technical support including phone, email, chat, and MyCityworks is available for platform, compatible add-ons, and mobile native apps during the current, extended, and mature phases. Technical support at the maintenance phase includes only support related to platform critical bug fixes in addition to MyCityworks, although the documentation is not updated during this phase. Software Notification and Distribution Clients are notified of major releases and service pack releases by email announcement or posts on MyCityworks. For clients with a current Update and Support Agreement, Cityworks will make new releases and supporting documents available on MyCityworks. Upgrade Installation On -premises (on -prem) upgrade installations are the responsibility of the client. New software can be downloaded by current clients and includes upgrade details and instructions. When problems are encountered during upgrade or installation of Cityworks while following the Cityworks Install Guide or the Cityworks Update Guide, Cityworks technical support staff is available to remotely assist the client. Cityworks Online (CWOL) major version upgrade installations have been performed by Cityworks staff on release of the initial service patch. For example, the upgrade to Cityworks 15.8 (from 15.7.x) was performed soon after 15.8.1 was released. Upgrades have been performed during the night with advance notice provided prior to the upgrade. TIMMONS GROUP Page 156 G.EOSPATIAL SOLUTIONS Permit and Land Use SECTION 4 - REFERENCES e Management System City of Rosemead, CA RFP No. 2024-08 Timmons Group has implemented Cityworks PLL more than 40 times, and we have sold and implemented the TG PLL Portal with 30+ clients. We have also implemented Cityworks with 135+ clients across North America. These services include moving existing Cityworks deployments to a cloud -based environment (either Cityworks Online – SaaS, or via Timmons Groups hosting and managed services via Amazon Web Services). We have chosen a sample of three recent clients for whom we have completed a Cityworks PLL implementation. Additional references can be provided on request. Cityworks PLL Implementation & Citizen Engagement System Integration I Escondido, CA Contact: Rob Van de Hey, Chief Information Officer 1760.802.0828 1 rvandehey@escondido.org Project Dates: October 2020 – June 2022; Maintenance and support is ongoing ESC NDI O The City of Escondido partnered with Timmons Group for the implementation, configuration, data uty of choice conversion (from CRW/Superion TRAKiT .NET), and report customization/creation for Cityworks Permits, Licensing and Land (PLL) software; implementation and configuration of the Timmons Group Public Facing Portal for Cityworks PLL; and the implementation and configuration of OnBase for plan review and document management for Cityworks PLL. Cityworks AMS/PLL Implementation I City of Morro Bay, CA Contact: Scot Graham 1805.772.62911 sgraham@morro-bay.ca.us Project Dates: January 2016 – November 2019, Maintenance and support is ongoing Timmons Group implemented a phased approach to project planning, implementation and INIPM system deployment for Morro Bay's Cityworks Asset Management System Implementation. This `� approach also enabled our project team to focus on potential risks associated with such a KORRO BAY complex program. Based on the information gathered and analyzed during this process, our PUT LIFE ON COAST team developed the various components of the asset management and permit tracking system as outlined within the RFP, on time and within budget. Cityworks PLL Implementation I City of Burien, WA Contact: Fernando Llamas, Jr. 1206.241.4647 1 fernandol(a)burienwa.aov Project Dates: August 2021 – June 2023 = —rk The City of Burien partnered with Timmons Group to implement a software solution to manage Burien planning & permitting processes across the Community Development department. Crucial deliverables included the software solution design plan, completion of software configuration, integration to Mybuildingpermit.com, integration to WA State Business License database, data migration from TRAKiT permitting system, training for all stakeholders, and delivering the system over the course of project Go Live. Project Manager Lauren Sullivan led this effort. A letter of reference is including on the following pages. Cityworks has 700+ customers throughout the United States and around the world. DigEplan has over 100+ customers in the US and Canada. Their largest customers by transaction volume supported are Polk County, FL, & Davidson County, TN. TIMMONS GROUP Page 157 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA City of Burien 400 SW 152nd Street Suite 300 Burien, WA 98166-1911 Memorandum To: Lou Garcia, Principal Ron Butcher, Principal From: Fernando Llamas Jr, Information Systems Manager CC: Lauren Sullivan, Project Manager Kyle Kojan, Project Technical Lead Patrick Wade, Project Business Analyst Timmons Group Project Team #49442 Date: December 27, 2023 Re: City of Burien, WA— Project success and appreciation RFP No. 2024-08 P 206.241.4647 F 206.248.5539 burienwa.gov Burien We are pleased to acknowledge the exceptional work performed by the Timmons Group during the successful implementation of the Cityworks PLL permitting system in Burien, WA. As a valuable partner, the Timmons Group demonstrated commendable project management skills and a high level of professionalism that contributed to the execution of the project. One key strength of personnel from the Timmons Group was their adeptness in project management, which provided clear guidance and ensured that the implementation process remained efficient and on schedule. Their commitment was evident in their approach to the design and configuration of the software. They played a pivotal role in assessing our current state, offering insightful recommendations, and crafting a future state configuration that optimized the software's design and ensured adherence to our city's policies and mandates. The Timmons Group exhibited unwavering support and guidance to personnel from the City of Burien. Their responsiveness to questions and immediate attention to issues that arose were instrumental in maintaining a smooth project. Beyond their technical expertise, the team was a pleasure to work with, and they demonstrated a genuine interest in collaborating with us despite numerous challenges and requests. The individuals from the Timmons Group assigned to our project were particularly impressive. We want to extend our gratitude to Lauren Sullivan for her exemplary project management, and we commend the exceptional skills of team members Kyle Kojan and Patrick Wade. Their dedication to configuring our solution and going the extra mile to troubleshoot ways to meet our specific needs did not go unnoticed. Page 11 TIMMONS GROUP Page 158 GFOSPA-IAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 We are sincerely grateful for the Timmons Group's invaluable contributions to our success, turning the entire experience into a win-win for the city of Burien. Based on our positive collaboration, we wholeheartedly recommend the Timmons Group to any jurisdiction considering Cityworks implementation. Furthermore, we look forward to collaborating with them again should additional needs arise. Thank you once again for your outstanding service. Sincerely, Adolfo Bailon City Manager TIMMONS GROUP .`IC''A V.I SOILTiOv; T%. l,(Jc�t ert Jeffrey Watson Fernando Llamas Jr Interim Community Development Information Systems Manager Director (Project Sponsor) (Project Manager) Page ) 2 Page 159 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SECTION 5 - STANDARD CITY CONTRACT AND INSURANCE REQUIREMENTS Trimble's responses to this RFP are based on our good faith effort to understand and interpret the features and functionality requirements listed. Our answers and responses include clarifications with the intent to represent the capabilities of the Trimble offering(s) truthfully and accurately, but are not to be interpreted as any representations and warranties. The Trimble offering(s) are commercial -off-the-shelf software, and the pricing being offered is based on certain assumptions. As such, Trimble takes exception to (1) any requirements contrary to the off the shelf specifications of the Trimble offering(s) and (2) any terms and conditions found in the Request for Proposal. Trimble's proposal is subject to the incorporation of its applicable standard terms found at https://www.trimble.com/en/legaUcustomer-terms into any final contract. However, if selected for this procurement, Trimble agrees to negotiate in good faith to assure all parties are comfortable with the final governing document. No response in the RFP should be construed to create a binding contract contrary to the terms of the agreed on final contract. Trimble has thousands of customers all over the world and we are confident the parties can reach a mutually beneficial agreement. TIMMONS GROUP Page 160 GPOSPATIAL SOLUTIONS TRIMBLE CITYWORKS SAMPLE SLA *Trimble ORDER FORM Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Cityworks Order Date: Date of the last signature below Trimble Entity Name Azteca Systems, LLC, a Trimble company ("Trimble") and Address: 11075 South State, Suite 24, Sandy, Utah 84070 Customer Entity Name [Name] ("Customer") and Address: [Address] Billing Contact Name and E- [Contact Person] Mail Address: [Phone] [email] Initial Term: [Dates] Miscellaneous: . Purchase orders issued by Customer are issued for administrative purposes only; terms and conditions contained in any such purchase order shall be null and void. Licensed Software: Description Number of Authorized Users Annual Term Total $ `All Licensed Software is for the indicated term and not perpetual. Annual fee herein is based on population range. [Software -as -a -Service: - if any SaaS product is included in order] Description Number of Authorized Users Annual Term Total $ TIMMONS GROUP Page 161 GECSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Annual Amounts Due: Addendums: 1. Terms of Service 2. Supplemental Product Terms 3. Support 4. Service Level Agreement TERMS AND CONDITIONS 1. Terms and Conditions. All offerings are made available by Trimble subject tothe terms and conditions set forth in this Order and the above referenced Addendums. 2. Annual Renewals: Additional Software Products and Licenses. This Agreement may be renewed annually by payment of the then current maintenance fees for the next annual maintenance period or receipt of Purchase Order from Licensee in responseto an official Cityworks quote. Additional Software Products & Licenses may be added to this Agreement with either an acknowledgement of an official Cityworks quote signed by Licensee and additional fees, if necessary or applicable being paid, or receipt of Purchase Order from Licensee in response to an official Gtyworks quote and additional fees, if applicable, being paid. 3. Payment Terms. All fees are due net 30 from the date of the Trimble invoice. Trimble will invoice upon execution of this Order and each renewal hereof. 4. Annual Price Increase. At each renewal, Trimble has a right to increase the annual fees by the greater of (a) CPI plus two percent (2%) or (b) five percent (5%). "CPI" shall mean for all Urban Consumers, the U.S. City Average, for all items, 1982-84=100 (the "CPI -U"), as published by the Bureau of Labor Statistics, U.S. Department of Labor, and shall be for the prior twelve months as of the date the calculation is made. Trimble will use commercially reasonable efforts to notify Customer of the new pricing no later than sixty (60) days prior to the expiration of the prior term. 5. Electronic Invoices. Customer hereby consents to the receipt of invoices electronically at the indicated e-mail address(es) and accepts such invoices as If received by mail. Customer's e-mail address maybe changed by written notice given by Customer to Trimble at: customer_master@trimble.com. Customer is responsible for maintaining a current e-mail address and shall under no circumstances be excused from payment of applicable charges by its failure to access its designated e-mail address. 6. Due Authority. By signing below, the signatory represents that he/she (i) is an authorized representative of Customer and (ii) has the authority to legally and functionally commit the Customer. [Signature Page to Follow] TIMMONS GROUP GFOSPATIAL SOLUTIONS Page 162 Sacs Termed Software Total Year 1 [dates] $ $ $ Year 2[dates] $ $ $ Year 3 [dates] $ $ $ Addendums: 1. Terms of Service 2. Supplemental Product Terms 3. Support 4. Service Level Agreement TERMS AND CONDITIONS 1. Terms and Conditions. All offerings are made available by Trimble subject tothe terms and conditions set forth in this Order and the above referenced Addendums. 2. Annual Renewals: Additional Software Products and Licenses. This Agreement may be renewed annually by payment of the then current maintenance fees for the next annual maintenance period or receipt of Purchase Order from Licensee in responseto an official Cityworks quote. Additional Software Products & Licenses may be added to this Agreement with either an acknowledgement of an official Cityworks quote signed by Licensee and additional fees, if necessary or applicable being paid, or receipt of Purchase Order from Licensee in response to an official Gtyworks quote and additional fees, if applicable, being paid. 3. Payment Terms. All fees are due net 30 from the date of the Trimble invoice. Trimble will invoice upon execution of this Order and each renewal hereof. 4. Annual Price Increase. At each renewal, Trimble has a right to increase the annual fees by the greater of (a) CPI plus two percent (2%) or (b) five percent (5%). "CPI" shall mean for all Urban Consumers, the U.S. City Average, for all items, 1982-84=100 (the "CPI -U"), as published by the Bureau of Labor Statistics, U.S. Department of Labor, and shall be for the prior twelve months as of the date the calculation is made. Trimble will use commercially reasonable efforts to notify Customer of the new pricing no later than sixty (60) days prior to the expiration of the prior term. 5. Electronic Invoices. Customer hereby consents to the receipt of invoices electronically at the indicated e-mail address(es) and accepts such invoices as If received by mail. Customer's e-mail address maybe changed by written notice given by Customer to Trimble at: customer_master@trimble.com. Customer is responsible for maintaining a current e-mail address and shall under no circumstances be excused from payment of applicable charges by its failure to access its designated e-mail address. 6. Due Authority. By signing below, the signatory represents that he/she (i) is an authorized representative of Customer and (ii) has the authority to legally and functionally commit the Customer. [Signature Page to Follow] TIMMONS GROUP GFOSPATIAL SOLUTIONS Page 162 ACCEPTANCE Accepted and agreed: CUSTOMER: Signature: Print Name: Title: Date: TIMMONS GROUP '['SPATIAL SOLUTION5 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 TRIMBlE: Signature: Print Name: George Mastakas Title: Vice President Date: Page 163 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Addendum XS Terms of Service These Terms of Service (this "Agreement") are entered into by and between (a) the "Trimble" entity Identified on an Order or SOW and (b) the "Customer" entity identified on an Order or SOW ("Customer" or "you"). Certain capitalized terms are defined in Exhibit B and others are defined contextually in this Agreement. The Order may also be subject to supplemental product terms and conditions referenced in the applicable Order ("Supplemental Product Terms"). This Agreement consists of the terms and conditions set forth below and any applicable Supplemental Product Terms, Support Terms, Order, and SOW. Any conflict or inconsistency will be resolved in the following order of precedence: (1) the Order, (2) the Supplemental Product Terms, (3) the body of this Agreement, (4) the Support Terms, and (5) the SOW. The "Effective Date" of this Agreement means the effective date stated on the Order, or if there Is no Order, then the date that the Products are first made available to Customer. This Agreement will govern Customer's initial purchase(s) as well as any renewals thereof (unless different terms are specified upon renewal). If you are accessing or using Products on behalf of your company, you represent that you are authorized to accept this Agreement on behalf of your company. All references to "you" reference your company. BY SIGNING AN ORDER OR SOW OR INSTALLING, ACCESSING, OR USING ANY PRODUCTS THAT ARE SUBJECT TO THIS AGREEMENT, YOU INDICATE YOUR ACCEPTANCE OF THIS AGREEMENT AND AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THIS AGREEMENT. EACH PARTY EXPRESSLY AGREES THAT THIS AGREEMENT IS LEGALLY BINDING UPON IT. 1. Products. 1.1 Product Types. The following provisions apply to the applicable Product type, as set forth in the Order. (a) Software -as -a -Service. For Products that are deployed as Software -as -a -Service, as set forth in the Order, subject to the terms of this Agreement, Customer may access and usethe Products duringthe Term onlyfor Its internal business purposes in accordance with the Documentation, Usage Limitations, any applicable Supplemental Product Terms, and this Agreement. (b) Licensed Software. For Products that are Licensed software for deployment on premises or on a device, as set forth in the Order, subject to the terms of this Agreement, Trimble hereby grants Customer a non -transferable, non-sublicensable, non-exclusive license, during the Term, to install, copy, and use the Licensed Software on systems or devices under Customer's control only for its internal business purposes in accordance with the Documentation, Usage Limitations, any applicable Supplemental Product Terms, and this Agreement. Licensed Software is licensed, not sold. (c) Hosting Services. For Products that are Licensed Software, but are deployed through hosting services delivered by Trimble, as set forth in the Order, the Products are subject to the terms and conditions applicable to Licensed Software. 1.2 Authorized Users and Administrators. (a) Only Authorized Users may access or use the Products. User IDs are granted to individual, named persons, and each Authorized User will keep login credentials confidential and not share them with anyone else. Customer is responsible for Its Authorized Users' compliance with this Agreement and actions taken through their accounts. in the event an Authorized User is no longer authorized to use a Product on Customer's behalf, Customer will promptly deactivate such Authorized User's access. Only if expressly permitted under the applicable Order or Supplemental Product Terms, Customer may transfer Authorized User status from one individual to another at any time, provided that use of the Products by its Authorized Users in the aggregate remains within any applicable Usage Limitations. Customer will promptly notify Trimble if it becomes aware that any of its Authorized User login credentials have been compromised. (b) If a Product permits administrator access, as described in the Documentation, Customer may designate one or more Authorized Users to be administrators (each an "Administrator') with control over Customer's account, including management of Authorized Users and Customer Data, as described in the Documentation. Customer is fully responsible for its choice of Administrators and any actions they take with respect to the Products. Trimble's responsibilities do not extend to the internal management or administration of the Products for Customer. 1.3 API Access and Customer Application (a) &PJ. Products may include one or more application program interfaces ("API(s)") that allow Customer to develop applications, code, or services that communicate with the Products (collectively, "Customer Applications"). Such APIs, if any, may be available upon request. Customer may use an AN only if such use is authorized in the Documentation or otherwise in writing by Trimble. Use of APIs TIMMONS GROUP Page 164 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 maybe subject to additional terms and conditions. Trimble may modify APIs from time to time, and Trimble is not responsible for the compatibility of any such modifications with Customer Applications. (b) Use of Customer Applications. If use of an API is authorized, subject to the terms of this Agreement and in compliance with the applicable Documentation, Customer may develop Customer Applications for use solely by Customers Authorized Users. Customer will not develop Customer Applications for the benefit of, or distribute Customer Applications to, anythird party. Customer assumes all risk and liability regarding the development or use of any Customer Applications. Other customers or Trimble itself may independently develop applications similarto Customer Applications. SA. Restrictions. Customer will not (and will not permit, encourage, or assist anyone else to) do any of the following: (a) provide access to, distribute, sell, or sublicense the Products to a third parry; (b) use the Products on behalf of, or to provide any product or service to, third parties; (c) use the Products to develop a similar or competing product or service; (d) reverse engineer, decompile, disassemble, or seek to access the source code or nonpublic APIs to any element of the Products, except to the extent expressly permitted by Law (and then only after providing prior written notice to Trimble); (e) modify or create derivative works of the Products or copy any element of the Products (other than in connection with making copies of Licensed Software authorized under this Agreement); (f) remove or obscure any proprietary notices in the Products; (g) publish benchmarks or performance information about the Products, except to the extent expressly permitted by Law; (h) interfere with the Products' operation or its use by others, circumvent its access restrictions or, without the prior written permission of Trimble, conduct any security or vulnerability test of the Products; (i) transmit any viruses or other harmful materials to the Products; Q) submit to the Products any information that is inappropriate, defamatory, obscene, salacious, or unlawful, or use the Products to defame, harass, stalk, threaten, or otherwiseviolate the rights of others; (k) use the Products to advertise, offer to sell or buy goods, or otherwise for business promotional purposes; or (1) for Licensed Software, unless expressly permitted in the Order, Supplemental Product Terms, or the Documentation, use or host any Licensed Software in a virtual server environment. 1.5 Trials and Betas. If Customer receives access to the Products or any features thereof on a free or trial basis or as an alpha, beta, or early access offering ("Trials and Betas'), use is permitted only for Customers internal evaluation to determine whether to purchase a license or subscription to the Product during the period designated by Trimble (or if not designated, 30 days). If Customer purchases a license or subscription to the Products, this Agreement will apply to Customers use unless otherwise specified in the applicable Order. Trials and Betas are optional and Trimble may cease offering Trials and Betas at any time for any reason. Trials and Betas may be inoperable, incomplete, or include features that Trimble may never release, and their features and performance information are Trimble's Confidential Information. If the Products include a mechanism that limits access to Trials and Betas, Customer will not attempt to circumvent any such mechanism or restriction. Notwithstanding anything else in this Agreement: (a) Trimble has no obligation to retain Customer Data used with Trials and Betas; (b) Trimble provides the Trial and Betas 'AS -IS" with no warranty, indemnity, service levels, or support; and (c) Trimble's liability for Trials and Betas will not exceed US$50. 1.6 Educational Versions. Notwithstanding the foregoing, for any version of the Products designated as "educational,' or a similar term, Customer may use the Products solely for educational purposes (i.e., by an instructor or a student at an educational institution and while engaged in educational work). Such educational versions may not be used (a) by any other person; (b) by any educational institution for any non -educational purposes; or (c) for any for-profit purpose, including professional work or training offered for a fee, or by commercial entities. 1.7 Internet Connection. Products may require an active Internet connection or other means of electronic communications to operate, which are not the responsibility of Trimble. 1.9 Delivery and Deployment. Products, Documentation, and License Keys, if any, will be delivered by electronic means unless otherwise specified on the applicable Order. Delivery is deemed to occur on the date on which a Product and License Key, if any, are first made available to Customer. Products may gather and transmit to Trimble license compliance and activation data. Customer will not disable, modify, or interfere with the operation of any such functionality of the Products. Trimble may use the foregoing information to validate the authenticity of Customers license to the Products, to register Customers Products, for license metering, and to protect Trimble against unlicensed or illegal use of the Products. 2. Data Rights. 2.1 Data Usage and Ownership. (a) Customer hereby grants to Trimble and its Affiliates the non-exclusive, worldwide, irrevocable, royalty -free right: (i) to use Customer Data during the Term to provide the Products, Support, and Professional Services to Customer; (ii) to use and disclose Customer Data as otherwise permitted pursuant to this Agreement or any written consent or instructions of Customer; and, (iii) on a perpetual basis: (A) to create, use, and disclose Anonymized Data for any purpose and (B) subject to Trimble's confidentiality obligations in Section 13 (Confidentiality) and all applicable Data Protection Legislation, to use Customer Data to develop, maintain, and improve the Products and any other products, software, and services of Trimble or its Affiliates. TIMMONS GROUP Page 165 GEOSPATIAI. SOLUT10 Ni Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 (b) Except for Trimble's use rights set forth in this Agreement, as between the parties, Customer retains all Intellectual property and other rights in Customer Data. Trimble owns all right, title, and interest in Anonymized Data (including, without limitation, any and all intellectual property rights). (c) Customer will not have access to Customer Data after termination or expiration of the Term, unless otherwise indicated in the Documentation, Order, Supplemental Product Terms, or the parties agree otherwise in writing. (d) in the event of any conflict between the terms of Section 13 (Confidentiality) and this Section 2.1 (Data Usage and Ownership), the terms of this Section 2.1 (Data Usage and Ownership) will control. 2.2 Personal Information and Data Protection. (a) All applicable laws, rules, and regulations relating to privacy and data protection, including GDPR and CCPA (as defined below), are referred to as "Data Protection Legislation." "Personal Information" is defined as in the applicable Data Protection Legislation, or if no definition is provided, any personally identifiable information which is either (i) provided by Customer or on its behalf as required for and in connection with the normal use and operation of Products or (ii) automatically collated through the Products on Customer's behalf. "Applicable," in this context, means the Data Protection Legislation applicable to Customer at Customer's principal place of business or to Trimble at Tr mbWs principal place of business, and such laws that Customer notifies Trimble in writing of that apply to the parties. (b) Each party will comply with all applicable requirements of the Data Protection Legislation that applies to it. This Section 2.2(b) is in addition to, and does not relieve, remove, or replace, a party's obligations or rights under the applicable Data Protection Legislation. (c) Without prejudice to the generality of Section 2.2(b), Customer will ensure that it has all necessary and appropriate consents and notices In place (i) to enable lawful transfer of the Personal Information to Trimble for the duration and purposes of the Agreement and (ii) to enable Trimbleto lawfully use, process, and transfer the Personal Information in accordance with this Agreement, including on the Customer's behalf. (d) The parties acknowledge that: (1) if Trimble processes any Personal Information hereunder, it is on the Customer's behalf when performing its obligations underthis Agreement and (ii) the Personal Information may be transferred, stored, and/or accessed from outside of the country where the Customer's principal place of business is located in order to provide the Products or to otherwise perform any of Trimble's other obligations under this Agreement. (e) If the processing of Personal Information by Trimble is subject to the General Data Protection Regulation ((EU) 2016/679) or the Data Protection Act 2018 of the United Kingdom ("GDPR"), then, at the request of Customer, the parties will execute an applicable data processing addendum. (f) If the processing of Personal Information by Trimble is subject to the Califomia Consumer Privacy Act of 2018 (Title 1.81.5, 41798.100 et. seq.) ("CCPA"), then the terms of this clause (f) apply, and capitalized terms shall have the meanings afforded to them underthe CCPA unless otherwise stated. In connection with a Verifiable Consumer Request by a Consumer pursuant to an exercise of rights under CCPA related to Personal Information, (1) Trimble is Customers Service Provider; (ii) Customer (and not Trimble) will respond to such request; and (iii) if necessary, in connection with such request, Customer will utilize thetools and information provided or made generally available by Trimble, such as Trimble's online portals or APIs and Documentation regarding Trimble's products, software, and services. To the extent such tools do not enable Customer to respond to a Verifiable Consumer Request, upon Customers request, Trimble will provide reasonable assistance with respect to Personal information in Trimble's systems that is required for Customers response to such request. Trimble will not retain, use, or disclose Personal Information for any purpose other than as expressly permhted under this Agreement or as otherwise permitted under CCPR. A Verifiable Consumer Request to delete Personal Information will not require Trimble to delete Personal Information required to provide Customer with the Products (as defined in this Agreement), which includes any of Trimble's Service Provider(s) acting on Trimble's behalf to provide the Products (as defined in this Agreement); provided, however, that such service provider(s) do not have a separate right to Sell or otherwise use Customers Personal Information other than as required for Trimble's Business Purposes. 3. Customer Obligations 3.1 Compliance with Laws. Customer is responsible for complying with all laws in its use of the Products and any results derived from the Products. 3.2 No Hiah Risk Activities. Customer will not use the Products for High Risk Activities. Customer acknowledges that the Products are not intended to meet any legal obligations for High Risk Activities. 3.3 No Prohibited Data. Customer will not use the Products with Prohibited Data. Customer acknowledges that the Products are not intended to meet any legal obligations for these uses, including HIPAA requirements, and that Trimble is not a Business Associate as defined under HIPAA. TIMMONS GROUP Page 166 r. -z -ti',Tlc-.!- Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 3.4 Customer Data. Customer is responsible for Its Customer Data, including its content, accuracy, and compliance with Laws. Customer represents and warrants that It has made all disclosures and has all rights, consents, and permissions necessary to use its Customer Data with the Products and grant Trimble the rights in Section 2.1 (Data Use and Ownership), all without violating or infringing Laws, third -party rights (including intellectual property, publicity, or privacy rights), or any terms or privacy policies that apply to its Customer Data. 4. Suspension of Acoess to Products. Trimble may suspend Customers access to the Products, Support, and/or Professional Services, without liability, and in whole or in part, 'If (a) Customer breaches Section 1.4 (Restrictions) or Section 3 (Customer Obligations); (b) Customer's account is 10 days or more overdue; or (c) Customer's actions risk harm to other customers or the security, availability, or integrity of the Products. Where practicable, Trimble will use reasonable efforts to provide Customer with prior notice of the suspension. Once Customer resolves the issue requiring suspension, Trimble will promptly restore Customers access to the Products in accordance with this Agreement. S. Certain Product Features. The following provisions apply to the extent applicable to the Products. 5.1 Devices. The Products may be compatible with or require use of a device ("Device"). Compatible Devices are specified in the applicable Documentation. Trimble makes no warranties regarding the operation of any Device or continued compatibility of a Product with any such Device. Customer is solely responsible for the configuration and operation of the Device. The results obtained through a Product may be affected by, and Trimble will have no liability for, the compatibility, placement, configuration, or operation of the Device, weather or other environmental conditions, color or composition of materials being scanned, or other factors outside of Trimble's control. 5.2 Use with Other Trimble Products. The Products may allow Customer to connect with other products or services made available by Trimble. Use of such other products or services that are not part of the Products may require payment of a separate fee and are governed by those products or services' respective terms of service, end user license agreement, or other agreement, and not by this Agreement. 5.3 Scripts. The Products may allow Customer to input and/or develop custom scripts, macros, and commands (collectively, "Scripts") that control the operation of the Products. Scripts may be available for download or purchase from Trimble orthird parties, or created by Customer. Unless otherwise specified by Trimble in writing, Scripts are not part of the Product. Customer's development and use of any Scripts are solely at Its own risk. To the extent any Scripts are provided by a third party, such Scripts will be deemed to be Third - Party Materials, and may be subject to Third -Party Terms. 5.4 Third -Party Materials. The Products may provide Customer with access to Third -Party Materials. Third -Party Materials are not part of the Products. To the extent specified by Trimble (including in any Supplemental Product Terms or Documentation), use of the Third - Party Materials may be subject to additional terms or restrictions ("Third -Party Terms"). Customer is solely responsible for its compliance with any Third -Party Terms, and failure to comply with such terms may result in termination of Customers right to access any features of the Products that utilize such Third -Party Materials. If no Third -Party Terms are specified, Customer may use Third - Party Materials solely in support of Customers authorized use of the Products in accordance with this Agreement. 5.50oen Source. The Products may Incorporate third -parry open source software ("Open Source"), as listed in the Documentation or Supplemental Product Terms, or otherwise made available by Trimble. To the extent the terms of the Open Source license prohibit the terms of this Agreement from applying to the Open Source, the terms of the Open Source license will apply to the Open Source on a stand-alone basis instead of this Agreement. 5.6 Content Subscriptions. This Section applies if the Product makes available Third -Party Materials as a data or content subscription ("Subscription Content"). If Customer has a separate agreement with Trimble or the applicable third party in place regarding the use of Subscription Content ("subscription Content Agreement"), then such Subscription Content Agreement governs the use of Subscription Content accessed through the Product, but not the use of the Product itself, which will be governed bythis Agreement. If no Subscription Content Agreement Is in place, then, unless otherwise authorized by Trimble in writing, such Subscription Content may only be used solely for Customers internal purposes during the applicable Term and only when accessed pursuant to a manual end user request. Customer will not: (i) access, extract, or download any Subscription Content, or portions thereof, in batch or mass by any means; (ii) sell, offer to sell, rem, sublicense, or transfer any copies of the Subscription Content, or portions thereof, to a third party or allow a third party to use the Subscription Content, (iii) use the Subscription Content to develop services or products for sale or include any portion of the Subscription Content in any product or service; (iv) use any portion of the Subscription Content to create a competitive service, product, or technology, (v) recreate the Subscription Content or create otherwise a separate database or other repository of Subscription Content; (vi) use Subscription Content to train, augment, or correct another database or information repository; or (vii) make any portion of the Subscription Content available to the public in any manner. Upon notice from Trimble and/or any termination or expiration of theTerm, Customer will immediately cease using and delete/destroy all electronic and physical copies of Subscription Content. TIMMONS GROUP Page 167 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 5.7 Third -Party Platforms. (a) Customer may choose to use a Product with Third -Parry Platforms. Third -Party Platforms are not part of the Product. Subject to payment of additional fees, Trimble may host Trimble -approved Third -Party Platforms or integrations to Third -Party Platforms for use in connection with the Products. (b) Use of Third -Party Platforms is subject to Customer's agreement with the relevant provider and not this Agreement, and may enable data exchange between the Products and Third -Party Platform. Trimble does not control and has no liability for Third -Party Platforms, including their security, functionality, operation, availability, or interoperability, or how the Third -Party Platforms or their providers use Customer Data. if Customer enables a Third -Party Platform with a Product, Trimble may access and exchange Customer Data with the Third -Party Platform on Customer's behalf. (c) Customer represents and warrants that it shall, and shall require any provider of a Third -Party Platform to: (1) establish and maintain industry standard technical, organizational, physical, and administrative safeguards designed to ensure the security and integrity of the Product and Trimble cloud environment and (ii) comply with the security controls, configuration requirements, and access limitations Imposed by Trimble, as may be modified by Trimble from time to time. If Trimble hosts the Third -Party Platform or Integration to the Third -Parry Platform, Customer represents and warrants to Trimble that Customer has all rights necessary to grant Trimble the right to host the Third -Party Platforms on its behalf. 5.8 Third -Pam Application Stores. (a) Purchase from Application Store. If Customer obtains the Product through a third -party application store, marketplace, or other site or service (each, an "Application Store"), such Application Store is considered a reseller. All Fees are non-refundable once paid. Customer's download of the Product may be subject to other terms as specified by the operator of the Application Store from which Customer downloaded the Product. (b) Anole-Specific Terms. If Customer downloaded the Product from Apple Inc.'s ("Apple's") Application Store, the following terms are part of this Agreement: (i) This Agreement is between Customer and Trimble, and not with Apple. However, as required by Apple, Apple and its subsidiaries will be third -parry beneficiaries of this Agreement and will have the right (and will be deemed to have accepted the right) to enforce this Agreement against Customer as a third -party beneficiary. (ii) To the maximum extent permitted by taw, Apple will have no warranty obligation with respect to the Product, and, as between Apple and Trimble, any other claims, losses, liabilities, damages, costs, or expenses attributable to a failure to conform to a warranty will be Trimble's responsibility. Apple has no obligation whatsoever to furnish any maintenance or support services with respect to the Product (iii) As between Trimble and Apple, Trimble is solely responsible for the Product and for addressing any claims Customer or any third parties have about the Product or Customer's possession or use of the Product, including without limitation (A) product liability claims; (g) any claim that the Product fails to conform to any applicable legal or regulatory requirement; and (C) claims arising under consumer protection or similar legislation. In the event of any third -party claim that the Product or Customer's possession or use of the Product Infringes that third partys intellectual property rights, Apple will not be responsible for the investigation, defense, settlement, or discharge of such claim. 6. Support and Professional Servkes. 6.1 Support. During the Term, Trimble will provide support and/or maintenance forthe Products ("Support" or "Software Assurance") in accordance with the service level commitments specified on the applicable Order or the Supplemental Product Terms, if any ("Support Terms"). 6.2 Professional Services. Trimble will provide Professional Services related to the Products as specified on the Order or a statement of work or work order ("Sow") signed or accepted by Customer. Professional Services are subject to the terms and conditions set forth in Exhibit C and the applicable Order or SOW. 7. Term and Termination. 7.1 Initial Term. If Customer purchases a subscription to a Product or a license to Ucensed Software for a limited period of time, the duration of the initial term of the Order and this Agreement is set forth in the Order ("Initial Term"). Upon the expiration of the Initial Term, the Order and this Agreement shall automatically renew in accordance with Section 7.2 (Renewal Term(s)), unless otherwise set forth in the Supplemental Product Terms or the Order. The Initial Term and any renewal period are collectively referred to as "Term." TIMMONS GROUP Page 168 GFosaATIAi SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 7.2 Renewal Tennis). Unless otherwise set forth in the Order, if Customer purchases a termed license or subscription to a Product or Support, upon the expiration of the Initial Term or any renewal Term, the Term shall automatically renew for subsequent term(s) equal in duration to the then -current term, until either party provides written notice to the other party of its Intent not to renew at least 30 days before the expiration of the then -current Term. 7.3 Termination. Either party may terminate this Agreement, an Order, or a SOW if the other party (a) fails to cure a material breach of this Agreement (including a failure to pay Fees) within 30 days after written notice; (b) ceases operation without a successor; or (c) seeks protection under a bankruptcy, receivership, trust deed, creditors' arrangement, composition, or comparable proceeding, or if such a proceeding is instituted against that party and not dismissed within 60 days. Termination of the Agreement will terminate all Orders and any SOWS, unless otherwise stated in thetermination notice. Termination of an Order or SOW will not, by itself, terminate this Agreement. 7.4 Effect of Termination. Upon expiration or termination of this Agreement or an Order, Customer's right to use the Products (Including its license to any Product) will cease and Customer will immediately cease any and all use of and access to the Products and will delete (or, upon request, return) all copies of any Product. At the disclosing parry's request upon expiration or termination of this Agreement, the receiving party will delete all of the disclosing party's Confidential Information (excluding Customer Data, which is addressed in Section 2.1 (Date Usage and Ownership)). Customer Data and other Confidential Information may be retained in the receiving party's standard backups after deletion but will remain subject to this Agreement's confidentiality restrictions. 7.5 Survival. These Sections survive expiration or termination of this Agreement: 1.4 (Restrictions), 2.2 (Data Usage and Ownership), 3 (Customer Obligations), 7.4 (Effect of Termination), 7.5 (Survival), 8 (Financial Terms), 9.3 (Disclaimers), 10 (Ownership), 11 (Limitations of Liability), 12 (Indemnification), 13 (Confidentiality), 15 (General Terms), and Exhibit B. Except where an exclusive remedy is provided, exercising a remedy underthis Agreement, including termination, does not limit other remedies a party may have. g. Financial Terms. 8.1 Fees. Fees are as described in the Order or SOW ("Fees"). The payment terms for the first invoice for Products or Support will be set forth on the Order. Thereafter, the payment terra for Fees for Products and Support under that Order will be set forth in the invoice. Unless otherwise stated in a SOW or set forth in an invoice, Fees for Professional Services under an SOW are due upon receipt. Trimble may, without limiting Trimble's other rights and remedies, accelerate Customer's unpaid Fees under any Order for any breach of Customer's payment obligations under any Order so that all such obligations become immediately due and payable, Including Fees for all unbilled future Fees under any Order. 8.2 Increases. Unless otherwise set forth in the Order, (a) all recurring Fees will be fixed for a period of 12 months from the Effective Date, and (b) thereafter, Trimble may increase recurring Fees once every 12 months during the Term. 8.3 Late Fees. Any amount due under this Agreement that remains unpaid after its due date will bear interest at the lower of 1.5% per month or the maximum rate permitted by Law, calculated from the date such amount was due until the date that payment is received. Customerwill pay all costs and expenses of collection (including attomeys' fees) incurred by Trimble collecting any amounts past due under this Agreement. Subject to any mandatory Laws tothe contrary, all Fees and expenses are non-refundable. 8.4 Taxes. Customer will pay any sales, use, GST, value-added, withholding, or similartaxes or levies that apply to its Orders or SOWS, whether domestic orforeign ("Taxes"), otherthan Trimble s incometax. Fees and expenses are exclusive of Taxes. Customer will pay any foreign exchange transaction fees and anyforeign exchange profits or losses incurred on such transactions. 9. Warranties and Disclaimers. 9.1 Limited Warranty. Unless otherwise specified in the Supplemental Product Terms, and subject to any mandatory Laws to the contrary, Trimble warrants to Customer that during the Warranty Period the Products will perform materially as described in the Documentation. The "Warranty Period" is (i) 90 days from the Effective Date for Licensed Software deployed on premises or on a device pursuant to Section 1.1(b) and (11) for the duration of the Term for any (1) Software -as -a -Service made available pursuant to Section 1.1(a) or (2) Licensed Software deployed through hosting services provided by Trimble pursuantto Section 1.1(c). 9.2 Warranty Remedy. If Trimble breaches Section 9.1 (Limited Warranty) during the Warranty Period, Customer may make a reasonably detailed warranty claim within 30 days of discovering the Issue. Trimble will correct such breach by issuing corrected instructions, a restriction, or a bypass, or by replacing the Product. Subject to any mandatory Laws to the contrary, these procedures are Customer's exclusive remedy and Trimble's entire liability for breach of the warranty in Section 9.1 (Limited Warranty). This warranty does not applyto (a) issues caused by misuse or unauthorized modifications, (b) unsupported versions of Licensed Software; (c) issues in or caused by Third -Party Platforms or other third -party systems; or (d) Trials and Betas or other evaluation use. TIMMONS GROUP Page 169 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 9.3 Disclaimers. (a) General. EXCEPT AS EXPRESSLY PROVIDED IN SECTION 9.1 (LIMITED WARRANTY) OR IN ANY SUPPLEMENTAL PRODUCT TERMS, PRODUCTS, SUPPORT, AND PROFESSIONAL SERVICES ARE PROVIDED "AS 15". TRIMBLE AND ITS SUPPLIERS MAKE NO (AND HEREBY DISCLAIM ALL) OTHER WARRANTIES, WHETHER EXPRESS, IMPLIED, STATUTORY, OR OTHERWISE, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, NONINFRINGEMENT, OR ANY WARRANTIES ARISING FROM A COURSE OF DEALING OR USAGE OF TRADE. WITHOUT LIMITING ITS EXPRESS OBUGATIONS IN SECTION 6 (SUPPORT AND PROFESSIONAL SERVICES), TRIMBLE DOES NOT WARRANT THAT CUSTOMER'S USE OF THE PRODUCTS WILL BE UNINTERRUPTED OR ERROR -FREE, THAT TRIMBLE WILL REVIEW CUSTOMER DATA FOR ACCURACY, OR THAT IT WILL MAINTAIN CUSTOMER DATA OR OTHER DATA WITHOUT LOSS. TRIMBLE IS NOT LIABLE FOR DELAYS, FAILURES, OR PROBLEMS INHERENT IN USE OF THE INTERNET AND ELECTRONIC COMMUNICATIONS OR OTHER SYSTEMS OUTSIDE TRIMBLE'S CONTROL TRIMBLE WILL NOT BE LIABLE IN ANY MANNER FOR THE OUTPUT OBTAINED THROUGH USE OF THE PRODUCTS OR CUSTOMER'S RELIANCE ON SUCH OUTPUT. CUSTOMER IS RESPONSIBLE FOR THE SUPERVISION, MANAGEMENT, AND CONTROL OF CUSTOMER'S USE OF THE PRODUCTS. THIS RESPONSIBILITY INCLUDES THE DETERMINATION OF APPROPRIATE USES FOR THE PRODUCTS AND THE SELECTION OF THE PRODUCTS AND OTHER PROGRAMS TO ACHIEVE INTENDED RESULTS. ANY FORMS, POLICIES, OR OTHER MATERIALS PROVIDED BY TRIMBLE THROUGH THE PRODUCTS OR DOCUMENTATION ARE NOT INTENDED AND SHOULD NOT BE RELIED UPON AS LEGAL ADVICE OR LEGAL OPINION. CUSTOMER SHOULD CONSULT ITS OWN LEGAL COUNSEL REGARDING THE USE OF ANY SUCH MATERIALS. CUSTOMER IS ALSO RESPONSIBLE FOR ESTABLISHING THE ADEQUACY OF INDEPENDENT PROCEDURES FOR TESTING THE RELIABILITY AND ACCURACY OF ANY OUTPUT OF THE PRODUCTS. CUSTOMER MAY HAVE OTHER STATUTORY RIGHTS, BUT ANY STATUTORILY REQUIRED WARRANTIES WILL BE LIMITED TO THE SHORTEST LEGALLY PERMITTED PERIOD. (b) Customer Applications. Trimble hereby disclaims any warranty, support, or other obligations with respect to any Customer Applications. (c) Scripts. Subject to mandatory Laws to the contrary, Scripts are provided "AS IS" and Trimble hereby disclaims any warranty, support, or other obligations with respect to any Scripts, including, without limitation, any Scripts provided by Trimble. (d) Third -Party Materials and Third -Party Platforms. Third -Party Materials and Third -Party Platforms are provided "AS IS" and Customer assumes all risk and liability regarding any use of (or results obtained through)Third-Party Materials or Third -Party Platforms. Trimble and its suppliers make no warranty or guarantee regarding any Third -Party Materials or Third -Party Platforms, including regarding their accuracy or continued availability or compatibility. (e) High Risk Activities and Prohibited Data. Trimble and its suppliers specifically disclaim any responsibility for, and will not be liable in any manner arising from, any use of the Products in connection with High Risk Activities or with any Prohibited Data. 10. Ownership. Neither party grants the other any rights or licenses not expressly set out in this Agreement. Except for Customers use rights in this Agreement, Trimble and its licensors retain all intellectual property and other rights in the Products, Documentation, other deliverables and related Trimble technology, templates, formats, and dashboards, including any modifications or improvements to these items made by Trimble. If Customer provides Trimble with any suggestions, ideas, enhancement requests, feedback, recommendations, or other information relating to a Product ("Feedback"), Customer hereby grants to Trimble and its Affiliates a nonexclusive, worldwide, perpetual, irrevocable, transferable, sublicensable, royalty -free, fully paid up license to use and otherwise exploit the Feedback. 11. Limitations of Liability. TRIMBLE'S CUMULATIVE LIABILITY TO CUSTOMER FOR ALL CLAIMS IN ANY WAY ARISING OUT OF OR RELATING TO THE ORDER, ANY SOW, THIS AGREEMENT, AND THE PRODUCTS OR SERVICES, REGARDLESS OF THE FORM OR THEORY OF ACTION (INCLUDING BREACH OF CONTRACT, STRICT LIABILITY, TORT (INCLUDING NEGLIGENCE), OR ANY OTHER LEGAL OR EQUITABLE THEORY), SHALL NOT EXCEED THE TOTAL AMOUNT OF FEES PAID TO TRIMBLE BY CUSTOMER FOR THE RELEVANT PRODUCT OR SERVICES IN THE PRIOR 12 MONTHS UNDER THIS AGREEMENT. IN NO EVENT WILL TRIMBLE OR ITS SUPPLIERS OR THIRD -PARTY VENDORS HAVE ANY OBLIGATION OR LIABILITY FOR INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, EXEMPLARY, PUNITIVE, OR AGGRAVATED DAMAGES, LOSS OF GOODWILL, LOSS OF DATA, OR ANTICIPATED PROFITS ARISING FROM OR RELATING TO THIS AGREEMENT, CUSTOMER'S USE OF OR THE PERFORMANCE OF THE PRODUCTS OR FROM THE SERVICES, OR FOR ANY OTHER REASON, EVEN IF TRIMBLE OR ITS SUPPLIERS OR THIRD -PARTY VENDORS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH POTENTIAL LOSS OR DAMAGE. CUSTOMER ACKNOWLEDGES THAT THE FEES REFLECTTHE ALLOCATION OF RISK SET FORTH IN THIS AGREEMENT AND THAT TRIMBLE WOULD NOT ENTER INTO THIS AGREEMENT WITHOUT THESE LIMITATIONS. THE FOREGOING LIMITATION OF LIABILITY AND EXCLUSION OF CERTAIN DAMAGES SHALL APPLY REGARDLESS OF THE SUCCESS OR EFFECTIVENESS OF OTHER REMEDIES. 12. Indemnification. Customer will defend, indemnify, and hold harmless Trimble from and against any and all third -party claims, costs, damages, losses, liabilities, and expenses (including reasonable attorneys' fees and costs) arising out of or In connection with (a) any Customer Data, or (b) Customer's breach or alleged breach of Section 3 (Customer Obligations), Section 5.4 (Third -Party Materials), or Section 5.7 (Third -Party Platforms) (each, a "Claim'). Trimble will give Customer prompt written notice of any Claim and s v.i Page 170 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 will cooperate in relation to the Claim at Customers expense. Customer will have the exclusive right to control and settle any Claim, except that Customer may not settle a Claim without Trimble's prior written consent (not to be unreasonably withheld) if the settlement requires Trimble to admit any liability or take any action or refrain from taking any action (other than ceasing use of infringing materials). Trimble may participate in the defense of any Claim at its expense. 13. Confidentiality. 13.1 Definition. 'Confidential Information" means information disclosed to the receiving party under this Agreement that is designated by the disclosing party as proprietary or confidential or that should be reasonably understood to be proprietary or confidential due to its nature and the circumstances of its disclosure. Trimble's Confidential Information includes the terms and conditions of this Agreement and any technical or performance information about the Products, Support, or Professional Services. Customer's Confidential Information includes Customer Data. 13.2 Obligations. As a receiving party, each party will use reasonable care to protect the disclosing party's Confidential Information from being disclosed to third parties except as permitted in this Agreement, including, without limitation, in Section 2.1 (Data Usage and Ownership) and (b) only use Confidential Information to fulfill its obligations and exercise its rights in this Agreement. The receiving party may disclose Confidential Information to its employees, agents, Affiliates, contactors, and other representatives having a legitimate need to know (including, for Trimble, the subcontractors referenced in Section 15.8 (Subcontractors), provided it remains responsible for their compliance with this Section and they are bound to confidentiality obligations no less protective than this Section. 13.3 Exclusions. These confidentiality obligations do not apply to information that the receiving party can document (a) is or becomes public knowledge through no fault of the receiving party; (b) it rightfully knew or possessed prior to receipt under this Agreement; (c) it rightfully received from a third party without breach of confidentiality obligations; or (d) it independently developed without using the disclosing partys Confidential Information. 13.4 Remedies. Unauthorized use or disclosure of Confidential Information may cause substantial harm for which damages alone are an Insufficient remedy. Each party may seek appropriate equitable relief, in addition to other available remedies, for breach or threatened breach of this Section. 13.5 Reouired Disclosures. Nothing in this Agreement prohibits either parry from making disclosures, Including of Customer Data or Confidential Information, if required by law, subpoena, or court order, provided (if permitted by Law) it notifies the other party in advance and reasonably cooperates in any effort to obtain confidential treatment. 14. Publicity. Neither parry may publicly announce this Agreement except with the other party's prior consent or as required by Law. Trimble may include Customer and its trademarks in Trimble's customer lists and promotional materials but will cease this use at Customer's written request. 15. General Terms. 15.1 Assignment. Trimble may assign this Agreement upon notice to Customer. Customer may not assign or transfer this Agreement (by operation of law or otherwise) without the prior consent of Trimble. Any non -permitted assignment is void. This Agreement will bind and inure to the benefit of each party's permitted successors and assigns. 15.2 Non•Solicitation. During the Term of this Agreement, and for a period of one year following expiration or termination of this Agreement, Customer shall not on Its own behalf or on behalf of any third party, solicit, hire, or cause to be hired as an employee or engage or caused to be engaged as an independent contractor any person who was an employee or independent contractorof Trimble, without the prior written consent of Trimble. 15.3 Notices. Except as set out in this Agreement, any notice or consent under this Agreement must be in writing and will be deemed given: (a) upon receipt if by personal delivery; (b) upon receipt if by certified or registered mail (return receipt requested); or (c) one day after dispatch if by an internationally reputable commercial overnight delivery service. If to Trimble, notice must be provided to the address in Exhibit A, with a copy to Trimble Inc, Attn: General Counsel — Important Notice, 935 Stewart Drive, Sunnyvale, CA 94085, USA. if to Customer, Trimble may provide notice to the address Customer provided at registration oron the Order. Either party may update its address with notice to the other party. Trimble may also send general and operational notices to Customer by email or through the Products, including suspension, collection, and termination notices related to overdue Fees. 15.4 Entire Agreement. This Agreement (which includes the Order, any SOWS, any applicable Supplemental Product Terms, and any applicable Support Terms) is the parties' entire agreement regarding its subject matter and supersedes any prior or contemporaneous agreements regarding its subject matter. In this Agreement, headings are for convenience only and "including" and similar terms are to be construed without limitation. The terms In any Customer purchase order, business form, or other similar documents will not TI MMONS GROUP Page 171 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 amend or modify this Agreement and are expressly rejected by Trimble; any of these Customer documents are for administrative purposes only and have no legal effect. 15.5 Amendments. Except as otherwise provided herein, any amendments, modifications, or supplements to this Agreement must be In writing and signed by each party's authorized representatives or, as appropriate, geed through electronic means provided by Trimble. Documentation and Support Terms are not subject to this Section. Trimble may modify Documentation and Support Terms to reflect new features or changing practices, but the modifications will not materially decrease Trimble's overall obligations during a Term. 15.6 Waivers and Severability. Waivers must be in writing signed by the waiving party's authorized representative and cannot be implied from conduct. Each provision contained in this Agreement constitutes a separate and distinct provision severable from all other provisions. If any provision (or any part thereof) is unenforceable under or prohibited by any present orfuture law or is held by a court of competent jurisdiction or arbitrator to be invalid, void, or unenforceable, then such provision (or part thereof) will be amended, and is hereby amended, so as to be in compliance with such law, while preserving to the maximum extent possible the intent of the original provision. Any provision (or part thereof) that cannot be so amended will be severed from this Agreement; and, all the remaining provisions of this Agreement will remain unimpaired. 15.7 Force Majeure. Neither party is liable for any delay or failure to perform any obligation under this Agreement (except for a failure to pay Fees) due to events beyond its reasonable control, such as a strike, blockade, war, act of terrorism, not, Internet or utility failures, refusal of government license, pandemics, or natural disaster. 15.S Subcontractors. Trimble may use subcontractors and permit them to exercise Trimble's rights in connection with this Agreement, including for hosting purposes. Trimble remains responsible for compliance of any such subcontractors with this Agreement and for its overall performance under this Agreement. 15.9 Independent Contractors. The parties are independent contractors, not agents, partners, orjoint venturers. 15.10 Export Restrictions. Customer acknowledges that the Products are subject to export restrictions by the United States government and import restrictions by certain foreign governments. Customer will not, and will not allow any third party to, remove or export from the Unfted States or allow the export or re-export of any part of the Products or any direct productthereof: (!)into (or to a national or resident of) any embargoed or terrorist -supporting country; (II) to anyone on the U.S. Commerce Department's Table of Denial Orders or U.S. Treasury Department's list of Specially Designated Nationals; (iii) to any country to which such export or re- export is restricted or prohibited, or as to which the United States government or any agency thereof requires an export license or other governmental approval at the time of export or re-export without first obtaining such license or approval; or (iv) otherwise in violation of any export or import restrictions, laws of any United States, or foreign agency or authority. Customer warrants that it is not located in, under the control of, or a national or resident of any such prohibited country or on any such prohibited party list. The Products are further restricted from being used for the design or development of nuclear, chemical, or biological weapons or missile technology, or for terrorist activity, without the prior permission of the United States government. Customer will defend, indemnify, and hold Trimble harmless against any liability (including attomeys' fees) arising out of Customer's failure to comply with the terms of this Section. Customer's obligations under this Section will survive the termination of this Agreement for any reason whatsoever. 15.11 Anti-Conuotion. Each party shall, and shall require that its officers, employees, and agents, (a) comply with all applicable anti- corruption and anti -bribery laws, including but not limited to the U.S. Foreign Corrupt Practices Act of 1997 and the U.K. Bribery Act 2010, each as amended and including any rules or regulations thereunder; (b) not directly or indirectly offer, promise, or give any person working for or engaged bythe other party a financial or other advantage to Induce that person to perform improperly a relevant function or activity or reward that person for improper performance of a relevant function or activity; and (c) not directly or indirectly request, agree to receive, or accept any financial or other advantage as an inducement or reward for Improper performance of a relevant function or activity in connection with this Agreement. 15.12 Government End -Users. Elements of the Products are commercial computer software. N the user or licensee of the Products is an agency, department, or other entity of the United States Government, the use, duplication, reproduction, release, modification, disclosure, or transfer of the Products or any related documentation of any kind, including technical data and manuals, is restricted by the terms of this Agreement in accordance with Federal Acquisition Regulation 12.212 for civilian purposes and Defense Federal Acquisition Regulation Supplement 227.7202 for military purposes. The Products were developed fully at private expense. All other use is prohibited. 15.13 No Third -Party Beneficiaries. This Agreement does not confer any rights or remedies upon any third party except to the extent expressly set forth in this Agreement. 15.14 Governine Law, and Venue. The Agreement is governed exclusively by, and construed and enforced exclusively in accordance with, the laws of the applicable jurisdiction set forth in Exhibit A under "Governing Law" for the applicable Trimble entity without TIMMONS GROUP Page 172 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 regard to or application of its conflicts of laws provisions and without regard to or application of the United Nations Convention on the International Sale of Goods. The parties agree that any legal proceeding arising out of or related to this Agreement will be subject to the sole and exclusive jurisdiction and venue set forth in Exhibit A under "Exclusive Venue/Jurisdiction; to the exclusion of all others. Each party irrevocably consents and hereby submits to the personal jurisdiction thereof. 15.15 Jury Trial Waiver. If the Agreement is governed by U.S. law, this Section applies. EACH PARTY IRREVOCABLY AND UNCONDITIONALLY WANES, TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, ANY RIGHT IT MAY HAVE TO A TRIAL BYJURY IN ANY LEGAL ACTION, PROCEEDING, CAUSE OF ACTION, OR COUNTERCLAIM ARISING OUT OF OR RELATING TO THIS AGREEMENT, INCLUDING ANY EXHIBITS, SCHEDULES, AND APPENDICES ATTACHED TO THIS AGREEMENT, OR THE TRANSACTIONS CONTEMPLATED HEREBY. TIMMONS GROUP Page 173 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 EXHIBIT A TRIMBLE NOTICE ADDRESS, GOVERNING LAW, AND VENUE/JURISDICTION Trimble Entity and Notice Address` Governing law Exclusive Venue/Jurisdiction Trimble Inc. 935 Stewart Drive, Sunnyvale, CA 94085 United States AgileAssets Inc. 3001 Bee Caves Rd #200, State of Delaware and United States Austin, TX 78746 Delaware federal courts located in Wilmington, Delaware Azteca Systems, LLC 11075 South State Street Suite 24 Sandy, UTS4070 e -Builder Inc. 13450 West Sunrise Blvd Suite 600, Sunrise, FL Trimble Europe B.V. Industrieweg 187a, 5683 CC, Best, The The Netherlands Courts of Amsterdam Netherlands *See additional notice address for Trimble in Section 15.3 (Notices). TIMMONS GROUP Page 174 ceosaATiAi soLUTioNs Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 EXHIBIT g DEFINITIONS "Affiliate" means an entity that, directly or indirectly, owns or controls, is owned or controlled by, or is under common ownership or control with a party, where "ownership" means the beneficial ownership of 50% or more of an entity's voting equity securities or other equivalent voting interests, and "control" means the power to direct the management or affairs of an entity. "Anonymized Data" means any data collected in connection with the Products (including Customer Data) that has been aggregated and/or de -identified in such a manner that neither Customer nor any of its Authorized Users or any other individual can be identified from the data when it is shared outside of Trimble or its Affiliates. "Authorized User" or "User" means any type of user authorized by Customer to access and use the Products on Customer's behalf, including any additional requirements as set forth in the Order or Supplemental Product Terms. "Concurrent User' means any type of User authorized by Customer to access and use the Products on Customers behalf simultaneously at a given point in time. "Customer Data" means any information, documents, materials, or other data of any type that is input by or on behalf of Customer into the Products or that is created or generated by Customer through Customers use of the Products, including without limitation information or data that is submitted manually by Authorized Users or through a Third -Party Platform. "Customer Group" means, if applicable, Customers business units, Affiliates, or Joint Ventures listed in the Order that are permitted to authorize Users to use the Products on behalf of those business units, Affiliates, orJoint Ventures. "Deliverables" shall mean any Trimble deliverables as expressly set forth on a SOW. "Documentation" means Trimble's then -current usage guidelines and standard technical documentation applicable to the Products. "High Risk Activities" mean any mission critical, hazardous, strict liability, or other activ'rty(ies) where use or failure of the Products could lead to death, personal injury, or physical or environmental damage. Examples of High Risk Activities include, but are not limited to: aircraft or other modes of human mass transportation, nuclear or chemical facilities, life support systems, implantable medical equipment, motor vehicles, autonomous vehicles, air traffic control, emergency services, or weaponry systems. High Risk Activities do not include utilization of Products for administrative purposes, to store configuration data, engineering and/or configuration tools, or other non -control applications, the failure of which would not result in death, personal injury, or physical or environmental damage. These non -controlling applications may communicate with the applications that perform the control, but must not be directly or Indirectly responsible for the control function. "Joint Venture means a business arrangement in which Customer and one or more other third parties agree to pool their resources to accomplish a Project or other commercial enterprise. "Law(s)" means all applicable local, state, federal, and international laws, regulations, and conventions, including those related to data privacy and data transfer, international communications, and export of technical or personal data. "License Keys" means electronic passwords or other enabling mechanisms provided for use with a Product. "Licensed Software" means the object code form of Trimble s proprietary installed software product, as Identified in the relevant Order. The Licensed Software includes the Documentation, and any maintenance releases of the same Licensed Software product provided by Trimble to Customer under this Agreement, and optional software component moduie(s) that provides specific features and functionality enhancements for the Licensed Software not available in the standard configuration of the Licensed Software. Licensed Software does not include Third -Party Materials or Third -Party Platforms. "Named User' means any type of User designated by Customer by name or other identifier to access and use the Products on Customers behalf. "Order' means (a) any ordering documents, proposals, quotations, sales agreement, or similar documents issued by Trimble or executed by Customer or (b) any Trimble -issued entitlement confirmation or online order acknowledgement. "Product(s)" means the applicable Licensed Software or Softwireas-a-Service offerings listed on an Order, including any platforms, add-on, integrations, service, or products provided or sold by Trimble with any of the foregoing. "Professional Services" means anytraining, enablement, configuration, or other professional consulting services provided by Trimble related to the Products, as identified in the Order or SOW. TIMMONS GROUP Page 176 GFOSPATIAI SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 'Prohibited Data' means any (a) patient, medical, or other protected health information regulated by the Health Insurance Portability and Accountability Act (as amended and supplemented) ("HIPAA"); (b) credit, debit, or other payment card data subject to the Payment Card Industry Data Security Standards (PCI DSS); or (c) information subject to regulation or protection under the Children's Online Privacy Protection Act or Gramm -teach Bliley Act. "Software-asa-Service" means a Trimble proprietary cloud service, any Product available through a software -as -a -service, or other hosting services deployment model, as identified in the relevant Order and as modified from time to time This includes Documentation, but does not Include Third -Party Materials or Third -Party Platforms not provided by Trimble. "Third -Party Materials" means any third -party data, content, or proprietary software. "Third -Party Platform" means any platform, add-on, service, or product not provided by Trimble that Customer elects to integrate or enable for use with the Products, including any Trimble -approved Third -Party Platforms that Trimble may host on behalf of Customer. "Usage linitations" means Customer's authorized scope of use for the Products as specified in the applicable Order or Supplemental Product Terms, which may include any user, seat, copy, instance, data storage, CPU, computer, field of use, location, or other restrictions. TIMMONS GROUP Page 176 G.f OLPAn<r SOI. UTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 EXHIBIT C PROFESSIONAL SERVICE TERMS I. Statements of Work. If purchased by Customer, Trimble or its authorized service providers will use commercially reasonable efforts to provide Professional Services to Customer described in an Order or SOW by the delivery dates specified therein, if any, or on a mutually agreeable schedule. Any changes in scope must be made in writing and approved by authorized representatives of Customer and Trimble. 2. Customer Materials. Customer agrees to provide Trimble with reasonable access to Customers technical data, computer programs, files, documentation, and/or other materials (collectively, "Customer Materials") and to Customers resources, personnel, equipment, and facilities to the extent necessary for the performance of Professional Services. Client will be responsible for, and assumes the risk of any problems resulting from the content, accuracy, completeness, competence, or consistency of Customer Materials or its personnel. To the extent that Customer does not timely provide the foregoing access required for Trimble to perform the Professional Services, Trimble shall be excused from performance until such items or access are provided. Subject to the confidentiality provisions of this Agreement, Customer hereby grants Trimble a limited and revocable right to use the Customer Materials for the purpose of performing the Professional Services for Customer. Customer owns and will retain ownership (including all intellectual property rights) in the Customer Materials. 3. Customer Premises. Customer shall provide Trimble with safe access to Customer's premises as reasonably required for Trimble to perform the Professional Services, if onsite performance of Professional Services is needed and agreed to by Customer. Trimble personnel shall comply with the reasonable written rules and regulations of Customer related to use of its premises, provided that such written rules and regulations are provided to Trimble priorto commencement of the Professional Services. 4. Degverables. Trimble hereby grants Customer worldwide, royalty -free, non-exclusive license to use the Deliverables for its internal business purposes in connection with the Products associated with such Deliverables and only for the period of time that Customer has a license or subscription to such Products. Unless expressly stated otherwise in the applicable SOW, Trimble owns and will retain ownership (including all intellectual property rights) in and to the Deliverables (excluding any Customer Materials) and any modifications, improvements, and derivative works thereof (including any such materials to the extent incorporating any Feedback). If the parties have agreed that Trimble will assign ownership of Deliverables to Customer, the relevant SOW must set forth the terms and conditions regarding such assignment. S. Services Warranty. Trimble will perform the Professional Services and deliver the Deliverables as scoped in an Order or SOW in a professional and workmanlike manner. If notified of a non -conformity within 10 days of delivery of the applicable Professional Services or Deliverables, and if Customer provides a sufficiently detailed justification to Trimble to allow Trimble to identify the non -confirming Professional Services or Deliverables, Trimble will, as its sole liability and obligation for failure to provide Professional Services or Deliverables meeting this warranty, re -perform the non -conforming Professional Services or re -deliver the non -conforming Deliverables at no additional cost to Customer. 6.Travel Expenses. Trimble will invoice Customer for reasonable out-cf-pocket travel expenses incurred in connection with performing Professional Services. Expenses may include, but are not limited to, airfare and other transportation, lodging, and incidentals. Expenses may also include meals reimbursable per a flat per diem rate, available upon request. Expenses will be invoiced monthly as incurred at Trimble's cost (except per diem), and may be invoiced separately from Fees. For Professional Services performed onsite at Customer's premises, Trimble may invoice Customer for its consuhants'time spent traveling to and from Customer's premises if set forth in the SOW. TIMMONS GROUP Page 177 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Addendum>r2 Supplemental Product Terms 1. Intellectual Property Indemnification. (a) Indemnification by Trimble. Trimble shall defend Customer from and against any claim of infringement of a U.S. patent, Us. copyright, or U.S. trademark asserted against Customer by a third party based upon Customer's use of the Products in accordance with the terms of this Agreement, and pay any resulting settlement or final judgment. R Customer's use of any of the Products are, or in TrimbWs opinion are likely to be, enjoined due to the type of infringement specified above, or if required by settlement, Trimble may, in its sole discretion: (a) substitute for the Products substantially functionally similar programs and documentation; (b) procure for Customer the right to continue using the Products; or If (a) and (b) are commercially impracticable, (c) terminate the Agreement and refund to Customer the fee paid by Customer as reduced to reflect a five year straight-line depreciation from the applicable purchase date. The foregoing Indemnification obligation of Trimble will not apply: (1) if the Products are modified by any party otherthan Trimble; (2) Rthe Products are combined with other non -Trimble products, but solely to the extent that the alleged infringement is caused by such combination; (3) to any unauthorized use of the Products; (4) to any unsupported release of the Products; or (5) to any third -party code, content, and/or data contained in and/or delivered with the Products. (b) Indemnification Process. Trimbles indemnification obligations are contingent upon recelpt of:(i) prompt noticeofsuch claim (but in any event notice insufficient time for the Indemnifying party to respond without prejudice); Iii) the exclusive right to control and direct the Investigation, defense, and settlement (if applicable) of such claim; and (iii) all reasonable necessary cooperation of Customer. (c) THIS ADDENDUM e2 OF THE SUPPLEMENTAL PRODUCT TERMS SETS FORTH TRIMBLE'S AND ITS SUPPLIERS' SOLE LIABILITY AND CUSTOMER'S SOLE AND EXCLUSIVE REMEDY WITH RFSPECTTO ANY CLAIM OF INTELLECTUAL PROPERTY INFRINGEMENT AND/OR MISAPPROPRIATION. 2. Roadmap Disclaimer. CUSTOMER AGREES THAT ITS PURCHASES ARE NOT CONTINGENT ON THE DELIVERY OF ANY FUTURE FUNCTIONAUTY OR FEATURES, OR DEPENDENT ON ANY ORAL OR WRITTEN PUBLIC COMMENTS MADE BY TRIMBLE REGARDING FUTURE FUNCTIONALITY OR FEATURES. 3. Public Entity. To the extent Customer is a public or governmental entity, than the following provisions apply to the extent applicable: a. Tax Exemption. R Customer is a tax exempt entity and provides evidence of a tax-exempt certificate prior to executing this Agreement, then Section 8.4 (Taxes) of the Agreement shall be inapplicable. b. NO lndemni imtion by Customer. Section 12 (Indemnification) of the Agreement and the second to last sentence of Section 15.10 (Export Restrictions) of the Agreement shall be inapplicable. c. Public Records Law. Customers confidentiality obligations in Section 13 (Confidentiality) of the Agreement maybe subject to applicable public records law. d. Limbed Publicity. The second sentence of Section 14 (Publicity) of the Agreement shall be inapplicable. e. Termination for Convenience. Customer may terminate this Agreement for convenience on not less than sixty (60) days' written notice to Trimble. If Customer terminates this Agreement under this paragraph, all fees properly due, but not paid, shall Immediately become due and payable. All previously paid fees (both used and unused) for the current Term shall be non-refundable and forfeited. Furthermore, all earned, but unpaid, fees for Professional Services must be paid in full before the termination becomes effective. f. Non -Appropriation of Funds. The Customer's funds for future and ongoing purchases are contingent on the availability of future appropriations of funds. If funds are not appropriated for any payments due under this Agreement, the Customer will promptly notify Trimble in writing and the applicable Order will terminate as of the date of the notice in accordance with paragraph le) above and the Customer will have no further obligation to make any payments with respect to the affected Order, provided however that the Customer shall pay for any goods or services ordered prior to the date of the Customer's notice. TIMMONS GROUP Page 178 GFOSPATiAt SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 g. Piggyback. Trimble does business with many government entities whose applicable laws permit them to join an existing contract between another governmental agency and vendor to acquire goods and services thereunder. In such circumstances and if allowable by applicable law and contract, Customer expressly agrees to allow the other governmental agencies to acquire goods and services using this Agreement ("piggyback"), subject to applicable pricing of the Trimble offerings at the time of the piggyback purchase. h. Governing Law. Notwithstanding Section 15.14 (Governing law, and Venue) of the Agreement, the laws of the jurisdiction required by applicable law shall exclusively govern this Agreement. 4. Post -Termination. Upon expiration or termination of the Agreement, Customer will (1) stop accessing and using affected Product(s); (ii) clear any client -side data cache derived from use of the Product(s); and (iii) unlnstall, remove, and destroy all copies of affected Product(s) in Licensee's possession or control, including any modified or merged portions thereof, in any form, and execute and deliver evidence of such actions to Trimble. Upon termination of the License and Maintenance Agreement, all Product licenses granted hereunder terminate as well. For 30 days from the expiration or termination of the Agreement, Trimble will make Customer Data available to Customer upon request for export or download for the applicable Product. Additional fees may apply. 5. Consultant or contractor Access. Trimble grants Customer the right to permit Customer's Third -Party consultants or Contractors to use the Products exclusively and solely for Customer's benefit. Customer must comply with terms and provisions of Exhibit D and provide an executed copy to Trimble. Customer shall be solely responsible for compliance by Third -Party Consultants and Contractors with this Agreement and shall ensure that the Third -Party Consultant or Contractor discontinues Product use upon completion of work for Customer. Access to or use of Products by Third -Party Consultants or Contractors not exclusively for Customer's benefit is prohibited. TIMMONS GROUP Page 179 GEOSPATIAI. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 EXHIBIT D THIRD -PARTY CONSULTANT/CONTRACTOR ACKNOWLEDGMENT If Customer engages any third party or contractor (Third Party) and desires to grant access to use the Products, the access may be granted subject to the following terms conditions and provisions: 1. Access and use of the Licensed Products by Third Party is solely for Customer's benefit; 2. Third Party (or, if applicable, its employee) shall be considered the Authorized User, and all use shall be in accordance with the terms and conditions of the Trimble Agreement with Customer; 3. Before accessing the Products, Third Party agrees that (i) the Products shall be used solely in accordance with the terms of this Agreement, and (ii) Third Party shall be liable to Trimble for any breach by it of this Agreement; 4. Customer hereby agrees and acknowledges that Customer will be responsible for all use by Third Party with respect to the use of the Products; 5. Upon expiration or termination of this Agreement, the rights of usage of Third Party shall immediately terminated; 6. Use of the Products by Third Party will be governed by the terms of Customer's Agreement with Trimble, and will require that Customer purchase the appropriate license or access for each user utilized by Third Party; and 7. Customer will ensure that Third -Parry agrees to comply with and does comply with the terms of Customer's Trimble Agreement on the same basis as the terms apply to Customer. The rights granted under Third -Party Contractor Addendum, do not modify Customers Agreement with Trimble or increase the access or licenses granted under this Agreement. Third Party, by their signature below, acknowledges that it has a copy of Customer's Agreement with Trimble and agrees to the terns herein. Customer shall provide a signed copy of this Agreement to Trimble at contracts6ftitvworks.com. Third By: _ Title: Date: Third Party/Contractor Authorized Signature Third Party Information: Address City, State, Zip Contact Name Phone Number Email Customer: TIMMONS GROUP Page 180 GEOSPATIAI SOLUTIONS Addendum d3 Support 1. Releases Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 1.1. General. "Release" means an update or upgrade to the Product made available to all customers using that Product that improves usability or adds functionality, cosmetic changes, or bug fixes. Trimble will use commercially reasonable efforts to provide prior notice to Customer through the Customer Portal, or other communication channels when Releases are made generally available to all customers, excluding any non -general Releases or unplanned Releases. Trimble will decide the contents and timing of all Releases in its sole discretion. 1.2. Software -as -a -Service and Hosted License Software. Trimble will update (i) Software -as -a -Service or (ii) Licensed Software hosted by Trimble in each case as new Releases become generally available. 1.3. On Premise Licensed Software. For Ucensed Software not hosted by Trimble, Customer is responsible for installing all Releases. Upon Customers election to install a Release, Customer agrees to cease all useof the priorversion ofthe Ucensed Software and destroy all copies. Releases may require Customer to update third party software, hardware, or operating systems at Customers expense. 2. Support 2.1. Generally. a) Trimble shall use the applicable level of effort to correct or provide a workaround for any reproducible error in the Product attributable to Trimble commensurate with the severity of the error, as reasonably determined by Trimble in accordance with Section 2.3 below. b) For certain Products as set forth in Section 2.2(a) below, Trimble may provide a customer support portal (the "Support Porter), which may allow Customer to submit support requests, report issues, view case histories, search the general knowledge database, and other features, as applicable. In the event of any conflicts between the terms set forth herein and any set forth in the applicable Support Portal, the terms herein shall govern. c) Forcertain Products assetforth in Section 2.2(a)below, Trimblewill provide support to Customeronly by communication with the contacts designated by Customer in the Support Portal or otherwise as instructed by Trimble (each, a "Authorized Support Contact"). Customer may update Authorized Support Contact(s) from time to time as instructed by Trimble. Trimble may require the Authorized Support Contact(s) to have the relevant technical knowledge regarding the Products necessary to assist Trimble as needed. d) Upon identification of any error that cannot be resolved by Customer as First line of support(e.g., via the Support Portal, its internal staff, etc.), then Customer (through its Authorized Support Contact(s)) shall promptly notify Trimble of such error and shall provide Trimble with enough information, assistance, and cooperation to reproduce the error, including a listing of output and any other data that Trimble may reasonably request In order to reproduce the error and operating conditions under which the error occurred or was discovered. Trimble shall not be responsible for correcting any errors not attributable to Trimble. e) For certain Products, Trimble may provide additional or different support services or procedures as set forth in the applicable documentation, support handbook, or other written documentation provided by Trimble, H any (the "Additional Support Documentation'). If there is any conflict between these support terms and such Additional Support Documentation with respect to the description of support services or procedures, the provisions of such Additional Support Documentation will prevail. Trimble may use thlyd-parties to provide support and maintenance services on its behalf. Customer expressly consents to Trimble permitting such third parties to access Customer information and data TIMMONS GROUP Page 181 CFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 to perform the support services. 2.2. Reporting: Availability a) Support portals and general availability is described below. Additional phone numbers and hours of availability for contacting Trimble with support requests may be listed in the Support Portal. 2.3. Severity Priority Levels. As soon as reasonably practicable after Customer submits the relevant use information, Trimble will collect additional information and categorize the issue into one of four classifications as set forth below in good faith. Upon Customer submission of the use information, Trimble will use commercially reasonable efforts to issue a Response (as defined below) by the indicated target response goal set forth below. Once the priority level is determined, Trimble will use the level of effort for resolution described below. Priority Prfority Criteria Authorized Level of Effort for Resolution Level" Support Contacts Product Support Portal* Only?" AgileAssets https://agil"wets.mm/techsupport Yes Otyworks https:mycityworks.force.com Yes e -Builder https://www.e builder.net/customer-ceMer No (non -Fed Ramp) resources to resolve the situation or e -Builder Support information available upon request. Yes (Fed Ramp) urgent and Impactful, but % hour Trimble https://mytrimblewater.fDrce.wm/sAogin No Water prioritize any reasonably available Additional phone numbers and hours of availability for contacting Trimble with support requests may be listed in the Support Portal. 2.3. Severity Priority Levels. As soon as reasonably practicable after Customer submits the relevant use information, Trimble will collect additional information and categorize the issue into one of four classifications as set forth below in good faith. Upon Customer submission of the use information, Trimble will use commercially reasonable efforts to issue a Response (as defined below) by the indicated target response goal set forth below. Once the priority level is determined, Trimble will use the level of effort for resolution described below. Priority Prfority Criteria Target Level of Effort for Resolution Level" Response GoI P3 most urgent and impactful %hour Trimble and Customer will prioritize any reasonably available resources to resolve the situation or Identify a work around. P2 urgent and Impactful, but % hour Trimble and Customer will usually has an acceptable prioritize any reasonably available temporary workaround resources during standard business hours to resolve the situation or identify a work around. P3 Important, but not urgent 4 hrs Trimble and Customer will use and impactful generally available resources during standard business hours to resolve the situation or identify a work around. P4 a low priority, informational, 24 hrs Trimble and Customer are willing or an enhancement request to use generally available resources during standard business hours to provide information or assistance. TIMMONS GROUP Page 182 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 -See Priority Matrix and definitions below. The main factors in determining priority level are urgency and impact. Trimble will also consider in good faith any additional relevant facts and circumstances in consultation with Customer that may result in a mutually agreed upon change in priority level. •• The use of the term 'hour(s)" refers to business hours based on Trimble's regular business schedule, and excludes nights, weekends and lccally-observed holidays (e.g., 24 ha equals 3 business days of 8 hrs a day). 'Response' means acknowledgment of the issue via the creation of a case number. Determination of priority level will occur as soon as practicable thereafter. Priority matrix Impact Impact Widespread. More than three quarters of users or Urgency Impact is a measure of the number of Widespread Large Localized Individualized Urgency Critical P3 PS P2 P2 High P1 P2 P2 P3 Medium P2 P3 P3 P3 Low P4 P4 P4 P4 Impact Widespread. More than three quarters of users or Urgency Impact is a measure of the number of devices are affected. users, sites, or devices affected. Large. (1) Multiple sites are affected or (2) between one- half and three-quarters of users or devices are affected. Localized. (1) A single site is affected or (2) less than one half of users or devices are affected. Indhddualized. A single or a small number of users or devices are affected. Urgency is a measure of the severity of Critical. Use of Product as a whole or core functionality is the issue on the Customer's operations. stopped with no work around and with severe Immediate impact to the Customer's operations (e.g., outage). High. Use of Product as a whole or core functionality is severely degraded or a work around is available, and with immediate impact to the Customer's operations. TIMMONS GROUP Page 183 GFOSPATIAt. SOLUTIONS Permit and Land Use Management System City of Rosemead. CA RFP No. 2024-08 Definitions Medium. Use of Product or any functionality is not working as expected, and can be addressed through education, training, work around, work order, or a future enhancement. Low. All other requests that are not the above 2.4. Limitations and Conditions. (a) Unless otherwise expressly provided by Trimble in writing, Trimble does not support: (1) use of the Product in a manner other than as authorized in the Agreement; (H) alterations of the Product by Customer or a third -party; (iii) conversions of Customer's databases to accommodate new hardware or software, (iv) Customer Data debugging or manipulation, (v) recurring support Issues where Customer failed to Initiate corrective actions previously recommended by Trimble or to provide Information requested by Trimble, (vi) training, implementation, report creation, onsite support, customizations (e.g., scripting or integration), or assistance with server migrations are not Included as part of Support, but such services but may be purchased separately, (vii) any Release of the Product other than the current and an immediately preceding Release unless covered under a separate agreement (this includes preview, beta, or candidate releases), (v111)Third-party Materials or Third -Parry Platforms; (Ix) any Products for which maintenance and/or support fees have not been paid, or (x) any Product where Customer has failed to meet its obligations with respect to the Agreement, including, without limitation, as set forth below. (b) Customer must (i) require Its personnel to obtain adequate training to operate the Product(s), (ii) if required by Trimble for the particular Product, designate Authorized Support Contacts who will submit all support cases to Trimble, (iii) provide internet and/or network access for Trimble when requesting support; and (iv) provide all information and assistance reasonably requested try Trimble related to the support request. (c) For Ucensed Software not hosted by Trimble, Customer is responsible for (1) securing the server environment, local network, and system security and protocols, including having staff qualified to assume responsibility for management administration and support for Customer's hardware, database, and any Third -Party Materials and/or Third -Party Platforms, (ii) maintaining regular and frequent data backups, and recovering such data if necessary from backups maintained by Customer, (Fill establishing a secure method of access to Customer's network as well as maintaining security protocols for Customer's network; and (lv) incorporating Releases and any associated data migration. (d) If any Customer support request is subject to any of the foregoing, then Trimble reserves the right to impose support fees at its then standard commercial time and materials rates for all such services, including pre -approved travel and per them expenses to be reimbursed consistent with Customer's policies. Trimble will notify Customer in advance of incurring any such fees. TIMMONS GROUP Page 184 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Addendum g4 Availability Service Level Agreement; Data Security and Restoration 1. Availability Servicelevel Agreement For any Product that is either(!) Software -as -a -Service or (ii) Licensed Software hosted by Trimble, the following will apply. 1. Target Availability. Trimble will use commercially reasonable efforts to make the Product available with an uptime availability (time periods during which Customer has general connect' ' to the Product the "Ta et Avaitabi ) as follows: Product Target Availabil Cityworks 99.9%• AgileAssets / Pavement Express 99% e -Builder 99.95% Trimble Water -Trimble Unity Work Management/ Trimble Unity Remote Monitoring 99.5% *Target Availability is generally for o calendar month, provided that Cityworks target availability will be calculated on a quarterly basis. 2. Exclusions The calculation of uptime will not include unavailability to the extent due to: (a) Customer's use of the Product In a manner not authorized in the Agreement or Documentation, (b) general Internet problems, force majeure events or other factors outside of Trimble's reasonable control, including without limitation interruption or failure of telecommunications or digital transmission links, hostile network attacks, network congestion, denial of service attack, (c) Customers equipment, software, network connections or other infrastructure, (d) any acts or omissions of Customer or any third -party that is not a service provider of Trimble, (e) failure by Customer to pay any applIca ble fees under the Agreement, or (f) Scheduled Maintenance or emergency maintenance. 3. Scheduled Maintenance. "Scheduled Maintenance" means Trimble's scheduled, routine, or other maintenance which (1) occurs at such times as may be listed on Trimble's websites or Support Portal, or (2) Trimble notifies Customer with at least two (2) days advance notice, which can be via the Support Portal, e-mail, or in the Product Trimble reserves the right to schedule other maintenance periods on an as needed basis and will notify Customer in advance. Trimble will use commercially reasonable efforts to perform Scheduled Maintenance during low usage times. 4. Service Credits. If there is a verified failure of the Products to meet Target Availability in a particular month and Customer makes a request for service credit within thirty (30) days after the end of such month, Customer will be entitled to a credit based on the monthly fees due for the affected Product in such month ("Service Credit"). The Service Credit will be calculated as follows: Service Credit= Pro Rata Fee -percentage of time that the Product did not meet the Target Availability The "Pro Rata Fee" means (1) for Target Availability measured monthly, one -twelfth of the total annual fee for the Product (excluding taxes, etc.), and (2) for Target Availability measured quarterly, one-fourth of the total annual fee for the Product (excluding taxes, etc). The Service Credit will be calculated to the nearest 30 -minute interval. The total Service Credits in a month may not exceed 20% of the Monthly Fee. Trimble will apply each Service Credit to Customers next invoice, provided that Customers account is fully paid up, without any outstanding payment issues or disputes. Customer will not receive any refunds for any unused Service Credits. 5. Sole Remedy. Service Credits constitute liquidated damages and are not a penalty. The Service Credits set forth in this Section are Customers sole and exclusive remedy for any failure to meet the Target Availability. Data Security and Restoration 1. Softwareas-a-Service and Hosted License Software. 1. Trimble or its third -party hosting provider(s) shall use commercially reasonable efforts to establish and maintain reasonable administrative, physical, and technical safeguards designed to (a) protect the security, confidentiality, and integrity of Customer Data, (b) protect against anticipated threats or hazards to the security, confidentiality, and integrity of Customer Data; (c) protect against unauthorized access to or use of Customer Data; and (d) protect against unlawful processing, accidental destruction, or loss of Customer Data. TIMMONS GROUP Page 185 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 TIMMONS GROUP SAMPLE SLA TIMMONS GROUP PLL PORTAL — LICENSE AND MAINTENANCE AGREEMENT This is a Software License and Maintenance Agreement (the "License and Maintenance Agreement") dated 05/01/2021 by and between Timmons Group, a Virginia corporation having its principal place of business at 1001 Boulders Parkway, Suite 300, Richmond, Virginia 23225 ("TIMMONS") and the City of Rosemead, CA ("CITY") with an address of 8838 E. Valley Boulevard; Rosemead, California 91770. This Software License and Maintenance Agreement is for the following software, (the "Software") in this agreement: Timmons Group PLL Public Portal for Cityworks PLL Software is licensed, not sold. This Agreement does not transfer ownership rights of any description in the Software, materials, or services to CITY or any third party. CITY agrees to use reasonable means to protect Software from unauthorized use, reproduction, distribution, or publication. TIMMONS reserves all rights not specifically granted in this Agreement including the right to change and improve Software. 1. Grant of License a. Subject to the terms of this Agreement, TIMMONS grants to CITY a personal, nonexclusive, nontransferable license solely to use the Software. TIMMONS reserves the right to be the only Third Party Contractor to access and use the licensed Software. 2. Permitted Uses a. For Software delivered to CITY, CITY may: i.Install and store Software on electronic storage device(s) ii.Make archival copies and routine computer backups b. CITY may use, copy, or prepare Documentation supplied in digital format and thereafter reproduce, display, and redistribute the customized documentation only for CITY's own internal use. c. Move the Software in the licensed configuration to a replacement Server. 3. Uses Not Permitted Except to the extent that applicable law prohibits or overrides these restrictions, or as provided herein, CITY shall not: a. Sell, rent, lease, sublicense, lend, assign, or time-share Software; b. Redistribute Software, Data, or Online Services to third parties, in whole or in part, including, but not limited to, extensions, components, or APIs; c. Reverse engineer, decompile, or disassemble Software components; d. Make any attempt to circumvent the technological measures that control access to or use of Softwa re; e. Separate from the licensed use of APIs, CITY may not unbundle or independently use individual or component parts of the Products, Software, or Online Services; f. Unbundle or independently use the individual or component parts of Software or Online Services; TIMMONS GROUP Page 186 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 g. Incorporate any portion of the Software into a product or service that competes with the Software; h. Use, incorporate, modify, distribute, provide access to, or combine any computer code provided with the Software to open source license terms 4. Term and Termination This License Agreement is effective on date and signature of Licensee below in Addendum 1. The initial term of this License Agreement will begin on the dates set forth and provided the fees are paid. This License Agreement and its maintenance provisions will be renewed annually by payment of the then current maintenance fees for the next annual maintenance period set forth in Addendum 1. 5. Support a. Hours of Support Availability. Payment of the standard Support Charges (as defined in Section 5) entitles CITY to Support during the Principal Period of Maintenance ("PPM"). The PPM is a ten-hour continuous daily time period between the hours of 8:00 AM and 6:00 PM, EST, Monday through Friday, excluding holidays or such holidays as observed locally by TIMMONS. All Support subsequently added shall have the same PPM. b. Scope of Support. Support includes the response to and resolution of CITY -encountered problems with the Software as reported to TIMMONS by CITY. This will cover full functionality of the Timmons Group PLL Public Portal. Should issues arise with the Portal, TIMMONS will provide full support. TIMMONS will ensure the Portal functions as intended with the version of Cityworks software CITY is utilizing. Resolution of CITY -encountered problems shall consist of (1) support provided through electronic support; (2) correction of any defect in the Software program that materially and adversely affects the use of the Software; or (3) delivery of bug fixes or workarounds limited to the current or immediate prior Software release. TIMMONS will use commercially reasonable efforts to respond to CITY requests according to the priority level of the request described in the Customer Support Order Form. TIMMONS GROUP will resolve the CITY'S request as described in the Customer Support Order Form. Any rendering of supplemental maintenance Support by TIMMONS, including extended coverage, support, workarounds, or fixes that exceed the allotted monthly limit of hours, and upgrade of Software releases and consulting will be performed at TIMMONS' discretion on receipt of a Work Order or appropriate payment, and, if performed, will be charged to CITY at current prices and terms then in effect. c. Support Limitations. Any Support is dependent on the use by CITY of unmodified Software (except as authorized by TIMMONS pursuant to a Professional Services Agreement) operated in accordance with TIMMONS' documentation. Support will not cover any bugs or issues related to integrated software, or to Cityworks software. Support is specifically intended for Portal software. This will not cover any upgrades or enhancements to the Portal. Any upgrades or enhancements will be scoped out separately. CITY's Responsibilities. a. CITY is responsible for performing data and software back-ups in accordance with published documentation. b. CITY shall notify TIMMONS of any CITY failure and shall allow TIMMONS reasonable access to the Software for performing Support. CITY must provide TIMMONS with secure access to the Software to perform remote support. c. CITY will designate no more than three (3) Authorized Contacts as trained System Administrators trained in the server architecture / environment, database, and supporting TIMMONS GROUP Page 187 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 products installed, and familiar with the TIMMONS tools and applications licensed by the CITY. Support requests must be placed to TIMMONS by an Authorized CITY contact. d. CITY will contact TIMMONS through the TIMMONS Support Portal: Teamwork 7. Limited Warranty. The support obligations set forth in this software support agreement are in lieu of all warranties, express or implied, including, without limitation, any warranties of merchantability or fitness for a particular purpose. Support provided under this software support agreement does not assure the uninterrupted operation of the software. This software support agreement does not extend or replace the software warranty as defined in the software development agreement. 8. Limit of Liability. TIMMONS will not be responsible to CITY for loss of use of the Software or data or for any other liabilities arising from the use, alterations, additions, adjustments or repairs which are made to the Software by the CITY, third parties other than authorized representatives of TIMMONS, or at the direction of CITY. 9. Term and Applicability to Other Agreements. The initial term of this Agreement shall commence 05/01/2021 and shall continue for one (1) year. Thereafter, unless CITY notifies TIMMONS in writing at least sixty (60) days in advance of each scheduled expiration date that CITY elects not to renew, this Agreement shall automatically renew for a period of twelve months. TIMMONS reserves the right to terminate this Agreement on written notice to CITY if any such alteration, addition, adjustment or repair adversely affects TIMMONS' ability to render Support to the Software. 10. Support Fees a. Definition. "Support Fees" are the total annual charges for the Support Program set forth in Addendum 1. After the initial term and on forty-five (45) days written notice, TIMMONS may change its Support Charges then in effect. If the Support Charges are increased, CITY may terminate Support as of the effective date of such increase, on thirty (30) days written notice to TIMMONS. If CITY does not terminate Support as provided for herein, the new Support Charge shall become effective on the date specified in the notice. b. Fees. CUSTOMER agrees to pay those fees specified herein. i.The annual fixed fee rate set forth in Addendum 1. If onsite support is required, then travel and lodging costs will be charged separately. c. Invoices. License and Maintenance Charges will be invoiced on an annual basis. CITY shall pay all invoices in full within thirty (30) days of receipt of the invoice. All amounts payable under this Agreement shall be paid in United States Dollars. d. Default. CITY will be in default if amounts due within forty-five (45) days after receipt of invoice have not been paid or CITY fails to perform any of its obligations hereunder. CITY'S default will constitute sufficient cause for TIMMONS to suspend or terminate Support under this Agreement. 11. Sole and Exclusive Remedy. In the event that TIMMONS is unable after reasonable efforts to provide a correction or workaround, CITY may terminate this agreement. TIMMONS GROUP Page 188 GEOSPATIAL SOLUTIONS Addendum 1 - Software Licensing 1. .licensed Software: Timmons Group PLL Public Portal for Cityworks PLL Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 2. Notices & Licensee Information: Until or unless otherwise modified, all notices relevant to this agreement shall be sent to the following address: Timmons Group 1001 Boulders Parkway #300 Richmond, VA 23225 [Licensee] Attn: Phone E-mail 3. Delivery Date/Effective Date of Software 07/01/2024 4. Schedule of Payments and Fees under License and Maintenance Agreement Year 1 07/01/2024 - 06/30/2025 Included in Original Contract 3 07/01/2025 - 06/30/2025 07/01/2026 - 06/30/2027 4 07/01/2027 - 06/30/2028 TIMMONS GROUP Page 189 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SECTION 6 - ADDENDA ACKNOWLEDGEMENT Timmons Group acknowledges Addendum No. 1 released on March 7, 2024. TIMMONS GROUP P a g e 190 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 SECTION 7 - COST PROPOSAL Timmons Group offers the following prosed cost breakdown to achieve the scope of services and deliverables itemized above. Invoice will occur monthly on a percent complete basis per task. Software Install and Configuration $ 168,860.00 Project Management $ 8,480.00 Business Process Review, Documentation & Change Management $82,480.00 Integration with Assessor $ 15,100.00 Integration with CA State Contractor Board $ 16,580.00 Integration with Tyler Financials $ 52,720.00 Testing $ 42,020.00 Legacy Data Migration $57,800.00 Post implementation support costs $ 6,600.00 Travel (estimated, will be billed at direct cost) $ 16,450.00 Total Professional Services Required $ 561,975.00 Cityworks Online (SaaS) PLL software $36,600.00 Total Cost — Year #1 (Professional Services, Online environment & software) $598,575.00 "Timmons Group has experience integrating Tyler Financials with Cityworks via APIs with multiple clients. The following represents Optional Cost items: TIMMONS GROUP Page 191 GEOSPATIAI. SOLUTIONS Timmons Group PLL Portal (software) $35,000.00 Timmons Group PLL Portal, branding & configuration $ 15,930.00 Avolve DigEplan, software and Implementation services $ 47,170.00 Esri Crowdsource Reporter, setup/configuration $ 17,400.00 Total Cost — Optional items (Professional Services, Online environment & software) $115,500.00 TIMMONS GROUP Page 191 GEOSPATIAI. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 APPENDIX: PRODUCT OVERVIEWS CITYWORKS PLL Cityworks PLL streamlines and automates permit, licensing, and land management processes while working with Cityworks AMS and Esri GIS. This allows you to view permit, license, and land data in the same application as work orders, service requests, and GIS asset data. Cityworks PLL and AMS records can also be linked together, which allows organizations to capitalize on the major applications of the Cityworks platform. Cityworks allows organizations to track permits, planning and development, engineering processes, business and regulatory processes, and code enforcement cases from inception to completion. GIS features can be tracked and may include parcels, street segments, intersections, addresses, or any other defined GIS feature classes. Most permits and applications span an array of departments, including building, planning, and engineering. Cityworks enables agencies to share and access information easily and efficiently, streamline the application and review process across departments, and deliver substantially higher levels of customer service for contractors and citizens. Cityworks tracks all addresses, personnel, conditions, tasks, inspections, corrections, fees, and payments for any given permit type, which can include: • Building • Demolition • Electrical • Right-of-way • Mechanical • Utility cut • Plumbing . Fire and zoning PLL streamlines and automates work processes, including: • Application routing • Plan review • Fee calculation and collection • Licensing renewals • Workflow and tasks • Inspections • Management signoff and tracking • Reporting Cityworks is designed with built-in apps (Office, Tablet, and others) and other apps built outside of the platform (including Respond, Public Access, and mobile apps for iOS and Android), which provide end-users an optimized office or mobile experience using various devices. Office contains full PLL functionality and is designed for an office environment, while Tablet enables PLL management on mobile laptops and tablets and use a map that displays on a separate browser tab. Respond is a mobile application which uses a split screen map. Respond is also designed and developed to support use of screen readers. Permit, License, and Case Management Cityworks gives jurisdictions direct control over their business processes. The basic structure of Cityworks PLL is highly adaptable and can be tailored to your organization's needs during the installation process. The basic PLL package can be configured to allow access by multiple departments, such as the legal department, encouraging coordination on code enforcement cases; or public utilities, allowing cooperation in the construction of water and sewer lines in new subdivisions. Cases track transactional data required for community development and regulation processes, which can be configured to provide flexible business management. Automatic notifications can be used to alert users, departments, and divisions when their task in the workflow is ready to begin. Customized templates help manage the required data for a specific process. As many templates as necessary can be designed to streamline the development process. Basic functional forms are available, which can be adapted to serve the organization's needs. For example, if a residential building permit needs the Inspection Request form and the final subdivision plat does not, their templates are configured accordingly. Likewise, code enforcement cases need the Violations form; pre -development concept plans do not. Each template is assigned only those forms relative to that process. TIMMONS GROUP Page 192 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Cityworks PLL core functions are organized as follows: Address Deposit' Licenses Related documents Case intake Fees' Main Summary Condition' Flags' Notes Violations Contractor Inspection request Payment Workflow' Data group' Instrument People' Can include default data Dashboard The dashboard or inbox is the home page which displays a users important information. The dashboard opens when the user first logs in to Cityworks. Its design varies depending on which application is being used. Inboxes can display individualized reports, map displays, announcements, images, and other web parts. The web GIS -centric approach to Cityworks reduces the amount of land -data duplication common across City departments. The GIS is the source for land data in Cityworks. Users identify any asset and view information on parcels, zoning, surrounding areas, etc., so long as that layer is available in the GIS. All permits and cases associated with features or X, Y coordinates can be queried and displayed on the map. Combining the detail of the GIS with Cityworks items results in spatial reports that quickly provide an organization with the information needed for decision making. Cityworks uses JavaScript maps which appear as either split screen or full-page maps. Active work orders, inspections, service requests, and cases are symbolized in the GIS map view, allowing for a quick and intuitive summary of activities. TIMMONS GROUP Page 193 GE05PATiAL SOLUTIONS o �...,. ....... ..�.s. .gym + 9 56 Respond—Dashboard Map Interface The web GIS -centric approach to Cityworks reduces the amount of land -data duplication common across City departments. The GIS is the source for land data in Cityworks. Users identify any asset and view information on parcels, zoning, surrounding areas, etc., so long as that layer is available in the GIS. All permits and cases associated with features or X, Y coordinates can be queried and displayed on the map. Combining the detail of the GIS with Cityworks items results in spatial reports that quickly provide an organization with the information needed for decision making. Cityworks uses JavaScript maps which appear as either split screen or full-page maps. Active work orders, inspections, service requests, and cases are symbolized in the GIS map view, allowing for a quick and intuitive summary of activities. TIMMONS GROUP Page 193 GE05PATiAL SOLUTIONS 7- Respond—Map Respond—Map Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Using map tools enables users to locate addresses, select features, create service requests, work orders, inspections, cases, determine route navigation, as well as perform other map -related functions. Designer and Style allow customization of the tools which appear on the top of the map. These customizations can be applied for entire domains, groups, or individual employees when using the specified apps. Map tools functionality includes the following: • Base Maps – Change the base map. • Bookmarks – Store frequently visited map extents. • Create Activity – Enables creation of permits, service requests, inspections, work orders, and cases from the map. • Event Layers – displays activities on the map based on a saved search or query. • Data View – View and modify records and attributes of features. Display, move, and edit events. View geodatabase attachments. • Editor– Edit the map. • Heat Maps – Display groupings of event layers on the map. • Layer Search – Select features from a map layer or search for and select work activities. • Legend – Manage event layers, set selectable layers, adjust asset visibility, control the transparency, and zoom out to the full extent of the layer. • Locate – Locate an address on the map or select a point on the map to produce an address. Searches can also be performed on work history at a location. • Measure – Measure distance, location, or area on the map. • Navigation – Navigate the map using pan, zoom, full extent, and current location. • Printing – Print the map. • Redline – Draw on the map using a variety of graphics. Drawings can then be attached to service requests, work orders, or inspections. • Routing –Add locations to the map to generate a route for navigation (Office and Tablet). • Selection – Select and identify assets on the map. • Split Line Tool – Enables splitting a line and transferring the work order histories to one or both segments. • In addition, Cityworks Web Map Manager enables users to change their map in Cityworks to any shared web map found in Portal for ArcGIS and ArcGIS Online. EURL and other saved searches can also be added. • Case Intake or Application Input TIMMONS GROUP Page 194 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 On creation of a case, the user has an option to access the case intake (or application input) and enter information associated to the case type. The case can then be created with the entered data, or the entered data can be discarded with no case created. The other option is to skip the case intake which generates the case number. Respond—Case Intake Workflow The workflow consists of tasks associated to a case. Users can efficiently update all tasks assigned to a case by accessing the workflow, moving the case to completion. Workflow tasks can consist of review, inspection, and hearing task types. Workflow functions include the ability to view, add, organize, and update tasks for a permit or case and move the permit or case through plan reviews, issuance, inspections, meetings, hearings, and so forth. Workflow tasks are assigned to templates by default; however, users can edit the workflow by adding or deleting tasks for each permit or case as needed. Tasks can also be used to trigger AMS work orders. Office for PLL—Workflow tasks Graph and calendar diagrams can be used to display the tasks or inspection schedule defined for the case. Tasks can be added, or the sequence adjusted. Inspections can be rescheduled, and users can enter or modify the appointment details. TIMMONS GROUP P a g e 195 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Workflow graph U The workflow is affected by actions performed on each task, such as: • Close the permit or case. • Update the status of the permit or case. • Insert a new task or group of tasks. • Additional task functionality includes: • Attached checklists containing inspection steps, corrections, etc. p -g - These are required to be completed for the task to be complete. - Each checklist item can be marked with appropriate codes and comments. • Fields are available to store comments, time accounting, and attachments. • Notification emails sent when tasks become available, are assigned, or are completed. • Inbox setup for tasks. • Inspection tasks: - Can be scheduled, canceled, rescheduled, or reassigned. - Corrections can be defined for checklist items. - From the Inspection Request tab, inspections can be added to the list of tasks in the workflow. • Hearing tasks: - Can be scheduled, canceled, or rescheduled. - Can be automatically scheduled if the hearing schedule is tracked in PLL. - Can store checklist corrections. Licenses Cityworks tracks new licenses, renewals, fees, follow-up inspections, and related processes. A typical business license in Cityworks uses the same functions as other items in the system with the exception that it is designated as a business license. In addition to standard information, business license cases include a business information section which tracks business name, business type, business category, and state and federal tax IDs. Cityworks can handle licensing for various business and professional trade activities, which can include: • Business licensing • Trade licensing • Health permits • Fire permits • Parking permits TIMMONS GROUP Page 196 GEOSPATIAI. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 L M•vL.�— erwe<..row,wuE wvE.w,we• c + a ■-Avam,<ni: ■ Wk R B roc« - Gµpmmu.n e.<, Respond—Business license example License functionality supports the following: • Business licenses can have "sub -licenses" that expire on the same date as the primary business license. The sub -licenses have associated fees that are added and removed with the sub -license. • Licenses can expire on a given date, on a rolling year basis, or on a specific month or day. • Users can manually change the license status to renewal, or the system can perform this action automatically. • Historic licenses and year-to-year renewals for a given business are stored in the audit log. Inspections Inspections in Cityworks are handled as tasks and can be scheduled, canceled, rescheduled, or reassigned. Sub - inspections are handled as task corrections defining inspection steps or checklists. The following is a variety of inspection supported by Cityworks that are related to the issuance of permits or code compliance: Permits issued by the city, such as: - Building permit - Street cut permit - Food establishment inspections related to a fire operational permit - Construction and post construction site inspections • Code compliance inspections unrelated to current permits, such as: - Housing code violations - Tall weeds • Recurring inspections such as those related to businesses or food establishments such as. - Fire code - Public health TIMMONS GROUP Page 197 GEOSPATIAL SOLUTIONS + tlCEll®R Ta I - i1R — �PnM-iRMWbI/E l t O° Ni: P, -; �-w.no•.mm.E Ri .��R1 '• - + Respond—Business license example License functionality supports the following: • Business licenses can have "sub -licenses" that expire on the same date as the primary business license. The sub -licenses have associated fees that are added and removed with the sub -license. • Licenses can expire on a given date, on a rolling year basis, or on a specific month or day. • Users can manually change the license status to renewal, or the system can perform this action automatically. • Historic licenses and year-to-year renewals for a given business are stored in the audit log. Inspections Inspections in Cityworks are handled as tasks and can be scheduled, canceled, rescheduled, or reassigned. Sub - inspections are handled as task corrections defining inspection steps or checklists. The following is a variety of inspection supported by Cityworks that are related to the issuance of permits or code compliance: Permits issued by the city, such as: - Building permit - Street cut permit - Food establishment inspections related to a fire operational permit - Construction and post construction site inspections • Code compliance inspections unrelated to current permits, such as: - Housing code violations - Tall weeds • Recurring inspections such as those related to businesses or food establishments such as. - Fire code - Public health TIMMONS GROUP Page 197 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024.08 tdit [ask oeua !J ween — _ e �T®t WiWw — � RLNlftiea } WNP li,�m+tvu OI a!o T� L_ Respond—Inspection edit Address The location data is displayed on each case. Cityworks is integrated with Esri GIS, relying on the geodatabase as the source for all land -related items on a given parcel. The parcel feature class is one of the primary feature classes used by Cityworks to track planning, permitting, and case activities. However, any GIS feature can be attached to a permit or case. Administrators can also define areas where cases can and cannot be created. Default items such as the address, parcel ID, and X, Y coordinates are imported into the permit. The on -demand information from the map can easily be viewed and searched from within the application. Rv-Is IDIMM 16 r' 40 wavy OvxE4114L. + nse �awrtuuunc t p TW T. 17 � ftIUIMNee i�l� la I ®a I I 4 8 MROW Respond—Address panel Condition Conditions are used to track additional requirements as part of the case permit. A restriction can be put on the case if conditions are not met. For example, a permit cannot be issued until conditions are met, or a planning commission may approve an action item with conditions. TIMMONS GROUP Page 198 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Respond—Condition panel Conditions work outside of the workflow. While the workflow is typically used to track the tasks and workload of an organization's employees, conditions are often used to track extra tasks the applicant must complete to satisfy specific concerns, requirements, etc. Conditions can restrict case status changes to control phases of a project. For example, conditions A and B must be completed prior to issuing a permit, and conditions C and D must be completed prior to closing a permit. Contractor Cityworks stores and maintains information about contractors who do business with your organization. Contractor registrations or licenses can be tracked using a variety of data and contractor accounts. O u �„Maelwrv, 'I' I"J•` ,'a`�,�- _ *vim mom. ..,_..., _ ___-__ -R,,:. .._ _ db '---- F. Cl I im > l Respond—Contractor details Data Group Data Groups are used to collect information about the permit or case. Several data type formats are supported, including number, date, text box, comment box, yes/no, list of values, and predefined values. TIMMONS GROUP Page 199 Gf OSPATIAL SOLUTIONS PW,LC MIN— LorSrvwrs lo, ry • �® Respond—Condition panel Conditions work outside of the workflow. While the workflow is typically used to track the tasks and workload of an organization's employees, conditions are often used to track extra tasks the applicant must complete to satisfy specific concerns, requirements, etc. Conditions can restrict case status changes to control phases of a project. For example, conditions A and B must be completed prior to issuing a permit, and conditions C and D must be completed prior to closing a permit. Contractor Cityworks stores and maintains information about contractors who do business with your organization. Contractor registrations or licenses can be tracked using a variety of data and contractor accounts. O u �„Maelwrv, 'I' I"J•` ,'a`�,�- _ *vim mom. ..,_..., _ ___-__ -R,,:. .._ _ db '---- F. Cl I im > l Respond—Contractor details Data Group Data Groups are used to collect information about the permit or case. Several data type formats are supported, including number, date, text box, comment box, yes/no, list of values, and predefined values. TIMMONS GROUP Page 199 Gf OSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Respond—Data group view Deposit Applicants may be required to make a deposit, and those deposits can be tracked as part of the permit or case. Deposits can then be applied to any fees related to the permit or case. Deposits can be viewed and entered using the Payment Manager or from the Deposit panel of case data. This panel lists deposits associated with a case. Functions are available to add, edit, view, and refund deposits. Deposits can be calculated to a percentage of the total fees associated to the case. o u Add Deposit o,un 40, ....�. o�.+�. ❑ Qo.�.,. rm....,. ,moo . •rww " e or 'ec e�baure 4.. �•" Ci wym uve Respond—Add deposit Fees Fees can be collected as part of the case or permit. You can edit or waive existing fees or add new fees. The fee engine can be used to calculate even the most complex fee structures, including custom-built fees. Out of the box, Cityworks includes the following fee types: • Flat fees • Incremental fees • Variable fees TIMMONS GROUP Page 1 100 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 • Linear fees • Percentage fees • Minimum fees • Custom fees Case functionality can be automated based on fee activity, including the following: • Fees can be automatically added to a case based on a task result. • Fees can also be automatically removed from a case when it reaches a specific status. • Cases can automatically progress to the next status once all the fees are paid. Each fee code is assigned a type and then calculated as defined by the user and assigned to a template by default. Information in case data fields can be linked to a fee code for use in the calculation. Fee codes may include account numbers and can be overwritten by those with proper permission, be waived, or be assigned an effective date for the fee schedule. A fee may be linked to a violation whereby the fee is automatically associated and added to the fee structure for the case when the violation is issued. If the violation is deleted, the fee will be removed if no payment has been made. Respond—Fees panel Flags Flags act as messages that appear across the top of a permit as soon as it opens. They can also restrict the progress of a permit until the flag is completed. This means no one can schedule inspections, update tasks, take payments, etc., until the flag requirements have been completed. TIMMONS GROUP Page 1101 GE OSPATIAL SOLUTIONS F��`�' " �� o � �` � ❑ �-.Fres _ s> e .oi Dj o a _ a a �u "rl e ❑ wxrbw r.e rK u.m snam / ' - UrA-4 - H•� w I� C Ta p eu' c.y.M`„n� / vC;] mm sw.m We Respond—Fees panel Flags Flags act as messages that appear across the top of a permit as soon as it opens. They can also restrict the progress of a permit until the flag is completed. This means no one can schedule inspections, update tasks, take payments, etc., until the flag requirements have been completed. TIMMONS GROUP Page 1101 GE OSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 ^ Case Details_ yment _ VIEW W. f£IPTS RBP1Btl11 peyEpEyEI-Nlw ax�BFYEW) . Axa $7 00 raeimLB g w Z Y"' ensue OINUAI$1:SEPEA _ r,xrirx / ATTAM@a$ h) Sa0 $nR tlEtl( 4 II M alm$ml$1:ss Pre SS]S00 tlECK � N lLES FLOODRISODRISK No HIINORMDIS No aDWTFA A m/WRrT8, 1:54PM �. RISTORX:DISRICT MUNN01, CHB31('' El1EK�IW:IS euF SK,ak Femiy ResWeEXkI Respond—Flags example Instruments Financial instruments used for development and construction projects can be tracked as part of a case. This can include bonds, letters of credit, etc. The release of moneys based on work completed or a fixed value for a project can be tracked and deducted from the total financial amount. Respond—Instrument entry Notes Notes can be added to each permit. A predefined list of notes is provided for easy reference and data entry, or users may create custom notes as well. Payment Cityworks has a built-in cashiering tool designed to manage financial transactions and does not store the personal information (such as credit card or account numbers) of individuals paying fees. Cityworks records that a payment has been made. Running credit cards, charging accounts, etc., is handled outside the system. Functions are available to view receipts, view payments, edit the deposit, refund a payment, and add a new payment. A receipt can be printed on payment. TIMMONS GROUP P age 1 102 GEOSPATIAt. SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 i ■ ^ vey�L :ymn]amn.11 isue smoo vnwu i -` �. Wi])x@0. 11 I6LM 93uW P4VPoL i ' .11 a OLl7/}Ot0I116PM � V G gjl]�W MYML P ancau E O -o Q B g o coq vnnxma.n is.w tw,m c�cu� i wtlY Respond—Payment panel People The people associated with each permit or case are stored by user -defined roles. These roles can include applicant, contact, business owner, engineer, contractor, etc. Pu (cwlm,ner - - i ! �� •C� � Q - Pu(cm MAbN PMP_01N81 ❑ % p .f r15 ❑ PLL ILw)AUMIH.4RN.Vrt i h� R ri Respond—People example Related Documents (attachments) Any file types can be attached to a case, and they are stored in the database or other network location. In addition, attachments can be added to workflow tasks and inspection signatures can be captured. Attachments can be defined with tags, titles, and descriptions which enable effective filters and searches. TIMMONS GROUP Page 1 103 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 A c+J p N O o En Respond—Attachments example Case Summary The Case Summary (or Summary) displays all the information related to a case and contains the tools necessary to complete the case. Respond—Case summary Violations Cityworks tracks violation types and municipal code excerpts for each violation. The Violations panel identifies the fee code, violations legal description, details of how the violation can be resolved, the issuing employee, and the date. A fee may be linked to violations and automatically associated to a fee for the case. If the violation is deleted, the fee will be removed if no payment has been made. TIMMONS GROUP P age 1 104 ceosaATAL sowTiONS �. omEl jJ - �aivnrx�+�.pp Tr + �.o is o�ayyy ,wvs ion _ - �IY6_TOhI]09tL1518i5�pg .vs�M mow, yL, Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 A c+J p N O o En Respond—Attachments example Case Summary The Case Summary (or Summary) displays all the information related to a case and contains the tools necessary to complete the case. Respond—Case summary Violations Cityworks tracks violation types and municipal code excerpts for each violation. The Violations panel identifies the fee code, violations legal description, details of how the violation can be resolved, the issuing employee, and the date. A fee may be linked to violations and automatically associated to a fee for the case. If the violation is deleted, the fee will be removed if no payment has been made. TIMMONS GROUP P age 1 104 ceosaATAL sowTiONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 .silllllllllllllllll, Respond—Violations details Specialized Tools for Accessing and Editing Data Users can access and edit data through the Case Summary and related forms. Additional tools and methods are provided for searching, accessing, and editing case, task, and payment information. These include use of the following functional tools: • Case utility – search and edit information for a PLL case or a group of cases. • Payment utility –access unpaid fees, deposits, payment receipts, and pay fees or deposits. • Payment manager– search and reconcile payments. • Payment reconciliation – search for case or group of cases having an associated payment. • Task manager– search, edit task, and access case. • Task utility – search and edit tasks with options to delete or re -open a task, delete the associated time accounting, or delete notes for those tasks. Case Utility Case Utility provides an alternative method to access and edit case data listed in the workflow. Searches can be performed to find an existing case or a group of cases to update. Access to this tool can be provided by adding a custom URL to your site menu in Designer. ti�a�❑ p a. Yv u•a O w.nx wn�ow w.m Tablet for PLL—Case Utility TIMMONS GROUP GFOSPATIAL SOLUTIONS Page 1105 Violation Details VidaGms . + - J ataw� ra onau.nos+.mea. ww ceeadv�wmawa �w.,.>„m.anm. �a„�o. m.na+xn�a •6 ®..� eiY� rrwnxftewtllae,t sea!ae NT ,aTc nn.p,w, tr.maysaMlm�ImntloaA agYrzpkdiwvry Wn'dr+h�saWTai bYPe ply W>>ai151. :•. �• .silllllllllllllllll, Respond—Violations details Specialized Tools for Accessing and Editing Data Users can access and edit data through the Case Summary and related forms. Additional tools and methods are provided for searching, accessing, and editing case, task, and payment information. These include use of the following functional tools: • Case utility – search and edit information for a PLL case or a group of cases. • Payment utility –access unpaid fees, deposits, payment receipts, and pay fees or deposits. • Payment manager– search and reconcile payments. • Payment reconciliation – search for case or group of cases having an associated payment. • Task manager– search, edit task, and access case. • Task utility – search and edit tasks with options to delete or re -open a task, delete the associated time accounting, or delete notes for those tasks. Case Utility Case Utility provides an alternative method to access and edit case data listed in the workflow. Searches can be performed to find an existing case or a group of cases to update. Access to this tool can be provided by adding a custom URL to your site menu in Designer. ti�a�❑ p a. Yv u•a O w.nx wn�ow w.m Tablet for PLL—Case Utility TIMMONS GROUP GFOSPATIAL SOLUTIONS Page 1105 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Payment Utility Payment Utility is an alternative method to access unpaid fees, deposits, or payment receipts found on a case. Searches can be used to find a case or a group of cases by searching for unpaid fees, deposits, or payment receipts. Payments can be recorded using standard tender types or by applying deposit fees. a 4m a a w. e.m..ius ❑e rV Sm mu ❑ e..r.Y famums ♦ ds d I lu Biu > ••ve.<...e�.iw.<, a. .mm om in 0 wn>ew r,e„.,.e. w +wm o.m awm ❑ar e.sr m er o.� Tablet for PLL—Payment Utility search Payment Manager Payment Manager is used to access unpaid fees, deposits, or payment receipts found on a case. This search panel can be used to find an existing case or a group of cases by searching for unpaid fees, deposits, or identifying payment receipts. Tablet for PLL—Payment Manager search and results Payment Reconciliation When customers have made payments towards a case within Public Access, you can use the Respond Payment Reconciliation to search and reconcile those payments. Comments can be added to any reconciled payment. TIMMONS GROUP P age 1 106 GEOSPATIAI. SOI UTIONS 4m a w. e.m..ius ❑e rV Sm mu ❑ e..r.Y famums ♦ ds d I lu Biu > ••ve.<...e�.iw.<, a. .mm om in 0 wn>ew r,e„.,.e. w +wm o.m awm Tablet for PLL—Payment Manager search and results Payment Reconciliation When customers have made payments towards a case within Public Access, you can use the Respond Payment Reconciliation to search and reconcile those payments. Comments can be added to any reconciled payment. TIMMONS GROUP P age 1 106 GEOSPATIAI. SOI UTIONS R Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 7 . "• Uu1LevE -. ❑ � wi,,mm ra« �� ansecos.a - fq Tm ..ne Tyye ar. W a. ,.. o ❑ R Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Respond—PLL Utilities, payment reconciliation Task Manager Task Manager provides an alternative method to accessing and updating tasks listed in the workflow. Cases or groups of cases can be searched by date range, available/complete options, and task type (inspection, review, and hearing). The resultant tasks can be updated with corrections, comments, and time accounting. The case document can also be opened using this function, taking you to the summary of that case. F +o a m Q ♦ ❑an�WW.m— fat TWA IaAIaObM1tY.t dh R vfw� jof amW "1°m f � ,so-_ x.w� Ta rWet mx.wnr Respond—Task Manager Task Utility Task Utility is an alternative method to access and edit information listed in the workflow. Cases or groups of cases can be searched by a variety of fields. Cases matching the search criteria are displayed, as well as their associated tasks. Options are available to delete or re -open a task, delete the associated time accounting, or delete notes for those tasks. TIMMONS GROUP P age 1 107 GFOSPATIAL SOLUTIONS 7 . .11 arW Wm�.,.W, ❑ ❑ ra« ❑ ar. W a. ,.. o ❑ of ak i,Ta TIM _1 , w,wa Froasmw5aasmemnnw yym WFLIDq!,+w a ❑ ieu,9 ] e ..m,. .wua..rmnamw,e.,m, e.m.m 8 ❑ Ci ..y. ❑ f .vmm, ny. Wxrm,,xnw ❑ ❑ ..: h'£m ❑ rWn„ arm Wrsvmms.w ❑ ❑ Respond—PLL Utilities, payment reconciliation Task Manager Task Manager provides an alternative method to accessing and updating tasks listed in the workflow. Cases or groups of cases can be searched by date range, available/complete options, and task type (inspection, review, and hearing). The resultant tasks can be updated with corrections, comments, and time accounting. The case document can also be opened using this function, taking you to the summary of that case. F +o a m Q ♦ ❑an�WW.m— fat TWA IaAIaObM1tY.t dh R vfw� jof amW "1°m f � ,so-_ x.w� Ta rWet mx.wnr Respond—Task Manager Task Utility Task Utility is an alternative method to access and edit information listed in the workflow. Cases or groups of cases can be searched by a variety of fields. Cases matching the search criteria are displayed, as well as their associated tasks. Options are available to delete or re -open a task, delete the associated time accounting, or delete notes for those tasks. TIMMONS GROUP P age 1 107 GFOSPATIAL SOLUTIONS 1. . • CneN - . • LskY ' .U... - ... - Pegrl a m. 4 .,.. N.N.. 4 min.rr —❑ z..e cow N1Q1N n.�. e. .a Tablet for PLL—Task Utility System of Engagement—Field Use �roromm AMu, - Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Cityworks is a system of engagement which encourages usage from outside the office environment, sharing authoritative data with employees, customers, and others. Developed as an open platform using apps and cloud technology, users can access maps, view pertinent data, and create and update records from their mobile devices. Each has an interface different from the others and are configured for the relative user, purpose, and device. Cityworks has several applications designed for PLL users in the field: • Tablet for PLL – enables full case management from a mobile setting, such as on a laptop or tablet at a job site and requires a constant network connection. • Respond – enables users to create and manage aspects of Cityworks from a remote location such as on a tablet at a job site. Users can display, create, and edit service requests, work orders, inspections, and cases. Respond includes the following major functions: – Create, search, view, and edit service requests, work orders, inspections, cases, and GIS assets. – Resizable map and functions to create activities, locate, legend, base maps, measure, bookmark, print, redline, selection, navigation, routing, and event layers. – Captures digital signatures on AMS inspections and PLL tasks. – Tools for dashboard configuration which includes a query builder. • Public Access – is the citizen portal to Cityworks PLL which enables citizens and contractors to apply for and track the progress of permits and licenses, request inspections, and pay fees. • Mobile native apps for iOS and Android – enables users to create work orders and inspections and edit service requests, work orders, inspections, and PLL tasks from their iOS or Android devices. Mobile native apps for iOS and Android are products which enable Cityworks to be used in an offline environment. Respond requires a constant network connection, and is designed to maintain continuous, real-time updates from a remote location. Respond can be configured with interchangeable dashboards comprised of sets of data displayed as search queries, map displays, and widgets. TIMMONS GROUP P age 1 108 CEOSGATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 * � aroxe vmaa. 4rme.v x.„uo a»r G rvea�x G ._,::�>aA ! ✓ fix° } um is ,tln .•dla�up - � R.`R . `�"i Bu weasq o -Inepc+m Peynl - Respond—Case summary Mobile native apps allow users to do the following: • Create work orders and inspections and edit service requests, work orders, inspections, and view and edit PLL tasks from iOS or Android devices. • Updated records can be updated to the main database though a synching process. • Users can add comments or mark records as completed • View asset attributes and display your assigned work orders, service requests, inspections, and PLL tasks on the map. • Open work orders or cases in Office, Tablet, or Respond if those applications are also being used. • Open work activities in Collector for ArcGIS which requires Portal for ArcGIS or ArcGIS Online and a web map. • Work activities can also be opened in Navigator for ArcGIS which creates navigational routes. • Addresses entered for work activities can be used to open those activities in Google Maps. Collector allows users to create and edit GIS features. • iOS users can use Mobile Device Management (MDM) for managed app configuration. TIMMONS GROUP P age 1 109 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 - .. -, - ....... a mP.-FIYyiIII Pendia9 (0) I� 4 76r Issued Cases Pwadmin YRBPI8 Pnlie Famx td 212 Tags E.a pne 2m91212 aOp cM a - (b) n .' - .. 0.esenlN Syk � New Family g ImM1-Film, 16 ImP18 Reie Fane LAM seashells New Tvm FewI, i.W 51aa pn¢x3l nM Imp.-plas P sell Le S01 New Home iageaEm nate-M'.9Aa-Zx tx:po cM Tarym S,a, pme: x019A}d930e GM . p f'.p - c Imp-Ftinin, F �e o.. ax pe aaY P. _ G yd. t Raeidamad New TwD Family laq¢I Sian Wfe. xO'9ax-Ex 13009M . - eUPI7-0 Jemeon New Mwrc iae9a, e.W pne: m'-9-pxx3 »'np 4m ' 0 IneP`-FOolix,p ' Rasidmeal New Sngk FOmily la9e,San paN'xm9al t>12M aM cr si RNO Pm. Famm aK 342 I rag. F. m-xotxw mn - .. -, - ....... a mP.-FIYyiIII f RasiMndy-New 4noe Family 1.1W sn, lee. lmAyl 21 y. PM _ 4 YRBPI8 Pnlie Famx td 212 Tags E.a pne 2m91212 aOp cM a Imp. -HVAC '2 . hD i- 0.esenlN Syk � New Family g 16 ImP18 Reie Fane LAM Imp.-plas P y''ar :. W Realdemeal NesTxOFmtlyLO Tarym S,a, pme: x019A}d930e GM . p f'.p - c aRBP120WJMam New Naae F �e o.. ax pe aaY P. _ G yd. t e4:` a cr Mobile Native apps for iOS (left), and Android (right) Public Access is an app which is the citizen portal to Cityworks PLL. It allows citizens and contractors to apply for and track the progress of permits and licenses, request inspections, and pay fees. Frequent users can apply for a registered login, making searches more efficient. Others may log in as a guest. Users may perform the following actions in Public Access: • Access their account information • Open the user menu • View submitted applications • Finish incomplete applications • Begin a new application • Request inspections • Check inspection status • Cancel an inspection • Pay permit fees is Interact with the message board • Interact with the map TIMMONS GROUP Page 1110 GFOSPATIAL SOLUTIONS Permit and Land 4 Public Access—Home page example Searches and Reporting Use Management System City of Rosemead, CA RFP No. 2024-08 Cityworks includes extensive search capabilities which are used to look up histories, records, and other information. Cityworks allows users to search by field or by multiple fields. Nearly every field in the database is linked to the search tool. Cityworks includes the following search functions: • Quick search – Searches on the typed ID string and/or wildcard. • Basic search – Searches for work order, service request, inspection, or permits using basic information. Permit searches use criteria such as name, type, type description, subtype, subtype description, number, and location. • Recent – Lists the ten most recently viewed records. • Advanced – Searches permits, inspections, service requests, and work orders through use of a query builder. Permit search criteria can include case type, location, ID, applicant, violations, contractors, and more. These queries can be saved, shared, and used in the dashboard. • Dashboards and inboxes – Contains configured searches and queries. • Ad-hoc search functions. • Cityworks search functionality includes the following: • Search on multiple fields associated to general, GIS, tasks, payments, violations, people, conditions, contractors, GIS, and more. • Choose the fields which are visible in the search results. • Display the fields associated to tasks, payments, violations, people, condition, contractor, and map layers. • Choose a sort field and option for descending order. • Save searches for domain, group, or personal use. • Group and regroup the search results. • Display the search results in a map view. • Print the search results. • Open a record or multiple records returned in a search. TIMMONS GROUP Page 1111 GEOSPATIAL SOLUTIONS Basic search {90.15 wa15;aRoes >emrER�15 Ravrc11p1s Case Name —uv*m RPRr1DDN: RestleN9l-PdtlRbn� Type OescnpUon Subtype � Subtype flescriPRon _--,�. fJlnnbe L Wn ❑ COe H91b Celaln� d9e9ype fisTyp9 bec 9b1Jpe ❑ PBP159t5 9P11Mp1 P®dmY91-AEblbn ❑ RBPR5019 (99afry Mnm BPRApbN RotlmGN-PCdlbn QUSE Respond—Basic search and results Respond—Advanced search query builder Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 These search functions enable users to search by record number, basic record information, or through a query. Queries can be saved or modified and can be displayed in the dashboard. Queries can also be configured to display on the home page dashboard. Multiple dashboards can be configured containing queries, map displays, and other widgets. Advanced searches using a query builder can be performed using dates, times, numeric ranges, and other response field values. Frequently used searches may be saved to a user's profile and added to a user's dashboard or added to the map as an event layer. Cityworks also lets users search the GIS directly, allowing them to find and view permits attached to specific assets. Cityworks is also integrated with Crystal Reports for detailed reporting. Reports are uploaded to the system for immediate access. Reports can be defined for each template to facilitate printing documents associated with each permit or case. TIMMONS GROUP P age 1 112 GEOSPATIAL SOLUTIONS ❑ M 53 NQUINiPS p^pp peyli %1. adLti9r.. u.Lms TW xL-eW.ygn_ pU, .mix e.m..a � a�9^ ttt. M•GsrY R3 -Y 6[es „pry &iA: C. eu�Arnu f.l ILN9,'�c- RL.Nn Cut. MaN• ,Of Dina oaogsn - I Ta Tplel 0 ''.9u B�tlq•iiry 0 Respond—Advanced search query builder Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 These search functions enable users to search by record number, basic record information, or through a query. Queries can be saved or modified and can be displayed in the dashboard. Queries can also be configured to display on the home page dashboard. Multiple dashboards can be configured containing queries, map displays, and other widgets. Advanced searches using a query builder can be performed using dates, times, numeric ranges, and other response field values. Frequently used searches may be saved to a user's profile and added to a user's dashboard or added to the map as an event layer. Cityworks also lets users search the GIS directly, allowing them to find and view permits attached to specific assets. Cityworks is also integrated with Crystal Reports for detailed reporting. Reports are uploaded to the system for immediate access. Reports can be defined for each template to facilitate printing documents associated with each permit or case. TIMMONS GROUP P age 1 112 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 The Cityworks EURL add-on enables sharing of maps created through GIS saved searches, inspection, request, work order, PLL case searches, and calculations from Operational Insights. This application generates a URL (web address) that can be shared as a link to an interactive map that displays real-time data or as a service URL that can be added to another map outside of Cityworks. If configured with Cityworks Web Map Manager, users can add eURL saved searches to ArcGIS Online. This requires the eURL add-on and Cityworks Single Sign -on as well as Esri's Portal for ArcGIS. Administration and Security PLL Admin is the interface which provides the controls, settings, and security whereby PLL is configured, organized, and managed. Administrators can create dynamic case templates, configure fees, track case -related contractor and user information, and more. r•� .. ............ ......... ❑ a• .•w ❑ ,a ❑ � d .yy..,o .,....m o...xr Office for PLL—PLL admin users & organizations security roles example PLL Admin functions include: • Users & Organizations - Create new or update information for existing organizations, departments, and divisions. Create profiles for those that create case types and templates. This includes management of group security settings for PLL functions. - The system controls users' access to various functions via security roles. Security can define administrator privileges on the security roles, limit those who can create specific permits types, and control who can update certain tasks. Users can also be designated as inspectors. • Template Setup - Create new and edit existing case templates, which include basic information, default settings, available controls, required items, codes, expiration types, numbering groups, categories, and map logic. By creating templates, you save the user from having to find and add these items to each new permit or license case individually. • Tasks & Inspections - Create new or edit existing task types, task results, task sets, task setup, task codes, task map layers, workflow setup, discipline/trade personnel, inspector setup, inspection time block, inspector days off, and define time accounting codes and hearing types. • Checklist Setup - Create checklists including status codes, status groups, line items, and overall checklist setup, with the ability to edit, expire, or delete checklists. • Fees & Case Data - Create and organize case data specific to builders, owners, and others related to specific data groups, which can be used to calculate fees. New fees can be created, modified, expired, or deleted. A variety of fee types are supported, including flat, incremental, variable, linear, minimum, percentage, late renewal, and custom. Deposits can be configured, allowing clients to make advance payments on a case while giving them TIMMONS GROUP Page 1 113 C- OSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 flexibility to apply the deposit to various other fees. Sub -licenses can be created, approved, tracked, and expired. Each sub -license will have an associated fee. Tender types defining payment options can be created, edited, expired, or deleted. • Additional Template Items — Define and edit violation codes, instrument types, limiting conditions, flags, flag severity codes, predefined comments, projects, and business license types and categories. • People & Contractors — Organize and track people and contractors used in maintenance, contracting, land development, and more. Users can define people, people roles, contractors, and contractor types. This allows PLL users to quickly fill in people and contractor information associated to a case. • Notifications — Configuration of automatic email, RTF, SMS, or Crystal Reports notifications to people or contractors triggered by an event in the process workflow (status changes, task assignment, task availability, task completion, and others). • Public Access Setup — Configuration of the Public Access website, which includes external users, home page, message boards, incomplete applications, and approved logins. • System Tools — Configures the following: audit trace, system tables and fields, import to a table, system reports, feature console, case panel headings, user data favorites, expire cases by date or field value, license renewal or expiration, general and public access preferences, and document labels. • Land Setup — Land information is not kept in the GIS but is vitally important to the operation of the GIS and Cityworks. Land Setup contains the tools to configure the following land information: construction types, geographic areas, landform sequence controls, land object types, occupancy, country, state, streets, structural class, subdivision, uses, zip codes, and zones. User Friendly Database/GIS Availability See description of Cityworks Public Access (above) and Timmons Group PLL Portal (below) See details above detailing the close relationship of Cityworks PLL and Esri ArcGIS Online Payment Interface Cityworks has a built-in cashiering tool designed to manage financial transactions and does not store the personal information (such as credit card or account numbers) of individuals paying fees. Cityworks records that a payment has been made. Running credit cards, charging accounts, etc., is handled outside the system. Functions are available to view receipts, view payments, edit the deposit, refund a payment, and add a new payment. A receipt can be printed on payment. This component of Cityworks can be integrated to 2 Point of sale systems (Paymentus and PayPal). Timmons Group PLL Portal is an alternative. The TG PLL Portal has been integrated with 17 different point of sale systems. Intma Create . Search . Task Manager A•Saft . SUNeule . Report . Admm » , , t nddr �'oople ,3 tur t m[ 'a i. a 1 .pur-u Payment • Case Type: BPC -HVAC Nwnben CBpIB-053 Status: IN REVIEW _,ze: 50 Go H 4 0 k H and '.+ _e:,+l--,.ra- Tablet TIMMONS GROUP Page 1 114 SEOSPATIAL SOLUTIONS ❑ 13 v c ® Isntlsr &shits ECCL nis oemw rme Ctls tem + ❑ a { cREDITCARD UD -PLAN 1111/2019 400.00 0 yry .f C DITC 21D Ru v1112019 314.00 ❑ yry CRIDITCABD IBD -PERMIT 1/11/2019 50.00 ❑ y „' CREDITCARD eL6 ME 1/11/2019 60.00 a24.00 _,ze: 50 Go H 4 0 k H and '.+ _e:,+l--,.ra- Tablet TIMMONS GROUP Page 1 114 SEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Expandability of Proposed Solution Cityworks PLL can be used for anything that uses the underlying workflow engine. Anything requiring a permit, an inspection, enforcement, or licensing can be added. PLL is template -based, so templates just need to be configured to the desired workflows. Additionally, through APIs, Timmons Group has added enhanced tools and capabilities to the core Cityworks PLL product, these are: 1) Timmons Group PLL Portal 2) DigEplan TIMMONS GROUP PLL PORTAL Public Facing Portal — Timmons Group PLL Portal The Timmons Group PLL Portal is a public facing portal for Cityworks that leverages Cityworks Server PLL, PLL Extended APIs, and is customized to meet the specific business needs of a locality. Successful implementation of the Public Portal as a core technology for The City's Permitting, Licensing and Land use gives citizens the ability to apply for permits, pay fees, schedule inspections, etc. This capability includes the application of, management of, and scheduling of permits using a public facing website. Additionally, the portal plugs into numerous point-of-sale and payment management systems including PayPal and JetPay, and 15 others. The PLL Portal is a map -based solution that offers two levels of access: Guest and Contractor. Guest access allows users to search for permits, view permit status, and make online payments. In addition to these features, Contractor access allows licensed contractors to apply for trade permits and schedule inspections directly through the portal. At several localities, we have integrated the portal to Hyland OnBase's Electronic Plan Review thus allowing citizens and contractors to submit and track plan the plan review process through the portal. The functions listed below are standard "out of the box" features of the Timmons Group PLL Portal. However, based on its extremely flexible design modifications and or enhancements can be readily added to the core product to meet diverse needs and requirements. TIMMONS GROUP Page 1 115 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Searching • Search Permit by Case Number • Search Permit by Name • Search Permit by Location • Search Permit by Type Payments • Make a payment against your permit as soon as its accepted • Make payments against new fees assigned based on workflow actions Printing • Print Crystal Reports • Limit printing based on locality's business rules Applying for Permits • Select your address from a map • Verify what case type you can apply for based on your business rules • Make case data required Scheduling • Schedule from a list of your available inspections • Leave comments for the inspector • Cancel or change inspection time • Build your own scheduling rules TIMMONS GROUP Page 1 116 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 AVOLVE DIGEPLAN DigEplan is purpose-built for government permitting, providing a fully integrated easy-to-use electronic plan review solution that helps automate & streamline permitting services. With rapid deployment options, DigEplan ensures customers are quick to realize a return on investment. DigEplan removes the challenges of redundant manual processes while enhancing your agency's productivity in issuing permits. Utilizing a simple and cost-effective pricing model while providing a robust set of features, DigEplan stands out as the electronic plan review solution offering the most value for small to mid-sized municipalities. DigEplan INV (4�3 Fully Efficient Improved Maximum Integrated Implementation Productivity Value DigEplan PRO for Cityworks PLL DigEplan, electronic plan review for Cityworks PLL provides an efficient, flexible, and secure method for states, counties, and cities to streamline electronic plan review and accelerate permit application processes, removing the need for paper, complex third -party integrations or disconnected PDF mark-up tools. DigEplan enables Cityworks users to efficiently work with electronic plans that need to be viewed, commented on, stamped, and rejected or approved. Cityworks users can instantly access plans and other supporting documents for analysis, viewing, annotation, stamping, printing, and archiving, removing the need for paper or cumbersome desktop PDF tools. Reduce complexity and simplify your IT real estate DigEplan for Cityworks does not require a separate portal, workflow, database, client installs, or file upload / download. It is fully integrated into your Cityworks document management, screens, workflows, and tasking, reducing complexity and providing an integrated user experience. Managing duplicate functionality for workflow, document management and portals alongside complex third -party integrations is an overhead on day-to-day operations and creates complexity in customer support. Lightening performance and reliability removing the need to triage plans DigEplan's performance is comparable with desktop PDF viewing applications, but with all the advantages of full integration. This allows organizations to work with large plan sets experiencing high performance for page loads and sheet navigation with engineering grade reliability. No more wait time, file opening issues or triage for plans required. Remove inefficient, non-integrated PDF desktop tools Permit applications are typically reviewed by multiple departments within a city and external stakeholders. Traditionally, with paper-based processes or non-integrated desktop PDF tools, reviews were completed in a consecutive manner with the application being passed around to each reviewer. Desktop -based PDF tools require users to download and upload plans, and supporting documents, alongside a significant amount of manual data entry. This slow and inefficient practice leads to delays and less than timely approvals. Using a fully integrated electronic planning review tool for Cityworks, reviewers can simultaneously review planning applications without any downloads, add their digital comments, and redlines at the same time. This serves to standardize, streamline, and accelerate workflows for the electronic planning process. TIMMONS GROUP P age 1 117 GEOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 DigEplan for Cityworks PLL provides a rich set of engineering grade annotation features that allow reviewers to communicate. comment and add in -context observations and instructions, directly within plans and supporting plan documents. DigEplan enables users to work with electronic plan workflow review cycles directly from Cityworks PLL Instantly analyze resubmitted plans with the comparison and overlay function The compare capability allows users to instantly determine what has been added, removed, or changed in documents. This is particularly useful during the review of resubmitted plans or documents. Hard to spot differences between the original file and subsequent resubmittals can be easily identified, saving time and quickly catching accidental or intentional changes beyond what was requested. —�- r �s Quickly and easily spot hard to see differences in subsequent review cycle Increased productivity and simplified submission standards with sheet management DigEplan supports the management of plans at a sheet level, removing the need to force applicants to resubmit entire plan sets at each cycle, or requiring plans to be split on upload, which is complicated and cumbersome. TIMMONS GROUP Page 1118 Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 -. - F_v r ♦ Sheet management is automatic with DigEplan, so applicants and plan reviewers do not need to split plans on in -take Intelligent and batch stamping processes Reviewers can apply Intellistamps to electronically sign and stamp document sets with attributes from Cityworks PLL. Intelligent stamps retrieve and insert information from Cityworks, enabling quick approvals and digital sign -off. The sign -off stamp contains information about the annotation author, CASE ID, date and time of creation, providing a reliable audit trail of changes and approvals. Corrections Required I'- MnYcaYm:Wlw 3p'-.,. tnamie JP e,m, wi DigEplan's Digital Stamps uses Cityworks PLL metadata that supports electronic stamping and sign -off Automatically extract correction comments from plan review cycles; combined with the plans with revisions required sheets Once a document has been reviewed in DigEplan for Cityworks PLL, the details of any correction comments can be extracted from the marked -up plans and used to populate the Cityworks comment tracking module and report. This allows comments to be tracked through multiple review cycles. Investing in Innovation (DigEplan PRO) DigEplan is committed to maximizing your agency's investment in your permitting system of record. To that end, DigEplan is always working to develop new innovative features that go well beyond any typical electronic plan review solution. As part of this proposal, all features and functions mentioned above are included in addition to the coming innovations described below. TIMMONS GROUP Page 1119 GFOSPATIAL SOLUTIONS Permit and Land Use Management System City of Rosemead, CA RFP No. 2024-08 Bluebeam Integration (Coming soon) DigEplan's integration with Bluebeam allows those departments in the plan review process currently using Bluebeam as their markup tool, to continue to do that, while the process gains all of the other efficiency gaining features that DigEplan offers. TIMMONS GROUP P a g e ! 120 GEOSPATIAL SOLUTIONS Attachment G Tyler Technologies, Inc., Proposal 9o.ty ler •• technologies ORIGINAL City of Rosemead Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System NO. 2024-08 Thursday, March 14, 2024 Chuck Newberry - Senior Account Executive 2530 Sever Road NW, Lawrenceville, GA 30043 Phone: 888.355.1093 ext. 763102 Email: Chuck. Newberry@tylertech.com Restrictions on Disclosure This response from Tyler Technologies, Inc. ("Tyler") contains proprietary and confidential information, including trade secrets, belonging to Tyler or Tyler's partners. Tyler is submitting this response on the express condition that the following portions will not be duplicated, disclosed, or otherwise made available, except for internal evaluation purposes: • Response to the Functional Requirements, or "Checklist' • Line -item pricing (total proposed contract amount may be disclosed) • Screen shots, if any • Detailed information regarding current customers • Detailed employee resumes/CVs • Customized Statement of Work/Implementation Plan To the extent disclosure of those portions Is requested or ordered, Tyler requires written notice of the request or order. If disclosure Is subject to Tyler's permission, Tyler will grant that permission in writing, in Tyler's sole discretion. If disclosure is subject to a court or other legal order, Tyler will take whatever action Tyler deems necessary to protect its proprietary and confidential information and will assume all responsibility and liability associated with that action. Tyler agrees that any portions not listed above and marked accordingly are to be made available for public disclosure, as required under applicable public records laws and procurement processes. Trademarks Disclaimer Because of the nature of this response, third -party hardware and software products may be mentioned by name. These names may be trademarked by the companies that manufacture the products. It Is not Tyler's intent to claim these names or trademarks as our own. Thursday, March 14, 2024 City of Rosemead Ericka Hernandez City Clerk 8838 E. Valley Boulevard Rosemead, CA 91770 Dear Ericka Hernandez, • •�•'•• tyler • technologies 2530 Sever Road NW, Lawrenceville, GA 30043 888.355.1093 ext. 763102 tylertech.com In response to the City of Rosemead's RFP for Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System, Tyler Technologies is pleased to propose our comprehensive Enterprise Permitting & Licensing solution. Having worked closely with City of Rosemead for years, we have a deep understanding of your communities' needs and requirements, and we are confident that Tyler is beyond equipped to meet the City's project goals. When you select Tyler's Enterprise Permitting & Licensing system, you can expect to streamline processes, increase efficiency, enhance transparency, and increase customer satisfaction within your City. You will be able to make smarter decisions regarding your community by using a data -driven approach to creating a more prosperous and forward -thinking City. Moreover, our solution will seamlessly integrate with your current software, ensuring a cohesive and unified platform. At Tyler, we are dedicated to assisting local governments as they create smarter, safer, and stronger communities. We want to convey that we go beyond delivering a standard solution. We strive to understand your organization deeply and we are dedicated to collaborating with you as your City works to achieve its technological goals. In order to aid in the success of your community, we will leverage our expertise and technological innovation to create a solution that aligns with your requirements, delivers an exceptional user experience, and drives positive outcomes for your community. There is no company in the industry with a deeper commitment and conviction to ensuring the success of City of Rosemead and its constituents than Tyler. This proposal and cost schedule is valid and binding for 120 days following the RFP due date. Except as set forth in this proposal, this proposal can be released in part or in total as public information in accordance with the requirements of the laws covering same. If you have any questions, please contact Chuck Newberry, your Senior Account Executive at 888.355.1093 ext. 763102 or via email at Chuck.Newberry@tylertech.com for more information. Tyler Technologies authorized the signatory of this letter to negotiate and bind Tyler Technologies to this response. Respectfully submitted, reg Sava r�A!��nf`'" I Mgnnager — Civic Services, Tyler Technologies, Inc. Tyler Technologies, Inc. is a publicly traded corporation (NYSE: TYL) EIN: 75-2303920 Scan for Additional Content Table of Contents Section 1. Approach and Scope of Work............................................................................................................ 1 Section 2. Project Team, Key Personnel, and Resumes.................................................................................... 32 Section3. Company Qualifications................................................................................................................... 37 Section4. References........................................................................................................................................ 41 Section 5. Standard City Contract and Insurance Requirements...................................................................... 42 Section 6. Addenda Acknowledgement............................................................................................................ 48 Section7. Cost Proposal.................................................................................................................................... 49 C/tyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the Otyof Rosemeadfora Permit andLand use ManagementSystem Page/ Section 1. Approach and Scope of Work Introduction In response to the City's solicitation, Tyler is pleased to propose our Enterprise Permitting & Licensing. Tyler understands the needs of City, and we are committed to providing industry-leading software, support, and services to help facilitate the success of both your agency and your community. Choice Though the City of Rosemead will review many choices during this evaluation process, our goal is to make your choice an easy one. With Tyler, there is no need to move from vendor to vendor, solution to solution, technology to technology. Tyler's solution is an integral part of a community of employees, customers, and partners who all share a passion for serving the public. As part of that community, the City will have access to all the tools needed to efficiently manage your operations. With the goal of being the last software company you ever choose; Tyler will work for and with you to consistently provide you with the broadest and most advanced public sector solutions available. Our Experience Having served over 37,000 government agencies for more than 30 years, Tyler has developed an unmatched level of industry knowledge. With a dedication to helping government agencies better support their citizens, Tyler continues to set the industry standard for public sector community development and business management software. Our decades of industry experience, our attention to client feedback, and our continuous investments in innovation have all been key to the development of a solution capable of increasing productivity, facilitating cross -departmental communication, and improving citizen satisfaction. With a commitment to the consistent evolution of our software, as well as an absolute dedication to customer satisfaction, Tyler maintains a 98% retention rate and long-term relationships with our users. Community Development With automated workflows, easy-to-use community interfaces, advanced reporting, and GIS technology, Tyler's Community Development software simplifies operations from planning, through permitting, code enforcement, and inspections. By minimizing manual entries and repetitive tasks, Tyler's Enterprise Community Development application effectively mitigates human error, reducing the potential for mistakes that could impact your community and its growth. With mobile functionality, your organization will optimize processing time, improving both citizen satisfaction and agency efficiency. Business Management Bolster your community s economic health with a software that supports the success of your City's businesses. With Enterprise Permitting & Licensing's highly automated Business Management application, you will expedite approval, issuance, and renewal processes. Tyler's Business Management application simplifies filing and renewal processes for your citizens and business owners, supporting community growth and self-service. With online fee collection, Business Management makes payment processes more convenient for community users, while the automatic routing of funds reduces staff hours and the potential for clerical errors. afyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the CityofRosemead fora Permit and [and use Management System Page 1 Enterprise Permitting & Licensing At Tyler we understand that upgrading your software is a significant investment, which is why we are dedicated to ensuring that our clients realize the best return on their investment. While others may cut corners when it comes to features, implementation, or support, Tyler is absolutely committed to offering the best in-house customer service while also leading the industry in software innovations and the development of new features. Because we believe that all government agencies deserve the best return on their investment, our software is designed with efficiency in mind. With automated, personalized reporting, and service level insights and monitoring, Enterprise Permitting & Licensing empowers employees to utilize data from across divisions to adjust workflows and improve efficiency. Tyler Enterprise Permitting & Licensing Clients have Experienced: dr 11, MkIr?'NA, t 11, 75% 14% 30% 70% Lower Wait Time for Increase in Annual Reduction in Increase in Online Walk -In Customers Inspection with the Simple Permit Customers v. Same Staff Processing Time Walk-ins Figure 1. Benefits of Enterprise Permitting & Licensing Building a Safer, Smarter, and Stronger City Today local governments are having to do more with less, and Tyler is committed to making sure that agencies like yours can efficiently continue serving our communities. At Tyler, our mission is to empower the public sector to create safer, smarter, stronger communities, which is why we are continuously developing industry-leading software specifically designed to help agencies like yours work better. When you partner with Tyler, you join a community of thousands of employees, customers, and partners, all of whom share a passion for serving the public, and we are excited by the opportunity to continue to build our exceptional community through a partnership with City of Rosemead. Solution Overview Tyler meets or exceeds the expectations set forth in the Scope of Services in the RFP. Please see details about the proposed solution listed below along with the proposed services. My ofRawnead Tyler Technologies, Inc ProfessionlConsultingSerticestothe QtyofRosemeadforaPermitand[anduseManagementSystem Page; Enterprise Permitting & Licensing Tyler's Enterprise Permitting & Licensing solution is an innovative and comprehensive solution designed to streamline community development and regulatory processes for government agencies. Enterprise Permitting & Licensing works as an end-to-end solution specifically designed to connect and automate all processes involved in Community Development and Business Management operations. Tyler never relies on third party systems to support our permitting and licensing software, meaning that you can depend on a single solution, and a single support staff, to assist your agency with: • Planning, Zoning & Land Use Management • Project Management • Impact Fees • Electronic Plans Review • Special Events • Permitting & Inspections • Contractor Licensing • Business Licensing • Service Requests (311) • Code Compliance • Fire Prevention Mobile • GIS (Built on ArcGIS) • Strategically built API's • Tyler Cashiering (for EPL) • Tyler Payments (online and in -office) • Civic Access (Online Application Processing) Enterprise Permitting and Licensing helps agencies like Fire Pcerendan E•nrammer" Vewth Cade Enforcennnt Asset Management Toot CWod PW" yours seamlessly manage the complete lifecycle of a property—from initial project plans through processes of permitting, licensing, and compliance management. All Enterprise Permitting & Licensing suites are connected through a series of core features that work to streamline projects and improve transparency across your agency and within your community. By using a single solution for all community development needs, you allow both staff and community members to access any information they may need. Solution Benefits At Tyler our goal is to make it easier for your staff to serve your community. We understand that agencies like yours are often having to do more with less. That is why we have designed a series of highly configurable modules to help your agency improve workflow by becoming more mobile, more automated, and more data driven. Customer Accesibility With Tyler's Civic Access application, individuals and businesses can quickly submit applications, 40 verify the status of requests, and pay fees. Civic Access is an intuitive, easy to use portal designed rt to improve user satisfaction; with it, you decrease the need for citizen phone calls and in-person 0yofRosemead Tyler Technologies, Inc. Professional Consulting Services to the aty ofRosemead fora Permit and Land use Management System Page 3 meetings, allowing government staff to spend more time focusing on supporting your community and businesses Centralize Data and Information Allow your employees to easily access the reports and data they need at the tip of their fingers. Hub allows users to track requests, applications, activities, complaints, and fees from a single MCI dashboard. With automated notifications that share individual tasks with users, you can be assured that your staff are able to efficiently prioritize. Advanced Reporting Enterprise Permitting & Licensing provides powerful analytics that allow staff to track and analyze Qr;A permitting, licensing, and code enforcement processes. This helps identify bottlenecks and areas for improvement, which can then be addressed to further improve efficiency. Improved Workflow Tyler's integrated workflow management system provides agencies with the ability to design, administer, update, change, and report on the regulatory application process of any agency - defined project or application. Assignment color -coding and automated reports help planning managers view project progress and track next steps. Critical information automatically routes in across departments in real-time, allowing for informed collaboration. Electronic document routing and approval will cut manual data entry reducing the risk of errors and inaccuracies. Mobile Convenience POO Manage cases, code enforcement, and inspections in the field. Inspectors and code enforcement officers can access and share important information from the field, enabling informed decision making, and improving efficiency. G&Based Tyler's ESRI-Based GIS platform integrates with Enterprise Permitting & Licensing to enhance functionality and data sharing. Regardless of the application, users can visualize and better understand all aspects community development operations in real time. Tyler's ESRI-Based GIS platform integrates with Enterprise Permitting & Licensing to enhance x' functionality and data sharing. GIS intelligence is infused throughout the software, enabling users to assign inspectors based on zones, and to automatically alert reviewers when an application falls within certain designated areas. For instance, if an application is located in a historic zone, the system can automatically add a historic review to the workflow. Regardless of the application, users can visualize and better understand all aspects of community development operations in real time. CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the CityofRosemead fora Permit and Land use Management System Page 4 Paperless Tyler's Enterprise Permitting & Licensing solution can significantly reduce paper -costs by completely �� digitizing permitting and licensing processes. From application submission to automated approval ,� processing, Tyler's online payment options eliminate the need for paper checks and invoices. "\6` Additionally, applicants can submit their plans anytime, anywhere, saving community members trips to your office. Simplified Payment Processes Tyler Payments is designed to simplify payment processes for your community and streamline cashiering procedures for your agency. Citizens can easily pay partial, single, or multiple fees at one qL time using their preferred payment method. Funds will automatically route to the appropriate place in your agency. Advanced fee calculation and cashiering options help your citizens to stay on top of their payments and allow you to easily keep track of payments. With Tyler Payments, you can also associate cash or performance bonds to specific permit records, improving transparency. Easily Configurable Structure your Tyler software to meet the specific needs of the City without worrying about custom development. With a highly configurable solution, you can be certain that all libraries, reports, and P are tailored to your specific needs—even as those needs change. ,'documents Community Benefits Business owners, contractors, and community members will benefit from easy two-way communication with City. Enterprise Permitting & Licensing helps you put your community first by offering easy-to-use, community -facing applications and citizen portals. You can be confident that information gathered from your community members automatically routes to the necessary location in your agency, helping you to decrease mistakes that impact your community. You can also be assured that your community can quickly and intuitively access the information they need. With Enterprise Permitting & Licensing, you will automate the generation of public notices, submittal results, and letters, all using information stored in your centralized record. Enterprise Permitting & Licensing also works to help you ensure attendance at meetings and hearings by sharing all events through a centralized calendar. Our Civic Access portal allows applicants to effortlessly access information regarding the status of their application, even without receiving a notification. By logging into the portal, users can promptly and conveniently obtain a comprehensive understanding of the next steps in the process. Whether they need to take specific actions or are awaiting further instructions from the agency, this transparent online system empowers applicants to stay informed. Because applicants can readily retrieve the essential information they require, the portal substantially decreases the volume of phone calls and emails received by your organization. CityofRosemead Tyler Technologies, Inc. Professlonal ConsuNngSwWces to the atyof Rosemeadfora Pemrit and Land use Management System Page 5 Consistent User Experience The proposed solution seamlessly integrates with your existing Tyler software. While each Tyler solution is designed to meet the differing needs of local governments, Tyler systems readily integrate, helping break down divisional silos, improve communication, and ensure a consistent user experience for your staff. Building upon your existing Tyler solution will also allow you to offer ELI community users a more seamless, consistent, and simple experience. Community Development Land Use and Permits Easily customize Tyler's Community Development solution to work with your specific land use and permitting processes. With Enterprise Permitting and Licensing, you can: • Ensure accordance with local ordinances by establishing and controlling the number of and type of permits you allow. • Group related land use cases, permits, and code enforcement activities into one project. You can also create project hierarchies to manage relationships between multiple projects. • Track the amount of time spent on a project, allowing you to create accurate reports and easily calculate fees. • Utilize timelines and maps to gather visual displays of a project's history and progress. • Automatically verify contractor and subcontractor licenses at the time of permit issuance. Land Use Management Increase productivity and experience a greater return on investment when you use a software designed specifically to improve workflow and increase transparency—within both your organization and your community. The Community Development suite is designed to promote data -driven decisions about land use management. GIS tools allow you to visualize data about site history as well as City's regulations. Easily overlay differing data sets to obtain a full picture of a specific site or area before moving forward. From zoning regulations to property ownership and previous permitting data, Community Development solution allows you access a comprehensive view of a site or planning location. Additionally, establish recurring reports related to land use management, and systematically share information with citizens and key stakeholders via citizen portals, community forums, or simple document sharing. Automated reporting and data sharing also allows managers and employees to clearly track progress and upcoming tasks. Permitting Increase efficiency, return on investment, and citizen satisfaction by utilizing a highly efficient, electronic permitting software. Automate permitting processes from intake to issuance—saving citizens trips to your office, your staff time, and your agency resources. With Tyler's Community Development solution, your agency can configure your software to ensure that all permits meet City standards when you establish your own conditions and processes of approval. Configure your solution to prevent actions from happening on permits unless certain milestones have been reached, or critical issues have been addressed. Allow permits to automatically extend their expiration date based on inspection results. Tyler's community development solution also stores and copies similar permit types, allowing your agency to reallocate time away from manual data entry. Automated reporting and data sharing make it easy for agency managers and staff to visualize progress and setbacks, helping to improve workflow. C7tyofRosemead Tyler Technologies, Inc. PmfessionalConsu@ingServlrestotheCityofRosemeadforaPermitandLanduseManagementSystem Page 6 Type v Overview Analysis + ■M w Home . Open Pamir Appli.,. Pare +Rae FBren .. sewn by cay c000ci oiaaa .. For PermoSre v New Open Permit Apyiiraron v by Pemm Type w BmuW rry P,qm v snyW anima Man to Open Permit Applications by permit type grouped by project z3z a eri[ee ries sure =ca .rear. awhop omam]o <>n•._r a eulwiowue wn CARO UWA Cpnmomi e case s, x cnmmeu.e Cky a W us rNlMre TrtlMn Fsai i cnmmeou s Share Bookmark Vl Figure 2. Easily Track and Visualize Permit Issuance (Confidential and Proprietary) Impact Management Tyler's Impact Management module automatically adds impact fees and conditions to applicable permits or plans. GIS tools allow you to map impacted areas, helping you keep track of where specific conditions need to be applied. Pre -establish and easily track fee schedules. Status updates allow you to track progress and see how much money has been collected to date. Hub Hub is a powerful platform that improves the efficiency of users across Tyler applications. By connecting diverse data sources, Hub enables staff to monitor key processes, quickly execute routine tasks, and eliminate time-consuming data searches. Real-time data analytics and active links allow users to quickly access items online. O waeen Fmu.ws -. onnre. A+^+�weesiw'ar � <vnone�w..e i r.m.. /'. I e�.� ... ...... Figure 3. Tyler Hub (Confidential and Proprietary) Myofilosemead Tyler Technologies, Inc. Professional Consulting Services to the OtyofRosemead for aPermitand Land use Management System Page 7 Hub centralizes the data you need and makes it instantly accessible— quickly click online items to access transactional details, locate a site Centralize Data on a map, and approve or reject a transaction. By having everything visible and accessible, users minimize time spent navigating from one software program to another. Improve workflow with a central, comprehensive record that tracks resident complaints, upcoming tasks, and work history. Avoid repetitive data entry within and across applications. Dashboards can combine data analytics, reporting, and task functions, and users can add or modify pages as job functions evolve. With customized pages, each user has access to the data and analytics they need. Content Manager Content Manager is designed to help agencies like yours efficiently manage content related to permit and licensing processes. Content Manager allows users to store and organize various types of content—including documents, images, and videos—all in a single, centralized location. Whether it be reviewing permit applications, inspecting properties, or responding to customer inquiries, Content Manager allows staff to easily access and share the information they need to perform theirjobs. The application also includes tools for searching, sorting, and filtering content to help users quickly find the information they are looking for. • u-si_ n 46* • GII) ai irMP Aft", EemmM1roP MFm.rvp.k wm'.� �T YU 4ye .-,.poen,....., r..Y....an; P!.me.....r,.... RwC.!/PCyn�: vars was rw:, co PNtE ..._ ...—.... ......... . EwN �Eiwr 7•a FTamyalOn <un •••. •• ••••�� •� �. ..� I/X/Ju 1P Vob. ;7—W n YP :Pe°.�n.yY,ta IN�I:i J • Streamline permit and licensing workflows by reducing the time and effort required to manage content. City of Rosemead TylerTechnologirs, Inc Professional ConsuNng Avvices to the City of Rosemead fora Permit and Land use Management SWem Page 8 • Improve communication and collaboration among staff, reduce errors, and increase overall efficiency by providing a centralized repository for all permit related information. Improve compliance with regulations and standards by providing a secure and auditable record of all Workforce Mobile The Enterprise Permitting & Licensing mobile app suite offers on -the -go precision and flexibility. On-site inspections, environmental and safety assessment, case management, and plan reviews will never be easier. Keep your task list current with automatic updates directly to your mobile device. Workforce Mobile allows you to easily: • Take and submit both notes and pictures while working in the field. • Gain access to notes, work orders, and inspection information, at the touch of a finger. • Continue working with or without access to Wi-Fi and sync with office operations when Wi-Fi connectivity becomes available. Code Enforcement Mobile allows staff to capture and enter findings on-site. Complete with timestamped photos, all logged information is added directly to the case's file. Automated to-do lists allow field staff to organize their workflow efficiently and get to the next location without stopping by the office. Inspections Mobile empowers field workers to manage all inspections quickly and easily. Users can research and review, record comments, gather digital signatures, and print necessary documents while on the go. 0 Cityofliasemead TylerTechnolagtes, Inc. Professional Consulting Serwcestothe CifyofRosemeadforaPermitandtanduse ManagementSystem page Esri-Based GIS Utilize spatial data to revolutionize your agency's workflow. With Tyler's geographic information system (GIS) powered by ESRI', you can link and share data from project concept through planning and approval. Enterprise Permitting & Licensing GIS map sources give you the potential to visualize and better understand all aspects of your community in real time. Figure 4. Esri Based Dashboard Data Visualization and Data Analysis: Utilize visual data to help your agency make informed decisions. Easily layer pertinent data to visually track, interpret, and report information. With visual access to trends, relationships, and patterns from multiple sources of spatial information, your organization will improve planning, forecasting, and decision making. Workflow Management Using GIS mapping, field workers and back-office staff can plan the most efficient route for inspectors to accomplish their daily goals. Using the Enterprise Permitting & Licensing suite of mobile applications, field technicians can use GIS maps to travel to inspection sites and view location -based data. Users can discuss location -based assets with back-office employees in real time, empowering more accurate operations and reporting. CityofRosemead Tyler Technologies, Ina. Professional Consulting servicres to the CityofRosemead fora Permit and Land use Management System Page 10 Advanced Reporting Gain access to on -demand performance indicators & reporting mechanisms. Enterprise Permitting & Licensing offers several reporting tools to help agencies like yours automate data analysis. Tyler's on -demand performance indicators support both canned and ad-hoc reporting, allowing your agency to customize how you create and use reports. �.•.Pw ww MMrrr��.yea4C�r.�O+wr • f � f ti, • f Enterprise Permitting & Licensing's Advanced Reporting offers access to: •RD • Customizable Reports: Generate customized reports based on your specific needs. Select the data points you want to include and format reports in a way that suits your needs. • Real -Time Data: Your agency relies on accurate and current data, especially for regulatory compliance reporting. With Enterprise Permitting & Licensing, you gain access to real-time data, allowing you to generate reports with up-to-date information. • Automated Reporting: Save valuable time and reduce the risk of error by automating the creation of reports. Determine the frequency of report generation and be assured that your staff always has the information needed to help run a data -driven agency. • Data Analysis: Utilize Tyler's powerful data analysis tools to identify trends and patterns, helping you to improve your strategic planning and decision-making. • Mobile Access: Users can generate and view reports from their mobile devices, allowing field staff access to real-time data while on the go. CityofRosemead TyferTechnofogies, Inc. ProfessfonafConsufting Services to the CityofRosemead fora Pamft and Land use Management System Page 11 Community Development Executive Insights Executive Insights automates the sharing of analytics across departments and projects. Charts, graphs, and maps empower visual assessment, allowing your agency to easily prioritize tasks and problem -solve. With industry -recognized analytics and automated sharing, your agency can confidently collaborate across divisions to drive informed action. ✓ User-friendly reports and dashboards ✓ Easily customize reports to gather and allow your staff to easily visualize and share the information that matters most understand data. to your organization. ✓ Share across departments and divisions ✓ Stay informed with forecasts and with continuous automated updates. automated alerts. 3I8ESV+ 32521 914 pa lDdry, 11860 4136 •_-_.._._ __ _ .. ...-••.... `M Ot Figure 5. Executive Insights data screen options. CltyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the GtyofRosemead fora Permit and Land use Management System Page 12 Civic Access Bridge the gap between community and community development with online tools that enable effective communication with citizens and contractors—all without the need for phone calls and office visits. Residents and contractors can search for an address or parcel, apply for a permit, request an inspection, pay invoices, and more 24/7/365. eeawaw 50*0j" twee <...... p SOW P 1 4 01 CL. S3�08468 dPM%-% 1 $3M4.s8 Com: My i Engage Your Community Online tools maintain effective communication with residents and contractors while eliminating the need for phone calls or office visits. Constituents have the power to: i Empower Your Staff Streamline staff processes such as permit approvals, fee payments, and inspection requests. Your staff will benefit from: ✓ Search Enterprise Permitting & Licensing data. ✓ Point -and -click administration. ✓ Start and save permit or plan applications for ✓ Extensive configuration tools. submittal later. ✓ Global updates in real time. ✓ Request multiple inspections. ✓ Easy to navigate accountability tools that prevent against incomplete submittals. Oty of Rosemead TylerTechnologles, Inc. PtofesslonalConsuNngSendces to the 4tyofRosemead fora Permit and Land use Management System Page 13 a.� .4a. ars ba.M 1 2 6 0 1 Engage Your Community Online tools maintain effective communication with residents and contractors while eliminating the need for phone calls or office visits. Constituents have the power to: i Empower Your Staff Streamline staff processes such as permit approvals, fee payments, and inspection requests. Your staff will benefit from: ✓ Search Enterprise Permitting & Licensing data. ✓ Point -and -click administration. ✓ Start and save permit or plan applications for ✓ Extensive configuration tools. submittal later. ✓ Global updates in real time. ✓ Request multiple inspections. ✓ Easy to navigate accountability tools that prevent against incomplete submittals. Oty of Rosemead TylerTechnologles, Inc. PtofesslonalConsuNngSendces to the 4tyofRosemead fora Permit and Land use Management System Page 13 Citizen Connect Citizen Connect is a map -centric portal that allows agencies to view and analyze trends in their community. With Citizen Connect, agencies like yours can share geospatial views and trend analyses with community members. Citizens can easily stay up to date on what is being developed in their area, what new businesses are being established, where violations are occurring, and how all these events are trending. 0 Figure 6. Citizen Connect Map View Citizen Connect allows the public to sign up to receive alerts about cases that are important to them. It provides transparency in an easy- to-use format that reduces the amount of time staff spend answering questions. Citizen Connect maps your data in an easy-to-use interface for quick trend analysis. It Give citizens the ability to examine trends and analyze building projects overtime for a more complete picture of development in their area. Citizen Connect allows novice users to quickly change map views and data parameters to show development and/or enforcement trends. It enables officials to be more connected and better educated about their constituents' concerns. Citizen Connect allows the public to garner details of public records quickly and easily, making your organization more transparent with its data. OtyofRosemead Ty/erTechnotogles, Inc. Professional ConsuRing ServJces to the City of Rosemeadfora Permitand Land use Management System Page 14 Payments Tyler Payments is a highly secure, cloud -based application that makes it easy for the public sector to accept payments both online and over the counter. Community members can pay bills, review past billing and payment history, and see real-time balance information. Payments integrates seamlessly with Tyler products and with non -Tyler billing applications. Designed to require minimal maintenance and little training, Payments will improve both citizen satisfaction and the efficiency of your organization. Figure 7. Payments Dashboard and User Menu With Tyler Payments The City will: • Achieve better oversight with streamlined reviews of payment activity. • Improve efficiency with an easy-to-use solution that requires minimal training and little maintenance. • Save time with the automated reconciliation of payment activity across your organization. Your Citizen's will: • Have the option to set recurring payments and schedule payments for future dates. • Pay all bills and fees at one time using a variety of payment methods, including ApplePay, credit cards, and eChecks. • Benefit from real-time processing that instantly reflects updates to account balances. CityofRosemead Tyler Technologies, Inc. Profess!anal Consulting Services to the City of Rosemead fora Permit and Land use Management System Page 15 Tyler APIs With a full API catalogue and a commitment to seamless integration, Tyler works to make sure that you have uninterrupted access to the tools you need. Dedicated to enhanced integration, Tyler works with you to make sure that our software can confidently and seamlessly share data between Tyler and non -Tyler products. Our highly configurable solutions mean that you can create custom integrations tailored to the specific needs of your agency. eReviews Software With Tyler's eReview software, your agency can easily digitize plans allowing for a more collaborative review and approval process. With eReview's online plan administration, your data seamlessly integrates with Enterprise Permitting & Licensing web portal, providing you with data interaction, geospatial viewing of your information, and automated reporting. Tyler's eReview software encourages paperless plan submissions. Once a plan has been approved, your agency can quickly publish results forfield inspectors, and then archive all pertinent information for agency and emergency retrieval. Experience new levels of collaboration both within your agency and with your constituents. Seamless integration breaks down divisional staff siloes to share review processes across departments and divisions. Integration with Tyler's Civic Access Portal facilitates easy communication of reviews with citizens and business owners. Markup and approve documents digitally and in real time. Use embedded tools to scale documents and collaborate with staff. Utilize version overlay comparisons to easily analyze files. Feel confident that all your data and information is properly stored with version controls and comprehensive audit trails. CYtyofRasemead iylcrTechnologigs, Inc. Professional Consuking Se wces to the city of Rosemead fora Permit and Land use Management System Page 16 Cashiering and Payments Both Cashiering and Tyler Payments work by themselves and in conjunction with one other. Combining Tyler Payments and Tyler Cashiering helps agencies like yours to meet all payment processing needs. From merchant onboarding to electronic check-outs, and fee and receipt handling, Payments and Cashiering work together to make sure that your needs are met, and that payment processes are automatically and intuitively directed to the correct location within your agency. When you utilize both Cashiering and Payments, you ensure a consistent and intuitive payment experience for your users. Cashiering Tyler Cashiering allows you to easily track important financial information. Your agency's accounts information is automatically recorded to predefined project or general ledger accounts. With Tyler Cashiering, your agency will benefit from: Fe.art: f[�..•[y':Ka"an' FICGP YIp�rt b/Yyr GKPFn Wd'9vwWr c111nY li TIYICWItt b,'prydlYPlY Figure 8. Cashiering KPI screen With Tyler Cashiering your agency will benefit from: Efficient and Informed Workflow: Tyler Cashiering allows you to track both batch transactions and specific points of sale. Configurable report notifications inform cashiers and supervisors of details requiring their attention. Reporting options cover department activity, receipts by the hour, item codes, inventory levels, daily payments, and tender information. Secure Payment Processing: Cashiering retrieves billing information, payment details, due amounts, and charges from external systems by utilizing secured web services and documented APIs, meaning that Tyler Cashiering never stores billing and customer data. User permissions allow you to restrict access when needed, helping further protect the privacy of your citizens and your agency. Built for the public sector, and designed to ensure resident and government privacy, Tyler Cashiering continues to exceed the industry standard for public sector cashiering security. Oty of Rosemead TylerTechnologlms Inc: Professional ConsuRing Services to the City of Rosemead fora Permit and Land use Management System Page 17 Improved Citizen Satisfaction: Tyler Cashiering allows you to easily configure your solution to accept the specific payment types supported by your organization. With Tyler Cashiering, citizens can easily pay multiple bills in a single transaction. Citizens also have the option to combine payment methods and to make partial, full, or overpayments. Constituents benefit from real-time access to balances across multiple applications and departments. Work with Your Existing Platform: Tyler Cashiering accepts bills and retrieves billing information from both Tyler and non -Tyler applications. Enterprise Services Requests and MY Civic Requests Pro Tyler Technologies Enterprise Services Request and My Civic Request Pro are software solutions designed to help local government agencies manage citizen requests and improve overall citizen services. Enterprise Services Requests help government staff manage input from community users who can report feedback and issues using My Civic Request Pro. By streamlining processes, reducing response times, and offering simplified communication between citizens and government agencies, Enterprise Services Requests and MY Civic Requests Pro work together to improve the delivery of services provided by local government agencies. Enterprise Service Requests Tyler Technologies Enterprise Service Requests is a cloud - based software application that allows local governments to efficiently manage a wide range of citizen requests, including service requests, citizen inquiries, and code enforcement complaints. Enterprise Service Requests provides a centralized location for managing information from the community, while also providing real-time data to help government agencies make informed decisions about resource allocation and service delivery. With Enterprise Services Requests your agency will • Improve Efficiency: Enterprise Services Requests automate the service request process, reducing the need for manual intervention. • Increase Visibility: Enterprise Services Requests provides real-time visibility into service requests, helping your organization to track progress and identify bottlenecks. • Enhance Collaboration: With Enterprise Services Requests agencies like yours can communicate between different departments and teams, streamlining collaboration and improving agency coordination. • Improve Customer Satisfaction: By providing a centralized platform for service requests, you can ensure that requests are handled promptly and efficiently, improving customer satisfaction. CityofRosemead TylerTechnolog/es, Inc Professional Consulting Services to the GityofRosemeadfaraPemtRandtanduse Managementsystem Page IB • Reduce Costs: By eliminating the need for paper-based processes and lowering the administrative burden on staff, you will experience reduced costs. My Civic Request Pro My Civic Request Pro is a feature within Tyler's My Civic mobile application that allows citizens to submit requests and report issues directly to local government agencies. The easy-to-use interface helps citizens quickly report non -emergency issues such as potholes and graffiti. The app also allows citizens to track the progress of their requests and automatically sends notifications when issues are resolved. My Civic Request Pro streamlines the process of requesting services, while also making it easier for governments to manage requests and respond to citizens in a timely and efficient manner. With My Civic Request Pro your agency can: • Improve Citizen Engagement: My Civic Request Pro allows citizens to easily submit requests and track your response. By improving two-way communication with your residents, you can expect to increase both citizen engagement and citizen satisfaction. • Increase Efficiency: By streamlining the request process and automating workflows, My Civic Request Pro can help governments respond to citizen requests quickly and efficiently. • Enhance Transparency: My Civic Request Pro provides citizens with real-time updates on the status of their requests, increasing transparency and encouraging accountability. • Improve Data Management: My Civic Request Pro allows you to easily collect and manage data related to citizen requests, helping you to identify trends and improve service delivery. Implementation Methodology Tyler's implementation process demonstrates our long-term commitment to our clients with a methodology tailored specifically to the public sector. Your organization benefits from the fact that we perform our own implementations and know our software better than anyone. As a Tyler client you receive guidance throughout implementation from experienced Tyler professionals who have implemented Tyler products in more than 10,000 public sector implementation projects. Tyler's methodology is based on three vital foundations: • Industry experience • A globally recognized project management approach • In-house expertise Tyler utilizes its depth of implementation experience, working in tandem with our clients to put our methodology into practice. While each Project is unique, all will follow Tyler's six -stage methodology. Each of the six stages is comprised of multiple work packages, and each work package includes a narrative description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix. Tailored specificallyfor Tyler's public sector clients, the project methodology contains Stage Acceptance Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective communications, and quality standards. Clearly defined, the project methodology repeats consistently across Phases, and is scaled to meet client's complexity and organizational needs. CityofRosemead TyferTechnologies, Inc. ProfessionwlConsuiting.Servlcestothe QtyofRosemeadforaPermltand[anduse ManagementSystem Page 19 Tyler's Six Stage Project Methodology INMATE C PRDDUCTIDN PIAN OM 9BED1110Y READINESS The methodology adapts to both single-phase and multiple -phase projects. To achieve Project success, it is imperative that both clients and Tyler commit to including the necessary leadership and governance. During each stage of the Project, it is expected that clients and Tyler Project teams work collaboratively to complete tasks. An underlying principle of Tyler's Implementation process is to employ an iterative model where client business processes are assessed, configured, validated, and refined cyclically in line with the project budget. This approach is used in multiple stages and work packages as illustrated in the graphic below. The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to complete the Project efficiently and effectively. Work Breakdown Structure The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down into smaller, more manageable components. The top-level components are called "Stages" and the second level components are called "Work Packages". The work packages, shown below each stage, contain the high-level work to be done. The detailed Project Schedule, developed during Project/Phase Planning and finalized during subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a "Control Point", confirming the work performed during that stage of the Project has been accepted by the city. Iterative Project Model CityofRasemead TylerTechnologieg Inc. Professional Consuftg Services to the CityofRosemead fora Permit and [and use Management System Page 20 Work Breakdown Structure (WBS) Project Governance Project governance is the management framework within which Project decisions are made. The role of Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This allows organizations to have a structured approach for conducting its daily business in addition to project related activities. Project governance defines the structure for escalation of issues and risks, Change Control review and authority, and Organizational Change Management activities. Further refinement of the governance structure, related processes, and specific roles and responsibilities occurs during the Initiate & Plan Stage. The chart below illustrates an overall team perspective where Tyler and the City collaborate to resolve Project challenges according to defined escalation paths. If project managers do not possess authority to determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and the City Steering Committee become the escalation points to triage responses prior to escalation to the City and Tyler executive sponsors. As part of the escalation process, each Project governance tier presents recommendations and supporting information to facilitate knowledge transfer and issue resolution. The City and Tyler executive sponsors serve as the final escalation point. CityofRasemead TyierTechnologies, Inc. Professional Consuking Services to the GtyofRosemead fora Permit and Land use Management System Page 21 Project Governance Relationships I !' v EXECUTIVE SPONSOR Champions the project EXECUTIVE SPONSOR secures boy -in. provides provides oversight and E SPONSOR decision-making oversight and ultimate decision-making STEERING COMMITTEE IMPLEMENTATION MANAGER Monitors progress. goals and objectives Monitors progress PROJECT MANAGER PROJECT MANAGER Oversees project schedule and tasks Oversees project schedule and tasks Project Management Our approach to project governance has been continuously improved during Tyler's more than 35 years of experience implementing software exclusively with public sector clients. No one knows the system better than our staff. That's exactly why we don't contract third parties to do our implementation for us. We do it best. Project Managers will be assigned to each phase of your project and will engage subject matter experts throughout the implementation. Our staff consists of seasoned professionals with unique and proprietary skills and years of experience, focused into dedicated departments. Project Communication Tyler understands the importance of having current, accurate, easily accessible information during an Implementation Project. As part of Implementation, each new Tyler client will be provided a Project Portal. The purpose of this site is to furnish the project teams with a central location to plan, store and access pertinent documentation and information relating to your Implementation project. This site will be jointly maintained by the project teams for the duration of the implementation. Once the client has gone live, the portal will be maintained by Tyler's Client Services team for the first year of live processing, and all files are available to the client to download during this time. Management and Scope The Tyler Project Manager and implementation teams will communicate regularly with your project team. All implementation deliverables generate reports which contain detailed assessments of task completion, staff participation and material absorption. The Tyler Project Manager(s) will evaluate and measure the report results, communicating the gaps and adjusting the plan accordingly. Should issues arise during the project, there are several escalation paths that can be used laid out in the communication plan. C7tyofRosemead Tyler Technologies, inc Professlonal Consulting Services to the City of Rosemead fora Permit and Land use Management System Page 22 Project Organizational Chart Every implementation project is comprised of both client resources and Tyler resources working together at varying levels of involvement to ensure a successful implementation. The chart below outlines each of those resource groups. Please keep in mind that some resources in your organizations may fall into multiple groups. Business Process Consulting Overview Tyler understands that software implementations takes extensive planning and analysis of business practices, that's why we've created our Business Process Consulting (BPC) service designed for clients who could benefit from more robust analysis and discussion in determining best business practices and designing policies to make the most of your new solution. Tyler's BPC service is designed to assist your organization with the redesign of practices and policies to best leverage your investment in your Tyler software solution. This in-depth analysis takes into consideration local policies, client -specific goals, opportunities for efficiencies, improved reporting/inquiry, audit compliance, and results in three distinct deliverables: business process redesign, chart of accounts recommendations, and custom documentation. Tyler consultants work with your team at the beginning of the project to conduct a thorough current/future state analysis. Once goals and objectives are discussed and the analysis is completed, best practice recommendations are provided with options outlined for each process, including a ranking of the options and notes as to why each is recommended. Tyler will then conduct a formal review of these options with your project team and the system will be configured to match the agreed upon business practices. Your Tyler consultant(s) will then create custom process documentation based on configuration decisions. This documentation is used for a number of project activities including training and testing. Customized documents outline step-by-step processes for the day-to-day use of Tyler's applications. These manuals are customized for each client, except for the general system navigation section, which is standard for all clients. Setup tables are not documented within these manuals unless the maintenance of the table is required on a regular basis (i.e. one-time setup tables are not part of procedural documentation). The output of BPC is a new chart of accounts, a system design document that serves as a 'roadmap' and guide for the implementation, and customized desktop documents outlining new processes. GtyofRosemead TykrTechnoiogies, /ne Professional ConsuNng S&Wces to the aty of Rosemead for a Per mit and Land use Management System Page 23 Solution Validation Making sure your new system works the way you need it to is paramount to the success of the implementation. Tyler's quality management and validation plan addresses both the project and the product, while ensuring project objectives are met. The project teams validate the solution throughout the life of the project to expose issues that would normally only be revealed in a production environment. A controlled environment is created for high-level product validation, import and export interface, functional flow, and reliability. The goal of validation is for End Users to gain extensive product experience, develop a high level of confidence in Tyler's products, and understand their specific functions within the solution. Expected benefits from the completion of validation also include: • The infrastructure of hardware and network design is thoroughly vetted • In -scope data conversions are delivered and fully integrated into the solution (if applicable) • Modifications are delivered and fully integrated into the solution (if applicable) • A managed Issues List is fully quantified Issue tracking, resolution accountability, and completed issue resolution are necessary in a successfully completed project. The validation phase is a shared responsibility and must be recognized as such. Tyler Training Plan Everyone's learning style is different. That's why Tyler offers several training formats to accommodate our diverse clients' needs. Training by Tyler staff provides hands-on learning in your own labs. Your resources receive consultative knowledge transfer sessions that are a combination of lecture and hands-on education, using your organization's own data. A mutually developed education plan lays out the process of transferring knowledge between you and Tyler. The purpose of the education plan is to: • Communicate the process to stakeholders and functional leaders • Answer specific questions (where classrooms will be established, what database environment will be utilized, etc.) • Establish action items and link project personnel as owners • Define measurement criteria to ensure the plan has been successfully followed Goom TYLER TRPL ANG Solutions P—u— Orientation Functional Leads • Tykr lmDlementaiim Consultant (M • • End User Training Configuration & • Po•erusers Process Refinement • Tyler lmplementatm Training Consultant Technical & System System Admin Administration Funamnalteads Training ' Tyler lmplemmtation g Consultant • End Users • Department neads/Managers • Tyler Implemmtatm Consultant' 9t Ts Proposed Your organization is set up for success with Tyler's train the trainer approach to training and education plan developed over years of industry experience. GtyofRosemead Tyler Technologies, Inc. Pmfesslonal Consulting Services to the City of Rosemeadfora Permit and Land use Management System Page 24 Scheduling and Attendance Tyler prefers a classroom and curriculum approach for training to ensure knowledge transfer, comprehension, and retention. A successful user training session is in a classroom environment with a computer for each user, whiteboard, printer in the room or nearby, and one computer connected to a projector. A typical day of training is from 9:00 to 4:30 (or 8:30 to 4:00), allowing for a break for lunch and short breaks in the morning and afternoon as needed. We've found that allowing users time to return to their daily responsibilities before and after classes or sessions allows for more productivity during the session. It also allows the Tyler Implementation staff time to prepare upon arrival and follow-up afterward. The start and stop times for the training will be discussed and agreed upon by Project Management during the planning portion of the project and will be published as standard session times throughout the project. Class size should be limited to twelve (12) users in attendance to the training is critical to gain hands-on experience with the system. Responsibilities Tyler knows the value of being prepared for the use of our software in production. Our goal is to partner with you and lend our expertise based on experience, in order to allow your resources to be successful at go -live. Both teams collaborate on all aspects of training, discussed, and documented during the planning stage of the project. The expectation is for Tyler to provide one or more occurrence of each scheduled training. You will be responsible for the logistics of the training by completing such tasks as scheduling resources and ensuring facilities are available. These sessions are to be attended by your key staff members (i.e. functional leads and power users) so that they can then disseminate the information they learn to others in your organization if or when necessary. Training Materials Tyler maintains a complete set of documentation that is available to all users through the KnowledgeBase. The KnowledgeBase provides users with a single, easily accessible location to find all existing documentation on Tyler products and other widely used technology products. Included are procedure documents, file layouts, user guides, installation manuals, setup documents, system administrator documents, data schemas, training exercises and much more. Clients also have the ability to download documentation into Microsoft Word format to edit to match internal policies and procedures. Knowledge Transfer Approach During implementation of our products, Tyler's goal is to educate your resources so that they are self- sufficient users of the solution. Tyler uses a train -the -trainer model to transfer knowledge. Tyler's project team will provide comprehensive training to your team, which includes the project manager, functional leads, and power users. Tyler provides one occurrence, or more, of each scheduled training or implementation topic. The first time focuses on the process steps, while the second time, the training is more advanced. Sessions for each topic will also cover configuration for functional leads and power users, so that future changes can be easily made. Ensuring comprehension of dailyjob functions is essential to a successful go -live and product adoption. The goal of our train -the -trainer approach is to expose the most sophisticated users to the system first, so system configuration, converted data, and new procedures are thoroughly vetted by your team before being introduced to end users. During training, Tyler implementation consultants measure knowledge transfers through assessments and lead mini parallel processes and validations. GtyofRasemead TlerTechnologies, Ina Profession/Consulting Services to the CityofRosemead fora Permit and Land use Management System Page 25 Project Planning Project Planning is an important piece of any implementation. Tyler takes a custom approach to every project we lead. The project schedule is developed collaboratively with both project teams in order to meet your needs, while keeping in mind Tyler's guidelines for implementation. Periodic project meetings will be scheduled where changes in scope, project length, or cost will be reviewed. Tyler is open to discussing the project schedule in more detail and working out a mutually agreed upon plan that considers all project risks, requests and resource constraints. Tyler recommends a phased implementation approach, staggering start and live dates for each phase of the project. Live dates will be targets but should not place unnecessary constraints on the project. The following schedule takes into consideration the City's goals and Tyler's recommended approach, and assumes the product will be used as is, without additional go -live customizations. Proposed Project Phases Proprietary and Confidential— Subject to Restrictions on Disclosure Enterprise Permitting & Licensing 12 Month Timeline a a•: %do. tyles Implementation Schedule: EnerGov Implementation ID Task Name M-1 Ml M2 M3 M4 MS M6 I MJ I MB M9 M10 M11 M12 M13 M14 M15 M16 EnerGov �t LMS ^^ rt Stage 1: Indiate and Plan (All applications) Stage l: Assess g Define Stage 3: Prepare Solution Stage 4: Production Readiness Stage 5: Production Stage fi: Close Project complete This timeline is an example. Please use it as a general guide ONLY. Its purpose is to demonstrate the order in which various products are typically implemented and the potential overlap of stages for each phase. The exact timing of each deliverable depends on many factors including, but not limited to, the client's ability to commit resources to the project, client blackout dates, and the alignment of client business practices with Tyler implementation methodology. Tyler makes no guarantees that implementation schedules will align whh this example. City of Rosemead Tyler Technologies, Inc. Professional ConsuNng Services to the City of Rosemead fora Permit and Land use Management System Page 26 Tyler Technical Support Our mission is to deliver superior service by providing a timely response, issue resolution and operational support, resulting in a high-level of client satisfaction. Unlike some companies who outsource their application support to a third party, Tyler offers a complete solution of customer support services provided by our in-house experts. Transparency is important, that's why every support incident is logged into Tyler's Customer Relationship Management System and given a unique incident number. This system tracks the history of each incident and each incident is assigned a priority number, which corresponds to your needs and deadlines. Clients can track the progress of these incidents online using Tyler's support portal. Tyler provides online and continuing education resources for our clients, including but not limited to the following resources. Figure 9. Support Options and Services • Tyler Search—an online query tool that provides answers for your questions by culling through all Tyler's online resources using Knowledge Centered Service • TyierKnowieogebase- a documentation library in a single, easily accessible location • TyierCommunity—Tyler's online forum available 24/7 • Tyiertlniversity Tyler's e -learning solution to enhance support and training of your employees using your data • TyierRe%ase Management Console -Shows all release version information, with a summary of each release and associated enhancements, open, closed and non-critical issues • OniineHeip context sensitive field help and procedural information to assist your team in completing program tasks • AnswerPaneF As you begin entering your case details, Tyler Search presents results in the panel that matches your question. Answers provided are the most relevant to your question, regardless of the source of the information. • MyVew MyView is a screen capture tool to give Support more information to assist clients with a case. The recording is linked to the case and visible in the Online Support Incidents portal. • Online SupportPortat log or manage incidents and attach documentation and screenshots CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead fora Permit and Land use Management System Page 27 • GoToAssist& 8omgar remote assistance from Support used to connect to your desktop • Phone -Tyler provides a dedicated 800 number that places no limits on who from your team may contact Support, or the number of calls placed • State UserGmups—forums organized by Tyler staff and attended by existing clients to get the latest information on Tyler products • AnnuaiConference—Tyler Connect features online courses taught by Tyler subject matter experts hosted in a different city each year Focused by Application Regardless of how your team contact us, we are here to help. Tyler Technical Support is divided into application specific teams to enable product specialization and provide timely resolution of support incidents. This application specific approach allows our Technical Support Representatives to focus on a small group of applications offering a high level of product expertise to our clients. Customer support's goal is to return all requests for Support within one business hour. Tyler support is available during the local business hours Monday -Friday 8 AM to 5 PM (8 AM — SPM EST) across four US time zones (Pacific, Mountain, Central and Eastern). Clients may receive coverage across these time zones. Tyler's holiday schedule is outlined below. There will be no support coverage on these days. • New Year's Day • Memorial Day • Martin Luther King Day • Independence Day • Labor Day • Thanksgiving Day • Day after Thanksgiving • Christmas Day Incident Tracking Tyler records all your contacts and incidents in a customer relationship management system. This system tracks the history of each incident, including the contact, time, priority level, case description, correspondence, attached files, support recommendations, your feedback, and the resolution. The priority is assigned to each case as it is logged based upon the initial information provided and can be modified. Response — 1 Business Hour - Resolution within 1 Business Day AIssue is severe and requires immediate resolution. A critical issue is one when there is a complete work stoppage, or the loss of multiple essential system functions fo all users. XResponse - 4 Business Hours - Resolution within 10 Business Days A high priority issue is one where there is a repeated, consistent failure of essential functionality affecting mon than one user, o the loss or corruption of data. Your system is operational, out an essential piece of furnionaliy is cot worldng. Response - 1 Business Day - Resolution in Next Release Issue is <Ircumvention noose voe. aoessienal, o only ahMs else user, and there is an existing procedure. Response - 2 Business Days - Resolution in Future Release Incident that causes failure of non-essential functionality Of a cosmetic or other issue TT that tices not quality as any other Priority Level. •Gkx .Trl lie,— a(adltiom b atltinauldnaat Figure 10. Support Response and Resolution Goals CityofRosemead TjderTechnoiogies, Inc. Professional ConsulNng Services to the 0yof Rosemeadfora Permit and Land use Management System Page 28 Software Updates & Maintenance Tyler deploys industry leading technology and features that are continually enhanced through a process of perpetual upgrades as part of our Evergreen Philosophy. This includes a continuous stream of significant, yet manageable updates deployed over the life of the application with minimal disruption to our clients. Tyler application upgrades are released quarterly. Software corrections, known as cumulative updates, are made available for download between quarterly releases. All releases are cumulative allowing clients to upgrade to the latest application version directly. Annual User Conference Each year Tyler hosts an annual user conference, which brings together staff and clients from across all Tyler products. Tyler has appropriately named our conference Connect, and each year thousands of clients come to learn about Tyler, our products, and to connect with peers and staff. This premier event helps clients get the maximum use of their Tyler software. Clients can learn more about existing or proposed functionality through dozens of classes over several days. Development product managers attend the event to share their plans for the next upgrade and to solicit feedback from clients. Our clients' input from past conferences continues to impact significantly the direction of software enhancements and changes. Client attendance each year ensures that appropriate needs are reflected in product development strategies. Connect is held in different locations every year to accommodate our geographically diverse client base and to provide fresh and exciting activities for our clients outside of the classes and labs. KnowledgeBase The KnowledgeBase provides users with a single, easily accessible location to find all available documentation related to our software. This tool uses a user-friendly search screen which can be accessed through the Support website. Search criteria include the ability to filter by version, search for keywords, include only certain types of documentation, or perform system wide searches. Provided through the KnowledgeBase are process documents, file layouts, user guides, installation manuals, setup documents, system administrator documents, data schemas, training exercises, e -learning classes and much more. More than 90% of the documents available are in MS Word format so that they can be easily customized for use in training materials, custom documentation or process checklists. State User Groups Tyler clients benefit from networking and peer-to-peer collaboration through state user groups. The majority of user groups are run by clients, who set the meeting agenda, location, and frequency, assign topics, and involve the Tyler resources they need. In large states, there may be several user groups or different sessions planned. Tyler provides staff to demonstrate new functionality and assist with materials and collateral. During the sessions, Tyler representatives collect important feedback and report back to product managers. Many clients form lasting connections with other users within these groups and help to make each other better users of their software. Tyler Release Life -Cycle Policy Tyler Technologies employs a comprehensive and easy-to-use Release Life -Cycle Policy for its software. Our release life -cycle policy is designed to balance our clients' need for flexibility and stability, while meeting the demands for strategic product enhancements. This policy benefits our clients by providing: CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the Cityof Rosemead fora Permit and Land use Management System Page 29 • Consistent and predictable product release timelines and maturity levels, available on the Tyler Community website. • The ability to accurately budget, plan, and schedule upgrade resources around major processing events • The assurance of continually operating on a fully supported release Each Tyler release evolves through the following phases as part of the Release Life -Cycle Policy. Early Adoption (EA). This phase takes place 2-3 months prior to GA. It represents a timeframe when select clients participate in an intense testing program to ensure release quality. General Availability (GA). This phase lasts 12 months and represents the timeframe that a product release is available for installation at client sites. Feature Complete (FC). This is a 3- to 6 -month phase and represents the timeframe in which a product release has matured through EA and GA phases, and minimal development efforts are needed for the remainder of the product life. At this point, clients are encouraged to consider moving to a more current release. Next Release Planning (NRP). This phase represents a timeframe in which the given release has been available for up to 18 months and is at least two product releases behind the latest available Tyler release. The final Year -End release is provided. Clients are strongly encouraged to move from this stage to a more current release. Product Retired (PR). This represents a release that receives minimal support services and no development activity. Clients must move to a more current release in order to receive a Year -End release. Tyler University* Tyler University is an e -learning solution to enhance support and training of your employees. Through this learning management system developed by Tyler Technologies, new and existing employees are provided an on -demand solution to acquire and refresh the skills needed to successfully implement and use your system day-to-day. TYLER W Tyler University's core modules include: financials, human resources, payroll and technology. Employees in the finance department can train on a wide range of topics from req -to -check, including requisition entry, creating a change order for a purchase order and purchase order receiving. For the human resources and payroll staff, Tyler University offers courses on the complete payroll process, the power of employee building and applicant tracking. For system administrators, courses include topics on role based security design, administering the dashboard and role synchronization into Tyler Content Manager. Courses are being added continuously into Tyler University, making it a vital resource for new employees and cross training your team. "Not available for all Tyler solutions and products. City of Rosemead Tyler rechno%gies, Inc. Professional ConsuNng Services to the City of Rosemead fora Permit and Land use Management System Page 30 Tyler Community Tyler Community provides a secure, online setting where clients can go to find answers to common problems, connect with other Tyler users to share ideas, answer posted questions, and access information that is available 24/7. Based on a social networking platform, Tyler Community includes blogs, forums, files, and wikis where both clients and Tyler employees can contribute. Clients and employees use Tyler Community as a dynamic way to troubleshoot problems • and share best practices with Tyler's vast community. Additional benefits include: � tyiert • State user groups create an environment for you to easily i u n i ty communicate legislative changes and state -specific subject matter • Easy access to current information on critical issues • Helpful technical tips from subject matter experts • Powerful search capabilities across forums, wikis, files and people CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 31 Section 2. Project Team, Key Personnel, and Resumes Project Teams & Kespor ibiiiries Tyler's implementation team works closely with the City's employees to ensure the most efficient installation, training, and go -live. Our team will be able to assess the City's needs during Phase 1 of the Implementation process, and assign the best team to meet those needs. Regardless of the City's personnel numbers, experience levels, or geographic locations, Tyler is able to train your employees effectively, and implement a system that best fits your needs. The City's employees will be responsible for certain aspects of the implementation. A Client Project Manager will be named, who will take lead on the implementation process, who will be the primary contact for the Tyler Project Manager and Implementation communication. The City's team will be able to assign power users, and regular users, and attend training courses that correspond with their specific roles. If the City has an in-house IT team, that team will assist Tyler's Network Team with the installation and setup of any on-site hardware. If there is no IT personnel, Tyler's Network Team can handle the setup, and assist the City with any Network Support issues. Greg Savarj Gnrrol Mom �r p Fe1nS MgacwMw,im Lt15ay Muga tl0. wnNi �M+W�*e+� s.naigw�, pxoi s'v: wogr r'�W 0tyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead fora Permit and Land use Management System Page 32 Project Resources Tyler groups your team and Tyler resources based on their functional role within the project. This allows for easier staffing and communication within and between project teams. Please reference the project resource roles graphic below for a summary of responsibilities for each role. Our project approach is based on our experience and knowledge from working exclusively with public sector clients. • Executive Sponsor Champions the projects, secures buy -in • Steering Committee Monitors progress, goals, and objectives • Project Manager Oversees project schedule and tasks • Change Management Lead Prepares users for change • Technical Lead Security, permissions, workflow • Functional Leads Assigned for each functional area • Power Users Subject matter experts, core users, super users • Conversion Lead Oversees data conversion • End Users Receive training for daily job functions • Executive Sponsor Provides oversight and audit • Implementation Manager Monitors progress • Project Manager Oversees project schedule and tasks • Change Management Consultant* Helps navigate change • Implementation Consultant Functional experts assigned by phase • Teri ri . Supports clients' technical needs • Data Experts Convert client data • Sales Supports transition to implementation, provides pricing *n Change Management Services are proposed CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the Qtyof Rosemead fora Permit and Land use Management System Page 33 Project Team Resumes *Sample resumes included - Project Managers, trainers, consultants, and other team members are selected only after contracts have been signed and returned to Tyler. Once we have fully analyzed your situation, we will provide you with the implementation team best suited to your needs. We believe that this is an important step to the implementation process and would appreciate your patience as we make this crucial decision. Jill C., Senior Project Manager Years of Experience: 15 Summary Jill deliverers project management leadership implementing new and/or migration software application solutions to City, County, and State government agencies across the US. Most recently she focuses on large clients' contracts in the western half of the US to provide local geographic support. She takes great pride in driving agencies through an electronic transformation that redefines their Civic Engagement. Jill's current role as a Project Manager includes scope, process, resource, schedule, and budget control, coordinating efforts across the Product Development, Conversion, Report Development, Training, and Product Implementation teams. Project Experience Responsible for Project Management of all Enterprise Permitting & Licensing products including Land Management, GIS, IG Inspect, Citizen Self Service. Departments include Planning, Zoning, Inspections, Fire, Code, Building, and Permitting. Conversions included (but not limited to) APO, Historical Permitting, Licensed Professional and Permit Tracking: • Los Angeles County, California • City of Lubbock, Texas • Baldwin Park, California • Riverside County, California • Mammoth Community Water District, California • Alhambra, California • Tucson, Arizona Kathy L., Senior Software Trainer, and Content Developer Years of Experience: 20 Summary Kathy has been at Tyler Technologies for over 8 years, administering both live and online class training in Enterprise Permitting & Licensing configuration, End User training, User Acceptance training, and certification for clients. She has expertise in delivering content in an enthusiastic way and helps the users understand their job, as it is, within the Enterprise Permitting & Licensing software, as well as how it relates to what they do for CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the Cityof Rosemead fora Permit and Land use Management System Page 34 their municipality. She works very hard to become familiar with the clients software configuration prior to training and picks up on clients' business processes while training them so that things are more personalized. Kathy has an extensive background in training with her previous experience including over 15 years as a corporate contract trainer. During that time, she provided coaching and instruction in many different industries including Pharmaceutical Sales, Field Services SAAS training, Financial Services training on the Thomson One investment platform, and Salesforce.com, the leading customer management tool. Prior to moving into the training realm, Kathy was a middle school Language Arts teacher. Project Experience Kathy has been responsible for over 95 Enterprise Permitting & Licensing training assignments. These projects include scheduling the classes, coordinating with the Project Manager of the municipality and the Tyler PM, communicating with the consulting team, and delivering the training in a way that meets the needs of the users. • Shakopee, Minnesota • Loudoun county, Virginia • Grand Prairie, TX • Miami Beach, FL • City of Santa Fe, New Mexico Edward L., Implementation Manager Years of Experience: 8 Summary As an Implementation Managerfor the Enterprise Permitting & Licensing product line, Edward manages the full implementation cycle, from initiation to post -production support. He has worked at Tyler Technologies for eight years implementing and overseeing dozens of Municipal and County -level projects while holding multiple roles, Implementation Consultant, Senior Implementation Consultant, Supervisory Team Lead, and Implementation Manager for Professional Services. Edward's current responsibilities as Implementation Manager includes managing the full implementation cycle and ensuring customer satisfaction via timely completion of deliverables, confirming project milestones are on schedule, on budget, and within scope. He also serves as a point of contact for escalations and works with the management team to ensure issues are addressed. Edward also manages a team of consultants and project managers that supports a wide range of clients. Project Experience Edward has been responsible for implementing over 25 projects as a Supervisory Team Lead and Implementation Manager for the Enterprise Permitting & Licensing product line, including the following: • County of Maui, Hawaii • County of Hawaii, Hawaii • City of Pasadena, California • Orange County, North Carolina • Baldwin Park, California City of Rosemead Tyler Technologies, Inc. PmfessionalConsulting Sef ices to the OtyofRosemead for aPermitand Land use Management System Page 35 • San Mateo, California • Temecula, California Justin R., Senior Implementation Consultant Years of Experience: 8 Summary Justin has extensive experience as a implementation consultant in both the public and private sectors. His work at Tyler has seen him lead, or contribute, on a broad range of projects, and with a variety of municipalities. He prides himself on building relationships with customers and using his strength as an educator to teach customers how to effectively use the software. Project Experience • Aliso Viejo, CA • Yuba, CA • Rancho Cordova, CA. • Boulder, CO • Multnomah, OR • Antioch, CA City of Rosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 36 Section 3. Company Qualifications Tyler Technologies is the largest and most established provider of integrated software and technology services focused on the public sector. Tyler's end-to-end solutions empower local, state, and federal government entities to operate more efficiently and connect more transparently with their constituents and with each other. By connecting data and processes across disparate systems, Tyler's solutions are transforming how clients gain actionable insights that solve problems in their communities. Tyler has more than 37,000 successful installations across more than 13,000 sites, with clients in all 50 states, Canada, the Caribbean, Australia, and other international locations. v l Visualize Analyze Understand Engage Our Products With decades of exclusive public sector experience, Tyler is the market leader providing integrated software and services. Subject matter experts and in-depth products result in a sustainable client partnership that delivers the industry's most comprehensive solution. We provide the industry/s broadest line of software products and offer clients a single source for all their information technology needs in several major areas: Property & Recording, ERP, Civic Services, Health & Human Services, Courts & Justice, Public Safety, Data & Insights, and Schools. We are known for long-standing client relationships, functional and feature -rich products, and the latest technology. In addition to software products, Tyler provides related professional services including installation, data conversion, consulting, training, customization, support, disaster recovery, and application and data hosting. About Tyler Technologies • Empowering government and schools to create safer, smarter, and more vibrant communities • Solutions include: ERP, Civic Services, Courts & Justice, Public Safety, Data & Insights, Property & Recording, Health & Human Services, and Schools • Headquartered in Plano, Texas, with 68 office locations across the U.S., Manila, and Canada • Tyler was incorporated in Delaware in November 1989 • Tyler is a publicly traded corporation on the NYSE (TYL) • Founded in 1966 • Exclusively focused on local government since 1997 • More than 37,000 successful installations across 13,000 sites, with clients in all 50 states, Canada, the Caribbean, Australia, and other international locations • Client retention rate of 98% • 7,200+ employees • Annual revenues of $1.85 billion (2022) • Reinvestment of $123 million into Research & Development City of Rosemead Tyler Technologies, Inc. Professional Consulting Services to the CityofRosemead/bra PermitandLanduse ManagementSystem Page 37 • Scalable products with the smallest jurisdiction (Loving County, Texas, with a population of 82) to the largest (Los Angeles County, California, with a population of 10.1 million) Public Sector Focus Tyler's business units have provided software and services to clients for more than 50 years and have long- standing reputations in the local government market for quality products and customer service. Tyler is the largest company in the United States focused solely on providing software solutions to the public sector. While many of our competitors compete in multiple vertical markets, Tyler is singularly focused on the public sector. It is 100 percent of our business. Tyler recognizes that the public sector is generally stable and risk -averse, and craves community accessibility, security and transparency. That is why local government and school entities seek reliable and efficient software and services from Tyler — a professional, reputable and dedicated vendor who achieves results. Tyler has the experience to understand the unique requirements of the public sector, the necessary resources to invest in its products and the ability to deliver quality services. Financial Stability Tyler consistently maintains a solid balance sheet and strong cash flow and low debt, experiencing consistent revenue growth with 41 consecutive quarters of profitability, and a total revenue for 2023 of $1.95 billion. While experiencing significant growth opportunities from an increase in staff and expanding territories, $ we anticipate additional product offerings and innovative technology will $1.086 accelerate this growth in the future. We believe a low -debt balance I sheet, substantial cash reserves, and a committed customer base put Tyler in a great position in our industry to weather any unexpected turbulence in the economy. $1.856 $1.956 For additional revenue information on Tyler's annual report for 2012 to 2019 2020 2021 2022 2023 current. https://investors.tylertech.com/financials/annual-reports-and-proxy-statements/default.aspx Industry Leadership Tyler strives to provide the best client services in the industry. Our products undergo testing by trained quality assurance and certified usability analysts, therefore our clients benefit from products that work logically based upon user experience and input. We also focus our implementation and support professionals on specific groups of applications so they can offer more specialized services. Our commitment at Tyler is to ensure the highest level of client satisfaction through the efforts of Tyler's most valued resource: our people. We challenge our employees to pursue new initiatives aggressively and to become industry leaders in their respective fields. Tyler employs 7,200+ individuals, many of whom are seasoned professionals with unique and proprietary skills and years of industry experience. In fact, our employee turnover rate is very low — in recent years, about half of the industry average. Our Experience Tyler's solutions offer the widest breadth of products in the industry, the latest technology available, and an integrated system that can operate in diverse offices throughout a jurisdiction. More importantly, Tyler's vision and skill in executing that vision is what ultimately leads to a successful implementation and long-term solutions for our clients. Our experienced team consists of industry leaders who keep the process moving and ensuring we can give you the tools to succeed. City of Rosemead Tyler Technologies, Inc Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 38 Provide qualifications of past projects, emphasize similar services provided, and local experience Tyler's EPL suite offers integrated applications that are specifically designed to enable governments to be more efficient, more accessible, and more responsive to the needs of their citizens. Consistent integration among Tyler applications has always been a priority and a key benefit to organizations looking to improve their business practices. The key benefits to the system include, but are not limited to: • Providing a single, comprehensive, and integrated solution to manage the City's business functions. • Streamlining business processes through automation, integration, and workflows • Providing a user-friendly user interface to promote system use, productivity, and minimize the need for training. • Eliminating redundant data entry • Providing many standard reports directly from the software with access to data through inquiry and drill down capabilities. • Providing multiple interfaces to commonly used 3rd party systems Tyler's EPL platform is distinguished from the competitive landscape by the fact that we develop and support 100% of our products in house. All software development, implementation, and support services are provided solely by our in-house personnel. This has enabled us to build and evolve a software platform and ecosystem that infuses employee passion for industry specific software automation with the front line experiences our leading customers have provided. The result of this commitment is the industry's most powerful, seamless, efficient, user -intuitive, and scalable platform for local government automation. Our group of seasoned consultants, trainers, product experts, and programmers bring years of local government software experience to make your transition a smooth success. Tyler handles the following aspects of your project under a single contract: • System Delivery • Implementation • Training • Support and Maintenance • Software Updates and Upgrades Tyler's client base includes more than 27,000 local government agencies in all 50 states, Canada, the Caribbean, the United Kingdom and other international locations. Of these, over 687agendes(120in Ca/ifomia)have implemented or are currently implementing the Tyler EPL platform throughout their planning, building & safety, code enforcement, public works, fire, parks and recreation, environmental health and many more departments. Our track record is proven, our commitment is un -matched, and our technology is second to none. Moreover, our experience in California through the years has led to native functionality built into the EPL system —state contractor licensing board integration; CECtA workflow requirements; WELO workflows; customer deposit management; CERS integration, etc. In the reference section of this response, you will find references to agencies in Caiifomia since they have similar workflows and requirements as the city. In addition to these, other notable EPL installation include Prince William City VA, Kansas City Mo, Tulsa OK, Cedar Rapid IA, Los Angeles County, Glendale, CA, Rancho Cordova, CA and many more. We feel a partnership with Tyler would hugely benefit the city due to our extensive workin the community development space over the last decade, especially the 120 California agencies currently utilizing Tyler EPL. Please check out our web information resources for our EnerGov solution suite at: hftps://www.tylertech.com/prod ucts/energov/com mu n ity-development CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead fora Permit and Land use Management System Page 39 Tyler has 120 total agencies in California utilizing the Tyler EPL system Ydi t? ()ZO q�+ro4dS H'u a �Ogp �d°� �CiFOA� HAYWARD ��...., Np, N1 I f,'l SunnyvalE tyler City of Rosemead Tyler Technologies, Inc. Professional Consulting Services to the CityofRosemead fora Permit and Land use Management System Page 40 Section 4. References CXyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 41 Name, Title of Contact, Email, Address Approx Contract Implementation Approx Population of Amount Start Date - End Implementation Jurisdiction Date 1 Sara Seng 91,502 $1,365,000 013-2014 Amount IT Supervisor, City of Temecula, CA Sara Diaz ara.sen TemecuIaCA. ov Jurisdiction Project Team: Eddie Lee and Ron Ferriero supported by their team of consultants. Date roject: Tyler EPL Community Develoment Suite and Business Management Suite; eReviews;GIS,Civic Access;iG David Van Pelt hallenges: The City is a Total Tyler customer for finance, community development, business licensing and other Tyler $600,000 roducts. During the project, many challenges were encountered including critical project employee turnover, multi- ystem integrations and change management challenges. Both teams worked together during the project to expedlate new employee training and enact a consistent change management plan mid project. In the end, the project was completed successfully, and Temecula won Tyler's yearly award for best utilization of the EPL system in 2021. My of Encinitas CA orked hand-in-hand to ensure users understood out-of-the-box software doesn't need to be custom developed. This kwww.tylertech.com/resources/case-studies/case-study-how-temecula-increased-citizen-engagement-throuzh- CXyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 41 Name, Title of Contact, Email, Address Approx Contract Implementation Population of Amount Start Date- End Population of Amount Start Date - End Sara Diaz 105,000 $700,000 2019-2020 Jurisdiction Director of IT, City of EI Cajon, CA Date 1 David Van Pelt 62,007 $600,000 2014-2017 (phased) IT SUPERVISOR BUSINESS APPLICATION, Software: Tyler EPL Community Develoment Suite and Business Management Suite; eReviews;GIS,Civic Access;iG hallenges: The major challenge here was the removal of a home grown system developed by the City. Both teams My of Encinitas CA orked hand-in-hand to ensure users understood out-of-the-box software doesn't need to be custom developed. This as accomplished with effective change management and leveraging best practice management templates. DVANPELT@ENCINITASCA.GOV Project Team: Eddie Lee and Ron Ferriero supported by their team of consultants. rojectInfo Software: Tyler EPL Community Develoment Suite and Business Management Suite; eReviews;GIS,Civic Access;iG hallenges: The City Implemented their Tyler EPL system with only training provided by Tyler Technologies. Not every roject has this ability, but with the right personnel and dedication, the Tyler EPL system implementation can be agency managed and maintained. This speaks volumes to the easy configuration of the system. Our teams worked together to nsure system success was delivered. CXyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 41 Name, Title of Contact, Email, Address Approx Contract Implementation Population of Amount Start Date- End Jurisdiction Date Sara Diaz 105,000 $700,000 2019-2020 Director of IT, City of EI Cajon, CA ;diaz@cityofelcajon.us Project Team: Eddie Lee and Ron Ferriero supported by their team of consultants. roject Info Software: Tyler EPL Community Develoment Suite and Business Management Suite; eReviews;GIS,Civic Access;iG hallenges: The major challenge here was the removal of a home grown system developed by the City. Both teams orked hand-in-hand to ensure users understood out-of-the-box software doesn't need to be custom developed. This as accomplished with effective change management and leveraging best practice management templates. CXyofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 41 Section 5. Standard City Contract and Insurance Requirements City of Rosemead, California ("Client") RFP No. 2024-08 Professional Consulting Services to the City of Rosemead for a Permit and Land Use Management System Tyler's Statement of Exceptions to the Procurement Documents Tylers Proposal is based on the delivery of the requested software and services according to Tyler's standard implementation methodology and Tyler's standard contract. That methodology, and that contract, have been refined and enhanced over Tyler's many years of operation in the public sector information technology market. Tyler's submission of its Proposal does not waive Tyler's right to negotiate any and all terms to the mutual satisfaction of the parties. Tyler will be obligated to provide products and services only upon execution, and under the terms and conditions, of the mutually negotiated contract between Tyler and the Client. Tyler will consider its implementation methodology and its contract to be the starting point for those negotiations unless expressly stated otherwise in its Proposal. Tyler's standard contract is included for your reference. If you ask to incorporate your procurement documents and our Proposal documents into the contract package, we will agree to do so as long as the order of priority is: (a) the final, negotiated contract; (b) our Proposal documentation; and (c) your procurement documentation. Tyler has provided its evidence of insurance certificate. Tyler's insurance program is established at a corporate level and is not subject to change for individual customers. Tyler is providing representative exceptions to standard procurement terms and conditions for your review. This list does not negate any of the expectations Tyler has stated above. • Existing Client: The City of Rosemead and Tyler Technologies are parties to a SaaS Agreement dated November 19, 2020. If Tyler is the selected vendor, Tyler is willing to amend the existing contract to document the Client's procurement of Enterprise Permitting & Licensing and any terms and conditions unique to that additional procurement. • Key Personnel: Tyler will provide information on representative Tyler personnel. We are unable to assign personnel to a project until Tyler is selected and a contract is signed, in an effort to most effectively use resources. • Ownership: The Client may use the Tyler Proposal for its internal reference in evaluating proposals. Tyler shall retain ownership of all (i) software products licensed to the Client; and (ii) proprietary information contained in all deliverables. Tyler reserves the right to protest the public disclosure of its confidential and proprietary information, consistent with applicable public records laws. Tyler does not agree to work -for -hire provisions. • Public Disclosure: With respect to public disclosure under the California Public Records Act, disclosure may be made only to the extent disclosure is required by law, and provided, however, that the Client shall give prompt notice of the service of process or other documentation that underlies such requirement to Tyler so that it may obtain a protective order or otherwise protect the confidentiality of Tyler's confidential information. CityofRosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead fora Permft and Land use Management System Page 42 • Draft PSA § 3.1.2 (Term); § 3.2.2 (Schedule of Services): Tyler will begin and perform services in accordance with the mutually agreed upon implementation plan schedule. Client acknowledges that the provision of services for the Tyler Software is a cooperative process that may require the time and resources of your personnel. Client agrees to use all reasonable efforts to cooperate with and assist Tyler as may be reasonably required. This cooperation includes at least working with us to schedule the services outlined in the contract. We will not be liable for failure to meet any deadlines and milestones when that failure is due to Force Majeure or to the failure by Client's personnel to provide such cooperation and assistance (either through action or omission). • Draft PSA § 3.2.4 (Substitution of Key Personnel): Tyler does not allow client the right to approve project personnel, as Tyler assigns personnel based on experience and availability. In the event Tyler personnel provide services that do not conform to Tyler's services warranty, Tyler will be given an opportunity to correct the deficiency. In the event the deficiency persists, the Client may require the removal of personnel in question. In the event Client and Tyler disagree as to the substitution of any personnel, Client shall follow the mutually agreed to dispute -resolution process. • Draft PSA § 3.2.5 (Standard of Care; Performance of Employees): Tyler warrants that it will perform services in a professional, workmanlike manner, consistent with industry standards. In the event Tyler provides services that do not conform to this warranty, Tyler will re -perform the services at no additional cost to the Client. In the event a local business license is required for Tyler to perform the services in the contract, the Client will promptly notify Tyler and provide us with the necessary paperwork and/or contact information so that Tyler may timely obtain the license. • Draft PSA § 3.2.9 (Laws and Regulations): Tyler, in the performance of services, will comply with all applicable state and federal laws, ordinances, orders, decrees, and regulations. The quoted fees are based, in part, on the cost of compliance with applicable laws existing as of execution of the contract. Should laws applicable to Tyler's performance under the contract change post -signature, Tyler reserves the right to seek a change order for the additional work, time, and/or cost that may be required to comply with the new law, ordinance, or regulation. • Draft PSA § 3.2.10 (Insurance): While performing services under an agreement with the Client, we will agree to maintain the following levels of insurance: (a) Commercial General Liability (CGL) of $1,000,000 per occurrence and in the aggregate; (b) Automobile Liability of $1,000,000; (c) Professional Liability of $1,000,000; (d) Workers' Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella Liability of $5,000,000 per occurrence and in the aggregate. We agree to secure our insurance from a carrier with a minimum AM Best rating of A -:VII. Tyler's insurance coverage is evidenced using a standard Acord form. The coverage limits set forth on our certificate of insurance do not apply separately. Certificates of insurance listing the customer as certificate holder are available upon request after a contract is signed. Copies of Tyler's insurance policies are made available only in the event a claim is disputed or denied. Tyler will disclose its deductibles upon written request, but those deductibles are not subject to customer approval. Tyler is well-positioned financially to satisfy its deductibles. At your request during contract negotiations, we will add language to the insurance provision that adds you as an additional insured to our commercial general liability and auto liability policy for claims caused, in whole or in part, by Tyler as respects the contract, which automatically affords you the same status under our excess/umbrella liability policy. A certificate of insurance reflecting that status may be provided at your request after the contract is executed. Our carrier has issued blanket endorsements regarding additional insured status; we do not issue separate endorsements specific to each customer. We agree that our insurance is primary for claims under our CGL or auto policies that are caused, in whole or in part, by Tyler as respects the contract. If required, Tyler will agree to waive subrogation, but only on claims under our CGL or auto policies that arise out of or relate to the contract and are between us and you, except to the extent the damage or injury is caused by you. If you require it in the contract, we will agree to provide you with notice of cancellation City of Rosemead TylerTechnologie; Inc Professional Consulting Services to the OtyofRosemeadfora Perm&and Land use Management System Page 43 or non -renewal, or reduction in our insurance coverages below the minimum requirements set forth in the contract within thirty (30) days thereof unless replaced. Renewal certificates of insurance will be provided as close as practicable to the date the applicable policy or policies is/are renewed. Draft PSA § 3.3 (Fees and Payments): Unless expressly indicated otherwise, our Proposal contains estimates of the amount of services and associated expenses needed, based on our understanding of the size and scope of your project. The actual amount of services and expenses depends on such factors as your level of involvement in the project and the speed of knowledge transfer. If required, we will provide a not -to -exceed quote once the scope of services has been finalized. Unless noted otherwise, our services rates do not include travel expenses, which are separately estimated and are payable in accordance with our then -current Business Travel Policy. Unless expressly indicated otherwise, the fees we have quoted do not include any taxes. Tyler's standard payment terms are set forth in the Invoicing and Payment Policy (Exhibit B) to the standard Tyler contract. Payment is due within forty-five (45) days of invoicing. Client may purchase additional products and services at the rates set forth in the Investment Summary for twelve (12) months from the Effective Date of the contract by executing a mutually agreed addendum. If no rate is provided in the Investment Summary, or those twelve (12) months have expired, Client may purchase additional products and services at our then -current list price, also by executing a mutually agreed addendum. The terms of the contract will control any such additional purchase(s), unless otherwise specifically provided in the addendum. Draft PSA § 3.4 (Accounting Records): The Client may audit Tyler's books and records relating directly to the contract once per year on one-week advance written notice, and at Client's expense. Unless otherwise agreed, the location of the records will be the Tyler office servicing the contract. The audit will not include access to Tyler's personnel records, or conditions of employment. Tyler will maintain complete and accurate records of time and expense relating directly to the contract for the greater of five (5) years from their creation or the period required by applicable law. Draft PSA § 3.5.1 (Termination of Agreement): Tyler's standard practice is not to include a termination for convenience provision in its contracts, given the significant investments made by both parties to the procurement and implementation. Tyler relies instead on its termination provisions for cause, non - appropriation, and/or farce majeure. As such, the Client may terminate the contract for cause in the event Tyler fails to cure a material breach according to the terms of the dispute resolution process set forth in Tyler's standard contract. The Client will make payment to Tyler for all undisputed products, services and expenses delivered or incurred through the effective date of termination. Payment for disputed products, services and expenses, and the Client's remedies, will be determined through the mutually agreed dispute resolution process. Draft PSA § 3.5.3.1 (Documents & Data; Licensing of Intellectual Property): Through the SaaS Agreement, Tyler will grant to Client the non-exclusive, non -assignable limited right to use the SaaS Services solely for Client's internal business purposes only. Tyler retains all ownership and intellectual property rights to the SaaS Services, the Tyler Software, and anything developed by us under the contract. The Documentation will be licensed to Client and may be used and copied by Client's employees for internal, non-commercial reference purposes only. Client retains all ownership and intellectual property rights to the Client's Data. Tyler does not agree to work -for -hire provisions. Draft PSA § 3.5.3.2 (Confidentiality): Each party agrees that it will not disclose any confidential information of the other party and further agrees to take all reasonable and appropriate action to prevent such disclosure by its employees or agents. Confidential information is nonpublic information that a reasonable person would believe to be confidential and includes, without limitation, personal identifying information (e.g., social security numbers) and trade secrets, each as defined by applicable state law. The confidentiality covenants will survive the termination or cancellation of the contract. This obligation of confidentiality will not apply to information that: CityofRasemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead fora Pennitand [and use Management System Page 44 o is in the public domain, either at the time of disclosure or afterwards, except by breach of the contract by a party or its employees or agents; o a party can establish by reasonable proof was in that party's possession at the time of initial disclosure; o a party receives from a third party who has a right to disclose it to the receiving party; or o is the subject of a legitimate disclosure request under the open records laws or similar applicable public disclosure laws governing the contract; provided, however, that in the event you receive an open records or other similar applicable request, you will give us prompt notice and otherwise perform the functions required by applicable law. • Draft PSA § 3.5.5 (Attorney's Fees): Tyler prefers a court of competent jurisdiction determine liability for attorney's fees. • Draft PSA § 3.5.6 (Indemnification): Tyler shall defend, indemnify, and hold harmless the Client from and against any and all direct claims, losses, liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) from third parties for personal injury or property damage arising from Tyler's negligence or willful misconduct; or Tyler's violation of a law applicable to Tyler's performance under the contract. The Client must notify Tyler promptly in writing of the claim and give Tyler sole control over its defense or settlement. The Client agrees to provide Tyler with reasonable assistance, cooperation, and information in defending the claim at Tyler's expense. In addition, Tyler will defend, indemnify, and hold harmless the Client from third -party claims that the Tyler software and/or documentation infringes an intellectual property right in accordance with Tyler's standard contract. • Draft PSA § 3.5.8 (Venue): Tyler reserves the right to file a complaint with, or remove any litigation to, the federal court serving Los Angeles County. • Draft PSA § 3.5.9 (Time is of the Essence): Tyler does not agree to time being made "of the essence." Tyler will begin and perform services in accordance with the mutually agreed upon implementation plan schedule. • Draft PSA § 3.5.12 (Assignment or Transfer): Neither party may assign the contract without the prior written consent of the other party, except that Tyler may, without the prior written consent of the Client, assign the contract in its entirety to the surviving entity of any merger or consolidation or to any purchaser of substantially all of Tyler's assets. • Draft PSA § 3.5.13 (Construction: References: Captions): One of Tyler's many strengths is that Tyler provides all implementation services with Tyler personnel, including installation, consulting, training, conversion, support, and programming. In the event the Client requires Tyler to procure products or services that require Tyler to utilize a 3rd party subcontractor, Tyler does not agree to be responsible for the actions of the subcontractor. Tyler will make sure, however, that all applicable provisions in the contract are enforceable against the subcontractor. • Compliance with RFP: Tyler's Proposal complies with and is subject to the RFP's terms, except as modified by, taken exception to, and as otherwise provided in Tyler's Proposal. Sample Contracts Please see the Tyler Technologies standard Terms and Conditions contract linked below. Tyler Technologies is willing to negotiate contract terms to suit both parties upon award of contract. https://www.tylertech.com/porta Is/0/terms/public-administration/Existing-Pu bli c -Administration -G rou o- Clients-SaaS-M igration. pdf City of Rosemead Tyler Technologies, Inc. Professional Consulting Services to the City of Rosemead for a Permit and Land use Management System Page 45 ACORO® CERTIFICATE OF LIABILITY INSURANCE DATE(.--YYV1 owr= THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATNE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER USA I.I.C. 99 HIGH STREET CONTACT mm PHONE FAX aC No: BOSTON, M4 02170 _ SIL _ ESIX INWRM(S)M ORMNOCOVERAGE MiCs INMIRERA: HaBad Fre rommorConlown, 19882 CN702891975�C~CfAWXC-23 INSURED Tyler Technologies,NSURER B: Trurnbull l mu2nce n 2712D INSURERG: Hartford Casualty Insurenra Owsmy 29424 PaInc.nc. 5707 Tennyson Parkway Peno. TX 75024 INSURER D: Sentinel lnsur_onceC n 11000 INSURER E: QBE S _e Insurance Connipany 11515 INSURER F: PREMSEB f 300,000 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POUCY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPEOF INSUMNCE GL usa POLILW NUMBFR POLICYIEFF M FODCYLOTP LIMITS A X I M MERCALGENERALLRBILRY 10 UEN DLO437 04912023 0/1012024 EACH OCCURRENCE S 1,000.000 CWMSMADE OCCUR PREMSEB f 300,000 MED EAP $ 10,000 PERSONAL A ADV IN.RIRY $ 1,000,000 GENL AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2.000.000 POLICYE] J& [:1 LOC PRODUCTS AGG $ 2000.000 s OTHER B AUTONOWLELABILITY IOUENDW97 NM—Rn 04912024 COM IINNLUSNUL LIMIT $ 1,000,000 X ANYAI,TO BODILY INJURY(rYr Pilsen) $ SCHEDULED AUTQS MffONLY AUTO$ BODILYINJURY(Pers wenO M $ PROPERTYDAMAGE $ acdde HIRED NON,OWNED AUTOS.. AUTOS ONLY '',, _ f X ' UMBRELLA LAB X OCCUR 10XHU DLO102 041012023 04012024 EACH OCCURRENCE $ 25 .000,000 AOGRCGATE $ 25.000.000 EXCESS LAB cl-N ADE $ DED I X I RETENTION S 10000 D WORNERSCOMPENSITION ANDEMPLOYERSLABILITY YIN ANTPROPRIETOWPARTNERrFJtECUTIVE ❑ OFFICE EMSEREXCLUDIT N nemserow in NHI NIA SDNBN(BAGK Z07=71NNIPA4 X SIAM OTF4 ELEACHACGDENT $ 1,000'wo EL gSEASE-EA EMPLOYEE $ 1,000,000 M yxc�RIPTIOe under ESCRIPTION OF OPERATIONG bebx D EL DISEASE -POLICY LIMB S 1,000,000 E Professional Uabiliy 130OD19W 12/172021 061172023 knit 5,000.000 Cyber Prdedion DESCRIPTION OF OPERATIONS LOCATIONS VEHICLES (ACORD 101, Add dknal Remorse SchaduN, may M Mnmmd a re. Was Is nw,w aa) EMcmce Ony CERTIFICATE HOLDER CANCELLATION Tyler Technologies 5101 Tennyson Passey Pima. TX 75024 SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZEDRERRESENTATIVE ®1088-2016 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD ACORO® AGENCY CUSTOMER ID: CN102891976 Loc#: Boston ADDITIONAL REMARKS SCHEDULE Page 2 of 2 AGENCY MARSH USA. LLC NAMED INSURED TNMTeMnnagim Inc 5101 Tennysm Pa*my Platy TX 75024 Pa LICYNUMBER CARRIER NAC CODE EFFl:CTNE DATE ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: Certificate of Liabillty Insurance Tle PiobssonelLffiiry/CyberpokieSeriMimd nWInsuml RelmNonsbvaguspmibmsaetl. KT wouldikeetldmal'nfomelionngadmgtleseabimibachdu bbs,phew=w Neinaretl ACORD 101 (2008/01) © 2008 ACORD CORPORATION. All rights reserved - The ACORD name and logo are registered marks of ACORD Section 6. Addenda Acknowledgement Tyler did not receive an Addenda for this RFP. CityofRosemead Tyler Technologies. Inc. Professional Consulting Services to the CtyofRosemead fora Permit and [and use Management System Page 48 Section 7. Cost Proposal Notes The following Section 7. Cost Proposal is based on the stated requirements provided by City of Rosemead in this RFP. It includes Tyler software license fees, estimated services, project management, conversion, and travel and expense costs. Any stated conversion prices may vary depending on cooperation of previous vendor and/or the complexity of converting the data. Travel expenses are estimated; however, actual expenses will be billable. The license fees listed in this Cost Summary do not include any tax or other governmental impositions including, without limitation, sales, use, or excise tax. All applicable sales tax, use tax, or excise tax shall be paid by client and shall be paid over to the proper authorities by client or reimbursed by client to Tyler Technology on demand in the event that Tyler Technology is responsible or demand is made on Tyler Technology for the payment thereof. If tax-exempt, client must provide Tyler Technology with client's tax- exempt number or form. Tyler SaaS Tyler utilizes AWS (Amazon Web Services) as our Software as a Service (SaaS) solution. All of your Tyler applications are hosted, maintained, supported, and administered on a private cloud by AWS. Tyler will manage all regular administrative tasks — including installation, upgrades, support, and file maintenance — and ensure all your databases, database servers, operating system, application files and image files are up to date and secure. Users simply access comprehensive Tyler applications and data through a secure Web interface that transmits encrypted data to each client workstation. Entities of all sizes can easily employ this streamlined system, taking advantage of a proven product and doing more with less. No heavy up -front fees, no dedicated IT staff, no maintenance required. It's safe, reliable, affordable, and easy to use. Features The Tyler SaaS model is reliable, available and secure. There are no code changes to the client or server without proper notification. It offers complete redundancy with no single point of failure. In addition, it utilizes data encryption and Virtual Private Networks (VPN) to transmit all data • System Administration: Tyler performs daily administrative tasks. We address the installation, upgrade, support and file maintenance of the Tyler application and database servers, operating system, database and application files. • Security Administration: Tyler provides secure data transmission paths from each client workstation to the Tyler servers. User Ids, passwords and application access rights for the VPN and the Tyler application are administered by Tyler with the client's final approval. • Hardware Performance Maintenance: Tyler supplies and maintains all necessary hardware required to provide workstation access to the Tyler applications at standard industry performance levels. All repairs, upgrades, and replacements to server hardware are the responsibility of Tyler. • Disaster Recovery & Fault Tolerance: Tyler backs up all system & data files and stores them in a secure off-site location. We have fully redundant telecommunications access, electrical power, and required hardware to provide access to the Tyler applications in the event of a disaster or component failure. CltyofRasemead Tyler Technologies, Inc. Professional Consulting 5ervices to the City of Rosemeadfora Permit and Land use Management System Page 49 Benefits Easy Budgeting: The subscription is a set fee, flattening the peaks and valleys associated with the acquisition of software and services. Subscribing dramatically lowers initial costs. It provides a consistent quarterly fee that can be easily budgeted for the duration of the agreement. No Secondary Operational Fees: No additional fees, such as maintenance and support are required Expandable: Additional Tyler applications are easily added, as needed Tyler EnerGov Service Price List Role Fee Project Manager— Remote $185 Project Manager - Onsite $210 Trainer — Remote $185 Trainer — Onsite $210 Implementation Consultant - Remote $185 Implementation Consultant - Onsite $210 GIS Analyst - Remote $185 Data Conversion - Remote $250 Developer — Remote $250 CityofRosemead Tyler Technologies, Inc. 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PARTIES AND DATE. This Agreement is made and entered into this , 2024 (Effective Date) by and between the City of Rosemead, a municipal organization organized under the laws of the State of California with its principal place of business at 8838 E. Valley Blvd., Rosemead, California 91770 ("City") and OpenGov, Inc., a Delaware corporation with its principal place of business at 660 3'd Street, Suite 100, San Francisco, CA 94107 ("Consultant'). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties." 2. RECITALS. 2.1 Consultant. Consultant desires to perform and assume responsibility for the provision of certain software and professional services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing permitting and licensing services to public clients, is licensed in the State of California and is familiar with the plans of City in obtaining these services. 2.2 Project. City desires to engage Consultant to render software and professional consulting services as set forth in this Agreement. 3. TERMS. 3.1 Scope of Services and Term. 3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all software and professional services as further described in the applicable Order Form and Statement of Work, herein referred to as "Services". The Services are more particularly described in Exhibit A ("Statement of Work") and Exhibit B ("Order Form") attached hereto and incorporated herein by reference. All Services shall Page 1 of 31 be subject to, and performed in accordance with this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Software Services. Subject to the terms and conditions of this Agreement, Consultant will use commercially reasonable efforts to provide the commercial -off-the-shelf software solutions identified in the applicable Order Form ("Software Services"). Services do not include any pre-release features, functionality, and/or software that City elects to use while they are in beta. 3.1.3 Support and Services Levels. Customer support is available by email to support@opengov.com or by using the chat messaging functionality of the Software Services, both of which are available during Consultant's standard business hours. City may report issues any time; however, Consultant will address issues during business hours. Consultant will provide support for the Software Services in accordance with the Support and Software Service Levels found at opengov.com/service-sla, as long as City is entitled to receive support under the applicable Order Form and this Agreement. 3.1.4 Professional Services. If Consultant or its authorized independent contractors provides professional services to City, such as implementation services, then these professional services ("Professional Services") will be described in an applicable statement of work ("SOW') agreed to by the parties, which is incorporated herein by reference. Unless otherwise specified in the SOW, any pre -paid Professional Services must be utilized within one year from the Effective Date. 3.1.5 Relevant travel expenses are provided in the SOW. Any other travel expenses related to the performance of the Professional Services shall be pre -approved by and reimbursed by City. 3.1.6 Term. The term of this Agreement shall begin on the Effective Date (October 1, 2024) and ends on the date the subscription ends (September 30, 2027), known as the "Initial Term", according to the Order Form, unless sooner terminated pursuant to this Agreement. At the conclusion of the Initial Term, City shall have the option for one, one-year extension at the sole and absolute discretion of the City, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of the Agreement and any applicable Statement of Work. 3.1.7 Renewal. This Agreement shall automatically renew for another period of the same duration as the Initial Term (each one is a new "Renewal Term") unless either party notifies the other party of its intent not to renew this Agreement in writing no less than 30 days before the end of the then -current term. 3.2 Responsibilities of the Parties. 3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Consultant or under its supervision and direction. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar Page 2 of 31 or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance. 3.2.2 Performance of Services. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. 3.2.3 Intentionally Omitted. 3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City, which shall not be unreasonably withheld. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City. 3.2.5 City's Representative. The City hereby designates the City Manager, or his or her designee, to act as its representative for the performance of this Agreement ("City's Representative'). City's Representative shall have the power to act on behalf of the City for all purposes under this Agreement. Consultant shall not accept direction or orders from any person other than the City's Representative or his or her designee. 3.2.6 Consultant's Representative. Consultant will designate to act as its representative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have authority to represent the Consultant for all purposes under this Agreement. 3.2.7 Coordination of Services: Consultant's Representative agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants, and other staff at all reasonable times. 3.2.8 Standard of Care; Performance of Employees: Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature Page 3 of 31 that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. 3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state, and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such laws, rules, and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. 3.2.10 Insurance: Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit C attached to and part of this agreement. 3.2.11 Safety: In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. 3.2.12 Restrictions. City may not use the Software Services in any manner or for any purpose other than as expressly permitted by the Agreement. In addition, City shall not, and shall not permit or enable any third party to: (a) use or access any of the Software Services to build a competitive product or service; (b) modify, disassemble, decompile, reverse engineer or otherwise make any derivative use of the Software Services (except to the extent applicable laws specifically prohibit such restriction); (c) sell, license, rent, lease, assign, distribute, display, host, disclose, outsource, copy or otherwise commercially exploit the Software Services; (d) perform or disclose any benchmarking or performance testing of the Software Services, including but not limited to load testing, or stress testing; (e) remove any proprietary notices included with the Software Services; (f) use the Software Services in violation of applicable law; or (g) transfer any confidential personally identifiable information to Consultant or the Software Services platform. 3.2.13 Responsibilities. City shall be responsible for obtaining and maintaining computers and third -party software systems of record (such as City's ERP systems) needed to connect to, access or otherwise use the Software Services. City also shall be responsible for: (a) ensuring that such equipment is compatible with the Software Services, (b) maintaining the security of such equipment, user accounts, passwords and files, and (c) all uses of City user accounts by any party other than Consultant. Page 4 of 31 3.3 Fees and Payments. 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement and shall not exceed Two Hundred Twenty -Six Thousand, Seven Hundred Sixty -One Dollars and Sixty -One Cents ($226,761.61) as indicated in Exhibit A ("Statement of Work") and Exhibit B ("Order Form"). Any additional services may be mutually authorized by the parties in writing, and will be compensated at the rates and manner set forth in a separately executed amendment. 3.3.2 Payment of Compensation. Fees for Services are set forth in the applicable Order Form, and Consultant will invoice City accordingly. City agrees to pay invoices within 30 days. Invoices are deemed received when Consultant emails them to City's designated billing contact. Obligations to pay fees are non -cancelable, and payments are non-refundable. Consultant shall increase the fees for the Services during any renewal term by 5% each year or as otherwise agreed upon in the applicable renewal Order Form. 3.3.3 Consequences of Non -Payment. If City fails to make any payments required under any Order Form or SOW, then in addition to any other rights Consultant may have under this Agreement or applicable law, (a) City will owe a late interest penalty of the maximum rate permitted by law and (b) If City's account remains delinquent (with respect to payment of an undisputed invoice) for 10 days after receipt of a delinquency notice from Consultant, which may be provided via email to City's designated billing contact, Consultant may temporarily suspend City's access to the Software Service for up to 90 days to pursue good faith negotiations before pursuing termination in accordance with this Agreement. City will continue to incur and owe all applicable fees irrespective of any such service suspension based on such City's delinquency. 3.3.4 Reimbursement for Expenses: Consultant shall not be reimbursed for any expenses unless authorized in writing by City. Such authorization shall not be unreasonably withheld. 3.3.5 Intentionally Omitted. 3.3.6 Prevailing Wages: Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. 3.4 Accounting Records. 3.4.1 Maintenance and Inspection: Consultant shall maintain complete and accurate financial records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make Page 5 of 31 transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. In no event shall any audit occur: (1) more than once per calendar year, (2) without giving at least three business days prior written notice (3) outside of Consultant's normal business hours, or (4) on systems where such audit may, in Consultant's sole reasonable discretion, violate its third -party confidentiality obligations. 3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination: If either party materially breaches any term of this Agreement and fails to cure such breach within 30 days after receiving written notice by the non -breaching party, the non -breaching party may terminate this Agreement. 3.5.1.2 Effect of Termination: Upon termination of this Agreement pursuant to Section 3.5: (a) City shall pay in full for all Services for the then - current annual term, (b) Consultant shall stop providing Services to City; and (c) each party shall (at the other party's option) return or delete any of the other party's confidential information in its possession. Intentionally Omitted. 3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose: CONSULTANT OpenGov, Inc. 660 3rd Street, Suite 100, San Francisco, CA 94107 Attn: Legal Department Tel: (650) 336-7167 Copy: legal@opengov.com CITY: City of Rosemead 8838 E. Valley Boulevard Rosemead, CA 91770 Attn: Director of Community Development Copy: Itrinh@cityofrosemead.org Such notice shall be deemed made when personally delivered, o r when mailed forty- eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality. 3.5.3.1 Intentionally Omitted. Page 6 of 31 3.5.3.2 Confidentiality. "Confidential Information" means all confidential business, technical, and financial information of the disclosing party that is marked as "Confidential" or an equivalent designation or that should reasonably be understood to be confidential given the nature ofthe information and/orthe circumstances surrounding the disclosure. Consultant's Confidential Information includes, without limitation, the software underlying the Software Services, and all Documentation. Confidential Information does not include: (a) data that City has previously released to the public; (b) data that City would be required to release to the public upon request under applicable federal, state, or local public records laws, including the California Public Records Act; (c) City Data that City requests Consultant make available to the public in conjunction with the Software Services; (d) information that becomes publicly known through no breach by either party; (e) information that was rightfully received by a party from a third party without restriction on use or disclosure; or (f) information independently developed by the Receiving Party without access to the Disclosing Party's Confidential Information. Each party further agrees to use the other's Confidential Information only in connection with this Agreement. Each party further agrees to protect the other party's Confidential Information using the measures that it employs with respect to its own Confidential Information of a similar nature, but in no event with less than reasonable care. If a party is required to disclose Confidential Information by law or court order, they must notify the other party in writing before making the disclosure to give the other party an opportunity to oppose or limit the disclosure. The above is subject to the California Public Records Act under the Government Code and City's obligations to comply with the Act. 3.5.4 Cooperation; Further Acts: The Parties shall fully cooperate with one another and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.5 Attorney's Fees: If either party commences an action against the other party, either legal, administrative, or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all costs of such action. 3.5.6 Indemnification: To the fullest extent permitted by law, Consultant shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all third -party claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any negligent alleged acts, omissions or willful misconduct of Consultant, its officials, officers, employees, agents, and consultants. Consultant shall defend, at Consultant's own cost, expense, and risk, any and all such aforesaid third -party suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such third -party suit, action or other legal proceeding. Consultant shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's Page 7 of 31 obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents or volunteers. 3.5.7 Entire Agreement: This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.8 Governing Law: This Agreement shall be governed by the laws of the State of California. Venue shall be in Los Angeles County. 3.5.9 Intentionally Omitted. 3.5.10 City's Right to Employ Other Consultants: City reserves right to employ other consultants in connection with this Project. 3.5.11 Successors and Assigns: This Agreement shall be binding on the successors and assigns of the parties. 3.5.12 Assignment or Transfer: Except as set forth in this section, neither Party shall assign, delegate, hypothecate, or otherwise transfer, either directly or by operation of law, this Agreement, or any of its rights, obligations, or interests herein without the other Party's prior written consent, which consent may not be unreasonably withheld, conditioned, or delayed. Either Party may assign, without such consent but upon written notice, its rights and obligations under this Agreement to its corporate affiliate or to any entity that acquires all or substantially all of its capital stock or its assets related to this Agreement, through purchase, merger, consolidation, or otherwise. Any other attempted assignment shall be void. 3.5.13 Construction; References; Captions: Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not workdays. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, and agents except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement. 3.5.14 Amendment; Modification: No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver: No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise. Page 8 of 31 3.5.16 No Third -Party Beneficiaries: There are no intended third -party beneficiaries of any right or obligation assumed by the Parties. 3.5.17 Invalidity; Severability: If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.5.18 Prohibited Interests: Consultant warrants that it has not paid, nor has it agreed to pay any company or person, other than a bona fide employee, independent contractor, or subcontractor working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment: Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. 3.5.20 Labor Certification: By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Agreement: Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts: This Agreement may be signed in counterparts, each of which shall constitute an original. 3.6 Subcontracting. 3.6.1 Prior Approval Required: Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City, which shall not be unreasonably withheld. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 3.7 Intellectual Property Rights; License Grants; Access to City Data 3.7.1 "Intellectual Property Rights' means all intellectual property rights Page 9 of 31 including all past, present, and future rights associated with works of authorship, including exclusive exploitation rights, copyrights, and moral rights, trademark and trade name rights and similar rights, trade secret rights, patent rights, and any other proprietary rights in intellectual property of every kind and nature. 3.7.2 Software Services. Consultant owns all interests and Intellectual Property Rights in the Software Services. The look and feel of the Software Services, including any custom fonts, graphics and button icons, are the property of Consultant. City may not copy, imitate, or use them, in whole or in part, without Consultant's prior written consent. Subject to City's obligations under this Agreement, Consultant grants City a non-exclusive, royalty -free license during the Term to use the Software Services. 3.7.3 City Data. "City Data" means data that is provided by City to Consultant pursuant to this Agreement (for example, by email or through City's software systems of record). City Data does not include any confidential personally identifiable information. City Data and the Intellectual Property Rights therein belong to City. City grants Consultant and its partners (such as hosting providers) a non-exclusive, royalty - free license to use, store, edit, and reformat City Data for the purpose of providing the Software Services. City further agrees that Consultant and its partners may use aggregated, anonymized City Data for purposes of product enhancement, customer service, and data analysis. Insights gleaned from aggregated, anonymized City Data will belong to Consultant. 3.7.4 Access to City Data. City may download City Data from the Software Services at any time during the Term, excluding during routine software maintenance periods. 3.7.5 COMPLIANCE WITH DATA PRIVACY STANDARDS FOR THE PROTECTION OF PII. As applicable, Consultant acknowledges that to the extent it maintains, acquires, discloses, uses, or has access to any Customer Personally Identifiable Information ("PII"), as defined by state breach notification statutes, Consultant shall maintain reasonable security procedures and practices appropriate to the nature of the PII , and protect the PII from unauthorized access, destruction, use, modification, or disclosure. Consultant is further obligated to comply with all relevant and applicable state, federal and international data privacy standards, including, but not limited to, California Civil Code §§ 1798.80-1798.84, Florida Information Protection Act, SB 1524, the Massachusetts Office of Consumer Affairs and Business Regulation Standards for the Protection of Personal Information, 201 CMR 17.00, Canada's Personal Information Protection and Electronic Documents Act ("PIPEDA"), HIPAA and HITECH ("Data Privacy Standards"). Consultant represents and warrants that from the Effective Date of this Agreement and for so long as it maintains, acquires, discloses, uses, or has access to City PII thereafter, Consultant shall be in compliance with the Data Privacy Standards and that it shall notify the City in writing immediately if it is no longer in compliance with such Data Privacy Standards. For the avoidance of doubt, Consultant will not collect PHI or payment information under this Agreement. 3.7.6 RETURN OR DESTRUCTION OF CUSTOMER PII, or PHI. As applicable, if at any time during the term of this Agreement any part of City PII, or PHI, in any form, that Consultant obtains from the City ceases to be required by Consultant for the performance of its obligations under this Agreement, or upon termination of this Page 10 of 31 Agreement, whichever occurs first, Consultant shall, within forty -five (45) days, promptly notify the City and securely return such City PI to the City, or at the City's written request destroy, un -install and/or remove all copies of such City PI in Consultant's possession or control, or such part of the City's PII which relates to the part of the Agreement terminated, or the part no longer required, as appropriate, and certify to the City that the same has been completed. For the avoidance of doubt, Consultant will not collect PHI or payment information under this Agreement. 3.7.7 NOTICE OF SECURITY AND/OR PRIVACY INCIDENT. If Consultant, or its Subcontractor, suspect, discover or are notified of a data security incident or potential breach of security and/or privacy relating to City PII, Consultant shall immediately, but in no event later than forty-eight (48) hours from suspicion, discovery or notification of the incident or potential breach, notify the City of such incident or potential breach. Consultant shall, upon City's request, investigate such incident or potential breach, inform the City of the results of any such investigation, and assist the City in maintaining the confidentiality of such information. In addition to the foregoing, Consultant shall provide City with any assistance necessary to comply with any state and/or federal laws requiring the provision of notice of any privacy incident or security breach with respect to any City PII to the affected or impacted individuals and/or organizations, in addition to any notification to applicable state and federal agencies. Consultant agrees that it shall reimburse City for all expenses, costs, attorneys' fees, and resulting fines, penalties, and damages associated with such incident, breach, investigation and/or notification. 3.7.8 REMEDIES; DAMAGES; INDEMNIFICATION. Consultant shall bear all costs, losses and damages resulting from a breach of this Agreement, subject to the warranties in this Agreement. Consultant agrees to release, defend, indemnify, and hold harmless the City for any third -parry claims, losses, penalties and damages and reasonable attorneys' fees and costs arising out of Consultant's, or its Subcontractor's, sole negligence, unauthorized use, disclosure, access, or acquisition (whether on their own or through a third -parry) of City PII and/or Consultant's, or its Subcontractor's, material breach of its obligations under this Agreement. Consultant acknowledges and agrees that it will inform all of its principals, officers, employees, agents and Subcontractors assigned to perform services for the City under the Agreement of the obligations contained herein. To the extent necessary and/or required by law, Consultant will provide training to such employees, agents and Subcontractors to promote compliance with this Agreement. Consultant agrees to assume all liability for breach of this Agreement by any of its principals, officers, employees, agents and Subcontractors 3.7.9 Deletion of City Data. Unless otherwise requested pursuant to this Section, upon the termination of this Agreement, City Data shall be deleted pursuant to Consultant's standard data deletion and retention practices, which is to delete City Data 45 days after termination or expiration of the Agreement. Upon written request, City may request deletion of City Data prior to the date of termination of this Agreement. Such a request must be addressed to "OpenGov Vice President, Customer Success" at OpenGov's address for notice in Section 10.2. 3.7.10 Feedback. "Feedback" means suggestions, comments, improvements, ideas, or other feedback or materials regarding the Software Services Page 11 of 31 provided by City to Consultant, including feedback provided through online developer community forums. City grants Consultant a non-exclusive, royalty -free, irrevocable, perpetual, worldwide license to use and incorporate City's Feedback into the Software Services and Documentation. Consultant will exclusively own any improvements or modifications to the Software Services and Documentation based on or derived from any of City's Feedback including all Intellectual Property Rights in and to the improvements and modifications. 3.8 Warranties; Disclaimer 3.8.1 Professional Services Warranty. Consultant further represents and warrants that the Professional Services, if any, will be performed in a professional and workmanlike manner in accordance with the related SOW and generally prevailing industry standards. For any breach of the Professional Services warranty, Consultant will re -perform the applicable services. If Consultant is unable to re -perform such work as warranted, City will be entitled to recover all fees paid to Consultant for the deficient work. City must give written notice of any claim under this warranty to Consultant within 90 days of the completion of Professional Services pursuant to the applicable SOW to receive such warranty remedies. 3.8.2 Software Services Warranty. Consultant further represents and warrants that for the Term, the Software Services will perform in all material respects in accordance with the Documentation. The foregoing warranty does not apply to any Software Services that have been used in a manner other than as set forth in this Agreement. Consultant does not warrant that the Software Services will be uninterrupted or error -free. City must give written notice of any claim under this warranty to Consultant within 90 days of City discovering the defect. For any breach of the Software Services warranty, Consultant will repair or replace any nonconforming Software Services so that the affected portion of the Software Services operates as warranted. If Consultant is unable to do so, City may terminate the license for such Software Services and will be entitled to recover all fees paid to Consultant for the deficient Software Services. 3.8.3 City represents and warrants that (a) it has all right and authority necessary to enter into and perform this Agreement; and (b) Consultant's use of City Data pursuant to this Agreement will not infringe, violate or misappropriate the Intellectual Property Rights of any third party. 3.8.4 Disclaimer. CONSULTANT DOES NOT WARRANT THAT THE SOFTWARE SERVICES WILL BE UNINTERRUPTED OR ERROR FREE; NOR DOES IT MAKE ANY WARRANTY AS TO THE RESULTS THAT MAY BE OBTAINED FROM USE OF THE SOFTWARE SERVICES. EXCEPT AS SET FORTH IN THIS SECTION 8, THE SOFTWARE SERVICES ARE PROVIDED "AS IS" AND CONSULTANT DISCLAIMS ALL OTHER WARRANTIES, EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, TITLE, FITNESS FOR A PARTICULAR PURPOSE, AND NON -INFRINGEMENT. Page 12 of 31 3.9 Limitation of Liability 3.9.1 By Type. NEITHER PARTY, NOR ITS SUPPLIERS, OFFICERS, AFFILIATES, REPRESENTATIVES, CONTRACTORS OR EMPLOYEES, SHALL BE RESPONSIBLE OR LIABLE WITH RESPECT TO ANY SUBJECT MATTER OF THIS AGREEMENT UNDER ANY CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER THEORY: (A) FOR ERROR OR INTERRUPTION OF USE OR FOR LOSS OR INACCURACY OF DATA OR COST OF PROCUREMENT OF SUBSTITUTE GOODS OR SERVICES OR LOSS OF BUSINESS; (B) FOR ANY INDIRECT, EXEMPLARY, PUNITIVE, INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES; OR (C) FOR ANY MATTER BEYOND A PARTY'S REASONABLE CONTROL, EVEN IF SUCH PARTY HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH LOSS OR DAMAGE. 3.9.2 By Amount. IN NO EVENT SHALL EITHER PARTY'S AGGREGATE, CUMULATIVE LIABILITY FOR ANY CLAIMS ARISING OUT OF OR IN ANY WAY RELATED TO THIS AGREEMENT EXCEED TWO TIMES (2X) THE FEES PAID BY CUSTOMER TO OPENGOV FOR THE SOFTWARE SERVICES UNDER THIS AGREEMENT IN THE 12 MONTHS PRIOR TO THE ACT THAT GAVE RISE TO THE LIABILITY. 3.9.3 Limitation of Liability Exclusions. The limitations of liability set forth in the section above do not apply to, and each party accepts liability to the other for: (a) claims based on either party's intentional breach of its obligations set forth in this Agreement, (b) claims arising out of fraud or willful misconduct by either party and (c) either party's infringement of the other party's intellectual property rights as set forth in this Agreement. 3.9.4 No Limitation of Liability by Law. Because some jurisdictions do not allow liability or damages to be limited to the extent set forth above, some of the above limitations may not apply to City. [Signatures on next page] Page 13 of 31 CITY OF ROSEMEAD Ben Kim, City Manager Date Attest: Ericka Hernandez, City Clerk Approved as to Form: Rachel Richman City Attorney Date Date Page 14 of 31 CONSULTANT By: Name: Title: [If Corporation, TWO SIGNATURES, President OR Vice President AND Secretary, AND CORPORATE SEAL OF CONSULTANT REQUIRED] Name: Title: EXHIBIT A STATEMENT OF WORK �) OPENGOV Statement of Work City of Rosemead, CA Creation Date: 6/28/2024 Document Number: PS -05781 Version Number: 8 Created by: Dean Simpson 2023 Statement of Work v2.1 Table of Contents 1. Overview and Approach 3 1.1. Agreement 3 2. Statement of Work 3 2.1. Project Scope 3 2.2. Facilities and Hours of Coverage 4 2.3. Key Assumptions 4 2.4. Exclusions 5 2.5. OpenGov Responsibilities 5 2.5.1. Activity 1- Project Management 5 2.5.2. Activity 2 - Initialization 6 2.5.3. Activity 3 - OpenGov Use Cases 6 2.5.4. Activity 4 - Training 7 2.6. Your Responsibilities 7 2.6.1. Your Project Manager 7 2.7. Completion Criteria 6 2.8. Estimated Schedule 6 2.9. Illustrative Project Timelines 6 2.10. Charges 9 2.11. Offer Expiration Date 9 Appendix A: Engagement Charter 10 A-1: Communication and Escalation Procedure 10 A-2: Change Order Process 10 A-3: Deliverable Materials Acceptance Procedure 11 Appendix B: Deliverables 12 B-1: Data Deliverables 12 B-2: Record Type Deliverables 13 B-3: Training Deliverables 14 Appendix C: Technical Requirements 15 2023 Statement of Work v2.1 K 1. Overview and Approach 1.1. Agreement This Statement of Work ("SOW") identifies services that OpenGov, Inc. ("Open Gov" or "we") will perform for City of Rosemead, CA ("Customer" or"you") pursuant to that order for Professional Services entered into between OpenGov and the Customer ("Order Form")which references the Master Services Agreement or other applicable agreement entered into by the parties (the "Agreement'). • Customer acknowledges and agrees that this Statement of Work is subject to the confidentiality obligations set forth in the Agreement between OpenGov and Customer. • The Deliverables listed in Appendix B are the single source of the truth of the deliverables to be provided. • Customer's use of the Professional Services is governed by the Agreement and not this SOW. • Upon execution of the Order Form or other documentation referencing the SOW, this SOW shall be incorporated by reference into the Agreement. • In the event of any inconsistency or conflict between the terms and conditions of this SOW and the Agreement, the terms and conditions of this SOW shall govern with respect to the subject matter of this SOW only. Unless otherwise defined herein, capitalized terms used in this SOW shall have the meaning defined in the Agreement. • This SOW may not be modified or amended except in a written agreement signed by a duly authorized representative of each party. • OpenGov will be deployed as is, Customer has access to all functionality available in the current release. 2. Statement of Work This SOW is limited to the Implementation of the OpenGov Permitting & Licensing as defined in the OpenGov Responsibilities section of this document (Section 2.5). Any additional services or support will be considered out of scope. 2.1. Project Scope Under this project, OpenGov will deliver cloud based Permitting & Licensing solutions to help the Customer power a more effective and accountable government. OpenGov's estimated charges and schedule are based on performance of the activities listed in the "OpenGov Responsibilities" section below. Deviations that arise during the project will be managed through the procedure described in Appendix A-2: Change Order Process, and may result in adjustments to the Project Scope, Estimated Schedule, Charges and other terms. These adjustments may include charges on a time -and -materials or fixed -fee basis using OpenGov's standard rates in effect from time to time for any resulting additional work or waiting time. 2023 Statement of Work v2.1 2.2. Facilities and Hours of Coverage OpenGov will: A. Perform the work under this SOW remotely, except for any project -related activity which Open Gov determines would be best performed at your facility in order to complete its responsibilities under this SOW. B. Provide the Services under this SOW during normal business hours, 8:30am to 6:00pm local time, Monday through Friday, except holidays. C. Use personnel and resources located across the United States, and may also include OpenGov-trained staffing contractors to support the delivery of services. 2.3. Key Assumptions The SOW and OpenGov estimates are based on the following key assumptions. Deviations that arise during the proposed project will be managed through the Aooendix A-2: Change Order Process, and may result in adjustments to the Project Scope, Estimated Schedule, Charges, and other terms. General: A. Individual software modules are configured based on discussions between OpenGov and Customer. B. All training, working sessions, and configuration is completed remotely, unless otherwise specified in appendix C. Customer will gather and provide all applicable Prerequisite Data Checklist items priorto the first project working session being held. D. Customer's source data will be provided in accordance with Aooendix C: Technical Requirements. E. Customer will validate and sign off on each deliverable in Appendix B: Deliverables. F. Go Live date will be agreed and signed off between the Customer and OpenGov project manager during project planning. G. Customer will sign off on the Solution Acceptance prior to Go Live. H. The project plan assumes one Go -Live event and cutover unless otherwise specified in Appendix B: Deliverables. I. OpenGov best practice is to not exceed tested limits of the product. Data and Document Migrations: J. Migrations are completed using flat files provided and mapped by the Customer, unless otherwise specified in Appendix B: Deliverables. K. Customer configured Record Types are expected to comply with the Project Plan's Go Live and cutover to ensure the migration encompasses all records from the legacy system. L. Customer shall complete the OpenGov provided data templates with three (3) weeks of request. M. Customer shall validate data deliverables within three (3)weeks of request N. During implementation, OpenGov will provide up to two (2)format changes for each integration file, allowing for necessary edits to be made during the testing and validation process. 2023 Statement of Work v2.1 2.4. Exclusions A. Implementation of any custom modification or integration developed by OpenGov; your internal staff; or any third -party is not included in the scope of this project unless specifically listed in Appendix B. B. Any service items discussed during demonstrations; conference calls; or other events are not included in the scope of this project unless specifically listed in Appendix B. C. Historical data migration does not: i. Exceed 250,000 records unless otherwise specified in Appendix B: Deliverables. ii. Include database backup files unless otherwise specified in Appendix B: Deliverables). iii. Include cleansing of corrupt data, creation or linking of applicant accounts, integration of historical fees and payments into workflow or financial reports, logs of permit changes, migration of data into the workflow, permit attachments, import of contractor database, or hierarchical relationships between records. D. Document Migration does not exceed ITB unless otherwise specified in Appendix B: Deliverables. 2.5. OpenGov Responsibilities 2.5.1. Activity 1- Project Management OpenGov will provide project management for the OpenGov responsibilities in this SOW. The purpose of this activity is to provide direction to the OpenGov project personnel and to provide a framework for project planning, communications, reporting, procedural and contractual activity. This activity is composed of the following tasks: Planning OpenGov will: A. Review the SOW, contract and project plan with Customer's Project Manager and key stakeholders to ensure alignment and agreed upon timelines; B. Coordinate a go live planning and data workshop to plan data integrations and migrations; C. Maintain project communications through your Project Manager; D. Establish documentation and procedural standards for deliverable Materials; and E. Assist your Project Manager to prepare and maintain the project plan for the performance of this SOW which will include the activities, tasks, assignments, and project milestones. Project Tracking and Reporting OpenGov will: 2023 Statement of Work v2.1 A. Review project tasks, schedules, and resources and make changes or additions, as appropriate. Measure and evaluate progress against the project plan with your Project Manager; B. Work with your Project Manager to address and resolve deviations from the project plan; C. Conduct regularly scheduled project status meetings; and D. Administer the Appendix A-2: Change Order Process with your Project Manager. Completion Criteria: This is an on-going activity which will be considered complete at the end of the Services Deliverable Materials: • Planning and Data Workshop • Project Plan and Timeline • Weekly Status Reports • Go Live Checklist • Risk, Action, Issues and Decisions Register (RAID) • Project Charter 2.5.2. Activity 2 - Initialization OpenGov will provide the following: A. Customer Entity configuration B. System Administrators creation C. Solution Blueprint creation D. Data Validation strategy Completion Criteria: This activity will be considered complete when: • Customer Entity is created • System Administrators have access to Customer Entity • Solution Blueprint is presented to Customer Deliverable Materials: • Solution Blueprint • Sign -off of Initial Draft Solution Blueprint 2.5.3. Activity 3 - OpenGov Use Cases Use cases: OpenGov will provide the following: Community Development: Building Permits & Inspectional Services; Community Development: Planning and Zoning Approvals; Public Works: Right -of -Way Permits, Waste/Water Management, etc 2023 Statement of Work v2.1 Completion Criteria: This activity will be considered complete when: • Deliverables are configured/completed Deliverable Materials: • Formal sign off document 2.5.4. Activity 4 - Training Training will be provided in instructor -led virtual sessions unless otherwise specified in Appendix B. For any instructor -led virtual sessions, the class size is recommended to be 10, for class sizes larger than 10 it may be necessary to have more than one instructor. Completion Criteria: • Training is provided Deliverable Materials: • Formal sign off document 2.6. Your Responsibilities The completion of the proposed scope of work depends on the full commitment and participation of your management and personnel. The responsibilities listed in this section are in addition to those responsibilities specified in the Agreement and are to be provided at no charge to OpenGov. OpenGov's performance is predicated upon the following responsibilities being managed and fulfilled by you. Delays in performance of these responsibilities may result in delay of the completion of the project and will be handled in accordance with Appendix A-2: Change Order Process. 2.6.1. Your Project Manager Prior to the start of this project, you will designate a person called your Project Manager who will be the focal point for OpenGov communications relative to this project and will have the authority to act on behalf of you in all matters regarding this project. Your Project Manager's responsibilities include the following: A. Manage your personnel and responsibilities for this project (for example: ensure personnel complete any self -paced training sessions, configuration, validation or user acceptance testing); B. Serve as the interface between OpenGov and all your departments participating in the project; C. Administer the Appendix A-2: Change Order Process with the Project Manager; D. Participate in project status meetings; 2023 Statement of Work v2.1 E. Obtain and provide information, data, and decisions within five (5) business days of OpenGov's request unless you and OpenGov agree in writing to a different response time; F. Resolve deviations from the estimated schedule, which may be caused by you; G. Help resolve project issues and escalate issues within your organization, as necessary; and H. Create, with OpenGov's assistance, the project plan for the performance of this SOW which will include the activities, tasks, assignments, milestones, estimates, and duration. 2.7. Completion Criteria OpenGov will have fulfilled its obligations under this SOW when any of the following first occurs: A. OpenGov accomplishes the activities set forth in "OpenGov responsibilities" section and delivers the Materials listed, if any; or B. The End Date, as agreed upon between the Customer and OpenGov during project planning, is reached. 2.8. Estimated Schedule OpenGov will schedule resources for this project upon signature of the order form. Unless specifically noted, the OpenGov assigned project manager will work with Customer Project Manager to develop the project schedule for all requested deliverables under this SOW. OpenGov reserves the right to adjust the schedule based on the availability of OpenGov resources and/or Customer resources, and the timeliness of deliverables provided by the Customer. The Services are currently estimated to start within two (2)weeks but no later than four(4) weeks from signatures, unless otherwise agreed upon between the Customer and OpenGov, and have an estimated end date of nine (9) months after kick-off ("Estimated End Date"). The End Date will be agreed between Customer and OpenGov during project planning. 2.9. Illustrative Project Timelines The typical project timelines are for illustrative purposes only and may not reflect your use cases. 2023 Statement of Work v2.1 2.10. Charges The Services will be conducted on a Fixed Price basis. This fixed price is exclusive of any travel and living expenses and other reasonable expenses incurred in connection with the Services. All charges are exclusive of any applicable taxes. There is no travel expected in this project. Should travel be requested, Customer shall reimburse OpenGov for reasonable out-of-pocket expenses OpenGov incurs providing Professional Services. Reasonable expenses include, but are not limited to, travel, lodging, and meals. Expenses are billed based on actual costs incurred. 2.11. Offer Expiration Date This offer will expire on September 30, 2024 unless extended by OpenGov in writing. 2023 Statement of work v2.1 Appendix A: Engagement Charter A-1: Communication and Escalation Procedure Active engagement throughout the implementation process is the foundation of a successful deployment. To help assess progress, address questions, and minimize risk during the course of deployment both parties agree to the following: • Regular communication aligned to the agreed upon project plan and timing. o OpenGov expects our customers to raise questions or concerns as soon as they arise. OpenGov will do the same, in order to be able to address items when known. • Executive involvement o Executives may be called upon to clarify expectations and/or resolve confusion. o Executives may be needed to steer strategic items to maximize the value through the deployment. • Escalation Process: o OpenGov and Customer agree to raise concerns and follow the escalation process, resource responsibility, and documentation in the event an escalation is needed to support issues raised • Identification of an issue impeding deployment progress, outcome or capturing the value proposition, that is not acceptable. • Customer or OpenGov Project Manager summarizes the problem statement and impasse. • Customer and OpenGov Project Managersjointly will outline solution, acceptance or schedule Executive review. • Resolution will be documented and signed off following Executive review. Phase Sign -Off o OpenGov requests sign -offs at various stages during the implementation of the project. Once the Customer has signed -off, any additional changes requested by Customer on that stage will require a paid change order for additional hours for OpenGov to complete the requested changes. A-2: Change Order Process This SOW and related efforts are based on the information provided and gathered by OpenGov. Customers acknowledge that changes to the scope may require additional effort or time, resulting in additional cost. Any change to scope must be agreed to in writing or email, by both Customer and OpenGov, and documented as such via a: • Change Order- Work that is added to or deleted from the original scope of this SOW. Depending on the magnitude of the change, it may or may not alter the original contract amount or completion date and be paid for by Customer. Changes might include: o Timeline for completion o Sign off process o Cost of change and Invoice timing o Amending the SOW to correct an error. 2023 Statement of Work v2.1 ED: o Extension of work as the complexity identified exceeds what was expected by Customer or OpenGov. o Change in type of OpenGov resources to support the SOW. A-3: Deliverable Materials Acceptance Procedure Deliverable Materials as defined herein will be reviewed and accepted in accordance with the following procedure: • The deliverable material will be submitted to your Project Manager. • Your Project Manager will have decision authority to approve/reject all project Criteria, Phase Acceptance and Engagement Acceptance. • Within five (5) business days of receipt, your Project Manager will either accept the deliverable Material or provide OpenGov's Project Manager a written list of requested revisions. If OpenGov receives no response from your Project Manager within five (5) business days, then the deliverable Material will be deemed accepted. The process will repeat for the requested revisions until acceptance. • All acceptance milestones and associated review periods will be tracked on the project plan. • Both OpenGov and Customer recognize that failure to complete tasks and respond to open issues may have a negative impact on the project. • For any tasks not yet complete, OpenGov and/or Customer will provide sufficient resources to expedite completion of tasks to prevent negatively impacting the project. • Any conflict arising from the deliverable Materials Acceptance Procedure will be addressed as specified in the Escalation Procedure set forth in Appendix A-1: Communication and Escalation Procedure . As set forth in the "Customer Delays" provision of the Agreement, if there are extended delays (greater than 10 business days) in Customer's response for requested information or deliverable; OpenGov may opt to put the project on an "On Hold" status. After the Customer has fulfilled its obligations, Professional Services can be resumed and the project will be taken off the "On -Hold" status. • Putting a project "on Hold" may have several ramifications including, but not restricted, to the following: o Professional Services to the customer could be stopped; o Delay to any agreed timelines; or o Not having the same Professional Services team assigned. 2023 Statement of Work v2.1 11 Appendix B: Deliverables B-1: Data Deliverables Master Address Table (MAT) Integration • OpenGovwill: o Provide a template file to be utilized by the Customer to populate MAT information. o Import the completed template file and validate against the completed template file. • Customerwill: o Populate and validate the MAT template. ESRI ArcGIS Server Integration • OpenGovwill: o Integrate with the Customer's ArcGIS public API endpoint. GIS Flag Integration • OpenGovwill: o Provide a template file to be utilized by the Customer to populate GIS Flag information. o Import the populated template file after acceptance. o Enable the GIS Flag Integration. • Customerwill: o Populate and validate the flag template file. Accounting and Finance Export • OpenGovwill: o Provide an export of financial data, based on the Customer's provided format, to the Customer's UPS as often as nightly. • Customerwill: o Agree upon specifications prior to export. Autofill Integration • OpenGovwill: o Provide up to three (3) Autofills, using source data from OpenGov or provided by the Customer. • Customerwill: o Provide the source data, if applicable. o Agree upon specifications prior to upload. State Contractor Integration • OpenGovwill: o Integrate with the California licensed professional dataset for use within OpenGov. Bluebeam Studio Prime Integration • OpenGov will: o Enable Bluebeam Studio Prime integration o Provide instructions on how to connect Bluebeam Studio Prime. • Customerwill: o Provide Bluebeam Studio prime license(s). o Handle licensing and training with Bluebeam directly. Single Sign On (SSO) Integration 2023 Statement of Work v2.1 12 • OpenGovwill: o Provide the SSO enablement form. o Implement identity provider initiated SSO • Customerwill: o Complete the SSO enablement form. o Provide the information from the identity provided required to establish SAML or HTTPS certification and add OpenGov as a new application in the identity provider. Data Migration OpenGov will: • Perform historic data migration from HDL using flat files provided by and mapped by the customer. • Set up historical record types, historical data will be migrated prior to the initial data load. • Provide a report of unmatched locations • Provide instructions for customer validation of data migration. Customer will: • Sign off on data load. Document Migration 0penGov will: • Migrate documents attached to either migrated permits or locations provided through a Master Address Table (MAT) integration B-2: Record Type Deliverables OpenGov will configure the following standard record type drafts of Customer's record types in the Permitting & Licensing system including Form, Workflow, Output Document and Fees: Building and Inspectional Services Service Area Four (4) record types from the following list: • Residential Building Permit • Commercial Building Permit • Mechanical Permit • Electrical Permit • Plumbing Permit • Contractor Registration Planning and Zoning Service Area Three (3) record types from the following list: • Conditional Use Permit • Major Subdivision Permit • Minor Subdivision Permit • Variance Permit • Special Use Permit • Temporary Use Permit Public Works Service Area Three (3) record types from the following list: 2023 Statement of Work v2.1 13 • Driveway Permit • Right -of -Way Permit • Excavation Permit • Water Connection Customer will: • Attend working sessions to validate, review, and iterate upon draft records. • Test all configured record types B-3: Training Deliverables OpenGov will: Administrator Training • Provide up to eighteen (18) hours of Permitting & Licensing system administrator training to enable system administrators on the following topics: o Setting up the public portal o Employee app settings o Creating and editing record types o Managing Forms o Editing Documents o Creating Workflows o Setting up Inspections o Mobile app End User Training • Provide up to eighteen (18) hours of end-user trainings designed for Plan Review, Inspectors, Finance Staff, etc. to cover the following topics: o Navigation of the system o Manage inbox and tasks o Take payments o Conduct inspections o Create records o Mobileapp Customer will: • Identify the relevant participants to attend each training session. 2023 Statement of Work v2.1 14 Appendix C: Technical Requirements Master Address Table • All addresses must have a unique ID • Flat file, .csv, .xls, .xlsx, .txt with headers • Parcels and address points recommended • Recommended source data: Esri GIS, Alternative source options include: Assessor's database, E911 ESRI ArcGIS • Publicly -accessible secure ESRI REST API URL ArcGIS Flags • Polygon Layer(s)via ESRI REST API URL, Polylines and points are not supported Financial and Record Exports • Required format(columns)and sample document Autofilis using Customer source data • Flat file, .csv, .xls, .xlsx, .txt with headers Bluebeam Studio Prime • Bluebeam Studio Prime license(s) Current application forms, workflows, fee structures, and output documents • PDF, Word, .csv, .xls, .xlsx with headers Historical Data • Flat file, .csv, .xlsx with headers • Record type and status mapping using OpenGov template Historical Documents • Flat file,.csv,.xlsx with headers • One row per document. All rows must be tied back to the MAT's unique ID field and have a file path or publicly accessible URL. SSO • SAML or HTTPS certificate, Whitelist OpenGov in your VPN or firewall 2023 Statement of Work v2.1 15 EXHIBIT B ORDER FORM Q OPENGOV OpenGov Inc. 660 3rd Stre s, Some 100 San Francisco, CA 94107 United Statim Order Form Number: Q017106 Amount: Ocmber 1, 20U $125.73469 (Amteal Sofmme Fee + Pss eiiasiosml Services) October 1, 2025 849,28142 Created On: 9/132024 $51,745.50 Prepared By: Kelly Ammo. Order Form Expiration: 950/207A Email: salesops®opengov.mm Subraiption Start Date: 10/112024 Conrad Term: 36 Months Subscription End Date: 9p0 27 Customs: City ofRaemmd. CA Contact Name: Annie taro BBI TuShip To: 8838 E. Vallry, Blvd. Email: slaoQtityofraemead mS Raemesd CA Phone: (626) 569-2144 United States Billing Frox,moi Amlall, in Advance Description: Armally in Advance Payment Terms: Net Thitty(30) Dees SOFTWARE SERVICES: Pradm/Swim Start Dab Fad Dade Amual Fa Permitting & Licensing: Add -On Boodle Bluebeaso/nmgmdoa A.Ifill Wrsface(3). Adobdomil&Mce Area: Planing 10/12024 9/30/2025 546,934.69 &Zoning, Conmcsor Gce.ing, Additional Serious, Area: Pi, Works Pemriar. Addinteral Service Area: Building Permits md/n acnosml Services Permitting & Limmm,. Add -On Boodle Blueb. Imegmdon, Aumfrll limifau(3). Addasomal Service Asea: Planning 10/12025 9/30/2026 U9,281.42 & Zoning, Cwsranor Licencing, Addidoml Service Area: PnAfm Worb Pa.,., Addilional ServireArin Building Pnsoi.alMlnspecsiosml&rvice. Perissim, & Licensing: Add -On Bo all. Blue6eam inregranon Am hll lnserfam(3). Additional Service Area: Planning 10112026 9/3N2027 $51,745.50 & Zoning. Cons mono, Ln emnig, AddMowl &rvice Area: Public Wonky Perms.. Addieiossal Service Area: Building Persons and lnsPemioml &rvice Annual Subscriptions Total: See Service Turns PROFESSIONAL SERVICES: Product/ Service Desaiption Open Deployment—Oa Time F«(Prepaid Hours) ProdumcordSgu.tioasero, todtrairung dmcribedintheamched SOW Professional Services Total: 878.800.00 Snub Tbma Svoi,a Data: Amount: Ocmber 1, 20U $125.73469 (Amteal Sofmme Fee + Pss eiiasiosml Services) October 1, 2025 849,28142 October 1, 2026 $51,745.50 This Order Form incorporates the OpaGov Professional Sere. Agreement ('PSA') I nween the parishes end attached here The "Agreement' between OpenGov and Me entity idenoted above t"C.tomes") consists of the Order Form, PSA, and if Professional Services are pmchon d. the Statement of Work. Unless wherwise spe ffied above, fees for the Software Services and Profeaslorul Services dull be the and payable, in advance, 30 days from receipt of the invoice. By signing this Agreement, Catamer acknowledge Out it has reviewed, and Unions to be legally bound by the Agrmmmt Each pan, i acceptance of sows Agreement is wnditional upon she other& acceptance of she Agreement to she ead.ion ofall other urn.. Cay of Raemnd, CA Signawe'. Title: Oposi lac. Sig. use: EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance: Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO "insured contract" language will not be accepted. Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 combined single limit per accident. If CONSULTANT owns no vehicles, this requirement may be satisfied by a non -owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Workers Compensation on a state -approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,000,000 per accident or disease. Consultant shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, and employees. Excess or Umbrella Liability Insurance may be used to meet limit requirements. Consultant shall obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury, and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer's liability. Professional Liability or Technology Errors and Omissions Liability Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy retroactive date shall be on or before the effective date of this agreement. Page 15 of 31 Requirements not limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. Insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California and with an A.M. Bests rating of A- or better and a minimum financial size Vll. General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third -party general liability coverage required herein to include as additional insureds City, its officials, employees, and agents, using standard ISO endorsement No. CG 2010 or similar equivalent. Consultant also agrees to require all contractors and subcontractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Contractor's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, with the exception of Technology Errors and Omissions Liability, and to require all contractors and subcontractors to do likewise. 3. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 4. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor. 5. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 6. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. 7. Consultant agrees to oblige its insurance agent or broker and insurers to provide the Agency with a thirty (30) day notice of cancellation (except for nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each required coverage. If any of the Consultant's insurers are unwilling to provide such notice, then Consultant Page 16 of 31 shall have the responsibility of notifying the Agency immediately in the event of Consultant's failure to renew any of the required insurance coverages, or insurer's cancellation or non -renewal. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City. 9. Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. 10. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 11. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. 12. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. 13. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within thirty days of the expiration of the coverages. 14. The provisions of any workers' compensation or similar act will not limit the obligations of Consultant under this agreement. 15. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive. 16. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. Page 17 of 31 17. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 18. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 19. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. Page 18 of 31