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MUNICIPAL SOFTWARE CORPORATION - 2001-12-16
Law,;"ITY OF HUNTINGTON BEACH 2000 MAIN STREET OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK CALIFORNIA 92648 LETTER OF r1 RA °` SNU I'i A: CAE ITEM APPROVED BYTHE HE CITY C01 N C II I REDEVELOPMENT AGENCY OF THE CITY OF HIJ�I1 October 5, ' 005 1?� LUyncipal Software Corp, 4464 Mark -ham St.,Sulte 1101 Victoria, Canada BC'V8Z78 Attention: Robert E. Kennett Department: President Regarding: Amendment to Municipal Software Agreement for a time extension of one. (I) year See Attached Action agenda Rena E4 Date of Approval I0/3105 Enclosed For Your Records Is An Executed Copy Of'Fhe Above Referenced Agenda Itern, I f.tlyyin City Clerk Attachments: Action Agenda lea£*e m Agreement M Bonds 0 insurance [1 RCA Deed � � Other- €Z Cramer t3Ed:z & slfery 4 i�tmcnf RCA Agreement frssufancc oflx�T btc,ndoza Risk f�a er➢i ... ----- -.--- ................... ---- ____--- -- t nr L9eal---et�E fiC:,� A' reement lm'UrmBce Odler 1 Z� e i�c at3rtEit E «R `A A reemenf .......lwurance -Other ---- --- --- s i fle�ar9sEaerFt. C 1€treemem ansuAanie Other �. ---- (T elepBdone: 314-636xaa227) Counci Agency Fleeting Held. - I Deferred/Continued to; � �.-... Approved U Conditionally Approved U Denied C yy�plerlfs Ig Council Fleeting [date. 10/3/200DepartmenWD Number: CITY OF HUNTINGTONBEACH REQUEST FOR CITY COUNCIL ACTION BD2005-4 SUBMITTED TO- HONORABLE MAYOR ITY,CO .N II.. MEMBERS SUB ITT �aI ET GRAFT=aCl 1_ �a PREPARED Y. ROSE GRANMER, DIRECTOR OF BUILDING & SAFET)A SUBJECT- AMENDMENT TO MUNICIPAL SOFTWARE AGREEMENT &R* TIME EXTENSION Statement of Issue, Funding Source, Recommended Action, Alternative Action((), Analyses, Environmental Status, AtWhment(7 Statement of Issue: The existing agreement between the City of Huntington Beach and Municipal Software Corporation Is set to expire on February 2, 2006, A one-year extension to the Agreement Is recommended. Fundina Source: Not applicable Recommended Action, Motion to. 1. 'Approve Amendment No. I of the Municipal Software Corporation agreement. 2. "Authorize the Mayor and City Glory to execute the amendment for the professional services contract." REQUEST FOR .,ACTION MEETING DATE: 1013/2005 DEPARTMENT ID NBE r 20 5 Alternative Actionf-1, °The City Council may make the following alternative motion(s): 1. „Do not approve the agreement and direct staff accordingly." P'roiect ackareund: A professional service agreement was established on December 17, 2001 for the software design and implementation of a City -Wide Permit System. Municipal Software was chosen due to the product being the best on the market and competitive price. When this contract we originally agreed to, staff anticipated that two years would provide sufficient time to complete the project. Shortly into the design of Phase 1, which originally consisted of Business Licensing and Code Enforcement, staff incorporated Phase 2 and Phase 3, which consisted of Building Permits, Plan Checks, Inspection, IVR, Planning, Zoning, and Entitlements, into a much larger Phase 1. This increased scope of Phase 1, along with testing of a more complex system at one time was delayed due to City staffing changes and time constraints due to outside issues. On March 14, 2005, phase 1 went live and staff continues to test for installation of the IVR (Interactive Voice Recognition) System, along with minor functionality fixes and reports. The existing agreement between the City of Huntington Beach and Municipal Software Corporation is set to expire on February 2, 2006. However, an additional extension is needed to finish original Phase 4, which includes Public Works and Fire Department functions, as follows: Public Works [department: Project Tracking, Grading Permits, Harbor Permits, Overload Permits, Subdivision Permits, and Inspections for the above permit type. FireDepartment: Fire alarm Permits, Sprinkler System Permits, Certificate of Occupancy, Hazardous Materials Permits, Oil Well Permits, and Inspections for the above permit type, Funding. There is no request at this time for additional funds to complete this project. Attachment Us : 1. Amendment No. "I to Agreement Between the City of Huntington Beach and Municipal Software Corporation G:kBuilding Adrnini€ CNs & Contra i2005\BD2 05-4 - Amend Municipal Software Contract.doc 9=12005 11.21 . ATTACHMENT #1 AMENDMENT NO. l TO AGREEMENT BETWEEN THE CITY Y OF 1- UNTING FON BEACH AND MUNICIPAL SOFTWARE COItPOR2- TION FOR SOFTWARE DESIGN & IMPLEMENTATION SERVICES THIS AMENDMENT is made and entered into by and between the CITY OF IIU TING'I ON BEACH, a California municipal corporation, hereinafter referred to as "City", and MUNICIPAL SOFTWARE CORPORAT'ION., a British Columbia corporation authorized to conduct business in the State of California, hereinafter referred to as " Consultant." WHEREAS, City and Consultant are parties to that certain agree ent, dated February 2, 2004, entitled "Professional Sen ices Contract Between the City of-Juntington Beach and "Professional Service: Contract Between the City of Huntington Beach and Municipal Software Corporation for Software Design & Implementation Services" which a&Teement shall hereinafter be referred to as the "Original Agreement," and City and Consultant wish to amend the Original Agreement to extend the Term, NOW, THEREFORE, it is agreed by City and Consultant as follows: EXTENSION OF TERM The Tern of the Original Agreement is hereby extended for an additional period up to and inch iding February 2, 2007. 2. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original, Agreement shall remain in full force and effect. 05agree/aMend gntmi software IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers on 0e--,1DB -,q - ------ - -- MUNICIPAL SOFTWARE COO-PORATION, aBritish Columbia corperation ----------- - - ------------ Print nufte ITS: (circie-, one) cimim 'ice President Er, AND CITY OF HtTNTTNG'I'(-)N BEACH, municipal corporation of fl-te State of California llr:'41 .............. ------------ APPRC)VED AS TO FORM: -------------- ------------------ . ..... V ITS, A ......... 0eyti INITIA'-FED AND APPROVED- R-EVIEWEID.NND APPROVED: ----------- City AdAiinfstrator ............. -- ----------------------- Director of Building & Safety 05agree/amend murii software PRICA ROUTING SHEET RCA ATTACH ` Ordinance (w/exhib€ts & legislative draft if applicable) Attached Not appllcable Resolution (w/exhibits & legislative draft if applicable) Attached _ _... Not Applicable Tract Map, !vocation Map and/or other Exhibits Attached Not LkIlcabie 171 Contract/Agreement (w/exhibits if applicable)Not Attache€! Applicable El s d full Lv the City Attome Subleases, Third Party Agreements, etc. Attached Not Applicable 1 p rovgd as to form yit me Certificates of Insurance (Approved by the City Attome N t chedot Applicable , Fiscal Impact Stat r ent Unbud et4 over ,000 N,ot Ap tiplicable , Bond If applicable) Attached Not Applicable Staff Report Ifapplicable) Attached licabie Commission, Board or Committee Report (if applicable) Attached Findings/Conditions for Approval and/or Denial Attached CITE OF . _U T N TON BEACH Inter Office Communicatioll �a Building and Safety Department TO. City Clerk's Office � FROM. Beverly Braden, I�micipal Administrative Analyst. DATE- May 19,2004 SUBJECT. Municipal Software — Cityview Permits Software Escrow Agreement The attached original letter fzoni ;loves, Emery, 1-largreaves, Swan is to �lecument the receipt o1' softwarc code for € ur Permit Systern, pursuant to the contract entered into bet�voen Municipal Software and the City of Hwitington Beath, mid should be retained with said contract. A copy of this letter will remain in nay pr ject file as we] 1. l b: b Cc: Ross Cranmer, lhrector 4 f Building & Safety, JONES EMER17 IRRGREAVESSWAN BARRISTERS, SOLICITORS, NOTAPUES PUBLIC, TRADEMARK AGFINS GE.ORGE I;. PEEN -S, Q.C_ MICHAEL J. PARGREAVES*4 MMANCE D. SWAN' PETER VAARTI OU" ANTHONY R. BORZOMTM," PATRECIK C. TREE; Ak ,`x'* PHILIP J: FENNER' JOHN S, WALDT* JEVNIFER CCr 13HIF NIMLYNE GUELLET ASSOCT.ATF COUNSEL: E.H. ,QL iN EMERY, Q.C. OU Ftt_.E: 01-0787 April 29, 2004 TO. Beneficiary Under Municipal Soffivare Corporation n Escrow Agreement dated June 4, ` 001 Tear Sir or Madam: Re: Municipal Software Corporation City View Software - Version 8.1.984 Escrow Agreement dated June 4, 2001 SUYFE. 1212,1175 13t?ll€ LAS STREET VICTORIA, BRI ISH C€bLUMBIrA CFNADA VSW 2E1 PHONE: (250) .382 72222 FMK: (250) 382-5436 E-MAIL: plrelawny@jonesemery,com. We are escrow w agents for the CityView So 1ware source code escrow under the above -noted Escrow We have been notified. by Municipal 5ovare Corporation that your organization is a beneficiary tinder the Escrow Agreement. 'lease be advised that € n January 26, 2004 we received a CD with accompanying certificate firorn Municipal Software Corporation n confirming that the CD contained updated source code for C'ityView, Version 8.3.894 which we hold in accordance with the terins of the Escrow Agreement. We are providing you with this notice as required pursuant to paragraph 3 of the. Escrow Agreement. Yours tnily, ... e: Municipal Software Corporation T Attention: Sue Leuchter Denotes Um CoTuratioo Menter ofthe British COiSimbia McJiator RostRT .i(>Ciety 161996 B8 CITY OF HUNTINGTONBEACH011 MEETING DATE, February 2, 2004 DEPARTMENT ID NUMBER- BCC 200 w1 w ------ _ Council/Agency Fleeting Held Deferred/Continued to: z r r Approved U Conditionally Approved -0 Denied �' .aCity rri Sonatur � n«. Council fleeting Gate: February 2, 2004 Department Number. W 2qD44 CITY OF HUNTINGTON BEACH REQUEST FOR ACTION SUBMITTED TO. HONORABLE MAYOR AND CITY COUNCIL SUBMITTED BY. RAY SILVER, CITY ��I�t�;�dl � �� � � :r � 6� PREPARED BY. ROSS CRANME . BUILDING & SAFETY I IRE TOR-- „) SUBJECT: APPROVE PROFESSIONAL SERVICES CONTRACT WITH MUNICIPAL SOFTWARE FOR THE CITY-WIDE PERMIT SYSTEM Statement of Issue, Funding Source, Recommended Action, Arternatave Action(s), Analysis„ Environmental States, Attachment(s) Statement of Issuer Transmitted for your consideration is a request to enter into a Professional Services Contract, in the amount of $120,000, with Municipal Software Corporation for the completion of Phase 1, plus Phases 2, 3, and 4 of the City -Wide Permit System. Funding Source. Existing appropriation of $120,000 in the approved Capital Project Fund budget for Professional Services (account number J01 001.69365). Recommended Action. Motion to; i . "Adopt Findings for a Sole Source Contract and Approve and authorize the Mayor and City Clerk to execute the Professional Services Contract with Municipal Software Corporation in the amount of $120,000, for the completion of Phase 1, plus Phases 2, 3; and 4 of the City Wide Permit System." 2. authorize the Director of Building & Safety to expend $120,000 for Professional Services to complete Phase 1, plus Phases 2, 3„ and 4 of the City Wide Permit System." 'l GABuilding AdrniMRCA'&2004\BD 2004-1 LOT BEQUEST FOR ACTION MEETING DATE: February 2, 2004 DEPARTMENT ID NUMBER: BD 2004-1 Alternative Action (�-le The City Council may make the following alternative motion(s). "Deny the Professional Services Contract between the City and Municipal Software Corporation," 2. "Continue the item and direct staff' accordingly." A, PROJECT BACKGROt. ND - A professional service agreement was established on December 17, 2001 for the software design and implementation of a City -Wide permit system. Municipal Software was chosen due to the product being the best on the market and competitively priced. When this contract was originally agreed to, staff anticipated that two years would provide sufficient time to complete the project. Testing of the system has been delayed due to City staffing changes and time constraints due to outside issues. With all of our attention directed to the implementation of the project, we overlooked the fact that the on Imo€ nil contract had expired. The purpose of this RCA is to approve a new contract to allow the vendor time to finish the project and additional funds to support the expanded training and additional forms and reports. The $120,000 is within the original budget for the overall permit project. The project is in testing for Phase I, which is scheduled for implementation in February. The majority of the basic design work is in Phase 1, thus the other Phases will be implemented more rapidly. B. SCOPE OF WORK: Municipal Software Corporation will complete Phase 1 Testing (implementation) Phase 2 (Public Works and Fire Permits), Phase 3 (GIS), and Phase 4 (Internet) as identified in the attached Exhibit A (Scope of Work), C. CONSULTANT SELECTION PROCESS, The City distributed a Request for Proposal to three (3) qualified firms in 2001, for the software design and implementation of a City -Wide Permit System. The three firms included: Municipal Software Corporation Accela, Inc. January 21, 2004 10:28 Ark 0 0 REQUEST FOR ACTION MEETING DATE: February 2, 2004 0 Tidemark Solutions (now Accala) DEPARTMENT lid NUMBER- BIG 004-1 Municipal Software Corporation was selected based on flexibility, ease of use and the lowest bid for the system. D. FINDING FOR SOLE SOURCE: Pursuant to Section 33.03.060 (b) there are extraordinary circumstances to eliminate the RFQ requirement and complete the software design and implementation with Municipal Software. The consultant has almost completed phase I of the contract dated December 17, 2001. A new consultant would result in significant cost Increases; therefore sole sourcing is justified. E. STAFF RECOMMENDATION: Staff recommends the City Council approve the contract with Municipal Software Corporation, in the amount of $120,000.00, and authorize the Mayor and City Cleric to execute the documents, Environmental Status. Not Applicable AttachmentU. I Contract with Municipal Software Corporation Approved Waiver for Insurance Deductible 3 Insurance Certificates 4 Purchasing Certificate w Municipal Software Proposal dated April 23, 2001 RCA Author: Cramer t ABuilding Admin\RCA'S`2004\BD 2004-1 .[SOT 112012004 1:31 PM OFFICE OF THE CITY CLERK COME BROCKWAY CITY CLERK � .. L' ) "mot _i a_ c - x " ram_- t �.'�"rENTION- `' -- A AJ 42, 7 , .w w �.- r t �' r e �3I ".. ,.._ See Attached Action Agenda Item E10 Date of Approval OL-)�M Enclosed For Your Records Iss An Executed Copy Of The above Referenced Agenda Item. G&MOU o Comfie Brockway City Clerk Attachments: Action Agenda Page � r gree�ent � ends Insurance RCA Deed Other CC- RCA ?Z:ei£i ai2'S2`"'faEsbA``FE'G3' RCA Nwn,e RCA Agwm x t i st;3 c ee Either Dep=nent RCA i3the:2 g1#g€14w�a �eei€�f�sa� rter.�ic�c (Telephone, 71227) ATTACHMENT 1 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY O 1-II_)N'I'INGTON BEACH AND MUNICIPAL SOFTWARE CORPORATION FOR SOFTWYVRE DESIGN I MPL.IHMENI I ATOIN SERVICES -14 THIS AGREEMENT ("Agreement") is made and entered into this _ day of 2d , by and between the City sf Ilaantinton leach, a municipal € orporation of the State of California, :hereinafter referred to as "CITY, and MUNICIPAL SOFTWARE. CORPORATION, a British Columbia corporation, authorized to conduct business in the State of California, hereinafter referred to as ""C ON-SI?I;-l'ANT." WHEREAS, CIT. Y desires to engage the services of a consultant to design and implement City View software, and Pursuant to documentation on file in the office of the City Clerk-, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with, and CONI SULTNT'I' has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows. I, SCOPE -OF SERNI ICES, CON-SI-'L17ANT shall provide all services as described in Exhibit "°A,g" which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Ian Carmichael who shall represent it and be its sole contact and agent in all consultations with CITY during the performanceof this Agreement. 04agreelmuBj solt,'l/14,'04 1. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT' in the performance of this Agreement. 3, TERM; TIME CAP PERFORMANC F' Time is of the essence of this Agreement. The services of CONSULTANT NT are to commence as soon as practicable after the execution of this Agreement by CITY (the "Con-uriencement Date"). This Agreement shall expire on Pebmary 2, 21106, wiless sooner terminated. as provided herein. All tasks specified in Exhibit "A" shall be completed 110 later than February 2, 2006 from the CommencementDate of this Agreement. These times may be extendedwith the written permission of CITY. The time for performance of the tasks identified in Exhibit "A" are generally tobe shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. 4. COMPENSATION In. consideration of the, performance of the services described herein, CITY agrees to pay CCJN;It1L'I'ANT on a time and materials basis at the rates specified in. Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed One Hundred. Twenty Thousand Dollars ($120,000.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "All or changes in the scope of services described in exhibit "A," CONSULTANT will undertake such work- only alter receiving written authorizati€ n fr€ m CITY. Additional 04afgee.;3nuni sofE.%I/74/E?4 �.. compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD -OF -PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF pI_,.�NS ESTIMATES 1 ES AND �3`I'HE DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, gaps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall ttzn these -materials over to CITY capon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it secs fit. 8. HOLD HARMLESS C0'.NTSt IA.'AN'l' hereby agrees to protect, defend, indemnify and hold haranless CI'TY, its officers, elected or appointed officials, employees, agents and. volunteers from and against any and all claims, damages, losses, expenses, judgaraents, demands and defense costs (including, without limitation, costs and &es of litigation of every nature or liability of any kind or nature) arising out of or in connection with Cf_INSUL.T NT s (or CONSULTAIIT°s subcontractors, if away) negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSL3IA'AN T, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULT ANT will conduct all defense at its sole cost -and expense and CITY shall approve selection of CONSIw LTANT°s counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation capon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY . -INSURANCE SURANCE CONSULTANT TENT shall obtain and famish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANI T's professional liability in an amount not less than One Million Dollars ($1,000,000. 0) per occurrence and in the aggregate. The above - mentioned insurance shall not contain a self -insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. A claims -made policy shall be acceptable if the policy farther provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). E. CONSULTANT T shall notify CITY of circumstances or incidents that might give rise to future claims. CONSUi;TANT wall make every effort to maintain similar insurance daring the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising, from work performed in connection with this Agreement. 04agrue/muni sofUll14/04 4 10. CERTIFICATE OF INS [JRANC 1H Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subjject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall. A. provide the name and policy number of each carrier and policy; E. shall state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, tern (10) days' prior written notice in the event of cancellation for nonpayment of CONSULTANT shall maintains the foregoing insurance coverage in force until the work- under this Agreement is fully completed and accepted by CITY. The requirement for carryirng the f€sregoirng insurance coverage shall not derogate f-om CONSULT NTIT's defense, hold harmless and indemnification obligations as set f€?rth in this Agreement. CITY or its representative shall at all times have the right to demand the original, or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinab€ ve required. 11. INDEPENDENT CONTRACTOR t_ ONSLJLT,A, TT is, mid shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an empl€nyce of CITY. CONSULTANT shall secure at its oA�n cost and expense, and be responsible for any and 04agreelmui33 s oia%1/14/04 Z' all payment of all taxes, social security, state disability insurance compensation, onemploynaent compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. 'I'E.RWNATICyN OF AGREEMENT All work- required hereunder sell be performed in a good and workmanlike manner. CITY may terminate t:ONSlJl_:'I'ANT`s services hereunder at any time with or without cause, and whether or not the PROJECTis fully complete. Any termination of this Agreement by g=',_ITY shall be made in �NTiting, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and. unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CO SULT INT. 13. ASSIGNMENTI' r"-? ND Dl-ILlj;t_ ATION This Agreement is a personal service contract and the N ork hereunder shall not be assigned, delegated or subcontracted by, CONSULTA1NlT to any other person or entity withoaat the prior express wvritten consent of CITY. It an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in See tions 9 and 10 hereinabove. 14. COI'YIDlGI-I'7'SIPAT .[,' TS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. Cl ag3c c't tort/ s�� '�fI4;i}� 6 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant ant to this Aj cement. No officer € r employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the Calffornia Government C'od'e. 16. NOTICES Any notices, certificates, or other coma-unications hereunder shall be given either by personal delivery to C"ONSULTANT's agent (as designated in Section I hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage: prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other commimicati€ ns will he sent by; notifying the other party via personal delivery, a reputable overnight carrier or U" S, certified mail -return receipt requested - TO CITY: City of Huntington Beach ATT"M loss €garner 2000 Main Street Huntington Beach., CA 92648 17. C'CyI SENT TO CONSIJLTANT: Robert E. Bennett, President Municipal Software Corporation 4464 Markham Street, Suite 1101 Victoria, BC V8Z 7X8, Canada When C;ITY's consent/approval is required under this Agreement,, its consent/approval for one transaction, or evert shall not be deemed to be a consent/approval to any subsequent occurrence of the sane or any other transaction or event. 04ageeeimuni sof'J/14/04 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19SECTION HEADINGS The titles, captions, section, paragraph and subsject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the: parties or affect the constriction or interpretation of any provision of this Agreement. X INTERPRETATION OF TI-II� The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this agreement. No covenant or provision shall be deemed dependent upon w)y other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to in the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the cone ission of any act Contrary to law, and wherever there; is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the Iatter shall prevail, and the provision of this Agreement 04agree/er uni sift/1%14;04 Is which is hereby affected shall be cuitailed and limited only to the extent necessary to bring it within the requirements of the law. 21. I UTPL,ICAT:E ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which se executed shall, irrespective of the date, of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION TION CONSULTANI T shall be responsible for full compliance Nvith the immigration and naturalization laws of the United States and shall, in particular, comply ,AYith the; provisions of the United &ates Code regarding employment verification. 21 LEGAL SERVICES SUBCONTRACTING INN PROHIBITED CONSULTANT ANT and CITE' agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach 0y Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. TTO EY'S FEES In the event suit is brought by either party to construe,, inteq?ret and/or enforce the terms andlor provisions of this Agreement or to secure the performance hereof, 04agree/mni soft1ii14104 9 each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney°s fees frorn the non -prevailing party. 25. SURVIVAL 'Germs and conditions of this Agreement, -which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California.. 27, l N'1IIZEITY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prig to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party"s behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting; the subject matter of this Agreement, and supercede all prior understandings and agreements whether oral or in writing between the patties respecting the subject matter hereof. Nagret/rr uni sofa,%11114104 I () IN WITNESS WHEREOF, the parties hereto have cased this Agreement to be executed by acid through their authorized offices the day, month and year first above written. MUNICIPAL SOFTWARE CORPORA'171ON, a British Columbia corporation v;' \ ..T........... ... --- ................... 1�.bb r�. l I�e� w-t , President AND, By-� � fir° Troy SIN', Secracfi"v REVIEWED AN l) APPROVED: 04agme/muni soitttt14/04 I I CITY Ol, I-IUN,r[NG'FOI I .B.I:-"AC-°I-I, a municipal corporation of the State of California ram N'1.t.y ATTEST: g15,11-f **--i - 1 4. `0 0�kllll 1!-1- �.T' ------ , INITIATED AND APPROVED: 71. D � Director of Building & Safety } 2 3 4 5 6 7 8 q 10 ll 17 l] ]4 15 16 }7 18 19 20 21 22 73 24 25 26 27 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF IJUNTINGTON BEACH AND MUNICIPAL SOFTWARE CORPORATION FOR SOFTWARE. DESIGN & .IMP[IHMEN]AT()}N SERVICES Table OfContents Scope ofServices— ...................................... ....... ....... --- ~~~.} City Staff Assistance .... ......... ..--_.--..------........................................... 7 Term, Time of ............... ........................ ............ ---.............. `.... -�2 Compensation ........................ ......... --....----__.--------...... ...... ....... 7 Extra Work .............. .-------....... ....... ..................................... --'.......... --�� Method of Payment ... ................ --...... --.---'-------'--~------''] Dispostion ' OfP84n�Eo�roa1emand �)ther}�ocumueokm-------._--.._.—'3 HoldHarmless- ..... -... ....... —.... ................... ............. ................. ....... ---- ... 3 E/01eomi0na) Liability Insurance ................. ...... ----....... --.—...... .............. -/4 Certificate ofInsurance ....... ........... --.-----...... ........................................ .—'5 IndependentCunhuotor.—.... ...... ................................. .......... ....... .—...... —... —�6 Termination of Agreement ... ---- ................... ----...... ~'--.---.......... —''6 andDelegation .... —.—...... —______._............. ....................... 6 ��...... ....'.........'... ..'...'`...... `... -'''7 City Employees and. Officials ................ --...... -..... ...... --------._—...... 7 Notices... ............ .......... ...........—................. ...... ................. ..7 Consent .............. ---.---__.___............. _______________� Modification... ..... ---- ...... ............ .----------------............ .......... 8 SectionHeadings ............ ........ ... --- ...... -----------............ ............... 8 Interpretation of this —.... ............................... _._...... __.......... .... 8 Duplicate Original-----'------____________..__._____._..9 Immigration.......................... ......... ---.—.--'--...... ......... ......................... —V [ngolServiceo Subcontracting Prohibited ............................ ...... ...... ...... --.—..9 Atto/uoyol°eem--.... —.... ...... —...... ----...... ----.... —... .... .... ---.]o Survival— ... —.................... ------------.................... —.—........ --...... l0 GoverningLavv—..... ....... .—.... ..... ...... .......... ......... —.—.--------..... '1A Exhibit A Scope of Work A. STATEMENT OF WORK MUNICIPAL will continue to provide the following services (pursuant to Proposal dated April 23, 2001 and City's Request for Proposala`Project Specifications dated April, 2001, both attached hereto): 1) Provide 75 concurrent licenses of CityView and services as dictated by its Annual Software Maintenance Agreement. Licenses mad, increase to 100 as needed. 2) Provide project Management, System Design and Implementation of City View as follows: i. The City will implement the C ityView system in phases, hiherent in each phase will be the design/planning for an interactive Voice Recognition Systern (IV ), Internet, and Field deployment, where applicable, H. The fast phase will include scoping the entire project and importing the property data that will be used throughout the system. Training will take place as each phase is completed. After the completion of phase one, �t1s:4dmin, Reporter and , esagner training will be delivered along with EssenticJs and Application training for users of business Licensing and Code Enforcement. Subsequent phases will involve only Essentials and Application training for the risers of each new module, Hi. Phase One: business Licensing and Code Enforcement, (20 forms); Building Permitting and Plaza Checks, (25 forms); Planning and Pre -Construction,( 25 forms); Planning and. Pre -Construction, (25 forms) 1. Pre- Training (Subject Matter Expert Training in City Vier Essentials 2 days) (COMPLETE) 2. Data Collection and Project Scope (data collection and scope document prepared) (COMPLETE) 3. Implementation/Customization Development (COMPLETE) 4. Training (7days) (COMPLETE) 5. Implementation/Customization---1?ser° review, form refinement and data conversion. (HNAL ACCEPTANCE PENDING') iv. Phase Two: public Works and lire :Pennits, (30 forms) 1. Iraa.pleareartation-'Customization — Prototype. Development. 2. Implementation, Customization User review, form refinement 3. Training (4 dads) V. Phase Three; GIS 1.-Implementaiion & Activation Sri, Phase: Four, Internet 1 Implementation & Activation city -View scope of Work 11.- Exhibit A Scope of Work B. COl` SULTA14Y'S DUTIES S AND RESPONSIBILITIES: 1) Provide knowledgeable personnel, experienced in implementation. who will provide leadership, advice and support in the application design, data management, conversion, and testing. 2) Assist City with the assessment of gaps or inconsistencies between current processes and application processes, and develop strategies and approaches to resolve gaps or inconsistencies. 3) Define data conversion approach and assist in the conversion of existing data. 4) Review City's proposed hardware, operating system, and database to insure system performance will meet or exceed existing perfornaanc:e of the City's Legacy system. C. CITY"S DUTIES S AND RESPONSIBILITIES- 1) provide: knowledgeable personnel, experienced in the City's processes and requirements and authorize them to make decisions and perform the activities required for the City to implement the application software. ) :provide a Project Manager who will be responsible for the day-to-day management of the project, report progress to the Executive Sponsor, manage the project budget, and develop/monitor project plans and schedules. 3) Provide Project Teaam/Sulaject Matter Experts who have in-depth knowledge of the Laity's existing business processes, procedures, systems, personnel and reporting, as well as as solid understanding of the City's future direction and related. requirements. Team members are expected to participate in the project at least 50% of their time during the scoping/design/testing phase. The following are the expected responsibilities of the team meraabers: i. Attend scheduled training sessions ii. Act as focal point for issues affecting their application area iii. Develop and na.aintain procedures within their application area iv. Develop end -user training manuals v. Test and troubleshoot issues in their application area. 4) Provide Teelmica.l personnel to establish, operate and support both the test and production environments for the permit System. Their responsibilities include: i. Knowledge of the hardware, operating system, and databases ii, Participate in the initial software installation and cumulative updates Hi. Configure the test and production environments. help determine any sealability issues during test environment and for updates iv. 'Manage test and production envirorunents, including networks, servers, workstations and their com ectivity v. provide technical solutions to hardware issues. vi. responsible for managing interfaces vii. accept system into production viii, Maintain system including daily backups cityView SCOPC of work Exhibit A Scope of Work o PROJECT SCHEDULE: 1) Phase One: Business License and Code Enforcement, Building Permitting and. Plan Checks, Planning and Pre -Construction: February 2004 2) Phase Two: Public Works and. Fire Pcnnits: December 2004 3} Prase .Rare: GIS activation, March 2005 4) Phase Four Internet Activation: Tame 2005 This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT, TANT, OVYView scope of Wovk Payment Schedule In return for the completion of the work slao,,,,n in Exhibit "A" to be provided by MUNICIPAL SOFTWARE ("MUNICIPAL") pursuant to the terms of this, Agreement, City of 14untin ton -Beach ("CITY") shall pay as follows: ANNUAL SOFTWARE MAINTENANCE: $30,000 for 5 Licenses. Note additional licenses may be required as users are needed. IIE SI IlAMP'LEMENTATIOi'!Y; The City will implement its CityV iew system in phases. Inherent in each phase will be the design/planning for Interactive Voice Recognition (IVR), the Internet and Field deployment, where applicable. The cost of the balance of the project is currently valued at $120,000. The City wider stands that casts for data conversion and the nurnber of forms required are estimates and may vary. PHASE ONE Business Licensing and Code Enforcement 2€1 forms • Building Permitting and Plan Checks 25 forms)-; Planning and Pre-Constructio 25formers In-iplearaentatioii/C"ustom.ization: user reviews f€ nn refinements and data conversion): Acceptance pending final refinement and testing. Tr airing $2d0 per student plus $1,000 trainer per diem plus expenses as needed. P1=1ASE TWO Public Works and fire Permits L30 forms) ITnplernentation/Custoni.izatiota (Public Works and Fire_PLototyVe); $9,450 invoiced upon C"ity's acceptance of the scope document. irii-ole entat on/Custonaizatioii (user review, forin relinLiji 1jg $10,950 invoiced upon scheduled User Review. `I`raini 4_ d $13,200 invoiced prior to scheduled training and due on or before the first day of training"). PHASE THREE GIS Iniplementation/Activation. (user review Wad refinemg ts�. Cost included in previous phases C ityView Contract Payment S4hedale " Exhibit Payment Schedule PHASE FOUR Internet Implementation/Activation: (user review and refinements): Cost included in previous phases ALL OTHER C,C)NSULTFNTCa SERVICES Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Should the budgeted arnounts for any step be reached, MUNICIPAL ICIPAL. will stop work on that step until new funds are approved. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and casts incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. OTHER: Charges for time during travel are normally not reimbursable and will € my be paid if such time is actually used in performing services for CITY or as othe€-vise arranged with CITY. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by MUNI('IPAL shall be submitted to CITY to demonstrate progress toward completion €?f'tasks, In the event CITY rejects or has c.oniments € n any such product, CITY shall identify specific requirements for satisfactory completion. shall: MUNICIPAL shall submit to CITY an invoice for each progress payment due. Such invoice l ) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment slue, 4) Include a certification by a principal member of MUNICiIPAL°s firm that the work has been performed in accordance with, the: provisions of this Agreement; and Upon submission of any such, invoice, if LAITY is satisfied that MUNICIPAL is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld.. If CITY does not approve are invoice, CITY shall notify MUNICIPAL in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the panties agree that past performance by MUTNICIPAL is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. ('? Invoices to be submitted to Project Manager three (3) weeks prior to scheduled training. €;ityview comma Payment Scheduie ATTACHMENT 2 1, requested by. Jan Richards/Building & Safety Dote. Janua 15, 2004 Flame of oontraotortperrnittoe. Municipal Software, -Inc. , Description of work to be performed- Kermit software system ientation 5. Value and length of contract: 1 0 000 taro ears for corr� I�tion into 000nd gar .;Waiver/mod ifcation request, Deductible , Reason for request and why it should be ranted: Deductible amount js insignificant corn ire to contract. geed to ensure contract corn I!Ltion. , Identify the risks to the City in approving this waivor/modification. Municipal Software Inc would be rep onsible for the deductible. - ---- ------ . dinature Sato, APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are require for a request to he granted. Approvai from the City Administrator's Office is only required it Risk Management and the P A ey's Ofte disagree I .,Risk Management (Approved 1 onie ,...i Signature Date 2. City ttorney's Office r A57,Approved El Denied r�€,rtr late . City Administrator's Office El Approved El Denied Signature Date It approved, the completed waivertrr odiication request is to be submitted to the City Attorneys Office along with the contract for approval. once the contract has been approved, this form is to be filed with the Risk, Management Division of Administrative Services 1. m --------------- ATTAC�IMENT 3 -------------------------------------------------------------- Huntington €§each, Qdifornia 9260 gm ,lam \,\»� �� 1 1 \ 1 b, � \ D � \ D LL`�''' P.,\ Dated- January 8, 2004 .'s w A. Irssssaranne at describM hs!?, under has Caen €xrma2Seag on hclaaf�` g ��sasa�al named K 1 4. 8 �r s 9dsad fAW MCI$ fn srxr�aaUe� ar She dafe differsf it rn fuli fasa ce a I ffeer. Iced, immkipal Software Corporation ,kp ow S TO �r` I10I-" Markham street f l' 'antra; d , rr$ g: 3 Asa 11' k'a 3 1° _� 1. tl8+ ; di d \$ 2; ,t 2Fr'0 JA5' Payee: NFA w .._- ----------------------- POLIC ER #8137086 bterest Insuced-. Conddlio t Oil' SLM V IDS OF GCAN Cearsisdas kmttaraa ve CadwIaaany $100,l 1, EAch C uffetace I AgVagaw COMMERCIAL GENERAL LIAZWTV - Covers jcgd laabiliq as arsed by law Iiss IaoWly iajay or Propel l oge xessaltiug gaesaas tit bwLaem a3pl:ratledfs of Klee mmud insurcd, saabjw W e $2,500M occurreuve in Cmadaa m-d otIagr foreign property damee Mdd W&My inftry deductible and $i 4taw.00 U1 S,A. =aaxM=e ptomyty damage MA hwgy i4jary dedaactiisic- subject W policy a atteaasiddts and ndtasdt . ktaclWes & ftSnowift. Prod=% do complaW i'3laar1dow, 93anbet Caaatracmal Lielsglity dp)oywr as AdW doml W2reds, Co ntia g= INrssplts3ter'a Liability; EmEd Form EVOPartY Dsmage; IracldEnUl MaalPMcke, Brawl Fonu Adstartsaa bile, I3na3ad .Nmed Imuted; Pargoral Injuzy Liability, 11an-li ed Aaaaomnbile S,PS, Na-6,; Medical Payments $1,0000 00 any one ga;asdsar, SIOX6,00 Any rased 38ra:.iade al; 'Teaaa= legal Liability, SbN,£P€libM. li'Iumcim Software caarporadoaa as sespon%iblc for tbe I3tdacFible. 'y'lEis PSRlcly exclu&% 24Y U,& MNOWS yard PraffssimW Liagtaility IT IS HEREBY UNDERSTOOD AND AGREED Tl g a C .. 'k-3w*Wou RO& II� �° Qatar Sind Huntington 8fteb, CA 92, s� �o�t� a�td a�Iz�I Q 'I ��a�s�+� � aCi at Hm tw Beam added = an Aftfimral Inssared *4 30 Nkkrs WOO of coMi'Mi ats bw.. *Wy wsh rv%�, t� opearminw perlaarmaad by 03' oad heha if of the Wmad .uwnw, Sasrlp Wun=e as ie aftOW by' Ift,- e*uO axidri ft,S Mt liQbi* ans* Out of the tea Mitaar, of dis addidopul twoed �r iF; eta lon&s., COY asE Thee dWoa Bmth Ruiding DeprUneat V418I Mak Stave Ilasniigom pach, CA 9260 Ttft; lmugz= dsscattW aboy>e J� subjfst ao ft 3iaetiaSEic�9Ex, xe4uuipa�a s .4 r.;xarefia�m g:WQ;IW in a* PW;Ca ft. THE F0, IA Y MAY CONTAIN A CLAUSE(S) WMCH LM IS THE AMOLTNT pAyABLE rw GCAN INSURANCE COMPANY (Ilaminaftiv caned tbt hasaarcr) HEAD OFFILM: 7°OItONTO, ONTAFJO WG I V6 COMBED BUSMSS POLICY DECIARATIONS RENEWAL CERTIFICATE FoLi as No, 8138431 In consideration of the paemxium and the slatearaeam of figs Insured coptai aed ju the Ducluadom hereon, the Inswef nFees with the Iasaed named in the Decluntions to as s&e as provided nnd limited in this policy, Its -forms and eaadorseaa entt If more than one hearer subscribes to any part of this psPlicy, the provisions sat in the a=hed subscription I'asza'axs apply it Base ofthe foregoing, NAME OF INSURMt POSTAL ADDRES& RUSLNTURS OF INSURED - POLICY 'FO1`,dSL ?Mit, N BROKER NM, IMLM�CIPAL SOFTWARE CORPORAT TON' VICTO BC V&N #A6 COMPUTER SOFTWAR.E DEVELOPERS AND INSTALLERS (12:01 &m. standard time = the pos al odawss of the Insured) S)kDs 2310 �XMRY, SW1NTONl MCXEN= INS. SERVICES INIC, 4 $ THIS POLICY CClN"1"MNS .A CLA.lwiSPE °l14AT .iv'1AY LIMIT TBE AMOL'ia''"p PAYABLE *R Jan 12, 2004 P a: 2 bf 4 mm,. .w.�vrw.w. R�Rvtati+en::v3ecw+oeoewn�eci..'w000000� WAR DECLARATIONS LOCATION(S) INSURED VICTOR 5, RC VBN I,A,£a POLICY NO. 8138431 insurance is provided for only those coverages and sections for which forms we satached and a specific limit of bald€tY Or spccffic indication of coverage is stated herounder, Opp onal coverages and clauses afforded where %ho a. All amowitS Ne 5ho,k�m in Canadian dollar unless endorsed h== M. Mcgip'llow or, cavo"? - CUMMMY CSAMR n ,ff3&%,iw woos, ;£i P&S33 09301C& £e89-972 ial$¢PRZM8�333%� G1S edtF���7id�K"8K1k f€fkT€P% £Yd53 7 dS -SP�3 WIM466 An spaw a= ERTMIONS or COW? 39*i-XAM Sir= ;seas o EnT=MM lak Ott i NISI x a aR w WAcrb eubjauv t* Cosw �1e stated in w3e Bazzo of Y.a®s eogtlwoont alwvzw u�f 2'*s= &I17 , €P'X'W R fis AM 8d3� £6 s-6 P ONTA 9x==Qw Meli M:9--933! MMz AM SMUS aGx;:yqA1w � x cory rx o ��tex s 2'see 90 376o337 2' r30D 25,000 S33, 994 104.044 9a3,994 3,000 21900 S,000 94 162,337 "a$ THIS POLICY COINTANI S A CLAUSE THAT MAY Mi9di'I' THE AMOUNT PAYABLE "I" 3gn M 2004 Np 3 of 4 Kam, .��-..ro «x:. ..� •..j,.. ....__ ....... .. Sew a.�._n_r..o„_ ., Tmm=ry Y�eca aaSv+s Pa sr ' -+M22S20�i� �a£a'`�`Cv2>ai2�.L r.n�j,\ y\'•x••• �:� �t•i �3 xiirai r�iS�t'A�.'..a�-. N. +a'XL�33S3: ftK a3�Ak ^ft'f'm& 1'3 Exsk dAB3�� 32' Inc 4xp �F 3 xzpzz ukY £,s�i�.�si3R Cv�.a era e� tic 00534 3053 i$i tF2°f 2 �p w\6C�t i :S i< ,aJ tCx3 2iaZriec 005:8? kX'A--w >�ZF1.�n�..�} y'N��`[3ewaw.vFi: cw.a' �.•^•V'.t. tN�V.• fAr ��, EPF� FIRS POLICY 'CONTA'N' t Cd,t USE TRATA4Ay L'2 POLICY Na a Sk�fkC�'.Y.' �t7k'S33'�+S.a+Y� kYYSa`8.� 2, too 10,000 �S3zr�g�Cai eavh My Sara �SSAef&r2S 2,000,0013 1,000 10,t300 790,000 pw 4 fs? 4 r„ amx�RAr xxa.K x = '$1 ORMASk S, `YWIX M9Ww9c �YR'lId4M IS;Pa�IM £ s� k `��J �d�i ua�g�s€tr 6100 :K PO t � Rf d�ad Toil FEE Within Conwa stawn Twmlrw v7c ics I am 922 2768 VasVaumw sc YN SLS wwwmKoW*�.mm Pm 6M 244 UM UNIVPAL SOPTWARE COPPORAT N January 14,2004 Ada BRIKA LBLAND 4494 RKKW ;gT GUTE I101 K '#mn89AFAAAusAF6aA'aq, Fib RdpVfA' IPA L OF M nYeV I RPOMAw6F S M SMIM a AA (021) employer semice Genve AMSOMeM W" Now yap mn loot wwmoe Room MFOA payMN and poy PMMIMO Gnign% 0 O a 0MOM 00 �F� E�t4sa��$ fEBtsk YOB€UM sad w 39-4ARIU4 FWNIRM 4lokwanR € fPOFa;IGE UDWUM P"-W/U .rMunicipal are CorporatioffFax 4464 Markham Street, Saute I10L Victoria, DC, Cm=dA V8Z ` X8 `felt Free; 1-800-665-56,4'E-mail, CjtyVitwCwIMunjcip,0Softare,com �� Barr aa}. 1d` 14-374-1648 rye = DarinAdam-3 Taft Ard's c a pansy CiiT of Huntington Beach Data/ °im= JoxaWy 14, 2€ 04 Copy, Ri&kManagement � 1-714-536-5212 Urgent I For ftview Q Pkaft Comment 0 Pat"* Repty a Pteeea ReeYele Jan, Furthsa to our dis ossion thin morning, aft ached is a catay of the Clearance Cefficatelpmof of Cover4ge ter i limicipW ZWftware Corporation. This type of coverage, ,provided day the Workers Compensation Bayard, is a mandatory coverage arsd is automati vally renewed by thok Workers Compeneat on Board and our next payment wi l be made, by February 2& 2-tb04_ Hope this provides you with ate informatun you require. Feel tree to cor;tHct me to discuss any graaetons you may have. x tFr„ fF �'�f C� 0 ATTACHMENT 4 PROFESSIONAL SERVICE CONTRACTS ® PURCHASING CERTIFICATION 1. Requested by: Jan Richards 2. Date: January 20, 2004 3. Name of consultant: Municiapl Software Corporation 4. Description of work to be performed: Permit Software Implementation 5. Amount of the contract: $120,000.00 6. Are sufficient funds available to fund this contract?' ® Yes, ❑ No 7. Company number and object code where funds are budgeted: 30156001.69365 8. Is this contract generally described on the list of professional service contracts approved by the City Council'? ❑ Yes, ® No 9. Is this contract within $25,000 or 25% (whichever is less) of the amount stated on the list of professional service contracts approved by the City Council?' ❑ Yes, ® No 10. Were (at least) informal written proposals requested of three consultants? ® Yes, ❑ No Explanation: RFQ performed on previous contract 11. Attach list of consultants from whom proposals were requested (including a contact telephone number). 12. Attach proposed scope of work. 13. Attach proposed payment schedule. W ADRIL, Manager Purchasing/Central Services If the answer to any these questions is "No," the contract will require approval from the City Council. Purchasing Certification 1/20/2004 11:48 AM ATTACHMENT 5 • 0 iicipal Software Corporation • 1623 McKenzie Avenue Victoria, British Columbia • Canada, V8N IA6 Proposal for: City -Wide Permit System SubmittedBY: tb/maicipal Sofnrare Corporation April 23, 2001 Muni c`�� 1 al 50FT 1,ARE Section1 EXECUTIVE SUMMARY........................................................................................................1 Section 2 MUNICIPAL SOFTWARE CORPORATION......................................................... I................ 2 2 2.1 Our Mandate.......................................................................................................... 2.2 History ......................................................................................2 ....................... 2.3 Corporation Duration and Ownership.................................................................... 2 2.4 Government Software Experience 2 ......................................................................... 3 2.5 . Services................................................................................................................. ProjectManagement.........................................................................................................................3 Implementation/Customization.........................................................................................................3 DataConversion ...............................................................................................................................3 Training............................................................................................................................................3 Annual Software Maintenance program(ASM)...............................................................................3 NewsletterSubscription ....................................................................................................................4 Annual User Group Conferences......................................................................................................4 CityViewWeb site............................................................................................................................4 Partners.............................................................................................................................................4 5 Section3 ABOUT CITYVIEW................................................................................................................ 5 3.1 CityView Features.................................................................................................. Forms................................................................................................................................................5 Reports.............................................................................................................................................5 Database........................................................................................................:..................................6 Mapping...........................................................................................................................................6 Security.............................................................................................................................................7 Images. ..............................................................................................................................................7 Futureof CityView and the Web......................................................................................................7 Mobile Wireless Computing 7 3.2 and ............... ..................................................... 7 3.3 Your CityView System........................................................................................... Section4 MAINTENANCE and SUPPORT...................................:....................:........................a......... 9 4.1 Software Maintenance........................................................................................... 9 4.2 Technical Support.................................................................................................. 9 Section 5 TECHNICAL SPECIFICATIONS.........................................................................................11 5.1 Environment.........................................................................................................11 5.2 Database.............................................................................................................11 5.3 Mapping (CityView uses ESRI MapObjects).......................................................12 5.4 Security ................................................................................................................12 Section6 PRODUCT PRICING.............................................................................................................14 ,ifunicial Sofnrare Corporation April23 200f. City of Huntington Beach City. Wide Permit System .Document ;Contents 6.1 Software Licenses............................................................................................14 6.2 Annual Software Maintenance(ASM).................................................................14 Section 7 IMPLEMENTATION METHOD and COSTS.....................................................................15 7.1 Initial Subject Matter Expert Training...................................................................15 7.2 Site Visit...............................................................................................................15 7.3 Scope Document.................................................................................................15 7.4 Prototype Forms..................................................................................................16 7.5 ' User Review.............................................................................................I..........16 7.6 Form Refinement.................................................................................................16 7.7 Data Conversion..................................................................................................16 7.8 Training................................................................................................................17 Section 8 DELIVERY AND IMPLEMENTATION SCHEDULE...........................................................19 Section9 COST SUMMARY.................................................................................................................. 20 9.1 Software and Implementation Services...............................................................20 9.2 Expenses.............................................................................................................20 9.3 Financing.............................................................................................................. 22 Municipal Sofware Co7poration Apri1;23, 2009 ;r�w_ NluniciP alSOFE City ofHuntington Beach City - Wide Permit System Secttan 1 EXECUTNE SUMMARY We are very pleased to have the opportunity to provide the City of Huntington Beach with the following proposal. We believe that we can provide the City with the software and services that meet the requirements of all your users. CityView was programmed to deal with the specific needs of each local government. It is open and flexible enough to fit with any business process. The City of Huntington Beach's requirements can be met through our method of implementation where we help you to create your forms and processes in CityView. Existing databases and forms are availble for use, however given the unique requirements of the City and other cities across North America, we find our implementation approach to be the best methodology to getting up and live. We have provided cost estimates based on what we have experienced in the past with other local governments. Of course these costs will change based on the exact number of licenses purchased, the exact number of forms to be implemented and the number of people the City wishes to train. Based on our assumptions and the information provided, your project will cost J34-E, '. We can also provide financing to the City, which works out to a monthly fee of $110.3 8fLicense. Once again, thank -you for the opportunity to respond! If you have any questions please do not hesitate to contact: Steven Favalaro Municipal Software Corporation Telephone: 1-8 00-828-9284 Email: sfavalaro@municipalsoftware.com .Municipal SofAvare:Corporation April 23, 2001 Page1 ' ' City of Huntington Beach Ciry-Wide Permit System Section:2 : M.UNICI SOFTWARE CORPORATION 2.1 Our Mandate Municipal Software Corporation is focused on providing our clients the software and knowledge necessary to make their organizations more efficient and productive. Our mandate is: "provide systems that are capable of being installed on time, on budget and that perform beyond the computer user's level of expectation." We believe that computer users dictate the role of computer systems and software developers - not the other way around. 2.2 History Our interests in local government are deeply rooted. Two former local government employees, one a planner and the other a computer scientist founded the company in 1982. At that time PCs were a fledgling technology but both founders felt that PCs were the future. Therefore, they developed software to run on these new computers - software designed by local government users for local government users. Since most local governments lagged technologically compared to the private sector, the company spent its early years supplying local governments with PCs, networks, and third party software such as word processors, along with the software it had developed. In the early 1990's the company decided to divert its resources entirely to its flagship software. Our past experience with hardware, networks and municipal systems is embodied in the software and allows us to understand your needs better. The software has continued to be refined and updated over the last 18 years to reflect changes in both technology and local. government. Municipal Software Corporation is a Ieader in the local government marketplace. The company has experienced 100% growth as a result of the refocusing and our client base now stretches across North America. 2.3 Corporation Duration and Ownership Municipal Software Corporation was founded in 1982 by two former local government employees as a private corporation and continues to operate as a private corporation currently owned by four partners. 2.4 Government Software Experience Municipal Software deals exclusively with local governments across North America.' As a result, we are a valuable information pool that municipalities can tap, for both systems automation knowledge and general information about local government operations. Municipal Software is not diverted by other interests. The local government marketplace is a definite niche - it is our niche. For most companies this market is a sideline business; for us it is our only business! In the early 1990s, the company decided to divert its resources entirely to its flagship software "CityView". The software has continued to be refined and updated over the last 18 years to reflect changes in both technology and local government. We plan to remain in the local government marketplace. We will keep pace with technology so our clients can keep pace. A9trnicipal Softivare Corporation April 23, 200? Page 2 City of Huntington Beach • City -Wide Permit System, $ectiori'2 :.FTWARE CORPORA�i4N The software will continue to develop and embody all that we learn from our clients. Municipal Software Corporation is committed to providing local governments with the software and support they need. Since the initial release of CityView, Municipal Software has continually invested in the development of the software. This development is directed by the client base and facilitated through the Annual Software Maintenance program. The most recent release of CityView (version 7) is the 0 complete rewrite of the software 2.5 Services Municipal Software can provide a complete range of services to assist the City of Huntington Beach in implementing and maintaining CityView. Project Management The Project Manager can conduct an on -site visit and will work in conjunction with City representatives to review existing systems and business processes, and gather existing data sources, in order to design the City's database and form requirements for CityView. Implementation/Customization Services provided by Municipal Software Corporation, once the business process of a particular phase of implementation has been approved, will include the development and customization of necessary prototype on -screen forms, and reports, most of which will be conducted in Municipal Software's offices. Data Conversion Municipal Software can take all sources of digital data, including City Assessment or Property data, any historical data in digital format, and convert it to CityView. In addition, CityView can directly use common forms of GIS or digital mapping, such as ArcViewTm, ArcInfoTM, AutoCADTM, DXF, GeoTiff and many others. Training Municipal Software presents a series of full, in-depth and comprehensive course programs designed to provide clients with the required skills, tools, and time saving tips and techniques to increase their proficiency in the operation of CityView. Courses range from hands-on introductory overviews for new users and non -technical managers, to more advanced and custom application training for key operators, technicians and system administrators. Training course material is presented in a hands-on environment, and conducted at a location and schedule which is convenient for our clients. A complete outline of training courses available through Municipal Software is included for your information as Appendix A. Annual Software Maintenance program (ASM) The ASM entitles CityView clients to a limited quantity (based on the number of CityView licenses purchased) of free monthly support, using a toll -free line for clients, during which they may receive advice on any issue relating to the CityView software, as well as all upgrades and enhancements to the software at no extra charge. These upgrades are supplied between 2 to 4 times each year via CD, or may be downloaded directly from our FTP site. The ASM 11,11micipal Softtvane. Cmporatiwi Apd 23, 2009 Page 3. City of Huntington Beach City Wide Permit System Section 2 : MUNId: #* SOFTWARE CORPORA71t3N also provides the client with a free subscription to "CityView" a regularly published newsletter, and an invitation to the Annual User Conference. Newsletter Subscription A free Newsletter Subscription provides clients with "The CityView"; current and relevant information on product features and enhancements, as well as on general local government news. Annual User Group Conferences Annual User Conferences provide an excellent forum for sharing information, trouble- shooting advice and peer support. Conferences usually consist of workshops and open discussion. CityView Web site The CityView Web site at www.MunicipalSoftware.com, provides a comprehensive and entertaining resource for keeping in touch with CityView and Municipal Software. Partners Municipal Software is a Microsoft Certified Solution Provider (MCSP)CSP, a strategic partner with Hewlett-Packard, and an ESRI Business Partner • . " Solution Provider _. �iw R,I ,a 1. MapObjects J1IunicipaLSofnvare Corporation ApIV 23; 2001 Page 4 : City of Huntington Beach City -Wide Perrnzt System i Section 3 :..A'BOUT CITYVIEW CityView is an easy -to -use, Windows based, systems automation software product designed specifically for local governments. It collects, tracks, stores and. displays all types of information for various departments. CityView is flexible, customizable, versatile and scalable to any size organization. You can automate any system in your organization using CityView, increasing your efficiency and productivity. 3.1 CityView Features Forms Users can create and modify your forms and applications, add data fields, text, graphics and images to create perfect replicas of their existing forms. CityView provides you with the flexibility and tools to be able to create your own forms and/or modify existing fanns to automate any business process. Reports Users can create custom reports to compile statistics, flag bring forwards, or do any ad -hoc analysis. A Report Wizard is provided to make report writing very user friendly. 1llinzicipal Sofrivare Coiporatiorz April23i 2001 Page 5 : City of Huntington Beach City -Wide Permit System Secfion 3 : ABOUT' CiTYV�EWqw This graphic shows CityVie mapping in us create a quick geographicallj based mailing list. Note the rights of way marked by rec lines. 1623 MW.WWe Ave AMf*ftNa, WA 98104 IJlunicipalk of CityMew (000) 696.6847 Jinni paI Outstanding Inspections Feb 2937 CARDEM PL 520DI-MM Mstddbn Apr 2911 SOOKE LAKE RD, # 41 - BMD14025 Feb Feb 2822 CARLCYV RD 2237 CARDEM PL 82001-0DOS E2001.0007 Fined Fooft I Reis Feb 2937 CARDEM PL E2001-0007 Foundtdbn Feb 2937 CARDEM PL E2001.0007 WAC Feb 2937 CARDEM FL E2001-0007 Framing Feb Feb 2937 CARDEM PL 2937 CARDEM PL E2001-0007 E2001.00W Insuktbn Eleelrbel Feb 2937 CARDEM PL E2001-0007 Floor Framin9 Feb 2937 CARDEM PL £2001-WO7 Final Feb 2037 CARDEM PL 132001.001H) Foundelion Feb 2822 CARLOW RD 520010005 Beelrbd Cityview' powerfiil Report Wizard allows you to generate accurate and detailed reports for all activities managed by CityView Database CityView allows municipalities to develop their own databases and seamlessly integrate with other municipal systems using ODBC (Open Database Connectivity). Workflow il A sophisticated "expression builder" allows users to perform complicated calculations and operations such as e-mailing and calendar scheduling automatically. Industry standard GIS and mapping formats such as , Shapefiles (from ESRI's ArcView or ArcInfo), CAD files (such as from AutoDesk's AutoCAD), DXF, and GeoTiff geographically referenced aerial photos can be linked to property data through the forms. Maps can be displayed and J printed to show property J11fu17ic4701S0,mlwre Corporation Page 15. Apti123; 20�9- City of Huntington Beach CityWide Permit System section 3 :ABflU`T C,fTYViEW boundaries, zoning, infrastructure, etc. CityView has incorporated the MapObjects GIS library from ESRI, This eliminates the need to import mapping data into a proprietary CityView format, as well as provides an enhanced feature set, such as display of raster data (digital ortho photos). Security Security features control access to a municipality's data and CityView menus. Security is used on Tables, Fields, and Commands for users and user groups. Images Users can attach site plans, aerial photos and digital photos directly to property files. Future of CityVlew and the Web CityView 7.6 allows publishing reports and status information to the Web. Publish your forms and reports to the Web! Apply for permits on-line, schedule and check inspections from the field, reduce paperwork and improve service. Wireless connectivity with no HTML required! Currently under development, CityView 8 will allow the full deployment of all of your CityView business logic to the Internet through a simple migration. Investment in systems s5c designed and. implemented today continues fit,}1�f to pay off as technology evolves in the i �3 � ' � kip a -.v F ,?"i � , � �a _.._.. ,., 1._4.. r—,.. future! EtAing 3.2 I Mobile m1tAkPla:rflia,nf�lnPrapre�s ,,`'�J and Wireless f.rua Y1�1.Ti.t��✓..:..1u:..�y.`w::-e:)4'.�'r��v :.Y':mif .. Computing CityView has the ability to i offer Inspectors, contractors, appraisers and others the ability access CityView forms and reports via handheld wireless devices 24 hors and day 7 days a week. This access can be gained through any device with a connection to the World Wide Web. This wilt allow contractors and citizens to complete permit, license and other applications over the Web, as well as check the status of applications, make payments and more! CityView puts you in the drivers seat when it comes to E-government. With CityView you have the ability to make information and processes available to your citizens incrementally, without having to contract Web developers every time you want to add a new function. 3.3 Your CityView System Unlike most other software that is purchased in the form of preset modules with limited ability for customization, CityView is made to the specifications of your business processes from the Ytimicipat Soffivare Corporation Apri123, 2001 Page 7 City of Huntington Beach City -Wide Permit System Sep#icn 3 : ABOUT CiT1NlE1N table level up. This is the reason that CityView will be able to exactly meet every one of the application and report activities that the City -Wide Permit System requires. In our 8 step implementation process we conduct site visits to examine your business processes and then create a scope document that details the scope of the project and the deliverables. This ensures that Municipal Software and the City can advance quickly in the production of your CityView system. Municipal Software currently has clients using CityView for planning and zoning, building permitting and inspections, business licensing, code enforcement and complaint tracking, fire administration and emergency/911, parking tickets, cemetery administration, health departments, dog licensing, voter registration and more. The tables and fields vary from client to client so it is not possible to provide a data map of how the City of Huntington Beach's system would appear. CityView is an open database structure and clients have the ability to view and modify all relationships contained therein. :tf naicipal Software Corporation April23, 2001 Page 8 i • City of Huntington Beach Ci.ty-Wide Permit System Sectil. on 4;.MAtNTENANGE and SUPPORT 4.1 Software Maintenance New releases of CityView are developed using in-house programmers. Clients have the choice of receiving updates by CD or by downloading them from our FTP site which is accessible from our Web page on the Internet. Each new release of the software is complete and contains all the features included in previous releases. All releases are supplied at no additional charge as part of the Annual Software Maintenance Agreement. Municipal Software encourages all clients to take advantage of the features provided in the most recent release. CityView is constantly evolving. The nature of our relationship with our clients is an integral part of that development. The relationship begins with the Annual Software Maintenance Agreement (ASM). This agreement provides not only regular support to the users through our toll free lines but also provides for all new releases, updates and enhancements at no extra charge. The development of CityView is funded directly from the ASM program. In addition, Municipal Software relies on its clients to provide guidance in the area of future development for CityView. We maintain a comprehensive database of features that are requested by our clients in e-mail or during telephone conversations, or that get generated internally. Clients are also provided a forum on our Web Page and also at our User Conferences to voice their suggestions and opinions. At least two User Group Conferences are held each year. These conferences, facilitated by Municipal Software, are an opportunity for users to share some of their implementation strategies and processes that have been `automated using CityView. , They are also an opportunity for the users to advise Municipal Software in the development of CityView with features that would provide benefit to the entire user base. Suggestions for software enhancements are incorporated into the software at no charge as part of the Annual Software Maintenance Agreement. The scheduling and priority for the development of the enhancements are determined by the degree of benefit the enhancement will provide the entire user -base. 4.2 Technical Support Support and maintenance of the system for the City of Huntington Beach would be handled from our head office. Support is provided by telephone between the hours of 7:30 am and 5:30 pm PST. . Additional support packages can be negotiated should there be a need. Our support department is trained to isolate a potential problem within 15 minutes via a toll - free support line for CityView Clients. In addition, we have the ability to connect directly via modem or Internet directly to the user's environment to assist in any diagnosis. We rely on the client to accurately describe the problem and attempt to isolate the area affected. The goal of our support department is to resolve any issue on the same call and most issues are resolved in the same day. Clients receive an allotment of support at no charge as part of their Annual Software Maintenance Agreement and very seldom does that allotment not cover the di1101icipal Sofhi-aTe Corporation April 23,2001 Page 9. City of Huntington Beach : City -Wide Permit System Sep#ion : ;MAINTENANCE and SUPPORT support required to resolve any issue. Assistance is provided until the issue is identified as either the software or the application of the software and then resolved. The allotment of support provided to each Client at no charge, provides those Clients with access via our toll free telephone line, fax, email and our Web page. Ifimicipal Sgjnrare Corporation April 23, 2001 Page 10: City of Huntington Beach City, -Wide Permit System ; 'Section 5 ; TECHNICAL $PECIF WI; NS CityView can be implemented with little outside assistance and requires no specialized hardware other than the specifications listed below. Municipal Software does not distribute hardware, and therefore, cannot offer cost estimates regarding these expenditures. 5.1 Environment Workstation: Network: Disk Space: Display, Mouse, Printer, Scanner: ODBC Level: MAPI Level: Year 2000 Compliance: 6.2 Database Database Engine: Maximum File Size: Maximum Record Length: # of Records: # of Base Data Types Field Types Supported Any PC compatible Pentium 200MHz or better, with a minimum of 64 megabytes of RAM (128 MB preferred). Any network supported by the Windows 9x, Windows NT or Windows 2000 workstation, including (but not limited to) Novell NetWare and Windows NT/2000 Server. Minimum of 20 megabytes on each workstation, plus 1000 - 2500 bytes per parcel on the server. All devices supported by Windows 9x, Windows NT 4.0 or Windows 2000 or better. 3.0 (server and client) 1.0 (Simple MAPI) CityView 7.x is Year 2000 Compliant! Microsoft Database Access Objects (DAO) and Jet are distributed with CityView, and will work with Client/Server, Microsoft SQL Server, Oracle and DB2. 12 Gigabytes 255 fields Limited only by the maximum file size and the size of the storage media. Unlimited Text, Memo (Notes), Boolean (Logical, True/False), Integers, Floating Point, Currency, Fixed Point, Dates, Times, Unique ID's (GUID's) and OLE (BLOB) .11zn7icioal SnfMare Corporation April 23, 2001 Pagel] City of Huntington Beach City- Wide Permit System Section 5 : ,TECHNICAL SPECIFIC, ;ONS Database.... 1 Full support for keys, foreign keys and segmented keys Keys: (multiple fields in one key). Import / Export Formats: Dbase, FoxPro, Access, Delimited and Fixed -Width fText, Excel, HTML, and any ODBC-compliant database such as MS SQL Server and Oracle. # of Binders Supported: ! Unlimited f # of Forms per Binder: f Unlimited # of Elements per Form or Unlimited Report: j Element types Supported: Line, Rectangle, Round Rectangle, Ellipse, Polygon, Text, Field, Checkbox, Listbox, Aggregate Field, Expression, Image, Link Sheet, OLE Object, Subsection with control over size, font, color etc. 5.3 Mapping (CityView uses ESRi MapObjects) Supported Map Projections: Supported Data Formats: Supported Map Projections: Supported Units of Measure: # of Map Sheets Supported: # of Maps Supported: # of Layers Supported: # of Layers per Map: 5.4 Security Over 100 different mapping projections supported by the MapObjects environment, including UTM, Polar and Lat/Long. Direct connect to a wide variety of native data including: GIS formats (ESRI Shapefile and ArcInfo Coverages), CAD formats (DXF, DWG, and DGN) and image formats such as BHP, TIFF, JPEG, GeoTiff, SUN, ERDAS, BIL, BIP, BSQ, and MrSID Any Any N/A (indexed, seamless map base) Unlimited Unlimited i Unlimited 19unicipal Sofnrare Corpo.rawn Page 12 April23, 2001 City of Huntington Beach City -Wide Permit System Seciion` 5 : TECHNICAL SPECIFICATIONS # of Users Supported 1, Unlimited # of Groups Supported: Unlimited i Security Provided For: Files (tables), fields, and commands Security Access Levels: 1 Add, Read, Modify, Delete, Design or None JUzancipal Soinrare Corporation April 23, 2009 Page 13 City of Huntington Beach City Wide Permit System Section : PRODUCT PRICING '` 6.1 Software Licenses The initial step in implementation is the purchase of licensing. CityView licensing is concurrent licensing which allows for a license to be shared over the network. For the purposes of the following proposal, price breaks will be identified and costs will be provided for 75 concurrent users. The cost of 75 licenses is $1,990 each, or $149,250 in total. 6.2 Annual Software Maintenance (ASM) An Annual Software Maintenance (ASM) charge for each of the licenses purchased will entitle the City of Huntington Beach to all software upgrades, and telephone support. Telephone support will amount to 10 minutes per license each month, for a total of 750 minutes each month. Also included with the ASM is a Software Escrow Agreement. The total ASM cost would be payable in advance of each year. The ASM cost for 75 licenses is $400 each, or $30,000 in total. A2unicipal:Softi+are Cojporation Page 1 Aptil23, 200� City of Huntington Beach City Wide Permit System Section 7 : IMPLEMENTATlON;MFTHOD and COSTS 7.1 initial Subject Matter Expert Training We have found that prior to the initial visit to collect data for the scope document, that the participants deemed as the Subject Matter Experts involved in the process are better equipped if they have received training in CityView. We recommend that the Subject Matter Experts receive training in CityView Essentials, System Administrator, Designer and Reporter. This initial training will provide to all those that are involved in defining the business processes and design requirements a thorough understanding of the software's features and capabilities. (See Appendix A for a complete description of each course) We are recommending that at least 10 Subject Matter Experts (one representative per department, including MIS) attend this initial training All of our training courses are priced at $1,000 per day and $200 per student. _ .._...-_ ___..._...__...__....___—_.__._._.._..._...._... Course __.._....-__.._._...___.__.._.._.......__._.T----._..._.._..._..__...._....__...---- No. of Duration ! j Students Cost .......... .. ..__:_.__...._....._ __ CityView Essentials 2 Days 1 10 ; $4,000 - System Administrator s 1 Day . 10 - $3,000 -- Designer ; 1 Day I 10 $3,000 . _ ..............._._..............._...........;_.........._.. Reporter . .......... 1 Day i , 10 $3,000 Total cost for this initial training, based on our recommendation of at least 10 Subject Matter Experts, is $13,000. 7.2 Site Visit The implementation process begins_ with the collection of information necessary for a successful implementation. The Municipal Software Project Manager assigned to the project will spend one day at the City of Huntington Beach offices to observe and assist in defining the business processes to be automated. During this time, information regarding the sources of data, forms and technical environment will be determined. Cost for the Site Visit is 5 days @ $1,500 per day. 7.3 Scope Document The product of the site visit will be a Scope Document that will outline our findings and provide our recommendation on how to proceed. Cost for the completion of the Scope Document is $2,500. l;unicipal Sofhvom Corporation April23, 2001 Page 15 City of Huntington Beach . City -Wide Permit System Section 7 ::1MPLE�IIIW. ENTATION METHOD and :COSTS . 7.4 Prototype Forms The Prototype on -screen forms and reports are then developed to include fields, database, preliminary lookup tables and fee expressions in a non -production or alpha environment. We are estimating that the total number of forms used in the identified departments is 100. However, this number may change upon conducting the on -site review as it may be determined that some forms may be combined or additional forms may be included. At such time any additional costs or credits will be handled appropriately. The Prototype delivery of 100 forms amounts to approximately '/a day a form @ $630 per form, equaling $31,500. 7.5 User Review Following the development of the prototype forms, a second site visit will be conducted during which time users would review the forms. It is during this time that our Project Manager would gather information required from the City's subject matter experts to develop and tailor the various systems for the City and from this review, a list of changes or refinements could be established in a Change Control Document. The cost for the user review is 5 days @ $1,500 per day. 7.6 Form Refinement The next step in the Implementation process would be to complete the changes that have been identified in the Change Control Document. At this point, the City could decide to have Municipal Software complete the work or complete the work internally after its staff had received appropriate training. Our past experience indicates that it would take Municipal Software approximately '/2 day per form to complete the necessary refinements as outlined in the scope document. The cost for the form refinements is 100 forms amounts to approximately '/2. day a form @ $630 per form, equaling $31,500. Additional customization requirements not included in the scope document are considered extras and pending approval are costed at $90 per hour. - 7.7 Data Conversion Data Conversion is also a consideration. Municipal Software can take all sources of digital data the City may have, including your assessment or property -based data, any historical data in digital format, as well as any digital mapping, and convert it or link it to CityView. CityView is ODBC (Open Database Connectivity) compliant and could interface with another database that is also ODBC compliant, or, property -based data could be converted into CityView. Municipal SgmrareCotporatiwa 16 Apii123, 2009 Pave City of Huntington Beach : City -Wide Permit System Se�iion 7 :IMPLEMENTATION METHOD and;'CflSTS In order to set expectations we have provided an estimated cost for data conversion. The amount estimated is subject to change once the actual data has been reviewed. More information will be required before a concise quote on data conversion needs can be determined. The City of Huntington Beach's conversion needs are defined during the Initial On -Site visit where as the data to be converted and cost is included in the Scope Document CityView's Data Exchange wizard allows for the importing of a number of different data formats to ensure that any data new and existing is captured for use in CityView 7.8 Training One of the most important aspects in the implementation of any software is the training. Recommended training in CityView, for your City, includes CityView Essentials, Application Training, as well as, Designer and Reporter, more advanced training in design and customization of forms and reports intended to empower the City's Staff with the skill -set required to evolve the system internally All of our training courses are priced at S1,000 per day and $200 per student. The number of training sessions for each course has been determined by assuming a classroom size for 10 students maximum. Based on the student numbers likely to require training in your City less the 10 Subject Matter Experts receiving training at project startup, the budget for training should be as follows. Ufurricipol Sofnrare Coiporatiorr ApA123,2001 Page 17 City of Huntington Beach City -Wide Permit System Section 7 : IMPLEMENTATION METHOD an&COSTS No. of i Course Duration ? Cost Students CityView Essentials 16 day(s) _ 88 �$33,600 - _ Custom Application 10 days(s) 98 $ , Total cost for this training, based on our recommendation of at least 88 students, is $63,200. Municipal Sofnivre Corporation Apri/23, 2001 Page 18 City of Huntington Beach • City -Wide Permit System Section 8 : DELIVERY AND IMPLEMENTATION SCHEDULE Once authorization to purchase the licensing has been received, Municipal Software will ship the software and begin the process of developing the prototype forms and scheduling the site visit. It has been the experience of Municipal Software that once the initial site visit has been set, development of the forms, the user review, training, and the ultimate launch of CityView can be accomplished within a period of approximately 8 weeks time. Milestone _ f � � Initial Training Initial Site Visit :.._._.___.... Scope Document ............. ...... ... _._._.____._.__... Prototype Forms y� User Review __--._..._........................ I Form Refinement Data Conversion User Training Purpose _ Subject Matter Experts _...._.._..__...__-__-.___..____....._........ _............ _. Data Collection Outline of Recommendation W Forms are Developed Subject Matter Experts Review _....._......._.........................._._..._....__....._..._.............. . Complete Form Revisions Property and History Data System Admin and Users SDays 2 Weeks .... _.............. __.._.......__..._....._ _......__-..-- 1 Week 3 Week Various components of the CityView delivery and installation can be scheduled as soon as the City's authorization to purchase is received. Ultimate completion relies upon the scope of the project defined during the initial site visit and outlined in the scope document. The input of the City's subject matter experts would be required during various phases of the implementation project. The first occasion would be during the initial site visit when the City's subject matter experts would be required to offer advise to the Municipal Software Project Manager to determine the ultimate scope of the project. The second occasion would be during the user -review when the Project Manager would require assistance in defining the City's definitive business process to be reflected by the prototyped forms and reports, and to complete the Change Control Document for revision purposes. Our experience indicates that it is best for the City to also appoint a Project Manager to coordinate staff activities during the duration of the implementation. Ilzrnicipa! Software Corporaiiorz April23, 2001 Page 19 Section 9 COST SUMMARY FOR BUDGETARY PURPOSES We would like the City of Huntington Beach to become a CityView client, and we understand the need to deal within budgetary realities. We have tried to include all costs the City might incur to implement CityView successfully. 9.1 Software and implementation Services Item Quantity ( I 1 Unit Cost Extended Price 1. Licensing 50 $1,990 $99,500 2. Annual Software Maintenance ' 50 $400 $20,000 3. Subject Matter Expert Training Essentials (2 days) 10 students $200 ea. $1,000 per diem $4,000 System Administrator (I day) 10 students $200 ea. $1,000 per diem $3,000 i Designer (1 day) 10 students $200 ea. $1,000 per diem $3,000 Reporter (I day) 10 students $200 ea. $1,000 per diem $3,000 4. Data Collection 5 days I $1,500 $7,600 �$ S. Scope Document 1 $ 2,500 2,500 Y 6. Prototype Forms -100 Forms 50 days -� $630 per diem $31,500* 7. User Review 5 days $1,500 $7,500 8. Form Refinement - 100 Forms 50 days $630 per diem $31,500* 9. Data Conversion - Estimate 8 days $630 per diem $5,040** 10. User Training (Maximum class size -15 i Essentials (2 days) 88 students $200 ea. $1,000 per diem I $19,600 Application Training (2 days) 98 students $200 ea. $1,000 per diem $21,600 Designer (l days) 2 students $200 ea. $1,000 per diem ( $1,400 Reporter (1 days) 2 students ! $200 ea. $1,000 per diem $1,400 --��-- TOTAL BUDGET:$263,440*** *Based on estimate of 100 forms — actual number determined upon site review. **Amount is an estimate only — subject to change once the actual data has been reviewed. * * * Travel expenses are not included. 9.2 Expenses Most data conversion and customization work can be performed from our offices in Victoria using couriers, fax, and the Internet (E-mailed attachments). All site visits for data collection, training and project management will have costs including travel, meals and accommodation billed at cost upon return. A budget should be established for travel expenses. r City of Huntington Beach • City -Guide Permit System Section 9 : COST, 'SUMMARY training and project management will have costs including travel, meals and accommodation billed at cost upon return. A budget should be established for travel expenses. litneicipa7Sofnvare Corporation April23, 2001 Page 21 City of Huntington Beach City-Tflide Permit System Section 9 : G;OST SUMMARY; 9.3 Financing Municipal Software does offer a financing option in order to accommodate some of the budgetary constraints that local governments face. Sometimes it is easier for a City to purchase CityView and our services using operating funds instead of capital funds. If the City opted for financing the fee, based on a total of $340,950, would work out to approximately $110.38/ month'/ license for a tern of 36 months. Of course, this number will vary upon the actual dollar value of the contract, when the contract is executed and a finalized term. 'Wimicipat 50,61vare Coe'Toratirni April23, 2001 Page .22 City of Huntington Beach Ciry Wide Permit System ,Seat3on 101.0.:REFERENCES City & County of Denver Marshall Vanderburg 1437 Bannock Street, Room 379 (720) 865-2967 Denver, CO Population 500,000 Project Description: PW permitting, Neighbourhood Inspections Services (Citizen Requests), Contractor Licensing, Building Permits Fraser Valley Regional District Shannon Sigurdson 8430 Cessna Drive (604) 702-5012 Chilliwack, BC Population 75,000 Fire and Dispatch, Planning, Building, PW, GIS City of Commerce City Maria Gonzalez 5291 East 60th Ave (303) 289-3725 Commerce City, CO Population 17,100 Building Permits and Licensing Town of Canton Chris Laskey 801 Washington Street (781) 821-5003 Canton, MA Population 20,000 Pennitting City of Chattanooga Jana Lowery City Hall, 3rd Floor (423) 757-4868 100 East I1`h Street Population 152,393 Chattanooga,TN Complaint Tracking llunici�ai Sofnrnre Corporzuion, April 23, 2001 Page 23' • City of Huntington Beach City Wide Permit System ..APPENaiX A Appendix A CityView Training Course Profiles lduninpalSofnrare Corporation Apri1.23, 2009 Page 24. i ,C1 jg, i4 R AUT0XfATIj\rG Si'STEXIS fir LOCAL G VErN_AIENTS Municipal Software Corporation presents a series of in-depth CityView Course programs. These comprehensive courses are designed to provide you with the required understanding and skill to increase your proficiency in using CityView productively . in the work environment Our objective is to meet your training requirements at aN levels. Courses range from hands on introduction for new users and non -technical managers, to more advanced and custom application training for key operators, system administrators and database developers. Our training course material is presented in a hands-on environment conduced at a location and schedule which is convenient for you. Training Courses at a glance: CityView Essentials System Administrator Application Training Designer Reporter Mapping Administrator Train -the -Trainer Custom On -Site Services For more information on course content, prices, and availability please contact our Sales Department. C� M_.. unici,alIs UI�r,Eli A RF 2nd Floor, 1623 McKenzie Ave Victoria, BC. Canada V8N 1A6 1-800-565-5647 or Tel: 250-475-6600 Fax: 250-475-6080 email: Sales agwuniciga/Software. com Essentials Training Course Outline COURSE DESCRIPTION: This course is intended as an introduction to CityView Forms, Reports and Mapping modules, providing you with a comprehensive overview of CityView's capabilities and functionality DURATION: 2 Days PRESENTATION: The course is instructor led and the format incorporates hands-on demonstrations and exercises. You'll receive a workbook that's yours to keep, complete with information and exercises covered in the 2 day course and a Certificate of Completion. WHO SHOULD ATTEND? It is highly recommended that all new users of the software complete this course. PREREQUISITES: Participants should be familiar with using Windows 95 and have a desire to learn CityView. OBJECTIVES: • The basics; logging on, screen components, using on-line help ® How to work with Binders, Sheets, Forms and Reports W Database Concepts and using the Database Explorer • Searching for data using the find operators and saving search criteria o How to perform quick queries using search operators • Working with data; editing and adding new records • Sorting and filtering data in forms and reports • Creating reports using the wizard and how to modify them in designer • How to use mapping to find properties, calculate areas, and perform distance searches from property boundaries. Many helpful tips and techniques to increase your efficiency in CityView. AGENDA: Day 1 A CityView Demonstration Basics;Commands; Binders The DataBase Explorer Searching for Data Sorting and Filtering Data Working with Data in Forms Day 2 Creating and Using Lists Report Components & Sections The Report Wizard and report types Modifying Reports in Designer Working with Sub -Sections Working with maps in CityView AT THE END OF THE COURSE participants will have a thorough understanding of CityView's capabilities, features and how to use CityView effectively. You will: be well versed in searching the database using the database explorer; be comfortable working with data in forms, modifying and adding new data records, using lookups, sorting and filtering data; know how to create lists and where to apply them; be able to create reports using the Report wizard and modify them in designer. And much, much more... U`i7E i0, T tnCO Fa t yc axd zu�4{ ,�s f m;�. Ytisa. At%TC mArwc SYsT&ws jur Lop i.L GOVEPmvEVTS CityView Designer will provide you with the skills to perform forms customization tasks ranging from making minor cosmetic or functional modifications to designing a complete form set for an entire department. You will see that creating professional looking forms in CityView is a snap and its fun. This course outline should be used to determine whether the course is appropriate for the student, based on current skills and technical training needs. - Technical information is provided on the intended audience, course prerequisites, objectives and topics covered. Training Courses at a glance: CityView Essentials System Administrator Application Training Designer Reporter Mapping Adrinistrator Train -the -Trainer Custom on -Site Services For more information on course content, prices, and availability please contact our Sales department. 2"d Floor, 1523 McKenzie Ave Victoria, BC, Canada V8N 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 Email: Sales(crWunicipalSoftware. corn Designer Training Course Outline COURSE DESCRIPTION: CityView Designer will provide individuals such as key operators, technicians, support persons and department managers with the advanced skills required to design forms and customize the CityView System. DURATION: 1 Day PRESENTATION: The course is instructor led and the format incorporates hands-on demonstrations and exercises. You'll receive a workbook that's yours to keep, complete with information and exercises covered in the course and a Certificate of Completion. WHO SHOULD ATTEND? CityView System Administrators and key operators who want to learn how to use Designer to customize forms and Reports in CityView. PREREQUISITES: Students should be familiar with basic Database concepts and Completion of CityView Essentials is required. OBJECTIVES: • How to Plan and define form criteria for your business processes e An Introduction to database design practices and standards • How to create Tables, Fields, Indexes and Relationships e Form elements, their properties and how to work with them • Using Form Header, Footer and Detail sections in your design • How to display multiple records using list boxes and subsections • Creating lookup tables for pick lists o Adding system information to forms; logos, date stamps, user id's • Event control and incorporating automation using expressions • Adding advanced functionality by using SQL in your expressions ,, How to create form templates to set element / form defaults c Many useful tips and techniques that you can apply to get the results you want quickly. AGENDA: o Determining your Form Requirements and Business Processes o Database Objects and their Properties a Database Design Standards and Rules o Form Elements and their Properties o Adding System Information to Forms a Event Control and Expressions o Creating Form Templates AT THE END OF THE COURSE participants will be aware of the general guidelines and considerations to effectively plan and design usable forms. They will: be able to customize existing forms and create new CityView forms using the Designer tools and drawing aids; know how to add design properties to form elements and objects; be able to use the database Explorers advanced features to create tables and fields and assign properties; have an understanding of and how to setup table relationships, Lookup tables and indexes; understand event control using expressions and write expressions to apply automation to forms. And much, much more.... yy d { i- ! Reporter I '5�(MINE '}jykTuiilf4"4.Y �vih'Is( Training Course Outline At, TomATI,VQ Sys-mws or.LOCAL GLV�RN iF_1�1TS ( COURSE DESCRIPTION: This course will provide students with the skills to design comprehensive reports. You will learn how to design CityView Reporter has you creating professional looking reports from scratch to accommodate all your advanced reports that you will use on a ireporting requirements. You will be creating reports to compile daily basis from monthly permit reports to i statistics, analyze data, create "bring forward" lists, monthly activity compiling year-to-date statistics. Reporter ! reports, and mass mail out letters complete with mailing labels. will give you the control to see what you want, the way you want to see it. You l will team that creating Reports using i DURATION: 1 Day Designer is a snap as -you are guided through selecting fields and records, using PRESENTATION: The course is instructor led and the format subsections, and how to son, format, and I incorporates hands-on demonstrations and exercises. You'll receive a group information to fine tune your report ! workbook that's yours to keep, complete with information and exercises to suit your needs j covered in the course and a Certificate of Completion. This course outline should be used to determine whether the course is WHO SHOULD ATTEND? CityView System Administrators and key appropriate for the student, based on i operators who want to learn how to design advanced reports in current skills and technical training needs. CityView. - Technical information is provided on the I PREREQUISITES: Completion of CityView Essentials is required. intended audience, course prerequisites, objectives and topics covered. ; Completion of CityView Designer is recommended. Training Courses at a glance. OBJECTIVES: CityView Essentials ° Forms and Reports; similarities and differences System Administrator ° Planning and defining report criteria Application Training a Report elements and how to work with them Designer i a Report sections and their functionality in reports Reporter Mapping Administrator , °The components and properties of Subsections Train -the -Trainer ; a How to display multiple records, group and sort data using Subsections Custom On -Site Services ° Working with the Expression Builder to write expressions 1 ° Adding system information to reports; logos, date stamps, user ID's How to summarize data using aggregate fields For more information on course content, a How to display lookup descriptions and apply data masking prices, and availability please contact our ia How to create report templates to set element / report defaults Sales Department. i { AGENDA: Overview of CityView Reports Creating Reports i < Modifying Element Properties n Specialty Reports o Using Expressions in Reports o Adding System Information to a Report ^Enhancing Reports Mlu`ni�� Creating Report Templates so1'r rVakr•. AT THE END OF THE COURSE participants will have complete design 2" Flog, 1623 McKenzie Ave control to create perfect reports. They will: be able to add logos, Victoria, BC. Canada V$N 1A6 change fonts and colors, add new fields and objects to their reports; 1-800-665-5647 or Tel: 250-475-6600 understand subsections and how to apply them to group and display Fax: 250-475-6080 multiple records and consolidate data; know how to incorporate running Email: SaieS(d)MutliCipalSOftUvare.COm totals, counts and system information into reports; understand the use of expressions in reports and how to write them. And much, much more..... IN 50 ��0��@�'mN�k Administrator 0��N��0�P0°�N0N�� �����N0N0N00��;�0��N.m�'w Mapping ° = �� Training Course Outline A[/nmm77>c S3,-s7-_Pms � [K��l 8DkiE�/TS '' _ COURSE DESCRIPTION: This in-depth course provides the student with the knowledge and oNUo required to manage the ChYViaw mapping Mapping Administrator provides you with environment for your department or organization. Participants will learn the skills and u,c»n/q«no needed to how to bring mapping information into CityViow' link it to the database mo»o9a and maintain your maps � and use the tools tomanage the 'information as it changes. DtyNiew^ You will boable mimport any maps using D)F o,DLGindustry standard DURATION: 1 Day formats and link them to you, CityWe', forms. PRESENTATION: The course is instructor led and the format iohands-on training using your C�yViavvenv|ronnment. Ypu'Ureceive ainforrno�pn This course outline should be unmf un booklet that's yours to keep, complete with information and e:ero(moo m«tem'me whwu*a' the course is in the 1 day course and o Certificate of Completion. appropriate for the student, based on covered current skills and technical training needs. WHO SHOULD ATTEND? Those who will be responsible for importing - Technical information is provided on the and monoQ|nQ mapping data in CbyViavv. This course is strongly intended audience, course prerequisites, recommended to all CityVievv clients -that will be incorporating their objectives and topics covered. digital mapping data into CityViev». PREREQUISITES: Students should be comfortable working with7����C»«mu�a�«am�c»� CityNiewfs»o»tia<o computers and have a working knowledge of Windows 95 or NT System Administrator operating systems. Completion of CityVlewEssentials im.requinad. Application Training Experience with mapping applications would be beneficial. Designer _ Reporter OBJECTIVES: Mapping Administrator" Understanding C|tyV|ovvmapping objects and terminology Train -the- Trainer � Hnxv to use the Mapping Explorer to cnaota and manage mapping Custom On -Site Services Overlays, Layers, Compositions and Views ° Applying security to mapping data in CityVievv For more information on course content, " Using tools to set scales, layer information and set the region size prices, and availability please contact our = How to create lists from mapping objects and how to apply them Sales Department. " How to graphically represent database information using Uoto " Importing and exporting your mapping data using D>{FM|oo " How to automate and manage mapping object links tothe database. ° Using the Cluster feature to link mapping objects to multiple records "Many helpful tips and techniques to easily manage your maps in CityVievv. AGENDA: " Mapping Definitions ^ The Mapping Explorer � . VVorNngVVithN1appingObjects M ������ ° �WappingEnvimnmwntToo<o K�����m�ss�s' UUUU �� K'H , Creating and Using Lists inyNepp}»Q O0[1'��Ax I'" Modifying Mapping Objects " Importing and Linking Mapping Data ,m 2 Floor, 1523McKenzie Ave Victoha, BC. Canada V8N 1A6 AT THE END OF THE COURSE participants will have a working 1-800-685-5847 o[Te|: 250-475-8600 understanding of the concopta, terminology and tools used to create and Fax: 250-475-6080 manage mapping data in CityView. They will: know how to import and email: | export data exchange files; be automatically and manually linking objects to records in the database; be creating |ayona using lists | mapping to graphically display data on maps; know how to assign properties and | security tomapping objects. And much' much more ... C1 Lar IS A u7z)Ar19.fi" 7,\rc S i'STafS hrL,OC=tL GOVERNMENTS 0 System Administrator Training Course Outline COURSE DESCRIPTION: This in-depth course provides the foundation i for supporting CityView, and helps the student gain the knowledge and CityView System Administrator provides skills needed to administer and maintain the system. you with the skills and techniques needed to deploy and administer CityView within ! DURATION• 1 Day ' your department or organization. , PRESENTATION: The course is instructor led and the format is hands-on This course outline should be used to I I training using your CityView environment. You'll receive a information determine whether the course is ; booklet that's yours to keep, complete with information covered in the 1 appropriate for the student, based on day course and a Certificate of Completion. current skills and technical training needs. - Technical information is provided on the WHO SHOULD ATTEND? Those who will be responsible for installing, intended audience, course prerequisites, configuring, maintaining and troubleshooting CityView Software. This objectives and topics covered. i course is strongly recommended to all new CityView Clients as part of the implementation phase. Training Courses at a glance. i PREREQUISITES: Students should be comfortable working with CityView Essentials ! computers and have a working knowledge of Windows 95 or NT System Administrator Application Training i I operating systems. Completion of CityView Essentials is required. Designer Reporter i OBJECTIVES: Mapping Administrator , a CityView Software and database file structure Train -the -Trainer ` ■installing the software on the Server and, setting up workstations Custom On -Sire Services I = Understanding system files and how they are configured i m How software updates are applied For more information on course content, ° Application configuration; setting and editing default options prices, and availability please contact our j ° How to monitor the system usage, licenses in use and use lock -out Sales Department. ! o What are Security objects, access rights and how they work Creating Groups and users; assigning membership . w Assigning permissions to groups, users, tables and fields e Allowing and Restricting commands for users and groups a Configuring system default folders and user default folders o Using the Data Exchange Wizard to import and export data n Many helpful tips and techniques to increase your efficiency in CityView. AGENDA: o Software installation - e CityView System Administration Tools Security - Optimizing the System ��� �� Data Exchange What to do if..... S g 1 �F'4 i' = Advanced Database Explorer "d 2 Floor, 1623 McKenzie Ave AT THE END OF THE COURSE participants will be able to create and Victoria, BC. Canada VSN 1A6 manage user and group accounts; manage file systems; setup and -$00-665-5647 or Tel: 250-475-6600 maintain the security environment; configure system and user options. FaX: 250-475-6080 Apply software updates and setup exchange specification files for data email: Sates(a�NlunicipalSoftware.com import and export. The administrator will have a comprehensive understanding of the advanced features of the Database Explorer and the essential components of the system. 0 e f F s. ��, FM Kt at¢r At TOMATXG SYSTEEA,[S tor.LL)C.AL GOVERNMENTS Train -the -Trainer Training Course Outline COURSE DESCRIPTION: CityView Train -the -Trainer Program is a hands on course directed to train you on how to conduct a training course for CityView Train -the -Trainer Program will CityView Essentials from setting up the environment, using the lesson enable you to have on staff your very own j plans, course preparation and presentation. Completion of this program qualified CityView Trainer to present qualifies your trainer to conduct the CityView Essentials course using CityView Essentials training to members in the CityView "Training Kit". your organization at your convenience and at less the cost. DURATION: 1 Day This course outline should be used to PRESENTATION: The course is instructor led and the format determine whether the course is incorporates hands-on demonstrations and exercises. You'll receive a appropriate for the student, based on ! workbook that's yours to keep, complete with information and exercises current skills and technical training needs. ! ! covered in the course and a Certificate of Completion. - Technical information is provided on the intended audience, course prerequisites, ! WHO SHOULD ATTEND? Persons that display an interest and the ability objectives and topics converted. to train members in your organization on how to use the CityView ! software application. Individuals that have successfully completed this Training Courses at a glance: program are Application Support Personnel, CityView System City View Essentials y i Administrators and Subject Matter Experts. System Administrator Application Training ! Designer PREREQUISITES: Students should be comfortable working with Reporter computers and have a working knowledge of Windows 95 or NT Mapping Administrator ! operating systems. Completion of CityView Essentials is required and a Train -the -Trainer , desire to teach others how to use software is recommended. Custom On -Site Services OBJECTIVES: For more information on course content, ° To develop basic knowledge and skills required to facilitate CityView prices, and availability please contact our Essentials training programs Sales Department. ! u Establishing a positive and motivating learning environment a How to use instructional techniques that ensure efficient learning a Using effective communication techniques Ia How to Prepare for the course — from software installation to " ; presenting course material ! AGENDA: ° Planning the class Setting up the classroom ..... the class *Conducting M, ii� ° Presenting a CityView demonstration paA 1i ° Conducting the class R ° Section notes — tips and techniques Providing assistance during the exercises 2nd Floor, 1623 McKenzie Ave °Wrapping up Victoria, BC. Canada V8N 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 AT THE END OF THE COURSE participants will be qualified to train members in their organization in CityView Essentials. They will be Email: Sales a(7Munici;oalSofrware. corm comfortable working with the training environment from setting up the classroom to presenting the material and assisting the students during the exercises. ® 1 IN • C1ems' 26Y At,T0XfA77rVC S S T E'A-fS jorLOCAL GOVERNIiflNTS Municipal Software Corporation presents a series of in-depth CityView Course programs. These comprehensive courses are designed to provide you with the required understanding and skills to increase your proficiency in using CityView productively in the work environment Our objective is to meet your training requirements at all levels. Courses range from hands on introduction for new users and non -technical managers, to more advanced and custom application training for key operators, system administrators and database developers. Our training course material is presented in a hands-on environment conduced at a location and schedule which is convenient for you. Training Courses at a glance: CityView Essentials System Administrator Application Training Designer Reporter Mapping Administrator Train -the -Trainer Custom On -Site Services For more information on course content, prices, and availability please contact our Sales Department. 2"a Floor, 1623 McKenzie Ave Victoria, 8C. Canada V8N 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 Email: Sales 5WunicipalSoffware. com 11 Specialty Programs Training Program Outlines 5 DESCRIPTION: Application -training is conducted using your customized forms, reports and data using your business practices. CityView application training will provide individuals such as key operators, technicians, support persons and department managers with the necessary skill to utilize your customized CityView environment to carry out daily business which could range from issuing Building Permits to recording inspection results. DURATION: 1 Full Day Minimum PRESENTATION: The course is instructor led and the format incorporates hands-on demonstrations and exercises using your customized environment. You will be trained on how to use CityView as a tool designed to automate your daily business practices. WHO SHOULD ATTEND? Key personal, end users, department managers, programmers and CityView System Administrators. PREREQUISITES: Completion of CityView Essentials is required. OBJECTIVES: • Introduction to all your customized forms and the binders that house them • Provide an overview of your database using Database Explorer • Following standard business practices learn how to find records, and add or modify data using your customized forms • Review automation functionality and data verification incorporated into your system to increase efficiency Creating lists using your data and applying them to an application that meets your business needs © How to produce simple reports to display your data using the report wizard If applicable, overview of your maps in CityView and using mapping objects to locate property information in your database DESCRIPTION: Customized services can address such topics as importing data and database management; importing and exporting CityView maps; map maintenance; linking database records and graphic objects; advanced systems administration; expression building; advanced forms design just to name a few. DURATION: 1 Full Day Minimum AGENDA: Provided by you PRESENTATION: These programs are presented in a free form format providing hands on training sessions designed to meet your specific needs. The agenda is designed for you by you, focusing on the specific areas or topics you want to address. These programs can be tailored to individual or group sessions, provided on your site or ours. WHO SHOULD ATTEND? Key personal, end users, department managers, programmers and CityView System Administrators. City of Huntington Beach CityWide Permit System APP;EhIDiX. 8 . Appendix B lfunicipal Sofnrare Cotporaiiolz April 23, .2001 Page 25 0 ESCROW AGREEMENT To: Jones Emery Hargreaves Swan To: Each Declarant (as defined hereunder) Barristers and Solicitors Suite 1212 - 1175 Douglas Street Victoria, B.C. V8W 2E1 Municipal Software Corporation acknowledges that each licensee under the terms of a valid, current Municipal Software Corporation Software License and Support Agreement which is not in default (the "Declarant") is a beneficiary under this Escrow Agreement and entitled to enforce legal rights and remedies hereunder. 1. Upon receipt by Jones Emery Hargreaves Swan of a Statutory Declaration from the Declarant or an authorized officer of the Declarant containing the following provisions: (a) The Declarant is a party to a Municipal Software Corporation Software License and Support Agreement and the Declarant is not in default under the terms of the agreement; (b) The Declarant has requested in writing performance of the Software License and Support Agreement by Municipal Software Corporation; (c) Municipal Software Corporation has not responded in writing to the Declarant within 30 days from the date of the written request of the Declarant, with a response which did not reasonably include an identification of the problem, the timetable for resolution, and the proposed scope of the work required to resolve the problem; (d) Notice of the intention of the Declarant to exercise the provisions of this Escrow Agreement has been served upon Municipal Software Corporation not less than 14 days prior to the date of execution of the Statutory Declaration; (e) The Declarant undertakes to copy the program source code, the subject of the Escrow Agreement, and to return the original to Jones Emery Hargreaves Swan and to use the program source code only for the purposes of supporting and maintaining its Municipal Software Corporation software program for its own internal corporate purposes; Jones Emery Hargreaves Swan shall release to the Declarant the program source code as deposited by Municipal Software Corporation in a sealed envelope with Jones Emery Hargreaves Swan pursuant to this Escrow Agreement; 2. Municipal Software Corporation shall, during the term of this agreement, submit revised copies of the source code in a sealed envelope together with a list of current approved declarants entitled to receive the same subject to the conditions in (1) above. Such revisions shall be accompanied by a certificate from Municipal Software Corporation stating that: (a) The contents of the escrowed materials are complete and would be understandable and useable by a reasonably knowledgeable computer programmer. (b) The contents accurately reflect the most current version of the licensed programs by the Licensee. CJ Ll -2- (c) The contents incorporate all changes made to the licensed programs or the source material from the previous time the escrowed materials were delivered to Jones Emery Hargreaves Swan under this agreement. (d) The contents contain a separate CD or diskette that contains the CityVietiv License Key Generator Program with instructions for use, and, (e) The contents contain no passwords, or other device that would prevent or prohibit the use of the escrowed materials at any time. 3. Municipal Software Corporation will ensure that revised copies of the source code will be placed with Jones Emery Hargreaves Swan within thirty (30) days after the public release of a licensed program or a licensed program update. 4. Jones Emery Hargreaves Swan shall, upon receiving such a certificate from Municipal Software Corporation, notify each of the declarants mentioned in (2) above, by mail of such receipt. 5. It is understood that the duties of Jones Emery Hargreaves Swan, as escrow holder are limited to those expressly set forth herein and, in addition to the carrying out of escrow instructions, are limited to taking reasonable care of the subject matter of this agreement. Jones Emery Hargreaves Swan make no representations or guarantee as to the escrow materials and shall not be obligated to inquire into the accuracy or completeness of the escrow materials or any declaration made hereunder. In the event that proceedings in a court of law arise in relation to the subject matter of this Escrow Agreement, Jones Emery Hargreaves Swan shall not be obligated to defend or enter an appearance and shall only be obligated to participate after the Declarant and Municipal Software Corporation have placed sufficient security for Jones Emery Hargreaves Swan's costs of such proceedings. 6. This agreement shall terminate ten (10) years from the date hereof, unless renewed by mutual written agreement. Jones Emery Hargreaves Swan may resign as escrow agent hereunder upon another party accepting the duties and obligations of escrow agent or upon providing the Declarant and Municipal Software Corporation with sixty (60) days advance written notice. DATED at the City of Victoria. in the Province of British Columbia, this 7- day of �' , 2001. 7 INIU`ICIPAL SOFTWARE CORPORATION Hobert E, Bennett, President The terms of this agreement are hereby accepted by the firm of Jones Emery Hargreaves Swvan Per: Patrick: . Trela_1v 0 0 Citywide Permit System Software Consultant Dist Muncipal Software C/o Ian Carmichael 1623 McKenzie Avenue 2nd Floor Victoria, British Columbia V8N 1A6 Canada Accela, Inc. C/o Larry Pruitt 1731 West Walnut Avenue Visalia, CA (250) 475-6600 (559) 799-7114 Tidemark Solutions (now Accela) (949) 466-5435 C/o Mark Monson 43 Hunter Irvine, CA 92620 0 0 ATTACHMENT 6 Citywide Permit System Project Specifications April, 2001 Buildina &Safety ':BUILDING FERMITS:GENERAL;:INFORMATION` , Creation, inquiry, update & copy functions for Building, Plumbing, Mechanical, Electrical, Pool & Fire Permits (see Exhibit 1) Cash receipting, generate unique receipt number for each transaction Automatic Permit expiration Automatic Aging of permits Transfer of info. To letter as for inactive status Ability to cancel, void, expire permits manually Letters of Notices; on no activity 6 month 10 month Permit Expiration (1st, 2nd, 3rd,Notices) recording with County Clerk, uncompleted project Reports: Monthly Permit Report, 6,P,M,E,valuation, plan check, inspections (livable) sq. & garage separate) Assessor Report, electronically Holds to appear automatically by responsible person All Fees-abilitv to have fee increase and not alter past permits Automatic numbering system for all cases that are non -OTC (over the counter) Record creation, inquiry & update Track coordination w/other departments (Exhibit 2) Conditions Approvals Plan pick up Resubmittals Project conditions entered during plan review: Cash receipting, generate unique receipt number for each transaction Automation of project holds Ability to change process flow Automatic notification of over -age plan checks Validate Engineer/Architect licenses and record update through State consumer affair data base Plan Check "Paid" must lock for P,M, and E, must have "Adjust" function Security Check for unscheduled inspections and Check for Holds Generate a Plan Check Expiration Notice and Report Create a monthly summary report that totals by plan check for P, M, & E plan checks Create report for Plan Check Work Load, by individual Create report for Plan Check Status Report, by individual Create report for Plan Check by Re -Submittal Date Sanitation District Fees - Change of Use Recalculate Fee GACity Permits\Permit SystemPermitRR-Modified Buildina &Safety INSPECTIONS Auto create inspection record Track Inspection History, status, holds, completion, release (see Exhibit 3) Inspection scheduling, cut off & update Security Check for unscheduled inspections/Check for Holds Only allow Building Final to be scheduled AFTER final P,M,E, Inspection assignment by area or manually by supervisor Interaction with IVR system (scantron system or handhelds) AM/PM sched. Connection with Electronic field terminals, import/export data Ad hoc reporting capability Inquiry by owner name, tract name or address range Report: By area, RD, inspector, time spent, by date range Report: by inspector, by date range Print Job Card GACity PermitsTermit SystemTermitRFI-Modified • • Who is Builder? (Drop: Contractor/Owner) Is Builder Self -Insured? Y/N Is Builder Non -Employer? Y/N Property Owner Info: Name (Auto)/Manual over-ride/Address/Phone/Email Contractor Info:. Name, Address, Phone/Email Verify Current Business License (auto)/hold/Pay for New Verify State License/Classes (multiples) Architect/Engineer Info: Name, Address, Phone/Email Contact Info: Name, Phone, Pager, Other, Email Tenant Info: DBA, Owner Name, Address, Phone, Pager, Other,Email Work Description: New Building? Y/N Bldg Use Type: (Drop MFD, SFR, COM, IND, & Others) Construction Type: (Drop, based on Use Type) Plan Check Type: (Drop -OTC, Overnite, Reduced) note: Overnite/ Reduce require Plan Ck Plan Check Information: Plan Check # Plan Check Amount $ Final Plan Check Approved: y/n BY Whom (refer to Plan Check Info for details) Paid? Y/N END OF STANDARD INFORMATION GACity PermitsTermit System\PermitRFI-Modified Buildina & Safety EXHIBIT 1 `.Building:Piarrtiit Casei(additional to Standard Irjf iiii tion) Continued, , Type of Construction (Drop) (mandatory for C,I, TI, N, Additions) Occupancy Group (Drop) Occupancy Load (mandatory @ issue for C, I, TI, N, Additions) Census Code (Drop) Square Ft -Existing: & Square Ft -New (Drop: Type, Amt) multiples Public Building: y/n (Default n) # Bedrooms- Existing / # Bedrooms New # Families # Stories Water Usage (Drop) (Low, Avg, High) Valuation New & Valuation Revised # Parking Spaces Fees Calculation: Inspection Fee Reproduction Charge Penalty Charge Misc/Itemize (drop) Issuance Fee Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Print Inspection Card EXHIBIT 1 ,;Plumf;ing.Gase.(additionaFao,tta idbt.d1r fb" ion) Continued Linked to Building Permit: y/n # Fee Calculation: Multiple Fee Items (Drop)/ and Quantity for each i.e Water Closet, Bath Tub, Lavatory, Gas Piping System, Water Heater, Urinal, Washing Machine, Water Distribution, Roof Drain, Gas Meter, Private Sewer, Building Sewer, Shower, Kitchen, Sink/Disp, Gas Piping High, Dishwasher, Sprinker, Water Softener, Water DisvAnti-Siphon, Floor Sink/Drain, lntercept/Greasetrap. Misc. Fee Items (Drop) Reproduction Charge Penalty Charge Issuance Fee Inspection Fee Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Plan Check (if Not OTC) Plan Check Detail Re -submittal Info GACity Permits\Permit SystemTermitRFI-Modified Buildina & Safety EXHIBIT 1 ,:;Mechanical Case (additional;ao,Standard'lnfoririation), ;;Continued Linked to Building Permit: y/n # Fee Calculation: Multiple Fee Items (Drop)/ and Quantity for each: Furnaces/Ducts, Appliance Vent, HVAC Duct, Boder/Compress, Evaporative Cooler, Vent Fan or System, Gas Piping, Appliance, Fire/Smoke damper, etc. Misc. Fee Items (Drop) Reproduction Charge Penalty Charge Issuance Fee Inspection Fee Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Plan Check (if Not OTC) Plan Check Detail Re -submittal Info 'EXHIBIT," ,:Electrical Case;(additional to,'Standard Infocmafioh) ;;, „ Continiieci _..., .. Linked to Building Permit: y/n # New Residential y/n, If y, provide sq footage including attached garages & additions Fee Calculation: Multiple Fee Items (Drop)/ and Quantity for each. - Fixtures, Switches, Outlets, Garbage Disp, Compactor, Range, Dishwasher, Water Heater, Furnace, Oven, Washeer, A/C, Heater, Dryer, Water Softener, Microwave, Vacuum System, Garage Door Opener, Over Hood/Fan, Time Clock, Pole Light, Fuse, Temp Construction Pole, Meter, Sign(s), Sub -Panel, Generators, Misc...... Misc. Fee Items (Drop) Reproduction Charge Penalty Charge Issuance Fee Inspection Fee . Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Plan Check (if Not OTC) Plan Check Detail Re -submittal Info G1City Permits\Permit System\PermitRFI-Modified uildina & Safety EXHIBIT 1:` Sviiimmmg Pooi:Case (additionaLto;Standard Information)'. Continued >; Linked to Building Permit: y/n # Linked to Electrical Permit: y/n # Linked to Plumbing Permit: y/n # Coastal Permit: y/n Census Code (Drop) Pool Installation: y/n Pool Area: Spa Installation: y/n Spa Area: Above Ground: y/n Fee Calculation: Fee Code: Multiple Fee Items (Drop)/ and Quantity for each Fixtures, Outlets, Motors,, Switches, Time Clock, Sub -Panel, etc.... Misc. Fee Items (Drop) Reproduction Charge Penalty Charge Issuance Fee Inspection Fee Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Plan Check (if Not OTC) Plan Check Detail, Re -submittal Info GACity PermitsTermit SystemTermitRF1-Modified B u i I d i n a & Safety EXHIBIT 2: PIan,Check Approval Information Planning: Y/N Need detail of subset approvals, business rules, dates, names, comments holds (Park Fee, Disp Fee, Flood Cert, Cat Exclus, Record Map) Fire: Y/N Need detail of subset approvals, business rules, dates, names, comments, holds (Methane Barrier, Hazmet, Fire Final) Pub Work: Y/N Need detail of subset approvals, business rules, dates, names, comments, holds (Project #, Demolition, Line & Grade, Precise Grade, Landscape Final, Water Final, Sanitation Dist, Sewer/Storm Final, Traffic, PW Final) Building: Y/N Need detail of subset approvals, business rules, dates, names, comments, holds (Park & Rec, Flood Zone, Sanitation, Seismic, Building Final) Certi of Occupancy Required: Y/N )"Y/N" fields should allow No edits after Receipt issued - Need detail of subset approvals, rules, dates, names, etc Traffic Impact: Y/N )"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc School Impact: Y/N )"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc Library Impact: Y/N }"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc Sanitation: Y/N }"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc Fee Calculation: Penalty: Y/N Calculation: Comments: Fee Adjustment by Item/Amount Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Issued By EXHIBIT 3: Inspection Information Permit # / Permit Type/ Related Permits Requested Date Requested Time: AM/PM Requested Inspection Type (Drop) or Automatic from IVR Comments Inspector Inspection Completed Type (Drop) Status/Correction Code/Code Reference (Drop) Hold Framing Inspection if "Flood Cert" required (auto) Utility Release: Email or Automatically Generate Notice to Building & Letters to Gas and Edison Utility Release Comments Data/Time Completed Minutes on Job GACity Permits\Permit System\PermitRFI-Modified Buildina & Safety ;;EXHIBIT 4 ;Ceitificate of�Occupancy. Auto Create if Building Permit is Commercial, or is a Tenant Improvement Auto Reporting District Auto Plan Check # Auto Building Permit # Address/Email Applied Date (today?) Business Name Business Type Occupation Group (Drop) Location Address Owner Name/Address/Phone Proposed Use (Drop) New Building, Exisitng Building, Change Owner, Change Use to ??, Change Occupant, Add Occupant Former Use Square Ft Revised # Stories Zoning (auto) Occupancy Group (Drop) Multiples Occupancy Load (Multiples Allowed) Health App by Administrative Action/Entlement Plan Approval: Y/N; Date Utility Release: Y/N; Date Fee Calculation Re -Inspection Fee/Re-Calculate/Adjust Balance Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Retain History for previous uses GACity Permits\Permit System\PermitRFI-Modified Plannina coal•=2 ���oac��nf>��� Hx � � � x .����, � �� � � � � � � � � �� Date Received Complainant Name, Address, City, Zip, Phone, Email Type of Complaint (drop down list with "other"/description) - Link to Code Sections & $ Bail Schedule If Mobile Vendor Complaint, need Vehicle Lic #, DBA Name, Address Comment/Notes re: Complaint Priority (1,2,3) Violation Location ALERT FROM: FIRE OR PID APN & Legal Owner Name, Address & Phone Utility Billing Responsible Party -info Reporting District (automatic by address) Housing Survey Status Officer Assigned (automatic by Reporting District) Received by/Originator Case # (automatically assigned) Field Input: Inspection Date/Comment/Billable Hours (Multiples) Notice Printed?/Compliance Date/Reinspection Date (Multiples) Ability to add manual Reinspection Fee Citation Issued?/Date Hearing Date (45 days from Citation Date + following Wednesday) Case Status Referral to other Dept. Add: Photo to file Inspecttor Close Assigned to Attorney: Attorney Assigned/Date Attorney Disposition Attorney Sign Off/Date Planning ,�.+..,-- ,y <.`4oL:.,>. 5 f" "fi. •°r'..�. s,ea ,z. ., .. .. ., :.ate e �2 _.v. �a2.w,..e.,,, Reports: # Cases Received/Month/Type # Violations Received/Month/Type # Cases Closed/Month/Officer # Citations Issued/Month/Officer Fee/Month/Type # Inspections/Month/Officer # Cases Sent to Attorney/Month # Cases Attorney Sign Off/Month Planning .,.. .. .. _ .. F. _- _u,�i .�.. �4'°..., ph ie•. .... ..PROPERT�1( ©ATA.BASB•. x�.. .,�.. ��.. �• ,:��..�. � �-�. �.:� �a.::�'....... .�. ,,�����,�. •.�.:,�s.-. „^�s.�- 1• >�•= �::: '��'; xiea�;,�-,w�... _Y-=:..a 'sa`�-.;�3 xi,Re.�• �..�. a4"�.�. .+�.;,;$. saw._-=::Y.�'�v;' Creation, inquiry, & update (Auto property owner record update using Win2Data) (See Modified UDI) Verification of address -based entities using street guide Generate reports & mailing labels for multiple property owners information using a designated radius Creation, inquiry & upaate (uuery oy aaaress, AI-'N, I ractibIoctuLot, People) Link to Building Permits and COFO's Zone (drop) General Plan Info (drop) Tract/Block/Lot Info APN # Land Description & Code Information (from Win2Data but modified for our needs) Special Concerns - multiples Affordable Housing, Coastal Status, Flood Zone, Exempt, Certif, LOMR + following drop (Drop) Design Review Required, Redevelopment Info, Seismic, Historical, Oil, Methane, Noise, Archeological, Haz Waste (multiple) Specific Entitlements (drop for each = Case, Auto #, Submit Date, Request, Requestor, Staff Assigned) Address Assign, Address Change, Animal Permit, Appeal to PC, Appeal to CC, Cat Exclus Letter, CC&R Review, Earthquake, Cart of Compliance, Coastal Development, Cond Use Permit, Design Review, Development Agree, EIR, Entitle Plan Amend, Environ Assess, Extend Time, Final Parcel Map, Flood Plain Var, Gen Plan Amend, Initial Plan, Zone & Review, Ltd Sign Permit, Local Coastal Rev, Local Coastal Prog Amend, Planned Sign Program, Prelim Plan Review, Reverse to Acre, Sign Code Exception, Special Permit, Specific Plan Rev, Temp Sign Permit, Temp Sales Event Permit, Temp Use Permit, Tent Parcel Map, Tent Tract, Variance, Zoning Map Amend, Zoning Text Amendment, + ability to add additional not on list Detail of approvals for each of Entitlements: (Include routing, approval dates, specific conditions, condition expire date or "vest") Calculate fees based upon the above specific entitlements Penalty: Y/N Fee Adjustment/Item Total Fees Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Issued by Cash receipting, linked to revenue accounts Plannina Reports: Entitlements "approved" or "denied" w/related action, by PC,ZA, DRB,DIR (monthly & calendar year) Expired Entitlements by Address & Send Notification Letter to Applicant & Property Owner (prior to expire) Automatic Removal (add "vested")of Expire Date with the Completed & Approved Building Permit Inspection Listing of all properties in Floodplain annually by address and APN New construction in floodplain monthly and calendar year-end Coastal Zone Appeal (check with Susan for details) Letter to property owner and contractor following building permit issuance advising that Elevation Cert is required Creation, inquiry & update of Temporary Sign Permit Business Location Business Name Applicant Name Applicant Address/Phone/Email Previous Temp Sign Violation (last calendar year)? Y/N Violation Date Sign Install Date Dates Scheduled to Post: From/To/# Days (drop) multiples Diagram Scanned Fee Calculation: Penalty: Y/N Fee Adjustment Amount/Item Total Fee: Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Issued by Permit # (auto)/date (auto) Track history of permits issued by location; count cumulative days signs posted Report: Expired Permits by RD by location Report: Permits that have exceeded 90 days in calendar year, by RD, by location Public Works Pt1B .WORK �PERMIl" . _G NERAL.iNFO _.,.•�,_<.�_< �. , ...,r-�..;.�. ..-.,�;.:�< .. �; ��s... ��k�;z: raw: `Ability,;to'track°&morntor P,.ROJECT$�(5ee�',4ttae`fr'ment' ;�'� � � � fi,� E r , ' � � �� k ,_.,,..._,_.,.,-,.,...k.,...._.,a,„t.�.„,....w...,,..>r,..,. r.. >_,..., _-=az.�,.,. .<..w-. �._,,. ...,,..•..:a:�.....,,.,,1 �,.., ..,e ', i , ..,.. .n., a.. ,. �-.,., .. „o .. ww. . ..t xt y K. Conceptual Design Development review & Conditioning Plan Check Submittal & Review Permitting Inspection Schedule Monitor/Maintenance (Water Quality, Fire inspect) Independent Project Identifier, Universal to all depts. Project #, TT #, Tract #, APN#, RD# Date Persons Included: Owner, Address, Phone # (auto-populate)/Email Contractor, Address, Phone #, Email Contract License Active/Expire Date Insurance Active/Expire Date Sub -Contractor's), Address, Phone #, Email Business License Active/Expire Date Contract License Active/Expire Date Engineer(s),Type, Address, Phone #, Email Business License Active/Expire Date Contract License Active/Expire Date Fee Calculations & Penalty Assessments by Type Payment Receipt/Amount/Date/Pay Type/Balance Link to Other Agencies/depts for data verifications: State Contractors Lic. City Risk Management Insurance County Caltrans City Business License Fire City's GIS System Ability to Issue, Track, Update, the various Permits (see below) Public Wocks Emergency Contact/Phone # Location Qty/(if over 25,0OUcubic yards, requires Planning Approval) Erosion Control Plan Approvals by: Property Owner County, State, Federal, City Traffic/Haul Route Plan Submission Date/ Re -Submission Date OoibRaport?y/n/no RemedieUonReqd?y/n Dust Control: Std. Conditions (Lookup/Ch000n) Hours Allowed Approved by Issue Date Expiration _Permit`�� Emergency Contact/Phone # Location Qty/(if over 25.0OOcubic yards, requires Planning Approval) Erosion Control Plan Approvals by: Property Owner County, State, Federal, City Traffic/Haul Route, fire Plan Submission Date/ Re -Submission Date Soils Report? wh/na Dust Control: Std.Cpnditions (Lookup/Choose) Hours Allowed Approved by Issue Date Expiration Date Public Works adm Rou Permit # Emergency Contact/Phone # Location Plans Submit Date/ Re -Submission Date Plans Approve Date Qty Soils Report? y/n/na Remediation Required? Y/n Dust Control: Std. Conditions (Lookup/Choose) Hours Allowed Approvals: Traffic, Planning, Fire, Public Works Issue Date Expiration Date Gradlrag PreCi3@'%r'aa* A4 , Csl�� 4 Permit # Emergency Contact/Phone # Location Plans Submit Date/ Re -Submission Date Plans Approve Date Qty Soils Report? y/n/na Remediation Required? Y/n Dust Control: Std. Conditions (Lookup/Choose) Hours Allowed Approvals: Traffic, Planning, Fire, Public Works Line/Grade Issue Date Expiration Date av<v.n - .:.v , .':^,w.Fi?' r, s'i..•� a...,::- i' , "x:: . '<�. .,,w;.. .:'-3i`-`. ::t-,c.: /<a:y _ _ P^ - .0 a _ Gradm Encro chmen � - r� iN Permit # _ ... _,..._._. Location: Street A+# & Street B+#, Direction; or Address Specific Hourly Fee? y/n (Need to determine how to track this); If Not Hourly = Quantity Fee Categories (Lookup Items by Category), Add Quantity Total Fee or To Be Billed Later, if Hourly Traffic Control? Y/n If Yes, City Standards (Drop 1-25) with Special Notes If Yes, City Standards (Drop 1-25) with Special Notes Plan Submission Date/ Re -Submission Date Application Date Public Wor-kas Permit # Location: Street Nome Number Approvals (Y/N; Concept Approved byWhom; Final Approval hyWhom) by: Army Corps, Coastal, State Land, County, City Quantity Fee (Omp) avCategory, Choose Item, Qty Conditions: Notes Issue Date/ Expire oat Permit Cal Trans Requirement (John Von Ho|lemprovide this info) Fees: Single o,Annual Haul Route Description Insurance inForce (auto link) No Business License Requirement Date Received uyPlanning Persons Included: Owner Name, Address, Phone (auto populate) Contractor Name, Address, Phone # Business License Active/Expire Date (oum) Contract License Active/Expire Date (aux,) Insurance Active/Expire Date Ouu'Contn,mor(u)Name, Address, Phone # Business License Active/Expire Date (oum) Contract License Active/Expire Date (aum) Insurance Active/Expire Date Enoinr:r(s)Name, Type, Address, Phone # Business License Active/Expire Date (aum) Contract License Active/Expire Date (outo) Tract Map Review Process: 1otReview byVVhom8]o/a^Cummanto 2ndReview byvvhom8]oteKCommenta Approval Fee Calculations Appmva|u8]o$oo/CommentsbyPVV.Planning, County, Council ucenoe/FnonuNueAgreoment s000monto Improvement Plan Reviewed by: Whom Date, Comment, Re -submit Date, Approval Date for each o,the following: oexer, Water, Storm omm' Lonuonapo' Street Improvement, Street Lighting, Dry Utilities, Signals, nmffim Control Fee Calculations Rough Grading (see above) Precise Grading (see above) Bonds Include: Performance: $. Accept Date, Release Date Labor/Material: $ Accept Date, Release Date Monument� $ Accept Date, Release Date Guaranteed Warranty: $ Accept Date (Auto= Performance Release Date), Plan Release Date= 1 Yr, Actual Release Date Public Works R, 66 .0 All Public Works Inspections Require: Request Date Permit #, TT# or Tract #, Address Contractor Name, Phone, Email Inspector Name Inspection Type (as listed below by Permit Type) Required Inspection Types: Soils Report, NPDES, Final Optional Inspection Types: Erosion Control, SWPPP (only required if over I acre) Required Inspection Types: Line & Grade Cert, Line & Grade Sign Off, Final Note: Line & Grade Inspections need to be "linked" to Building Permits -0 Pis Required Inspection Types: 4 Grade Cent, Final Soils, As -Built Plans, Landscape, Water, Fees Paid '� Fi`nal & Other: Encroachment Permits Final Other Linked to Building Permits: Precise Grade Final, Public Works Final ihent,:ft, Traffic Control Dry Utilities: Final (Need to be able to track inspectors time for billing) Sewer Main: Pipeline, Manholes, Air Test, TV, Ball & Flush, Mandrefl (opt), Manholes Raised to Grade, Manholes Coated, Compaction Report/Slurry, AC Paving, Final Sewer Lateral: Saddle/Wye, Pipeline, Compaction Report/Slurry, AC Paving, Final Storm Drain: Pipeline, Joints Grouted, Structures (opt), TV, NPDES (opt), Manholes Raised to Grade (opt), Compaction Report/Slurry, AC Paving, Final Street Improvements: CurblGutter (opt), Cross Gutters (opt), Drive Approaches (Opt), Sidewalks (Opt), Handicap Ramps (opt), SubgradelABIBase AC, Curb/Gutter, Remove/Replace (opt), Curb Patching(opt), AC Cap (opt), Traffic Signs (opt) Striping/ Markings (opt), Final Street Lights: Conduit, Foundations, Poles, Conductors, Service Pedestals (opt) Traffic Signals: Conduit, Foundations, Poles, Conductors, Loops or Videos (chose one), Cabinet Controller, Service Pedestal, Final Bus Shelters: Structural, Electrical or Solar (choose one), Final Harbor/Docks: Final Obstruction: Final with notes Public Works - Need to be able to clone these from original submittal for each Lot# Required Inspections: Rough Grade: Required & Optional Line & Grade: Engineers Cell, Sign -Off Line & Grade (Linked to Building Permit) Sewer: Pipelines, Manholes Installed, Air Test, TV, Ball/Flush, Mandrell, Manholes Raised to Grade, Manholes Coated, Final Storm Drain: Pipelines, Joints Grouted, Structures, TV, NPDES, Manholds Raised to Grade, Final Water: Pipe, Fittings, Thrust Block, Air-Vac/Blow Offs, Hydrostatic Test, Health Test, Backilow, Valve Boxes Raised to Grade, Water Meter, Water Release, Final Dry Utilities: Edison, Telephone, Gas, CAN, Fiber Optic, Street Lighting, Handholes/vaults, Traffic Signals (opt), Final Street Improvements: Curb/Gutter, Cross Gutters, Drive Approaches, Sidewalks, Handicap Ramps, SubgradelABIBase AC, Curb/Gutter Removal/Replace, Curb Patch, AC Cap, Final Signs & Markings: Street Name Signs, Traffic Control Signs, Striping/Markings, Final Landscape: Lot Release, Common Landscape, Service Pedestal, Final Occupancy Release: Final Grade Cent, Final Release (Linked to Building Permit) Bond Release: As Built Plans, Final Soils, Fees Paid, Final Grade Cert, Final Walk-through, Monument Letter, Tract Final iCari;,generatesseahches by Fii-Kdi r w.6" f,' Owner/Developer Contractor Engineer/Architect Addresses Permit Number Assessor parcel # Tract # or Tentative Tract # Project # Entitlement # (CUP, tract#, Parcel#, etc.) Soil Report # Able to cross reference (scanned -in) drawings, all Maps, Reports, Soils reports, and existing files Fire �, �--- exe,01, x.ava:aze•'esa� .;rti:vr ,r.....�y„r•�.. .�_;-'M:,' -c- .+:. --n xOM, a . . , ....,a. u 3 .w,,'sifts ...Y,."r"i+,;,_ : ,w+j.:. vgy�.�.�..s�i`-SS,._'-i'-• _°r: . .. .., .. s e . t. ,.. _., •....'a i x- ..E "'•- Y:Y.,.•s'::•'v'; _ yx4..�'r- ,.X__._.0 3 C" `} r d T _ 'Y ; '�: , ...,. y:.. .R `t-v.:•:.s"dk•: X:34. •. ci 5, .� } . :.- PeKm� ,.. _- ts.= - ..� ... .r... . ...c s :.\,. m.�..t" ,�. •.:: a .,. ._�.'.*', ^�S;.l` .V ...,. � ", :i..,�':Y:"'r Y:>F. �5..a F. _. ,�;Z:, i":t`4 A.,v.,..T.e... .•.<.ivS`., ..4 uw a �• t� �sc x�vi � .-:Rtx::.,^:,x.._'r `i.��_�: �u''-�€e:�` a�,•.�`F*:; � .... Building Permit/Plan Check Review; track status of each component; track releases/holds/notes Check for Square Footage Requirements Plan Check to include Fire Hydrants Fire Alarm Permit;track call-outs;ability to invoice for false alarms Sprinkler System Permit; link to Building Permit; CofO; Hazardous Materials Permit; link to Business License; track chemical inventory; site plan; Emergency Plan and Occupancy Inspection Fields Oil Well Locations/RD# & FD#; Well Information(well type, vent, barrier, history); Tracking (link to Bus Lic) ; active/abandoned; ability to invoice/track fees . i+' "�� sues�,;; ,V•. 3'_. t.. '4�o'„a .S, '-,ifi nV l'i •,'.'.C'cr.a ,X+,a: »r",f,-. ,;� <:�.,,., ,. A'"� aF.E. +.`;•, ti:.4n,. '�`�' i :5 - ��..r,�.,.a,��''�:a�..�.�,.X�.....aM�...X,:a�,a.,a=.;�..x >.:�ra:�. :„��,�.�s�::� u.c2:�,x.:�--.:,:.:�:,_.s..�r:.�...-:r.��'...:�s,�-�aS,,��«.�.+...�•<.�a'��:v:aa:..�.����_�'�"�:.::�«,�-zf���'.�<<�`�<.::..«,.��;^:�:,3� CofO Inspection/Release; track status of each inspection component; schedule follow-up inspections; charge re -inspection fee Annual Fire Safety Inspection; track status of each component; schedule follow-up inspections; charge re -inspection fee Hazardous Materials Inspection; track materials; ability to attach photos; track releases/holds/notes Annual Fire Hydrant Maintenance Inspections; track dates of service; ID#; yP .:::,Y•:4^: ",,,: :•w,X.Ywrmw.,' ^V+, a:r-: ,:<..l,.w;x,vaxw..,:tax w.r.aae. .._.._ ,. .,... .., ,, ,'� , ».,,.... „v, ,, .:n .. .a'. ..,�,•a, .'2., ..r, ,::..,�., ...,. ._, , ,.�,. , :: �.ta-,. ,-a :�vs'�`r,:;;zi =tY',:',a� a.�w.::,s.,,:,sn::t� .�».ak.a �:. xr. ,r,...;; :;.,?�;•a.�v:,,a,..e<v,,.,,. --.gee. :'�.........�,�.,a x. ,K ,u:� Ott.+ . .� ��, �, fir- �;C°��•'<`:�`:i§' a �IPrint inspection reports at site on field units Prepare invoices, monthly reports, letters, violation notices and Citations. -"tik�,:"'+7cr;r�''y pan: ...y:w �k�."i�`,;":':;G3�'a �:..'aa:+ ;.,.sr. s '•��,, ...�.r;°s _..v�••. :xd?: ,, 5 d 4- 5,.-; ti4'S:s?�..'�'?E ',".,,a'a; ,6 '�S.c=---c°".«sra:,,s'✓,�..,w,,,,..,,.c..._z: .� ....-�« yr. s.. -,.k '� ,:„�,�i'.'e"'S'� ,fix. '�-r, ,. ?iki v; ..-�.., ;<"•,:�^ ., ! ��. a ems. . �;. v- .'^k'II'•.�:ID; ..•�y`'a,4°i, ,r 1.. v .:k: �ruivY. .., ..M, •"•ei��,Cv'�, .W ,-'rl".-°`R_ ...F.. ... z;,� r, ..� ,xa,;.:�3?•c, $:a 'o- ':�i`.}� .4,3t.. v:.�a`.<:�'�. ;�T"a,_3,: "�v -Er ..,.`.�.4.-.F"e '"y�'"�, �'�: �s '`.r '�F.'�:a., .r�`'7d�'�" t. .a., •.>sis�.a>`ia*�.,, .;`��..,2. �ti'"=f`, -4 �'.�<a,..:.saaa::...sw'sr:.:u t:,.r,'«,:,::�:...;ra:..,ea.r�a:vrw��il ���k.�....,..�+,d........«aa�a�:,'�';a«''"„�'-_��,*.�-�,.`i�`�`.,.:...».a'i'•3:ua'��"s��."*�^»�:'.n�"Mi.-`r.`�":�F.....�.'a�,:z�.•��M�'a'�'".�a��4.Ra;.,�s_sx:.sss:�,�c`�i::'am.a.'�..e��"�-_��"'��.:.w1ts,:?`.''a°er-��'s.�...�,:xaas?ts:W:�...w°,.v:.:^��1.�.;�u:;y�"��"`i„�+,`>..a*i_.�"'ix�>r�.�">'�-�2+£.�v.� Inspection history; Holds, Releases, Notes, Persons Generate violation notices City Treasurer Creation, inquiry, update on the below Business Name DBA Business Address/Suite # (link to Cof O:Valid y/n; link to CUP # & date) Reporting District (auto from address) Business Telephone #/Fax number/Extention/Mobile # Mailing Address (min 4 lines) with zip code + 4 Web Site address E-Mail address Business Description - text/comments area SIC (standard industry code) Licenses that require coordination (workflow) with other departments (Massage, Gun, Entertain, Alcohol, 2nd hand dealer, SOB, fortune teller) = Send to PD/date (No Fee Permits for Bingo, Towing Company, Special Events, insurance agents, banks) (Nail Salons) including # of stations/names of independent contractors Legal Owner of Business Professional License # Date Business Start in HB/Date closed/effective date/expiration date of license Account Status (Active/Inactive/Delinq/Pend) and comments section Emergency Contact: (multiples) Name Address Phone(s) Birthdate/Place Soc Sec # Eye Color Height/weight Calif DL # Vendor Deliveries: Y/N - possibly list, also list maintenance contracts (gardners, etc.) Contractor Lic # & Class Project Address Fed ID # State I D # City Treasurer Soc Sec # Owners or Officers (multiples) # Individuals Working: Full Time/Part time - with audit report of changes with time stamp # Vehicles Used: Under 1 Ton /Lic # (multiples) 1to 3 Ton / Lic # (multiples) Over 3 Ton / Lic # (multiples) Do You Collect Sales Tax Y/N If Yes, Resale # - link to State Board of Equalization Taxable Revenue amount OC Health Dept Permit # - Link to Health Department Burglar Alarm System Y/N Permit # / Possible link to Police # Rental Units/Date of Purchase # Rental Equipment: Passenger Autos Trucks Trailers (2 whl) Trailers (4 whl) # Coin Operated Machines: Music Vending (soda/snack/candy, etc) Service Amusement (game/photo/pool table, etc) Vending Company Names/Address (multiples) Comments: (multiple) Mobile Vendors: (attachment for photo Product Sold Location Vehicle Parked Overnight Vehicle Make/Model/Yr/Color/Serial Registered Owner/Address/Phone Description/Logo/Photo Previous License Y/N; City/Date Previously Revoked YIN/ Yr/Reason Names Liability Insurance Calculate Taxes and delinquent fees/post to General Ledger revenue accounts and link to cashiering system Paid Date/Receipt #/Check # /Credit Card Payment/Card#/Transaction Code/Change Status City Treasurer Ability to refund overpayment with security 10% Penalty for unpaid license/each month up to 100% Business License Issue Date/Business License Number (next numbering)/Renewal Month Home Occupation Permit Reports: Daily List of all corrections made to business license (listed as input) Daily List of all new business license (listed as created) Daily list of all renewals paid (alphabetically) Daily list of delinquent accounts that have been paid or closed. Monthly List of all active businesses located in HB by street address. Monthly list of all active business (alpha) Monthly list of new businesses (alpha) Monthly list of closed businesses (alpha) Monthly list of paid renewals showing expiration date (alpha) Monthly list of paid renewals showing payment date (alpha) Statistics of active accounts, new accts, delinquent accts, closed accts, renewals sent, and revenue associated with each of these Monthly list of new accounts include phone #'s (alpha) Monthly list of 90 day delinquent accts (alpha) Monthly list of new accounts showing # per type code Monthly list of inactive accts showing # per type code Compare to HDL Information: List of active accounts comparing resale #'s (if records match = accept, not match = reject), Print Reject List Monthly list of Active Local Commercial Businesses by Reporting District, then by Street Monthly list of Closed Local Commercial Businesses by Reporting District, then by Street History: Business Visit Date/Comment/NOV/Photo (multiples)/Change Status/Items sent (Le. delinquency letter) Telephone Record/Date/Comment Renewal Letters Sent/Date/Change Status/OCR Encoding for porcessing in cashiering system NSF Checks/NSF Charges/Letter generation Monthly: Delinquent Notices + Late Fees + Report # License/Permits Issued/Month/Type $ Issued/Month/Type or Cost Center? (Incl. Tax and delinquent amount) # Field Inspections/Month Be able to print certified copy with public safety only City Treasurer Interface with GIS Interface with JD Edwards Addressbook Components of System ;...:. ..`a..«.„ -, .:�=,:r ':.\.. ::1:,�•"` .,�_ �__ ��,r� �'"-'..'..__0 yyT'Rt x r, '} , <,...N ,.Jk-i'.r-..,, ='vA , "t �_.-.._.F'ii ,_ .: R''• - ,.1,,.C-.aa'w_h3._-... ,._ .F_a C:i.:�<.�in`.F .: i.. .f&._ Customization; No future upgrades will override in-house customization Assignment of security down to "field" level for creation, inquiry and update Open Architecture (interface w/other Hardware) IBM,HP, NT, Unisys, etc. Runs on Windows NT Database Utilizes SQL Server All scanned documents need to be in "TIFF" Format All digital files should be in "ODBC" format such as Dbase, Access, Excel with unique identifying # Minimum AND Preferred Hardware Requirements for Network/Printers/Workstations and Configurations Defined Related Software Requirements and estimated costs included Data Conversion Recommended Action Plan Included Training Costs to be included/Phased Training or Train the Trainer Concept Recommended Timeline to be included/Final Timeline to be agreed upon Internet capability to issue Permits On -Line and Check Selected Information/History (specific security rights for each field) Project # Assigned to all developments and provide for heirarchy tracking (parent/child) Permits grouped/linked to projects Assignment of security for groups, user types, persons, down to "field" level for creation, inquiry and update Create Cash Receipts with unique receipt number for each transaction Accept Payments and track type (cash, check, credit cards, deposits) Fees/Payments categoriezed to individual financial account numbers (ie 10035201.63050) Reporting of any type of data Capability to customize/create reports using any type of Account, Category, Field, etc. E-mail notifications and Internet Access Capable Data Transfer to/from Field Units: Capable of utilizing M-Track Software for Field Inspections Capable of using hand helds(Laptops, Palm Pilots, Other) Data compression to reduce cost & transmission time Capable of the "sign off' process Y� -.. .,a_ s=� • _ t : ..�..-�- c �, ..;� Pr , >. ..3... : �-... .. ��e�,r ,�v. '... �,.»:.�> .-.< .. ,`.. �,a»s«. ,.,._ ..., ''tea'-,. �'-,� e .m:: °;3' . -: ;�_..-..:�x�a� _.-S,,-`• `: i. - �;r'r"� . «z..:.,:>-s � .. _. a> xs � � - x .. -.. :i`E" .. .. n-. ,._ ,,a .. _,. z�'�". s.w- ... ..,,.. ,.........� .,.., ....x,.• , > �: r..,:,., x 'K. a?�._ '#'.'re��s, - ,,�'` , f.,:.-:.�ti'.z: a::.°'i'r - ';`iu;:�, .� Px��+� - =fVR Capable of interfacing with Selectron or comparable Ability to track calls, hour, day, month Ability to track calls by request type Determine where call comes in on x5241 or a Rollover to x4085 or other location Components of System Must be compatible with City's existing GIS MapObjects System Data fields for Address must comply with City's Existing GIS Addressing Conventions , :4. l F S n4R, �:.. a. �,.,.. ._. _... �, .,,0 ,.. �. X^eS u..-a.. uu.m...,._,..:h.,....i.;...�..-s'iw ..t.n✓„tKi". .v„a+°.,,t ...., _,-.d. ,. ..,v;., ar.... -,..e. .:��':-s 4':_ 8, Compatable with ????? software, Windows NT system Able to launch into Imaging System History by APN, Address, Project, Tract Clean up efforts, property damage, bldg. Repair Accessed by IVR or hand hells Assessor's Files, property size Land use, Subdivision info Legal Description RCA ROUTING SHEET INITIATING DEPARTMENT: Building & Safety SUBJECT: Municipal Software Contract COUNCIL MEETING DATE: February 2, 2004 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Not Applicable Resolution (w/exhibits & legislative draft if applicable) Not Applicable Tract Map, Location Map and/or other Exhibits Not Applicable Contract/Agreement (w/exhibits if applicable) (Signed in full by the City Attorney) Attached Subleases, Third Party Agreements, etc. (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Not Applicable Financial Impact Statement Unbud et, over $5,000) Not Applicable Bonds If applicable) Not Applicable Staff Report If applicable) Not Applicable Commission, Board or Committee Report (If applicable) Not Applicable Find in s/Conditions for Approval and/or Denial Not Applicable EXPLANATION FOR MISSING ATTACHMENTS REVIEWED RETURNED FORWARDED Administrative Staff Assistant City Administrator Initial City Administrator Initial Qa� City Clerk EXPLANATION FOR RETURN OF ITEM: RCA Author: Richards 0J - Professional Services Contracts Checklist for Submittal to City Clerk's Office (Please transmit this form when your contract is ready to be filed in the City Clerk's Office) 1. Name of Contractor: MUMQ�.�\j A\A� c W0KA__t,4jJ 2. Purpose of Contract: For Example: Audit Services —Fair Labor Standards Actor Water Quality Testing Huntington Lake — Huntington Central Park 90tNV1)�- 0`54V ANr) KAft4TR l� 9VVA% 3. Expiration Date: If no expiration date, please put a tentative expiration date so the City Clerk's Office can inquire of your Department if the file is ready to inactivate. vL - N— 03 4. Amount of Contract: 500 )600. 1P 1 41) - -4-D) Date Cx53n3 Name RIAN2 A6 AFFN Department g:fforms/contract checklist2001.doc PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND J►4vn� ci Asa i �'n��[aJ ire �or�orct-�ior/ FOR THIS AGREEMENT ("Agreement") is made and entered into this 17 day of h e cp-m 6 E,;, , 20 0 i , by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and AI url; c iT Q / SOS ,Q�e �or� a �,_,-� �-i �rr� hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A" which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates L prl ��arrrnic1ipe� , who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/forms/profserv10/15101 1 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence as soon as practicable after the execution of this Agreement by CITY (the "Commencement Date"). This Agreement shall expire on J)er-. 1 ( , 2.o03unless sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than +Lj0y-ears from the Commencement Date of this Agreement. These times may be extended with the written permission of CITY. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," a fee, including all costs and expenses, not to exceed Five Pundre-r-T'hou.sajjA. - Dollars($SOO,DOQ,00 ). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional agree/forms/profserv10/15101 2 compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B," which is attached hereto and incorporated by reference into this Agreement. 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CITY agree/forms/profsery 10/ 15101 3 shall be reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in enforcing this obligation. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall furnish a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting agree/forms/profservl0/15101 4 provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. shall state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from the provisions for indemnification of CITY by CONSULTANT under the Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. agree/forms/profsery 10/ 15/01 5 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. agree/forms/profserv10/15101 6 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below; provided that CITY and CONSULTANT, by notice given hereunder, may designate different addresses to which subsequent notices, certificates or other communications will be sent: TO CITY: City of Huntington Beach ATTN: (-- rar%mer 2000 Main Street Huntington Beach, CA 92648 agree/forms/profserv10/15101 7 TO CONSULTANT: 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. agree/forms/profsery 10/ 15101 8 Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. agree/forms/profserv10/15/01 9 24. ATTORNEY'S FEES Except as expressly set forth in Section 8 of this Agreement, in the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the non -prevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supercede all prior agree/forms/profserv10/15101 10 • • understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized offices the day, month and year first above written. CONSULTANT, CITY OF HUNTINGTON BEACH, a M U n i G I l) LI) S a4-(I J0 ,vC. CO I-' p _ municipal corporation of the State of California B //Director of u i j i r) V1 S a y (Pursuant To H MC §3.03.100) Reber-- E. t3enne-Ef- print name ITS: (circle one) Chairrnan4lesidenvice President APPROVED AS TO FORM: AND By: ame ITS: (circle one Secretary hief Financial Officer/Asst. Secretary — Treasurer agree/forms/profservl0/15/01 11 City Attorney REVIEWED AND APPROVED: ..�,, 114 City Administrator (only for contracts over $50, 000.00) Exhibit A Scope of Work A. STATEMENT OF WORK: MUNICIPAL will undertake and provide the following services (pursuant to Proposal dated April 23, 2001 and City's Request for Proposal/Project Specifications dated April, 2001, both attached hereto): 1. Provide 50 concurrent licenses of CityView and services as dictated by its Annual Software Maintenance Agreement. 2. Provide Project Management, System Design and Implementation of City View as follows: i. The City will implement the CityView system in phases. Inherent in each phase will be the design/planning for an Interactive Voice Recognition System (IVR), Internet, and Field deployment, where applicable. ii. The first phase will include scoping the entire project and importing the property data that will be used throughout the system. Training will take place as each phase is completed. After the completion of phase one, SysAdmin, Reporter and Designer training will be delivered along with Essentials and Application training for users of Business Licensing and Code Enforcement. Subsequent phases will involve only Essentials and Application training for the users of each new module. iii. Phase One (Business Licensing and Code Enforcement, 20 forms) 1. Pre- Training (Subject Matter Expert Training in City View Essentials 2 days) 2. Data Collection and Project Scope (data collection and scope document prepared) 3. Implementation/Customization — Prototype Development 4. Implementation/Customization — User review, form refinement and data conversion 5. Training (7days) iv. Phase Two (Building Permitting and Plan Checks, 25 forms) 1. Implementation/Customization — Prototype Development 2. Implementation/Customization — User review, form refinement 3. Training (4 days) v. Phase Three (Planning and Pre -Construction, 25 forms) 1. Implementation/Customization — Prototype Development 2. Implementation/Customization — User review, form refinement 3. Add 25 Users to System 4. Training (4 days) vi. Phase Four (Public Works and Fire Permits, 30 forms) 1. Implementation/Customization — Prototype Development 2. Implementation/Customization — User review, form refinement 3. Training (4 days) CityView Contract Exhibit A 12 0 Exhibit A 0 Scope of Work B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. Provide knowledgeable personnel, experienced in implementation who will provide leadership, advice and support in the application design, data management, conversion, and testing. 2. Assist City with the assessment of gaps or inconsistencies between current processes and application processes, and develop strategies and approaches to resolve gaps or inconsistencies. 3. Define data conversion approach and assist in the conversion of existing data. 4. Review City's proposed hardware, operating system, and database to insure system performance will meet or exceed existing performance of the City's Legacy system. C. CITY'S DUTIES AND RESPONSIBILITIES: 1. Provide knowledgeable personnel, experienced in the City's processes and requirements and authorize them to make decisions and perform the activities required for the City to implement the application software. 2. Provide a Project Manager who will be responsible for the day-to-day management of the project, report progress to the Executive Sponsor, manage the project budget, and develop/monitor project plans and schedules. 3. Provide Project Team/Subject Matter Experts who have in-depth knowledge of the City's existing business processes, procedures, systems, personnel and reporting, as well as a solid understanding of the City's future direction and related requirements. Team members are expected to participate in the project at least 50% of their time during the scoping/design/testing phase. The following are the expected responsibilities of the team members: i. Attend scheduled training sessions ii. Act as focal point for issues affecting their application area iii. Develop and maintain procedures within their application area iv. Develop end -user training manuals v. Test and troubleshoot issues in their application area 4. Provide Technical personnel to establish, operate and support both the test and production environments for the Permit System. Their responsibilities include: i. Knowledge of the hardware, operating system, and databases ii. Participate in the initial software installation and cumulative updates iii. Configure the test and production environments. Help determine any scalability issues during test environment and for updates iv. Manage test and production environments, including networks, servers, workstations and their connectivity v. Provide technical solutions to hardware issues. vi. Responsible for managing interfaces vii. Accept system into production viii. Maintain system including daily backups CityView Contract Exhibit A 13 Exhibit A Scope of Work D. PROJECT SCHEDULE: 1. Phase One (Business License and Code Enforcement): Jan — March, 2002 2. Phase Two (Building Permitting and Plan Checks): April -June, 2002 3. Phase Three (Planning and Pre -Construction): July -September, 2002 4. Phase Four (Public Works and Fire Permits): October -Jan, 2003 5. Phase Five (GIS Activation): Feb -March, 2003 6. Phase Six (Internet Activation): March -May, 2003 This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. CityView Contract Exhibit A 14 Exhibit B Payment Schedule In return for the work shown in Exhibit "A" to be provided by MUNICIPAL SOFTWARE ("MUNICIPAL") pursuant to the terms of this Agreement, City of Huntington Beach ("CITY") shall pay as follows: LICENSING: $99,500 invoiced upon receipt of initial order. ANNUAL SOFTWARE MAINTENANCE: $20,000 invoiced upon delivery of City View software. DESIGN/IMPLEMENTATION: The City will implement its CityView system in phases. Inherent in each phase will be the design/planning for Interactive Voice Recognition (IVR), the Internet and Field deployment, where applicable. The cost of the project is currently valued at $327,090. The City understands that costs for data conversion and the number of forms required are estimates and may vary. PHASE ONE (Business Licensing and Code Enforcement, 20 forms) Pre -Training (Subject Matter Expert Trainingin City View Essentials 2 days): $4,000 invoiced prior to scheduled training and due on or before the first day of training (t). Data Collection and Project Scope (data collection and scope document prepared) $10,000 invoiced upon scheduling data collection visit. Implementation/Customization (Business Licensing and Code Enforcement Protot e): $6,300 invoiced upon City's acceptance of the scope document. Implementation/Customization: (user review, form refinements and data conversion): $12,840 invoiced upon scheduled User Review. Training (7 days): $20,200 invoiced prior to scheduled training and due on or before the first day of training(`). PHASE TWO (Building Permitting and Plan Checks, 25 forms) Implementation/Customization (Building Permittinsz and Plan Check Prototype): $7,875 invoiced upon City's acceptance of the scope document. Implementation/Customization: (user review, form refinements): $9,375 invoiced upon scheduled User Review. Training (4 days): $13,200 invoiced prior to scheduled training and due on or before the first day of training(l). CityView Contract Exhibit B 15 Exhibit B Payment Schedule PHASE THREE (Planning and Pre -Construction, 25 forms) Implementation/Customization (Planning and Pre -Construction Prototype): $7,875 invoiced upon City's acceptance of the scope document. Imnlementation/Customization (user review, form refinements): $9,375 invoiced upon scheduled User Review. Add 25 Users to System: $49,750 Licensing and a $10,000 Increase in Annual Software Maintenance invoiced upon notice by City. Training (4 days): $13,200 invoiced prior to scheduled training and due on or before the first day of training('). PHASE FOUR (Public Works and Fire Permits, 30 forms) Implementation/Customization (Public Works and Fire Prototype): $9,450 invoiced upon City's acceptance of the scope document. Implementation/Customization (user review, form refinements): $10,950 invoiced upon scheduled User Review. Training (4 days $13,200 invoiced prior to scheduled training and due on or before the first day of training('). ALL OTHER CONSULTING SERVICES Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Should the budgeted amounts for any step be reached, MUNICIPAL will stop work on that step until new funds are approved. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. OTHER: Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by MUNICIPAL shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. CityView Contract Exhibit B 16 shall: Exhibit B Payment Schedule MUNICIPAL shall submit to CITY an invoice for each progress payment due. Such invoice 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) Include a certification by a principal member of MUNICIPAL's firm that the work has been performed in accordance with the provisions of this Agreement; and Upon submission of any such invoice, if CITY is satisfied that MUNICIPAL is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify MUNICIPAL in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by MUNICIPAL is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. (') Invoices to be submitted to Project Manager three (3) weeks prior to scheduled training. CityView Contract Exhibit B 17 12/11/2001 10:55 25038856 HENDRY SWINTON INS PAGE 02/03 • HENDRYS i 1 ® ! MCKENZIE. INSURANCE SERVICES INC.. 830 Pandora Ave., Victoria, BC VSW 1P4 Phone (250) 388-5555 Fax (250) 388-5959 r0: Christi Mendoza � icate i Fax:714-374-1597 of Insurance Dated: December 11,2001 This is t® Certify Insurance as described hereunder has been arranged on behalf of the Assured named that herein and that such Insurance, at the date hereof, is in full force and effect. Assured: Municipal Software Corporation Term: 12 months 2nd floor 1623 McKenzie Avenue Victoria, BC V8N 1 A6 Effective: August 29,2001 Payee: Expires: August 29,2002 POLICY NUMBER COMPANY SUM INSURED OR LIMITS OF LIABILITY 8137086 GERJUNG CANADA INSURANCE COMPANY S3,000,000.001ach AM Best rating of A Occurrence/ Aggregate Interest Insured. COMMERCIAL GENERAL LIABILITY - Covers legal liability as imposed by law for bodily injury or property damage resulting from the business operations of the named insured, subject to a S 1,000.00 occurrence in Canada and other foreign property damage and bodily injury deductible and S2,500.00 U.S.A. occurrence property damage and bodily injury deductible; subject to policy extensions and exclusions. Includes the following: Products A Completed Operations; Blanket Contractual Liability, Employees as Additional Insureds; Contingent Employer's Liability; Broad Form Property Damage; Incidental Malpractice; Broad Form Automobile; Broad Named Insured; Personal Injury Liability; Non -Owned Automobile S.P.F. No.6; Medical Payments $1.000.00 any one person, $10.000.00 any one accident; Tenants Legal Liability, $750,000,00. Municipal Software Corporation is responsible for the Deductible. This policy excludes any U.S. employees and Professional Liability IT IS HEREBY UNDERSTOOD AND AGREED THAT the following is added as an Additional Insured but only with respect to the operations performed by or on behalf of the Named Insured and the within policy will not be suspende& voided or canceled by either party, reduced in coverage or in limits without Thirty (30) Days prior written notice; howcva,:ten (10) Days prior written notice in the event of cancellation for nonpayment of premium being given to: City of Huntington Bach, it's Agents, Officers and Employees 2000 Main Street, Huntington Beach, CA, USA 92648 Such Insurance as is afforded by this extension does not insure liability arising out of the operations of the Additional Insured or its employees Conditions: The hmnanee deeded above is subject to the linutation. aclusions and a wAtiom eoavieed in the poNd 4M. IORY. INSURANC P;; vYA01.15; 12/12/2001 16:08 2503885959 _z.%:ziul WED 13:30 FAX 604 Is8609 HENDRY SWINTON INS PAGE 01/01 GERLING CANADA HENRY SWINTON Q 001 ,..�.ii, 1111Z ,. sPE. E:T4WRSEMNT QL-CY NO: $137086 ENDORSE T NO: 01.00I EIS DATE: Aus 29, 2001 BROKIMNO.a 2310 HENDRY, SWINTON, MCKENZIE MS. SERVICES INC. NAMED ENSURED: UMCIPtAL SOFTWARE CORPORATION Zt to bemeby understood and bg wd that the toLLowin is added ae � ! 7lddita0e4 Lnfucmd but only with CWPiCt to tht Opeset3ena'Performed 6 by or oe b&Valff of tha Named Zoomed 4rA the vithio policy wiL! not ' R ne euep.". vaidad or Coeoeiled by eitivw party, redoaad in "Vow"a tl ode in um•ta wlthovt 2bircy, (90) Dill' Prior a ittep netlee: bewwwr'. . tan tld) bays pslor writWn ectioe as the ovast of eorcallatien Cor noop• mme"t ea pasmAum being $Lw toe City oE. tS lod HWa o, t'. 'itlPieLe: =Leave' end 8rmletoaa. 2000 ftsim SCY'eti. Ro tingaon "h' , tA, 'VOI► 02940 is Pod4r Fox ;Note 7671E. Rare ��,. � a[ ° es• prim From To Phone M Pl FSr # Fox 5 • r ALL OTHER TERMS AND CONDMONS REMAIN UNCHANOB0. AUTHORIZED REPRESENTATIVE •• DRAFT COPY •• Dec I)..20UI � page I otI 12/11/2001 10:55 2503885959 HENDRY SWINTON INS PAGE 03/03 i . Page 1 of 1 Lorne Pollock From: "Rory O'Donoghue" <roryo(Qgerling.ca> To: <Ipollock@hsminsurance.com> Sent: Tuesday, December 11, 2001 10:01 AM Subject: FW: gerling bests rating 86749 - Gerling Canada Insurance Company Member of Gerling Group A.M. Boat 2: 85749 View a list of rJ up. members or the.,group's ratin!c Best's_R Ong r•` I BEST A (Excellent)• Fenancidl._—wa Category X ($500 million to $750 million) 'Ratings as of 12N112W111:23:15 AN Es.r. or purchase the complete B1LSt'5.. Companyggpotrt for in-depth analysis. Rating Category (Excellent): Assigned t* companies which have, on balance, excenent financial strength, operating performance and market profile when compared to the standards established by the A.M. Pest Company. These companies, in our opinion, have a strong ability to meet their ongoing obagations to uoliwholdem. Best's Ratings reflect our opinion based on a comprehensive quantitative and qualitative evaluation of a company's financial strength, operating performance and market profile. These ratings are not a warranty of an insurer's current or future ability to meet its contractual obligations. (Bests Ratings are proprietary:and may not be reproduced without permission from A.M. Best.) The rating symbols "AW 'Af" "A" X . "8++", and '86' are registered certfication mart of the A.M. Best company, Inc. 8mrs Security Icons are awarded to Secure rated (A++, A+, A, A-, B++, B+) companies. This special emblem displays their rating and category (Superior, Excellent, or Very Good), helping you discern industry leaders at a glance. Insurance Companies interested in placing a Bests Security Icon on their web site: are required to regjstg�..o0line. Copyright © 2001 by A.M.,,B1.Cptnpany.lnc,, ALL RIGHTS RESERVED No part or this report may he distributed in any eleaicWc torn or by any means, or stored in a database or retrleval system. without the pAJ or written permission of the A.M. Pest Company. Refer to our terms of.use for additional details. 12/11/01 Su k INSURANCE AND INDEMNIFICATION WAIVER „. MODIFICATION REQUEST 1. Requested by: Beverly Braden, Dept. of Building & Safety 2. Date: December 10, 2001 3. Name of contractor/permittee: Municipal Software, Inc. 4. Description of work to be performed: Permit Software System Implementation 5. Value and length of contract: 2 Years 6. Waiver/modification request: Deductible 7. Reason for request and why it should be granted: Deductible amount is insignificant compared to contract. Need to enter into contract before 01/01/02 price increase. 8. Identify the risks to the City in approving this waiver/modification: Municipal Software, Inc. would be liable for deductible amount. �Z , 0 ( 12/11 /01 Department Head Signature Date: Municipal Insurance Waiver 12/10/2001 4:40 PM • Municipal Software Corporation 1623 McKenzie Avenue • Victoria, British Columbia Canada, V8N IA6 Ci AUTOMATING SYSTEMS for LOCAL GOVERNMENTS Proposal for: City -Wide Permit System Submitted By: Municipal Softiiare Corporation April 23, 2D01 M U"'ni l�.a.^ al S 0 F TILlt'ARE Section1 EXECUTIVE SUMMARY........................................................................................................1 Section 2 MUNICIPAL SOFTWARE CORPORATION......................................................................... 2 2.1 Our Mandate.......................................................................................................... 2 2.2 History ....................................................................................................................2 2.3 Corporation Duration and Ownership.................................................................... 2 2.4 Government Software Experience......................................................................... 2 2.5. Services................................................................................................................. 3 ProjectManagement.........................................................................................................................3 Implementation/Customization.........................................................................................................3 DataConversion...............................................................................................................................3 Training............................................................................................................................................3 Annual Software Maintenance program(ASM)...............................................................................3 NewsletterSubscription....................................................................................................................4 Annual User Group Conferences......................................................................................................4 CityViewWeb site............................................................................................................................4 Partners.............................................................................................................................................4 Section3 ABOUT CITYVIEW................................................................................................................. 5 3.1 CityView Features.................................................................................................. 5 Forms................................................................................................................................................5 Reports............................................................................................;................................................5 Database...........................................................................................................................................6 Mapping...........................................................................................................................................6 Security.............................................................................................................................................7 Images............................................................................................................................................... 7 Futureof CityView and the Web......................................................................................................7 3.2 Mobile and Wireless Computing............................................................................ 7 3.3 Your CityView System........................................................................................... 7 Section 4 MAINTENANCE and SUPPORT........................................................................................... 9 4.1 Software Maintenance........................................................................................... 9 4.2 Technical Support.................................................................................................. 9 Section 5 TECHNICAL SPECIFICATIONS...........................................................................................11 5.1 Environment.................................................... 5.2 Database........................................................ 5.3 Mapping (CityView uses ESRI MapObjects) .. 5.4 Security ........................................................... Section 6 PRODUCT PRICING ................................................... ,wunieipar Software Corporation April 23, 2002 . ................... .........................11 .................................................11 .............................. I ......... I ........ 12 .................................................12 ........................................................14 6.1 Software Licenses...............................................................................................14 6.2 Annual Software Maintenance(ASM).................................................................14 Section 7 IMPLEMENTATION METHOD and COSTS.....................................................................15 7.1 Initial Subject Matter Expert Training...................................................................15 7.2 Site Visit...............................................................................................................15 7.3 Scope Document.................................................................................................15 7.4 Prototype Forms..................................................................................................16 7.5 ' User Review........................................................................................................16 7.6 Form Refinement.................................................................................................16 7.7 Data Conversion..................................................................................................16 7.8 Training................................................................................................................17 Section 8 DELIVERY AND IMPLEMENTATION SCHEDULE...........................................................19 Section9 COST SUMMARY.................................................................................................................. 20 9.1 Software and Implementation Services...............................................................20 9.2 Expenses.............................................................................................................20 9.3 Financing............................................................................................................ 22 Nfunieipa{ Software Corporation A012a, 2cw1 • Munici pr` al SOFTARE City ofHuntington Beach City- Wide Permit System Secbo�t 1 CECiJT1VE.SU�IIMARY We are very pleased to have the opportunity to provide the City of Huntington Beach with the following proposal. We believe that we can provide the City with the software and services that meet the requirements of all your users. CityView was programmed to deal with the specific needs of each local government. It is open and flexible enough to fit with any business process. The City of Huntington Beach's requirements can be met through our method of implementation where we help you to create your forms and processes in CityView. Existing databases and forms are availble for use, however given the unique requirements of the City and other cities across North America, we find our implementation approach to be the best methodology to getting up and live. We have provided cost estimates based on what we have experienced in the past with other local governments. Of course these costs will change based on the exact number of licenses purchased, the exact number of forms to be implemented and the number of people the City wishes to train. Based on our assumptions and the information provided, your project will cost S340-,W. We can also provide financing to the City, which works out to a monthly fee oqo of $110.38/License. jo VY Once again, thank -you for the opportunity to respond! If you have any questions please do not hesitate to contact: Steven Favalaro Municipal Software Corporation Telephone: 1-800-828-9284 Email: sfavalaro@municipalsoftware.com Dlunicipal Software Gorparafton Ap11123, ' 2009 Page, i City of Huntington Beach City -Wide Permit Svstem 2.1 Our Mandate Municipal Software Corporation is focused on providing our clients the software and knowledge necessary to make their organizations more efficient and productive. Our mandate is: "provide systems that are capable of being installed on time, on budget and that perform beyond the computer user's level of expectation." We believe that computer users dictate the role of computer systems and software developers - not the other way around. 2.2 History Our interests in local government are deeply rooted. Two former local government employees, one a planner and the other a computer scientist founded the company in 1982. At that time PCs were a fledgling technology but both founders felt that PCs were the future. Therefore, they developed software to run on these new computers - software designed by local government users for local government users. Since most local governments lagged technologically compared to the private sector, the company spent its early years supplying local governments with PCs, networks, and third party software such as word processors, along with the software it had developed. In the early 1990's the company decided to divert its resources entirely to its flagship software. Our past experience with hardware, networks and municipal systems is embodied in the software and allows us to understand your needs better. The software has continued to be refined and updated over the last 18 years to reflect changes in both technology and local government. Municipal Software Corporation is a leader in the local government marketplace. The company has experienced 100% growth as a result of the refocusing and our client base now stretches across North America. 2.3 Corporation Duration and Ownership Municipal Software Corporation was founded in 1982 by two former local government employees as a private corporation and continues to operate as a private corporation currently owned by four partners. 2.4 Government Software Experience Municipal Software deals exclusively with local governments across North America.' As a result, we are a valuable information pool that municipalities can tap, for both systems automation knowledge and general information about local government operations. Municipal Software is not diverted by other interests. The local government marketplace is a definite niche - it is our niche. For most companies this market is a sideline business; for us it is our only business! In the early 1990s, the company decided to divert its resources entirely to its flagship software "CityView". The software has continued to be refined and updated over the last 18 years to reflect changes in both technology and local government. We plan to remain in the local government marketplace. We will keep pace with technology so our clients can keep pace. ..................................... MunicipirX Sofhvare Corporation Aptii 23, 2901 Page :2 • City of Huntington Beach Cih,-Wide Permit Svstem The software will continue to develop and embody all that we learn from our clients. Municipal Software Corporation is committed to providing local governments with the software and support they need. Since the initial release of CityView, Municipal Software has continually invested in the development of the software. This development is directed by the client base and facilitated through the Annual Software Maintenance program. The most recent release of CityView (version 7) is the 4`h complete rewrite of the software 2.5 Services Municipal Software can provide a complete range of services to assist the City of Huntington Beach in implementing and maintaining CityView. Project Management The Project Manager can conduct an on -site visit and will work in conjunction with City representatives to review existing systems and business processes, and gather existing data sources, in order to design the City's database and form requirements for CityView. Implementation/Customization Services provided by Municipal Software Corporation, once the business process of a particular phase of implementation has been approved, will include the development and customization of necessary prototype on -screen forms, and reports, most of which will be conducted in Municipal Software's offices. Data Conversion Municipal Software can take all sources of digital data, including City Assessment or Property data, any historical data in digital format, and convert it to CityView. In addition, CityView can directly use common forms of GIS or digital mapping, such as ArcViewTM, ArclnfoTM, AutoCADTM, DXF, GeoTiff and many others. Training Municipal Software presents a series of full, in-depth and comprehensive course programs designed to provide clients with the required skills, tools, and time saving tips and techniques to increase their proficiency in the operation of CityView. Courses range from hands-on introductory overviews for new users and non -technical managers, to more advanced and custom application training for key operators, technicians and system administrators. Training course material is presented in a hands-on environment, and conducted at a location and schedule which is convenient for our clients. A complete outline of training courses available through Municipal Software is included for your information as Appendix A. Annual Software Maintenance program (ASM) The ASM entitles CityView clients to a limited quantity (based on the number of CityView licenses purchased) of free monthly support, using a toll -free line for clients, during which they may receive advice on any issue relating to the CityView software, as well as all upgrades and enhancements to the software at no extra charge. These upgrades are supplied between 2 to 4 times each year via CD, or may be downloaded directly from our FTP site. The ASM MunicipulSgfhvare Corpora[#on Apt7123, XO Page 3` City of Huntington Beach City -Wide Permit System Ser"tiott 2 MUNICIPAL: SOFTWARE C RPORA 0 also provides the client with a free subscription to "CityView" a regularly published newsletter, and an invitation to the Annual User Conference. Newsletter Subscription A free Newsletter Subscription provides clients with "The CityView"; current and relevant information on product features and enhancements, as well as on general local government news. Annual User Group Conferences Annual User Conferences provide an excellent forum for sharing information, trouble- shooting advice and peer support. Conferences usually consist of workshops and open discussion. CityView Web site The CityView Web site at www.MunicipalSoftware.com, provides a comprehensive and entertaining resource for keeping in touch with CityView and Municipal Software. Partners Municipal Software is a Microsoft Certified Solution Provider (MCSP)CSP, a strategic partner with Hewlett-Packard, and an ESRI Business Partner MapObjects Solution Provider Municipal Sofhvareorporafion Apri123, 2001 Page • 0 City of Huntington Beach City -Wide Permit Svstem CityView is an easy -to -use, Windows based, systems automation software product designed specifically for local govennnents. It collects, tracks, stores and displays all types of information for various departments. CityView is flexible, customizable, versatile and scalable to any size organization. You can automate any system in your organization using CityView, increasing your efficiency and productivity. 3.1 CityView Features Forms Users can create and modify your forms and applications, add data fields, text, graphics and images to create perfect replicas of their existing forms. CityView provides you with the flexibility and tools to be able to create your own forms and/or modify existing forms to automate any business process. Reports Users can create custom reports to compile statistics, flag bring forwards, or do any ad -hoc analysis. A Report Wizard is provided to make report writing very user friendly. dunicipal Sofihvare Corporation Apt7123,,2Q09 Page ,S Industry standard GIS and mapping formats such as , This t° graphic +�`, �► Shapefiles (from ESRI's ArcView shows CityView ....., : `"�"'- or Arclnfo), CAD mapping in use to files (such as from create a quickft� 3 AutoDesk's geographically based mailing AutoCAD), DXF, list. Note the "; "�� �`'� � "1� ,� �,�� - � " and GeoTiff rights of way Y MOW-MM, � �� ,� � � � geographically marked by red «ate sa lines. N referenced aerial p�c�., hotos can be W linked to property A •;� data through the ."," forms. Maps can be displayed and � ', t printed to show DR, property Munk Software Corporaton City of Huntington Beach City -Wide Permit Svstem boundaries, zoning, infrastructure, etc. CityView has incorporated the MapObjects GIS library from ESRI. This eliminates the need to import mapping data into a proprietary CityView format, as well as provides an enhanced feature set, such as display of raster data (digital ortho photos). Security Security features control access to a municipality's data and CityView menus. Security is used on Tables, Fields, and Commands for users and user groups. Images Users can attach site plans, aerial photos and digital photos directly to property files. Future of CityView and the Web CityView 7.6 allows publishing reports and status information to the Web. Publish your forms and reports to the Web! Apply for permits on-line, schedule and check inspections from the field, reduce paperwork and improve service. Wireless connectivity with no HTML required! Currently under development, CityView 8 will allow the full deployment of all of your CityView business logic to the Internet through a simple migration. Investment in systems designed and implemented today continues to pay off as technology evolves in the L future! Anpi-Ame, MZ f obile an t y55k $ � � 5 _ J3NWY ktifYdyfMi�t#1TSNari Wireless Computing CityView has the ability to offer Inspectors, contractors, appraisers and others the ability access CityView forms and reports via handheld wireless devices 24 hors and day 7 days a week. This access can be gained through any device with a connection to the World Wide Web. This will allow contractors and citizens to complete permit, license and other applications over the Web, as well as check the status of applications, make payments and more! CityView puts you in the drivers seat when it comes to E-government. With CityView you have the ability to make information and processes available to your citizens incrementally, without having to contract Web developers every time you want to add a new function. 3.3 Your CityView System Unlike most other software that is purchased in the form of preset modules with limited ability for customization, CityView is made to the specifications of your business processes from the unicipal Sofhvare"Gbrpor4won April 23, 2001 Page 7 City of Huntington .beach City -Wide Permit System See#i©n 3 : ABOUT CI'i'Y\/IEW table level up. This is the reason that CityView will be able to exactly meet every one of the application and report activities that the City -Wide Permit System requires. In our 8 step implementation process we conduct site visits to examine your business processes and then create a scope document that details the scope of the project and the deliverables. This ensures that Municipal Software and the City can advance quickly in the production of your CityView system. Municipal Software currently has clients using CityView for planning and zoning, building permitting and inspections, business licensing, code enforcement and complaint tracking, fire administration and emergency/911, parking tickets, cemetery administration, health departments, dog licensing, voter registration and more. The tables and fields vary from client to client so it is not possible to provide a data map of how the City of Huntington Beach's system would appear. CityView is an open database structure and clients have the ability to view and modify all relationships contained therein. Municipal Software Corporation April 23, 2001 . F* 8. City of Huntington Beach City -Wide Permit System Section 4,; MAINTENANCE and S,, PORT 4.1 Software Maintenance New releases of CityView are developed using in-house programmers. Clients have the choice of receiving updates by CD or by downloading them from our FTP site which is accessible from our Web page on the Internet. Each new release of the software is complete and contains all the features included in previous releases. All releases are supplied at no additional charge as part of the Annual Software Maintenance Agreement. Municipal Software encourages all clients to take advantage of the features provided in the most recent release. CityView is constantly evolving. The nature of our relationship with our clients is an integral part of that development. The relationship begins with the Annual Software Maintenance Agreement (ASM). This agreement provides not only regular support to the users through our toll free lines but also provides for all new releases, updates and enhancements at no extra charge. The development of CityView is funded directly from the ASM program. In addition, Municipal Software relies on its clients to provide guidance in the area of future development for CityView. We maintain a comprehensive database of features that are requested by our clients in e-mail or during telephone conversations, or that get generated internally. Clients are also provided a forum on our Web Page and also at our User Conferences to voice their suggestions and opinions. At least two User Group Conferences are held each year. These conferences, facilitated by . Municipal Software, are an opportunity for users to share some of their implementation strategies and processes that have been automated using CityView. , They are also an opportunity for the users to advise Municipal Software in the development of CityView with features that would provide benefit to the entire user base. Suggestions for software enhancements are incorporated into the software at no charge as part of the Annual Software Maintenance Agreement. The scheduling and priority for the development of the enhancements are determined by the degree of benefit the enhancement will provide the entire user -base. 4.2 Technical Support Support and maintenance of the system for the City of Huntington Beach would be handled from our head office. Support is provided by telephone between the hours of 7:30 am and 5:30 pm PST.. Additional support packages can be negotiated should there be a need. Our support department is trained to isolate a potential problem within 15 minutes via a toll - free support line for CityView Clients. In addition, we have the ability to connect directly via modem or Internet directly to the user's environment to assist in any diagnosis. We rely on the client to accurately describe the problem and attempt to isolate the area affected. The goal of our support department is to resolve any issue on the same call and most issues are resolved in the same day. Clients receive an allotment of support at no charge as part of their Annual Software Maintenance Agreement and very seldom does that allotment not cover the MunicipakSoftjvare Corporation APtil23, 2001 Page 9' City of Huntington Beach Citv-Wide Permit Svstem support required to resolve any issue. Assistance is provided until the issue is identified as either the software or the application of the software and then resolved. The allotment of support provided to each Client at no charge, provides those Clients with access via our toll free telephone line, fax, email and our Web page. Municipal Sof ,dre;Corporafion April23, 2001 Page 10: : City of Huntington Beach City -Wide Permit System CityView can be implemented with little outside assistance and requires no specialized hardware other than the specifications listed below. Municipal Software does not distribute hardware, and therefore, cannot offer cost estimates regarding these expenditures. 5.1 Environment Workstation: Network: Disk Space: i Display, Mouse, Printer, Scanner: ODBC Level: MAPI Level: Year 2000 Compliance: 5.2 Database Database Engine: Maximum File Size: Maximum Record Length: # of Records: # of Base Data Types Field Types Supported Any PC compatible Pentium 200MHz or better, with a minimum of 64 megabytes of RAM (128 MB preferred). Any network supported by the Windows 9x, Windows NT or Windows 2000 workstation, including (but not limited to) Novell NetWare and Windows NT/2000 Server. Minimum of 20 megabytes on each workstation, plus 1000 - 2500 bytes per parcel on the server. All devices supported by Windows 9x, Windows NT 4.0 or Windows 2000 or better. 3.0 (server and client) 1.0 (Simple MAPI) CityView 7.x is Year 2000 Compliant! Microsoft Database Access Objects (DAO) and Jet are distributed with CityView, and will work with Client/Server, Microsoft SQL Server, Oracle and DB2. 12 Gigabytes 255 fields Limited only by the maximum file size and the size of the storage media. Unlimited Text, Memo (Notes), Boolean (Logical, True/False), Integers, Floating Point, Currency, Fixed Point, Dates, Times, Unique ID's (GUID's) and OLE (BLOB) Municipal Sgfhvare'Corporation April 23, 2609 Page I P City of Huntington Beach City -Wide Permit Svstem Database.... Full support for keys, foreign keys and segmented keys Keys: (multiple fields in one key). Import / Export Formats: Dbase, FoxPro, Access, Delimited and Fixed -Width Text, Excel, HTML, and any ODBC-compliant database such as MS SQL Server and Oracle. # of Binders Supported: " Unlimited # of Forms per Binder: !Unlimited # of Elements per Form or Unlimited Report: Element types Supported: ` Line, Rectangle, Round Rectangle, Ellipse, Polygon, Text, Field, Checkbox, Listbox, Aggregate Field, Expression, Image, Link Sheet, OLE Object, Subsection with control over size, font, color etc. 5.3 Mapping (CityView uses ESRI MapObjects) Supported Map Projections: Over 100 different mapping projections supported by the MapObjects environment, including UTM, Polar and Lat/Long. Supported Data Formats: Supported Map Projections: Supported Units of Measure: # of Map Sheets Supported: # of Maps Supported: # of Layers Supported: # of Layers per Map: 5.4 Security Direct connect to a wide variety of native data including: GIS formats (ESRI Shapefile and Archifo Coverages), CAD formats (DXF, DWG, and DGN) and image formats such as BMP, TIFF, JPEG, GeoTiff, SUN, ERDAS, BIL, BIP, BSQ, and MrSID Any Any N/A (indexed, seamless map base) Unlimited Unlimited Unlimited Municipa7Sofnvare Corporation April 23, _2001 Page 12 # of Users Supported # of Groups Supported: Security Provided For: Security Access Levels: • City of Huntington Beach City -Wide Permit System Unlimited Unlimited Files (tables), fields, and commands Add, Read, Modify, Delete, Design or None Y -wipal Software Corporation Apti123, 2001 Page U City of Huntington Beach City -Wide Permit System 6.1 Software Licenses The initial step in implementation is the purchase of licensing. CityView licensing is concurrent licensing which allows for a license to be shared over the network. For the purposes of the following proposal, price breaks will be identified and costs will be provided for 75 concurrent users. The cost of 75 licenses is $1,990 each, or $149,250 in total. 6.2 Annual Software Maintenance (ASM) An Annual Software Maintenance (ASM) charge for each of the licenses purchased will entitle the City of Huntington Beach to all software upgrades, and telephone support. Telephone support will amount to 10 minutes per license each month, for a total of 750 minutes each month. Also included with the ASM is a Software Escrow Agreement. The total ASM cost would be payable in advance of each year. The ASM cost for 75 licenses is $400 each, or $30,000 in total. Munic�al5ofhvare; Corporation ApO,23 2009 _ Page ;2 • City of Huntington Beach City -Wide Permit Svstem 7.1 Initial Subject Matter Expert Training We have found that prior to the initial visit to collect data for the scope document, that the participants deemed as the Subject Matter Experts involved in the process are better equipped if they have received training in CityView. We recommend that the Subject Matter Experts receive training in CityView Essentials, System Administrator, Designer and Reporter. This initial training will provide to all those that are involved in defining the business processes and design requirements a thorough understanding of the software's features and capabilities. (See Appendix A for a complete description of each course) We are recommending that at least 10 Subject Matter Experts (one representative per department, including MIS) attend this initial training All of our training courses are priced at $1,000 per day and $200 per student. Course Duration No. of Students Cost .............. --- .................... .............. _.............................................................._...._...._.._......._........_.................-._..._........._._._............... CityView Essentials _....................................._.......4.................__.._.._................._. 2 Days ............ ..._..;......__.._. 10 ... $4,000 ... ......... ._................._... _........... ....... _...... _....:_... .... ...._._..._.._........_...._........ System Administrator ................... _.___............._...................... 1 Day _ ....... _......__ ._..........._.... . ........... 10 .._.._._.._.................... .... $3,000 .... .... ._......._.... ........._...........................................__....._........_............................................ Designer _.......... .............. .......... ._....................... 1 Day ......__............. ..........._ ..................... 10 $3,000 Reporter 1 Day 10 $3,000 Total cost for this initial training, based on our recommendation of at least 10 Subject Matter Experts, is $13,000. 7.2 Site Visit The implementation process begins.. with the collection of information necessary for a successful implementation. The Municipal Software Project Manager assigned to the project will spend one day at the City of Huntington Beach offices to observe and assist in defining the business processes to be automated. During this time, information regarding the sources of data, forms and technical environment will be determined. Cost for the Site Visit is 5 days @ $1,500 per day. 7.3 Scope Document The product of the site visit will be a Scope Document that will outline our findings and provide our recommendation on how to proceed. Cost for the completion of the Scope Document is $2,500. Mlunicipaf Softxfare Corporation Ap11/.23, 2009 Page 15' City of Huntington Beach City -Wide Permit System 7.4 Prototype Forms The Prototype on -screen forms and reports are then developed to include fields, database, preliminary lookup tables and fee expressions in a non -production or alpha environment. We are estimating that the total number of forms used in the identified departments is 100. However, this number may change upon conducting the on -site review as it may be determined that some forms may be combined or additional forms may be included. At such time any additional costs or credits will be handled appropriately. The Prototype delivery of 100 forms amounts to approximately '/2 day a form @ $630 per form, equaling $31,500. 7.6 User Review Following the development of the prototype forms, a second site visit will be conducted during which time users would review the forms. It is during this time that our Project Manager would gather information required from the City's subject matter experts to develop and tailor the various systems for the City and from this review, a list of changes or refinements could be established in a Change Control Document. The cost for the user review is 5 days @ $1,500 per day. 7.6 Form Refinement The next step in the Implementation process would be to complete the changes that have been identified in the Change Control Document. At this point, the City could decide to have Municipal Software complete the work or complete the work internally after its staff had received appropriate training. Our past experience indicates that it would take Municipal Software approximately '/2 day per form to complete the necessary refinements as outlined in the scope document. The cost for the form refinements is 100 forms amounts to approximately '/a day a form @ $630 per form, equaling $31,500. Additional customization requirements not included in the scope document are considered extras and pending approval are costed at $90 per hour. - 7.7 Data Conversion Data Conversion is also a consideration. Municipal Software can take all sources of digital data the City may have, including your assessment or property -based data, any historical data in digital format, as well as any digital mapping, and convert it or link it to CityView. CityView is ODBC (Open Database Connectivity) compliant and could interface with another database that is also ODBC compliant, or, property -based data could be converted into CityView. Municipal Software or April23, 200l Page 1'6 • • City of Huntington Beach City -Wide Permit System In order to set expectations we have provided an estimated cost for data conversion. The amount estimated is subject to change once the actual data has been reviewed. More information will be required before a concise quote on data conversion needs can be determined. The City of Huntington Beach's conversion needs are defined during the Initial On -Site visit where as the data to be converted and cost is included in the Scope Document CityView's Data Exchange wizard allows for the importing of a number of different data formats to ensure that any data new and existing is captured for use in CityView 7.8 Training One of the most important aspects in the implementation of any software is the training. Recommended training in CityView, for your City, includes CityView Essentials, Application Training, as well as, Designer and Reporter, more advanced training in design and customization of forms and reports intended to empower the City's Staff with the skill -set required to evolve the system internally All of our training courses are priced at $1,000 per day and $200 per student. The number of training sessions for each course has been determined by assuming a classroom size for 10 students maximum. Based on the student numbers likely to require training in your City less the 10 Subject Matter Experts receiving training at project startup, the budget for training should be as follows. m ..icip" Software ;Cotporattion April23, Z001Page 17 Total cost for this training, based on our recommendation of at least 88 students, is $63,200. Municipal,Sofhvare Corporation Ap1W23; 20©1 page,l8 • • City of Huntington Beach Once authorization to purchase the licensing has been received, Municipal Software will ship the software and begin the process of developing the prototype forms and scheduling the site visit. It has been the experience of Municipal Software that once the initial site visit has been set, development of the forms, the user review, training, and the ultimate launch of CityView can be accomplished within a period of approximately 8 weeks time. Milestone Purpose Time Requirement _ ............... ......... ..... _............._......_........................... _....._...... Initial Training =- ...... _............... _...... _................. ............ _._................_......_.........................._....._............_.........._...._.........__..._.......................... Subject Matter Experts ... .._.............._........_............. 1 Week _ . __ ....... _ ..... Initial Site Visit _... _....... Data Collection 5 Days ........................ Scope Document Outline of Recommendation _.._......................................... 2 Weeks ...... ..... ......_......._........... ...... _...... ... .................... _............._. _._._...._....._............ Prototype Forms ..........____.........__.._._....._....._..........__......_........__................... _ Forms are Developed ......._................._....__......._._._.._.................................................... 3 Weeks ............ ........ ....... ......... . ........ User Review ............................ Subject Matter Experts Review _......................... _........5Days_ Form Refinement Complete Form Revisions 2 Weeks _........... ... ........... Data Conversion ................................ .... _ ........... . __ ....... Property and History Data 1 Week ............ ....... _............._.... _..... _.._..........._._........... _._............... ..;........ User Training ..... ........ ...... .......... .......... .._................._...... ............ _........ ............ _..._._................ _.._........ System Admin and Users .......... _....... ...._..._._._.....__...........__................ ...... ........._ 3 Week Various components of the CityView delivery and installation car-_ be scheduled as soon as the City's authorization to purchase is received. Ultimate completion relies upon the scope of the project defined during the initial site visit and outlined in the scope document. The input of the City's subject matter experts would be required during various phases of the implementation project. The first occasion would be during the initial site visit when the City's subject matter experts would be required to offer advise to the Municipal Software Project Manager to determine the ultimate scope of the project. The second occasion would be during the user -review when the Project Manager would require assistance in defining the City's definitive business process to be reflected by the prototyped forms and reports, and to complete the Change Control Document for revision purposes. Our experience indicates that it is best for the City to also appoint a Project Manager to coordinate staff activities during the duration of the implementation. Munidpal Sofhvare Corporation Aprf123, Z 61 Page 19, C] • Section 9 COST SUMMARY FOR BUDGETARY PURPOSES We would like the City of Huntington Beach to become a CityView client, and we understand the need to deal within budgetary realities. We have tried to include all costs the City might incur to implement CityView successfully. 9.1 Software and Implementation Services Item i Quantity j Unit Cost f Extended Price 1. Licensing i 50 ; $1,990 $99,500 2. Annual Software Maintenance 50 $400 j $20,000 3. Subject Matter Expert Training Essentials (2 days) ! 10 students $200 ea. $1,000 per diem $4,000 System Administrator (] day) 10 students $200 ea. $1,000 per diem ( $3,000 - _ Designer (1 day) Reporter (1 day) 4. Data Collection -�� 10 students $200 ea. $1,000 per diem— T�.__ j 10 students I $200 ea. $1,000 per diem 5 days j $ 1,500 $3,000 ( $3,000 - $7,500 5. Scope Document 1 i $ 2,500 $ 2,500 S. Prototype Forms - 100 Forms - i� N . 50 days $630 per diem f $31,500* 7. User Review 5 days $ 1,600 $7,500 8. Form Refinement - 100 Forms 50 days $630 per diem $3100* 9. Data Conversion - Estimate 8 days $630 per diem $5,040** 10. User Training (Maximum class size -15 Essentials (2 days) 88 students $200 ea. $1,000 per diem I $19,600 Application Training (2 days) i 98 students $200 ea. $1,000 per diem ! $21,600 Designer(] days) 2 students $200 ea. $1,000 per diem $1,400 Reporter (] days) ( 2 students ' $200 ea. $1,000 per diem $1,400 TOTAL. BUDGET: $263,440*** *Based on estimate of 100 forms - actual number determined upon site review. * *Amount is an estimate only - subject to change once the actual data has been reviewed. *** Travel expenses are not included. 9.2 Expenses Most data conversion and customization work can be performed from our offices in Victoria using couriers, fax, and the Internet (E-mailed attachments). All site visits for data collection, training and project management will have costs including travel, meals and accommodation billed at cost upon return. A budget should be established for travel expenses. City of Huntington Beach Citv- Wide Permit Svstem training and project management will have costs including travel, meals and accommodation billed at cost upon return. A budget should be established for travel expenses. 1vlumcipal Software Corporation Aptf123;,20©1 Page: 21 City of Huntington Beach City -Wide Permit System 9.3 Financing Municipal Software does offer a financing option in order to accommodate some of the budgetary constraints that local governments face. Sometimes it is easier for a City to purchase CityView and our services using operating funds instead of capital funds. If. the City opted for financing the fee, based on a total of $340,950, would work out to approximately $110.38/ month / license for a term of 36 months. Of course, this number will vary upon the actual dollar value of the contract, when the contract is executed and a finalized term. Municipal Soft+mcme Corporation APtii 23, 2001 Page 224 City of Huntington Beach City -Wide Permit System City & County of Denver Marshall Vanderburg 1437 Bannock Street, Room 379 (720) 865-2967 Denver, CO Population 500,000 Project Description: PW permitting, Neighbourhood Inspections Services (Citizen Requests), Contractor Licensing, Building Permits Fraser Valley Regional District Shannon Sigurdson 8430 Cessna Drive (604) 702-5012 Chilliwack, BC Population 75,000 Fire and Dispatch, Planning, Building, PW, GIS City of Commerce City Maria Gonzalez 5291 East 60th Ave (303) 289-3725 Commerce City, CO Population 17,100 Building Permits and Licensing Town of Canton Chris Laskey 801 Washington Street (781) 821-5003 Canton, MA Population 20,000 Permitting City of Chattanooga Jana Lowery City Hall, 3`d Floor (423) 757-4868 100 East I Ph Street Population 152,393 Chattanooga,TN Complaint Tracking Municipal Sofhvare Corporation Aprii,23, 2009 Page 23' City of Huntington Beach Cin-Wide Permit Svstem Appendix A CityView Training Course Profiles Municipal Sofhuare Corporation April23, SOD? Page . City of Huntington Beach City -Wide Permit System APPEN Appendix B Municipal Software Corporation Apri! 23, 2001 Page 25i • A% l• MAM MIR EMMAAWTA M M COURSE DESCRIPTION: This course is intended as an introduction to CityView Forms, Reports and Mapping modules, providing you with a Municipal Software Corporation presents a I comprehensive overview of CityView'. capabilities and functionality series of in-depth CityView Course programs. These comprehensive courses are designed to provide you with the required understanding and skill to increase your proficiency in using CityView productively in the work environment Our objective is to meet your training requirements at all levels. Courses range from hands on introduction for new users and non -technical managers, to more advanced and custom application training for key operators, system administrators and database developers. Our training course material is presented in a hands-on environment conduced at a location and schedule which is convenient for you. Training Courses at a glance: CityView Essentials System Administrator Application Training Designer Reporter Mapping Administrator Train -the -Trainer Custom On -Site Services For more information on course content, prices, and availability please contact our Sales Department. 2nd Floor, 1623 McKenzie Ave Victoria, BC. Canada V8N 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 email: Sales(oD-MunicioalSoftware.com DURATION: 2 Days PRESENTATION: The course is instructor led and the format incorporates hands-on demonstrations and exercises. You'll receive a workbook that's yours to keep, complete with information and exercises covered in the 2 day course and a Certificate of Completion. WHO SHOULD ATTEND? It is highly recommended that all new users of the software complete this course. PREREQUISITES: Participants should be familiar with using Windows 95 and have a desire to learn CityView. OBJECTIVES: ■ The basics; logging on, screen components, using on-line help ■ How to work with Binders, Sheets, Forms and Reports ■ Database Concepts and using the Database Explorer ■ Searching for data using the find operators and saving search criteria ■ How to perform quick queries using search operators ■ Working with data; editing and adding new records ■ Sorting and filtering data in forms and reports ■ Creating reports using the wizard and how to modify them in designer ■ How to use mapping to find properties, calculate areas, and perform distance searches from property boundaries. ■ Many helpful tips and techniques to increase your efficiency in CityView. AGENDA: Day 1 A CityView Demonstration Basics; Commands; Binders The DataBase Explorer Searching for Data Sorting and Filtering Data Working with Data in Forms Day 2 Creating and Using Lists Report Components & Sections The Report Wizard and report types Modifying Reports in Designer Working with Sub -Sections Working with maps in CityView AT THE END OF THE COURSE participants will have a thorough understanding of CityView's capabilities, features and how to use CityView effectively. You will: be well versed in searching the database using the database explorer; be comfortable working with data in forms, modifying and adding new data records, using lookups, sorting and filtering data; know how to create lists and where to apply them; be able to create reports using the Report wizard and modify them in designer. And much, much more... System Administrator Training Course Outline COURSE DESCRIPTION: This in-depth course provides the foundation for supporting CityView, and helps the student gain the knowledge and CityView System Administrator provides skills needed to administer and maintain the system. you with the skills and techniques needed to deploy and administer CityView within DURATION 1 Day your department or organization. I PRESENTATION: The course is instructor led and the format is hands-on This course outline should be used to training using your CityView environment. You'll receive a information determine whether the course is booklet that's yours to keep, complete with information covered in the 1 appropriate for the student, based on day course and a Certificate of Completion. current skills and technical training needs. - Technical information is provided on the WHO SHOULD ATTEND? Those who will be responsible for installing, intended audience, course prerequisites, configuring, maintaining and troubleshooting CityView Software. This objectives and topics covered. course is strongly recommended to all new CityView Clients as part of the implementation phase. Training Courses at a glance: ' CityView Essentials PREREQUISITES: Students should be comfortable working with System Administrator ! computers and have a working knowledge of Windows 95 or NT Application Training operating systems. Completion of CityView Essentials is required. Designer j Reporter OBJECTIVES: Mapping Administrator ■ CityView Software and database file structure Train -the -Trainer ■ Installing the software on the Server and setting up workstations Custom On -Site Services J. Understanding system files and how they are configured ■ How software updates are applied For more information on course content, ' Application configuration; setting and editing default options prices, and availability please contact our ° How to monitor the system usage, licenses in use and use lock -out Saes Department. . What are Security objects, access rights and how they work ■ Creating Groups and users; assigning membership ■ Assigning permissions to groups, users, tables and fields . Allowing and Restricting commands for users and groups . Configuring system default folders and user default folders Using the Data Exchange Wizard to import and export data a Many helpful tips and techniques to increase your efficiency in CityView. AGENDA: • Software Installation CityView System Administration Tools E k: • Security ' . Optimizing the System M U 111�1PA a ' Data Exchange '1' • What to do if..... S C� F R L > Advanced Database Explorer 2"d Floor, 1623 McKenzie Ave AT THE END OF THE COURSE participants will be able to create and Victoria, BC. Canada V8N 1A6 manage user and group accounts; manage file systems; setup and 1-800-665-5647 or Tel: 250-475-6600 maintain the security environment; configure system and user options. Fax: 250-475-6080 Apply software updates and setup exchange specification files for data email: Sales(a�MuniCjpa/SOftWare.COm import and export. The administrator will have a comprehensive understanding of the advanced features of the Database Explorer and the essential components of the system. CityView Designer will provide you with the skills to perform forms customization tasks ranging from making minor cosmetic or functional modifications to designing a complete form set for an entire department. You will see that creating professional looking forms in CityView is a snap and its fun. This course outline should be used to determine whether the course is appropriate for the student, based on current skills and technical training needs. - Technical information is provided on the intended audience, course prerequisites, objectives and topics covered. Training Courses at a glance: CityView Essentials System Administrator Application Training Designer Reporter Mapping Administrator Train -the -Trainer Custom On -Site Services For more information on course content, prices, and availability please contact our Sales department. 2°a Floor, 1623 McKenzie Ave Victoria, BC. Canada V8N 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 Email: Sales(!WunicipalSoftware.com • G) Designer Training Course Outline COURSE DESCRIPTION: CityView Designer will provide individuals such as key operators, technicians, support persons and department managers with the advanced skills required to design forms and customize the CityView System. DURATION: 1 Day PRESENTATION: The course is instructor led and the format incorporates hands-on demonstrations and exercises. You'll receive a workbook that's yours to keep, complete with information and exercises covered in the course and a Certificate of Completion. WHO SHOULD ATTEND? CityView System Administrators and key operators who want to learn how to use Designer to customize forms and Reports in CityView. PREREQUISITES: Students should be familiar with basic Database concepts and Completion of CityView Essentials is required. OBJECTIVES: • How to Plan and define form criteria for your business processes • An Introduction to database design practices and standards ■ How to create Tables, Fields, Indexes and Relationships • Form elements, their properties and how to work with them ■ Using Form Header, Footer and Detail sections in your design • How to display multiple records using list boxes and subsections • Creating lookup tables for pick lists ■ Adding system information to forms; logos, date stamps, user id's • Event control and incorporating automation using expressions ■ Adding advanced functionality by using SQL in your expressions • How to create form templates to set element / form defaults • Many useful tips and techniques that you can apply to get the results you want quickly. AGENDA: • Determining your Form Requirements and Business Processes • Database Objects and their Properties • Database Design Standards and Rules • Form Elements and their Properties • Adding System Information to Forms • Event Control and Expressions • Creating Form Templates AT THE END OF THE COURSE participants will be aware of the general guidelines and considerations to effectively plan and design usable forms. They will: be able to customize existing forms and create new CityView forms using the Designer tools and drawing aids; know how to add design properties to form elements and objects; be able to use the database Explorers advanced features to create tables and fields and assign properties; have an understanding of and how to setup table relationships, Lookup tables and indexes; understand event control using expressions and write expressions to apply automation to forms. And much, much more.... C1 iewS) Reporter Training Course Outline to TAT7NC S YSTE�ws ,,,L oCAL GOVERNIffiN'T.S COURSE DESCRIPTION: This course will provide students with the skills to design comprehensive reports. You will learn how to design CityView Reporter has you creating Iprofessional looking reports from scratch to accommodate all your advanced reports that you will use on a 1 i reporting requirements. You will be creating reports to compile daily basis from monthly permit reports to statistics, analyze data, create "bring forward" lists, monthly activity compiling year-to-date statistics. Reporter will give you the control to see what you reports, and mass mail out letters complete with mailing labels. want, the way you want to see it. You will learn that creating Reports using DURATION: 1 Day Designer is a snap as you are guided through selecting fields and records, using PRESENTATION: The course is instructor led and the format subsections, and how to sort, format, and incorporates hands-on demonstrations and exercises. You'll receive a group information to fine tune your report to suit your needs workbook that's yours to keep, complete with information and exercises covered in the course and a Certificate of Completion. This course outline should be used to determine whether the course is WHO SHOULD ATTEND? CityView System Administrators and key appropriate for the student, based on operators who want to learn how to design advanced reports in current skills and technical training needs. CityView. - Technical information is provided on the PREREQUISITES: Completion of CityView Essentials is required. intended audience, course prerequisites, objectives and topics covered. Completion of CityView Designer is recommended. Training Courses at a glance: OBJECTIVES: CityView Essentials i ■ Forms and Reports; similarities and differences System Administrator ± ■ Planning and defining report criteria Application Training ■ Report elements and how to work with them Designer Reporter ■ Report sections and their functionality in reports Mapping Administrator ■ The components and properties of Subsections Train -the -Trainer ■ How to display multiple records, group and sort data using Subsections Custom On -Site Services ■ Working with the Expression Builder to write expressions ■ Adding system information to reports; logos, date stamps, user ID How to summarize data using aggregate fields For more information on course content, ■ How to display lookup descriptions and apply data masking prices, and availability please contact our . How to create report templates to set element / report defaults Sales Department. AGENDA: • Overview of CityView Reports °• Creating Reports • Modifying Element Properties • Specialty Reports • Using Expressions in Reports • Adding System Information to a Report M" L1n1ClPAREal •Enhancing Reports • Creating Report Templates S0P'I` AT THE END OF THE COURSE participants will have complete design 2ntl Floor, 1623 McKenzie Ave control to create perfect reports. They will: be able to add logos, Victoria, BC, Canada VSN 1A6 change fonts and colors, add new fields and objects to their reports; 1-800-665-5647 or Tel: 250-475-6600 understand subsections and how to apply them to group and display Fax: 250-475-6080 multiple records and consolidate data; know how to incorporate running Email: Sales(a)_MunicipalSoftware.com totals, counts and system information into reports; understand the use of expressions in reports and how to write them. And much, much more..... COURSE DESCRIPTION: This in-depth course provides the student with the knowledge and skills required to manage the CityView mapping Mapping Administrator provides you with environment for your department or organization. Participants will learn the skills and techniques needed to how to bring mapping information into CityView, link it to the database manage and maintain your maps in and use the tools to manage the information as it changes. CityView. You will be able to import any maps using DXF or DLG industry standard formats and link them to your CityView DURATION: 1 Da y forms. PRESENTATION: The course is instructor led and the format is hands-on training using your CityView environment. You'll receive a information This course outline should be used to booklet that's yours to keep, complete with information and exercises determine whether the course is ! covered in the 1 day course and a Certificate of Completion. appropriate for the student, based on current skills and technical training needs. I WHO SHOULD ATTEND? Those who will be responsible for importing Technical information is provided on the and managing mapping data in CityView. This course is strongly intended audience, course prerequisites, recommended to all CityView clients that will be incorporating their objectives and topics covered. digital mapping data into CityView. Training Courses at a glance: PREREQUISITES: Students should be comfortable working with CityView Essentials computers and have a working knowledge of Windows 95 or NT System Administrator operating systems. Completion of CityView Essentials is required. Application Training Experience with mapping applications would be beneficial. Designer Reporter OBJECTIVES: Mapping Administrator ■ Understanding CityView mapping objects and terminology Train -the -Trainer Custom On -Site Services " How to use the Mapping Explorer to create and manage mapping Overlays, Layers, Compositions and Views " Applying security to mapping data in CityView For more information on course content, j ■ Using tools to set scales, layer information and set the region size prices, and availability please contact our ■ How to create lists from mapping objects and how to apply them Sales Department. " How to graphically represent database information using lists " Importing and exporting your mapping data using DXF files " How to automate and manage mapping object links to the database ■ Using the Cluster feature to link mapping objects to multiple records " Many helpful tips and techniques to easily manage your maps in CityView. AGENDA: • Mapping Definitions • The Mapping Explorer - • Working With Mapping Objects unicl al "Mapping Environment Tools • Creating and Using Lists in Mapping S «F %} A R I' • Modifying y g Mapping Objects 2nd Floor, 1623 McKenzie Ave ' Importing and Linking Mapping Data Victoria, BC. Canada V8N 1A6 AT THE END OF THE COURSE participants will have a working 1-800-665-5647 or Tel: 250-475-6600 understanding of the concepts, terminology and tools used to create and Fax: 250-475-6080 manage mapping data in CityView. They will: know how to import and email: Sales(p7MunicipaiSoftware.com export data exchange files; be automatically and manually linking mapping objects to records in the database; be creating layers using lists to graphically display data on maps; know how to assign properties and security to mapping objects. And much, much more ... • Train -the -Trainer Training Course Outline COURSE DESCRIPTION: CityView Train -the -Trainer Program is a hands on course directed to train you on how to conduct a training course for CityView Train -the -Trainer Program will 1 CityView Essentials from setting up the environment, using the lesson enable you to have on staff your very own j plans, course preparation and presentation. Completion of this program qualified CityView Trainer to present I qualifies your trainer to conduct the CityView Essentials course using CityView Essentials training to members in the CityView "Training Kit". your organization at your convenience and at less the cost. .l DURATION: 1 Day This course outline should be used to PRESENTATION: The course is instructor led and the format determine whether the course is incorporates hands-on demonstrations and exercises. You'll receive a appropriate for the student, based on workbook that's yours to keep, complete with information and exercises current skills and technical training needs. covered in the course and a Certificate of Completion. - Technical information is provided on the intended audience, course prerequisites, WHO SHOULD ATTEND? Persons that display an interest and the ability objectives and topics convened. to train members in your organization on how to use the CityView software application. Individuals that have successfully completed this Training Courses at a glance: program are Application Support Personnel, CityView System CityView Essentials Administrators and Subject Matter Experts. System Administrator Application Training Designer PREREQUISITES: Students should be comfortable working with Reporter computers and have a working knowledge of Windows 95 or NT Mapping Adm;nistrator operating systems. Completion of CityView Essentials is required and a Train -the -Trainer desire to teach others how to use software is recommended. Custom On -Site Services For more information on course content, OBJECTIVES: • To develop basic knowledge and skills required to facilitate CityView prices, and availability please contact our Sales Department. Essentials training programs ■ Establishing a positive and motivating learning environment ■ How to use instructional techniques that ensure efficient learning ■ Using effective communication techniques • How to Prepare for the course — from software installation to presenting course material - AGENDA: • Planning the class • Setting up the classroom Starting the class Mun c lA Presenting a CityView demonstration pa I �ea li • Conducting the class ® Section notes — tips and techniques - Providing assistance during the exercises 2"d Floor, 1623 McKenzie Ave - Wrapping up Victoria, BC. Canada V8N 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 AT THE END OF THE COURSE participants will be qualified to train members in their organization in CityView Essentials. They will be Email: Sales _MunicipalSoffware.com comfortable working with the training environment from setting up the classroom to presenting the material and assisting the students during the exercises. Municipal Software Corporation presents a series of in-depth CityView Course programs. These comprehensive courses are designed to provide you with the required understanding and skills to increase your proficiency in using CityView productively in the work environment Our objective is to meet your training requirements at all levels. Courses range from hands on introduction for new users and non -technical managers, to more advanced and custom application training for key operators, system administrators and database developers. Our training course material is presented in a hands-on environment conduced at a location and schedule which is convenient for you. Training Courses at a glance: CityView Essentials System Administrator Application Training Designer Reporter Mapping Administrator Train -the -Trainer Custom On -Site Services For more information on course content, prices, and availability please contact our Sales Department, Muni cipal 2nd Floor, 1623 McKenzie Ave Victoria, BC. Canada V8iV 1A6 1-800-665-5647 or Tel: 250-475-6600 Fax: 250-475-6080 Email: Sales(a7MunicioalSoffware.com 0 Specialty Programs Training Program Outlines DESCRIPTION: Application -training is conducted using your customized forms, reports and data using your business practices. CityView application training will provide individuals such as key operators, technicians, support persons and department managers with the necessary skill to utilize your customized CityView environment to carry out daily business which could range from issuing Building Permits to recording inspection results. DURATION: 1 Full Day Minimum PRESENTATION: The course is instructor led and the format incorporates hands-on demonstrations and exercises using your customized environment. You will be trained on how to use CityView as a tool designed to automate your daily business practices. WHO SHOULD ATTEND? Key personal, end users, department managers, programmers and CityView System Administrators. PREREQUISITES: Completion of CityView Essentials is required. OBJECTIVES: • Introduction to all your customized forms and the binders that house them ■ Provide an overview of your database using Database Explorer • Following standard business practices learn how to find records, and add or modify data using your customized forms ■ Review automation functionality and data verification incorporated into your system to increase efficiency • Creating lists using your data and applying them to an application that meets your business needs ■ How to produce simple reports to display your data using the report wizard • If applicable, overview of your maps in CityView and using mapping objects to locate property information in your database DESCRIPTION: Customized services can address such topics as importing data and database management; importing and exporting CityView maps; map maintenance; linking database records and graphic objects; advanced systems administration; expression building; advanced forms design just to name a few. DURATION: 1 Full Day Minimum AGENDA: Provided by you PRESENTATION: These programs are presented in a free form format providing hands on training sessions designed to meet your specific needs. The agenda is designed for you by you, focusing on the specific areas or topics you want to address. These programs can be tailored to individual or group sessions, provided on your site or ours. WHO SHOULD ATTEND? Key personal, end users, department managers, programmers and CityView System Administrators. City ofHuntinyton Beach Citywide Permit System Project Specifications April, 2001 Vitrarel NFOrm 10 month Permit Expiration (1st, 2nd, 3rd Notices) recording with County Clerk, uncompleted project Reports: Monthly Permit Report, B,P,M,E,valuation, plan check, inspections (livable) sq. & garage separate) Assessor Report, electronically Holds to appear automatically by responsible person All Fees -ability to have fee increase and not alter past permits Automatic numbering system for all cases that are non -OTC (over the counter) Record creation, inquiry & update Track coordination w/other departments (Exhibit 2) Conditions Approvals Plan pick up Resubmittals Droject conditions entered during plan review: ash receipting, generate unique receipt number for each transaction Automation of project holds Ability to change process flow Automatic notification of over -age plan checks Validate Engineer/Architect licenses and record update through State consumer affair data base Plan Check "Paid" must lock for P,M, and E, must have "Adjust" function Security Check for unscheduled inspections and Check for Holds Generate a Plan Check Expiration Notice and Report Create a monthly summary report that totals by plan check for P, M, & E plan checks Create report for Plan Check Work Load, by individual Create report for Plan Check Status Report, by individual Create report for Plan Check by Re -Submittal Date Sanitation District Fees - Change of Use Recalculate Fee GACity Permits\Permit System\PermitRFI-Modified INSPECTIONS r .,. <6x.. Auto create inspection record Track Inspection History, status, holds, completion, release (see Exhibit 3) Inspection scheduling, cut off & update Security Check for unscheduled inspections/Check for Holds Only allow Building Final to be scheduled AFTER final P,M,E, Inspection assignment by area or manually by supervisor Interaction with IVR system (scantron system or handhelds) AM/PM sched. Connection with Electronic field terminals, import/export data Ad hoc reporting capability Inquiry by owner name, tract name or address range "9port: By area, RD, inspector, time spent, by date range port: by inspector, by date range Print Job Card GACity PermitsTermit SystemTermitRFI-Modified EXHIBIT1 Standard Info forAll Casesfor`Bultlm" '`De artm 0 nx Date Permit Type: P, M, E, Combo, Bldg, Pool, Fire Permit Status: Voided/Cancelled/Expired City Job Funding: y/n If y, is Gen Fund y/n, If y=0 ; If n=Transfer from dept acct Admin Job: y/n (default n) If y=process fee + manual fees + Addl people info to orig permit Address & Multi -Address New Tract? Y/N Tract, Lot, APN, Zoning, Reporting District (auto) Who is Builder? (Drop: Contractor/Owner) Is Builder Self -Insured? Y/N Is Builder Non -Employer? Y/N Hroperty Owner Info: Name (Auto)/Manual over-ride/Address/Phone/Email Contractor Info: Name, Address, Phone/Email Verify Current Business License (auto)/hold/Pay for New Verify State License/Classes (multiples) Architect/Engineer Info: Name, Address, Phone/Email Contact Info: Name, Phone, Pager, Other, Email Tenant Info: DBA, Owner Name, Address, Phone, Pager, Other,Email Work Description: New Building? Y/N Bldg Use Type: (Drop MFD, SFR, COM, IND, & Others) -)nstruction Type: (Drop, based on Use Type) Ian Check Type: (Drop -OTC, Overnite, Reduced) note: Overnite/ Reduce require Plan Ck Plan Check Information: Plan Check # Plan Check Amount $ Final Plan Check Approved: y/n BY Whom (refer to Plan Check Info for details) Paid? Y/N END OF STANDARD INFORMATION GACity Permits\Permit SystemTermitRFI-Modified # Stories Water Usage (Drop) (Low, Avg, High) Waluation New & Valuation Revised 'arking Spaces Tees Calculation: Inspection Fee Reproduction Charge Penalty Charge Misc/Itemize (drop) Issuance Fee Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Print Inspection Card EXHIBIT 1 ,PIumbing;,Case (additional i6" dard Linked to Building Permit: y/n # Fee Calculation: Multiple Fee Items (Drop)/ and Quantity for each i.e Water Closet, Bath Tub, Lavatory, Gas Piping System, Water Heater, Urinal, Washing Machine, Water Distribution, Roof Drain, Gas Meter, Private Sewer, Building Sewer, Shower, Kitchen, SinWDisp, Gas Piping High, Dishwasher, Sprinker, Water Softener, Water Dist/Anti-Siphon, Floor Sink/Drain, Intercept/Greasetrap Misc. Fee Items (Drop) Reproduction Charge Penalty. Charge Issuance Fee Inspection Fee Fee Adjustment Amount/Item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Plan Check (if Not OTC) Plan Check Detail Re -submittal Info GACity Permits\Permit SystemTermitRFI-Modified uildina & Safety Plan Check (if Not OTC) Plan Check Detail Re -submittal Info EXHIBIT 1;.�Eleatncal Case (addtttonal to: Standard Information),.,- , , Con„tmueal Linked to Building Permit: y/n # New Residential y/n, If y, provide sq footage including attached garages & additions Fee Calculation: Multiple Fee Items (Drop)/ and Quantity for each: Fixtures, Switches, Outlets, Garbage Disp, Compactor, Range, Dishwasher, Water Heater, Furnace, Oven, Washeer, A/C, Heater, Dryer, Water Softener, Microwave, Vacuum System, Garage Door Opener, Over Hood/Fan, Time Clock, Pole Light, Fuse, Temp Construction Pole, Meter, Sign(s), Sub -Panel, Generators, Misc...... Misc. Fee Items (Drop) Reproduction Charge Penalty Charge Issuance Fee Inspection Fee Fee Adjustment Amount/item Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Plan Check (if Not OTC) Plan Check Detail Re -submittal Info GACity Permits\Permit System\PermitRFI-Modified Building & Safety Plan Check (if Not OTC) Plan Check Detail Re -submittal Info GACity Permits\Permit SystemTermitRFI-Modified EXHIBIT 2 Plan Check:Approval lnformation� 1 -1I K`' Planning: Y/N Need detail of subset approvals, business rules, dates, names, comments holds (Park Fee, Disp Fee, Flood Cert, Cat Exclus, Record Map) Fire: Y/N Need detail of subset approvals, business rules, dates, names, comments, holds (Methane Barrier, Hazmet, Fire Final) Pub Work: Y/N Need detail of subset approvals, business rules, dates, names, comments, holds (Project #, Demolition, Line & Grade, Precise Grade, Landscape Final, Water Final, Sanitation Dist, SewerlStorm Final, Traffic, PW Final) Building: Y/N Need detail of subset approvals, business rules, dates, names, comments, holds (Park & Rec, Flood Zone, Sanitation, Seismic, Building Final) Certi of Occupancy Required: Y/N )"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc Traffic Impact: Y/N }"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc School Impact: Y/N )"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc 'brary Impact: Y/N }" Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc janitation: Y/N }"Y/N" fields should allow No edits after Receipt Issued - Need detail of subset approvals, rules, dates, names, etc Fee Calculation: Penalty: Y/N Calculation: Comments: Fee Adjustment by Item/Amount Total Fee Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Issued By EXHIBITS a Inspection Informtio..n �?:_ x., ` 1 Permit # / Permit Type/ Related Permits Requested Date Requested Time: AM/PM Requested Inspection Type (Drop) or Automatic from IVR Comments Inspector Iapection Completed Type (Drop) tus/Correction Code/Code Reference (Drop) Hold Framing Inspection if "Flood Cert" required (auto) Utility Release: Email or Automatically Generate Notice to Building & Letters to Gas and Edison Utility Release Comments Data/Time Completed Minutes on Job GACity Permits\Permit SystemTermitRFI-Modified EXHiBIT14 Gertifci ate df Occ anc .. , ...__ �.. _ .. .... � __ a --P _� .Y� Auto Create if Building Permit is Commercial, or is a Tenant Improvement Auto Reporting District Auto Plan Check # Auto Building Permit # Address/Email Applied Date (today?) Business Name Business Type Occupation Group (Drop) Location Address Owner Name/Address/Phone roposed Use (Drop) New Building, Existing Building, Change Owner, Change Use to ??, Change Occupant, Add Occupant Former Use Square Ft Revised # Stories Zoning (auto) Occupancy Group (Drop) Multiples Occupancy Load (Multiples Allowed) Health App by Administrative Action/Entlement Plan Approval: Y/N; Date Utility' Release: Y/N; Date Fee Calculation Re -Inspection Fee/Re-Calculate/Adjust Balance Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Retain History for previous uses GACity Permits\Permit System\PermitRFI-Modified Plannina �^n ,�_C e..�� �..Cc �_> .. �. -_ - nL vim. � �� �.. 3, t �:,, v s.F.'� ..�•s cr a ,�� , @� Date Received Complainant Name, Address, City, Zip, Phone, Email Type of Complaint (drop down list with "other"/description) - Link to Code Sections & $ Bail Schedule If Mobile Vendor Complaint, need Vehicle Lic #, DBA Name, Address Comment/Notes re: Complaint Priority (1,2,3) Violation Location ALERT FROM: FIRE OR PD APN & Legal Owner Name, Address & Phone Utility Billing Responsible Party Info Reporting District (automatic by address) Housing Survey Status Officer Assigned (automatic by Reporting District) Received by/Originator Case # (automatically assigned) Field Input: Inspection Date/Comment/Billable Hours (Multiples) Notice Printed?/Compliance Date/Reinspection Date (Multiples) Ability to add manual Reinspection Fee Citation Issued?/Date Hearing Date (45 days from Citation Date + following Wednesday) Case Status Referral to other Dept. Add: Photo to file Inspecttor Close Assigned to Attorney: Attorney Assigned/Date Attorney Disposition Attorney Sign Off/Date # Cases Received/Month/Type # Violations Received/Month/Type # Cases Closed/Month/Officer # Citations Issued/Month/Officer Fee/Month/Type # Inspections/Month/Officer # Cases Sent to Attorney/Month # Cases Attorney Sign Off/Month 0-0 Plannina Plannina Creation, inquiry, & update (Auto property owner record update using Win2Data) (See Modified UDI) Verification of address -based entities using street guide Generate reports & mailing labels for multiple property owners information using a designated radius Creation, inquiry & update (Query by address, APN, Tract/Block/Lot, People Link to Building Permits and COFO's Zone (drop) General Plan Info (drop) Tract/Block/Lot Info APN # Land Description & Code Information (from Win2Data but modified for our needs) Special Concerns - multiples Affordable Housing, Coastal Status, Flood Zone, Exempt, Certif, LOMR + following drop (Drop) Design Review Required, Redevelopment Info, Seismic, Historical, Oil, Methane, Noise, Archeological, Haz Waste (multiple) Specific Entitlements (drop for each = Case, Auto #, Submit Date, Request, Requestor, Staff Assigned) Address Assign, Address Change, Animal Permit, Appeal to PC, Appeal to CC, Cat Exclus Letter, CC&R Review, Earthquake, Cert of Compliance, Coastal Development, Cond Use Permit, Design Review, Development Agree, EIR, Entitle Plan Amend, Environ Assess, Extend Time, Final Parcel Map, Flood Plain Var, Gen Plan Amend, Initial Plan, Zone & Review, Ltd Sign Permit, Local Coastal Rev, Local Coastal Prog Amend, Planned Sign Program, Prelim Plan Review, Reverse to Acre, Sign Code Exception, Special Permit, Specific Plan Rev, Temp Sign Permit, Temp Sales Event Permit, Temp Use Permit, Tent Parcel Map, Tent Tract, Variance, Zoning Map Amend, Zoning Text Amendment, + ability to add additional not on list Detail of approvals for each of Entitlements: (Include routing, approval dates, specific conditions, condition expire date or "vest") Calculate fees based upon the above specific entitlements Penalty: Y/N Fee Adjustment/item Total Fees Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Issued by Cash receipting, linked to revenue accounts Plannina Reports: Entitlements "approved" or "denied" w/related action, by PC,ZA, DRB,DIR (monthly & calendar year) Expired Entitlements by Address & Send Notification Letter to Applicant & Property Owner (prior to expire) Automatic Removal (add "vested")of Expire Date with the Completed & Approved Building Permit Inspection Listing of all properties in Floodplain annually by address and APN New construction in floodplain monthly and calendar year-end Coastal Zone Appeal (check with Susan for details) Letter to property owner and contractor following building permit issuance advising that Elevation Cert is required Creation, inquiry & update of Temporary Sign Permit Business Location Business Name Applicant Name Applicant Address/Phone/Email Previous Temp Sign Violation (last calendar year)? Y/N Violation Date Sign Install Date Dates Scheduled to Post: From/To/# Days (drop) multiples Diagram Scanned Fee Calculation: Penalty: Y/N Fee Adjustment Amount/Item Total Fee: Paid Amount/Cash/Check/Credit Card/Control # (may be multiple) Issued by Permit # (auto)/date (auto) Track history of permits issued by location; count cumulative days signs posted Report: Expired Permits by RD by location Report: Permits that have exceeded 90 days in calendar year, by RD, by location Public Works Conceptual Design Development review & Conditioning Plan Check Submittal & Review Permitting Inspection Schedule Monitor/Maintenance (Water Quality, Fire inspect) Independent Project Identifier, Universal to all depts. Project #, TT #, Tract #, APN#, RD# Date Persons Included: Owner, Address, Phone # (auto populate)/Email Contractor, Address, Phone #, Email Contract License Active/Expire Date Insurance Active/Expire Date Sub -Contractor's), Address, Phone #, Email Business License Active/Expire Date Contract License Active/Expire Date Engineer(s),Type, Address, Phone #, Email Business License Active/Expire Date Contract License Active/Expire Date Fee Calculations & Penalty Assessments by Type Payment Receipt/Amount/Date/Pay Type/Balance Link to Other Agencies/depts for data verifications: State Contractors Lic. City Risk Management Insurance County Caltrans City Business License Fire City's GIS System ( t Ability to Issue, Track, Update, the various Permits (see below) Public Works Permit # ` Emergency Contact/Phone # Location nty/(if over un.00ncubic yards, requires Planning Approval) Erosion Control Plan Approvals by: Property Owner County, State, Federal, City Traffic/Haul Route Plan Submission Date/ Re -Submission Date Soils Report? y/nma , nemodiaUonneqd?y/n ' Dust Control: Std. Conditions (Looxup/Ch000e Hours Allowed Approved by Issue Date ExpirationDate Permit # Emergency Contact/Phone # Location Qty/(if over 2s.ouUcubic yards, requires Planning Approval) Erosion Control Plan Approvals by: Property Owner County, State, Federal, City Traffic/Haul Route, fire Plan Submission Date/ Re -Submission Date Soils Report?ymma Dust Control: Std. Conditions (Lookup/C»oo»e) Hours Allowed Approved by / Issue Date / Expiration Date Public Works - Permit # Emergency Contact/Phone # Location Plans Submit Date/ Re -Submission Date Plans Approve Date Qty Soils Report? y/nma Romed|oUonRoquimd? Ym Dust Control: Std. Conditions (Lvokup/Choom$ Hours Allowed Approvals: Traffic, Planning, Fire, Public Works � |soueo�o ` Expiration Permit # Emergency Contact/Phone # Location Plans Submit Date/ Re -Submission Date Plans Approve Date Oty Soils Report? ymmo RomodiaUonnoquired? Y/n Dust Control: 0d Conuitionu(Lookup/Ch0000) Hours Allowed Approvals: Traffic, Planning, Fire, Public Works Line/Grade Issue Date Expiration Date Permit # ( ) Location: / Street A+#&Street o+# Direction; mAddress Specific Hourly Fee? yh (Need todetermine how mtrack thio); |fNot Hourly =Quantity Fee Categories (Lookup Items uycomovn). Add Quantity Total Fee o,TvooBilled Later, nHourly Traffic Control? wn |fYes, City Standards (Drop 1'u5)with Special Notes |fYes, City Standards (Drop 1'o5) with Special Notes Plan Submission Date/ Re -Submission Date Public Works Location: Street Name, Number Approvals (Y/N; Concept Approved byWhom; Final Approval byWhom) by: Army Corps, Coastal, State Land, County, City Quantity Fees (Drop) ovCategory, Choose Item, Qty Conditions: Notes Issue oom/ ,Expire Date Permit # Cal Trans Requirement (John Von *oneooprovide this info) Fees: Single o,Annual Haul Route Description Insurance inForce (auto link) woBusiness License Requirement Date Received uyPlanning Persons Included: Owner Name, Address, Phone (auto populate) Contractor Name, Address, Phone # Business License Active/Expire Date (auto) Contract License Active/Expire Date (auto) Insurance Active/Expire Date auu'Cont,uctor(x)Name, Address, Phone # Business License Active/Expire Date (outo) Contract License Active/Expire Date (uuto) Insurance Active/Expire Date snoineo,(o)Name, Type, Address, Phone # Business License Active/Expire Date (aum) ' Contract License Active/Expire Date (auto) Tract Map Review Process: 1otReview byVVxom^oatexCommento unoReview uyvvhom/oato^Commonts Approval Fee Calculations Appmva|oxootes/CommonmbvPVV. P|enning, County. Council uoonoe/F,onomooaonaoment Easements Improvement Plan Reviewed by: ^ Whom Date, Comment, Re -submit Date, Approval Date for each vrthe following: Sewer, Water, Storm Drain, Landscape, Street Improvement, Street Lighting, Dry Utilities, Signals, Traffic Control Fee Calculations Rough Grading (see above) Precise Grading (see above) Bonds Include: Performance: $. Accept Date, Release Date ~ Luuor/Moonno|:$Accept Date, Release Date Monument: $ Accept Date, Release Date Guaranteed Warranty: $ Accept Date (Auto= Perform a nce Release Date), Plan Release Date= 1 Yr, Actual Release Date Public Works Public°Wpriis tns cttonsx �: All Public Works Inspections Require: Request Date Permit #, TT# or Tract #, Address Contractor Name, Phone, Email Inspector Name Inspection Type (as listed below by Permit Type) Inspection Status (A=Approved, D=Denied + Notes Allowed, P=Pending+ Notes Allowed) .:.••,, s to tnsecfions ,, 2�, s' ... :. r. :� Required Inspection Types: Soils Report, NPDES, Final Optional Inspection Types: Erosion Control, SWPPP (only required if over 1 acre) Required Inspection Types: Line & Grade Cert, Line & Grade Sign Off, Final Note: Line & Grade Inspections need to be "linked" to Buildino Permits Landscape, Water, Fees Other: Encroachment Permits Final Other Linked to Building Permits: Precise Grade Final, Public Works Final Traffic Control Dry Utilities: Final (Need to be able to track inspectors time for billing) Sewer Main: Pipeline, Manholes, Air Test, TV, Ball & Flush, Mandrell (opt), Manholes Raised to Grade, Manholes Coated, Compaction Report/Slurry, AC Paving, Final Sewer Lateral: Saddle/Wye, Pipeline, Compaction Report/Slurry, AC Paving, Final Storm Drain: Pipeline, Joints Grouted, Structures (opt), TV, NPDES (opt), Manholes Raised to Grade (opt), Compaction Report/Slurry, AC Paving, Final Street Improvements: Curb/Gutter (opt), Cross Gutters (opt), Drive Approaches (Opt), Sidewalks (Opt), Handicap Ramps (opt), Subgrade/AB/Base AC, Curb/Gutter, Remove/Replace (opt), Curb Patching(opt), AC Cap (opt), Traffic Signs (opt) Striping/ Markings (opt), Final Street Lights: Conduit, Foundations, Poles, Conductors, Service Pedestals (opt) Traffic Signals: Conduit, Foundations, Poles, Conductors, Loops or Videos (chose one), Cabinet Controller, Service Pedestal, Final Bus Shelters: Structural, Electrical or Solar (choose one), Final Harbor/Docks: Final Obstruction: Final with notes Public Works Need to be able to clone these from original submittal for each Lot# Required Inspections: Rough Grade: Required & Optional Line & Grade: Engineers Cert, Sign -Off Line & Grade (Linked to Building Permit) Sewer: Pipelines, Manholes Installed, Air Test, TV, Ball/Flush, Mandrell, Manholes Raised to Grade, Manholes Coated, Final Storm Drain: Pipelines, Joints Grouted, Structures, TV, NPDES, Manholds Raised to Grade, Final Water: Pipe, Fittings, Thrust Block, Air-Vac/Blow Offs, Hydrostatic Test, Health Test, Backflow, Valve Boxes Raised to Grade, Water Meter, Water Release, Final Dry Utilities: Edison, Telephone, Gas, CAN, Fiber Optic, Street Lighting, HandholesNaults, Traffic Signals (opt), Final Street Improvements: Curb/Gutter, Cross Gutters, Drive Approaches, Sidewalks, Handicap Ramps, SubgradelABIBase AC, Curb/Gutter Removal/Replace, Curb Patch, AC Cap, Final Signs & Markings: Street Name Signs, Traffic Control Signs, Striping/Markings, Final Landscape: Lot Release, Common Landscape, Service Pedestal, Final Occupancy Release: Final Grade Cert, Final Release (Linked to Building Permit) Bond Release: As Built Plans, Final Soils, Fees Paid, Final Grade Cert; Final Walk-through, Monument Letter, Tract Final 7,9 Owner/Developer Contractor Engineer/Architect Addresses Permit Number Assessor parcel # Tract # or Tentative Tract # Project # Entitlement # (CUP, Tract#, Parcel#, etc.) Soil Report # Able to cross reference (scanned -in) drawings, all Maps, Reports, Soils reports, and existing files Fire CofO Inspection/Release; track status of each inspection component; schedule follow-up inspections; charge re -inspection fee Annual Fire Safety Inspection; track status of each component; schedule follow-up inspections; charge re -inspection fee Hazardous Materials Inspection; track materials; ability to attach photos; track releases/holds/notes Annual Fire Hydrant Maintenance Inspections; track dates of service; ID#; Print inspection reports at site on field units Prepare invoices, monthly reports, letters, violation notices and Citations. �` �. '� � ��. ;, � .�' s � '` - •� t • ` ,� � � �' �... �,.. � �, ,�, .-•� in •'F r ,`; �. 5>� rf' • >. �n='... '' , ",. �. , Inspection history; Holds, Releases, Notes, Persons Generate violation notices City Treasurer Creation, inquiry, update on the below Business Name DBA Business Address/Suite # (link to Cof O:Valid y/n; link to CUP # & date) Reporting District (auto from address) Business Telephone # Mailing Address (min 4 lines) Web Site E-Mail Business Description SIC (Massage, Gun, Entertain, Alcohol) = Send to PD/date (No Fee Permits for Bingo, Towing Company, Special Events) (Nail Salons) Legal Owner Previous Owner Professional License # Date Business Start in HB Account Status (Active/Inactive/Delinq/Pend) Emergency Contact: (multiples) Name Address Phone(s) Birthdate/Place Soc Sec # Calif DL # Vendor Deliveries: Y/N Contractor Lic # & Class Project Address City Treasurer Fed ID # State I D # Soc Sec # Owners or Officers (multiples) # Individuals Working: Full Time/Part time # Vehicles Used: Under 1 Ton /Lic # (multiples) 1to 3 Ton / Lic # (multiples) Over 3 Ton / Lic # (multiples) Do You Collect Sales Tax Y/N If Yes, Resale # Taxable Revenue OC Health Dept Permit # Burglar Alarm System Y/N Permit # / Possible link to Police # Rental Units/Date of Purchase # Rental Equipment: Passenger Autos Trucks Trailers (2 whl) Trailers (4 whl) # Coin Operated Machines: Music Vending Service Amusement Vending Company Names/Address (multiples) Comments: (multiple) Mobile Vendors: Product Sold Location Vehicle Parked Overnight Vehicle Make/Model/Yr/Color/Serial Registered Owner/Address/Phone Description/Logo/Photo Previous License Y/N; City/Date Previously Revoked Y/N/ Yr/Reason City Treasurer Names Liability Insurance Calculate Charges/post to General Ledger Paid Date/Receipt #/Check # /Credit Card Payment/Card#/Transaction Code/Change Status Ability to refund overpayment 10% Penalty for unpaid license/each month up to 100% Business License Issue Date/Business License Number (automatic)/Renewal Month Reports: Daily List of all corrections made to business license (listed as input) Daily List of all new business license (listed as created) Daily list of all renewals paid (alphabetically) Daily list of delinquent accounts that have been paid or closed. Monthly List of all active businesses located in HB by street address. Monthly list of all active business (alpha) Monthly list of new businesses (alpha) Monthly list of closed businesses (alpha) Monthly list of paid renewals showing expiration date (alpha) Monthly list of paid renewals showing payment date (alpha) Statistics of active accounts, new accts, delinquent accts, closed accts, renewals sent, and revenue associated with each of these Monthly list of new accounts include phone #'s (alpha) Monthly list of 90 day delinquent accts (alpha) Monthly list of new accounts showing # per type code Monthly list of inactive accts showing # per type code Compare to HDL Information: List of active accounts comparing resale #'s (if records match = accept, not match = reject), Print Reject List Monthly list of Active Local Commercial Businesses by Reporting District, then by Street Monthly list of Closed Local Commercial Businesses by Reporting District, then by Street City Treasurer History: Inspection Date/Comment/NOV/Photo (multiples)/Change Status Telephone Record/Date/Comment Renewal Letters Sent/Date/Change Status/OCR Encoding NSF Checks/NSF Charges Monthly: Delinquent Notices + Late Fees + Report # License/Permits Issued/Month/Type $ Issued/Month/Type or Cost Center? # Field Inspections/Month Various Tax Authorities Transit Tax -Bed Tax tables to calculate fees Oil Royalty Tax Tables to calculate fees Business System Cash Receipting system record to appropriate cost center Components of Svstem GJEE ! 50,AL C.OMF'ONENTS-- Customization; No future upgrades will override in-house customization Assignment of security down to "field" level for creation, inquiry and update Open Architecture (interface w/other Hardware) IBM,HP, NT, Unisys, etc. Runs on Windows NT Database Utilizes SQL Server All scanned documents need to be in "TIFF" Format All digital files should be in "ODBC" format such as Dbase, Access, Excel with unique identifying # Minimum AND Preferred Hardware Requirements for Network/Printers/Workstations and Configurations Defined Related Software Requirements and estimated costs included Data Conversion Recommended Action Plan Included Training Costs to be included/Phased Training or Train the Trainer Concept Recommended Timeline to be included/Final Timeline to be agreed upon Internet capability to issue Permits On -Line and Check Selected Information/History (specific security rights for each field) Project # Assigned to all developments and provide for heirarchy tracking (parent/child) Permits grouped/linked to projects Assignment of security for groups, user types, persons, down to "field" level for creation, inquiry and update Create Cash Receipts with unique receipt number for each transaction Accept Payments and track type (cash, check, credit cards, deposits) Fees/Payments categoriezed to individual financial account numbers (ie 10035201.63050) Reporting of any type of data Capability to customize/create reports using any type of Account, Category, Field, etc. E-mail notifications and Internet Access Capable Data Transfer to/from Field Units: Capable of utilizing M-Track Software for Field Inspections Capable of using handhelds(Laptops, Palm Pilots, Other) Data compression to reduce cost & transmission time Capable of the "sign off' process Capable of interfacing with Selectron or comparable Ability to track calls, hour, day, month Ability to track calls by request type Determine where call comes in on x5241 or a Rollover to x4085 or other location Components of System Must bacompatible with City'sexisting G|SNapObeots System Data fields for Address must comply with City's Existing GIS Addressing Conventions Compatable with ????? software, Windows NT system Able to launch into Imaging System History by APN, Address, Project, Tract Clean up efforts, property damage, bldg. Repair Accessed bvK/Rorhand he|do Assessor's Files, property size Land use, Subdivision info Legal Description SOFTWARE LICENSE AND SUPPORT AGREEMENT 1. LICENSE Municipal Software Corporation (hereinafter called 'MUNICIPAL') hereby grants to the person or corporation who purchased this License (hereinafter called the 'Licensee') a non -transferable, non-exclusive license to: (a) Use the CItyView application software (hereinafter called the 'PROGRAM'), containing the system modules described in Schedule "A" attached to this document. The PROGRAM is in "use" on a computer when it is loaded into temporary memory (i.e., RAM) of that computer; (b) Copy the PROGRAM into any machine readable or printed form for back-up, archival or modification purposes in support of the Licensee's use of the PROGRAM on the computer system PROVIDED THAT: (i) the Licensee shall maintain a record of the number and location of copies made; and (ii) the copies, together with the original, shall remain the property of MUNICIPAL; (c) Modify the PROGRAM or merge it with another program for the Licensee's use on any single machine PROVIDED THAT: (i) any portion of the PROGRAM modified or merged into another program shall continue to be subject to the terms and conditions of the Agreement; and (ii) upon termination of this Agreement, the PROGRAM or portion thereof shall be completely removed from the modified or merged program and destroyed or returned to MUNICIPAL at the request of MUNICIPAL. 2. SUPPORT In consideration of payment of the annual support and maintenance fee, MUNICIPAL will provide: (a) Priority response on support requests regarding licensed programs (and PROGRAM updates), (b) Application support will be provided at no additional charge whenever MUNICIPAL delivers a set of custom built CityView applications to the Licensee. This support service is not to be confused with the standard Technical Support Services that are provided by MUNICIPAL. This support is not available once the Licensee makes any alterations, additions or deletions to the application and is to be limited to: (i) Within the first two weeks of delivery, all support questions are directed to the developer(s) involved with the application development. These may Include questions of functionality, operability, explanation of how business processes have been implemented, and any questions of warranty. These questions may be posed at any time between 8:30AM and 4:30PM Pacific Time, Monday through Friday; (Ii) After the first two weeks of delivery, but still within a month of delivery, it is requested that wherever possible questions are queued and consolidated so that an appointment with the application developer(s) may be booked. This will allow for the best possible use of time for everyone involved; (III) After the first month of delivery, all questions should be asked through the normal technical support process. If the support issue requires assistance from the application developer(s), the technical support analyst will draw upon those resources as is required; (c) Telephone support for licenses described in Schedule "A" between the hours of 7:30AM and 5:30PM Pack Time, Monday through Friday; (support for monthly hours in excess of those allowed in Schedule "A" shall be billed at regular hourly rates); (d) Remote diagnosis of operational issues related to the PROGRAM and PROGRAM updates, provided that the Licensee has obtained, at its cost, the necessary software, hardware and instruction to allow MUNICIPAL to provide such assistance. (e) PROGRAM updates for licensed programs at no extra charge except for magnetic media and courier costs, these updates to include minor changes, enhancements, improvements, and problem resolutions (excludes all Xpress Licensees); In consideration of the services set out above, the Licensee agrees to pay for each Licensed User installation, the software maintenance charge which shall be submitted by MUNICIPAL no later than one month prior to the date of expiration as specified in Schedule "A" (excludes all Xpress Licensees). 3. ACCESS TO PROGRAM SOURCE CODE (excludes all Xpress Licensees) MUNICIPAL acknowledges that it has entered into an agreement (hereinafter called the "Escrow Agreement") with Jones Emery Hargreaves Swan, Barristers and Solicitors, having an office at Suite 1212 - 1175 Douglas Street in the City of Victoria, in the Province of British Columbia. A copy of the Escrow Agreement is attached hereto as Schedule "B". Said Escrow Agreement provides that a Licensee may gain access to program source code for purposes of maintaining and supporting their PROGRAM licenses all as provided in the Escrow Agreement. MUNICIPAL agrees that for so long as this Software License and Support Agreement is in effect it will deposit and periodically update, at MUNICIPAL's sole cost, a copy of the current version of the PROGRAM source code for all programs for which the Licensee holds licenses as described in Schedule "A" attached hereto in Escrow. MUNICIPAL further agrees that for so long as this Software License and Support Agreement is in effect it will take no steps or actions which would have the effect of modifying or eliminating the Escrow Agreement without first having received written permission from the Licensee to so do. 4. TERM This Agreement is effective upon installation and/or payment of the license fee and shall remain in effect for the term set out in Schedule "A" attached hereto, and upon expiry of the initial term shall automatically renew for an identical term upon payment of the annual support and maintenance fee for the renewal term unless terminated by either party�cordance with the terms contained herein. The Licenseeeterminate this Agreement upon the giving of not less than sixty (60) days written notice to MUNICIPAL prior to each anniversary date of this Agreement. The Licensee may also terminate this Agreement provided that MUNICIPAL is in breach of this Agreement and MUNICIPAL has not responded to the Licensee within thirty (30) days from the date of the written request of the Licensee, which response did not reasonably include an identification of the problem, the timetable for resolution, and the proposed scope of the work required to resolve the problem. MUNICIPAL can terminate this Agreement if the Licensee is in breach of this Agreement and fails to cure such breach within thirty (30) days after written notice from MUNICIPAL, including for non-payment within sixty (60) days of invoice date. In case of termination, the Licensee shall at the request of MUNICIPAL either: (a) Destroy the PROGRAM together with all copies, modifications and merged portions, or (b) Return the PROGRAM together with all copies, modifications, and merged portions to MUNICIPAL. Upon termination the Licensee shall certify in writing that the original and all copies, modifications and merged portions in any form have either been returned to MUNICIPAL or have been destroyed. Sections 5, 6, 7 and 8 shall continue on and survive notwithstanding termination of this Agreement. 5. MUNICIPAL'S PROPRIETARY RIGHTS The grant of the License herein contained permits the limited use of the PROGRAM by the Licensee. Title to and all property in the PROGRAM, its name, logo and computer stored data shall remain exclusively with MUNICIPAL. The Licensee hereby acknowledges that the PROGRAM is the property of MUNICIPAL, constitutes a MUNICIPAL trade secret, and agrees to exercise due care and diligence in safeguarding the PROGRAM and MUNICIPAL's proprietary interest. The Licensee also acknowledges that any negligence or deliberate violation of this Agreement on its part which results in failure to protect MUNICIPAL's proprietary interest in the PROGRAM shalt actually and materially damage MUNICIPAL. In order to ensure compliance with the terms of this Agreement, MUNICIPAL shall be entitled, upon reasonable notice to Licensee and subject to MUNICIPAL's compliance with Licensee's reasonable security measures, to enter upon the Licensee's premises during normal business hours and require the Licensee to produce such Information, records and documents as may be required to ascertain compliance. MUNICIPAL may revise or update the PROGRAM or its. product from time to time but shall have no obligation to provide such revision or update to the Licensee, unless the Licensee has paid in full the Annual Software Maintenance fee. 6. LIMITED WARRANTY MUNICIPAL warrants only that: (a) the PROGRAM furnished, and all subsequent PROGRAM updates, shall function as set forth in the user documentation accompanying the PROGRAM; and,,, (b) the CD or diskette or cassette or magnetic tape on which the PROGRAM (including PROGRAM updates) is provided, shall be free from defects in materials and workmanship under normal use for a period of ninety (90) days from the date of delivery to the Licensee as evidenced by the Licensee's delivery receipt. Except as specifically provided above, MUNICIPAL expressly disclaims all warranties in the PROGRAM, including, but not limited to the implied warranties of quality or fitness for a particular purpose. The Licensee assumes sole responsibility for the selection of the PROGRAM to achieve the Licensee's intended results, and for the installation, use and results obtained from the PROGRAM. 7. LIMITATIONS OF REMEDIES MUNICIPAL's entire liability and the Licensee's exclusive remedy shall be: (a) The replacement of any CD or diskette or cassette not meeting MUNICIPAL's "limited warranty" and which is returned to MUNICIPAL with a copy of the Licensee's receipt, or (b) If MUNICIPAL is unable to deliver a replacement CD or diskette or cassette which is free of defects in materials or workmanship, the Licensee may terminate this Agreement by returning the PROGRAM to MUNICIPAL for a refund in full of licensing fees only as long as such refund is requested within three (3) months of the anniversary date of this Agreement. In no event shall MUNICIPAL be liable to the Licensee for any damages, including any lost profits, lost savings, or other incidental or consequential damages arising out of the use or inability to use the PROGRAM even if MUNICIPAL has been advised of the possibility of such damages, or for any claim by any other party. 8. INJUNCTIVE RELIEF The Licensee agrees that the breach of any term, provision or condition of this Agreement by the Licensee may cause irreparable damage to MUNICIPAL in which case an award of damages may not be adequate relief to MUNICIPAL. Therefore, the Licensee agrees that in addition to all the remedies available to MUNICIPAL in the event of any breach of this Agreement by the Licensee, MUNICIPAL shall have the right to obtain timely injunctive relief to protect its proprietary right. 9. GOVERNING LAW The validity and interpretation of this Agreement and each clause and part thereof shall be governed by the law of the Province of British Columbia without reference to principles of conflict of laws. 10. ENTIRE AGREEMENT This Agreement contains all the terms and conditions agreed on by the parties hereto with regard to the matters dealt with herein, and no understandings or agreements, verbal or otherwise, exist between the parties except as herein expressly set out. 11. RIGHT TO ASSIGN This Agreement and the rights and liabilities hereunder shall not be assigned by the Licensee unless consent in writing is obtained from MUNICIPAL. 12. SUCCESSORS AND ASSIGNS This Agreement shall inure to the benefit of and be binding upon the respective successors and permitted assigns of the parties. 13. DELIVERY AND PAYMENT Acceptance of delivery of payment of the lice 41r software maintenance constitutes acceptance of the te6f this Agreement. ESCROW AGREEMENT To: Jones Emery Hargreaves Swan To: Each Declarant (as defined hereunder) Barristers and Solicitors Suite 1212 - 1175 Douglas Street Victoria, B.C. V8W 2E1 Municipal Software Corporation acknowledges that each licensee under the terms of a valid, current Municipal Software Corporation Software License and Support Agreement which is not in default (the "Declarant") is a beneficiary under this Escrow Agreement and entitled to enforce legal rights and remedies hereunder. 1. Upon receipt by Jones Emery Hargreaves Swan of a Statutory Declaration from the Declarant or an authorized officer of the Declarant containing the following provisions: (a) The Declarant is a party to a Municipal Software Corporation Software License and Support Agreement and the Declarant is not in default under the terms of the agreement; (b) The Declarant has requested in writing performance of the Software License and Support Agreement by Municipal Software Corporation; (c) Municipal Software Corporation has not responded in writing to the Declarant within 30 days from the date of the written request of the Declarant, with a response which did not reasonably include an identification of the problem, the timetable for resolution, and the proposed scope of the work required to resolve the problem; (d) Notice of the intention of the Declarant to exercise the provisions of this Escrow Agreement has been served upon Municipal Software Corporation not less than 14 days prior to the date of execution of the Statutory Declaration; (e) The Declarant undertakes to copy the program source code, the subject of the Escrow Agreement, and to return the original to Jones Emery Hargreaves Swan and to use the program source code only for the purposes of supporting and maintaining its Municipal Software Corporation software program for its own internal corporate purposes; Jones Emery Hargreaves Swan shall release to the Declarant the program source code as deposited by Municipal Software Corporation in a sealed envelope with Jones Emery Hargreaves Swan pursuant to this Escrow Agreement; 2. Municipal Software Corporation shall, during the term of this agreement, submit revised copies of the source code in a sealed envelope together with a list of current approved declarants entitled to receive the same subject to the conditions in (1) above. Such revisions shall be accompanied by a certificate from Municipal Software Corporation stating that: (a) The contents of the escrowed materials are complete and would be understandable and useable by a reasonably knowledgeable computer programmer. (b) The contents accurately reflect the most current version of the licensed programs by the Licensee. -2- (c) The contents incorporate all changes made to the licensed programs or the source material from the previous time the escrowed materials were delivered to Jones Emery Hargreaves Swan under this agreement. (d) The contents contain a separate CD or diskette that contains the CityView License Key Generator Program with instructions for use, and, (e) The contents contain no passwords, or other device that would prevent or prohibit the use of the escrowed materials at any time. 3. Municipal Software Corporation will ensure that revised copies of the source code will be placed with Jone-s Emery Hargreaves Swan within thirty.(30) days after the public release of a licensed program or a licensed program update. 4. Jones Emery Hargreaves Swan shall, upon receiving such a certificate from Municipal Software Corporation, notify each of the declarants mentioned in (2) above, by mail of such receipt. It is understood that the duties of Jones Emery Hargreaves Swan, as escrow holder are limited to those expressly set forth herein and, in addition to the carrying out of escrow instructions, are limited to taking reasonable care of the subject matter of this agreement. Jones Emery Hargreaves Swan make no representations or guarantee as to the escrow materials and shall not be obligated to inquire into the accuracy or completeness of the escrow materials or any declaration made hereunder. In the event that proceedings in a court of law arise in relation to the subject matter of this Escrow Agreement, Jones Emery Hargreaves Swan shall not be obligated to defend or enter an appearance and shall only be obligated to participate after the Declarant and Municipal Software Corporation have placed sufficient security for Jones Emery Hargreaves Swan's costs of such proceedings. 6. This agreement shall terminate ten (10) years from the date hereof, unless renewed by mutual written agreement. Jones Emery Hargreaves Swan may resign as escrow agent hereunder upon another party accepting the duties and obligations of escrow agent or upon providing the Declarant and Municipal Software Corporation with sixty (60) days advance written notice. DATED at the City of Victoria, in the Province of British Columbia, this 4j""-day Of , 2001. J NIUNICIPAL SOFTWARE CORPORATION C�L Robert E. Bennett, President The terms of this agreement are hereby accepted by the firm of Jones Emery Hargreaves Swan Per: Patrick . Trelay 0 0 , v` su 6 PROFESSIONAL SERVICE CONTRACTS Hunan ,Eh PURCHASING CERTIFICATION 1. Requested by: Beverly Braden, Dept. of Building & Safety 2. Date: December 10, 2001 3. Name of consultant: Municipal Software, Inc. 4. Description of work to be performed: Permit Software System Implementation 5. Amount of the contract: $500,000.00 6. Are sufficient funds available to fund this contract?' ❑ Yes, ❑ No 7. Company number and object code where funds are budgeted: 301.56001 51y 8. Is this contract generally described on the list of professional service contracts approved by the City Council'? ® Yes, ❑ No 9. Is this contract within $25,000 or 25% (whichever is less) of the amount stated on the list of professional service contracts approved by the City Council?' ® Yes, ❑ No 10. Were (at least) informal written proposals requested of three consultants? ® Yes, ❑ No 11. Attach list of consultants from whom proposals were requested (including a contact telephone number). 12. Attach proposed scope of work. 13. Attach proposed payment schedule. ' If the answer to any these questions is "No," the contract will require approval from the City Council. Municipal Purchasing Certification 12/10/2001 4:44 PM • • Citywide Permit System Software Consultant List Muncipal Software C/o Ian Carmichael 1623 McKenzie Avenue 2nd Floor Victoria, British Columbia V8N IA6 Canada Accela, Inc. C/o Larry Pruitt 1731 West Walnut Avenue Visalia, CA (250) 475-6600 (559) 799-7114 Tidemark Solutions (now Accela) (949) 466-5435 C/o Mark Ronson 43 Hunter Irvine, CA 92620 • Exhibit • btA Scope of Work A. STATEMENT OF WORK: MUNICIPAL will undertake and provide the following services (pursuant to Proposal dated April 23, 2001 and City's Request for Proposal/Project Specifications dated April, 2001, both attached hereto): 1. Provide 50 concurrent licenses of CityView and services as dictated by its Annual Software Maintenance Agreement. 2. Provide Project Management, System Design and Implementation of City View as follows: i. The City will implement the CityView system in phases. Inherent in each phase will be the design/planning for an Interactive Voice Recognition System (IVR), Internet, and Field deployment, where applicable. ii. The first phase will include scoping the entire project and importing the property data that will be used throughout the system. Training will take place as each phase is completed. After the completion of phase one, SysAdmin, Reporter and Designer training will be delivered along with Essentials and Application training for users of Business Licensing and Code Enforcement. Subsequent phases will involve only Essentials and Application training for the users of each new module. iii. Phase One (Business Licensing and Code Enforcement, 20 forms) 1. Pre- Training (Subject Matter Expert Training in City View Essentials 2 days) 2. Data Collection and Project Scope (data collection and scope document prepared) 3. Implementation/Customization — Prototype Development 4. Implementation/Customization — User review, form refinement and data conversion 5. Training (7days) iv. Phase Two (Building Permitting and Plan Checks, 25 forms) 1. Implementation/Customization — Prototype Development 2. Implementation/Customization — User review, form refinement 3. Training (4 days) v. Phase Three (Planning and Pre -Construction, 25 forms) 1. Implementation/Customization — Prototype Development 2. Implementation/Customization — User review, form refinement 3. Add 25 Users to System 4. Training (4 days) vi. Phase Four (Public Works and Fire Permits, 30 forms) 1. Implementation/Customization — Prototype Development 2. Implementation/Customization — User review, form refinement 3. Training (4 days) CityView Contract Exhibit A 12 • Exhibit A Scope of Work B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. Provide knowledgeable personnel, experienced in implementation who will provide leadership, advice and support in the application design, data management, conversion, and testing. 2. Assist City with the assessment of gaps or inconsistencies between current processes and application processes, and develop strategies and approaches to resolve gaps or inconsistencies. 3. Define data conversion approach and assist in the conversion of existing data. 4. Review City's proposed hardware, operating system, and database to insure system performance will meet or exceed existing performance of the City's Legacy system. C. CITY'S DUTIES AND RESPONSIBILITIES: 1. Provide knowledgeable personnel, experienced in the City's processes and requirements and authorize them to make decisions and perform the activities required for the City to implement the application software. 2. Provide a Project Manager who will be responsible for the day-to-day management of the project, report progress to the Executive Sponsor, manage the project budget, and develop/monitor project plans and schedules. 3. Provide Project Team/Subject Matter Experts who have in-depth knowledge of the City's existing business processes, procedures, systems, personnel and reporting, as well as a solid understanding of the City's future direction and related requirements. Team members are expected to participate in the project at least 50% of their time during the scoping/design/testing phase. The following are the expected responsibilities of the team members: i. Attend scheduled training sessions ii. Act as focal point for issues affecting their application area iii. Develop and maintain procedures within their application area iv. Develop end -user training manuals v. Test and troubleshoot issues in their application area 4. Provide Technical personnel to establish, operate and support both the test and production environments for the Permit System. Their responsibilities include: i. Knowledge of the hardware, operating system, and databases ii. Participate in the initial software installation and cumulative updates iii. Configure the test and production environments. Help determine any scalability issues during test environment and for updates iv. Manage test and production environments, including networks, servers, workstations and their connectivity v. Provide technical solutions to hardware issues. vi. Responsible for managing interfaces vii. Accept system into production viii. Maintain system including daily backups CityView Contract Exhibit A 13 Exhibit A • Scope of Work D. PROJECT SCHEDULE: 1. Phase One (Business License and Code Enforcement): Jan — March, 2002 2. Phase Two (Building Permitting and Plan Checks): April -June, 2002 3. Phase Three (Planning and Pre -Construction): July -September, 2002 4. Phase Four (Public Works and Fire Permits): October -Jan, 2003 5. Phase Five (GIS Activation): Feb -March, 2003 6. Phase Six (Internet Activation): March -May, 2003 This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. CityView Contract Exhibit A 14 Exhibit B • Payment Schedule In return for the work shown in Exhibit "A" to be provided by MUNICIPAL SOFTWARE ("MUNICIPAL") pursuant to the terms of this Agreement, City of Huntington Beach ("CITY") shall pay as follows: LICENSING: $99,500 invoiced upon receipt of initial order. ANNUAL SOFTWARE MAINTENANCE: $20,000 invoiced upon delivery of City View software. DESIGN/IMPLEMENTATION: The City will implement its CityView system in phases. Inherent in each phase will be the design/planning for Interactive Voice Recognition (IVR), the Internet and Field deployment, where applicable. The cost of the project is currently valued at $327,090. The City understands that costs for data conversion and the number of forms required are estimates and may vary. PHASE ONE (Business Licensing and Code Enforcement, 20 forms) Pre-Training(Subject Matter Expert Training in City View Essentials 2 days): $4,000 invoiced prior to scheduled training and due on or before the first day of training Data Collection and Pro'ecl t Scope (data collection and scope document prepared) $10,000 invoiced upon scheduling data collection visit. Implementation/Customization (Business Licensing; and Code Enforcement Protot e): $6,300 invoiced upon City's acceptance of the scope document. Implementation/Customization: (user review, form refinements and data conversion): $12,840 invoiced upon scheduled User Review. Training (7 dam $20,200 invoiced prior to scheduled training and due on or before the first day of training('). PHASE TWO (Building Permitting and Plan Checks, 25 forms) Implementation/Customization (Building Permitting and Plan Check Prototype): $7,875 invoiced upon City's acceptance of the scope document. Implementation/Customization: (user review, form refinements): $9,375 invoiced upon scheduled User Review. Training(_4 dam): $13,200 invoiced prior to scheduled training and due on or before the first day of training('). CityView Contract Exhibit B 15 Exhibit B Payment Schedule PHASE THREE (Planning and Pre -Construction, 25 forms) Implementation/Customization (Planning and Pre -Construction Prototype): $7,875 invoiced upon City's acceptance of the scope document. Imnlementation/Customization (user review, form refinements): $9,375 invoiced upon scheduled User Review. Add 25 Users to System: $49,750 Licensing and a $10,000 Increase in Annual Software Maintenance invoiced upon notice by City. Training((4 days: $13,200 invoiced prior to scheduled training and due on or before the first day of training('). PHASE FOUR (Public Works and Fire Permits, 30 forms) Implementation/Customization (Public Works and Fire Prototype): $9,450 invoiced upon City's acceptance of the scope document. Implementation/Customization (user review, form refinements): $10,950 invoiced upon scheduled User Review. Training_(4 days $13,200 invoiced prior to scheduled training and due on or before the first day of training(l). ALL OTHER CONSULTING SERVICES Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Should the budgeted amounts for any step be reached, MUNICIPAL will stop work on that step until new funds are approved. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. OTHER: Charges for time during travel are normally not reimbursable and will only be paid if such time is actually used in performing services for CITY or as otherwise arranged with CITY. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by MUNICIPAL shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. CityView Contract Exhibit B 16 shall: • Exhibit B is Payment Schedule MUNICIPAL shall submit to CITY an invoice for each progress payment due. Such invoice 1) Reference this Agreement; 2) Describe the services performed; 3) Show the total amount of the payment due; 4) Include a certification by a principal member of MUNICIPAL's firm that the work has been performed in accordance with the provisions of this Agreement; and Upon submission of any such invoice, if CITY is satisfied that MUNICIPAL is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify MUNICIPAL in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by MUNICIPAL is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. (') Invoices to be submitted to Project Manager three (3) weeks prior to scheduled training. CityView Contract Exhibit B 17 INSTRUCTIONS: File request in the City Attorney's Office. Outline reasons for this request and state facts necessary for City Attorney to respond. Please attach all pertinent information and exhibits. TYPE OF LEGAL SERVICES REQUESTED: ❑ Ordinance ❑ Opinion ❑ Stop Notice ❑ Resolution ❑ Lease ❑ Bond ❑ _ Meeting ® Contract/Agreement ❑ Deed ❑ Court Appearance ❑ insurance ❑ Other: Is Request for Preparation of Contract form attached? Are exhibits attached? If for City Council action, Agenda Deadline Council Meeting If not for Council action, desired completion date: 12/26/01 ❑ Yes ® No ® Yes ❑ No Unless otherwise specified herein, I consent to the disclosure of the information contained in this RLS to all members of the City Council. 1 Signature of Department Head C/ G- 'ra' e S -,,4C F-'_)L,E' C°.€..t-� -� tV1 Is ,n . n , �L� 4+,V,, Ir0 ( 1�lI - Shaded areas for City Attorney's Office use only. i '+ems t 71 F+u Document2 12/21/2001 1:33 PM